ASSESSMENT DEVELOPMENT AND MANAGEMENT SYSTEM

Request for Proposal

Deadline for Submissions:
January 6, 2014 3:00 PM

The Bulloch County School District is seeking a proposal for a K-12 assessment
development and management system for the core subjects of Language Arts,
Mathematics, Science, and Social Studies. Item banks for both district and school level
assessment creation required. Rapid delivery of results from each assessment will be
necessary for teachers, school administrators, and District personnel to make informed
decisions for planning and instruction. The assessment management system will be
used to monitor student performance in all 16 locations within the District.

Department of Organizational Effectiveness

Bulloch County Board of Education
150 Williams Road Suite A
Statesboro, Georgia 30458
http://www.bulloch.k12.ga.us/

Table of Contents
I. Overview
A. Introduction
1. Purpose and Objective
2. Profile of Bulloch County Schools
B. BID Standards
1. Bulloch County School System Contact Information
2. Key Dates:
3. Tentative Ordering Timeline
4. Submission of Sealed BID Responses:
5. Provisions for Questions
6. Proposal Evaluation Criteria
7. Liability
8. The Signature
9. BID Terms
10. Vendor Performance
11. Nondiscrimination
II. Specifics of the BID Request
A. Bid Guidelines
B. General System Characteristics Expected
1. Sustainable
2. Accurate, relevant, reliable, and timely
3. Secure and Accessible
4. Easy to Use
5. Flexible
6. Integration
7. User Training and Support
8. Best Value
C. Minimum Requirements & Scope- Functionality/Technical Specifications
Data Analysis
Formative Assessment Creation
Technical
III. Vendor information
A. Vendor Company Profile:
B. Product Pricing Information
IV. Attachments
Vendor Approval Form
Signature Form
No Obligation Statement
Non-Discrimination Statement
Authorized Vendor Customer References
Vendor Contact information

I. Overview

A. Introduction
1. Purpose and Objective
The Office of Organizational Effectiveness of Bulloch County Schools
(BCS) extends this offer for implementation of an assessment
development and management system. The chosen assessment
management application will provide accurate data on how students, both
individually and collectively, are progressing on the implementation of the
Common Core Georgia Performance Standards (Math and ELA) and the
Georgia Performance Standards (Science and Social Studies) in real time.
The assessment management application needs to be:
Adaptable: The system must offer state of the art technology that is able to embrace
future technological innovations in multiple formats.
Accessible: The information in the Assessment Management System must be available
to students, parents, teachers, and administration. The system must accommodate
tiered levels of permissions for access to data.
Sustainable: The Assessment Management System should have the potential to serve
us well into the future while incorporating advances in technology and improvements in
processes as new versions of the solution are released.
Currently, the District does not have a system-wide assessment
development and management process.

2. Profile of Bulloch County Schools

Bulloch County Schools serves approximately 9,800 students in grades

Pre-Kindergarten through Grade 12. The Bulloch County Board of
Education consists of 1,500 employees, about 850 of which are certified
staff. Bulloch County School District includes:
9 Elementary School (PK-5)
3 Middle Schools (6-8)
1 Middle/High School (6-12)
2 Senior High Schools (9-12)
2 Alternative Schools
Bulloch County Schools enjoy an information-rich environment, thanks to
a strong technology network. This powerful technology infrastructure of
hardware consists of the following:

Printers
Servers
Networked Computers
Stand-Alone Computers
Chromebooks / iPads
Interactive Whiteboards
Smart Technologies Student Interactive Response Systems
Mounted Projectors

 Kyocera Networked Digital Copiers/Scanners with Teachers Assistant

It is the intent of Bulloch County School District to procure current technology.
IMPORTANT: Any products recommended by vendors must be currently installed and
operational in at least three (3) K-12 school divisions in the United States that are
comparable to the Bulloch County School District in size.
Should any of the products be replaced by a newer version during the period of time
between the RFP and the final selection of a Vendor, if a Vendor is chosen and a final
selection is made, the Vendor is required to notify the Bulloch County School District in
writing and make the information available to the Bulloch County School District
immediately.

