26950 - RFI Attachment A.xlsx
XLSX spreadsheet 60 KB Posted
- Attached to
- Mass Communication System RFI
- Solicitation number
- 26950
- Issued by
- Jefferson County, Colorado
About this file
This document is a Request for Information (RFI) issued by Jefferson County Public Schools in Colorado for a Mass Communication System replacement project. The RFI seeks comprehensive information from potential vendors about a communication platform that can support multi-channel communication across a large school district with over 140 schools. The document outlines detailed technical, functional, legal, and security specifications for a communication system, including requirements for accessibility, data privacy, multilingual capabilities, emergency notifications, and integration with existing systems like Infinite Campus, Oracle PeopleSoft, and Entra ID.
The RFI includes a cost worksheet requesting vendors to provide low and high estimates for one-time and recurring costs, covering software licensing, professional services, customization, training, integrations, and annual subscription fees. The district is specifically interested in a scalable solution that can accommodate growing student populations, support diverse communication needs, and ensure robust information security practices. Vendors are expected to demonstrate compliance with accessibility standards, data privacy regulations, and provide comprehensive documentation on service level agreements, incident response, and technical capabilities. The document indicates the district is exploring options and gathering market intelligence to inform a potential future procurement of a mass communication system.
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| 26950 - Mass Communication System RFI_.pdf |
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1. Vendor Profile
| Vendor Profile |
| Instructions for completing this worksheet: Please provide the company profile below. |
| Profile |
| Company's registered name: |
| Company's common name or dba: |
| Response contact: |
| Response contact email: |
| Please provide a summary of services your company provides: |
| Please help us get to know your company. What should the District know? |
| Please broadly share your experience working with public education Pre-k - 12th grade entities. |
| Please share other considerations or recommendations you would like the District to be aware of or consider. |
| Software Overview | ||
| A Software Overview is a nonbinding opportunity to showcase features and highlights of a software system and provide the District with a more indepth look at the functionality during a demonstration. Demonstrations will be at the vendors cost, the District will not be liable for any expense related to demonstrations or software overview. | ||
| Yes/ If Available / Not at this time | Comment | |
| Please indicate your willingness and interest in providing the District with an informational Software Overview session at a later date. Upon receipt of responses to this RFI, the District may perform further planning into dates and format based upon responses received. |
2. Avail. of Specifications
| Availability of Specifications | |
| Instructions for completing this worksheet: Indicate in Column C whether the solution meets the specification. Provide Comments to expand on answers. | S |
| No | Functionality/Specifications | Meets Spec (Yes or No) | Comments |
| Legal | |||
| 1.01 | Achieves or exceeds WCAG 2.1 Level AA conformance for both front- and back-end users as required by Colorado HB21-1110, Section 504, Section 508 and Title II of the ADA. | ||
| 1.02 | Complies with future versions of WCAG as required by state and federal web accessibility legislation. | ||
| 1.03 | Provides an Accessibility Conformance Report (ACR) for the product. | ||
| 1.04 | Complies with CRS 22-16-101 to ensure student data privacy. | ||
| 1.05 | Ensures full compliance with FERPA to safeguard the privacy of student and family PII, and guarantees that student or family data is not sold or used for any purpose other than to meet the functional requirements of the tool. | ||
| 1.06 | Aligns with COPPA requirements for users under the age of 13. | ||
| Functional | |||
| 2.01 | Supports multi-channel communication (e.g., email, SMS, voice, push notifications) to accomodate diverse communication needs for a large school district (over 140 schools) | ||
| 2.02 | Provides emergency notification capabilities with prioritization capabilities to ensure reliable and fast delivery during high-demand situations. | ||
| 2.03 | Supports on-demand and scheduling for one-way communication, including email newsletters, SMS, and voice. | ||
| 2.04 | Provides two-way communication that can be configured by admins for use by schools and families. Admins must have the ability to determine who receives and responds to messages related to mass communications. | ||
| 2.05 | Supports flexible automated communication through various communication methods with configurable triggers. | ||
| 2.06 | Provides full multilingual capabilities and supports a combination of automated and manual content translation to multiple languages. | ||
| 2.07 | Includes customizable templates to support varied communication scenarios such as announcements, reminders, and updates. | ||
| 2.08 | Offers a user-friendly interface for both district staff and families, ensuring intuitive navigation for all users. | ||
