Request for Proposal - bids.centerdigitalgov.combids.centerdigitalgov.com/NAV_EJJ_10-31-2007_00003_95555.pdf · proposals for an Assessment Data Warehouse and Report Generator

Purchasing Department Unified School District 500

625 Minnesota Avenue Kansas City, Kansas 66101

RFP (REQUEST FOR PROPOSAL) 70012

Contract for Assessment Data Warehouse and Report Generator

The Board of Education, Unified School Number 500, Kansas City, Kansas, will receive sealed proposals for an Assessment Data Warehouse and Report Generator as required for various departments, schools and individuals in the Kansas City, Kansas School District to be received no later than October 29, 2007 at 3:00 p.m. in the Purchasing Department Office, 625 Minnesota Avenue, Kansas City, Kansas, 66101.

Proposals should be marked on the outside of the envelope "RFP 70012 – Data Warehouse."

Mandatory requirements are enclosed. Please return quotations on the enclosed forms and placed in or under cover of the attached envelope. Complete all information requested on these forms. It is imperative that the additional documentation requested in this proposal solicitation be included so that your proposal may be equitably evaluated.

All quotes offered on this proposal solicitation should include delivery and solution installation charges and should be quoted F.O.B. delivered to any addresses indicated on the attachments.

Please be sure to indicate any items that do not meet the written specifications and attach literature and specification sheets for the solution that your firm is offering. Please be advised that a demonstration may be required prior to the awarding of the bid. Quote all options called for in this bid quote as minimum requirements.

If there are any questions concerning the specifications on this bid, please contact Robert Young, 625 Minnesota Avenue, Kansas City, Kansas, telephone (913) 551-3200.

Unified School District No. 500 reserves the right to reject any and all proposals without recourse from the vendor. If you cannot or chose not to quote on this bid and wish to remain on the bid list for this type of software solution please indicate "No Bid" on the enclosed quotation form along with your firm's name and return it to the above address.

Robert Young, CPPO Director of Purchasing Unified School District 500

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STANDARD TERMS AND CONDITIONS

SCOPE:

The following terms and conditions shall prevail unless otherwise modified by Unified School District No. 500 within this “Request for Proposal” document

DEFINITIONS AS USED HEREIN:

The term “Request for Proposal” (RFP) means a solicitation of a formal, sealed proposal to furnish, deliver, and support equipment and services for cellular phone service.

The term “Bidder” or “Proposer” means the offer or vendor submitting a “proposal to furnish, deliver and install the described equipment and services.”

The term “bid” means the price proposed by the bidder.

The term “Board of Education” or “BOE” means the governing body of Unified School District No. 500 and Kansas City, Kansas Public Library.

The term “District” refers to U.S.D. #500.

The term “Kansas City, Kansas Public School District” refers to U.S.D. #500.

COMPLETING PROPOSAL:

Proposals must be submitted ONLY on the forms provided in this document. All information must be legible. Any and all corrections and/or erasures must be initialed. The authorized proposer must provide signature on the form provided and all required information must be provided at the proposal’s submission.

CONFIDENTIALITY OF PROPOSAL INFORMATION:

Each proposal must be sealed and submitted in/or under cover of the enclosed envelope to provide confidentiality of the proposal prior to its opening. Supporting document(s) and/or descriptive literature may be submitted with the proposal or in/under a separate envelope clearly labeled “Literature Supporting Proposal to Furnish, Deliver and Support Equipment and Services for Assessment Data Warehouse”. Do NOT indicate bid prices on this literature.

ACCURACY OF PROPOSAL:

Each proposal is opened and is made part of the public record of the District. Therefore, it is necessary that any and all information presented is accurate in that the successful proposer will be bound to the terms of the contract. If there is a discrepancy between the unit price and the extended total, the unit price will prevail.

SUBMISSION OF BID:

Proposals are to be sealed and submitted to the Office of the Director of Purchasing, Main Library Building, 625 Minnesota Avenue, Kansas City, Kansas 66101, prior to the proposal opening time of October 29, 2007, at 3:00 p.m. in the Office of the Director of Purchasing.

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REQUEST FOR PROPOSAL NUMBER 70012

ADDENDUM:

All changes in connection with this RFP will be issued by the Director of Purchasing in the form of a written addendum. Signed acknowledgement of receipt of each addendum must be submitted with the proposal.

LATE PROPOSALS AND MODIFICATION OR WITHDRAWALS:

Proposals received after the deadline designated in this RFP document shall not be considered and shall be returned unopened.

PROPOSAL’S BINDING:

All proposals submitted and accepted by the District shall be binding upon the bidder within ninety (90) days of the proposal’s acceptance. The District reserve the right to reject any and all bids, without recourse from the bidder.

EQUIVALENT BIDS:

When brand or trade names are used in this RFP, it is for the purpose of item identification and to establish standards for quality, style and features. Proposals on equivalent items of substantially the same quality, style and features are invited unless items are marked “ONLY” or “NO SUBSTITUTION”. Equivalent proposals must be accompanied by descriptive literature and/or specifications to receive consideration. Demonstrations and/or samples may be required and shall be supplied at no charge to the school district. Be advised that proof of equivalency or equality lies with the proposer, and it shall be incumbent upon a proposer of alternative solutions to provide proof of equivalency.

NEW MATERIALS, SUPPLIES OR EQUIPMENT:

Unless otherwise specified, all materials, supplies or equipment offered by Bidder shall be new, unused, of recent manufacture and suitable for their intended purpose.

WARRANTY:

Supplies, equipment or services furnished as a result of this proposal shall be covered by the most favorable commercial warranties, expressed or implied, that the bidder and/or manufacturer gives to any customer. The rights and remedies provided herein are in addition to and do not limit any rights afforded to the District by any other clause of this proposal. The District reserve the right to request from bidders a separate manufacturer certification of all statements made in the proposal.

Proposals will be analyzed and the award made to the lowest and best, responsive and responsible bidder(s) whose proposal conforms to specifications and whose proposal is considered to be the best value in the opinion of the District. The District reserves the right to reject any or all proposals and any part of a proposal; to waive informalities, technical defects, and minor irregularities in proposals received; and to award the bid on an item by item basis, by specified groups for items or to consider bids submitted on an “all or nothing” basis if the proposal is clearly designed as such or when it is determined to be in the best interest of the District.

