vendor portal solution - nova scotia

93 CHAIN LAKE DRIVE, HALIFAX, NS

VENDOR PORTAL SOLUTION

NOVA SCOTIA LIQUOR CORPORATION

93 CHAIN LAKE DRIVE

HALIFAX, NOVA SCOTIA

B3S 1A3

NSLC REFERENCE NO: SR-03-FY22

Submission Closing Deadline:

May 26, 2021 2:00 PM ADT (Halifax local time)

NSLC Contact: Tracey Darrigan

Procurement Manager

Email: [email protected]

mailto:[email protected]

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1. Description This negotiable request for proposal (NRFP) is an invitation by the Nova Scotia Liquor Corporation (the “NSLC”) to prospective proponents to submit proposals for a Vendor Portal Solution (B2B Communications), as per the specifications.

NOTE: NSLC prefers solutions within a range of $70,000 - $250,000 for implementation costs and $40,00 - $100,000 annually for licensing, hosting and support costs. Price will play a key role in scoring, in addition to a solution that best meets the NSLC requirements. This information is provided as a guideline for the preferred type of solution.

Proponents who propose a solution above the defined budget will be disqualified.

2. Non-binding Procurement Process

The proponent acknowledges that the NRFP process will be governed by the terms and conditions of the NRFP, and that, among other things, such terms and conditions confirm that this procurement process does not constitute a formal, legally binding bidding process (and for greater certainty, does not give rise to a Contract A bidding process contract), and that no legal relationship or obligation regarding the procurement of any good or service shall be created between the NSLC and the proponent unless and until the NSLC and the proponent execute a written agreement for the Deliverables.

3. Submission Closing Deadline/ Delivery

The NRFP submission must be signed and emailed to [email protected]. Submissions must be received on or before the submission closing deadline of May 26, 2021 @ 2:00 PM ADT. (Halifax local time). Please indicate the NSLC Reference No. and Title on the email’s subject line. Please ensure you receive an automatic reply that confirms your message has been delivered to this general inbox. Reach out to the contact noted in section 4a for any issues.

NOTE: DO NOT SEND SUBMISSIONS TO THE CONTACT STATED IN 3A.

Submissions received after the closing date and time will be disqualified from competition. NSLC will not make allowances for delays due to factors such as email server delays and power outages. NSLC strongly encourages proponents to avoid waiting until the final calendar day to submit responses to mitigate any unforeseen circumstances.

4. Enquiries a. Enquiries concerning this NRFP are to be directed only to the

attention of the NSLC Contact below via email: Tracey Darrigan, Procurement Manager Email: [email protected]



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Proponents and their representatives are not permitted to contact any employees or other representatives of the NSLC, other than the NSLC Contact, concerning matters of this NRFP, unless the above NSLC Contact has specifically directed you to another to respond. The NSLC reserves the right to disqualify any proponent that does not comply with this requirement and reject the proponent’s submission.

b. Anyone who believes the NRFP contains any error, inconsistency, or omission should submit a written enquiry via email requesting clarification, interpretation or explanation to the NSLC contact identified above in #4a.

c. Please submit all enquiries via email to the above no later than May 19, 2021 at 2:00 PM ADT (Halifax local time). Please indicate the NSLC Reference No. and Title on the email’s subject line.

d. The NSLC will only seek clarification from a proponent if requested

information is ambiguous or missing and if such clarification does not offer the proponent the opportunity to improve the competitive position of their response. All buying activity will attempt to seek out best value, which maximizes the effectiveness and profitability to the NSLC.

5. Proposal Contents All Proponents are asked to organize their submissions in the order outlined in the table of contents below. Proponents should include a Table of Contents in their response.

Proponents are advised to limit their proposals to not longer than 25 pages. In addition to the sections noted below, Proponents are free to include additional material in appendices; however, only the requested sections of the proposal will contribute to scoring.

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Proponents must provide one electronic copy in PDF format organized as follows.

Proposal Section

#

Proposal Table of Contents NRFP Section

1 Title Page 5.1

2 Letter of Introduction 5.2

3 Mandatory Conditions 5.3

4 Corporate Suitability Specification 2.0

a) Corporate Overview

b) Reference Case Studies

c) Corporate Capabilities & Experience

d) Resource Capabilities & Experience

5 Product/Services to be Provided Specification 3.0

a) Proposed Software

b) Project Implementation Services

c) Ongoing Services

6 Pricing Specification 4.0

7 Added Value 5.4

5.1 Title Page

Proponents should attach a Title Page to their proposal that contains the following:

• NRFP Number • Closing Date and Time • Name of Proponent • Mailing address and physical address • Web site address • Name and title of primary contact person • Telephone number and email address of primary contact person

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5.2 Introduction

Proponents should attach a letter of introduction to their proposal. It should be a maximum of 1 page in length and should be signed by the person or persons authorized to sign on behalf of, and bind the Proponent to, statements made in the proposal. The name and title of the signatory should be clearly identified.

5.3 Mandatory Conditions

Mandatory conditions for this NRFP are listed below. Proponents must explicitly identify that they meet these conditions. Any proposal that does not meet these requirements will be rejected without further consideration.

5.3.1 Laws of Nova Scotia

The proposal must explicitly state that the Proponent agrees that the agreement(s) resulting from this NRFP will be governed under the laws of Nova Scotia and Canada.

5.3.2 Location

Proponents must identify the location from which their proposed NSLC services will be based. Proponents may also provide more detail on their overall locations and service breakdown, including how their larger corporate structure can provide support to a local presence.

5.3.3 Project Budget

NSLC has a preference for solutions within a range of $70,000 - $250,000 for implementation costs and $40,00 - $100,000 annually for licensing, hosting and support costs. Price will play a key role in scoring, in addition to a solution that best meets the NSLC requirements. This information is provided as a guideline for the preferred type of solution.

Proponents who propose a solution above the defined budget will be disqualified.

5.3.4 Start Date

Proponents must indicate their ability to have a team available to start this project in mid-September 2021

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5.4 Corporate Suitability

Provide all information requested in section 2.0

5.5 Services to be Provided

Provide all information required in section 3.0

5.6 Pricing

Provide all information required in section 4.0

5.7 Added Value

In this non-compulsory, unscored section Proponents may, at their discretion, include any additional information they believe demonstrates added value for the NSLC. Please note that this section may be added as an Appendix outside of the total page count of the proposal.

