Kofax Enhancement Project. Request for Proposal

Transcription

1 Kofax Enhancement Project Request for Proposal Request for Proposal No.: WCBNS Closing Date: June 16 th, 2010 Location: Workers' Compensation Board Corporate Development Department Workers Compensation Board of Nova Scotia 5668 South Street P.O. Box 1150 Halifax, NS B3J 2Y2 FAXED BIDS ARE NOT ACCEPTABLE

2 REQUEST FOR PROPOSAL For Kofax Enhancement Project for Workers Compensation Board of Nova Scotia Request for Proposal No: WCBNS Request for Proposal Issue Date: June 1 st, 2010 Responses to this Request for Proposal must be Received by: Attn: Erica Lawseth Corporate Development Dept., Workers Compensation Board of Nova Scotia, 5668 South Street, P.O. Box 1150, Halifax, Nova Scotia, B3J 2Y2 Not later than Closing Date and Time: June 16 th, 2010@ 12:00pm AST Public Opening: June 16 th, 2:00pm AST Facsimile and bids will not be accepted Page 2 of 35

3 TABLE OF CONTENTS 1.0 Introduction and Scope Request for Proposal Terminology Mandate Purpose and Scope of Work Eligibility RFP Process Proposal Changes and Amendments Closing Date Late Proposals Alternative Solutions Changes to Proposal Response Wording Proponents' Expenses Firm Pricing Completeness of Proposal Additional Terms Subcontracting Acceptance of Proposals Definition of Contract Proposals as Part of Contract Liability for Errors Acceptance of Terms Financial Stability Ownership of Proposals and Freedom of Information Use of Request for Proposal Confidentiality of Information Reciprocity Contract Clauses Registration with Workers' Compensation Board Indemnity Insurance Funding Contract Administrator Compliance with Laws Occupational Health and Safety Contract Term RFP Procedures for Evaluation Evaluation Team Pass/Fail Criteria Short List Proponent Evaluation and Selection Debriefing Negotiation Delay News Releases Evaluation Process Proposal Preparation Proposal Content and Response Format Enquiries Proposal Scope and Time Frames Constraints WCBNS Responsibilities Page 3 of 35

4 7.0 Functional Requirements Requirements Background and Context Requirements Proposal Pricing Financial Proposal Certification Block Appendix A Page 4 of 35

5 Administrative Requirements The following terms will apply to this Request for Proposal and to any subsequent contract. Submission of a proposal in response to this Request for Proposal indicates acceptance of all the following terms. 1.0 Introduction and Scope 1.1 Request for Proposal Terminology Throughout this Request for Proposal, terminology is used as follows: a) "Contractor" means the successful Proponent to this Request for Proposal who enters into a written contract with the Workers Compensation Board of Nova Scotia; b) "Must", "critical" or "required" means a requirement that must be met in substantially unaltered form in order for the proposal to receive consideration; c) "Proponent" means an individual or a company that submits, or intends to submit, a proposal in response to this "Request for Proposal"; d) Workers Compensation Board or WCBNS means the Workers Compensation Board of Nova Scotia on whose behalf this Request for Proposal is issued; e) "Should" or "desirable" means a requirement having a significant degree of importance to the objectives of the Request for Proposal. 1.2 Mandate The WCBNS s vision is Nova Scotians safe and secure from workplace injury. Reducing human suffering and the costs associated with workplace injury is what drives us. Funded entirely by the employers of Nova Scotia, the WCBNS provides workplace injury insurance for more than 18,000 employers, representing about 300,000 workers across the province. The WCBNS sets the standard for workplace injury insurance. We inform and inspire Nova Scotians in the prevention of workplace injury, but if it occurs, we support those whose lives it touches by championing a timely return to safe and healthy work. That is our mission. 1.3 Purpose and Scope of Work This Request for Proposal is issued by the Corporate Development Department on behalf of the Workers Compensation Board of Nova Scotia (WCBNS). The purpose of this Request for Proposal is to inform potential Proponents of a business opportunity and to solicit proposals. This RFP is the critical stage in assessing the Proponents ability to meet the requirements for a Kofax Transformation Module (KTM) Software Solution to be implemented through the Kofax Enhancement Project. The WCBNS is requesting the successful proponent supply the WCBNS with professional services, software implementation and expertise related to a KTM solution. As a first step in the Kofax Enhancement Project the WCBNS is looking to procure the services of a Certified Kofax reseller and a Certified and experienced integrator for KTM. Page 5 of 35

