Questions and Responses - RFP 3075 Visitor Management System

Transcription

1 Questions and Responses - RFP 3075 Visitor Management System Questions submitted by IdentiSys, Inc. 1. Do you currently have an existing visitor management system (VMS) that is being utilized by all (most) facilities? JCPS response: We have several different Visitor Management Systems in some of the schools. Our goal is to bring one uniform system used in all schools and different district buildings. 2. If yes, what is the name and version of the product you are currently using? Is the current system integrated with Active Directory? Is the current VMS installed on premise at the JCPS data center or hosted elsewhere? JCPS response: As stated above, we have several different systems in use and we want a single universal system as per the outlined specifications. The existing systems are not integrated with Active Directory and some systems may host data outside JCPS. 3. What is the current operating system being utilized by the various locations in which visitors will be processed (32 or 64 Bit)? JCPS response: The chosen system will have to be able run on Microsoft Windows bit OS. 4. What are the current hardware devices currently used for the VMS, such as driver s license scanner, Webcam, label printer, touch screen devices, and biometric scanners? Please provide the manufacturer and model numbers if applicable. JCPS response: Some schools use scanners to scan driver s license, while some schools use finger print scanners. Many use Dymo label printers to print temporary badges. The variations are extensive and location-specific and hence cannot be listed. The goal of this initiative is to standardize visitor management across the district. The procurement and implementation of biometric input devices is not within the scope of this initiative. However, the selected VMS must be compatible with current biometric input devices, as well as have the capability to interface with existing biometric devices a location may have, if the location wishes to utilize the same with the selected system. In other words, biometric validation should be an option with the system. 5. What backup solution does JCPS currently use for applications that utilize Microsoft SQL Database Server? JCPS response: JCPS uses an enterprise backup system to backup SQL Server database servers. JCPS also utilizes an enterprise system to backup file shares and other servers. We cannot disclose the specifics of the systems used, due to security reasons. However, it is to be noted that the district has the capability and the capacity to backup SQL Servers and Windows servers. 6. Is it the expectation of JCPS that the Visitor Management System will operate in an Unattended Touch Screen Kiosk in which visitors will enroll themselves upon their very first visit to a school? If unattended, what form of visitor authentication will be used 1

2 to permit/deny visitors? What safeguards will be in place to eliminate false credentials being used by external threats to bypass unattended VMS system? JCPS response: No visitor will be allowed admittance onto a campus without being cleared to enter by a member of the campus staff. Therefore, a kiosk will always be manned. 7. Will the Visitor Management System be operated by a security guard or school staff to enroll a new visitor to a school? JCPS response: Yes. Admittance onto the campus must be granted by a staff member. 8. Do you currently use biometric-based identification for enrolled visitors, volunteer s staff and or students? If yes who is the current manufacturer of the biometric algorithm software used for enrollment and matching of visitors? Who is the manufacturer of the biometric hardware devices currently installed within the schools? How many locations are using biometric identification? JCPS response: As stated earlier, some schools use finger print scanners. However, this initiative is not implementing biometrics as part of the implementation. The selected product must have the capability to interface with and operate using current biometric input devices, as well as the ability to interface with existing biometric input devices like finger print scanners, if the location chooses to use them. 9. What biometric modality do you currently use (if any)? (Finger print, palm vein, face or iris recognition). If not currently in use what is the preferred method to be implemented? JCPS response: Biometrics is not part of the core requirement except for the requirement that the selected product have the built-in ability to work with various biometric devices. The district has not decided on a preferred biometric validation at this point. However, a school may opt to use biometric validation with the selected product, and the vendor will have to work with the school(s) and assist. It is critical that the data security measures extend to all forms of personally identifiable information/sensitive information stored by the system, regardless of whether it pertains to photos, driver s license scans, biometric data or other forms of validation. 10. Is there a single centralized biometric database used for all locations throughout the school district? JCPS response: No. 11. Do you currently take a photo of the visitor using a web camera or copy the photo off of their driver s license? If not utilizing a web camera currently, would the system being implemented be required to integrate with web cameras in order to provide an up to date photo (compared to driver s license photo)? JCPS response: Presently, some schools use a web cam or a built-in camera to capture the picture, while some schools use a scanner to scan driver s license. If the check-in station has a built-in camera, the VMS should able to use it. If not, the system should be able to utilize an external image capture device. The required setup must be compatible with Microsoft Windows bit system. The schools may decide to opt for one method 2

