Solicitation Title: Online Proctoring Solution Solicitation

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1/10/2014

Solicitation Title: Online Proctoring Solution Solicitation #: ES-RFP-54300-778 Name of Document: SPECIFICATIONS Kennesaw State University is seeking to purchase an Online Proctoring solution. The Vendor must offer (but is not limited to) the following features as outlined below. For each of the requirements listed below the supplier must: State clearly whether or not they meet the requirement Describe in detail how they meet the requirement Provide supporting documentation where applicable 1. Critical Needs 1.1. The proposed system must be compatible with all current Windows and OSX Operating systems, as well as Windows, IOS, and Android mobile devices. 1.2. The proposed system must support SSO for authentication (CAS/SAML/LDAP/AD) and an enterprise directory service for authorization (LDAP/AD). The system must support LDAP Version 3 and/or CAS for single sign-on and attribute utilization (SAML or LDAP). 1.3. The proposed product must have been implemented in a higher education environment for more than two years at an institution with enrollments equal to or above 25,000 students. 1.4. Vendor must provide 24/7 registration and tech support. 1.5. Product must provide a smooth workflow process for Administration, Faculty, Student and Bursar office. (Vendor must provide diagrams and/or workflow). 1.6. Ability to delineate different user classifications among one group-with different permissions and work flows. i.e. self-pay students vs. university pay students (Vendor must provide diagram and/or workflow of each). 1.7. Offeror must demonstrate the entirety of the workflow from faculty set-up request, student registration, and student records: outflow of data, records and reporting. 1.8. Proposed solution must be entirely browser based and support all current versions of popular web browsers (IE/Firefox/Chrome/Safari) and one previous version. 1.9. Proposed solution must have the ability to customize the login page and additional pages as necessary to give a Kennesaw State University look and feel. 1.10. Vendor must describe whether the proposed system has java dependencies. If so, vendor to describe in detail how vendor will ensure capability across a variety of client platforms and versions. 1.11. Proposed solution must include; ease of use, seamless virtual process from first point of contact through completion, student plugins minimized, clarity of instructions/documentation to include all users, and all steps in the workflow. 2. Authentication, Rights, and Security 2.1. With contract award, vendor agrees to sign and return the Data Confidentiality Addendum. 2.2. The proposed system will function in compliance with KSU's Enterprise-Wide Technical Architecture (EWTA). 2.3. The vendor agrees to support at no additional costs any configuration and/or customization Page 1

changes for KSU that are affected by subsequent solution upgrades and releases. 2.4. The vendor must have established strategies for back-up archiving and disaster recovery associated with the proposed system. 2.5. Vendor must explain in detail verification for security. 2.6. Describe in detail permissions, roles and groups within the system. 3. Critical Interfaces 3.1. Application Web Interface for Technicians, Admins, Faculty and Students. 3.2. Banner – Vendor must provide in detail, how does the system receive and provide information to the Student Information System used by the University. 3.3. Touchnet - Vendor must provide in detail, information regarding how the system will or can integrate with Touchnet for payments. 3.4. Vendor must provide in detail information regarding how payments are processed and reported. 3.5. Vendor must provide in detail information regarding how and who will collect the money. 3.6. Provide information on the data elements that the University will need to provide as a part of the interface/data feed. 3.7 Provide information on the data elements that can be exported from the system for use in the Student Information system. 3.8 Vendor must describe the method used for transferring data to and from the University. 4. Critical Reporting Needs: 4.1. Vendor must provide Real-time reporting (e.g. 30 minutes) 4.2. Vendor must provide in detail information regarding Ad-Hoc reporting. 4.3. Vendor must provide daily delivery/receipts. 4.4. Student registration; Proposed system must include early alert indicator for students on submitted list that do not register – auto notification of deadline to register – number registered by day, time, faculty, user group. (Online, on-campus, athletic, etc.) 4.5. Completion versus non-completion. 5. Service: 5.1. Vendor must provide self-service options that are available to Faculty and administrators. a) Vendor must submit detail instructions on how to set-up or upload exams. 5.2. Vendor must provide detailed information regarding the following capabilities; a) Video Storage capabilities b) Archived proctored exams; storage, length of time and location c) Provide information on who can review proctored exams. d) Technology requirements for students to access vendor system. 5.3. Vendor must provide a detail explanation regarding unused usage. 5.4. Vendor must provide in detail payment options that are available to students. 5.5. Vendor must provide the following in regard to exam scheduling options for students; a) Vendor to provide in detail the number of exams available to students at one time. b) Vendor to provide in detail the number of exams a student can schedule at one time. 6. Implementation and Project Management: 6.1. Describe vendors’ standard lead time from receipt of order through complete installation and implementation of proposed solution. 6.2. The Vendor must provide a detailed project implementation plan to include, but not limited to: a) Planning and Analysis, b) Design, Development and Testing, c) Operational/go live, d) Project timeline including a narrative describing the project plan, contractor's committed resources, expected KSU resources, and time commitments for the desired Page 2

