10-Appendix B - System Matrix.xlsx
XLSX spreadsheet 25 KB Posted
- Solicitation number
- RFP 27009BDC
- Issued by
- Clark County, Fish Springs CDP, Nevada
About this file
This is a System Matrix appendix document for RFP 27009BDC issued by the Clark County School District in Nevada, detailing requirements for a comprehensive family engagement, student progress, and school-to-home communication application platform. The RFP seeks a web-based and mobile-accessible solution that integrates with existing district systems including student information systems, assessment platforms, learning management systems, and identity management tools. The platform must support multi-role access for parents, guardians, students, teachers, school staff, principals, activity sponsors, and district administrators, with features including family dashboards displaying grades, assignments, assessment results, and attendance; automated data population and workflow capabilities; mobile applications with push notifications; and district-wide communications at multiple organizational levels. Respondents must provide detailed responses indicating whether each requirement is standard, configurable, optional, requires custom development, or is not available, along with implementation timelines, limitations, dependencies, and cost information for each capability.
The evaluation matrix requires vendors to address system architecture, integration approaches, general system requirements, mobile access, implementation services, training, and support capabilities. Critical requirements include cloud-hosted deployment with scalable infrastructure, role-based access controls with granular permissions, automated synchronization with district systems, accessibility compliance, multilingual support, student data privacy and security measures including encryption and audit logging, and comprehensive reporting and analytics. The RFP specifically addresses artificial intelligence features, requiring disclosure of whether AI capabilities are included or optional and whether district data is used for model training. Pricing submissions must clearly delineate base offering costs from optional functionality, including licensing, implementation, integration, training, maintenance, and any third-party fees, with respondents encouraged to offer flexible pricing structures appropriate for large school districts.
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Other files
| File | Type | Posted |
|---|---|---|
| 12-RFP 27009BDC Family Engagement, Student Progress, School to Home Communication.doc | DOC document | |
| 9-Attachment A.docx | DOCX document | |
| 1-Customer Reference Form.docx | DOCX document | |
| 7-Public Disclosure Form.docx | DOCX document | |
| 6-Supplier Federal 2 CFR 200 Certification Form.docx | DOCX document | |
| 11-Appendix A - Pricing Sheet.docx | DOCX document | |
| 8-Attachment B.docx | DOCX document | |
| 5-Supplier Contact List Designation Form.doc | DOC document | |
| 4-Supplier Application Update Form.doc | DOC document | |
| 2-W-9.pdf | ||
| 13-Amendment 1 Data Sharing Amendment.docx | DOCX document | |
| 3-Proposal Submittal Form.doc | DOC document |
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Sheet1
| Appendix B - System Matrix | |
| FAMILY ENGAGEMENT, STUDENT PROGRESS AND SCHOOL-TO-HOME COMMUNICATION APPLICATION | |
| RFP 27009BDC | |
| Instructions to Respondents: For each item below, indicate the status of the proposed capability using one of the following codes: | |
| • | S = Standard / Included in base offering |
| • | C = Configurable / Included with configuration |
| • | O = Optional / Additional cost |
| • | D = Custom development required |
| • | N = Not available |
For each matrix item, the Respondent shall:
a. Indicate whether the requirement is included as standard, included with configuration, available as an optional feature, requires custom development, or is not available;
b. Identify whether the requirement is included in the base price or subject to additional cost;
c. Provide a clear and sufficiently detailed explanation of how the requirement is met;
d. Identify any limitations, exclusions, assumptions, dependencies, third-party requirements, customer responsibilities, or implementation conditions associated with the requirement; and
e. Identify estimated implementation timing, when applicable.
