5-Technical Requirements.pdf

Technical Requirements

CONTRACTING DEPARTMENT

6201 Powers Ferry Road, Atlanta, Georgia 30339 • 470-254-8970 • www.fultonschools.org/contracting 1

To include Fulton County School District (FCSD) Technical Requirements in all solution solicitations to ensure technical compatibility and strategic alignment.

The TRD will include all areas of IT that provide the implementation and support of a vendor solution.

The requirements have been grouped into categories throughout the document as follows:

• Monitoring and Performance

• Permissions/Access/Security

• Data Management

• Reporting/Notifications

• Support, Maintenance & Services

• Governance

The document is organized into three sections: Hosting Options, Technical Requirements, and Appendix.

DOCUMENT OBJECTIVE

DOCUMENT ORGANIZATION

Request for Proposal 144-26 Student Mental Health Services http://www.fcspurchasingdept.org/

6201 Powers Ferry Road, Atlanta, Georgia 30339 • 470-254-8970 • www.fultonschools.org/contracting 2

Fulton County School District is open to the following application hosting options:

• Vendor hosts the solution in their environment

Please complete all applicable hosting options and corresponding requirement questions.

# REQUIREMENTS

ARE

MET?

(Y/N)

VENDOR RESPONSE

Network/Infrastructure

1.1.1

Describe in detail the physical environment used to host the application, including:

a. Hosted locations (city or cities) must be within the Continental

US.

b. Hardware

c. Operating systems

d. The hosting vendor (I.e., AWS, Azure, etc.), if applicable

Data Management

1.1.2

Describe and provide documentation on your capabilities to secure and segregate FCS data from any other customer, including:

a. Physical hardware separation

b. Data segregation

c. Unauthorized use

1.1.3

Any data provided, entered, or derived in the application will be the property of Fulton County Schools. Describe how you will give this data to Fulton County Schools on a minimum of a nightly basis.

1.1.4 Describe how data transfers are accomplished and by what secure mechanism.

Permissions/Access/Security

SECTION 1: HOSTING OPTION

VENDOR HOSTED

Request for Proposal 144-26

6201 Powers Ferry Road, Atlanta, Georgia 30339 • 470-254-8970 • www.fultonschools.org/contracting 3

1.1.5

Describe any requirements, limitations, and/or considerations for access from an FCS location (school or administrative center), including potential firewall, caching servers, network volume, and/or browser-level issues.

1.1.6

Describe any requirements, limitations, and/or considerations for access from a non-FCS location (i.e., home), including potential firewall, caching servers, network volume, and/or browser-level issues.

Monitoring & Performance

1.1.7

Describe your processes for load testing, monitoring performance, and response times on an active basis and after an incident is reported. Include parameters/measurements of response times (end-to-end basis, only within the facility, etc.)

1.1.8

Describe your processes to analyze hardware and bandwidth capacity, and the frequency at which these processes are executed.

1.1.9

Describe the impact a hardware failure would have on the application, including access to redundant hardware to replace equipment in the event of failure.

1.1.10

Describe any single point of failure in your environment. If there are none, describe the analysis and testing completed to confirm no failure points.

Request for Proposal 144-26

6201 Powers Ferry Road, Atlanta, Georgia 30339 • 470-254-8970 • www.fultonschools.org/contracting 4

1.1.11

Describe the fault tolerance built into your environment, including:

a) How is your facility hardened to withstand natural disasters or local insurrections

b) The facility’s generator capability in case of a long-term power outage

c) Whether the facility has multiple physical data lines coming from multiple directions to the site

d) The level of data mirroring provided

e) Virus protection processes in place

f) Anti-hacking and attack processes in place

g) The arrangements with multiple ISPs if an ISP becomes unavailable

h) The arrangements with local utility providers to restore service in the event of an outage

i) Provide Technology Audit Reports that show frequency and compliance

1.1.12

Describe your data backup processes, including:

a) Backup frequency

b) Backup processes used

c) Backup storage location

d) Frequency that backups are moved off-site

e) Number of versions and frequency of backups that are retained

f) Timeframe for recovering data from a backup if required (on-site and off-site)

g) Ability to do a point-in-time recovery

h) The process for deciding if data needs to be restored and the notification/communication process, intended recipients, and escalation process.

