Amendment 1.docx

SAP

State of South Carolina

Request for Proposal

AMENDMENT 1

Solicitation:

Date Issued:

Procurement Officer:

Phone:

E-Mail Address:

Mailing Address:

5400025569 11/01/2023

ASHLEY KENNEDY-SHELL

803-737-9931 akshell@mmo.sc.gov SFAA, Div. of Procurement Services 1201 Main Street, Suite 600 Columbia SC 29201

DESCRIPTION: Learning Management System

USING GOVERNMENTAL UNIT: SC Dept of Employment and Workforce

SUBMIT YOUR OFFER ON-LINE AT THE FOLLOWING URL: http://www.procurement.sc.gov

SUBMIT OFFER BY (Opening Date/Time): 11/15/2023 11/30/2023 11:00 AM (See "Deadline For Submission Of Offer" provision)

QUESTIONS MUST BE RECEIVED BY: 10/03/2023 5:00 PM (See "Questions From Offerors" provision)

NUMBER OF COPIES TO BE SUBMITTED: One (1) Online Submission; One (1) Technical, One (1) Business Proposal, One (1) Redacted Technical & Business Proposal

CONFERENCE TYPE: Pre-Proposal Conference

DATE & TIME: 10/03/2023 10:00 AM

(As appropriate, see "Conferences - Pre-Bid/Proposal" & "Site Visit" provisions) LOCATION: Microsoft Teams

Email akshell@mmo.sc.gov before 12:00 pm on 10/02/2023 for log-on instructions.

You must submit a signed copy of this form with Your Offer. By signing, You agree to be bound by the terms of the Solicitation. You agree to hold Your Offer open for a minimum of one hundred and twenty (120) calendar days after the Opening Date. (See "Signing Your Offer" provision.)

NAME OF OFFEROR

(full legal name of business submitting the offer) Any award issued will be issued to, and the contract will be formed with, the entity identified as the Offeror. The entity named as the offeror must be a single and distinct legal entity. Do not use the name of a branch office or a division of a larger entity if the branch or division is not a separate legal entity, i.e., a separate corporation, partnership, sole proprietorship, etc.

AUTHORIZED SIGNATURE

(Person must be authorized to submit binding offer to contract on behalf of Offeror.)

DATE SIGNED

TITLE

(business title of person signing above)

STATE VENDOR NO.

(Register to Obtain S.C. Vendor No. at www.procurement.sc.gov)

PRINTED NAME

(printed name of person signing above)

STATE OF INCORPORATION

(If you are a corporation, identify the state of incorporation.)

OFFEROR'S TYPE OF ENTITY: (Check one) (See "Signing Your Offer" provision.)

___ Sole Proprietorship ___ Partnership ___ Other_____________________________

___ Corporate entity (not tax-exempt) ___ Corporation (tax-exempt) ___ Government entity (federal, state, or local)

COVER PAGE - ON-LINE ONLY (MAR. 2015)

S

P PAGE TWO

(Return Page Two with Your Offer) HOME OFFICE ADDRESS (Address for offeror's home office / principal place of business)

NOTICE ADDRESS (Address to which all procurement and contract related notices should be sent.) (See "Notice" clause)

Area Code - Number - Extension

E-mail Address

PAYMENT ADDRESS (Address to which payments will be sent.) (See "Payment" clause)

____Payment Address same as Home Office Address ____Payment Address same as Notice Address (check only one) ORDER ADDRESS (Address to which purchase orders will be sent) (See "Purchase Orders and "Contract Documents" clauses)

____Order Address same as Home Office Address ____Order Address same as Notice Address (check only one)

ACKNOWLEDGMENT OF AMENDMENTS

Offerors acknowledges receipt of amendments by indicating amendment number and its date of issue. (See "Amendments to Solicitation" Provision)

DISCOUNT FOR PROMPT PAYMENT

(See "Discount for Prompt Payment" clause)