| Req # | Requirement Description | Response Code (S/C/O/D/N) | Included in Base Price (Y/N) | Additional Cost (Y/N) | Brief Description / How Requirement is Met / Notes | Limitations / Dependencies | Est. Implementation Timing |
| SECTION 5.3 – EXISTING DISTRICT EQUIPMENT AND SYSTEMS | |||||||
| 5.3.a | Student information systems | ||||||
| 5.3.b | Assessment and progress monitoring systems | ||||||
| 5.3.c | Identity management and single sign-on systems | ||||||
| 5.3.d | Learning management systems | ||||||
| 5.3.e | Calendar systems | ||||||
| 5.3.f | Email, messaging, and notification systems | ||||||
| 5.3.g | Other systems used to support school operations, student services, activities, and family engagement | ||||||
| SECTION 5.3.1 – Data Exchange and Integration | |||||||
| 5.3.1.a | For each integration: whether the integration is standard/native, configurable, custom, or not currently available | ||||||
| 5.3.1.b | For each integration: the implementation approach | ||||||
| 5.3.1.c | For each integration: the data elements exchanged | ||||||
| 5.3.1.d | For each integration: the direction of data flow | ||||||
| 5.3.1.e | For each integration: the frequency of synchronization | ||||||
| 5.3.1.f | For each integration: the security controls associated with the integration | ||||||
| 5.3.1.g | For each integration: any error handling and monitoring capabilities | ||||||
| 5.3.1.h | For each integration: any customer responsibilities, assumptions, limitations, or dependencies | ||||||
| 5.3.1.i | For each integration: any one-time, recurring, usage-based, or third-party costs associated with the integration | ||||||
| SECTION 5.5.1 – GENERAL SYSTEM REQUIREMENTS | |||||||
| 5.5.1.a | A web-based platform accessible through modern web browsers | ||||||
| 5.5.1.b | Mobile-responsive design and/or dedicated mobile applications | ||||||
| 5.5.1.c | Secure user authentication | ||||||
| 5.5.1.d | Role-based access for parents/guardians, students, teachers, school staff, principals, activity sponsors, and District administrators | ||||||
| 5.5.1.e | Granular permissions to restrict users to only the students, groups, schools, or functions appropriate to their role | ||||||
| 5.5.1.f | A cloud-hosted deployment architecture | ||||||
| 5.5.1.g | Scalable infrastructure capable of supporting District-wide usage | ||||||
| 5.5.1.h | Configurable communications and notifications | ||||||
| 5.5.1.i | Administrative access from desktop and mobile devices | ||||||
| 5.5.1.j | Centralized access to messages and communications from the District, school, classroom, program, activity, or other authorized users | ||||||
| SECTION 5.5.2 – SYSTEM ARCHITECTURE | |||||||
| 5.5.2.a | Mobile applications: whether mobile applications are included | ||||||
| 5.5.2.b | Mobile applications: which user groups may use the applications | ||||||
| 5.5.2.c | Mobile applications: whether push notifications are supported | ||||||
| 5.5.2.d | Mobile applications: whether core parent/student/staff functions are available through the applications | ||||||
| 5.5.2.e | Mobile applications: any additional licensing or subscription cost for mobile applications | ||||||
| SECTION 5.5.3 – FAMILY DASHBOARD, STUDENT INFORMATION, AND COMMUNICATIONS | |||||||
| 5.5.3.a | Display of student grades and course performance | ||||||
| 5.5.3.b | Access to assignments, including upcoming, completed, recently graded, and missing assignments | ||||||
| 5.5.3.c | Display of assessment results and test scores | ||||||
| 5.5.3.d | Attendance monitoring, including absences and tardiness | ||||||
| 5.5.3.e | Student goals, achievements, recognitions, and academic milestones | ||||||
| 5.5.3.f | Student profile information highlighting interests, accomplishments, and progress | ||||||
| 5.5.3.g | Centralized family dashboards summarizing student performance | ||||||
| 5.5.3.h | Access to school communications, announcements, and newsletters | ||||||
| 5.5.3.i | Personalized newsletters or communications for parents/guardians based on student-specific data | ||||||
| 5.5.3.j | School event calendars | ||||||
| 5.5.3.k | Information regarding school activities, programs, and opportunities | ||||||
| 5.5.3.l | Meal or menu information, where available | ||||||
| 5.5.3.m | Fundraising information, where applicable | ||||||
| 5.5.3.n | Volunteer opportunities | ||||||
| 5.5.3.o | Activity, athletics, club, or program schedules and related information | ||||||
| 5.5.3.p | Tools that allow authorized staff to create, review, approve, and distribute newsletters or updates to families | ||||||
| 5.5.3.q | Mobile-friendly calendars with events and assignments | ||||||
| 5.5.3.r | Branding options for District and school communications, templates, and layouts | ||||||
| 5.5.3.s | Ability to attach or link documents, forms, and resources to communications, where applicable | ||||||
| 5.5.3.t | Ability to organize recipients by student, class, school, grade level, activity, program, team, or other District-defined groups | ||||||
