1 INTRODUCTION

The Forest Products Association of Canada is seeking a vendor/service provider who will develop, enhance and upgrade a bilingual Labour Market Information (LMI) web application tool for the forest products industry. Ownership of the final product remains with the Forest Products Association of Canada.

The objective of this Request for Proposal (RFP) is to obtain proposals from vendors/service providers that may be used to establish a short list of potential vendors. Following oral presentations (if required) and reference checks, a preferred vendor will be selected and an agreement negotiated.

1.1 Background

The Forest Products Association of Canada (FPAC) is the voice of Canada’s wood, pulp and paper producers nationally and internationally in government, trade, and environmental affairs.

FPAC actively promotes Canada’s leadership in trade and economic matters, sustainable forest management and environmental stewardship. Their common goal is to advance the global competitiveness of the Canadian forest products industry.

FPAC launched a bilingual comprehensive national Labour Market Information (LMI) web application tool for the forest products industry in 2016. This tool gathers data from different sources, permit data queries at the regional, provincial and national levels, will produce regular LMI forecast reports and will use existing communication approaches to disseminate the LMI information.

The entire project will be completed before May 2019. The project will be delivered from Ottawa with the exception of two meetings in Vancouver.

2 GENERAL CONDITIONS

This RFP is not an offer to contract. FPAC shall not be obligated in any manner to any Firm until a written contract has been duly executed relating to an approved proposal. Neither the issuance of this RFP, nor the delivery of a proposal by a Firm and the acceptance thereof by FPAC, either commits FPAC to award a contract to any Firm, even if all requirements stated in this RFP are met, nor limits our right to negotiate in our best interest, nor to accept (nor to decline to accept) non-compliant proposals. We reserve the right to contract with a Firm for reasons other than lowest price.

2.1 Confidentiality/Non-Disclosure

The information contained in this RFP (or accumulated through other written or verbal communication) is confidential and proprietary to FPAC. It is for proposal purposes only and is not to be disclosed or used for any other purpose. It is solely for your organization’s use and is not to be copied, scanned, or distributed to any other individual and/or company without prior written consent from FPAC. Your personnel should also be so advised of this clause.

2.2 Firm’s Proprietary Information

Firms shall identify those specific portions of their proposals deemed to be proprietary, confidential, and legitimately under protection. FPAC will neither accept nor honor requests to keep the entire proposal confidential.

FPAC shall use only reasonable efforts to keep confidential those specific portions of the proposal identified as confidential by a Firm. In the event of disclosure, however, FPAC shall not be liable to the Firm.

2.3 Conflict of Interest

The proponent shall disclose in its Proposal any potential conflict of interest between themselves (or their agents, principals, officers and employees) and FPAC or its employees.

2.4 Verification of Proponent’s Proposal

The proponent shall authorize FPAC to conduct such investigations as it may deem appropriate to verify the contents of the proponent’s proposal.

2.5 Liability for Errors

While FPAC has used considerable efforts to ensure an accurate representation of information in this RFP, the information contained herein is supplied solely as a guideline for proponents. The information is not guaranteed or warranted to be accurate by FPAC, nor is it necessarily comprehensive or exhaustive. No information in this RFP is intended to relieve proponents from forming their own opinions and conclusions in respect to the matters addressed in this RFP.

2.6 Right of Rejection

We reserve the right to enter into discussions and/or negotiations with one or more qualified Firms at the same time and to reject any or all responses to this RFP.

2.7 Cost of Proposals

Expenses incurred in the preparation of proposals in response to this RFP are the Firm’s sole responsibility.

2.8 Proposal Validity Period

Proposals are irrevocable and open for acceptance by FPAC for a period of 90 days after the Submission Deadline.

2.9 Right to Cancel

FPAC reserves the right to cancel this RFP process at any stage without liability to any Proponent.

3 PROPOSAL INSTRUCTIONS AND TIME FRAMES

This section contains instructions governing the proposal to be submitted.

3.1 Intention to Bid

Firms should notify us by email of their intention to bid by 4:00 PM (EST), 15th June 2018. Please provide the name, address, telephone, and e-mail address for the Firm contact who should receive answers to questions and RFP revisions and updates. Any Firm who elects not to bid is requested to destroy this RFP.

3.2 Proposal Delivery

Email an electronic copy at cmiltimore@fpac.ca or deliver five (5) copies of your proposal to the following address not later than 4:00 PM (EST), 15th June, 2018 (the “Submission Deadline”).

Cheryl Miltimore
Email: cmiltimore@fpac.ca
FPAC
410-99 Bank Street
Ottawa, ON K1P 6B9

Note: FPAC reserves the right not to consider proposals delivered after the Submission Deadline or sent by e-mail, or delivered to any other location or contact person other than the above address and contact person.

3.3 RFP Questions

Firms are requested to carefully review this RFP without delay for any ambiguity, conflict, discrepancy, omission, or other error.
Questions regarding this RFP should be submitted by e-mail at cmiltimore@fpac.ca not later than 4:00 PM (EST), 12th June, 2018.

