RFP No. 6410 - Proctoring Software Solution.docx

REQUEST FOR PROPOSAL

RFP No. 6410

Proctoring Software Solution

Proposals Due:

FRIDAY, FEBRUARY 28, 2025, at 2:00 P.M.

Submit Proposal To:

costellod@macomb.edu bids@macomb.edu

Macomb Community College Purchasing Department 14500 Twelve Mile Road Warren, MI 48088-3896 (Mailing Address)

Request for Proposal No. 6410 Released February 5, 2025

Dennis Costello Purchasing Director

(586) 445-7308 costellod@macomb.edu

RFP No. 6410 February 5, 2025 Proctoring Software Solution

PROJECT OVERVIEW AND BACKGROUND

Project Overview

This document presents functional requirements for the project known as Macomb Community College Proctoring Software Solution to be implemented by Macomb Community College on a 3-year contract (with the ability to renew on the same or similar terms and conditions for two additional two-year periods if mutually agreeable to the College and the selected firm.).

We seek proposals for a proctoring software solution that delivers exams in a secure but customizable web-based environment. This project aims to support faculty in maintaining the integrity of their exams through a solution that provides authentication, proctoring, and a lockdown browser. The software solution must integrate into Canvas and provide an easy-to-use experience for instructors and students.

The project’s requirements are more fully described in Section 4.

Background Information

Located in Southeastern Michigan, Macomb Community College (MCC) is the largest community college in Michigan providing more than 33,000 students innovative learning experiences that create pathways in personal advancement and drive economic vitality. MCC has been fully accredited by the Higher Learning Commission since 1970. MCC offers pre-college programs, continuing and professional education programs, customized workforce training and many cultural and community service programs.

Instruction for over 1,100 courses is delivered in 41 buildings on multiple campuses and several outreach centers and satellite sites throughout Macomb County.

Macomb Community College makes its academic programs available throughout the year by operating on a calendar that includes fall and winter semesters and abbreviated spring and summer terms. Courses are offered 7 days a week throughout the year during the day light, late afternoon, and evening hours.

PROPOSAL INSTRUCTIONS AND CONDITIONS

Intent

It is the intent of Macomb Community College through this Request for Proposal and contract conditions contained herein, to establish to the greatest extent possible, complete clarity regarding the requirements of both parties to the Agreement resulting from the Request for Proposal. Providers (Vendors) with relevant experience and the ability to provide the necessary services in a timely fashion are encouraged to apply.

Specifications for the proposal are listed herein. All proposals must be for material, labor and services that meet or exceed all specifications described. Proposals for services that deviate from these specifications may be considered invalid.

Schedule of Events

Proposal Clarifications

Clarifications will be accepted until the cut-off period and should be in written form only and include vendor name, contact name, phone number, e-mail address and reference to the line and Section/Subsection number(s) being addressed. Responses to clarifications will be shared with all organizations that were invited to submit a proposal. MCC will not be bound by any oral responses.

E-mail questions to:

Dennis Costello, Purchasing Director Macomb Community College costellod@macomb.edu and bids@macomb.edu

Deadline for Proposals

Proposals will be received by the college’s Purchasing Department costellod@macomb.edu and bids@macomb.edu, until 2 P.M. on Friday, February 28, 2025.

Submission must include the Vendor’s full response including all attachments, product services and specifications, and required Vendor documentation. Electronic submission must be Adobe Acrobat or Microsoft Word format.

Requirements for Signing Proposal

Each Vendor, by making a proposal, represents that this document has been read and is fully understood.

The proposal must be signed by an individual authorized to legally bind the person, partnership, company, or corporation submitting the proposal.

All signatures must have the name typed directly below the line of the signature.

Proposal Response Format

Proposals must follow the format designated in Section 3. Proposals not complying with this format may be considered non-responsive and may be removed from consideration on this basis.

Confidential Information

Information contained in proposals may be subject to FOIA (Freedom of Information Act) requests.

