Technology Review 2022-2023

PROPOSAL OUTLINE

TABLE OF CONTENTS

Foreword

Who Are We

We Do

By Background

What We Need

Agreement

Details

F O R E W O R D

A note of recognition of current state to our members and communities: It is with recognition and careful consideration of the current global public health and economic environments that the Saskatchewan Parks and Recreation Association (SPRA) release this Request for Proposal (RFP). As an organization, we feel that although these are uncertain times, the need for organizational evolution, reconciliation and meaningful work continues to be needed in Saskatchewan communities, perhaps now more than ever.

That being said, as situations are constantly evolving, we will continue to evaluate the timeliness of this and other SPRA projects. As such, SPRA retains the right to postpone or cancel this RFP at any time. Thank you for your understanding and interest.

Todd Shafer, CEO

WHO ARE WE

SPRA is a non-profit organization that provides leadership, support and services that contribute to recreation’s impact on the quality of life for people in Saskatchewan.

We envision a Saskatchewan in which all people have equitable access to recreation experiences that contribute to their health and wellbeing, result in connected and engaged community members, and provide connection and attachment to the natural environment.

We have a diverse membership, from First Nations, rural communities and urban recreation departments to private businesses and non-profit organizations in the parks and recreation delivery system.

We provide a provincial voice, amplifying their ability to facilitate and promote parks and recreation opportunities in their communities. We’re committed to serving the recreation industry and all people in Saskatchewan.

Learn more about our passion for parks and recreation at spra.sk.ca

As we contribute to recreation's impact on the quality of life for people in Saskatchewan, everything that we do must connect, educate or inspire others to help us reach our vision. To this end, our activities can be best described through the following focus areas:

Consulting - we offer our knowledge, expertise and access to the broader recreation network specifically in the areas of Active Living, Recreation Facilities, Parks and Open Spaces, Youth Leadership, Inclusion and Access and Community Recreation Services.

Training - we offer certification, training, workshops and learning events for recreation professionals, practitioners, fitness leaders and volunteers. Public Relations - we advocate for the recreation industry to the general public and Government Ministries and elected officials.

Funding - we provide grant funding to members (communities and provincial non-profit organizations) and students through stewardship of the Recreation Section of the Sask Lotteries Trust Fund.

Networking - we provide online services to help recreation professionals and volunteers connect and support each other.

Business Operations - we establish the systems, policies, infrastructures and procedures that support the work of our staff, Board and membership.

Planning - we prepare annual and multi-year plans and budgets and dedicate time towards research and development for new strategies and services.

S U P P O R T E D B Y

Sask Lotteries is the main fundraiser for more than 12,000 sport, culture and recreation groups across the province.

Proceeds from every ticket sold in Saskatchewan – such as LOTTO 649, WESTERN 649, LOTTO MAX, Sport Select and Scratch‘n Win, go into the Sask Lotteries Trust Fund for Sport, Culture and Recreation to support volunteer sport, culture and recreation activities throughout the province.

SPRA is grateful to be one of the 1,200 organizations that receive direct funding support through Sask Lotteries and be a partner that helps oversee the distribution of these funds to our members, communities and organizations to support recreation and wellbeing across our province.

B A C K G R O U N D

Efficient use of technology is integral to our internal operations, as well as the services we offer to the parks and recreation industry in Saskatchewan. This importance has been magnified recently, as the needs of our organization and industry continue to evolve.

An assessment and review of our technologies provides us perspective on how these key systems are currently serving us, our industry and the public, help us identify if there are additional opportunities for efficiency, integration, and growth to support future planning.

Our key systems connect to many different audiences both internally and externally. Additionally, each of our staff and customers also interact with these systems differently, depending on the nature of their work and/or interest. Organizationally, these key systems currently help us:

Manage contact, participant, member, stakeholder and vendor information.

Support financial operations and transactions for membership, registrations, grants etc.

Share information and provide access to our services.

Allow for two-way connection and engagement between SPRA and our industry.

W H A T W E N E E D Technology Review

SPRA is seeking to engage the services of a Consultant or Firm with business analyst expertise and effective communication and facilitation skills to perform a Technology Review and make recommendations associated with the operation of our three key systems (Financial Database, Customer Relationship Database, and Website). The successful Consultant or Firm will have the ability to incorporate a strategic approach and the ability to articulate technical concepts in plain language.

As part of the review, the following key questions must be answered:

What are the current and anticipated future staff needs related to each system, in priority order?

What are the current and anticipated future members/customers needs related to each system, in priority order?

What adjustments or changes are recommended to address both current and future priority needs, considering efficiency of operations, impact on secondary systems and costs?

systems

Only used by SPRA staff (no public facing module) Not connected to any other systems

Using since 2004

Used to track information for various programs/services

Connected to backend sections of our website and to store information input in our public facing website

Using since 2009

Has capacity for private areas accessible via login

Connected to Dynamics 365 for Portal Management app and to store information input from public

website

Using since June 2022

S C O P E O F W O R K

What we need from you

The Scope of Work for this project will include:

An initial meeting with SPRA to clarify intent of the project and refine details.

Refine a workplan based on this Request for Proposal (RFP). Consultation and discovery with SPRA staff.

Consultation with SPRA members and customers (website only). Review and analysis of current systems, practices and policies and identify areas of strength, concern and opportunities for change.

Recommendations on other relevant systems, practices and policies based on organizational needs and priorities.

Presentation of findings and recommendations to SPRA.

Additional work may be suggested by parties submitting a proposal to this RFP.

EVALUATION

Our Criteria

We will evaluate submitted proposals against these weighted criteria:

The submitted proposal, including methodology and workplan - 25% The proposed cost of the project (relative to the proposed workplan) - 15%

Experience and qualifications of the applicant in conducting similar work - 20%

A review of sample work - 10%

A review of references - 5%

We thank all consultants for their submissions, however only shortlisted or successful proposals will be contacted.

WORKING AGREEMENT

The successful applicant will enter into a Professional Service Agreement with SPRA, based on the information contained in this RFP and the successful applicant’s submission and any required modifications. The Contractee may include their standard Terms of Reference.

ALL RIGHTS RESERVED

SPRA shall hold copyright to, and total ownership of, all information resulting from this Professional Service Agreement.

SPRA reserves the right to cancel this RFP for any reason, without any liability to any Agency, or to waive irregularities at its own discretion. The lowest priced proposal may not necessarily be accepted.

Proposals shall be irrevocable until SPRA awards this Contract, cancels this RFP, or a period of 90 days has elapsed following the submission deadline.

All prices are to be in Canadian funds. All proposals will remain confidential.

SUBMISSION DETAILS

We request all applicants:

Please outline your experience and qualifications, including references relating to the project. Provide a detailed work plan, including timelines and methodology.

Provide SPRA with an itemized budget, breakdown of project deliverables to perform the work outlined in this RFP (including all taxes and expenses). Applicants are required to break down their deliverables so that items may be included or omitted.

Email proposals by 5 p.m. on Friday,

November 25, 2022 to:

Ryan Monks, Assistant Consultant – Resource and Information Technology Email: resourcecentre@spra.sk.ca

For more information, contact Ryan Monks, Assistant Consultant, at 306-780-9206.