INVITATION FOR BID

FOR

LEARNING MANAGEMENT SYSTEM

ISSUING OFFICE

OFFICE OF ADMINISTRATION, OFFICE FOR INFORMATION TECHNOLOGY PROCUREMENT

ON BEHALF OF

PENNSYLVANIA DEPARTMENT OF HEALTH

IFB NUMBER

6100038261

DATE OF ISSUANCE

May 3, 2016

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INVITATION FOR BID

FOR

LEARNING MANAGEMENT SYSTEM

TABLE OF CONTENTS

CALENDAR OF EVENTS PAGE 3

PART I - GENERAL INFORMATION PAGE 4

PART II – SPECIFICATIONS PAGE 11

APPENDIX A, IT TERMS AND CONDITIONS

APPENDIX B, COST MATRIX

APPENDIX C, LOBBYING CERTIFICATION FORM

APPENDIX D, ATTRIBUTES USERS GROUPS

APPENDIX E, NON-COMMONWEALTH HOSTED APPLICATIONS SERVICES REQUIREMENTS

APPENDIX F, SERVICE LEVEL AGREEMENTS

APPENDIX G, LMS-EMS INTERFACE REQUIREMENTS

APPENDIX H, CONTINUING EDUCATION

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CALENDAR OF EVENTS

The Commonwealth will make every effort to adhere to the following schedule:

Activity Responsibility DateDeadline to submit questions via email to RA-OITPurchases@state.pa.us with the subject line “IFB 6100038261 Question”

Bidders 5/6/2016

Answers to potential questions posted to the eMarketplace website (http://www.emarketplace.state.pa.us) no later than this date.

Issuing Office 5/10/2016

Please monitor the eMarketplace website for all communications regarding this IFB. Bidders Ongoing

Bids must be received by the Issuing Office at:

PASupplierPortal website (http://www.pasupplierportal.state.pa.us) no later than this date.

Bidders 5/17/20161:00PM EST

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PART I

GENERAL INFORMATION

I-1. Purpose This Invitation for Bids ("IFB") provides to those interested in submitting bids for the subject procurement ("Bidders") sufficient information to enable them to prepare and submit bids for the Office of Administration's consideration on behalf of the Commonwealth of Pennsylvania ("Commonwealth") to satisfy a need for a Learning Management System ("Project").

I-2. Issuing OfficeThe Pennsylvania Office of Administration, Office for Information Technology Procurement ("Issuing Office") has issued this IFB on behalf of the Pennsylvania Department of Health. The sole point of contact in the Commonwealth for this IFB is Joe Millovich (RA-OITPurchases@state.pa.us), 613 North St., Finance Building – Rm. 506, Harrisburg, PA 17120, the Issuing Officer for this IFB. Please refer all inquiries to the Issuing Officer.

The Issuing Officer is the sole point of contact concerning this IFB. Any violation of this condition may be cause for the Issuing Office to reject the offending Bidder’s bid. If the Issuing Office later discovers that the Bidder has engaged in any violations of this condition, the Issuing Office may reject the offending Bidder’s bid or rescind its contract award. A Bidder must not distribute any part of its bid beyond the Issuing Office. Any Bidder who shares information contained in its bid with other Commonwealth personnel and/or competing Bidder personnel may be cause for the Issuing Office to reject the offending Bidder’s bid.

I-3. Method of AwardAn award will be made to the lowest cost responsive and responsible Bidder ("Contractor") that meets the requirements described in Part II.

The Contract resulting from this IFB will not be an exclusive contract. The Commonwealth will not cancel existing contracts and reserves the right to enter into new contracts which are similar in scope.

I-4. Bid SubmissionBids must be submitted electronically via the PASupplierPortal website on or before the due date specified in the Calendar of Events. Any bid submitted to the Issuing Office in hardcopy format will be rejected. The following documentation must be completed and returned with a Bidder’s bid: Cost Matrix Lobbying Certification Form A successfully passed SSAE-16 SOC2 audit report or equivalent, conducted by an

independent certified public accounting firm, subject to the approval of the Department. A SOC3 audit report may be substituted for the required SOC2 at the

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time of the bid.  If a SOC3 audit report is submitted at the time of the bid then a SOC2 audit report must be submitted to the Commonwealth prior to the commencement of work on the resulting Contract.

Failure to submit the documentation listed above will result in the bid being rejected. The submission of any documentation other than what is listed above may result in the bid being rejected.

I-5. Bidder EligibilityTo be eligible to submit a bid, a Bidder must be capable of providing all of the services described in Appendix B, Cost Matrix.

I-6. TermThe Contract resulting from this IFB will commence on the effective date, as defined in Appendix A – IT Contract Terms and Conditions, and will expire after 2 years. The Contracting Office may renew the Contract, at the Commonwealth’s sole discretion, for up to 3 additional years, in single-year or multiple-year increments, by written notification provided to the Contractor.

I-7. Terms and ConditionsThe requirements and terms and conditions of Appendix A – IT Contract Terms and Conditions shall govern any Contract or Purchase Order resulting from this IFB. The terms under which the resulting Contract shall be governed are not negotiable. COTS or SaaS software products are not generally considered a “Developed Work” as defined by the RFP; only an engagement-specific customization thereof would be a “Developed Work.”

