Maternal Child Health Training B 51623 F.5.8.26.pdf

State of Illinois RFP V.26.2

Illinois Department of Human Services

Request for Proposal

Maternal Child Health Training

26-444DHS-FAMCO-B-51623

Section A. SCOPE OF WORK

A.1. OVERVIEW AND PURPOSE

A.1.1. The Office of Family Wellness (“OFW”), housed within the Division of Family and Community Services (“FCS”) within the Illinois Department of Human Services (“IDHS”) is seeking competitive proposals from training entities to provide training and support services for the state of Illinois. The office of Family Wellness is comprised of the Bureau of Family Nutrition (“BFN”) and the Bureau of Maternal Child Health (“BMCH”). Both bureaus administer multiple programs throughout the state of Illinois through contracts and grants agreement with various types of entities such as health departments, food banks, local not-for-profits, retail grocery stores, hospitals, and other state agencies. The goal of this Request for Proposal (“RFP”) is to identify one (1) Training and Support Services Contractor (“Training Contractor”) to provide training and support services to OFW’s contracted entities to support OFW’s administration of statewide programming.

A.1.2. See Exhibit A for a description of programs administered by the Bureau of Family Nutrition. See Exhibit B for a description of programs administered by the Bureau of Maternal and Child Health.

A.2. DESIRED OUTCOMES OF THIS PROJECT/ENGAGEMENT

A.2.1. Section A describes the training and support services that are required to be provided by the Training Contractor. Training Contractor must be able to provide the below listed services (A.2.4.5-A.2.6.10) for the entirety of the contract term.

In implementing a statewide training program for the OFW, the Training

Contractor will be required to assume responsibility for all services requested by this RFP. Any subcontract or assignment of the contract must receive the prior written approval of the OFW. The planned use of any and all subcontractors must be clearly explained in the proposal. The Training Contractor must ensure that all subcontractors abide by all terms and conditions of the contract. Prior approval is also required for any cost or term amendment to approved subcontracts.

A.2.2. Offerors will be requested to provide responses that address all of the requirements of this RFP as part of the Technical Proposal in Section F.3

Proposed Technical Solution – Desirable Elements.

A.2.3. The terms “offeror,” “Training Contractor,” “Contractor,” and “Offeror” are used interchangeably. For purposes of this RFP, the use of the terms “shall”, “must” and “will” are used interchangeably when describing the Contractor’s/Offeror’s/

Contractor’s/Offeror’s duties. The term “Learner(s)” is defined as all individuals to be trained, attend an event or conference or interface with the objectives outlined in this RFP including but not limited to individuals from WIC agencies, other program partners, grocers, vendors, and other entities of the OFW.

A.2.4. Training Expectations

A.2.4.1. The Training Contractor shall provide various types of training to adult professional and paraprofessional learners throughout the state of Illinois as well as provide additional support services on behalf of the OFW. IDHS reserves the right to cancel, add, or consolidate any deliverables. This RFP describes to potential offerors the anticipated training needs of the OFW. All quantities identified in the RFP are best estimates; actual quantities may vary during the contract term. In implementing the training and support services as described in this RFP, the Training Contractor must manage all aspects of the day-to-day operations of a large, dynamic, and complex statewide training and support services program, including, but not limited to:

A.2.4.2. Training Contractor shall provide classroom training (in-person and virtual), webinar (live and archived), workshops (in-person and virtual), virtual recorded, and virtual self-paced trainings. The Training Contractor should utilize the most current training methods, modalities and best practices to train large numbers of adult professionals and paraprofessionals on a variety of topics.

Additionally, the Training Contractor must be able to meet deadlines, accomplish independent goals within a limited timeframe, have experience working with subcontractors, and possess the knowledge, skills, drive, and organizational capacity (staff) to produce high-volume, multi-focused trainings. Ideal trainers will be detailed, dynamic, engaging, and creative, and will possess experience that is relevant to the task(s) at hand, including familiarity with conducting and/or managing training programs designed for adult learners. Offerors should detail unique approaches to training in their proposal responses. The Training

Contractor is shall coordinate, schedule, manage registration for, and deliver all trainings with the exception of trainings that will be delivered by experts in the field. Training Contractor will be expected to sub-contract with such field experts.

A.2.4.3. See Exhibit C for a list of training needs by program including expected training topics, length and frequency of trainings. Additional trainings may be required to ensure all Learners receive required training.

A.2.4.4. Training topics are best described as a range of nutrition, health, outreach, and programmatic content that utilize all available training modalities to meet subject matter needs. Some trainings will be heavily policy/knowledge based, while others will be skills-based. Training topics are identified by OFW staff from a variety of sources including but not limited to:

A.2.4.4.1. State and Federal regulations

A.2.4.4.2. Program policies and priorities

A.2.4.4.3. State Plan objectives

A.2.4.4.4. Needs/gaps that have been identified through annual and periodic surveys

A.2.4.5. Overview of Bureau of Family Nutrition (BFN) Trainings:

A.2.4.5.1. WIC Clinical Trainings: These trainings will include topics such as civil rights training, navigating the iWIC system, roles and responsibilities for various staff levels, documentation and policy guidance, specialized nutrition training, child abuse and neglect, USDA required training, and medically proscribed formula training. Training will be offered to various levels of WIC staff at local agencies throughout the state of Illinois including WIC Coordinators, CPAs and front-line staff.

