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Special Olympics Learning Management System Ecosystem

  1. This RFP was uploaded by the owner.

United States

1.0 Background

Special Olympics is a global movement that unleashes the human spirit through the transformative power and joy of sport, every day around the world. Through programming in sports, health, education and community building, Special Olympics is changing the lives of people with intellectual disabilities solving the global injustice, isolation, intolerance and inactivity they face. The Special Olympics movement has grown to more than 6 million athletes and Unified partners in over 170 countries. With the support of more than 1 million coaches and volunteers, Special Olympics delivers 32 Olympic-type sports and over 100,000 competitions throughout the year.

Our Mission
Provide year-round sports training and athletic competition in a variety of Olympic-type sports for children and adults with intellectual disabilities, giving them continuing opportunities to develop physical fitness, demonstrate courage, experience joy and participate in a sharing of gifts, skills and friendship with their families, other Special Olympics athletes, and the community.

Our Solution
Real Sports: Deliver, high-quality training and competition in an inclusive culture that stresses athletic excellence, rewards determination, emphasizes health and celebrates personal achievement.
Athlete Health: Promote the overall well-being of people with intellectual disabilities via programs that ensure ongoing access to quality, community-based healthcare services, highlighted by free health screenings at Special Olympics' competitions, games and other venues.
Transformative Education: Equip young people and adult influencers with effective tools and training to create sports, classroom and community actions that produce friendships and acceptance, driving positive attitude and behavioral change.
Building Communities: Marshal resources, implement diverse programming and act as a convening power of stakeholders to drive positive attitudinal and behavioral change toward people with intellectual disabilities in communities worldwide, strengthening the fabric of society.

Please refer to Appendix 2, which contains the 2021 Global Reach Report to understand our learner pool size pre-pandemic versus 2021 actual. And the 2030 Strategic Plan Update will show where we are focusing on growth that will impact learning.

Learning Technology Ecosystem
Special Olympics International (SOI) has been using our current Learning Management System since 2018 with a focus on eLearning and has approximately 120,000 global learners, supporting 6 core languages, and stores courses in many other languages. Our curriculums span 3-year certification programs, training for coaches, leadership, healthy athletes, healthcare professionals, Unified (Champion) Schools, employees, volunteers and more.
SOI is looking to increase reach, impact and governance of our training materials and processes through a better-connected learning technology ecosystem that includes all learning media regardless of the delivery model, and an eLearning platform. As part of the long-term goal for this project, we are looking to build a learning technology ecosystem that better supports and manages content reuse and translations, among other key items to better address the needs of our global audience.

2.0 Summary of Project

The purpose of this Request for Proposal (RFP) is to solicit proposals from various candidate companies, conduct a fair and extensive evaluation based on criteria listed herein, and select the best candidate.

The successful candidate should have:
Given Special Olympics' focus on inclusivity, the candidate should have experience in designing and implementing solutions that adhere to accessibility standards, ensuring that individuals with intellectual and learning disabilities can use the system with ease.
Deep understanding of learning management systems (LMS), eLearning platforms, and related technologies. They should be knowledgeable about the latest trends and innovations in the field. A strong understanding of content creation, content management and content re-use is strongly recommended
Have a track record of successfully implementing learning technology ecosystems for organizations of similar size and complexity. Case studies and references from past projects can be valuable.
The candidate should be well-versed in legal and compliance considerations in various regions and should demonstrate experience in addressing global regulatory and cultural issues within the learning technology ecosystem.
Demonstrated experience in creating technology ecosystems that can evolve with changing needs and technology trends is a valuable asset.
Should have a strong portfolio of previous projects and be able to provide references from satisfied clients.

3.0 Proposal Guidelines

This Request for Proposal represents the requirements for an open and competitive process. Please refer to the Timeline section for dates and deadlines.
Any proposals received after the date and time of the deadline defined in the Timeline section will not be considered.
All proposals must be signed by an official agent or representative of the company submitting the proposal.
If the company submitting a proposal must outsource or contract any work to meet the requirements contained herein, this must be clearly stated in the proposal. Additionally, all costs included in proposals must be all-inclusive to include any outsourced or contracted work.
oAny proposals which call for outsourcing or contracting work must include a name and description of the companies being contracted.
All costs must be itemized to include an explanation of all fees.
Contract terms and conditions will be negotiated upon selection of the winning bidder for this RFP.
Special Olympics legal and finance departments must review and approve contractual terms and conditions and will include scope, budget, schedule, and other necessary items pertaining to the project.
This is a federally funded project; therefore, Contractor must pass appropriate vendor screening.

