WorkLink Employment Society Request For Proposals ... · WorkLink has been providing government...

1

WorkLink Employment Society

Request For Proposals

Information Technology (IT) Review and Consulting Services

Reference: ITWLES2021

RFP Release Date: February 12, 2021

WorkLink values the diversity of the people it hires and serves… we foster a workplace where individual differences are recognized

and respected, while utilizing each person’s talents and strengths. The more inclusive we are, the better our work will be.

2

WORKLINK EMPLOYMENT SOCIETY IT REVIEW & ASSESMENT

TABLE OF CONTENTS

TABLE OF CONTENTS Page

1.0 GENERAL INFORMATION 3

2.0 PREPARING AND SUBMITTING A PROPOSAL 8

3.0 EVALUATION CRITERIA 10

4.0 GENERAL QUESTIONNAIRE 11

5.0 TECHNICAL QUESTIONNAIRE 11

6.0 COST PROPOSAL 11

7.0 CONTRACT TERMS AND CONDITIONS 12

8.0 PAYMENT TERMS 12

9.0 PROJECT REQUIREMENTS 12

10.0 APPENDICIES 13

1. GENERAL QUESTIONNAIRE 13

2. TECHNICAL QUESTIONNAIRE 16

3. REFERENCES 21

4. COST PROPOSAL 22

3

1.0 GENERAL INFORMATION

1.1 Introduction

The purpose of this Request for Proposal (RFP) is to provide interested and qualified vendors with information to enable them to prepare and submit competitive Proposals to the WorkLink Employment Society (WorkLink) for the following: 1. Technological position: a review of the current technology in the organization and future technologies that will need to be

adopted;

2. Systems/applications development: an evaluation of whether systems and applications are controlled, reliable, efficient, secureand effective; and that systems being developed are suited for the organization and meet development standards; and

3. Systems outsourcing: an assessment on the feasibility of outsourcing information technology and security operations.

WorkLink anticipates the review and consulting services to be performed during March 2021, with the potential for additional work in following months. WorkLink intends to use the results of this solicitation to award one or more Contracts. The Contract(s) will be administered and managed by the Executive Administration team of WorkLink. This RFP document, its attachments, the awarded Proposal(s) and negotiated statements of work will be incorporated into the Contract(s).

1.2 Society Overview

WorkLink has been providing government sponsored employment services to the residents of the Western Vancouver Island Communities since 1978. In 2008, our services expanded to include the communities of Sooke and surrounding areas including Jordan River and Port Renfrew. We are also pleased to provide Indigenous outreach services to the First Nations Communities of Beecher Bay, T’Souke and Pacheedaht. Our non-profit organization is funded through both federal and provincial government initiatives.

Since April of 2012, WorkLink has been operating one of the 73 WorkBC Employment Service Centres in BC. We currently offer employment services from either our Westshore or our Sooke centre, as well as the extended services to the community of Port Renfrew. In addition, we currently run the Federally funded START Youth Employment Program for our catchment area.

WorkLink is a registered charity in the Province of BC. We are governed by a volunteer Board of Directors chosen from leaders in the community. The Board oversees our current non-profit division, focusing on the delivery of community-based employment services. WorkLink is in the process of implementing a new revenue diversification strategy, with plans to create a second division to focus on the following three growth areas:

Charity: Expand our charitable operations to create a new division, which will build on our existing employer and community stakeholder relationships in order to place our Society as a local charity of choice (in return providing programs and services that support employees in establishing long term meaningful attachment to the workforce).

Economic Development: Create a new “economic development” division to support our key regional businesses and municipal stakeholders in building strong, vital communities with diversified economies and healthy social climates. The division works collaboratively with rural communities, municipalities, businesses and organizations to undertake economic development initiatives

by providing programs and staffing expertise.

Social Enterprise: Create a new “social enterprise” division to diversify our funding base in order to generate alternate sources of revenue and provide the programs and services we feel are needed in the community (fill ing gaps in currently funded programs). We will seek to maximize profits while maximizing benefits to society and the environment, then use profits to fund much needed social programs.

4

Procurement Guiding Principles: To ensure compliance with these objectives, the general principles of responsibility, accountability, transparency and non-discrimination guide the procurement process. Furthermore, all purchases of goods and services for the WorkLink Employment Society, shall be carried out in accordance with all applicable laws, the Society’s mandate, social and economic developmen t objectives, constitution and bylaws, as well as any applicable contracts/agreements.

In all cases, the formal procurement/bidding process, identified below, must be followed for contracts/services valued at over $1,000 annually, unless otherwise stated in the Society’s Constitution and Bylaws. Single source solicitation is permitted in certain situations as set out in this policy.

The Executive Director is responsible for managing and overseeing the procurement process, and must favour competitive bids, where feasible, when procuring goods and services to ensure the Society procures its goods and services requirements in the most cost-effective manner. The Executive Director will/must:

also consult other individuals or departments that will or could be affected by the purchasing decision before initiating the purchase; decide not to proceed with the supplier due to a real, apparent or perceived conflict of interest, which may result in a reputational risk to the Society;

direct staff to report any non-compliance of the procurement policy guidelines, for immediate action/response; ensure any/all Board/staff involved in the procurement process (purchase of goods and services) on behalf of the Society discloses any real or perceived conflict of interest, prior to procurement; ensure any and all procurement expenditures are in direct alignment with, and do not exceed, the Board approved annual operations budget and/or applicable contract budget; not commit to a procurement process, where the term extends beyond the aligning funding source period, without the written consent of the Board; ensure that all purchases are completed with the highest level of integrity, consistency and transparency;

ensure the quality of supplies and services are sufficient to meet the required needs and are not compromised for the sake of obtaining a lower bid; not enter into the procurement process for any goods or services not specifically identified in the annual business operations of the Society or the stated deliverables of all signed contracts; and use the Board approved Procurement procedures and checklist at all times.

