RFP_Instructional_Designer-Final.pdf

STATE OF CALIFORNIA J. Clark Kelso, Receiver

REQUEST FOR PROPOSAL- Secondary Notice to Prospective Bidders

RFP# SD15-00008

April 12, 2016

The California Department of Corrections and Rehabilitation, California Correctional Health Care Services (CCHCS) is soliciting for service under the authority of California Public Contract Code (PCC) Section 10344. You are invited to review and respond to this Request for Proposal (RFP) titled RFP SD15-00008 Instructional Designers. In submitting your proposal, you must comply with these instructions.

Note that all contracts entered into with CCHCS (also referred to as State of California), will include by reference General Terms and Conditions and Contractor Certification Clauses that may be viewed and downloaded at Internet site:

http://www.dgs.ca.gov/ols/Resources/StandardContractLanguage.aspx

If you do not have Internet access, a hard copy can be provided by contacting the Contract Analyst listed below.

In the opinion of CCHCS this RFP is complete and without need of explanation. However, if you have questions, or should you need any clarifying information, please contact the Contract Analyst below:

Allison Davidson, Contract Analyst California Department of Corrections and Rehabilitation California Correctional Health Care Services Acquisitions Management Section

(916) 691-3496 Allison.Davidson@cdcr.ca.gov

Please note that no verbal information given will be binding upon CCHCS unless such information is issued in writing as an official addendum.

Allison Davidson Allison Davidson Contract Analyst

California Department of Corrections and Rehabilitation SD15-00008 California Correctional Health Care Services

Table of Contents

Section Page

I. Purpose and Description of Services 3-7

II. Minimum Qualifications for Bidders 8-9

III. RFP Proposal Requirements and Information 9-10

IV. Submission of Proposal 11-13

V. Evaluation Process 13-18

VI. Award and Protest 18-19

VII. Disposition of Proposals 19

VIII. Contract Execution and Performance 19-20

IX. Preference Programs 20-21

ATTACHMENT 1 – Proposal Checklist 22 ATTACHMENT 2 – Certification Cover Letter 23-24 ATTACHMENT 3 – RFP References 25 ATTACHMENT 4 – Cost Worksheet 26-28 ATTACHMENT 5 – Non-Disclosure Agreement 29 ATTACHMENT 6 – Contractor Confidentiality and Economic Interest

Statement 30 ATTACHMENT 7 – Digest of Laws Related to Association with Prison

Inmates 31-32 ATTACHMENT 8 – Darfur Contracting Act Certification 33 ATTACHMENT 9 – Payee Data Record (STD 204) 34 ATTACHMENT 10 – Contractor Certification Clauses (CCC-307) 35-38 ATTACHMENT 11 – Bidder Declaration 39-41

I. Purpose and Description of Services

The California Correctional Health Care Services (CCHCS) seeks Contractors to perform Instructional Design services to convert 339 hours of instructor-led training (ILT) to a series of eLearning courses for the newly implemented Electronic Health Record System (EHRS). The training targets CCHCS’ medical staff covering 23 user groups, including but not limited to, laboratory technicians, registered nurses, physicians, dentists, dieticians, and scheduling staff.

A. Scope and Description

1. The Contractor shall provide services based on the guidelines referenced herein.

2. Using Adobe Captivate 8, the Contractor shall convert 23 ILT lessons totaling 339 instructional hours into a series of eLearning courses by ILT Lesson. Each eLearning course should not exceed 30 minutes in duration.

3. Instructional Designers shall perform their duties on the premises of the CCHCS Elk

Grove Campus, during CCHCS’ work days, between 8:00 a.m. and 5:00 p.m., Pacific Standard time, Monday through Friday, unless specifically agreed to otherwise by the Staff Development Unit (SDU) Program Manager or designee. There will be no increase in hourly rates or deliverable costs for such extended hours or days. CCHCS does not anticipate any travel to multiple locations as a result of this ensuing Contract, consequently CCHCS will not pay for any travel or per diem costs.

4. Term of the ensuing Contract shall be June 1, 2016 or Upon Approval (whichever is later) through November 30, 2017. Any contract executed as a result of this RFP may be amended by the mutual consent of CCHCS and the Contractor.

5. No work shall be performed until all approvals have been obtained. If performance commences before all approvals are obtained, performed services may be considered to have been volunteered.

6. Deliverables and/or any work products created by the Contractor under the ensuing

Contract, whether or not identified as contractual deliverables, will be the sole property of the State of California.

B. Contractor Tasks and Responsibilities

1. The Contractor shall develop and submit a Work and Staffing Plan with the proposal, not to exceed eighteen (18) months, for the conversion of the EHRS ILT courses into eLearning courses. Following contract award, the Contractor will collaborate with SDU to finalize the Work and Staffing Plan.

2. The Instructional Designers shall provide a monthly status report on work completed during the month using a template provided by CCHCS.

3. The Instructional Designers shall attend individual status meetings twice monthly at CCHCS and provide a computer-based demonstration of their work progress, using the methodology provided by SDU.

4. The Contractor shall document the course design and development process as instructed by the SDU Program Manager or designee. Any deviation from the standard practices must receive prior approval by SDU Program Manager or designee and be documented accordingly.

C. Deliverables and Tasks

The ensuing Contract is deliverable based. This section describes the work products the Contractor will produce over the term of the ensuing Contract.

Each ILT lesson will require: the development of the Course Map and the conversion of the ILT lesson into eLearning courses as defined in the approved Course Map. The Course Map for each ILT lesson will determine the number of eLearning courses to be developed in the eLearning lesson (collection of eLearning courses).

