Amendment 2_Response to LMS Questions.pdf

Response to LMS Questions - Amendment #2

1. In the scope of work it’s showing that you are interested in a Moodle or Totara-based platform.

Are those the only LMS platforms that you’re open to?

GOVERNMENT RESPONSE: Yes, those are the platforms we are open to at this time.

2. Can you provide an overview of your technical environment, including current systems and software?

GOVERNMENT RESPONSE: We use Microsoft Office products including Teams and some use of Apple products as well.

3. When do you plan to decide on the LMS vendor?

GOVERNMENT RESPONSE: As soon as all technical evaluations are complete. The period of performance desired is January 1st 2025 to December 31st 2025.

4. What is your target date for having the new LMS live and accessible to users?

GOVERNMENT RESPONSE: The system should be accessible to users within 3 weeks of launch.

5. Who will be using the LMS? (Students, Internal employees, external users, etc.)

GOVERNMENT RESPONSE: The users will be Baldrige examiners, who are volunteers and are external to the federal government.

6. Is the LMS intended solely for internal use, or will it be accessible to a broader audience?

GOVERNMENT RESPONSE: The users will be Baldrige examiners, who are volunteers and are external to the federal government.

7. What systems do you currently use for HRIS, performance management, ATS, etc.? Please provide the names of these systems.

GOVERNMENT RESPONSE: We do not have an HRIS or ATS.

8. What are your essential integration needs for the LMS?

GOVERNMENT RESPONSE: Our agency uses OKTA for authentication. We have eventual needs for e-commerce applications.

9. What is your plan for launching the LMS?

GOVERNMENT RESPONSE: We plan to use the first month to set the system up, including branding and configuring the space. The second month we will begin to add our content and test. The third month we will go live with users.

10. Who will be responsible for ensuring the LMS is properly implemented?

GOVERNMENT RESPONSE: We have a dedicated system administrator(s) who will work with the vendor team to ensure the system is configured properly.

11. Do you have a dedicated LMS Administrator?

GOVERNMENT RESPONSE: Yes.

12. How many team members will be involved in creating content, and do you have a designated administrator?

GOVERNMENT RESPONSE: Two staff create and upload content-both will serve as system administrators.

13. Is pre-built content important to you? If so, what topics are you interested in?

GOVERNMENT RESPONSE: No.

14. Who will be responsible for creating company-specific content?

GOVERNMENT RESPONSE: Two staff fill this role.

15. How many years of historical data need to be migrated?

GOVERNMENT RESPONSE: No migration necessary.

16. How many courses need to be migrated from your current system on average?

GOVERNMENT RESPONSE: We have 20 SCORM courses.

17. How many team members are dedicated to this project?

GOVERNMENT RESPONSE: Two.

18. Will the LMS be managed by the HR or Operations team?

GOVERNMENT RESPONSE: No. Baldrige Staff will manage this system.

19. Who will be the system owner?

GOVERNMENT RESPONSE: The Baldrige Performance Excellence Program will be the system owner.

20. What are your main goals for the LMS platform?

GOVERNMENT RESPONSE: Our main goals are to train/test our 300+ Baldrige examiners on the Award Process.

21. Why are you looking to change your LMS now?

GOVERNMENT RESPONSE: Our contract with the previous vendor ended.

22. What are the top three issues you currently face that we can help address?

GOVERNMENT RESPONSE: We state our needs in the requirements listed in the SOW.

23. What external authoring tools are you using currently?

GOVERNMENT RESPONSE: We currently use RISE, Articulate Storyline, and Camtasia.

24. What has been your experience with these tools?

GOVERNMENT RESPONSE: We have staff who have worked as content builders and system administration in Moodle.

25. Are there any language requirements for the content?

GOVERNMENT RESPONSE: No.

26. Are you currently using an LMS?

GOVERNMENT RESPONSE: There is not an incumbent for the services as defined in this solicitation, however, there was a previous contractor providing a similar, related service.

27. If so, who is the vendor?

GOVERNMENT RESPONSE: The previous contract, NNG15SC73B/1333ND23FNB180123 was with Four, LLC, 2303 DULLES STATION BLVD, SUITE 105, HERNDON VA 20171.

28. What tools do you use for communication? (e.g., Slack, Teams, email) GOVERNMENT RESPONSE: Microsoft Office Suite and Teams.

