Online High School RFP 7-3-18.docx

STATE OF MICHIGAN

Department of Technology, Management and Budget Procurement

Request For Proposal No. 171-180000002751 Online High School Diploma, MDOC

Solicitation Manager Name: Sean Regan Telephone Number: 517-243-8459 DTMB-Procurement Telephone Number 1-855-MI-PURCH (1-855-647-8724) E-Mail Address: regans@michigan.gov

This is a Request for Proposal (RFP) for Online High School Diploma, MDOC Anticipated Timeline

*A proposal received at 3:00:01 p.m. Eastern is considered late.

The information in this document is subject to change. Check www.michigan.gov/SIGMAVSS for the current information.

Request For Proposal No. 171-180000002751 Online High School Diploma, MDOC

PROPOSAL INSTRUCTIONS

1. RESPONSE PREPARATION. The State recommends reading all RFP materials prior to preparing a proposal, particularly these Proposal Instructions and the Bidder Information Exhibit. Bidders must follow these Proposal Instructions and provide a complete response to the items indicated in the table below. References and links to websites or external sources may not be used in lieu of providing the information requested in the RFP within the proposal. Include the Bidder’s company name in the header of all documents submitted with your proposal.

Bidder proposal should contain all content in Exhibit A for the Request for Proposal.

RFP Structure and List of RFP Documentation

2. CONTACT INFORMATION FOR THE STATE. The sole point of contact for the State concerning this RFP is listed on the Cover Page. Contacting any other State personnel, agent, consultant, or representative about this RFP may result in Bidder disqualification.

3. QUESTIONS. Bidder questions about this RFP must be posted on www.michigan.gov/SIGMAVSS no later than the time and date specified on the Cover Page. In the interest of transparency, only written questions are accepted. Answers to questions will be posted on www.michigan.gov/SIGMAVSS Submit questions using the format below; a Microsoft Excel format or similar is suggested. The Bidder may also submit questions to the Buyer email listed above.

4. MODIFICATIONS TO RFP. The State may modify the RFP at any time. Changes will be posted on www.michigan.gov/SIGMAVSS. This is the only method by which the RFP may be modified. The posted changes will automatically revise the original RFP.

5. DELIVERY OF PROPOSAL.

The Bidder must submit its proposal, all attachments, and any modifications or withdrawals electronically through www.michigan.gov/SIGMAVSS. The price proposal should be saved separately from all other proposal documents. The Bidder should provide the documents in a modifiable form (e.g., Microsoft Word or Excel), but has the option to also provide copies of any documents in a non-modifiable form (e.g., PDF). Bidder’s failure to submit a proposal as required may result in disqualification of such proposal. The proposal and attachments must be fully uploaded and submitted prior to the due date identified above. Do not wait until the last minute to submit the bid, as the SIGMA VSS system requires the creation of an account and entry of certain information, in addition to uploading and submitting the materials. The SIGMA VSS system will not allow a proposal to be submitted after the due date and time identified above.

Questions on how to submit information or how to navigate in the SIGMA VSS system can be answered by calling (888) 734-9749.

6. MANDATORY MINIMUM REQUIREMENTS. To avoid disqualification, the Bidder must provide documentation to support the following:

Mandatory Minimum Requirements

1. The high school education program proposed must be through a regionally accredited public or private school district. Bidder must demonstrate accreditation, to be submitted with their bid proposal.

2. Bidder must have at least one year of experience with its Solution offering classes in a prison, jail or juvenile detention facility setting. This can be demonstrated by providing a copy of a contract for services or a letter from the agency the Bidder supported, including contact information that can be verified.

Only those proposals that meet the mandatory minimum requirements will be considered for evaluation.

