Basic Information

Reference Number

0000251710

Issuing Organization

University of Ottawa

Owner Organization

University of Ottawa

Solicitation Type

ACAN - Advance Contract Award Notice (Formal)

Solicitation Number

2023036-ACAN

Title

Recreational Sport Event Management Systems

Source ID

PU.AC.ON.11752.C111267

Agreement Types

Broader Public Sector (BPS)

Canada-European Union Comprehensive Economic and Trade Agreement(CETA)

Canadian Free Trade Agreement (CFTA)

Quebec/Ontario

Details

Location

Canada, Ontario

Purchase Type

Term: 2023/09/01 12:00:00 AM EDT - 2026/08/31 12:00:00 AM EDT
Option: 2 years

Description

The purpose of this Advance Contract Award Notice (ACAN) is to post the University of Ottawa’s (uOttawa) intention to enter into contractual arrangements with Active Network, LLC to provide Recreation and Varsity Sports Services group with a centralized platform solution (software as a service, SaaS) and to enable it to enhance its existing capabilities and provide comprehensive support to its customers online and in-person.

The scope of solution for the new Sports Programming and Events Management System is to have a system that will support the management of sports and recreational activities, manage the provision and booking of venues as well as managing sports leagues and events in a single system in both official languages (English and French).
The solution will enable individuals, families, groups and organizations to access services online 24/7 and enable administrators to manage a suite of modules remotely and on-site. The solution will be compatible with iOS and Android devices and will have a web portal for customers to access their account information, self-register for activities and programs such as leagues, camps and fitness classes, as well as book gyms.
The Recreation and Varsity Sports Group will be connected directly to the student and employee information systems, where data is available on demand or on a scheduled basis. It will also transfer financial transactions directly to the HR and Finance system (Workday).
As a target schedule, the University is seeking to deploy the solution with all approved and tested deliverables within 9-12 months of contract signing.

The scope of the work consists of providing a system solution with functionalities to support the following:

Facilities Booking/Rental Contracts
Access Management
Recreational Program Management
Event Management
Equipment Rentals
Merchandising and e-Commerce
Marketing and Communications
Finance & Accounting
Customer Relations Management
Reporting and Analysis
Administration and System Maintenance
Technical and system-wide features
Ticketing module (optional at discretion of the University)

This ACAN provides prospective vendors the opportunity to demonstrate that they are capable of satisfying all requirements set out in this ACAN by way of submitting a Statement of Capabilities on or before the posting end date.

Dates

Publication

2023/07/10 02:52:31 PM EDT

Bid Intent

Optional

Bid Intent Deadline

2023/07/28 03:00:00 PM EDT

Question Acceptance Deadline

2023/07/26 03:00:00 PM EDT

Questions are submitted online

Yes

Closing Date

2023/08/04 03:00:00 PM EDT

Contact Information

Karim Ghomri

613-562-5800 ext. 0000

kghomri@uottawa.ca

Bid Submission Process

Bid Submission Type

Physical Bid Submission

Additional Bidding Instructions

Please submit your Statement of Capabilities electronically through MERX, the electronic tendering system used by the University of Ottawa. Proposals submitted in any other manner may be disqualified. Each Proponent shall submit an electronic copy of its proposal using MERX Electronic Bid Submission (EBS). Note that “copy” refers to all elements of the ACAN and may consist of multiple electronic files. Each file that makes up the proposal cannot exceed 100MB and there is no limit on the total size of the proposal (i.e. each individual file has a size limit of 100MB, but the sum of the size of each individual file has no limit). Each Proponent is solely responsible for the delivery of submissions in the manner and time described. The University is not responsible for computer malfunctions, uploading delays or technical difficulties using Merx EBS. Proponents should note that responses are not available to the University for viewing by the Merx EBS until after the Submission Deadline.
For assistance in using MERX, please watch the online Electronic Bid Submission tutorial:
http://www.youtube.com/watch?v=To0fqSccw3M.
Alternatively, you can contact MERX directly at 1-800-964-MERX (6379) or visit the MERX website at www.merx.com.
It is important that the Proponents obtain and retain the PIN number assigned to them by MERX in order to upload electronic proposal documents.

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