RFP Student Safety System

GUILFORD COUNTY SCHOOLS
Request for Proposals
714 Green Valley Road
Greensboro, NC 27408
Direct all inquiries to: Request for Proposals: 6838
Letitia Hines Proposal due date: July 7, 2026
HinesL@gcsnc.com 336.370.3238 Commodity: Student Safety System
NOTICE TO PROPOSER
Proposals, subject to the conditions made a part hereof, will be received at this office 714 Green
Valley Road, Greensboro NC 27408, until 2:00 PM EDT on the day of opening for furnishing and
delivering the commodity as described herein. Proposals submitted via facsimile (FAX) machine in
response to this Request for Proposals will not be accepted.
EXECUTION
In compliance with this Request for Proposals (RFP), and subject to all the conditions herein, the
undersigned Vendor offers and agrees to furnish and deliver any or all items upon which prices are
proposed, at the prices set opposite each item within the time specified herein. By executing this
proposal, the undersigned Vendor certifies that this proposal is submitted competitively and without
collusion (G.S. 143-54), that none of its officers, directors, or owners of an unincorporated business entity
has been convicted of any violations of Chapter 78A of the General Statutes, the Securities Act of 1933,
or the Securities Exchange Act of 1934 (G.S. 143-59.2), and that it is not an ineligible Vendor as set forth
in G.S. 143-59.1. False certification is a Class I felony. Furthermore, by executing this proposal, the
undersigned certifies to the best of Vendor's knowledge and belief, that it and its principals are not
presently debarred, suspended, proposed for debarment, declared ineligible or voluntarily excluded from
covered transactions by any Federal or State department or agency. As required by G.S. 143-48.5, the
undersigned Vendor certifies that it, and each of its sub-Contractors for any Contract awarded as a result
of this RFP, complies with the requirements of Article 2 of Chapter 64 of the NC General Statutes,
including the requirement for each employer with more than 25 employees in North Carolina to verify the
work authorization of its employees through the federal E-Verify system.
Failure to execute/sign proposal prior to submittal shall render proposal invalid and it WILL BE
REJECTED. Late proposals will not be accepted.
Rev.03/16/21 Page 1 of 67

PROPOSER: FEDERAL ID OR SOCIAL SECURITY
NO.
STREET ADDRESS: P.O. BOX: ZIP:
CITY & STATE & ZIP: TELEPHONE FAX NUMBER:
NUMBER:
TYPE OR PRINT NAME & TITLE OF PERSON SIGNING: TITLE
AUTHORIZED SIGNATURE: DATE: E-MAIL:
Offer valid for 120 days from date of proposal opening, unless otherwise stated. After this time, any
withdrawal of offer shall be made in writing, effective upon receipt by the agency issuing this RFP.
1.0 PURPOSE AND BACKGROUND
Guilford County Schools is seeking proposals for a Student Safety System comprising multiple
features focusing on Visitor Management, Visitor Security checks, Emergency Reunification and
Emergency Notification but not limited to Emergency Planning and Drills and Student/Staff
Identification.
2.0 GENERAL INFORMATION
This RFP is comprised of the base proposal document, any attachments, and any addenda released
before contract award. All attachments and addenda released for this RFP in advance of any Contract
award are incorporated herein by reference. Proposals shall be submitted in accordance with the terms
and conditions of this RFP and any addenda issued hereto.
TAXES
Guilford County Schools is NOT tax-exempt. Unless otherwise indicated, tax must be computed and
added to your proposal. Any itemized shipping charges are also subject to tax. When invoiced, tax should
be invoiced as a separate line item.
MINORITY AND WOMEN OWNED BUSINESS ENTERPRISE (MWBE)
The Board of Education awards public contracts without regard to race, religion, color, creed, national
origin, sex, age or handicapped condition as defined by North Carolina General Statutes, 168A-3. GCS
Board of Education promotes full and equal access to business opportunities with Guilford County
Schools. Minority businesses are encouraged to submit proposals for this project. All vendors shall have
a fair and reasonable opportunity to participate in GCS business opportunities.
Ver: 03/16/21 Page 2 of 67

