1 July 22, 2015

REQUEST FOR PROPOSAL

FLC RFP #3162

ADDENDUM #1

Assessment Management Software including

Teacher Education Assessment

Management Software

Due:

2:00 PM

August 5, 2015

2 July 22, 2015

I. Contents II. PURPOSE OF THE REQUEST FOR PROPOSAL ......................................................................................... 3

A. Statement of Need ............................................................................................................................ 3

B. Service/Product Requested .............................................................................................................. 3

III. INSTITUTIONAL BACKGROUND ............................................................................................................. 3

A. Current Technical Environment ........................................................................................................ 4

IV. FLC CONTACT INFORMATION ........................................................................................................... 6

V. PROPOSAL SUBMISSION ....................................................................................................................... 6

A. Due Date ........................................................................................................................................... 6

B. Schedule ............................................................................................................................................ 6

C. Proposal Submission ......................................................................................................................... 7

1. Executive Summary ....................................................................................................................... 8

2. Company Overview ....................................................................................................................... 8

3. Project Team Staffing .................................................................................................................... 8

4. Scope, Approach, and Methodology............................................................................................. 9

5. Functional Requirements .............................................................................................................. 9

6. Detailed and Itemized Pricing ..................................................................................................... 12

7. Acceptance Period ...................................................................................................................... 12

8. Fort Lewis College Contract and Special Provisions .................................................................... 12

9. References .................................................................................................................................. 13

10. Security ................................................................................................................................... 13

11. Data Ownership and Privacy. .................................................................................................. 13

12. Hardware and Software .......................................................................................................... 13

13. Data Integration ...................................................................................................................... 13

14. Identity Management, System Authentication and Authorization......................................... 13

15. Data backup and Business Continuity ..................................................................................... 14

16. ADA Compliance ...................................................................................................................... 14

17. Optional Products, Modules, and Services ............................................................................. 14

3 July 22, 2015

II. PURPOSE OF THE REQUEST FOR PROPOSAL A. Statement of Need

Fort Lewis College is seeking to purchase an electronic platform, to collect and manage data and

processes related to outcomes assessment, accreditation, and strategic planning. In addition, Teacher Education is currently seeking a system to manage their external accreditation requirements. Currently

Teacher Education is using custom built applications within the College Oracle/Banner system for

teacher assessment and state certification tracking. For College assessment the Office of Assessment is currently using a combination of homegrown systems located in the college wiki. This system has

helped organize information, however it is little more than a document repository. To continue to improve assessment processes, the Office of Assessment requires a system that will allow for workflow

management and documentation associated with assessment, planning, and accreditation activities.

This system must include a robust reporting capability that will support continuous improvement initiatives at the program level as well as external accreditation activities.

Both systems are cumbersome to use and are not meeting the needs of the institution or the Teacher

Education department. New systems will help further Fort Lewis College’s strategic plan by allowing

faculty to use outcomes-based assessment data to gauge effectiveness and assure consistent quality across campus. The College goal is to establish a customizable, institution-wide platform to centrally

store, manage, and track assessment information across the institution and its departments, programs,

and courses.

B. Service/Product Requested

This RFP is primarily for a cloud based Teacher Education Assessment Management solution to manage

up to 350 students. Only systems which are considered Software As a Service or Cloud based will be

considered. FLC will entertain additional modules which would meet the overall college assessment

needs.

Proposals should address the following business requirements (more detail to follow in the “Deliverables” section below):

Assessment Planning & Management

Faculty Credentials

Portfolio and Performance Assessment

Integration with Canvas LMS

Support and Training

Reporting Capabilities

Field Placement Management

Integration / Data Exchange

III. INSTITUTIONAL BACKGROUND

4 July 22, 2015

Fort Lewis College is a selective public liberal arts college located in Durango, Colorado. We are

committed to accessible and high quality baccalaureate education, and our hallmarks are remarkably close relationships between students and faculty, the freedom of intellectual exploration, and the

challenge of experiential learning. Our 4,000 students come from 50 states, 17 countries, and 145

American Indian tribes and Alaskan Native villages. With its rich cultural heritage, Fort Lewis College is a great place to learn and work. Fort Lewis College is a member of the Council of Public Liberal Arts

Colleges and is accredited by the Higher Learning Commission of North Central Association of Colleges and Schools.

