#1 Question:
Could you please provide a workflow for registration (professional development, FLVS traditional, FLVS Global/franchise, and any other constituencies you serve)?
Answer:
We have a variety of systems that would need to integrate with the LMS to provide relevant registration information.
FLVS Full Time
1) Students complete an online application submitting necessary documents and academic history
2) School Counselor reviews course requests and academic history to input true course requests to build student’s schedule.
3) Course information passes through to the LMS to spin course shells for students and creates teacher classes in the LMS
4) Students have a first day of the semester and a last day of the semester, where they gain and lose access to their courses. This happens twice per year, as schedule has a first semester set of course (terms), and second semester has a second set of course(terms).
5) Schedule changes are done in the SIS, and the LMS understands the need to drop/remove and add/replace course(s). FLVS Part Time
1. Student/parent creates new student account in FLVS application system.
2. Student auto assigned to course and teacher in our SIS, Virtual School Adminstrator. Student gains access to LMS classroom within 4-6 hours via scheduled file transfer. FLVS Global School - student registered
1. Student/parent creates new student account in FLVS application system. 2. Client Support Representative (CSR) confirms course selection and payment 3. CSR assigns teacher(s) and activates course within 24 hours of payment 4. Enrollment is complete
5. CSR sends confirmation of student enrollments to student, parent and teacher(s) 6. Teacher Contacts student for welcome call within 48 hours
7. Student gains access to LMS classroom within 4-6 hours via scheduled file transfer. FLVS Global School - client registered
desired courses
2. CSR enters all student data into Student Information System (VSA) 3. CSR assigns class(es) and teacher(s) to student account within 24 hours 4. Enrollment is complete
5. CSR sends confirmation of student enrollments to client and teacher(s) 6. Teacher Contacts student for welcome call within 48 hours
7. Student gains access to classroom within 4-6 hours and can enter LMS to begin study FLVS Global Hosted Client LMS:
The client is set up in a new domain and given the rights to copy courses for teachers from our master courses. The client creates a teacher shell.
Adding Students:
• Some clients have an SIS set up with the hosted LMS. In that case they will pass student enrollment information from their SIS to the LMS after registration into their SIS. FLVS does not support the SIS.
• Clients that do not have an SIS will manually enroll students into the LMS - in bulk or individually. FLVS PD
Users are enrolled in our PD systems upon hire. •Course is created in LMS
•Offering created in inservice management system (Pathways) •User signs up for offering in Pathways (TrueNorthLogic) •User is enrolled (via interface w/ LMS) in course in LMS
#2 Question:
Could you provide us with a workflow for completion/activity reporting (professional development, FLVS traditional, FLVS Global/franchise, and any other constituencies you serve)?
Answer:
The LMS will need to integrate with a variety of systems to provide relevant completion/reporting information. FLVS Part Time/Global School/Franchise
1) Instructor reports Final grades in the LMS gradebook. They excuse all blank grades or add zeros for all blank grades before completing the grades.
2). The student has the opportunity to review their final grade before being withdrawn from the course officially. 3) Instructor uses integrated SIS to issue final grade for the semester. Instructor manually verifies that SIS is displaying the same final grade as the LMS; if not, instructor manually overrides SIS and enters the student’s final grade.
5) Once the student is completed in the LMS gradebook and withdrawn from the course, FLVS reporting will access that data through the SIS and count that completed enrollment towards FTE in our system. We access data on user,
enrollment, enrollment metrics, course, last assignment, grade, and percent complete. FLVSFT Grade Issuing Process in Conexxus
1) Check whether student has 100% lesson completion, 100% assessment completion. Update any temporary zeros to permanent zeros.
2) Ensure completion of requirements for the course.
3) For students that are passing the class and have completed all requirements, use the Stage drop-down menu to change the stage from In Progress to Complete. Save and Finish.
4) For students that have not completed all requirements, enter zeros for missing work, ensuring grade is brought down to an F, and issue final grade using the stage drop-down menu to change the stage from In Progress to Complete. Save and Finish.
5) All grade reporting is done through survey reporting, and the completions are all submitted per teacher. FLVS Global Hosted Client LMS
1. Client reports Final grades in the LMS gradebook. They excuse all blank grades or add zeros for all blank grades before completing the grades.
2. Client chooses to Report Final Grades. They can choose to manually complete or automatically complete once all gradable items are finished by the student. The student has the opportunity to review their final grade before being withdrawn from the course officially.
3. Once the student is completed in the LMS gradebook and withdrawn from the course, FLVS reporting will access that data through the LMS API and count that completed enrollment towards billing in our system. We access data on user, enrollment, enrollment metrics, course, and client domain for this reporting.
4. Clients pull final grade reports from the LMS for their classrooms and collective reports for their schools.
#3 Question:
Section 1.10.6 - DOE State Assessment Database: EOC and FCAT Assessment information should be sent from the LMS to the DOE State Assessment Database.
