INTEGRATED STUDENT ASSESSMENT & DATA MANAGEMENT SYSTEM - DATA WAREHOUSE RFP #1213-0501 1. INTRODUCTION: The Bellingham School District is requesting sealed proposals for Integrated Student Assessment & Data Management System - Data Warehouse. In order to be considered, four (4) copies of the proposal must be received no later than 10:00 AM, pst, Friday, March 1, 2013. All proposals received will be opened and publicly read. Sealed proposals may be mailed or hand delivered in person to Kathryn Weilage, Director of Business Services, 1306 Dupont Street, Bellingham, WA 98225. Proposals received after the above stated closing date and time cannot be considered and will be returned unopened. 2. EXAMINATION OF SPECIFICATIONS: Vendors shall thoroughly examine and be familiar with these specifications. The failure or omission of a Vendor to receive or examine any form, instruments, addendum, or other document or to visit the site when required to acquaint him or herself with existing conditions, shall in no way relieve any Vendor from obligations with respect to this proposal or any other resulting contract. Contractors must take all existing conditions into consideration prior to submitting a proposal. No change orders will be accepted for existing conditions. The submission of a proposal shall be taken as prima facie evidence of compliance with this section. 3. PROJECT DESCRIPTION: In support of The Bellingham Promise, the Bellingham School District is seeking proposals for an integrated student data management system or integrated data warehouse with reporting functionality that furthers our ability to provide great teaching with strong support. This system must provide user-friendly access to diverse data for a variety of school- and district-based users, with the purpose of monitoring students progress toward, and the attainment of, essential knowledge, skills and attributes. Report features will provide timely and instructive snapshots of progress of students, schools, and programs, with the purpose of engaging and informing our families and community. 4. CONTRACT TERM: Annual. Submissions must include a proposed schedule/timeline for work implementation and training. 5. GENERAL SCOPE OF PRODUCT: Proposals will provide specific examples of how your system addresses the requirements of data sets, functions and features, reporting, and technical requirements. 5.1 Data Sets: Ability to work with our existing data systems operational data sets, import external data sets, and be responsive to future data sets: Daily import Skyward transactional data sets (1) Student demographics (2) Student family information 1213-0501 07 RFP Specs.docx Page 1 of 5
(3) Student incidents and actions (discipline) (4) Student attendance (5) Student activities (6) Teacher gradebooks (7) Class schedules for both students and teachers Regular import of external assessment data sets (1) Washington State exams (Previous - WASL, WASL Basic, DAWL, WLPT-II) (2) Washington State exams (Current - DAPE, EOC, EOC Basic, HSPE, HSPE Basic, MSP, MSP Basic, WAAS Portfolio, WELPA) (3) Washington CAA/CIA database (4) Washington Inventory of Developing Skills (WaKIDS) (5) NWEA Measures of Academic Progress (MAP) (6) Scholastic Reading Inventory (SRI) - Read 180 (7) Cognitive Abilities Test (CogAT) (8) Advanced Placement exams (9) PSAT and SAT (10) PLAN and ACT Data entry and import of local assessment data (1) Fountas & Pinnell Benchmark Assessment System (2) Kindergarten Screener (locally developed) (3) Common interim and summative K-12 assessments (locally developed) 5.2 Functions and Features Produce automated nightly data extracts from Skyward (WESPaC) Produce secure personalized data portals for educators with specific interfaces for teachers, specialists, counselors, principals, and program or district administrators Allow a single sign-on process to other applications enabling users to store credentials to web applications automating the log-in process to those applications Utilize the Skyward username/password to log into the system Flexibility to perform mass upload of large data sets and manual data entry 1213-0501 07 RFP Specs.docx Page 2 of 5
for single entries or corrections Integrate assessment data into a single interface with common look and feel across disparate data sets to allow for comparison of multiple measures of student cohorts Group students based on existing data elements (e.g., school, grade, demographics, proficiency level, discipline) and be able to select students for custom groups Training plan for system administrators and various end-users, including: teachers, specialists, counselors, secretaries, principals, and program or district administrators 5.3 Displays and Reports Individual student profiles built with historical and current student data from Skyward and assessment data sets Student learning plans with academic data and intervention monitoring for students meeting selected criteria Class, teacher, school, program and district summary reports built with historical