RFP JB-205731 Online Performance and Learning Management System

Agency: Dallas Public Schools
State: Texas
Type of Government: State & Local
NAICS Category:
  • 511210 - Software Publishers
  • 541511 - Custom Computer Programming Services
  • 541512 - Computer Systems Design Services
  • 541519 - Other Computer Related Services
  • 541611 - Administrative Management and General Management Consulting Services
  • 611430 - Professional and Management Development Training
  • 611710 - Educational Support Services
Posted Date: Jan 23, 2020
Due Date: Feb 19, 2020
Solicitation No: RFP JB-205731
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RFP JB-205731 Online Performance and Learning Management System

Closing Date: 2/19/2020

Closing Time: 2:00 P.M.

Bid Package: JB-205731 Online Performance and Learning Management System

Additional Files and Addenda:

Addendum #1:

Addendum #2:

Addendum #3:

Item File #1:

Item File #2:

Attachment Preview

Receipt/Opening Time and Date:
February 19, 2020 @ 2:00 PM CT
Issue Date: January 22, 2020
Page 1 of 47 Pages
RFP #JB-205731
“Online Performance and Learning Management
System”
Request for Proposal (RFP)
Candace Yarbough
Candace Yarbough, Director, Contracts Management
Dallas Independent School District (“Dallas ISD” or “District”) is soliciting offers for the products, goods, or services per the
specifications stated in this document. Offers shall be submitted in a sealed envelope marked on the outside with the Offeror’s name,
address, solicitation number, and title “Online Performance and Learning Management System” to:
Dallas ISD
Attn: John Blythe
9400 North Central Expressway, Suite 1510
Dallas, Texas 75231
Offers must be submitted in sufficient time to be received and time-stamped at the above location on or before the receipt/opening
date/time indicated above. DALLAS ISD will not be responsible for delivering mail from the post office nor any other delays
encountered by hand delivery of Offers. Offers received after the receipt/opening time and date may not be considered. FAX
proposals or e-mailed proposals will not be accepted.
Questions concerning this solicitation document should be addressed, in writing, to: John Blythe, jblythe@dallasisd.org. Questions
should be submitted not later than February 5, 2020 to allow sufficient time for responses prior to receipt/opening date/time.
Responses to questions, other than administrative questions, will be provided to all potential Offerors by means of an addendum to
the solicitation.
The attached “General Terms and Conditions” are an integral part of this solicitation and will become part of any resulting contract
unless deviations/exceptions are requested by Offeror at time of response and accepted by Dallas ISD.
Please return original signed Offer, two (2) copies and five (5) labeled USB thumb drives to Dallas ISD, Attn: Procurement Services.
All forms included as part of this solicitation must be completed and returned with Offeror’s response.
This solicitation is for a multi-year requirement as noted elsewhere in this solicitation.
Contract(s) will be put into effect by means of a Letter of Acceptance, or some other written notification of Acceptance by The District,
within ten (10) days of acceptance by the District. The document of Acceptance, the solicitation, the Offeror’s Offer, and other
pertinent documents will comprise the Contract Documents. See “Contract Documents and Order of Precedence” in General Terms
and Conditions.
Signature below represents that Offer is submitted.
OFFER MUST BE SIGNED
Company Name:
Address:
Email Address:
Submitter’s Signature:
Submitter’s Name/Title:
City, State and Zip Code:
Telephone No.
Date:
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STATEMENT OF WORK
JB-205731
Online Performance and Learning Management System
TABLE OF CONTENTS
I. Background Information/Basic Requirements
II. Instructions and Requirements for Offer Submittal
III. Evaluation Process
IV. Forms to be Returned with Offer
V. General Terms and Conditions
VI. Special Terms and Conditions (if applicable)
VII. Exhibits and/or Appendices (if applicable)
Proposal Timeline (Estimated)
Issue RFP
RFP Due
Advertising Dates
Pre-Proposal Meeting (if applicable)
Questions Deadline
Questions Response
Evaluation and Selection
Approval/Award
January 22, 2020
February 19, 2020
January 22 and 29, 2020
N/A
February 5, 2020
February 7, 2020
Week of February 24-28, 2020
April 23, 2020
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SECTION I: BACKGROUND INFORMATION/BASIC REQUIREMENTS
1. Dallas ISD is seeking Offers to provide online Performance and Learning Management Services.
2. Dallas ISD is seeking to award to one vendor for the purchase of the goods/services identified in this solicitation.
3. The resulting Contract award, if any, is for a multi-year requirement
The term of this agreement shall be a three-year (3) agreement with two (2) separate options for mutual renewal.
Each option is for an additional successive one-year term, to renew and extend the contract up to a maximum of
five years (60 months) unless sooner terminated as set forth elsewhere in the contract. To exercise each option
to renew, the District must give written notice to the Offeror of its election to renew for one (1) additional year
within forty-five (45) days of the expiration of the then current term of the Agreement/Contract. If the District fails
to timely exercise any of the options to renew, all remaining options to renew shall expire and terminate.