6. Addenda a. It is the responsibility of proponents to ensure that they have all the

necessary information concerning the intent and requirements of this NRFP, and to seek clarification of any matter they consider to be unclear before forwarding a Submission. The NSLC is not responsible for any misunderstanding of this NRFP on the part of a proponent. No proponent can claim any advantage from any error, inconsistency, or omission in this NRFP.

b. The NSLC reserves the right to distribute any or all questions and answers to all other potential proponents through a Q&A addendum to be posted on the Nova Scotia Procurement Web Portal. Addenda also includes changes to specifications and drawings, etc.

c. No information given verbally by the NSLC, or by means of telephone, will be binding, nor will it be construed to change the requirements of the NRFP in any way.

d. The NSLC reserves the right to modify the terms of the NRFP before the closing deadline, such changes to be communicated from the NSLC in the form of an addendum. Confirmation of addenda can be obtained by checking the NRFP document as posted on the Nova Scotia Procurement Web Portal at https://procurement.novascotia.ca/. Best practice is to do a final check of this website before sending your formal submission in response to the NRFP. Upon final submission of a response, proponents acknowledge that they have based their responses on the specifications and all addenda issued during this NRFP.

https://procurement.novascotia.ca/

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7. Taxes Harmonized Sales Tax (HST) shall not be included in the submitted price. All other eligible taxes shall be included in the price. Any taxes or increases to taxes announced prior to the date of the issuance of the RFQ and scheduled to come into effect after it, shall be taken to be included in the submitted price.

8. Confidential Information of Proponent All proponents are hereby advised that the Nova Scotia Liquor Corporation (NSLC) is a public body for the purposes of the Freedom of Information and Protection of Privacy Act (FOIPOP). All records in the custody or control of the NSLC (including any proposals and attachments submitted in response to this request for proposals) are subject to public release to applicants under FOIPOP, subject to some limited exceptions. Confidential materials related to a third party are addressed under s. 21 of FOIPOP. Any proponent that wishes to have any portion of its proposal considered to be “confidential information” under FOIPOP must clearly mark as confidential. Only information that meets the test under s. 21 of FOIPOP can be withheld from disclosure. The NSLC will not be liable for any disclosure of information made in good faith or made according to its obligations under FOIPOP. NSLC is a public body as defined in the Freedom of Information and Protection of Privacy Act and Personal Information International Disclosure Protection Act. The successful proponent will be required to agree to and to sign a Data Protection Agreement in the form attached as Schedule A to this NRFP. If there are terms in the Data Protection Agreement that the proponent cannot accept or that it objects to, please submit a redline as an appendix to your proposal. A failure to agree to the Data Protection Agreement substantially in the form attached as Schedule A may disqualify a proponent.

9. Subcontractors The proponent shall include a list of all firms which it is intended shall act as sub-contractors for portions of the work. All sub-contractors are subject to the approval of the NSLC, and there shall be no change of sub-contractors after the signing of the contract unless written approval is received from the NSLC.

10.Standard Clauses

a. An incomplete submission and submissions that fail to comply with the

specification documents will be rejected.

b. If a submission fails to satisfy all the mandatory submission requirements, NSLC will issue the proponent a rectification notice identifying the deficiencies and providing the proponent an opportunity

https://nslegislature.ca/sites/default/files/legc/statutes/persinfo.htm

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to rectify the deficiencies. If the proponent fails to satisfy the mandatory submission requirements within the Rectification Period of one day, its proposal will be excluded from further consideration. The Rectification Period will begin to run from the date that NSLC issues a rectification notice to the proponent.

c. Proponents should ensure that all calculations and totals are correct. If

any discrepancies/errors are noted in the evaluation process, the unit price will prevail.

d. Proponent’s expenses for this NRFP are the sole responsibility of the

proponent in the submission preparation or presentation.

e. Submissions must include the cost of all Permits and fees, where applicable.

f. The NSLC reserves the right to reject any or all submissions. This NRFP

implies no obligation on the NSLC to accept this submission or any submission submitted and has the right to cancel this NRFP if required.

g. The NSLC is not obliged to award lowest priced submission and reserves

the right to re-address the requirement should there be reasonable doubt that prices received are not competitive.

h. If all proposals exceed NSLC’s budgeted contract value, NSLC may in its

discretion: i. negotiate changes in the scope of work with the lowest priced or best value bidder to achieve an acceptable contract price; or ii. cancel the NRFP and commence a new procurement.

i. The NSLC reserves the right to contact proponents, prior to making a

final decision or recommendation, for clarification if requested information in their submission is ambiguous or missing and if such clarification does not offer the proponent the opportunity to improve the competitive position of their response.

j. In the evaluation process, the NSLC may request references and

consider information provided by those references. Consideration may also be given to the proponent’s past performance or conduct on previous work with the NSLC. The NSLC retains the right of sole discretion to reject any submission based on the findings of this information.

k. The NSLC reserves the right to cancel the awarded contract with written

notice if such cause is determined for cancelation.

l. If work is either directly or indirectly delayed or stopped for a period which in the opinion of the NSLC, acting reasonably, is likely to continue

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so as to substantially prevent, hinder or delay the timely completion of the contract and such delay or stoppage is caused:

i. by fire, flood, elements of nature or acts of God; ii. by acts of war, terrorism, riots, civil disorders or reasonable

apprehension of such; iii. by labour disputes, strikes, or lock outs; iv. under an order of any court, or other public authority, through no

act or fault of the contractor or anyone employed by him/her; or v. by other similar cause beyond the reasonable control of either

party (but not including financial difficulties or insolvency;

and such delay could not have been prevented by reasonable precautions and could not be circumvented by the non-performing party through the use of alternate sources, work around plans or other means, either party may, upon providing three days’ notice to the other, terminate the contract. In such case, the contractor may recover from the Corporation payment for all work executed and reasonable profit for that work.

m. The NSLC reserves the right to ensure the work is being completed to its standards as provided in the documents.

n. The entire content of the proponent’s submission should be submitted in a fixed form, and the content of websites or other external documents referred to in the proponent’s submission but not attached will not be considered to form part of the proposal.

11.Trade Agreements Proponents should note that procurements falling within the scope of Chapter 5 of the Canadian Free Trade Agreement (CFTA) are subject to those trade agreements but that the rights and obligations of the parties shall be governed by the specific terms of this NRFP.

12.Withdrawal of Submissions At any time throughout the NRFP process, until the execution of a written agreement for provision of the Deliverables, a proponent may request to withdraw a submission. To withdraw a submission, a notice of withdrawal must be sent to the NSLC Contact and must be signed by an authorized representative of the proponent. The NSLC is under no obligation to return withdrawn submissions.

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13.Submissions to be retained by the NSLC The NSLC will not return the original submission or any accompanying documentation submitted by a proponent.

14.Submission Requirements Please quote pricing as;

1. FOB NSLC – this includes Customs Clearance and any Brokerage fees, where applicable

2. Price excluding HST 3. Canadian Funds

15. Contract Negotiations Upon selection of the most qualified Proponent, the NSLC will begin negotiations in order to secure a contract. Should the NSLC be unable to negotiate a satisfactory contract with the Proponent considered to be most qualified, negotiations with that Proponent will be formally terminated.

The NSLC may then undertake negotiations with the next most qualified Proponent.

