RFP 2026-74 LMS-eLearning System.pdf

REQUEST FOR PROPOSALS #2026-74

FOR

LMS-E LEARNING SYSTEM

BOARD OF COUNTY COMMISSIONERS

CRAIG ROBERTS, Chair

PAUL SAVAS, Commissioner MARTHA SCHRADER, Commissioner

BEN WEST, Commissioner DIANA HELM, Commissioner

Gary Schmidt

County Administrator

Contract Analyst Juliana Snegireff

PROPOSAL CLOSING DATE, TIME AND LOCATION

DATE: November 5, 2026

TIME: 2:00 PM, Pacific Time

PLACE: https://bidlocker.us/a/clackamascounty/BidLocker https://bidlocker.us/a/clackamascounty/BidLocker

RFP 2026-74 LMS-eLearning System Page ii

SCHEDULE

Request for Proposals Issued……........................... October 1, 2026

Protest of Specifications Deadline........................... October 8, 2026, 5:00 PM, Pacific Time

Deadline to Submit Clarifying Questions............... October 29, 2026, 5:00 PM, Pacific Time

Request for Proposals Closing Date and Time…. November 5, 2026, 2:00 PM, Pacific Time

Deadline to Submit Protest of Award...................Seven (7) days from the Intent to Award

TABLE OF CONTENTS

Section 1 – Notice of Request for Proposals

Section 2 – Instructions to Proposers

Section 3 – Scope of Work

Section 4 – Evaluation and Selection Criteria

Section 5 – Proposal Content (Including Proposal Certification)

SECTION 1

NOTICE OF REQUEST FOR PROPOSALS

Notice is hereby given that Clackamas County through its Board of County Commissioners will receive sealed Proposals per specifications until 2:00 PM, November 5, 2026 (“Closing”), to provide LMS-eLearning System. No Proposals will be received or considered after that time.

Location of RFP documents: OregonBuys RFP Documents can be downloaded from the state of Oregon procurement website (“OregonBuys”) at the following address https://oregonbuys.gov/bso/view/login/login.xhtml, Document No. S C01010- 00018108.

Prospective Proposers will need to sign in to download the information and that information will be accumulated for a Plan Holder's List. Prospective Proposers are responsible for obtaining any Addenda, clarifying questions, and Notices of Award from OregonBuys.

Submitting Proposals: Bid Locker Proposals will only be accepted electronically thru a secure online bid submission service, Bid Locker.

Email submissions to Clackamas County email addresses will no longer be accepted.

A. Completed proposal documents must arrive electronically via Bid Locker located at https://bidlocker.us/a/clackamascounty/BidLocker.

B. Bid Locker will electronically document the date and time of all submissions. Completed documents must arrive by the deadline indicated in Section 1 or as modified by Addendum.

LATE PROPOSALS WILL NOT BE ACCEPTED.

C. Proposers must register and create a profile for their business with Bid Locker in order to submit for this project. It is free to register for Bid Locker.

D. Proposers with further questions concerning Bid Locker may review the Vendor’s Guide located at https://www.clackamas.us/how-to-bid-on-county-projects .

Contact Information Procurement Process and Technical Questions: Juliana Snegireff, jsnegireff@clackamas.us

The Board of County Commissioners reserves the right to reject any and all Proposals not in compliance with all prescribed public bidding procedures and requirements, and may reject for good cause any and all Proposals upon the finding that it is in the public interest to do so and to waive any and all informalities in the public interest. In the award of the contract, the Board of County Commissioners will consider the element of time, will accept the Proposal or Proposals which in their estimation will best serve the interests of Clackamas County and will reserve the right to award the contract to the contractor whose Proposal shall be best for the public good.

Clackamas County encourages proposals from Minority, Women, Veteran and Emerging Small Businesses.

https://oregonbuys.gov/bso/view/login/login.xhtml https://www.clackamas.us/how-to-bid-on-county-projects mailto:jsnegireff@clackamas.us

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SECTION 2

INSTRUCTIONS TO PROPOSERS

Clackamas County (“County”) reserves the right to reject any and all Proposals received as a result of this RFP. County Local Contract Review Board Rules (“LCRB”) govern the procurement process for the County.

2.1 Modification or Withdrawal of Proposal: Any Proposal may be modified or withdrawn at any time prior to the Closing deadline, provided that a written request is received by the County Procurement Division Director, prior to the Closing. The withdrawal of a Proposal will not prejudice the right of a Proposer to submit a new Proposal.

2.2 Requests for Clarification and Requests for Change: Proposers may submit questions regarding the specifications of the RFP. Questions must be received in writing on or before 5:00 p.m. (Pacific Time), on the date indicated in the Schedule, at the Procurement Division address as listed in Section 1 of this RFP.

Requests for changes must include the reason for the change and any proposed changes to the requirements.

The purpose of this requirement is to permit County to correct, prior to the opening of Proposals, RFP terms or technical requirements that may be unlawful, improvident or which unjustifiably restrict competition.