B. BID Standards
1. Bulloch County School System Contact Information
The Request for Proposal (BID) is issued for the Bulloch County Schools
by the Office of Organizational Effectiveness. The BID is available for
downloading from the website: http://www.bulloch.k12.ga.us under the
Business and Finance Department.
2. Key Dates:
BID Available for Release (E-mail and U.S. Mail)
BID Due to BCS and 4 copies, 3:00 PM, EST
BID Opening and Evaluation, District Subcommittee
Bulloch County Board of Education
Demos to Committee by 3-4 Vendors selected by
the District Subcommittee
Selection made by committee and proposal
due to the Board
Board meeting introduction/tabling
Anticipated Board approval
Alternate Board approval date
Begin purchase process
Implementation begins

December 17, 2013

January 6, 2014
January 7, 2014
January 13, 2014
January 15, 2014
January 23, 2014
February 6, 2014
February 20, 2014
February 21, 2014
March 2014

3. Tentative Ordering Timeline

The Bulloch County School estimates the above tentative schedule. The
schedule is subject to change with notice. Tentative dates based on Board
approval and District readiness for implementation.

4. Submission of Sealed BID Responses:

BID RESPONSES (4 copies) MUST BE RECEIVED by 3:00 PM, EST.
January 6, 2014. For the purposes of this RFP, the Issuing Office shall be
as follows:
Bulloch County School District
150 Williams Road Suite A

Statesboro, GA 30458
Attention: April Beasley
Bid Name: Assessment Development & Management
Bid responses arriving after the stated deadline will not be considered. All
responses shall include an itemized price sheet and the vendor shall state the time for
which prices in the response are guaranteed. BCS requires that the prices be
guaranteed through June 30, 2014.
Important! The vendor is required to complete a Vendor Approval form as required by
Bulloch County Schools. This form must be submitted as the first pages of the bid
response unless the vendor has a completed Vendor Approval form already on file.
(Appendix A)
5. Provisions for Questions
It is intended that the BID be adequate for any vendor to respond to
Bulloch County Schools requirements. Should any vendor have
questions, email questions to the attention of April Beasley, Coordinator of
Data Analysis, Bulloch County Schools, at abeasley@bulloch.k12.ga.us.
(Voice inquiries are not acceptable). Questions/answers submitted are
available to all bidders upon request.
6. Proposal Evaluation Criteria
A District subcommittee representative of each department will review all
RFP responses and select two using the criteria listed below. Responses
will be evaluated based on alignment to CCGPS (ELA and MATH) and
GPS (Science and Social Studies), ease-of-use, references, cost, support
and services. Cost will not be the sole criteria for the Districts decision.
The top two Vendors will demonstrate their product either in person or via
web to a committee comprised of District staff, principals, assistant
principals, and teacher leaders. Presentations should highlight features
that are specifically targeted to the attendees. Proposal evaluation will be
based upon the following:
Application appropriateness for the District - 60%
References - 10%
Pricing- 30%
7. Liability
The Bulloch County School District is not liable for any costs incurred by
prospective proposers responding to this RFP. Costs associated with

developing the proposal, and any other expenses incurred by the proposer
remains the responsibility of the proposer.
Bulloch County Schools reserves the right to reject any or waive all
responses to the bid based on irregularities and/or technical details
submitted whichever is deemed to be in the best interest of the Bulloch
County Board of Education. Non-acceptance of any response shall mean
that another was judged more advantageous. This project is contingent
upon the Board of Education approval of funds and acceptance of the
awarded bid.
The Bulloch County Board of Education reserves the right to re-bid, if said
rebid is in the best interest of the Bulloch County Board of Education.
(See Appendix C- No Obligation Statement.)
Bulloch County School District reserves the right to cancel or reissue this
RFP. Addenda or amendments will be e-mailed to all vendors who have
procured copies of this RFP and notified the Bulloch County School
District of Intent to Submit a Proposal.
8. The Signature
The Bid response shall be signed by an official authorized to legally bind
the vendor participating in and/or responding to the BID. Complete and
attach Signature Page. (Appendix B)

