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Web-Based Curriculum Management System RFP
 

Web-Based Curriculum Management System RFP

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    Web-Based Curriculum Management System RFP Web-Based Curriculum Management System RFP Document Transcript

    • Request for Proposal for Web-based Curriculum Management System The Northside Independent School District June 23, 2003 Request for Proposal For Web-based Curriculum Management System For Northside Independent School District PURCHASING DEPARTMENT Ron Gerth, Director of Purchasing and Warehouse 5900 Evers Road, San Antonio, Texas 78238 Telephone: (210) 706-8703; Facsimile: (210) 706-8668 NISD RFP #: 2003-151 June 23, 2003 Page 1 of 33 RFP #2003-151
    • Request for Proposal for Web-based Curriculum Management System The Northside Independent School District June 23, 2003 Table of Contents 1. Introduction ................................................................................................. 4 2. Background ................................................................................................. 5 3. General Proposal Requirements................................................................ 7 3.1 RFP Objectives.......................................................................................... 7 3.1.1 General Requirements ........................................................................ 7 3.1.2 Interface Requirements ....................................................................... 8 3.1.3 Assessment Requirements ................................................................. 8 3.1.4 Reporting Requirements ................................................................... 10 3.1.5 Gradebook and Grade Reporting Requirements............................... 11 3.1.6 Curriculum and Instruction Requirements ......................................... 12 3.1.7 Training, Support and Professional Growth Requirements ............... 13 3.2 Solution ................................................................................................... 13 3.2.1 System Design ................................................................................. 14 3.2.2 Project Management Approach and Project Plan............................. 14 4. Cost Proposal............................................................................................ 15 a. Cost Sheets and Summary for Required Items and Services.................. 15 b. Optional Products and Services .............................................................. 16 c. Incentives ................................................................................................ 16 5. Contractual Conditions ............................................................................ 16 a. Interviews and Demonstrations ............................................................... 16 b. Status Reports......................................................................................... 17 c. Texas Qualified Information Systems Vendor (QISV) Status .................. 17 d. Board Approval........................................................................................ 17 e. Prime Contractor and Subcontractor Responsibilities ............................. 17 6. Proposal Packaging and Submission ..................................................... 17 7. Vendor Proposal Guidelines .................................................................... 18 8. Economy of Presentation ......................................................................... 19 9. Confidentiality ........................................................................................... 19 10. Contract Incorporation ............................................................................. 19 11. Costs Incurred in Responding ................................................................. 20 12. Negotiations .............................................................................................. 20 13. Taxes.......................................................................................................... 20 14. Proposal Format Outline and Preparation Instructions......................... 21 a. Letter of Transmittal................................................................................. 21 b. Table of Contents .................................................................................... 21 c. Executive Summary................................................................................. 21 d. Vendor Qualifications .............................................................................. 21 1. Business Organization and Company Overview. ................................. 21 2. Similar Projects. ................................................................................... 22 3. Staff Experience................................................................................... 22 e. Response to Requirements and Contractual Conditions ......................... 22 f. Additional Information and Supporting Material....................................... 23 Page 2 of 33 RFP #2003-151
    • Request for Proposal for Web-based Curriculum Management System The Northside Independent School District June 23, 2003 g. Cost Proposal .......................................................................................... 23 h. Payment Terms ....................................................................................... 23 i. Authorized Contact .................................................................................. 23 j. Felony Conviction Notice......................................................................... 23 k. Bidder's Signature Page .......................................................................... 23 15. Proposal Evaluation.................................................................................. 24 a. Evaluation team....................................................................................... 24 b. Preliminary evaluation ............................................................................. 24 Point Distribution for Evaluation of Proposal ............................................... 24 c. Final Evaluation ....................................................................................... 25 d. Schedule of Events.................................................................................. 26 16. Attachments .............................................................................................. 26 Attachment A: FELONY CONVICTION NOTIFICATION ............................... 27 Attachment B: Bidder's Signature Page......................................................... 29 Attachment C: Application Service Provider (ASP) Questionnaire ................ 30 Attachment D: Northside ISD Network Configuration .................................... 31 Page 3 of 33 RFP #2003-151
