[PDF]request for proposal (rfp) & proposal acknowlegement...
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THE SCHOOL BOARD OF SEMINOLE COUNTY FLORIDA PURCHASING AND DISTRIBUTION SERVICES DEPARTMENT 400 E. Lake Mary Boulevard Sanford, FL 32773-7127
REQUEST FOR PROPOSAL (RFP) & PROPOSAL ACKNOWLEGEMENT POSTING DATE: September 10, 2014
PURCHASING CONTACT & TELEPHONE: Cheryl L. Olson, Director of Purchasing and Distribution Services 407-320-0243
RFP TITLE & NUMBER:
Learning Management System, #14150024P RFP DUE DATE & TIME:
October 14, 2014 at 3:30 P.M. NOTE: RFPS RECEIVED AFTER THE RFP DUE DATE AND TIME WILL NOT BE ACCEPTED. The School Board of Seminole County, Florida, solicits your company to submit a proposal on the above referenced goods or services. All terms, specifications and conditions set forth in this solicitation are incorporated by this reference into your response. A Proposal will not be accepted unless all conditions have been met. In the event of a conflict between the General Purchasing Terms and Conditions and any subsequent Special Conditions or attached hereto, the Special Conditions will have precedence. All Proposals must have an authorized signature in the space provided below. All Proposals must be sealed and received in The School Board of Seminole County Florida Purchasing Office at 400 East Lake Mary Boulevard, Sanford, Florida, by the “RFP Due Date & Time” referenced above. All envelopes containing sealed proposal must reference the “RFP Title”, “RFP Number” and the “RFP Due Date & Time”. The School Board is not responsible for lost or late delivery of proposals by the U.S. Postal Services or other delivery services used by the Proposer. Proposals may not be withdrawn for a period of sixty (60) days after the RFP due date unless otherwise specified. THE FOLLOWING MUST BE COMPLETED, SIGNED, AND RETURNED AS PART OF YOUR PROPOSAL. PROPOSALS WILL NOT BE ACCEPTED WITHOUT THIS FORM, SIGNED BY AN AUTHORIZED AGENT OF THE PROPOSER. COMPANY NAME: MAILING ADDRESS: CITY, STATE, ZIP: FEDERAL EMPLOYER’S IDENTIFICATION NUMBER (FEIN): TELEPHONE NUMBER:
FACSIMILE NUMBER:
Email:
I CERTIFY THAT THIS PROPOSAL IS MADE WITHOUT PRIOR UNDERSTANDING, AGREEMENT, OR CONNECTION WITH ANY OTHER PROPOSER SUBMITTING A PROPOSAL FOR THE SAME MATERIALS, SUPPLIES, EQUIPMENT OR SERVICES, AND IS IN ALL RESPECTS FAIR AND WITHOUT COLLUSION OR FRAUD. I AGREE TO ABIDE TO ALL CONDITIONS OF THIS RFP AND CERTIFY THAT I AM AUTHORIZED TO SIGN THIS RFP FOR THE PROPOSER. AUTHORIZED SIGNATURE:
TYPED OR PRINTED NAME:
TITLE:
DATE: (Rev. 11/2011)
I.
INTRODUCTION. Seminole County Public Schools (SCPS) is governed by the School Board of Seminole County Florida (SBSC) and located in central Florida just north of Orlando/Orange County. The district has 59 schools including 9 high schools, 12 middle schools and 38 elementary and 2 special centers serving over 67,000 students. The school district employs over 7,500 full and part time employees including over 4,500 teachers. The purpose of this Request for Proposals is to select a solution for a district wide Learning Management System for the School Board of Seminole County (SBSC). This system should align to the district’s vision of continually developing and delivering customized, personalized interactive learning for its students and faculty with access 24/7/365. The district has a need for a manageable cloud-hosted system with a user-friendly interface to create and deliver content to students, teachers, faculty, and administrators. The solution should provide a 21st century tool that will enhance the learning experience for the district’s students, increase communication and organization with their parents, encompass a robust amount of resources for teachers, and provide the entire district with a “one-stop shop” that has growing capabilities for an ever-changing landscape while providing interoperability with other adopted systems. The system must be capable of housing a robust learning object repository for the district’s teachers and course designers to access and share with ease. In addition, it should be intuitive, with drag-and-drop functionality to increase creation speed. The system will be both platform and device agnostic. The solution selected should be scalable across all users in the district and provide increasing functionality as staff continues to personalize learning and embrace digital, blended, and virtual curriculum. This solution must be userfriendly and easy to navigate for basic users; however, it must also provide the depth of functionality needed to support the most advanced users in order to meet the diverse needs of district learners, curriculum developers, and all employees.
II.
GENERAL PURCHASING TERMS AND CONDITIONS.
These general terms will apply to all purchases by the District as a result of an award hereunder. In the event of a conflict between Section II and subsequent sections herein, the provisions of any subsequent sections shall be specific to the goods or services requested and shall have precedence. The titles used are for convenience only; the Proposer is responsible for understanding and complying with all terms and conditions herein.
1.
2.
DEFINITIONS. A.
The School Board of Seminole County Florida may be referred to as the “Board”, “School Board” or “SBSC” herein. The School Board of Seminole County Florida is also known as “Seminole County Public Schools” (SCPS).
B.
The term “Proposer” shall refer to the company, individual, or organization that responded to this solicitation.
C.
The term “Contractor” shall refer to any successful awardees hereunder.
PRICING / TAXES. All pricing shall be based on FOB Seminole County Florida and will include all packaging, handling, shipping charges, and delivery to any point within Seminole County Florida to a secure area or inside delivery. The School Board is exempt and does not pay Federal Excise and State of Florida sales taxes.
3.
TERMS OF PAYMENT / INVOICING. The normal terms of payment will be Net 30 Days from receipt and acceptance of goods or services and Contractor’s invoice. Itemized invoices bearing the Purchase Order Number must be mailed on the day of shipment. Invoicing subject to cash discounts will be mailed on the day that they are dated.
4.
STOP WORK ORDER. The School Board may at any time by written notice to the Contractor stop all or any part of the work for this RFP award. Upon receiving such notice, the Contractor will take all reasonable steps to minimize additional costs during the period of work stoppage. The School Board may subsequently either cancel the stop work order resulting in an equitable adjustment in the delivery schedule and/or the price, or terminate the work in accordance with the provisions of the RFP terms and conditions.
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5.
WARRANTY. All goods and services furnished by the Contractor, relating to and pursuant to this RFP will be warranted to be free of defects, meet or exceed the Specifications contained herein, and fit for the intended use. In the event of breach, the Contractor will take all necessary action, at Contractor s expense, to correct such breach in the most expeditious manner possible.
6.
INDEMNIFICATION.
7.
INSURANCE. The Contractor will carry comprehensive general liability insurance, including contractual
The Contractor agrees to indemnify and save harmless the School Board, its officers, agents and employees from and against any and all claims and liabilities (including expenses) for injury or death of persons or damage to any property which may result, in whole or in part, from any act or omission on the part of the Contractor, its agents, employees, or representatives, or are arising from any Contractor furnished goods or services, except to the extent that such damage is due solely and directly to the negligence of the School Board. and product liability coverage, with minimum limits acceptable to the School Board. The Contractor will, at the request of the School Board, supply certificates evidencing such coverage. Additional insurance requirements may be specified herein.
8.
SOVEREIGN IMMUNITIY / LIMITED LIABILITY. Notwithstanding any provision herein or attached hereto, nothing shall be construed as a waiver of SBSC’s rights and sovereign immunities under Florida Statutes. SBSC damages shall be limited in accordance and to the extent allowed by §768.28 Florida Statute.
9.
LAWS AND REGULATIONS. Contractors will comply with all applicable Federal, State and Local laws, statutes and ordinances including, but not limited to the rules, regulations and standards of the Occupational Safety and Health Act of 1970, the Federal Contract Work Hours and Safety Standards Act, and the rules and regulations promulgated under these Acts. Contractors agree not to discriminate against any employee or applicant for employment because of race, sex, religion, color, age or national origin. Lack of knowledge of applicable laws, statutes and ordinances by the Proposer shall not constitute a cognizable defense against actual or potential damages caused thereby.
10.
CONTRACTOR’S EMPLOYEE BACKGROUND CHECK. All service provider employees that require access to school campuses must be cleared by SBSC or an appropriate agency and wear a current and appropriate picture identification badge. Contractors hereunder shall comply with the required background check of employees as may be applicable and failure to comply shall be considered a material breach of contract.
