Clarksville Housing Authority - Smart Lock Access Control System - PHA-RFP-2026-10-01 - 2026
The Clarksville Housing AuthorityLocal Housing Authority · Clarksville, TN- Due
- Nov 23, 2026
- 20 days left
- Posted
- Oct 23, 2026
- Contract term
- 3 years
- Primary contact
- Ross Dennison
- (931) 291-3164
The 30-second brief
The Clarksville Housing Authority seeks proposals to supply, install, and support a smart lock access control system for approximately 510 public housing units and up to 15 common-area doors across four properties located in Clarksville, Tennessee. The scope encompasses hardware, software, installation, data migration, resident onboarding, and staff training. The project replaces mechanical keyed locksets with electronic credentials, integrating with the Authority's Yardi property management system and work-order system. Key requirements include ANSI/BHMA certified deadbolts, local caching during network outages, encrypted credentials, web-based management software, and 3-year parts and labor warranty with specified response times. Proposals are due by November 23, 2026, at 12:00 PM CT, with written questions due by November 16, 2026.
Unit entry smart lock furnished and installed, Common-area access control door furnished and installed, Gateways or hubs furnished and installed, Credentials (fobs or cards), Door prep, Reinforcement or adapter work, Software, Hosting and mobile apps, Integrations setup, Staff training and resident onboarding, Replacement batteries
Technical solution and compliance with requirements (25), Security, privacy and data ownership (15), Accessibility and resident experience (15), Experience, references and key personnel (15), Implementation plan, support and warranty (10), Total cost of ownership over 5 years (20), Section 3 business preference (Up to 5 bonus)
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Summary
The Clarksville Housing Authority seeks proposals to supply, install, and support a smart lock access control system for approximately 510 public housing units and up to 15 common-area doors across four properties located in Clarksville, Tennessee.
The scope encompasses hardware, software, installation, data migration, resident onboarding, and staff training. The project replaces mechanical keyed locksets with electronic credentials, integrating with the Authority's Yardi property management system and work-order system. Key requirements include ANSI/BHMA certified deadbolts, local caching during network outages, encrypted credentials, web-based management software, and 3-year parts and labor warranty with specified response times. Proposals are due by November 23, 2026, at 12:00 PM CT, with written questions due by November 16, 2026.
EVALUATION CRITERIA
REQUIRED DELIVERABLES
11- Unit entry smart lock furnished and installed
- Common-area access control door furnished and installed
- Gateways or hubs furnished and installed
- Credentials (fobs or cards)
- Door prep
- Reinforcement or adapter work
- Software
- Hosting and mobile apps
- Integrations setup
- Staff training and resident onboarding
- Replacement batteries
REQUIRED ATTACHMENTS
21- Cover letter
- Executive summary
- Firm qualifications
- References
- Technical approach
- Resident protections
- Project plan
- Key personnel résumés
- Support and warranty
- Security documentation
- Section 3 plan
- Required forms including HUD-5369-B
- HUD-5369-C
- Non-Collusive Affidavit
- SF-LLL
- Section 889 Certification
- Conflict of Interest Disclosure
- Section 3 Forms
- W-9
- Price proposal (Attachment A)
- Requirements compliance matrix (Attachment C)
REQUIRED STAFFING
Project manager, Lead technician
- Submit to
- 721 Richardson Street, Clarksville, TN 37040
- Duration
- 60 months
- Scope location
- Clarksville, TN
- Reported agency
- Clarksville Housing Authority
Questions about this RFP
How do I respond to this RFP from The Clarksville Housing Authority?
Review the full solicitation document for submission requirements, evaluation criteria, and deadlines. The submission deadline is November 23, 2026. The solicitation specifies required deliverables that must be addressed in your response. Be sure to include all required attachments as outlined in the solicitation. Submissions should be delivered to: 721 Richardson Street, Clarksville, TN 37040. For questions, contact Ross Dennison.
Can small businesses or minority-owned firms bid on this RFP?
Most government agencies, including The Clarksville Housing Authority in TN, encourage participation from small businesses, minority-owned, women-owned, and disadvantaged business enterprises (MBE/WBE/DBE). Check the full solicitation for any small business participation goals.
What happens after the RFP submission deadline?
After the deadline, the issuing agency reviews all submissions against the stated evaluation criteria. This typically includes a compliance check, technical evaluation, cost analysis, and may involve oral presentations with shortlisted vendors.
Can I ask questions about this solicitation before submitting?
Yes, most solicitations allow vendors to submit questions during a designated period. The primary contact is Ross Dennison at (931) 291-3164. Questions and answers are typically shared with all prospective bidders.
What staffing is required for this project?
This solicitation outlines specific staffing requirements. The required roles include: Project manager, Lead technician. Proposers should demonstrate relevant qualifications and experience for each required role.
What are the key deliverables?
The solicitation specifies the following deliverables: Unit entry smart lock furnished and installed, Common-area access control door furnished and installed, Gateways or hubs furnished and installed, Credentials (fobs or cards), Door prep, Reinforcement or adapter work, Software, Hosting and mobile apps, Integrations setup, Staff training and resident. Proposals should clearly address how each deliverable will be met.
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What are the evaluation criteria for this solicitation?
This solicitation includes specific evaluation criteria that will be used to score proposals. The criteria include: "Technical solution and compliance with requirements (25), Security, privacy and data ownership (15), Accessibility and resident experience (15), Experience, references and key personnel (15), Implemen..." Vendors should carefully align their proposals with each criterion to maximize their score.
Where can I find more RFPs from The Clarksville Housing Authority?
All active and historical solicitations from The Clarksville Housing Authority are tracked and searchable. As a local housing authority agency, The Clarksville Housing Authority regularly publishes solicitations. Visit the agency profile to see current open bids, past contracts, vendor relationships, and decision-maker contacts.
What is the contract term for this solicitation?
The anticipated contract term is 3 years. Contract terms may include renewal options.
Is this solicitation still open for submissions?
Based on the posted deadline of November 23, 2026, this solicitation appears to still be accepting submissions. Deadlines may change through amendments or addenda, so always verify the current status directly with the issuing agency before preparing your response.
What documents are required to bid on this RFP?
Requirements vary by solicitation, but common documents include a technical proposal, cost/price proposal, proof of insurance, relevant certifications, past performance references, and any forms specified in the solicitation. This solicitation specifically requires the following attachments: Cover letter, Executive summary, Firm qualifications, References, Technical approach, Resident protections, Project plan, Key personnel résumés, Support and warranty, Security documentation, Section 3. Additionally, proposals should address staffing requirements as outlined in the solicitation. Review the full document from The Clarksville Housing Authority for the complete list.
What is the scope of this project?
This solicitation defines a specific project scope. The scope covers the following locations: Clarksville, TN. Review the full solicitation for detailed scope requirements.