RFP R26-009_LMS_FINAL.pdf

REQUEST FOR PROPOSAL # R26-009

TITLE:

LEARNING MANAGEMENT SYSTEM

DATE: MAY 20, 2026

Note: This public body does not discriminate against faith-based organizations in accordance with the Code of Virginia §2.2-

4343.1 or against an Offeror because of race, religion, color, sex, national origin, age, disability, or any other basis prohibited by state law relating to discrimination in employment.

RFP # R26-009 Learning Management System

REQUEST FOR PROPOSAL (RFP)

RFP # R26-009

GENERAL INFORMATION FORM

QUESTIONS/INQUIRIES: All questions/inquiries for information regarding this solicitation should be directed to:

Name: Kevin McDowell Phone: (540) 831-5356 Email: dkmcdowel@radford.edu.

Written questions to be submitted via email no later than: June 3, 2026, Eastern Standard Time (hereinafter EST)

PROPOSAL DUE DATE AND TIME: Proposals will be received until July 1, 2026, up to and including 3:00 PM EST. Email and fax responses will not be accepted.

In Person* Mail or Courier* Electronically through eVA

Deliver proposal to: Mailing Address: Electronic Submissions:

Radford University 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’s Virginia Business Opportunities (VBO) site.

See Attachment E for more details.

* Identify the envelope package as instructed in Attachment A – Terms and Conditions.

BUSINESS HOURS: Radford University’s Procurement and Contracts Department is open Monday through Friday from 8:00 AM to

4:30 PM EST.

LATE PROPOSAL RECEIPT:

In-Person or Mail/Courier Delivery:

To be considered for selection, proposals must be received by Radford University’s Procurement and Contracts Department by the due date and time identified in this solicitation document. The official time used in documenting the receipt of In-Person and Mail/Couriered proposals is that time identified on the automatic time stamp machine located in the Procurement and Contracts Department in the David E. Armstrong building on the main campus of Radford University. Proposals received after the date and time designated herein are automatically deemed non-responsive and will not be given consideration. The University is not responsible for delays in delivery conducted by the U.S. Postal Service, private couriers, or the intra-university mail system. It is the sole responsibility of the Offeror to ensure their proposal reaches the Procurement and Contracts Department at Radford University by the designated date and time.

For Electronic Submission through eVA:

To be considered for selection, proposals must be submitted through the eVA Electronic Submission process by the date and time identified herein. In order to submit an electronic proposal, the Vendor MUST BE properly registered with eVA. Registration may be accomplished through this site: https://eva.virginia.gov/register-now.html. It is strongly encouraged that registration be completed well in advance of the submission deadline to avoid any delays in the process. Upon successful submission, the Contractor will receive confirmation of submission through eVA. Radford University will not confirm receipt of the proposal. For a tutorial on how to view and respond to a solicitation, visit: https://www.youtube.com/watch?v=KSxcAkOekW0. 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. It is the sole responsibility of the Offeror to ensure the proposal is submitted on time.

UNIVERSITY CLOSINGS: If the University is closed as a result of an act of God or an emergency situation, the University’s website shall post notices of said closings. It is the responsibility of the vendor to check the website at www.radford.edu for said notifications.

If the University is closed on the day proposals are due, proposals will be accepted at the same time on the next scheduled business day the University is open. If the University is closed on the day of a scheduled pre-proposal conference a written addendum will be issued to officially reschedule the conference.

OPTIONAL PRE-PROPOSAL CONFERENCE: A pre-proposal conference will be held on June 1, 2026, at 2:00pm. See Section

(13) for additional information.

https://mvendor.cgieva.com/Vendor/public/AllOpportunities.jsp https://eva.virginia.gov/register-now.html https://www.youtube.com/watch?v=KSxcAkOekW0 http://www.radford.edu/

TYPE OF BUSINESS: (Please check all applicable classifications). In order to qualify for assigned Small, Women and Minority (SWaM) points your business must be certified by the Virginia Department of Small Business and Supplier Diversity (SBSD), provide your assigned SBSD certification number. For assistance with SWaM certification, visit the SBSD website at https://www.sbsd.virginia.gov/.

Large

Small business – A business that is at least 51% independently owned and controlled by one or more individuals who are U.S.

citizens or legal resident aliens, and together with affiliates, has 250 or fewer employees, or average annual gross receipts of $10 million or less averaged over the previous three years. One or more of these individual owners shall control both the management and daily business operations of the small business.

Women-owned business – A business that is at least 51% owned by one or more women who are U.S. citizens or legal resident aliens, or in the case of a corporation, partnership, or limited liability company or other entity, at least 51% of the equity ownership interest in owned by one or more women who are citizens of the United States or legal resident aliens, and both the management and daily business operations are controlled by one or more women.

