1-RFI-101-25-CC Learning Management System.pdf

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REQUEST FOR INFORMATION (RFI)

RFI-101-25-CC

Citywide Learning Management System (LMS) Buyer/Purchasing Agent: Corina Chiorescu

Email: corina.chiorescu@talgov.com Phone: 850-891-8025

1.1 INTRODUCTION

This request is for information only to assist the City of Tallahassee (City) in determining how best to fulfill the requirements described herein. This RFI is issued solely for information and planning purposes – it does not constitute a Request for Proposal (RFP) or a promise to issue an RFP in the future. This request for information does not commit the City to contract for any supply or service whatsoever.

Should the City determine to proceed with a solicitation based on the responses to this Request for Information (RFI), the solicitation to be issued may be either a formal Request for Proposal (RFP) or Invitation for Bid (IFB), to be handled in accordance with City purchasing policies and procedures. Submission of a response to this RFI will not prevent your participation in a future competitive solicitation. The schedule of events is in section

1.6. Depending on the response, the City may request a follow up meeting or discussion with some or maybe all vendors that respond to this RFI. If you have questions about this RFI or the process, please contact the Buyer/Purchasing Agent.

1.2 PURPOSE

The City is seeking information from vendors regarding their capability to support a Citywide Learning Management System (LMS). The purpose of this RFI is to identify systems that can support the professional development, regulatory compliance, and operational readiness of approximately 4,000 employees—including full-time, part-time, and seasonal staff— across a wide range of departments and job classifications.

The City, through its Human Resources and Workforce Development (HRWD) Department has issued this Request for Information (RFI) to solicit statements of interest, capabilities, and Rough Order of Magnitude (ROM) cost estimates from all Respondents interested in, Rev. 7/2023 2 and capable of, providing an LMS system. Responding vendors must be capable of meeting or exceeding the requirements outlined in Exhibit A.

The City plans to engage in discussions with interested vendors prior to any potential formal solicitation; however, participation in this process does not guarantee that a formal solicitation will be issued. These discussions are intended to assist in identifying platforms with features that align with the City’s mission, policies, and evolving strategic objectives. Of particular interest are LMS platforms that support, at a minimum, the following:

1) Blended learning (virtual live, in-person, and self-paced modules);

2) Automated reporting;

3) System customization and configuration; and

4) Developer and end-user training manuals/documentation.

RFI responses should include the following information:

1) A brief overview of the LMS platform and its capabilities;

2) Technical requirements and deployment model (e.g., SaaS, on-premise);

3) System integration capabilities (especially with PeopleSoft HCM 9.2);

4) Sample implementation plans, including administrative and developer documentation;

5) Training and onboarding support options (including administrator and end-user manuals);

6) Available support and technical resources; and

7) Relevant experience with municipal or public sector clients

This RFI is issued solely for information and planning purposes—it does not constitute a solicitation or a promise to issue a solicitation in the future.

1.6 SCHEDULE OF EVENTS

The proposed time schedule as related to this RFI is as follows. (Dates and times are subject to change):

Release of Request for Information (RFI) August 18, 2025 Deadline for Vendor Questions August 26, 2025 at 2:30 PM ET Anticipated Posting of Answers to Questions

September 9, 2025

Response Submission Deadline September 16, 2025 at 2:30 PM ET Demonstrations and Discussions* September 22-26, 2025

*Demonstrations and discussions are tentatively scheduled to allow Vendors to hold potential dates, however, the City reserves the right to change the dates or forego the event entirely. Please note that only Vendors who submit a response may be

Rev. 7/2023 3 invited for a demonstration and discussion with City staff.

1.3 BACKGROUND

The City of Tallahassee is a full-service municipality providing a range of services including utilities, public safety, transportation, community development, and internal administrative services. The HRWD Department plays a key role in supporting City employees’ compliance with mandatory training, as well as their career growth through technical and soft skills development.

