RFQ-ITS_1208_Questions___Answers.pdf

Department of Forestry and Fire Protection (CAL FIRE) Agreement 9IT25006 Information Technology Services RFQ-ITS 1208 CAL FIRE Learning & Records Management Modernization Project February 2026

Questions & Answers

RFQ Number: RFQ-ITS 1208

RFQ Title: CAL FIRE Learning & Records Management Modernization Project

RFQ Due Date: March 27th, 2026, 2:00 PM PST

Questions Received: 2/24/26 7:21 PM

Section 1 – Current System and Data Migration

(Exhibit A – Sections 2.0, 6.0, and Data Migration Requirements)

1. What is the current LMS/RMS platform vendor and version?

A: Target Solutions from Vector Solutions (current version)

2. What database type is used (SQL Server, Oracle, etc.)?

A: It is a vector database

3. What is the total volume of data in GB/TB?

A: Unknown

4. How many total records and users must be migrated?

A: Approximately 17,500 active users and 30,000+ total user accounts with approximately

1,000,000 records

5. Will CAL FIRE provide data mapping documentation?

A: To be Determined

Section 2 – Hosting, Cloud, and Security Requirements

(Exhibit A – Section 14.0 Security and Confidentiality, Cloud Provisions)

6. Does CAL FIRE require a SaaS solution or allow vendor-hosted cloud?

A: Either will work.

7. Are AWS GovCloud or Azure Government required?

A: No

8. Are FedRAMP or StateRAMP certifications required?

A: Either FedRAMP or SOC 2 Type II certifications are required.

9. Does CAL FIRE require data residency in California?

A: No.

Section 3 – Integration and Technical Architecture

(Exhibit A – Section 6.0 Contractor Tasks and Integration Requirements)

10. Will CAL FIRE provide API documentation for integrations?

A: We will work with both parties to get the necessary information.

11. Does CAL FIRE currently use Azure Active Directory for authentication?

A: CAL FIRE uses Global Protect.

12. Are integrations real-time or batch-based?

A: We will be looking at both

13. What HRIS system is currently used?

A: It is a homegrown system called PACMANS

Section 4 – Implementation, Staffing, and Personnel Requirements

(Exhibit A – Section 5.0 Roles and Responsibilities)

14. Are onsite staff required or fully remote acceptable?

A: Some on-site meetings may be required.

15. What level of security clearance, if required?

A: No security clearance required.

16. Does CAL FIRE require specific certifications (PMP, CISSP, etc.)?

A: No.

Section 5 – Contract Structure, Pricing, and Licensing

(Exhibit B – Budget Detail and Exhibit C – Cost Worksheet)

17. What is the estimated budget range for this project?

A: This information will not be released at this time

18. Is CAL FIRE expecting fixed-price or time-and-materials pricing?

A: Fixed-price pricing.

19. Will licensing costs be paid separately or included?

A: Licensing costs must be included in the Cost Worksheet either in the initial deliverables or maintenance & operations.

Section 6 – Incumbent Contractor and Transition

(Exhibit A – Transition, Continuity, and Operational Requirements)

20. Is there an incumbent contractor currently supporting the LMS?

A: Yes

21. Will the incumbent contractor be eligible to bid?

A: Yes

22. Will transition support be provided?

A: From the current vendor unknown, from CAL FIRE yes where we can.

Section 7 – LMS Platform Ownership, Vendor Partnerships, and Solution Model

(Exhibit A – Contract Description and Solution Requirements)

23. Does CAL FIRE require the LMS platform to be vendor-owned or contractor-provided?

A: To be Determined

24. Will CAL FIRE consider system integrators partnering with LMS vendors?

A: To be Determined

25. Does CAL FIRE prefer COTS (Commercial Off-The-Shelf) LMS solutions?

A: No preference just one that will meet the current needs and future needs.

Questions Received: 3/2/26 8:10 AM

1. Historical Data Volume Clarification The SOW references migration of over 1 million learning objects and up to 1,000 certificate types.

Can CAL FIRE confirm:

• Total database size (GB/TB) A: Unknown

• Current LMS/RMS platform name and version A: Target Solutions

• Whether APIs or database-level export access will be provided A: To be Determined

• Expected retention policy (indefinite retention is mentioned, please confirm) A: Indefinite

2. Ione Program Database Integration The SOW mentions importing the older Ione Program database.

Can CAL FIRE provide:

• Database type (SQL, Oracle, etc.) A:Unknown

• Structure documentation A: Unknown

• Data quality assessment status A: Unknown

3. HRIS Integration Clarification The SOW references integration with “PacMans or Azure Active Directory.”

Please clarify:

• Which system is authoritative for identity A: Active Directory is used for authentication.

