S-58800-00016135- PDG 2133 LMS plan Intermediate Procurement Final.pdf

Last Updated: 9/24/2024

REQUEST FOR QUOTES (RFQ)

Best Value Analysis (BVA)

#DELC – S-58800-00016135

PDG Activity 2.1.3.3 Laying the Groundwork for a Learning Management System (LMS)

Issue Date: February 25, 2026

Issued to: OregonBuys

Issuing Office: Department of Early Learning and Care (DELC or Authorized Purchaser)

RFQ (Authorized Representative): Jordyn Stanley Address: 700 Summer Street Salem, OR 97301 Phone: (971) 240-8749 E-mail: Jordyn.stanley@delc.oregon.gov

OFFER DUE DATE AND TIME: Friday, March 6, 2026, 1:00 PM PT

EVENTS SCHEDULE

EVENT DATE

RFQ Release 2/25/2026

Due Date for Questions/Clarifications 2/27/2026

Answers to Questions/Clarifications (Approximately) 3/2/2026

RFQ Closing (Proposed quotes due) 3/6/2026

Presentations, Demonstrations, or Interviews TBD

Issue Intent to Award TBD mailto:Jordyn.stanley@delc.oregon.gov

1. Introduction

The Department of Early Learning and Care (DELC) is seeking a qualified Offeror through this Request for Quote (RFQ) to lay the groundwork for modernizing DELC’s professional learning ecosystem. The Offeror will:

• Current State Assessment (Evaluate and assess the current learning environment through research, evaluation, and analysis.

• Transition Roadmap (Document a comprehensive, solution-neutral roadmap for transitioning to DELC's future LMS)

• Business Case

• Document Functional and Non-Functional Requirements

• Executive Summary and Decision Brief

The recommendations and roadmap must comply with the State of Oregon’s policies and statutory requirements, which include but are not limited to:

• Multilingual access, inclusive and accessible design

• Role-based access

• Workforce tracking, reporting capabilities

• AI usage

• Oregon’s Statewide Information Technology Control Standards, eis-css-statewide-information-technology(IT)-control-standards.pdf

• Oregon’s Statewide Information Security Plan, https://www.oregon.gov/das/OSCIO/Documents/StatewideInformationSecurityPlan.pdf .

• Oregon’s Statewide Information Technology Policies applicable to Accessing State of

Oregon networks and information systems:

https://www.oregon.gov/das/Pages/policies.aspx

The strategy must align with DELC’s broader workforce and data direction and consider relationships with existing systems such as the Early Learning Management System (ELMS), Oregon Registry Online (ORO), myORO, enterprise data warehouse environments like Snowflake, and other agency systems identified during planning.

Additional details on the Scope of Services are included in Sections 2 and 3 (Scope of Services and System Requirements).

DELC anticipates the award of one Contract. The total Contract value shall not exceed $150,000.

All work under the resulting Contract must be completed by December 31, 2026.

This RFQ does not include:

• LMS technology procurement

• Software licensing https://www.oregon.gov/eis/cyber-security-services/Documents/eis-css-statewide-information-technology(IT)-control-standards.pdf https://www.oregon.gov/eis/cyber-security-services/Documents/eis-css-statewide-information-technology(IT)-control-standards.pdf https://www.oregon.gov/eis/cyber-security-services/Documents/eis-css-statewide-information-technology(IT)-control-standards.pdf https://www.oregon.gov/das/OSCIO/Documents/StatewideInformationSecurityPlan.pdf https://www.oregon.gov/das/OSCIO/Documents/StatewideInformationSecurityPlan.pdf https://www.oregon.gov/das/Pages/policies.aspx https://gcc02.safelinks.protection.outlook.com/?url=https%3A%2F%2Fmy.oregonregistryonline.org%2F&data=05%7C02%7CLori.Nordlien%40delc.oregon.gov%7C4b99a775fd6a4e263dfc08de7349858e%7Caa3f6932fa7c47b4a0cea598cad161cf%7C0%7C0%7C639074956762633050%7CUnknown%7CTWFpbGZsb3d8eyJFbXB0eU1hcGkiOnRydWUsIlYiOiIwLjAuMDAwMCIsIlAiOiJXaW4zMiIsIkFOIjoiTWFpbCIsIldUIjoyfQ%3D%3D%7C0%7C%7C%7C&sdata=fTlBv0upoB81wxVM%2FbmGBsD4daeKd6eZUAmxfoB1LM0%3D&reserved=0

• Data migration execution

• Enterprise system integration

• System configuration

• IT development

• Project management of system implementation

The Offeror shall provide advisory and planning services only.

2. Scope of Services The selected Offeror shall provide research, analysis, business case development, and strategic planning services to prepare DELC for a future Learning Management System (LMS). The work under is limited to advisory and planning activities and does not include technology procurement, system implementation, data migration, or enterprise system integration.