I-8. Pre-bid ConferenceThere will be no pre-bid conference for this IFB. If there are any questions, please forward them to the Issuing Officer in accordance with Part I-9.

I-9. Questions and Answers If a Bidder has any questions regarding this IFB, the Bidder must submit the questions by email (with the subject line "IFB 6100038261 Question") to the email address specified in the Calendar of Events. If the Bidder has questions, they must be submitted via email no later than the date and time specified in the Calendar of Events. The Bidder shall not attempt to contact the Issuing Officer by any other means. The Issuing Officer will post the answers to the eMarketplace website. A Bidder who submits a question after the deadline date for receipt of questions indicated on the Calendar of Events assumes the risk that its bid will not be responsive or competitive because the Commonwealth is not able to respond before the bid receipt date or in sufficient time for the Bidder to prepare a responsive or competitive bid. When submitted after the deadline date for receipt of questions indicated on the Calendar of Events, the Issuing Officer may respond to questions of an administrative nature by directing the questioning Bidder to specific provisions in the IFB.  To the extent that the Issuing Office decides to respond to a non-

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administrative question after the deadline date for receipt of questions indicated on the Calendar of Events, the answer will be provided to all Bidders through an addendum.

All questions and responses as posted on the eMarketplace website are considered as an addendum to, and part of, this IFB. Each Bidder shall be responsible to monitor the eMarketplace website for new or revised IFB information. The Issuing Office shall not be bound by any verbal information nor shall it be bound by any written information that is not either contained within the IFB or formally issued as an addendum by the Issuing Office. The Issuing Office does not consider questions to be a protest of the specifications or of the solicitation.

I-10. Addenda to IFB If the Issuing Office deems it necessary to revise any part of this IFB before the due date, the Issuing Office will post an addendum to the eMarketplace website. Answers to the questions asked during the questions and answer period will also be posted to the eMarketplace website as an addendum to the IFB.

I-11. Electronic Version of IFB This IFB is being made available by electronic means. The Bidder acknowledges and accepts full responsibility to ensure that no changes are made to the IFB. In the event of a conflict between a version of the IFB in the Bidder's possession and the Issuing Office's version of the IFB, the Issuing Office's version shall govern.

I-12. Response Date A bidder’s electronic bid must be submitted via the PASupplierPortal website on or before the due date specified in the Calendar of Events. Any bid submitted to the Issuing Office in hardcopy format will be rejected.

I-13. Incurring CostsThe Issuing Office is not liable for any costs the Bidder incurs in preparation and submission of its bid, in participating in the IFB process or in anticipation of award of a contract and/or purchase order.

I-14. Restriction of ContactFrom the issue date of this IFB until the Issuing Office selects a bid for award, the Issuing Officer is the sole point of contact concerning this IFB. Any violation of this condition may be cause for the Issuing Office to reject the offending bidders bid. If the Issuing Office later discovers that the bidder has engaged in any violations of this condition, the Issuing Office may reject the offending bidders bid or rescind its contract award. Bidders must agree not to distribute any part of their bids beyond the Issuing Office. Any bidder who shares information contained in its bid with other Commonwealth personnel and/or competing bidder personnel may be disqualified.

I-15. Confidential Information

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The Commonwealth is not requesting, and does not require, confidential proprietary information or trade secrets to be included as part of bids for this IFB. Accordingly, Bidders should not label bid submissions as confidential or proprietary or trade secret protected. Bid submissions, including submissions presented within 10 days of award, that display such labeling will be rejected.

I-16. Account Management The Contractor must provide a dedicated Account Manager who will be the main point of contact for all requests, and will be responsible for the coordination of all orders and the resolution of any issues. The Issuing Office will consider the Account Manager to be the sole point of contact with regard to Contractual and Purchase Order matters.

I-17. Prime Contractor Responsibilities The Contractor will be required to assume responsibility for all services offered in its bid whether it produces them itself or by subcontract.

I-18. Resources The Awarded Bidder must provide all services, supplies, facilities, and other support necessary to complete the identified work. The Commonwealth of Pennsylvania will provide a total of six staff to support this project. The Pennsylvania Department of Health (PA DOH) will provide one staff person to function as project officer and system administrator who will be the primary point of contact for the selected Contractor. The PA DOH and the Pennsylvania Emergency Management Agency (PEMA) will provide a total of five staff, which will include public health program staff, training staff, and information technology staff, to function as assistant system administrators who will support the work of the project officer and system administrator in implementing this system. The PA DOH will provide reproduction facilities and training facilities for the duration of this project. The PA DOH will provide occasional and incidental use of office space to Contractor personnel for their use while on site to assist the agency with this project. The PA DOH cannot provide budget information for this project.

I-19. Discussions for ClarificationBidders may be required to make an oral or written clarification of their bid to the Issuing Office to ensure thorough mutual understanding and bidder responsiveness to the solicitation requirements. The Issuing Office will initiate requests for clarification. Clarifications may occur at any stage of the evaluation and selection process prior to issuance of a purchase order.