29. Do you have a document management system like SharePoint? Where do you store important documents and SOPs?

GOVERNMENT RESPONSE: Yes. SharePoint.

30. Are all employees on-site, or do you have a hybrid work model?

GOVERNMENT RESPONSE: All users are remote.

31. What is your current onboarding process for new hires and is the onboarding training something you want to incorporate in your LMS as a part of onboarding?

GOVERNMENT RESPONSE: We are not interested in onboarding for hiring as a requirement at this time.

32. Do you have any coaching or mentorship programs as part of your learning initiatives?

GOVERNMENT RESPONSE: Our requirements are listed in the SOW. We will be training and testing examiners on the Baldrige Award Process.

33. Is the AWS cloud environment required or would a cloud service provider which meets Federal security compliance requirements be acceptable?

GOVERNMENT RESPONSE: AWS cloud is preferred, other platforms that meet all the Federal security compliance requirements could be considered.

34. Hosting Environment: The requirements specify an AWS-based environment. Given that our system is currently deployed on Microsoft Azure, could the hosting environment be reconsidered, or are there specific constraints or preferences tied to AWS?

GOVERNMENT RESPONSE: AWS cloud is preferred, other platforms that meet all the federal security compliance requirements could be considered.

35. Reporting and Test Analysis: Would detailed item-level test reporting be necessary for your courses? If so, please let us know if there are specific formats, depth, or export functionalities you require for these reports.

GOVERNMENT RESPONSE: Detailed test-item analysis is not a key requirement.

36. Role Customization: Could you specify if the system would require any custom roles or permissions beyond standard administrative, instructor, and learner roles? Understanding any unique access needs will help us configure the system accordingly.

GOVERNMENT RESPONSE: No custom administrator roles needed for base year.

37. Multi-Factor Authentication (MFA): You mentioned MFA integration with OKTA or Login.gov as part of the security framework. Given that our current deployment uses Azure authentication solutions, would any Azure-based MFA solutions be an acceptable alternative, or is OKTA/Login.gov integration mandatory?

GOVERNMENT RESPONSE: OKTA/Login.gov is mandatory.

38. Integrated Video Conferencing for ILT: We offer integration with MS Team, Zoom, Slack, etc., but we would like to confirm if there are any specific features required for live video conferencing sessions in your Instructor-Led Training (ILT) courses.

GOVERNMENT RESPONSE: No additional or specific integration for video conferencing is required at this time.

39. Are you currently using an LMS? If so, which one? If not, how are you currently offering training to your employees and tracking completions?

GOVERNMENT RESPONSE: We are not currently using an LMS and are not currently in a train cycle.

40. Is there hard go-live date requirement for the new Learning Management System? If so, what is it and what is driving that date?

GOVERNMENT RESPONSE: We expect to have the system up and running as soon as possible.

We plan to deploy/launch within 2 months of award date.

41. Do you require proposed LMS solutions are FedRAMP certified?

GOVERNMENT RESPONSE: We are not seeking a FedRAMP solution at this time.

42. Are you only considering Moodle or Totara-based platforms or will you consider a separate designated instance of another SaaS provider?

GOVERNMENT RESPONSE: We are seeking Moodle and Totara system.

43. Will you allow users to self-register for an account? Explain the scenarios.

GOVERNMENT RESPONSE: We will batch upload users.

44. Which HRIS and/or other systems will you be pulling user data from to load user accounts into the LMS? Does it capture supervisor relationships?

GOVERNMENT RESPONSE: This is not relevant to our needs-we are not pulling from other system, not in an HR business scenario.

45. If automated, how frequently would you like to update user data in the LMS? (Daily via an inbound data feed, real time via web services/API, or ad-hoc manually) GOVERNMENT RESPONSE: This type of integration is not a requirement at this time.

46. Do you have any users whose data will come from other systems (contractors, external users, etc.)? Will this data need to be fed into the LMS or be manually created by administrators?

GOVERNMENT RESPONSE: We do not have user data that will be coming in from other systems.

47. Do you need to pre-load any inactive users for historical reference/data? If so, how many?

GOVERNMENT RESPONSE: No need to pre-load any inactive users or historical reference/data.

48. What type of training do you plan to offer in this system?

GOVERNMENT RESPONSE: We will be using hybrid training- some online, asynchronous and some ILT using Teams links.

