Web-Based Curriculum Management System RFP

Request for Proposal for Web-based Curriculum Management SystemThe Northside Independent School District

June 23, 2003

Page 1 of 33 RFP #2003-151

Request for ProposalFor

Web-based Curriculum Management SystemFor

Northside Independent School District

PURCHASING DEPARTMENTRon Gerth, Director of Purchasing and Warehouse

5900 Evers Road, San Antonio, Texas 78238Telephone: (210) 706-8703; Facsimile: (210) 706-8668

NISD RFP #: 2003-151

June 23, 2003


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Table of Contents

1. Introduction ................................................................................................. 42. Background ................................................................................................. 53. General Proposal Requirements................................................................ 7

3.1 RFP Objectives.......................................................................................... 73.1.1 General Requirements ........................................................................ 73.1.2 Interface Requirements ....................................................................... 83.1.3 Assessment Requirements ................................................................. 83.1.4 Reporting Requirements ................................................................... 103.1.5 Gradebook and Grade Reporting Requirements............................... 113.1.6 Curriculum and Instruction Requirements ......................................... 123.1.7 Training, Support and Professional Growth Requirements ............... 13

3.2 Solution ................................................................................................... 133.2.1 System Design ................................................................................. 143.2.2 Project Management Approach and Project Plan............................. 14

4. Cost Proposal............................................................................................ 15a. Cost Sheets and Summary for Required Items and Services.................. 15b. Optional Products and Services .............................................................. 16c. Incentives ................................................................................................ 16

5. Contractual Conditions ............................................................................ 16a. Interviews and Demonstrations ............................................................... 16b. Status Reports......................................................................................... 17c. Texas Qualified Information Systems Vendor (QISV) Status .................. 17d. Board Approval........................................................................................ 17e. Prime Contractor and Subcontractor Responsibilities ............................. 17

6. Proposal Packaging and Submission ..................................................... 177. Vendor Proposal Guidelines .................................................................... 188. Economy of Presentation......................................................................... 199. Confidentiality ........................................................................................... 1910. Contract Incorporation ............................................................................. 1911. Costs Incurred in Responding................................................................. 2012. Negotiations .............................................................................................. 2013. Taxes.......................................................................................................... 2014. Proposal Format Outline and Preparation Instructions......................... 21

a. Letter of Transmittal................................................................................. 21b. Table of Contents .................................................................................... 21c. Executive Summary................................................................................. 21d. Vendor Qualifications .............................................................................. 21

1. Business Organization and Company Overview. ................................. 212. Similar Projects. ................................................................................... 223. Staff Experience................................................................................... 22

e. Response to Requirements and Contractual Conditions ......................... 22f. Additional Information and Supporting Material....................................... 23


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g. Cost Proposal .......................................................................................... 23h. Payment Terms ....................................................................................... 23i. Authorized Contact .................................................................................. 23j. Felony Conviction Notice......................................................................... 23k. Bidder's Signature Page.......................................................................... 23

15. Proposal Evaluation.................................................................................. 24a. Evaluation team....................................................................................... 24b. Preliminary evaluation ............................................................................. 24

Point Distribution for Evaluation of Proposal ............................................... 24c. Final Evaluation....................................................................................... 25d. Schedule of Events.................................................................................. 26

16. Attachments .............................................................................................. 26Attachment A: FELONY CONVICTION NOTIFICATION ............................... 27Attachment B: Bidder's Signature Page......................................................... 29Attachment C: Application Service Provider (ASP) Questionnaire ................ 30Attachment D: Northside ISD Network Configuration .................................... 31


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1. Introduction

The Northside Independent School District (ISD) of San Antonio, Texas isrequesting proposals for a comprehensive web-based CurriculumManagement System (CMS). The following pages provide instructions for thepreparation of a proposal that will enable the Vendor to address the technical,financial, and legal requirements necessary in this bid. This document in no wayrepresents an offer to contract. Only the execution of a written contract willobligate Northside ISD in accordance with the terms and conditions contained insuch contract.

We have attempted to provide the information necessary for the vendor torespond accurately and completely to the intent of this RFP. Please directquestions or requests for additional information, in writing, to:

Ron GerthDirector of Purchasing and Warehouse

5900 Evers RoadSan Antonio, Texas 78238Telephone: (210) 706-8703

[email protected]

Vendors are expected to raise any questions, exceptions, or additions they haveconcerning the RFP document by the date and time shown in Section 15.d.,Schedule of Events. If a Vendor discovers any significant ambiguity, error,conflict, discrepancy, omission, or other deficiency in this RFP, the Vendorshould immediately notify the above named individual of such error and requestmodification or clarification of the RFP document. In the event that it becomesnecessary to provide additional clarifying data or information, or to revise anypart of this RFP, supplements or revisions will be provided to all recipients of thisinitial RFP.

Please note that responses to this RFP will be expected to be included inany contract between your firm and Northside ISD.


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2. Background

Northside ISD is an accredited K-12 school system serving the northwestquadrant of San Antonio, Texas. Current enrollment is approximately 69,000students making Northside ISD the 6th largest school district in Texas and thelargest of 15 school districts in Bexar County. Current facilities include 47elementary campuses, 12 middle school campuses, 11 high school campuses,various special campuses and administrative offices. Three additionalelementary schools and one middle school are scheduled to open in 2003.Growth remains steady at 2% per year requiring the construction of new facilities.

