Preparing for an RFP

Questions to Consider When Writing an RFP


We prepared this document to assist RFP committee members when preparing a formal Request for Proposal (RFP) when seeking products for their organization that perform video management, lecture and media capture, live streaming, and video conferencing.

How to Use

We’ve sub-divided the questions based on functional area. Within each functional area, we’ve bolded the aspects that are imperative towards creating a scalable and robust video strategy.

Company Considerations


  • Does the company offer a full portfolio of relevant tools for lecture capture, video management, test proctoring, live streaming and digital accessibility?
  • Does the company provide data migration at no extra charge?
  • Does the company provide a predictable pricing model with a no-overages policy?


  • Does the product provide data sovereignty over your content? That is, does your cloud-hosted system reside in your native country or region?
  • Is your Section 508 / VPAT and WCAG 2.0 compliance documentation prepared by an independent or third-party assessor?


  • Does the company perform regular third-party security audits of their systems?
  • Describe the qualifications of your senior technical staff members responsible for ensuring data integrity, security, and risk management.
  • Is the Platform, as well as the selected hosting vendor, both SOC 2 certified by a third-party auditor?


  • Does the product include unlimited support to all admins, faculty, and students? 
  • Does the product provide a 365-day, 24/7-hour emergency support facility at no extra charge?

Media Management


  • Does the product provide full digital asset management capabilities? This includes the ability to ingest a variety of non-video and audio formats such as PDFs, Microsoft Office documents (Word, PowerPoint, Excel), etc.
  • Does the product provide the ability to preview non-videos assets directly within the product including previewing PDFs, images, and Microsoft Office documents?
  • Does the product provide the ability for all roles to upload content (admin, instructors, and students)?
  • Describe the product’s ability to scale transcoding and transmuxing to accommodate high-volume processing operations? Does your system automatically increase the number of processing servers to handling the prevailing load?
  • Does the product allow all uploading, moving, and publishing operations to take place via drag-and-drop?

Video Playback

  • Does the product have automatic bitrate encoding to ensure smooth streaming?
  • Does the product provide capabilities to change the video playback speed directly within the video player?
  • Does the product provide the end user with the ability to select a streaming quality setting, which would overwrite any automatically established bitrate encoding settings?
  • Does the video player’s multi-stream capability of independently handling multiple sources include resizing, changing perspective, and full-screening specific sources? To meet this requirement, the player must not be a single-stream with preset picture-in-picture sizes.
  • Does the video playback for recorded and live streamed content use a responsive, mobile-compatible HTML5-based player?
  • Does the product have the ability to attach documents to a video, as well as view them inline within the player during playback?
  • Can viewers perform dynamic search-inside-video across table of content titles, captions, optical character recognition extracts, notes & bookmarks, and in-video comments?
  • Do the native mobile applications provide offline downloading capabilities?

Video Security

  • Can video security restrictions be created that are geographic in nature such as excluding or including specific countries, states, provinces, etc.?
  • Can users specify IP-based security restrictions on video?
  • Does the product provide capabilities to control permission settings by a role or group?
  • Can multiple video security settings be overlaid on a given video asset? For example, can IP-based security settings be used in tandem with a password restriction?

Metadata and Search

  • Does the product automatically perform Optical Character Recognition (OCR) on the textual information shown on-screen?
  • Does the product provide the ability to create custom metadata schemas and optionally enforce specific data entry rules?
  • Does the product provide both search-inside-library and video-specific search-inside-video capabilities across captions, table of contents, and related metadata?
  • Does the product provide a “word cloud” or data visualization to provide semantic meaning insights?
  • Does the product automatically pre-generate searchable metadata tags based on semantic meaning of the video? Can content owners edit these metadata tags?
  • Does the product provide full library-level search that includes the ability to see matches within the captions, OCR, comments, and notes? Is there a visual indicator of matches within the video timeline?
  • Are users able to play a sub-clip of a given search match before accessing the entire video?

Management and Organization

  • Does the product allow uploads by simply dragging and dropping content onto the Platform? Does this also apply for multiple files?
  • Does the product allow the content owner to download the video?
  • Does the product provide a configurable Recycle Bin for deleted content to allow users to self-restore content?
  • Does the product allow content owners to create sub-channels or sub-collections of content to organize media?
  • The product must allow Administrators to be able to “Act as User” (user impersonation) and assist users within their actual account.
  • Does the product provide a self-service capability for administrators to see, manage, and download all videos, regardless of the creator?
  • Does the product provide the ability to perform bulk operations on content including move, delete, and share?
  • Does the product provide a full audit track to monitor individual recording events and their status?
  • Does the product provide data lifecycle management and archiving tools?