Currently , the City does not have a centralized LMS capable of serving the broad range of training needs across its workforce. To better support its employees, the City is seeking a modern, scalable LMS solution that can address the following critical requirements:

1) Deliver and track required safety, compliance, and professional development courses;

2) Manage structured training plans for different job classifications;

3) Integrate securely with the City’s PeopleSoft HCM system;

4) Provide access to and generate detailed reports for training completion;

5) Offer customizable and user-friendly training environments; and

6) Supply robust training and developer manuals for internal system administrators and developers.

1.4 RESPONSE REQUIREMENTS

Limit your response to ten (10) pages or less. At a minimum, your RFI response should contain the following:

1) Executive Summary/Contact Information Please provide the following contact information:

Company Name;

Address;

Name of the individual who will act as primary point of contact for inquiries;

Contact Person’s Telephone Number;

Contact Person’s Email Address.

PAGE 2-10

1) Statement of Interest, Capabilities, and Approach

Based on the project information provided in this RFI, briefly describe the approach you would recommend for this project and explain your reasons.

This section must include:

a. Company Profile and Relevant Experience;

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b. System Overview and Feature Summary;

c. Technical Specifications and Hosting Details;

d. Integration Capabilities;

e. Sample Training and Developer Manuals;

f. Implementation and Support Models;

g. Sample Reports and Dashboards;

h. Training Content Offerings;

i. Security and Data Privacy Features.

2) Evaluative Comments

Please provide your evaluative comments on the LMS description and requirements outlined in EXHIBIT A.

3) Suggestions or Advice Please provide any suggestions or advice regarding the design, implementation, management, technology, etc. of this contemplated project.

4) Clarifications or Additional Details

Please provide any additional information or clarification needed by prospective vendors to prepare a comprehensive proposal in the future.

5) Rough Order of Magnitude (ROM) cost estimate Include a preliminary cost estimate based on your understanding of the project scope.

6) Agreements Please indicate if you have any active agreements that the City may use, from the following categories:

a. General Services Administration (GSA) Schedule Contracts/Federal Government;

b. State Term Contract (issued by the Florida Department of Management Services);

c. Contracts with other governmental entities including municipalities, cities, counties, authorities, districts, school boards, etc.

d. Cooperative purchasing agreements such as Sourcewell, OMNIA Partners, HBACBuy, NASPO Valuepoint, and similar organizations.

1.7 SUBMISSION OF INFORMATION

The City of Tallahassee uses Euna Procurement (formerly Bonfire), and its procurement platform (https://eunasolutions.com/solutions/procurement/) to administer the competitive solicitation process as well as RFIs. There is no charge to register and download the RFI from https://eunasolutions.com/solutions/procurement/

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Euna procurement tool. The registration button is at the top right corner of the City’s Procurement Portal, as shown in the picture below:

To assist with registration and submission of responses, watch this Euna Procurement training video, explaining vendor registration and submission:

Vendor Registration and Submission Video

For additional questions or support when using the platform, visit the Euna Procurement Customer Support page, search the Vendor FAQ or contact the Euna support team at support.bonfire@eunasolutions.com or by calling 1-844-226-3862 (EUNA).

To submit a response via Euna Procurement/Bonfire, each of the following steps MUST be completed:

1. Login to https://talgov.bonfirehub.com/

2. Select the Open Public Opportunities Tab

3. Find the relevant solicitation and click “View Opportunity” to see details

4. Select Log in / Register

5. If you are a new user, select New Vendor Registration/Create your Free Euna Account. If you are already registered, select Login and enter your email address and password.

Step 1: Upload all required documents and enter all requested information.

Step 2: The final step in submitting a response involves an acknowledgement that the information and documents entered are accurate and represent the supplier’s actual response, proposal, quote or bid. Click the checkbox labelled “I understand that I can’t change any of the submission details or documents once the project closes.”

Acknowledgement is registered when the supplier clicks the button labelled SUBMIT & FINALIZE MY SUBMISSION. Euna/Bonfire will post a notice that the offer has been received.

This notice from Euna/Bonfire MUST be recorded prior to the closing date and time or the response will be considered late. Contact the Buyer/Purchasing Agent if your response is late.

