When is the submission deadline?

This RFP closed on April 17, 2026 and is no longer accepting submissions.

What is the budget for this RFP?

Settle estimates the budget at $4,000,000. The issuer has not published an official figure.

It was issued by Kinetic GPO. The work is located in Cambridge, Ontario, Canada.

Cloud-based E-Procurement Platform (Closed)

Ontario seeks a vendor to provide a cloud-based e-procurement platform with end-to-end bid management and automated scoring features.

Provide cloud based e-procurement platform
Provide a marketing implementation plan
Provide a disaster recovery plan
Provide a recruiting and hiring program that is following applicable Provincial and Federal employment laws
Maintain all necessary records to substantiate all charges and payments
Maintain commercial general liability insurance in the minimum amount of 5 million dollars
Provide a written description of the formalized quarterly or annual review process with Kinetic GPO Members regarding usage and cost savings opportunities
Provide a GPO Member service/problem resolution plan and how the Member escalates the problem
Provide a description of the process used for how it will ensure compliance with the contract for quotations and invoicing and the pricing submitted
Provide a company overview highlighting the history, location of your corporate headquarters, number of years in business, average number of full-time employees, # of branch offices, lines of business, management and technical expertise and other relevant corporate information
Provide a list of key staff and Subcontractor Consultants assigned to this contract including the roles and responsibilities of the Respondent and any of its agents, employees, and Subcontractor Consultants who will be involved in providing the Deliverables
Provide an example(s) of a project(s) similar in nature engaging in joint ventures or other partnering or subcontracting arrangements
Describe your approach to meeting the requirements noted in the Scope of work from beginning of project until completion
Describe your supplier network and outreach including size of data base and targeting capabilities
Describe how your company proposes to provide the geographic coverage for the services including the number, size and location of your company's Canadian affiliated offices as applicable
Describe your compliance and security capabilities including audit trail, data security and regulatory compliance features
Describe your Technical Support, Customer Support, and training including availability of help sections, training, and customer support for both buyers (you) and suppliers to ensure smooth adoption
Provide details on your Platform Uptime and Stability including reliability of servers to avoid technical issues during critical submission deadlines
Provide details on the ease of use of the platform for both owners and vendors
Provide detail which clearly describes the structure in which this contract will be supported i.e., organizational chart or written description of the corporate hierarchy
Provide the days and hours that customer service support is available, proposal times for emergency orders, and service levels by regions that are going to be covered
Identify the company's standard delivery time, and any options for expediting delivery of goods or services
Provide a description of the online support available which may include order and track goods and or services on-line through a vendor portal
Describe in detail the process that shall be used to ensure adequate service representatives will be available
Detail availability of both English and French speaking customer service support staff
Describe your company's quality control processes including any quality certifications, from point of order through delivery of the service and methodologies to ensure compliance with specifications and industry standards
Describe how the Company evaluates and determines repair versus replacement and process for replacement or repair of defective products including warranty related issues
Describe any service guarantees, warranties offered
Describe how you can ensure an uninterrupted supply of the required goods and services in an emergency
Describe your organization's business continuity and disaster recovery plans currently in place to maintain or quickly resume any delivery of goods or services
Describe any processes in place to ensure business continuity management arrangements are tested and reviewed
Provide a narrative of how salespeople and or dealer network would be trained and used to market the contract to eligible agencies across the country
Describe your process for bringing on new Members as well as transitioning any existing Members onto the Kinetic GPO contract
Detail any innovative ways that your organization helps to reduce carbon footprint, usage, waste etc
Detail ways your organization works with Members to enforce sustainability and how you help navigate them towards sustainable products
Detail your supplier diversity program including small business, minority, veteran, and woman owned business and First Nations
Provide an overview of any local benefit such as the number and type of initiatives, and the use of local workforce, local vendors, local manufacturers, local contractors, and local apprentices/trainees to achieve the project goals
Detail any technological advancements or investments and proprietary products your company has made or in process to better serve the end customer
Describe in detail any additional solutions, products, or services offered (not included in the scope of work) but related to the scope of work that will benefit our Members as well as the capacity of your company to broaden the scope of the contract and keep your service offerings current
Provide the pricing for all services offered using a fixed percentage (%) discount off a Standard Price List or other objectively verifiable criteria
Provide copies of the Standard Price List or other objectively verifiable criteria
Provide pricing for all services offered using a fixed percentage % discount
Provide pricing for any proposed additional services you wish to be considered
Describe any shipping charges
Unless specifically stated otherwise in the "Shipping Program" included in Respondent's response, all prices quoted must be F.O.B. destination with freight prepaid by the Respondent