A.2.4.5.2. Lactation and Breastfeeding Support Trainings: The goal of providing continuing education on lactation and breastfeeding support is to ensure WIC staff are confident in providing culturally appropriate and evidence-based care to participants. Breastfeeding support is a cornerstone of the WIC program in Illinois. Staff at all levels should be competent in basic breastfeeding knowledge and how to implement the

WIC philosophy of breastfeeding support for achieving breastfeeding success. We encourage local WIC staff to earn advanced credentials in lactation care and provide opportunities for staff to maintain those credentials through approved continuing education opportunities related to the scope of practice of WIC staff.

A.2.4.5.3. WIC Vendor Relations Trainings: These trainings will primarily focus on minimum stocking requirements, audit procedures, overall vendor grocery training, point of system use, understanding WIC food list and the Il WIC vendor agreement, how to use the eWIC card, and linking

UPC codes. These trainings will be offered to various types of WIC vendors throughout the state of Illinois.

A.2.4.5.4. Fiscal Trainings: These trainings will be aimed at providing guidance on topics such as fiscal reporting, timekeeping, record keeping, shared costs, discal reviews, and onboarding. Trainings will provide a review of relevant policy, templates, and other resources.

A.2.4.5.5. W & SFMNP Trainings: Include in depth training on an electronic benefit system and accompanying rules and regulations for farmers, market managers, and partners as well as civil rights training and DocuSign training.

A.2.4.6. Overview of Maternal & Child Health (MCH) Trainings: The

Training Contractor will provide a course of instruction that will give local service providers the information and skills necessary to meet state requirements for the provision of IDHS MCH services. The expected standards of proficiency for local service providers in IDHS MCH programs may be found in the current SFY BMCH

Program Policy & Procedure Manual.

A.2.4.6.1. Trainings should be reflective of the program priorities to prepare the learner to:

A.2.4.6.1.1. Provide trauma-informed, culturally responsive maternal child health navigation services to eligible families at no cost to the family

A.2.4.6.1.2. Support the health and well-being of birthing families to reduce maternal and infant morbidity and mortality by the following methods:

A.2.4.6.1.2.1. Promote, destigmatizing, and supporting identification and treatment of maternal mental health concerns

A.2.4.6.1.2.2. Promoting, destigmatize, and support identification and treatment of maternal substance use

A.2.4.6.1.2.3. Promote the reduction of pregnancy and postpartum complications associated with pre-existing chronic medical conditions and support identification and treatment

A.2.4.6.1.2.4. Promote the reduction of antepartum, intrapartum, and postpartum complications and support identification and treatment

A.2.4.6.1.2.5. Promote a safe infant sleep environment

A.2.4.6.1.2.6. Promote adequate maternal and infant nutrition

A.2.4.6.1.2.7. Promote and support age-appropriate and diagnosis-appropriate growth and development

A.2.4.6.1.3. IDHS acknowledges that creating equitable access means being responsive to the differing needs across the state. Shared decision making between providers and families is critical to allow services to be tailored to best meet the family’s needs. IDHS prioritizes a strengths-based approach to services. IDHS recognizes that risk is nuanced and not static, but evolves with changing medical needs, social circumstances, and supports available at any given time.

A.2.4.6.1.4. For nursing professionals, proficient delivery of MCH services requires the nurse to be proficient in public health nursing, including physical assessment.

A.2.4.6.1.5. For Program Coordinators, knowledge of all MCH program functions and policies is needed as well as basic management concepts and knowledge of reporting requirements and quality assurance processes.

A.2.4.7. Identifying Trainers, Consultants, and Subject Matter Experts

(SMEs)

A.2.4.7.1. The Training Contractor will be responsible for identifying trainers to lead and/or develop the trainings under this contract and should demonstrate competency in this task within their response. Trainers may include Training Contractor staff as well as subcontractors.

A.2.4.7.2. Training Contractor staff leading training must be identified in their bid. For new Training Contractor staff trainers who may be hired throughout the contract term, resumes and copies of their credentials should be provided to OFW at least two months prior to their first scheduled training.

A.2.4.7.3. All trainers must be approved by OFW. Approval must occur prior to any work undertaken by said trainer. OFW reserves the right to approve all job postings.

A.2.4.7.4. Offerors proposing to utilize existing personnel (including subcontractors) should include documented evidence in their proposal of their staff’s knowledge and experience in training. Offerors must also provide job postings with the minimum qualifications necessary for new staff (including subcontractors). Please note that staff will be required to travel throughout Illinois including overnights and travel to areas that may not be served by public transportation.

A.2.4.8. Trainer Expectations:

A.2.4.8.1. While preferred, it is not required that trainers have specialized education or experience in the programmatic areas of the OFW. Rather, trainers must have specialized education, skills, and/or experience with:

A.2.4.8.1.1. Developing engaging learning environments both virtually and in-person for large and small groups of adult learners utilizing various adult learning principles and modalities to effectively train individuals with various learning styles.

A.2.4.8.1.2. Using a modern LMS to schedule, register and administer trainings.

A.2.4.8.1.3. Utilizing interactive activities during a live training with small and large groups of adult learners.

A.2.4.8.1.4. Experience with conducting policy and skills-based in-person trainings to adult learner groups of professional and para-professional staff including curriculum development.

