Request for Proposal. Saskatchewan Arts Board. Database Development. RFP Reference Number S AB-ADMIN001. Release Date Februar y 9, 2016

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1 Request fr Prpsal Saskatchewan Arts Bard Database Develpment RFP Reference Number S AB-ADMIN001 Release Date Februar y 9, 2016 Clsing Date March 1, 2016 Clsing Time 2:00 pm, Lcal Sask. Time

2 Page 2 f Intrductin The Saskatchewan Arts Bard recgnizes, encurages and supprts the arts t enrich cmmunity well-being, creativity, diversity and prsperity. The agenc y prvides grants, prgrams and services t individuals and grups whse activities have an impact n the arts in Saskatchewan and ensures that pprtunities exist fr Saskatchewan residents t engage in all art frms. The Arts Bard als prvides awards fr utstanding achievement in the arts, and cllects and displays wrks f art by Saskatchewan artists. The Saskatchewan Arts Bard s Permanent Cllectin includes ver 3,000 wrks f mre than 600 artists and represents the wrk f ur prvince s artists ver the past six decades. Its gal is t represent the cntemprary art practices f artists within the prvince fr the purpse f public access. Additinal infrmatin n the Arts Bard can be fund at The Prject (Summary) The Arts Bard seeks prpsals frm database develpers t install, cnfigure and custmize a database platfrm fr the agenc y s Permanent Cllectin f artwrk, as well as prvide training and related dcu mentatin fr users f the new system. The new database will have web interface capability with the ptential t mve t an nline submissin prcess. The final database may have tw different types f recrds (art bjects, cntacts), and culd include up t fields that shuld be srtable and searchable with multi-field searchability. Fields will include the capability t stre lw -res images and PDFs. The database will need t generate a variety f reprts, including (but nt limited t) : Labels Cnditin reprts Damage reprts Registry frm s Rental cntract Lan cntract Receipts General letters r crrespndence This prject will als include data migratin frm an Excel spreadsheet with mre than 2,900 recrds with 15 fields each. W e are seeking a prvider with a demnstrated and prven track recrd with implementatins and custmizatin f s ystems at similar rganizatins. Detailed requirements will be prvided t the services prvider with the successful prpsal.

3 Page 3 f Backgrund The Arts Bard maintains a database f Permanent Cllectin recrds that is currently running n antiquated technlg y that is unreliable and difficult t maintain. The agenc y wuld like a mre mdern database that is secure, reliable, user-friendly and maintainable. Until 2003, the recrds fr the Permanent Cllectin were maintained n a highly custmized database built n DOS-based Revelatin sftware that is n lnger supprted. That database has 60 fields per article accessined int the cllectin. W e have s me access t this material, althugh we believe that sme f that data has becme crrupt; this prject des nt include data migratin frm this surce. Since 2003, recrds have been kept in a simple Excel spreadsheet, with 15 fields per article accessined. This spreadsheet includes all items frm the earlier Revelatin database. The prject des include data migratin frm this spreadsheet. The Arts Bard wrks in a PC envirnment with ff -site technical supprt. W e are willing t cnsider n-site, ff-site and web-based hsting fr the Permanent Cllectin database and wuld encurage respndents t this RFP t recmmend their prpsed database prgram (r t detail hw ne wuld be selected), their prpsed hs ting slutin, and t nte all related csts. Over the next year, the Arts Bard will als be develping a slutin fr ur grants database, a large peratinal s ystem which will need t include capability fr nline grant applicatins. It might be interesting fr respndents t this RFP t cnsider interperability and data sharing between these tw database s ystems, particularly in relatin t infrmatin abut artists. 2.2 Prject Structure The successful develper will wrk with staff t create a wrk plan that ensures the needs f the Arts Bard are met within the specified timeframe. 2.3 Prject Duratin The prject duratin will be as fllws: Prject Start Date: as early as pssible fllwing selectin f supplier Prject End Date: end f May 2016

4 Page 4 f Schedule f Events The fllwing is a schedule f events in the RFP p rcess, which is subject t change. Dates fr milestnes after the clsing date are prvided as target dates nly. Best effrts will be applied t meet these dates, hwever they may change. W here dates change, ntice f thse changes will be prvided If revisins t any part f this RFP, exclusive f any changes t the freging schedule f events, are necessar y after the clsing date, shr t-listed develpers will be ntified and have an pprtunity t refine, submit r resubmit their prpsals. RFP Release Date: Februar y 9, 2016 RFP Clsing Date and Time: Shrtlist Selectin and Pre- Interview screening : Prject Start Date: March 1, :00 p.m., Lcal Sask. Time March 7, 2016 as sn as pssible Prject End Date: late May Prpsal Submissins An electrnic cpy ( via ) f yur prpsal indicating the RFP reference number and clsing date are t be frwarded t: Saskatchewan Arts Bard Attn: Janna Galass, Executive Assistant 1355 Brad Street Regina, SK S4R 7V1 By: March 1, 2016 at 2:00 p.m., Lcal Sask. Time The time fr clsing f prpsals will be determined by the time shwn n the time and date stamp as received by .

