ESBD_File_341032_RFP UTRGV 24-MDR-01 Final.pdf

REQUEST FOR PROPOSAL

By for

LEARNING MANAGEMENT SYSTEM (LMS)

RFP No. 24-MDR-01

Submittal Deadline: Tuesday, November 28, 2023, at 3:00 PM CST

Issued: October 27, 2023.

TABLE OF CONTENTS

SECTION 1: INTRODUCTION

SECTION 2: NOTICE TO PROPOSER

SECTION 3: SUBMISSION OF PROPOSAL

SECTION 4: TERMS AND CONDITIONS

SECTION 5: SPECIFICATIONS AND ADDITIONAL QUESTIONS

SECTION 6: PRICING AND DELIVERY SCHEDULE

Attachments:

APPENDIX ONE: PROPOSAL REQUIREMENTS

APPENDIX TWO: TERMS AND CONDITIONS

APPENDIX THREE: HUB SUBCONTRACTING PLAN

APPENDIX FOUR: ACCESS BY INDIVIDUALS WITH DISABILITIES

APPENDIX FIVE: ELECTRONIC AND INFORMATION RESOURCES ENVIRONMENT

SPECIFICATIONS

APPENDIX SIX: SECURITY CHARACTERISTICS AND FUNCTIONALITY OF

CONTRACTOR’S INFORMATION RESOURCES

APPENDIX SEVEN: FERPA CONFIDENTIALITY AND SECURITY ADDENDUM

APPENDIX EIGHT: BUSINESS ASSOCIATE AGREEMENT - HIPAA

APPENDIX NINE: CERTIFICATE OF INTERESTED PARTIES (FORM 1295)

APPENDIX TEN: AFFIMATIVE ACTION COMPLIANCE PROGRAM

SECTION 1

INTRODUCTION

1.1 Description of University

The University of Texas Rio Grande Valley (UTRGV or University) was created by the Texas Legislature in 2013 as the first major public university of the 21st century in Texas. This transformative initiative provided the opportunity to expand educational opportunities in the Rio Grande Valley, including a new School of Medicine, and made it possible for residents of the region to benefit from the Permanent University Fund – a public endowment contributing support to the University of Texas System and other institutions.

UTRGV has campuses and off-campus research and teaching sites throughout the Rio Grande Valley including in Boca Chica Beach, Brownsville (formerly The University of Texas at Brownsville campus), Edinburg (formerly The University of Texas-Pan American campus), Harlingen, McAllen, Port Isabel, Rio Grande City, and South Padre Island. UTRGV, a comprehensive academic institution, enrolled its first class in the fall of 2015, and the School of Medicine welcomed its first class in the summer of 2016.

The University’s border location as a gateway for the Americas to initiate projects infused with global perspectives.

The University is located in the state’s sixth most-populous metropolitan area (McAllen-Edinburg-Mission Metropolitan Statistical Area).

The Rio Grande Valley is located in the southernmost tip of Texas and lies along the northern bank of the Rio Grande River, which separates Mexico from the United States. The Valley is made up of four counties – Starr, Hidalgo, Willacy, and Cameron – and is one of the fastest growing areas in Texas with an estimated population of 1,300,000. The Valley has a rich cultural heritage and hosts large agribusiness, international banking, and ecotourism industries.

UTRGV Enrollment Information Fall 2022:

• Total Enrollment: 31,939 (includes 222 for SOM)

• Hispanic Enrollment: 90.8%

• Enrollment from RGV: 92.4%

• Female Enrollment: 60.2%

• First Generation: 54.5%

• First Time in College (Entering Freshman): 5,439

• Undergraduate Population: 84.1% https://www.utrgv.edu/sair/

Table 1. Enrollment – Fall 2015 through Fall 2022.

Table 2. Enrollment – Fall 2021 through SS II 2022

In addition, UTRGV employed 4,638 full-time and part-time faculty and staff employees as of Fall 2021.

1.2 Background and Special Circumstances

UTRGV desires to leverage the latest innovations in the market to strengthen and sustain high quality teaching and learning, providing flexibility for faculty and students and a modern, user-friendly feel for the management of learning and user training. UTRGV’s goals for a Learning Management System (LMS) include, but are not limited to, implementing innovative technologies and teaching strategies that support student engagement and learning, expanding use of analytics to drive student success, and creating a user-friendly online teaching and learning experience.

1.3 Objective of Request for Proposal

University is soliciting proposals to enter into a contract with a qualified vendor to obtain service and solutions for an LMS (the Work) more specifically described in Section 5.3 (Scope of Work) of this Request for Proposal (RFP).

University’s desire is to evaluate different Learning Management Systems and recommend one that supports the mission of the institution by providing innovative and accessible infrastructure for digital teaching and learning. The LMS platform must have easy-to-use technology and offer faculty a set of tools to help provide a meaningful learning experience to students.

The proposed project timeline for implementation would be:

o Configuration, training, and course migration begin early Spring 2024.

o A pilot group starting in Summer, June/July 2024 o Full implementation in Fall 2024, August 26, 2024.

1.4 Group Purchase Authority

Texas law authorizes institutions of higher education (defined by §61.003, Education Code) to use the group purchasing procurement method (ref. §§51.9335, 73.115, and 74.008, Education Code). Additional Texas institutions of higher education may therefore elect to enter into a contract with the successful Proposer under this RFP. In particular, Proposer should note that University is part of The University of Texas System (UT System), which is comprised of fourteen institutions described at http://www.utsystem.edu/institutions. UT System institutions routinely evaluate whether a contract resulting from a procurement conducted by one of the institutions might be suitable for use by another, and if so, this RFP could give rise to additional purchase volumes. As a result, in submitting its proposal, Proposer should consider proposing a pricing model and other commercial terms that take into account the higher volumes and other expanded opportunities that could result from the eventual inclusion of other institutions in the purchase contemplated by this RFP. Any purchases made by other institutions based on this RFP will be the sole responsibility of those institutions.

