Event 3353: (rebid) Physical Access Control Systems - Door Readers

CHICAGO HOUSING AUTHORITY ("CHA")
REQUEST FOR PROPOSAL ("RFP") EVENT NO. 3353 (2026)
for
PHYSICAL ACCESS CONTROL SYSTEMS/DOOR READERS (RE-BID)
Required for use by
INFORMATION TECHNOLOGY SERVICES
ISSUED ON: Tuesday, August 25, 2026
ISSUED BY: DEPARTMENT OF PROCUREMENT AND CONTRACTS
PROPOSALS DEADLINE:
Wednesday, September 23, 2026, at 1:00 PM CT
Proposals may be submitted early but must be received electronically no later than the date and
time listed in the solicitation.
PROPOSALS WILL NOT BE ACCEPTED AFTER THE DUE DATE AND TIME
Respondent Name: ___________________________________________________
Contact Name: ____________________________________________________
Contact Telephone: ____________________________________________________
Contact Email: ____________________________________________________
This selection process is unique to the Scope of Work described herein and notwithstanding any
other proposal, qualification or bid requests provided by the Chicago Housing Authority.
Proposers must comply with the requirements as defined in this RFP.
Keith Pettigrew Sheila Johnson
Chief Executive Officer Deputy Chief Procurement
www.thecha.org
Revised as of 04/03/26, all others void
1 Chicago Housing Authority

RFP Event 3353 (2026) Physical Access Control Systems/Door Reader Information Technology Services
Table of Contents
ARTICLE I INTRODUCTION ............................................................................................................................. 4
ARTICLE II INTENT AND PURPOSE .............................................................................................................. 4
ARTICLE III STATEMENT OF WORK/SCOPE OF SERVICES .................................................................... 5
ARTICLE IV GENERAL INSTRUCTIONS ....................................................................................................... 12
ARTICLE V SUBMITTAL REQUIREMENTS .................................................................................................. 16
ARTICLE VI INSURANCE REQUIREMENTS ................................................................................................. 22
ARTICLE VII EVALUATION PROCESS............................................................................................................ 24
ARTICLE VIII CONTRACT REQUIREMENTS .................................................................................................. 28
ARTICLE X EXECUTIVE SUMMARY FORM ................................................................................................. 33
ATTACHMENT A - FEE PROPOSAL
FORM(S)
ATTACHMENT B - INTENT TO BID/SUBMIT
LETTER
ATTACHMENT C - VENDOR SUBMISSION
CHECKLIST
ATTACHMENT D - STANDARD
PROFESSIONAL SERVICES AGREEMENT
ATTACHMENT E - REFERENCE
QUESTIONNAIRE
ATTACHMENT F - UTILIZATION PLAN
APPENDIX A- CARD READER DETAILS
APPENDIX B- CONTROLLER INVENTORY
2 Chicago Housing Authority