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METHOD OF AWARD AND NOTIFICATION (cont):

The signed proposal shall be considered an offer on the part of the proposer. Such offer shall be deemed accepted upon the issuance by U.S.D. 500 of a purchase order of other contractual document.

DELIVERY TERMS:

All deliveries shall be F.O.B (Free on Board). Destination and all freight charges shall be included in the bid price.

DAMAGED AND/OR LATE SHIPMENTS:

The District has no obligation to accept damaged shipments and reserves the right to return at the supplier’s expense damaged merchandise even though the damage was not apparent or discovered until after receipt of the item(s). The supplier is responsible to notify U.S.D 500 of any late or delayed shipments. The District reserves the right to cancel all or any part of an order if the shipment is not made as requested.

TAX EXEMPT:

The District is exempt from Federal, State and local taxes by # KSF2LEKBLQ. Sites of all transactions under the order(s) that shall be derived from this RFP are to be deemed to have been accomplished within the state of Kansas.

SAFETY:

All practices, materials, supplies and equipment shall comply with the federal Occupational Safety and Health Act, as well as any pertinent Federal, State and/or local safety or environmental codes.

DISCLAIMER OR LIABILITY:

The District will not hold harmless or indemnify any supplier for any liability whatsoever.

HOLD HARMLESS:

The successful vendor agrees to protect, defend, indemnify and hold the BOE, its officers, employees and agents free and harmless from and against all losses, penalties, damages, settlements, costs, charges, professional fees or other expenses or liabilities of every kind and character arising out of or relating to any and all claims, liens, demands, obligations, actions, proceedings or causes of action of every kind and character in connection with or arising directly or indirectly out of this agreement and/or the performance hereof. Without limiting the generality of the foregoing, any and all such claims, etc. relating to personal injury, infringement of any patent, trademark, copyright (or application for any thereof) or of any other tangible or intangible personal or property right, or actual or alleged violation of any applicable statute, ordinance, administrative order, rule of regulation, or decree of any count, shall be included in the indemnity hereunder. The supplier further agrees to investigate, respond to, provide defense for and defend any such claims, etc. at his/her sole expense and agrees to bear all other costs and expenses related thereto, even if such claim is groundless, false or fraudulent.

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LAW GOVERNING:

All contractual agreements shall be subject to, governed by, and construed according to the laws of the State of Kansas.

ANTI-DISCRIMINATION CLAUSE:

The District hereby notifies all prospers that it will affirmatively insure that in any contract entered into pursuant to this advertisement, minority business enterprises will be afforded full opportunity to submit proposals in response to this Request and will not be discriminated against on the grounds of race, color or national origin in consideration of an award. Proposer hereby agrees that should proposer be awarded this contract, proposer will not discriminate against any person who performs work there under because of age, race, color, handicap, sex, national origin or religious creed.

DOCUMENT PREPARATION:

The proposal response shall not contain any material alteration or erasure (KSA 75-3740). No erasures, “white outs” or other changes shall appear on the proposal bid forms, as these are grounds for rejection of the bid or proposal. Bidders, by submitting a signed bid or proposal, certify that the accompanying bid or proposal is not the result of, or affected by, any unlawful act of collusion with any other person or company engaged in the same line of business or commerce, or any other fraudulent act punishable under Kansas or United States law.

CONTRACTUAL PROVISIONS ATTACHMENT

The final contract derived from the selected and successful proposal shall include and be made a part of the contract all provisions listed as a part of State of Kansas, Department of Administration form DA-146a.

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SPECIAL TERMS AND CONDITIONS

INSURANCE:

Contractor shall carry and maintain at its sole cost and expense, casualty, liability and property damage insurance to cover its duties and performance hereunder in such amounts, and from a carrier, reasonably acceptable to Kansas City, Kansas Public School District, and shall provide a certificate of insurance evidencing such coverage. Such professional liability coverages shall include Worker’s Compensation, in accordance with the State Worker’s Compensation requirements, Liability Insurance of $500,000.00 bodily insurance and $500,000.00 property damage to protect the Contractor and the School District as their interest may appear, against claims for personal injury or death and damage to the property of others. Each shall be named in the policy or policies as insured. Also, the Contractor must carry Professional Liability Insurance ($1,000,000.00 as a minimum). All insurance shall be carried with companies that are financially responsible. If any insurance is due to expire during the contract period, the contractor shall not permit coverages to lapse and shall furnish evidence of coverage to the District.

CONTRACTURAL PROVISIONS:

The contents of the RFP submissions, as appropriate, become part of the final contract. All drawings, specifications and cost estimates prepared by the selected firm specifically in performance of this contract shall become the property of the District and shall be delivered to KCKPS as requested. Ownership of the documentation and records must reside with the District. This contract shall be binding upon the successors and assigns of the parties hereto. It is a requirement of the proposal that only a single contract with one vendor for services, etc. shall be acceptable.

LACK OF FUND CLAUSE:

If, during the term of the contract to be derived from this RFP, funds are not appropriated for such (services/materials/equipment), KCKPS reserves the right to cancel said contract with thirty (30) days written notice. No expenses shall accrue to KCKPS for such cancellation. The district shall cease immediately, if in any fiscal year during the term of the agreement, the District fails to appropriate, re-appropriate, or otherwise make funds available for the equipment. Such language shall be made a part of the contract resulting from this solicitation. The BOE anticipates most of the funding for these Services will be derived through e-rate (Universal Service Administration Company & Schools and Libraries Division).

QUESTIONS:

Requests for interpretation of the meaning of the RFP must be made in writing by 12:00 p.m. on October 23, 2007. Questions may be addressed to Robert Young, Director of Purchasing. Failure on the part of the successful proposers to do so shall not relieve him/her of the obligations to execute such services in accordance with a later interpretation by the school district.

