Park Hill School District
RFP - learning management system and related services
Park Hill School District REQUEST FOR PROPOSAL PURCHASE OF A LEARNING MANAGEMENT SYSTEM (LMS) AND RELATED SERVICES
Issue Date: 2-25-2016 RFP Due Date: 3-11-2016 Issued by: Susan Rizzo
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RFP - learning management system and related services TABLE OF CONTENTS
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RFP - learning management system and related services
1. INTRODUCTION
1.1 RFP OBJECTIVE
The purpose of this Request for Proposal (RFP) is to select a provider of a learning management system (LMS) and related e-learning services to Park Hill School District as per the requirements set out in sections OverARCHING Requirement – 6.2.C.
1.2 ABOUT PARK HILL SCHOOL DISTRICT
The Park Hill School District encompasses 71 square miles located in the southern third of Platte County, located just north of downtown Kansas City, Missouri. Park Hill is a public school district, with pre- kindergarten programs through grade 12. The district includes ten elementary schools, three middle schools (including a sixth grade center), two high schools, a day school, and an early childhood education center. Park Hill School District has approximately 11,100 students enrolled in grades K-12. There are approximately 5,050 (K-5) elementary students, and 6,050 (6-12) secondary students. The district employs a combined total of approximately 820 teachers and administrators.
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2. PROJECT DETAILS
2.1 PROJECT SCOPE
Park Hill School District is seeking a learning management system solution provided by a credible and qualified K12 provider, to extend online and blended learning opportunities of students and staff members. Currently, Park Hill School District is utilizing Bright Space by D2L. Park Hill anticipates conducting a manual import and partial integration and implementation for the fall of 2016 with the new LMS selected. Park Hill anticipates full integration and implementation will be completed by fall of 2017.
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RFP - learning management system and related services Park Hill School District is looking to fulfil the following objectives through the selected learning management system: Provide an adaptable, engaging, up-to-date, and meaningful online learning environment for all face- to-face students in grades 6-12 within one learning management system, and potentially a system that would meet the needs of grades K-5. Implement a learning management system that supports the needs of administrators, teachers, and students in a user friendly, intuitive and engaging manner. Provide a learning management system that provides access to parents in a meaningful way that is easy to use and manage. Utilize a learning management system that provides comprehensive features for the deployment of online high school courses. Provide an online environment that supports various professional development needs including fully online courses, supplemental content, a variety of collaboration choices, and archiving of live sessions. Implement a learning management system that is technologically robust yet manageable at all levels. The majority of the components of the LMS need to be ready for use, and not require extra projects and customizations that entail extra costs. Implement a learning management system that is easily integrated with Park Hill School District’s new SIS, Infinite Campus.
2.2 NUMBER OF SYSTEM USERS
The Park Hill School District would like to explore a variety of options as it relates to users. The main option we would like to consider is for all 6-12 administrators, teachers, and students. This would include approximately 6,050 students, and an approximate total of 500 teachers and administrators. The intent, as mentioned above, would be to bring on elementary in the subsequent year if it was found to be appropriate after some small scale usage during year one.
As there will be varying levels of usage at different grade levels, we are open to exploring options that might address the varying student levels. Including an option that covers the entire school district would be beneficial, as well as any other option that might meet our needs. We currently have approximately 3,450 high school students, 2,600 middle school students, and 5,050 elementary students.
We reserve the right to change the number of users prior to awarding the project.
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3. RESPONSE GUIDELINES
3.1 PROCESS, SCHEDULE AND DUE DATES
Item Due date Delivery method Responsible party Park Hill School RFP Issued 2-26-2016 Web Posting District Email on or Participating Provider before due date, Proposal Due 3-11-2016 and hard copy post marked by due date Target for Notification of selected Park Hill School 3-21-2016 Email/Phone LMS Product District
3.2 RFP CONTACTS
If you have any questions relating to this RFP, please contact Susan Rizzo, the contact details are below:
Name: Susan Rizzo, Director of Instructional Technology
Company Name: Park Hill School District Contact Number: Susan Rizzo-(816) 359-6815
Fax Number: (816) 359-4039 Email address: [email protected]
3.3 CONFIDENTIALITY This RFP, in its entirety is confidential. By accepting this RFP the Provider accepts all the terms in this section. Any information supplied by Park Hill School District to the Provider will not be released to any third party without written permission by an authorized member of Park Hill School District.
Park Hill School District is under no obligation to return any information presented as part of the Provider’s response to this RFP.
3.4 EVALUATION CRITERIA
Park Hill School District will review all responses submitted by the due date as defined in section Process, Schedule and Due Dates.
