MARICOPA COUNTY COMMUNITY COLLEGE


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MARICOPA COUNTY COMMUNITY COLLEGE DISTRICT

REQUEST FOR PROPOSAL #3227-10

MATHEMATICS DIAGNOSTIC ASSESSMENT

Proposal Due Date February 18, 2014 3:00 P.M. (local time)

MARICOPA COUNTY COMMUNITY COLLEGE DISTRICT RFP #3227-10 MATHEMATICS DIAGNOSTIC ASSESSMENT A.

SCHEDULE OF EVENTS

ACTIVITY

DATE

Release RFP

January 16, 2014

Proposals Due

February 18, 2014

Proposed Contract Award

April, 2014

B.

TABLE OF CONTENTS

1.

GENERAL

Page 1-2

2.

PROPOSAL INSTRUCTIONS

Pages 3 - 5

3.

GENERAL TERMS AND CONDITIONS

Pages 6 - 14

4.

PROPOSAL REQUIREMENTS

Pages 15 - 17

5.

SCOPE OF WORK/SPECIFICATIONS

Pages 18 - 24

6.

EVALUATION CRITERIA

Page 25

7.

RESPONDENT QUESTIONNAIRE

Page 26

8.

PRICING SCHEDULE

Pages 27 - 30

9.

SIGNATURE PAGE

Page 31

ACKNOWLEDGMENT OF RECEIPT RFP #: 3227-10 Description: MATHEMATICS DIAGNOSTIC ASSESSMENT Please provide the requested information below as acknowledgment that you have received our Request for Proposal noted above. It is required that interested Bidders complete this acknowledgment and return via Fax to MCCCD Purchasing at (480) 731-8190 or email to [email protected] or by US Mail. All addenda/amendments will continue to be posted on our website at http://www.maricopa.edu/business/purchasing/. Failure to sign and return the "Acknowledge of Receipt" will result in your company not being sent any addenda to this RFP. Name of Firm: Address:

Tel #:

Fax #:

E-Mail: ______________________________________________ Name: (Print) Signature:

Title: Date:

PLEASE NOTE: Failure to respond to this acknowledgement will result in you company being removed from our bidders mailing list for this commodity. ( ) We will not be responding to this solicitation please retain us on the bidder’s mailing list.

1. GENERAL 1.1 INTRODUCTION The Maricopa County Community College District (MCCCD) intends to acquire or license a customized Mathematics Diagnostic Assessment (MDA) for the purpose of identifying deficiencies in pre-college (developmental) level mathematics skills and concepts. The MDA will be written in collaboration between the vendor and content experts, mathematics faculty of MCCCD. The MDA will be aligned to seven modules that serve as the developmental mathematics curriculum for MCCCD. The MDA will identify for each student which, if any, of the seven modules to be completed prior to enrolling in college-level mathematics courses. The modules will be viewed as independent from each other; a student may place into all modules, no module, or any subset of modules. An example is that a student may place into Modules 2, 4, 5, and 6, indicating that a deficiency in mathematics knowledge exists for these particular modules. The MDA must be able to identify which of the seven modules need to be completed prior to enrolling in collegelevel mathematics courses. This RFP will solicit proposals for solutions that include either a MCCCD Hosted assessment and/or a Vendor Hosted (Cloud Based) assessment. The MDA will be piloted by at least two MCCCD colleges for placement into the spring 2015 semester; all training and testing of the MDA must occur by September 2014 to be implemented by October 2014. Full implementation across all ten MCCCD colleges will occur by the spring 2016 semester. 1.2 MCCCD DISTRICT MAKE-UP The Maricopa Community Colleges comprise ten colleges, two skill centers and numerous education centers dedicated to educational excellence, meeting the needs of businesses and the citizens of Maricopa County. Each college is individually accredited, yet part of a larger system, the Maricopa County Community College District. The District is one of the largest higher education systems in the world and the largest provider of health care workers and job training in Arizona, a major resource for business and industry and for individuals seeking education and job training. More than a quarter million students attend the Maricopa Community Colleges each year taking credit and non-credit courses. The Maricopa Community Colleges employs nearly 4,500 full-time faculty and staff and more than 9,000 part-time faculty and staff. Many management and staff positions (including clerical, crafts, food services, security, child care, maintenance and operations, custodial, grounds) become available throughout the year. All positions with the exception of certified safety officers are advertised individually as they occur. Maricopa Community Colleges is an equal opportunity employer of protected veterans and individuals with disabilities. 1.3 HISTORY Maricopa ranks as one of the nation’s largest systems of its kind and as the largest single provider of higher education in Arizona. Maricopa educates and trains more than 275,000 persons year round with approximately 88% enrolled in credit courses and 12% enrolled in basic education and non-credit special interest courses. Additionally, thousands of employees from both local and relocating businesses and industries are enrolled in customized workforce training programs with the Maricopa system. With a workforce of over 9,600 employees, MCCCD works collectively and responsibly to meet the life-long learning needs of our diverse students and communities. A five member governing board governs MCCCD, elected from geographical districts in Maricopa County. The chief executive officer of MCCCD is the chancellor; and a president heads each of the colleges. The Maricopa Community Colleges is a political subdivision of the state, and the elected governing board has the power to levy taxes. Funding comes from property taxes, state aid appropriations, student tuition, and federal, state and private grants. 1

The Maricopa Community Colleges have developed partnerships with more than 1,000 corporations, government agencies and non-profit organizations. Former Maricopa Community College students make up nearly 67% of the baccalaureate degree recipients at Arizona State University.

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2. PROPOSAL INSTRUCTIONS 2.1 PURPOSE OF RFP The purpose of this solicitation is to obtain proposals from qualified companies to provide a customized Mathematics Diagnostic Assessment (MDA) that can be used at all ten (10) colleges in the Maricopa County Community College District (MCCCD). Content experts from the mathematics faculty of MCCCD will be involved in the development and selection of assessment items for the MDA. The purpose of the MDA is to accurately identify deficiencies in pre-college level (developmental) mathematical skills and concepts; each skill set is aligned to one of seven modules. The MDA will identify which of seven developmental mathematics modules need to be taken by the student prior to enrolling in college-level mathematics courses. 2.2 PROPOSAL QUESTIONS All questions regarding this Request for Proposal should be directed to: Mr. Keith Killourie, Buyer III (480) 731-8518 FAX (480) 731-8190 E-Mail: [email protected]

Questions must be sent by mail or e-mail. Questions will only be accepted until January 31, 2014. We will not respond directly to the company asking the question. Questions we feel need to be responded to will be answered in the form of an addendum and sent to all potential respondents on/about February 4, 2014 2.3 PROPOSAL SUBMISSION It shall be the responsibility of the Proposer to assure that Proposals are received as follows: The Proposal submission must contain one (1) original containing both Technical and Functional requirements, six (6) copies of the Functional Requirements, six (6) copies of the Technical Requirements and one (1) complete copy containing both Technical and Functional requirements in PDF Format on CD/DVD/flash drive. The original must be clearly marked "Original" and the Proposal submission must be delivered Sealed. The proposal must be submitted in the following format: Packet 1:

Packet 2:

Technical Requirements – must contain responses to Section 4.2.2 and all subsections and Section 5.2.2 and all subsections. This packet must be clearly marked “Technical Requirements”. Functional Requirements – must contain all other requested material, and responses for the remainder of the RFP requirement. This packet must be clearly marked “Functional Requirements”.

The Proposals must be addressed to and received at the Main Reception Desk of MCCCD, address 2411 West 14th Street, Tempe, AZ, 85281, no later than 3:00 P.M. (local time), February 18, 2014. Proposals received after this time and date shall not be considered and will be returned unopened. When delivering your bid/proposal please allow for sufficient time to check in through the Security Desk.