I-20. Information Technology Policies (ITP)This IFB is subject to the Information Technology Policies ("ITP") issued by the Office of Administration, Office for Information Technology ("OA-OIT"). ITP’s may be found at http://www.oa.pa.gov/Policies/Pages/itp.aspx

All bids must be submitted on the basis that all ITPs are applicable to this procurement. It is the responsibility of the Bidder to read and be familiar with the ITPs. Notwithstanding the foregoing, if the Bidder believes that any ITP is not applicable to this procurement, it

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must list all such ITPs in its bid, and explain why it believes the ITP is not applicable. The Issuing Office may, in its sole discretion, accept or reject any request that an ITP not be considered to be applicable to the procurement. The Bidder’s failure to list an ITP will result in its waiving its right to do so later, unless the Issuing Office, in its sole discretion, determines that it would be in the best interest of the Commonwealth to waive the pertinent ITP.

I-21. Background Checks

A. The Contractor(s) must, at its expense, arrange for a background check for each of its employees, as well as for the employees of its subcontractors, who will have access to Commonwealth services locations, either through onsite or remote access. Background checks will not be conducted by the Commonwealth but rather will be conducted by Contractor or its subcontractors according to Contractor policy and practice and consistent with ITP-SEC009. The background check must be a new check conducted prior to initial access by Contractor staff and annually thereafter or at a longer interval if required by applicable law.

B. Before the Commonwealth will permit Contractor staff access to Commonwealth physical or IT facilities, the Contractor must provide written confirmation to PSP that the background check has been conducted, including staff sent by the Contractor to Commonwealth facilities in order to conduct training. If, at any time, it is discovered that Contractor employee has a criminal record that includes a felony or misdemeanor involving terroristic threats, violence, use of a lethal weapon, or breach of trust/fiduciary responsibility; or which raises concerns about building, system, or personal security, or is otherwise job-related, the Contractor must notify the Commonwealth contracting officer immediately, must not assign that employee to any Commonwealth facilities, must remove any access privileges already given to the employee, and must not permit that employee remote access to Commonwealth facilities or systems, unless DOH consents, in writing, prior to the access being provided. DOH may withhold its consent at its sole discretion. Failure of the Contractor to comply with the terms of this paragraph may result in default of the Contractor under its contract with the Commonwealth.

C. The Commonwealth specifically reserves to conduct background checks over and above that described herein.

I-22. Protest Procedures

A. Who May File the Protest:Any Bidder or prospective Bidder who is aggrieved in connection with the IFB or award of the contract solicitation or award of a contract may file a protest. Protests relating to cancellation of invitations for bids and protests relating to the rejection of all bids are not permitted. A Bidder is a person that submits a bid in response to the IFB. A prospective Bidder is a person that has not submitted a bid in response to the IFB.

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B. Time for Filing:

1. If a protest is submitted by a prospective Bidder, the protest must be filed before bid opening time or proposal receipt date.

2. If a protest is filed by a Bidder, the protest must be filed within seven days after the protesting Bidder knew or should have known of the facts giving rise to the protest except that in no event may a protect be filed later than seven (7) days after the date the contract or purchase order was awarded. Date of filing is the date of receipt of protest.

3. Untimely filed protests must be disregarded.

C. Form of Protest:

1. A protest must be in writing and filed with the agency head (or designee) of the purchasing agency.

2. A protest must state all grounds upon which the protesting party asserts that the solicitation or award was improper. Issues not raised by the protesting party in the protest are deemed waived and may not be raised on appeal.

3. The protesting party may submit with the protest any documents or information deemed relevant.

D. Notice of Protest:If award has been made, the agency head (or designee) must notify the successful Bidder or contractor of the protest. If the protest is received before award and substantial issues are raised by the protest, all Bidders who appear to have a substantial and reasonable prospect of winning the award must be notified and may file their agreement/disagreement with the purchasing agency within three (3) days after receipt of notice of the protest.

E. Stay of Procurement:The head of the purchasing agency (or designee) must immediately decide, upon receipt of the protest, whether or not the solicitation or award must be stayed, or if the protest is timely received after the award, whether the performance of the contract should be suspended. The Issuing Office must not proceed further with the IFB or with the award of the contract, and must suspend performance under the contract if awarded, unless the agency head of the purchasing agency makes a written determination that the protest is clearly without merit or that award of the contract/purchase order without delay is necessary to protect the substantial interests of the Commonwealth.

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F. Procedures:

1. Contracting Officer Response:Within fifteen (15) days of the receipt of a protest, the contracting officer may submit a written response to the head of the purchasing agency (or designee). The response may include any documents or information that the contracting officer deems relevant to the protest.

2. Protesting Party Reply:Within ten (10) days of the date of the contracting officer response, the protesting party may file a written reply.

