Request for Proposal #50019

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1 Request for Proposal #50019 Learning Management System and Implementation Services June 17, 2014 California Lottery 700 North 10th Street Sacramento, CA 95811

2 TABLE OF CONTENTS Page I. GENERAL INFORMATION A. Purpose... 1 B. Bidder Qualifications... 1 C. Issuing Office and Vendor-Initiated Contact... 1 D. Projected Timetable... 2 E. Examination of All Requirements... 2 F. Amendments to RFP... 2 G. Intent to Bid and Future Communication... 3 H. Written Questions... 3 I. Proposal Consideration... 3 J. Proposals are Public Records... 3 K. Conditions of Submission... 4 L. Rejection of Responses... 4 M. Nonmaterial Deviation... 4 N. Contract Execution... 4 O. Hiring of Lottery Personnel... 4 P. Governing Law and Regulations... 5 Q. Property of the Lottery... 5 R. Defense of Bid Protest... 5 II. III. PROPOSAL REQUIREMENTS A. Mandatory Submittals and Review Criteria... 5 B. Rated Submittals and Evaluation Criteria... 9 C. Finalist Oral Presentation and Demonstration PROPOSAL EVALUATION PROCESS A. Mandatory Submittal Review B. Rated Submittal Evaluation C. Finalist Oral Presentation and Demonstration Evaluation D. Price Assessment IV. BEST VALUE ANALYSIS V. PROPOSAL PACKAGING AND DELIVERY EXHIBITS Exhibit A - Scope of Services Exhibit B - Background Exhibit C - Draft Contract Terms and Conditions ATTACHMENTS Attachment 1 - Cost Proposal Attachment 2 - Certification Attachment 3 - Guaranty Attachment 4 - Disabled Veteran Business Enterprise Participation Program Attachment 5 - Small Business Program Attachment 6 - Bidder Experience Reference Form Attachment 7 - Project Team Form Attachment 8 - Learning Management System Worksheet Attachment 9 - General Disclosures... 79

3 I. GENERAL INFORMATION A. Purpose The California Lottery (Lottery) is inviting bids from qualified bidders to provide Commercial Off-The-Shelf (COTS) Learning Management software solution, implementation services and training, and ongoing maintenance and support through an annual user license agreement. The proposed solution must be available as a hosted solution or a multi-tenancy Software as a Service (SaaS) solution. B. Bidder Qualifications This Request for Proposal (RFP) is open to all Bidders who: 1. Have a commercially available Learning Management software product that meets the technical and functional requirements described in the Scope of Services. The proposed product must have been commercially available for at least five years (including prior versions or releases of the same software product); 2. Have been providing the proposed software as a hosted or SaaS solution for at least three years; 3. Have annual revenues greater than $5 million. Revenues include license, maintenance and service fees; 5. Can meet the requirements described in Section II, Proposal Requirements; and 6. At the time of contract execution, can legally do business in the State of California. C. Issuing Office and Vendor-Initiated Contact This RFP is issued by the Lottery s Contract Development Services. Issuance of this RFP does not constitute a commitment by the Lottery to award any Contract. The issuing office is the sole point of contact relative to this RFP. Any and all notices or questions pertaining to this RFP will be directed to: California Lottery Contract Development Services Attention: Susana Sanchez 700 North 10th Street Sacramento, CA Phone: (916) FAX: (916) TDD: (800) No contact regarding this RFP is allowed between firms and members of the Evaluation Panel, Lottery Commissioners, or Lottery staff after issuance of the final RFP with the exception of the Lottery contact person named above. Any such contact may disqualify a firm from further Learning Management Software Services 1 RFP #50019

4 consideration. Requests for clarification by agencies will be allowed provided that such requests are made through the above contact. D. Projected Timetable The following projected timetable is set forth for informational and planning purposes. The Lottery may change these dates without an RFP amendment at the Lottery s discretion, however, written notification will be provided to those firms who have submitted a written Intent to Bid on file (reference subsection G. below). Action Date Time RFP Issued June 17, 2014 Intent to Bid Due June 27, :00 pm PST Written Questions Due June 27, :00 pm PST Responses to Written Questions As required Proposal Due August 5, :00 pm PST Identification of Finalists mid-august Finalist Oral Presentation/Demonstrations August 18-20, 2014 TBD Identification of Apparent Successful Bidder September 2014 Projected Contract Effective Date October 2014 E. Examination of All Requirements Bidders are strongly urged to thoroughly examine this document and become fully aware of the scope of services required. Responses must be based solely on the information and materials contained in the final RFP and any amendments issued by the Lottery. Firms are to disregard anything else including draft material they may have received, any newspaper advertisements or articles they may have read, and any oral representations made. The Lottery in its discretion may refuse to accept a response for failure to furnish all required information or to follow the format specified in this RFP. F. Amendments to the RFP The Lottery may cancel or amend this RFP at any time. Notice of amendment or cancellation will be sent to firms that submitted a written Intent to Bid if the amendment or cancellation occurs prior to proposal submission, and to firms that submitted a proposal if the amendment or cancellation occurs after proposal submission. Learning Management Software Services 2 RFP #50019