• Will CAL FIRE provide API access A: Unknown

• Is real-time sync required, or is batch acceptable A: Unknown

4. Third-Party Integrations

For listed systems (Samba Safety, Imagetrend, KnowBe4, CalLearns, Jones & Bartlett, Ondaro API):

• Are APIs currently available A: Yes

• Will CAL FIRE manage third-party vendor coordination A: Yes and no

• Are these integrations mandatory at go-live, or phased A: Some Mandatory and some phased in

5. Offline Environment Requirements Please clarify:

• Expected duration of offline functionality (hours/days) A: Users can expect to be offline possible for 6-8 hours during testing sessions or field drills.

• Maximum expected concurrent offline users A: Unknown would not think that in a given day there would be more than 500.

• Required device types (iOS, Android, rugged tablets) A: IOS, Android and Rugged Tablets

6. Video Capture Requirement Is video storage expected within the LMS platform, or may vendors leverage integrated secure cloud storage?

A: Yes, and Yes as long as the cloud storage meets CAL FIRE requirements.

7. AI Governance Does CAL FIRE require alignment with any specific AI governance framework (e.g., NIST AI RMF, California GenAI policy guidance)?

A: GenAI Special Provisions may be added based on risk level. https://www.cdt.ca.gov/wp-content/uploads/2025/02/GenAI-Special-Provisions-January-2025.pdf A SIMM 5305-F will be utilized to determine the risk level. https://cdt.ca.gov/wp-content/uploads/2025/08/SIMM-5305-F-Generative- Artificial-Intelligence-Risk-Assessment-20250822FINAL.pdf

8. Data Segregation Is logical segregation sufficient, or is CAL FIRE requiring dedicated single-tenant infrastructure?

A: Logical segregation is sufficient provided that CAL FIRE data is strictly isolated and inaccessible to other customers through enforced tenant-level access controls.

9. Uptime Measurement Tool Will CAL FIRE provide the monitoring tool, or must the Contractor provide one?

A: The Contractor must provide one.

10. Transaction Response Time Measurement Will measurement be conducted from end-user device or server-side?

A: Server-side.

https://www.cdt.ca.gov/wp-content/uploads/2025/02/GenAI-Special-Provisions-January-2025.pdf https://www.cdt.ca.gov/wp-content/uploads/2025/02/GenAI-Special-Provisions-January-2025.pdf https://cdt.ca.gov/wp-content/uploads/2025/08/SIMM-5305-F-Generative-Artificial-Intelligence-Risk-Assessment-20250822FINAL.pdf https://cdt.ca.gov/wp-content/uploads/2025/08/SIMM-5305-F-Generative-Artificial-Intelligence-Risk-Assessment-20250822FINAL.pdf

11. Target Go-Live Date Is there a desired go-live target or phased rollout expectation?

A: Full go live by Jan 1 2027.

12. Phased Deployment Is CAL FIRE open to phased rollout?

A: Yes

13. In-Person Training Scope How many in-person training sessions are anticipated statewide?

A: 25 to 40 depending on the roll out plan.

14. Travel Budget The RFQ states travel is not reimbursable. Should vendors include travel costs in pricing?

A: All travel costs must be included in the Contractor’s hourly rates. Separate pricing for travel costs will not be accepted.

15. Presentation Round Will presentations be virtual or in person?

A: Both

16. Scoring Weight Clarification Are technical points weighted equally across subsections (15 each), or are some weighted more heavily?

A: All points are weighted equally.

19. Deliverable Expectation Document (DED) Will DEDs be used for all implementation tasks, or only for enhancements post-go-live?

A: To be determined after contract award.

20. Optional Years Pricing Should pricing assume identical scope across optional years, or reduced M&O-only pricing?

A: Reduced M&O pricing.

Questions Received: 3/5/26 11:27 AM

Q1: Is the agency looking to purchase the LMS and RMS together, or can the solutions be separate?

A: One system would be best

Questions Received: 3/6/26 4:05 AM

Questions on Scope of Work

1. What are the key strengths of your current vendor and platform?

A: A key strength is centralized training management. We can utilize a single platform to track training, certifications, and mandatory compliance across our Units. It helps us centralize our state, federal and agency training requirements and creates a record of training in case of audits or investigations. The Enterprise section of the platform creates the ability to deliver training and content across multiple child sites to ensure consistency. A key strength of Vector Solutions is its credential management. It allows us to track ongoing and recurrent training requirements for personnel while monitoring expiration timelines.