    • Request for Proposal for Web-based Curriculum Management System The Northside Independent School District June 23, 2003 1. Introduction The Northside Independent School District (ISD) of San Antonio, Texas is requesting proposals for a comprehensive web-based Curriculum Management System (CMS). The following pages provide instructions for the preparation of a proposal that will enable the Vendor to address the technical, financial, and legal requirements necessary in this bid. This document in no way represents an offer to contract. Only the execution of a written contract will obligate Northside ISD in accordance with the terms and conditions contained in such contract. We have attempted to provide the information necessary for the vendor to respond accurately and completely to the intent of this RFP. Please direct questions or requests for additional information, in writing, to: Ron Gerth Director of Purchasing and Warehouse 5900 Evers Road San Antonio, Texas 78238 Telephone: (210) 706-8703 rongerth@nisd.net Vendors are expected to raise any questions, exceptions, or additions they have concerning the RFP document by the date and time shown in Section 15.d., Schedule of Events. If a Vendor discovers any significant ambiguity, error, conflict, discrepancy, omission, or other deficiency in this RFP, the Vendor should immediately notify the above named individual of such error and request modification or clarification of the RFP document. In the event that it becomes necessary to provide additional clarifying data or information, or to revise any part of this RFP, supplements or revisions will be provided to all recipients of this initial RFP. Please note that responses to this RFP will be expected to be included in any contract between your firm and Northside ISD. Page 4 of 33 RFP #2003-151
    • Request for Proposal for Web-based Curriculum Management System The Northside Independent School District June 23, 2003 2. Background Northside ISD is an accredited K-12 school system serving the northwest quadrant of San Antonio, Texas. Current enrollment is approximately 69,000 students making Northside ISD the 6th largest school district in Texas and the largest of 15 school districts in Bexar County. Current facilities include 47 elementary campuses, 12 middle school campuses, 11 high school campuses, various special campuses and administrative offices. Three additional elementary schools and one middle school are scheduled to open in 2003. Growth remains steady at 2% per year requiring the construction of new facilities. All Northside ISD sites (schools and central office facilities) are connected to the District-wide area network (WAN). The current WAN design utilizes a star topology with all locations connected via Southwestern Bell GigMan link from the NISD central office. The District has a 20MB connection to the Internet, which will be upgraded to 30MB in July 2003. The telecommunications closets at each campus are interconnected with fiber optic cabling with connectivity of 100MB and/or 1000MB, utilizing Cisco layer 2 and layer 3 switches. All station cabling as a minimum is category 5e that is certified to transmit at 155 MB and higher. The acquisition and development of a comprehensive web-based Curriculum Management System (CMS) has been identified by the Division of Curriculum and Instruction and the Northside ISD 10-year Technology Master Plan as a high-priority need. We believe that effective utilization of a well-designed CMS will increase student achievement, via standards-based instruction and assessment. The CMS will help Northside ISD ensure that all legal requirements are fulfilled and, properly integrated with other district-utilized enterprise information systems, will literally put the “complete picture” of students and instruction at teachers’ and administrators’ fingertips. Through a comprehensive needs analysis process, district Curriculum and Instruction staff has identified the following benefits to be realized with the acquisition and implementation of a Curriculum Management System: § Seamlessly links and aligns all teaching, learning and assessment components so that teachers and administrators are able to focus on teaching and on meeting the needs of each and every student § Helps students, parents, teachers, and administrators focus on knowledge and skills required for promotion, course completion and success on standardized tests (e.g. TAKS) § Enables the systematic collection of data pertaining to school, district, state and national standards and assessments § Seamlessly aggregates, disaggregates and reports assessment information immediately to all appropriate stakeholders Page 5 of 33 RFP #2003-151
    • Request for Proposal for Web-based Curriculum Management System The Northside Independent School District June 23, 2003 § Provides all stakeholders with a standardized Web-based system for monitoring and reporting student and group progress § Allows district and campus instructional staff to analyze and interpret the data to inform decision making and identify strengths and weaknesses in student, teacher, curriculum, program and school performance § Facilitates curriculum design and development, lesson planning, teaching and learning, standards mastery, testing, and grading § Reduces paperwork and saves time for teachers and administrators § Helps teachers improve their effectiveness in the classroom Page 6 of 33 RFP #2003-151
    • Request for Proposal for Web-based Curriculum Management System The Northside Independent School District June 23, 2003 3. General Proposal Requirements 3.1 RFP Objectives Through the comprehensive needs analysis process, district Curriculum and Instruction and Technology Services staff have identified several immediate and future requirements of a comprehensive web-based Curriculum Management System solution. These requirements are listed and categorized below, according to overall and specific CMS components. The implementation timeline (immediate, by end of first year, by end of second year) is indicated for each requirement. 3.1.1 General Requirements Requirement Timeline 1. Vendor has a thorough understanding of and system Immediate integration with the Texas accountability system (i.e. TEKS, TAKS, PEIMS, AEIS) 2. Vendor has a thorough understanding of and system Immediate integration with federal legislation (i.e. NCLB, IDEA, FERPA) 3. Components are sold separately, allowing for complete Immediate integration of the Curriculum Management System over a two year period 4. Provides encrypted and highly secure access from home, Immediate via the World Wide Web 5. If an Application Service Provider (ASP), Vendor provides Immediate hot backups and zero down time 24 hours a day / 7 days a week / 365 days a year 6. Vendor is willing and able to modify system components to Immediate adapt to district needs 7. Allows for easy collaboration and electronic sharing of By end of first year items among campus staff (test questions, assessments, lesson plans, activities, etc.) 8. Allows for easy collaboration and electronic sharing of By end of first year items between district and campus staff that includes peer- review (test questions, assessments, lesson plans, activities, etc.) 9. Allows for easy collaboration and electronic sharing of By end of second year items between school districts (test questions, assessments, lesson plans, activities, etc.) 10. Provides for nightly download of PEIMS data Immediate 11. Effortless transfer of content and data to the district, in the Immediate event of termination of services by the district or vendor 12. Vendor provides a robust plan and specific timeline for Immediate Page 7 of 33 RFP #2003-151