5 G. Intent to Bid and Future Communication Interested Bidders must submit a written Intent to Bid (may be submitted via electronic mail or personally delivered) to the Lottery contact person specified above, and by the date and time specified in the Projected Timetable, in order to receive any further direct communications, including amendments, from the Lottery regarding this solicitation. A written Intent to Bid must include the name of a contact person and mailing address of the firm submitting the written Intent to Bid, a voice and facsimile telephone number (if available) and electronic mail address (if available) of a contact person representing the firm submitting the written Intent to Bid. If a written Intent to Bid is not sent, a proposal may still be submitted. However, any further notices or amendments issued by the Lottery will only be sent to vendors who have filed a written Intent to Bid. All vendors may, however, access notices and amendments issued by the Lottery regarding this solicitation on the Lottery s website at under Vendors. H. Written Questions Questions regarding this RFP must be submitted in writing via or U.S. mail to the Lottery contact person specified within by the date and time specified in the Projected Timetable. It is the sole responsibility of the vendor to verify receipt of questions submitted. All vendors with a written Intent to Bid on file will receive a copy of all written questions and answers the Lottery addresses. I. Proposal Consideration In consideration for being permitted to submit a proposal, the Bidder agrees that: 1. The Lottery is not liable for any costs incurred by a Bidder in preparing, submitting, or otherwise participating in a response to this RFP; 2. Its response to this RFP constitutes the Bidder s binding offer to the Lottery; and 3. Its response to this RFP is irrevocable for 180 days from the date proposals are due. J. Proposals are Public Records Pursuant to the California Public Records Act, California Government Code 6250 et seq, except for General Contractor Disclosures, Attachment 7, all data, materials, information, and documents submitted to the Lottery by a bidding agency may be incorporated into a publiclyavailable contract and may otherwise be subject to disclosure upon request by competitors and members of the public. The Lottery will process all Public Records Act requests in accordance with the laws of the State of California. A bidding agency s labeling of any proposal materials as confidential or otherwise exempt from disclosure is not binding on the Lottery, and the Lottery will not be liable to the agency or to any other person or entity for disclosing any portion of the agency s proposal as required by law. Learning Management Software Services 3 RFP #50019

6 K. Conditions of Submission Responses to the RFP and any subsequent presentations should be submitted with the most favorable terms the Bidder can offer. After the Bidder submits a response to the Lottery, the response cannot be replaced, changed or modified in any way except as specified in this RFP or in response to a subsequent amendment to this RFP or a written request for clarification from the Lottery. A Bidder will be allowed to withdraw its response provided that such withdrawal is actually received by the Lottery prior to the deadline for final submission. Withdrawals must be filed in the same manner as responses. Proposal responses on file with the Lottery by the deadline for final submission are irrevocable. L. Rejection of Responses The Lottery reserves the right to reject any response which is conditional or incomplete, or contains any material deviations. Any provisions of this document which are identified as requirements are mandatory. In the interest of promoting competition, the Lottery may allow a Bidder to correct a deficiency related to any requirement upon the Lottery s written request. If all Bidders fail to meet a mandatory requirement, the Lottery reserves the right to continue evaluation of the proposals and select the response which most closely meets the requirements specified in this RFP. M. Nonmaterial Deviation The Lottery may waive any nonmaterial deviation in a proposal. The Lottery s waiver of a nonmaterial deviation does not modify the RFP requirements or excuse the proposing Bidder from full compliance with the contract s requirements. N. Contract Execution The Lottery Director or designee will make the final determination of the contract award, subject to Commission approval. In making this determination, the Lottery Director or designee may be assisted by an Evaluation Committee. Failure or refusal on the part of the intended awardee to begin performance within ten working days of contract execution may be treated as a repudiation of the contract at the sole discretion of the Lottery. The Lottery may then either: (1) select the next ranked proposal which conforms to the requirements of this RFP and represents, in the sole discretion of the Lottery, the best value proposal that maximizes the benefits to the Lottery; or (2) reject all proposals. The Lottery reserves its right to damages associated with a repudiation of the contract. The Lottery reserves the right to cancel any and all elements of a procurement or rescind an announced award at any time up to and including execution of the actual contract. O. Hiring of Lottery Personnel At all times during the proposal evaluation period and continuing through the contract award or the rejection of all proposals, Bidders are prohibited from officially or unofficially making any employment offer or proposing any business arrangement whatsoever to any person involved Learning Management Software Services 4 RFP #50019