Deliverable A:

Create a Course Map for each ILT course deliverable using a Microsoft Excel 2007 template provided by SDU (note: there are two Course Maps that have already been developed as noted in the Deliverable Table below). The following tasks must be completed for each Course Map deliverable:

1. Conduct analysis of the ILT course content, including all related training materials, and by exploring in the EHRS TRAIN domain provided by SDU.

2. Organize each ILT lesson into a series of eLearning courses.

3. Create the Course Map, including:

a. Title of original ILT lesson and lesson number

b. Title of each eLearning course in the series

c. Course learning objectives

d. Titles of modules within the eLearning courses

e. Lessons or tasks to be addressed in each course

f. Course summary identifying modules, tasks, screens, etc., to be included in the course

g. Estimated duration of the course

h. Performance assessments (knowledge review tests to measure course objectives)

4. Submit the Course Map and Deliverable Acceptance Document (DAD) to the SDU Program Manager or designee for review and approval. The required DAD format will be provided by SDU. Upon approval, the Course Map and DAD will be signed and dated by the SDU Program Manager or designee. The approved Course Map shall be provided to SDU in hard and soft copy. If a Course Map is changed or updated during the completion of Deliverable B, the contractor shall be responsible to making the agreed upon changes to the Course Map and providing SDU revised hard and soft copies of the Course Map.

Once the Course Map is approved, a Work Authorization template provided by SDU will be submitted to identify the number of eLearning courses that will be created. Development of the eLearning courses can only be started after the Work Authorization is approved by the SDU Program Manager or designee. Work Authorizations shall only be used to define the number of eLearning courses per the approved Course Map. Work Authorizations shall not be used for any other purposes, including but not limited to adding additional scope or cost to the contract resulting from this RFP.

Deliverable B:

Develop eLearning courses per the approved Course Map and approved Work Authorization. The number of eLearning courses will vary depending on the amount of content to be converted for each ILT lesson. The following tasks must be completed for each lesson conversion:

1. Develop eLearning courses using Adobe Captivate 8 software. The number of courses to be developed will be identified in the approved Course Map and executed Work Authorization.

a. eLearning development shall be done using a pre-designed template provided by SDU. No deviations from the template will be allowed.

b. Course development must adhere to general industry standards of development as defined by the SDU.

c. Upon completion of course development, the Contractor shall review the eLearning course for spelling, grammar, alignment, style consistency, quality, and test the functionality of all interactions.

2. Submit each course for review and approval

a. Submit the completed eLearning course to the designated Quality Assurance (QA) Reviewer. The QA review encompasses all aspects of the eLearning course, including testing course functionality on the SDU Learning Management System (LMS). The Contractor shall iterate with the QA Reviewer until all requested edits, revisions, and corrections have been resolved.

b. Submit the course and DAD to the SDU Program Manager or designee for approval.

c. Throughout the review/approval process continuous edits must be made until the final course is approved. The SDU Program Manager or designee will notify the Contractor of final course approval by email, including a signed DAD.

A Deliverable is complete once all courses identified on a Course Map are converted to an eLearning lesson, determined to be fully functional, and approved via email and a signed DAD by the SDU Program Manager or designee.

ILT Courses must be converted to a moderate to high level of interactivity. This includes but is not limited to: performance-based assessments using advanced actions and variables, custom graphics, action captions, simple to complex animations, navigational menus, glossary, interactive objects, and software simulations. No more than three IDs may be assigned to each of the 23 ILT lessons. Exceptions must be approved by the SDU Program Manager or designee.

Any requested documents, analyses, reports, recommendations, and/or white papers shall be developed using Microsoft Office applications including Project, Word, PowerPoint, Visio, Excel and Outlook.

Contractor shall complete the following deliverables as per the Deliverable A and Deliverable B tasks listed above:

ILT Lesson Course Length in Hours Deliverables

1. Registered Nurses Lesson

a. Review and Revise Existing Course Map

b. eLearning Course

Conversion

2. Supervising Registered Nurses

Lesson 2 a. Course Map

3. Licensed Vocational Nurses

40 a. Course Map

4. Psychiatric Technicians Lesson 40 a. Course Map

5. Nursing Assistants/CNA Lesson 6 a. Course Map

6. Utilization Management Nurses

4 a. Course Map

7. Public Health Nurses Lesson 6 a. Course Map

8. Physicians, Physician

Assistants, Nurse Practitioners

9. Psychiatrists Lesson 40 a. Course Map

10. Mental Primary Provider, Psychologist, Social Workers, Recreational Therapist Lesson

11. Dentists Lesson 9 a. Course Map

12. Dental Staff Lesson 6 a. Course Map

13. Pharmacists Lesson 10 a. Course Map

14. Pharmacy Technicians Lesson 10 a. Course Map

15. Dieticians Lesson 6 a. Course Map

16. Physical, Occupational, and

Speech Therapists Lesson 6 a. Course Map

17. Respiratory Therapists Lesson 6 a. Course Map

18. Medical and Mental Health

Schedulers Lesson 8 a. Course Map

19. Health Information

Management, Health Record Technicians Lesson

8 a. Course Map

20. Laboratory Staff Lesson

a. Review and Revise

Existing Course Map

21. Radiology Schedulers and

Technicians Lesson 4 a. Course Map

22. Medical and Mental Health

Office Technicians Lesson

23. Viewing and Reporting Only

Total ILT Lesson Hours 339

Acceptance Criteria:

The Contractor shall obtain written approval of deliverables by the CCHCS SDU via a DAD. A DAD is required for each deliverable, including each approved Course Map and the conversion of each eLearning course. The Contractor shall submit all approved DADs and Work Authorization with their invoices. The Contractor shall not invoice more frequently than monthly in arrears.