RFP Event 3353 (2026) Physical Access Control Systems/Door Reader Information Technology Services
KEY INFORMATION
1. RESPONDENT CONTACT WITH CHA: The Procurement Specialist identified below is
the sole point of contact regarding this RFP from the date of issuance until selection of the
successful proposer(s).
Mauricio Beltran, Senior Procurement Specialist
Chicago Housing Authority
Department of Procurement and Contracts
60 East Van Buren Street, 8th Floor
Chicago, Illinois 60605
Phone: (312) 786-3391
E-mail: MBeltran@thecha.org
SITE VISITS: Thursday, September 3, 2026, See locations & time below. CHA
strongly encourages all interested firms to attend. Vendors who are attending must be
on site at the Location below at the start time listed below. In order to attend the site
visits, you will need to RSVP by Monday, August 31, 2026, at 1:00 PM CT with
Mauricio Beltran via email at mbeltran@thecha.org. CHA will provide access to all
attendees at once:
CHA Headquarters: 333 South Wabash Ave., September 3, 2026
Chicago, IL 60605 12:00PM - 1:00 PM
Family Investment Center (FIC): 4859 S. Wabash Ave. September 3, 2026
Chicago, IL 60605 2:00pm - 3:00 PM
An in-person pre-proposal conference is scheduled for Thursday, September 3, 2026,
at 11:00 AM CT to discuss the scope of services and the CHA contract requirements.
The meeting address is 60 E. Van Buren Conference Rooms 736A-A. In order to
participate onsite, you will need to RSVP by Monday, August 31, 2026, at 1:00 PM CT
with Mauricio Beltran via email at mbeltran@thecha.org. Please submit your
Company Name, Your Name and email address confirming reservation.
Real-time online viewing is available; however, in-person participation is strongly
preferred. To view the Pre-Proposal Conference online visit https://shorturl.at/Mt3lx
Questions regarding clarification or verification of these specifications and CHA contract
requirements must be submitted via the Supplier Portal at https://supplier.thecha.org. no
later than Tuesday, September 8, 2026, by 1:00 PM CT.
The Letter of Intent to Submit a Proposal, Attachment B, is due Wednesday, September
16, 2026, by 1:00 PM CT. The Letter of Intent to Submit a Proposal, Attachment B must
be submitted via the Supplier Portal at https://supplier.thecha.org.
If you do not intend to submit a proposal in response to this RFP, please submit via the
Supplier Portal at https://supplier.thecha.org, a brief explanation in order to continue to
receive future bid/RFP notices.
Responses shall be submitted via the Supplier Portal at https://supplier.thecha.org no later
than Wednesday, September 23, 2026, by 1:00 PM CT.
The Proposer shall be responsible for electronic submission by the due date and
time. Late proposals will not be accepted.
3 Chicago Housing Authority

RFP Event 3353 (2026) Physical Access Control Systems/Door Reader Information Technology Services
Electronic Submission: CHA requires Respondents to submit an electronic proposal for
the above-described Event. Respondent shall upload all documents via the CHA Supplier
Portal at: https://supplier.thecha.org. Electronic proposal submission requires only one
(1) copy. Each submittal section of the electronic proposal shall be labeled and separated
into a different file as described in "ARTICLE V Submittal Requirements."
Note: There is no maximum file capacity size when uploading attachments in the Supplier
Portal. If you receive an error message that states the "Maximum size is: 50" while
uploading an attachment in the Supplier Portal, that error message is referring to the file
naming size. The name of your file cannot be more than 50 characters. For questions or
assistance with the Supplier Portal, please contact Mauricio Beltran, Senior Procurement
Specialist, at 312-786-3391, MBeltran@thecha.org. Respondent shall bear all costs of
responding to this solicitation.
ARTICLE I INTRODUCTION
CHA is the third largest public housing authority in the nation and the largest single owner of rental
housing in Chicago. Through its public housing and voucher programs, CHA serves 135,000
people in over 65,000 households across all 77 of Chicago's community areas. CHA's mission is
to create and sustain strong communities where seniors thrive and everyone can unlock their
economic power, ensuring that every neighborhood in Chicago has quality affordable housing
and everyone feels welcome.
In its procurement of its goods and services, CHA seeks relationships with vendors who share
our values for inclusive and equitable contracting opportunities. CHA strives to be fair,
transparent, and practical, and works to optimize the use of public funds through purchasing
decisions. For more information, visit www.thecha.org.
ARTICLE II INTENT AND PURPOSE
The Chicago Housing Authority (CHA) is seeking proposals from qualified vendors to modernize
and expand its physical access control systems across two (2) key locations: (1) CHA
Headquarters (CHA HQ), which includes entrances at 60 E. Van Buren (official CHA address)
and 333 S. Wabash (main entrance), and (2) the Family Investment Center (FIC) at 4859 S.
Wabash.
The purpose of this project is to implement a modern, integrated access control solution that
enhances security, improves operational efficiency, ensures compliance with Americans with
Disabilities Act (ADA) and cybersecurity standards, and provides advanced reporting capabilities
for comprehensive visibility and analytics.
The selected vendor will be responsible for replacing or upgrading existing systems at CHA HQ,
providing a full turnkey installation at FIC, at both locations delivering a solution that supports
Radio-Frequency Identification (RFID), proximity, and mobile smart credentials, integrating with
Microsoft Active Directory for Single Sign-On (SSO), and meeting NIST/ISO cybersecurity
standards. The system must include a native web application with robust reporting features.
The selected vendor must ensure seamless migration of legacy data, proper configuration of
access levels, uninterrupted operations during transition, and provides comprehensive training
4 Chicago Housing Authority