Every Contractor and Sub-contractor shall pay or provide wages, benefits and hours of work to their Employees, in accordance with WorkLink’s Fair Wage Policy. Failure to comply with the Fair Wage Policy may result in restricted ability to bid on WorkLink opportunities.

Minimum Procurement Information: The Executive Director will ensure the following minimum information is included in all procurement notices.

A Notice: and its content is subject to change by the WorkLink Employment Society; is for information only and not a solicitation or a formal call for tenders or a call for any other type of response; clearly identifies closing date and time, method of response (email or mail), the name and method of contact for any and all correspondence; does not constitute an agreement to utilize your services, or be viewed as an agreement to purchase or contract goods and/or services; does not form and shall not be deemed to comprise any part of the content of any formal procurement process or

documentation that has been issued by the Society or that may be issued in the future; must contain a brief description of the procurement, including the nature and the quantity or estimated quantity of the goods and/or services to be procured; and no legal rights or privileges are conferred by or will be deemed to arise as a result of a Notice.

1.3 WorkLink Procurement Policy

The purpose of this policy is to ensure that the WorkLink Employment Society receives the best value for the goods and services required for its operations and that these goods and services are purchased through open, fair, transparent, consistent, cost effective and cost efficient procurement procedures. This policy applies to the procurement of goods and services including and without limitation:

General products and services required to support operations; Maintenance agreements; Production goods and services; Professional and consulting fees; Real estate and construction services;

Supplier and service provider selection; and Technology related products and services.

5

Unsuccessful Bidders: Subject to restrictions, as posted during all bidding/procurement opportunities, unsuccessful bidders who have submitted writ ten offers,

must be notified in writing (including email) in a timely manner upon completion of the procurement process, and only once an agreement has been executed with the successful supplier.

Procurement Dispute Resolution: The bid dispute resolution process is intended to ensure that any dispute is handled in an ethical, fair, reasonable and timely fashion. Where a vendor wishes to dispute the outcome of a bid, the following process applies:

1) The respondent may file its bid protest with the Executive Director, within 15 business days of receiving notification of theirunsuccessful bid, including:

The name and address of the vendor Identification of the contract or bid being protested Detailed and factual statement of the grounds for protest Supporting documentation Desired outcome (relief, action or ruling)

2) The Executive Director must respond within ten (10) business days of receiving the bid protest notice with the final decision. The

Executive Director will consult with the appropriate internal departments, and take their feedback and recommendations intoconsideration before determining the final decision.

3) The Executive Director’s decision is final and not subject to additional appeal.

Table A: Fair Wage Policy

Purpose and History of Fair Wage Policy 1. This Policy prohibits the Society from doing business with contractors, sub-contractors and suppliers who discriminate against

their workers.2. This Policy also requires compliance with acceptable number of working hours and conditions of work in order to protect the

rights of workers.3. The overall intent of this Policy is to:

create a level playing field amongst competitions for Society work; and enhance the reputation of the Society for ethical and fair business dealings.

Application 4. The provisions of the Fair Wage Policy apply equally to contractors and all sub-contractors engaged in work for the WorkLink

Employment Society. It is understood that contractors cannot sub-contract work to any sub-contractor at a rate lower than

called for in the Fair Wage Policy.5. The fair wage applies to small businesses, owner-operators, partnerships, and mid-to-large size companies.6. The conditions of the Fair Wage Policy cannot be waived, unless authorized by WorkLink Board of Directors to do so.

Establishment of rates 7. Wage rates for all job classifications are based on market and industrial surveys in accordance with the prevailing wages for

workers in the geographic area. The exact minimum and maximum wage rates will be posted in all procurement opportunities.Non-compliance with these rates may result in cancellation of a bid opportunity.

8. WorkLink, and not the respondent, will set the standards and ranges for all prevailing wages in relation to the type and nature ofwork to be completed, for each procurement opportunity.

9. The Society encourages contractors to hire and train apprentices under approved apprenticeship programs.

Apprentices/trainees will be assessed based on Provincial Qualification Apprenticeship Certification Criteria.10. The proper wage rates to be paid to apprentices/trainees are those specified by a particular industry program in which they

are enrolled, expressed as a percentage of the journeyman rate on the wage determination.

Contractor and sub-contractor responsibilities 11. Contractors will be responsible for any violations or non-compliance issues arising from the engagement of any sub-contractor

on Society work.12. The contractor or sub-contractor shall pay wages and benefits in alignment with the provisions of the BC Employment

Standards Act.13. The contractor or sub-contractor shall not compel or permit any worker engaged for the work, to work more than the number

of hours per day and the number of hours per week set out in the BC Employment Standards Act.14. The provisions of the Fair Wage Policy apply equally to contractors and all sub-contractors engaged in work for the Society. It is

understood that contractors cannot sub-contract work to any sub-contractor at a rate lower than called for in the Fair WagePolicy.

6

1.4 Clarification of Specific Requirements

Proposers must submit all questions concerning this RFP via e-mail (no phone calls please) to [email protected] . The subject of

the e-mail must state “RFP: ITWLES2021” and the e-mail must be received on or before the date identified in Section 1.7 Calendar of Events. Proposers are expected to raise any questions they have concerning this RFP at this point in the process. Do not include any self-identifying or confidential information within your questions as all submitted questions will be shared with all vendors who submit questions.

Proposers are encouraged to submit any questions to any terms, conditions, or requirements during the question process. Questions must be submitted as a Microsoft Word document (not a pdf or scanned image).

1.5 Propose Conference

No Proposer conference is scheduled for this RFP.

