Item # Page # Section # Specification(s) Change(s) Modification(s) 1 7, 19 2, Video Development and Editing Services

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1 Addendum # 5 Airport Computer Based Training and Learning Management System RFP # To: Date: 11/6/2015 All Prospective Service Providers Subject: Addendum # 5 RFP # Please note the changes/modifications below for the RFP. Item # Page # Section # Specification(s) Change(s) Modification(s) 1 7, 19 2, Video Development and Editing Services 2 7, 19 2, Required Courses 3 7, 20 2, Other Requirements Required functionality /service: Integration with current access control system. Required Courses Secure username and login for each user. Change to read: System must be capable of future integration with SQL/Oracle based access control systems. Please use revised Form Seven, Attachment 2, on page 19 of this addendum. Delete: Customer Service Training Delete: Movement Area Driver Training Add: Evacuation Training Please use revised Form Seven, Attachment 2, on page 19 of this addendum. Change to read: System must allow for records retention in accordance with TSA requirements. Please use revised Form Seven, Attachment 2, on page 19 of this addendum n/a n/a Change to read: Regardless of exceptions taken, Proposers shall provide pricing based on the requirements and terms set forth in this RFP. Pricing must be all-inclusive and cover every aspect of the Project. Cost must be in United States dollars rounded to the nearest quarter of a dollar. Please use revised Form Four, Attachment 1 on page 17 of this addendum Maintenance and support Change to read: Maintenance and Support. The Company shall provide Maintenance Services at no additional charge during the Warranty Period. After the Warranty Period, the City shall have the option to purchase Extended Maintenance Services at a price of $ per year. The City 1

2 Item # Page # Section # Specification(s) Change(s) Modification(s) Questions and Answers: shall be entitled to exercise its option to buy Extended Maintenance Service for a given one (1)-year option period by: (a) providing written notice to the Company at any time prior to or within sixty days following the beginning of such one-year option period; or (b) payment of the Company s invoice for such one-year option period. Please use revised Form 4, Attachment 1 on page 17 of this addendum. 1. The Airport plans to seek City Council award of the contract on January 13, 2014 and expects to go-live no later than March 15, State your lead-time (calendar days) from contract execution to go-live. Should we disregard the references to 2014? Revise to read: The Airport intends to seek City Council award of the contract on February 22 nd, State your lead-time (calendar days) from contract execution to go-live. standard lead-time days accelerated lead-time days 2. Does the City of Charlotte have proprietary content for the training? CLT s current training is customized to the CLT but not proprietary. 3. Which languages will be required for support at the help desk? Training must be available in English and Spanish. Help desk support will only require English. 4. Is partnering among providers allowed? Encouraged? Per Section 1.15 of the RFP, No Collusion or Conflict of Interest: By responding to this RFP, the Proposer shall be deemed to have represented and warranted that the Proposal is not made in connection with any competing Proposer submitting a separate response to this RFP, and is in all respects fair and without collusion. 5. Will the City provide Subject Matter Experts to work with the selected provider to develop the e-learning? Yes 2

3 6. What LMS are you currently using? In house computer based training (CBT) / learning management system (LMS). 7. Is a SaaS solution for the LMS acceptable? Yes - if customizable to meet CLT s needs. 8. Are there courses in existence that will be modified or are we to assume all new development? Yes, some existing courses such as customer service training will be incorporated into new LMS all other required courses will require new development. 9. What are the system requirements? Hardware must be provided by and determined by Company. 10. What are the accessibility requirements? Must meet all ADA requirements including but not limited to: touch screen capabilities and closed captioning for the hearing impaired. 11. The RFP page 8 section 3 states that Proposals will be evaluated on the following major categories: a. Qualifications and Experience b. Project Approach / Proposed Solution; c. Cost Effectiveness and Value; d. Acceptance of the Terms of the Contract; and e. MWSBE Subcontractor Utilization. Are these items equally weighted? If not, can you please provide the weighting of these major categories if they are not all equal? No category weighting will be used in the evaluation process for this RFP: The method to be used will be: The first review should verify whether the proposal meets the minimum requirements (all forms and mandatory information submitted). If the minimum requirements are not met, the proposal is typically rejected and no further evaluation is needed. The second phase of the evaluation typically requires each evaluation team member to review the proposed solution and rating how well the proposal meets the City s needs. The evaluation process may also include site visits, and/or interviews or presentations as determined in the 3