RFP Event 3353 (2026) Physical Access Control Systems/Door Reader Information Technology Services
and documentation for CHA staff. Additionally, the selected vendor will provide three (3) years of
support, including software upgrades, hardware repairs, and preventive maintenance.
Respondents must submit a proposal that addresses all components of this RFP. CHA reserves
the right to select one or more Respondents through this solicitation.
CHA anticipates this upgrade/installation project will occur starting within two (2) weeks of contract
execution and completed within ninety (90) days of kickoff.
CHA anticipates it will award a firm fixed rate contract for a base period of three (3) years. No
award will be given to a Respondent that is on the list of the Selected Respondent(s) ineligible to
receive awards from CHA or the U.S. Federal Government, as furnished from time to time by the
U.S. Department of Housing and Urban Development (HUD). CHA anticipates the contract
resulting from this RFP to begin in the third quarter of 2026.
ARTICLE III STATEMENT OF WORK/SCOPE OF SERVICES
1. Statement of Work
The Selected Vendor's upgrade solution must include the following:
A. Site Specific Scope (See Appendix A for additional card reader details)
* Site 1: CHA Headquarters (CHA HQ), which includes entrances at 60 E. Van Buren
(official CHA address) and 333 S. Wabash (main entrance). The Selected vendor shall
replace/upgrade the following:
o 1st Floor: Integration of the CHA HQ building turnstile:
o One (1) replacement reader for the Lobby garage, and
o One (1) replacement reader near elevator for employee check in.
o 7th Floor: Connection of fourteen (14) replacement card readers (Panels
located on this floor).
o 8th Floor: Connection of five (5) replacement card readers.
o 9th Floor: Connection of ten (10) replacement card readers.
o 10th Floor: Connection of six (6) replacement card readers (Panels located on
this floor).
o 11th Floor: Connection of ten (10) replacement card readers.
o 12th Floor: Connection of twelve (12) replacement card readers.
o 7th Floor Access Control Panel Centralized hub for floors 7-9 - The existing
control panel may require replacement depending on the technical
requirements of the system proposed. Selected Vendors shall evaluate
compatibility with existing hardware and indicate whether replacement is
necessary.
5 Chicago Housing Authority

RFP Event 3353 (2026) Physical Access Control Systems/Door Reader Information Technology Services
o 10th Floor Access Control Panel Centralized hub for floors 10-12 The existing
control panel may require replacement depending on the technical
requirements of the system proposed. Selected vendors shall evaluate
compatibility with existing hardware and indicate whether replacement is
necessary.
o 11th floor Ccure Server A Genetec Virtual Machine (VM) is currently being
used for Cameras. If necessary, CHA will provide a new VM.
o The selected vendor shall provide all other necessary components needed to
ensure a fully operational system.
o Utilize existing infrastructure, adding any additional infrastructure only if
required.
* Site 2: Family Investment Center (FIC) - 4859 S. Wabash
o As there is currently no access control at this site, the selected vendor is
responsible for a full "turnkey" installation:
o MDF: Install access control panel
o Front Entrance: Install one (1) new card reader per door, Request-to-Exit
(REX), automatic door openers, and all associated hardware.
o Rear Entrance: Install one (1) new card reader, Request-to-Exit (REX),
automatic door openers, and all associated hardware. Door must be ADA
compliant.
o Multipurpose Exterior Door: Install one (1) new card reader, Request-to-Exit
(REX), automatic door openers, and all associated hardware. Door must be
ADA compliant.
o Integration: Connect all new hardware at FIC to new system at HQ for
centralized management.
o Infrastructure: The selected vendor shall provide and install all required
infrastructure for the new system, including cabling, conduit, network drops,
power connections, and any supporting hardware necessary for full
functionality.
* Sites 1 & 2
o Both sites should operate on the same system with centralized,
rolebased management, allowing CHA to assign administration rights for
one site or for both sites.
6 Chicago Housing Authority

