Sample Outline for a Request for Proposal (RFP):
Licensure and Certification Examinations
The
following is a general checklist of things that might be desirable to
place in a request for bid/proposal for comprehensive licensure
examination services. Note, in general the more detailed the desired services
are described, the happier the relationship between client and vendor..
Statement of Need-
Make sure
the vendor understand why the proposal is needed.
Background-This shows an understanding of how the client
arrived at the point am RFP is needed.
Purpose-Self explanatory.
Contract Period-Self explanatory.
Subcontracting - This is important or you may not get the
vendor you think you are getting.
Format of Proposal -Tell the vendor exactly how you want to
see it presented. This will facilitate the review process.
Mandatory Requirements - Most state and federal agencies
have this.
Minority Business Participation - Most state and federal
agencies have this.
Examination Preparation and Item Development - Have the
vendor give exact details and be sure that existing item banks are not
being modified. If you want unique questions then specify that you
want new questions not previously used.
Develop and Produce Exams - Have the prospective vendor
specify exactly how the test will be assembled.
Annual Inventory of Item Banks - Provide for an annual
report/review of the item bank with a listing by question and the
revisions that were made, questions by taxonomic levels and subject
area. Note: all reports of this type should be designed to facilitate
the clients review of item maintenance.
Examination Preparation Security Measures -Ask potential
vendors to describe how the exam booklets are assembled and how security
is maintained.
Auditing of Examination Booklets - Ask for a description of
what point booklet counts are made and how they are verified.
Examination Development - Describe how the exam will be
developed listing all phases for linking questions to the practice
analysis or curriculum analysis.
Computer Based Testing Options - This would allow the
prospective vendor to offer computer based testing options to written
exam booklets.
Storage of Exam Booklets - Describe how booklets will be
stored.
Shipping of Examination Material - Specify if a secured
carrier service or a common carrier is needed.
Item Writing - Ask for a copy of the manual. A reputable
vendor or consultant should have a manual.
Item Review - Ask for a copy of the vendors test development manual.
Document Control - Specify how documents appear and how
they should be routed.
Accountability - If there are problems who should be
contacted.
Storage -Vendors should typically provide a vault for exam
storage with an adequate alarm system.
Shipment and Handling - How will tests be delivered
(e.g., common carrier or armed delivery).
Destruction - Specify security levels and destruction
method for all testing related documents.
Computer Security - Describe how network or computer security
is maintained.
You are probably getting the idea of the level of detail that
should be provided in the RFP. The following are other items that should
be covered.
Unused Examination Materials -
Examination Administration Sites -
Onsite Scanning and Scoring Procedures -
On-Site Scoring -
On-Site Scoring Software Features -
Real Time Simultaneous Scanning, Scoring, and Printing -
Complete Error Trapping and Data Integrity -
Cumulative Scoring Across Multiple Scan Sheets -
Special Exception Changes-Exam Day -
Other Reporting Functions -
Candidate Roster -
Re-Print of Score Report -
Count Sheet -
No Show Grade Notices -
Re-Print of All Candidate Score Reports -
Raw Score Candidate Reports -
Discrepancy Report -
Printing of Grade Reports -
Post Examination Audit -
Flagging Scan Sheets -
Isometric Drawing Scoring -
Grade Reports -
Pass / Fail Documents -
Conduct Pre-Exam Reviews
Prepare Examinations According to Requirements
Prepare Examinations According to Blueprints
Develop Independent, Multiple-Choice Items
Reading Level of Items
Reference Materials
Pilot Testing
Passing Score
Item Bank Systems
Information in Item Bank
Item Writing Committee
Item Review Committee
Item Development Workshops / Meetings
Security During Item Development
Security Procedures for Subject Matter Experts and Consultants
Labeling of Examination Booklets
Provide Examination Materials
Examination Informal Review and Hearing Support
Item Bank Performance Report
Translation of Items Into Spanish
Distribution of Pass / Fall Documents
Equipment Failure on Site
Additional Scoring Procedures
Item Analysis
Summary Report
Rosters
Wall Certificate Data File
Key Change Report
Grade File
Grade Report Copies
Regrades
Quality Control Check
Punch Keys
Pilot Testing
Ownership of Items
Existing Item Bank
Disputes
Review / Approval of Examinations
Candidate Qualifications
Candidate Appeals Process
Contract Monitoring
General Statement
Compliance with Laws and Rules
Proof of Legal Entity
Americans with Disabilities Act (ADA)
Property, Equipment and Supplies
Security
Proposed Schedule of Exam Preparation and Item Development
Record keeping
Continuing Education Credits
Breach of Contract
Consultation
Meetings
Contact Format
Definitions
Final Contract Terms
Immigration and Nationality Act
Termination of Contract
Public Entity Crimes
Discrimination
Contingency Allowances
Deliverables and Method of Payment
Penalty Clauses
Costs Incurred
Inquiries and Questions
Bidders' Conference
Amendments to This Request for Proposals
Submission of Proposal
Contractual Services Acknowledgment Form
Required Certifications
Conflict of Interest
Drug-Free Workplace
Statement of No Involvement
Problem Escalation Procedures
Vendor Qualifications
Cost Proposal