10-Scope of Work - USBE-SD26147-RFP.pdf

Solicitation #USBE-SD26147-RFP: USBE - Utah Driver Education Software Scope of Work

1. PURPOSE

The Utah State Board of Education is seeking vendors to provide Utah Driver Education Online Scheduling Software that allows customers to register for classes, sign custom contracts, make payments, schedule drive times, get text message reminders and access teacher feedback.

2. QUALIFICATIONS AND KEY PERSONNEL

The vendor shall have at least three years of experience in performing similar projects. The vendor shall also provide USBE three signed letters of recommendation from clients who have implemented the vendor’s proposed solution.

The vendor shall determine the key personnel who are essential to the performance of the contract. These personnel will be agreed upon prior to the contract’s approval. If any of the individuals are no longer part of this project, the Vendor shall notify USBE within 30 days. Failure to notify USBE may result in termination of the agreement. These personnel shall work directly with USBE and the Committee. USBE staff and the Committee will be responsible for supporting the vendor in developing and maintaining the application.

3. SCOPE OF WORK

a. Goals and Objectives

i. USBE is seeking to make available to Utah Local Education Agencies (LEAs) and charter schools, options for driver education online scheduling software. In accordance with this provision, it is anticipated that this RFP will result in multiple contract awards for solutions complying with the above and with the requirements of this RFP.

ii. Given the cooperative nature of this RFP, it is expected that offerors shall propose a wide array of equipment, products, and/or services at lower prices and with better value than what they would ordinarily offer to the public or to a single government entity.

iii. The Utah Driver Education Online Scheduling Software needs to :

1. Streamline communications, manage schedules, maintain student records, process state forms, and run reports.

2. Have complete website set-up with the ability to customize templates, logos, content, photos and colors.

3. Include hosting and email services for customer support.

4. Include a secure data server with all content staying within the USA and not ever shared outside of the scope of work allows.

5. Include software training and tech support assistance.

iv. The vendor shall describe, in detail, how your proposed solution complies with all the requirements articulated in this solicitation.

v. It is anticipated that this RFP will result in multiple cooperative contract awards. The methodology or formula that will be used to determine the number of contract awards is: responsive and responsible

Offerors that achieve all the minimum total score thresholds listed on the Evaluation Score Sheet in the Files Section of this RFP.

vi. The anticipated start date of the contract is April 1, 2026 with a duration of Five (5) years with no renewals. However, USBE reserves the right to terminate the contract at any time in accordance with the provisions set forth in USBE's Standard Cooperative Terms and Conditions.

b. Management Features

i. Vendor’s proposed solution shall include practical and easy to use tools for setting up and managing class schedules, individual or multiple class sections, when and where the class takes place and who teaches the course.

ii. Vendor’s proposed solution shall include support for non-traditional class sections, such as distance learning and revolving door class sections, that allow students to register at any time after they satisfy the prerequisites and leave the class once they have completed all requirements.

iii. Vendor’s proposed solution shall include the ability to assign instructors to individual class sections and track their workload.

iv. Vendor’s proposed solution shall include time saving tools for assigning students to individual instructors within a class section.

v. Vendor’s proposed solution shall include eventual complete paperless conversion.

vi. Vendor’s proposed solution shall include built-in parent communication in the driving process with required documents, emails, and text messages.

c. Student Registration Features

i. Vendor’s proposed solution shall support multiple secure registration processes, including registration through the student’s school information system, online registration by student or student parent, and having instructors or school staff record registrations.

ii. Vendor’s proposed solution shall include easy to use tools that allow instructors to add new students into the system and enroll them into classes.

iii. Vendor’s proposed solution shall include support for moving students between classes or withdrawing them from courses as needed.

iv. Vendor’s proposed solution shall include reports for tracking who is enrolling in courses.

d. Calendaring and Scheduling Features

i. Vendor’s proposed solution shall include an easy-to-use calendar tool that allows instructors to set up times for in the field activities like practice drive sessions or driving exams. The option to schedule and track various instructors to drive at different high schools is preferred.

ii. Vendor’s proposed solution shall include support of multiple processes for scheduling students into available times for in the field activities, including a scheduling tool that allows instructors to proactively schedule students into available time slots and allows students to schedule themselves into available times slots. The option to track and document driving times for students and instructors at various high schools is preferred.

iii. Vendor’s proposed solution shall include the ability for students to specify preferred and available times for in the field activities.

iv. Vendor’s proposed solution shall include automatic enforcement of all scheduling constraints such as minimum and maximum number of students that can be in a car at one time, limit time between drives allowing for student practice time, and more.

v. Vendor’s proposed solution shall include automatic notification of students and parents via email and/or text message of upcoming activities or changes in schedule.

vi. Vendor’s proposed solution shall include tools to communicate with parents and students for student driving times, cancellations, and any and all changes in the schedules, including emergencies.

vii. Vendor’s proposed solution shall include the ability for instructors to see their upcoming schedule at a glance.

viii. Vendor’s proposed solution shall include the ability for students and parents to see their activity schedule at a glance.

e. In the Field Activity Features

i. Vendor’s proposed solution shall include support for conducting practice drives, range sessions, and driving exams with easy-to-use features for starting such activities, automatic tracing time and location, and recording what was taught during those activities.

ii. Vendor’s proposed solution shall include capturing and archiving of documentation for when and where an educational activity or event takes place as well as verification authentication of participating individuals such as the instructor and student signatures.

iii. Vendor’s proposed solution shall include support of scoring driving exams according to the state regulations.