County will consider all requested changes and, if appropriate, amend the RFP. No oral or written instructions or information concerning this RFP from County managers, employees or agents to prospective Proposers shall bind County unless included in an Addendum to the RFP.

2.3 Protests of the RFP/Specifications: Protests must be in accordance with LCRB C-047-0730.

Protests of Specifications must be received in writing on or before 5:00 p.m. (Pacific Time), on the date indicated in the Schedule, or within three (3) business days of issuance of any addendum, at the Procurement Division address listed in Section 1 of this RFP. Protests may not be faxed. Protests of the RFP specifications must include the reason for the protest and any proposed changes to the requirements.

2.4 Addenda: If any part of this RFP is changed, an addendum will be provided to Proposers that have provided an address to the Procurement Division for this procurement. It shall be Proposers responsibility to regularly check OregonBuys for any notices, published addenda, or response to clarifying questions.

2.5 Submission of Proposals: Proposals must be submitted in accordance with Section 5. All Proposals shall be legibly written in ink or typed and comply in all regards with the requirements of this RFP. Proposals that include orders or qualifications may be rejected as irregular. All Proposals must include a signature that affirms the Proposer’s intent to be bound by the Proposal (may be on cover letter, on the Proposal, or the Proposal Certification Form) shall be signed. If a Proposal is submitted by a firm or partnership, the name and address of the firm or partnership shall be shown, together with the names and addresses of the members. If the Proposal is submitted by a corporation, it shall be signed in the name of such corporation by an official who is authorized to bind the contractor. The Proposals will be considered by the County to be submitted in confidence and are not subject to public disclosure until the notice of intent to award has been issued.

No late Proposals will be accepted. Proposals submitted after the Closing will be considered late and will be returned unopened. Proposals may not be submitted by telephone or fax.

2.6 Post-Selection Review and Protest of Award: County will name the apparent successful Proposer in a Notice of Intent to Award published on OregonBuys. Identification of the apparent successful Proposer is procedural only and creates no right of the named Proposer to award of the contract. Competing Proposers shall be given seven (7) calendar days from the date on the Notice of Intent to Award to review the file at the Procurement Division office and file a written protest of award, pursuant to LCRB C-047-0740. Any award protest must be in writing and must be delivered by email, hand-delivery or mail to the address for the Procurement Division as listed in Section 1 of this RFP.

Only actual Proposers may protest if they believe they have been adversely affected because the Proposer would be eligible to be awarded the contract in the event the protest is successful. The basis of the written protest must be in accordance with ORS 279B.410 and shall specify the grounds upon which the protest is based. In order to be an adversely affected Proposer with a right to submit a written protest, a Proposer must be next in line for

RFP 2026-74 LMS-eLearning System Page 3 award, i.e. the protester must claim that all higher rated Proposers are ineligible for award because they are non-responsive or non-responsible.

County will consider any protests received and:

a. reject all protests and proceed with final evaluation of, and any allowed contract language negotiation with, the apparent successful Proposer and, pending the satisfactory outcome of this final evaluation and negotiation, enter into a contract with the named Proposer; OR

b. sustain a meritorious protest(s) and reject the apparent successful Proposer as nonresponsive, if such Proposer is unable to demonstrate that its Proposal complied with all material requirements of the solicitation and Oregon public procurement law; thereafter, County may name a new apparent successful Proposer; OR

c. reject all Proposals and cancel the procurement.

2.7 Acceptance of Contractual Requirements: Failure of the selected Proposer to execute a contract and deliver required insurance certificates within ten (10) calendar days after notification of an award may result in cancellation of the award. This time period may be extended at the option of County.

2.8 Public Records: Proposals are deemed confidential until the “Notice of Intent to Award” letter is issued.

This RFP and one copy of each original Proposal received in response to it, together with copies of all documents pertaining to the award of a contract, will be kept and made a part of a file or record which will be open to public inspection. If a Proposal contains any information that is considered a TRADE SECRET under ORS 192.345(2), SUCH INFORMATION MUST BE LISTED ON A SEPARATE SHEET CAPABLE OF SEPARATION

FROM THE REMAINING PROPOSAL AND MUST BE CLEARLY MARKED WITH THE

FOLLOWING LEGEND:

“This information constitutes a trade secret under ORS 192.345(2), and shall not be disclosed except in accordance with the Oregon Public Records Law, ORS Chapter 192.”

The Oregon Public Records Law exempts from disclosure only bona fide trade secrets, and the exemption from disclosure applies only “unless the public interest requires disclosure in the particular instance” (ORS 192.345).

Therefore, non-disclosure of documents, or any portion of a document submitted as part of a Proposal, may depend upon official or judicial determinations made pursuant to the Public Records Law.

2.9 Investigation of References: County reserves the right to investigate all references in addition to those supplied references and investigate past performance of any Proposer with respect to its successful performance of similar services, its compliance with specifications and contractual obligations, its completion or delivery of a project on schedule, its lawful payment of subcontractors and workers, and any other factor relevant to this RFP. County may postpone the award or the execution of the contract after the announcement of the apparent successful Proposer in order to complete its investigation.