INSURANCE
Certificate of Insurance
Each vendor shall furnish GCS a certificate of insurance showing that the required workmen's
compensation and public liability insurance are carried by the Contractor. The certificate of insurance
should show that it is issued to or at the request of the Guilford County Board of Education,
Greensboro, North Carolina. All insurance carriers shall be licensed to do business in North Carolina
or approved to issue insurance coverage by the Commission of Insurance of North Carolina.
The certificate of insurance shall include substantially the following provision: The insurance policies to
which this certificate refers shall not be altered or canceled until after ten (10) days' written notice of such
cancellation or alteration has been sent by certified mail to the Guilford County Board of Education,
Greensboro, North Carolina.
Public Liability Insurance
The vendor shall maintain public liability insurance covering his liability for bodily injury and property
damage which may arise from his operations, contractual obligations, products and completed
operations, as well as operations performed by independent contractors, in not less than the following
amounts:
1.A combined single limit (CSL) of $1,000,000 each occurrence, or
2.A $1,000,000 limit for Bodily Injury Liability, and $1,000,000 limit for Property Damage
Liability.
An occurrence form of policy will be required, and the certificate of insurance submitted by the Contractor
must be personally signed by a resident licensed agent of each of the companies listed on that form.
Worker's Compensation Insurance
The Contractor shall maintain during the life of his contract all such workmen's compensation
insurance as is or may be required by the laws of North Carolina.
Terms and Conditions
It shall be the vendor's responsibility to read the instructions, terms and conditions, all relevant exhibits
and attachments, and any other components made a part of this RFP and comply with all requirements
and specifications herein. Vendors also are responsible for obtaining and complying with all Addenda
and other changes that may be issued relating to this RFP.
All Vendors are hereby notified that they must have the proper license as required under the North
Carolina laws. The award of a contract under this solicitation may be paid with federal funding. Funding
is contingent upon compliance with all terms and conditions of funding award. All prospective contractors
shall comply with all applicable federal laws, regulations, executive orders, FEMA requirements and the
terms and conditions of the funding award. In addition, contractors providing submittals shall be
responsible for complying with state law and local ordinances.
Ver: 03/16/21 Page 3 of 67

3.0 SPECIFIC INFORMATION
PROPOSAL QUESTIONS
Upon review of the RFP documents, vendors may have questions to clarify or interpret the RFP to submit
the best proposal possible. To accommodate the proposal questions process, vendors shall submit any
such questions by Monday, June 22, 2026 at 2:00pm (EDT).
Instructions:
Written questions shall be emailed to Letitia Hines at hinesL@gcsnc.com by the date and
time specified above. Vendors will enter "RFP #6838 - Questions" as the subject for the
email. Question submittals will include a reference to the applicable RFP section and be
submitted in a format shown below:
Reference Vendor Question
RFP Section, Page Number Vendor question...?
Questions received prior to the submission deadline date, GCS's response, and any additional terms
deemed necessary by GCS will be posted in the form of an addendum. No information, instruction or
advice provided orally or informally by any GCS personnel, whether made in response to a question or
otherwise regarding this RFP, shall be considered authoritative or binding. Vendors shall be entitled to
rely only on written material contained in an addendum to this RFP.
PROPOSAL SUBMITTAL
Sealed proposals, subject to the conditions made a part hereof and the receipt requirements described
below, shall be received at the address indicated below, as described herein. One (1) printed hard copy
and one (1) digital copy (USB or CD) of the proposal should be addressed in an envelope with the
RFP number as shown below: It is the responsibility of the Vendor to have the proposal in the Guilford
County Schools Purchasing office by the specified time and date of opening.
Proposals shall be marked on the outside of the sealed envelope with the Vendor's name, proposal
number and date and time of opening. If Vendor is submitting more than one proposal, each proposal
shall be submitted in separate sealed envelopes and marked accordingly. For delivery purposes,
separate sealed proposals from a single Vendor may be included in the same outer package.
Attempts to submit a proposal via facsimile (FAX) machine, telephone or electronic means, including but
not limited to email, in response to this Request for Proposals will not be accepted. Proposals are subject
to rejection unless submitted with the information above included on the outside of the sealed proposal
package.
MAILING INSTRUCTIONS
DELIVERED BY US POSTAL SERVICE OR ANY OTHER MEANS:
RFP No. 6838
Letitia Hines, Purchasing Manager
Guilford County Schools
Purchasing Department
714 Green Valley Road
Greensboro, NC 27408
Ver: 03/16/21 Page 4 of 67