Will students take the DOE assessment in the LMS? If so will the LMS need to pass scores to the DOE state assessment database? If not will the LMS need to pass the scores to the DOE state assessment database? Describe in detail this requirement?
Answer:
Students will not take the DOE assessments inside the LMS. We are preparing for the future and we may want to pass scores to the DOE if they are stored in the LMS. Students take all DOE assessments through the DOE.
#4 Question:
Section 1.10.8 - Single Sign On (SSO):When user is logged in to the SIS, they should be seamlessly passed through between to the LMS without reentering login credentials.
Please provide additional details related to your current/preferred authentication workflow. Internal question... Why do students currently login to the SIS to access the LMS? Is this a part of the current authentication protocol? If not, is it simply something that would be “nice to have”? What SIS is being used for Classic vs. Full Time Programs? Answer:
We give students important holistic information in our SIS that we feel is critical before they log into their courses in the LMS for the day. To provide a seamless student experience, they click on their courses to log into the LMS from their SIS dashboard. This is not an option.
Currently we use a back-end xml-based directory sync to manage users and enrollments in the LMS from the SIS. InrReal time, upon student action, students are passed to the LMS from the SIS via an encrypted HTTP POST message to a specific LMS gateway.
FLVS Global clients in our hosted or non-hosted environments do not use VSA for enrolling students. The LMS should be able to integrate with other Student Information Systems via an API for authentication, identified on an as-needed basis for the clients. The system should also allow for user login straight into the LMS as some FLVS Global clients do not use an SIS.
FLVS Currently uses Virtual School Administrator (VSA), an FLVS created SIS, and Focus SIS to support its programs.
#5 Question: Can we get documentation related to current FLVS grade calculation standards? Section 1.12.2 - Complete Grade Calculations according to FLVS standards.
Answer:
There is not a standard for each course, however currently final grade is calculated by points earned over points possible. Student grades should not have work that has not yet been submitted used in calculations. In addition, some of our courses have opportunities for exempting grades.
be combined into a single questions and will read as: 1.12.2
Complete Grade Calculations according to FLVS standards:
Grade calculations should be completed per question, assessment level, or group of assessments (e.g. Segment 1, Segment 2, Final Exam)
- Display current student average grade as calculated by student points out of total attempted points - Display current student grade percentage as calculated by student points out of attempted total points 1.12.3
Please indicate that you answered this question in in 1.12.2
#6 Question:
Section 1.12.5 Students and parents need the ability to access gradebook data- imported from the SIS... Why?
Answer:
There needs to be integration between the SIS and the LMS and users need to be able to view their data. Having this data in the LMS allows for ease of data viewing for students and parents, so the grades and important information are together for end-user analysis.
#7 Question:
1.1.1 Content in the Course Management System should be able to be linked to from the main LMS without embedding it into the LMS –
Please describe workflow & please clarify Course Management System -- LMS’s or FLVS external course management? Without embedding what into the lms? Is FLVS looking to sunset or replace the VSA Dashboard? Which pieces of current structure is the LMS suppose to take over or replace?
Answer:
The lesson content should not be required to be hosted within the vendor's system.
FLVS intends to host its course content in a single location, either hosted by FLVS or by a third-party. Each
classroom/shell/section needed by an Instructor should reference the centralized content location rather than requiring that course content be loaded directly into that teacher’s classroom/shell/section so that centralized updates are possible.
Assessments and assessment questions will be loaded into the LMS, and should be accessed from a central location where they can be updated. Updates must flow to the teacher classroom/shell/section. Including assessments in the Course Management System is on our future roadmap.
IMS Global LTI 1.0+ protocol for accessing content will be required for FLVS Global hosted content to display for Global School.
#8 Question:
1.11.12: What is an AIR assessment item (specifically)? Answer:
AIR is the testing platform for statewide FSA ELA/Mathematics and EOC Assessments (Algebra I, Algebra II and Geometry).
#9 Question:
1.12.2: What are FLVS's standards on Grade Calculations? Is this different than 1.12.3?
Answer:
No, it is not different
1.12.2 and 1.12.3 are parts of the same question. They should not be numbered separately. 1.12.2 AND 1.12.3 should be combined into a single questions and will read as:
1.12.2
Complete Grade Calculations according to FLVS standards:
Grade calculations should be completed per question, assessment level, or group of assessments (e.g. Segment 1, Segment 2, Final Exam)
- Display current student average grade as calculated by student points out of total attempted points - Display current student grade percentage as calculated by student points out of attempted total points 1.12.3
Please indicate that you answered in 1.12.2
#10 Question:
Line 9 Content must be delivered for Global Services Clients … Q: Is this part of 1.1.2 or 1.1.3?