6 The successful proponent must demonstrate expertise and experience in implementing, integrating and providing professional services for Kofax Transformation Module Software. Once KTM has been implemented the WCBNS will also require on-going maintenance and support services for this solution. In issuing this RFP, WCBNS is requesting proposals for the provision, deployment, implementation and maintenance of the complete Kofax Transformation Module (KTM) Software Solution for WCBNS. It is also expected that subsequent phases of the Kofax software solution or additional electronic document streamlining software may follow in the future. The value of subsequent phases is anticipated to be equivalent to or greater in cost than the Kofax Enhancement Project. Continuity and consistency of Professional Services, Project Management and Service and Maintenance Agreements related to these services is considered a critical success factor for future phases of electronic document streamlining software implementation. It is therefore the intent of the WCBNS to award future phases of the Kofax Enhancement Projects based on the results of this RFP unless the chosen provider fails to deliver the expected results. The Kofax Enhancement Project will require a minimum of 100 forms to be trained by the successful proponent The Proponent will be responsible for KTM knowledge transfer and training of WCBNS designated staff. The Proponent will provide WCBNS staff with the skill and ability to implement and train KTM on additional forms to be implemented in the future. This project must begin as soon as the contract between the parties has been signed and no later than July 29 th, This project must be implemented by November 22 nd, 2010 with a project completion date no later than February 16, Proponents shall note that a response to this RFP does not commit the WCBNS to any course of action resulting from its receipt. This document shall not be construed as a contract between the parties and no communication whether verbal or written by WCBNS personnel or agents during the course of the evaluation process shall create such a contract with respect to the products or services specified in this RFP. 1.4 Eligibility Prospective Proponents are not eligible to submit a proposal if current or past corporate or other interests may, in the WCBNS's opinion, give rise to a conflict of interest in connection with this proposal. The Proponents must specify where they believe the conflict of interest exists today or where it may exist in the future. 2.0 RFP Process 2.1 Proposal Changes and Amendments The Workers Compensation Board will notify all Proponents in writing with regard to any changes made to the Request for Proposal or any change in the closing date or time. When these changes occur within five government business days of the close of the proposal, the proposal closing date may be extended to allow for a suitable number of bid preparation days between the closing date and the issuance of the change. Page 6 of 35

7 2.2 Closing Date Proponents must submit 10 complete copies with 1 Financial Proposal in a sealed enveloped contained within the main envelope of the Proponent s response. Proposals must be received by 12:00pm (noon), June 16 th, 2010 at the Corporate Development Department, Workers Compensation Board of Nova Scotia, 5668 South Street, P.O. Box 1150, Halifax, Nova Scotia, B3J 2Y2. Proposals may not be sent by facsimile or , however, an electronic copy of the successful Proponent s Submission will be required by the WCBNS once the tender has been awarded. Proposals and their envelopes should be clearly marked with the name and address of the Proponent, the Request for Proposal number, and the proposal title. Proposals will be opened at the Workers Compensation Board s Offices at 2:00pm on June 16 th, Late Proposals Late proposals will not be accepted and will be returned to the Proponent. 2.4 Alternative Solutions If alternative solutions are offered, please submit the information in the same format, as a separate proposal. 2.5 Changes to Proposal Response Wording The Proponent will not change the wording of its proposal after closing and no words or comments will be added to the Proponent s submission unless requested by the WCBNS for purposes of clarification. The Proponent may change a previously submitted proposal by withdrawal, amendment or submission of a replacement if done prior to the tender closing date and time. This information or request should be submitted in writing on company letterhead or equivalent and contain the signature of the individual submitting the original submission. 2.6 Proponents' Expenses Proponents are solely responsible for their own expenses in preparing, delivering or presenting a proposal and for subsequent negotiations with the WCBNS, if any. 2.7 Firm Pricing Proposals must be open for acceptance for at least 90 days after the closing date. Upon acceptance, prices will be firm for the entire contract period unless otherwise specified. 2.8 Completeness of Proposal By submitting a proposal, the Proponent warrants that all components required to deliver the services requested have been identified in the proposal or will be provided by the Contractor at no additional charge. 3.0 Additional Terms 3.1 Subcontracting Utilizing a sub-contractor (who must be clearly identified) is acceptable and is encouraged, if it provides skills and technology transfer to Nova Scotia. This includes a joint submission by two Proponents having no formal corporate links. However, in this case, one of these Proponents must be prepared to take overall responsibility for successful provision of the goods and/or Page 7 of 35

