ILLINOIS CENTRAL COLLEGE ILLINOIS CENTRAL COLLEGE DISTRICT #514
REQUEST FOR PROPOSAL LEARNING MANAGEMENT SYSTEM
Issue Date: March 23, 2021
Illinois Central College is soliciting interest and invites you to submit a proposal for an application for Illinois Central College’s Learning Management System. All proposals are due by April 6, 2021, and should be sent to: Molly Walker Purchasing Coordinator Illinois Central College 1 College Drive East Peoria, IL 61635 Phone: 309-694-8889 Email: [email protected]
PURPOSE / OBJECTIVE
The purpose of this RFP is to select a single vendor to support course delivery at Illinois Central College (ICC.) The College is seeking proposals from experienced bidders to provide a Learning Management System. The proposal must be competitively priced, complete, and fulfill the requirements outlined in Section VI: Function of System.
Illinois Central College last reviewed its Learning Management System (LMS) in 2015 and continued its contract with Blackboard. After completing a Needs Assessment involving faculty and students in 2020/2021, ICC has decided to again review its LMS options. The current Blackboard license expires July 13, 2022, and a decision to either move to Blackboard Ultra or another LMS must be made at least a year in advance of the contract end date to provide training and a smooth transition into the new LMS.
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TIMELINE
EVENT DATE Institution Issues RFP March 23, 2021 RFP Questions Due March 26, 2021 RFP Q&A posted to icc.edu/purchasing March 30, 2021 Proposal Responses due April 6, 2021 Institution Completes Proposal Review and Initial Scoring April 12, 2021 Institution Requests Demonstration from Finalists April 13, 2021 Finalists’ Demonstrations April 19, 20, 26, 2021 Institution Awards Contract June 30, 2021 Institution begins technical integration July 1, 2021 Institution Pilots LMS August 16, 2021 System Training for End Users Begin January 18, 2022 Technical Integration Complete to LMS February 1, 2022 Scaled Use of LMS May 16, 2022
COLLEGE BACKGROUND
Illinois Central College began classes at the East Peoria location in September of 1967 and serves the residents of all or parts of 10 counties in Central Illinois (Peoria, Tazewell, Woodford, Bureau, Logan, Marshall, Livingston, McLean, Stark, and Mason), encompassing a land area of 2,322 square miles and a population of approximately 365,000. Illinois Central College is a public community college providing a dynamic learning environment that fosters excellence, opportunity, and innovation in meeting the educational needs of our diverse students and community. (You can review or download ICC essential facts at http://icc.edu/about- icc/institutional-research/essential-facts/)
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Illinois Central College has two campuses: East Peoria and Peoria and one remote location: Pekin. Campus Housing, owned by the ICC Educational Foundation and managed by a third-party housing management company, opened in August of 2004. The complex offers 330 bed spaces to students in an on-campus, apartment-style, and living option.
GENERAL INFORMATION
PUBLIC INFORMATION
All material submitted is available for public inspection. Every proposer is hereby warned that no part of their proposal or any other material submitted may be marked as confidential information and that any material so designated by the proposer will be made public information by its inclusion in the proposal.
ERRORS AND OMISSIONS
All documents shall be completed as requested by the College. No claim for errors or omissions in the bidding will be considered. Should a bidder find during the examination of specifications or other contract documents, discrepancies, omissions, ambiguities or conflict among contract documents or be in doubt as to their meaning, it is the responsibility of the bidder to notify the Purchasing Coordinator who will then issue the necessary clarifications to all prospective bidders by means of addenda.
DISCLAIMERS
Any Request for Proposal issued may or may not result in an award contract. However, Illinois Central College reserves the right to cancel any request, at any time, for any reason, and to reject all proposals. Receipt of RFP materials from the College or submission of a proposal to the College confers no rights upon the vendor nor obligates the College in any manner.
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The determination of whether any proposal submitted by a vendor does or does not conform to the conditions and specification of this Request for Proposal is the responsibility of the College.
Any contract resulting in an award from this Request for Proposal is invalid until properly approved and executed by the College.
The successful vendor must not commence any billable work until a valid contract is executed.