f. Tracking Requirements

i. Vendor’s proposed solution shall include automated computation of completed in the field requirements such as driving time.

ii. Vendor’s proposed solution shall include an easy-to-use grade book for recording completion of all course requirements.

iii. Vendor’s proposed solution shall include student progress screens for instructors that show an individual their overall progress at a glance, with drilldown capabilities.

iv. Vendor’s proposed solution shall include student progress screens for students that show their overall progress at a glance.

g. Reporting and Archiving Tools

i. Vendor’s proposed solution shall include tools for downloading driving records with feedback, printable reports of student’s progress, course completions, instructor workloads, and more. Driving records and reports must be available for download by students, parents, and instructors.

ii. Vendor’s proposed solution shall include automated archiving of former students and previous class data.

iii. Vendor’s proposed solution shall include easy to use tools for restoring archive data for review or reporting purposes.

h. Security, Privacy, and Confidentiality

i. Vendor’s proposed solution shall include individual user accounts for all users, which include: students, parents, instructors, school coordinators, school staff, district administrators and staff, and state users.

ii. Vendor’s proposed solution shall include strong password requirements that require a change every 90 days or some other predefined number of days.

iii. Vendor’s proposed solution shall ensure that all student-level information will be collected, encrypted, stored, transmitted, and retrieved securely.

iv. Vendor’s proposed solution shall ensure that all data in motion (communication) are encrypted.

v. Vendor’s proposed solution shall ensure that all data at rest (data in database) are encrypted.

vi. Vendor’s proposed solution shall ensure that a user only has access to data relevant to the role they hold. (E.g., Student can only access their own account; Instructors can only access the school where they work; District can only access their high schools.)

vii. Vendor’s proposed solution shall ensure online sessions automatically time out.

viii. Vendor’s proposed solution shall ensure user accounts become inactive after specified time.

ix. Vendor’s proposed solution shall allow that the setup of a user account can be initiated with the creation of a one-time use code that ties the new account to an existing electronic identity.

x. Vendor’s proposed solution shall allow a student to request a one-time use code for creation of a parental account that is tied to their data.

i. Invoicing

i. Vendor shall invoice LEAs in accordance with the USBE Standard Cooperative Terms and Conditions.

ii. Vendor shall invoice monthly with itemized number of student registrations per school and/or per district/charter.

iii. Vendor shall invoice for license fee either monthly or annually.

j. Training

i. Vendor will be responsible for providing training, including materials, to Eligible Users that purchase Vendor’s proposed solution, as applicable.

k. Operational Support

i. Vendor shall provide ongoing maintenance and updates to the software system.

ii. Vendor shall provide support via helpline, email, and webinars for technical assistance, support of software, training, warranty, and maintenance, nine (9) hours a day (8 AM to 5 PM MST), and five (5) business days a week.

iii. Vendor shall provide ongoing system operation in a secure hosting environment that ensures FERPA requirements are met.

iv. Vendor shall plan and respond to service outages.

v. Vendor shall diagnose operational software and hardware failures to resolution.

vi. Vendor shall implement and ensure operational security preventive measures are fully functioning.

4. DATA AND PRIVACY

a. The data being shared is between the LEAs and the vendor. USBE will not provide any student data.

b. Data Residency and Hosting Location: As part of this engagement, data residency within the United States is a mandatory requirement. The selected vendor must guarantee that all customer data, including but not limited to user information, transactional data, and configuration data, will be stored, processed, and backed up solely within the physical borders of the United States at all times. The vendor must provide the following:

i. Data Hosting Location: The vendor must confirm that all data associated with this SaaS solution will be hosted in data centers physically located in the United States. The vendor must provide specific locations (regions, cities, or states) where data will be stored and processed.

ii. Data Transfer Restrictions: The vendor must ensure that no data will be transferred or replicated outside of the United States unless explicitly approved in writing by the client. Any potential international data movement should be clearly documented, including the jurisdictions involved and the rationale behind such transfers.

iii. Compliance with US Data Privacy Laws: The vendor must ensure that the solution complies with all applicable U.S. data privacy and protection laws and any other relevant state or federal regulations.

iv. Subcontractors and Third Parties: The vendor must disclose any third-party providers, subcontractors, or cloud service providers involved in the hosting and data processing of the SaaS solution. These third parties must also comply with the data residency requirements outlined above.

c. Data Ownership and Portability:

i. Data Ownership: The customer retains full ownership and control over all data stored in the SaaS platform. The vendor must not use or access the customer's data for any purpose other than to provide the agreed-upon services.

ii. Data Portability: The vendor must provide a mechanism to allow USBE, LEAs, and/or the customer to retrieve all data in a standard format upon request, whether at the termination of the contract or during the lifecycle of the agreement.

5. READINESS, MAINTENANCE AND SUPPORT

a. The vendor must be able to provide a working platform at the start of the contract period.

b. The vendor shall ensure the ability to maintain and support the software to ensure access to the software platform throughout the period of contract.

6. PROJECT MANAGEMENT

a. Any changes or deviations from the agreement must be agreed to in writing through a proper amendment to the agreement. Any technical and/or managerial exchange of information or advice shall not be construed as a change to any requirement and/or provision of this Contract unless the change is expressly directed by USBE’s Procurement Representative in writing pursuant to the Changes clause of this Contract or by bilateral written agreement between the designated representatives of this Contract. The parties identified below are the points of contact for the agreement for the purpose of amending the contract.

b. Utah State Board of Education

i. Program Manager:

ii. Contract Manager:

c. Vendor

i. Program Manager: