The WCB is inviting your firm is invited to submit a Proposal for the following: an employee rewards and recognition Software-as-a-Service (SaaS) based solution.
Description of Services
To support the Program, the WCB requires the Services of the Contractor to implement a Software-as-a-Service (SaaS) based rewards and recognition solution (the "Solution") that delivers a seamless, user-friendly experience aligned with the WCB's culture and values and includes an integrated online reward store that can support approximately 800 active users. The Solution is expected to integrate effectively with the WCB's current Human Resources Information System (Vista), while remaining adaptable for future integration with any system that may replace Vista in the next 5 years. The Program and selected Solution are expected to be fully implemented by June 30, 2026.
The expected Solution shall include functionality to capture insights on engagement, participation trends, and overall program effectiveness. The Solution must deliver advanced analytics capabilities that: (a) measure performance against defined metrics, (b) track program outcomes, and (c) generate actionable insights to drive continuous improvement.
The functional and non-functional requirements for the Rewards & Recognition Solution are outlined in the Excel document accompanying this RFP. Vendors are required to carefully read the instructions and respond to every item in each tab by filling in the Implementation Type column as indicated and providing additional information in the
Vendor Description column.
The functional and non-functional requirements outlined in the accompanying Excel document for this RFP are listed below:
a) Functional Requirements:
1) Recognition Options and Rewards Fulfillment
2) Rewards Points
3) Notifications and Reminders
4) Administration & Configuration
5) Reporting & Analytics
b) Non-Functional Requirements:
1) Data Integration and Interoperability
2) Privacy, Data Protection and Data Residency
3) Accessibility and User Experience
4) Compliance, Audit and Assurance
5) Environment, Service Management and Support
6) Artificial Intelligence and Automation Governance
7) Monitoring, Logging and Observability
8) Security, Identity and Access Management
9) Availability, Performance and Business Continuity
10) Data Portability and Exit Management
The Vendor shall provide a detailed description of its proposed methodology and approach for the configuration and delivery of the Services. Such description shall include:
i. The scope of implementation along with an associated timeline.
ii. A comprehensive go-live plan, including the duration and terms of the standard support period following go-live.
The WCB may contact Short-Listed Vendors to request virtual demonstrations of the solution(s) proposed, seek clarification on the information provided in the Vendor's Proposal, and conduct in-person interviews of resource personnel prior to awarding the Contract
The Vendor will not be required to have and maintain workers compensation coverage for its workers who will be providing the Services, unless required pursuant to The Workers Compensation Act.
The Services shall normally be performed during Business Hours. However, the WCB may request some of the Services to be performed outside Business Hours from time to time, as deemed necessary, in the unfettered discretion of the WCB. The Vendor shall not be entitled to charge overtime rates unless specified in the Fee Schedule.
The Proposal should include an overview of the proposed resource(s) being offered, including profiles of work which highlight their experience performing similar projects.
The WCB requires the Vendor to deploy quality and seasoned resources to provide the Services. The WCB shall reserve the right to terminate the Agreement if the respective Vendor proposes or field inadequately qualified resources in providing the Services, or such other reasons in the opinion of the WCB, acting reasonably.
It is expected the Services will be required for an initial period of up to three (3) years with a preferred start date of February 9, 2026. The WCB shall have an irrevocable option to extend the Services for a further period of two (2) years of one (1) year each on the same terms and conditions and fees.
Vendors are not permitted to contact any employees, officers, or agents of the WCB for matters regarding this RFP, except in writing to the Agreement Administrator. Failure to adhere to this rule may result in the disqualification of a Vendor and rejection of its Proposal.