3 (taking picture) over the other (scanning driver s license). The system should support either use. 12. Are you currently parsing photos from driver s licenses, or if not using VMS system currently, would the proposed system use driver s license photos as the main source of photo identification? JCPS response: Given the number of systems presently in use, we do not have a standard on how we interpret photo ID. It is important to note that not all visitors may have a driver s license, and some may present other forms of identification. We are interested in knowing the system capabilities as it relates to interpreting the various photo IDs. 13. How will visitors without state/federal identification be granted/denied access in the desired VMS system? JCPS response: The visitor must have a reason to be granted access to the school campus. A visitor is granted access by campus staff. Denial is done by a campus administrator. 14. What is the expected use for signature pads within the VMS? JCPS response: Signature pads are an input option. It is not a key requirement of the system. The use will be determined by the campus, primarily to agree to any schoolspecific terms pertinent to the visit. 15. Please identify the number of foreign languages the system needs to support? Which languages specifically are needed to be compliant with the specification requirements? JCPS response: The top four languages the system should support are: English, Spanish, Somali, and Arabic. By support, we mean the system should already have the required menu translations built-in (i.e. it is done on the fly within the VMS) and not require someone at JCPS to provide these translations. 16. Please expand on the types of student movement you would like to track within a school? JCPS response: Examples of student movement include (but not limited to) a student leaving the classroom to go to the front office, to another classroom, or a student receiving a hall pass to use the restroom etc. VMS should be able to print a pass for the student to use. 17. Would tardy slips be issued via handheld computers and Bluetooth printers? JCPS response: This would depend on the system requirements. 18. The Cost Scheduled Form only asks for an Annual District-wide subscription for basic Visitor Management Software. Should your existing VMS hardware not be compatible with our VMS application, how should we list the price of any hardware components that would be required to make our Visitor Management System capable of meeting the functional requirements set forth in the RFP? After the initial hardware purchase there would only be an annual subscription for software support need for years 2 5. Would 3

4 JCPS consider lease to own options or deferred payment options for hardware needed in order to show a true annual cost for the next 60 months? JCPS response: We anticipate the selected VMS to not require extensive proprietary hardware to operate. This is evident from our requirement that the system be compatible with commercially available peripherals like web cams, label printers etc. However, any specific hardware necessary to operate the VMS should be included in the product cost, along with the warranty and support terms accompanying such peripheral(s). The district will not lease the hardware and will opt for an outright purchase in most cases. This RFP is for a software solution only. 19. Due to the volume of false positives based on common names in the sex offender registry will there be a JCPS employee to review the results when a match is found? JCPS response: A JCPS campus administrator will address all positive hits to determine if it is a true hit or a false positive. The JCPS campus administrator also determines how to handle the occurrence based on district guidelines. 20. Many organizations refer to touch screen differently. Is finger-touch on special monitor required, or will bids for a kiosk system with monitor and a mouse/click data entry method acceptable? JCPS response: Touch screen friendly shall mean finger-touch on special monitor. While touch-screen based systems are preferred for kiosk implementations, systems that use mouse/click data entry will also be considered but evaluated based on the overall ease of use and durability. 21. For checking in volunteers, will certification and credential tracking be a requirement? If not required will additional value be given to VMS options that can track expiring credentials of volunteers and contractors? JCPS response: We do not require credential tracking for volunteers. However, if the system has the ability to track the same, the evaluation will factor the same as part of the feature-set evaluation. 22. What level of integration with current access control systems would be desired for VMS system? JCPS response: We primarily require that the VMS integrate with our Active Directory. Any integration capability with our access control system will be a plus. 23. Is there preferential bid status for companies with offices in the state of Kentucky? JCPS response: No. 24. Is there preferential status for on-site services (based out of the greater Louisville metropolitan area)? Would on-site installation training by a manufacturer certified technician (including back up technicians) be required/preferred for the bid? Would four (4) hour on site service for equipment be required/preferred for the bid? JCPS response: We expect product training to be delivered by individual(s) who is/are qualified to train on the selected product. We are unclear as to the equipment support question since we expect the system to run in a Windows and/or virtual environment that 4

