The vendor is required to provide that visitor tracking software seeking competitive sealed proposals for visitor tracking software systems for approximately 15 schools and 4 non-student sites.
- The system offered must at a minimum:
• Scan a visitor’s driver’s license or identification card and electronically capture the person’s data. required data are: first name, last name, date of birth, photo and driver’s license number.
• Check the person’s information against multiple sex offender registries, security watchlist, national criminal locator database, and state criminal databases, the school districts database and provide the district user with multiple reports.
• Continuous arrest record monitoring.
• The results should be given in less than a minute so that school officials are aware. notification of clearance automatic (not manual) and must have multiple alert notifications, i.e. text, email and/or mobile app notifications.
• Print appropriate badges (visitor, volunteer, tardy, early dismissal, returning, etc.) for visitors, volunteers, and students.
• Track late/tardy students and write this data back to power school.
• Virtual hall pass that allows teachers to approve hall passes and will notify nurses, front office and administrators of students whereabouts outside of the classroom.
• The electronic pass with allow predetermined time limits to be in place for students to return to the classroom.
• Hall passes can/will expire. staff will be able to limit the amount of hall passes given to students per week. also, there needs to be a maximum capacity on hall passes that can be controlled by admin.
• Admin restrictions should also be available. example: if two students are notorious for meeting up outside of class can the administration allow there be a restriction to only allow one of them out at one time.
• Track volunteer and substitute hours.
• Produce school and district visitor, student, and staff check in report.
• The ability to provide a full criminal background check (both state and national) to use for faculty, volunteers, etc.
• Powerschool integration must be seamless and not require manual uploading by district staff. this means that data uploads from power school to the visitor management system must utilize either a powerschool plugin or powerschool auto send functionality. the upload should allow both student and parent demographic information to be sent.
• The software must be priced by location and not by device, as some locations will have multiple check in locations.
• Each of the 15 schools and 4 sites will need a scanner and printer set, except for the (1) high school they will need (2) scanners and (2) printers.
- Set-up the initial setup of the new system will include all of the following:
• Delivery of software – offeror will specify the optimum hardware requirements for their system, delineating each item to give gwd50 to appropriate the correct equipment to be used for the new system.
• Setup and configuration of the visitor tracking software – this will be provided in total by the offeror, to include setup, configuration and testing of all servers and client workstations.
• Training of all designated gwd50 personnel to include, but not limited to key school personnel and office of computing services personnel.
• Installation at each school/site.
• Import student records from powerschool.
• Import volunteer databases.
• Gwd50 information technology designee will certify complete functionality of system after installation is said to be completed.
- Contract Period/Term: 5 years
- Questions/Inquires Deadline: January 27, 2025