U.S.D. 500 REPRESENTATIVES:

Questions concerning the proposal process, acceptance and approval of proposals and purchase order information relative to this proposal package should be directed to:

Robert Young, Director of Purchasing (913) 551-3200

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U.S.D. 500 REPRESENTATIVES (cont.):

Questions concerning the technical specifications relative to this proposal package should be directed to:

Dan Wright, Director of Educational Research and Assessment (913-627-4999)

Joe Fives, Director of Technical Information Services (913) 551-3200

INSPECTION AND COOPERATION:

All work shall be done under the inspection of and to the satisfaction of Dan Wright, Director of Educational Research and Assessment, and/or his designee.

CONTRACTOR UNDERSTANDINGS AND OBLIGATIONS:

Contractors should understand that the issuance of this Request for Proposal does not create any obligation on the part of Kansas City, Kansas Public Schools to enter into any contract or undertake any financial obligations with respect to the equipment and services refereed to herein. There will be a public opening for the proposals received, and there will be not discussions with Contractors except for the purpose of clarifications of a proposal until the evaluation of the proposals has been completed.

Kansas City, Kansas Public School District reserves the right to purchase or not purchase individual sections of the Contractor proposals, and to purchase or not purchase sections of the bid document.

Contactor shall be obligated to exercise the highest standard of care in performing its obligations. Contractor shall demonstrate to Kansas City, Kansas Public School District’s satisfaction that it is of sound financial condition.

Proposers are expected to examine any bid documents, specifications, or other requirements, schedules and instructions included in the proposal package. Failure to do so will be at the proposers risk.

All services shall be performed in a thorough manner according to the highest standards of care within the industry and shall be subject to inspection and acceptance by the Kansas City, Kansas Public School District.

The successful contractor shall give notices to authorities and shall comply with all federal, state, local laws, ordinances, rules, regulations, and orders of any public authority bearing on the performance of the work required. The contractor shall also obtain all permits and licenses required for the performance of work under this contract. The contractor shall perform all work in accordance with applicable permits and licenses.

PRE-BID MEETING:

There will be a pre-bid meeting conducted by Mr. Robert Young, Director of Purchasing, 913-279-2244, on October 22, 2007, at 2:00 PM, at the Main Library, 3rd floor Auditorium, 625 Minnesota Avenue, Kansas City, Kansas, 66101. This conference is participatory, not mandatory. Attendance will in no way influence the selection outcome.

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PRE-BID MEETING (cont.):

The purpose of the conference is to provide vendors with the opportunity to meet with the District’s representatives and present questions relating to the RFP. Information covered during this session will be copied into a written addendum and distributed to all proposers.

CRITERIA FOR AWARD:

The purchase order/contract will be awarded to the firm submitting the best responsible proposal complying with the requirements of the bid solicitation, provided the qualifications/bid is reasonable and in the best interest of the District to accept. The firm selected will be notified at the earliest practical date. The decision regarding the acceptability of any firm’s qualifications/bid shall remain entirely with the District. The criteria for making this judgment will include but is not limited to price, demonstrated capability and general responsiveness to the bid.

An award, if made, will be made to the responsible offer whose proposal is most advantageous to the Board of Education, taking into consideration price and the other factors set forth in this Request for Proposals. The Board of Education will not use any other factors or criteria in the evaluation of proposals received.

The Board of Education may, as is deemed necessary, conduct discussions with responsible offerors determined to be reasonably susceptible of being selected for award for the purpose of clarification to assure full understanding of and responsiveness to solicitation requirements.

The award will be based upon but not limited to the following:

1) Degree to which the package fits the district’s functional requirements without requiring modification

2) Price

3) Service and support provided by the vendor

4) Reputation and vision of the vendor

5) Does the Offeror possess the ability, capacity, skill, and financial resources to provide the equipment and service?

6) Can the respondent take upon itself the responsibilities set forth in the RFP (and resultant contract) and produce the required outcomes in a timely manner?

7) Does the Offeror have the character, integrity, reputation, judgment, experience, and efficiency required by the contract?

8) Has the Offeror performed satisfactorily in previous contracts of similar size and scope; or, if the prime contractor has not performed a contract of similar size and scope, has it (and/or its team members) otherwise demonstrated its capability to perform the contract, which USD 500 seeks to establish through this RFP?

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The Board of Education may, as is deems necessary, conduct discussions with responsible offerors determined to be reasonably susceptible of being selected for award for the purpose of clarification to assure full understanding of and responsiveness to solicitation requirements.

An award, if made, will be made to the responsible offer whose proposal is most advantageous to the Board of Education, taking into consideration price and the other factors set forth in this Request for Proposals. The Board of Education will not use any other factors or criteria in the evaluation of proposals received.

Unified School District 500 will be the sole judge with respect to the evaluation of proposals. The firm that best meets the conditions of each of the individual criteria will be awarded the contract.

Demonstrated capability will be evaluated based on the required information as to the experience the individuals/firm that will be providing the service. Your firm’s past experience will further be illustrated by the reference submittals.

The Board of Education reserves the right to determine if bid products are equivalent to specified products.

The contents of this request for quotation submissions, as appropriate, become part of the final contract.

CONSTRAINTS ON THE CONTRACTOR

Upon issuance of a contract, contractor will work with the Board of Education personnel to determine timetables for implementation. All costs associated with the cutover implementation and /or switching providers shall be the responsibility of the contractor.

CONTRACTOR PERSONNEL REQUIREMENTS

Contractor must provide clear points of contact including an account manager.

BOARD OF EDUCATION DEPARTMENTAL RESPONSIBILITIES

The Board of Education shall provide to the Contractor:

1. A point of contact.

2. Approved service and equipment orders.

TERMS AND CONDITIONS FOR SERVICES

The Contract resulting from this RFP shall be subject to the terms and conditions as provided within the RFP in the “Contract for Purchase of Services”.

COMPLINACE WITH THE RFP

Proposals must be in strict compliance with this Request for Proposals. Failure to comply with all provisions of the RFP may result in disqualification.

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DELIVERY OF PROPOSALS

All proposals are to be delivered before 2:00 p.m., Kansas City local time on October 29, 2007 to:

Board of Education Unified School District 500 Purchasing Department 625 Minnesota Avenue Kansas City, Kansas 66101

The Board of Education will not accept any proposals received after 2:00 P.M. and shall return such late proposals to the Offeror.

Offerors must submit one (1) original and two (2) duplicate copies of the proposal. Proposals will be opened publicly in a manner to avoid public disclosure of contents; however, only names of Offerors will be read aloud.

