Opportunity Detail

Questions and Answers

Learning Management System (LMS)
Document #:  JFSR2223068210


Question:   4.1 Scope of Work - page 9-12. What is the scope/requirements for Performance Management? How do you currently manage your Performance Management process? How many performance review tasks/processes are assigned in a calendar year? (i.e. 90-day new hire, mid-year review annual review tasks). For each performance review task/process, are there variations of each depending on position, location, etc.? If so how many total distinct performance tasks/forms? Does ODFJS utilize goals? Could you please describe the rating scale?

Answer:   Our LMS is not going to be used as an HR system, although it will need to contain certain HR data (e.g., name, hierarchy, hire date). The LMS would ideally be used to asesss as well as track competencies. The only performance evaluations to be tracked are for trainer/learner performance and training compliance.

Date: 6/25/2021

Inquiry: 86660


Question:   6.23 Ohio Presence Consideration (pg. 19). Is a physical presence (current or scheduled future) in Ohio required to win the LMS bid?

Answer:   Yes, per Section 6.23

Date: 6/25/2021

Inquiry: 86637


Question:   Your understanding is correct that the vendor is responsible for converting data from the legacy system to the new LMS and their plan for accomplishing that should be part of the proposal.

Answer:   Apologies as the answer has posted as the question. The questions were as follows: On Page 13, "E. Transition: Develop a data conversion and transition plan." Can the state confirm what they are seeking in terms of a transition plan here? It is our understanding the selected vendor would be responsible for converting the Data from legacy system to the new solution as part of the scope of work and that there should not be transition of work to the state in this regard.

Date: 6/25/2021

Inquiry: 86636


Question:   Supplements A&S to be uploaded in MS word shortly. Confirmed, under 7.2 Format for Organization of the Proposal, paragraph A, Tab 3, Sub-Tab 3b (page 22), the reference Section 4.2, 2-4 are not applicable. The vendor’s proposed solution must meet the specification of features included in Appendix A. The train the trainer sessions will be primarily Regional Training Center (RTC) staff, who would in turn be helping PCSA staff and supervisors across the state with routine transactions. In contrast, the knowledge transfer activities would be intensive training with ODJFS and OUCCAS staff on all features of the LMS. We anticipate the total number to be around twelve (12) people. Letter E is included, so page 22 Tab 4 should reference Section 4.3, A through E (not D). Please include responses related to Section 4.3, A through E, in Sub-Tab 4a. Tab 3 should include responses to Section 4.1 Scope of Work and 4.2 Specification of Features. Tab 4 should include responses to Section 4.3 Administrative Structures – Proposed Work Plan. Please note Section 4.3 A through E refers back to other sections. For example, A., refers to Section 1.4.

Answer:   Apologies as the answer has posted as the question. The questions were as follows: Supplement A and S - Can the state please provide editable versions of these documents so we can populate responses in the requested fields? Page 22 in sub-tab 3b, "Specification of Features (Section 4.2, 1 through 4)" is stated but section 4.2 directs you to appendix A without a reference of 2, 3 or 4. Can the state confirm they are just looking for an overview of how a proposed solution meets each one of these requirements in Appendix A. Also please confirm that reference 2, 3 and 4 in section 4.2 are not applicable? Page 11 under Stage 7, it is requested that we "Conduct up to 5 train-the-trainer sessions." Does the state envision this would be training for administrators on how to use and operate the LMS? Looking for clarification on how this would be differentiated by the ask to "Conduct knowledge transfer activities to identified ODJFS, OUCCAS and RTC staff." Page 11 under Stage 7, it is requested that we "Conduct knowledge transfer activities to identified ODJFS, OUCCAS and RTC staff." Can the state clarify many staff are anticipated to be included in this population? Page 22 in Tab 4, the title is "Administrative Structures -Proposed Work Plan (Section 4.3, A through D)" but section 4.3 includes items A through E. Can the state confirm whether or not they want the information for letter E included? Additionally, sub-tab 4a in the same location asks for "Administrative Structures-Proposed Work Plan" which is also the title of the overall tab. Can the state confirm that sub-tab 4a is where we should include responses related to section 4.3? Page 22 both tab 3 and tab 4 include "Administrative Structures - Proposed Work Plan" in the title of the tab. Should we assume that tab 3 should be isolated to the scope of work section and tab 4 should concentrate on Administrative Structures - Proposed Work Plan?

