The Workers Compensation Board of Manitoba (WCB) invites firms to submit a Proposal for the following: A cloud-based Software as a Service (SaaS) investigation and evidence management solution that provides capabilities to support inspections, audits, and investigations into potential regulatory and legal non-compliance with The Workers Compensation Act, and end user support services.
Description of Services
AIMS no longer adequately addresses the WCB's business needs and the WCB is seeking to replace AIMS with an investigation and evidence management software solution (the "Solution") that provides the following capabilities:
a) Case Management (also called Investigation or Audit Management) - this covers the processes and data necessary to support the initiation, planning, execution, performance and monitoring, and closure of Cases;
b) Stakeholder Management- this covers the process of tracking stakeholders and their compliance status;
c) Correspondence and Document Management - this covers the process and data necessary to support the creation and version control of template-based documents (e.g. letters, reports, notices, etc.) and the management of all Case-based correspondence (including inbound and outbound email);
d) Evidence Management - this covers the processes and data necessary to enable electronic records-based evidence (e.g. video and audio recordings, images, documents, etc.) to be stored and indexed in a secure database according to industry best practices;
e) Enforcement Management - this covers the processes and data necessary to enable the WCB to ensure recommendations and corrective actions required of a stakeholder by a Case are performed;
f) Integration with WCB business systems that support API integration;
g) Operational Reporting - this includes providing dashboards and reports to support the overall management of all Cases; and
h) Trend and Outcome Reporting - this includes collecting relevant data to enhance prevention, detection, and enforcement activities.
The key expected benefits of the Solution are:
a) Increased ability to manage targeted compliance education initiatives to prevent inadvertent non-compliance;
b) Improved detection of non-compliance;
c) Improved internal data and integration of other external data, to inform compliance activities; and
d) More efficient use of available resources.
The RFP Questionnaire (copy included with this RFP) is designed to gain an understanding of the Vendor's experience and the proposed Solution's ability to meet Compliance Services' needs. The RFP Questionnaire requests details under the following topics:
1. Demonstrated Knowledge and Experience
2. Support and Service;
3. Ease of Use;
4. Business Requirements;
5. Non-Functional Business Requirements;
6. Data Migration Strategy;
7. Implementation Plan; and
8. Summary of Expected Capabilities.
Working with the WCB, the Contractor will:
a) Ensure the Solution is aligned with the WCB's requirements (contained in the RFP Questionnaire);
b) Provide the following implementation and migration services;
(i) Project management and delivery plan;
(ii) Set up and configure the Solution;
(iii) Integrate the Solution with the WCB's data warehouse and email server;
(iv) Migrate open active Cases into the Solution at a minimum and all Cases if possible;
(v) Perform technical testing and support user testing;
(vi) Provide user training and documentation;
(vii) Support roll-out to users; and
(viii) Warranty support.
c) Provide customization, quality assurance testing, and implementation of customization;
d) Provide ongoing maintenance, technical support, and hosting (assumed to include provision of ongoing updates/improvements made to the base Solution); and
e) Provide customer support to administrators and users.
The Services shall normally be performed during Business Hours. However, the WCB may request some of the Services to be performed outside Business Hours from time to time, as deemed necessary, in the unfettered discretion of the WCB. The Contractor shall not be entitled to charge overtime rates unless specified in the Fee Schedule.
The WCB requires the inclusion of the following resources to support the Solution during Business Hours unless otherwise indicated:
a) Account manager to provide ongoing business support. This resource must have experience and knowledge of the account specifics and general knowledge of the Solution.
b) Project manager & support team to provide development and delivery of all customizations, as well as implementation and support of the Solution. This resource will provide regular updates and communication with the WCB's project manager.
c) Customer support resources to provide ongoing support to users of the Solution during WCB staff working hours (7:30 a.m. to 5:00 p.m. MB Time).
The Contractor will not be required to have and maintain workers' compensation coverage for its workers who will be providing the Services, unless required pursuant to The Workers Compensation Act.
The Services shall be provided remotely by the Contractor, unless otherwise agreed in writing by the parties.
The WCB anticipates commencing the project in January 2025. It is expected the Contractor will have initial customization and implementation of the Solution completed for a go live date on or before June 1, 2025 and the subsequent maintenance, technical support, and hosting shall be provided for a period of five (5) years (following the go live date).
The Services related to additional customization and integrations of the Solution shall be requested by the WCB on an "as needed" basis, and the WCB makes no representation to guarantee any minimum amount of licensing will be purchased from the Contractor.
