November 22, 2013 ADDENDUM 1 TO: Vendors FROM: Christie
Contents
1. The ability of the proposed solution to conform to the Department s branding and look and feel is preferred minimally the ability to display the Department name and seal using the Department s syndication feed is required Please see Attachment C Application Design Standards Referring to the Functional Requirements Documentation Form Section 2 page number 49 i e Entity Relationship Diagram It is not clearly mentioned to what level or normalization is required of the vendors proposed solution i e 3rd normal form or BCNF can you please specify which one No normalization is required for the ERD at the functional requirements stage for this project Because this is for an implementation of a COTS solution only the high level business data needs to be modeled in the ERD not the final schema s Referring to the Appendix 2 of the document page number 55 point number 11 a Does the Department want custom fields to be added to the registration form If yes who in the organization will be able to add and delete such Custom Fields and who will be able to set the attributes for Custom Fields i e Custom field name data type length mandatory to be filled check box etc Users with Administrator privileges should have the ability to create and edit custom fields on the registration forms Further the Department would like the ability to create and deploy new registration forms through the system Does the Department seek a default l2. foreign references 3 Page 11 Paragraph C states The anticipated contract period is from the date of contract execution through June 30 2014 In my experience the first contract period is usually one year so this seems exceptionally short Might you clarify for me The state s fiscal year is July 1 through June 30 of each year All deliverables must be received prior to September 15 of each year to be funded within a fiscal year 4 Page 18 TAB C indicates the references should come from customers for whom they have provided promotional and marketing campaigns Did FDACS mean to say provided LMS services or some variation of that characterization Yes see corrected References section specified herein ADDENDUM 1 November 22 2013 Page 2 10 11 12 Appendix Il Page 56 Q16 please clarify whom you mean by third parties Does this mean that you require assessments created and scored outside of the LMS are able to be imported into the system data captured and reported Yes the LMS should support external assessment data and it is desired that the system include an internal assessment tool as well Page 10 16 indicates that certain project management services are to be provided Will FDACS staff be performing the referenced configuration customization and testing that the vendor will manage No vendors should include the appropriate staff to provide these services Page 11 contract peri
3. given a percentage of the total points based on the percentage difference of their price versus the lowest total proposal price Can you please provide details regarding the hardware available on the server side on premises Please refer to the section Current Technical Infrastructure located on page 11 for a description of the on premise environment It states The Department s current standard software hardware available for an on premise solution is as follows VMWare Virtual Infrastructure Windows 2003 or 2008 servers Microsoft IIS 6 0 7 5 Microsoft NET 3 5 or above Microsoft SQL Server 2008 or above How many disparate systems will need data migrated to the new LMS The system should support data migration from least 16 but not more than 25 disparate systems several of which would be continual migration not just a one time migration How many eLearning courses will need to be migrated to new LMS This is unknown at this time Please provide system capabilities or limitations for this function How many student history records will need to be migrated to new LMS This is unknown at this time Please provide system capabilities or limitations for this function What is the HRIS system s that will integrate with the LMS to provide student profile data e g is it Exchange SharePoint or something else The Department does not understand this question ADDENDUM 1 November 22 2013 Page 4 20 21
4. is denoted by two elements a div with class row and a main section with class main area content view full class folder column and id site main content These elements are required for proper styling of the content ITN ADM 13 14 15 Application Syndication Feed Ribbon and Breadcrumbs The ribbon is not available in this syndication Breadcrumbs are also not available in this syndication Any menu and desired breadcrumbs will need to be created by the application developer Florida Department of Agriculture and Consumer Services Office of Agriculture Technology Services ITLC Process Checklist ADAM H PUTNAM COMMISSIONER ITLC Phase PM Phase ISDM Process Deliverables Division Contractor Hours Cost Est Due Date Check ITLC Initiation y Project Initiation Admin Activities Project Proposal Form FDACS 01432 Project Charter Form FDACS 01439 Project Needs Assessment Admin Activities Needs Assessment Project Planning Admin Activities Master Project Plan Scope Management Risk Management Communication Quality Assurance Project Change Management Other Subsidiary Plans as Needed Work Breakdown Structure Master Project Schedule System Security Plan FDACS 01523 Project Execution Admin Activities Cost Benefit Analysis Feasibility Study if applicable Functional Requirements FDACS 0
