Electronic Jail Key System

Rockdale County is requesting Competitive Sealed Proposals for an Electronic Jail Key System Instructions for preparation and submission of a proposal are contained in this packet.

The Rockdale County Sheriff's Office is seeking proposals from qualified vendors to provide, install, configure, and implement a modern electronic key tracking and management system for the County's jail facility.

The purpose of this project is to transition the Sheriff's Office from its existing key tracking process to a secure, electronic solution that improves accountability, security, accessibility, monitoring, and control of facility keys and key sets.

The proposed system shall provide network-connected electronic key management panels strategically located throughout the facility and shall support centralized monitoring and management.

Project Objectives

The selected Contractor shall provide a complete electronic key tracking solution to:

• Improve accountability for all keys and key sets
• Provide secure storage and controlled access to keys
• Electronically record key issuance and return
• Identify the individual accessing or returning a key
• Provide real-time visibility of key status and location
• Reduce the risk of lost, misplaced, or unauthorized keys
• Provide an electronic audit trail of key transactions
• Allow authorized personnel to monitor key activity
• Provide centralized management and reporting capabilities
• Integrate the key tracking system through the County's network infrastructure
• Provide a scalable solution capable of accommodating the County's current and future key management needs

System Configuration

The proposed solution shall include three (3) network-connected electronic key management panels located within the facility.

• Panel 1 – Booking Area: a minimum of 32 key/key-set positions
• Panel 2 – Annex: a minimum of 32 key/key-set positions
• Panel 3 – Central Roll Call Room: a minimum of 160 key/key-set positions

The proposed system shall support a minimum total capacity of 224 key/key-set positions.

Installation, Training and Testing

The selected Contractor shall be responsible for the complete installation and implementation of the proposed system. [...] The Contractor shall provide comprehensive training for designated Sheriff's Office and County personnel. [...] The Contractor shall provide complete documentation for the installed system. [...] Prior to final acceptance, the Contractor shall demonstrate that the system is fully operational and meets the requirements of the RFP.

The County intends to procure a complete, operational electronic key tracking solution. Vendors shall include all equipment, software, licenses, accessories, installation, configuration, programming, training, and other components reasonably necessary to provide a fully functional system.

Submission

Sealed proposals will be received at the Rockdale County Finance Department, Procurement Division, 981 Milstead Avenue, Conyers, GA 30012 no later than **2:00 P.M., local time, Thursday, December 3, 2026**. One (1) USB Flash Drive in Adobe PDF format will be required for review purposes. Telephone, Emailed or Facsimile proposals will not be accepted.

Evaluation

This is a past performance/quality/price trade-off source selection in which competing offeror's past and present performance history and product quality will be evaluated on a basis approximately equal to price.

• Technical Capabilities and Proposed Approach: (25%)
• Company Experience, Qualifications, and Past performance: (25%)
• Cost and overall value: (50%)

The Local Vendor Preference Policy allows Rockdale County vendors to get an extra 5 points on the evaluation criteria scoring for Request for Proposal.

Insurance

Before starting any work, the successful contractor must furnish to Rockdale County certificate(s) of insurance from companies doing business in Georgia.

Contract Term

TBD

Unless otherwise stated, all proposals submitted shall be valid and may not be withdrawn for a period of 120 days from the due date.