9. BID Terms
Subsequent to a notice of award and upon issuance of a purchase order
by Bulloch County Schools, the vendor will commence work and shall
continue the BID work until the project is completed.
The issuance of a purchase order to the successful vendor will be
considered sufficient notice of acceptance of the bid and formation of a
contract as evidenced by vendor offer in the form of a bid submission and
Bulloch County Schools acceptance in the form of a purchase order with
stated project consideration. The BID shall bind the vendor to furnish and
deliver goods or services at the prices, and in accordance with, the
conditions of this BID except as otherwise designated. There will be one
purchase order issued to the successful vendor.
The Bulloch County Board of Education expressly reserves the right to
renew a BID with an awarded vendor if pricing on the product remains

constant or less than the previous contract. Bulloch County Schools

reserves the right to extend price, terms and conditions of this bid contract
up to one year with the consent and written confirmation of the successful
bidder. Moreover, the Bulloch County Board of Education reserves the
right to negotiate and/or mandate higher specifications based on market
conditions.
Non-performance of BID terms will give sufficient cause for Bulloch County
Schools to cancel the BID and be made whole of compensatory,
consequential, incidental, and liquidated damages through every available
remedy. Non-performance shall be construed a breach of contract. Such
non-performance will include, but is not limited to, failure of the vendor(s)
to deliver in the time specified or in the manner required. Failure of the
successful bidder to honor his bid may result in the removal of that bidder
from Bulloch County Schools vendor bid list for a period of not less than
one year.
Bulloch County Schools reserves the right to terminate any resulting
purchase order upon thirty days written notice. In the event of termination
of purchase order by Bulloch County Schools, the district will be
responsible only for those terms and services that have been delivered
and accepted.
Payment typically will be made within thirty (30) days of acceptable
completion. The Bulloch County Board of Education reserves the right to
modify said terms should extenuating circumstances prevail.
10. Vendor Performance
The successful vendor will be required to well and truly perform and fulfill
all the undertakings, covenants, terms, conditions, and agreements of the
BID. These specifications and the response of the successful vendor will
become BID obligations if an award of BID ensues. Failure of the vendor
to perform these obligations successfully may result in the cancellation of
the BID award and removal from Bulloch County Schools vendor bid list.
If the vendor fails to continue to meet the standards as specified in the
BID, the BID award will be cancelled. Should the vendor default in the
performance of said obligations, the Bulloch County Board of Education
may procure such property or services from other sources and shall have
the absolute right to deduct from any monies due to the bidder, or that
may hereafter become due to the bidder, the difference between the bid
price and the actual cost of the goods and/or services to be replaced or

substituted. The price paid by the Bulloch County Board of Education in

this event shall be the prevailing market price at the time the substitute
purchase is made. In the event of vendors failure to fully discharge all
responsibilities, duties, activities, and obligations herein described, the
Bulloch County Board of Education reserves the right to be made whole of
compensatory, consequential, incidental, and liquidated damages through
every available remedy. Failure of the successful bidder to honor their bid
may result in the removal of that bidder from Bulloch County Schools
vendor bid list for a period of not less than one year.
11. Nondiscrimination
Bulloch County Board of Education does not discriminate on the basis of
race, color, religion, sex, national origin, age, disability, marital status or
sexual orientation in any of its employment practices, education programs,
services or activities.
The Bulloch County Board of Education supports a healthy, free-market
system that seeks to include all responsible businesses and to provide
ample opportunities for business growth and development. Minority
businesses are encouraged and given the opportunity to bid on various
projects. It is not the intention or desire of the Board to restrict or impede
competitive bidding or to increase the cost of the work.