    • Request for Proposal for Web-based Curriculum Management System The Northside Independent School District June 23, 2003 implementation, with built-in flexibility for the district 13. System operates efficiently on the current district Immediate infrastructure 14. System interfaces with other district-utilized enterprise Immediate information systems (Region 20 SIS, eSped, Lotus Notes applications, library databases, Cognos, etc.) 15. Provides calendar system/capability to notify stakeholders By end of first year of district testing events, scope and sequence timelines, etc. 16. Vendor agrees to district-determined periodically Immediate scheduled downloads of content and data to the district throughout the contract period 3.1.2 Interface Requirements Requirement Timeline 1. Employs a simple, easy-to-learn web interface that provides Immediate access to needed information for all stakeholders without all the bells and whistles and fluff that impede download time 2. Provides family-friendly web portals for parents and By end of first year students to access appropriate information, based on individual login and password 3. Supports multiple languages other than English for student Immediate and parent components 3.1.3 Assessment Requirements Requirement Timeline 1. Provides at least six methods of input of assessment data, Immediate including: § NCS scanning of student answer sheets (i.e. AEIS-IT) § plain paper scanning of student answer sheets § online keying of student answers by the student § online keying of student answers by the teacher § online keying of student assessment data (e.g. rubric- scored, observational/checklist, numeric score, etc.) by the teacher § delimited text file batch import § (optional) handheld wireless device 2. Assessment data must include: Immediate § Texas Assessment of Knowledge and Skills (TAKS) § Texas Primary Reading Inventory (TPRI) § Individual Reading Inventory (IRI) § District Benchmarks Page 8 of 33 RFP #2003-151
    • Request for Proposal for Web-based Curriculum Management System The Northside Independent School District June 23, 2003 § Campus Assessments § Classroom Assessments § Preliminary Scholastic Aptitude Test (PSAT) § Scholastic Aptitude Test (SAT) § American College Test (ACT) § Advanced Placement Exams (AP) § State-Developed Alternative Assessment (SDAA) § Language Assessment Scales (LAS) § Reading Proficiency Test Scores in English (RPTE) § Other Placement and Screening Assessments (GT, dyslexia, bilingual/ESL, etc) 3. Ability to track and show effectiveness of short-term (e.g. Immediate Read 180) and long-term (e.g. Content Mastery Center) intervention programs 4. Proven ability to manage assessment data for a school Immediate district with 65,000+ students 5. Accommodates paper-based assessments in multiple Immediate formats including rubric-scored, observational/checklist, multiple choice, open ended short answer, gridable, essay, true/false 6. Accommodates computer-based/online assessments in By end of first year multiple formats including multiple choice, open ended short answer, essay, true/false 7. Accommodates student electronic portfolios, including By end of second year writing samples, slideshows, photographs of two and three dimensional projects, web pages, audio and video performance clips, etc. 8. Vendor entry of district-developed benchmark Immediate assessments (English and Spanish) 9. Allows for uncomplicated and straightforward entry of Immediate campus-developed assessments 10. Allows for uncomplicated and straightforward entry of Immediate teacher-developed assessments 11. Ability to search for test items based on TEKS objectives, Immediate TEKS sub-objectives, district academic performance standards, level of difficulty/understanding, and keywords 12. Ability to include copyright/item source for test items Immediate 13. Allows for separation of district benchmark test items from Immediate other district-developed test items 14. Allows for separation of district-developed test items from Immediate campus-developed test items 15. System enables teachers to effortlessly create answer Immediate sheets for all types of assessments Page 9 of 33 RFP #2003-151
    • Request for Proposal for Web-based Curriculum Management System The Northside Independent School District June 23, 2003 16. System enables teachers to effortlessly generate Immediate individualized reviews and homework assignments, based on student performance data and individual needs 17. System enables teachers to effortlessly generate Immediate individualized and group assessments, based on student performance data and needs 18. Accommodates a large expandable bank of juried test Immediate questions (vendor-provided, district-developed and district- purchased) for TAKS content areas 19. Accommodates a large expandable bank of juried test Immediate questions (vendor-provided, district-developed and district- purchased) for non-TAKS content areas 3.1.4 Reporting Requirements Requirement Timeline 1. Provides complete learner profile and longitudinal Immediate assessment information from the time a student enters school (will begin with archived data from two-three years back) 2. Provides a multitude of pre-formatted reports (i.e. 50+), Immediate based on system data, in easy to understand formats (e.g. color coding, bar graphs, line graphs, pie charts, tables, etc.) 3. Provides longitudinal item analysis and reporting of Immediate multiple formative assessment data (i.e. not averaged for grade reporting purposes), correlated to TEKS objectives and sub-objectives, for individual students 4. Provides longitudinal item analysis and reporting of Immediate summative assessment data (i.e. averaged for grade reporting purposes), correlated to TEKS objectives and sub- objectives, for individual students 5. Provides longitudinal item analysis and reporting of Immediate assessment data, correlated to TEKS objectives and sub- objectives, for individual teachers 6. Provides longitudinal item analysis and reporting of Immediate assessment data, correlated to TEKS objectives and sub- objectives, for individual campuses 7. Provides longitudinal item analysis and reporting of Immediate assessment data, correlated to TEKS objectives and sub- objectives, for PEIMS-based student groups and subgroups Page 10 of 33 RFP #2003-151
    • Request for Proposal for Web-based Curriculum Management System The Northside Independent School District June 23, 2003 8. Provides longitudinal item analysis and reporting of Immediate assessment data, correlated to TEKS objectives and sub- objectives, for program-based student groups and subgroups (Special Education, GT, bilingual/ESL, dyslexia, at-risk, etc.) 9. Provides longitudinal item analysis and reporting of Immediate multiple formative assessment data (i.e. not averaged for grade reporting purposes), correlated to district academic performance standards, for individual students 10. Provides longitudinal item analysis and reporting of Immediate summative assessment data (i.e. averaged for grade reporting purposes), correlated to district academic performance standards, for individual students 11. Provides longitudinal item analysis and reporting of Immediate assessment data, correlated to district academic performance standards, for individual teachers 12. Provides longitudinal item analysis and reporting of Immediate assessment data, correlated to district academic performance standards, for individual campuses 13. Provides longitudinal item analysis and reporting of Immediate assessment data, correlated to district academic performance standards, for PEIMS-based student groups and subgroups 14. Provides longitudinal item analysis and reporting of Immediate assessment data, correlated to district academic performance standards, for program-based student groups and subgroups (Special Education, GT, bilingual/ESL, dyslexia, at-risk, etc.) 3.1.5 Gradebook and Grade Reporting Requirements Requirement Timeline 1. Seamless integration of a gradebook program with the By end of first year assessment component (i.e. scanned and online data input goes directly into the gradebook) 2. Integration of a gradebook program that allows for multiple By end of first year scales (4.0, percentages, points, numeric grades, letter grades) 3. Integration of a gradebook program that allows for By end of first year formative (i.e. not averaged) and summative (i.e. averaged) performance data Page 11 of 33 RFP #2003-151