5 the district uses (VMware/Hyper-V) where the physical platform is inconsequential. If the system requires custom hardware to run, then we do expect the stated equipment support SLA. 25. Would local supplies (and back up equipment) be required/preferred for the awarding of the bid? JCPS response: No. Questions submitted by Ident-A-Kid Services of America 1. Will you consider a system that does not utilize Active directory if the system has the ability to easily add/delete users and set permissions? JCPS response: We will take that into consideration. 2. Technical and Customer Support 8x365. What kind of support do you expect on weekends and holidays? JCPS response: We put 365 because there may be times when a person may need to access a campus. They could be a chaperone for a field trip which may be on a weekend. A person may be a contractor called into work when students are on campus during the weekend or after school hours. 3. Do you currently use any third party integration systems to integrate with Infinite Campus (i.e. Clever/Kimono)? JCPS response: Yes. 4. Would you require a real time connection into Infinite Campus to check parent/guardian info, or would you possibly accept a nightly update? JCPS response: A nightly update would be acceptable. 5. What make/model biometric scanners and printers do you have? How many of each do you have? JCPS response: We currently do not have an inventory of biometric devices. All biometric devices will have to be able to use a standard Windows bit driver. 6. Do you have any other equipment you would like to be supported (i.e. Webcam, computer, signature pad)? If so, what make/model/specs and what would you like furnished from the vendor? JCPS response: We currently do not have an inventory of these devices. All devices will have to be able to use a standard Windows bit driver. The selected system should work with commercially available peripherals like web cams etc. and as such, those will be supported by the respective manufacturer warranties. 7. Do you currently have a visitor management system in place at your schools? If so, what systems are implemented? JCPS response: We have several systems in use across the district. The scope of this initiative is to identify and purchase a single system for use across all schools and offices. 5

6 The existence of various systems in our schools, or their relevant details has no bearing on our decision-making process, given that our system specifications elicit what we expect of the new system. Questions submitted by School Check-In 1. Furnish emergency list and reports for evacuations. Please detail what information should be contained in the reports. JCPS response: A minimum would be student number, student last name, student guardian name, and student guardian address. 2. Web based client (browser agnostic). Is the bid specifying that the application must be a browser based application, or will a smart client server solution that is web managed and is also browser agnostic be acceptable? JCPS response: JCPS is looking at all solutions. 3. Technical and customer support (8x365). Please clarify what (8x365) means. JCPS response: Support should be available any time students are on campus where the visitor tracking system will be used. This could be after normal hours or for special events. 4. Must capture photograph of person. Will capturing the photograph from a driver s license suffice, or is a live photo via a web cam required? JCPS response: If a photograph from a license is clear and eye readable, it will suffice. In most cases, a photo from a camera attached to system will be necessary. 5. Must be able to reuse existing peripherals including Dymo printers and Biometric scanners. What Biometric scanner and Biometric software is currently being used? JCPS response: JCPS will require that any device be compatible with use of a Windows 10 driver. Dymo printers are currently in a large number of schools. 6. Districtwide ability to blacklist (deny access) individuals accessible by all locations. In order to perform this task, visitors must check in by scanning driver license and perform a sex offender check to be performed. Is that acceptable? JCPS response: Sex offender check will be an option available to a school. District wide Blacklist ability would be defined as: The ability to keep name, address, gender, and a picture as descriptors which can be shared with any district location. 7. Cyber Insurance: (If contractual requirement exists.) $5,000, Our insurance agent informed us that a $5,000, cyber policy is excessive and may not be available to companies with sales less than $100,000, We currently carry a $1,000, cyber policy. Will that be acceptable? JCPS response: JCPS requires an awarded vendor to have a $5,000, minimum cyber insurance policy when doing business where district PII is stored off district premises. Vendors are not be required to provide proof of a $5,000, cyber policy 6

7 with proposal; however, an awarded vendor will be required to provide a Certificate of Insurance indicating a $5,000, cyber insurance policy is in place before a contract will be offered. The policy must remain in effect during the initial contract period and any renewal periods. Additional Data Security Requirements Information: Kentucky signed into law two house bills, 5 and 232 in These can be viewed at the following URLs: a. b. These laws require agencies and businesses to adhere to specific requirements regarding data encryption, data protection and breach notification. The district is required to abide by these regulations and has to establish appropriate contracts with third party vendors that store the district s sensitive information outside of the district s control, whereby those vendors are also in compliance. The district s contract documents will reflect these requirements, and the vendor selected through this competitive bid process will be required to agree to the terms of the district s contract. Question submitted by ECT Services 1. If an on premise solution is proposed, will server hardware need to be included or will it be provided by JCPS? JCPS response: JCPS will provide the back-end server hardware necessary. 2. How many concurrent users are anticipated? JCPS response: Every school and potentially the central office buildings will use this system. If the question pertains to concurrent end users using the system, it could be close to 175. However, if a school decides to implement more than one check-in station, that number could be higher. 3. How are the visitors expected to register and/or check-in? Scope indicates kiosk capable, how many are expected? JCPS response: Visitors should be able to input the relevant information into the system in a kiosk environment. The school should also be able to check-in a visitor by scanning their driver s license (for example). The mode of check-in will depend on the school s choice. 4. Are visitor badges to be integrated with an access control system? If so, what is the existing access control platform? JCPS response: Not necessarily, because this system is primarily aimed at visitors who are not JCPS employees. JCPS employees may be required to sign-in using this system, and may be issued a visitor badge at the discretion of the school. However, JCPS employees would have their district-issued badge as proof of JCPS employment. 7