II. Minimum Qualifications for Bidders

A. Minimum Qualifications

It is the Bidder’s responsibility to ensure their RFP response contains sufficient information to clearly demonstrate to CCHCS that each minimum qualification has been met. The proposal must provide a description of the following minimum demonstrated qualifications:

All minimum qualifications for the proposal must be met to be considered for award. The Instructional Designers will be evaluated on the expertise and experience stated in the resume against the minimum qualifications. The minimum qualifications shall be easily identifiable in each Instructional Designer’s resume, biography, and/or certifications and may be verified during the evaluation process. Lack of clear and relevant experience may result in a disqualification of the response.

Minimum Qualifications:

The proposed company must meet the following Minimum Qualifications:

1. At least three (3) client references (including name, title, telephone number, and e-mail) within the last five (5) years of completed projects of similar size and magnitude as this project. All references must be verifiable and communicate a positive outcome of services. If references provided cannot be verified by CCHCS and do not indicate a positive outcome of services, the proposal may be rejected. Only one (1) CCHCS/CDCR reference will be accepted. Letters of recommendation are NOT acceptable as references. Bidder is responsible for ensuring the references provided respond to requests for information. Inability to confirm references may cause offer to be rejected and deemed nonresponsive.

2. The proposed company shall be an organization presently engaged in the business of providing instructional design and eLearning development services as one of their primary business functions.

3. The proposed company shall have five (5) years experience in the field of training, instructional design, and eLearning development.

4. Successful completion of three (3) eLearning development projects with budgets above $3 million within the last five (5) years.

Each Instructional Designer must meet the following Minimum Qualifications:

1. Bachelor’s Degree in Instructional Design, Educational Technology, Instructional

Technologies, or equivalent educational degree. Proof of degree is required.

2. Five (5) years of fulltime Instructional Design experience, including experience creating training content using competency based training and instructional systems design models.

3. Three (3) years fulltime experience authoring eLearning content using Adobe Captivate 7 or above applying a moderate to high level of interactivity and multimedia assets, including but not limited to: complex interactions, simulations or scenarios, branching navigation and content progression, static characters with speech boxes, action sequences, custom graphics and illustrations, audio and video editing, multifaceted quizzes, adding accessibility features to projects, recording audio and video demonstrations, using variables and conditional actions to control object visibility and navigation.

4. Two (2) years experience applying technical standards (i.e., HTML5, SCORM, API, Tin Can) to eLearning courses for delivery via an LMS.

5. Five (5) years experience using a variety of course authoring tools such as, but not limited to, Adobe Captivate, Articulate Storyline, Lectora, TechSmith Camtasia Studio.

6. Two (2) years experience using a Learning Management System (i.e., configuration, publishing content, package, creating courses and course catalog, etc.).

7. Three (3) years experience writing effective copy, curricula, instructional text, and audio and/or video scripts.

B. Desirable Qualifications:

It is desirable for the Instructional Designers to meet the following qualifications:

1. Certified Professional in Learning and Performance (CPLP) certification.

2. Two (2) years experience working with Government Agencies (i.e. Federal, State, City, County).

3. Two (2) years experience developing learning content for electronic health care systems.

Proposals that do not meet the minimum qualifications stated in this section will be considered non-responsive and may be rejected.

If personnel offered by the Contractor are unable to participate in this ensuing Contract, they shall be replaced with comparably qualified personnel who meet the minimum qualifications as stated within this RFP, by a formal amendment to the contract resulting from this RFP. All replacement personnel shall be approved by CCHCS.

III. RFP Proposal Requirements and Information

A. Key Dates

Event Date and Time 1

1. RFP available to prospective Bidders April 12, 2016

2. Submission of Questions2 April 21, 2016 - 5:00 PM

3. Answers to Questions3 April 26, 2016

4. Final Date for RFP Submission4 May 6, 2016 – 3:30 PM

5. Cost Proposal Opening May 13, 2016

6. Notice of Intent to Award May 17, 2016

7. Proposed Award Date June 1, 2016 or Upon Approval

1Key dates and times are estimates. Actual initiation of services, as well as completion dates, are proportionate with formal approval of Contract (STD 213) and supporting documentation.

2Questions must be submitted in writing to the contact person named in Section IV. B.

3Answers will be posted on Cal eProcure.

4Proposal must be received by CCHCS, as directed in Section IV, by this date and time.

B. Period of Performance

It is estimated that the ensuing Contract will be from June 1, 2016 or Upon Approval (whichever is later) through November 30, 2017. Any contract executed as a result of this RFP may be amended by the mutual consent of CCHCS and the Contractor.

C. Termination

1. The State reserves the right to terminate this ensuing Contract subject to thirty (30) days written notice to the Contractor. Contractor may submit a written request to terminate this ensuing Contract only if the State should substantially fail to perform its responsibilities as provided herein.

2. However, the ensuing Contract can be immediately terminated for cause. (Refer to GTC, Exhibit C, Item 7. Termination for Cause).

3. This ensuing Contract may be suspended or cancelled without notice, at the option of the

Contractor, if the Contractor or State’s premises or equipment are destroyed by fire or other catastrophe, or so substantially damaged that it is impractical to continue service, or in the event the Contractor is unable to render service as a result of any action by any governmental authority.

D. Problem Escalation

The Contractor and SDU are mutually obligated to keep open and regular channels of communication in order to ensure the successful execution of this ensuing Contract. Both parties are responsible for communicating any potential problems or issues to the SDU Program Manager or designee, respectively, within 48 hours of becoming aware of said problem.