PREFERENCES - A NOTICE TO VENDORS (SEP. 2009): On June 16, 2009, the South Carolina General Assembly rewrote the law governing preferences available to in-state vendors, vendors using in-state subcontractors, and vendors selling in-state or US end products. This law appears in Section 11-35-1524 of the South Carolina Code of Laws. A summary of the new preferences is available at www.procurement.sc.gov/preferences . ALL THE PREFERENCES MUST BE CLAIMED AND ARE APPLIED BY LINE ITEM, REGARDLESS OF WHETHER AWARD IS MADE BY ITEM OR LOT. VENDORS ARE CAUTIONED TO CAREFULLY REVIEW THE STATUTE BEFORE CLAIMING ANY PREFERENCES. THE REQUIREMENTS TO QUALIFY HAVE CHANGED. IF YOU REQUEST A PREFERENCE, YOU ARE CERTIFYING THAT YOUR OFFER QUALIFIES FOR THE PREFERENCE YOU'VE CLAIMED. IMPROPERLY REQUESTING A PREFERENCE CAN HAVE SERIOUS CONSEQUENCES. [11-35-1524(E)(4)&(6)]PREFERENCES DO NOT APPLY

PREFERENCES DO NOT APPLY

PREFERENCES - ADDRESS AND PHONE OF IN-STATE OFFICE: Please provide the address and phone number for your in-state office in the space provided below. An in-state office is necessary to claim either the Resident Vendor Preference (11-35-1524(C)(1)(i)&(ii)) or the Resident Contractor Preference (11-35-1524(C)(1)(iii)). Accordingly, you must provide this information to qualify for the preference. An in-state office is not required, but can be beneficial, if you are claiming the Resident Subcontractor Preference (11-35-1524(D)).

____In-State Office Address same as Home Office Address ____In-State Office Address same as Notice Address (check only one)

PAGE TWO (SEP 2009)

End of PAGE TWO

AMENDMENTS TO SOLICITATION (JAN 2004)

(a) The Solicitation may be amended at any time prior to opening. All actual and prospective Offerors should monitor the following web site for the issuance of Amendments: www.procurement.sc.gov (b) Offerors shall acknowledge receipt of any amendment to this solicitation (1) by signing and returning the amendment, (2) by identifying the amendment number and date in the space provided for this purpose on Page Two, (3) by letter, or (4) by submitting a bid that indicates in some way that the bidder received the amendment. (c) If this solicitation is amended, then all terms and conditions which are not modified remain unchanged. [02-2A005-1]

VIII. BIDDING SCHEDULE / PRICE-BUSINESS PROPOSAL

PRICE PROPOSAL (JAN 2006)

Notwithstanding any other instructions herein, you shall submit the following price information as a separate document: [08-8015-1]

Use Attachment C- Cost Schedule spreadsheet in SCEIS to submit your business proposal. Do not use the cost schedule listed in the solicitation.

QUESTIONS FROM OFFERORS - AMENDMENT (MODIFIED)

THE SOLICITATION IS AMENDED AS PROVIDED HEREIN. INFORMATION OR CHANGES RESULTING FROM QUESTIONS WILL BE SHOWN IN A QUESTION-AND-ANSWER FORMAT. ALL QUESTIONS RECEIVED HAVE BEEN REPRINTED BELOW. THE “STATE’S RESPONSE” SHOULD BE READ WITHOUT REFERENCE TO THE QUESTIONS. THE QUESTIONS ARE INCLUDED SOLELY TO PROVIDE A CROSS-REFERENCE TO THE POTENTIAL OFFEROR THAT SUBMITTED THE QUESTION. QUESTIONS DO NOT FORM A PART OF THE CONTRACT; THE “STATE’S RESPONSE” DOES. ANY RESTATEMENT OF PART OR ALL OF AN EXISTING PROVISION OF THE SOLICITATION IN AN ANSWER DOES NOT MODIFY THE ORIGINAL PROVISION EXCEPT AS FOLLOWS:

Responses to Written Questions Received:

1. Question – RFP Language: The system must provide unlimited content storage. Sharable Content Object Reference Model (SCORM) packages take an enormous amount of space and DEW will add multiple existing trainings as well as develop new trainings.

Please describe the need for this use-case in detail clarifying if the need is for the LMS to act as a storage repository for SCORM packages and other learning objects that will then need to be available for download after being uploaded to the LMS.

Response: The material must be stored in the solution and be available for download.

2. Question - RFP Language: It is preferred that the system have integrated course creation tools for ease of creation and publishing of training programs.

How many users would need the ability to edit/create content using content authoring software?

Response: A minimum of 5 users would be preferred, but we would accept offers for per creator license.

3. Question – RFP Language: It is preferred that the system have integrated course creation tools for ease of creation and publishing of training programs.

What is the City’s content authoring tool of choice?