11.
A.
Clearance by SBSC: Contractor will comply with the requirements of the Jessica Lunsford Act §1012.465 Florida Statute in regards to fingerprinting and level 2 background screenings of all applicable employees and any subcontractor employees. Refer to http://www.scps.k12.fl.us/Portals/0/assets/pdf/frontpage/JLAct.pdf for SBSC for Background Check Requirements
B.
Clearance by Others: Pursuant to §1012.468 Florida Statute, Contractor employee have been cleared by another agency and must already possess a uniform statewide identification badge issued by the agency.
CONTRACTOR’S PUBLIC RECORDS. Pursuant to §119.0701 Florida Statutes, “Contractors” as defined by statute that enter into a contract for services with the School Board and is acting on behalf of the School Board is required to comply with public records laws and to specifically: A.
Keep and maintain public records that ordinarily and necessarily would be required by the public agency in order to perform the service.
B.
Provide the public with access to public records on the same terms and conditions that the School Board would provide the records and at a cost that does not exceed the cost provided by statute or as otherwise provided by law.
C.
Ensure that public records that are exempt or confidential and exempt from public records disclosure requirements are not disclosed except as authorized by law.
D.
Meet all requirements for retaining public records and transfer, at no cost, to the School Board all public records in possession of the contractor upon termination of the contract and destroy any duplicate public records that are exempt or confidential and exempt from public records disclosure requirements. All records stored electronically must be provided to the School Board in a format that is compatible with the information technology systems of the School Board.
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E.
12.
If a contractor does not comply with a public records request, the School Board shall enforce the contract provisions which may include immediate termination of contract.
GOVERNING LAW & VENUE. All agreements as a result of an award hereto and all extensions and modifications thereto and all questions relating to its validity, interpretation, performance or enforcement shall be governed and construed in conformance to the laws of the State of Florida. In the event of a legal proceeding, the venue for state court shall be in Seminole County Florida or for federal court be United States District Court, Middle District of Florida, Orlando Division.
13.
PATENTS, COPYRIGHTS & ROYALTIES. Contractors agree to indemnify and save harmless the School Board, its officers, employees, agents, or representatives from liability of any nature or kind, including cost and expenses for or on account of copyrighted, patented or un-patented invention, process or article of manufactured or used in the performance of the contract award hereunder. If the Contractor uses any software design, device or materials covered by royalties or cost arising from the use of such design, device or material in any way involved in the product or services shall be included in the price proposal of the Contractor.
14.
PERMITS/LICENSES/FEES. Any permits, licenses, or fees required will be the responsibility of the successful Contractor; no separate or additional payment will be made. A copy of these licenses and permits shall be submitted to the Buyer prior to commencement of work. If the service(s) being provided requires that individuals or organizations be licensed by the Florida Department of Business and Professional Regulation or any other state or federal agency, such license(s) should be obtained by the RFP due date and time. For state licensing, contact the Florida Department of Business and Professional Regulation, Tallahassee, FL 32399-0797, Phone 850.487.9501.
15.
TERMINATION. A.
DEFAULT. The School Board may terminate all or any part of a subsequent award by giving notice of default to Contractor, if Contractor: Refuses or fails to deliver the goods or services within the time specified; Fail to comply with any of the provisions of this RFP or so fails to make progress as to endanger performances, hereunder, or; 1)
B.
C.
16.
Becomes insolvent or subject to proceedings under any law relating to bankruptcy, insolvency, or relief of debtors. In the event of termination for default, the School Board’s liability will be limited to the payment for goods and services delivered and accepted as of the date of termination.
CONVENIENCE. The School Board may terminate for its convenience at any time, in whole or in part any subsequent award. In which event of termination for convenience, the School Board’s sole obligations will be to reimburse Contractor for: 1)
Those goods or services actually shipped / performed and accepted up to the date of termination, and
2)
Costs incurred by Contractor for unfinished goods, which are specifically manufactured for the School Board and which are not standard products of the Contractor, as of the date of termination, and a reasonable profit thereon.
3)
In no event is the School Board responsible for neither loss of anticipated profit nor will reimbursement exceeds the RFP value.
FUNDING. Contracts awarded hereunder are subject to the appropriation and availability of funds as approved by the School Board of Seminole County Florida. In the event funding for the specific purpose of this solicitation is not funded or such funds are insufficient, the contract may be terminated immediately without penalty.
PERFORMANCE. In an effort to reduce the cost of doing business with the School Board, and unless indicated elsewhere a bid or performance bond may not be required. However, upon award and subsequent default by Contractor, the School Board reserves the right to pursue any or all of the following remedies: A.
To accept the next lowest available RFP price or to purchase materials or services on the open market, and to charge the original award the difference in cost via a deduction to any outstanding or future obligations;
B.
The Contractor in default will be barred for consideration of future RFP awards for a period of time determined by the severity of the default, but not exceeding two years.
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C.
17.
Any other remedy available to the School Board in tort or law.
LIQUIDATED DAMAGES RECOVERY.
The Proposer agrees to the use of Liquated Damages Recovery in the event Proposer fails to perform in accordance with the provisions herein. On the occasion where the Proposer has been found to be in default of contract, or any material provision thereof, or fails to remedy any deficiency in performance, SBSC may procure the necessary supplies or services from an alternative source and hold the Proposer financially responsible for any excess costs incurred. The difference between the proposal price of the product or service and the actual price paid may be deducted from any current or future obligations owed to the Proposer. In addition, default will result in termination of contract and a prohibition against future business with SBSC for a term of not less than two years.
18. FORCE MAJEURE. Neither party shall be obligated to perform any duty, requirement or obligation under this Agreement if such performance is prevented by fire, hurricane, earthquake, explosion, wars, sabotage, accident, flood, acts of God, strikes, or other labor disputes, riot or civil commotions, or by reason of any other matter or condition beyond the control of either party, and which cannot be overcome by reasonable diligence and without unusual expense (“Force Majeure”). In no event shall a lack of funds on the part of either party be deemed Force Majeure.
19.
PAYMENT ASSIGNMENT. Any purchase order or contract issued pursuant to an award hereunder, and the monies that may become due are not assignable except with the prior written approval of the School Board, through the Purchasing and Distribution Services Department.
20.
AUDIT AND INSPECTION. The School Board or its representative reserves the right to inspect and/or audit all the Contractor's documents and records as they pertain to the products and services delivered under this agreement. Such rights will be exercised with notice to the Contractor to determine compliance with and performance of the terms, conditions and specifications on all matters, rights and duties, and obligations established by this agreement. Documents / records in any form shall be open to the Board's representative and may include but are not limited to all correspondence, ordering, payment, inspection, and receiving records, contracts or sub-contracts that directly or indirectly pertain to the transactions between the Board and the Contractor.
III.
GENERAL RFP CONDITIONS. 1.
PUBLIC ENTITY CRIMES. A Proposer, person, or affiliate who has been placed on the convicted vendor list following a conviction for a public entity crime may not submit a RFP on a contract to provide any goods or services to a public entity for the construction or repair of a public building or public work, may not submit RFPs on leases of real property to a public entity, may not be awarded or perform work as a contractor, supplier, subcontractor, or consultant under a contract with any public entity, and may not transact business with any public entity in excess of the threshold amount provided in section 287.017, for CATEGORY TWO for a period of 36 months from the date of being placed on the convicted vendor list.
2.
OTHER GOVERNMENT ENTITIES. Subject to the mutual consent of the parties, the pricing, terms and conditions of this RFP, for the products or services specified herein, may be extended to other municipal, city or county government agencies, school boards, community or junior colleges, or state universities within the State of Florida.
3.
DRUG-FREE WORKPLACE. Whenever two or more RFPs are equal with respect to price, quality, and service, a RFP received from a business that certifies that it has implemented a drug-free workplace program as defined by Section 287.087 Florida Statutes, will be given preference in the award process. If the Contractor does not maintain a formal “Drug Free Workplace” or does not perform random drugs tests on its employees, then the Contractor’s employee must submit to a drug test by the School Board at an additional cost prior to working on the School Board account. Refer to ATTACHMENT – 6.
4.
ADDENDI, CLARIFICATIONS & INTERPRETATIONS. A.