1.5 Term of the Agreement

The initial term of the resulting Agreement will be for five (5) years, and thereafter the University shall have the right, at its option, to renew the Agreement for up to five (5) additional one (1) year renewal terms. Prices for Year One are to be fixed and remain unchanged during that period. At the end of Year One and each renewal term (if any), prices may be increased, decreased, or remain unchanged. If a price adjustment is requested by the Contractor, the adjustment must be justifiable and substantiated by documentation from a recognized trade index for this service sector or commodity group. The index to be used must be mutually agreed upon by both the Contractor and the University at least ninety (90) days prior to the expiration of the then current term. If the price increase is not justifiable and/or the University and vendor cannot reach a mutually agreeable price, the Agreement may be terminated by University. Likewise, if the index shows a change in favor of the University, a corresponding decrease in price should be offered. In no instance shall an adjustment exceed three percent (3%) of the existing price.

Fall 2021 Spring 2022 SSI 2022 SSII 2022 Undergraduate 26,824 23,854 9,651 7,783 Masters 4,644 4,616 3,200 2,187 Doctoral 423 403 283 55 Medical 222 222 220 220 Grand Total 32,113 29,095 13,354 10,245

1.6 No Guaranty of Award Under RFP.

University makes no warranty or guarantee that an award will be made as a result of this RFP. University reserves the right to accept or reject any or all proposals, waive any formalities, procedural requirements, or minor technical inconsistencies, and delete any requirement or specification from this RFP or the proposed form of Agreement when the University deems such to be in University's best interest.

SECTION 2

NOTICE TO PROPOSER

2.1 Submittal Deadline

University will accept proposals until Tuesday, November 28, 2023, at 3:00 p.m. Central Time, Submittal Deadline.

2.2 RFP Contact Information and Questions

Proposers will direct all questions or concerns regarding this RFP to the following:

utrgv.bonfirehub.com

University instructs interested parties to restrict all contact and questions regarding this RFP to written communications delivered (i) in accordance with this Section on or before Thursday, November 09, 2023, at 3:00 p.m. CST (Question Deadline), or (ii) if questions relate to Historically Underutilized Businesses, in accordance with Section 2.5.

University will provide responses as soon as practicable following the Question Deadline. University intends to respond to all timely submitted questions. However, University reserves the right to decline to respond to any question.

2.3 Criteria for Selection

The successful Proposer, if any, selected by University through this RFP will be the Proposer that submits a proposal on or before the Submittal Deadline that is the most advantageous to University. Contractor means the successful Proposer under this RFP.

Proposer is encouraged to propose terms and conditions offering the maximum benefit to University in terms of (1) service, (2) total overall cost, and (3) project management expertise. Proposers should describe all educational, state and local government discounts, as well as any other applicable discounts that may be available to University in a contract for the Services.

The evaluation of proposals and the selection of Contractor will be based on the information provided in the proposal. University may consider additional information if University determines the information is relevant.

Criteria to be considered by University in evaluating proposals and selecting Contractor, will be these factors:

2.3.1 Threshold Criteria Not Scored

2.3.1.1 Ability of University to comply with laws regarding Historically Underutilized Businesses; and

2.3.1.2 Ability of University to comply with laws regarding purchases from persons with disabilities.

2.3.2 Scored Criteria

2.3.2.1 Cost of goods and services;

2.3.2.2 Reputation of the Proposer and of the Proposer's goods or services;

2.3.2.3 Quality of the Proposer's goods or services;

2.3.2.4 Extent to which the goods or services meet the University's needs;

2.3.2.5 Proposer's past relationship with the University;

2.3.2.6 Total long-term cost to the University of acquiring the Proposer's goods or services;

2.3.2.7 Proposer’s exceptions to the terms and conditions set forth in Section 4.

NOTE: The Criteria of Section has been added in a questionnaire format for respondents to respond in an organized fashion. If the response requires a document to be submitted as an attachment (Other relevant Documents) it should be submitted through Bonfire. (utrgv.bonfirehub.com), the Proposer should label the response in a manner that is easy to match within the comment section. Example: Response to the Questionnaire that requires additional supportive documents.

2.4 Key Events Schedule

Date RFP Issued Friday, October 27, 2023

Pre-Proposal Conference Friday, November 03, 2023, at 11:00 a.m. CST.

(ref. Section 2.6)

Question Deadline Thursday, November 09, 2023, at 3:00 p.m. CST.

(ref. Section 2.2)

Submittal Deadline / (Bonfire Close Date) Tuesday, November 28, 2023, at 3:00 p.m. CST.