Date: 6/25/2021

Inquiry: 86635


Question:   In Section 1.2 (Page 6), OHSTS Training System (GoSignMeUp!) is indicated to be a source system for training - what is the data currently stored here and the volume that needs to be migrated to the new LMS? For Section 1.2 (Page 7), most LMSs do not have good authoring capabilities, typically an external tools is used. Is ODJFS open to using an external tool? For Section 1.2 (Page 7), can the state please provide details of competency matrix - some examples will be useful to understand the structure In Section 1.2 (Page 7), Is it possible to provide details of the performance management process pertaining to performance evaluations or what are the expectations regarding performance support? In Section 1.2 (Page 7), Is it possible to share what accounts payable system (APS) is in use? And does it support APIs or flat file based data exchange? General Question (Page 14), Is there an HR system in place that the LMS needs to integrate with for single sign-on? Is there a list of system to be considered for integration other than APS? General Question (Page 14), Is it possible to share what solution is E-track based on? General Question (Page 14), Is it possible to share the split of 5GB of data to be migrated? How many courses? How many data records etc.? For section 5.1 (Page 17), What software will be used for ticket management? In 5.3 (page 13), For Service levels only the response time has been provided, is there an expected resolution time for each Level? In Stage 7 (page 15), is there an expected volume of incidents expected? In Stage 7 (page 16), is there an expected volume of service requests expected? For LMS Requirements (page 55), is there any solution already in use for virtual classrooms that needs to be integrated (for e.g., Webex, Teams etc.) or this needs to be included in the proposal? For section 1.2 (Page 7), Regarding "Ability to exchange required information with other state systems, Ohio Statewide Automated Child Welfare Information System (SACWIS) through a real-time data interface" - Is it posssible to share what type of integration is required?

Answer:   1. The GoSignMeUp (GSMU) system has learner records, session records, and enrollments. But it has far less detail than E-Track (<5GB), nor does it store such things as evaluation data. 2. Yes, ODJFS is open to using an external authoring tool but stored, launched, and managed in the LMS. 3. Please see Appendix G page 69 for an example of current competencies. The competency structured is being reviewed and likely to change with the new LMS. 4. The only performance evaluations to be tracked are for trainer/learner performance and training compliance. 5. There is not currently an accounts payable system in E-Track, the data is taken from E-Track and imported into SAP (prior to that, QuickBooks). 6. Some examples of systems to integrate with the new LMS are SACWIS, MyOhio/OH ID, Foster Parent College, etc. 7. Yes, Training Education Development Solutions, Inc. 8. Active and historical: 3704 learnings, 66,186 sessions, 36,449 trainees, 464 facilitators. 9. We expect the LMS vendor to have their own ticket management system for system issues. 10. The times in Section 5.3 Service Levels are response times and not resolution times. We have not specified resolution times. 11. Administrators will be handling most of the end user issues. Currently 5-10 issues/month on average are escalated to the LMS vendor. 12. For ongoing operations, please see answer to 11. 13. OCWTP currently uses GoToTraining/Meeting and Zoom. The LMS will have to intergrate with a Virtual Instructor-Led Training provider. We would like the LMS to integrate with one or more major virtual learning platforms. 14. We are open to a flat file batch load, Secure File Transfer Protocol (SFTP) data exchange, or application programming interface for loading certain human resources (HR) user data from SACWIS or another state systems like MyOhio/OH ID.

Date: 6/25/2021

Inquiry: 86680


Question:   Page 11 under Stage 7, it is requested that we "Conduct knowledge transfer activities to identified ODJFS, OUCCAS and RTC staff." Can the state clarify howmany super users will there be on the system on a daily basis? On Page 12 under "break/fix support" it states "Identify any defects or issues being resolved for other vendor clients". Can the state clarify the intent of this requirement?

Answer:   We do not anticipate that there will be more than 20 superusers/administrators, a few of whom will be on daily and some of whom will be logged in only occassionally (e.g., to export data). We wish to know what unresolved system issues exist with the vendor's products.

Date: 6/25/2021

Inquiry: 86681


Question:   1. Please clarify if the agency would consider the vendors LMS implementation experience with Global Fortune 500 company which is not based in USA? 2. Has Agency seen demonstrations of any solutions prior to RFP release? If so, can you disclose which ones? 3.What is the total budget earmarked for this procurement? 4.Please share the current hardware, software and infrastructure used by the existing System?

Answer:   1. Yes, vendors with LMS implementation experience with Global Fortune 500 companies not located in the USA will be considered. 2. People involved in preparing this proposal have seen or used a variety of LMS systems, some with and some without learning content management system (LCMS) capabilities. 3. The budget will not be shared. 4. ODJFS is not privy to this kind of information.

Date: 6/25/2021

Inquiry: 86679


Question:   Page 50. Appendix A. Would you be able to provide Appendix A in Excel format for vendors to respond directly in Excel and submit?

Answer:   Yes, Appendix A has been upload in Excel format.

Date: 6/25/2021

Inquiry: 86675


Question:   Question: Due to the Juneteenth and July 4th National holidays, will there be consideration to extend the response due date?

Answer:   No, there will not be any extensions granted for this RFP.

Date: 6/25/2021

Inquiry: 86674


Question:   Question: How many classes did you prepare last year?

Answer:   About 8,000 training sessions are offered a year.

Date: 6/25/2021

Inquiry: 86673


Question:   Question: What data is stored in the GoSignMeUp! system?

Answer:   The GoSignMeUp (GSMU) system has learner records, session records, and enrollments. But it has far less detail than E-Track (<5GB), nor does it store such things as evaluation data.

