Illinois Secretary of State
Department of Personnel
Request for Information Computer Assisted Testing System
July 15, 2013
Illinois Secretary of State
Overview The Office of the Illinois Secretary of State (ILSOS) administers civil service examinations to qualify applicants for employment in certain titles with this Office. The ILSOS currently administers approximately 30 different examinations. These tests primarily consist of multiple choice and true/false types of questions; although other questions types may be desired in the future. We also assess performance skill related to keyboarding or data entry as a qualifier to some examinations; test takers must perform at a minimum Net Words per Minute in order to be eligible to receive a grade on such tests. ILSOS is seeking to automate these examinations and combination tests to test applicants via computer (no touch screen or kiosk solutions), with grade notices issued instantaneously to the applicant and test data exported to the ILSOS systems. Purpose The purpose of this RFI is to provide an opportunity for vendors with existing or emerging technologies for Computer Assisted Testing Systems to demonstrate solutions that can assist the Illinois Secretary of State with the administration of the Department of Personnel’s examinations. This is a preliminary fact-finding process for the purpose of obtaining information of new and innovative services and/or products. This RFI is not a solicitation for proposals or for cost information that is specific to Illinois. The demonstrated system must be able to integrate with our systems. ILSOS will send information to the test system and the test system must be able to download to the applicant database for the information to be maintained. Our systems are comprised of an IBM enterprise server running zOS mainly serving COBOL applications utilizing DB2 databases. Our distributed environment is on an AIX platform running WebSphere and accesses the DB2 databases via the enterprise server. The ability to integrate is a requirement to participate in the RFI, although we do not expect vendors to integrate for RFI demonstration purposes. ILSOS has the following goals for a computer based test system: Implement statewide, initially Chicago and Springfield test sites. Manage the entire system internally using ILSOS staff and job experts. Utilization of test development and test administration software must not require programming capability. Manage system members and user permissions. Must include customizable Item Bank Organizational structure minimum of 4 levels deep, ability to control naming conventions at each level Unique item code for every item generated Ability to store auxiliary data (text, image, audio, video) that may be used in conjunction with one or more test items Ability to store peripheral information pertaining to test items; for example, relevant dates, origination information, tests where used, name of developer, etc. Items to be provided/entered by ILSOS or its agents Test Generation parameters Ability to save, name and use unique tests, two levels deep – Test 1 (Form A), Test 1 (Form B) 2
Illinois Secretary of State
Test Bank for all saved tests, including archive file structure Ability to control randomization at each level – section, item, response; effectively allowing for ability to control question order within test Allow for tests based on pulling random items from assigned test pools Ability to administer Pass/Fail or Category Graded (A, B, C) examinations Test Administration parameters Ability to pull or push tester information – to include authentication Ability for proctor to assign tests to stations remotely Ability to print paper tests on demand Test Queue: pre and post test Means to easily navigate test and ability to review completed/scored examination – no correct answers provided Ability to add data to test result record (ex., Veterans’ Preference, performance score) Opportunity for system orientation - tutorial Reports Reporting tools capable of generating customizable grade notices - automated printing capability Customizable administration, exam, item and response statistics Store test administration history and export relevant data to ILSOS systems. Administer and score integrated “performance” exams (keyboarding, data entry) – optional Ability to manage “interruption of service” situations Support Depending on the solution, ILSOS could support the hardware or the vendor could include hardware support as part of a long term support agreement. The support agreement should include technical support, software updates, validation and translation of new content, etc. RFI Submission Content Each respondent is asked to submit an executive summary describing the content and scope of their planned solution. Extensive, detailed proposals are not required or preferred. The executive summaries will be reviewed to determine if the solution will meet the requirements of the RFI in terms of scope and content. Executive summaries should not exceed 5 pages. Based on review of responses, on-site demonstrations or presentations may be requested. We prefer demonstrations as opposed to slide presentations. The response content must also include a primary contact for questions or further information. If possible, contact information for other organizations that have used the recommended solution would be appreciated. RFI Schedule RFI release – July 15, 2013 RFI questions deadline – July 29, 2013 Response deadline – August 1, 2013 at 2PM CT Review of Responses - August 2, 2013 – August 15, 2013 Registration for demonstrations – August 16 & 19, 2013 Demonstrations – September 10 & 11, 2013 3
Illinois Secretary of State
Vendor Demonstrations Vendor demonstrations will be held in Springfield, Illinois. Registration is required. ILSOS will review the submitted information and will contact those vendors who are selected for demonstrations. The vendor demonstrations are anticipated to last 1 – 2 hours, but more time may be requested at the time of registration. Submission of Questions Any questions that are submitted for this RFI are to be of a generic nature regarding the process and components listed. Questions of a detailed and technical nature are not part of this RFI. In order to assure complete and equitable review of all submissions, respondents/vendors and their agents are asked to not disclose any information related to their submission to any Illinois Secretary of State employee without prior written approval of the SOS Purchasing Manager. Questions must be submitted no later than ________________________. Submissions Liabilities All submitted supporting documentation will become the property of the Purchasing Division of the Illinois Office of the Secretary of State unless otherwise requested by the Vendor, and will be kept confidential upon request to the extent allowed by law. Portions of submissions for which confidentiality is requested must be explicitly identified. This RFI does not require submission of any proprietary or trade secret information. The ILSOS will not enter into non-disclosure agreements. The Purchasing Division of the Office of the Illinois Secretary of State reserves the right to reject, return and not review any submissions under this RFI regardless of if they do or do not meet the provisions in this RFI. This RFI does not create any obligation on the part of the Purchasing Division of the Office of the Illinois Secretary of State to respond to or review submissions, issue any procurement documents or contracts, or undertake any other obligation. The ILSOS will not produce or distribute a final report or evaluation of systems as a result of this RFI. The respondent will absorb any and all costs related to responding to this RFI. Cost and responsibility for return shipping of hardware, software, or any other sample items provided by the Vendor to the ILSOS shall be the responsibility of the Vendor, not the State of Illinois, or more specifically, not the Office of the Illinois Secretary of State. Vendors who do not participate in this RFI will not be prohibited from responding to future related procurement opportunities, should that occur. Response Protocol and Vendor Contact All responses and questions regarding this RFI should be addressed in writing or electronic mail: Amy Lutz Office of Budget and Fiscal Management Office of the Illinois Secretary of State 501 South Second Street, Howlett Bldg. Room 124 Springfield, Illinois 62756
[email protected]
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