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Basic Information

Reference Number

0000338803

Issuing Organization

Santa Rosa County School Board

Solicitation Type

RFP - Request for Proposal (Formal)

Solicitation Number

RFP 24-02-BG

Title

School Management Tools

Source ID

PU.AG.USA.1062.C8517276

Details

Location

United States, Florida, Santa Rosa County

Delivery Point

Multiple Locations within Santa Rosa County
Milton, Florida
United States 32570

Purchase Type

Duration: 5 years
Option: Five (5) additional one (1) year renewals

Piggyback Contract

Yes

Description

SCOPE OF WORK
Santa Rosa County School District is looking for an all-inclusive school safety system that consists of the following tools. All respondents must respond to each and every tool and identify whether they comply or not and identify any and all exceptions.

Visitor Management:
Provide Santa Rosa County School District with a District-wide visitor management system. The system should track all visitors, volunteers, staff and students that checks in at any school within the District. Please describe your system’s ability to complete the following. Please also include any additional information you would like us to know about your system. The system should have the ability to:

Monitor all visitor, on school grounds, check in and out date and time
Automatic offender check on all visitors
Comprehensive reporting on all collected visitors
Communication through email to volunteers regarding events.
Allow district office (security) to manage all aspects of the system at each school
District-wide reporting from any web browsers, including mobile.
Access visitor reports during lock downs and execute yearly volunteer hour reports

● Ability to background check those coming into the building through a government issued photo ID.
○ Describe the type of background check and what it covers.
○ Describe any situations where something might not show up on a background check (ex. Certain states don’t report into your system).
● Ability to print visitor badges or passes.
● Ability to load certain visitors into the system and have them scan with a fob, barcode, or QR code for quicker access into the
building.
● Ability to check visitors in and out of the building through a scan or other check-in/checkout process.
● Equipment needed and cost of equipment.
● Cost of system or program.
● Ability to have specialized or custom stickers printed that are building or district specific
       ● Ability to customize printed passes to specific destinations or activities.
● Indicate implementation timeline
Student Attendance:
Please describe your system’s ability to complete the following. Please also include any additional information you would like us to know about your system.
Attendance Automation
● Ability to integrate with FOCUS
● Describe the ability to integrate with FOCUS to include tardy/late absences
● Ability for teachers to take attendance through your system or if attendance is taken in FOCUS, how does that integrate
    with your system
● Ability for parents to indicate attendance through a parent portal or app
● Ability to allow for additional periods beyond the regular school day (Night School etc.).

Emergency Management (Student Reunification)
● Ability to take attendance through an app or website during a crisis
● Ability to check students out to parents or guardians
● Ability for the system to work offline if internet is not available
● Ability for administrators or emergency management to easily access real-time updates on students.
● Ability to generate real time list of “Currently on campus” by location and status (student, staff, visitor etc.)
● Ability to track by hall pass, which students are out of class and their destinations in the event of a secure facility or lockdown.
● Ability for faculty and staff to account for and mark secure students who are pulled into classrooms during a secure facility or
lockdowns (knowing where they are or if they need to be found).
● Ability to integrate with FOCUS to attach parents to students and any alerts in ClassTag.

Carline Management
● Describe your product’s ability to automate the carline check-in and checkout process
● Ability to print car passes/tags with the ability to allow for QR code
● Ability to scan with a fob, barcode, or QR code for quicker processing time

Hall Pass Management
● Ability to structure system to have students electronically (web based, app etc.) request a pass and teachers/staff approve.
● Ability to limit the number of students out on campus by location. Students simply cannot request a pass until one becomes
available.
● Ability to limit potential interactions of students with known conflicts. Automated process will not allow students identified as
being in conflict to be given passes at the same time.
● Ability to identify and track “meet-ups” and length of time at locations to curb potential vaping, vandalism, and negative
interactions.

Bus Attendance (not required; however, value added)
● Describe your product's ability to take attendance for students who ride the bus.
● Describe the ability to check students on and off the bus.
● Describe the ability to send alerts through a text or app notification for students riding the bus. Indicate how specific can the
   alerts be (ex. Only sending to students who live on certain streets).

Activity & After School Program Attendance
● Describe your product's ability to take attendance for various activities in the district. These can include our before and after
   school childcare program, clubs, events, sports teams, etc.

Additional features not requested
● Describe any other additional features you would like us to know about your product.

Pricing & Implementation
● Equipment needed and cost of equipment.
● Cost of system or program and ability to pick and choose various tools within the system or software (ex. Do we have to
    buy all the features or can we pick them one by one).
● Indicate implementation timeline for each feature.

Volunteer Management:
Please describe your system’s ability to complete the following. Please also include any additional information you would like us to know about your system.
● Describe your system’s ability to be a central hub of information for volunteers with their contact information and other things
   like application status, approval status, and background check status
● Ability to post volunteer needs for school district and have businesses or people sign up to volunteer
● Ability to post content areas the volunteer is allowed to present on (example: a local banker is approved to speak on personal
   finance or a local parent is approved to speak on biology). We would like to make sure people are approved to speak and would
   follow our curriculum before having them come into a classroom.
● Ability to track volunteer hours and have them sign in and out at buildings or even remotely through an app if they volunteer
   offsite for an event or program.
● Ability to have training or track training requirements or have them sign various policies, procedures, and/or videos through the
   system and remove them from approved or able to volunteer if not completed.
● Ability to background check volunteers. Please describe types of checks from a simple ID scan to a full background check. Also,
   describe the ability to mark someone as having a full background check so they don’t have to scan an ID (example: they have
   completed an employee-level background check, so they don’t need to have their ID scanned so they can bypass that part of the
   process). Some parents might volunteer and need a quick background check since they will not be alone with students, so they do not have to have the full employee-level background check.

Dates

Publication

01/12/2024 08:56 AM CST

Question Acceptance Deadline

01/23/2024 04:00 PM CST

Questions are submitted online

Yes

Closing Date

02/05/2024 03:00 PM CST

Contact Information

Bryan Gabbard

850-983-5130

gabbardb@santarosa.k12.fl.us

Buyer Preferences, Guidelines & Requirements

General Requirements

- Employee Background Checks Required

- Installation Required

- Security Badges

- Training Required

Award Requirements

- Reserve Rights to Award by Line Item

Bid Submission Process

Bid Submission Type

Electronic Bid Submission

Envelope 1 - Identity & Proposal

Pricing

No pricing in this envelope

Bid Documents List

Item Name	Description	Mandatory	Limited to 1 file
Business Proposal	Documents defining the proposal	Yes	No
No entries

Additional Bidding Instructions

All proposals must be submitted electronically through the Florida Purchasing Group, located at https://www.floridabidsystem.com.
Only the names of the companies submitting a bid will be called out at the RFP opening per Florida Statute 119.071.
Proposals submitted will be publicly reviewed in the Director of Purchasing and Contract Administrator’s office at 3:15 PM CT, February 5, 2024.
Do not place any pricing in envelope 1, all pricing shall be placed in envelope 2.

Envelope 2 - Pricing

Pricing

In attached document

Bid Documents List

Item Name	Description	Mandatory	Limited to 1 file
Pricing	Documents defining the pricing	Yes	No
No entries

Disclaimer Thank you for your interest in our bid opportunities and we welcome you to submit a response. Please be sure to review and comply with all specifications and requirements.