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COUNTY OF ALAMEDA REQUEST FOR PROPOSAL No. 900692 SPECIFICATIONS, TERMS & CONDITIONS for LEARNING MANAGEMENT SYSTEM NETWORKING/BIDDERS CONFERENCES at 10:00 a.m. 10:00 a.m. on on April 30, 2010 May 3, 2010 at at Social Services Agency General Services Agency Shooting Star (Room 638, 6th Floor) Room 1107, 11th Floor 24100 Amador Street 1401 Lakeside Drive Hayward, CA 94545 Oakland, CA 94612 For complete information regarding this project see RFP posted at http://www.acgov.org/gsa_app/gsa/purchasing/bid_content/contractopportunities.jsp or contact the person listed below. Thank you for your interest! Contact Person: Kelley Smith, Contracts Specialist II Phone Number: (510) 891-5670 E-mail Address: firstname.lastname@example.org RESPONSE DUE by 2:00 p.m. on May 26, 2010 at Alameda County, GSA-Purchasing 1401 Lakeside Drive, Suite 907 Oakland, CA 94612 1401 LAKESIDE DRIVE, SUITE 907, OAKLAND, CALIFORNIA 94612 510 208 9600 FAX 510 208 9626 www.acgov.org/gsa I:\PURCHASING\Contracting Opportunities\Purchasing\Learning Managenent System\RFP_LMS.doc Revision 9-22-09 COUNTY OF ALAMEDA REQUEST FOR PROPOSAL No. 900692 SPECIFICATIONS, TERMS & CONDITIONS for LEARNING MANAGEMENT SYSTEM TABLE OF CONTENTS Page 1 of 2 Page I. ACRONYM AND TERM GLOSSARY ....................................................................................... 4 II. STATEMENT OF WORK A. Intent ...................................................................................................................................... 5 B. Scope ...................................................................................................................................... 5 C. Background ............................................................................................................................ 6 D. Vendor Qualification Criteria ................................................................................................ 8 E. Specific Requirements ........................................................................................................... 8 F. Debarment and Suspension ................................................................................................. 12 G. General Environmental Requirements ................................................................................ 13 III. INSTRUCTIONS TO BIDDERS H. County Contacts ................................................................................................................... 14 I. Calendar of Events ............................................................................................................... 15 J. Networking/Bidders Conference ......................................................................................... 16 K. Submittal of Bids ................................................................................................................. 17 L. Response Format.................................................................................................................. 18 M. Evaluation Criteria/Selection Committee ............................................................................ 19 N. Contract Evaluation and Assessment .................................................................................. 23 O. Notice of Award................................................................................................................... 24 P. Bid Protest / Appeals Process .............................................................................................. 24 IV. TERMS AND CONDITIONS Q. Term / Termination / Renewal............................................................................................. 26 R. Brand Names and Approved Equivalents ........................................................................... 26 S. Quantities ............................................................................................................................. 26 T. Pricing .................................................................................................................................. 26 U. Award ................................................................................................................................... 27 V. Method of Ordering ............................................................................................................. 28 W. Invoicing .............................................................................................................................. 28 X. County Provisions ................................................................................................................ 29 Y. Online Contract Compliance Management System ............................................................ 32 Z. Compliance Information and Records................................................................................. 33 AA. Account Manager/Support Staff .......................................................................................... 33 BB. General Requirements ......................................................................................................... 33 COUNTY OF ALAMEDA REQUEST FOR PROPOSAL No. 900692 SPECIFICATIONS, TERMS & CONDITIONS for LEARNING MANAGEMENT SYSTEM TABLE OF CONTENTS Page 2 of 2 ATTACHMENTS Exhibit A – Acknowledgement Exhibit B – Bid Form Exhibit C – Insurance Requirements Exhibit D1 – Current References Exhibit D2 – Former References Exhibit E – SLEB Certification Application Package Exhibit F – Small and Local Business Subcontracting Information Exhibit G – Request for Small and Local or Emerging Preference Exhibit H – First Source Agreement Exhibit I – Exceptions, Clarifications, Amendments Exhibit J – [Intentionally Omitted] Exhibit K – [Intentionally Omitted] Exhibit L – RFP Vendor Bid List Exhibit M – Response/Content Submittal; Completeness Check List Exhibit N – Debarment and Suspension Certification Exhibit O – System Functionality Checklist Specifications, Terms & Conditions for Learning Management System I. ACRONYM AND TERM GLOSSARY Unless otherwise noted, the terms below may be upper or lower case. Acronyms will always be uppercase. Bid Shall mean the bidders‟/contractors‟ response to this Request Bidder Shall mean the specific person or entity responding to this RFP Board Shall refer to the County of Alameda Board of Supervisors CSC Shall refer to County Selection Committee Contractor When capitalized, shall refer to selected bidder that is awarded a contract County When capitalized, shall refer to the County of Alameda Environmentally Products manufactured in a manner such that the impact on the Preferable Products environment is minimized throughout the entire lifecycle of the product by implementing sustainable practices during material sourcing, manufacturing, transportation, and by providing products that can be used and disposed of in an environmentally sound manner EPA United States Environmental Protection Agency Federal Refers to United States Federal Government, its departments and/or agencies F.O.B Shall mean without charge for delivery to destination and placing on board a carrier at a specified point (Free On Board) Labor Code Refers to California Labor Code MSDS As used herein shall refers to Material Safety Data Sheets OSHA Refers to California Occupational Safety and Health Administrations PBTs Persistent, Bioaccumulative Toxins including compounds such as dioxins, polychlorinated biphenyls, and mercury as defined by the United States Environmental Protection Agency and listed on the EPA‟s website at www.epa.gov/opptintr/pbt/ Proposal Shall mean bidder/contractor response to this RFP PO Shall refer to Purchase Order(s) Request for Proposal Shall mean this document, which is the County of Alameda‟s request for contractors‟/bidders‟ proposal to provide the goods and/or services being solicited herein. Also referred herein as RFP Response Shall refer to bidder‟s proposal or quotation submitted in reply to RFP RFP Request for Proposal SLEB Small Local Emerging Business Source Reduction Refers to products that result in a net reduction in the generation of waste compared to their previous or alternate version and includes durable, reusable and remanufactured products; products with no, or reduced, toxic constituents; and products marketed with no, or reduced, packaging State Refers to State of California, its departments and/or agencies Page 4 of 34 Specifications, Terms & Conditions for Learning Management System II. STATEMENT OF WORK A. INTENT It is the intent of these specifications, terms and conditions to describe the Learning Management System (LMS) requested by Alameda County. The Alameda County Human Resource Services, Training & Education Center (HRS-TEC), and the Social Services Agency Training & Consulting Team (SSA-TACT) require this system to support delivery of both instructor led and online training. The County requires a turnkey solution in which the vendor shall deliver, install and pass an acceptance test on a total LMS package which will include the necessary software, training, consulting, documentation, and maintenance services to meet the requirements described in this RFP. The County intends to award a two (2) year contract with options to renew to the bidder selected as most capable of meeting the County‟s requirements. B. SCOPE Alameda County HRS-TEC and SSA-TACT require a LMS with the specific capabilities described herein to administer, track and disseminate training and education/information. The LMS should be able to: hold content and disseminate e-learning classes, track e-learning, including timing and testing, as needed, build additional learning centers/campuses/libraries so that training can be customized to various target groups, functionalities, etc., be accessible to all locations, and with more open times through e-learning, maintain consistent, comprehensive, and accurate records for County employees and others who are trained, document and report results with accessibility to a variety of levels, and utilize and incorporate media like video, audio, and other training and communication methods. 1. Objectives: a. Produce management reports on compliance with Federal &/or California State &/or local mandates/regulations; b. Track and audit costs for training to determine charge-back rates; c. Plan, schedule, track, and report on training classes, as part of a larger curriculum, course structure or career path; d. Forecast and analyze trends of training attendance to determine future needs; Page 5 of 34 Specifications, Terms & Conditions for Learning Management System e. Create high impact curriculum to better train & develop workforce; and f. Maintain historical information on the number trained, when they were trained, costs, class type, person profile, department, location, hours of training, etc., in order to run accountability and forecasting reports. C. BACKGROUND HRS-TEC, and SSA-TACT are authorized by the Board of Supervisors and the County Administrative Code to conduct training and employee development, organizational consulting, coaching, and other learning & development programs. The Human Resource Services Training and Education Center provides training to approximately 9,000 employees and some external agencies and non-profit organizations in various soft skills and computer applications. Approximately 200+ different topics are covered. The center has seven staff members who provide these services. It also uses contractors as needed. Instructor led training comprises 80% of its offerings, with another 20% through online learning, mostly for compliance training. The goal is to increase the number of online learning offerings. SSA-TACT provides training to approximately 2,000 Social Services Agency employees within Alameda County, located in sites throughout the County. SSA-TACT offers about 500-800 classes per year, covering technical knowledge e.g, food stamps, Medi-Cal regulations, child welfare practices, eligibility requirements, general assistance, and employment services and soft skills like civil service strategies for hiring, leadership development, supervisor training, and computer software applications, e.g., MS office. The team has 28 staff. All classes are currently instructor-led. SSA-TACT uses contractors and other partners to deliver additional training and coaching, as needed. The HRS-TEC and SSA-TACT currently utilize Pathlore/SumTotal Enterprise Learning System software to: enroll participants in training classes through self-service/online registration; automatically approve training by managers; document attendance and produce employee training transcripts; track mandated training; generate reports for compliance or legal requirements; and do a “gap analysis” to determine compliance for mandated classes and other training requirements (e.g., who did and who did not take training). Current System Overview The following Current System Overview is provided in order to help the bidder to address each item in Specific Requirements, Section E, of this Proposal. This section gives a high-level overview of the current infrastructure configuration that the County of Page 6 of 34 Specifications, Terms & Conditions for Learning Management System Alameda uses to support its departments. This is the environment in which all future application systems will exist or interface. The County‟s vision is the development of web-enabled training applications. This includes accessing information through a zero-client browser interface and having the ability to publish reports onto a user intranet site for ease of retrieval. The County has, and will continue to deploy, client/server based applications in the interim. 1. Network Architecture Current Network Architecture Applications: Attribute Value Domain acgov.org Network FDDI Backbone Routers Cisco Protocols TCP/IP, OSPF Desktop IP addressing Mostly DHCP (Dynamic Host Configuration Protocol) but some static Printer Configurations Network/Local printers Directory services (logons) are handled through Windows. The County‟s standards for application servers are the following platforms: Microsoft Windows 2003 Server or higher. 2. End User Workstation Details The typical Alameda County system configuration is: HP Compaq, model dc7800 (Duo core) workstation 2 GB RAM 160 GB hard disk capacities Windows Vista Business 3. Data The Department currently uses the Pathlore/SumTotal Enterprise Learning Management System. This system stores data regarding approximately: a. 9,000 students b. 1,000 classes (active); others archived for past 5 years c. up to 8,000 class hours The system links to other e-learning platforms and interfaces with PeopleSoft/Oracle HRMS personal profile data. This data is refreshed every two Page 7 of 34 Specifications, Terms & Conditions for Learning Management System (2) weeks automatically through an online interface registration feature which automates employee and supervisor notification of enrollment, and allows for management approval of courses chosen by employees. 4. Infrastructure Locations a. Major locations with system administrator access (approximately 10 PC‟s) 125-12th Street, Oakland, CA, 94607 and 24100, Ste. 610 Amador Street, Hayward, CA; and b. Database housed at central Alameda County Information Techonology Department (ITD), 1221 Oak Street, Oakland, CA. D. VENDOR QUALIFICATION CRITERIA Required minimum qualification criteria include, but are not limited, to the following: 1. Bidder shall have been regularly and continuously engaged in the business of providing Learning Management / Learning Content Management Systems (LMS) for a minimum of five (5) years. 2. Bidder must be able to demonstrate in their response, success in the installation and servicing of LMS systems for organizations of similar or equal size to those of Alameda County within the last 2 years. Installation and service experience must be presented in the response and supported by accompanying references. 3. Bidder must have the ability to provide a “software as a service” (SaaS) / “on demand” vendor hosted solution. 4. Bidder shall possess all permits, licenses and professional credentials necessary to supply product and perform services as specified under this RFP. E. SPECIFIC REQUIREMENTS In order for a proposal to be deemed complete, bidders must provide detailed information on their capabilities as related to items listed in the Specific Requirements section. Bidders are required to address and describe the capabilities which will allow them to meet the requirements stated herein. The Department‟s needs are further defined in the System Functionality Checklist, Exhibit O. Bidder must submit a completed System Functionality Checklist, Exhibit O with their proposal. Page 8 of 34 Specifications, Terms & Conditions for Learning Management System 1. System Capability Overview The LMS System shall be a comprehensive system for distributing and tracking online learning programs and training administration of both instructor led and online classes, and informal learning or information sharing. It shall be compatible with Microsoft Office software, i.e., Outlook, Word (2000, 2003, 2007), etc. It will be a turn-key management solution, consisting of software, maintenance, and support. It shall be a “software as a service” (SaaS) / “on demand” vendor hosted solution. The County is also interested in biddders who have the capability to provide a “client hosted” solution that can be installed on the Alameda County servers at a later date if required. The LMS System shall be capable of both a countywide learning center for Alameda County‟s 9000+ employees, which will serve as an umbrella for parallel learning centers assigned to each County department. While all employees can access the countywide catalog, each parallel learning center must be configurable to establish their own security levels (e.g., restricting views to the catalog assigned to each department), roles, branding, class catalogs, etc. 2. Basic Required Functionalities Distribute and track online learning programs, with ability to link to online content libraries and hold online learning programs Enroll participants in training classes through self-service/online registration Automatically approve training by managers Document attendance and produce employee training transcripts Track mandated training Generate reports for compliance or legal requirements Do a “gap analysis” to determine compliance for mandated classes and other training requirements (e.g. who took and who did not take training) 3. PeopleSoft/Oracle HRMS Interface and Data Transfer a. Proposed system must interface with the County PeopleSoft/Oracle HRMS system. It must include an interface which is capable of retrieving up-to- date personal data from the County which is refreshed every 2 weeks. b. Data from the current Pathlore/SumTotal system is currently available in the central server (in ITD). This data shall be uploaded into the proposed system database. Page 9 of 34 Specifications, Terms & Conditions for Learning Management System c. Option to upload data from Probation Department‟s Pathlore/Sumtotal system should be included. 4. Database The LMS System must store data in a database that meets the County‟s standards Microsoft SQL 2000 or higher. 5. Operating Systems The LMS System must use application server(s) that meet the County‟s standards, Microsoft Windows 2003 Server or higher. 6. Other Interface Requirements The bidder will be solely responsible for assuring that its LMS System successfully interfaces with PeopleSoft/Oracle HRMS. a. System shall integrate with industry-standard e-mail and scheduling applications. b. System shall be accessible from enterprise portals and other commonly used applications. c. System shall easily integrate with existing LDAP, Directory Services, or single sign on solutions. d. System shall be available on a 24x7 basis. 7. Performance Requirements a. Response Time: 95% percent of transactions must complete within 3 seconds (end to end response time). 100% of all transactions must complete within 10 seconds. b. Throughput: Capability to process 6,000 transactions per hour. c. User Load: Capability to support 35 concurrent users, with a peak of 100 simultaneous users while meeting the required response times and throughput rates. Page 10 of 34 Specifications, Terms & Conditions for Learning Management System 8. Implementation Please refer to Exhibit M, section I, for a full description of the required response format for these item. a. Acceptance Testing and Standards County will work with the successful Proposer to establish the criteria for accepting (“Acceptance Criteria”) Proposer‟s LMS. This Acceptance Criteria must be established as part of the Final Implementation Plan and prior to kickoff of the Project. b. Implementation Plan and Schedule Bidder shall provide the deliverables this RFP requires along with a description of their vision of the County‟s role for each specific activity/deliverable. Please refer to Exhibit M, section I, for a full description of the required response format for this item. c. System Transfer The Department intends to transfer all active records to the LMS and to archive the historical data in LMS. The Contractor is required to successfully import and map the County‟s existing data from Pathlore/SumTotal to the bidders LMS and create an audit trail of this transfer. d. Training Training for the proposed system shall be provided.. The training must address different user group levels, course duration, course description, any course prerequisites, and classroom technical needs. All training should be onsite at County of Alameda facilities. The Contractor must provide written training manuals for each individual who is to be trained. Live training sessions, as described in the System Functionality Checklist of this RFP will occur at locations within Alameda County. Contractor shall also: Provide the County with adequate and user-friendly training and trouble shooting materials on hardcopy and disk. Customize the LMS to meet the County‟s specific needs after user- groups have tested and troubleshot the system. 