5. 1524 ER Diagram Data Dictionary Projected Utilization users Installation Requirements Security Requirements Process Models Maintenance Requirements User Document Requirements Initial Test and Validation Plan System Quality Assurance Plan Interface Control Document Admin Activities Systems Design Document Systems Integration Document Data and Process Conversion Plan if applicable Initial Back Out Plan Initial Systems Administration Manual Initial User Training Plan Initial User Manual FDACS 01527 Rev 03 13 ITLC Phase PM Phase ISDM Process Deliverables Admin Activities Division Contractor Hours Cost Est Due Date Check Software Development Document Application and System Software including program code and database constructs Initial Application Restoration Plan Final Back Out Plan for Controlled Test Environment Final Test and Validation Plan System Administration Manual updated User Training Plan updated User Manual updated Back Out Plan updated for Production Change Log FDACS 01248 for Controlled Test Environment Admin Activities Security Verification Test Analysis Problem Report Disaster Recovery Plan updated Business Continuity Plan COOP updated Fi
6. 22 23 24 25 It appears that for both PUR 1000 and PUR 1001 there is only one area provided for official signature and this one area is sufficient for both forms Please confirm that this is correct Yes correct Page 10 Minimum Project Deliverables we are under the impression that not all items listed here need to be included in our response to the ITN In other words as indicated some items are due after award and before any work commences For example items 14 16 will be addressed in our response but items 8 12 are not expected to be addressed until the timeframes indicated Please let us know if we are incorrect about our impression The response should address the intention and ability to provide all listed deliverables However finalized implementation details and schedules are not required until the project initiation stages after the award Page 17 Instructions to Proposers the ITN states Submit one 1 original and five 5 duplicate copies of the proposal and all attachments when responding to this ITN Although we are instructed to include all attachments we presume that attachments B G and H do not actually need to be completed per the instructions on page 10 Example Page 10 says attachments G and H are due prior to any customization work being formed which we understand to mean that they are not due at the time we submit our proposal Please confirm or clarify if need be Attachments B G and H
7. CORM or TinCan API enabled tools On page 55 point 9 do you want to enable this feature for video content as well so that whenever the user resumes training video would play from the same point The Department would prefer that the proposed solution have the ability to pause and resume all content including audio and video Referring to the Appendix 2 of the document page number 56 point number 12 Can you please elaborate further and explain what is meant by Adaptive Course Content Please explain the dimensions that have been mentioned Adaptive course content implements the goals of adaptive learning through the LMS A proposed solution that includes adaptive course content will monitor the user s interactions with the system to improve the manner in which it delivers learning content to that individual Adaptive course content allows the LMS to adapt to the students learning needs The Department prefers a proposed solution that implements a method of deploying adaptive course content To the extent this addendum gives rise to a protest failure to file a protest within the time prescribed in Section 120 57 3 Florida Statutes shall constitute a waiver of proceedings under Chapter 120 Florida Statutes All other terms conditions and specifications of this Invitation to Negotiate will remain the same If you have any questions regarding this addendum please feel free to contact this office at 850 617 7181 ATTACHMENT A TAB C
8. Past Performance References 25 points maximum ATTACHMENT E REFERENCES References that cannot be verified or indicate unsatisfactory performance shall result in disqualification of that proposal Proposers who do not provide at least 3 references shall be deemed as non responsive and their proposal shall be rejected as such References must be current or former clients of the proposing firm The Department shall not accept subcontractor proposed personnel or personal references of a member of the proposing firm as a substitute for references Past performance with the Department shall constitute a reference and be used by the Department to determine the prospective contractor s ability to perform services similar to those described in this ITN in a satisfactory manner Confidential clients shall not be included It is the responsibility of the proposer to assure that the Department can timely verify all references given References must be verifiable within three 3 business days of initial verification attempt by the Department exclusive of weekends and holidays The Department must verify three 3 references for the proposal to be considered responsive The following questions will be asked of each reference with a possible maximum total score of 25 Ratings are as follows Questions that are rated Excellent Good Fair or Poor receive the following points Excellent 5 points Good 3 Points Fair 2 Points and Poor 0 Points d