II. Specifics of the BID Request

A. Bid Guidelines
Bulloch County Schools (BCS) presents this Request for Proposal (BID) to
purchase an Assessment Management System. The bid will be awarded in the
best interest of BCS. Bulloch County Schools reserves the right to reject any
and/or all responses submitted and to waive any technicalities or minor
irregularities in responses received.

B. General System Characteristics Expected

1. Sustainable
Built upon a current and sustainable technical infrastructure
Includes comprehensive technical support and systems documentation
Supports standard data transfer methods for import and export
Scalable so that increased demand for processing, data storage, and online access can
easily be accommodated
2. Accurate, relevant, reliable, and timely
Provides fast, responsive access to processing of information
Provides a high level of accuracy and currency of information
Designed to ensure system and data integrity and delivered with reliable technologies

 Designed to facilitate ease of recovery and continuity in the event of problems and or
catastrophic failure
Includes adequate system controls and audit trails
3. Secure and Accessible
Access to information can be limited based on the users role or identity and what
functions the user needs to perform, limiting the user to an appropriate view of the data
and specific functions
Provides easy access to information at all levels (detail and summary, as appropriate,
based on various indexes (name, ID, etc.)
Internet accessible. ODBC compliant database format which allows extraction of data
using readily available 3rd party tools
4. Easy to Use
User-friendly, intuitive with a consistent look and feel
On-line, real-time access
On-line contextual help
Readily identifies errors and minimizes data entry errors by using authorities
5. Flexible
Flexible, online inquiry and reporting capabilities on all data.
Multiple entry and delivery options to include student response systems, iPads,
Chromebooks, Scanners, Document Cameras, etc.
6. Integration
Avoids duplication of information and effort by providing single source entry of data so
that common core information will be stored only once and used through the system to
minimize re-entry of data (e.g. a student number entered will result in the student
information being retrieved)
Ability to integrate and interface with Infinite Campus
Appropriate interfaces to off-the-shelf tools (e.g. Excel, Word, etc.)
7. User Training and Support
Includes comprehensive and ongoing user training and support
Includes help files for end users.
8. Best Value
Provides the highest degree of functionality and performance relative to overall cost
Affordable to implement and maintain
Overall long-term ownership costs

C. Minimum Requirements & Scope- Functionality/Technical Specifications

Identify which of the following functionalities are available in your system. If not
currently available or only partially available but planned for future release,
indicate planned release number and date of planned availability. If the
functionality is supplied by a third party, indicate the name of the vendor and
whether it is included as part of your package. Also indicate whether the
functionality is Web deployed and, if partial, what percentage. Any responses that

require further clarification should be included as an attachment (reference

Section C and the module name on the attachment). Please specify if any of the
modules are dependent on other modules or can all modules run independently
(describe in an attachment).

Minimum Required Features

Provide user-friendly access to different types of data to

various end users for the purpose of monitoring,
tracking, targeting, and reporting on student
achievement
Include data entry and summary reports that can be
utilized at a district level to monitor site use of district
benchmarks and site formative assessments
Includes a parent interface allowing for parents to
monitor student progress and performance on
standards.
Include a student interface, allowing for self-assessment,
goal setting, student-led conferencing.
Provide analysis of test results at the individual, class,
school, and district level.
Have highly visual and interactive data dashboards to
chart progress towards goals related to student
performance, demographics, attendance, enrollment,
etc.
Contains reports that show how students perform on
specific standards, sub-standards, clusters, and
academic targets, and includes details regarding
performance on Depth of Knowledge indicators and text
complexity.
Identify trends and patterns by analyzing multiple
measures of student performance over time both within
a school year and across school years at the individual,
class, school, and district levels.
Reports show the interrelationships between individual
skills and concepts, and how a student, small group, or
class progresses through the Common Core standards.

