Introduction: The Villages of Hastings on Hudson and Sleepy Hollow invite qualified vendors to submit proposals for the design, installation, and maintenance of an Access Control System for Village owned facilities. This system aims to enhance the safety of residents and staff by regulating and monitoring access to municipal buildings using advanced technologies. This system should be scalable to accommodate future expansion. The access control system will ensure the safety and security of all buildings, assets, and individuals.
Project Overview: The two Villages seek to install an electronic access control system in six buildings, four in Hastings and two in Sleepy Hollow, to manage and monitor access efficiently. The system must allow seamless, secure entry for authorized staff and visitors while preventing unauthorized access. The system must have the capability of remote access to monitor and program. The access will include both exterior and interior doors. Each Village will need a minimum of100 cards or key FOBS.
Scope of Work:
-
Install control panels at each building working with staff to determine the location.
-
Install readers at all entry points that are compatible with both proximity cards and fobs.
-
Install electric locks on doors to be controlled by the access control system.
-
Ensure all components have reliable power supplies and backup systems to maintain functionality during outages.
-
Install necessary wiring and cabling for all hardware components.
-
Cover any exposed wiring and repair any damage to walls, doors, or other surfaces incurred during installation.
-
Deploy a centralized access control software platform with user-friendly interface for administration.
-
Ensure secure data storage and management, including user credentials and access logs.
-
Configure the system according to the specific needs of each Village, including user roles and access levels.
-
Conduct thorough testing of all components and the system as a whole to ensure proper functionality.
-
Provide detailed documentation, including system manuals, user guides, and maintenance schedules.
-
Use modular hardware and software components that can be added or upgraded without disrupting the existing system.
-
Connect all existing locks and exit devices
-
Include at start of at least 200 proximity cards or fobs.
-
Provide information for a vendor(s) to order future replacements.
Locations:
Hastings in Hudson
Community Center – 19 Doors (10 existing and 9 new)
Public Works Garage – 3 Doors (All new)
Library – 8 Doors (3 existing and 5 new)
Village Hall – 20 Doors (6 existing and 14 new)
Sleepy Hollow
Senior Center – 2 Doors (1 existing, 1 new)
Village Hall – 3 Doors (3 existing)
Proposal Requirements:
-
Site Visit: All prospective bidders are required to attend a mandatory site visit as part of the bidding process. The site visit will provide an opportunity to assess the existing infrastructure, clarify technical specifications, and address any questions regarding installation requirements.
-
Building Breakdown: Please list the price for each building individually on the pricing sheet. In the case of Hastings also list price for existing and new separately.
-
Project Timeline: Estimated timeline for the completion of the project.
-
Qualifications: Documentation of qualifications and experience in similar projects.
-
Warranty Information: Detailed documentation on warranties provided for materials and workmanship.
-
Quoted Timeline: The price quoted shall remain unchanged and valid for a period of 90 days from the date of the quote.
Submission Instructions
-
Deadline: Bids must be submitted by June 27, 2025
-
Only vendors who attend a site visit will be eligible to submit a proposal. Attendance will be documented, and proposals from vendors who do not participate in the site visit will not be considered.
-
Each Village retains the right to reject all or part of the bid proposals.
-
Bids must be sealed and either hand-delivered during business hours or mailed to:
Sleepy Hollow Village Clerk
28 Beekman Avenue
Sleepy Hollow, NY 10591
(Bids received after the deadline will be rejected)
Evaluation and Selection
Quotations will be reviewed based on:
Technical Capability: How well the systems meet the requirements.
Experience: Vendors’ relevant experience and references.
Cost and Value: Competitive pricing and value-added services.
Implementation Plan: Feasibility and clarity of the project timeline.
Support and Warranty: Quality of post-installation support and warranties.
To arrange Site Visits contact:
Hastings on Hudson:
Mary Beth Murphy
914.478.3420
For security reasons, you must enable JavaScript to view this E-mail address.
Sleepy Hollow:
Anthony Giaccio
914-366-5105
For security reasons, you must enable JavaScript to view this E-mail address.