A contract resulting from the Request for Proposal shall not preclude the College from obtaining equipment or services from other vendors if the successful vendor for this Request for Proposal is unable to satisfy the project needs in an acceptable manner.
CLARIFICATION OF PROPOSALS
The College reserves the right to obtain clarification of any point in a firm’s proposal or to obtain additional information. Failure of a proposer to respond to such a request for additional information or clarification could result in rejection of the proposal.
Firms may be asked to make oral presentations to explain their proposal more fully if requested by the College. These presentations would be held after the opening of the responses to provide an opportunity for the firm to clarify their proposal. The College would schedule a time and location for each oral presentation.
AWARD
The award of the contract, if it is awarded, will be to the firm who in the College’s opinion serves the best interest of the College. Illinois Central College reserves the right to reject any or all proposals and to waive minor informalities in any proposal to make this award. Formal recommendation for award of this contract will be presented at the June Board of Trustee’s meeting on June 17, 2021. Successful bidder will be notified the following day and contract will be requested.
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PAYMENT
Once the Board of Trustees approves an awardee recommendation and the contract is signed by both parties, Purchasing will issue a PO for Year 1 of the contract. ICC Accounts Payable requests at least 10 business days to process payment of invoices.
ACKNOWLEDGMENT OF ADDENDA
Original signature of company official on an addendum document shall be construed as an acknowledgment of receipt of any and all addenda pertaining to any specific bid. Identification of addenda by number should be noted on the proposal form, as provided.
EQUAL OPPORTUNITY AND AFFIRMATIVE ACTION
It is the policy of Illinois Central College that no person shall, on the grounds of race, color, religion, sex, age, national origin, ancestry, disability, sexual orientation, or veteran's status, be excluded from consideration for employment, denied employment with or be subject to discrimination of any kind by the College.
In accordance with this policy, we support and encourage minority and female participation in all aspects of our institution, as well as with those individuals who interact with us.
BUSINESS ENTERPRISE PROGRAM
Illinois Central College recognizes the importance of increasing the participation of businesses owned by minorities, females, and persons with disabilities in public contracts. It is the College’s policy to promote the economic development of businesses owned by minorities, females, and persons with disabilities as outlined by the Business Enterprise for Minorities, Females, and Persons with Disabilities Act, 30ILCS 575/0.01 et seq.
Illinois Central College has set an aspirational participation goal of 20% minorities, females, or persons with disabilities perform or provide the anticipated services and/or supplies required by this solicitation. The College has an expectation that the successful bidder of this project will reach this goal.
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For applicable projects, vendors may be asked to submit a utilization plan and letter of intent that meets or exceeds the identified goal. If a vendor cannot meet the goal, documentation, and explanation of good faith efforts to meet the specified goal may be required within the utilization plan.
After the contract is awarded, said Vendor would be required to assist Illinois Central College in monitoring minority participation and tracking progress toward compliance with established goals. Minority participation information will be recorded in a compliance management system, ePrismSoft.
INSURANCE
The Contractor shall not commence work under the Contract until he has obtained all insurance required by this Article and until insurance has been approved by the College. All specified insurance shall be provided by the Contractor and at the Contractor’s own expense. Said insurance shall remain in full force and effect until the term of the Contract is completed.
INDEMNITY AGREEMENT AND LIABILITY INSURANCE
The Contractor shall indemnify and hold harmless the College, its trustees, and employees against all loss, damage and expense which they may sustain or become liable for on account of injury to or death of persons, or on account of damage to or destruction of property resulting from the performance of work under the contract by the Contractor or Subcontractors or due to or arising in any manner from the wrongful act of negligence of the Contractor or Subcontractor or any employee of any of them, or due to the condition of the premises or other property of the College, upon, about or in connection with which any work incident to the performance of the Contract is carried on.
The Contractor shall cause a Certificate of Insurance to be issued. The Certificate of Insurance shall be provided by an insurance company with the rate of B+: VI or better in the current edition of Best’s Key Rating Guide. This Certificate of Insurance must be received and approved before commencement of operations. The Certificate must evidence the following coverage in at least the limits stipulated. The Contract must agree to maintain such insurance for the duration of the project or the term for which services will be rendered.