| 2.09 | Offers targeted communication by allowing the segmentation of users into relevant groups (e.g. school, grade level, student group or staff role). | ||
| 2.10 | Facilitates a mobile-first approach that scales to desktop, tablet, and mobile environments. | ||
| 2.11 | Demonstrates compatibility with both iOS and Android platforms. | ||
| 2.12 | Supports the granular control of user roles, permissions, and access levels, ensuring different user groups can only perform tasks relevant to their responsibilities. | ||
| Technical | |||
| 3.01 | Operates as a cloud-based solution with a reasonable uptime guarantee, ensuring continuous availability. | ||
| 3.02 | Supports automated user provisioning with either "Just in Time" upon successful SSO login or SCIM. If these are not supported, explain how the application will provision users. | ||
| Data | |||
| 4.01 | Ensures that all data generated or stored by the system remains the sole property of the district. | ||
| 4.02 | Establishes and maintains a data management process. In the process, addresses data sensitivity, data owner, handling of data, data retention limits and disposal requirements based on sensitivity and retention standards for the enterprise. Reviews and updates documentation annually or when significant enterprise changes occur that could impact this Safeguard. | ||
| 4.03 | Configures data access control lists based on a user's need to know. Applies data access control lists, also known as access permissions, to local and remote file systems, databases and applications. | ||
| 4.04 | Retains data according to the enterprise's data management process. Data retention must include both minimum and maximum timelines. | ||
| 4.05 | Collects audit logs and ensures logging is enabled across enterprise assets, in accordance with the enterprise's audit log management process. In the event of an incident, Jeffco IT staff must have the ability to download or access logs related to incident response or investigations. | ||
| 4.06 | Retains audit logs across enterprise assets for a minimum of 90 days. | ||
| 4.07 | Collects service provider logs where supported. Example implementations include collecting authentication and authorization events, data creation and disposal events. | ||
| 4.08 | Establishes and maintains a data recovery process. In the process, addresses the scope of data recovery activities, recovery prioritization and security of backed-up data. Reviews and updates documentation annually or when significant enterprise changes occur that could impact this Safeguard. | ||
| 4.09 | Performs automated backups of in-scope enterprise assets. Runs backups weekly, at a minimum, based on the sensitivity of the data as determined by the district. | ||
| 4.10 | Protects recovery data with equivalent controls of the original data. References encryption or data separation based on requirements. | ||
| 4.11 | Tests backup recovery quarterly, at a minimum, for a sampling of in-scope enterprise assets. | ||
| Information Security | |||
| 5.01 | Employs AES-256 encryption or higher for all data at rest to ensure data integrity. | ||
| 5.02 | Aligns with recognized security standards such as the NIST Cybersecurity Framework, ISO 27001, SOC 2 audits or CAIQ to ensure robust information security practices. | ||
| 5.03 | Uses technical controls, such as application allowlisting, to ensure that only authorized software can execute or be accessed. Reassess bi-annually, at a minimum. | ||
| 5.04 | Establishes and maintains a detailed inventory of all licensed software installed on enterprise assets. The software inventory must document the title, publisher, initial install/use date, and business purpose for each entry; where appropriate, include the URL, app store(s), version(s) deployment mechanism, and decommission date. Reviews and updates the software inventory bi-annually, at a minimum. | ||
| 5.05 | Supports SSL/TLS 1.2 or greater for all data in transit across all applications and domains. | ||
| 5.06 | Requires MFA for all administrative access accounts, where supported, on all enterprise assets, whether managed on-site or through a third-party provider. | ||
| 5.07 | Defines and maintains role-based access control by determining and documenting the access rights necessary for each role within the enterprise to successfully carry out its assigned duties. Performs access control reviews of enterprise assets to validate that all priveleges are authorized on a recuring schedule annually, at a minimum. | ||
| 5.08 | Establishes and maintains an inventory of service providers. The inventory is to list all known service providers, include classification(s) and designate an enterprise contact for each service provider. Reviews and updates the inventory annually or when significant enterprise changes occur that could impact this Safeguard. | ||
| 5.09 | Classifies service providers. Classification consideration may include one or more characteristics such as data sensitivity, data volume, availability requirements, applicable regulations, inherent risk and mitigated risk. Updates and reviews classifications annually or when significant enterprise changes occur that could impact this Safeguard. | ||