RFP Event 3353 (2026) Physical Access Control Systems/Door Reader Information Technology Services
o Selected Vendor shall patch and/or paint all walls impacted by the
installation to restore them to their original good condition.
o Connect all new hardware at both locations to new system for centralized
management.
B. ADA Compliance and Approval
* All readers must comply with ADA standards and be compatible with ADA-
compliant doors, including doors installed after the reader installation. Relevant
guidelines are available on ADA.gov.
C. Acceptance
* All installations must be approved by the CHA.
D. Technical Specifications
* Credential Compatibility: All access control readers shall support triple-technology
capability, including Radio-Frequency Identification (RFID), Proximity, and
Smart/mobile credentials (Cell Phone/Bluetooth Low Energy [BLE]). The system must
support continued use of existing CHA badges utilizing the standard 26-bit format.
Proposed credentials and readers must be fully compatible with existing Blue Sky and
Genetec systems.
* Licensing Requirements: The selected vendor shall be responsible for procuring,
installing, and recommending all required licenses necessary for each new reader and
integrated point across both locations. All licensing required for full system functionality
shall be included in the proposal.
* Access Levels: Access shall be assigned using configurable access groups and role-
based permissions. All controlled doors shall be configured in a secure ("Locked")
state by default. Access shall be granted only to authorized users based on access
groups and permission levels defined and approved by CHA
* Integration Requirements: To ensure centralized user management, enhance
security through automated onboarding/offboarding, and enable single sign-on (SSO).
Security center/management must integrate with Microsoft Active Directory or Entra
ID.
* Web-Based Administration and Reporting: The system shall provide web-based
administration and reporting capabilities, allowing authorized users to manage system
configuration, access permissions, and reporting functions through a secure web
7 Chicago Housing Authority

RFP Event 3353 (2026) Physical Access Control Systems/Door Reader Information Technology Services
interface. The solution shall support real-time monitoring, configurable reports, data
filtering, scheduled reporting, and export to standard formats (PDF/CSV). All
administrative and reporting functions must be accessible via a web browser without
requiring additional locally installed client software, plug-ins, or vendor intervention.
E. Project Timeline & Milestones
* Milestone 1 Project Kickoff & Planning:
o This is to occur within two (2) weeks of contract execution.
o The selected vendor submits detailed project plan, risk mitigation strategy, and
migration plan.
o CHA approves timeline and resource allocation.
* Milestone 2 Procurement & Licensing:
o All hardware, software, and licenses delivered and verified.
* Milestone 3 Physical Installation:
o Server setup and initial configuration completed.
o All cabling, readers, controllers, and ADA-compliant door hardware installed at
both locations.
o Infrastructure verified.
* Milestone 4 System Configuration & Data Migration:
o All existing data migrated from Ccure to new system.
o Active Directory integration and SSO configured.
o Cybersecurity controls are validated.
* Milestone 5 Testing & Commissioning:
o Integration (Normal/Held Open)
o Fully functional testing (badge reads, alarms, failover, reporting).
o CHA sign-off on acceptance.
* Milestone 6 Training & Documentation Delivery:
o CHA Staff training completed.
o "As-built" documentation and administrative guides delivered.
F. Scope of Services
The selected vendor's responsibilities shall include, but are not limited to, the following:
* Project Plan: Provide a project plan with timelines ensuring that door access will
remain available during transitions.
* Network Access: Provide network drops for new installation and configure IP
addresses for controllers on the CHA network. Replacement controllers should use
the IP addresses of the existing controllers.
8 Chicago Housing Authority

