POSTSECONDARY PLANNING REQUIREMENTS - spps.org · Web viewBatch uploading information from other sources (i.e. CSV, Excel) 41. Upload historical data . 42. User friendly interface

1.RFP #-A20-0458-A Response TemplateSPPS Postsecondary Planning Software & Support ServicesSt. Paul Public Schools

SPPS Postsecondary Planning Software and Support Services RFP Response TemplateVendor Name:Contact Name:Contact Email:Contact Phone:

Please fill in the Vendor information above.

The response template is comprised of four sections. In each section, questions are posed in blue, bold, italicized text. After each question, there is an area for the vendor’s written response. In some cases, vendors are asked to add responses to a table.

Section 1: Postsecondary Planning & Technical Requirements

The proposed solution will be evaluated by reviewing material provided in response to questions in each of the following sections.

1. POSTSECONDARY PLANNING REQUIREMENTS

Tables 1a-1i lists the “Required and Desired Features” SPPS wishes to see in your postsecondary planning platform. Please indicate if your product can meet or exceed the requested features by noting (Y) for Yes and (N) for No in the table. For each “Yes” response vendor will need to provide a more detailed description of how your solution meets or exceeds the District required/desired features. You may include screenshots or attach a powerpoint to support your narrative descriptions. For any attachments, please reference the item number.

Table 1a: Required & Desired Features - Personal Learning Plan Functionality

Item # Required & Desired Features: Personal Learning Plan Functionality Yes (Y) or No (N)

1 4-6 year digital course planner & transcript evaluator

2 Space to track short term academic progress

Page 1


3 Goal setting & progress monitoring functionality

4 Digital Portfolio - allows for multiple file types (i.e. word, audio, video, etc.) to be uploaded and stored with easy access

5 Platform is accessible to PreK-12 or K-12 students

6 Ability to create student-level PDF summarizing student interests, strengths, goals and plans

For each item you indicated meets or exceeds the desired features, please provide a more detailed description of how your solution meets or exceeds the District requires/desired features. You may include screenshots or attach a powerpoint to support your narrative descriptions. For any attachments, please reference the item number.

[Begin your response here.]

Table 1b: Required & Desired Features - Student Assessments

Item # Required & Desired Features: Student Assessments Yes (Y) or No (N)

7 Assessment for students self-discovery; interests, learning modalities; Who am I? What do I want to be? How will I get there?

● If yes, please include grade levels in your narrative

8 Assessment for students/Abilities/Strengths; results direct exploration● If yes, please include grade levels in your narrative

9 Assessment for students career exploration ● If yes, please include grade levels in your narrative

10 Assessment for students college exploration ● If yes, please include grade levels in your narrative

11 Assessment and practice for College Tests; ● If yes, please include whether ACT, SAT, SAT Prep, ASVAB, AP Exam, and

Accuplacer testing and/or supports are provided

12 Assessment results are easy to access for students, parents, teachers, counselors, site and district administration

Page 2


13 Student Dashboard that aligns assessments to college and career choices; matchmaker



Table 1c: Required & Desired Features - Career & College Content

Item # Required & Desired Features: Career & College Content Yes (Y) or No (N)

14 Career information provided for all industry sectors aligned with required education/training/certification. Large career database offers career videos/job profiles, salary and demand information.

15 College/University information provided for National, Minnesota, and local post-secondary institutions that includes multiple types of degrees including but not limited to certificates, associates degrees, and bachelors degrees. Large college database offers majors/degrees, requirements, application process, and virtual tours.