Date: 6/25/2021

Inquiry: 86672


Question:   Question: Section 3.2 B - Regarding reference letters, is there a standard form? If not, what information needs to be included? Because of the limited timeframe of getting letters from clients due to vacations and national holidays will you accept Client Name, Title, Company/Entity, Contact Information, Description of Role?

Answer:   No there is not a standard form for reference letters. Reference letters should support the nature and quality of the vendor's work and product (i.e. LMS).

Date: 6/25/2021

Inquiry: 86671


Question:   4.1 scope of work (pg.11) - would train the trainer sessions need to be face-to-face or are you happy for these to be done virtually?

Answer:   No there is not a standard form for reference letters. Reference letters should support the nature and quality of the vendor's work and product (i.e. LMS).

Date: 6/25/2021

Inquiry: 86670


Question:   4.1 Stage 7 #9 (pg.11) Do you intend to have the old LMS and the new LMS running concurrently? Or are you open to having a short period of downtime to turn off the old system and turn on the new system to prevent any data loss?

Answer:   Yes, there would be an overlap. Section 4.1, Stage 7 #9, ODJFS will work with current vendor to phase out the old system, once the new system is fully functional and validated per the business and technical requirements.

Date: 6/25/2021

Inquiry: 86669


Question:   4.1 Stage 7 #5 (page 11) Conduct 5 Train the Trainer Sessions: Are these for 5 separate groups of trainers or 5 sessions for the same group of trainers?

Answer:   We envision each session covering the same content. Some people may participate in multiple sessions.

Date: 6/25/2021

Inquiry: 86668


Question:   4.1 Scope of Work - page 9-12. Can you share the budget for this project? Has the budget been approved?

Answer:   The budget will not be shared.

Date: 6/25/2021

Inquiry: 86666


Question:   Section 1.2 (pg.3) Payment processing or exchange with accounts payable system(APS) - can you expand on this requirement?

Answer:   Payment processing or exchange with an accounts payable system (APS) is for the potential to charge a learner fee (per seat) or course fee (flat rate). There would be one main merchant account (OUCCAS), and OUCCAS would be responsible for payments to trainers.

Date: 6/25/2021

Inquiry: 86665


Question:   Section 6.24 Prohibition Against Services Performed Outside the United States (Pg.19) This contract would be executed through LP Inc a Delaware-based organization, however, our parent company is based in the UK. Some personnel supporting the implementation and ongoing support will be based in the UK/Ireland, does this disqualify us due to section 6.24 Prohibition Against Services Performed Outside the United States?

Answer:   The Ohio Department of Job and Family Services will only consider proposals that are pursuant to Executive Order 2019-12D. Executive Order 2019-12D prohibits State Cabinet-Level Agencies from entering into agreements for purchase services which will be provided outside the United States.

Date: 6/25/2021

Inquiry: 86677


Question:   4.1 Scope of Work - page 9-12. Has the team seen any LMS or Performance demonstrations prior to the RFP release? If so, which products have you evaluated?

Answer:   People involved in preparing this proposal have seen or used a variety of LMS systems, some with and some without learning content management system (LCMS) capabilities. Although, we have not formally evaluated any LMS prior to the RFP release.

Date: 6/25/2021

Inquiry: 86664


Question:   4.1 Scope of Work - page 9-12. Can you provide an example of the RTM you expect the contractor to fill out and track?

Answer:   The vendor may recommend a monitoring system and implement it with ODJFS concurrence.

Date: 6/25/2021

Inquiry: 86663


Question:   4.1 Scope of Work - page 9-12. Throughout the duration of the contract, are you expecting the vendor to provide Tier 1 (LMS end user) direct support or only support for your administrators?

Answer:   Only support for authorized administrators. Administrators provide end user support.

Date: 6/25/2021

Inquiry: 86662


Question:   Section 1.4 (pg.4) You state that your current platform is limited in that it ‘is not a Learning Content management System’ - are you looking for a platform with full LCMS functionality? If so, can you expand on this requirement?

Answer:   Ideally the new system will both store and serve a wide variety training materials; ideally the system would be agnostic as to format of material being served.

Date: 6/25/2021

Inquiry: 86661


Question:   1.3 Overview of Project (pg. 3): Can you explain further specifically what Business Analysis and OCM tasks would be required to be handled by the vendor?

Answer:   Ideally the new system will both store and serve a wide variety training materials; ideally the system would be agnostic as to format of material being served.

Date: 6/25/2021

Inquiry: 86651


Question:   1.2 Background (pg.2) Please can you clarify what is meant by ‘trainers’ - does this mean trainers on the platform or face-to face trainers?

Answer:   Both. The LMS should support both kinds of trainer.

Date: 6/25/2021

Inquiry: 86659


Question:   4.1 Scope of Work - page 9-12. What are the expected deliverables for Organizational Change Management?

Answer:   In Stage 2 Requirement 4 we are requesting vendor recommendations based on the requirements being developed.

Date: 6/25/2021

Inquiry: 86658


Question:   1.2 Background (pg.2) - What data will you need to migrate from GoSignMeUp?

Answer:   The GoSignMeUp (GSMU) system has learner records, session records, and enrollments. But it has far less detail than E-Track (<5GB), nor does it store such things as evaluation data. We would like what data is there to be imported.

Date: 6/25/2021

Inquiry: 86657


Question:   4.1 Scope of Work - page 9-12. For how many system roles do you expect the contractor to write test scripts?

Answer:   For each hierarchical role such as administrators, trainers/coaches, learners, etc. there should be an amount of test scripts for key functions within the LMS. There is not a set number expected as long as the primary functions are being tested for each role.

Date: 6/25/2021

Inquiry: 86656


Question:   4.1 Scope of Work - page 9-12. Is there hard go-live date requirement for the new Learning Management System? If so, what are those and what is driving those?

Answer:   4.1 – Scope of Work – Stages 1-7, have a target date of completion by June 30, 2022.

Date: 6/25/2021

Inquiry: 86655


Question:   4.1 Scope of Work - page 9-12. Would you like the LMS to integrate with any vILT providers? Please specify which one(s). Ex. WebEx, GoToMeeting, Adobe Connect.

Answer:   Yes the LMS will have to integrate with a Virtual Instructor-Led Training provider. OCWTP currently uses GoToTraining/Meeting and Zoom. We would like the LMS to integrate with one or more major virtual learning platforms.

Date: 6/25/2021

Inquiry: 86653


Question:   Will ODJFS consider a 2 week extension of the proposal due date given the upcoming Independence Day holiday and the desire to provide a thorough response to all components of the RFP?  Thank you for your consideration.  

Answer:   No, there will not be any extensions granted for this RFP.

Date: 6/25/2021

Inquiry: 86652


Question:   4.1 Scope of Work - page 9-12. Will you require Single Sign On (SSO) to be implemented to allow users to log into the LMS from your network?

Answer:   The statewide coordinator of OCWTP/OHSTS (OUCCAS) handles business analytics and OCM tasks such as trainer payments, analyses of schedules, etc. The LMS vendor's job is to create a system with intrinisc capabilities (e.g., BI queries) and the ability to export data that LMS administrative users can exploit.

Date: 6/25/2021

Inquiry: 86654


Question:   4.1 Scope of Work - page 9-12. How many total records of historical completion data will you need to extract, transform, and migrate to the new LMS (estimate)?

Answer:   It is estimated there are a total of 462,828 historical records in E-Track.

Date: 6/25/2021

Inquiry: 86650


Question:   4.1 Scope of Work - page 9-12. Describe specific integration requirements for go-live to exchange data between the LMS and other systems. Include the type of data (specific fields, if possible), destination system, frequency, etc.

Answer:   Section 4.1, Stage 6 (page 11), states the new LMS must be compatible with Open Database Connectivity (ODBC) or an appropriate Application Programming Interface (API) to enable data from the new LMS to be exported to an external system for analysis purposes as needed. The compatibility feature of the new LMS meets this requirement, details will be determined at a later date.

Date: 6/25/2021

Inquiry: 86649


Question:   4.1 Scope of Work - page 9-12. Do you have any external content providers that you need to integrate with the LMS (Skillsoft, LinkedIn, etc.)? If so, which ones? Please describe any eLearning content needs you may be looking to fill (i.e. Compliance, DE&I, Customer Service, Leadership, etc.)

Answer:   No. Virtually all of our content will be child welfare or adult protective services related, much of which OUCCAS (current OCWTP vendor) creates. We do partner with Foster Parent College, Adult Protective Service Workforce Innovations (APSWI), and similar organizations but what they provide is SCORM compliant.

Date: 6/25/2021

Inquiry: 86648


Question:   Section 3.1B (pg.8) Can you further describe what is required in the reference letter?

Answer:   It should be a standard reference letter supporting the nature and quality of the vendor's work and product (i.e. LMS).

Date: 6/25/2021

Inquiry: 86647


Question:   4.1 Scope of Work - page 9-12. Will you allow users to self-register for an account? Explain the scenarios.

Answer:   Yes, only users that have a defined recognized role, for example, PCSA staff (caseworker or supervisor), certified foster caregiver, IV-E juvenile court, will be allowed to self-register for an account in the LMS.

Date: 6/25/2021

Inquiry: 86646


Question:   4.1 Scope of Work - page 9-12. 3. Do you want to use flat file batch load process or APIs to load user data into LMS from your HRIS?

Answer:   We are open to either, a flat file batch load or application programming interface for loading certain human resources (HR) user data from SACWIS or another state system like MyOhio/OH ID.

Date: 6/25/2021

Inquiry: 86645


Question:   Section 3.2 A,B,C (pg.8) Can the same 2-4 Organizations be used as examples and references of similar customer implementations?

