HomeMy WebLinkAboutRFP - P906 LEARNING MANAGEMENT SYSTEM SOFTWARECity of Fort Collins
Administrauve Services
Purchasing Division
REQUEST FOR PROPOSAL
CITY OF FORT COLLINS
Proposal Number P906
Learning Management System Software
The City of Fort Collins is seeking proposals from qualified firms.
Written proposals, seven (7) will be received at the City of Fort Collins' Purchasing Division,
215 North Mason St., 2nd floor, Fort Collins, Colorado 80524. Proposals will be received before
2:00 p.m. (our clock), October 3, 2003. Proposal No. P-906. If delivered, they are to be sent to
215 North Mason Street, 2nd Floor, Fort Collins, Colorado 80524. If mailed, the address is P.O.
Box 580, Fort Collins, 80522-0580.
Questions concerning the scope of the project should be directed to Project Manager Doreen
Kemp (970) 416-2430.
Questions regarding proposals submittal or process should be directed to Buyer, James B.
O'Neill II, CPPO, FNIGP (970) 221-6775.
A copy of the Proposal may be obtained as follows:
Call the Purchasing Fax -line, 970-416-2033 and follow the verbal instruction to
request document #30906.
2. Download the Proposal/Bid from the Purchasing Webpage,
www.fcgov.com/purchasing.
3. Come by Purchasing at 215 North Mason St., 2nd floor, Fort Collins, and request
a copy of the Bid.
Sales Prohibited/Conflict of Interest: No officer, employee, or member of City Council, shall have
a financial interest in the sale to the City of any real or personal property, equipment, material,
supplies or services where such officer or employee exercises directly or indirectly any decision -
making authority concerning such sale or any supervisory authority over the services to be
rendered. This rule also applies to subcontracts with the City. Soliciting or accepting any gift,
gratuity favor, entertainment, kickback or any items of monetary value from any person who has
or is seeking to do business with the City of Fort Collins is prohibited.
Collusive or sham proposals: Any proposal deemed to be collusive or a sham proposal will be
rejected and reported to authorities as such. Your authorized signature of this proposal assures
that such proposal is genuine and is not a collusive or sham proposal.
The City of Fort Collins reserves the right to reject any and all proposals and to waive any
irregularities or informalities.
Sincerely, II
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James B. O'Neill II, CPPO, FNIGP
Director of Purchasing & Risk Management
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215 North Mason Street • 2nd Floor • P.O. Box 580 • Fort Collins, CO 80522-0580 • (970) 221-6775 • FAX (970) 221-6707
8.3 Identify the type of installation that was done and the duration of implementation
for the various reference organizations. Specifically identify the length that your staff
was required for on -site installation and implementation, and how many follow-up
visits were required.
8.4 Identify your current relationship with the listed reference organizations with
respect to your product.
8.5 Identify any existing or pending professional relationships with JD Edwards
OneWorld.
9. Costs of Proposed System and Services
This part of the proposal will present itemized costs of all components and required
services provided by the Vendor to satisfy the requirements of the RFP.
Bundling of all costs under a single price administered through the primary Vendor is
preferred by the City of Fort Collins.
The City of Fort Collins recognized that the implementation of a comprehensive LMS
system is a complex effort and that not all possible variables are provided for within this
RFP document. Therefore, it is acknowledged that the Vendor may be required to
make some assumptions about the City of Fort Collins technical environment or about
specific requirements. Any assumptions made by the Vendor in regard to this RFP shall
be documented in this section.
The City of Fort Collins expects to pay seventy-five (75) percent of implementation costs
at the point of successful completion of phase I. Twenty-five (25) percent will be
retained until formal acceptance of the system by the City of Fort Collins. Formal
acceptance is defined as the successful completion of a simulation that encompasses
all the steps identified in the process, e.g. employee data export from JD Edwards
OneWorld to sending and receiving class evaluations through Novell GroupWise.
The Vendor will provide a detailed breakdown of all costs required for the successful
implementation of the proposed LMS solution. The City of Fort Collins encourages the
Vendor to fully identify all costs associated with the proposed solution.
9.1 Provide a comprehensive price list of the LMS you are proposing. Include all
software, installation, training and maintenance support of the product your firm is
proposing.
9.2 Provide pricing for the LMS and any web modules associated with
implementation. The Vendor will describe the licensing structure and prices for
additional licenses.
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9.3 Identify any additional modules or equipment required to run the LMS (e.g. front
end Windows application to design forms, etc.). List their names and prices.