Answer:
This item was missed in numbering. It is a separate item not part of 1.1.2 or 1.1.3. Please answer and label as 1.1.2A
1.1.2A
Content must be delivered for Global Services Clients
- Deliver to various clients in different states with different learning requirements
- Copy content and assessments from master courses and/or content repository to other organizations and schools that are using FLVS content in the LMS
- Synchronize content (Lessons, assessments, assignments, discussions) between the FLVS master and client schools. - Client is able to move content around, renumber it, and alter it as they desire. Any alteration removes content from the synchronization with the FLVS master
- Provide authentication capability to allow single sign on from a client’s LMS should the client choose to link into FLVS repository (Future Improvement)
This is related to question #6.
#11 Question:
Line 56 – 1.7.3 Allow student to indicate their Learning Preferences … Please clarify CDN info. What is CDN?.
Answer:
Please see answer "to question 9" - The second half of this question is an error and should be omitted. (Requirement to be gathered based on CDN info - )
Content Delivery Network: The goal of a CDN is to serve content to end-users with high availability and high
performance. A CDN serves content, including web objects (text, graphics and scripts), downloadable objects (media files, software, and documents), live streaming media and on-demand streaming media.
#12 Question:
Line 203 – 1.19.1 Is there an option for perpetual licensing?
Q: Licensing use? Include perpetual support? Sales rights? Hosting? Answer:
Perpetual licensing of the platform would not include support or hosting costs. We would like to explore re-sale rights with the vendor.
#13 Question:
6. SCOPE OF SERVICES Are all responses to be submitted DIRECTLY on the provided spreadsheet? This includes all three tabs.
Answer:
Yes, the spreadsheet attachment has been posted as an editable form for response content.
#14 Question:
Section 3.9, page 15 of the RFP states, “Ten (10) proposal copies (one copy - original shall be unbound) are to be submitted in sealed envelopes (use the label provided in section 3.8.1), which bear the name, address, and telephone number of the Proposer.” Can the district clarify how submissions should be packaged? Should each proposal be sealed in a separate envelope? If so, can all envelopes/proposals be shipped together in one larger box?
Answer:
They may be shipped within a box provided the box is sealed and the content is not view-able prior to the bid opening. Flash drives should be secured within the box either taped to a hard copy or in a sealed envelope.
#15 Question:
Attachment 1 (the Excel document) appears to be locked such that we cannot click on the requirements field and see the associated content in the formula bar. Requirement 1.17.17 appears to be incomplete in the Excel document. Can we assume it corresponds with 1.17.17 on page 42 of the PDF document?
Answer:
the third column. If some text is not viewable, yes, you can refer to the RFP.pdf document. The spreadsheet is a mirror image of the RFP specifications.
#16 Question:
The Instructions say that FLVS wants the entire proposal in PDF submitted on the USB. Would it be helpful if vendors submitted an electronic copy of the requirements table in Excel format?
Answer:
You may submit the responses on the spreadsheet in Excel format in addition to the RFP on the flash drive. A printed copy should be included in the bound and unbound copies as well.
#17 Question:
Please clarify the scope of services instructions on p.25 that states that “all vendors must complete and submit, as part of their proposal, the Requirements Form below and identify in the additional document provided (Attachment 1, Tab 1) how your proposal meets or exceeds the feature requirements.”
Does FLVS want all comments/narrative related to these items in Attachment 1, Tab 1 provided in the spreadsheet? Or are vendors also to provide responses in the Requirements Form that begins on page 25 of the RFP PDF document? Answer:
The spreadsheet was provided to make proposal submissions more manageable due to the lengthy
requirements. Utilize the spreadsheet to address your responses to items listed within the requirements and attach to your submission. The requirements portion of the RFP cannot since it is in pdf format be edited so this spreadsheet will serve to provide a place for those details.
#18 Question:
Does Appendix D (NDA) apply to this RFP? Answer:
#19 Question:
Will you elaborate on your planned rollout options? Will FLVS rollout to everyone at once or will there be a phased rollout? Should pricing take into account a rollout schedule?
Might FLVS be planning an overlapping rollout where the existing LMS stays in place for a defined period along with the new solution before a full rollout to the new solution?
Answer:
FLVS would welcome a planned roll-out from the vendors, and we are open to suggested options. We would suggest a phased roll-out of some type, but the vendors should know what would work best for a large organization such as FLVS. There should at a minimum be a development phase, testing phase, pilot phase, and launch phases in the plan.
FLVS is planning a time-period of overlapping rollout with our current systems.
Pricing should take into effect the rollout schedule and when students will begin hitting the systems. #20 Question:
Clause 4.22 on page 19 of the RFP indicates how to submit “Trade Secret” information? We know that this information needs to be submitted separately, but can you specify how many copies you want of this information? Do you also want an electronic copy of the Trade Secret information?