2.10 RFP Proposal Preparation Costs and Other Costs: Proposer costs of developing the Proposal, cost of attendance at an interview (if requested by County), or any other costs are entirely the responsibility of the Proposer, and will not be reimbursed in any manner by County.

2.11 Clarification and Clarity: County reserves the right to seek clarification of each Proposal, or to make an award without further discussion of Proposals received. Therefore, it is important that each Proposal be submitted initially in the most complete, clear, and favorable manner possible.

2.12 Right to Reject Proposals: County reserves the right to reject any or all Proposals or to withdraw any item from the award, if such rejection or withdrawal would be in the public interest, as determined by County.

2.13 Cancellation: County reserves the right to cancel or postpone this RFP at any time or to award no contract.

2.14 Proposal Terms: All Proposals, including any price quotations, will be valid and firm through a period of one hundred and eighty (180) calendar days following the Closing date. County may require an

RFP 2026-74 LMS-eLearning System Page 4 extension of this firm offer period. Proposers will be required to agree to the longer time frame in order to be further considered in the procurement process.

2.15 Oral Presentations: At County’s sole option, Proposers may be required to give an oral presentation of their Proposals to County, a process which would provide an opportunity for the Proposer to clarify or elaborate on the Proposal but will in no material way change Proposer’s original Proposal. If the evaluating committee requests presentations, the Procurement Division will schedule the time and location for said presentation. Any costs of participating in such presentations will be borne solely by Proposer and will not be reimbursed by County. Note: Oral presentations are at the discretion of the evaluating committee and may not be conducted;

therefore, written Proposals should be complete.

2.16 Usage: It is the intention of County to utilize the services of the successful Proposer(s) to provide services as outlined in the below Scope of Work.

2.17 Review for Responsiveness: Upon receipt of all Proposals, the Procurement Division or designee will determine the responsiveness of all Proposals before submitting them to the evaluation committee. If a Proposal is incomplete or non-responsive in significant part or in whole, it will be rejected and will not be submitted to the evaluation committee. County reserves the right to determine if an inadvertent error is solely clerical or is a minor informality which may be waived, and then to determine if an error is grounds for disqualifying a Proposal. The Proposer’s contact person identified on the Proposal will be notified, identifying the reason(s) the Proposal is non-responsive. One copy of the Proposal will be archived and all others discarded.

2.18 RFP Incorporated into Contract: This RFP will become part of the Contract between County and the selected contractor(s). The contractor(s) will be bound to perform according to the terms of this RFP, their Proposal(s), and the terms of the Sample Contract.

2.19 Communication Blackout Period: Except as called for in this RFP, Proposers may not communicate with members of the Evaluation Committee or other County employees or representatives about the RFP during the procurement process until the apparent successful Proposer is selected, and all protests, if any, have been resolved. Communication in violation of this restriction may result in rejection of a Proposer.

2.20 Prohibition on Commissions and Subcontractors: County will contract directly with persons/entities capable of performing the requirements of this RFP. Contractors must be represented directly.

Participation by brokers or commissioned agents will not be allowed during the Proposal process. Contractor shall not use subcontractors to perform the Work unless specifically pre-authorized in writing to do so by the County. Contractor represents that any employees assigned to perform the Work, and any authorized subcontractors performing the Work, are fully qualified to perform the tasks assigned to them, and shall perform the Work in a competent and professional manner. Contractor shall not be permitted to add on any fee or charge for subcontractor Work. Contractor shall provide, if requested, any documents relating to subcontractor’s qualifications to perform required Work.

2.21 Ownership of Proposals: All Proposals in response to this RFP are the sole property of County, and subject to the provisions of ORS 192.410-192.505 (Public Records Act).

2.22 Clerical Errors in Awards: County reserves the right to correct inaccurate awards resulting from its clerical errors.

2.23 Rejection of Qualified Proposals: Proposals may be rejected in whole or in part if they attempt to limit or modify any of the terms, conditions, or specifications of the RFP or the Sample Contract.

2.24 Collusion: By responding, the Proposer states that the Proposal is not made in connection with any competing Proposer submitting a separate response to the RFP, and is in all aspects fair and without collusion or fraud. Proposer also certifies that no officer, agent, elected official, or employee of County has a pecuniary interest in this Proposal.

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2.25 Evaluation Committee: Proposals will be evaluated by a committee consisting of representatives from County and potentially external representatives. County reserves the right to modify the Evaluation Committee make-up in its sole discretion.

2.26 Commencement of Work: The contractor shall commence no work until all insurance requirements have been met, the Protest of Awards deadline has been passed, any protest have been decided, a contract has been fully executed, and a Notice to Proceed has been issued by County.

