ADDENDUM 1 DCBS Learning Management System for S-DASOBO-00012614 _Final.pdf

Addendum No. 1

7/24/2025 Page 1 of 7

OREGONBUYS BID NUMBER: S-DASOBO-00012614

DCBS Learning Management System (“LMS”)

ADDENDUM 1

JULY 24, 2025

SECTION 1: PURPOSE

The purpose of this addendum is to release the State’s responses to questions submitted by the Q&A deadline in the RFP.

1. Release of State’s Responses to Questions.

QUESTIONS AND ANSWERS

Question

RFP Part & Section Reference

RFP

Page #

Question Agency Response

1 Section 2.4 Scope of Services

Pg. 10 It is noted in this section that there are 30 internal Agency end users, with up to 300 concurrent users. In the BCD Training Program PDF (page 1), it states that the “BCD LMS will be used to manage 3500+ inspectors statewide requiring periodic recertification training and to develop 150 or more new students each year through multiple 24-week curriculum training courses.”

Can you please help to clarify the anticipated number of licenses for the LMS for both internal and external users?

Will it be 30 internal users and 3500+ external?

There will be 30 agency users, who will set up, manage or provide the training and exams.

The agency anticipates that all 3,500 inspectors (external users) will at least once in a 3 year period have to log in and take at least one course through the system. At any one given time, the division anticipates that up to 300 external users may be on the system at any one given time.

External users are either one of the 1,600 certified inspectors or one of the 150 individuals who are studying to become an inspector. The 1,600 inspectors collectively have 3,500 certifications.

2 General Question Who is the incumbent Learning Management System provider?

Adobe Connect for registering for classes and the class room portal.

We also Qualtrics, Zoom and PowerPoint as additions to the LMS. Tracking is done through Excel and System Automation’s

MLO.

3 General Question What is the purchase order authorization number for the existing contract currently fulfilling this requirement?

PO – 44000-00025802

4 General Question Are there any option years remaining on the existing contract? If so, how many?

Our current contract expires on 11/30/26.

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5 General Question What is the exact number of users for this Learning Management System?

Please see answer to question number 1.

6 General Question What is the expected growth in the number of users over the contract period?

Roughly 100 to 150 users a year.

7 General Question Can you provide a budget range or estimated value for this contract?

Indeterminate

8 General Question Are there any specific pricing models preferred (e.g., fixed price, time and materials, subscription-based)?

No preference.

9 General Question If we are not selected, who should we contact (name, email, phone) for a debriefing on our bid, and when should we do so?

The Single Point-of-Contact (SPC) for the procurement is:

Julie Curry State Procurement Analyst julie.a.curry@das.oregon.gov

(971) 446-8169

10 General Question If we are not selected, who should we contact (name, email, phone) to receive the written scoring or evaluation of our bid, and when?

The Single Point-of-Contact (SPC) for the procurement is:

Julie Curry State Procurement Analyst julie.a.curry@das.oregon.gov

(971) 446-8169

11 Section 2.3.2 History and Statement of Work

- Anticipated Active User Volume

The RFP notes that approximately 2,900 individuals have been trained, with 150 new certifications issued annually, and a concurrent user estimate of

300. Can the Agency clarify:

How many users are expected to be actively enrolled in courses each month?

Whether the 300 concurrent user estimate is expected to remain stable or increase over time?

This can vary. Currently, we have anywhere from 130 to 160 a year when there is no continuing education. When there is code change required this number could increase by a few hundred for a couple of months during code change years. Each program goes through code change once every three years.

We anticipate that the 300 concurrent users will remain stable or change only slightly over the life of the contract.

12 Section 2.3.3 Purpose - Accessibility Features, Paragraph 1 & 3 and

1.1 Introduction -

Alternative Content Delivery – Paragraph 1

Does the Agency have any specific accessibility compliance goals or standards beyond WCAG 2.1 (e.g., real-time alternative formats, screen reader optimization, language

No. The agency does not have any compliance goals beyond WCAG 2.1.. However, if there are additional accessibility tools that would promote diversity, mailto:julie.a.curry@das.oregon.gov

7/24/2025 Page 3 of 7 translation tools) that the proposed LMS should support?

Would the Agency find value in tools that allow learners to individually convert course content into formats such as audio, ePub, HTML, or translated text, to enhance learning equity and meet diverse learner needs?

equity and inclusion, it would add value to the program.

13 Section 2.4 SCOPE OF

WORK/SPECIFICATIONS

– FedRAMP vs.

StateRAMP vs. SOC II Certification - Paragraph 6

Does the Agency have a preferred cloud security framework—FedRAMP or StateRAMP—for hosted SaaS solutions, or are both equally acceptable?

