EVT0010850_-_Bid_Amendment_1_Q_A.pdf

Office of Procurement and Contracts 900 SW Jackson St., Room 1001 North Topeka, KS 66612

Phone: 785-296-2376 Fax: 785-296-7240 www.admin.ks.gov/offices/procurement-and-contracts Adam Proffitt, Secretary Todd Herman, Director

Laura Kelly, Governor

Amendment

Request for Proposal

Date: July 06, 2026

Amendment Number: 1

Event Number: EVT0010850

Closing Date: July 21, 2026, 2:00 PM CST

Procurement Officer: Justin Hubbard

Telephone: 785-296-6271

E-Mail Address: justin.hubbard@ks.gov

Agency: Kansas 911 Council

Item: 911 Learning Management System

Conditions: 1) Answers to submitted questions follow on page two (2) of this document.

A signed copy of this Addendum must be submitted with your bid. If your bid response has been returned, submit this Addendum by the closing date indicated above.

I (We) have read and understand this addendum and agree it is a part of my (our) bid response.

NAME OF COMPANY OR FIRM:

SIGNED BY:

TITLE: DATE:

It shall be the vendor's responsibility to monitor this website on a regular basis for any changes/addenda.

http://admin.ks.gov/offices/procurement-contract mailto:justin.hubbard@ks.gov http://admin.ks.gov/offices/procurement-contract

Event ID: EVT0010850

EVT0010850 – Amendment 1

911 Learning Management System

Questions and Answers

Q1: (regarding Section 4 – Specifications, Platform Content): The RFP states that the LMS must include a 40-hour Basic Telecommunicator Course and T-CPR Initial Certification and Continuing Education courses. Please clarify whether the Kansas 911 Council expects the selected vendor to provide and license these courses as part of the proposed solution, or whether the State will provide existing course content for migration, hosting, administration, and tracking within the LMS.

A1: Please reference Section 4, Specifications (Platform Content). The RFP explicitly outlines the mandatory minimum course content requirements, including the 40-hour Basic Telecommunicator Course and T-CPR courses.

Q2: (regarding Section 4 – Specifications, Platform Content): If the selected vendor is expected to provide the required 40-hour Basic Telecommunicator Course and T-CPR training content, will the State accept third-party licensed content provided through a subcontractor, training partner, or content licensing arrangement, provided all training requirements are met?

A2: Refer to Section 3.23 (Subcontractors) and Section 2.3(a) (Transmittal Letter). Subcontractors are permitted but must be disclosed, and the prime contractor remains solely responsible.

Q3: (regarding Section 4 – Specifications, Platform Content): Does the Kansas 911 Council currently utilize any telecommunicator training curriculum, T-CPR training content, certification program, or legacy LMS content that will be migrated into the new system? If so, would the State be willing to identify the current content provider(s) and indicate whether it intends to continue using that content within the new LMS environment?

A3: Yes. The Board is currently under contract with Moetivations, Inc. While we use a variety of classes both provided by Meotivations and created by or for the Board, we only own the content for approximately 10 classes that we plan to use in the selected system.

Q4: Section 4, Platform Content: The RFP states that the LMS must include a "40-hour Basic Telecommunicator Course meeting industry standards." Is this curriculum currently owned or licensed by the Kansas 911 Council and expected to be migrated into the LMS, or is the vendor expected to provide the curriculum as part of the proposed solution?

A4: Please reference Section 4, Specifications (Platform Content). The RFP explicitly outlines the

Q5: Section 4, Platform Content: The RFP states that the LMS must include T-CPR Initial Certification and Continuing Education courses. Are these courses currently owned or licensed by the Kansas 911 Council, or is the vendor expected to provide these courses as part of the proposed solution?

A5: Please reference Section 4, Specifications (Platform Content). The RFP explicitly outlines the mandatory minimum course content requirements, including the 40-hour Basic Telecommunicator Course and T-CPR courses.

Q6: Section 4, Support and Content Services: To assist with estimating migration effort, can the Board provide approximate quantities of existing learner records, certificates, courses, videos, documents, and other training materials that will require migration to the new

LMS?

A6: There are approximately 10 courses, some with multiple modules, and between 850 and 950 active users, along with their history (if any) for those 10 courses and course modules, that will require migration. The courses are all some form of video or recorded screen capture with associated questions and text. The courses are all relatively short, with no course totaling more than one hour.

Q7: Section 4, Multi-Tenancy: The RFP describes a statewide "main branch" and local PSAP branches. Will local PSAP administrators be expected to independently create and manage training content, or will most content development be centralized through Kansas 911 Council staff?