    • Request for Proposal for Web-based Curriculum Management System The Northside Independent School District June 23, 2003 4. Integration of a gradebook program that correlates to TEKS By end of first year objectives, TEKS sub-objectives and district academic performance standards 5. Printing of student report cards and progress reports at By end of first year district-determined grade reporting intervals 3.1.6 Curriculum and Instruction Requirements Requirement Timeline 1. Vendor has accurately and effectively correlated the TEKS Immediate with TAKS 2. System incorporates district-developed correlation of TEKS Immediate to district academic performance standards and TAAS in prior years 3. Accommodates a wide range of curriculum and instruction Immediate resources and materials of a variety of types (i.e. state- adopted, district-adopted, district-created, teacher-created, district licensed instructional software) and formats (i.e. PDF documents, Word documents, web pages, image files, audio files, video files) 4. Vendor entry of Texas Essential Knowledge and Skills Immediate (TEKS) for all subjects, courses and grade levels (English and Spanish) 5. Vendor entry of district-developed academic standards Immediate (English and Spanish) 6. Vendor entry of district-selected national standards Immediate 7. Allows for uncomplicated and straightforward entry of Immediate district-developed and/or district-adopted curriculum and instruction resources and materials, such as curriculum guides, scope and sequences, lesson plans, activities, etc. 8. Allows a teacher to use and choose from among several By end of first year district-developed lesson plan formats, based on grade level and content requirements 9. Allows a teacher to copy and paste instructional timelines of By end of first year district curriculum into teacher lesson plans 10. Allows for uncomplicated and straightforward entry of By end of first year teacher-developed resources and activities 11. Ability to include copyright/item source for curriculum and Immediate instruction resources and materials 12. Ability to search all curriculum and instruction resources Immediate and materials based on TEKS objectives, TEKS sub- objectives, district academic performance standards, and Page 12 of 33 RFP #2003-151
    • Request for Proposal for Web-based Curriculum Management System The Northside Independent School District June 23, 2003 keywords 13. Provides or integrates e-mail and threaded discussion By end of second year capability for students 14. Provides access to curriculum and instruction forms (GT, By end of first year etc.) 3.1.7 Training, Support and Professional Growth Requirements Requirement Timeline 1. Vendor provides robust staff development on the system Immediate (trainer-of-trainer model, printed training materials, online help, etc.) 2. Vendor provides just-in-time telephone support and face-to- Immediate face support as needed 3. Integrates with or includes an online registration, tracking By end of first year and reporting system for teacher staff development 4. Includes an online portfolio system linked to the Texas By end of second year Professional Development and Appraisal System (PDAS) 5. Integrates with or includes online content for staff By end of second year development, including online courses, Internet resources, journal articles, model teaching and other staff-development- related audio and video clips 6. Provides a list of competent/qualified trainers, by topic By end of first year 7. Provides or integrates threaded discussion capability for By end of second year staff 3.2 Solution The solution proposed must address the features and functions listed in section 3.1 above. The proposal should also include features and functions that were not specified above, but that are available as part of the solution. While the District plans to procure a state-of-the-art Curriculum Management System, it does not plan to be on the “bleeding edge” of technology. Only currently available systems and the latest releases of software should be proposed. Systems and/or software under development or in the planning phase will not be considered. Features that will be available only on a future release of software will be considered unavailable. Page 13 of 33 RFP #2003-151
    • Request for Proposal for Web-based Curriculum Management System The Northside Independent School District June 23, 2003 3.2.1 System Design Base Bid Solution #1: Vendor-Hosted Web-based Curriculum Management System All features of the Curriculum Management System must be operational on any Northside ISD - provided computer hardware and/or network equipment without modification. The system must have an architecture that supports scaling to 6,000 simultaneous users or more. The proposal must describe the infrastructure that supports the solution, including open standards and platform independence. Please provide a copy of your Application Service Provider (ASP) Web Hosting Service Level Agreement and responses to the ASP questionnaire at Attachment C. Base Bid Solution #2: Northside ISD-Hosted Web-based Curriculum Management System All features of the Curriculum Management System must be operational on any Northside ISD end-user workstation without modification. The system must have an architecture that supports scaling to 6,000 simultaneous users or more. The proposal must describe the infrastructure that supports the solution, including open standards and platform independence. Provide required server specifications and quantities, as well as server software and database server software requirements. 3.2.2 Project Management Approach and Project Plan Base Bid Solution #1: Vendor-Hosted Web-based Curriculum Management System The proposal must address how the project will be conducted and managed. A narrative description of the approach and a detailed project plan are required. At a minimum, the project plan must include a milestone chart including tasks (for all phases of the project) to be performed, the timeframe and proposed staff member(s) designated for the completion of each task. Base Bid Solution #2: Northside ISD-Hosted Web-based Curriculum Management System The proposal must address how the project will be conducted and managed. A narrative description of the approach and a detailed project plan are required. At a minimum, the project plan must include a milestone chart including tasks (for all phases of the project) to be performed, the timeframe and proposed staff member(s) designated for the completion of each task. Page 14 of 33 RFP #2003-151
