2018004-RFSQ - Temporary I.T. Professional Resources

 
PART 1 – INTRODUCTION
 
1.1Invitation to Proponents
This Request for Supplier Qualification (“RFSQ”) is an invitation to prospective Proponents to submit Proposals for the provision of Temporary Information Technology (IT) Professional Services to support the University of Ottawa in Information Technology projects and provide resources on a temporary basis under the direction of the University Information Technology Services and individual Campus IT Offices (the “Services”), as further described in Part 2 – The Deliverables.
1.2Objective
The primary objective of the RFSQ is to procure Services to the University to satisfy its needs as described in Part 2 – The Deliverables. The University is seeking (for full details see 2.1.2 Resources Roles and Responsibilities):
 

• I.T. Resources specialized in I.T. Management
• I.T. Resources specialized in I.T. Support

 
1.3Background
Founded in 1848, the University of Ottawa (the “University”) is located in the heart of Canada’s capital, with a population of over 45,000 students, teachers and support staff. It is the largest bilingual (English-French) university in the world. The University has ready access to the great institutions of our country. Our advances in social sciences, health, science and the humanities make the University a unique place to learn, grow and excel.
Information Technology’s mandate is to lead the IT efforts at the University of Ottawa.  It closely works with faculties and services to address uOttawa’s institutional requirements and objectives.
Information Technology provides leadership in prioritizing and optimizing technology investments while leveraging best practices in terms of solution design and security. The vision is to facilitate the best student experience, as well as the activities of faculty, researchers and staff with IT resources and expertise.
The University of Ottawa Information Technology Service supports the University strategic mission by providing technology and information management services and solutions. To meet University’s mission, I.T.:
 

• Plays a key role in supporting the improvement of technology services;
• Provides management and continuous improvement of technology services supported by metrics.

 
 
1.4Type of Agreement
The University intends to enter into Multi-Use List Agreement (Vendor of Record Agreement – VOR Agreement) with up to 15 Preferred Proponents per Service Category proposed by the Proponent, based on the terms and conditions set out in Appendix A of this RFSQ, for the provision of the Services, as described in Part 2 – The Deliverables. The University reserves the right to adjust the number of Preferred Proponents as necessary.
The Term of the Contract is intended to be for a three (3) year period, from October 2018 to September 2021 (the “Term”), with an option to renew for two (2) additional one (1) year period, at the sole discretion of the University.
It is anticipated that the Agreement will be executed in the second half of 2018, and no obligation on the part of the University shall arise until such time as the Agreement is signed.

1. VOR Arrangement for standard services

 
The VOR ceiling will be set at $500,000 before taxes for a single one-time mandate request. Any one time procurement valued over this amount will be required to go to an open competitive process.
 
The University makes no guarantee of the value or volume of work to be assigned to the Provider. At its sole and absolute discretion, the University reserves the right to procure the Services by other means, including an open competitive process or otherwise. The agreement is not an exclusive contract for the provision of the described deliverables.
 
The second stage invitational competitive process will follow the following thresholds whereby the number of Vendors of Record contacted to provide quotes will be based on the dollar value of the procurement, see the table below.
 
 Procurement value
(not including taxes, all values CAD $)Minimum Number of Vendors of Record to be invited to the Second Stage Selection
$0 up to $10,0001 Vendor
$10,000 up to $50,0002 (if the number of vendors’ VOR permits)
$50,001 up to $100,0003 (if the number of vendors’ VOR permits)
$100,001 up to $500,0005 (if the number of vendors’ VOR permits)
$500,001 and aboveOpen competitive process posted on Merx
 
1.6Addition and Removal from the Vendor of Record Arrangement
The University reserves the right, at its sole discretion, to suspend or remove a Vendor of Record from the VOR list if:
1.6.1 a Vendor never submits candidatures following second stage invitations, three times within a period of 12 consecutive months or
1.6.2 if a Vendor or its resource fails to perform the work as specified in the SOW deliverable, including meeting the milestone or completion dates.  
 
Additional vendors can be placed on the list (for VOR arrangements) at the end of the initial fixed term of three years. The University will post a public notice on Merx inviting new vendors to present a proposal.
 
1.7Statement of Work (SOW)
Proponent will be required to complete an individual Statement of Work for each engagement entered into under the Agreement. The SOW will describe the specific staffing services to be provided and will include the following:

• A detailed description of the staffing service to be provided, including a job description for each job to be provided and a schedule of deliverables
• The qualification of the personnel assigned to perform the services
• The period of performance during which the staffing services will be provided
• The applicable hourly fee and any additional terms and conditions applicable to the staffing service.

 
The Statement of Work Authorities (Campus Clients) reserve the right to terminate an assignment if the Resource does not achieve the goals set up for that assignment.

 
 
1.8Definitions
The following definitions apply:
 
“Business Hours” means 8:00 a.m. to 5:00 p.m. local time in Ontario, Canada (or specific daily start and finish times as otherwise mutually agreed with the University) of every business day (Monday to Friday), excluding statutory holidays and days in which the University is closed.
 
“Eligible Proposal” means a Proposal that meets or exceeds a prescribed requirement, allowing it to proceed to the next phase.
 
“Evaluation Team” means the individuals who have been selected by the University to evaluate the Proposals.
 
“Preferred Proponent” means the Proponent that the University has identified as the highest-ranked Proponent in accordance with the evaluation process.
 
“Proponent” or “Proponents” means an individual that submits a Proposal in response to this RFSQ and, as the context may suggest, refers to a potential Contractor.
 
[End of Part 1]

PART 2 – THE DELIVERABLES
 
 
2.1         Scope of Work
The university is looking for pre-qualifying placement agencies, I.T. providers in the following two main categories:
 

• I.T. Management Resources

 

• I.T. Support Resources

 
 
2.1.2    I.T. Roles
 
The Resource Categories described below will be required on request basis, under set terms and conditions of the Statement of Work awarded. Other Resource Categories and IT positions may be added to the list as seen necessary.
 I.T. CategoriesI.T. Roles
  
I.T. Management 
 IT Project Manager
 IT Project Controller Officer
 IT Change Management - Communication
 IT Change Management - Training
 Business Analyst | Business Process Reengineering Analyst
 Data Scientist
 Security and Network Operations Center Analyst
 PCI DSS Qualified Security Assessor (QSA)
I.T. Support 
 Developer
 Quality Assurance
 Database Administrator
 System Analyst (Windows and or Linux)
 Network Technician
 
 
Proponents can submit Proposal for one (1) or for both Service Categories. For any category Proponents can propose their capability to provide resources for any of the I.T. roles, from one, for some or for all.
 
General requirements set out in Section 2.2, Section 2.3, Section 2.4 and Section 2.5 are applicable to each and every Service category.
 
 
The request for Quote will be emailed directly to the Vendor of record’s representative, and it should be completed and returned within five (5) Business Days of issuance at no cost to the Client, or otherwise agreed upon with Clients.
 
The University may require additional services for future needs including but not limited to: Advisory Services, I.T. Strategy, etc.
 

 
2.1.2. Resources Roles and Responsibilities
IT Project Manager
Responsible for overall coordination, status reporting and stability of project oriented work efforts. Ensure projects are delivered on time, within budget, adhere to high quality standards and meet customer expectations. Responsible for assembling project plans and teamwork assignments, directing and monitoring work efforts on a daily basis, identifying resource needs, performing quality review; and escalating functional, quality, timeline issues appropriately. Responsible for tracking key project milestones and adjusting project plans and/or resources to meet the needs of customers. Coordinates communication with all areas of the enterprise that impacts the scope, budget, risk and resources of the work effort being managed.
Must possess extensive knowledge and expertise in the use of project management methodologies and tools, resource management practices and change management techniques. Manages one or more cross-functional projects of medium to high complexity. More senior role has responsibility for multiple large, complex projects with greater impact to the enterprise.
Education:
Bachelor’s Degree in Computer Science, Information Systems, Business Administration, or equivalent work experience. Project Management certification or successful completion of a recognized project management curriculum is required.
Experience:
Typically has 7 to 10 years of IT work experience, including 4 or more years managing projects.
Experience with projects in multiple technologies and functions.
Responsibilities:
Overall responsibility for the projects initiation, planning, execution, governance and closure

• Report to and receive directions from the Project Steering Committee

• Deliver project scope within budget and timeline once the project has been baselined

• Complete overall program planning, manage project progress as per plan and provide direction and guidance
  • Develop the project charter, project plan and project budget in close collaboration with the team leads and subject matter experts
  • Chair the project management committee and project team meetings
  • Produce the Project Status Report
  • Provide status and progress reviews to Project Steering Committee
  • Keep the project plan up-to-date
  • Maintain project registers (issue, risk, decision, deliverable, change request, action item)
• Manage scope changes and change control process
• Assess and manage risks and issues and the escalation process if required;
• Acquisition and monitoring of overall project resources and budget. Some of the projects will be lead by project managers and team leads reporting to the program.
• Review of strategies, methodologies and approaches for completion of deliverables by team members
• Oversee the elaboration and deployment of the change management strategy and plan
• Provide project leadership and motivate the team to meet their objectives
• Ensures that proper quality controls are in place for deliverables
• Review and sign off on all major deliverables
• Responsible to close project deliverables
• Manage project resources and evaluate resource performance.
• Monitor contract compliance
• Manage, review, and prioritize the project work plans with objective to stay on time and on budget
• Proactively resolve problems and conflicts with the project team

 

 
Deliverables:

