The vendor required to provide compliance tracking software integrated learning management system (LMS) that can facilitate the creation and delivery of training and examination content.
- The integration between both systems (compliance tracking and LMS) shall allow for training and examination on the compliance tracking system to be synced with the LMS regarding completion status, due-dates, and compliance status.
- The application should support compliance tracking and LMS support include, but not limited to:
• Federal and state training and examination
• Authority-specific safety training and qualification
• New employee on-boarding
• Ad-hoc training and evaluation
- Compliance tracking requirements
• Ability to create compliance profiles and groups for the authority to dictate what is required for each profile and group and what individuals pertain to each profile and group.
• Individuals can belong to multiple profiles and groups simultaneously.
• Ability for the authority to edit what compliance metrics are to be tracked for each compliance profile and group.
• Ability to perform and record efficiency and proficiency testing through the application on an individual based on authority created efficiency and proficiency program.
• The efficiency and proficiency testing should support different formats, including online written test, multiple choice, practical, checklists, field test completion, etc.
• Ability to edit and customize content of forms and templates for audits, efficiency and proficiency testing.
• Ability to capture field briefings with individuals detailing subject covered, audience, and when it was conducted.
• Ability for the authority to dictate compliance profile and groups requirements regarding training, testing, tasks, and evaluation depending on if it’s a new-hire or refresher or ad-hoc.
• Ability to record compliance failures, deficiencies, audit details, and remedial actions on tasks such as training, testing, examinations, audits, and evaluations.
• This includes assigning corrective actions and timelines to responsible individual or group.
• Ability to record performance monitoring evaluations and check-rides on application along with observations, deficiencies or remedial actions.
• Ability to establish schedule, re-occurring frequency, and due dates for compliance tracking elements such as training, testing, examination, evaluation, tasks, and deliverables.
• Ability to record performance evaluations of individuals on application based on pre-determined criteria defined by the authority as well as allow free-text observations from evaluator.
• The pre-determined criteria should support different formats such as rating scales, weighted scores, etc.
• Ability to upload supporting documentation and attachments to compliance audits and tasks, such as images, videos, pdfs, word and excel documents, etc.
• Ability to support different compliance requirements for different profiles and groups based on authority requirements (i.e., each compliance profiles and groups may have different compliance elements).
• Ability for the authority to customize deadlines for compliance tracking elements such as for testing, evaluation, and allow authority to track progress throughout that time.
• Ability for the authority to edit compliance profile groups, content and members.
• Record and track discipline management based on efficiency testing and monitoring results to ensure individual has completed any follow up training, remedial training, or action.
• Ability for the application to perform data verification compliance tracking metrics (i.e., tracking completion of requirements such as DMV records, hearing and vision acuity, drug and alcohol compliance, previous safety records, etc., training attendance, passing score on examination, etc.) to ensure training, examination, evaluation is completed on schedule or information is not entered before the element is closed
• Record unannounced compliance checks of individuals on the application.
• Ability to issue and manage certification certificates to individuals in compliance.
• This includes certificates expiring if renewal requirements are not completed in a timely manner or certificates renewing if renewal requirements are completed.
• Ability to search an individual or group history and status of compliance (e.g., by date, status of compliance, training type, individual name, group name, discipline).
• Ability to search a specific compliance tracking element (i.e., training, evaluation, exam) and get a summary of all relevant events for that specific element for all individuals.
• Ability to add supporting documentation (i.e., pictures, documents, etc.) to training, evaluation, and testing records.
• Ability to perform safety audit checks and record findings on application.
• This includes tracking corrective actions and open items and deadlines.
• Ability to access compliance tracking application on mobile devices (either dedicated mobile app or mobile app web browser).
- Learning management system (LMS)
• LMS integrated with compliance tracking application
• Integration means the ability to track compliance of training, evaluations, examinations in LMS through the compliance tracking application.
• Developed and integrated API between LMS and compliance tracking application.
• Ability for the authority to create and manage training content.
• Application to support different training formats including but not limited to videos, presentations, etc.
• Ability for the authority to create and manage evaluations, exams, efficiency, and proficiency content.
• Ability to assign passing criteria for each exam, efficiency, proficiency evaluation.
• Application to support different evaluation and exam formats, whether it’s an online written test, multiple choice, practical, checklists, field test completion, etc.
• Ability for the authority to assign training and examination to specific individuals or group(s).
• Support customized certification, training, efficiency, proficiency, and examination programs for different groups and crafts.
• Integration between LMS and compliance tracking application so they both use same account login information (minimize the need to manage accounts on two different systems).
• Ability to search, query, and export training and evaluation status and completion data for an individual or group.
• Ability to search, query, and export training and evaluation status and completion data for a specific training or evaluation to determine who all has completed or yet to complete it.
• Ability to assign specific due dates and deadlines for individuals to complete training and evaluation.
• Ability to assign reoccurring frequency for training and evaluation.
• Ability for the application to generate emails, alerts and reports to authority identified upon failure of examinations, evaluations, efficiency, or proficiency testing.
• Ability for the application to generate emails, alerts and reports for upcoming training and evaluation due dates and past due training and evaluation.
• Ability to leverage LMS data and content to establish dashboards and KPIs in compliance tracking application.
• Ability to access LMS application on mobile devices (either dedicated mobile app or mobile app web browser).
• User role segregation regarding application functionality (i.e., admin, supervisor, employee, etc.).
• Ability for the authority to add and remove users at any time (given that the number of users may vary).
• Ability for the authority to edit user roles.
• Ability to restrict user access and visibility based on user roles to comply with state and federal regulations, such as medical and personal information.
• Records must be retained for a period of no less than 6 years.
• Allow authority to set-up administrator roles for select users to perform administrative tasks such as adding and removing users and resetting username and password.
• Compliance tracking application data storage permits reasonable access and retrieval of the information which can be easily produced in an electronic (i.e., .csv, .XLS, .pdf, etc.) or printed format that can be provided to external party in a timely manner.
• Ability to generate certificates of completion for completed training, tests, quizzes, exams, and evaluations.
- Contract Period/Term: 3 years
- Pre-Proposal Conference Date: December 17, 2025
- Questions/Inquires Deadline: December 31, 2025
