Issued Date: January 24, 2019 Application Deadline: February 22, …accesemployment.ca/images/careers/RFPSharepointIntranetJan2019… · The solution should be developed on SharePoint

Application Guidelines

Request for Proposals (RFP): SharePoint Intranet Solution

RFP#: SharePoint-Intranet-Project 20190124

Issued Date: January 24, 2019

Application Deadline: February 22, 2019

Contents PART 1 – Introduction ............................................................................................................1

1.1. Project Objectives ........................................................................................................ 1 1.2. Core Principles for the Future Intranet Solution ......................................................... 1 1.2.1. Usability and Flexibility ................................................................................................ 1 1.2.2. Document Management ............................................................................................. 2 1.2.3. Workflows.................................................................................................................... 2 1.2.4. External Access ............................................................................................................ 2 1.2.5. Collaboration ............................................................................................................... 3 1.2.6. Microsoft Azure Single Sign-on ................................................................................... 3 1.2.7. Enterprise Search Engine ............................................................................................. 3 1.2.8. Integration ................................................................................................................... 3 1.2.9. Dashboards .................................................................................................................. 3 1.2.10. Graphic Design and Layout .......................................................................................... 3 1.3. Overall Project Timelines ............................................................................................. 4 1.4. Invitation to Bidders .................................................................................................... 5

PART 2 – RFP Details ..............................................................................................................6 2.1. Submission Instruction ................................................................................................ 6 2.2. Correspondence .......................................................................................................... 6 2.3. Key Dates ..................................................................................................................... 7 2.4. Proposal Submission Format ....................................................................................... 7 2.5. Evaluation Criteria ....................................................................................................... 8 2.6. Selection Process ......................................................................................................... 9 2.7. External Factors ........................................................................................................... 9

PART 3 – Scope of Work ....................................................................................................... 10 3.1. Project Scope ............................................................................................................. 10 3.1.1. Project Management Plan ......................................................................................... 10 3.1.2. Graphic Design and Build of the New Solution ......................................................... 10 3.1.3. Implementation of New Solution .............................................................................. 11 3.1.4. System Testing ........................................................................................................... 11 3.1.5. System End User Documentation and Training ......................................................... 11 3.1.6. Solution Delivery, User Acceptance Testing and Go-Live .......................................... 11 3.1.7. Systems Maintenance & Ongoing Technical Support ............................................... 11 3.2. Deliverables ............................................................................................................... 12

PART 4 – Requirements ........................................................................................................ 13 4.1. General Requirements............................................................................................... 13 4.2. High-Level Project Timeline ....................................................................................... 13 4.3. Functional Requirements .......................................................................................... 14 4.3.1. Usability ..................................................................................................................... 14 4.3.2. Design and Configurations ........................................................................................ 15 4.3.3. Content Management ............................................................................................... 16 4.3.4. Staff Directory............................................................................................................ 17 4.3.5. Control and Security .................................................................................................. 17 4.3.6. Searching ................................................................................................................... 18 4.3.7. Forms and Workflows ................................................................................................ 18

4.3.8. Notifications .............................................................................................................. 19 4.3.9. Personalization .......................................................................................................... 19 4.3.10. Calendar and Events .................................................................................................. 19 4.3.11. Information Feed ....................................................................................................... 20 4.3.12. Document Management ........................................................................................... 21

APPENDIX A – About ACCES Employment ............................................................................. 22 APPENDIX B – Request for Proposals Cover Page and Checklist ............................................. 25 APPENDIX C – Conflict of Interest Statement ........................................................................ 26 APPENDIX D – References .................................................................................................... 27 APPENDIX E – Bid Form ........................................................................................................ 28 APPENDIX F – Wireframe Samples ........................................................................................ 29 APPENDIX G – Bidder’s Response to Requirements ............................................................... 37

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PART 1 – Introduction ACCES Employment currently uses SharePoint 2013 as the technology for intranet solution. We want to increase usage throughout all departments of the organization, and ensure that content is timely updated and easy to search. ACCES Employment has recently embraced a digital transformation with implementation of cloud-based architecture with Microsoft Office 365. Using Microsoft’s cloud-based Software as a Service, provides access to products for business environment such as SharePoint Online, Skype for Business and Exchange Server. ACCES Employment is intended to benefit from the SharePoint Online and Office 365 applications as solution for the central intranet to develop an interactive, well-structured, modern and social portal, to serve the following purpose:

To create a digital workplace for effective communication, collaboration, information sharing and,

To ensure its objectives align to the overall business goals and direction

Recommendations should be based on industry’s best practices.

1.1. Project Objectives The main objective of this project is to create a social intranet with a variety of tools to target relevant, timely and useful content to users focusing on high quality and modern standards. The intranet should be easy access and user friendly so that non-technical users can easily create and share content and allow people to create their own project spaces quickly and with no IT involvement. At the same time, it should prevent duplicate content storage which is essential to efficient content management and should prompt for mandatory field selection while posting new content or document in order to maintain consistency and clarity. It should be designed based on User-Centered approach to enable delivery of right content to right people with right depth.

1.2. Core Principles for the Future Intranet Solution

1.2.1. Usability and Flexibility The provided solution should be easy to use for all types of users: administrators, editors, and regular intranet users. It should simply allow for publishing and editing in light of access permissions. In some sections, users will be invited to contribute with content, this should simply be possible. Therefore, user experience will have a strong influence on the choice of solution.