16 College comparison capability

17 College transition information from high school to college

18 College funding information for scholarships, financial aid, FAFSA, Minnesota Dream Act and application processes

19 Ability to organize, promote and sign students up for college representative visits or campus tours

20 Multilingual capability; provides access for multilingual students

21 Content aligns with Minnesota Department of Education career & college domains & competencies AND/OR American School Counseling Association mindsets and behaviors

Page 3




Table 1d: Required & Desired Features - College Application Functionality

Item # Required & Desired Features: College Application Functionality Yes (Y) or No (N)

22 The Common App integration

23 Electronic submission of high school transcripts

24 Electronic submission of letters of recommendation



Table 1e: Required & Desired Features - Work Based Learning Functionality

Item # Required & Desired Features: Work Based Learning Functionality Yes (Y) or No (N)

25 Resume builder

26 Community Service hour tracker

27 Work-based learning tracker including but not limited to: internships, types of industry, job shadows, performance reviews, informational interviews, partner database, exit surveys, hours (able to be aggregate or disaggregate by industry fields, partner, student groups, number of hours) , etc.

Page 4




Table 1f: Required & Desired Features - Monitoring & Evaluation

Item # Required & Desired Features: Monitoring & Evaluation Yes (Y) or No (N)

28 Post-secondary data: alumni tracking capability

29 Reports are accurate/readily available

30 Runs queries/data extracts

31 Dashboard that provides aggregate data reporting



Table 1g: Required & Desired Features - General Technical Capabilities

Item # Required & Desired Features: General Technical Capabilities Yes (Y) or No (N)

32 Device compatibility; works on all devices including iPads and smartphones; web-based

33 Lifetime access for students

34 Ability to create customized surveys, forms or assignments for students

35 Parental portal

36 Ability to send group emails to students

Page 5


37 Student log-in through CLEVER with student ID

38 Student data automatically saves as complete entry

39 Update data from users; daily

40 Batch uploading information from other sources (i.e. CSV, Excel)

41 Upload historical data

42 User friendly interface. Visually appealing for all grades



Table 1h: Required & Desired Features - Training

Item # Required & Desired Features: Training Yes (Y) or No (N)

43 At launch: On site training for end users (i.e. school counselors)

44 At Launch: On-site “train the trainers” style training for key staff members in selected areas

45 At Launch: Design web conference training based on areas needed (Web EX)

46 Ongoing training: Unlimited refresher trainings available as needed

47 Ongoing training: Unlimited Mini-trainings with tech support team available as needed

48 Pre-recorded training resources (videos, PowerPoints, documents, etc.)

49 Unlimited training available at various District sites for end-user and technical support staff, training at no additional cost to the District

Page 6




Table 1i: Required & Desired Features - Technical Support Requirements

Item # Required & Desired Features: Technical Support Requirements Yes (Y) or No (N)

50 Unlimited, consultative support available to all staff members

51 Toll-free number (Mon.-Fri., 7:30 a.m.-9:30 p.m. Central)

52 24-hour IT support

53 No extra cost for collaborative work with District Information Technology Department

54 Provide online helpdesk email contact for support

55 Develop helpful training manuals and documents for reference

56 Live Chat service



2. IS REQUIREMENTS

2.1. If software is a web app, via a browser (Preferred)

2.1.1. 1. If served from cloud (Preferred):

Page 7


2.1.1.1. 1. SSO via SAML and ADFS 3.0

2.1.1.2. 2. SSO solution allows SPPS to self-service change SAML certificates

2.1.1.3. 3. Product does not require additional firewall ports to be opened beyond 80 and 443

2.1.2. 2. If served from on-premise server:

2.1.2.1. 1. Centralized server(s) at our datacenters can serve all users without needing additional remote servers

2.1.2.2. 2. Software supports virtualized servers

2.1.2.3. 1. Server VMs support MS Hyper-V

2.1.2.4. 3. Databases support either MS SQL 2017+ or MYSQL

2.2. 2. If software requires client installation

2.2.1. 1. Software must support both current iPad, Mac OS X and Windows 10

2.2.2. 2. Software must be enterprise deployment ready

2.2.2.1. 1. Windows MSI installers must be available

2.2.2.1.1. 1. MSI Installers must allow forced, touchless, silent installs

2.2.2.2. 2. Mac OS X versions must either be deployable via VPP or with PKG

2.2.2.2.1. 1. PKGs must be touchless and silent

2.2.2.3. 3. iPad Apps must be deployable via VPP

2.2.2.4. 4. Licensing

2.2.2.4.1. 1. Software must not require central license servers

Page 8


2.2.2.4.2. 2. Software must not require device-local license files or product keys

Please provide a more detailed description of how your solution meets or exceeds the District requires/desired features.