E. Additional RFP Proposal Requirements

1. Proposal shall include the documents identified in Attachment 1 – Proposal Checklist.

2. Proposal must be for the performance of all the services described herein. Any deviation from the work specifications will not be considered and the proposal will be rejected as non-responsive.

3. CCHCS does not accept alternate contract language from any Bidder. A proposal with any alternate language will be considered a counter offer and will be rejected as non-responsive. The State’s General Terms and Conditions (GTC-610), herein referred to as Exhibit C, are not negotiable.

4. Any Proposal deemed non-responsive by CCHCS will not be considered in the evaluation phase and will not be scored.

IV. Submission of Proposal

A. The original proposal must be marked "ORIGINAL COPY". All additional proposal sets may contain photocopies of the original package. If the proposal is made under a fictitious name or business title, the actual legal name of Bidder must be provided.

B. The Proposal package, consisting of one (1) original and five (5) copies of the complete RFP package, must be submitted under sealed cover and sent to CCHCS by dates and times shown in Section III. A. Key Dates.

The sealed cover must be plainly marked with the RFP number and title; it must show your firm name and address, and must be marked with "DO NOT OPEN". As example:

California Correctional Health Care Services (CCHCS)

RFP # SD15-00008

Attention: Allison Davidson Acquisitions Management Section PO Box 588500, Building D-2 Elk Grove, CA 95758-8500

DO NOT OPEN

C. Proposals not submitted under sealed cover may be rejected.

D. The Cost Worksheet must be submitted in a separate sealed envelope. This envelope must be included with the Original Copy of the proposal and marked “Sealed Cost Proposal – DO NOT OPEN”. Both packages shall be submitted under a sealed and labeled cover as stated in Section IV. B, Submission of Proposal.

E. Proposal shall include the documents identified in Attachment 1 – Proposal Checklist.

Bids submitted without the required attachments may be deemed non-responsive.

F. All documents requiring a signature must bear an original signature of a person authorized to bind the Bidder. Bids submitted without authorized signatures on all forms requiring signature may be rejected.

G. Proposal must be delivered to CCHCS (not postmarked) by the final date for bid submission

(date and time) as shown in Section III. A. Key Dates.

For U.S Postal Service Deliveries, mail to:

For Hand Deliveries (Via UPS, Federal Express, other courier or personal drop off), deliver to:

California Correctional Health Care Services (CCHCS) Acquisitions Management Section Attn: Allison Davidson P.O. Box 588500, Building D-2 Elk Grove, CA 95758-8500

California Correctional Health Care Services (CCHCS) Acquisitions Management Section Attn: Allison Davidson 8280 Longleaf Drive, Building D-2 Elk Grove, CA 95758

Note: It is the sole responsibility of Bidder to contact the Contract Analyst listed above to verify that their proposal has been received by CCHCS. For phone and email information, please see the Request for Proposal, Notice to Prospective Bidders, cover letter.

H. Proposal may be rejected if it is conditional, incomplete, if it contains any alterations of form or other irregularities of any kind. CCHCS and/or the State of California may reject any or all proposals and may waive any immaterial deviation in a proposal. CCHCS and/or the State of California’s waiver of an immaterial deviation shall in no way modify the RFP document or excuse the Bidder from full compliance with all requirements if awarded the ensuing Contract.

I. Costs incurred for developing proposals or in anticipation of award of the ensuing Contract are entirely the responsibility of the Bidder and shall not be charged to CCHCS or the State of California.

J. Proposal/Bidder Certification Cover Letter, Attachment 2, must be signed by an individual who is authorized to contractually bind the proposing firm/person. The title or position of the signatory should also be provided. An unsigned proposal may be rejected.

K. Prior to the RFP submission deadline, Bidder may withdraw or modify their proposal by submitting a written request to CCHCS contact shown in Section III (above).

Request must be signed by Bidder or their authorized agent.

Once proposal has been returned to Bidder, a new/modified proposal may be submitted. The new/modified proposal must be received by CCHCS no later than the RFP submission deadline as indicated in Section II. A. Key Dates.

Proposal modifications offered in any other manner, oral or written, will not be considered.

Proposal may not be withdrawn without cause subsequent to RFP submission deadline.

L. CCHCS may modify the RFP, prior to the date fixed for submission of proposals, by issuing an addendum to all parties who post on FI$Cal (https://caleprocure.ca.gov/pages/index.aspx).

M. CCHCS reserves the right to reject all proposals. CCHCS is not required to award a contract under this RFP.

N. Before submitting proposal, Bidder should review their proposal to correct all errors and confirm compliance with all RFP requirements.

O. Where applicable, Bidders should carefully examine work sites and requirements. Bidder shall investigate conditions, character and quality of surface or subsurface materials or obstacles that might be encountered. No additions or increases to the Contract amount will be made due to lack of careful examination of work sites and requirements.

P. Only one (1) proposal from an individual, firm, partnership, corporation or association under the same or different names will be considered.

Q. No oral understanding or agreement shall be binding on either party.

V. Evaluation Process

At proposal opening, each proposal will be checked for the presence or absence of required information in conformance with the RFP submission requirements. Proposals containing false or misleading statements, or which provide references that do not support an attribute or condition claimed by the Bidder, may be rejected. Final selection will be made to the responsive, responsible Bidder who has the highest combined score. Preference points (as claimed and as applicable) will be added to the total.

A. Evaluation Phase I

Proposals meeting the minimum qualifications will be evaluated and scored using the criteria indicated below.

