RFP 2025-003 Physical Access Control System (Due by 06/11/2025 @ 10:00 AM EST)

Location:	Georgia
Posted:	May 15, 2025
Due:	Jun 11, 2025
Agency:	City of Thomasville
Type of Government:	State & Local
Category:	63 - Alarm, Signal, and Detection Systems
Publication URL:	To access bid details, please log in.

Attachment Preview

REQUEST FOR PROPOSALS

RFP DESCRIPTION: PHYSICAL ACCESS CONTROL SYSTEM (PACS) –

RFP #2025-003

DUE DATE: NO LATER THAN JUNE 11, 2025 @ 10:00 A.M. EST

TABLE OF CONTENTS

TABLE OF CONTENTS ------------------------------------------------------------------------------------1

INVITATION -------------------------------------------------------------------------------------------------2

INSTRUCTIONS TO PROPOSERS ----------------------------------------------------------------------3

1.0 Introduction & Background-------------------------------------------------------------------------4

2.0 General Requirements-----------------------------------------------------------------------------4-5

3.0 Scope of Work -------------------------------------------------------------------------------------6-8

4.0 Additional Requirements----------------------------------------------------------------------------8

5.0 Billing for Services Provided-----------------------------------------------------------------------9

CALENDAR OF EVENTS --------------------------------------------------------------------------------10

RESPONSE FORMAT -------------------------------------------------------------------------------------- 11

A. Executive Summary-------------------------------------------------------------------------------- 12

B. Company Background ----------------------------------------------------------------------------- 12

C. Client References----------------------------------------------------------------------------------- 12

D. Responses to General Requirements ------------------------------------------------------------ 13

E. Implementation Methodology -------------------------------------------------------------------- 13

F. Support-------------------------------------------------------------------------------------------13-14

G. Hardware Specifications -------------------------------------------------------------------------- 14

H. Exceptions/Deviations from Proposal Requirements (if applicable) ----------------------- 14

I. Cost Summary -------------------------------------------------------------------------------------- 15

TERMS AND CONDITIONS ------------------------------------------------------------------------ 16-21

PROPOSAL EVALUATION AND SELECTION PROCESS ---------------------------------------- 22

DOCUMENTS CHECKLIST------------------------------------------------------------------------------23

A. CONTRACT AFFIDAVIT--------------------------------------------------------------------24

B. SUBCONTRACTOR AFFIDAVIT----------------------------------------------------------25

C. VERIFICATION OF LAWFUL PRESENCE WITH THE UNITED STATES--------26

D. NON-COLLUSION AFFIDAVIT------------------------------------------------------------27

E. SYSTEM COST CERTIFICATION FORM ----------------------------------------------- 28

F. ADDENDA ACKNOWLEDGEMENT FORM-------------------------------------------- 29

Page 1 of 30

P.O. Box 1540 • Thomasville, GA 31799 • 229-227-3259 • FAX 229-227-3243 • www.thomasville.org

INVITATION

TO SUBMIT REQUEST FOR PROPOSAL FOR

PHYSICAL ACCESS CONTROL SYSTEM – RFP #2025-003

Dear Proposer:

The City of Thomasville is inviting all qualified vendors to submit a proposal to provide a

comprehensive Physical Access Control System (PACS) to secure municipal buildings, critical

infrastructure, and other government facilities. The PACS will replace or upgrade existing systems

to improve employees, public, and asset safety while ensuring compliance with applicable security

standards. The City of Thomasville desires to contract with a single vendor for all

hardware/software and software maintenance, installation, and support. However, the City of

Thomasville reserves the right to evaluate each hardware/software application module on its own

standard of performance. The City of Thomasville reserves the right to award the system to any

one (1) offeror or a combination of offerors.

The City of Thomasville reserves the right to reject any and all proposals, to waive minor

irregularities, to consider minor variations of specifications that are clearly detailed, and to accept

the most favorable proposal that appears to be in the best interest of the City of Thomasville.

Please submit a written detailed proposal for a Physical Access Control System, professional services

and associated fees to implement, troubleshoot and maintain the system. Please structure your proposal

in accordance with the requirements and specifications outlined in this Request for Proposal. Your

proposal should address the issues and requirements in order as outlined on the following pages. Any

deviations, additions, or deletions should be so noted.

Proposals shall be sealed and plainly marked “RFP #2025-003: PHYSICAL ACCESS CONROL

SYSTEM (PACS)” and be received by the City Purchasing Office on or before the appointed time.

Proposers shall submit one (1) USB Flash drive with a copy of the Technical Proposal WITHOUT

pricing, three (3) paper copies of the Technical Proposal WITHOUT pricing and one (1) separately

sealed paper copy of the Proposal Project’s pricing/cost. Please submit your response in a sealed

envelope, addressed as follows:

City of Thomasville

RFP #2025-003 Physical Access Control System (PACS)

Attn: Purchasing Administrator (Lori McCardle)

P.O. Box 1540

Thomasville, GA 31799

If you have any questions concerning this RFP, please email Lori McCardle, at

lori.mccardle@thomasville.org.