9.4 Provide costs regarding comprehensive support and maintenance for all
components of the LMS. Explain any related costs associated with providing this
service.
9.5 Outline training costs associated with any on -site training, on -going telephone
support, or web -based support.
9.6 List any additional costs incurred for the installation, maintenance, or support of
the LMS.
9.7 Describe what is included with the Manufacturer's warranty, if any. What is the
cost for continuing the warranty beyond the first year?
9.8 State how long pricing is firm. Give an hourly labor rate for any additional
services not included in the proposal. If hourly rates vary among members of the
project team, provide a rate for each team member.
10. Description of Training of Vendor's System
This part of the proposal will contain whatever descriptive information the Vendor may
wish to submit relating to training key personnel at the City of Fort Collins.
The Vendor must provide on -site training to key personnel associated with the
implementation of the LMS. The Vendor will provide training in all aspects of the
program. Training will include operation of all aspects of the software. Training will be
"hands on" and tailored to enhance the technical expertise, operating efficiency and
diagnostic skills of the staff using or impacted by the software.
The Vendor must outline and describe how they would schedule and provide training for
technical staff, system administrators, and end users, including initial training,
consultation, and follow-up training. This section must also identify and define related
personnel costs, including travel expenses, for each service provided during installation
and training.
The Vendor will furnish the Human Resources Department with a master copy of all
training materials, suitable for reproduction. Additionally, the Vendor will provide at
least three (3) copies of any training material specifically written for technical personnel
and seven (7) copies of any manual that is specifically developed for operating
personnel. If there are any costs associated with providing this type of documentation,
the Vendor must identify such costs and in what format the documentation would be in
(e.g. CD-ROM, hard copy). Both system level and user documentation must be
provided.
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11. Software Licensing and Maintenance Agreements
Provide official copies of software licensing and maintenance agreements for City of
Fort Collins legal review. This part of the proposal will provide a detailed description of
the on -going system maintenance agreement. The Vendor will list major support
activities.
12. Descriptions of Future Versions of Vendor's Systems
This part of the proposal will contain whatever descriptive information the Vendor may
wish to submit relating to future versions and technologies it intends to make available,
including migration path and timeframe, if available.
13. Other Information Voluntarily Supplied by Vendor
This part of the proposal will contain additional information the Vendor may wish to
submit.
14. City of Fort Collins Contractual Agreement
Annual maintenance fee increase may be allowed up to the Denver Boulder CPI but not
to exceed 5% per year.
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REVIEW AND ASSESSMENT
Professional firms will be evaluated on the following criteria. These criteria will be the
basis for review of the written proposals and interview session.
The rating scale shall be from 1 to 5, with 1 being a poor rating, 3 being an average
rating, and 5 being an outstanding rating.
WEIGHTING
FACTOR
QUALIFICATION
STANDARD
2.0
Scope of Proposal
Does the proposal show an understanding of the
project objective, methodology to be used and
results that are desired from the project?
2.0
Assigned Personnel
Do the persons who will be working on the project
have the necessary skills? Are sufficient people of
the requisite skills assigned to the project?
1.0
Availability
Can the work be completed in the necessary time?
Can the target start and completion dates be met?
Are other qualified personnel available to assist in
meeting the project schedule if required? Is the
project team available to attend meetings as
required by the Scope of Work?
1.0
Motivation
Is the firm interested and are they capable of doing
the work in the required time frame?
2.0
Cost and
Do the proposed cost and work hours compare
Work Hours
favorably with the project Manager's estimate? Are
the work hours presented reasonable for the effort
required in each project task or phase?
2.0
Firm Capability
Does the firm have the support capabilities the
assigned personnel require? Has the firm done
previous projects of this type and scope?
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Reference evaluation (Top Ranked Firm)
The project Manager will check references using the following criteria. The evaluation rankings
will be labeled Satisfactory/Unsatisfactory.
QUALIFICATION
STANDARD
Overall Performance
Would you hire this Professional again? Did
they show the skills required by this project?
Timetable
Was the original Scope of Work completed
within the specified time? Were interim
deadlines met in a timely manner?
Completeness
Was the Professional responsive to client
needs; did the Professional anticipate
problems? Were problems solved quickly and
effectively?
Budget
Was the original Scope of Work completed
within the project budget?
Job Knowledge
a) If a study, did it meet the Scope of Work?
b) If Professional administered a construction
contract, was the project functional upon
completion and did it operate properly?
Were problems corrected quickly and
effectively?