9. Components and Resources Bidders shall provide, in their proposal, supporting documentation describing all components/resources (hardware, software and support) which will be needed in order to effectively operate the proposed solution. This should include: Page 11 of 34 Specifications, Terms & Conditions for Learning Management System a. Any necessary third-party software, if applicable. b. Minimum workstation requirements needed to support the LMS functions. c. Hardware and Software to support the LMS application. d. A list of supported/recommended web servers and versions. e. A list of supported/recommended database systems and versions. f. Storage or a list of supported/recommended storage devices. g. Archiving facilities or a list of supported archiving methods. Bidders shall provide, in their proposal, a description of how integration between County supported applications and the LMS solution shall be achieved. Expected integration includes features such as: h. Application customization, if required. i. Any Client Installation/Configuration for each client, if required. 10. System functionality checklist In order for a bid to be considered for award, a completed System Functionality Checklist, Exhibit O of this RFP, must be submitted with your bid. In the System Functionality Checklist, bidder must state “yes” or “no” for each item under the “Does Proposed System Comply?” column, and when necessary provide supporting documentation. See Exhibit O for full description of requirements and instructions. Please note that a fully responsive System Functionality Checklist must be submitted with your bid for it to be considered complete. F. DEBARMENT AND SUSPENSION In order to prohibit the procurement of any goods or services ultimately funded by Federal awards from debarred, suspended or otherwise excluded parties, each bidder will be screened at the time of RFP response to ensure bidder, its principal and their named subcontractors are not debarred, suspended or otherwise excluded by the United States Government in compliance with the requirements of 7 Code of Federal Regulations (CFR) 3016.35, 28 CFR 66.35, 29 CFR 97.35, 34 CFR 80.35, 45 CFR 92.35 and Executive Order 12549. Page 12 of 34 Specifications, Terms & Conditions for Learning Management System The County will verify bidder, its principal and their named subcontractors are not on the Federal debarred, suspended or otherwise excluded list of vendors located at www.epls.gov; and Bidders are to complete a Debarment and Suspension Certification form, Exhibit N attached, certifying bidder, its principal and their named subcontractors are not debarred, suspended or otherwise excluded by the United States Government. G. GENERAL ENVIRONMENTAL REQUIREMENTS: The requirements outlined in this section apply to all product categories contained in this bid. 1. Measure D Requirements It is the objective of the County to purchase products with the lowest overall environmental impact from manufacturing through end of life and to procure services that achieve this same objective. To meet this objective, environmental factors and product attributes are evaluated in the procurement process. The County is mandated under Measure D to divert seventy five percent (75%) of material from landfill by the year 2010 through recycling and source reduction and to encourage markets for environmentally preferable goods through its procurement process. 2. Regulatory Compliance Manufacturers and service providers will be in compliance with all local, state, and federal environmental and worker health and safety regulations that apply to their operation. 3. Source Reduction and Packaging The County has a strong commitment to source reduction, minimizing waste generation, and reducing the County‟s expenditure on waste disposal and recycling. Bidders shall provide bulk packaging, reusable, or minimal packaging in providing products to the County. Packaging will be both made from recycled materials and be recyclable. Contractors should explore and provide opportunities for the reuse of packaging materials. In the bid response, Bidders shall include a written summary of their planned efforts to minimize the amount of packaging and shipping materials and should describe the post-consumer recycled content of those materials. Packaging shall not contain inks, dyes, pigments, stabilizers, or any other additives to which any lead, cadmium, mercury, and hexavalent chromium has been intentionally introduced. The sum of the concentration levels of lead, cadmium, Page 13 of 34 Specifications, Terms & Conditions for Learning Management System mercury, and hexavalent chromium shall not exceed one hundred (100) parts per million by weight. 4. Pallets and Large-Volume Packaging Pallets and large-volume packaging materials will be taken back by the Contractors. The County encourages the use of pallets that meet the EPA‟s minimum post-consumer recycled content guidelines for pallets that can be found at http://www.epa.gov/epaoswer/non-hw/procure/products/pallets.htm. In the case of large-volume packaging, the County prefers that the vendor reuse or recycle the material. 5. Persistent Bioaccumulative Toxins In January 2002, the County passed a resolution “to encourage the reduction and where feasible, the elimination of [persistent, bioaccumulative and toxic chemical] (PBT) emissions…” The United States Environmental Protection Agency has established a list of twelve priority PBTs including dioxins, polychlorinated biphenyls, mercury and its compounds, lead and others. The most current list can be found at the EPA‟s website at www.epa.gov/opptintr/pbt/. Additionally, PBTs are listed in the CCR in Section 66261.24. Contractors must provide products and services that allow the County to comply with the PBT Resolution and must complete the certification statement included in the Attachments. The Resolution requires that the County eliminate and reduce the procurement of products and services which contain or cause the generation and release of PBTs into the environment during their manufacture, use, or destruction/disposal. Bidders should provide products that do not contain, use, or generate PBTs. If no alternative materials are available, Bidders should notify the County in writing prior to providing such materials to the County or using these materials when providing services to the County. III. INSTRUCTIONS TO BIDDERS H. COUNTY CONTACTS GSA-Purchasing is managing the competitive process for this project on behalf of the County. All contact during the competitive process is to be through the GSA-Purchasing Department only. The evaluation phase of the competitive process shall begin upon receipt of sealed bids until a contract has been awarded. Bidders shall not contact or lobby evaluators during the evaluation process. Attempts by Bidder to contact evaluators may result in disqualification of bidder. Page 14 of 34 Specifications, Terms & Conditions for Learning Management System All questions regarding these specifications, terms and conditions are to be submitted in writing, preferably via e-mail by 2:00 p.m. February 16, 2010 to: Kelley Smith, Contracts Specialist II Alameda County, GSA-Purchasing 1401 Lakeside Drive, Suite 907 Oakland, CA 94612 E-Mail: email@example.com FAX: 510-208-9626 The GSA Contracting Opportunities website will be the official notification posting place of all Requests for Interest, Proposals, Quotes and Addenda. Go to http://www.acgov.org/gsa_app/gsa/purchasing/bid_content/contractopportunities.jsp to view current contracting opportunities. I. CALENDAR OF EVENTS Event Date/Location Request Issued April 16, 2010 Written Questions Due BY 2:00 p.m. on April 29, 2010 Networking/Bidders April 30, 2010 @ 10:00 a.m. at: Social Services Agency Conference Shooting Star (Room 638, 6th Floor) 24100 Amador Street Hayward, CA 94545 Networking/Bidders May 3, 2010 @ 10:00 a.m. at: General Services Agency Conference Room 1107, 11th Floor 1401 Lakeside Drive Oakland, CA 94612 Addendum Issued May 11, 2010 Response Due MAY 26, 2009 BY 2:00 p.m. Evaluation Period May 26-June 9, 2010 Vendor Interviews June 28-July 2, 2010 Board Letter Issued July 22, 2010 Board Award Date August 17, 2010 Contract Start Date September 1, 2010 Note: Award and start dates are approximate. It is the responsibility of each bidder to be familiar with all of the specifications, terms and conditions and the site condition. By the submission of a Bid, the Bidder certifies that if awarded a contract they will make no claim against the County based upon ignorance of conditions or misunderstanding of the specifications. Page 15 of 34 Specifications, Terms & Conditions for Learning Management System J. NETWORKING / BIDDERS CONFERENCE Networking/bidders conferences will be held to: Provide an opportunity for small and local and emerging businesses (SLEBs) and large firms to network and develop subcontracting relationships in order to participate in the contract(s) that may result from this RFP. Provide an opportunity for bidders to ask specific questions about the project and request RFP clarification. Provide the County with an opportunity to receive feedback regarding the project and RFP. Written questions submitted prior to the networking/bidders conferences, in accordance with the Calendar of Events, and verbal questions received at the networking/bidders conferences, will be addressed whenever possible at the networking/bidders conferences. All questions will be addressed and the list of attendees will be included in an RFP Addendum following the networking/bidders conferences in accordance with the Calendar of Events. Potential bidders are strongly encouraged, but not required, to attend a networking/bidders conference in order to further facilitate subcontracting relationships. Vendors who attend a networking/bidders conference will be added to the Vendor Bid List (see Exhibit L). Failure to participate in a networking/bidders conference will in no way relieve the Contractor from furnishing goods and/or services required in accordance with these specifications, terms and conditions. Attendance at a networking/bidders conference is strongly encouraged and recommended but is not mandatory. Networking/bidders conferences will be held on: April 30, 2010 @ 10:00 a.m. May 3, 2010 @ 10:00 AM at at Social Services Agency General Services Agency Shooting Star (Room 638, 6th Floor) Room 1107, 11th Floor 24100 Amador Street 1401 Lakeside Drive Hayward, CA 94545 Oakland, CA 94612 Additional Information: Please allow enough Additional Information: Please allow enough time for parking either on the street or in a time for parking at metered street parking or paid County lot at the Social Services Agency. public parking lot and entry into secure building. Page 16 of 34 Specifications, Terms & Conditions for Learning Management System K. SUBMITTAL OF BIDS 1. All bids must be SEALED and must be received at the Office of the Purchasing Agent of Alameda County BY 2:00 p.m. on the due date specified in the Calendar of Events. NOTE: LATE AND/OR UNSEALED BIDS CANNOT BE ACCEPTED. IF HAND DELIVERING BIDS PLEASE ALLOW TIME FOR METERED STREET PARKING OR PARKING IN AREA PUBLIC PARKING LOTS AND ENTRY INTO SECURE BUILDING. Bids will be received only at the address shown below, and by the time indicated in the Calendar of Events. Any bid received after said time and/or date or at a place other than the stated address cannot be considered and will be returned to the bidder unopened. All bids, whether delivered by an employee of Bidder, U.S. Postal Service, courier or package delivery service, must be received and time stamped at the stated address prior to the time designated. The Purchasing Department's timestamp shall be considered the official timepiece for the purpose of establishing the actual receipt of bids. 2. Bids are to be addressed and delivered as follows: Learning Management System RFP No. 900692 Alameda County, GSA-Purchasing 1401 Lakeside Drive, Suite 907 Oakland, CA 94612 3. Bidders are to submit an original plus five (5) hardcopies and one (1) electronic copy on a CD, DVD or thumb drive. Electronic copy shall be in a format which is readable on a Windows based desktop system and is to be enclosed with the sealed bid. Hardcopy of proposal is to be either loose leaf or in a 3-ring binder, not bound. 4. Bidder's name and return address must also appear on the mailing package. 5. No telegraphic, email (electronic) or facsimile bids will be considered. 6. Bidder agrees and acknowledges all RFP specifications, terms and conditions and indicates ability to perform by submission of its bid. 7. Submitted bids shall be valid for a minimum period of 120 days. Page 17 of 34 Specifications, Terms & Conditions for Learning Management System 8. All costs required for the preparation and submission of a bid shall be borne by Bidder. 9. Only one bid response will be accepted from any one person, partnership, corporation, or other entity; however, several alternatives may be included in one response. For purposes of this requirement, “partnership” shall mean, and is limited to, a legal partnership formed under one or more of the provisions of the California or other state‟s Corporations Code or an equivalent statute. 10. Proprietary or Confidential Information: No part of any bid response is to be marked as confidential or proprietary. County may refuse to consider any bid response or part thereof so marked. Bid responses submitted in response to this RFP may be subject to public disclosure. County shall not be liable in any way for disclosure of any such records. Additionally, all bid responses shall become the property of County. County reserves the right to make use of any information or ideas contained in submitted bid responses. This provision is not intended to require the disclosure of records that are exempt from disclosure under the California Public Records Act (Government Code Section 6250, et seq.) or of “trade secrets” protected by the Uniform Trade Secrets Act (Civil Code Section 3426, et seq.). 11. All other information regarding the bid responses will be held as confidential until such time as the County Selection Committee has completed their evaluation and, or if, an award has been made. Bidders will receive mailed award/non-award notification(s), which will include the name of the bidder to be awarded this project. In addition, award information will be posted on the County‟s “Contracting Opportunities” website, mentioned above. 12. Each bid received, with the name of the bidder, shall be entered on a record, and each record with the successful bid indicated thereon shall, after the award of the order or contract, be open to public inspection. L. RESPONSE FORMAT 1. Bid responses are to be straightforward, clear, concise and specific to the information requested. 2. In order for bids to be considered complete, Bidder must provide all information requested. See Exhibit M, Response Content and Submittals, Completeness Checklist. Page 18 of 34 Specifications, Terms & Conditions for Learning Management System M. EVALUATION CRITERIA / SELECTION COMMITTEE All proposals will be evaluated by a County Selection Committee (CSC). The County Selection Committee may be composed of County staff and other parties that may have expertise or experience in providing, installing and configuring learning management systems for governmental entities which are of a similar size to that of Alameda County. The CSC will select a contractor in accordance with the evaluation criteria set forth in this RFP. The evaluation of the proposals shall be within the sole judgment and discretion of the CSC. All contact during the evaluation phase shall be through the GSA-Purchasing Department only. Bidders shall neither contact nor lobby evaluators during the evaluation process. Attempts by Bidder to contact and/or influence members of the CSC may result in disqualification of Bidder. The CSC will evaluate each proposal meeting the qualification requirements set forth in this RFP. Bidders should bear in mind that any proposal that is unrealistic in terms of the technical or schedule commitments, or unrealistically high or low in cost, will be deemed reflective of an inherent lack of technical competence or indicative of a failure to comprehend the complexity and risk of the County‟s requirements as set forth in this RFP. Bidders are advised that in the evaluation of cost it will be assumed that the unit price quoted is correct in the case of a discrepancy between the unit price and an extension. As a result of this RFP, the County intends to award a contract to the responsible bidder whose response conforms to the RFP and whose bid presents the greatest value to the County, all evaluation criteria considered. The combined weight of the evaluation criteria is greater in importance than cost in determining the greatest value to the County. The goal is to award a contract to the bidder that proposes the County the best quality as determined by the combined weight of the evaluation criteria. The County may award a contract of higher qualitative competence over the lowest priced response. The basic information that each section should contain is specified below, these specifications should be considered as minimum requirements. Much of the material needed to present a comprehensive proposal can be placed into one of the sections listed. However, other criteria may be added to further support the evaluation process whenever such additional criteria are deemed appropriate in considering the nature of the goods and/or services being solicited. Each of the following Evaluation Criteria below will be used in ranking and determining the quality of bidders‟ proposals. Proposals will be evaluated according to each Evaluation Criteria, and scored on a five-point scale. The scores for all the Evaluation Criteria will then be added according to their assigned weight (below) to arrive at a Page 19 of 34 Specifications, Terms & Conditions for Learning Management System weighted score for each proposal. A proposal with a high weighted total will be deemed of higher quality than a proposal with a lesser-weighted total. The final maximum score for any project is five hundred fifty (550) points including local and small and local or emerging and local preference points. The evaluation process includes a two-stage approach, the initial evaluation of the written proposal and preliminary scoring to develop a short list of the top five (5) bidders that will continue to the final stage of vendor presentation, interviews and reference checks. The preliminary scoring will be the total points excluding points allocated to references and oral presentation and interviews. All bidders will be notified of the preliminary score in the most expeditious manner (by e-mail or fax). Only the bidders meeting the short list criteria will proceed to the next stage. All other bidders will be deemed eliminated from the process. The zero to five-point scale range is defined as follows: Non-responsive, fails to meet RFP specification. The approach has no probability of success. If a mandatory 0 Not Acceptable requirement this score will result in disqualification of proposal. Below average, falls short of expectations, is substandard to 1 Poor that which is the average or expected norm, has a low probability of success in achieving objectives per RFP. Has a reasonable probability of success, however, some 2 Fair objectives may not be met. Acceptable, achieves all objectives in a reasonable fashion per RFP specification. This will be the baseline score for each 3 Average item with adjustments based on interpretation of proposal by Evaluation Committee members. Above Very good probability of success, better than that which is 4 average or expected as the norm. Achieves all objectives per Average/Good RFP requirements and expectations. Exceeds expectations, very innovative, clearly superior to that Excellent/Excep which is average or expected as the norm. Excellent 5 tional probability of success and in achieving all objectives and meeting RFP specification. Page 20 of 34 Specifications, Terms & Conditions for Learning Management System The Evaluation Criteria and their respective weights are as follows: Evaluation Criteria Weight A. Completeness of Response: Responses to this RFP must be complete. Responses that do not include the proposal content requirements identified within this RFP and subsequent Addenda and do not address each of the items listed below will be considered incomplete, be rated a Fail in the Evaluation Criteria and will receive no further consideration. Responses that are rated a Fail and are not considered may be picked up at the delivery location within 14 calendar days of contract award and/or the completion of the competitive process. Pass/Fail B. Financial Stability (See RFP Exhibit M, Section N) Pass/Fail C. Debarment and Suspension: Bidders, its principal and named subcontractors are not identified on the list of Federally debarred, suspended or other excluded parties located at www.epls.gov. Pass/Fail D. Technical Criteria: Bidder‟s responses to section E, Specific Requirements and Exhibit O – System Functionalities Checklist, will be used to score the Technical Criteria category. In each area described below, an evaluation will be made of the probability of success of and risks associated with, the proposal response: 1. System Design - A comparison will be made of the proposed LMS systems. Credit will be given for features of the proposed design that offer enhanced utility, ease of use or ease of integration and effectiveness with existing equipment and systems. 2. Software Design and Development - The evaluation will compare the proposed software capabilities with the requirements of this RFP and systems‟ functionalities, interface with PeopleSoft/Oracle for personnel data, data conversion, and ability to meet needs at both department and countywide levels in multiple learning centers. 3. Life-Cycle Support - An assessment will be made of the scope and extent of resources required to operate and maintain the proposed system. 