Visitor Management System and Digital Hall Pass System; RFP 008-026

REQUEST FOR PROPOSAL
VISITOR MANAGEMENT SYSTEM
AND
DIGITAL HALL PASS SYSTEM
RFP NO. 008-026
NOTICE
The Liberty Public School District #53 (District) will accept proposals from qualified and experienced providers to
implement a comprehensive Visitor Management System solution for screening, tracking, and managing all non-
staff/non-student individuals entering District facilities. In addition, the District is accepting proposals for a
comprehensive Digital Hall Pass System that is web-based. The District seeks to replace traditional, high-touch
paper logging methods with a centralized digital solution that enhances campus security, maximizes instructional
time, and provides real-time visibility into student movement across all secondary facilities. Qualified
organizations (Respondent) are invited to submit (1) unbound original marked "Original", and one (1) flash drive
in PDF format enclosed which contain the Respondent's entire response.
PROPOSAL SHALL BE LABELED
"PROPOSAL- VISITOR MANAGEMENT SYSTEM AND DIGITAL HALL PASS SYSTEM"
AND ADDRESSED TO:
Jason Breit, Director of Purchasing
Liberty Public School District #53
1142 Southview Dr
Liberty, MO 64068
PROPOSALS MUST BE RECEIVED BY:
THURSDAY, APRIL 16, 2026, AT 2:00 PM, CST
Questions may be directed to Jason Breit
Phone: 816-736-5358
Email: jason.breit@lps53.org
General District Information
www.lps53.org

TABLE OF CONTENTS
Certification Form
Part I: Introduction
Purpose
Timeline for Process
Part II: Scope of Services & Specifications
Part III: Review and Selection
Selection Criteria
Review Process
Part IV: Proposal Submittal Guidelines
Executive Summary
Company Profile & Experience
Technical Response
Implementation & Training Plan
Data Privacy & Security
Cost Proposal
Part V: Required Forms
Felony Conviction Notification
Federal Work Authorization Program (E-Verify) Addendum
Federal work Authorization Program Affidavit
Part VI: Services Contract
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CERTIFICATION FORM
REQUEST FOR PROPOSAL
VISITOR MANAGEMENT SYSTEM AND DIGITAL HALL PASS SYSTEM
RFP NO. 008-026
NOTICE
The Liberty Public School District (District) will accept proposals from qualified and experienced providers to
implement a comprehensive Visitor Management System solution for screening, tracking, and managing all non-
staff/non-student individuals entering District facilities. In addition, the District is accepting proposals for a
comprehensive Digital Hall Pass System that is web-based. The District seeks to replace traditional, high-touch
paper logging methods with a centralized digital solution that enhances campus security, maximizes instructional
time, and provides real-time visibility into student movement across all secondary facilities. Qualified
organizations (Respondent) are invited to submit (1) unbound original marked "Original", and one (1) flash drive
in PDF format enclosed which contain the Respondent's entire response.
PROPOSALS SHALL BE LABELED
"PROPOSAL- VISITOR MANAGEMENT SYSTEM AND DIGITAL HALL PASS SYSTEM"
AND ADDRESSED TO:
Jason Breit, Director of Purchasing
Liberty Public School District #53
1142 Southview Dr
Liberty, MO 64068
PROPOSALS MUST BE RECEIVED BY:
THURSDAY, APRIL 16, 2026, AT 2:00 PM, CST
The Liberty Public School District reserves the right to reject any and all proposals, to waive technical defects, and to select
the proposal deemed most advantageous to the District.
The undersigned certifies that he/she has the authority to bind this company in an agreement to supply the service or
commodity in accordance with all terms and conditions specified herein. Please type or print the information below.
Respondent is required to complete, sign and return this form with the proposal.
__________________________________ __________________________________
Company Name Print Name
__________________________________ __________________________________
Street/City/State/Zip Signature
__________________________________ __________________________________
Telephone # Date Tax ID#
__________________________________ __________________________________
E-Mail Entity Type
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PART I: INTRODUCTION
PURPOSE
The Liberty Public School District is seeking proposals from qualified and experienced providers to implement a
comprehensive Visitor Management System solution for screening, tracking, and managing all non-staff/non-
student individuals entering District facilities.