To be considered a responsive proposal, minimum points per Category must be achieved as identified below. A zero (0) or one (1) obtained for any evaluated item with the exception of items 18-20 will be considered non-responsive and will result in a disqualification. (A responsive proposal is one, which meets or exceeds the requirements stated in this RFP.)

Evaluation Category Maximum Possible Minimum Points

Points per Category Required per Category

1. Executive Summary 20 points 12 points

2. Company Capability 20 points 12 points

3. Work and Staffing Plan 30 points 18 points

4. Project Personnel 30 points 14 points

Maximum Total Points Possible 100

Points Interpretation General Basis for Point Assignment

0 Unacceptable

Proposal response did not reflect any content and/or explanation and does not meet CCHCS’ needs/requirements. The omission(s), flaw(s), or defect(s) are significant and deemed non-responsive.

1 Inadequate

Proposal response (i.e., content and/or explanation offered) is inadequate or does not meet CCHCS’ needs/requirements or expectations. The omission(s), flaw(s), or defect(s) are significant and unacceptable.

Barely

Adequate

Proposal response (i.e., content and/or explanation offered) is barely adequate or barely meets CCHCS’ needs/requirements or expectations. The omission(s), flaw(s) or defect(s) are consequential but are acceptable. The quality of the proposal response is considered to be less than average.

3 Adequate

Proposal response (i.e., content and/or explanation offered) is adequate or meets CCHCS’ basic needs/requirements or expectations.

The omission(s), flaw(s) or defect(s), if any, are inconsequential and acceptable. The quality of the proposal response is considered to be average.

More than Adequate

Proposal response (i.e., content and/or explanation offered) is more than adequate or fully meets CCHCS’ needs/requirements or expectations. No omission(s) or flaw(s) are apparent. The quality of the proposal response is above average.

Excellent or Outstanding

Proposal response (i.e., content and/or explanation offered) is well above average or exceeds CCHCS’ needs/requirements or expectations. Bidder offers one or more enhancing feature, method or approach that will benefit the State. Response represents the best proposal that can be expected. Any present weakness is minor and unrelated to a performance evaluation.

In assigning points for individual rating factors, the evaluation committee may consider issues including, but not limited to, the extent to which a proposal response:

a) Is lacking information, lacking depth or breadth or lacking significant facts and/or details, and/or

b) Is fully developed, comprehensive and has few if any weaknesses, defects or deficiencies, and/or

c) Demonstrates that the Bidder understands CCHCS’ needs, the services sought, and/or the Contractor’s responsibilities, and/or

d) Illustrates the Bidder’s capability to perform all services and meet all scope of work requirements, and/or

e) If implemented, will contribute to the achievement of CCHCS’ goals and objectives, and/or,

f) Demonstrates the Bidder’s capacity, capability and/or commitment to exceed regular service needs (i.e. enhanced features, approaches, or methods; creative or innovative business solutions).

Narrative Proposal Rating Factors

1. Executive Summary

Executive Summary Rating Factors Points Possible

Points Earned

1. To what extent did the Bidder express, in its own words, its understanding of CCHCS’ needs and the importance of this project to the State?

0-5

2. To what extent did the Bidder demonstrate the tangible results that it expects to achieve and the tangible impact for the State for this specific project?

0-5

3. To what extent did the Bidder demonstrate that it can effectively integrate this project into its current obligations and existing workload?

0-5

4. To what extent did the Bidder adequately explain why it should be chosen to undertake this project at this time?

0-5

Executive Summary Score (Total Points Earned)

2. Company Capability

Company Capability Rating Factors

Possible

Points Earned

5. From the experience described in the proposal, to what extent does the Bidder possess knowledge and experience in applying competency based training and instructional system design models to eLearning solutions?

6. Based on a review of the Bidder’s information about its prior accounts or work projects in the past five (5) years, to what extent did the Bidder demonstrate that it has performed services that were similar in nature or closely related to the requirements as listed in this RFP’s Scope of Work?

7. Based on a review of the Bidder’s information about its prior accounts or work projects in the past five (5) years, to what extent did the Bidder demonstrate that it can accomplish the work within required timeframes?

8. Based on the Bidder’s information about its capabilities, to what extent does the Bidder demonstrate that they have proven expertise in the field of training, instructional design, and eLearning development services as one of their primary business services?

Company Capability Score (Total Points Earned)

3. Work and Staffing Plan

Work Plan and Staffing Plan Rating Factors

Possible

Points Earned

9. Upon reviewing the Bidder’s Work and Staffing Plan, to what extent are the overall approaches and/or methods comprehensive, strategic and technically sound?

0-5

10. Upon reviewing the Bidder’s Work and Staffing Plan, to what extent did the Bidder offer a rational basis for choosing its particular approaches and methods (i.e., proven success or past effectiveness)?

0-5

11. Upon reviewing the Bidder’s Work Plan, to what extent are the proposed procedures, methods, and approaches appropriate and reasonable (i.e., if implemented are they likely to produce the desired results)?

0-5

12. Upon reviewing the Bidder’s Work and Staffing Plan, to what extent does the Bidder describe in detail the specific actions (i.e., tasks/activities and functions) that the Bidder will perform to fulfill all scope of work requirements?

0-5

13. Upon reviewing the Bidder’s Work and Staffing Plan, to what extent has the Bidder allocated staff at the appropriate position level or classification to provide the deliverables indicated in the RFP?

0-5

14. Upon reviewing the Bidder’s Work and Staffing Plan and job descriptions for the proposed personnel (including subcontractors), how effective was the Bidder in allocating tasks to its proposed personnel reasonably?