16.Governing Law and Interpretation a. are intended to be interpreted broadly and independently (with no

particular provision intended to limit the scope of any other provision); b. are non-exhaustive and shall not be construed as intending to limit the

pre-existing rights of the parties to engage in pre-contractual discussions in accordance with the common law governing direct commercial negotiations; and

c. are to be governed by and construed in accordance with the laws of the province of Nova Scotia and the federal laws of Canada applicable therein.

17.Conflict of Interest The NSLC may disqualify a proponent for any conduct, situation or circumstances, determined by the NSLC, in its sole and absolute discretion, to constitute a Conflict of Interest. For the purposes of this, the term “Conflict of Interest” includes, but is not limited to, any situation or circumstance where:

(a) in relation to the NRFP process, the proponent has an unfair advantage or engages in conduct, directly or indirectly, that may give it an unfair advantage, including but not limited to (i) having, or having access to, confidential information of the NSLC in the preparation of its submission that is not available to other proponents, (ii) communicating with any

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person with a view to influencing preferred treatment in the NRFP process (including but not limited to the lobbying of decision makers involved in the NRFP process), or (iii) engaging in conduct that compromises, or could be seen to compromise, the integrity of the open and competitive NRFP process or render that process non-competitive or unfair; or

(b) in relation to the performance of its contractual obligations under a contract for the Deliverables, the proponent’s other commitments, relationships or financial interests (i) could, or could be seen to, exercise an improper influence over the objective, unbiased and impartial exercise of its independent judgement, or (ii) could, or could be seen to, compromise, impair or be incompatible with the effective performance of its contractual obligations.

Proponents should disclose the names and all pertinent details of all individuals (employees, advisers, or individuals acting in any other capacity) who (a) participated in the preparation of the submission; AND (b) were employees of the NSLC within twelve (12) months prior to the Submission Deadline.

18.Evaluation Criteria An Evaluation Team will review and score the submissions received in response to the NRFP. Specific criteria have been detailed in Section 5.0 of the Specification.

19.Notification of Successful Proponent Notification of the successful proponent will be posted on the Nova Scotia Procurement Web Portal at https://procurement.novascotia.ca/ .

Proponents may request a debriefing after posting of the outcome of the procurement process on the Nova Scotia Procurement Web Portal. All requests must be in writing via email to the NSLC Contact and must be made within ten (10) days of posting of the outcome of the procurement process. The intent of the debriefing information session is to aid the proponent in presenting a better submission in subsequent procurement opportunities. Any debriefing provided is not for the purpose of providing an opportunity to challenge the procurement process or its outcome.

https://procurement.novascotia.ca/

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SCHEDULE A

This Data Protection Agreement (the “Agreement”) made this ________ day of ______________, 20____.

BETWEEN:

Nova Scotia Liquor Corporation, a body corporate with its principal place of business Halifax, Nova Scotia (“NSLC”)

-and-

[Contractor], a body corporate with its principal place of business at [address] (the “Contractor”)

(Individually, a “Party” and collectively, the “Parties”)

RECITES:

I. NSLC has retained the Contractor to perform certain services more particularly set out in a separate agreement between the Parties (the “Services Agreement”);

II. NSLC has certain legal obligations with respect to the collection, use, disclosure and protection of Personal Information and requires that the Contractor agree to particular duties with respect to Personal Information; and

III. The Parties wish to set out the obligations of the Contractor related to Personal Information;

NOW THEREFORE in consideration of the mutual promises and covenants herein, the Parties agree as follows:

1. Definitions. In this Agreement,

“Personal Information” has the meaning prescribed in the Freedom of Information and Protection of Privacy Act (Nova Scotia), and includes any such information that,

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may identify or tend to identify an individual, and that is provided to the Contractor by NSLC or that the Contractor acquires pursuant to the Services Agreement;

“Services” means the services to be provided by the Contractor pursuant to the Services Agreement.

Any word or phrase not defined in this Agreement, but defined in either the Freedom of Information and Protection of Privacy Act (Nova Scotia) or the Personal Information International Disclosure Protection Act (Nova Scotia) shall have the meaning prescribed in such statute.

2. Personal Information - General. The Contractor acknowledges that any Personal Information received by it from NSLC or exposed to it in connection with the Services is done so solely for the purposes of the provision of the Services, and that the Contractor acquires no right to or interest in the Personal Information except as set out in this Agreement or the Services Agreement.

3. Compliance with Applicable Laws. The Contractor covenants and agrees that it will abide by, in every material respect, any obligations imposed upon it related to Personal Information, by operation of law or otherwise, including the Personal Information Protection and Electronic Documents Act (Canada) (“PIPEDA”), the Freedom of Information and Protection of Privacy Act (Nova Scotia) (“FOIPOP”), the Personal Information International Disclosure Protection Act (Nova Scotia) (“PIIDPA”), and any relevant and applicable similar provincial legislation. The Contractor also acknowledges that NSLC is a public body for the purposes of both FOIPOP and PIIDPA, and that the terms of these laws shall prevail over any other term in this Agreement and any associated document.

4. No Secondary Use of Personal Information. The Contractor covenants and agrees that it not use any Personal Information provided or disclosed by NSLC for any purpose other than that for which it was provided or disclosed to the Contractor, and as authorized in this Agreement or the Services Agreement.

5. No Disclosure Without Authorization. Except as is necessary to fulfill its obligations under the Services Agreement or this Agreement, or as required by law, the Contractor shall not disclose any Personal Information to any third party.

6. Protection of Personal Information. The Contractor covenants and agrees that it will implement safeguards to protect against the disclosure, alteration or misuse of Personal Information that is in its care or custody and will promptly inform NSLC if there is any breach or suspected breach of security related to the Personal Information. The Contractor shall protect NSLC’s Personal Information with the same degree of care and diligence that the Contractor uses to protect and safeguard its own like information, but not less than the degree of care that would be exercised by a prudent person given the sensitivity of such Personal Information. The Contractor shall not permit

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Personal Information to be stored outside of or accessed outside of Canada, without specific written and prior authorization from NSLC, and subject to any conditions contained in the authorization. The Contractor shall not permit Personal Information to be transferred over any digital networks or via any portable storage medium unless the Personal Information is suitably encrypted.

7. Cooperation. The Contractor shall cooperate as may be necessary to assist in any access requests, questions, complaints, audits and any investigations related to the Personal Information.

8. Retention of Personal Information. The Contractor shall only retain Personal Information for as long as is reasonably necessary for the purposes for which it is disclosed to the Contractor. Following such time, the Contractor shall return or destroy any Personal Information that it has received from NSLC. At NSLC’s request, the Contractor shall forthwith provide NSLC with a statutory declaration, sworn by an officer or director of the Contractor, certifying whether its obligations under this Section have been fulfilled.