    • Request for Proposal for Web-based Curriculum Management System The Northside Independent School District June 23, 2003 4. Cost Proposal a. Cost Sheets and Summary for Required Items and Services Base Bid Solution #1: Vendor-Hosted Web-based Curriculum Management System Present all itemized costs and total cost associated with the purchase, installation, and implementation of the proposed web-based Curriculum Management System for Northside ISD hosted remotely on the Vendor’s servers. Any costs not identified in this section will not be reimbursed. Your cost proposal should include, but is not limited to the following required components: § Software Licensing Costs (per student, per site, per module, etc., as appropriate) § System Maintenance and Upgrades § Hardware § Data Import § Software Development and Customizations § Consultant Services § Project Management § Language Translation Services § End-user Training § System Management / Technical training § Post-implementation Support Base Bid Solution #2: Northside ISD-Hosted Web-based Curriculum Management System Present all itemized costs and total cost associated with the purchase, installation, and implementation of the proposed web-based Curriculum Management System for Northside ISD hosted and residing locally on Northside ISD servers. Any costs not identified in this section will not be reimbursed. Your cost proposal should include, but is not limited to the following required components: § Software Licensing Costs (per student, per site, per module, etc., as appropriate) § System Maintenance and Upgrades § Hardware, including required server specifications and quantities § Server Software and Database Server Software § Data Import § Software Development and Customizations § Consultant Services § Project Management § Language Translation Services Page 15 of 33 RFP #2003-151
    • Request for Proposal for Web-based Curriculum Management System The Northside Independent School District June 23, 2003 § End-user Training § System Management / Technical training § Post-implementation Support b. Optional Products and Services Identify itemized costs and total cost of other recommended products and services that would bring additional benefits associated with the Curriculum Management System to Northside ISD. (These items should be clearly identified as optional.) c. Incentives Preference will be given to vendors that provide comprehensive, cost-effective, single-vendor solutions for current specifications, future capacity requirements, and on-going service and support. Preferred consideration will be given to vendors who provide value-added incentives at no additional cost to Northside ISD. Examples of incentives include extension of technical training, consulting services, technical support, end-user training, etc. These incentives should be clearly enumerated in the proposal. 5. Contractual Conditions The Vendor will be expected to meet or abide by each of the following conditions. For each item, indicate that the proposal “does comply” or “does not comply” with these specifications and include a succinct explanation of how each requirement can or cannot be met. a. Interviews and Demonstrations During the evaluation of potential vendors for this RFP, interviews may be held for those who appear to be qualified to provide the products and services described herein. On-site demonstration versions of the products being bid may be required. The interviews and demonstrations will be held at a Northside ISD location on a date and time to be determined by Northside ISD Curriculum and Instruction and Technology Services staff. Additionally, the selected vendor will be required to attend the Board meeting when the recommended solution is submitted for the Board of Trustees’ approval. All associated costs incurred by each vendor for interviews, demonstrations and meetings will be at the vendor’s expense. Page 16 of 33 RFP #2003-151
    • Request for Proposal for Web-based Curriculum Management System The Northside Independent School District June 23, 2003 b. Status Reports The Vendor will be required to maintain at least weekly contact with the contract administrator, and may be required to submit weekly, bi-weekly, or monthly status reports. c. Texas Qualified Information Systems Vendor (QISV) Status This Request for Proposal is being processed under the Texas Qualified Information Systems Vendor (QISV) program. All vendors must be QISV certified in order to submit a proposal or offer proof from the State that they are in the process of becoming QISV certified. Please submit a copy of your QISV letter with your company's response. If you are not a Texas Qualified Information Systems Vendor, you may visit the following website for instructions on how to become a qualified vendor: www.tbpc.state.tx.us/stpurch/qisv.html. d. Board Approval The contract for the comprehensive web-based Curriculum Management System will be based upon the approval of the Northside ISD Board of Trustees and will be for the fiscal year 2003-2004. Northside ISD may extend this agreement for subsequent years following satisfactory delivery of products and services as specified in the proposal. e. Prime Contractor and Subcontractor Responsibilities Any contract that may result from this RFP shall specify that the prime contractor is solely responsible for fulfillment of the contract with Northside ISD. Northside ISD will make contract payments to the prime contractor only. Use of subcontractors must be clearly explained in the proposal, and major subcontractors must be identified by name. The prime contractor shall be wholly responsible for the entire performance whether or not subcontractors are used. 6. Proposal Packaging and Submission Respondents must submit a signed original, ten (10) numbered copies, and one electronic copy on CD of the Proposal by the date and time indicated in the Section 15.d., Schedule of Events to: Ron Gerth, Director of Purchasing and Warehouse 5900 Evers Road San Antonio, Texas 78238 Page 17 of 33 RFP #2003-151
    • Request for Proposal for Web-based Curriculum Management System The Northside Independent School District June 23, 2003 Proposals will be accepted in person, by United States mail, by United Parcel Service, or by private courier service. No proposal will be accepted by oral communication, telephone, telegraphic transmission, or facsimile transmission. 7. Vendor Proposal Guidelines No participation in any act of collusion, favoritism, gratuity, or inside dealings with any member of the staff of Northside ISD or its Board of Trustees is permitted. By responding to this RFP, the Vendor acknowledges and agrees to this guideline. It is imperative that all of the requirements set forth in this RFP be addressed. Clearly identify any requirements that cannot be satisfied. Reproduce the entire section of the Proposal Format Outline (section 14). Insert your responses into the appropriate sections so that Northside ISD’s requested information is immediately followed by your responses. Please feel free to attach additional explanations, suggestions and content in areas where proposed advantages to Northside ISD are not specifically requested in this RFP. An electronic copy of this proposal written in MS Word is available. Northside ISD reserves the right to accept or reject any or all response(s) to the RFP even if all of the stated requirements are met. In addition, Northside ISD may enter into negotiations with more than one Vendor simultaneously and award the contract, or part of the contract, to any Vendor in negotiations without prior notification to any other supplier then negotiating with Northside ISD. Please respond to the proposal based on the capabilities of your corporate entity alone. Additional capability of alliances, franchiser or aggregator can be included as an attachment to this response. Clearly differentiate the capabilities of your corporate entity from the capabilities of your franchiser or aggregator (if applicable). Northside ISD reserves the right to amend this RFP in any manner prior to contract award. Northside ISD will notify all responding Suppliers in this event. Northside ISD reserves the right to cancel any proposed acquisition at any time prior to the execution of a written contract without any liability to Northside ISD, if, in its sole determination, Northside ISD ‘s best interest would be served by doing so. This is an RFP, not a purchase order. All proposals shall become the property of Northside ISD. Even though a proposal may be rejected, Northside ISD reserves the right to utilize any concept or idea contained therein without incurring any liability. Page 18 of 33 RFP #2003-151