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The following information must be clearly visible on the outer most Proposal Packaging: Request for Proposal # 3227-10, MATHEMATICS DIAGNOSTIC ASSESSMENT Proposal Closing Date: February 18, 2014 Time: 3:00 p.m. (local time) NOTE: If you are hand carrying or having a proposal package hand delivered, you or the delivery agent should allow sufficient time to arrive, park, and go through security prior to dropping off your proposal package. This applies to any other method of delivery (FedEx, UPS,USPS, etc.) as well. Late proposals will not be accepted or considered for award. Regardless of the method of delivery, it is your responsibility to insure on-time delivery of the proposal package. In submitting your proposal, make sure that it complies with Part IV – Proposal Requirements, Paragraph 4.3 – Deviations from RFP – to the extent that that paragraph is applicable to the terms of your submission. 2.4 PROPOSAL EVALUATION This Request For Proposal does not constitute a commitment by the District to award a contract. The District reserves the right to waive any informalities and to reject any or all proposals and/or to cancel the Request For Proposal. The award shall be made on the proposal(s) that serves the best interest of the District and will not be evaluated solely on a monetary basis. The District reserves the right to negotiate a contract with the selected awardee. If it does so, no contract award shall exist for purposes of the awardee initiating contract performance or incurring contract costs until an authorized representative of the District signs the contract document. If the District determines that the RFP and the selected awardee’s proposal will constitute the contract, no contract award shall exist until the selected awardee receives a Notice of Award” from an authorized representative of the District and, if applicable, the approval of the District’s Governing Board. Additionally, a selected awardee may not initiate contract performance or incur contract costs until it receives a District-issued purchase order. 2.5 PROPRIETARY INFORMATION In the event any Proposer shall include in the Proposal any information deemed "proprietary" or "protected", such information shall be separately packaged from the balance of the proposal and clearly marked as to any proprietary claim. The District discourages the submission of such information and undertakes to provide no more than reasonable efforts to protect the proprietary nature of such information. The District, as a public entity, cannot and does not warrant that proprietary information will not be disclosed. The District shall have the right to use any or all information included in the proposals submitted unless the information is expressly restricted by the Proposer. 2.6 PROPOSAL FORM All proposals must be submitted in writing. Oral, telephone, facsimile (fax machine) or computer data transfer proposals will not be accepted. Each proposal shall be prepared simply, providing the straightforward, concise description of the proposer's ability to meet the requirements of the RFP. Emphasis should be on completeness and clarity of contents. No proposal shall exceed fifty (50) typewritten pages in length plus any pricing schedule(s), exhibits, resumes, or attachments. 2.7 MODIFICATIONS TO PROPOSALS No oral, telephone, telegraphic, facsimile or computer data transfer proposals or modifications will be considered.

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2.8 WITHDRAWAL OF PROPOSALS Any Proposer may withdraw their proposal by written request at any time prior to the deadline set for receipt of proposals. No proposal may be withdrawn or modified after that deadline and shall be binding upon Proposer for a period of ninety (90) days after due date. Withdrawn Proposals may be resubmitted up to the time designated for the receipt of Proposals provided that they are then fully in conformance with the general terms and conditions of the RFP. 2.9 PROPOSAL COSTS Any and all costs associated with the preparation of responses to this Request For Proposal, including site visits, oral presentations and any other costs shall be entirely the responsibility of the Proposer and shall not be reimbursable in any manner by the District. 2.10 ORAL PRESENTATIONS Proposers may, after opening and prior to award, be required to make oral and visual presentations at the request of the District. The District will schedule the time and location for any presentations as requested. Oral presentations will be evaluated. 2.11 AWARD WITHOUT DISCUSSION The District reserves the right to make an award(s) without further discussion of the proposals received. It is therefore critical that all proposals be submitted initially in the most favorable terms possible, both economically and technically. 2.12 CONTRACT COMMENCEMENT/TERM It is the intent of the District to commence the resulting contract as soon as possible after evaluation of the proposals. A written Notice of Award will be made prior to commencement of performance. Initial performance period will be from April 1, 2014, or date of award, whichever is later, through March 31, 2015. MCCCD may at its discretion and with the concurrence of the successful proposer, exercise up to 4 one-year option periods for a total contract period not to exceed five years. 2.13 MCCCD MODIFICATIONS TO PROPOSALS Any interpretation, correction, or change of this RFP will be made by written Addendum. Interpretations, corrections, or changes of this RFP made in any other manner will not be binding, and Proposers shall not rely upon such interpretations, corrections, and changes. Any changes or corrections will be issued by MCCCD Purchasing. Addenda will be mailed or faxed to all that are known to have received a copy of the RFP. Since failure to acknowledge any addendum(s) may be cause for rejection, Proposers must return the addendum-completed acknowledgment(s) prior to or with the proposal. 2.14 FINANCIAL TRANSACTIONS If the RFP is one seeking a contractor to handle any type of financial transaction for MCCCD, each Proposer must demonstrate effective controls and safeguards over data and transactions maintained and processed on behalf of the District. The Proposer must confirm that it complies with the Statement on Standards for Attestation Engagements (SSAE ) No. 16, known as SSAE 16, established by the Auditing Standards Board (ASB) of the American Institute of Certified Public Accountants (AICPA) and that it will provide an annual report, as applicable, on a reporting form or forms adopted as part of SSAE No. 16. 2.15 NON-COLLUSION The District encourages free and open competition. Whenever possible, specifications, proposal invitations and conditions are designed to accomplish this objective, consistent with the necessity to satisfy the District's needs and the accomplishment of a sound economical operation. The Proposer's signature on its proposal guarantees that any prices offered have been established without collusion with other eligible Proposers and without effort to preclude the District from obtaining the lowest possible competitive price. 5

3. GENERAL TERMS AND CONDITIONS The General Terms and Conditions, the other provisions of the RFP and amendments to it, the successful Proposer’s proposal, and the District purchase order terms (“Contract Documents”) will constitute the provisions of the contract between the District and successful Proposer (“Contract”). Alternatively, the District reserves the right to negotiate a stand-alone Contract with the successful Proposer that reflects the Contract Documents. The District reserves the right to modify any of the provisions of the Contract upon mutual agreement of the parties. 3.1 Parties to Agreement The Contract shall be between the Maricopa County Community College District and the successful Proposer (“Contractor”). 3.2 Liability for Taxes The Contractor is responsible for paying all taxes applicable to its operations, business property and income. The District shall not be liable for any tax imposed either directly or indirectly upon the Contractor, except that the District will pay as part of the Contract price, if applicable, any transaction privilege or use tax assessed on Contractor’s provision of services or materials under the Contract. 3.3 Force Majeure If the performance of a party under this Contract is interrupted or suspended due to riots, war, public emergency or calamity, fire, earthquake, Act of God, government restriction, labor disturbance or strike, or other condition beyond any control of that party (“Force Majeure”), performance by that party wil be suspended for the reasonable duration of the Force Majeure. The party claiming that its performance is interrupted or prevented must promptly deliver notice to the other party identifying the Force Majeure and use it best efforts to perform to the extent that it is able. If the Force Majeure does not abate within a reasonable amount of time, then either party may terminate this Contract by providing written notice to the other party. Alternatively, the parties may agree to extend the term of the Contract for a period of time equal to the time equal to the Force Majeure. 3.4 Contract Assignment Contractor may not, in part or in whole, subcontract (except as otherwise specified in Contractor’s proposal to the RFP), delegate or assign this Contract without the prior written permission of a representative of the District authorized to sign contracts. 3.5 Non-Waiver. The District's failure to notify the Contractor or to object to the Contractor's non-compliance with the terms of the Contract shall not be deemed a waiver of the District's right to demand compliance with the Contract or to terminate the Contract for breach for the Contractor's subsequent non-compliance with any term of the Contract, or its repeated failure to perform according to the Contract. 3.6 Contract Extension. If the RFP provided options for extending the Contract beyond its initial term, District will provide the Contractor with written notice of any intent for continuation of the Contract beyond its initial term no later than ninety (90) days before the end of the initial or renewal Contract period. The District reserves the right to unilaterally extend the period of any Contract for sixty (60) days beyond the stated expiration date.