Work and Staffing Plan Score (Total Points Earned)

4. Project Personnel

Each proposed Instructional Designer will be evaluated separately based on the evaluation factors below. Points earned will be calculated by a weighted value of the rating score. The individual scores will be combined, averaged, and rounded to the nearest whole number, as shown below, to achieve the total points earned for the entire proposed Contractor team.

The following is an example of how the weighted scores will be determined based on a proposed Contractor team of three (3) Instructional Designers.

Project Personnel Rating Factors Rating Score/ Weight

Points Possible

Points Earned

15. Upon reviewing the job descriptions and resumes of the proposed staff, to what extent does the proposed personnel’s education and certification(s) meet the education qualifications?

0-5 / 25% 7.5

16. Upon reviewing the job descriptions and resumes of the proposed staff, to what extent do the proposed personnel demonstrate experience in designing and authoring eLearning courses at a moderate to high level of interactivity (i.e., Levels 2 and 3) using Adobe Captivate software?

0-5 / 30%

17. Upon reviewing the job descriptions and resumes of the proposed staff, to what extent does the proposed personnel’s experience demonstrate experience applying technical standards (e.g., SCORM) to eLearning courses for delivery on a LMS?

0-5 / 15% 4.5

18. Upon reviewing the proposed job descriptions or resumes, to what extent do the proposed personnel demonstrate to have working on large scale eLearning development projects in a healthcare field?

0-5 / 10% 3

19. Upon reviewing the job descriptions and resumes of the proposed staff, to what extent do the proposed personnel possess experience working with governmental entities?

20. From the experience described in the proposal, to what extent, specifically, does the Bidder possess knowledge and experience working with Federal or State of California healthcare laws, regulations, standards and practices?

Project Personnel Score (Total Points Earned)

Bidder # 1 3

Item # Scale 0‐5 Weight

Weighted

Points

Weight

Value per

Point

Rating

Score

Weighted

Score

Rating

Score

Weighted

Score

Rating

Score

Weighted

Score

Total

Score

Final

Score

15 0‐5 25% 0 ‐ 7.5 1.5 3 4.50 4 6.00 3 4.50 15.00 5.00

16 0‐5 30% 0 ‐ 9 1.8 4 7.20 4 7.20 5 9.00 23.40 7.80

17 0‐5 15% 0 ‐ 4.5 0.9 4 3.60 3 2.70 4 3.60 9.90 3.30

18 0‐5 10% 0 ‐ 3 0.6 3 1.80 2 1.20 5 3.00 6.00 2.00

19 0‐5 10% 0 ‐ 3 0.6 2 1.20 2 1.20 3 1.80 4.20 1.40

20 0‐5 10% 0 ‐ 3 0.6 1 0.60 0 0.00 2 1.20 1.80 0.60

30 pts possible 100%

30 pts possible 17 18.90 15 18.30 22 23.10 60.30 20.10

ID #1 ID #2 ID #3

B. Evaluation Phase II

Proposals that meet the minimum point criteria of Evaluation Phase I move on to Evaluation Phase II. Proposals that enter Phase II will have their sealed Cost Worksheet envelope opened. This information will be reviewed and evaluated to ensure compliance with all RFP requirements, including Preference Programs.

Cost

Each Bidder’s cost score will be calculated based on the ratio of the lowest cost proposal to the Bidders’ cost multiplied by the maximum number of cost points available (100), as shown in the calculation below:

Lowest Total Cost Bid X 100 = Bidder’s Cost Score Bidder’s Cost

Example: To help illustrate this process, refer to table below, for an example of the cost score calculation process. Cost points awarded will be rounded to the nearest whole number. Cost figures in the example below explain the calculations and have no other significance.

Cost Evaluation and Scoring Methodology Example: Bidder

Grand Total Cost Calculation Cost Points Awarded

A $400,000 $300,000 X 100 $400,000

B $350,000 $300,000 X 100 $350,000

85.71 (Rounded to 86)

C $300,000 Lowest Cost 100

Calculated Overall Scores

The maximum Overall Score available for entire bid is two-hundred (200). The maximum overall Score is calculated by adding the Rating Criteria Scores and the Cost Score.

The ‘highest” Overall Score will determine the responsive, responsible bid that has the highest combined score. Preference points (as claimed and as applicable) will be added to the total.

In the event of a tied score, a coin toss will be initiated and will be observed by witnesses and the affected bidders will be invited.

VI. Award and Protest

A. Notice of the proposed award shall be posted in a public place in the office of CCHCS for five

(5) working days prior to awarding the ensuing Contract and on the following Internet site:

http://www.cphcs.ca.gov/project_rfp.aspx.

B. If a Bidder, prior to Contract award, believes that CCHCS has incorrectly applied the evaluation standard and/or the scoring methods in the RFP, they may file a protest. Protest must be made in writing to:

Department of General Services Office of Legal Services 707 Third Street, 7th Floor, Suite 7-330 West Sacramento, CA 95605

It is suggested that you submit any protest by “Certified” or “Registered” mail.

A copy of the protest must also be sent to:

California Correctional Health Care Services (CCHCS) Acquisitions Management Section

RFP # SD15-00008

Attention: Allison Davidson, Contract Analyst PO Box 588500, Building D-2 Elk Grove, CA 95758-8500

The ensuing Contract will not be awarded until either the protest has been withdrawn or the Department of General Services has decided the matter.

C. Within five (5) days after filing the initial protest, the protesting Bidder shall file with the DGS and CCHCS a detailed statement specifying the grounds for the protest.

VII. Disposition of Proposals

A. Upon proposal opening, all documents submitted in response to this RFP become the property of CCHCS and the State of California and are regarded as public records under the California Public Records Act (Government Code Section 6250 et seq.) and subject to review by the public.

