Biometric Smart Lock RFP Checklist

Use this biometric smart lock RFP checklist to compare proposals on door fit, access workflows, privacy, installation, lifecycle operations, support, and total cost—not only the hardware price. Copy the questions into an RFP, bid request, or project workbook and require each vendor to identify the exact model, firmware, documentation source, exclusions, and responsible party.

This checklist is a planning aid, not legal, code, cybersecurity, or installation advice. Qualified professionals should review regulated openings, privacy obligations, network requirements, and site-specific conditions.

1. Project scope and success criteria

• List every property, building, floor, opening, user group, and schedule in scope.
• Identify whether the project is a pilot, retrofit, new construction, replacement, or phased rollout.
• Define measurable outcomes such as time to issue or revoke access, failed-entry rate, support volume, battery-service frequency, and administrator workload.
• State the expected pilot length, acceptance test, approval owner, and rollout decision date.
• Separate required capabilities from optional features.

2. Door schedule and hardware compatibility

• Require a door-by-door schedule with photos, material, thickness, handing, swing, backset, bore pattern, mortise or multipoint hardware, strike, frame clearance, closer, exit device, and labels.
• Ask which openings are compatible without modification and which require additional hardware, fabrication, wiring, or professional review.
• Require the proposed lock body, trim, finish, handing, included parts, and accessory list for each door type.
• Identify fire-rated, required-egress, accessibility-sensitive, historic, storefront, glass-adjacent, or otherwise regulated openings.
• Require written assumptions and a process for handling field conditions that differ from the survey.

Start with the commercial door survey checklist and the door preparation guide.

3. Users, credentials, and access workflows

• State the number of residents, employees, members, guests, vendors, administrators, and concurrent users.
• List required credential methods: biometric, PIN, RFID or key fob, mobile, temporary code, and controlled physical key.
• Define enrollment, approval, schedule changes, temporary access, lost credentials, lockout response, and emergency entry.
• Require a documented non-biometric alternative where appropriate.
• Describe how access is removed when a resident moves, employee leaves, membership ends, or vendor work is complete.
• Ask whether deletion must be completed at each lock, within an account, or through another documented workflow.

Use the credential lifecycle and offboarding guide to test each proposal.

4. Biometric data, privacy, and security questions

• What biometric sample is captured, what reference or template is created, and where does matching occur?
• Is the original sample retained? Does any biometric information leave the device for enrollment, matching, synchronization, backup, analytics, or support?
• How are templates, accounts, access logs, images, video, and exported records protected and administered?
• Who can enroll, view, export, change, or delete each data type?
• What retention and deletion controls exist, and how is deletion verified after offboarding, reset, replacement, or ownership transfer?
• What notices, consent processes, alternatives, incident procedures, and jurisdiction-specific reviews are the customer responsible for?
• What security documentation, update policy, vulnerability-reporting process, and end-of-support information are available?

Review the privacy and security planning guide. Do not treat a feature description as proof of legal compliance or a security certification.

5. Video, connectivity, accounts, and integrations

• For camera-equipped models, specify live view, events, audio, storage, retention, subscriptions, administrator access, and deletion controls.
• Document Wi-Fi, Bluetooth, hub, cloud, mobile-app, and account requirements for the exact model and region.
• Require a site survey at the actual opening when connected functions depend on network coverage.
• List every required integration and the supported workflow, not only the platform name.
• Require documentation or a demonstration for the exact product, firmware, app version, and integration combination.
• Define account ownership, administrator recovery, multi-factor authentication options, and the handoff process when staff or vendors change.

6. Installation, commissioning, and regulated openings

• Identify who performs survey, compatibility approval, installation, wiring, fabrication, commissioning, and final acceptance.
• Require qualified review before modifying labeled, egress, accessibility-sensitive, or regulated openings.
• Document the installation method, required tools, templates, tolerances, and finish-protection plan.
• Test every credential, latch and bolt alignment, door closer, strike, emergency-power method, physical-key override, network feature, alert, and administrator function.
• Require an exception list and corrective-action owner before acceptance.

7. Power, maintenance, and lifecycle operations

• Specify battery type, capacity, charging or replacement process, low-power alerts, emergency power, and settings retention.
• Identify who inspects batteries, holds spares, receives alerts, and responds after hours.
• Require a maintenance schedule for alignment, fasteners, weather exposure, cleaning, firmware, accounts, permissions, and credential review.
• Document factory reset, device replacement, reassignment, and secure disposal procedures.
• State the expected software-support period and what functions depend on vendor-hosted services.

8. Warranty, support, and evidence

• Require the written warranty for the exact model, including term, covered components, exclusions, claim process, shipping, labor, and replacement handling.
• State support hours, channels, response targets, escalation path, and after-hours options.
• Request current installation manuals, data sheets, compatibility limits, certifications or listings where applicable, privacy documentation, and support policies.
• Ask the proposer to label every item as included, optional, customer-provided, third-party, or not supported.
• Do not accept an unsupported marketing claim in place of model-specific documentation.

9. Pricing and commercial terms

• Separate hardware, accessories, installation, fabrication, software, subscriptions, freight, tax, training, support, spares, and optional services.
• Identify recurring charges, minimum quantities, lead times, quote validity, payment milestones, change-order rules, and return limitations.
• Request pilot pricing and the pricing assumptions for a broader rollout.
• Compare total project and operating cost over the evaluation period rather than only unit price.

10. Suggested proposal evidence package

1. Completed door schedule and exception list
2. Exact product and accessory schedule
3. Model-specific data sheets and installation instructions
4. Credential and administrator workflow
5. Biometric, video, log, retention, and deletion data-flow answers
6. Network and account requirements
7. Commissioning and acceptance test
8. Maintenance and offboarding procedures
9. Warranty, support, and escalation documents
10. Itemized pricing with assumptions and exclusions

Proposal scorecard

Adjust the weights to match the project. Score only documented answers and completed demonstrations.

Compare Ora FacePass models

Use the FP01 vs FP02 vs FP03 comparison as a starting point, then verify the exact opening, finish, included components, current features, warranty, availability, and project requirements.

Request a project review

Ora FacePass currently operates this store as a catalog and consultation resource; online checkout is disabled. Submit the Product & Project Consultation form with the door schedule, site photos, quantity, required workflows, and timeline.