Date: September 8, 2020
COMPETITIVE BID
Issued by:
Agriculture Financial Services Corporation
COMPETITIVE BIDS FOR:
WLPIP CLIENT FRONT END REPLACEMENT
COMPETITIVE BID #: 0641
CONTRACTED SERVICE: WLPIP CLIENT FRONT END REPLACEMENT
CLOSING: October 6, 2020 1:00 pm (MST)
AFSC BUYER: Kathy Walker
TITLE: Buyer, Business Services
ADDRESS: AFSC
Purchasing Department
5718 56th Avenue
Lacombe, Alberta T4L 1B1
PHONE: 403-782-8456
FAX : 403-782-5650
E-MAIL: RFP@afsc.ca
Competitive Bid #, Submission Deadline, and Proponent’s Return Address
should appear on face of the envelope.
TABLE OF CONTENTS:
TERMS AND CONDITIONS - 1 -
1.0 INTRODUCTION - 1 -
1.1 DEFINITIONS - 1 -
1.2 MANDATORY REQUIREMENTS AND DESIRABLE PROVISIONS - 1 -
1.3 CONFIDENTIALITY AND SECURITY OF INFORMATION - 2 -
1.4 MATERIAL OWNERSHIP - 2 -
1.5 CONFLICT OF INTEREST - 2 -
1.6 CONTRACT REVIEW - 3 -
1.7 NEGOTIATIONS - 3 -
1.8 INACCURACIES OR MISREPRESENTATIONS - 4 -
1.9 INQUIRIES - 4 -
1.10 BLACKOUT PERIOD - 5 -
1.11 LIABILITY FOR ERRORS - 5 -
1.12 NOTIFICATION OF CHANGES - 5 -
1.13 VENDOR’S EXPENSES - 5 -
1.14 SHORT LISTING - 5 -
1.15 RESOURCE REPLACEMENT - 6 -
1.16 FREEDOM OF INFORMATION AND PROTECTION OF PRIVACY - 6 -
1.17 RESERVATION OF RIGHTS - 7 -
1.18 COMPETITIVE BID ADMINISTRATION - 7 -
1.19 AFSC’S POLICIES AND PROCEDURES FOR SECURITY AND TRAINING ON SITE - 7 -
1.20 VENDOR DEBRIEFING - 8 -
2.0 STATEMENT OF WORK
3.0 MASTER SCHEDULE - 24 -
4.0 PROPOSAL SUBMISSION GUIDELINES - 25 -
4.1 PROPOSAL FORMAT - 25 -
4.2 PROPOSAL SUBMISSIONS - 26 -
TERMS AND CONDITIONS
1.0 Introduction
Agriculture Financial Services Corporation (AFSC) is an Alberta Provincial Crown Corporation under the Ministry of Agriculture and Forestry (AF). AFSC’s core programs include business risk management programs and services to the agriculture industry as well as lending products and services to farmers’ agribusinesses, value added enterprises and commercial operations. More detailed information about AFSC is available on the website www.afsc.ca.
The objective of this Competitive Bid is for AFSC to solicit Proposals from those qualified in providing the specified services described under section 2.0 of this Competitive Bid.
1.1 Definitions
The following abbreviations and terminology are used throughout this Competitive Bid:
Term Description
Personnel Employees, contractors, subcontractors and agents of the Vendor.
Vendor Any business that is registered in Canada and is authorized to operate in Alberta, proposing to submit a Proposal to the Competitive Bid.
Competitive Bid Competitive BId (RFP), Request for Quote (RFQ), Value Based Request (VBR), Notice of Proposed Procurement (NPP), Request For Information (RFI), Request for Comment (RFC)
Statement of Work The services required by this Competitive Bid as described in section 2.0 of this Competitive Bid.
Contract Monitor AFSC representative that will be responsible for the management of the contract that may result from this Competitive Bid.
1.2 Mandatory Requirements and Desirable Provisions
Proposal that do not comply with the Competitive Bid requirements will be rejected.
“ Must”, “shall”, “mandatory” and “will” mean a requirement that must be met in order for the Proposal to receive consideration.
For mandatory requirements, the Vendor must provide sufficient information in the Proposals to sustain compliance to the Competitive Bid’s Mandatory requirements.
“Should” and “desirable” mean a provision having a significant degree of importance to the objectives of the Competitive Bid.
For desirable/optional provisions, the Vendor’s Proposal should provide details of how the desirable/optional provisions are addressed.
1.3 Confidentiality and Security of Information
The Vendor and the Vendor’s personnel shall:
a) Keep strictly confidential all information concerning AFSC or third parties, or any of the business or activities of AFSC or third parties acquired as result of participation in the Competitive Bid;
b) Only use, copy or disclose such information as necessary for the purpose of submitting a Proposal or upon written authorization of AFSC.
The Vendor shall maintain security standards, including control of access to data and other information, consistent with the highest standards of business practice in the Vendor’s industry.
1.4 Material Ownership
Ownership in all Materials including copyright, patent, trade secret, industrial design or trade mark that are made, prepared, developed, generated, produced or acquired under or in relation to the Contract by the Vendor, the Vendor’s employees, subcontractors or agents belongs to the Purchaser as they are made, prepared, developed, generated, produced or acquired. The Materials shall be delivered to the purchaser upon completion or termination of the Contract.