All Northside ISD sites (schools and central office facilities) are connected to theDistrict-wide area network (WAN). The current WAN design utilizes a startopology with all locations connected via Southwestern Bell GigMan link from theNISD central office. The District has a 20MB connection to the Internet, whichwill be upgraded to 30MB in July 2003. The telecommunications closets at eachcampus are interconnected with fiber optic cabling with connectivity of 100MBand/or 1000MB, utilizing Cisco layer 2 and layer 3 switches. All station cablingas a minimum is category 5e that is certified to transmit at 155 MB and higher.

The acquisition and development of a comprehensive web-based CurriculumManagement System (CMS) has been identified by the Division of Curriculumand Instruction and the Northside ISD 10-year Technology Master Plan as ahigh-priority need. We believe that effective utilization of a well-designed CMSwill increase student achievement, via standards-based instruction andassessment. The CMS will help Northside ISD ensure that all legal requirementsare fulfilled and, properly integrated with other district-utilized enterpriseinformation systems, will literally put the “complete picture” of students andinstruction at teachers’ and administrators’ fingertips.

Through a comprehensive needs analysis process, district Curriculum andInstruction staff has identified the following benefits to be realized with theacquisition and implementation of a Curriculum Management System:

§ Seamlessly links and aligns all teaching, learning and assessmentcomponents so that teachers and administrators are able to focus on teachingand on meeting the needs of each and every student

§ Helps students, parents, teachers, and administrators focus on knowledgeand skills required for promotion, course completion and success onstandardized tests (e.g. TAKS)

§ Enables the systematic collection of data pertaining to school, district, stateand national standards and assessments

§ Seamlessly aggregates, disaggregates and reports assessment informationimmediately to all appropriate stakeholders


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§ Provides all stakeholders with a standardized Web-based system formonitoring and reporting student and group progress

§ Allows district and campus instructional staff to analyze and interpret the datato inform decision making and identify strengths and weaknesses in student,teacher, curriculum, program and school performance

§ Facilitates curriculum design and development, lesson planning, teaching andlearning, standards mastery, testing, and grading

§ Reduces paperwork and saves time for teachers and administrators§ Helps teachers improve their effectiveness in the classroom


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3. General Proposal Requirements

3.1 RFP Objectives

Through the comprehensive needs analysis process, district Curriculum andInstruction and Technology Services staff have identified several immediate andfuture requirements of a comprehensive web-based Curriculum ManagementSystem solution. These requirements are listed and categorized below,according to overall and specific CMS components. The implementationtimeline (immediate, by end of first year, by end of second year) isindicated for each requirement.

3.1.1 General RequirementsRequirement Timeline1. Vendor has a thorough understanding of and systemintegration with the Texas accountability system (i.e. TEKS,TAKS, PEIMS, AEIS)

Immediate

2. Vendor has a thorough understanding of and systemintegration with federal legislation (i.e. NCLB, IDEA, FERPA)

Immediate

3. Components are sold separately, allowing for completeintegration of the Curriculum Management System over a twoyear period

Immediate

4. Provides encrypted and highly secure access from home,via the World Wide Web

Immediate

5. If an Application Service Provider (ASP), Vendor provideshot backups and zero down time 24 hours a day / 7 days aweek / 365 days a year

Immediate

6. Vendor is willing and able to modify system components toadapt to district needs

Immediate

7. Allows for easy collaboration and electronic sharing ofitems among campus staff (test questions, assessments,lesson plans, activities, etc.)

By end of first year

8. Allows for easy collaboration and electronic sharing ofitems between district and campus staff that includes peer-review (test questions, assessments, lesson plans, activities,etc.)


9. Allows for easy collaboration and electronic sharing ofitems between school districts (test questions, assessments,lesson plans, activities, etc.)

By end of second year

10. Provides for nightly download of PEIMS data Immediate11. Effortless transfer of content and data to the district, in theevent of termination of services by the district or vendor

Immediate

12. Vendor provides a robust plan and specific timeline for Immediate


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implementation, with built-in flexibility for the district13. System operates efficiently on the current districtinfrastructure

Immediate

14. System interfaces with other district-utilized enterpriseinformation systems (Region 20 SIS, eSped, Lotus Notesapplications, library databases, Cognos, etc.)

Immediate

15. Provides calendar system/capability to notify stakeholdersof district testing events, scope and sequence timelines, etc.


16. Vendor agrees to district-determined periodicallyscheduled downloads of content and data to the districtthroughout the contract period

Immediate

3.1.2 Interface RequirementsRequirement Timeline1. Employs a simple, easy-to-learn web interface that providesaccess to needed information for all stakeholders without allthe bells and whistles and fluff that impede download time

Immediate

2. Provides family-friendly web portals for parents andstudents to access appropriate information, based onindividual login and password


3. Supports multiple languages other than English for studentand parent components

Immediate

3.1.3 Assessment RequirementsRequirement Timeline1. Provides at least six methods of input of assessment data,including:§ NCS scanning of student answer sheets (i.e. AEIS-IT)§ plain paper scanning of student answer sheets§ online keying of student answers by the student§ online keying of student answers by the teacher§ online keying of student assessment data (e.g. rubric-

scored, observational/checklist, numeric score, etc.) by theteacher

§ delimited text file batch import§ (optional) handheld wireless device

Immediate

2. Assessment data must include:§ Texas Assessment of Knowledge and Skills (TAKS)§ Texas Primary Reading Inventory (TPRI)§ Individual Reading Inventory (IRI)§ District Benchmarks

Immediate


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§ Campus Assessments§ Classroom Assessments§ Preliminary Scholastic Aptitude Test (PSAT)§ Scholastic Aptitude Test (SAT)§ American College Test (ACT)§ Advanced Placement Exams (AP)§ State-Developed Alternative Assessment (SDAA)§ Language Assessment Scales (LAS)§ Reading Proficiency Test Scores in English (RPTE)§ Other Placement and Screening Assessments (GT,

dyslexia, bilingual/ESL, etc)3. Ability to track and show effectiveness of short-term (e.g.Read 180) and long-term (e.g. Content Mastery Center)intervention programs

Immediate

4. Proven ability to manage assessment data for a schooldistrict with 65,000+ students

Immediate

5. Accommodates paper-based assessments in multipleformats including rubric-scored, observational/checklist,multiple choice, open ended short answer, gridable, essay,true/false

Immediate

6. Accommodates computer-based/online assessments inmultiple formats including multiple choice, open ended shortanswer, essay, true/false


7. Accommodates student electronic portfolios, includingwriting samples, slideshows, photographs of two and threedimensional projects, web pages, audio and videoperformance clips, etc.