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A. Worker’s Compensation (including Occupational Disease) under the terms of the Illinois Workmen’s Compensation Act. B. Employer’s Liability: $500,000 C. Public Liability: Bodily Injury: $1,000,000 Combined Single Limit OR Bodily Injury: $1,000,000 per occurrence Property Damage: $500,000 per occurrence D. Automotive Liability: Bodily Injury: $1,000,000 Combined Single Limit OR Bodily Injury: $1,000,000 per occurrence Property Damage: $500,000 per occurrence
FAMILY EDUCATIONAL RIGHTS AND PRIVACY ACT
This project involves the College’s sharing of personally identifiable information with the vendor. The vendor shall abide by the Family Educational Rights and Privacy Act (FERPA; 34 CFR Part 99), and all project information and data shall be protected and secured. Any project information or data held electronically shall be password-protected, and any physical forms of the information or data shall be maintained in a locked cabinet. Any project information or data shall be accessible to the principal investigator(s) only. In the event of any real or suspected data breach, the vendor shall immediately notify the College’s primary point-of- contact for the project. All project information and data—including but not limited to personally identifiable information, project data, and project deliverables—shall remain exclusive property of Illinois Central College. The vendor shall not share or use any project information or data beyond the project scope outlined below.
Furthermore, within 30 days of the submission of the final project deliverable to Illinois Central College or within 30 days of project cessation, the vendor shall destroy all personally identifiable information, project data, project findings, and any other information or data associated with the project.
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PROJECT SCOPE
ICC is seeking a Learning Management System to support course delivery at the College. The system must accommodate all academic courses and interface with ICC’s ERP system (currently PeopleSoft). The system should accommodate additional levels of access for hundreds of faculty members and students. The system must have a fully functional mobile platform for students and faculty and fully integrate with web conferencing software including Zoom and Google Meet.
Training, Support and Routine System Maintenance In addition to delivering a learning management system that meets the requirements below, the vendor must also provide quality training, reference materials, and consultation for end user groups. The vendor must also work closely with the College’s IT professionals to support a smooth, on-time implementation. In proposal, please provide detailed description of training.
Please also describe the system maintenance schedule. What times is the service typically unavailable due to scheduled maintenance windows? What notification is given for emergency maintenance or outages?
FUNCTION OF THE SYSTEM
Illinois Central College requires the vendor to provide, at a minimum, the aspects listed in the requirements column. Those listed in the preferences column are requests/recommendations from faculty and students. Please address, within your proposal, which of these aspects your system provides.
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1. COMMUNICATION
Requirements Preferences ▫ Announcements (ability to be scheduled) ▫ Customizable, analytic- ▫ Customizable notifications of activity in driven notification to course (e.g., email, text, etc.) instructor of delinquent or ▫ Customizable notifications of at-risk students, which may announcements in course (e.g., email, text, trigger prepared emails etc.) for students and instructors ▫ Integrated communication ▫ Student & faculty profiles with photos feed and calendar for all ▫ Collaborative text tools (e.g., threaded courses discussions) ▫ Ability to post ▫ Integration with or ability to integrate web announcements to conferencing including Zoom and Google multiple course sections. Meet
2. CONTENT MANAGEMENT
Requirements Preferences ▫ Ability to associate (link) rubrics with ▫ Integration with external assignments applications (Google Docs, ▫ Ability to associate outcomes with Twitter, Blogs) assignments and rubrics ▫ Ability to search across pages and courses ▫ Ability to survey and poll ▫ Calendar links to assignments and activity due dates ▫ Export/dynamic build of assignment calendar or planner ▫ Direct import and HTML conversion of Office documents and PDFs ▫ Email archive ▫ File storage shared across courses ▫ Import/export of exam questions ▫ Internal assignment dropbox
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3. COURSE ADMINISTRATION
Requirements Preferences ▫ 24/7 help desk for faculty, students, and ▫ Ability to feed course administrators calendar to external ▫ Batch file upload & download calendars ▫ Exam security tools ▫ Automatic course ▫ Integration with plagiarism detection tools availability settings for (e.g., Safe Assign, TurnItIn) students ▫ User analytics ▫ Ability for faculty to access ▫ User authentication tools previous courses ▫ Ability to add guest access
4. COURSE BUILD
Requirements Preferences ▫ Audio/video recording ability built into the system ▫ Customizable layout and design ▫ Drag & drop content creation and management ▫ HTML editor ▫ Comprehensive online help pages and guides ▫ Visual editor