(ref. Section 2.1)

2.5 Historically Underutilized Businesses

2.5.1 All agencies of the State of Texas are required to make a good faith effort to assist historically underutilized businesses (HUBs) in receiving contract awards. The goal of the HUB program is to promote full and equal business opportunity for all businesses in contracting with state agencies. Pursuant to the HUB program, if under the terms of any agreement or contractual arrangement resulting from this RFP, Contractor subcontracts any Work, then Contractor must make a good faith effort to utilize HUBs certified by the Procurement and Support Services Division of the Texas Comptroller of Public Accounts. Proposals that fail to comply with the requirements contained in this Section 2.5 will constitute a material failure to comply with advertised specifications and will be rejected by University as non-responsive. Additionally, compliance with good faith effort guidelines is a condition precedent to awarding any agreement or contractual arrangement resulting from this RFP. Proposer acknowledges that, if selected by University, its obligation to make a good faith effort to utilize HUBs when subcontracting any Work will continue throughout the term of all agreements and contractual arrangements resulting from this RFP. Furthermore, any subcontracting of Work by the Proposer is subject to review by University to ensure compliance with the HUB program.

2.5.2 University has reviewed this RFP in accordance with 34 TAC §20.285, and has determined that subcontracting opportunities are probable under this RFP.

2.5.3 A HUB Subcontracting Plan (HSP) is a required part of the proposal. The HSP will be developed and administered in accordance with University’s Policy on Utilization of Historically Underutilized Businesses, attached as APPENDIX THREE.

Each Proposer must complete and return the HSP in accordance with the terms and conditions of this RFP, including APPENDIX THREE. Proposers that fail to submit the HSP will be considered non-responsive to this RFP as required by §2161.252, Government Code.

Questions regarding the HSP may be directed to:

Contact: Marilu Reyes HUB Coordinator

Phone: 956-665-2161 Email: hub@utrgv.edu

Contractor will not be permitted to change its HSP unless: (1) Contractor completes a new HSP in accordance with the terms of APPENDIX THREE, setting forth all modifications requested by Contractor,

(2) Contractor provides the modified HSP to University, (3) University approves the modified HSP in writing, and (4) all agreements resulting from this RFP are amended in writing to conform to the modified HSP.

2.5.4 At the same time Proposer submits its proposal (no later than the Submittal Deadline (ref. Section 2.1)), Proposer must submit the following HUB materials (HUB Materials):

(a) One (1) complete PDF of Proposer’s HSP to utrgv.bonfirehub.com to University at the same time Proposer submits their proposal and no later than the Submittal Deadline (ref. Section 2.1 of the RFP).

Proposer’s HUB Materials must be electronically uploaded to Bonfire (utrgv.bonfirehub.com) before the Submittal Deadline.

By uploading the completed Execution of Offer and/or the HUB Subcontracting forms, these documents shall be considered valid, authorized and binding by the Contractor in response to this RFP.

2.5.5 University may offer Proposer an opportunity to seek informal review of its draft HSP by University’s HUB

Office before the Submittal Deadline. If University extends this offer, details will be provided at the Pre- Proposal Conference (ref. Section 2.6) or by other means. Informal review is designed to help address questions Proposer may have about how to complete its HSP properly. Concurrence or comment on Proposer’s draft HSP by University will not constitute formal approval of the HSP, and will not eliminate the need for Proposer to submit its final HSP to University as instructed by Section 2.5.

2.6 Pre-Proposal Conference

University will hold a pre-proposal conference (Zoom Meeting), on Friday, November 03, 2023, at 11:00 a.m.

Central Time. "All and any questions raised during the pre-proposal conference should be submitted in writing through the Bonfire portal within three days after the pre-proposal conference to allow all Proposers an opportunity to review and possibly address such questions through the addendum process, as applicable. The preproposal conference will allow all Proposers an opportunity to ask University’s representatives relevant questions and clarify provisions of this RFP.

Note: This is not a mandatory pre-proposal conference but highly recommended.

Hi there, Maggie Rangel is inviting you to a scheduled Zoom meeting.

Join Zoom Meeting

One tap mobile: US: +13462487799,,4944221663# or +16694449171,,4944221663#

Meeting URL: https://utrgv.zoom.us/j/4944221663

Meeting ID: 494 422 1663

Join by Telephone

For higher quality, dial a number based on your current location.

Dial:

+1 346 248 7799 US (Houston)

+1 669 444 9171 US

+1 669 900 6833 US (San Jose)

+1 719 359 4580 US

+1 253 205 0468 US

+1 253 215 8782 US (Tacoma)

+1 360 209 5623 US

+1 386 347 5053 US

+1 507 473 4847 US

+1 564 217 2000 US

+1 646 931 3860 US

+1 689 278 1000 US

+1 929 436 2866 US (New York) +1 301 715 8592 US (Washington DC)

+1 305 224 1968 US

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Meeting ID: 494 422 1663

International numbers

Join from an H.323/SIP room system

H.323:

162.255.37.11 (US West)

162.255.36.11 (US East)

115.114.131.7 (India Mumbai)

115.114.115.7 (India Hyderabad)

213.19.144.110 (Amsterdam Netherlands)

213.244.140.110 (Germany)

103.122.166.55 (Australia Sydney)

103.122.167.55 (Australia Melbourne)

149.137.40.110 (Singapore)

64.211.144.160 (Brazil)

149.137.68.253 (Mexico)

69.174.57.160 (Canada Toronto)

65.39.152.160 (Canada Vancouver)

207.226.132.110 (Japan Tokyo)

149.137.24.110 (Japan Osaka)

Meeting ID: 494 422 1663

SIP: 4944221663@zoomcrc.com

Skype for Business (Lync) https://utrgv.zoom.us/skype/4944221663

SECTION 3

SUBMISSION OF PROPOSAL

3.1 Proposal Documentation

Proposer must upload all documentation electronically in the proper designated areas through Bonfire (utrgv.bonfirehub.com). Some documentations are required to be signed. An original signature by an authorized officer of Proposer must appear on the Execution of Offer (ref. Section 2 of APPENDIX ONE) of the submitted electronic copy of the proposal.