2. What are the key weaknesses of your current vendor and platform?

A: A key weakness is the hierarchy structure, which does not allow the ease of movement of employees, or their Unit issued training documents easily within the platform between Units. This creates limited ability to monitor how training is being issues across the organization which creates potential for inconsistencies or issues with training oversite. Additionally, training and event management is limited and lacking features such as waitlists for instructor lead training which can make tracking more time consuming for our Training Officers.

3. Is this solicitation meant to add vendors, replace vendors, or consolidate vendors?

A: Replace

4. Who is on the evaluation team/committee?

A: To be determined.

5. Every project requirement in Section 7.0 Solution Requirements in Exhibit A – Scope of Work is listed as required. Does your current vendor/platform meet all of these requirements? If no, where are the current gaps?

A: Some are supported some are in development and some are not supported as of right now.

6. Is CAL FIRE interested in specific online training courses to meet your needs? If yes, what topic areas would be most valuable or applicable?

A: EMS

7. What level of custom content would be most useful to CAL FIRE?

A: EMS

8. Related to integrations, can you please expand on the intent/purpose and data transfers related to each required integration? (listed in Section 6.0 Contractor Tasks and Deliverable

Requirements in Exhibit A – Scope of Work)

A: They all have different functions that will be required to meet the solution with the integration.

There will be bi-directional and unidirectional.

CAL FIRE’s HRIS (PacMans or Azure Active Directory) for profile management: Pull data to support updates to employees profiles when something changes in the Agency(ex: promotion, transfer, address change, etc.)

Microsoft Office products simple integrations to support the ability to provide data to different

Microsoft products.

Samba Safety – API to receive driving license expiration dates into RMS

Imagetrend for EMS licensing tracking, Integration w/ EPCR System

KnowBe4.com Ability to push and pull data for reporting and also have assignments in the system so employees do not have to log into multiple systems to complete training.

CalHR – CalLearns online training and records: Ability to push and pull data for reporting and also have assignments in the system so employees do not have to log into multiple systems to complete training.

Jones & Bartlett Learning content and testing/assignment completion tracking: having a full integration to the Jones and Bartlett Suite of knowledge.

Ondaro API to send assignments and completions from LMS for designated courses to our

Qualification Management System

9. May vendors submit their own alternate pricing document?

A: No, Vendors may modify Exhibit C – Cost Worksheet to accurately detail all their proposed costs.

10. May vendors alter the provided pricing document? Our pricing does not currently match the format of the provided pricing document.

A: Yes.

11. What is the anticipated timeline to make a decision on the RFP?

A: Before end of fiscal year (June 30th, 2026).

12. How will the RFP scoring take into consideration additional services that are priced at no cost?

A: The technical scoring will take into account any additional services.

13. In the event a new vendor is selected, what is the anticipated timing to implement/cut over?

A: Full implementation of Jan 1 2027

14. What information is required in the resume to be submitted?

A: There is no set of requirements for the resumes.

15. Section 7.0 Solution Requirements in Exhibit A – Scope of Work includes the requirement to

“Support compliance with applicable policies and regulations.” Can CAL FIRE clarify which specific policies, regulations, or compliance standards vendors are expected to support?

A: These include but are not limited to SIMM 5300 Information Security

(https://www.cdt.ca.gov/policy/simm/simm-5300/ ), California State Laws, and all Exhibits in the

RFO.

https://www.cdt.ca.gov/policy/simm/simm-5300/

16. Are vendor meant to respond to each of the 22 sections in the Scope of Work? Or is a broad overview of how we will meet the scope acceptable?

A: A broad overview is acceptable.

Questions from Legal

Contract Form & Order of Precedence

1. Will CAL FIRE permit inclusion of the Contractor’s standard SaaS terms and conditions to the extent they do not conflict with mandatory State of California provisions?

A: Yes, they will be reviewed by CAL FIRE Legal to ensure there are no conflicts.

2. Will CAL FIRE confirm that Contractor’s standard SaaS licensing structure (subscription-based, non-exclusive, non-transferable, non-sublicensable) is acceptable for this procurement?

A: Yes.

Termination for Convenience & Subscription Economics

3. Please clarify how termination for convenience or non-appropriation would apply to prepaid subscription fees covering an active subscription term.

A: Please reference Exhibit D - Information Technology - General Provisions Cloud - Computing

Services, Section 16 Termination.