7. EVALUATION PROCESS. The State may evaluate each proposal based on the following factors:

Section 4, Contract Term Sections 5 Specific Standards Section 6 User Type and Capacity Section 7 Access Control and Audit Section 8 Data Retention Section 9 Security Section 13 Testing and Acceptance & Schedule F UAT Section 14 Training Services

Section 10 Solution Section 11 Program Level Requirements Section 12 Milestones and Deliverables Section 14 Training Services Section 19, Pricing Oral Presentations

Section 20 Contractor Personnel Section 21 Contractor Personnel Requirements Section 26 PREA Section 27 Vendor Handbook Exhibit A, Attachment 1 Resume Templates

Section 15 Software Hosting Section 16 Software Equipment Support and Maintenance Section 17 Transition Services Section 18 Professional Services Section 23 Meetings Section 24 Project Reports Section 25 Additional Information

Proposals receiving 80 or more evaluation points will have pricing evaluated and be considered for award.

The State may utilize all Bidder information, without regard to a proposal’s technical score, to determine fair market value for goods or services sought. The State is not obligated to accept the lowest price proposal. If applicable, the State’s evaluation will include consideration of a Bidder’s qualified disabled veteran (QDV) status under MCL 18.1261(8). Additional information on the QDV preference is available at: http://michigan.gov/micontractconnect/0,4541,7-225-48677-123519--,00.html.

The State strongly encourages strict adherence to the Contract Terms. The State reserves the right to deem a bid non-responsive for failure to accept the Contract Terms. Nevertheless, the Bidder may submit proposed changes to the Contract Terms in track changes (i.e., visible edits) with an explanation of the Bidder’s need for each proposed change. Failure to include track changes with an explanation of the Bidder’s need for the proposed change constitutes the Bidder’s acceptance of the Contract Terms. General statements, such as that the Bidder reserves the right to negotiate the terms and conditions, may be considered non-responsive.

The State may, but is not required to, conduct an on-site visit to tour and inspect the Bidder's facilities, require an oral presentation of the Bidder's proposal, attend a proof of concept meeting, conduct interviews with Bidders, or request additional price concessions at any point during the evaluation process.

The State may deduct points or reject a proposal if the Bidder fails to demonstrate to the State’s satisfaction the viability or functionality of the goods or services at the proof of concept meeting, on-site visit tour, oral presentations, or during Bidder interviews.

8. NOTICE OF DEFICIENCY. The State reserves the right to issue a Notice of Deficiency to Bidders if the State determines after the proposal deadline that a portion of the RFP was deficient, unclear, or ambiguous. Failure to respond to a Notice of Deficiency timely may be cause for disqualification.

9. CLARIFICATION REQUEST. The State reserves the right to issue a Clarification Request to a Bidder to clarify its proposal if the State determines the proposal is not clear. Failure to respond to a Clarification Request timely may be cause for disqualification.

10. RESERVATIONS. The State reserves the right to:

a. Disqualify a Bidder for failure to follow these instructions.

b. Discontinue the RFP process at any time for any or no reason. The issuance of an RFP, your preparation and submission of a proposal, and the State’s subsequent receipt and evaluation of your proposal does not commit the State to award a contract to you or anyone, even if all the requirements in the RFP are met.

c. Consider late proposals if: (i) no other proposals are received; (ii) no complete proposals are received; (iii) the State received complete proposals, but the proposals did not meet mandatory minimum requirements or technical criteria; or (iv) the award process fails to result in an award.

d. Consider an otherwise disqualified proposal, if no other proposals are received.

e. Disqualify a proposal based on: (i) information provided by the Bidder in response to this RFP; (2) the Bidder’s failure to complete registration on www.michigan.gov/SIGMAVSS; or (3) if it is determined that a Bidder purposely or willfully submitted false or misleading information in response to the RFP.

f. Consider prior performance with the State in making its award decision.

g. Consider overall economic impact to the State when evaluating proposal pricing and in the final award recommendation. This includes but is not limited to: considering principal place of performance, number of Michigan citizens employed or potentially employed, dollars paid to Michigan residents, Michigan capital investments, job creation, tax revenue implications, and economically disadvantaged businesses.

h. Consider total-cost-of-ownership factors (e.g., transition and training costs) when evaluating proposal pricing and in the final award recommendation.

i. Refuse to award a contract to any Bidder that has failed to pay State taxes or has outstanding debt with the State.

j. Enter into negotiations with one or more Bidders on price, terms, technical requirements, or other deliverables.

k. Award multiple, optional-use contracts, or award by Contract Activity.

l. Evaluate the proposal outside the scope identified in the Evaluation Process Section, if the State receives only one proposal.

