VERKADA GUEST VISITOR MANAGEMENT SOFTWARE

Location:	North Carolina
Posted:	Apr 22, 2026
Due:	May 5, 2026
Agency:	State Government of North Carolina
Type of Government:	State & Local
Category:	70 - General Purpose Information Technology Equipment (including software). D - Automatic Data Processing and Telecommunication Services
Solicitation No:	251-27-101
Publication URL:	To access bid details, please log in.

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Invitation for Bid # 251-27-101

1551 Rock Quarry Rd – Bldg. F

Raleigh, NC 27610

Refer ALL Inquiries to: Petra Gooding

Telephone No: 919-588-3456

E-Mail: bids-pgooding@wcpss.net

Proposals will be publicly opened: May 5, 2026 @ 2:00 PM

Contract Type: Agency Specific Term Contract

Commodity: VERKADA GUEST SOFTWARE

Using Agency Name: WAKE COUNTY PUBLIC SCHOOL SYSTEM

NOTICE TO BIDDERS

Bids are subject to rejection unless submitted on this form. Failure to submit a bid in accordance with the instructions throughout

this document shall constitute just cause to reject bid. See below for bid/proposal submitting instructions. Bids submitted via

facsimile (FAX) machine or email in response to this Invitation for Bids will not be acceptable.

EXECUTION

In compliance with this Invitation for Bid, and subject to all the conditions herein, the undersigned offers and agrees to furnish

and deliver any or all items upon which prices are quoted, at the prices set opposite each item within the time specified

herein. Vendors are subject to immediate disqualification at any stage of the selection process for any of the following:

● The submission of false or misleading information in the vendor’s proposal.

● Any efforts to dissuade or discourage other vendors from submitting proposals.

● Any efforts to influence, dictate, or change the terms of another vendor’s proposal.

● Any form of bid collusion or bid rigging.

Failure to execute/sign this page prior to submittal shall render bid invalid. Late bids are not acceptable.

BIDDER:

STREET ADDRESS:

CITY & STATE & ZIP:

PRINCIPAL PLACE OF BUSINESS ADDRESS IF DIFFERENT FROM ABOVE

TYPE OR PRINT NAME & TITLE OF PERSON SIGNING:

AUTHORIZED SIGNATURE:

DATE:

FEDERAL ID OR SOCIAL SECURITY NO.

P.O. BOX:

ZIP:

TELEPHONE NUMBER:

TOLL FREE TEL. NO

(800)

FAX NUMBER:

E-MAIL:

Offer valid for 45 days from date of bid opening unless otherwise stated here: ____ days Prompt Payment Discount:

_______ % __________________ days.

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IFB SCHEDULE

The table below shows the intended schedule for this IFB. WCPSS will make every effort to adhere to this schedule.

Event

Issue IFB

Submit Written Questions

Provide Response to Questions

Submit Proposals

Public Live Bid Opening

(vendor attendance is not required)

Responsibility

WCPSS

Vendor

WCPSS

Vendor

WCPSS

Date and Time (ET.)

4-22-26

4-24-26 by 2:00 pm

4-27-26 by End of Business

5-5-26 by 2:00 pm

5-5-26 at 2:00 pm

Microsoft Teams meeting Join:

https://teams.microsoft.com/meet/2981892701

7187?p=edSERxSMX0TOnExG8s

Meeting ID: 298 189 270 171 87

Passcode: ur7FG97d

PROPOSAL QUESTIONS

Upon review of the IFB documents, Vendors may have questions to clarify or interpret the IFB in order to submit the best

proposal possible. To accommodate the Proposal Questions process, Vendors shall submit any such questions by the

above due date.

Written questions shall be emailed to bids-pgooding@wcpss.net by the date and time specified above. Vendors should

enter “IFB 251-27-101 Questions” as the subject for the email. Question’s submittals should include a reference to the

applicable IFB section and be submitted in a format shown below:

Reference

IFB Section, Page Number

Vendor Question

Vendor question …?

Questions received prior to the submission deadline date, WCPSS’ response, and any additional terms deemed necessary

by WCPSS will be posted in the form of an addendum and shall become an Addendum to this IFB. No information, instruction

or advice provided orally or informally by any WCPSS personnel, whether made in response to a question or otherwise in

connection with this IFB, shall be considered authoritative or binding. Vendors shall rely only on written material contained

in an Addendum to this IFB. Addendum’s associated with the Invitation for Bid will be posted to the following links

and it will be the vendor’s responsibility to adhere to and check these addendums prior to bid submittal:

(http://wcpss.net/domain/101)

(http://www.evp.nc.gov/solicitations)

PROPOSAL SUBMITTAL

Submit one (1) signed, original executed proposal response via eVP (emails not accepted).