4. The Effective Date of the Contract/Agreement, if any, is the date that award is approved by Dallas ISD’s Board
of Trustees or designated representative. In some cases, the Effective Date and the date for start of services
are separated by several weeks and/or months.
5. Dallas ISD sits in the heart of a large, diverse and dynamic region with a metropolitan population of 6.5 million
people in the 12 counties in North Central Texas. Dallas ISD comprises 384 square miles and encompasses the
cities of Dallas, Cockrell Hill, Seagoville, Addison, Wilmer and parts of Carrollton, Cedar Hill, DeSoto,
Duncanville, Farmers Branch, Garland, Grand Prairie, Highland Park, Hutchins, Lancaster and Mesquite.
a. The district is the second-largest public-school district in the state, and the 14th-largest district in the nation.
b. Dallas ISD is proud of its award-winning schools, outstanding teachers and staff, hard-working students and
committed parents and volunteers. The District serves approximately 155,000 students in pre-kindergarten
through the 12th grade, in 230 schools, employing nearly 20,000 dedicated professionals.
6. Dallas ISD is soliciting proposals from qualified firms to administer a new Online Performance and Learning
Management System for all employees in order to streamline the appraisal process, shift the culture and place a
higher focus on individual accountability, and take action in accordance to their performance. This new system
will allow us to maintain comprehensive information on employees, manage professional learning records, and
track their career performance at Dallas ISD.
7. Full agency vendors as well as specialized vendors are encouraged to provide proposals. Vendors are required
to provide all requested services.
8. Proposals shall only include services the vendor directly provides and shall not include services that would be
provided via third party agreements.
9. Respondents to this request for proposal (RFP) will be required to demonstrate the ability to perform employee
appraisals, peer reviews, reporting dashboard, and email communication as described in the Scope of Work.
10. Scope of Work - The purpose of this request for proposals is to accept qualified proposers interested in
performing a variety of online performance and learning management services, including but not limited to
tracking employee appraisals, providing a peer review component, correlating compensation to performance,
running reports on appraisal data, offering a Customer Relationship Management (CRM) component, and
various services to the Dallas ISD Human Capital Management Department. In addition, the learning
management system should include, but is not limited to features that enable the administrator to create, deliver,
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and track sessions using various modalities such as instructor-led, web based, and curated video playlists. An
ideal system would sync performance data (employee appraisal data) and learning data (sessions related to
skill) to generate recommendations of content (based on interest or need) for the end user. Respondents must
demonstrate experience and success working to perform proposed performance and learning management
services. Experience working with other large urban public schools is strongly recommended, but not required. If
respondents have no experience working with any educational entities, it does not necessarily disqualify them
from consideration. Respondents must plan to provide a dedicated professional to the district with additional
support from their organization. This person will work with district administration to plan and implement
performance and learning management initiatives. The purpose of securing one vendor to perform
comprehensive performance and learning management services is to expand Dallas ISD’s ability to
comprehensively evaluate all employees on a full cycle performance and learning management system.
11. Requirements for Performance and Learning Management Services - To more easily address the needs and
requirements of each of the components of this RFP, they will be enumerated individually. Respondents are
encouraged to completely describe any interoperability between their offerings if responding to multiple sections
of the RFP.
Ability to provide multiple options for the calculation of overall scores, with ratings increments beginning
from zero (0), and increasing by half-points.
Ability to send email communications regarding the appraisal instrument to the appropriate groups such
as professionals, managers, executives, etc.
Configure specific appraisal instruments according to job category.
Run reports on appraisals and any inefficiencies.
Keep track of appraisals from year to year.
Correlate compensation to performance.
Provide scoring options that are customizable by appraisal tool, with varying options for rating
increments
Provide email alerts to supervisors when the process is incomplete, or timelines are not met.
Ability to assign evaluators by organization or custom assignment; ability of appraiser/supervisor to
launch reviews on multiple employee groups
Configure specific criteria to create appraisal instruments for different job categories/positions: Dallas
ISD seeks assistance with categorizing the various job codes and housing the information in the new
performance and learning management system. This way, we can create appraisal forms appropriate
to the position or job category.