The Offeror shall produce a comprehensive, vendor-neutral LMS Planning and Transition Strategy that positions DELC for a future procurement and implementation effort.

The Scope of Services includes, but is not limited to, the following components.

2.1 Current State Assessment

The Offeror shall conduct a structured assessment of DELC’s existing professional learning environment and related systems.

The assessment must include:

• Review of current training delivery platforms and tools

• Inventory of required and optional training content

• Analysis of workflows for training administration and reporting

• Review of workforce tracking practices

• Assessment of user experience across roles

• Review of accessibility and language access conditions

• Identification of operational, technical, and policy constraints

The Offeror shall deliver a Current State Assessment Report summarizing findings, system gaps, risks, and opportunities.

2.2 Future State Vision, Requirements Framework, and Conceptual Roadmap

The Offeror shall develop a high-level phased implementation roadmap, including transition, aligned with DELC wide operational needs.

This includes development of:

• Functional requirements framework

• User role definitions

• Accessibility and multilingual design requirements

• Workforce tracking and reporting requirements

• Integration considerations (planning-level only)

• Governance and ownership model recommendations

The roadmap must include:

• Conceptual sequencing of implementation phases

• Migration considerations (planning-level only)

• Integration considerations (planning-level only)

• Change management considerations

• Training and adoption strategy considerations

• Key milestones and dependencies

The Offeror shall analyze and document considerations for future integration with existing systems, including but not limited to:

• Early Learning Management System (ELMS)

• Oregon Registry Online (ORO)

• Enterprise data warehouse environments such as Snowflake

• Identity and access management systems

• This analysis should identify integration implications and architectural considerations but should not include technical design, data migration, or development work.

• The Offeror shall deliver a detailed Implementation Roadmap and Project Plan.

2.3 Post-Implementation Planning Considerations

The consultant shall provide strategies for post-launch stabilization support to ensure system reliability and user adoption. This includes system monitoring, issue resolution procedures, performance reporting, and ongoing optimization recommendations.

2.4 Create Business Case

The Offeror shall develop a formal business case to support future decision-making.

The business case must include:

• Rationale for transitioning from the current time-limited platform

• Comparative analysis of potential service models, including:

o Learning Management as a Service (fully contracted model) o Hybrid model o Long-term in-house model

• High-level cost considerations and funding implications

• Risks and dependencies

• Operational impact analysis

• Benefits realization framework

The business case must provide executive-level decision support.

2.5 Accessibility and Multilingual Strategy

The Offeror shall incorporate equity-centered planning into all recommendations.

This includes:

• Multilingual access requirements

• Accessibility compliance considerations

• Digital literacy considerations

• Rural access considerations

• Strategies to support culturally responsive design

Recommendations must align with statewide accessibility priorities.

2.6 Limitations of Scope

This contract does not include:

• LMS technology procurement

• Software licensing

• Data migration execution

• Enterprise system integration

• System configuration

• IT development

• Project management of system implementation

The consultant shall provide advisory and planning services only.

3. Future LMS Functional and Non-Functional Requirements

This section defines the functional and non-functional requirement areas that the consultant must research, analyze, and document to support DELC’s future Learning Management System (LMS) planning. This section is not intended for evaluation of a specific LMS product and does not solicit proposals for LMS technology, software licensing, or implementation services.

The consultant shall use these requirement domains to develop a comprehensive, vendor-neutral requirements framework that will inform future procurement, system selection, and implementation planning.

3.1 Functional Requirements Analysis

The consultant shall identify, analyze, and document functional requirements necessary to support DELC’s professional learning ecosystem.

Analysis shall include, but not be limited to, requirements related to:

• Asynchronous training delivery (video, audio, text, and interactive content)

• Synchronous and hybrid learning capabilities

• Course completion tracking, seat time, and participation reporting

• Certification generation and credential tracking

• Assessments, quizzes, and knowledge checks

• Structured learning pathways and prerequisites

• Statewide scalability for diverse user populations

• Required and optional professional learning delivery

3.2 Accessibility and Multilingual Requirements

The consultant shall define accessibility and language access requirements aligned with State of Oregon standards and DELC’s equity priorities.

This analysis shall include:

• Multilingual user interface needs

• Parallel language content delivery considerations

• Captioning and transcript accessibility requirements

• WCAG 2.1 AA (or higher) compliance considerations

• Mobile and low-bandwidth usability needs

• Language preference functionality

• Digital accessibility for diverse learners and workforce roles

3.3 Integration and Data Architecture Considerations (Planning-Level Only)

The consultant shall analyze and document planning-level considerations for future integration with existing and potential enterprise systems. This work is limited to architectural analysis and does not include technical design, development, or integration execution.