3. APPLICATION SERVICES REQUIREMENTS

3.1. · Cloud based solution preferred over on premise. If this is a Vendor hosted solution (Saas), will it need to connect to the student information system? If so, can Infinite Campus One Roster API be used?

3.1.1. · Infinite Campus One Roster API cannot be used, please explain how the integration with student data will be performed.

3.1.2. · If ETL (extract, transform, and load) required, will need to know all data sources (where is data coming from)

4. [Begin your response here.]

5. SYSTEM AND APPLICATION SOFTWARE INSTALLATION

6. Describe the process that will be used to set up the system and to install, configure and establish connectivity between all system components, including Vendor servers, software, and SPPS systems and mobile devices that are included as part of the SPPS Postsecondary Planning Software.


8. Identify the role(s) that SPPS staff and/or other resources must play in this process.


10. SYSTEM ARCHITECTURE AND INFRASTRUCTURE PLAN

Page 9


The Vendor shall provide and assume all responsibility for the infrastructure, network, and computing environment to support access to the hosted application(s). Please document the configuration of the hosted environment to meet SPPS needs by responding to the questions below.

10.1. Describe how the hosted SPPS Postsecondary Planning Software will be deployed. Indicate if you will support a separate web server, application server, process server, report server and a database server. Please cite the benefits of your approach.


11.1. Will SPPS applications be stored in their own “container” isolated from other hosted applications and customers?


12.1. In addition to the production environment, indicate the other types of environments (e.g. testing, training, development) that you will maintain and support for SPPS. Please indicate here, and in the pricing worksheet, if there are separate costs associated with standing up and maintain these separate environments.


13.1. Identify any potential additions and/or changes to SPPS’s infrastructure and computers, including mobile devices, required to support the SPPS Postsecondary Planning Software that the RFP requests.


Page 10


14.

15. SYSTEM AVAILABILITY AND PERFORMANCE

15.1. System Availability

The Vendor shall be responsible for the acquisition, operation, and maintenance of all hardware, software, applications and network support related to the services being provided. The technical and professional activities required for establishing, managing, and maintaining the environments are the responsibilities of the Vendor.

The system shall be available 99.5% of the time and shall be available to SPPS users and administrators 24/7/365, with agreed-upon maintenance downtime. Scheduled maintenance downtime must be planned with and approved by the SPPS Postsecondary Planning Software Systems Administrator.

The Vendor shall provide data that demonstrates consistency of uptime for sites it has managed over the past two years. Describe any outages, their cause, duration, and resolution.


Document and qualify the response time SPPS users will experience for the applications it will be using.


Document, with examples, a history of satisfactory response time on other similar projects.


Page 11


18. SERVICES

The Vendor will assume responsibility for the services as noted below. For each of the items, please describe your organization’s process for delivering the service.

18.1. Application Monitoring Services

Please describe your activities to monitor the SPPS hosted applications in use to ensure that the software performs in an expected manner and scope. Indicate how this process is used to evaluate the performance of an application or the overall application infrastructure.


18.2. Application Administration Services

Please document the Application Administration Services that you as the Vendor will provide.


Please document the Application Administration Services that SPPS will need to provide.


20.1. Data/Information Security Services

Protection of personal privacy and data shall be an integral part of the business activities of the Vendor to ensure there is no inappropriate or unauthorized use of SPPS information at any time. To this end, the Vendor shall safeguard the confidentiality, integrity and availability of SPPS information and comply with the following conditions:

Page 12


20.1.1. The Vendor shall describe its process for user authentication and access control. Can SPPS’s Active Directory be incorporated into the process?