9. THE Mayo BUILDING 407 SOUTH CALHOUN STREET TALLAHASSEE FLORIDA 32399 0800 DIVISION OF ADMINISTRATION 850 617 7000 FLORIDA DEPARTMENT OF AGRICULTURE AND CONSUMER SERVICES COMMISSIONER ADAM H PUTNAM November 22 2013 ADDENDUM 1 TO Vendors FROM Christie Hutchinson Purchasing Director RE INVITATION TO NEGOTIATE NUMBER ITN ADM 13 14 15 LEARNING MANAGEMENT SYSTEM LMS This addendum is to provide all potential bidders with answers to questions received in reference to Invitation to Negotiate Number ITN ADM 13 14 15 1 Although we are working to make all our software ADA Compliant don t believe that our Learning Management System is there yet Will we be allowed to provide an explanation to clarify our process or will our response be disqualified for non compliance if we can t provide that In order to be considered responsive any proposed solution must meet all of the requirements as stated in the ITN 2 We are a global organization with several references we can provide for our LMS however all of our LMS customers are outside the US Within the US we have 6 active customers who use our other products for testing amp assessments ebook systems used for e learning and training but not the LMS Please let me know if 3 non US based references will meet the acceptance criteria for our bid Yes however the references must be verifiable as stated in the ITN The Department has had limited success in verifying
10. anding page report for specific roles and hierarchies in the system Default landing pages would be preferable but are not required ADDENDUM 1 November 22 2013 Page 6 31 32 33 34 35 On page 55 point 4 under the heading Required Functionality please elaborate further regarding this requirement In case of registration do you require the system to have the ability to create new email addresses in the exchange as well as delete or disable the existing ones Please clarify No the proposed solution will not integrate with Active Directory to validate create or delete users or email addresses The Department s Exchange 2007 server is configured to handle room and resource scheduling It is preferable that any proposed solution integrate with the Exchange calendar to assist with finding available room resources and scheduling them as well as to email students or Administrators On page 55 point 8 under the heading Required Functionality do you require creation of training contents via this system If so which multimedia content types should the system support Yes we d like the system to support video text sounds interactivity and innovating learning technologies Regarding the same point as mentioned above is there any specific third party content development tool whose content you would like to be viewable via the system The Department would like to be able to develop content in any available S
11. are not required with the proposal Page 18 Tab C Past Performance References the ITN states three 3 separate customers for whom they have provided promotional and marketing campaigns within the last five 5 years Is it true that you want references for whom we have provided promotional and marketing campaigns or do you want references for whom we have provided an LMS and associated services Yes see attached corrected References section Page 19 Project Management Plan Requirement we presume that the plan we include in our response will not be the final plan and that Meridian and FDACS will work together to finalize the project management plan Please confirm that you have the same understanding or clarify if our understanding is incorrect Yes finalized project management plans will be developed through the project initiation process Page 47 of the ITN Attachment H refers to an Appendix E ISDM Requirements Analysis is this an Appendix that will be provided at a later date It is not found in the ITN The ISDM refers to the Project Execution phase of the Department s Information Technology Lifecycle Framework ITLC The ITLC Process Checklist FDACS 01527 outlining the steps and deliverables in the ISDM is attached ADDENDUM 1 November 22 2013 Page 5 26 27 28 29 30 Page 47 of the ITN Attachment H states the following instructions This form should be filled out during the ISDM Requ
12. ble is C omplete Deliverable Required Deliverable Color Legend ITLC som Contr Phase Project Management Milestone act Statement of Work Tasks for Administrative Activities Admin Activities For Example Research and Planning Historical Legal Meetings Review Department Policy and Standards Review Deliverables Status Reports Other Project Management deliverables Documenting Work Repository FDACS 01527 Rev 03 13