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REQUEST FOR PROPOSAL
CITY OF FORT COLLINS
Proposal Number P906
Learning Management System Software
OPENING DATE: October 3, 2003 2:00pm (Our Clock)
ai9ioo
Scope of Work
Proposal Number P906
1. Introduction
The City of Fort Collins Human Resources Department is interested in purchasing an
enterprise -wide Learning Management System (LMS) to assess, plan, manage, and
track the organization's learning opportunities for approximately 1,600 employees
utilizing a functional, flexible and integrated system.
2. Description of Training Coordinators Operation
The City of Fort Collins Human Resources Department houses the Training &
Development Center which is directed by the City's Training Coordinator. The Training
Coordinator researches, develops, administers and facilitates a variety of learning and
training opportunities for all City employees. Additionally, the Training Coordinator
collaborates and partners with approximately 17 other Training Coordinators and
Specialists located within the City. Several City departments require their own in-house
training unit such as Utilities, Police, Transportation, and Library. While the City's
Training Coordinator has the responsibility of city-wide training programs such as New
Employee Orientation, Supervisory Training, Human Resource policy training, computer
training, and general elective courses; the 17 other training personnel are responsible
for department -specific and/or occupation -specific training and certifications / licenses.
3. Description of the Product
The required product is a computer software application that will enable the City's
Training Coordinators to track, manage, analyze, and report on all the organization's
learning opportunities for approximately 1,600 employees utilizing a functional, flexible
and integrated system. The product will have multiple levels of secured administrative
access and security privileges for different levels of employees.
4. Proposed Timetable for RFP Process and Key Project Events
The following is an outline of the current timetable for City of Fort Collins' review and
evaluation of proposals, execution of a contract for procurement of the LMS system and
services, and installation and implementation of the system.
4.1 Request for proposal issued: September 15, 2003
4.2 Due Date and Time for Receipt of Proposals: October 3, 2003
4.3 Selection of Top three (3) Proposals: October 21, 2003
4.4 Detailed Presentations by Vendors: October 22 - October 29, 2003
4.5 Selection of Top Proposal: November 4, 2003
4.6 Contract Negotiation: November 18, 2003
4.7 Installation of Phase I: January 5, 2004
4.8 Project Completion: January 30, 2004
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5. Scope of the Project
The Training Coordinator for the City of Fort Collins will be the coordinator for the
enterprise -wide LMS. It is essential that Training Coordinators, throughout the
organization, have access to the LMS to coordinate and manage the learning
requirements and opportunities for employees in their departments. Additionally, it is
critical that employees and supervisors can access the LMS, using a self-service
environment, that allows employees to register/delete classes, obtain their
learning/training history, review training profiles, read class descriptions/ objectives,
read instructor biographies, review class dates and times, and see class fees. Lastly,
supervisors and managers can monitor and manage the performance
improvement/career planning cycles of their employees. Essentially, multiple levels of
secured administrative access will be important as well as the assignment of security
privileges for different levels of employees.
The Training Coordinator will maintain and update the employee and classification
tables, requiring the system to import and export data with JD Edwards OneWorld, as
well as, interface with Microsoft Office Applications and Novell GroupWise.
The City of Fort Collins requires an LMS that contains a database with functional and
flexible capabilities. First, developing and storing training profiles and profile timelines,
comprised of competencies grouped by job/classification title, enabling Training
Coordinators and supervisors/managers to monitor and manage skills training for
employees in a specific job classification.
Each employee will have an information file that is created when the employee is hired.
The information entered into JD Edwards OneWorld will interface with the LMS to export
information such as: employee #, last name, first name, job title, supervisor's name, job
type, benefit group, location code, pay (employment) status, and FTE code.
The LMS needs to accommodate a mix of training delivery methods such as traditional
classroom instruction, online, and/or virtual classes. Information for all these different
delivery methods must be easily accessible and include: course/class code, course/
class name, instructor, vendor, total number of hours, cost, date, time, and location.
Many City employees are required by government regulations (OSHA, EPA, ISO, ISP,
etc.) to obtain and maintain certifications to perform their work. Subsequently,
employees must be re-trained periodically; therefore, the LMS needs to identify training
necessary for recertification, certification expiration dates, employees needing training,
and dates.
Of the many functions of an LMS, a critical component is standard and customized
reports. Training Coordinators need to obtain reports for selected information such as
employee's transcript, training profiles, class registrations, class dates, instructors, any
course listing of attendees, and automatic reminder of expiring certifications or periodic
re-training coming due, etc. The software application needs to include standard reports
such as class catalog, instructor roster, class roster, employee transcript, training
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profiles. Additionally, a desired feature of the system would be to allow the City's
Information Technology personnel to assist Training Coordinators with developing
customized reports utilizing Access or Crystal Reports to meet the demands for specific,
timely and critical information.
