Address:
York University
Procurement Services
4700 Keele Street
Toronto, Ontario
Canada, M3J 1P3
Description:
Background & Context
York’s current enterprise operational reporting system, eReports, has been in existence since 2004 and uses OpenText (formerly Actuate) as the underlying technology platform. The eReports system provides operational reports to over 5,000 users in the York community primarily for Finance, Human Resources and Advancement Services.
York is seeking to acquire and implement a new Enterprise Operational Reporting solution which provides extensive operational reporting capabilities. The software solution is expected to be web-based, user-friendly, deliver real-time data, maximize benefits, easy to input data, manage, and retrieve information for analysis, decision-making and reporting.
Objectives
York is soliciting Proposals from experienced and qualified Proponents for the supply, delivery, implementation, support and maintenance of a operational reporting system.
The new software solution should enable York to meet the day-to-day requirements for operational reporting and facilitate access to distributed teams in delivering operational reports and dashboards, ad-hoc analysis and data exploration, and self-service reporting. The requirements include:
- Ability to create and save reports referencing multiple data sources
- Provide standard and ad hoc reporting
- Provide audit trail to track usage and changes
- Row and role level security
- Extensible using APIs and connectors, thus allowing it to:
- Integrate with existing systems within York’s environment
- Connect to external applications and data sources
- Connect to external cloud services using Representational State Transfer (REST) protocol
York’s preference is to award one (1) qualified and experienced Proponent for the Work outlined in this RFP.
York will only consider Proposal submissions received from Proponents who have registered with MERX (www.MERX.com) for this competitive bid. Proposal submissions from Proponents who have not registered and obtained this Bid Document directly from MERX will be disqualified.
Tendering Website:
Proponents will find the complete RFP Documents at: https://www.merx.com/
Pricing and Payment Terms are available on the MERX website, respectively.
Procurement Method:
Open tender whereby all interested Proponents may submit a Proposal.
Estimated Quantities:
Available within the RFP Documents.
Submission Details:
Proponents shall submit their Proposal response at: https://yorku.bonfirehub.ca
Submission Deadline:
September 13, 2021 at 3:00:00pm EST.
Public Opening:
Not Applicable.
Conditions for Participation:
Available within the RFP document.
Mandatory Submission Requirements:
- Executive Summary and Qualifications (Sections 4.1 and 4.2)(File type: .pdf) – Required
- Methodology & Timetable/Work Plan (Sections 4.3.1 and 4.3.2)(File type: .pdf) – Required
- System Mandatory Requirements (Section 4.3.3 and 10.0 Schedule B)(File type: Excel) – Required
- System Desirable Requirements (Section 4.3.4 and 11.0 Schedule C)(File type: Excel) – Required
- Proposed System License Agreement (Section 4.3.5) (File type: .pdf) – Required
- Financial Considerations (Sections 4.4)(File type: .pdf) – Required
- Price Schedule (Section 9.0 Schedule A)(File type: Excel (unlocked)) – Required
- Acknowledgement (Section 4.7 and Section 13.0) (File type: .pdf) - Required
- Alternative Proposals and Joint Proposals (Section 4.8 and 4.9)(File type: .pdf) – Optional
Complete submission requirements are provided within the RFP documents.
Scored Submission Requirements:
- Qualifications and Experience;
- Solution Mandatory Requirements;
- Solution Desirable Requirements;
- Methodology;
- Timetable / Workplan;
- Financial Evaluation; and
- Short-Listed Demo Presentation.
Complete submission requirements are provided within the RFP documents.
This procurement is covered by Chapter 5 of the Canadian Free Trade Agreement.
Delivery Date:
The Selected Proponent should have a fully implemented System by October to November, 2021 to facilitate report development by the York team in preparation for migration off the existing platform.
Duration of Agreement:
The initial term of the Agreement shall be for forty-eight (48) months from the date of an award, with two (2) optional twenty-four (24) month extensions, at York’s sole discretion. All prices shall be net, firm and not negotiable for the initial forty-eight (48) months. Should York choose to exercise its option to extend subsequent to the initial term, any extension to the Agreement shall be upon the same terms and conditions, except for price, which shall be agreed in writing by the parties and shall not exceed the Consumer Price Index – Canada, All-items.
Negotiation:
Following evaluation of all Proposals, it is York’s intention to enter into negotiations with the Proponent who offers the best overall value to York. During such negotiations, the scope of the Work may be refined, responsibilities will be delineated, implementation issues will be clarified and the final terms and conditions of any Agreement will be determined.
York reserves the right in its sole discretion to negotiate modifications to any Proposal received without becoming obligated to offer to negotiate with any other Proponent(s).
If negotiations with the Selected Proponent are unsuccessful, York reserves the further right in its sole discretion to enter into negotiations with any other Proponent(s).
Supplier Prequalification (if applicable):
Not Applicable.
Responses must be submitted in English.
Proponents should note that information contained within this notice is subject to change. Proponents are encouraged to download the tender document which contain the most current information.
If there is a conflict between the RFP documents and this RFP Notice, the RFP documents will take precedence.