8 services as well as the responsibility for continuing the solution if the partnership is discontinued. This must be defined in the proposal. Sub-contracting to any firm or individual whose current or past corporate or other interests may, in the WCBNS's opinion; give rise to a conflict of interest in connection with this project will not be permitted. This includes, but is not limited to, any firm or individual involved in the preparation of this Request for Proposal. 3.2 Acceptance of Proposals The Workers Compensation Board reserves the right to modify the terms of the Request for Proposal at any time at its sole discretion. This Request for Proposal should not be construed as a contract to purchase goods and/or services. The Workers Compensation Board is not bound to accept the lowest priced or any proposal of those submitted. Proposals will be assessed in accordance with the evaluation criteria and chosen based on overall value. Subsequent to the submission of proposals, presentations may be conducted with some of the Proponents, but there will be no obligation to receive further information, whether written or oral, from any Proponent. The Workers Compensation Board will not be obligated in any manner to any Proponent whatsoever until a written contract has been duly executed relating to an approved proposal. Neither acceptance of a proposal nor execution of a contract will constitute approval of any activity or development contemplated in any proposal that requires any approval, permit or license pursuant to any federal, provincial, regional district or municipal statute, regulation or by-law. 3.3 Definition of Contract Notice in writing to a Proponent of the acceptance of its proposal by the Workers Compensation Board and the subsequent full execution of a written contract will constitute a contract for the goods and/or services, and no Proponent will acquire any legal or equitable rights or privileges relative to the goods and/or services until the occurrence of both such events. 3.4 Proposals as Part of Contract Proposals may be negotiated with Proponents, and if accepted, may form part of a contract. 3.5 Liability for Errors While the Workers Compensation Board has used considerable efforts to ensure an accurate representation of information of this Request for Proposal, the information contained in this Request for Proposal is supplied solely as a guideline for Proponents. The information is not guaranteed or warranted to be accurate by the Workers Compensation Board, nor is it necessarily comprehensive or exhaustive. Nothing in this Request for Proposal is intended to relieve Proponents from forming their own opinions and conclusions with respect to the matters addressed in this Request for Proposal. 3.6 Acceptance of Terms All the terms and conditions of this Request for Proposal are assumed to be accepted by the Proponent and incorporated in its proposal. Proponents who have obtained the Request for Proposal electronically must not alter any portion of the document, with the exception of adding the information requested. To do so will invalidate the proposal. Page 8 of 35

9 3.7 Financial Stability The successful Proponent will be required to demonstrate financial stability and confirm current registration, or state willingness to undertake registration, to conduct business in Nova Scotia. This information is required in relation to the prime only and as the prime must certify that they are assuming full financial and legal responsibility for their contractual commitments. 3.8 Ownership of Proposals and Freedom of Information All documents, including proposals, submitted to the WCBNS become the property of the WCBNS and are subject to disclosure under the Nova Scotia Freedom of Information and Protection of Privacy Act. By submitting a proposal, the Proponent thereby agrees to public disclosure of its contents. Any information the Proponent considers 'confidential business information' because of its proprietary nature should be marked as "confidential", and will be subject to appropriate consideration as defined within the Nova Scotia Freedom of Information and Protection of Privacy Act. 3.9 Use of Request for Proposal This document, or any portion thereof, will not be used for any purpose other than the submission of proposals unless otherwise stipulated herein Confidentiality of Information Information pertaining to this Request for Proposal obtained by the Proponent as a result of participation in this proposal is confidential and must not be disclosed without written authorization from the Workers Compensation Board. Proponents must adhere to the information sharing legislation (i.e. The Freedom of Information and Protection of Privacy Act (FOIPOP), the Personal Information International Disclosure Protection Act (PIIDPA))and the Privacy Review Officer Act, (PROA) to which the WCBNS is bound regarding any use, collection, disclosure, retention, etc. of all information relating to the RFP, the Proponent s Submission and/or the future contract regarding data transfer or otherwise (i.e., release of the RFP or the contract itself). For details on FOIPOP, PIIDPA and the PROA please refer to: Reciprocity The Worker s Compensation Board may consider and evaluate any proposals from other Workers Compensation jurisdictions on the same basis that the government purchasing authorities in those Workers Compensation jurisdictions would treat a similar proposal from the Workers Compensation Board of Nova Scotia. 4.0 Contract Clauses 4.1 Registration with Workers' Compensation Board The contract may contain a provision that the Contractor and any approved subcontractors must carry appropriate coverage with the Workers' Compensation Board (WCBNS), in which case WCBNS coverage must be maintained for the duration of the contract. Prior to receiving any payment, the Contractor may be required to submit a WCBNS Clearance Letter indicating that all WCBNS assessments have been paid. 4.2 Indemnity The Contractor will indemnify and save harmless the Workers Compensation Board, its employees and agents from and against all claims, demands, losses, damages, costs and expenses made against or incurred, suffered or sustained by the Workers Compensation Page 9 of 35