Durango, the hub of Southwestern Colorado, is a thriving multicultural community set along the

beautiful Animas River Valley. Averaging 300 sunny days per year and situated at 6,500 feet between

the foothills of the San Juan Mountains and the headwaters of the Colorado Plateau, Durango is renowned for its outdoor opportunities. In the winter, Durango Mountain Resort, Wolf Creek Ski Area,

Telluride Ski Resort, and Taos Ski Valley are all within easy drives, and backcountry skiing, snowboarding,

and snowshoeing are easily accessible. In warmer seasons, hiking, biking, river running, golfing, and

fishing can be enjoyed right downtown. Durango itself is a small, friendly, historic town of 15,000, and is

the seat of La Plata County, with a population of 50,000. Durango features numerous dining, shopping,

and cultural amenities usually associated with larger urban areas, and is connected by major airlines

directly to Denver and Phoenix.

A. Current Technical Environment

Solutions will be evaluated upon how well they integrate with and into the current FLC technical

environment. Fort Lewis College campus is fully networked with Ethernet and Wireless connectivity to every residence hall room, office space, and classroom. FLC is connected to the Internet and Internet II

by three 300Mbs Ethernet connections directly to the Front Range GigaPop (FRGP) and a Durango ISP

and a third ISP via Albuquerque.

Current Software and Cloud Environment:

Accessible Information Management LLC - Disability Services

AccuTrack

Active Directory LDAP

Advanced Informatics Evalue - Atheletic Training Assessment

Apache/Tomcat Web Servers

Automic Applications Manager

Blackboard Analytics – Student, Financial Aid, Advancement, Finance

Blackboard Transact - Card Management System

BMC Footprints

CAS - Open Source Single Sign-on

College Source - Uachieve Degree Audit

CollegeNET - 25Live

Conference Programmer

Confluence Wiki

5 July 22, 2015

DigArc - Curriculog Curriculum Management

DigArc - Acalog Catalog Management

Dot Net Nuke - CMS

Dublabs - Mobile Application

e2Campus - Emergency Alert System.

EAB - Student Success Collaborative

Ellucian Banner Administrative Information System (ERP) o Accounts Receivable o Advancement o Finance o Financial Aid o General Web o General o Payroll o Position Control (HR) o Student o TouchNet Banner Connect o WebTailor

Evisions - Argos Reporting

Exchange 2013

Gap Technologies - online course evaluations

InCommon - IDM federation and SSL Certs.

Instructure - Canvas LMS

Internet2 and Net+

ListServ

Maxient - Conduct Manager

Microsoft Office 365

Microsoft Server

MS SQLServer

OpenDNS

Oracle databases – Campus EE License

Oracle WebLogic/Fusion Middleware 11g

Pharos print management system.

RedHat Enterprise Linux

Runner Technologies - Clean Address

Shibboleth - Federated Single Sign-on

StarRez Residence Life Management

Symplicity - Career Services Employment System

Terra Dotta - Travel and Risk Management

TMA - Physical Plant Management

TouchNet - Payment Gateway Suite

TrustWave - PCI Compliance

Uportal - Enterprise Portal

6 July 22, 2015

IV. FLC CONTACT INFORMATION

Administrative/Contractual Contact

Any questions concerning contractual terms and conditions or proposal format must be directed to:

Matthew McGlamery

Director of Information Technology

McGlamery_M@Fortlewis.edu

(970) 247-7065

Functional Contact

Any questions concerning functional requirements must be directed to:

Lisa Snyder

Director, Academic Effectiveness & Evaluation

lmsnyder@fortlewis.edu

(970) 247-7543

Technical Contact

Any questions concerning technical specifications, data integration or Statement of Work requirements

must be directed to either:

Matthew McGlamery

Director of Information Technology

McGlamery_M@Fortlewis.edu

(970) 247-7065

Purchasing Contact

Any questions concerning submittals or a resulting purchase order must be directed to:

Wayne Hermes

Director of Purchasing

Hermes_W@Fortlewis.edu

(970) 247-7432

V. PROPOSAL SUBMISSION

A. Due Date

All material must be electronically submitted to Cole_Rena@Fortlewis.edu no later than 2:00 PM (MDT)

August, 5 2015.