4. Ancillary Services - A comparison will be made of the proposed services with the requirements of this RFP. Credit will be given for convenience, responsiveness and technical expertise. 15 Points Page 21 of 34 Specifications, Terms & Conditions for Learning Management System E. Cost: The points for Cost will be computed by dividing the amount of the lowest responsive bid received by each bidder‟s total proposed cost. While not reflected in the Cost evaluation points, an evaluation may also be made of (a) reasonableness (i.e., does the proposed pricing accurately reflect the bidder‟s effort to meet requirements and objectives?); (b) realism (i.e., is the proposed cost appropriate to the nature of the products and services to be provided?); and (c) affordability (i.e., the ability of the County to finance the equipment/ system and services). Consideration of price in terms of overall affordability may be controlling in circumstances where two or more proposals are otherwise adjudged to be equal, or when a superior proposal is at a price that the County cannot afford. 20 Points F. Methodology & Implementation Plan: Please refer to Section E, Specific Requirements, item number 7. An evaluation will be made of the likelihood that Bidder‟s implementation plan will meet the County‟s needs. Credit will be given for the bidders comprehensive implementation plan including identification and planning for mitigation of risks which Bidder believes may adversely affect any portion of the County‟s system integration. Proposals will be evaluated against the RFP specifications and the questions below: - Does the methodology depict a logical approach to fulfilling the requirements of the RFP? - Does the methodology match and contribute to achieving the objectives set out in the RFP? - Does the methodology interface with the County‟s time schedule? 10 Points G. Relevant Experience: Proposals will be evaluated against the RFP specifications and the questions below: - Does the bidder have experience providing systems as described in this RFP to organizations of a similar size and structure to that of Alameda County? - Does staffing and background of bidder demonstrate ability to service the work the project requires? - How extensive is the applicable education and experience of the personnel designated to work on the project? - Have they worked with comparable organizations? 10 Points Page 22 of 34 Specifications, Terms & Conditions for Learning Management System H. References (See RFP Exhibit D-1 and D-2): Reference check points will not be not included in the preliminary short list scores. Reference checks shall only be performed on the vendors who score high enough to be placed on the short list. 10 Points J. Oral Presentation (with demonstration of software) and Interview: Following the evaluation of written proposals, the five bidders receiving the highest preliminary scores and at least 200 or points will be invited to an oral presentation and interview. The oral presentation with a system demo by each bidder shall not exceed ninety (90) minutes in length. Each presentation must include a demonstration of the software‟s key functions (areas of demo will be designated and communicated to finalists prior to presentation date). The oral interview will consist of standard questions asked of each of the bidders and specific questions regarding the specific proposal. The proposals may then be re-evaluated and re-scored based on the oral presentation and interview. 20 Points L. Understanding of the Project, Exhibit O: Proposals will be evaluated against the Vendors Responses to Exhibit O – System Functionalities Checklist and the questions below: - Has proposer demonstrated a thorough understanding of the purpose and scope of the project? - How well has the proposer identified pertinent issues and potential problems related to the project? - Has the proposer demonstrated that it understands the deliverables the County expects it to provide? 15 Points Local Preference Five Percent (5%) Small and Local or Emerging and Local Preference Five Percent (5%) N. CONTRACT EVALUATION AND ASSESSMENT During the initial sixty (60) day period of any contract, which may be awarded to Contractor, the CSC and/or other persons designated by the County, will meet with the Contractor to evaluate the equipment/system performance and to identify any issues or potential problems. The County reserves the right to determine, at its sole discretion, (a) whether Contractor has complied with all terms of this RFP and (b) whether any problems or potential problems with the proposed equipment/system were evidenced which make it unlikely Page 23 of 34 Specifications, Terms & Conditions for Learning Management System (even with possible modifications) that such proposed equipment/system have met the County requirements. If, as a result of such determination the County concludes that it is not satisfied with Contractor, Contractor‟s performance under any awarded contract and/or Contractor‟s goods and/or services as contracted for therein, the Contractor will be notified of contract termination effective forty-five (45) days following notice. Contractor shall be responsible for the removal of equipment/system and shall return County facilities to their pre-installation state at no charge to the County. The County will have the right to invite the next highest ranked bidder to enter into a contract. The County also reserves the right to re-bid this project if it is determined to be in its best interest to do so. O. NOTICE OF AWARD 1. At the conclusion of the RFP response evaluation process (“Evaluation Process”), all bidders will be notified in writing by certified mail, return receipt requested, of the contract award recommendation, if any, by GSA – Purchasing. The document providing this notification is the Notice of Award. The Notice of Award will provide the following information: The name of the bidder being recommended for contract award; The names of all other bidders; and, In summary form [Bid numbers, evaluation points for each bidder] 2. At the conclusion of the RFP process, debriefings for unsuccessful bidders will be scheduled and provided upon written request and will be restricted to discussion of the unsuccessful offeror’s bid with the Buyer. a. Under no circumstances will any discussion be conducted with regard to contract negotiations with the successful bidder, etc. b. Debriefing may include review of successful bidder’s proposal. P. BID PROTEST / APPEALS PROCESS GSA-Purchasing prides itself on the establishment of fair and competitive contracting procedures and the commitment made to following those procedures. The following is provided in the event that bidders wish to protest the bid process or appeal the recommendation to award a contract for this project once the Notices of Award/Non- Award have been issued. 1. Any bid protest must be submitted in writing to the Deputy Director of GSA, 1401 Lakeside Drive, Suite 907, Oakland, CA 94612. The bid protest must be submitted before 5:00 p.m. of the tenth (10th) business day following the date of the Notice of Award. Page 24 of 34 Specifications, Terms & Conditions for Learning Management System a. The bid protest must contain a complete statement of the basis for the protest. b. The protest must include the name, address and telephone number of the person representing the protesting party. c. The party filing the protest must concurrently transmit a copy of the protest and any attached documentation to all other parties with a direct financial interest which may be adversely affected by the outcome of the protest. At a minimum, those parties listed in the Notices of Award/Non-Award shall be notified of such protest and the specific grounds therefore. d. The procedure and time limits are mandatory and are the Bidder’s sole and exclusive remedy in the event of Bid Protest. 2. Bidder‟s failure to comply with these procedures shall constitute a waiver of any right to further pursue the Bid Protest, including filing a Government Code claim or legal proceedings. 3. Upon receipt of written protest/appeal Deputy Director, GSA will review and provide an opportunity to settle the protest/appeal by mutual agreement, will schedule a meeting to discuss or issue a written response to advise an appeal/protest decision within five (5) working days of review date. a. Responses will be issued and/or discussed at least five (5) days prior to Board hearing date. b. Responses will inform the bidder whether or not the recommendation to the Board is going to change. 4. The decision of the Deputy Director, GSA may be appealed to the Auditor- Controller‟s Office of Contract Compliance (OCC) located at 1221 Oak St., Rm. 249, Oakland, CA 94612, Fax: (510) 272-6502. All appeals to the Auditor- Controller‟s OCC shall be in writing and submitted within five (5) calendar days of notification of decision by the Deputy Director, GSA-Purchasing. 5. The decision of the Auditor-Controller‟s OCC is the final step of the appeal process. Page 25 of 34 Specifications, Terms & Conditions for Learning Management System IV. TERMS AND CONDITIONS Q. TERM / TERMINATION / RENEWAL 1. The term of the contract, which may be awarded pursuant to this RFP, will be two (2) years. 2. By mutual agreement, any contract which may be awarded pursuant to this RFP, may be extended for three (3) additional one year terms at agreed prices with all other terms and conditions remaining the same. R. BRAND NAMES AND APPROVED EQUIVALENTS 1. Any references to manufacturers, trade names, brand names and/or catalog numbers are intended to be descriptive, but not restrictive, unless otherwise stated, and are intended to indicate the quality level desired. Bidders may offer any equivalent product that meets or exceeds the specifications. Bids based on equivalent products must: a. Clearly describe the alternate offered and indicate how it differs from the product specified; and, b. Include complete descriptive literature and/or specifications as proof that the proposed alternate will be equal to or better than the product named in this bid. 2. The County reserves the right to be the sole judge of what is equal and acceptable and may require Bidder to provide additional information and/or samples. 3. If Bidder does not specify otherwise, it is understood that the referenced brand will be supplied. S. QUANTITIES Quantities listed herein are annual estimates based on past usage, etc. and are not to be construed as a commitment. No minimum or maximum is guaranteed or implied. T. PRICING 1. All pricing as quoted will remain firm for the term of any contract that may be awarded as a result of this RFP. 2. Unless otherwise stated, Bidder agrees that, in the event of a price decline, the benefit of such lower price shall be extended to the County. Page 26 of 34 Specifications, Terms & Conditions for Learning Management System 3. All prices are to be F.O.B. destination. Any freight/delivery charges are to be included. 4. Any price increases or decreases for subsequent contract terms may be negotiated between Contractor and County only after completion of the initial term. 5. The prices quoted shall be the total cost the County will pay for this project including taxes and all other charges. 6. All prices quoted shall be in United States dollars and "whole cent," no cent fractions shall be used. There are no exceptions. 7. Price quotes shall include any and all payment incentives available to the County. 8. Bidders are advised that in the evaluation of cost, if applicable, it will be assumed that the unit price quoted is correct in the case of a discrepancy between the unit price and an extension. 9. Federal and State minimum wage laws apply. The County has no requirements for living wages. The County is not imposing any additional requirements regarding wages. 10. Prevailing Wages: Pursuant to Labor Code Sections 1770 et seq., Contractor shall pay to persons performing labor in and about Work provided for in Contract not less than the general prevailing rate of per diem wages for work of a similar character in the locality in which the Work is performed, and not less than the general prevailing rate of per diem wages for legal holiday and overtime work in said locality, which per diem wages shall not be less than the stipulated rates contained in a schedule thereof which has been ascertained and determined by the Director of the State Department of Industrial Relations to be the general prevailing rate of per diem wages for each craft or type of workman or mechanic needed to execute this contract. U. AWARD 1. Proposals will be evaluated by a committee and will be ranked in accordance with the RFP section entitled “Evaluation Criteria/Selection Committee.” 2. The committee will recommend award to the bidder who, in its opinion, has submitted the proposal that best serves the overall interests of the County and attains the highest overall point score. Award may not necessarily be made to the bidder with the lowest price. Page 27 of 34 Specifications, Terms & Conditions for Learning Management System 3. The County reserves the right to reject any or all responses that materially differ from any terms contained herein or from any Exhibits attached hereto and to waive informalities and minor irregularities in responses received. 4. The County reserves the right to award to a single or multiple contractors. 5. The County has the right to decline to award this contract or any part thereof for any reason. 6. Board approval to award a contract is required. 7. Contractor shall sign an acceptance of award letter prior to Board approval. A Standard Agreement contract must be signed following Board approval. 8. Final Standard Agreement terms and conditions will be negotiated with the selected bidder. 9. The RFP specifications, terms, conditions and Exhibits, RFP Addenda and Bidder‟s proposal, may be incorporated into and made a part of any contract that may be awarded as a result of this RFP. V. METHOD OF ORDERING 1. A written PO and signed Standard Agreement contract will be issued upon Board approval. 2. POs and Standard Agreements will be faxed, transmitted electronically or mailed and shall be the only authorization for the Contractor to place an order. 3. POs and payments for products and/or services will be issued only in the name of Contractor. 4. Contractor shall adapt to changes to the method of ordering procedures as required by the County during the term of the contract. 5. Change orders shall be agreed upon by Contractor and County and issued as needed in writing by County. W. INVOICING 1. Contractor shall invoice the requesting department, unless otherwise advised, upon satisfactory receipt of product and/or performance of services. Page 28 of 34 Specifications, Terms & Conditions for Learning Management System 2. Payment will be made within thirty (30) days following receipt of invoice and upon complete satisfactory receipt of product and performance of services. 3. County shall notify Contractor of any adjustments required to invoice. 4. Invoices shall contain County PO number, invoice number, remit to address and itemized products and/or services description and price as quoted and shall be accompanied by acceptable proof of delivery. 5. Contractor shall utilize standardized invoice upon request. 6. Invoices shall only be issued by the Contractor who is awarded a contract. 7. Payments will be issued to and invoices must be received from the same Contractor whose name is specified on the POs. X. COUNTY PROVISIONS 1. Preference for Local Products and Vendors: A five percent (5%) preference shall be granted to Alameda County products or Alameda County vendors on all sealed bids on contracts except with respect to those contracts which state law requires be granted to the lowest responsible bidder. An Alameda County vendor is a firm or dealer with fixed offices and having a street address within the County for at least six (6) months prior to the issue date of this RFP; and which holds a valid business license issued by the County or a city within the County. Alameda County products are those which are grown, mined, fabricated, manufactured, processed or produced within the County. Locality must be maintained for the term of the contract. Evidence of locality shall be provided immediately upon request and at any time during the term of any contract that may be awarded to Contractor pursuant to this RFP. 2. Small and Emerging Locally Owned Business: A small business for purposes of this RFP is defined by the United States Small Business Administration as having no more than $25,000,000 in average annual gross receipts over the last three (3) years. An emerging business, as defined by the County, is one having annual gross receipts of less than one-half (1/2) of the above amount and has been in business less than five (5) years. In order to participate herein, the small or emerging business must also satisfy the locality requirements and be certified by the County as a Small or Emerging, local business. A certification application package (consisting of Instructions, Application and Renewal Application) has been attached hereto as Exhibit E and must be completed and returned by a qualifying contractor. Page 29 of 34 Specifications, Terms & Conditions for Learning Management System A locally owned business, for purposes of satisfying the locality requirements of this provision, is a firm or dealer with fixed offices and having a street address within the County for at least six (6) months prior to the issue date of this RFP; and which holds a valid business license issued by the County or a city within the County. The County is vitally interested in promoting the growth of small and emerging local businesses by means of increasing the participation of these businesses in the County‟s purchase of goods and services. As a result of the County‟s commitment to advance the economic opportunities of these businesses the following provisions shall apply to this RFP: a. If Bidder is certified by the County as either a small and local or an emerging and local business, the County will provide a five percent (5%) bid preference, in addition to that set forth in paragraph 1., above, for a total bid preference of ten percent (10%). However, a bid preference cannot override a State law, which requires the granting of an award to the lowest responsible bidder. b. Bidders not meeting the small or emerging local business requirements set forth above do not qualify for a bid preference and must subcontract with one or more County certified small and/or emerging local businesses for at least twenty percent (20%) of Bidder‟s total bid amount in order to be considered for the contract award. Bidder, in its bid response, must submit written documentation evidencing a firm contractual commitment to meeting this minimum local participation requirement. Participation of a small and/or emerging local business must be maintained for the term of any contract resulting from this RFP. Evidence of participation shall be provided immediately upon request at any time during the term of such contract. The County reserves the right to waive these small/emerging local business participation requirements in this RFP, if the additional estimated cost to the County, which may result from inclusion of these requirements, exceeds five percent (5%) of the total estimated contract amount or Ten Thousand Dollars ($10,000), whichever is less. The following entities are exempt from the Small and Emerging Local Business (SLEB) requirements as described above and are not required to subcontract with a SLEB. If you apply and are certified as a SLEB, you will receive a 5% SLEB bid preference: non-profit community based organizations (CBO); non-profit churches or non-profit religious organizations (NPO); public schools; and universities; and Page 30 of 34 Specifications, Terms & Conditions for Learning Management System government agencies Non-profits must provide proof of their tax exempt status. These are defined as organizations that are certified by the U.S. Internal Revenue Service as 501(c) 3. If additional information is needed regarding this requirement, please contact the Auditor-Controller‟s Office of Contract Compliance (OCC) located at 1221 Oak St., Rm. 249, Oakland, CA 94612 at Tel: (510) 891-5500, Fax: (510) 272-6502 or via E-mail at ACSLEBcompliance@acgov.org. 3. First Source Program: The First Source Program has been developed to create a public/private partnership that links CalWORKs job seekers, unemployed and under employed County residents to sustainable employment through the County‟s relationships/connections with business, including contracts that have been awarded through the competitive process, and economic development activity in the County. Welfare reform policies and the new Workforce Investment Act requires that the County do a better job of connecting historically disconnected potential workers to employers. The First Source program will allow the County to create and sustain these connections. Vendors awarded contracts for goods and services in excess of One Hundred Thousand Dollars ($100,000) as a result of any subsequently issued RFP are to allow Alameda County ten (10) working days to refer potential candidates to vendor to be considered by Vendor to fill any new or vacant positions that are necessary to fulfill their contractual obligations to the County, that Vendor has available during the life of the contract before advertising to the general public. Potential candidates referred by County to Vendor will be pre-screened, qualified applicants based on vendor specifications. Vendor agrees to use its best efforts to fill its employment vacancies with candidates referred by County, but the final decision of whether or not to offer employment, and the terms and conditions thereof, rest solely within the discretion of the Vendor. Bidders are required to complete, sign and submit in their bid response, the First Source Agreement that has been attached hereto as Exhibit H, whereby they agree to notify the First Source Program of job openings prior to advertising elsewhere (ten day window) in the event that they are awarded a contract as a result of this RFP. Exhibit H