The Vendor:
(a) Irrevocably waives in whole all moral rights, and
(b) Shall ensure that its employees, subcontractors and agents irrevocably waive in whole all moral rights to the materials made, prepaid, developed, generated produced, or acquired under the contract and declares that these waivers shall operate in favour of the Purchaser and the Purchasers assignees and licenses.
1.5 Conflict of Interest
Vendor(s) must fully disclose, in writing to AFSC on or before the closing date of the Competitive Bid, the circumstances of any possible conflict of interest or what could be perceived as a possible conflict of interest if the Vendor were to become a contracting party pursuant to the Competitive Bid.
AFSC will review any submissions by Vendor(s) under this provision and may reject any Proposals where, in the sole opinion of AFSC, the Vendor could be in a conflict of interest or could be perceived to be in a possible conflict of interest position if the Vendor were to become a contracting party pursuant to the Competitive Bid.
1.6 Contract Review
AFSC requires all agreements to be reviewed and agreed to by AFSC legal counsel prior to execution.
The Terms of Business under which AFSC will contract with you are set out at Appendix (B). The Terms of Business will be incorporated into the definitive agreement that is entered into between the Vendor and AFSC. If the Vendor wishes to propose alternate wording to the Terms of Business, the Vendor must also complete and submit Appendix (C) (Alternate Wording – Additional Clause Template).
By submitting a Proposal without a completed Appendix (C) attached thereto, Vendors are deemed to accept the Terms of Business as set out at Appendix (B) as a condition of submitting a Proposal.
It is within AFSC’s sole discretion to consider wording changes or alternate clauses to be acceptable and negotiable. The extent and materiality of any requested changes by the Vendor may impact the overall evaluation scores.
As part of the Vendor’s Proposal, AFSC requires the Vendor to submit the Vendor’s typical form of agreement that it would use with a customer. The Vendor’s typical form of agreement will not be used as the definitive agreement between AFSC and the Vendor. AFSC will consider the typical form of agreement as part of its overall considerations for the drafting of the definitive agreement between AFSC and the Vendor, subject at all times to the Terms of Business.
No work will commence in relation to this Competitive Bid until a fully executed definitive agreement is in place between AFSC and the Vendor. Failure to comply with this requirement will result in non-payment of any activities performed prior to the execution of the definitive agreement.
The Vendor should be prepared to have the proposal incorporated, in whole or in part, along with all other written correspondence concerning the resulting contract, into the contract in whole, or by reference. Any false or misleading statements found in the proposal may be grounds for disqualification.
1.7 Negotiations
AFSC may require selected Vendor(s) to participate in negotiations and to submit revisions to pricing, technical information, agreements and any other items in any Proposal that may result from negotiations.
If negotiations do not result in modification of the agreement(s) that is acceptable to the Purchaser, the Proposal may be rejected.
1.8 Inaccuracies or Misrepresentations
If, in the course of the Competitive Bidding process, AFSC determines that the Vendor has made a material misstatement or misrepresentation or that materially inaccurate information has been provided to AFSC, the Vendor will be disqualified from the Competitive Bidding process.
1.9 Inquiries
All inquiries related to this Competitive Bid must be addressed to the AFSC Buyer on or before the date specified in the Master Schedule and as per the following:
a) Inquiries must be sent by e-mail to the AFSC Buyer at RFP@AFSC.ca utilizing the Q&A template provided.
b) No telephone inquiries will be accepted;
c) No additional information or clarifications will be provided to inquiries received after the applicable deadline.
d) In order to be considered, all inquiries must provide the following Vendor information:
• Name of Primary Contact;
• Address;
• Telephone number;
• E-mail address;
• Competitive Bid Reference Number
e) All inquiries received will be reviewed by AFSC.
f) All inquiries will be compiled and answered in the form of written Proposal(s) issued by AFSC via Alberta Purchasing Connection (APC) to all prospective Vendor(s);
g) Vendor(s) are advised that all inquiries answered by AFSC will be provided verbatim in writing to all prospective Vendor(s).
h) Inquiries that may contain proprietary or confidential information of a Vendor may be answered exclusively to the submitting Vendor (AFSC will direct the correspondence regarding this inquiry only to the Vendor’s Primary Contact) provided the Proposal does not:
• Require a modification to this Competitive Bid; or
• Potentially provide an undue advantage in the competitive process.
i) If either of the above situations (h) arises, AFSC reserves the right to:
• Request the Vendor reword and resubmit the inquiry; or
• Decline to provide a Proposal.
j) AFSC reserves the right to not disclose information in conjunction with this Competitive Bid on any inquiry that requires releasing information that AFSC, in its sole discretion, regard as confidential to AFSC;
k) AFSC reserves the right in any event to decline to provide a Proposal for any reason in its sole discretion;
l) It is the Vendor’s responsibility to notify AFSC, in writing and in advance, of any change in the Vendor(s) Primary Contact Information;
m) AFSC assumes no responsibility or liability arising from information obtained in a manner other than as described in this Competitive Bid.
1.10 Blackout Period
With respect to the Competitive Bid, AFSC prohibits communications initiated by a Vendor to any AFSC employee, other than the Purchasing Department, for the period of time from the submission date of the Competitive Bid up to and including the date of contract award resulting from this Competitive Bid.
Any communication between a Vendor and AFSC during the Blackout Period will be initiated by AFSC, in writing, for the purpose of obtaining information or clarification necessary in order to ensure a proper and accurate evaluation of the Proposal. Any communication initiated by a Vendor during the Blackout Period may be grounds for disqualifying the offending Vendor from further consideration for the acquisition and/or any future AFSC solicitations.
