Professional Development of Approval Workflows in Flowable

Address:
York University
Procurement Services
4700 Keele Street
Toronto, Ontario
Canada, M3J 1P3
 
Description:
Background
The Faculty of Gradutate Studies (“FGS”) is the only pan-university Faculty at York University, providing service to nine other resource faculties and close to 6,000 graduate students year-round. It focuses both on policy development and service delivery throughout the graduate student life cycle (from recruitment and admissions to program completion).

FGS provides service to graduate students and staff throughout the duration of the graduate student lifecycle. For further information about FGS, our services, and other information, respondents are invited to visit www.yorku.ca/gradstudies/ .

Objectives
FGS is looking to engage a vendor who can deliver new and improved workflows within Flowable (www.flowable.com) to enhance key graduate administrative processes by introducing robust logic and eliminating manual processing.

FGS is initiating this request to identify one successful vendor to provide development and integration support within the flowable platform that already exists in York University’s technology ecosystem and is currently in use by FGS. With this work, FGS will be able to automate several administrative processes and approval workflows, leveraging logic in routing throughout.

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:
June 26, 2023 at 3:00:00pm EST.
 
Public Opening:
Not Applicable.

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


• Proponent Executive Summary (Section 4.1) (File type: .pdf) – Required
• Qualifications (Section 4.2) (File type: .pdf) – Required
• Methodology (Section 4.4)(File type: .pdf) – Required
• Financial Considerations (Section 4.5) (File type: .pdf) - Required
• References (Section 4.6) (File type: .pdf) – Required
• Acknowledgement (Section 9.0) (File type: .pdf) – Required
• Appendix A – Price Schedule (Section 10.0) (File Type: .xlxs) - Required
• Appendix B – Questionnaire (Section 11.0) (File Type : .xlxs) – Required

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

1. Proponent Qualification and Experience;
2. Project Team Qualifications and Experience;
3. Methodology;
4. Deliverables; and
5. 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 will have an anticipated start date for the immediate SOW of July 1, 2023.
 
Duration of Agreement:
The initial term of the Agreement shall begin from the date of award for eight (8) months, with four (4) optional twelve (12) month extensions at York’s sole discretion. All prices shall be net, firm and not negotiable for the initial term and any optional extensions. 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
 
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.