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It is crucial that the tool and setup has a high degree of flexibility so that changes can be done internally by editors or administrators in order to meet the organizations expansions needs over time and increase ability of solution adaption. Users should easily be able to create new pages, departments, projects, programs, lists, menus and it should provide access to list of pre-designed templates for portal design. The solution should be developed on SharePoint Online and integrated to Microsoft Office 365 applications.

1.2.2. Document Management Document Management features is intended to be used to store, manage and track electronic documents and electronic images of paper based information captured using scanner devices across the organization. Appropriate categories and filters should be developed for various content types to control library structures. The intranet solution is expected to provide the following features (not limited to) for managing documents:

Check-in/check-out and locking, to coordinate the simultaneous editing of a document so one person’s changes without overwriting another’s

Version control, with comments on how the current document differs from the versions that came before

Security and access control, to control which audience can view/download and access which document

Roll-back, to “activate” a prior version in case of an error or premature release

Audit trail, to permit the reconstruction of who did what to a document during the course of its life in the system

Expiry, to alert authors about updating/replacing/deleting important documents that require regular maintenance or hold sensitive information

Annotation and Stamps

1.2.3. Workflows In order to eliminate excessive steps and automate business processes the intranet solution is expected to enable creating workflows. Examples of workflows at ACCES Employment could be, but not limited to:

Approval

Governance

Meeting Room Booking

Document Development

Procurement

Automated alerts

Forms submissions

1.2.4. External Access ACCES Employment intranet is intended to be used as an internal platform however, the Board Portal is required to be shared with external Board members outside of the organization. The

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Board Portal is expected to be open only to the members and may contain sensitive/confidential content.

1.2.5. Collaboration One of the main objectives of this project is to provide a platform for teams and colleagues to collaborate and reduce the amount of email usage. The intranet solution should provide ability for selected users to create collaboration pages for teams who work on a common subject such as: projects, developing a document, or writing a contract. The solution should also enable users to share information, participate in discussions, and add comments as applicable.

1.2.6. Microsoft Azure Single Sign-on Users of intranet will login to the platform by Microsoft Azure Active Directory ID which is purposed to be used for a single sign-on to all systems. The intranet solution should enable logging into other systems by a simple click on links that direct them seamlessly to other systems such as Salesforce.

1.2.7. Enterprise Search Engine As part of the main objectives of this project to make information flow more efficiently, the intranet solution should provide access to enterprise search engines that enable type ahead functions, advance filers, and accurate results. Intranet should provide access to a great search engine that will improve productivity and increase employee engagement.

1.2.8. Integration The intranet solution should be able to integrate with other systems used at ACCES Employment such as ADP Workforce Now, Salesforce, Outlook Calendar, and Microsoft Dynamic NAV for ERP. The data feed from these systems are intended to be used for analytics, dashboards, and updates on the intranet, for example, to display out-of-office report on the main page as a daily update from ADP Workforce Now.

1.2.9. Dashboards The intranet should enable users to create and use dashboards that provide up to date information in a centrally managed and easily accessed location by leveraging MS Excel and connection to Power BI. The dashboards will include metrics and reports, KPIs, and scorecards.

1.2.10. Graphic Design and Layout The look and feel of the new intranet should be clean and modern with responsive design and associable with the existing visual identity and branding of ACCES Employment. It should provide access to various navigation menus such as: global, left, side, middle, footer. A few examples of page structure wireframes are provided in Appendix F. In general, a menu item should point to a navigation page, and the navigation page should be configured to show links or parts of information from a certain sub-set of content items, based on categories and/or tags and other metadata (such as publication date). For instance, navigation pages would be the Home page, Departments, Programs, Staff Directory, Board portal, Quality Assurance, BI and so on.

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The appearance of a given navigation page should depend on the template set up for that page, selected content modules and their placement on the page, and the configuration of the navigation page as well as the different content modules. All these elements should have a high degree of flexibility and be editable by editors or administrators. The visual design of the intranet should be based on templates and content modules. Templates should define the overall framework for displaying pages, including the layout grid and styling of content which may vary by different pages. Templates must be completely separable from the content, so that they can be adjusted or replaced without altering the content as such. In order to ensure flexibility in the presentation, navigation pages and content pages should consist of different content modules placed within a layout grid. One content module could be used to display, for example, the main text of an article, while another module would automatically show related content based on tags, and a third module would show users’ comments on the article. On a navigation page, one content module could show a list of content items in a specific category, another one could show links from an RSS feed, while a third one could show the page contact responsible for that page. Editors or administrators should be able to change the selection and placement of individual content modules for a given navigation page or content page type. The layout of all intranet pages shall be based on best practices and provide for a high quality user experience.

1.3. Overall Project Timelines Overall project timeline is expected as the table below:

Phase Description Start End

Initiation & Requirements Gathering

Finalize Scope of Project and Project Charter, Consultative services to define requirements and solution options

Mid-March 2019

End of April 2019

Design Develop Solution Design Document Early May 2019 Early June 2019

Implementation Develop solution in Test/Dev environment June 2019 End of August 2019

Testing, Training,

Testing, End-user Training, Fixing potential issues

Early September

2019

Early October of 2019

Deployment Deployment of the final Solution to ACCES live environment

Early October 2019

Mid-October 2019

Go Live Official Go Live of the solution for ACCES Employment

End of October 2019

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1.4. Invitation to Bidders This Request for Proposals (RFP) is issued by ACCES Employment for the purpose of identifying qualified organizations and awarding a contract related to the services described in PART 4 – Requirements to the successful organization. Total cost of ownership is a criterion in the final selection of the successful bidder, and the cost of implementation services is a major component in the total cost of ownership. The proposed solutions must be appropriate for the functional requirements and meet the operational needs of ACCES Employment, a predominantly government-funded non-profit organization. Interested parties are asked to read this invitation carefully and are invited to submit an application in accordance with the instructions in PART 2 – describing ACCES Employment’s Procurement Process. All inquiries are to be directed via email as outlined in PART 2, next section. For information on ACCES Employment, please refer to Appendix A – About ACCES Employment.

