The Boards are seeking a qualified independent consultant team with proven experience in ERP projects, including recent and extensive experience in supporting public or broader public sector institutions in evaluating, analysing total cost of ownership, negotiating and purchasing modern technology solutions, with a specific focus on ERPs.
To facilitate and provide input into the ERP selection process, the Boards have created the following working groups/committees who will work with the independent ERP consultant throughout the ERP evaluation and selection and contract negotiation phases:
• One (1) Steering Committee comprised of eleven (11) senior corporate staff members (one per board) with the authority to make binding decisions on behalf of their board and three (3) subject matter experts (human resources, finance, information technology). This committee is responsible for the project in its entirety and the ERP consultant will report to this committee.
• Five (5) expert matter committees (human resources, payroll, information technology, finance and procurement) with representatives of each board who will be guided, assisted and work with the ERP consultant to:
Identify needs and rank ERP evaluation criteria related to their domain of expertise.
Identify the processes that they wish to have demonstrated to them by the vendors.
Participate in detailed technical and quality demonstrations in their area of expertise for the three (3) ERP solutions.
Evaluate the three (3) ERP solutions for their area of expertise.
Expected Profile and General Requirements
• The selected proponent ideally has extensive knowledge of the education sector with proven experience and expertise in evaluating ERP technology solutions and negotiating favourable terms for their clients as well as information technology management consultancy experience with knowledge of best practices and familiarity with common ERP technology solutions; knowledge of the three (3) contemplated ERP solutions would be an asset.
• The selected proponent must be completely independent of the three (3) contemplated ERP solutions and not have financial interests in any of the three (3) contemplated ERP solutions or receive compensation from any of the three (3) solutions.
• Boards operations, documents and employees are mostly French. The selected proponent shall have at least one (1) team member that can read and speak fluently in French.
• Wide range of ERP platforms knowledge and experience with hosted (cloud-based) solutions and integrations with existing systems.
• Large scale ERP solution evaluation, selection experience and knowledge, including strategy development.
• Experience in evaluating ERP implementation plans from vendors.
• Strong negotiation skills with knowledge of licensing and implementation models with ERP vendors.
• Strong listening and communication skills.
NRFP- 24-135 for Independent Consulting Services - Enterprise Resource
Planning (ERP) System Page 19 of 30
• The ability to ask the proper questions, gather the necessary data and provide the relevant information to ensure that the most appropriate ERP solution is recommended.
• Experience in performing financial and total cost of ownership studies.
• Ability and experience in identifying back office technical support requirements (by board or through a centralized shared service model) for the life of each ERP solution.
• The implementation of a new ERP represents a transformational change for the Boards. The successful proponent should be able to provide examples of how other public or broader public sector clients are using their systems to streamline the way they do business and be able to discuss best practices.
• The majority of the work and meetings is expected to be conducted virtually and remotely. However, the selected proponent may be required to attend a small number of committee meetings in person, at dates and places to be determined, likely in the Ottawa or Toronto regions.
• The successful Proponent will be required to sign a non-disclosure agreements (NDA) to ensure the security and confidentially of the Boards’ information systems and data during and after the completion of the project.
• The selected proponent should be aware that the Board’s data is subject to Municipal Freedom of Information and Protection of Privacy Act (MFIPPA). This legislation should be considered in the development of the needs analysis and the RFP process for acquiring a new ERP.
Timeline
Work related to the planning and leading to the evaluation of the three (3) contemplated ERP Solutions shall begin in February 2025, and the overall project work is expected to be completed by December 2025.