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5. EXAMS AND QUIZZES
Requirements Preferences ▫ Exam statistics ▫ Flexible grading processes ▫ Partial point credit ▫ Random order capacity ▫ Random question pools ▫ Test banks (collection of questions) ▫ Ability to import standard test format (e.g., Microsoft Word) ▫ Ability to customize individual user settings, based on accommodation needs
6. GRADEBOOK
Requirements Preferences ▫ Attendance tracking ▫ Grading ability from ▫ Efficient grading workflow multiple device types ▫ Ability to mark gradebook items as extra credit/no credit ▫ Flexible grading processes ▫ Gradebook import & export ▫ Integration with content and assessments ▫ Number and letter grade options ▫ Selective release of grades ▫ Various views/displays ▫ Weighting of gradebook items ▫ Inline grading options ▫ Access to assignment feedback (for students)
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7. LEARNING ACTIVITIES
Requirements Preferences ▫ Ability for students or instructors to create ▫ Ability for students to & post audio and video responses in create and manage groups discussions or in grading feedback ▫ Integrated web ▫ Ability for faculty/instructors/students to conferencing create and manage groups ▫ Personal file storage for ▫ Conditional release of content students ▫ Discussion forums ▫ Ability for students to ▫ Course document file storage for faculty create webpages and publish them to the outside world, either by invitation or by exposed and searchable URL
8. MOBILE PLATFORM
Requirements Preferences ▫ LMS user interface and functions are responsive and maintained across all supported desktop, mobile platforms, and browsers ▫ Describe any mobile applications that are available ▫ Full-featured student user experience for mobile devices. Can student users perform all student LMS tasks within the mobile app? ▫ Full-featured instructor user experience for mobile devices. Can instructor users perform all instructor LMS tasks within the mobile app?
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9. ADA REQUIREMENTS
Requirements Preferences ▫ Adherence to the regulations of Title II of ▫ Ability to rate or evaluate the Americans with Disabilities Act and its level of accessibility within amendments, as well as to the regulations the system. of Section 504 of the Rehabilitation Act of 1973 ▫ Adherence to section 508 of the Rehabilitation Act ▫ Integration of, or ability to integrate, closed captioning for video and audio ▫ Integration of, or ability to integrate, screen reader for LMS pages
10. ANALYTICS AND REPORTING
Requirements Preferences ▫ List stock data reports, analytics, and data visualization features available within the learning management system (LMS) by user role (Administrator, Instructor, and Student) ▫ Describe role based tools for analysis of current and historical user sessions ▫ Describe LMS ability to provide web server log data ▫ Describe student activity tracking functions to include time spent per student per course in content, tools, assessments, etc. ▫ LMS should allow for data to be easily accessed, exported, and analyzed in various sized chunks. ▫ Describe the ability to produce customizable data reports from within the learning management system ▫ Describe how data reports and analytics within the LMS may be exported and list supported formats (e.g. Excel, CSV) ▫ Describe analytics for reporting on the usage of third-party integrations within the LMS
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TECHNICAL SYSTEM & SECURITY REQUIREMENTS
ADMINISTRATIVE NEEDS
Proposals should indicate their inclusion/handling of the following features: ▪ Course Site Procedures and Workflow Please outline academic calendar workflow capabilities related to: - Term and course creation on submission of dates - Term retirement and course site archiving, timed by Illinois Central College - Term and course data retrieval on request
ADMINISTRATIVE FUNCTIONS
Proposals should indicate their inclusion/handling of the following features: ▪ Automatic course creation and instructor enrollment based on Student Information System ▪ Automatic (enrollment process) and manual (as-needed) user account creation ▪ Enrollment in course sites through both automatic and manual mechanisms ▪ Definition of additional user roles (sets of privileges) as needed, such as external reviewer and peer mentor ▪ Self-service instructor import and duplication of materials ▪ Self-service user password retrieval and change ▪ Accessibility standards (reminders for ALT tags, etc.) ▪ Ability for external participants, with invitation and membership under control of instructor ▪ Scheduling and duration of course sites extensible before and after academic calendar ▪ Instructor control over published/unpublished status of course site(s) (for development, reference, and archiving)
Please describe the initial course site state and who has the ability to make changes. Explain customization options for sites, under the control of both instructor and administrator with variable parameters (such as look-and-feel and boilerplate text), editing mechanisms, authoring, submission and publication, including course templates for faculty selection. Ability for users to create collaborative administrative and research groups both within and across institutions.