List the Proposal Number on the outside of the box or envelope and note “Request for Proposal enclosed.”

EVALUATION OF PORPOSALS of Proposals (Procedure)

The Board of Education will first examine proposals to eliminate those that are clearly non-responsive to the stated requirements. Therefore, Offerors should exercise particular care in reviewing the Proposal Format required for this RFP.

The evaluation committee shall then score all proposals based upon the evaluation factors detailed herein. Upon completion of the scoring, the committee may recommend short-listing the proposals that are potentially acceptable.

The detailed evaluation that follows the initial examination may result in more than one finalist. At this point, Board of Education may request presentations by Offerors, carry out contract negotiations for the purpose of obtaining best and final offers, and conduct detailed reference checks on the short listed proposers.

The Board of Education reserves the right to contact any and all references to obtain, without limitation, information regarding the offeror’s performance on previous projects. A uniform sample of references will be checked for each short-listed offeror.

The Board of Education Purchasing Department reserves the right to withdraw this RFP at any time and for any reason and to issue such clarifications, modifications, and/or amendments as it may deem appropriate.

Receipt of a proposal by the Board of Education Purchasing Department or a submission of a proposal to the Board of Education Purchasing Department offers no rights upon the Offeror nor obligates the Board of Education in any manner.

The Director of Purchasing of the Board of Education reserves the right to waive minor irregularities in proposals, provided that such action is in the best interest of the school district. Any such waiver shall not modify any remaining RFP requirements or excuse the Offeror from full compliance with

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the RFP specifications and other contract requirements if the Offeror is awarded the Contract.

AMBIGUITY, CONFLICT, OR OTHER ERRORS IN THE RFP

If an Offeror discovers any ambiguity, conflict, discrepancy, omission, or other error in the Request for Proposal, it shall immediately notify the Board of Education of such error in writing and request modification or clarification of the document. The Purchasing Department will make modifications by issuing a written revision and will give written notice to all parties who have received this RFP from the Division of Purchases.

The Offeror is responsible for clarifying any ambiguity, conflict, discrepancy, omission, or other error in the Request for Proposal prior to submitting the proposal or it shall be waived.

PROPOSALS AND PRESENTATION COSTS

The Board of Education will not be liable in any way for any costs incurred by any Offeror in the preparation of its proposal in response to this RFP, nor for the presentation of its proposal and/or participation in any discussions or negotiations.

REJECTION OF PROPOSALS

The Director of Purchasing reserves the right to accept or reject in whole or in part any or all proposals submitted. The Director of Purchasing shall reject the proposal of any Offeror that is determined to be non-responsive. The unreasonable failure of an Offeror to promptly supply information in connection with respect to responsibility may be grounds for a determination of non-responsibility.

ACCEPTANCE OF PROPOSALS

The Director of Purchasing shall accept all proposals that are submitted properly. However, the Director of Purchasing reserves the right to request clarifications or corrections to proposals.

REQUESTS FOR CLARIFICATION OF PROPOSALS

Requests by the Director of Purchasing for clarification of proposals shall be in writing. Said requests shall not alter the vendor’s pricing information contained in its cost proposal.

VALIDITY OF PROPOSALS

All proposals shall be valid for a period of 90 days from the opening date of the RFP.

RESPONSE FORMAT

The items listed below shall be submitted with each proposal and should be submitted in the order shown. Each section should be clearly labeled, with pages numbered and separated by tabs. Failure by an offeror to include all listed items may result in the rejection of its proposal.

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Assessment Data Warehouse And Report Generator:

Overview and Description

Functionality

The data warehouse is envisioned as both an archive and a report generator for assessment results. It is intended to incorporate information from the 2005-06 and 2006-07 school years and forward. Flexibility of content will be required in order to accommodate future changes in the district assessment program. The report generator will need to provide users with the ability to customize student groups of interest, time perspective (current vs. trend info), and juxtaposition of measures.

Assessment Results to be Maintained

Data to be archived will include local, state, and national assessment results.

Local assessments will most notably include the NWEA Measures of Academic Progress (MAP) for Reading and Math at grades 3-12, each with several subscores. Several reading measures at grades K-2 will be recorded. There are also local performance assessments at various grades for math, science, and social studies.

State results will include the Kansas assessments in Reading, Math, Writing, Science, and Social Studies. Reading, Math, and high school Writing are offered annually; the others, on staggered schedules. Each of these will present a summary score, a variety of subscores, and extensive results at standard, benchmark, and indicator levels (SBI). Formative assessments are offered at several points during the school year for Reading and Math, but at this time cannot be downloaded for inclusion.

National measures will include Gates-MacGinitie Reading at lower grades, and the PLAN and ACT assessments at high school.

We can likely anticipate stability in the Kansas and MAP assessment programs for the next four or five years. Most of the other assessments are likely to change within that interval.

With various assessments, information to be maintained may be submitted in either categorical form (e.g., “approaches standard,” “meets standard,” “exceeds standard,” etc.) or continuous form (e.g., NCE scores or percent correct).

Higher order results (e.g., Kansas assessment performance categories) will be used in a variety of reports, and in combination with other variables. Lower, more detailed results (e.g., SBIs on the Kansas tests) may need to be reported but not manipulated as much.

Collateral Information

All assessment results are subject to interpretation according to many potential influences. Individual student status will need to be available in at least these areas:

Demographics, including school and grade level, Small Learning Community, Family Advocate, gender, ethnicity, migrant status, and SES.

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Program membership, including special education and ELL.

Student experiences, including recent mobility, time in district/program, attendance history (attendance rate and days absent per semester and year), discipline referrals (per semester and year) and days lost to suspension (per semester and year).

Customizing Groups of Interest

Users will wish to make inquiries at many levels of focus, and access must be assigned by level of need (classroom, building, district). At the outset of a request, the user should be able to describe the group of interest from a menu of choices, and to specify whether the inquiry is within or across groups (e.g., within grade 5 or across grades 3-5, reported separately). The user should be able to specify the order of breakdown (e.g., grade level by SES, vs. SES by grade level). At least five levels of drill-down capacity are recommended.