Minority-owned business – A business that is at least 51% owned by one or more minority individuals who are U.S. citizens or legal resident aliens, or in the case of a corporation, partnership, or limited liability company or other entity, at least 51% of the equity ownership interest in the corporation, partnership, or limited liability company or other entity is owned by one or more minority individuals who are U.S. citizens or legal resident aliens, and both the management and daily business operations are controlled by one or more minority individuals, or any historically black college or university, regardless of the percentage ownership by minority individuals or, in the case of a corporation, partnership, or limited liability company or other entity, the equity ownership interest in the corporation, partnership, or limited liability company or other entity.

COMPANY INFORMATION/SIGNATURE: In compliance with this Request for Proposal and to all the conditions imposed therein and hereby incorporated by reference, the undersigned offers and agrees to furnish the goods or services in accordance with the attached signed proposal inclusive of all addenda, if applicable, and as mutually agreed upon by subsequent negotiation.

Information Requested Vendor Response (Please write or fill in legibly)

FULL LEGAL NAME OF BUSINESS:

(Please print the company name as it appears with your Federal Taxpayer Identification Number)

FEDERAL TAXPAYER IDENTIFICATION

NUMBER (TIN):

BUSINESS NAME / DBA NAME/ TA NAME:

(If different than the Full Legal Name)

BILLING NAME:

(Company name as it appears on your invoice)

PAYMENT ADDRESS:

CONTACT NAME:

CONTACT TITLE:

EMAIL:

TELEPHONE NUMBER:

TOLL FREE TELEPHONE NUMBER:

EVA VENDOR ID NUMBER:

VIRGINIA STATE CORPORATION COMMISSION

REGISTRATION NUMBER:

https://www.sbsd.virginia.gov/

I acknowledge that I have received the following addenda posted for this solicitation.

1 ______ 2 ______ 3 _______ 4 _______ 5 _______ 6 _______ (Please check all that apply.)

SIGNATURE: ____________________________________________ DATE: ______________________________

1. PURPOSE:

The intent and purpose of this Request for Proposal (RFP) is to establish a contract through competitive negotiations for a Learning Management Solution for Radford University located at 801 East Main Street, Radford, Virginia 24142, an agency of the Commonwealth of Virginia.

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.

Vendors should be prepared to demonstrate how their solution supports instructional innovation, accessibility, data-informed decision-making, and seamless integration with enterprise systems. The university anticipates a competitive evaluation process that will include detailed proposal review and campus-based demonstrations, with significant input from the university community.

Radford University values strong vendor partnerships and seeks a solution provider committed to reliability, continuous improvement, and long-term collaboration in support of the university’s academic mission.

2. SMALL, WOMEN-OWNED AND MINORITY OWNED - SWaM BUSINESS PARTICIPATION:

The mission of Radford University is to ensure strategic business development practices are in place to promote Small, Women- Owned and Minority-Owned (SWaM) businesses to the maximum extent. Radford University encourages prime suppliers, Contractors, and service providers to facilitate the participation of small businesses, and businesses owned by women and minorities through partnerships, joint ventures, subcontracts, and other inclusive and innovative relationships.

Radford University has established SWaM goals that are posted on the Procurement and Contract website. Links to the University’s SWaM initiative can be located at: Procurement and Contracts | Radford University.

3. CONTRACT PERIOD:

The term of this contract is for five (5) years, or as negotiated. There will be an option for five one-year renewals, or as mutually negotiated.

4. BACKGROUND

Radford University Background:

Radford University is a comprehensive public university of 7,837 students that has received national recognition for many of its undergraduate and graduate academic programs, as well as its sustainability initiatives. Well known for its strong faculty/student bonds, innovative use of technology in the learning environment and vibrant student life on a beautiful 211-acre American classical campus, Radford University offers students many opportunities to get involved and succeed in and out of the classroom. With over 300 clubs and organizations, Radford University offers many opportunities for student engagement, http://www.radford.edu/content/procurement/home.html/ leadership development and community service. In addition to robust academic offerings and engaging student experiences on the main campus located in Radford, Virginia, Radford University also offers a clinical-based educational experience for some 1,000 students living and learning in Roanoke, Virginia as part of Radford University Carilion, a public-private partnership focused on the cutting-edge delivery of health sciences programming, outreach, and service. Radford University joins several other institutions in offering degree programs and continuing education opportunities at the Roanoke Higher Education Center in Roanoke, the Southwest Virginia Higher Education Center in Abingdon and flexible online offerings through its virtual campus.

Specific Background: Radford University implemented the Brightspace Learning Management System (LMS) in 2011 as a hosted solution to support teaching and learning across the institution. Since that time, LMS usage has expanded significantly in both scale and complexity, supporting fully online, hybrid, and face-to-face instructional modalities. The LMS is a mission-critical academic platform supporting a wide range of programs, including fully online offerings such as the RN-to- BSN program in Nursing, the MBA program, and Professional to Licensure pathways for K–12 educators.

