REQUEST FOR PROPOSAL - Fort Lewis College RFP TED Assessment... · REQUEST FOR PROPOSAL FLC RFP...
Transcript of REQUEST FOR PROPOSAL - Fort Lewis College RFP TED Assessment... · REQUEST FOR PROPOSAL FLC RFP...
1 July 22, 2015
REQUEST FOR PROPOSAL
FLC RFP #3162
ADDENDUM #1
Assessment Management Software including
Teacher Education Assessment
Management Software
Due:
2:00 PM
August 5, 2015
2 July 22, 2015
I. Contents II. PURPOSE OF THE REQUEST FOR PROPOSAL ......................................................................................... 3
A. Statement of Need ............................................................................................................................ 3
B. Service/Product Requested .............................................................................................................. 3
III. INSTITUTIONAL BACKGROUND ............................................................................................................. 3
A. Current Technical Environment ........................................................................................................ 4
IV. FLC CONTACT INFORMATION ........................................................................................................... 6
V. PROPOSAL SUBMISSION ....................................................................................................................... 6
A. Due Date ........................................................................................................................................... 6
B. Schedule ............................................................................................................................................ 6
C. Proposal Submission ......................................................................................................................... 7
1. Executive Summary ....................................................................................................................... 8
2. Company Overview ....................................................................................................................... 8
3. Project Team Staffing .................................................................................................................... 8
4. Scope, Approach, and Methodology............................................................................................. 9
5. Functional Requirements .............................................................................................................. 9
6. Detailed and Itemized Pricing ..................................................................................................... 12
7. Acceptance Period ...................................................................................................................... 12
8. Fort Lewis College Contract and Special Provisions .................................................................... 12
9. References .................................................................................................................................. 13
10. Security ................................................................................................................................... 13
11. Data Ownership and Privacy. .................................................................................................. 13
12. Hardware and Software .......................................................................................................... 13
13. Data Integration ...................................................................................................................... 13
14. Identity Management, System Authentication and Authorization......................................... 13
15. Data backup and Business Continuity ..................................................................................... 14
16. ADA Compliance ...................................................................................................................... 14
17. Optional Products, Modules, and Services ............................................................................. 14
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II. PURPOSE OF THE REQUEST FOR PROPOSAL A. Statement of Need
Fort Lewis College is seeking to purchase an electronic platform, to collect and manage data and
processes related to outcomes assessment, accreditation, and strategic planning. In addition, Teacher Education is currently seeking a system to manage their external accreditation requirements. Currently
Teacher Education is using custom built applications within the College Oracle/Banner system for
teacher assessment and state certification tracking. For College assessment the Office of Assessment is currently using a combination of homegrown systems located in the college wiki. This system has
helped organize information, however it is little more than a document repository. To continue to improve assessment processes, the Office of Assessment requires a system that will allow for workflow
management and documentation associated with assessment, planning, and accreditation activities.
This system must include a robust reporting capability that will support continuous improvement initiatives at the program level as well as external accreditation activities.
Both systems are cumbersome to use and are not meeting the needs of the institution or the Teacher
Education department. New systems will help further Fort Lewis College’s strategic plan by allowing
faculty to use outcomes-based assessment data to gauge effectiveness and assure consistent quality across campus. The College goal is to establish a customizable, institution-wide platform to centrally
store, manage, and track assessment information across the institution and its departments, programs,
and courses.
B. Service/Product Requested
This RFP is primarily for a cloud based Teacher Education Assessment Management solution to manage
up to 350 students. Only systems which are considered Software As a Service or Cloud based will be
considered. FLC will entertain additional modules which would meet the overall college assessment
needs.
Proposals should address the following business requirements (more detail to follow in the “Deliverables” section below):
Assessment Planning & Management
Faculty Credentials
Portfolio and Performance Assessment
Integration with Canvas LMS
Support and Training
Reporting Capabilities
Field Placement Management
Integration / Data Exchange
III. INSTITUTIONAL BACKGROUND
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Fort Lewis College is a selective public liberal arts college located in Durango, Colorado. We are
committed to accessible and high quality baccalaureate education, and our hallmarks are remarkably close relationships between students and faculty, the freedom of intellectual exploration, and the
challenge of experiential learning. Our 4,000 students come from 50 states, 17 countries, and 145
American Indian tribes and Alaskan Native villages. With its rich cultural heritage, Fort Lewis College is a great place to learn and work. Fort Lewis College is a member of the Council of Public Liberal Arts
Colleges and is accredited by the Higher Learning Commission of North Central Association of Colleges and Schools.