4 best interests of the City by the evaluation committee. The proposed solution will also be reviewed by the City s Technology Procurement Evaluation Team prior to implementation. Per section 3 of the RFP: Proposals will be assessed to determine the most comprehensive, competitive and best value solution for the City based on, but not limited to, the criteria below. The City reserves the right to modify the evaluation criteria or waive portions thereof. 12. Is a flash drive an acceptable medium for submission? Yes, for submission of sample course via CD or other electronic means. Proposal must be submitted in accordance with instructions in section 1.8 and What does the airport consider normal business hours? Also, what services does the airport anticipate on conducting outside of those normal business hours? The Charlotte Douglas International Airport needs support between hours Monday Friday, and Saturday-Sunday, since those are/will be the operating hours of the Credentialing Office. 14. On Page 8 Optional features Allow remote access sessions. Is this referring to training or support? Training only. 15. On Page 16 section 3 Maintenance and Support. Is the Warranty referenced intended for software or hardware? Warranty must be vendor supported for software. The hardware to be covered by applicable manufacturer warranties. 16. Does CLT currently provide training 7 days a week or only on weekdays? Currently the Airport provides training on Monday-Friday and on Saturdays. 17. Do you have any existing web based training courses that demonstrate the level of quality and interactivity that you are looking for? If yes, could you share the link? There are no web based training courses that can be shared with proposers. 18. Could you explain the difference between the site specific and non-site specific courses? 4

5 Some of the courses must be customized specifically to CLT environment and operation, such as the SIDA training, driver training, for others it is OK to be more generic, such as authorized signer training. 19. What level of effort are you looking for in terms of Graphic design, ID (Instruction Design) and Video Development/Taping? The highest level possible from potential providers. Proposers should put forth their best effort to meet the needs of the City of Charlotte and scope of the RFP. 20. Do you have any specific requirements regarding Quality Assurance Testing? System acceptance shall occur when the entire LMS has been in production use with live data for all users in full compliance with the Specifications and Requirements for at least fifteen (15) continuous days, with the exception of any scheduled downtime (the Trial Period ). 21. Do you have an existing graphic/template design that we could use to apply your branding to the LMS and course templates or do we need to plan for graphic/template design from scratch? It is possible that CLT logos will be need to be applied to the templates with proper internal approvals. The Airport will provide logos as needed. 22. In the RFP, there is a list of 6 courses you are requiring in this LMS. Is this list all-inclusive or are there other courses you may want developed as well? All-inclusive for the present, but other courses may be required in the future. 23. For each of the required courses, what is the expected seat-time/duration? (i.e. how much time would it take the average person to complete the course?) Total time for each course should not exceed 45 minutes. 24. What level of interactivity are you looking for in these required courses? Also, what is the complexity level of the interactivities? Watch video presentation; take test to display proficiency that is automatically graded. 25. In the RFP, you have mentioned about installing the courses on workstations. Our learning management system is cloud based, where users can login from anywhere to take courses. Are you open to have a cloud based learning management system? 5

