Project Information

Bid Title

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

Issuing Agency

Liberty Public Schools

Location

Missouri

Published Date

Mar 23, 2026

Closing Date

Apr 16, 2026

Government Level

State & Local

Status

Closed

Original Source

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Bid Documents

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Project Description

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

Bid Proposals Due: Thursday, April 16, 2026, at 2:00 PM CST
Bid Document

The District reserves the right to reject any or all bids and waive any informality.

Attachment Preview

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

Page 2 of 19

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

__________________________________

Street/City/State/Zip

__________________________________

Telephone #

__________________________________

E-Mail

__________________________________

Print Name

__________________________________

Signature

__________________________________

Date

Tax ID#

__________________________________

Entity Type

Page 3 of 19

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

Vendor Questions due to District

Proposals Due

Potential System Demos

Proposed Recommendation to Board

Proposed Notice to Proceed

Thursday, March 19, 2026

Thursday, April 9, 2026, by 3:00 PM CST

Thursday, April 16, 2026, by 2:00 PM CST

Wednesday, April 29th and/or Thursday, April 30th, 2026

Tuesday, May 19, 2026

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

Page 4 of 19

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?

Page 5 of 19

Commodity Codes

• NAICS 541511Custom Computer Programming Services
• NAICS 541512Computer Systems Design Services
• NAICS 541519Other Computer Related Services

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