7 in the evaluation of proposals. Any Bidder making such an offer or proposition will be disqualified from further consideration. P. Governing Law and Regulations The Lottery s governing law and regulations, including its Competitive Bidding Procedures, are available on the Lottery s website at It is the Bidder s responsibility to be familiar with these laws and regulations. Q. Property of the Lottery All proposal responses become the property of the Lottery upon receipt and shall not be returned to the Bidder. R. Defense of Bid Protest The successful Bidder, at its own expense, shall fully participate in the defense of any bid protest filed by a third party II. PROPOSAL REQUIREMENTS All proposals and other requested documents must be organized in the same order and with the same lettering/numbering format as shown in the following subsections; submitted in a 3-ring binder, on 8 ½ x 11 inch paper, printed on one side only, using at least 12 point size font, consecutively numbered with sections clearly marked or labeled; and provided on a compact disc (CD) compatible with Microsoft Office 2010 Suite and Adobe Acrobat Reader X (v10.1.7). Bidders must provide the Lottery with as much information necessary in their proposal response for the Lottery to award a contract. At a minimum, proposals must be fully responsive to the specific requirements stated in this RFP. Bidders must identify any requirements of this RFP they cannot satisfy. A. Mandatory Submittals All proposals submitted in response to this RFP must comply with the requirements of this section. Failure to complete and submit the information listed in this section may, at the discretion of the Lottery, result in the rejection of the proposal. If all Bidders fail to meet one or more of the mandatory requirements, the Lottery reserves the right to continue evaluating the proposals. Bidders who pass the review of Mandatory Submittals will advance to the evaluation of Rated Submittals. Bidders must complete and submit the following attachments as detailed below: 1. Transmittal Letter 2. Technical Approach 3. Attachment 1, Cost Proposal 4. Attachment 2, Certification 5. Attachment 3, Guaranty 6. Attachment 4, Disabled Veteran Business Enterprise Participation Program 7. Attachment 5, Small Business Program Learning Management Software Services 5 RFP #50019

8 8. Attachment 6, Bidder Experience Reference Form 9. Attachment 7, Project Team Form 10. Attachment 8, Learning Management System Worksheet 11. Attachment 9. General Disclosures 1. Transmittal Letter Bidder must submit a cover letter indicating that the Bidder is responding to the RFP and that all of the RFP requirements have been met. The letter must be signed by a representative identified in Certification, Attachment 2, as legally authorized to contractually bind the Bidder. Bidder must also disclose any potential, actual or apparent conflicts of interest that may arise between any of the bidder s current clients and/or employees, and the Lottery. Because of the complexities involved in defining conflicts of interest, please identify any potential conflicts and the Lottery will make a final determination as to whether a disqualifying conflict exists. Note: If there are no known conflicts, provide a statement to this effect. 2. Technical Approach The Bidder shall describe how it meets the Technical Requirements in the Scope of Services, including a description of: Architecture: application architecture, core system, data architecture. Whether the proposed solution is hosted or multi-tenant SaaS, compatibility with Lottery systems, and the benefits of the proposed solution. Network/ Maintenance: backups, disaster recovery. Service Delivery including: service monitoring, customer notification, service management, incident management, problem management, configuration management, change management, release management, and reporting to demonstrate that SLA s are being met. Security: including data center security, application security, vulnerability management, business continuity and disaster recovery planning, data protection and privacy of personal information, information systems audit and logging, what independent 3 rd party information security reviews have been completed, what industry security standards are followed, and what certifications are obtained by the Bidder Integration: APIs, integration capabilities and connectors. 3. Cost Proposal (Attachment 1) Cost Proposal, Attachment 1, must be completed by the Bidder at the time of bid submission and included in its bid response. NOTE: Any changes made to the Cost Proposal by the Bidder, including but not limited to exceptions, deletions, and additions, may be the basis for disqualification of the bid response. Learning Management Software Services 6 RFP #50019

