Classroom Portal RFP Response Template.doc

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Classroom Portal RFP Response Template.doc

  1. 1. San Francisco Unified School District Purchasing Department REQUEST FOR PROPOSAL RESPONSE TEMPLATE WEB-BASED CLASSROOM PORTAL APPLICATION RFP No. 08312013 PRE-BID CONFERENCE July 14, 2008 - 9:30 to 11:30 A.M. 601 McAllister Street San Francisco, California PROPOSAL SUBMITTAL July 25, 2008 - 2:00 P.M. 601 McAllister Street, Room 207 San Francisco, California 94102 SUPPLIER PRESENTATION July 29, 2008 to August 08, 2008 601 McAllister Street San Francisco, California Due to the temporary relocation of the SFUSD Purchasing Department, correspondence and traffic will be directed to the Information Technologies Department, 601 McAllister Street, San Francisco, California 94102. 1/31
  2. 2. PURCHASE AGREEMENT PROPOSAL (Indefinite Quantity) RETURN ONE (1) SIGNED COPY OF THIS PAGE AND THE REQUIRED DOCUMENTS PROPOSALS WILL BE OPENED AT 2:00 P. M. , July 25, 2008 AT: SAN FRANCISCO UNIFIED SCHOOL DISTRICT CONFERENCE ROOM, first FLOOR 135 VAN NESS AVENUE PROPOSAL NO. 15102016 SAN FRANCISCO, CA 94102 TEL: (415) 241-6468 DATE: June 24, 2008 FAX: (415) 241-6487 DELIVER PROPOSAL, properly executed, to Purchaser, prior to opening time, in sealed envelope with Purchase Agreement Proposal Number and Commodity inscribed hereon. (Include one (1) signed copy of Page 3; retain Supplier’s Duplicate copy for your file). DO NOT INCLUDE SALES OR EXCISE TAXES IN PROPOSAL PRICES (Section 49 of the General Terms, Conditions, Instructions And Information For Bidders) Upon receipt of Purchase Agreement Acceptance, the undersigned hereby promises and agrees to furnish, subject to provisions of Sections 37 and 45 of the General Terms, Conditions, Instructions And Information For Bidders, all articles or services within the dates specified, in the manner and form and at the prices herein stated in strict accordance with the advertisement, specifications, proposals and general conditions all which are made a part of the purchase agreement, when authorized by Purchase Orders, Revolving Fund Orders, or Encumbrance Requests. Name under which business is conducted Business Street Address Tel: City State Zip Code IF SOLE OWNER, sign here: I sign as sole owner of the business named above. IF PARTNERSHIP, sign here: The undersigned certify that we are partners in the business named above and that we sign this purchase agreement with full authority so to do. (One or more partners sign) 2/31
  3. 3. IF CORPORATION, execute here: The undersigned certify that they sign this purchase agreement with full and proper authorization so to do. Corporate Name Signed Title Signed Title Incorporated under the laws of the State of Do you have an affirmative Action Policy? (Yes) (No) 3/31
  4. 4. RFP Response Template Note: All information in italics is provided for the purpose of definition and may be deleted by the vendor in the submitted response to the RFP, 1 Proposal Identification Statement The Vendor should provide the organization name, mailing address, and primary contact person information. Organization Name: Address: Primary Contact Person: Master Copy: Y/N Date Submitted: 2 Volume I - Response to Requirements 2.1 Table of Contents 2.2 Exceptions - This section of the Proposal will note any exceptions to the requirements and conditions taken by the Vendor. Identify, with explanation, any requirements and/or conditions of this RFP with which you cannot or will not comply. If exceptions are not noted, the District will assume that a Vendor’s Proposal meets those requirements and conditions. 4/31
  5. 5. 2.3 Vendor Project Approach Response (RFP Section 7, Pages 18-21) 2.3.1 Response to Requirements M - Vendor Item Mandatory Response Requirement No. D - Y= Yes Desirable N = No 7.1 Project Plan 1 Each Vendor shall submit a Proposed M Project/Implementation Plan, which reflects the knowledge, experience, recommended scope of work, and understanding of the complexities of implementing the Proposed Product into an environment similar to that of the District and County. 2 The Proposed Project Plan shall describe and M indicate the sequence and dependencies of major tasks and milestones to be undertaken by the District, the Vendor, and other parties, as appropriate and necessary to implement the Proposed Products. 3 The Proposed Project Plan shall clearly M indicate whether the SFUSD or the vendor has primary responsibility for the task. 4 The Proposed Project Plan shall include the following activities and deliverables: 4.1 a. Project planning & organization D • Work plan • Communication plan • Project status reports • Project issue tracking 4.2 b. Infrastructure D • Hardware specification and procurement • System configuration document • Installation/Configuration tasks for both a training/testing environment and production 4.3 c. Business Requirements D • Procedure/Requirements Review Period • Gap Analysis • Recommendations for System Configuration, and, if necessary, customization 4.4 d. Configuration and Development D • Timeline for configuration • Timeline for customization/enhancement 5/31
