COAST COMMUNITY COLLEGE DISTRICT
REQUEST FOR INFORMATION #2032
For
LEARNING MANAGEMENT SYSTEMS
June 18, 2014
PROPOSALS DUE:
By 5 p.m. -
July 21, 2014
Coast Community College
Attn: John Eriksen
Purchasing Department
1370 Adams Ave
Costa Mesa, CA 92626
www.cccd.edu
A.
INVITATION
The Coast Community College District (“District”) is requesting information from
qualified persons, firms, partnerships, corporations, associations, or professional
organizations (“firms”) to provide information in the evaluation of current Learning
Management Systems for the District.
B.
DESCRIPTION
CCCD is comprised of three colleges Coastline Community College, Golden
West College, and Orange Coast College, and the District Office. Each college
has its own branding, course schedule, and academic term. The District Office
hosts a single instance of Ellucian’s Enterprise Resource Planning System (ERP)
- Banner - which includes its Student Information System (SIS), Degree Works
for student education plan development and tracking and degree audit, and
Luminis for the student portal. In total, CCCD offers 10,319 course sections
annually comprised of 9,195 in-class, 991 distance education, and 132 hybrid
course sections serving a full-time equivalent student population of 37,525
and1,357 full-time and part-time faculty. The district’s current LMS is Blackboard
Learn for Golden West College and Orange Coast College, which also provides
their hosting service, and a homegrown system – Seaport – for Coastline
Community College.
C.
SCHEDULE:
Selection
Advertisement
RFI’s Due
Short listed Firms on-site product demonstration
Project Delivery
Project timeline (if District elects to proceed)
D.
June 20, 2014
June 27, 2014
July 21, 2014
2nd Week of September
Kickoff January 2015
and go-live of summer
2016 for Coastline and
summer 2017 for
Orange Coast and
Golden West
OTHER REQUIREMENTS:
Based on the information provided in the overview, each RFI shall include the
recommended hardware and software required to support an on-site installation
for production, development and test environments. Please provide this
information in Appendix 3.
E.
TOTAL COST OF OWNERSHIP (TCO) - REQUIRED
Each RFI shall include a TCO to itemize initial and ongoing expenses for
hosting, licensing (base LMS plus any add-ons for mobile application),
optional features and functionality, professional services for installation
and implementation based on the above timeline and ongoing support and
annual SMA cost.
Pricing Breakdown
SaaS Pricing – if available
Year 1
Year 2
Year 3
Year 1
Year 2
Year 3
Year 1
Year 2
Year 3
LMS – Please specify what features are
included in the basic LMS cost.
Hosting
Setup
Professional Service - ( content migration /
content loading)
Annual Premium Support
Storage per GB
Other (please specify)
Discount
Subtotal
Total SaaS Cost
On-Site Pricing (if separate)
LMS
Annual Premium Support
Other (please specify)
Discount
Subtotal
Total Client/On-Premise Cost
Pricing for Additional Features and
Functionality (less discounts)
E-Commerce
Interface (example with HRIS, ERP)
Mobile App
Other (please specify)
Pricing for Professional Services
Project Management
Project Implementation
Training
Technical
User
Hourly Rate for Additional Services
Other (please specify)
F.
EVALUATION PROCESS
CCCD has formed an evaluation workgroup which developed a high level
criterion matrix based on which each RFI will be rated - see Appendix 1. Vendor
shall provide one (1) Original, (1) copy and (1) one electronic version in MS
Word of its response, and each response shall be limited to 20 pages. Additional
information may be provided detailing other features and functionality such as
content management and course management. After evaluating, scoring and
ranking each RFI, the top vendors selected by the evaluation workgroup will
receive an invitation to provide a mandatory on-site demonstration and
presentation to demonstrate their system’s functional and technical abilities to
meet the District’s requirements and answer questions to clarify the RFI’s
response. The final step is a reference check of those clients provided in
Appendix 2. Each response shall include three references. At least two of those
references must be a multi-college higher education district/system. Having a
reference which uses Ellucian’s Banner ERP is desirable. All items in Appendix
1 will be scored by members of the workgroup on a 0-5 rating scale.
012345-
I was unable to score (0 will not be included in averages)
Unsatisfactory
Improvement needed
Meets expectations
Exceeds expectations
Exceptional
It is also highly desirable for the evaluation workgroup to have access to a test
system to aid in its evaluation. Please include in the RFI if such a test system
will be made available.