Any questions concerning terms, conditions or specifications will be directed to the designated Buyer referenced on the Proposer’s Acknowledgement. Any ambiguities or inconsistencies shall be brought to the attention of the designated Buyer in writing at least ten (10) workdays prior to the due date of the RFP. Failure to do so, on the part of the Proposer will constitute an acceptance by the Proposer of any consequent decision.
B.
An addendum to the RFP shall be issued and posted for those interpretations that may affect the eventual outcome of this RFP. It is the Proposer’s responsibility to assure the receipt of all addendum issued. No person is authorized to give oral interpretations of, or make oral changes to the RFP.
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Therefore oral statements given before the RFP due date will not be binding. The School Board will consider no interpretations binding unless provided for by issuance of an addendum. Addenda will be posted to the School Board website “http://www.scps.k12.fl.us/purchasing/BidViewer.aspx” at least five workdays prior to the due date. The Proposer shall acknowledge receipt of all addenda by signing and enclosing said addenda with their proposal. C.
5.
The School Board reserves the right to allow for clarification of questionable entries, and for the Proposer to withdraw items with obvious mistakes.
SOLICITATION DOCUMENTATION & PUBLIC RECORDS. Meetings involving Oral Presentations by Proposers or negotiations are closed to the Public. Responses to this solicitation, and recordings of oral presentations or negotiations shall become “public records” upon award recommendation or thirty (30) days after the solicitation due date, whichever is earlier and shall be subject to public disclosure consistent with Chapter 119 Florida Statutes. Proposers must invoke the exemptions to disclosure provided by law in response to this solicitation, and must identify the data and other material to be protected, and must state the reasons why such exclusion from public disclosure is necessary.
6.
SOLICITATION CONFIDENTIAL, PROPRIETARY, OR TRADE SECRET MATERIAL. A.
Public Record. All responses received in response to this solicitation shall be considered a public record pursuant to Chapter 119 Florida Statutes.
B.
Redacted Copy. If the Proposer considers any portion of the documents, data or records submitted in response to this solicitation to be confidential, trade secret or otherwise not subject to disclosure pursuant to Chapter 119 Florida Statutes, the Florida Constitution or other authority, the Proposer must also simultaneously provide the School Board with a separate redacted copy of its response.
C.
7.
1)
The redacted copy shall contain the School Board’s solicitation name, number, and the name of Proposer on the cover, and shall be clearly titled “Redacted Copy.” The Redacted Copy shall be provided to the School Board at the same time Proposer submits its response to the solicitation and must only exclude or obliterate those exact portions which are claimed confidential, proprietary, or trade secret.
2)
Proposer shall be responsible for defending its determination that the redacted portions of its response are confidential, trade secret or otherwise not subject to disclosure. Further, Proposer shall protect, defend and indemnify the School Board for any and all claims from or relating to Proposers determination that the redacted portions of its response are confidential, proprietary, trade secret or otherwise not subject to disclosure.
3)
If the Proposer fails to submit a Redacted Copy with its response, the Department is authorized to produce the entire documents, data or records submitted by Proposer in response to a public records request for these records.
Public Meetings/Evaluations. All evaluations of solicitations are subject to discussion at public meetings. If during the course of the evaluation, pertinent facts cannot be disclose or discussed in a public forum due to the Proposer’s designating such materials as confidential, the Proposer’s bid may be deemed non-responsive and rejected from further consideration of award and any rights to protest is thereby waived.
CONFLICT OF INTEREST. Proposer is subject to the provisions of Chapter 112 Florida Statutes. The Proposer must disclose with their response the name of any company owner, officer, director, agent or representative who is also an employee of the School Board or their immediate family which owns any interest of any amount in the Proposer’s company, partnership, or agency.
8.
CONTACT / LOBBYING. All questions for additional information regarding this RFP must be directed to the designated Buyer noted on page one. Prospective Proposers, their employees, agents or representatives shall not contact nor lobby any member of the Seminole County School Board, Superintendent, members of the Evaluation Committee, or staff regarding this RFP prior to posting of the final tabulation and award recommendation on the website. Any such contact shall be cause for disqualification and rejection of your proposal.
9.
CONTINGENT FEE PROHIBITED. The Proposer warrants that they have not employed or retained any third party other than the Proposer’s employee or agent to solicit or secure an award hereunder and that they will not paid a fee, commission, percentage, gift or other consideration to a third party upon or resulting from the award hereunder. Violation shall constitute a breach of contract and termination of agreement and a
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deduction from any outstanding obligations for the full amount of the fee, commission, percentage, gift or consideration paid.
10.
SUB-CONTRACTORS. The Proposer is responsible for performance and meeting all specifications and for the performance of any sub-contractors used in conjunction with an award hereunder. The Proposer must disclose the name(s) of any sub-contractor(s) used to satisfy performance herein and insure that the sub-contractors are qualified, insured, and that sub-contractors employees has security clearance and meets all requirements set forth herein.
11.
RFP OPENING AND FORM.
12.
RFP TABULATIONS, RECOMMENDATIONS, AND PROTEST.
13.
RFP PREPARATION COSTS. Neither the School Board nor its representatives shall be liable for any
RFP openings will be public on the date and time specified on the Proposer’s Acknowledgment form. All RFPs received after the time indicated will be rejected as nonresponsive and returned unopened to sender. It is the Proposer’s sole responsibility to insure their RFPs are received timely; SBSC is not responsible for late or missed delivery by third party delivery services. RFPs by Email, fax, telegram, or verbally by telephone or in person will not be accepted. The public opening will acknowledge receipt of the RFPs only, details concerning pricing or the offering will not be announced. All RFPs submitted shall become public record upon an announcement of a recommended award or ten days after the due date whichever occurs first. RFP Tabulations with award recommendations are posted to the Purchasing and Distribution Services’ website at “http://www.scps.k12.fl.us/purchasing/CompetitiveSolicitations.aspx”. Failure to file a protest within the time prescribed in Section 120.57(3) Florida Statutes will constitute a waiver of proceedings under Chapter 120, Florida Statutes and School Board Rules. RFP tabulations or recommendations are available through website and notices will not be mailed. SBSC Policy # 7.71 Resolution of RFP Protest may be found online at http://www.scps.k12.fl.us/Portals/53/assets/pdf/PolicyFiles/boardpolicies.pdf . expenses incurred in connection with the preparation of a response to this RFP.
14.
AGREEMENT FORM. All subsequent agreements as a result of an award hereunder, shall incorporate all terms, conditions and specifications contained herein, and in response hereto, unless mutually amended in writing.
IV.
SPECIAL CONDITIONS 1.
TERM. The award hereunder will be for 60 months effective November 18, 2014 or upon Board Approval whichever is later. The School Board reserves the right to cancel this contract with thirty (30) days notice of cancellation before the end of any fiscal year that falls within the term of this agreement. The terms and conditions of an award hereunder or any portion thereof may upon the mutual consent of the parties be extended for an additional term or for additional quantities.
2.
VOLUME OF BUSINESS. SBSC does not operate a comprehensive Learning Management System. SBSC is currently utilizing Blackboard Learn April 2014 version 9.1.2. successful award hereunder.
3.
A budget will be set based on a
RFP SCHEDULE. A.
RFP Posting / Mailing Date: September 10, 2014
B.
RFP Pre-Solicitation Meeting: September 19, 2014, 9:00 AM
C.
Questions Due: September 22, 2014
D.
Final Addendum Posting: September 23, 2014
E.
Proposals Due from Proposers: October 14, 2014, 3:30 PM
F.
Tentative Evaluation Date: October 27, 2014
G.
Posting of Short List / Finalist: October 28, 2014 or sooner
H.
Presentations by Short-Listed Firms / Final Evaluation: November 4-5, 2014
I.
Tentative Board Approval Date: November 18, 2014
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4.
V.
PRE-SOLICITATION MEETING.
A voluntary pre-solicitation meeting will be held for all interested Proposers on September 19, 2014, 9:00 AM at the SCPS Educational Support Center, 400 E. Lake Mary Blvd, Sanford, FL 32773, Room #224. An overview of the solicitation process and review of scope of services will be conducted including a question and answer opportunity for the Proposers.
SCOPE OF WORK OR SERVICES. SCPS is seeking proposals from vendors for a Learning Management System (LMS). The successful respondent shall provide the appropriate licenses, implementation, migration, project management, training, support and maintenance services to ensure the successful operation of an LMS for SCPS as defined below and elsewhere within this Request for Proposal.
1.
2.