  6. 6. M - Vendor Item Mandatory Response Requirement No. D - Y= Yes Desirable N = No 4.5 e. Interface Development D • Steps required to build interfaces to populate class data and provision security automatically. f. System and User Testing D • Interface and System Testing • Power User Testing • Defect/Issue Resolution • Acceptance g. Training and Transition D • Recommended deployment model (i.e., pilot sites, phased approach, or District-wide rollout) • Training proposal (two options) o Vendor coordinates all training o Vendor trains a lead worker for each site (approximately 150 teachers). District coordinates all other training • Provision of training materials and database for ongoing training and assistance. 7.2 Project Roles/Responsibilities 1 The vendor shall outline proposed staffing M levels (FTE), roles, and responsibilities for a successful implementation for the vendor and the SFUSD. 2.3.2 Project Plan and Supplementary Information Please reference or insert project plan and any additional information necessary to substantiate or explain response to Vendor Project Approach section. Please be sure that the following minimum information is included in the response to this section: • District and vendor responsibilities/expectations • Recommended implementation model • Recommended training model 6/31
  7. 7. 2.4 Application Requirements Response (RFP Section 8, Pages 21-28) 2.4.1 Response to Requirements Instructions: Column Values/Instructions Vendor Y= Yes. Functionality is available in the Response current release. N= No. Functionality is not available and is not planned for a future release. P= Planned. Functionality is planned for a future release. Software Status If functionality will be provided in a future release, please include the expected date of release and current status (evaluation/requirements gathering, development, testing, completed). Comments Please describe how the software meets the requirement requested and provide any additional information necessary to substantiate the response. 7/31
  8. 8. Vendor Software Comments Item M - Mandatory Requirement Response Status No. D - Desirable 8.1 Data Integration 1 The system shall import data M from the SFUSD SIS system, including, student name, HO# (SFUSD ID Number), Contact Information, Parent/Guardian Contact Information, School(s) enrolled in, Course(s), administrator names, administrator IDs, teacher names, teacher ID, and other data needed to populate the system. The SIS system is a custom application built in house (Access front end, SQL backend). 2 The system shall import M employee demographic, contact, and location data from the SFUSD Employee Information System (PeopleSoft HRMS). 3 The system will support real- D time updates from the SFUSD’s database systems (e.g., through triggered events in SQL server). 4 The system shall allow a D District Administrator to add students, classrooms, and staff manually or by uploading an excel spreadsheet for information not currently in the SFUSD's SIS system (Pre-K, Charter School Programs). 5 The system shall provide M district-wide exports of key data, including, but not limited to grades, attendance, parent/student registration and contact information, and site usage information. 8/31
  9. 9. Vendor Software Comments Item M - Mandatory Requirement Response Status No. D - Desirable 6 The system shall provide a D direct interface from the system to the SFUSD Student Information System for the purpose of updating grades, attendance, and parent email addresses. 7 SFUSD Information M Technology Staff will be provided with a data dictionary, and direct, read- only access to all tables within the database. 8.2 Authentication 1 Staff User Accounts: The M system shall create and update staff accounts automatically from the SIS interface. Staff will be emailed notification that their account has been created and is ready to use. 2 Staff User Accounts: The D system shall use SFUSD Active Directory Usernames and Passwords for staff. 3 Student User Accounts: The M system shall create and update student accounts automatically from the SIS interface. Students will be emailed notification that their account has been created and is ready to use. 4 Student User Accounts: The D system shall use SFUSD Active Directory Usernames and Passwords for students. 5 Parent/Guardian Accounts: M The system will provide a self-registration tool for parents/guardians. Parents will be able to go to a web- site, enter key details about their student (e.g., Initials, Birthdate, ID#) as well as their own name and email address. The system shall confirm the data and e-mail the parent/guardian their account information automatically. 9/31