6 Cloud based record keeping is acceptable however training courses and testing must occur in a central onsite location. There is potential for courses to be taken remotely in the future but for now all training must occur in the secure central location. 26. Is there any plan or need to conduct training as live virtual classes? No. 27. In RFP, we do not find requirements related to assessment, what is the plan for the assessment? Refer to question # Do you have a budget set for the project? If yes, are you able to share it? The budget for this project will be determined based on proposals received. The FY 16 adopted City Budget can be found here: Is the airport looking for a full Learning Management System? (deliver instructor-led training (ILT), virtual learning, exams, certifications, and compliance content) or is this a purely content development need? Instructor led will not be required.all others items above will be required in the LMS. 30. If client references are not available what other references can be used and supplied by the Bidders References most closely related to the type of work requested in the RFP Scope 31. Provide a complete description of your systems architecture including diagram containing each components locations with respect to your corporate Firewall. Describe the logical tiers of the process such as business logic and data access. See Attachment 3 to this addendum. 32. Is courseware portability and interoperability important to your organization? Possibly in the future but not required at this time. 33. Is remote access to the LMS required? No this is stated as an optional feature for possible future use. 6

7 34. Will there be any Mobile offering of the course? See question # What is the speed and configuration of your organizations LAN? CLT s network will meet any potential product s LAN requirements. 36. What Operating System is currently used? Windows Server 2012 Client Windows Will Web Brower plugins be permitted on the workstation? It is expected that proposers provide hardware configurations based on proposed hardware to be provided as part of LMS. 38. Which Browser and or Browsers is the LMS required to work with. To be proposed by proposer. 39. What is your current database used i.e. Oracle, SQL, Sybase etc. SQL Express. 40. What Technology do you support i.e. J2EE,.Net, Webservices and or XML? This is dependent on LMS proposed. 41. How do we gain access on all systems the LMS will integrate with? Access to be provided to successful proposer by CLT Security office at system implementation. 42. Can we get access to the current system being used? No. Access to the current system is not available for proposers. 43. How many courses will need to be uploaded in the initial phase of this project? All required courses need to be uploaded. 44. How many content developers (Profiles) will be accessing the system and what is the current methodology? 7

8 no more than 5 power users/admins. 45. Will learning content be disseminated to a variety of formats such as HTML, Word, and Adobe? Current system is HTML. 46. In addition to the current scope and requirements will there be more? These are the requirements for the initial system purchase and implementation; it is possible additions would be needed with future expansion of training needs and potential future integration with access control. 47. Which delivery method will be used for content and or course instruction i.e. Adobe, Captivate Up to proposer to determine and include in proposal. 48. Should the system restrict access to certain training based on specific criteria (e.g., job function, location)? Yes. 49. Will the system require automated reminders, notification, etc. Not at present, but may be required in the future. 50. Will the system require automated validation or their credentials replacing current manual credential process? Are your users currently authenticated for being allowed to take courses, i.e. a single sign-in? Currently access is manually governed by badging officers. Badging paper work and ID for the trainee are verified. The trainee then signs in to the machine with first/last name and last 4 digits of SSN. A record is than created in the database for initial and recurring training. The system doesn t require any security and CLT will continue to check credentials manually unless and easier method can be proposed. 51. Should the system Available? i.e. holidays, hours Yes. 52. What cloud services to you currently offer? None. 53. What is the expected go Live date? 8

9 Within 6 months of contract award. 54. Are there any Federal and or State Regulatory Policies which need to be considered? Yes, those that are part of the training they will pertain to. Please reference Specifications and Instructions section Will the LMS be required to manage and track skills and competencies within the organization? Yes. 56. Will the LMS be used to facilitate performance reviews or the creation of individual development plans? No 57. What type of reporting is required i.e. list of students completing course, needing to take, pass rate etc.? All reporting mentioned above is required. 58. In reference to the scope of work, how many websites are there to be included in the site specific training? One. 59. Please describe the current access control system and how course/video integration is envisioned. The current LMS is not integrated with access control It is currently a progressive database but will be upgraded to SQL server. Integration with access control is not required at this time however the LMS must be capable of future integration with SQL/Oracle based access control systems. 60. Is a physical installation of the training material required for the 15 workstations? Yes 61. What are the system requirements of the workstations (e.g. operating system, hardware configuration)? To be determined by proposer. 9