10 Board at any time or times (either before or after the expiration or sooner termination of this Contract) where the same or any of them are based upon or arise out of or from anything done or omitted to be done by the Contractor or by any servant, employee, officer, director or subcontractor of the Contractor pursuant to the contract. 4.3 Insurance The contract may contain a provision that the Contractor will, without limiting its obligations or liabilities and at its own expense, provide and maintain, throughout the contract term, Comprehensive General Liability in an amount not less than $5,000,000 inclusive per occurrence insuring against bodily injury, personal injury and property damage and including liability assumed under contract with insurers licensed in the province of Nova Scotia and in the forms and amounts acceptable to the Workers Compensation Board. All required insurance will be endorsed to provide the Province and the WCBNS, upon request, with 30 days advance written notice of cancellation or material change. The Contractor will, on signing the contract, provide the Province and the WCBNS with evidence of the required insurance. The Contractor shall use due care in performing work for the WCBNS. The Contractor shall not be liable for any indirect or consequential damages related to the services performed under this Agreement unless caused by the Contractor s negligence. 4.4 Funding Notwithstanding any other provision of this Request for Proposal, the contract contemplated by this Request for Proposal and the financial obligations of the Workers Compensation Board pursuant to that contract are subject to: a) There being sufficient monies available in the appropriation to enable the Workers Compensation Board in any fiscal year or part thereof when the payment of money by the province to the Contractor falls due under the contract entered into pursuant to the Request for Proposal to make that payment. 4.5 Contract Administrator A contract administrator will be assigned by the Workers Compensation Board to oversee the contract awarded to the successful Proponent. 4.6 Compliance with Laws The Contractor will give all the notices and obtain all the licenses and permits required to perform the work. The Contractor will comply with all laws applicable to the work or performance of the contract. 4.7 Occupational Health and Safety The Contractor must comply with the Nova Scotia Occupational Health and Safety Act at all times in the delivery of services throughout the duration of this Agreement and possess a Certificate of Recognition or, in the alternative, have appropriate safety programs in place. 4.8 Contract Term The Contractor will be expected to commit for up to a five year term. The successful proponent will be required to enter into a written contract with the WCBNS in a form such as that attached to this RFP as Appendix A. 5.0 RFP Procedures for Evaluation Page 10 of 35

11 5.1 Evaluation Team Evaluation of proposals will be conducted by an internal team formed by the Workers Compensation Board. 5.2 Pass/Fail Criteria Request for Proposal responses should include pass/fail criteria as described in Section Proposals not meeting all pass/fail criteria will be rejected without further consideration. 5.3 Short List The evaluation procedure will produce a short list of preferred Proponents based on the results of the Pass/Fail Criteria and the evaluation of the written submission. 5.4 Proponent Evaluation and Selection (i) The Evaluation Team will validate proposals against the Evaluation Process outlined in Section and Proponents may also be required to complete an oral presentation of their proposed solution (Section 5.8.4). References of the Proponents with the three highest scores will be checked prior to any oral presentations. Providing the result of the reference check is satisfactory, the WCBNS s intent is to enter into immediate contract negotiations with the Proponent who provides the best overall value. It is expected that a signed contract will be in place within 20 business days of the contract award subject to successful negotiation and execution of a contract, this Proponent will provide the required services. (ii) Notwithstanding 5.4(i) above, the Board reserves the right to terminate the project as set out in this RFP prior to any work being completed or the parties having entered into a contract, upon providing reasonable written notice to the Proponent. Termination may occur as a result of, but not limited to, budgetary constraints, the inability of Board staff resources to carry out the project, or as a result of the project being deemed unnecessary. 5.5 Debriefing Unsuccessful Proponents may request a debriefing meeting with the WCBNS after a contract has been signed with the successful Proponent. 5.6 Negotiation Delay If a written contract cannot be negotiated within twenty business days of notification of the successful Proponent, the Workers Compensation Board may, at its sole discretion at any time thereafter, terminate negotiations with that Proponent and either negotiate a contract with the next qualified Proponent or choose to terminate the Request for Proposal process and not enter into a contract with any of the Proponents. 5.7 News Releases Proponents shall not make any news releases concerning this RFP without the prior written consent of the WCBNS, and then only in coordination with the WCBNS in accordance with any legislation, procedures or policies to which the WCBNS may be bound. 5.8 Evaluation Process Page 11 of 35

12 5.8.1 Introduction It is mandatory that Proponents respond to all clauses of Section 7.2 and 6.1 of the Request for Proposal. Failure to respond to any clause of Section 7.2 and 6.1 will render the proposal non-compliant and the proposal will receive no further consideration. The clauses in Section are marked (Pass/Fail) and will be evaluated on a Pass or Fail basis. A proposal will be considered non-compliant and receive no further consideration if the response to any such clause is deemed by the evaluators to be unsatisfactory. All other clauses will be rated according to the evaluation criteria and scoring described in Section 5.8.2, and All proposals will be examined in detail in accordance with the evaluation criteria and following the approach outlined in this section. The WCBNS reserves the right to either award a contract to the most effective Proponent as determined by the evaluation criteria or not to make an award if none of the proposals received meet the minimum requirements of the evaluation criteria Evaluation Approach The proposal evaluation approach is as follows: Stage 1 Pass/Fail Criteria a) Evaluation of compliance to Pass/Fail criteria as identified in the Request for Proposal (Section 7.2.1). b) Those proposals that are scored as Fail for any of the Pass/Fail criteria will be deemed non-compliant and receive no further consideration. Stage 2 Written Component The following criteria will form the basis upon which evaluation of proposals will be made: 5% - Proponent Profile (Section 6.1.3) 15% - Technical Response (Section 6.1.4) o Scope and Objectives (Section ) o Control Procedures (Section ) 50% Response to Requirements (Section 6.1.5) o Experience and breadth of technical, software and workflow knowledge of the proposed solution with similar relevant projects (Sections & 7.2.3) o Demonstrated understanding of project objectives project management requirements, functional and implementation requirements (Section 7.2.4) 10% - References (Section 6.1.6) 20% - Proposal Pricing (Sections and 8.0) The WCBNS may invite proponents for oral presentations (Section 5.8.4) Evaluation Criteria and Scoring The written component requires the attainment of a minimum overall score of 70%. Proposals not attaining the minimum scores will be deemed non-compliant and receive no further consideration. See the table below for the distribution of percentages and corresponding points if applicable; Page 12 of 35