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PART 2 – RFP Details

2.1. Submission Instruction Please submit the proposal, completed in full and signed, in a sealed envelope clearly marked with the RFP name and number as well as the name and address of the Responder, as follows, prior to February 22, 2019 at 5:00 PM EST: Request for Proposal – ACCES Employment SharePoint Intranet Solution Request for Proposal Reference Number: SharePoint-Intranet-Project 20190124 Organization’s Name: _________________ This envelope should include two hard copies and one digital copy of the proposal on a USB key. Attention: Sara Kazemi ACCES Employment 489 College Street, Suite 100 Toronto, ON M6G 1A5 Please Note:

In order to be fair to all proponents, late submissions and phone calls or e-mails to discuss the applications status will not be accepted. Only shortlisted applicants (individuals/organizations) will be contacted.

All applicants will be notified of the status of their application.

2.2. Correspondence A. All correspondence, including Bidder inquiries and Bidder Proposals related to this RFP

should be submitted electronically via email to both primary and secondary contacts. a. Primary Contact: Sara Kazemi b. Primary Contact E-Mail: [email protected]

B. From the issuance of this RFP until a contract resulting from this RFP is executed by the

selected Bidder, any contact regarding this RFP (other than as permitted in this RFP) with personnel employed by or contracted to ACCES Employment is prohibited. During this time period, no Bidder shall approach any ACCES Employment personnel or contractor concerning this bidding and contracting process or their proposal.

C. Should the need arise, ACCES Employment may contact Bidders for clarifications pertaining to that particular Bidder’s proposal at any time during the solicitation process.

D. Bidder Inquiries: Bidders may submit questions concerning this RFP in writing to the provided contacts (Section 2.2-A) via email no later than the dates and times specified in the Key Dates table (Section 2.3). ACCES Employment will review and consolidate Bidder inquiries received by the deadline for submission, and will provide answers via addenda for those inquiries deemed appropriate. Submission of an inquiry does not

mailto:[email protected]

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guarantee a response to that inquiry. ACCES Employment reserves the right to provide consolidated responses to similar inquiries. The addenda to Bidder inquiries will be made available via online.

2.3. Key Dates The following schedule of events for this RFP identifies the key deadlines for this process, some of which are set forth in more detail in the sections to follow:

Event Date

RFP Issue date: January 24, 2019

Deadline for bidders’ questions: February 8, 2019

Issue addenda to bidders’ questions (estimated): February 13, 2019

Deadline for applications: February 22, 2019

Presentation (if applicable or required) February 25 to March 01, 2019

Bidder selection and contract awarding (estimated): March 01, 2019

Deadline for completion of all deliverables: End of October 2019

2.4. Proposal Submission Format Proposal responses shall be organized in the following manner:

1. RFP Cover Page and Checklist - Appendix B: The cover page must indicate the contact person who authorized to bind the Bidder to this opportunity. The cover page shall include the name, mailing or street addresses, phone number and email address of the organization and individual.

2. Qualifications, Experience, and Value-Added Service: Bidder will provide information regarding their qualifications and any value-added services attached with their proposal which will detail their years in business, and their experience in working with public sector entities.

3. Proposal of Implementation: Bidder will provide information regarding their proposed solution and how the requirements outlined in PART 4 will be addressed.

4. Conflict of Interest – Appendix C: Completed, signed and enclosed 5. References – Appendix D: Bidders will provide 3 (three) current references for projects

of similar size and scope from within the last 3 years. Please complete and submit Appendix D – References. ACCES Employment reserves the right to contact these references at any time throughout this process.

6. Bid Form – Appendix E: Completed, signed and enclosed – Include any extended discounts as indicated in the Bid Form

7. Response to Requirements – Appendix G: Bidders will provide response to the requirements by indication how their solution (or any third party solution that will be used in the implementation) is able to meet each requirement. Please note that short form response such as yes/no will be ranked with lower score.

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2.5. Evaluation Criteria Submissions must include all of the following mandatory requirements to be considered:

Component Weight

Company Profile which includes:

company’s legal name and location (state/province of incorporation);

number of years in business;

primary contact details;

number of employees/current staffing;

financial stability or total revenue previous fiscal year;

main focus, core competencies, services and products; Where additional companies will be subcontracted, a company profile and company experience must be completed for each firm.

10%

Company Experience describing bidder’s past experience in designing, developing and implementing similar solution.

10%

Key Project Resources including the expertise available to perform the work, their experience in similar projects, any sub-contractors. Any sub-contractors must be clearly denoted and include a description of work history with the bidder.

10%

Approach and Implementation Methodology articulating the planned and recommended process for initiating and conducting the project within the allocated timeline. Bidder(s) should describe and/or provide details of how the Solution Requirements outlined in PART 4 will be addressed and describe the deliverables.

15%

Training describing bidder’s training plan including: hours of training the bidder includes in the contract, training methodology, training guidelines/documents (electronic version)/webinars, willingness to deliver additional trainings if necessary, additional cost of training outside of original contract.

15%

Project Timeline - a proposed project timeline including expected start and end dates and resources required from ACCES Employment related to each anticipated activity.