10 62. Can a remote install be accomplished instead? No 63. Is there a CBT/LMS technology platform preferred for use (e.g.-drupal, Django)? No 64. Are there technologies that are preferred to be avoided (e.g. - Adobe Flash)? No 65. Please describe the source material to be used for creating the six courses. CLT will require brand new material and course development for all required courses. There are a few areas where CLT may use existing courses if the platform allows for it. 66. What is the quantity of training content to be used for developing the courses? Five courses required. Remove customer service training (current course to be integrated with system) and movement area driver training. Add evacuation training. 67. What is the anticipated runtime length of the different videos? No longer than min minutes for testing. 68. What are the specifications for the course videos to be developed (e.g. - 16:9 ratio, mp4 format)? To be proposed by vendor. 69. What is the number of concurrent users anticipated? What is the evaluation weighting for the MWSBE factor? Please refer to question # Is there an incumbent related to this project? No the current training program was developed by CLT personnel. 10

11 72. Sec. 1 While several items throughout the RFP reference a cloud hosted system; is it the preference of CLT to only consider a cloud system or is there an option to have the system on a local server behind the airport s firewall? It is preferred course material remain local however reporting and tracking etc. can be cloud based. 73. Sec What is the current access control system for CLT? The CBT/LMS system is not required to interface with the current access control system currently but may be required to in the future. System must be capable of future integration with SQL/Oracle based access control systems. 74. What DAC (designated aviation channeler) is used by CLT? This has been deemed irrelevant to the scope of this RFP. 75. Does CLT have a Customer Service video that would be utilized as a basis for the Customer Service course? Who is the audience for this module? Yes, everyone the gets a badge has to watch this video. Current customer service course to be integrated into LMS. 76. Who are the audiences for an Insider Threat Specific Module? All CLT badge holders. 77. If the installed solution is a proven stable training system and the airport desires remote access, is it acceptable that the courseware reside on a centralized server rather than individual computers? Remote access to courses will require that courses reside on a server. Centralized server is acceptable. 78. If not is it anticipated integration will occur on a behind the airport s firewalled server location? Remote access would have to go through the airports firewall. 79. Can a process flow diagram be provided demonstrating from badge holder application to-> training to -> badge issuance which will allow for an exact conversion plan and necessary resources? 11

12 This information is not required to meet the scope of this RFP. 80. Will the successful company be expected to provide computers, servers, headsets, headphone covers, desks, and chairs to the CLT training room? CLT is looking for a turn-key solution. CLT will provide the training room and network backbone. Proposer to provide the hardware and software to run the LMS. 81. If so what quantities of each should be costed? 15 workstations. 82. Please clarify what expected deliverables must be in place by this go-live deployment? System must be fully functional at go-live deployment consistent with proposed solution. 83. Will CLT staff be sufficiently able to review all materials for all system components to include integration with the airport access control system, customized course scripts, as well as provide escorted CLT access to company staff and airport property inside this 45-working day timeline? Working timeline for implementation to be 6 months. CLT staff will be available to support CLT responsibilities as defined in contract. Access control integration will not be required by the scope of the RFP. System must be capable of future integration with SQL/Oracle based access control systems. CLT will provide escort to selected Company as may be required. 84. Is CLT anticipating utilizing any video from the existing training programs in newly created training programs? If so will this video footage (in its unedited format) be made available to all vendors submitting RFP responses? Videos contain security sensitive information and will not be made available. New videos are requested in the scope. 85. The service levels and penalties appear to be excessive for this sized contract; although we pride ourselves in customer service and technical responsiveness; can these provisions be aligned to match the business hours of the airport and contract mission criticalness. Please submit exceptions to the sample contract per the instructions per pp 11, Does CLT have an on-call IT support contractor? If so, can this be shared with the proposer? CLT does not have an on-call support contractor. 12