Submittals must include all of the following to be considered complete:
 Cover letter of introduction with contact information
 Total Cost of Ownership table (Item E)
 Appendix 1-3
 Attachment A
 Attachment B
G.
CONTRACT AWARD (IF DISTRICT DESIRES TO PROCEED)
The District reserves the right to contract with any entity responding to this RFI.
The awarding of a contract is at the sole discretion of the District. The District
may select a firm or firms based on the highest rated proposal and an interview
without further discussion or interviews with other firms.
H.
REJECTION AND WAIVERS
This Request for Information does not commit the District to award a contract or
to pay any costs incurred in the preparation of a document in response to this
Request.
The District reserves the right to accept or reject any or all documents received;
to negotiate with qualified firm(s) or cancel the Request; and, to waive any minor
irregularities and informalities in the proposal or proposal process.
The District reserves the right to evaluate information for a period of sixty (60)
days before deciding whether or not to proceed.
I.
NON-COLLUSION
By submittal and signing the enclosed Non-Collusion Affidavit (Attachment A),
the firm(s) is certifying that the proposal document is genuine and not a sham or
collusive, and not made in the interest of any person not named and that the
Consultant has not induced or solicited others to submit a sham offer, or to
refrain from proposing.
J.
COMPLIANCE WITH LAWS AND REGULATIONS
The firm(s) shall comply with federal, state and local laws, regulations, and
Industry standards. The proposer shall also comply with the Drug Free
Workplace Act requirements of California Government Code Sec. 8350 et seq.
(Attachment B)
K.
QUESTIONS / CONTACT PERSON
The District will accept written questions via e-mail until July 14, 2014. Questions
must be submitted to:
John Eriksen, Director of Purchasing
E-mail: purchasing@cccd.edu.
Telephone: (714) 438-4680
The District will respond to each question by email directly to the firm submitting
the question. If the question demonstrates that clarification or additional
information is needed, an addendum will be issued to all proposers by e-mail.
Firms should acknowledge any and all e-mails sent by the District regarding this
RFI by replying to the e-mail sender that the e-mail was received.
Proposers shall not contact any District employee or official regarding this
proposal other than the individual listed above as the contact person.
Contacting District staff or officials regarding this work may result in
disqualification. No verbal comments made by District staff or officials are
binding regarding this RFI except for that which is made in writing by the
above mentioned contact person. This will assure that all firms receive the
same information in a timely manner.
L.
DEADLINE FOR SUBMISSION OF DOCUMENTS
To be considered, documents must be received at the address below no later
than 5:00 P.M. July 21, 2014. Late responses will not be considered. The
District highly encourages early submittal of responses.
Firm(s) shall submit one electronic version (MS WORD FORMAT ONLY) of
the proposal on a flash drive; one (1) printed original and one (1) printed
copy of the entire sumission including any supporting documentation in a
sealed box or package addressed as follows:
Attention: John Eriksen
Coast Community College District
Purchasing Department
1370 Adams Ave
Costa Mesa, CA 92626
The box or envelope must also be clearly marked on the outside with the words:
RFI # 2032 Learning Management Systems; Deadline: 5 p.m., July 21, 2014.
Appendix 1
LMS Evaluation Criteria
Administration
Will you make a test system available to aid in
the evaluation? Yes or No answer
Centralized management of all functions
Accessibility (ADA/508 Compliance), integrated
with assistive technologies (JAWS, etc.)
Support a multi-campus environment (campus
branding, announcements, cross-enrollment)
SLA: support hours, average time to
repair/response to requests, guaranteed system
response time, peak load management, uptime
Number of administrator accounts included in
basic LMS cost
Assessment
Administering assessments and collecting ,
tracking, and storing of assessment data, with
further actions taken (possibly in other systems)
based on the results of assessment
Assessment tools such as:
 Discussion Forum
 Quiz/exam
 Dropbox
 Journal
 Portfolio
 Group workspace
Integration with Student Learning Outcomes
(SLOs): whole assessments or pieces thereof,
reports, tracking, rubrics, peer-review
Instructor defined grading scales (dropping
highest/lowest, extra credit, average);
Gradebook features: categories, calculated
scoring, import/export formats, extra credit
Supported question types (multiple choice,
True/False, calculations, word scramble, fill-in,
with Rich Text Formatting, matching, HTML
editor (scientific symbols, foreign language
characters), essay, pool, randomize, 3rd party
import/export test banks)
Accessibility controlled by calendar, instructor,
student progression, IP, browser lockdown
during testing, password
Assignment file upload for students and inline
grading (without download) for instructors.
