9-AL26-016 Statement of Work.doc

REQUEST FOR PROPOSAL

K12 Keyboarding Digital Platform Solicitation AL26-016

This Request for Proposals (RFP), having been determined to be the appropriate procurement method to provide the best value to the Granite School District (“GSD” or “District”). The RFP is designed to provide interested offerors with sufficient basic information to submit proposals meeting minimum requirements but is 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 specifications to evidence service capability under any agreement. GSD will not be liable for any costs proposers may incur in the preparation or presentation of this proposal.

No contact is to be had with any district employees or Board of Education members during the RFP process through contract award regarding the RFP. Contact is to be made through the Purchasing Department only.

This RFP is issued in accordance with State of Utah Procurement Code, Utah Code Annotated (UCA) Chapter 63G-6a, and applicable Rules found in the Utah Administrative Code (UAC). If any provision of this RFP conflicts with the UCA or UAC, the UCA or UAC will take precedence.

I. PURPOSE OF REQUEST FOR PROPOSAL (RFP)

The purpose of this request for proposal is to enter a contract with a qualified firm to provide keyboarding instruction and assessment to elementary (K-5) students. It is anticipated that this RFP may result in a contract award to a single contractor.

This RFP is designed to provide interested offerors with sufficient basic information to submit proposals meeting minimum requirements but is 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 specifications to evidence service capability under any agreement.

Granite School District will not be liable for any cost’s proposers may incur in the preparation or presentation of this proposal.

II. BACKGROUND

In Utah, state Board Rule R277-700-4(6) states, "An LEA shall assess students for proficiency in keyboarding…” Granite is looking for a web-based tool that will provide keyboarding instruction and assessment to students.

III. PRIVATE

ISSUING OFFICE AND RFP REFERENCE NUMBERtc \l 1 "ISSUING OFFICE AND RFP REFERENCE NUMBER" The District’s Purchasing Department is the issuing office for this document and all subsequent addenda relating to it, on behalf of the Educational Technology Department. The reference number for the transaction is Solicitation #AL26-016. This number must be referred to on all proposals, correspondence, and documentation relating to the RFP.

NOTICE: Wherever the term bid, bidder, bidding or quote appears in this solicitation or reference is made to a bid, bidder, bidding, or quote, it shall be interpreted to mean offeror, as defined in 63G-6a-103(53), RFP, or Request for Proposals, as defined in 63G-6a-103(71) and the procurement shall be conducted subject to the provisions of 63G-6a-701-Part 7.

IV. PRIVATE

LENGTH OF CONTRACTtc \l 1 "LENGTH OF CONTRACT" The Contract resulting from this RFP will be for a period of one year.

The contract may be extended beyond the original contract period year-to-year for up to four (4) additional years at the school district’s discretion and by mutual agreement.

The District reserves the right to review contract(s) on a regular basis regarding performance and cost analysis and may negotiate price and service elements during the term of the contract.

V. PRIVATE

PRICE GUARANTEE PERIODtc \l 2 "PRICE GUARANTEE PERIOD" All pricing must be guaranteed for one year. Following the guarantee period, any request for price adjustment must be for an equal guarantee period and must be made at least 30 days prior to the effective date. Requests for price adjustment must include sufficient documentation supporting the request. Any adjustment or amendment to the contract will not be effective unless approved by the Director of Purchasing. Granite School District will be given the immediate benefit of any decrease in the market, or allowable discount.

VI. PRIVATE

STANDARD CONTRACT TERMS AND CONDITIONS

tc \l 2 "STANDARD CONTRACT TERMS AND CONDITIONS" Any contract resulting from this RFP will include but not be limited to the District’s Standard Terms and Conditions (see Attachment A). Exceptions and/or additions to the District’s Standard Terms and Conditions are strongly discouraged.

Exceptions and additions to the Standard Terms and Conditions must be submitted with the proposal response. Exceptions, additions, service level agreements, etc. submitted after the date and time for receipt of proposals will not be considered. Website URLs, or information on website URLs must not be requested in the RFP document and must not be submitted with a proposal. URLs provided with a proposal may result in that proposal being rejected as non-responsive. URLs are also prohibited from any language included in the final contract document.

Additionally, all proposals must include a completed Student Data Privacy Agreement. This document is attached in the Buyer’s Attachment section of the Utah Public Procurement Place (“U3P”) The District retains the right to refuse to negotiate on exceptions should the exceptions be excessive, not in the best interest of the District, negotiations could result in excessive costs to the state or could adversely impact existing time constraints.