The LMS' ability to effectively interface with Novell GroupWise is critical as Training
Coordinators will be corresponding with employees using the City's e-mail system. The
capacity for the LMS to automatically send notices to supervisor/mangers when an
employee is registered for a class or to send evaluations to class participants when an
online or virtual class has been completed is a critical consideration.
The Vendor must address how their proposed system would meet the following
specifications. The responses to these questions are critical. All information should be
as descriptive as possible. The Vendor may use separate pieces of paper, illustrations,
articles, manuals, etc. in response to this requirement.
5.1 Provide a complete turnkey solution based on available hardware, application
software, software development, installations, training and support for all specified
portions of a complete system.
5.2 The proposed solution should be capable of multiple levels of security and
confidentiality; the Vendor will describe how security for the LMS is handled.
5.3 Specify the operating systems that the LMS operates on and the recommended
requirements. The recommended requirements should be "what is needed" versus
"minimum requirements".
5.4 Specify what databases the LMS supports.
5.5 Identify if the LMS can support SQL.
5.6 Specify what language the LMS is written in.
5.7 Specify what web servers the LMS will operate on and the requirements for
each.
5.8 Specify what language the web offering is written in.
5.9 Specify client PC requirements for the LMS, if any.
5.10 The City of Fort Collins uses Novell GroupWise for client e-mail and SMTP for
internet e-mail. The Vendor will describe how the LMS will interface with these two
systems.
5.11 The City of Fort Collins uses JD Edwards OneWorld for financial management.
The Vendor will describe how the LMS will interface with this application software.
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5.12 List the file formats that the LMS will allow data to be exported into, as well as,
a proposed description of how the export of existing employee records would be
accomplished.
5.13 List the file formats the LMS will allow data to be imported from. The Vendor
will describe what report writer, product and version, is used in the LMS. If Crystal
Reports is used for reporting in the LMS, what is the degree of difficulty to
incorporate reports built in-house into the LMS? Additionally, what version of Crystal
Reports does the Vendor support?
5.14 Address any connectivity or integration issues, if there are any, which may exist
between the systems and the proposed LMS.
5.15 Furnish the Human Resources Department with all hardware requirements and
two (2) copies of the documentation needed to support the system.
5.16 Include a draft copy of your documentation (working manuals).
5.17 Provide an estimated amount of time it will take for them to implement the
system.
6. Summary of Vendor's Solution and Implementation Plan for Fulfilling Proposal
The Vendor must address how their proposed system would meet the following
specifications. The responses to these technical specifications are critical. All
information should be as descriptive as possible. The Vendor may use separate pieces
of paper, illustrations, articles, manuals, etc. in response to this requirement.
6.1 The LMS should have multilevel security that can be set from read-only
(including restricting printing or screen printing) to full access.
6.2 Describe your policy on providing upgrades and future optional modules.
6.3 Describe how the LMS alerts the user that an error or limit violation has
occurred.
6.4 Identify if the LMS has online help that is searchable.
6.5 Describe how the LMS will run over multiple hardware platforms. The City's
multiple hardware platforms include: clients will use Windows NT 4.0, Windows
95/98, Windows 2000, and Windows XP as an operating system, and either Novell
5.x, NT4, or Win2003 for server functions.
6.6 Is a separate database server required? Yes_ No _. If yes, describe.
6.7 Identify use of a print server with the LMS.
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6.8 Describe or provide a full illustration of the database structures and report
generating capabilities.
6.9 Specify the number of days needed on -site, how many separate trips would be
involved, how many Vendor personnel will be involved, and general timing of the
trips concerning training, installation, start up support, and pre -acceptance support
for this project.
6.10 Describe the terms and conditions of technical software support during
installation, initial usage after installation, and future upgrades to the LMS. List any
limitations and include a detailed cost breakdown for providing technical support
related to software problems. Additionally, include what hours technical support will
be available.
6.11 Describe what level of on -going support is provided after the LMS is online.
Does the Vendor have a web site that has support information available, a toll free
Technical Support hotline, or singular point of contact? What is the response time
for a technical support problem?
6.12 Describe how bug fixes or patches are deployed — are they downloaded off of
the Vendor's website or automatically sent to the City of Fort Collins?
6.13 Provide information about future released versions of the LMS and licensing
agreements associated with newly released versions. How frequently are major
software upgrades done?