If we submit a valid FedRAMP or StateRAMP certification, will this satisfy the security audit requirement in lieu of submitting our SOC II, Type 2 report?

StateRAMP or FedRAMP are both acceptable.

14 Section 2.4 Scope of Work / Specifications - Supported Payment Gateway Integration – Paragraph 4

Can the Agency identify the payment processor or gateway that must be integrated with the LMS (e.g., NIC, PayPal for Government, Stripe, etc.)?

Will API documentation or other technical guidance be made available during the implementation phase?

Agency payment processor is Tyler Technology

15 Section 2.4.1 Agency Goals and Objectives to be Achieved by the LMS - Content Creation Tools, #10 and Video and Multimedia - 2.3.2 History and Statement of Work, #1 and 2.3.3 Purpose, paragraph #3

Does the Agency have a preference for the LMS to include a native video creation tool to support instructors in recording, editing, and publishing video-based content (e.g., webcam capture, screen recording, captioning, or basic editing)?

Would such a tool be considered beneficial for enabling self-sufficient content creation and reducing reliance on third-party applications?

The Agency would prefer to have an integrated video creation tool or a simple way to utilize commercially available tools such as Zoom, or GoToMeeting for example. The hope is to be able to save a recording of the class in the LMS for students and staff can access.

16 Section 3.2.1.9 Security Statement - SOC II Report and NDA

Section 3.2.1.9 refers to executing a non-disclosure agreement (NDA) to protect State systems and sensitive information. May we request a

If a SOC II Type 2 is sent securely, an NDA is not required.

7/24/2025 Page 4 of 7 copy of this NDA prior to the RFP due date so we can submit our SOC II, Type 2 report securely?

Alternatively, may we provide our mutual NDA for the Agency’s review and signature in order to facilitate secure sharing of our SOC II audit report?

A proposer would only be given an NDA if awarded a contract.

If a proposer would like to send the Agency their mutual NDA to consider, that would be fine.

17 Section 4.10.2.4 Bonus Points - Data Migration Recommendation (75 Points) - Optional

What are the existing DCBS systems that will have historical data and need migrated?

What is the proprietary system that holds existing question banks of about 8,000 questions? What format can that system export?

System Automation has the historical certification information needed for code change courses. For students and classes, we do not have any historical data that will be migrated in. We will have student registration lists that may need to be updated. Exams are currently in Qualtrics and Examiner. We also have the questions in Word.

18 Section 4.10.5.1 Reciprocal Preference

What percentage will be added during evaluation to out-of-state Proposer’s Price Proposal?

The State will be using a 10% Reciprocal Preference.

19 Authentication / Single Sign-On

Will the LMS be required to integrate with any Single Sign-On (SSO) or identity management systems (e.g., Azure AD, Okta)?

If yes, can the Agency specify the preferred authentication protocol (e.g., SAML 2.0, OAuth 2.0, OpenID Connect)?

Single sign-on is not required.

20 “The successful Proposer must be able to provide an all-inclusive SaaS System, in which the LMS software solution and hosting environment are SOC II, Type 2 certified If Proposer is FedRAMP or StateRAMP certified, Proposer must include certification with its proposal documentation.”

Pg. 10 Is there a specific FedRAMP level required for the proposed solution?

No FedRAMP level requirements.

21 Key Person(s) Requirements and Preferences are”, then lists 10 points

Pg. 18 Which of those 10 points listed are requirements and which are preferences?

Numbers 1-8 are required, and numbers 9-11 are preferred.

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22 General Question What has the State been using for this solution in the past?

See answer to Question #2.

23 General Question What is the desired implementation timeframe/go-live date for the LMS? Is the intent to deploy the LMS to all internal and external public end users or have a phase roll-out?

We would like to be able to utilize the system by June 1, 2026.

24 Section 2.3.2 Agency Overview

Pg. 7 For the OIC – is there an expiration date for the certification and/or renewal period associated?

Are the initial training and renewal training the same requirement (same training items) or different?

OICs expire on June 1, 2026 and renew on a three year cycle.

The initial training course is different than the updates. The subsequent training is determined by the types of program certifications an individual has (electrical, plumbing, etc.). Updates are typically required every three years. The program cycles vary depending on when the code is updated.

25 Section 3.1.1.1 Administrative

Proposal

Pg. 15 There is reference to “9.

Project Samples” – is this the same as the Experience Questionnaire (Attachment I) or something different?

Is the order listed in this section (3.1.1.1 Administrative Proposal) the order the items should be in vs. the order they are listed in in section 3.2.1 Administrative Proposal?