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3.7 Financial Transactions If the Contractor is responsible for handling any type of financial transaction for the District, the Contractor must demonstrate annually, as applicable, that it complies with the Statement on Standards for Attestation Engagements (SSAE ) No. 16, known as SSAE 16, established by the Auditing Standards Board (ASB) of the American Institute of Certified Public Accountants (AICPA). The Contractor will provide its annual report, as applicable, on a reporting form or forms adopted as part of SSAE No. 16 no later than 30 days after the District requests it in writing. 3.8 FERPA If Contractor has access to students' educational records, Contractor shall limit its employees' access to the records to those persons for whom access is essential to the performance of this Contract. Except as necessary to perform the work under this Contract, Contractor is prohibited from disclosing those records. At all times during this contract, Contractor shall comply with the terms of the Family Educational Rights and Privacy Act of 1974 in all respects and shall be responsible for ensuring that any subcontractors involved in the Contract performance also comply. 3.9 Insurance Requirements When performing the Contract, the Contractor shall maintain during the term of that work the following insurance policies issued by companies licensed in Arizona with a current A.M. Best rating of A:VIII or better. Prior to commencing work or services, Contractor shall furnish the District Risk Manager with certificates of insurance evidencing the required coverage, conditions, and limits required by the Contract at the following address; MCCCD Risk Manager 2411 West 14th Street Tempe, Arizona 85281 480-731-887 480-731-8890(fax) The insurance policies, except Workers’ Compensation and Professional Liability, shall be endorsed to name Maricopa Community Colleges, its agents, officers, officials, employees, and volunteers as additional insured with the following language or its equivalent: The Maricopa County Community College District and its agents, officers, officials, employees, and volunteers are hereby named as additional insureds as their interest may appear In the event any insurance policy(ies) required by the Contract is(are) written on a “claims made” basis, coverage shall extend for two years past completion and acceptance of the Contractor’s work or services and must be evidenced by annual certificates of insurance. The insurance policies shall be endorsed stating that they shall not expire, be cancelled, suspended, voided, or materially changed without 30 days written notice by certified mail to the District Risk Manager. The Contractor’s insurance must be primary, and any insurance or self-insurance maintained by the District shall not contribute to it. If any part of the Contract is subcontracted, these insurance requirements also apply to all subcontractors. • Commercial General Liability insurance with a limit of not less than $1,000,000 per occurrence for bodily injury, property damage, personal injury, products and completed operations, and blanket contractual coverage, including but not limited to, the liability assumed under the indemnification provisions of this Contract; 7







Automobile Liability insurance with a combined single limit for bodily injury and property damage of not less than $1,000,000.00 each occurrence with respect to the Contractor’s owned, hired, and non-owned vehicles; Worker’s Compensation insurance with limits statutorily required by any Federal or State law and Employer’s Liability insurance of not less than $100,000 for each accident, $100,000 disease for each employee, and $500,000 disease policy limit; and, if applicable as determined by the District Professional Liability insurance covering acts, errors, mistakes, and omissions arising out of the work or services performed by the Contractor, or any person employed by the Contractor, with a limit of not less than $1,000,000 each claim.

3.10 Indemnification To the fullest extent permitted by law, Contractor shall defend, indemnify, and hold harmless the District, its agents, officers, officials, employees, and volunteers from and against all claims, damages, losses, and expenses (including but not limited to attorney fees and court costs) arising from the negligent or intentional acts or omissions of the Contractor, its agents, employees, or any tier of Contractor's subcontractors in the performance of the Contract. The amount and type of insurance coverage requirements set forth above will in no way be construed as limiting the scope of indemnification in this paragraph. Contractor shall also indemnify, defend and hold harmless the District and its officers, officials, employees and agents against any claim (including but not limited to attorney fees and court costs) that their authorized use under the Contract of the services or materials for which the Contractor asserts intellectual property rights violates the claimant’s property rights. Contractor shall be responsible for obtaining written consent from the owners of any intellectual property that it uses in the performing this Contract. 3.11 Permits The Contractor shall be financially responsible for obtaining all required permits, licenses, and bonding to comply with pertinent municipal, county, State and Federal laws. 3.12 Provision of Supplies, Materials and Labor The Contractor shall furnish all supplies, equipment, and all management and labor necessary for the efficient and sound provision of the services or materials it supplies under this Contract, or in subsequent extensions or amendments. 3.13 Conflict of Interest Notice is given of Arizona Revised Statutes §38-511 under which the District may cancel a contract without recourse for any conflict of interest described in that law. 3.14 Safekeeping of Records Contractor shall keep in a safe place all financial and performance records and statements pertaining to this Contract for a period of three (3) years from the close of each term of the Contract.

3.15 Audits Contractor shall make available during normal business hours and with advance notice from the District all records pertaining to the contract for purposes of audit by District staff or other public agencies having jurisdiction over or auditing rights involving the expenditure of District funds.

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3.16 Charges Outside Scope of Agreement Charges or expenses of the Contractor relating to its performance of this Contract that are not included in the terms of the Contract are the sole responsibility of the Contract and are not reimbursable by the District. 3.17 Non Discrimination In connection with the performance of work under this Contract, the Contractor agrees to comply with all applicable laws and executive orders relating to discrimination and equal opportunity. Additionally, Contractor shall not to discriminate against any employee or applicant for employment because of race, color, religion, national origin, sex (including sexual harassment and pregnancy), sexual orientation, handicap/disability, age and disabled or Vietnam era veteran status. The Contractor shall at all times comply with the Americans with Disabilities Act as it may apply. 3.18 Compliance with Immigration Laws; Legal Worker’s Act The Contractor shall at all times comply with the Federal Immigration Reform and Control Act of 1986 (and by any subsequent amendments) and shall indemnify, hold harmless, and defend the District from any and all costs or expenses whatsoever arising out of Contractor's noncompliance. To the extent applicable to this Contract under Arizona Revised Statutes § 41-4401, Contractor warrants on behalf of itself and its subcontractors that it verifies the employment eligibility through the e-verify program of any employee it hires and complies with federal immigration laws and regulations relating to their employees. Contractor understands that a breach of this warranty is a material breach of the Contract that is subject to penalties up to and including termination of the Contract. As required by law, the District retains the legal right to inspect the papers relating to the Contract of any Contractor or subcontractor employee who works on the Contract to ensure that the Contractor or subcontractor is complying with the warranty specified in this clause. 3.19 Contract Termination The District may terminate this Contract for convenience by giving Contractor 15 days written notice of termination. The District may terminate this Contract for the failure of the Contractor to perform according to the Contract by giving the Contractor 10 days’ written notice of the failure to comply. If, at the end of the 10 days as measured in Paragraph 3.20 or, if applicable, the extension period specified in Paragraph 3.20, the District may terminate the Contract. The District may terminate this Contract immediately if the Contractor files for bankruptcy or receivership, or takes any actions relating to insolvency, such as an assignment for the benefit of creditors. 3.20 Cure of Default The Contractor shall perform all requirements of the Contract in a manner consistent with the highest industry standards. Additionally, the Contractor must take immediate action to correct any deficiency. If the District provides the Contractor with a 10-day written notice under Paragraph 3.19, Contractor must take immediate action to correct the deficiency identified in the notice. Contractor’s failure to cure the deficiency within 10 days of receipt of the written notice will result in termination of the Contract. If, in the District’s sole discretion, the Contractor diligently pursues correction of the default and correction cannot be completed in 10 days, the District, in its sole discretion, may extend the time for curing the default by providing the Contractor with written notice of the extension before the end of the 10-day period. The District is entitled to exercise all of its remedies under applicable law and in equity relating to Contractor’s breach. 3.21 Interpretation The parties intend the Contract to express their complete and final agreement. 9

3.22 Risk The Contractor assumes all risk as to difficulties that are due to any unfavorable conditions within its indirect control. Additionally, the Contractor assumes all risk for difficulties in the nature of the project or the work that the Contractor knew or should have known before entering submitting its proposal on which this Contract is based. 3.23 Confidential Information/Privacy Laws For purposes of this Contract, Confidential Information is defined as any and all information and data whose collection, disclosure, protection, and disposition is governed by state or federal law or regulation. This information includes, but is not limited to, Social Security Numbers, student records, financial records regarding students (or their parents or sponsors), financial and personal information regarding MCCCD employees, and other personally identifiable information identified by law. Contractor agrees that Confidential Information provided to them during the Contractor’s provision of any services under the Contract shall be used only and exclusively to support the service and service execution and not for any other purpose. This shall include not examining data for targeted marketing either within the confines of the service or external to the service (e.g., keyword indexing). The Contractor may use aggregate statistics on service usage in order to enhance or optimize the functionality of the service. Contractor warrants and confirms that it meets the Payment Card Industry Data Security Standard (PCI) and other major payment card association security requirements related to cardholder data. 3.24 Work to be Performed by Others MCCCD reserves the right to perform any and all services in-house or to utilize the services of other firms on unrelated projects. 3.25 Purchases By Other Public Entities The District has entered into Cooperative Purchasing Agreements with Arizona State University, Maricopa County, and other public entities. The District is also an active member of the Strategic Alliance for Volume Expenditures (SAVE) Cooperative agreement. Under these Cooperative Purchasing Agreements, and with the concurrence of the Contractor, other public entities that are members of these associations or any other entity within the District, may purchase services or materials, as applicable, off of this Contract unless Contractor explicitly specified that it did not want to make the Contract available other than to MCCCD. This provision applies only to contracts that are for the provision of services or supplies on an “as-needed” basis throughout the contract term, and not to contracts for specific projects or one-time purchase where the contract expires on the completion of the project or the purchase. 3.26 SUDAN AND IRAN Pursuant to Arizona Revised Statutes §§ 35-391.06 and 35-393.06, Contractor certifies that it does not have a scrutinized business operation in either Sudan or Iran. 3.27 Payment The District will pay for services or materials under the Contract after the Contractor has supplied them and only after the Contractor submits a detailed invoice iteming the services/deliverables or materials provided and the dates that they were provided. The District may request supporting documentation for an invoice. Where the Contractor is to provide services or materials over a period of time, such as for a project, the District may agree to pay progress payments. Progress payments will be paid in arrears and require that the Contractor submit the detailed invoice specified in this clause. The District reserves the right to dispute an invoice or make partial payment based on the Contractor’s failure to perform the Contractor’s work according to the Contract, including for lack of timeliness or failure to provide deliverables. 10