13 87. Will we be responsible for creating the training materials or will this just be uploading to the system. Creating required courses and uploading various existing courses such as CLT customer service training. 88. Is the list of required courses in the RFP the only required courses? Yes, however this has been adjusted. Refer to the modifications and changes on pg. 1 and revised specification checklist on pg What the difference between site specific and non-specific Site Specific The content that contains specific information about CLT as in locations, airport rules, operational information. Any information that is unique to CLT that will be used for training. Non-site specific Information that is not unique to CLT and can be used for general teaching purposes. 90. What is meant by video integration with the courses? The current system displays a video, based on training type and then moves the user into a test. 91. Explain turnkey as it relates to this RFP. Fully functional system that contains required specifications listed in the Specifications and Instructions section. 92. Please clarify Turnkey site specific video development. See #91 & # Please explain what integration features you would like with the current access control system. None at this time. System may be required to interface with future access control systems. System must be capable of future integration with SQL/Oracle based access control systems. 13

14 94. What format do you need to integrate the features with the current system? Not applicable. 95. How many onsite visits would you like to see for the project? As many as required for system implementation, support, and maintenance. 96. Do you have a current solution in place for the needs outlined in the RFP? Yes. 97. What is the duration of the contract? This Contract shall commence on the Effective Date, and shall continue until the License and/or Maintenance Services has terminated. 98. I would like to confirm if we can bid for this opportunity, this RFP is open for international Bidding? Yes, as long as all deadlines are met. All times stated in the RFP are US Eastern Standard Time. 99. Could you direct me to the location to find out who the CLT Airport uses for on-call IT (technical) support? CLT uses internal IT staff for on-call IT support of the current CBT/LMS system Let s set up a time to talk about this. We just need a 5-minute conversation to get started. Individual meetings and discussions cannot be held with vendors prior to proposal submission and evaluation. Any information on your company s offerings and capabilities related to the scope of this RFP should be submitted in your proposal per the instructions in the RFP. Vendors are encouraged to participate in the pre-proposal conference on 10/29/2015 at 12:30 p.m Provide clarification on the question regarding interactivity, mentioning low, medium, or high level of interactivity. There isn t there s a level, per se; the training should present the user with a video then move into the test; if the user gets an answer wrong, it would be nice for the user to be able to go back and review that question, but this is optional 14

15 102. What about animation, avatars, simulation needs? The LMS needs to include touch screen, point and click; no animation; site-specific videos will be filmed on-site, non-site specific videos will be pre-made 103. Provide clarification on how users get access, how often training takes place There are approximately 16,000 badged users, plus new hires; badged users must be retrained every 2 years; on average there are 135 tests administered per day; explained process again (manual, not automated) user manually vetted, ID verified, must take training within 30 days of expiration 104. Can we receive a demonstration of the current LMS being used? No. Access to the current system is not available for proposers We did hear that SaaS (software as a service) solution is acceptable. In our SaaS solution, we use Amazon Web Service as our data center. Is Amazon AWS as a data center is acceptable for the solution? We do not want to use a 3 rd party cloud to house all course content In SaaS solution, contents are hosted in the cloud and downloaded as/when needed by the user. So it needs an internet connection. Will the workstations have the internet connection when users are using the system? See answer to question 105 above 107. All of the course contents will be hosted at AWS (secured) service? Is that acceptable? This is not acceptable What we understood that every user will show their badge and upon validation/approval they will come to cluster of workstation to learn and take the assessment. We as a company are working on biometric solution to authenticate the user for proctored assessment such as yours. Do you see biometric solution being helpful in your case? Even if you include it, it will not increase the quote? We will be assuming the cost. This resource is not required for the current process but could be helpful. The badging process consists of current employees (badged) and new employees (non-badged). It will also depend on the speed of enroll time and type of biometrics used. 15