General. As stated in the introduction, the purpose of the proposed LMS is to fill a need for a manageable cloud-hosted system with a user-friendly interface to create and deliver content to students, teachers, faculty, and administrators. The solution is for a system that will deliver and organize course content in its entirety. A. The solution should provide a 21st century tool that will: 1) enhance the learning experience for the district’s students, 2) increase communication and organization with their parents, 3) encompass a robust amount of resources for teachers, 4) provide a districtwide “one-stop shop” that is adaptable for an ever-changing educational landscape, 5) provide interoperability with other district adopted systems. B.
The solution should include a comprehensive, robust set of 21st century tools and functionality for: 1) Delivering personalized, individual instruction to various users, 2) Managing, organizing, and sharing instructional content, 3) Planning and aligning curriculum and learning objects, 4) Identifying goals and tracking progress toward those goals, 5) Real-time communication between all stakeholders of SCPS, 6) Real-time collaboration between collaborative working groups of various level users, 7) Student e-portfolios or websites, 8) Teacher websites and communication, 9) Delivery of Professional Development 10) Presenting data to facilitate and supervise the learning process of the organization as a whole.
C.
A successful solution must integrate seamlessly with the district’s tools already in use, leveraging existing assets wherever possible and scaling over 67,000 students in the district, their caregivers, and nearly 7,500 faculty and staff. The solution must be platform and device agnostic without diminishing functionality.
D.
The information provided herein is intended to assist vendors in the preparation of proposals necessary to properly respond to this portion of the RFP. It is not intended to limit a proposal’s content, rather it is designed to provide interested vendors with sufficient basic information to expand upon the specifications and to demonstrate their capabilities to meet the district’s needs.
System Requirements. The following specifications for the scope of work or services provide a detailed description to how the Learning Management System will serve as a tool to enhance instruction, increase effective communication, aid in curriculum development and lesson planning, increase access and accessibility, improve interoperability between systems, and provide support for training and migration to the new system. A. Instruction: As an instructional tool, the solution must ensure an intuitive interface leveraging a multitude of resources and functionality to provide a seamless, personalized, differentiated, instructional experience in all classrooms and professional development mediums, including face-toface, blended, and virtual environments. The solution must include the user’s ability to manipulate and provide access to content and curriculum with an element of control over time, place, path, or pace. 1)
The solution must address the needs and capabilities to a wide variety of stakeholders with different abilities and needs.
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a.
2)
It should provide the visually appealing, easy-to-navigate design necessary for primary users but also the customizable and robust system to meet the needs of secondary students and adult users. b. The preferred solution should easily integrate and incorporate digital curriculum, interactive content, and apps and continue to provide additional accessibility with future digital instructional resource acquisitions. It is essential for these curriculum, content, and app learning objects to be integrated to provide infused access to digital content inside course content. The solution should provide a platform for centralized access to all course materials, digital content, and related assessments for all users and have the flexibility to continue to add and modify for additional resources as they are developed.
3)
The solution must have a flexible, interactive dashboard customizable for differentiated user responsibility and requirements.
4)
The solution must provide instructor/teacher/administrator/system administrator/district-level users with enhanced functionality and permissions to enable actions such as: a. view one student’s system use and learning mastery, b. provide differentiated content to specific users, and c. create and share course templates and pre-populated courses.
5)
It must be flexible and accommodate teachers’ different pedagogical approaches, e.g., gamification, badging, traditional, self-paced, whole-group instruction, collaborative groups, etc.
6)
The solution should have a customizable, integrated calendar function that allows multiple classes, assignment due dates, school activities, assessment dates, and various other scheduling options to be aligned to courses and content for stakeholders.
7)
Ideally, the preferred solution should contain a teacher website solution that is outward facing and a student website/e-portfolio solution that can migrate with the student across grade levels and subject areas and flexibility of access based on rights. The portfolio could display artifacts for professional or educational growth and development with mastery, badging, and certifications displayed and recognized.
8)
The solution should provide data, analytics, assessment, and assignment features that provide multiple sources to multimodal data.
a.
b. c. d. 9)
The LMS should provide robust features for developing and disseminating formative and summative assessments of all formats. Test items should be able to be created in multiple formats (multiple choice, True/false, drag and drop, matching, free response, calculator function, flexibility of split screen/multiple views). Created assessments and assignments should be able to be replicated, shared, and secured at the user’s discretion. Assessment items and tasks should be able to be aligned and correlated to both state and national standards in all content areas for progress monitoring. When test items and assignments are aligned to standards the solution should allow for learning mastery view at the individual student, course, or school level.
The assignment feature must provide timely, synchronized feedback in multiple formats e.g. text, audio, video, screen annotation, etc. for instructor and students to communicate in the assignment/assessment function.
10) The assessment tool should also provide the ability to assign and use in-line grading rubrics and scales to grade student submissions with an ease of functionality for basic users and increased functionality for advanced users. a.
The solution should provide an in-depth individual user view necessary for tracking student progress.
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B. Communication: One of the goals of an LMS is effective communication. The solution aims to be considered a centralized location for communication between all stakeholders to take place in an organized and efficient manner. 1)
The solution must provide the functionality of customizable and varying methods of communication across a range of stakeholders. a. Stakeholders should be able to select the preferred method of communication based on a variety of mediums with diverse options for push technology.
2)
The solution should have a well-developed parent communication platform to enable caregivers to download and view classroom activities, assignments, and information, communicate with instructors, and allow parents to view a calendar of student’s responsibilities.
3)
The preferred solution should have the ability for an authentic audience and outside stakeholders to participate in discussions, facilitate courses, if given permission.
4)
The preferred solution should have a web conferencing component that allows all users to communicate virtually. a. It should provide the capability of real-time video and audio communication, back-channel messaging, screen-sharing, and the ability to have multiple participants with presenter rights.
5)
The solution must have a variety of communication and collaboration tools or have the ability to integrate these tools e.g. blogs, wikis, discussion options, announcements that can be general or targeted, real-time collaboration, file-sharing, and more.
C. Curriculum Development and Lesson Planning: The solution must provide the flexibility to users to create simple courses, resources, and learning objects; as well as complex, interactive, engaging lessons and curricula. 1)
The solution must provide tools for the creation and integration of interactive lessons and learning objects and the ability to pace and sequence curriculum effectively at the discretion of the instructor.
2)
With the increasing implementation of digital curriculum and content, the system must adapt to incorporate culturally responsive teaching and learning instructional strategies that meet the demands of 21st Century learners.
3)
The course and learning object creation features should be intuitive, user-friendly, and customizable, including true drag-and-drop functionality that prepopulates objects into their desired location.
4)
Courses should be easily replicated and customized with instructor functionality to select and incorporate learning objects, including the ability to easily embed most external tools and resources.
5)
The sharing of resources, assessments, and content should be simple and seamless within or across courses.
6)
The solution should provide the ability to store, host, and incorporate a robust learning object repository (LOR) that will allow for integration of adopted materials, incorporate teacher created resources, and include other tools and apps capable of additional growth. a. The LOR must have the ability to aid the selection of learning objects to facilitate searching for various qualifiers. b. Ideally, qualifiers should include adopted standards, 21st Century skills, cognitive complexity, depth of knowledge, learning style, keywords, teaching strategy or delivery method.
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D.
VI.
7)
Curriculum developers must have the capability within the system to store and display the instructional plans aligned to the current adapted standards including available resources and suggested materials.
8)
The solution should have the ability to create instructional plans with a guideline of content with specified pace, place, path, and time to align to the current adopted standards and available curriculum resources. a. These plans should have the flexibility to be used as constructed; b. The potential solution should also exist for courses to be replicated and customized at user’s discretion.
Access and Accessibility: The system must provide access to all stakeholders in the district: over 67,000 students, their caregivers, and nearly 7,500 faculty and staff. 1)
It must provide multiple role functionality and user assignments to both increase and decrease capabilities based on rights.
2)
The solution must be both device and platform agnostic providing access on multiple browsers and platforms without limiting functionality.
3)
The solution must have a mobile access feature without diminished functionality allowing: access to courses; content; viewing, creating and submitting assignments; communicating and collaborating with stakeholders, and viewing and participating in calendars, discussions, and other tools.
4)
The solution should provide access regardless of place with both SCPS owned and personal devices (bring your own device).
E.
Interoperability: The preferred solution is cloud-hosted with the ability to integrate with current SCPS systems. The systems imperative to interoperability are communication to and from our Student Information System (Skyward) and our Human Resources System (PeopleSoft), as well as a multitude of vendors providing curriculum, content, and services. Please refer to Exhibit I for a diagram of the desired potential solution.