In addition, the District is accepting proposals for a comprehensive Digital Hall Pass System that is web-based,
and includes an app to interface with equipment. The District seeks to replace traditional, high-touch paper
logging methods with a centralized digital solution that enhances campus security, maximizes instructional time,
and provides real-time visibility into student movement across all district facilities.
It is the desire of the District to select a provider that can provide both a Visitor Management System and a Digital Hall
Pass System for simplicity of training, use, etc. However, the District realizes this may not be possible and will accept
proposals from providers for both systems or one or the other system.
For more information about the District, visit our website www.lps53.org
Please email all questions regarding this RFP to jason.breit@lps53.org
TIMELINE FOR PROCESS
The timeline listed below is the District's estimation of time required to complete the process. All efforts shall be made to
abide by this schedule, however, it is subject to change if necessary.
Request for Proposals Issued Thursday, March 19, 2026
Vendor Questions due to District Thursday, April 9, 2026, by 3:00 PM CST
Proposals Due Thursday, April 16, 2026, by 2:00 PM CST
Potential System Demos Wednesday, April 29th and/or Thursday, April 30th, 2026
Proposed Recommendation to Board Tuesday, May 19, 2026
Proposed Notice to Proceed Wednesday, May 20, 2026
Communication with Board members and/or other District staff in an effort to influence the outcome of the RFP selection
process is prohibited and will result in rejection of the Vendor's proposal.
The remainder of this page has been left blank intentionally
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PART II: SCOPE OF SERVICES & SPECIFICATIONS
1. VISITOR MANAGEMENT SYSTEM
Objective: To provide a comprehensive solution for screening, tracking, and managing all non-staff/non-student individuals
entering the facility. Also, the system shall be able to upload all staff and RFID values as well as students for various
purposes.
The selected vendor shall provide a "turn-key" solution including all necessary hardware, cloud-based software,
implementation services, and ongoing support.
A. Core Functional Requirements
Government ID Scanning: Must scan and parse data from all 50 U.S. State Driver's Licenses, State IDs, and
International Passports.
Instant Security Screening: Automated, real-time cross-referencing against:
o National and State Sex Offender Registries (all 50 states).
o Custom District "No-Entry" lists (e.g., restricted guardians, expelled students, or banned vendors).
Badge Production: Automatic printing of high-visibility, thermal-expiring badges (e.g., a "VOID" mark
appears after 8-12 hours to prevent reuse). Student will not have adhesive badges.
Check-Out Process: Quick-scan feature for visitors to sign out, ensuring the "Who is in the building" report
is accurate for emergency drills.
Volunteer Management: Ability to track and log volunteer hours for grant reporting and district recognition
programs.
B. Technical & Integration Specifications
SIS Integration: Automated daily sync with [e.g., PowerSchool] to verify custodial rights and student-visitor
relationships.
Notification Alerts: Instant SMS/Email/Desktop alerts to Administration and Security if a "Red Flag" match
occurs during check-in.
Cloud-Based Dashboard: A centralized "Command Center" for District Safety Officers to monitor visitor
traffic across all campuses simultaneously.
SSO Compatibility: Integration with [Google] for staff login and administrative access.
Auditing: Access to internal and external IP addresses.
C. Hardware Requirements
Proposals must include pricing for the following hardware configurations per site:
Primary Kiosk: (Countertop or Standalone) featuring an integrated camera, ID scanner, and touchscreen
interface.
High-Speed Printer: Industrial-grade thermal printer (no ink/toner required).
Driver's License Scanner: High-resolution optical scanner capable of reading 2D barcodes and MRZ zones.
Badge Options: Options for adhesive and non-adhesive
Network Connectivity: Hard wired or 5 GHz for any wifi.
Badges: System needs to support Prox ID badges (125 KHz).
D. Vendor Questionnaire (Technical Evaluation)
Data Residency: Where is student and visitor data stored, and what are your encryption standards (AES-
256)?
