DOS-RFP-21.22-038 Addendum No. 1 - FINAL.pdf

DOS-RFP-21/22-038 Addendum No. 1 Page 1 of 10

RON DESANTIS

Governor

CORD BYRD

Secretary of State

ADDENDUM NO. 1 TO THE FOLLOWING REQUEST FOR PROPOSAL

DLIS LEARNING MANAGEMENT SYSTEM

FOR CONTINUING EDUCATION

SOLICITATION NO.: DOS-RFP-21/22-038

Date: July 8, 2022

To: Prospective Respondents to Solicitation No.: DOS-RFP-21/22-038

From: David Shufflebotham, Procurement Officer

Subject: Questions and Answers and Timeline of Events and Addendum to

Solicitation

FAILURE TO FILE A PROTEST WITHIN THE TIME PRESCRIBED IN SECTION 120.57(3),

FLORIDA STATUTES (F.S.) (AS ALTERED BY SUBBSECTION 110.123(3)(D)4, F.S.), OR

FAILURE TO POST THE BOND OR OTHER SECURITY REQUIRED BY LAW WITHIN THE

TIME ALLOWED FOR FILING A BOND SHALL CONSTITUTE A WAIVER OF PROCEEDINGS

UNDER CHAPTER 120, F.S.

This Addendum includes the following:

1. Written Responses to Written Questions

The following questions were submitted prior to the deadline for written inquiries. The questions are reproduced in the exact format in which they were submitted. Answers to these questions will be posted as an Addendum on the Vendor Information Portal (VIP) in accordance with Section 2.3 Timeline of Events.

Questions and Responses:

DOS-RFP-21/22-038 Addendum No. 1 Page 2 of 10

Question

RFP

Section

RFP

Page

Vendor Question Department Response

Tab 3: Professsional Experience 1. Training Content a) Describe, in detail, the Repondent’s approach to training content. Provide at least three (3) examples of previous content created including as summary of each example and its intended audience.

Examples should demonstrate trainings for library staff and library services-

Do the trainings need to be library specific or will you accept trainings that are broad focused on topics such as Professional Development,Customer Service, Compliance, Technology, etc.?

Yes, the trainings need to be library specific.

Past Performance Evaluation and Samples Provided a.)

Training Content Examples should include videos and content the Respondent has developed for continuing education trainings for library staff on relevant subjects to library services and customer service.

Rating: Excellent – 30;

Good – 25; Adequate – 20; Poor – 15;

Unsatisfactory – 10;

Not Addressed – 0 Points for Training Content: ____

Can we provide past performance on content delivery outside of library staff?

No, all past performance must adhere to the requirements within the RFP.

IV. Scope of Work & Details of Deliverables Vendor will add asynchronous training videos, webinars and tutorials to the Division’s offerings.

This content will be created by the vendor and will focus on professional development in topics

Will you consider proposals for a Learning Management platform that has all of the LMS features and content (i.e. customer service) but does not have library technology specific training?

No, library technology specific training is required.

DOS-RFP-21/22-038 Addendum No. 1 Page 3 of 10 related to library activities, work and customer service.

Topics include, but are not limited to , customer service best practices and library programming, technology, services and marketing ideas.

4 N/A

How is the library currently offering the training today? What system and content is being utilized?

DLIS offers live webinar sessions that are recorded and added to the Division’s YouTube channel.

5 N/A

Has the organization seen demonstrations prior to the RFP issuance? If so, which vendors?

No, there have been no demonstrations prior to the issuance of this RFP.

6 N/A What is the budget for this project?

The proposed budget for this project will not to exceed $50,000.

7 N/A

Will historical data need to be migrated? If so how many records?

Historical data to the new learning management system (LMS) would include videos and documents. This could be up to 600 records.

8 N/A

Are you partnering with a content provider and will you need integration with 3rd party content?

No, DLIS will not need integrations with a 3rd party vendor.

IV. Scope of Work & Details of Deliverables LMS will be capable of exporting all Division course content and materials for reuse on other platforms

Please describe what is needed for the export-what format is required and what platforms would support the materials?

Exported video content would need to be in .mp4 format. Exported content would need to be able to upload to YouTube. Exported documents would need to be exported in PDF format.

IV. Scope of Work & Details of Deliverables

28 Who is providing the information for content creation?

a) Is there an expectation that we are developing and producing the eLearning Courses?

b) If yes, how many per month, year or contract?

c) Or should pricing for creation and production of course modules be

a) There is an expectation that the vendor will develop and produce asynchronous training videos, webinars and tutorials. DLIS will create course modules. Please see Attachment B, Section IV, Scope of Work.

b) DLIS does not stipulate the number of training videos, webinars and tutorials a vendor must provide. Please include the number of trainings you can provide.

c) No, the pricing for creation and production of course modules do not

DOS-RFP-21/22-038 Addendum No. 1 Page 4 of 10 priced per template eCourse format?

have to be priced per template eCourse format.