  10. 10. Vendor Software Comments Item M - Mandatory Requirement Response Status No. D - Desirable 6 Parent/Guardian Accounts: M The system will alert school administrators, students, and teachers when a new parent/ guardian has registered. 7 Parent/Guardian Accounts: M The site administrator and district administrators shall have access to block or add parent accounts. 8.3 Roles-Based Permissions 1 District Administrator: The M system will provide a District Administrator level permissions that allows access to all sites, all data. This access will be limited to very few people. 2 District Read-Only: The M system will provide District- wide read-only access to all data. 3 School Administrator: The M system will provide a role for School Administrators that allows for unlimited access to information for their school site(s). 4 School Site Support Staff: M The system will provide a role that allows school site support staff (counselors, clerical support, resource teachers) to access student information for their site(s) and direct communications with teaching staff. 5 Teachers: The system will M provide a role that allows teachers to see all of their students and courses/classrooms automatically. Teachers will be able to administer their classrooms fully. 10/31
  11. 11. Vendor Software Comments Item M - Mandatory Requirement Response Status No. D - Desirable 6 Students: Students will be M able to submit work, engage in discussions, view grades, view attendance, view classroom and school announcements and events. Submitted work and discussion threads will be labelled with the students' name. They will only be able to submit work for themselves. 7 Parents: Parents will be able M to view the work of their children only. Parents will see upcoming assignments, attendance, grades, and submitted work. Parents of multiple children will have a single logon that allows them access to all of their student work. 8 General: Roles based D permissions will be flexible enough to make adjustments to security for roles and individual users. At a minimum, SFSUD should be able to set read, write permissions for each role for each major function of the system separately (homework, grades, attendance). 8.4 Home Pages 1 The system shall M automatically generate a school site homepage (based on SIS school information) that provides a link to each teacher and classroom page. 2 The system shall M automatically generate a classroom homepage based on SIS data. Teachers, Students, and Parents will automatically be notified when a new class is added that they should be participating in. 11/31
  12. 12. Vendor Software Comments Item M - Mandatory Requirement Response Status No. D - Desirable 3 The system will allow D teachers and administrators to create custom pages for school clubs, activities, workgroups, or projects for the purpose of collaboration. 8.5 Assignments 1 The system will allow M teachers to create homework assignments on-line. The assigment form should include the ability to: 1.1 Assign a number of M points to the assignment and the letter grade equivalent for each range; 1.2 Tie assignments to D standards, with a point value for each standard. 1.3 Input a detailed M description of the assignment and attach supplementary materials and refer to a URL; 1.4 Specify a due date for M the assignment; 1.5 Publish the assignment M to multiple classes at the same time; 1.6 Track and review M submitted assignments for timeliness and completeness; 1.7 Collaborate/comment on M assignments submitted on line with the student. 2 The system will allow students view and complete assignments on-line, by: 2.1 Notifying students M onscreeen and by email when an assignment has been made; 2.2 Displaying all M assignments due, for all courses, in a single calendar or list; 12/31
  13. 13. Vendor Software Comments Item M - Mandatory Requirement Response Status No. D - Desirable 2.3 Allow students to M complete assignments on-line (without requiring the use of any software other than a standard internet browser) through an embedded form or attaching a document to the assignment; 2.4 Allow students students D to work on a draft assignment and submit for teacher review only when ready. 3 The system will support D assignment creation/submission in both open source and proprietary document/spreadsheet software. 4 The system will track assignments by 4.1 Tracking submission M date and time of assignments completed on-line; 4.2 Allowing teachers to M enter submission dates and time for assignments submitted outside of the system; 4.3 Flagging late and/or M missing assignments; 4.4 Allowing teachers to M enter grades/points earned for assignments; 4.5 Allowing teachers to M return (unsubmit) a student assignment for revision and re-grading; 5 Parents will be able to view M all of their students' upcoming and completed assignments on-line, including grades, time of submission, and teacher feedback. 8.6 Gradebook 1 Teachers will be able to: 13/31