Answer:   Yes, the same 2-4 organizations can be used across Section 3.2 A thru C.

Date: 6/25/2021

Inquiry: 86644


Question:   4.1 Scope of Work - page 9-12. Do you have any users whose data will come from systems other than your HRIS? Will this data need to be fed into the LMS or be manually created by your administrators?

Answer:   Existing data in current LMS will be imported to new LMS. User data for users new to the new LMS post implementation that cannot be imported from SACWIS or another state system like MyOhio/OH ID, will have to be entered manually by administrators or certain users permitted to self-register.

Date: 6/25/2021

Inquiry: 86643


Question:   4.1 Scope of Work - page 9-12. Which HRIS and/or other systems will you be pulling user data from to load user accounts into the LMS on ongoing basis?

Answer:   Because Ohio counties have separate human resources information systems (HRIS), we can probably only hope for name, ID, email, and employment start/end dates being imported from SACWIS or another state system like MyOhio/OH ID. The goal is to interface with other LMS such as OH ID and Foster Parent College so we can exchange and validate training records for OCWTP.

Date: 6/25/2021

Inquiry: 86642


Question:   Section 1.3 Overview of Project (pg.3) "Training population of nearly 50,000 users and increasing to 100,000 users in a span of 2 years." What is the expected concurrent usage of the platform in years 1, 2, and 3?

Answer:   We project to maintain around 100,000 users in year 3 and beyond.

Date: 6/25/2021

Inquiry: 86641


Question:   Section 1.2 Background (Pg.2) "Current system places severe limitations on what data can be exported." What data are you looking to export, to what platform/tool and with what frequency?

Answer:   New LMS must allow us to export any data - including identifiers - in a way compatible with Open Database Connectivity (ODBC) or an appropriate Application Programming Interface (API) for our use with productivity software, statistical software, etc.

Date: 6/25/2021

Inquiry: 86640


Question:   Section 1.2 Background (pg.1) Do the 35k inactive users still need access to the new lms or is it just required to keep their data on record?

Answer:   The inactive users do not need access to the new LMS, the data is required to be stored.

Date: 6/25/2021

Inquiry: 86639


Question:   RFP Section 1.2, page 3, "ODFJS wants an LMS that is designed as a minimum to support"...: 1. The ODFJS quotes a need for an LMS that can perform competency and performance evaluations as part of its required capabilities. Could ODFJS confirm if performance management at a level similar or comparable to an HR system is part of its requirements?

Answer:   Our LMS is not going to be used as an HR system, although it will need to contain certain HR data (e.g., name, hierarchy, hire date). The LMS would ideally be used to assesss as well as track competencies. The only performance evaluations to be tracked are for trainer/learner performance and training compliance.

Date: 6/23/2021

Inquiry: 86565


Question:   Page 3 - 1.2 Background - Ability to exchange required information with other state systems, Ohio Statewide Automated Child Welfare Information System (SACWIS) through a real-time data interface. Please describe the type of information that will be pushed or pulled and from which state systems.

Answer:   This information would be determined but an example is begin and end dates of employment based on matching the person or employee ID. ODJFS simply wants a system with the capability to integrate with SACWIS. ODJFS also wants the system to provide application programming interface (API) capabilities to exchange data with other state learning management systems like, OH ID (https://ohid.ohio.gov/wps/portal/gov/ohid/login/). See Appendix A "LMS Requirements - Integration", page 53.

Date: 6/22/2021

Inquiry: 86617


Question:   In Addendum B - Cost Proposal, there is a field to provide pricing for “Organization Experience and Capabilities” and “Staffing Experience & Capabilities.” Will you please confirm we can mark the Proposed Price for these items as N/A or remove them from the Cost Proposal table?

Answer:   Yes, confirmed. Please disregard.

Date: 6/22/2021

Inquiry: 86564


Question:   Appendix A, LMS Requirements – Integration, Payment Processing Item 3 page 53, Please elaborate, clarify or provide examples on the ability to track billable hours and automatically add to invoices? Would this function pertain to users or facilitators?

Answer:   The ability to track billable hours refers to the ability to pay trainers.

Date: 6/22/2021

Inquiry: 86583


Question:   Appendix A, LMS Requirements – Integration, Payment Processing Item 2 page 53, Please elaborate, clarify or provide examples on the ability to generate invoices for learners? Are there set procedures for approval and assignment of the course once the invoices are paid?

Answer:   Learners submitting payments should see an invoice for a payment about to be made and documentation that it was paid.

Date: 6/22/2021

Inquiry: 86582


Question:   Appendix A, LMS Requirements – Integration, Payment Processing Item 1 page 53, Would ODJFS, OUCCAS have one main merchant account which all e-commerce payments will be deposited. ODJFS, OUCCAS will take responsibility to pay the appropriate facilitators/trainers for their efforts?

Answer:   Yes, there would be one main merchant account (OUCCAS), and OUCCAS would be responsible for payments to trainers.

