S-10000-00009599 Question and Answers.pdf

RFP S-10000-00009599- Online Virtual Training Development

Question and Answer Document

1. Q: In terms of audience for the online training, I understand based on the RFP modules are intended to “educate ODDS Providers, and Employment Professionals to provide ODDS supported employment services.” Though I have visited this section of the ODHS website, I’m not entirely clear about the audience.

A. The audience is the ODDS providers, and employment professionals.

2. Q: Can you summarize further the work (or role) of ODDS Providers and

Employment Professionals? For example, can you confirm these individuals typically serve in the nonprofit or government roles supporting individuals with I/DD in seeking or maintaining employment?

A: Any organization that provides Medicaid services for I/DD individuals enrolled in ODDS services.

3. Q: What kind of roles do they serve in and what kind of benefits does the agency expect from having ODDS Providers and Employment Professionals engage with effective professional development?

A: The curriculum has been developed for a classroom setting and this will allow these professionals to access it online.

4. Q: What kind of outcomes/objectives would the agency ideally like to see from this transition to online learning and how would it ideally assess or measure long-term impact?

A: More accessibility for providers and employment professional to obtain training. It will save organizations time and money with not attending in-person trainings.

5. Q: Bullet point #3 on page 7 of section 2.4.1 refers to Workday Learning, the Agency's

LMS. Is the vendor responsible for configuring the LMS, uploading content packages, and/or fully testing the modules in the LMS? If yes, what permissions will the vendor be given in Workday Learning?

A: ODDS Contract Administrator and the Training Department will assist with the LMS and work with the contractor through the process.

6. Q: Paragraph 1 on page 7 and 8 of section 2.3.14 states that the curriculum is not available for public posting but is fully developed for a classroom setting and needs to be converted to an online learning format. Will the vendor be responsible for developing any projects or homework assignments to be submitted within Workday LMS? Also, is the content mastery based (pass or move on according to a specific score on assessments) or completion based (if you complete the content you "pass").

A: The contractor/vendor will be responsible for adapting evaluations and activities to an online format from the classroom materials. This course is completion based in nature.

7. Q: Paragraph 1 of section 4.3.3.8, page 12. Some samples are proprietary and cannot be shared. May we share open samples that are housed outside of Articulate that were authored directly in a learning management system?

A: Yes.

8. Q: Is only Articulate Storyline acceptable or is Articulate RISE also acceptable to cut down development time?

A: The trainings must be developed in Articulate 360. Articulate RISE cannot be used.

9. Q: Are the modules to be fully narrated?

A: No, there will be areas of narration, but the content does not need to be fully narrated. The Contract Administrator will assist the contractor throughout the development of the online format and may give recommendations for narration.

10. Q: In terms of the actual learning design, would ODHS prefer that assessments be embedded within the interactive design, or will assessment occur separately within Workday?

A: The assessment will not be embedded in the training. A link to the assessment will be provided before and/or after. The assessment will be converted in an MSForms or SmartSheet format and the links will be provided before and/or after the training.

11. Q: RFP Section 2.4 Scope of Work/Specifications, Item 2.4.1 "Contractor will develop state-of-the-art online training". Can you clarify what ODHS considers "state-of-the-art" in terms of online training development? Are there specific features, functionality, or design aspects you are looking for?

A: ODDS would like the online training to be interactive, accessible, and engaging.

12. Q: RFP Section 2.4 Scope of Work/Specifications, Item 2.4.1 Regarding converting existing classroom content to an online format: Will ODHS provide all the source content or will some need to be developed from scratch?

A: There may be areas of expansion or additions that ODDS Contract Administrator or SME will suggest. However, the majority of the content will be adapted from the current curriculum.

13. Q: RFP Section 2.4 Scope of Work/Specifications, Item 2.4.1. "Training curriculum must: Be interactive and engaging." Does ODHS have a preference for the level of interactivity and multimedia used in the online modules (i.e. Level 1 - passive, Level 2 - moderate interactivity, Level 3 - fully interactive with simulations/gamification)?

Or are you leaving it up to the proposer to recommend the appropriate level of interactivity for each module?

A: Due to this being an on-demand format training, it is important to build in areas of engagement and interactivity as well as make it accessible to the learners. The original trainings were designed for a live classroom. It may make sense to convert some of the original activities to on-demand format, but other interactions may also be used if it adequately explains the corresponding topic. The Contract Administrator will work with developers to assist them and provide feedback, and ODDS Subject Matter Experts (SMEs) will review as needed and part of an ongoing discussion. The amount of engagement and interactivity should be no more or no less than what is needed for the length of the training and WCAG and Rehab 508 disability considerations.