A.2.4.8.1.5. High energy, dynamic, engaging, and motivating; proven ability to work with diverse groups of learners.

A.2.4.8.1.6. Strong communication and facilitation skills including active listening and facilitation of dynamic conversations.

A.2.4.8.1.7. Utilizing various adult learning principles and modalities to effectively train individuals with various learning styles including experience with counseling techniques and strength-based training principles, such as Motivational Interviewing.

A.2.4.8.1.8. Minimum of three years’ experience conducting classroom style trainings.

A.2.4.8.1.9. Proven track record of receiving high trainer evaluation scores from Learners.

A.2.4.8.1.10. Preference given for training experience related to public health nutrition programs.

A.2.4.8.1.11. Baccalaureate degree required; Master’s preferred.

A.2.4.8.1.12. At least one trainer on staff must be an experienced, seasoned (defined as having 5+ years providing training to adult learners) trainer and will serve as a mentor and oversee other trainers

A.2.4.8.2. In addition to the above education, skills and experience, it is preferred that trainers hold professional training credentials.

A.2.4.9. Minimum Staffing Positions:

A.2.4.9.1. The following staffing positions are the minimum required. The offeror may propose additional staff/positions in its proposal. It is expected that the offeror will propose staffing capacity (includes trainers, curriculum writers and designers, IT, management, and support staff, minimum) sufficient to demonstrate its ability to work on multiple contract deliverables concurrently and meet all deadlines. OFW expects that any staff vacancies related to work on this RFP shall be filled by the contractor directly or through a subcontract within 120 days of vacancy.

If they do not meet the below qualifications at the start of the Contract, they must provide evidence showing how they will meet the below qualifications within 90 days of the Contract start.

A.2.4.9.1.1. Project Manager

A.2.4.9.1.2. Trainer(s)

A.2.4.9.1.2.1. There must be one trainer with a Masters’ of Nursing

Education. If more than one trainer, only one must be a nurse with a

Masters’ of Nursing Education.

A.2.4.9.1.3. Professionally Certified Conference Planner

A.2.4.9.1.4. Manager/Supervisor

A.2.4.9.1.5. Learning Management System Administrator

A.2.4.9.1.6. Administrative Staff

A.2.4.10. Cancellation of a Scheduled Training

A.2.4.10.1. The Training Contractor will be responsible for monitoring enrollment of participants in a given training. Classroom training (in-person/virtual), webinar, and workshop (in-person/virtual) cancellations will be at the sole discretion of the OFW. There will be no payment to the

Training Contractor for the cost associated with delivering the training/workshop for cancelled trainings and/or events. The following process will be followed to determine if a scheduled training event will be cancelled:

A.2.4.10.1.1. The Contractor will alert the OFW of the number of enrollees at least five (5) business days prior to the scheduled training. A training will only be cancelled if the number of enrollees falls under an OFW predetermined expected class size. At times, trainings must occur even if only one participant is scheduled for a training to ensure the participant received required training. The OFW may direct the Training Contractor to cancel the training. If enrollment drops after the two-week time frame, the Training

Contractor will proceed with the training as scheduled.

A.2.4.10.1.2. In-person trainings of all types (classroom, local agency, and workshops) could be cancelled due to inclement weather, dangerous weather conditions, or a non-specific OFW directive. If an in-person training is cancelled due to inclement/dangerous weather conditions, or OFW directive, OFW will attempt to provide the contractor with as much advance notice (written and/or verbal) as possible. OFW will not pay for the cost associated with delivering the cancelled classroom/local agency training or workshop.

A.2.4.10.1.3. For all training cancellations, regardless of reason, the

Training Contractor will be responsible for notifying the enrolled participants and their supervisors, including when cancellations happen last-minute.

A.2.4.10.1.4. If a training is cancelled, OFW will inform the Training

Contractor if the training needs to be rescheduled at a later date.

A.2.4.10.1.5. The OFW reserves the right to determine and/or change the size of all classes as circumstances may warrant and with notification to the Training Contractor.

A.2.5. Conferences and Other Events:

A.2.5.1. Training Contractor shall lead the planning of various conferences and events such as the biennial statewide peer counselor conference, biennial statewide WIC conference for WIC agency staff, and regional breastfeeding workshops. Training Contractor should estimate the costs of all conferences and events in their budget. See Exhibit G: Volume of Conferences and Other Events for an estimate of expected conferences and events.

A.2.5.2. Event and conference planning includes but is not limited to:

A.2.5.2.1. Researching and procuring physical space including presenting options available for prior approval

A.2.5.2.2. Procuring food, hotel blocks/rates

A.2.5.2.3. Researching and contracting with guest speakers including managing speaking rates and needed travel

A.2.5.2.4. Developing and procuring materials such as agendas, posters, programs and signage

A.2.5.2.5. Developing marketing materials and messaging

A.2.5.2.6. Printing and mailing training materials

A.2.5.2.7. Managing event registration and other event logistics

A.2.5.2.8. Providing on-site technical assistance during events and conferences

A.2.5.2.9. Providing any post-conference or event administrative activities such as surveys, CEU documentation and procurement, and payment of invoice related costs

A.2.5.3. Conference planning must be conducted by an individual with credentials as a professionally certified conference planner. If Training Contractor does not have someone on staff with these credentials, Training Contractor must sub-contract to an individual or organization with said credentials. The Training

Contractor must obtain prior approval from the OFW staff prior to sub-contracting to procure space, lodging or other services. A minimum of two quotes must be presented to the OFW prior to approval to sub-contract or purchase goods or services.