If negotiations are required, contractor must provide all documents in MS Word format for redline editing. Contractor must provide the name, contact information, and access to the person(s) that will be directly involved in legal negotiations.

VII. PRIVATE

DETAILED SCOPE OF WORK

Granite School District is looking for a digital platform to provide all elementary (K-5) students with personalized keyboarding instruction and keyboarding assessment. The platform should be compatible with Chromebooks, use research-based methods, and be fun and engaging for all students.

VIII. PROPOSAL REQUIREMENTS AND COMPANY QUALIFICATIONS AND EXERIENCE

Required:

1. Content Requirements:

Requirement a. Robust library of self-paced keyboarding lessons for all grade levels (K-5).

Requirement b. Timed pre and post assessments for keyboarding for all grade levels (K-5).

Requirement c. The platform’s instructional approach should be evidence-based.

2. Logistic Requirements:

Requirement a. Available access for students and staff 24/7

Requirement b. Must have the ability to roster students and staff with Clever Requirement c. Ability to export student assessment scores, and activity completion status

3. Technical Requirements:

Requirement a. Customer support available for teachers during school hours

Requirement b. Must be fully functional on Chromebooks and Windows devices

Requirement c. Vendor must provide committee with a demo student, teacher, and admin account

Requirement d. Admin must be able to view student performance by school, class, and district.

4. Training Requirements:

Requirement a. Vendor must have staff training materials available.

5. Implementation Requirements:

Requirement a. Platform must be fully available to students, teachers, and staff by August 1, 2026.

Requirement b. Technical support available during school hours

6. Preferred:

Desired a. Keyboarding timed assessments aligned to Lexile reading levels.

IX. ANTICIPATED SOLICITATION TIMELINE

X. QUESTIONS

All questions must be submitted through the Utah Public Procurement Place (“U3P”). Answers will be given via the U3P site.

XI. PROPOSAL RESPONSE FORMAT

All proposals must include a technical proposal and cost proposal. Formats for both documents follow:

A. Technical Proposal Format

Hard copies are to be tabbed by section.

Tab 1.

Executive Summary. The one- or two-page executive summary is to briefly describe the offeror's proposal. This summary should highlight the major features of the proposal. It must indicate any requirements that cannot be met by the offeror. The reader should be able to determine the essence of the proposal by reading the executive summary. Protected information requests should be identified in this section.

Tab 2.

Detailed Response. This section should constitute the major portion of the proposal and must contain at least the following information:

1. A complete narrative of the offeror's assessment of the work to be performed, the offeror’s ability and approach, and the resources necessary to fulfill the requirements. This should demonstrate the offeror's understanding of the desired overall performance expectations. Clearly indicate any options or alternatives proposed.

2. A specific point-by-point response, in the order listed, to each requirement in the RFP.

Tab 3. Protected Information. All protected information must be included in this section of proposal response. Do not incorporate protected information throughout the proposal. Rather, provide a reference in the proposal response directing reader to the specific area of this Protected Information section.

The Government Records Access and Management Act (GRAMA), Utah Code Ann., Subsection 63G-2-305, provides in part that:

the following records are protected if properly classified by a government entity:

(1) trade secrets as defined in Section 13-24-2 if the person submitting the trade secret has provided the governmental entity with the information specified in Section 63G-2-309;

(2) commercial information or non-individual financial information obtained from a person if:

(a) disclosure of the information could reasonably be expected to result in unfair competitive injury to the person submitting the information or would impair the ability of the governmental entity to obtain necessary information in the future;

(b) the person submitting the information has a greater interest in prohibiting access than the public in obtaining access; and

(c) the person submitting the information has provided the governmental entity with the information specified in Section 63G-2-309;

(6) records, the disclosure of which would impair governmental procurement proceedings or give an unfair advantage to any person proposing to enter into a contract or agreement with a governmental entity, except, subject to Subsections (1) and (2), that this Subsection (6) does not restrict the right of a person to have access to, after the contract or grant has been awarded and signed by all parties;…

GRAMA provides that trade secrets, commercial information or non-individual financial information may be protected by submitting a Claim of Business Confidentiality.

To protect information under a Claim of Business Confidentiality, the offeror must: provide a written Claim of Business Confidentiality at the time the information (proposal) is provided to the district and include a concise statement of reasons supporting the claim of business confidentiality (Subsection 63-2-309) If you submit a proposal containing confidential information you must submit an electronic “redacted” (excluding protected information) copy of your proposal response. Copy must clearly be marked “Redacted Version.”