Request for Proposal 144-26

6201 Powers Ferry Road, Atlanta, Georgia 30339 • 470-254-8970 • www.fultonschools.org/contracting 5

1.1.13

Describe in detail the processes and procedures that are in place in the event the primary host site becomes unavailable, including the following:

a) Arrangements to replace the facility

b) If multiple organizations share the alternative site, and if so, the facility's capacity to handle a regional disaster such as a widespread flood or hurricane damage

c) Geographic proximity of the alternative site to the primary site

d) The specific criteria used to declare a disaster situation

e) The input FCS should be the declaration

f) The frequency of testing disaster recovery procedures and processes

g) The completeness of testing (i.e., is the data completely recovered, and is connectivity tested)

h) If testing is unsuccessful, the timeframe for re-testing

1.1.14

List the dates and durations of any unplanned outages for more than 8 hours within the last 3 years. Include root cause determination, process/steps taken to remediate the issue(s), and what was done to eliminate the risk of recurrence

1.1.15

List the dates and durations of any unplanned outages for more than 1 hour within the last 12 months. Include root cause determination, process/steps taken to remediate the issue(s), and what was done to eliminate the risk of recurrence.

Lastly, include any trend/summary analysis of events and the actions taken.

Support, Maintenance & Services

Request for Proposal No. 144-26

6201 Powers Ferry Road, Atlanta, Georgia 30339 • 470-254-8970 • www.fultonschools.org/contracting 6

1.1.16 Describe your hardware refresh cycle.

1.1.17

Describe the testing procedures in place for system and application software maintenance. Is a UAT environment available for FCS testing of new releases and/or new data processes?

1.1.18

Describe the change control processes used and what is tracked as a change.

Include, change classifications, priorities, and corresponding definitions

Disaster Recovery

1.1.19

Describe any experience with invoking your disaster recovery processes, including:

a) The length of time the application was unavailable

b) Any specific issues that were encountered

Request for Proposal No.144-26

6201 Powers Ferry Road, Atlanta, Georgia 30339 • 470-254-8970 • www.fultonschools.org/contracting 7

# REQUIREMENTS

ARE

MET?

(Y//N)

DETAILED VENDOR RESPONSE

2.2.1 Describe how FCS can monitor application up-time and performance.

2.2.2 Describe how you will assist FCS with application load and stress-testing

2.2.3 Describe how performance metrics are collected and reported across the application landscape.

# REQUIREMENTS

ARE

MET?

(Y/N)

DETAILED VENDOR RESPONSE

2.3.1

Describe how your application will support Active Directory integration utilizing one or more of the following methods:

a. OAUTH2

b. SAML

c. LDAPS

2.3.2 If your application cannot support Active Directory Integration, describe how users log in and how permissions are maintained.

2.3.3 Describe your ability to integrate with Active Directory group-based roles and security.

SECTION 2: T E C H N I C A L R E Q U I R E M E N T S

MONITORING AND PERFORMANCE

PERMISSIONS/ACCESS/SECURITY

Request for Proposal No. 144-26

6201 Powers Ferry Road, Atlanta, Georgia 30339 • 470-254-8970 • www.fultonschools.org/contracting 8

2.3.4

Describe how District roster information will map to a minimum of the following user types:

a. Teachers

b. Student

c. Principal

d. School Administrators

e. District Administrators

f. Curriculum Administrators

g. Application Administrators

h. Parents

2.3.5

Describe in detail the system and network security that will be in place, assuring the security and confidentiality of the data per state and federal requirements (FERPA, HIPAA, CIPA, COPPA, etc.). This includes both on-site and in-flight through networks and the Internet.

2.3.6 Describe administrative processes that are required for user maintenance and authorization.

2.3.7

Describe the application’s ability to maintain an audit trail of who logged into the software, accessed, and/or modified any records for a particular student, including date, time, and what was changed.

Request for Proposal No. 144-26

6201 Powers Ferry Road, Atlanta, Georgia 30339 • 470-254-8970 • www.fultonschools.org/contracting 9

2.3.8

Describe the licensing model, including:

a) Provide the process required to grant system access to various roles (i.e., principals, assistant principals, curriculum support teachers, instructional coaches, data coaches, program specialists, directors)

b) What is your process to address licenses that exceed the amount purchased?