10%

Pricing for all Software license(s), and proposed services rendered including (estimated total quote): Implementation Services Hourly rate of professionals assigned to project Estimated total hours for each component of the services Annual Support and Maintenance fee Identification of any additional fees

30%

Please note that as an agent under the Broader Public Sector (BPS), Act 2010, ACCES Employment is unable to reimburse vendors for any incidental expenses such as food, hospitality, travel, printing, etc. All sections must be clearly labelled using the headings indicated above.

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2.6. Selection Process

A. Only proposals that include all the listed requirements in Section 2.4 will be considered. B. A Selection Committee comprised of various ACCES Employment staff members will

conduct an evaluation of the qualifications and award the contract to the bidder whose proposal offers the best value and solution to ACCES Employment. This may not necessarily be the lowest priced proposal. The evaluation process will involve the review and scoring of the information provided in the proposal against the criteria outlined in Section 2.5.

C. Presentations may be requested by the ACCES Employment Selection Committee. The Selection Committee will be involved in each phase of the evaluation as detailed in this RFP and will present its findings to the Project Manager.

D. The selected Bidder will be notified by ACCES Employment in writing. Once the selected Bidder is notified of their selection, the other Bidders will be notified in writing of the outcome of the RFP process.

E. ACCES Employment reserves the right to reject any Request for Proposals or to accept any Request for Proposal, should it deem such an action to be in its best interest.

F. The proponent that receives the highest score will be invited to enter a contract with ACCES Employment. In the event that the highest scored proponent declines the invitation to further participate, ACCES Employment reserves the right to invite the next highest scoring proponent to enter the contract instead. Any award made by ACCES Employment shall be made in writing and subject to the availability of funding at the time of award.

G. The Selection Committee may determine that simple, one-worded answers such as “yes”, “agreed” or “acknowledged” do not provide an adequate answer. In the event that the Selection Committee accepts such an answer to a requirement, the Bidder agrees by such answer to accept, without qualification, ACCES Employments’ interpretation of the requirement as defined by ACCES Employment.

IMPORTANT NOTES: Please be sure to describe your best warranty offering, any special training or special benefits at no charge that may be available, and any unique benefits you may offer. Award may be determined by best value analysis - not necessarily the lowest price received.

2.7. External Factors

ACCES Employment reserves the right to withdraw this RFP or terminate the resulting contract within the terms of the contract without penalty. ACCES Employment programs and services receive funding from various sources and therefore all contracted services are subject to budget constraints.

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PART 3 – Scope of Work

3.1. Project Scope This Scope of Work section defines the work activities and deliverables to be provided by the successful Bidder as part of the project:

3.1.1. Project Management Plan The Bidder shall develop and maintain a Project Management Plan using open source tools or Microsoft Project for tracking purposes. The Project Management Plan will identify:

Goals and objectives

Key steps and milestones to achieve stated objectives

Implementation timelines

Bidder’s Project Team members, roles and responsibilities for each activity

The Project Management Plan will include prioritized new intranet activities and recommended action steps. The Bidder will be required to prepare and submit written bi-weekly progress reports and status reports as part of the Project Management Plan. Status reports should include:

A description of progress made during the reporting period

Outstanding issues and recommendations for resolution

Summary of risks and impacts identified and identification of the action and person(s) responsible for mitigating the risk and resolving problems

Deliverables completed during the reporting periods and immediate next steps

Overall diagram of project roadmap and where it stands in terms of overall plan as of the reporting date

3.1.2. Graphic Design and Build of the New Solution The Bidder should produce a detailed graphic design and build of the solution to include the systems architecture and functionality as described in the requirements section - PART 4 (as well as Wireframe examples in Appendix F) such as, but not limited to:

Graphic design and layout with site structure/content consultation with adequate number of workshops

Independent usability and accessibility evaluations during design phase

Integration of users with Microsoft Azure, granting of roles and access rights and single sign-on support

Application of industry’s Best Practices and modern web design features

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3.1.3. Implementation of New Solution The Bidder should install, configure and deploy its solution delivering a completely tested and functional system consistent with the project goals as well as the requirements set out in PART 4 of this document.

3.1.4. System Testing The Bidder should provide production testing of the solution to ensure a fully-functional system prior to the go-live date. Production testing will include testing the solution at different levels, i.e. all application software and system level, security, performance, usability, integration, etc.

3.1.5. System End User Documentation and Training The Bidder should provide systems (role-based) end-user documentation (manuals, user guides in digital format) and training to ensure the effective and successful use of the solution.

3.1.6. Solution Delivery, User Acceptance Testing and Go-Live The Bidder should work with the Authorized Project Team to provide the necessary technical staff to carry out the acceptance testing and go-live of the solution system. At a minimum, solution delivery and acceptance testing will include, but will not be limited to:

Developing a testing strategy, developing a testing plan and the preparation of test scripts

System testing will also include user-acceptance testing, integration testing, testing of configuration and stress and load testing

A complete system test will be carried out and signed-off by the Authorized Project Team prior to going live.