A7: Reference Section 4, Specification (Multi-Tenancy). Centralized management is held by the Board, but local branches must have autonomy to develop local courses and upload SOPs.

Q8: Section 4, Platform Capabilities: The RFP requires a persistent, unique, verifiable identifier for certificates that remains associated with users when they move between PSAPs. Does the Board have a preferred approach or standard for certificate verification and persistence?

A8: No.

Q9: Section 4, Platform Capabilities: The LMS is required to provide mobile-friendly access through common browsers or a dedicated mobile application. Would responsive browser access satisfy this requirement, or does the Board prefer a dedicated mobile application?

A9: Reference Section 4, Specifications (Platform Capabilities).

Q10: Section 4, Security and Compliance: Are there any required integrations with identity management systems, Single Sign-On (SSO) providers, NG911 systems, CAD systems, HR systems, or other third-party platforms that should be included in the proposal?

A10: There are no required integrations.

Q11: Section 4, Support and Content Services / Implementation & Rollout: Can the Board identify the LMS or training platform currently in use and provide any information regarding data export capabilities that may affect migration planning

A11: The current LMS in use is from Moetivations, Inc.

Q12: Can the experience, qualifications, and references of a proposed subcontractor or teaming partner be used to satisfy the RFP requirements for five years of continuous active participation in the applicable industry and three similar customer references, provided the subcontractor/partner is clearly identified in the proposal and is responsible for the LMS platform, implementation, support, and related technical services?

A12: Reference Section 2.6 (Experience) and Section 3.22 (Staff Qualifications). The prime contractor must meet the minimum thresholds, though subcontractor capabilities must be detailed.

Q13: The RFP requires a 40-hour Basic Telecommunicator Course and T-CPR initial certification/continuing education courses. Does the Kansas 911 Council expect the selected LMS vendor to provide these courses, or will the Council provide or license the course content for deployment within the LMS?

A13: Please reference Section 4, Specifications (Platform Content). The RFP explicitly outlines the

Q14: Does the Council currently maintain a contract, subscription, or relationship with a third-party training content provider that the selected LMS vendor may integrate with or host within the LMS?

A14: No.

Q15: If the vendor is expected to provide the required courses, are there specific curriculum providers, accreditation standards, or industry organizations whose content is required or preferred?

A15: Reference Section 4, Platform Content for our requirements.

Q16: Will vendors be permitted to partner with a qualified third-party training content provider to satisfy the Basic Telecommunicator and T-CPR course requirements?

A16: Refer to Section 3.23 (Subcontractors) and Section 2.3(a) (Transmittal Letter). Subcontractors

Q17: Is this procurement intended to establish a new statewide LMS environment, replace an existing LMS, or consolidate multiple training and certification management processes into a single platform?

A17: It will replace an existing LMS.

Q18: If an LMS or training management system is currently in use, what platform is being used today, and what are the primary limitations or business challenges the Council is seeking to address through this procurement?

A18: Reference response to Question 11.

Q19: What are the primary objectives of this initiative, such as statewide training standardization, certification lifecycle management, compliance reporting, local PSAP autonomy, improved training delivery, or modernization of existing processes?

A19: Reference Section 4, Specifications (Project Overview) and (Platform Capabilities)

Q20: Does the Council anticipate migration of existing LMS content, training records, certification histories, learner transcripts, videos, documents, SOPs, or reports into the new LMS? If yes, please identify the current source systems, content formats, approximate volume of materials/records, and whether the current vendor or content provider will support export and transition activities.

A20: Reference responses to Questions 6 and 11.

Q21: For the certificate authenticity requirement, is the Council expecting a specific method such as unique certificate ID, QR code verification, digital signature, or online certificate validation page?

A21: No.

Q22: For the requirement that Kansas-owned data be stored exclusively on servers located within the United States, does this requirement apply only to data storage, or also to technical support access, system administration, and help desk services?

A22: Reference Section 4, Security and Compliance. All Kansas-owned data must be stored exclusively on US-based servers.

Q23: Does the Council require Single Sign-On, such as SAML, Okta, Microsoft Entra ID/Azure

AD, or another identity provider integration?

A23: There are no required integrations.

Q24: Does the Council require user provisioning through SCIM or any automated user import/synchronization process?

A24: There are no required integrations.

Q25: For the WCAG 2.1 Level AA requirement, will the Council accept a VPAT/ACR plus an accessibility remediation roadmap where minor gaps exist, provided compliance is achieved by the stated deadline?

