RFP Supplier Response Template
| RFP for LMS and Future Workforce Agility Platform - Supplier Response Template | |
| General Questionnaire Template | |
| RFP Instructions - Complete the information requested in the light yellow shaded cells for all tabs: RFP Supplier Response Template, Questions, Tech Review, and Fee Proposal. Submit this form electronically with additional required documentation. | |
| RFP # | |
| RFP Title | LMS & Future Workforce Agility Platform |
| Business Information / Company Background | |
| Business Name | |
| Federal Tax ID | |
| Address 1 | |
| Address 2 | |
| City | |
| State | |
| Zip | |
| Contact Name | |
| Contact Title: | |
| Contact Phone # | |
| Contact Fax #: | |
| Contact email: | |
| Business Website: | |
| Name/Title of individual authorized to contractually commit company | |
| Name/Title | |
| Products and/or service provided by business: | |
| Number of years in business: | |
| Duns #: | |
| Type of business entity (Corporation/LLC/LP/LLP/Other) | |
| In what state & year did your business organize in your current structure? | |
| Is business or parent publicly traded? | |
| Full legal name of parent or holding company, if any: | |
| Within the last 24 months, has your firm been acquired? With the last 24 months, has your firm acquired another organizations which increased gross revenues by 15% or more? If yes, please provide details on the other party involved, the services provided, and the stage of integration. | |
| Products and/or service provided by business: | |
| Provide an overview and details of your companies network | |
| Ability to Perform/Provide / Consultant Qualifications & Expertise | |
| Business Performance | |
| Provide a brief overview of the services your company offers for a Learning Management System and as a Workforce Agility platform. | |
| Provide an implementation timeline and plan based on award of the business by August 15, 2026, with an effective date of October 15, 2026. | |
| How many accounts does your company currently manage that is comparable in size and scope to us? | |
| Demonstrate extensive experience and expertise in providing Learning Management System & Workforce Agility services, particularly for public sector entities or organizations of similar size and complexity to Central Health. | |
| Provide proof of all necessary state and federal licenses and certifications required to provide the services outlined in this RFP. | |
| Indicate any subcontractors or partners, you are proposing to use, the length of the relationship and the services to be performed. |
Client Information
| Travis County Healthcare District Information | ||
| Eligibility Transfer Method | UKG Ready | |
| Budget Cycle Information | Current Company | |
| Budget Cycle Begins | 46296 | |
| # Employees | 2400 | ** Potential for rapid growth (x2 size) |
Questions
| LMS and future Workforce Agility Platform | ||
| Question | Response | |
| Functional Capabilities & System Fit 30% | Focus: Flexibility and automation of assignments | |
| Describe how your system handles automated assignments of required training based on job role, department, and location. | Where would we add product architecture overview? | |
| Can administrators create configurable workflows without vendor assistance? Please provide examples including competency management workflows. | ||
| Can administrators create and assign observation checklists to be used by managers and authorized users to record an employee's skills and competencies in the field? Provide details of this functionality, including reminder notifications. | ||
| How does your platform manage certification and license expiration tracking, renewals, and escalation notifications? Include examples for renewal-based, multi-year designations at the individal level and across custom fields. | ||
| Describe how instructor-led training (ILT), virtual sessions, and eLearning modules are managed within the platform, including vILT options. Can these sessions be displayed in an events calendar for users to view upcoming training opportunities, including filtering options by location, role type, etc.? | ||
| What eLearning standards are supported (SCORM, AICC, xAPI, etc.)? Describe the offline options and any file limitations or catalog limits. | ||
| How are recurring annual compliance assignments managed without reassigning previously completed training? | ||
| Describe how managers can view employee training status, overdue assignments, and completion reports. | ||
| Can the platform support multiple business units, departments, and facilities with separate assignments structures? | ||
| What custom options exist for learning paths, training plans, and compliance bundles? | ||