Durango, the hub of Southwestern Colorado, is a thriving multicultural community set along the
beautiful Animas River Valley. Averaging 300 sunny days per year and situated at 6,500 feet between
the foothills of the San Juan Mountains and the headwaters of the Colorado Plateau, Durango is renowned for its outdoor opportunities. In the winter, Durango Mountain Resort, Wolf Creek Ski Area,
Telluride Ski Resort, and Taos Ski Valley are all within easy drives, and backcountry skiing, snowboarding,
and snowshoeing are easily accessible. In warmer seasons, hiking, biking, river running, golfing, and
fishing can be enjoyed right downtown. Durango itself is a small, friendly, historic town of 15,000, and is
the seat of La Plata County, with a population of 50,000. Durango features numerous dining, shopping,
and cultural amenities usually associated with larger urban areas, and is connected by major airlines
directly to Denver and Phoenix.
A. Current Technical Environment
Solutions will be evaluated upon how well they integrate with and into the current FLC technical
environment. Fort Lewis College campus is fully networked with Ethernet and Wireless connectivity to every residence hall room, office space, and classroom. FLC is connected to the Internet and Internet II
by three 300Mbs Ethernet connections directly to the Front Range GigaPop (FRGP) and a Durango ISP
and a third ISP via Albuquerque.
Current Software and Cloud Environment:
Accessible Information Management LLC - Disability Services
AccuTrack
Active Directory LDAP
Advanced Informatics Evalue - Atheletic Training Assessment
Apache/Tomcat Web Servers
Automic Applications Manager
Blackboard Analytics – Student, Financial Aid, Advancement, Finance
Blackboard Transact - Card Management System
BMC Footprints
CAS - Open Source Single Sign-on
College Source - Uachieve Degree Audit
CollegeNET - 25Live
Conference Programmer
Confluence Wiki
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DigArc - Curriculog Curriculum Management
DigArc - Acalog Catalog Management
Dot Net Nuke - CMS
Dublabs - Mobile Application
e2Campus - Emergency Alert System.
EAB - Student Success Collaborative
Ellucian Banner Administrative Information System (ERP) o Accounts Receivable o Advancement o Finance o Financial Aid o General Web o General o Payroll o Position Control (HR) o Student o TouchNet Banner Connect o WebTailor
Evisions - Argos Reporting
Exchange 2013
Gap Technologies - online course evaluations
InCommon - IDM federation and SSL Certs.
Instructure - Canvas LMS
Internet2 and Net+
ListServ
Maxient - Conduct Manager
Microsoft Office 365
Microsoft Server
MS SQLServer
OpenDNS
Oracle databases – Campus EE License
Oracle WebLogic/Fusion Middleware 11g
Pharos print management system.
RedHat Enterprise Linux
Runner Technologies - Clean Address
Shibboleth - Federated Single Sign-on
StarRez Residence Life Management
Symplicity - Career Services Employment System
Terra Dotta - Travel and Risk Management
TMA - Physical Plant Management
TouchNet - Payment Gateway Suite
TrustWave - PCI Compliance
Uportal - Enterprise Portal
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IV. FLC CONTACT INFORMATION
Administrative/Contractual Contact
Any questions concerning contractual terms and conditions or proposal format must be directed to:
Matthew McGlamery
Director of Information Technology
(970) 247-7065
Functional Contact
Any questions concerning functional requirements must be directed to:
Lisa Snyder
Director, Academic Effectiveness & Evaluation
(970) 247-7543
Technical Contact
Any questions concerning technical specifications, data integration or Statement of Work requirements
must be directed to either:
Matthew McGlamery
Director of Information Technology
(970) 247-7065
Purchasing Contact
Any questions concerning submittals or a resulting purchase order must be directed to:
Wayne Hermes
Director of Purchasing
(970) 247-7432
V. PROPOSAL SUBMISSION
A. Due Date
All material must be electronically submitted to [email protected] no later than 2:00 PM (MDT)
August, 5 2015.
