Appendix A: Required Response Format

REQUIREMENTS / RESPONSE
  1. RESPONDENT

Name of Entity
(If the Proponent is a partnership or similar arrangement, one party should be named as the primary contact)
Registration No (if relevant), date & where registered. Attach copy of Articles of Association if applicable.
Respondent Key Contact Person & relevant information (Name, Position, Address, Phone, Fax and email)
  1. DESCRIPTION OF ORGANIZATION

Description of the Proponent organization, size and structure. Indicate if appropriate, if the Proponent is a small or minority-owned business.
  1. STRATEGIC PARTNERS

Name of Entity
Describe Role in Response
Describe Previous Projects and Business Partnership and longevity
  1. DESCRIPTION OF RELEVANT EXPERIENCE FOR THIS TYPE OF WORK

Experience should include a developed understanding and experience of First Nations and Health Authority environments, and experience in working with British Columbia’s Health Authorities/First Nation communities/Federal/Provincial agencies
  1. REFERENCES (minimum of 3 References, in past 5 years only) – ensure you relate these projects to the Services to support this Project.

Client/Project/Assignment/Task / Contact References / Date Completed
  1. APPROACH

Project/Program Management & Governance
Quality Assurance
Risk Management
Change Management
Estimated Timing/Duration for each key module implementation in months.
Provide detailed information wherever possible including timelines for delivery of key milestones, service levels and reporting requirements.
  1. KEY RESOURCES

Anticipated Key Resource Names & Role in Project
Availability to Commence Project
  1. KEY RESOURCES - PROFILES

Provide or attach detailed Profiles for Key Resources
  1. OPERATIONAL/ONGOING SUPPORT MODEL

Proponents are asked describe Operational/Ongoing Service and Support Model and include a form of Contract, Service Level Agreement, Software Licensing Agreement, etc. with Proposal
Describe issue escalation and resolution process, change request process, system enhancement schedule and product roadmap
  1. FUNCTIONAL

Provide/attach a detailed listing and description of the Proponent’s Product and Service Offerings that will meet the needs of the Project
Describe ability to meet specific functional requirements / Proponents are requested to complete Appendix B: Detailed Requirements contained herein
  1. PRICING DETAILS

Price/value of Project
Detail key cost components as applicable
  1. Hours / Fees / Licences
  2. Travel Expenses
  3. Supplies & Materials
  4. Third-Party Expenses
  5. Professional Service
/ Proponents are requested to provide pricing structure for each product and service offering included in this Response in Appendix C: Pricing Details (sections A-D) for both Implementation/One-time and Recurring/Ongoing costs.
Note: A separate Pricing Details sheet is required for each solution/service model proposed.
Proposed Payment Terms
(Start, Interim and Final Payments according to milestones and deliverables). Please include a copy of the contract and fee schedules you would propose to use for this project.
  1. TECHNICAL

Detail or attach a description of the Technical Environment including:
  • Installation environment, test environment, network environment, workstation requirements, etc.
  • System security and privacy policies and management
  • Business Continuity, Disaster Recovery and Fault Tolerance/Redundancy Plans and processes

  1. CONCLUDING/FINAL COMMENTS

What support or resources do you expect of FNHA or other entities, partners or vendors throughout the project?
Detail any ‘Value Adds’
Why are you the “best” supplier for this project?
What do you / does your company bring to the project that others do not or cannot?

I am authorized to make this Proposal on behalf of the Proponent named above and this Proposal is valid for a period of 3 months after the Closing Time of this RFP ______

Appendix B: Detailed Requirements Matrix

The Vendor should complete the table provided below, indicating on a scale of 1 to 3 (1=cannot meet; 2=can partially meet; 3=can fully meet) whether they can meet the requirement and provide commentary to accompany the ranking including if the requirement is available in the standard solution (‘out-of-the-box’), as a configuration or as a customization and verbiage to further elaborate on the response (i.e. address how specifically the solution will function/meet the requirement).

