Video-based Student Assessment System RFP.pdf

Request for Proposals

Video-Based Student Assessment System

ISSUE DATE: July 7, 2025

ISSUING AGENCY: Bay de Noc Community College

2001 North Lincoln Road

Escanaba, MI 49829

ISSUING AGENT: Sherri Viau

Senior Accountant

Purpose The purpose of this request is to solicit sealed proposals for an online video-based system for assessment of student learning and skill demonstration.

Background Located in the heart of Michigan's beautiful Upper Peninsula, Bay de Noc Community College (commonly known as Bay

College) has provided quality higher education for 60+ years. Founded in 1962, Bay College is known in the region for its superior teaching and abundant learning. The Escanaba campus is situated on 150 acres and serves over 5,000 credit students each year, including those completing baccalaureate and master’s degree programs sponsored by partnering universities.

Since the early 1970's, Bay College has had a presence in Dickinson County. In 2003, a 25-acre parcel on the north side of Iron Mountain was donated to Bay College. The voters in Dickinson County approved a one mill tax increase to support the construction, maintenance, and operation of a new 67,000 sq. ft. facility, matching the State of Michigan's construction funds of $6 million. Groundbreaking was held in the spring of 2006 and the facility opened in the fall of 2007. Through a unique contractual relationship with the Dickinson County Board of Commissioners, the College has been able to move forward in offering a strong core of transfer degrees and occupational programs to support the local workforce.

Bay College has a strong history of dedicating itself to offering academically excellent and affordable public education in our region. The College prepares students to be continuous learners who succeed upon transfer, work effectively in the contemporary workplace, and function as productive citizens and leaders in their communities.

Bay College is governed by a seven-member Board of Trustees, elected from the citizens of Delta County at-large and responsible for setting policy for the College. With its "open door" enrollment policy, Bay College has consistently focused on serving its constituents with a variety of quality educational programs and training options at a reasonable cost. As a result, a high level of support and excellent working relationships exist between the College and local high schools, business and industry establishments, and community members.

At Bay College,

• we enhance people's lives through wide ranging quality educational opportunities;

• we embody a personalized, caring, innovative, learning-centered environment;

• we embrace excellence, dedication, integrity, responsiveness, and respect;

• and we empower people to make positive changes in their lives and communities.

Mission

Student Success, Community Success, Culture of Success

Vision The College of choice where people thrive, workforces excel, communities connect and lives transform.

Cultural Beliefs

I AM CHANGE

I create change by overcoming my fears.

RESPECT

I value diverse perspectives and experiences and collaborate with positive intent.

LET'S TALK

I exchange ideas thoughtfully and courageously to facilitate positive outcomes.

FEED ME

I listen objectively to feedback and reflect to improve my performance.

CLARIFY EXPECTATIONS

I clarify goals and expectations first so I can align and manage competing priorities.

STAY FOCUSED

I contribute to every student's success.

Campus Locations:

2001 N. Lincoln Rd, Escanaba MI 49829

2801 N US 2 41, Iron Mountain, MI 49801

Scope of Services The purpose of this RFP is to solicit sealed proposals for an online video-based system for assessment of student learning and skill demonstration that includes the following elements:

• The product includes multiple ways of providing feedback and assessment of student learning and skills demonstration.

• The product includes LTI 1.3 integration with Blackboard Ultra.

• The product is compliant with current Web Content Accessibility Guidelines (WCAG 2.1AA).

• The product includes AI-assisted feedback.

• The product meets SOC 2 Type 2 compliance.

• The product is designed to be HIPAA and FERPA compliant.

• The product provides reporting and/or data analytics on usage and/or user performance.

• Vendor to provide implementation, training, and ongoing support for users as part of the overall product cost.

Proposal Requirements

• Proposals shall describe how Bidder’s product meets the scope of service items listed above and include pricing for both 2- and 3-year contract options.

• Proposals shall include completed Company Profile – Exhibit A.

