Hendersonville Police Department Electronic Access Control System Replacement and Expansion

CITY OF HENDERSONVILLE, TENNESSEE
Competitive Sealed Proposal Form
PROJECT NAME:
Hendersonville Police Department Electronic Access Control
System Replacement and Expansion - CSP #27-0007
CSP TIMELINE*:
CSP Posting September 9, 2026
All questions must be received by September 23, 2026 no later than 1:00 p.m.
Addendum Posted (if needed) September 25, 2026
Proposals Due October 2, 2026 no later than 1:00p.m.
CSP Ranking Period To be completed by October 14, 2026
Proposal Selection To be completed by October 16, 2026
*Timeline is subject to change at the city's discretion
WHO WE ARE:
The City of Hendersonville is a medium sized city in Sumner County, 17 miles from downtown Nashville.
The city's population is approximately 65,734 and growing daily. Hendersonville is bounded by Old
Hickory Lake to the south and has over 30 miles of lakefront property. The Board of Mayor and Alderman
guide the city priorities and city departments, including police, fire, public works, parks, administrative
services, finance, building and codes, city court and planning.
WHY ARE WE ISSUING THIS COMPETITIVE SEALED PROPOSAL (CSP):
The Hendersonville Police Department (HPD) is accepting proposals from qualified access control
system integrators for the replacement and expansion of the department's existing electronic access
control system.
The City intends to select a qualified proposer capable of providing a complete, reliable, scalable, and
supportable electronic access control solution, including equipment, software, installation,
programming, commissioning, training, documentation, warranty, and ongoing support as described in
this CSP.
The resulting contract is intended to provide a complete and operational system that meets the City's
requirements and supports the continued security and operation of HPD facilities.
1 | P ag e

CITY OF HENDERSONVILLE, TENNESSEE
Competitive Sealed Proposal Form
WHAT THE CITY EXPECTS IN THE PROPOSAL:
To ensure that proposals can be evaluated fairly and consistently, proposers shall organize their
proposals in the following order and address each item. Proposals shall be clear, concise, and
directly responsive to the requirements of this CSP.
Information specifically identified as required shall be provided with the proposal. Failure to provide
required information may affect the City's ability to evaluate the proposal.
1. Firm Information and Qualifications
Provide:
Legal name, address, telephone number, email address, and website of the firm.
General description of the firm and its primary business.
Length of time the firm has been providing electronic access control services.
Tennessee contractor license number, classification, and expiration date.
Identification of any required licenses held by proposed subcontractors.
Identification of the office or location from which the project will be managed.
A brief description of the firm's qualifications to perform the services described in this CSP.
2. Relevant Experience and References
Provide information demonstrating experience with projects of similar size, scope, and complexity.
Proposers shall provide a minimum of three (3) references for similar electronic access control projects.
At least one reference should preferably be for a public-sector, law-enforcement, public-safety, or similar
security-sensitive facility, if available.
For each reference, provide:
Organization name;
Project name/description;
Contact name and title;
Telephone number;
Email address;
Approximate project value; and
Date of completion.
The City reserves the right to contact any or all references provided by the proposer, as well as other
known sources, to verify information provided in the proposal and to obtain additional information
regarding the proposer's qualifications, experience, performance, and ability to successfully complete
the project. Information obtained through such inquiries may be considered by the City as part of its
overall evaluation and selection decision.
3. Proposed Technical Solution
Provide a detailed description of the proposed electronic access control system and explain how the
proposed solution will meet the City's requirements.
2 | P ag e

