Evaluation Components Document.DOCX
DOCX document 79 KB Posted
- Attached to
- Learning Management System State and local contract opportunity
- Solicitation number
- ITB-2526-03-0-2026/KK
- Issued by
- Grant County, Wisconsin
About this file
This document is an Evaluation Components Document for a Learning Management System (LMS) Request for Proposal (RFP) issued by a college in Wisconsin. The college is seeking a comprehensive LMS solution that can support its current academic operations, with a detailed evaluation framework covering six primary criteria: cyber security/disaster recovery, features/tools, integrations/technical capabilities, infrastructure/system administration, accessibility, and support/training. The RFP requires vendors to provide extensive documentation and responses addressing system capabilities across areas such as content management, assessment tools, mobile learning, communication features, third-party integrations, and technical infrastructure.
The document outlines rigorous technical and functional requirements, including seamless integration with existing systems like Anthology (Student Information System), Active Directory/Azure AD, and various third-party tools such as Turnitin, Respondus, and Grammarly. Key evaluation components include system compatibility, security compliance (WCAG 2.1 Level AA), mobile accessibility, AI/automation capabilities, hosting infrastructure, data management, system administration features, reporting capabilities, and comprehensive end-user support. The college emphasizes requirements for browser/device agnosticism, robust content import/export functionality, advanced assessment tools, detailed analytics, and strong accessibility features to ensure an inclusive learning environment.
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Other files for this state and local contract opportunity
| File | Type | Posted |
|---|---|---|
| Designation Confidential and Proprietary Information.PDF | ||
| RFP# 2526-03 Learning Management System.PDF | ||
| Vendor Cost Proposal.XLSX | XLSX spreadsheet | |
| DemandStar Vendor User Guide.PDF | ||
| References.PDF | ||
| SWTC Signature Document.PDF | ||
| Cooperative Purchasing Agreement.PDF | ||
| Business Contact Information.PDF |
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Exhibit 1: EVALUATION COMPONENTS
Areas of Consideration – Proposed System and Evaluation of Same
System Evaluation by Faculty, Staff, and Students
| Can a sandboxed instance of your software be made available to faculty, staff, and students for testing? |
| Yes ☐ |
| No ☐ |
| Will you provide live demos to an audience of faculty, staff, and students? |
| Yes ☐ |
| No ☐ |
| If live demonstrations are offered, can you accommodate multiple dates for your presentation? |
| Yes ☐ |
| No ☐ |
1. Cyber Security, Disaster Recovery, and Standards-Based Compliance (Criteria 5)
1.1 Cyber Security and Disaster Recovery
1.1.1 Provide a copy of your current security policy and/or a copy of your most recent SOC audit results.
1.1.2 Describe your SLA for support, including support hours, average response time, and whether there are graduated or differentiated tiers of support for the application.
1.2 Standards–Based Compliance
1.2.1 Provide documentation that the system is: WCAG Compliant, SCORM compliant, LDAP authentication supported, SSL supported and supports multiple authentications.
1.2.2 The college prefers applications that are fully integrable with Active Directory/Azure AD. Describe whether your application integrates with AD and to what extent.
2. Features and Tools – Content, Curriculum, and Course Management (Criteria 1)
1.
2.
2.1 Content Import/Export
2.1.1 Can the system import our current LMS (Schoology) content? Describe the process and whether the process is supported as part of installation/configuration or is a separate process.
2.1.2 Does the import allow for course cartridge-enabled courses? Describe any content that cannot be imported.
2.1.3 Describe the support for importing test banks and publisher content (e.g., Cengage).
1.
2.
2.2.1 Browser/Device Agnostic System The college requires a system that is browser agnostic; list any web browsers your system is not compatible with.
2.2.2 The college requires a system that is device agnostic; list any types or brand of device your system is not compatible with.
1.
2.
2.3. User Interface/Ease of Use
2.3.1 Describe the navigational structure for the user interface.
2.3.2 Describe interface customization options, including the application of college colors and logos to UI.
1.
2.
2.4 Communication and Collaboration
2.4.1 Describe in detail the system’s integrated communication and collaboration tools (announcements, whiteboard, chat, IM, discussion boards, e-mail, SMS, surveys and polling, etc.)