• Proposals shall include a Familial Disclosure Form (form must be notarized) – Exhibit B.

• Proposals shall include an Iran Economic Sanctions Act Certification Form – Exhibit C.

Qualifications and Standards of Performance

• The vendor shall have a successful history of providing services described in the Scope of Work for a minimum of five (5) years.

• All persons performing work on this project shall be fully qualified to perform the services required.

• All work shall be performed in the time specified in the written estimate.

Evaluation Criteria:

Bids will be reviewed based on the following criteria.

CRITERIA DESCRIPTION

Adherence to project timeline Able to complete project by deadline -

September 30, 2025

Product features

Meets accessibility and security standards, includes other features listed in project scope

Client support Implementation, training, and ongoing support

Cost evaluation Total Proposed Cost per Proposal

Experience, Qualifications, Recommendations Complete Company Profile (Exhibit A)

Pricing Discounts:

Please provide the most favorable pricing Bay College is eligible to receive. The College is eligible for State of Michigan and higher education discounted pricing. In addition, the College is a member of several cooperative purchasing organizations including: E& I Cooperative Services, MHEC, NASPO, NCPA, OMNIA Partners, Sourcewell and MiDeal. If pricing is being quoted according to one of the discounts mentioned above (or other available discount), please specify and reference the contract number, term and point of contact, if applicable.

General Instructions and Additional Terms

1. This RFP is not a binding offer by the College and acceptance of the terms of this RFP by any Bidder shall not create a binding contract with the College. Bay College reserves the right to negotiate the terms and conditions of any agreement that may result from this RFP process, including the terms set forth herein and in any proposal. Any future contract that may be awarded must comply with College procurement requirements.

2. A proposal submitted in response to this RFP shall constitute an offer of the Bidder. The signature of a person who is legally authorized to execute contractual obligations on behalf of the Bidder shall indicate acknowledgment of this condition. A Bidder acknowledges that the College may accept a submission in response to this RFP in whole or in part. Bidder acknowledges its acceptance of all terms and conditions as set forth herein, unless the response specifically indicates otherwise. A Bidder shall identify clearly and thoroughly any https://www.eandi.org/contract-finder/?list=higher-ed https://www.mhec.org/contracts https://www.naspo.org/ https://www.ncpa.us/ https://www.omniapartners.com/ https://www.sourcewell-mn.gov/ https://www.michigan.gov/dtmb/0,5552,7-358-82550_85753---,00.html variations between its proposal and the RFP in the cover letter. Failure to do so shall be deemed a waiver of any rights to subsequently modify the terms of any contract that may result from this RFP, except as outlined or specified in the RFP. The College reserves the right to waive any irregularity in the RFP process or any Proposal, and the right to award any Contract to an entity or person that is not the Bidder submitting the lowest bid.

3. The College reserves the right in its sole discretion to accept or reject, in whole or in part, any or all Proposals with or without cause, to extend the due date, to waive technicalities in the documents or repost prior to award of the Contract. The College reserves the right to request additional information from any or all Bidders, including an oral interview to discuss, clarify, and answer any questions regarding the Proposal.

4. Bidders may not contact any College employee directly to discuss this RFP. All correspondence or questions concerning the RFP should be addressed to the Senior Accountant.

5. All questions will be responded to by addendum and posted to the College’s website as time permits. The timing of any question or answer shall have no bearing on the response deadline.

6. Proposals may be withdrawn by written request from Bidder prior to the date and time established for the opening. Proposals submitted early may be modified or withdrawn prior to the submission deadline. Any modified or resubmitted Proposal shall be submitted in the same fashion as required by this RFP and shall be worded so as not to reveal the amount of the original proposed sum. Proposals submitted and not timely modified or withdrawn shall be irrevocable for a minimum period of ninety (90) calendar days following the submission deadline.