Proposers must acknowledge the attributes for the documents requested in Section 3.5 (Submittal Checklist) of this RFP in Bonfire. Proposers may review solicitation FAQ’s and the Solicitation Manual at the Bonfire internet address at utrgv.bonfirehub.com.

By uploading the completed Execution of Offer and/or the HUB Subcontracting forms, these documents

3.2 Submission

Proposals must be received by University on or before the Submittal Deadline (ref. Section 2.1) and delivered to:

3.2.1 Electronic submission and acknowledgement of the attributes for the documents requested in Sections 3.4 (“Terms and Conditions”) and 3.5 (“Submittal Checklist”) of this RFP uploaded through Bonfire at internet address at utrgv.bonfirehub.com

Submission requirements indicated in Section 3.2.1 of this RFP are required to be considered for this solicitation.

Failure to comply with the electronic submittal requirements will result in disqualification of submittal.

3.3 Proposal Validity Period

Each proposal must state that it will remain valid for University’s acceptance for a minimum of one hundred twenty

(120) days after the Submittal Deadline, to allow time for evaluation, selection, and any unforeseen delays.

3.4 Terms and Conditions

3.4.1 Proposer must comply with the requirements and specifications contained in this RFP, including the Terms and Conditions (ref. Section 4 and APPENDIX TWO), the Notice to Proposer (ref. Section 2), Proposal Requirements (ref. APPENDIX ONE) and the Specifications and Additional Questions (ref. Section 5). If there is a conflict among the provisions in this RFP, the provision requiring Proposer to supply the better quality or greater quantity of services will prevail, or if such conflict does not involve quality or quantity, then interpretation will be in the following order of precedence:

3.4.1.1. Specifications and Additional Questions (ref. Section 5);

3.4.1.2. Terms and Conditions (ref. Section 4 and APPENDIX TWO);

3.4.1.3. Proposal Requirements (ref. APPENDIX ONE);

3.4.1.4. Notice to Proposers (ref. Section 2).

3.5 Submittal Checklist

Proposer is instructed to complete, sign, and return the following documents as a part of its proposal. If Proposer fails to return each of the following items with its proposal, then University may reject the proposal:

3.5.1 Signed and Completed Execution of Offer (ref. Section 2 of APPENDIX ONE)

3.5.2 Signed and Completed Pricing and Delivery Schedule (ref. Section 6)

3.5.3 Responses to Proposer's General Questionnaire (ref. Section 3 of APPENDIX ONE)

3.5.4 Signed and Completed Addenda Checklist (ref. Section 4 of APPENDIX ONE)

3.5.5 Responses to questions and requests for information in the Specifications and Additional Questions Section

(ref. Section 5)

3.5.6 Signed and completed originals of the HUB Subcontracting Plan or other applicable documents (ref.

Section 2.5 and APPENDIX THREE).

3.5.7 By uploading the completed Execution of Offer and/or the HUB Subcontracting forms, these documents

3.5.8 Scope of Work – LMS Evaluation Components (Section 5.3)

Note: Checklist documents (not limited to above) must be acknowledged or uploaded through Bonfire

(utrgv.bonfirehub.com).

SECTION 4

GENERAL TERMS AND CONDITIONS

The terms and conditions contained in APPENDIX TWO or, in the sole discretion of University, terms and conditions substantially similar to those contained in the Terms and Conditions, in Appendix Two will become a part of and govern any agreement that results from this RFP. If Proposer takes exception to any terms or conditions set forth in APPENDIX TWO, Proposer will submit a list of the exceptions as part of its proposal in accordance with Section 5.4.1. Proposer’s exceptions will be reviewed by University and may result in disqualification of the proposal as non-responsive to this RFP. If Proposer’s exceptions do not result in disqualification of the proposal, then University may consider Proposer’s exceptions when University evaluates the proposal.

SECTION 5

SPECIFICATIONS AND ADDITIONAL QUESTIONS

5.1 General

Minimum requirements and specifications for Work, as well as certain requests for information to be provided by Proposer as part of its proposal, are set forth below. As indicated in Section 2.3, Contractor means the successful Proposer.

5.2 Minimum Requirements

Each Proposal must include information that clearly indicates that Proposer meets each of the following minimum qualification requirements:

5.2.1 A minimum of five (5) years in the business of providing Learning Management Services of similar scope as requested in this RFP to Higher Education Institutions.

5.2.2 Provide a modern, responsive, accessibility compliant, mobile, and user-friendly tool that increases and enhances functional users’ efficiencies and productivity in providing successful outcomes.

5.2.3 Proposer must have performed at least two (2) successful implementations of LMS to institutions of higher education.

5.2.4 Proposer must have technical knowledge and skilled experience in conversations to LMS and the set-up of any integrations or interfaces as required as a part of the project.

5.2.5 Real Time Integration with SIS system.

5.3 Scope of Work:

Proposers must provide all evaluation components requested below in order to implement the best solution for University.

Proposer shall answer in detail the below requirements, rather than an affirmative/negative response, in order to be considered for evaluation:

5.3.1 LMS System must be compliant with Cyber Security, Disaster Recovery, and Standards-Based Compliance in the following requirements:

A. Cyber Security and Disaster Recovery A.1 Provide a copy of your current security policy and/or a copy of your most recent SOC audit results.

A.2 Provide a copy of your current disaster recovery plan.

A.3 Describe your SLA for support, including support hours, average response time, and whether there are graduated or differentiated tiers of support for the application.