8 5. Can you provide more detail on the expectation for student late/tardy passes? JCPS response: When a student is late or has to visit another location in the school, the system should be able to look up the student and issue a badge with the relevant information. Please see revised Specification page in Addendum # 2. Student tracking and late/tardy passes are no longer required as part of the functionality but may be offered as an optional functions. Locations may wish to purchase the options if available. 6. Do we need to provide costs for consumables related to badge printing? JCPS response: JCPS will utilize existing bid vendor(s) to procure such supplies or will issue appropriate bids as needed. 7. Can you provide more detail on the expectation for tracking movement of students within a school? JCPS response: The hall pass feature should address this need. There is no other student-specific tracking that we are aware of, unless your system has one. If your proposed system has the ability to track students, please provide this information in your RFP response. Please see revised Specification page in Addendum # 2. Student tracking is no longer a required functionality but may be offered as an optional function. Locations may wish to purchase the option if available. Questions submitted by IDenticard Systems 1. Will JCPS accept a bid for a system that is PC server-client based instead of a web-based client? Are you willing to forgo a web-based client? Is a web based client an essential requirement or element of the RFP? JCPS Response: The district is far too large to support a traditional client-server setup wherein client installs are needed at each location. This escalates maintenance and personnel costs when updates are made or changes have to be made. This is one reason why we require a clientless setup (web-based or thin client). 2. What is the most common visitor management system brand and model number that you currently have in place or are testing at this point? JCPS Response: The schools use different systems. This project focuses on selecting a single product for use across all schools and offices. The bid opportunity is open to all vendors regardless of whether their product is presently in use at one of our schools. No product is being tested at this time. 3. What type of mobile device is preferred? Apple or Android, or other device required? Is there a specific phone, device or tablet required? JCPS Response: No. If the system has a mobile client, it should work with both Android and ios devices. The main system should work with a Standard Windows 10 x 64 workstation. We do not require a specific phone or tablet. 8

9 4. What type of interface does Infinite Campus have? Is Infinite Campus ODBC compliant? JCPS Response: Infinite Campus is ODBC compliant. However, we are unable to provide direct database access to the VMS because JCPS does not own the Infinite Campus database. A separate data transfer mechanism has to be created, with JCPS IT assisting as needed. This is unless your product natively integrates with Infinite Campus. 5. What are the make and model numbers of the existing peripherals you have? What peripherals would JCPS like to use moving forward? Please provide the make and model numbers of the specific peripherals you would like to use. JCPS Response: Some schools use Dymo label printers, and some schools use biometric finger print scanners, while some schools use ID scanners to scan driver s license information. Given the disparate systems in use at our schools, there is no documentation that consolidates the details about the peripherals. We require the selected system be compatible with commercially available peripherals like the aforementioned, and be able to operate in a Windows 10 x 64 environment. 6. What is the scope and scale in which you would like to track student movement in school? Would you like to use checkpoints, individual classroom monitoring, in real time or synchronized data throughout each school? JCPS Response: These are great questions, but above and beyond what is specified in the RFP scope. We are interested in the capabilities of your system related to the aforementioned features. Please see revised Specification page in Addendum # 2. Student tracking is no longer a required functionality but may be offered as an optional function. Locations may wish to purchase the option if available. 7. What type of reader will you use for checking in and out? RFID? Bar code? Can you specify make and model of the reader? JCPS Response: We do not anticipate card reader use for visitors since they will primarily receive a sticker denoting that they are visiting. JCPS uses badge readers for its employees. 8. What type of kiosk are you looking for? A kiosk mode for the software that can be utilized on a PC, device or a physical stand-alone kiosk? A kiosk with hardware included? Please specify kiosk requirements, if not a kiosk mode application. JCPS Response: We primarily intend for the system to operate in kiosk mode with a traditional Windows 10 PC and durable monitor (touch screen optional). 9. Is the initial software install, support, and training to be included as part of the annual subscription in the RFP? JCPS Response: Yes. We anticipate knowledge transfer training for the central management portion as well as end user training for our schools (could use train-thetrainer model to keep costs down). 9

