Basic Information

Reference Number

0000276293

Issuing Organization

Victoria Cool Aid Society

Owner Organization

Cool Aid Society

Solicitation Type

RFI - Request for Information (Formal)

Solicitation Number

202401

Title

Human Resource Information Management System (HRIMS) and Staff Scheduling

Source ID

PP.CO.B.C..1100997.C109307

Details

Location

Canada, All of Canada, All of Canada

Delivery Point

101-749 Pandora Avenue
Victoria, British Columbia
Canada V8W 1N9

Description

The purpose of this RFI is to notify Industry of Cool Aid’s intention to:

Gather information on available human resource information management systems (HRIMS) & staff scheduling solutions
Understand current market capabilities, identify potential vendors for further engagement, and identify budgetary requirements
Prepare for a Request for Proposal (RFP)
Provide Industry with an opportunity to:
1. Assess and comment on the adequacy and clarity of Cool Aid’s HRIMS & staff scheduling requirements
1. Offer suggestions regarding potential alternative solutions that would meet the organizations needs
1. Comment on fee structures and whether requirements can be delivered at a reasonable cost and, if not, make suggestions for improvements

Cool Aid is a nonprofit organization with over 300 unionized and nonunionized employees working in the communities of Victoria, Saanich and Langford, British Columbia. The organization provides homes, healthcare, employment assistance, and social supports to community members in need. In recent years, Cool Aid has experienced rapid growth and seeks to improve operational efficiency and employee experience by adopting HRIMS and staff scheduling solutions that integrate with existing systems and are scalable for future needs.

Dates

Publication

2024/08/13 02:41:10 PM PDT

Bid Intent

Optional

Bid Intent Deadline

2024/08/26 03:00:00 PM PDT

Question Acceptance Deadline

2024/08/26 03:00:00 PM PDT

Questions are submitted online

Yes

Closing Date

2024/08/26 03:00:00 PM PDT

Contact Information

Jon Schmid

778-587-3141

jschmid@coolaid.org

Bid Submission Process

Bid Submission Type

Electronic Bid Submission

Pricing

In attached document

Bid Documents List

Item Name	Description	Mandatory	Limited to 1 file
Bid Documents	Documents defining the proposal	Yes	No
No entries

Additional Bidding Instructions

Submission Method:

1. Email
2. Subject Title: RFI Submission | HRIMS & Staff Scheduling Solutions
3. Attachments/Files: PDF preferred
4. Contact for Questions and Submission: jschmid@coolaid.org

Submission Format:

Company Overview (formal cover letter not required)

1. Company Profile
2. History, mission, and core competencies
3. Relevant experience in HRIS and/or staff scheduling solutions
4. List of similar clients with case studies, if permitted

Solutions Overview

1. Detailed product Description
2. Overview of core features, including but not limited to HR management, recruitment, payroll, benefits, performance management, time and attendance, staff scheduling, reporting, and analytics
3. Information on how the solution can be customized and scaled

Technical Specifications

1. Description of cloud infrastructure and security measures
2. Capabilities for integrating with existing systems and third-party applications
3. Details on data storage, backup, and recovery procedures
4. Information on adherence to relevant regulations

Implementation Plan

1. Estimated timeframes for implementation and go-live
2. Description of training programs and ongoing support services
3. Approach to managing change and ensuring smooth adoption

Cost Structure

1. Pricing and fee structure, licensing, and any additional costs
2. Itemized list of costs associated with the solution, including setup, customization, and maintenance

User Experience

1. Description of the user interface and user experience features
2. Information on accessibility features and mobile compatibility

Security and Compliance

1. Measures taken to protect data integrity and confidentiality
2. Certifications and standards met

Vendor Support

Description of customer service and support channels
Details of service levels, response times, and resolution times
Case Studies and References
Examples of successful implementations and their outcomes
Contact information for client references, if permitted
Additional Information
1. Any unique or innovative features that set the solution apart
2. Planned developments or enhancements to the solution
Appendices
1. Any additional documentation or materials relevant to the RFI submission

© MERX - All rights reserved. No part of the information on this Web Site may be reproduced, stored in a retrieval system or transmitted in any form or by any means, electronic, mechanical, photocopying, recording or otherwise without the prior permission of MERX and the Minister of the participating government department (if applicable). MERX, the Minister nor the Contracting Authority will assume responsibility or liability for the accuracy of the information contained in the publication.