A.2.6. Administrative Activities

A.2.6.1. Online Platforms

A.2.6.1.1. Virtual Meeting Platform Requirements

A.2.6.1.1.1. The Training Contractor must utilize a virtual meeting platform to conduct live trainings, workshops, and other events scheduled to take place virtually. The Training Contractor shall assume responsibility for the maintenance and all fees associated with the virtual meeting platform. A virtual meeting platform must be capable of the following:

A.2.6.1.1.1.1. Training Formats: Be capable of hosting synchronous and asynchronous live virtual trainings.

A.2.6.1.1.1.2. Capacity: Be able to host up to 1,500 people virtually. Most interactive trainings will comprise of 25-30 individuals; however, quarterly WIC vendor calls typically invite all 1,500 vendors with about 150-200 participating.

A.2.6.1.1.1.3. Seamless Registration: Allows participants to self-register for trainings

A.2.6.1.1.1.4. Interactive Activities: Has the ability to offer polls, breakout rooms, chat, Q&A, embedded videos, etc.

A.2.6.1.2. Learning Management System (“LMS”) Requirements and

Preferences:

A.2.6.1.2.1. The training Contractor must utilize and assume responsibility for the maintenance of a web-based platform and is responsible for all fees associated with said platform. Training

Contractor is responsible for managing all content of the web-based platform for the provision of on-line training registration and training delivery services management, including webinar registration and archived webinar access.

A.2.6.1.2.2. The web-based platform must be capable of the following:

A.2.6.1.2.2.1. Training Formats: Hosting synchronous and asynchronous learning including virtual recorded and virtual self-paced trainings.

A.2.6.1.2.2.2. Seamless Registration: Allows participants to self-register for trainings allowing the participant to take any recorded or self-paced trainings immediately. Once registered, participants will receive email reminders on an agreed upon schedule until the end of the training window, including additional content such as training links, training materials, pre-work with completion check points and additional training opportunities.

A.2.6.1.2.2.3. Design: Utilizes an intuitive user interface with a modern design.

A.2.6.1.2.2.4. Interactive Activities: Has the ability to embed videos, word-matching, quizzes, and/or drag-and-drop activities etc. during recorded and self-paced trainings.

A.2.6.1.2.2.5. Tiered Approach: Has the ability to host tiered modules that automatically navigate the end-user to the next training tier once the prior tier has been completed allowing for Learners to build upon prior content over time.

A.2.6.1.2.2.6. Learning checks: Has the ability to include mini quizzes at various times throughout self-paced virtual trainings including a final quiz at the end of a training. Must have the ability to require a specific percentage of questions answered correctly in mini and final quizzes to continue and/or complete the training.

A.2.6.1.2.2.7. Multi-format support: Has the ability to host multiple types of content such as videos, links and PDFs.

A.2.6.1.2.2.8. Automated Compliance Tracking: Has the ability to automatically track data and build reports such as attendance and/or performance reports with the click of a button.

A.2.6.1.2.2.9. Archived Webinar Access: Has ability to maintain access to archived webinars going back 5 years

A.2.6.1.2.2.10.Accessibility Compliant: Training Contractor LMS must comply with Americans with Disabilities Act and Section 504 of the

Rehabilitation Act, United States' Section 508 Standards and the

World Wide Web Consortium's Web Content Accessibility Guidelines

(WCAG) 2.1 Level AA. The Illinois Information Technology

Accessibility Act (IITAA) establishes specific technical standards which must be followed.

A.2.6.1.2.3. Additional features of a learning platform that are preferred but not required include:

A.2.6.1.2.3.1. Gamification: The ability to incorporate game-like elements such as points, badges and leaderboards to motivate Learners.

A.2.6.1.2.3.2. Social Learning Features: The ability to incorporate tools that facilitate collaboration and community building among learners such as a community forum that posts questions Learners can answer after a training that all Learners can view.

A.2.6.1.2.3.3. Administrative Access for OFW Staff: Has the ability for

OFW staff to log into the platform to run reports as needed.

A.2.6.1.2.4. Monthly website maintenance fees include general administration, oversight, maintenance, and support of the LMS may be charged by the Training Contractor against the contract monthly.

These fees should be built into the administrative costs of the grant.

The Training Contractor will be required to have a designated contact for technical assistance and support available to registrants/users navigating these websites, Monday through Friday, 8:30 am to 5:00 pm CT (excluding major holidays). Issues that the contractor will be expected to address include, but are not limited to: training https://www.ada.gov/ https://www.dol.gov/agencies/oasam/civil-rights-center/statutes/section-504-rehabilitation-act-of-1973 https://www.dol.gov/agencies/oasam/civil-rights-center/statutes/section-504-rehabilitation-act-of-1973 https://www.ecfr.gov/cgi-bin/text-idx?node=pt36.3.1194 http://www.w3.org/TR/WCAG21/ http://www.w3.org/TR/WCAG21/ https://doit.illinois.gov/initiatives/accessibility/iitaa.html https://doit.illinois.gov/initiatives/accessibility/iitaa.html registration questions/issues; technical issues with course operation/navigation; sign-in issues (user name and/or password reset); training cancellations; requests to take training not mapped to a person’s job role; training completion certificate issues; user account maintenance; broken links; accessing and navigating any reporting features that users and/or supervisors may have access to.