    • Request for Proposal for Web-based Curriculum Management System The Northside Independent School District June 23, 2003 The potential Vendor’s proposal must include a duly authorized signed statement that indicates that the requirements of the RFP are understood by the potential Vendor’s company and that the company agrees to be bound by the terms, conditions and pricing of the proposal. The BIDDER SIGNATURE PAGE must be included as a part of your response. No potential Vendor may contact Northside ISD employee other than the designated representatives listed in this document for any reason pertaining to this RFP or this bidding process. Contact with any other current or former employees shall be grounds for immediate disqualification from participating in the RFP process. 8. Economy of Presentation The Vendor’s proposal shall be prepared simply and economically in strict accordance with the format and instructional requirements of the RFP. Each proposal should provide a concise delineation of the Vendor’s capabilities to satisfy the requirements of this RFP, with emphasis on completeness and clarity of contents. Fancy bindings, colorful displays and promotional material are neither required nor desired, unless they add substance to Vendor’s proposal. 9. Confidentiality No portions of each potential Vendor’s proposal will be divulged to any other potential vendor. Northside ISD reserves the right to share with any Vendor of our choosing the RFP and any resultant proposal in order to secure expert opinion. Additionally, Northside ISD reserves the right to share pricing and terms and conditions with third party financing or leasing concerns. Information pertaining to Northside ISD obtained by the potential Vendor as a result of its participation in relation to this RFP is confidential and shall not be disclosed or used by the Vendor except as authorized herein or Northside ISD. If the Vendor desires to release any of this information to a third party for the purpose of preparing for its proposal, the Vendor must obtain the prior written consent of Northside ISD. 10. Contract Incorporation All proposals, information and responses submitted by a potential Vendor will be incorporated into and made a part of any final agreement between Northside ISD and such Vendor at the sole discretion of Northside ISD. No such information or Page 19 of 33 RFP #2003-151
    • Request for Proposal for Web-based Curriculum Management System The Northside Independent School District June 23, 2003 other material should be submitted that cannot be so incorporated into the agreement. Northside ISD reserves the right to disqualify any vendor that submits a proposal or contract that directly or indirectly attempts to preclude or limit the effect of this requirement. 11. Costs Incurred in Responding All cost directly or indirectly related to preparation of a response to the RFP or any oral presentation required to supplement and/or clarify a proposal which may be required by Northside ISD shall be the sole responsibility of and shall be borne by the Respondent. 12. Negotiations Northside ISD reserves the right to negotiate all elements that comprise the Vendor's proposal to ensure that the best possible consideration be afforded to all concerned. Northside ISD reserves the right to reject any and all proposals and to re-solicit for proposals in such an event. Northside ISD reserves the right to renew and extend without competing the awarded RFP for two additional, one-year terms based on the satisfactory fulfillment of the requirements put forth in this proposal. Northside ISD reserves the right to terminate without cause by giving at least 30- days written notices to the vendor. The Northside ISD Director of Purchasing and Warehouse shall act as the District representative in the issuance and administration of this contract, and shall issue and receive all documents, notices, and correspondence. Such documents, notices and correspondence not issued by or received by the Director of Purchasing shall be null and void. 13. Taxes Northside ISD is tax exempt. Federal and state tax exemptions apply. Page 20 of 33 RFP #2003-151
    • Request for Proposal for Web-based Curriculum Management System The Northside Independent School District June 23, 2003 14. Proposal Format Outline and Preparation Instructions The proposal itself shall be organized in the following format and must contain, as a minimum, all listed items in the sequence indicated. All listed items must be thoroughly addressed and included in the appropriate section of the proposal. Any proposal that does not adhere to these requirements may be deemed non- responsive and rejected on that basis. a. Letter of Transmittal A letter of transmittal must accompany each proposal. The letter of transmittal must: § identify the submitting organization; § identify the primary point of contact, including name, title, telephone number and e-mail address; § identify the name, title, telephone number and e-mail address of the person(s) authorized to contractually obligate the organization, negotiate contract terms and render binding decisions on contract matters on behalf of the organization. b. Table of Contents The proposal must include a Table of Contents with section references and page numbers. c. Executive Summary This section should provide an overview of the entire project. This summary is the Vendor’s opportunity to tell Northside ISD how the solution meets and exceeds expectations, and to point out features in the solution that differentiates it from the competition. The executive summary must be no longer than 2000 words. d. Vendor Qualifications 1. Business Organization and Company Overview. State full name and address of your organization. If you are a subsidiary, indicate your parent company. A brief description of the vendor’s organization and its history may also be included. Specify the branch office or other subordinate element that will perform, or assist in performing, work herein. Indicate whether you operate as a partnership, corporation, or individual. Include the State in which Page 21 of 33 RFP #2003-151