1.6 Reasonable Accommodations

WorkLink will provide reasonable accommodations, including the provision of informational material in an alternative format, for qualified

individuals with disabilities, upon request.

1.7 Calendar of Events

Listed below are the important dates by which actions related to this RFP must be completed. If WorkLink finds it necessary to change any of the dates in the timeline listed below, it will do so by posting a supplement to this RFP on the WorkLink website. No other formal notification will be issued for changes in the estimated timelines.

Date Event/Deliverable

February 12, 2021 WorkLink Information Technology (IT) Review and Consulting Services RFP (Release Date)

March 1, 2021 Proposer Questions & Letter of Intent Due

March 5, 2021 Proposal Submission Due Date and Time (by 5:00pm pst)

March 10, 2021 WorkLink Notifies Proposers of Intent to Award Contract & Begins Contract Negotiations

March 15, 2021 Proposed Contract Start Date

March 19, 2021 Proposed Onsite Assessment Component Start Date

March 31, 2021 Contract End Date and Final Submission of Report

Please note, all dates are estimated except to Contract End Date.

mailto:[email protected]

7

1.8 Contract Term, Statement of Work, Rate Increases, Conditions

Contract Term: The Contract term shall commence on the date the Contract is fully executed by both parties (date of last signature) and will extend through March 30, 2021 (initial term). WorkLink retains the option, by mutual agreement of WorkLink and the Contractor, to renew the

Contract for an additional three (3) month period through June 30, 2021. Contractor’s performance may be reviewed by WorkLink staff to inform continuation of the Contract.

Statements of Work: During the term of the Contract, and prior to each review and/or consulting project, the selected Contractor and WorkLink shall define

the Services to be provided in a “statement of work,” which shall include the maximum cost of the Services to be provided by the Contractor based on the Contractor’s rates and estimated hours provided in the Contractor’s Cost Proposal. Statements of work shall clearly specify the project requirements, milestones, deliverables, end products, documents and reports to be provided by the Contractor. Statements of work must be agreed upon and signed by the Contractor and WorkLink, and shall be made a part of the Contract.

Rate Increases: The Contractor’s hourly rates shall not increase during the initial term of the Contract. Hourly rate cost increases for Services to be provided by the Contractor, after the term or for any additional term, shall be negotiated in good faith and mutually agreed upon by WorkLink and the Contractor. The “Fair Wage” provision of the WorkLink Procurement Policy, must be applied to all Contractor, Sub-Contractor and Suppliers identified in the RFP.

Conditions of Contract:

All contractors understand that they are bound by the WorkLink conflict of interest (real, potential and perceived conflicts),

confidentiality (protecting privileged and confidential information) and code of conduct (act lawfully, honestly, ethically, and in the best

interests of the Society) policies and positions, of the Society.

Criminal Record Checks: All Contractors and their assigned staff working on this RFP must submit a criminal record check prior commencing any and all work.

1.9 Letter of Intent

A letter of intent indicating that a Proposer intends to submit a response to this RFP is requested (see Section 1.7 Calendar of Events). With respect to the letter of intent:

Identify the Proposer's organization/company name, business number, list the name, location, telephone number, and e-mail address of one or more persons authorized to act on the Proposer's behalf.

Submit the letter of intent via email to the address listed in Section 1.4 Clarification of Specific Events. The RFP number and title must be referenced in the subject line of Proposer’s email. The letter of intent does not obligate the Proposer to submit a Proposal.

1.10 No Obligation to Contract

WorkLink reserves the right to cancel this RFP for any reason or extend timelines prior to the issuance of a notice of intent to award a Contract. WorkLink does not guarantee to purchase any specific dollar amount. Proposals that stipulate that WorkLink shall guarantee a specific quantity or dollar amount will be disqualified.

1.11 Retention of Rights

All Proposals become the property of WorkLink upon receipt. All rights, title and interest in all materials and ideas prepared by the Proposer for the Proposal, for WorkLink, shall be the exclusive property of WorkLink and may be used by the WorkLink Employment Society at its discretion. Upon a Proposer’s request and at the Proposer’s expense, WorkLink may return Proposals to a Proposer who is disqualified

or who withdraws their Proposal.

1.12 Review not Audit

The intent of this RFP is to conduct a series of reviews, evaluations and assessments, based on the following key outcomes and is NOT an audit.

WorkLink is seeking to review the effectiveness of the following IT services: 1) Technological Position: The Contractor will conduct a review to assess the current technology in the organization and future

technologies that will need to be adopted.

WorkLink is seeking to evaluate the effectiveness following IT services: 2) Systems/Applications Development: The Contractor will:

a. evaluate whether systems and applications are controlled, reliable, efficient, secure and effective; andb. confirm that new systems being developed are suited for the organization and meet development standards.

WorkLink is seeking to assess the following IT advisory and review services:

3) Systems Outsourcing: The Contractor will assess the feasibility of outsourcing existing/in-house information technology services, inpart or whole.

8

2.0 PREPARING AND SUBMITTING A PROPOSAL

2.1 General Instructions

The evaluation and selection of a Contractor(s) will be based on the information received in the submitted Proposal(s), plus the following optional review methods, at WorkLink’s discretion: reference checks, Proposer presentations, interviews, demonstrations, responses to requests for additional information or clarification, any on-site visits, and/or best and final offers (BAFOs), where requested. Such methods may be used to clarify and substantiate information in the Proposals.

Failure to respond to each of the requirements in this RFP, and in the format requested, may be the basis for rejecting a Proposal.

Elaborate Proposals (e.g., expensive artwork), beyond that sufficient to present a complete and effective Proposal, are neither necessary nor desired. Marketing or promotional materials should be provided only where specifically requested. If providing such materials, please indicate which question the materials apply to.

All Proposals must be in English.