• Project Charter
• Project Plan
• Project Budget
• Project Registers: issue, risk, decision, deliverable, change request, action item
• Change management strategy and plan, including communication, information and training
• Project Status Report
• Project Steering Committee material and minutes
• Project Management Committee material and minutes

 
IT Project Controller Officer
Execute project management processes and using existing templates. Compiles metrics relating to IT project success, project attributes, and individual productivity and adherence to defined processes. May track costs and performance, service levels and other metrics required to ensure project goals and objectives are met. Serves as a resource to project managers and project leaders to educate and assist them with implementing project management processes and making improvement/changes. Provides administrative support to project managers and project leaders. Ensures project control systems are in place and integrates project data for decision makers. Administers and maintains project management software and tools (e.g., Microsoft Project). Organizes and publishes project-related documentation in various sources. Knowledge of project management tools, methods and best practices such as those defined by the Project Management Body of Knowledge (PMBOK).
Education:
Bachelor’s Degree in Computer Science, Information Systems, Business Administration, or other related field. Or equivalent work experience.
Experience:
Typically has 3 to 5 years of project support/management experience.
Responsibilities:
Overall responsibility: project tracking & status reporting.

• Maintain the project plan.
  • Identify overallocated resources.
  • Compile & update tasks progress.
  • Assist the project manager and project leaders to update the project plan to correct overallocated resources and late tasks and to add change request related tasks.
• Produce project status reports.
• Keep track of project budget.
• Produce project budget report.
• Recommend project management templates & processes improvements.
• Provide coaching and support the project manager, project leads and project team members regarding the project management processes, tools and best practices.
• Organize and publishes project related documentation and reports.
• Compile metrics to help build lessons learned and adjust estimation templates.
• Produce Issue log & Risk Analysis with the project manager and project leads.

Deliverables:

• Project Status Report
• Project Budget Report
• Up to date project plan

 
IT Change Management – Communication
Lead, plan and implement all communication activities related to the change management of one or more projects. Is responsible for ensuring projects integration and implementation meets business, schedule, and budget objectives. Partner with stakeholders to identify and mitigate potential risks.
Focus on facilitating the people side of changes to business processes, systems and technology, job roles and organizational structure by developing and implementing a robust communication and change management plan. Develop a change-management strategy for the projects and facilitate the execution of related action plans to ultimately minimize employee resistance and to maximize employee engagement and user adoption.
Education
University degree in a field relevant to the primary responsibilities. PROSCI certification is an asset.
Experience

• Minimum seven years of experience in large-scale, multi-disciplinary project management
• Experience and knowledge of change-management principles and methodologies
• Proven track record in implementing organizational change management for large technology projects

Responsibilities:
Overall responsibility: communications to the end-users throughout the project.

• Identify project communication needs.
• Participate in multidisciplinary team meetings to understand policies, people and technology changes that will impact the University.
• Conduct stakeholder analysis.
• Manage the expectations of a broad group of stakeholders through identified Change Agents.
• Lead, plan, execute and implement the communication strategy for the project with the goal to increase awareness and build support for the projects. This will involve to:
  A) Develop and deliver communication strategies to facilitate the adoption of the new system and business processes and facilitate ongoing communications with users and within the project team;
  B) Develop and write bilingual (French and English) communications materials (email, web site, reports, etc.), leveraging current internal communications tools, and establishing a mechanism to share information within the project team and users
• Analyze and understand the changes brought by the project as well as the benefits for the end-users to be able to prepare them to what’s coming up.
• Create and distribute communications through various medium (videos, memos, …).
• Inform end-users of the project progress through regular communication.
• Explain to the end-users the changes brought by the project as well as the benefits from their point of view.
• Create and manage measurement systems to track adoption, utilization and proficiency of individuals and the organization as a whole against the defined project benefits and desired outputs to be derived from the changes and adjust project accordingly. Identify on-going resistance and performance gaps, and work to develop and recommend the appropriate corrective actions.
• Conduct organizational readiness assessment.
• Coaching. Develop programs and activities to engage the stakeholders and help them understand their roles as change champions to support University initiatives.
  Act as a coach for senior managers and executives, assisting them in fulfilling the role of change leaders and sponsors.
  Provide direct support and coaching to front-line managers and supervisors as they assist their direct reports through the transition phase.
• Coordinate communications with the project manager and stakeholders.

