Learning Management System Selection and Implementation

The Vendor is required to provide for a cloud-based Learning Management System (LMS) to manage, deliver, and track employee training and development for approximately 475 employees.
- Provide a comprehensive, flexible, automated, and user-friendly LMS solution that meets the specified requirements and can be seamlessly integrated with existing systems.
- This new system will support the full employee learning and training lifecycle, from course enrollment and tracking to reporting and compliance management.
- The new LMS must be intuitive for both administrators and users, providing the following capabilities:
•    Administration: The LMS must provide administrators with comprehensive and robust tools to manage training. This includes the ability to create, load, activate, and edit courses, assign training resources (rooms, instructors, materials), and organize users into groups. It must also automatically generate course completion certificates and provide customizable dashboards with training calendars and progress tracking. In addition, the new LMS must include an integrated AI-powered course authoring program to create new trainings from scratch or with AI assistance. If imbedded AI functionality is not available today, please include a roadmap with your proposal.
•    User Experience: The system must be accessible utilizing a variety of tools – desktop, laptop, tablet or mobile, allowing employees to access course catalog, calendars, and online learning from any device.
•    Data Management and Integration: The LMS must allow seamless transition from our legacy system, including the migration of all historical and archived data. The system must support the upload and functionality of various external content formats, including SCORM, xAPI, and common files like Word, PDF, and video. It must also integrate with Dayforce HCM and Microsoft 365 for data transfer and updates and must support Single Sign-On (SSO) for active directory logins.
•    Notifications and Communication: The LMS must have a robust notification system that can push alerts for course availability, enrollment, cancellations, and certification expirations. Notifications and calendar events should auto-populate and integrate with Outlook.
•    Analytics and Reporting: The system must provide customizable and intuitive reporting with comprehensive compliance tracking. Reports should be viewable in various formats, such as charts and graphs, and have the ability to be scheduled and automatically sent to specific user groups.
•    Technical Support and Accessibility: The vendor must provide dedicated support throughout implementation, data transfer, and ongoing operations. This includes training for administrative staff and end-users, a responsive help desk, and a test environment that accurately reflects the production environment. The system must also comply with accessibility standards (WCAG and ADA) and include a disaster recovery and backup plan.
- Administration 
•    User-friendly interface with intuitive navigation for both administrators and learners
•    Intuitive and comprehensive dashboards and accessibility of information for users and admins
•    Ability to assign training resources such as training rooms, set up, and location, course materials, catalog access, instructors, certificates, course evaluations, etc.
•    Ability to create, edit, and delete course descriptions, prerequisites, type of training, numbers of hours, etc.
•    Ability to create learning plans
•    Customizable dashboards for learners with features such as:
o    Training overview and progress
o    Upcoming deadlines, certification expiration dates
o    Organizational branding
o    User training calendar
o    Resource links
o    Training pathway recommendations based on role
•    Ability to assign individual users to user groups 
•    Scalable platform to meet current and future needs of the organization
•    Automatic generation of course completion certificates
•    Ability to create  and print course rosters and sign-in sheets
•    AI powered tools
•    A course authoring program within the LMS
o    AI capabilities
o    Create trainings with AI assistance or from scratch
o    Automatically create learning activities such as quizzes and interactive media
o    Can upload materials such as word documents and pdfs that learners can download 
o    Text to speech capability
o    High level of support for the authoring program
o    Two levels of authoring capability: A basic for employees and a more advanced for authoring personnel
o    Can create multi-faceted course curriculums with sections such as video, quiz, materials to download, etc.
o    Ability to add closed captioning option
o    Closed captioning option within trainings
•    Ability to create or auto-send course evaluations or surveys 
•    Ability to edit vendor provided courses
•    Electronic sign-in sheets
•    Course information can auto-populate from the course catalog or repository
- Data Migration, Data Management and Data Entry    
•    Seamless functionality with uploaded external materials and courses such as Articulate and other course authoring programs
•    Data migration includes transfer of all relevant data from Dayforce Learning LMS
•    Data migration includes transfer of archived/historical data
•    Seamless upload and functionality of SCORM content
•    Seamless upload and functionality of xAPI content
•    Multi-media integration which supports various formats such as videos, audio files, text-based materials, and interactive content.   
•    Ability to upload external course content in a variety of formats ( Word, pdf, video, etc.)
•    Ability to edit/revise uploaded course content within the LMS
•    Ability for user to upload forms, files, and other user data
•    The system administrator can configure permissions and span of control for various learning administrator groups, including role-based access control
•    Administrative access level for multiple users
- Notifications     
•    Software can push notification of course availability, enrollment, course cancellations, and reminders  
•    Software can send calendar events, including enrollments, cancellations, and changes
•    Calendar invites are auto-generated upon course enrollment
•    Notification recipients can be determined based on role
•    Software can push notification of certification expiration
•    Enrollment notifications and updates can integrate with Outlook calendar
•    Notifications customizable to occurrence and content
- Analytics    
•    Report generation is customizable and intuitive to generate
•    Reports can be viewed in a variety of formats (e.g. list, charts, diagrams)
•    Provide dashboard views for course status-at-a-glance 
•    Report access is customizable by user or group 
•    Report generation can be scheduled and automatically sent to specific users or groups
•    Comprehensive compliance tracking features
•    Variety of reports and ability to customize additional reports
•    Ability to monitor and validate on the job skills training with supervisory assignment and oversight
- Technical / IT      
•    System will support API access/integration to HR software for ongoing data transfer and updates (Dayforce HCM) 
•    System will allow for manual entry of users 
•    Cloud-based system that supports all browsers 
•    Portability, allowing user access from mobile devices 
•    Integration with external tools, specifically Microsoft 365
•    Software as a Service (SaaS) solution that does not require on-site hosting 
•    Software should offer Single Sign On functionality for active directory logins for users 
•    Support contract includes free updates (builds/patches) and free version upgrade 
•    Automatically maintains all existing fields, including custom fields, to future releases 
•    System will support API's to access all data 
•    Ability to export the data in a variety of formats for possible storage in agency Data Lakehouse or other database to enable agency to create its own data analytics.
•    Supports the use of SSL (HTTPS) for security 
•    User groups and permissions provide ability to restrict access/editing for certain features 
•    Ability to establish security rights for each role, each user, and each user group 
•    System should support Microsoft 365 integration for sending email 
•    System should support specific form templates for standard email communications, alerts, notifications, etc. 
•    System should have user audit trail 
•    System must comply with accessibility standards (i.e. WCAG and ADA) 
•    Disaster recovery plan
•    Minimum industry-standard uptime plan
•    Backup plan at least nightly.

- Contract Period/Term: 1 year
- Optional Pre-Proposal Conference Date: October 7, 2025
- Questions/Inquires Deadline: October 15, 2025