RFP - Process and System Modernization Services
| Location: | Alberta |
|---|---|
| Posted: | Sep 18, 2025 |
| Due: | Oct 23, 2025 |
| Agency: | Government of Alberta |
| Type of Government: | State & Local |
| Category: |
|
| Solicitation No: | AB-2025-06067 |
| Publication URL: | To access bid details, please log in. |
Open & Competitive Opportunity
• Request for Proposal
Open
Town of Strathmore
RFP SAFS-2025-01 Process and System Modernization Services.PDF
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RFP Date: September 18, 2025
RFP Title: RFP SAFS-2025-01 Process and System Modernization Services
Please review the attached document and submit your proposal to the address noted below by the closing deadline of 2:00 PM (as recorded by the receiver) on October 23, 2025
Proposals will not be considered unless:
1. Received by the date and time specified above; and
2. Received at the email address specified below; and
3. Email subject includes RFP Title with proposal attachment in pdf format only; and
4. Fully completed Appendix A: Submission Details document in pdf format only.
Site Meeting Details: Invitation to the Shortlisted Vendor Presentation / Demonstration Meeting
Deadline for Questions: Must be received in writing (email) prior to 2:00 PM (Mountain) on October 9, 2025. Submitted relevant questions will be answered by Addendum only.
Town Contact:
Transformation Committee (TC) of
Process and System Modernization Program
Town of Strathmore
1 Parklane Drive
P.O. Box 2280
Strathmore, Alberta, T1P 1J2
Questions Email: itprojectprocurement@strathmore.ca
Proposal Submittal Email: itproject-rfp-submittal@strathmore.ca
1.1 Project Background
Town of Strathmore is a growing, vibrant, welcoming community that is recognized as a regional hub for business and recreation. Continued investment in recreation facilities, parks, projects, commercial revitalization, and community programming provides an exceptional quality of life for our residents, visitors, and staff. We’re a close-knit community just outside of Calgary, where you can enjoy the best of both small-town living and big-city amenities.
The Town intends to issue a request for proposal (RFP) to an independent consulting service (Consultant) that is not affiliated with any specific software provider (vendor-neutral or vendor-agnostic). The consultant will collaborate with our Senior Leadership Team (SLT), staff, and stakeholders represented by the Town’s staff-led Transformation Committee (TC) to analyze existing municipal business processes, identify opportunities for improvement, and recommend changes that strengthen efficiency and effectiveness. The consultant will also formalize and document the Town’s business requirements, including functional, non-functional, and technical requirements for a new process and system, incorporating organizational change management (OCM) planning to ensure people-first processes and technology adoptions are aligned with our Town of Strathmore Council’s Strategic Plan:
• Affordable Living - Keep Strathmore affordable for residents and businesses by ensuring access to housing, services, and supports.
• Financial Sustainability - Maintain predictable taxes and fees while reducing debt, building reserves, and planning for long-term growth.
• Intentional Community Development - Work with neighbours and partners to create sustainable, family-friendly, and inclusive communities.
• Climate Resiliency and Environmental Stewardship - Protect and enhance the environment while preparing for climate change impacts.
• Economic Development - Support sustainable commercial and industrial growth that strengthens Strathmore’s position.
• Community Wellness - Maintain and improve services that support healthy, active, and resilient lifestyles.
In addition, the consultant will support the Town’s through a structured, multi-stage procurement process to guide the evaluation of options and the selection of solutions that best meet the Town’s needs. Appendix A: Submission Details
Cost Proposal
The following form must be filled out in its entirety and signed by a representative authorized by the company to do so. Scopes of work which are not being bid should be indicated so by writing “scope not included” within the price column of the bid form.
Values indicated below consist of all necessary labour, equipment, materials, and associated costs to complete the work in their entirety. Work includes, but is not limited to, any quality assurance, additional effort, traffic accommodations, and supervisions as required per the scope.
