Summary
The Art Gallery of Ontario (“AGO”) is inviting prospective proponents to submit proposals for the provision of a Human Capital Management Information System (HCMS). The AGO intends to retain a qualified vendor to work with the AGO’s People division to design and deliver the HCMS from initial design through user requirements definition, testing, training and implementation.
The successful proponent will provide the AGO with the development and implementation of a Human Capital Management Information System (HCMS) that will provide payroll and related data processing and reporting solutions in the subject areas noted below. The scope of processing and reporting will be approximately 680 employees and, optionally, at the discretion of the AGO, our volunteers (which range from 400-700 individuals and average around 600). Of note is the requirement to capture an employee population that includes both non-bargaining and bargaining units (OPSEU & UNIFOR).
The AGO seeks to gain the advantages of an integrated solution. We believe that implementing an HCMS, that can meet our required deliverables, will be a major step forward for the AGO and be an enabler for positive change in the following areas:
- Positively impact the employee experience and result in enhanced engagement,
- Provide direct system access for employees and managers through a single sign-on,
- Enable the use of analytics to gain insights and drive informed business decisions, leveraging data for data-driven decision making,
- Provide the capability to report on all HCMS fields, and allow for report customization, ad hoc and standard reporting and exportability of data to varied formats (e.g. Excel, PowerPoint),
- Automate people processes to free leaders to focus on their employees, with more immediate feedback and quicker more impactful information,
- Provide online tools that update and increase operational efficiencies,
- Greatly reduce the inefficiencies and risks associated with manual data entry, avoiding duplication and redundancies.
In this relationship, the successful proponent will provide automated solutions in the following areas:
- Payroll
- Time & attendance, scheduling
- Talent acquisition & onboarding
- Manager & employee self-service
- Time off & leave management
- Talent management
- Benefits & retirement plan management
- Wellness management
- Safety management
- Compensation management
- Position management
- Disability management
- Learning management
- Employee relations management
- Administrative security & workflow
- Volunteer management
- Financial reporting & business intelligence analysis
- Integration with general ledger
Additional to the key deliverables contemplated in this RFP, the AGO also requests information and pricing for financial system capabilities (general ledger, accounts payable, purchasing, receiving, accounts receivable, fixed assets, etc.) as an option, if applicable, to be awarded at the discretion of the AGO.
Terms of Engagement:
The selected proponent will be invited to enter into an agreement based on the terms set out in Appendix I. The term of the agreement is to be for a period of five (5) years with an option in favour of the AGO to extend the agreement on the same terms and conditions for up to five (5) additional years.
Conditions for Participation and Requirements to Request to Participate:
The successful vendor will be chosen on the basis of ability to create a cost-effective Human Capital Management Information System within the defined timescales, and which satisfies deliverables. The successful vendor must demonstrate, through their proposal, deep experience, understanding, and expertise around HCM development, implementation and steady state ongoing service. The provider must support the project from conception to implementation and ongoing service. Candidates must be willing to plan and execute all work in consultation and conjunction with designated AGO management.
Procurement Method:
Request for Proposals. The AGO reserves the right to negotiate. The AGO may request a Best and Final Offer (BAFO).
Procuring Entity:
Art Gallery of Ontario
317 Dundas Street West
Toronto, Ontario, Canada M5T 1G4
For more details, please download the RFP documents. The RFP are available electronically via MERX in accordance with their fee structure.
This procurement is subject to the Broader Public Sector Procurement Directive and may be subject to the Canadian Free Trade Agreement and the Canada-EU Comprehensive Economic Trade Agreement.
