RFP Learning Management System - Evaluation Process and Criteria

REQUEST FOR PROPOSAL

SECTION 5

SPECIFICATIONS AND ADDITIONAL QUESTIONS

5.1 Requirements
Note: Suppliers must respond to all sections of this RFP, including sections 1 and 2.
When a section does not request specific information and you agree to what it
contains, you may use language such as “Sections1.1 through 1.05, Understood and
Agreed” in your response. Refer to section 2.1 for instructions onhow to compile your
response.

Following are the preferred requirements. These requirements will be judged on a
pass/fail basis during the preliminary evaluation. Preference may be given to those
Suppliers considered capable of meeting all the requirements as specified.
Incomplete proposals will be deemed unacceptable and will be eliminated from
further consideration.

It is encouraged to submit multiple proposals for different infrastructures. For
example, a hosted solution and an institutionally hosted solution requires separate
proposals. Make sure the information security form is filled out for both solutions.
You will also want to include any additional enhancements or options that would
make your LMS stand out. In addition, show any modules that could be integrated
into your system to expand the functionality that is either free or for an additional
cost.

5.1.1 Browser and Mobile Access
Functionality for learners and instructors must be compatible with a wide variety of
common web browsers on Windows and Macintosh computers, as well as accessible
from mobile devices via major carriers. Identify which browsers and browser versions
are supported. What is the process for validating new browsers? The LMS must
support mobile devices, either within mobile browsers or with mobile applications
(iPhone/iPod Touch/iPad, Android, Blackberry). Does the LMS or any components of
it rely on any additional plug-ins such as Java or Flash? If any third-party plugins fail
to function properly for a user, are there any fall-back alternatives to achieve the
necessary functionality? The Information Security application must be completed
online at
http://www.utdallas.edu/infosecurity/documents/UTDVendorSurvey.docx
.

5.1.2 Infrastructure
The LMS shall be able to be installed and maintain core functionality in UT Dallas or
UT System own data center on the University of Texas at Dallas campus or the
data center in Arlington (ARDC), or else be provided by the supplier as a hosted
service. You must provide demonstrated proof of the ability to reliably support the
user load that the university currently experiences and anticipates in the future.

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Describe the server hosting requirements for the LMS, including hardware, software,
and any other services that are required for the core installation. The system should
support SSL encryption, either within the application or via the load balancer. Also
indicate any third-party licensing, such as databases, to be considered for the core
installation. Briefly discuss the system architecture and how the architecture provides
for reliability, scalability and redundancy. If you are proposing a hosted solution, what
is the uptime of the hosted solution and how is that measured? How are software
updates managed? Can routine hardware maintenance be done without disrupting
availability to end users? Provide information on different environments (Test,
Development, QA, and Production) for UT Dallas to use best practices when
upgrading or implementing services. Must send service level agreement for all
company hosted proposals.

Please address the ability for an individual campus to host their own LMS instance
on their campus and how this might affect pricing.

5.1.3 Multi-institution Support
The LMS system must support multiple institutions with a customizable, branded
interface for each institution/school using the system. Explain how the LMS can serve
multiple institutions and allow for sharing of course content and centralized reporting
and administration capabilities. What setup is required to have multiple campuses
utilize one system? Describe how your system supports separate populations and
user and administrative reporting specific to each system. This also needs to include
multi-institution on the same campus (example: Academic and Training) and how this
will be handled by your LMS.

5. 1.4 Student Information System Interoperability
The LMS system must allow for automatically enrolling students via integration with
campus student information systems (PeopleSoft Campus Solutions (v9.0 and
greater). Explain how student enrollment information can pass from the registrar’s
system to the course management system (example – live connection, batch XML
uploads, etc…) and how grades can be passed back to the SIS. The system must
have existing integration capabilities with PeopleSoft Campus Solutions (v9.0 and
greater). Describe support services and tools for enrollment and grade pass-back
batch and live integration options with SIS systems (PeopleSoft Campus Solutions
(v9.0 and greater). What support is provided with a middleware integration application
that has been developed on campus.

5. 1.5 Crosslisting Support
The system must support crosslisted courses. Describe how the LMS provides a
way for courses to be combined as one, through the SIS integration and by
manually combining courses together. This can be accomplished through our
eLearning Tools application if not provided by the LMS, but integration would need
to be explained.