Systems to be considered include, but are not limited to:

• Early Learning Management System (ELMS)

• Oregon Registry Online (ORO) housed at Portland State University

• Enterprise data warehouse environments such as Snowflake

• Identity and access management systems

• Other agency systems identified during planning

3.4 User Experience and Role-Based Access Requirements

The consultant shall define user experience and role-based system requirements that reflect the needs of DELC’s diverse user population.

This includes analysis of:

• Single user view of completed trainings and certifications

• Plain language navigation appropriate for varied digital literacy levels

• Role-based dashboards and permissions

• Progress indicators and training alignment tools

• Built-in onboarding and user support resource needs

• Usability considerations across workforce roles

3.5 Content Administration and Catalog Management Requirements

The consultant shall document requirements for managing large-scale professional learning content within a centralized LMS environment.

Analysis shall include:

• Course creation, revision, archiving, and retirement workflows

• Multilingual course version management

• Statewide catalog organization

• Assignment of training by role, region, or program

• Management of multiple funding streams or programmatic training catalogs

3.6 Privacy, Security, and Compliance Considerations

The consultant shall identify planning-level requirements related to data governance, privacy, and security in alignment with State of Oregon policies, Enterprise Information Services (EIS) oversight, and Cyber Security Services (CSS) standards.

This shall include consideration of:

• Data ownership and stewardship models

• Data retention and access limitations

• Privacy protections for workforce data

• Prohibition of data resale or third-party monetization

• Alignment with state and federal data protection requirements

• Security planning considerations appropriate for a future enterprise system

3.7 Workforce Tracking and Reporting Requirements

The consultant shall define reporting and analytics requirements necessary to support long-term professional development tracking and workforce planning.

This includes analysis of:

• Training completion tracking

• Credential and certification tracking

• Workforce participation reporting

• Statewide reporting dashboards

• Data export and reporting alignment with workforce and policy needs

3.8 Ideal State Capabilities (Future-Oriented, Non-Binding)

As part of the planning analysis, the consultant may document ideal future-state capabilities to inform long-term strategic decision-making. These may include, but are not limited to:

• Automated training reminders

• Personalized learning pathways

• Gamification or engagement tools

• Offline content access options

• Printable learning resources

• Mobile-first navigation design

4. Executive Summary and Decision Brief

The Offeror shall develop a concise Executive Summary and Decision Brief that synthesizes the findings, analysis, and recommendations from all components of the Scope of Services into a clear, executive-level document. This deliverable will translate technical assessments, requirements analysis, roadmap development, and business case findings into plain-language decision support for DELC leadership and oversight partners. The brief shall summarize key current-state gaps, articulate the strategic rationale for LMS modernization, outline future-state recommendations and phased transition considerations, present comparative service model options and high-level cost implications, identify risks and dependencies, and clearly define recommended next steps. The document must function as a standalone artifact suitable for executive review and governance discussions, and must reinforce that this contract supports planning and advisory activities only, not technology procurement or implementation.

5. Questions and Requests for Clarification:

All questions and requests for clarification regarding this RFQ must be submitted in writing by e-mail, to the Authorized Representative and must be received no later than February 27, 2026.

DELC may issue revisions, substitutions or clarifications of the RFQ. DELC will post the response on OregonBuys.

6. Offer Submittal:

Offers must be received on or before the Offer Due Date and Time at the location identified above to be considered. DELC may extend the Offer Due Date and Time. Offers will be accepted by e-mail or through OregonBuys to the Authorized Representative identified above.

Offers will not be accepted after the Offer Due Date and Time.

7. Submittal Requirements:

a. Proposed Approach: Offeror must provide a description of the proposed approach for providing the Scope of Services described in the RFQ, including a comprehensive description of the proposed implementation methodology for Project. The description should include how the Offeror has developed this methodology to incorporate lessons learned from experiences, as well as to meet the needs described in the RFQ.

b. Scope of Work: Offeror must provide a draft Scope of Work using the information from

Section 2, Scope of Services.

c. Price Offer: Offer must include submission of the Price Offer on the form or forms attached hereto as Exhibit 1 detailing all costs associated with the System(s) and Services including ongoing costs for LMS subscription and management.

d. Experience: Offerors responding to this RFQ must have experience with an LMS system in production environment, successfully implemented within the past 3 years of similar scope and size, and at least 5 years’ experience providing these services. Offeror should include a description of Offeror’s experience, methodologies, and lessons learned around migrating data from multiple legacy systems.

e. Organization and Personnel: Offers must include a description of Offeror’s organization, Key Persons, other staff or personnel (including subcontractors, if applicable), and their experience.

i. Key Person(s). Specify Key Person(s) to be assigned to this Project and include a current resume (not to exceed 2 pages each) for each individual that demonstrates qualifications and experience for the Services proposed.

