ESBD_File_350629_Memorandum 3 (LMS, 2-16-24).doc

MEMORANDUM 3

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 15, 2024

QUESTIONS/RESPONSES

Q1: What is your desired term length for the agreement resulting from this RFP? 3 years? 5 years? Etc.

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.

Q2: Regarding section III. Risk Profile, item C on page 14: Can you provide additional clarification around what is meant by “judgments or settlements”? Would this only be relevant to the services vendors are expected to provide?

A: A judgment is a court decision that settles a dispute between two parties to a dispute by determining the rights and obligations of each party. A settlement is a voluntary and binding resolution agreement between two parties, without input from a court. This question includes all judgments and settlements, regardless of whether they are relevant to the services sought through the RFP.

Q3: Regarding section III. Risk Profile, item H on page 14: Can you provide additional clarification around what is meant by a “canceled contract”? Would this only mean termination for cause?

A: A canceled contract is any contract that is terminated either with or without cause by one party before the expiration date of the contract.

Q4: Regarding Section IV. Additional Information, item B on page 14: If we currently provide the requested services to Integral Care, can we be exempt from providing references?

A: Yes.

Q5: Why are you considering a new LMS? What are the challenges with the current LMS?

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

Q6: What are Integral Care’s learning objectives / goals for this new LMS for 2024 and beyond?

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

Q7: Will you require data migration from the current LMS? If yes, please describe the amount of data to be migrated so we can provide an accurate price for this activity.

A: Please see responses to Q12, Q16, and Q18, and Q19 of Memorandum 2.

Q8: Will Integral Care require the LMS solution to integrate with any virtual training programs such as Zoom or MS Teams?

A: Please see response to Q22 of Memorandum 2.

Q9: Outside of US English, what languages are required for the LMS solution user interface?

A: US English is the only required language.

Q10: Do you have a current third-party content library that you utilize? If so, who is the provider?

A: Relias.

Q11: Do you offer instructor-led training or virtual instructor-led training?

A: Both are offered.

Q12: Do you need to provide access to the public for any training classes? If so, would there be an eCommerce (charging for courses) element to this need?

A: No.

Q13: Do Integral Care administrators assign courses and learning objects or allow learners to self-enroll or a combination of both?

A: Combination of both.

Q14: 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?

A: Yes, however Integral Care currently sets-up auto-enrollment within its current LMS to capture courses required for specific roles to match skills and competencies needed based on specified parameters (direct-care vs no client contact, job titles, departments, etc.).

Q15: Are any integrations required, such as to an HRIS system?

A: Data is currently pulled from Datis’ E3 HRIS.

Q16: Do you require single sign-on and multi-factor authentication?

A: No.

Q17: In reference to Section II. Finance, A., will you accept a Financial Health letter in place of financial reports for the last three years?

A: If a proposer is unable to provide the audited reports as requested by the RFP, Integral Care will accept CPA-reviewed financial statements. However, depending on its content upon Integral Care’s review, a financial health letter may not satisfy this portion of the RFP. Please follow the process shown in the “EXCEPTIONS/SUBSTITUTIONS” section on page 6 of the RFP.

Q18: In reference to Section III. Risk Proposal, E., will a Franchise Tax statement be acceptable?

A: A Franchise tax statement from the Texas Secretary of State which shows that Proposer is in good standing or that it is exempt from the state franchise tax is acceptable.

Q19: Within the ‘Selection of Successful Proposer’ section, item #2, will any additional value be placed on minority- or women-owned businesses?

A: Please see the “SELECTION OF SUCCESSFUL PROPOSER” section of the RFP.

Q20: Since Integral Care is an agency of the State, does Integral Care have any ability to purchase via a state contract vehicle such as DIR or GSA?

A: Integral Care is eligible to purchase from the statewide contracts of the Texas Department of Information Resources.

Q21: Will Integral Care accept a second copy of the vendor’s response with the confidential items redacted for ease of use to publish to the public and for easy read without markups of the original submission?

A: Yes.

Q22: Within Attachment A, for the content library requirement, will all employees need access to all content topics? If not, how many users will need access to each topic area?

A: All users, approximately 1400, will need access to topics such as Cultural Competency, Ethics, Client Rights, HIPAA, Infection Control, Emergency Response, Sexual Harassment in the workplace. Only direct-care, client-facing employees/users, approximately 800, would need Behavioral Health trainings.

Q23: Within Attachment A, there is requirement for Integral Care’s internal training courses to be uploaded into the LMS. What types of eLearning content formats do you currently us or plan to use (ex. AICC, SCORM, xAPI, MP4, etc.)

A: SCORM, AICC, MP4