Canadian Kennel Club (CKC) Request for Proposals to Document Detailed Business Requirements for the Selection and Implementation of a New ERP System Issue Date: April 30, 2015 Closing Time: May 28, 2015, 5:00 pm EST Canadian Kennel Club Contact Andrew McCallister e-business Manager 200 Ronson Drive, suite 400 Etobicoke, ON M9W 5Z9 (416) 674-3679 amccallister@ckc.ca RFP Submission Instructions All proposals must be submitted in PDF format and emailed to amccallister@ckc.ca. The PDF MUST contain the signature of an Authorized Representative. Proponents Meeting An optional proponents meeting will be held at CKC digression. Transcripts of the proponent s meeting will NOT be provided for those that do not attend the meeting Proponent A person authorized to sign on behalf of the proponent must sign this cover page and include it with the email submission. Through submission of this proposal we agree to all of the terms and conditions of the Request for Proposals. We have carefully read and examined the Request for Proposals, including the Administrative Section, and have conducted such other investigations as were prudent and reasonable in preparing the proposal. We agree to be bound by statements and representations made in our proposal. Signature of Authorized Representative Legal Name of Company Printed Name of Authorized Representative Address Title Contact Number Date
1. Terms Definitions The following definitions apply throughout the RFP CKC Canadian Kennel Club; ERP An ERP system is a cross-functional enterprise system that supports the basic internal business processes of a company. For the CKC, that would include functions such as, member records, event results, product sales and finance. APPX CKC s legacy ERP system
2. RFP Logistics and Requirements Late Proposals Proposals that are received late will be marked late and will not be considered unless no on time submissions are successful Conflict of Interest Proposals will not be evaluated if the Proponent is in a conflict of interest. Proponents will be in state of conflict if CKC staff involved in the ERP project, CKC ERP Steering Committee members or the CKC Board of Directors is: A relative or close friend, or have a personal relationship with the person In a position to gain or lose financially/materially from the selection of the person or company Having frequent and regular interactions with the company, department, and vendor s project staff in the course of their duties at their company; Feeling for any reason they unable to provide an impartial review of the vendor selection Evaluation A Steering Committee with representation from CKC staff, CKC Board of Directors, Audit Committee, and general membership will evaluate all proposals under consideration. CKC will use a weighted selection process to enter into a contract with the Proponent with the highest overall rank. Contract If a written contract cannot be negotiated within thirty days of the RFP proposal being accepted either party may terminate the RFP proposal agreement. Changes to Proposals Proponent may amend or withdraw its proposal prior to the closing date and time. Upon closing time, all proposals become irrevocable. Sub-Contracting The Proponent can use sub-contractors but they must be identified along with the work they will be doing. Proponents must take overall responsibility for successful performance of the Contract. Sub-contractors will be subject to the same rules of eligibility outlined in Evaluation section of this RFP. The Proponent will address disputes between the CKC and any sub-contractors. CKC will not be responsible for the payment of any funds to any sub-contractors Collection and Use of Personal Information The Canadian Kennel Club APPX system contains a large volume of information regarding our member s personal information. Proponents are solely responsible with complying with privacy laws applicable to the collection and dissemination of information. Some guidance can be found at: https://www.priv.gc.ca/index_e.asp.
3. About the Canadian Kennel Club (CKC) The Canadian Kennel Club (CKC) is the primary registry body for purebred dogs in Canada and currently recognizes 175 breeds. As a non-profit organization, the CKC is dedicated to encouraging, guiding, and advancing the interests of purebred dogs and their responsible owners and breeders in Canada and promoting the knowledge and understanding of the benefits which dogs can bring to Canadian society. The CKC is incorporated under the Animal Pedigree Act a federal statute under the auspices of the Ministry of Agriculture. The organization includes approximately 17,000 individual members and over 700 breed clubs across Canada. The Club registers purebred dogs, regulates dog shows and performance events, and speaks out on major issues concerning dog ownership and the health & welfare of dogs across Canada. CKC Mission Statement Who we are The Canadian Kennel Club is a national, member-based, non-profit organization, incorporated under the Animal Pedigree Act of Canada. It provides registry services for all officially recognized breeds of purebred dogs, provides governance for all CKC approved shows, trials and events. Finally, the CKC is a communication organization informing all people interested in dogs. Mission The Canadian Kennel Club will service its membership and the community at large by giving support, understanding, help and guidance in all their canine-related endeavours. CKC will work so that members will be proud of their affiliation. The Club will recognize, promote, and publicize the actions of responsible breeders and owners. Vision The Canadian Kennel Club with its members will be a dynamic service organization, focused on being the authority for purebred dogs in Canada. Values The Canadian Kennel Club will embrace integrity, openness, honesty and compassion in its dealings with all of its members and customers.