Deliverables:

• Stakeholder analysis
• Communication strategy
• Communication plan
• Organizational readiness assessment
• Communication workshops
• Bilingual (French, English) Communications

IT Change Management – Training
Manages the training life cycle, including needs analysis, training strategy and development and delivery of training programs and tools for IT professionals and end-users. Additionally, implements and manages a skills management and competency development process for the IT professional staff and end-user community. Coordinates or provides services to identify business and subsequent training drivers for the organization and identifies technology drivers for the analysis of roles and their associated skills and competencies. Leads analysis of current skills to identify skill gaps and works with IT to prioritize skills training and development imperatives. Ensures a technical learning environment exists in the organization. Responsible for ensuring capability of technology is maximized through effective training, resulting in transfer of knowledge and skills that support organizational needs.
Oversees the development of curriculums and specific courseware to address skill gaps for IT professionals and end-users, and oversees the selection and usage of various training delivery systems and certification/testing methods to assess the effectiveness and efficiency of programs. Helps to pilot and test new training techniques, strategies, tools and processes to increase training effectiveness.
Education:
Bachelor’s Degree in Instructional Technology, Computer Science, Information Systems, Education, or other related field. Or equivalent work experience. PROSCI certification is an asset.
Experience:
Typically has 7 to 10 years of training (including curriculum development for IT and instructional technology) experience, 2 or more years of training management experience.
Responsibilities:
Overall responsibility: manages the IT training life cycle.

• Analyze and understand the changes brought by the project as well as the way to correctly use it to be able to explain it
• Identify training needs.
• Participate in multidisciplinary team meetings to understand policies, people and technology changes that will impact the University.
• Lead, plan, execute and implement the training strategy for the project
• Lead, plan, and implement the best approach and tools in order to train identified stakeholders
• Develop, write or adapt existing training material, leveraging current internal training material or suppliers’ training material.
• Create and distribute training material through various medium (PowerPoints, videos, animated gifs, …).
• Conduct training sessions.
• Measure training effectiveness.
• Stay up to date with the latest training techniques, analyze them and help pilot test them to identify those that should be used to respond to our needs.

 
Deliverables:

• Training strategy
• Training plan
• Training material (French and English)
• Training sessions

 

 
Business Analyst / Business Process Reengineering Analyst
Serves as a liaison between the business community and the IT organization in order to provide technical solutions to meet user needs. Possesses expertise in the business unit(s) they support, as well as, an understanding of the IT organization’s systems and capabilities. Analyzes business partner’s operations to understand their strengths and weaknesses to determine opportunities to automate processes and functions. Assists in the business process redesign and documentation as needed for new technology. Translates high level business requirements into functional specifications for the IT organization and manages changes to such specifications. Educates the IT organization on the direction of the business. Negotiates agreements and commitments by facilitating communication between business unit(s) and IT from initial requirements to final implementation. Possesses an understanding of technological trends and uses this knowledge to bring solutions to business units supported to enhance the enterprise’s competitive edge. May make recommendations for buy versus build decision.
Education:
Bachelor’s Degree in Computer Science, Information Systems, Business Administration, or other related field. Or equivalent work experience. IIBA certification and process improvement certification are an asset.
Experience:
Typically has 3 to 5 years of relevant technical or business work experience.
 
Responsibilities:
Overall responsibility: serves as a liaison between the business community and the IT organization.

• Translate high level business requirements into functional written specifications.
• Gather business requirements: Identify, design, and refine business process changes and transactions. Develop a full understanding of business requirements in order to translate them into technical written specifications to facilitate the development of new systems and ensure development efforts meet the needs of clients.
• Business Analysis: Lead the evaluation of the business and operational requirements of client requests, to recommend the procedures, implementation, development and improvements deemed necessary. Write functional specifications document and communicate these between IT teams, managers and others involved in the process.
• Assists the IT resources in understanding the business needs.
• Work in partnership with the IT resources to identify technical solutions to business needs.
• Identify automation opportunities in business processes.
• Assists in the business process redesign and documentation.
• Continuous Improvement: Keeps appraised of emerging technologies and identifies opportunities to integrate these technologies into the University’s infrastructure and to automate business processes.
• Risk Assessment: Anticipate risks and issues in plans and requirements and work in collaboration with IT professionals to take appropriate action to mitigate and resolve them. Ensure that designs are implemented into a solution that is fully tested, functional, and accurate. Oversee the smooth transition of all system enhancements into the daily operations of users.
• Testing: Design and execute business and end-user test scenarios and integration tests. Ensure that the system meets the requirements in terms of functionality, performance, reliability, and security. Track, monitor and demonstrate completion of a requirement.
• Facilitating communication between business units and IT.
• Execute functional tests to ensure the result respect the business requirements.

 
Deliverables:

• Business process map
• Business process narrative
• Data Register
• Specifications (Functional and Technical)
• Test Plan
• Test Results
• Standard Operating Procedures (SOPs)

Data Scientist
Responsible for collecting, analyzing and interpreting large amounts of data, structured and unstructured, to generate business insights and contribute improve business process performance.
 
Experience:
Knowledge of post-secondary institutions and/or administrative business processes and their management systems. Demonstrated experience of business intelligence concepts, modelling and the ability to provide high-level analysis in complex situations. Experience with projects in multiple technologies and functions.
 