11. AWARD RECOMMENDATION. The contract will be awarded to the responsive and responsible Bidder who offers the best value to the State, as determined by the State. Best value will be determined by the Bidder meeting the minimum point threshold and offering the best combination of the factors stated in the Evaluation Process Section, and price, as demonstrated by the proposal. The State will post a Notice of Recommendation for Award on www.michigan.gov/SIGMAVSS.

12. STATE ADMINISTRATIVE BOARD. Contracts in excess of $500,000 require approval by the State Administrative Board. The State Administrative Board’s decision is final; however, its approval does not constitute a contract. The award process is not complete until the awarded contractor receives a contract fully executed by all parties.

13. DEBRIEF MEETINGS AND PROTEST. The State will post a Notice of Recommendation for Award, which will provide instructions on how to request a debrief meeting.

If you wish to initiate a protest of the award, you must submit your written protest electronically at BidProtest-DTMB@michigan.gov no later than 3:00 p.m. Eastern, 5 business days after posting the Notice of Recommendation for Award on SIGMA VSS, or by 3:00 p.m. Eastern, the next business day if that date falls on a state holiday or weekend. The State reserves the right to adjust this timing and will publish any change on the SIGMA VSS system.

Additional information about the protest process is available at www.michigan.gov/micontractconnect under the “Programs and Policies” link.

14. GENERAL PROPOSAL CONDITIONS. The State will not be liable for any costs, expenses, or damages incurred by a Bidder participating in this solicitation. The Bidder agrees that its proposal will be considered an offer to do business with the State in accordance with its proposal, including the Contract Terms, and that its proposal will be irrevocable and binding for a period of 180 calendar days from date of submission. If a contract is awarded to the Bidder, the State may, at its option, incorporate any part of the Bidder’s proposal into a contract. This RFP is not an offer to enter into a contract. This RFP may not provide a complete statement of the State’s environment, or contain all matters upon which agreement must be reached. Other than verified trade secrets, proposals submitted via www.michigan.gov/SIGMAVSS are the State’s property.

15. FREEDOM OF INFORMATION ACT.

a. Under MCL 18.1261(13)(b), records containing “a trade secret as defined under section 2 of the uniform trade secrets act, 1998 PA 448, MCL 445.1902, or financial or proprietary information” are exempt from disclosure under FOIA. And under MCL 18.1470(3), “proprietary financial and accounting” information is also exempt from disclosure under FOIA.

b. If information within a Bidder’s proposal falls under the aforementioned exemptions, and the Bidder seeks to have it withheld from disclosure under FOIA, then by the proposal deadline, the Bidder must: (1) save exempt information in a separate file (i.e., document); (2) name the file/document “FOIA-EXEMPT”; (3) label the header of each page of the file/document “Confidential–Trade Secret,” “Confidential–Financial,” or “Confidential–Proprietary” as applicable; (4) clearly reference within the file/document the RFP schedule, section, and page number to which the exempt information applies; and (5) verify within the FOIA-EXEMPT file/document that the information meets the FOIA exemption criteria.

c. The State reserves the right to determine whether information designated as exempt by a Bidder falls under the FOIA exemptions.

d. Resumes, pricing, and marketing materials are not trade secrets or financial or proprietary information.

e. Do not identify your entire proposal as “FOIA-EXEMPT,” and do not label each page of your proposal “Confidential.” If a Bidder does so, the State may require the Bidder to resubmit the proposal to comply with subsection (b) above.

f. If the State requires a Bidder to resubmit a proposal for failure to follow these instructions, the State reserves the right to disqualify the Bidder if the proposal is materially changed upon resubmission. In other words, amendments to the proposal should be restricted to that which is necessary to separate confidential from non-confidential information.

Request For Proposal No. 171-180000002751 Online High School Diploma, MDOC

EXHIBIT A

PROJECT SCOPE

This Exhibit identifies the anticipated requirements of any Contract resulting from this RFP.

The Bidder must respond to each Section, requirement or question, and explain how it will fulfill each requirement. Attach any supplemental information and appropriately reference within your response.