It is expected that the Contractor and OFW will work together to identify a more complete list of technical support tasks and an agreed upon timeframe for resolution (ranging anywhere from one business day to five business days).

A.2.6.2. Surveys, Needs Assessments and Long-Term Evaluation:

A.2.6.2.1. Surveys: The Training Contractor must conduct a post-training survey at the end of every training to evaluate whether the learning objectives were accomplished and to explore opportunities for continued improvement. Surveys should follow best-practices and allow for multiple choice and open-ended questions to collect qualitative and quantitative data. Survey data should be evaluated on an ongoing basis. Training

Contractor should present survey findings and recommendations for improvements to OFW staff on a quarterly basis to determine whether adjustments should be made.

A.2.6.2.2. Yearly Needs Assessments: In addition to post-training surveys, the Training Contractor shall conduct a comprehensive needs assessment at the end of each contract year. (For example, if the contract begins July 1, 2026, a comprehensive needs assessment must be completed by July 1, 2027) This comprehensive needs assessment should include the administration of a baseline training needs self-assessment survey to Learners based on job role competencies. The Training

Contractor shall evaluate responses from the baseline training needs self-assessment, all training and support services provided the previous year, current training and conference/event planning best practices and industry standards, data collected from post-training surveys, and feedback received from OFW staff. The Training Contractor will present findings and a recommendation to OFW staff that includes recommended changes and improvements to training and support services offered for the year ahead. This needs assessment will culminate in the development of a learning plan for the year ahead that includes recommended educational content development that addresses gaps in knowledge. The

Training Contractor will also provide ad hoc surveys to Learners to collect information and feedback on various topics, as needed.

A.2.6.2.3. Long term evaluation: OFW seeks to use quantitative and qualitative data to inform a long-term learning agenda to ensure providers implement services using emerging best practices, adapt practices based on learnings from their peers and SMEs in the field, and continue to fill gaps in knowledge based on job role. This periodic evaluation will create a foundation for future decisions on continuation, expansion, or refinement of trainings and other support services, the programs overall, and their accompanying NOFOs in future years. This long-term evaluation will build off the yearly needs-assessments and may include focus groups and listening sessions. Training Contractor will develop a theory of change and data dashboard to support recommendations from this long-term evaluation. Training Contractor may choose to subcontract an outside entity to conduct this short-term temporary work.

A.2.6.3. Material Development and Procurement:

A.2.6.3.1. Based on changes in federal and state laws, regulations and guidance, or program evaluations, program priorities, and/or training needs assessment data, the Training Contractor, under the direction of

OFW staff, will be responsible for developing new training curricula, including all related ancillary training materials for classroom (in-person or virtual online), workshop (in-person or virtual online), self-paced online computer-based training, and webinar training. The Contractor shall be responsible for meeting the training requests from OFW. All training curricula and associated training materials developed with funds from this contract will become the sole property of the IDHS and may not be used in any way outside of this project to generate income, without prior consultation with and approval from the IDHS.

A.2.6.3.2. While some trainings will utilize prior developed curriculum, other trainings will require the Training Contractor to develop said curriculum.

While OFW staff will provide some training content and align with

Training Contractor on the goals and expectations of the trainings, the

Training Contractor is expected to create the final product. Final products must be approved by OFW staff at least two weeks before the training date. In addition to developing curriculum for trainings, the Training

Contractor shall develop and/or update other materials for trainings, events, and conferences. Materials include but are not limited to Power

Point slide decks, questionnaires and polls for interactive webinars, handouts, agendas, posters, self-paced training modules including quizzes/learning checks, and marketing materials. Materials to procure may include but are not limited to handbooks and policy guides, books and study materials, signage, marketing materials and shopping aids.

A.2.6.3.3. Training Contractor is responsible for developing and/or updating training materials and offering trainings for any program within 45 calendar days of a policy change and/or incorporation of a new process or policy. This includes the ability to update any developed trainings and to mail/ship any supplemental training materials to agencies to maintain compliance with program rules and regulations in accordance with state and federal guidance.

A.2.6.4. Translations:

A.2.6.4.1. The Training Contractor must have either the ability to translate learning materials into various languages in house or sub-contract to obtain said translations. Training Contractor or any sub-contractor providing translations must have professional credentials certifying they have passed a recognized certification exam, holds credentials from an established translations association or is an approved sub-contractor by the OFW.

A.2.6.5. Certificates and Continuing Education Credits:

A.2.6.5.1. The Training Contractor will be responsible for obtaining approval for and obtaining continuing education credits for various professional bodies including but not limited to RN, RD/RDN, IBCLC, SW, etc.) This includes but is not limited to working with the following accrediting bodies:

A.2.6.5.1.1. Commission on Dietetic Registration (CDR) for RD/RDN credits

A.2.6.5.1.2. International Board of Lactation Consultant Examiners

(IBCLE) for IBCLC credits

A.2.6.5.1.3. American Nurses Credentialing Center (ANCC) for RN credits

A.2.6.5.1.4. Council on Social Work Education (CSWE) for Social Work credits

A.2.6.5.2. The Training Contractor shall provide Certifications of Completion or Certificates of Understanding to training Learners via email and maintain a record of certifications and CEUs for the duration of the contract. Certificates should include the training content, the name of the individual that completed the training, and the store they represent (if an

IL WIC vendor).