A Claim of Business Confidentiality may be appropriate for information such as client lists and non-public financial statements. Pricing and service elements may not be protected. An entire proposal may not be protected under a Claim of Business Confidentiality. The claim of business confidentiality must be submitted with your proposal on the form which may be accessed at:

https://purchasing.utah.gov/wp-content/uploads/Claim-of-Business-Confidentiality-Updated.pdf An entire proposal cannot be identified as “PROTECTED”, “CONFIDENTIAL” or “PROPRIETARY” and may be considered non-responsive if marked as such.

To ensure the information is protected, you must include all protected information in Tab 3 of the proposal response. Any protected information incorporated in other sections of the proposal response may result in release of data at no fault of the District.

All materials submitted become the property of Granite School District. Materials may be evaluated by anyone designated by the District as part of the proposal evaluation committee. Materials submitted may be returned only at the District’s option.

B. Cost Proposal Format

The proposal must be set forth in such a way that it will allow the merits of the proposal to be evaluated in conjunction with applicable cost. Please review the Best and Final Offers section below to ensure you properly submit your cost proposal.

XII. PRIVATE

SUBMITTING YOUR PROPOSALtc \l 1 "SUBMITTING YOUR PROPOSAL" Proposals must be received by the posted due date and time. Proposals received after the deadline will be late and ineligible for consideration.

Proposals must be received electronically throughU3P and/or in hard copy. For this RFP one (1) original and four (4) copies of your proposal must be received at Granite School District Purchasing Department, 2500 S. State Street, Salt Lake City, Utah 84115.

All submitted proposals will consist of a technical proposal and a cost proposal. For the electronic proposal submission you should attach two separate documents in U3P, a document titled “Technical Proposal” and a document titled “Cost Proposal”. For the hard copy these documents should be separate of each other. The cost proposal should be in a sealed envelope with the RFP number and the phase “Cost Proposal” clearly printed on the envelope.

Cost will be evaluated independently from the technical proposal, and as such, it is to be submitted separately from the technical proposal. Failure to submit cost separately may result in your proposal being determined non-responsive. Inclusion of any cost or pricing data within the technical proposal may also result in your proposal being determined non-responsive.

When submitting a proposal electronically through U3P, please allow sufficient time to complete the online forms and upload documents. The solicitation will end at the closing time listed in the RFP. If you are in the middle of uploading your proposal at closing time, the system will stop the process, and your proposal will not be received by the system.

Electronic proposals may require uploading of electronic attachments. U3P’s site will accept a wide variety of document types as attachments. However, the District is unable to view certain documents. Therefore, you MAY NOT submit documents that are embedded (zip files), movies, wmp, and mp3 files. All documents must be attached as separate files.

NOTICE: By submitting a proposal in response to this RFP, offeror is acknowledging that the requirements, scope of work, and the evaluation process, outlined in the RFP are fair, equitable, not unduly restrictive, understood and agreed to. Any exceptions to the content of the RFP must be protested to the purchasing agent prior to the closing date and time for submission of the proposal.

XIII. PROPOSAL EVALUATION CRITERIA

A committee will evaluate proposals against the following weighted criteria. Each area of the evaluation criteria must be addressed in detail in proposal. All proposals in response to this RFP will be evaluated in a manner consistent with the Utah Procurement Code, rules, policies and the evaluation criteria established in the RFP.

WEIGHT

EVALUATION CRITERIA

30 % Cost

70 %

Technical Requirements Understandability and comprehensiveness of information supplied in this RFP will affect the evaluation of the above criteria.

XIV. DISCUSSIONS WITH OFFERORS (ORAL PRESENTATION)

An oral presentation by an offeror to clarify a proposal may be required at the sole discretion of the District. However, the District may award a contract based on the initial proposals received without discussion with the Offeror. If oral presentations are required, they will be scheduled after the submission of proposals. Oral presentations will be made at the offerors’ expense.

XV. SHORTLIST

Unless there is a successful offeror based on the initial review of the responses, the evaluation committee will develop a shortlist of the highest scoring offerors based on the stated criteria. To be included on the short list an offeror must have a total score of no less than three (3) in any of the criteria stated. Vendors with a score lower than a three (3) will not be considered further in the evaluation. The shortlist of offerors may be asked to prepare a presentation and/or provide additional information prior to the final selection.