Report Perspective

The user may choose to examine results at a point in time (present moment, Fall 2007, Spring 2006, etc.) or by trend (Spring 2006 – Spring 2009).

Trend reports may be prepared from either of two perspectives:

Instructional focus will begin based on current student enrollment (i.e., the school where students are enrolled at time of report) and will bring in past history from wherever the students were previously enrolled. The focus will be on the progress of these particular students.

Accountability focus will also begin based upon current enrollment, but will pull past history from that school, regardless of who was enrolled. The focus will be on the progress of a particular school.

Selection of Measures

Once the subject group and report perspective are determined, the user will specify the assessment results and collateral information (if any) of interest. These will also be available via menu. Depending on the mode of presentation, the user will be enabled to select one or multiple measures.

Presentation of Results

Results will be packaged in three general formats; rosters, charts & tables, and contingency groupings.

Rosters. This is likely to be the most commonly requested report. Once the group of interest has been defined and “Roster Report” selected, a roster of the relevant students will be generated. The user will then specify, from a menu, one or more assessment measures of interest. Students’ Kansas Reading performance categories, MAP Reading RIT scores, etc. could be added to or removed from the roster (there should be room for at least three measures). At this point, the user might wish to add to the roster certain experiential

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collateral measures, such as attendance rate for the year, days lost to suspension, or total discipline referrals (room for another three measures is suggested). The user should then be able to sort the roster by any of the measures selected. This provides the user with an at-a-glance status summary on multiple measures for the group of interest. Group averages would be presented for each of the variables at the bottom of the report. [See Example 1]

Charts & tables. After selecting “Charts & Tables,” the user will specify a single assessment measure. A table will be generated accompanied by a trend chart (if applicable). If the measure is categorical, the user will specify the category (e.g., “meets standard,” or “meets standard or above”) and the relevant proportion will be displayed. If the measure is continuous (e.g., MAP RITs in Reading), then the group mean and standard deviation will be displayed. If the user wishes to make comparisons of subgroups, collateral measures of demographics and program membership will be selected. Proficiency or mean scores will be tabled and plotted (if applicable) according to the desegregations requested. [Example 2]

Contingency groupings. This is a method to sort students into four or more categories according to performance on two measures. At its simplest, it could sort students into groups placed in the four quadrants of a 2 x 2 contingency table according to, for example, proficient/nonproficient on Kansas Reading and proficient/nonproficient on MAP Reading (cut points will need to be provided). After selecting “Contingency Groupings” the user will specify any assessment or collateral measures to be included in the roster, then specify two measures to serve as the table dimensions. The report will provide four or more rosters, each with individual student information selected by the user. [Example 3]

Export Capacity

In addition to providing reports to be printed at user request, the report generator will export requested data in a standard format. The data warehouse will support the production of custom data sets that can be used for basic research purposes as well as immediate instructional need.

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Assessment Data Warehouse – Adoption Standards

Reporting and Analysis

General Reporting Features

Does your application have pre-created reports for common queries? Please list all pre-created reports:

Does your application have the ability to track data based on cohorts of students (same group of students over time)?

Does your application have built in NCLB reporting?

Does your application allow for simulation of NCLB/AYP results based on the most recent rosters?

Does your application allow for analysis on the growth of a group of students and/or single student over time?

Does your application allow for analysis of feeder groups for principals of middle and high schools?

Does your application have the ability to generate well formatted and graphical reports?

Does your application offer “Drill-down” functionality in the reports?

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Does your application allow for sorting on columns?

Does your application have the ability to generate charts and graphs?

Does your application have user defined export features (Excel, Word, PowerPoint, PDF)?

Does your application feature an ad-hoc query tool for advanced users?

Does your application have the ability to compare multiple assessments on the same query?

Does your application allow for item level analysis, strand analysis, standards analysis?

2 User Interface

2.1 Does your solution have a Web-based application interface?

2.2 Does the offered web-based interface work on Apple Macintosh Operating systems (OSX)?

2.3 Does you application create graphs on demand and allows for drilling through the graphs to obtain underlying details?

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2.4 Does your application have full printing capabilities?

2.5 Does you application allow for export to Excel, PowerPoint and PDF?

2.6 Does your application allow for creation of dynamically refreshed PowerPoint presentation when new data is made available?

2.7 Does you application offer an ability to provide automatically and dynamically a textual description of what the information means?

2.8 Does your application allow for custom grouping of students and ability to save the selected group to be used in future analysis?

Training

3 General Training

3.1 Do you provide on-site training classes?

3.2 Do you offer the option to Train-the-Trainer?

3.3 Are your training classes geared for specific users? (Teachers, Principals, District Admin, IT, etc., or Basic/Advanced/Power Users)

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4 Training Documentation

4.1 Do you offer an online knowledge base geared for trainers?

4.2 Do you offer FAQ's geared for trainers?

4.3 Do you provide training documentation (digital) in a printable format? (PDF, Word, etc.)

System Requirements

5 For a system the size of KCKPS, what are the systems requirements to effectively run the system:

5.1 Server, Hardware

5.2 Server, Software

5.3 Desktop, Hardware

5.4 Desktop, Software

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Software Specific Questions

6 General

6.1 What is the back end database of your system?

6.2 Data integrity – Do you provide daily exception reports on data elements that lack the required quality (missing Student ID, missing codes, etc.)?

6.3 Scalability – Can your system support school district with 20,000 students and 10 years worth of data? 20 years?

6.4 Environment monitoring and statistics – Do you provide usage reports i.e., what users used the system and when?

6.5 Explain how the application system can be expanded to include additional areas not included with the proposed package. What would KCKPS need to do this?

7 Security

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7.1 Does your solution offer multilayer security, including firewall, SSL, certificates, and encryption?

7.2 Does you solution have the ability to administer security on various levels? (District, School, Principle, Teacher, Parent, etc.)

7.3 Does your solution handle confidential information securely? If it does, how does it accomplish this?

7.4 Does your solution have the ability to interact with an LDAP compliant system, such as Novell’s eDirectory?

7.5 Does your solution have the ability to import existing user accounts?

7.6 Does your solution have the ability to audit data access by users?

Tech Support

8 General Tech Support

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8.1 Do you provide access to technical support during business hours? After hours?