The University currently maintains multiple LMS environments to support distinct academic populations:

• Primary instance serving the general campus community

• Continuing education instance (approximately 500 user licenses)

• IMPACT program instance supporting competency-based education

• Test environments aligned to each production instance

Instructional Tool Ecosystem (LTI and Similar Integrations)

Radford has extended core LMS functionality through a suite of integrated third-party instructional tools that support teaching, assessment, accessibility, and engagement. Key tools include:

• Respondus (LockDown Browser, Monitor, and quiz authoring tools)

• Turnitin (academic integrity and feedback)

• Anthology Ally (accessibility checking and alternative formats)

• Kaltura (video hosting and media management)

• VoiceThread (multimodal discussion and presentation)

Additional smaller integrations are in use to support discipline-specific tools and localized instructional needs.

Enterprise Systems and Institutional Integrations

The LMS is also integrated with core university systems that support identity management, enrollment, and institutional operations:

• Ellucian Banner (system of record for student and course data) o Integrated via the Intelligent Learning Platform (ILP) framework using Banner Ethos services o Supports automated user provisioning and course creation

• Authentication and Access Management o SAML-based Single Sign-On (SSO)

• Productivity and Collaboration Ecosystem o Microsoft 365 (Outlook, Teams, OneDrive, SharePoint)

• Synchronous Communication Platform o Zoom (primary web conferencing solution; integrated into many campus learning spaces)

• Watermark (course evaluations and faculty activity reporting)

• Top Hat (engagement and participation)

Integration Expectations

Radford University expects the LMS to operate as a flexible, interoperable platform capable of supporting:

• Seamless integration with instructional tools (e.g., LTI-based or equivalent frameworks)

• Robust, secure integration with enterprise systems (e.g., ERP, identity management, analytics platforms)

• Scalable architecture to accommodate additional integrations over time

5. EVA BUSINESS-TO-GOVERNMENT ELECTRONIC PROCURMENT SYSTEM: The eVA internet electronic procurement solution, web site portal eva.virginia.gov, streamlines and automates government purchasing activities within the Commonwealth. Radford University, and other state agencies and institutions, have been directed by the Governor to maximize the use of this system in the procurement of goods and services. We are therefore requesting that your firm participate in the eVA Internet e-procurement solution by completing the free eVA Vendor Registration as a self-registered vendor.

There are transaction fees involved with the use of eVA. These fees must be considered within the provision of quotes, bids, and price proposals offered to Radford University. Failure to register within the eVA system may result in the quote, bid or proposal from your firm being rejected and the award made to another vendor who is registered in the eVA system.

Registration in the eVA system is accomplished on-line. Your firm must provide the necessary information. Please visit the eVA website portal at https://eva.virginia.gov/register-now.html and register with eVA. This process needs to be completed before Radford University can issue your firm a Purchase Order or contract. If your firm conducts business from multiple geographic locations, please register these locations in your initial registration.

For registration and technical assistance, reference the eVA website at http://www.eva.virginia.gov, or call eVA Customer Care at eva.virginia.gov/get-help-customer-care.html

6. CONTRACT PARTICIPATION-COOPERATIVE PURCHASING/USE OF AGREEMENT BY THIRD PARTIES

Under the authority of §6 of the Rules Governing Procurement of Goods, Services, Insurance and Construction by a Public Institution of Higher Education of the Commonwealth of Virginia (see https://vascupp.org/rules.pdf), it is the intent of this solicitation and resulting contracts to allow for cooperative procurement. Accordingly, any public body, public or private health or educational institutions or lead issuing institution’s affiliated corporations may access any resulting contract if authorized by the Contractor.

Participation in this cooperative procurement is strictly voluntary. If authorized by the Contractor, the resultant contract may be extended to the entities indicated above to purchase at contract prices in accordance with the contract terms. The Contractor shall notify Radford University in writing of any such entities accessing the contract. No modification of this contract or execution of a separate contract is required to participate; however, the participating entity and the Contractor may modify the terms and conditions of this contract to accommodate specific governing laws, regulations, policies, and business goals required by the participating entity. Any such modification will apply solely between the participating entity and the Contractor. The Contractor will provide semi-annual usage reports for all entities accessing the contract. Participating entities shall place their own orders directly with the Contractor and shall fully and independently administer their use of the contract to include contractual disputes, invoicing and payments without direct administration from Radford University. Radford University shall not be held liable for any costs or damages incurred by any other participating entity as a result of any authorization by the Contractor to extend the contract. It is understood and agreed that Radford University is not responsible for the acts or omissions of any entity and will not be considered in default of the contract no matter the circumstances.

