Inquiries with OEDIT Answers _.pdf

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DOCUMENTED QUOTE (DQ1) EDAA 2027000021

Instructional Presentation Designer

INQUIRIES AND OEDIT RESPONSES

Prospective Offerors’ inquiries are listed numerically below with a “Q” in front of the number exactly as submitted. OEDIT responses are listed directly after the question in red italic font with an “A” in front of the corresponding number. To maintain the confidentiality and integrity of this solicitation any prospective Offeror names listed in submitted questions have been removed and replaced with Offeror.

Q1. Reference: Section B.7.A (Budget and Pricing); Attachment 2 (DQ Price Sheet, Table 1) Can OEDIT describe any available information regarding the anticipated number of instructional units (e-learning courses and companion Google Slides presentations) expected per year, or any planning assumptions vendors may use when considering staffing and pricing within the $67,000 annual budget?

A1. (a) There is no set number of courses per year. Our course design needs are project by project.

(b) There is no set number of Google slide presentations per year. Our slide deck design needs are project by project.

(c) Bidders should consider staffing and pricing based on the items listed on the “pricing sheet” and items listed in the DQ Section B item #3.

Q2. Reference: Section B.3.A–B (Scope of Work for new course development and course redesign) Can OEDIT describe the anticipated balance between redesigning existing e-learning courses and developing new courses from content outlines, and approximately how many existing courses are currently available for redesign?

A2. (a) There is not a set number of existing content versus new content. All existing content is reviewed on an annual basis with the SME. All content edit requests are identified at that time, scope of work is created and identified if an ID or OEDIT staff will be make the edits.

(b) No existing courses are currently identified for redesign

Q3. Reference: Section B.3.A.i (Videos as course element); Section B.3.D.i (voiceover scripts in storyboard) The Scope of Work identifies videos among the required e-learning course elements and references voiceover scripts as a storyboard component. Can OEDIT describe the vendor's expected role in producing video and voiceover content, e.g., whether the vendor is expected to produce original video and record voiceover narration, or whether OEDIT will provide these assets for integration?

A3. (a) The awarded vendor will be required to produce e-learning content that may include prerecorded webinars in mp4 formats uploaded to Storyline with accessible closed captions (OEDIT will provide the mp4 assets).

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(b) This DQ requires awarded vendors to create video e-learning simulations, screencasts/software walk through, whiteboard animations and/or scenario animations as part of the e-learning on-demand courses. On-demand courses will include these interactive components. No live video production is included in this DQ.

(c) Our current courses used computer generated voiceover narration. The previous instructional designer produced those computer-generated voiceovers from the course content provided. Every current on-demand course incorporates voiceovers. Awarded vendor will need to produce computer generated voiceover narration from the storyboard script. If bidders use voiceover actors to produce these assets, this should be stated in the DQ section Attachment 1-Bidder Response item #8.

Q4. Reference: Section B.5 (Anticipated Timeline, Task 6: Course Upload to Auzmor) Can OEDIT describe the content standards and technical requirements for uploading courses to Auzmor Learn, specifically whether the platform accepts SCORM 1.2, SCORM 2004, xAPI, or other packaging formats, and any known platform constraints that may affect course functionality or completion tracking?

A4. All on-demand courses will be delivered as SCORM 1.2 packages. Awarded Bidder will not have back-end access to the LMS.

Q5. Reference: Section B.10 (Insurance Requirements); Exhibit B (Insurance Information for Vendors) For instructional design and course development services where the vendor does not provide hosting, software platforms, or storage of State data and accesses only a shared Google folder for project collaboration, can OEDIT describe how insurance requirements are determined for the engagement?

A5. The insurance Memo, Exhibit B, describes the coverage needed. At a minimum, the requirement would include General Liability, Workers' Compensation, Subrogation Waiver, and the State will need to be additionally insured.

Q6. Reference: Section B.3.L Section B.3.L references "established bi-monthly meetings throughout the course development and design process." Can OEDIT clarify whether this refers to meetings occurring twice per month or every two months, and describe any additional expectations for the frequency and format of project status communications?

A6. OEDIT shall require meetings twice per month.

Q7. Reference: Section B.3.B (alignment with OEDIT's and SBDC's branding); Section B.3.M.iv (branding guidelines) Can OEDIT describe the branding guidelines, visual templates, style assets, and design standards that will be provided to the awarded vendor at project initiation for OEDIT and SBDC course content?

1600 Broadway, Suite 2500 Denver, CO 80202

A7. These assets will be provided to the awarded vendor at the time of project kick off using Google drive folder that the awarded vendor will have access to.

Q8. Reference: Section D.1.D (Award) Section D.1.D indicates OEDIT reserves the right to award to multiple bidders. If multiple awards are made, can OEDIT describe how work would be distributed among awarded vendors and whether the $67,000 annual budget would be shared across awardees?

A8. The State has the right to award to multiple Bidders; however, this DQ intends to award to one

(1) Bidder.

Q9. Reference: Attachment 2 (DQ Price Sheet, Table 3: Second Language Duplication Discount) Attachment 2 (DQ Pricing Sheet) includes a line item for a Second Language Duplication Discount. Can OEDIT describe the anticipated languages and approximate volume of multilingual content expected during the contract period?

A9. Spanish languages. All on-demand courses are duplicated in Spanish. Language translation is not part of this DQ. OEDIT will provide all Spanish text on screen and voiceover script assets for duplicated course.

Q10. Reference: Section B.1.A (Background, Overview and Goals)

To assist vendors in understanding the subject matter and complexity of the training programs, can OEDIT describe the general topic areas or program domains that the e-learning courses and presentations will support?