Responsibilities:

• Plan: work in close collaboration with a wide array of university operations, including financial resources, human resources, admissions, registrations, etc., analyse business and strategic needs to propose sound and justified data collection plans and analyses to help solve complex business problems, increase administrative efficiency, lower administrative costs and improve service quality and satisfaction.
• Document: proposals, business requirements, configuration, data dictionaries, business rules, technical and operational feasibility and ensures these are accessible and readily available to all clients, stakeholders and business owners.
• Write and execute data collection plans. Includes the identification of the required data sources and data elements to perform the analyses.
• Analyse and interpret large amounts of data, structured and unstructured, to generate business insights and contribute improve business process performance. Includes pattern analysis.
• Communicate how to use analytics data to drive business decisions that may include changing course or improving a process.
• Dashboards: configure and test identified dashboards based on agreed upon metrics and business insights to operationalize.
• Stay abreast of new technology, work methods, and techniques and proactively researches technologies and tools that are of potential interest to the University.

 
Deliverables:

• Documentation
• Data collection plans
• Plan to analyze
• Business insights, dashboards

 
Security and Network Operations Center Analyst
Assists in the development and implementation of security policies and procedures (e.g., user log-on and authentication rules, security breach escalation procedures, security auditing procedures and use of firewalls and encryption routines). Prepares status reports on security matters to develop security risk analysis scenarios and response procedures. Responsible for the tracking and monitoring of software viruses. Enforces security policies and procedures by administering and monitoring security profiles, reviews security violation reports and investigates possible security exceptions, updates, and maintains and documents security controls.
Involved in the evaluation of products and/or procedures to enhance productivity and effectiveness. Provides direct support to the business and IT staff for security related issues. Educates IT and the business about security policies and consults on security issues regarding user built/managed systems. Represents the security needs of the organization by providing expertise and assistance in all IT projects with regard to security issues. Must have extensive knowledge in networking, databases, systems and/or Web operations. More junior level position primarily focuses on security administration; a more senior level position is involved in developing enterprise security strategies, management of security projects and the most complicated security issues.
Education:
Bachelor’s Degree in Computer Science, Information Systems, or other related field. Or equivalent work experience.
Experience:
Typically has 4 to 6 years of combined IT and security work experience with a broad range of exposure to systems analysis, application development, database design and administration; 1 to 2 years of experience with information security. Requires knowledge of security issues, techniques and implications across all existing computer platforms.
Responsibilities:

• Assists in the development and implementation of security policies and procedures.
• Perform real-time analysis and correlation of logs/alerts from a multitude of network and security devices with a focus on the determination of whether said events constitute network or security incidents. Responsible for researching and documenting various mitigation strategies. Prioritize remediation of issues in a highly complex environment with critical uptime requirements.
• Monitor IT assets, network, and data to ensure the prevention of events that negatively impact confidentiality, availability, and integrity.
• Monitor a wide variety of information and network systems that include, but are not limited to telecommunications circuits, LAN/WAN systems, routers, switches, firewalls, VoIP systems, servers, storage, backup, operating systems and core applications
• Prepare status reports on security matters to develop security risk analysis scenarios and response procedures.
• Maintain an in-depth knowledge of common attack vectors, common security exploits, and countermeasures. Respond to all information security relevant events (hacker intrusions, virus infections, denial of service attacks, etc.) by identifying diagnoses and developing solutions in a timely manner.
• Enforces security policies and procedures:
  • Administer and Monitor security profiles.
  • Reviews security violation reports and investigates possible security exceptions.
  • updates, maintains and documents security controls.
• Create and conduct regular vulnerability assessments to ensure the infrastructure is not at risk and manage remediation plans.
• Involved in the evaluation of products and/or procedures to enhance productivity and effectiveness.
• Provides direct support to the business and IT staff for security related issues.
• Educates IT and the business about security policies.

 
Deliverables:

• Security policies and procedures
• Status reports
• Monitoring plan and results
• Test plan & test results

PCI DSS Qualified Security Assessor (QSA)
Provide the Payment Card Industry (PCI) Qualified Security Assessor (PCI QSA) certified expertise and services to assist the University in achieving and maintaining PCI compliance against the most recent PCI DSS requirements version.
 
Responsibilities:

• Documentation Review: Review, validate and recommend revisions to existing policies and supporting procedures. Maintain a comprehensive list of required policies and supporting procedure derived from the PCI DSS framework. Discuss and adapt the policy and described procedures to meet specific needs of the University. (if required) Develop policies and supported procedures then submit preliminary drafts to the University for review and incorporate University’s feedback and submit final versions of the policies and procedures.
• Remediation Assistance: Perform gap remediation reviews vs the most recent version of the PCI DSS requirements.  Provide guidance and advice on the best approach to efficient remediation and as necessary, opportunities for scope reduction.
• Compliance Assessment: Assist the University to ensure all SAQ (Self-Assessment Questionnaire) environments and the related 3rd part compliance validations are complete and in order prior to the AOC (Attestation of Compliance). Review the contents of the questionnaire with the person/team that has completed the form. Make sure that whoever completed the form understands the questions and that the responses co-relate and make sense. (if applicable) Review answers supporting documentation.
• Penetration Testing: Plan and perform penetration tests, including documenting a variability assessment.