Right to Request Additional Information

MCC reserves the right to request any additional information, which might be deemed necessary after the completion of this document.

Proposal Preparation Costs

The Vendor is responsible for all costs incurred by the Vendor or his/her subcontractors in responding to this request for proposal.

Standard Forms and Contracts

Any forms and contracts the Vendor proposes to include as part of any agreement resulting from this proposal between the Vendor and MCC must be submitted as part of the proposal. Any forms and contracts not submitted as part of the proposal and subsequently presented for inclusion may be rejected. This requirement includes, but is not limited to, the following types of forms: subcontractor, franchise, warranty agreements, maintenance contracts, and support agreements.

Selection Criteria

Vendors will be evaluated based on the following selection criteria:

Compliance to Specifications A. Submission deadline compliance B. Ability to meet the schedule of events outlined in section 2.2 C. Completeness of information supplied D. Adherence to the required proposal format E. Demonstration of an understanding of the project and the solution needed

Experience A. Success with similar projects B. Experience with similar tools and applications C. Pertinent experience, qualifications, certifications and past performance of proposed personnel that will be directly involved in providing services, including Subcontractors D. Experience in similar college environments E. Ability to provide timely problem resolution and telephone support F. Ability to provide training and comprehensive documentation G. Documented success working with higher education institutions

Proposal Price and Value A. Alignment of response to the College’s need B. Labor rates and other charges or expenses C. Value of the proposal to MCC D. Cost E. Continuing costs F. Reference checks

Selection Process

A. MCC staff will evaluate, rate and select the winning Vendor based on the written information provided in the proposal along with an evaluation of -other pertinent requirements- provided to MCC.

B. Vendors may be required to participate in a presentation and interview process where MCC representatives will further inquire about the firm’s qualifications and experience. Vendors may also be asked to provide a brief overview of their company, key personnel and how they would approach providing services.

C. If MCC is unable to successfully negotiate and execute a contract for services with the company offering highest ranked proposal, MCC reserves the right to interview the second-ranked proposal.

Federal or State Sales, Excise or Use Taxes

Vendors shall include all applicable taxes, (Federal, State, and Local) in the proposal price. Macomb Community College is exempt from State Sales Tax.

Right of Refusal

Macomb Community College reserves the right to reject any or all proposals, either in whole or in part, or to waive any informalities or irregularities therein that are in the best interest of MCC.

Turnkey Solution

The proposal price will be the total dollar amount of all services, material, equipment, and labor described herein inclusive of warranties and shipping FOB Macomb Community College. The proposal amount is to be held firm for at least ninety days from the proposal opening date scheduled for February 28, 2025.

All prices quoted must include all services and software necessary to make the system specified fully operational for the intent, function, and purposes stated herein.

Proposal to Become Part of Agreement

This RFP, Vendor’s response, and any subsequent written communications, along with any formal, signed agreement will become part of the contract documentation governing performance of this project. Where conflicts exist, the later dated document will govern.

Confidential Information

Information contained in the vendor’s proposal that is company confidential must be clearly identified in the proposal itself. Macomb Community College will be free to use all information in the vendor’s proposal for the owner’s purposes.

Web Accessibility

Macomb Community College is committed to making academic and administrative tasks accessible to individuals with disabilities in compliance with applicable law. Vendors submitting proposals to this RFP must describe product compliance with Section 508 of the Rehabilitation Act and comply with W3C and WAI accessibility standards (see http://www.w3.org/standards/webdesign/accessibility). One reference for formulating a response can be found at www.itic.org, specifically section #1194.22 of the Voluntary Product Accessibility Template (VPAT). Macomb Community College reserves the right to perform real-world testing of a vendor’s product or service to validate vendor claims regarding Section 508 compliance.

PROPOSAL RESPONSE FORMAT

Introduction

To facilitate the analysis of responses to this RFP, vendors are required to prepare their proposals in accordance with the instructions outlined in this section.