13. browser preferences i e IE 9 Chrome Firefox In addition to this will the Department be looking for a mobile tablet based responsive design Per the Current Technical Infrastructure section on page 11 the minimum browser preference is IE 8 and above current versions of Chrome or Firefox plus two versions back The Department prefers that the proposed solution adheres to standards that allow it to run on mobile browsers as well as desktop browsers ADDENDUM 1 November 22 2013 Page 3 13 14 15 16 17 18 19 It is mentioned in the document that the proposed solution may be offered as a fully hosted software solution as a service or as a purchased system that resides on premise What are the qualification criteria for pricing Is it just affordability To the extent we understand the question as stated in the ITN The Department seeks pricing and information on what LMS are available and the associated costs The acquisition of an LMS by the Department is dependent upon affordability and is contingent upon funding lt is mentioned in the document that the Department does not have an anticipated budget for fiscal year 2013 2014 Can you please elaborate what are the criteria for evaluating the vendor pricing As stated in the ITN The lowest FIVE 5 YEAR TOTAL COST proposal as specified on APPENDIX I will be given the maximum evaluation points allowed for this section and each other proposer will be
14. e Please confirm that your organization has used this firm to negotiate purchase and or implement an LMS Yes No ANY RESPONSE OF NO TO QUESTION NUMBER 1 DISQUALIFIES THE PROPOSAL IN ITS ENTIRETY AND NO FURTHER CONSIDERATION SHALL BE GIVEN 2 Would you use the services of this firm again Yes 5 points No 0 points 3 Did the firm complete the contracted project on time and within budget Excellent Good Fair Poor 4 How would you rate the performance of this firm Excellent Good Fair Poor 5 Were issues and problems addressed and or resolved in a timely and satisfactory manner Excellent Good Fair Poor 6 How would you rate the firm s project and contract management abilities Excellent Good Fair Poor ADDENDUM 1 REV 11 18 2013 ITN ADM 13 14 15 Application Syndication Feed Attachment C Application Design Standards Florida Department of Agriculture and Consumer Services ITN ADM 13 14 15 ITN ADM 13 14 15 Application Syndication Feed Background Information The syndication feed is managed and controlled as part of the FDACS website FreshFromFlorida com Two templates have been developed and accepted by FDACS Their key features are Template1 With ribbon menu e Ribbon menu arrow graphic around the FDACS seal e Most consistent style to the department s website e Allows menu items to be added to the ribbon e Restricts content area width to approximately 790px e Allows users to searc
15. h department s site from application e Ideal for form based applications i e contact forms surveys etc Template 2 Without ribbon menu e Full width no ribbon e Greatest flexibility for application content e Does not allow users to search department s site from application e Ideal for interactive applications or applications that utilize mapping services The syndication feed is broken into several fragments Each of these fragments together forms the look and feel for FreshFromFlorida com The fragments for each of the two templates are delineated below ITN ADM 13 14 15 Application Syndication Feed Template 1 Fragments Full Site o URL http www freshfromflorida com website fragment o Aggregate of all of the parts o Note the div and section that start the page s main content o See Template 1 Page Content Guidelines for further details o URL http www freshfromflorida com website fragment head o Includes the charset and style sheet references Header o URL http www freshfromflorida com website fragment header o Header element that includes the ribbon and search bar Further broken down if needed into header_top and header_bottom Header Top o URL http www freshfromflorida com website fragment header_top o Includes the top half of the header Ribbon items and breadcrumbs can be added after this fragment Header Bottom o URL http www freshfromflorida com website fragment header_bottom o Includes the bot
16. irements Analysis Process by the project manager business analyst or system developer in coordination with other appropriate subject matter experts What does ISDM stand for Also we plan to include time for requirements analysis in the project timeline project management plan that we ll include in our response but we d like to know from you if you have an expected amount of time that will be spent on this specific requirements analysis No as per the Minimum Project Deliverables section located on page 10 item 5 states the vendor is only responsible for providing the information needed by the Department to complete Attachment H Department staff are responsible for completing Attachment H based on the information received from the vendor ISDM is an acronym for Information Systems Development Methodology The ISDM refers to the Project Execution phase of the Department s Information Technology Lifecycle Framework ITLC The ITLC Process Checklist FDACS 01527 outlining the steps and deliverables in the ISDM is attached It is mentioned on page number 9 under the heading of Technical Specification of the RFP that the web based LMS should have a Customizable Branding Whereas Appendix 2 of the document page number 56 point number 25 suggests that the online presence of the system should be in conformity to Department s look and feel Can the Department clarify whether customizable branding or Department specific branding is required