3. Review:The head of the purchasing agency (or designee) must:

a. Review the protest and any response or reply.

b. Request and review any additional documents or information he deems necessary to render a decision.

c. Give the protesting party and the contracting officer reasonable opportunity to review and address any additional documents or information requested by the agency head.

d. In his sole discretion, conduct a hearing.

e. Within sixty (60) days of the receipt of the protest, issue a written determination stating the reasons for the decision.

f. If additional time is required to investigate the protest, inform the protesting party of the additional time needed to render a determination and obtain the protesting party's consent.

4. "Clearly Without Merit" Determinations:If the head of the purchasing agency (or designee) determines, upon receipt, that the protest is clearly without merit and does not stay the procurement, the head of the purchasing agency (or designee) must immediately issue the decision as required by Section 8. Decisions.

G. Settlement:The Issuing Office has the authority to settle and resolve bid protests.

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H. Decision:The head of the purchasing agency (or designee) must promptly, but in no event later than sixty (60) days from the filing of the protest, issue a written decision. The decision must:

1. State the reasons for the decision.

2. If the protest is denied, inform the protesting party of its right to file an appeal in Commonwealth Court within fifteen (15) days of the mailing date of the decision.

3. If it is determined that the solicitation or award was contrary to law, enter an appropriate order.

The agency head (or designee) must send a copy of the decision to the protesting party and any other person determined by the agency head (or designee) to be affected by the decision.

I-23. Bidding Reference MaterialRegistration GuideBidding GuideAttaching Documents Electronic Bidding Portal

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PART II

SPECIFICATIONS

II-1. Objectives

A. GeneralPublic health professionals, emergency medical service (EMS) providers, and others with a role in public health in Pennsylvania need to receive training aligned to the Public Health Core Competencies for Public Health Professionals (as developed by the Council on Linkages Between Academia and Public Health Practice), hereinafter referred to as Public Health Core Competencies, or the Public Health Preparedness and Response Core Competencies (as developed by the Centers for Disease Control and Prevention and the Association of Schools of Public Health), hereinafter referred to as Public Health Preparedness and Response Core Competencies, to develop and strengthen a competent public health workforce that can respond to incidents of bioterrorism, outbreaks of infectious disease, and other public health threats, issues, and emergencies. The public health workforce also has a need to maintain individual licensure (such as EMS certification) and organizational accreditation (such as national public health accreditation through the Public Health Accreditation Board, respectively).

B. SpecificThe PA DOH is seeking a Software as a Service (SaaS) or Contractor-hosted and Contractor-maintained solution for the provision of a public health learning management system and network (PH LMS/N) to provide public health-related learning platform and content, which includes but is not limited to classroom training courses, web-based training, webinars, videos, and supplemental training materials such as documents and presentations. System users shall include both internal and external audiences in Pennsylvania, including staff from the PA DOH, county and municipal health departments, academic institutions, emergency management organizations, emergency medical services, public safety, hospitals and healthcare systems, vendors, contractors, and other public health practitioners. Learning content needs to provide instruction on skills identified in the Public Health Core Competencies for Public Health Professionals or Public Health Preparedness and Response Core Competencies, and access to this PH LMS/N to view learning content must be provided at no cost to Pennsylvania administrator-approved users. The PA DOH and its training providers (including but not limited to PEMA and other state agencies) shall provide PA-specific learning content, including but not limited to classroom and web-based training, and use the PH LMS/N for the scheduling and provision of this learning content. Other learning content shall also be made available through the PH LMS/N as noted in this IFB, Section II-3.A.

This PH LMS/N will be a migration from an existing, externally hosted, cloud-based LMS with the ability to add new users and learning content that were not in the original LMS. The existing LMS has been provided by CentreLearn (provided via

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Target Solutions) since 2002 and is priced per a block of user licenses. The current contract for the existing LMS is expiring and this IFB is the method that the PA DOH has selected to address the need for a PH LMS/N.

II-2. Nature and Scope of the ProjectApproximately 120,000 users will be added to the PH LMS/N within the first year, which includes state, county, and municipal employees, emergency management personnel, EMS providers, students, school nurses, Supplemental Nutrition Program for Women, Infants, and Children providers, and other public health practitioners. The selected Contractor shall plan for the number of users to grow by 5% annually throughout the life of the contract. The PH LMS/N will be managed at the PA DOH by one PH LMS/N administrator supported by up to five assistant PH LMS/N administrators, who will have full administrative rights to all Pennsylvania users and learning content within Pennsylvania’s PH LMS/N. Assistant PH LMS/N administrators will support the PH LMS/N administrator in managing administrative rights to all users and learning content within Pennsylvania’s PH LMS/N. Additionally, up to 250 local administrators will be established to manage users and learning content specific to their user group, institution, or organization, and the PH LMS/N shall be administered in a distributed (rather than centralized) fashion. The Contractor’s solution must have the capability to support additional local administrators, at PA DOH’s request.