will be completed and signed by County upon contract award and made a part of the final contract document. If compliance with the First Source Program will interfere with Contractor‟s pre- existing labor agreements, recruiting practices, or will otherwise obstruct the Contractor‟s ability to carry out the terms of the contract, the Contractor will provide to the County a written justification of non-compliance. Page 31 of 34 Specifications, Terms & Conditions for Learning Management System If additional information is needed regarding this requirement, please contact the Auditor- Controller‟s Office of Contract Compliance (OCC) located at 1221 Oak St., Rm. 249, Oakland, CA 94612 at Tel: (510) 891-5500, Fax: (510) 272-6502 or via E-mail at ACSLEBcompliance@acgov.org. Y. ONLINE CONTRACT COMPLIANCE SYSTEM As part of the Alameda County General Services Agency‟s commitment to assist contractors to conveniently comply with legal and contractual requirements, the County has established an online Contract Compliance System. The system was designed to help reduce contractors‟ administrative costs and to provide various work-flow automation features that improve the project reporting process. The Alameda County Contract Compliance System will be implemented to monitor contract compliance for County contracts through the use of a new interactive website, Elation Systems. The prime contractor and all participating subcontractors awarded contracts as a result of this bid process for this project, are required to use the secure web- based system to submit SLEB Program information including, but not limited to, monthly progress payment reports and other information related to SLEB participation. The Alameda County Contract Compliance System has been designed to provide online functionality that streamlines the process, reduces paperwork and assists contractors and subcontractors in complying with the County‟s SLEB Program and its reporting requirements. Utilizing the Alameda County Contract Compliance System will reduce the amount of time currently required to submit hard copy documentation regarding contract compliance information and is provided for use by County contractors and subcontractors at no cost. Procedural differences between the previous conventional reporting and the new web- based system include: Monthly progress payment status reports will be submitted via the web-based system. Paper copies will no longer be required. Contractor will be required to enter data for payments made and subcontractors will be required to enter data for payments received into the web-based system. Alameda County Contract Compliance System training and ongoing support are provided at no charge to contractors and participating sub-contractors awarded a contract as a result of this bid process for this project. Contractors having contracts with the County should schedule a representative from their office/company, along with each of their subcontractors, to attend training. Training sessions are approximately one hour and will be held periodically in a number of locations throughout Alameda County. Page 32 of 34 Specifications, Terms & Conditions for Learning Management System Upon award of contract, please view the training schedule http://www.elationsys.com/elationsys/support_1.htm or call Elation Systems at (510) 764-1870. A special access code will be provided to contractors and subcontractors participating in any contract awarded as a result of this bid process to allow use of the System free of charge. It is the Contractor‟s responsibility to ensure that they and their subcontractors are registered and trained as required to utilize the Alameda County Contract Compliance System. Please contact the Auditor-Controller‟s Office of Contract Compliance (OCC) located at 1221 Oak St., Rm. 249, Oakland, CA 94612 at Tel: (510) 891-5500, Fax: (510) 272- 6502 or via E-mail at ACSLEBcompliance@acgov.org if you have any other questions regarding utilization of the Alameda County Contract Compliance System. Z. COMPLIANCE INFORMATION AND RECORDS As needed and upon request, for the purposes of determining compliance with the SLEB Program, the Contractor shall provide the County with access to all records and documents that relate to SLEB participation and/or certification. Proprietary information will be safeguarded. All subcontractor submittals must be through the prime contractor. AA. ACCOUNT MANAGER/SUPPORT STAFF 1. Contractor shall provide a dedicated competent account manager who shall be responsible for the County account/contract. The account manager shall receive all orders from the County and shall be the primary contact for all issues regarding Bidder‟s response to this RFP and any contract which may arise pursuant to this RFP. 2. Contractor shall also provide adequate, competent support staff that shall be able to service the County during normal working hours, Monday through Friday. Such representative(s) shall be knowledgeable about the contract, products offered and able to identify and resolve quickly any issues including but not limited to order and invoicing problems. 3. Contractor account manager shall be familiar with County requirements and standards and work with the Alameda County Conference Center staff to ensure that established standards are adhered to. BB. GENERAL REQUIREMENTS 1. Proper conduct is expected of Contractor‟s personnel when on County premises. This includes adhering to no-smoking ordinances, the drug-free work place policy, not using alcoholic beverages and treating employees courteously. Page 33 of 34 Specifications, Terms & Conditions for Learning Management System 2. County has the right to request removal of any Contractor employee or subcontractor who does not properly conduct himself/herself/itself or perform quality work. 3. Contractor personnel shall be easily identifiable as non-County employees (i.e. work uniforms, badges, etc.). Page 34 of 34 COUNTY OF ALAMEDA EXHIBIT A – BID ACKNOWLEDGEMENT RFP No. 900692 for Learning Management System The County of Alameda is soliciting bids from qualified vendors to furnish its requirements per the specifications, terms and conditions contained in the above referenced RFP number. This Bid Acknowledgement must be completed, signed by a responsible officer or employee, dated and submitted with the bid response. Obligations assumed by such signature must be fulfilled. 1. Preparation of bids: (a) All prices and notations must be printed in ink or typewritten. No erasures permitted. Errors may be crossed out and corrections printed in ink or typewritten adjacent and must be initialed in ink by person signing bid. (b) Quote price as specified in RFP. No alterations or changes or any kind shall be permitted to Exhibit B, Bid Form. Responses that do not comply shall be subject to rejection in total. 2. Failure to bid: If you are not submitting a bid but want to remain on the mailing list and receive future bids, complete, sign and return this Bid Acknowledgement and state the reason you are not bidding. 3. Taxes and freight charges: (a) Unless otherwise required and specified in the RFP, the prices quoted herein do not include Sales, Use or other taxes. (b) No charge for delivery, drayage, express, parcel post packing, cartage, insurance, license fees, permits, costs of bonds, or for any other purpose, except taxes legally payable by County, will be paid by the County unless expressly included and itemized in the bid. (c) Amount paid for transportation of property to the County of Alameda is exempt from Federal Transportation Tax. An exemption certificate is not required where the shipping papers show the consignee as Alameda County, as such papers may be accepted by the carrier as proof of the exempt character of the shipment. (d) Articles sold to the County of Alameda are exempt from certain Federal excise taxes. The County will furnish an exemption certificate. 4. Award: (a) Unless otherwise specified by the bidder or the RFP gives notice of an all-or-none award, the County may accept any item or group of items of any bid. (b) Bids are subject to acceptance at any time within thirty (30) days of opening, unless otherwise specified in the RFP. (c) A valid, written purchase order mailed, or otherwise furnished, to the successful bidder within the time for acceptance specified results in a binding contract without further action by either party. The contract shall be interpreted, construed and given effect in all respects according to the laws of the State of California. 5. Patent indemnity: Vendors who do business with the County shall hold the County of Alameda, its officers, agents and employees, harmless from liability of an nature or kind, including cost and expenses, for infringement or use of any patent, copyright or other proprietary right, secret process, patented or unpatented invention, article or appliance furnished or used in connection with the contract or purchase order. 6. Samples: Samples of items, when required, shall be furnished free of expense to the County and if not destroyed by test may upon request (made when the sample is furnished), be returned at the bidder‟s expense. 7. Rights and remedies of County for default: (a) In the event any item furnished by vendor in the performance of the contract or purchase order should fail to conform to the specifications therefore or to the sample submitted by vendor with its bid, the County may reject the same, and it shall thereupon become the duty of vendor to reclaim and remove the same forthwith, without expense to the County, and immediately to replace all such rejected items with others conforming to such specifications or samples; provided that should vendor fail, neglect or refuse so to do the County shall thereupon have the right purchase in the open market, in lieu thereof, a corresponding quantity of any such items and to deduct from any moneys due or that may there after come due to vendor the difference between the prices named in the contract or purchase order and the actual cost thereof to the County. In the event that vendor fails to make prompt delivery as specified for any item, the same conditions as to the rights of the County to purchase in the open market and to reimbursement set forth above shall apply, except when delivery is delayed by fire, strike, freight embargo, or Act of God or the government. (b)Cost of inspection or deliveries or offers for delivery, which do not meet specifications, will be borne by the vendor. (c) The rights and remedies of the County provided above shall not be exclusive and are in addition to any other rights and remedies provided by law or under the contract. 8. Discounts: (a) Terms of less than ten (10) days for cash discount will considered as net. (b) In connection with any discount offered, time will be computed from date of complete, satisfactory delivery of the supplies, equipment or services specified in the RFP, or from date correct invoices are received by the County at the billing address specified, if the latter date is later than the date of delivery. Payment is deemed to be made, for the purpose of earning the discount, on the date of mailing the County warrant check. 9. California Government Code Section 4552: In submitting a bid to a public purchasing body, the bidder offers and agrees that if the bid is accepted, it will assign to the purchasing body all rights, title, and interest in and to all causes of action it may have under Section 4 of the Clayton Act (15 U.S.C. Sec. 15) or under the Cartwright Act (Chapter 2, commencing with Section 16700, of Part 2 of Division 7 of the Business and Professions Code), arising from purchases of goods, materials, or services by the bidder for sale to the purchasing body pursuant to the bid. Such assignment shall be made and become effective at the time the purchasing body tenders final payment to the bidder. 10. No guarantee or warranty: The County of Alameda makes no guarantee or warranty as to the condition, completeness or safety of any material or equipment that may be traded in on this order. THE undersigned acknowledges receipt of above referenced RFP and/or Addenda and offers and agrees to furnish the articles and/or services specified on behalf of the vendor indicated below, in accordance with the specifications, terms and conditions of this RFP and Bid Acknowledgement. Firm: Address: State/Zip What advertising source(s) made you aware of this RFP? By:_______________ ________________________________________________ Date____________ Phone_____________________ Printed Name Signed Above:_______________________________________________________________________________________ Title:__________________________________________________________________________________________________________ EXHIBIT B COUNTY OF ALAMEDA RFP No. 900410 For LEARNING MANAGEMENT SYSTEM (LMS) BID FORM All costs shall be submitted on Exhibit B as is. No alterations or changes of any kind are permitted. Bid responses that do not comply will be subject to rejection in total. The cost quoted below in the Total Cost box shall be FOB and include all taxes and other charges and is the total cost the County will pay for the term of any contract that is a result of this bid. ESTIMATED QUANTITY EXTENDED COST UNIT OF (number of units to complete the UNIT COST (Estimated Quantity DESCRIPTION MEASURE project specified in this RFP) multiplied by Unit Cost) LMS, web hosted, software as service option (total price for a Each One (1) Complete System for complete system including all hardware, software and installation necessary use by 2000 individuals to meet the specifications and functionalities described in this RFP). LMS, web hosted, software as service option (total price for a Each One (1) Complete System for complete system including all hardware, software and installation necessary use by 9000 individuals to meet the specifications and functionalities described in this RFP). LMS, purchase option, application on County servers (total price for Each One (1) Complete System a complete system including all hardware, software and installation necessary to meet the specifications and functionalities described in this RFP). Design and Installation-Hourly Labor Rate (in the “Estimate Hourly Rate 200 Quantity” box, vendor is to estimate the number of hours necessary to complete the project as described in this RFP). Testing, Optimization and Training-Hourly Labor Rate (in Hourly Rate 100 the “Estimate Quantity” box, vendor is to estimate the number of hours necessary to complete the project as described in this RFP). SUB TOTAL 9.75% SALES TAX TOTAL COST Exhibit B Page 1of 2 Initials____________ In the blank space provided below, please state pricing of any options which you believe may be of future use/interest to the County with regard to this contract such as add-on modules, upgrade features etc. Use further sheets as necessary in order to add line items to this section. The pricing and rates quoted below will not be calculated into costs for purposes of bid evaluation, but shall be valid throughout the term of the contract DESCRIPTION UNIT OF MEASURE UNIT COST Hourly Rate for System Customization (after initial installation and optimization). Hourly Rate Bidder agrees that the price(s) quoted are the maximum they will charge during the term of any contract awarded. FIRM: ____________________________SIGNATURE:________________DATE:_______ PRINTED NAME: _____________________TITLE:________________________________ Exhibit B Page 2of 2 Initials____________ EXHIBIT C COUNTY OF ALAMEDA MINIMUM INSURANCE REQUIREMENTS Without limiting any other obligation or liability under this Agreement, the Contractor, at its sole cost and expense, shall secure and keep in force during the entire term of the Agreement or longer, as may be specified below, the following insurance coverage, limits and endorsements: TYPE OF INSURANCE COVERAGES MINIMUM LIMITS A Commercial General Liability $1,000,000 per occurrence (CSL) Premises Liability; Products and Completed Operations; Contractual Liability; Bodily Injury and Property Damage Personal Injury and Advertising Liability B Commercial or Business Automobile Liability $1,000,000 per occurrence (CSL) All owned vehicles, hired or leased vehicles, non-owned, borrowed and Any Auto permissive uses. Personal Automobile Liability is acceptable for individual Bodily Injury and Property Damage contractors with no transportation or hauling related activities C Workers’ Compensation (WC) and Employers Liability (EL) WC: Statutory Limits Required for all contractors with employees EL: $100,000 per accident for bodily injury or disease D Professional Liability/Errors & Omissions $1,000,000 per occurrence Includes endorsements of contractual liability $2,000,000 project aggregate E Endorsements and Conditions: 1. ADDITIONAL INSURED: All insurance required above with the exception of Professional Liability, Personal Automobile Liability, Workers’ Compensation and Employers Liability, shall be endorsed to name as additional insured: County of Alameda, its Board of Supervisors, the individual members thereof, and all County officers, agents, employees and representatives. 2. DURATION OF COVERAGE: All required insurance shall be maintained during the entire term of the Agreement with the following exception: Insurance policies and coverage(s) written on a claims-made basis shall be maintained during the entire term of the Agreement and until 3 years following termination and acceptance of all work provided under the Agreement, with the retroactive date of said insurance (as may be applicable) concurrent with the commencement of activities pursuant to this Agreement. 3. REDUCTION OR LIMIT OF OBLIGATION: All insurance policies shall be primary insurance to any insurance available to the Indemnified Parties and Additional Insured(s). Pursuant to the provisions of this Agreement, insurance effected or procured by the Contractor shall not reduce or limit Contractor’s contractual obligation to indemnify and defend the Indemnified Parties. 4. INSURER FINANCIAL RATING: Insurance shall be maintained through an insurer with a minimum A.M. Best Rating of A- or better, with deductible amounts acceptable to the County. Acceptance of Contractor’s insurance by County shall not relieve or decrease the liability of Contractor hereunder. Any deductible or self-insured retention amount or other similar obligation under the policies shall be the sole responsibility of the Contractor. Any deductible or self-insured retention amount or other similar obligation under the policies shall be the sole responsibility of the Contractor. 5. SUBCONTRACTORS: Contractor shall include all subcontractors as an insured (covered party) under its policies or shall furnish separate certificates and endorsements for each subcontractor. All coverages for subcontractors shall be subject to all of the requirements stated herein. 6. JOINT VENTURES: If Contractor is an association, partnership or other joint business venture, required insurance shall be provided by any one of the following methods: – Separate insurance policies issued for each individual entity, with each entity included as a “Named Insured (covered party), or at minimum named as an “Additional Insured” on the other’s policies. – Joint insurance program with the association, partnership or other joint business venture included as a “Named Insured. 7. CANCELLATION OF INSURANCE: All required insurance shall be endorsed to provide thirty (30) days advance written notice to the County of cancellation. 8. CERTIFICATE OF INSURANCE: Before commencing operations under this Agreement, Contractor shall provide Certificate(s) of Insurance and applicable insurance endorsements, in form and satisfactory to County, evidencing that all required insurance coverage is in effect. The County reserves the rights to require the Contractor to provide complete, certified copies of all required insurance policies. The require certificate(s) and endorsements must be sent to: - Department/Agency issuing the contract - With a copy to Risk Management Unit (125 – 12th Street, 3rd Floor, Oakland, CA 94607) Exhibit C Page 1of 2 EXHIBIT D-1 COUNTY OF ALAMEDA RFP No. 900692 for LEARNING MANAGEMENT SYSTEM CURRENT REFERENCES Company Name: Address: City, State, Zip Code: Contact Person: Telephone Number: E Mail: Service Provided: Dates/Type of Service: Company Name: Address: City, State, Zip Code: Contact Person: Telephone Number: E Mail: Service Provided: Dates/Type of Service: Company Name: Address: City, State, Zip Code: Contact Person: Telephone Number: E Mail: Service Provided: Dates/Type of Service: Company Name: Address: City, State, Zip Code: Contact Person: Telephone Number: E Mail: Service Provided: Dates/Type of Service: Company Name: Address: City, State, Zip Code: Contact Person: Telephone Number: E Mail: Service Provided: Dates/Type of Service: Company Name: Exhibit D Page 1 of 2 EXHIBIT D-2 COUNTY OF ALAMEDA RFP No. 900692 for LEARNING MANAGEMENT SYSTEM FORMER REFERENCES Company Name: Address: City, State, Zip Code: Contact Person: Telephone Number: E Mail: Service Provided: Dates/Type of Service: Company Name: Address: City, State, Zip Code: Contact Person: Telephone Number: E Mail: Service Provided: Dates/Type of Service: Company Name: Address: City, State, Zip Code: Contact Person: Telephone Number: E Mail: Service Provided: Dates/Type of Service: Company Name: Address: City, State, Zip Code: Contact Person: Telephone Number: E Mail: Service Provided: Dates/Type of Service: Company Name: Address: City, State, Zip Code: Contact Person: Telephone Number: E Mail: Service Provided: Dates/Type of Service: Company Name: Exhibit D Page 2 of 2 Exhibit E Small Local Emerging Business (SLEB) Program new Certification Application RFP No. 900692 for Learning Management System COUNTY OF ALAMEDA SMALL, LOCAL AND EMERGING BUSINESS PROGRAM SLEB CERTIFICATION INSTRUCTIONS 3 Easy Steps 1. Complete the application form Program Definitions Local Business: A business having a fixed office with a street address in Alameda County for a minimum period of 6 months and a valid business license issued by the County or a City within Alameda County Small Business: A business which has been certified by the County as local and meets the U.S. Business Administration (SBA) size standards for its classification. Size standards and classification codes information available at http://www.naics.com/search.htm Emerging Business: A business which has been certified by the County as local and meet less than one half of the U.S. SBA size standards for its classification and has been in business less than 5 years. If you own less than 51% interest in your business, please indicate other owner(s) name(s), title(s) and percentage of ownership. List all current business and professional licenses. If you have been in business for less than three years, please provide your actual gross receipts received for the period that you have been in business. If you have not been in business for a complete tax year, please provide actual gross receipts to date. If any item on the application form is not applicable, please put “N/A” in the designated area. If additional space is needed, please attach additional sheet(s). 