F.
Training: The Provider must encompass a training and professional development program for the initial implementation and provide levels of training for continuous support. The preferred solution should have on-demand professional development and support for stakeholders at their discretion.
G.
Migration: The Provider must provide implementation support for the migration from the district’s current LMS to the new solution.
EVALUATION CRITERIA AND AWARD. The recommendation of the Evaluation Committee is advisory only and shall be submitted to the superintendent for review and recommendation for action to the School Board of Seminole County, Florida. The Superintendent reserves the right to recommend that all submittals be rejected and a new RFP be issued or to submit such other recommendation to the School Board that the Superintendent deems to be in the best interest of the School Board.
1.
SCORING THE PROPOSALS. A.
The Evaluation Committee shall consist of a representative of the School Board Member; BAB Member; Director, Teaching and Learning; Director, ePathways and Strategic Partnerships; Coordinator, Digital Learning; Coordinator, Elementary Reading and Curriculum; Teacher-onAssignment, Teaching and Learning; Teacher-on-Assignment, ePathways; Teacher-on-Assignment, Digital Learning; 1-Title I Representative; 1-ESE Representative; 1-ESOL Representative; Assistant Principal, Seminole County Virtual School; 1-Teacher from Elementary, Middle, and High School; 1Adminstrator from Elementary, Middle, and High School; 2- Information Services representatives The Purchasing Department will facilitate the process and be the point of contact for all issues. No attempt should be made by Proposers to contact or influence any committee member directly or indirectly. The Evaluation Committee shall score the entire process.
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2.
B.
Except for Price, each Evaluation Committee Member shall review, evaluate and rate each response received based on the following scale: 3.1 to 4.0 = Response exceeds minimum requirements; 3.0 = Response meets minimum requirements; 2.0 – 2.9 = Response partially meets requirements; 1.0 = Response does not meet minimum requirements and 0 = No response received. All Evaluation Committee Scores shall be recorded, summed and averaged for each criteria section. The weight for each criterion shall be multiplied by the committee average score for the criteria resulting in a raw score for each proposal received.
C.
Total Projected Cost will be used for analysis. The total projected cost of all proposals received shall be summed and average. This average cost will equal a score of “3.0” with each proposal compared to the average and a pro rata score calculated based on the following: [Average Cost / Proposer’s Actual Cost) * 3] with the maximum score not to exceed a “4.0”. This score will be multiplied by the weight and added to total score from other criteria.
CRITERIA AND WEIGHTS. The weight for each criterion is indicated in parenthesis and is the multiplier that will be applied to the scoring as indicated in 1. B. above. A. B. C. D. E.
3.
Company Profile (Weighted Value 10) Learning Management System Functionality (Weighted Value 30) Learning Management System Technical Specifications (Weighted Value 15) Migration, Training and Project Implementation Plan (Weighted Value 20) Fee Schedule (Weighted Value 25)
FINALIST PRESENTATIONS / BEST & FINAL OFFERS (BAFO). After the initial evaluation of the proposals a short list of Finalists will be determined. interviews/presentations from the Finalists.
VII.
The Evaluation Committee will conduct
A.
The purpose of the presentation is to view first hand some of the functionality of the proposed system. The Finalist will conduct a demonstration based on criteria and tasks determined by the committee. The use of a “sandbox” or demo site that committee members may view the proposed system will be recommended. Best and final offers will be accepted the day before presentations are due.
B.
The Finalist will have the opportunity to present their Best and final offer the day prior to the presentations. Purchasing will recalculate the impact of the changes in BAFO and report to the Evaluation Committee the new five year projected total cost for the project where applicable.
C.
After presentations, the Evaluation Committee will re-evaluate all information received by the Finalists, including content of the presentations, the results of the BAFO’s, and the results of the Reference Surveys. The Committee will rank the Finalist and recommend the most responsive and responsible Proposer for award.
WRITTEN SUBMITTAL REQUIREMENTS. One (1) original, twenty-two (22) copies, and one (1) electronic version (CD or thumb drive) of your response should be delivered to the Purchasing & Distribution Services Department, 400 E. Lake Mary Blvd, Sanford, FL 32773-7127 to be received no later than 3:30 pm, October 14, 2014. Each response shall be organized and presented in the following sequence and will include the following as a minimum: Tab 1 – Transmittal letter confirming you understanding of the services to be provided. Page 1 (Acknowledgement) and any Addenda for this solicitation signed by an authorized company representative. Any addenda issued subsequent to the release of this solicitation must be signed and returned with the firm’s proposal. Failure to return signed addenda may be cause for the proposal to be considered non-responsive. Tab 2 – Company’s Profile. Provide a response to Attachment 1 & 7. A profile of the Proposer with references. Tab 3 – Learning Management System Functionality. Provide responses to Attachment 2 – Learning Management System Functionality Questionnaire. Tab 4 – Learning Management System Technical Specifications. Provide responses to Attachment 3 – Learning Management System Technical Specifications Questionnaire. Tab 5 – Migration, Training and Project Implementation Plan. Provide responses to Attachment 4 – Learning Management System Migration, Training and Project Implementation Plan Questionnaire. The Firm’s approach and methodology of how the services herein addressed will be provided. Provide implementation plan and supporting documents. Tab 6 – Fee Schedule. Provide responses to Attachment 5. Page 12 of 27
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Tab 7 – Exceptions to Draft Agreement and/or Request for Proposal (Non-Scored). Provide any exceptions to the District’s standard agreement (Attachment 8). In addition, respondents must provide any and all documentation or agreements that you anticipate requesting the School Board to incorporate into the final agreement or sign as a result of this RFP award. Tab 8 – Required Documents – Provided in order listed below (Non-Scored). Attachment 6 – Drug Free Workplace & Evidence of insurance in compliance to Section II, #11, or an acknowledgement that company will comply within ten (10) days after notice of award.
Recap of Attachments & Exhibits: Attachment 1: Company Profile Questionnaire Attachment 2: Functionality Questionnaire Attachment 3: Technical Specifications Questionnaire Attachment 4: Migration, Training & Project Implementation Questionnaire Attachment 5: Fee Schedule Attachment 6: Drug Free Workplace Attachment 7: References Attachment 8: Draft Agreement Exhibit I: LMS System Data Flow Diagram
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RFP#14150024P Attachment – 1
Learning Management System (LMS) Company Profile Questionnaire Provide a profile of the Proposer. 1. A brief history of the business including all mergers or acquisitions that may be pending. 2. Organizational Chart of business 3. Ownership interests 4. Active business venues (counties, states, etc.), present status, and projected direction of business. 5. Designation of the legal entity by which the business operates and documentation from the appropriate state’s agency confirming firm’s legal entity type (i.e. sole proprietorship, partnership, limited liability partnership, corporation, Limited Liability Corporation, etc.). For non-Florida businesses submit documentation from the state in which the business was formed and documentation from the State of Florida providing authorization to perform business in the state of Florida. 6. Experience of Personnel - Provide the qualifications and resumes of the key personnel who will be providing the services requested, including education and training, and their experience in providing the services herein addressed. Describe the role each person will perform during the implantation, training or continuing service support. 7. References – Provide Attachment 7 – References and a minimum of three (3) reference letters from owner representatives for projects that your firm has provided or is providing services which are similar in scope to this RFP. Reference letters shall be current, dated within two (2) years of this solicitation. The reference from the owner representative must be provided on their letterhead, and include details regarding your firm’s role, level of service provided, etc. 8. Respondents shall submit details of all litigation, arbitration or other claims, whether pending or resolved in the last five years, with the exception of immaterial claims which are defined herein as claims with a possible value of less than $25,000 or which have been resolved for less than $25,000. Notwithstanding the foregoing, all litigation, arbitration or other claims, of any amount, asserted by or against a state, city, county, town, school district, political subdivision of a state, special district or any other governmental entity shall be disclosed. Please indicate for each cease the year, name of parties, case of litigation, matter in dispute, disputed amount, and whether the award was for or against the Respondent. 9. Financials– All respondents shall supply their most recent financial statement, preferably a certified audit of the last available fiscal year, or their most recent tax return and balance sheet. (Only one copy with the original submittal is required)
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RFP#14150024P Attachment – 2
Learning Management System (LMS) Functionality Questionnaire **With your response, provide a demonstration site with user name and password for Evaluation Committee members. Section I.