2.3.9 Describe the activation model/process for

licenses.

2.3.10

Describe how your application will support:

a) Staff at multiple locations (example - teachers or administrators associated with multiple schools).

b) Staff with multiple roles (example: a teacher who is also a grade level chair).

2.3.11

Describe how your application can control any potential conflicts between automated rostering and any manually entered rostering.

2.3.12 Describe how your application can support

user impersonation for problem resolution.

2.3.13 Describe your ability to provide a SOC2 audit

report or equivalent and security documentation upon request.

# REQUIREMENTS

ARE

MET?

(Y//N)

DETAILED VENDOR RESPONSE

DATA MANAGEMENT

Request for Proposal No. 144-26

6201 Powers Ferry Road, Atlanta, Georgia 30339 • 470-254-8970 • www.fultonschools.org/contracting 10

2.4.1

FCS supports Project Unicorn and expects our vendors to utilize industry-standard data interoperability. Describe how your application supports and uses industry standard interfaces, including:

a. IMS OneRoster for importing rosters and/or passing results, including the version(s) supported and the method of interface (API or CSV).

b. Ed-Fi, including the version(s) supported and the areas supported (i.e., assessment results, rostering, etc.)

c. IMS CASE for identifying learning standards

d. IMS Learning Tools Interoperability (LTI) for content sharing, including the version(s) supported

e. IMS Common Cartridge (CC) and/or Thin Common Cartridge (TCC) for content sharing, including the version(s) supported

f. IMS QTI for assessment item import or export

2.4.2

If not addressed in question 2.4.1 above, describe how your platform can integrate with other learning management systems and our SIS (Infinite Campus). Including the following:

a. How the platform passes assignment grades back to the district’s SIS.

b. If applicable, learning material content.

c. Do additional fees apply?

2.4.3

If your application does not support IMS OneRoster or Ed-Fi for rostering, describe how your application will support a minimum nightly refresh of roster data.

2.4.4

Describe the usage data available, including:

a. Total time in the system

b. Time spent per task

c. Successful completion of task

d. Last usage date time

e. Rushed assignments

2.4.5

Describe all data, with corresponding details and definitions, that is needed for your application. Differentiate what is required and what is optional, and the impact of not including optional data.

Request for Proposal No. 144-26

6201 Powers Ferry Road, Atlanta, Georgia 30339 • 470-254-8970 www.fultonschools.org/contracting 11

2.4.6

Any data provided, entered, or derived in the application will be the property of Fulton County Schools. Describe how you will provide this data to Fulton County Schools on a minimum of a nightly basis.

2.4.7

Describe data processes if services are terminated, to include:

a. ownership of all data to solely belong to

FCS

b. Methods of data retrieval

c. Destruction of data after retrieval

# REQUIREMENTS

ARE

MET?

(Y//N)

DETAILED VENDOR RESPONSE

2.5.1

Describe the available reporting, including:

a. Student performance reports

b. Student growth over time

c. Ability to disaggregate by subgroups

d. Ad Hoc reporting

e. Multilingual support (i.e., reports for parents in other languages)

f. Provide sample reports

2.5.2 Describe the ability to set up alerts for

teachers based on custom parameters.

# REQUIREMENTS

ARE

MET?

(Y//N)

DETAILED VENDOR RESPONSE

2.6.1 Describe how you will install, maintain, support, upgrade, and patch the application, including production, testing, and development environments.

REPORTING/NOTIFICATIONS

SUPPORT, MAINTENANCE & SERVICES

Request for Proposal No. 144-26

6201 Powers Ferry Road, Atlanta, Georgia 30339 • 470-254-8970 • www.fultonschools.org/contracting 12

2.6.2

Describe your Customer Relationship Management services, including:

a. Provide the process followed to identify an appropriate resource to act as the central point of contact for the FCS account. Define the skills, experience, and qualifications outlined for this role.

Include the level of authority for decision-making and approval.

b. Provide the process used to monitor, control, and manage issues. Include frequency, issue prioritization, escalation, required approvals, and communication processes.

c. Provide your channels for contact, including a process for FCS to report system bugs and product enhancement requests.

d. The performance measures used to track CRM performance and customer satisfaction.