2.2 Incurring Costs

WorkLink is not liable for any costs incurred by Proposers in replying to this RFP, making requested virtual/oral presentations, or demonstrations.

2.3 Submitting the Proposal

2.3.1 Electronic Copies

The Proposer must submit the following, including all required materials as specified herein: One (1) cover page as outlined on page 10 of this RFP; One (1) pdf document of the Proposal (using this fillable pdf document), clearly saved as “ORIGINAL” with your company name in the footer; and One (1) pdf document containing all supporting materials as outlined in this RFP (ie: sample reports, policies, etc.).

2.3.2 Cost Proposal

Cost Proposal must be submitted with the Proposals, as listed on the final page of this RFP document.

2.3.3 Proposal Due Date and Time

Proposals received after the date and time specified in Section 1.7 Calendar of Events will not be accepted and will be disqualified. Receipt of a Proposal by WorkLink mail system does not constitute receipt of a contract by WorkLink, for the purposes of this RFP. All

required parts of the Proposal must be submitted by the specified due date and time; if any portion of the Proposal is submitted late, the entire Proposal will be disqualified. Proposers may request, via an email to the address listed in Section 1.4, Clarification of Specific Requirements, the time and date their Proposal was received by WorkLink.

2.3.4 Multiple Proposals

Multiple alternative Proposals from a Proposer will not be accepted.

2.3.5 Withdrawal of Proposals

Proposals shall be irrevocable until the Contract is awarded unless the Proposal is withdrawn. Proposers may withdraw a Proposal in writing at any time up to the date and time listed in Section 1.7 Calendar of Events, for the Proposal Due Date and Time or upon expiration of three (3) Calendar Days after the Proposal Due Date and time, if received by WorkLink. To accomplish this, the written request must

be signed by an authorized representative of the Proposer’s company and submitted to the contact listed in Section 1.4, Procuring and Contracting Agency. If a previously submitted Proposal is withdrawn before the Proposal Due Date and Time, the Proposer may submit another Proposal at any time up to the Proposal Due Date and Time.

9

2.3.5 Proposal Organization and Format

Proposers responding to this RFP must comply with the following format requirements as identified in this RFP. WorkLink reserves the right to exclude any Proposals from consideration that do not follow the required format as instructed below:

Step One:

Review the RFP and submit a “Letter of Intent” on or before February 19, 2021 (as outlined in sections 1.7 and 1.9 of this FRP) as outlined in the table below:

Letter of Intent A signed letter of intent must accompany the Proposal. The letter must be written on the Proposer’s official business stationery and signed by an official that is authorized to legally bind the Proposer. Include all the following in the letter:

i. Name, address of company and business numberii. Name, title and signature of Proposer’s authorized representativeiii. Name, title, telephone number and e-mail address of representatives who may be contacted by

WorkLInk if questions arise regarding the Proposaliv. Executive Summary of your general approach to addressing the outcomes, listed in section 9.2 of

this RFP.

Step Two:

Ensure your competed submission, follows the directions set out in Section 2.3 of this RFP and, at a minimum, consists of the following key components listed in the table below:

Cover Page Include at a minimum the following information: Proposer's company name and business number; Title: Proposal Response for the WorkLink Employment Society IT Review; RFP: ITWLES202; and Proposal submission date.

RFP Document Comprised of your responses to this fillable RFP document (pages 14 – 22): A. General QuestionnaireB. Technical QuestionnaireC. References D. Cost Proposal

Supporting Documents

(to be submitted as a single and separate pdf document)

All supporting documents as requested in this RFP (ie: policies, samples of work, etc.)

10

3.0 EVALUATION CRITERIA

3.1 General Scoring

Proposals will be evaluated based upon the proven ability of the Proposer to satisfy the requirements specified herein in an efficient, cost-effective manner, while taking into account the quality of services proposed. Proposals will be scored using the following criteria:

RFP Section Description Max Points %

1 General Questionnaire to assess the proponent’s capacity 300 30%

2 Technical Questionnaire to assess the proponent’s approach 400 40%

3 Cost Proposal to assess the proponent’s contract value for services 250 25%

4 Proponent’s References 50 5%

Totals 1,000 100%

3.2 Presentations, Demonstrations and/or Site Visits

The top scoring Proposers, based on the evaluation of their written Proposal in the general and technical questions of the RFP (Appendix 1 and 2), may be required to participate in virtual presentations or demonstrations, interviews and/or site visits to supplement the Proposals, if requested by WorkLink.

This may include presentations to supplement or clarify information in the Proposal or demonstrations of Proposer’s key tools and reporting

capabilities, and interviews with key WorkLink staff, evaluation committee members, and Board members. WorkLink will make every reasonable attempt to schedule each virtual presentation or demonstration at a time that is agreeable to the Proposer. Presentat ions will be held virtually or onsite in Victoria, BC. Failure of a Proposer to interview or permit a site visit on the date scheduled may result in rejection of the Proposer's Proposal.

By submitting a Proposal in response to this RFP, the Proposer grants rights to WorkLink to contact any or all of the Propose r’s clients, Subcontractors, and/or references.

COVID Protocols - For all site visits, the Proposer must confirm the following for each representative. They have/will: Consent to maintaining appropriate physical distancing; Consent to wearing masks/PPEs while onsite;

Completed the required time to self-isolate; Not be experiencing any medical symptoms related to COVID19 (cough, fever, difficulty breathing); NOT have travelled outside of their region in the last two weeks; and NOT have recent contact with a person(s) who has tested positive for COVID19 or is currently in self-isolation.

3.3 Contract Award

The Evaluation Committee may conduct Proposer discussions, clarify Proposals, contact the references of Proposers, and request a Best

and Final Offer (BAFO) from Proposers. One or more Proposals may be considered by the RFP evaluation committee for award based on the results of the general, technical and initial cost evaluations. In the event that more than one (1) Proposal is considered, this may result in the Proponents taking on specific tasks as outlined in Appendix 2: Technical Questionnaire.