Video Editor

  • Does your product include an HTML5-based video editor?
  • Does the video editor auto-save in-progress edits if the web browser is accidentally closed?
  • Does the video editor offer the ability to perform slide-override by uploading the PDF or PowerPoint slide directly?
  • Does the video editor provide a way to amplify audio tracks? Please specify which amplification settings are provided.
  • Does the video editor provide capabilities to redact or blur specific portions of the video for privacy or FERPA compliance?
  • Does the video editor provide capabilities to overlay text and images onto the video source?
  • Does the video editor provide capabilities to remove a video source from a multi-source recording?
  • Does the video editor provide the ability to perform inline caption editing of associated captions?
  • Does the video editor provide a list of edits, as well as the ability to revert an edit?
  • Does the video editor provide a pre-generated audio waveform visualization that can be used to identify quiet spots in the recording such as classroom breaks?
  • Does the video editor provide keyboard-only hotkeys for both convenience and improved accessibility?
  • Does the video editor support a freehand annotation functionality?

Third-Party Integrations

  • Does the product offer API-level video syndication with YouTube, Facebook, Twitter, LinkedIn, or other social media platforms?
  • Does the product offer direct API-level integration to Zoom Video Conferencing?
  • Does the product provide API-level integration with third-party human captioning vendors? Please list.

Video Distribution

  • Does the product provide a public-facing channel to share content with alumni, prospective students, and your general community?
  • Does the product allow the end-user to download videos, but give content owners the ability to turn the download features on-or-off?
  • Does the product provide capabilities for instructors to create customize a playlist and share it publicly or among a student(s)?


  • Does the product provide the ability to customize the HTML5 video player including colors, button placements, and the ability to turn specific tools on-and-off?
  • Does the product provide branding capabilities including the ability to select an image masthead and color palette?

Integration (LMS / SSO / API)

LMS Integration

  • Does the product provide LTI integration using an IMS-certified integration?
  • Does the LMS-specific mashup / plugin use the IMS Deep Linking / Content Item Messaging protocol to ensure that embedded media tracks detail user-level analytics?
  • Can a recording be initiated directly from the LMS-specific mashup / plugin?
  • Does the product provide the ability to create video quizzes with both LTI Gradebook and native LMS-specific API integration?
  • Does the product provide a Content Item Messaging (CIM) / Deep Linkability-based LTI integration that can track embedded video analytics based on the authenticated user?
  • Does the product provide an LMS-specific mashup / plugin that provides native LMS capabilities to directly embed content into the LMS discussions, announcements, or/and assignments?
  • Does the platform provide multi-column Gradebook sync using the LMS’s native API integration? Note that LTI-based Gradebook integration is insufficient to meeting this requirement.
  • Does the LMS extension, available within rich-text boxes, enable users to embed videos, quizzes, images, and documents?
  • Does the LMS extension, available within rich-text boxes, enable users to record and embed directly?

SSO Integration

  • What identity providers do you provide Single-Sign-On capabilities with? Please list.
  • Can SSO integration cross-match LTI-linked users to ensure that irrespective of the login method, the user sees the same linked user account?


  • Does the product provide a comprehensive API?
  • Does your API integration use a modern programming interface such as RESTFul?
  • Please list some types of third-party products that can be written with your APIs.

Capture & Live Stream

Capture Solution

  • Does the product provide a full range of capture capabilities that include hardware-based, software application-based, browser-based, and mobile-based solutions?
  • Is HTML5-based live streaming available on both the hardware and software-based solution?

Hardware Capture Appliance

  • Is the hardware capture appliance a fully managed solution or do you utilize third-party appliance hardware?
  • What monitoring facilities does the hardware capture appliance offer? Can you preview the audio and video sources continuously?
  • Does the hardware capture appliance provide a low volume or no-volume alert during active recordings to inform administrators of potential mic or peripheral issues?
  • Do you provide over-the-air firmware updates to the hardware capture appliance?
  • Is customer support for hardware capture appliances included at no additional cost?
  • Does the Video Platform integrate with third-party hardware capture appliances with end-to-end scheduling, recording, uploading and LMS publishing?

Software Capture Applications

  • Does the software capture provide the capability to record at least six unique A/V sources?
  • Does the software capture provide a simple recording process? Describe it including specific steps.
  • Does the software capture provide the capability to record dual monitors?
  • Does the software capture provide the facility to create personal and shared recording profiles in advance?
  • Does software capture on both Apple and PC-based platforms support multi-source, HTML5-based live streaming?
  • Does software capture perform automatic media recoverability and restoration for prematurely or abruptly terminated recordings on both Mac and PC?
  • In case of computer issues or premature capture termination, is the recording recovered automatically? Describe the algorithms used to repair and recover media without human intervention.
  • Does the software capture platform support the ability to select specific areas of the screen to record?
  • If a capture is interrupted or improperly terminated, will the cloud automatically repair and recover the content?

