Request for Information for Source-to-Contract Solution
INTRODUCTION
The Royal Canadian Mint (RCM) is a self-sustaining Crown Corporation with a mandate to produce circulation and non-circulation coins (for Canada and other countries), manage the domestic coinage system, and provide advice to the Government on all matters related to coinage. Its mandate also extends to the production and marketing of bullion and related refinery products and services for profit.
As part of its transformation, the RCM is considering the automation of its Source-to-Contract (S2C) acquisition process.
REQUEST FOR INFORMATION PROCESS
Through this open notice, the RCM is inviting technically experienced and financially stable and capable Vendors to submit their interest to respond to this Request for Information (RFI) for a S2C solution. To note, this RFI is not a competitive process, but rather its purpose is to develop a business case (for approval) for a S2C solution. The information will also inform the requirements for the competitive procurement.
Vendors wishing to participate in this RFI should submit their response by the closing date and time provided in this notice. In the event the RCM chooses to issue a subsequent procurement, it will be issued to those vendors who have submitted a response to this RFI or to other vendors who have otherwise expressed their interest.
Questions relating to this notice may be sent to the RCM contact named in this notice. Answers to questions will be posted on MERX, unless proprietary or confidential in nature.
The RCM reserves the right to cancel this notice at any point and/or refrain from issuing an NRFP. The RCM is not obligated to issue a subsequent procurement process.
PROCUREMENT PROCESS
The objective of any subsequent procurement process is to select the Vendor offering “best overall value” to the RCM, which includes but is not limited to technical and commercial offerings.
The RCM intends to conduct negotiations if it releases an ensuing procurement process through a non-binding negotiable (N)RFP.
Neither through this notice nor any subsequent selection process will in any way impose an obligation or responsibility on the RCM (i) issue an NRFP, (ii) to execute any contract with any Vendor, (iii) for any costs incurred by a Vendor to respond to this notice. By submitting a response to this notice, Vendors waive any right to seek costs or damages or any other remedy against the RCM with respect to this notice or any subsequent RFP or other selection process.
OVERVIEW OF REQUIREMENTS
Background
The RCM is seeking information from the vendor community relating to an automated cloud based Source-to-Contract (S2C) solution in support of Strategic Procurement’s transformation.
- The RCM currently utilizes Microsoft Dynamics (AX2012) ERP system for its Procure-to- Pay (P2P) process with very limited capabilities to manage contracts or vendors
- The RCM is currently selecting a vendors through a separate RFP process to migrate its ERP to Microsoft D365
- It is anticipated that a new partner will be selected by within the next year
Objective
The objective of this RFI is to gather information from the marketplace in order to build a business case for the procurement and implementation of a solution and to inform the requirements and/or user stories for a subsequent NRFP process. The NRFP (if issued) will be based on a “best value” selection and may incorporate an agile procurement methodology.
The RCM’s overall objective is to reduce procurement cycle times and increase operational efficiencies in its S2C process. The RCM would prefer a single toolset or interconnected and interoperable tools to manage the entire S2C procurement process.
LIFECYCLE OF THE GOOD OR SERVICE
It is the intent of the RCM to apply a total cost of ownership to any ensuing procurement, such that the contract price will be inclusive of ongoing service, maintenance, upgrades and licensing fees as may be applicable.
The anticipated lifecycle if a contract resulting from any ensuing NRFP process is anticipated to cover a 10 – 15 year period.
Documents can be made available in either official language and or submitted in either official language. Please indicate if you wish to receive the RFI documents in French (of Canada).
A comprehensive Company profile of the Royal Canadian Mint can be found at www.mint.ca or www.monnaie.ca.