5 Page 5 f Inquiries Inquiries regarding this cmpetitin are t be directed, via , t: Janna Galass Saskatchewan Arts Bard Develpers shuld make inquiries as early as pssible and shuld nt make assumptins regarding the nature f the requirements f the RFP. Develpers must recgnize that certain prprietar y infrmatin may nt be released t anyne ther than the successful develper(s). The Arts Bard assumes n respnsibility r liability arising frm infrmatin btained in a means ther than thse prescribed in this RFP. 6.0 Prpsal Respnse Frmat T ensure a prpsal is cnsidered fr evaluatin it shuld include all the infrmatin requested, and be presented, in the rder described belw. Respnses cntaining references t dcuments, manuals and/r websites in lieu f prviding the reques ted infrmatin will result in the prpsal being rejected. 6.1 Title Page This first page shuld shw the prject title and RFP reference number, clsing date and time. Included n this page shuld be the develper s cntact infrmatin as fllws: Legal cmpany name: Business Name Registratin Number: if applicable Cmpany Address: Cntact name: Cntact phne number: Cntact address: 6.2 Letter f Intrductin One page f intrductin which shuld be dated and signed by an fficial authrized t negtiate, make cmmitments and prvide clarificatins with respect t the prpsal. 6.3 Acceptance f Terms and Cnditins Any deviatins r exceptins t the terms and cnditins in this RFP dcument shuld be fully described. 6.4 Executive Summary Prvide a summary f th e key features f yur prpsal.

6 Page 6 f Prpsed Apprach Prvide a detailed descriptin f yur prpsed apprach t meet the requirements as utlined in sectin 2 (and all its subsectins) f this RFP. The descriptin shuld include yur understanding f the prject requirements as well as utline any creative alternatives, pprtunities r innvatins that may be beneficial t the prject. Identify any assumptins that yu have cnsidered in prpsing yur slutin. 6.6 Prject Wrk Plan and Timelines Prvide a detailed wrk plan that includes: the estimated start and end dates fr each phase f the prject delivery f research (if any) and recmmendatins cnclusins and recmmendatins. 6.7 Detailed Prject Csts Cmplete and detailed descriptin f budget and fees fr the services required as utlined in this dcument. Please nte: The Saskatchewan Arts Bard is a GST exempt entity. Therefre, it is the supplier s respnsibility t ensure the agenc y is nt charged GST. PST, if applicable, shall be included. All prices quted must be in Canadian Funds. 6.8 Develper Prfile Prvide a brief intrductin f yur cmpany including: length f time in business lcatin f head ffice and any sub -ffices a descriptin f the develper s experience within the last three (3) years. a full understanding f the expected utcmes and prven capacity t meet expectatins within a limited timeframe. prven experience in prviding these services t ther rganizatins any sub-cntracting r partnership arrangements. Outline the nature f the prpsed invlvement and the nature f the relatinship. Please Nte: T validate the experience f the cmpany and/r sub -cntractr r partnership, shrt-listed develpers may be required t p rvide, upn request, three ( 3) references.

7 Page 7 f Prpsed Staffing Resurces Name, lcatin and rle f resurce Include a summary f relevant assignment(s) and respnsibilities including an explanatin n hw the past prjects are relevant t this prject Prvide an indicatin f strengths the prpsed resurce will bring t the prject. 7.0 Interview Shrt-listed develpers may be required t participate in an interview with fficials f the Arts Bard. The evaluatin team will ask questins abut the cntents f the prpsal r presentatin/demnstratin fr clarificatin purpses. Clarificatins made by the develper during the interview/presentatin will becme part f the develper s prpsal and may be included in any cntract negtiatins. 7.1 Reference Checks (If Required) The evaluatin will cnsist f cmpleting reference checks fr the develper and/r their prpsed resurces and sub -cntractrs (if applicable). The Arts Bard reserves the right t cntact any f the develper s custmers wh the Arts Bard believes may be able t prvide infrmatin abut the develper that wuld be pertinent t this RFP. Any such infrmatin received will be cnsidered t be a reference check. The Arts Bard reserves the right t cnduct reference checks at a ny time during the RFP prcess. The Arts Bard reserves the right t eliminate a develper with bad references.

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