2.6.3

Describe your Service Level Indicators (SLI/SLA), including:

a. Provide your Service Level Objectives for all services/activities (i.e., latency, throughput, application availability, error rate). Include SLA metrics, monitoring, reporting, and remediating processes when results deviate from metric goals.

b. Uptime guarantees during primary operating hours (7 AM-4 PM EST)

c. Uptime guarantee after business hours, nights, weekends, and holidays

d. The maximum amount of downtime that can occur, including in the event of a disaster situation.

e. SLAs regarding response time of the application and the remediation process if the SLA is not met.

f. Guaranteed response times to support issues by severity level, including a clearly defined escalation process and how severity levels are determined.

g. Provide compensation and/or punitive impact options when an SLA is not met.

h. The process for determining if an SLA is met.

The arbitration process is invoked if the vendor and FCS disagree on whether SLAs are met.

Request for Proposal No. 144-26

6201 Powers Ferry Road, Atlanta, Georgia 30339 • 470-254-8970 • www.fultonschools.org/contracting 13

# REQUIREMENTS

ARE

MET?

(Y//N)

DETAILED VENDOR RESPONSE

2.7.1

Describe your implementation options and estimated timeline with activities, milestones, and deliverables. Include all applicable supporting information, details, and diagrams.

2.7.2

Provide deliverables throughout the project that include:

a. Comprehensive project plan

b. Comprehensive training plan

c. Process maps & documentation

d. Data dictionary

e. Custom reports (if applicable)

GOVERNANCE

Request for Proposal No. 144-26

6201 Powers Ferry Road, Atlanta, Georgia 30339 • 470-254-8970 • www.fultonschools.org/contracting 14

2.7.3

Describe your Project Management methodology, approach, and practices.

Include the following competencies/areas:

a. Scope Management

b. Workplan/Time Management

c. Risk Management

d. Change Management

e. Issue Management

f. Quality Management

g. Knowledge Transfer

h. Communication Management

i. Testing Strategy / Plan (unit, integration, release, beta)

j. Training

Include all applicable supporting information, details, and diagrams.

2.7.4

Describe the training options that will be provided with the implementation and available on an ongoing basis. Include:

a. Types of training (i.e., general, role-based, technical, etc.)

b. Number of each type of training

c. Class size limitations and restrictions

d. Methods of training (individual, train-the-trainer, customized to FCS, etc.)

e. Mediums for training (i.e. face-to-face, webinar, recorded face-to-face, self-paced, virtual, etc.)

f. Training Plan

g. Soft copy of training materials

2.7.5

Describe the approach and deliverables to support an effective communication plan, including:

a. Differentiated communication strategies based on stakeholder audience

b. “Print-ready” materials that can be shared with various stakeholders

c. Definitions of communication venues and methods

d. Timing, sequence, accountability, and measurement

2.7.6

Describe the notification process in the event of an impending change, and what influence we have in determining when changes will be made and implemented.

Request for Proposal No. 144-26

6201 Powers Ferry Road, Atlanta, Georgia 30339 • 470-254-8970 • www.fultonschools.org/contracting 15

Fulton County School District prefers a provider who can implement and be certified compliant (imscert.org) with IMS Global Common Cartridge and Learning Tools Interoperability (LTI)® standards to achieve interoperability with a wide variety of IMS Global certified learning platforms.

The solution will:

• Provide Fulton County Schools with a unified K-12 content standard for vendor-populated digital content.

• Allow the district to distribute and manage digital assets for use in our Learning Management System (LMS) or other standards-based delivery platforms

SECTION 3: APPENDIX

APPENDIX I: CONTENT ACCESS STANDARDS

Request for Proposal No. 144-26

6201 Powers Ferry Road, Atlanta, Georgia 30339 • 470-254-8970 • www.fultonschools.org/contracting 16

Fulton County Schools Interoperability Statement

1. Fulton County Schools realizes that, much like the operating system of a computer or mobile device, the real power of digital learning comes when the platform, digital instructional materials, and other learning applications work as one integrated system to support standards-aligned teaching and learning. Through this RFP (or contract), the District seeks suppliers that best support this strategic vision by ensuring a more cohesive and effective digital learning ecosystem.

This interoperable setting is best achieved through the application and certified use of the IMS Global Learning Consortium education data standards.