13 Requirement Description Max. % of Overall Score Min. % Required Score Proponent Profile 5% N/A Technical Response 15% N/A Response to Requirements 50% 75% (37.5 points) References 10% N/A Proposal Pricing 20% N/A Proponent Profile The corporate information, as outlined in Section 6.1.3, will be awarded points by the evaluators through a subjective assessment of: a) The structure provided for the proposal; b) The use of sub-contractors; c) The relative capability and experience for the proposal; d) The longevity of the organization; and e) The financial stability of the organization Technical Response The corporate information, as outlined in Sections and , will be awarded points by the evaluators through a subjective assessment of: Scope and Objectives Control Procedures Response to Requirements The Requirements outlined in Sections 7.2.2, and will be evaluated on the basis of the classification of the requirement and the Proponent s response as follows: Requirement Classifications (in order of priority) include: Critical; and Desirable. In addition, Proponents will be scored based on detailed information and examples provided concerning the requirements References The corporate information, as outlined in Section 6.1.6, will be awarded points by the evaluators through a subjective assessment Proposal Pricing The sealed envelopes containing the Financial Proposals will be opened after the Proposal evaluations have been completed and only for those Proponents who have achieved the minimum score. For the purpose of evaluating the financial components, the Proponent with the lowest price will receive the maximum number of points allocated to price (i.e. 100 points). Page 13 of 35

14 Financial points for other Proponents will be allocated relative to the lowest priced Proponent according to the following formula, where L is the price of the lowest priced Proponent and P is the price of the Proponent under consideration: Number of Points awarded = 100 (P L)/L*100 For example: Proponent Score Price Calculation % of Available Points 1 $10 Lowest $ (12 10)/10* $ (15 10)/10* $ (18 10)/10* $20 or higher 100 (20 10)/10*100 0 WCBNS reserves the right to exclude outlier prices Oral Presentations If Proponents are invited to an oral presentation, they may be required to sign a Confidentiality Agreement prior to performing the oral presentation. A list of questions and scenarios will be provided no less than five (5) business days in advance of the oral presentation. Answers to these questions must be provided as part of the oral presentation. All Proponents will receive the same questions in advance. Proponents will be permitted 1 hour in which to present their solution/services, which must include responses to questions provided in advance, sample scenarios (as chosen by the WCBNS) for the proposed solution/services. In addition, the oral presentation must also contain a portion where the technical and requirement aspects of the proposed solution/services are discussed. The Proponent and one or more members of the Proponent s proposed project team must make the oral presentation. The presentation will be followed by a question and answer session. A maximum of 1 hour will be set aside for the question and answer session directly following the presentation. In total, each Proponent will be allotted 2 hours of time. The session may be recorded. Points will be adjusted by the evaluators based on a subjective assessment of: a) how well the proposal meets the needs of the WCBNS; b) the knowledge of the Proponent about problems associated with similar c) projects; d) the proposed project team and their experience implementing similar e) solutions; and f) answers to the questions provided in advance. Clarifications made during the oral presentation, together with hard copies of the presentation, will be subsequently provided to the WCBNS Award of Contract The successful Proponent, i.e. the Contractor, will have the highest overall score defined as the sum of the scores for the written and oral components. Page 14 of 35