2.27 Nondiscrimination: The successful Proposer agrees that, in performing the work called for by this RFP and in securing and supplying materials, contractor will not discriminate against any person on the basis of race, color, religious creed, political ideas, sex, age, marital status, sexual orientation, gender identity, veteran status, physical or mental handicap, national origin or ancestry, or any other class protected by applicable law.

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SECTION 3

SCOPE OF WORK

3.1. INTRODUCTION

Clackamas County is seeking Proposals from qualified vendors to provide a comprehensive, modern web-based Learning Management System (“LMS”) solution that includes both a robust LMS platform and access to high-quality off-the-shelf online training content for use by Clackamas County and its staff.

Please direct all Technical/Specifications or Procurement Process Questions to the indicated representative referenced in the Notice of Request for Proposals and note the communication restriction outlined in Section 2.19.

3.2 BACKGROUND

Clackamas County seeks an LMS that enables the delivery, administration, tracking, reporting, and auditing of learning activities for Clackamas County staff, from onboarding through departure. The proposed solution must support a wide range of learning modalities, including asynchronous, synchronous, blended, and mastery-based learning experiences.

In addition to core LMS functionality, Clackamas County places a high priority on the availability of off-the-shelf course content aligned with public sector, workplace safety, leadership, compliance, and professional development needs.

Clackamas County is currently utilizing ClearCo as its primary off-the-shelf content provider and intends to prioritize solutions that offer seamless continuity of existing course offerings, learner access, reporting, and historical training records.

Proposers may offer an integrated LMS and content solution or propose partnerships with third party content providers. Proposals must clearly distinguish between LMS platform functionality and content licensing models, including bundled content, optional subscriptions, marketplace access, and associated costs.

Clackamas County intends to select a solution that minimizes disruption to learners and administrators, preserves prior learning investments, and provides a scalable, future-ready learning ecosystem that supports the evolving needs of our organization. Through this process, Clackamas County aims to identify a solution that enhances workforce development, ensures regulatory compliance, and supports a culture of continuous learning.

Clackamas County is a public-sector, county government with on average 2,800 employees. Our staff provide diverse services throughout our county, from twenty departments, all led by an executive-level director.

Clackamas County Departments

• Assessment & Taxation • Clackamas 911 • County Administration

• County Clerk • County Counsel • District Attorney

• Finance • Health Housing & Human Services • Human Resources

• Juvenile Department • No Clackamas Parks & Rec District • Public & Government Affairs

• Sheriff's Office • Technology Services • Transportation & Development

• Treasurer's Office • Water Environment Services

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Some of our departments, including our largest Health, Housing, and Human Services and Sheriff’s Office, use PowerDMS policy and document management system for their department-specific policy-related training assignments. Currently, these records do not integrate with our LMS.

3.3. SCOPE OF WORK

3.3.1. Scope:

The successful Proposer will provide a cloud hosted Learning Management System designed to enhance workforce development for Clackamas County staff. The LMS must support the delivery, administration, tracking, reporting, auditing, and long-term governance of learning activities sourced from Clackamas County developed content, third party providers, and off-the-shelf content libraries.

Requirements include, but are not limited to, those described below. Completion of Appendix A is required for additional details regarding these requirements, as well as other requested features.

1. A cloud hosted solution, that is platform- and device-agnostic.

2. Scalable platform capable of supporting at least 2,800 active users, retaining historical data for a minimum of an additional 2,000 inactive users, and accommodating projected growth in both users and course activity over the life of the contract.

3. Supports automated, regularly refreshed employee data feeds from our Human Resources Information System (“HRIS”) (currently Oracle PeopleSoft HCM) via flat file, API, or other standard integration methods. See Appendix B for details.

4. 24x7 access to LMS.

5. Support for synchronous and asynchronous training.

6. The LMS must support differentiated administrative permissions that allow department-level administrators to add, edit, manage, and assign their own courses, files, and learning resources, while preventing them from adding, editing, modifying, or retiring any Clackamas County-managed global/Super Admin content or catalog elements. This is a graphical illustration of the intended hierarchy structure.

7. Data migration services including historical learner data, course completions, transcripts, certifications, and metadata from Clackamas County’ current LMS. Proposers must clearly identify migration assumptions, limitations, dependencies, validation processes, and post migration support responsibilities. Appendix B must be completed.

8. Demonstrated support for off-the-shelf course content through native libraries, integrated marketplaces, or third-party partnerships. Proposers must describe available content domains, update cadence, content governance, and alignment with public sector training needs. Preference will be

RFP 2026-74 LMS-eLearning System Page 8 given to solutions that support continuity of Clackamas County’s existing ClearCo course catalog or provide clearly mapped equivalent offerings.

9. Technical support available at least Monday through Friday, 8:00 a.m. to 5:00 p.m. (PT). Many of our employees work Monday through Friday, 7:00 a.m. to 6:00 p.m. (PST).