Delivery
On-demand delivery of learning content and
experiences to learners
Response
Ability to control course accessibility (calendar,
term, registered, non-registered, by instructor)
Course length adjustment – for example, adjust
from 16 week format to 8 week and vice versa
Mobile device support (assessment, courses,
administration)
WYSIWYG, HTML editors throughout the
system for the creation of course content
Course offline access (download course
materials to access without Internet access;
saving drafts of responses to quizzes)
Merging/linking multiple course sections and
their enrollments into a “parent” course, for
courses taught by the same instructor, but
cross-listed in different subject areas. System
Administrator can create and dissolve mergers
Provide an overview of the most important
pedagogical and student engagement
capabilities included in your LMS
Facilitating Reuse
Searching and recombining courses and
possibly parts of courses for delivery in different
curricula and learning trackers
Copy content between courses, part of courses,
and instructors
IT
Integration for the exchange of data with
external systems to facilitate enterprise-wide
tracking of learner performance and transfer of
user data to exploit external learning resources:
Content Management Systems, Course
Management Systems, Student Information
Systems, Mobile Applications, MOOCs
Existing integration to Banner (syncing of
courses, enrollment, grades, SLOs, meeting
patterns, positive attendance) and Luminis for
single sign-on
Ability to modify either hosted or on-site; style
sheets, reports, database customization (add
tables, triggers, stored procedures, views)
System Administration: archiving, user account
maintenance, import/export utilities, Test and
Production systems; disaster recovery (e.g.,
backups, redundancy, ability to be up and
running in X hours in case of major disaster)
Security: defined user roles, method of
proctoring, SSL connection, password reset,
SFTP, method of authentication for protection
from unauthorized access to course, student
records, and administrative functions
Faculty can archive/export their own courses.
District System Administrator can batch
archive/export courses.
Change Management: upgrade process,
scheduling
Available APIs for MOOCs, Social Media,
Calendars, Mobile Applications, Publisher
Software and Integration
Current supported browsers and versions
Interaction
Learner interaction with the content and
communication between learners, instructors,
course administrators, as well as between
communicative content and the LMS (i.e.
SCORM content)
Supported communications (text, e-mail, Blogs,
social media, chat (video, audio or text), white
board, file sharing, surveys, and polls)
Calendar functionality: course, student,
instructor, auto populate based on predefined
criteria, integration with external calendars
Gradable discussions. (Features such as: sort
by all posts from one student or by conversation,
inline grading, search, easy “full credit” option,
etc.)
Student Groups Tool (instructor selected,
randomly generated, and self-enrolled options)
and the ability to restrict content based on group
enrollment.
Media hosting by faculty and students and easy
integration with courses
Integrated training and help documentation
Type and availability of helpdesk support for
faculty and students. Embedded/contextual help
and tutorials for District system administrator,
faculty, and students.
Personalization
Configuration of LMS functions, interfaces, and
features by learners and administrators to match
personal preferences, and organizational needs
Record Keeping
Storage and maintenance of data about
learners. This includes both demographical info
profiling learners and their training progress and
accomplishments. Detailed logs of student
logins, clicks, activity, and total time spent in
various areas of the classroom.
Registration
Finding and selecting or assigning courses,
curricula, etc. by learners and their supervisors.
This may include instructor-led training classes
Reporting
Extraction of information about learners and
courses, including the information that is tracked
as described above.
Learner analytics, student tracking, course
tracking, completions, etc.