Refer to Attachment C, Zone Map, if the Offeror wishes to submit a separate pricing structure based on approved zones for cooperative institutions. If no other prices are offered, pricing provided will apply to all zones in the Commonwealth of Virginia. If you wish to provide pricing for a zone other than which this solicitation originated, please indicate you are doing so in the response. If you anticipate pricing differentials for different zones, a separate pricing sheet must be submitted for each zone that includes appropriate pricing for that zone.

Use of this contract does not preclude any participating entity from using other contracts or competitive processes as the need may be.

7. CONTRACT ADMINISTRATION: Radford University assigns Contract Administrators to each contract awarded. The Contract Administrator shall be the initial point of contact for the Contractor. Contract Administrators are charged with ensuring the terms and conditions of the contract are followed, payments are made in accordance to the contractual pricing schedule, and reporting noncompliance issues to the Procurement and Contracts Department at Radford University. Contract Administrators do not have the authority to authorize changes and/or modifications to the contract. Should noncompliance issues exist and cannot be resolved at this level or changes/modifications to the contract are required, the assigned Procurement Officer in the Procurement and Contracts Department must be notified immediately by the Contract Administrator.

8. STATEMENT OF NEEDS:

Overview https://eva.virginia.gov/register-now.html http://www.eva.virginia.gov/ https://vascupp.org/rules.pdf

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) The University is interested in solutions that:

• Provide intuitive, efficient course design workflows that minimize unnecessary steps and reduce the number of clicks required to complete common tasks

• Support rapid course development and reuse, including templates, course copying, course merging, and modular design

• Enable consistent, institutionally branded course templates that can be adopted by faculty while allowing appropriate flexibility

• Offer clear navigation structures that promote consistency across courses for students

• Provide tools for instructional design support, including collaboration between faculty and instructional designers

• Allow institutions to define and promote best practices for course layout, accessibility, and organization

Faculty Experience – Teaching & Instruction The University is interested in solutions that:

• Support efficient day-to-day teaching workflows, including grading, communication, feedback, and content updates

• Provide streamlined grading and assessment tools that reduce administrative burden

• Enable flexible pedagogical approaches, including online, hybrid, competency-based, and experiential learning models

• Offer integrated communication tools that support engagement and timely interaction with students

• Include analytics and insights that help faculty identify at-risk students and improve learning outcomes

• Support emerging technologies, including AI-assisted tools, in ways that enhance teaching effectiveness and student engagement

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 students 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 The University is interested in solutions that:

• Support the development and adoption of standardized course templates and themes

• Allow for institutional branding and consistent user experience, while maintaining faculty flexibility

• Enable governance models that balance centralized standards with departmental autonomy

• Provide tools to support course quality assurance and continuous improvement

Reporting, Analytics, and Data-Informed Decision Making The University is interested in solutions that:

• Provide robust reporting and analytics capabilities at the course, program, and institutional levels

• Support data-informed decision-making aligned with institutional priorities

• Enable access to actionable insights for faculty, advisors, and administrators

• Support integration with enterprise data platforms and reporting tools

• Provide flexible data access models, including APIs and data export capabilities

Administrative, Configuration, and Operational Flexibility The University is interested in solutions that:

• Provide clear and well-documented configuration and customization capabilities

• Distinguish between configurable, customizable, and extensible components

• Support centralized administration with appropriate distributed control for colleges and departments

• Allow colleges or units to manage training, certificates, roles, and localized experiences where appropriate

• Enable ongoing optimization, governance, and continuous improvement of the LMS environment

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 The University is interested in solutions that:

• Protect sensitive data, including PII, through strong security controls

• Provide role-based access and appropriate data governance capabilities

• Ensure secure data storage and transmission (encryption in transit and at rest)

• Clearly define data ownership, usage, retention, and sharing practices

• Align with institutional and regulatory expectations for privacy and compliance

Implementation, Migration, and Transition The University is interested in solutions that:

Provide a clear, structured implementation approach Support migration from existing LMS environments, including content, users, and integrations Address both:

• 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

9. SPECIFIC REQUIREMENTS:

Proposals should be as thorough and detailed as possible so that Radford University may properly evaluate your capabilities to provide the required goods or services. Offerors are required to submit the following information/items as a complete proposal:

A. Plan or Methodology for Delivery of Services: Provide your plan for providing a Learning Management for Radford

University. Offeror should provide information addressing all requirements as stated in the Statement of Needs above to include:

1. A description of what specific services the Offeror proposes to provide the manpower needed, when services shall be performed, by whom, and the anticipated time durations for typical services.

2. A description of any reports, certifications, or deliverables in the performance of the work included in this solicitation.

Please include copies of all standard certifications, business licenses, resumes of key employees, reports, example receipts, and tracking tools.