9. Compelled Disclosure. In the event that the Contractor or anyone to whom it transmits the Personal Information becomes legally required to disclose any such Personal Information, the Contractor shall provide NSLC with prompt notice so that NSLC may seek a protective order or other appropriate remedy and/or waive compliance with the provisions of this Agreement. In the event that such protective order or other remedy is not obtained, the Contractor shall furnish only that portion of the Personal Information which is legally required to be furnished in the opinion of NSLC or NSLC’s counsel. If the compelled disclosure relates to a foreign demand for disclosure, the Contractor shall comply with all relevant provisions of PIIDPA.

10. Subcontractors. The Contractor shall not engage or retain any subcontractors in connection with the provision of any of the services under the Services Agreement that involve any handling of Personal Information unless (a) approved in writing by NSLC, and (ii) the subcontractor enters into an agreement with NSLC in substantially the same form as this Agreement.

11. Indemnity. The Contractor covenants and agrees that it shall indemnify and hold NSLC harmless from and against any and all losses, costs, claims, legal fees and liabilities related to or derived from any breach of this Agreement by the Contractor or its employees, agents, officers, directors and others for whom it is in law responsible.

12. Irreparable Harm. The Contractor acknowledges that all Personal Information disclosed or provided to it under this Agreement is held by the Contractor in trust for the sole benefit of NSLC. The Contractor acknowledges that any disclosure or misappropriation of any of the Personal Information in violation of this Agreement may cause NSLC irreparable harm and/or harm that is impossible to quantify, and therefore agrees that NSLC shall have the right to apply to a court of competent jurisdiction for specific performance and/or an order restraining and enjoining any such further disclosure or breach and for such other relief as NSLC shall deem

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appropriate. Such right of NSLC is to be in addition to the remedies otherwise available to NSLC at law or in equity. Such right of NSLC is in addition to the remedies otherwise available to at law or in equity. The Contractor expressly waives the defence that a remedy in damages will be adequate and any requirement in an action for specific performance or injunction for the posting of a bond by NSLC.

13. Entire Agreement. This Agreement constitutes the entire understanding of the Parties with respect to the protection and handling of Personal Information, and supersedes all prior agreements, understandings and negotiations, both written and oral, between the Parties with respect to the subject matter of this Agreement. In the event of any disagreement or contradiction between this Agreement and the Services Agreement or any other agreement between the Parties, this Agreement shall prevail. A breach of this Agreement shall be deemed to be a material breach of the Services Agreement.

14. Agreement Term. This Agreement shall be deemed to come into effect on the earlier of (i) the commencement of the Services Agreement, (ii) the date set out on the first page of this Agreement, and (iii) when NSLC is first given access to Personal Information. This Agreement shall remain in force for so long as the Contractor has access to Personal Information.

15. Governing Law and Forum. This Agreement shall be governed in all respects by the laws applicable in the Province of Nova Scotia, Canada, notwithstanding any of the conflicts of laws rules applicable thereto. The Contractor irrevocably attorns to the jurisdiction of the Canadian federal and provincial courts sitting in Halifax, Nova Scotia. NSLC shall be free to enforce any of the terms of this Agreement in any court of competent jurisdiction.

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IN WITNESS WHEREOF the Parties have executed this Agreement as of the date first above written.

[Contractor]

Per:

Nova Scotia Liquor Corporation

Per:

Name:

Title:

Name:

Title:

Nova Scotia Liquor Corporation

Per:

Name:

Title:

SPECIFICATION

VENDOR PORTAL SOLUTION

SR-03-FY22

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1. Introduction ........................................................................................................... 4

1.1. NSLC Overview ................................................................................................ 4 1.2. RFP Purpose .................................................................................................... 4 1.3. Current Situation .............................................................................................. 5

1.3.1. Current State .......................................................................................... 5 1.3.2. Technology Approach and Adoption Profile ............................................ 5

2. Corporate Suitability ............................................................................................... 6 2.1. Corporate Overview .......................................................................................... 6

2.1.1. Corporate Expertise ................................................................................ 6 2.1.2. Software Market Position ....................................................................... 6 2.1.3. Partner Location ..................................................................................... 6 2.1.4. Subcontracting ....................................................................................... 6 2.1.5. Data Storage Protection ......................................................................... 7 2.1.6. Business Continuity Plan ........................................................................ 7

2.2. Reference Case Studies ..................................................................................... 7 2.3. Corporate Capabilities and Experience ................................................................ 7

2.3.1. Engagement Approach ............................................................................ 7 2.3.2. Account Management & Project Management ......................................... 8 2.3.3. Development Services ............................................................................ 8 2.3.3.1. Solution Design ................................................................................... 8 2.3.3.2. Development and Configuration Services ............................................ 9 2.3.3.3. Testing ................................................................................................ 9 2.3.3.4. Code Management and Packaging ....................................................... 9 2.3.3.5. Documentation Handoff ....................................................................... 9

2.4. Resource Capabilities and Experience .................................................................. 9 3. Product / Services To be Provided........................................................................... 10

3.1. Proposed Software ......................................................................................... 10 3.1.1. Solution Overview ................................................................................ 10 3.1.2. Functional & Technical Requirements ................................................... 10

3.2. Project Implementation Services ...................................................................... 10 3.2.1. Project Implementation Timeline ......................................................... 10 3.2.2. Project Implementation Approach ........................................................ 11

3.3. Ongoing Services ........................................................................................... 11 3.3.1. Support ................................................................................................. 11 3.3.2. System Maintenance Services ............................................................... 11

3.4. Scope Exclusions ............................................................................................ 12 3.4.1. Change Management ............................................................................ 12 3.4.2. SAP Automated Integration .................................................................. 12

4. Pricing ................................................................................................................ 13 4.1. Summary: 3-Year Total Cost of Ownership ........................................................ 13 4.2. Software: One-time software costs ................................................................... 13 4.3. Software: Annual Costs ................................................................................... 14 4.4. Initial Implementation Services ........................................................................ 14 4.5. Exclusions ..................................................................................................... 15

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4.6. Conditions and Assumptions ............................................................................ 15 5. Proposal Evaluation and Award............................................................................... 16

5.1. Evaluation Team ............................................................................................ 16 5.2. Evaluation Process .......................................................................................... 16

5.2.1. Step 1: Proposal Evaluation .................................................................. 16 5.2.2. Step 2: Shortlist .................................................................................... 16 5.2.3. Step 3: Presentations ........................................................................... 16 5.2.4. Step 4: Reference Checks ..................................................................... 16 5.2.5. Step 5: Final Selection .......................................................................... 17

5.3. Evaluation Timeline ........................................................................................ 17 5.4. Finalization of Contract ................................................................................... 17

6. Appendix A: Solution Requirements ........................................................................ 18 6.1. Response Format ........................................................................................... 18 6.2. Functional Requirements ................................................................................. 19