  14. 14. Vendor Software Comments Item M - Mandatory Requirement Response Status No. D - Desirable 1.1 View students M grades/points earned on assignments in a summary view that provides current score and trend information. 1.2 Customize rating scales, M percentage/points to letter grade equivalents. 1.3 Summarize data by D standards. 1.4 Export the gradebook to D Excel (or other database compatible format) for each student, course, or assignment. 2 Parents and Students will be able to: 2.1 View all past grades in a M summary view (for assignments submitted and scored on-line and for assignments entered by the teacher). 2.2 Receive alerts based on M downward (or upward) trends or criteria based on a single assignment. 2.3 The system will allow M grades to be exported at a course, school, or District level so that they may be imported to SIS. 2.4 The system will allow D teachers to import/link to grades they have entered into commonly used on-line gradebook tools. 3 The system will allow the D District to import and display historical student grades. 8.7 Attendance 1 Teachers and school administrators will be able to: 14/31
  15. 15. Vendor Software Comments Item M - Mandatory Requirement Response Status No. D - Desirable 1.1 Enter daily D attendance for each course through the system, using attendance codes consistent with SFUSD reporting requirements. 1.2 View student D attendance trends and patterns in their class and the students' other classes (if the teacher is given permission). 1.3 View summary D attendance data for all students in a single window that facilitates identifying patterns. 2 The system will allow D attendance to be exported at a course, school, or District level so that they may be imported to SIS. 3 Attendance codes will be D configurable by the District to accommodate changing state and local reporting needs. 4 The system must allow for D attendance to be reported (1) by date, (2) by period/class, and (3) by hours. 5 The system will allow D teachers to enter attendance by class list (alphabetically) or through a seating chart interface. 8.8 Seating Charts 1 The system will allow D teachers and site administrators to build seating charts for each class. 8.9 Translation 1 The system will translate all M major menu items and all email templates for alerts to parents in at least Chinese and Spanish. 15/31
  16. 16. Vendor Software Comments Item M - Mandatory Requirement Response Status No. D - Desirable 2 The system will support data D entry, typing of foreign language characters by SFUSD staff. 3 The system will include built D in translation software that will (1) automatically translate staff/parent communications or other data entry when desired; (2) allow editing of the translated verbage for clarity/clean up. 8.10 Discussion Threads 1 The system will support D discussion threads/blogging by students and teachers to collaborate on assignments or discuss general topics. For all student entries, the student's real name will display to the teacher - aliases will not be used in student to teacher communications. 2 Teachers will be able to D collaborate by creating shared workspaces or discussion threads on small learning communities or topics of interest. 8.11 Lesson Plans 1 The system will allow M teachers to build and store lesson plans, store those plans centrally in a personal folder, and publish those lesson plans to multiple classes simultaneously. 2 The system will provide a D searchable bank of lesson plans, accessible to SFUSD staff. 2.1 The bank will include a D database of lessons provided by the vendor (or online educational resources) searchable by grade level, subject, and standard. 16/31
  17. 17. Vendor Software Comments Item M - Mandatory Requirement Response Status No. D - Desirable 2.2 SFUSD will be able to D add their own lessons to the searchable library for collaboration with other teachers/administrator s. 2.3 SFUSD administrators D will be able to alert teachers by grade/subject of the availability of lesson plans relevant to their area within the system. 8.12 Student Schedule/Credits Teachers, administrators, M parents and Students will be able to view a listing of the students’ current courses, current grade, and subject area in which they will receive credit. Teachers, administrators, D parents and students will be able to view a listing of the students’ historical courses, grades, and subject area in which they have received credit (or failed to receive credit). Teachers, administrators, D parents, and students will be able view a summary of students’ progress toward SFUSD graduation requirements, CSU admission requirements, and UC admission requirements. 8.13 On-Line Learning/Virtual Classroom 1 The system shall provide/link D to a library of on-line/video courses. 2 The system shall allow D teachers to create and post on-line coursework. 3 The system shall track/verify D when students have completed the coursework online and provide notification to the teacher. 17/31