AFSC will notify all Vendors upon award of a contract from this requisition. Accordingly, Vendors are asked to refrain from requesting status updates during the proposal evaluation process.
Vendors who are currently engaged in an active contract with AFSC may continue to communicate directly with the AFSC Contract Monitor as it relates to activities covered under the active contract.
1.11 Liability for Errors
While every effort is taken to ensure an accurate representation of information in this Competitive Bid. AFSC shall not be liable or accountable for any error or omission in any part of this Competitive Bid.
1.12 Notification of Changes
Any changes to this Competitive Bid as well as the Response(s) to inquiries will be posted as an addendum on the Alberta Purchasing Connection (APC). Vendors should routinely check APC for amendments and adhere to any amendment requirements.
In the event of a Directed Competitive Bid, Vendors should routinely check the email address the Bid was delivered to for amendments.
1.13 Vendor’s Expenses
Vendors are solely responsible for their own expenses in preparing the Proposal, as well as any subsequent Proposals, including any costs associated with attendance to Information sessions, site tours or a potential short-listed Vendor’s interview with AFSC.
1.14 Short listing
A shortlist of Vendors may be established. Short listed Vendors may be requested to make formal presentations, regarding their Proposal to the Purchaser within five (5) Business Days of a request. Key Vendor management and technical personnel will be expected to participate in the presentations. This process is used to validate claims made in the Proposal and confirm the Vendor’s ability to meet the requirements in the Competitive Bid. These presentations must be made at no cost to AFSC. Based on information obtained at the presentation, Vendors’ scores may be adjusted.
1.15 Resource Replacement
Resource replacement is not encouraged, however, there could be circumstances following the Competitive Bids closing date and prior to Contract execution that a Vendor may request that a proposed resource be replaced. Any proposed resource replacement must have, in the opinion of AFSC, equivalent or better qualifications than the originally proposed resource. Vendors will not receive additional credit in the evaluation process if the qualifications of the replacement resource exceed those of the original resource. AFSC reserves the right to deny any request for replacement and reject any proposed replacement.
1.16 Freedom of Information and Protection of Privacy
The Vendor acknowledges that:
(a) The Freedom of Information and Protection of Privacy Act of Alberta (FOIP) applies to all information and records relating to, or obtained, generated, created, collected or provided under, the subsequent Competitive Bid or the Contract and which are in the custody or control of AFSC. FOIP allows any person a right of access to records in AFSC’s custody or control, subject to limited and specific exceptions as set out in FOIP;
(b) FOIP imposes an obligation on AFSC, and through the subsequent Competitive Bid and Contract on the Vendor(s), to protect the privacy of individuals to whom information relates. The Vendor(s) will protect the confidentiality and privacy of any individual’s Personal Information accessible to the Vendor(s) or collected by the Vendor(s) pursuant to the subsequent Competitive Bid or the Contract;
(c) The Vendor(s), if it considers portions of its Proposal to be confidential, will identify those parts of its Proposal to AFSC considered to be confidential and what harm could reasonably be expected from disclosure. AFSC does not warrant that this identification will preclude disclosure under FOIP;
(d) Materials produced by the Vendor(s), in connection with or pursuant to the subsequent Competitive Bid or the Contract, which are the property AFSC pursuant to the subsequent Competitive Bid or the Contract, could be considered records under the control of a public body and could therefore also be subject to the FOIP before delivery to AFSC. As such, the Vendor must conduct itself to a standard consistent with FOIP in relation to such Materials; and
(e) For the records and information obtained or possessed by the Vendor(s) in connection with or pursuant to the subsequent Competitive Bid or the Contract, and which are in the custody or control of AFSC, the Vendor(s) must conduct itself to a standard consistent with FOIP when providing the services or carrying out the duties or other obligations of the Vendor under the subsequent Competitive Bid or the Contract.
The purpose for collecting Personal Information for the Competitive Bid is to enable AFSC to ensure the accuracy and reliability of the information, to evaluate the Proposal, and for other related program purposes of AFSC. Authority for this collection is the Government Organization Act, as amended from time to time. The Vendor(s) may contact the Buyer identified in the Competitive Bid regarding any questions about collection of information pursuant to the Competitive Bid.
1.17 Reservation of Rights
AFSC reserves the right in its sole discretion to:
a) Accept or reject any or all Proposals;
b) Disqualify a Vendor in the event that, in AFSC’s opinion, the Proposal does not contain sufficient information to permit a thorough evaluation ;
c) Verify the validity of the information supplied and to reject any Proposal where the contents appear to be incorrect or inaccurate in AFSC’s estimation;
d) Seek Proposal clarification at any time with Vendor(s) to assist in making evaluations;
e) Accept Proposals in whole or in part;
f) Accept a Proposal with only minor non-compliance;
g) Retain one copy and destroy and dispose of all other copies of any and all Proposals received by AFSC;
h) Cancel this Competitive Bid process at any stage, without award or compensation to Vendors, their officers, directors, employees or agents, without assigning any reasons.
1.18 Competitive Bid Administration
The Proposal must indicate that the Vendor accepts the Procedures set down in this Competitive Bid. In accordance with this Competitive Bid, the Vendor, if it considers portions of its Proposal to be confidential, shall identify those parts of its Proposal to AFSC considered to be confidential and what harm could reasonably be expected from disclosure. AFSC does not warrant that this identification will preclude disclosure under FOIP.