B. Schedule
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The following is an estimate of the project timeline:
July 22, 2015 RFP Available to Vendors
August 5, 2015 Due Date for Proposals
August 5, 2015 – August 12, 2015 Evaluation Period
August 14, 2015 Anticipated Notification of Intent to Award
August 21, 2015 – September 14, 2015 Best and Final Negotiations, and Contract Management
September 21, 2015 Estimated Start Date
November 27, 2015 Estimated Project Acceptance
C. Proposal Submission
All Proposals must be submitted in electronic format. Duplicate paper proposals may also be included but are not required.
Award of the contract resulting from this RFP will be based upon the responsive Vendor whose offer will
be the most advantageous to Fort Lewis College in terms of:
Cost
Functionality
Vendor stability
Vendor ability to meet the schedule of events timeframe
System Security and Privacy
References
Conformance to RFP format and process.
Fort Lewis College reserves the right to:
Reject any or all offers and discontinue the RFP process without obligation or liability to any
potential vendor
Accept other than the lowest priced offer
Award a contract on the basis of initial offers received, without discussions or requests for best
and final offers
Negotiate a best and final offer after the award
Award more than one contract or vendor
Vendor’s proposals shall be submitted in several parts as set forth below. The Vendor will confine its
submission to those matters sufficient to define its proposal and to provide an adequate basis for Fort
Lewis College’s evaluation of the Vendor’s proposal.
Vendor’s proposals in response to this RFP will be incorporated into the final agreement between Fort Lewis College and the selected Vendor(s). The submitted proposals are suggested to include each of the
following sections:
1. Executive Summary
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2. Company Overview
3. Project Team Staffing 4. Scope, Approach, and Methodology
5. Requirements
6. Detailed and Itemized Pricing 7. Acceptance Period
8. Colorado State Contract 9. References
10. Security
11. Data Ownership and Privacy. 12. Hardware and Software
13. Data Integration
14. Identity Management, System Authentication and Authorization
15. Data backup and Business Continuity
16. ADA Compliance 17. Optional Products, Modules, and Services
The detailed requirements for each of the above-mentioned sections are outlined below.
1. Executive Summary
This section will present a high-level synopsis of the Vendor’s responses to the RFP. The Executive
Summary should be a brief overview of the engagement, and should identify the main features and
benefits of the proposed products and services.
2. Company Overview
Provide the following for your company:
Official registered name (Corporate, D.B.A., Partnership, etc.), Dun & Bradstreet Number,
Primary and Secondary SIC numbers
Address
Main telephone number
Toll-free numbers
Facsimile
Website URLs
Key contact name, title, address (if different from above address), direct telephone and fax
numbers
Person authorized to contractually bind the organization for any proposal against this RFP
Brief history, including year established and number of years your company has been offering
Enterprise Document Management Software solutions
3. Project Team Staffing
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Include biographies and relevant experience of key staff and management personnel. Describe the
qualifications and relevant experience of the types of staff that would be assigned to this project by providing biographies for those staff members. Some project staff members will have access to sensitive
student information; describe how your company qualifies employees to work with sensitive student
information.
4. Scope, Approach, and Methodology
This section should include a description of each major type of work being requested of the Vendor.
Information provided in this section may be held in strict confidence if requested. The proposal should
reflect each of the sections listed:
Hardware and software requirements (if applicable)
Project team list (including CV of team members)
Alliance/partnerships, if applicable, with other Vendors
Project implementation plan (including data migration from current system)
5. Functional Requirements
This section identifies key functional requirements as well as desired functionality. This list should not be
viewed as all-inclusive and the RFP decision may include criteria not explicitly defined in this section.
Provide documentation on how your proposed solution meets the following needs
Assessment Planning & Management Required features:
Document and manage learning outcomes, standards and other performance indicators at multiple levels within the institution
Align/map outcomes to other goals, standards, outcomes and objectives View mapped outcomes at various levels across the institution (e.g., program, department,
institution) for gap/frequency analysis Import pre-loaded regional (e.g., state, national) and disciplinary-specific standards Develop visual curriculum maps to align courses and other learning activities to outcomes Document planned assessments for each identified outcome without needing to re-enter an
outcome each time it is referenced (including over multiple assessment cycles) Customize the information included in assessment plans and the length and frequency of
assessment cycles Create rubrics and attach them directly to measures in assessment plans Attach supporting documents (e.g., Word, PowerPoint, Excel, PDF) directly to narrative assessment
findings Allow multiple people to work on the same documents (e.g., outcomes, assessment plans, findings)
and track who was involved in the process Track progress for all programs, departments, offices and other units involved in the assessment or
other accountability process being managed
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Review mission statements, outcomes, assessment plans, etc. using rubrics, forms or comment-based feedback for maintaining quality assurance of content
Have a shared space for managing all assessment-related documentation for their program, department, office, etc.
