Questions and Responses. Request for Proposal #50019 Learning Management System Software and Implementation Services

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1 Questions and s Request for Proposal #50019 Learning Management System Software and Implementation Services Below are questions received and the corresponding responses relating to the above referenced RFP. All references to agencies or personal names have been omitted. Question 1 Could you send us a Word copy of the RFP? Specifically pages that require us to input data on the worksheet. Please see enclosed Word and Excel Attachments in fillable format. (Please note that Attachment 8, Learning Management System Worksheet contains two worksheet tabs). Question 2 Does California Lottery have a desired budget range you are targeting for this project and can you let us know what that is? Yes, the Lottery has an estimated budget for the Learning Management Systems Software and Implementation Services contract, but, in order to ensure that pricing remains competitive, the estimated annual budgeted amount will not be provided to bidders at this time. There is no minimum expenditure guarantee, however, and, as with all Lottery contracts, funding is subject to continuing approval of the California State Lottery Commission. Question 3 Are all of the functional requirements in Attachment 8 Learning Management Worksheet to be considered mandatory? Is there a way to know which requirements may be mandatory and which ones are only highly desirable, or desirable? The Lottery will not be differentiating mandatory functional requirements at this time. Please use the rating legend in Attachment 8, Learning Management System Worksheet. Vendors are encouraged to fully describe their system s capabilities and add additional information related to the item in question. Additionally, vendors can describe alternative solutions that it can provide. Question 4 Will external users (i.e. vendors, contractors, etc.) be supported by the LMS and if so, how many and what type?

Specifically pages 59-78 that require us to input data on the worksheet. Please see enclosed Word and Excel Attachments in fillable format.

2 The Lottery would like the capability to utilize learning content from external users, but the Lottery does not have a set number of external users. Question 5 Will multi-language capabilities be required? No. Question 6 Regarding B. Rated Submittals, is that 25 Pages for each Section (Sections 6-8 only)? The entire Rated Submittal, Section II, B, of the RFP, must not exceed 25 pages. Question 7 To clarify, what sections make up Section II of the RFP? And if you don t fully meet one of the requirements will you be disqualified? Subsections A and B of Section II of the RFP, outlines the Bidders Proposal Requirements. All submittals in subsection A and B are required to be provided as part of Bidders response to the RFP, but the Lottery will not be differentiating the mandatory functional requirements described in Attachment 8, Learning Management System Worksheet, as stated in response to Question 3. If the bidding vendor does not meet one or more of the requirements, that does not mean it will be disqualified, as stated in response to Question 3. Question 8 In Exhibit A, Scope of Services, 1. Technical Requirements, if you don t fully meet one of the technical requirements will you be disqualified? If the bidding vendor does not meet one or more of the requirements, that does not mean it will be disqualified, as stated in response to Question 3. Vendors are encouraged to fully describe their system s capabilities and add additional information related to the item in question. Additionally, vendors can describe alternative solutions that it can provide. Question 9 To clarify is Exhibit A, Scope of Services to be responded to in Section 2. Technical Approach? Only the technical requirements cited within Exhibit A, Scope of Services should be addressed as part of the Bidder s Technical Approach. 2

The entire Rated Submittal, Section II, B, of the RFP, must not exceed 25 pages. Question 7 To clarify, what sections make up Section II of the RFP?

3 Question 10 For Exhibit C, Draft Contract Terms and Conditions is a response required for this Section? If so, will issue clarification be acceptable? No response is required for Exhibit C, Draft Contract Terms and Conditions, but if the vendor cannot meet certain Terms and Conditions, it should specify. Question 11 Regarding Contractor Disclosure, does every vendor need to complete this as part of its RFP? Yes. Question 12 When does the Lottery expect to have a fillable response document available with Attachments, Questions, and Functional/Reporting Questions included? Please refer to response for Question 1. Question 13 In regards to Attachment 8 Learning Management System Worksheet, Functional Requirements, 5. the system shall track required training/orientation requirements, schedule, and generate letters to employees. Would the Lottery please expand upon the content of the letters to employees, are these notifications? Letters to employees will be, for example, notifications of enrollment/cancelation and changes in schedule or location. Question 14 In regards to Functional Requirement 33, Affirmative Action Report, is an example of an affirmative action report a roster of students by ethnicity or gender? If not, please provide a short example you would like the LMS to provide. This information is not a requirement for the Lottery. Bidders should disregard this requirement. Attachment 8, Learning Management Worksheet has been amended to remove Requirement 33, Affirmative Action Report and replaced with Attachment 8, Learning Management Worksheet dated July 15, Question 15 In regards to Functional Requirement 34, Contract Expiration Notifications, please provide an example of a contract expiration that you would like the LMS to provide. 3

Question 11 Regarding Contractor Disclosure, does every vendor need to complete this as part of its RFP? Yes.

4 Some Lottery employees must maintain professional licenses and/or certifications as a condition of employment. The Lottery would like to have the capability to input/update an expiration or renewal date of the license and/or certification. It would also be beneficial if the system has the capability to generate a notice to the employee and/or management that the license or certification is due to be renewed. Question 16 In regards to Functional Requirement 37, Training Goals from Performance Appraisals, what system do you use to capture training goals and how often are they updated? Currently the Lottery utilizes a manual process to conduct an annual Performance Appraisal and develop an Individual Development Plan (IDP). The IDP is used to identify and track training goals and objectives. Question 17 In regards to Functional Requirement 90, Certification and Licensing Standards, please provide an example of a licensing standard. The Lottery has a variety of professional certifications and licenses that need to be tracked. For example, our Peace Officers must periodically re-certify that they meet California Peace Officer Standards and Training (POST) requirements as a condition of employment. Additionally, Lottery professional staff - such as, attorneys, auditors, and project managers obtain certifications that should be documented and tracked. Question 18 In regards to Functional Requirement 112. Billing, will you charge learners for specific course or is billing by cost center/department/organization? If learners are charged, will you use ecommerce transactions? The Lottery will not charge learners for classes. However, the Lottery would like to have the capability to track the training budget for individual divisions or departments and to track all billing invoices. Question 19 In regards to Reporting Requirement 9, Return to work, are you asking for the LMS to track a return to work status? Is this being fed by another system or do you want an admin/manager in the LMS to change a user s status to return to work? Yes. The Lottery would like to have the option to note within the system when an employee is out on leave and update the employee s status when they return to the workplace. If it could be fed by another system, that would be preferred. If not, the process can be done manually, either by the administrator or the employee s manager. 4

It would also be beneficial if the system has the capability to generate a notice to the employee and/or management that the license or certification is due to be renewed.

5 Question 20 In regards to Reporting Requirement 10, Mass Employee Update, please confirm that you want the LMS Reporting to perform this function. If so, please provide an example. The Lottery would like to have the capability to initiate mass employee data updates. For example, if there was a need to change the cost code for 50 employees in the same Division, the Lottery would like to be able to change the data with a single transaction rather than by entering 50 transactions. 5

The Lottery would like to have the capability to initiate mass employee data updates.

Request for Proposal #50019

Request for Proposal #50019 Learning Management System and Implementation Services June 17, 2014 California Lottery 700 North 10th Street Sacramento, CA 95811 TABLE OF CONTENTS Page I. GENERAL INFORMATION