2. Please sign* and mail Application to: Alameda County Auditor-Controller Agency Office of Contract Compliance 1221 Oak Street, Room 249 Oakland, CA 94612 *The application form must be signed by the owner, principal partner or authorized officer of the corporation. We will contact you within 10 days to schedule a site visit upon receipt of your application. 3. On-site Visit The following items must be available for our review during the visit to your business address: Signed Federal Tax Returns showing Gross Business Receipts for the last 3 years** Business Licenses Current Identification (i.e. Driver‟s License, Identification Card) Deed, Rental or Lease Agreement showing Business Address **Personal Net Worth Statement (if the business has never filed taxes) If you have questions regarding your certification, please contact: Office of Contract Compliance Tel: (510) 891-5500 Fax: 510-272-6502 or Email: ACSLEBcompliance@acgov.org Thank you for your interest in doing business with Alameda County. Exhibit E Small Local Emerging Business (SLEB) Program new Certification Application RFP No. 900692 for Learning Management System East Bay Interagency Alliance (EBIA) COMMON APPLICATION for LOCAL CERTIFICATION Alameda County – Alameda County Transportation Improvement Authority – City of Oakland – Port of Oakland Submittal Date: _____________ Check Certifying Agency below and click link to download Supplemental: Alameda County – No supplemental required Alameda County Transportation Improvement Authority – Complete Supplemental B City of Oakland – Complete Supplemental C Port of Oakland – Complete Supplemental D All the above The Common Application is a sharing of information between agencies and NOT a reciprocal certification. 1) Contact Information Legal Name of Entity Contact Person (Name & Title) Street Address of Entity (No P.O. Box) City State Zip Code County Telephone Fax # Cell# ( ) ( ) ( ) Email Address Web Site 2) Company Profile Primary Service undertaken/offered: Specialty Service undertaken/offered: Date Entity was established (mm/dd/yr) Does the entity have one or more additional offices outside Date Oakland office was established the city of Oakland, CA? Y N (mm/dd/yr) If yes, list other location(s) Method of Acquisition New Purchased existing Secured concession Federal ID Number: Merger or consolidation Inherited Other (explain) Has this entity operated under a different name during the past five years? Type of Firm Ethnicity Group of owners(s) that own greater than 50% of the Sole Proprietorship business. (for tracking purposes only) Joint Venture African American Hispanic Partnership Asian Native American Corporation Asian Pacific /Hawaiian Multi ethnic ownership Limited Liability Partnership Asian Indian Multi ethnic minority Limited Liability Corporation Caucasian ownership Publicly traded entity Filipino Other ______________ Non-Profit or Church Other ____________________ Gender (for tracking purposes only) Male Female Gross Receipts for the last three recent fiscal years: Year Ended________ Total Receipts $_____________________ Please attach copies of appropriate tax Year Ended________ Total Receipts $_____________________ returns: (e.g. Form 990, Form 1040, Form Year Ended________ Total Receipts $_____________________ 1120, etc) Page 1 of 2 Exhibit E Small Local Emerging Business (SLEB) Program new Certification Application RFP No. 900692 for Learning Management System 2) Company Profile: (Continue) Number of Employees at the local office Seasonal Full Time ____ Permanent Full time ____ Temporary Full Time ____ Seasonal Part Time ____ Temporary Part Time ____ Permanent Part time ____ TOTAL Number of Employees at all locations. Temporary Full Time ____ Seasonal Full Time ____ Permanent Full time ____ Temporary Part Time ____ Seasonal Part Time ____ Permanent Part time ____ 3) Certifications: Expiration Name of Issuing Authority Type Number Date City / County Business Tax Certificate Internal Revenue Service (required) – If your firm is a Non-Profit, submit the Letter of Determination of Not For Profit Status. State of CA /CUCP Certification for DBE/ACDBE firm State of CA /SBA Certification for Small firm Other Certification Other Certification Other Certification 4) Professional Licenses, Permits and/or Certificates (e.g. contractor, architect, engineer, etc. – list all that apply - attach copies. List on a separate page if additional space is needed) Expiration Name of Issuing Authority Type Number Date State of CA Contractor‟s License Board – Contractor‟s License: State of CA Professional Service License or Permit: State of CA Service Provider License or Permit: Other: Other: 5) NAICS Codes: Please review the NAICS1 listing of work codes and indicate below your areas of expertise ranked in order of importance (begin with primary and specialty areas as indicated in the Company Profile section) NAICS Codes can be found at: http://www.naics.com/search.htm & http://www.census.gov/epcd/naics02/. Add separate sheet for additional NAICS codes if needed. NAICS Code Description of Work 6) Additional Information: Are you a Trucking Firm? Yes No Are you a Truck Broker? Yes No Both? Yes No A supplier? Yes No 7) When submitting this application to any of the checked Certification Taskforce members, I consent to the sharing of information contained herein and declare under penalty of perjury that all statements made in the Application are true and correct: Yes No I declare, under penalty or perjury all of the foregoing statements are true and correct. Signature ________________________________________Print Name__________________________________ Date ___________ 1 North American Industry Classification System – www.naics.com Page 2 of 2 EXHIBIT F SMALL LOCAL EMERGING BUSINESS (SLEB) PARTNERING INFORMATION SHEET COUNTY OF ALAMEDA RFP No. 900692 for LEARNING MANAGEMENT SYSTEM In order to meet the small local emerging business (SLEB) requirements of this RFP/Q, all bidders must complete this form as required below. Bidders not meeting the definition of a SLEB (as stated in this RFP/Q County Provisions) are required to subcontract with a SLEB for at least twenty percent (20%) of the total estimated bid amount in order to be considered for contract award. This form must be submitted for each business that bidders will work with, as evidence of a firm contractual commitment to meeting the SLEB participation goal. (Copy this form as needed.) Bidders are encouraged to form a partnership with a SLEB that can participate directly with this contract. One of the benefits of the partnership will be economic, but this partnership will also assist the SLEB to grow and build the capacity to eventually bid as a prime on their own. Once a contract has been awarded, bidders will not be able to substitute named subcontractors without prior written approval from the Auditor-Controller, Office of Contract Compliance (OCC). County departments and the OCC will monitor the contract for compliance with the SLEB requirements. BIDDER IS A CERTIFIED SLEB (sign below) SLEB BIDDER BUSINESS NAME: _______________________________________________________________ SLEB Certification #____________________ SLEB Certification Expiration Date ____/____/____ BIDDER is NOT a certified SLEB and will subcontract ________% with the SLEB named below for the following goods/services: ______________________________________________________________________ SLEB Subcontractor Business Name: ______________________________________________________ SLEB Certification #:____________________ SLEB Certification Expiration Date: ___/___/___ SLEB Certification Status: Small Emerging Principal Name: _________________________________________________________________________ SLEB Subcontractor Principal Signature: ___________________________________________Date:___________ Bidder Signature: _____________________________________________________ Date:_______________ Revision 10-22-09 EXHIBIT G COUNTY OF ALAMEDA RFP No. 900692 for LEARNING MANAGEMENT SYSTEM REQUEST FOR BID PREFERENCE PLEASE READ AND COMPLETE THIS FORM CAREFULLY: IF YOU WOULD LIKE TO REQUEST THE LOCAL BUSINESS, SMALL AND LOCAL BUSINESS, OR EMERGING AND LOCAL BUSINESS BID PREFERENCE, COMPLETE THIS FORM AND RETURN IT WITH YOUR RFP/Q SUBMITTAL. IN ADDITION, IF APPLYING FOR A LOCAL BID PREFERENCE, SUBMIT THE FOLLOWING: Copy of a verifiable business license, issued by the County of Alameda or a City within the County; and Proof of six (6) months business residency, identifying the name of the vendor and the local address. Utility bills, deed of trusts or lease agreements, etc., are acceptable verification documents to prove residency. A five-percent (5%) local bid preference will be granted to Alameda County products or vendors except with respect to those contracts which State law requires be granted to the lowest responsible bidder. An Alameda County vendor is a firm or dealer with fixed offices and having a street address within the County for at least six (6) months prior to the date upon which a request for sealed bids or proposals is issued; and which holds a valid business license issued by the County or a city within the County. Alameda County products are those which are grown, mined, fabricated, manufactured, processed or produced within the County. In addition, a five percent (5%) small/emerging business bid preference, for a total bid preference of ten percent (10%), shall be granted (except as noted above) if the bidder is certified by the County as either a small and local or an emerging and local business. Check the appropriate boxes below (2 maximum) and provide the requested information. Request for 5% LOCAL Bid Preference (Complete 1-4, print name, title, sign and date below) 1. Company Name 2. Street Address 3. Telephone Number 4. Business License # Request for 5% SMALL Local Business Bid Preference OR Request for 5% EMERGING Local Business Bid Preference (Complete certification information below) SLEB Certification #: SLEB Certification Expiration Date / / The Undersigned declares that the foregoing information is true and correct: Print/Type Name: Print/Type Title: Signature: Date: Revision 10-22-09 EXHIBIT H COUNTY OF ALAMEDA RFP No. 900692 for LEARNING MANAGEMENT SYSTEM ALAMEDA COUNTY VENDOR FIRST SOURCE AGREEMENT VENDOR INFORMATION ALCOLINK Vendor Number (if known): 00000 SLEB Vendor Number: Full Legal Name: DBA Type of Entity: Individual Sole Proprietor Partnership Corporation Tax-Exempted Government or Trust Check the boxes that apply: Goods Only Goods & Services Rents/Leases Legal Services Rents/Leases paid to you as the agent Medical Services Non-Medical Services – Describe Other Federal Tax ID Number (required): P.O. Box/Street Address: Vendor Contact‟s Name: Vendor Contact‟s Telephone: Fax: Vendor Contact‟s E-mail address: Please check all that apply: LOC Local Vendor (Holds business license within Alameda County) SML Small Business (as defined by Small Business Administration) I American Indian or Alaskan Native (>50%) A Asian (>50%) B Black or African American (>50%) F Filipino (>50%) H Hispanic or Latino (>50%) N Native Hawaiian or other Pacific Islander (>50%) W White (>50%) Number of Entry Level Positions available through the life of the contract:___________ Number of other positions available through the life of the contact:_________________ This information to be completed by County: Contract #______________________ Contract Amount: _____________________ Contract Term: _____________________ EXHIBIT H COUNTY OF ALAMEDA RFP No. 900692 for LEARNING MANAGEMENT SYSTEM ALAMEDA COUNTY VENDOR FIRST SOURCE AGREEMENT VENDOR INFORMATION Vendor agrees to provide Alameda County (through East Bay Works and Social Services Agency), ten (10) working days to refer to Vendor, potential candidates to be considered by Vendor to fill any new or vacant positions that are necessary to fulfill their contractual obligations to the County, that Vendor has available during the life of the contract before advertising to the general public. Vendor will also provide the County with specific job requirements for new or vacant positions. Vendor agrees to use its best efforts to fill its employment vacancies with candidates referred by County, but final decision of whether or not to offer employment, and the terms and conditions thereof, to the candidate(s) rest solely within the discretion of the Vendor. Alameda County (through East Bay Works and Social Services Agency) agrees to only refer pre- screened qualified applicants, based on vendor specifications, to vendor for interviews for prospective employment by Vendor (see Incentives for Vendor Participation under Vendor/First Source Program located on the Small Local Emerging Business (SLEB) Website, http://www.acgov.org/auditor/sleb/. If compliance with the First Source Program will interfere with Vendor‟s pre-existing labor agreements, recruiting practices, or will otherwise obstruct Vendor‟s ability to carry out the terms of the contract, Vendor will provide to the County a written justification of non-compliance in the space provided below. (Company Name) ______________________________________ _____________________ (Vendor Signature) (Date) ______________________________________ _____________________ (East Bay Works / One-Stop Representative Signature) (Date) Justification of Non-Compliance: _______________________________________________________________________ ________________________________________________________________________ EXHIBIT I COUNTY OF ALAMEDA RFP No. 900692 for LEARNING MANAGEMENT SYSTEM Exceptions, Clarifications, Amendments List below requests for clarifications, exceptions and amendments, if any, to the RFP and its exhibits, and submit with your bid response. The County is under no obligation to accept any exceptions and such exceptions may be a basis for bid disqualification. Item Reference To: No. Page No. Paragraph Description No. _________________________________ _____________________________ ____________ Bidder Name Bidder Signature Date RFP No. 900692 EXHIBIT L RFP VENDOR BID LIST Below is the Vendor Bid List for this project consisting of vendors who have responded to RFI No. 900692, and/or been issued a copy of this RFP. This Vendor Bid List is being provided for informational purposes to assist bidders in making contact with other businesses as needed to develop local small and emerging business subcontracting relationships to meet the requirements of the Small Local Emerging Business (SLEB) Program (described within this RFP). For additional information regarding the SLEB Program, please visit our website at http://www.acgov.org/auditor/sleb/ and/or contact the Auditor-Controller‟s Office of Contract Compliance (OCC) located at 1221 Oak St., Rm. 249, Oakland, CA 94612 at Tel: (510) 891-5500, Fax: (510) 272-6502 or via E-mail at ACSLEBcompliance@acgov.org Potential bidders are strongly encouraged, but not required, to attend the Networking/Bidders Conferences in order to further facilitate subcontracting relationships. Vendors who attend the Networking/Bidders Conferences will be added to the Vendor Bid List. Please see the RFP sections entitled „Calendar of Events‟ and „Networking/Bidders Conferences‟ for additional information. The Networking/Bidders Conferences scheduled for all current projects are posted on the GSA Calendar of Events website at http://www.acgov.org/calendar_app/DisplayListServlet?site=Internet&ag=GSA&ty=PUR. An RFP Addendum will be issued to all vendors on the Vendor Bid List following the Networking/Bidders Conferences and will include contact information for each vendor attendee. RFP No. 900692 - Learning Management System Business Name Street Address City St Contact Name Phone Number Email Oracle 12940 Brookpark Road Oakland CA Nancy Mcpoyle (510) 461-2724 Nancy.firstname.lastname@example.org Cornerstone OnDemand 1601 Cloverfield Blvd. Santa Monica CA Miranda Ashby (410) 828-1330 email@example.com D2L 715 St. Paul Street Baltimore MD Jay Murdoch (519) 772-0325 firstname.lastname@example.org EduBrite 5515 Civic Terrace Ave. Newark CA Ajay Upadhyaya (510) 290-4867 email@example.com ePath Learning 300 State St. #400 New London CT Anthony Simmons (609) 306-1934 firstname.lastname@example.org FirstNet Learning 2401 15th St. #150 Denver CO Debi Garrity (303) 302-1187 email@example.com GeoMatrix 240 Bay Street Victoria BC Cameron Inouye (250) 361-9300 firstname.lastname@example.org IBM 1177 Beltline Rd. Coppell TX Brandon Dobbs (972) 906-5059 email@example.com ICS Learning Group 8221 Ritchie Hwy #303 Pasadena MD Ernie Wagner (410) 975-9440 firstname.lastname@example.org Innovative Government 3111 Fite Circle #103 Sacramento CA Philip Williams (916) 779-4888 email@example.com Learn.com 14001 NW 4th Street Sunrise FL Tammy Broussard (813) 571-7707 Tammy@Learn.com Manan LLC 2510 Professional Rd. Richmond VA Viren Kapadia (804) 320-1414 firstname.lastname@example.org Mentorware 4300 Steven Creek Blvd. San Jose CA Narayanan Subramanyan (510) 249-9080 email@example.com Meridian Knowledge 4465 Brookfield Corp. Dr. Chantilly VA Roy Haythorn (585) 214-2450 firstname.lastname@example.org NIIT USA 1050 Crown Pointe Pkwy Atlanta GA Sandeep Godkhindi (770) 290-6098 email@example.com Operitel 194 Sophia Street Peterborough ON Stephen Han (705) 745-6605 firstname.lastname@example.org Plateau Systems 4401 Wilson Blvd. #400 Arlington VA Daniel Curley (781) 916-2345 email@example.com Remote-Learner.net 1569 Jefferson Hwy #103 Fisherville VA David Williams (877) 299-1293 firstname.lastname@example.org Saba 5945 W. Parker Rd. #1123 Plano TX Kevin Kirkwood (972) 839-1912 email@example.com Saba Software 23 Hawthorne Drive Westfield NJ Travis Hudelson (908) 233-6333 firstname.lastname@example.org Smart ERP Solutions 6140 Stoneridge Mall Rd. Pleasanton CA Raghu Yelluru (925) 963-8490 email@example.com Solo Learning 3831 Golf Drive Houston TX Tim Shell (713) 402-1900 firstname.lastname@example.org SumTotal Systems 7965 North High Street Columbus OH Gary Zuder (614) 781-9235 email@example.com SyberWorks, Inc. 411 Waverley Oaks Waltham MA Bill Hutchins (781) 891-1999 firstname.lastname@example.org Training Network 106 Capitola Drive Durham NC Rich Makowski (800) 397-5215 email@example.com Trivantis 311 Elm St. #200 Cincinnati OH Ray Bradley (513) 852-7917 firstname.lastname@example.org Just Business Cards PO Box 12262 Oakland CA Beverley Sanders (510) 638-3471 email@example.com ICV Digital Media 3908 Valley Ave., Suite A Pleasanton CA James Fasso (925) 426-8230 firstname.lastname@example.org SumTotal Systems 1808 North Shoreline Blvd. Mountain View CA Mitcheal Risner (970) 370-3440 email@example.com Cornerstone OnDemand 1601 Cloverfield Blvd. Santa Monica CA Jonathan Beavers 310-752-01-96 firstname.lastname@example.org Carahsoft Technology 12369 Sunrise Volley Dr. #D-2 Reston VA Craig P. Abod (703) 871-8500 email@example.com emTRAiN 777 Campus Common Rd #200 Sacramento CA Dorinda McMillan (916) 481-7474 firstname.lastname@example.org Cornerstone OnDemand 33 Dublin Drive Lutherville MD Miranda Ashby (443) 683-5266 email@example.com Plateau Systems 4401 Wilson Blvd. #400 Arlington VA Michael Ferragut (703) 678-0132 firstname.lastname@example.org Sum Total Systems 7965 North High Street Columbus Oh Gary Zuder (614) 781-9235 email@example.com EXHIBIT M RFP No. 900692 for LEARNING MANAGEMENT SYSTEM RESPONSE CONTENT AND SUBMITTALS COMPLETENESS CHECKLIST 1. Bid responses must be signed in ink and include evidence that the person or persons signing the proposal is/are authorized to execute the proposal on behalf of the bidder. 