8. Vendor entry of district-developed benchmarkassessments (English and Spanish)

Immediate

9. Allows for uncomplicated and straightforward entry ofcampus-developed assessments

Immediate

10. Allows for uncomplicated and straightforward entry ofteacher-developed assessments

Immediate

11. Ability to search for test items based on TEKS objectives,TEKS sub-objectives, district academic performancestandards, level of difficulty/understanding, and keywords

Immediate

12. Ability to include copyright/item source for test items Immediate13. Allows for separation of district benchmark test items fromother district-developed test items

Immediate

14. Allows for separation of district-developed test items fromcampus-developed test items

Immediate

15. System enables teachers to effortlessly create answersheets for all types of assessments

Immediate


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16. System enables teachers to effortlessly generateindividualized reviews and homework assignments, based onstudent performance data and individual needs

Immediate

17. System enables teachers to effortlessly generateindividualized and group assessments, based on studentperformance data and needs

Immediate

18. Accommodates a large expandable bank of juried testquestions (vendor-provided, district-developed and district-purchased) for TAKS content areas

Immediate

19. Accommodates a large expandable bank of juried testquestions (vendor-provided, district-developed and district-purchased) for non-TAKS content areas

Immediate

3.1.4 Reporting RequirementsRequirement Timeline1. Provides complete learner profile and longitudinalassessment information from the time a student enters school(will begin with archived data from two-three years back)

Immediate

2. Provides a multitude of pre-formatted reports (i.e. 50+),based on system data, in easy to understand formats (e.g.color coding, bar graphs, line graphs, pie charts, tables, etc.)

Immediate

3. Provides longitudinal item analysis and reporting ofmultiple formative assessment data (i.e. not averaged forgrade reporting purposes), correlated to TEKS objectives andsub-objectives, for individual students

Immediate

4. Provides longitudinal item analysis and reporting ofsummative assessment data (i.e. averaged for gradereporting purposes), correlated to TEKS objectives and sub-objectives, for individual students

Immediate

5. Provides longitudinal item analysis and reporting ofassessment data, correlated to TEKS objectives and sub-objectives, for individual teachers

Immediate

6. Provides longitudinal item analysis and reporting ofassessment data, correlated to TEKS objectives and sub-objectives, for individual campuses

Immediate

7. Provides longitudinal item analysis and reporting ofassessment data, correlated to TEKS objectives and sub-objectives, for PEIMS-based student groups and subgroups

Immediate


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8. Provides longitudinal item analysis and reporting ofassessment data, correlated to TEKS objectives and sub-objectives, for program-based student groups andsubgroups (Special Education, GT, bilingual/ESL,dyslexia, at-risk, etc.)

Immediate

9. Provides longitudinal item analysis and reporting ofmultiple formative assessment data (i.e. not averaged forgrade reporting purposes), correlated to district academicperformance standards, for individual students

Immediate

10. Provides longitudinal item analysis and reporting ofsummative assessment data (i.e. averaged for gradereporting purposes), correlated to district academicperformance standards, for individual students

Immediate

11. Provides longitudinal item analysis and reporting ofassessment data, correlated to district academicperformance standards, for individual teachers

Immediate

12. Provides longitudinal item analysis and reporting ofassessment data, correlated to district academicperformance standards, for individual campuses

Immediate

13. Provides longitudinal item analysis and reporting ofassessment data, correlated to district academicperformance standards, for PEIMS-based student groupsand subgroups

Immediate

14. Provides longitudinal item analysis and reporting ofassessment data, correlated to district academicperformance standards, for program-based studentgroups and subgroups (Special Education, GT,bilingual/ESL, dyslexia, at-risk, etc.)

Immediate

3.1.5 Gradebook and Grade Reporting RequirementsRequirement Timeline1. Seamless integration of a gradebook program with theassessment component (i.e. scanned and online data inputgoes directly into the gradebook)


2. Integration of a gradebook program that allows for multiplescales (4.0, percentages, points, numeric grades, lettergrades)


3. Integration of a gradebook program that allows forformative (i.e. not averaged) and summative (i.e. averaged)performance data



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4. Integration of a gradebook program that correlates to TEKSobjectives, TEKS sub-objectives and district academicperformance standards


5. Printing of student report cards and progress reports atdistrict-determined grade reporting intervals


3.1.6 Curriculum and Instruction RequirementsRequirement Timeline1. Vendor has accurately and effectively correlated the TEKSwith TAKS

Immediate

2. System incorporates district-developed correlation of TEKSto district academic performance standards and TAAS in prioryears

Immediate

3. Accommodates a wide range of curriculum and instructionresources and materials of a variety of types (i.e. state-adopted, district-adopted, district-created, teacher-created,district licensed instructional software) and formats (i.e. PDFdocuments, Word documents, web pages, image files, audiofiles, video files)

Immediate

4. Vendor entry of Texas Essential Knowledge and Skills(TEKS) for all subjects, courses and grade levels (English andSpanish)

Immediate

5. Vendor entry of district-developed academic standards(English and Spanish)

Immediate

6. Vendor entry of district-selected national standards Immediate7. Allows for uncomplicated and straightforward entry ofdistrict-developed and/or district-adopted curriculum andinstruction resources and materials, such as curriculumguides, scope and sequences, lesson plans, activities, etc.