  18. 18. Vendor Software Comments Item M - Mandatory Requirement Response Status No. D - Desirable 8.14 Assessments 1 The system shall display D standardized test and district assessment results to parents, students, teachers, and administrators. 2 The system shall provide a D tool for teachers to build, administer, and automatically score assessments on-line. 8.15 Alerts and Notifications 1 Notifications will be sent by M email and will appear on the user's screen when he/she logs in. 2 Each user of the system shall D have access to customize the type and frequency of alerts he/she receives. 3 Parents will be able to receive automated alerts on: 3.1 Upcoming, Late, and M missed assignments for their students; 3.2 Grades below or M above teacher or district specified thresholds; 3.3 Absences and tardies M 4 Teachers will be able to send M custom notifications to parents/students within the system. 5 Teachers will be able to notify M all teachers of a student within the system on a given area of concern. 6 Site administrators will be M able to view all system notifications that have been sent to a teacher, parent, and/or student. 7 Parents without email D addresses will be able to communicate directly with the teacher through a secure/confidential messaging interface within the system. 18/31
  19. 19. Vendor Software Comments Item M - Mandatory Requirement Response Status No. D - Desirable 8 The system will interface with D an automated telephone dialing system, so that, parents who have not registered for email notifications may receive the same alerts by phone in their primary language. 8.16 Storage 1 Students and teachers will be M provided with adequate storage for lessons, assignments, and supplementary materials. They will retain access to those materials even after the course they are taking/teaching has ended. 8.17 Statistics 1 Designated staff members M should have access to usage and performance statistics for the system's use, statistics should be able to be disaggregated by the time period, component of the system (e.g., grades, attendance, assignments), the classroom (SFUSD SIN#), teacher, Student ID # (when student data is accessed) ,and role of the user (parent, student, teacher, central staff, etc). 8.18 Training 1 Vendor shall provide training M materials in editable format (e.g., Microsoft Word) for distribution to staff, parents, and students. 2 Vendor shall provide a M minimum of 10 training sessions (20-30 trainees each) for lead users at school sites and central office support staff. 19/31
  20. 20. 2.4.2 Application Requirements Supplementary Information Please reference or insert any additional information necessary to substantiate or explain response to Application Requirements. 20/31
  21. 21. 2.5 Technical Requirements (RFP Section 9, Pages 28-30) 2.5.1 Response to Requirements See Application Requirements section for response instructions. Item No. Requirement M – Mand Vendor Software Comments D - Desir Response Status 9.1 System Architecture 1 The presentation layer for the system shall M be web-based. 2 The Proposed Products shall be designed to M support future growth in processing, transaction rate, data storage, and number of users accessing the system. 3 The Proposed Products shall be designed M with database backup, system recovery, and failover capabilities to minimize the system downtime and risk of data loss. 9.2 System Configuration 1 The system shall support, at a minimum, M users with Windows and MacIntosh operating systems. Please describe the user client platform requirements, e.g., operating system version(s), processor speed, memory, disk, etc., to support the Proposed Products. 2 The system shall support multiple web M browsers, including at least Internet Explorer, Firefox, and Safari. Please list the browser versions supported. Please note any browser-specific limitations to the functionality provided by the system. 3 If the system can be hosted by SFUSD on- D site (vendor does not exclusively require ASP model of delivery), describe the central database, application, and web server hardware and software requirements to support the Proposed Products including the following items. 3.1 Operating system version(s) D 3.2 Number of database servers D 3.3 Server processor type, quantity, and D speed 3.4 Memory for each of the proposed D database servers 3.5 Disk, SAN, or storage system D proposed and configuration. 21/31