"Go-live" date. 7. Administration, Support and Maintenance: 7.1. Provide a detailed process flow for how KSU would resolve a performance related issue/incident (i.e. slow response) related to the hosted solution (if applicable). Include levels of escalation and indicate third party entities being engaged (ISO or Hosting facilities). Also provide average response times. 7.2. The proposed solution will keep up with new releases of browsers (mobile, PC, or Mac), operating systems, and Adobe Acrobat. 7.3. The proposed solution securely removes temporary files, cookies, etc. in local workstations at the end of each session. 7.4. The system includes a separate Test and Production environment or allows for testing within the Production environment without incurring transaction and/or signature fees. 7.5. Describe in detail the standard technical support Service Level Agreement for the proposed solution. 7.6. Describe in detail, your annual release schedule and any planned enhancements associated for the proposed solution. 7.7. Describe the various technical support provided for the service, including the following: a) Days and hours of operation (using Eastern Time zone) b) Methods of interaction (phone, fax, email, web-enabled knowledgebase, etc.) c) Any limits in the use of a service program, d) Service/support standards. Include the Vendor's service/support level agreements(s) and mission statement, e) Identification of the individuals, who will act as contacts for the University, f) Describe company approach to supporting business intelligence software maintenance activities such as production support, bug fixes, enhancements, and prioritization and escalation, g) Vendor to describe in detail strategies for back-up and disaster recovers, h) Vendor to describe in detail companies process for the following;  Issuing Maintenance releases and patches  Maintenance of customizations and/or configurations during upgrades.  Processes and tests are verified in regards to the performance of the proposed system. 7.8. A manual or reference document must be provided that can be referred to when troubleshooting. 7.9. The Vendor must describe the type of training that is recommended, provided, and required with the initial software purchase and with any future application purchases thereafter. The training requirements must be clearly defined in the proposal and must identify the following: a) Whether the training is provided on or off-site b) Length of the training (in hours) that both the supplier and University will need to dedicate to the project separated into the following categories:  Leading up to and including implementation and initial configuration  Training, training materials, and training environment  Post-implementation support with an estimated number of hours/month c) Key individuals providing the training d) Requirement of end-user and system administrators e) Limitation on the number of participants f) Key objectives identified during the training program Page 3

g) h) i) j)

All travel expenses must be included in bid. Description of the fee structure for training and materials Description of any plans to partner with another vendor to meet training needs Recommendations or requirements for ongoing training

8. Business Requirements: 8.1. The software must be scalable to meet the needs of the continued expansion of the University. 8.2. Vendor must provide three (3) references and description of work implementing an enterprisewide solution in a higher education environment (with FTE at or over 25,000). 8.3. Describe, in detail, how the proposed solution is scalable to an enterprise wide solution. 8.4. By submitting a response, Offeror acknowledges its acceptance of the RFP specifications and the contract terms and conditions without change except as otherwise expressly stated in the submitted response. 8.5. Vendor must not submit any exceptions to KSU's terms and conditions in the form of attaching the company's standard terms and conditions. If Offeror takes exception to a contract provision, the bidder must state the reason for the exception and state the specific contract language it proposes to include in place of the provision. Any exceptions to the contract must be uploaded and submitted as an attachment to the Offeror’s response. Proposed exceptions must not conflict with or attempt to preempt mandatory requirements specified in the RFP. 8.6. Vendor must complete and submit the requested documentation that is indicated on the Checklist located in the Documents section on the GPR. 9.

Invoicing and Billing Requirements: 9.1. Kennesaw State University is a state entity is solely responsible for the payment of all invoices for goods, equipment, and services ordered under the state payment terms. Suppliers should maintain separate accounts and records for Kennesaw State University. KSU will not pay any invoice without a corresponding purchase order and affirmation of receipt and acceptance such as a delivery receipt or receiving report as applicable. Therefore, any shipment made prior to the receipt of a purchase order is made at the supplier’s sole risk. 9.2. Vendors are required to promptly present an accurate invoice in accordance with the terms of the contract for goods and services performed or delivered. The name and address of Kennesaw State University must be shown on each purchase order or contract. Invoices must be rendered in the number of copies required by the purchase order or contract and issued to Kennesaw State University no later than five business days after delivery is made or as otherwise stated in the contract. Invoices and statements should include the following information: a) Supplier name, address, and tax I.D. number b) Purchase order number c) KSUs name, address and zip-code d) Item description and line number, e) Quantity, unit, unit price, and extension for each item, f) Invoice number and invoice total, g) Discount, if applicable, h) Date of order and shipping date, and i) Back order amount, if any, and shipping date.

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