Deliverables:

• Gap analysis vs most recent PCI DSS requirements version
• Penetration test plan and results
• Signed and dated AOC(s) and SAQ(s)
• PCI Compliance Evaluation Certificate

 
Developer
Responsible to evaluate user business and software requirements and develops new or enhance existing and off-the-shelf computer applications. Is focused on meeting user needs and improving the efficiency of the University’s operations through system and software solutions.
Possesses a strong understanding of systems programming, graphical user interfaces and control languages. Evaluates vendor supplied software packages and makes recommendations to IT management. Modifies and/or debugs vendor-supplied utilities and packages. Modifies, installs and prepares technical documentation for system software applications. Diagnoses, isolates and de-bugs software problems and performs problem resolution. Monitors systems capacity and performance, plans and executes disaster recovery procedures and provides Tier 2 technical support.
Education:
Bachelor’s Degree in Computer Science, Information Systems, or other related field. Or equivalent work experience.
Experience:
Typically has 4 to 6 years of IT work experience in systems administration and programming.
 
Responsibilities:
Overall responsibility: delivering working software that answers the business needs.

• Analyse: Evaluates client’s business and functional requirements in order to fully explore their needs. Recommends solutions to improve systems and automation
• Design: Creates technical designs, specifications or plans in order to translate requirements into technical specification documents. Designs, plans and coordinates effective software using appropriate tools and operating systems facilitating the function of the various departments, to increase their efficiency and productivity, and to reduce costs.
• Develop, test and document: Develops effective program code (accordance to University security standards), tests and provides documentation for new releases or application upgrades. Translates specifications document into effective program code. Assists in the provision of user documentation. Creates technical specification, project plans and other documentation for review.
• Create technical unit test plan
• Conduct technical unit tests
• Produce technical unit tests results
• Deploy: Installs or releases new software in alignment with established procedures and processes. Integrates the final product to existing software.
• Maintenance: Reviews and identifies the requirement to repair and maintain current systems and software to ensure they continue to perform in keeping with client expectations. Ensures that all issues concerning data integrity, security, and confidentiality and user secrecy are dealt with. Ensures daily that the systems in production are functional and performing, and that backup and recovery processes and procedures are completed properly
• Provides Tier2 technical support
• Project Management: Develops and maintains plans outlining steps and timetables for small development projects, including analyzing and estimating feasibility, costs, time and compatibility with hardware and other programs, in order to ensure development projects are completed within an acceptable timeframe and budget and meet client expectations.
• Continuous Improvement: Provides recommendations to improve and enhance existing standards and procedures and improve the quality of the services provided to the users

 
Deliverables:

• Technical Specifications
• Coding, working software/modules
• Technical Unit Test Plan
• Technical Unit Test Results
• Code Review

 
Quality Assurance
Responsible for developing and executing formal test plans to ensure the delivery of quality software applications. Involved in test planning, writing test cases/scripts, test case automation and test execution. Defines and tracks quality assurance metrics such as defects, defect counts, test results and test status. Collects and analyzes data for software process evaluation and improvements, and integrates them into business processes to address the needs of the business. Documents all problems and assists in their resolution. Delivers quality process training to technical staff and acts as an internal quality consultant to advise or influence business or technical partners. Performs quality audits across the various IT functions to ensure quality standards, procedures and methodologies are being followed.
Education:
Bachelor’s Degree in Computer Science, Information Systems, or similar. Or equivalent work experience.
Experience:
Typically has 3 to 5 years of systems development, testing and/or business experience.
 
Responsibilities:
Overall responsibility: developing and executing test plans to ensure quality software.

• Develop test strategy
• Develop test plan
• Write test cases/scripts
• Implement test case automation
• Execute test plans
• Compile test results
• Track quality assurance metrics (defect count, test status, system performance, …)
• Report defect founds and assists in their resolution

 
Deliverables:

• Test strategy
• Test plan
• Test cases/scripts
• Test status
• Quality metrics compilation
• Defect’s report