    • Request for Proposal for Web-based Curriculum Management System The Northside Independent School District June 23, 2003 incorporated or licensed to operate. Include a list of principals and major stockholders. Vendors responding to this RFP must be able to substantiate their financial stability. Include an audited financial statement for the most current quarter and last year-end including Balance Sheet, Income Statement and Statement of Cash Flows. Please include a description of any litigation in which vendor is currently involved, as well as indicating any potential conflict of interest and plans for avoiding the conflict. 2. Similar Projects. Vendors should describe their relevant experience for this project and provide contact information for three (3) existing customers whose solution is similar in scope and magnitude to that requested in this RFP. Each relevant project must have been done under the Vendor’s current organizational structure. The following information should be included: § Project Name; § School District Contact Information, including name, job title, address and telephone number; § Description of Services Provided, including district size / student population and project dates. Selected organizations may be contacted to determine the quality of work performed and personnel assigned to the project. 3. Staff Experience. This section should include a description of the staff roles assigned to the project, the name of the individual in each role and the percentage of time they will devote to the project. The Vendor should include staff biographies of relevant experience. e. Response to Requirements and Contractual Conditions This section should provide a description of the solution proposed including key features and functionality. The description should be organized by and respond point-by-point to each and every requirement specified in this RFP (Reference: Section 3, Section 6). Responses to requirements and contractual conditions must be in the same sequence and numbered as they appear in the RFP. Page 22 of 33 RFP #2003-151
    • Request for Proposal for Web-based Curriculum Management System The Northside Independent School District June 23, 2003 f. Additional Information and Supporting Material Include additional information and supporting materials, which will be essential to an understanding of the proposal. This might include sample reports, excerpts from training plans and manuals, diagrams or other explanatory documentation, which would clarify and or substantiate the proposal. g. Cost Proposal All prices, costs, and conditions outlined in the proposal shall remain fixed and valid for acceptance for 90 days starting on the due date for proposals. Provide cost proposal in accordance with general proposal requirements in Section 4. h. Payment Terms Describe your payment terms including discount terms for prompt payment and electronic funds transfer. Include procedures for disputed invoices and charges. i. Authorized Contact Include name, address, and telephone number of person in your organization authorized to respond to questions, negotiate contract terms and render binding decisions on contract matters. j. Felony Conviction Notice Complete and attach the Felony Conviction Notice included with the RFP at attachment A. k. Bidder's Signature Page Complete and attach the Bidder's Signature Page included with the RFP at attachment B. Page 23 of 33 RFP #2003-151
    • Request for Proposal for Web-based Curriculum Management System The Northside Independent School District June 23, 2003 15. Proposal Evaluation a. Evaluation team The evaluation team will consist of the Deputy Superintendent for Curriculum and Instruction; the Assistant Superintendent for Student Services; the Assistant Superintendent for Technology Services; the Director of Purchasing and Warehouse; Executive Directors for Elementary Instruction, Secondary Instruction, Information and Technology Services, and Instructional Technology; and other members who have been selected because of their special expertise. Other than Ron Gerth, Director of Purchasing and Warehouse, Vendors may not contact members of the evaluation team. b. Preliminary evaluation All vendor proposals will be reviewed for compliance with the requirements stated within the RFP. Proposals deemed non-responsive will be eliminated from further consideration. Responsive proposals will be evaluated and scored by section requirements delineated in Section 14, Proposal Format Outline and Preparation Instructions, and overall responsiveness. The point distribution below will guide the preliminary evaluation process. The vendors with the highest scores will be selected as finalists based upon the proposals submitted. Point Distribution for Evaluation of Proposal a. Letter of Transmittal (see 14.a.) Required b. Table of Contents (see 14.b.) Required c. Executive Summary (see 14.c.) 3 points d. Vendor Qualifications (see 14.d.) 15 points § Business Organization and Company Overview (see 14.d.1.) § Similar Projects, including References (see 14.d.2.) § Staff Experience (see 14.d.3.) e. Response to Requirements and Contractual Conditions (Section 3) 35 points § RFP Objectives (see 3.1) § General Requirements (see 3.1.1.) § Interface Requirements (see 3.1.2.) § Assessment Requirements (see 3.1.2.) § Reporting Requirements (see 3.1.3.) § Gradebook and Grade Reporting Requirements (see 3.1.4.) § Curriculum and Instruction Requirements (see 3.1.5.) § Training, Support and Professional Growth (see 3.1.6.) Page 24 of 33 RFP #2003-151
    • Request for Proposal for Web-based Curriculum Management System The Northside Independent School District June 23, 2003 § Solution (see 3.2) § System Design (see 3.2.1. and Attachment C) § Project Management Approach & Project Plan (see 3.2.2.) f. Contractual Conditions (Section 5) Required § Interviews and Demonstrations (see 5.a.) § Status Reports (see 5.b.) § QISV Status (see 5.c.) § Board Approval (see 5.d.) § Prime Contractor & Subcontractor Responsibilities (see 5.e.) g. Additional Information and Supporting Material (see 14.f.) 5 points h. Cost Proposal (see 14.g. and Section 4) 35 points § Cost Sheets & Summary for Required Items & Services (see 4.a.) § Optional Products and Services (see 4.b.) § Incentives (see 4.c.) i. Payment Terms (see 14.h.) Required j. Authorized Contact (see 14.i.) Required k. Felony Conviction Notice (see 14.j. and Attachment A) Required l. Bidder’s Signature Page (see 14.k. and Atachment B) Required m. Overall Responsiveness 7 points Total 100 points c. Final Evaluation Finalists will be required to make an oral presentation to an audience of district and campus administrators, teachers, and technical staff. Up to 20 additional points may be earned for the oral presentation. Vendor staff that will actually be assigned to the project should make presentations of approximately two hours and 45 minutes with 15 additional minutes for questions and answers. The evaluation team will make every reasonable attempt to schedule each oral presentation at a time that is agreeable to the Vendor. Northside ISD will arrange scheduling of the time and place for the oral presentation. Failure to comply with the oral presentation schedule, once arranged, may result in disqualification of the respondent. Upon completion of all oral presentations, the evaluation team will review the preliminary evaluation and make adjustments based on the information obtained in the oral presentation and reference checks. (Careful selection should be made of your reference sites to assure the closest possible approximation to the Page 25 of 33 RFP #2003-151
    • Request for Proposal for Web-based Curriculum Management System The Northside Independent School District June 23, 2003 Northside ISD project.) The evaluation team will select the highest scoring proposal based on the preliminary scoring and final evaluation. d. Schedule of Events Event Date RFP Release Date June 23, 2003 Pre-Bid Conference Not Applicable Deadline for RFP Questions from July 7, 2003 by 5:00 p.m. Vendors Answers to RFP Questions Returned to July 21, 2003 by 5:00 p.m. Vendors RFP Due Date August 4, 2003 by 4:00 p.m. Preliminary Evaluation of Proposals Week of August 18, 2003 Vendor Presentations by Finalists Mid-September, 2003 Presentation to Academics Committee Week of October 13, 2003 and Technology Committee of the Board Final Vendor Selection and October 28, 2003 Announcement, Pending Board Approval 16. Attachments 1. Felony Conviction Notice, Attachment A 2. Bidder's Signature Page, Attachment B 3. Application Service Provider (ASP) Questionnaire, Attachment C 4. Northside ISD Network Configuration, Attachment D Page 26 of 33 RFP #2003-151