ATTACHMENT C –

PRICE PROPOSAL

SHEET

33 Should creation and production of course enhancements (quizzes, download etc) be priced separately?

No, these should be included in the overall price of the product that the vendor provides.

SECTION 6 –

SELECTION

METHODOLOGY??

Will the person who provides the learning content be the same representative who will be facilitating the learning modules?

a) Or are you requesting a hired professional voice over facilitator/educator?

(Page 25) 1.a Price Proposal

FIXED PRICE

DLIS will provide learning content and will be creating learning modules.

a) The vendor is required to provide training videos, webinars and tutorials.

DLIS does not stipulate that the learning content be done by hired professional voice over facilitator/educators. Please see Attachment B, Section IV, Scope of Work.

Deliverable No. 1 – Turnkey Learning Management System or Deliverable No. 2 – Learning Management System Accessibility??

Is this referring to a monthly FIXED retainer, for services requested under the scope of work?

a) How many courses need to be created each month?

b) Or does this refer to FIXED prices such as eLearning Course templated features that will be created and produced?

Example:

Product #1: 3 Learning Modules with 3 lessons = 9 learning segments = $ PRICE Product #2: 5 Learning Modules with 5 lessons = 25 learning segments = $ PRICE Product #3: Quiz development = $

PRICE

Product #4:Downloadable PDF + $ PRICE per page

No, there is no retainer.

a) DLIS does not stipulate the number of training videos, webinars and tutorials a vendor must provide. Please include the number of trainings you can provide.

b) No, all features and functions should be included in the overall price of the product that the vendor provides.

DOS-RFP-21/22-038 Addendum No. 1 Page 5 of 10

Product #5: Landing Page Development = $

PRICE

IV. Scope of Work & Details of Deliverables

How many different templates and options need to be created by the vendor?

a) Or are you requesting a fixed rate per template creation request?

DLIS does not stipulate the number of templates and options a vendor must provide. Please include the number of trainings you can provide.

a) All features and functions should be included in the overall price of the product that the vendor provides.

General

Why is DLIS looking for a new LMS? And why now? What has changed?

DLIS is looking to create an LMS to house the Division’s webinars and create learning modules using these webinars. The webinars provided by the vendor will also assist in developing training course modules.

These courses will be offered to library staff throughout the state for more structured, in-depth professional development.

Attachment B – Section

Is this a replacement project or a new initiative for DLIS? In other words, is there currently a centralized LMS in place for the participants of this initiative? If so, what vendor/s provide the current solution?

Currently, there is no centralized LMS for DLIS. DLIS currently has a YouTube channel that acts as an archive for the Division’s content.

Will the LMS need to provide any eCommerce or payment options for individuals to use the various library LMS services? In other words, certain materials will require a fee to check them out

There is no need for eCommerce or payment options. There are no fees associated with the Division’s work.

Will the LMS need to integrate to any external systems to pull or push data? If yes, do you anticipate the integration to need to be in real-time or scheduled, offline?

No, it will not need to integrate with external systems to pull data. If the vendor is referring to pre-recorded content and files, please see Attachment B, Section IV.

DOS-RFP-21/22-038 Addendum No. 1 Page 6 of 10

For logon purposes, do you anticipate using a traditional id and password for all users or will some form of single-sign on be required? If SSO is needed, please describe who will be using and what technology is being used (example SAML 2.0). Also, will there be multiple SSO integrations required for different locations/groups?

Yes, DLIS is anticipating using a traditional ID and password for all users.

Will there by any historical data such as profiles, current catalogs or taxonomies, etc. that need to be imported into the new LMS?

No historical data will need to be imported into the new LMS.

Will the state see a need in the future to be able to offer live training options such as webinars via Zoom or WebEx? If yes, please provide some context?

DLIS currently does live trainings via Zoom and GoTo meetings. These are recorded and are then uploaded to the Division’s YouTube channel. In the future, these recordings will be uploaded to an LMS and incorporated into learning modules.

Can content development services be conducted fully remote?

Yes, the content development services can be conducted remotely.

Attachment B –Section

III

While the Goals and Objectives are listed in Attachment B, paragraph iii, what are the top challenges and drivers that initiated this project?

DLIS is looking to create course modules for different topics based on the Division’s live training sessions.

This will address a need for library staff throughout the state to have more complex, multi-faceted trainings that they can access virtually. These course modules will include supporting informational documents based on the topic being covered, quizzes and other information relevant to learners.