 
Database Administrator
Responsible for the overall design of the enterprise wide data/information architecture, which maps to the enterprise architecture and balances the need for access against security and performance requirements. Knowledgeable in most aspects of designing and constructing data architectures, operational data stores, and data marts. Focuses on enterprise wide data modeling and database design. Defines data/information architecture standards, policies and procedures for the organization, structure, attributes and nomenclature of data elements, and applies accepted data content standards to technology projects. Facilitates consistent business analysis, data acquisition and access analysis and design, Database Management Systems optimization, archiving and recovery strategy, load strategy design and implementation, security and change management at the enterprise level.
Translates strategic requirements into a usable enterprise information architecture, which may include an enterprise data model, associated metamodel, common business vocabulary, ontologies and taxonomies to be used to guide enterprise solution development and achieve consistency of information assets across the application portfolio. Develops a metadata management and repository strategy to manage all enterprise information architecture project artifacts. Ensures existing data/information assets are identified, stewarded and leveraged across the enterprise. Requires an understanding of emerging regulatory issues (e.g., consumer privacy laws, outsourced data and specific industry guidelines such as HIPAA) to develop internal and external checks and controls to ensure proper governance, security and quality of information assets.
Education:
Bachelor’s or Master’s Degree in Computer Science, Information Systems, or other related field. Or equivalent work experience.
Experience:
Typically has 7 to 10 years of experience with large and complex database management systems.
Responsibilities:
Overall responsibility: design, security and maintenance of the databases

• Identify access needs, security needs, performance requirements
• Design databases that respect the identified criterias
• Create databases mainly on Oracle, Microsoft SQL or MySQL platforms
• Create backup and restore procedures
• Maintain the databases:
  • Perform security checks to ensure security level stays accurate
  • Install and test security patches
  • Perform analysis of needs from new projects and adjust database architecture accordingly
  • Backup the databases and provide on-demand restore
  • Regularly test the backup and restore procedure to ensure it’s still working as intended
  • Optimize the database
• Migration: Controls the migration of data dictionary objects from development through production. Reviews and approves all additions and modifications to the production data dictionary objects. Ensure compliance to the naming standards and data dictionary standards. Reviews and ensures all required database application procedures (including database backup/recovery and reorganization) are in place and tested before the transfer to production.
• Respect data architecture standards, policies and procedures of the organisation
• Planning: Analyses and prepares estimates of the future database disk space requirements. Manages the allocation of the disk space allocated to the databases. Participates in the designated Faculty/Service capacity planning activities.
• Knowledge and understanding of the data regulatory issues (e.g., consumer privacy laws, outsourced data guidelines, …) to setup our data accordingly

Deliverables:

• Database
• SQL scripts
• Backup and restore procedure

 
System Analyst (Windows and or Linux)
Responsible to install, configure and maintain the server infrastructure and systems to support and improve the efficiency of the organization’s operations. Ensures that the IT assets for its designated group or team are managed in a manner that maximizes the use of the University’s technical resources and ensures the stable, secure and consistent performance of the infrastructure
 
Responsibilities:

• System installation and configuration: Installs and configures the servers and systems to ensure full and proper system functionality within the existing infrastructure. Gathers and evaluates client needs, analyzes systems requirements, evaluates vendor supplied applications, develops recommendations, and implements accordingly. Modifies the configuration of existing components, as necessary, to maintain or improve functionality and to facilitate the easy retrieval of information by others
• System maintenance and repair: Identifies diagnoses and develops solutions, including system patches or version upgrades, to repair and resolve technical issues with the server infrastructure systems in a timely manner. Maintains core application infrastructure, including virtual servers, networks and firewalls. Acts as an escalated level (or highest level in some faculties/services) of support for other technicians/analysts to resolve complex server infrastructure issues.
• Capacity analysis: Conducts capacity planning studies, including research into the current and future capacity, capability and performance of the University’s server infrastructure in order to ensure they are continuously able to support the University’s needs. Analyzes system workflow and develop programs to optimize the performance of the University’s server infrastructure and systems
• Security services: Investigates security breaches, recommends corrective actions and implements security measures to ensure the server infrastructure is properly configured to safeguard against unauthorized access
• Document: Prepares reports and policies to ensure reliable system documentation is available to assist others in making effective, informed decisions. Develops application documentation requirements for functions, modifications, backups and operating procedures. Develops documentation representing the current configuration of the server infrastructure of the systems for the designated faculty/service.
• Server maintenance and Monitoring: Monitors the performance of the server infrastructure to ensure they are at all times capable of supporting the business needs of the University. Conducts testing of new or customized application modules to ensure application meets specifications. Provides ongoing maintenance and operational support for applications
• Technical advice: Exchanges technical expertise with peers in order to support the maintenance and operation of the University’s server infrastructure. Provides technical expertise, training, and consultation to other staff. Maintains appropriate professional designations and up-to-date knowledge of current information technology techniques and tools and provides input to strategies for ongoing support and upgrade of these systems

 
Deliverables:

• Installing or replacing equipment
• Asset inventory and inventory maintenance
• Writing and maintaining system run books

 

 
Network Technician
Responsible for day to day activities including: installing, configuring, tuning, securing and troubleshooting network routers & switches. Is responsible for the deployment of optical fiber and telecommunication links necessary for the proper functioning of computer equipment and networking, including data hubs, routers and telephone systems within infrastructure facilities and telecommunication facilities.
The incumbent assists the network infrastructure team in developing standards on the deployment and maintenance of telecommunication facilities; performs diagnostics and resolves problems that may occur on the main telecommunication links.
 
