RFP kit · CC BY 4.0
Visitor-management RFP kit
A requirements matrix, a price sheet and a scoring sheet, written so that every row applies to every bidder — including us. It exists because the questions on the renewal page are only useful if they reach all vendors at once, in the same words. Read it in full below; the download is the same text as a Markdown file you can paste into Word or Google Docs.
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Visitor Management RFP Kit
Published by Asan Digital LLC, the makers of EduQueue (raptortech-alternatives.com). Version 2026-09-04. Licensed CC BY 4.0: copy it, edit it, strip our name off it.
This kit is vendor-neutral by design. Every requirement applies to every bidder, including us. Where a row favours a particular architecture we say so in the note.
1. Cover and scope
[Agency name] invites proposals for a visitor management system covering [N] buildings with a staffed front desk, for an initial term of [1 / 3] years with [N] optional renewal years.
In scope: visitor check-in and check-out, identity capture, screening against sex-offender registries and a local watch list, badge printing, appointment / pre-registration, reporting, evacuation roster, and integration with [SIS name]. Optional: volunteer management, student tardy / early-dismissal, municipal department routing.
Out of scope: emergency mass-notification, weapons detection, hall passes. Bidders may describe adjacent products but must price them separately (see 3.4).
2. Instructions to bidders
- Answer every requirement with one of: Included (in the base price), Optional (priced separately in section 4), Roadmap (with a committed date), or Not offered. "Yes" alone is not an answer.
- Cite the page of your proposal, terms of service or documentation that supports each Included answer.
- Price on the attached sheet only. Prices quoted elsewhere in the proposal will not be scored.
- Provide the full terms and conditions that would govern the agreement, including any order-form or service-specific terms incorporated by reference.
- Provide three references of similar size in [state], with a named contact who has renewed at least once.
3. Requirements matrix
Priority: M = mandatory (a "Not offered" fails the bid), S = scored, I = informational.
3.1 Screening data
| # | Requirement | Priority | Answer | Evidence |
|---|---|---|---|---|
| 3.1.1 | Name the source of the sex-offender screening data: which registries, whether you or a third party compiles them, and the third party's name if any. | M | ||
| 3.1.2 | State the refresh interval per state and publish it (a URL or a document). | M | ||
| 3.1.3 | State, per state / territory / tribal jurisdiction, the number of records held and the date of last refresh, so coverage can be checked against the jurisdiction's own registry count. | S | ||
| 3.1.4 | State whether the agency owns the results of screens run on its visitors, and whether those results can be exported. | M | ||
| 3.1.5 | Describe how a false match is cleared at the desk, and by whom. | S | ||
| 3.1.6 | Support a local watch list (custody orders, trespass notices) maintained by the agency, with an audit trail of changes. | M |
3.2 Data ownership and export
| # | Requirement | Priority | Answer | Evidence |
|---|---|---|---|---|
| 3.2.1 | The agency owns all visitor, visit, image, watch-list and screening-result data. Quote the clause. | M | ||
| 3.2.2 | On termination for any reason, the vendor delivers a complete export (all tables, all images, documented format) within [30] days at no charge. Quote the clause. | M | ||
| 3.2.3 | Self-service export of visit history (CSV) is available to agency administrators at any time during the term. | S | ||
| 3.2.4 | State the retention and deletion schedule after termination. | S | ||
| 3.2.5 | Data residency: state where data is stored and whether it leaves the United States. | I |
3.3 Pricing structure
| # | Requirement | Priority | Answer | Evidence |
|---|---|---|---|---|
| 3.3.1 | Price is stated per building (site) per year, with the unit price identical for every building of the same type. | S | ||
| 3.3.2 | State what counts as a building: does an annex, an administration office, a preschool or a maintenance yard with a desk attract the per-site fee? | M | ||
| 3.3.3 | Adding or closing a building during the term is pro-rated; state the mechanism. | S | ||
| 3.3.4 | Any renewal-year increase is capped at a stated percentage or index, written in the agreement, and not "then-current list price". | M | ||
| 3.3.5 | There are no per-visitor, per-scan or per-badge fees. If there are, state them. | S | ||
| 3.3.6 | Volunteer management, SIS integration, kiosk / self-serve licences, implementation, training and hardware are each priced on their own line in section 4. | M |
3.4 Contract term and exit
| # | Requirement | Priority | Answer | Evidence |
|---|---|---|---|---|
| 3.4.1 | State whether the agreement renews automatically, the renewal term length, and the notice period to prevent renewal. | M | ||
| 3.4.2 | The agency may terminate for non-appropriation of funds without penalty. | M | ||
| 3.4.3 | State early-termination fees, if any. | M | ||
| 3.4.4 | The data-export obligation (3.2.2) survives termination and expiry. | M | ||
| 3.4.5 | Bundled products (emergency management, hall pass, volunteer) are each separately terminable without changing the price of the others. | S |
3.5 Municipal profile (delete this section for a school-only procurement)
| # | Requirement | Priority | Answer | Evidence |
|---|---|---|---|---|
| 3.5.1 | Visitors can be routed to a department (e.g. Tax, Clerk, Building) and the department notified. | M | ||
| 3.5.2 | Reporting by visitor residency (resident / non-resident by address), by department and by hour of day. | S | ||
| 3.5.3 | A scheduled daily report of visits is emailed automatically to named department heads. | S | ||