CONTRACTOR MAY NOT BEGIN WORK UNDER THE CONTRACT NOR WILL ANY PAYMENT BE MADE WITHOUT THE CONTRACTOR RECEIVING A SIGNED PURCHASE ORDER FROM THE DISTRICT PURCHASING DEPARTMENT. 3.28 Billing If the District permits the Contractor to receive progress payments, Contractor may only invoice in increments of 30 days or more. The monthly billings should be submitted to the “BILL TO” address or “E MAIL ADDRESS” shown on the purchase order. 3.29 Advertising and Promotion The name or logos of the Maricopa County Community College District or those of any of the colleges, skill centers, or programs under the District’s jurisdiction shall not be used by Contractor except as may be required to perform this Contract and only with the approval of the authorized District Office employee responsible for overseeing the use of District names and logos. 3.30 Unavailability of Funds The District may terminate this Agreement, without penalty, if its Governing Board fails to appropriate funds in subsequent fiscal years to support the specific program that is the subject of this Agreement. The District shall give Contractor prompt written notice after it knows that funding will not be available. 3.31 No Waiver of Sovereign Immunity Nothing in this Agreement shall be interpreted or construed to waivet’s sovereign immunity under the laws of the State of Arizona. 3.32 Applicable Law The laws of the State of Arizona apply to every aspect of this Contract. 3.33 Property Rights Except for pre-existing works of the Contractor or works of third parties for which Contractor has the permission to supply to the District under this Contract, the District shall, at all times, retain ownership in and the rights to any creative works, research data, reports, designs, recordings, graphical representations, or works of similar nature (“Works”) to be developed and delivered under this Contract. Contractor agrees that the Works are “works for hire” and assigns all of the Contractor’s right, title, and interest to the District. 3.34 Documentation of Analyses to Support Findings, Conclusions and Recommendations If the work under the Contract requires the Contractor to make findings, conclusions or recommendations to the District, the Contractor shall retain during performance and provide to the District detailed analyses relating to each of its findings, conclusions or recommendations, whether or not the analyses support or are inconsistent with the findings, conclusions or recommendations. Unless specified in Part 5 of this RFP, Contractor shall provide that documentation separately but at the same time that it presents its findings, conclusions and recommendations. the District reserves the right to withhold or deduct payments otherwise due to Contractor if it fails to provide the detailed analyses. 3.35 Notices Notices to the District under this Contract shall be made to: Purchasing Manager, Maricopa Community Colleges, 2411 West 14th Street, Tempe, Arizona 85281-6942.

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3.36 Revisions to The Contract Work or Price Contractor is on notice that the only the District representatives who may authorize revisions to the Contract are the persons at the District’s District Office who are authorized to sign contracts. Revisions include deletions of or additions to the work, alterations of performance time, or changes in pricing. Any revision must be reflected in a written amendment to the Contract that is signed by a representative of the District authorized to sign contracts. The person requesting a revision in the Contract, whether it is the Contractor or a District employee, must provide the District authorized representative with documentation to support the requested change. It is the Contractor’s responsibility to ensure that revisions of the Contract have been appropriately authorized before proceeding with the revised work. For contracts renewing annually, the District may review a fully documented request for a price increase only after the Contract has been in effect for one (1) full year. Unless the Contractor’s scope of work has increased at the District’s authorization, a price increase adjustment shall only be considered at the time of a Contract extension and shall be a factor in the extension review process. The requested increase shall be based upon a cost increase to the Contractor that was clearly unpredictable at the time of the offer and is directly correlated to the price of the product or service concerned. The District shall determine whether the requested price increase or an alternate option is in its best interest. 3.37 Gifts, Gratuities, Unrelated Compensation and Conflicts of Interest In the interest of public stewardship, the District holds its employees, officers, and vendors to high ethical standards. Arizona state law prohibits a District employee or officer from participating in any way in any District decision, contract, sale or purchase if he or she has received something of value from an outside party whose interests are involved in that the District decision, contract, sale or purchase. Additionally, Arizona state law precludes any District employee or officer from obtaining compensation of any kind for performing his or her responsibilities other than the compensation provided by the District. The District also has adopted a regulation that prohibits any employee from accepting any cash, currency, item with a value of more than $50 (from a single source in a fiscal year), meal, beverage or cost of entertainment if it could be interpreted as an enticement to receive District business (whether or not paid for by a vendor or by a vendor’s personal funds) or if there is an expectation of future financial benefit to the vendor. In keeping with these policies, Contractor certifies that neither it nor, if applicable, its subcontractors, suppliers, or distributors, has offered anything of value, and will not offer anything of value so long as it does business with the District, to a District employee or officer responsible for District decisions, contracts, sales or purchases that may benefit Contractor or its subcontractors, suppliers or distributors. 3.38 Access to and Retrieval and Preservation of Records. As a political subdivision of the State of Arizona, the District is subject to applicable laws related to the inspection and production of public records. A public record entails any record, either paper or electronic, made by a public officer or employee that memorializes the official business of the District. Pursuant to Arizona law, the District must retain public records according to established retention periods. Additionally, the District must be able to retrieve and preserve records that relate to ongoing or foreseeable official proceedings such as audits, lawsuits or investigations. The District must retain those records until released from the official proceedings. Thus, to the extent that the Contractor is providing a technology solution under the Contract through which District information and data of any kind flows (through software, hardware or both) and which is not hosted by District software or hardware, the solution shall have the ability to do all of the following: • archive records according to variable time periods/life cycles; • search and retrieve records based upon content; • place a litigation hold on records to ensure that they are not deleted; 12

• • •

grant direct access to the District for its own search and production of records; copy records in their native format; and preserve meta data.

3.39 Data Ownership, Retention and Retrieval. As a political subdivision of the state of Arizona, the Maricopa County Community College District (MCCCD) is subject to applicable laws related to the inspection and production of public records. A public record entails any record, either paper or electronic, made by a public officer (including members of the Governing Board, faculty, staff and administrators) and kept as a memorial of an official transaction. Pursuant to ARS §41-151.12, MCCCD must retain records according to established retention periods. Records required for ongoing or foreseeable official proceedings such as audits, lawsuits or investigations must be retained until released from such official proceedings. If the Contractor is supplying hosted services to MCCCD, those services must comply with all of the following: • • • • • • •

archive records according to variable time periods/life cycles; search and retrieve records based upon content; place a litigation hold on records to ensure that they are not deleted; grant direct access to the MCCCD for its own search and production of records; preserve meta data; produce electronic records in their native format; and be compliant with the Americans With Disabilities Act.