10. The proposed system shall support Single Sign-On (“SSO”) integration with Clackamas County's enterprise identity provider (Microsoft Entra ID). The system shall support SAML 2.0 and/or OpenID Connect (“OIDC”) as the federation protocol for this integration. At minimum, the solution must meet the following:

i. Support both Service Provider–initiated (“SP-initiated”) and Identity Provider–initiated (“IdP-initiated”) login flows.

ii. Enforce Clackamas County's existing multi-factor authentication and conditional access policies at the identity provider level, rather than requiring separate authentication within the

LMS.

iii. Support attribute/claims-based mapping (e.g., role, department, employee ID) from the identity provider to enable role-based access control within the system.

iv. Allow local/native login accounts to be disabled entirely, or restricted to a limited set of administrative or break-glass accounts. Vendors whose platform requires local credentials to remain active for standard users must describe the security controls in place to mitigate this exposure.

Vendors shall indicate whether their solution has a published integration guide for Microsoft Entra ID or is listed in the Microsoft Entra ID application gallery and shall provide documentation or references demonstrating prior successful Entra ID/Azure AD integrations.

11. The proposed solution should support SCIM 2.0 for automated user provisioning and deprovisioning, synchronizing account creation, attribute updates, and access revocation with Clackamas County's identity provider (Microsoft Entra ID). Vendors unable to support SCIM 2.0 shall describe their alternative process and expected timeline for deprovisioning user access following employee termination or role change.

12. The system needs to support following minimal activities: user registration, user search/lookup, user read, contact update, course registration, course completion.

13. Proposers must clearly differentiate LMS platform functionality and costs from content licensing models, including bundled content, optional subscriptions, marketplace pricing, per user fees, and usage-based pricing structures. Proposers must describe how content costs scale over time. Current course domains include but are not limited to the following:

i. Business Skills

ii. Communication

iii. Compliance

iv. Cybersecurity

v. Diversity, Equity, and Inclusion

vi. Manager and Supervisor Skills

vii. Microsoft Office Suite

viii. Workplace Safety

ix. Wellness

The LMS must provide a consistent and intuitive learner experience across varying levels of technical capability.

The LMS must support mastery-based learning approaches, particularly for required and compliance driven training. The platform should include robust assessment tools, configurable passing thresholds, retake logic, certifications, expirations, and automated retraining assignments, along with advanced reporting to support regulatory, audit, and risk management use cases. Appendix C must be completed.

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Clackamas County’s implementation plan specifies having the product in place for roll-out to our staff by end of June 2027.

Audience:

Clackamas County has 2,800 active employee users in the LMS we are currently using, with an average of 750 courses completed per month. These users include all levels of employees (executives, managers, supervisors, and line staff) that work in many functional areas, such as office administration, finance, public works, human resources, utilities, law enforcement, justice, and public safety – all with a government focus. The level of technical competence and breadth of training varies from individual to individual.

We have 2 third-party Sharable Content Object Reference Model (“SCORM”) courses and 130 internal courses in our current LMS.

3.3.2. Sample Contract: Submission of a Proposal in response to this RFP indicates Proposer’s willingness to enter into a contract containing substantially the same terms (including insurance requirements) of the sample contract identified below. No action or response to the sample contract is required under this RFP. Any objections to the sample contract terms should be raised in accordance with Paragraphs 2.2 or 2.3 of this RFP, pertaining to requests for clarification or change or protest of the RFP/specifications, and as otherwise provided for in this RFP. This RFP and all supplemental information in response to this RFP will be a binding part of the final contract.

The applicable Sample Goods & Services Contract for this RFP can be found at https://www.clackamas.us/finance/terms.html.

Goods & Services Contract (unless checked, item does not apply)

Travel Expense Reimbursement is Authorized

The following insurance requirements will be applicable.

Professional Liability: combined single limit, or the equivalent, of not less than $1,000,000 per occurrence, with an annual aggregate limit of $2,000,000 for damages caused by error, omission or negligent acts.

Commercial General Liability: combined single limit, or the equivalent, of not less than $1,000,000 per occurrence, with an annual aggregate limit of $2,000,000 for Bodily Injury and Property Damage.

Automobile Liability: combined single limit, or the equivalent, of not less than $500,000 per occurrence for Bodily Injury and Property Damage.

Cyber Liability: combined single limit, or the equivalent, of not less than $1,000,000 per occurrence for network security (including data breach), privacy, interruption of business, media liability, and errors and omissions.

https://www.clackamas.us/finance/terms.html

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SECTION 4

EVALUATION PROCEDURE

4.1 An evaluation committee will review all Proposals that are initially deemed responsive and they shall rank the Proposals in accordance with the below criteria. The evaluation committee may recommend an award based solely on the written responses or may request Proposal interviews/presentations.

Interviews/presentations, if deemed beneficial by the evaluation committee, will consist of the highest scoring Proposers. The invited Proposers will be notified of the time, place, and format of the interview/presentation. Based on the interview/presentation, the evaluation committee may revise their scoring.