6.14 List major software upgrades made in the last two years.
6.15 Will install and configure all software onto the network and/or workstations with
the assistance of the City of Fort Collins Information Technology personnel.
6.16 Perform on -site testing during and after complete installation, providing test
reports to Information Technology personnel, the Training Coordinator, and Utilities
personnel.
7. Vendor Profile
The Vendor will indicate the primary company assuming overall responsibility for
successful completion of the project. In addition, the Vendor will indicate all other
companies who will be providing products or services either through a subcontracting
arrangement with the Vendor or a Vendor partnering relationship.
It is important to recognize that the City of Fort Collins Human Resources Department is
looking for a single Vendor to assume primary responsibility for the successful
implementation of the proposed solution from contract signing through formal
acceptance of the LMS and on -going maintenance and service.
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7.1 Company Organization and Staffing
The Vendor will provide a description of the corporation, including history,
experience, years of developing and providing a LMS. The Vendor will supply the
same information for its parent corporation, if applicable.
The Vendor will provide the location of corporate headquarters and branch offices, if
applicable. Additionally, which location would service our account, include, size,
facilities and general description.
Vendor will describe its company organization and staffing, including the number of
full-time personnel who are assigned to LMS applications. The Vendor will present
an organizational chart outlining the reporting structure and primary responsibilities
of each position assigned to the Fort Collins Project Team. The organizational chart
shall clearly identify if the team member is an employee of the Vendor or of a
Subcontractor.
The Vendor will provide all personnel required to successfully complete all project
activities. At a minimum this includes:
7.1.1 Vendor's Project Manger
The Vendor will provide an individual who is ultimately responsible for day-to-day
project activities and the successful completion of the project with the specified
time frame and budget. The project manager will perform administrative tasks and
will report directly to the City's Training Coordinator. Please address the following
questions:
7.1.1.1 Project Manager's office location.
7.1.1.2 Position within the company;
7.1.1.3 Years with the company;
7.1.1.4 Project position to be staffed;
7.1.1.5 Education;
7.1.1.6 Technical skills; and
7.1.1.7 Work experience
7.1.2 Product Technicians
The Vendor will furnish all individuals necessary to install and make operational the
proposed LMS solution including all proposed hardware and software.
7.1.3 Product Trainers
The Vendor will provide individuals with thorough working knowledge of the
product who will instruct City users and technical personnel in the installation and
use of the product.
Vendors should recognize that changes in key personnel shall not take place
subsequent to award of the contract without written consent to the City of Fort
Collins. Additionally, the City of Fort Collins reserves the right to approve any and
all personnel changes or to request personnel changes as the City deems
appropriate during the course of the project.
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7.1.4 Subcontractors
Vendor will provide a list of all proposed subcontractors indicating name, major
responsibility, and address. No subcontracting will be permitted without the prior
written approval by City of Fort Collins. Additionally, no changes in subcontractors
will be permitted without prior written approval by City of Fort Collins. City of Fort
Collins reserves the right to request a change in a subcontractor(s) whenever it is
in the best interest of City of Fort Collins to do so.
For each Subcontractor you must include the following profile information:
7.1.4.1 Business Name and Address
7.1.4.2 Year established
7.1.4.3 Business legal structure (i.e. LLC. Inc., partnership)
7.1.4.4 Parent company
7.1.4.5 Subsidiary offering period
7.1.4.6 Office locations and office serving this account
7.1.4.7 Location and size of your serving office
7.1.4.8 Product line available
7.1.4.9 Total number of employees
7.1.4.10 Number of employees focused on LMS
7.1.4.11 Number of client installations
7.1.4.12 Number of signed client contracts in process
7.1.4.13 Most current financial statement
Attach any additional Subcontractor literature and product brochures.
8. Vendor's Qualifications
The Vendor must demonstrate a proven track record in providing reliable integrated
hardware and software LMS solutions across a series of successful project installation
efforts.
The Vendor's record should reflect any experience within the municipal or public sector
environment and in work of a similar nature and magnitude to that being proposed to
the City of Fort Collins. Relevant experience must be associated with projects
completed not more than three (3) years prior to the date of this RFP.
8.1 Provide a customer reference listing and related contact information for a
minimum of three (3) customers located within the United States where your product
is currently in operation. Specifically, identify those organizations that have
interfaced with Novell GroupWise and exported employee data from JD Edwards
OneWorld utilizing your software product.
8.2 Identify any installation and/or conversion problems experience while exporting
or interfacing with JD Edwards OneWorld and Novell GroupWise.
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