Basic Information

Reference Number

0000138085

Issuing Organization

Ornge

Solicitation Type

RFP - Request for Proposal (Formal)

Solicitation Number

RFP 00011036

Title

e-Invoice Solution

Source ID

PU.HL.ON.496215.C95353

Agreement Type

Open Bidding (OB)

Details

Location

Canada, Ontario, Toronto

Delivery Point

5310 Explorer Drive, Mississauga, Ontario

Purchase Type

Duration: 3 years
Option: 2 years

Description

APPENDIX D – RFP PARTICULARS

A. THE DELIVERABLES
Ornge currently uses SAP financial platform to process, on average, 25,000 vendor invoices each year. Under the current process, copies of invoices in paper, email, fax formats with corresponding receipts and supporting documents are submitted to the Accounts Payable (“A/P”) department for processing. These documents are then circulated, as required per the Signing Authority Policy, for review and approval before they can be paid. The existing process is paper-based and labour intensive for all stakeholders involved. There is a risk of documents being missed due to lack of an automated tracking repository of invoices prior to approval.

As such, Ornge is seeking to secure the services of a strategic vendor who can provide an automated invoice processing solution, which will allow for:
(1) scanning/extracting/uploading of paper invoices;
(2) accepting of on-line vendor invoice submission;
(3) automated handling of different types of PO’s or non-PO’s as per related policies;
(4) on-line tracking of invoices during approval phase;
(5) full and seamless integration of data with Ornge’s SAP system for payment processing and reporting purposes; and
(6) efficient storing of invoices and related documents for audit purposes.

Network and Systems Specifications
The current SAP level and supporting software levels are:
System Specifications
SAP Version ECC 6 EHP8
Hardware Virtual Machine
Database SQL Server 2016 Enterprise 64 bit
Platform Windows 2012 R2

User Environment
We anticipate a significant increase in SAP usage and configuration of additional modules as the need arises. Ornge currently uses Financial Accounting (“FI”), Controlling (“CO”), Sales and Distribution (“SD”) and Materials Management (“MM”) modules. Ornge is an evolving organization with tight timelines therefore the vendor’s ability to be proactive would be critical to a successful relationship.

Interaction
Ornge has a number of internally developed web based systems that would interact with e-Invoice solution:

Invoicing Verification System (“IVS”);
Carrier Invoicing System (“CIS”); and
MS Store.

IVS and CIS provides costing of patient related trips for purposes of vendor payments.
MS Store automates the “three-way matching” process of medical consumable purchases prior to payment processing.

As a result the solution, workflow and dataflow have to be able to integrate with existing structures (based on Microsoft technologies), and integrate with both applications either via backend facing MS-SQL server, or via Application Program Interfaces (“API”) (vendor should provide API documentation if it is present).

Dates

Publication

2018/11/29 02:06:54 PM EST

Bid Intent

Not Available

Question Acceptance Deadline

2018/12/13 02:00:00 PM EST

Questions are submitted online

Yes

Closing Date

2019/01/11 02:00:00 PM EST

Contact Information

Martin Skinner

mskinner@ornge.ca

Tim Nagi

tnagi@ornge.ca

Bid Submission Process

Bid Submission Type

Electronic Bid Submission

Envelope 1 - Identity & Proposal

Pricing

No pricing in this envelope

Bid Documents List

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

Envelope 2 - Pricing

Pricing

Lump sum

Bid Documents List

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

Additional Bidding Instructions

Use APPENDIX C – PRICING

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