1.19 AFSC’s Policies and Procedures for Security and Training On Site
The Vendor, its employees, subcontractors and agents when using any of AFSC’s buildings, premises, equipment, hardware or software shall comply with all safety and security policies, regulations or directives relating to those buildings, premises, equipment, hardware or software that are promulgated by AFSC from time to time.
The Vendor’s employees, subcontractors and agents shall comply, as applicable, with all provisions of the Alberta Occupational Health and Safety Act, Occupational Health and Safety Regulation and Occupational Health and Safety Code with respect to the provision of the Services and the Materials.
When the Workers’ Compensation Act (Alberta), as amended, applies, and upon request from AFSC, deliver to AFSC a certificate from the Workers’ Compensation Board showing that the Vendor is registered and in good standing with the Board.
1.20 Vendor Debriefing
The Corporate Purchasing Section will, at the request of an unsuccessful Vendor who responded to this Competitive Bid, conduct a debriefing after Contract award for the purpose of informing the Vendor on the reasons their Proposal was not selected.
2.0 STATEMENT OF WORK
2.1 Introduction
Agriculture Financial Services Corporation (AFSC) is an Alberta Provincial Crown Corporation under the Ministry of Agriculture and Forestry (AF). For over 80 years Agriculture Financial Services (AFSC) has provided Alberta’s agricultural producers, agribusinesses and other small businesses with loans, crop insurance and farm income disaster assistance. Our unique role allows us to deliver services to assist our valued clients in managing their risk.
AFSC partners with agricultural producers, agribusiness and commercial entities to support and advance development, create new opportunities and improve the quality of life for rural Albertans.
AFSC is a provincial Crown corporation guided by a private sector Board of Directors.
Proposing suppliers should visit our website at www.afsc.ca for our company’s mission, any recent news, and other pertinent information.
2.2 Background
2.2.1 Background of the project:
Agriculture Financial Services Corporation (AFSC) is seeking to modernize our on premise application that delivers the Western Livestock Price Insurance Program (WLPIP).
Mywlpip.wlpip.ca was developed over a decade ago and since then, there have been major technology advances affecting both web application and user centered design.
These issues include lack of responsive design to maximize the cross browser and mobile experience as well as ease of use. AFSC’s goal is to enhance the experience and value it delivers to its clients and stakeholders through its online delivery of WLPIP.
AFSC is seeking a vendor that can work as a partner in delivering, designing and supporting an updated platform and client experience for WLPIP. This vendor will not only be focused on the wireframe, content design, and system integration, but will also provide best practices and technical support for integration and modern development practices to maximize return.
2.2.2 Relevance of the new product/service:
The intent is for AFSC to transition WLPIP from a monolithic on premise hosted solution to a modern application architecture and design that takes advantages of concepts in cloud technology and cloud infrastructure such as the use of containers, micro-services and clean architecture design. This design should be domain centric with an inner core independent from the presentation layer or infrastructure layer allowing for loosely coupled flexibility. The end result would be a consistent rule based core with a modern presentation layers that meets the user experience requirements and provides a responsive design to support cross browser and mobile experience. This approach will introduce a modern secure API communication layer encompassing the WLPIP domain while interacting with existing back-end systems. Consistent with the front end flexibility the back end infrastructure should be flexible and interchangeable based on the most suitable solution.
The primary driver is for AFSC to ensure that we find a partner that can design, deliver and support a modern application. The modern application is an upgrade of our current system that should be easy to configure business logic and adapt to changing requirements within the WLPIP Roadmap. The key focus on the client experience will be a better user experience resulting in increased adoption of the online program that can be delivered in an easily supportable, cost effective solution.
The application development practice should utilize current modern best practice technologies that are fully supported and maintained and align to standards in modern cloud based applications. The agile development practice should be encased by a well-defined application lifecycle management tool, follow best practices such as OWASP security considerations, user focused design, test driven development, adherence to SOLID principles, defined and workable system architecture that is versatile similar to clean architecture design. A common code base should be extended throughout the application where possible and applicable. The application should have consistent uptime and also have the ability to be scaled up or out to meet peek selling periods, responsiveness, performance and ease of use are key for clients and admin staff.
This application should be designed for and built utilizing existing platforms such as SalesForce and/or infrastructure platforms such as our Azure Tenant PAAS or IAAS, Microsoft 365, Dell Boomi Integration.We would also accept other platforms & technologies that meet the business requirements.
2.2.3 Challenges to be addressed:
The WLPIP program is facing several challenges with the current technology stack which is preventing WLPIP from meeting customer’s expectations and achieving program growth targets. Some of the issues encountered include the reliability and stability (Uptime) during peak selling periods, and the lack of mobile access and support for modern browsers has been cited as a detriment to user adoption.
Key Issues/Symptoms:
1. Most clients of WLPIP utilize the portal to purchase their insurance policies. During the peak times of the purchase cycle, the system reliability during this time is less than adequate. The inability to support a moderate level of online traffic is a big concern among the stakeholders.
2. The application lacks support for modern browsers and portable devices. This is frustrating for clients and impacts user adoption and growth, as they cannot access information or purchase policies when and where they want.
3. Approximately 20% of WLPIP client calls are portal related (navigation, providing information that could be self-served).These include user experience issues and related issues that can be resolved by utilizing common modern application principles in modern application design.
4. The application lacks the ability to provide key metrics/KPIs/data that could give customer insights for better strategic planning, communication, and marketing engagement.