9 4. Certification (Attachment 2) Certification, Attachment 2, must be completed by Bidder at the time of bid submission and included in its bid response. 5. Guaranty (Attachment 3) Guaranty, Attachment 3, must be completed by the Bidder at the time of bid submission and included in its bid response. 6. Disabled Veteran Business Enterprise Participation Program (Attachment 4 Optional) Disabled Veteran Business Enterprise Participation Program, Attachment 4, must be completed by the Bidder at the time of proposal submission and included in its proposal response package, if applicable. Bidders must complete and submit the DVBE forms if they are requesting participation in the program. Proposal packages received without the completed DVBE forms will not be considered responsive for the five percent business preference (see Attachment 4 for additional information). 7. Small Business Program (Attachment 5 - Optional) Small Business Program, Attachment 5, must be completed by the Bidder at the time of proposal submission and included in its proposal response package, if applicable. Bidders must complete and submit the Small Business and Microbusiness Program Participation forms if they are requesting participation in the program. Proposal packages received without the completed Small and Microbusiness Program Participation forms will not be considered responsive for the five percent small business preference (see Attachment 5 for additional information). 8. Bidder Experience Reference Form (Attachment 6) Bidder Experience Reference Form, Attachment 6, must be completed by the bidder at the time of proposal submission and included in the proposal response package. The Bidder must provide information to demonstrate its background and experience as it pertains to the tasks required in Exhibit A, Scope of Services. 9. Project Team Form (Attachment 7) Project Team Form, Attachment 7, must be completed by the bidder at the time of proposal submission and included in the proposal response package. Each bidder must describe how it will staff the Lottery s account so that the Lottery s specific needs are met. 10. Learning Management System Worksheet (Attachment 8) Attachment 8, Learning Management System Worksheet must be completed by the bidder at the time of proposal submission and included in the proposal response package. This worksheet will identify how the bidder s proposed software solution features and functionality meet the Functional Requirements described in Exhibit A, Scope of Services. Learning Management Software Services 7 RFP #50019

10 11. General Disclosures (Attachment 9) General Disclosures, Attachment 9, must be completed by the Bidder at the time of proposal submission and included in its proposal package. The disclosures provided in these forms will be considered confidential and will not be provided in response to California Public Records Act Request. Evaluation Criteria for Mandatory Submittal Review: Pass/Fail B. Rated Submittals and Evaluation Criteria Bidders shall submit the following information: The entire Rated Submittal not including attachments included as part of Mandatory Submittals (e.g. Bidder Experience Reference Form, Attachments 6, Project Team Form, Attachment 7, and Learning Management System Worksheet, Attachment 8) shall not exceed 25 pages. Rated Submittals that exceed 25 pages may not be read. Proposals submitted in response to this RFP will be rated in comparison with other submitted proposals and will be rated using the scale set forth in Section III, Proposal Evaluation Process. a. Company Background and Experience (Maximum 3 pages) In this section of the proposal, the Bidder should demonstrate how their company s experience and resources make it best suited to provide Learning Management System (LMS) software, implementation services, hosting and support to the Lottery. To demonstrate its background and experience, each Bidder is to provide a narrative (3 pages maximum) that provides an overview of the Bidder s company, product offerings, financial stability, and outlook for the Bidder s position in the LMS marketplace. If a subcontractor is being proposed, provide the same information for the subcontractor. While it is the Bidder s responsibility to decide what information under this general heading would be most useful to Lottery in assessing the Bidder s capabilities, at a minimum the Bidder should include the following in this section: Number of years in business Number/locations of offices Gross Revenue for last 3 fiscal years Number of years providing LMS solutions Number of years providing hosted or SaaS solutions Number of customer accounts for the proposed solution Installed user base of the proposed solution Ownership status (private/public corporation, subsidiary, etc.) List of relevant projects/clients that use your LMS solution (the Lottery may contact your clients) Formal partnerships with other companies Certifications/awards Strength of LMS offering as published by third party industry analysts (e.g. Gartner, Forrester) Learning Management Software Services 8 RFP #50019

11 Corporate Experience Requirements The Bidder must be able to demonstrate that they meet the following corporate experience requirements: 1. Two company project references for LMS implementation projects. The referenced projects should be recent and similar in size/complexity to the Lottery LMS project. 2. At least one of the above company project references must be for a hosted or SaaS implementation of the proposed solution. Bidders must use Bidder Experience Reference Form, Attachment 5, to demonstrate confirmation of corporate experience requirements used to meet RFP minimum qualifications. The Lottery may contact the references following submission of the proposals to validate the information provided. 1. All referenced work must have been performed within the past five years (as of the Proposal Due Date). 2. The referenced work must be fully implemented and the software must be currently in use at the referenced customer. 3. All referenced work must have been performed for a client external to the Bidder s/subcontractor s organization, parent company, and subsidiaries. 4. If the Bidder proposes to use a subcontractor to provide some portion of the required services, the prime contractor must meet the minimum corporate experience requirement; the subcontractor s references will not count toward the minimum references for the prime contractor. Evaluation Criteria for Company Background and Experience: Depth of company experience with Learning Management System software solutions. Depth of company experience with hosted or SaaS service offerings. Financial stability of the organization. Relevance to the Lottery s size, scope, and business need. Relevance of experience as confirmed by references. b. Learning Management System (LMS) and Process Improvement Describe how the proposed software solution tool s features and functionality meets the Functional Requirements described in Exhibit A, Scope of Services. Please refer to Attachment 8, Learning Management System Worksheet. The description should focus on how the solution will enable the Lottery to offer a Learning Management System that allows for self-service, automation, tracking and reporting. Key components of interest include: Alignment with standard LMS best practices. Ability to automate and improve processes through configurable workflows, including automation of approvals. Learning Management Software Services 9 RFP #50019