3. Identify a projected timeline for delivery of services relative to the award date of the contract.

B. Experience and Qualifications: Please provide a written narrative outlining the experience of the firm in providing the services described.

1. Provide names, qualifications, and experience of personnel to be assigned to the project, including an organization chart, individual qualifications, and duties.

2. Resumes of key employees to be assigned to the project.

C. Complete Attachment A LMS Feature Solution Map and Attachment B Requirements Matrix

1. Company Overview and Qualifications

• Organizational overview, including experience in higher education

• Relevant implementations of similar size/complexity

• References (minimum of 3 institutions)

2. Product and Platform Description

• Overview of LMS architecture and core capabilities

• Description of user experience for:

• Course development

• Teaching workflows

• Student interaction

3.Description of mobile capabilities

4. Faculty and Student Experience

• Demonstration of:

• Course creation workflows (including number of steps/clicks for common tasks)

• Standard course structures

• Student navigation experience

• Approach to improving usability and reducing complexity

Assessment tools and processes

• Assignments

• Tests & Quizzes o Test input and setup o Test proctoring o Test analysis

• Discussions

• Other types of assessments

Grade book setup

5. Course Templates, Branding, and Governance Approach to:

• Standardized course templates

• Institutional branding

• Governance models

• Examples of institutions using standardized course design

• Tools available to enforce or encourage consistency

6. Implementation and Migration Plan Detailed implementation methodology and timeline Migration strategy including:

• Course content

• User data

• Integrations

• Approach for:

• New implementations

Reconfiguration of existing environments

• Roles and responsibilities (vendor vs institution)

7. Integration and Technical Architecture Integration approach with:

ERP (Banner)

• Identity (SSO, SAML)

• Microsoft 365 ecosystem

• Supported standards (LTI, SCORM, xAPI)

• API capabilities and documentation

Third-party and publisher integration capabilities.

8. Reporting and Data Management

• Available reporting tools and dashboards

• Data access methods (APIs, exports, warehouse integration)

• Support for institutional analytics and BI platforms

9. Security, Privacy, and Compliance

• Data handling practices (collection, usage, retention)

• Encryption standards

• Role-based access controls

• Third-party data sharing policies

• Security certifications and audit practices

10. AI and Future Roadmap Product roadmap (3–5 years) Approach to:

• AI in teaching and learning

• AI for student success and engagement

AI for faculty productivity

• Alignment with evolving higher education needs

11. Training, Support, and Change Management Training approach for:

• Faculty

• Students

• Administrators

• Ongoing support model

Adoption and change management strategy

12. Cost Proposal (see Attachment I)

• 5-year total cost of ownership

• Implementation costs

• Licensing model

• Optional services

D. References: Provide four (4) references, either educational (preferred) or governmental, for whom you have provided the type of services described herein. Include the date(s) services were furnished, the client name, address, and the name and phone number of the individual Radford University has your permission to contact.

E. *Participation of Small, Women-owned and Minority-owned business (SWaM) Business: If your business cannot be classified as SWaM, describe your plan for utilizing SWaM subcontractors if awarded a contract. Describe your ability to provide reporting on SWaM subcontracting spend when requested. If your firm or any business that you plan to subcontract with can be classified as SWaM, but has not been certified by the Virginia Department of Small Business and Supplier Diversity (SBSD), it is expected that the certification process will be initiated no later than the time of the award.

If your firm is currently certified, you agree to maintain your certification for the life of the contract. For assistance with SWaM certification, visit the SBSD website at http://www.sbsd.virginia.gov .

10. SELECTION CRITERIA AND AWARD

A. Selection Criteria:

Proposals will be evaluated by Radford University using the following weighted evaluation criteria.

Evaluation Criteria Percentage of Points

1 Qualifications and experience of Offeror in providing the goods/services. 15

2 Quality of products/services offered and suitability for the intended purposes. (ease of use, diverse pedagogical content, analytics, program level support, accessibility compliant) 40

3 Specific plans or methodology to be used to provide the products/services. (implementation and timeline, integration support) 20

4 Financial (5 Year Cost including implementation) 15

5 Participation of Small, Women-Owned and Minority-Owned (SWaM) Businesses. 10%

TOTAL 100%

http://www.sbsd.virginia.gov/

B. Award to Multiple Offerors:

Selection shall be made of two or more Offerors deemed to be fully qualified and best suited among those submitting proposals on the basis of the evaluation factors included in the Request for Proposals, including price, if so stated in the Request for Proposal. Negotiations shall be conducted with the Offerors so selected. Price shall be considered, but need not be the sole determining factor. After negotiations have been conducted with each Offeror so selected Radford University shall select the Offerors which, in its opinion, has made the best proposal, and shall award the contract to that Offeror. Radford University reserves the right to make multiple awards as a result of this solicitation. Radford University may cancel this Request for Proposal or reject proposals at any time prior to an award, and is not required to furnish a statement of the reasons why a particular proposal was not deemed to be the most advantageous. Should Radford University determine in writing and in its sole discretion that only one Offeror is fully qualified or that one Offeror is clearly more highly qualified than the others under consideration, a contract may be negotiated and awarded to that Offeror. The award document will be a contract incorporating by reference all the requirements, terms and conditions of the solicitation and the Contractor’s proposal as negotiated. See Attachment B for sample contract form.