5. Premium rates are released daily and are time sensitive, so missing a purchase day can have financial consequences for clients. Reliability, stability and redundancy of the application are key to ensuring the WLPIP Program is delivered successfully to our clients.
2.2.4 End-user of the upgraded WLPIP system:
AFSC is the administrator for WLPIP across western Canada. Program participants come from BC, Alberta, Saskatchewan, and Manitoba. There is a cross provincial working group that provides the governance for WLPIP. Program participants are livestock producers of calves, feeder cattle, fed cattle, and/or hogs in western Canada.
2.2.5 Success criteria for upgraded WLPIP system:
1. New upgraded modern application replacing the existing WLPIP Portal
2. Fully developed, supported and maintained in a low cost effective way by partner organization
3. 99.9% uptime and reliability of modern application and infrastructure
4. Increased user adoption
5. Increased client user satisfaction
2.3 Objectives
2.3.1 AFSC has the following primary objectives for the project –
1. Replicate the existing WLPIP system functionality. This includes:
a. Integration into and from existing databases, identity management system(s), and epayment service. Currently AFSC uses the Boomi Extract/Transform/Load (ETL) tool to support integration between its systems.
b. Authenticated pages, where the client is logged in and can access client specific information
c. Unauthenticated (Public) pages, where the client can view system or purchase outage information, can view daily premium and settlement rates, and can utilize a historical policy calculator without logging in.
2. Provide a user centered design based on modern application development best practices.
3. Responsive design with full cross browser and mobile device compatibility.
4. Implement upgraded system with little to no downtime for clients accessing the program online.
2.3.2 AFSC has the following deliverables for the project
1. Upgraded Modern WLPIP application system
2. Technical Documentation (Architectural documents, security architectural documents, developer user guides) and Standards Documentation
3. Project management plans
4. Transition Plans and Operational Guidelines for AFSC Components (API’s, Payment, Etc.)
5. Test Strategy, test plans and test cases
6. User Guides & Training Materials (Documentation, Videos, Etc.)
2.4 Duration
Our aim is to have the contract executed February, 2021 with implementation targeted for April 1st, 2021. The initial contract will commence upon execution and may include up to a 5 year maintenance and support agreement with a possibility of renewal / extension, including a fixed fee cost / agreement for enhancements and improvements as required based on the business strategic roadmap. This will be subject to review and approval by both parties.
The successful firm will be AFSC’s preferred Vendor until such time as AFSC’s business needs change. Appendices D and E contain additional documents, providing details on current WLPIP application architecture, business process and user interface. These documents will be available to interested vendors that sign and return Appendix G - AFSC Confidentiality and Non-disclosure Agreement by September 18, 2020.
2.5 Requirements
Scope Overview:
1. Technical Scope (Programs)
a. Upgrade of existing program interfaces. See reference document (Appendix D). This document references the core program and interfaces of the WLPIP Program. This document demonstrates one of the programs within WLPIP. This program is then replicated utilizing configuration of business logic and controls to re-use the code base and deliver the other programs.
2. Support
a. Operational support and maintenance agreements to ensure the WLPIP front end application stays aligned with current technology trends and best practices. Ensuring it is maintained in a fully operational, reliable and stable state.
3. Development Methodology
a. Utilizing appropriate development methodologies and software development lifecycle best practices. A key deliverable of the RFP process would be the description of the approach in designing, developing and maintaining the upgraded WLPIP front end application and the governance model with AFSC.
4. Resources
a. Staffing
i. What staffing and roles will be utilized and available to design, develop and maintain this upgraded front end platform.
b. AFSC Required Resources
i. What assumed roles and resources will be required from AFSC to design, develop and deliver this solution in a supportable way
5. Value Added
a. Please note any additional value added capabilities, services that can add value to the proposed solution, ongoing support and reliability for the delivery of the proposed solution.
6. Technology Stack / Infrastructure
a. What code base is being used, infrastructure it can sit on.
7. Pricing
The following are the Assumptions that AFSC currently have:
1. Upgrade of all existing technology relating to WLPIP front end application is included in the scope (Upgrade of programming language versions, servers running the applications, etc.)
2. The new application will support derived requirement for data transmission standard as part of data classification.
3. Upgrade of any supporting technologies / systems (Envoy , IAM , Epayment etc.) are not considered in scope
4. The currently available e-payment solution (TD Beanstream) in production at the time of this implementation will be integrated with the new WLPIP application.
5. Integration to other systems (SAP, Envoy) will be working as current state
6. Minimal changes to current business functionality and processes are expected during technical upgrade
7. Process improvement is not included in the scope of work
8. The software cost above does not account for potential licensing increase with respect to user credentials i.e. increased on client participation.
9. The number of environments will remain the same at a minimum of (3): Production, UAT, and Development
10. Disaster recovery and fail over capability is not included in the scope of work
2.5.1 Requirements
Requirement Description
Client functions
Client logs in using identity management system(s), Oracle IAM, Azure AD or other single sign on providers
Client can create a new subscription online – if they already have a different WLPIP subscription set up.
Clients have an option to purchase policy for each subscription online, either through a system configured third party payment provider to process the credit card or if clients are eligible they can add all or partial payments to their AFSC accounts.
Current WLPIP application has a front end business validations as per business rules which limit clients ability to perform certain business functions (subscription creation, complete a purchase , put payment onto account) based on the criteria
Client can access a list of their current and historical policies for each subscription type. Client can view Subscription letter, Policy Purchases and Claim Statements with the option to download and save as pdf.