G – General

1 General Functionality

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Vendor Response

1.1 Technical, Security & Sustainability

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Rating (1-3)

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Comments (including if item is provided ‘out of the box’ vs. configuration vs. customization)

G 1.1.1 / Robust security that can be refined at the module, screen/panel, workflow/action, field level based on role (role-based security) and is tied to a Delegation of Authority Matrix
G 1.1.2 / Ability to apply security to reports and data extraction function
G 1.1.3 / Retention of test and training environments post Go-Live (if SaaS solution)
G 1.1.4 / Given the evolving programs, policies and organization structure over the next 2-5 years, the system must be easily re-configured to support changes at the foundational level
G 1.1.5 / System must be able to retain data and purge data as required by regulatory requirements and as per policy in an automated, efficient manner
G. 1.1.6 / Ability to support seamless access and functionality from non-FNHA owned devices using Citrix

1.2 Functional

G 1.2.1 / System is easy to use, intuitive and supports automated workflow including auto-population of data field based on previously entered data
G 1.2.2 / Ability to update user interface to support FNHA look and feel including organization branding
G 1.2.3 / Ability to add user defined fields that are searchable and reportable
G 1.2.4 / Integrated solutions across all functional areas (Finance, HR, Payroll, Time, Scheduling, Contract Management, Logistics etc.)
G 1.2.5 / Training and Education: Training available for each subject area, detailing method of delivery and learning path for each user type is required
G 1.2.6 / Ability to upload documents associated with a specific record (e.g. employee record, invoicing record, etc.) within each module
G 1.2.7 / On-line help and training (Performance Support) for all modules, modifiable to include FHNA content

1.3 Reporting

G 1.3.1 / Ability to integrate with data warehouse /data mart
G 1.3.2 / Robust library of standard/canned reports to meet regulatory and compliance requirements in addition to typical business reporting requirements (both a detailed and summary level).
G 1.3.3 / Flexible and easy to use reporting tool that will allow for the creation and publication (both provide and public reporting libraries) of complex reports including aggregate dashboards
G 1.3.4 / All reports must be exportable to MS Excel and PDF formats

F – Finance

1 General Ledger

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Vendor Response

1.1 General

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Rating (1-3)

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Comments

F 1.1.1 / Provide functionality to facilitate the processing of both financial and statistical data
F 1.1.2 / Fully transparent integration with other business system modules (e.g. HR/Payroll, Accounts Payable, Accounts Receivable, Purchasing)
F 1.1.3 / Provide import/export functionality to facilitate the uploading/downloading of financial and statistical data from/to third party software, e.g. excel spreadsheet
F 1.1.4 / Workflow capability; i.e. ability to assign different levels of approval authority for purchase orders, expense claims, journal vouchers etc. and ability to automatically route for approval and posting
F 1.1.5 / Ability to use inter-fund accounting and to automate the inter-fund journal balancing process
F 1.1.6 / Ability to handle multiple entities (possibility of at least 2)
F 1.1.7 / Ability to handle inter-fund and inter-entity transactions; automatic system balancing of inter-fund and inter-entity transactions
F 1.1.8 / Ability to maintain security access for each application – by entity and defined roles for each function in application; grant access by view, read/write, etc. Ability to have audit trail to track changes made in system.

1.2 Chart of Accounts

F 1.2.1 / User defined Chart of Account code length and structure
F 1.2.2 / Ability to mass edit, add and delete COA, complete with audit trails for changes, including effective dating
F 1.2.3 / COA Combination Edit Rules; i.e. multiple user defined rules for defining valid chart of account combinations
F 1.2.4 / Ability to assign short names/codes to identify part of the full length of a complete account/functional centre and easy to use search capability for account codes
F 1.2.5 / Immediate on-line validation of G/L accounts (including all integrated systems) based on their existence in the Chart of Accounts and its defined status or usage (e.g. active, effective date). Prohibits the entering of invalid GL Accounts.
F 1.2.6 / Ability to maintain a chart of statistics

1.3 Journal Processing

F 1.3.1 / Ability to facilitate the processing of multiple journal types, e.g. standard journal entries (JE), recurring JE, reversing JE, sub-ledger JE, and allocation journal entries
F 1.3.1 / Ability to copy and reverse POSTED journal entries
F 1.3.2 / Ability to capture journal header and journal line information for each journal
F 1.3.3 / Accrual journals that automatically reverse in the following period or any specified accounting period
F 1.3.4 / Ability to facilitate the processing of unlimited number of entries for each individual journal vouchers e.g. journal entry batch from the Payroll module
F 1.3.5 / Ability to import files from various sources for journal upload

1.4 Period Close

F 1.4.1 / Ability to allow open and close periods for each individual system module independent of each other and of the General Ledger
F 1.4.2 / Flexible capability to close an accounting period to prevent further journal postings, and capability to have multiple fiscal years open in order to complete year-end entries
F 1.4.3 / Ability to provide automatic default date for all period-related date fields
F 1.4.4 / Ability to allow users to open and close fiscal periods multiple times, allowing users to re-open a period in the GL without re-opening the same period for the other systems

1.5 Fiscal Year-end Close

F 1.5.1 / Automated fiscal year close routines e.g.:
Close revenue and expense accounts to designate equity account
Automatic roll forward of balance sheet accounts and Special Purpose Fund accounts;
with multiple year-end closing rules based on set up.
F 1.5.2 / Ability to open and close a year end multiple times

1.6 Reporting & On-Line Inquiry

F 1.6.1 / User defined search/select criteria for online inquiries with drill up or drill down capability, as well as online drill back to integrated systems
F 1.6.2 / Flexible, user friendly reporting writing tools for end users of general ledger
F 1.6.3 / Ability to define multiple reporting structures for varying reporting requirements
F 1.6.4 / Ability to output reports in various electronic formats including spreadsheet (MS-Excel), internet, intranet, etc.