A.4 Provide a description of your incident response plan, indicate if you are able to provide a copy of the plan when requested.

A.5 Describe your cyber forensics support and response time frames in the event an incident occurs.

A.6 Describe your cyber liability insurance coverage and name your provider and coverage limits.

A.7 Describe your cyber and IT compliance framework and compliance reports that are developed and available for review.

A.8 Describe your vulnerability management and penetration testing programs. Indicate if those reposts will be made available for review upon request.

A.9 Describe your prohibited technologies policy.

A.10 Describe your malware, and specifically your ransomware, protections for the system and for backups.

A.11 In general terms, describe your production and non-production environments and the protections for each.

B. Standards –Based Compliance B.1 Provide documentation that the system is: WCAG Compliant, SCORM compliant, and other national and international specifications and standards organizations, LDAP authentication supported, SSL supported, and supports multiple authentications.

B.2 Provide documentation that the system can import and export content in SCORM/IMS format.

C. Authentication Supported The university prefers applications that are fully integrable with Active Directory/Azure AD.

C.1 Describe the system’s ability to integrate with SAML/Azure AD SSO (ENTRA ID), to what extent, and provide integration documentation.

C.2 Password Security: Describe the system’s ability to follow strict password complexity and password management policies.

C.3 Password Security: Describe password reset policies/procedures and requirements.

5.3.2 LMS Required Features and Tools – Content, Curriculum, and Course A. Course Import/Export Tools

A.1 Describe if the system can import exported course content from other LMSs and formats required.

A.2 Describe whether the process is supported as part of installation/configuration or is a separate process.

A.3 Does the import allow for course cartridge-enabled courses? Describe any content that cannot be imported.

A.4 Describe the support for importing test banks from publisher content (e.g. Cengage/McGraw Hill/Pearson).

A.5 Describe the centralized reporting and administration capabilities.

A.6 Describe how the system supports separate populations with administrative reporting specific to each group.

B. Browser/Device Agnostic System B.1 The university requires a system that is browser agnostic; list any web browsers your system is not compatible with.

B.2 The university requires a system that is device agnostic; list any types of devices your system is not compatible with.

B.3 Describe your process/timeline for testing new browser releases and certifying compatibility.

C. User Interface/Ease of Use/Branding

C.1 Describe the navigational structure for the user interface.

C.2 Detail how the system may be customized for portal branding.

C.3 Detail how the system may be customized for instructor preference and student preference.

C.4 Does the platform support responsive web design?

D. Language/Localization D.1 Describe the process of how end-users can change the language of the interface for themselves and what languages are available.

D.2 Does the platform allow learners to see what language the content is developed in before opening the content?

D.3 Does the search functionality allow you to filter by language?

E. Communication and Collaboration E.1 Describe in detail all the system’s integrated communication and collaboration tools (announcements, whiteboard, chat, IM, discussion boards, email, SMS, surveys and polling, blog, wikis, group, etc.)

E.2 Describe the system’s integrated lecture capture, web conferencing, and virtual classroom tools.

E.3 List and describe third-party communication and collaboration partner integration capabilities.

E.4 What features does the system include to support foreign language learning?

E.5 Describe the system’s integrated calendar capabilities (ex. global view, calendar link to assignment due dates, calendar item import and export capability, drag and drop capability, items entered by an administrator to populate all individual calendars)

E.6 Describe how the system provides alerts and notifications at the user, course, and system levels.

E.7 Describe the system’s integrated course mail/messaging feature. Provide details on the ability to integrate with external email systems.

E.8 Describe the system support for static announcements and bulk messaging. Include information about the ability to post/message: departments, campuses, faculty, students, entire university, etc.

E.9 Describe how the system has tools to support user generated content.

E.10 Describe how the system allows users to comment on courses, paths, or journeys.

E.11 Describe how the system displays trending or most popular content and how it's configurable by location.

F. Content Creation and Organization F.1 Describe all file types and size limits the system supports for both faculty and students in course content areas.

F.2 Detail the functionality related to importing, exporting, and copying courses (automated due dates, drag and drop, simultaneous multiple files, virus scanning at the time of upload, etc.)

F.3 Describe the system’s content areas, such as repositories, learning modules, etc., that are accessible from different courses and multiple instructors.

F.4 List all types of embedded editors in the system (WYSIWYG, HTML, spell checking, equation, accessibility checking etc.) and describe the robustness of the equation editor.

F.5 Detail how multimedia can be used in or is restricted from, the individual content areas (e.g., in announcements, assessments, discussion forums, live chat, submissions areas, and virtual classrooms).

F.6 Describe the system’s capabilities to create course templates, including assigning default templates.

F.7 Describe the system’s date management functionality, including the ability to release content based on the following criteria: due dates, group membership, gradebook score, criteria completion, and competency-based learning.

F.8 Describe learning-object repository that enables educators to find, import, and share resources.

Include capabilities (such as indicating creative commons and digital library).

F.9 Describe any ability to require students to complete a process before accessing course content, set conditions to release content (e.g. watch a video, complete a survey, etc.)

F.10 Describe how the system supports learning paths or journeys.

F.11 Does the system support live streaming? If yes, describe how.

F.12 Describe how the system supports micro-learning.

F.13 Gamification Support:

F.13.1 Describe tools that can be utilized to support gamification elements F.13.2 Describe the systems gamification elements and how they work.

F.10.3 Describe if release conditions allow users to define multiple conditions in one.

F.10.4 Describe how course or learning path descriptions visually showcase gamification badges or points.

