SLED Opportunity · UTAH · CANYONS DISTRICT PROCUREMENT
AI Summary
Canyons School District seeks information on a comprehensive School Visitor and Volunteer Management System to enhance security, streamline operations, and ensure compliance. The RFI requests details on products, services, implementation, support, and compliance with data privacy laws.
This Request for Information (RFI), determined by Canyons School District (CSD) to be the most appropriate method for gathering information, is intended to provide interested vendors with sufficient detail to submit responses aligned with the District’s objectives. The purpose of this RFI is to gather information regarding available products, services, implementation approaches, support models, and potential solutions. This RFI is not intended to limit the content of vendor responses or exclude any relevant or innovative information that may assist the District in evaluating available options. Project Background and Description: Canyons School District was established on July 1, 2009, and currently serves students in the southeastern communities of the Salt Lake Valley. CSD currently has 29 elementary schools, 8 middle schools, 6 high schools, and 5 specialty schools. CSD is seeking information, ideas, and potential solutions for a comprehensive School Visitor and Volunteer Management System, including implementation services, ongoing technical support, and system maintenance. Current Systems Used: CSD currently utilizes an in-house developed application for volunteer registration and tracking. Background checks are conducted on all volunteer applicants. Each school site is equipped with a computer or kiosk that allows volunteers and visitors to check in upon entering the building. During the check-in process, a badge is printed identifying the individual as either a “Volunteer” or “Visitor,” which must be worn while on campus. What We are Seeking: Canyons School District is seeking a comprehensive solution capable of supporting visitor and volunteer management functions, including but not limited to: ID scanning and visitor verification Background check integration and management Volunteer tracking Badge printing and check-in/check-out processes Campus access monitoring and reporting Technical support and system administration services The District’s goal is to enhance campus security, streamline front office operations, and ensure compliance with Utah State requirements related to managed entry and visitor management during school hours. The solution should help ensure that only authorized individuals are granted access to school buildings and campuses. Scope of Work: 1. Core System Requirements ID Scanning & Background Checks: The solution must support the scanning and verification of government-issued identification, including U.S. and international passports, military Identification cards, police/fire identification, and driver’s licenses. The system shall automatically screen visitors against applicable national and state sex offender registries and provide timely alerts when potential matches are identified. The system should also support criminal background checks, including both state and national searches, for volunteers. If a visitor or volunteer is identified as a potential match within one of the screening databases, the system should: Automatically alert designated front office personnel through an on-screen notification; Electronically notify designated staff or administrators via email and/or text message; and Provide configurable alert and escalation options. The solution should update offender database information at a minimum of once per week and include False-Positive Management or matching logic to reduce the likelihood of incorrectly flagging non-offender visitors on future visits. Visitor Sign-in and Sign-out Process: The system should provide a streamlined visitor check-in and check-out process that records, at a minimum: Visitor name Date and time of entry and exit Purpose of visit Location The system should retain prior visitor information to allow for quick retrieval. Custom Badge Printing: The system should support immediate printing of customizable visitor and volunteer badges including: Photo (Optional) Destination Date and time Visitor type The system should also support pre-printing badges for groups, events, or scheduled visitors. Volunteer Management: The solution should include volunteer management functionality, including: Online volunteer applications Background screening workflows Volunteer hour tracking Event registration and sign-up capabilities Volunteer status management The system should provide reporting functionality as well as the ability to create customizable reports related to volunteer activity. Alert System: The system should allow authorized users to create and manage custom alerts related to security or student safety concerns, including but not limited to: Custody restrictions Protective or restraining orders Banned or restricted individuals Other district-defined security concerns Alerts should notify front office staff immediately and designated administrators or staff in real time. 2. Reporting: The solution should provide standard reporting functionality as well as the ability to create and customize reports related to visitor activity, volunteer activity, screenings, alerts, and system usage. Operational & Security Features Emergency Management: The system should support emergency response procedures by providing real-time accountability for visitors, staff, students, and volunteers during emergencies such as lockdowns and evacuations. Student Sign-in/out: The solution should include functionality to digitally track students arriving late, leaving early, or otherwise signing in or out during the school day. Digital Hall Pass (Optional): CSD is interested in optional digital hall pass functionality capable of monitoring student movement and tracking time spent outside of classrooms or designated areas. 3. Technical Specifications SIS Integration: The solution should support seamless and automated integration with the District’s Student Information System (SIS) to ensure student, staff, and school information remains current and accurate. Cloud-based Access: The system should provide secure web-based and mobile accessible functionality for administrators, front office staff, and district personnel. 4. Security & Compliance Data Privacy & Compliance: The solution must comply with applicable federal, state, and local student and staff data privacy requirements, including but not limited to: FERPA (Family Educational Rights and Privacy Act) COPPA (Children’s Online Privacy Protection Act) GDPA (Government Data Privacy Act) GRAMMA (Government Records Access and Management Act) POPI Act (Protection of Personal Information Act) Internal Security Team: Vendors should provide information regarding: Internal security teams and practices Security monitoring and incident response procedures Ongoing security training and governance Data Storage and Hosting: Vendors should identify whether data is hosted in: Vendor-managed cloud environments Third-party cloud providers In-house/on-premises data centers Third-Party Audits: Vendors should provide information regarding recent independent security audits or certifications, including but not limited to: SOC 2 Type II reports ISO/IEC 27001 certification Equivalent third-party security audits NOTICES: RFI RESPONSES ARE NON-BINDING: This solicitation is a Request for Information (RFI) only. It is not a solicitation for quotations, bids, or proposals. Please do not include pricing information in RFI responses. An RFI is not a procurement process and may not be used to enter into a contract or to make a purchase. Response information may be used to develop a subsequent solicitation. RESPONSE TO THIS RFI IS NOT MANDATORY: Failure to respond to this RFI in whole or in part will not disqualify any vendor from participation in any subsequent solicitation regarding this matter. COSTS OF PREPARING THE RFI RESPONSE: All costs associated with preparing and responding to this RFI are the sole responsibility of the responder and will not be reimbursed by CSD. RIGHT TO CANCEL RFI: CSD reserves the right to cancel this RFI at any time. QUESTIONS REGARDING RFI All questions must be submitted through Ionwave during the designated time for questions (Q&A period) listed on Ionwave. Questions may be answered in the order that they are submitted or may be compiled into one document and answered via an addendum after the Q&A period has ended. Answers disseminated by CSD through Ionwave shall serve as the official and binding position of CSD and will constitute an addendum to this RFI. Responders should periodically check Ionwave for answered questions and addenda before the response due date. HOW TO SUBMIT AN RFI RESPONSE Please submit RFI responses through Ionwave by the deadline posted on Ionwave. When submitting an RFI response to Ionwave, allow sufficient time to complete the online forms and to upload response documents. The RFI will end at the deadline. If a responder is in the middle of uploading materials when the deadline arrives, the system will stop the upload process and the response will not be accepted by Ionwave.
SLED stands for State, Local, and Education. These are solicitations issued by state governments, counties, cities, school districts, utilities, and higher education institutions — as opposed to federal agencies.
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