MCCCD owns all of the records and data that the Contractor hosts on MCCCD’s behalf. Contractor will not disclose, use, destroy, transfer or otherwise manage those records and data except as provided in the Contract or, if the Contract is silent, without the express written approval of an authorized MCCCD representative. Contractor will work with MCCCD to transfer all of MCCCD’s records and data to MCCCD on the termination or expiration of the Contract. 3.40 Privacy Laws and Confidential Information - For purposes of this Contract, Confidential Information is defined as any and all information and data whose collection, disclosure, protection, and disposition is governed by state, federal or international law. This information includes, but is not limited to, Social Security Numbers, student records, financial records regarding students (or their parents or sponsors), financial and personal information regarding MCCCD employees, and other personally identifiable information identified by law. If the Contractor has access to MCCCD Confidential Information under this Contract, Contractor agrees that Confidential Information provided to them will be used only and exclusively to support the service and service execution and not for any other purpose. This will include not examining data for targeted marketing either within the confines of the service or external to the service (e.g., keyword indexing). Contractor warrants and confirms that its hosting services meets applicable legal and industry security standards, including qualifying for “safe harbor” rules under applicable data breach laws. Contractor will indemnify, defend and hold MCCCD harmless from claims of any kind relating to the disclosure of Confidential Information caused due to the hosting of that information by Contractor. At all times during this Contract, Contractor will maintain privacy policies and data breach response plans that comply with the requirements of applicable laws and the regulatory agencies responsible for enforcing them. Contractor will supply the appropriate MCCCD representative with copies of those policies and plans upon request. 3.41 Cyber Insurance. If Contractor has access to MCCCD Confidential Information under this Contract, Contractor will maintain during the term of the Contract insurance policies covering cyber attacks at levels that MCCCD approves covering data security and breach. .

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3.42 Cooperation. If the Contractor has access to Confidential Information under this Contract, Contractor agrees to provide 24-hour notice to MCCCD’s Office of the General Counsel (480-741-8878) of instances in which it reasonably believes that MCCCD’s Confidential Information may have been inappropriately accessed. Additionally, Contractor will supply MCCCD with a description about the Confidential Information that was accessed as Contractor has available at the time of the notice, and will keep the MCCCD Office of General Counsel updated promptly as additional details about the nature of the Confidential Information become available.

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4. PROPOSAL REQUIREMENTS Paragraphs 4.1 & 4.2 below require specific, written responses or confirmations. To be considered for selection, respondents shall meet/provide the following requirements: 4.1 MINIMUM REQUIREMENTS 4.1.1

Must be licensed by the State the business is in, if services requested require such licensure.

4.1.2

Must provide a completed pricing schedule (Section 8) signed by an authorized company signatory.

4.1.3

Must have carefully read and understand all parts of the RFP and certified that the Proposal is made in accordance therewith.

4.1.4

Must submit written answers to the respondent questionnaire (Section 7). All answers must be in the order in which the questions were asked.

4.2 SPECIFIC RREQUIREMENTS 4.2.1 Functional Requirements: 4.2.1.1

MDA must be a single assessment that is able to identify student deficiencies in each of seven mathematics modules. These modules cover skills, concepts and applications of Arithmetic and Beginning Algebra.

4.2.1.2

Vendor must work in collaboration with MCCCD faculty during the development of the MDA to ensure alignment with course competencies.

4.2.1.3

MDA must be installed and functional so that testing staff can receive training during September 2014 and, consequently, testing of students can begin October 2014.

4.2.1.4

MDA data must be regularly analyzed for validity and reliability estimates.

4.2.1.5

MDA test items must be regularly tested and updated.

4.2.1.6

MDA test items may be multiple choice and/or open ended.

4.2.1.7

MDA must be given in an online environment.

4.2.1.8

MDA should be available in alternate formats to satisfy ADA requirements or accommodations; must indicate the scoring methods for these alternate formats.

4.2.1.9

MDA will provide a report for each test taker that identifies the modules to be completed in accordance with the individual module cut scores.

4.2.1.10

MDA must support the possibility that modules are added or removed over time.

4.2.1.11

Vendor to work with MCCCD Research to determine the cut scores that are most consistent with existing MCCCD Accuplacer cut scores (September 2, 2013). Provide a report to the MCCCD Mathematics Instructional Council.

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4.2.2

4.2.1.12

After the initial version is implemented (Fall 2014), vendor must work with MCCCD faculty for consideration of assessment items (provided by the faculty), and/or modifications of the same, to be included as MDA items. This would include modifying these assessment items, if possible and/or necessary, so they can be included in the MDA.

4.2.1.13

MDA must provide a numerical score for each of the seven modules that correspond to student preparedness in that module. Preferably the same scale would be used among all of the modules.

4.2.1.14

Any assessment items that are introduced by MCCCD will remain as property of MCCCD. MDA will catalogue all such items and be able to provide a biannual report of all such items.

4.2.1.15

MDA must provide an initial tutorial that teaches students how to input responses to the open ended items.

4.2.1.16

Once MDA is functional, vendor will provide, at least for some short time interval a link whereby faculty can take the MDA in order to be more familiar with the assessment and to provide feedback to the vendor.

Technical Requirements: 4.2.2.1

Solution must be universally accessible, support section 508 of the Rehabilitation Act, and support Worldwide Web Consortium web accessibility standards such as WAI-ARIA. The solution must be available in both electronic and alternative (print) formats.

4.2.2.2

Solution must integrate with Maricopa’s current PeopleSoft Campus Solution version 8.9 with People Tools 8.5.1. There is a major upgrade effort underway to migrate the system to Campus Solutions 9.0 with People Tools 8.5.3. The solution must fully integrate with all future versions of PeopleSoft used by Maricopa.

4.3 DEVIATIONS FROM RFP Proposers must specifically provide a separate listing of each circumstance in which their proposal differs from any terms or conditions of the Request for Proposals. Failure to list such a deviation will result in the terms of the proposal being disregarded in favor of the corresponding term(s) of the RFP. Material deviations from the requirements of the RFP shall result in rejection of the proposal. The term “material deviations” includes both deviations from the District contract terms set forth in this RFP and additional contract terms that the Proposer requests the District to consider. Be aware that the absence of a term on a subject in the RFP, particularly a general contract term and condition, does not mean that the Proposer should feel free to offer one. The District considers the General Terms and Conditions of this RFP to be a fair allocation of risk between a contractor and the District. It will not accept terms – revised or additional ones - that shift those risks or provide the Proposer with additional discretion. The Proposer in choosing the respond to this RFP, must demonstrate in its Proposal that it accepts the terms upon which the District is conducting the competition. 16

The Proposer must list in the separate listing specified above all deviations, including any additional terms, in its Proposal so that MCCCD may consider them in determining the most advantageous offer. Deviations that a winning Proposer submits after it has been selected for award, such as through a vendor standard template contract, will not be considered. 4.4 SIGNATURE The Contractor shall furnish and include all requested information with their proposal. Statements are required to be complete and accurate, and the proposal shall be signed by an authorized signatory of the company (sworn to and notarized, if requested). A proposal submitted by an agent will have a current Power of Attorney attached certifying the agent’s authority to bind the Proposer. Omission, inaccuracy, or misstatement may be sufficient cause for rejection of the proposal. 4.5 AWARD CONSIDERATION From the total information requested, determination shall be made of the Proposer's ability to serve the District. Only proposals from responsible organizations or individuals, as determined by the District, which have the capability of providing the required services under this RFP, shall be considered. Representatives from the District reserve the right to conduct interviews with the individual proposers for clarification of the proposals presented. The District reserves the right to negotiate any and all provisions presented in the proposals.