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ADMINISTRATIVE ACCESS AND OPERATIONS
Proposals should indicate their inclusion/handling of the following features. Please provide a comprehensive explanation of algorithms and data structures (with reference to source code) when necessary. ▪ Comprehensive diagnosis and solution for trouble reports ▪ Administrative access to user view (instructor and student) ▪ Access to unique user ID on every display of user records (memberships in sites and groups, profiles, grades, assignments, etc.) ▪ Import/Export of structures and content in a standard format, such as IMS LTI, with clear specifications on the interpretation of MS QTI ▪ Read access to the configuration file(s) that govern the behavior of Illinois Central College instance ▪ Statistics, by term, including course and user counts, and enrollments ▪ Outline reporting and query capabilities for administrators
OTHER ADMINISTRATIVE NEEDS
Proposals should indicate their inclusion/handling of the following features. Please provide sample documentation related to: ▪ Configuration of system ▪ Launch of basic services (including branding, localization aka time zone) ▪ Integration with Exchange for email services ▪ Designation of administrative contacts ▪ Integration with Active Directory
GENERAL TECHNICAL REQUIREMENTS
▪ Web-based, requiring no software installation on local client machines ▪ Web applications must be platform/browser independent and support current and recent-past versions of all major browsers (e.g., Microsoft Edge, Firefox, Safari, and Google Chrome) ▪ LMS must be able to integrate with the Illinois Central College’s SIS (Student Information System), currently PeopleSoft ▪ Schedulable batch integration ▪ Real-time integration
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▪ Provide tools or API for data imports ▪ Provide tools or API for data exports ▪ Provide tools for the creation of batch reports ▪ Should provide a process for automatic transmission of final course grade data from the solution directly to the SIS ▪ Provide real-time, user-defined query ability ▪ Data encryption on servers and for data transfer ▪ Ability to support standard authentication and SSO technologies such as: local accounts, LDAP authentication, SSO using SAML against Active Directory, Azure Active Directory and Google Workspace ▪ Automatic generation of course shells created in LMS from ICC’s SIS (currently PeopleSoft). Please describe your system’s ability to do this. ▪ LMS uses the current API and LTI standards to integrate with other instructional technology platforms ▪ Microsoft Exchange integration: Illinois Central College System’s supported email system is Microsoft Exchange with the primary client for email use being Microsoft Outlook for employees and Google for students. Does your system have any specific integration with Outlook and/or Gmail? Please explain. ▪ Provide robust auditing capabilities including logs, status errors, warnings, etc. ▪ Backup procedures for the application and database (in case the entire system needs to be recovered) should allow recovery to a point and time no greater than 12 hours in the past ▪ Provide a process of protecting data security to include but not limited to the compliance with federal and state statutes; regulations of the Illinois Central College policies; and FERPA. Provide information of a demonstrated commitment to and process for protecting data security.
