AUSTIN PEAY STATE UNIVERSITY RFQ Web Conferencing and Collaborative Classroom Questions & Answers

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1 1) I see that you have 200,000 students and 15,000 full-time staff Can you please confirm the number of concurrent users you foresee using the meeting and collaborative classroom sessions. I need to understand the bandwidth requirements prior to proceeding with deciding to respond to the RFP. APSU has approximately 10,000 students and full time staff. Distance Education represents approximately percent of that amount, so approximately 2500 students and 150 staff. A fraction of these will be interested in using this service. APSU would estimate that presently there would be about 10 faculty users and 100 students using the software with a gradually increasing number. 2) Is the requirement to use Austin Peay s T&C s a steadfast requirement to respond to your RFP as your language states the following "The Pro Forma Contract substantially represents the contract document that the Proposer selected by the Institution MUST agree to and sign. A Proposal that limits or changes any of the terms or conditions contained in the Pro Forma Contract may be considered non-responsive. If Proposer has any questions concerning this provision before submitting a proposal, contact the Purchasing Department. You can submit your terms and conditions along with the bid. 3) Are there liquated damages anticipated and what are those (defined, please)? Yes, the liquated damages will be based on cost of awarded proposal. 4) Section D.5 page 19 The University does not have to give chosen vendor notice of breach of contract and the ability to cure the stated default. Can this be addressed in the contract? Yes, this can be addressed in the contract. 5) Under the terms of the contract, NO Equipment can be purchased using this agreement Does this mean that the proposed solution must and will be 100% cloud-based and hosted and will not include any existing or new equipment (hardware or software)? Yes

2 6) Service and Software Accessibility Standards. The Contractor warrants and represents that the service and software, including any updates, provided to the Institution will meet the accessibility standards set forth in WCAG 2.0 AA (also known as ISO standard, ISO/IEC 40500:2012), EPub 3 and Section 508 of the Vocational Rehabilitation Act. To the extent that the Products fail to meet the WCAG 2.0 AA, EPub 3 and Section 508 standards, the Contractor will provide Institution with a fully completed Accessibility Statement and Conformance and Remediation forms (Attachments 6.9 and 6.10). APSU/TBR requires compliance with the Americans with Disability Act. Proof must be given of ADA compliance. 7) Page 32. Is the collaborative classroom space referenced in the Project Narrative and Documentation physical or virtual? Virtual Space 8) Page 32. Question 7: Does RPV certify compliance with the Americans With Disabilities Act and does Polycom have a VPAT statement? Question does not apply to the institution. 9) Page 32 Question 15: Must be capable of integrating with Desire to Learn, Blackboard and Canvas LMS Is this coming in the December software release referenced by Polycom during our call earlier today? Question does not apply to the institution. 10) Does the University want the recording server and content to be stored in the cloud by the vendor, or would these components be on premise at the University or in a data center? Yes, the university seeks a hosted solution. 11) Does the University want the vendor to store/host the content created by the University? In this model, the vendor would then effectively own the content rather than the University, is the University aware of this? From a copyright standpoint, APSU and faculty would never give up rights to content to a hosting solution. If by own you mean it would reside on your servers, our response is

3 that this is why our tech requirements are that we be able to download content at any time. 12) Does the University wish for the vendor to set regulatory permission levels and user passwords to access the content referenced? No We would have a system administrator to do this. 13) Is it the University s expectation that students would be calling into a 24x7 virtual help desk to receive support on owner furnished hardware ie: personal devices? What are the parameters around 24x7 support? End user operation or service deliver issues? No it would not be the students. Technical support would be for our technical staff. The students would contact APSU for assistance. 14) Page 33 Question 18: Is the ability to pause screen share for the Moderator and Instructor, Students, or both? Both 15) Page 33 Question 31: Could you define what the user statistics and analytics of use are, specifically, that are desired? What is the information that the University expects to see in this report? At its most base level, the types of reports we would like to see are: How many users are there and who are they? What user accounts regularly access the system? How often is the system accessed? How many failed login attempts are there? How much storage is being used for recorded virtual classroom sessions? 16) Page 33 Question 33: Must be able to view streaming video and rich media without additional downloads. Would the video and rich media be coming from the LMS or from the web conference LIVE? Are you discussing stored/recorded content or live content, or both? Are you referring to apps or programs that would be required for download to a device for the purpose of viewing? We are referring to apps or programs that would be required to be downloaded for the purpose of viewing.

4 17) Page 33, Question 36: Must have the ability to record meetings, edit them and republish content. Is this in reference to the vendor, the students, moderators and instructors? Who would record, edit and republish this content? Does this content sit in a public cloud? Who owns the content? How would the University provide and allow accessibility? Moderators and instructors would do this. This content would sit in the cloud. APSU, according to copyright, would always own content. 18) Page 33, Question 40: Must have the ability to build reusable learning assets and content libraries. Where do these assets and libraries reside? In the public cloud? The content would then be owned by the vendor. What is the University s desire for ownership of these assets and libraries? According to copyright standards APSU will always own all content. We will not provide copyright release to anyone. We have the right to remove all materials at any time. 19) Page 33, Question 42: Must have the ability to customize layout of the virtual classroom. Is the University able to define layout? Do you mean video layouts i.e.: continuous presence, voiceactivated switching, quadrants, etc.? Must allow the moderator to establish a personal look and feel for the virtual classroom. They should have the ability to customize view, such as moving chat boxes, room controls, etc. 20) Page 34, Question 44: How does the University anticipate the workflow to work for 24/7 end user technical support for students, faculty and staff? Would the potential issues of the end users be defined? Would the expectation of the University be that this for service delivery issues or for personal end users issues? Please explain in detail, there is no scope of work provided for 24/7 end user technical support. If unable to explain, would a detailed explanation of the vendor s current 24/7 end user technical support program suffice for the purpose of this RFP? The technical support would only be for our technical staff administrating the system. 21) What is APSU currently using for web collaboration? A variety of products.

5 22) Is this RFP being sent out because the current web collaboration contract is expiring? We currently do not have a web collaboration contract. 23) If not, what is prompting this RFP? We currently do not have a web collaboration contract. 24) Is students being face to face over video important to APSU? Yes 25) If video is important, on a scale of 1 to 10 being must have, what would you put down is the importance of video? 10 26) Some of the collaboration features like white boarding and annotation are on our roadmap for end Would you consider a bid from us? Yes we would consider a bid, however firm, specific role out dates must be provided.