If the evaluation committee conducted virtual presentations or demonstrations, the award will be based on the results of the presentations or demonstrations as well. The Proposal(s) determined to best meet WorkLink’s goals may be selected by the evaluation committee. WorkLink reserves the right not to award a Contract. If contract negotiations cannot be concluded successfully with the selected Proposer(s), then WorkLink may negotiate a Contract with another Proposer.

3.4 Best and Final Offer (BAFO)

WorkLink reserves the right to solicit a BAFO and conduct Proposer discussions, request more competitive pricing, clarify Proposals, and contact references with the finalists, should it be in the Societies’ best interest to do so. WorkLink shall be the sole determinant of its best interests.

If a BAFO is solicited, it will contain the specific information on what is being requested, as well as submission requirements, and a timeline

with due date for submission. Any BAFO responses received by WorkLink after the stated due date may not be accepted. Proposers that are asked to submit a BAFO may refuse to do so by submitting a written response, indicating their Cost Proposal remains as or iginally submitted. Refusing to submit a BAFO will not disqualify the Proposer from further consideration.

11

3.5 Right to Reject Proposals and Negotiate Contract Terms

This RFP does not commit WorkLink to awarding a Contract, or paying any cost incurred in the preparation of a Proposal in response to the RFP. WorkLink retains the right to accept or reject any or all Proposals or accept or reject any part of a Proposal deemed to be in the best interest of WorkLink. WorkLink shall be the sole judge as to compliance with the instructions contained in this RFP.

WorkLink reserves the right to add contract terms and conditions to the Contract during contract negotiations and subsequent renewals, where applicable.

3.6 Notifications of Intent to Award

All Proposers who respond to this RFP will be notified in writing of the evaluation committee’s intent to award a Contract(s) as a result of this RFP. All decisions and actions under this RFP are solely under the authority of WorkLink.

3.7 Appeals Process

Protests of WorkLink’s intent to award a contract(s) must be made in writing and according to the WorkLink Procurement Policy as listed in section 1.3 of this RFP. A vendor who wants to appeal the award must first send a written notice, via email, indicating that the vendor wants to appeal the award decision. The notice must be received by the WorkLink Executive Director no later than five (5) Business Days after the notice of intent to award is issued. Fax documents will not be accepted.

The appeal must state the RFP number and detailed factual grounds for the objection to the Contract award. The vendor can appeal only once per award. The subjective judgment of evaluation committee members is not appealable. Following Executive Direction’s action, a written decision will be sent to the vendor. The decision of the WorkLink Executive Director regarding any appeals is final.

4.0 GENERAL QUESTIONNAIRE

This section is scored. (300 total points) The purpose of this section is to provide WorkLink with a basis for determining the Proposer’s capability to undertake the general requirements contained in this RFP. All Proposers must respond to the questions/requirements in Appendix 1 – General Questionnaire according to the instructions listed on the questionnaire. Associated costs should be listed in the Cost Proposal section only.

5.0 TECHNICAL QUESTIONNAIRE

This section is scored. (400 total points) The purpose of this section is to provide WorkLink with a basis for determining the Proposer’s capability to meet the technical requirements contained in this RFP. The Proposer must be able to perform Services according to the requirements contained in this RFP. All Proposers must respond to the questions/requirements in Appendix 2 – Technical Questionnaire according to the instructions listed on the questionnaire.

The Proposer must provide sufficient detail for the evaluation committee to understand how the Proposer will comply with each requirement. If the Proposer believes their qualifications go beyond the minimum requirements or add value, the Proposer should indicate those capabilities in each section. Associated costs should be listed in the Cost Proposal section only.

6.0 PROPONENT REFERENCES

Proponents must provide a minimum of four (4) references in Appendix 3. References must be engagements the Proposer has performed during the last five (5) years that demonstrate the Proposer’s ability to successfully complete engagements sim ilar to those described in this RFP. Include the name of the reference’s organization, the contact name, title, telephone number, and engagement title/type of services provided for all references listed.

6.0 COST PROPOSAL

This section is scored. (250 total points) All Proposers must complete the Cost Proposal Worksheet according to the instructions listed on the questionnaire in Appendix 4. Only

dollar and number values will be accepted on the Cost Proposal. Any description other than number value such as, but not limited to: “no cost,” “included,” “see below,” “-“, “n/a,” etc. will not be accepted. A cost value of $0.00 shall indicate the deliverable is no cost to WorkLink. If a cost is not provided in a cell, it will indicate the Proposer does not provide the specific service. All funds will be quoted in Canadian Funds (CDN), unless otherwise noted in this section.

WorkLink reserves the right to clarify any pricing discrepancies on the part of the Proposers. Such clarifications will be solely to provide consistent assumptions from which an accurate cost comparison can be achieved. Hourly rates outlined in Proposer’s Cost Proposal or BAFO response shall remain firm for the initial Contract term. Cost increases for any renewal terms shall be negotiated in good faith and

mutually agreed upon by WorkLink and the Contractor.

Proposers may wish to include a distinction on how non-profit pricing is applied to the Cost Proposal of this FRP. Refusing to submit a non-profit pricing/contribution in kind will not disqualify the Proposer from further consideration.

12

WorkLink will finalize a Contract with the awarded Contractor(s). The Contract and any subsequent renewal(s) and amendments will incorporate all terms and conditions in this RFP, including all attachments, forms, appendices, etc., made a part of th is RFP, and Contractor’s Proposal, and subsequent statements of work. Details specific to the contract terms and conditions will be provided to the successful proponent prior to awarding of the contract.