| What additional modules exist such as Management & Career Pathways, Performance & Engagement, and Succession Planning? Describe in detail what is available and options for scaling. | ||
| Which technology partners help design, build, connect, and deploy solution extensions? | ||
| What content partners do you work with? What is your vetting process? Do you provide an extensive library of healthcare compliance and soft skills trainings, including leadership development? Describe in detail what is available and whether there is an additional cost for this. | ||
| Describe how your platform supports future scalability as organizational needs grow, including how the LMS connects to other talent processes and how the data is shared. | ||
| Reporting, Analytics & Compliance Support 25% | Focus: Compliance requirements | |
| Describe your standard reporting capabilities for compliance, completions, overdue training, and certification tracking. | ||
| Can administrators create custom reports without vendor support? Please explain the process. | ||
| How quickly is reporting data refreshed after training completion or user updates? | ||
| Describe dashboard capabilities for executives, managers, and administrators. | ||
| How does your system support audit readiness for healthcare regulatory requirements? | ||
| Can reports be scheduled and automatically distributed to managers or compliance teams? | ||
| Describe how the system handles transcript consolidation and historical completion records. | ||
| Can reporting be filtered by location, department, supervisor, and job role? | ||
| Can users provide feedback on courses/content? Describe any evaluation options. | ||
| Provide examples of reporting used by healthcare organizations for Joint Commission or compliance audits. | ||
| How does your system provide content insights including consumption, skill attainment, popular content, self-enrollment, etc.? How can we measure our learning effectiveness and ROI through the LMS? | ||
| What limitations exist around report customization, exports, or data access? | ||
| Implementation Approach & Integration Capability 20% | Focus: Complete records and system integrations | |
| Describe your implementation methodology from contract signing through go-live. | ||
| What is your typical implementation timeline for an organization of our size? | ||
| Describe your experience integrating with HRIS platforms and Single Sign-On (SSO) solutions. Include marketplace of partner-built integrations and bi-directional support. | ||
| After implemention of the LMS, what additional modules could be added and in what order to scale to have a more robust Workforce Agility Platform? | ||
| How can team members outside of the employee database/HRIS (e.g. contractors) complete training? | ||
| What APIs are available for integration with existing enterprise systems? | ||
| Describe your data migration strategy for historical training records and learner transcripts. And how do you validate migrated data for completeness and accuracy? | ||
| Do you offer product certification programs for administrators? Do you provide an extensive library of online training videos that is accessible by administrators at anytime? Describe in detail what is available and whether there is an additional cost for this. Do you offer the option of live training with product experts? | ||
| Describe the ability to proxy/impersonate a user. | ||
| Describe your change management and adoption strategy during implementation. | ||
| How are implementation risks identified and mitigated? | ||
| Provide examples of healthcare organizations with similar implementation and lessons learned. | ||
| Explain your email and messaging platforms integration capability (e.g. Outlook, MS Teams) including calendar functionality, email management, email digests, and any support of learning in-the-flow-of-work. | ||
| Do you allow for the creation of an unlimited number of custom fields? Explain, including any limitations to custom fields. | ||
| Explain support tiers with documented response and resolution time SLAs by issue severity, and dedicated Customer Success Manager (CSM) assignment and availability. | ||
| User Experience & Adoption 15% | Focus: User access and adoption | |
| Describe the learner experience for accessing assigned training and tracking completion status. | ||
| Can users conduct self-assessments of their skills profile and add training accordingly? | ||
| Describe the team member experience for navigating additional modules that support Workforce Agility. | ||
| How does the platform support mobile access and remote workforce training? | ||
| Describe accessibility compliance standards supported (WCAG, ADA, etc.). | ||