4.0 Project Scope

The SOI Digital Enterprise Solutions team will take the lead in this project. This RFP's primary goal is to solicit proposals encompassing both platform and licensing costs for an LMS, specifically the LMS/XLP, which will serve as the cornerstone of our forthcoming learning technology ecosystem. Additionally, we are seeking services to support various aspects of this endeavour, including customizations, migration, roadmap development, and governance, all of which are crucial to ensuring a successful project launch.

Vendors have the flexibility to bid on the entire RFP or focus solely on either the technology or services component. If you can only provide proposals for the technology aspect of the RFP, we recommend collaborating with a trusted partner who can bid on the services section of the RFP. You can then submit these proposals as a single, comprehensive package.

4.1 Requirements

1)Learning technology SaaS solution costs
i. Learning technology platform
ii.User Licensing cost structure
2)Define Services costs:
a.Migration Support
b.Onboarding Services for
i.Lead 2-3 stakeholder sessions to refine needs and understand current roadblocks.
ii.Data & Content Migration
iii.Detailed LMS Implementation Plan
iv.Customization of Multi-Tenant structure and setup of each Tenant
c.Integrations which may align with our broader technology ecosystem needs
i.Provide a list of integrations you offer and costs
ii.Highlight Microsoft integrations with high impact
d.Other Services
i.Define Governance & Process Framework
iii.Draft a Draft a learning technology ecosystem roadmap for SOI to grow into any key
features not in the Pilot launch or full launch

The full list of requirements can be found in Appendix 1 of this document. The following list represent our major areas of focus:

Cost & License Management:
License management and annual licensing costs are critical to understand and predict to allow for scalability for 2030 general strategic goals. Our current solution is an annual rate which represents a cost of $0.79/learner/year for 140,000 learners, approximately 15% of learners are not active in last 12months.

Content Management (CMS):
We are looking to have all learning content in one CMS (Content Management System) to (1) Ensure single source of truth for all forms of published learning files for SOI, Regions, and programs eventually. This includes all translated courses. (2) A content re-use solution which ensures all re-use content would be updated when the source is updated. (3) Would allow Regions, and Programs globally to make minor changes to reflect culture, government, and other critical references to be updated. As we look towards this type of grand solution, we will also need to consider if all this content is in one CMS or if we may need to integrate with others, if possible (i.e., We currently have an LMS server in China).

We've provided some broad guidance on recovery, growth, and increases in reach for Special Olympics and new programs globally. To give the broadest sense of growth potential, we are working to expand one course currently taken by 65,000 volunteers and employees to eventually cover all volunteers and employees globally if we can find a content reuse model to support the complexities of a global roll-out.

Accessibility needs for learners, from 508 compliance to closed captioning, voiceovers, and on-screen text for the eLearning platform.

The system must offer the flexibility for the look and feel to be changed, as brand guidelines change for each Tenant. Please define the level of control for colours, fonts, and branding etc that is allowed per Tenant, and if any changes are system wide only (example: system buttons).

Multi-Tenant eLearning Platform:
We will need two to four branded tenants. Our current concept is that a learner's profile settings will define which tenant a learner will always enter upon login, and therefore the only branding that learner will ever see. The learner will still have access to curriculum from all other tenants but will not see their branding.

Learner Registration:
Learner registration should be simple and immediate (based on rules).The system should have the option for an administrator to verify a learner registration manually, or defined rules for automatic approvals based learner profile data (Use case: (1) LMS Tenant selected, (2) Learner email domain (School, college, government, etc), or a manual process(CSV file or manual approval). We will be using SSO. Learners would not have access to private courses unless learner is added to learner groups manually or automatically based on above rules. We also need the ability to change the data collected in the registration form(s), and change rule sets, without a prolong engineering cycle.