49. How will your user population interact with the system (i.e. one-time training, recurring training, optional/mandatory, etc.)?

GOVERNMENT RESPONSE: Users will complete recurring training (both SCORM modules and

ILT).

50. The LMS allows for different Welcome Page designs per org unit/audience. Will your agency require differentiated branding of the LMS based on an organizational unit? If so, how many?

GOVERNMENT RESPONSE: We anticipate use of differentiated branding. During the base year this will only be 2 different brands, others will be added in the option year.

51. How many learning objects (web based training, ILT, vILT, documents) will you be migrating/loading to the new LMS for go-live?

GOVERNMENT RESPONSE: We have 20 SCORM courses to upload after they have been revised for the current year. No need for migration by the vendor.

52. Are you looking to load any historical training completions for these users? If yes, approximately how many total completion records to-date do you plan to load?

GOVERNMENT RESPONSE: Not historical training completions or records need to be transferred.

53. Please describe specific integration requirements to exchange data between the LMS and other systems. Include the type of data (specific fields, if possible), destination system, frequency, etc.

GOVERNMENT RESPONSE: Our agency uses OKTA for authentication. We have eventual needs for e-commerce applications.

54. Do you have any external content providers that you need to integrate with the LMS (Skillsoft, LinkedIn, etc.)? If so, which ones? Do you want completions for those external courses to be tracked in the LMS?

GOVERNMENT RESPONSE: We do not have external content providers.

55. Are you looking for the vendor to provide a COTS content library offering with the LMS? If so, what type of training are you looking for that offering to include?

GOVERNMENT RESPONSE: We are not seeking a COTS content library.

56. Would you like to integrate any vILT providers with the LMS? Please specify which one(s). Ex.

WebEx, GoToMeeting, Adobe Connect, Zoom, MS Teams.

GOVERNMENT RESPONSE: We use Teams and are not looking to integrate at this time.

57. Will you require Single Sign On (SSO) to be implemented to allow users to log into the LMS from your network without having to enter their credentials?

a. Is your SSO protocol AES Encrypted SSO, SAML 1.1 or SAML 2.0? If not, what is it?

GOVERNMENT RESPONSE: Currently, for BPEP staff, we require SAML 2.0 with OKTA.

58. Do you require the vendor provide an onsite consultant during the implementation?

GOVERNMENT RESPONSE: We do not require an onsite by the vendor at any time, virtual will suffice.

59. Does your agency require the requested training take place onsite at the NIST office? Can the vendor offer training virtually?

GOVERNMENT RESPONSE: We do not require an onsite by the vendor at any time, virtual will suffice.

60. Are you looking for the vendor to provide Tier 1, 24/7 end user support?

GOVERNMENT RESPONSE: We require Tier 1 support for our administrators but not for end users.

61. What are your business drivers, pain points, and/or compelling reasons for considering a change of platform to meet your talent management initiatives?

GOVERNMENT RESPONSE: We seek to train 300+ volunteer examiners.

62. SCORM Standards: TORBU partially supports SCORM standards and is currently working toward full integration. Would phased SCORM compliance be acceptable if we meet all other functional and technical requirements?

GOVERNMENT RESPONSE: Full SCORM support is a requirement.

63. SOC 2 Compliance: TORBU is actively working toward SOC 2 compliance. Would documentation of our current security practices satisfy initial compliance requirements?

GOVERNMENT RESPONSE: We require SOC 2 compliance.

64. User Volume Expectations: What is the expected range or maximum number of users for this LMS during initial implementation? This information will help us tailor scalability planning to your needs.

GOVERNMENT RESPONSE: Our needs for year 1 (base) are for less than 500 users.

65. Reporting Requirements: Are there specific reporting features or types of reports that are critical beyond user engagement and course completion metrics GOVERNMENT RESPONSE: Additional reports or advanced reporting features are not required.

66. Future Expansion Options: If BPEP decides to expand LMS functionality, user capacity, or compliance needs in the future, would there be consideration for additional budget or a phased project expansion?

GOVERNMENT RESPONSE: BPEP will evaluate its additional needs or changes needed after the initial year of the contract.

67. Is the government open to other platforms other than Moodle or Totara?

We have a 19 year validated platform, is the government open to considering this option.