RFP Event 3353 (2026) Physical Access Control Systems/Door Reader Information Technology Services
* Existing Equipment: The selected vendor must ensure all existing systems remain
online and fully operational until the conversion is complete and they are no longer
required. After migration to new system, Ccure server is to remain powered on but
isolated for one (1) year and six (6) months (1.5 years). If systems operate in parallel
during the replacement, the selected vendor shall provide a detailed plan that
guarantees changes can be applied consistently to both site's systems without
disruption and access rights are properly granted and restricted on both site's systems
during the transition, ensuring no unauthorized access and maintaining security
compliance pursuant to this RFP.
* Site Access: Facilitate access to all floors (1, 7-12 at CHA HQ) and the FIC exterior
doors during installation hours.
* Compliance: All installation work must fully comply with all applicable building codes,
electrical standards, and safety regulations.
* Infrastructure: The selected vendor shall provide and install all required infrastructure
for the new system, including cable, conduit, network drops, power connections, and
any supporting hardware necessary for full functionality.
* Integration: The selected vendor will ensure the seamless integration of new
components into the existing network, the disposal of outdated equipment, and
compliance with environmental regulations.
* Training: The selected vendor will provide comprehensive training for CHA staff to
support system maintenance and troubleshooting. This includes a minimum of a two
(2) hour training session to be recorded and provided to CHA.
* New Equipment: The selected vendor will be responsible for procurement,
configuration, installation, testing, and documentation of all equipment.
* Legacy System: Migrate all existing personnel data, active badge credentials, access
levels, and door group assignment from Ccure to new system. The selected vendor
must provide plans for access during migration.
* Removal and Disposal of Old Equipment: The selected vendor will ensure that old
equipment is disposed of in an environmentally responsible manner, complying with
all applicable laws and CHA policies.
G. Deliverables
* A fully functional, licensed system at each site.
* Provide a detailed project timeline, including key milestones for equipment delivery,
installation, testing, and final approval.
* "As-built" documentation including a map of reader locations and controller wiring.
* Successful testing of all door readers including badge reads, alarms states,
logging/reporting, and failover.
* Provide training and training documents.
* Securely migrate existing HID badge numbers, PIN codes, and biometric templates (if
applicable) associated with each user profile.
* Three (3) years of maintenance and support, covering break/fix services for all
hardware, software, and integration issues. This includes all software and firmware
9 Chicago Housing Authority

RFP Event 3353 (2026) Physical Access Control Systems/Door Reader Information Technology Services
upgrades, as well as regularly scheduled preventive hardware maintenance with at
least quarterly patching and firmware updates.
* The selected vendor must provide reasonable Service Level Agreements (SLAs) for
response times and clearly defined escalation procedures. Minimum support
requirement: 8x5 Next Business Day (NBD) repairs.
o All equipment must come with a minimum one (1) year warranty, covering
hardware defects and software issues.
* The systems run concurrently until the full transition and cleanup.
H. Acceptance Criteria
The project will be considered complete when all deliverables are met, tested, and
accepted by CHA.
* System Functionality
o All installed card readers, controllers, and associated hardware operate as
specified.
o ADA-compliant door integrations function correctly.
o Access levels and clearance filters are configured per CHA requirements.
o Active Directory integration and Single Sign-On (SSO) are fully operational.
o Reporting features tested and sample report provided.
o Provide report showing all card readers up and functional.
* Data Migration
o All legacy data (personnel, badge credentials, access levels, door groups)
successfully migrated from Ccure to the new system.
o Data integrity verified post-migration with no loss or corruption.
o Selected Vendor must retain and migrate all active credential data and
minimum past ninety (90) days of access control event history, unless
otherwise directed by CHA.
* Cybersecurity Compliance
o Encryption standards (AES-256, TLS 1.2+) implemented for data in transit and
at rest.
o MFA enabled for administrative accounts.
o Logging and audit trails active for all access and administrative actions.
* Reporting Capabilities
o Web applications provide advanced reporting features:
o Standard reports including access granted/denied events, door activity, alarm
events, and credential usage history.
o Operational reports showing controller status, reader health, device
communication, and system events.
o Audit reporting for administrative actions, configuration changes, and access
permission updates.
o Configurable filters and custom report creation.
o Export options including PDF and CSV/Excel formats.
o Automated scheduled reporting with email distribution (preferred).
o Real-time event monitoring and dashboard visibility.
* Infrastructure
o All cabling, network drops, and power connections installed and tested.
10 Chicago Housing Authority