15 6.0 Proposal Preparation 6.1 Proposal Content and Response Format In order to ensure that the evaluation of proposals is conducted consistently for each Proponent and to ensure each proposal receives full consideration, the format and sequence indicated in sections through must be followed Format The Proponent s proposal should consist of 10 copies with 1 copy of the Financial Proposal in a sealed envelope contained within the main envelope of the Proponent s response. All pages of the written proposal should be consecutively numbered. Proposal Format 1. Introduction; a. Title Page, showing Request for Proposal number, proposal name, Proponent's name and address, closing dates and times, Proponent s telephone number, and a contact person; b. One page letter of introduction identifying the Proponent and signed by the person or persons authorized to sign on behalf of, and bind the Proponent to, statements made in the proposal; c. Table of Contents including page numbers; d. Executive summary Section 6.1.2; 2. Proponent Profile Section 6.1.3; 3. Technical Response Section 6.1.4; a. Scope and Objectives Section ; b. Control Procedures Section ; 4. Response to Requirements Section 6.1.5; a. Pass/Fail Criteria Section 7.2.1; b. Proponent Capabilities and Experience Section 7.2.2; c. Solution Requirements Section 7.2.3; d. Implementation Service Requirements Section 7.2.4; 5. References Section 6.1.6; 6. Proposal Pricing Sections and Executive Summary The Executive Summary must contain a short one to five page summary of key features of the proposal for context only Proponent Profile A corporate profile must be submitted detailing the Proponent s fields of expertise emphasizing those relevant to the proposal. The Proponent s corporate information (including all members of any sub-contractors and their employees, agents, and/or servants) must include: a. The complete legal name of the proposing entity; b. A description of the corporate organization of the proposing entity, including all members of any sub-contractors and their employees, agents, and/or servants. If the proposing entity is a team or any other multi-organizational structure, the corporate organization assuming accountability to the WCBNS on behalf of the proposing entity must be identified; c. The numbers of years in business for each company whose products and/or services are proposed in the Proponent s response; d. A description of the Proponent s capability and experience to undertake a service offering of the size and scope of that contained in this Request for Proposal; and e. A description of financial stability as outlined in Section 3.7. Page 15 of 35

16 6.1.4 Technical Response Scope and Objectives Scope and objectives must contain the Proponent s understanding of the scope and objectives of work by describing concisely in their own words: a. the proposal objectives; b. the proposal implementation priorities and constraints; c. a summary of the scope of work for the proposed KTM software solution and services; and d. the Proponent s vision for the implementation and service offering including any aspects that may go beyond those described in this document yet which are consistent with the WCBNS s overall mission. Responses to these details which contain an excessive amount of text copied directly from the Request for Proposal will not be regarded as indicating an understanding of the requirements Control Procedures Control procedures must contain a description of the Proponent s control procedures for the implementation and ongoing support. These must include, but are not limited to: a) Risk Management - For the risks identified by the Proponent, identify the potential impact if left unmitigated and specific risk mitigation plans that may be appropriate; and b) Change Management, Issue Tracking and Resolution Process - Describe the approach to: i. manage changes in key, assigned personnel; ii. manage changes in scope or requirements; and iii. manage issues including their assignment, tracking and resolution Response to Requirements To facilitate evaluation, the Response to Requirements must be organized and sections numbered to correspond directly with Section to Section of this Request for Proposal where appropriate. A tabular format may be used to respond and must: a) Identify the Request for Proposal Section and requirement/clause combination by number, e.g ; b) Provide the text of the requirement/clause, e.g. Demonstrated phased project experience related to scoping, integrating and implementing KTM software ; and c) Provide a response to the requirement/clause, being careful to address all specific topics identified in the requirement/clause. To facilitate the evaluation process, Proponents should pay careful attention to presentation and ease of relating the response to the requirement/clause. Responses must be succinct, detailing the Proponent s understanding of the requirement/clause and the WCBNS s objectives and why the Proponent is qualified to provide Professional Services and is a certified KTM Software expert and integrator. The Response to Requirements of this Request for Proposal must also include any guarantees offered by the Proponents as to the completion of the contract, any additional information, brochures, etc. in support of the Proponent s proposal (these may take the form of appendices) References Three references must be supplied and they must be valid within the last three years and must contain: a) Client Name: Name of client organization; Page 16 of 35

17 b) Service Description: A description of the nature, scope and duration of the services provided to the client; c) Common Personnel: Identification of proposed personnel who participated in referenced projects; d) Client Satisfaction: Indications of client satisfaction with the Proponent s performance; e) Team Composition: The team composition including whether the Proponent managed sub-contractors and their employees, agents, and/or servants; and f) Client Contact: The name, phone/fax numbers and address (if available) of any appropriate contact for the client organization. This individual must be available to be contacted during the evaluation period Financial Proposal One copy of the Financial Proposal must follow the requirements identified in Section 8.0 of this Request for Proposal. The Financial Proposal must be submitted in a sealed envelope contained within the main envelope of the Proponent s response which is clearly marked with: a) the Proponent s name; and b) identification that the contents are the Financial Proposal and reference the Request for Proposal title and number. 6.2 Enquiries All enquiries related to this Request for Proposal are to be directed to the following person(s) or his/her designate(s). Information obtained from any other source is not official and may be inaccurate. Enquiries and responses may be recorded and may be distributed to all Proponents at the WCBNS s option. Workers Compensation Board Contact: Erica Lawseth Corporate Development Department Workers Compensation Board of Nova Scotia, 5668 South Street, P.O. Box 1150, Halifax, Nova Scotia B3J 2Y2 Telephone: Fax: erica.lawseth@wcb.gov.ns.ca 6.3 Proposal Scope and Time Frames The following schedule is presented for guidance: Request for Proposal Response Period Opens: June 1 st, 2010 Request for Proposal Response Period Closes June 16 th, 2010 Request for Proposal Evaluation Complete: June 23 rd, 2010 Oral Evaluations (if applicable): June 30 th, 2010 Signing of Contract: July 29 th, 2010 Page 17 of 35