Acceptance & Deliverable Determinations

4. Please clarify whether deliverable acceptance will be based on defined acceptance criteria established within each DED.

A: Yes.

5. In the event of rejection, please confirm that CAL FIRE will provide written identification of deficiencies to facilitate timely resolution.

A: Yes.

Liability, Indemnification & Remedies

6. Please clarify whether the Agreement contemplates an aggregate limitation of liability under the incorporated Cloud Provisions.

A: Please reference Exhibit D - Information Technology - General Provisions Cloud - Computing Services, Section 12 Limitation of Liability.

7. Please clarify whether liquidated damages and SLA assessments are intended to serve as the primary financial remedies for SLA performance failures.

A: Yes.

8. Please clarify whether indirect or consequential damages are contemplated under the Agreement.

A: Please reference Exhibit D - Information Technology - General Provisions Cloud - Computing Services.

Service Level Agreements (SLAs)

9. Will CAL FIRE consider a 99.5% uptime commitment consistent with commercial SaaS industry standards?

A: To be determined.

10. Please confirm whether SLA uptime calculations exclude scheduled maintenance, force majeure events, State-controlled infrastructure issues, and third-party outages as described in the SLA definitions.

A: Yes.

11. Please clarify whether SLA performance measurement begins upon production go-live and excludes implementation and stabilization phases.

A: Yes.

Data Ownership, Security & Compliance

12. Please clarify the anticipated scope and frequency of security audits under the Agreement.

A: 1-2 times per year and at the discretion of the CAL FIRE Information Security Officer (ISO)

13. Please confirm whether HIPAA compliance or Business Associate status is required for this project.

A: No, HIPAA compliance and Business Associate status are not required.

14. Please confirm that Sensitive PII (as defined under HIPAA) is not required to be stored in the

LMS?

A: Sensitive PII might possibly be stored in the LMS, we are not 100% what we might utilize in the future.

Intellectual Property

15. Please confirm that Contractor retains ownership of its pre-existing platform intellectual property and associated enhancements, while CAL FIRE retains ownership of its data.

A: Yes.

Artificial Intelligence (AI) Provisions

16. Please confirm that if AI-enabled features are optional and configurable that enabling such features is at CAL FIRE’s discretion.

A: Yes.

Term & Renewal Structure

17. Will CAL FIRE confirm that renewal options, if exercised, will be at pre-negotiated renewal pricing or defined renewal rates?

A: Yes, all pricing must be identified on Exhibit C – Cost Worksheet.

Accessibility

18. In the event that an accessibility compliance issue is identified (e.g., WCAG 2.1 AA or ADA-related), will CAL FIRE accept a commercially reasonable remediation period pursuant to a mutually agreed corrective action plan?

A: Yes.

Questions Received: 3/6/26 9:15 AM

Q1: Can CAL FIRE provide additional detail regarding the current LMS and records management systems in use (e.g., platform name, data structure, and approximate number of records or course completions that will require migration)? [This question arises from these areas in the RFQ-ITS: Exhibit A

– Scope of Work (Sections 1.0 Background and Purpose; 6.0 Contractor Tasks and Deliverables)]

A: We currently utilize Target Solutions and Eval+ from Vector Solutions. We have been working with them over the course of twenty years and have over one million records housed within their system. Our training must be kept indefinitely so it will all need to be migrated.

Q2: Can CAL FIRE provide a list of the specific systems that the new LMS/RMS solution must integrate with (e.g., HRIS, identity management, credentialing systems, reporting platforms), including whether APIs are currently available? [This question arises from these areas in the RFQ-ITS: Exhibit A – Scope of Work (Sections 1.0 Background and Purpose; 6.0 Contractor Tasks and Deliverable Requirements)]

A: We are currently integrated with Samba and our in house HRIS called PACMANS. There is an API in place for with Samba and the PACMANS API will be implemented at the end of this month. We would like a system that can assist us with integrating API with the other training software programs that we utilize to create a cohesive training platform.

Q3: CAL FIRE references both a Learning Management System and Records Management System (LMS/RMS) in the Scope of Work. Can CAL FIRE clarify whether the proposed solution must function as a full records management system for personnel training records and certifications, or whether the LMS will integrate with an existing records repository or qualification management system? [This question arises from these areas in the RFQ-ITS: Exhibit A – Scope of Work (Sections 1.0 Background and Purpose; 2.0 Contract Description / Project Objectives)]

A: This will function as a full LMS and RMS

Q4: Finally, does CAL FIRE have a target go-live date or a preferred rollout schedule for the new

LMS/RMS system? [This question arises from Exhibit A - Scope of Work, Section 6.0 Contractor Tasks and Deliverable Requirements.]

