Vendor Questions and Answers_LMS for MR Training.pdf

Vendor Questions and Answers

Office of the Child Advocate

Learning Content and LMS for Mandated Reporter Training

June 7, 2020

1. When it says that “the bidder’s proposed solution must be available by Nov 2022” does that mean that the entire system must be operational for learners by that time?

Yes. If a bidder cannot meet that deadline, please indicate the timeline the bidder can meet.

2. When it says that “OCA will own all right, title and interest in its data” would that preclude us from doing analyzing and publishing research results?

No, that would not preclude a vendor from analyzing and publishing research results.

However, the OCA and vendor should collaborate to determine how such data will be used.

3. When it says that “OCA shall have the ability to import or export data in piecemeal or in entirety at its discretion without interference from the Vendor at any time during the term of Vendor’s contract with OCA. This includes the ability for OCA to import or export data to/from other Vendors.” does this mean that OCA must have DIRECT access to the data, or just that we must be responsive to OCA requests for the data?

This means that the vendor must either be responsive to OCA requests for data or that the

OCA has direct access. Either option is appropriate.

4. Please share the maximum size of the user base accessing the LMS?

The maximum size of the user base accessing the LMS for the training program will be approximately 76,000 users. However, the OCA is seeking a vendor who will have the ability to accommodate the potential of an expanded user base of approximately 500,000 users if necessary in the future.

5. What is the implementation timeline for the LMS platform?

The OCA seeks a vendor who can implement this project by November 2022. If a vendor cannot meet that timeline, the vendor should identify what timeline the vendor will be able to meet.

6. Please provide details around support hours for help desk support.

The OCA seeks a user support system based on a ticketing model. Resolving tickets requires responses within specific time-frames but does not require that support staff work specific hours so long as time-frames can be met, please see Attachment B:

Technical Requirements. For internal support, meaning support for the OCA or any of its contractors, the OCA should have the ability to schedule meetings with user-support during typical working hours (9am-5pm).

7. Will the support ticket be logged in the agency’s ITSM tool or is the vendor expected to bring in its own?

Vendor will supply all aspects of user support.

8. What is the total budget earmarked for this procurement?

We decline to provide such information.

9. Is there an incumbent? If so, can you please share the name of the incumbent?

There is no incumbent.

10. Has the agency seen demonstrations of any solutions prior to the RFP release? If so, can you share the vendor’s name?

We decline to provide such information.

11. What is the number of courses provided by the agency’s current providers?

There is no current provider.

12. What is the duration of each course?

There is no current program.

13. Will the agency provide existing courses to the vendor to update?

There is no current program.

14. If yes, what would be the percentage of changes to be updated?

N/A

15. Will the agency provide SME support to develop/update content?

Yes, various stakeholders from different state agencies would be able to assist, if needed and appropriate, such as but not limited to, Department of Elementary and Secondary

Education (DESE); Department of Children and Families (DCF); Disabled Persons

Protection Commission (DPPC).

16. Is the vendor expected to bring their own course content for Mandated Reporter Training courses?

Please see the RFR and Exhibit A: Mandated Reporter Curriculum Matrix for more information.

17. What will be the format of the content, i.e., PDF, Videos, Documents, etc., Can you provide a breakdown.

The breakdown is variable dependent upon curriculum design.

18. Should the course content be SCORM and XAPI compliant?

Yes for either SCORM or xAPI - please see the RFR under section 4.2 Preferred

Qualifications.

19. Does the agency expect the vendor to provide course training for Mandated Reporter

Training courses?

This RFR seeks a vendor who is able to provide course curriculum as well as an LMS system. However, the OCA will accept bids from vendors to either supply the course curriculum or the LMS system. Please refer back to the RFR.

20. If the vendor is expected to provide course training to the users what would be the delivery mechanism in-person, virtual, or a combination of both?

The expected curriculum will be fully virtual and will be a pre-set course.

21. What is the approximate number of training days (by the trainer) that need to be budgeted for?

No approximate training days should be budgeted for as the training would be facilitated through the LMS platform, and would not require vendor training of Mandated Reporters themselves.

22. What is the scope of training employees in - Mandated Reporter Training? How many participants will need to be trained in these areas?

Please refer back to the RFR. The OCA seeks a training that can accommodate approximately 76,000 users. However, the OCA is seeking a vendor who will have the ability to accommodate the potential of an expanded user base of approximately 500,000 users if necessary in the future.

23. Will the agency provide a facility for onsite training?

Not applicable as we would not be requiring vendors to facilitate the Mandated Reporter

Training to mandated reporters themselves, only providing the content and LMS platform for delivery of content/curriculum in a virtual environment.

24. Can you provide the volume of legacy data (in GB) to be migrated to the new system?

Zero legacy data will be migrated to the new platform.

25. Is it mandatory for the vendor to have a SOC 2 Type 1 or SOC 2 Type 2 report at the time of submitting the RFP response?

Yes, at a minimum vendor must provide an SOC 2 Type 1, and if available, submit SOC

2 Type 2 report – please refer to Attachment B, Technical Requirements, Section 1.5.

26. Attachment B: There is a listing of required user data that includes “accommodate multiple roles” with some examples. Is the intention that an individual user be able to select one role from a list of roles or that an individual user be able to select more than one role from a list of roles?

The OCA ideally would like a system where an individual is able to select more than one role from a list of roles.

27. Attachment B: Regarding the eventual requirement to provide content in multiple languages: Must user support also be provided in the listed languages? If so, are translation services/software acceptable?

Yes and yes.

28. Additionally, in the RFR document, the timelines seem inconsistent.

On page 7: The OCA anticipates an initial training program targeting the pre-

Kindergarten-12th grade educators mandated reporter cohort (approximately 76,000) to be ready for a September 2022 roll out to target school districts, followed by the eventual scaling to the remaining districts. The expectation is for the program to evolve in time to include content applicable to other mandated reporter professions such as but not limited to, first responders, police, medical professionals, etc.

On page 10, mandatory minimum requirements: The Bidder’s proposed solution must be available by November 2022.

On page 10, preferred qualifications: The Bidder’s proposed solution is implemented prior to November 2022, with preference given to vendors who can deliver both content and software more quickly.

Please clarify the required/desired timeline and deliverables in terms of LMS development, training content development, and training content delivery.

The OCA ideally would like a program available by September 2022 but understands that timeline may be difficult to meet. Therefore, the OCA will seriously consider all bids that can meet the timeline of November 2022.

29. How much of the content do you anticipate will be customized to Massachusetts’ specific audiences (10% , 25% , 50% or more )?

This is approximate and subject to change depending on the particularities of the curriculum. However, the best estimate is 25% as some of the content will be

Massachusetts specific and other content will be profession-specific.