Request for Proposals (RFP) for Learning Management System (LMS)

San Mateo County's Human Resources Department is seeking a comprehensive Learning Management System (LMS) through a Request for Proposals (RFP) No. 2025-RFP-00371, targeting approximately 7,000 county employees and extended partners from cities, special districts, and non-profits. The procurement seeks a multi-tenant software solution capable of managing, tracking, delivering, and reporting training opportunities with core components including content management, training management, certification tracking, automated notifications, multiple user roles, and robust reporting capabilities. Proposers must provide a system that integrates with existing technologies like Workday and Okta, supports SAML 2.0 authentication, and meets stringent security standards including multi-factor authentication and data encryption. The evaluation process will be comprehensive, scoring up to 200 points across project approach, firm qualifications, fee proposal, and system functionality. Key dates include a pre-proposal meeting on February 4, 2025, proposal submissions due March 3, 2025 at 5:00 pm, potential interviews on April 7, 2025, product demonstrations on April 28, 2025, and an anticipated contract award on May 19, 2025. The initial contract term is five years with an option to extend an additional five years.

While no specific set-aside designations for disadvantaged enterprises were explicitly mentioned, the RFP indicates potential for broad participation from various technology vendors. The system must support up to 80 daily super users and potentially accommodate 1,500+ non-County partners, contractors, and volunteers. Existing technological infrastructure includes McAfee/Trend Micro anti-virus, ServiceNow asset management, AWS/Microsoft Azure cloud hosting, Microsoft 365 email, and Okta multi-factor authentication systems that the new LMS must integrate with seamlessly. The contract template suggests the procurement is structured for contracts under $200,000, though the total contract value is not definitively stated. Performance metrics will evaluate system uptime, technical support responsiveness, user satisfaction, data security, and contractual obligation adherence. The County reserves the right to terminate the contract based on funding availability and requires comprehensive user training, maintenance, and ongoing support services from the selected vendor.