| 5.5.3.u | Automatically maintained recipient groups derived from integrated source systems, where available | ||||||
| SECTION 5.5.4 – DUPLICATE DATA | |||||||
| 5.5.4.a | Identify which features are included as standard functionality | ||||||
| 5.5.4.b | Identify which features require configuration | ||||||
| 5.5.4.c | Identify which features require additional licensing or cost | ||||||
| 5.5.4.d | Identify which features are not available | ||||||
| Respondents shall also describe the typical amount of staff effort required to create and send routine family communications, including newsletters and student-specific updates. | |||||||
| SECTION 5.5.5 – COMMUNICATION CAPABILITIES | |||||||
| 5.5.5.a | Email communications | ||||||
| 5.5.5.b | In-platform or app-based notifications | ||||||
| 5.5.5.c | District-level, school-level, class-level, program-level, and activity-level communications | ||||||
| If expanded notification features are available, Respondents shall specify whether such features are included, optional, or provided through an integrated third-party service. | |||||||
| SECTION 5.5.6 – AUTOMATION AND WORKFLOW REQUIREMENTS | |||||||
| 5.5.6.a | Automated population of student data into family-facing communications | ||||||
| 5.5.6.b | Automated population of attendance data | ||||||
| 5.5.6.c | Automated population of assignment data | ||||||
| 5.5.6.d | Automated population of assessment data | ||||||
| 5.5.6.e | Automated population of event and calendar data | ||||||
| 5.5.6.f | Automated update of user groups and recipients | ||||||
| 5.5.6.g | Configurable workflow by role or school | ||||||
| 5.5.6.h | Administrative review and approval workflow | ||||||
| 5.5.6.i | Staff time-saving features | ||||||
| 5.5.6.j | The ability to minimize duplicate data entry | ||||||
| Respondents shall describe the extent to which automation is available as standard functionality, requires configuration, depends on integration, or requires additional licensing or services. | |||||||
| SECTION 5.5.7 – MOBILE ACCESS REQUIREMENTS | |||||||
| 5.5.7.a | Parent/guardian mobile access | ||||||
| 5.5.7.b | Student mobile access | ||||||
| 5.5.7.c | Staff mobile access | ||||||
| 5.5.7.d | Push notifications | ||||||
| 5.5.7.e | Mobile access to messages and alerts | ||||||
| 5.5.7.f | Mobile access to dashboards | ||||||
| 5.5.7.g | Mobile calendar access | ||||||
| 5.5.7.h | Mobile access to assignments and attendance | ||||||
| 5.5.7.i | Mobile access to newsletters or family summaries | ||||||
| 5.5.7.j | Mobile administrative functions | ||||||
| SECTION 5.6 – IMPLEMENTATION SERVICES | |||||||
| 5.6.a | Project kickoff and governance structure | ||||||
| 5.6.b | System configuration | ||||||
| 5.6.c | Data integration with District systems | ||||||
| 5.6.d | Identity and access configuration | ||||||
| 5.6.e | Testing and validation | ||||||
| 5.6.f | Pilot, phased rollout, or full deployment strategy | ||||||
| 5.6.g | Project management and coordination with District staff | ||||||
| 5.6.h | Data migration, if applicable | ||||||
| 5.6.i | End-user acceptance testing | ||||||
| 5.6.j | Go-live support and transition to production operations | ||||||
| Respondents shall provide an estimated implementation timeline and identify all assumptions, dependencies, staffing needs, required District participation, and critical success factors. Respondents shall also describe the implementation approach used to minimize disruption to schools and reduce manual work for District staff. | |||||||
| SECTION 5.7 – TRAINING REQUIREMENTS | |||||||
| 5.7.a | Administrator training | ||||||
| 5.7.b | District office training | ||||||
| 5.7.c | School staff training | ||||||
| 5.7.d | Teacher and authorized end-user training | ||||||
| 5.7.e | User documentation and guides | ||||||
| 5.7.f | Training materials for ongoing internal use | ||||||
| 5.7.g | Optional training resources for parents/guardians and students | ||||||
| 5.7.h | Training for templates, workflows, approvals, reporting, and mobile use | ||||||
| Respondents shall describe any available help center, knowledge base, training videos, onboarding resources, office hours, and refresher training options. | |||||||
| SECTION 5.8 – SUPPORT REQUIREMENTS | |||||||
| 5.8.a | Help desk support availability and hours | ||||||
| 5.8.b | Procedures for reporting issues | ||||||
| 5.8.c | Service level expectations, including response and resolution timelines | ||||||
| 5.8.d | Escalation procedures | ||||||
| 5.8.e | System maintenance schedules | ||||||
| 5.8.f | Software updates and upgrades | ||||||
| 5.8.g | Account management or customer success services | ||||||
| 5.8.h | Support provided for integration issues | ||||||
| 5.8.i | Support provided to District administrators, school staff, and end users | ||||||
| 5.8.j | Whether support is included in base pricing or subject to additional fees | ||||||
| Respondents shall also describe how product enhancements, release notes, outage notices, and planned maintenance notifications are communicated to customers. | |||||||