A: Phased implementation with a full go live of Jan 1, 2027

Questions Received: 3/6/26 1:25 PM

Of the total user population, how many users do you anticipate will be actively enrolled in or completing training in a typical month?

A: Max of 15,000 depending on time of year and assignments given.

Please confirm that the license subscription quoted should be for 20,000 annual users.

A: 15,000 is the current top projected for this contract period

Should the software license subscription be included in LIN 3, “Configured LMS/RMS System”, on the cost worksheet in the first year?

A: Yes.

Should the software license subscription be included in the “Maintenance and Operations” LIN on the cost worksheet in the out years?

A: Yes.

For the required migration of historical data—including the legacy Ione Program database—please specify the approximate number of learner profiles that must be migrated into the new LMS/RMS.

A: Within Vector Solutions we have 15,000 current active accounts. We have over 30,000 when looking at inactive also. Those records must also be kept. Ione is a homegrown training records management system we had prior to migrating to Vector Solutions. We need to keep the records for the employee indefinitely. It is unknown how many profiles are in the system.

Please provide an estimated count of historical course completions, certifications, or training records that must be migrated.

A: Over one million

The SOW references “the ability to manage a historical data load of over 1 million learning objects, including up to 1,000 types of certificates.” Could CAL FIRE clarify what types of learning objects are included in this count (e.g., SCORM packages, PDFs, videos, quizzes, learner profiles, course records, legacy enrollment or completion certificates, etc.)?

A: This includes PDFs, and word documents uploaded into training assignments. Videos, quizzes, profiles, training records, event records showing enrollment and attendance and e-certifications.

Samba Safety Integration For “Samba Safety – API to receive driving license expiration dates into RMS,” please clarify whether CAL FIRE expects:

• A one-way data pull into the RMS,

• A bi-directional integration

A: One way push into the RMS. Currently the API pushes driver’s license expiration dates into user accounts nightly as well as notifications of that the user must update their driver’s license medical certificate.

Ondaro API Integration For “Ondaro API to send assignments and completions from LMS for designated courses to our Qualification Management System,” please clarify:

• Which specific data elements must be transmitted,

• Whether real time updates are required, and

• Whether the integration is one way (LMS → Ondaro) or bi directional.

Bi-Directional with the ability to push completions for qualifications and the ability to receive completed qualifications with additional data of completions from them. This will need to be an open hourly or faster integration due to fire assignments.

The submission requirements in the RFQ are unclear. Should our submission address exclusively Section

D. RFQ ITS Response Content, items a through k, located on pages 6–8 of the RFQ? We like to confirm whether it is sufficient and whether it meets the RFQ’s compliance requirements.

A: Yes.

Questions Received: 3/6/26 2:04 PM

The RFQ refers to the “Ione Program database” for migration and validation.

Q: What data is housed in this database?

A: Historical training records of employees and assignments

Q: How large is the database?

A: Currently we have over 30,000 active and inactive accounts with over one million data objects being tracked.

Q: What DB platform is used?

A: This a database homegrown built inhouse.

The RFQ refers to a “historical data load of over 1million learning objects”.

Q: Please provide more detail about the nature of these learning objects

A: This includes PDFs, and word documents uploaded into training assignments. Videos, quizzes, profiles, training records, event records showing enrollment and attendance and e-certifications.

Q: Are all these learning objects in digital form?

A: Yes

Q: Are any learning objects in physical form?

A: No, they are all digital.

Q: Are digital learning objects currently in active databases?

A: Yes

Q: Are any digital objects currently stored in archival systems?

A: We have a dedicated child site that houses inactive user accounts that have not been accessed in over five years.

Q: What types of files/formats are included in this set of learning objects?

A: User profiles

Q: Will these learning objects be provided as a consolidated set, or will they need to be collected, organized, etc.?

A: Unknown at this time.

CAL FIRE requires integrations with 9+ systems

Q: Is there a specific time frame by which all integrations must be complete? (i.e., within 6 months, 12 months, 18 months, etc.)

A: Some will need to be immediately others can be phased in over the first 6 to 12 months

For integrated SSO capability:

Q: Is the Azure Active Directory referred to with the HRIS item the source for supporting SSO integration?

A: Yes.

For integrating with CAL FIRE’s HRIS (Pacmans or Azure Active Directory) system:

Q: Is this a unidirectional or bidirectional data flow?