8.2 Do you provide technical support access via e-mail?

8.3 Do you provide technical support access via web access?

8.4 Do you provide onsite technical support?

8.5 Do you provide phone based technical support?

8.6 Is your technical support outsourced to a location outside the United States?

8.7 Is the technical support cost included in the purchase of the application?

8.8 Please list the various types of tech support offered - broken down by that which is included with the purchase and extra cost support.

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General Vendor

9 General Vendor Questions

9.1 Do you provide a hosted solution for your application?

9.2 Do you provide a non-hosted solution for your proposed application? Do you provide automated data extract processes to get information into the data warehouse?

9.3 Is your firm willing to come out to our location to do product demonstrations?

9.4 Please provide five reference accounts with school district name and location, and contact name and contact information. Include at least one school district in Kansas.

Product Costs

1 General Product Costs

1.1 Please provide product cost options and give examples of pricing based on both development and production platforms.

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1.2 Please provide and outline typical implementation costs such as additional hardware, software, and infrastructure.

1.3 Please provide the yearly maintenance pricing, including the support fees and any miscellaneous costs.

1.4 Please provide a clear cost breakdown of any additional service. (customization, training, etc.)

1.5 Please provide hourly or daily consulting rates.

1.6 Please provide training costs. (Included or extra)

1.7 Please provide support costs. (Included or extra)

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Tab I, Management Summary

Provide a cover letter indicating the underlying philosophy of your firm in providing the service.

Tab II, Solution Plan

Provide the following information:

1. Description of solution being offered.

2. Description of the proposed contract team and the role to be played by each member of the proposed team.

3. Detailed plan for installation.

Tab III, Cost Data

Offerors are asked to provide prices for the services and equipment being proposed.

Tab IV, Corporate Experience and Capacity

General - provide information that documents your firm’s qualifications to produce the required outcomes, including its ability, capacity, skill, and financial strength.

References – provide a listing of accounts similar in size to the Board of Education. The list must include the name and address of the business, phone number, contact person, and the number of cell phone subscribers within the business.

Tab V, Key Personnel

Attach resumes of all managers and key personnel who will be involved in the management of the total package of services, as well as the delivery of specific services.

Tab VI, Billing

The Board of Education requires detailed billing for your firm’s solution. Offeror must state whether or not he/she can provide billing information in a prescribed format. Requirement:

Tab VII,_Acceptance of Conditions

Indicate any exceptions to the general terms and conditions of the RFP and to insurance requirements and any other requirements listed in the RFP.

Tab VIII, Additional Information

List any other information necessary to aid in the evaluation of your proposal.

20


Proposal Evaluation Panel and Evaluation Factors

A panel appointed by the Board of Education Director of Purchasing will evaluate proposals. Other departments and/or individuals working for or with the Board of Education may examine documents.

The factors to be considered in the evaluation of proposals are listed below. While the Board of Education believes all these items to be of importance, they are ranked in descending order of importance:

Offeror qualifications and experience, human resources.

Proposed cost.

Responsiveness to the RFP – Solution offering.

Oral presentations and demonstrations.

All other

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Roster Report for:

(Menu selections to define group of interest)

School: 458

Advocate: All

SLC: All (Assessment measure choices)

Grade: 3, 4, 5

Gender: All (Collateral measures choices)

Ethnicity: All

SES: All

KS Reading MAP RIT Attend Rate Total Disc.

Student # Last First Category Reading 2006-07 Referrals

158476 Jones Larry "meets" 314 0.98 0

119284 Baker Richard "exceeds" 322 0.97 0

120684 Smith Mary "approaches" 298 0.99 1

186735 Brown Susan "meets" 401 0.87 0

206984 Harris Jerry "meets" 355 0.95 3

797354 Thompson Rebecca "exceeds" 323 0.75 0

797688 Jackson Foster "meets" 307 0.96 2

797443 Allen Alice "meets" 314 1.00 0

Group averages: n/a 329.25 0.93 0.75

Report Format:

Charts & TablesSchool: 458Advocate: AllSLC: AllGrade: 3-5Gender: All 2005 2006 2007 2008 2009Ethnicity: All AYP Goal 51.2 51.2 57.3 63.4 63.4SES: All F&R 30.0 36.5 40.8Migrant: All 60 52 137

Paid 50.1 66.7 59.2Subgroups 16 12 30

SES ELL 37.5ELL 17Disability Disabled 9.1 93.3Migrant 11 17Ethnicity MigrantGender Total White

Black 33.3 41.8 41.060 55 134

Asian

Hispanic 45.5 57.811 20

Male 32.4 46.8 48.034 32 86

Female 35.7 37.5 50.542 32 95

School Total 34.2 42.1 43.9Number Tested 76 64 168

Small font numbers for each group indicate group size.Results are not reported for student groups smaller than 10 members.

Stud

ent G

roup

s

N.E. Bizzey Elementary

Percent of Students At or Above Proficiencyon Kansas Reading Assessment

0.0

10.0

20.0

30.0

40.0

50.0

60.0

70.0

80.0

90.0

100.0

2005 2006 2007 2008 2009

AYP Goal F&R PaidELL Disabled MigrantWhite Black AsianHispanic Male FemaleSchool Total

Contingency Grouping for: Table Dimensions:School: 458 Kansas Reading ProficiencyAdvocate: All MAP Reading ProficiencySLC: All Assessments:Grade: 3-5 KS Reading CategoryGender: All MAP Reading RITEthnicity: All Collateral Measures:SES: All Attend Rate 06-07

Disc Refs 06-07

KS ReadMAP RIT Att Rate Total KS ReadMAP RIT Att Rate TotalSt # Last First Category Reading 2006-07 Ref St # Last First Category Reading 2006-07 Ref

158476 Jones Tom "meets" 314 0.98 0 346195 Richards Larry "meets" 281 0.98 0119284 Baker Richard "exceeds" 322 0.97 0 167948 SimmonsMoe "exceeds" 253 0.97 1120684 Smith Mary "exemp" 398 0.99 1 761984 Johnson Curly "exceeds" 277 0.75 0186735 Brown Susan "meets" 401 0.87 0 532694 Jackson Shemp "meets" 232 0.96 2206984 Harris Jerry "meets" 355 0.95 3 197845 Porter Ralph "meets" 248 1.00 0797354 ThompsoRebecca"exceeds" 323 0.75 0 Group averages: n/a 161.38 0.58 0.375797688 Jackson Foster "meets" 307 0.96 2797443 Allen Alice "meets" 314 1.00 0