Client can view settlement indices and select to settle any outstanding policy when it is in its claim window. Or the settlement will be automatically calculated if the client chooses not to claim by the expiry date.
Clients have limitations on how much they can purchase at one time, called thresholds. Thresholds are at the individual and provincial levels. Thresholds can be overridden by a program administrator.
A Livestock Policy that was purchased can be cancelled.
Unauthenticated (not logged in) user can view message centre before they log in. The message centre is updated by a program administrator to communicate program updates as well as system outages.
Unauthenticated (not logged in) user can view the current and historical premium rates and settlement indices/prices for all subscription types, Fed, Feeder, Calf, and Hog.
Staff functions
Timetable governs when purchases or settlements are allowed based on date and time. Timetable also governs when premium rates and settlement indices can be uploaded. Administrator can shut down the program (or portion of the program) if required.
Specific staff roles to have capabilities to upload, verify and release different rates (Premium rates and settlement indices )
There are 4 distinct subscriptions that make up WLPIP -. There are similarities in how each program operates, but there are also differences in terminology, timetables, rates, and branding.
Application has a core set of business rules and validations but will also have WLPIP subscription (Fed, Feeder, Calf, and Hog) specific business rules and validation
Program administrators can review the settlements and approve before they are processed
Program staff and administrators can view various reports, for example, thresholds and purchase statistics.
AFSC staff can complete purchases and claims on behalf of a client. They require the ability to search for and select an existing business.
System functions
Update/replicate the existing WLPIP system functionality
System must utilize the AFSC On-Premise database (Oracle) in real time, pulling client information or historical policy details through webservices.
Unauthenticated (not logged in) user can access a Historical Policy Calculator to compare program options.
User session must have configurable timeout period
Provide a user centered design based on modern application development best practices, along with responsive design with full cross browser and mobile device compatibility
Responsive design that is accessible cross browsers and mobile devices
2.5.2 Implementation - 10%
AFSC utilizes Agile development methodologies and practices with a continuous deployment and continuous integration model.
Please describe below your implementation approach.
Implementation Vendor Response
The vendor will provide a high level schedule, and highlight key milestones for the implementation of the WLPIP platform upgrade
The vendor will provide a list of deliverables that reflect the schedule.
The vendor will provide a schedule that indicates level of effort per role/resource that reflects the schedule.
Please provide additional explanation on those tasks that must be started with in the first 20 days of the engagement to ensure mutual success.
2.5.3 Training – 10%
Please describe below your training approach.
Training Vendor Response
Explain your approach to training system users
Explain your approach for providing written (online or file-based) documentation for System Administrators.
.
2.5.4 Maintenance/Support – 5%
Please describe below your approach to maintenance and support.
Maintenance and Support Vendor Response
AFSC needs to ensure stability for our clients; therefore, accessibility and performance of our website are key requirements in a new website. What are your best practices or typical upgrade path to ensure software upgrades are successful and not disruptive to your clients’ business?
AFSC requires a five (5) years, Service Level Agreement. Describe your typical Service Level Agreement, or the approach you would recommend for AFSC in order to provide support system-users for issue resolutions, etc.
2.5.5 Service Levels – 5%
Please describe below your approach to Service Levels.
Service Levels Vendor Response
WLPIP experiences peak usage times around purchase and claim windows. Particularly in June – Feb & Oct / November we can have up to 10,000 – 20,000 users access the system simultaneously
The system will utilize role-based user permissions; it will provide the ability to restrict access to specified functionality (for example uploading files – premium rates, settlement indices, timetables)
Availability and turnaround time for resolution of technical challenges with WLPIP
Governance framework on the reporting of technical issues (how the issues will be reported, point of contacts, resolution information)
Mutually agreed criteria of how frequently the technical upgrades to the application will be performed.
2.6 Corporate Capabilities and Executive Summary – 10%
2.6.1 Vendor Executive Summary
Proposals must include an executive summary of the key features of the Proposal. This summary should include:
a) A brief introduction of the Vendor;
b) A brief company history and overview of the Vendor as it applies to the content of the Competitive Bid;
c) Demonstrate a sound understanding of the scope, objectives and requirements presented in this Competitive Bid;
d) The number and nature of engagements in similar scope and size as outlined in section 2.0 of Competitive Bid during the past two (2) years; and
e) Industry awards, certifications and other market place distinctions;
f) Social responsibilities and environmental consideration;
g) Indicate why the Vendor considers itself to be a “right” service provider and what key strengths it will bring to AFSC in the immediate and long term.
2.6.2 Vendor Experience
• Vendor to provide three (3) examples of collection of work samples demonstrating their experience in similar platform upgrade projects.
• Vendor to explain the strategy and best practices that their company uses for platform implementations.
• Vendor to explain the best practices that their company uses for dealing with FOIP, CASL and other privacy and data security, legal and cloud computing industry requirements and standards.
• Vendor to explain their processes for working remotely (not on-site at AFSC) and any recommended technology AFSC requires to support a remote working relationship.
• Vendor to provide hourly rate and travelling cost with a maximum cap in case there is need to come to site during project implementation.
• Vendor to provide annual or monthly ongoing support service level agreement for five (5) years term.
• Please provide any certifications/partnerships that are relevant eg Microsoft Gold Partner or Salesforce Partner, etc.
2.7 Resources – 10%
Identify the roles on the Vendor Team, and any related technical certifications, that will help ensure a successful project.