II-3. Requirements

A. Learning ContentThe selected Contractor shall provide the following:

1. Access for any Pennsylvania administrator-approved user to learning content, a majority of which is aligned to Public Health Core Competencies for Public Health Professionals or Public Health Preparedness and Response Core Competencies. A majority of the total learning content that the PA DOH shall make available through the PH LMS/N and content already on the PH LMS/N for the initial intended audience must be aligned to the Public Health Core Competencies for Public Health Professionals or Public Health Preparedness and Response Core Competencies. The majority of PA DOH’s learning content to be migrated from the existing LMS to this PH LMS/N shall be aligned to either of these sets of competencies. The PA DOH will assist the Contractor in identifying the learning content to be migrated that will meet the Public Health Core Competencies for Public Health Professionals or Public Health Preparedness and Response Core Competencies, and the PA DOH will provide guidelines for learning content during the PH LMS/N implementation.

2. Access to the PH LMS/N to users without charging a per-user or per-license fee to the PA DOH or any other Pennsylvania administrator-approved user or PH LMS/N learning content provider. No cost above those included in the Appendix B, Cost Matrix shall be charged to the Commonwealth, content providers, or users

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of the system for access to the PH LMS/N. Reimbursement to the vendor will be solely as indicated in the Cost Matrix and shall not be based on a per-user basis.

3. Access to both free and fee-charging courses in the PH LMS/N. Cost associated with a user registering for and completing specific learning content will be determined at the discretion of the learning content owner providing that learning content. Any charges incurred by a user shall be remitted directly to the learning content provider outside of the PH LMS/N. This PH LMS/N shall not complete monetary transactions and shall not collect fees. It shall be the responsibility of the training content provider to indicate that learning content will incur a cost to the user shall be clearly marked and conveyed to the user.

4. A hosting platform for purchased, licensed, or internally developed public health learning content for any Pennsylvania administrator-approved user or user group or content provider, including public health, emergency management, emergency medical services, public safety, academic, community, and healthcare organizations to track registration, completion, and non-completion of this learning content. The PA DOH does not expect the vendor to provide in-person training of learning content made available to users of this PH LMS/N. Fees for Pennsylvania administrator-approved learning content hosting will not be charged directly to content providers; all fees for learning content hosting shall be covered by the fees reflected in the Cost Matrix attached to this procurement.

5. A mechanism for content providers to associate provided learning content with the Public Health Core Competencies for Public Health Professionals or Public Health Preparedness and Response Core Competencies to aid health departments in national public health accreditation through the Public Health Accreditation Board.

6. The ability to share learning content through a network linking public health organizations (including other public health organizations at the federal, state, and local governmental levels). Shared learning content will be managed by the local administrator whose organization developed or acquired the learning content.

7. A mechanism to migrate selected learning content from the existing LMS to this PH LMS/N. Current learning content in the existing LMS may be composed of (but not limited to) PowerPoint presentations; Word document; PDF documents; video/audio files; links to webinar recordings from platforms including but not limited to WebEx, Adobe, GoToMeeting, and Black Board; SCORM and Articulate courses; and course evaluations created within the LMS. Current learning content in the existing LMS is from a variety of sources through purchases, donations, group-specific additions, and learning content provided by the current vendor, CentreLearn (provided via Target Solutions). The PA DOH is unable to determine the volume of learning content to be migrated from the existing LMS to the PH LMS/N at this time; however, a minimum of 200 courses shall be migrated from the existing LMS to the PH LMS/N. File sizes of existing

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web-based training learning content to be migrated from the existing LMS to this PH LMS/N varies from under 1 MB to over 100 MB. The PA DOH expects that this migrated learning content will be both web-based training and instructor-led training.

8. The ability to create pre- and post-tests to evaluate learning content effectiveness and learning retention.

9. The ability to create surveys to evaluate learning content effectiveness.

10. The ability to create emails and electronic announcements that can be tailored to users based upon any data element associated with those users, including but not limited to learning content registration, group membership, geographic location, or professional certification or discipline.

11. The ability to create training plans that require users to complete a set of learning content via timelines, completion dates, and automatic notifications to include tasks lists that allow the user to monitor either skills, training, or certification requirements to be determined by a PH LMS/N administrator.

12. The ability to search for learning content using keywords, core competencies, continuing education credit type, location, date, and availability.

B. User and Learning Content ManagementThe selected Contractor shall provide the following:

1. A mechanism for users to register themselves for web-based training.

2. A comprehensive self-service password management solution that enables users to securely reset their own passwords with minimal help desk and administrator involvement

3. A mechanism to monitor, track, and report on continuing education credits for public health professionals to maintain their licenses and certification. The PA DOH does not plan to migrate classroom, continuing-education granting learning content from the existing LMS to the PH LMS/N. The PA DOH does not have an estimate of what percentage of classroom learning content in the PH LMS/N will grant continuing education at this time. Additional information can be found in Appendix H, Continuing Education.

4. The ability for administrators to manage registration, completion records, and evaluation for learning content.

5. The ability to group users and learning content into a minimum of 35 different groups for each according to structures determined by the PA DOH. Structures shall allow further division of groups into subgroups. Users may be placed in any

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group or subgroup based on any shared characteristic identified by an administrator, including but not limited to users’ roles, responsibilities or organizational affiliations. A learning content group is a set or a combination of courses on a particular topic that may also be referred to as a curriculum. Groups are used for (but not limited to) communications and determining appropriate training. Example of groups can be found in Appendix D, Attributes Users Groups.