A: No it will be unidirectional, unless we identify once implemented we need it to be otherwise.

Q: What types of information will the HRIS change/update in the LMS?

A: It should update user profiles, i.e. classifications, work locations, permanent versus limited term employment, etc.

Q: How frequently will the HRIS update data in the LMS?

A: Should be daily

For integrating with Microsoft Office Products:

Q: Will Microsoft Office modules need to be embedded in the LMS platform?

A: No it will just need to support the uploading of Microsoft products to the platform.

For integrating with Samba Safety:

Q: Is this a unidirectional or bidirectional data flow?

A: unidirectional

Q: What types of information will Samba Safety send to the LMS?

A: it pulls information about driver’s licenses from DMV and sends information to our current system to say if the employee has an expiration coming up or any items flagged on their driver’s license.

Q: What types of information will the LMS send to Samba Safety (if any)?

A: Information on new users or accounts to remove.

Q: How frequently will Samba Safety update data in the LMS?

A: Currently updates are made nightly.

For integrating with ImageTrend:

Q: Is ImageTrend the SOR (system of record) for EMS licenses?

A: Currently working with EMS to decide if they will house EMS licenses or our LMS. EMS has license management system that can house them.

Q: Is this a unidirectional or bidirectional data flow?

A: Depending on who houses the information it will be unidirectional flow

Q: What types of information will ImageTrend send to the LMS?

A: If they house the license, it will be Paramedic, EMT, PSFA, CPR, and any other ALS required license

(PALS, ACLS)

Q: What types of information will the LMS send to ImageTrend?

A: If they house the license, it will be Paramedic, EMT, PSFA, CPR, and any other ALS required license

(PALS, ACLS)

Q: How frequently will Image Trend update data in the LMS?

A: Would have to discuss with Image Trend to confirm

For integrating with KnowBe4.com:

Q: Will KB4 provide content files for loading into the LMS?

A: To be determined, we would like the winning vendor to work with this company to determine the best option.

Q: Will KB4 require headless learning integration for course delivery?

A: To be determined, we would like the winning vendor to work with this company to determine the best option.

Q: Does KB4 support SCORM, AICC, LTI or xAPI course formats?

A: To be determined, we would like the winning vendor to work with this company to determine the best option.

For integrating with CalHR:

Q: Will CalHR provide content files for loading into the LMS?

A: To be determined, we would like the winning vendor to work with this company to determine the best option.

Q: Will CalHR require headless learning integration for course delivery?

A: To be determined, we would like the winning vendor to work with this company to determine the best option.

Q: Does CalHR support SCORM, AICC, LTI or xAPI course formats?

A: To be determined, we would like the winning vendor to work with this company to determine the best option.

For integrating with Jones & Bartlett:

Q: Will J&B provide content files for loading into the LMS?

A: To be determined, we would like the winning vendor to work with this company to determine the best option.

Q: Will J&B require headless learning integration for course delivery?

A: To be determined, we would like the winning vendor to work with this company to determine the best option.

Q: Does J&B support SCORM, AICC, LTI or xAPI course formats?

A: To be determined, we would like the winning vendor to work with this company to determine the best option.

For integrating with Ondaro’s API:

Q: Is this a unidirectional or bidirectional data flow?

A: Bidirectional

Q: What types of information will Ondaro send to the LMS?

A: Completions of incident qualifications and records

Q: What types of information will the LMS send to Ondaro (if any)?

A: Course completions

Q: How frequently will Ondaro update data in the LMS?

A: needs to be instant.

The RFQ specifies an “unlimited number of custom fields in user profiles”

Q: How many total fields (standard + custom) are required to support current CAL FIRE user profiles?

A: We currently have 7 fields at the Enterprise level, and each child site has additional max about 10 additional within each child site. We are looking for the ability to customize as the complexity of our department workforce increases.

Q: How quickly would custom field requirements expand beyond the current CAL FIRE user profile fields?

(e.g. X new fields/yr)

A: Some will be at the inception of the contract.

The RFP requires “logical data segregation to ensure CAL FIRE data is securely isolated from data belonging to other customers.”

Q: Does this mandate a physically separate database instance for CAL FIRE data, or is a shared multi-tenant database architecture acceptable provided that CAL FIRE data is strictly isolated and inaccessible to other customers through enforced tenant-level access controls?

A: Shared multi-tenant database architecture acceptable provided that CAL FIRE data is strictly isolated and inaccessible to other customers through enforced tenant-level access controls.