18 6.4 Constraints Constraints for this proposal include: a) The proposal will be subject to the Freedom of Information and Protection of Privacy Act; and b) The proposal is compliant with the Workers Compensation Act and Policies. 6.5 WCBNS Responsibilities If travel is required by the Contractor during the preparation of their proposal the expense for this travel will be incurred by the Proponent at no additional cost to the WCBNS. If travel is required by the WCBNS during the preparation of the proposal, the expense for this travel will be incurred by the WCBNS. In areas requiring input from the WCBNS (e.g. forms to be trained, data on form volumes, document formats, and workflow requirements) the WCBNS will make staff members available to assist and support the successful Contractor; this will be coordinated through the WCBNS Project Manager. The Contractor will identify the role; responsibilities, effort and timeframe of WCBNS staff members in their plan (refer to 7.2.4). 7.0 Functional Requirements 7.1 Requirements Background and Context The Workers Compensation Board of Nova Scotia is a workplace insurance agency established by the provincial government in 1917 to administer the province s Workers Compensation Act. This legislation provides that the WCBNS administer various financial benefits and rehabilitation services to workers who have been injured on the job. These benefits and services are administered by the WCBNS on behalf of the employers who finance the system, who are, in turn, protected from legal action by their employees Current Process for Paper & Fax Transmission of Forms & Documents Documents received via Canada Post mail or Couriers are scanned into our Kofax Capture Software. As well faxes are electronically captured by the Kofax Network Capture Server. All forms and documents received by the WCBNS are mapped to Kofax where Quality Control and Validation are completed by manual processes. Quality Control includes the rotation and splitting of documents into the appropriate number of pages. During Quality Control, the processor must separate documents into the appropriate groupings and release the batch to the next phase of the process which is validation. Validation consists of indexing the document received into the appropriate document type, document sub-type, date received, date completed by customer, name or claim number, the author and the section in which the document should appear in our internal document management system once released from Validation. Currently all processes related to document workflow of forms received by the WCBNS are handled manually in multiple phases by multiple processors Future Process for Paper & Fax Transmission of Forms & Documents using Kofax Transformation Module (KTM) Software The WCBNS has invested in Kofax solutions for electronic document processing. Going forward all software solutions and extensions must integrate quickly and natively into this Page 18 of 35

19 operating environment. For this reason, the WCBNS is seeking a Kofax based solution to enhance its document processing capabilities in terms of segmentation and classification of documents. This solution requires Kofax Transformation Module (KTM) software. A subset of high volume forms will be identified by the WCBNS and these forms will be trained with KTM software by the successful proponent. The successful proponent will be responsible for training designated WCBNS staff on how to train additional forms in KTM and how to navigate the software. Once KTM Software is in place, forms have been trained, and the successful proponent has delivered training to designated WCBNS staff, it is envisioned that classification and segmentation of documents will be automated. This project will introduce a KTM software solution which will support the WCBNS s front line quality control and validation processes; streamlining documents by decreasing or eliminating manual intervention of scanned or faxed documents. 7.2 Requirements Pass/Fail Criteria The following requirements will be evaluated on a Pass or Fail basis. A proposal will be considered non-compliant and receive no further consideration if the response to any clause is deemed by the evaluators to be unsatisfactory. Item # Requirement Yes/ No The successful proponent must have a secure data transfer utility to exchange files between the contractor and WCBNS once the contract has been signed and for the duration of the contract. The successful proponent must indicate their acceptance of the Liability Clause defined in Section 3.5 of this Request for Proposal by stating that they either agree fully with this clause or do not agree with this clause. If full agreement with this clause is not indicated then the proponent must provide their own version of a liability clause for consideration by the WCBNS. Proponents Response If no, provide alternative clause. The successful proponent must provide at least 3 references relating to the implementation, professional services and ongoing maintenance a of Kofax Transformation Module Software solution. The successful proponent must be a certified Kofax reseller and integrator of KTM software with implementation experience. Page 19 of 35

20 7.2.2 Proponent Capabilities and Experience The WCBNS seeks a proponent that can demonstrate they meet the following requirements: Proponent Capabilities & Experience Critical (C)/ Item # Description Desirable (D) Requirements Yes/ No Proponents Response D D Demonstrates experience and knowledge of workers compensation board or insurance industry. Illustrates an understanding of how the Workers Compensation Board uses Kofax software in the processing of forms and documents. Describe your knowledge of WCBNS/WCBs or Insurance based industries. Describe how you will undertake to deliver this requirement C Has professional service experience in providing implementation and Kofax integration services, guidance and on-going support for the proposed Kofax Transformation Module software solution. Response should include items such as: Number of clients Description of install base Describe pricing structure of software C C Demonstrates expertise and experience with KTM segmentation, classification and workflow Demonstrates project experience related to scoping, integrating and implementing of KTM software. Describe this requirement Describe this requirement and use specific examples Page 20 of 35