5. 1.6 Course Migration Path
One of the important considerations in choosing a new LMS is how course content
will be migrated from Blackboard Vista and Blackboard 9.1 to the new system. Please
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describe the migration path for moving course content into the new LMS. Can you
provide examples of migrating Blackboard Vista 8 and Blackboard 9.1 courses to your
LMS? What migration tools and utilities are available to move from your LMS to a
standard format (i.e, IMS formats)? How reliable and practical are the tools or utilities
to export ANY and/or ALL data within your system at any time? What services and
support resources are included or optional to assist with implementation and
training?

5.1.7 Integration with Third Party Tools
Describe the process of integrating the LMS with other third-party tools. What third
party integrations are currently available? By summer 2012, the system must support
integrations that we have today: including Respondus (for quiz authoring), Respondus
Lockdown Browser, Study Mate, Turnitin, and eInstruction (audience response
clicker). List other third party integrations that you currently support.

5. 1.8 Open APIs
The LMS must be able to extend the features of the system via APIs (Ap plication
Program Interfaces) or some other customizations that follow a set of industry
standards. What methods and/or tools are available to extend the system? What are
the functions that can be performed via a web API? Can user accounts be created
and deleted via an API? Can enrollment adds and drops be performed via the API?
Can grades be imported, exported or updated? Can single sign-on from other campus
systems (portals, legacy systems)
be implemented? What other functions can be performed via a web API? What
professional services areavailable to sup port and train developers to use the APIs?

5.1.9 Multimedia Workflow
Describe the workflow for course designers to get multimedia into the system. Where
is media stored (database or file system) and how can it be discovered or shared
with other courses? Can it be accessed outside of the LMS? Address how the
system supports sharing media files between courses from a single file store.

5. 1.10 Support and Services
You must provide 24/7 support for administrators. Describe your product support
and other services. Which services are included in this RFP and which are optional?
What service levels are available and what level is proposed for the University of Texas
at Dallas? How do support requests get tracked and escalated? What is the
turnaround time for issues to be resolved? Is there a central knowledgebase and/or
issue tracker available for customer use? How do support/enhancement requests
influence product development?

Provide onsite implementation services package to transition from Blackboard Vista 8
or Blackboard 9.1 to your LMS. How will this be accomplished?

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5. 1.11 Sandbox
A hosted sandbox for your product is required for evaluation purposes. Proposers
must provide the URL and login information (typical administrator, faculty and student
roles) for the university at the time of RFP response.

5.1.12 Ease of Use
How was the interface designed to be intuitive and user-friendly? How do you
determine ease of use? How are these tools designed for higher education’s teaching
and learning environment? Do you support drag & drop authoring and Cascading Style
Sheets to control presentation? Does the system include context- sensitive help?
What has been done to reduce the number of mouse clicks and server calls? What
usability testing have you conducted?

5.1.13 Accessibility
The LMS must be accessible for all users, regardless of age, ability, or situation. The
system should comply with section 508 accessibility standards and the Web
Accessibility Initiative (WAI) issued by the World Wide Web Consortium (W3C).
Preference will be given to accessibility certifications, such as the National Federation
of the Blind. The system should also comply with the Texas Administrative Code,
Chapters 206 and 213, for electronic and information resource accessibility:
http://info.sos.state.tx.us/pls/pub/readtac$ext.ViewTAC?tac_view=4&ti=1&pt=10&ch=
206
http://info.sos.state.tx.us/pls/pub/readtac$ext.ViewTAC?tac_view=4&ti=1&pt=10&ch=2
13

5.1.14 Push or Subscriber Messaging
The LMS should be capable of sending e-mail (SMTP) and SMS messages
(configurable by the user) either within the LMS itself, or by an integration with a
companion product. An example might be that a student could configure the LMS to
notify him via text message when his instructor posts an announcement or grades an
assignment, and e-mail him when someone posts a new discussion message.
Describe the options available for messages sent via e-mail and SMS. Costs for SMS
messaging must be included in section 3.03.1. In addition, the LMS should provide the
ability to both subscribe to RSS feeds within a course and also provide subscription
feeds that can be used outside of the LMS (such as for new discussion postings or
calendar events).