Please attach resumes as an appendix to your submission and complete the table below:
Vendor Resources:
Role Name Allocation %
To ensure mutual success please complete the table below, identifying any AFSC resources you may need access to, at what percent of allocation, and an explanation as to why their involvement will be beneficial:
AFSC (WLPIP) Resources
Role / Skill Allocation % Resource Requirements
2.8 Value Add – 10%
The Vendor may describe two (2) significant value added services provided relative to the scope of work provided to other clients including the Vendor’s commitment for future support.
The Proposal should contain a description of value added services provided by the Vendor in the table below the strategy that the Vendor would employ in proposing a similar type of service to AFSC. The Proposal must clearly outline if there are any additional cost for the value added services.
VALUE ADDED TECHNOLOGY YES/NO VENDOR’S COMMENTS
Provide your strategies for incident identification, containment, eradication and recovery
Do you test your security incident management process on an annual basis
Can you provide established procedures for vulnerability management, intrusion prevention, incident escalation and investigation
Addresses OWASP top 10 vulnerabilities for browser exploits
SLAs to ensure service availability, service reporting and other remedial actions if service levels are not maintained
Controls in place to ensure network reliability (redundancy) is suitable to meet the service’s SLA
2.9 Approach – 20%
Proposal should include the following:
a) A description of corporate philosophies, values, culture and approaches especially as they relate to the requirements of AFSC;
b) A description of the Vendor’s decision making approach and philosophy; and;
c) The Proposal must provide two project examples to demonstrate the Vendor’s ability to take ownership, accept accountability and deliver on commitments made and to “stand behind their work”.
d) How the Vendor plans to proactively address issues that may come up in regards to a relationship with AFSC.
e) Provide the Vendor’s approach to quality assurance, continuous improvement, and performance management processes, techniques, change control and tools.
f) Vendor should include how to develop and bring commercial products to market and maintain and support those products over the lifecycle 8 – 10 years.
2.10 Security – 20%
SECURITY YES/NO VENDOR’S COMMENTS
Can the user interface of the application be tested against SQL, NoSQL, CSV Injection, XSS, etc.
What are your notification standards following an indication or report of a breach or unintended disclosure of AFSC data OR system that supports AFSC
What is your established procedure for malware protection for all servers involved in the cloud service delivery?
Can you provide an experienced third party for external penetration tests at least twice a year?
Do you carry out and can you provide results of, internal network security audit at least annually (Audits conform to ISO 27001/2 requirements)
Can you provide security organization controls SOC2 attestation at least annually
Do you have process and controls in place to protect the system/service against denial of service attacks
Do you have controls in place to ensure the separation of data and security of information among customer applications
Do you have code review, encryption standards in place?
2.11 Documentation
Please describe what documentation/best practices that you utilize for development, training and support as well as what materials will be created. For example Code Standard documentation, training materials, operational support manuals, wiki’s, etc
2.12 PRICING – 30%
The Vendor must provide pricing and estimated hours based on the requirements in 2.0. Please provide details on the calculation including the hourly rates of your resources in Canadian dollars in a table similar to below. Identify any other administrative fees or services charges, and indicate how you will be invoicing in detail.
Vendor Role Estimated Hours Hourly Rate
Executive $
Project Manager $
Senior Business Analyst $
Senior Data/Integration Specialist $
Technical Solution Architect $
Automated Tester / Quality Assurance Developer $
Senior Developer $
User Experience Analyst / Designer $
Web Developer $
Training Materials Developer $
Subscription cost $
Software cost $
The pricing model should include separate section, identifying costing and resourcing needs to support the WLPIP application.
Notes: Vendors are to provide a high level project plan with an estimated timeline, cost based on their resources rates and estimated expenses.
G. S. T. Certification Clause
This is to certify that the services ordered or purchased are for the use of, and are being purchased by AFSC with Crown funds, and are therefore not subject to the goods and services and harmonized sales tax.
2.13 Evaluation
The members of the evaluation committee consist of AFSC staff from the product lines or a part of the specified project/area/department requesting the services. The evaluation committee will not discuss the Proposals or evaluations during the evaluation process. Each member evaluates each Proposal independently. The results of the evaluation is submitted to the Buyer who collates the information to attain the final results.
The written Proposals that score the highest will be short listed to participate in a subsequent interview/presentation/demo of their solution.
Based on information obtained at the presentation, vendors’ scores may be adjusted.
The written response will be weighted at 35%, the interview portion at 35% and the pricing to be weighted at 30% to determine the overall score. AFSC can, in its discretion, omit the interview portion and the score will be based on the written portion only.
The table below shows the evaluation criteria for the competitive bid.
Evaluation Criteria Evaluation Category Weighting %
Corporate Capability & Executive Summary
For this criteria the Evaluation Committee will give particular reference to the Vendor’s response to Section 2.6 10
Requirements
• Implementation 2.5.2 – 10%
• Training 2.5.3 – 10%
• Maintenance & Support 2.5.4 – 5%
• Service Levels 2.5.5 – 5%
For this criteria the Evaluation Committee will give particular reference to the Vendor’s response to Section 2.5 30
Resource Qualifications
For this criteria the Evaluation Committee will give particular reference to the Vendor’s response to Section 2.7 10
Value Add
For this criteria the Evaluation Committee will give particular reference to the Vendor’s response to Section 2.8 10
Approach
For this criteria the Evaluation Committee will give particular reference to the Vendor’s response to Section 2.9 20
Security
For this criteria the Evaluation Committee will give particular reference to the Vendor’s response to Section 2.10 20
100
2. 14 Shortlisting & Demo:
A shortlist of vendors may be established from the written Proposals. Shortlisted vendors will be required to do a virtual demonstration of the proposed solution which may include an interview or question period with key account personnel.