2.4.2 List and describe third-party communication and collaboration partner integration capabilities.
2.4.3 Describe the system’s integrated calendar capabilities (global view, calendar link to assignment due dates, calendar item import and export capability, items entered by an administrator to populate all individual calendars)
2.4.4 Describe the system support for static announcements and bulk messaging. Include information about the ability to post/message: departments, campuses, faculty, students, entire college, etc.
1.
2.
2.5 Content Creation and Organization
2.5.1 Describe all file types and size limits the system supports for both faculty and students in course content areas.
2.5.2 Detail the functionality related to importing, exporting, and copying courses (automated due dates, drag and drop, simultaneous multiple files
2.5.3 Describe the system’s content areas, such as repositories, learning modules, etc., that are accessible from different courses and multiple instructors.
2.5.4 List all types of embedded editors in the system (WYSIWYG, RCE, HTML, spell checking, equation, etc.) and describe the robustness of the equation editor.
2.5.5 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, virtual classrooms).
2.5.6 Describe integrations with and limitations to third-party content publishers (course cartridge, etc.). List “common cartridge” version compatibility.
2.5.7 Describe the system’s capabilities to apply and update course templates across multiple sections or terms and explain whether templates can be locked or version-controlled.
2.5.8 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.
2.6 Assessment
2.6.1 Describe in detail the system’s assessment capabilities: integration with learning outcomes, type of assessments, and settings options.
2.6.2 Describe in detail any integrity protections (e.g., IP logging, passwords, and integration with third-party proctoring tools – note that the college currently uses Respondus Lockdown Browser and Respondus Monitor).
2.6.3 Does the system have a mathematical equation editor available for students in assessments? Describe.
2.6.4 Describe all question types available, including hotspot questions and question branching.
2.6.5 Describe the rubric feature of the system. How do the rubrics integrate with the grade book, other course content, such as discussion forums, etc.?
2.6.6 Describe in detail the gradebook capabilities and features, including import, export, customizable grading formulas, etc.
2.6.7 Describe export/transfer of final grades to the student information system (Anthology) capability.
2.6.8 Describe the ability to align assessments with college and program-level learning outcomes and describe the ability to export data regarding student mastery of those outcomes.
1.
2.
2.7 Course/Class Management
2.7.1 Describe the system’s group management (team) features, including native polling options.
2.7.2 Describe the system’s submissions tool functionalities, including inline feedback, review and grading features, group submissions, peer review, date-driven or open-ended, and types of attachments.
2.7.3 Provide details on what instructors see when they preview their course from a student role perspective. Acknowledge if this is not possible.
2.7.4 Describe the course roster management capabilities.
2.7.5 Describe how instructors/advisors can use the system for student early alert, tracking, and retention. What reports are available to faculty and administration?
2.7.6 Describe the ability to search within a course for content items.
2.7.7 Describe the ability for instructors to view student activity analytics (e.g., most recent login, time spent on page)
2.7.8 Describe the ability to take attendance in the system and to export attendance reports.
1.
2.
2.1 2.2 2.3 2.4 2.5 2.6 2.7
2.8 Mobile Learning/AI/Automation
2.8.1 Describe the mobile app availability for all devices you support (e.g., iOS, Android, Windows). Note what mobile security areas the app needs to access (e.g., location, camera, microphone, identity)
2.8.2 Describe any current functional limitations of mobile apps by platform
2.8.3 Confirm whether mobile apps are free to students and faculty
2.8.4 Describe your platform’s current and planned support for artificial intelligence and automation features. Examples may include automated feedback tools, predictive analytics, chatbots, adaptive learning tools, and generative content capabilities. Include supported third-party AI integrations or proprietary tools, if applicable.
2.8.5 Other Features, Options, Services Not Specifically Identified
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4.
5.
3. Integrations and Technical (Criteria 6)
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3.
3.1 Integration
3.1.1 Detail how the system integrates with our current SIS environment (Anthology): Features to discuss include course creation, user account creation, student/faculty enrollments, ongoing course management, grading period and subperiod creation, and the ability to merge courses and link sections.
3.1.2 Describe how the college can share information from the system with its other ITS systems (e.g., website/portal integrations, announcement notifications).
3.1.3 Describe the system’s ability to integrate with Microsoft Active Directory or CAS/SAML 2.0 (SP-initiated) and provide integration documentation.
3.1.4 Describe the system’s IAM capabilities including support for granular, role-based permissions, Just-in-Time (JIT) provisioning, and identity federation.