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The evaluation will include, but is not limited to, the following:
1. Provider ‘s qualifications 2. Provider’s ability to demonstrate that the core aspects of the RFP requirements can be met or exceeded. 3. Pricing 4. Completeness and quality of Provider’s RFP response 5. Provider’s services – implementation, consultancy, training and technical support 6. System flexibility and quality 7. Demonstration of understanding of requirements and the scope of the project 8. Presentations/Demonstrations if selected for onsite visit or web demo 9. References
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4. PROPOSAL SUBMISSION
4.1 SUBMISSION DETAILS
The proposal is to be delivered to Park Hill School District by the date as listed in Process, Schedule and Due Dates schedules and dates section of this document.
You must provide an electronic copy of the completed proposal to Susan Rizzo and Derrick Unruh by the deadline, to be followed by a hardcopy addressed to Susan Rizzo that may be postmarked on the submission deadline day.
Electronic copy Susan Rizzo, Director of Instructional Technology, [email protected]
Hardcopy Must be postmarked by submission deadline Susan Rizzo, Director of Instructional Technology Park Hill School District 7703 NW Barry Road Kansas City, MO 64153
Please ensure that you have answered all the sections in this RFP, we will not accept any additional information after the Provider’s response has been submitted. Please provide detailed answers but keep them as short and concise as possible.
With the exception of the Pricing section, please respond to the sections directly rather than providing references to external material.
4.2 RESPONSE STRUCTURE
The Provider shall respond to the RFP by completing the relevant sections in this document, signing any confidentially agreement enclosed and supplying the mandatory supporting documents as described in section 9.
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RFP - learning management system and related services 4.3 PROPOSAL COSTS
All costs relating to the preparation and submission of the Provider’s response to this RFP shall be the responsibility of the Provider. Park Hill School District’s acceptance of the Provider’s response in no way obligates it to purchase any products or services offered by the Provider.
4.4 PRESENTATIONS
As part of the review process Park Hill School District may ask the Provider to formally present its response to the company. Should the presentation be required, a mutually convenient time and date will be agreed with the Provider. Any costs associated with the presentation including travel and calling costs will be the responsibility of the participating Provider.
5. PROVIDER QUALIFICATION
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RFP - learning management system and related services 5.1 ABOUT THE PROVIDER
Please supply a brief description about your company, including the number of years in operation, the number of offices and employee size.
[INSERT RESPONSE HERE]
5.2 INDUSTRY EXPERIENCE
Please describe and provide examples to demonstrate your industry experience and long term viability within the K-12 environment, including the percentage/number of k12 clients you currently have using your LMS product, as well as the focus and commitment to K12 clients.
[INSERT RESPONSE HERE]
Describe what you think differentiates your organization from other LMS or e-learning providers, Included here should be any relevant information on integrations with SIS, specifically Infinite Campus and the complexity involved.
[INSERT RESPONSE HERE]
5.3 PROPOSED PROJECT TEAM
Please provide information about the implementation team and departments involved in delivering the proposed solution to Park Hill School District, and reference their experience with k-12.
[INSERT RESPONSE HERE]
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5.4 PRODUCTS AND SERVICES
Please list and briefly describe any relevant products and services that you provide outside of your proposed Learning Management System (LMS). Also include your research and development process and the resources invested in enhancing existing products and services in the K-12 market. (Please customize this section for the Park Hill School District)
[INSERT RESPONSE HERE]
5.5 CUSTOMERS
Please supply a sample list of your active k-12 educational clients; if possible please provide a brief description of the project implemented at the given k-12 institution.
[INSERT RESPONSE HERE]
Please provide the total number of K-12 school districts, schools and students served. Please also provide the total number of colleges/university institutions and students served.
[INSERT RESPONSE HERE]
5.6 REFERENCES
Please supply the name of three K-12 references.
5.7 PARTNERING
Provide the names of any partners that are relevant to this RFP. Please provide describe their role in the response and any products and/or services the partner might supply.
5.8 FINANCIALS
Financial viability Please provide a brief statement about your organizations financial viability.
