Identification Badge Management System

The Vendor is required to provide identification badge management system for include:
- Core technical & functional requirements
• Enterprise integration (mandatory): seamless, automated data synchronization with the district’s core identity and access management system (IAM).
• The system must securely pull real-time employee data (name, employee id number, location, role, active status) from IAM to populate and update the badge database.
• It should support industry standard provisioning/de-provisioning standards, i.e. SCIM and open id connect integrations.
• System architecture: cloud-based (SaaS) is preferred to ensure continuous updates, high availability, and secure remote access for authorized administrative users across the district.
• Badge design & issuance:
• Intuitive, drag-and-drop template designer for creating distinct badge styles based on roles (e.g., teachers, administrative staff, contractors, security).
• Ability to capture or upload badge holder photos, crop/edit within the software, and link them securely to the user profile.
• Optional: support for printing barcodes, QR codes, and encoding magnetic stripes or smart card chips for building access control.
• Security & compliance:
• Role-based access controls (RBAC) to restrict badge creation and printing privileges to authorized personnel only.
• Full audit logging of all badge generation, modifications, reissues, and deactivations.
• Compliance with standard information and cyber security practices (encryption in transit and at rest).
• The system must comply with SAML 2.0 authentication standards for user access.
- Hardware requirements (optional component)
• Id card printers: high-capacity, dual-sided direct-to-card or retransfer card printers suitable for decentralized or centralized volume printing.
• Capabilities: edge-to-edge printing, optional laminating modules for card durability, and smart card encoding capabilities.
• Consumables: provisioning of color ribbons, laminate film, cleaning kits, and blank PVC/composite proximity cards.
- Implementation, training, & support
• Data migration & configuration: the vendor will assist schools it teams in mapping and migrating active user records from the legacy database and establishing the IAM integration pipeline.
• Training: comprehensive training for system administrators (IT/HR) and end-users (procurement, security, and administrative staff responsible for printing badges).
• Technical support: minimum 8x5 technical support with clear service level agreements (SLAs) for system downtime and critical issues, including software updates and patches.