Written Proposals must be complete and no additions, deletions, or substitutions will be permitted during the interview/presentation (if any). The evaluation committee will recommend award of a contract to the final County decision maker based on the highest scoring Proposal. The County decision maker reserves the right to accept the recommendation, award to a different Proposer, or reject all Proposals and cancel the RFP.

Proposers are not permitted to directly communicate with any member of the evaluation committee during the evaluation process. All communication will be facilitated through the Procurement representative.

4.2 Evaluation Criteria

Category Points available:

Proposer’s General Background and Qualifications 0-30 Ability To Meet System Objectives, Features, and Requirements 0-45 Fees 0-25

Available points 0-100

4.3 Once a selection has been made, the County will enter into contract negotiations. During negotiation, the County may require any additional information it deems necessary to clarify the approach and understanding of the requested services. Any changes agreed upon during contract negotiations will become part of the final contract. The negotiations will identify a level of work and associated fee that best represents the efforts required. If the County is unable to come to terms with the highest scoring Proposer, discussions shall be terminated and negotiations will begin with the next highest scoring Proposer. If the resulting contract contemplates multiple phases and the County deems it is in its interest to not authorize any particular phase, it reserves the right to return to this solicitation and commence negotiations with the next highest ranked Proposer to complete the remaining phases.

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SECTION 5

PROPOSAL CONTENTS

5.1. Vendors must observe submission instructions and be advised as follows:

5.1.1. Proposals will only be accepted electronically thru Equity Hub’s Bid Locker. Email submissions to Clackamas County email addresses will no longer be accepted.

5.1.2. Completed proposal documents must arrive electronically via Equity Hub’s Bid Locker located at https://bidlocker.us/a/clackamascounty/BidLocker.

5.1.3. County reserves the right to solicit additional information or Proposal clarification from the vendors, or any one vendor, should the County deem such information necessary.

5.1.4. Proposal may not exceed a total of 20 pages (single-sided), inclusive of all exhibits, attachments, title pages, pages separations, table of contents, or other information. The Proposal Certification Page will NOT count towards the final page count. Pages shall be 8-1/2” x 11” standard sheet size, 11 point font, single-spaced.

Provide the following information in the order in which it appears below:

5.2. Proposer’s General Background and Qualifications:

• Description of the firm.

• Credentials/experience of key individuals that would be assigned to this project.

• Description of providing similar services to public entities of similar size within the past five (5) years.

• Description of the firm’s ability to meet the requirements in Section 3.

• Description of what distinguishes the firm from other firms performing a similar service.

5.3. Ability To Meet System Objectives, Features, and Requirements

• Overview of the proposed solution. Provide comprehensive solution proposal that outlines how the LMS meets requirements listed in section 3.3.1.

• Complete Exhibits A, B, C in response to section 3.3

• Detailed breakdown of features and functionalities and which functionalities are managed by vendor and which by the county.

o Provide an example of a project plan for migrating us from our current system to the proposed solution

• Implementation timeline.

• Data security measures and compliance certifications.

• Support and maintenance offerings.

• Any additional services or features offered.

5.4. Fees

Provide pricing structure, including licensing for all years as indicated below, implementation including migration, and ongoing support/maintenance costs, as well as a price break per user based on a total number of users.

Our fiscal year is July 1 through June 30. That will be the duration of a full contract year.

Pricing should be based upon the following assumptions for the first partial year and full year, listed as Year 0 (contract start through June 30, 2027) and Year 1 (July 1, 2027 through June 30, 2028):

• Access for an estimated 2,800 learners/employees.

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• Integrating online course content from other third-party vendors.

• 130+ online courses created by Clackamas County and integrated into your company’s LMS.

• Integrating non-course content such as documents, publications, handouts, videos, etc.

Distinguish between set-up, implementation, and ongoing service fees. Proposers must clearly separate LMS platform fees from content licensing or subscription fees and describe how pricing scales based on users, content volume, or usage. For any service that has multiple cost factors such as materials, labor, travel, etc. provide an itemized breakdown showing the fee for each cost factor and a grand total. If fees are charged by the hour, provide an estimate of the number of hours required.

The schedule should also include the method used to charge for any special requests, reports, or broadening of the scope of work beyond that described in this RFP. This would include the methodology for adding users or content, and for extension of rates in subsequent contract years.

Your cost schedule should be laid out similar to the table below. Year 0 is contract start through June 30, 2027.

Subsequent years are July 1 through June 30.

Fee Description Year 0

Implementation

Year 1 Year 2 Year 3 Year 4

LMS Platform Licensing

Off-the-Shelf Content Access / Subscription

Annual Maintenance and Support

Implementation and Training

Data Migration and Validation

Custom Report Development (if applicable)

Grand Total

Optional Services and One-Time Fees List and describe any fees for one-time or optional services not included in the schedule above. Examples may include:

1. Customer service options outside of Clackamas County’s normal business hours (Monday through Thursday, 7:00 a.m to 6:00 p.m. PST; Friday 8:00 a.m. to 5:00 p.m. PST);

2. Platform Clackamas County branding (color scheme, logo, etc.);

3. Course customization;

4. Reporting customization;

5. Features not included in the proposed system, such as gamification or competency / skill management;

6. Virtual classroom functionality or integration with Zoom;

7. Content transition and mapping services, including ClearCo catalog continuity or equivalent course mapping.

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Description Amount

5.5. References

Provide at least three (3) references from clients your firm has served similar to the County in the past three (3) years, including one client that has newly engaged the firm in the past thirty-six (36) months and one (1) long-term client. Provide the name, address, email, and phone number of the references. Please note the required three references may not be from County staff, but additional references may be supplied.