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1. INTRODUCTION

1.1. NSLC Overview At the NSLC, we take pride in providing Nova Scotians with exceptional customer service and responsible sales of beverage alcohol and cannabis in our retail network and online. Our legislated mandate for beverage alcohol has remained the same since we opened our doors in 1930 but the way we operate our business has changed. This mandate was broadened to include cannabis on October 17, 2018 when the regulations under the federal Cannabis Act came into force. We are steadfast in our commitment to be a truly customer-first organization. Through these shifts, our anchor has always been our people. Our aim is to create exceptional employee experiences, which in turn create exceptional customer service across all our retail touchpoints. We work hard to be an employer of choice and a jurisdiction known across the country for taking a leadership position in corporate social responsibility and a willingness to find innovative ways to work with our business partners and local industry. Our customers tell us through research that they are pleased with the service we provide, but that is not enough for us. We are proud of what we have accomplished during our last five-year strategic plan and recognize that the 1800 Nova Scotians we employ are the heart of the business and the key to our success. They represent everything we are proud of and are responsible for generating all the good we do. Our focus is on our people, our commitment to corporate social responsibility and in continuing to deliver exceptional customer experiences. We are determined to take the good we do to the next level by collaborating, learning more about how to better serve our customers, doing so responsibly, partnering with local industry, and looking for ways to share the good we do with the people of Nova Scotia. The NSLC, as a crown corporation, is subject to the provisions of the Freedom of Information and Protection of Privacy Act which governs the collection, use and disclosure of personal information (information about you as an identifiable individual including your name, an identifying number such as your driver's license number, your birth date, your email address, or your credit card information) and access to your personal information. This legislation ensures all public bodies are accountable to the public for their business operations and handling of personal information.

1.2. RFP Purpose The NSLC wishes to select an online solution to provide a central site for external B2B communication with the Customer Insights & Engagement team. Our objective is to implement a sustainable system that is aligned with NSLC’s technology footprint and provides a broad range of functionality. The NSLC has outlined the following high-level objectives for a solution for a B2B portal for communication with our beverage alcohol and cannabis vendors and representative agents:

• Solution aligns strongly with our IT Strategy: • Off the shelf purchased software system

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• 24x7 maintenance support by vendor • Software has sustainable upgrade path • Solution is cloud based

Some business objectives for a central site for external B2B communication and the Customer Insights & Engagement (ICE) team include:

• Single location for vendors to obtain NSLC information • Single location for vendors/ agents to submit information/applications to the NSLC

(See Schedule B – Sample Listing Form) • Reduced data entry, as application information could be loaded from the portal into

SAP ECC or other systems as required or templated for ease of entry. (See Schedule B – Sample Listing Form)

• Error checking on data at time of data entry (vs manual review of spreadsheet and manual entry into SAP ECC or other systems)

• Ability to use system generated workflows to communicate updates or move a business process to its next stage instead of manual emails

• Linkages into Promotions process improvements • Improved vendor-specific communications and information sharing. • Provides a platform that establishes governance for users and/or processes enabling

controls and rules to be put in place based on NSLC’s process/workflow requirements.

1.3. Current Situation

1.3.1. Current State Processes at the NSLC have evolved considerably in the last 8-10 years, but our vendor communications have not kept pace. Multiple business units exchange information with our vendors, largely using email and spreadsheets. This can lead to multiple copies/versions of a document stored in multiple areas. As well, there is no built-in error checking or data validation.

1.3.2. Technology Approach and Adoption Profile The NSLC has an established approach of purchasing packaged software from reputable vendors and then maximizing the use of vendor-supported functions, minimizing custom coding. In 2013 the NSLC identified a corporate Technology Adoption profile which places us behind the risky forefront of new technologies. The NSLC will generally prefer proven technologies, including those for which skill sets have achieved some degree of maturity in the industry.

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2. CORPORATE SUITABILITY

The successful Proponent will provide a well-rounded body of expertise, to partner with the NSLC in planning and delivering excellence in a B2B Solution. This section outlines the NSLC requirements related to the expertise of the service provider. All sub-sections of this section should be addressed in the RFP response.

2.1. Corporate Overview

2.1.1. Corporate Expertise Proponents should provide a concise outline of their corporate expertise. The outline should, at a minimum, cover the following:

• Number of years in business, size and geographical spread of corporation. • Number of employees, outline of client base. • Experience with Canadian retailers and/or Canadian government organizations or

liquor jurisdictions. Industry designations and/or certifications possessed that are relevant to the initiative may also be noted.

2.1.2. Software Market Position Proponents should supply the following information regarding the market position of their proposed software package:

• Date of first release on the market • Number of current active installations for North American clients

2.1.3. Partner Location The proponent should identify the location of resources which will comprise the project team. Remote services are expected for the entire project, with the current COVID-19 pandemic. The proponent should outline their approach to remote engagements and outline their approach to collaboration. Key factors of importance include approach to time zone alignment and ensuring there is no corporate risk due to international storage of NSLC data. The NSLC wishes to ensure that a seamless team environment is created, regardless of the location of specific resources.

2.1.4. Subcontracting The successful Proponent should be prepared to gain and hold knowledge about the NSLC’s business and technologies within its team, to provide continuity and build team success over time. A business model based substantially on subcontracting will not be acceptable. However, programming, development, or other short-term and well-defined

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sub-contracting engagements to complete the project may be appropriate. The Proponent should identify if they intend to use sub-contracting as part of their proposal, and which parts they plan to sub-contract.

2.1.5. Data Storage Protection NSLC data protection is of the utmost importance to the NSLC and must be a priority in any plan for data access and development. The Proponent should submit evidence of assurance that data will be safeguarded and specify the geographic location(s) where development/test data will be required.

2.1.6. Business Continuity Plan The Proponent should outline their business continuity plan, specifically related to employee turnover as well as technology interruptions to service.

2.2. Reference Case Studies Proponents should provide 3 to 4 reference case studies demonstrating recent and relevant corporate expertise (no more than 2 pages per case study). Ideal examples will be successful engagements of similar size and scope, and that represent the Proponent’s current corporate capability. The NSLC aspires to be a world-class Retailer. While the NSLC is a Crown Corporation at arm’s length from the provincial governing body, bear in mind that other Retail case studies are more relevant than governmental examples.

2.3. Corporate Capabilities and Experience The successful Proponent should be able to demonstrate current experience in B2B solution implementations. Proponents will demonstrate these capabilities and experience by providing responses to in sections 2, 3, and 4 of the Proposal. Specifically, the NSLC seeks the following attributes:

• experience with B2B communications • experience with Retail clients • a history of satisfied clients on similar projects • demonstrated understanding of the regular collaboration and communication

required for a successful project • resource availability for a September start date

For this section of the response, Proponents are asked to provide a summary of the way they will work with the NSLC to achieve the outcomes, for the following areas:

2.3.1. Engagement Approach This should include but is not limited to:

• Intentions for remote work • Process for facilitating discovery and functional design workshops with NSLC and

stakeholders

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• Methods used to review and gain approval on documented requirements, design, etc.

• Processes and skillsets for suggesting alternatives, facilitating compromise, and guiding discussion with groups of varying comfort with technology.