Key vendor management and technical personnel will be expected to participate in the demo/presentation. This process is used to validate claims made in the Proposal and confirm the vendor’s ability to meet the requirements in the Competitive Bid. These presentations must be made at no cost to AFSC. Based on information obtained at the presentation, vendor’s scores may be adjusted.
Pricing will be considered throughout the entire process and can affect shortlisting decisions.
Reference checks and Contract negotiations may be completed prior to award and may be used as part of the award decision.
System and Organization Controls (SOC) reports may be requested.
Pre-screening
Proposals may be subject to pre-screening based on select mandatory criteria. (If applicable)
Proposals that do not comply with the Mandatory Requirements will be rejected.
3.0 Master Schedule
The Master Schedule of Competitive Bid related events is set out in the table below and is governed by the following principles:
a) In the event that any dates elsewhere in this Competitive Bid conflict with a date set out in this table, the date set out in this table shall prevail;
b) All times listed are based on Mountain Standard Time (MST);
c) AFSC reserves the right to adjust the dates of the schedule if required through an addendum process.
# Event Scheduled Date/Time
1 AFSC to accept e-mail inquiries relevant to this Competitive Bid. Vendor(s) must use the Q & A template provided and submit through RFP@afsc.ca.
September 15, 2020
2 AFSC Confidentiality and Non-disclosure Agreement signed and returned. September 18, 2020
3 Final receipt of Proposals. (closing date) October 6 2020 1:00 pm (MST)
4 Evaluation of Competitive Bid written Proposals. AFSC in its discretion may extend this time. October 6 - 20
5 Interviews or presentations for short-listed Vendors. AFSC in its discretion may change this date. November 2-3
6 AFSC to perform reference checks on shortlisted Vendors. AFSC in its discretion may change this date. November 2-3
7 Final Evaluation and notification of award of contract. AFSC in its discretion may change this date. November 5, 2020
8 Target Commencement Date AFSC in its discretion may change this date. February 1, 2021
4.0 PROPOSAL SUBMISSION GUIDELINES
4.1 Proposal Format
To facilitate ease of evaluation by the Evaluation Team, and to ensure each Proposal receives full consideration, Proposals should be organized in the following format using the section titles and sequence listed below:
a) Table of Contents;
b) Pre-Screening Requirements (optional)
c) Proposal to Statement of Work (2.0); including
i. Legal and Contact Information:
The full legal name of the Vendor.
The location of the Vendor’s head office and service centers.
A Vendor contact for all questions and clarifications arising from the Proposal.
Vendor contact authorized to participate in Contract finalizations.
ii. References
The Proposal should include three (3) references including, but not limited to organization, address, contact name, telephone number and email address.
References should include organizations that can verify the satisfactory provision, performance and or/servicing of goods and associated services the name as, or similar to the requirements of this Competitive Bids, the Corporate Purchasing Section may contact references in addition to those provided in the Proposal.
References may be conducted to validate information provided in the Vendor’s Proposal
It is expected that the Vendor(s) will be able to arrange for AFSC to contact the reference during the evaluation period.
Government and Agencies, references would be preferred if available.
iii. Additional Information
Additional information may be included at the Vendor’s discretion, but this must not detract from the ability of AFSC to easily reference information for evaluation purposes.
iv. Assumptions
Vendor is expected to identify in detail any assumptions that have been made during the creation of their written Proposal to the scope identified.
d) Alternate Wording Template (Appendix C)
e) Vendor’s Agreement Template
f) Proof of WCB and Insurance
g) Proof of Corporate Registry
h) Vendor’s Ethics Policy
AFSC may ask the Vendor to provide their ethics policy that guides their organization in all its business activities during the competitive bidding process or during the engagement
This policy will not from part of the evaluation.
The following Appendices are included and applicable to this Competitive Bid:
Appendix A: Question and Answer Template
Appendix B: Terms of Business
Appendix C: Alternate Wording-Additional Clause Template
Appendix F: Mandatory Requirements Pre-Screening
Appendix G: AFSC Confidentiality and Non-disclosure Agreement
Responsive proposals should provide straightforward, concise information that satisfies the requirements noted in the Proposal Guidelines section of this RFP. Emphasis should be placed on conformity to AFSC’s instructions, requirements of this RFP, and completeness and clarity of content.
Ambiguous, repetitive, unclear or unreadable Proposals may be cause for rejection.
4.2 Proposal Submissions
Vendors must provide an electronic version of their proposal by e-mail to RFP@AFSC.ca prior to the closing date and time of this Competitive Bid
Electronic versions (emails) must be less than 18 MB in order for AFSC to receive the Vendor’s submission. If the proposal is larger than 18 MB, it must be divided into a sufficient number of files such that each email, including attachments, is less than 18 MB.
AFSC cannot accept files on media storage devices.
In responding to this Competitive Bid, your attention is drawn to the following:
• Proposals received after this Competitive Bid’s closing date and time will be rejected.
• Proposals received not in the order outlined above in Section 3.1 may not be evaluated further.
Vendors by submitting a proposal are deemed to have accepted the Competitive Bid terms and conditions.