Content Creation Tools:
We currently use a variety of vendors and tools (Articulate 360) to create content. We are looking to understand if platforms (eLearning, and CMS) have basic templates and tools that would be usable for learning like quizzes to enhance longer term retention, simple gamification frameworks for specific learner outcomes, and other basic curriculum creation tools that may increase reach in global regions with limited bandwidth or smartphone only access.

Learning Experience Platform (LXP):
We are looking for enhanced learner experiences while balancing the realities of global limitations on bandwidth availability and screen sizes (mobile vs laptop) that our Regions experience regularly.

Training Management System (TMS):
We have certificate courses, including a 3yr certificate course which is mandated for all volunteers/employees working with our Athletes to take, and keep active. We are also looking at badging and assigning those to staff profiles on our intranet.

API Integrations:
Please list you API integrations. Some examples include user creation, reporting, content management. Although not exclusive, we do leverage a Microsoft tool foundation.

Permissible Technology:
Do you provide guidance or resources to understand and/or manage permissible technology and preferences at a country level. (Use case: China does not allow/use YouTube, and requires us to have a local server for learning)

Address these core issues individually and where they would land on the roadmap (MVP, Launch, Year 2, etc)

4.2 Deliverables

1)Configured, Branded and Customized LMS Multi-tenant SaaS deployment
2)Migration of all content & data to the new platform
3)An optimal or conceptual technology ecosystem to meet our long-term goals
4)A learning technology roadmap, covering MVP Launch, Main Launch, and beyond. Including risk/reward of timing and sequences of introducing longer term features or technologies.
5)Define an initial framework for learning governance and behavioral change management to aid in the adoption of new standards.
6)To ensure a fair evaluation process, vendors are requested to commit to maintaining their submitted pricing without any changes for a minimum of 60 days from the proposal submission date.

5.0 Timelines

5.1 Proposal Timeline

Please refer to Project Timeline for all dates:
All proposals in response to this RFP are due by the Submission Deadline.
If additional information or discussions are needed with any bidders during our review process, the bidder(s) will be notified.
The selection decision for the winning bidder will be made no later than the Vendor Selected date.
Upon notification, the contract negotiation with the winning bidder will begin immediately. Contract negotiations will be completed as soon as possible.
Notifications to bidders who were not selected will be completed as soon as possible.

5.2 Project Timeline

November 14, 2023, 11:59pm EST Intent to Bid Deadline
November 14, 2023, 11:59pm EST Q&A Deadline
November 16, 2023 Answers Distributed
November 26, 2023, 11:59pm EST Submission Deadline
December 6, 2023 Vendor Selected
January 26, 2023 Contract Finalized
January 29, 2023 Kick-off meeting (Implementation)
March 29, 2023 Base LMS Deployed
July 15, 2023 Contract Deliverables Complete

6.0 Budget

All proposals must include proposed costs to complete the tasks described in the project scope, including all costs associated with travel.
NOTE: All costs and fees are required to be clearly outlined in each proposal and appropriately broke down by deliverable.

7.0 Qualifications

7.1 Bidder Qualifications

Bidders should provide the following items as part of their proposal for consideration:
- Description of experience completing similar projects.
- Anticipated resources you will assign to this project (total number, role, title, experience).
- Familiarity with Special Olympics or other global non-profits with similar impact and/or missions
- Deep understanding of learning and eLearning industries and ecosystem which meet the needs of a global audience similar to Special Olympics
- Flexibility in process design and delivery models
- Model for progress measurement

7.2 Sources of Funding and Compliance Requirements

For those in the United States only. Please note that this assignment will be partially funded by the USA Federal Agency Center for Disease Prevention and Control (CDC) under the Department of Health and Human Services (DHHS). Therefore, you will need to comply with all applicable federal laws and regulations including OMB 2 CFR Chapter I, Chapter II, Part 200, et al. Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards; Final Rule.

8.0 Proposal Evaluation Criteria

Special Olympics will evaluate all proposals based on the following criteria. To ensure consideration for this Request for Proposal, your proposal should be complete and include all of the following criteria:
- Experience: Bidders will be evaluated on their experience as it pertains to the scope of this project.
- Value and cost: Bidders will be evaluated on the cost of their services based on the work to be performed in accordance with the scope of this project.
- Ability of bidders to meet the required project deliverables and timeline.

9.0 Point of Contact

Each bidder must submit via email all communications and their proposal to:
Glen Konopaskie < >

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