GOVERNMENT RESPONSE: Platforms we are open to at this time are Totara or Moodle based.

68. Regarding the configuration of a dedicated AWS, EC2 (US-based) cloud hosting environment.

The hosting partner for the LMS solution is USA based Digital Ocean, will the government consider this option?

GOVERNMENT RESPONSE: AWS EC2 (US-based) cloud is preferred, other platforms that meet all the federal security compliance requirements could be considered.

https://sam.gov/opp/c665b920dc824ab3ba409bd54d8240bf/view

CO Questions

69. What is your budget for this LMS project?

GOVERNMENT RESPONSE: The contractor shall provide a firm fixed price for the services specified in the SOW and does not have a budget to share.

70. We had a question about the response particularly the way the pricing is being asked on the

Offer Sheet. There is only one line item for the cost of the proposal. Is it an expectation that we should include all our implementation services and also the LMS subscription cost into one line item cost for the response. Just wanted to make sure we understand because there are other https://sam.gov/opp/c665b920dc824ab3ba409bd54d8240bf/view costs associated with the project outlined in the RFP that we look to address outside of just the subscription cost to the LMS system.

GOVERNMENT RESPONSE: Per the solicitation instruction, “The Offeror shall propose a firm-fixed-price for all Line Items on the SF1449. Additionally, the contractor shall provide a separate spreadsheet that itemizes all associated costs and discounts to derive at the firm fixed price. This volume shall also include a proposed payment schedule that meets the criteria specified in the SOW for consideration.” In response to the Price criteria, the Government expects that the offeror provide an EXCEL spreadsheet that itemizes all costs related to provide this service and demonstrates all totals, discounts and subtotals to demonstrate how the costs were derived for the base year and option year. Based on that spreadsheet, the total price for the base year and option year would then be plugged into the appropriate line on the SF1449.

71. What is your budget for the annual recurring fees as well as one-time implementation in Year 1?

GOVERNMENT RESPONSE: The contractor shall provide a firm fixed price for the services specified in the SOW and does not have a budget to share.

72. What are you currently spending for your current solution?

GOVERNMENT RESPONSE: The current solution was estimated at $71,061.88 for a four-year period.

73. Submission Format and Instructions: Could you provide specific guidance on the preferred format for proposal submission, including any subject line titles, PDF labels, or platforms required? Are there particular naming conventions we should follow for electronic submission?

GOVERNMENT RESPONSE: The solicitation section, ADDENDUM TO FAR PROVISIONS 52.212-1 AND 52.212-2, has been revised to include more information to address this question.

74. Evaluation Criteria: Could you offer further details on the evaluation criteria, including the weight assigned to factors such as cost, functionality, and security compliance?

GOVERNMENT RESPONSE: As stated in the solicitation, there are two (2) evaluation criteria, Technical acceptability and Price. There is no weight assigned to the factors. Each quotation will first be evaluated to determine if it meets or exceeds all the technical SOW requirements.

All that meet the technical requirements will then have their price evaluated for reasonableness. Considering the basis of award is technically acceptable, lowest price a purchase order will be awarded to the offeror that meets all the technical requirement at the lowest price.

75. Special Consideration for Early-Stage Companies: Will the evaluation process give special consideration to early-stage companies, particularly in terms of adaptability, innovation, or responsiveness to project-specific needs?

GOVERNMENT RESPONSE: No preference given.

76. Billing and Payment: Is there flexibility in the payment schedule for initial setup and ongoing support fees? Are specific milestones or deliverables linked to invoicing?

GOVERNMENT RESPONSE: Other than the proposing a payment schedule that is consistent with the requirement specifically stated in the SOW, “Task 1 shall be invoiced once completed per instructions above. Task 2 shall be invoiced monthly or quarterly after successful completion of Task 1. The remaining services may be invoiced at completion or divided into equally monthly installments, “ the offeror has the flexibility for the remaining associated costs.

77. The document says, SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL ITEMS, OFFEROR TO COMPLETE BLOCKS 12, 17, 23, 24, & 30". Do we only fill the blocks - 12, 17, 23, 24, & 30 -in Pages 1 through 3, as part of the submission?

GOVERNMENT RESPONSE: Yes, as part of the submission complete the required blocks of the SF1449 in addition to the Volume 1 and 2 as explained in the solicitation instructions.