Posted on October 28, 2026 | Request for Proposal - UniFi Door Access System Bid Notice Step 1 of 6 16% The West County EMS and Fire Protection District (Fire District) is seeking bids for UniFi Door Access System. The Fire District reserves the right to terminate the contract for any violation, by the successful bidder, of any term or condition of the contract by giving thirty (30) days written notice stating the reasons therefore and giving the party time to remedy any deficiencies. All bid prices submitted must be guaranteed for ninety (90) days.Bid Instructions Bid opening will be on December 4, 2026, at 12:00 p.m. at the Administrative Offices, 223 Henry Ave., Manchester, MO 63011. The Fire District reserves the right to accept and/or reject any and all bids. Furthermore, after review and consideration of the bids received, the Fire District will proceed with the best, qualified bid, which may not be the lowest bid submitted. The Fire District hereby notifies all bidders that it will affirmatively ensure that in any contract entered into pursuant to this advertisement, minority business enterprises (MBE) and distressed business enteprises (DBE) will be afforded full opportunity to submit bids in response to this invitation and will not be discriminated against on the grounds of race, creed, color, gender, gender expression, age, disability, sex, national origin or military status in consideration for an award. Bid results may be obtained by emailing such request to dfrazier@westcounty-fire.org. No phone calls please. The time it takes for final bid results to be made public depends on the complexity of the project district examination of bids and related information about the project. Bid Inquiries Any questions or clarifications concerning this Bid must be received no later than 1:00 p.m. on November 9, 2026 via e-mail submission to: Chief Financial Officer Dave Frazier Jr. at dfrazier@westcounty-fire.org. Any questions received after this deadline may not be answered. All bid submissions will be followed up with a confirmation email. If you do not receive confirmation within 24 hours, please contact Chief Financial Officer Dave Frazier via the email above. Terms and Conditions The Fire District reserves the right to reject any and all bids or parts of a bid and waive technicalities, and to adjust quantities. All bids will be considered final. No additions, deletions, corrections, or adjustments will be accepted after the time of bid opening. All delivery costs or charges must be included in the F.O.B. destination bid price. City, County and State of Missouri Sales Tax and Federal Taxes are not applicable to sales made to the Fire District and must be excluded. The contract shall be effective for the approximate time it takes to complete and/or fulfill the scope and intention of the proposal. Vendors are required to clearly identify any deviations from the specifications in this submission. Proposals received after the designated time will be considered as “No Bid” and “Void” and will not be opened. All bidders must possess the current and appropriate business and/or professional licenses in their field. Award will be made to the best responsive, responsible bidder, or to the offeror whose proposal is most advantageous to the Fire District; price and other factors considered including geographic location, as applicable. The Fire District reserves the right to accept any item or group of items offered, unless the bidder qualifies their bid by specific limitations. The bid may be on an "all or nothing" basis if wording in the bid so states and if the items solicited are included in the bid. When applicable, provide unit prices and extension prices. Where there is disagreement in the unit and extension prices, the unit price shall govern. If applicable to this bid, the Contractor must comply with all provisions of the current Prevailing Wage Law that’s in effect. Certified payroll shall be submitted with request for payment. Insurance The successful bidder must agree to provide and maintain during the life of the Contract the insurance(s) listed below, in the minimum amounts specified, with an insurance company licensed to do business in the State of Missouri. All policies must name the Fire District as an additional insured and provide for thirty (30) days written notice prior to any material changes or cancellation. Workers Compensation: Statutory limits as required by the statutes of the State of Missouri and Employer’s Liability with limits no less than $500,000. Comprehensive General Liability (including automobile): Limits of no less than $1,000,000/3,000,000/1,000,000 per occurrence or $3,000,000 CSL. Open Records Any and all information contained in or submitted with the bid becomes a public record subject to the Missouri Sunshine Law when the bids are opened. If the bidder believes that any information contained in or submitted with the bid is protected from disclosure by the Missouri Sunshine Law, the bidder must clearly identify what information the bidder believes is so protected and must also clearly identify the legal basis therefor. Bid Specifications The West County EMS and Fire Protection District is seeking bids for a UniFi Door Access System covering all District locations. Base Scope of Work: The District is seeking qualified vendors to supply, configure, and commission a Ubiquiti UniFi door access system for 27 doors across four buildings. The system will provide centralized administration of access permissions, door schedules, and access activity. Locations include Administration/Station 1, Station 2, the Advanced Center of Excellence/Safety House, and Station 3. Verify door conditions and provide a proposed system design and itemized equipment list, including models, quantities, readers, hubs or controllers, and any required management hardware or licensing. Supply UniFi access equipment for all 27 doors. Identify proposed reader locations and