CITY OF HENDERSONVILLE, TENNESSEE
Competitive Sealed Proposal Form
At a minimum, address:
Manufacturer and model of the proposed system;
Proposed access control software;
Controllers;
Readers;
Locking hardware;
Required interface equipment;
Network requirements;
Credential management capabilities;
Event logging and reporting capabilities;
System capacity and scalability;
Proposed method for integrating existing doors and components;
Proposed method for adding future doors;
System administration capabilities;
Backup and recovery capabilities;
Any cloud-hosted, manufacturer-hosted, proposer-hosted, or third-party-hosted components;
Cybersecurity or system security features relevant to the proposed solution; and
Any recurring software, licensing, subscription, cloud, or support costs.
The proposer shall identify any components of the City's existing system that the proposer anticipates
reusing and explain the basis for compatibility.
Any components that the proposer determines must be replaced shall be identified, including the reason
replacement is necessary.
The proposer shall identify any limitations, dependencies, or assumptions that could affect the City's
ability to operate, administer, maintain, or expand the system.
4. Implementation Approach and Project Schedule
Provide a detailed description of the proposed approach for completing the project, at a minimum:
Initial site assessment;
Evaluation of existing equipment;
Equipment procurement;
Installation;
Programming;
Migration of existing doors;
Installation of new doors;
Commissioning;
Testing;
Training;
Final acceptance; and
Project closeout.
The proposer shall identify anticipated impacts to HPD operations and describe how disruptions to
Police Department operations will be minimized.
Project Schedule
3 | P ag e

CITY OF HENDERSONVILLE, TENNESSEE
Competitive Sealed Proposal Form
Provide a proposed project schedule identifying, at a minimum:
Site assessment;
Equipment ordering/procurement;
Equipment delivery;
Installation;
Programming;
Commissioning;
Training;
Punch list;
Final acceptance; and
Anticipated substantial completion date.
The City anticipates substantial completion within 120 calendar days following issuance of the
Notice to Proceed.
If the proposer cannot meet the City's anticipated 120-calendar-day schedule, the proposal shall clearly
identify the proposed alternate schedule and explain the reason for the variance.
5. Warranty and Support
Proposers shall identify:
Warranty period for equipment;
Warranty period for labor and installation;
Manufacturer warranties;
What is included and excluded from warranty coverage;
Response times for warranty/service calls;
Technical support availability;
On-site support availability;
Software support;
Software/firmware update policies;
Available extended warranty options;
Available service/support agreements; and
Expected lifecycle/end-of-support information for major system components, if available.
The City is not establishing a specific warranty duration for purposes of proposal submission. Proposers
shall clearly state the warranty being offered.
Proposers should also identify any anticipated future costs associated with maintaining the system as
equipment ages or reaches end-of-life.
Warranty and support terms will be considered as part of the evaluation.
6. Software Licensing
Provide information regarding all software, licenses, subscriptions, and other recurring requirements
included in the proposal, including:
4 | P ag e

CITY OF HENDERSONVILLE, TENNESSEE
Competitive Sealed Proposal Form
License type;
Number of licenses/users included;
License duration;
Renewal requirements;
Recurring costs;
Subscription costs, if applicable;
Upgrade/update costs, if applicable;
Technical support costs, if applicable;
Cloud hosting costs, if applicable; and
Any restrictions or limitations on City use.
All recurring costs shall be clearly identified in the cost proposal.
7. City System Ownership and Administrative Access
Describe how the proposed system will provide the City with ongoing ownership and administrative
control of the system.
The proposer shall identify:
Administrative access provided to City personnel;
System administrator capabilities;
Any local or emergency administrative access;
Server or cloud administration requirements;
System configuration files;
Backup and recovery capabilities;
Any manufacturer-, proposer-, or third-party-controlled access;
Any recurring remote access requirements by the proposer, manufacturer, or other third party;
Any limitations on the City's ability to administer or maintain the system.
The successful Contractor shall provide all information, credentials, configuration information,
documentation, and other information necessary for City ownership, administration, operation, and
ongoing maintenance of the system.
The proposer shall identify any functions that cannot be performed by authorized City personnel and
must be performed by the Contractor, manufacturer, or other third party.
8. Subcontractors
Identify any subcontractors proposed for the project and provide:
Company name;
Scope of work;
Applicable licenses;
Relevant experience; and
Qualifications of personnel who will perform the work.
The proposer shall remain responsible for all work performed by its subcontractors.
If no subcontractors are proposed, the proposer shall state that none are proposed.
5 | P ag e