G. Certification/Badges G.1 Describe how external certifications can be imported into the learner's profile.

G.2 Describe if the system has specific reports for certification and/or badges? If yes, what data can be queried.

G.3 Describe how the system’s support badge leveling (beginner, intermediate, expert).

G.4 Describe how the system integrates with external digital credentialing vendors.

G.5 Describe the capability of badges or certifications that have an expiration date. If yes, does the platform send reminders to renew?

G.6 Describe how instructors/managers receive notification when a certification or badge is obtained by a team member or is about to expire?

H. Assessment H.1 Describe in detail the system’s assessment capabilities: integration with learning outcomes, type of assessments, and settings options.

H.2 Describe in detail any integrity protections (e.g., I.P. logging, passwords, academic integrity, and integration with third-party tools).

H.3 Does the system have a mathematical equation editor available for students in assessments?

Describe.

H.4 Describe all question types available, including hotspot questions and question branching.

H.5 Describe the system’s capability to perform item analyses, including psychometric analyses.

H.6 Describe the rubric feature of the system. How do the rubrics integrate with the grade book, other course content such as discussion forums, and does the rubric have the capability to integrate more than one rubric per assignment, etc.?

H.7 Describe built-in portfolio features, if applicable.

H.8 Describe in detail the gradebook capabilities and features, including import, export, customizable grading formulas, view by section for merged/cross-listed courses, grade by grouping (for multiple graders and groups), etc.

H.9 Describe export/transfer of final grades to student information system (Banner) capability.

H.10 Describe plagiarism feature capabilities in testing, assignments, and discussion tools.

H.11 Describe the ability of the instructor to provide feedback.

I. Course/Class Management I.1 Describe the system’s group management (team) features, including but not limited to: creating groups, polling options and peer reviewing.

I.2 Describe the system’s submissions tool functionalities, including inline feedback, review and grading offline.

I.3 Provide details on what instructors see when they preview their course from a student role perspective. (Acknowledge if this is not possible.)

I.4 Describe the course roster management capabilities.

I.5 Describe the ability to search within a course for content items.

I.6 Describe the ability to take attendance in the system and to export attendance reports.

I.7 Describe the ability to have organizations within LMS, separate from courses.

I.8 Describe any ability to require students to complete a process before accessing the course (e.g.

watch a video, complete an orientation or survey, etc.).

J. AI Support J.1 Describe the system’s use of AI for content recommendations or adaptive learning.

J.2 Describe the system’s capability to use AI for course language translation. If not, how is translation managed?

J.3 Describe the systems capability to use AI to recommend courses if a learner fails an assessment.

J.4 Describe the systems use AI to make recommendations based on learners' role, location, learning preferences, behavior, or what other team members are doing.

J.5 Describe the systems use of AI for project matching, job matching or opportunity matching.

J.6 Describe the systems use of AI for networking, coaching, or mentor recommendations.

J.7 Describe the systems capability for users opt-out of AI based recommendations and data tracking.

J.8 Describe the systems use of AI for skill tagging.

J.9 Describe your partnership or integration with generative AI vendors.

J.10 Describe how the system includes a course development tool; does it use AI to assist with course development.

J.11 Describe how restricted data segregated from the AI tool and AI tool learning module.

K. Reporting & Analytics

K.1 Describe the reporting and analytics tools that are built into the system.

K.2 Describe how the platform supports real time reporting.

K.3 List the reports that come standard with the LMS.

K.4 Describe the tools available to students, faculty, and administrators to monitor and track student progress.

K.5 Describe features available to the LMS including dashboards, visualizations, and feedback mechanisms and available pre-built dashboards and analytics.

K.6 Describe how the system integrates with analytic dashboard providers.

K.7 Describe the tools available to faculty and administrators to track student engagement (peak log in times, areas of use) K.8 Describe how instructors/advisors can use the system for student-early alert, tracking, and retention.

K.9 Describe reports available to faculty and administration.

K.10 Describe if system can combine data from courses with other institutional data to expand analytic capability.

K.11 Describe other data access capabilities to support institution specific Analytics and Reporting.

L. Mobile Learning L.1 Describe the mobile app's responsive design.

L.2 Describe the mobile app availability for every device you support (iOS, Android, Windows, etc.).

L.3 Describe what mobile security areas the app needs to access (location, camera, microphone, identity, etc.).

L.4 Detail the cost model for the app. Does it cost the institution or the student extra to access the app?

L.5 Does the mobile web-app/native app support SSO?

L.6 Describe how the LMS course settings set by faculty sync with the mobile app. Describe what course settings are not sync’d with mobile app.

L.7 Describe the process and frequency of mobile app updates (for updates or bug fixes).

L.8 Describe similar features of the mobile app and browser-based interface. Detail any differences.

L.9 Describe other mobile learning features, options, and services not specifically identified.

5.3.3 LMS Required Integration and Technical Features

A. Integration A.1 Describe how the system integrates with our current SIS environment (Banner): course creation, user account creation, student/faculty enrollments, on-going course management, and the ability to merge courses.

A.2 API/Web Services: Describe how the university can share information from the system with its other ITS systems (e.g., website/portal integrations, announcement notifications).

A.3 Describe integration with library resources capability, which allows faculty to find and reference both public and licensed library materials, including full texts. Describe how students can access these materials once logged into the system from any location.

A.4 Describe the version of LTI the system supports and whether it supports Deep Linking.

A.5 Indicate whether your system integrates with any calendaring systems (e.g. Outlook, Office 365, Google).

