Visitor Management and Digital Hall Pass System

Missouri organization requires a cloud-based system for visitor management and digital hall passes with SSO and multi-platform support.

Implement a comprehensive Visitor Management System for screening, tracking, and managing non-staff/non-student individuals
Implement a comprehensive web-based Digital Hall Pass System with an app for student movement monitoring
Provide a turn-key solution including all necessary hardware, cloud-based software, implementation services, and ongoing support for both systems
Visitor Management System must scan and parse data from all 50 U.S. State Driver's Licenses, State IDs, and International Passports
Visitor Management System must perform automated, real-time cross-referencing against National and State Sex Offender Registries and custom District 'No-Entry' lists
Visitor Management System must produce automatic printing of high-visibility, thermal-expiring badges (non-adhesive for students)
Visitor Management System must include a quick-scan feature for visitor check-out
Visitor Management System must track and log volunteer hours for grant reporting and district recognition
Visitor Management System must integrate with SIS (e.g., PowerSchool) for daily sync of custodial rights and student-visitor relationships
Visitor Management System must provide instant SMS/Email/Desktop alerts for 'Red Flag' matches
Visitor Management System must offer a centralized cloud-based dashboard for monitoring visitor traffic
Visitor Management System must be compatible with SSO (e.g., Google) for staff login
Visitor Management System must provide access to internal and external IP addresses for auditing
Visitor Management System hardware must include a Primary Kiosk (integrated camera, ID scanner, touchscreen), High-Speed Thermal Printer, and Driver's License Scanner (2D barcodes, MRZ zones)
Visitor Management System must support Prox ID badges (125 KHz) and offer adhesive/non-adhesive badge options
Visitor Management System must have hardwired or 5 GHz Wi-Fi network connectivity
Visitor Management System must store student and visitor data with AES-256 encryption
Visitor Management System must perform basic sign-in functions in offline mode
Visitor Management System must allow customization of 'Terms & Conditions' or 'Health Screening' questions
Digital Hall Pass System must be accessible via district-issued 1:1 devices and staff workstations
Digital Hall Pass System must allow students to request passes from their device and teachers to approve/deny with one-click
Digital Hall Pass System must feature auto-expiring passes with countdown timers and automated alerts
Digital Hall Pass System must support 'Quick-Pass' stations (dedicated tablets) in classrooms or common areas
Digital Hall Pass System must prevent encounters by locking specific student pairs/groups from having active passes simultaneously
Digital Hall Pass System must enforce real-time room/area capacity limits
Digital Hall Pass System must allow closing of certain hallways or restrooms during specific periods
Digital Hall Pass System must include a live hallway dashboard for real-time active pass monitoring
Digital Hall Pass System must have an emergency mode to instantly cancel all active passes and notify students
Digital Hall Pass System must integrate with SIS (e.g., PowerSchool) for roster syncing via API or SFTP
Digital Hall Pass System must support Single Sign-On (Google)
Digital Hall Pass System must be device compatible with a fully responsive web interface and/or native apps for iOS, MacOS, Windows, Android, and ChromeOS
Digital Hall Pass System must provide robust data analytics on 'Time Out of Class' (TOOC)
Digital Hall Pass System logs must be available for at least one year
Digital Hall Pass System must comply with FERPA, COPPA, and State-Specific Privacy Laws
Digital Hall Pass System student interface must be compliant with WCAG 2.1 accessibility standards
Submit one unbound original proposal marked 'Original' and one flash drive in PDF format
Proposals must be labeled 'PROPOSAL- VISITOR MANAGEMENT SYSTEM AND DIGITAL HALL PASS SYSTEM'
Proposals must be received by Thursday, April 16, 2026, at 2:00 PM, CST
Submit a completed Felony Conviction Notification form
Submit a completed Federal Work Authorization Program (E-Verify) Addendum and Affidavit
Organize proposal into specific tabs: Executive Summary, Company Profile & Experience, Technical Response, Implementation & Training Plan, Data Privacy & Security, Cost Proposal
Provide three active K-12 references of similar size/complexity
Technical Response must clearly state 'Comply,' 'Comply with Exception,' or 'Does Not Comply' for each requirement
Provide documentation of FERPA/SOPPA compliance and a copy of the vendor's Data Processing Agreement (DPA)
Cost Proposal must include a breakdown of ALL costs, disclosing 'Hidden' or 'Optional' fees
Contractor employees must wear appropriate work attire/uniform and identification tags on District property
Contractor employees must sign into the main office daily and display an in-school identification/visitors tag
Prohibit tobacco, drugs, weapons, or firearms on District property
Maintain Workers' Compensation insurance as required by Missouri Revised Statute 287
Maintain Professional Liability/Errors & Omissions insurance of at least $3,000,000 per claimant and $3,000,000 per incident (if applicable)
Maintain General Liability insurance of at least $1,000,000 per claimant and $3,000,000 per incident
Maintain Motor Vehicle Liability insurance of at least $1,000,000 per claimant and $3,000,000 per incident (if applicable)
Insurance coverage must be from a company with an A.M. Best rating of at least A- and licensed in Missouri
Furnish a current Certificate of Insurance within 48 hours of District request, stating District as an additional insured for general liability

$100,000 – $500,000

Request for Proposals Issued: March 19, 2026

Vendor Questions due to District: April 9, 2026, by 3:00 PM CST

Proposals Due: April 16, 2026, by 2:00 PM CST

Potential System Demos: April 29th and/or April 30th, 2026

Proposed Recommendation to Board: May 19, 2026

Proposed Notice to Proceed: May 20, 2026

Liberty Public School District #53

Organization overview and procurement intelligence available on paid plans.

The organization is seeking a vendor to provide a visitor management system and digital hall pass system. The desired solution should offer a cloud-based dashboard that enables the screening, tracking, and management of all non-staff and non-student individuals entering the facility. The solution must support integration with Google for single sign-on, allowing staff seamless login and administrative access.

The system should feature a fully responsive web interface and/or native applications, accommodating iOS, MacOS, Windows, Android, and ChromeOS platforms. The solution should provide comprehensive digital tools for both visitor management and hall pass issuance, enhancing facility security and operational efficiency.

Visitor Management and Digital Hall Pass System

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