Document and track actions for improvement based on assessment findings and align those actions with associated outcomes
Share information with internal and external stakeholders Collaboratively write regional accreditation reports using pre-developed templates Modify accreditation (and other existing) templates to suit local needs Develop custom templates to support different processes (e.g., regional and specialized
accreditation, program review) Output information into a print report and an online format Configure, manage and document a systematic review and quality assurance process, so that
designated officers at the institution can review collected information and provide support and guidance to programs and departments throughout the assessment and planning process
Provide Single Sign-on to minimize steps required to participate in assessment and planning processes.
Faculty Credentials Required features:
The ability to create individual faculty profiles and automatically generate CVs from those profiles.
One click and custom report options that show faculty activity across fields, ranks, and teaching and/or tenure statuses, display sum totals for fields; e.g., numbers of degrees, certifications, publications, awards, and then drill down to see specifics
Generate a list of faculty for a specific professional field who have been certified within a specified timeframe.
Review and confirm individual faculty qualifications by course.
Portfolio and Performance Assessment
Required features:
Develop portfolio templates for student assessment Structure assignments and other requirements and associate those requirements to external
accreditation standards, college-wide learning outcomes, program and course learning outcomes Create rubrics for electronic scoring in the system Examine inter-rater reliability with pre-existing reports Evaluate portfolios holistically Assess individual artifacts Import test/exam scores and GPAs as additional indicators of student achievement Track the reflections, comments and evaluations of students, reviewers and evaluators Write comments directly on artifacts (e.g., online document mark-up) Maintain assessment data after students graduate or leave the institution
The system must also include the ability for students to:
Create their own, individual portfolios that showcase and document competencies and experiences Submit a variety of artifacts as part of their portfolios (e.g., text, audio, video, lesson plans, PDF) Print, save to a personal computer, or publish portfolios to the Web Secure published portfolios by requiring a password for access
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Build a well-organized certification, graduation, assessment, or employment portfolio guided by an institutional template
Track progress towards completion of graduation or certification requirements Maintain accounts after they leave the institution
Support and Training
Required features:
Implementation including set up of the system, maintenance and administrative support
Onsite and remote training for faculty, administration, staff and students
Ongoing support provided and with multiple delivery method(s) for that support (e.g., email, telephone, online)
The ability of the vendor to support all users, including students
Response to technical or user support requests within 24 hours of inquiry
Reporting Capabilities
Required features:
Aggregate and disaggregate assessment data at the student, course, program and institution level
Generate reports to analyze outcomes and/or standards assessed across multiple assignments and in multiple courses and programs across the institution
Report data in real time
Create custom reports to analyze rubric-based assessment data in multiple ways
Save report parameters and generate saved reports in real-time
Filter reports based on demographics
Generate a number of pre-developed report formats, including: activity and progress reports and performance reports
Export report data from the system to CSV, Excel, XML and/or other formats
Gather qualitative form or survey-based data
Field Placement Management
System capabilities should aid in the effective management of field placements, internships and other
remote educational experiences.
Required features include:
Allow supervisors in the field (those not associated with the institution) to easily and
effectively enter student assessment data
Organize contact information, site demographics, staff credentials and placement locations
Customize site and staff profiles
Verify student practice/placement in relevant settings
Review site availability and manage appropriate placement
Create a holistic view of student performance across multiple field placements and other
assessment activities
Report on demographics by sites, placements and academic programs
Run reports on candidate performance completed during placement
Search for appropriate sites or placement based on specific criteria
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Create multiple databases and customize placement databases to meet the needs of field placement, internships and other remote educational experiences like semester abroad programs
Capture demographics on participating sites and historically document any changes
Manage credentials and affiliations of faculty and administration
Integration / Data Exchange Required features:
The ability to communicate with other institution-wide systems including Ellucian Banner student information system, and Instructure Canvas learning management system.