False Positives: Describe your workflow for handling a "Potential Match" on a sex offender registry. How do
you assist staff in discreetly verifying identity?
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Offline Mode: Can the system perform basic sign-in functions if the school's internet connection is
interrupted?
Customization: Can the District customize the "Terms & Conditions" or "Health Screening" questions
visitors must agree to upon entry?
2. HALL PASS MANAGEMENT SYSTEM
The Objective: To eliminate traditional paper-based passes and replace them with a centralized digital workflow that
monitors student movement in real-time, reduces instructional disruptions, prevents unauthorized student "encounters," and
provides actionable data for school safety and behavioral interventions.
The selected vendor shall provide a "turn-key" solution including all necessary hardware, cloud-based software,
implementation services, and ongoing support. The system must be accessible via district-issued student 1:1 devices
(Chromebooks/iPads/MacBooks/Windows) and staff workstations.
A. Student & Teacher Workflow
Request & Approval: Students must be able to request a pass from their device; teachers must have a "one-click"
approval/denial interface.
Auto-Expiration: Passes must feature a countdown timer. If a student exceeds the allotted time (e.g., 5 minutes for
a restroom), an automated alert must be sent to designated staff.
Kiosk Mode: Support for "Quick-Pass" stations (dedicated tablets) in classrooms or common areas for students
without devices.
B. Safety & Conflict Mitigation
Encounter Prevention: The ability for administrators to "lock" specific student pairs or groups so they cannot have
active passes simultaneously.
Room/Area Capacity: Real-time limits on how many students can be in a specific location (e.g., "Max 3 students
in North Restroom").
Restricted Zones: Ability to "close" certain hallways or restrooms during specific periods (e.g., lunch or passing
periods).
C. Administrative Monitoring
Live Hallway Dashboard: A real-time "active pass" list for security and administrators to see every student
currently in the hallway, their destination, and time remaining.
Emergency Mode: A "Global Override" to instantly cancel all active passes and notify students to return to their
classrooms during a lockdown or drill.
D. Technical & Integration Specifications
SIS Integration: Automated roster syncing with [PowerSchool]via API or SFTP.
Single Sign-On (SSO): Must support [Google] for instant authentication without separate passwords.
Device Compatibility: Fully responsive web interface and/or native apps for iOS, MacOS, Windows, Android, and
ChromeOS.
Data Analytics: Robust reporting on "Time Out of Class" (TOOC) by student, teacher, or location to identify
behavioral patterns.
Data Retention: System logs should be available for at least one year.
E. Vendor Questionnaire (Technical Evaluation)
Compliance: Provide proof of compliance with FERPA, COPPA, and [State-Specific Privacy Laws, e.g.,
SOPPA].
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Ease of Use: Describe the process for a Substitute Teacher to manage hall passes for a classroom they are covering
for one day.
Accessibility: Is the student interface compliant with WCAG 2.1 accessibility standards for students with
disabilities?
Implementation: Describe your typical onboarding timeline for a district of our size. Do you offer "on-site" or
"virtual" faculty training?
PART III: REVIEW AND SELECTION PROCESS
SELECTION CRITERIA
The evaluation of proposals will be based on the following criteria:
1. User Interface & Experience (Admin/Teachers/Students): 0-15 Points
2. Safety Features (Encounter Prevention/Emergency Mode): 0-15 Points
3. SIS/IT Integration Capabilities: 0-15 Points
4. Pricing & Scalability: 0-15 Points
5. Reference Checks (K-12 Specific): 0-15 Points
Services will be awarded to the Vendor, judged by the District, submitting the best overall proposal in accordance with the
specifications and all required documents. The District reserves the right to reject any and all proposals based upon its sole
discretion. Any non-responsive proposals will not be considered for award.
While a significant factor, pricing will not be a dominant factor. Pricing will be particularly important when all the other
evaluation criteria are relatively equal.
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PART IV: PROPOSAL SUBMITTAL GUIDELINES
To facilitate the evaluation process, vendors must organize their proposal into the following distinct tabs/sections:
Tab 1: Executive Summary: A brief (2-page max) overview of the vendor's understanding of the District's needs and
their unique value proposition.
