ESBD_File_350629_Memorandum 2 (LMS, 2-16-24).doc

MEMORANDUM 2

TO:

All Persons/Entities That Have Received Integral Care’s February 16, 2024 Request for Proposals for a Learning Management System (“RFP”) FROM: Brody Ballard, Coordinator of Legal Services

RE:

Response to Questions Regarding RFP

DATE:

March 12, 2024

QUESTIONS/RESPONSES

Q1: Are you currently using a LMS? If so, which one? If not, how are you currently offering training to your employees and tracking completions?

A: This question does not pertain to the process or specifications of the RFP.

Q2: Have you seen any vendor demos prior to this RFP release? If so, which ones?

This question does not pertain to the process or specifications of the RFP.

Q3: Is there hard go-live date requirement for the new Learning Management System?

A: Yes.

Q4: If so, what is it and what is driving that date?

A: November 1, 2024. This is when Integral Care’s contract ends with its current LMS.

Q5: What is your budget for the annual recurring fees as well as one-time implementation in Year 1?

A: This question does not pertain to the process or specifications of the RFP.

Q6: What are you currently spending for your current solution?

A: This question does not pertain to the process or specifications of the RFP.

Q7: How many years will your initial contract term include? Will your contract include optional renewal years? If so, how many?

A: Integral Care anticipates an initial contract term of five (5) years, with option by Integral Care to renew for two (2) successive periods of one (1) year each.

Q8: How many active users do you expect to have in the LMS annually?

A: Integral Care anticipates 1400 – 1500 users annually.

Q9: Will you allow users to self-register for an account? Explain the scenarios.

A: No. Integral Care anticipates that user accounts are created on behalf of users by Integral Care’s Learning & Development team, if not automatically created via data feed from a Human Resources Information System integration.

Q10: Which HRIS and/or other systems will you be pulling user data from to load user accounts into the LMS? Does it capture supervisor relationships?

If automated, how frequently would you like to update user data in the LMS? (Daily via an inbound data feed, real time via web services/API, or ad-hoc manually)

A: Data is currently pulled from Datis’ E3 HRIS, which does capture supervisor relationships. If automated, Integral Care prefers either daily or real-time.

Q11: Do you have any users whose data will come from other systems (contractors, external users, etc.)? Will this data need to be fed into the LMS or be manually created by administrators?

A: Integral Care anticipates that accounts for its contracted network of providers will be manually created by Integral Care’s contract manager team.

Q12: Do you need to pre-load any inactive users for historical reference/data? If so, how many?

A: Yes. Integral Care anticipates a pre-load of approximately 5500-6000 inactive users for this purpose.

Q13: What type of training do you plan to offer in this system?

A: Integral Care anticipates offering live event sign-up capability (virtual and in-person), online self-paced courses, and requirement trackers (certificate upload).

Q14: How will your user population interact with the system (i.e. one-time training, recurring training, optional/mandatory, etc.)?

A: One-time trainings, recurring/annual trainings, optional/elective trainings, and sessions.

Q15: The LMS allows for different Welcome Page designs per org unit/audience. Will your company require differentiated branding of the LMS based on an organizational unit? If so, how many?

A: Integral Care anticipates that the Welcome Page design only needs one uniform design/branding for the organization.

Q16: How many learning objects (web based training, ILT, vILT, documents) will you be migrating/loading to the new LMS for go-live?

A: Approximately 150-200.

Q17: Are you looking to load any historical training completions for these users?

A: Yes.

Q18: If yes, approximately how many total completion records to-date do you plan to load?

A: It is difficult to give an exact approximate, but between 500,000 to 800,000 completion records historically for all users in Integral Care’s system.

Q19: Please describe specific integration requirements to exchange data between the LMS and other systems. Include the type of data (specific fields, if possible), destination system, frequency, etc.

A: Integration between HRIS Data/E3 to the LMS. Data to pull would include – employee name, email, division/hierarchy, employment type (full time, part time, etc.), unit #, user location, supervisor, hire date.

Q20: Do you have any external content providers that you need to integrate with the LMS (Skillsoft, LinkedIn, etc.)? If so, which ones? Do you want completions for those external courses to be tracked in the LMS?

A: No.

Q21: Are you looking for the vendor to provide a COTS content library offering with the LMS? If so, what type of training are you looking for that offering to include?

A: Yes. Integral Care anticipates training to include cultural competency, de-escalation, emergency/disaster training, infection/disease control, HIPAA, client rights, substance use in the workplace, ethics/corporate compliance, and sexual harassment.

Q22: Would you like to integrate any vILT providers with the LMS? Please specify which one(s). Ex. WebEx, GoToMeeting, Adobe Connect, Zoom, MS Teams.

A: Ideally, Integral Care desires an integration with a virtual video classroom (e.g. Kaltura).

Q23: Will you require Single Sign On (SSO) to be implemented to allow users to log into the LMS from your network without having to enter their credentials?

A: No.

Q24: Is your SSO protocol AES Encrypted SSO, SAML 1.1 or SAML 2.0? If not, what is it?

A: N/A.

Q25: Are you planning to implement eCommerce functionality with the new LMS (ability for users to purchase/pay for training)? Please describe your use-cases/scenarios for eCommerce workflows.

A: No.

Q26: What are your business drivers, pain points, and/or compelling reasons for considering a change of platform to meet your talent management initiatives?

A: This question does not pertain to the process or specifications of the RFP.

Q27: How would you weigh the importance of the Learning Management System's features and functionality vs. the content library for the various topics listed in the RFP?

A: Per Attachment A of the RFP:

“Proposer’s LMS must feature the following:

· Robust content library with content relevant to healthcare providers in the following areas:

· Mental health

· Intellectual and developmental disabilities

· Substance use

· Crisis response

· Healthcare compliance

· Child development

· Family interventions

· Call center training

· Work assistance programs

· Wellness

· Computer network security and Microsoft software

· Management skills” Proposals that are unable to meet this requirement will fail the minimum requirements of the RFP.

Q28: Would you select a vendor who can only provide content for some of the topics listed in the RFP vs. all of them?

A: Please see response to Q27.

Q29: How is this list of content as requested supported today? Do you anticipate a mix of content sources?

A: It is supported by both Integral Care-authored content and content offered by Integral Care’s current LMS. Integral Care anticipates continuing with such a content mix.

Q30: What is the main driver for this solicitation and the new LMS?

A: This question does not pertain to the process or specifications of the RFP.