A.6 Third Party Integrations: List prominent Third-party integration capabilities and partnerships. The university currently uses a variety of 3rd Party applications, features, and services. On section 7, a list of these applications is provided. Indicate whether your system integrates with any of these applications and in what fashion.

B. LMS Technical Requirements

B.1 Network Security B.1.1 Explain how the system will support secure access to privileged university users through security technologies.

B.1.2 Describe in general terms transmission security and encryption technologies/standards.

B.1.3 Describe in general terms system security features, including encryption capabilities, multi-factor authentication support, and Denial of Service (DoS or DDoS) capabilities.

B.1.4 Describe in general terms system integrity features.

B.2 Content Recovery B.2.1 Describe the process and availability of recovery for a single course section. Recovery time: 30, 60, 90 days.

B.2.2 Describe the process and availability of recovering student grades. Recovery time: 30, 60, 90 days.

B.2.3 Describe the process and availability of recovery for course content (e.g. a test, a document, etc.) Recovery time: 30, 60, 90 days.

B.3 Backups

B.3.1 Describe how backups can be performed at the user level for individual course sections.

B.3.2 Describe how backups can be performed at the institution level of multiple course sections.

B.4 Monitoring B.4.1 (Hosted) Describe the process of monitoring for uptime and notification to customers regarding degradation of service.

B.4.2 (Hosted) Describe available monitoring tools for end users to check the status of services.

B.5 Describe other technical features, options, and services not specifically identified here.

5.3.4 LMS Infrastructure and System Administration

A. Hosting – Vendor

A.1 Detail the hosting infrastructure. Include security, location(s), capabilities, etc.

A.2 Describe server response times, university bandwidth requirements, uptime guarantees, and maintenance schedule.

A.3 Provide a sample SLA (Service Level Agreement). Note whether the terms will be negotiable.

A.4 Describe any protections afforded to customers (e.g., SLA downtime percentages, SLA remedies, service credits, data ownership, data breach, data transfer, data access, access to audit information, data center inspections, and disaster planning).

A.5 Describe storage capacity options and related costs. Include storage management support.

A.6 Describe the ability to set course and user storage limits.

A.7 Describe your backup and restore plans.

A.8 Describe your disaster recovery capabilities and return to operations timeline.

A.9 Describe options for retrieving ALL data stored in your systems.

A.10 Describe your data handling, data protection, change detection/control, change management process, data protections, data encryption, and storage capabilities.

A.11 Describe the ability to post static or pinned announcements to users (e.g., alerts, emergency announcements, etc.)

B. Roadmap of proposed LMS solution B.1 How does your company compare with your top industry standards? How are you differentiating yourself?

B.2 Describe the vision and product roadmap publication for both the technical and pedagogical aspects of the product and the timing of releases.

B.3 Please provide a copy of your product roadmap for the next 1-3 years.

B.4 Please provide a copy of scheduled enhancements for the next 2 quarters.

B.5 In the last two years, what percent of the time have you delivered as promised against your roadmap?

C. System Administration (University) C.1 Provide documentation of the system’s instructional hierarchy.

C.2 Describe the system’s role management capability, including the ability to create custom roles, and the use of a guest or auditor role.

C.3 Describe any abilities to bulk distribute course content or a course structure to multiple courses.

C.4 Describe how course-level roles are affected by account-level roles within a course.

C.5 Describe access permissions/limitations for advisors to view student grades, attendance, etc., without course access.

C.6 Detail any content or system areas that are restricted from system administrator access.

D. Institution-Level Reporting and Statistics D.1 Describe how the system allows and provides for a data interface to pull real time system data, including, but not limited to, user logins, measure load and peak times, course and system access, measure account participation time within a course, integrated early alert statistics, inactive users and courses.

D.2 Describe how the system provides the ability for pulling data by program, department and other defined group levels.

D.3 Describe default and custom analytic reporting and exporting capabilities.

E. Time Zone accommodation E.1 Describe how the system accommodates the university’s base of operation time zone (Chicago=

UTC-06:00)

F. Other Features Infrastructure and System Administration, Options, Services Not Specifically Identified F.1 Describe other services not specified.

5.3.5 LMS Accessibility Requirements

A.1 Describe in detail how the system addresses web accessibility issues.

A.2 Indicate whether your system is compliant with Web Content Accessibility Guidelines (WCAG 2.1).

A.3 If you have completed a Voluntary Product Accessibility Template (VPAT) please provide a copy.

A.4 Provide a list of assistive technology (Universal Design elements) that work natively with your system.

A.5 Describe if the system contains an Accessibility checker and what it covers.

A.6 Describe the system containing LMS created video captioning capabilities, if available.

A.7 Describe any provision the content authoring tools must generate and prompt users to develop web-accessible content.

A.8 Provide documentation if the system has had a 3rd party analysis to measure accessibility compliance.

A.9 Describe in detail how your mobile app is Web Content Accessibility Guidelines 2.1.

A.10 Describe other LMS Accessibility services not specified

5.3.6 LMS Support/Service Level Agreement/Training

A. Support Services

A.1 Describe the end-user support plan for the system, including help desk services and escalation path.

A.2 Detail the available support materials accessible for students, faculty and staff available online.

Note additional avenues of support (e.g., user communities, user conferences, video tutorials, etc.)

A.3 Describe the support options available to technical staff. Note the following: availability, response time, support tiers, escalation factors, etc.

A.4 Describe the abilities of end users to submit support tickets.

A.5 Describe Help Desk support 24/7 phone, email, and chat support available for faculty and students.

Describe the tracking system to follow the progress of issue resolution.