5.2 RFP Response Tables
How to use these tables: Each section contains a list of abilities, features, or
integrations that your system may have. You will be asked to rate the level of
functionality, provide version numbers for software integrations, and show
whether the features have passed accessibility testing.
Rating:
For each item, enter a value for the level of support that the item has. The
possible values are described below

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Value Definition

5 System has full support for the item and it has been implemented on
production
3 systems.
Development or testing of this item is in progress, or development is
complete
but it has never been implemented in a production system.
0 (indicate if customization is required)
The item does not exist or is not supported.

(Note: If the vendor solution provides the functionality through means other than an
implementation in their own software and the solution has been implemented and
integrated on a “live” system that does not require extra login procedures, then the
item can be given a score of “5”. You will also need to list any third-party software
requirements in section 2.5.3 “Describe any additional hardware and software
needed or recommended to complete implementing and managing the product.)

Version:
Enter the version or range of versions that your system supports/integrates with.

Accessibility:
Some sections also require that you list the accessibility of each feature.
For the "Accessible" column, simply enter a Y or an N regarding whether the
product (feature) passes Section 508Software Applications and Operating
System Criteria 1194.21 (a) - (l) and / or Web Criteria 1194.22
(a) - (p) and provides equally effective access for individuals using a robust
range of assistive technologies.

Example 1: Rate your software’s browser support. In this example,
Internet Explorer and Firefox are fully supported, Netscape is in
development, Opera is not supported, and Safari and Google Chrome
are in testing.

Note: If a browser is only supported for certain operating systems, list the
operating systems next to the browser name.

Browsers Supported Versions Rating
Internet Explorer (Mac and PC) 7.x+ 5
Mozilla Firefox 3.x 5
Netscape Navigator 7.2 and earlier 3
Opera N/A 0
Safari (Mac) 5.x 3
Google Chrome 6.0.x 3

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EXAMPLE 2:
In this example, all features exist except there is no way to manage courses by term
and the WYSIWYG content editor is still in development.
Features Accessible Rating
1. Teaching and Learning
a. Course Management Y 5
i. by Term N/A 0
ii. by Department Y 5
iii. by College Y 5
b. File Management System Y 5
i. WYSIWYG Content/HTML Editor Y 3
ii. File Manager Y 5

RFP Response tables are located in Appendix A

5.3 Cost Proposal

5.3.1 Cost for Recommended Additional Features/Interfaces
Identify costs for any components that are not part of the core license that would be
needed to meet the conditions of this RFP. List any proposed third-party software
with the vendor name, product and version number.

5.3.2 Innovative Pricing Alternatives
Propose any pricing alternatives that might fit this RFP but may not follow
standard licensing models. Explain the alternative in detail including any special
conditions.
5.4 Supplier Information

5.4.1 History of the Company/Supplier

Suppliers shall describe the history of the company/Supplier and the history of its specific
involvement with Learning Management Systems (LMS). Introduce the supplier’s organization
(e.g., parent company, age, size, number of customers, offices, number of employees, etc.).

Suppliers must demonstrate product long-term viability and future development with a description of
the Supplier's long-term development strategy and plans to ensure that both the proposed learning
management system and the Supplier as a business company remain viable in the market. In
addition, Suppliers must describe the process by which UT Dallas requests for learning management
systems enhancements would be considered and prioritized by the Supplier in formulating its future
research and development strategy.

Suppliers shall provide company information on their background, long-term viability, and
experience with similar projects with particular emphasis on local, state, and federal government
work. Suppliers shall include any affiliations to other corporate or organization entities, as well as
information on general organization and staffing, scale of operations, and the Supplier’s proven
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market for learning management systems. Identify staffing levels (as full time equivalencies, if
necessary) in the following areas: sales and marketing, financial, research and development,
technical support, training, conversion of current products, and interface with other systems.

5.4.2 Market Strategy
Suppliers should describe the software product(s) and services strategy, including markets
served. UT Dallas is particularly interested in knowing if products are designed for the higher
education, technical education, K - 12, or corporate training market. Identify if there is a specific
unit dedicated to support the higher education market and where it is located within the
organization.

Describe the Supplier’s commitment to the higher education market and provide a document such
as a statement of commitment, press releases, and white papers. Include an organization chart
that shows how the higher education sector fits within the organization and how it is supported.

