12-06. SCOPE OF WORK.docx

Scottsdale Unified School District #48 Scope of Work

7575 E. Main Street Scottsdale, AZ 85251 480-484-6151

IFB #: 27000

PROJECT: STUDENT IDENTIFICATION CARDS,

PRINTERS, & SUPPLIES

1. Purpose The purpose of this Invitation for Bid (IFB) is to establish a contract with one or more qualified vendors to provide student identification card solutions, including ID card printers, pre‑printed and blank cards, consumables, system software, data integration, implementation services, and ongoing support for Scottsdale Unified School District #48

2. Scope of Work Scope of Services The purpose of this IFB is to obtain pricing for ID badge printers, ID badges and supplies. The District makes no guarantees as to the amount of products/services required. The use of subsequent contracts shall be at the sole discretion of the District.

The successful vendor (“Contractor”) shall provide a complete, turnkey ID card solution that supports the District’s operational, security, and data‑privacy requirements. Services shall include, but are not limited to:

A. ID card system software B. Printer hardware and peripherals C. Card design and production D. Consumables and supplies E. Data integration and synchronization F. Project management and implementation G. Technical support and warranty services

3. System Requirements (MANDATORY)

3.1 ID Card Management System

The Contractor shall provide an ID card management system that meets the following minimum requirements:

A. Centralized system for managing student and employee ID records B. Ability to associate:

1) Name

2) District ID number

3) Photo

4) School/site

5) Grade or employee role

6) RFID number (where applicable) C. Ability to print IDs using Evolis Primacy 2 Simplex Expert Printers (PM2‑0001‑A) D. Role‑based user access controls E. Secure storage and handling of personally identifiable information (PII) F. Compliance with all applicable student data privacy laws (including FERPA) The system may be cloud‑hosted or on‑premises, but hosting method must be clearly stated in the vendor’s response.

3.2 Data Integration & Synchronization

The system must support bi‑directional data synchronization with the districts systems, including:

A. Student Information System (SIS) B. Transportation systems:

1) Zonar

2) Transfinder

3.3 Integration Requirements:

A. Automated synchronization of:

1) Student and employee demographic data

2) Status changes (enrollment, withdrawal, transfers)

3) Associated photo records

4) RFID numbers where applicable B. Configurable sync frequency (real‑time, scheduled, or batch) C. Error reporting and logging D. Ability to manually re‑sync records as needed The Contractor shall be responsible for designing, configuring, testing, and validating all integrations.

4. Card Design & Layout Services The Contractor shall provide professional ID card design services, including:

A. Creation of twenty‑nine (29) to forty (40) unique ID card designs B. Designs may vary by:

1) School

2) Grade level

3) Employee category C. Annual updates to all card designs D. At least one (1) revision cycle per design per year included at no additional cost E. Final approval by the District prior to production All design files shall become the property of the District upon completion.

5. Card Production & Delivery

5.1 Pre‑Printed ID Cards

The Contractor shall produce and deliver:

A. Approximately 16,000 fully pre‑printed ID cards B. Delivery deadline: no later than July 20, 2026 C. Cards must be CR‑80 size and compatible with Evolis Primacy 2 printers D. Cards shall be printed edge‑to‑edge with photo, text, and graphics as approved

5.2 Replacement Card Stock

The Contractor shall provide:

A. 10,000 blank cards for on‑site printing B. 10,000 pre‑printed cards for future replacements C. Cards must be compatible with:

1) Direct‑to‑card printing

2) RFID encoding where applicable

6. Hardware Requirements

6.1 ID Card Printers

The Contractor shall supply:

A. Twenty‑nine (29) Evolis Primacy 2 Simplex Expert Printers (Part # PM2‑0001‑A)

6.2 Minimum Printer Capabilities:

A. Single‑sided, direct‑to‑card printing B. Dye‑sublimation color printing and resin thermal transfer C. Minimum resolution:

1) 300 x 300 dpi (color)

2) 300 x 600 dpi supported D. USB and Ethernet connectivity E. Compatibility with CR‑80 PVC cards F. Support for RFID read/encode modules (factory‑installed or field‑installed)

6.3 RFID Functionality

A. Printers must be capable of reading and/or encoding RFID numbers B. RFID type(s) supported must align with current District card standards C. RFID data must synchronize with the ID system and District databases

7. Consumable & Supplies The Contractor shall supply all necessary consumables, including:

7.1 Printer Ribbons

A. Approximately 100 Evolis‑compatible printer ribbons B. Ribbons must be OEM Evolis High Trust® or District‑approved equivalent C. Ribbon types must support:

1) Full‑color photo ID production

2) Monochrome printing as required D. Vendor must specify:

1) Ribbon type (e.g., YMCKO)

2) Estimated yield per ribbon

7.2 Lanyards & Card Holders

A. 30,000 lanyards B. 30,000 card holders C. Materials and colors to be approved by the District

8. Project Management & Implementation The Contractor shall:

A. Assign a dedicated Project Manager B. Develop an implementation plan including:

1) Hardware deployment

2) System configuration

3) Integration testing

4) Staff training C. Coordinate all activities with District stakeholders D. Meet all deadlines and milestones agreed upon in writing

9. Training, Support & Warranty

9.1 Training

A. Provide initial training for District staff on:

1) System use

2) Printer operation

3) Basic troubleshooting

9.2 Technical Support

A. Ongoing technical support during normal business hours B. Defined response times for system or hardware issues C. Remote support included; on‑site support as required

9.3 Warranty

A. Manufacturer’s warranty on all printers B. Clear process for repair or replacement of defective equipment

10. Acceptance & Deliverables All deliverables are subject to District review and acceptance. Acceptance will be based on:

A. Conformance with this Scope of Work B. Successful system integration C. Functional printer operation D. Accurate and timely delivery of materials

IFB #: 27000 Page 1 of 1 Due: April 15, 2026 image1.png