XVI. BEST AND FINAL OFFERS

Vendors should offer their best offer in the original technical and cost proposals. The use of a Best and Final Offer process is regulated by Utah Code 63G-6a-707.5 and will only be used if:

a. no single proposal addresses all the specifications stated in the RFP;

b. all or a significant number of the proposals are ambiguous on a material point and the evaluation committee requires further clarification in order to conduct a fair evaluation of proposals;

c. the evaluation committee needs additional information from all offerors to complete the evaluation of proposals;

d. the differences between proposals in one or more material aspects are too slight to allow the evaluation committee to distinguish between proposals;

e. all cost proposals are too high or over budget; or

f. another reason exists supporting a request for best and final offers, as provided in rules established by the applicable rulemaking authority

It is important to understand this so as not to anticipate that a best and final process will allow for a vendor to “sharpen their pencil” in a subsequent phase.

XVII. AWARD OF CONTRACT

Award shall be made to the offeror whose proposal is the most advantageous to the District taking into consideration price and the other evaluation factors set forth in this request for proposals.

The District reserves the right to award the contract(s) to a technically qualified lower cost offeror(s) in the event the high scoring offer is determined to not be the best value offered to the District, based on a cost benefit analysis.

COST PROPOSAL FORM

Bidder Name: _______________________________________________________

1. Proposed prices must include all costs associated with the providing product and performance of the services specified, including materials, supervision, labor, insurance, transportation, delivery, fuel or other surcharges, demurrage, and related costs. Charges not listed in the RFP response will not be allowed. All prices and fees must be in U.S. dollars.

2. Provide the licensing cost for the products/services proposed by your firm in your technical proposal a vendor hosted (SaaS) solution considering the District’s approximate elementary student enrollment of 20,864 students.

Vendor Hosted (SaaS) 1st Year costs for licensing

(to include maintenance and support in Year 1)

2nd Year costs for licensing

3rd Year costs for licensing

4th Year costs for licensing

5th Year costs for licensing

Vendor Hosted (SaaS) - maintenance and support costs for years 2 through 5.

2nd Year maintenance and support costs

3rd Year maintenance and support costs

4th Year maintenance and support costs

5th Year maintenance and support costs

3. Training Costs

4. Implementation Costs

Additional costs not specifically called out by the district

GRANITE SCHOOL DISTRICT

REQUEST FOR PROPOSAL

AL26-016

Solicitation # K12 Keyboarding Digital Platform

Firm Name:

Evaluator:

Date:

Score

(0-5) Weight

Points

1. Content Requirements (30 points possible)

Requirement a. Robust library of self-paced keyboarding lessons for all grade levels (K12)

X 2

Requirement b. Timed pre and post assessments for keyboarding for all grade levels (K12)

X 2

Requirement c. The platform’s instructional approach should be evidence-based

X .5

2. Logistic Requirements (15 points possible)

Requirement a. Available access for students and staff 24/7

X 1

Requirement b. Must have the ability to roster students and staff with Clever.

X 1

Requirement c. Ability to export student assessment scores, and activity completion status

X 1

3. Technical Requirements (10 points possible)

Requirement a. Customer support available for teachers during school hours

X .5

Requirement b. Must be fully functional on Chromebooks and Windows devices

X .5

Requirement c. Vendor must provide committee with a demo student, teacher, and admin account

X .5

Requirement d. Admin must be able to view student performance by school, class, and district.

X .5

4. Training Requirements (5 points possible)

Requirement a. Vendor must have staff training materials available.

X 1

5. Implementation Requirements (10 points possible)

Requirement a. Platform must be fully available to students, teachers, and staff by August 1, 2026.

X 1

Requirement b. Technical support available during school hours

X 1

6. Preferred Requirement (0 points possible)

Desired a. Keyboarding timed assessments aligned to Lexile reading levels.

X 0

7. Cost

* Inserted by Purchasing

TOTAL EVALUATION POINTS

Total

* Purchasing will use the following cost formula: The points assigned to each offeror’s cost proposal will be based on the lowest proposal price. The offeror with the lowest Proposed Price will receive 100% of the price points. All other offerors will receive a portion of the total cost points based on what percentage higher their Proposed Price is than the Lowest Proposed Price. An offeror whose Proposed Price is more than double (200%) the Lowest Proposed Price will receive no points. The formula to compute the points is: Cost Points x (2- Proposed Price/Lowest Proposed Price).

Score will be assigned as follows:

0 = Fail, fails to address the requirements

1 = Poor, inadequately addresses the requirements

2 = Unsatisfactory, only partially responsive to the requirements

3 = Satisfactory, meets minimum requirements

4 = Good, meets requirements and exceeds in some respects

5 = Excellent, exceeds all of the requirements