A25: Yes. Vendors must be compliant by the deadline (4/26/2027) as outlined within the RFP’s bid documents.

Q26: For the AI governance requirement, if the proposed LMS does not use generative AI for

Kansas data or training operations by default, is a disclosure statement confirming non-use sufficient?

A26: Yes

Q27: The cost sheet requests pricing based on 1,000 registered users and approximately 200 monthly active users. Does the Council prefer pricing based on registered users, monthly active users, PSAP branches, or a fixed annual platform subscription?

A27: Reference Section 5 (Cost Sheet). Bidders must provide pricing structures matching the table format based on 1,000 registered users / 200 MAUs and clarify their model.

Q28: Is there an estimated budget or funding range established for this LMS project, including implementation, licensing, support, and content services?

A28: Budget information is not available.

Q29: Does the Council anticipate conducting vendor demonstrations or oral presentations as part of the evaluation process?

A29: No

Q30: ID15, Page 28 - Regarding Multi-tenancy capabilities: Does the Board require each of the

109 PSAP’s (“local branches) to have its own branded landing page from which all training and administration relating to that PSAP will occur? Or, does the Board envision one main portal “landing page” (URL) with each PSAP having its own unique catalog with access determined by location and roles and reporting data accessible for just that location?

A30: Either solution is acceptable.

Q31: ID23, Page 28 - Regarding LMS uptime: Is the 99.9% uptime monthly threshold a firm requirement? Will 99.0% or 99.5% suffice?

A31: Reference Section 4, General Requirements.

Q32: ID24, Page 28 - Regarding Support and Content Services: Does the Board envision that the

Vendor will provide a dedicated support team that will be available for personnel at all PSAP’s to assist with all tasks related to content creation, conversion, and maintenance?

A32: Reference Section 4, Support and Content Services. Support applies to both the Main Branch and Local PSAP branches.

Q33: ID07, Page 28 - Regarding Authoring Tools: Do any of the PSAP’s currently have or utilize any existing authoring tools? (like Articulate, Storyboard, etc.).

A33: We cannot speak to any local tools they may possess, but they do not utilize any Board-provided authoring tools that we are aware of.

Q34: ID13, Page 27 - Regarding Basic Telecommunicator Course: Is the Vendor permitted to partner with a current provider of the 40-hour Basic Telecommunicator Course with delivery on the Board’s LMS?

A34: Refer to Section 3.23 (Subcontractors) and Section 2.3(a) (Transmittal Letter). Subcontractors

Q35: Is business registration with the State of Kansas required at the time of proposal submission, or may registration be completed prior to contract award?

A35: Reference Section 2. Proposal Response and Vendor Response Checklist.

Q36: What is the approximate volume of existing training content that will need to be migrated into the new LMS (e.g., number of courses, training hours, file formats, and content types)?

A36: See Response to Question 6.

Q37: Is there an estimated budget range or not-to-exceed amount established for this procurement?

A37: See response to Question 28.

Q38: What are the top 3 problems you are trying to solve when considering a new learning solution?

A38: Reference Section 4 (Specifications) for defined project scope, target goals, and technical parameters. The State's operational ecosystem, internal learning cultures, and organizational strategies outside of the explicit boundaries of this RFP are not relevant to the creation of a compliant bid response.

Q39: How will you measure the success of this project and subsequent deployment of a solution? What are the specific metrics you are looking to impact?

A39: Reference Section 4 (Specifications) for defined project scope, target goals, and technical parameters. The State's operational ecosystem, internal learning cultures, and organizational

Q40: Who is ultimately responsible for the success of the platform/project?

A40: The selected vendor will be contractually responsible for the successful delivery, implementation, and ongoing performance of the platform as outlined in Section 4 (Specifications). Technical and administrative oversight on behalf of the State is maintained by the State 911 Board.

Q41: Who is involved in the decision-making process and evaluation? (i.e. roles and functions)

A41: Reference Section 1.4 Negotiated Procurement of the RFP documents

Q42: What is most important to each group involved in the evaluation?

A42: Reference Section 4 (Specifications) for defined project scope, target goals, and technical parameters. The State's operational ecosystem, internal learning cultures, and organizational

Q43: Do different functional areas of the organizations (e.g. IT or HR) have different perspectives for the best way to enhance your learning ecosystem?

A43: Reference Section 4 (Specifications) for defined project scope, target goals, and technical parameters. The State's operational ecosystem, internal learning cultures, and organizational

Q44: How would you describe your organizations learning culture?