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5. SCOPE OF WORK

5.1 ENVIRONMENT: MCCCD is a single district with ten separately accredited colleges and a district office. Students generally self-identify with a single institution, however approximately 10% of students attend more than one MCCCD college in the same term, and over 50% have attended more than one Maricopa college in their lifetime. Maricopa is actively pursuing several initiatives to positively impact student success and increase retention, persistence, and graduation rates. Reducing the time spent in developmental mathematics by accurately assessing skills and knowledge is a clear path to completion. It is clearly understood that students who start out a college career in developmental courses have a lower graduation rate than those who do not. Currently, approximately 55% of all new-to-college students test into a developmental level mathematics course. MCCCD’s commitment to student success is rooted in the belief that the time spent preparing for college-level courses can be reduced by focusing on the deficient skills in mathematics. Currently, all new-to-college, degree seeking students or students who intend to transfer to a university must take a placement test. The existing placement test does not provide a diagnostic assessment for developmental skills but will place students into college-level mathematics courses. Maricopa’s PeopleSoft Campus Solutions instance is currently version 8.9 with PeopleTools 8.5.1. There is a major upgrade effort underway to migrate the system to Campus Solutions 9.0 with PeopleTools 8.5.3. The Mathematics Diagnostic Assessment must align with the current, and all future versions used, of Campus Solutions and become a permanent part of the student’s record. The goal of this RFP is to implement a Mathematics Diagnostic Assessment that aligns with the seven modules already developed by MCCCD mathematics faculty. The MDA will be able to accurately determine which of the seven modules must be completed by students prior to enrolling in college-level mathematics courses. The purpose is to reduce the time spent in developmental courses, positively impacting student success and graduation. This RFP is searching for solutions that identify either a MCCCD-hosted assessment or a Vendor-hosted assessment. 5.1.1 BUSINESS ASSUMPTIONS: The Maricopa County Community College District is a complex organization with many moving parts: Changes in both the external and internal environments occur constantly. In order to plan a project of this scope, several business assumptions have been made which may help inform responses to this RFP. Any of these assumptions may be subject to change during the course of this RFP process, and will be validated or updated by MCCCD where possible prior to contract award:

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5.2 SCOPE OF WORK: If services are to be accomplished through an affiliation with other company or consultant, the information requested below should be completed for each company. Explicitly identify the lead company. Each company will be evaluated based on the criteria requested in the RFP. 5.2.1

Functional Expectations

5.2.1.1

Describe how your product would accurately identify which of the seven modules would be needed by a student.

5.2.1.2

Describe the process for involving MCCCD Mathematics Faculty in the process of developing the Mathematics Diagnostic Assessment (MDA).

5.2.1.3

Describe the process for the regular analysis of validity and reliability of each assessment item used in the MDA.

5.2.1.4

Describe the alternate formats used to satisfy ADA requirements and the scoring methods for the alternate formats.

5.2.1.5

Describe, or provide an example of, the report to be generated for each student upon completion of the MDA.

5.2.1.6

Describe the process for determining a scoring scale and how it indicates magnitude of knowledge in a skill-set and/or concepts covered in a particular module.

5.2.1.7

Include a high-level timeline for implementation that includes the following components: Testing, Installation, Training, Implementation

5.2.1.8

Describe the process for upgrades to the MDA.

5.2.1.9

Provide a listing of standard reports and detail how custom reports are created.

5.2.1.10

Are there any hardware or software configurations, mobile or otherwise, that are expressly unsupported?

5.2.1.11

Explain your tool’s tracking and analytic capabilities. For example, data to inform improvements to the user experience.

5.2.2

Technical (Packet #2)

5.2.2.1

Implementation (Packet #2)

5.2.2.1.1

Describe the process you would use to evaluate and integrate your product with PeopleSoft Campus Solutions 9.0 / PeopleTools 8.5.3 and new versions.

5.2.2.1.2

Describe a high-level scope of implementation for this project, including:

5.2.2.1.2.1 Technical 5.2.2.1.2.2 Functional 5.2.2.1.2.3 User experience / user interface design 5.2.2.1.2.4 Technical/content governance recommendations 19

5.2.3

5.2.2.1.3

What training and training materials are included with the license? What optional training materials are available at an additional cost?

5.2.2.1.4

Provide an example implementation plan for MCCCD based on your experiences and where we are currently (See section 5.1). Please also include a summary of a similar project to demonstrate your expertise (if not previously provided as part of the Reference list).

5.2.2.1.5

Explain any tracking and analytic capabilities your product may have

5.2.2.1.6

Describe a high-level scope of implementation for the project, including: Technical, functional, user interface, technical; content governance recommendation.

5.2.2.1.7

Describe system security capabilities including compliance with State and Federal regulations.

5.2.2.1.8

Describe how an IT department would implement any changes to the diagnostic for roll out to students, including any work required from the centralized District IT department.

5.2.2.1.9

Is the system scalable and/or able to add additional processing power ondemand? What would be needed to manage a 50-100% increase in regular system usage?

5.2.2.1.10

Please detail your product’s compliance with W3C accessibility standards.

5.2.2.1.11

Describe how your product meets Section 508 Web-based Intranet and Internet Information and Applications standards and provides equally effective access for individuals using a robust range of assistive technologies?

Technical Expectations (Packet #2) 5.2.2.1.1

How does the system secure data between the client and the application servers and database? What standards are employed? Explain in detail how all data is secured. In addition, describe how data elements are secured to ensure FERPA compliance.

5.2.2.1.2

Describe minimum end-user requirements hardware, software (browsers supported) and bandwidth setup for accessing the system.

5.2.2.1.3

How many FTE (full-time equivalent) staff members are needed to assist with maintaining the system based on the implementation and on-going support. Include the skill sets that these staff members will need to support the product.

5.2.2.1.4

Please describe any incremental hardware/software/design required to support your product that would be housed at MCCCD.

5.2.2.1.5

Do you have a standard release schedule for version upgrades? If so, please describe in detail your release process and calendar.

5.2.2.1.6

When there is a security issue or immediate fix needed, what is the average turnaround time for a patch / hotfix to be released?

5.2.2.1.7

What is the typical downtime and preparation time required to move to a major release or minor release? 20

5.2.2.1.8

Describe the processes for testing hot fixes and new releases.

5.2.2.1.9

Describe any planned outage or update windows that may be needed for regular maintenance.

5.2.2.1.10 Describe how your solution provides for redundancy and high availability. 5.2.2.1.11 If cloud-based, how does the cloud-based system provide for high performance regardless of use? 5.2.2.1.12 What are the alerts or warnings you provide to your customers when issues arise? 5.2.2.1.13 Describe how your product supports large data volumes including large database/application server messaging and high arrival rates (include limitations). 5.2.2.1.14 What OS and other underlying technology (web server, database, etc.) are used for your application servers? 5.2.2.1.15 Describe any scalability limitations of the database management system used. 5.2.2.1.16 Describe your quality assurance processes, methodology, vision, commitment, and track record. 5.2.2.1.17 Describe your testing simulation environment, including how you test for fullsized databases, user traffic and application architecture 5.2.2.1.18 What comprehensive functional tests are performed? How does the QA process check for accessibility? 5.2.2.1.19 What kind of integration testing with 3rd party tools is performed? 5.2.2.1.20 Describe the load testing process. 5.2.4

If Vendor Hosted or Cloud-Based solution, describe how your solution (Packet #2): 5.2.2.1.20.1 Is reliable for hosted solutions 5.2.2.1.20.2

Is stable

5.2.2.1.20.3

Provides a high level of quality assurance

5.2.2.1.20.4

Provides high uptime (above 99%)

5.2.2.1.20.5

Is fault tolerant

5.2.2.1.20.6

Has simple backup strategies

5.2.2.1.20.7

Has simple disaster recovery

5.2.2.1.21 Describe session persistence scenarios for your cloud based system. 5.2.2.1.22 What kind of performance tests are done on the cloud based system before revisions to software are released? 5.2.2.1.23 Describe your company’s standard service level agreement for problem resolution. Please include time to resolve and also include your responsibilities and MCCCCD responsibilities for problem resolution. 5.2.2.1.24 How is the customer informed about whether service level objectives are being met?

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5.2.2.1.25 Briefly describe your internal backup and disaster recovery procedures. 5.2.2.1.26 Describe the data center that would house MCCCD’s environment. Include information on security, network infrastructure, servers, etc. 5.2.2.1.27 For the purposes of calculating the uptime guaranteed in the SLA, what is your definition of when a system is “down” or not available? 5.2.2.1.28 When system performance is poor what tools does your team use to monitor the system and be alerted to the performance problem? 5.2.2.1.29 When your team is alerted to a system performance problem what actions are taken to notify the technical point of contact at the client? 5.2.2.1.30 How does the alert process change after normal business hours and on weekends or holidays? 5.2.2.1.31 What is the notification process for MCCCD personnel to report system performance issues? 5.2.2.1.32 How does the notification process change after normal business hours and on weekends or holidays? 5.2.2.1.33 If your hosting facility is in a different time zone than MCCCD, how does your company handle time zone issues? Which time zone is used for determining standard working hours, SLA measurement, etc.? 5.2.2.1.34 In the event of a service failure describe the recovery time objective and recovery point objective for a return to service. Are disaster recovery systems locally diverse, regionally diverse, or globally diverse? 5.2.2.1.35 What is your recommended business continuity strategy for us to follow in the event of an extended service outage lasting more than 24 hours? 5.2.2.1.36 Has this product/solution been used at similar size organizations? Has it been used at similarly structured institutions of higher education? Please list these higher education institutions. 5.2.2.1.37 Why should MCCCD choose your product and your company? Please provide a concise narrative as to why your product and your company are best able to serve MCCCD. Include any key items about your company and unique features of your product that distinguishes it above others. 5.2.2.1.38 What support options are available? Please describe the levels and the recommended support options for MCCCD.