5.4.3 Software Enhancements and Upcoming Releases
Describe the number, chronology, and nature of major software releases in each of the past five
years, along with the anticipated schedule (or roadmap) for the next three years. How does
customer feedback influence product development?

5.4.4 Vision for the Future
Describe the Supplier’s plan for further development of its software/services during the next five
years. Include information about the Supplier’s commitment to standards such as SCORM 1.2
and 2004, IMS QTI, I MS Enterprise, and IMS LIP.

5.4.5 Strategic Partnerships
Does the Supplier have strategic partnerships or alliances with other technology or educational
entities? If so, how might these benefit the university?

5.4.6 Third Party Software
Describe any relationships with other software providers that are relevant to this proposal.

5. 4.7 Supplier Capabilities
Describe the Supplier’s experience and capabilities in providing similar services to those required.
Suppliers must include in their RFP response a current list of all organizations with whom the
Supplier has done business, similar to that described in this solicitation, within the last three years.
Suppliers must identify specific projects, dates, and results.

5.4.8 Project Management
Supplier shall identify personnel to conduct the project, with details on training and work
experience. No change in personnel assigned to the project will be permitted without the approval
of the institutional project director/manager. Provide resumes describing the educational and work
experiences for each of the key staff that would be assigned to the project.

5.4.9 Technical Support
Does the Supplier provide help desk and technical support or work with a partner to provide this
support? If so, list the options for these services. Who is entitled to technical and administrative
support? Does this support extend to LMS administrators, faculty, and students? List any Web
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sites used for support purposes.

5.4.10 User Groups
Describe any official (Supplier sponsored) user groups that are in existence and the nature of the
relationship with the Supplier. What mechanisms exist for proposing and prioritizing
enhancements? Is there an electronic discussion group? List all relevant official user group
forums, including group name, contacts, addresses, and phone numbers or URLs. Include a
description of the process used to prioritize requests for added functionality and enhancements
specific to the higher education market.

5.4.11 Potential Conflict of Interest
Suppliers must provide a list of all entities with which it has relationships that might create, or
appear to create, a conflict of interest with the work that is contemplated in this RFP. The list
should indicate the name of the entity, the relationship, and a discussion of the conflict.

5.5 References
At least three (3) references for customers that have used services similar to those required by the
University are to be provided. Include business name, address, phone number and contact person
for each reference. The University reserves the right to contact or visit any of the supplier’s
current and/or past customers to evaluate the level of performance and customer satisfaction.

5.6 PROPOSAL EVALUATION

5.6.1 Proposal Evaluation Criteria. The criteria to be used to evaluate proposals, listed
in their relative order of importance, are as follows:

• Total cost for software licensing, support, and services, including potential cost
savings with bundling other services or products
• Demonstrated stability, reliability, and scalability of the system to support multiple
institutions
• Intuitive user interface that follows standard conventions
• Comprehensiveness of feature set
• Accessibility for all users
• Proven course content migration path from Blackboard Vista
• Integrations with SIS and portal systems and crosslisting support
• Open APIs for integrating other web applications and support for open standards for
import/export of content (LTI, SCORM, Common Cartridge, QTI, etc.), and existing
integrations with third party tools
• Mobile access from a wide variety of mobile devices (phones, mobile apps,
iPad, etc.) and providers
• Push or subscriber messaging services and services for implementation,
integrations, training, and support
• Integrating multimedia into LMS (workflow & process)
• Potential cost savings with bundling of other services or products
• References
• Company history/stability/innovation and strategic partnerships
• Ability to meet all other terms, conditions, and specifications in this RFP.

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NOTE: In addition to addressing the specific criteria listed, each supplier should
provide a detailed response to each requirement in this RFP.

5.6.2 Evaluation Process. All proposals in response to this RFP will be evaluated in a manner
consistent with the UT System Procurement Code and all applicable rules and policies.

In the initial phase of the proposal evaluation process, the evaluation committee will review
all proposals timely received. First, nonresponsive proposals (those not conforming to RFP
requirements) will be eliminated. Second, the remaining proposals will be evaluated in a
cursory manner to eliminate from further consideration those proposals which in the
judgement of the evaluation committee fail to offer sufficient and substantive provisions to
warrant further consideration. Each supplier bears sole responsibility for the items included
or not included in the response submitted by that supplier. The University reserves the
right to disqualify any proposal that includes significant deviations or exceptions to the
terms, conditions and/or specifications in this RFP.