A44: Reference Section 4 (Specifications) for defined project scope, target goals, and technical parameters. The State's operational ecosystem, internal learning cultures, and organizational

Q45: How is your learning function currently organized?

A45: Reference Section 4 (Specifications) for defined project scope, target goals, and technical parameters. The State's operational ecosystem, internal learning cultures, and organizational

Q46: How do you intend to administer and manage the platform? Centrally? Hub & Spoke?

Federated?

A46: Reference Section 4 (Specifications) for defined project scope, target goals, and technical parameters. The State's operational ecosystem, internal learning cultures, and organizational

Q47: Who are the Executive Sponsors for this project?

A47: The State 911 Board

Q48: For areas where a potential vendor is unable to meet functional or non-functional requirements, what is your appetite for creative solutioning, third-party partnerships, or custom development?

A48: Reference Section 4 (Specifications) for defined project scope, target goals, and technical parameters. The State's operational ecosystem, internal learning cultures, and organizational

Q49: Can you provide an overview of the evaluation/selection process including timeline for RFI → RFP → Project?

A49: Reference Section 1. Bidding Instructions.

Q50: What are your expectations in terms of implementation/deployment timeline?

A50: Our target project start date is October 1, 2026. Our target go live timeframe is before the end of 2026.

Q51: How prepared are your internal partners (e.g. IT) to support the project? Have you identified the level of effort/involvement expected from them for success?

A51: Reference Section 4 (Specifications) for defined project scope, target goals, and technical parameters. The State's operational ecosystem, internal learning cultures, and organizational

Q52: Are you able to provide prioritization on which requirements are must-have, which are nice-to-have, and ultimately which are most important to your organization?

A52: Refer to the Technical Compliance Matrix, which explicitly marks each item as Mandatory or Preferred.

Q53: As you consider vendors, what non-tech/non-functional/non-infrastructure requirements/ways-of-doing-business are most important to your business (i.e. terms flexibility, client-success, commercial offer, etc.)?

A53: Reference Section 4 (Specifications) for defined project scope, target goals, and technical parameters. The State's operational ecosystem, internal learning cultures, and organizational

Q54: When you have made large transformational software decisions in the past, what are some of the learnings/challenges you faced?

A54: Reference Section 4 (Specifications) for defined project scope, target goals, and technical parameters. The State's operational ecosystem, internal learning cultures, and organizational

Q55: Can you help us understand your high-level use cases: internal, external, customer, partner, etc.?

A55: Reference Section 4 (Specifications) for defined project scope, target goals, and technical parameters. The State's operational ecosystem, internal learning cultures, and organizational

Q56: Do you have a preferred systems integrator or other partners with whom you would like us to consult/engage in the deployment/implementation process?

A56: Reference Section 4 (Specifications) for defined project scope, target goals, and technical parameters. The State's operational ecosystem, internal learning cultures, and organizational

Q57: How does the organization balance its decision-making around Execution Speed, Quality, Cost?

A57: Reference Section 4 (Specifications) for defined project scope, target goals, and technical parameters. The State's operational ecosystem, internal learning cultures, and organizational

Q58: The LMS is a foundational component of the learning ecosystem; what are the broader learning technology & tools in your ecosystem?

A58: Reference Section 4 (Specifications) for defined project scope, target goals, and technical parameters. The State's operational ecosystem, internal learning cultures, and organizational

Q59: What content providers and other knowledge sources would we need to be able to integrate and ingest for display?

A59: Reference Section 4 (Specifications) for defined project scope, target goals, and technical parameters. The State's operational ecosystem, internal learning cultures, and organizational

Q60: What enterprise systems does the organization use for: HRIS, Skills/Competency

Management, Performance, MDM, BI, eCommerce, CRM, etc.

A60: There is no common system in use.

Q61: What does your organization consider the top 3 priorities when it comes to human capital management?

A61: Reference Section 4 (Specifications) for defined project scope, target goals, and technical parameters. The State's operational ecosystem, internal learning cultures, and organizational

Q62: What other transformation initiatives are ongoing at your organization that we should be mindful of when crafting a solution?

A62: Reference Section 4 (Specifications) for defined project scope, target goals, and technical parameters. The State's operational ecosystem, internal learning cultures, and organizational

Q63: Your organization has a healthy and active history in M&A; how does the organization handle enterprise systems during an acquisition?

A63: Reference Section 4 (Specifications) for defined project scope, target goals, and technical parameters. The State's operational ecosystem, internal learning cultures, and organizational

Q64: What roles do you desire AI/ML to play in your learning management system?