6. The ability to restrict, assign, or filter learning content for assigned users and assigned users groups.

7. The ability to create class rosters for use by instructors or administrators.

8. The ability to create learning content completion certificates that provide continuing education credit type and amount. Additional information can be found in Appendix H, Continuing Education.

9. The ability to assign administrative and user rights and roles at various levels, as well as any combination of the roles, including but not limited to:

a. assigning overall administrative roles for the management of the PH LMS/N

b. administrative roles specific for administering learning content for particular user and learning content groups

c. administrative roles for staff providing support to users in registering for and completing learning content

d. administrative roles for assisting users with password and account issues

e. administrative roles for users for learning content they instruct or develop

10. Ability to add additional users to the PH LMS/N at any time and without a per-user fee being assessed.

11. Ability to advise the registrant during the registration process of a potential redundant user registration.

12. Ability to create user group structures that allow one user to simultaneously be a member of multiple groups.

13. Ability to create closed user groups that do not allow users to register themselves into and require administrators to associate users with these groups. Learning content that is proprietary to the group or groups shall be limited to access by that designated group or groups at the discretion of PH LMS/N administrators.

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14. Ability to create open user groups that allow users to register themselves into without the need for an administrator to approve this registration.

15. Ability to create a calendar for use by users that displays learning events specific to that user in both daily and monthly views that allows users to see learning content offerings and events on the calendar.

16. Ability to assign PA-specific continuing education credit to learning content added to the PH LMS/N by the PADOH or other provider. The actual assigning of the credits shall be the responsibility of the training content provider. Continuing education credit shall include but is not limited to emergency medical provider continuing education and continuing education relevant to other, multiple audiences. There are no additional requirements associated with the multiple audiences at this time; any additional requirements would be handled through Appendix A, Section 21, Changes.

17. Ability to assign PA-specific identification numbers to learning content by the learning content provider.

18. Ability to batch upload user data, including but not limited to user demographic data, and user learning records, including but not limited to learning content completion, to the PH LMS/N as required and on an ongoing basis.

19. Ability to migrate user data, including but not limited to user demographic data, and user learning records, including but not limited to learning content completion from an existing, cloud-based LMS provided by CentreLearn (provided via Target Solutions) to the PH LMS/N. Volume of existing data is user and learning records for up to 60,000 current, active LMS users, and another 40,000 inactive LMS users may be migrated to the PH LMS/N. All users in the existing LMS are registered with User IDs set up in the existing LMS with no Commonwealth user directories used. Additional information on user demographics and user attributes relevant to data to be migrated from the existing LMS to this PH LMS/N can be found in Appendices D and H.

20. The ability for any training provider within this network, including but not limited to the PA DOH and PEMA, to schedule all types of learning content, including but not limited to classroom and web-based training courses, and the ability for users to register for this learning content and to cancel out of learning content they have previously registered for, which may be a classroom or web-based training course.

21. The ability to hyperlink to external content on the World Wide Web.

22. The ability to track the number of users registered for learning content.

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23. The ability for learning content providers to limit the total number of users registered for both classroom and web-based learning content.

C. Confidentiality, Licensing, and Relationship of Commonwealth, Contractor, and Third Parties

1. PA DOH will approve the upload of content by third party content providers only for purposes of gauging and managing contractual storage capacity. The substance of the content, and the right to display and distribute the content, and any payment and payment process associated with the content, shall be the exclusive responsibility of the third party content provider, which provides and shares the content at its own risk. All third party content providers shall be notified of this provision, and asked to affirm their understanding prior to the upload of content.

2. As between the Commonwealth and the Contractor, the Contractor shall be responsible and liable for the content of, and payment processes related to, all third party-uploaded content and all Contractor-uploaded content, which the Contractor provides and shares at its own risk.

3. Notwithstanding any other requirement in this subsection, the Contractor shall not require any user or content provider, including Commonwealth personnel, to agree to any terms (via click-through, browse-through, or any other means) which substantively differ from the terms of the Contract resulting from this Bid, including the terms of the Software License Requirements, Exhibit C of Attachment A, IT Contract Terms and Conditions.

4. All data and information received, accessed, processed and created by the Contractor in performing the work of this Contract shall be considered to be Confidential Information in accordance with Section 25, Confidentiality, of Appendix A, IT Contract Terms and Conditions, and shall be used, disclosed, and accessed only for purposes and in in ways explicitly anticipated by and strictly in accordance with the Contract resulting from this Bid.

5. All transcript data created by the Contractor in the performance of work under this Contract is considered “Developed Works” in accordance with Section 36, Ownership Rights, of Appendix A, IT Contract Terms and Conditions. All Commonwealth-provided or third-party-provided data, whether Developed Works or not, shall be returned to the Commonwealth or third party, as appropriate, upon request in a form acceptable to the Commonwealth. Destruction of any data shall be certified upon Commonwealth or third party request.