8.0 PAYMENT TERMS

The following payment terms shall apply to all signed contracts directly related to this RFP: Contractor shall invoice WorkLink after each section of the review or consulting project is completed for Services provided. Invoices must be itemized by project and contain sufficient detail for WorkLink to determine the full extent of the cost for each project, including resource name, hourly rate for each resource, number of hours worked by the resource. Invoices must be submitted electronically via email to [email protected] Invoices shall be submitted timely and no later than thirty (30) days after completion of Services. Invoices shall include the RFP number, once issued. Payment will be made through electronic transfers unless alternate arrangements are mutually agreed upon. Contractor must

complete the WorkLink forms to facilitate the payments to the Contractor. Payment will be made within thirty (30) Calendar Days of WorkLink’s receipt of a proper and approved invoice. Any work performed by the Contractor that is outside the scope of the RFP and any statement of work agreed to and signed by the Contractor and WorkLink will be deemed to be a gratuitous effort on the part of the Contractor, and the Contractor will have no claim against WorkLink for such work, and WorkLink will have no obligation to pay for such work.

9.0 PROJECT REQUIREMENTS

9.1 Scope of Services Required

The WorkLink Employment Society is seeking information technology (IT) review services to analyze and assess the Agency’s technological infrastructure to ensure processes and systems run accurately and efficiently, while remaining secure and meeting compliance regulations. The IT reviewer may, during the course of this RFP, identify any IT issues that fall under the review, specifically those related to security and risk management. If issues are identified, IT reviewers are responsible for communicating their findings to the Executive Director or, only upon direction of the Executive Director, to others in the organization and offering solutions to improve or change processes and systems to ensure security and compliance.

The Contractor shall objectively and systematically examine the WorkLink’s IT systems (hardware and software) and procedures to provide an independent assessment. The Contractor shall use its judgment, experience and creativity in conducting these IT reviews.

9.2 Specific Services Required

WorkLink is seeking to review the effectiveness of the following IT services: 1) Technological Position: The Contractor will conduct a review to assess the current technology in the organization and future

technologies that will need to be adopted.

WorkLink is seeking to review the effectiveness of the following IT services: 2) Systems/Applications Development: The Contractor will:

a. evaluate whether systems and applications are controlled, reliable, efficient, secure and effective; andb. confirm that new systems being developed are suited for the organization and meet development standards.

WorkLink is seeking to assess the following IT advisory and review services:

3) Systems Outsourcing: The Contractor will assess the feasibility of outsourcing existing/in-house information technology services, inpart or whole.

9.3 Timing, Location and Conduct of Work

Assessment and review work will be conducted at the WorkLink’s head office at mutually agreeable times. Follow-up may be conducted remotely. WorkLink will provide laptops and network/systems access for Contractor’s reviewers.

9.4 Project Deliverables

Project Plan: A project plan for each specific service (as identified above), including objective, scope of work, project staffing, approach for the engagement, estimated timeline of key milestones, such as planning, fieldwork and reporting, as well as estimated hours by staff level, must be prepared and approved by the WorkLink Executive Director before work is init iated.

Report: Contractor’s review reports shall be provided to WorkLink on the dates specified in the project plan. Any changes to the specified dates must have prior written approval by the WorkLink Executive Director. Reports must be submitted in a format approved by the WorkLink Executive Director.

Presentation: Key Contractor engagement staff shall present engagement results to the Review Committee as requested. Contractor shall participate in exit conferences with WorkLink’s management team to discuss engagement results prior to attending the Review Committee meetings.

7.0 CONTRACT TERMS and CONDITIONS

mailto:[email protected]

13

The purpose of this questionnaire is to provide WorkLink with a basis for determining the Proposer’s capability to undertake the Contract. The Proposal, at a minimum, must address the items listed below, and be organized and labeled in the order indicated below.

All Proposers must respond to the following by restating the identifying number of each question (for example, 1.1), restating each question or statement, and providing a detailed written response. Instructions for formatting the written response to each component in this section are as follows:

1.0 STAFFING and EXPERIENCE

1.1 CONTACT INFORMATION Provide Proposer’s company

name, business number, main office address, website, telephone number and name of the

authorized official responsible for all activities relating to the Proposal.

Response

Notes: Associated costs should ONLY be listed in the Cost Proposal. Do not include cost/pricing information in any other section of the Proposal. Include all requested documents at the end of the section in your Proposal that corresponds to the RFP Section in which the document is requested. Label the document provided with the section number it applies to. Should your answers to any of the questions in this section change during the period covered by this RFP, you are required to inform the Executive Director as soon as possible. The Proposer must be able to perform the Services according to the requirements contained in this RFP.

The Proposer must provide sufficient detail for the evaluation committee and WorkLink to understand how the Proposer will comply with each requirement. If the Proposer believes Proposer’s qualifications go beyond the minimum requirements or add value, indicate those capabilities in the appropriate section of the Proposal.

Appendix 1

GENERAL QUESTIONNAIRE INSTRUCTIONS RFP:

ITWLES2021

Information Technology Reviews and Consulting

This General Questionnaire section is scored. (300 total points)

14

Appendix 1

GENERAL QUESTIONNAIRE

1.0 STAFFING and EXPERIENCE

1.1 CONTACT INFORMATION Provide Proposer’s company name, business number, main office

address, website, telephone number and name of the authorized official responsible for all activities relating to

the Proposal.

1.2 FIRM EXPERIENCE Proposer must have at least ten (10) years of experience conducting

information technology reviews and providing IT consulting services. Confirm this.

1.3 FIRM PROFILE Describe:

a) Number of employees.b) Proposer’s involvement or

experience in non-profit sector.c) Proposer’s information

technology review and

assessment capability. d) The location of Proposer’s

office, number of employees

from the office working on RFP. e) Are there pending agreements

to merge or sell the firm?

