REQUEST FOR PROPOSAL Transfer of Knowledge Information Technology (IT) Turnkey Solution. Consultancy and Expert Services Required

Transcription

1 Introduction REQUEST FOR PROPOSAL Transfer of Knowledge Information Technology (IT) Turnkey Solution Consultancy and Expert Services Required November 3 rd, 2010 The Canada Games Council ( The Council ) is the franchise-holder of the Canada Summer and Winter Games. The Council is responsible to develop standards, policies, and procedures for the Canada Games. The Council manages all Canada Games transfer of knowledge (TOK) including bid development, overseeing Host Societies throughout planning and organising stages, successful Games delivery, and final results reporting. The Council has established a number of priorities for the strategic plan, including enhanced TOK and support to Host Societies. Stakeholders in the delivery of a successful TOK program include, Host Societies, the Council, NSO s, chefs and various levels of Governments (federal, provincial/territorial, and municipal). In working to develop the TOK program, the Council has specifically applied and supported enhanced information technology solutions across Games, but wishes to enhance its efforts in this area. A consultancy contract opportunity exists on the following topic: Transfer of Knowledge Information Technology (IT) Turnkey Solution Please note the Guidelines for Proposals section follows the contract descriptions within this document. Background The Council has been tasked to develop an interactive, efficient, and comprehensive Transfer of Knowledge (TOK) program applicable to all future Games. The program is being designed to create efficiencies within host societies and potentially reduce human resource and/or operating costs of Host Societies, over all operational areas of the Canada Games.

2 A. Project Overview This project application is being made to support the development of an IT turnkey solution for use by all future Canada Games Host Societies starting with 2013 Games by building on the successes of the 2007, 2009, and 2011 Canada Games initiatives. The project s plan is to enhance knowledge exchange in the area of IT to share data, information, application solutions and knowledge between Host Societies for mutual benefit and to create linkages between Host Societies who develop and use information systems to reduce operating costs in the area of IT development and operations. B. Required Activities & Deliverables 1) Requirements Gathering and Analysis The Consultant(s) will: gather requirements and analyse the functionality of all software applications and licenses currently being used by the Council and current hosting communities. Requirements gathering should take into consideration functional, user, service and support, and implementation requirements, by including Chefs de Mission, National Sport Organization, and Host Societies withinin the review. The scope of the review includes all software applications and licenses currently used by the Council and hosting communities for the 2009, 2011, and 2013 Games, including systems related to: -Document Management -Games Enabling Solution -Data Base MIS Applications -Office and Administration Software -Accounting Software -Human Resources Software -Project Management Software - Web Site Hosting and Content Management Applications Software applications and licenses listed for 2009, 2011, 2013 Host Societies as well as the Canada Games Council IT and software requirements identified in order to meet Canada Games standards for host societies, Contingents, NSOs and for needs of CGC 2) Document Management Recommend solution Reflecting on requirements of CGC and Host Societies, a recommendation is to be made highlighting challenges and assets of each system to CGC, identifying the recommended technical solution for document 2

3 management within a Host Society, the Council, and across Games between the Council and the Host Society. CGC to consider recommendation(s), confirm tool(s) to use for document management across Games and within Games. System implemented, lead by consultant, and communication plan put together for future Host Societies on use. 3) Games Enabling Solution Challenges, benefits, and requirements identified with existing solution provider for Games Management System. Requirements will be prioritized and recommended solutions identified to help address discrepancies in the Games management system contract. 4) Develop and Document Plans to Support Transfer of Knowledge (TOK) Between CGC and Host Societies Develop plan (including timelines, tasks, activities and budget) required to prepare enabling system/tool for transfer to future Games (2013, 2015, 2017) IT implementation and operation and support plan developed to prepare enabling system/tool including timelines, tasks, activities, and detailed budget to prepare IT turnkey solutions for all Canada Games (2013, 2015, 2017) 5) Implementation Procedures Creation of tools and documents to guide IT turnkey solution TOK to Host Societies. Draft user manuals produced by solution provider reviewed and edited and expanded. Implementation Manual, including Staff Training procedures User Manuals Training and implementation timelines (Project activities and timelines) 3

4 C. Assumptions and Agreements All work on this contract will be according to the direction of the the Council. Flexibility on timelines for deliverables is extremely limited given the requirement to enhance the Council s database and document-management systems to support CGC TOK program build, 2011 wind-down and 2013 start-up. Key dates (to be confirmed) include: o December 15, 2010: recommend document management system. o January 22 nd 2011: implement document management system. o January 31, 2011: challenges noted and captured for contract of Games Enabling solution. o March 7, 2011: IT plan developed to prepare enabling system/tool, and additional licenses/support, including timelines, tasks, activities, and detailed budget to prepare IT turnkey solutions for all Canada Games (2013, 2015, 2017) The budget for this project has been set at $25, (not including GST). The bid should meet all deadlines and not exceed the projected budget. The contract will be managed bythe Council. At the conclusion of the project, all materials developed by the project team will become the exclusive property of the the Council and must be in electronic format. In addition, any and all work sheets and other working documentation will also become the property of the the Council. D. Required Proposal Format The proposal may be delivered in either English or French. The proposal must contain a technical section and a time-cost section. The technical section must include projected required personnel, schedules for completing the project and a description of the product to be provided. The time-cost section must detail the time-lines and costs that will be required to complete the project. E. Applicants must provide: An indication of ability to communicate in both English and French (reading, writing, oral) A summary of relevant experience. An estimate of the number of personnel to be employed in the delivery of the services and the projected number of work days for each person as well as their specific component of the project Evidence of experience and expertise of all proposed personnel in the subject area of the contract. A list of references concerning the Consultant s services. An indication of availability between the mid-end of November 4

5 2010 and March 31 st, F. Evaluation criteria for award of contract The criteria to be used in making the awards (not necessarily in order of importance) will be: Adequacy of proposed response. Quality of proposed product. Note: references provided by the Consultant(s) may be contacted to evaluate the submission. Qualifications of all project personnel, including: knowledge of multisport games, (preferably the Canada Games), post-secondary education in IT or business admin, and experience in the development of Information Technology plans or solutions. Availability. Price. Bilingualism an asset. G. Submission deadline: Monday November 15, No exceptions will be made to this deadline. H. Submit, an electronic copy of the proposal, to Canada Games Council: Mike Ostrom, Canada Games Council 2197 Riverside Dr., Suite 701 Ottawa, ON K1H 7X3 Fax: I. Terms and Conditions 1. The Canada Games Council undertakes to use its best endeavours to hold confidential any information provided by Consultants. Should Consultants wish that any of the information supplied in their tender not be disclosed, such information should be identified and the reasons for its confidentiality specified. The Council will consult with the relevant Consultants about such confidential information and its possible communication in the evaluation of the Tenders. 2. The Council does not bind itself to accept either the lowest cost tender or any tender submitted. 3. The Council will not be liable for any costs or expenses incurred in the preparation of a tender. 4. If so requested by the Council, Consultants will make themselves available for any interviews considered necessary during the selection process. 5