Date: 6/22/2021

Inquiry: 86581


Question:   Appendix A, LMS Requirements – Integration, Others & Non-Functional, Item 3, Page 56 “Must be SCORM compatible” “The system includes a catalog of 1,955 (one thousand nine hundred and fifty five) unique courses, each of which is tied to specific competencies in the systems competency catalog comprised of 3,000 (three thousand) + competencies arranged by topic and skill set.” Are these courses internally generated or third party courses? What formats are the courses Scorm 1.2, 2004 (ver. 1,2,3), AICC or X-API. If X-API how many courses are in this format and can we get an example of a course?

Answer:   The 1,955 includes all types of courses (instructor led, in-person, virtual, self-directed, blended, etc.). The majority of these courses are instructor led, in-person courses. Just under 200 are virtual, and all self-directed courses are either HTML5 or SCORM compliant. The 1,955 courses are a combination of internally generated or third party. We expect the number of self-directed courses (HTML5 or SCORM compliant) to grow significantly. Here is a link to one of our HTML5 courses: http://ocwtp.net/articulate_projects/Human_Trafficking_Professionals/story_html5.html

Date: 6/22/2021

Inquiry: 86580


Question:   Section 4.1, Stage 8, Item 5, page 12, “LMS in operational mode, including Tier 1 and Tier 2 support. a. Ongoing Tier 3 support.” Assumption the contractor will provide (based on proposed hours) administrative through end user support services, is this correct? Contractor will not be able to respond to questions concerning custom content or internal structural or procedural issues, will there be an ODJFS, OUCCAS support line (help desk) to respond to these inquiries?

Answer:   ODJFS authorized users (administrators) will respond to such inquries. ODJFS authorized users will access vendor support as necessary. We envision the number of authorized users (administrators) to be under twelve. These people will work with the vendor on LMS service issues.

Date: 6/22/2021

Inquiry: 86579


Question:   Section 4.1, Stage 8, Item 5, page 12, “LMS in operational mode, including Tier 1 and Tier 2 support. a. Ongoing Tier 3 support.” Assumption the contractor will provide (based on proposed hours) administrative through end user support services, is this correct? Contractor will not be able to respond to questions concerning custom content or internal structural or procedural issues, will there be an ODJFS, OUCCAS support line (help desk) to respond to these inquiries?

Answer:   ODJFS authorized users (administrators) will respond to such inquiries. ODJFS authorized users will access vendor support as necessary. We envision the number of authorized users (administrators) to be under twelve. These people will work with the vendor on LMS service issues.

Date: 6/22/2021

Inquiry: 86578


Question:   Section 4.1, Stage 7, Item 10 a page 11, fourth Sentence stating with the For each production release of ZZZ, our change management of releases are controlled through stringent Agile, Sprint and testing methodologies. These code sprints are 2 to 3 weeks in duration. The 30 day timing would be in conflict with our aggressive approach to system enhancements. All clients are converted to new production product release levels at the same time providing a single code base which supports the most effective, consistent service and focus. Would ODJFS, OUCCAS consider changes to the prescribed RFP management controls?

Answer:   As stated, ODJFS reserves the right to approve an alternative schedule, which may extend beyond the 30-day period.

Date: 6/22/2021

Inquiry: 86577


Question:   Appendix A, Scheduling and Registration: 10. Does the ODFJS expect its LMS to notify learners when courses are rescheduled or cancelled? Could you provide additional clarification about these requirements?

Answer:   Automated email notifications to enrolled learners about changes in the status of scheduled trainings would be desirable.

Date: 6/22/2021

Inquiry: 86575


Question:   Appendix A, Competency Management and Learning > Manage Hierarchy of Competencies with Prerequisites: 9. Could the ODFJS provide additional information about this requirement? How would the ODFJSs Administrators propose to leverage a hierarchical competency structure with prerequisites, as outlined in this requirement?

Answer:   Competencies that have yet to be achieved will be used to direct the learner to training opportunities. Attached to each opportunity will be listed prerequisites, if any.

Date: 6/22/2021

Inquiry: 86574


Question:   RFP Section 5.3, page 14, "Service Levels": 8. Could the ODFJS please confirm that the quoted times in this section are the expected Response, and not Resolution, times?

Answer:   The times in Section 5.3 Service Levels are response times and not resolution times.

Date: 6/22/2021

Inquiry: 86573


Question:   RFP Section 4.1, page 13, "Selected Vendor Compensation Structure": 8. The ODJFS identifies that all pricing must be firm, fixed and all inclusive in this item. Should Proponents assume that all requirements outlined in this document are must-have requirements, and that proponents must provide an all-inclusive cost that covers as many requirements as possible? Given the above, would a proponent whose platform does not meet some of the ODFJS requirements in full be disqualified?

Answer:   Yes, that is correct. Any unmet requirements will be taken into account when evaluating the proposal.

