CUSTOMER LEARNING MGMT SYSTEM- RFI #21_22-52 (CLMS).pdf

RFI #21/22-52, CLMS Page 1 of 10

STATE OF FLORIDA

DEPARTMENT OF REVENUE

REQUEST FOR INFORMATION

Property Tax Oversight (PTO) Customer Learning Management System (CLMS)

RFI #21/22-52, CLMS

1 REQUEST FOR INFORMATION

The Florida Department of Revenue (Department), Property Tax Oversight (Program) is seeking information from vendors that offer an extended enterprise, SaaS/cloud-based, customer learning management system (CLMS), that includes tools to engage and enhance learning, self-registration, self-monitoring of transcripts and records, and real-time access to user support, course content and on-line exam proctoring integration. This is a B2C solution as the end-users of the CLMS are external customers of the Department. The administrators of the CLMS are Department employees.

The Department is NOT seeking information on:

• A solution for an enterprise. This RFI is not for internal Department use or Department employees.

The need is for an extended enterprise solution. The most appropriate type of system for comparison purposes would be the type of management system used by a non-profit or an association to manage and track member activity.

• A system that suggests learning paths – we do not assign curriculums. Users choose their own courses.

• A solution that includes HR (human resources) functions. This is not for internal Department use or Department employees.

2 BACKGROUND

The Florida Department of Revenue’s Property Tax Oversight (PTO) Program is statutorily required to conduct schools to upgrade assessment skills and collection skills to Florida’s elected/appointed property appraisers and tax collectors. These “schools” are certification and recertification courses. The program currently uses the Department’s internal Learning Management System (LMS) to handle course registrations, records, and reporting. The Department’s LMS does not meet the needs of the large volume of external customers that PTO trains annually (+/-1900 users per year). The Department’s LMS does not allow these external customers the opportunity to self-register, check their transcript, obtain user support, or any of the other tasks that a user would expect to accomplish online in 2022. Currently, each of these tasks are handled manually by an employee of PTO.

The focus of the PTO Certification and Training Team (CT) CLMS is not an agency-wide or Department training system. Rather, it is an extended enterprise solution for customer learning management and certification/recertification management. The learning paths of these users are determined by external offices – the Department does not assign learning paths. The completed courses apply toward a certification offered by the Department. Once certified, the individual becomes part of a recertification group within the CLMS and must meet annual criteria to recertify. The anticipated CLMS must exhibit the qualities, functionality and content suited for this type of a certificate management program.

https://floridarevenue.com/property/Pages/Home.aspx https://floridarevenue.com/property/Pages/Home.aspx

RFI #21/22-52, CLMS Page 2 of 10

3 FUNCTIONAL AND TECHNICAL REQUIREMENTS

The CLMS should include, but not be limited to, the following functional capabilities or features for the Program’s external customers and Certification and Training team administrators:

3.1 General System Requirements

1. Be located within the United States.

2. Be delivered as a Cloud-based Software as a Service (SaaS) solution.

3. Be maintained by the provider. The provider will inform the Department of any updates or maintenance issues.

4. Have a written security plan.

5. Have a written disaster recovery plan.

6. Include system monitoring on a 24 hours per day, 7 days per week basis, to ensure ongoing system availability and functionality.

7. Include phone, email, and web-based trouble reporting (“Help-desks”) for technical support of users and administrators to operate between standard business hours in both Eastern and

Central time zones.

8. Provide an end-user, in-system help feature for learners such as job aids, a “how to” guide, and/or online tutorials.

9. Store and host learning content objects.

10. Support different course delivery types such as online on-demand, blended, instructor led (ILT) and virtual instructor led (VILT).

11. Allow content to be syndicated to audiences based on their role, organization, geography, or level of expertise.

12. Easily integrate with other key applications (Zoom, Virtual Live Proctoring Service).

13. Provide reporting and administration to manage the application’s permissions, performance, and usage.

14. Support multiple languages.

15. Be able to deliver content through mobile devices with adaptive display.

16. Be fully compatible with: Windows, Mac, and Linux operating systems: Edge, Google Chrome, Mozilla Firefox, and Apple Safari browsers.

