11-Technical Evaluation Criteria - USBE-SD26147-RFP.pdf

Solicitation USBE-SD26147-RFP

USBE - Utah Driver Education Online Scheduling Software

Technical Evaluation Criteria

Instructions:

Responses to ALL questions are REQUIRED. Offerors are permitted to attach additional materials to their proposals in the Requested Information section of this RFP, if necessary, to provide additional information to the evaluation committee, but each question MUST be answered in order to give the committee a complete, point-by-point response to each criterion identified in this RFP. The criteria are not intended to limit a proposal's content or exclude any relevant or essential data. Offerors are at liberty and are encouraged to expand upon the criteria to demonstrate the Offeror’s capability to provide USBE with a solution.

The Scope of Work for the solution sought via this RFP are attached in the Files section.

Note that some specifications are MANDATORY (see the Mandatory Minimum Requirements document in the Files section), and Offerors MUST address and show compliance with all mandatory requirements. If at any time during the evaluation process it is determined that any of the following requirements have not been met, your proposal will be rejected. Offerors should also address optional features if applicable to their proposed solutions.

Technical responses should follow the structure of the Technical Evaluation Criteria document to make evaluation easier. Upload your technical response to the Requested Information section under Group 5: Stage 2: Technical Evaluation Criteria, 5.2. Please label each uploaded document with the Solicitation number (USBE-SD26147-RFP) as well as the Technical Evaluation Criteria title (ie: “Executive Summary”). If you need to attach additional documents, please do so in the Requested Information section under Group 5:

Stage 2: Technical Evaluation Criteria, 5.3.

Technical Evaluation Criteria:

1. Executive Summary: Please provide a summary describing your overall project plan, highlighting the significant/key features of the proposal plan.

2. Qualifications: Please provide a narrative describing at least three years of experience in performing similar projects including a list of current and/or prior comparable projects.

3. References: Please provide three signed letters of recommendation from clients who have implemented your proposed solution. Letters should be detailed enough to provide the evaluation committee with concrete information regarding the client’s experience with your company and solution and demonstrate your ability to deliver your proposed solution. You must also include contact information for each client.

USBE reserves the right to contact clients for additional information.

4. Proposed Team: Please provide a list of your proposed team members, including their individual qualifications, resumés, certifications (if any), and roles and responsibilities demonstrating their experience and expertise related to the services detailed in the Scope of Work. You must also provide an organizational chart for your company identifying key people who will work on the project, as well as their contact information.

5. Management Features: Describe, in detail, how your proposed solution complies with all the requirements articulated in this “Management Features” section of the Scope of Work.

5.1 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.

5.2 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.

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

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

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

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

6. Student Registration Features: Describe, in detail, how your proposed solution complies with all the requirements articulated in this “Student Registration Features” section of the Scope of Work.

6.1. 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.

6.2. 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.

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

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

7. Calendaring and Scheduling Features: Describe, in detail, how your proposed solution complies with all the requirements articulated in this “Calendaring and Scheduling Features” section of the Scope of Work.

7.1 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.

7.2 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.

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

7.4 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.

7.5 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.

7.6 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.

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

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

8. In the Field Activity Features: Describe, in detail, how your proposed solution complies with all the requirements articulated in this “In the Field Activity Features” section of the Scope of Work.

8.1 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.

8.2 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.

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

9. Tracking Requirements: Describe, in detail, how your proposed solution complies with all the requirements articulated in this “Tracking Requirements” section of the Scope of Work.

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

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

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

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

10. Reporting and Archiving Tools: Describe, in detail, how your proposed solution complies with all the requirements articulated in this “Reporting and Archiving Tools” section of the Scope of Work.

10.1 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.

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

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

11. Security, Privacy, and Confidentiality: Describe, in detail, how your proposed solution complies with all the requirements articulated in this “Security, Privacy, and Confidentiality” section of the Scope of Work.

11.1. 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.

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

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

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

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

11.6. 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.)

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

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

11.9. 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.

11.10. 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.

12. Invoicing: Describe, in detail, how your proposed solution complies with all the requirements articulated in this “Invoicing” section of the Scope of Work.

12.1 Vendor shall invoice Local Education Agencies (LEAs) in accordance with the USBE Standard Cooperative Terms and Conditions.

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

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

13 Training: Describe, in detail, how your proposed solution complies with all the requirements articulated in this “Training” section of the Scope of Work.

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

14 Operational Support: Describe, in detail, how your proposed solution complies with all the requirements articulated in this “Operational Support” section of the Scope of Work.

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

14.2 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.

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

14.4 Vendor shall plan and respond to service outages.

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

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

15 Data and Privacy: Describe, in detail, how your proposed solution complies with all the requirements articulated in this “Data and Privacy” section of the Scope of Work.

15.1 Vendor shall 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.

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

15.3 Vendor shall 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.

15.4 Vendor shall ensure that the solution complies with all applicable U.S. data privacy and protection laws and any other relevant state or federal regulations.

15.5 Vendor shall 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.

15.6 Vendor shall ensure that 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.

15.7 Vendor shall provide a mechanism to allow 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.

16 Readiness: Please submit a plan demonstrating the ability to provide a working platform at the start of the contract period.

17 Maintenance and Support: Please submit a plan demonstrating the ability to maintain and support the software to ensure access to the software platform throughout the period of contract.