Proposals shall be prepared as simply as possible and provide a straightforward, concise description of the vendor’s capabilities to satisfy the requirements of the RFP. EMPHASIS SHOULD BE PLACED ON ACCURACY, COMPLETENESS, AND CLARITY OF CONTENT. All parts, pages, figures, and tables should be numbered and labeled clearly. The proposal should be organized as follows:

Instructions relative to each part of the response to this RFP are defined in the remainder of this section.

Executive Summary (Section 1)

This part of the response to the RFP should be limited to a brief narrative not to exceed two (2) pages, describing the proposed solution. The summary should contain as little technical jargon as possible and should be oriented toward non-technical personnel. The Executive Summary should not include cost quotations.

Company Background (Section 2)

Vendors must provide information about their company so that Macomb Community College can evaluate the vendor’s stability and ability to support the commitments set forth in response to the RFP. The Vendor should outline the company’s background including a brief description (e.g., past history, present status, future plans, company size, etc.). This section should also include a brief description of the company’s experience performing services similar to those described herein and the type of work in which the vendor specializes.

Vendor may be required to submit audited financial information for the two (2) most recently completed fiscal years, which includes income statements, balance sheets and statement of cash flows.

Privately held companies wishing to maintain confidential financial information must provide information detailing the company’s long-term stability.

Proposed Solution Summary (Section 3)

Describe how vendor will address all of the requirements included in Section 4 – Scope of Work. Include descriptions of the approach, any proposed hardware and software applications, sample designs, and prototypes that describe your recommended solution.

Also, identify and provide resumes of personnel to be directly involved with providing the products and/or services that are proposed herein, including:

1. Project Manager. List all relevant experience and qualifications of vendor supplied staff member to coordinate and assist in the installation, testing and implementation of the proposed solution

2. Lead Technical Support personnel. List all relevant experience and qualifications of support personnel who will provide technical services to MCC.

3. Other personnel. List all relevant experience and qualifications of other personnel within your company that might be expected to provide services to MCC.

4. Subcontractors. List all relevant experience and qualifications of any known subcontractors that might be expected to provide services to MCC in partnership with your company.

Also provide a list of any pre-existing conditions required of Macomb Community College to begin work on the project, and a list of decisions that will need to be made by the College before the project can begin. Describe any requirements for housing Vendor staff during the project at Macomb Community College.

Implementation Plan (Section 4)

Provide a general work breakdown structure with a timeline and each milestone and decision point identified.

The implementation plan should also include the overall project organization structure with key vendor and client staff identified.

Describe requisite training, including training for the project team and training for end-users that are part of the recommended solution. Specify where and when the training will be provided during the implementation process. If training can be offered at either Macomb Community College or the vendor’s site, specify the requirements for the on-site training and any cost variations for each option.

Implementation Support and Maintenance (Section 5)

The vendor must give a detailed description of the level and extent of all support to be provided during and after the implementation. Show any costs associated with this support in Section 8, Cost Quotations.

License and Maintenance Agreements (Section 6)

Sample license and maintenance agreements should be provided in this part of the vendor’s response for all components of the recommended solution (i.e., hardware, software, operating system, database, etc.).

Cost Quotations (Section 8)

Complete the Bid Response Form: Base Bid Pricing in section 4.2 and include as Section 8 of the vendor’s response. The vendor’s cost quotation must include all costs (e.g., license fees, modifications, training, travel and per diem, installation, documentation, discounts, etc.). In the event the product or service is provided at no additional cost, the item should be noted as “no charge” or words to that effect.

Vendor must provide price guarantee until 90 days after the -Date- proposal due date.

If the entire project cannot be quoted at a fixed price, describe the portions of the project that can be delivered at a fixed price. Include a description of all deliverables. Include a description of each item or service that will not be part of a fixed cost. Show the item/service, the cost/rate and the unit (for example, Training at $100 per day). If there are continuing/annual costs for any item, indicate that also. It is the College’s intent to establish known costs before a final contract is completed. For all variable priced items, describe how costs will be constrained and managed.