5.6. Completed Proposal Certification (see the below form)

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PROPOSAL CERTIFICATION

RFP #2026-74

Submitted by:

(Must be entity’s full legal name, and State of Formation)

Each Proposer must read, complete and submit a copy of this Proposal Certification with their Proposal. Failure to do so may result in rejection of the Proposal. By signature on this Proposal Certification, the undersigned certifies that they are authorized to act on behalf of the Proposer and that under penalty of perjury, the undersigned will comply with the following:

SECTION I. OREGON TAX LAWS: As required in ORS 279B.110(2)(e), the undersigned hereby certifies that, to the best of the undersigned’s knowledge, the Proposer is not in violation of any Oregon Tax Laws. For purposes of this certification, “Oregon Tax Laws” means the tax laws of the state or a political subdivision of the state, including ORS 305.620 and ORS chapters 316, 317 and 318. If a contract is executed, this information will be reported to the Internal Revenue Service. Information not matching IRS records could subject Proposer to 24% backup withholding.

SECTION II. NON-DISCRIMINATION: That the Proposer has not and will not discriminate in its employment practices with regard to race, creed, age, religious affiliation, sex, disability, sexual orientation, gender identity, national origin, or any other protected class. Nor has Proposer or will Proposer discriminate against a subcontractor in the awarding of a subcontract because the subcontractor is a disadvantaged business enterprise, a minority-owned business, a woman-owned business, a business that a service-disabled veteran owns or an emerging small business that is certified under ORS 200.055.

SECTION III. CONFLICT OF INTEREST: The undersigned hereby certifies that no elected official, officer, agent or employee of Clackamas County is personally interested, directly or indirectly, in any resulting contract from this RFP, or the compensation to be paid under such contract, and that no representation, statements (oral or in writing), of the County, its elected officials, officers, agents, or employees had induced Proposer to submit this Proposal. In addition, the undersigned hereby certifies that this proposal is made without connection with any person, firm, or corporation submitting a proposal for the same material, and is in all respects fair and without collusion or fraud.

SECTION IV. COMPLIANCE WITH SOLICITATION: The undersigned further agrees and certifies that they:

1. Have read, understand and agree to be bound by and comply with all requirements, instructions, specifications, terms and conditions of the RFP (including any attachments); and

2. Are an authorized representative of the Proposer, that the information provided is true and accurate, and that providing incorrect or incomplete information may be cause for rejection of the Proposal or contract termination; and

3. Will furnish the designated item(s) and/or service(s) in accordance with the RFP and Proposal; and

4. Will use recyclable products to the maximum extend economically feasible in the performance of the contract work set forth in this RFP.

Name:_______________________________________ Date:______________________________________

Signature:____________________________________ Title:______________________________________

Email:_______________________________________ Telephone:_________________________________

Oregon Business Registry Number:________________ OR CCB # (if applicable):________________________

Business Designation (check one):

Corporation Partnership Sole Proprietorship Non-Profit Limited Liability Company

Resident Quoter, as defined in ORS 279A.120 Non-Resident Quote. Resident State:__________________________

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APPENDIX A – LMS FEATURES

Must Be Completed Response Key for LMS Features YES Your LMS has this feature "out-of-the-box", included in your fee schedule MOD Can do but will require some modifications 3RD Supported via a third party solution FUT Will be supported in a future release NS Not supported

LMS Feature Response Notes Cost Impact Accessibility ADA / WCAG AI Features & Functions Built-in Virtual Classroom Catalog Management Certificates Class Roster Creations Classroom Training Compliance and Regulatory Content Assessment / Survey Course Authoring and Standards Course Management Customizable Waitlist Parameters Enrollment and Assignment HRIS, Outlook, SSO Integration Key Work / Category Searchability Learner Dashboard Training Hours by Employee Learner Registrations Cancellation Tracking Learning Assessments / Quizes Learning Tracks Mobile Devices Notifications Power DMS User Activity Integration Reporting Custom Reporting Resource Repository Retention Schedule for Learner SCORM / xAPI Security, Privacy, Confidentiality Support User Interface User Management Virtual Training

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APPENDIX B – IMPLEMENTATION DETAILS

Response Key for Implementation Details YES Included in your implementation fee schedule MOD Can do but will require some modifications 3RD Supported via a third party solution NS Not supported

Implementation Details Response Notes Cost Impact Learner Historical Data Employee Account Set Up Transfer Course Objects