Instruction
1. Describe the ability of your system to appeal to a variety of users with different abilities: a. Early Childhood K-2 (ability to add clickable images and visuals as icons, visually appealing) b. Primary 3-5 c. Secondary 6-12 (ability to add text-heavy components and interactivity) d. Teachers, staff, faculty, administration, district employees e. Parents f. English Speakers of other Languages g. Exceptional Student Education h. Diversity and Equity 2. Describe the enhanced functionality and permissions for users labeled instructor/teacher/administrator/system administrator/district-level user. a. Describe teachers, administrators, and other users view and level of access to one student’s system use. i. Gradebook ii. Learning mastery iii. Standards based mastery iv. Discussion activity v. Dashboard vi. Announcements vii. Content b. Can teachers/other users differentiate created lessons/assignments/assessments to different users in the same class? c. Can teachers prescribe lessons based on specific students needs, advancement, or review? d. Describe the user’s ability to search within a course to find course content. e. Describe the ability to create courses and course templates to be shared among instructor users. f. Describe instructor’s ability to store and search for resources. g. Do you have a goal-setting feature for setting of goals or student learning outcomes? h. Can the instructor’s calendar’s be pre-populated with the appropriate pacing and content for a specified course, while also providing flexibility for the teacher to modify based on discretion? i. Do teachers have access to a “student view” to assist with content creation, organization, and management? 3. LMS has a web conferencing component. a. During web conferencing, can you share your screen with participants? b. During web conferencing, can you have multiple presenters? c. How many participants can be on web conference simultaneously? d. Is there an audio, video and text component to the web conferencing? i. Is there a backchannel ability to e. Can outside users access or present web conferences? 4. LMS has an assignment and assessment tool. a. Can created assignments/assessments be easily shared? b. Can created assignments/assessments be easily replicated? c. Can created assignments/assessments be assigned to specific users inside a course? d. Can multimedia be added into assignments? i. If yes, which multimedia? e. Can math symbols be added into assignments? f. What is the ability to change file size limit in assignment tool? Learning Management System#14150024P
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g. Describe the peer review function for assignments? h. Is there an extensive assessment tool in your system for test creation? i. Is there an extensive assessment tool in your system for organization and storage of question databases? 5. LMS has a gradebook feature. a. Describe the assessment creation features inside your system. i. Multiple formats (multiple choice, true/false, drag and drop, matching, free response, calculator function, flexibility of split screen/multiple views) ii. Ability to replicate Florida Standards Assessment formatted question types iii. Initial creation iv. Sharing v. Updating already created assessment b. Can assessments be shared among users/courses/etc.? c. Do you have the ability to import/create rubrics in order to align assignments and assessments? i. Describe ease of functionality for grading with a rubric. d. Describe the in-course and in-line grading functionality for instructor users. i. Describe instructor’s ability to use both self-created and district-created rubrics with inline grading. e. Can instructors provide different forms of feedback to students? i. Written feedback? ii. Video Feedback? iii. Audio Feedback? iv. Screen Annotation? v. Feedback + added material/assignments? vi. Describe resubmission feature based on feedback. f. Describe teacher’s functionality to create interactive assessments? g. Do you have a learning mastery view based on standards? h. Do you have a learning mastery view based on whole class? i. Do you have a learning mastery view based on a single student across multiple courses? j. Describe student and teacher’s ability to track mastery within system? i. Is there an option that includes gamification to learning mastery? (goal-setting, badging, competition) ii. Do you have a goal-setting feature for setting of goals or student learning outcomes? k. Describe the peer review/editing functionality with assignments/assessments in system. l. Describe system functionality for detecting plagiarism. 6. LMS has a discussion tool. a. How many discussion options (blog, wiki, discussion board, etc.) do you offer? Please give a description of each. b. Describe how discussions can be added seamlessly inside lessons or items in a course. c. Are the discussions tools housed outside of the course content? d. Are the discussions tools embedded within the course content? e. Can users copy and paste from outside the system in programs such as Microsoft Word or Excel, into the discussion post? f. Describe how the discussion posts can be organized? i. Can discussions have multiple threads? ii. Can all users create discussion threads? iii. How are they displayed? iv. Can they be sorted? g. Describe how a file is uploaded to a discussion thread? i. What types of files can be uploaded? ii. Can a link be embedded? h. Describe how discussions can be graded and incorporated in the gradebook? i. Can instructors give feedback to students directly inside discussion posts without going through a separate feature? i. Is this feedback verbal, written, video, other? j. Can outside users comment on discussion boards? k. Can discussion posts link to other content within a course? l. Describe instructor control of discussion posts, ability to edit and remove posts. m. Describe student control of discussion posts, ability to edit and remove posts. Learning Management System#14150024P
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n. Describe if and how anyone can post anonymously. o. Describe the search capabilities within discussions. 7. Describe your communication features. a. Describe methods of communication between instructors and other instructors? b. Describe methods of instructors communicating with students? c. Describe how students communicate with instructors? d. Describe how students communicate with students? e. Describe how parents communicate with instructors? f. Describe methods of instructors communicating with parents? g. Describe administrative functionality for communication. h. Can users subscribe to preferred methods of communication? i. Can outside users communicate with users inside the system (based on set permissions)? j. Describe methods of push technology. i. Can parents/students opt in or out of push messages in different mediums based on preference? ii. SMS functionality? k. Describe the live chat feature. l. Describe the live whiteboard feature. 8. LMS has an announcement tool. a. Describe the functionality of the announcement tool. b. Describe how the announcement tool disseminates whole district information to all users. c. Can the announcement tool disseminate whole school information to all users attached to school site? d. Can an announcement be targeted to a group or selected users? e. Can announcements link to other content within the system? f. Can you upload files into announcements? g. Is there a selective or adaptive release to announcements specific to this tool? h. Can you add voice announcements? i. Can you add video announcements? 9. Describe system functionality for collaborative working groups. a. Describe the functionality for collaborative work inside the system (collaborative docs, spreadsheets, blog, wiki, etc.) i. Can they be shared in real-time? b. Explain your ability to integration with the collaborative tools in Google Apps for Education. c. Describe the social and communicative functionality for groups of various users in the system. (file sharing, discussions, message boards, instant messaging etc.) i. Groups of instructors ii. Groups of students iii. Groups of inside and outside the district users iv. Groups within courses 10. LMS has a teacher website solution. a. Describe the functionality of the outward facing teacher website. b. Describe the functionality of the inward facing teacher website. c. Does the teacher website solution have drag and drop editing and creation capabilities? d. Describe the functionality for instructors to share/upload content on website. e. Describe the outward facing teacher website functionality in relation to a genuine audience/blog/wiki? 11. LMS has a student website/e-portfolio solution. a. How can the students take website/e-portfolio content with them after graduation? b. Can student website/e-portfolio grow across grade levels? c. Can student website/e-portfolio be transferred with the student if they change schools, teachers, or courses? d. Is the solution inward facing? e. Is the solution outward facing to allow outside the system viewers to view, collaborate, or respond based on set permissions? f. Describe the functionality to add proof of learning mastery to e-portfolios. g. Describe the functionality to add badging/endorsements to e-portfolios. h. Describe the storage limit for the portfolios. Learning Management System#14150024P
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12. Describe the personalized student, parent, and instructor dashboard pages. a. Describe user’s ability to personalize dashboard. i. Does user have the ability to customize information and links? ii. Does instructor have the ability to change/add to/organize student dashboard? iii. Can whole district information be displayed on student or instructor dashboard? 13. LMS has a calendar function. a. Describe student’s calendar view. i. Display multiple courses and events from all enrolled courses on one calendar? b. Describe instructor’s calendar view options. c. Can parent’s calendar include multiple children in one view? d. Can school activities, testing schedule, etc. be added onto calendars of all children linked to specific school? e. Do assignments/assessments with a due date automatically get added to student’s calendar? f. Can students enter personal entries on the calendar? i. Can they customize public or private? g. Describe the personalization and customization of the calendar. h. Does the calendar sync with the calendar feature on Microsoft Office 365? i. Does the calendar sync with the calendar feature on Google Apps for Education? Section 2 - Curriculum Development and Lesson Planning 1. Does the district have the ability to create and store a robust Learning Object Repository (LOR) inside your system? a. Can the LOR include teacher created content uploaded in a variety of formats still visible within the system? b. Can the LOR include publisher created content seamlessly brought into the system? i. Identify publisher partners. c. Can the LOR include creative commons and other content seamlessly brought into the system? d. Does the LOR have the ability to organize learning objects into curriculum guides and instructional plans? e. Can the LOR objects be tagged and color coded in various formats? i. Florida Standards ii. 21st century skills iii. subject area iv. cognitive complexity or depth of knowledge v. teaching strategy vi. delivery method vii. lexile level viii. grade level recommendation ix. ability to modify to meet changing needs f. Describe how users search stored content in LOR. i. Can they search by all categories previously identified? g. Describe user’s ability to easily share resources within the system. h. Describe the integration, storage, and launching of the following content or files into a LOR. i. Discovery Education ii. Nearpod iii. SCORM iv. AICC v. Tin Can vi. HTML 5 vii. Java viii. Flash ix. Quicktime files x. PDF’s xi. Microsoft Office Documents (Word, Excel, PPT) xii. Apple Suite Documents xiii. Adobe CS6 Files Learning Management System#14150024P
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xiv.