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RFP - learning management system and related services
6. PROPOSED SOLUTION
6.1 PRODUCT – LEARNING MANAGEMENT SYSTEM
Product name: [INSERT RESPONSE HERE] Brief description: [INSERT RESPONSE HERE] Current version: [INSERT RESPONSE HERE] Year released: [INSERT RESPONSE HERE]
6.2 REQUIREMENTS AND SUPPLIER CAPABILITY
Response Key Please insert the applicable answer into the ‘Response.’ column of the table below: YES Yes, this feature is available as part of the standard package YES-P Yes, only partially (please ensure you describe in detail, else we reserve the right to change this response to No) YES-C Yes, this feature is available but requires customization FR This feature will be available in a future release (within the next 6 months) NO This feature is not available in the system N/A Not Applicable
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1.1.A OVERARCHING REQUIREMENTS
Ref No. Requirement / Deliverable Response Details A.1 The application must include tools that support the learner, the teacher, and course designers to enable the delivery of online and blended learning.
A.2 The solution must address the need to migrate existing online course content with support.
A.3 The solution must accommodate a full range of digital content and support streaming audio and video.
A.4 The successful solution must support a wide variety of pedagogical approaches and designs, accommodate diverse learning styles and provide mechanisms that promote community among the learners.
A.5 The solution must provide an intuitive interface and usable tools for the K-12 setting.
A.6 The solution must provide an up-to-date and engaging web learning experience for users.
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A.7 Permission Settings The system provides the functionality to set security and access permission levels for an individual and/or group.
A.8 Software Requirement and Browser Accessibility No software installation required from the learning/student point-of-view and support of multiple browsers, and use on multiple types of devices.
A.9 Accessibility for varying students The solution must provide an online environment that is conducive to meeting the needs of varying students, and addresses web accessibility issues.
A.10 Support for Users The solution must provide a responsive help support structure that will ensure an effective implementation and a positive user experience (students and staff).
A.11 Community Support Effective online forums, communities,
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and/or user groups for Park Hill teachers and staff. A.12 Research and Development in K-12 Market The solution must show a significant commitment to the K-12 market through evidence in current practices, relevant resources, and a proven commitment to K-12 research and development, as well as a future roadmap relevant to K-12. A.13 Supports Professional Development and use by multiple groups of users (teams, clubs, sports, etc...). Options for supporting courses for professional development and other groups.
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6.2.A USER SETUP/ USER EXPERIENCE-(DEVELOPER AND LEARNER)
Ref No. Deliverable Resp. Details B.1 Group Management The ability to manage users by groups
B.2 Administrator/ Multiple administrator types Can set different administrator permission levels to determine access to areas within the system. (Principals need access to teacher courses without being enrolled in a course)
B.3 User Types Ability to have teacher assistants and multiple instructors
B.4 Intuitive user interface User interface is intuitive. What makes your user interface intuitive and user- friendly?
B.5 Teacher/Instructor The ability for instructors to make modifications easily across multiple sections of a course that shares common content (master-child or parent child relationship or other solution)
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B.6 Teacher/Student Ability to utilize Google Apps for Education for students and teachers in an easy to use and seamless manner.
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B.7 Student/Learner Notifications Automated email and/or notifications when new content or assignments have been assigned to a user and upcoming due dates. B.8 Student/Learner Ability to create and assign content to individual users and/or groups B.9 Student/Learner Personalized list of all coursework and tasks assigned to the user B.10 Parent Users Ability for parents to view each of their children’s courses in an easy manner (Does system provide ability to see all children in the district from one login?) B.11 E-Learning Ability to reuse content easily from course to course, and between teaching terms B.12 E-Learning Collaborative Authoring The ability for multiple “teachers” to work on one course, when they are not the teacher of record in SIS system. B.13 E-Learning Teacher Ability for teachers to share content with other teachers and with students outside of their assigned classes.
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B.14 Student/Learner Ability for students to take ownership of their learning environment by allowing avenues for users to make the learning environment meaningful and useful. B.15 E-learning Intuitive Development Environment Easy to create e-learning content within the system (minimal learning curve). B.16 E-Learning Easy integration with e-learning vendors (such as but not limited to Google Apps for Education) and textbook companies. B.17 E-Learning Supports high level math symbols and has an equation editor B.18 E-Learning Provides a wide variety of up-to-date collaboration tools and workspaces for learners, including a discussion board that is easy to use, yet has needed features for grading and responding. B.19 E-Learning Ability to align with a district, state and national standards. B.20 Assessments The system provides the functionality to create, assign and grade a variety of assessments (describe)
B.21 Assessments
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The system provides a way to work with test banks such as Exam View B.22 Assessments Common assessment component allowing groups and administration the ability to review data across a variety of groups.