A.2.6.6. Pre and Post Training Expectations and Technical Assistance:

A.2.6.6.1. Training Contractor shall complete on-going administrative tasks to ensure successful execution of trainings, conferences and events, including all other deliverables of the contract. On-going administrative tasks include but are not limited to:

A.2.6.6.1.1. Coordinating trainings including securing physical and virtual space for all trainings and events

A.2.6.6.1.2. Setting up training links

A.2.6.6.1.3. Managing registration

A.2.6.6.1.4. Managing and tracking Learner attendance, including notifying OFW staff if learners arrive late or leave early from trainings

A.2.6.6.1.5. Emailing Learners reminders for upcoming trainings

A.2.6.6.1.6. Obtaining CEU credits and managing all paperwork for

CEUs

A.2.6.6.1.7. Developing and sharing trainings materials ahead of trainings

A.2.6.6.1.8. Developing, administering, and tracking pre-work to be completed prior to trainings

A.2.6.6.1.9. Providing technical assistance to Learners and OFW staff

A.2.6.6.1.10. Procuring food

A.2.6.6.1.11. Procuring and scheduling speakers

A.2.6.6.1.12. Developing and updating curriculum and associated training materials including incorporating feedback and ensuring materials are complete and accurate prior to training execution

A.2.6.6.2. Training Contractor must develop and provide pre-work to

Learners that must be completed prior to receiving training including the ability to track Learner completion of pre-work and share results with

OFW staff at least 2 business days in advance of a training. Please note that pre-work is not required of all trainings. Training Contractor shall provide a final training roster at least 2 business days in advance of all trainings and provide finalized training materials at least 10 business days in advance of any training for feedback and approval from OFW staff.

Training Contractor must be available by email and phone Monday-Friday from 8:30am to 5:00pm.

A.2.6.7. Reporting Expectations:

A.2.6.7.1. The Training Contractor shall provide the OFW with access to training attendance and training completion progress reports including the ability to generate such reports using specified date ranges, completion date, training type and agency/vendor name. Ideal reporting functionality of the LMS will allow OFW staff to pull daily reports to see who has completed or partially completed trainings as well as download a report in an Excel file. The Training Contractor must maintain attendance records of all Learners for the duration of the contract.

A.2.6.7.2. On a monthly basis, the Training Contractor will be required to provide the following reports to OFW:

A.2.6.7.2.1. Monthly Summary Report of All Trainings Conducted

(includes Trainor names, name of the training, dates, locations (if applicable) and training modality

A.2.6.7.2.1.1. In-person and virtual classroom trainings

A.2.6.7.2.1.2. Live webinar trainings

A.2.6.7.2.1.3. Archived webinar trainings

A.2.6.7.2.1.4. Online Self-paced trainings

A.2.6.7.2.1.5. In-person and virtual workshops

A.2.6.7.2.1.6. Virtual recorded trainings

A.2.6.7.2.1.7. Virtual self-paced trainings

A.2.6.7.2.2. Technical Assistance Provided report

A.2.6.7.2.3. LMS analytics reports, to include current month’s activity as well as cumulative usage/statistics

A.2.6.7.3. On a weekly basis, the Training Contractor will be required to provide the following reports to the OFW:

A.2.6.7.3.1. Participant List by training (for all training modalities)

A.2.6.7.3.2. A copy of the sign-in sheet for each in-person classroom training held. The sign-in sheet, at a minimum, must contain the name, signature, title, and local agency/vendor/farm/entity name of the Learner

A.2.6.7.3.3. Attendance documentation for each training held, to include Learner name, title, local agency/vendor/entity. Must include partial completions.

A.2.6.7.4. The reports listed above reflect the minimum reports required.

Additional reports may be added to the list. It is expected that the information presented in the reports will be “clean” (i.e.: data is in a consistent and usable format, such as 10 numeric digits for phone numbers, etc.) and will be visually attractive and “finished”. The reports listed above should reflect the monthly activity in support of the monthly invoice being submitted. The OFW may also ask for the Training

Contractor to provide cumulative training activity reports, as well. The

OFW reserves the right to also request the reports in raw data form, and the data must be able to be easily filtered and sorted.

A.2.6.7.5. Additionally, the OFW may request periodic ad hoc reports for any of the training modalities, which contractor must provide within a mutually agreed upon timeframe.

A.2.6.8. Monthly Meetings and Collaboration with OFW:

A.2.6.8.1. At a minimum, the Training Contractor will meet with OFW staff monthly to discuss upcoming trainings, events, and conferences. Monthly meetings will also discuss any recommended changes/improvements and fiscal needs. Monthly meetings will take place virtually unless otherwise directed by OFW. Monthly meetings will last between 1-3 hours based on the joint agenda developed by OFW staff and the Training Contractor.

More frequent meetings with OFW programmatic staff will be required to ensure trainings have been developed to OFW expectations.

A.2.6.8.2. The Training Contractor shall develop and provide a Training and

Event Schedule to the OFW within 45 days of contract execution. The

Training and Event Schedule should list all deliverables to be provided by the Training Contractor for the first 12 months and include tentative training dates, training modality, expected pre and post administrative activities to be completed with due dates, and support needed from OFW staff. This schedule must be updated monthly, at minimum, for the duration of the contract and will be reviewed at monthly meetings.