At the conclusion of this initial evaluation phase, finalist supplier proposals will be selected
for detailed review and evaluation, including oral presentations. The University reserves the
right to be the sole judge as to the overall acceptability of any proposal or to judge the
individual merits of specific provisions within competing offers.

Appendix A: RFP Response Tables

NOTE: Do not change the order of items or add additional items to a list unless
you are specifically instructed to do so. Unexpected changes may cause a
miscalculation of the overall score.

Features Accessible Rating
1. Teaching and Learning
a. Course Management
i. by Term
ii. by Department
iii. by College
iv. Role-based course visibility by start/end date
v. Create custom roles and assign permissions
vi. Provide guest access
vii. Option to enable self-enrolled or unauthenticated
guest access to courses
b. File Management System
i. WebDAV
ii. WYSIWYG Content/HTML Editor
iii. File Manager
c. Gradebook
i. Customizable weighted categories
ii. Output of grades to PeopleSoft Campus Solutions
(v9.0 and greater) REQUEST FOR PROPOSAL
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iii. Customizable Rubrics
iv. Running grade total
v. Student progress/ early warning indicators
d. Import publisher content
e. Assignment drop box
i. Drop box per course
ii. Drop box per assignment
iii. File Upload
iv. Instructor Feedback
f. Search within course or courses for learning content
g. Selective release of assignments, grades, learning modules
h. Sequenced lesson builder
i. Exam/Quiz creation
i. Multiple Question Types (T/F, Essay, Short
Answer, Multiple Choice, etc)
ii. Import quizzes
iii. Able to randomize question and/or answer order
j. Peer Review for assignment submissions
k. Tool for adding inline comments for grading and peer
review of assignments
l. Student view of the course accessible to the instructor

m. Customizable user interface

2. Communication
a. Calendar
b. Announcements
c. Email
d. Text messaging
e. Discussion/forums
i. Anonymous posting option
ii. Grading
iii. Sorting
iv. Journaling (private between student/instructor)
f. Chat
g. Voice recording tools (live and recorded)
h. Virtual Classroom
i. Chat
ii. Whiteboard
iii. Multimedia (video, graphics, images, audio)
iv. Archiving capability
3. Users
a. Student/Faculty profiles
i. Bio
ii. Pictures

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iii. Non-LMS contact info ( e.g., email addresses,
Instant Messenger nick names, and other
contact information for tools that exist outside of
the
LMS)
b. Course-level groups w/ private content areas, forums, etc
c. Customizable account-specific portal/dashboard with role
pertinent data (student versus faculty/staff)
4. Content
a. Blogs
b. Course-level Glossary
c. Foreign Language Support
d. Linking to internal LMS tools/content and external web
e. Multi-level wikis (course, user group, university)
f. Podcasts - streaming and file download
g. RSS Feeds
h. File sharing for students
i. Multimedia resources
5. Assessment
a. Student Activity Tracking
b. LMS system-wide survey
c. Documenting and assessing learning outcomes
6. Help
a. Documentation
i. Contextual
ii. Customizable by the university
iii. Online
iv. Printed
7. Other Features—List any features not included above.
a.
b.

Administration Tools Accessible Rating
1. Ability to create ad-hoc communities by email invitation (ex. –
student clubs, alumni organization)?
2. Reporting including:
a. Course Statistics
b. Course Statistics (across all courses)