• Approach to scope management and change requests • Plans to keep documentation up-to-date and accurate throughout the life of the

project

2.3.2. Account Management & Project Management The NSLC intends the relationship with the proponent to be a partnership model. Both parties will take part in the design of the solutions and will hold accountability for the achievement of robust and effective solutions. The NSLC will expect the proponent’s Client or Account Manager and assigned team members to be engaged in understanding the NSLC business, and to be available for scheduled and ad-hoc interactions. Service levels and metrics will be established, provided, and reviewed at regular intervals, with timely and effective remediation approaches. The Proponent will be reporting to the Information Technology Business Unit. The successful Proponent will be required to collaborate with multiple groups, including NSLC Project Managers and technical Team Leads as well as additional NSLC Business Units. Full-team collaboration and strength through exchange and growth of group information and expertise is the working environment expectation. The NSLC will retain the primary Project Management role for projects. This will allow the coordination of all parties, teams and business activities in a holistic project view. However, the Proponent will plan and manage the delivery of its services in support of the agreed-upon timeline, cost and scope and quality of work. The Proponent will provide contact points to ensure the alignment and coordination of NSLC work streams across projects, and to allow the NSLC a partnering approach to contract and quality management. As an organization, the NSLC is very familiar with project delivery. The NSLC expects that the proponent’s response will include a project manager to manage the critical functions of the project, including but not limited to:

• scheduling and management of proponent resources, • action item tracking and follow-up – for proponent actions • creation and management of integrated project schedule • collaboration / partnership with NSLC project manager, etc.

2.3.3. Development Services The NSLC requires the proponent to provide resources to complete the following development services, and the response should outline their approach and experience in these areas:

2.3.3.1. Solution Design The Proponent will provide expert guidance in solution design based on configurable options with minimal customizations.

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2.3.3.2. Development and Configuration Services The Proponent will provide configuration and development services for the outlined scope. At a minimum, the Proponent must be able to provide hands-on proven development and configuration expertise in all in scope solution items.

2.3.3.3. Testing The Proponent will participate with NSLC resources in the creation and execution of strong test plans for this initiative. The Proponent will be solely responsible for unit testing work delivered through their team and will potentially participate in additional levels of solution and UAT testing. The Proponent should be able to demonstrate strong quality assurance processes and a track record of ensuring specifications are met.

2.3.3.4. Code Management and Packaging The Proponent will be relied on to guide and work to industry best practices in the safe and efficient management of code for all modules of the solution. The Proponent will make use of techniques to ensure that development can potentially occur for multiple streams of work alongside general support and maintenance. The proponent will participate in planning and execution of cutover activities.

2.3.3.5. Documentation Handoff The Proponent will be expected to produce technical solution documentation with content and format acceptable to the NSLC. The NSLC will agree on templates to be used and will work with the Proponent to adjust or create new templates where needed.

2.4. Resource Capabilities and Experience Proponents should provide an overview of their resource pool, as well as the proposed implementation team, as part of their response. As part of contract negotiation, the NSLC will want to have a Key Personnel clause defined, to ensure consistency and continuity of resources. Proponents should reference the skillsets outlined in section 2.3 above, where applicable.

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3. PRODUCT / SERVICES TO BE PROVIDED

The Proponent should describe its ability to provide the services desired by the NSLC. All sub-sections of this section should be addressed.

3.1. Proposed Software

3.1.1. Solution Overview

In this section, the Proponent should provide an overview of the features and functions of the proposed B2B Solution, including the complete name and version of the software package and a description of the functionality available in the packaged solution.

The solution overview should clearly outline the architecture and identify cloud based and on-premise components, where applicable.

3.1.2. Functional & Technical Requirements The NSLC has identified a set of preliminary functional and technical requirements for the software solution, which are outlined in Appendix A. Each requirement is prioritized as follows:

Priority Letter

High H Medium M Low L

Using the format outlined in Appendix A, the proponent should respond on their ability to meet the NSLC’s functional and technical requirements listed in Appendix A, by indicating which requirements are met through standard features of the proposed packaged software solution and which requirements will be met through other means or are not available.

3.2. Project Implementation Services

3.2.1. Project Implementation Timeline The Proponent should provide a project implementation timeline, based on the required scope. This should include:

• Identification of availability to start in mid to late September 2021, assuming contract negotiation is completed by the end of June 2021.

• Based on a September start date, identify when an implementation can be completed (based on identified assumptions)

• A high-level project plan for the implementation showing time estimates for all necessary phases (with any identified assumptions)

• Clearly defined expectations of the roles and responsibilities expected of NSLC staff. • Clearly identified roles and responsibilities of the Proponent.

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3.2.2. Project Implementation Approach The Proponent should outline their approach to implementation of requested product/service, including approach for training. The NSLC expects that for the implementation of the B2B Solution, the proponent will, at a high level:

• Provide a Project Manager to facilitate communication, planning and oversight for the implementation

• Collaborate with NSLC to configure the solution, based on identified requirements • Test the configured solution • Implement the solution • Facilitate training for the Insights & Customer Engagement administrator and IT

Admin, as well as for the NSLC’s OCM team • Identify training available to NSLC users of different levels (end users, super-users)

The above list is not considered an exhaustive task list, but representative of expectations.

3.3. Ongoing Services

3.3.1. Support

Proponents should describe their support organization with regards to the following:

• Identify their standard support hours. • Identify the proximity of their support office(s) to Halifax, NS (Atlantic time zone). • Identify if there are tiered levels of support. • Identify escalation and client service management options. • Outline Service level reporting and Customer Service Reviews.

3.3.2. System Maintenance Services The proponent should:

• Outline the typical schedule or frequency for patching/upgrades/new releases, to ensure that features are kept current, along with typical downtimes related to this, as well as the roles & responsibilities for these tasks (Proponent or NSLC)

The Proponent should outline the system administration and maintenance services provided under the proposed support model, as follows:

• Define required routine administration and maintenance activities, with the expected frequency, and identify any that should be completed by the NSLC.

• Note additional typical unplanned administration and maintenance activities and identify any that will be completed by the NSLC.

• Define the release procedure as it relates to software upgrades, patches and application of service packages, and identify any activities that will be completed by the NSLC.

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3.4. Scope Exclusions

3.4.1. Change Management NSLC is responsible for the resourcing required to support change management activities associated with this project (organizational and role design / implementation, impact assessment / actions, leadership activation, project team effectiveness, training and communications)

3.4.2. SAP Automated Integration As part of the project, requirements would be evaluated to see where it makes sense to build system automation to share data with SAP ECC and where it makes sense to export & import data manually, for Product, Vendor and Promotional information. Development in this area should not be included in estimates for responding to this RFP

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4. PRICING

NSLC has a preference for solutions within a range of $70,000 - $250,000 for implementation costs and $40,00 - $100,000 annually for licensing, hosting and support costs. Price will play a key role in scoring, in addition to a solution that best meets the NSLC requirements. This information is provided as a guideline for the preferred type of solution. Proponents who propose a solution above the defined budget will be disqualified. All rates should be quoted in Canadian dollars. Harmonized Sales Tax (HST) or the Goods and Services Tax (GST) should not be included in proposed rates and/or pricing.

