RFP 24_51 Addendum 2.pdf

Savannah-Chatham County Public School System

208 Bull Street / Savannah, Georgia 31401 / (912) 395-5572 Email Address: purchasing@sccpss.com

Number: RFP 24-51 Cloud-based Visitor and Volunteer Tracking Solution (Annual Contract) Solicitation Posting Date: 4/30/2024

Addendum #2

Addenda Posting Date: 5/31/2024

Solicitation Closing Date and Time: 6/6/2024

The information contained in this document shall become an official part of the original document and shall be acknowledged as noted on the Certification Form (Form 2) of solicitation document in the space provided.

Failure to acknowledge receipt of an addendum may result in a status of non-responsive. Firms are encouraged to review the contents of this document and to respond accordingly.

Addendum No. 1 is being issued to answer questions submitted prior to the inquiry deadline. The questions and answers are as follows:

No. Questions Answers

1 On RFP page 18, requirement I. states, “ Offeror must be willing to attend open enrollment events, if requested by the District”. Can you elaborate on this requirement?

This will not be requested.

2 On RFP page 49, in the 7th bullet point under “Instructions to Bidders”, the requirement references a pricing checklist. This checklist is not included in the RFP. Will the pricing checklist be provided?

The pricing checklist refers to the “Sealed Fee Proposal” on page 47 (Form 12).

3 On RFP page 49, requirement 1.3 states, “Customizable wellness screening questions”.

What kind of questions is SCCPSS looking to implement and how do you envision using them?

In the past, we used this feature to ask questions related to COVID symptoms. While we are not using that at this specific time, we want to have that option should the need arise again.

4 On RFP page 50, requirement 1.16 states, “Support remote dismissal and reunification”.

How does SCCPSS envision using this feature?

A solution that allows for remote dismissal from a phone app should the students not be at their school facility due to an emergency situation such as an active shooter event. We also would like the solution to be able to take attendance via the app during the same type of situation. The solution should be able to pull the list of guardians who are authorized to pick up the student. The solution should also notify the guardians when the student is picked up early.

5 On RFP page 50, requirement 2.3 states, “Solution runs in Kiosk mode with locked down systems supporting a modern web browser”. Can SCCPSS elaborate on what they are looking for with this requirement?

This district wants a device that is dedicated to the check-in application and do not want this running unrestricted on our network. We prefer the use of a device that has limited functionality and is not joined to our Active Directory domain.

6 In reference to the Dashboard for school and district staff to view key indicators such as number of visitors and volunteers onsite along with student attendance metrics. - What specific student attendance metrics are you wanting to see in the dashboard?

• Total absences for the day

• Total Tardies

• Morning Tardies

• Early Dismissals

7 In reference to Solution, syncs attendance with PowerSchool SIS (Technical Checklist 2.10). Can you please define exactly what you mean by "Sync"? Are you looking for a solution to simply pull attendance information, or are you looking for a system to write the tardy/checkout information back to PowerSchool? The Reason we are asking is that in two lines below in (Technical Checklist 2.12) you specifically call out "write back" as preferred but not mandatory. Can you please provide some more detailed clarification on all of this?

The district uses PowerSchool SIS and would like for the selected system to write back tardy information to our SIS system. Our current solution does not allow for this data to be written back so it must be manually entered by school staff.

8 Is there a software platform that the district has vetted? Was there a software platform Manufacturer that was used to provide the specifications in this RFP & if so, which Manufacturer of this Visitor & Volunteer Tracking Solution was it?

We have not fully vetted any solution that meets all of these requirements.

9 How many criminal background checks does the district currently conduct for volunteers on an annual basis? If the district does not have a current estimate, how many do you anticipate on average?

We run about 1600 per year

10 Can the district please elaborate on the following requirement in the Functional Checklist under 1:16. “support remote dismissal and reunification.”

See response to question 4.

11 Is the district looking for an emergency management suite to be included in the pricing for this RFP, or should we provide additional information on this option in the “Value Add” section?

This should be listed as an optional value add.

12 If the Vendor does not yet operate in the County, can we provide the Occupational business License once awarded? Please advise.

Please refer to the Letter to Vendors, paragraph 5;

Section M, page 5; Section Q, page 8; Section 4.0, page 18 item D.

Please submit your current business license.

13 Who is the current vendor being used at all sites for visitor & volunteer tracking?

The district currently has multiple systems and vendors to provide these services including Transact Communications, LLC/APP Garden, and Navigate360’s School Check-in.

14 Do you prefer the vendor to be responsible for sourcing and providing the kiosk computer?

Yes, but we can discuss other options if needed.

15 Does the district wish to source computers on their own to use?

No, we prefer a turn-key solution.

16 Does the district want to include the printer needed for tardy and dismissal slips in the pricing document?

Yes

17 Can the district explain what they consider as remote dismissal?

See response to question 4.

18 Can the district describe the expectation of integrating the school safety plans?

This would be related to the reunification desire. In the event of an emergency situation, we want the school staff to have easy access to all of their plans and information to best respond to the situation.

19 What tools is the district using for emergency management and reunification?

No tool is currently in place

20 Who does the district currently use to do the volunteer criminal background checks?

See answer to question 13.

21 Does the district pay a fee for volunteer criminal background checks? If so, how much?

Yes.

Current contract pricing is as follows:

SSN verification $ 1.00 Criminal Database Search $ 1.25 Felony & Misdemeanor Search $21.50 DOJ National Sex Offender Search $ 1.25 Total package price $25.00

22 Regarding installation and training, would the district prefer remote installation & training, would the district prefer remote installation & training or onsite or a combination?

Remote training with installation quoted with both onsite and remote options.

23 On average, how many background checks does the district process for Volunteers each year?

See response to question 9.

24 In what section of our response should Attachment D - Functional/Technical Checklist be included?

You may label it “Attachment D”.

***ALL OTHER TERMS AND CONDITIONS REMAIN UNCHANGED***

End of Addendum #2 to RFP 24-51 Cloud-based Visitor and Volunteer Tracking Solution (Annual Contract)

SCCPSS Purchasing Department Post date: 5/31/2024