12 Ability to assign, track, and view learning management based on various configurable attributes, such as required training, certifications & licensing. Built in templates for processes and methodology that reflect LMS best practices, which can be configured to meet Lottery specific needs. Facilitation of LMS collaboration through workflow, alerts, integration with , and similar features. Identification of compatible Human Capital Management (HCM) software solutions that the LMS can interface with. Evaluation Criteria for Learning Management System and Process Improvement: Thoroughness in addressing Functional Requirements stated in the Scope of Services. Ability to develop repeatable processes, using templates, workflows, and collaboration tools. Demonstrated increase in efficiency of proposed software solution tool (e.g. the tool s ability to save staff time and simplify task in managing learning). Scalability of solution tool to increase functionality as the organization matures, without the need for new licenses, modules, and customization. Additional relevant functionality that is available for future growth and maturity. Relevance of proposed software solution tool features and functionality to LMS requirements (as stated in Attachment 7, Learning Management System Worksheet.) c. Proposed Approach Bidder shall provide a written summary describing the Bidder s approach to providing the functionality and services described in the RFP and the ability to work with the Lottery for a rapid and effective implementation to help the Lottery improve its ability to further its mission. The Bidder s approach should depict a solution that can be adapted or configured to accommodate the Lottery s forms, workflows and terminology; can be implemented rapidly by importing existing learning management information; and facilitates rapid adoption by end users. For purposes of their bid, Bidders should describe their approach to the project using the assumptions and estimates provided in Exhibit B, Background. Bidders are free to propose the project approach that they feel best meets the Lottery s needs. However, in order to facilitate evaluation, Bidders must describe their proposed approach in the following service areas: Implementation Approach Describe the recommended implementation services and approach that will help the Lottery quickly and effectively implement the solution and will facilitate user adoption and quick time to value. Project management High-level implementation timeline and work breakdown Learning Management Software Services 10 RFP #50019

13 Roles and responsibilities of Bidder and Lottery Organizational Change Management approach Assumptions Training Clearly identify and fully describe the training that will be included in your standard implementation period for administrators, managers / team members, and executives, prior to the system launch or Go Live. Training syllabus, course documentation, or links to on-line instructional material that explain the training content and its goals should be submitted. Include the number of training hours. Training methods, including whether training provided as part of implementation is onsite classroom training, on-site workstation training, web based instructor-led, web based self-study, or a combination of training methods. Additional training that is recommended above the basic training included as part of proposed implementation. Ongoing training that is offered as part of the annual license or subscription cost. User documentation, on-line help, or live support that is available as part of the annual license or subscription. Ongoing Services and Support Describe the post-implementation support that is recommended, the services the vendor routinely provides as part of the annual licensing and maintenance fees, and available services that incur additional fees. Include a description of: Ongoing support as the organization progresses in learning management maturity. Availability of on-line help, webinars, user groups, and ongoing training. Technical and administrative support. Functional/user support. Availability of a Service Manager as an assigned liaison to the Lottery account. Bidders must use Project Team Form, Attachment 7, to describe the composition of their proposed project team. At a minimum, the bidder must identify the Key Staff: Implementation Project Manager and Service Manager. These roles may be filled by the same individual at the Bidder s discretion. Evaluation Criteria for Proposed Approach: Thoroughness, understandability and appropriateness of the proposed approach. Quality of detail provided in the Implementation Plan, including schedule, activities, assumptions and constraints. Quality of on-site resources provided by the Bidder. Relevance of the roles of Bidder s staff and Lottery staff to completion of tasks. Thoroughness of Training approach. Clarity of definition of end users skill level requirement for Go Live. Availability of ongoing support services. Quality of follow-up services as part of annual license and maintenance fees. Learning Management Software Services 11 RFP #50019

