Enterprise Budget and Forecasting Software Solution

Address:
York University
Procurement Services
4700 Keele Street
Toronto, Ontario
Canada, M3J 1P3
 
Description:
York is soliciting Proposals from experienced and qualified Proponents for the supply, delivery, implementation, support and maintenance of an Enterprise Budget and Forecasting Software solution.

York is seeking to acquire and implement a new Budget and Forecast Software system to improve efficiency of its current budgeting process to better serve the user community and support the overall budget planning cycle across all units.  The software solution is expected to be web-based, user-friendly, deliver real-time data, maximize benefits, easy to input data, manage, and retrieve information for budget analysis, decision-making and reporting and storage or archive.

The new software solution should enable York to plan, budget, forecast, track business objectives, initiatives and resources to support the overall budget planning cycle across all business units. The new software solution should enable all budgeting and forecasting activities to occur within the University’s activity based budgeting model whereby revenues are allocated to the revenue generating areas and shared services costs are attributed to the revenue generating areas using cost drivers. The requirements include:

•Extract and load information from multiple ERP systems to deliver up-to-date budget and actual financials and headcount information (current within the last 24 hours).
•Allocate revenues and expenses across multiple departments and GL accounts utilizing drivers
•Ability to cost resources against programs, projects, and initiatives.
•Provide standard and ad hoc reporting combining financial and non-financial data - i.e. Financial reporting, vacancy reporting, project reporting, program reporting, and multi-year outlooks
•Provide audit trail to track changes
•Provide automatic rollups with drill down capability
•Modelling and what-if analysis
•Calculate different revenue line items
•Extensible using APIs and connectors, thus allowing it to:

• Integrate with existing systems within York’s environment
• Connect to external applications and data sources
• Connect to external cloud services using Representational State Transfer (REST) protocol

See Mandatory and Desirable System Requirements (Section 6.4 and 6.5 respectively) for a more compressive list of requirements.

York University is open to open to both cloud-based and hybrid solutions; however, a strong preference will be given to cloud-based solutions.

York’s preference is to award one (1) qualified and experienced Proponent for the Work outlined in this RFP.

York will only consider Proposal submissions received from Proponents who have registered with MERX (www.MERX.com) for this competitive bid.  Proposal submissions from Proponents who have not registered and obtained this Bid Document directly from MERX will be disqualified.

Tendering Website:
Proponents will find the complete RFP Documents at: https://www.merx.com/
 
Pricing and Payment Terms are available on the MERX website, respectively.
 
Procurement Method:
Open tender whereby all interested Proponents may submit a Proposal.
 
Estimated Quantities:
Available within the RFP Documents.
 
Submission Details:
Proponents shall submit their Proposal response at: https://yorku.bonfirehub.ca
 
Submission Deadline:
October 12, 2022 at 3:00:00pm EST.
 
Public Opening:
Not Applicable.

Conditions for Participation:
Available within the RFP document.
Mandatory Submission Requirements:
 

• Executive Summary and Qualifications (Sections 4.1 and 4.2)(File type: .pdf) – Required
• Methodology & Timetable/Work Plan (Sections 4.3.1 and 4.3.2)(File type: .pdf) – Required
• System Mandatory Requirements (Section 4.3.3 and 10.0 Schedule B)(File type: Excel) – Required
• System Desirable Requirements (Section 4.3.4 and 11.0 Schedule C)(File type: Excel(Bonfire Template)) – Required
• Proposed System License Agreement (Section 4.3.5) (File type: .pdf) – Required
• Financial Considerations (Sections 4.4)(File type: .pdf) – Required
• Price Schedule (Section 9.0 Schedule A)(File type: Excel (unlocked)) – Required
• Acknowledgement (Section 4.7 and Section 13.0) (File type: .pdf) - Required
• Alternative Proposals and Joint Proposals (Section 4.8 and 4.9)(File type: .pdf) – Optional

Complete submission requirements are provided within the RFP documents.
 
Scored Submission Requirements:  
 

1. Qualifications, Experience and References;
2. Methodology;
3. Timetable/Workplan;
4. Mandatory System Requirements;
5. Desirable System Requirements; and
6. Financial Evaluation.

Complete submission requirements are provided within the RFP documents.
 
This procurement is covered by Chapter 5 of the Canadian Free Trade Agreement.
 
Delivery Date:
The Selected Proponent should have a fully implemented System by within 18-24 months of contract execution.
 
Duration of Agreement:
The initial term of the Agreement shall be for forty-eight (48) months from the date of an award, with two (2) optional twenty-four (24) month extensions, at York’s sole discretion. All prices shall be net, firm and not negotiable for the initial forty-eight (48) months. Should York choose to exercise its option to extend subsequent to the initial term, any extension to the Agreement shall be upon the same terms and conditions, except for price, which shall be agreed in writing by the parties and shall not exceed the Consumer Price Index – Canada, All-items.
 
Negotiation:
Following evaluation of all Proposals, it is York’s intention to enter into negotiations with the leading Proponents who offers the best overall value to York. York’s intention is to establish a roster of Proponent’s based respectively on the highest to lowest best overall value scores. York reserves the full and sole right to determine how many Proponent’s are included in the roster list.
York reserves the right in its sole discretion to negotiate modifications to any Proposal received without becoming obligated to offer to negotiate with any other Proponent(s).

Supplier Prequalification (if applicable):

Not Applicable.



 Responses must be submitted in English.




Proponents should note that information contained within this notice is subject to change.  Proponents are encouraged to download the tender document which contain the most current information.
 
If there is a conflict between the RFP documents and this RFP Notice, the RFP documents will take precedence.
 

Bidding and Documents are available on http://www.merx.com. Fees may apply; See https://www.merx.com/public/pricing for more information.