Contractor refers to a Bidder responding to this RFP. Contractor and Bidder are referred to interchangeably throughout these documents.

1. DEFINITIONS

The following terms have the meanings set forth below. All initial capitalized terms that are not defined below have the respective meanings given to them in Section 1 of the Contract Terms and Conditions.

Computer/thin-client Means a lightweight, fanless desktop computer terminal that has no hard drive and has been optimized for remoting into a server-based computing environment. All features typically found on the desktop computer, including applications, sensitive data, memory, etc., are stored back in the server which does most of the work, including launching software programs, crunching numbers, and storing data.

2. BACKGROUND

The Michigan Department of Corrections (MDOC) seeks to pilot a system to deliver accredited online career high school diploma programming to prisoners. The pilot will take place at: Carson City Correctional (DRF) and Lakeland Correctional Facility (LCF), serving up to 400 prisoners. This programming must lead to an accredited high school diploma and indicate educational proficiency at a high school level. Programming will be offered mostly on nights and weekends in a computer lab at the selected pilot facilities. Classes will run an average of three hours per session, up to seven days a week. This pilot, which is intended to last 12 months, is required by Section 908 of FY 2018 Boilerplate under the Corrections Education line item.

3. PURPOSE

The Contractor must provide prisoners with access to accredited online career high school completion programming through electronic technology in a closed system environment that does not utilize the existing State of Michigan network. The Contractor must provide computers/thin-clients with monitors to the MDOC for use by prisoners. The Contractor is responsible for the ongoing provision of network connectivity to each facility offering the program. The State will provide a separate and secure fiber within the identified facilities from the demarcation point to the computers.

Prisoners participating in this pilot will have reading and math levels at the High Intermediate Basic Education Functioning Level (grade level 6.0 to 8.9) as determined by TABE, must have failed the GED test previously, and will have shown previous good effort in school as determined by 363A Education Program Plan reports. Prisoners will be selected for this pilot by MDOC Education Staff and cannot request to be placed in the program. The Contractor will also provide training to MDOC staff who will administer the program and to prisoners who will participate in the program.

The Contractor must ensure that prisoner students who start the program achieve appropriate grade level Educational Functioning Level (EFL) gains towards achieving a high school degree in accordance with the National Reporting System Benchmarks (Attachment A – National Reporting System Benchmarks for Educational Functioning Level Gains) unless removed from program by MDOC. Success in this program will not be determined by the number of diplomas issued by the Contractor. Prisoner students will be TABE tested by the MDOC before being placed in the program and at issuance of a diploma, to determine if they raised scores to a 10th grade level in reading and math as demonstrated on the TABE and/or be able to pass a High School Equivalency (HSE) test in the areas of Math, Reading, and Language. Detailed Program level requirements are captured in Exhibit A, Project Scope Section 11. Program Level Requirements and Attachment E – Program Service Level Agreement.

4. CONTRACT TERM

While the pilot program is intended to last 12 months, the overall term for the Contract will be 18 months, in order to accommodate implementation, training, and post-pilot transition and reporting services.

Upon completion of the pilot program, the State may enter into a long-term contract with the awarded Bidder and expand services to other State correctional facilities.

Bidder must check only one box below and identify exception(s):

5. SPECIFIC STANDARDS

A. Enterprise IT Policies, Standards and Procedures (PSP) Contractors are advised that the State has methods, policies, standards and procedures that have been developed over the years. Contractors are expected to provide proposals that conform to State IT PSP’s. Contractor is required to review all applicable links provided below and state compliance in their response. Enterprise IT Policies, Standards and Procedures: http://michigan.gov/dtmb/0,4568,7-150-56355_56579_56755---,00.html

1) The Bidder should be aware that not all State PSPs are available through the links provided below. The Bidder should provide an executed non-disclosure agreement (NDA) to the Solicitation Manager listed in the Proposal Instructions. Upon receipt of a completed and executed NDA, the Solicitation Manager will send the confidential, non-public PSPs to the Bidder.