14 C. Finalist Oral Presentation and Demonstration All Bidders receiving a rating of Significantly Exceeds, as set forth below in Section III Evaluation Process and Award, in the Rated Submittals evaluation will be deemed Finalists and advance to the Finalist Oral Presentation and Demonstration stage. Bidders receiving a minimum rating of Meets and above in the Rated Submittals Evaluation may, at the sole discretion of the Lottery, advance to the Oral Presentation and Demonstration stage. Finalists will be notified to provide an Oral Presentation and Demonstration. Only those Bidders identified as Finalists will present an Oral Presentation and Demonstration. Any preparation done by the Finalist for the Oral Presentation and Demonstration will be at the Finalist s own time and expense. Oral presentation by Key Staff and the demonstration of selected capabilities are intended to afford the Lottery the ability to clarify and verify the claims made in the Bidder s proposal in response to the requirements and to corroborate the evaluation of the proposal. The following Key Staff will be required to attend and participate in the presentation and demonstration (these roles may be filled by the same individual at the Bidder s discretion): Implementation Project Manager: The individual that will have lead responsibility for managing the implementation project. Service Manager: The individual that will be the ongoing primary point of contact for the Lottery following implementation for the resolution of any incidents, and to coordinate ongoing support and services as needed. Finalists will be provided with additional information about the Lottery s current learning management process, which should be used to tailor the Bidder s presentation and demonstration. The purpose of system demonstration will be to validate that the Finalist has prior experience implementing the software capabilities desired by the Lottery. Samples of the deliverables in the Finalist s proposed approach may be requested. The areas to be covered during the presentation are as follows: 1. Demonstration of product functionality. The Finalist should use the description of Functional Requirements included in Exhibit A, Scope of Services in conjunction with additional details to be provided to Finalists about the Lottery s learning management process to demonstrate how the proposed solution will be implemented at the Lottery to meet the requirements in the areas of: Training Requisition process o Course Registration for Lottery and external vendor classes o Supervisor approval o Payment and budget tracking o Training record database Developing on-line courses Training Reports Learning Management Software Services 12 RFP #50019

15 2. Description and demonstration of product usability. The proposed solution must be intuitive, accessible, and easily configured to facilitate its adoption by users that have a low level of knowledge and experience in the Lottery s training requisition processes. The solution must also be easy to administer and configure by staff that have good computer skills, but are not programmers or IT specialists. The Finalist shall demonstrate how the solution meets these objectives, addressing such things as: Ability to change the look and feel of the interface (logo, colors, etc.). Flexibility to configure items such as templates, forms, data fields, reports, metrics, notifications, workflow, document approvals, and user preferences, without the need for a developer or sophisticated IT resources. Ability to configure the content of user dashboards and views based on role-based security. Ability for users to configure their own home page (or equivalent), and to create user specific bookmarks or favorites. Ability for end-users to configure their views (i.e. change columns and filters, etc.) without needing administrative permissions. Users can navigate to and access learning management data and information in a single dashboard format. Ability to perform keyword and full text searches across the system. Option to apply a change in process (workflow) to all learning management processes. Availability of context driven help. Provides out of the box reporting from day one of implementation, with the ability to develop additional ad hoc reports at our convenience. 3. Product Implementation Plan Details. Finalists must present a detailed Implementation Plan for all required project activities based on established methodologies and recommended roll-out approach for all system modules and entities. The Finalist shall also describe their approach for ongoing support and partnership with the Lottery. Finalists should: Provide a detailed timeline with phases, activities, and milestones from initial kick-off (upon contract execution) through launch of the product in production. Describe the Bidder s services that will be provided including personnel, on-site presence, and remote activities. Describe the Lottery resources, data and artifacts that will be required during the implementation process. Describe how organizational change management is addressed in the implementation approach. Describe how the Bidder s approach will help the Lottery successfully implement and adopt the solution and advance in Learning Management Maturity. Provide an ongoing roadmap for the Lottery beyond initial implementation. 4. Additional information the Finalist believes best profiles their capabilities to provide LMS software and implementation services to the Lottery, and to partner with the Lottery to provide a roadmap to LMS maturity through the use of the proposed solution. Learning Management Software Services 13 RFP #50019