3.1.7. Systems Maintenance & Ongoing Technical Support The Bidder should provide system maintenance and ongoing technical support. Terms of support should include, but will not be limited to:

Response within acceptable number of hours following immediate resolution according to established severance level of the reported issues

Support may be provided online, by remote access, on phone or on site as appropriate

Remote access by the Bidder to client system and network must be conducted utilizing the method dictated by ACCES Employment Authority

Terms of maintenance should include all upgrades, patches and new releases

The first annual maintenance and support contract should not commence until the system has been fully implemented and accepted by the Authority

Annual maintenance and support fees should conform to the signed-off agreement between the Bidder and ACCES Employment Authority

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3.2. Deliverables Project deliverables for the intranet solution include, but will not be limited to:

Complete project plan including detail schedule of activities and milestones, list of project resources, roles and responsibilities, expectations and timelines

Detail specification document for the solution once detail requirements are gathered and validated

Detail development plan of the approved final solution

Detail training plan per user role

Detail test plan

Training and information guides/manuals for ACCES technical and non-technical staff to administer the solution (technical) and content (non-technical)

Training delivered to ACCES staff (technical and non-technical) to administer the solution

Testing the developed system before deployment to ACCES environment

Integration of the intranet to other ACCES systems as per approved requirements

Successful Deployment of the intranet solution to ACCES environment

Complete go-live checklist

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PART 4 – Requirements

4.1. General Requirements ACCES Employment will be implementing a user-friendly, cost-effective, and easy to maintain and update intranet website. Additionally, the system must provide security features necessary to protect the organization’s data, and be accessible to all users across the organization based on their roles and responsibilities via user access levels. ACCES Employment intends to rely upon standard product configuration with minimal product modifications/customizations. By avoiding costly modifications, ACCES believes that over time, this approach will result in reduced total cost of ownership and maintenance of the system. ACCES acknowledges that certain product modifications may be necessary, and is willing to accept those modifications based upon analysis against business requirements, and appropriate cost/benefit analysis. Approximate timeline: March to October 2019 This project is focused on the technological infrastructure and implementation of SharePoint Online based intranet website. The goals are to gather and confirm requirements for the intranet, and build and test components of the system. Specifically, it will include:

Gathering, analyzing, and prioritizing requirements for the intranet

Design platform architecture, website structure, and user interface

Implement the solution based on requirements

Perform testing of the solution

Integrate to ADP Workforce Now, ERP and Salesforce systems

Full QA, UAT test cycles

Pilot system with limited end-users

Collect, track, and fix high priority bugs/defects

Launch the intranet solution

End-user training

Post implementation support

4.2. High-Level Project Timeline ACCES Employment is committed to the completion of all deliverables from kick-off to go-live for a targeted Go-Live date. Bidders’ responses must outline methodologies used to manage this schedule or suggest optimal timelines that support the solution implementation. Below is an approximate timeline of expected activities:

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Phase Mar2019 Apr2019 May2019 Jun2019 Jul2019 Aug2019 Sept2019 Oct2019

Initiation and Requirements Gathering

Start

Design

Implementation

Testing/Troubleshooting

Training

Deployment

Go-Live End

4.3. Functional Requirements The intranet website is referred to as “My ACCES” in the following sections.

4.3.1. Usability The provided solution should be easy to use for all types of users (technical and non-technical). It should provide clear way to access and find information, the key requirements include:

ID Category Requirement Description Priority

US.1 Usability Ability to have a user friendly Intranet portal (referred to as MY ACCES in this section) on SharePoint online and Office 365 for ACCES Employment employees to use as a Digital Workplace

High

US.2 Usability Ability for a user to login with Azure ID and log out High

US.3 Usability Ability to have access to an intranet with clear and attractive layout

High

US.4 Usability Ability to have access to a clear intuitive/navigation structure High

US.5 Usability Ability to have an intranet designed with logical information architecture

High

US.6 Usability Ability to have access to a sophisticated enterprise search engine

High

US.7 Usability Ability to provide real-time access to all content at all times High

US.8 Usability Ability to have easy access to key documents, links, pages, and directories

High

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4.3.2. Design and Configurations


DC.1 Design and Configurations

Ability to direct users to MY ACCES site upon login to computers

High


Ability to personalize MY ACCES site for users by using machine learning and algorithm technology based on their mostly visited places, relevance to their positions, their favorites, their collaborations (i.e. projects), etc.

High


Ability to create tailored homepage with relevant information, widgets and content for targeted groups (Leadership, frontline, etc.)

High


Ability to show news as dynamic images or tiles High


Ability to create multiple menus on the site High


Ability to use social media functions: Tagging, Favorites, Likes, Sharing, comments, Follow, Rating

High


Ability to use images and videos on the site High


Ability to display x number of organization's updates on the Home page

Medium


Ability to create collaboration sites for projects or group activities

High


Ability to create new pages in the intranet platform High


Ability to create Document Libraries High


Ability to show quick/essential links on the main page (links to be determined)

Medium


Ability to extract content to Excel format documents (for permitted users)

High


Ability to access other systems from MY ACCES seamlessly (i.e. open ERP Portal, ADP Workforce Now, Salesforce)

High


Ability to create a user friendly interface for MY ACCES to invite users to the site and help them get to what they are looking for with the least number of clicks or search

High


Ability to create a Q & A section, with ability to select question subject, type and submit (workflow should be created for the questions: review, approve/deny, respond and post by administration team(TBD)).

Medium


Ability to create drop down lists on the main menus (dynamic menus)

High


Ability to use instant messaging Medium

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Ability to access Outlook email from MY ACCES High


Ability to open Office 365 applications from MY ACCES High


Ability to create surveys on My ACESS for a targeted audience Low


Ability to share survey results with a targeted or public audience

Low

4.3.3. Content Management The intranet solution is expected to provide multiple pages and sub-pages as well as navigation menus for various ACCES Employment operations and sectors such as Programs, Central Admin Departments, Board Portal, Quality Assurance, etc. The key requirements are listed below:


CM.1 Content Management

Ability to post content on the intranet (by permission) High


Ability to control duplicate entries High


Ability to control duration of updates displayed on the Home page

High


Ability to archive news and updates for a certain timeframe (i.e. 30 days)

High


Ability to always display content in descending order (latest to oldest)

High


Ability to post targeted and controlled content so that only intended groups can view and access

High


Ability to post Statutory Holiday schedule Low


Ability to create pages specific to each of the ACCES Employment sectors: Programs, Departments, Quality Assurance, Board Portal, Dashboards and BI, etc..

