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Procurement Services 450 Cowie Hill Rd. P.O. Box 8388 RP0 CSC Halifax, NS B3K 5M1 Telephone: (902) 490-4998

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Procurement Services 450 Cowie Hill Rd. P.O. Box 8388 RP0 CSC Halifax, NS B3K 5M1 Telephone: (902) 490-4998 902-420-9287 450 Cowie Hill Road P.O. Box 8388 RPO CSC Halifax, Nova Scotia Canada B3K 5M1 Procurement Services 450 Cowie Hill Rd. P.O. Box 8388 RP0 CSC Halifax, NS B3K 5M1 Telephone: (902) 490-4998 REQUEST FOR INFORMATION RFI02.2021 Capital Planning and Information System Project RFI02.2021 – “Capital Planning and Information System” Addressed to: Amanda LeVangie Halifax Water Procurement Services [email protected] Submissions will be received until 2:00 p.m. Atlantic Time, Thursday, September 30, 2021 for the above RFI as per the specifications and terms and conditions. Check for changes to this request – Before submitting your proposal, visit the Provincial Government Web Portal at www.novascotia.ca/tenders or contact our office to see if any Addenda detailing changes have been issued on this RFI. Changes may be posted up until the RFI closing time. It is the bidders’ responsibility to acknowledge and consider all Addenda. Bidders shall be solely responsible for the delivery of their bids in the manner and time prescribed. Bids received after the date and time specified shall be rejected. Hard Copy and facsimile bids are not accepted. RFI Issue Date – August 27, 2021 PROPONENT’S SUBMISSION SHEET The undersigned hereby acknowledges that he/she, as an officer of the stated corporation, has read and understands the specifications, requirements, and proposed agreement regarding Capital Planning and Information System to Halifax Water. The following information must be completed to ensure proposal acceptance. *ADDENDA No. ______________ to ______________ INCLUSIVE WERE CAREFULLY EXAMINED. DATED THIS DAY OF , 2021. PROPONENT’S COMPANY NAME: ____________________________________________________________________ ADDRESS: ____________________________________________________________________ ____________________________________________________________________ CITY/ PROVINCE: ____________________________ POSTAL CODE: ________________________ PHONE NO.: ____________________________ FAX NO.: ________________________ EMAIL ADDRESS: ____________________________________________________________________ WEBSITE: ____________________________________________________________________ CONTACT NAME (please print): ____________________________________________________________________ TITLE (please print): ___________________________________ PHONE NO.: _____________________________________ AUTHORIZED SIGNATURE: _____________________________________________________________________________ HST REGISTRATION NO: _______________________________________________________________________________ NS WCB COVERAGE: YES NO * The proponent shall list and initial all addenda received during the period and shall take them into consideration when preparing their bid submission. A signed copy of each Addendum must be included with the bid submission. Failure to comply may be cause for rejection of bid submission. HALIFAX WATER RESERVES THE RIGHT TO REJECT ANY OR ALL SUBMISSIONS. THE LOWEST OR ANY SUBMISSION WILL NOT NECESSARLIY BE ACCEPTED. This proposal will adhere to Halifax Water’s Standard Terms & Conditions. They can be found on our website at https://www.halifaxwater.ca/doing-business Table of Contents 1. INTRODUCTION ................................................................................................................................ 4 2. RFI Timetable ....................................................................................................................................... 4 3. Background ........................................................................................................................................... 4 4. Purpose of the RFI ................................................................................................................................ 5 5. Objective ............................................................................................................................................... 5 6. Submission Instructions ........................................................................................................................ 7 6.1 RFI Response Submission ................................................................................................................ 7 6.2 Requested Information ...................................................................................................................... 8 6.3 Inquiries ............................................................................................................................................ 8 7. Confidential Information of the Vendor ............................................................................................... 9 8. Conclusion ............................................................................................................................................ 9 1. INTRODUCTION This Request for information (“RFI”) is issued by the Halifax Water for the purpose of gathering information about the marketplace in order to assist in the determination of future purchasing options or requirements. This RFI is being conducted pursuant to the Nova Scotia Sustainable Procurement Policy and Procurement Manual. Respondents are asked to respond to Halifax Water and provide the information requested below. 2. RFI Timetable Activity Date Issue Date of RFI August 27, 2021 Deadline for Questions September 15, 2021 Submission Deadline, Date and Time September 30, 2021 @ 2pm Atlantic The RFI timetable is tentative. It may be changed by Halifax Water at any time, and the Halifax Water may choose to waive or extend the Deadline for Questions, or the Submission Deadline. 3. Background The Halifax Water Engineering & Technical Services Department currently performs detailed capital project portfolio management using spreadsheets and other manual data and information administration tools in the development and delivery of the annual capital program. Their projects are delivered successfully using manual efforts to plan, manage and report on projects and programs within the capital projects portfolio. The two business processes driving the capital project portfolio are: 1. Capital Budget Development (Portfolio Planning) 2. Capital Budget Delivery (Portfolio Management and Project Management) These two business processes are based on the 4 functional components listed below and Halifax Water is implementing a Capital Planning and Information System project to manage these: • Capital Planning (CP) – project intake, assessment, prioritization; • Capital Project Management (CPM) – planning, management, control, reporting; • Capital Funds Management (CFM) – budget/expense management, forecasting, performance; visibility, dashboards, reporting; integration with Cayenta ERP; and, • Capital Project Information System (CPIS) - collection, dashboarding, reporting, sharing. The CPM&IS Project is being undertaken to reduce and/or remove gaps in technology, current portfolio and project practices, and to replace time consuming manual or semi-integrated processes with lean, streamlined efficient movement of information and approvals. These efforts are intended to deliver on the opportunities to enhance the effectiveness of Capital Portfolio and Project management delivery by Halifax Water. 4. Purpose of the RFI This RFI is issued to scan the market and identify potential solutions that encompass all four (4) components of the CPM&IS solution – Capital Planning, Capital Project Management, Capital Funds Management and Capital Information Systems. 5. Objective The objective of this RFI is to identify potential market solutions that: 1. Integrates portfolio, project management and Capital Funds Management tools/applications 2. Delivers automated workflows, processes and forms for Capital Project Management 3. Is intuitive, easy to use as resource skills develop 4. Scalable for different project complexities 5. Provides a cost-effective solution Specifically, Halifax Water desires a single solution that delivers on the success measurements for each component of CPM&IS: Item Objective Success Measurements Capital Project Seamless Experience Portfolio management, project management and Capital Management Funds Management (Cayenta ERP) applications are integrated for seamless user experience. Application Automation Tools delivering portfolio and project management functionality are designed to automate workflow, documentation, schedule management, resource management, budget management, dashboards and performance reporting as much as possible. Visibility to Financial Throughout the management of a Capital Project, Information approved users have access to current work order financial information. Key Performance Indicators The CPM&IS project establishes project KPI’s related to project management metrics which are applied to the management of all Capital Projects. Capital Planning Annual Capital Planning The project delivers a tool that automates the (CP) Processes & development of the Annual Capital Program and the Tools Annual Capital Budget. The tool automates the assessment of proposed Capital Projects against corporate objectives, resource availability, and multi-year capital fund budgets. The tool will help prioritize proposed Capital Projects for delivery. Prioritization Criteria The criteria to prioritize Capital projects are able to be defined and then updated as necessary. Capital Funds Integration with CP, CPM and CPM&IS includes an integrated solution combining Management CPIS and/or connecting with Capital
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