CITY OF HENDERSONVILLE, TENNESSEE
Competitive Sealed Proposal Form
9. Cost Proposal
The proposer shall provide pricing sufficient for the City to determine the total cost of providing a
complete and operational system.
Pricing shall include all costs necessary to complete the project, including, as applicable:
Equipment;
Hardware;
Software;
Licenses;
Installation;
Wiring;
Programming;
Commissioning;
Training;
Documentation;
Permits;
Labor;
Freight/shipping;
Travel;
Warranty; and
Other costs necessary to complete the project.
The proposer shall provide unit pricing for ten (10) future access-controlled doors as described in the
Scope of Services. The pricing for the ten (10) future doors shall be provided as a separate line item.
Future expansion pricing shall be provided for evaluation and potential future use. The City is not
obligated to purchase the future expansion items and may elect to purchase all, some, or none of the
additional doors.
All recurring costs shall be separately identified.
The proposer shall provide a clear and detailed cost proposal identifying all costs associated with
the project, including one-time and recurring costs, in sufficient detail for the City to evaluate the
total cost of the proposed solution.
6 | P ag e

CITY OF HENDERSONVILLE, TENNESSEE
Competitive Sealed Proposal Form
PROJECT SCOPE & DETAILS:
The objectives of this project are to:
1. Replace and modernize the existing access control infrastructure.
2. Maintain or improve security for all controlled access points.
3. Integrate existing hardwired doors into a centralized access control system.
4. Install electronic access control on new interior and exterior doors identified in this CSP.
5. Provide a system that supports future expansion without requiring replacement of the core
infrastructure.
6. Improve accountability through centralized credential management, event logging, and reporting.
7. Minimize disruption to Police Department operations during installation and commissioning.
8. Deliver a system that is reliable, maintainable, and supported for long-term operation.
9. Maintain a current City of Hendersonville business license for the contract duration.
10. Comply with all applicable federal, state, and local laws, codes, regulations, licensing requirements,
permit requirements, and manufacturer installation requirements.
GENERAL SCOPE:
The selected Contractor shall furnish all labor, equipment, software, hardware, programming,
installation, commissioning, documentation, warranty information, support services, and training
necessary to provide a complete turnkey electronic access control system.
The selected Contractor shall be responsible for providing all equipment and components required for a
fully functional installation, regardless of whether every component is specifically identified in this CSP.
The selected Contractor shall obtain all permits required for the project and coordinate all required
inspections. The Contractor shall be responsible for submitting the required permit application to the
City. No City permit fee is anticipated for this project.
All work shall comply with applicable federal, state, and local laws, codes, regulations, and ordinances,
including but not limited to, the 2020 National Electrical Code (NEC), applicable NFPA 70
requirements, and applicable manufacturer installation requirements and specifications for all
equipment and hardware being installed.
The Contractor shall comply with all applicable Tennessee licensing requirements for the work being
performed.
DETAILS:
EXISTING ACCESS-CONTROLLED DOORS
The project includes migrating or replacing the Hendersonville Police Department's existing
electronically access-controlled doors into the proposed centralized access control system.
The existing access-controlled doors are comprised of:
HPD Main building - Twelve (12) existing hardwired access-controlled doors.
7 | P ag e

CITY OF HENDERSONVILLE, TENNESSEE
Competitive Sealed Proposal Form
CID Annex building - Five (5) existing hardwired access-controlled doors.
The selected Contractor shall:
Evaluate existing door hardware and access control system components.
Identify any existing components proposed for reuse
Verify compatibility and functionality of reused components.
Replace components that are incompatible or no longer serviceable.
Program each door and associated access control components.
Install all required components.
Commission each door and verify proper operation.
Verify proper operation before final acceptance.
The City does not guarantee that existing equipment is compatible with the proposed system or suitable
for continued use. The selected Contractor shall be responsible for evaluating existing equipment and
identifying compatibility requirements as part of its proposal and implementation approach.
Any existing components proposed for reuse shall be identified by the proposer.
NEW ELECTRONIC DOORS:
The selected Contractor shall install electronic access control on the following new doors:
HPD Main building
Two (2) exterior doors equipped with panic hardware.
Two (2) interior office doors.
CID Annex Building
One (1) exterior door equipped with panic hardware.
One (1) interior office door.
The selected Contractor shall include all required hardware, wiring, programming, installation,
commissioning, and associated components necessary for a fully functional installation.
FUTURE EXPANSION:
The City anticipates the potential addition of ten (10) future electronic access-controlled doors.
The proposer shall provide a unit price per future access-controlled door and an extended total price
for ten (10) future doors.
Future expansion pricing shall be based on equipment and components that are fully compatible with
the proposed system and capable of being added without replacement of the proposed system's core
infrastructure.
The proposer shall identify any limitations, licensing requirements, controller capacity requirements,
software requirements, or other conditions associated with future expansion.
The City is not obligated to purchase the future expansion items.
8 | P ag e