2. Bidders shall provide all of the below noted Bid documentation and exhibits. Any material deviation from these requirements may be cause for rejection of the proposal, as determined in the County‟s sole discretion. The content and sequence for each required Bid document/exhibit shall be as follows: CHECK LIST A. Title Page: Show RFP number and title, your company name and address, name of the contact person (for all matters regarding the RFP response), telephone number and proposal date. B. Table of Contents: Bid responses shall include a table of contents listing the individual sections of the proposal and their corresponding page numbers. Tabs should separate each of the individual sections. C. Cover Letter: Bid responses shall include a cover letter describing Bidder and include all of the following: 1) The official name of Bidder; 2) Bidder‟s organizational structure (e.g. corporation, partnership, limited liability company, etc.); 3) The jurisdiction in which Bidder is organized and the date of such organization; 4) The address of Bidder‟s headquarters, any local office involved in the Bid Proposal; and the address/location where the actual production of goods and/or services will be performed; 5) Bidder‟s Federal Tax Identification Number; 6) The name, address, telephone, fax numbers and e-mail address of the person(s) who will serve as the contact(s) to the County, with regards to the RFP response, with authorization to make representations on behalf of and to bind Bidder; Exhibit M Page 1 of 5 7) A representation that Bidder is in good standing in the State of California and will have all necessary licenses, permits, certifications, approvals and authorizations necessary in order to perform all of its obligations in connection with this RFP. This requirement includes the necessity for some out of state companies to be registered with the State of California by the effective date of the agreement. Information regarding this requirement can be located at the Secretary of State website, http://www.sos.ca.gov/.; and 8) An acceptance of all conditions and requirements contained in this RFP. 9) Cover letter must be signed in ink by a person or persons authorized to execute the proposal on behalf of the bidder. D. Letter of Transmittal: Bid responses shall include a description of Bidder‟s approach in providing its goods and/or services to the County in one or two pages stating its understanding of the work to be done and a positive commitment to perform the work as specified. E. Executive Summary: A brief synopsis of the highlights of the Proposal and overall benefits of the Proposal to the County. This synopsis should not exceed three (3) pages in length and should be easily understood. F. Bidder‟s Qualifications and Experience: Provide a description of Bidder‟s capabilities pertaining to this RFP. This description should not exceed five (5) pages and should include a detailed summary of Bidder‟s experience relative to RFP requirements described herein, including references. G. Key Personnel - Qualifications and Experience: Bid responses shall include a complete list of and resumes for all key personnel associated with the RFP. This list must include all key personnel who will provide services/training to County staff and all key personnel who will provide maintenance and support services. For each person on the list, the following information shall be included: (1) the person‟s relationship with Bidder, including job title and years of employment with Bidder; (2) the role that the person will play in connection with the RFP (3) address, telephone, fax numbers, and e-mail address; (4) the person‟s educational background; (5) the person‟s relevant experience; and (6) relevant awards, certificates or other achievements. This section of the bid response should include no more than two pages of information for each listed person. H. Description of the Proposed System and Services: In order for a proposal to be deemed complete, the bidder must provide detailed information regarding bidders solution as related Section E, Specific Requirements. Exhibit M Page 2 of 5 Bidder is required to address and describe the capabilities which will allow them to meet the requirements stated in these sections and include this information with their bid. Bidder is required to fully address, in their response, how their system will meet the requirements in this section or their bid may be subject to disqualification. The department‟s needs are further defined in the System Functionality Checklist , Exhibit O. Bidder must also submit a completed System Functionality Checklist , Exhibit O with their proposal. As described in Section E of this RFP, bid response shall include a description of the proposed equipment/system, as it will be finally configured during the term of the contract. The description shall specify how the proposed equipment/system will meet or exceed the requirements of the County and shall explain any advantages that this proposed system would have over other possible equipment/systems. The description shall include any disadvantages or limitations that the County should be aware of in evaluating the proposal. Finally, the description shall describe all product warranties provided by Bidder. I. Implementation Plan and Schedule: Bid response shall include a project implementation schedule including milestones, meetings, tasks (at a minimum to include software installation, data conversion, training, acceptance testing), responsibility, and duration in person days. This must include a narrative of each task as it relates to the project. Bidder must include tasks which they expect the County of Alameda to perform. A final project implementation plan and schedule shall be agreed upon between the Contractor and the County upon execution of the contract. J. References, Exhibit D1 and D2: 1) Bidders are to provide a list of 5 current and 5 former clients on Exhibit D1 and D2, attached hereto. References must be satisfactory as deemed solely by County. References should have similar scope, volume and requirements to those outlined in these specifications, terms and conditions. 2) Reference information is to include: Company/Agency name Contact person (name and title), contact person is to be someone directly involved with the services Complete street address Telephone number Type of business Dates of service 3) The County may contact some or all of the references provided in order to determine Bidder‟s performance record on work similar to that described in Exhibit M Page 3 of 5 this request. The County reserves the right to contact references other than those provided in the Response and to use the information gained from them in the evaluation process. 4) Bidder shall provide on a separate sheet(s), complete reference information for all public institutions or agencies for which it provides or has provided comparable product, systems and services. Each reference shall include the project name and location, the scope of services performed and the name, address, telephone and fax numbers of the person who may be contacted for reference information. K. Bid Form, Exhibit B: Pricing for the procurement of goods and services by the County shall include all taxes, freight and all other costs, or credits, associated with the procurement and delivery to the County of Bidder‟s goods and services. Refer to “PRICING” under Section IV designated “TERMS AND CONDITIONS”. L. Evidence of Insurance Certificates of insurance are required per the attached Exhibit C from a reputable insurer evidencing all coverages required for the term of any contract that may be awarded pursuant to this RFP. The County‟s insurance requirements for Additional Insured reads, “All insurance required above with the exception… shall be endorsed to name as additional insured…”An endorsement is an amendment to a contract, such as an insurance policy, by which the original terms are changed. The insurance certificate (also known as the “Acord”) carries a disclaimer, “This certificate is issued as a matter of information only and confers no rights upon the certificate holder. This certificate does not amend, extend or alter the coverage afforded by the policy below.” Additional insureds listed in the description box are not a proper risk transfer. Any amendment or extension of the coverage such as an additional insured should be provided by a separate endorsement page or copy of the policy. M. Financial Statements. Responses are to include: Bidder‟s most recent Dun & Bradstreet Supplier Qualifier Report (formerly Supplier Evaluation Report)For information on how to obtain a Supplier Evaluation Report, contact Dun & Bradstreet at 1-866-719-7158 or www.dnb.com. N. Bidder must include a copy of their template Master Software and Services Agreements. Exhibit M Page 4 of 5 O. Other required Submittals/Exhibits not included above that are required in the bid response: Exhibit A, Acknowledgement form for the RFP and for each Addendum, must be signed and returned. Exhibit E, SLEB Certification Application Package, completed, signed, required documentation attached (applicable to a small or emerging business, located within the boundaries of Alameda County, seeking certification or renewal certification). Exhibit F, Small Local Emerging Business (SLEB) Subcontracting Information Sheet, must be completed and signed. Exhibit G, Request for Preference for Local Business and Small Local or Emerging Local Business, completed and signed (read Exhibit G for applicability). If applying for local preference, submit the following: Copy of a verifiable business license, issued by the County of Alameda or a City within the County; and Proof of six (6) month business residency, identifying the name of the vendor and the local address: utility bills, deed of trust or lease agreement. Exhibit H, First Source Agreement, must be completed and signed (applicable to contracts over $100,000). Exhibit I, Exceptions, Clarifications and Amendments Form, must be completed and signed. Any exceptions, clarifications and amendments should also address the attached Exhibits (The County is under no obligation to accept any exceptions and such exceptions may be a basis for bid disqualification). Exhibit K, Environmental Certification. Exhibit N, Debarment and Suspension Certification. Exhibit O, System Functionality Checklist , must be submitted in order for proposal to be considered complete. Exhibit M Page 5 of 5 EXHIBIT N COUNTY OF ALAMEDA RFP No. 900692 for LEARNING MANAGEMENT SYSTEM DEBARMENT AND SUSPENSION CERTIFICATION For Procurements Over $25,000 The bidder, under penalty of perjury, certifies that, except as noted below, bidder, its Principal, and any named and unnamed subcontractor: Is not currently under suspension, debarment, voluntary exclusion, or determination of ineligibility by any federal agency; Has not been suspended, debarred, voluntarily excluded or determined ineligible by any federal agency within the past three years; Does not have a proposed debarment pending; and Has not been indicted, convicted, or had a civil judgment rendered against it by a court of competent jurisdiction in any matter involving fraud or official misconduct within the past three years. If there are any exceptions to this certification, insert the exceptions in the following space. Exceptions will not necessarily result in denial of award, but will be considered in determining bidder responsibility. For any exception noted above, indicate below to whom it applies, initiating agency, and dates of action. Notes: Providing false information may result in criminal prosecution or administrative sanctions. The above certification is part of the Proposal. Signing this Proposal on the signature portion thereof shall also constitute signature of this Certification. BIDDER: _________________________________________________________________ PRINCIPAL: _______________________________ TITLE: ________________________ SIGNATURE: ______________________________ DATE: ________________________ Exhibit N EXHIBIT O COUNTY OF ALAMEDA RFP No. 900692 for LEARNING MANAGEMENT SYSTEM SYSTEM FUNCTIONALITY CHECKLIST Bidders must submit, with their bid, a fully completed Exhibit O, “System Functionality Checklist ” pages 1 thru 28, including all supporting documentation. Bids which are submitted without a completed Exhibit O “System Functionality Checklist ” may be disqualified. Exhibit O contains a list of system capabilities which the County requires from the Learning Management System. A “Yes” response in the “Does Proposed System Comply?” column will mean that the bidders proposed system will comply with the specification listed in the “Functionality” column. In the case that the question or statement in the “Functionality” column requires information or a description, an answer of “yes” shall mean that the bidder will provide the required information or documentation with their bid. Please do so by attaching additional sheets as needed with your bid response. When attaching additional information, descriptions or answers to items in Exhibit O, bidder should note the item by first stating the corresponding “Section” and item number from the “Number” column. A listing of the section titles is provided on page 2 of Exhibit O and corresponds with the sections in the System Functionality Checklist. A “No” response to a specification question or information request in the “Does Proposed System Comply?” column will mean that the bidder is unable to answer the question about the system or comply with the specification listed in the “Functionality” column An inability to comply with the specifications provided by the County may result in a disqualification of your bid. If a bidder intends to state any exceptions, clarifications or amendments to the System Functionality Checklist as described in Exhibit I, Exceptions, Clarifications, Amendments, the bidder is to state “No” in the “Does Proposed System Comply?” column and must then provide detailed information of their exceptions, clarifications or amendments on Exhibit I. All exceptions, clarifications or amendments shall be described in full, using additional pages, as necessary, to provide complete descriptions. Bidder must clearly reference each exception, clarification or amendment by its corresponding section title and item number from the “Number” column. The County, at its sole discretion, shall have the right to deem acceptable any exceptions, clarifications or amendments stated by the bidder. Exhibit O Page 1 of 28 A response of “N/A” or no response to any specification column will mean that the bidder is unable to comply with the specification provided by the County. EXCEPTIONS, CLARIFICATIONS, AMENDMENTS TO SPECIFICATIONS Any and all deviations, exceptions or alternatives to the below System Functionality Checklist must be clearly stated, as described above, or the proposal may be considered non-responsive. Reference all exceptions by section name and item number in Exhibit I of this RFP using additional pages as necessary. Section System Architecture Security Reporting Implementation Services Support & Hosting Maintenance Documentation and Help Training Requirements Quality Assurance & Industry Standards SYSTEM Does Proposed Number Functionality System Comply? (Yes/No) 1. Is the proposed system offered as hosted (software as service) option as well as installed (purchase for ownership) option? 2. Does the proposed system integrate with industry-standard e-mail and scheduling applications? 3. Is the proposed system modular, allowing deployment of only the required functionality (e.g., deploy LMS without competency management or only in certain departments)? 4. Can the proposed system integrate with an existing PeopleSoft/Oracle Human Resource Management Proposed system (HRMS) and financial proposed system? 5. Can changes be made to a user‟s profile in the proposed system and then be authenticated and transferred to the organization‟s HRMS? Exhibit O Page 2 of 28 Does Proposed Number Functionality System Comply? (Yes/No) 6. Does proposed system allow the limitless ability to customize home pages, create multiple training portals based on target populations/groups within the organization where it is deployed? 7. Is the proposed system available on a 24x7 basis? 8. Can the proposed system be accessed from enterprise portals and other commonly used applications? 9. Does proposed system allow the limitless ability to customize home pages, create multiple training portals based on target populations/groups within the organization where it is deployed? 10. Can the proposed system support the ability to define limitless new user types and permissions based on the following? - “Free Access” proposed system (no charge for user license) allowing end users to view all available courses, sessions, and other learning interventions while requiring log in only to take up a user account if they launch a course or use the e-commerce feature -limitless role-based administrative permissions – such as supervisor can view learner data, admin assistants can run reports, etc. -create custom home and other portal page designs based on target populations/groups of users including the ability to rollback to any previous version. User Interface 11. Does your proposed system provide a single location for users to view and manage plans, activities and certifications, as well as including personalized user calendars, including events, assignments, tasks, etc., while tracking all user training portal interaction (page views, time online, courses complete, %complete, etc.)? 12. Does the proposed system allow a client to easily self-register with a course enable/disable feature? 13. Does the proposed system require sign-on identification with login and password, as well as allow settable time limits for idle time and password, and the ability to change passwords? 14. Does the proposed system easily integrate with existing LDAP, Directory Services, or single sign on solutions? 15. Can learners use self-service to retrieve a lost password? 16. Does the proposed system provide a personalized learning plan, including a personal “courses” view which includes links to launch self-paced WBT, as well as a calendar view for instructor-led training events? 17. What notification “fallback” options does your proposed system provide (email, fax, administrator notfication)? 18. Does your proposed system provide the learner with access to his/her own training transcript and profile data (email, phone, department, etc.)? 19. Does your proposed system allow users to view and print certificates of completion? Exhibit O Page 3 of 28 Does Proposed Number Functionality System Comply? (Yes/No) 20. Can the proposed systems user interface can be modified without additional costs? 21. Custom or unique fields can be added? 22. Describe your proposed system‟s search capabilities (e.g. search for events and activities based on keywords within title and description)? 23. Proposed system allows user access from home, laptop, PDA, offsite training labs, or vendor sites accessable by current versions of Internet Explorer, Netscape, and Mozilla with no plug-ins or proprietary downloads required, which provides remote learners with the ability to download content, complete learning, and synchronize with the LMS later? 24. Can learners browse the catalog before logging into the proposed system? 25. Can your proposed system display only those courses applicable to the learner‟s role in the organization (with other courses restricted by the administrator.), including a personal “courses” view that includes links to launch self-paced WBT, and a calendar view for instructor-led training events? 26. Can the organization restrict what course offerings are visible to “guest” users before login? 27. Does the proposed system recommend training based on the user‟s role in the organization? Classroom and Curriculum Management 28. Can administrators add, update, reschedule, and remove courses quickly without requiring support from IT organization? 29. Can administrators schedule and map instructors based on their qualifications and availability according to courses, locations and assets? 30. Does the proposed system support different levels of access for different types of administrators so the organization can delegate tasks across teams? 31. Does the proposed system provide access to and track completion/test results for all courses: classroom, online, instructor-led, and broadcast? 32. Does proposed system allow courses to be grouped by training objectives, competency, and topic, including the ability for online events and activities to be organized into custom categories? 33. Can an administrator schedule a room for classroom events? 34. Does the proposed system allow an administrator to verify the availability of equipment and facility for training (training track aids, computers, etc.)? 35. Does the proposed system allow administrators to limit and override class size (includes support for maximum event size)? Exhibit O Page 4 of 28 Does Proposed Number Functionality System Comply? (Yes/No) 36. Does the proposed system support the ability to define pre-requisites and restrict access to courses until the pre-requisites are met? 37. Does the proposed system support the ability to override cut-off dates, prerequisites, waiting lists, and class location? 38. Does the proposed system support the ability to require manager and administrator approval for course registration? 39. Can the proposed system restrict access to courses based on specific criteria (e.g., restrict by job function, location, country)? 40. Does the proposed system support automatic e-mail notification of training scheduled? 41. Can new email notifications be configured using MS Word 2003/2007? 42. Using standard office applications, does the proposed system have the ability to include deep links in email notifications, while allowing instructors to create, configure, and schedule custom email messages for students (with attachments), including customizing notices and emails to include automatic personalization (learner name, etc)? 43. Does the proposed system establish, track, and report on exams throughout a modularized curriculum? 44. Does the proposed system maintain learners‟ training history regardless of changes in job function or location? 45. Does the proposed system support the ability to enroll and un-enroll individual or groups manually? 46. Does the proposed system support the ability to automatically assign learning (courses, curricula or certifications) to individuals or groups or enroll them in courses, including the ability for instructors to create and schedule custom email messages for students with attachments? 47. Can the proposed system assign due dates for course completion? 48. Can the proposed system attach files to notifications (i.e., information to be studied before taking the course)? 49. The proposed system should enable the creation of a single catalog for all learner audiences yet invoke the appropriate security for each user based on role in the organization. 50. How does the proposed system integrate new versions of an existing course with vendor-provided off-the-shelf online courses spanning multiple disciplines (basic computer skills, management skills, compliance, etc.)? 51. Can the proposed system facilitate course planning (e.g., based on historical demand statistics, learner interests, preferences)? 52. Does the proposed system support course equivalencies, providing learners with choices for alternate learning content? 53. Can administrators flag changes in skill or knowledge requirements for learners based on role in the organization, geographical location, hire date or other personal attributes (i.e., prescriptive learning)? 