2) Comply with all State physical and IT security policies and standards which will be made available upon request using the following approach:

a. Obtain compliance with all applicable State physical and IT security policies and standards (which will be available upon request) starting with the completion of an SOM risk assessment using the SOM Governance Risk and Compliance (GRC) tool within the first 3 months of contract acceptance.

b. Prioritize remediation for issues identified in the GRC tool based on risk priority provided by the tool.

c. Provide quarterly updates on the remediation status of identified issues.

3) The Bidder will only be required to comply with those PSPs that apply to the type of solution being proposed.

B. Acceptable Use Policy To the extent that Contractor has access to the State’s computer system, Contractor must comply with the State’s Acceptable Use Policy, see http://michigan.gov/dtmb/0,4568,7-150-56355_56579_56755---,00.html. All Contractor Personnel will be required, in writing, to agree to the State’s Acceptable Use Policy before accessing the State’s system. The State reserves the right to terminate Contractor’s access to the State’s system if a violation occurs.

C. Compliance with the American with Disabilities Act of 1990 (ADA) The State is required to comply with the ADA and has adopted a formal policy regarding accessibility requirements for websites and software applications. The State is requiring that Bidder’s proposed Solution comply, where relevant, to level AA of the World Wide Web Consortium (W3C) Web Content Accessibility Guidelines (WCAG) 2.0. Bidder may consider, where relevant, the W3C’s Guidance on Applying WCAG 2.0 to Non-Web Information and Communications Technologies (WCAG2ICT) for non-web software and content. The State may require that Bidder complete a Voluntary Product Accessibility Template for WCAG 2.0 (WCAG 2.0 VPAT) or other comparable document for the proposed Solution. http://www.michigan.gov/documents/dmb/1650.00_209567_7.pdf?20151026134621

Bidder must check only one box below and identify exception(s):

6. USER TYPE AND CAPACITY

A. Bidder must be able to meet the expected number of concurrent users.

Bidder must check only one box below and identify exception(s):

B. Bidder must explain how it will be able to support the expected number of concurrent users.

Bidder must provide detailed information as requested in the requirement(s) in Section 6 B.

Bidder Response:

C. Bidder must also explain whether the Solution can scale up or down without affecting performance.

Bidder must provide detailed information as requested in the requirement(s) in Section 6 C.

Bidder Response:

D. Bidder must provide details regarding latency response time (i.e., screen refreshes and updates are completed in under two seconds and saves are completed in under three seconds). Bidder must provide details regarding generate page load, standardized reporting, ad hoc reporting. Bidder must identify what network connectivity or equipment the State will be required to have to meet the expected latency response time.

Bidder must provide detailed information as requested in the requirement(s) in Section 6 D.

Bidder Response:

E. Any video capability or audio capability that is provided by the Bidder must function without jitter, breakup, or pixilation and any audio performs without stutter or breakup. Bidder must provide details on how they will meet this requirement.

Bidder shall check only one box below and identify exception(s):

Bidder shall describe how the above requirement(s) in Section 6 E will be met/achieved.

Bidder Response:

7. ACCESS CONTROL AND AUDIT

A. Bidder must explain if there are any Web-based management capabilities to manage users and data.

Bidder must provide detailed information as requested in the requirement(s) in Section 7 A.

Bidder Response:

B. Bidder must explain what and how audit log data is captured as well as how and by whom it can be accessed within specific user groups. The Audit logs must be in a readily accessible format, such as Excel.

Bidder must provide detailed information as requested in the requirement(s) in Section 7 B.

Bidder Response:

C. Secure Network:

1) The Contractor must provide secure connectivity to the network with no access to public facing World Wide Web, Internet, and/or outside the closed system.

2) The Contractor must provide a Break-out Attempt/Success Report that identifies prisoner user attempt events to break out of the secure, closed, online high school solution environment or compromise the security of any equipment in the environment. The solution is expected to be hardened against such internal hacking by prisoner users. This report provides details regarding the attempts and successes, including the date and time of the attempt, user id making the attempt, site/URL attempted, whether successful, and captured data, if successful. The nature of this report may require an electronic format.

3) The Contractor must notify the State Program Manager or designee within 15 minutes in writing and by telephone if the equipment or network security is breached or access to the World Wide Web, Internet is possible, even if no access occurred.