A64: There are no mandatory requirements for AI/ML features within the platform. If AI/ML utilities are integrated into the proposed solution, they must comply fully with the data governance and non-use disclosure terms outlined in the RFP's security specifications.

Q65: Do you have high-level estimates for the number of historical training records and current training materials that will be imported into the new LMS platform? Is there a need for additional support in shaping or refining the data strategy as part of this engagement?

A65: See response to Question 20.

Q66: Are you open to other implementation strategies than the one described in RFP?

A66: Reference Section 4 (Specifications) for defined project scope, target goals, and technical parameters. The State's operational ecosystem, internal learning cultures, and organizational

Q67: Does the Customer have a preferred implementation approach—such as a collaborative model involving active, hands-on engagement by your internal team throughout the project vs a more vendor-led delivery with limited involvement from your project team and stakeholders?

A67: We prefer a vendor-led delivery with assistance from Board staff.

Q68: Does the Customer have a preferred implementation approach—such as a collaborative model involving active, hands-on engagement by your internal team throughout the project vs a more vendor-led delivery with limited involvement from your project team and stakeholders?

A68: See response to Question 67.

Q69: Does Customer have target project start and go live dates?

A69: See response to Question 50.

Q70: Are there any critical dates, constraints, or events that should be factored into the project plan—such as required access to the incumbent system, blackout periods, regulatory deadlines, or key business events?

A70: State 911 Board staff will be unavailable on the following 2026 state holidays: Veterans Day on November 11, Thanksgiving on November 26 – 27, Christmas on December 24-25

Q71: Can you share your intended rollout strategy—do you anticipate a phased deployment over several months, or are you targeting a single, organization-wide launch ('big bang' approach)?

A71: Reference Section 4, Support and Content Services – Implementation and Rollout.

Q72: Can you provide an overview of the internal Customer team and roles that will be allocated to this project (e.g., Project Manager, LMS Administrators, IT resources for technical setup and integrations, and data specialists for migration preparation)? Understanding your internal resourcing will help us align our support model accordingly.

A72: We will have one project manager and three other staff members assisting on the project. We do not expect to provide IT resources for technical setup.

Q73: Does Customer have any preferred service integrators and/or service partners?

A73: Reference Section 4 (Specifications) for defined project scope, target goals, and technical parameters. The State's operational ecosystem, internal learning cultures, and organizational

Q74: Please expand on language requirements.

A74: The primary language requirement for all interface elements, administration portals, and core training content is English. Native platform support for multilingual interfaces (e.g., Spanish) to accommodate diverse learner needs is preferred but not required.

Q75: Please describe the intended approach to managing the platform, eg. centralized vs.

decentralized.

A75: Reference Section 4 (Specifications) for defined project scope, target goals, and technical parameters. The State's operational ecosystem, internal learning cultures, and organizational

Q76: How many distinct learning experiences or learner audiences are expected to be part of this implementation? These typically align with the number of learner groups you plan to engage—potentially segmented by geography, role, business unit, or other key attributes.

A76: Reference Section 4, Project Overview.

Q77: Are there other projects/initiatives running concurrently that may impact this project that we should be aware of (ie HRIS/HRM implementation, Skills mapping etc). Any other specific dependencies that should be considered?

A77: Reference Section 4 (Specifications) for defined project scope, target goals, and technical parameters. The State's operational ecosystem, internal learning cultures, and organizational

Q78: How would you describe your current learning strategy? Is this a well-defined framework, or is there a need for additional support in shaping or refining the strategy as part of this engagement?

A78: Reference Section 4 (Specifications) for defined project scope, target goals, and technical parameters. The State's operational ecosystem, internal learning cultures, and organizational

Q79: How would you describe your current change management strategy? Is this a well-defined framework, or is there a need for additional support in shaping or refining the strategy as part of this engagement?

A79: Reference Section 4 (Specifications) for defined project scope, target goals, and technical parameters. The State's operational ecosystem, internal learning cultures, and organizational

Q80: Would you be amenable to using vendor paperwork for the provision of the services as a contractual foundation?

A80: Reference Section 1. Bidding Instructions and Section 2. Proposal Response of the RFP. If awarded, the State of Kansas will issue a contract award which will be the contractual foundation.

State of Kansas form DA-146a remains a mandatory requirement in all contracts.

Q81: Will there be an opportunity for the respective Legal teams to negotiate the agreement terms, in good faith, at the shortlist or vendor selection stage?

A81: Reference Section 1.4 (Negotiated Procurement) and Section 1.5 (Appearance Before Committee).

END OF AMENDMENT 1 – EVT0010850