Caseload Management Software RFP Addendum 2 - LBLESD.pdf

Linn Benton Lincoln ESD

REQUEST FOR PROPOSAL ADDENDUM TWO

Caseload Management Software Solution

Monday, April 17, 2023

This addendum is being issued to answer questions posed by potential proposers.

1. System integrates seamlessly with other software, e.g. student information systems, medicaid billing, OneRoster

• When you say “integrate”, what do you mean exactly? Do you mean “allows selected records to be output in a given format, like .csv, tab-delimited text, or other”?

A. This is correct this can be either through an API connection, or an automated output to a specified format such as .csv.

2. System has the ability to send communications through the system interface

• What kind of “communication” do you mean here? Are you asking for the ability to message in a “texting” kind of way?

• From where in the application would you want this ability to be present?

A. This would be the ability to send email notifications through the system. This feature would be preferred on each screen, but can be at a system level.

3. System is ADA compliant

• Do you require a specific type of ADA compliance?

A. Solution will need to be accessible to people with disabilities as required by the Americans with

Disabilities Act (ADA).

4. System supports an API that allows data encryption of student information when transmitted between systems

• Are you requiring that data be importable to the system in encrypted format?

• If so, what type of encryption?

• What other systems (names of) are you considering?

A. Transport Layer Security (TLS) encryption, possible systems would be student information systems and/or special education software (example: Synergy, PowerSchool SIS, PowerSchool Special Programs, Infinite Campus, etc.)

5. System supports an unlimited number of saved historical database sets (years).

• What is considered a “historical database set”?

• The system will save ALL data—does it need to do something else, here?

A. If solution saves all data that is sufficient. If solution stores data on a per school year basis, all historical years will need to be saved.

6. System complies with Ed-Fi data standards

• What do you mean exactly? Is the requirement here that the system can save/output selected data in Ed-Fi format (files)?

A. This is correct.

7. System includes report writing tools

• What level of reporting are you requiring? Are you wanting the ability to create, manage, and save queries (to the system) by users or something else?

A. The ability to create, manage, and save queries to the system by users and export to a variety of formats (example: .csv, .pdf, etc.).

8. “Linn Benton Lincoln Education Service District, hereafter referred to as LBLESD, is requesting proposals … caseload management software solution on behalf of itself as well as High Desert ESD, InterMountain ESD, South Coast ESD, Southern Oregon ESD, and Willamette ESD”

• Are you suggesting that we design this system as a multi-tenant system that can also accommodate your partner ESDs?

• Are there any other suggestions that would require further clarification of a requirement that may support the other ESDs?

A. The system would not be multi-tenant, it should be designed to provide stand alone instances for the partner ESDs.

9. “Proposer will need to fully provide itemized costs for the proposed solution, including all labor, licensing, and/or components necessary for the system to be fully functional. … Proposers looking to develop the system should break out components that would add a lot of additional costs into optional line items.”

• Will you allow any price variance here? Modern cloud databases are priced by compute (DTU) and storage. At present, there is no way to determine what those parameters are for this system. It’s dependent on use. Below are some typical pricing ranges. How might you suggest we approach this?

A. We will allow price variance in instances where the price can fluctuate due to factors such as system use. In those instances please provide ranges.

10. Can you please provide more clarity around the following RFP requirement: System can support both horizontal and vertical scaling to accommodate growth and workloads?

A. System should be able to properly scale to meet an increase in the number of records being stored in the database, or in the number of users utilizing the system without a noticeable decrease in system performance.

11. Besides responding in the affirmative to the RFP, itself, by initializing the statement of understanding in each section, is there a prescribed format of the response you expect for the

RFP?

A. There is not, please just make sure it includes all of the information defined in the “Proposal

Instructions” section of the RFP.