Company Name:
Addendums Received:
Professional Service Agreement Attached:
Scope Key Deliverable (not limited to) Hour Estimation Firm Fixed Price (FFP)
in CAD Other fee
in CAD
2.1.1 Cross-functional process improvement - business analysis of current state and future/desired state.
Workshops to define new, optimized, and integrated cross-functional business process with business stakeholders and project committees.
____hours
$
$
2.1.2 Define new process and system scope under business requirement documentation (BRD).
Define Organizational Change Management (OCM), Learning and Development (L&D), and communication strategy and plan. Business Requirement Document (BRD) including following requirements:
• Process Flowchart
• Stakeholders Requirements
o Persona, user story
• Solution Design Requirements
o System Architecture
o Functional
o Non-functional
o Data and Integration
o Technology infrastructure
o Information Security
• Transition to Operations Requirements
• Change management and communication strategy and plan.
• Learning and Development (L&D) strategy and plan.
____hours
$
$
2.1.3 Request for Proposal and system selection for new solutions Acting as the Town’s project lead on Request for Proposal and system selection.
____hours
$
$
2.1.4 Business case for proposing new system and process implementation.
Develop Business case document to propose and secure next phase funding.
____hours
$
$
2.1.5 Transition Project from the Scope Development and Process Optimization to the System Implementation phase.
Transition project to next phase based on project decision from project sponsors. ____hours $ $
2.1.6 Additional services through project change order (C/O)
Hourly rate
____hour
$
$
Total Price: _$________________________
The above prices are excluding GST. Each scope of work is mutually exclusive of the other and the Town reserves the right to award some or all of the scopes of work.
Questions to Proponent
1) Why are you interested in participating in this project?
__________________________________________________________
__________________________________________________________
__________________________________________________________
2) Have you included the client-specific (Town of Strathmore-specific) project proposal as an attachment?
o Yes o No
3) Are you a vendor-neutral or vendor-agnostic service provider?
Consultants or solutions that do not promote a specific vendor’s product. This ensures recommendations are unbiased and focused on the Town’s business needs.
o Yes o No o Other: ____________________________________
4) Is your Project Delivery Team Resources able to arrange an onsite meeting with the Town of Strathmore’s Transformation Committee, as you have been shortlisted as a successful vendor?
o Yes o No o Other: ____________________________________
5) Client-Specific Project Delivery Team Resources profiles and qualifications attached (consultant’s name to be assigned after contract execution)
o Yes o No
6) Have you included 3–4 municipal or public sector case studies with measurable outcomes (for example, cost savings, reduced service turnaround, improved resident satisfaction)?
o Yes o No
Particularly in municipality process and system modernization, and the measurable outcomes achieved?
o Yes o No
Does your case studies clearly highlight our role in change management, BRD development, or system selection?
o Yes o No
7) How do you define and measure value in Process and System Modernization projects, and what steps do you take to ensure the client sees a clear return on investment (ROI)?
__________________________________________________________
__________________________________________________________
__________________________________________________________
8) How do you tailor your Process and System Modernization project approach to deliver meaningful outcomes while aligning with a client’s limited budget and resource constraints?
__________________________________________________________
__________________________________________________________
__________________________________________________________ 9) When considering People, Process, and Technology domains in the Process and System Modernization project, which domain do you consider LESS important and why?
__________________________________________________________
__________________________________________________________
__________________________________________________________
Company Certification:
The following verifies that the information provided with this submission is accurate and inclusive of all requirements of the Request for Tender. The document must be signed by an authorizes representative of the company in order to be accepted for consideration.
Company Name:
Address: Signature:
Printed Name:
Title:
Date:
APC Reference #
AB-2025-06067
Category
Services
Posting Date • Time
Sep 18, 2025 • 2:00 pm (MT)
Closing Date • Time
Oct 23, 2025 • 2:00:00 pm (MT)
Region(s) of Delivery
Alberta, Calgary, Strathmore, Red Deer, Edmonton
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