B. Proposal packages may be returned only at the Bidder's expense, unless such expense is waived by CCHCS and/or the State.

VIII. Contract Execution and Performance

A. Performance shall start no later than 15 days, or on the express date set by CCHCS and

Contractor, after all approvals have been obtained and Contract is fully executed. Should Contractor fail to commence work at the agreed upon time CCHCS reserves the right to terminate Contract upon five (5) days written notice to Contractor. Additionally, Contractor shall be liable to CCHCS for the difference between Contractor's bid price and the actual cost of performing work by the second lowest bidder or by another Contractor.

B. All performance under the ensuing Contract shall be completed on or before the termination date as stated in the ensuing Contract.

IX. Preference Programs

All information for the following preference programs can be found on Department of General Services Procurement Division website: www.dgs.ca.gov/pd/Home.aspx.

A. Small Business Preference

Certified small businesses or microbusinesses may claim a five percent (5%) preference when submitting an offer to this RFP. The five percent (5%) preference is used for computation purposes only, to determine the winning offer; it does not alter the total amount of the resulting Contract.

B. Non-Small Business Preference

A non-small business may receive a preference of five percent (5%) if the business commits to subcontracting at least twenty-five percent (25%) of its net offer price with one or more “certified small businesses or microbusinesses”. The five percent (5%) preference is used for computation purposes only, to determine the winning offer; it does not alter the total amount of the resulting Contract.

C. Disabled Veteran Business Enterprise (DVBE) Incentive

In accordance with section 999.5(a) of the Military and Veterans Code, an incentive will be given to bidders who provide DVBE participation.

For evaluation purposes only, CCHCS shall apply an incentive to bids that propose California certified DVBE participation as identified on the Bidder Declaration GSPD-05- 105 and confirmed by CCHCS.

The incentive amount for awards based on low price will vary in conjunction with the percentage of DVBE participation. The following percentages will apply for awards based on low price.

Confirmed DVBE Participation of: DVBE Incentive

5% or Over 5% 4% to 4.99% Inclusive 4% 3% to 3.99% Inclusive 3% 2% to 2.99% Inclusive 2% 1% to 1.99% Inclusive 1%

D. Target Area Contract Preference Act (TACPA)

Bidders claiming this preference must complete the STD 830 and DGS/PD 526 forms and submit them with their proposal. These forms are submitted to DGS for review and certification. Once certified by DGS, Bidder must certify to perform the Contract work as specified to receive the TACPA preference. Detailed information (and all forms) regarding the TACPA preference program can be found on the Department of General Services Procurement Division, Dispute Resolution Unit’s Website at:

http://www.dgs.ca.gov/pd/programs/disputeresolution.aspx, select the “Preference Program – TACPA” tab.

E. Commercially Useful Function

“Commercially useful function” is defined as a person or entity doing all of the following:

1) is responsible for the execution of a distinct element of the work of the Contract; 2) carries out the obligation by actually performing, managing or supervising the work involved; 3) performs work that is normal for its business services and functions; and 4) is not further subcontracting a portion of the work that is greater than that expected to be subcontracted by normal industry standards.

It is not a “commercially useful function” if the DVBEs role is limited to that of an extra participant in a transaction, contract or project through which funds is passed in order to obtain the appearance of DVBE participation. (Mil. & Vet. Code § 999(b)(5)(B)).

ATTACHMENT 1 – PROPOSAL CHECK LIST

A complete RFP package must contain the items identified below. Complete this checklist to confirm inclusion of these items in your bid. Place a check mark or “X” next to each item that you have included in your bid. All required documents must be returned with your completed RFP to CCHCS for your bid to be responsive, including this checklist.

ATTACHMENT NAME AND DESCRIPTION

The following documents MUST be submitted with your completed RFP:

_____ One (1) original and five (5) complete copies of RFP response

_____ Proposal Check List (Attachment 1)

_____ Certification Cover Letter (Attachment 2)

_____ Executive Summary

_____ Company Capability (Including project history)

_____ Work and Staffing Plan

_____ Project Personnel (Staff Resumes, Biographies, and Certifications for each Instructional Designer)

_____ Customer References (Attachment 3)

_____ Cost Worksheet submitted in a separate sealed envelope marked “COST” (Attachment 4)

_____ Darfur Contracting Act Certification (Attachment 8)

_____ Payee Data Record (STD 204) (Attachment 9) http://www.dgs.ca.gov/dgs/ProgramsServices/Forms/FMC/Search.aspx

_____ Bidder Declaration, GSPD-05-105 (Attachment 11)

_____ STD 830 & DGS/PD 526 Forms-TACPA Preference Program (If Applicable) http://www.dgs.ca.gov/pd/programs/disputeresolution.aspx

_____ California Secretary of State Business Entity Filing Certification http://www.sos.ca.gov/business-programs/business-entities/statements

_____ California SB/DVBE Certifications (If Applicable)

The following documents are required upon Contract award:

Non-Disclosure Agreement (Attachment 5) Contractor Confidentiality and Economic Interest Statement (Attachment 6) Digest of Laws (Attachment 7) Contractor Certification Clauses, CCC-307 (Attachment 10) Insurance Certifications (Automobile, General Liability, and Worker’s Compensation) Statement of Economic Interests, Form 700 http://www.fppc.ca.gov Contractor Confidentiality and Economic Interest Statement (for all staff)

ATTACHMENT 2 – CERTIFICATION COVER LETTER

This Certification Cover Letter must be signed and returned along with all the "required attachments" as an entire package with original signatures. Please do not alter this form. The proposal and two (2) copies must be transmitted in a sealed package in accordance with RFP instructions in Section IV.