List of Clients and References (Section 9)

Vendors must provide a list of all clients, including any community colleges, which are similar in size and complexity to Macomb Community College and describe the scope of the project implemented. Include a brief description of the scope of your engagement with each referenced client, and a contact person with appropriate contact information.

expressed only in other parts of the proposal, either directly or by implication, will not be accepted as deviations, and the vendor in submitting a proposal will accept this stipulation without recourse.

SCOPE OF WORK AND BID RESPONSE FORMS

The College seeks a proctoring software solution for faculty and students to use in all course formats. Currently, the College uses Canvas as its Learning Management System (LMS). The College is seeking a software integration that provides a framework through which an LMS (Canvas) can send some verifiable information about a user to a third party. The integration can be added to individual courses or to all courses in an account. By default, when an LTI is installed at an account level, the tool visibility should be set as enabled for Course navigation.

The system must provide seamless single sign-on through SAML via Azure Active Directory and is capable of scaling appropriately without diminished functionality to handle the growing number of contributors and users each term.

The selected vendor will be responsible for providing and implementing proctoring software that meets the following criteria:

· The software must integrate seamlessly with Canvas, our existing Learning Management System (LMS).

· The software should have an intuitive user interface that is easy to navigate for both instructors and students, promoting ease of use.

· The software must comply with current accessibility standards and regulations, including WCAG 2.1 A and AA and Section 508 of the Rehabilitation Act and be accessible to users with disabilities.

· The vendor should provide comprehensive training sessions for the internal support team and instructors to assist with the implementation and ongoing use of the software.

· The vendor should also provide support to the end users on a daily basis.

· The solution should be scalable to accommodate the needs of a growing student population and evolving educational technologies.

· The vendor should provide integration and implementation support for our LMS support staff.

· Ensure secure and fair online assessments for students.

· Provide a reliable platform for instructors to monitor and review assessments.

· Support a range of exam formats (e.g., multiple-choice, essay-based, practical exams).

· Ensure secure data storage and transmission, compliant with GDPR, FERPA, and other relevant regulations.

· End-to-end encryption for exam data and student information.

· Adherence to higher education standards and policies regarding privacy and data protection.

· Capability to comply with industry standards for remote proctoring.

Additional Features to Include:

· Multi-factor authentication for students before the exam.

· AI-based or human proctoring to monitor exam-takers for suspicious behavior.

· Lockdown browser to prevent access to other apps or websites during the exam.

· The solution should allow instructors to use the lockdown browser feature without also requiring proctoring.

· Audio and video recording of exam sessions for review.

· Detection of suspicious activity (e.g., eye movement, background noise, multiple people in the room).

· Real-time flagging and reporting of irregularities.

· Detailed reports on student performance, flagged behavior, and exam integrity.

· Analytics dashboards for instructors to review data trends.

· Automated Proctoring (AI-powered monitoring with automated alerts).

· Record-and-review Proctoring, including recordings of the screen(s) viewed by the student during the exam. (Exam sessions recorded for later review.)

· Ability to disable features like a room/environment scan at the admin level.

· Provide ability for instructors to allow additional windows for calculator use, formula sheets, translators, Read & Write accessibility software, or other similar needs while still locking down access to other apps and websites.

· Compatibility with Kurzweil.

· If possible, a mirror/cast feature that allows a human reader to view the exam on a separate device to meet this accommodation without standing directly behind the student during testing.

Finally, we seek a vendor to plan and implement their solution, train users in all roles, and support the use of the system in a meaningful way over the term of the contract.

Bid Response Forms

Use the Bid Response Form to respond to the specific requirements associated with the general requirements listed in section 4.

Appendix A – Mandatory Bid Response Form

TO: Macomb Community College February 28, 2025 14500 Twelve Mile Road Warren, MI 48088

ATTENTION: Purchasing Director

The contractor, in compliance with the Request For Proposal for a Proctoring Software Solution (Student FTE approx. 10,000), having examined the RFP documents and being familiar with the scope of required services, including the availability of the application, materials and labor, hereby proposes to furnish and install all applications and all proposed services to provide work described herein in accordance with the RFP documents for the amounts stated below. Cloud versus on premise applications and fees shall be clearly stated.