1.4 MANAGEMENT PROFILE Identify Proposer’s principal supervisory and management staff, including engagement partners,

managers, other supervisors and specialists who would be assigned to this engagement. Include:

Information on the qualifications, experience, training and IT review, audit and consulting experience of

each person, including industry certifications, and membership in

professional organizations.

1.5 OWNERSHIP AND CLIENT PROFILE Describe Proposer’s principal

business and client base. The response must address the following:

a) The percentage of non-profitagencies Proposer has served.

b) The number of IT reviews, and IT

consulting services Proposer has performed for clients with more than 50 employees in the

past three (3) years.c) Is Proposer a subsidiary or

affiliate of another company?

Describe in detail.

d) List any instances where the Proposer may be in

competition with WorkLink.

15

1.6 CONFLICT OF INTEREST Identify whether each member who will be involved in this RFP is/has been

a representative of an external third party/non-WorkLink related agency

who may benefit and/or have a competitive/financial gain from or be in conflict with the Society either

currently, potentially in the future, or in the past six (6) years. Disclose general information about the

interests/relationships that is/could become a source of conflict.

1.7 DISCIPLINE AND LITIGATION Provide a detailed description of any

litigation involving contracts in which your firm has been or is involved in the past five (5) years, include the

date such action was initiated and how the matter was resolved.

1.8 QUALITY CONTROL Describe Proposer’s internal quality

control procedures for keeping good records, documenting processes, checking/reviewing errors, processes

for effectiveness, and opportunities to improve. Describe how the quality controls will be applied to each

stage of this engagement.

1.9 CURRENT RESOURCES Provide a statement as to the extent to which the Proposer can perform

the Services using only present staff, technical equipment, software, technology, etc., and the extent to

which additional resources will be needed by Proposer and how that will be addressed by Proposer.

1.10 ENGAGEMENT ISSUES/PROBLEM RESOLUTION Describe Proposer’s problem

resolution process in the event an issue arises that requires escalation beyond the key review staff:

a) Outline the problem resolution process including escalation steps. b) Name the title(s)/individual(s)

with problem resolution authority.

Describe Proposer’s approach to resolve any engagement difficulties. Identify/describe any anticipated

difficulties in performing reviews.

1.11 PREVIOUS CONTRACTS Has the Proposer held previous contracts with WorkLink (under current or previous business names

or registration numbers).

1.12 GOVERNMENT CONTRACTS Has the Proponent worked with the Federal or Provincial governments

on previous/current contracts?

1.12 POLICY DOCUMENTS Provide a copy of Proposer’s policies related to conflict of interest, code of

conduct, confidentiality.

16

Appendix 2

TECHNICAL QUESTIONNAIRE INSTRUCTIONS

RFP: ITWLES2021 This Technical Questionnaire section is scored. (400 total points)

The purpose of this questionnaire is to provide the WorkLink with a basis for determining the Proposer’s capability to undertake the Contract. The Proposal, at a minimum, must address the items listed below, and be organized and labeled in the order indicated below.

All Proposers must respond to the following by restating the identifying number of each question (for example, 1.1), restating each question or statement, and providing a detailed written response. Instructions for formatting the written response to each component in this section are as follows:

1.0 Technological Position:

The Contractor will conduct a review to assess the current technology in the organization and future technologies that will need to be adopted. At a minimum, provide your response to the project plan as listed below.

Project Plan Proposed Contractor Deliverables/Approach

Approach to the review State the overall approach to meeting the objectives and satisfying the scope of work to be performed, sequence of

activities, and a description of methodology or techniques to be

used. Include the approach to be taken to gain and document an understanding of WorkLink’s IT

department internal control structure.

Overall Approach:

Sequence of Activities:

Methodology/Techniques:

Approach to Understand

Existing IT Structure:

Notes: Associated costs should be listed ONLY in the Cost Proposal. Do not include cost/pricing information in any other section of the

Proposal. Include all requested documents at the end of the section in your Proposal that corresponds to the RFP Section in which the document is requested. Label the document provided with the section number it applies to. Should your answers to any of the questions in this section change during the period covered by this RFP, you are required to inform the Executive Director as soon as possible. The Proposer must be able to perform Services according to the requirements contained in this RFP. The Proposer must provide sufficient detail for the evaluation committee and WorkLink to understand how the Proposer will comply with each requirement. If the Proposer believes Proposer’s qualifications go beyond the minimum requirements or add value, indicate

those capabilities in the appropriate section of the Proposal.

17

Appendix 2

TECHNICAL QUESTIONNAIRE (Section 1)




Approach to the review State the overall approach to

meeting the objectives and satisfying

the scope of work to be performed, sequence of activities, and a

description of methodology or

techniques to be used. Include the approach to be taken to gain and

document an understanding of

WorkLink’s IT department internal control structure.

Overall Approach:





Program Schedule Provide projected milestones or

benchmarks for completing the projects (to include reports) within the

total time allowed.

Milestones:

Benchmarks:

Project Organization Describe the proposed management

structure, program monitoring

procedures, and organization of the proposed team. Specifically address

the Proposer’s ability and willingness to commit and maintain staffing to

successfully complete the project on

the proposed schedule.

Management Structure:

Monitoring Procedures:

Team Organization:

Staffing Commitment:

Planned Use of Review Software

Programs Describe the Proposer’s system(s) or

approach to document project findings and artifacts.

System(s) Utilized:

Documentation Utilized:

Department Personnel Provide a summary and profile of the

type of WorkLink’s IT department

resources you expect to interface with during the engagements.

WorkLink Department Interface:

Access to IT areas Describe the level of access and what

areas of the WorkLink’s IT departments systems for which you will require

access.