High


Display staff names/images/profiles who work in each sector (Program/Department/Board Members/etc.) on the relevant pages

High


Display Content such as: definition and objectives of the Program, target audience that the program serves, performance dashboard, locations, etc. on each individual Program page

Medium


Ability for each sector (Department/Program/Board Portal/etc.) to create calendar of events

High


Ability to create sub-pages High


Ability to always open new content in new tab/page Medium


Ability for all sectors to have document libraries High

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Ability for all sectors to have a section for online Inquiry Submissions, with a drop down menu of relevant online forms and workflows so that users across the organization can directly submit their requests to programs

High


Ability for all sectors to create ad-hoc collaboration pages for projects/collaborations or short term activities

High


Ability to create a dashboard using Business Intelligence for metrics, reports, KPIs, Scorecards for various sectors

High

4.3.4. Staff Directory


ED.1 Employee Directory

Ability to create Employee Profile for users to include their Name, Image, Contact Information (email, phone, fax), Program, Manager, Office Location, Skills

High


Ability to create a Dynamic Organization Chart to connect employees using their Employee Profile to connect them to their teams and organization (using mapping or flow charts)

High


Ability to automatically update changes to staff's employment status or position changes from ADP Workforce Now

High


Ability to search Employee Directory by various criteria (Name, Skill, Department, Manager, etc.)

High

4.3.5. Control and Security The intranet solution should provide ability to create multiple levels of user roles: Regular End User, Content Creator, Full power, System Admin (IT), in order to protect the content and prevent public access to sensitive information. The key requirements are listed below:


CS.1 Control and Security

Ability to create multiple layers of user permission for the site High


Ability to lock download option on certain content/documents High


Ability to provide external access to selected users outside of ACCES on selected pages such as Board Portal

High


Ability to have secure access for external users High

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4.3.6. Searching Access to a functional and strong search engine is one of the essential requirements for the intranet solution. The Key requirements are listed below:


S.1 Searching Ability to search by various criteria throughout the entire site High

S.2 Searching Ability to refine and narrow down search results Medium

S.3 Searching Ability to show suggested content for searching Medium

S.4 Searching Ability to create filter and Sort to display content in various ways

High

S.5 Searching Ability to control content security for searching High

4.3.7. Forms and Workflows ACCES Employment operations involve a lot of collaborations between different teams and departments and use of forms and email follow ups. The intranet solution should streamline these operations by providing ability to automate the process by using online forms and workflows. The key requirements are listed below:


F&W.1 Forms & Workflows

Ability to create online forms High

F&W.2 Forms and Workflows

Ability to create inquiries and submit (by selecting forms from a list, fill-out and submit)

High


Ability to create online forms and post on intranet (by permission)

High


Ability to select form type from Inquiry lists (forms to be determined)

High


Ability to fill out online forms and submit High


Ability to create workflows High


Ability to send notification to Administration when forms are submitted

Medium


Ability to create forms for Room Booking requests Medium


Ability to extract forms into Excel/PDF format High


Ability to create workflows High


Ability to create review/approval workflows for forms High


Ability to create review/approval workflows for document development process

Medium


Ability to create review/approval workflows for modifying existing documents

Medium

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Ability to create review/approval workflows for posting content on MY ACCES

Medium


Ability to send notification during various phases of the workflow Medium


Ability to create workflow for meeting room booking process Medium


Ability to automatically book requestor's Outlook calendar once the Room Booking form is approved

Medium


Ability to track workflow approvals Medium


Ability to extract workflows in Excel/PDF format Medium

4.3.8. Notifications


N.1 Notifications Ability for users to receive relevant notifications and alerts on their MY ACCES site

High

N.2 Notifications Ability to push important alerts/notifications to users as a pop-up window to force people to read and manually close them (this can be used for important messages from CEO/weather related alerts/network connection interruptions/etc.)

Medium

N.3 Notifications Ability to send notifications via email to external users Medium

4.3.9. Personalization


P.1 Personalization Ability to notify users of upcoming events relevant to them or their role

Medium

P.2 Personalization Ability to notify users about events that their colleagues register for

Low

4.3.10. Calendar and Events


CR.1 Calendar and Events

Ability to create calendar of events to appear on/or be accessible from the main page for organizational events

High


Ability to create calendars on Programs and Departments pages

High


Ability to create events on the calendars High


Ability to create a page for the events High

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Ability to register for the events by clicking on the event directly from the calendar, get directed to the event page and register

High


Ability to setup a cap for registrations in the events Medium


Ability to close the registration list once the cap is reached Medium


Ability to track the registrations list and prevent duplicate registrations

Medium


Ability to communicate with registered employees on the event page (I.e. post updates, documents, images, videos, etc.)

High


Ability to extract the registration list into Excel document Medium


Ability to select closing date for events High


Ability to lock registration after the closing date High


Ability to archive events up to a certain timeframe for future references

Medium


Ability to recreate events based on previous records Medium


Ability to create manager approval workflows for event registrations

Medium


Ability for users to save, tag, and share events Medium


Ability to create a calendar for meeting room bookings Medium


Ability to automatically book Outlook calendar once Room Booking requests are approved.