Immediate

8. Allows a teacher to use and choose from among severaldistrict-developed lesson plan formats, based on grade leveland content requirements


9. Allows a teacher to copy and paste instructional timelines ofdistrict curriculum into teacher lesson plans


10. Allows for uncomplicated and straightforward entry ofteacher-developed resources and activities


11. Ability to include copyright/item source for curriculum andinstruction resources and materials

Immediate

12. Ability to search all curriculum and instruction resourcesand materials based on TEKS objectives, TEKS sub-objectives, district academic performance standards, and

Immediate


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keywords13. Provides or integrates e-mail and threaded discussioncapability for students


14. Provides access to curriculum and instruction forms (GT,etc.)


3.1.7 Training, Support and Professional Growth RequirementsRequirement Timeline1. Vendor provides robust staff development on the system(trainer-of-trainer model, printed training materials, online help,etc.)

Immediate

2. Vendor provides just-in-time telephone support and face-to-face support as needed

Immediate

3. Integrates with or includes an online registration, trackingand reporting system for teacher staff development


4. Includes an online portfolio system linked to the TexasProfessional Development and Appraisal System (PDAS)


5. Integrates with or includes online content for staffdevelopment, including online courses, Internet resources,journal articles, model teaching and other staff-development-related audio and video clips


6. Provides a list of competent/qualified trainers, by topic By end of first year7. Provides or integrates threaded discussion capability forstaff


3.2 Solution

The solution proposed must address the features and functions listed in section3.1 above. The proposal should also include features and functions that werenot specified above, but that are available as part of the solution. While theDistrict plans to procure a state-of-the-art Curriculum Management System, itdoes not plan to be on the “bleeding edge” of technology. Only currentlyavailable systems and the latest releases of software should be proposed.Systems and/or software under development or in the planning phase will not beconsidered. Features that will be available only on a future release of softwarewill be considered unavailable.


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3.2.1 System Design

Base Bid Solution #1: Vendor-Hosted Web-based Curriculum ManagementSystemAll features of the Curriculum Management System must be operational on anyNorthside ISD - provided computer hardware and/or network equipment withoutmodification. The system must have an architecture that supports scaling to6,000 simultaneous users or more. The proposal must describe theinfrastructure that supports the solution, including open standards and platformindependence. Please provide a copy of your Application Service Provider (ASP)Web Hosting Service Level Agreement and responses to the ASP questionnaireat Attachment C.

Base Bid Solution #2: Northside ISD-Hosted Web-based CurriculumManagement SystemAll features of the Curriculum Management System must be operational on anyNorthside ISD end-user workstation without modification. The system must havean architecture that supports scaling to 6,000 simultaneous users or more. Theproposal must describe the infrastructure that supports the solution, includingopen standards and platform independence. Provide required serverspecifications and quantities, as well as server software and database serversoftware requirements.

3.2.2 Project Management Approach and Project Plan

Base Bid Solution #1: Vendor-Hosted Web-based Curriculum ManagementSystemThe proposal must address how the project will be conducted and managed. Anarrative description of the approach and a detailed project plan are required. Ata minimum, the project plan must include a milestone chart including tasks (for allphases of the project) to be performed, the timeframe and proposed staffmember(s) designated for the completion of each task.

Base Bid Solution #2: Northside ISD-Hosted Web-based CurriculumManagement SystemThe proposal must address how the project will be conducted and managed. Anarrative description of the approach and a detailed project plan are required. Ata minimum, the project plan must include a milestone chart including tasks (for allphases of the project) to be performed, the timeframe and proposed staffmember(s) designated for the completion of each task.


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4. Cost Proposal

a. Cost Sheets and Summary for Required Items and Services

Base Bid Solution #1: Vendor-Hosted Web-based Curriculum ManagementSystemPresent all itemized costs and total cost associated with the purchase,installation, and implementation of the proposed web-based CurriculumManagement System for Northside ISD hosted remotely on the Vendor’s servers.Any costs not identified in this section will not be reimbursed. Your cost proposalshould include, but is not limited to the following required components:

§ Software Licensing Costs (per student, per site, per module, etc., asappropriate)

§ System Maintenance and Upgrades§ Hardware§ Data Import§ Software Development and Customizations§ Consultant Services§ Project Management§ Language Translation Services§ End-user Training§ System Management / Technical training§ Post-implementation Support

Base Bid Solution #2: Northside ISD-Hosted Web-based CurriculumManagement SystemPresent all itemized costs and total cost associated with the purchase,installation, and implementation of the proposed web-based CurriculumManagement System for Northside ISD hosted and residing locally on NorthsideISD servers. Any costs not identified in this section will not be reimbursed. Yourcost proposal should include, but is not limited to the following requiredcomponents:

§ Software Licensing Costs (per student, per site, per module, etc., asappropriate)

§ System Maintenance and Upgrades§ Hardware, including required server specifications and quantities§ Server Software and Database Server Software§ Data Import§ Software Development and Customizations§ Consultant Services§ Project Management§ Language Translation Services


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§ End-user Training§ System Management / Technical training§ Post-implementation Support

b. Optional Products and Services

Identify itemized costs and total cost of other recommended products andservices that would bring additional benefits associated with the CurriculumManagement System to Northside ISD. (These items should be clearly identifiedas optional.)

c. Incentives

Preference will be given to vendors that provide comprehensive, cost-effective,single-vendor solutions for current specifications, future capacity requirements,and on-going service and support. Preferred consideration will be given tovendors who provide value-added incentives at no additional cost to NorthsideISD. Examples of incentives include extension of technical training, consultingservices, technical support, end-user training, etc. These incentives should beclearly enumerated in the proposal.