  22. 22. Item No. Requirement M – Mand Vendor Software Comments D - Desir Response Status 3.6 Additional or higher capacity local D area network lines between servers and/or other locations. 3.7 Any other items needed for proper D operation of the database servers. 4 The vendor shall supply specifications for M the network environment required to ensure system availability and performance. 5 The Proposed Configuration shall provide M for user access to the Classroom Portal System 24 hours a day, 7 days a week. Describe any disruption caused by routine maintenance of the proposed computer operating systems, database, and application software. 9.3 Database System 1 The system shall be built upon a robust M relational database management system. Please specify. 9.4 Software Extendibility and Access 1 Please describe the capabilities of the M software to allow customer enhancements, additional program logic, and/or additional modules to co-exist with Vendor upgrades, including any policies, practices, or technologies, which facilitate software flexibility and extendibility. 2 Please describe the capability to allow M modifications by the District of menus, screens, or reports by the customer. 3 Please describe the method for allowing M District IT staff direct access (select only) to the database for the purposes of creating custom reports and interfaces. 9.5 Methodology and Tools 1 Please describe the tools used for D programming and program development, e.g., generators, languages, editors, debuggers, etc. 2 The Proposed Products should include D online help. Please describe the tool used to develop and enhance the online help component of the system. 9.6 Technical Documentation 1 The Proposed Products shall include technical documentation for the following technical areas: 1.1 Business analysts and programmers M 1.2 Database designers and implementers M 1.3 System and table setup M 1.4 Methodology for implementing patches M and enhancements 22/31
  23. 23. 2.5.2 Supplementary Information Please provide architecture diagrams, hardware specifications, and any other information required to substantiate the response to the technical requirements. 23/31
  24. 24. 2.6 Vendor Support Response (RFP Section 10, Pages 30-31) 2.6.1 Requirements Response Item M - Mandatory Vendor Comments Requirement No. D - Desirable Response 10.1 Term of Support 1 The Vendor shall provide Vendor M Support for an initial five (5) year term upon receiving written acceptance of the Proposed Products by the District. 2 Upon expiration of the initial term, M Vendor Support shall provide the District an option to renew for five (5) one year periods. 3 The vendor shall provide detailed M support and maintenance information for each level of services available. 10.2 Vendor Support Fees 1 The Vendor shall have a prescribed M schedule that governs revisions to Vendor Support Fees. Please provide a schedule of vendor support fees to the District. 2 The Vendor shall not revise Vendor M Support Fees during the initial five (5) year Vendor Support Period. 3 The Vendor shall not revise Vendor M Support Fees more frequently than once during any single Vendor Support Period. 10.3 Vendor Technical Support 1 Vendor Technical Support shall include M toll-free telephone numbers for a manned call center to assist in resolving problems with the Proposed Products. Please describe your normal call center operational days and hours. 2 Vendor Technical Support shall provide M a problem resolution process that includes an escalation schedule for resolving problems with the Proposed Products. 3 Vendor shall provide a copy of typical M technical support contract to the District. 10.4 Vendor Maintenance Support 24/31
  25. 25. Item M - Mandatory Vendor Comments Requirement No. D - Desirable Response 1 Vendor Maintenance Support shall M furnish Software Releases under a systematic release schedule. Provide information regarding release frequency. 2 Vendor shall provide a copy of typical M maintenance support contract to the District. 10.5 Web-Based Support 1 Vendor shall provide access to the M Vendor's web site for customer support information including Software Releases status, reported problem resolution status, current documentation, training schedule, etc. 2 Vendor shall provide the capability to M download fixes, upgrades, and releases via access to the Vendor's web site. 2.6.2 Sample Support Contract and Additional Information Please reference or insert sample technical support agreement and any additional information necessary to substantiate or explain response to Vendor Support section. 25/31
  26. 26. 2.7 Vendor Ability to Perform Response (RFP Section 11, Pages 31-33) 2.7.1 Requirements Response M- Vendor Comments Item Requirement Mandatory Response No. D - Desirable 11.1 In-Use History 1 Classroom Portal System proposed by D the Vendor shall have been installed and in productive use at a minimum of five (5) K-12 district customers within the United States for a period of no less than two (2) years prior to the Proposal Submission Deadline specified in Section 6.0, Projected Calendar of Events. Provide detailed information concerning the install base of your student information system. 11.2 Release Schedule 1 The Vendor should have upgraded and D maintained the Proposed Products for a period of at least two (2 years prior to the Proposal Submission Deadline specified in Section 6.0, Projected Calendar of Events. Please provide history of releases, including: 1.1 Release level D 1.2 Date of general availability D 1.3 Description of features and D corrections 1.4 Timeline for next scheduled D release. 