REFERENCES
Guilford County Schools reserves the right to require upon request a list of references from other
school districts or similar service agencies for which the company has provided the services or goods
solicited in this RFP. GCS may contact these users to determine quality level. Such information may
be considered in the evaluation of the proposal.
WARRANTY
The vendor warrants to the owner that all equipment furnished under these specifications will be new,
of good material and workmanship, and agrees to replace promptly any part or parts which by reason
of defective material or workmanship shall fail under normal use, free of negligence or accident, for a
minimum period of 12 months from date put in operation. Such replacement shall include all parts,
labor, and transportation cost to the location where equipment is down, free of any charge to the owner
or his representative.
If applicable, please be sure to describe your best warranty offering, any special training or special
benefits at no charge that may be available, and any unique benefits you may offer. Award may be
determined by best value analysis-not necessarily the lowest price received.
TRANSPORTATION CHARGES
Free on board (FOB) to designated sites in Guilford County, NC, with all transportation charges
prepaid and included in the proposal price.
4.0 PROPOSAL EVALUATION
EVALUATION (See also Section 10.0 Evaluation and Recommendation)
It is the intent of Guilford County Schools (GCS) to award this Request for Proposals to the responsible
Vendor(s) who best matches the needs of Guilford County Schools. Guilford County Schools reserves
the right to reject any or all proposals presented and to waive any informalities and irregularities. Award
of this proposal may be in whole or in part as deemed to be in the best interest of GCS. All projects are
awarded contingent upon funding. No proposal may be withdrawn after the scheduled closing time for
the receipt of proposals for a period of 120 days. One or more GCS review teams will evaluate Vendor's
proposal based on the specific requirements defined in the RFP as well as cost and effectiveness
considerations. GCS reserves the right to communicate with individual Vendors as necessary to clarify
its understanding of the Vendor's response. In its evaluation, GCS will consider each proposal, any
additional materials it contains, any clarifying information GCS obtains from the Vendor, any previous
contract history GCS has with the Vendor, any reliable outside references provided by the Vendor or
sought out by GCS and any information that is publicly available.
NEGOTIATION AND AWARD
GCS has the right to negotiate with the highest scoring Finalist Vendor. If an acceptable contract cannot
be negotiated with the highest scoring Finalist Vendor, GCS may withdraw its recommendation and
negotiate with the next highest scoring vendor. After a final recommendation has been made and
budgetary approval given, notification of the contract or purchase agreement award(s) will be made in
writing to the Selected Vendor(s).
Ver: 03/16/21 Page 5 of 67

5.0 REQUEST FOR PROPOSAL DOCUMENT
Guilford County Schools is seeking proposals for a Student Safety System comprising multiple
features focusing on Visitor Management, Visitor Security checks, Emergency Reunification and
Emergency Notification. Other features including Emergency Planning, Drills and Student/Staff
Identification may be proposed but will not be part of the evaluation. Request for Proposal ("RFP")
describes, in detail, the product/service and warranties required, and the required ability of the vendor
to provide them.
1.1. The specifications listed in this RFP are minimums. Vendors should include in their responses
any specifications superior to those listed in the RFP or that the Vendor believes would
enhance the products or warranties provided to Guilford County Schools.
2. DEFINITIONS
2.1. "GCS" refers to Guilford County Schools.
2.2. "GCS Workdays" means weekdays on which GCS is not closed and 12-month employees are
required to report to work.
2.3. Proposal(s)" refer to the product(s), service(s), and warranty(ies) submitted by the vendor(s) in
response to this RFP.
2.4. "RFP" refers to this Request for Proposal.
2.5. "RFP Contact" refers to the person listed in the title box of the title page.
2.6. "Recommended Vendor(s)" refers to the Vendor recommended for award of a contract in
connection with this RFP.
2.7. "Third-Party Item(s)" refers to products/services that Vendor proposes to purchase and resell
to GCS.
2.8. "Vendor(s) refers to companies or other entities responding to this RFP.
3. GCS RESERVATIONS
3.1. Issuance of this RFP does not commit GCS to issue an award, sign a contract, or make a
purchase.
3.2. GCS reserves the right to revise or re-issue this RFP, to issue a completely new RFP for the
same purpose, or to abandon the purpose altogether.
3.3. GCS, at its sole discretion, reserves the right to recognize and waive minor informalities and
irregularities found in Proposals.
3.4. For the purpose of this RFP, GCS prefers to purchase from a single Vendor, but reserves the
right to, in its sole discretion, to choose multiple Vendors.
4. VENDOR NOTICES
4.1. Vendor is responsible for examining the entire RFP and for seeking clarification from GCS if
needed. Additional requirements established by GCS, the State of North Carolina, or other
entities are included herein by reference.
4.2. Any revisions to this document will be made by written addendum only. Verbal
communications, no matter the source, will be of no effect and Vendor may not rely upon
them.
4.3. Vendor is responsible for all expenses incurred by the Vendor in the preparation of a Proposal
to this RFP. This includes attendance at interviews, presentations, or other meetings and
demonstrations, where applicable.
Ver: 03/16/21 Page 6 of 67