16 Oral presentations and demonstrations will be scheduled at the Lottery s Headquarters office. The presentation may last no more than three hours. The presentation should begin with a brief (no longer than 10 minutes) description and background of the Finalist and any proposed subcontractors. The Finalist will then proceed to the business functionality and usability demonstration for Lottery business stakeholders (not to exceed 90 minutes). Finally, the Finalist will provide a presentation of the detailed implementation plan, and a discussion of how the Finalist proposes to provide ongoing services to assist the Lottery as it matures in its Learning Management capabilities. The Lottery will provide an Internet connection for the purpose of the demonstration. All hardware and software required to perform the demonstration must be provided by the Bidder. Bidders must provide a resume for the named Implementation Project Manager and Service Manager. The resume should be limited to no more than two pages per individual and should highlight the experience and background most relevant to this project. Evaluation Criteria for Finalist Oral Presentation and Demonstrations: Attendance and participation of key personnel. Ability of key personnel to communicate clearly. Ability of key personnel to answer questions about their background, experience, and proposed approach. Demonstrated ability to provide the required functionality, and appropriate fit with Lottery s current learning management tools, templates, and processes. Demonstrated ability to implement a hosted solution that is secure, robust, reliable, highly available and efficient. Accessibility and ease of use; intuitive user interface. Persuasive demonstration that articulates why the Finalist provides the best value to the Lottery and should be selected to provide LMS software, implementation and hosting services to the Lottery. Quality of Organizational Change Management support. Effectiveness of Bidder s approach to helping customer advance in Learning Management maturity using the proposed solution. Roadmap for continuing process improvement and maturity. III. PROPOSAL EVALUATION PROCESS All proposals and all portions not identified as Pass/Fail will be assessed using the Rating Chart below for form and content in accordance with the provisions stated in this RFP. All Bidders receiving a rating of Significantly Exceeds in the Rated Submittals evaluation will be deemed Finalists and advance to the Finalist Oral Presentation and Demonstration stage. Bidders receiving a minimum rating of Meets and above in the Rated Submittals Evaluation may, at the sole discretion of the Lottery, be advanced to the Oral Presentation and Demonstration stage. The evaluation of the proposals is as follows: A. Mandatory Submittals Evaluation (Pass/Fail): 1. Transmittal Letter 2. Technical Approach 3. Cost Proposal (Attachment 1) Learning Management Software Services 14 RFP #50019

17 4. Certification (Attachment 2) 5. Guaranty (Attachment 3) 6. DVBE Participation Program (Attachment 4 if applicable) 7. Small Business and Disabled Veteran Business Form (Attachment 5 if applicable) 8. Bidder Experience Reference Form (Attachment 6) 9. Project Team Form (Attachment 7) 10. Learning Management Worksheet (Attachment 8) 11. General Disclosures (Attachment 9) B. Rated Submittal Evaluation: Bidders receiving a minimum overall rating of Meets and above during the Rated Submittal Evaluation may have their Company references contacted at the Lottery s discretion. The overall evaluation of the Rated Criteria, Learning Management System and Process Improvement and Proposed Approach are of equal importance and individually are more important than Company Background and Experience. a. Learning Management System and Process Improvement b. Company Background and Experience c. Proposed Approach The specific criteria, used in evaluating each of the individual four rated sections, is provided in Section III.B, Rated Submittal Evaluation. Each section listed above will be rated using the following scale. Rating Chart Rating Significantly Exceeds Exceeds Meets Meets with Exceptions Does Not Meet Definition Proposal significantly exceeds performance or capability requirements; proposal demonstrates exceptional strengths that will significantly benefit the Lottery. Proposal exceeds performance or capability requirements; proposal has one or more strengths that will benefit the Lottery. Meets specified minimum performance or capability requirements necessary for acceptable contract performance. Proposal demonstrates weak performance or capability standards necessary for minimum contract performance; proposal has one or more weaknesses that offset any strengths. Fails to meet specified minimum performance or capability requirements. Proposals with an unacceptable rating are not awardable. C. Finalist Oral Presentation and Demonstration Evaluation: Bidders that receive an overall rating of Significantly Exceeds (or Meets and above, at the Lottery s discretion) during the Rated Submittal Evaluation are deemed Finalists and Learning Management Software Services 15 RFP #50019

18 will be notified to provide an Oral Presentation and Demonstration. Oral presentation by key staff and the demonstration of selected capabilities are intended to afford the Lottery the ability to clarify and verify the claims made in the Bidder s proposal in response to the requirements and to corroborate the evaluation of the proposal. The Finalist Oral Presentation and Demonstration will be rated using the Rating Chart above. Within the Oral Presentation and Demonstration, Functionality Demonstration, Usability Demonstration, and Detailed Implementation Plan are considered equally important and together will be evaluated to determine the solution that that provides the best combination of functionality and implementation support to meet the Lottery s needs. D. Price Assessment 1. Cost Proposal (Attachment 1) Only bidders that advance to the Finalist Oral Presentation and Demonstration will have their Cost Proposals evaluated. The Bidder must complete and submit Attachment 1, Cost Proposal, in its proposal for the services identified in Exhibit A, Scope of Services. For purposes of their bid only, Bidders should develop their cost proposal for the project using the assumptions and estimates provided in Exhibit B, Background. Any changes made to the Cost Proposal, including but not limited to exceptions, deletions, conditions, and additions may be a basis for rejecting the proposal. In addition to submitting the, Cost Proposal, Attachment 1, Bidders, should include a section describing their cost proposal assumptions and methodology for calculating project costs. The Lottery will assess each Bidder s cost proposal for its responsiveness to the RFP s requirements and the overall value to the Lottery as to the relative strength and weaknesses of each proposal. The Lottery will then assess cost proposals by comparing the specific proposal details from all Bidders. 2. DVBE and Small Business Participation Program(SBP) (if applicable) For Price Assessment purposes, where there is at least one DVBE Bidder or a Bidder subcontracting to a DVBE, the Lottery will calculate the appropriate preference by computing an amount not to exceed 5% from the lowest, responsible non-small Bidder. For Price Assessment purposes, where there is at least one small business Bidder or a Bidder that is subcontracting 25% to a small business, the Lottery will calculate the preference by computing an amount not to exceed 5% from the lowest, responsible bid of a non-small business Bidder. During the Contract term, the Contractor s DVBE and SBP compliance will be calculated based on the Contractor s completed work as verified by an audit of Contractor s invoices and Contractor s payments to designated subcontractors. Learning Management Software Services 16 RFP #50019