14. Q: RFP Section 2.4 Scope of Work/Specifications, Item 2.4.1. Be compatible with Workday Learning. Can you elaborate on how the modules will be accessed and tracked in your Workday Learning LMS? Are there any specific technical integration requirements we should be aware of?

A: ODDS will be the administrator of Workday and will be using the tracking systems already in place. The contractor will be providing the content using Articulate 360 as this is compatible with the Workday LMS.

15. Q: RFP Section 2.4 Scope of Work/Specifications, Item 2.4.1. Be developed with

Articulate Storyline 360. Besides Articulate Storyline 360, are there any other authoring tools or technologies you require or prefer the modules to be developed with?

A: The requirements are listed in Section 2.4 of the RFP Main Document.

16. Q: RFP Section 2.4 Scope of Work/Specifications, Item 2.4.1. Be developed using the most current practices related to adult learning theory and instructional design. What are the key adult learning and instructional design principles ODHS would like to see reflected in the module design and development process?

A: The Contract Administrator will work with developers to assist them and provide feedback, and ODDS Subject Matter Experts (SMEs) will review as needed and part of an ongoing discussion around design and development details.

17. Q: RFP Section 2.4 Scope of Work/Specifications, Item 2.4.3 Organizational

Structure. How will subject matter experts from ODHS be involved during the design and development process? What is their availability and expected time commitment for reviews, feedback, etc.?

A: ODDS’ Contract Administrator will work with developers to assist them and provide feedback, and ODDS Subject Matter Experts (SMEs) will review as needed and part of an ongoing discussion.

18. Q: RFP Section 2.4 Scope of Work/Specifications, Item 2.4.1. Do you have any requirements around knowledge checks and assessments within the modules? Is there a certain score learners need to achieve to mark the training complete?

A: There are activities and evaluations as a part of the current curriculum. The details around the online virtual learning platform scoring and assessments will be negotiated and outlined in the contract terms and reviewed by the Contract Administrator.

19. Q: RFP Section 2.4 Scope of Work/Specifications, Item 2.4.1. What languages will the training need to be offered in besides English?

A: No other language.

20. Q: RFP Section 2.4 Scope of Work/Specifications, Item 2.4.1. Are there any requirements for culturally appropriate adaptations of content?

A: No.

21. Q: RFP Section 2.4 Scope of Work/Specifications, Item 2.4.5 Schedule for Delivery.

What are the expectations for ongoing maintenance and updates to the modules after initial delivery?

A: This is a one-time ARPA awarded grant funded contract. There is not maintenance or updates considered at this time once the ARPA contract is completed.

22. Q: RFP Section 2.4 Scope of Work/Specifications, Item 2.4.1. Is there a preference for ODHS to be able to maintain the source files in-house or will this be contracted to the vendor?

A: ODDS will maintain the source files after the contract is completed.

23. Q: Exhibit C – Page 22 - If Contractor is an employer subject to any other state’s Workers’ Compensation law, Contactor shall provide Workers’ Compensation

Insurance coverage for its employees as required by applicable Workers’ Compensation laws including Employers’ Liability Insurance coverage with limits not less than $500,000 and shall require and ensure that each of its out-of-state subcontractors complies with these requirements. We are not located in the state of Oregon, would our state work comp laws supersede Oregon’s work comp laws?

A: Please contact the Oregon Worker’s Compensation Division, telephone number: 503-947-7585.

24. Q: Exhibit C – Page 22 - As applicable, Contractor shall obtain coverage to discharge all responsibilities and liabilities that arise out of or relate to the Jones Act with limits of no less than $5,000,000 and/or the Longshoremen’s and Harbor Workers’ Compensation Act. This is not applicable, would the contractor not have to comply with Longshoreman’s Work Comp?

A: Please contact the Oregon Worker’s Compensation Division, telephone number: 503-947-7585.

25. Q: Exhibit C – Page 23 - All liability insurance, except for Workers’ Compensation, Professional Liability, Directors and Officers Liability and Network Security and Privacy Liability (if applicable), required under this Contract must include an Additional Insured endorsement specifying the State of Oregon, its officers, employees, and agents as Additional Insureds, but only with respect to Contractor’s goods to be delivered and Services to be performed under this Contract. Could you please be more specific with additional insurance requirements for this specific

RFP?

A: We recommend that you consult with your insurance agent regarding your insurance questions.

26. Q: General Question – for work samples: Can we add several different courses that we have developed into one course to show you our capabilities rather than having you all close and open three different samples?

