Visitor Management Systems

The Vendor is required to provide for an electronic visitor management system.
- School Safety / Visitor Management System
•    Must provide pricing that includes the cost of the software, unlimited sex offender checks, maintenance, customer support, project management, training and implementation.
•    Costs must include all itemized costs related to the implementation of a complete turn-key solution, updates, installation and implementation in the pricing.
•    Shall include additional itemized consumable pricing such as label printers, labels, ink, etc.
•    Must verify that the proposed solution is implemented district wide in at least 3 other districts of similar size to the District.
•    Must provide training and installation assistance for each school.
•    Must provide live customer support during regular school hours (7:00am to 4:00pm) at no extra cost.
•    Must provide example written guidance from other school districts on policies and procedures to implement the system.
•    Must itemize all system features and whether said features are part of the system or at an additional cost, with included pricing.
•    Must provide information about how VENDOR will keep District data secure.
- Looking for a visitor management system that has the following features:
•    Shall be a web-based application.
•    Must support wired and wireless internet service.
•    Shall be capable of running on a PC or Apple computer with broadband access to the Internet.
•    Shall be minimally capable of being used by the following internet browsers: Chrome, Edge, Firefox, and Safari
•    May have options for kiosk mode and / or other touchless check-in options.
•    May provide pre-registration functionality to allow hosts to send calendar invites, enabling pre-registration and streamlining check-in upon arrival.
•    Must be able to sign in and sign out visitors to a campus or District facility. This shall be done at a minimum by scanning a valid identification in one scan of the item such as a driver’s license, identification card, military identification, or other legally recognized form of identification.
•    Shall restrict self-sign-in on the first visit.
•    Must save prior visitor information for quick retrieval.
•    Must provide up-to-date information about who is currently on site, the area of the facility where they should be located, and the time that they entered.
•    Must be able to set custom alerts on individuals (such as banned visitors, restricted access, restraining orders, custody issues, etc.).
•    Must have the ability to instantly and automatically check the visitor's information against the registered sex offender databases of all 50 United States at no additional cost. If a visitor is found in one of the databases to have a history as a registered sex offender, the System shall automatically notify the attendant on their computer monitor of the alert, and electronically notify by email or text message a specific individual or individuals of the alert.
o    The information must be updated in the offender databases at least once per week.
o    Must have “false positive logic” to eliminate false positive sex offender matches so that non-sex offender visitors do not get flagged on future visits to that school.
•    Must generate a printed badge on an adhesive-backed paper media that will include, at a minimum, the visitor’s name, picture or digital photo, destination or person they will be visiting, barcode, and date and time when the badge was issued.
•    Shall provide the ability to print badges for groups of visitors ahead of time.
•    Shall have visual guardian matching for student early dismissals.
•    Must provide standard reports.
•    Must allow for custom reports to be created.
•    Must provide the ability to be centrally administered.

- Contract Period/Term: 1 year
- Questions/Inquires Deadline: October 23, 2025