AIDT_RFP_-_Center_Event_and_Training_Management_System_FINAL.pdf

Alabama Industrial Development Training (AIDT) is requesting proposals from qualified entities to provide a Center Event and Training Management System supporting the

Alabama Workforce Training Center (AWTC), Montgomery Regional Workforce

Training Center (MRWTC), and Maritime Training Center.

1. INFORMATION CONCERNING AIDT

The mission of AIDT is to provide quality workforce development for Alabama’s new and expanding businesses, and to expand the opportunities of its citizens through the jobs these businesses create. As a division of the Alabama Department of Commerce, AIDT provides a full range of customized technical training programs that are offered at no cost to employers or trainees.

The ultimate goals are:

• to raise the per capita income in Alabama;

• to improve the quality of life for Alabama citizens;

• to reduce unemployment; and

• to promote economic growth across Alabama.

2. SCOPE OF SERVICES

The proposed system should demonstrate compatibility with, or the ability to integrate into, AIDT’s existing software infrastructure, including Salesforce and Adobe Learning

Management System environments.

To centralize AIDT’s workforce development and training operations, the proposed platform should:

a. Import historical data from existing ATS/CMS/LMS systems and make such data functional, usable, and searchable within the proposed system.

b. Improve participant, applicant, employer, event, and training lifecycle management.

c. Enhance operational efficiency and automation.

d. Improve reporting, analytics, and compliance capabilities.

e. Reduce manual processes and disconnected systems.

f. Support secure, role-based access for AIDT staff and appropriate external users.

g. Improve interoperability with AIDT’s existing software environment.

CENTER EVENT & TRAINING MANAGEMENT SYSTEM

The Center Event and Training Management System will support AIDT’s statewide training center operations, including the Alabama Workforce Training Center (AWTC), Montgomery Regional Workforce Training Center (MRWTC), and Maritime Training

Center.

The proposed system must provide centralized functionality supporting employees and trainees throughout Alabama. Key functionality should include, but is not limited to:

a. Applicant tracking and registration management using, at a minimum, Google, Apple, and Meta IDs.

b. An AI-based chatbot system for applicants.

c. Talent marketplace functionality to allow for the marketing of jobs and training opportunities based on an applicant’s skill set.

d. Weighted question scoring and automated scoring.

e. Event and class scheduling.

f. Attendance tracking.

g. SMS and email communication tools.

h. Testing and assessment scoring.

i. Waitlist management.

j. Training documentation and certificates.

k. Integration capabilities with AIDT’s existing systems.

l. Data synchronization of applicant/class information with AIDT’s Adobe Learning

Management System.

m. Secure, cloud-based system architecture.

Offerors should clearly identify any functionality that requires a third-party product, separate license, additional subscription, custom development, or additional cost beyond the proposed base solution.

CAREER SITES, JOB & ADVERTISING POSTING: CENTER EVENT AND

TRAINING MANAGEMENT SYSTEM

This portion of the system will support AIDT’s statewide recruitment, marketing, applicant management, and training management activities. It should provide a consistent experience for employers, trainees, applicants, and other users.

The proposed system should include the following functionality:

a. A Career Site Platform using AI-powered search and candidate-experience features capable of converting career-site interactions into an intelligent search, conversational AI, and talent-community management experience.

b. A customized career journey designed to attract, engage, and convert talent while integrating seamlessly with enterprise ATS systems, with a career site that is editable by AIDT staff and operates in substantially the same manner as AIDT’s current careers.aidt.edu site.

c. Integration of the career site into the primary architecture of the ATS/CMS system.

d. The ability to create, track, and post job and training opportunities to the career site through the ATS/CMS system.

e. Integration of job and advertising posting capabilities into the primary architecture of the ATS/CMS system.

f. The ability for authorized external company representatives to approve and edit job and training opportunities through the internal ATS/CMS system.

g. The ability to track job-posting metrics, including metrics generated through social-media postings.

h. Integration with commonly used job-board and recruitment platforms, including, but not limited to, Indeed, Facebook, CareerBuilder, and LinkedIn.

Offerors should clearly identify any functionality that requires a third-party product, separate license, additional subscription, custom development, or additional cost beyond the proposed base solution.