7. All late proposals will be rejected.

8. All proposals must be signed by a duly authorized representative of the Bidder; all unsigned proposals will be rejected. By submitting a Proposal, each Bidder is attesting to the following: (a) Bidder has read and understands the RFP and project requirements and the Proposal is made in accordance therewith, (b) Bidder warrants that it is familiar with the scope of work to be performed, and (c) Bidder’s price is based upon all required work, personnel, supplies, materials and equipment, taxes and other costs described in the RFP and in accordance with all terms and conditions without exception.

9. Collusive Bidding and Relationship Disclosure.

a. The Bidder certifies that its Proposal is made without any previous understanding, agreement or connection with any person, Firm, or company making a Proposal for the same project and is in all respects fair and without outside control, collusion, fraud, or other illegal action.

10. Proposal prices must be good for a period of ninety (90) days from the date of opening.

11. Each Bidder submitting its Proposal releases the College from any and all claims arising out of, and related to, the RFP process and the selection of a Vendor.

12. The College’s payment terms are net 30 days.

Proposal Inquiries:

Inquiries concerning proposals should be directed to Sherri Viau, Senior Accountant at sherri.viau@baycollege.edu or

(906) 217-4070. Inquiries must be received by July 28, 2025.

Responses to inquiries and clarification requests will be posted on mybay → Request for Proposal→ Video-Based

Student Assessment System, https://mybay.baycollege.edu/ICS/Request_for_Proposal.jnz or through Sigma VSS

(https://sigma.michigan.gov/PRDVSS1X1/Advantage4) if potential bidder is utilizing that system to respond to the RFP.

Proposal Due Date:

Mailed proposals must be received at the Escanaba campus no later than August 5, 2025, 1:00 pm ET. Potential bidders wanting to use Sigma VSS to submit proposal must sign up and create a Sigma VSS account. Proposals that do not include the required exhibits as noted under the Proposal Requirements section above, will not be considered.

mailto:sherri.viau@baycollege.edu https://mybay.baycollege.edu/ICS/Request_for_Proposal.jnz https://sigma.michigan.gov/PRDVSS1X1/Advantage4

Proposal Copies:

Prospective Bidders send one original and 2 copies of the proposal, enclosed in one sealed box or other package, in a manner that assures receipt by the proposal due date. Package must be sealed and designated prominently “Video-

Based Student Assessment System”. All proposals must be received at 2001 N Lincoln Road, Escanaba, MI 49829 or through Sigma VSS by the RFP deadline. We do not accept emailed proposals.

Notification Date:

Notification to the successful Bidder will be by August 12, 2025.

Verbal Instruction Procedure:

No negotiations, decisions, or actions shall be initiated or executed by the Bidder as a result of any discussions with any

Bay College employee. Only this document may be considered as a duly authorized expression on behalf of Bay College.

Only those communications that are signed and in writing will be recognized by the college as duly authorized expressions on behalf of Bidders.

Freedom of Information Disclosure:

Ownership of all data, materials and documentation originated and prepared for the College pursuant to the RFP shall belong exclusively to the College and be subject to public inspection in accordance with the Michigan Freedom of

Information Act.

Equal Opportunity:

It shall be the policy of the Bay de Noc Community College Board of Trustees to assure the provisions of equal opportunity and equal access in educational acts and employment. These provisions apply in all areas of employment, student services, and instructional programs. Discrimination because of any legally protected status, which includes but is not limited to, race, color, religion, creed, gender, sex, national origin, political affiliation, age, height, weight, disability, marital or veteran status is prohibited in accordance with state and federal law. Questions concerning Title IX of the Education Amendments of 1972, which prohibits discrimination on the basis of sex, should be directed to the College's Title IX Coordinator at 906-217-4031.

Non-Discrimination:

The Bidder in bidding, quoting and/or filling a purchase order agrees not to discriminate against any employee or applicant for employment because of race, color, age, sex, religion, national origin or ancestry. This covenant is required based upon Section 4 of Act no. 251, Public Acts of Michigan of 1955 and any breach thereof may be regarded as a material breach of the contract or purchase order.

Cost:

Any costs associated with preparing proposals in response to this RFP are the sole responsibility of the Bidder.