Date: 6/22/2021

Inquiry: 86572


Question:   RFP Section 4.1, page 11, Hypercare: 7. Will the Proponent be expected to respond to all Tier 1 support requests from all users at ODFJS during this period? Typically, we find that it is may be best for all base-level support calls to be handled by the clients Administrators, as they are best placed to triage support requests and escalate them to Blackboard Support accordingly.

Answer:   Your understanding is correct. For Tier 1, if administrators (ODJFS authorized users) cannot address, ODJFS will escalate to LMS vendor.

Date: 6/22/2021

Inquiry: 86571


Question:   RFP Section 1.4, page 4, "Objectives of the Project": 6. Applications and Training Plans: The ODFJS outlines a need to have individual facilitator training plans based on application processing requirements for OCWTP/OHSTS. Could the ODFJS please elaborate further on this requirement? Where will prospective learners enter their details, and how will their information propagate to the LMS? Will the LMS be expected to automatically enroll those learners into a series of courses based on their responses, or will this process take place manually?

Answer:   We envision a system that can use quiz or survey capabilities to help trainers/learners identify sessions they must complete, and to store a record that they have done so. Automatic enrollment is not envisioned.

Date: 6/22/2021

Inquiry: 86570


Question:   RFP Section 1.4, page 4, "Objectives of the Project": 5. Instructor Unavailability: The requirements outlined by ODFJS in Appendix A do not identify a need for instructors to be able to specify the times and dates when they will not be available, and thus prevent users from assigning instructors to courses that take place in those specific times and dates. Could the ODFJS please confirm if this requirement is expected in the scope of the project?

Answer:   Yes, Appendix A "LMS Requirements - Capabilities by Role", page 55, for Facilitators/Trainers to "manage facilitator/trainers calendar with session details". Additionally, please see paragraph 4 of Section 1.4.

Date: 6/22/2021

Inquiry: 86569


Question:   RFP Section 1.4, page 4, "Objectives of the Project: 4. Calendar view: Does the ODFJS require each individual user to access a calendar view showing the times and dates when their training will take place? Would a system that makes this information available in each users own personal calendaring applications meet this requirement?

Answer:   We would prefer an LMS where a user could see their past and upcoming scheduled trainings. But a system that could do that and send calendar items to a user's productivity software would meet requirements.

Date: 6/22/2021

Inquiry: 86568


Question:   RFP Section 1.2, page 3, "ODFJS wants an LMS that is designed as a minimum to support"...: 3. The ODFJS notes that the LMS must have the ability to exchange information with SACWIS, and that this integration must take place via a real-time data interface. In our experience, critical data exchanges are best performed via an SFTP data exchange, as this can be more resilient to disruption. Is a real-time exchange with SACWIS a must-have requirements, and will Proponents be expected to deliver a system that effectively integrates with SACWIS as part of the scope of this project, or does ODFJS simply want a system with the capability to integrate?

Answer:   ODJFS simply wants a system with the capability to integrate with SACWIS. We would be open to a SFTP data exchange.

Date: 6/22/2021

Inquiry: 86567


Question:   RFP Section 1.2, page 3, "ODFJS wants an LMS that is designed as a minimum to support"...: 2. The ODFJS identifies a need for "payment processing" as part of its requirements. Could the ODFJS confirm the name and provider of the payment gateway that it would like to use for its LMS?

Answer:   ODJFS does not have a preference for the payment gateway.

Date: 6/22/2021

Inquiry: 86566


Question:   RFP Section 3.3 item B., Staff Experience and Capabilities, page 8 states, “Include resumes of key staff expected to work on the project, their education and their relevant experience using the standard resume forms included in the proposal.” A resume template is referenced but we did not locate the template in the RFP documents. Will you please provide the template or update this requirement?

Answer:   Please feel free to use any standard resume template of your choosing.

Date: 6/22/2021

Inquiry: 86563


Question:   RFP Section 1.2 Background, page 2, paragraph 3 states the “system includes a catalog of 1,955” unique courses. Does ODJFS want the selected vendor to migrate the courses to the new system? And if so, what format are the courses in?

Answer:   Yes, ODJFS wants the selected vendor to migrate the courses to the new system. The self-directed courses are HTML5 or SCORM compliant. The majority of the 1,955 courses are instructor led, in-person, and are stored by the current vendor in Oracle.

Date: 6/22/2021

Inquiry: 86561


Question:   RFP Section 1.2 Background, page 2, paragraph 3 states there are 15,000 training participants and 35,000 inactive participants. Section 1.3 states the LMS should support a training population of nearly 50,000 participants. Does ODJFS anticipate only 15,000 of the 50,000 participants will be active when they transition participants from E-Track to the new system?

Answer:   That is correct. E-Track maintains historical data related to users going back 20 years based on the Ohio Child Welfare Training Program retention policy.

Date: 6/22/2021

Inquiry: 86560


Question:   RFP Section 4.1 Scope o f Work, Stage 3, item 5: Will you please clarify if the E-Track system is provided and supported by a vendor or if it is built and managed by the Ohio Department of Job and Family Services or other State agency? If supported by a vendor, will you please share who your current vendor is?