COMPATIBILITY REQUIREMENTS

The proposed solution must integrate seamlessly with AIDT’s existing systems and technology infrastructure. At a minimum, the proposed solution must meet the following compatibility requirements:

a. Integrate fully with AIDT’s Adobe Learning Management System.

b. Import historical data from previous ATS/CMS systems and make the imported data usable and searchable within the new system.

c. Be compatible with AIDT’s existing Salesforce environment.

d. Support API integrations and secure data synchronization.

e. Identify whether the proposed solution is Salesforce-native, Salesforce-based, or externally integrated with Salesforce.

f. Identify whether integrations are performed by the Offeror’s in-house staff or require outside contractors.

g. Minimize duplication of data and operational processes.

h. Support future scalability and interoperability.

SERVICE LEVEL AGREEMENTS (SLAs) AND SUPPORT SERVICES

Offerors shall provide comprehensive Service Level Agreements (SLAs) and describe the ongoing support services for the proposed solution. At a minimum, SLAs and support model shall address the following:

a. Service Level Commitments

i. Guaranteed system availability (uptime).

ii. Response times based on incident severity.

iii. Resolution targets.

iv. Scheduled maintenance windows and notification procedures.

v. Emergency maintenance procedures.

vi. Disaster recovery and business continuity, including Recovery Time

Objectives (RTO) and Recovery Point Objectives (RPO).

vii. Backup frequency and retention.

viii. Escalation procedures.

ix. Service credits or other remedies for missed SLA commitments.

b. Support & Customer Success Model

i. A dedicated account manager or customer success manager.

ii. A dedicated implementation/project manager.

iii. Help desk hours (business hours vs. 24/7).

iv. Support channels (phone, email, portal, chat).

v. Customer onboarding.

vi. Administrator training.

vii. End-user training.

viii. Ongoing training for new releases.

ix. Knowledge base/documentation.

x. Software update process.

xi. Release notes and communication.

xii. Quarterly business reviews/account reviews.

xiii. Named technical support contacts (if applicable).

3. QUALIFICATIONS

Offerors shall demonstrate the qualifications, experience, organizational capacity, and technical ability necessary to successfully implement and support the proposed solution.

At a minimum, Offerors shall:

a. Demonstrate experience implementing comparable enterprise systems.

b. Provide documentation demonstrating relevant experience implementing comparable systems for state and/or local government entities over the past five (5) years.

c. Provide at least three (3) references.

d. Provide at least two (2) relevant case studies.

e. Demonstrate financial stability and implementation capacity.

f. Identify subcontractors and third-party dependencies.

g. Demonstrate ongoing support capabilities.

4. PROPOSAL CONTENT

Each proposal shall contain specific responses to each applicable requirement contained in this RFP. Responses shall address all requirements for the proposed system. Offerors are encouraged to provide complete yet concise responses. Each response shall be submitted on a separate page, with the corresponding requirement or section heading reproduced at the top of the page.

a. Cover Letter: Submit a cover letter summarizing the proposal and confirming that the individual signing the proposal is authorized to legally bind the Offerors to all terms, conditions, and commitments within the proposal. The cover letter shall not exceed two (2) pages.

b. Executive Summary: Provide an executive summary describing the proposed solution, the Offeror’s approach to meeting AIDT’s business needs, and the overall value proposition of the proposed system.

c. Company Overview: Provide general information about the Offerors, including:

i. Legal company name

ii. Business address

iii. Telephone number

iv. Website (if applicable)

v. Primary point of contact

vi. Company history and years in business

vii. Relevant experience providing similar solutions

viii. Organizational capacity and resources available to support implementation and ongoing operations

d. Proposal Response: Offerors shall provide responses to each requirement, specification, and evaluation area identified throughout this RFP. Responses shall address, at a minimum, the Offeror’s proposed functional solution, technical capabilities, security approach, implementation methodology, Salesforce integration approach, references and relevant experience, and support services/service level commitments.

e. Pricing Proposal: Provide a complete pricing proposal that identifies all costs associated with the proposed solution, including implementation, licensing/subscription fees, hosting, integrations, configuration, training, and ongoing support and maintenance. Pricing shall remain firm for the duration of the proposed contract unless otherwise stated.

Any optional services, enhancements, modules, or value-added offerings shall be clearly identified, described, and priced separately.

To be considered, proposal responses to the RFP must include a brief transmittal letter along with fully completed copies of the following exhibits:

a. Exhibit A: Proposal

b. Exhibit B: Offerors Disclosure Statement [see attached]

c. Exhibit C: Beason-Hammon Immigration Status Affidavit and Certificate of

Compliance (must be submitted prior to award of contract) [see attached]

d. Exhibit D: Proof of the Offeror’s enrollment in E-Verify

e. Exhibit E: W-9 Request for Taxpayer Identification Number and Certification

(Rev. March 2024)

f. Other required documentation, as requested by AIDT during the course of the solicitation process.