Responsibilities:

• Installations: Provides design, installation, and configuration, documentation, training (on-the-job), operation, maintenance, and support for workstations and data centers. Assists in developing and updating telecommunications rooms. Performs physical installation in the telecommunication rooms, including cabinets, wiring harness, and temperature monitoring devices
• Deployment and Maintenance: Plans, coordinates, installs, maintains, optimizes, and enhances the telecommunication environment, including desktop, servers, network infrastructure, wireless, and voice and data telecommunication systems
• Monitoring: Performs physical installation in the telecommunication rooms, including cabinets, wiring harness, and temperature monitoring devices. Ensures the university benefits from regular audits by the cable team to validate standards are being met in the telecommunications rooms. Collaborates with the team to monitor the network, establish the appropriate alarms and events management, including temperature and power in the telecommunication rooms
• Network Performance: Ensures the maintenance of all the UPS in telecommunication rooms and contacts the appropriate external firms, as required. Modifies switch, router and hub configurations to ensure optimum network performance.
• Documentation: Maintains updated documentation of telecommunication facilities and changes there to, including the use of databases.
• Telecommunications (installs and repairs): Installs telecommunication links, as required to optimize and configure the network infrastructure. Verifies the performance of fiber-optic links and repairs them as needed, or makes a request to have the damage repaired depending on the circumstances. Validates the performance of network components through use of technical tools. Provides metrics along with recommendations for updates to local area networks infrastructure. Participates in operations of cabling and installation at related facilities
• Network: Maintains the operations of passive components of the network and respond to incidents. Observes the resolution of problems related to network performance and infrastructure components on which the network depends. Troubleshoots data telecommunication and telephone telecommunication devices.
• Updates: Performs scheduled and unscheduled maintenance on telecommunication systems. Provides field technical support to end users and operational systems. Obtains and maintain appropriate professional qualifications and certifications for the functions of this position.

 
Deliverables:

• Installing or replacing equipment
• Asset inventory and inventory maintenance
• Writing and maintaining network run books

 
2.2         Level of Effort
The service provider must be capable to work on-site, if required, Monday to Friday, according to the University’s needs and pre-determined schedule, following the Employment Standard Act of the province of Ontario.
 
2.3         Required Qualifications
Each proposal will be evaluated and scored in accordance with the following evaluation of resource mandatory and rated technical criteria, as set in Appendix E.
 
2.4         University Project Authority and SOW Authority
2.4.1 The Services shall be performed under the authority and direction of an Information Technology manager or a University’s manager.
 
2.4.2 The Statement of Work (SOW) authority will have the responsibility to identify the temporary service needs, request quotes from Vendors and prepare individual Statement of Work for each engagement entered into under the Master Service Agreement.
 
2.5         Business Environment
2.5.1      Location and Working Schedule
The resources shall be available to work on the University of Ottawa premises as required by the project or the assignment.
 
The resources shall normally work within the hours of the University:
 

• Between, 08:00 AM to 5:00 PM EST, Monday to Friday (normal business hours), unless otherwise agreed upon (ex.: during the weekend) by the Contractor and the Statement of Work Authority.

 
Travel will not be required, unless agreed upon by the Contractor and SOW Authority.
 
2.5.2.     Technical Environment
The University is providing office furniture and supplies.  An email address of the University will be created and all required network accesses will be provided according to the given role and responsibilities.
 
The resource must provide its own computer, tablets, cellular and other devices indirectly related to the position and assume all costs related.
 
The assigned resource shall obey the University of Ottawa’s laws, policies and procedures. IT security policies are published on the University website.  Among those are Policy 116 – Use and Security of Information Technology Assets, Policy 117 – Information Classification and Handling and Policy 118 – Electronic Mail (Email) Policy and they can be found at:
 
https://www.uottawa.ca/administration-and-governance/policy-116-it-resources-acceptable-use
 
https://www.uottawa.ca/administration-and-governance/policy-117-information-classification-and-handling
 
https://www.uottawa.ca/administration-and-governance/policy-118-electronic-mail-email-policy
 
2.5.3      Leaves
The Proponent is entitled to take any leave of absence of up to 10 days during the duration of a one year assignment, unless agreed upon by the Contractor and Project Authority. Any leave of absence (personal leave including sick days, bereavement, etc.) will be as per the Employment Standard Act of the province of Ontario. For information, all University offices are closed for the Holiday Seasons, as an example from December 24, 2018 to January 2, 2019.
 
2.5.4      Parking
Parking fees on the University of Ottawa premises are not an admissible disbursement and shall be paid by the Proponent.
 
 
[End of Part 2]