| How intuitive is the administrative interface for creating assignments, reports, and workflows? | ||
| What tools are available to improve learner engagement and completion rates? | ||
| Can the user interface be branded or customized to reflect organizational identity? | ||
| Describe how managers interact with the system to monitor their teams. Can managers and authorized users upload files to observation checklists to support the records of a team member's competencies and skills? Describe the functionality including file and video formats supported. | ||
| What types of product training are available to customers? Describe your training philosophy. | ||
| How does your platform reduce common user frustrations such as duplicate assignments or confusing navigation? | ||
| What adoption challenges have you seen with other healthcare clients, and how were they addressed? | ||
| Pricing & Total Cost 10% | Focus: Data migration | |
| Provide a full pricing breakdown including implementation, licensing, integrations, and support. | ||
| Describe your pricing model (per user, active user, enterprise license, etc.). | ||
| Are there additional costs for reporting customization, integrations, or administrator support? | ||
| What costs are associated with future expansion or increased user counts? | ||
| Describe your annual renewal and price increase structure. | ||
| Are training materials, admin training, and end-user onboarding included in implementation costs? | ||
| What costs are associated with data migration and historical transcript conversion? | ||
| Are there premium support tiers or additional service packages? | ||
| Describe the expected total cost over a five-year contract period. | ||
| Explain how your pricing model delivers long-term return on investment. |
Tech Review
| Version | 46154 | ||
| CATEGORY | QUESTION NO. | QUESTION | OFFEROR'S COMMENTS |
| DATA CENTER SECURITY & COMPLIANCE | 1 | Describe data center security standards for the hosted solution. | |
| 2 | Describe data center compliance with those standards, including independent audit results or certifications. | ||
| 3 | Attach a security architecture diagram. | ||
| 4 | Attach a copy of the most recent data center SOC audit or other self-attestation regarding security and compliance. | ||
| REDUNDANCY & DISASTER RECOVERY | 5 | Describe data center tier rating(s) and resiliency for redundancy and failover. | |
| 6 | Describe the physical locations of data centers that will host our data, including those for redundancy. If the actual locations cannot be revealed, describe them geographically in terms of distance. | ||
| 7 | Describe any locations that are off-shore from the Continental United States. | ||
| 8 | Describe failover design. | ||
| 9 | Describe disaster recovery protocols and how data is restored. | ||
| 10 | Describe the thresholds and protocols to notify the customer when disaster recovery protocols are triggered. | ||
| SECURITY OPERATIONS | 11 | Is there a dedicated Information Security Officer or CISO responsible for security architecture and operations? | |
| 12 | Describe incident response protocols and how security events are investigated and remediated. | ||
| 13 | Describe Risk Management and Risk Assessment protocols, including any 3rd party Risk Assessments. | ||
| 14 | Describe Penetration Testing protocols including frequency. | ||
| 15 | Describe physical security controls for any facilities in which our data may be processed. | ||
| 16 | Are internal systems protected with dedicated firewalls and anti-virus software? | ||
| 17 | Describe security within your development lifecycle - are DAST or SAST tools implemented? | ||
| 18 | Describe State and Federal Security Audit Certifications obtained such as TX-RAMP, FedRAMP, StateRAMP, FISMA, etc. | ||
| AUTHENTICATION | 19 | Describe any SSO or Federation capabilities. | |
| 20 | Describe any MFA or 2FA capabilities. | ||
| 21 | Describe any other integration capabilities. | ||
| BACK-UP, MAINTENANCE | 22 | Describe the backup process, including but not limited to, frequency and method (e.g., incremental/full, onsite/offsite). | |
| 23 | If the backup process involves a third party network/server/vendor, please identify the third party(ies). | ||
| 24 | Describe routine and emergency maintenance protocols. | ||
| AVAILABILITY, MONITORING & ALERTS | 25 | Describe up-time. | |
| 26 | Describe the protocol for monitoring services. | ||
| 27 | Describe Service Level Agreement. | ||
| DATA PROTECTION, RETENTION & USE | 28 | Describe data retention protocols. | |
| 29 | If data is not retained indefinitely, describe the alternatives for storage and destruction. | ||
| 30 | Describe scalability for growth of data. | ||