20.1.2. The Vendor shall implement and maintain appropriate administrative, technical and organizational security measures to safeguard against unauthorized access, disclosure or theft of Personal Data and Non-Public Data. Such security measures shall be in accordance with recognized industry practice and not less stringent than the measures the Vendor applies to its own Personal Data and Non-Public Data of similar kind.

20.1.3. At no time shall any data or processes that either belong to or are intended for the use of SPPS, be copied, disclosed or retained by the Vendor or any party related to the Vendor for subsequent use in any transaction that does not include SPPS.

20.1.4. The Vendor shall not use any information collected in connection with the Services for any purpose other than fulfilling the Services.

20.1.5. The Vendor shall document its security and privacy policies regarding SPPS hosting and support activities. Please indicate the level of audited certification that your organization has achieved for these processes.


21.1. Application Recovery Services

The Vendor must provide application recovery services. Please document your disaster recovery plan for the hosting infrastructure and applications you are hosting for SPPS. Describe the notification, application recovery, and related processes.


21.2. Data Storage and Retention

Page 13


The Vendor shall ensure SPPS data is stored and retained in accordance with data retention laws. SPPS retains ownership of all data in the system.

22. The Vendor shall describe its processes for backing up, archiving and storing redundant copies of SPPS’s system and data.

23. The Vendor shall describe the method and most common format it uses for providing copies of SPPS Postsecondary Planning Software data to its customers.


23.1. Data Recovery

24. The Vendor shall describe its processes for recovering and restoring SPPS data.

25. In the event of a system failure, how much data (in terms of elapsed time) would be the most that SPPS might lose? In the event of a system failure, how long will it take to restore SPPS to a fully operational model?


25.1. Data Use Beyond this Agreement

SPPS may choose, at some future date, to select a different Vendor for SPPS Postsecondary Planning Software. Please indicate in your response how you will be able to support and facilitate the migration of SPPS data, including all configurations and customizations, to the new Vendor site.


Page 14


26. SUPPORT SERVICES

The Vendor shall provide problem management support for all services covered by the Agreement. SPPS will direct problems encountered with the services provided in this agreement to the SPPS Customer Support contact as identified by the Vendor. SPPS and Vendor shall jointly determine the number and type of SPPS system administrators and/or end users that will have access to the Vendor for problem reporting.

26.1. Support Services

Provide a list of all support services provided to SPPS as part of your SPPS Postsecondary Planning Software Agreement.

Provide a description of the Vendor roles and responsibilities involved in supporting SPPS users including system administrative staff after Go-Live acceptance. Describe the process for resolving problems including escalations. Indicate limitations that the Vendor may impose such as use of latest release, SPPS single point of contact, etc. Indicate how SPPS is notified of system problems and bugs. Indicate how SPPS is notified of system downtime.

Vendors must be clear about what is included in the SPPS Postsecondary Planning Software Agreement and what constitutes additional cost support services.

Vendors should describe their policy for releasing SPPS Postsecondary Planning Software updates and fixes. Vendors should indicate the frequency of new releases. Please indicate if there is a cost associated with new releases and upgrades or if they are included as part of the Hosting and Support Services Agreement.


26.2. Problem Identification and Response Services

SPPS proposes to classify Support Service requests with a severity level based on the following criteria. Expected time for resolution is also noted.

Problem Severity Description Response Resolution

Page 15


Level Time

Severity Level 1

“Critical”

Mission critical SPPS business process(s) unable to function. The System is not functioning and there is no workaround that is acceptable to SPPS, thereby preventing a department or workgroup from performing a mission critical business function(s).

30 minutes or less after SPPS initial call

100% resolved within 8 hours

Severity Level 2:

“Significant”

The problem has a significant impact to critical SPPS business process(s). A major problem impedes the ability to perform mission critical business function(s) due to major functionality not working. A temporary work-around that is acceptable to SPPS is available.

30 minutes or less after SPPS initial call

100% resolved within 24 hours

Severity Level 3:

“Non-Critical”

Not able to accomplish all functions. Minor function(s) not working causing non-critical work to back up.

8 hours or less after SPPS initial call

80% resolved within 5 working days.