A.2.6.8.3. While the OFW staff will provide programmatic content to support the development and updating of trainings, the Training Contractor shall develop and update trainings. While the Training Contractor will host and provide trainings and events, they are also responsible for idea generation and providing recommendations for how to improve service delivery utilizing survey feedback and best practices. OFW staff will provide thought partnership, feedback, and final approval on Training

Contractor’s recommendations.

A.2.6.9. Marketing:

A.2.6.9.1. The Training Contractor shall market some trainings to an agreed upon audience via email. Marketing should take place at least 30 days prior to the training date. The Training Contractor shall collaborate with the OFW staff to develop marketing content and strategy.

A.2.6.10. On-Site Observations:

A.2.6.10.1. To better understand the day-to-day administration of OFW programs, Training Contractor trainers must attend yearly on-site observations (one day per program on average). Programs where on-site observations will be required include WIC, BFPC, S/WFMNP, BBO-C and

BBO-N.

A.3. SCHEDULE & BUDGET

A.3.1. Schedule:

A.3.1.1. The current Training contract ends June 30, 2026. The awarded contractor is expected to commence services starting July 1, 2026. At the commencement of the new contract award, it is expected that the Training

Contractor will require start-up time to plan, prepare, and implement training and other services as described herein. The Training Contractor must develop a

Training and Event Schedule within the first 45 calendar days of the commencement of the contract and will be responsible for disseminating the schedule to state and local agency staff.

A.3.1.2. Within the first 45 days of the contract, the Training Contractor shall start providing some services under this contract, such as: preparing a draft

Training and Event Schedule, gaining familiarity with the current training curriculum and being preparing to start offering training; receiving any approvals needed from the OFW, and preparing the LMS to provide administrative and technical support as required by the contract.

A.3.2. Budget:

A.3.2.1. This contract is Federally funded, in part, and contingent on the availability of those funds. The Training Contractor will deliver trainings at no cost to Learners. Learners shall pay for their own travel costs/expenses and must not be charged anything by Training Contractor to receive any services under this contract including taking a training or attending conferences or other events.

All in-person training events will need to comply with any Executive Order proclamations related to a state of emergency (such as COVID-19 or natural disaster) issued by state and/or federal regulatory authorities.

A.3.2.2. Most of the OFW’s trainings will be offered virtually. Therefore, the

Training Contractor should not budget expenses for multiple rents in multiple regional locations to maintain learning labs for in-person trainings. Rather, physical space should be procured on an as needed basis for in-person trainings.

In addition, the Training Contractor’s proposed budget should be cost effective and not include funding for activities, rent, and other items not required to meet the training and support needs listed. Training Contractor should demonstrate how their proposed budget meets the needs of this RFP.

A.4. UNIQUE CONSIDERATIONS

A.4.1. Upcoming Programmatic Changes:

A.4.1.1. BMCH programs are likely to change over the next 2-5 years. This includes programmatic changes as well as migration to a new MIS platform starting 7/1/2026. BFN programs change from time to time due to federal spending cuts and policy changes. The Training Contractor must maintain the ability to update already developed trainings as well as develop new trainings not listed in Appendix A to support programmatic, policy and funding changes.

A.4.2. In Person Trainings:

A.4.2.1. Trainers are expected to travel throughout the state of Illinois to provide in-person training in each Illinois region. See Exhibit D for a map of IDHS regions and Exhibit E for a map of IDHS FMNP coverage throughout the state of Illinois.

In addition, see Exhibit F for the number of agencies/agency staff/providers throughout the state by program. Learners will travel to a regional hub to attend an in-person training. If an in-person required training is required for a program administered through the state, the Training Contractor must conduct 5 total trainings (1 per region) to ensure Learners in each region can attend. In-person trainings should be conducted in a central location within each region allowing for a manageable commute for Learners commuting from the far ends of the region.

A.5. TERM

A.5.1. TERM OF THIS CONTRACT: The contract resulting from this procurement will have an initial term commencing July 1, 2026, or upon execution whichever is later and ending June 30, 2029 or 3 years after execution of contract. In no event will the total term of the contract, including the initial term, any renewal terms, and any extensions, exceed ten (10) years. Vendor shall not commence billable work in furtherance of the contract prior to final execution of the contract except when permitted pursuant to 30 ILCS 500/20-80.

A.5.2. RENEWAL: Subject to the maximum total term identified above, the State has the option to renew for the following term(s):

Renewal: One – 2-year renewal - July 1, 2029, or upon execution whichever is later and ending

June 30, 2031.

A.5.2.1. Pricing for the renewal term(s), or the formula for determining price, is in the Pricing section of this solicitation.

A.5.2.2. Any renewal of the resulting contract is subject to the same terms and conditions that apply to the initial term of the contract unless otherwise provided. The State may renew the contract for any or all of the option periods specified, may exercise any of the renewal options early, and may exercise more than one option at a time based on continuing need and favorable market conditions, when in the best interest of the State. The contract may neither renew automatically nor renew solely at the Vendor’s option.

Section B. CURRENT CONDITIONS

B.1. OVERVIEW & BACKGROUND

B.1.1. Providing training and other support services to the OFW not only ensures agency staff have the training and support needed to administer vital nutrition and health programs to the residents of Illinois but also ensures our federally funded programs meet required regulations. The OFW is currently contracted for similar but not exact services. That contract is set to expire on June 30, 2026.