5. Contractual Conditions

The Vendor will be expected to meet or abide by each of the following conditions.For each item, indicate that the proposal “does comply” or “does not comply” withthese specifications and include a succinct explanation of how each requirementcan or cannot be met.

a. Interviews and Demonstrations

During the evaluation of potential vendors for this RFP, interviews may be heldfor those who appear to be qualified to provide the products and servicesdescribed herein. On-site demonstration versions of the products being bid maybe required. The interviews and demonstrations will be held at a Northside ISDlocation on a date and time to be determined by Northside ISD Curriculum andInstruction and Technology Services staff. Additionally, the selected vendor willbe required to attend the Board meeting when the recommended solution issubmitted for the Board of Trustees’ approval. All associated costs incurred byeach vendor for interviews, demonstrations and meetings will be at the vendor’sexpense.


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b. Status Reports

The Vendor will be required to maintain at least weekly contact with the contractadministrator, and may be required to submit weekly, bi-weekly, or monthlystatus reports.

c. Texas Qualified Information Systems Vendor (QISV) Status

This Request for Proposal is being processed under the Texas QualifiedInformation Systems Vendor (QISV) program. All vendors must be QISVcertified in order to submit a proposal or offer proof from the State that they are inthe process of becoming QISV certified. Please submit a copy of your QISVletter with your company's response. If you are not a Texas Qualified InformationSystems Vendor, you may visit the following website for instructions on how tobecome a qualified vendor: www.tbpc.state.tx.us/stpurch/qisv.html.

d. Board Approval

The contract for the comprehensive web-based Curriculum Management Systemwill be based upon the approval of the Northside ISD Board of Trustees and willbe for the fiscal year 2003-2004. Northside ISD may extend this agreement forsubsequent years following satisfactory delivery of products and services asspecified in the proposal.

e. Prime Contractor and Subcontractor Responsibilities

Any contract that may result from this RFP shall specify that the prime contractoris solely responsible for fulfillment of the contract with Northside ISD. NorthsideISD will make contract payments to the prime contractor only. Use ofsubcontractors must be clearly explained in the proposal, and majorsubcontractors must be identified by name. The prime contractor shall be whollyresponsible for the entire performance whether or not subcontractors are used.

6. Proposal Packaging and Submission

Respondents must submit a signed original, ten (10) numbered copies, and oneelectronic copy on CD of the Proposal by the date and time indicated in theSection 15.d., Schedule of Events to:

Ron Gerth, Director of Purchasing and Warehouse5900 Evers RoadSan Antonio, Texas 78238


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Proposals will be accepted in person, by United States mail, by United ParcelService, or by private courier service. No proposal will be accepted by oralcommunication, telephone, telegraphic transmission, or facsimile transmission.

7. Vendor Proposal Guidelines

No participation in any act of collusion, favoritism, gratuity, or inside dealings withany member of the staff of Northside ISD or its Board of Trustees is permitted.By responding to this RFP, the Vendor acknowledges and agrees to thisguideline.

It is imperative that all of the requirements set forth in this RFP be addressed.Clearly identify any requirements that cannot be satisfied. Reproduce the entiresection of the Proposal Format Outline (section 14). Insert your responsesinto the appropriate sections so that Northside ISD’s requested information isimmediately followed by your responses. Please feel free to attach additionalexplanations, suggestions and content in areas where proposed advantages toNorthside ISD are not specifically requested in this RFP. An electronic copy ofthis proposal written in MS Word is available.

Northside ISD reserves the right to accept or reject any or all response(s) to theRFP even if all of the stated requirements are met. In addition, Northside ISDmay enter into negotiations with more than one Vendor simultaneously andaward the contract, or part of the contract, to any Vendor in negotiations withoutprior notification to any other supplier then negotiating with Northside ISD.

Please respond to the proposal based on the capabilities of your corporate entityalone. Additional capability of alliances, franchiser or aggregator can be includedas an attachment to this response. Clearly differentiate the capabilities of yourcorporate entity from the capabilities of your franchiser or aggregator (ifapplicable).

Northside ISD reserves the right to amend this RFP in any manner prior tocontract award. Northside ISD will notify all responding Suppliers in this event.Northside ISD reserves the right to cancel any proposed acquisition at any timeprior to the execution of a written contract without any liability to Northside ISD, if,in its sole determination, Northside ISD ‘s best interest would be served by doingso.

This is an RFP, not a purchase order. All proposals shall become the property ofNorthside ISD. Even though a proposal may be rejected, Northside ISD reservesthe right to utilize any concept or idea contained therein without incurring anyliability.


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The potential Vendor’s proposal must include a duly authorized signed statementthat indicates that the requirements of the RFP are understood by the potentialVendor’s company and that the company agrees to be bound by the terms,conditions and pricing of the proposal. The BIDDER SIGNATURE PAGE mustbe included as a part of your response.

No potential Vendor may contact Northside ISD employee other than thedesignated representatives listed in this document for any reason pertaining tothis RFP or this bidding process. Contact with any other current or formeremployees shall be grounds for immediate disqualification from participating inthe RFP process.