Late bids, regardless of cause, will not be opened or considered, and will be automatically disqualified from further

consideration. Vendor shall bear the sole risk of late submission due to unintended or unanticipated delay. It is the Vendors’

sole responsibility to ensure its proposal has been received as described in this RFP by the specified time and date of

opening. Failure to submit a proposal in strict accordance with instructions provided shall constitute sufficient cause to reject

a Vendor's proposal(s). Solicitation responses are subject to Sealed Bidding requirements.

Vendors’ proposals for this procurement must be submitted through electronic Vendor Portal (eVP). For training on how to

use eVP to view solicitations, submit questions, develop responses, upload documents, and submit offers to the district,

Vendors should go to the following site: https://eprocurement.nc.gov/training/vendor-training.

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PURPOSE

The Wake County Public School System (WCPSS) is seeking a vendor to provide the district with the Verkada Guest

visitor management software license at all its school/district locations.

BACKGROUND

For background purposes, The Wake County Public School System (WCPSS) is currently the largest school district in

North Carolina and the 14th largest in the United States. There are currently 203 schools serving a student population of

approximately 161,000, with approximately 20,000 staff. Wake County covers 854 square miles. Additional information

about the school system can be accessed via the internet site (www.wcpss.net).

SCOPE OF WORK

• Vendors shall provide proposals for the Verkada Guest visitor management software

• WCPSS currently has 216 site licenses at various school & central service locations

• The necessary hardware (iPads, printers, stands) are already in place at the schools. This IFB is for a renewal of

the software/license component only

• For consistency and compatibility, alternate software solutions will not be considered.

COST

• Vendor shall provide their cost proposal on their own form as the final page of the IFB.

• Vendor may propose pricing as an overall annual cost for 216 licenses, as a cost per site license, or both options.

• Vendor shall include in their proposal the cost to purchase additional site licenses as needed to accommodate

future district growth.

• Pricing shall be firm through the term of the award and any extensions.

• District will take single-year or multi-year licenses into consideration, up to a maximum of 5 years.

• Any extensions will be at the discretion of the district.

PROPOSAL EVALUATION

All proposals will be evaluated by representatives of WCPSS. WCPSS may, at its sole discretion, ask for additional

information and/or elect to conduct interviews with finalists to clarify information provided in the proposals.

An evaluation team will review the proposals using the criteria below and make a recommendation. The criteria listed will

be used to evaluate the proposals for the purpose of ranking them in relative position based on how fully each proposal

meets the requirements of this IFB.

AWARD OF CONTRACT

It is the general intent to award this contract to a single overall bidder. The right is reserved, however, to make awards to

multiple vendors, if such shall be considered by Wake County Public School System to be most advantageous or to

constitute its best interest. The successful bidder(s) will be notified by the Purchasing Department.

AWARD CRITERIA

1. Pricing.

2. Quality of Service: Includes answers and methodology where applicable.

3. Experience and References: WCPSS requests minimum of three reference accounts be provided. Each reference

should demonstrate a record of quality work spanning at least three years. If any vendor submitting a proposal is

limited in the number of reference accounts available, vendor should submit a list of all accounts of record within the

last three years. Vendors shall not use WCPSS as a past reference.

4. Conformity with specifications herein.

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CUSTOMER REFERENCES

Name of Organization

Annual Contract Value

Contract Start Date

Contract End Date

Name of Organization

Annual Contract Value

Contract Start Date

Contract End Date

Name of Organization

Annual Contract Value

Contract Start Date

Contract End Date

Contact Person

Name

Contact Person Title

Contact Person

Telephone Number

Contact Person Email

Address

Contact Person

Name

Contact Person Title

Contact Person

Telephone Number

Contact Person Email

Address

Contact Person

Name

Contact Person Title

Contact Person

Telephone Number

Contact Person Email

Address

SOURCE SELECTION

WCPSS will review all information submitted in order for WCPSS to award the contract to the bidder providing the most

responsive/responsible low bid.

The evaluation committee may request clarifications, an interview with or presentation from any or all bidders.

However, the WCPSS may refuse to accept, in full or partially, the response to a clarification request given by

any bidder. Bidders are cautioned that the evaluators are not required to request clarifications; therefore, all

offers should be complete and reflect the most favorable terms.

ii.

Evaluation Process Explanation. WCPSS employees will evaluate all proposals. All proposals will be initially

classified as being responsive or non-responsive. If a proposal is found non-responsive, it will not be

considered further. All responsive proposals will be evaluated based on stated evaluation criteria, as provided

with this IFB. Any references in an answer to another location in the IFB materials or Proposal shall have

specific page numbers and sections stated in the reference.

iii.

