FSSA Learning Management System (LMS)Bid Documents

RFP 26-85939 is a solicitation issued by the State of Indiana Department of Administration on behalf of the Indiana Family and Social Services Administration (FSSA) for a comprehensive web-based Learning Management System (LMS) to support privacy and security compliance training for state personnel and contract workforce members. The procuring agencies are the FSSA Privacy & Security Office and Division of Family Resources, serving Marion County, Indiana. The LMS must be a fully functional, user-friendly system capable of administering agency-specific training courses compliant with federal requirements including CMS MARS-E, Social Security Administration, HIPAA, and 45 CFR 164.530 standards, supporting a minimum of 7,800 active user licenses with capacity to migrate approximately 35,000 active and inactive user records and over 32GB of historical training modules containing approximately 240,000 SCORM and iComposer files from the current system. Key deliverables include LMS user access management, training content creation on privacy and security subjects, course management and scheduling capabilities, user notifications, assessments, advanced tracking and reporting with configurable dashboards, comprehensive project management documentation following PMI PMBOK standards, weekly status reports with risk and issue logs, quarterly business reviews, and a detailed training plan for all user groups. The vendor must provide a fully functional out-of-the-box solution with minimal customization, hosted on vendor infrastructure compliant with commercial browsers and Indiana Office of Technology security standards, with technical support available during state business hours and 24-hour initial response times. The contract term is four years commencing October 1, 2026, with an optional two-year renewal period for a total potential six-year term. The pre-proposal conference is scheduled for April 29, 2026, by 3:00 PM Eastern Time (available in-person or virtually); the deadline for written questions is May 6, 2026, by 3:00 PM Eastern Time with responses posted by May 13, 2026; and proposals must be submitted electronically through the Supplier Portal by May 27, 2026, by 3:00 PM Eastern Time. Evaluation will be conducted in three steps: Step 1 assesses adherence to mandatory requirements on a pass/fail basis; Step 2 scores qualified proposals on management assessment/quality (50 points) and cost (30 points) to establish a short list; and Step 3 evaluates short-listed proposals on all criteria including Buy Indiana status (5 points) and diversity subcontractor commitments.

The solicitation establishes diversity goals requiring respondents to demonstrate commitment to Minority Business Enterprise (MBE) participation at 8% of total bid amount (5 evaluation points plus 1 bonus point), Women Business Enterprise (WBE) participation at 11% of total bid amount (5 points plus 1 bonus point), and Indiana Veteran-Owned Small Business (IVOSB) participation at 3% of total bid amount (5 points plus 1 bonus point), with Buy Indiana Initiative status providing an additional 5 evaluation points if the respondent is certified on the Buy Indiana registry at time of submission. All proposed MWBE and IVOSB subcontractors must be verified as currently certified on the State of Indiana Certified M/W/IVOSB list or Federal VETBIZ registry at the time of proposal submission, and must serve a valuable scope contribution to the engagement with signed letters of commitment from each subcontractor on company letterhead. Respondents must be registered with the Indiana Secretary of State to be eligible for contract award, and must demonstrate financial stability through Dunn & Bradstreet Business Reports or audited financial statements for the two most recently completed fiscal years with CEO/CFO attestation. The RFP does not identify any incumbent vendors or current contractors; however, vendors must address data migration requirements from an existing system that currently houses approximately 240,000 SCORM and iComposer training files totaling over 32GB of historical data. The solution must integrate with the State's existing infrastructure and comply with the Indiana Office of Technology Risk and Authorization Management Program Policy for Cloud Offerings and Information Security Framework standards, including requirements for data encryption, U.S.-only data center storage, SOC 2 audit compliance, and FBI background checks for all personnel. The RFP does not specify a budget range or award value; however, respondents must submit detailed cost proposals covering a six-year period (four mandatory years plus two optional renewal years) itemizing expenses for Project Services, Licenses/Subscriptions/Environments, and Maintenance & Operations, with pricing required to remain firm and open for at least 180 days from the award date. Respondents must submit all required documentation including completed MWBE and IVOSB commitment forms, cost proposals in Excel format, business and technical proposals, reference check forms, attestation forms, Indiana Economic Impact Forms, and responses to the Cloud Questionnaire and Artificial Intelligence disclosure requirements.