    • Request for Proposal for Web-based Curriculum Management System The Northside Independent School District June 23, 2003 Attachment A: FELONY CONVICTION NOTIFICATION State of Texas Legislative Senate Bill No. 1, Section 44.034, Notification of Criminal History, subsection (a), states “a person or business entity that enters into a contract with a school district must give advance notice to the district if the person or an owner or operator of the business entity has been convicted of a felony. The notice must include a general description of the conduct resulting in the conviction of a felony”. Subsection (b) states “ a school district may terminate a contract with a person or business entity if the district determines that the person or business entity failed to give notice as required by Subsection (a) or misrepresented the conduct resulting in the conviction. The district must compensate the person or business for services performed before the termination of the contract. THIS NOTICE IS NOT REQUIRED OF A PUBLICLY HELD CORPORATION. SUSPENSION OR DEBARMENT CERTIFICATE Non-Federal entities are prohibited from contracting with or making sub awards under covered transactions to parties that are suspended or debarred or whose principals are suspended or debarred. Covered transactions include procurement for goods or services equal to or in excess of $100,000.00. Contractors receiving individual awards for $100,000.00 or more and all sub-recipients must certify that the organization and its principals are not suspended or debarred. By submitting this offer and signing this certificate, this bidder: • Certifies that the owner/operator has not been convicted of a felony, except as indicated on a separate attachment to this offer, in accordance with Sec. 44.034, Texas Education Code, and • Certifies that no suspension or disbarment is in place, which would preclude receiving a federally funded contract under the Federal OMB, A-102, Common Rule (§ .36) Vendor Name: Vendor Address: Vendor Telephone: Page 27 of 33 RFP #2003-151
    • Request for Proposal for Web-based Curriculum Management System The Northside Independent School District June 23, 2003 Authorized Company Official’s Name: (Printed) Signature of Company Official: Date: Page 28 of 33 RFP #2003-151
    • Request for Proposal for Web-based Curriculum Management System The Northside Independent School District June 23, 2003 Attachment B: Bidder's Signature Page Signatures below signify agreement and acceptance of these terms: 1. The potential Supplier and its undersigned representatives agree that they have read the RFP for which this Proposal is being submitted, that they understand such RFP, and that this Proposal is responsive and complies with the instructions and conditions to the RFP. 2. The potential Supplier understands and agrees that this Proposal (including any and all attachments, exhibits and documents of potential Supplier referenced herein) must be included in any contract between Supplier and Northside ISD covering the acquisitions specified in this Proposal. 3. The potential Supplier agrees to be bound by the representations, terms, and conditions contained in this Proposal. 4. The Potential Supplier agrees that the contract provision incorporating this Proposal into the agreement, if any, between Northside ISD and the potential Supplier shall state as follows: _________________________ hereby agrees that its Proposal(s) dated ___________, including any and all attachments and exhibits thereto and exhibits referenced therein, shall be and hereby are incorporated into this Agreement. ________________________ and Northside ISD agree that any provision of this Agreement or of any such Proposal that conflicts with the preceding sentence, or seeks to exclude any portion of such Proposal from this Agreement or from any express warranty or any warranty provided by statue or implied by law, shall be void and of no force or effect. AGREED AND ACCEPTED (Name of Bidder) By: _________________________ Name: ______________________ Title: _______________________ Date: _______________________ Page 29 of 33 RFP #2003-151
    • Request for Proposal for Web-based Curriculum Management System The Northside Independent School District June 23, 2003 Attachment C: Application Service Provider (ASP) Questionnaire 1. Where is the ASP’s data center and equipment located? 2. What are the requirements needed to access the ASP’s service (bandwidth, hardware, etc)? 3. Will Northside ISD be allowed to import key business data into the hosted application thereby providing access to it immediately? Will Northside ISD be allowed to export key business data into District assets on a routine basis? 4. What rights does Northside ISD have to move or copy the data housed at the ASP’s data center? Will any data given to the ASP by Northside ISD, as well as any data produced by the ASP’ applications, remain the property of Northside ISD? 5. Describe the plans, fees, and security concerning on-line payment (via credit card/bank check, etc.) 6. What is the ASP’s proposal concerning upgrades and program improvements, concerning costs, training, implementation? 7. Describe the security plan for the ASP? What measures are in place to prevent un-authorized personnel from seeing or hacking into the system/data? 8. What is the physical security of the data center, and the security of the network and the servers? 9. Describe the ASP’s disaster recovery plan. 10. What is the service availability of the solution? Describe downtime expectations. 11. What are the terms of the termination clause included in the Service Level Agreement? 12. How many dedicated employees does the ASP have? Page 30 of 33 RFP #2003-151
    • Request for Proposal for Web-based Curriculum Management System The Northside Independent School District June 23, 2003 Attachment D: Northside ISD Network Configuration Internet Property of Northside ISD 3600/ Technology Services 2511 ES B 20M HS 6509 SBC 3600/ ATM 2511 Switch SC MS 6509 HS 6509 ES/ SC 4000 Border MS ATM Rtr 6509 Switch Novanet 4000 ES/ SC 4000 Web Token Ring 6513 6513 Services 3524 Region 4000 20 Firewall IDS CO User VLANS DMZ2 PacketShaper 7507 7507 P A C 5505 K E T L L INSI SIDE OUT I T I T E E R DE APPVANTA C O N / N / NS L I N SO U L K R K R GEASM-70F AOU O L P STA I TIDE I T TSI DE T U L TE W S E N / N / R K R K R Outside Inside Firewall Token Toke n Ring Ring Dial-In Access DMZ1 AS5200 nisd.net DNS AS400 Services Entrust Web Connector VPN Proxy Servers T1 Server Farm Database 10MB 100MB DS3 Cafeteria OC3 GigEthernet Clusters Page 31 of 33 RFP #2003-151
    • Request for Proposal for Web-based Curriculum Management System The Northside Independent School District June 23, 2003 High School / Middle School 6513 TypicalNetw orkLayout Central Office SBC 6509 3500 Cafeteria Digi MDF Server 5505 2900 IDF A IDF B IDF C 4000 2900 2900 Campus Servers 1900 1900 2900 2900 2900 2900 10MB 100MB Property of Northside ISD GigEthernet Technology Services Page 32 of 33 RFP #2003-151
    • Request for Proposal for Web-based Curriculum Management System The Northside Independent School District June 23, 2003 Elementary School / Special Campus SBC 6513 TypicalNetw orkLayout Central Office 7420 MDF 4000 3500 Cafeteria Digi Server 4000 IDF A IDF B IDF C Campus Servers 3500 3500 3500 3500 3500 3500 10MB 100MB Property of Northside ISD GigEthernet Technology Services Page 33 of 33 RFP #2003-151