Prices are to be guaranteed for a minimum of 90 days from bid opening to allow for bid review, purchase authorization and contract development, as applicable. Contractor understands that the College reserves the right to reject any or all proposals and to waive any informalities therein.

BID Summary

A.1 BASE BID. Using the parameters from section 7, complete the section below.

· Product type (select one): [ ] on-premise software [ ] SaaS (Cloud)

· License type and number included (named user, concurrent user, enterprise, etc…) [ ]

A.2 BID ALTERNATE (optional features/licenses).

Complete table below with:

A.3 Value added services (included with base subscription/license costs):

Describe any additional services your firm will provide at no extra charge as part of the contract. What separates you from your competitors?

A.4 Service Delivery

If SaaS (cloud) solution, please provide:

Uptime SLA (service availability commitment): _______%

Penalty/credit structure when SLA is not met (describe):

A.5 Implementation Schedule

Attach a typical implementation schedule.

A.6 Business Background

1. How long has your company been in business and how long has your Proctoring Software been in use?

2. Name at least 3 colleges/universities/community college references using your System and month/year of installation. Size and scope must be similar to Macomb Community College.

3. Provide a company overview including core services and products. Include a short narrative that describes what sets your firm apart from competitors.

A.7 Sample of Contract

A.8 Qualifications of Consultants

GENERAL CONDITIONS

The topics in this section will inform potential vendors of typical language to be included in a contract resulting from this RFP

Vendor as Independent Contractor

This is not an Agreement of partnership or employment of Vendor or any of Vendor's employees by MCC. Vendor is an independent Vendor for all purposes under this Agreement.

Conflict of Interest/Disclosure

No company or corporation in which an employee of the College has a direct or indirect interest shall transact business with the College unless such interest is disclosed to the Purchasing Department prior to entering into any contract or agreement with the College. Further, the employee shall not take part in the negotiations for or approval of such contract or agreement.

Use of Qualified and Experienced Personnel

Vendor agrees, at all times, to maintain an adequate staff of experienced and qualified employees for efficient performance under this Agreement. Vendor agrees that, at all times, the employees of Vendor furnishing or performing any services shall do so in a professional, work-person like, and dignified manner.

Equal Opportunity Employer

Vendor shall be an equal opportunity employer and shall conform to all Affirmative Action and other applicable requirements; accordingly, Vendor shall neither discriminate nor permit discrimination in its operations or employment practices against any person or group of persons on the grounds of race, color, religion, national origin, age, or sex in any manner prohibited by law.

Compliance with Rules and Regulations

Vendor agrees that all persons working for or on behalf of Vendor whose duties bring them upon MCC's premises shall obey the rules and regulations that are established by MCC and shall comply with the reasonable directions of MCC's officers. MCC may, at any time, require the removal and replacement of any of Vendor's employees for good cause.

In the event of such a removal, the Vendor shall, within fifteen (15) days, fill this representative vacancy. Regardless of whom the Vendor has designated as the representative, the Vendor organization remains the ultimate responsible party for performing the tasks and responsibilities presented in this Agreement.

Site Damage

Vendor shall be responsible for the acts of its employees and agents while on MCC's premises. Accordingly, Vendor agrees to take all necessary measures to prevent injury and loss to persons or property located on MCC's premises. Vendor shall be responsible for all damages to persons or property caused by Vendor or any of its agents or employees. Vendor shall promptly repair to the specifications of MCC, any damage that it, or its employees or agents, may cause to MCC's premises or equipment; on Vendor's failure to do so, MCC may repair such damage, and Vendor shall reimburse MCC promptly for the cost of repair.

In the Event of an Accident

Vendor agrees that, in the event of an accident of any kind, Vendor will immediately notify MCC's Police Department (586-445-7135) and thereafter, if requested, furnish a full written report of such accident.