5.2.5

Release Schedule (Packet #2) 5.2.2.1.39 Do you have a standard release schedule for version upgrades? If so, please describe in detail your release process and calendar. 5.2.2.1.40 How often are major releases typically available? 5.2.2.1.41 How often are minor releases typically available? 5.2.2.1.42 When there is a security issue or immediate fix needed, what is the average turnaround time for a patch / hotfix to be released?

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5.2.2.1.43 Please give an example of a security issue and hotfix that your company has encountered in the past. Provide a brief summary of the security issue, the timeline for the development, testing, and release of the hotfix. 5.2.2.1.44 What is the typical downtime and preparation time required to move to a major release or minor release? 5.2.2.1.45 Are software release schedules the same for hosted and non-hosted versions of your solution? If no, please describe the differences. 5.2.2.1.46 Describe backward and forward compatibility issues related to software upgrades. 5.2.2.1.47 Describe the processes for testing hot fixes and new releases. 5.2.2.1.48 Describe any planned outage or update windows that may be needed for regular maintenance.

5.2.6

System Architecture and Viability (Packet #2) 5.2.2.1.49 Describe how your solution provides for redundancy and high availability. 5.2.2.1.50 If cloud-based, how does the cloud-based system provide for high performance regardless of use? 5.2.2.1.51 What are the alerts or warnings you provide to your customers when issues arise? 5.2.2.1.52 Describe how your product supports large data volumes including large database/application server messaging and high arrival rates (include limitations). 5.2.2.1.53 What OS and other underlying technology (web server, database, etc.) are used for your application servers? 5.2.2.1.54 Describe any scalability limitations of the database management system used. 5.2.2.1.55 Is your product certified to run on RAC or clustered databases? 5.2.2.1.56 Describe your approach to caching and delivering high performance for a large volume of users with personalized content.

5.2.7

Testing and quality assurance (Packet #2) 5.2.2.1.57 Describe your quality assurance processes, methodology, vision, commitment, and track record. 5.2.2.1.58 Describe your testing simulation environment, including how you test for fullsized databases, user traffic and application architecture 5.2.2.1.59 What comprehensive functional tests are performed? How does the QA process check for accessibility? 5.2.2.1.60 What kind of integration testing with 3rd party tools is performed? 5.2.2.1.61 Describe the load testing process.

5.3 MCCCD / PROVIDER RELATIONSHIP: 5.3.1

Describe the typical relationship and personnel involved between your organization and an institution such as MCCCD. Who are the key contacts at your company and their roles? (e.g. Account Representative, Technical Support Representative, etc.) 23

5.3.2

What is the hierarchy or organizational structure of the personnel MCCCD would interact with?

5.3.3

Describe how the MCCCD relationship would be handled as a large client compared to a client of a smaller size.

5.3.4

What kinds of events and user communities are available and/or supported by the provider in order to learn from other users and clients?

5.3.5

Provide detailed description of training required for content managers to use the tool. Describe training methodologies offered, including options for on-site training, web-based training, participation at regional training seminars, refresher training, compliance training, etc.

5.3.6

Describe the options and levels of support, warranty coverage, and types of maintenance agreements that are available for the proposed system.

5.4 ADDITIONAL SERVICES Proposer may offer, on a separate page referencing this Section 5.4, additional goods and/or services including associated costs/prices that are not addressed in Section 8. The District retains the absolute and sole discretion to examine and consider these additional goods/service options for inclusion in the contract awarded under this RFP.

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6. EVALUATION CRITERIA The following is a listing of general and specific criteria used for the evaluation of this RFP. The areas include, but are not limited to: 6.1.

General quality of responsiveness of proposer: A. Ability to meet all terms and conditions B. Completeness and thoroughness of proposal C. Grasp of scope of work to be performed D. Description of approach to be taken E. Evidence of effective organizational and management practices F. Qualifications of personnel G. Experience and past performance

6.2

Specific areas that will be evaluated and scored except as described in STEP THREE below: A. Past experience in providing comparable services to other clients. B. Responses to Minimum and Specific Requirements. C. Respondent Questionnaire responses. D. Pricing.

Proposals will be evaluated in accordance with the following three-step process: STEP ONE - Verification of each proposer's compliance with the RFP general terms and conditions as listed in Section 1, 2 and 3 of this RFP.

STEP TWO - Verification of each proposer's compliance that all required written responses/confirmations are thoroughly submitted.

STEP THREE – All proposals meeting the criteria as presented in Steps One and Two will be evaluated as follows. A technical advisory committee to the evaluation committee will examine the Technical Packets for compliance with the technical provisions of the RFP-Sections 4.2.2, 5.2.2 and all of their subsections. The advisory committee will make written recommendations to the evaluation committee about whether the proposals comply with the RFP’s technical requirements and identify those proposals that meet or are susceptible of meeting those requirements. The evaluation committee will then evaluate and score the Functional Packet of the proposals that meet or are susceptible of meeting the technical requirements, taking into consideration the recommendations of the advisory committee. The evaluation committee may continue to evaluate proposals after the initial scoring of them by any means that it deems reasonable. The lowest dollar priced service may or may not indicate the successful proposer. Price constitutes only one of several evaluation criteria. If the evaluation committee schedules oral presentations, the presentations will be scored and that scoring may but is not required to be added to the previous scoring of the proposals.. The evaluation committee reserves the right to use additional advisory committees or subject matter experts at any time during this RFP to assist with the evaluation. 25

7. RESPONDENT QUESTIONNAIRE Provide information to all sections below. Failure to provide required information may cause the proposal to be deemed non-responsive. 7.1

Company Overview

7.2

Corporate Structure 7.2.1 Legal entity 7.2.2 State of registration or incorporation 7.2.3 Public company – listing symbol 7.2.4 Majority ownership

7.3

Operating history 7.3.1 Years in business 7.3.2 Growth rate 7.3.3 Services 7.3.4 Hours of operation 7.3.5 Financial condition

7.4

Core Business Strategy

7.5

Technology roadmap

7.6

Organization structure

7.7

Technology and networks overview

NOTE: When responding to this section, clearly identify in your proposal response each paragraph number shown above and your response to that paragraph.

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8. Pricing Schedule The undersigned has read and understands all conditions and terms of RFP 3227-10, is authorized to submit this proposal on behalf of the company, and hereby offers to perform the services for the pricing indicated below. Supplemental pricing documentation may be attached, however this section must be completed in full as directed, or the RFP response may be deemed non-responsive. Complete only applicable fields in each section. For each applicable item, please provide as much detail as possible, and clearly identify whether each item is one-time or annual cost. 8.1 Base Functionality In this section, list all items required to provide the functionality detailed in this RFP response. Do not include optional items in this section. 8.1.1

Hardware

8.1.1.1 Provide an itemized list of all hardware required to implement the functionality described in this RFP response with detailed specifications, if this is NOT a Cloudbased solution. If solution is to be vendor/cloud hosted, itemize hosting fees here. Include all hardware required to provide redundancy and disaster recovery functionality described, and any setup costs. Line item description

One-time costs

Annual costs

Total of one-time and annual costs

8.1.1.2 Provide an itemized list of any other hardware or hosting fees (bandwidth usage, storage, etc.) using the table below. Include any setup costs. Line item description One-time Annual Total of costs costs one-time and annual costs

8.1.2

Software Licensing

8.1.2.1 Provide an itemized list of all software required to implement the Mathematics Diagnostic Assessment (MDA) described in this RFP response. If software has an initial licensing cost and separate ongoing license cost, provide separate line items, and specify whether ongoing costs start in Year 1 or Year 2. Include any additional licenses required to provide redundancy and disaster recovery functionality described. Line item description One-time Annual Total of costs costs one-time and annual costs

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8.1.3

Implementation / Consulting

8.1.3.1 Provide an itemized list of costs related to initial discovery and exploration of MCCCD systems. Line item description One-time costs