Medium


Ability to create a calendar for the organizations events High


Ability for users to view their Outlook calendars on MY ACCES High


Ability to have Outlook calendars synchronized with MY ACCES Calendar of events

Medium

4.3.11. Information Feed


IF.1 Information Feed

Ability to get out-of-office feed from ADP Workforce Now and display on MY ACCESS main page

Medium


Ability to show external news updates on MY ACCES (i.e. TTC alerts, weather, News, etc..)

Low


Ability to get feed from other systems (Salesforce) and display on MY ACCES (in dashboards, reports, etc.)

High


Ability to reflect changes to employee profiles and status from ADP Workforce Now on the Employee Directory in My ACCES

Medium

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4.3.12. Document Management


DM.1 Document Management

Ability to create document libraries High


Ability to create Public and Private document libraries High


Ability to share audience targeted documents in document libraries

High


Ability to control security level for accessing documents High


Ability to setup content type management criteria High


Ability to populate different fields based on content type when uploading new documents

High


Ability to always show the latest version of a document High


Ability to show modifier and last modified date for documents High


Ability to setup expiry/review dates for the documents so that when date is approaching, modifier receives multiple notifications to review and update the document

High


Ability to always keep the document links unchanged, no matter of version changes, and always referring to the most updated version of the document. So that when a document is called on another location as a link, it can always be accessible and get directed to the latest version.

High


Ability to automatically generate sequential numbers for documents (this is for procurement contracts and service agreements)

Low

Appendix F includes wireframe examples for selected pages of the intranet solution.

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APPENDIX A – About ACCES Employment ACCES Guiding Principles Our Vision A fully inclusive labour force that reflects the diversity, skills and experience of Canada's population. Our Mission ACCES assists job seekers from diverse backgrounds who are facing barriers to employment, to integrate into the Canadian job market. We achieve this by providing employment services, linking employers to skilled people and building strong networks in collaboration with community partners. Our Values We value and respect the uniqueness of each individual, including our clients, our employers, our community partners and ourselves. We strive to provide every person with Customer Service Excellence and an exceptional customer experience. Inclusive - We are committed to respecting individual differences and being accessible to all those we serve. ACCES staff reflects the diversity of our community. Accountable - We provide transparent, high quality services, and achieve results that are measurable and fiscally responsible. Client Focused - Our services are customized to meet the needs of our clients, communities and employers. Collaborative - We work together to achieve our goals and respect the contributions of others, both within ACCES and with our stakeholders. Learning - We listen and stay connected to our communities, clients, employers and other partners, to continuously improve. Entrepreneurial - We seek new, innovative and creative opportunities to be a leading-edge organization. Responsive - We are flexible and embrace change, continuously adapting to emerging needs and opportunities within a dynamic environment. Results-Oriented - We focus on action, outcomes, and setting new standards of excellence.

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For more than 30 years, ACCES Employment has connected diverse job seekers with employers across the Greater Toronto Area. In 2017-2018, we served over 32,000 job seekers by providing them with high quality employment services both in-person and online. Working with over 2,200 employers across the country, ACCES Employment actively engages the private sector to help create a workforce that reflects the diversity and experience of Canada’s population. As a non-profit, charitable organization, ACCES Employment receives funding from all three levels of government, corporate sponsors, donors and United Way Toronto & York Region. Currently, our work team consists of over 180 positions and we speak over 40 languages. We have five locations across the GTA (Toronto, Brampton, Mississauga, North York and Scarborough). ACCES Employment is respected and valued as a leader in its field. We are committed to providing high quality, effective employment services to both job seekers and employers. Employment Ontario provides the foundation for the delivery of our core services including employment preparation, job search, referral and resource services. Job search workshops, employment counselling, informational and resource support, and employer engagement together with job development continue to be our primary areas of service. As part of our Employment Ontario program, we offer a tailored employment support program for youth 15-29 years of age who are currently unemployed. We have also developed sector-specific expertise through a series of bridge training programs in the following areas: Engineering, Finance, Human Resources, Healthcare, Information Technology, Sales and Marketing, Leadership and Supply Chain. In addition, we offer a unique program for newcomer entrepreneurs designed specifically to help those with entrepreneurial experience to successfully start a business here in Canada. We also offer language training through our drop-in program, Talk English Café as well as more intensive workplace-focused communication and language training through Language for Workplace Connections. Mentoring and networking opportunities play an important role in connecting our job seekers with professionals in the field. Our Speed Mentoring® program gives job seekers an arena for short, focused conversations with working professionals in their field. ACCES Employment supports the success of women in the workplace through all of our programs. We recognize both the unique strengths that they offer and the barriers that they face to finding employment that reflects their education and experience. We have developed two programs that speak to the unique strengths of women to better support their future career pursuits in Canada. The START Customer Care program is designed to support women with pursuing careers in the customer care sector in Canada. Empowering Women is a one-week intensive program supporting newcomer women to be successful in their careers. Through customized workshops, coaching, and mentorship, Empowering Women provide newcomer women with the skills and confidence to become a leader in their sector. With the insurgence of Syrian refugees to Canada in 2015, ACCES Employment responded quickly with tailored services to meet the unique needs of this group of job seekers. Our new program, Employment Connections for Newcomer Youth helps newcomer youth between the

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ages of 16 and 29. We developed an entirely new program for Syrian newcomers with a background in trades called the Construction Trades Program, which is now open to all newcomers and delivered in partnership with LiUNA Local 506, Ontario Masonry Training Centre, and PTP Adult Learning and Employment Programs. In 2016, we launched our online services through our pre-arrival program, Canadian Employment Connections designed to support those who are approved for permanent residency in Canada. Job seekers access a range of workshops, events and resources entirely online with virtual support from a team in Canada. We are constantly striving to improve our flexible and seamless services so that we can meet the needs of our participants. Staff is informed, highly skilled, creative, adaptable, and strongly committed to service excellence. For additional information about our services, please visit our website at www.accesemployment.ca.

http://www.accesemployment.ca/

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APPENDIX B – Request for Proposals Cover Page and Checklist This sheet is to be completed and submitted as page one of the package.