10 10. What is your timeline for complete installation? JCPS Response: As soon as the bid formalities are complete, the rollout would begin. The central management system would be installed first, followed by phased rollout to schools. We expect the successful vendor to work with JCPS IT on the rollout plan. Questions submitted by Total ID Solutions, Inc. 1. Does the software need to be web based if we can provide a networked solution for all locations? JCPS Response: No. JCPS is looking for the best possible solution. 2. When you state 176 locations, will there be multiple users per location or 176 total users? JCPS Response: There could be multiple users if a location wishes to have another station. 3. Will you need a direct connection to Infinite Campus or will Infinite Campus be providing the desired info as an export? JCPS Response: The system chosen would have to be able to do an import from Infinite Campus. 4. When you say Track student movement in school, what activities are you looking to track? JCPS Response: For instance, if a student goes from a classroom to the office, another classroom, or gym, the system would be able to track the time left and time arrived. This can vary. This RFP is for a visitor management solution; however, if the product offers the capability to track student movement, the schools may be interested. Please see revised Specification page in Addendum # 2. Student tracking is no longer a required functionality but may be offered as an optional function. Locations may wish to purchase the option if available. Additional Questions Received at Pre-Proposal Conference 1. When will the bid be awarded, and when is the expected rollout? JCPS response: The bid is expected to be awarded in late September. The installation and training will begin soon thereafter in coordination with JCPS IT Department. 2. Does JCPS have a districtwide access control system? JCPS response: Yes. The district uses the Gallagher system. 3. All peripherals must be installed locally. Are you looking to host the system? JCPS response: Yes, that is preferred. The district will consider a hosted solution as well. 10

11 4. Our software includes a sex offender database, should we enter zero in the cost for this item? JCPS response: Yes, if the sex offender database is included in your base software. 5. Are there any Kentucky laws that have restrictions on student biometrics? JCPS response: Not that we have been made aware of. 6. When the bid is awarded, will payment be by one check or checks from various locations? JCPS response: A purchase order will be issued for the installation and training for the districtwide software. If locations chose to purchase the sex offender database or additional services, separate purchase orders will be issued by those locations. 7. Should consumables such as badges and key tags be included in the pricing? JCPS response: The RFP is for a software solution only. Consumables will be bid separately. 8. Should frequent visitor equipment be quoted? JCPS response: No, unless the system requires the equipment to operate. 9. Send alerts via multiple mediums. What does this mean? Can you be more definitive regarding multiple mediums? JCPS response: Alerts via or alert screen on system monitor. 10. When you speak about integration with Active Directory, do you want a single sign-on? JCPS response: Not necessarily. 11. Should visitors have the ability to receive instructions in a different language for the menu items? JCPS response: The system should provide the translation of menu items. Additional clarification requested at the Pre-Proposal Conference 1. Active Directory Integration: The district uses Active Directory (AD) to authenticate its employees. The visitor management system (VMS) should integrate with the district s AD whereby it can use security groups created within AD to setup the management and user groups required to operate the software and delegate responsibilities. In other words, the district prefers to use AD to create the necessary user groups to manage the software as opposed to creating standalone user groups within the VMS, with such groups having no affiliation to AD users/groups. Further, the VMS should authenticate management users of the VMS system against AD. In other words, when a user authenticates to the VMS, he/she should be validated against AD. Please note that such authentication and authorization only applies to users who manage the VMS, and not visitors who sign-in using the VMS (for example, a school clerk who signs in with a login to open the kiosk 11

12 for visitors or an IT team member who logs in to apply a system patch or modify the VMS settings). 2. Data Security Requirements: Kentucky signed into law two house bills, 5 and 232 in These can be viewed at the following URLs: a. b. These laws require agencies and businesses to adhere to specific requirements regarding data encryption, data protection and breach notification. The district is required to abide by these regulations and has to establish appropriate contracts with third party vendors that store the district s sensitive information outside of the district s control, whereby those vendors are also in compliance. The district s contract documents will reflect these requirements, and the vendor selected through this competitive bid process will have to agree to the terms of the district s contract. End of Document 12