2.
3. 4.
5. 6. 7. 8. 9. 10.
11. 12. 13.
Media 1. Facebook 2. Twitter 3. Instagram 4. YouTube Describe how the system incorporates various publishers created content licensed to the district into lessons and courses? a. List the various compatible publishers. Can Florida Virtual School courses be imported into your system and used by students in Florida? Does the user have the ability to align to Florida Standards? a. Can the system allow Florida Standards alignment and tagging to all content and assessment items, allowing for updating standards as they change? b. Can Florida Standards be aligned to lessons or content yet hidden from live view? c. Do you have interoperability with CPALMS? Describe the ease of course creation and uploading process for files into the system. a. Describe the mass upload process/capabilities. Describe the file organization and management component of your platform. Describe the multimedia functionality that can be added into a lesson or course. Describe the interactive tools available to create lessons/content. Do users have the ability to add images and change the color or theme of folders/files/modules/etc.? Describe user’s functionality of sharing created content. (Lessons, courses, portions of courses, assessments, etc.) a. Between courses b. Between users c. Inside a single course Describe the available sandbox area, demo view, and functionality for course creation and exploration. Can the product be customized with SCPS colors/logo and the look be tailored to the district? Describe the ability to export created content and courses.
Section 3. Access and Accessibility 1. Must be able to provide access to all users in the district. a. All district employees, students, & parents. 2. Is your product platform agnostic? a. Windows/Mac b. Modern browser agnostic: Chrome, Firefox, Safari, and Internet Explorer. 3. Is your platform device agnostic? 4. Describe the app/mobile access to your system. a. Are there functionality limitations to the mobile version of your system? 5. Describe the access to your system without being connected to the internet. 6. Do outside of SCPS users have access to the system? a. Describe functions available to outside users. b. If given permission, can they add content, comment on discussions, or instruct a course? 7. Describe ability to assign roles to various admin level users. a. Describe the ability to assign administrators to a select group of courses. 8. Describe your ability and flexibility to allowing students in courses created by various instructors regardless of role at the site. 9. How does your solution ensure the highest degree of student privacy. (FERPA) 10. Is there detailed student system tracking available? (log in, log out, time accessed, last accessed, etc.) 11. Describe the tracking and analytics features in your system. 12. Describe the various roles of users in your system. 13. Describe your system update procedures and processes.
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RFP#14150024P Attachment - 3
Learning Management System (LMS) Technical Specifications Questionnaire Section 1. Interoperability 1. Describe the method of hosting for your system. (cloud, external or internal sever) 2. With whom do your system have deep integrations and interoperability? 3. Describe the accessibility of your platform to students 24/7/365. 4. Describe your interoperability and integration with the following systems a. Skyward – Student Information System (SIS) i. Attendance ii. Gradebook iii. Batch enrollment b. Microsoft Office 365 i. E-mail ii. Calendar c. Google Apps for Education d. PeopleSoft e. Discovery Education f. EdInsight g. Pearson h. Houghton-Mifflin Harcourt i. McGraw Hill j. Various other publishers 5. 6. 7. 8.
Describe the flexibly for users to be assigned to courses regardless of SIS interoperability and assigned role. Describe the ability of your system to support LIIS compliance. Describe the ability of your system to support Common Cartridge. Describe the ability of your system to support LTI.
Section 2. Technical Specification Requirements 1. The following specifications assume that a cloud-based solution is being pursued for the Seminole County Public Schools LMS: a. Must allow for ADFS (Active Directory Federation Services) and SSO (Single Sign-On) based authentication of our AD user accounts b. Must be able to interface with an existing Progress-based Skyward database server c. Must be able to interface with an existing SQL Server-based Skyward replication database server d. Must have support for a CSV file to automatically create accounts and courses. (As an alternative, do you have an API available for use?) e. Must have support for an SFTP repository to securely transfer CSV files. f. Must have a method for district Information Services staff to monitor and report on errors with CSV file uploads. 2. Describe how you ensure the security of student and staff data in compliance with federal and state statutes. a. Please address physical data storage location and remote access.
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RFP#14150024P Attachment - 4
Learning Management System (LMS) Migration, Training and Project Implementation Plan Questionnaire Section 1. Migration 1. Describe the course migration process from the current system. 2. Describe the level of support for migrating the elementary virtual school curriculum, SADL, we have built in our current LMS. 3. Who has the primary responsibility for migration? 4. Describe your background in migrating from legacy systems to your system. Section 2. Training 1. Do you have a training/professional development program? a. Describe the proposed training and professional development implementation for district adoption of your system. b. Describe the training and professional development options available for continuous support. c. Describe the training resources/documents provided to districts. d. Describe the methodology of training/PD. e. Describe on-demand training/PD including free tutorials, webinars, and updated training for different system level users. f. Describe prerecorded training/PD. g. Describe training/PD specifically for parent users in the system. Section 3. Project Implementation Plan 1. Describe and provide supporting documents for the proposed project implementation plan for your Learning Management System (LMS) in order to meet the following milestones/timeline: a. November 18, 2014: Tentative Board Approval of Contract b. January 5, 2015: SBSC should have the ability to begin utilizing the LMS and start migration. Utilization of the LMS should include course creation, planning, and development. In addition, professional development and training should commence. c. Full implementation shall be completed by July 31, 2015.
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RFP#14150024P Attachment - 5
Learning Management System (LMS) Fee Schedule Questionnaire The fee schedule proposed for the services as outlined in this Request for Proposal and clarified through addenda. List any relevant services that are within the scope of services outlined in this solicitation. This is the initial pricing. The short listed firms will be provided the opportunity to submit a Best and Final Fee Schedule as defined in Section VI, 3, B, Finalist Presentations / Best and Final Offers. 1. Provide a comprehensive five (5) year cost of ownership by module, including all license fees, implementation fees, annual support and maintenance fees, and training. 2. Describe the pricing structure(s) for the proposed solution and identify the availability of tiered pricing based on functionality and/or a package price per user. 3. Provide an extended pricing strategy for long term pricing such as an annual increase based on the Consumer Price Index, or a fixed increase per year, or other alternative defined approach.
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RFP#14150024P ATTACHMENT – 6
DRUG FREE WORKPLACE
Preference shall be given to businesses with drug-free workplace programs. Whenever two or more bids which are equal with respect to price, quality, and service are received by the State or by any political subdivision for the procurement of commodities or contractual services, a bid received from a business that certifies that it has implemented a drug-free workplace program shall be given preference in the award process. Established procedures for processing tie bids will be followed if none of the tied vendors have a drug-free workplace program. In order to have a drug-free workplace program, a business shall: 1)
Publish a statement notifying employees that the unlawful manufacture, distribution, dispensing, possession, or use of a controlled substance is prohibited in the workplace and specifying the actions that will be taken against employees for violations of such prohibition.
2)
Inform employees about the dangers of drug abuse in the workplace, the business’s policy of maintaining a drug-free workplace, any available drug counseling, rehabilitation, and employee assistance programs, and the penalties that may be imposed upon employees for drug abuse violations.
3)
Give each employee engaged in providing the commodities or contractual services that are under bid a copy of the statement specified in subsection (1).
4)
In the statement specified in subsection (1), notify the employees that, as a condition of working on the commodities or contractual services that are under bid, the employees will abide by the terms of the statement and will notify the employer of any conviction of, or plea of guilty or nolo contendere to, any violation of Chapter 893 or of any controlled substance law of the United States or any state, for a violation occurring in the workplace no later than five (5) days after such conviction.