Key Person(s) Requirements and Preferences are:

• Demonstrated experience in services similar to those required in this RFQ.

• Strong project management, business analysis, budgeting, and financial analysis experience and knowledge are required.

• Demonstrate Proposer has internal quality control practices for its Key

Person(s) to use when reviewing, editing, and providing feedback on projects is required.

Due to the nature of services, Key Person(s) must be available to work on-site as agreed upon between all parties, subject to all facilities access rules and procedures. Work site is designated as DELC’s headquarters office in Salem, Oregon.

ii. Organization and Organizational Chart. Provide a description of Offeror’s organization and provision of products and services, including a narrative that describes the organization’s security program as it relates to the proposed solution. As an organization that shares in the responsibilities to protect the state’s data, it is important to understand how cybersecurity principles at an architectural and organizational level will be applied.

iii. Subcontractors. If Offeror intends to work with subcontractor(s), Offeror shall include a statement detailing any subcontracting firms or individual subcontractors that may be engaged as part of the Offer to this RFQ, with those entities and the Services they will provide clearly identified.

f. Offeror must provide a list of 3 governmental or educational entities that Offeror has had similar experience with as references using the Reference Check Form attached hereto as Exhibit No. 2.

DELC may check to determine if references provided support Offeror’s ability to comply with the requirements of this RFQ. DELC may use references to obtain additional information, or verify any information needed. DELC may contact any reference (submitted or not) to verify Offeror’s qualifications.

8. Evaluation and Award:

DELC may reject all Offers or cancel this RFQ at any time.

Submissions will be reviewed to determine if all Submittal Requirements have been met.

Those meeting the Submittal Requirements will be evaluated to determine the “Best Value” for DELC, as set forth in this Section 8.

7.1 Tier – Evaluation of Written Offers

The first tier is an evaluation of Offers by an evaluation team assembled by DELC. The evaluation team may include Authorized Purchaser business and program personnel, as well as subject matter experts and/or representatives from other agencies or other authorized users.

Scoring Criteria (BVA) and Points Best Value Analysis Maximum Points

Available

Proposed Approach 100

Scope of Work 150

Price Offer 50

Experience 50

Total Score Tier 1 350

Based on scores from the first-tier evaluation, DELC may select one or more of the top-scoring Offerors as finalists for the second-tier evaluation or award a contract.

8.2 Second Tier – Interviews/Presentations/Demonstrations DELC may elect to conduct a second-tier of evaluation that may involve Interviews/Presentations/Demonstration.

Evaluation team members may change and DELC may have additional or fewer evaluators for the second round, but again including Authorized Purchaser business and program personnel, as well as subject matter experts and/or representatives from other agencies or other authorized users.

Tier 1 and Tier 2 scores will be added together to determine the System and Contractor that will be awarded a Contract resulting from this RFQ. DELC will issue a Notice of Intent to Award to the successful Offeror(s).

If DELC elects to conduct Tier 2, more information will be included in an addendum.

Commitments made by Offeror during the evaluation process, including at the presentation/demonstration, if any, will be considered binding. Responses that are contingent upon acceptance of additional terms and conditions may be rejected. DELC may negotiate contract terms and conditions with the successful Offeror.

9. Protest of Intent to Award. An Affected Offeror shall have 7 calendar days from the date of the Intent to Award notice to file a Written protest. An Offeror is an Affected Offeror only if the Offeror would be eligible for Contract award in the event the protest was successful and is protesting for one or more of the following reasons as specified in ORS 279B.410:

• All higher ranked Offers are non-Responsive.

• DELC has failed to conduct an evaluation of Offers in accordance with the criteria or process described in the RFQ.

• DELC abused its discretion in rejecting the protestor’s Offer as non-Responsive.

• DELC’s evaluation of Offer or determination of award otherwise violates the terms of the Participating Addenda.

Protests must:

• Be delivered to the RFQ contact via email or hard copy

• Reference the RFQ number

• Identify Offeror’s name and contact information

• Be signed by an Authorized Representative

• Specify the grounds for the protest

• Be received within 7 calendar days of the Intent to Award notice

Response to Protest. DELC will address all protests submitted in accordance with this Section 9 within a reasonable time and will issue a Written decision to the respective Offeror. Protests that do not include the required information prescribed in Section 9 may not be considered by DELC.

EXHIBIT NO. 1

PRICING

Deliverable # Deliverable Price

1.1 Current State Assessment Report

1.2 Implementation Roadmap and Project Plan

1.3 Business Case

1.4 Document Functional and Non-Functional

Requirements

1.5 Executive Summary and Decision Brief

TOTAL PRICE

EXHIBIT NO. 2

REFERENCE CHECK FORM

Customer Contact Name

Phone Number

Email