B. Schedule

7 July 22, 2015

The following is an estimate of the project timeline:

July 22, 2015 RFP Available to Vendors

August 5, 2015 Due Date for Proposals

August 5, 2015 – August 12, 2015 Evaluation Period

August 14, 2015 Anticipated Notification of Intent to Award

August 21, 2015 – September 14, 2015 Best and Final Negotiations, and Contract Management

September 21, 2015 Estimated Start Date

November 27, 2015 Estimated Project Acceptance

C. Proposal Submission

All Proposals must be submitted in electronic format. Duplicate paper proposals may also be included but are not required.

Award of the contract resulting from this RFP will be based upon the responsive Vendor whose offer will

be the most advantageous to Fort Lewis College in terms of:

Cost

Functionality

Vendor stability

Vendor ability to meet the schedule of events timeframe

System Security and Privacy

References

Conformance to RFP format and process.

Fort Lewis College reserves the right to:

Reject any or all offers and discontinue the RFP process without obligation or liability to any

potential vendor

Accept other than the lowest priced offer

Award a contract on the basis of initial offers received, without discussions or requests for best

and final offers

Negotiate a best and final offer after the award

Award more than one contract or vendor

Vendor’s proposals shall be submitted in several parts as set forth below. The Vendor will confine its

submission to those matters sufficient to define its proposal and to provide an adequate basis for Fort

Lewis College’s evaluation of the Vendor’s proposal.

Vendor’s proposals in response to this RFP will be incorporated into the final agreement between Fort Lewis College and the selected Vendor(s). The submitted proposals are suggested to include each of the

following sections:

1. Executive Summary

8 July 22, 2015

2. Company Overview

3. Project Team Staffing 4. Scope, Approach, and Methodology

5. Requirements

6. Detailed and Itemized Pricing 7. Acceptance Period

8. Colorado State Contract 9. References

10. Security

11. Data Ownership and Privacy. 12. Hardware and Software

13. Data Integration

14. Identity Management, System Authentication and Authorization

15. Data backup and Business Continuity

16. ADA Compliance 17. Optional Products, Modules, and Services

The detailed requirements for each of the above-mentioned sections are outlined below.

1. Executive Summary

This section will present a high-level synopsis of the Vendor’s responses to the RFP. The Executive

Summary should be a brief overview of the engagement, and should identify the main features and

benefits of the proposed products and services.

2. Company Overview

Provide the following for your company:

Official registered name (Corporate, D.B.A., Partnership, etc.), Dun & Bradstreet Number,

Primary and Secondary SIC numbers

Address

Main telephone number

Toll-free numbers

Facsimile

Website URLs

Key contact name, title, address (if different from above address), direct telephone and fax

numbers

Person authorized to contractually bind the organization for any proposal against this RFP

Brief history, including year established and number of years your company has been offering

Enterprise Document Management Software solutions

3. Project Team Staffing

9 July 22, 2015

Include biographies and relevant experience of key staff and management personnel. Describe the

qualifications and relevant experience of the types of staff that would be assigned to this project by providing biographies for those staff members. Some project staff members will have access to sensitive

student information; describe how your company qualifies employees to work with sensitive student

information.

4. Scope, Approach, and Methodology

This section should include a description of each major type of work being requested of the Vendor.

Information provided in this section may be held in strict confidence if requested. The proposal should

reflect each of the sections listed:

Hardware and software requirements (if applicable)

Project team list (including CV of team members)

Alliance/partnerships, if applicable, with other Vendors

Project implementation plan (including data migration from current system)

5. Functional Requirements

This section identifies key functional requirements as well as desired functionality. This list should not be

viewed as all-inclusive and the RFP decision may include criteria not explicitly defined in this section.

Provide documentation on how your proposed solution meets the following needs

Assessment Planning & Management Required features:

Document and manage learning outcomes, standards and other performance indicators at multiple levels within the institution

Align/map outcomes to other goals, standards, outcomes and objectives View mapped outcomes at various levels across the institution (e.g., program, department,

institution) for gap/frequency analysis Import pre-loaded regional (e.g., state, national) and disciplinary-specific standards Develop visual curriculum maps to align courses and other learning activities to outcomes Document planned assessments for each identified outcome without needing to re-enter an

outcome each time it is referenced (including over multiple assessment cycles) Customize the information included in assessment plans and the length and frequency of

assessment cycles Create rubrics and attach them directly to measures in assessment plans Attach supporting documents (e.g., Word, PowerPoint, Excel, PDF) directly to narrative assessment

findings Allow multiple people to work on the same documents (e.g., outcomes, assessment plans, findings)

and track who was involved in the process Track progress for all programs, departments, offices and other units involved in the assessment or

other accountability process being managed

10 July 22, 2015

Review mission statements, outcomes, assessment plans, etc. using rubrics, forms or comment-based feedback for maintaining quality assurance of content

Have a shared space for managing all assessment-related documentation for their program, department, office, etc.