To be eligible for consideration, a bidder must meet the intent of all requirements. Compliance with the intent

of all requirements will be determined by WCPSS. Responses that do not meet the full intent of all

requirements listed in this IFB may be subject to point reductions during the evaluation process or may be

deemed non-responsive. Further, a serious deficiency in the response to any one factor may be grounds for

rejection.

iv.

Bidders are advised that WCPSS is not obligated to ask for or accept after the closing date

Bidder may be disqualified from any evaluation or award if bidder or any key personnel proposed, has

previously failed to perform satisfactorily during the performance of any contract with WCPSS, or violated

rules or statutes applicable to public bidding in the State of North Carolina, as documented. Vendors must not

be debarred from doing business with the State of North Carolina or Federal Government.

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CONFIDENTIALITY AND PROHIBITED COMMUNICATIONS DURING EVALUATION

During the evaluation period—from the date bids are opened through the date the contract is awarded—each Vendor

submitting a bid (including its representatives, sub-contractors and/or suppliers) is prohibited from having any

communications with any person inside or outside of WCPSS, other government agency office, WCPSS body or private

entity, if the communication refers to the content of Vendor’s bid or qualifications, the contents of another Vendor’s bid,

another Vendor’s qualifications or ability to perform the contract, and/or the transmittal of any other communication of

information that could be reasonably considered to have the effect of directly or indirectly influencing the evaluation of bids

and/or the award of the contract. A Vendor not in compliance with this provision shall be disqualified from contract award,

unless it is determined in WCPSS’ discretion that the communication was harmless, that it was made without intent to

influence and that the best interest of WCPSS would not be served by the disqualification. A Vendor’s bid may be

disqualified if its sub-contractor and supplier engage in any of the foregoing communications during the time that the

procurement is active (i.e., the issuance date of the procurement to the date of contract award). Please contact bids-

gooding@wcpss.net .

VENDORS ARE CAUTIONED THAT ALL RESPONSES MUST BE ORGANIZED, IDENTIFIABLE AND READILY

ACCESSIBLE. A TEMPLATE IS PROVIDED FOR USE BUT ANY ADDITIONAL INFORMATION SHOULD

REFLECT IDENTIFIABLE LANGUAGE AND BE ACCESSIBLE AND ORGANIZED.

NON-PREFERENCE

It is the intent of WCPSS to procure products in the stated quantity, quality, and size as described in this request while

adhering to general statutes specific to public schools and WCPSS Board of Education policy. The manufacturer, brand

name and model numbers are used to provide respondents specific information on the quality and usefulness of the

product that is being requested. These references are not intended to restrict comparable products. Other manufacturers

and brands will be considered if they meet or exceed the minimum standards of the product referenced. See below for

accompanying literature that is required when submitting your bid.

DESCRIPTIVE LITERATURE/CERTIFICATION

Each bid shall be accompanied by complete descriptive literature, specifications, and all other pertinent data necessary for

thorough evaluation of the item(s) bid and sufficient to determine compliance of the item(s) with the specifications.

DEVIATIONS

Any deviations from specifications and requirements herein by bidder may subject proposal to disqualification.

FIRM BID

Prices and any other entry made hereon by the bidder shall be considered firm and not subject to change or withdrawal.

TAXES

Wake County Public School System is NOT tax-exempt. Unless otherwise indicated, tax must be computed and added to

your bid. Any itemized shipping charges are also subject to tax.

REQUIRED SUBMITTALS

1. Signed execution page (page 1)

2. Completed Attachments A & B

3. Cost proposal

4. References

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This is the opportunity summary page. It provides an overview of this opportunity and a preview of the attached documentation.

Solicitation Number:	251-27-101
Project Title:	VERKADA GUEST VISITOR MANAGEMENT SOFTWARE
Description:	DISTRICT-WIDE LICENSES FOR VERKADA GUEST VISITOR MANAGEMENT SOFTWARE
Opening Date:	5/5/2026 2:00 PM
Posted Date:	4/22/2026
Status:	Open
Department:	WAKE COUNTY BD OF EDUCATION


Solicitation Number * 251-27-101	Department WAKE COUNTY BD OF EDUCATION	Status Reason Open
Opening Date 2026-05-05T14:00:00.0000000	Posted Date * 2026-04-22T14:27:34.0000000Z	Primary Commodity Code Security and protection software
Mandatory Conference/Site Visit — —	Special Instructions —	Solicitation Type * Select RFP IFB RFI
Owner Petra Gooding
Description DISTRICT-WIDE LICENSES FOR VERKADA GUEST VISITOR MANAGEMENT SOFTWARE

VERKADA GUEST VISITOR MANAGEMENT SOFTWARE

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See also