The Training Contractor shall commence services starting July 1, 2026.

B.1.2. Some of the trainings listed in Exhibit C must be provided to agencies in quarter

1 of state fiscal year 2027. (July-September of calendar year 2026) The first conference under the new contract is set to take place in quarter 3 or quarter 4 of state fiscal year 2027 (January-June of 2027).

B.1.3. Exception to Vendor Trainings: IDHS has an active training contract with the current contractor that provides training to WIC vendors. This contract expires on June 30, 2027. All vendor related trainings listed in Exhibit C will not begin until July 1, 2027.

B.2. VOLUMES & QUANTITIES

B.2.1. See Exhibit C for the aggregate list of trainings for the Office of Family Wellness.

See Exhibit D for the IDHS WIC Regional Map. See Exhibit E for a Map of IDHS

FMNP Coverage (subject to change). See Exhibit F for the Number of

Agencies/Agency Staff/Providers Throughout the State by Program. See Exhibit G for the Volume of Conferences and Other Events.

B.2.2. All quantities identified in the RFP are best estimates; actual quantities may vary during the contract term. IDHS reserves the right to alter quantities based on the best interests of the State. The awarded Contractor shall only be paid for actual deliverables provided.

B.3. AREAS OF CONCERN/CHALLENGES

B.3.1. Some of the challenges the OFW currently experiences include:

B.3.1.1. Inability to capture all training by learner/training type in reports including many of the requirements listed in A.2.6.

B.3.1.2. Inability to connect learner and supervisor feedback on training and subsequent staff performance to curriculum content.

B.3.1.3. Desire for conference planning that anticipants program needs and meets overall goals and objectives.

B.3.1.4. Need to balance between staffs’ program expertise and training skills and techniques ensuring use of training best practices and engaging adult learners.

B.3.1.5. Upcoming change to BMCH’s management information system (“MIS”) in state fiscal year 2026. This change will require new curricula to be developed.

B.3.1.6. Ensuring trainings engage and meet the needs of a variety of provider types including but not limited to nurses, non-nurses, dieticians and paraprofessionals that all administer various programs under the OFW.

B.4. STRENGTHS

B.4.1. Some strengths of the current environment and OFW include:

B.4.1.1. The Governor’s Office, and Illinois as a whole, is prioritizing the important work of Material and Child Health and investing in birth equity strategies.

Conditions are ripe for developing enhanced learning opportunities to move strategies into action.

B.4.1.2. The OFW has some long-term providers/partners that have deep programmatic experience making them valuable contributors in trainings and on advisory boards.

B.4.1.3. The current OFW staff are incredibly knowledgeable in program and policy and can provide guidance as needed to Training Contractor to support curriculum development and updates.

Section C. PROPOSAL REQUIREMENTS

Only Electronic Submissions through BidBuy of Offers will be Accepted

C.1. REQUIRED DOCUMENTS TO COMPLETE AND SUBMIT

The Offeror shall submit the listed documents in BidBuy under the Attachments tab in the appropriate “Required Attachments” spaces.

• Vendor Disclosure or IPG Active Registered Vendor Disclosure

• Technical response

• Offer to the State of Illinois

• Commitment to Diversity

Blank documents may be found on the Chief Procurement Officer for General Service’s website at https://cpo-general.illinois.gov/solicitation-and-contract-templates.html and on the BidBuy posting under “File Attachments:”. Business Enterprise Program/Veterans Small Business Program

Utilization Plan may be downloaded from the Commission on Equity and Inclusion’s website at https://cei.illinois.gov/purchasing-entity-resources/compliance.html.

Failure to submit Vendor Disclosure or IPG Active Registered Vendor Disclosure, as applicable, and the Utilization Plan(s), as applicable, with the Offer submitted in BidBuy shall render the Offer non-responsive.

Offerors are required to submit their response to the State’s solicitation through BidBuy. Any information sent to the State outside of BidBuy, for example by US Mail, FedEx, UPS, e-mail, or hand delivery, will neither be accepted nor considered. Offeror submissions will only be considered if they are received through BidBuy and on or before the time and date indicated as the “Bid Opening Date” on the BidBuy posting. Any required attachments must be submitted via BidBuy.

https://cpo-general.illinois.gov/solicitation-and-contract-templates.html https://cei.illinois.gov/purchasing-entity-resources/compliance.html

Price entries on the Items tab will be locked automatically upon submission of the quote.

E n t e r i n g c o s t , p r i c i n g o r d i s c o u n t i n f o r m a t i o n i n t h e A l t e r n a t e D e s c r i p t i o n m a y r e s u l t i n d i s q u a l i f i c a t i o n . If the agency requires pricing to be submitted in an attachment, Offeror shall upload pricing under the “Required Documents” section on the Attachments tab and check the box “Does the attachment contain any pricing, cost or discount information?”. Failure to check this box allows your pricing to be viewed when bids are opened and will result in disqualification of your offer. NOTE: Do not check “Does the attachment contain any pricing, cost or discount information” if the attachment does NOT include pricing, cost, or discount information.

Documents shall be submitted in an electronic format that is accessible and readable using

Microsoft Office suite software or Adobe Reader.