16 109. Will there be a need to transfer the current users to the new system to maintain history. This will not be necessary You have stipulated that you require 1 printed copy as well as a CD or jump drive of our response, which we will provide if absolutely essential, but assuming that it is not, we would propose to provide an electronic copy only. Is that acceptable or do you require hard copies? In accordance with section 1.9 (C) of the RFP hard copies are required as described below: Mail or deliver one (1) unbound original Proposal signed in ink by a company official authorized to make a legal and binding offer two (2) copies and one (1) electronic copy on CD or flash drive to the address listed below, by the date and time listed in the schedule on the first page of this RFP. Any Proposal not submitted per the requirements of this Section will be considered non-responsive and will not be considered. In order to constitute a complete proposal/bid response you must acknowledge receipt of this addendum with the Addenda Acknowledgement Form in Section 3 of the RFP in your Proposal. Any Proposer not acknowledging receipt of an issued addendum may not be considered. In the event additional changes or clarifications to this RFP are warranted, all Proposers are responsible for monitoring or for additional addenda. We appreciate your interest in doing business with the City of Charlotte and look forward to receiving a proposal from your company. Sincerely, Josh Matthews Procurement Officer cc: RFP File 16

17 FORM FOUR PRICING WORKSHEET REVISION 1 RFP Airport Computer Based Training and Learning Management System ATTACHMENT 1. Regardless of exceptions taken, Proposers shall provide pricing based on the requirements and terms set forth in this RFP. Pricing must be all-inclusive and cover every aspect of the Project. Cost must be in United States dollars rounded to the nearest quarter of a dollar. 1. Software: Identify all software required to operate the system including detailed specifications for each required type. Add additional lines as needed. Course Description Qty. Cost Ext. Cost 17

18 ATTACHMENT 1. Total extended cost $ 2. Hardware: Identify all hardware required to operate the system including detailed specifications for each required type. Add additional lines as needed. Item Description Qty. Cost Ext. Cost Total extended cost $ 3. Maintenance and Support. The Company shall provide Maintenance Services at no additional charge during the Warranty Period. After the Warranty Period, the City shall have the option to purchase Extended Maintenance Services at a price of $ per year. The City shall be entitled to exercise its option to buy Extended Maintenance Service for a given one (1)- year option period by: (a) providing written notice to the Company at any time prior to or within sixty days following the beginning of such one-year option period; or (b) payment of the Company s invoice for such one-year option period. 4. Purchase Price. The City shall pay the Company a fixed price of $ as full and complete consideration for the performance of all obligations of the Company under the Contract (the Purchase Price ), other than Maintenance Services beyond the Warranty Period ( Extended Maintenance Services ). 18

19 FORM SEVEN SPECIFICATION CHECKLIST REVISION 1 RFP Airport Computer Based Training and Learning Management System ATTACHMENT 2. System Requirement Yes No Proposed Alternate Solution Video Development and Editing Services Turnkey site specific video development to be in compliance with Code of Federal Regulations Title 49, Part 1542, and Title 14, part 139. Instruction design and development Professional, high definition videotaping Production of site specific training materials Editing of training materials Graphic design of training materials System must be capable of future integration with SQL/Oracle based access control systems. Course Support Video Integration with Courses Course installation on 15 workstations Quality Assurance Testing Required Courses (Site Specific) Secure Identification Display Area (SIDA) Non-Movement Driver Training Evacuation Training Required Courses (Non-Site Specific) Insider Threat Training Active Shooter Training Technical Support Online and Phone Technical support 7 days a week ( ) 2 hour response for critical errors (in case of a total system failure) 19

20 ATTACHMENT 2. 4 hour response for non-critical errors Other Requirements: Compliant with all Americans with Disabilities Act access requirements Unlimited Users System must allow for records retention in accordance with TSA requirements. Optional Features: Ability to add in-house created content Support for other languages Allow remote access sessions The Airport intends to seek City Council award of the contract on February 22nd, State your lead-time (calendar days) from contract execution to go-live. standard lead-time days accelerated lead-time days Company Name Date Authorized Signature Please type or print name 20

21 ATTACHMENT 3. Current CLT CBT Network (Closed Network) 21