3.1.5 Describe MFA options, particularly for high-privilege users (e.g., system admins, data managers). Indicate whether MFA can be enforced based on role.
3.1.6 Describe the system’s ability to follow strict password complexity and password management policies.
3.1.7 Describe password reset policies/procedures and requirements.
3.1.8 What version of LTI does the system support? Does it support Deep Linking?
3.1.9 Indicate whether your system integrates with any calendaring systems (e.g., Outlook, O365, Google)
3.1.10 Third Party Integrations – List prominent 3rd party integration capabilities and partnerships. Including but not limited to the following: Turnitin.com, PlayPosit, Respondus (or other 3rd party secure browser), Grammarly, and OneDrive/Google Drive Applications. The College currently uses a variety of 3rd party applications, features, and services. A list of these applications is provided below. Indicate the extent to which your system integrates with these applications and in what manner
Out of the Box (OOB) – As the product is installed (baseline installation). Feature/functionality is fully supported in the product as delivered.
Via Configuration (VC) – Feature/functionality can be enabled or configured within the product.
Custom Option (CO) – Feature/functionality is not natively available OOB or VC, but custom options may be available.
| Software/System |
| OOB |
| VC |
| CO |
| NA |
| Plagiarism Detection Software (e.g., TurnItIn) |
| ☐ |
| ☐ |
| ☐ |
| ☐ |
| Secure/Locked Web Browser with remote monitoring capabilities (e.g., Respondus Lockdown Browser, Respondus Monitor) |
| ☐ |
| ☐ |
| ☐ |
| ☐ |
| Grammar/writing aid platforms (e.g., Grammarly) |
| ☐ |
| ☐ |
| ☐ |
| ☐ |
| Interactive Video Platforms (e.g., PlayPosit) |
| ☐ |
| ☐ |
| ☐ |
| ☐ |
| Films on Demand |
| ☐ |
| ☐ |
| ☐ |
| ☐ |
| Ability to integrate streaming video platforms (e.g., YouTube, Kaltura) |
| ☐ |
| ☐ |
| ☐ |
| ☐ |
| Microsoft OneDrive Assignments |
| ☐ |
| ☐ |
| ☐ |
| ☐ |
| Google Drive Assignments |
| ☐ |
| ☐ |
| ☐ |
| ☐ |
| McGraw Hill Connect |
| ☐ |
| ☐ |
| ☐ |
| ☐ |
| Cengage |
| ☐ |
| ☐ |
| ☐ |
| ☐ |
| ReadSpeaker |
| ☐ |
| ☐ |
| ☐ |
| ☐ |
| Course-level Accessibility Scanning Tools (if not native to LMS) |
| ☐ |
| ☐ |
| ☐ |
| ☐ |
1.
2.
3.
3.1
3.2 Technical
3.2.1 Network Security – Explain how the system will support secure access to privileged college users either through VPN technologies or other secure technologies.
3.2.2 Describe in general terms transmission security.
3.2.3 Describe in general terms the system’s security features.
3.2.4 Describe in general terms system integrity features.
3.2.5 Content Recovery - Describe the process and availability of recovery for a single course section.
3.2.6 Content Recovery - Describe the process and availability of recovery of student grades.
3.2.7 Content Recovery - Describe the process and availability of recovery for course content (e.g., a test, a document, etc.)
3.2.8 Describe how backups can be performed at the user level for individual course sections.
3.2.9 Describe how backups can be performed at the institution level of multiple course sections
3.2.10 (Hosted) Describe the process of monitoring for uptime and notification to customers regarding degradation of service.
3.2.11 Describe available monitoring tools for end users to check the status of services.
3.2.12 Describe the system’s ability to provide real-time monitoring and administrative dashboards, as well as access to detailed audit logs for security and compliance purposes. Include details on log types (e.g., user login activity, role changes, gradebook edits), granularity, retention, and export options.
3.2.13 Describe any ability to require students to complete a process before accessing course content (e.g., watch a video, complete a survey, etc.)
3.3 Other Features, Options, Services Not Specifically Identified
4. Infrastructure and System Administration (Criteria 3)
1.
2.
3.
4.
4.1 Hosting - Vendor
4.1.1 Detail the hosting infrastructure. Include security, location(s), capabilities, etc.
4.1.2 Describe your system’s ability to scale with fluctuations in users and data volume. Include expected product roadmap highlights over the next 12–24 months, including major feature updates, compliance enhancements, or platform re-architecting.