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c. Standard Reporting
(To include:
1) General reports showing the number of faculty,
students, courses using the system with subtotals
by departments and colleges based on hierarchy;
2) Reports on how many courses are using what tools—
gradebook, discussions, assignment tool, etc.;
3) Statistics about usage of the system—peak
times, number of logins, avg. course size, etc.)
d. Active courses (available and with user activity)
e. Number of students (by unique login)
i. In one or more active courses
ii. In a given term
f. Number of instructors (by unique login)
i. In one or more active courses
ii. In a given term
g. Tool usage per course
h. Tool usage across all courses
i. Tool usage per instructor
j. Tool usage across the institution
k. Batch Activities
i. Import/Export Courses
ii. Import/Export Users
iii. Import/Export Enrollments
iv. Delete Courses and Users
3. University logo and text branding
4. Crosslisting Courses
[“Crosslisting” is a process for manually sharing course content
withoutrecreating multiple instances of the same course that has
different enrollments. Example 1) One course has two names
because a student can get credit for either social studies or
multicultural studies. Hence the same content, with enrollments
from BOTH classes are merged and the students all end up in
the same course. Example 2) One faculty member teaches 2
sections of Health 101. He wants all students in one course with
the same content, but students from the different sections do not
see each other in forums, etc.]

5. Secure exam administration (browser lockdown)
6. Ability to identify students who have been inactive for X number
of months and disable their access/remove them from the system.
7. Ability to identify sections that have been inactive for X number
of months, archive those sections, and remove them from the
system.
8. Enhanced exam/section auditing so instructors can see concurrent
sign on access from different IP addresses.
9. Ability to make courses available for guest access.

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10. Ability for administrators to quickly access a course as an
instructor or a student without having to enroll in the course.

Server Support

Operating Systems Versions Rating
Red Hat Linux
Solaris
Windows (specify each software platform)
List additional supported operating systems

Database Management Systems Versions Rating
Microsoft SQL Server
MySQL
Oracle
Other?

Database Reporting Tools Versions Rating
Brio
Crystal Reports
Other?

Web/Application Server Versions Rating
Apache
IIS
Tomcat
WebLogic
Other?

Client Support

Browsers Supported Versions Rating
Internet Explorer

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Mozilla Firefox
Netscape Navigator
Opera
Safari
Google Chrome
Other?

Operating Systems Supported Versions Rating
Linux
Mac
OS X - Leopard
Windows Vista
Windows XP
Windows 7
Other?

Web Plug-ins Versions Rating
.Net
Java
Flash
Other?

Mobile Access Versions Rating
iPhone/iPod Touch App
iPad App
Android App
Blackberry App
Generic mobile browser support
AT&T
T-Mobile
Verizon
Sprint
Other?

Standards Versions (if applicable) Rating
1. IMS
a. IMS Enterprise
b. Common Cartridge
c. QTI (Question Test
Interoperability)

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d. LTI (Learning Tools
Interoperability)
(Example: LMS #1 builds a
gradebook that uses the LTI
standard. Our campus uses LMS
#2 that allows other tools to be
plugged in that are LTI standard.
This would allow us to plug the
gradebook of LMS #1 into LMS
#2. Gradebook is just one
example. In the future, there will
be many tools that are LTI
standard allowing universities to
mix and match the best of the
tools.)

2. Metadata
a. Dublin Core
3. OSID (Open Service Interface
Definition)
4. LDAP Authentication
5. CAS Authentication
6. OSPI (Open Source Portfolio Initiative)
7. SCORM
8. XML
9. Web Services (i.e. SOA – Service
Oriented Architecture)
10. LIS

11. HTML 5

Please add any additional integration items to this list. For example, if another
exam creation software can be integrated, add an additional row for it below
ExamView.

Certified Integrations Rating
1. Student Information Systems
a. PeopleSoft Campus Solutions (v9.0 and
greater) Real-time Add/Drops
i.
ii. Grade Exchange
iii. Crosslisting
2. Assessment
a. Direct Database Access
3. Exam Creation
a. Respondus
b. ExamView
4. Plagiarism Detection/Prevention
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a. TurnItIn.com
b. Other
5. Content Management Systems
a. Equella
b. Sharepoint
c. Kaltura
d. Other
6. Audience Response Systems
a. eInstruction
b. Other
7. Identity Management Systems
a. Active Directory
b. CAS
c. LDAP
8. Online Library/Journal Software
a. E-Library
b. E-Reserve
9. ePortfolio
a. TaskStream
b. OSPI
10. Live Classroom
a. Adobe Connect
b. Other
11. Portal
a. PeopleSoft Campus Solutions
vv.(v9.0hihgreater)
b. Other
12. Digital Marketplace
MERLOT
13. Extensibility
a. SDK Available
b. API Available
14. Reporting Tools
a. Crystal Reports
Certified Integrations Rating
b. Custom reporting API
15. Wiki
a. PBWiki
b. Wikispaces
b. Confluence
16. Blog
a. Blogger
b. Wordpress
c. RSS
17. Warning Systems (ex. In case of hardware failure)
18. Other
a. Google Tools/Apps
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b. YouTube
c. Flickr
d. Facebook
e. Twitter
f. Other

