Please review the attached RFP for instructions regarding the group project. The REQS document will give you detailed system requirements which you may consider incorporating into your prototype.
Lastly, please review the grading rubric to understand how your projects will be graded and what should be included. Submit in the form of a power point.
Student Athlete Registration System
The Board of Education of Baltimore County invites qualified firms to submit proposals for a student athlete registration system. Award Bidder shall provide a web-based solution to facilitate data entry and reporting. The requirements outlined herein are intended as an aid to acquaint Bidders with what could be required to execute the work on this contract. These specifications will serve as the source document for services for the term of the contract.
Baltimore County Public Schools (BCPS) ranks among the 25 largest school systems in the United States. The county covers 612 square miles in the north central part of Maryland, and combines urban, suburban and business regions with vast farmlands and waterfront areas. The school system reflects this diversity in the student population of over 113,000 students. For the 2018 – 2019 school year, BCPS will operate over 173 schools: 106 elementary schools (serving grades Pre-K – 5), 27 middle schools (serving grades 6 – 8) and 24 high schools (serving grades 9 – 12).
Projects will be scored based upon:
· your response to this RFP (requirements attached) – 40%
· effectiveness of presentation, – 15%
· degree in which prototype addresses the problem – 35%
· budget – 10%
Proposal Requirements – submitted in Notebook
Section 1:Official Information
A:Request for Proposal
Section 2:Contractor Personnel
A:Titles and assigned duties of proposal team members
B:Resumes – (Should be in consistent formats, and skill set should match assigned role in the project)
Section 3:Technical Proposal
A. Preliminary Investigation
a. Understanding the Problem or Opportunity
b. Define the Project Scope & Constraints
c. Perform Fact Finding
d. Evaluate Feasibility
B. Objectives and Criteria for System Evaluation (Systems Requirements) – Chapter 4
C. Develop Logic Model (Chapter 5)
D. Present Development Strategy Alternatives – (Chapter 7)
E. Analysis of alternatives (Chapter 7)
a. Spreadsheet with weighted total to support results
F. Selection of Alternative
a. Narrative Justification
b. Hardware Proposed (including hardware schematic(s))
c. Software Proposed
e. Security Considerations
Section 4:Development Phase Management Plan
A. Development Team Personnel
a. Organization Chart
b. Position Descriptions
c. Salary Structure (list sources)
B. Conversion Plan
C. User/Operator Training Plan
D. Development, testing and implementation schedule
b. PERT/CPM chart(s)
Section 5:Prototype System Specifications:
A. System Narrative for each function
B. Develop Working Model
Section 6: Users Manual
A.Provide instructions for the use of the prototype system
Section 7:Prototype System Demonstration
A. Test Plan
B. Test data
C. Implementation failure contingency procedures
Section 8:Expended Effort
A.Listing and description ofall team meetings
B. Hours expended by each individual on a weekly basis with monthly totals and grand totals for each person and the whole team
A.Detailed Budget with Narrative
Section 10:Reports & Other Documentation
A. Copies of all reports/documentation submitted to the Technical Monitor (instructor) during the course of the proposal development period
B. Personnel Manual
C. Evaluation Matrix
LKO-421-19 Attachment D:Functional
Requirements Response Form
A. Communication Requirements
A.1 The system shall support email or messaging
functionality for Administrators, coaches and
A.2 The system shall have the ability to generate
notification letters, forms for parents.
A.3The system shall include functionality to schedule
Parents visits/appointments to Athlete Welcome
A.4 The scheduling module shall provide options to
accommodate walk-ins or unscheduled parent visits to
the Athlete Center.
A.5 The system shall provide functionality to reschedule or
delete a previously scheduled appointment.
B. Security Requirements
B.5The system shall provide the ability to hide links or
components of the system based upon user rights.
C. User Management Requirements
C.1 The system shall have the ability to support distinct
roles and permissions, including but not limited to the
Central Office Administrator
C.2 The system shall have the ability to allow and restrict
access to specific functions based on the user roles
C.3 The system shall require user management at the
school system level (“district”) only; any self-
enrollment options should be disabled.