4.1.3 Describe server response times, college bandwidth requirements, uptime guarantees, and maintenance schedule.
4.1.4 Provide a sample SLA (Service Level Agreement). Note whether the terms will be negotiable.
4.1.5 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).
4.1.6 Describe storage capacity options and related costs. Include storage management support.
4.1.7 Describe the ability to set course and user storage limits.
4.1.8 Describe your backup and restore plans in the event of a serious issue.
4.1.9 Describe your disaster recovery capabilities and return to operations timeline.
4.1.10 Describe the system’s ability to support data lifecycle management, including setting and enforcing data retention schedules, archiving inactive course and user data, and securely deleting or anonymizing data in compliance with FERPA and other applicable regulations.
4.1.11 Describe geo-redundancy and failover strategies (e.g., secondary data centers, auto-failover timelines). Indicate any limitations, fees, or proprietary constraints that may affect full data export, content migration, or platform independence in the event of contract termination.
4.1.12 Describe whether your platform is hosted in data centers that support environmental sustainability goals (e.g., energy-efficient infrastructure, renewable energy sources, carbon-neutral commitments). Include any third-party certifications (e.g., ISO 50001, LEED, ENERGY STAR) if applicable.
4.1.13 Describe the timeline, formats, and procedures for retrieving all data at the end of the contract.
4.1.14 Indicate whether there are costs or restrictions to full course content and user data export.
4.1.15 Describe abilities to bulk distribute course content to multiple courses.
4.1.16 Describe the ability to post static or pinned announcements to all users (e.g., alerts, global announcements, emergency announcements, etc.)
4.2 System Administration (College)
4.2.1 Provide documentation of the system’s instructional hierarchy.
4.2.2 Describe the system’s role management capability, including the ability to create custom roles, the use of a guest or auditor role.
4.2.3 Describe any abilities to bulk distribute course content or a course structure to multiple courses.
4.2.4 Describe how course-level roles are affected by account-level roles within a course.
4.2.5 Describe access permissions/limitations for advisors to view student grades, attendance, etc., without course access.
Detail any content or system areas that are restricted from system administrator access.
1.
2.
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4.
4.3 Institution Level Reporting and Statistics
4.3.1 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.
4.3.2 Describe how the system provides for pulling data by program, department, and other defined group levels.
4.3.3 Describe default and custom analytic reporting and exporting capabilities.
4.4 Describe how the system accommodates the college’s base of operation time zone (Central Standard Time)
4.5 Other Features, Options, Services Not Specifically Identified
5. Accessibility (Criteria 2)
1.
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4.
5.
5.1 LMS Accessibility
5.1.1 Describe in detail how the system addresses web accessibility issues.
5.1.2 Indicate whether your system is compliant with Web Content Accessibility Guidelines (WCAG 2.1 Level AA)
5.1.3 Provide a completed Voluntary Product Accessibility Template (VPAT).
5.1.4 Provide a list of assistive technology (Universal Design elements) that work natively with your system.
5.1.5 Describe any provision the content authoring tools have to generate and prompt users to develop web accessible content and remediate existing accessibility issues.
5.1.6 Confirm compatibility of all LMS content, including rubrics, pages, and assessments, with common screen readers (e.g., NVDA, JAWS)
5.1.7 Describe whether the LMS includes native or third-party course-level accessibility checkers to identify and remediate existing issues.
5.1.8 Provide documentation if the system has had a 3rd party analysis to measure accessibility compliance.
5.2 Other Features, Options, Services Not Specifically Identified
6. Support/Service Level Agreement/Training (Criteria 4)
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6.
6.1 Support Services
6.1.1 Describe the end-user support plan for the system, including help desk services and escalation path.
6.1.2 Detail the support materials accessible for students, faculty, and staff available online. Note additional avenues of support (e.g., user communities, user conferences, video tutorials, etc.)
6.1.3 Describe the support options available to technical staff. Note the following: availability, response time, support tiers, escalation factors, etc.
6.2 Training
6.2.1 Describe onboarding and training available for faculty, systems, administrators, course designers, and integration programmers.
6.2.2 List training materials available (e.g., video, webinars, video tutorials, etc.)
6.2.3 List types of documentation and internal help available for supporting implementation, training, and administration.
6.3 Service Level Agreement (SLA)
6.4 Detail your tiered SLA options.
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