A. Our all-inclusive cost proposal is submitted in a sealed envelope marked "Bid Price - Do Not Open".

B. The signature affixed hereon and dated certifies compliance with all the requirements of this proposal document. The signature below authorizes the verification of this certification.

An Unsigned Certification Cover Letter

Shall Be Cause For Rejection

1. Company Name 2. Telephone Number 2a. Fax Number

3. Address

Indicate your organization type:

4. Sole Proprietorship 5. Partnership 6. Corporation

Indicate the applicable employee and/or corporation number:

7. Federal Employee ID No. (FEIN) 8. California Corporation No.

9. Indicate applicable license and/or certification information:

10. Bidder’s Name (Print) 11. Title

12. Signature 13. Date

14. Are you certified with the Department of General Services, Office of Small Business and Disabled Veteran Business Enterprise Services (OSDS) as:

a. California Small Business Enterprise Yes No

If yes, enter certification number:

b. Disabled Veteran Business Enterprise Yes No

If yes, enter your service code below:

NOTE: A copy of your Certification is required to be included if either of the above items is checked “Yes”.

Date application was submitted to OSDS, if an application is pending:

ATTACHMENT 2, PAGE 2

Completion Instructions-Certification Cover Letter

Complete the numbered items on the

Certification Cover Letter by following the instructions below Item Numbers

Instructions

1, 2, 2a, Must be completed. These items are self-explanatory.

Check if your firm is a sole proprietorship. A sole proprietorship is a form of business in which one person owns all the assets of the business in contrast to a partnership and corporation. The sole proprietor is solely liable for all the debts of the business.

Check if your firm is a partnership. A partnership is a voluntary agreement between two or more competent persons to place their money, effects, labor, and skill, or some or all of them in lawful commerce or business, with the understanding that there shall be a proportional sharing of the profits and losses between them. An association of two or more persons to carry on, as co-owners, a business for profit.

Check if your firm is a corporation. A corporation is an artificial person or legal entity created by or under the authority of the laws of a state or nation, composed, in some rare instances, of a single person and his successors, being the incumbents of a particular office, but ordinarily consisting of an association of numerous individuals.

Enter your federal employee tax identification number.

Enter your corporation number assigned by the California Secretary of State’s Office. This information is used for checking if a corporation is in good standing and qualified to conduct business in California.

Complete, if applicable, by indicating the type of license and/or certification that your firm possesses and that is required for the type of services being procured.

10,11 12, 13, Must be completed. These items are self-explanatory.

If certified as a California Small Business, place a check in the "yes" box, and enter your certification number on the line. If certified as a Disabled Veterans Business Enterprise, place a check in the "Yes" box and enter your service code on the line. If you are not certified to one or both, place a check in the "No" box. If your certification is pending, enter the date your application was submitted to OSDS.

ATTACHMENT 3 – RFP REFERENCES

(Mandatory)

Submission of this attachment is mandatory. Failure to complete and return this attachment with your proposal will cause your bid to be rejected and deemed nonresponsive.

List below three references for services you have performed within the last five (5) years, which are similar in scope to the work being sought under this contract.

You may only use ONE (1) CDCR/CCHCS reference to fulfill the three reference requirement.

Letters of recommendation are NOT acceptable as references. It is your responsibility to ensure all references are verifiable. If references provided cannot be verified by CCHCS, the offer may be rejected.

REFERENCE 1

Name of Company

Street Address City State Zip Code

Contact Person Telephone Number

E-Mail Address

Dates of Service Value or Cost of Service

Brief Description of Service Provided: Please use separate sheet if necessary

REFERENCE 2

Street Address City State Zip Code

Contact Person Telephone Number

E-Mail Address

REFERENCE 3

Street Address City State Zip Code

Contact Person Telephone Number

E-Mail Address

ATTACHMENT 4 – COST WORKSHEET

The “bid price” including all cost information must be submitted in a separate sealed envelope. This envelope must be marked “Sealed Cost Proposal - DO NOT OPEN”.

The Contractor agrees to provide all labor, materials, tools, equipment and supervision; and pay all taxes, insurance, bond, permit, certification, license, travel and other miscellaneous costs incidental to perform services in accordance with Exhibit A - Scope of Work.

ILT Lesson Deliverable ILT Course

Length in Hours

Cost of Deliverables

Total Cost for ILT Lesson

1. Registered Nurses Lesson a. Course Map 40 $ $ b. eLearning Course

2. Supervising Registered Nurses Lesson

a. Course Map 2 $

3. Licensed Vocational Nurses Lesson a. Course Map 40 $

4. Psychiatric Technicians Lesson a. Course Map 40 $

5. Nursing Assistants Lesson a. Course Map 6 $

6. Utilization Management Nurses Lesson

a. Course Map 4 $

7. Public Health Nurses Lesson a. Course Map 6 $

8. Physicians, Physician Assistants, Nurse Practitioners Lesson

a. Course Map 40 $

9. Psychiatrists Lesson a. Course Map 40 $

10. Mental Primary Provider, Psychologist, Social Workers, Recreational Therapist Lesson

a. Course Map 40 $

11. Dentists Lesson a. Course Map 9 $

12. Dental Staff Lesson a. Course Map 6 $

13. Pharmacists Lesson a. Course Map 10 $

14. Pharmacy Technicians Lesson a. Course Map 10 $

15. Dieticians Lesson a. Course Map 6 $

16. Physical, Occupational, and Speech Therapists Lesson

a. Course Map…