TECHNICAL SECURITY REQUIREMENTS
▪ Provide various levels of security and authorization allowing or preventing view and update capability for forms and data depending on user roles, needs, and level of authority ▪ Illinois Central College must be able to administer security ▪ Provide for a security administrator to immediately change security access as employee’s roles change ▪ Provide documentation that outlines security and permissions within the application
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▪ Create and/or copy permissions within the application ▪ Import users from the current system to your system ▪ Provide fine-grain access to data fields ▪ Provide the ability to restrict user settings by user through roles ▪ Provide group-based security ▪ Please explain your security administration setup
TECHNICAL REQUIREMENTS FOR SAAS
▪ The hosted service shall provide all required hardware, bandwidth, and interface tools necessary to provide robust, quality services as requested ▪ Provide a development and/or test environment ▪ Primary and backup data centers must be at a high security level. Please fully describe the security at your data centers ▪ Provide a description of the technical infrastructure associated with exceptionally reliable and continuously available hosting services, including SLA thresholds descriptions of redundancies, storage capacity, network throughput requirements, and other pertinent hosting information and requirements ▪ Downtime procedures: Demonstrate that hosting services will be provided with minimal downtime. The scheduling of routine downtime and upgrades that require downtime must be agreed upon by both parties in a written mutual agreement. Unscheduled downtime due to unforeseen circumstances will be communicated immediately to Illinois Central College. During the unexpected downtime, the complete and accurate status of restoration efforts shall be provided to Illinois Central College. ▪ The vendor shall describe the backup process and resources along with the restore process and the resources to be used ▪ Adequate storage capacity must exist and be readily expandable as CRM usage increases. No downtime should be required for expansion of necessary storage. ▪ Network throughput to and from the vendor must be sufficient to handle the volume of usage described within this RFP ▪ Describe how, in the event of contract termination, Illinois Central College data would be extracted and provided to Illinois Central College.
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REQUIREMENTS FOR PROPOSAL PRESENTATION
To achieve a uniform review process and to obtain the maximum degree of comparability, Illinois Central College is seeking the following list of items be addressed in the proposal:
1) LETTER OF INTEREST
An overview of the applicant’s qualifications, including relevant experience and expertise, as well as a proposed approach for implementation. The summary should include:
- Show demonstrated experience and competence in designing, installing, and maintaining a similar system for higher education entities. - Does the base product price include requirements of previous sections or will additional features need to be purchased to meet base requirements? - Provide an explanation of what differentiates vendor qualifications and approach from that of other providers.
2) EXECUTIVE SUMMARY – APPLICANT’S HISTORY AND BACKGROUND
3) REFERENCES
Supply names and contact information of at least four higher education institutions preferably community colleges or systems that are or have been clients. Reference contact Information must include:
- Contact Person - Institution - Mailing Address - Telephone Number - Email address
4) PROPOSED IMPLEMENTATION PLAN AND TIMELINE
Must align with project milestones listed in Section II. Timeline
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5) PRICING/COST PROPOSAL (MUST BE ITEMIZED)
- Initial cost of application license - Initial hardware costs (if any) - Initial training costs - Initial one-time implementation costs - Annual ongoing maintenance cost (with identification of any annual increases) - 5-year total cost of ownership - Any additional rates for add-on custom work, training, consulting, etc.
6) SUPPLEMENTAL INFORMATION
- Describe financial stability and key corporate financial goals planned for the next five years. If a public corporation, provide your most recent audited finance statements. If privately held, provide a copy of your balance sheet and profit and loss statement for the past three years. - Provide any further information you believe is relevant to ICC so that we may fully understand your qualifications and abilities to provide the services requested in this RFP.
7) PROVIDE A RESPONSE TO HOW THE VENDOR’S SYSTEM MEETS REQUIREMENTS FOR FUNCTION OF THE SYSTEM (SEE VI. REQUIREMENTS FOR FUNCTION OF SYSTEM)
8) VENDOR’S CERTIFICATION FORM (ATTACHED)
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SELECTION CRITERIA
Vendors submitting proposals must complete the Vendor Certification form (included in RFP.) The Selection Committee will utilize the Evaluation Rubric (included in RFP) to determine finalists who will present a ZOOM demonstration that will be recorded. Finalists will be simultaneously invited and the following dates will be offered and scheduled on a “first come, first served basis.”