Auto Scheduling / In-Classroom Lecture Capture

  • Does the software capture support auto-scheduling and the ability to auto-start using a pre-defined schedule?
  • Does the auto-scheduling capability provide remote-monitoring facilities offer?
  • Do the product’s auto-scheduling capabilities include the ability for the admin to delegate lecture capture scheduled modification by instructors? Specifically, how can instructors opt-out of specific scheduled sessions?
  • Can administrators preview the audio and video sources continuously to ensure that classroom peripherals (cameras and mics) are working correctly?
  • Can the product establish a configurable, system-wide publishing delay for auto-published content?

Live Streaming

  • Does live streaming use adaptive bitrate streaming?
  • Can live streaming be initiated using both Apple and PC-based software capture applications?
  • Does live streaming integrate a real-time participant chat capability?
  • Does the live streaming’s chat capability provide audience engagement tools or visual indicators?
  • After the live streamed event has completed, do the chat comments integrate into inline video comments in the subsequent recording?
  • Does your product offer multi-source (primary and secondary) live streaming on desktop, tablet, and mobile devices?
  • Is it possible to automatically forward the live stream URL used for the event to automatically forward to the corresponding recording?
  • Does the live streaming capability provide the facility to created pre-defined template responses for frequently used comments and feedback?

Engagement and Interactive Tools

In-Video Commenting

  • Does the video player provide the ability to associate comments that appear dynamically at specific time points in the video?
  • Do in-video comments provide a visual indicator on the timeline bar indicating where they exist within the video?
  • Is it possible to establish specific permission and visibility settings for in-video comments?
  • Can links be added as in-line video comments?
  • Are in-video comments searchable?

Video Quizzes

  • Does the product provide the ability to create both video and text-based quizzes?
  • List the types of question types that can be used when creating video quizzes.
  • Does the product provide Content-Item Messaging (CIM) / Deep Linkability-based integration for video quizzes in a manner that ensures that video quizzes can be inserted directly into LMS Assignments, Modules, Announcements, or Discussions?
  • Do video quizzes embedded into any locations within the LMS automatically sync quiz Gradebook data with the LMS?
  • Does the product provide native LMS-specific API integration of video quizzes to ensure multi-column Gradebook integration? Does it use the less powerful LTI Gradebook integration or both?
  • Does the product allow for quizzes to be customized with functionality such as “disable fast forwarding or providing answers right away?

Video Conferencing and Synchronous Learning

  • Does the product offer a video conferencing tool?
  • Is the video conferencing tool HTML5-based or does it require additional downloads or plugins?
  • Does the video conferencing include whiteboards, document sharing, desktop-sharing, chat and annotation capabilities?
  • Can the video conference be recorded and stored within the product’s video library?

Analytics and Reporting

Visual Analytics

  • Do the analytics provide the percentage of the video that a student has watched?
  • Do the analytics provide Administrators with tools to oversee the entire system’s usage at-a-glance?
  • Describe how an instructor can access analytics and track how students are progressing, at a school, course, and individual level.
  • Do the analytics provide insights on which devices/browsers were used to view the content?
  • Does the product provide the ability to see areas of confusion or “hot spots” within the video?
  • Does the platform provide the ability to see in-depth users-level analytics?

Quotas and Usage

  • Does the product provide the ability to establish user quota limits to manage the amount of storage under each user?
  • Does the product provide the ability to pull analytics reports directly from the platform?
  • Does the product provide the ability to see storage quotas and bandwidth usage directly from the platform?

Captioning and Accessibility

  • Does your Platform include Artificial Intelligence-powered captioning that is approximately 85% – 90% accurate?
  • Does the Artificial Intelligence-based captioning provide captioning and transcription in multiple languages? List the available languages.
  • Does the video player provide keyboard shortcuts?
  • Does the video player support Audio Descriptions?
  • Does the platform allow for multi-level captioning workflows?

Video Exam Proctoring Tools

  • Does the product offer a built-in Exam Video Proctoring Tool?
  • Can setting be preconfigured by the instructor ahead of the test/exam?
  • Can the product’s exam proctoring provide configurable terms and conditions?
  • Does the product’s exam proctoring support the ability to capture appropriate imagery of government-issued Photo ID?
  • Does the product’s exam proctoring support the ability to record multiple sources during online test activity?

Contact Sales

A YuJa representative will be in touch as soon as possible.

Send us an email or message

Send us an email or message

Industry Solutions

YuJa serves enterprise clients across industry verticals including higher-ed, K-12, state and local government, non-profit, healthcare, and corporations.

Questions? Give Us a Call

Toll-Free (United States and Canada)


Toll Free (United Kingdom)

+44 (800) 368-8712


+1 (408) 508-6796