8.1.3.2 Provide an itemized list of costs related to system setup and configuration of Mathematics Diagnostic Assessment (MDA) listed in item 8.1.2.1 to provide the functionality described in this RFP response. Line item description One-time costs

8.1.3.3 Provide an itemized list of costs related to customization/modification of the MDA listed in item 8.1.2.1 to provide the functionality described in this RFP response, including any psychometric services needed for the modifications. Line item description One-time costs

8.1.3.4 Provide an itemized list of costs related to customization/modification of MCCCD systems, including but not limited to PeopleSoft Campus Solutions 9.0, to provide the functionality described in this RFP response. Line item description One-time costs

8.1.3.5 Provide an itemized list of costs related to integration of the proposed solution with MCCCD systems listed in section 4.2.1.1. Line item description One-time costs

8.1.3.6 Provide an itemized list of costs related to user interface / user experience design and styling for the software listed in item 8.1.2.1. Line item description One-time costs

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8.1.4 Diagnostic Test Units 8.1.4.1 Provide an itemized list of cost to administer the MDA Line item description

8.1.5

One-time costs

Training

8.1.5.1 Provide an itemized list of all required training costs. Include training modality (inperson, on-demand, webinar, etc.), intended audience for training (administrators, college staff, content creators, etc.), and number of participants per session. Include the cost of all training necessary to successfully implement the proposed solution(s). Line item description Training Audience Participants Cost modality

8.1.6

Support

8.1.6.1 Provide an itemized list of all ongoing support costs to meet service levels described in this RFP response. Line item description One-time Annual Total of costs costs one-time and annual costs

8.1.7

Other

8.1.7.1 Provide an itemized list of any annual costs not captured elsewhere in this pricing schedule. Line item description Annual cost Annual starting in costs year 1 or 2?

8.1.7.2 Provide an itemized list of any initial costs not captured elsewhere in this pricing schedule. Line item description One-time costs

8.1.7.3 Provide an itemized list of any and all discounts or waived fees below. Do not 29

include discounts in any other area of the pricing schedule. Line item description

Discount

8.2 All-inclusive total 8.2.1

Given the pricing schedule you have provided in section 8.1 summarize an allinclusive cost using the format below. Do not include pricing for items listed as optional.

Costs/Fees listed above shall include all overhead and profit. No billing will be accepted that shows any other costs than those listed above. This includes, but is not limited to, travel, any out-of-pocket costs, meetings, secretarial, printing, delivery, rent, phone calls, postage, overnight mail service, accounting, fuel charges, office supplies, etc. If the above pricing information is not completed in full, the RFP response may be considered non-responsive.

Other required services/fees, if any, not specifically requested in the RFP (list below) $_________________ $_________________ $_________________

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9. Signature Page

Pursuant to Arizona Revised Statutes 35-391.06 & 35.393.06, proposer certifies that it does not have a scrutinized business operation in either Sudan or Iran.

SIGNATURE ___________________________________________________ PRINTED NAME ______________________________________________ TITLE _________________________________________________________ COMPANY ____________________________________________________ ADDRESS ____________________________________________________ CITY, STATE, ZIP _____________________________________________ TELEPHONE __________________________________________________ FAX NUMBER _________________________________________________ E-MAIL _______________________________________________________

Is your firm a: ( ) Corporation* ( ) Partnership ( ) Individual ( ) Joint Venture * If a corporation, answer the following: (a) Where incorporated:________________________________________________ (b) Date incorporated:__________________________________________________ (c) Have your Articles ever been suspended or revoked? ( ) Yes ( ) No If yes, when, for what reason, and when were they reinstated: Has your firm or its parent or subsidiaries ever been debarred or suspended from providing any goods or services to the Federal Government or other public entities? If yes, when, for what reason, and when were they reinstated:

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ATTACHMENT A BIDDER'S STATEMENT Interested Bidders are asked to review and provide, as completely and accurately as possible, a written response on each applicable section below: TYPE OF BUSINESS ORGANIZATION Please check the appropriate box(es). The Bidder represents that it operates as: ______ A CORPORATION incorporated under the laws of the State of ______ An INDIVIDUAL ______ A PARTNERSHIP ______ A NON-PROFIT ORGANIZATION ______ A JOINT VENTURE Federal Employer Identification Number: PARENT COMPANY and IDENTIFYING DATA A "parent" company, for the purposes of this provision, is one that owns or controls the activities and basic business policies of the Bidder. To own the Bidding company means that the "parent" company must own more than 50 percent of the voting rights in that company. A company may control a Bidder as a "parent" even though not meeting the requirements for such ownership if the "parent" company is able to formulate, determine or veto basic policy decisions of the Bidder through the use of dominant minority voting rights, use of proxy voting or otherwise. The Bidder: ______ IS

_____ IS NOT

owned or controlled by a "parent" company.

If the Bidder IS owned or controlled by a "parent" company, Bidder shall provide the name, address, phone and fax numbers, and Federal I.D. No. of the company.

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ATTACHMENT A BIDDER'S STATEMENT (continued) BIDDER REFERENCES Private Business Contracts MCCCD requires a minimum of five (5) current and local references for which you are providing same or similar products and services specified herein. Please indicate below the businesses for which you have provided such during the past two (2) years: 1.

Company Name: Address: Phone #:

Fax #:

Contact Person: To:

Contract Period: From: Describe Services: 2.

Company Name: Address: Phone #:

Fax #:

Contact Person: Contract Period: From:

To:

Describe Services: 3.

Company Name: Address: Phone #:

Fax #:

Contact Person: Contract Period: From:

To:

Describe Services: 33

ATTACHMENT A BIDDER REFERENCES (continued) Federal, State or Other Political Subdivision Contracts MCCCD is also interested in speaking with public agencies or educational institutions for whom you have provided such products and services covered herein: 1.

Company Name: Address: Fax #:

Phone #: Contact Person: Contract Period: From:

To:

Describe Services: 2.

Company Name: Address: Fax #:

Phone #: Contact Person: Contract Period: From:

To:

Describe Services: 3.

Company Name: Address: Phone #:

Fax #:

Contact Person: Contract Period: From:

To:

Describe Services:

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ATTACHMENT A

BIDDER'S STATEMENT (continued) ADDITIONAL BUSINESS INFORMATION Standard Business Hours 1. Days of week available for services: 2. Business hours of operation: 3. On-call/Emergency service hours: Phone Number(s): Web Address: FAX Number:

General Information 4. Business License Number: 5. Number of years in business under current name: 6. Number of offices in the State of Arizona:

7. Business Classification (check applicable category) Minority Owned Business (MBE) Woman Owned Business (WBE) Does your firm hold this certification from any other agencies or companies? No:

Yes:

With Whom?

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ATTACHMENT A ADDITIONAL BUSINESS INFORMATION (continued) 8. Name and address of office assigned to handle the MCCCD account:

9. Account Manager Information: Name: Phone: Pager:

10. Contractors License Number(s): TYPE

NUMBER

11. Do you ever sub-contract any of your services? NO YES If YES, which services?:

ATTACH ADDITIONAL SHEETS IF NECESSARY TO FURTHER DESCRIBE THE EXPERIENCE AND QUALIFICATIONS OF YOUR FIRM FOR PROVIDING THE PRODUCTS/SERVICES UNDER THE CONTRACT. 36

ATTACHMENT B

MCCCD STUDENT INFORMATION SYSTEM NON-DISCLOSURE AGREEMENT ____________________________ Name ____________________________ Date ________________________________________________________ Job Title ________________________________________________________ Company Name I, _______________________________________________, agree that when given access to the Maricopa County Community College District Student Information System (SIS) database or file, I will not reveal or attempt to reveal any individually identifiable information furnished, acquired, retrieved, or assembled by me in connection with the SIS database for any purpose; I will not disclose to the public or otherwise, information from which a student’s records could be identified; I will not permit any other person to use a SIS account or password; I will not attempt to identify individual students in the SIS database by joining that data with other data available to me; I will ensure that information extracted from the SIS database is safeguarded and stored in a location and medium not accessible to anyone else but a MCCCD authorized person; I will report any loss or breach of security to the MCCCD Purchasing Office (Attn: Keith Killourie / 480-731-8518) immediately; I have read and agree to be bound by the Non-Disclosure Agreement between Maricopa County Community College District and my Company. ________________________________________________________ Signature / Date ________________________________________________________ Company Name

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