| 3.5.4 | Screening may be turned off or made non-blocking for a municipal profile where it is not required by policy. | I | ||
| 3.5.5 | Name at least one municipal (non-school) customer in production. | S |
3.6 Kiosk and hardware reuse
| # | Requirement | Priority | Answer | Evidence |
|---|---|---|---|---|
| 3.6.1 | The system runs in a current browser on the Windows PCs, Macs, iPads or Android tablets the agency already owns. State which. | M | ||
| 3.6.2 | List supported driver's-licence scanners by model, and whether the existing scanners at [list models] are supported. | M | ||
| 3.6.3 | List supported badge printers by model (DYMO, Brother, others). | M | ||
| 3.6.4 | State whether hardware must be bought from the vendor to be supported, and whether support is withheld for hardware bought elsewhere. | M | ||
| 3.6.5 | Self-service (unattended) kiosk mode is available; state any separate licence fee. | S |
3.7 SIS integration and write-back
| # | Requirement | Priority | Answer | Evidence |
|---|---|---|---|---|
| 3.7.1 | Student and staff rosters are synchronised from [SIS] on a schedule; state the mechanism (API, plugin, Clever, ClassLink, OneRoster, file). | M | ||
| 3.7.2 | Tardies and early dismissals are written back to the SIS attendance record. State whether this is read-only or read-write today, and the SIS versions supported. | S | ||
| 3.7.3 | Parent / guardian and custody flags from the SIS are visible at the desk. | S | ||
| 3.7.4 | Multiple buildings share one district account with per-building views and permissions. | M |
3.8 Uptime and support
| # | Requirement | Priority | Answer | Evidence |
|---|---|---|---|---|
| 3.8.1 | State the uptime commitment as a percentage, the measurement window, and the remedy (credit) if missed. "Commercially reasonable efforts" is scored as no commitment. | S | ||
| 3.8.2 | A public status page exists; give the URL. | I | ||
| 3.8.3 | Offline / degraded mode: what the desk can do if the internet connection fails. | S | ||
| 3.8.4 | Support hours, channels and response targets by severity. | S |
3.9 Training
| # | Requirement | Priority | Answer | Evidence |
|---|---|---|---|---|
| 3.9.1 | Initial training: hours included, on-site or remote, per building or per district. | S | ||
| 3.9.2 | Refresher training for new front-office staff in later years: included or priced. | S | ||
| 3.9.3 | Written, agency-specific desk procedures are delivered at go-live. | I |
3.10 Security and privacy
| # | Requirement | Priority | Answer | Evidence |
|---|---|---|---|---|
| 3.10.1 | State whether images of driver's licences are stored, for how long, and whether storage can be disabled. | M | ||
| 3.10.2 | Role-based access with per-building scoping; SSO (Google Workspace / Microsoft) available. | S | ||
| 3.10.3 | Provide the most recent third-party security assessment or attestation, or state that none exists. | S | ||
| 3.10.4 | Student data handling complies with FERPA and the state student-privacy statute; provide the data-privacy agreement you will sign. | M |
4. Price sheet
All amounts in USD. Year 1 and each renewal year separately. Blank cells are scored as "not offered".
| Line | Unit | Qty | Year 1 | Year 2 | Year 3 | Notes |
|---|---|---|---|---|---|---|
| Visitor management software | per building | |||||
| Volunteer management software | per building | |||||
| Background checks (volunteer) | per check, by level | |||||
| SIS integration | per building or per district | |||||
| Self-serve / kiosk licence | per building | |||||
| Implementation | one-time | |||||
| Training (initial) | one-time | |||||
| Training (refresher) | per year | |||||
| ID scanner | per unit | |||||
| Badge printer | per unit | |||||
| Kiosk hardware (if proposed) | per unit | |||||
| Emergency management (optional, separate) | per building | |||||
| Hall pass (optional, separate) | per student or per building | |||||
| Total, 3 years |
Renewal cap for years 4+: ______ % or index ______.
5. Evaluation scoring sheet
Score each criterion 0-5 (0 = not offered / no evidence, 3 = meets, 5 = exceeds with evidence). Multiply by weight. Weights total 100.
| Criterion | Weight | Bidder A | Bidder B | Bidder C |
|---|---|---|---|---|
| Screening data: source named, refresh published, per-state coverage documented (3.1) | 15 | |||
| Data ownership and export on exit, in the contract (3.2, 3.4.4) | 15 | |||
| Three-year total cost on the price sheet (4) | 15 | |||
| Pricing transparency: per-building, capped increases, no per-visitor fees (3.3) | 10 | |||
| Contract term and exit (3.4) | 10 | |||
| Hardware reuse: runs on what we own, scanners and printers supported (3.6) | 10 | |||
| SIS integration and write-back (3.7) | 8 | |||
| Uptime commitment with remedy; offline mode (3.8) | 5 | |||
| Municipal profile, if required (3.5) | 5 | |||
| Training and references (3.9, section 2 item 5) | 4 | |||
| Security and privacy (3.10) | 3 | |||
| Total | 100 |
Tie-break: the bidder with the lower three-year total on the price sheet.
6. Questions bidders should expect at the interview
- Show us your per-state screening coverage document. Pick a state; how many records do you hold, and how many does that state's registry publish?
- Run an export of one building's visit history, now, on screen.
- Which of our existing scanners and printers will you not support?
- What in this agreement changes if we decline your emergency-management or hall-pass product?
- Read us the renewal clause.
Corrections and additions: hello@eduqueue.io. We add good rows from other agencies' RFPs with attribution to the agency, never to the person.
Why the weights are what they are. Screening data, data ownership and three-year cost carry 45 of 100 points because they are the three things that are hardest to fix after signing. Hardware reuse and pricing structure follow because they are where public board records show the money going (see What districts have paid). Change them; it is your procurement.