Response: DEW has no authoring tool of choice.

4. Question – RFP Language: DEW staff, partners and front-line staff utilize tools to include but not limited to: LinkedIn Coursera, and Alison. Integration between these tools with the LMS is preferred.

Please describe the need for this use case in detail.

Response: It is preferred if courses taken in another system can be imported into the LMS to reflect a holistic view of the professional development of staff. This would aid in the formulation of staff performance reviews.

5. Question - RFP Language: DEW staff, partners and front-line staff utilize tools to include but not limited to: LinkedIn Coursera, and Alison. Integration between these tools with the LMS is preferred.

Do those 3rd party vendors allow for integrations with an LMS?

Response: Integrations are preferred and are not required at this time. DEW is currently researching third party vendor integration abilities.

6. Question - RFP Language: In conjunction with virtual training through the LMS, DEW would prefer if the solution allowed for course registration for both LMS courses, as well as scheduling in-person training.

Please describe the need for the in-person training use-case requirement in detail; provide explanation of existing process as an example if necessary for clarification.

Response: When DEW rollouts new trainings, DEW would like to provide the first round of trainings (across the state in four regional locations) in person to allow for increased interaction and comments to refine the training before posting to an LMS. The scheduling of the course in the LMS will allow the learning history of the individual/staff to include those in-person trainings.

7. Question - We understand from our review of section 3 of the RFP that DEW is looking for vendors to provide unlimited content storage as part of their offerings. However, it is not standard practice within the SaaS industry to offer unlimited storage, but rather agree to a healthy storage allocation per customer that ensures they are able to conduct their operation with quality. We regularly work with government agencies, corporations and training organizations that primarily rely on SCORM content to create their training and have proven that our storage allocation is sufficient to support our customers. Would DEW be open to us including our storage allocations as part of our proposal in lieu of the unlimited storage requirement?

Response: DEW is open to including storage allocations as part of the proposal, include any examples you may be able to offer.

8. Question – We understand from the instructions included in section IV of the RFP, that vendors are expected to provide tiered licensing prices for up to 1,000 users and above 1,000, and pricing proposals need to be completed using the pricing tables included in section VIII. However, after reviewing the tables from section VIII it is not clear how to detail each of the line items quantities and also the licensing tiered pricing within the included framework. Can DEW please provide refined instructions to vendors on how to present pricing, more specifically for the tiered licensing costs? Or confirm if it is acceptable for vendors to include their own pricing tables in addition to section VIII?

Response: Please refer to the updated Price Proposal outline in this Amendment.

9. Question - Can DEW please confirm if year 1 pricing is for 1000 users?

Response: Year 1 pricing is for an estimated 850-1000 users. Please refer to the updated Price Proposal outline found in this Amendment.

10. Question – Is DEW open to utilizing existing buying agreements for this project?

Response: DEW is not open to utilizing existing buying agreements.

11. Question - In addition to the pricing and solution mix required to deliver on the RFP requirements, is DEW interested in receiving pricing for optional services that are worth consideration to enhance the experience from vendors? E.g. Course creation services and data consulting. If so, is there a particular format to include it?

Response: DEW is interested in receiving price proposals for optional services offered by the vendor.

12. Question – What is the anticipated preferred implementation start date and/or go-live date? OR can you share any tentative dates for implementation start and go live?

Response: It is preferred that the LMS be implemented by the end of February/beginning of March, with the intent for a training course to go live by the end of March at the latest.

13. Question - Does DEW currently have an HRIS system or any other System of Record in place as part of your technical ecosystem that you expect to integrate with the LMS? If so, which system is currently being used?

Response: DEW currently uses SCEIS as the agency solution of record. There are currently no plans to integrate, but the option for a future integration would be preferred.

14. Question – Regarding the Learner Journey, referenced in section III of the Solicitation, is there an ideal Learner Journey? If so, can we receive further clarification on what DEW is looking for?

Response: DEW has no preferred Learner Journey.

15. Question - What is the main goal for the scheduling/registration process included in the RFP and how does that impact the ideal Learner Journey?

Response: Not all LMS trainings will be optional. There will be a mix of required and optional training. The scheduling/registration process is for those trainings that might not be contained in the LMS, but the learning history within the LMS should capture it. For example, staff attend an in-person training event that is not within the LMS, there should be a record of it within the LMS to have the holistic training view.

