Request for Expression of Interest
Date Issued: Tuesday, April 18, 2023
Request from: Infrastructure Health and Safety Association
21 Voyager Court South
Etobicoke, ON, M9W 5M7
Contact: Alan Hansen
Type of Service Required: Modernization Project (Digitization of Printed Training Material)
Request for Expression of This should be considered a formal procurement
Interest: document for the purpose of modernization of digitization of printed training material.
Date Response Required:
RFEI 2023 - #003
Key response dates:
Release date: Tuesday, April 18, 2023
Final date for questions: Wednesday, May 24, 2023 @ 2:00 p.m.
Final Submission date: Thursday, June 1, 2023 @ 2:00 pm.
Request for Expression of Interest Checklist
Infrastructure Health & Safety Association recommend that Proponents use the following checklist when completing the RFEI to help ensure that all the key components to your organization’s proposal are submitted on time. Documents must be delivered to the Project Representative by the dates and times set out below.
Courier, E-Mail or Deliver By:
Thursday, June 1, 2023 2:00 pm EDT
TO:
Alan Hansen, Manager, Finance
Submissions that are received after the closing time will be returned unopened.
Include all RFEI materials, in one (1) package.
The package should contain:
o One (1) envelope prominently marked “Original” signed by an authorized representative in your organization and containing
one (1) printed original of all documents and exhibits in response to the RFEI
One (1) envelope marked “Copies” and containing
three (3) copies of all documents and exhibits in response to the RFEI
or
PDF Copy by e-mails Procurement@ihsa.ca
Preference is by e-mail due to COVID 19
Proposals are to be prominently marked Confidential with the RFEI title and number (see RFEI cover), with the full legal name and return address of the Proponent, and with the Proposal Submission Deadline date and time.
Proposals submitted in any other manner may be disqualified.
Introduction
A. Confidentiality
All information included in this RFEI is confidential and only for the recipient knowledge. No information included in this document or in discussions connected to it may be disclosed to any other party.
B. Background
The Infrastructure Health & Safety Association (IHSA) works with employers and workers in Ontario to eliminate occupational injury and illness. The membership of IHSA includes seven major industries: construction, transportation, electrical, utilities, aggregates, natural gas pipelines, and ready-mix concrete.
Office Locations:
Mississauga
5345 Creekbank Road
Mississauga, Ontario L4W 5L5
Etobicoke (Head Office)
21 Voyager Court South Etobicoke ON M9W 5M7
Ottawa
2515 St. Laurent Blvd.
Ottawa, ON K1H 8P5
Purpose and Intent of RFEI
As IHSA continues to modernize processes and programs, our next step is to improve the in-class experience via technology. IHSA in-class training is currently conducted using hard copy instructor and participant manuals, as well as additional hard copy resources such as Ontario’s Occupational Health and Safety Act. We are seeking information from a vendor that has experience in providing a modern solution to training organizations for in-class experience. You have experience in converting a traditional paper-based training organization over to a modernized one, with the use of technology.
The purpose of this RFEI is to solicit interest in providing IHSA with modernization of IHSA printed material used in training.
IHSA will be using the information provided by proponents to derive a future Request for Quote (RFQ) and a further subsequent Request for Proposal (RFP). The RFP would result in a possible 3 year contract, plus up to 2 more additional years at IHSA’s discretion to maintain and support the Modernization Project.
C. Proposed Services
1. Proposed Work/Deliverables
As part of this solicitation, the following items should be included in the proposal for discussion and consideration by IHSA:
2.1 Who we are looking for:
A vendor that has assisted clients to implement a technology-first in-class training solution. Technology will be available to both the instructor and participants so that everyone can follow along a lesson plan together. It must assist participants to work together in group exercises, complete examinations, provide feedback on the course, as well as the ability to keep any electronic materials after the training is complete.
2.2 What we are looking for:
Provide information of a similar solution your company implemented for a client:
Describe end-to-end the interfaces that participants had with the technology, as well as their feedback to the new technology.
Describe the participant learning experience of the solution implemented
Was the organizational change significant? If so, describe a change management process used to transition over to new technology
A solution that will integrate key information (class list, test results, etc.) to manage the class participant’s training record to IHSA’s CRM through webhooks and APIs.
Provide information on whether something similar can be implemented at IHSA, and scaled up to the use of almost 70,000 participants per year, as well as being used in remote areas in Ontario with limited to no internet access.
2. General Requirements
Provide the following information for the interview component of the Rated Criteria:
Company experience
Company size
Scope and size of previous projects
References
Rated Criteria
The criteria will consist of scoring by the Evaluation Team on each qualified proposal based on the rated criteria.
The IHSA evaluation team will base selection decisions on responses received and the best outcome for the IHSA. Each response will be carefully evaluated and scored by the evaluation team. Proponents will be contacted and provided a date for the interview portion of the rated criteria.
Each response will be scored in accordance with the relative importance weighting indicated in the table below.
# Rated Criteria Weighting (Points) 1
Project Plan/Proposal
30 2
Experience
30
3
Interview
40
Total Points 100
D. Review Representative
All contact and questions with regard to this RFEI must be made through the Project Representative selected for this initiative, by e-mail. For the purposes of this RFEI, the Project Representative is:
Name: Project Committee
Email: procurement@ihsa.ca
Any questions received and responses will be provided to all Proponents. Questions will be accepted up to and including Wednesday, May 24, 2023 @ 2:00 p.m. EDT.
E. Additional Information
The IHSA may request additional data, discussions, presentations or on-site visits in support of the response to this RFEI, all without obligation to provide other RFEI recipients with similar information or notice of such communication. Additionally, the IHSA reserve the right to implement the appropriate due diligence processes to organize or clarify any information provided, or to collect more evidence of managerial, financial and technical abilities, including but not limited to, meetings and visits with current customers served by the Proponent.
The deadline for submission of an Offer is Thursday, June 1, 2023 @ 2:00 pm EDT.
The successful Proponent will do everything possible to exceed delivery expectations.
F. Notification to Other Proponents of Outcome of Procurement Process
Once the successful Proponent executes a contract, the others will be notified in writing of the outcome of the procurement process.