▪ Monday, April 19, 2021: 12:00 PM – 1:30 PM Central Time
▪ Monday, April 19, 2021: 2:00 PM – 3:30 PM Central Time
▪ Tuesday, April 20, 2021: 12:00 PM – 1:30 PM Central Time
▪ Tuesday, April 20, 2021: 2:00 PM – 3:30 PM Central Time
▪ Monday, April 26, 2021: 12:00 PM – 1:30 PM Central Time
▪ Monday, April 26, 2021: 2:00 PM – 3:30 PM Central Time
The following requests may be made at any time during the Proposal Review Process:
• Use of “sandbox site” with full LMS features
• Company contacts for support
• Access to training materials
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INSTRUCTIONS TO PROPOSERS
ALL PROPOSALS MUST BE RECEIVED BY April 6, 2021, AT 4:00 PM (CST). Late proposals will not be considered.
Proposals should be submitted via email in PDF format to [email protected]. Please indicate “LEARNING MANAGEMENT SYSTEM PROPOSAL” in e-mail subject line with high importance. A reply will confirm receipt.
Questions about this RFP must be submitted to Molly Walker, Coordinator of Purchasing at [email protected] by March 26, 2021. All vendor questions and answers will be posted on icc.edu/purchasing by March 30, 2021.
The Board reserves the right to waive technicalities and information in the proposal process, to reject any or all proposals, or any part of any proposal, for any reason. The College also reserves the right to obtain clarification of any point in a firm’s proposal or to obtain additional information. The determination of whether any proposal by a firm does or does not conform to the conditions and specifications of this Request for Proposal is the responsibility of the College.
This contract is subject to the provisions of the “EQUAL EMPLOYMENT OPPORTUNITY CLAUSE” as provided by the Illinois Fair Employment Practices Commission and the Illinois Compiled Statutes.
It is the policy of the College that no person, by race, color, religion, sex, national origin, age, handicap, or veteran’s status, shall be discriminated against in employment, in educational programs and activities, or admissions. The College stands committed to diversity in all its dimensions and embraces, values, and encourages diversity at all levels of its operation. The College stands for tolerance, non-discrimination, and cultural sensitivity.
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VENDOR EVALUATION CRITERIA
3 2 1 0 EVALUATION CRITERIA Strong/ Sufficient/ Weak / Not present / Weight Recommend Acceptable Unacceptable No evidence
Completeness & quality of the response as outlined in the RFP: - The response adequately addresses all elements outlined in the Project Scope - The response includes all items outlined in 10% Requirements for Proposal Preparation - The response is professionally and aesthetically presented with appropriate formatting
LMS capabilities demonstrating the requirements outlined in the RFP: - The response demonstrates expertise and ability to adequately meet the needs of Illinois Central College - The response demonstrates ability to integrate with PeopleSoft Campus Solutions with minimal need for configuration or 30% customization - The response demonstrates high standards for security and data integrity with a commitment to abide by the Family Educational Rights and Privacy Act (FERPA) regulations (see p. 7 of this RFP)
Feasibility, timeliness, and quality of implementation schedule and conversion plans: - The response demonstrates that the proposed schedule is realistic - The response addresses the resources and time commitment required by Illinois Central College personnel to complete the 15% project within the proposed timeframe - The response demonstrates that the services – such as software implementation, training, support, etc. – can be adequately addressed
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Demonstrated experience and ability to implement an LMS: - The response adequately highlights the vendor’s experience in implementing an 15% LMS for higher education institutions - The response demonstrates experience with community colleges and PeopleSoft
Quality and depth of references of the vendor(s): - The applicant’s references adequately substantiate the ability to deliver what has been proposed - References from community colleges are 10% preferred - References with institutions using PeopleSoft Campus Solutions are preferred
Applicant characteristics: - Additional consideration is given to Minority-owned Business Enterprise, Female-owned Business Enterprise, Person 5% with Disability-owned Business Enterprise, or Veteran-owned Business Enterprise as per ICC college procedures
Price/Cost Proposal: - The proposed costs and fees are competitive - The proposed costs are itemized in detail 15% - The proposed costs include a 5-year price structure
TOTAL
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VENDOR SELECTION RUBRIC
LMS Name: ______
LMS Requirements – Task Force Vendor Review Please rate each of the following LMS features. Your responses will be used for review purposes as you complete the rubric for each LMS vendor. Additionally, these responses will be entered into a Google Form, along with your rubric evaluations. Scores will be calculated within that Form.