A: Please provide a link to three different work samples.

27. Q: General Question – you want two separate proposals – one for technical and one for pricing? Do you have an Excel spreadsheet you would want us to use for pricing that would be consistent across all potential offerors? Do you have specific titles you want for the different proposals?

A: Please refer to Section 3.2.3 Proposal Format and Quantity. No excel spreadsheet.

Title them the name of each proposal submission item.

28. Q: We did not see, but could have missed it, will the selected contractor invoice monthly? If not, what is the invoicing schedule? Is it 60 days next for payment from Oregon State?

A: Per Exhibit A, Part 2 of the sample contract. This will be negotiated with the successful proposer.

29. Q: Bullet point #7 on page 7 of section 2.4.1 refers to an evaluation component. Is it up to the Oregon Department of Human Services to provide a tool for collecting these evaluations, or should the vendor propose and provide an evaluation tool?

A: The evaluation process is included in the curriculum includes pre and post testing for classroom format and will be modified and updated for online learning.

30. Q: In terms of the actual learning design, would ODDS prefer that assessments be embedded within the interactive design, or will assessment occur separately within Workday?

A: The assessment will not be embedded in the training. A link to the assessment will be provided before and/or after. The assessment will be converted in an MSForms or SmartSheet format and the links will be provided before and/or after the training.

31. Q: Given the content covered by the existing courses, do you anticipate needing or wanting live shot video, such as to demonstrate skills or processes, or for practice scenarios?

32. Q: Are you able to get a word count or some clarification on what 20 modules will consist of to help us dial in a proposal, or if that’s not available, can you identify the 20 modules by topic?

A: There are 17 topics, but up to 20 trainings may be needed to adequately explain the topics.

Person Centered Support: History/Estimate 75 Minutes Person Centered Support: Equity and Inclusion/Estimate 45 Minutes Person Centered Support: Dignity and Respect/Estimate 45-75 Minutes Health and Safety: Introduction to H&S/Estimate 45-75 Minutes Health and Safety: Individual Support Plan/Estimate 75 Minutes Health and Safety: ADL/IADL/Estimate 75 Minutes Health and Safety: Health and Safety Risks/Estimate 75-90 Minutes Health and Safety: Behavioral Support Plan/Estimate 30-60 Minutes Introduction to Success: Let’s talk Employment and Success/Estimate 45-75 Minutes

Introduction to Success: Introduction to Job Coaching/Estimate 75 Minutes Introduction to Success: Getting to Know the Person/Estimate 45-75 Minutes Communication, Teaching, Coaching: Communication Skills/ Estimate 75 Minutes Documentation: Required for Best Practices/Estimate 75 Minutes Documentation: Action Plan and Progress Notes/Estimate 45-75 Minutes Documentation: Protocol and Data Tracking/Estimate 45-75 Minutes Documentation: Incident Reporting/Estimate 45-75 Minutes Job Development: Representing Yourself Professionally/Career/Estimated 75 Minutes

33. Q: The duration of learner seat time is a significant factor to consider for the full development. Do you have any sense of how long each of the 20 modules should be?

A: We estimate the majority of the trainings will be 75 minutes long, not including a brief ten-question exam at the end of each training. A couple may be 90 minutes long and couple with be 30-45 minutes long.

34. Q: If after converting the curriculum provided by the state to an e format, it doesn't add up to 25 hours or there about of seat time is the contractor expected to create content to bring the total time to 25 hours?

35. Q: What is the time frame to complete each module. 30 minutes or 60 minutes?

A: The vast majority are not expected to exceed 75 minutes, not including a ten-question exam at the end. Possibly one or two will be 90 minutes and few will be 30 to 45 minutes.

36. Q: Are the modules to be professionally narrated?

A: Articulate 360 now has Neural Voices that seem to be adequate when the correct Speech Synthesis Markup Language (SSML) tags are used within the Text to Speech field that allows changes to things such as speed and volume to make the voice sound more realistic.

37. Q: Do you want all content narrated?

A: Yes, but Neural Voices is allowed if SSML tags are used correctly.

38. Please provide more information on the resources or support that will be available from ODDS during the development process, particularly in areas such as content access, subject matter expertise, and technical assistance.

A: The content already exists in written format, both as a PowerPoint and training manuals. The relevant written content will be provided to the approved vendor after the contract is signed. The Agency has a team of subject matter experts familiar with this content, but the need to connect with them may be limited because the approved content already exists.

39. Q: How will the approval process for the storyboards be managed between the

Contractor and ODDS?