Questions Received: 3/6/26 2:23 PM

1. Exhibit A – Section 1 (Background and Purpose) – mentions statewide reporting features. Which state systems is the organization looking to report to?

A: Internal reports that can be pulled Statewide from the LMS/RMS, encompassing all employees.

2. Exhibit A – Section 1 (Background and Purpose) – to ensure training readiness, is there any requirement for a suite of online courses across various critical topics to assist in achieving this goal?

A: Primary would be an EMS content that issues continuing education for EMS personnel

3. Exhibit A – Section 6 (Contractor Tasks and Deliverable Requirements) is there a data scheme or sample that can be shared for review related to the importing of the older Ione Program database?

A: A data scheme or sample will not be shared at this time.

4. Exhibit A – Section 6 (Contractor Tasks and Deliverable Requirements) Are there contacts that can be provided for each requested integration? We would like to begin scoping work, including for Ondaro.

A: Yes, we can provide when the contract is completed.

5. Is the organization looking for a phased roll-out approach across the 21 units?

A: Yes

6. Will there be overlap with the current training provider?

A: Yes

7. Section D. RFQ-ITS Response Content (a. Exhibit C Cost Worksheet) - Does CAL FIRE require pricing to be submitted solely via the cost worksheet, or would a comprehensive, itemized quote be accepted as a supplement or alternative? Our pricing methodology does not consider hourly rates, and we want to ensure our submission accurately reflects complete and transparent pricing as outlined in the RFQ.

A: All pricing must be submitted on Exhibit C – Cost Worksheet but the Cost Worksheet may be modified to accurately detail all costs.

8. Section D. RFQ-ITS Response Content (b. Response to Exhibit A – Scope of Work) - Would CAL

FIRE confirm which part(s) of the scope of work that you want the response to map project tasks back to (deliverables, tasks, objectives, etc.)?

A: At minimum, Exhibit A SOW Section 6.0 Contractor Tasks and Deliverables Requirements.

Questions Received: 3/6/26 3:17 PM

a. Question 1: Exhibit C - Cost Worksheet

The Cost Proposal Template provided appears to be structured based on a Time and Materials pricing model. As a global leader in Software as a Service (SaaS) solutions, our pricing model typically consists of a one-time implementation and system configuration fee, and an annual cost structure covering User Licensing, System Hosting, and Client Support.

b. Would CALFIRE be open to accepting an alternative pricing template tailored specifically to SaaS offerings? Alternatively, if the existing template must be used, would it be acceptable to submit a supplementary pricing schedule that reflects our SaaS pricing model—while ensuring the totals align with the provided Cost Proposal Template—and include a detailed explanation?

A: Yes, Exhibit C - Cost Worksheet may be modified to accurately detail all costs.

c. Question 2: Exhibit A, 7.0 - Solutions Requirement

d. It is our understanding that each requirement marked as "M" (Mandatory) represents essential features that must be included. Subsequently, all Requirements have been marked M. In the event that a proposal does not fully meet one or more Mandatory requirements, will CAL FIRE still consider the submission for evaluation? Additionally, if the response to the above is no, would

CAL FIRE be open to considering explanations or alternative solutions proposed by the vendor to address such mandatory requirements?

A: This can be evaluated on a case-by-case basis and yes, we will look at alternative solutions if provided and it meets the same intent

e. Question 3: General Submission Question

f. We appreciate the detailed requirements provided, which clearly outline the needs of CAL FIRE.

Based on our understanding of the needs of CAL FIRE, we believe there are additional features and functionalities that could enhance the success of the project. Would CAL FIRE be open to considering optional additional features or modules for evaluation, provided these are not mandatory to fulfill the core requirements of the RFQ?

A: Yes

Questions Received: 3/6/26 3:19 PM

1. Could you share any information or guidance regarding the anticipated budget range for this project?

A: This information will not be released at this time

2. What are the top mission outcomes CAL FIRE expects from modernizing the LMS/RMS, and how will success be measured in the first 12–24 months?

A: Useability and it will be measured in survey format

3. Which capabilities are in scope for “Learning” vs “Records Management,” and where do they overlap?

A: They need to be fully integrated and will overlap throughout the experience.

4. Can you define the offline operating model: which user roles must work offline, for how long

(hours/days), and what data must be available offline?

A: Users can expect to be offline possible for 6-8 hours during testing sessions or field drills. Would not think that in a given day there would be more than 500. To be determined what data must be available

5. Is a native mobile app required/preferred, or is mobile web acceptable if offline needs are met?

A: Native app would be nice but mobile web is acceptable.