and current student data from Skyward and assessment data sets Disaggregated views of assessment data by student achievement, program and demographic information Tabular and graphic displays of student assessment data of a single attribute by student group (e.g., percent of grade 4 students by MSP proficiency levels) and of attributes from two different objects (e.g., student MAP scores plotted by MSP scores) Print student enrollment, demographic, academic and behavioral data in a single report for reporting that promotes family engagement Graduation requirements status including state assessment requirements from the OSPI CAA/CIA database and/or Skyward Educational Milestones In addition, please respond to your ability or plan to handle other desired features or reports, such as: (1) Data displays or dashboards for quick program review snapshots (2) Balanced Scorecard displays of district key performance indicators (3) Standards-based grade book for teachers (4) Standards-based reports of progress for students and families (5) Tracking tiered interventions and response (academics and behaviors) (6) Early warning system reporting students at risk of not graduating (7) Smarter Balanced Assessment Consortium interim and summative 1213-0501 07 RFP Specs.docx Page 3 of 5
exams 5.4 Technical Requirements (i) (j) Describe your procedures for obtaining Skyward student data from WSIPC and for safeguarding that data during movement and storage. Describe how permissions and access controls are implemented in your system for administrators and users. Describe your systems and procedures to backup and restore data to include retention policy, storage environment and medium used. Describe the measures you have in place to ensure system and data availability to include redundant power sources, hot sites, contractual arrangements with alternate data centers, etc. Provide a copy of your support agreement terms and conditions (SLA) and associated costs (per annum, response levels, training on site and/or remote, design and programming rates for BSD contracted enhancements, etc.). Describe your level of commitment to implementation of state and federal mandated changes for data collection and/or reporting requirements and whether such changes are included in annual support fees. Include a statement describing your commitment to payment of liquidated damages in case of failure to perform as described in the contract terms and conditions. If your fiscal year 2012 gross annual revenues are or are projected to be less than $50,000,000.00, indicate your willingness to grant the rights to program source code to BSD in the event that your business fails or closes. State your willingness to maintain the licensed source code in escrow with all updates and changes to which the District is entitled as they are released. Provide a copy of your software warranty. Describe your upgrade procedures and schedule (frequency, timing, user training, typical downtime, etc.). If local hosting is an option, provide optimum hardware, software and infrastructure requirements and describe the differences in related support costs compared to vendor hosting. 6. VENDOR REQUIREMENTS: Vendor shall comply with the following requirements to be considered for selection. Qualifications submitted by consultants failing to meet these requirements shall be considered non-responsive. 6.1 School Experience: Vendor performing work shall specify public K-12 school or district experience understanding and designing such reviews. 7. SELECTION PROCESS: The following information identifies the process to be used by the Bellingham School District in the review and selection of vendor for the project: 1213-0501 07 RFP Specs.docx Page 4 of 5
7.1 To be considered, vendors shall submit qualifications that provide all information and complies with all requirements of the General Scope of Project section of the document. 7.2 Submissions must include full annual cost summary. 7.3 All proposals shall be reviewed by members of the Bellingham School District Administration. Based upon this review, finalists may be asked to provide an onsite demonstration of their product. The final candidate shall be considered to be most highly qualified to perform the services required. 7.4 Vendors shall be evaluated based upon content and quality of qualifications, experience, comprehensive schedule/timeline for work to be done, references, and other factors the Bellingham School District wishes to take into consideration. 8. QUESTIONS: Any questions regarding specific specifications should be directed to Ralph Hayden, Director of Educational Technology/Network Services, Ralph.Hayden@BellinghamSchools.org. Questions regarding RFP's, bids, quotes, contract and bonds should be directed to Kathryn Weilage, Director of Business Services, Kathryn.Weilage@BellinghamSchools.org. All questions must be received in writing no later than Monday, February 25, 2013. After this date no questions will be considered. 1213-0501 07 RFP Specs.docx Page 5 of 5