11. PROPOSAL PREPARATION AND SUBMISSION:

A. GENERAL INSTRUCTIONS: Response shall be submitted in one of the following ways:

* Identify the envelope/package as instructed in Attachment A – Terms and Conditions No other distribution of the proposal shall be made by the Offeror.

1. 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.

a. One (1) original paper copy of the entire proposal, INCLUSIVE OF ALL ATTACHMENTS. Any proprietary information should be clearly marked in accordance with section 12.A.1.c below.

b. One (1) electronic copy in WORD format or searchable PDF (USB/Flash Drive) of the entire proposal as one document, INCLUSIVE OF ALL ATTACHMENTS mailed along with the hard copy above. Any proprietary information should be clearly marked in accordance with 12.A.1.c below.

c. 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.”

2. ELECTRONIC SUBMISSION via eVA VBO RFP Responses: In order to be considered for selection, Offerors shall submit a complete response to this RFP to include. A brief tutorial on how to submit a response through eVA VBO can be found here: eVA VBO Electronic Submission.

a. One (1) electronic copy in WORD format or searchable PDF (USB/Flash Drive) of the entire proposal as one document, INCLUSIVE OF ALL ATTACHMENTS. Any proprietary information should be clearly marked in accordance with 12.A.2.b. below.

b. 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.”

In Person* Mail or Courier* Electronically through eVA

Deliver proposal to: Mailing Address: Electronic Submissions:

Radford University 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’s Virginia Business Opportunities (VBO) site.

See Attachment F for more details.

https://mvendor.cgieva.com/Vendor/public/AllOpportunities.jsp https://www.youtube.com/watch?v=KSxcAkOekW0

B. PROPOSAL PREPARATION:

1. Sign and Complete: Proposals shall be signed by an authorized representative of the Offeror. All information requested should be submitted. Failure to submit all information requested may result in Radford University requiring prompt submission of missing information and/or giving a lowered evaluation of the proposal. Proposals which are substantially incomplete or lack key information may be rejected by Radford University. Mandatory requirements are those required by law or regulation or are such that they cannot be waived and are not subject to negotiation.

2. Concise & Clear: Proposals should be prepared simply and economically, providing a straightforward, concise description of capabilities to satisfy the requirements of the RFP. Emphasis should be placed on completeness and clarity of content.

3. Organization: Proposals should be organized in the order in which the requirements are presented in the RFP. All pages of the proposal should be numbered. Each paragraph in the proposal should reference the paragraph number of the corresponding section of the RFP. It is also helpful to cite the attachment, paragraph number, sub letter, and repeat the text of the requirement as it appears in the RFP. If a response covers more than one page, the paragraph number and sub letter should be repeated at the top of the next page. The proposal should contain a table of contents, which cross-references the RFP requirements. Information which the Offeror desires to present that does not fall within any of the requirements of the RFP should be inserted at an appropriate place or be attached at the end of the proposal and designated as additional material. Proposals that are not organized in this manner risk elimination from consideration if the evaluators are unable to find the RFP requirements are specifically addressed.

4. Word Usage: As used in this RFP, the terms “must”, “shall”, “should” and “may” identify the criticality of requirements. “must” and “shall” identify requirements whose absence will have a major impact on the suitability of the proposed solution. Items labeled as “should” or “may” are highly desirable, although their absence will not have a large impact and would be useful, but are not necessary. Depending on the overall response to the RFP, some individual “must” and “shall” items may not be fully satisfied, but it is the intent to satisfy most, if not all, “must” and “shall” requirements. The inability of an Offeror to satisfy a “must” or “shall” requirement does not automatically remove that Offeror from consideration; however, it may seriously affect the overall rating of the Offeror's proposal.

5. Binding: The original proposal should be bound or contained in a single volume where practical. All documentation submitted with the proposal should be contained in that single volume.