4) In the event that the Contractor’s network is suspected to have allowed access to the World Wide Web, Internet and/or outside the closed system, the system access will immediately be shut down and will remain shut down until an investigation is conducted and the matter is resolved to the satisfaction of the State Program Manager or designee and DTMB Michigan Cyber Security.

Bidder must check only one box below and identify exception(s):

8. DATA RETENTION

All State Data must be maintained throughout the term of the Contract and for any transition period necessary to securely transfer the data from Contractor to the State.

Bidder must check only one box below and identify exception(s):

9. SECURITY

A. Bidder must review the Data Security Requirements set forth in Schedule E – Data Security Requirements to the SaaS Terms and Conditions. Bidder must note any exceptions to the security requirements by redlining Schedule E – Data Security Requirements.

B. The solution will be storing sensitive data. The Bidder must describe how it will comply with the following and provide supporting evidence as part of their proposal:

1) Must be encrypted at rest using Federal Information Processing Standards compliant using AES 128 bit or higher encryption.

2) Must describe their password strength and timeout period.

3) Must remain compliant with the NIST Special Publication 800.53 (most recent version) Low controls using minimum control values as established in the applicable SOM PSP.

4) Must remain compliant with Family Educational Rights and Privacy Act (FERPA) educational data security requirements.

5) Must have a procedure for documenting and reporting a suspected security violation.

6) The State data must be marked as deleted and accessible to authorized users. There should be entries in the audit trail for the deleted data.

7) The Solution must be regularly scanned for vulnerabilities in compliance with SOM PSPs.

8) All hardware (including associated firmware) must be patched in compliance with Payment Card Industry (PCI) published standards.

9) Data Classification must be performed based on SOM published PSPs.

10) For Facility Security please reference Section 21 Contractor’s Personnel Requirements, Section 26 Prison Rape Elimination of 2003, and Section 27 Vendor Handbook.

Bidder shall check only one box below and identify exception(s):

Bidder shall describe how the requirement(s) in Section 9 will be met/achieved.

Bidder Response:

10. SOLUTION

A. Bidder must provide a detailed description of the Software, hardware, ancillary services, and peripherals necessary to meet the requirements of this RFP.

Bidder must provide detailed information as requested in the requirement(s) in Section 10 A.

Bidder Response:

B. Bidder must include any end-user license agreements that will be required by the State to access the Solution as Schedule C Licensing Agreement.

Bidder must check only one box below and identify exception(s):

11. PROGRAM LEVEL REQUIREMENTS

A. CLASSROOM MONITORS

1) Bidder will supply one classroom monitor per computer lab for at least 20 prisoner students. He/she will provide oversight of the class, including supervision, curriculum training, and system assistance. Classroom monitors will be available an average of 3 hours per session, up to seven days per week. The schedule will be determined by negotiation between the Bidder and the MDOC Program Manager.

2) Bidder must maintain sufficient staffing to ensure that all shifts are covered without interruption.

3) Bidder must fill classroom vacancies with Contractor’s classroom monitor staff that have completed New Employee Orientation Training and Collaborative Case Management training within 10 business days of classroom monitor vacancy absence as defined in Attachment E – Program Service Level Agreement.

4) See Section 20. Contractor Personnel and Section 21 Contractor Personnel Requirements for specific job duties, qualifications and approval process.

Bidder must check only one box below and identify exception(s):

B. CURRICULUM AND OUTCOMES

1) Bidder will have an existing online curriculum delivery system. This curriculum must lead to an accredited online high school degree.

2) Content provided to MDOC prisoner students must be approved by the State Program Manager or designee. If preapproved by the State Program Manager or designee, this content may be updated, supplemented, or otherwise altered by Contractor.

3) The Bidder must meet the Program’s SLAs identified in Attachment E. Below is an outline of such program level requirements.

a. The Bidder must ensure 50% of prisoner students who start the program achieve appropriate grade level Educational Functioning Level (EFL) gains toward achieving a high school degree in accordance with Exhibit A, Project Scope, Section 3, Purpose and Attachment A – National Reporting System Benchmarks for Educational Functioning Level Gains.

b. The Bidder must ensure 50% of prisoner students who graduate the program score at a 10th grade level in reading and math as demonstrated on the TABE and/or are able to pass a HSE Test in accordance with Exhibit A, Project Scope, Section 3, Purpose.

c. The Contractor must provide comprehensive, accurate and timely reports of prisoner student participation in the Online High School program. The reports must be submitted in accordance with Exhibit A, Project Scope, Section 24, Project Reports.