B.23 Grading Ability to do integration of grades automatically, utilizing grade pass back between LMS and SIS. B.24 Grading The system must provide a grade book with a full set of features. B.25 Default Reports The system comes with a set of robust default system reports. Please provide a list of the type of default reports available B.26 Custom Reports The ability for an administrator to create custom reports (give options)
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Technical Requirements and Compliancy
Ref No. Deliverable Resp. Details C.1 Industry Standardization and Compliancy The system follows industry best practices and standards, including IMS Global Standards, common cartridge, LTI and ability to make use of IMS One Roster API. Describe compliancy. C.2 Integration with SIS The system can be integrated with the new Park Hill SIS (specifically Infinite Campus) for automated user and course set up in the LMS, and for other functions, such as grades. C.3 User accounts The ability to automatically create users from an external data source (SAML SSO) C.4 System Responsiveness Support large number of concurrent users C.5 Single sign-on/Integration with Other Systems System can use single sign-on based on SAML and ADFS. C.6 Integration with Other Systems System can integrate with external systems such as Google Apps. Please list all integrations available through your system.
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C.7 System Flexibility Can the system be customized or configured for further requirements. If so, please describe in detail. C.8 LMS Technical Requirements Fully disclose all technical requirements, including database backend and software release structure (service packs and version releases) C.9 System Security Ability to provide a safe protected environment for student learning keeping data protected. Provide details.
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6.3 CUSTOMIZATIONS OR CONFIGURATION
If your system requires any customizations or configurations to meet our requirements (and you can provide this service), please describe what customizations need to be made, the benefits and any additional costs. Please describe the level of complexity proposed with considerations for on- going support after implementation. What type of post implementation support is offered for backend administration?
[INSERT YOUR RESPONSE HERE]
6.4 VARIED OR ADDITIONAL OPTIONS
Describe any proposed additions or variations to the solution presented. Detail all costs associated with additional options and variations in the Pricing section of the document.
[INSERT YOUR RESPONSE HERE]
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7. IMPLEMENTATION
7.1 IMPLEMENTATION PLAN
Provide a plan outlining likely timescales for the implementation of the requirement, explaining what indicative lead times would be required with an integration with our SIS, Infinite Campus and without an integration with Infinite Campus. This should include doing a manual type of integration for the 2016-2017 school year and a full SIS integration during the 2017-2018.
[INSERT YOUR RESPONSE HERE]
7.2 ENGAGEMENT PROCESS
Please describe your communication/engagement process. Include milestones within the project time line that you would typically meet with clients to discuss progress.
7.3 TRAINING
Please describe the training procedure for the solutions proposed, be sure to include any additional costs to the Pricing section of this document. Detail out what training looks like for users of the LMS and the supporting parties at PHSD, such as technical staff or LMS trainers/instructional technologists.
7.4 SUPPORT SERVICES
Please describe the technical support processes and the options available during initial setup and during implementation for your proposed solutions. Outline your escalation process and typical response times. Attach you SLA (service level agreement) to the supporting documents section.
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8. PRICING Please supply all costs related to implementation of your product. All costs supplied should include quantity discounts and any available discounts where applicable.
Bids should be as detailed as possible and include all deliverables listed as separate line items. Supplemental pricing documentation will be accepted but must include all deliverables and costs broken out by each year as outlined in the chart below. Please be sure to include all additional optional components offered by your system even if it is not detailed in the requirements of this RFP. This might include additional features or higher levels of support. Pricing should include costs for the main option as detailed in section 2.2, taking into account that year one will only be a partial implementation focused heavily on secondary, particularly high school. In addition, pricing should be provided to show costs for an increase or decrease in numbers (only necessary if the cost per user fluctuates based on quantity). Please feel free to provide other pricing models as appropriate or recommended.
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Deliverable Costs Costs Costs Year 1 Year 2 Year 3 Set up costs for x users (please refer to section Number of System Users) Annual license fees Implementation fees Software support fees Software maintenance fees Design Fees Training fees (mandatory or option; on-site or remote) Other costs (please list all other costs associated with your proposal including any customization costs) TOTAL Optional additional components
8.1 INVOICING & PAYMENT
Please indicate your preferred method of payment and outline how invoicing and payments are to be scheduled of the duration of the proposed system contract. Include any benefits that may be available for both parties regarding payment cycles.
[INSERT YOUR RESPONSE HERE]
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9. SUPPORTING INFORMATION
Please ensure that you have attached the following information to your response:
Mandatory Service Level Agreement (SLA) Pricing documentation
Optional Additional information the Provider deems relevant to the response (we reserve the right to only refer to this information if feel it necessary to do so during the review process. Please ensure all vital information is included in the main body of your response)
SUMMARY In submitting a response to this document, vendor acknowledges acceptance of all sections of the entire document and has clearly delineated and detailed any exceptions.
Signature:______Title:______
Printed Signature______Date: ______
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