A: Part of the expectation of this contract is that the awarded vendor will provide project management assistance. Approval by email is acceptable if it makes sense, but holding meetings is also an acceptable format. The use of Articulate 360 review features may also be acceptable.

40. Q: What level of involvement or feedback will ODDS have in the development of the training modules?

A: The content already exists in the format of a training manual and PowerPoint.

Because the content is proprietary, we may not be able to provide the entire manual, but can provide the relevant content for each training topic.

41. Q: Will SME’s support be provided?

A: Yes, SME support will be provided when needed. But as previously mentioned the written content already exists. The task for the approved vendor is converting the written content into an on-demand format using the most current adult learning and instructional design methods. Also being sure that the end product is compliant with WCAG standards and Section 508 of the Rehabilitation Act.

42. Q: Please clarify the specific requirements or criteria for selecting the work samples to be submitted.

A: The requirements are listed in Section 3.3.8 of the Main RFP Document.

43. Q: Is funding already available and/or secured for this RFP?

A: Yes, funding is already secured for this project.

44. Q: What is the expected budget range?

A: We suggest that the applicant be as competitive as possible, based on the information provided through the RFP process.

45. Q: What is the estimated timeline for the first training to be completed?

A: Approximately 17-20 trainings will need to be completed for this project. It is likely 3-4 trainings will need to be completed per month before the contract ends.

However, it may be important to work on one training first to be approved as a sort of template. That first training should be submitted by May 31, 2024. Otherwise, to get the approximate 20 trainings completed by the end of the contract period, 3-4 trainings will need to be competed per month. This can be negotiated as a project plan is put together.

46. Q: In addition to the content, will the selected vendor receive the web code that current vendor has for the training modules?

A: There is no web code involved. These trainings will be uploaded to Workday

Learning, the Learning Management System that the Agency uses for its on-demand trainings. The Agency does have the editable Storyline 360 files. The assumption is a template can be used/made from these editable files. A SCORM file will need to be produced to be uploaded to our LMS.

47. Q: Will there be any requirements for onsite visits, workshops, in-person testing, etc. If yes, please provide additional details.

A: It is possible that an onsite visit may be required, but unlikely. The Storyline 360 files can be exchanged via email or by use of the Storyline 360 review feature. ODDS will need the SCORM files to test with our LMS.

48. Q: Does the current training have live testimony from key stakeholders? If yes, will these be provided to be reused, of is the selected vendor responsible for coordinating traveling and recording new live videos, or is online recording is acceptable?

A: Live testimony will not be a part of these on-demand training modules. However, a Powtoons style video may be required from time to time to help explain more complex aspects of the on-demand trainings.

ODDS has some Powtoons videos that may be used as needed for certain topics.

49. Q: Can you provide the name of the incumbent who provided the initial training?

A: No. This material is proprietary, and ODDS does not want the incumbent to be contacted. All of the content exists in a PowerPoint and training manual. The relevant content will be sent to the awarded vendor.

50. Q: Does the agency have all source files from the original course(s)?

A: The original trainings were designed for a live classroom. There are no source files. However, we do have the PowerPoints and training manual for all of the content and will be able to share the relevant material.

51. Q: Can you please elaborate on mobile delivery requirements for this opportunity?

Does the training need to be optimized for devices (tablet, smart phone) or is it laptop- only training?

A: The training must be developed for all mobile options. It is our understanding that Articulate 360 has features that will easily allow for various mobile technology to be used to access the trainings. Please research this for yourself to confirm.

52. Q: Does the agency require video/ audio / on- screen text narration?

A: The end product should be a SCORM file to be uploaded to Workday Learning, the

LMS used by ODDS.

53. Q: If audio/video is required, can the agency inform relevant design decisions about when it is required based on instructional design need, or will other legal requirements take precedence.

A: The end-product should be narrated and displayed using closed captioning by using the Text to Speech features in Articulate 360.

54. Q: Are there any specific guidelines or requirements for formatting and branding the online training modules to align with the Online Virtual Training Development region Department of Human Services?

A: The Agency has the editable files of our current on-demand trainings. The training development software that must be used is Articulate 360. The Agency can send a couple of these editable files to the awarded vendor to help build a template.

There is some branding involved, but it is fairly simple. We have JPEGs or GIFs for any branding required.

55. Q: Agency’s learning management system, Workday Learning?

A: Yes.

56. Q: Please confirm if the Agency accepts other proof of veteran, women own in place of OR certification.

A: For Attachment E, this pertains Certified Firms certified under ORS 200.055 by the Oregon Certification Office for Business Inclusion and Diversity (COBID).