Group averages: n/a 341.75 0.93 0.75

KS ReadMAP RIT Att Rate Total KS ReadMAP RIT Att Rate TotalSt # Last First Category Reading 2006-07 Ref St # Last First Category Reading 2006-07 Ref

158476 Gere Richard "warn" 314 0.98 0 158476 JeffersonTom approach 246 0.92 0119284 Washing Denzel approach 322 0.97 0 119284 Washing George approach 201 0.97 2797443 Roberts Julia "warn" 314 1.00 0 120684 Franklin Ben "warn" 188 0.91 1

Group averages: n/a 118.75 0.37 0 186735 Ross Betsy approach 200 0.87 0206984 Garcia Jerry approach 289 0.88 3797354 Slick Grace "warn" 193 0.75 1797688 Morrison Jim approach 256 0.96 2797443 Cooper Alice "warn" 211 0.93 0

Group averages: n/a 223 0.90 1.125

NWEA MAP Reading, Winter 2007Proficient Not Proficient

Kan

sas

Rea

ding

200

6

Prof

icie

ntN

ot P

rofic

ient

ADDENDUM NUMBER 1 BID NUMBER 70012

PURCHASING DEPARTMENT

UNIFIED SCHOOL DISTRICT 500 625 MINNESOTA AVENUE

KANSAS CITY, KANSAS 66101 (913) 551-3200

Note the following changes to the above named proposal for Assessment Data Warehouse and Report Generator. This information is to be taken into consideration when responding to the original bid document. 1) Change to Read as Follows:

The Board of Education, Unified School District No. 500, Kansas City, Kansas, will receive sealed proposals for an ASSESSMENT DATA WAREHOUSE AND REPORT GENERATOR not later than November 12, 2007 at 2:00 p.m. in the Purchasing Department Office, 625 Minnesota Avenue, Kansas City, Kansas.

1) Instead of as Previously Stated:

The Board of Education, Unified School District No. 500, Kansas City, Kansas, will receive sealed Proposals for an ASSESS, EMT DATA WAREHOUSE AND REPORT GENERATOR not later than October 29, 2007 at 3:00 p.m. in the Purchasing Department Office, 625 Minnesota Avenue, Kansas City, Kansas.

Section 2 – Questions from the Pre-Bid conference and other written submittals. General Questions 1. We cannot get Worker’s Compensation, Bodily Insurance, and Property

Damage from US Insurance companies because we plan to propose an offshore solution. However, if we ever need to have any technician working in KCKPS facility, we will get Worker’s Compensation, Bodily Insurance, and Property Damage insurance from a reputed US Insurance company. Does this meet the requirements for Worker’s Compensation, Bodily Insurance, and Property Damage? Appropriate insurance will be required before you can come onto Unified School District 500 property to perform any work called for under the contract derived from this request for proposal.

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2. Though we are in the process of getting the Professional Liability insurance from a reputed US insurance company, they told us that they may not be able to issue the insurance before Oct 29th. However, we will have the Professional Liability insurance before we start any work for KCKPS. Is this condition sufficient for a qualified bid?

Insurance will not be required until the time of contract award. Only the successful bidder will be required to provide acceptable insurance documents to the school district. Ten (10) days will be allowed after notification of award before the documents are required.

3. Are you expecting the vendor to have an existing solution that will support

your needs as all questions start with ‘Does your application’?

It was anticipated that the vendor would have a base system that would act as a starting point for the requirements requested.

4. We plan to propose a custom solution built from scratch for meeting your requirements. Will that be acceptable? The district would prefer an existing solution rather than one custom built from scratch.

5. Which tab should have the answers for all technical questions listed under

‘Assessment Data Warehouse – Adoption Standards’ on pages 15-23?

Tab II, solution plan. 6. Are you expecting the vendor to have an existing solution that will support

your needs as all questions start with ‘Does your application’? See #3 above.

7. We plan to propose a custom solution built from scratch for meeting your requirements. Will that be acceptable?

Custom solutions are welcome, but Spring implementation (Feb.-March) is required.

8. Which (Oracle or SQL Server) database you prefer to use for the Data Warehouse and Report Generator project?

The KCKPS has both SQL server and Oracle in house. 9. Do you already have preferred data structure for the Data Warehouse or will we be allowed to develop a new one?

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3

No.

10. Do you already maintain the assessment data (MAP, State results, PLAN and

ACT assessments etc.) in KCKPS database(s) or we need to import this data from the external sources? Some of the data is stored in the Student Information system. There will be a need for additional loading of testing and assessment data from the original source, in most cases flat files.

11.If assessment data is maintained in KCKPS databases(s), can you provide us a diagram of your existing assessment table(s) and database structures?

Yes, although external assessment data will likely be provided in separate files.

12.If assessment data is maintained in KCKPS databases(s), in which frequency (daily, weekly, monthly, quarterly, yearly) you expect the Data Warehouse to be updated from the KCKPS internal databases?

The assessment data is supplied as the tests are taken. This could be once per year, 2 times per year or in the case of ACT 6 or more times per year.

13.If assessment data needs to be imported from external sources, in which

frequency (daily, weekly, monthly, quarterly, yearly) you expect the Data Warehouse to be updated from the external sources?

See #12 above.

14.Though the ‘Assessment Result to be Maintained’ section on page 12

discusses about Reading, Math, Writing, Science, and Social Studies, the sample reports on page 21-24, show Math and Reading assessment. Do you want maintain Reading, Math, Writing, Science, and Social Studies assessments or only Reading and Math in the Data Warehouse?

As assessments are developed we will want to capture the information. The system should be able to add these tests as needed. We understand the import process may need to be developed and input data format changes.

15.Do you want to generate reports for Reading, Math, Writing, Science, and Social Studies assessments or only Reading and Math?

End users and/or power users should be able to select the test components that they wish to report on.

