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City of Santa Ana - LMS Procurement Services Identify Potential LMS Vendors PlanetBids notifications to vendors of new bids/ proposals are limited to vendors who have previously registered to the site and signed up for these notifications. Most LMS vendors in the market have most not registered to the City's PlanetBids site. Due to this limitation, PCG will work with the City to identify a comprehensive list of LMS solution providers. PCG will compile key contact information about each vendor and review the listing with the City. If needed, PCG can also assist the City in creating a notification email message for the RFP. The notification list will be made available to the City in a timeline manner to be confirmed and available to be sent out the same day of the City's RFP posting date to PlanetBids. This will ensure the City allows ample time for the LMS vendors to provide an adequate response. RFP Package for Posting to PlanetBids PCG will participate in working sessions with staff members to compile the final RFP Package to be ready for posting to the City's PlanetBids website. The RFP Package will include the Final RPF Document, Current -State Inventory, Future -State Inventory, and SAPIN Video Demos. PCG will work with the City's staff team and purchasing staff to ensure RFP Package artifacts are successfully loaded and available. Key Deliverables/ Milestone: ■ SAPIN Inventory and Future -state Inventory Template ■ RFP Draft Document ■ SAPIN Video Demo Kick-off ■ Scoring / Evaluation Criteria ■ Identified Potential LMS Vendors ■ RFP Package posted to PlanetBids Agreement Review and Contract Negotiation o Initial Quote, Agreement, and SOW Review PCG will perform a review and provide feedback of the proposed quote, agreement, and scope of work based on the details of the RFP. PCG will prepare feedback from the quote, agreement, and scope of work review to the City to help prepare for subsequent contract discussions and negotiations with the vendor. Contract Negotiation PCG will assist the City staff team in preparing for negotiation meetings with the vendor and will attend to support the City staff team during negotiation meetings. If required, PCG will also meet with purchasing and legal staff during the contract negotiation process. PCG will respond to action items and next steps to ensure critical dates and milestones for contracting are met. Staff plans to seek approval of the contract at a November/ December 2020 City Council Meeting, Key Deliverables/ Milestone: ■ Quote/ Agreement / Statement of Work Review ■ Quote/ Agreement / Statement of Work Negotiated with Vendor . Key Assumption: City Staff will own RFP Response and Submission Management and Reviews, Vendor Shortlisting, Product Demos, Interviews, and Final Scoring