This Request for Proposal (RFP) outlines the basic requirements of the Saskatoon Sexual Assault & Information Centre for the services to be provided by an individual or firm to update our database system that collects and manages client and case management data.
To be considered, your proposal must be received by FAYE DAVIS, EXECUTIVE DIRECTOR at Saskatoon Sexual Assault & Information Centre (SSAIC) by 4:30pm on Friday, November 20, 2020. The proposal may be sent to either #201-506 25th Street East, Saskatoon, SK S7K 4A7 or firstname.lastname@example.org. SSAIC reserves the right to accept or reject any or all proposals submitted for any reason without explanation.
The Saskatoon Sexual Assault & Information Centre reserves the right to request additional information or clarifications from proponents. Submission of the proposal indicates acceptance of the conditions contained in this request for proposals.
It is anticipated the selection of the individual or firm will be completed by December 11, 2020.
2. NATURE OF SERVICES REQUIRED
A. Scope of Work to be Performed
The database developer will:
- review and familiarize themselves with the data collection and reporting needs of SSAIC;
- review the existing database and its operation; and
- research existing programs that can be purchased, and analyze their ability to fulfill SSAIC database needs, including customization and add-ons, considering the agency’s size and budget, and then make a recommendation for purchase, install and customization; (any recommendations for the purchase of programs must be approved by the Executive Director); or
- update the current system by customizing the existing database.
The developer will then oversee the transfer of existing data and train SSAIC staff on the entry of new data and production of needed reports.
B. Timing, Location and Conduct of Work
In addition to time requirements established by SSAIC, the following conditions also apply:
i. The work must be fully completed and operational by March 31, 2021.
ii. The database developer will work on-site only as needed to familiarize themselves with the current database system and client needs. During work on-site, the developer will adhere to all policies and procedures set by SSAIC in relation to Covid-19.
iii. The majority of the development work will be done off-site.
iv. Installation and testing will be performed on-site.
v. The developer will be available to consult with and support SSAIC staff as they enter data and run reports.
vi. The developer will be available to troubleshoot any issues that arise in the first three (3) months of the database operation.
3. HISTORY OF ORGANIZATION
The Saskatoon Sexual Assault & Information Centre exists to be the primary provider of community leadership in addressing sexual violence. We provide counselling and survivor services to survivors of sexualized violence and education and prevention services to the Saskatoon community.
SSAIC offers a continuum of specialized services including:
A. Counselling, crisis response, and survivor services to survivors of sexualized violence in order to support their healing (some service limitations do apply).
B. Sexualized violence education and services to raise awareness, reduce stigmatization, and influence social and systemic change.
C. Collaboration with other professionals, support and service providers, community groups, and members of the general public who are working to improve services for survivors of sexualized violence
A. General Requirements
Inquiries regarding the request for proposals must be made to:
Faye Davis, Executive Director,
Saskatoon Sexual Assault & Information Centre Inc.
#201-506 25th Street East Saskatoon, SK S7K 4A7
ii. Submission of Proposals
The following material is required to be received by Friday, November 20, 2020 at 4:30pm for a proposing firm to be considered:
- Title Page
Title page showing the request for proposal’s subject; the firm’s name, address and telephone number of a contact person; and date of the proposal.
- Table of Contents
- Firm/Individual Qualifications and Experience
- Staff Qualifications and Experience
- Similar Engagements
The firm/individual should provide a list of the most significant work performed in the last five (5) years that is similar in nature to the engagement described in this request for proposal. Included with the list should be an indication as to the scope of work, date, and years of service.
B. Cost and Time Estimates
Proposals must contain the following time and cost information:
i. Hourly billing rates for individuals working on the project;
ii. Additional costs or disbursement charges and fees;
iii. An all-inclusive and maximum price for the full database development services.
Saskatoon Sexual Assault & Information Centre will not be responsible for expenses incurred in preparing and submitting the proposal. Such costs should not be included in the proposal.
C. Acknowledgement and Understanding
In submitting a proposal, the firm/individual acknowledges and agrees that this proposal has been read and understood; and the firm/individual agrees to all terms and conditions described in this document by providing a letter stating such agreement.