4.1. Summary: 3-Year Total Cost of Ownership

Proponents should provide a summary of their Financial Proposal in the form of the table below.

One-Time Costs

Annual Costs

Years Total Cost

Software 3 Implementation Services 3 Support Services 3 Other . 3

Total

4.2. Software: One-time software costs Proponents should complete the following table identifying one-time software costs for the implementation of the solution. Assume a total of 2000 licensed users for pricing purposes If multiple lines are required, to explain costing model (i.e. Head Office licensing, external users licensing) then break out this detail as required. If the line item Other Software Costs is required, please supply details.

# Required Cost Per Total

Software Licensing Costs 2000 $ $

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# Required Cost Per Total

Other Software Costs $ $

One-time software costs Total $ $

4.3. Software: Annual Costs Proponents should identify annual software support costs related to the licensing model. Please note the assumptions when presenting costs.

# Required Cost Per Annual Total

Software Support & Maintenance

Annual $ $

Upgrades $ $

Cost to add additional licenses $ $

Additional Billable Support or professional services fees

$ $

Annual Software Costs Total $

4.4. Initial Implementation Services Proponents should complete the following table identifying implementation costs for the project or identify this is a fixed price item, what the cost is.

Estimated

Days Rate Total

Software Implementation Services

Integration / Architecture Analysis $ $

Software Installation & Configuration $ $

Testing – Application & Verification Testing, System Testing

$ $

Go live/Transition Support $ $

Project Management $ $

Training $ $

Other Proponent Services $ $

Miscellaneous Costs $ $

$ $

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Estimated

Days Rate Total

Implementation Services Costs Total $

4.5. Exclusions Unless otherwise noted as optional, all information provided in Proposed Services of functionality will be assumed to be included and accounted for in the proposed pricing. Optional additional services can be outlined in Added Value. Proponents must specify any exclusions.

4.6. Conditions and Assumptions Proponents must document any assumptions made in the preparation of their proposed pricing, and any conditions on which successful completion will be based. .

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5. PROPOSAL EVALUATION AND AWARD

5.1. Evaluation Team The Evaluation Team will consist of representatives of the NSLC’s Project Team as well as representatives from other business units. It is understood and accepted by any Proponent that all decisions about the degree to which a proposal meets the requirements of this RFP are the judgment of this Evaluation Team.

5.2. Evaluation Process

5.2.1. Step 1: Proposal Evaluation Proposals will be evaluated and scored using the categories and weights outlined below. Category Points Corporate Suitability 20

Corporate Overview 5

Reference Case Studies 5

Corporate Capabilities & Experience 5

Resource Capabilities & Experience 5

Product / Services To be Provided 45

Proposed Software 20 Project Implementation Services 15

Ongoing Services 10

Pricing 35 Total Score 100

5.2.2. Step 2: Shortlist Shortlisted proponents will be notified as per the timeline below. Upon notification, shortlisted proponents will be provided with a presentation agenda and expectations, and an outline of how presentations will be scored.

5.2.3. Step 3: Presentations Shortlisted Proponents will be invited to present to the Evaluation Committee. Due to COVID-19 travel restrictions, presentations will be held as remote screen sharing/video sessions, at a mutually agreed time and date as outlined in the timeline below (Section 5.3). A presentation agenda and scoring criteria, will be communicated with the shortlist notification.

5.2.4. Step 4: Reference Checks Each Proponent should submit, as part of the RFP, a list of at least three clients where they have served as an implementation partner for SuccessFactors. Client contact information, company email address(es), and a summary of the services provided along with the

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timeline, should be included. Proponents should be advised that the NSLC may contact references as part of the evaluation process.

5.2.5. Step 5: Final Selection The Evaluation Committee will review and update the scoring of Proponents, to determine the successful Proponent.

5.3. Evaluation Timeline The NSLC’s planned timeline for activities related to this RFP is below. Through the course of the evaluation it may become necessary to adjust the timeline. In the case of a timeline adjustment before the closing date, the adjustment will be posted to the Public Tenders website. In the case of a timeline adjustment after the closing date, Proponents will be directly contacted with the information. Please note the week for presentations. Proponents should be prepared to present when given notice, as below. It may not be possible to accommodate requests to alter the presentation schedule, and Proponents may be excluded for the shortlist if they are not able to participate. Task Date Issue RFP May 7, 2021

Deadline for Questions from Proponents on RFP Content May 19, 2021 Closing date for Proposals May 26, 2021 Review Proposals and Create Shortlist June 11, 2021 Notice Shortlisted Vendors for Presentations June 15, 2021 Presentations (+ reference checks) [will be held through remote presentations, not on site] June 22-24, 2021

Final Selection June 30, 2021 Desired project start date September 20, 2021

5.4. Finalization of Contract The selection of a successful Proponent will not constitute a binding agreement but will form the basis for the finalization of the terms upon which the NSLC and the Proponent will enter into an agreement and does not mean that the proposal is completely acceptable in the form submitted. After the selection of a successful Proponent, the NSLC has the right to finalize the terms of the agreement with the Proponent, and as part of that process, to negotiate changes, amendments or modifications to the successful Proponent’s proposal without offering the other Proponents a similar opportunity to amend their proposals. The acceptance of a proposal and the award of any aspect of subsequent assignments will be made in writing, and only in writing. At that time, the successful Proponent and the NSLC shall enter into discussions to finalize an agreement. Any award is provisional until the Proponent enters into a written contract on terms satisfactory to the NSLC.

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6. APPENDIX A: SOLUTION REQUIREMENTS

These requirements are meant to give a high-level understanding of the scope of the project; they are not exhaustive and should not be seen to take the place of a requirements review and refinement activity.

6.1. Response Format The NSLC has identified a set of preliminary functional requirements. Each requirement is prioritized as follows:

Priority Letter High H Medium M Low L

Using the following format, the proponent should respond on their ability to meet the NSLC functional requirements listed below:

In the solution capability column, using one of the letters below, indicate which requirements are met through standard features of the proposed packaged software solution and which requirements will be met through other means or are not available.

Solution Capability

Description

A The package has the feature/performs the function. B The package partially has/performs the feature/function, or it can be

achieved through additional customizations or a known third-party solution. An explanation is required in the Comments/Notes column.

C The package does not have the feature but is included in a release whose release date has been announced. Please describe the feature and indicate the date for its release in the Comments/Notes column.

D The package does not have/perform feature/function.

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6.2. Functional Requirements NSLC requires a solution to address its needs for communication & information sharing vendors & representative agents.