The system shall provide automated and manual user
role management functionality with the ability to:
Create, Edit, Model, Delete User Accounts
Create, Edit, Model, Delete User Roles
Batch/Bulk Role and User Assignments
Automatic Role Assignments
C.6 The system shall have the ability to automatically
assign users to roles based on job titles.
C.7 The system shall have the ability to assign functions to
specific user roles and/or profiles.
C.8 The system shall have the ability to grant different
levels of permission to specific functions, to include:
D. Training Requirements
D.1 The vendor shall provide a proposed training schedule
and plan, to include:
Recommended Attendees (User Roles)
Proposed Delivery Methods
Proposed Training Topics
D.2 The vendor shall provide an estimated number of
training hours required for End Users to effectively
utilize the software.
D.3 The vendor shall provide Administrator training to
designated IT staff at a BCPS site
D.4 The vendor shall provide online training and support
D.5 The vendor shall provide editable electronic copies of
all training and support materials
D.6 The vendor shall provide highly skilled trainers with
documented credentials certifying the user as an
expert in the selected system.
D.7 The vendor shall deliver train-the-trainer sessions to
Subject Matter Experts and other designated staff at a
school system site.
D.8 The vendor shall provide BCPS with a dedicated
E. System Integration & Performance Requirements
E.5 The system must have the ability to execute a variety
of transactions and reports simultaneously without
failure or degradation of performance.
E.6 The system must have the ability to support
enrollments for 110,000+ students each school year.
E.7 The system must support a minimum of 250
concurrent users with consistent system response
times and no noticeable degradation of performance.
E.8 The system must support multiple users working in the
same school site and prevent system deadlocks,
conflicts and erasure/overwriting of data.
E.9 System performance must be optimized to accept,
process, retrieve and display information in a manner
that is comparable to or better than current service
Retrieve All Students in All Schools (no filters)
– 18.8 seconds
Retrieve All Students in All Schools with Last
Name starting with ‘B’ – 13.2 seconds
Retrieve All 11th graders in All Schools – 14.6
Retrieve All Students in Cockeysville Middle
School with First Name starting with ‘J’ – 2.8
Transition Between Screens – Up to 1 seconds
Open Report Parameter Page – Up to 4
E.10 The system must be customizable, flexible and
provide BCPS with the ability to:
Create Custom Fields, Tables, User Interfaces
Create Custom Ad Hoc Extracts
Create and Manage Workflows
Activate/Deactivate Fields, User Interfaces,
E.11 The system must have an inactivity time-out feature
and automatically log-out users after a pre-defined
period of inactivity.
E.12 The system must allow BCPS IT Administrators to set
inactivity time-out length.
E.13 The system must alert users when their time in the
system will expire (e.g. 5 minutes warning).
E.14 The system must have the ability to track and audit
specific tables and transactions.
E.15 The system must track the following information on
user transactions, including but not limited to:
Creation Date/Time Stamp
Last Modified Date/Time Stamp
E.16 The system must provide options for advanced audit
tracking, including but not limited to:
Recording previous values on specified fields
Tracking all changes for specified transactions
E.17 The system must provide a mechanism for
administrators to review audit history and details for
E.18 The system must provide select administrative users
with the ability to amend, edit and/or delete erroneous
records, with appropriate auditing.
E.19 The system must adhere to Web Content Accessibility
Guidelines (WCAG) 2.0 Level AA.
E.21 The vendor must provide unlimited licenses for
development environments in a Cloud solution.
E.23 The system shall utilize SQL Server 2012 or later.
E.25 The system shall have an interface that is optimized
and responsive on common mobile devices, including
devices that run iOS, Android and Windows.
E.27 The system shall provide the ability to search for and
edit information and propagate the changes
throughout the system.
F. Quality Assurance Requirements
G. Implementation Support
G.1 The vendor shall provide a dedicated Project Manager
to work with the school system’s implementation team
to develop the project, implementation, training,
communication and evaluation plans and project
G.2 The vendor shall provide resources to perform needs
assessment, gap analysis, document requirements an
assist with quality assurance testing as needed.