8. Economy of Presentation

The Vendor’s proposal shall be prepared simply and economically in strictaccordance with the format and instructional requirements of the RFP. Eachproposal should provide a concise delineation of the Vendor’s capabilities tosatisfy the requirements of this RFP, with emphasis on completeness and clarityof contents. Fancy bindings, colorful displays and promotional material areneither required nor desired, unless they add substance to Vendor’s proposal.

9. Confidentiality

No portions of each potential Vendor’s proposal will be divulged to any otherpotential vendor. Northside ISD reserves the right to share with any Vendor ofour choosing the RFP and any resultant proposal in order to secure expertopinion. Additionally, Northside ISD reserves the right to share pricing andterms and conditions with third party financing or leasing concerns.

Information pertaining to Northside ISD obtained by the potential Vendor as aresult of its participation in relation to this RFP is confidential and shall not bedisclosed or used by the Vendor except as authorized herein or Northside ISD. Ifthe Vendor desires to release any of this information to a third party for thepurpose of preparing for its proposal, the Vendor must obtain the prior writtenconsent of Northside ISD.

10. Contract Incorporation

All proposals, information and responses submitted by a potential Vendor will beincorporated into and made a part of any final agreement between Northside ISDand such Vendor at the sole discretion of Northside ISD. No such information or


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other material should be submitted that cannot be so incorporated into theagreement. Northside ISD reserves the right to disqualify any vendor thatsubmits a proposal or contract that directly or indirectly attempts to preclude orlimit the effect of this requirement.

11. Costs Incurred in Responding

All cost directly or indirectly related to preparation of a response to the RFP orany oral presentation required to supplement and/or clarify a proposal which maybe required by Northside ISD shall be the sole responsibility of and shall beborne by the Respondent.

12. Negotiations

Northside ISD reserves the right to negotiate all elements that comprise theVendor's proposal to ensure that the best possible consideration be afforded toall concerned.

Northside ISD reserves the right to reject any and all proposals and to re-solicitfor proposals in such an event.

Northside ISD reserves the right to renew and extend without competing theawarded RFP for two additional, one-year terms based on the satisfactoryfulfillment of the requirements put forth in this proposal.

Northside ISD reserves the right to terminate without cause by giving at least 30-days written notices to the vendor.

The Northside ISD Director of Purchasing and Warehouse shall act as theDistrict representative in the issuance and administration of this contract, andshall issue and receive all documents, notices, and correspondence. Suchdocuments, notices and correspondence not issued by or received by theDirector of Purchasing shall be null and void.

13. Taxes

Northside ISD is tax exempt. Federal and state tax exemptions apply.


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14. Proposal Format Outline and Preparation Instructions

The proposal itself shall be organized in the following format and must contain,as a minimum, all listed items in the sequence indicated. All listed items must bethoroughly addressed and included in the appropriate section of the proposal.Any proposal that does not adhere to these requirements may be deemed non-responsive and rejected on that basis.

a. Letter of Transmittal

A letter of transmittal must accompany each proposal. The letter oftransmittal must:§ identify the submitting organization;§ identify the primary point of contact, including name, title, telephone

number and e-mail address;§ identify the name, title, telephone number and e-mail address of the

person(s) authorized to contractually obligate the organization,negotiate contract terms and render binding decisions on contractmatters on behalf of the organization.

b. Table of Contents

The proposal must include a Table of Contents with section referencesand page numbers.

c. Executive Summary

This section should provide an overview of the entire project. Thissummary is the Vendor’s opportunity to tell Northside ISD how the solutionmeets and exceeds expectations, and to point out features in the solutionthat differentiates it from the competition. The executive summary mustbe no longer than 2000 words.

d. Vendor Qualifications

1. Business Organization and Company Overview.State full name and address of your organization. If you are asubsidiary, indicate your parent company. A brief description of thevendor’s organization and its history may also be included. Specifythe branch office or other subordinate element that will perform, orassist in performing, work herein. Indicate whether you operate asa partnership, corporation, or individual. Include the State in which


June 23, 2003

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incorporated or licensed to operate. Include a list of principals andmajor stockholders.

Vendors responding to this RFP must be able to substantiate theirfinancial stability. Include an audited financial statement for themost current quarter and last year-end including Balance Sheet,Income Statement and Statement of Cash Flows. Please include adescription of any litigation in which vendor is currently involved, aswell as indicating any potential conflict of interest and plans foravoiding the conflict.

2. Similar Projects.Vendors should describe their relevant experience for this projectand provide contact information for three (3) existing customerswhose solution is similar in scope and magnitude to that requestedin this RFP. Each relevant project must have been done under theVendor’s current organizational structure. The following informationshould be included:§ Project Name;§ School District Contact Information, including name, job title,

address and telephone number;§ Description of Services Provided, including district size / student

population and project dates.Selected organizations may be contacted to determine the qualityof work performed and personnel assigned to the project.

3. Staff Experience.This section should include a description of the staff roles assignedto the project, the name of the individual in each role and thepercentage of time they will devote to the project. The Vendorshould include staff biographies of relevant experience.

e. Response to Requirements and Contractual Conditions

This section should provide a description of the solution proposedincluding key features and functionality. The description should beorganized by and respond point-by-point to each and everyrequirement specified in this RFP (Reference: Section 3, Section 6).Responses to requirements and contractual conditions must be in thesame sequence and numbered as they appear in the RFP.