Course Design 3 2 1 0 Strong/ Sufficient/ Weak / Not present / Recommend Acceptable Unacceptable No evidence Ease of Use / Intuitive (for both faculty & students) Aesthetically Pleasing Flexibility of course design (for faculty) Ability to drag/rearrange content (for faculty)
Collaboration Tools (discussions, groups, etc.) 3 2 1 0 Strong/ Sufficient/ Weak / Not present / Recommend Acceptable Unacceptable No evidence Variety of tools available for student collaboration Intuitive discussion forum Alternative discussion options (e.g., video) Ease of use of LMS features for student groups
Grade Center Features 3 2 1 0 Strong/ Sufficient/ Weak / Not present / Recommend Acceptable Unacceptable No evidence User-friendly/intuitive Variety of features for faculty use Audio/video feedback options Inline-Grading options Grading ability from multiple device types Ease of viewing feedback (for students)
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Compatibility Features 3 2 1 0 Strong/ Sufficient/ Weak / Not present / Recommend Acceptable Unacceptable No evidence Compatible with multiple devices Compatible with multiple browsers Single sign-on integration (with other ICC systems) Migration of existing courses (from Bb Learn) Integration with student information systems (e.g., PeopleSoft) Publisher integration Integration with outside calendar systems (e.g., Outlook, Google) Integration with live video services (e.g., Zoom, google Meet)
Test/Quiz Features 3 2 1 0 Strong/ Sufficient/ Weak / Not present / Recommend Acceptable Unacceptable No evidence Intuitive test design Variety of test-setting options Ability to import standard test format (e.g., MS Word) Feedback options for students Ability for faculty to lock test options Anonymous surveys
Additional LMS Features 3 2 1 0 Strong/ Sufficient/ Weak / Not present / Recommend Acceptable Unacceptable No evidence Post announcements to multiple sections Course copy feature (for faculty) Automatic course archival process (for faculty) Ability to access previous courses (for faculty) Adaptive / Selective Release Accessibility features Security features (instructors can lock content)
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Company Support 3 2 1 0 Strong/ Sufficient/ Weak / Not present / Recommend Acceptable Unacceptable No evidence Training materials Online help resources Faculty support services Student support services
LMS Review Process 3 2 1 0 Strong/ Sufficient/ Weak / Not present / Recommend Acceptable Unacceptable No evidence Use of sandbox/practice site with full features Company contact for support Access to training materials
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ILLINOIS CENTRAL COLLEGE ONE COLLEGE DRIVE EAST PEORIA, IL 61635
VENDOR’S CERTIFICATION FORM (Must be returned with proposal.)
By signing this required form, the undersigned agrees the said contractor/vendor is responsible as defined below. This information may be used as a criteria in the evaluation of vendors. Failure to comply with any of the below may result in disqualification of your proposal.
- Contractor/vendor certifies that it is not barred from bidding on this or any other contract due to any violation of either Section 5/33E-3 or 5/33E-4 of Article 33E, Public Contracts, of the Illinois Criminal Code of 1961, as amended. This certification is required by Public Act 85-1295. This Act relates to interference with public contracting, bid rigging and rotating, kickbacks and bribery.
NO _____ YES _____
- Contractor/vendor is a certified Minority-owned Business Enterprise, Female-owned Business Enterprise, Person with Disability-owned Business Enterprise, or Veteran-owned Business Enterprise. If yes, please specify your certifying agency.
NO _____ YES _____ Certifying Agency ______
- Contractor/vendor, having 25 or more employees, does hereby certify pursuant to Section 3 of the Illinois Drug-Free Workplace Act (Chapter 30 ICLS 580) that (he, she, it) shall provide a drug-free workplace for all employees engaged in the performance of work under the contract by complying with the requirements of the Illinois Drug-Free Workplace Act and, further certifies, that (he, she, it) is not ineligible for award of the contract by reason of debarment or a violation of the Illinois Drug-Free Workplace Act.
NO _____ YES _____ N/A _____
The Undersigned states that the signature of the person is authorized to sign the proposal.
By: ______Date: ______(Signature of Company Official)
______(Title of Company Official)
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