G.3 The vendor shall provide a dedicated Development
and QA Team resources for implementation.
G.4 Vendor staff assigned to the project must be dedicated
to BCPS exclusively for initial implementation phase of
G.5 BCPS reserves the right to review and approve
assigned staff with the right to terminate. In case of
termination, the vendor will provide replacement staff
members within 15 days.
G.6 Vendor staff must adhere to BCPS data privacy and
employee conduct policies.
G.7 The vendor will provide a documented solutions
delivery lifecycle process to include details related to:
Business, Systems and Gap Analysis
G.8 The vendor shall provide a documented enhancement
review and prioritization process.
G.9 The vendor and the school system will determine the
acceptance criteria for milestone and/or project
completion and will use a combination of the school
system’s IT Quality Assurance Review and User
Acceptance Testing to determine when criteria has
G.10 The vendor shall provide onsite implementation
G.11 The vendor shall provide school system IT
Administrators with direct access to the vendor’s
H. Maintenance & Support Requirements
H.1 The vendor will respond to all support requests within
1 hour of request.
H.2 The vendor’s system will be available 99.9999% of the
H.3 The vendor shall provide BCPS with all scheduled
outages on a quarterly basis and within 30 days of the
first outage per quarter.
H.4 The vendor shall provide BCPS with an End User
Support Plan and Service Level Agreement (SLA).
H.5 The vendor shall have the capability to perform
frequent backups of the school system data and
restore from backups.
H.6 The vendor shall provide school system IT
administrators with direct access to the vendor’s
H.7 The vendor shall provide a ticket or tracking number
with a priority when issues are reported.
Final Portfolio Grading Rubric
Response to RFP (binder) 40%
Excellent – all aspects of the RFP are addressed, all phases of the SDLC are documented, supporting company documentation and reference page included
Very Good – almost all aspects of the RFP are addressed, the phases of the SDLC are documented, supporting company documentation and reference page included
Good – almost all aspects of the RFP are addressed with some errors or omissions in the documentation of the phases of the SDLC, supporting company documentation and/or reference page
Average – at least half of the aspects of the RFP are addressed, with some errors or omissions in the documentation of the phases of the SDLC, supporting company documentation and/or reference page
Below average – under half of the aspects of the RFP are addressed with some errors or omissions in the documentation of the phases of the SDLC, supporting company documentation and/or reference page
Poor – very few to none of the aspects of the RFP are addressed, with several errors or omissions in the documentation of the phases of the SDLC, supporting company documentation and/or reference page
Oral Presentation 15%
(See detailed rubric)
Excellent – presentation contained accurate, complete information, in a logical sequence, presented by quality speakers, using effective visual aid in allotted time limit.
Very Good – most of the presentation contained accurate, complete information, in a logical sequence, presented by quality speakers, using effective visual aid in allotted time limit
Good – presentation content was lacking in two criteria areas and/or was lacking in two presentation criteria areas when presented (see presentation grading rubric)
Average – presentation content was lacking in three criteria areas and/or was lacking in three presentation criteria areas when presented (see presentation grading rubric)
Oral Presentation 15% (continued)
Below Average – presentation content was lacking in four criteria areas and/or was lacking in four presentation criteria areas when presented (see presentation grading rubric)
Poor – presentation did not contained accurate, complete information, in a logical sequence, and/or was presented poorly and/or visual aids were not appropriate and/or time limit was not observed
Degree to which prototype addresses the problem 35%
Excellent – prototype address all requirements to solver the user’s problem
Very Good – prototype address all but one of the requirements to solver the user’s problem
Good – prototype address all but two of the requirements to solver the user’s problem
Average – prototype address all but four of requirements to solver the user’s problem
Below Average – prototype address only one of the requirements to solver the user’s problem
Poor – prototype does not solver the user’s problem
Excellent – budget is well documented, accurate and reasonable
Very Good – budget is well documented, accurate and reasonable but contains one error
Good – budget is well documented, accurate and reasonable but contains two errors
Average – budget is well documented, accurate and reasonable but contains several errors
Below Average – budget is included but not complete
Poor – No budget
INT 2840 Spring 2021 Page 2
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