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f. Additional Information and Supporting Material

Include additional information and supporting materials, which will beessential to an understanding of the proposal. This might include samplereports, excerpts from training plans and manuals, diagrams or otherexplanatory documentation, which would clarify and or substantiate theproposal.

g. Cost Proposal

All prices, costs, and conditions outlined in the proposal shall remain fixedand valid for acceptance for 90 days starting on the due date forproposals. Provide cost proposal in accordance with general proposalrequirements in Section 4.

h. Payment Terms

Describe your payment terms including discount terms for promptpayment and electronic funds transfer. Include procedures for disputedinvoices and charges.

i. Authorized Contact

Include name, address, and telephone number of person in yourorganization authorized to respond to questions, negotiate contract termsand render binding decisions on contract matters.

j. Felony Conviction Notice

Complete and attach the Felony Conviction Notice included with the RFPat attachment A.

k. Bidder's Signature Page

Complete and attach the Bidder's Signature Page included with the RFPat attachment B.


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15. Proposal Evaluation

a. Evaluation team

The evaluation team will consist of the Deputy Superintendent forCurriculum and Instruction; the Assistant Superintendent for StudentServices; the Assistant Superintendent for Technology Services; theDirector of Purchasing and Warehouse; Executive Directors forElementary Instruction, Secondary Instruction, Information andTechnology Services, and Instructional Technology; and other memberswho have been selected because of their special expertise. Other thanRon Gerth, Director of Purchasing and Warehouse, Vendors may notcontact members of the evaluation team.

b. Preliminary evaluation

All vendor proposals will be reviewed for compliance with therequirements stated within the RFP. Proposals deemed non-responsivewill be eliminated from further consideration. Responsive proposals willbe evaluated and scored by section requirements delineated in Section14, Proposal Format Outline and Preparation Instructions, and overallresponsiveness. The point distribution below will guide the preliminaryevaluation process. The vendors with the highest scores will be selectedas finalists based upon the proposals submitted.

Point Distribution for Evaluation of Proposal

a. Letter of Transmittal (see 14.a.) Required

b. Table of Contents (see 14.b.) Required

c. Executive Summary (see 14.c.) 3 points

d. Vendor Qualifications (see 14.d.)§ Business Organization and Company Overview (see 14.d.1.)§ Similar Projects, including References (see 14.d.2.)§ Staff Experience (see 14.d.3.)

15 points

e. Response to Requirements and Contractual Conditions (Section 3)§ RFP Objectives (see 3.1)§ General Requirements (see 3.1.1.)§ Interface Requirements (see 3.1.2.)§ Assessment Requirements (see 3.1.2.)§ Reporting Requirements (see 3.1.3.)§ Gradebook and Grade Reporting Requirements (see 3.1.4.)§ Curriculum and Instruction Requirements (see 3.1.5.)§ Training, Support and Professional Growth (see 3.1.6.)

35 points


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§ Solution (see 3.2)§ System Design (see 3.2.1. and Attachment C)§ Project Management Approach & Project Plan (see 3.2.2.)

f. Contractual Conditions (Section 5)§ Interviews and Demonstrations (see 5.a.)§ Status Reports (see 5.b.)§ QISV Status (see 5.c.)§ Board Approval (see 5.d.)§ Prime Contractor & Subcontractor Responsibilities (see 5.e.)

Required

g. Additional Information and Supporting Material (see 14.f.) 5 points

h. Cost Proposal (see 14.g. and Section 4)§ Cost Sheets & Summary for Required Items & Services (see 4.a.)§ Optional Products and Services (see 4.b.)§ Incentives (see 4.c.)

35 points

i. Payment Terms (see 14.h.) Required

j. Authorized Contact (see 14.i.) Required

k. Felony Conviction Notice (see 14.j. and Attachment A) Required

l. Bidder’s Signature Page (see 14.k. and Atachment B) Required

m. Overall Responsiveness 7 points

Total 100 points

c. Final Evaluation

Finalists will be required to make an oral presentation to an audience of districtand campus administrators, teachers, and technical staff. Up to 20 additionalpoints may be earned for the oral presentation. Vendor staff that will actuallybe assigned to the project should make presentations of approximately two hoursand 45 minutes with 15 additional minutes for questions and answers. Theevaluation team will make every reasonable attempt to schedule each oralpresentation at a time that is agreeable to the Vendor. Northside ISD willarrange scheduling of the time and place for the oral presentation. Failure tocomply with the oral presentation schedule, once arranged, may result indisqualification of the respondent.

Upon completion of all oral presentations, the evaluation team will review thepreliminary evaluation and make adjustments based on the information obtainedin the oral presentation and reference checks. (Careful selection should bemade of your reference sites to assure the closest possible approximation to the


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Northside ISD project.) The evaluation team will select the highest scoringproposal based on the preliminary scoring and final evaluation.

d. Schedule of Events

Event DateRFP Release Date June 23, 2003

Pre-Bid Conference Not Applicable

Deadline for RFP Questions fromVendors

July 7, 2003 by 5:00 p.m.

Answers to RFP Questions Returned toVendors

July 21, 2003 by 5:00 p.m.

RFP Due Date August 4, 2003 by 4:00 p.m.

Preliminary Evaluation of Proposals Week of August 18, 2003Vendor Presentations by Finalists Mid-September, 2003

Presentation to Academics Committeeand Technology Committee of theBoard

Week of October 13, 2003

Final Vendor Selection andAnnouncement, Pending BoardApproval

October 28, 2003

16. Attachments

1. Felony Conviction Notice, Attachment A2. Bidder's Signature Page, Attachment B3. Application Service Provider (ASP) Questionnaire, Attachment C4. Northside ISD Network Configuration, Attachment D


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Attachment A: FELONY CONVICTION NOTIFICATION

State of Texas Legislative Senate Bill No. 1, Section 44.034, Notification ofCriminal History, subsection (a), states “a person or business entity thatenters into a contract with a school district must give advance notice to thedistrict if the person or an owner or operator of the business entity hasbeen convicted of a felony. The notice must include a general descriptionof the conduct resulting in the conviction of a felony”. Subsection (b)states “ a school district may terminate a contract with a person orbusiness entity if the district determines that the person or business entityfailed to give notice as required by Subsection (a) or misrepresented theconduct resulting in the conviction. The district must compensate theperson or business for services performed before the termination of thecontract.THIS NOTICE IS NOT REQUIRED OF A PUBLICLY HELD CORPORATION.

