Access Control, Security Monitoring, and Security Camera Services

The City requires Access Control, Security Monitoring, and Security Camera Services (“Services”) for installation, integration, monitoring, maintenance, and support of access control hardware and software, intrusion detection systems, security cameras, and related infrastructure. The City manages security systems across fifteen (15) facilities, including City Hall, community centers, libraries, service centers, and the Public Safety Complex. The City currently utilizes a third-party monitoring provider; however, this Agreement is intended to modernize, standardize, and centrally manage security systems, improve system integration, and enhance operational efficiency and security citywide.

• RFP Document

Pre-Submittal Meeting. A Pre-Submittal Meeting will be held on September 8, 2026, at 10:00 a.m., at the San Ramon Community Center located at 12501 Alcosta Boulevard, San Ramon, CA 94583. Prospective Respondents will have the opportunity to ask questions about the RFP and the required Services. Respondents will be required to sign-in at the Pre-Submittal Meeting and to provide an email address for the Respondent’s representative for receipt of any subsequent addenda. The Pre-Submittal Meeting is mandatory, and the City may, acting in its sole discretion, disregard any Proposal submitted by a Respondent that failed to attend or failed to arrive on time for the Pre-Submittal Meeting.

Requests for Information. Questions or objections relating to the RFP, Agreement, the attachments hereto, the RFP procedures, or the required Services may only be submitted via email to Matt Ramirez, Program Manager, at publicservices@sanramon.ca.gov by 9:00 a.m., September 24, 2026 (the “Request for Information Deadline”). Any questions or objections that are not submitted in the manner specified and by the Request for Information Deadline will be deemed waived. City will not be bound by the oral representations of any City official, employee, or representative.

Submittal Instructions.  Proposals must be received by the City by or before October 29, 2026 at 2:00 p.m. (“Proposal Deadline”). Respondent must submit one original copy of the Proposal in a sealed envelope labeled with Respondent’s name and return address, marked “Proposal for Access Control, Security Monitoring, and Security Camera Services,” and addressed as follows:

City of San Ramon

ATTN: City Clerk

7000 Bollinger Canyon Road

San Ramon, CA 94583

The Proposal may be hand-delivered, sent via overnight delivery, or by regular mail, provided that it is received by the City no later than the Proposal Deadline. Late submissions will be disregarded.

Planned RFP Schedule . The following schedule is provided for planning purposes based on current information. However, all dates are subject to revision, including the Proposal Deadline, and may be amended by addenda to this RFP:

RFP Issued: Thursday, August 27, 2026

Pre-Submittal Meeting: , Tuesday, September 8, 2026 at 10:00 a.m.

Request for Information Deadline: Thursday, September 24, 2026 by 9:00 a.m.

Proposal Deadline: Thursday, October 29, 2026 by 2:00 p.m.

Interviews (if requested by City): TBD

Notice of Selection: Thursday, November 19, 2026 (Tentative)

Council Approval and Award: Tuesday, January 26, 2027 (Tentative)

Commence Services: Thursday, July 1, 2027