R26-009 Pre-Proposal slide.pptx

Procurement and Contracts Pre-Proposal Conference RFP# R26-009 Learning Management System (LMS)

Direct questions/concerns to:

Procurement Officer:

Kevin McDowell PO Box 6885 Radford, VA 24142-6885 Phone: (540)831-5356 Email:

dkmcdowel@radford.edu

Purpose of RFP:

Radford is seeking to establish an additional term contract for our Learning Management System (LMS).

Term of Contract: The initial term will be five (5) year, with Five (5) additional one-year renewals available (Ten years total).

Radford University is undertaking a comprehensive review of its Learning Management System (LMS) to ensure it continues to support excellence in teaching, learning, and student engagement. As part of this effort, the university is conducting an open and competitive evaluation of all viable LMS solutions and invites responses from both current and prospective vendors to ensure a thorough assessment of available options. The university seeks a modern, scalable LMS that aligns with evolving instructional practices, enhances the user experience for faculty and students, and integrates effectively with the broader technology ecosystem.

This initiative is a collaborative effort led by the Center for Innovative Teaching and Learning (CITL) and Information Technology Services (ITS), with input from faculty, staff, and academic leadership across the institution. Through this Request for Proposal (RFP), Radford University invites qualified vendors to present SaaS-based LMS solutions that are fully developed, widely adopted, and capable of supporting a dynamic and forward-looking academic environment.

June 3rd by 5:00 PM: Deadline to submit Requests for Information (RFI), submitted in writing to dkmcdowel@Radford.edu.

June 10th by 4:30 PM: Expected to post Addendum in eVA, in response to all Request for Information received.

July 1st by 3:00 PM: SEALED proposals must be received by Procurement & Contracts no later than 3:00 PM. Late proposals will not be accepted.

Radford University Procurement and Contracts Business Hours are M-F, 8:00 AM to 4:30 PM

Important Dates:

E-Virginia Electronic Procurement System:

Radford utilizes eVA for all our business transactions.

Vendors must be registered with eVA to do business with Radford University.

Vendors can register with eVA at: https://eva.virginia.gov/register-now.html If you have any questions/concerns about registration, you may contact me or reach out to the eVA Customer Care team: eVACustomerCare@DGS.Virginia.gov

VASCUPP

Virginia Association of State College & University Purchasing Professionals

VASCUPP Cooperative Contract

Radford is making this contract cooperative.

Participation with other schools is strictly voluntary.

Attachment F is the Zone Map and shows all the VASCUPP schools and their Zones. Radford University is in Zone 8.

If you wish to have pricing considered for multiple Zones, please submit a separate pricing sheet for each Zone, and clearly indicate which Zones you are pricing.

Statement of Needs:

Overview Radford University seeks a Learning Management System that supports a modern, intuitive, and flexible teaching and learning environment aligned with institutional priorities including student success, experiential learning, innovation, and data-informed decision-making.

The University is interested in solutions that reduce complexity, improve usability, and enhance the experience for faculty, students, and administrators while supporting both centralized governance and distributed academic needs.

Faculty Experience – Course Development (Building Courses) Faculty Experience – Teaching & Instruction Student Experience The University is interested in solutions that:

Provide a simple, consistent, and intuitive user interface across all courses Support a mobile-friendly and responsive design, recognizing that some student's complete coursework on mobile devices Enable clear navigation and organization regardless of instructor or course design Provide timely access to feedback, grades, and course materials Support engagement, collaboration, and experiential learning opportunities Align with institutional goals of fostering student success and belonging

Course Design Consistency & Governance Reporting, Analytics, and Data-Informed Decision Making Administrative, Configuration, and Operational Flexibility Integration and Technical Ecosystem The University is interested in solutions that:

Integrate with enterprise systems including:

Ellucian Banner (via modern integration frameworks) Microsoft 365 ecosystem (Teams, OneDrive, SharePoint) Identity systems (SSO / SAML / Active Directory) Support industry standards such as:

LTI (including LTI 1.3)

SCORM

xAPI Provide modern API capabilities (e.g., REST-based integration) Support a flexible and extensible integration framework

Privacy, Security, and Compliance

Implementation, Migration, and Transition The University is interested in solutions that: Provide a clear, structured implementation approach

Migration to a new platform Reconfiguration or optimization of an existing platform Include strategies for:

Course template standardization Data migration and validation Faculty training and adoption Minimize disruption to teaching and learning during transition

Proposals must include:

Pay close attention to Sections 9 and 11 of the RFP:

Detailed plan for providing the services as described in the RFP Plan and methodology to deliver specific services as outlined Qualifications and experience All requested certifications, reporting documentation, and licensure Concise & Clear, Organization Complete Attachment A LMS Feature Solution Map and Attachment B Matrix Complete References (provide at least 4) Attachment H SWaM certification/plan for use of SWaM vendors Complete Pricing Schedule Attachment I

Proposal Scoring Guidelines Evaluation Criteria Details:

Submission of Proposal

Radford University now has three options for submitting a proposal:

David E. Armstrong Complex 501 Stockton Street Radford, VA 24142 Radford University Procurement and Contracts PO Box 6885 Radford, VA 24142-6885 A PDF of your proposal may be submitted through eVA Virginia Business Opportunities (VBO) site. See Attachment F for more details.

In Person or Mail/Courier Proposal Submission Process

IN PERSON or MAIL/COURIER RFP Responses: In order to be considered for selection, Offerors shall submit a complete response to this RFP to include.

One (1) original paper copy of the entire proposal, INCLUSIVE OF ALL ATTACHMENTS.

One (1) electronic copy in WORD format or searchable PDF (USB/Flash Drive) of the entire proposal as one document, INCLUSIVE OF ALL ATTACHMENTS.

Should the proposal contain proprietary information, provide one (1) redacted electronic copy in WORD format or searchable PDF (USB/Flash Drive) of the entire document INCLUSIVE OF ALL ATTACHMENTS. All identified proprietary information should be blacked out. This USB/Flash Drive should be marked “Redacted Copy.”

In-Person or Mail/Courier Proposal Submission Process Continued

If you mail your proposal, place your proposal in a sealed envelope inside the delivery envelope. Include this information on the outside of the sealed Proposal (also included in Attachment C, Section II):

In Person or Mail/Courier Proposal Submission Process Continued

The mailing address for proposal submission is:

Allow plenty of time when mailing. All mail goes to the Post Office on campus, which is then picked up and delivered to the University Warehouse. It can take time to get delivered to Procurement. Late proposal will not be accepted or considered.

Electronic Proposal Submission Process:

ELECTRONIC SUBMISSION via eVA VBO RFP Responses: In order to be considered for selection, Offerors shall submit a complete response to this RFP. Use of electronic submission REQUIRES registration as an eVA vendor. If you wish to submit electronically and are not already a registered vendor with eVA, we encourage you to get registration completed well in advance of the deadline outlined in the solicitation.

*IMPORTANT* On the date and time indicated for proposal submission within the solicitation, eVA will no longer allow submissions from vendors.

The University is not responsible for delays, miscommunications, or transmission errors that may occur during the electronic submission process. This includes but is not limited to issues related to internet connectivity, email servers, or other technical malfunctions.

Electronic Proposal Submission Process:

ELECTRONIC SUBMISSION via eVA VBO RFP Responses: Vendor will upload the following:

One (1) electronic copy in WORD format or searchable PDF of the entire proposal as one document, INCLUSIVE OF ALL ATTACHMENTS.

Should the proposal contain proprietary information, provide one (1) redacted electronic copy in WORD format or searchable PDF of the entire document INCLUSIVE OF ALL ATTACHMENTS. All identified proprietary information should be blacked out. This file should be clearly labeled or marked “Redacted Copy.”

Proposal Submission Process:

Return all requested documents with your proposal:

Complete and sign pages 3 & 4 of the RFP.

Complete Attachment A and B Complete and sign Vendor Data Sheet (Attachment H) Complete Pricing Schedule (Attachment I) for the services provided by your company Carefully review all documents to be returned and confirm all documents have been completed and signed before submission. Failure to sign documents can result in the proposal being deemed disqualified/non-responsive.

Proposal Submission Process Continued:

Ensure you include requested license numbers (DPOR/State Corp. Commission) where requested. This information will be verified after the proposal deadline has passed.

Licensing should be in good standing. Radford cannot award a contract to a vendor not properly licensed to do business in Virginia.

Please provide a Current SOC 2 Type II and recent HECVAT questionnaire.

Review the Terms and Conditions Terms and Conditions (Attachment C)

General Terms & Conditions - Mandatory and standard in every state-issued solicitation.

Additional Terms & Conditions - Specific to Radford University business practices.

Special Terms & Conditions - Contract specific to Radford solicited services.

Be sure to read and understand the terms and conditions related to the contract and address any questions you may have.

Questions?

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