GRADY HEALTH SYSTEM BACKGROUND
Grady Health System ("GHS") is one of the Southeast's largest public hospital systems. With a delivery system that includes affiliations with public health organizations, medical education programs, and community advocates, GHS provides quality, cost-effective, and customer focused health care to residents of metropolitan Atlanta and citizens of the State of Georgia. Grady Health System is comprised of Grady Memorial Hospital (953 licensed beds), Crestview Health and Rehabilitation Center (388 licensed long-term care beds), the Infectious Disease Center (HIV/AIDS), the Loughlin Radiation Oncology Center, the Maloof Imaging Center, six (6) community health centers, the Regional Perinatal Center, the State of Georgia Poison Control Center, the Georgia Cancer Center for Excellence, The Marcus Stroke and Neuroscience Center, Grady EMS-Atlanta's 911 ambulance service, the region's premiere Level I trauma center and nationally renowned emergency medicine and burn centers.
Request for Information (RFI) Purpose
The purpose of this RFI is to obtain information necessary to establish the technical approach, scope, budget, implementation strategy, and procurement requirements for replacement of the existing system. This RFI is for information and planning purposes and does not constitute a commitment by the Grady to purchase equipment or award a contract.
Project Overview
The existing system has reached operational limitations, and Grady is evaluating replacement options. The replacement system shall provide a modern, dependable, secure, scalable, and maintainable access control platform while minimizing disruption to facility operations. Grady currently operates an electronic access control system consisting of equipment, software, field devices, network infrastructure, locking hardware, credentials, and integrations from different generations and manufacturers.
Grady is seeking information from qualified electronic security and access control system providers for the design, supply, installation, integration, testing, commissioning, training, documentation, warranty, and ongoing support of a comprehensive electronic access control system (EACS) to replace the current system. The new EACS must be scalable to sufficiently support the access control platform and enable the design and production of chip-enabled employee ID badges.
Qualifications & Features / Key Objectives
• Replace obsolete or unsupported access control equipment.
• Improve system reliability and availability.
• Improve cybersecurity and system resiliency addressing encryption, secure authentication, multi-factor authentication, role-based access, password policies, privileged access, audit logging, firmware security, software patching, vulnerability management, secure remote access, network segmentation, certificate management, security monitoring, backup security.
• Maintain or improve existing access control functionality.
• Provide a modern administrative interface.
• Provide migration strategy and maintain existing security operations during migration.
• Minimize replacement of functional field equipment where technically and economically appropriate.
• Provide a scalable platform for future expansion.
• Integrate with existing security and enterprise systems.
• Improve reporting, auditing, alarm management, and system monitoring.
• Provide a practical migration path from the existing platform to the replacement system.
• Establish a sustainable lifecycle and support model in terms of system resiliency.
Respondents are asked to state expected behavior for server/network/controller/power/cloud outages and provide company profile, years in business, relevant licenses and certifications, number of qualified technicians and engineers, local service capability, relevant replacement projects and references.
Specifications / Description / Anticipated Project Includes (but not limited to):
• Full assessment and documentation of the existing access control system.
• Design of a replacement access control system and proposed network architecture diagram.
• Furnishing of new access control hardware and software.
• Replacement or reuse of existing field devices where appropriate and identification of anticipated risks.
• Replacement of access control panels/controllers.
• Integration with existing door hardware and security systems where feasible.
• Migration of existing users, credentials, access levels, and schedules.
• Integration with Grady's IT/network environment.
• Integration with video surveillance, intrusion detection, fire alarm, elevator, parking, and other systems as applicable.
• Removal and disposal of obsolete equipment.
• Installation and programming methodology, comprehensive testing and commissioning plan, staff training, as-built documentation, warranty and ongoing maintenance/support.
Respondents shall provide a proposed methodology for developing a complete existing system inventory and identify any equipment for which compatibility with the proposed replacement platform has not been verified. Inventory fields include manufacturer, model, serial number, quantity, location, condition, reuse/replace for controllers, readers, locks, door position switches, REX, power supplies, servers, workstations, etc.
Required platform descriptions: web-based administration, system architecture, user/credential administration, access-level management, scheduling, holiday/temporary/visitor access, alarm management, reporting, audit trails, mobile/remote administration, system monitoring, automated workflows. Migration details required for personnel records, credential data, facility codes, card technology, access levels, door groups, schedules, alarm configurations, operator accounts, audit/history data, and integration types (native, API, middleware, third-party, or not available) for video surveillance/VMS, intrusion detection, intercom, visitor management, fire alarm, elevator controls, parking access, vehicle gates, building management systems, emergency notification, and security operations center systems.
Respondents must identify any information that cannot be migrated and state whether existing credentials can remain in service or whether new credentials will be required, describing recommended credential technology and migration process if new credentials are required.
Documentation to be provided: existing-condition survey, equipment inventory, final system architecture, network diagrams, door/controller/device schedules, wiring diagrams, programming documentation, database/configuration backups, software licenses, user/administrator/maintenance manuals, test reports, training materials, warranty documentation, recommended spare-parts list.
Service response times: respondents to provide standard response times for Critical (system-wide failure), High (multiple doors unavailable), Medium (individual door failure), Low (non-critical issue) for remote and on-site response.
Budgetary Pricing
Provide budgetary pricing organized into: Existing-System Assessment (site survey, documentation, system assessment); New System (controllers, readers, software, servers, licenses, power supplies, batteries, network equipment, other equipment); Reuse (identify cost savings); Installation (removal, installation, wiring, programming, configuration, integration, testing); Migration (database, credential, access-level migration, phased cutover); Training and Documentation; Recurring Costs (software licensing, cloud subscription, support, maintenance, mobile credentials, other recurring fees). Pricing shall clearly distinguish between capital costs and recurring operating costs.
Respondent Questions and Response Format
A list of 25 specific questions respondents must answer (recommended platform, reuse, migration, integrations, network changes, cybersecurity, migration sequence, risks, duration, required information from Grady, recurring licensing costs, expected useful life, alternatives to reduce total cost, etc.).
Response Format required (cover letter, executive summary, understanding, company qualifications, relevant experience, assessment methodology, replacement strategy, system architecture, reuse analysis, hardware/software/licensing, database/credential migration, integrations, cybersecurity, phasing and cutover, testing and commissioning, training, documentation, maintenance/support, warranty, lifecycle, schedule, risks and mitigation, budgetary pricing, alternates, exceptions and assumptions, references, product data).
Appendix C / Solicitation Form
REQUEST FOR INFORMATION NUMBER: RFI# 26009TD
RFI DESCRIPTION: Electronic Security and Access Control System
PROPOSAL RESPONSES MUST ARRIVE NO LATER THAN 11/20/2026
NOTE: Mark the outside lower-left corner of your submission with the RFI number shown above. Questions regarding RFI# 26009TD should be directed to Toccara Denham (tmolyneaux@gmh.edu) no later than 11/13/2026.
This RFI is for information and planning; it does not obligate Grady to purchase or award a contract.