Number 9 in 3.1.1.1 Project samples is not the same as the Experience Questionnaire Attachment I. The Project Sample or Samples should consist of no more than ten (10) pages, Section 3.1.2.

Section 3.1 Minimum Submission Requirements lists in 3.1.1.1 all the documents that need to be apart of the Proposal to be considered for evaluation.

Section 3.2.1 puts a page limit on the Proposal of 130 pages, and the list below in this area do not count towards the page limit.

26 Section 3.2.1.11 Value Added Services or

Features

Pg. 22 Would you like optional pricing included in the Price Proposal for these optional items or only upon request.

Optional pricing can be included in the Price Proposal for the optional items.

27 Section 3.2.1.7 References

Should Attachment D – Reference Check Form be sent directly to the RFP contact or included in Vendor RFP submission?

Attachment D – Reference Check Form should be included in the vendor RFP submission within Oregonbuys.

28 Section 5.4 Contract Negotiation

Can the vendor provide any redline necessary for Attachment A - Sample

Attachment A – Sample Contract Terms can be redlined as necessary and submitted with vendors response to the RFP

7/24/2025 Page 6 of 7

Contract terms? Would this count towards the page limitation?

within Oregonbuys. These will not count towards the page limitations.

29 Attachment F – COBID Certification / Outreach

Plan

Does this RFP include any small business, minority-owned, or disadvantaged business participation goals or set-aside requirements? If yes, could you please provide details on the target percentages or certification requirements?

No - Pursuant to Oregon Revised Statute (ORS) Chapter 200, Agency encourages the participation of small businesses, certified by the Oregon Certification Office for Business Inclusion and Diversity (“COBID”) in all contracting opportunities.

30 Attachment H – Solution Requirements

Instructional Tab – Item

Can you please expand on what the scope of all existing data includes?

1. Does the Agency have historical transcript data records from any existing applications or processes that you would like to bring into the LMS for users? If yes, please provide an approximate number of transcript completion records.

2. Is the Agency interested in migrating content/training items? If yes, can you please provide approximate counts for the following content items that you would like to migrate to the LMS:

• # of online courses

(SCORM/AICC)

• # of materials/PDFs

• # of videos

• # of tests

• # instructor led trainings

• # of curriculum

1. No.

2. There are approximately 15 courses that are now on power point that would need to be uploaded or migrated over.

Some of these classes will have multiple power points that would need to be updated (up to 30 per course).

Depending on when the transition happens, we will need to either migrate recent class information over to the new system or have the ability to upload MP4 files to the system.

Program certification courses may have up to 48 videos for residential, electrical and plumbing and anywhere from 5 to 10 for a couple of other certifications.

There are multiple quizzes and exams per course. This can range from 4 to 30 per course. Unlike the answer in the next paragraph, these quizzes and exams are not randomized.

In addition, there are bonus points if the LMS has an exam database that can create exams based on various categories.

Additional points will be given if the exam feature can hold between 5,000 and 6,000 questions (Includes questions used for exams and quizzes) and the system can randomly create questions based on various categories. For example, one of our program exams is comprised of roughly 50 questions randomly selected from 24 categories.

We have approximately 15 courses that are instructor led trainings. We would like a

7/24/2025 Page 7 of 7 system that has the ability to accommodate more.

Each course is independent of each other right now. There are approximately 15 curriculum.

31 Attachment H – Solution Requirements

Instructional Tab – Item

Is the Agency interested in virtual instructor-led training integrations (MS Teams, Zoom etc.)?

Yes if there is not an integrated one in the LMS system.

32 General Question Do all internal users exist in one HRIS system where User Data would be regularly fed into the LMS? If Yes, can you please confirm if the source data would come from one or multiple systems and the systems they would be migrated from.

Would these internal users access the system through an SSO integration?

No integration with an HRIS system is planned.

Single sign-on is not required.

33 General Question Will all internal and external users enter the platform through the same landing page or will there need to be customized UI experiences for each type of user? If multiple pages, how many are you estimating?

We would at least have two to four different landing pages (3 internal and 1 external). Log on credentials will determine what users can see and what functions they can perform. Students log on credentials would be able to log in and see their account, register, download course data, attend courses, etc.

The Single Point-of-Contact (SPC) for the procurement remains:

Julie Curry State Procurement Analyst julie.a.curry@das.oregon.gov

(971) 446-8169

Prospective Proposers have until July 31, 2025, by 3:00 PM Pacific Time to submit written concerns or questions via email only to the SPC regarding the content in Addendum 1 to the RFP.

SECTION 1: PURPOSE