16. Question - We understand from item 10 of section III B of the solicitation, that DEW is looking for an LMS that includes a robust quizzing tool that enables your internal teams to effectively create and deliver tests to assess knowledge retention from your trainees. Can DEW please confirm our understanding?

Response: DEW believes your understanding is correct. To add context, the quizzing should be able to be incorporated into trainings, for example at the end of module 3 of 5 for X training, not to create independent tests outside of a course offering.

17. Question – Can DEW please further clarify the following requirement: “4.2.1.9 Describe the LMS supports external integration with these learning platforms”? What is the expectation for this response and which learning platforms are you referring to?

Response: Please describe if the LMS supports external integration with learning platforms such as LinkedIn Learning, Alison, and Coursera so that learning histories can be imported from these third-party vendors into the LMS.

18. Question – Number of employees in SFAA?

Response: The number of SFAA employees is not relevant to this solicitation, however, DEW has an estimate of 620 employees.

19. Question - What are you currently using for your HRIS, Performance Management, and ATS?

Response: DEW uses SCEIS for human resources management.

20. Question – Who is going to be in charge of ensuring the LMS rolls out appropriately internally?

Response: There will be multiple individuals from different divisions included in this roll out. Staff from Information Technology, Workforce Development, and Employment Services will be available at a minimum.

21. Question – Is Pre-built content important to you? If so what topics do you need content in? Who is in charge of creating company-specific content?

Response: Pre-built content is a preferred feature. At this time, there is no preference on the content. Staff in the Workforce Development Division are charged with creating program-specific content.

22. Question – How many years of historical data do you need to migrate and is it for all the users you mentioned in the RFP?

Response: There is no historical data needing to be imported at this time.

23. Question - Who on your team will be in charge of implementation? Who will be the owner of the system within your organization?

Response: The Workforce Development Division will staff the implementation and will own the system.

24. Question – Are there multiple team members dedicated to this project or how many folks are in charge of the rollout process in your organization for this initiative?

Response: There will be roughly three to four Workforce Development Division staff involved with the rollout, as well as IT staff.

25. Question – What are your goals with this LMS platform that you are hoping to achieve? 9. What are the top 3 things you are struggling with today that we can ensure that you have a better experience to make sure our partnership is successful?

Response: DEW would like to be able to provide technical and programmatic training to internal staff and external partner staff and track training completion. Additionally, DEW would like to present tiered training based on the idea of an introductory course, an intermediate course, and an advanced course. DEW’s current option is not able to provide user accounts for entities outside of state agencies and DEW deals with many of these types of entities that DEW would like to offer training to.

26. Question – What authoring tools are you using if any today? What has your experience been with those?

Response: Currently, DEW does not utilize authoring tools.

27. Question - Are there any language restrictions that we should be aware of?

Response: There are no language restrictions. However, if the solution offered has translation services for training, please indicate so in your response.

28. Question – Who is the current vendor for your LMS?

Response: DEW does not currently have an LMS for this purpose.

29. Question - How do you handle company communication? Do you use slack or Teams, or are all important employee communication happens through emails?

Response: Company communication occurs via email and Teams primarily.

30. Question - Do you have a document management system like Sharepoint or where do your company SOP or any important documents reside?

Response: DEW uses Microsoft 365 for daily business operations to include SharePoint.

31. Question - How do employees know what tools they will be using for their roles?

Response: Employees receive orientation with our HR Division and then are trained by direct supervisors and experienced staff on the tools they need to use for their roles.

32. Question – Are all employees on-site? Or do you work Hybrid?

Response: Not all DEW employees are on-site. The majority employees are statewide, including partner agencies that will also need access to the solution.

33. Question – What is your current onboarding process for when a new hire joins the business?

Response: DEW HR provides orientation and then each hiring manager is responsible for providing training and guidance on daily responsibilities.

34. Question – Do you celebrate work anniversaries, birthdays etc. or how do you announce those?

Response: Celebrations are announced by section, department, or division. There are no agency-wide announcements for these types of things.

35. Question - What are some employee engagement activities that you currently do?

Response: Employee engagement is conducted by HR through agency-wide initiatives, by division, and by department.

36. Question - How frequently do you run surveys/ polls?

Response: DEW surveys staff on an as needed basis.

37. Question – Will DEW require data migration for any previous course completions? If yes, please describe the current amount of data to be migrated and the current system so we can provide an accurate price for this activity.

