26939 Addendum 1.pdf

RFP # 26939

Postsecondary Workforce Readiness System RFP

ADDENDUM #1

Today’s date: February 24, 2025

Proposal Deadline: March 7, 2025 – 2:00 p.m. MT District Clock Responses to RFP to be submitted prior to the Proposal Deadline time and date above.

The modifications and clarifications are hereby incorporated into the Bid document. All other information remains unchanged.

This Addendum 1 lists answers to inquiries received by the Inquiry Deadline.

Question Answer

Question 1: Can Jeffco award multiple vendors to fulfill the entire solution and the requirements?

The District’s preference is to award one overall contract.

However, if a response is submitted in partnership, please make it known in the response whether two contracts would be desired.

Question 2: Are joint proposals acceptable? e.g., a combined proposal from both the software vendor and implementation (professional services) partner.

If multiple proposals are acceptable is the budget of $170,000.00 for the entire project (implementation as well as licensing)?

See answer to Question 1.

While the FY24 statistic is provided to assist with the development of your response, we do not have a budget range to share with respondents for this RFP scope. Our goal is to provide all the information respondents need to establish a proposal.

Question 3: On page 4 of the RFP document, the District operating budget states $170,000.

Just to confirm, is that the budget for the project for software and implementation services?

See answer to Question 2.

Question 4: The RFP states that the District Operating Budget (FY24) is $170,000.00.

Can the District advise if this budget has changed for FY25?

Also, can Jeffco please provide the scope of this budget? Is the amount intended to cover subscription costs for a college and career readiness platform purchased for grades 6-12?

Are there additional funds allocated for value added options such as a K-5 platform or any optional integrations or services offered?

Our current platform and operating budget are based on grades 6-12. However, we are open to exploring a K-12 model. Please refer to the answer to Question 2 for further details.

Question 5: Can you please provide the breakdown of number of middle school students and high school students?

There are about 25,000 high school students and 16,500 middle school students.

Question 6: Can you please confirm that the elementary student enrollment is 29,000?

There are approximately 27,500 elementary school students.

Question 7: Is there a preferred number of schools to include in the pilot phase?

We don’t have a set number of schools for the pilot phase.

We’re open to hearing from vendors about their experience supporting similarly sized school districts and their recommendations for implementation.

Question 8: Can data migration and training for the remaining schools begin during phase 2 go live to students and families in August 2026?

If the intent is to begin onboarding the remaining schools in August 2026, what is the desired go live date to students and families?

Yes, data migration and training for the remaining schools can begin during phase 2. If a thoughtful implementation and rollout plan is done with fidelity throughout the 2025-26 school year, the desired full go-live date for students and families would be in August 2026. Our top priority will be to ensure that the process supports our current juniors and seniors, minimizing any impact on their application timelines.

We are also open to hearing from respondents on their experience and recommendations for full implementation, ensuring it supports staff, students, and families in a meaningful way.

Question 9: Can you please confirm that the anticipated go live date of the solution is May 2027?

See answer to Question 8.

Question 10: We understand that Jeffco requires the platform to support a variety of user types including approved postsecondary service providers. Can the District kindly provide more information about these providers and how they intend to access the system?

Jeffco requires the platform to support approved postsecondary service providers and community partners facilitating work-based learning opportunities. Secure access should enable meaningful student engagement while maintaining data privacy.

Question 11: Users, Functionality, Access: Please define each of the user groups that will be accessing the system (e.g., Leadership, IT, Teachers, etc.) and how many folks there are in each group.

What actions does each user group need to take within the system? (e.g., view and/or enter data, send email or other communications, create forms, etc.). Do all users need access to reporting or only a portion of users? Please give an example of a report or dashboard that would be beneficial to the team.

District Leadership & Administrators (~100 users) – Oversee implementation, monitor usage, generate reports, and analyze data to support decision-making. Requires full reporting access and the ability to configure system settings.