16. How many hierarchies of users and their privileges will be needed in the

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4

application? This will depend on the functionality of the system. We would anticipate that at a minimum there would be: System user (DBA), application administrator, power user, advanced user (can build and distribute reports) and report users (run prebuilt reports). In addition there should be restrictions to data access, Teacher should only access their students, Principals only their school.

17. Can there be multiple groups of users with same privileges?

Yes 18. Do you have a preference for a Web based or a Client Server based solution or do you want to have both?

KCKPS has both Windows and MAC computers deployed. We have found that for the majority of users a web-based system is easer to deploy.

19. Can you provide us a few samples of NCLB/AYP score sheets? There are no specific “NCLB/AYP” score sheets. Formats vary by assessment. We will need to adopt conventions for each assessment to be included. 20.Can you provide us a few samples of PLAN and ACT assessment details?

We can share score sheets for file maps. 21.Have you already defined the ‘Search Criteria’ that users are going to use? If

you have, can you provide us the list of all ‘Search Criteria’ that users will use? We have not documented the ‘Search Criteria’.

22.Do you want the application be platform independent or compatible only with Apple Macintosh OSX?

We would anticipate the server and application tier would be Windows based. The client side must support both Windows and MAC OSX.

23. Can you provide us the list of ‘pre-created’ reports you want?

We will work with the vendor to identify a core set of standard reports, as well as the extent of custom reports available to users.

24. What do you mean by ‘feeder group and their functionality’?

“Feeder group” refers to a pattern of student advancement from elementary schools to middle schools to high schools. It might be useful for

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principals/staff at one level to examine results from groups of students they expect the following year.

25. Can you further explain ‘level analysis, strand analysis, standards analysis’ and provide samples?

Some assessment results (e.g., Kansas) will have subtest information grouped by curriculum strands or standards. Users may wish to examine subtest level information instead of, or in addition to overall results.

26. Will you be able to provide us remote access to your systems/databases as we plan to build the application from an offsite location?

If the offsite location is in the United States, then yes. Otherwise, no. 27. We plan to use a Business Integration (BI) tool for creating reports. Do you have any preference for the Business Integration tool?

We have no preference at this time. We are looking for the vendor to make recommendations that best fit their solution.

28. Do we have to export data from the Data Warehouse to PowerPoint? If the

answer is yes, what type of data we have to export and what would be the format? It would be desirable to export data and images to other tools like Excel and Powerpoint.

29. Is requirement #7.4 on page 20, ‘the ability to interact with an LDAP compliant system, such as Novell eDirectory’ a mandatory requirement?

Yes.

30. How many actual tests from previous years will the district need to load into

test history (how many files/test instances) each year?

At this time we anticipate only loading data from the 2006-2007 and 2007-2008 school year.

31. The RFP provides two different shipping addresses for the proposal: RFP Page 2 Office of the Director of Purchasing Main Library Building 625 Minnesota Avenue

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Deleted: address

6

Kansas City, Kansas 66101 RFP Page 10 Board of Education Unified School District 500 Purchasing Department 625 Minnesota Avenue Kansas City, Kansas 66101

Can you clarify to which address you would like to have the proposals sent and to whom we should send it to? Direct the proposals to: Board of Education, Unified School District 500, Purchasing Department, 625 Minnesota Avenue, Kansas City, Kansas 66101

32. How quickly are you looking to have a solution in place and working?

It would be desirable to have a system in place for the spring 2007-08 assessments. This would be April or May of 2008.

33. How are going to deal with flat files, will you be able to provide clean data in a flat file format?

Yes. The data can be exported flat file format from the tools used to clean data.

34. With the desire to have clean data, what types of flags are you looking for the system to provide to alert for inconsistent data?

We will work with the vendor to identify these. Missing and out-of-range values could be included as well as discrepancies between student age and grade or grade level and school.

35. In terms of demographic information, are you looking for all the information to

be pulled from the existing student database or will there be other sources used in compiling reports? Reports will use internal demographics; however, it might be helpful to flag inconsistencies with external sources.

36. Will information used in the reports be drawn to look at the district level, school level or other?

The data could be district wide or a selected school. It is anticipated that users would be restricted to the data they can see down to the class level.

7

36. What will the student ID systems look like (i.e. student number, student ID,

etc.)? How will it be unique to the student?

The student will have a unique Student ID that is assigned by the school district. This is currently in the Student Information system. In addition there will be a unique State ID.

37. In startup of the warehouse, what types of existing data will be critical to be

reflected in the warehouse (i.e. state test scores, ACT, etc.)?

State assessments (several subject areas), NWEA tests (currently only Reading and Math), local Benchmark tests, Gates-MacGinitie (1st-2nd grade reading), ACT, PLAN (12th grade), plus existing information on demographics, attendance, discipline, and program participation. Essentially, full functionality will be needed at startup.

39. Will you want predefined (standard) reports? If so, how many and what will they reflect?

See #23.

40. What type of feeder reports will you require?

Reports will not be different, only the students selected for inclusion.

41. Will staff require a single login or will there be multiple logins required for the same individuals?

It would be desirable that a user have a single “sign on” for the system. This logon would then be restricted as required.

Section 3 – Attendees at the Pre-Bid conference:

1) Chayan Dasgupta representing CT Consulting 2) Amy Gremmer representing eMetric 3) Darin Scheer representing CTB McGraw Hill 4) Robert Young representing USD 500 5) Joe Fives representing USD 500 6) Dr. Dan Wright representing USD 500 7) Steve Pearson representing USD 500

WE HEREBY ACKNOWLEDGE AND UNDERSTAND THE ABOVE NOTED CHANGES TO THE ORIGINAL BID DOCUMENET AND AGREE TO FURNISH THE ITEMS ON WHICH PRICES ARE QUOTED IN ACCORDANCE WITH ALL

8

TERMS AND CONDITIONS PREVIOUSLY LISTED AND ANY ATTACHED SPECIFICATIONS AND AMENDMENTS. BY: _________________________________________________________ DATE: _______________________________________________________ TITLE: ______________________________________________________ PHONE: _____________________________________________________ FIRM: ______________________________________________________

Documents

Request for Proposal - bids.centerdigitalgov.combids.centerdigitalgov.com/NAV_EJJ_10-31-2007_00003_95555.pdf · proposals for an Assessment Data Warehouse and Report Generator