Current LMS Course Object Examples

Field Label Example 1 Example 2 Example 3 Object Type Class Class Class Object Name Health and Safety Institute (HSI) CPR, AED, First Aid Ascend to Leadership - FOR

MANAGERS/SUPERVISORS

H3S STAFF: Question, Persuade, & Refer (QPR) Training for Suicide Prevention

Description In this class, you will learn:

• The definition of and general principles of First Aid

• Legal Considerations

• Rescuer Safety (Bloodborne Pathogen Awareness)

• Scene/Patient Assessment Injury Emergencies: Bleeding & Wounds; Bone & Joint Injuries; Head, Back, & Chest Injuries; Burns Medical Emergencies: Assessment and Care Breathing Problems: Asthma, Allergic Reactions, Using an EpiPen, Choking Chest Pain & Heart Problems Diabetic Emergencies, Stroke & Seizures Environmental Emergencies: Heat/Cold related emergencies: Hypothermia/Heat Stroke Poisoning: Inhaled/Absorbed/Ingested, Bites & Stings Adult CPR (puberty (12yrs) & older): Single Rescuer CPR AED: Hands on use of an automatic defibrillator in emergency scenarios

This powerful and hands-on learning experience is designed for leaders who are ready to grow beyond the basics and expand their impact.

Their journey will strengthen the mindset, skillset, and toolset required to lead people, elevate performance, and lead change with confidence.

Learn to offer help and hope to someone experiencing thoughts of suicide.

Just like CPR, QPR (Question, Persuade, & Refer) are basic skills that every adult should know to help someone who may be facing a suicidal crisis.

QPR is a proven, educational program that teaches participants how to recognize that a person may be experiencing thoughts of suicide and offer first aid until more experienced help is available. QPR has been widely used by behavioral health, law enforcement and schools in their training programs.

Participants learn about warning signs, risk factors, common myths about suicide and a three-step suicide prevention first aid action plan. The training comes with a resource booklet that summarizes the training and a wallet card so you can always have the information at hand.

Training objectives include; participants will learn: to recognize warning signs of suicide, to ask about thoughts of suicide, to persuade a person to seek help, resources that can provide help

Duration 6 Hours 8 Hours 2 Hours Owner Group Clackamas DashTrain Clackamas DashTrain Health Housing & Human Srvs Keyword/Searchability General Safety, First Aid, Health & Wellness Leadership, Management, Self Development, Management & Supervision QPR, General Safety. Health & Wellness, Healthcare

Producer CPR Basic Training Clackamas County QPR Institute Audience Group Clackamas DashTrain Managers/Supervisors Health Housing & Human Srvs Access Clackamas DashTrain (All County) Managers/Supervisors Health Housing & Human Srvs (Specific Department)

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Current LMS Employee Data Feed Fields from HRIS Field Label Description (if not self-explanatory) Example userName Unique identifier jsmith1 firstName John mi Middle Initial A lastName Smith email County Email Address Jsmith1@clackamas.us phone County Phone Number 503-655-8577 jobTitle Human Resources Analyst active Yes or No Yes gmtOffset Time Zone: Offset Greenwich

Mean Time (GMT-8:00) Pacific Time (US & Canada) languageId English primaryGroupCode Manager’s Own Employee ID or

User’s Manager’s Employee ID 0011081 primaryGroupRoleCode Assigns system access level for Primary Group

User, Manager, or Administrator optGroupCode1 Optional for people who may have additional roles/access

3003SHARE

optGroupRoleCode1 Optional for people who may have additional roles/access

Administrator optGroupCode2 Optional for people who may have additional roles/access optGroupRoleCode2 Optional for people who may have additional roles/access

Manager Level Manager, Non-Manager Clackamas Non-Manager Supervisor Name Name of immediate

Supervisor/Manager Jane R. Smith

Line of Business Name County Chart of Accounts for Budget Structure

HR Workforce Design

Hire Date Original hire date 08-17-2019 Rehire Date Most recent date of hire 05-05-2025 Employee ID Unique 6-digit county-assigned ID 000001 Department ID 4 or 6-digit 16XX Department Name Human Resources Line of Business ID 4 or 6-digit 1603 Function ID County’s Functional Area

Identification (1-6)

Function Description County Functional Area (ie Public Safety, Roads & Infrastructure)

General Government

Jobcode 020711 Full Part Time Full-Time Regular Temp Regular, Limited Term, Temporary, Seasonal Regular

Union Cd Union Code NRP

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APPENDIX C – COURSE CATALOG CONTENT TOPICS

Response Key for Content Topic Sections YES The proposed catalog includes this content, in your fee schedule NO The proposed catalog does not include this content.

FUT We anticipate this content to be available in the next 6 months.

Content Topic Response Notes Cost Impact Government Specific Business Skills Communication Compliance Cybersecurity Diversity, Equity, and Inclusion Manager and Supervisor Skills Microsoft Office Suite Workplace Safety Wellness