19 IV. BEST VALUE ANALYSIS For the purposes of this RFP, the best value proposal will be the proposal that provides the best overall value to the Lottery and will most likely result in a Contract that fulfills the Lottery s mandate to: 1) award contracts to the responsible supplier submitting the best value proposal that maximizes the benefits to the state in relation to the areas of security, competence, experience, and timely performance; 2) take into account the particularly sensitive nature of the Lottery; and 3) act to promote and ensure integrity, security, honesty, and fairness in the operation and administration of the Lottery. A proposal meeting the requirements of the RFP with the lowest price may not be selected if award to a higher-priced proposal, in the judgment of the Lottery, provides the best overall value to the Lottery. The Lottery may elect to pay a higher price to select a proposal that overall is exceptional and reasonably priced. As part of the best value proposal evaluation process, the Lottery may award a contract based on the proposals submitted or establish a competitive range and hold discussions with each Bidder in the competitive range. The competitive range shall be comprised of the most highly rated proposals consistent with the need for an efficient competition. If conducted, discussions will be undertaken with the intent of allowing each Bidder the opportunity to revise its proposal only in those specific areas identified by the Lottery during discussions. The discussions may include bargaining. Bargaining includes persuasion, alteration of assumptions and positions, give-andtake, and may apply to price, technical requirements, type of contract, or other terms of a proposed contract. The Lottery may indicate to, or discuss with, each Bidder in the competitive range weaknesses, deficiencies, and other aspects of its proposal such as price, technical approach, and terms that could, in the opinion of the Lottery, be altered or explained to enhance materially the proposal s potential for award. The scope and extent of discussions are a matter solely within the Lottery s judgment. V. PROPOSAL PACKAGING AND DELIVERY All proposals must be received by August 5, 2014, no later than 3:00 p.m. Fax or electronic transmissions will not be accepted. Mail or deliver all proposal responses to: Contract Development Services California Lottery 700 North 10th Street Sacramento, CA Attention: Susana Sanchez Response to RFP #50019 DO NOT OPEN IN MAILROOM Postmark date will not constitute timely delivery. Proposals received after the above date and time will not be considered. Bidders are solely responsible for ensuring timely receipt of their responses. The original proposal shall be marked "Original" and have original signatures. Any RFP attachment and/or form that requires a signature must be signed in ink (preferably in a color other than black) by a person who is identified as authorized to bind the proposing Bidder in Attachment 2, Certification Form. Learning Management Software Services 17 RFP #50019

20 Proposals shall be submitted in a sealed package(s) addressed as above and clearly identifying the Bidder making the submission. Within the sealed package(s), the Bidder shall include four separately sealed packages clearly identifying the contents and company name and address: Package 1 shall contain one original and two copies of completed Attachment 1, Cost Proposal and one copy of the Bidder s proposal response on CD. NOTE: Do not include cost proposal or price information anywhere else in proposal. Package 2 shall contain one original and two copies of the Technical Approach, Certification, Attachment 2, Guaranty, Attachment 3, and Disabled Veteran Business Enterprise Participation Program, Attachment 4 (if applicable), Small Business Program, Attachment 5 (if applicable), and Learning Management System Worksheet, Attachment 8. Package 3 shall contain one original and seven copies, in hard cover loose leaf binders, of the Bidder s rated submittals indexed, lettered and numbered as stated in Section II, Proposal Requirements, B. Rated Submittals and Evaluation Criteria. Package 4 shall contain one original and one copy, of Attachment 8, General Disclosures. Learning Management Software Services 18 RFP #50019

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