OVERVIEW OF SOLUTION REQUIREMENTS
The RCM is seeking to identify potential vendors to provide an end-to-end travel and expense solution comprised of three key modules: Pre-Booking[1], Booking, and Expense Processing.
The solution must have configurable functionality to reflect the RCM’s travel and expense policies (which are subject to change from time to time), and reporting, and system administration controls within each module. The RCM may consider only implementing the Expense Processing module initially with an option to integrate additional modules in the future.
A vendor may propose a solution involving more than one vendor. Any multi-vendor solution must include information demonstrating the vendors have collaborated in delivering similar multi-vendor solutions to clients in the past. Furthermore, any solution involving multiple vendors must include a plan demonstrating an ongoing commitment to support and maintain an integrated solution into the future. Any multi-vendor solution must identify the lead vendor; the lead vendor would be solely responsible for the solution and contracting party to the RCM.
MANDATORY REQUIREMENTS
1. The vendor must demonstrate that in the previous 10 years they have not declared bankruptcy, insolvency, or sought protection against creditors. Additionally, the vendor(s) must warrant that there is no current litigation that could adversely affect their ability to delivery, or support a solution. The vendor nor any of its directors, officers or employees were convicted or sanctioned for an offence involving bribery, corruption, theft of corporate information, or client data.
2.The system must support English and French, and allow the user to switch between English and French user interfaces based on preference, and client support must be able to service the RCM in both English and French.
3.The system must be cloud-based SaaS (software as a service solution), and be available to the RCM on a 24/7 basis.
4.The system must allow the RCM to define configurable rules to reflect the RCM’s travel and expense policy.
5.The vendor must demonstrate that the Expense Processing is fully able to integrate with Microsoft Dynamics AX ERP system.
6.The system must allow corporate credit card transaction charges to be captured for direct entry into individual expense claims.
[1] RCM policy requires all travel and hospitality to be pre-approved prior to travel booking. The Pre-Booking module enables the prospective traveller to gather quotes and submit the travel estimate for approval. Pre-Booking will be guided by the RCM’s travel and hospitality restrictions on hotel rates, travel class etc.