SUSPENSION OR DEBARMENT CERTIFICATE

Non-Federal entities are prohibited from contracting with or making subawards under covered transactions to parties that are suspended ordebarred or whose principals are suspended or debarred. Coveredtransactions include procurement for goods or services equal to or inexcess of $100,000.00. Contractors receiving individual awards for$100,000.00 or more and all sub-recipients must certify that theorganization and its principals are not suspended or debarred.

By submitting this offer and signing this certificate, this bidder:

• Certifies that the owner/operator has not been convicted of a felony, exceptas indicated on a separate attachment to this offer, in accordance with Sec.44.034, Texas Education Code, and

• Certifies that no suspension or disbarment is in place, which would precludereceiving a federally funded contract under the Federal OMB, A-102,Common Rule (§ .36)

Vendor Name:

Vendor Address:

Vendor Telephone:


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Authorized Company Official’s Name: (Printed)

Signature of Company Official:

Date:


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Attachment B: Bidder's Signature Page

Signatures below signify agreement and acceptance of these terms:

1. The potential Supplier and its undersigned representatives agree that theyhave read the RFP for which this Proposal is being submitted, that theyunderstand such RFP, and that this Proposal is responsive and complies withthe instructions and conditions to the RFP.

2. The potential Supplier understands and agrees that this Proposal (includingany and all attachments, exhibits and documents of potential Supplierreferenced herein) must be included in any contract between Supplier andNorthside ISD covering the acquisitions specified in this Proposal.

3. The potential Supplier agrees to be bound by the representations, terms, andconditions contained in this Proposal.

4. The Potential Supplier agrees that the contract provision incorporating thisProposal into the agreement, if any, between Northside ISD and the potentialSupplier shall state as follows:

_________________________ hereby agrees that its Proposal(s) dated___________, including any and all attachments and exhibits thereto andexhibits referenced therein, shall be and hereby are incorporated into thisAgreement. ________________________ and Northside ISD agree thatany provision of this Agreement or of any such Proposal that conflicts withthe preceding sentence, or seeks to exclude any portion of such Proposalfrom this Agreement or from any express warranty or any warrantyprovided by statue or implied by law, shall be void and of no force oreffect.

AGREED AND ACCEPTED

(Name of Bidder)

By: _________________________

Name: ______________________

Title: _______________________

Date: _______________________


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Attachment C: Application Service Provider (ASP) Questionnaire

1. Where is the ASP’s data center and equipment located?

2. What are the requirements needed to access the ASP’s service(bandwidth, hardware, etc)?

3. Will Northside ISD be allowed to import key business data into the hostedapplication thereby providing access to it immediately? Will Northside ISDbe allowed to export key business data into District assets on a routinebasis?

4. What rights does Northside ISD have to move or copy the data housed atthe ASP’s data center? Will any data given to the ASP by Northside ISD,as well as any data produced by the ASP’ applications, remain theproperty of Northside ISD?

5. Describe the plans, fees, and security concerning on-line payment (viacredit card/bank check, etc.)

6. What is the ASP’s proposal concerning upgrades and programimprovements, concerning costs, training, implementation?

7. Describe the security plan for the ASP? What measures are in place toprevent un-authorized personnel from seeing or hacking into thesystem/data?

8. What is the physical security of the data center, and the security of thenetwork and the servers?

9. Describe the ASP’s disaster recovery plan.

10. What is the service availability of the solution? Describe downtimeexpectations.

11. What are the terms of the termination clause included in the Service LevelAgreement?

12. How many dedicated employees does the ASP have?


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Attachment D: Northside ISD Network Configuration

7507 7507

6513 6513

Firewall

BorderRtrATM

Switch

DMZ 2

DMZ 1

TokenRing

TokenRing

WebServices

Internet

5505

Outside

VPN

Inside

EntrustWeb

Connector

ProxyServers

AS400

IDS

DNSServices

Server Farm Database

HS6509

MS6509

ES/SC

4000

HS6509

MS6509

ES/SC

4000

20MB

3600/2511ES

3600/2511SC

CO User VLANS

nisd.net

3524Region

204000

TokenRing

Novanet4000

Firewall

Dial-InAccessAS5200

SBCATM

Switch

10MBT1

OC3

100MBDS3

Gig Ethernet

Property of Northside ISDTechnology Services

S T AT U S

APPVANTAGE ASM-70

P A CK E TE E R

T/R

L

INK

O UT S I

D ET/R

L

INK

I N S

I D E

C ON S

O LE

F A U

L T

P O

W ER

T/

R

LIN

K

OU

TS

IDE

T/

R

LIN

K

INS

ID

E

PacketShaper

CafeteriaClusters


June 23, 2003

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6509

3500

5505

40002900

19001900

2900

290029002900 2900

6513CentralOffice

CampusServers

100MB

Gig Ethernet

SBC

MDF

IDF A IDF B IDF C

2900

CafeteriaDigi

Server

10MB


High School / Middle SchoolTypical Netw ork Layout


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4000

35003500 350035003500 3500

6513CentralOffice

CampusServers

100MB

Gig Ethernet

SBC

MDF

IDF A IDF B IDF C

3500

CafeteriaDigi

Server

10MB


Elementary School / Special CampusTypical Netw ork Layout

4000

7420