Provide a dashboard and be able to track key performance goals and performance learning metrics
Run reports to collect appraisal data: Dallas ISD seeks assistance with Administrators having the
capability to run ad-hoc reports to capture data. The reports should allow for year to year comparisons
and career tracking. Dallas ISD should have the ability to get data nightly. Data that the district owns
should be readily available anytime.
Provide a peer review/360 component: Dallas ISD seeks to provide a full 360 component in the
performance appraisal system that will not only provide feedback from the immediate supervisor but
also from colleagues that work near the employee being evaluated.
Provide a PDF or print-friendly version of the employee appraisal.
Services: Dallas ISD seeks to provide employees and supervisors with an electronic signature
verification process.
Must sync with the Dallas ISD Oracle directory to access appraisal history and must also be able to
communicate with EAD (Employee Active Directory).
Application Programming Interface (API): Vendor’s system should have an open setup, so that Dallas
ISD can integrate the vendor’s software with additional programs.
Ability to roll over objectives annually: Key performance indicators may change from year to year, but
objectives, directions, layout, and other items should have the capability to roll over and remain
consistent from year to year.
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SMART goals functionality: Specific, Measurable, Achievable, Realistic, and Timely. Dallas ISD is
seeking a vendor software that has a SMART goals functionality in order to prepare for the planning
conferences.
Create, register, and reconcile attendance for instructor-led training and online modules. The vendor’s
learning management system should enable the district administrator to create sessions, allow the
administrator and end user to register for sessions and enable the district administrator to record
attendance for instructor-led and online sessions.
Ability for the District to create, house, and launch a Sharable Content Object Reference Model
(SCORM) compliant online learning modules.
Ability to import SCORM content and support Learner Tool Interoperability (LTI) for online sessions.
Ability to design and create a customizable badging system that is connected to instructor-led and
online modules.
Ability to map performance data to professional learning sessions: Dallas ISD is seeking a system that
can map data housed within the Performance Management System and will allow for the syncing of this
information to provide the end-user with recommended sessions based on performance areas of need
and/or interest.
Ability to search for instructor-led and online modules by interest or performance area.
Ability to access the Learning Management System (LMS) through a mobile application that will enable
the user to view and register for sessions, view session status, and complete online coursework.
Ability to view or print and/or download catalog options in a user-friendly format.
Ability to generate standard and customizable emails: Dallas ISD is seeking a system that will enable
the district administrator to generate standard and customizable emails (confirmation of registration,
cancellation, attendance, change of session attribute, etc.) for distribution to registered participants.
Ability to build out a mobile application to electronically scan participant attendance and sync
attendance to the session roster.
Ability to register external participants external to the system (e.g., new employees, contract
employees, or non-district participants).
Manually batch upload training session attendance: Dallas ISD is seeking a system that will allow for
manual upload and batch processing of session attendance to the session roster.
Ability to design and print as a PDF or print friendly version of end user training certificate: Dallas ISD is
seeking a system that will allow the district administrator to design an end user certificate of completion.
This certificate should be viewable and printable by the end user.
Ability to upload external training certificate: Dallas ISD is seeking a system that will allow end users to
upload external training certificates (for inclusion on the end user’s transcript).
Evaluate on-line learning modules and instructor-led training: Dallas ISD is seeking a system to design
and administer an end of session evaluation for participants who complete online learning modules and
instruction-led training sessions.
View and/or print a PDF or print-friendly version of current or prior year professional learning transcript
with both internal and external sessions attended: Dallas ISD is seeking a system that will enable the
end user to view and/or print a PDF or print-friendly version of current or prior year professional learning
transcript with both internal and external sessions attended.
Design a dashboard to display learning status and performance: Dallas ISD is seeking a system that
will enable the district administrator to design a dashboard to display pertinent professional learning
status and performance.
Generate standard and customized ad-hoc LMS reports: Dallas ISD is seeking a system that provides
standard reports and the ability for the district administrator to customize ad-hoc reports.
Push out (internally share) customized reports: Dallas ISD is seeking a system with the potential to
generate customized reports that can be shared internally.
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