6. Ownership: Ownership of all data, materials and documentation originated and prepared for Radford University pursuant to the RFP shall belong exclusively to Radford University and be subject to public inspection in accordance with the Virginia Freedom of Information Act. Trade secrets or proprietary information submitted by an Offeror shall not be subject to public disclosure under the Virginia of Freedom of Information Act. However, to prevent disclosure the Offeror must invoke the protections of Section 2.2-4342F of the Code of Virginia, in writing either before or at the time the data or other materials is submitted. The written request must specifically identify the data or other materials to be protected and state the reasons why protection is necessary. The proprietary or trade secret material submitted must be identified by some distinct method such as highlighting or underlining and must indicate only the specific words, figures, or paragraphs that constitute trade secret proprietary information. The classification of an entire proposal document, line item prices and/or total proposal prices as proprietary or trade secrets is not acceptable and may result in the rejection of the proposal.

7. Legal Agreement: Unless noted in the proposal, a signed and submitted proposal certifies that the firm’s principals or legal counsel has reviewed the Request for Proposal General Terms and Conditions and the Special Terms and Conditions and agrees that these provisions will become a part of any final agreement, and that the principals or legal counsel has reviewed and approved the firm’s entire proposal prior to submission to the University.

C. ORAL PRESENTATIONS: Offerors who submit a proposal in response to this RFP may be invited to give an oral presentation of their proposal to Radford University. This will provide an opportunity for the Offeror to clarify or elaborate on the proposal but in no way will change the original proposal. The University will schedule the time and location of these presentations. Oral presentations may be conducted at the option of Radford University; therefore, proposals should be complete.

13. OPTIONAL PRE-PROPOSAL CONFERENCE

A. An optional pre-proposal conference will be held June 1, 2026 at 3:00pm (EST) in the Procurement and Contracts Conference Room #231 located in the Armstrong Complex. The street address is 501 Stockton Street, Radford, VA 24142.

While attendance at this conference will not be a prerequisite to submitting a proposal, Offerors who intend to submit a proposal are encouraged to attend. It is recommended you have a copy of the solicitation readily available to review during the conference.

IN PERSON ATTENDANCE:

For those who wish to attend in person, you may do so by coming to the Armstrong Complex, Conference Room #231.

The street address is 501 Stockton Street, Radford, VA 24142.

ZOOM ATTENDANCE (Registration is required):

You are invited to a Zoom meeting.

When: June 1, 2026 at 3:00pm (EST)

Register in advance for this meeting:

https://radford.zoom.us/meeting/register/DVS7wqEeTKSs_g-PTOhV1A

After registering, you will receive a confirmation email containing information about joining the meeting. Please allow a few extra minutes prior to the Pre-Proposal Conference to complete registration and to obtain the link to the meeting via email.

B. The purpose of the pre-proposal conference is to allow potential Offerors an opportunity to present questions and requests for clarification, with final responses provided in an RFP Addendum that will be published on eVA - Virginia's eProcurement Portal. The Addendum will include any updates to the RFP, including changes as well as responses to questions presented.

Attendance at the conference can be either in person or via teleconference

14. INVOICES and PAYMENT: Invoices for goods or services provided under any contract resulting from this solicitation should be submitted by email to acctspayable@radford.edu . Invoices shall be identified with the assigned contract number. Invoices shall identify contract pricing for all good/services payment is being requested. If submitting invoices by mail use the following address. Email is the preferred method of invoice receipt.

RADFORD UNIVERSITY

ACCOUNTS PAYABLE

POST OFFICE BOX 6906

RADFORD, VA 24142-6906

Payment will be made thirty days after receipt of proper invoice for the amount of payment due, or thirty days after receipt of goods / services, whichever is later, in accordance with the Commonwealth of Virginia Prompt Pay Act .

15. ADDENDUM: Any ADDENDUM issued for this solicitation may be accessed on Virginia Business Opportunities by going to www.eva.virginia.gov . Since a paper copy of the addendum will not be mailed to you, we encourage you to check the web site regularly.

16. COMMUNICATIONS: Communications regarding this solicitation shall be formal from the date of issue, until either a Contractor has been selected or the Procurement and Contracts Department at Radford University rejects all proposals. Formal communications will be directed to the Procurement Officer listed on this solicitation. Reference General Information – Questions/Inquiries. Informal communications, including but not limited to request for information, comments or speculations regarding this solicitation to any University employee other than a Procurement and Contracts Department representative may result in the offending Offeror’s proposal being rejected.