Structure
Centralization and organization of all learningrelated functions into one system, enabling
efficient access to these functions via layered
interface navigation functions
Tracking
Tracking of learner data including progress on a
predefined set of training goals and
requirements, and tracking of courses for usage,
especially in relation to required deployment of
mandated training (for example compliance
training)
Appendix 2
Client Reference List
Reference One
College or University
Name
Address
City
State
Zip
Web Site URL
Contact Name
Contact Title
Phone
Fax
Email
Date of Go-Live
Duration of
Implementation
Total Number of Users
(students,
faculty/teachers,
courses)
ERP Utilized by
Institution
Reference Two
Reference Three
Appendix 3
Hardware and Software Available Configurations
Attachment A
NON-COLLUSION AFFIDAVIT TO BE EXECUTED
BY BIDDER AND SUBMITTED WITH BID FORM
, being first duly sworn, deposes and says that he or she is
of the party making the foregoing bid that the bid is not made in the interest of, or
on behalf of, any undisclosed person, partnership, company, association,
organization, or corporation; that the bid is genuine and not collusive or sham;
that the bidder has not directly or indirectly induced or solicited any other bidder
to put in a false or sham bid, and has not directly or indirectly colluded,
conspired, connived, or agreed with any bidder or anyone else to put in a sham
bid, or that anyone shall refrain from bidding; that the bidder has not in any
manner, directly or indirectly, sought by agreement, communication, or
conference with anyone to fix the bid price of the bidder or any other bidder, or to
fix any overhead, profit, or cost element of the bid price, or of that of any other
bidder, or to secure any advantage against the public body awarding the contract
of anyone interested in the proposed contract; that all statements contained in
the bid are true; and, further, that the bidder has not, directly or indirectly,
submitted his or her bid price or any breakdown thereof, or the contents thereof,
or divulged information or data relative thereto, or paid, and will not pay, any fee
to any corporation, partnership, company association, organization, bid
depository, or to any member or agent thereof to effectuate a collusive or sham
bid.
I certify (or declare) under penalty of perjury under the laws of the State of
California that the foregoing is true and correct.
Signature & Date
Printed Name & Title
Attachment B
DRUG-FREE WORKPLACE CERTIFICATION
This Drug-Free Workplace Certification is required pursuant to Government Code Sections
8350, et seq., the Drug-Free Workplace Act of 1990. The Drug-Free Workplace Act of 1990
requires that every person or organization awarded a contract for the procurement of any
property or services from any State agency must certify that it will provide a drug-free workplace
by doing certain specified acts. In addition, the Act provides that each contract awarded by a
State agency may be subject to suspension of payments or termination of the contract and the
contractor may be subject to debarment from future contracting, if the state agency determines
that specified acts have occurred.
Pursuant to Government Code Section 8355, every person or organization awarded a contract
from a State agency shall certify that it will provide a drug-free workplace by doing all of the
following:
a)
Publishing a statement notifying employees that the unlawful manufacture,
distribution, dispensation, possession or use of a controlled substance is prohibited in the
person's or organization's workplace and specifying actions which will be taken against
employees for violations of the prohibition;
b)
following:
Establishing a drug free awareness program to inform employees about all of the
1)
The dangers of drug abuse in the workplace;
2)
The person's or organization's policy of maintaining a drug-free workplace;
3)
The availability of drug counseling, rehabilitation and employee-assistance
programs;
4)
The penalties that may be imposed upon employees for drug abuse
violations;
c)
Requiring that each employee engaged in the performance of the contract be
given a copy of the statement required by subdivision (a) and that, as a condition of employment
on the contract, the employee agrees to abide by the terms of the statement.
I, the undersigned, agree to fulfill the terms and requirements of Government Code Section
8355 listed above and will publish a statement notifying employees concerning (a) the
prohibition of controlled substance at the workplace, (b) establishing a drug-free awareness
program, and (c) requiring that each employee engaged in the performance of the contract be
given a copy of the statement required by Section 8355(a) and requiring that the employee
agree to abide by the terms of that statement.
I also understand that if the DISTRICT determines that I have either (a) made a false
certification herein, or (b) violated this certification by failing to carry out the requirements of
Section 8355, that the contract awarded herein is subject to suspension of payments,
termination, or both. I further understand that, should I violate the terms of the Drug-Free
Workplace Act of 1990, I may be subject to debarment in accordance with the requirements of
Section 8350, et seq.
I acknowledge that I am aware of the provisions of Government Code Section 8350, et seq. and
hereby certify that I will adhere to the requirements of the Drug-Free Workplace Act of 1990.
______________________________________
NAME OF CONTRACTOR
______________________________________
Signature
______________________________________
Print Name
______________________________________
Title
_____________________________________
Date