Req. # Requirement Description

Priority (L,M,H)

Solution Capability*

Comments / Notes

User Experience FR-01 The solution should be web-based,

using Software As A Service (Saas) as its model.

H

FR-02 The solution should have a user-friendly design, that can be accessed globally

H

FR-03 The solution should also be supported for use on a mobile device.

M

FR-04 The solution should support linking to URLs on other externally facing NSLC websites

H

FR-05 The solution should support practices contributing to the protection, confidentiality, integrity, and availability of information.

H

FR-06 All forms and report outputs should have printer friendly versions

M

Accessing Content / User Security FR-07 The solution should have a non-

secured top landing page to share public NSLC information

H

FR-08 The solution must have the ability to manage controlled access for external users, as the majority of the portal content should be protected and accessible by login only.

H

FR-09 After logging in, the solution should allow all users to have access to a general landing page. This landing page would be used to highlight upcoming key deadlines and to share documentation available to all logged in users

H

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Priority (L,M,H)


Comments / Notes

FR-10 The solution should provide the ability for identified Vendors (external users) to access content that is specific to their account. Ie: the solution ensures that vendors will only have access to their own data

H

FR-11 The solution might support role-based access controls, including a hierarchy for approvals and access.

L

FR-12 The solution should allow for multiple user accounts for the same Representative Agent organization or vendor

M

FR-13 The solution should allow Representative agents will have access to all of the vendor and product data they represent (a defined user hierarchy)

H

FR-14 The solution should allow some NSLC accounts to be set to allow a login with the view/ access of a specified Vendor/ Rep Agent (or the ability to proxy as that vendor)

M

FR-15 The solution should allow NSLC accounts to be set to have the ability to review data for all vendor/Rep agents

H

FR-16 The solution should allow NSLC accounts to define user access at a User Group level. For example: - Allow configuration of distinct landing pages for specified user group or individual users - Give access to distinct content for specified User Group or individual users such as reports, specific application forms, etc.

M

FR-17 The software solution might support Single Sign On with ActiveDirectory for NSLC employees

L

Automation / Communication with Vendors FR-18 The solution should have internal user

to user communication functionality H

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Priority (L,M,H)


Comments / Notes

FR-19 The solution should have the ability to send external emails to a group, so that vendors can receive notifications such as application deadlines, approvals or notice changes.

M

FR-20 The solution should have customizable templates for notification emails.

M

FR-21 The solution should have the ability to track that communication within the solution has been read / identify if email read receipt is possible

M

FR-22 The solution should have workflows and the ability to delegate approvals to another user.

M

FR-23 The solution might have the ability to create or push Outlook calendar events for training, where required.

L

FR-24 The solution should have the ability for the NSLC to share the status of information (such as product listing application status): - on the application itself for the applicant - by posting of a full status report for all applicants to see - via an internal portal notification when the application status is updated on the portal (and ability for NSLC to know that the update has been viewed by the applicant)

M

FR-25 The solution should have built in Help Functions that are easily accessible from all pages

M

FR-26 The solution should have the ability to have a Help section managed by the NSLC for definitions of terms and FAQs.

M

Data/ Content Management

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Priority (L,M,H)


Comments / Notes

FR-27 The solution must allow for the creation of various forms, to support NSLC processes. Examples include: • Initial product application, with

workflow for approvals • Full product submission, with

workflow for approvals • Updates to existing applications • Promotion applications (may be

linked to product application), with workflow for approvals

H

FR-28 Form submissions must support workflows for approvals or rejection H

FR-29 The solution should provide the NSLC with the ability to send applications back to the vendors when incomplete and clarify what data is missing (rejected workflow)

H

FR-30 Rejected workflows may allow the user to edit and re-submit H

FR-31 The solution should allow for supplemental documentation to be attached to application submission (such as a copy of a certification, uploaded as a PDF or other supported file format)

M

FR-32 All types of submissions can be displayed/ entered in either a form (one at a time) or grid (multiple entries a time) as selected by the user

H

FR-33 The solution should have the ability to manage application deadlines (for external certification or qualifications, as an example).

H

FR-34 Forms and tables, supporting forms for data submission are easily configurable by NSLC staff so they can: - add and remove fields/ columns - make fields mandatory - apply formatting rules ($$$.CC) - apply data validation rules for data entry such as, enforced number ranges based on other data entry points, drop downs, other logic as required - have conditional fields & calculations based on large numbers of conditions

H

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Priority (L,M,H)


Comments / Notes

FR-35 Data for drop down fields can be easily uploaded from data extracted from existing NSLC systems (example: SAP product data)

H

FR-36 Timeframes will be able to be applied to data submissions based on business defined deadlines [for example, not accepting new applications or changes to an application, after the due date]. Ideally, this could be set at the application level or the vendor level (to allow NSLC to make an exception for a specific rep agent/ vendor)

H

FR-37 The solution should have batch data import and export capability, based on defined criteria.

M

FR-38 Vendor portal application data could be extracted/interfaced into: - A MS Excel Spreadsheet - A SharePoint Site - SAP ECC - Any other system/ interface/ file format that allows for the above to be achieved.

FR-39 The solution should have the ability to mass update data content (for example, update all application statuses after review deadline)

H

Audit/ Version History FR-40 The solution should have the ability to

track version history of forms (such as an application form), as an audit trail.

H

FR-41 The solution can easily report on application form versioning changes M

FR-42 The solution can easily report on changes to data submitted through a form

M

FR-43 The solution maintains an audit trail of system logins that is reportable (ie the solution can produce a report on user logins)

M

FR-44 The solution should track the activity of the user in their last login session L

Reporting & Analytics L FR-45 The software solution should provide

predefined (standard) reports. H

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Priority (L,M,H)


Comments / Notes

FR-46 The software solution should provide the ability to customize reports (outside of predefined /standard reports).

H

FR-47 The solution should have the ability to report on individual product or vendor application status.

M

FR-48 Reports should be available for end users to run, based on defined account access

M

File Sharing FR-49 Rep Agents/ Vendors should have the

ability to view/ download/ print reports produced by NSLC

H

FR-50 Rep Agents/ Vendors will have the ability to upload new documents/ files H

FR-51 When a new file is uploaded, there should be an option to select users to notify that the file has been uploaded.

FR-52 NSLC files can be uploaded manually or in an automated fashion. M

FR-53 The portal will run a virus check on all file uploads

FR-54 Storage FR-55 The solution should include the ability

to support Residence and Retention time periods to address Data Volume Management standards

H

FR-56 The software solution should (as a preference) store any NSLC sensitive data within Canada [data storage location must be identified]

M

Reliability / Support FR-57 The software solution should provide

an uptime of no less than 29/30 days (97%) every month.

FR-58 The solution should include a service contract that includes troubleshooting or technical support for administrator and user issues.

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SCHEDULE B

SAMPLE LISTING FORM

To obtain a copy of the sample listing form workbook, please send a request to [email protected] as per the contact details in section 4A of the NRFP instructions.