2. Fulton County Schools uses the following Learning platforms with which the content must be interoperable:

• Instructure Canvas as its Learning Management System (LMS); and

• Illuminate Education as its assessment platform.

Fulton County Schools is a K-12 Contributing Institutional Member of IMS Global and intends to require winning suppliers to achieve and maintain certification for the standards listed below. For more information on standards and product certification, visit https://www.imsglobal.org.

Georgia Academic Standards

1. The District uses the Georgia Standards of Excellence in the Competency & Academic Standards Exchange (CASE) format to define its learning objectives. CASE is the interoperability standard for articulating academic standards and workforce competencies. More information on the CASE standard can be found at https://www.imsglobal.org/activity/case. Georgia has made its case-formatted standards available through the CASE Network for the procured supplier(s) to use in aligning content with the correct Georgia Academic Standards, supporting aligned instruction.

For more information on CASE Network, visit https://www.imsglobal.org/casenetwork.

2. At a minimum, the District requires the supplier to align each element of its content to the Georgia Academic Standards using CASE-formatted standards distributed through the IMS Global CASE Network at the time of content delivery. IMS Global is committed to supporting the procured suppliers in making these required alignments through a no-cost CASE Network membership. The District reserves the right to request evidence of Georgia CASE alignments, subject to the hold-back provision listed below. More information on CASE certification can be found at: https://www.imsglobal.org/competencies-and-academic-standards-exchange-conformance-certification.

• Third-Party Platform and/or Alignment Services. Suppliers may work with third-party alignment services to satisfy this requirement, as long as the supplier and provider are, at a minimum, CASE Alliance Members (no cost) and can demonstrate alignment with the Georgia Standards of Excellence found in the CASE Network.

APPENDIX II: INTEROPERABILITY

Request for Proposal No. 144-26 Student Mental Health Services http://www.fcspurchasingdept.org/ https://www.imsglobal.org/ https://www.imsglobal.org/activity/case https://www.imsglobal.org/casenetwork https://www.imsglobal.org/competencies-and-academic-standards-exchange-conformance-certification https://www.imsglobal.org/competencies-and-academic-standards-exchange-conformance-certification

6201 Powers Ferry Road, Atlanta, Georgia 30339 • 470-254-8970 • www.fultonschools.org/contracting 17

Roster Interoperability

The District is requesting 1EdTech certified support for OneRoster version 1.2. In the case where the supplier currently supports and is certified for OneRoster version 1.1, please provide a timeline for upgrading to the most recent version. Regarding class or student roster information for the provisioning of content, the District requires the supplier to use OneRoster v1.1 for this purpose, with the ability to report results to Infinite Campus, the District’s Student Information System (SIS). By requiring rostering information, the supplier agrees to achieve and maintain 1EdTech certification, formerly known as IMS Global Learning Consortium.

• For more on OneRoster, visit: https://www.imsglobal.org/activity/onerosterlis.

Content Interoperability

1. The District intends to work with the supplier to make their content seamlessly available throughout District LOR and District LMS using the Thin Common Cartridge (TCC) and/or LTI v1.3. Furthermore, the content must be discoverable using LTI Resource Search.

• For more on the Thin Common Cartridge, visit: https://www.imsglobal.org/activity/common-cartridge.

• For more on LTI v1.3, visit: https://www.imsglobal.org/activity/learning-tools-interoperability.

• For more on LTI Resource Search, visit: https://www.imsglobal.org/activity/lti-resource-search.

2. The District will require TCC and LTI v1.3 certification from the supplier at the time of deployment for these platforms. District will require TCC alignments using CASE at the time of delivery. The District will work with the supplier to leverage Question & Test Interoperability (QTI) into the assessment platform and LTI Research Search during deployment or create a roadmap for implementation.

Request for Proposal No. 144-26 Student Mental Health Services http://www.fcspurchasingdept.org/ https://www.imsglobal.org/activity/onerosterlis https://www.imsglobal.org/activity/common-cartridge https://www.imsglobal.org/activity/common-cartridge https://www.imsglobal.org/activity/learning-tools-interoperability https://www.imsglobal.org/activity/learning-tools-interoperability https://www.imsglobal.org/activity/lti-resource-search https://www.imsglobal.org/activity/lti-resource-search