For each service enter a 5 if the service is provided, a 3 if it is provided at an additional cost or a
0 if it is not provided at all.
Service Provided?
1. Support
a. 24x7x365 Support
b. Dedicated contacts within the company for this
account
c. Follow-up protocol in place
d. Online bug and support call tracking viewable by
customer
e. Tiered escalation path
2. Implementation Assistance
a. Migration Services
b. Performance Tuning
c. Professional Services
d. Project Manager
e. Project Timeline
f. Regular (Weekly, Monthly, etc) Planning
Meetings
3. ASP
a. Hosting
b. Disaster Recovery
i. Recovery from Catastrophic Failure
ii. Recovery of a single course section
c. Offsite backup
d. Security (including FERPA and HIPAA)
e. Uptime Monitoring
f. Virus scanning support for attachments/content
g. Encrypted communication
4. Community
a. Conferences (A conference would be a
gathering in a certain geographical location of
the vendor
and user community, providing services such
as workshops, training, Q & A sessions, and/or
demonstrations of upcoming products.)
b. User Groups
c. Webinars
d. Website/Forums
5. Training
a. Administrators
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b. Existing materials (video, tutorials) available
c. Train-the-Trainer
6. Documentation
a. User Documentation (Administrator, faculty, etc)
b. Hosting guidelines
c. Server configuration specifications provided
d. Standard service profile/process for license types
For the following accessibility requirements, enter a 5 if your company meets the requirement, a
3 if the item is in progress, or a 0 if your company does not plan to meet the requirement.
Provide link for software
accessibility information, if
Requirement Rating one is available
1. Accessibility Documentation
a. A Voluntary Product Evaluation
Template (VPAT) exists for each
unique electronic and information
technology product (rather than a
single VPAT for an entire line of
products).
b. A VPAT is completed by a person (or
group) that had sufficient technical
knowledge of the product to be able to
accurately and credibly complete the
document
c. All VPATs are available in an
accessible, electronic format such as
XHTML, Tagged PDF, DOC (MS
Word), or RTF.
d. All VPATs are available on the
vendor's website.
e. All VPATs are completely filled out
(indicating which subsections are
applicable for the product as well as
addressing every point of that
subsection)
f. All VPATs are descriptive (indicating
not just whether a particular subpoint
is met/not met but also providing
specific examples and describing
how this was determined)
g. All VPATs contain versioning
information (including the document
version number - if applicable - as well
as the date completed, and
identification of the department that
authored the document.)

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2. General Product Documentation
a. All production documentation is
available in an accessible,
electronic
format
Requirement Rating one
b. All product documentation includes is available
information regarding known
accessibility features, limitations and
workarounds of the product (e.g.
keyboard equivalent, display
modification options, etc.)
c. Priority should be given to ensuring
that product documentation is
accessible in its native (default)
format. If the native format does not
provide adequate support for
accessibility, then the vendor may
elect to provide separate,
alternative- format version of the
product documentation.

d. Any alternative-format version should
provide access to the same
information
contained within the native format in
its entirety as well as retain the
same
3. Company Accessibility Commitment (to
functionality as the native format
a. Website contains possible).
the fullest extent an aggregated list of
all accessibility documentation
including product VPATs
b. A company accessibility policy
c. Any additional accessibility-oriented
documentation (e.g. White Papers,
Case Studies, Tutorials, FAQs,
Best Practices, links to external
info)
d. An indication that the company has
dedicated specific employees to
handling accessibility
questions/concerns (including
contact info)
e. Information regarding support for
accessible communications channels
(e.g. TTY, Relay services)
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f. Any forward-looking statements
regarding anticipated improvements to
the accessibility of company products
Requirement Rating one is available
g. An intuitive URL for accessibility
information examples:
(http//www.company.com/accessibility
or http://access.company.com)

Page 40 of 18

RFP Learning Management System - Evaluation Process and Criteria

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