5. COMPLIANCE WITH ALABAMA LAW

All duties outlined in this RFP and the successful proposal will be set forth in an agreement to be entered into between the selected Offeror and AIDT.

It is AIDT's intent to award a single contract to one Offeror. However, AIDT reserves the right to reject any or all proposals, waive minor irregularities, negotiate with the highest-ranked Offerors, and take any other action determined to be in AIDT's best interest, as permitted by applicable law. Issuance of this Request for Proposal does not constitute a commitment by AIDT to award a contract. This Request for Proposal, the successful proposal, and any written amendments or clarifications may be incorporated into the final contract.

At the time a proposal is submitted, the Offerors or individual under whom business is conducted must hold all applicable licenses and comply with federal and state laws, rules, and regulations, to include applicable business licenses. The intended awardee must be completely registered in Alabama Buys to be awarded a contract or Purchase Order.

Notice is hereby given that there are certain terms standard to commercial contracts in private sector use which the State is prevented by law or policy from accepting, including indemnification and holding harmless a party to a contract or third parties, consent to choice of law and venue other than the State of Alabama, methods of dispute resolution other than negotiation and mediation, waivers of subrogation and other rights against third parties, agreement to pay attorney’s fees and expenses of litigation, and some provisions limiting damages payable by Offerors, including those limiting damages to the cost of goods or services. Other general terms and conditions that shall be included in the contract include but are not limited to:

a. Term. The agreement will last for a period of one (1) year, commencing on the effective date of the contract execution and continuing through the end of the defined academic year (2026-2027).

b. Termination. AIDT reserves the right to terminate the agreement with thirty (30) days’ notice if the terms of the proposal and/or contract are violated. Termination of the contract by the Offerors without cause can only occur with at least one hundred and sixty (160) days’ notice prior to the termination of the contract.

c. Boycott. In compliance with Alabama Act 2016-312, the Offerors certifies that it is not currently engaged in, and will not engage in, the boycott of a person or an entity based in or doing business with a jurisdiction with which the State can enjoy open trade.

d. Economic Boycott. Pursuant to Alabama Act No. 2023-409, the Offerors certifies that it is not currently engaged in, and will not, during the term of the contract, engage in economic boycotts as the term “economic boycott” is defined in Section

1 of the Act.

e. Non-appropriation and Proration. When funds are not appropriated or otherwise made available to support continuation of performance in a subsequent fiscal period, the contract shall be cancelled, and, to the extent permissible by law, the

Offerors shall be reimbursed for the reasonable value of any non-recurring costs incurred but not amortized in the price of the supplies or services delivered under the contract. To the extent permissible by law, this cost of cancellation may be paid from any appropriations available for that purpose.

In the event that proration of appropriated funds from which the State is to pay the

Offerors is declared by the Governor pursuant to Section 41-4-90 of the Code of

Alabama, the Offerors shall have the option, in addition to the other remedies of the contract, of renegotiating the contract to extend or change payment terms or amounts, or terminating the contract. In all circumstances, it is agreed that the terms and commitments of this contract shall not constitute a debt of the State of Alabama in violation of Section 213 of the Constitution of Alabama, as amended.

f. Immigration. Pursuant to Code of Alabama § 31-13-9(k), for the duration of the

Agreement, the Offerors affirms that it will not violate federal or state immigration law or knowingly employ, hire for employment, or continue to employ an unauthorized alien within the State of Alabama. Furthermore, if the Offerors is found to be in violation of this provision, it shall be deemed in breach of the agreement, and the Offerors shall be responsible for all damages resulting therefrom. Along with its Proposal, the Offerors must provide documentation evidencing its participation in the E-Verify program.

g. Governing Law. The Agreement shall be governed by and interpreted under the laws of the State of Alabama, without regard to conflicts of law provisions. Without waiving sovereign immunity, the parties agree that any dispute between the parties for which judicial resolution in the State or Federal court system is appropriate shall be resolved in the courts of the State of Alabama or Federal courts located within the State of Alabama. Should that effort fail, and the dispute involves the payment of money, the Offeror’s sole remedy is the filing of a claim with the Board of

Adjustment of the State of Alabama. For any and all other disputes arising under the terms of any contract that are not resolved by negotiation, shall be resolved by an appropriate form of non-binding alternative dispute resolution including, but not limited to, mediation. Such dispute resolution shall occur in Montgomery, Alabama, utilizing where appropriate, mediators selected from the roster of mediators maintained by the Center for Dispute Resolution of the Alabama State Bar.

h. Assignment. Any contract that results from this solicitation shall not be assignable by the Offerors without written consent of the State of Alabama. Any assignment or other transfer in violation of this provision will be null and void.

i. Merit System Exclusion. It is understood and agreed that the Offerors is an independent contractor and not an employee of the State of Alabama. Neither the

Offerors nor its agents or employees shall be entitled to receive Merit System benefits as a result of the agreement.