4.4. Vendor's Proposal, including all appendices and attachments, may be incorporated in the final
contract, if awarded.
4.5. Following announcement of an award decision, all Proposals in response to this RFP will be
considered public records for public inspection pursuant to the State of North Carolina
General Statutes, Chapter 132. In the event a request is made to produce a Proposal, GCS
will provide the Proposal to the requester. GCS will not undertake to determine where any
Proposal or part of Proposal is confidential or otherwise protected from disclosure.
5. APPLICABLE LAW
5.1. All applicable laws, whether explicitly referenced or not, are included herein by this reference.
It is the Vendor's responsibility to determine the applicability and requirements of any such
laws and to abide by them.
5.2. All terms in the RFP shall be enforceable as contract terms. The use of phrases such as
"shall," "must," and "requirements" are intended to create enforceable contract conditions.
5.3. The Guilford County Board of Education is the binding legal entity and authority for the
purposes of contract, arbitration, and any other legal matters related to this RFP.
5.4. This RFP and any contract, negotiation, claim, or dispute arising out of it and/or in connection
with its subject matter will be governed by and interpreted in accordance with the laws of the
State of North Carolina and the United States without giving effect to any choice-of-law rule
that would cause the application of the law of any other state or nation. Exclusive jurisdiction
for any claim or dispute arising from this Agreement will reside in federal and state courts
within the Middle District of North Carolina.
6. CONTRACT TERM
6.1. GCS is seeking an agreement for the contract period of July 2026 - June 30, 2027.
6.2. The term of this Agreement (the "Term") shall commence on the Effective Date and shall
continue thereafter until the later of (i) three (3) years from the Effective Date or (ii) the completion of
the Services under all Transaction Documents, in each case unless sooner terminated pursuant to this
Agreement. The Term of this Agreement or any Transaction Document may be extended as mutually
agreed to by the Parties in writing.
6.0 VENDOR REQUIREMENTS
1. GENERAL
1.1. Public agencies, private for-profit companies, and non-profit companies and institutions are
invited to submit Proposals in response to this RFP. Partnerships and consortia of entities may
work together to respond to this RFP. However, each Proposal must clearly identify a prime
Vendor. The prime Vendor will be responsible for providing all deliverables as defined by any
resulting contract or purchase agreement according to the terms and conditions as set forth in
any resulting contract or purchase agreement.
2. IRAN DIVESTMENT ACT
2.1. By acceptance of this contract, Vendor certifies that as of the date of this document:
A. Vendor is not listed on the Final Divestment List created by the State Treasurer pursuant
to N.C.G.S. 143C-6A-4 (the "Final Divestment List");
B. And Vendor will not utilize any subcontractor performing work under this RFP which is
listed on the Final Divestment List. The Final Divestment List can be found on the State
Treasurer's website at the address www.nctreasurer.com/Iran.
Ver: 03/16/21 Page 7 of 67

3. CAPABILITY
3.1. Vendor must demonstrate a minimum of five (5) years of experience in providing the
product/service to K-12 clients.
3.2. Vendor shall provide a minimum of three (3) current K-12 clients using the product/service
proposed.
3.3. Vendor must demonstrate that it has supplied a purchase contract of similar size and value as
proposed in Vendor's response, or that it has other experience that clearly demonstrates
capacity to successfully perform as outlined in its Proposal.
3.4. Vendor must demonstrate that it has the ability, capacity, and flexibility to collaborate
successfully and actively with GCS during the preparation, delivery, and support of the
product/service it proposes in its response.
3.5. Vendor must be:
A. the manufacturer/creator; or
B. a manufacturer/creator authorized reseller that is:
1. authorized to purchase products directly from the manufacturer/creator.
2. authorized by the manufacturer/creator to resell product.
3. if relevant, certified by the manufacturer/creator to grant a manufacturer/creator's
warranty on the product.
4. RESELLERS
4.1. GCS acknowledges that the Vendor may be a reseller that proposes to purchase and resale
Third-Party items.
4.2. Should the Vendor be a reseller, it will:
A. provide GCS with copies of all documentation and warranties for the Third-Party Items;
and
B. assign all applicable Third-Party Item warranties to Guilford County Schools.
5. MASTER SOFTWARE SERVICES AGREEMENT
5.1. Vendor must be able to enter into an agreement with Guilford County Schools using the GCS
Master Software Services Agreement attached.
7.0 PRODUCT REQUIREMENTS
Part 1 GENERAL
1.1. Complete and Cost Effective
A. The Vendor must provide a product that is both functionally complete and cost effective.
This may include assisting GCS Technology Services/School Safety staff with ensuring all
software and systems are installed to completion on the provided devices. Vendor must
demonstrate the ability, capacity, and flexibility to collaborate successfully and actively with
GCS.
1.2. Ongoing Improvements
A. GCS is vitally interested in investing in products which have long-life and upgradeability to
provide continuing and enhanced capabilities over time, including migration to evolving
standards. Vendor should describe its product's ability to adapt to or incorporate improved
technology.
Ver: 03/16/21 Page 8 of 67