A.6 Describe the available course migration tools.

B. Training

B.1 Describe training available for faculty, systems, administrators, course designers, train the trainer, and integration programmers.

B.2 List types of training materials available (e.g., video, webinars, video tutorials, etc.)

B.3 List types of documentation and internal help available for supporting implementation, training, and administration.

5.3.7 LMS Service Level Agreement (SLA)

A.1 Detail your tiered SLA options.

5.3.8 Other Features, Options, and Services Not Specifically Identified

A.1 Describe other services not specified.

5.3.9 Implementation and Training Timeline

UTRGV plans to start planning, configuring, and training of implementation in Spring of 2024 with Summer II Pilot in July 2024 and full implementation in Fall 2024.

Using this timeline, describe the process and timeline for implementation and training. What type of support is provided for each phase? Include pricing model, and fees for extended support, if applicable. Make sure the timeline is detailed and includes milestones, tasks, and deliverables.

A. Project Planning and consulting B. System configuration C. Setting up and testing Integrations D. Content migration: Please provide the support offer for content migration if needed, and elaborate on the process.

E. User acceptance testing F. Training: Explain in detail your plan and method of providing training and support to the functional and technical staff of the institution during the above phases.

5.4 Additional Questions Specific to this RFP

Proposer must submit the following information as part of Proposer’s proposal:

5.4.1 If Proposer takes exception to any terms or conditions set forth in APPENDIX TWO), Proposer must submit a list of the exceptions. Proposer shall refer to Bonfire questions directed to APPENDIX TWO (sample terms and conditions). If proposer does not agree to part of the terms, proposer will redline APPENDIX

TWO (sample terms and conditions) and upload the document within the designated area within Bonfire (utrgv.bonfirehub.com).

5.4.2 By signing the Execution of Offer (ref. Section 2 of APPENDIX ONE), Proposer agrees to comply with

Certificate of Interested Parties laws (ref. §2252.908, Government Code) and 1 TAC §§46.1 through 46.5) as implemented by the Texas Ethics Commission (TEC), including, among other things, providing TEC and University with information required on the form promulgated by TEC and set forth in APPENDIX NINE.

Proposer may learn more about these disclosure requirements, including the applicable exceptions and use of the TEC electronic filing system, by reviewing §2252.908, Government Code, and information on the TEC website at https://www.ethics.state.tx.us/resources/FAQs/FAQ_Form1295.php. The Certificate of Interested Parties must only be submitted by Contractor upon delivery to University of a signed Agreement.

5.4.3 In its proposal, Proposer must indicate whether it will consent to include in the Agreement the “Access by

Individuals with Disabilities” language that is set forth in APPENDIX FOUR, Access by Individuals with Disabilities. If Proposer objects to the inclusion of the “Access by Individuals with Disabilities” language in the Agreement, Proposer must, as part of its proposal, specifically identify and describe in detail all of the reasons for Proposer’s objection. NOTE: A GENERAL OBJECTION IS NOT AN ACCEPTABLE

RESPONSE TO THIS QUESTION.

5.4.4 In its proposal, Proposer must respond to each item listed in APPENDIX FIVE, Electronic and Information

Resources (EIR) Environment Specifications. APPENDIX FIVE will establish specifications, representations, warranties and agreements related to the EIR that Proposer is offering to provide to University. Responses to APPENDIX FIVE will be incorporated into the Agreement and will be binding on Contractor.

5.4.5 In its proposal, Proposer must respond to each item listed in APPENDIX SIX, Security Characteristics and

Functionality of Contractor’s Information Resources. APPENDIX SIX will establish specifications, representations, warranties and agreements related to the EIR that Proposer is offering to provide to University. Responses to APPENDIX SIX will be incorporated into the Agreement and will be binding on Contractor.

5.4.6 In its proposal, Proposer must indicate whether it will consent to include in the Agreement the language that is set forth in APPENDIX SEVEN, FERPA Confidentiality and Security Addendum. If Proposer objects to the inclusion of the FERPA Confidentiality and Security Addendum in the Agreement, Proposer must, as part of its proposal, specifically identify and describe in detail all of the reasons for Proposer’s objection.

NOTE: A GENERAL OBJECTION IS NOT AN ACCEPTABLE RESPONSE TO THIS QUESTION.

5.4.7 In its proposal, Proposer must indicate whether it will consent to include in the Agreement the language that is set forth in APPENDIX EIGHT, Business Associate Agreement. If Proposer objects to the inclusion of the Business Associate Agreement language in the Agreement, Proposer must, as part of its proposal, specifically identify and describe in detail all of the reasons for Proposer’s objection. NOTE: A GENERAL

OBJECTION IS NOT AN ACCEPTABLE RESPONSE TO THIS QUESTION.

SECTION 6

PRICING AND DELIVERY SCHEDULE

Proposal of: ___________________________________ (Proposer Name)

To: University of Texas Rio Grande Valley

RFP No.: 24-MDR-01

Ladies and Gentlemen:

Having examined specifications and requirements of this RFP (including attachments), the undersigned proposes to furnish Work upon the pricing terms quoted below:

6.1 Term of Agreement

University anticipates that the initial term of the Agreement will be five (5) years. The award date to expire on August 31, 2029. University may elect to renew the Agreement for up to five (5) additional one (1) year terms.

6.2 Pricing for Work and Expenses

Proposers shall submit pricing through Bonfire (refer to Bid Tables BT-03XZ, BT-35OZ, and BT-29FX).

Proposers must also submit a description of how they calculate costs for growth beyond…