12. MILESTONES AND DELIVERABLES

A. The State’s proposed milestone schedule and associated deliverables are set forth below. Bidder may propose alternative timeframes and deliverables, but Bidder must provide an explanation as to why the State’s schedule and associated deliverables is not feasible.

Proposed Milestone and Deliverables below:

Bidder must check only one box below and identify exception(s):

B. Bidder must provide a Work Breakdown Structure (WBS) that corresponds with the milestone dates set forth above (or with Bidder’s alternatively proposed schedule). The WBS must be detailed enough to identify all State and Contractor responsibilities.

Bidder must provide detailed information as requested in the requirement(s) in Section 12 B.

Bidder Response:

C. The Contractor will provide a Project Manager to work with the State’s Project Manager. Contractor’s Project Manager will ensure the appropriate Contractor resources are on-boarded for the project and will conduct a kickoff meeting with the State’s Program Manager and identified State resources to review the project plan and approach, the scheduled tasks and their related timing, and to identify any potential risks or issues related to the project. The Contractor’s Project Manager will be responsible for maintaining an Microsoft Project schedule (or approved alternative) identifying tasks, durations, forecasted dates and resources – both Contractor and State - required to meet the timeframes as agreed to by both parties.

D. The Contractor Project Manager will monitor project implementation progress and report on a weekly basis to the State the following:

1) Progress to complete milestones, comparing forecasted completion dates to planned and actual completion dates.

2) Accomplishments during the reporting period.

3) Tasks planned for the next reporting period.

4) Identify any existing issues which are impacting the project and the steps being taken to address those issues.

5) Identify any new risks and describe progress in mitigating high impact/high probability risks previously identified.

E. Changes to scope, schedule or cost must be addressed through a formal change request process with the State and the Contractor to ensure understanding, agreement and approval of authorized parties to the change and clearly identify the impact to the overall project.

F. SUITE Documentation

1) In managing its obligation to meet the above milestones and deliverables, the Bidder is required to utilize the applicable SUITE methodologies, or an equivalent methodology proposed by the Bidder. The Bidder is required to review http://www.michigan.gov/suite and demonstrate how each PMM/SEM requirement will be met. Bidders wishing to use their own documents must submit an example of the document that will be substituted. If the Bidder deems a document to be non-applicable, please provide reasons for the determination. The State reserves the right to give final approval of substituted documents and items marked as non-applicable.

2) SUITE’s primary goal is the delivery of on-time, on-budget, quality systems that meet customer expectations. SUITE is based on industry best practices, including those identified in the Project Management Institute’s PMBoK and the Capability Maturity Model Integration for Development. It was designed and implemented to standardize methodologies, processes, procedures, training, and tools for project management and systems development lifecycle management. It offers guidance for efficient, effective improvement across multiple process disciplines in the organization, improvements to best practices incorporated from earlier models, and a common, integrated vision of improvement for all project and system related elements.

3) While applying the SUITE framework through its methodologies is required, SUITE was not designed to add layers of complexity to project execution. There should be no additional costs from the Bidder, since it is expected that they are already following industry best practices which are at least similar to those that form SUITE’s foundation.

4) SUITE’s companion templates are used to document project progress or deliverables. In some cases, Bidders may have in place their own set of templates for similar use. Because SUITE can be tailored to fit specific projects, project teams and State Project Managers may decide to use the Contractor’s provided templates, as long as they demonstrate fulfillment of the SUITE methodologies.

Bidder must check only one box below and identify exception(s):

13. TESTING SERVICES AND ACCEPTANCE

Bidder must review and respond to Schedule F - User Acceptance Testing.