54. Can the catalog be accessed using e-mail? Exhibit O Page 5 of 28 Does Proposed Number Functionality System Comply? (Yes/No) Blended Learning 55. Does the proposed system support blended learning activities? For example, can the proposed system mix a series of components in different delivery formats (e.g., pre-test, instructor-led course, on-the-job assignment) and roll them up into a single course? 56. The proposed system must be able to set up different learning paths or tracks for different learner types (e.g., create a longer course for some workers and a shorter version for managers). Does the client have the ability to create & customize individual development plans (IDP) and/or job specific learning plans? Resource Management 57. Do calendars reflect resource availability (e.g., taking into consideration current resource bookings and holidays)? 58. Can the proposed system set up instructor profiles? 59. Can the proposed system manage the relationship between locations, facilities (including maps of the facilities), and classrooms while offering multi-campus/multi-classroom support (including driving directions, avoiding double-booking learners, etc.)? 60. Can the proposed system assign instructors to course offerings? 61. Can resources be associated with an hourly cost and calendar? Course Registration 62. Can users be added to the proposed system in various ways, including registration by clients, self-registration, and batch registration? 63. Can extra fields, such as “mentor” or “coach”, be added to registration forms? 64. Describe all registration methods supported by your proposed system (e.g., self-service via e-mail, call center, manager/administrator). 65. Does the proposed system handle the following registration activities: wait-listed learners, reserved learners, learner withdrawals, learner cancellations, multiple learner registrations and multiple registrations for the same event? 66. Does your proposed system restrict registration based on department, job role, profile, training cost? 67. Can class seats be reserved for different user groups? Exhibit O Page 6 of 28 Does Proposed Number Functionality System Comply? (Yes/No) 68. Are pre-requisites defined and checked for completion before enabling learner registrations? 69. Does the learner automatically receive notifications for confirmations, changes, and cancellations? 70. Can the learners view their registration status on the Web at any time? 71. What happens to a learner‟s registration if a new version of the course is deployed? 72. Does the proposed system have the ability to generate unique id‟s for non-employees? Course Delivery (for online classes) – Enrollment Management 73. Does your proposed system support bookmarked for self-paced learning? 74. Can courses be taken offline? Are results synchronized with the LMS (e.g., time spent on course, number of attempts)? 75. Can proposed system equally deliver content to all platforms: workstation, laptop, and PDA. and be accessed by current versions of Internet Explorer, Netscape, and Mozilla with no plug-ins or proprietary downloads required? 76. How do you deploy content on multiple content servers? 77. Does the proposed system track the individual learning objects a learner has accessed or completed, Includes time-based event scheduling? 78. Does the proposed system support course delivery to external users? 79. Can proposed system automatically issue certificate upon course completion, including the ability to customize certificates with any look and feel, as well as generating different certificates for various courses/events? 80. Can learners view and print their own certificates? 81. Does the proposed system‟s deliver “learning objects” (small, interrelated learning blocks)? 82. Can all training types be scheduled as “events” with start and end date? Competency/Career Development and Succession Planning 83. Does your proposed system guide learners to courses based on pre-assessments, job role requirements, and other criteria defined by a manager or coach? 84. Includes ability to have proposed system automatically assign development plans and assignments with due dates to a new Exhibit O Page 7 of 28 Does Proposed Number Functionality System Comply? (Yes/No) employee when that employee is added to the proposed system? 85. Includes ability for supervisor to view all Web-based, instructor led, virtual instructor led training, test scores, completed assignments, and form completions in a rolled up view, as needed prior to completing a performance appraisal? 86. Can users access their profile (e.g., status development plans, goals, training), create categories of goals for years, departments, divisions, etc., on demand? 87. Does the proposed system perform multi-rater assessments of competencies (e.g., the Likert scale)? 88. Does the proposed system allow learners to self-identify their career interests? 89. Does the proposed system support succession planning, so learners can compare their own skill sets against other job positions in the firm and analyze deficiencies, as well as support the client‟s ability to create & customize certification tracks, skill gap analysis, job progression, and best match reporting for succession planning purposes? 90. Can alternate managers (project leaders, dotted line relationships) also have insight into talent management participation? Includes configurable skills, which can be linked to users and used for job & performance management to review skill gaps, job progression, best match analysis, etc.? Includes configurable job profiles, which can automatically assign associated development plans to users? Certification Management 91. Does the proposed system provide a single view into the learner‟s certification history (e.g. a “My Certifications” page)? 92. Does the proposed system support business rules to control certifications, such as enabling/disabling certification and recertification, as well as calculating certification requirements when various reminders are issued? 93. Proposed system should allow learners to view license requirements (e.g., specific to a particular industry, regulatory agency, country). 94. Does the proposed system support “parent-child” certifications where the learner must have a current “acquired” status for the “child” certification? 95. Does the proposed system have an automatic notification process to remind learners about certification requirements so they stay in compliance? 96. Does the proposed system support the ability for administrators to run reports on the certification management process in order to audit compliance training? 97. Does the proposed system support the ability to assign different certification status, such as: “in-progress”, “Acquired”, “Expired”, “Overdue”, “Revoked”? Exhibit O Page 8 of 28 Does Proposed Number Functionality System Comply? (Yes/No) 98. Proposed system should notify trainees that their “renewal is required” prior to certification deadlines. 99. Proposed system should track certification deadlines and reports on missed deadlines. 100. Can learners select different paths towards certification, including a “Recertification Path”? 101. Can learners view completed and uncompleted license requirements (i.e., learning modules required to complete certification training)? 102. Does the proposed system display the percentage of the certification completed? Display a progress report showing completion status? 103. Does the proposed system support versioning of certificates (i.e. to replace old versions in nested certificates), including the ability to maintain version control/rollback? 104. Does the proposed system also support course versioning so that course updates completed by learning administrators are appropriately handled by the certifications in which the course appears? 105. Can administrators control whether a new course version affects a learner‟s existing certification status? 106. Can administrators with no programming knowledge customize certificates via online interface (include graphics, etc.)? 107. Can administrators (or managers) assign ad hoc certifications to learners based on their knowledge acquired through on-the- job training? 108. Can the proposed system track key certification dates and time periods? 109. Can learners view all of the certifications associated with their user profile in one place? 110. Can managers view their entire team‟s certifications to see who is cross-trained or qualified for a specific task? 111. Does the proposed system maintain a certification history that shows how and when learners initially obtained certifications and how they maintained their status, as well as link certificates of completion to individual self-paced WBT, instructor-led training, and completion of certification plans? 112. Does the proposed system allow a manager to revoke a certification and have the learner register to re-take the certification program? 113. Does the proposed system support the certification requirements of government regulations such as FDA 21 CFR Part 11? 114. Does the proposed system calculate the completion status of learners in the process of completing the certificate if changes are made to the certification requirements? 115. Does the proposed system track completion of external certificates? Exhibit O Page 9 of 28 Does Proposed Number Functionality System Comply? (Yes/No) Course Evaluations and Assessments 116. Describe the proposed system‟s test and assessment capabilities. 117. Does the proposed system include an interface for writing and deploying test questions? 118. Can the learner view detailed results of their test performance? 119. Does the proposed system integrate with third-party testing and assessment software? Please list (e.g., QuestionMark, Articulate, Macromedia). 120. Does the proposed system support the four fundamental levels of education: Reactions/opinions Learning improvement relative to objectives Transfer of skills and knowledge for practical application ROI or organizational changes that are outcomes of the training program? Please describe support for each. 121. Can online course “happy sheet” and instructor evaluations be created and incorporated? Please describe. 122. Does the proposed system support the use of Multi-Rater Assessments? 123. Proposed system provide both pre-testing and post-testing capabilities (including reports that compare pre- and post-test performance) 124. Does the proposed system support the following question types: multiple choice, fill-in the-blank, trus/false, drag & drop, and matching. 125. Provide branching based on test item performance (i.e., if question is missed, automatically route the learner to a specific course location). 126. Administrator should be able to configure how many times a learner can take a test. Informal Learning/Collaboration 127. Does the proposed system support the informal learning process? Please describe how the following activities can be managed: mentoring, on-the-job activities, off-site seminars, and instant messages. Exhibit O Page 10 of 28 Does Proposed Number Functionality System Comply? (Yes/No) 128. Can development plans contain and track ALL of the following? Off-line events Mentoring sessions ILT sessions WBT courses and their status Performance appraisals Tests Climate surveys VILT sessions 129. Assign coaches to monitor learner‟s progress. Coaches, with appropriate permission, can access learner‟s records. 130. Includes ability for supervisor to, post performance appraisal create and issue a personal improvement plan with WBT, ILT, assignments, mentoring, collaboration and testing all packaged in a single development plan with due dates and assign to the employee? 131. Does the proposed system support study groups and collaborative learning processes? 132. Does the proposed system manage the storage of informational materials, such as white papers, job aids, and product manuals? 133. Can the proposed system capture informal conversations and ad-hoc questions? 134. Include real-time synchronous built-in chat that can be open access or moderated? 135. rd Include built-in support for Podcasts in the following locations: Portal Pages, Course Pages, within 3 Party courses? 136. Can users search for Podcasts using a user-friendly Web-based GUI? 137. Include built-in support for Blogs including a user friendly WYSIWYG interface and rich text editor? 138. Include threaded discussion boards (forums) that can be open access or moderated? 139. Include chat and discussion boards that can be open to all learners or only specific learners? 140. Can the proposed system manage the exchange of information among subject matter experts (e.g., IM messages). Does it include an internal e-mail that can be integrated with corporate e-mail proposed system? 141. Does the proposed system create “Communities of Practice” that users can join based on their role in the organization and skill sets? Can learners be automatically assigned to communities? Exhibit O Page 11 of 28 Does Proposed Number Functionality System Comply? (Yes/No) 142. Can the proposed system support collaboration around certifications or competencies? 143. Includes built-in support for WIKI based courses and training portal pages? Content Interoperability 144. Does the proposed system include content management capabilities? Please describe. 145. Do you offer packaged content solutions? Are they industry-specific? 146. Does the proposed system integrate with third-party Learning Content Management Proposed systems (LCMS)? 147. Does the proposed system integrate with content authoring tools? Please describe (e.g., via standards-based API). 148. Is the proposed system integrated with third-party content providers? 149. Does your company offer services to examine how existing SCORM or AICC content will work with the new LMS? Do you perform a content risk assessment? 150. Do your company offer services to develop custom content? Please describe the tools used (e.g., authoring, virtual classroom, simulation tools, LCMS). 151. How do your products and services help with converting legacy content into trackable e-learning? 152. What is the lowest level of content that the proposed system can manage as an object? 153. How do you address content lifecycle management? 154. Does the proposed system support the ability to roll-back to a previous version of content? 155. Can the proposed system deliver the same course using different combinations of reusable learning objects? 156. Does the LMS‟ content management feature support metadata and tagging of content objects? 157. What knowledge of programming is required to create interactive content? 158. Do your company provide any assistance (e.g., a testing lab) to content providers to test compliance with the LMS product? 159. Do your company offer LCMS consulting services? If so, please describe your methodology and how it can help organizations reduce overall cost. 160. Identify and discuss how content is transferred into and out of the content management proposed system(s). Note any Internet protocols used, such as TFP, http, or WebDAV. Content Authoring Tools Exhibit O Page 12 of 28 Does Proposed Number Functionality System Comply? (Yes/No) 161. Does the proposed system integrate with content authoring tools? Please describe (e.g., via standards-based API) Or includes web based course creating tool. 162. Does the proposed system include a separate authoring tool? Please describe ability to create high quality content in a rich multimedia environment using a familiar Windows interface. 163. rd Includes support integration with 3 party content providers such as ElementK, Skillsoft, etc. 164. Includes support version control and rollback. 165. Can courses be archived and retrieved later for subsequent use. 166. Can multiple content authors contribute to developing a single course 167. Can the authoring tool create content that is AICC and SCORM compliant? If so, what versions of AICC and SCORM are supported? 168. Can the authoring tool create/edit videos, audios, images, and embedded graphics with test questions? 169. Are courses fully HTML-based and support links to external URL‟s 170. rd Includes support for designing WBT with 3 party tools such as Flash, Dreamweaver, CourseMaker Studio, etc. Configurability and Customization 171. Proposed system allows administrators to set the default landing page for user login. 172. Features can be enabled or disabled. 173. Can proposed system be fully configured (branding, navigation, naming conventions look & feel, etc.) by us/client using built-in WYSIWYG editing tools AND/OR external development tools. Please list here any additional costs that would be involved? 174. Is the application completely configurable? A client can add/delete/edit pages? Change branding, style, placement of functionality, etc any way desired? at any time? at no cost? 175. Does proposed system allow for custom data fields to be added to properties of users, WBT, and ILT, and subsequently included within standard or customized reports? Exhibit O Page 13 of 28 Does Proposed Number Functionality System Comply? (Yes/No) 176. Can proposed system create multiple customized training portals? List any limitations. 177. Does proposed system provide the ability to easily (with a few mouse clicks) create an unlimited number of sub-LMSs or domains? Are these all connected for simple, hierarchical reporting? Can users and resources be shared across these subs? 178. Are sub-domains connected for simple, hierarchical reporting? 179. Are both learner and administrator interfaces configurable? (e.g., different user groups should see different menu structure, course listing, multiple customized training portals). 180. Can users and resources be shared across sub-domains? 181. Does proposed system allow for the creation of custom home page and other portal page designs based on target populations/groups of users including the ability to rollback to any previous version? Any additional costs? 182. Can users create portal page design “staging area” where designs are developed prior to releasing to the production site? 183. Can users create full featured Learning Management System functionality? 184. Does proposed system include full featured Learning Content Management System functionality? 185. Does proposed system include role-based user management? 186. Does proposed system support customizable naming conventions and ratings proposed systems? 187. Does proposed system support ability to modify the screen layout? Exhibit O Page 14 of 28 ARCHITECTURE Does Proposed System Number Functionality Comply? (Yes/No) 1. Provide a complete description of your proposed system architecture. Include a diagram indicating each component‟s location with respect to a corporate firewall. Describe the logical tiers of the product (e.g., presentation, business logic, data access). 2. What are the recommended configuration requirements for learners and administrators? Please list supported: Hardware Memory Requirements Disk space Operating proposed systems Web servers Application servers Web browsers Databases 3. Does proposed system support multiple technology standards? (e.g., J2EE, .NET, web services, XML)? 4. Does the proposed system require any client-side software other than the browser? 5. Describe the ability to brand the application to reflect our organization‟s culture (e.g., define screens, lists, user options). 6. Does the proposed system require installation of applets? 7. Does the proposed system have an open API for development? 8. Does the proposed system allow for customization at the application administrator level as well as at the user level? 9. What is the underlying technology and structure of the code? Does the code follow an application development standard such as J2EE? 10. How does your company monitor proposed system integrity, logs, intrusion detection, and proposed system access (e.g., checking the logs to verify failed and successful logins, password changes)? 11. Describe the openness of data for purposes of migration and connectivity. 12. Can windows and portlets be integrated in an external portal? 13. Can the proposed system scale to support new users over time without degrading performance? 14. What are the capabilities of your product to scale horizontally at the web tier (e.g., via load balancing)? 15. Does the proposed system scale horizontally at the application tier (e.g., via load balancing)? 16. How many concurrent users does the proposed system support (or has been tested with)? 17. What is your company‟s reliability standards and performance benchmarks? Exhibit O Page 15 of 28 Does Proposed System Number Functionality Comply? (Yes/No) 18. Does the proposed system allow employees and managers to work from a location other than the office? 19. Is the application an "off-the-shelf" product that has been implemented and in production in at least one other location where it is utilized by a workforce of at least 10,000 employees? 20. Does the proposed system operate over the LAN/WAN with reliable and quick response times? 21. Can the proposed system be partitioned into distinct domains for internal employee groups (multiple), customers, and partners? 22. Hosting and Hardware. Discuss your hosting facility and what characteristics will result in maximum uptime. Also, list the hardware configuration you will use to support this project. 23. If the proposal includes a vendor-hosted solution, please provide detailed information about the Vendor's staff that will implement and support the repository application. Provide the name, position, years of direct experience and other relevant information for each Vendor staff member listed. 24. Provide the technical details on how the LMS allows individuals to work offline and synchronize their work with the LMS when they are online. 25. Describe the technologies used to extend the functionality of the LMS. This includes using scripting, APIs, SDKs, and similar techniques. Provide examples documenting these extensions. 