17. Be compliant with Section 508 of the Rehabilitation Act (29 U.S.C. 794d), as amended in 1998.

Section 508 is a federal law that requires agencies to provide individuals with disabilities equal

RFI #21/22-52, CLMS Page 3 of 10 access to electronic information and data comparable to those who do not have disabilities unless an undue burden would be imposed on the agency.

18. Be fully compatible with SCORM 1.2, 2004 (all editions) and xAPI/Tin Can API file specifications.

19. Provide for batch file uploads to all areas of system- learner records, courses, tests, etc.

20. Import and store historical user learning records.

3.2 Administrator Functionalities

1. User Management

a. Manage users, their content permissions, grades, and certifications.

b. Customize and schedule system, user, and administrator notifications.

c. Assign and limit access to reporting based on user role.

d. Manually add and edit learner transcripts.

e. Assign and edit username and passwords.

f. Allow grouping based on administrative criteria.

g. Allow or restrict user self-registration to site/sub-sites, groups/teams, and courses.

h. Ability to author program announcements, reminders and course information via system generated email.

2. Measure and Evaluate

a. Create and assign tests/assessments for all courses, set test time limit, and limit results availability.

b. Allow or restrict viewing of test results and correct test answer.

c. Ability to group test questions by content area.

d. Ability to randomize test questions and answer choices from question banks.

e. Ability to generate test item analysis and student analysis reports (grade, item difficulty, item discrimination, reliability coefficient, response frequency and distribution).

f. Integrate with third-party proctoring service.

g. Create and assign surveys based on custom criteria.

RFI #21/22-52, CLMS Page 4 of 10

3. Course management

a. Override scoring and course completion.

b. Restrict learner progress in course, based on criteria to be met prior to learner progressing. Option to force lateral progression.

c. Store and host content objects.

d. Include a native authoring tool.

e. Gamification to drive customer engagement.

4. Certificate Management

a. Create and track certifications for users– requirements, cycles, and expiration.

b. Track and notify of certification/designation status.

c. Create and award custom certificates.

d. Assign criteria for certificates, evaluations.

3.3 User Functionalities

1. Select language.

2. Belong to multiple groups/teams.

3. Self-register and change their system password to site/sub-sites.

4. Upload files.

5. Use same login credentials across all sub-sites.

6. View transcripts.

3.4 Reporting Functionalities

1. Periodic reports reflecting any upgrades, system refreshes, or system issues; detailing impacts to users.

2. Monthly and annual data/storage status reports.

3. Multiple instant report viewing options for Administrators, exportable (HTML, PDF, XLS, DCO, CSV, TXT).

4. Administrator custom reports - create custom reports based on any field(s) within the system.

RFI #21/22-52, CLMS Page 5 of 10

4 RESPONSE CONTENT

Interested vendors with the capability and capacity of providing a Customer Learning Management System (CLMS), as described in this RFI, are encouraged to submit a response. The response should demonstrate the vendor’s understanding of the CLMS need and the potential phases of implementation.

The Program recognizes that the requirements outlined in this RFI imply a broad scope and scale. The RFI # 21/22-52 Questionnaire, Section 10, provides opportunity for feedback on potential options or solutions for the CLMS not specifically addressed.

Responses must include the following, using this numbering scheme and order.

1.1 Provide your recommendation for implementation, customization, migration, and training, in response to the above listed requirements. Do NOT include specific pricing in the response.

1.2 Provide pricing methodology for the recommendation, but do NOT include actual pricing for the response. For example, explain if licenses are perpetual, concurrent, single-user, server, etc.

Also explain if maintenance, support, implementation, etc. are one-time, recurrent, included, separately priced, etc.

1.3 Provide your response to the RFI # 21/22-52 Questionnaire (Section 10 of this RFI document) by answering all questions and providing thorough, but concise answers. Responses must be submitted in the same sequence and format. Documentation supporting your responses may be included as an appendix.

5 MFMP (MyFloridaMarketPlace)

The State of Florida, through the Department of Management Services, has instituted MyFloridaMarketPlace, a statewide e-Procurement system.

Pursuant to section 287.057(22), Florida Statutes, payments issued by Agencies or Eligible Users to Vendors for purchases of commodities of contractual services are subject to the Transaction Fees, as prescribed by Rule 60A-1.031, Florida Administrative Code, or as may otherwise be established by law.