CITY OF HENDERSONVILLE, TENNESSEE
Competitive Sealed Proposal Form
SITE/FACILITY VISITS
Proposers may schedule a site visit to the HPD Main Building and CID Annex to review existing
conditions and access control equipment prior to submitting a proposal.
Site visits shall be scheduled in advance with the project contact identified in this CSP.
The City will make reasonable efforts to provide access to the areas necessary for proposers to evaluate
existing conditions. Attachment A - Hendersonville Police Department Floor Plan is provided for
proposers' reference and should be reviewed in conjunction with the written Scope of Services. The floor
plan is provided for general informational purposes and does not replace the proposer's responsibility
to verify existing conditions.
Proposers are responsible for reviewing existing conditions and determining the equipment, materials,
labor, and other requirements necessary to provide a complete and operational system.
The City has identified the existing access-controlled doors in this CSP; however, certain existing access
control readers/locations are not reflected in the available documentation, including the CID Annex
basement door and the rear HPD gate used to access the patrol vehicle area. Proposers should verify
these locations and existing conditions during the site assessment.
STATE AND LOCAL CYBERSECURITY GRANT PROGRAM (SLCGP) REQUIREMENTS
This Project is funded through the Federal Fiscal Year 2024 State and Local Cybersecurity Grant
Program (SLCGP), administered by the Tennessee Department of Finance and Administration, Strategic
Technology Solutions (STS).
The selected Contractor shall comply with all applicable federal, state, and grant-specific requirements
governing the use of SLCGP funds, including the requirements applicable to the City's grant award, the
SLCGP Local Consent Agreement, and any applicable guidance or conditions issued by the U.S.
Department of Homeland Security, the State of Tennessee, or STS.
The Contractor shall provide any certifications, affidavits, disclosures, documentation, or other
information reasonably required by the City or the applicable grantor or pass-through agency to
demonstrate compliance with the requirements of the SLCGP.
The Contractor shall maintain records and documentation necessary to support the City's use of grant
funds and shall provide such records to the City upon request for purposes of grant administration,
monitoring, reporting, reimbursement, closeout, or audit.
The City reserves the right to incorporate additional grant-required provisions into the resulting
contract if such provisions are required by the SLCGP award, Local Consent Agreement, applicable
federal or state requirements, or the Tennessee Department of Finance and Administration, Strategic
Technology Solutions.
Compliance with applicable SLCGP requirements is a material condition of the resulting contract.
9 | P ag e

CITY OF HENDERSONVILLE, TENNESSEE
Competitive Sealed Proposal Form
REQUIRED CONTRACTOR DELIVERABLES FOR THIS PROJECT:
The following are deliverables to be provided by the selected Contractor during project performance and
prior to final acceptance, as applicable.
OPERATIONAL:
Fully operational electronic access control system
All doors and readers operating as specified
Configured management software
Working credential database
Installed controllers and supporting equipment
Installed readers and locking hardware
Software license documentation, including applicable license terms, quantities, expiration dates,
renewal requirements, and recurring costs.
DOCUMENTATION:
As-built drawings
Equipment inventory
Network configuration documentation
IP Address assignments (if applicable)
Wiring diagrams
Backup and recovery procedures
Operations and maintenance manuals
Warranty documentation
System configuration information necessary for City administration and operation.
Administrative access and system access information necessary for City ownership and operation.
TRAINING:
On-site system administrator training for designated City personnel
Training materials
Quick reference guides
CLOSEOUT:
Successful acceptance commissioning
Punch list completion
10 | P a g e