17. TERMS AND CONDITIONS: This solicitation and any resulting contract/purchase order shall be governed by the attached terms and conditions. See Attachment C.

https://radford.zoom.us/meeting/register/DVS7wqEeTKSs_g-PTOhV1A https://eva.virginia.gov/ https://eva.virginia.gov/ mailto:acctspayable@radford.edu https://www.doa.virginia.gov/reference/CAPP/CAPP_Topics_Cardinal/20315.pdf http://www.eva.virginia.gov/

18. ATTACHMENTS:

Information:

Attachment A – LMS Feature Solution Map Attachment B – Learning Management System (LMS) RFP Requirements Matrix Attachment C – Terms and Conditions Attachment D – Sample of Standard Contract Form Attachment E – Radford Addendum for Data Protection Attachment F – Zone Map for Cooperative Contracts Attachment G – Virginia Business Opportunities Information

To be returned with proposals:

Attachment H – Vendor Data Sheet (References) Attachment I – Pricing Schedule

Attachment A

LMS Feature Solution Map Category / Need Current Solution Vendor solution Notes/Questions Accessibility checker Ally

Plagiarism checker Turnitin

Testing integrity Respondus

Video streaming platform(s)

Kaltura / Zoom

Multimedia threaded discussion (voice, video, text, etc.)

VoiceThread and Perusall

Bookstore Connection (Contracted Exclusive Bookstore)

*eCampus

Desktop/Mobile Conferencing

Zoom

LTI 1.3 - For existing integrations

Student – virtual internships Respondus eCampus textbooks Publisher and third-party integration capabilities

LTI backward compatibility Scalable Outcomes Mapping (learning activities level...up to institutional level) SWEAP Assessments Socie Work Education

Assessment Project Watermark CES Course Evaluations &

Surveys *Mandatory integration (per existing contract)

Attachment B

Learning Management System (LMS) RFP Requirements Matrix This matrix is designed to support the evaluation of vendor proposals for a comprehensive Learning Management System.

Vendors should provide detailed responses in the "Vendor Response" column for each requirement.

Requirement Area Sub-Requirement Vendor Response Course Management Self-paced, instructor-led, blended courses Course Management Batch enrollment, academic hierarchy, course section merging

Content Standards SCORM 1.2/2004, xAPI compliance

Content Repository Centralized repository Collaboration Announcements, calendars, blogs, student to teacher, student to student, group capabilities’.

Communication Integration with Zoom, Kaltura, VoiceThread, Microsoft 365

Assessment Types of assessments, plagiarism detection (Turnitin), testing integrity (Respondus)

Reporting Ad-hoc, pre-built, customizable reports

Analytics Academic analytics, system-wide reporting

Analytics Web traffic analysis (Google Analytics)

Accessibility WCAG 2.1 Level AA, Section 508 compliance

Accessibility Built-in features (text enlargement, reader, languages, etc.)

Accessibility VPATs, 508 conformance docs

Inclusivity Multilingual, inclusive design

Integration SIS, HRIS, CRM integration Integration LTI 1.3, backward compatibility Integration APIs, custom connectors Security Azure AD, SAML, 2FA Security Privacy, record retention compliance Data Migration Migration methodology Customization Multi-agency/departmental portals Customization Customizable menus, forms, reports Customization Technical documentation

Requirement Area Sub-Requirement Vendor Response Administration Centralized oversight, local autonomy Implementation Project plan, milestones Implementation Example project plans Support Training, maintenance, escalation Support Upgrade, patch procedures Vision Planned features, customer feedback Risk Risk identification, mitigation Exit Hosting, SLAs, data return/purge/destruction

Attachment C

I. TERMS AND CONDITIONS

GENERAL TERMS AND CONDITIONS: This solicitation and any resulting contract are subject to the provisions of the Commonwealth of Virginia’s Purchasing Manual for Institutions of Higher Education and their Vendor’s and any revisions thereto, and the Governing Rules, which are hereby incorporated into this contract in their entirety. A copy of both documents is available for review at www.vascupp.org .

1. ADMINISTRATIVE APPEALS PROCEDURE: Although Radford University is authorized to establish an administrative appeals procedure, it has chosen not to develop such procedures, but rather will rely on legal action for such determinations.

(Governing Rule §55). However, Radford University reserves the right to use Alternative Dispute Resolution (ADR) for hearing appeals from decisions on disputes arising during the performance of a contract or when it is deemed to be in the best interest of the University. (Governing Rule §56).

2. ANTI-DISCRIMINATION: By submitting their bids/proposals, (bidders/offerors) certify to the Commonwealth that they will conform to the provisions of the Federal Civil Rights Act of 1964, as amended, as well as the Virginia Fair Employment Contracting Act of 1975, as amended, where applicable, the Virginians with Disabilities Act, the Americans with Disabilities Act and §10 of the Governing Rules. If the award is made to a faith-based organization, the organization shall not discriminate against any recipient of goods, services, or disbursements made pursuant to the contract on the basis of the recipient’s religion, religious belief, refusal to participate in a religious practice, or on the basis of race, age, color, gender or national origin and shall be subject to the same rules as other organizations that contract with public bodies to account for the use of the funds provided; however, if the faith-based organization segregates public funds into separate accounts, only the accounts and programs funded with public funds shall be subject to audit by the public body. (Governing Rule §36).

In every contract over $10,000 the provisions in 1 and 2 below…