D. ReportingThe selected Contractor must provide the following:

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1. A transcript to users of learning content they have completed that shall include learning content name and number, date learning content was completed, and a listing of any continuing education credits associated with this completed learning content. The user transcript format shall be flexible, easily accessed by the end users, printer friendly, and shall have the ability to save a copy if needed. Additional information can be found in Appendix H, Continuing Education.

2. The ability by administrators to generate reports upon user completion, learning content utilization, pre- and post-testing, learning content evaluation, and any other data element(s) relating to users or learning content. Reports will be generated based on individual users, groups of users, individual learning content, or groups of learning content.

3. The ability to export any data element(s) relating to users or learning content to Excel or text formats, including but not limited to .xsl or .xslx file formats, Comma Separated Values file format, or delimited ASCII or Unicode text file formats.

4. The ability to customize reports and create ad hoc reports on data element(s) relating to users or learning content.

E. Interfaces1. EMS interface: The selected Contactor must provide a real time 24x7x365 web

services interface between the PH LMS/N and the EMS registry for certification of EMS providers that will validate EMS practitioner credentials and provide the automatic transfer of EMS continuing education data into the EMS registry. The PA DOH currently uses Microsoft SQL server for this EMS registry. This interface must be built, tested, and operational by July 1, 2016 or within 45 calendar days of the date of the purchase order, whichever is later. (See EMS registry interface requirements attached as Attachment 1, “LMS/EMS Interface Requirements Document.”) The PH LMS/N shall provide the ability to send on a periodic basis (approximately every six hours) learning content completion records of those with a valid EMS registry number to the EMS registry for certification. Additional information on interface requirements, including but not limited to information regarding authentication to the EMS registry through the interface, can be found in Appendix G, LMS - EMS Interface Requirements, and the PH LMS/N and the EMS registry must be interfaced as described in this appendix. At this time, the interface between the PH LMS/N and EMS registry is the only active interface planned by the PA DOH.

2. Additional Interfaces: The Contractor shall perform project management, development, and implementation of additional interfaces upon request of PA DOH, upon request, the Contractor shall provide a quote for any new interface based on the hourly rates included in Appendix B, Cost Matrix. The quote is not considered accepted and no additional work shall begin until the Commonwealth issues a revised Purchase Order.

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F. System Hosting and AccessibilityThe selected Contractor must:

1. Provide a web-based PH LMS/N for users to access learning content from any internet-connected personal computer with sufficient bandwidth at any time.

2. Provide a web-based PH LMS/N for users to access learning content using common browsers and browser versions currently in use by majority of web users such as Internet Explorer, Chrome, Firefox, and Safari. The PH LMS/N shall be backwards compatible for older browsers such as Internet Explorer 6.

3. Provide for the importing of individual user accounts to include demographic data and learning content completion records from the current learning management system by working with the current learning management system provider and the PA DOH. Additional information on user demographics and user attributes can be found in Appendix D, Attributes Users Groups.

4. Provide content hosting services for user records and online learning content. Hosting capacity for user records will accommodate the anticipated number of users described in II-2. Hosting capacity for learning content, including but not limited to the hosting of video associated with learning content, is estimated at 400 GB during the first year. The PA DOH shall have the option to increase this amount of learning content hosting as needed and determined by the PA DOH. This optional and additional learning content hosting shall be priced for each gigabyte beyond the initial 400 GB per the Cost Matrix.

5. Provide a consultative mechanism for the PA DOH and any other learning content provider to suggest and implement enhancements to the PH LMS/N, including but not limited to the regular sharing of information among the constituent organizations of the PH LMS/N, the ability to discuss suggested enhancements impacting all constituent organizations of the PH LMS/N, and the ability to reach an agreement on the implementation of these suggested enhancements.

6. Test and ensure all functionalities of the PH LMS/N in the IT environment of all learning content providers participating in this PH LMS/N, including but not limited to the PA DOH, Pennsylvania Emergency Management Agency, and participating public health organizations.

7. Create a customized portal that is branded for use as the Pennsylvania PH LMS/N, including colors and logos selected by the PA DOH and having a URL address specific to this Pennsylvania PH LMS/N containing the name “Pennsylvania” or “PA” or another PA DOH-selected name.

8. Size the PH LMS/N to allow at least 25% of total users at one time accessing learning content within the PH LMS/N.

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9. The PH LMS/N must launch and display web-based learning content, text (to include HTML, Word, PDF, and .txt files), multimedia (to include audio and video files), and Flash.

10. The PH LMS/N must have the ability to create a PH LMS/N that complies with the Shareable Courseware Object Reference Model (SCORM), version 1.2, developed by the Advanced Distributed Learning (ADL) Initiative sponsored by the United States Department of Defense (DoD), and Section 508 of the federal Rehabilitation Act of 1973 (29 U.S.C. 794d), as amended by the Workforce Investment Act of 1998 (P.L.105-220), as either or both Acts may be amended, updated or revised from time to time.

11. The PH LMS/N must have the ability to allow the PA DOH to modify the branding and verbiage of Pennsylvania’s customized portal at any time during the license year.

12. Additional hosting requirements can be found in Appendix D, Hosted Application Service Requirements.

G. Disaster RecoveryThe selected Contractor must employ disaster recovery procedures to assist in preventing interruption in the use of the solution. The Contractor’s disaster recovery must support full restoration of services within five (5) calendar days.