| SECTION 5.9 – ACCESSIBILITY, LANGUAGE ACCESS, AND EQUITY | |||||||
| 5.9.a | How the platform supports users with disabilities | ||||||
| 5.9.b | Whether the platform supports screen readers, keyboard navigation, captions, contrast, resizable text, and other accessibility features | ||||||
| 5.9.c | What accessibility conformance documentation is available | ||||||
| 5.9.d | How the solution supports equitable access for diverse populations | ||||||
| 5.9.e | Whether the platform supports multiple languages | ||||||
| 5.9.f | Whether translation is system-provided, human-assisted, or dependent on third-party tools | ||||||
| 5.9.g | Whether users can set and maintain language preferences | ||||||
| 5.9.h | Whether communications may be translated in real time or at send time, where applicable | ||||||
| SECTION 5.10 – STUDENT DATA PRIVACY AND SECURITY | |||||||
| 5.10.a | Data security practices | ||||||
| 5.10.b | Encryption methods used to protect data in transit and at rest | ||||||
| 5.10.c | Identity and access controls | ||||||
| 5.10.d | Audit logging and administrative oversight capabilities | ||||||
| 5.10.e | Policies regarding data ownership and data usage | ||||||
| 5.10.f | Whether student, parent/guardian, or District data is used to train artificial intelligence or machine learning models | ||||||
| 5.10.g | Whether District data is shared with sub processors or third parties, and for what purpose | ||||||
| 5.10.h | Breach notification procedures | ||||||
| 5.10.i | Disaster recovery and business continuity practices | ||||||
| 5.10.j | Data retention and deletion practices | ||||||
| 5.10.k | Safeguards to prevent unauthorized access to student information | ||||||
| 5.10.l | Support for District review of sub processor lists and security documentation | ||||||
| SECTION 5.11 – ARTIFICIAL INTELLIGENCE | |||||||
| 5.11.a | AI / generative AI features: whether such features are included or optional | ||||||
| 5.11.b | AI / generative AI features: what data is processed by the feature | ||||||
| 5.11.c | AI / generative AI features: whether District data is used for model training | ||||||
| 5.11.e | AI / generative AI features: whether administrators can enable, disable, or restrict such features | ||||||
| 5.11.f | AI / generative AI features: what human review and approval controls exist before communications are sent | ||||||
| 5.11.g | AI / generative AI features: what safeguards exist to prevent inaccurate, inappropriate, or unauthorized content | ||||||
| SECTION 5.12 – REPORTING AND ANALYTICS | |||||||
| 5.12.a | Delivery metrics | ||||||
| 5.12.b | Open, read, or engagement metrics, where applicable | ||||||
| 5.12.c | Usage statistics by school, user role, communication type, or feature area | ||||||
| 5.12.d | Identification of undeliverable communications or missing contact data | ||||||
| 5.12.e | Reporting on parent/guardian engagement | ||||||
| 5.12.f | Reporting on student or school communication activity | ||||||
| 5.12.g | Exportable reports for District review and oversight | ||||||
| 5.12.h | Audit reports for administrative and compliance purposes | ||||||
| SECTION 5.13 – PARENT/GUARDIAN AND USER SELF-SERVICE | |||||||
| 5.13.a | View messages in one place | ||||||
| 5.13.b | Manage contact information | ||||||
| 5.13.c | Manage communication preferences | ||||||
| 5.13.d | Manage language preferences | ||||||
| 5.13.e | Review school and District communications | ||||||
| 5.13.f | Access student-specific information appropriate to their role | ||||||
| 5.13.g | Receive notifications through preferred communication channels | ||||||
| Respondents shall describe which self-service functions are user-managed and which require administrative action. | |||||||
| SECTION 5.14 – WARRANTY AND MAINTENANCE | |||||||
| 5.13.a | Correction of software defects | ||||||
| 5.13.b | Technical support | ||||||
| 5.13.c | System updates and patches | ||||||
| Respondents shall also describe ongoing maintenance services available following the warranty period. |
RFP 27009BDC
Sheet2
| Appendix A: | |
| FAMILY ENGAGEMENT, STUDENT PROGRESS AND SCHOOL-TO-HOME COMMUNICATION APPLICATION | |
| RFP 27009BDC | |
| Cost | |
| Licensing or subscription costs | |
| Implementation and configuration costs | |
| Integration costs | |
| Training costs | |
| Annual maintenance or support fees | |
| Mobile application costs, if any | |
| Optional communication modules or notification features, if any | |
| Costs associated with artificial intelligence-assisted features, if any | |
| Any optional services or add-on features | |
| Any one-time, recurring, usage-based, or third-party pass-through charges | |
| Respondents are encouraged to offer flexible pricing structures suitable for large school districts. Pricing shall clearly identify what is included in the base offering versus optional functionality. ?? | |
| Total Annual Cost |
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