Acceptance or Rejection of Proposal:

Bay de Noc Community College, may at its sole discretion, reject any or all proposals received, or waive minor defects, irregularities, or informalities therein.

Planned Timeline:

July 7 RFP released

July 28 Deadline for questions

August 5 1:00 p.m. ET, mailed & Sigma VSS bids opened, and evaluation begins

August 12 Notification of successful bidder

ASAP Work can begin

September 30 Tool available for Fall Semester 2025 mailto:dave.laur@baycollege.edu?subject=

Exhibit A

As part of the evaluation of proposals, Bay College will determine the bidder’s qualifications to provide the services requested. Therefore, each bidder shall provide information that establishes its qualifications and capabilities. The responses provided in this section will be considered in the award of contract decision. Failure to provide this information may result in rejection of the bid.

Please provide the following information regarding your business. This form is required as part of your bid submission. You may attach additional sheets or documents as needed.

1. Company Name:

2. DUNS Number or Federal Tax ID#:

3. Number of years in business:

4. Number of years under current management:

5. Total number of employees:

6. Total number of service employees:

7. Number of employees to be assigned to this proposed project:

8. Office locations (service, retail, other):

9. Company website address:

10. Insurance: Please provide proof of insurance per specifications

11. References: List three references for which your company has performed similar scope and size work for. Include project description, data, size, scope and cost and company/agency name, contact name, telephone number and email address.

1)

COMPANY PROFILE

2)

3)

12. List all subcontractors who will be performing work, if awarded, including contact name and telephone number or check box below.

□ No subcontractor will be performing work on this project.

Please initial above

A.

B.

C.

Please provide references for each subcontractor under separate attachment.

Printed Name and Title of Authorized Official Signature of Authorized Official

Date

COMPANY PROFILE

Familial Disclosure Form

AFFIDAVIT OF ______________________________

(insert name of affiant)

STATE OF _________________

COUNTY OF _________________

___________________________________ makes this Affidavit under oath and states as (insert name of affiant) follows:

1. I am a/the:

□ President

□ Vice-President

□ Chief Executive Officer

□ Member

□ Partner

□ Owner

□ Other (please specify) ________________________ of ____________________________________ [insert name of contractor], a bidder for a Bay de

Noc Community College RFP/RFB/RFQ.

2. I have personal knowledge and/or I have personally verified that the following are all of the familial relationships existing between the owner(s) and the employee(s) of the aforementioned contractor and the Board of Trustees and/or employees of Bay de Noc

Community College:

Exhibit B

3. I have authority to bind the aforementioned contractor with the representations contained herein, and I am fully aware that the College will rely on my representations in evaluating bids for the RFP/RFB/RFQ.

4. I declare the above information to be true to the best of my knowledge, information and belief. I could completely and accurately testify regarding the information contained in this affidavit if requested to do so.

(signature of affiant)

Dated: ________________

Subscribed and sworn before me in _________________ County, State of ________________, on the ___ day of _________________, 20___ ____________________________________________(signature) _____________________________________________ (printed) Notary public, State of _______________, County of ________________ My Commission expires on _____________________________________ Acting in the County of ________________________________________

Iran Economic Sanctions Act Certification

I am the ___________________________________________________(title) of _____________________________________________(bidder), or I am bidding in my individual capacity (“Bidder”), with authority to submit a binding bid for the RFP/RFB/RFQ from Bay de Noc Community College. I have personal knowledge of the matters described in this Certification, and I am familiar with the Iran Economic Sanctions Act, MCL 129.311, et seq. (“Act”). I am fully aware that the College will rely on my representations in evaluating bids.

I certify that Bidder is not an Iran-linked business, as that term is defined in the Act. I understand that submission of a false certification may result in contract termination, ineligibility to bid for three (3) years, and a civil penalty of $250,000 or twice the bid amount, whichever is greater, plus related investigation and legal costs.

(signature)

(printed)

(date)

Exhibit C