2 Account Payable

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Vendor Response

2.1 General

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Rating (1-3)

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Comments

F 2.1.1 / Fully integrated with the General Ledger module, Employee Expense Module and Contract payment module
F 2.1.2 / Ability to limit access to certain functions or fields, e.g. vendor maintenance, payment processing, signature image, etc.
F 2.1.3 / Productivity tracking / reporting tool to measure staff performance via workload statistics report
F 2.1.4 / Workflow capability for voucher approval; (including workflow for match exceptions) with multiple approval limits defined by user class
F 2.1.5 / Automatic generation of General Ledger transactions with complete audit trail
F 2.1.6 / Availability of multiple user fields and user defaults for user-defined purposes

2.2 AP Voucher Processing

F 2.2.1 / Auto-retrieval of purchase order lines to create invoices, with ability to adjust price or quantity within tolerance limits or higher approval
F 2.2.2 / Vouchers created from PO as soon as invoices are received. Matching will not complete until receiving occurs in the system
F 2.2.3 / Ability to define auto pro-ration rules on invoice extra charges such as freight, sales taxes, to the line items, if preferred and charge to user defined cost centres
F 2.2.4 / On-line ability to detect duplicate vendor and duplicate invoice
F 2.2.5 / Ability to set up HST/GST rules for rebateable and non-rebateable at the item level
F 2.2.6 / Capability to process self-assessed HST/GST and PST
F 2.2.7 / Express voucher (non purchase order) processing
F 2.2.8 / Ability to process credits either Goods Return generated by receiving or credit notes
F 2.2.9 / Ability to enter future dated invoices with allocation to the correct accounting period in GL
F 2.2.10 / Recurring vouchers with standard and non-standard amounts based on user defined payment schedule
F 2.2.11 / Ability to use short codes to speed data entry
F 2.2.12 / Ability to process foreign currency vouchers, convert same to Canadian equivalent using pre-determined exchange rate for charge out and pay in foreign currency
F 2.2.13 / Ability to enter comments at the voucher level (minimum 30 characters)
F 2.2.14 / Ability to process T4A’s and T4 and tax withholdings and modify as appropriate
F 2.2.15 / Ability to upload information from vendor, i.e. Grand & Toy
F 2.2.16 / Ability to track payments made directly to Vendors on behalf of employees/board members/councillors (i.e. professional dues, travel expenses)

2.3 Matching

F 2.3.1 / Ability to define multiple electronic match rules i.e. none, 2-way and 3-way or 4-way
F 2.3.2 / Invoice matching against purchase order and receipts at the line item and/or invoice level, either “real time” or scheduled on a regular user-defined basis
F 2.3.3 / User defined tolerance levels at invoice and/or line item level defined by entity
F 2.3.4 / Provides “match exception” reporting capability to allow staff to perform follow up on vouchers that have not matched successfully
F 2.3.5 / System will not allow posting of voucher if the voucher has not been successfully matched, if matching is required; or the voucher batch is unbalanced

2.4 Payment Processing

F 2.4.1 / EDI and EFT capability
F 2.4.2 / Manual cheque processing to record hand-drawn cheques
F 2.4.3 / Ability to generate express/demand cheques
F 2.4.4 / Flexible cheque processing and payment scheduling by bank account, vendor class etc. and ability to suppress payment at different levels (i.e. voucher, vendor)
F 2.4.5 / Ability to cancel and cancel/reissue cheques and appropriate accounting
F 2.4.6 / Automated cheque reconciliation e.g. upload of cleared cheque data from bank
F 2.4.7 / Ability to include comments on remittance advice (minimum 30 characters)
F 2.4.8 / Payment in foreign currencies and general journal entries and charges for exchange gain or loss
F 2.4.9 / Cash/term discount process capability