| 31 | Describe our ownership rights to the data while under contract and in the event the contractual relationship is terminated. | ||
| 32 | Is data used for any other purpose other than our stated purpose? | ||
| 33 | Is data encrypted during transit? | ||
| 34 | Is data encrypted at rest? | ||
| PROTECTED HEALTH INFORMATION / HIPAA | 35 | Describe measures or architecting strategies to protect health-related data for HIPAA compliance. | |
| 36 | Describe data separation environment and/or shared computing resources so that we fully understand the physical or virtual machine environment that supports its data. | ||
| 37 | Describe the protocol to notify customers of security breaches. | ||
| WEB-BASED, OS & BROWSER COMPATABILITY | 38 | Is this a web-based application? If not, describe the application such as locally installed on computers or on-premise environment. | |
| 39 | Identify all compatible operating systems. | ||
| 40 | Identify all compatible browsers. | ||
| 41 | Identify all compatible devices, such as PC, laptops, tablets, etc. | ||
| 42 | Is there a mobile app? If yes, describe whether it is available for iPhones, Windows, Android. | ||
| SUPPORT, ON-GOING ADMINISTRATION & TALENT | 43 | Describe the service desk support process and resources, including but not limited to customer portal, hours of operation, escalation paths. | |
| 44 | If available, describe the various levels of support plans and their cost. | ||
| 45 | Describe recommended certifications to properly administer the services from the customer side. | ||
| 46 | Describe training and continuous learning resources to properly administer the services from the customer side. | ||
| AGREEMENTS | 47 | Attach a copy of, or provide an online link, to the following documents: a. All Terms and Conditions which may include, but not be limited to, i. Business Associate Agreement ii. End User License Agreement and/or all other licensing agreements iii. Service Level Agreement iv. Support and Warranty Agreements b. All other documents and/or agreements not listed above that will require signature or attestation by Central Health in order to secure a contract. | |
| AI (If Applicable) | 48 | Technical: Describe the end-to-end architecture for the solution | |
| 49 | Technical: Does the AI "learn" from our patient data? If so, how do you ensure PHI isn't leaked ? | ||
| 50 | Technical: Where is the processing happening? Is any data being sent to third-party LLM providers? If so, do you have a BAA in place? | ||
| 51 | Technical: HITL (Human-in-the-Loop) what is the confidence score threshold for straight-through processing? | ||
| 52 | Technical: Does the solution support active learning or feedback-based improvement? If so, describe: (a) the mechanism by which corrections or user feedback are incorporated; (b) how model updates are validated before redeployment (including regression testing); (c) the approval process for model retraining using our data; and (d) how Central Health is notified of material model changes. | ||
| 53 | Technical: How does the system handle unstructured data? | ||
| 54 | Explainability: If an application is rejected, can the system generate a "Reason Code" or a natural language explanation ? | ||
| 55 | Bias Mitigation: Have you tested the model for bias in general? How have you tested the model for bias against certain demographics ? Is there any documented bias testing performed? | ||
| 56 | Model Versioning: How do you manage "Model Drift"? If the new document needs to be added or format of existing document changes, how | ||
| quickly can the model be updated and re-validated? | |||
| 57 | Auditability: Does the system maintain a thread of evidence? Can an auditor see, for example, exactly which part of a scanned document the AI used to extract a specific data point? | ||
| 58 | Hallucination Prevention: What specific guardrails are in place to prevent the AI from "hallucinating" a date or address when the scan is unreadable? | ||
| 59 | Input Validation: How does the system handle "adversarial" inputs or fraudulent documents? | ||
| 60 | AI Model Training: Copy of the policy of the AI model training data usage | ||
| 61 | Incident Response Plan: Copy of the plan documented | ||
| 62 | Business continuity/disaster recovery plan documented | ||
| DPA | Data Processing Agreement (DPA) (if applicable) | ||
| CJIS | CJIS Security Addendum (If applicable) | ||
| Insurance Certificates | Cyber Liability and E&O | ||
| Regulatory | Regulatory: Has this AI solution been assessed for classification as Software as a Medical Device (SaMD) under FDA guidelines? If applicable, describe any FDA submissions, clearances, or 510(k) exemptions. Does the solution comply with ONC HTI-1 regulations regarding AI-generated clinical decision support (effective 2025)? |