Response: DEW will not require data migration.

38. Question - Outside of US English, what languages are required for the LMS solution?

Response: See #27 response.

39. Question - Does DEW require the ability to charge a fee for any training?

Response: DEW does not currently charge a fee for training.

40. Question - What are DEW’s learning objectives / goals for this new LMS for 2024 and beyond?

Response: DEW’s goals for 2024 are to successfully implement the LMS along with our required SC Works 101 training at a minimum. DEW would also like to roll out 2 revised trainings and 2 new trainings within the first year.

41. Question - Do you need to provide access to the public for any training classes? If so, would there be an eCommerce element to this need?

Response: Currently DEW have no need to provide access to the public. This LMS solution will be for technical and programmatic workforce training for DEW and partner entities.

42. Question - Do DEW administrators assign courses and learning objects or allow learners to self-select or a combination of both?

Response: This would preferably be a combination of both.

43. Question - Do you use any competencies that correlate a job to a course so that as a user who needs a certain skill or competency for a job can see what course(s) they need to take?

Response: DEW does not currently have competencies, but rather have supported programs such as Wagner-Peyser, WIOA, and Trade Adjustment Assistance. Staff that support a specific program will be required to take program-related trainings.

44. Question - Besides the LinkedIn Coursera and Alison integrations, are there any other integrations that are required? HRIS integration? If so, please provide a brief description.

Response: There are no other required integrations. Integration with other learning systems is preferred.

45. Question - Will any non-employees’ users (i.e., contractors, partners, etc.) need access to the LMS? If so, please describe how the external population will use the system differently than the internal? How many non-employees vs. employees will utilize the LMS?

Response: Yes, partners will need to access the LMS. Non-employees will access the system in the same way employees will.

46. Question - Does DES want the vendor system to support the hierarchy of multi-departments with different business rules, brandings, catalogs, etc. for employees, partner state agency staff, and external local workforce staff?

Response: DEW would like to be able to assign users to different groups – for example John Doe is a manager in the Charleston SC Works center. John would need to have his LMS account be in a manager group, a Trident Local Area group, and perhaps a group to indicate the program that John supports. DEW does require different brandings, but separate catalogs and rules would be preferred.

47. Question - Do you intend to use single sign on (SSO)?

Response: Single Sign on is not a requirement.

48. Question - Within Section 2, Functional & Technical Requirements: 4.2.1.9, can you please clarify which learning platforms you would like the LMS to integrate with.

Response: Please see responses to Questions 4, 5, 13, 17, 44.

49. Question – What is the average number of active users per month on the Learning Management System?

Response: DEW does not have a current LMS, DEW is unable to track and provide this information (see question 53).

50. Question – Has the State seen demos of LMS systems prior to the release of this RFP? If yes, which ones?

Response: The State will not disclose this information at this time. Please refer to the South Carolina Consolidated Procurement Code, Regulation 19-445.2010.

51. Question - Will the new LMS need to have API connection to other programs? If so, which ones?

Response: That has not been determined at this time. Please include the availability of API connections with your solution that could be added at a later time.

52. Question - Does the State require the ability to charge a fee for any training?

Response: See #29 response.

53. Question - Are you currently using a content library?

Response: The content library currently in use links to recordings made in Teams of training sessions provided virtually. There is no formal content library.

54. Question - How many external(non-state) individuals will South Carolina train per year?

Response: DEW estimates at least 350 external DEW individuals trained annually.

55. Question - Will the evaluators or the South Carolina IT Department give any additional weighting to a StateRAMP or FedRAMP authorized software platform?

Response: The evaluation maximum points will not change. The Award will be made to the highest ranked, responsive and responsible offeror whose offer is determined to be the most advantageous to the State.

56. Question – In reference to the Request for Proposal, Solicitation # 5400025569, we wanted to see if the State was open to procuring off the OMNIA contract.

Response: The State shall continue with the RFP process.

57. Question – Can you please let me know if the T&C’s are negotiable prior to finalizing an agreement if we get to that point?

Response: Please refer to Section II. INSTRUCTIONS TO OFFERORS -- B. SPECIAL INSTRUCTIONS, CONTENTS OF OFFER. Also, please refer to Section VI. AWARD CRITERIA, DISCUSSIONS AND NEGOTIATIONS – OPTIONAL.

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