| 5.10 | Ensures service provider contracts include security requirements. Example requirements may include minimum security program requirements, security incident, and/or data breach notification and response, data encryption requirements and data disposal commitments. These security requirements must be consistent with the enterprise's service provider management policy. Reviews service provider contracts annually to ensure contracts are not missing security requirements. | ||
| 5.11 | Assesses service providers according to the enterprise's service provider management policy. The assessment scope may vary based on classification(s) and may include a review of standardized assessment reports such as SOC 2, customized questionnaires, or other appropriately rigorous processes. Reassesses service providers annually, at a minimum, or with new and renewed contracts. | ||
| 5.12 | Monitors service providers according to the enterprise's service provider management policy. Monitoring may include periodic reassessment of service provider compliance, monitoring service provider release notes and dark web monitoring. | ||
| 5.13 | Securely decommissions service providers. Examples of considerations include user and service account deactivation, termination of data flows and secure disposal of enterprise data within service provider systems. | ||
| 5.14 | Ensures secure authentication for parents and older students when accessing or responding to messages, such as attendance or grades. | ||
| Support & Training | |||
| 6.01 | Delivers regular system updates and maintenance, ensuring continued system performance without additional costs. | ||
| 6.02 | Supports the tool with comprehensive training and customer service. This includes training materials such as instructional videos and written tutorials. | ||
| 6.03 | Communicates any upcoming changes, upgrades and releases to the district ahead of time. This includes any changes that could potentially affect the services provided to the district. | ||
| 6.04 | Provides a single point of contact (SPOC) for both technical and support issues. |
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3. Scope Q&A
| Scope Q&A | ||
| Instructions for completing this worksheet: Below are a list of scope questions. Please provide responses in the Answer column. | ||
| No | Scope | Answer |
| Functional | ||
| 1.01 | How can you demonstrates a proven track record of maturity, stability and reliability? Provide details. | |
| 1.02 | How does the system effectively manage high-volume messaging, particularly during emergencies, ensuring reliability and speed? | |
| Technical | ||
| 2.01 | Provide comprehensive documentation on SLA to set expectations for potential outages. The SLA should include specific response times, and penalties for failure to meet the response and rectification times. Additionally, provide the SaaS provider DR and procedures, which must include the DR time and frequency of procedure testing. Please list "Complete" in Answer column if added to your response. | |
| 2.02 | Provide comprehensive and transparent documentation of the application architecture. Include descriptions of any cloud dependencies. Please list "Complete" in Answer column if added to your response. | |
| 2.03 | What are the resource capacity limitations including limits to storage and hit capacity? | |
| 2.04 | What is the typical delivery speed for mass notifications sent through the system, including the time it takes for messages to be delivered to recipients across various channels? | |
| 2.05 | How does the system support oSPF/DKIM for the usage of DMARC when spoofing jeffco.k12.co.us e-mail addresses for sending? | |
| Data | ||
| 3.01 | Provide documentation for policies on data retention, archival, and deletion to meet compliance standards. Please list "Complete" in Answer column if added to your response. | |
| 3.02 | How does the system archive secure data transfer protocols, ensuring compatibility with the district's existing data formats and frameworks? | |
| Information Security | ||
| 4.01 | Provide comprehensive documentation for incident response, including timelines for breach notification and resolution. Please list "Complete" in Answer column if added to your response. | |
| Support & Training | ||
| 5.01 | Provide comprehensive documentation explaining the escalation chart or path and appropriate contact methods for all specific SPOCs (single point of contact). Denote service hours and after hours support if different. Please list "Complete" in Answer column if added to your response. | |
| 5.02 | Provide comprehensive documentation for defined SLA levels of severity for customer service response. Please list "Complete" in Answer column if added to your response. | |
| 5.03 | Describe any significant enhancements planned for your product or service in the next 6 to 12 months. |
4. Potential Integrations
| Potential Integrations List (Additional Software Applications) |
| Instructions for completing this worksheet: |
| Below is a list of software applications used by the District that are subject to integration, or desired subject to integration, with a new mass communication system. |
- Please provide your experience in integrating, interfacing, and/or transferring data with the additional applications listed below. If intergration is available, use the Vendor Description of Solution column to describe what tools are used to successfully link communications with the third-party application and your system (e.g. file transfer, API).
