Aligned with the University’s strategic plan, Housing Service (Physical Resources and Operations) is looking to replace of traditional key/lock applications for interior main doors, external doors and access control in residential facilities. Providing a safe and secure environment for students is the primary goal of the University of Ottawa. To enhance student safety, the University will be installing electronic door locks on (student room doors starting in the spring of 2021 ending in summer 2031. The new electronic locks will be installed on both new and existing doors.
The purpose of this RFP is to provide a forum for us to evaluate and compare current SMART CARD electronic lock and access control technologies. The University is interested in locks that utilize a Smart Card (EV2 4K) platform only, sometimes called RFID Read/Write Technology. Any System using a mag-stripe or a standard proximity type technology will be considered unacceptable, and considered not compliant by the university.
The University of Ottawa also operates all dining operations on campus, including vending and concessions. There are over 3,000 students on meal plans and we intend to expand the use of SMART CARDS at “contactless” point-of-sale terminals throughout campus. The food service equipment for this project is not part of this RFP; however, proposals will be evaluated based on the ability to expand the use of SMART CARDS on campus.
Any system proposed will be flexible enough to have solutions to all the standard types of door locks as well as have solutions to other locking situations that can arise on a typical college campus. This includes mortise, cylindrical, exit/panic devices, lockers, keypad locks, and padlocks. A solution proposed must be from a single manufacturer. Any proposed solution that includes multiple manufacturers as a solution will be rejected by the University and be considered non compliant.
SCOPE OF WORK:
The University of Ottawa is searching for campus-wide access control system for all of its 11 residence buildings. Residence buildings operate as traditional dorm rooms during the academic year and convert to hotel operation during the summer. Currently, there are multiple card systems that cover all of these building. The university seeks to engage a qualified contractor for installation, service and support for one chosen system.
Credentials are to be MiFARE Desfire EV2 4K and/or BLE mobile device for University Students and Staff. It would be advantageous to be able to utilize cardstock with a single technology for hotel operations. The chosen system/supplier will replace about 1200 electronic locks currently installed, and could eventually grow to more than 6000 locks campus wide over the next 10 years as campus development continues. This project will be on a phased approach (see appendix G – added as an attachment at this point for reference purposes only.)
The system will consist of a mix of offline “Standalone” locks (dorm rooms), wired online locks (mostly perimeter doors) and wireless online locks (offices, meeting rooms and miscellaneous). University would like to have the option to upgrade offline locks to support wireless connection in the future.
The system will be enabled to accept multiple credentials such as physical card, mobile credentials, remote locking and unlocking via a Wi-Fi network.
System oversight is provided by uOttawa’s Student Life Client Relations sector with the support of central IT.
Student Life Facilities Management oversees system service issues, trouble calls, support, and facilitates day-to-day operations of the system in cooperation with, ITS, Housing, Residence Life.
Scheduling and access programming is performed by uOttawa Client Relations (Front Desk) in cooperation with Residence Life. System must be able to support operating in both residence and hotel room management functions.
Credentials are managed by Client Relations (Front Desk).
Housing access assignments are imported from Kx (Kinetics Software and managed by Client Relation / Residence Life.
System (Audit Trail) monitoring and online (Lock/Unlock) operation is managed by Client Relations (Front desk).
Network and server operational requirements, database synchronization and programming, maintenance and support are managed by Ottawa University ITS.
Installation, repair and troubleshooting of system components are performed by the chosen and approved Contractor under the oversight of Student Life Facilities Management.
The individual door access points, when functioning in stand-alone mode, should be capable of processing and storing transactions and use the Smart Card to provide updates to users’ access rights
Additional installation, repair, troubleshooting, maintenance and support are provided by designated Student Life Facilities Management personnel as required.