Answer:
All responses to the solicitation should be included on the Flash Drive as well as within the printed copy. You may include as an attachment. Copies should be the same number as the total of bound and unbound submissions.
#21 Question:
Clause 4.8 on page 16: Purchasing Agreements with Other Government Agencies. All Bidders submitting a response to this Invitation to Bid agree that such response also constitutes a bid to all political subdivisions under the same
conditions, for the same prices and the same effective period as this bid, should the Bidder feel it is in their best interest to do so.
Can you further clarify this please? For example, does it mean that the pricing can be used for any K12 district in Florida or for any government contract?
Answer:
While the solicitation is in process and has not yet been awarded the answer would be no. Once the solicitation is awarded to a particular vendor then yes, the agreement (and its pricing) would be available for piggyback solicitations through other State entities.
#22 Question:
Clause 1.15 (Attachment 1, Tab 1): Related to support - we meet your stated requirements, but we have additional capabilities you may like to consider that exceed your stated requirements. How should we convey this? How should costing for additional capabilities be presented?
Answer:
You may submit additional attachments to your proposal include them in your table of contents and perhaps reference these options within your cover letter.
#23 Question:
(Attachment 1, Tab 1) clauses 1.17.5 and 1.17.7 refer to start up and shutdown time for "the system.” Are these referring to the LMS web application itself?
Answer:
This refers to the end user's experience with the vendor system tools. For example a local computer application used to access the system would start up in less than 5 minutes.
#24 Question:
To properly address FLVS training needs, please elaborate and clarify your anticipated training needs? We note that Section 8, “Proposal Form” asks for “training plans for both instructional and technical users for startup and ongoing training.” Any additional information you can provide on your training expectations (i.e., type of user being trained, # of users, amount of time teachers have available for training, etc.) would help us propose a tailor training plan suited to your needs.
Answer:
FLVS has approximately 1500 instructional end users that will need to be trained. We would employ a train the trainer method after the initial training. We would expect advanced user training.
The FLVS Curriculum Development team (approximately 70 users) would need training time with the system that is used for adding course content and assessments, as well as functionality that can be used to enhance our delivery. This is probably several dedicated training days plus ongoing time to ask clarifying questions with expert trainers. We would like the vendors to estimate the time needed for this type of training.
The Global client support team (15 users) using the system to export content for client needs or to support clients for a hosted environment would need training on the developer and administrative features supporting this. We need to have a very good understanding of how the system works for administrators and teachers. This is probably several dedicated training days plus ongoing time to ask clarifying questions with expert trainers. We would like the vendors to
estimate the time needed for this type of training.
#25 Question:
How does the evaluation process take into account incremental capability beyond stated requirements? For example, if vendors would like to propose optional items that provide functionality/service levels that exceed your requirements, how can we best present those options to you? Should these items be priced in our response and how best can we convey optional costs to you? Also, how will the evaluation process take into account these options?
Answer:
The review and evaluation is on meeting the said requirements. To the extent that we have listed a future requirement or enhancement, we would like to see those items outlined with the incremental costs associated with the incremental capability.
#26 Question:
What is the total number of active users? Answer:
For our fiscal year thus far (July 2014 through March 2015) we have 616,750 enrollments, with approximately 481,000 half-credit enrollments. As of March 15, 2015 we have a total of 316,369 active students. We estimate the growth rate to be flat over the next couple of years with a 5-10% growth year over year for the next 2-5 years. At peak usage times of the day, our concurrent usage rate is 13,000 users.
#27 Question:
What learning management system are you currently using and what version? Answer:
#28 Question:
What are they currently paying for the learning management system (LMS)?
Answer:
Please direct your question to David Gonzalez with a Public Information request.
#29 Question:
What student information system (SIS) or enterprise resource planning (ERP) are being used? Answer:
FLVS Currently uses Virtual School Administrator (VSA), an FLVS created SIS, and Focus SIS to support its programs. Our professional development is managed through Truenorthlogic.
#30 Question:
Does your organization currently use LDAP or Active Directory for authenticating/creating user accounts? Answer:
LDAP and Active Directory are not used for student accounts in FLVS at this time
#31 Question:
Can you please provide more information about "In regards to 1.1 "Support multiple course sections that pull from or link to the same centrally located content files" ?
Answer:
If multiple classrooms/shells/sections are created for teachers, FLVS should be able to centrally manage the course content and assessments used in those sections . Updates made to the content and assessments should be visible to all students and teachers using a derivative of the course. At FLVS, very little course content is managed or owned by the individual instructors/teachers The content is centrally owned and managed.
#32 Question:
Per #3, “Estimated quantity of product or amount of services to be purchased upon the award of agreement,” would FLVS consider alternative options to the expected initial term of 5 years and extension of 2 years?
Answer:
Yes. FLVS is interested in considering all types of recommendations regarding term and extension length ranging from 5 years to as long as in perpetuity.