Non-interference with Institution Operations

College's operations must continue uninterrupted throughout the completion of the work contemplated herein. Certain portions of the work must be performed and completed in such order as directed by MCC's representative as to permit the orderly operation of MCC's activities. Vendor shall review the work to assure that operations will not impede the utilization of the facilities or to all field work and installation or upgrade of all related equipment, the awarded Vendor will visit and inspect the project premises in order to confirm the conditions under which the Work for this project is to be performed, and determine the availability of facilities for access, delivery, transportation and storage.

Copyright Indemnity

The awarded Vendor shall indemnify and hold MCC harmless from any claim that a product or accessory or its use, infringes on another person or company’s patent, copyright, trade secret or other property right.

Submitting Disputes to Arbitration

Any dispute arising out of the performance of a contract between the parties may be submitted to arbitration only upon written consent of both parties.

Survival Clause

The terms, conditions, representations, and warranties contained in this Agreement shall survive the termination or expiration of this Agreement.

Governing Law

This Agreement, and all matters or issues collateral to it, shall be governed by, and construed in accordance with, the law of the State of Michigan.

Entire Agreement

This Agreement constitutes the entire agreement between the parties and supersedes all prior agreements or understandings, written or oral, prior to signing of a contract.

Assignment

This Agreement or any part thereof shall not be assigned or subcontracted by Vendor without the prior written permission of MCC; any attempt to do so without said prior permission shall be void and of no effect.

Employment of Other Vendors, Specialists or Experts

Vendor will not employ or otherwise incur an obligation to pay other vendors, specialists, or experts for services in connection with this Agreement without the prior written approval of MCC.

Warranty of Fitness for a Particular Purpose

The College has presented detailed technical specifications of the particular purpose for which the network and technology is intended. The College has provided detailed descriptions and criteria of how the system can be defined to accomplish a particular purpose. The College has also defined the exact procedures and techniques to be employed in testing whether the system has achieved the defined performance of this particular purpose. Given this advanced preparation concerning, and documentation about the College’s particular purpose, the Vendor at the time this Agreement is in force has (1) reason and opportunity to know the particular purpose for which products are required, and (2) that the College is relying on the Vendor’s experience and knowledge of these products to provide those which are most suitable and appropriate. Therefore, the Vendor warrants that the system is fit for the purpose for which it is intended as described in this document.

Final Acceptance of the System

The /services proposed shall be defined to be finally accepted by the College after the installation and successful completion of the following performance examinations: system hardware and software examination and performance, software acceptance and documentation. The College and its consultants shall be the sole judge of whether all conditions for final acceptance criteria have been met.

Non-Collusion Covenant

The Vendor hereby represents and agrees that it has in no way entered into any contingent fee arrangement with any firm or person concerning the obtaining of this Agreement. In addition, the Vendor agrees that a duly authorized Vendor representative will sign a non-collusion affidavit, in a form acceptable to the College that the Vendor firm has received from college no incentive or special payments, or considerations not related to the provision of automation systems and services described in this Agreement.

Vendor Not an Agent of Institution

A. Macomb Community College retains all rights of approval and discretion with respect to the projects and undertakings contemplated by this Agreement. Vendor, its officers, employees, and agents shall not have any power to bind or commit MCC to any decision.

DECLARATION: The undersigned agrees to the provisions of the RFP document and hereby affix authorized signature(s):

Signature(s): ___________________________________________________________

Title(s): ________________________________________________________________

Company Name: ________________________________________________________

Address: ______________________________________________________________

City: _________________________ State: _____________ Zip Code: _____________

Telephone Number: _____________________________________________________

E-mail address: _________________________________________________________

Print Name of Signature(s): ________________________________________________

Date: _________________________________________________________________

IT IS MANDATORY OF ALL VENDORS TO RETURN

THIS SHEET FULLY COMPLETED WITH THEIR PROPOSAL.

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