Vendors shall submit monthly reports required by the rule. All reports shall be subject to audit. Failure to submit the Transaction Fees or submit reports shall constitute grounds for default and exclusion from business with the State of Florida.

The following qualifications will be required of any respondent to any procurement of services that might be issued based on the responses to this RFI.

• Vendors must be registered with the State of Florida, Department of Management Services through the MyFloridaMarketPlace e-procurement system; and,

• Vendors must be registered with the State of Florida, Department of State, Division of Corporations, to do business in Florida.

If the Program issues a formal solicitation at a future date for the services described herein, Vendors will be subject to the MyFloridaMarketPlace Transaction Fee.

6 DISCLAIMERS

6.1 Proprietary Information

https://www.dms.myflorida.com/business_operations/state_purchasing/myfloridamarketplace/mfmp_vendors

RFI #21/22-52, CLMS Page 6 of 10

Due regard will be given for the protection of proprietary information contained in all submissions received; however, respondents should be aware that all materials associated with the RFI are subject to the Florida public records law (Chapter 119, Florida Statutes).

If a Vendor considers any portion of its response to this RFI, including the questionnaire answers, supporting documentation, data, or records, to be confidential, proprietary, trade secret or otherwise not subject to disclosure pursuant to Chapter 119, Florida Statutes, the Florida Constitution, or other authority, such information shall be clearly marked as “CONFIDENTIAL.”

The Vendor must simultaneously provide the Department with a separate redacted copy of its response.

The redacted copy shall:

a. Be provided in an electronic format;

b. Briefly describe in writing the grounds for claiming each exemption from public records law, including the specific statutory citation for such exemption; and,

c. Only exclude or redact those exact portions which are claimed confidential, proprietary, trade secret, or otherwise exempt.

The non-redacted copy will be distributed internally, as determined necessary and appropriate by the Department, for review and analysis.

An entire page or paragraph in which such information appears should not be marked confidential unless the entire page or paragraph consists of such confidential information. Vendors are to indicate where confidential information begins and ends.

Vendor shall protect, defend, and indemnify the State for any and all claims arising from or relating to the Vendor’s determination that the redacted portions of its RFI are confidential, proprietary, trade secret or otherwise not subject to disclosure.

If the Vendor fails to submit a redacted copy of its response to the RFI, Vendor agrees that the Department is authorized to produce the entire set of documents, data or records submitted by the Vendor in answer to a public records request for these records.

Copyrighted material will be accepted as part of the RFI only if accompanied by a waiver that will allow the Program to make paper and electronic copies necessary for the use of Program staff, agents, and public record requests.

6.2 Product Demonstrations

The Department reserves the option to request product demonstrations in an electronic video format, from respondents, at its sole discretion. Should the Department request any product demonstrations, all respondents will be given the opportunity to submit a demonstration and shall be contacted directly by the Purchasing Officer listed in Section 7 of this RFI to schedule such a meeting.

6.3 Planning Purposes Only

The Program is asking for submissions in response to this RFI for informational and planning purposes only and will not be obligated in any way to use any of the information received. This RFI process is intended to help the Program research a variety of available services so that the Program may determine the best strategy for the State. Submissions received in response to this RFI will be used to determine

RFI #21/22-52, CLMS Page 7 of 10 any, or all, of the following: whether to competitively procure commodities or contractual services;

which solicitation process to use for a particular need; or general, special, or technical specifications to be included in a solicitation, whether to consider an in-house build by IT staff. The Program reserves the right to use the information gathered through the RFI process to develop a scope of work, which may be incorporated into a contract using a statutorily approved method of procurement.

Responses to an RFI are not offers and shall not be accepted by the Program to form a binding contract.

Furthermore, the Program is not at this time seeking proposals and will not accept unsolicited proposals.

Responding to this RFI will neither enhance nor diminish the respondent’s chances of receiving future work from the state. Similarly, not responding to this RFI will not be a detriment when competing for future work. This RFI should not be considered an opportunity to “market” to the Program or to any entity for the State of Florida. Respondents are solely responsible for all expenses associated with responding to this RFI.