Yes

No

Evidence
found
on page #

Can create a set of standardized reporting metrics and

performance indicators to facilitate professional learning
community discussions and consistency.
Provides summary reports for data analysis including
student response matrix, test and respondent statistics,
frequency distribution, and item statistics and analysis.
Provides a way to analyze items by standard even if
tested across multiple exams.
Provides a clustered view of standards so that users can
easily identify standards that are related, standards that
have been taught, are in progress, mastered, or not
obtained.
Make the necessary provisions for the security of
student data.
Be user friendly and easy to navigate by all users.
Provide rapid data access to data and reports.
Allows data to go with the student should a student
transfer to another school within the district.
Combines with student information system to allow
schools and districts to compare attendance records
and other demographic data to student achievement
Capable of building a report template that details
performance across multiple measures.
Data analysis templates can be created and then shared
at the teacher, school, and district level.

Formative Assessment Creation

Provides a test item bank with questions that are aligned
to the Georgia Common Core Performance Standards
(Math and ELA) and the Georgia Performance
Standards (Social Studies and Science) for appropriate
grade levels.
Contains a separate item bank that can be used for
Benchmark creation, or has the option to lock some
items for district only use.

Allows assessment items to be searched based on

standard.
Allows assessment items to be searched based on
Depth of Knowledge (DOK) level.
Allows assessment items to be searched based on item
type. (Multiple Choice, Short Answer, Essay,
Constructed Response)
Uses Lexile Measures for reading passages.
Contains answer choice rationales.
Contains rubrics for grading constructed response items.
Allows multiple versions of assessment to be created.
Contains brief, ready-to-use formative assessments and
performance tasks. These pre-made assessments utilize
items that are different from those included in the item
banks.
Test administration needs to be available using bubbled
in answers (scanned with a computer camera, digital
copier/scanner, or smart phone), student response
devices, or using a web-based device (computer, tablet,
smart phone...etc.)

Curriculum Management
Contains tools for district curriculum and instruction
teams to create, manage, and deploy a rigorous and
consistent standards-based curriculum directly to
teachers. Suggests teaching strategies and content to
allow for differentiation of standards.
Contains technology enhanced items that offer deeper
insight into student capabilities and accurately pinpoint
where misconceptions lie. Allows students to not only
choose from a set of multiple answer choices, but
answer questions by graphing equations, highlighting
text, classifying information and completing sentences,
Content is built natively to Common Core and has a
process in place to ensure that all items meet the
cognitive demands of the Common Core and measure
the full range of student performance.

Use student data to plan and track instruction

Technical
Web based and accessible to a variety of hardware
platforms.
Easily import student demographic and roster
information from district student data information system
(Infinite Campus).
Enable district determined administrators full control
over data and permissions for site level users,
department users, and non-data system administrators.
Identify and define integration capabilities of proposed
solution. Features including, but not limited to SingleSign-On (SSO), automated data integration, custom field
and page embedding, and the use of Infinite Campus
API are preferred.
State any technical requirements. Preferred browser,
any other browser requirement like java, pop-up, etc.
Product capable of administering tests on N-Computing
(Desktop Virtualization) Stations or Thin-Client
computers
Vendor hosted solutions should include uptime
commitment in the Service Level Agreement.
Mobile device (Ipad, Chromebook, or Android Tablet)
accessibility to system
System maintenance conducted during after hours
Provide a summary of access to the system.

III. Vendor information

A. Vendor Company Profile:
Please provide the following information about your organization.
1. Provide companys financial statement. Provide corporate staff
qualification and ability to provide and support system.
2. Identify technological partnerships with other vendors/suppliers.
Does your company sell your products directly or through resellers?
3. General Information:

Indicate the extent of your presence in K-12 school divisions by

delineating the number and K-12 enrollment size of schools and school
districts with current implementations in the state of Georgia.
4. Describe the services your company provides with relation to the
following.
Phone and Field Service, including but not limited to, guaranteed response time, hours
of availability, and problem escalation procedures.
Indicate the type of resources available for Bulloch County School District (telephone
help desk, e-mail help desk, technical personnel, etc.)
How is online documentation made available? Is there web-based documentation
available? Describe the various levels of documentation available with both the abovementioned methods of delivery.
If provided by a third party, please identify service provider and hours of operation, etc.
5. Please submit a roadmap that identifies your (the vendors) future
strategies for product enhancement and customization, including an
explanation of your vision for your organization. Please include a timeline
of expectation outlining when new items and the estimated quantity per
subject area will be added to the item bank. Briefly describe your
companys long-range business/expansion plan with respect to the
recommended products and/or services and the process for developing it.
6. Provide a list of three K-12 sites that can be contacted for a reference.

B. Product Pricing Information

Please provide a pricing profile for your product, outlining the following:
Base Pricing structure including licensing by number of school sites, student numbers or
functional modules
Annual software maintenance costs (Include product version entitlement reference)

Provide Additional Costs (if not included in the core cost) for each of the
following areas:
Database licensing format (if not included in the base pricing model)
Installation/Configuration
Data Conversion
Consulting/Customization
Training
Software Maintenance & Enhancement
Technical Support
Any additional add-on features available
Any other on-going costs

Also provide a detailed and all-inclusive listing of hardware requirements

and minimum specifications for the Assessment Management System to
operate.

V. Attachments
Attachment A
Vendor Approval Form
Vendor Approval Form- Click the link to obtain the required Vendor Approval Form.
Please print and complete the form and include in your BID.
Attachment B
Signature Form

SIGNATURE PAGE
Vendor:
______________________________________________________________________
I certify the contents of this BID to be accurate and complete.
Authorized Representative
________________________________________
Printed Name

_____________________________
Position

________________________________________
Signature

_____________________________
E-mail Address

________________________________________
Date

_____________________________
Phone Number

Attachment C
No Obligation Statement

NO OBLIGATION STATEMENT

____________________________ understands that the acquisition of any program, product, or

element for these requirements is subject to the approval and funding of the Bulloch County
Board of Education. There are no obligations or commitments to vendors incurred by the
Bulloch County Board of Education from the receipt of any proposed documents, materials, or
presentations.

Attachment D
Non-Discrimination Statement

NON-DISCRIMINATION STATEMENT
Bulloch County Board of Education does not discriminate on the basis of race, color,
religion, sex, national origin, age, disability, marital status or sexual orientation in any of
its employment practices, education programs, services or activities.
The Bulloch County Board of Education supports a healthy, free-market system that
seeks to include all responsible businesses and to provide ample opportunities for
business growth and development. Minority businesses are encouraged and given the
opportunity to bid on various projects. It is not the intention or desire of the Board to
restrict or impede competitive bidding or to increase the cost of the work.

_________________________________________ has read, understands, and agrees to

comply with the above statement.

Attachment E
Authorized Vendor Customer References

Authorized Vendor Customer References

1.

Company Name:
__________________________________________________________________

Address, City, Zip Code:

__________________________________________________________________
Telephone Number/Name of Contact Person/Scope of Purchases:
__________________________________________________________________
__________________________________________________________________

2.

Company Name:
_________________________________________________________________
Address, City, Zip Code:
__________________________________________________________________
Telephone Number/Name of Contact Person/Scope of Purchases:
__________________________________________________________________
__________________________________________________________________

3.

Company Name:
__________________________________________________________________
Address, City, Zip Code:
__________________________________________________________________
Telephone Number/Name of Contact Person/Scope of Purchases:
__________________________________________________________________
__________________________________________________________________

Attachment F
Vendor Contact information

Vendor Contact Information

__________________________________________________
Company Name
___________________________________________________
Contact Name
___________________________________________________
Address
___________________________________________________
Address
___________________________________________________
City, State, Zip
___________________________________________________
Telephone
___________________________________________________
Fax
___________________________________________________
Email
___________________________________________________
Signature
Date