A10. The State of Colorado offers free on-demand educational business courses in English and Spanish to support the lifecycle of Colorado small business owners. Our courses are organized into four business lifecycle pathways: Idea, Startup, Active, Exit. Each pathway consists of courses to elevate the skills and knowledge in planning, launching, growing, and exiting a small business. Throughout each pathway, entrepreneurs have the opportunity to directly connect to OEDIT for additional assistance and advising. Additionally, the Colorado Tourism Office offers on-demand courses to help tourism and hospitality professionals grow their expertise and deliver welcoming, memorable experiences for every Colorado visitor.

Q11. Regarding section 1. General Submission Instructions, B.

Notes: Bids must be submitted using the forms provided. Bids submitted in a different format may result in the bid response being deemed nonresponsive. Please verify if this refers only to the order of attachments and not the font style, size, color, and layout.

A11. The DQ does not specify what font style, size, color or layout the Bidder must use.

Q12. Regarding ATTACHMENT 1 - Bidder Response Form, Documented Quote DQ1 : EDAA 2027000021, questions 4 and 5 that asks for copies or digital links to three (3) storyboard samples developed by your company for e-learning courses and a digital sample of three

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Google slide deck training presentations that meet current State of Colorado accessibility requirements.

May we refer to these copies and samples in the Attachment 1 response and include them at the end of the section?

A12. Yes

Q13. To accurately estimate costs and meet expectations of OEDIT

(a) How many e-learning courses are anticipated each year?

(b) How many Google Slide training presentations are anticipated each year?

(c) What is the average length of a course in minutes, understanding that the seat time of a learner is slightly longer than the actual training length of a course.

(d) What is the level of interactivity anticipated for each course?

A13. (a) There is no set number of courses per year. Our course design needs are project by project.

(b) There is no set number of Google slide presentations per year. Our slide deck design needs are project by project.

(c) This varies by project/content

(d) There is no universal standard per course, as it depends on the complexity of the content presented. It is standard and our expectation for the awarded vendor to provide a variety of slide designs to include simulations, infographics, quizzes, and animations in addition to text on screen with images.

Q14. (a) Will OEDIT provide content and work with our team of instructional designers, or is the contractor expected to develop content? Does OEDIT have topics in mind?

(b) Does OEDIT anticipate providing SMEs or other content reviewers who will help inform course scope and review deliverables throughout the development process? If so, what level of engagement is anticipated from these resources?

(c) Does the training help communities apply for any type of grant?

A14. (a) All content will be provided by OEDIT. Awarded Bidder will not be developing any content.

Topics will be provided to the Awarded Bidder when programming has been developed.

(b) Yes, SME’s will be part of the scope and review process. The level of engagement will include the entire design process as indicated in the DQ. Refer to Section 3.M. in the DQ document and Refer to Q14.

(c) N/A

Q15. Will we need to budget for travel for any video capturing or photography included in the training products or will receive assets and edit them?

A15. No travel is required nor should be included in this bid. All videos are computer-generated.

Q16. Can OEDIT share the intended audience(s) for the training programs, including typical learner profiles, experience levels, and anticipated audience size? For example, are the courses intended primarily for internal OEDIT staff, advisors, Colorado small business owners, external partners, or a combination of these groups?

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A16. It could be any of the above.

Q17. Can OEDIT clarify the vendor's responsibilities within the Auzmor LMS, including publishing standards, testing requirements, learner tracking requirements, and post-launch support expectations?

A17. The awarded vendor will not perform any responsibilities within OEDIT’s Auzmor LMS.

Post-launch support may include meetings, emails, and content upgrades if there are any SCORM file uploading issues or SCORM file errors that will need to be resolved within Articulate for the file to be compatible with our current LMS.

Q18. Is there a page limit for our response to Attachment 1?

A18. There is no page-limit specified.

Q19. Contract Term and Evaluation Structure Attachment 2 requires a "Project Total (Determinant Factor for Award)." Could the State please clarify if the contract structure is a single 1-year base term with optional renewal years, or a firm 3-year term? And if the contract is a 1-year base term, are the provided costs per deliverable able to be adjusted for outward years or are the prices fixed for all three possible contract years?

A.19 Please refer to Section 7. Budget and Pricing A.

Additionally, does the "Project Total" on the pricing sheet represent the sum of Table 1 only?

A19. The DQ Price Sheet (in its entirety) should reflect the budget for one-year. All 3 Tables have specific answers. The Total Bid (amount) is at the top of the page: Project Total (Determinant Factor for Award)

Q20. "Second Language Duplication Discount" (Table 3):

Table 3 includes a "Second Language Duplication Discount" expressed as a percentage. Could the State please clarify the intended application of this discount? Specifically, does this apply as a percentage reduction off the Base Package cost (Table 1) when an existing course is translated or duplicated into a second language (e.g., Spanish) where the core storyboard and assets are already established?

A20. Yes-The intended application for this discount would apply as a percentage reduction off the Base Package cost when an existing course is translated or duplicated into a second language, where the core storyboard and assets are already established. No language translation services are part of this DQ.

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Q21. In Attachment 1, it says: “Describe your company’s plan and internal capabilities to perform the scope of work outlined in this solicitation.” For staffing information, would you like us to submit bios of key personnel for this project, resumes, or both?

A21. The DQ does not specify that resumes are a requirement.

Q22. Due to the complexity of the scope of work and the importance of incorporating any clarifications provided in response to bidder inquiries, would OEDIT consider extending the submission deadline to ensure vendors can prepare the most complete and responsive proposals possible?

A22. No.