Document and track actions for improvement based on assessment findings and align those actions with associated outcomes

Share information with internal and external stakeholders Collaboratively write regional accreditation reports using pre-developed templates Modify accreditation (and other existing) templates to suit local needs Develop custom templates to support different processes (e.g., regional and specialized

accreditation, program review) Output information into a print report and an online format Configure, manage and document a systematic review and quality assurance process, so that

designated officers at the institution can review collected information and provide support and guidance to programs and departments throughout the assessment and planning process

Provide Single Sign-on to minimize steps required to participate in assessment and planning processes.

Faculty Credentials Required features:

The ability to create individual faculty profiles and automatically generate CVs from those profiles.

One click and custom report options that show faculty activity across fields, ranks, and teaching and/or tenure statuses, display sum totals for fields; e.g., numbers of degrees, certifications, publications, awards, and then drill down to see specifics

Generate a list of faculty for a specific professional field who have been certified within a specified timeframe.

Review and confirm individual faculty qualifications by course.

Portfolio and Performance Assessment

Required features:

Develop portfolio templates for student assessment Structure assignments and other requirements and associate those requirements to external

accreditation standards, college-wide learning outcomes, program and course learning outcomes Create rubrics for electronic scoring in the system Examine inter-rater reliability with pre-existing reports Evaluate portfolios holistically Assess individual artifacts Import test/exam scores and GPAs as additional indicators of student achievement Track the reflections, comments and evaluations of students, reviewers and evaluators Write comments directly on artifacts (e.g., online document mark-up) Maintain assessment data after students graduate or leave the institution

The system must also include the ability for students to:

Create their own, individual portfolios that showcase and document competencies and experiences Submit a variety of artifacts as part of their portfolios (e.g., text, audio, video, lesson plans, PDF) Print, save to a personal computer, or publish portfolios to the Web Secure published portfolios by requiring a password for access

11 July 22, 2015

Build a well-organized certification, graduation, assessment, or employment portfolio guided by an institutional template

Track progress towards completion of graduation or certification requirements Maintain accounts after they leave the institution

Support and Training

Required features:

Implementation including set up of the system, maintenance and administrative support

Onsite and remote training for faculty, administration, staff and students

Ongoing support provided and with multiple delivery method(s) for that support (e.g., email, telephone, online)

The ability of the vendor to support all users, including students

Response to technical or user support requests within 24 hours of inquiry

Reporting Capabilities

Required features:

Aggregate and disaggregate assessment data at the student, course, program and institution level

Generate reports to analyze outcomes and/or standards assessed across multiple assignments and in multiple courses and programs across the institution

Report data in real time

Create custom reports to analyze rubric-based assessment data in multiple ways

Save report parameters and generate saved reports in real-time

Filter reports based on demographics

Generate a number of pre-developed report formats, including: activity and progress reports and performance reports

Export report data from the system to CSV, Excel, XML and/or other formats

Gather qualitative form or survey-based data

Field Placement Management

System capabilities should aid in the effective management of field placements, internships and other

remote educational experiences.

Required features include:

Allow supervisors in the field (those not associated with the institution) to easily and

effectively enter student assessment data

Organize contact information, site demographics, staff credentials and placement locations

Customize site and staff profiles

Verify student practice/placement in relevant settings

Review site availability and manage appropriate placement

Create a holistic view of student performance across multiple field placements and other

assessment activities

Report on demographics by sites, placements and academic programs

Run reports on candidate performance completed during placement

Search for appropriate sites or placement based on specific criteria

12 July 22, 2015

Create multiple databases and customize placement databases to meet the needs of field placement, internships and other remote educational experiences like semester abroad programs

Capture demographics on participating sites and historically document any changes

Manage credentials and affiliations of faculty and administration

Integration / Data Exchange Required features:

The ability to communicate with other institution-wide systems including Ellucian Banner student information system, and Instructure Canvas learning management system.