All RFI submissions will become the property of the State of Florida. In addition, the Program will not be providing feedback regarding the quality or suitability of the respondent’s submission. The Purchasing Officer may, however, contact individual respondents for clarification of information contained in the submission.

7 QUESTIONS/INQUIRIES

Questions will only be accepted if submitted in writing and received on or before the date and time specified in the Calendar of Events. Responses to all vendor questions will be made in writing and posted on the Vendor Information Portal (VIP), on or about the anticipated date referenced in the Calendar of Events.

Written questions and inquiries concerning this RFI shall be submitted by email to the individual identified below and must be received no later than the date and time specified in the Calendar of Events. Include in the subject line, “RFI # 21/22-52, CLMS.”

Edwin Valla Purchasing Officer Florida Department of Revenue Email: Edwin.Valla@floridarevenue.com https://vendor.myfloridamarketplace.com/ mailto:Edwin.Valla@floridarevenue.com

RFI #21/22-52, CLMS Page 8 of 10

8 CALENDAR OF EVENTS

Listed below are the important actions, and dates and times by which the actions must be taken or completed. If the Program finds it necessary to change any of these dates and times, it will be accomplished by addendum and posted on the VIP. All listed times are local time in Tallahassee, Florida.

9 RFI SUBMISSION

Please submit your response to the RFI along with any additional documentation to Edwin.Valla@floridarevenue.com , with “RFI # 21/22-52, CLMS” in the subject line of the email.

Reminder: Vendor must submit a separate redacted copy of response, if response includes proprietary information. Please consult Section 6.1 Proprietary Information for requirements and submission information.

10 RFI # 21/22-52 (CLMS) QUESTIONNAIRE

(as follows, next two pages)

DATE TIME ACTION

August 8, 2022 5:00 PM Release of RFI on the VBS

August 29, 2022 5:00 PM Last day for Vendor written questions and inquiries

September 12, 2022 5:00 PM Anticipated date that written responses to Vendor questions and inquiries will be posted to the VIP

September 26, 2022 5:00 PM Vendor Response due date mailto:Edwin.Valla@floridarevenue.com

Department of Revenue, Property Tax Oversight Program Customer Learning Management System (CLMS) RFI #21/22-52, CLMS

1. Contact Information

1.1 Company Name

1.2 Company Address

1.3 Company Point of Contact for RFI Purposes

1.4 Company Point of Contact Phone Number

1.5 Company Point of Contact E-Mail Address

1.6 Company's Area(s) of Expertise

1.7 Length of Time Company Has Been in Existence

2. General Information

2.1 Name of Your Solution

2.2 Please Describe Your Solution

2.3 Please provide the names and contact information of existing governmental customers, professional associations or non-profits currently using your solution.

2.4

Is your company currently on any of the following contracts or any other governmental contract that permits cooperative purchasing of your solution? If yes, please provide the contract number and a description of the products/services offered.

Yes

No

Contract Number and Description of Products/Services

State of Florida, Department of Management Services, State Term Contract?

US Communities Contract?

GSA Schedule 70 - Cooperative Agreement?

Other?

If your company is not on any of the above contracts itself, are you an authorized reseller of any other company that is? If yes, please name that company and contract in the description column to the right.

Department of Revenue, Property Tax Oversight Program RFI #21/22-52, CLMS

Customer Learning Management System (CLMS)

3. RFI Questions with Section References Yes No Description

3.1 Does your solution meet the requirements of the “General System Requirements”, as listed in Section 3.1, #1-20? Explain.

3.2

Regarding 3.1, #12: Does your solution integrate with the referenced key applications?

If yes, please explain.

3.3

Does your solution include the “Administrator Functionalities”, as listed in Section 3.2, #1-4? Explain.

3.4 Does your solution include the “User Functionalities”, as listed in Section 3.3, #1-6? Explain.

3.5 Does your solution include the “Reporting Functionalities”, as listed in Section 3.4, #1-4?

Explain.

3.6

Is your company registered and active to do business with the State of Florida via My Florida Market Place, as described in Section 5?

3.7 Does your response include any proprietary or confidential information, as described in Section 6?

3.8 Can your company provide a product demonstration (see Section 6.2) specific to the desired functionalities of this RFI (Section 3)?