17. lass delimiter gt amp gt lt span gt lt li gt lt li gt lt span class inactive gt Last Item Not Linked lt li gt lt ul gt lt div gt lt nav gt Template 2 Fragments Note This template reuses the navigation and footer parts from Template 1 e Full Site o URL http www freshfromflorida com website fragment noribbon o Aggregate of all of the parts o Note the div and section that start the page s main content o See Template 2 Page Content Guidelines for further details e No Ribbon Head o URL http www freshfromflorida com website fragment noribbon_head o Includes the charset and style sheet references e No Ribbon Header o URL http www freshfromflorida com website fragment noribbon_header o Header element that does not include the ribbon and search bar search hidden with css available to un hide if needed This header is not broken down into two parts Breadcrumbs and ribbon menu items are not available for this syndication feed See Template 2 Ribbon and Breadcrumbs e Navigation o URL http www freshfromflorida com website fragment navigation o Uses the navigation from Template 1 o Includes the department s main navigation menu e Footer o URL http www freshfromflorida com website fragment footer o Uses the footer from Template 1 o Includes the items in the footer and the department s Google tracking code Template 2 Additional Information Page Content Guidelines The main content
18. nal System Administration Manual Final Training Plan Final User manual Final Back Out Plan for Production Environment Application Owner User Acceptance Change Log FDACS 01248 Admin Activities Post Implementation Security Verification Change Log FDACS 01248 Closed Out Delivered System Project Closing Final Application Restoration Plan Admin Activities Contract Documents if applicable Project Lessons Learned Document Team Performance Evaluation Document Key Performance Outcomes Measures Document Project Release Document Signed Post Implementation Review Report FDACS 01527 Rev 03 13 ITLC Phase PM Phase ISDM Process Deliverables Division Contractor Hours Cost Est Due Date Check ITLC Operation and Maintenance Admin Activities Change Log FDACS 01248 if applicable User Satisfaction Report Application Owner User Access Review Initial Disposition Plan Milestone When Deliverables are Complete ITLC Disposition Admin Activities Archived Application system and Data Post Termination Review Report Change Log FDACS 01248 closed out Final Security Archival Plan Milestone When Deliverables are Complete Symbols Defined Delivera
19. od states The anticipated contract period is from the date of contract execution through June 30 2014 All deliverables must be completed and invoiced prior to September 15 2014 Does that mean that the contract will end on June 30 2014 but work may continue and be paid for after that date The state s fiscal year is July 1 through June 30 of each year All deliverables must be received prior to September 15 of each year to be funded within the fiscal year If a fully hosted software as a service approach is proposed is it anticipated that the contract will continue beyond September 15 2014 As stated in the ITN there are allowable renewals for any contract resulting from this ITN Page 18 indicates The proposal must contain names addresses phone numbers and email contacts of three 3 separate customers for whom they have provided promotional and marketing campaigns within the last five 5 years Should that be re stated differently to mention LMS instead of promotional and marketing campaigns Yes see corrected References section specified herein The ITN indicates The Department seeks a commercial off the shelf COTS Learning Management System LMS does this exclude Open Source publicly freely licensed software No Apart from the onsite trainings what other services are required from the vendor onsite No other services shall be required As it is a web based application does the Department have any
20. tom half of the header Ribbon items and breadcrumbs can be added before this fragment o See Template 1 Ribbon and Breadcrumbs below for usage Navigation o URL http www freshfromflorida com website fragment navigation o Includes the department s main navigation menu Footer o URL http www freshfromflorida com website fragment footer o Includes the items in the footer and the department s Google tracking code Template 1 Additional Information Page Content Guidelines The main content is denoted by two elements a div with class row and a main section with class main area content view full class folder column and id site main content These elements are required for proper styling of the content Ribbon and Breadcrumbs The header top and header bottom have been separated to allow the developer to add items to the menu ribbon and to create the breadcrumbs for the application The custom ribbon code should be inserted directly following the header_top code and should follow the following format lt hr gt lt ul class Menu gt lt ul gt lt li gt Ribbon Item lt li gt ITN ADM 13 14 15 Application Syndication Feed The breadcrumbs need to be added immediately following the ribbon with following format lt nav id path gt lt div class container gt lt p gt You are here lt p gt lt ul class menu horizontal delimiter gt lt li gt lt a gt MENU ITEM lt a gt lt span c
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