During the Term of the Agreement, the Supplier accepts responsibility to ensure all branches or Subcontract Consultants representing them and providing services are trained in the requirements of the Agreement
Respondents shall identify all services within each category and any unidentified category that the Respondent can provide
Respondents must bid on Category 1
Respondents are expected to propose the broadest possible selection of Cloud Based E-procurement Platform
The proposed platform ensures an uptime availability guarantees of 99% particularly during the critical 24-hour window before a bid closing
The proposed platform will handle surges in traffic during high-profile or large-scale bidding events
The proposed platform to support all procedures required under international trade agreements
The proposed platform to provide mandatory creation of immutable logs for all bid submissions, communications, and evaluation scores to ensure transparency and prevent fraud
The proposed platform to meet standards such as WCAG 2.1+ to ensure equitable access for all potential suppliers
The proposed platform to meet SSL/TLS for data in transit, and multi-factor authentication (MFA) for user access
The proposed platform to include Role-Based Access Control (RBAC) for permissions ensuring that only authorized personnel can view bids or modify procurement records
The proposed platform to include provisions for regular security patching and adherence to frameworks like NIST or ISO/IEC 27001
Respondent to ensure the secure export of all historical data to be in a standard format (e.g., XML, JSON) if the event of contract termination or contract expiry
All procurement data be stored within specific geographical borders of Canada to comply with local privacy laws
Requirement for SOC 2 Type II or ISO 27001 certification and multi-factor authentication (MFA) for all users
The proposed platform to meet WCAG 2.1+ standards to provide equitable access to all suppliers
Extensive experience working with Broader Public Sector in providing Cloud Based E-procurement Platform
Key personnel are encouraged to have experience working in Cloud Based E-procurement Platform and hold the appropriate Certifications for the completion of the works
Have a strong national presence in Cloud Based E-procurement Platform
Have a distribution model capable of servicing products nationwide
Have a demonstrated sales presence
Be able to meet the minimum requirements of the cooperative purchasing program detailed herein
Be able to provide the full range of services to meet the demands of Kinetic GPO Members
Maintaining a recruiting and hiring program that is following applicable Provincial and Federal employment laws
Performing background screening on all contractor employees provided to the Member
Informing contractor employees that they are required to adhere to the policies and procedures of the Member
Providing contractor employees all of the Member's safety, drug/alcohol, work policies, anti-harassment, anti-discrimination, and anti-retaliation policies and informing them that they are required to adhere to such policies
Providing harassment, discrimination, diversity, and retaliation training for all contractor employees provided under this contract
Informing contractor employees in writing that they are employed by Contractor, not the Member
Notifying contractor employees in writing that the only benefits they will receive will be from Contractor, and that they are not entitled to any benefits from the Member
Preparing and distributing an Employee Handbook to contractor employees that identifies and explains Contractor's policies and procedures that are to be followed during the course of contractor employees' employment with Contractor
Informing contractor employees in writing that job-related illness/injury reports are to be reported to the Contractor
Being solely responsible for, and holding the Member harmless from, all administrative employment matters regarding contractor employees
Paying contractor employees in compliance with applicable wage and hour laws
Contractor to have a disaster recovery plan for Participating Public Agencies
Contractor to adhere to Canada's new Act on fighting against forced labour and child labour
Where a Product is required to conform to any standards set out in a standard specification the Proponent shall have the ability to obtain assurance from their supplier, in writing, that its product meets and/or exceeds the standard
The Supplier shall be responsible for providing various Service-related reports to Members
Contractor shall provide effective support to the Member
The Supplier should keep Members informed about any environment-friendly products, new technologies and/or green initiatives
Respondents must include a defined shipping/delivery program with its response
Product is unloaded off the truck and delivered to the point inside a building during normal business hours
Supplier's role is to be responsible for proactive direct sales of Supplier's Products and Services to Public Agencies and the timely follow-up to sales leads identified by Kinetic GPO
During the Term of the Agreement, the Supplier accepts responsibility to ensure all branches or Subcontract Consultants representing them and providing services are trained in the requirements of the Agreement

Primary procurement contact — name, title, email, and phone

Additional decision-makers and their departments

Ontario is seeking a vendor to deliver a cloud-based e-procurement platform that streamlines the entire bid management process. The platform should include comprehensive tools for creating, publishing, and managing bid documents, along with the capability to issue real-time addenda and instant notifications to all registered bidders.

Key requirements include a secure, mobile-friendly interface enabling electronic submission of technical and financial proposals, complete with timestamped confirmations. The solution must also support automated scoring of submissions based on predefined mandatory and point-rated criteria. Additionally, the platform should facilitate contract tracking, including relevant terms, options, warranties, and ongoing supplier performance.

The initial contract period for this engagement is one year.

Cloud-based E-Procurement Platform

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