Tab 2: Company Profile & Experience: Years in business and K-12 market share.
List of three (3) active K-12 references of similar size/complexity.
Tab 3: Technical Response: A point-by-point response to the Scope & Specs outlined in this RFP. Clearly state
"Comply," "Comply with Exception," or "Does Not Comply" for each requirement.
Tab 4: Implementation & Training Plan: A detailed 60-day rollout schedule, including SIS integration steps and staff
professional development.
Tab 5: Data Privacy & Security: Documentation of FERPA/SOPPA compliance and a copy of the vendor's Data
Processing Agreement (DPA).
Tab 6: Cost Proposal: Must provide a Cost Proposal/Fee Structure that includes a breakdown of ALL costs,
"Hidden" or "Optional" fees must be disclosed here.
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PART V: REQUIRED FORMS
FELONY CONVICTION NOTIFICATION
The person or business entity that enters into an agreement with this school district must give advance notice to the District
if the person or an owner or operator of the business entity has been convicted of a felony. The notice must include a general
description of the conduct resulting in the conviction of a felony.
The district may terminate this agreement with a person or business entity if the District determines that the person or
business entity failed to give notice by the next preceding subsection, or misrepresented the conduct resulting in the
conviction. The District will compensate the person or business entity for services performed before the termination of the
agreement".
By submitting this offer and signing this certificate, this bidder:
Certifies that the owner/operator has not been convicted of a felony, except as indicated on a separate attachment to this
offer, and
Certifies that no employee who will enter school buildings or potentially have contact with school children has been
convicted of any felony or a misdemeanor involving violence or sexual contact or sexual abuse. It shall be the duty of
the vendor to conduct the appropriate background checks on its employees and vendor agrees to share this information
with the District upon request.
Vendor Name: ______
Vendor Address:
Vendor E-mail Address: ______
Vendor Telephone:
Authorized Company Official's Name: (Printed) ____________
Signature of Company Official: _____
Date:
Page 9 of 19

FEDERAL WORK AUTHORIZATION PROGRAM ("E-VERIFY") ADDENDUM
Pursuant to Missouri Revised Statute 285.530, all business entities awarded any contract in excess of five thousand dollars
($5,000) with a Missouri public school district must, as a condition to the award of any such contract, be enrolled and
participate in a federal work authorization program with respect to the employees working in connection with the contracted
services being provided, or to be provided, to the District (to the extent allowed by E-Verify). In addition, the business
entity must affirm the same through sworn affidavit and provision of documentation. In addition, the business entity must
sign an affidavit that it does not knowingly employ any person who is an unauthorized alien in connection with the services
being provided, or to be provided, to the District.
Accordingly, your company:
a) agrees to have an authorized person execute the attached "Federal Work Authorization Program Affidavit"
attached hereto as Exhibit A and deliver the same to the District prior to or contemporaneously with the
execution of its contract with the District;
b) affirms it is enrolled in the "E-Verify" (formerly known as "Basic Pilot") work authorization program of
the United States, and are participating in E-Verify with respect to your employees working in connection
with the services being provided (to the extent allowed by E-Verify), or to be provided, by your company
to the District;
c) affirms that it is not knowingly employing any person who is an unauthorized alien in connection with the
services being provided, or to be provided, by your company to the District;
d) affirms you will notify the District if you cease participation in E-Verify, or if there is any action, claim or
complaint made against you alleging any violation of Missouri Revised Statute 285.530, or any regulations
issued thereto;
e) agrees to provide documentation of your participation in E-Verify to the District prior to or
contemporaneously with the execution of its contract with the District (or at any time thereafter upon request
by the District), by providing to the District an E-Verify screen print-out (or equivalent documentation)
confirming your participation in E-Verify;
f) agrees to comply with any state or federal regulations or rules that may be issued subsequent to this
addendum that relate to Missouri Revised Statute 285.530; and
g) agrees that any failure by your company to abide by the requirements a) through f) above will be considered
a material breach of your contract with the District.
By: ________________________________ (signature)
Printed Name and Title: ________________________________
For and on behalf of: ________________________ (company name)
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