Answer:   Our current learning management system vendor is Training Education Development Solutions, Inc.

Date: 6/22/2021

Inquiry: 86558


Question:   The clarification language in Addenda 8 states, “The Vendor must have successfully performed and completed a learning management system implementation for at least three (3) state, local, or federal agencies, or a global fortune 500 company with at least 25,000 users.” However, the posted corrected Addendum A Technical Proposal Score Sheet states, “…at least five (3) state, local or federal agencies, or a global fortune 500 company with at least 25,000 users.” Question: Can the state please confirm that the requirement is to provide three (3) and not five (5) qualifications to meet this requirement?

Answer:   Apologies for the error, yes the State can confirm that the requirement is to provide three (3) qualifications to meet this requirement.

Date: 6/22/2021

Inquiry: 86545


Question:   RFP Section A. Proposal Organization, page 25 states, “The signed originals of the above referenced forms (Attachment A., Sections I. and II.) are to be provided in the vendor’s original proposal. Photocopies of the completed and signed forms must also be provided with each of the required copies. The above referenced forms must also be included in the Technical Proposal CD-ROM.” Will ODJFS please confirm that only an electronic proposal submission is required via File Drop and no hard copies or CD-ROM is required?

Answer:   Yes, only submissions by file drop are accepted at this time.

Date: 6/22/2021

Inquiry: 86562


Question:   The last paragraph of 1.4 Objectives of the Project - states This RFP includes several example reports (Addendum H). We are not able to locate a document Addendum H. Did this really mean Appendix B - LMS report examples or another document?

Answer:   Apologies as we had to rearrange the files due to system size requirements. Addendum H is now Addendum F. https://procure.ohio.gov/pdf/234306102021135622Addendum%20F.pdf

Date: 6/22/2021

Inquiry: 86540


Question:   Appendix A, Category: General Subcategory: Communications and Notifications Feature: Ability to create campaigns to learning events to create spaced retrieval. Please describe once the push of information from the LMS, occurs what the participant will do with this information and what expectations are needed for the training organization of what happens with this information. Which parts are required to be included in the LMS?

Answer:   We are looking for the LMS to send post-training prompts on a scheduled basis. For example, a short quiz the day after training, some fill in the blank questions three days later, and then a case study and thought question a week later. This so called "spaced-retrieval" requires the learner to use concepts and apply them to their work. It requires both the scheduled communications and test (or survey) administration.

Date: 6/22/2021

Inquiry: 86541


Question:   Can you please share Addendum B Cost Proposal JFSRFQ2223068210 in editable and/or Excel format?

Answer:   Yes, this is being uploaded to the addendum file.

Date: 6/22/2021

Inquiry: 86536


Question:   For Sub-Tab 2a. Mandatory Vendor Qualifications (Section 3.1, A through B), “The signed originals of the above referenced forms are to be provided in the vendor’s original proposal,” Question: As this is an electronic proposal response submission, does this mean an e-signature will be acceptable?

Answer:   Yes, an electronic signature (e-signature) is acceptable.

Date: 6/21/2021

Inquiry: 86548


Question:   For Sub-Tab 2a. Mandatory Vendor Qualifications (Section 3.1, A through B), “Vendors are required to provide a complete copy of the included Security Supplements A & of this RFP,” Question: Did the State intend for this to say Supplements A & S?

Answer:   Yes, that it correct.

Date: 6/21/2021

Inquiry: 86547


Question:   For Section 3.2 Organizational Experience and Capabilities requirement B, “Reference letters from at least three (3) entities for which they have performed similar large scale projects in the past five (5) years." Question: Does “they” refer to the prime vendor submitting the response?

Answer:   Yes, that is correct.

Date: 6/21/2021

Inquiry: 86546


Question:   The RFP states: The Vendor must have successfully performed and completed a learning management system implementation for at least three (3) state, local, or federal agencies, or a global fortune 500 company with at least 25,000 users. Question: Can the mandatory requirements be met utilizing the subcontractors experience?

Answer:   No, mandatory vendor requirements cannot be met using subcontractors experience.

Date: 6/16/2021

Inquiry: 86483


Question:   4.1 - Scope of Work - Stage 7 describes the Production Deployment. Does ODJFS have a target deployment date within the contract time period? If so, please provide timeline expectations.

Answer:   Stages 1-7, have a target date of completion by June 30, 2022.

Date: 6/16/2021

Inquiry: 86468


Question:   There is conflicting language between 3.1 Mandatory Vendor Qualifications and Addendum A Mandatory Requirement. Please confirm which should be used for the proposal and how many implementations are required.

Answer:   In response to your inquiry: The Vendor must have successfully performed and completed a learning management system implementation for at least three (3) state, local, or federal agencies, or a global fortune 500 company with at least 25,000 users. A Corrected Addendum A Technical Proposal Score Sheet has been posted.

Date: 6/15/2021

Inquiry: 86467


back

Inquiry period ended:  6/24/2021 8:00:00 AM