Allowance of data to be imported/exported in a readily understood and widely known format
Support of systems integration with other systems with single sign-on authentication
Integration with plagiarism detection features (e.g., Turnitin)
6. Detailed and Itemized Pricing
Provide complete pricing. Fort Lewis College anticipates awarding a one year contract with 4 annual renewal periods. It is allowable to provide several pricing scenarios for different product mixes. Provide
a comprehensive five (5) year Total Cost of Ownership matrix including but not limited to:
Implementation costs, including estimates of required hardware/software and Professional
Services
Initial training and ongoing training options
Travel costs, not to exceed or fixed.
Support services available during contractual period
Maintenance and recurring costs
Disclosure of any annual maintenance escalation rates
7. Acceptance Period
Identify the criteria and vendor expectations which would be used to evaluate a successful
implementation and product acceptance. Identify a typical timeframe for product acceptance and final
payment.
8. Fort Lewis College Contract and Special Provisions
A Fort Lewis College Contract, meeting the requirements of the Colorado Office of the State Controller
policies and laws of Colorado, will be required. The contract must be reviewed and signed by the
Colorado Attorney General and Representatives of Fort Lewis College. A model contract can be viewed at:
http://www.fortlewis.edu/purchasing/Contracts.aspx
In this section, specifically acknowledge the use of a Fort Lewis College Contract and Special Provisions
as first in the order of contract precedence. Provide any additional contract language, addendums, or
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agreements you would require. The Fort Lewis College Contract and Special Provisions document are
non-negotiable. Please note: Colorado State Law prohibits Fort Lewis College from indemnifying any company, and all contracts must use Colorado as the choice of law.
Any RFP responses which do not comply with this section will be rejected.
9. References
Provide a minimum of three (3) Higher Education references preferably which utilize the Ellucian Banner ERP system. Identify the reference institution, contact, and applicable product(s) utilized at the
institution.
10. Security
This section should provide an overall description of the systems and organization’s information security. Include how FLC data is protected on premise, in the cloud, and during transport. Include what
security protocols are used, physical security measures, regulatory compliance, location of off-premise
data centers, and 3rd party hosting vendors (if applicable). Include the vendor incident management plan
in the event of a data breach. The evaluation of the vendor responses may require follow up questions
by FLC. FLC is willing to sign a non-disclosure agreement if necessary.
11. Data Ownership and Privacy.
This section should provide a statement of data ownership for all data entered or transferred to the
system. All 3rd party vendors must be identified which would have access to the FLC specific user data.
Provide applicable privacy statements. Provide a statement of how the user data may be transferred back to FLC once the system is no longer used.
12. Hardware and Software
This section should list all necessary hardware and software, if any required by FLC for the solution.
Include operating systems, proprietary, open source software, and third party software requirements.
13. Data Integration
This section should provide details of the data integration, points, and methodology to FLC systems.
Explain how data may be extracted from the current FLC system and loaded into the new vendor
solution. Include areas of responsibility and maintenance strategy for data integration(s).
14. Identity Management, System Authentication and Authorization
This section must include how the users are authenticated and how identities are managed. Specify the IDM lifecycle from identity creation to deletion. Provide information on user application security,
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granularity and management. Specify user authentication methods. FLC uses the following
authentication methods in order of preference:
Central Authentication System (CAS)
Shibboleth
LDAP
Solutions which do not utilize one of the authentication methods above for FLC Faculty, Staff and
Students will not be considered.
15. Data backup and Business Continuity
This section should describe how the system maintains data backups and data restore capabilities at the individual and system level. Provide a brief overview of the company business continuity strategy and
capabilities.
16. ADA Compliance
This section should describe how the system is ADA compliant and where it is not compliant. Describe
the company methodology to test for ADA compliance within the application. Provide the most current
Voluntary Product Accessibility Template (VPAT). Vendors which do not supply a VPAT will not be
considered further.
17. Optional Products, Modules, and Services
Provide detailed information or documentation (priced separately) of additional products, modules, or
services offered that would complement the product that meets the requirements listed above, or
deliver the desired functionality also listed above.