- Utilize the Comments column for additional notes
- Use the "Other" section to specify any other applications currently integrated
| No | Application | Use/Summary | Vendor Experience (Y/N) | Vendor Description of Solution | Comments |
| 1 | Infinite Campus | The integration should synchronize: |
- Student, parent, and guardian communication preferences, contact information
- Student records including grades and attendance
- Inclusive identity categories for parent and guardians (e.g. mother, father, parent)
| 2 | Oracle PeopleSoft | The integration should synchronize employee communication preferences and contact information as well as employee records including building or location, job code, and job title. |
| 3 | Workday* | The integration should synchronize employee communication preferences and contact information as well as employee records including building or location, job code, and job title. |
| 4 | Oracle Fusion* | The integration should synchronize employee communication preferences and contact information as well as employee records including building or location, job code, and job title. |
| 5 | Entra ID | Supports SSO Login with OIDC/SAML/WS-Fed and SLO Logout using Entra ID as the Identity Provider. |
| 6 | Industry-standard CRM | The integration should synchronize communication preferences. |
| 7 | Canto DAM | The integration should synchronize digital media assets including photos and graphic files. |
| Other | ||
| 8 | ||
| 9 | ||
| 10 | ||
| *The District is in the process of negotiating a replacement ERP agreement with an implementor and software vendor. |
We would like information on your integration capabilities with these potential softwares.
5. Cost
| Cost Worksheet |
| Instructions for completing this worksheet: Please provide a low and high cost estimate to implement the software solution identified in your response to this RFI. We understand that costs presented are for planning purposes only and will not be binding in any way. |
| In addition to licensing, we are interested in understanding costs for high message volumes, integrations, or premium features. Please outline any factors that may impact pricing, such as scalability or usage during emergencies. |
| The platform must be scalable to accomodate a growing student population, with clear details provided on any related pricing adjustments or additional costs for increased capacity. |
| Respondents are highly encouraged to include narrative in the Comments column to help explain any factors that may impact the low/high estimates as well as any additional considerations related to costs in general. |
| It is the District's expectation that the cost estimate provided includes costs for all systems, platforms, licensing and any other necessary features for a fully functional software solution. Any other costs not listed below that are necessary for a fully functional software solution should be included in the estimate. |
Note: recurring subscription costs such as SaaS fees should be listed under the recurring costs at the bottom of the worksheet.
| One-Time Costs | |||
| Low Estimate | High Estimate | Comments | |
| Software Licensing (One-Time, if applicable) | |||
| Professional Services Costs | |||
| Customization | |||
| Training | |||
| Interface/Integration Development Costs | |||
| Hardware Costs | |||
| Other Costs (please specify) | |||
| Other Costs (please specify) | |||
| Total One-Time Costs | $0.00 | $0.00 |
| Recurring Costs | |||
| Low Estimate | High Estimate | Comments | |
| Annual Subscription (SaaS) Fees | |||
| Annual Maintenance and Support | |||
| Annual Hosting Fees | |||
| Other Recurring Costs (please specify) | |||
| Other Recurring Costs (please specify) |
| Projected Recurring Annual Fee Schedule | |||
| Rate of Increase over Prior Year (as a percentage) | Maintenance Costs (as a dollar amount) | Comments | |
| Year 1 | |||
| Year 2 | |||
| Year 3 | |||
| Year 4 | |||
| Year 5 |
| Optional Costs | |||
| Optional service offerings; software functionality; hardware; etc. | |||
| Optional Cost Item | |||
| (please describe) | Low Estimate | High Estimate | Comments |
| High Message Volumes | |||
| Usage during Emergencies |
Open Vendor Comments Related to Pricing
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