Severity Level 4:

“Inconvenience”

The System is causing a minor disruption in the way tasks are performed but does not stop workflow. Able to accomplish all functions, but not as efficiently as normal. May include cosmetic issues - especially in constituent facing applications.

8 hours or less after SPPS initial call



Please explain the way in which your organization manages its support requests and how SPPS can track the progress of its requests. For example, can SPPS submit an online request for service and receive a request ID that can be tracked through resolution. Can emails be submitted and if

Page 16


so, how is the problem tracked? Can phone calls be submitted and if so, how is the problem tracked? Indicate the hours during which both Technical and User support are available.

Vendors shall describe their escalation process for support services, including guarantees with respect to support response times.


Section 2: Project Approach

1. Project Plan and Schedule

Describe your approach to this project. Provide a project plan that identifies the tasks, deliverables, dates, required resource assignments, and critical path to complete the project. The project plan should be presented as a Gantt chart that identifies major tasks, and deliverables. The project schedule should include proposed dates and acceptance periods. In addition to the Gantt chart, provide a concise written narrative so that SPPS can better understand your approach.


28.

2. Testing

29. Prior to “Go-live,” SPPS envisions a testing process where testing is performed in the new hosted environment (using current SPPS data) while production continues in the current SPPS system. Just prior to “Go-live” latest production data shall be moved by the Vendor to the new hosting environment with the intent of avoiding any production downtime.

Page 17

Margaret Corey, 11/04/19,

Do we need it in this format?


Acceptance Testing will be performed by SPPS. The Vendor shall propose an Acceptance Test Plan that includes tests required to validate that their proposed solution meets the needs and expectations of SPPS. Specifically describe the process for final acceptance testing. The Vendor should indicate the scope of testing required, as well as the time and resources that will be required of SPPS to complete the testing.

Please indicate how performance characteristics will be developed in testing environments to replicate SPPS’s production environment.

All problems found during testing should be resolved by the vendor, at no expense to SPPS.


Section 3: Vendor Information

Selection of the Vendor that will host and support the SPPS Postsecondary Planning Software is an extremely important decision. SPPS envisions its relationship as a partnership that is fully committed to SPPS’s success. The Vendor’s responses to the questions in this section will have a significant impact on SPPS’s perception of the skills of the Vendor to provide the necessary skill and resources for the SPPS Postsecondary Planning Software Project.

1. Company Organization

Provide a profile of the Vendor organization, including a description of its history, business objectives, approach to working with clients like SPPS, a summary of product offerings, and a listing of all services.


32.

2. Complete the table below indicating total company employees and those associated with SPPS Postsecondary Planning Software Hosting and Support systems?

Total # of Employees # of Employees Associated with Postsecondary

Page 18


Planning Software

United States

Outside the U

33.

3. Average annual staff turnover rate % Turnover Rate for All Employees# of Employees Associated with Postsecondary

Planning Software

All Employees

34.

4. Location of office that will serve SPPS contact during implementation.


5. Previous Project Experience & References

List no less than three and no more than five contracts, within the last five years, with a scope and scale like this project. Create a copy of the table for each referenced project. SPPS may contact these references, along with other sources otherwise known to SPPS.

PROJECT / CLIENT REFERENCEClient Name

ProjectProject Location

K-12 Client similar to SPPS?Point of Contact, Title

Contact PhoneContact Email

Contract DatesContract Amount

Page 19


Project Description

Description of the Vendor’s role(s) on the project,

including participation as it relates to project deliverables.

The description should demonstrate the proposer’s

experience, capability, and capacity to provide the SPPS

Postsecondary Planning Software described in this

RFP.

6. Vendor Current Commitments

Discuss how the SPPS scope of work will be prioritized and performed in the context of other current commitments. Explain any staffing and schedule overlaps, and how you will ensure that overlaps will not affect SPPS’s schedule and project delivery.


37.