Attachment B –Section

IV

How many modules/asynchronous training videos, webinars and tutorials are expected to be

DLIS does not stipulate the number of modules, training videos, webinars and tutorials a vendor must provide. Please include the number of trainings you can provide.

DOS-RFP-21/22-038 Addendum No. 1 Page 7 of 10 created for Deliverable #1 - Turnkey LMS?

Attachment B –Section

IV 29

What is the expected length of time for each module/video?

The expected length of time for each module/video is 60 to 90 minutes.

Attachment B –Section

IV

Will the vendor have access to Subject Matter Experts and existing content for the development of new modules/asynchronous training videos, webinars and tutorials?

DLIS has Subject Matter Experts who facilitate trainings and webinars and will develop content and modules for these trainings. The vendor will add trainings, webinars and tutorials in addition to what DLIS provides. Please see Attachment B-Section IV.

Attachment B –Section

IV

How many templates will the vendor need to provide for learning module creation?

DLIS does not stipulate the number of templates a vendor must provide.

Please include the number of trainings you can provide.

Attachment B –Section

IV

How many LMS Administrators will need to contact tech support? This would be a more detailed level of product support that would be relevant to the Administrators role in supporting the solution on the DOS DLIS side.

There will be at least three DLIS staff members who will need to contact tech support.

Attachment B –Section

IV

For clarification, Deliverable No.1 is the implementation services required to install and configure the solution.

Deliverable No.2 is for the recuring SaaS fees for the software service over the 3 year term.

Yes, this is correct. This includes all functionality and access to the LMS.

Please see Attachment B – Section IV.

Attachment B –Section

IV

In Deliverable 1, does "turnkey product" mean the LMS is completely configured based upon your requirements and business processes?

Or does it mean an LMS that is accessible by employees, but is still undergoing an implementation process?

The turnkey product in Deliverable 1 will be completely configured based upon DLIS requirements and processes. Please see Attachment B – Section IV.

Form 10

Since many of the individuals that need to sign Form 10 are in

Yes, please see Question #22.

DOS-RFP-21/22-038 Addendum No. 1 Page 8 of 10 various remote locations, would you accept digital signatures on From 10 in kieu of 'wet' signatures due to Covid still keeping many employees working remotely?

General

You mentioned that this project is part of the Continuing Education program, does that imply the LMS needs to track traditional Continuing Education credits? If so, is there an integration needed to any formal CE program on a national level?

No, DLIS does not use CE credits.

DOS-RFP-21/22-038 Addendum No. 1 Page 9 of 10

2. 2.3 Timeline of Events and Addendum to Solicitation:

Please see the following revised Timeline of Events. The Evaluation Commence, Evaluation Team Debriefing Conference Call and Anticipated Notice of Intent to Award have been changed by strikethrough.

DATE TIME ACTION LOCATION

June 8, 2022

Release of Solicitation

Electronically Posted:

https://vendor.myfloridamarketplace.

com/search/bids

June 22, 2022

5:00 P.M.

EST

Deadline for Vendor

Written Questions

Division of Administrative Services

Purchasing@dos.myflorida.com

June 29, 2022

July 8, 2022

N/A

Anticipated Date for

Department’s Response to Vendor Written

Questions

Electronically Posted:

July 14, 2022

August 11, 2022

2:00 P.M.

Deadline for Receipt of

Vendor Proposal

Florida Department of State

500 S. Bronough Street, Suite 428

Tallahassee, Florida 32399

July 14 2022

August 11, 2022

3:00 P.M.

Proposal Opening

– Conference Call

Telephone: 1-888-585-9008 and enter code 666-567-017# when directed

July 20, 2022

August 18, 2022

3:00 P.M.

Evaluation Team Briefing

Conference Call

(This is meeting is open for public attendance via telephone)

500 S. Bronough Street, Suite 428

Tallahassee, Florida 32399 or telephone

1-888-585-9008 and enter code

666-567-017 #

July 21, 2022-

August 4, 2022

August 19, 2022 -

September 9, 2022

Evaluations Commence https://vendor.myfloridamarketplace.com/search/bids mailto:Purchasing@dos.myflorida.com

DOS-RFP-21/22-038 Addendum No. 1 Page 10 of 10

August 9, 2022

September 15, 2022

2:00

P.M. EST

Evaluation Team

Debriefing Conference

Call

(This is meeting is open for public attendance via telephone)

500 S. Bronough Street, Suite 428

Tallahassee, Florida 32399 or telephone

1-888-585-9008 and enter code

666-567-017 #

August 19, 2022

September 22, 2022

Anticipated Notice of

Intent to Award

Electronically Posted

Date signed by both parties

Anticipated

Contract Start Date