4. Project Alignment CKC Overall Vision The Canadian Kennel Club with its members will be a dynamic service organization, focused on being the authority for purebred dogs in Canada. Strategic Imperatives Strategic Imperative 1 Strategic Imperative 2 Strategic Imperative 3 Strategic Imperative 4 Health and Wellbeing of Purebred Dogs Growth of the Canadian Dog Fancy Advocacy of Purebred Dogs and the Canadian Kennel Club Internal Change / Improvements ebusiness Plan An overarching theme for the CKC is Investment for Growth. Key themes include improvements to systems and processes, increased awareness, market expansion, revenue generation and the ability to streamline, simplify and satisfy. 1. Website Redesign Implemented in 2014 2. Finance System Upgrade Implemented in 2014 3. ERP Replacement Project Acquire and implement an integrated business management system that provides a foundational base for the current CKC business model while enabling the CKC to broaden its service offering to support strategic initiatives. Phase 1: Requirements Gathering Phase CURRENT PHASE The purpose of this phase of the CKC ERP project is to develop and execute a plan to document detailed business requirements as input to an RFP for system selection and implementation Phase 2: Selection of Solution Phase 3: Implementation of Solution
5. Project Requirements The purpose of this phase of the CKC ERP project is to develop and execute a plan to document detailed business requirements as input to an RFP for system selection and implementation. To assist proponents in drafting & submitting proposals, a series of high-level process flows, APPENDIX, have been developed for each of CKC s functional units: Membership Services Dog Registrations Shows and Trials Regulatory and Legal Operations and Support Services Communications and Marketing Finance and HR Information Technology Each process document contains: High level process description Process objectives Participants Inputs / Outputs Out of scope elements Relevant policies Relevant SLAs / Metrics Location of supporting documentation Additional Info Stakeholders As part of the full requirements gathering stage, stakeholder engagement must include: All levels of staff CKC members Potentially others in the dog fancy Future Requirements As part of the full requirements gathering stage, exploration, scoping, and prioritization of future requirements will likely be required.
6. Proposal Format Proposals should directly, and separately, answer the following questions: 1. References a. Include three references from similarly sized projects documenting system requirements b. Name of reference, company, email, phone number 2. Your Team a. List name and experience of each team member to be used in the project 3. Communication a. Describe how you typically communicate during a project. 4. Requirements Gathering a. Describe your overall project management methodology. b. Describe how you suggest the requirements could be collected. c. Describe how you suggest the requirements could be analyzed for prioritization, categorization, and impact to the product or project approach d. Define how you suggest the requirements will be documented. e. Identify the information that you suggest could be used to link requirements from their origin to their satisfactory delivery. f. Include a small sample of a requirements document you have authored. 5. Timelines a. Based on the information provided in the RFP, what is your time range estimate? 6. Cost a. The club prefers a Fixed-Cost proposal for the purposes of this RFP response. Should change requests to the scope of work be required during the project, are these quoted as fixed-costs or billed hourly? b. For clarity and comparative purposes, please advise of your hourly billing rate for each team member and their expected utilization. 7. Dog Fancy a. Do you have any experience within the dog fancy or similar organization? 8. Any additional information provided by the proponent.
7. Evaluation Criteria The following is the evaluation table to be used. To be considered proponents must achieve the minimum score in all area. Once qualifying, the proponent with the highest score will be successful. Weighted Criteria Weight Minimum Score Experience 30 20 Team Experience Experience and technical skills of team members Project Experience Experience with similar size projects Experience with documenting system requirements Ability to manage scope, time, resources, quality Approach 35 25 Project Methodology Project communication Requirements gathering including sample Use of industry standards (e.g. PMI) Timeline 10 5 Proposed Timeline What is the proposed timeline Costs 15 5 Price / Resources Expected utilization of team resources Hourly/daily cost of each team resource Anticipated cost of project Dog Fancy 5 0 Experience in the Dog World Strength of References 5 5 Quality of referral Total 100 60