By providing a Proposal pursuant to this RFP, the Offerors acknowledges and agrees to the following:

a. The Offerors certifies that neither it nor its principals are presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from participation in this transaction by any governmental department or agency. If the Offerors cannot certify this statement, the Offerors must attach a written explanation for review by the Chief Procurement Officer.

b. All proposals received and subsequent communications, contracts, reports, and other records developed during the course of the relationship, except as may specifically be exempted, will be subject to the Alabama Open Records Act, Section

36-12-40, Code of Alabama (1975), and may be subject to public disclosure upon request. The Open Records Act is remedial and should therefore be liberally construed in favor of the public. The Alabama Trade Secrets Act is codified in

Sections 8-27-1 through 8-27-6, Code of Alabama (1975). Offerors are cautioned to be familiar with these statutes. The burden is on the one asserting the trade secret to show that the information sought to be protected meets the definition of a “trade secret” as defined in the Act. Any RFP proposal submitted that contains confidential, trade secrets or proprietary commercial information must be conspicuously marked on the outside as containing confidential information, and each page upon which confidential information appears must be conspicuously marked as such. Identification of the entire bid proposal as confidential is not acceptable unless the Offerors enumerates the specific grounds or applicable laws that support treatment of the entire material as protected from disclosure according to the foregoing statutes or other applicable Alabama law. The owner of the confidential information shall indemnify and hold the State of Alabama, AIDT and their respective staffs harmless from all costs or expenses, including but not limited to attorney fees and expenses related to litigation, concerning disclosure of said information and documents.

By submitting a response, the Offerors hereby affirms the following: I acknowledge receipt of the solicitation and all amendments. I have read the RFP and agree to furnish each item or service offered at the price quoted. I will comply with all terms and conditions contained within this RFP. I have not been in any agreement of collusion among bidders in restraint of freedom of competition by agreement to bid at a fixed price or to refrain from bidding.

I acknowledge and agree that the State may declare the contract void if this certification is false.

6. EVALUATION PROCESS

A review committee will examine each proposal submitted. AIDT may elect to conduct interviews with finalists.

7. EVALUATION CRITERIA

Proposals will be evaluated on the basis of their responsiveness to the items contained in the ‘Proposal Content’ section of this RFP. It is expected that the review committee will rate responses according to the following weights:

Criterion Weight

Functional Fit & Requirements Compliance;

Implementation Methodology ; Technical Capabilities

& Salesforce Compatibility

Support Model & SLAs 55%

Cost and Overall Value 20%

Responder Experience & Organizational Capacity 15%

References & Relevant Case Studies 10%

Any Proposal that does not satisfy requirements of the RFP may be deemed non-responsive and may be disregarded without evaluation. Clarification or supplemental information may be required from any Offerors. AIDT reserves the right to reject any and all proposals and cancel this Request if, in its sole discretion, it deems such action to be in its best interest.

8. PROPOSAL SUBMISSION

All proposals must be uploaded in Alabama Buys by 4:30 p.m. CDT on October 15, 2026, the RFP response close date. It is solely the responsibility of each Offeror to ensure timely delivery of the proposal. AIDT and the State of Alabama are not responsible for any costs incurred by the Offeror in preparing or submitting a proposal.

All submissions must include a complete proposal uploaded in Alabama Buys. Electronic submissions are preferred; however, if an offeror is unable to submit an electronic proposal, requirements for physical submissions are outlined in the RFP Standard Terms and

Conditions.

Proposals will be considered unacceptable if:

1. Missing information;

2. Faxed;

3. Improperly labeled or addressed; and/or

4. Received after the deadline of submission.

9. QUESTIONS CONCERNING THE REQUEST FOR PROPOSAL

Any questions regarding this RFP shall be submitted by email to aprice@aidt.edu no later than 5:00 p.m. CDT on October 1, 2026. All questions and responses will be issued as an amendment to the RFP in Alabama Buys as soon as possible.

mailto:aprice@aidt.edu