1.8 OUTCOME

Participation in this RFI process is optional and is not required in order to respond to any subsequent procurement. Neither the City of Tallahassee nor any interested party has any obligation under this RFI, and the City does not guarantee any formal solicitation will be generated based on this RFI. The City is not liable for any cost incurred by vendors in https://talgov.bonfirehub.com/portal/?tab=openOpportunities https://talgov.bonfirehub.com/portal/?tab=openOpportunities https://customer.eunasolutions.com/public/s/article/vendor-registration-and-submission-video https://eunasolutions.com/support/bonfire/ https://eunasolutions.com/support/bonfire/ mailto:support.bonfire@eunasolutions.com https://talgov.bonfirehub.com/

Rev. 7/2023 6 replying to this RFI.

The City thanks you in advance for your thoughtful response.

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EXHIBIT A

Scope of Work

A. Platform Requirements

The LMS must provide a secure, comprehensive training environment capable of supporting multiple training formats and learning audiences. Minimum platform requirements include:

1) Support for blended learning: including self-paced, instructor-led, virtual live (e.g., Zoom or Teams), and mobile access;

2) Modern interface: that is intuitive for learners, trainers, and administrators;

3) City branding and customization: ability to brand the platform and modify templates and dashboards;

4) Training and developer manuals: including user guides, setup/configuration documentation, system architecture references, and API documentation (if applicable)

B. Content and Training Types

1) Training Materials

a. Access to a library of up-to-date compliance and professional development training;

b. Support for uploading City-specific content (e.g., policies, memos, maps, and job aids);

c. Ability to author original content, including quizzes, attestation forms, and videos;

d. Developer/admin materials must include a manual detailing how custom content is uploaded, tagged, versioned, and retired.

2) Required Training Categories

a. Safety Training: OSHA, FDOT, NFPA-compliant courses with assessments and certifications;

b. Compliance Training: Covering FLSA, ADA, EEO, FCRA, IRS, PPACA, and other federal/state mandates;

c. Professional Development: Off-the-shelf content for leadership, customer service, communication, and job-specific technical training.

3) Training Plans and Curriculum

a. Must support curriculum development for job classifications;

b. Ability to create structured learning paths and mandatory training schedules;

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c. Administrative tools should allow linking curriculum to employee roles or departments;

d. Supporting manuals or guides for creating and managing training plans are required.

C. Integration Requirements

1) PeopleSoft HCM 9.2 Integration

a. Secure, automated transfer of training records via FTP, API, or similar methods;

b. Training data must include: employee name, course ID/title, department, completion date;

c. Integration frequency: at minimum weekly; daily preferred;

d. Developer documentation must include field mapping, data validation rules, and troubleshooting references.

D. Administration and Reporting

1. Administrative Tools

a. Assign, track, and manage training at user and departmental levels;

b. Batch enrollment and group assignment options;

c. Reset passwords, modify user access, and manage permissions;

d. Provide administrative and developer user manuals with workflow descriptions.

2. Reporting and Analytics

a. Dashboards showing training completion, overdue courses, department-specific performance;

b. Ability to export reports in multiple formats (CSV, PDF, Excel);

c. Drill-down and filter options by date range, course type, department, or supervisor;

d. Reporting tool documentation/manual should be provided for advanced users.

E. Security and Data Protection

1) Must meet or exceed City IT security standards;

2) All data must be encrypted in transit and at rest;

3) Role-based access control for users and administrators;

4) Secure cloud hosting (if SaaS), with data center compliance (e.g., SOC 2, ISO 27001);

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5) Provide documentation on system architecture, authentication protocols, and backup policies.

F. Technical Support and Resources

1) Dedicated technical support team with defined service levels;

2) Support for login issues, record sync errors, course access problems;

3) Access to a vendor-provided knowledge base and user support portal;

4) Developer and administrator guides for troubleshooting and system configuration.

G. Training and Documentation

1) Comprehensive onboarding and training for City administrators and HRWD staff;

2) Live or virtual training sessions for system administrators and content creators;

3) Access to training documentation, including:

a. Administrator user guides;

b. Learner quick-start guides;

c. Developer manuals (for integration, content creation, APIs);

d. Troubleshooting workflows.

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