Classroom Management Software Request for Proposal

1. Introduction & Background

Southwest Educational Development Center (SEDC), a regional service center for six school districts and seven charter schools in Southwest Utah, is in the need of classroom management software and is accepting proposals in response to this Request for Proposal (RFP) in order to find the right product for our region. Our requirements for a classroom management software are:

  1. Contain a Keyword Library that covers all online risks whether typed or received by the student that will be detected and captured by the system that also allows for custom words to be added.
  2. Provide evidence of when an incident takes place including a screenshot, the time the incident took place, username, and name of the client device.
  3. Must operate on the latests supported client version of Windows, MacOS, iOS, ChromeOS, and Android.

  1. Ability to work inside and outside of the School District’s network.
  2. Free unlimited Telephone Support and Free Unlimited Training, free installation and set up service.
  3. Provide Live monitoring of Windows, MacOS, iOS, ChromeOS, and Android.
  4. Ability to block harmful websites through internet filtering.

The objective of this RFP is to procure software that will provide the best overall value to the SEDC Region. While price is a significant factor, other criteria will form the basis of our award decision, as more fully described in our Evaluation Factors section of this RFP.

2. Submission Guidelines & Requirements

The following submission guidelines & requirements apply to this Request for Proposal:

  1. Only qualified vendors with prior experience on projects such as this should submit a proposal in response to this RFP.
  2. Bidders intent on submitting a proposal should notify the representative identified on the cover of this page no later than June 1st 2018.
  3. Bidders must provide or list a previous project substantially similar to this project as part of their response, including a reference/contact for each.
  4. A price proposal must be provided that indicates the overall fixed price for the project, any hourly rates possible, and a prediction on what renewal pricing could look like.
  5. Proposals must be signed by a representative that is authorized to commit the bidder’s company.
  6. If there is a standard set of terms and conditions, please submit them with your proposal. Terms and conditions will be subject to negotiation.
  7. Proposals must be received by June 5th 2018 to be considered.
  8. Proposals must remain valid until an awarding decision has been accepted.
  9. SEDC anticipates selecting at least two proposed solutions to present a demo of said solution to the regional tech directors.

3. Project Description

SEDC’s purpose of this project is to find a classroom management software solution for the school districts and charter schools in our region to deploy to facilitate better monitoring, filtering, and safety for our students.

4. Project Scope

The scope of the project entails a classroom management software solution that can be hosted on-premise at each district/charter that can be on a physical server or virtualized server. The software’s client software will be installed district/charter wide on machines with Windows, MacOS, and ChromeOS and will communicate back to the on-premise server.

The successful bidder will be responsible for working with SEDC’s Tech team and the Tech Directors from each district/charter to implement the solution in each District/Charter.

5. RFP & Project Timelines

The Request for Proposal timeline is as follows:

Request for Proposal Issuance

May 29th 2018

Selection of Top Bidders / Notification to Unsuccessful Bidders

June 5th 2018

Start of Negotiation

June 8th

Contract Award / Notification to Unsuccessful Bidders

June 15th

The need-date for project completion is August 1st 2018. Bidders may propose a date earlier or later, and will be evaluated accordingly.

6. Evaluation Factors

SEDC and the regional Tech Directors will rate proposals on the following factors, with cost being the most important factor:

  1. Cost, including an assessment of total cost of ownership
  2. Responsiveness to the requirements set forth in this RFP
  3. Integration with current District/Charter filtering solutions
  4. Ease of use for Teachers and Administrative Staff
  5. Samples of Work

SEDC reserves the right to award the bidder that presents the best value to our region as determined by SEDC and the regional Tech Directors.