21 7.2.3 Solution Requirements The software must meet the following requirements: Solution Requirements Critical (C)/ Item # Desirable (D) Description Requirements Yes/ No Proponents Response C Successful proponent to supply KTM Software with Unlimited Fields Base Licence Provide detailed information concerning this products feature or any enhanced KTM features C Successful proponent to provide KTM Annual maintenance agreement Level of service provided in relation to maintenance, a sample maintenance agreement can be provided as an appendix C Successful proponent must supply solution capable of processing up to 1 million pages per year Describe the price structure in relation to volume Describe the process to upgrade the yearly volume of documents if it were required Page 21 of 35

22 7.2.4 Implementation Service Requirements Proponents must offer proven implementation services. Expectations with respect to the approach, proponent involvement, and implementation services include: Implementation Service Requirements Item # Critical (C)/ Desirable (D) Description Requirements C C C C C Plan: The successful proponent will provide professional services to assist in the project planning of software development and installation Build: The successful proponent will provide professional services to train, develop KTM software to have the ability to segment & classify a minimum of 100 forms Test: The successful proponent will provide professional services to unit test trained forms Location: The successful proponent will be positioned onsite at WCBNS for installation, training and initial support of the software Advisor: The successful proponent will provide subject matter expertise and advice related to electronic document processing and process optimization Yes/ No Proponent Response Describe the project plan you will put in place to accomplish the goals and objectives Describe the volumes of forms you are able to train and the time associated with this volume Describe your testing plan and approach Describe on-site process and support Describe your experience and ability in an advisory role C C Training: The successful proponent will provide training and knowledge transfer to designated WCBNS staff on KTM software functionality including but not limited to training of forms Timeline: The successful proponent must have the ability to begin the project as soon as the contract has been signed and no later than July 29 th, Installation of KTM software as well as segmentation and classification of 100 forms must be implemented by November 22 nd, Internal training, knowledge transfer and post implementation of KTM must be completed no later than February 16 th, 2011 Describe your plan and approach to knowledge transfer Describe how you will meet our strict timelines and your approach to meeting all requirements Page 22 of 35

23 8.0 Proposal Pricing The required number of copies of the Financial Proposal and Financial Proposal Response Format are described in Section 6.1. The Financial Proposal must have the following parts: a) Part 1: Financial Proposal; and b) Part 2: Certification Block. 8.1 Financial Proposal The Financial Proposal must be as follows: Information as described in Section 6.1.7; Software Price o Price must include KTM price related to volume of pages processed on a yearly basis. Professional Services o Professional Services will be provided on a time and materials basis to include; i. Per diem ii. Total number of days effort iii. Estimated expenses Annual Maintenance and Support o Support and maintenance plan must detail all available annuals plans and their corresponding costs. All assumptions associated with prices quoted must be described in the Financial Proposal; and o Prices quoted are to be: in Canadian dollars; inclusive of duty, where applicable; freight on board (FOB) destination; delivery charges included where applicable; and with Harmonized Sales Taxes (HST) shown separately. 8.2 Certification Block This section must contain the certification of the proposed pricing by an authorized representative of the Proponent s organization as follows: a) Signature; b) Name; c) Title; and d) Date. Page 23 of 35

24 Appendix A WORKERS COMPENSATION BOARD OF NOVA SCOTIA This Agreement made effective and entered into this day of A.D.,. BETWEEN: WORKERS COMPENSATION BOARD OF NOVA SCOTIA (hereinafter referred to as the Board ) OF THE FIRST PART - and - XXXXXXXXXXXXXXXXXXXXXXXXXX (hereinafter referred to as the Service Provider ) OF THE SECOND PART WHEREAS the Board wishes to retain the services of the Service Provider for the purpose of and the Service Provider is willing to provide those services upon the terms and conditions provided herein and in accordance with the terms and conditions provided in the schedules attached hereto; WITNESSETH THAT for consideration, including the mutual covenant and Agreements herein contained, the parties hereto covenant and agree with each other as follows: 1. SERVICES 1.1 The Service Provider shall, during the period commencing on the day of, 200, and ending on the day of, 200, provide the services outlined herein and in Schedule A attached hereto; 1.2 The Service Provider shall provide the service under the direction and always to the satisfaction of the Board. 1.3 The parties may modify any of the terms of this Agreement (including payment) upon the mutual, written consent of both parties obtained in advance. Notwithstanding the foregoing, the Service Provider recognizes that the Board may, from time to time, adopt formal processes or recommendations that may apply to the services provided herein. While this Agreement is in effect, the Board warrants that any approved processes or recommendations which may affect the services provided herein, will immediately be conveyed to the Service Provider in writing and will form part of this Agreement. 1.4 When any work or services are required to be done under this Agreement by the Board, it may be done by anyone duly authorized to act on the Board s behalf. Page 24 of 35