Level of Access Required:

Areas of Access Required:

Estimated timeline of planning Start and End Dates:

Estimated timeline of field work Start and End Dates:

Estimated timeline of reporting Start and End Dates:

Number of project staffing

required

State Full Time Equivalent (FTE):

Estimated timeline of project

staffing hours to complete this review

Total Full Time Equivalent (FTE) Hours:

18

Appendix 2


2.1 Systems/Applications Development:

The Contractor will conduct a review in order to evaluate whether systems and applications are controlled, reliable, efficient, secure and effective.



meeting the objectives and satisfying

the scope of work to be performed, sequence of activities, and a

description of methodology or




Overall Approach:





Program Schedule Provide projected milestones or benchmarks for completing the

projects (to include reports) within the total time allowed.

Milestones:

Benchmarks:


structure, program monitoring procedures, and organization of the

proposed team. Specifically address the Proposer’s ability and willingness

to commit and maintain staffing to

successfully complete the project on the proposed schedule.



Team Organization:





System(s) Utilized:



type of WorkLink’s IT department

resources you expect to interface with during the engagements.


Access to IT areas Describe the level of access and what

areas of the WorkLink’s IT departments systems for which you will require

access.







required



staffing hours to complete this review


19

Appendix 2

TECHNICAL QUESTIONNAIRE (Section 2 continued)


The Contractor will conduct a review in order to confirm that new systems being developed are suited for the organization and meet development standards.



meeting the objectives and satisfying the scope of work to be performed,

sequence of activities, and a

description of methodology or techniques to be used. Include the approach to be taken to gain and

document an understanding of WorkLink’s IT department internal

control structure.

Overall Approach:





Program Schedule Provide projected milestones or

benchmarks for completing the projects (to include reports) within the

total time allowed.

Milestones:

Benchmarks:


structure, program monitoring procedures, and organization of the

proposed team. Specifically address the Proposer’s ability and willingness

to commit and maintain staffing to successfully complete the project on




Team Organization:





System(s) Utilized:



type of WorkLink’s IT department resources you expect to interface with

during the engagements.


Access to IT areas Describe the level of access and what areas of the WorkLink’s IT departments

systems for which you will require

access.






Number of project staffing required



staffing hours to complete this

review


20

Appendix 2


3.0 Systems Outsourcing:

The Contractor will conduct an assessment of the feasibility of outsourcing existing/in-house information technology services, in part or whole.


Approach to the assessment State the overall approach to

meeting the objectives and satisfying the scope of work to be performed,

sequence of activities, and a description of methodology or




Overall Approach:





Program Schedule Provide projected milestones or benchmarks for completing the

projects (to include reports) within the total time allowed.

Milestones:

Benchmarks:


structure, program monitoring procedures, and organization of the proposed team. Specifically address

the Proposer’s ability and willingness to commit and maintain staffing to

successfully complete the project on




Team Organization:




approach to document project

findings and artifacts.

System(s) Utilized:



type of WorkLink’s IT department resources you expect to interface with

during the engagements.


Access to IT areas Describe the level of access and what areas of the WorkLink’s IT departments

systems for which you will require access.







required


Estimated timeline of project staffing hours to complete this

assessment


21

Appendix 3

REFERENCES (Section 4)

RFP: ITWLES2021 This Reference section is scored. (50 total points)

PROPONENT REFERENCES

4.0 References:

Provide a minimum of four (4) references for engagements the Proposer has performed during the last five (5) years that demonstrate the Proposer’s ability to successfully complete engagements similar to those described in this RFP. Include the name of the reference’s organization, the contact name, title, telephone number, and engagement title/type of services provided for all references listed.


Reference #1

Reference #2

Reference #3

Reference #4

Additional Reference

Additional Reference

22

Appendix 4 - COST PROPOSAL

RFP: ITWLES2021 Information Technology Reviews and Consulting

This Cost section is scored. (250 total points)



Project Plan

Details

Project Plan Comments Cost Breakdown Cost

Staff 1: Project Lead To Provide Oversight/Contract Compliance ($50.00 hour x 1.22 MERCS x 7.5hrs/week x 4 weeks)

$1,830.00

Staff 1:

Staff 2:

Staff 3:

Project Cost:

Project Cost:

Additional Cost:

Additional Cost:

Applicable Taxes:

Less Contributions-in-Kind/ Non-Profit Discount:

Total Cost This Outcome:


The Contractor will conduct a review in order to evaluate whether systems and applications are controlled, reliable, efficient, secure and effective.

Project Plan

Details


Staff 1: Project Lead To Provide Oversight/Contract Compliance ($50.00 hour x 1.22 MERCS x

7.5hrs/week x 4 weeks)

$1,830.00

Staff 1:

Staff 2:

Staff 3:

Project Cost:

Project Cost:

Additional Cost:

Additional Cost:

Applicable Taxes:

Less Contributions-in-Kind/

Non-Profit Discount:


23


The Contractor will conduct a review in order to confirm that new systems being developed are suited for the organization and meet development standards.

Project Plan

Details




$1,830.00

Staff 1:

Staff 2:

Staff 3:

Project Cost:

Project Cost:

Additional Cost:

Additional Cost:

Applicable Taxes:




3.0 Systems Outsourcing:

The Contractor will conduct an assessment on the feasibility of outsourcing existing/in-house information technology services, in part or whole.

Project Plan

Details




$1,830.00

Staff 1:

Staff 2:

Staff 3:

Project Cost:

Project Cost:

Additional Cost:

Additional Cost:

Applicable Taxes:




WorkLink Employment Society Request For Proposals ... · WorkLink has been providing government...

Documents

Transcript of WorkLink Employment Society Request For Proposals ... · WorkLink has been providing government...