II-4. Services

A. ImplementationThe Contractor shall be responsible for the implementation of a system that meets the requirements as described in Section II-3 Requirements. The Contractor shall provide project management for the implementation of the solution.

B. SaaS Operation and Support1. The Contractor shall perform all system maintenance and support needed to

ensure the SaaS solution remains operational and meets the requirements of this IFB.

2. The Contractor shall monitor and maintain all hosting equipment (hardware and software) and replace as necessary to maintain compliance with Appendix F, Service Level Agreements.

3. The Contractor shall host the SaaS solution as described in section II-3.F System Hosting and Accessibility.

4. The Contractor shall provide disaster recovery services as described in Section II-3.F Disaster Recovery. The selected Offeror shall provide and manage a process

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to track, monitor and resolve and report problems/issues and resolutions. This shall include a methodology to classify problems as to criticality and impact, including appropriate resolution procedures and escalation process for each classification of problem.

5. The Contractor shall perform release management services for its solution for all releases. Release management shall include planning, scheduling and controlling releases through SDLC stages and environments; to include but not be limited to, requirements management, design, development, testing and deployment of the software releases.

6. The Contractor must provide support as described below:

a. Provide consultation and guidance to PA DOH staff in best practices for establishing a PH LMS/N, including best practices for grouping users and learning content for ease of use

b. Provide two days of onsite training (or an equivalent amount of training conducted through a web-based training format) and documentation to PA DOH staff in administering the PH LMS/N.

c. Provide marketing, documentation, and training materials for use by PA DOH staff to educate users in use of the PH LMS/N in commonly used digital formats, including but not limited to Microsoft Word, Microsoft PowerPoint, and Adobe Portable Document Format.

d. Provide technical support, including but not limited to the troubleshooting of learning content functionality and delivery issues, to maintain functionality of the PH LMS/N, including unlimited use of phone support during normal PA DOH business hours for one site administrator and unlimited use of email support for up to five administrators.

e. Ensure 24x7x365 access to the PH LMS/N and associated servers and databases to users and administrators except for outages out of the control of the selected Contractor and planned down time for PH LMS/N maintenance and enhancements that shall be determined to occur at a mutually agreeable time. Planned downtime for PH LMS/n maintenance and enhancements shall be as follows:

1) Routine maintenance shall occur at a mutually agreed upon schedule.

2) System enhancements and upgrades shall occur at a mutually agreed upon time with at least two weeks notice.

3) The Contractor shall provide the PA DOH with immediate notice of emergency maintenance for events outside the Contractor’s control.

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C. EnhancementsThe Contractor shall be responsible for the project management, development, testing and implementation of PH LMS/N enhancements upon request of from PA DOH. System enhancements will include the addition of any new feature or function that has been requested by PA DOH, to the SaaS solution after final acceptance of the SaaS solution has occurred. Configuration changes that do not require source code changes will be considered maintenance and not an enhancement.

The Contractor shall perform project management, development, testing and implementation of system enhancements upon request of PA DOH, upon request, the Contractor shall provide a quote for any enhancement based on the hourly rates included in Appendix B, Cost Matrix. The quote is not considered accepted and no additional work shall begin until the Commonwealth issues a revised Purchase Order.

D. TurnoverThe Contractor must cooperate with the Commonwealth and any subsequent contractor in any activities related to turnover of responsibilities.  The Contractor shall develop an outgoing transition plan when requested by the Commonwealth.  The outgoing transition plan shall include, but is not limited to, content migration and knowledge transfer activities.  The Contractor shall provide all data, content, and attachments in a format that is accepted and agreed to by the Commonwealth.  Upon successful return of the data to the Commonwealth, the Offeror shall destroy, and certify in writing to the destruction of, all confidential information (and all copies of the information) per Commonwealth (OA-OIT) standard as described in the ITPs.

II-4. Reports and Project Controls

A. Service ManagementThe Contractor shall provide service management throughout the Contract term. Service management shall include utilizing a strategic approach directed by policies and incorporated in processes and supporting procedures that are performed to plan, deliver, operate, control, and improve services offered to customers.

B. Account ManagementThe Contractor must provide a dedicated account manager who will be the main point of contact for all contract issues, and will be responsible for the coordination and the resolution of any issues. The Issuing Office will consider the account manager to be the sole point of contact with regard to Contractual and Purchase Order matters.

C. SLA ReportThe Contractor shall provide a monthly report on statistical information to assess compliance with the required Service Level Agreements (SLAs) as outlined in

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Appendix F – Service Level Agreements. This report must be delivered within three (3) business days of month’s end or available online for viewing.

D. Issue Management ReportA monthly report which includes a summary on issues reported by the Commonwealth that month, open issues from previous reporting period, issue priority level, issue description, issue summary, and current status of issues. The Commonwealth may request additional detailed information or a corrective action plan for issues not resolved within the Problem Circumvention or Resolution Time SLA as described in Appendix H – Service Level Agreements.

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