Fee Proposal
| Fee Structure and Transparency | Proposers must submit a clear and comprehensive fee proposal. We require the use of this provided Excel template for the fee schedule. | |
| Clearly itemize any one-time implementation or set-up fees associated with system configuration, onboarding, data migration, integrations, and initial deployment. Specify what is included in implementation (e.g., project management, configuration, testing, training) versus what may result in additional charges. | ||
| Describe your pricing model in detail, including how licensing is structured (e.g., per user, per active user, tiered pricing, enterprise license). Clearly define what constitutes a “user” and any differences between administrator, instructor, and learner roles. | ||
| A detailed breakdown of all fees associated with the services outlined in this RFP, including recurring subscription or licensing fees, one-time implementation costs, integration and API access fees (including development and ongoing maintenance), data migration fees, content hosting/storage/bandwidth fees, reporting and analytics (standard vs. premium), mobile access or application fees, training/onboarding/change management support, customer support tiers. | ||
| Clearly identify any optional modules, add-ons, or features not included in the base fee. | ||
| Indicate if there are minimum fees (monthly or annual) regardless of user count or utilization, and specify any volume-based pricing tiers or discounts. | ||
| Specify your annual subscription or renewal fees for ongoing services. | ||
| State the length of time your proposed fees are guaranteed not to change. | ||
| Following the initial guaranteed fee period, describe your proposed mechanism for annual fee adjustments (e.g., CPI-based, fixed percentage, re-negotiation), including any caps or limits on increases. | ||
| Describe your standard payment terms (e.g., net 30 days). Provide a sample invoice and explain your invoicing frequency and process. | ||
| Describe how pricing will change as Central Health scales in size, usage, or functionality. Your response should include pricing impacts associated with increases in total users and active users, administrator or power users, courses, content volume or storage, and system integrations or API usage. Clearly identify any thresholds that trigger pricing changes (e.g., user tiers, storage limits, or usage caps), and specify whether pricing is tiered, linear, or subject to reclassification at certain levels. Identify any automatic upgrades to higher pricing tiers, including how such changes are communicated and approved, and disclose any additional fees that may be introduced as usage expands, including those related to reporting, analytics, or support enhancements. Provide a scalable pricing table outlining costs at defined growth intervals (e.g., 1,000; 2,500; 5,000; 10,000 users), including all associated fees. | ||
| Clearly state all assumptions used in generating your estimated costs for the first three years (e.g., number of users, active users, administrators, integrations, included features, and support levels). Highlight any deviations from the RFP’s stated parameters. | ||
| Estimated Annual Fees | For the Estimated Annual Fees (First, Second, and Third Year), please clearly state all assumptions used in generating these figures (e.g., projected employee count, expected utilization, specific services included in the annual total). Any deviations from the RFP's stated parameters should be highlighted. | |
| Estimated First Year Fees : | ||
| Estimated Second Year Fees | ||
| Estimated Third Year Fees | ||
| Additional Services | Included/Not Included | Associated Fees |
| Beyond standard LMS functionality, describe any additional tools that enhance learner engagement, such as personalized learning paths, interactive content or authoring tools, social or collaborative learning features, mobile applications or learner portals. Indicate whether these features are included in the base fee or require additional cost. | ||
| Describe any compliance-related capabilities of your LMS (e.g., tracking of required training, audit readiness, certification management, reporting for regulatory bodies). Include any compliance-focused reporting, alerts, or administrative tools, and whether these are included in the base fee. | ||
| List any Workforce Agility modules that could be added in the future, including but not limited to Management & Career Pathways, Performance & Engagement, and Succession Planning. Indicate the fee structure, including any bundle pricing options. | ||
| Note: All fees, including current, are net of commissions. |