7. Financial Information

Complete the table below. For the last three fiscal years indicate the Vendor’s annual gross revenue, gross revenue that can be attributed to Postsecondary Planning Software Hosting and Support, and the percentage of the Company’s gross revenues invested in research and development

Gross Revenue Postsecondary Planning Software Revenue

Page 20


Please provide your Dun & Bradstreet number here:

38. Financial Statements - SPPS reserves the right to ask for a copy of the Company’s audited financial statements for last two years. If the financial statements are not provided, the company must at least provide a letter signed by an independent third-party CPA that provides a synopsis of assets, liabilities, and equities.

8. Terminations

If any, list all contracts held by your organization that have been terminated before the project completion in last five years. Indicate whether contract was terminated for Default (defined as a notice to Vendor to stop performance due to Vendor’s non-performance or poor performance) and whether the issue was (a) not litigated; or (b) litigated and such litigation determined the Vendor to be in default. If any, attach a description of the deficiencies in performance and describe whether and how the deficiencies were remedied. SPPS will evaluate the information and may also at its sole discretion, reject the Vendor’s Response if the information indicates that completion of a contract resulting from this solicitation may be jeopardized by the responsibility history of this Vendor. These may be contacted to assess references and responsibility.

Have you had any early contract terminations? Yes ☐ No ☐

If yes, please provide a reason for the termination and full discussion of the outcome.


Page 21


Section 4: Project Team

1. Project Team

Complete the chart below for all proposed project participants. Add extra lines as needed.

Role: Name: % Time on SPPS Project

Years of Experience in Role

By responding to this RFP, Vendor warrants that any key staff members identified by the Vendor and accepted by SPPS shall be dedicated to SPPS’s project as noted above and that any change in assigned key staff is subject to prior SPPS approval in writing.

2. Project Organization

Attach an organizational chart that illustrates the Vendor’s project organization and the contact points with SPPS staff. Include the names of key project staff and any subcontractors. The chart should include the relationship of the key personnel and the Project Manager. Describe the project responsibilities associated with each role.

Page 22



3. Use of Sub-Contractors

If your proposal includes software or services from a subcontractor, the Vendor must act as prime contractor for procurement of all proposed products and services. The Vendor shall be the sole point of contact for contractual issues including payment of all charges resulting from the purchase of the proposed software and services. The Prime contractor must take financial responsibility for the entire project, as well as provide maintenance, warranty and ensure third-party warranties are extended to SPPS.

If utilizing subcontractors, attach a clear description as to why you have selected the subcontractor and the role they will play in the project. Indicate how you as prime contractor will direct the work of all subcontractors to ensure the quality and timeliness of work performed by the Company and all subcontractors. SPPS may ask for additional information about subcontractors including their company history and clarification of their role on this project.


4. Project Management

The successful Vendor should provide a Project Manager as a single point of contact for the project. This person must be empowered to authorize changes and will be expected to escalate any problems or issues, such as scheduling, supervision, inspection, and status reporting.

SPPS will specify a Project Manager for this implementation project. This individual will provide a single point of contact for the Vendor and will assist in coordinating work between

Page 23


SPPS and the Vendor. Any disputes between SPPS and the Vendor will be resolved by SPPS and a management representative of the Vendor who has the proper authority.

Periodic status reports will be given by the Vendor’s Project Manager in writing, at a mutually agreed upon schedule after the contract is awarded and fully executed by Vendor and SPPS.

Describe your approach to project management including the type and level of authority vested in the Vendor’s Project Manager regarding coordinating the Vendor resources in support of the project. Indicate the type and frequency of deliverables that will be provided by the Project Manager such as status, issues, budget, and schedule.


5. Projected SPPS Resources Required by the Project

Based on experience with projects of this size and scope, please indicate the roles required and level of staffing support required of SPPS during the project phases identified in your plan. Please be specific in describing the number of positions required, roles, responsibilities, and prerequisite skills of all staff members.


40.

Page 24

Documents

POSTSECONDARY PLANNING REQUIREMENTS - spps.org · Web viewBatch uploading information from other sources (i.e. CSV, Excel) 41. Upload historical data . 42. User friendly interface