Bidder must check only one box below and identify exception(s):

14. TRAINING SERVICES

A. The Bidder will provide training to approximately ten (10) MDOC staff who will oversee the program and to prisoner student who will participate in the program. The Bidder must provide available training options and include details such as: typical class size, materials to be provided, class duration, and if it is on-site or web based.

B. The training for staff will explain how to administer and use the online high school software, how to gain access to all required reports and transcripts and any other pertinent software functions and program level requirements.

C. The training for prisoner students will be in person and explain how to operate the online high school software, how to read/understand transcripts, an explanation of curriculum and any other pertinent software functions and program level requirements.

D. The Bidder must provide a training plan for go-live support and transition to self-support, including options and details such as the number of dedicated personnel, staff location, hours available and duration of go-live support.

E. Bidder must provide details on, and examples of, clearly written instructions and documentation to enable State administrators and end-users to successfully operate the Solution without needing to bring in additional Contractor support.

Bidder shall check only one box below and identify exception(s):

Bidder shall describe how the requirement(s) in Section 14 will be met/achieved.

Bidder Response:

15. SOFTWARE HOSTING

A. Bidder is responsible for the hosting, management and operation of the Software for remote electronic access and use by the State throughout the term of the Contract. Hosting of the Software, and storage of State Data, must be in the continental United States. The Software must be available on a 24x7x365 basis, with the exception of scheduled downtime for routine maintenance services. Scheduled downtime must be performed outside the hours of 7 a.m. to 10 p.m. Eastern.

B. Bidder must maintain and operate a disaster recovery plan for the Software, and implement such plan in the event of any unplanned interruption of the Software. Bidder must also perform periodic backups of all State Data.

C. In its Bid Response, Bidder must include a Service Level Agreement as Schedule B for the Software, which should cover, at a minimum, all of the following:

1) Service level availability targets and measurement

2) Service level credits.

3) Data backup and storage.

4) Disaster recovery.

Bidder must check only one box below and identify exception(s):

16. SOFTWARE AND EQUIPMENT SUPPORT AND MAINTENANCE

A. Bidder is responsible for the ongoing maintenance and support of the entire end-to-end Solution throughout the term of the Contract, which includes maintaining and supporting both the Software and Equipment.

B. Bidder must provide unlimited telephone and online support from the hours of 7 a.m. to 10 p.m. Eastern Time, seven days a week. Bidder must provide an automated ticketing system to log and respond to service requests by the State. Service requests must be responded to and resolved within mutually agreed to timeframes. Please be advised that service requests that involve Equipment will likely require Bidder to come on-site to remedy.

C. Bidder must also provide all updates, bug fixes, security patches and other improvements to the Software and Equipment that are necessary to meet the requirements of the Contract.

D. In its Bid Response, Bidder must include a Support and Maintenance Agreement as Schedule D, which should cover at a minimum, all of the following:

1) Method for logging, classifying and prioritizing service requests by the State.

2) Response and resolution times for errors based on classification.

3) Escalation path for service requests that are not timely responded to or resolved.

4) Service level credits.

5) Maintenance releases.

E. Bidder should also review Schedule G to this RFP, which covers Bidder’s obligations with respect to delivery, installation and warranty of the Equipment.

17. TRANSITION SERVICES

Upon termination or expiration of the agreement, Contractor must, for a period of time specified by the State (not to exceed 30 calendar days), provide all reasonable transition assistance requested by the State, to allow for the expired or terminated portion of the agreement to continue without interruption or adverse effect, and to facilitate the orderly transfer of the services to the State or its designees. Such transition assistance may include but is not limited to: (a) continuing to perform the services at the established rates; (b) taking all reasonable and necessary measures to transition performance of the work, including all applicable services to the State or the State’s designee; (c) taking all necessary and appropriate steps, or such other action as the State may direct, to preserve, maintain, protect, or return (in a format specified by the State) to the State all data stored in the Solution; and (d) preparing an accurate accounting from which the State and Contractor may reconcile all outstanding accounts.

Bidder must provide a detailed transition-in and transition-out plan, including any roles or responsibilities expected of the State. The plan must adequately demonstrate the steps to migrate between Bidder’s Solution and internal or third-party solutions.

Bidder shall check only one box below and identify exception(s):