1.3. Requirements
A. Requirements listed in this RFP should be considered to be minimum requirements. RFP
response should include as much detail as possible about the capabilities of the system
proposed.
Part 2 USER AND SYSTEMS INTERFACE
2.1. User friendly and intuitive.
2.2. Web-based front-end.
2.3. Integration with student information systems and active directories.
2.4. Capable of running on Apple iPad 8th Generation current iOS version.
2.5. Role based security and access controls.
2.6. Support for single sign on.
2.7. Multiple language support for public-facing interfaces.
2.8. Audit trail of all activities, configuration changes, errors, etc.
2.9. Downloadable data for all aspects of the system.
2.10. Historical access for multiple years.
Part 3 VISITOR MANAGEMENT
3.1. Kiosk or Assisted Use
A. System should be able to be used in a self-service environment or in an assisted
environment.
3.2. Identification
A. Scanned ID, badge barcode, QR code or manual entry.
B. Ability to capture visitor images with a digital camera.
C. Ability to save prior visitor information for quick retrieval.
D. Option to disallow self-sign in on first visit or subsequent visits.
E. Ability to preregister and print badges using CSV file.
F. Report of up-to-date visitor information of current visitors within the site, including stated
location.
3.3. Screening
A. Screening of visitors against sex offender registries.
B. Screen of visitors against local offender or student protection databases.
C. Verification of student/guardian status.
3.4. Notification
A. Confidential notification of failed screening.
B. Email and app alerts.
3.5. Badging
A. Ability to create and print visitor badging.
B. Coded badging to allow quick identification of visitor role, purpose, and allowed areas.
3.6. Tracking
A. Tracking of all entries and exits of visitors and permanent log.
B. Local and district reporting.
3.7. Customization
A. System should be able to be customized to meet the local needs of the district and school.
Ver: 03/16/21 Page 9 of 67

B. Customization should include features, protocols, processes, forms, look, etc.
3.8. Integration
A. Integration capabilities with all other subsystems.
Part 4 ACCOUNTABILITY AND REUNIFICATION
4.1. Provide staff and students with access to pertinent information and notifications.
4.2. Allow for staff and student check-in to track location and safety information.
4.3. Real-time dashboard with access to all information regarding status.
4.4. Logging of all check-ins.
4.5. Reunification
A. Allows for student/guardian relationship check.
B. Check for sex offender and custodial restrictions.
C. Allows for entry and logging of all student dismissals, including guardian signature.
D. Notification to all guardians when a pick up occurs.
E. Updates dashboard of student dismissals.
Part 5 ATTENDANCE AND PASS MANAGEMENT
5.1. Staff Identification
A. Ability to create and print staff identification badges based on HR system data.
B. Ability to use badges, QR codes, barcodes, or RFID tags.
5.2. Student Identification
A. Ability to create and print student identification badges based on student information system
data.
B. Ability to use badges, QR codes, barcodes, or RFID tags.
5.3. Attendance
A. Scanning/check-in for students.
B. Daily and per-period attendance.
C. Integration with student information system.
5.4. Flagging
A. Ability to flag a student check-in for a variety of reasons including discipline, monies owed,
makeup test/work, clubs, etc.
5.5. Passes
A. Scanning/check-in/out for students.
B. Log of passes requested.
Part 6 DISMISSAL MANAGEMENT
6.1. Dismissal planning
A. Real-time dismissal plans.
B. Multiple dismissal modes.
6.2. Pick up authorization and parent/guardian relationship verification.
6.3. Parent Change Management
A. Ability for a parent to change pick up information from mobile app.
6.4. Vehicle Identification Artificial Intelligence
A. Ability to predict and schedule dismissal of students based on vehicle location.
B. Vehicle identification by license plate, RFID tag, GPS location, or mobile check-in.
C. Integration capabilities with all other subsystems.
Ver: 03/16/21 Page 10 of 67