5)
Impose a sanction on, or require the satisfactory participation in a drug abuse assistance or rehabilitation program if such is available in the employee’s community, by any employee who is so convicted.
6)
Make a good faith effort to continue to maintain a drug-free workplace through implementation of this section.
As the person authorized to sign the statement, I certify that this firm complies fully with the above requirements.
Proposer’s Signature:
Printed Name/Title:
Company Name:
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RFP#14150024P ATTACHMENT- 7
REFERENCES Provide references of at least 3 entities for which you have provided similar services, (preferably Florida K-12 clients) for the past three (3) years. References shall include organization name, contact name, telephone number, fax number, and email address. Include a brief statement of service provided and effective dates. Reference # 1 Client Name: City / State:
Contact Name: Phone #:
Fax #:
Email: Products / Services Provided: Date(s):
Reference # 2 Client Name: City / State:
Contact Name: Phone #:
Fax #:
Email: Products / Services Provided: Date(s):
Reference # 3 Client Name: City / State:
Contact Name: Phone #:
Fax #:
Email: Products / Services Provided: Date(s):
Reference # 4 Client Name: City / State:
Contact Name: Phone #:
Fax #:
Email: Products / Services Provided: Date(s):
Proposer’s Signature:
Printed Name/Title:
Company Name:
Learning Management System#14150024P
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ATTACHMENT 8 DRAFT AGREEMENT THIS AGREEMENT is made and entered into as of this 18th day of November 2014, by and between THE SCHOOL BOARD OF SEMINOLE COUNTY, FLORIDA (hereinafter referred to as “SBSC”), a body corporate pursuant to s. 1001.40, Florida Statute, whose principal place of business is 400 East Lake Mary Boulevard, Sanford, Florida 327737127 and XXXXXXXXX(hereinafter referred to as “Contractor”), whose principal place of business is XXXXXXXXXXX. WHEREAS, SBSC desires to contract with the Contractor for the provision of a district wide Learning Management System (LMS), and WHEREAS, Contractor has submitted a proposal in response to Request for Proposal #14150024P that meets the requirements of the SBSC. NOW, THEREFORE, in consideration of the premises and of the mutual covenants contained herein and other good and valuable consideration, the receipt and sufficiency of which is hereby acknowledged, the Parties hereby agree as follows:
1.0 SPECIAL CONDITIONS 1.1
TERM OF AGREEMENT. The term of this Agreement shall commence on November 18, 2014 and continue for sixty months concluding on November 17, 2019, unless amended, terminated or extended in accordance to the terms herein.
1.2
SCOPE OF SERVICES. The scope of services to be provided are outlined in the documents listed below and identified herein. In the event of a conflict, the order of precedence shall be as follows: 1.2.1 1.2.2 1.2.3 1.2.4
2.0
Request for Proposal issued by SBSC. Best and Final Fee Schedule provided by Contractor. Oral Presentation Material provided by Contractor. Written Submittal provided by Contractor.
1.3
CONTRACTOR’S RESPONSIBILITIES.
1.4
SBSC RESPONSIBILITIES.
1.5
PAYMENT & COMPENSATION.
GENERAL CONDITIONS 2.1 Insurance. The Contractor will carry and maintain as a minimum the following coverage from a qualified and reputable insurance carrier: (a) General Liability: $1,000,000 per occurrence and $2,000,000 aggregate, combined single limit covering bodily injury, property damage, personal injury, premises, operations, products, completed operations, independent Agents, and contractual liability; (b) Automobile insurance: $1,000,000 per occurrence and (c) Workers’ compensation insurance where applicable. The Contractor will provide prior to commencement of work, and attached to this agreement, certificates evidencing The School Board of Seminole County Florida as an additional insured for such coverage. 2.2 Entire Agreement. This document incorporates and includes all prior negotiations, correspondence, conversations, agreements and understandings applicable to the matters contained herein and the parties agree that there are no commitments, agreements or understandings concerning the subject matter of this Agreement that are not contained in this document. Accordingly, the parties agree that no deviation from the terms hereof shall be predicated upon any prior representations or agreements, whether oral or written.
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2.3
Amendments. No modification, amendment, or alteration in the terms or conditions contained herein shall be effective unless contained in a written document prepared with the same or similar formality as this Agreement and executed by each party hereto.
2.4
Preparation of Agreement. The parties acknowledge that they have sought and obtained whatever competent advice and counsel as was necessary for them to form a full and complete understanding of all rights and obligations herein and that the preparation of this Agreement has been their joint effort. The language agreed to herein express their mutual intent and the resulting document shall not, solely as a matter of judicial construction, be construed more severely against one of the parties than the other.
2.5
Waiver. The parties agree that each requirement, duty and obligation set forth herein is substantial and important to the formation of this Agreement and, therefore, is a material term hereof. Any party’s failure to enforce any provision of this Agreement shall not be deemed a waiver of such provision or modification of this Agreement. A waiver of any breach of a provision of this Agreement shall not be deemed a waiver of any subsequent breach and shall not be construed to be a modification of the terms of this Agreement.
2.6
Compliance with Laws. Each party shall comply with all applicable federal and state laws, codes, rules and regulations in performing its duties, responsibilities and obligations pursuant to this Agreement.
2.7
Binding Effect. This Agreement shall be binding upon and inure to the benefit of the parties hereto and their respective successors and assigns.
2.8
Severability. In case any one or more of the provisions contained in this Agreement shall for any reason be held to be invalid, illegal, unlawful, unenforceable or void in any respect, the invalidity, illegality, unenforceability or unlawful or void nature of that provision shall not effect any other provision and this Agreement shall be considered as if such invalid, illegal, unlawful, unenforceable or void provision had never been included herein.
2.9
Notice. When any of the parties desire to give notice to the other, such notice must be in writing, sent by U.S. Mail, postage prepaid, addressed to the party for whom it is intended at the place last specified; the place for giving notice shall remain such until it is changed by written notice in compliance with the provisions of this paragraph. For the present, the Parties designate the following as the respective places for giving notice:
To SBSC:
With a Copy to:
Superintendent of Schools The School Board of Seminole County, Florida 400 Lake Mary Boulevard Sanford, FL 32773-7127 (insert alternate attention) The School Board of Seminole County, Florida 400 Lake Mary Boulevard Sanford, FL 32773-7127
To {insert short name of company, title and Address} 2.10 Captions. The captions, section numbers, article numbers, title and headings appearing in this Agreement are inserted only as a matter of convenience and in no way define, limit, construe or describe the scope or intent of such articles or sections of this Agreement, nor in any way effect this Agreement and shall not be construed to create a conflict with the provisions of this Agreement. 2.11 Authority. Each person signing this Agreement on behalf of either party individually warrants that he or she has full legal power to execute this Agreement on behalf of the party for whom he or she is signing, and to bind and obligate such party with respect to all provisions contained in this Agreement. 2.12 Excess Funds. Any party receiving funds paid by SBSC under this Agreement agrees to promptly notify SBSC of any funds erroneously received from SBSC upon the discovery of such erroneous payment or overpayment. Any such excess funds shall be refunded to SBSC with interest calculated from the date of the erroneous payment or overpayment. Interest shall be calculated using the interest rate for judgments under Section 55.03, Florida Statutes, applicable at the time the erroneous payment or overpayment was made by SBSC.
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IN WITNESS WHEREOF, the Parties hereto have made and executed this Agreement on the date first above written.
THE SCHOOL BOARD OF SEMINOLE COUNTY, FLORIDA
(Insert legal name of Contractor)
By________________________________ , Chairman
By________________________________
ATTEST:
Printed Name / Title
By __________________________________ , Superintendent
Date
Date
Learning Management System#14150024P
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EXHIBIT I
SCPS—Learning Management System (LMS) Data Flow
Active Directory CURRICULUM SYSTEMS
SKYWARD/SKYWARD MIRROR (SQL Server)
Amplify
Horizons
Cayen
iReady
Clever
Springboard
PeopleSoft HR
DOE SSO SRI (SAM)
ConnectEd
Diebels
Success Net
New LMS
DimensionM
Success Net Plus
Discovery
Success Maker
FAIR
Think Central (Alg 1)
FCAT Explorer
Think Central (Secondary)
GoMath (Think Central)
Typing Agent
EdInsight Google Apps for Education
Office 365
PD Place
Stoneware Portal