any door-specific accessories or compatible locking hardware required, including whether supplied by the vendor or by others. Adopt and configure devices, set up UniFi Access management, and establish District-approved administrator roles, user access groups, schedules, and credential settings. Coordinate equipment placement and connection requirements with the District and its separately retained electrical contractor. State responsibility for mounting, termination, and physical installation of each component. Test and commission all 27 doors after work by others is complete. Demonstrate authorized entry, denied access, scheduled operation, and access activity records to the District. Provide administrative training, equipment and door schedules, warranty information, and District-controlled administrative access at handoff. Bidder will include itemized equipment pricing and separate pricing for configuration, commissioning, training, and any included non-electrical installation labor. Show a subtotal for each building and a total project price. Bidder will include a responsibility breakdown for vendor work and work by others, with all assumptions, exclusions, and exceptions clearly stated. Bidder will provide a breakdown of any recurring charges, software or licensing fees, credential costs, and optional ongoing support, listed separately from the base project price. State any assumed credential quantity. Bidder will identify estimated equipment lead times, project schedule, and coordination requirements for the electrical contractor. Equipment and workmanship warranty terms, post-installation support terms, payment terms, and proposal validity period. Completion requires successful testing of all 27 doors, resolution of identified deficiencies within the vendor’s scope, delivery of documentation, and completion of administrator training. The vendor shall identify any outstanding work by others that prevents testing or final acceptance. All electrical work is excluded from this RFP and will be provided separately by the District through others. This includes cabling, conduit, electrical power, wiring, terminations, electrical connections to locking hardware, and required electrical or life-safety interfaces. The vendor shall identify these requirements for coordination and shall not include electrical labor in its base proposal. Existing routers and switches are UniFi equipment and will remain in place. Do not include new routers or switches in the proposal. Verify available network ports and power capacity and identify any deficiencies for the District to address separately before commissioning. Identify required door preparation, mechanical hardware changes, mounting work, or other work by others. Clearly distinguish equipment supply from physical installation and electrical responsibilities so there are no gaps in the proposed scope.Exception Sheet If the item(s) and/or services proposed in the response to this bid is in any way different from that contained in this proposal or bid, the bidder is responsible to clearly identify all such differences in the space provided below. Otherwise, it will be assumed that the bidder’s offer is in total compliance with all aspects of the proposal or bid.Exception Sheet(Required)Please provide a detailed list of exceptions in the space provided above. If your bid is fully compliant, please state no exceptions below. References Please provide references for similar work performed within the past two (2) years.Reference Company Name(Required) Company Name Reference Company Contact(Required) First Last Phone(Required)Email Reference Company Name(Required) Company Name Reference Company Contact(Required) First Last Phone(Required)Email Company Name Company Name Company Contact First Last PhoneEmail Bidder InformationBidding Company Name(Required) Company Name Bidding Company Address(Required) Street Address Address Line 2 City AlabamaAlaskaAmerican SamoaArizonaArkansasCaliforniaColoradoConnecticutDelawareDistrict of ColumbiaFloridaGeorgiaGuamHawaiiIdahoIllinoisIndianaIowaKansasKentuckyLouisianaMaineMarylandMassachusettsMichiganMinnesotaMississippiMissouriMontanaNebraskaNevadaNew HampshireNew JerseyNew MexicoNew YorkNorth CarolinaNorth DakotaNorthern Mariana IslandsOhioOklahomaOregonPennsylvaniaPuerto RicoRhode IslandSouth CarolinaSouth DakotaTennesseeTexasUtahU.S. Virgin IslandsVermontVirginiaWashingtonWest VirginiaWisconsinWyomingArmed Forces AmericasArmed Forces EuropeArmed Forces Pacific State ZIP Code Contact Person(Required) First Last Contact Title(Required)Contact Email(Required) Contact Phone(Required)Contact Fax Bid SubmissionBid Amount (Dollars)(Required)Price above should be the total price for all aspects of this RFP. File Upload Drop files here or Select files Max. file size: 64 MB. We encourage bidders to also attach their usual and customary detailed quote/bid sheet to assist the Fire District in clearly understanding your proposal and pricing.AcknowledgementsThe bidder verifies that he/she has not, nor has any other officer, director, representative or agent of the bidder entered into any combination, collusion or other anti-competitive agreement with any person relative to the price to be bid by the bidder nor to prevent any person from bidding and that this bid is made without reference to any other bid and without any agreement, understanding or combination with any other person in reference to such bidding.(Required) Yes No Initial(Required)The bidder verifies understanding of the Bid Instructions and Terms and Conditions set forth in this Request for Proposal.(Required) Yes No Initial(Required)Authorized Signature(Required)Your NameYour NameYour NameYour NameAll bid submissions will receive a confirmation email. If you do not receive confirmation of your bid submission within 24 hours, please contact Chief Financial Officer Dave Frazier at dfrazier@westcounty-fire.org . Post Navigation ← Previous PostNext Post →