26. Describe how the vendor ensures that applications written to integrate with the LMS using the approved integration approaches remain compatible with new releases of the LMS. Exhibit O Page 16 of 28 SECURITY Does Proposed System Number Functionality Comply? (Yes/No) 1. Can you describe your security model, including network, data, and application security, data center security, application and proposed system support, upgrades and maintenance, and personnel access rights? 2. Describe the password and authentication policies and methods. 3. Describe your disaster recovery/business continuity process. 4. Describe how security across the firewall, and with users on different sides of the firewall, is handled. 5. Describe the network protocols used to communicate between components of the proposed system (e.g., HTTP, SQLNet, LDAP, SSL, Socket). 6. Does the proposed system support 128-bit encryption and SSL? 7. Describe how features and content/data access can be enabled or disabled for specific learner groups. 8. Does the proposed system have electronic signature/electronic record capability? 9. Is every data or signature entry recorded in the database with a date & time stamp? 10. Does each entry in an electronic record contain the printable name of the operator with time and date stamp and meaning of the signature? 11. Does the proposed system have auditing capabilities (e.g., capture learner information whenever a content object is accessed to help the organization reduce compliance risk)? 12. Can the organization control which functions are audited? 13. Does the client have the ability to create unique roles in the proposed system? 14. o Does the client have the ability to customize and review the permissions available to each role created? 15. o How many types of assignable permissions are available? 16. Describe the LMS„s authorization proposed system? Include a description of how the LMS determines authorization for initial access, module access, database access, record access, program access, and field access 17. Can the proposed system track and report the use of repository by groups – individually or in aggregate? 18. Can the proposed system track and report the use of repository by user – individually or in aggregate? 19. Can the proposed system report who is currently logged into the proposed system - a list of all current users and time they logged in (session duration)? 20. Can the proposed system report who is currently logged into the proposed system – a list of all current users and time they logged in (session duration)? 21. Can the proposed system report the last time a particular user logged in? Exhibit O Page 17 of 28 Does Proposed System Number Functionality Comply? (Yes/No) 22. Describe how the LMS ensures that user sessions that are – left logged in are not used inappropriately. Does the product support a configurable idle session timeout? 23. Can access to different portions of the course/class be controlled by different roles? 24. How does the LMS provide authentication within a course. Can a guest access some parts and not others? 25. Based on roles and permissions we assign, will each role get a different end user view and administrative view for system management? 26. Can users be created manually, imported from a text file, or allowed to self-register within the LMS? 27. Includes built-in “password help” feature? 28. Can time limits on accounts be set 29. Is there any group-style filtering? Changes to preferences should be available on a group level, and also available as a system wide option. 30. Can the system support role-based administrative permissions – such as supervisor can view learner data, admin assistants can run reports, etc.? 31. Includes Web-based portal design/ configuration? 32. Can the look & feel, site navigation, and all other design aspects kept under our control? 33. Includes WYSIWYG and code view options? 34. Can the design be developed with external tools (e.g. Dreamweaver)? Exhibit O Page 18 of 28 REPORTING Does Proposed System Number Functionality Comply? (Yes/No) 1. How many standard reports are available with the proposed system? Please include samples. List all standard reports, e.g., course progress per student, student progress per course, and more, etc. 2. Can the proposed system automatically generate pre-defined reports and send them to selected individuals? Can it schedule auto0recurring reports? 3. Can the proposed system support graphical reports (bar charts and pie charts) out of the box? 4. Does the proposed system allow administrators to create custom reports? Are standard reports customizable and can be scheduled to run repeatedly. 5. Does the proposed system support integration with third-party report writers? Please list. rd Includes support for 3 party ad hoc reporting tools such as Crystal Reports 6. Can you describe the proposed system‟s support for analytics such as export to Excel, PDF, text, and XML? 7. What skills does a user need to use the reporting and analytics tools? 8. Can a report or analysis be saved and sent via e-mail to another individual in the organization? 9. Includes ability to create web-based forms of any internal document and have all fields captured reportable in the proposed system and to create workflows and necessary approvals configured for our current process, without customization from the vendor? Exhibit O Page 19 of 28 IMPLEMENTATION SERVICES Does Proposed Number Functionality System Comply? (Yes/No) 1. Can your company describe its implementation methodology, including average implementation time? 2. Can you provide a sample project plan? If so, provide this with your bid. 3. Describe the implementation team that will work on LMS and LCMS deployments? 4. Identify the roles and responsibilities for customer and vendor in a typical implementation? 5. What percentage of your implementations are hosted vs. on-site (“behind the firewall”) installations? 6. Can your company describe it‟s largest installation in terms of number of learners and number of content items? If so please do so with you bid response. 7. What is your largest “behind-the-firewall” implementation? 8. Define your process for setting up initial roles such as learners, administrators, registrars to handle enrollments, instructors. 9. Can you describe your approach to change management? 10. How does your company help its customers to address organizational issues such as learning governance? How does your methodology bring together all of the key stakeholders in the success of an LMS deployment? 11. Can you describe your approach to risk management? 12. How is knowledge transferred from your team to the customer‟s ongoing support team? 13. Can you describe your methodology for migrating from another vendor‟s LMS to your proposed system? 14. Does the vendor have a documented issue severity escalation process and service level agreement? 15. Does the vendor perform all software installation, hosting, maintenance, and backups? 16. Are all proposed system upgrades, patches, fixes, etc., are included throughout contract life? 17. Can proposed system be deployed within 8-12 weeks upon contract signing? 18. Does vendor support the staff in our training department to ensure successful implementation? rd 19. Can proposed system be integrated with automated data import or exported with 3 -party HRIS, ERP and other proposed systems (e.g. PeopleSoft)? 20. Can be integrated with external SMTP e-mail proposed system? 21. Can integrate via Lightweight Directory Access Protocol (LDAP)? 22. Can proposed system offer a variety of Web services? 23. Is proposed system built upon industry standard programming architecture (e.g. .NET)? 24. Is proposed system scaleable enough to support hundreds of thousands of users? 25. Does vendor provide marketing and communication assistance to ensure wide and immediate learner adoption? Exhibit O Page 20 of 28 SUPPORT AND HOSTING Does Proposed System Number Functionality Comply? (Yes/No) 1. Please include your Service Level Agreement (SLA) with proposal. 2. Please describe your Customer Support policy. Include information about response times, escalation policies, and hours of operation. 3. In which countries to you have support personnel? 4. Can users and administrators contact Support representatives via e-mail or log inquiries online during non-business hours? 5. Is support available for extended (e.g., 24x7) hours, including support for all global regions? Will we receive a specific individual as our assigned support representative with telephone access and e-mail access directly to that person? Will we have an assigned back-up support person or go into a queue at a call center? Includes comprehensive documentation both printed and in the form of online help? Is there an Employee Performance Support Modules (EPSS) integrated within the TMS application to provide instant multimedia tutorial support/training on LMS tasks? 6. How frequently do upgrades occur? Describe a typical upgrade process. 7. Can you provide a detailed description of your hosting services? Include monthly free best practice sessions. Include ongoing free weekly refresher and update training 8. Is your hosting environment SAS 70-compliant? How often are third-party audits performed on the environment? What items are included in the SAS 70 audits? 9. Will you agree to put a copy of your source code in escrow? 10. Does your Proposed system Include secure Web hosting that only permits HTTP and HTTPS communication? 11. What was your average proposed system uptime over the past 24 months? 12. What is the minimum daily incremental data backup? 13. Is there a multiple redundant backup power supply? 14. Are there multiple redundant Internet connections? 15. Is there a minimum 9 MB breakable bandwidth? 16. Is there a documented disaster avoidance and recovery strategy? Exhibit O Page 21 of 28 MAINTENANCE Does Proposed System Number Functionality Comply? (Yes/No) 1. Describe the process for installing a new release. How long does it take an implementation of the proposed size to prepare for and install a new release, to test the new release, and to put it into production? How is the install affected by any site modifications? How are site modifications affected by installing a new release? 2. What is the frequency of new releases? Provide a schedule of new releases for the past 3 years. For each release, include the date the respondent first indicated the release would be available; the date the release was actually made available to customers, and the percent of the customers currently running on each release. 3. Describe the process for installing patches. How long does it take an implementation of our size to prepare for and install a patch, to test the new patch, and to put it into production? How is the patch affected by customized programming at the user site? How is customized programming affected by installing a new release? 4. How are patches, upgrades and fixes for the software distributed? 5. Does the proposed solution include an automatic update feature? 6. For what period of time does the respondent support older versions of the software? 7. Can you provide a detailed explanation of the support and warranty agreements (service level agreements) that are provided as part of the proposed solution? The SLA(s) should clearly explain all provisions related to a failure of the repository software and should include: o estimated time to respond o remote repair procedures o on-site repair procedures o whether a non-standard or negotiated SLA is available to the member 8. Can you attach a copy of the Vendor's standard SLA as an attachment to the response. The attachment must be labeled STANDARD SLA? Exhibit O Page 22 of 28 DOCUMENTATION Does Proposed System Number Functionality Comply? (Yes/No) 1. Can you describe the user and technical documentation that is available for the proposed system? Include information on documentation that provides: • An overview of the proposed system • Installation/ configuration information • Proposed system and database administration • Technical information on jobs or modules executed • Data element documentation • Description of tables and views and the relationship of database entities • Context sensitive help 2. Can a member modify the help documentation to meet the needs of each institution? 3. What documentation is provided with new releases? 4. How is technical information distributed to administrative personnel? TRAINING REQUIREMENTS Does Proposed System Number Functionality Comply? (Yes/No) 1. Do you have a staff of experienced instructors? 2. What is the recommended training curriculum for the proposed solution? 3. Do you provide on-site and virtual training? Please include a course catalog. 4. Do you provide customized training workshops? 5. Do you provide self-paced tutorials? Job aids? 6. Do you provide training via webcasts for learners in different geographical regions? Is there initial role-based training for LMS administrators, course developers, and training administrators? 7. Do you offer self-paced learning opportunities or the ability to play back training sessions (e.g., for learners who cannot attend at the scheduled class time)? Exhibit O Page 23 of 28 QUALITY ASSURANCE AND INDUSTRY STANDARDS Does Proposed Number Functionality System Comply? (Yes/No) 1. Can you provide a description of your software lifecycle development methodology? 2. Can you describe your QA process and approach to continuous improvement? 3. Do members of your management team participate on standards-setting committees? 4. Has your company participated in the development of LMS standards? 5. What regulatory standards does your LMS meet? 6. Is the proposed system SCORM certified? If so, which version of SCORM is certified? 7. Is the proposed system AICC certified? 8. Can you describe support for other industry standards? 9. Is your proposed system compliant with Section 508, W3C, and WAI standards? 10. Can you list any other standards committees of which your company is a participant? Continuing Education 11. Describe the proposed system‟s ability to support continuing education (CE) credits (e.g. plan and credit management). 12. Does the proposed system provide learners with a single view into their learning plans that displays courses, certifications, goals, competencies, and continuing education activities? 13. Does the proposed system support the ability to back-date and deactivate plans? Add a grace period? Have overlapping timeframes? 14. Does the proposed system manage credit settings at the course level? By field of study (FOS)? By FOS total and/or CE plan total? 15. Does the proposed system assign role-based credit capabilities (e.g. assign different levels of credit by user role – such as doctor or nurse – and course role – such as student or instructor? 16. Can the proposed system assign plans automatically or allow learners/managers to set up plans? 17. Does the CE functionality include the ability to track compliance history (e.g. display courses and number of credits)? Exhibit O Page 24 of 28 EXCEPTIONS TO SPECIFICATIONS Any and all exceptions to the specifications must be clearly stated and referenced by item number, in bidders response to Exhibit O. Use additional pages for exceptions, if necessary. DESIRED FUNCTIONALITY CHECKLIST The following is a list of desired functionalities which the County has interest in but what are not being required to be included with the proposed system. For informational purposes the County would like bidders to provide information as to their capabilities in the following areas. Information provided by bidders regarding the “Desired Functionality” checklist will not be calculated into the evaluation pursuant to this RFP. Does Proposed System Number Functionality Comply? (Yes/No) System 1. Is the proposed system integrated with a performance management proposed system (e.g., for career management, performance reviews, goal management)? 2. How much flexibility does the proposed system have to handle unique competency models, proficiency levels and behavioral descriptors? 3. Includes ability to create goals and map job profiles to goals, map skill attainments to goals and map targets and measures to goals to support organizational Balanced Scorecards; create cascading goals and map cascaded goals and mappings to different groups without assigning the root goal and their mappings; ability to set due dates of goals; create our own measure scales, values and names; and ability to create competency scales, targets and map to job profiles? 4. Does the proposed system provide skill gap analysis which includes tools and reports to spot gaps in the workforce and assign supplemental development plans proactively? Talent and Performance Management 5. TALENT MANAGEMENT: Can the proposed system locate candidates for a specific position or project based on skill requirements. 6. TALENT MANAGEMENT: Does the proposed system include the ability to search for best match candidates on an open position from both internal and external candidates and then drill down on each specific competency levels, training transcripts, performance notes and demographic information on that candidate? 7. TALENT MANAGEMENT: Exhibit O Page 25 of 28 Does Proposed System Number Functionality Comply? (Yes/No) Can talent administrators be defined who have access to talent management activities across the organization? 8. TALENT MANAGEMENT: Do managers have access to view the talent management participation (such as succession candidacies) of their reports? 9. PERFORMANCE MANAGEMENT: Can the proposed system manage and automate the entire performance review process? 10. PERFORMANCE MANAGEMENT: Includes ability to create performance appraisals per job profile and configure each one individually through a wizard? 11. PERFORMANCE MANAGEMENT: Does the proposed system provide reminder notifications to ensure reviews are submitted on time? 12. PERFORMANCE MANAGEMENT: Includes ability to map performance appraisals scales directly to competency scales within the proposed system? 13. PERFORMANCE MANAGEMENT: Includes ability to create ad-hoc scales in the performance appraisals? 14. PERFORMANCE MANAGEMENT: Does the proposed system includes full goal reporting at supervisor level and proposed system wide level as standard views and reports out of the box? 15. PERFORMANCE MANAGEMENT: Includes ability for supervisor to, post performance appraisal create and issue a personal improvement plan with WBT, ILT, assignments, mentoring, collaboration and testing all packaged in a single development plan with due dates and assign to the employee? 16. PERFORMANCE MANAGEMENT: Includes ability to view on a departmental and organizational level, rolled up reporting on performance appraisals to measure gaps per competency, per job profile? e-Commerce 1. Does the proposed system support e-commerce for payments? What e-commerce engines are supported, i.e., integration with Verisign Payment Gateway? Does the proposed system support taxable items. 2. Can customers place orders – using credit cards - using an online “shopping cart” metaphor? Exhibit O Page 26 of 28 Does Proposed System Number Functionality Comply? (Yes/No) Does it include: - automatic processing of credit card transactions? - integrated automatic custom e-mail for e-commerce transactions? - integrated standard e-commerce reports? 3. Can the proposed system be used to manage training budgets? 4. Does the proposed system support charge-backs to learner departments with direct interface to the organization‟s financial application? 5. Does the proposed system support the ability to create bundled training agreements that can be sold in bulk as pre-paid training units or categories of classes? 6. Does the proposed system support payment by invoice, bank draft or purchase order? How does it handle refunds. 7. Can the proposed system associate different prices with different learner groups? 8. Does the proposed system allow organizations to manage distribution lists of internal and external contacts (e.g., for purposes of marketing campaigns, announcing new products)? 9. Does the proposed system allow administrators to create special discount programs (e.g., marketing campaigns) and market them to prospects and customers? Supports Purchase Order process and Refunds? Real-Time Learning 1. Does the proposed system support asynchronous self-paced learning in addition to synchronous live online learning? 2. Does the proposed system support real-time collaborative learning? 3. Is the collaboration feature scalable to support e-meetings and enterprise-wide activities (e.g., 2,000 attendees) without requiring IT support? 4. Does the virtual classroom feature allow the ad hoc import of content from a content repository? 5. Can administrators assemble, sequence, and pre-assign content for the virtual classroom from within the content repository? 6. Does the virtual classroom allow learners to search through a list of events and recordings for playback? Exhibit O Page 27 of 28 Does Proposed System Number Functionality Comply? (Yes/No) 7. Is the collaboration feature integrated with users‟ office applications (e.g., email, calendars)? 8. Can learners ask questions of instructors in real-time? 9. Can the proposed system link users to external applications, such as web sites? 10. Can the proposed system record synchronous events for playback at a later time? 11. Can the proposed system facilitate synchronous learning in a simulated classroom or simulated auditorium to a widely dispersed audience? 12. Can the proposed system include a synchronous shared whiteboard (equivalent to a traditional flipchart or chalkboard)? 13. Are session recordings available for playback at a later time? 14. Can the e-meeting organizer hide or display the list of attendees? 15. Can e-meeting attendees take online surveys and participate in yes/no polling? 16. Please explain the process for adding additional languages to an existing learning portal and provide a list of available language packs. 17. Can the system support single- and double-byte languages in a single environment? 18. How does the system manage courses that are delivered in multiple languages? 19. Does the system support the development and delivery of multi-lingual content? Exhibit O Page 28 of 28
"COUNTY OF ALAMEDA REQUEST FOR PR"