Page 2 of 30

INSTRUCTIONS TO PROPOSERS

1. Proposers shall submit one (1) USB Flash drive with a copy of the Technical Proposal WITHOUT

pricing, three (3) paper copies of the Technical Proposal WITHOUT pricing and one (1) separately

sealed paper copy of the Proposal Project’s pricing/cost must be enclosed in a sealed plain envelope,

with “RFP #2025-003 PHYSICAL ACCESS CONTROL SYSTEM written on the outside and must

be filed with the Purchasing Administrator of the City of Thomasville, located at 111 Victoria Place,

Thomasville, Georgia 31792. In the event you choose to mail your proposal, it should be mailed to

Lori H. McCardle, Purchasing Administrator, P.O. Box 1540, Thomasville, Georgia 31799.

2. No proposer will be allowed to withdraw his proposal for any reason whatsoever after the RFP’s

have been opened.

3. The specifications and scope of work following represent the minimum general size, weight,

capacity and performance characteristics desired in the equipment or services to be purchased.

These requirements are not intended to prevent obtaining fair prices or to eliminate competition,

but to ensure, if possible, that all proposals submitted shall not be subject to correction or alteration

after the RFP has been filed, opened, and publicly read. In view of an unusual wide disparity in

details of design and manufacture, complete descriptive literature and manufacturer’s specifications

must be submitted on each type of equipment offered. The City of Thomasville reserves the right

to evaluate any or all RFP’s, particularly where there is a range in specifications. Special

consideration will be given to the ready availability of repair parts and service.

4. Federal or State taxes are not applicable to Georgia Municipalities under the United States Code

Title 26 and Georgia Exemption Certificate Number 3-465-686-300-1.

5. It is expressly understood by the proposer that written notice of the award or purchase order from

the Purchasing Office of the City of Thomasville will constitute an agreement and consummate the

transaction and will serve together with the proposal, the advertisement, these instructions and the

detailed specifications, as the entire form of contract between the parties.

6. The proposer agrees that the City of Thomasville reserves the right to reject any or all proposals, or

to accept the part of the RFP considered, or to resolicit proposers if no proposal is accepted, being

in the best interest of the City.

7. Specifications and the scope of work referred to are minimal, therefore unless otherwise indicated

by the proposer, the City will assume proposals to meet or exceed all specifications.

8. The names of a certain brand, make or definite specifications are to demote quality standard of the

article desired, but do not restrict proposers to the specific brand, make or manufacturer named; it

is to set forth and convey to prospective proposers the general style, type, character and quality of

the article desired.

9. The City of Thomasville reserves the right to reject all RFP’s as appears in its own best interest and

to waive technicalities.

Page 3 of 30

1.0 Introduction and Background

The City of Thomasville maintains multiple facilities including the following buildings:

Administrative, Public Safety, Public Works, Technical Services, CNSNext Broadband, Central

Office, Civil Engineering, Human Resources, Utility Response Center, Electric, Operations (Gas,

Sewer, Water), Landfill, as well as Parks and Recreation Center bathrooms. Current access systems

are aging, but still functional and are due for a full replacement or upgrade with existing hardware.

The goal is to implement a scalable, secure, and centrally managed PACS across the designated

facilities.

Funding has been provided through the Infrastructure Investment and Jobs Act, also known as the

Bipartisan Infrastructure Law. Funding provided through the United States Department of

Homeland Security’s Federal Fiscal Year 2022 State and Local Cybersecurity Grant Program and

all expenditures must meet 2 C.F.R. 200 guidelines.

The City’s History

Located in south-west Georgia, 20 miles from the Florida border, the City of Thomasville was first

incorporated on October 3, 1889. Thomasville’s City Charter establishes a Council-Manager form

of local government characterized by an elected City Council that provides general administration

oversight. A City Manager is appointed by the Council to carry out day-to-day operations. A

Mayor is chosen from among the members of the City Council. The City of Thomasville is among

a handful of municipalities in Georgia that collect no property tax yet offers full utilities services

that fosters the community’s quality of life.

The City provides a range of both traditional governmental services and utilities services to over

30,000 residents, with approximately 20,000 citizens in Thomasville and 10,000 in unincorporated

Thomas County. Traditional governmental services include general administration, police and fire

protection, recreation, and economic development, as well as the construction and maintenance of

highways and streets. The City's utilities services include electricity, water, sewer, sanitation,

natural gas, telecommunications, telephony, cable television and internet access.

The City also operates the community's golf course, municipal auditorium and amphitheater,

regional airport and Subtitle D landfill. The City provides support to these various operations

through its building and fleet maintenance, customer and marketing services, financial and

engineering services and information systems operations.

2.0 General Requirements

The City of Thomasville is seeking proposals from qualified firms to provide a comprehensive

Physical Access Control System (PACS) to secure municipal buildings, critical infrastructure, and

other government facilities. The PACS will replace or upgrade existing systems to improve

employees, public, and asset safety while ensuring compliance with applicable security standards.

The information gathered through this RFP process may be used to adjust the project scope, if

needed. Depending upon the costs of implementation and the availability of resources, the City

Page 4 of 30

This is the opportunity summary page. It provides an overview of this opportunity and a preview of the attached documentation.

RFP 2025-003 Physical Access Control System (Due by 06/11/2025 @ 10:00 AM EST)

Attachment Preview

See also