2.5 Vendor Maintenance

F 2.5.1 / Ability to create one-time vendors and to modify one-time vendors to permanent vendors
F 2.5.2 / Ability to create vendor groups i.e. employees, Board, Health Council, Contractors, First Nation Communities
F 2.5.3 / Security access control on users authorized to add, change, and approve changes to vendor tables
F 2.5.4 / Audit trail capability to report on vendor maintenance activities e.g. add, delete, change address
F 2.5.5 / Ability to create multiple remit to and buy from addresses on a single vendor. Provide for security over vendor table maintenance
F 2.5.6 / Ability to detect multiple/duplicate vendor
F 2.5.7 / Vendors can have multiple bank accounts and different payment methods

2.6 Reporting & On-line Inquiry

F 2.6.1 / User-defined search/select criteria for online inquiries with drill up or drill down capability, as well as online drill back to integrated systems
F 2.6.2 / Ability to output reports in various electronic formats including spreadsheet (MS-Excel), internet, intranet, etc.
F 2.6.3 / Ability to generate Public bodies (vendor payment), T4A (taxable earnings) and withholding reports by entity and other user-defined parameters, e.g. range of dates, cut off threshold
F 2.6.4 / Ability to build reports using user-defined structure and/or query tools
F 2.6.5 / Flexible on-line inquiries i.e. Outstanding P.O.’s by vendor, by item etc.
F 2.6.6 / Ability to generate various user defined vendor management reports such as: cheque register, aged outstanding vendor balances, aged match exceptions, vendor payment history, discounts earned, discounts lost, selection by P.O. #.

3 Employee Expense Module

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Vendor Response

3.1 General

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Rating (1-3)

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Comments

F 3.1.1 / Integrated with other business system modules (e.g. General Ledger, Accounts Payable)
F 3.1.2 / Ability for employees/board directors/council members to submit travel/expense claims and automated approvals by supervisor
F 3.1.3 / Ability to automate employee expense/travel policies and procedures to ensure compliance
F 3.1.4 / Ability to interface with corporate card suppliers to load charges, credits and other adjustment credit card transactions for accounts payable and accounting purposes
F 3.1.5 / Ability to track advances by employee, by advance reference and set up templates for accounting purpose and reconciliation
F 3.1.6 / Flexible, user friendly and efficient report writing tools to generate ad hoc and standard reports based on user defined reporting rules and structures
F 3.1.7 / Ability to electronically manage travel claims from communities based on set criteria defined which is unique to each meeting (i.e. # days meal per diem allowed; maximum # of hotel days) and automate approval of travel claims

4 Accounts Receivable & Billing

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Vendor Response

4.1 General

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Rating (1-3)

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Comments

F 4.1.1 / Fully integrated with General Ledger module
F 4.1.2 / Productivity tracking/reporting tool to measure staff performance via workload statistics report e.g. number of billings processed, collection activity etc.

4.2 Customer File Maintenance

F 4.2.1 / Ability to create one-time customers and to modify one-time customers to permanent customers
F 4.2.2 / Ability to create customer groups i.e. employees, Funding agencies
F 4.2.3 / Security access control on users authorized to add, change, and approve changes to customer tables
F 4.2.4 / Audit trail capability to report on customer maintenance activities e.g. add, delete, change address
F 4.2.5 / Ability to detect multiple/duplicate customers

4.3 Billing

F 4.3.1 / Ability to apply appropriate HST/GST/PST to non- taxable sales
F 4.3.2 / Ability to track and remit applicable taxes to federal and provincial government
F 4.3.3 / Ability to create invoices on pre-defined invoice template
F 4.3.4 / Ability to handle refunds, advance payments and pre-authorized payments
F 4.3.5 / Ability to receive payment
F 4.3.6 / Electronic claims submission via EDI, Internet or other medium mandated by the funding agencies
F 4.3.7 / Ability to electronically produce forms, letters, invoices, statements based on user-defined criteria and user-defined schedule

4.4 Collection

F 4.4.1 / Ability to assign accounts to bad debts status manually or automatically based on user-defined parameters, e.g. over 120 days without payment and account balance is less than $200
F 4.4.2 / Capability for on-line documentation related to collection activity. Examples: log of telephone calls, letter written, dates, client commitments, follow up date, etc.

4.5 Reporting & On-line Inquiry

F 4.5.1 / User-defined search/select criteria for online inquiries with drill up or drill down capability
F 4.5.2 / Ability to output reports in various electronic formats including spreadsheet (MS-Excel), internet, intranet, etc.
F 4.5.3 / Ability to build reports using user-defined reporting structure and/or query tools
F 4.5.4 / Ability to run customer accounts showing all entries from certain dates

5 Treasury & Cash Management