Allowance of data to be imported/exported in a readily understood and widely known format

Support of systems integration with other systems with single sign-on authentication

Integration with plagiarism detection features (e.g., Turnitin)

6. Detailed and Itemized Pricing

Provide complete pricing. Fort Lewis College anticipates awarding a one year contract with 4 annual renewal periods. It is allowable to provide several pricing scenarios for different product mixes. Provide

a comprehensive five (5) year Total Cost of Ownership matrix including but not limited to:

Implementation costs, including estimates of required hardware/software and Professional

Services

Initial training and ongoing training options

Travel costs, not to exceed or fixed.

Support services available during contractual period

Maintenance and recurring costs

Disclosure of any annual maintenance escalation rates

7. Acceptance Period

Identify the criteria and vendor expectations which would be used to evaluate a successful

implementation and product acceptance. Identify a typical timeframe for product acceptance and final

payment.

8. Fort Lewis College Contract and Special Provisions

A Fort Lewis College Contract, meeting the requirements of the Colorado Office of the State Controller

policies and laws of Colorado, will be required. The contract must be reviewed and signed by the

Colorado Attorney General and Representatives of Fort Lewis College. A model contract can be viewed at:

http://www.fortlewis.edu/purchasing/Contracts.aspx

In this section, specifically acknowledge the use of a Fort Lewis College Contract and Special Provisions

as first in the order of contract precedence. Provide any additional contract language, addendums, or

13 July 22, 2015

agreements you would require. The Fort Lewis College Contract and Special Provisions document are

non-negotiable. Please note: Colorado State Law prohibits Fort Lewis College from indemnifying any company, and all contracts must use Colorado as the choice of law.

Any RFP responses which do not comply with this section will be rejected.

9. References

Provide a minimum of three (3) Higher Education references preferably which utilize the Ellucian Banner ERP system. Identify the reference institution, contact, and applicable product(s) utilized at the

institution.

10. Security

This section should provide an overall description of the systems and organization’s information security. Include how FLC data is protected on premise, in the cloud, and during transport. Include what

security protocols are used, physical security measures, regulatory compliance, location of off-premise

data centers, and 3rd party hosting vendors (if applicable). Include the vendor incident management plan

in the event of a data breach. The evaluation of the vendor responses may require follow up questions

by FLC. FLC is willing to sign a non-disclosure agreement if necessary.

11. Data Ownership and Privacy.

This section should provide a statement of data ownership for all data entered or transferred to the

system. All 3rd party vendors must be identified which would have access to the FLC specific user data.

Provide applicable privacy statements. Provide a statement of how the user data may be transferred back to FLC once the system is no longer used.

12. Hardware and Software

This section should list all necessary hardware and software, if any required by FLC for the solution.

Include operating systems, proprietary, open source software, and third party software requirements.

13. Data Integration

This section should provide details of the data integration, points, and methodology to FLC systems.

Explain how data may be extracted from the current FLC system and loaded into the new vendor

solution. Include areas of responsibility and maintenance strategy for data integration(s).

14. Identity Management, System Authentication and Authorization

This section must include how the users are authenticated and how identities are managed. Specify the IDM lifecycle from identity creation to deletion. Provide information on user application security,

14 July 22, 2015

granularity and management. Specify user authentication methods. FLC uses the following

authentication methods in order of preference:

Central Authentication System (CAS)

Shibboleth

LDAP

Solutions which do not utilize one of the authentication methods above for FLC Faculty, Staff and

Students will not be considered.

15. Data backup and Business Continuity

This section should describe how the system maintains data backups and data restore capabilities at the individual and system level. Provide a brief overview of the company business continuity strategy and

capabilities.

16. ADA Compliance

This section should describe how the system is ADA compliant and where it is not compliant. Describe

the company methodology to test for ADA compliance within the application. Provide the most current

Voluntary Product Accessibility Template (VPAT). Vendors which do not supply a VPAT will not be

considered further.

17. Optional Products, Modules, and Services

Provide detailed information or documentation (priced separately) of additional products, modules, or

services offered that would complement the product that meets the requirements listed above, or

deliver the desired functionality also listed above.