6. For in-app video capture/upload, what file sizes/formats, retention expectations, and privacy constraints apply?

A: To be determined.

7. Regarding the migration of 1M+ historical learning objects, what are the current format(s) of historical training materials, 2) Average file sizes, and 3) Number of items?

A: To be determined

8. What is the “older Ione Program database” platform/structure, and are there data dictionaries and export utilities available?

A: Working with IT, should be CSV files, but more To be Determined

9. List required integrations and label each as Go-live vs Phase 2, with available interface methods

(API/SFTP/etc.). (Which other CAL FIRE computer systems does it need to “talk to” on day one, and which can wait until later?)

A: CAL FIRE’s HRIS (PacMans or Azure Active Directory): Day 1

Microsoft Office products: Day 1

Samba Safety: Day 1

Imagetrend: Phase in

KnowBe4.com: Phased in the first 6 months

CalHR – CalLearns: Phased in the first 6 months

Jones & Bartlett Learning: Day 1

Ondaro: Phased on over the first 12 months

10. Can CAL FIRE provide migration sources, anticipated data volumes/retention (incl.

attachments/video), and acceptance/sign-off criteria.

A: They will not be provided at this time, for the acceptance criteria that is described in Exhibit A Section

10.0 Acceptance Criteria

11. Can CAL FIRE confirm required security & accessibility standards and required evidence (e.g., assessments/VPAT) plus an expected approval timeline. (What security and accessibility rules must we meet, what proof do you need, and how long does approval take?)

A: The State Administrative Manual (SAM) Section 5300 includes the minimum security and accessibility rules that vendors must meet in addition to the SOW requirements. All assessments are described in

Exhibit A Section 14.0 Security And Confidentiality. Approval timelines vary. California Department of

General Services

12. Which AI-enabled use cases are most desired (recommendations, automation, analytics), and what is explicitly out of bounds?

A: To be determined.

13. For each listed integration, can CAL FIRE provide: system owner, interface type (API/file/SFTP), authentication method, sandbox access, and message volumes?

A: This information will not be provided at this time.

14. What “future applications” are likely in the next 24 months (so we can design an integration pattern accordingly)?

A: We do not currently have planned future applications for integration. Our department is growing and changing so rapidly that we want the option to discuss integration with new data platforms the department may start utilizing.

15. Who are the primary reporting personas, and what are the top 10 must-have reports/dashboards at go-live?

A: We would like expired and completion reports/dashboards for mandated training as well as training event seat openings that need to be filled.

16. What are the expectations for the custom reporting tool (self-service authoring, calculated fields, scheduling, row-level security)?

A: At a minimum the reporting tool should support self-service report authoring which allows users to create and modify reports without requiring vendor support. It should support calculated fields, filtering and data aggregation and the ability to schedule and distribute reports to designated users. This will require security controls so users can only access data they have been granted access to.

17. Can CAL FIRE clarify if non-United States resources are permitted for customer support of the LMS platform, if they are not on the core delivery team?

A: No, non-United States resources are not permitted.

18. To support an efficient, cost-sensitive delivery model consistent with common practice across

California state agencies, would CAL FIRE permit offshore development resources if all data remains within the United States?

A: No, offshore development resources are not permitted.

https://www.dgs.ca.gov/Resources/SAM/TOC/5300 https://www.dgs.ca.gov/Resources/SAM/TOC/5300

19. Please confirm expected user volumes and peak concurrency for the 15,000+ user population, including anticipated spikes during seasonal/fire events. Also clarify the breakdown between active users

(regular logins/transactions) versus historical users (infrequent access for viewing records only), and any expected simultaneous usage by role.

A: Spikes in use may occur within the first quarter of the year due to annual mandated training requirements having completion dates within those first months of the year. The breakdown between active users will not be provided at this time.

20. How will this effort be integrated into the ongoing work CAL FIRE is doing to modernize their HR processes via RFO-ITS-1678? Is there a preferred platform or vendor for CAL FIRE HR and Learning solutions?

A: This contract will not be integrated with RFO-ITS-1678. There is no preferred platform or vendor.

21. Through lessons learned across CA IT implementations, we encourage CAL FIRE to consider procuring LMS software through SLP instead of as a managed service, to mitigate vendor lock-in and enable competitive pricing over the life of the system. Would the State be open to discussion during contract negotiations about the use of 403-ITGP Non-Cloud Contract (REV. 02/20/2025) in lieu of 402-

ITGP Cloud Contract?

A: No.