CLOSING LOCATION: Proposals must be submitted by to

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1 REQUEST FOR PROPOSAL CHEERLEADING CANADA INC. MEMBERSHIP MANAGEMENT SOFTWARE RFP ISSUED: JUNE 20, 2018 CLOSING TIME: JULY 15, :59:59 PDT CLOSING LOCATION: Proposals must be submitted by to CONTACT (for enquiries ONLY): Erica Royal/Lilly Demers/Alissa Stewart Any clarification of the Request for Proposal documents required by the submitter, prior to submission of its proposal shall be requested through a contact listed above. Any such clarifications so given shall not in any way alter the proposal documents and the vendor and the Board hereby agree that in no case shall oral arrangements be considered. No Officer or Agent the Board is authorized to alter orally any portion of the document. Cheerleading Canada Inc. reserves the right to accept or reject any proposal, whichever, in the Board s opinion is in its own best interest. Late Proposals will not be considered or accepted.

2 Overview Cheerleading Canada Inc. (CCI or Cheer Canada) is a not for profit association established as the National Sports Organization for Cheerleading in Canada to manage, direct, promote and assist the activities of cheerleading in Canada. Cheerleading Canada Inc. is incorporated and the articles of incorporation are located in Edmonton, Alberta. The current Cheerleading Canada Inc. treasurer is located in Halifax, Nova Scotia. There currently are 10 member associations (Provincial Sport Organizations - PSOs) within Cheer Canada which serve over 30,000 athletes. Cheerleading Canada Inc. is in requirement of a software-as-a-service technology solution to manage the membership roster for the cheerleading community in Canada. The membership software should be able to manage 30,000-60,000 members annually, and should be able to categorize them by cheerleading season (i.e. year) and allow for a large variety of demographics collected, as per the requirements included in Appendix A. The current methodology for membership collection and management is via Excel Spreadsheet. The membership management software should be able to manage various years data, including the data for fiscal 17-18, and be able to be configured for additional attributes each year. Starting in the cheerleading season (June 1, May 31, 2018), CCI will be collecting a membership fee from all participants within Canada, as well as from Provincial Sport Organizations. It is not expected that the membership management software be used for any invoicing or billing purposes; but be purely used to identify and manage the database of members within Canada, as per the requirements identified in Appendix A.. Cheerleading Canada Inc. is seeking proposals for the purpose of awarding a contract for a national Membership Management software solution for collection, organizing, sorting, and reporting on all membership data and associated demographics. The solution should be implemented by September 2018 so that all the data from the cheerleading season can be imported. The solution shall also allow for the data currently collected via Excel Spreadsheets in to be imported via CSV (or similar) methodology. The contract awarded to the proponent from this RFP, if in the best interest of CCI, will become the exclusive membership management software vendor for the and the cheerleading seasons (July 1, June 30, It is the intent to award this contract to one proponent, however, a multiple vendor award may be considered. Any proponent that is including sub-contractors as part of their proposal should clearly state how this relationship will be managed in their response (Overall Proposal

3 section 1.a). Should the desire be amicable, the contract with the successful proponent has an option to be extended beyond This Request for Proposal (RFP) initiative has been undertaken in order to provide an open process to allow interested firms the right to submit their applications to provide membership management services for Cheerleading Canada Inc.

4 Request for Proposal Requirements The following outlines the information to be included in your proposal. The associated weighting (point value) of each response area is provided: RFP Section Point Value 1. Overall Proposal a. Identify if there are any sub-contractors or third-party vendors, proponents, or software tools included in the proposal. If sub-contractors or partners will be included, Identify how the relationship will be managed. b. Identify the proponent s adherence to Industry Best Practices, market commitment, and future roadmap for improvements and enhancements to the currently proposed product. c. Identify the company s quality assurance and testing practices. d. Identify the proponents adherence to Canadian Privacy Laws with respect to the management of personal and private confidential information. Describe the location(s) in which the data will be stored and by whom it will be accessed Proponent s Relevant Experience & References a. Provide an overview of previous experiences and expertise in the area of membership management software. b. Preference will be given to organizations that have experience specifically working with national organizations and/or national sport organizations and/or not-for-profit organizations. c. Include at least two references for organizations of similar size and scope to CCI. d. CCI shall be able to call the references identified in section 2.C to discuss their experiences with the proponent s software. 10

5 3. Implementation and Support Teams a. Provide a description of the person(s) who will be proposed as the primary contact from your firm, and who will be working closely with the Cheerleading Canada Inc. executive. b. Identify the implementation team structure including the main contacts and support persons for configuration, migration, and go-live. c. Provide an overview of the project team s experience and relevant credentials; d. Provide a high level project plan, schedule, and include key milestones; e. Identify the requirements the project team will have for Cheerleading Canada Inc personnel, and what is to be expected of their participation. f. Explain how the users of the solution are to be trained on the systems functionality; g. Outline an accountability and project reporting structure Proposed service level agreements and software support options 10 a. Identify the incident reporting process; b. Identify the expected resolution times and associated severity of issues identified with the solution, c. Identify the process for retribution if the solution has an irrevocable error. d. Describe any business continuity and disaster recovery methods employed by the organization. e. Proponent shall describe various support level options and include the associated costs in the proposal. The proponent shall propose a sample Service Level Agreement as part of this proposal, and will be open to negotiations with CCI on the SLA particulars.

6 6. Functional & Technical Requirements (Appendix A) Other added value: 5 a. Provide an overview of how your solution can provide Cheerleading Canada Inc with additional overall value above and beyond the requirements identified in the RFP and/or in Appendix A. b. Include any other relevant information in the proposal that has value to Cheerleading Canada Inc. 7. Cost 15 a. Please provide in a separate file or spreadsheet, and include all options for the implementation of the solution (including migrating the data from spreadsheets), b. Include costs for various software support options. c. Identify and include any other ongoing or ad-hoc costs. TOTAL 100 Additional Considerations Fit: Describe how your organization is the appropriate fit for Cheer Canada. What areas of value-added benefit can your organization provide Be solution oriented to overcome any obstacles Present imaginative and creative concepts Be cost effective and resourceful Project manage seamlessly ensuring deadlines are met while working under pressure with tight timelines The successful supplier will be required to sign a contract with Cheer Canada prior to initiation of work related to the RFP

7 Timelines & Process June 20, 2018 July 15, 2018 RFP made public Submissions Due August 31, 2018 Final determination by Cheer Canada (communication to both successful and unsuccessful proponents may not happen immediately following final determination) Submission Requirements 1. An electronic copy of the proposal is to be sent to the address above ), to be received no later than July 15, 2018 at 11:59:59 PDT. 2. Format of submission must be Adobe Acrobat (pdf). THIS IS THE FIRST EFFORT BY CHEER CANADA TO REACH OUT TO THE OPEN MARKET WITH A REQUEST SUCH AS THIS. PROPOSALS WITH THE LOWEST PRICE ESTIMATE MAY NOT NECESSARILY BE SUCCESSFUL. CHEER CANADA RESERVE THE RIGHT TO ACCEPT OR REJECT ANY PROPOSAL, IN THEIR SOLE DISCRETION. CHEER CANADA WILL SEEK PERMISSION OF ANY CANDIDATES SUBMITTING THE PROPOSAL IN THE EVENT THAT FURTHER INFORMATION AND/OR REFERENCE MATERIALS ARE REQUIRED IN ORDER TO ASSIST IN MAKING ANY DECISION RELATING SPECIFICALLY TO THIS RFP.

8 Appendix A: Functional & Technical Requirements Complete the associated spreadsheet of requirements. Please be specific where possible in the comments column. Appendix A: Requirements

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