3.4 Oral Presentation

The Proposal evaluation committee may require one or more Proponents to interview with the committee, make a presentation about their Proposal, and/or demonstrate their Products or services. Such presentations, demonstrations, tours and/or interviews provide a Proponent with an opportunity to clarify its Proposal and to ensure a mutual understanding of the Proposal’s content.
If required, presentations of the proposals are expected to take place the week of June, 15th , 2018 and should not exceed 1.5 hours. Allow 1 hour for the presentation/demonstration and 0.5 hour for questions and discussion.

3.5 FPAC’s Right to Visit Premises

The Proponents, upon request, must allow the FPAC to visit their premises during Business Days for any reason considered appropriate by the FPAC to the performance of the Contract.

3.6 Schedule of Events

Dates Activity
June 8th to June 15th, 2018 Intention to Bid
June 8th to June 15th, 2018 Question & Answer Period (if applicable)
June 15th, 2018 Proposals Due
Week of June 15, 2018 Oral presentations – if requested
By June 15, 2018 Firm selection announcement

4 PROPOSAL PREPARATION

All submitted proposals must adhere to the specifications contained herein. Firms are not restricted from providing additional details if they feel they would meet or exceed FPAC’s objectives.

Your proposal to FPAC should be clear, complete, and concise.

4.1 General Preparation

a) Number pages consecutively within a section using section and page numbering (e.g. page 3-30).
b) Follow the proposal outline in Section 4.2. For each response, identify the RFP item to which you are responding.

4.2 RFP Response Format

You are requested to provide your RFP response in the following format:

Letter of Transmittal
The letter of transmittal should be no longer than two (2) pages and should include the following:
a) A brief statement of your understanding of FPAC’s business and our requirements.
b) A brief statement of services and products to be provided.
c) Contact information (name, address, e-mail, phone numbers and role in the company) for the principal individuals to be contacted regarding the information in the RFP.

Table of Contents
The table of contents should include clear and complete identification of the materials submitted by section and page number.

Proposal Body
The body of your proposal should address the scope of services in Section 5. It should be structured in a fashion that is easy for the evaluation panel to follow and to evaluate.

Resources
Indicate the resources available for support, maintenance, and problem-solving; describe your Service Level Agreement (Note: These agreements are to be attached as Appendices; see below); describe any system warranties; and indicate your response times. Please provide this information as a separate section of your RFP response.

Subcontractors
If applicable, the Proponent shall indicate in its Proposal all the parts of the Project that it will not perform itself and the name(s) of any and all subcontractor(s) to whom it intends to entrust any part of the Project.

Experience
Describe your experience developing online labour market tools. Include description of your teams experience working with AM Charts and WordPress as well as experience developing algorithms to forecast Jobs in various regions. Describe in detail your firms experience importing jobs from various HR platforms.

Client References
Provide a minimum of three (3) client references.
For each reference please provide: an overview of the work you have done including size for the project and timeframe, the company name, contact person’s name, phone number and e-mail address.

4.3 Cost Proposal

In order for proper comparison to other proposals, please standardize costing for any consultation as follows.
Yearly cost breakdown (from April 1 to March 31) should include:
a) Daily rate per function (e.g., IT project manager, database expert, programmer);
b) Estimated days per function;
c) Total estimated days per task (as listed in the scope of work) and total estimated amount per task;
d) All expenses applicable to the project.
If applicable, list HST , GST and/or provincial tax separately from your estimate.

4.4 Exceptions to the RFP

You may find instances where your services are not offered in a manner consistent with the specification in this RFP. In such cases, it is permissible to take exception to portions of the RFP. The exceptions should be clearly identified. If necessary, attach an additional page describing the scope of the exceptions and a summary of any advantages these exceptions represent to FPAC.

5 SCOPE OF SERVICES

FPAC is seeking the services of a vendor/service provider who will upgrade and enhance a bilingual (French and English) Labour Market Information (LMI) web application tool for the forest products industry.

Project Tasks:
The project includes, but is not limited to, the following tasks to be performed by the vendor/service provider:

Task # Description
1 Participate in the Advisory Committee which will hold three conference calls per year and attend three face to face meeting (two in Ottawa and one in Vancouver, on average)
2 Enhance database of job seekers, employers and jobs;
3 Creation of tools to allow import/export from other data sources (approximately four other sources);
4 Development of a technical strategy to improve the bilingual website linked to TheGreenestWorkforce.ca for different web tool users categories (e.g., job seekers, employers, academics).
5 Create a responsive reporting engine and modules for the preparation of bilingual reports;
6 Create messaging and develop a digital career path tool;
7 Development of an initial Beta version) of the web tool, refinement of beta version and delivery of final version;
8 Job Match Tool upgrades;
9 Debugging of the web application until it is completely functional without any errors and user-friendly;
10 Provide training and support.