Company Name

Address

Website

Contact Name

Title

Telephone

Email

The respondent has carefully examined the RFP documents and has clear and comprehensive knowledge of the deliverables required. The respondent represents and warrants its ability to provide the deliverables as required under the contract terms as described. ________________________________________ Signature of bidder representative Name and Title: Date: I have authority to bind the organization listed above.

Item Attached (Y/N)

For ACCES Employment’s Use Only

Weight (leave blank) ACCES Score (leave blank)

Cover Letter and Checklist Meets / Does Not Meet

Company Profile 10

Company Experience 10

Key Project Resources 10

Approach and Implementation Methodology

15

Training Plan 15

Project Timeline 10

Pricing 30

Client References Meets / Does Not Meet

Total Score 100

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APPENDIX C – Conflict of Interest Statement In addition to the other information and representations made by each Proponent in the IFP, each Proponent must declare whether it has an actual or potential Conflict of Interest. If, at the sole and absolute discretion of ACCES Employment, the Proponent is found to be in a Conflict of Interest, ACCES Employment may, in addition to any other remedies available at law or in equity, disqualify the Proposal submitted by the Proponent. The Proponent, by submitting the Proposal, warrants that to its best knowledge and belief no actual or potential Conflict of Interest exists with respect to the submission of the Proposal or performance of the contemplated Agreement other than those disclosed in the Form of Offer. Where ACCES Employment discovers a Proponent’s failure to disclose all actual or potential Conflicts of Interest, ACCES Employment may disqualify the Proponent or terminate any Agreement awarded to that Proponent pursuant to this Proposal process.

Conflict of Interest Response

Is there an actual Conflict of Interest, relating to the preparation of its Proposal, or if the Proponent foresees an actual or potential Conflict of Interest in performing the contractual obligations contemplated in the RFP?

☐ Yes ☐ No [If yes, please enter details here.]

The Proponent agrees to provide any additional information, which may be requested by ACCES Employment.

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APPENDIX D – References Reference Number 1:

Company Name:

Contact Name:

Company Address:

Company Telephone Number:

Contact Email Address:

Date Work Undertaken: From: To:

Nature of Services:

Reference Number 2:

Company Name:

Contact Name:

Company Address:




Nature of Services:

Reference Number 3:

Company Name:

Contact Name:

Company Address:




Nature of Services:

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APPENDIX E – Bid Form

Services Actual Price Extended Discount (i.e. Non-profit pricing)

System Installation/License Fee/Technical Requirements

Professional Services:

Requirements Gathering

Design and Implementation

Testing and Troubleshooting

Training, and three-month post implementation support

Deployment

Project Management

Annual Support/Maintenance Fee

Total before Tax

Please Note: As an agent under the Broader Public Sector (BPS), Act 2010, ACCES Employment is unable to reimburse vendors for any incidental expenses such as food, hospitality, mileage, printing, etc. The proponents are to list any foreseen Exclusions/Out of Scope items. I certify that the above “Base Bid” will be valid and binding for sixty (60) days following proposal due date and will become part of the contract that is negotiated with ACCES Employment. ________________________________________ Printed Name ________________________________________ Position ________________________________________ Signature ________________________________________ Date

29

APPENDIX F – Wireframe Samples

I. My ACCES Home Page This page is intended to be the default landing page for all users to view time sensitive organizational news and updates and access their tailored content and tools. Few subjects to include on this page could be:

Notifications, New emails, etc.

Organization News and Updates

Staff information: Directory, Stories, Celebrations, Out of Offices, Introducing New Employees, etc.

Calendar of Events

Document Libraries

Quick links

My HR High-level wireframe:

30

II. Department Pages Department pages are intended to be designed for the main central admin operation sectors: HR, IT, Finance, Marketing, Corporate Engagement, Administration and Procurement and will be used for collaboration and information sharing inside and outside of those departments.

HR Department:

31

Finance Department:

IT Department:

32

Marketing Department:

Corporate Engagement Department:

33

Admin and Procurements Department:

34

III. Program Pages This section provides access to the list of all the programs that their services are offered at ACCES Employment. By clicking on each Program, the user will be directed to a new page relevant to that specific program and associated information. Main page with all the Programs listed:

Example of a Program Page:

35

IV. Board Portal This page is intended to be used by ACCES Employment Board of Directors Members for communication and announcements, as well as document sharing and events/meetings management. This page will be information sensitive and access should only be granted to the members. This page will be shared with external users outside of the organizations network.

36

V. Quality Assurance Page The QA page will be used by the team as well as other users across the organization for the purpose of collaboration and sharing information.

37

APPENDIX G – Bidder’s Response to Requirements Please refer to the attached document, APPENDIX G, and provide your response to each requirement under the “Response” column. Please provide clear description of how the solution will/will not meet the requirement. Please be advised that short responses such as “Yes”, “No”, “Agree”, or similar format will be considered as poor in the proposal evaluations.

Documents

Issued Date: January 24, 2019 Application Deadline: February 22, …accesemployment.ca/images/careers/RFPSharepointIntranetJan2019… · The solution should be developed on SharePoint