IT & System Administrators (~10 users) – Manage user accounts, system integrations, and data security. Needs administrative access to maintain platform functionality.

School Counselors & Career Hub Leads (~200 users) – Support student planning, enter and update student data, communicate with students and families, and generate reports on engagement and outcomes. Requires access to student records, messaging tools, and relevant reporting features.

Teachers & Work-Based Learning Coordinators (~300 users) – Facilitate career exploration and work-based learning (WBL) opportunities, track student progress, and provide recommendations. Needs access to student profiles and the ability to input and review relevant data.

Families (~40,000 users) – Support students in planning, access relevant resources, and receive communications.

Needs view-only access with engagement features.

Approved Postsecondary & Workforce Partners (Varied) – Provide career and postsecondary opportunities, engage with students, and track participation. Needs controlled access based on role and partnership agreements.

All users need access to relevant student data based on role permissions. Reporting access should be available primarily for leadership, administrators, and counselors. A student progress dashboard showing postsecondary engagement, career exploration activities, completed ICAP milestones, and WBL participation. This would help staff track student readiness and identify gaps in support.

Question 12: Can you specify the data migration requirements from the current systems? E.g., what systems and how many years of data/records will be migrated?

The district has used Naviance for 11+ years. Data migration should ensure current students retain key information for seamless continuity in planning.

Question 13: What are the system(s) that need to be integrated with the solution? Do you have an existing Integration tool being leveraged or would a recommendation be needed- real time, batched, etc.

from each system? What integrations need to be bi-directional?

Please see RFP document Attachment A, Tab 3, Potential Interface List.

Integration tools/processes will be dependent on each application. In general, our applications may use API, flat file, batch processing, manual uploads, etc. We would be open to business process improvements and suggestions/recommendations for how to interface with your system.

Question 14: Can you name the current technology solutions you hope to replace with this solution?

As mentioned in the RFP document Project Background/Current State, the system currently in use is Naviance.

Question 15: Regarding Parchment integration, does the District already have a contract with Parchment in place for paying for transcript requests and other documents?

Parchment is currently offered through our contract with Naviance.

Question 16: Is the District able to provide more clarity on who, or which departments will be included in the Evaluation Committee?

A variety of departments may be included in the evaluation process including IT, Student Services, PWR Team, District and School Leadership, School Counselors, Teachers, and other relevant roles that support this work across our district.

Question 17: If interviews are conducted, will they be conducted in person or virtually?

If held, demos/interviews will be conducted virtually via a Teams meeting link.

Question 18: Should attachments A, B, C, and D be submitted in the excel format as well or as the one PDF document?

Attachment responses may be submitted in Excel or PDF format.

Question 19: The CAIQ is a tool developed by the Cloud Security Alliance (CSA) to help assess the security of cloud service providers. Since we are not a cloud service provider such as AWS or Azure, do we need to complete Attachment C- CAIQ? We do adhere to the ISO 27001 framework, offer SOC 2 audits, and utilize cloud providers that are Cloud Security Alliance (CSA) certified.

If the proposed solution transfers or stores any Personally Identifiable Information ("PII"), the District will require a

CAIQ.

Question 20: Would it be acceptable to provide a Higher Education Community Vendor Assessment Toolkit (HECVAT) Lite assessment instead of the CAIQ v4.0.3?

See answer to Question 19.

Question 21: On page 20 of the RFP, there is a note stating that "all contractors who have, hold, produce, collect, request, or store in any manner District data may be required to complete a Data Protection Addendum (DPA)." We kindly request that a sample DPA be provided as part of the documents associated with this RFP so that we can review its provisions prior to submitting a proposal and note any exceptions that we may need to request.

Jeffco contract terms and DPA can be found on our website:

https://team.jeffcopublicschools.org/departments/financial-services/procurement/contract-forms https://team.jeffcopublicschools.org/departments/financial-services/procurement/contract-forms https://team.jeffcopublicschools.org/departments/financial-services/procurement/contract-forms