RFP-LMS-PHSD€¦ · Web view · 2017-04-20Park Hill School DistrictRFP - learning management system and ... This should include doing a manual type of integration for the 2016-2017

Park Hill School DistrictREQUEST 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

Park Hill School District

RFP - learning management system and related services

Park Hill School District, 2016 Page 2 of 27



TABLE OF CONTENTS

1. Introduction........................................................................................................................... 4

1.1 RFP Objective................................................................................................................. 4

1.2 About Park Hill School District........................................................................................4

2. Project Details....................................................................................................................... 5

2.1 Project Scope.................................................................................................................. 5

2.2 Number of System Users................................................................................................6

3. Response Guidelines...........................................................................................................7

3.1 Process, Schedule and Due Dates.................................................................................7

3.2 RFP Contacts.................................................................................................................. 7

3.3 Confidentiality................................................................................................................. 7

3.4 Evaluation Criteria...........................................................................................................8

4. Proposal Submission...........................................................................................................9

4.1 Submission Details..........................................................................................................9

4.2 Response Structure........................................................................................................9

4.3 Proposal Costs..............................................................................................................10

4.4 Presentations................................................................................................................10

5. Provider Qualification.........................................................................................................11

5.1 About the Provider........................................................................................................11

5.2 Industry Experience......................................................................................................11

5.3 Proposed Project Team................................................................................................11

5.4 Products and Services..................................................................................................12

5.5 Customers.....................................................................................................................12

5.6 References....................................................................................................................12

5.7 Partnering.....................................................................................................................12

5.8 Financials...................................................................................................................... 12

6. Proposed Solution..............................................................................................................13

6.1 Product – Learning Management System.....................................................................13

6.2 Requirements and Supplier Capability..........................................................................13

6.3 Customizations or Configuration...................................................................................24

6.4 Varied or Additional Options.........................................................................................24

7. Implementation................................................................................................................... 25




7.1 Implementation Plan.....................................................................................................25

7.2 Engagement Process....................................................................................................25

7.3 Training.........................................................................................................................25

7.4 Support Services...........................................................................................................25

8. Pricing.................................................................................................................................. 26

8.1 Invoicing & Payment.....................................................................................................27

9. Supporting Information and Summary..............................................................................28




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 6.2.A – 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.




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.




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.




3. RESPONSE GUIDELINES

3.1 PROCESS, SCHEDULE AND DUE DATES

Item Due date Delivery method Responsible party

RFP Issued 2-26-2016 Web PostingPark Hill School

District

Proposal Due 3-11-2016

Email on or

before due date,

and hard copy

post marked by

due date

Participating Provider

Target for Notification of selected

LMS Product3-21-2016 Email/Phone

Park Hill School

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 CONFIDENTIALITYThis 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.


mailto:[email protected]



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

3.1.

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




4. PROPOSAL SUBMISSION

4.1 SUBMISSION DETAILS

The proposal is to be delivered to Park Hill School District by the date as listed in 3.1 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


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.




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

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.


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.


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.





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)


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.


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.


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 viabilityPlease provide a brief statement about your organizations financial viability.




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 KeyPlease 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







6.2.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.




A.7 Permission SettingsThe system provides the functionality to set security and access permission levels for an individual and/or group.

A.8 Software Requirement and Browser AccessibilityNo 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 studentsThe 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 UsersThe 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 SupportEffective online forums, communities,




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.




6.2.B USER SETUP/ USER EXPERIENCE-(DEVELOPER AND LEARNER)

Ref No. Deliverable Resp. Details

B.1 Group ManagementThe ability to manage users by groups

B.2 Administrator/Multiple administrator typesCan 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 TypesAbility to have teacher assistants and multiple instructors

B.4 Intuitive user interfaceUser interface is intuitive. What makes your user interface intuitive and user-friendly?

B.5 Teacher/InstructorThe 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)




B.6 Teacher/StudentAbility to utilize Google Apps for Education for students and teachers in an easy to use and seamless manner.




B.7 Student/LearnerNotificationsAutomated email and/or notifications when new content or assignments have been assigned to a user and upcoming due dates.

B.8 Student/LearnerAbility to create and assign content to individual users and/or groups

B.9 Student/LearnerPersonalized list of all coursework and tasks assigned to the user

B.10 Parent UsersAbility 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-LearningAbility to reuse content easily from course to course, and between teaching terms

B.12 E-LearningCollaborative AuthoringThe ability for multiple “teachers” to work on one course, when they are not the teacher of record in SIS system.

B.13 E-LearningTeacherAbility for teachers to share content with other teachers and with students outside of their assigned classes.




B.14 Student/LearnerAbility 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-learningIntuitive Development EnvironmentEasy to create e-learning content within the system (minimal learning curve).

B.16 E-LearningEasy integration with e-learning vendors (such as but not limited to Google Apps for Education) and textbook companies.

B.17 E-LearningSupports high level math symbols and has an equation editor

B.18 E-LearningProvides 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-LearningAbility to align with a district, state and national standards.

B.20 AssessmentsThe system provides the functionality to create, assign and grade a variety of assessments (describe)




B.21 AssessmentsThe system provides a way to work with test banks such as Exam View

B.22 AssessmentsCommon assessment component allowing groups and administration the ability to review data across a variety of groups.

B.23 GradingAbility to do integration of grades automatically, utilizing grade pass back between LMS and SIS.

B.24 GradingThe system must provide a grade book with a full set of features.

B.25 Default ReportsThe system comes with a set of robust default system reports. Please provide a list of the type of default reports available

B.26 Custom ReportsThe ability for an administrator to create custom reports (give options)




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 SISThe 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 accountsThe 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 SystemsSystem can use single sign-on based on SAML and ADFS.

C.6 Integration with Other SystemsSystem can integrate with external systems such as Google Apps. Please list all integrations available through your system.




C.7 System FlexibilityCan the system be customized or configured for further requirements. If so, please describe in detail.

C.8 LMS Technical RequirementsFully disclose all technical requirements, including database backend and software release structure (service packs and version releases)

C.9 System SecurityAbility to provide a safe protected environment for student learning keeping data protected. Provide details.




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.


Park Hill School District Page 26 of 27



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.


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.




8. PRICINGPlease 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.




Deliverable CostsYear 1

CostsYear 2

CostsYear 3

Set up costs for x users (please refer to section 2.2)

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.





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)

SUMMARYIn 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: __________________


Documents

RFP-LMS-PHSD€¦ · Web view · 2017-04-20Park Hill School DistrictRFP - learning management system and ... This should include doing a manual type of integration for the 2016-2017