2 The Vendor should provide information D concerning the Vendor's vision and strategy for innovating and improving the Proposed Products to take advantage of technological changes in the future (i.e. 5 to 7 years). 11.3 Vendor Financials and Viability 1 A Vendor should exhibit fiscal stability D for the business entity. Please provide one or more of the following written financial documents. 1.1 A copy of the Vendor’s most recent D corporate annual report, including audited financial statements. 1.2 A copy of the Vendor’s latest D financial statements for the current fiscal year, prepared by a certified public accountant, if no annual report is available. These financial statements shall be a CPA review 26/31
  27. 27. M- Vendor Comments Item Requirement Mandatory Response No. D - Desirable or an audit 1.3 If audited financial statements are D not available, a copy of a verifiable statement from a bank or similar bona fide lending institution demonstrating a line of credit available to the Vendor if audited financial statements are not available. 11.4 Customer References 1 The Vendor should have at least five D (5) paying K-12 customers who have successfully installed and are operating the proposed Classroom Portal System. Please provide customer reference information. 2 At least two (2) of the five (5) customer D references should have made productive use of the proposed Classroom Portal System for a period of at least one (1) year prior to the Proposal Submission Deadline specified in Section 6.0, Projected Calendar of Events in California. 3 At least two (2) of the five (5) customer D references should have a deployment size comparable to the SFUSD (56,000 ADA, 100 sites or greater). 4 At least two (2) of the five (5) customer D references should be located in California. 2.7.2 Supporting Documents and Additional Information Please include reference information with length of deployment and financials information necessary to substantiate the responses to the Vendor Ability to Perform Section. 27/31
  28. 28. 2.8 Cost Data Response (RFP Section 12, Pages 33-34) This section must itemize all costs chargeable to the District, as described in the Cost Data section. One Time Costs Description Cost Base Product License Third-Party Software Products License Implementation Conversion Customization and Setup Training (Train the Trainer model) Training (All Staff) Other Recurring Costs Five-Year Description Year 1 Year 2 Year 3 Year 4 Year 5 Cost Technical Support Maintenance Other Total Five-Year Recurring Costs: Total Bid Costs Total One-Time Costs Total Five-Year Recurring Costs Total Bid Costs: If you can also provide the Application Software Approach please submit an additional bid cost summary detailing the cost of this approach. One-Time License Costs - Detail 28/31
  29. 29. Extended Description Quantity Unit Cost Taxes Cost Base Products1 Less Discount: Subtotal: 1 License includes cost of Vendor Support until the Final Acceptance Date of the Proposed Products. Third-Party Software Products Less Discount: Subtotal: Total License Costs: 29/31
  30. 30. 2.9 Vendor Availability for Presentation (RFP Section 13, Pages 34-35) Vendors may be asked to give a three-hour presentation including product demonstration, implementation overview, and questions and answers. List all available dates within the period specified in section 6.0, Projected Calendar of Events for your presentation. 30/31
  31. 31. 3.0 Volume II – Literature This volume must contain all technical literature and attachments required to substantiate the Vendor’s response to the requirements of this RFP. The Vendor shall submit at least one (1)“Master Copy” of Volume II under separate binder(s) in hard copy and electronic form, and five (5) additional copies either in hard copy or electronic form (e.g. CD) at Vendor’s choice. The Vendor will clearly label according to the sections and titles provided therein, with content as follows: 3.1 Technical Literature - Literature required to substantiate the Vendor’s response to the requirements listed in Application Requirements, Vendor Support and Vendor Ability To Perform, must be provided. 3.2 Vendor Contract - The Vendor must submit a copy of their standard contract. 3.3 License Agreement - The Vendor must submit a software license agreement for the Proposed Products with the bid response. 3.4 Annual Report - The Vendor’s annual report or other financial documents must be enclosed. 3.5 Reports - Sample reports that are provided with the Proposed Products should be provided wherever possible. 3.6 Optional Exhibits and Attachments - Any other information submitted beyond that required by this RFP, which the Vendor deems applicable to their Proposal, should be placed in this section. 31/31

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