Toronto Transit Commission Instructions to Proponents Request for Proposal - Service (May 2012)
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TITLE: PROVISION FOR A COTS LIBRARY OF E-LEARNING COURSES FOR A 2 YEAR TERM PROPOSAL NO:
P25CE12075
ISSUE DATE: AUGUST 2, 2012
Your firm is hereby invited to submit a Proposal to the Toronto Transit Commission for the above stated referenced requirement as specified in this Request for Proposal (RFP). INDEX: NO. 1 2 3 4 5 6 7 8
TITLE
PAGE NO.
PURPOSE...............................................................................1 PROPOSAL SUBMISSION ........................................................1 PROPOSAL INQUIRIES ............................................................1 LOBBYING .............................................................................1 ADDENDA .............................................................................2 PROPOSAL EVALUATION AND ACCEPTANCE ..........................2 WORK PERFORMANCE ...........................................................3 MUNICIPAL FREEDOM OF INFORMATION AND PROTECTION OF PRIVACY ACT ........................................................................3
INSTRUCTIONS TO PROPONENTS 1
Purpose - The Toronto Transit Commission (TTC) has a requirement for the services as outlined in the Terms of Reference herein.
2
Proposal Submission - The Proponent shall complete the Proposal Form including the Proposal Form Price Schedule(s) and submit it in a sealed envelope with the label included as ‘Appendix A’ affixed to the front of the envelope. The Proponent shall not show its name on this envelope. The Proponent shall be responsible for ensuring it reviews and understands the Instructions to Proponents, Supplementary Instructions to Proponents, General Conditions, applicable Supplementary Conditions and Terms of Reference, which form this Request for Proposal (RFP). Sealed Proposals addressed as follows, will be received by the TTC at the 1st Floor Reception Desk until 2:00 p.m. Toronto time on WEDNESDAY, AUGUST 22, 2012: ATTENTION:
GENERAL SECRETARY 1900 YONGE STREET TORONTO, ONTARIO M4S 1Z2
Any Proposal received late according to the Commission’s clock will not be considered and will be returned to the respective Proponent. Faxed Proposals will not be considered. The Proponent is solely responsible to ensure that the Proposal submission is delivered to the address indicated above. The TTC will not be responsible to redirect any submissions delivered in error to any other of the Commission's properties. 2.1.
Proposal Results - Proposals are not publicly opened and until the Contract award, only the names of the Proponents will be available on the Materials & Procurement website at www.ttc.ca under 'Business with the TTC'. Following the Contract award, the name(s) of the successful Proponent(s) along with award value(s) will be available at www.ttc.ca.
3
Proposal Inquiries - All inquiries or requests for information during the Proposal period shall without exceptions, be directed to the Buyer by e-mail at
[email protected] or Fax No. (416) 537-0385 or Phone No. (416) 393-4723. The Commission will only ensure responses to inquiries received at least one week prior to the Proposal closing. No assurances are given by the Commission that responses will be made to inquiries received after that date.
4
Lobbying -
.1
Anyone who “Lobby’s” (as defined in the City of Toronto Municipal Code, Chapter 140) or is expected to Lobby a Member of the Commission (i.e. Commissioner), their staff, or any Commission officer or employee must comply with the requirements as set out in the City of Toronto Municipal Code, Chapter 140 – Lobbying). For the purposes of Chapter 140 of the City of
Toronto Transit Commission Instructions to Proponents Request for Proposal - Service (May 2012)
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Toronto Municipal Code, the Commission is a “local board (restricted definition)”. For further information please see City of Toronto Web site at www.toronto.ca/lobbying. .2
Failure to comply with the requirements of Chapter 140 of the City of Toronto Municipal Code, may, in the Commission’s sole discretion, be considered in the evaluation of the Tenderer’s current or future tender/proposal submissions and award of the current or future contracts. The Commission reserves the right, at it sole discretion, to not award a contract to a Proponent who has failed to comply with the requirements of Chapter 140 of the City of Toronto Municipal Code.
5
Addenda - During the Proposal period, any change to the Request for Proposal will be made by the issuance of an addendum. For a Proposal that is posted on our website, addenda will be posted electronically on the website. It is the Proponent’s responsibility to monitor the website to ensure they have received all the addenda issued up until the Proposal closing. For a Proposal that is issued via e-mail, courier or fax, addenda will also be emailed, couriered or faxed to the Proponent. Addenda will be issued in the form of complete replacement pages and will refer to the addendum number at the bottom of the page. The Proponent shall note in the Proposal Form the number of addenda received during the Proposal period, to acknowledge that the contents form part of its Proposal. No oral interpretations, clarification or change shall modify any of the conditions to this Request for Proposal.
6
Proposal Evaluation and Acceptance: .1 No Proposal may be withdrawn after the RFP closing date and time, until expiration of the RFP validity specified in the Proposal Form. .2 The Proponent shall accept all terms and conditions of the RFP unless explicitly excepted or qualified in its Proposal. .3 Taking any exception to the RFP may render the Proposal unacceptable. Any errors or inconsistencies in the Proposal shall be subject to the interpretation of the Commission. A list of common “Bid Irregularities” and the action that will be taken by the Commission is available on the Materials and Procurement website at www.ttc.ca under ‘Business with the TTC’. .4 The Commission's right to accept or reject any Proposal, whether or not it conforms with the RFP or to cancel the RFP at any time prior to the award of contract is expressly reserved without liability to the Commission. .5 At its discretion and following the RFP closing the Commission reserves the sole right to discuss or clarify any other matter in the Proposal of a Proponent in order to satisfy itself as to the intent of a Proposal. .6 The Commission during its evaluation of the Proposals may require a tour of the Proponent’s facilities or proposed subcontractor’s facilities in order for the Proponent to demonstrate its capabilities to perform the work as outlined within this RFP. .7 The Commission is under no obligation to accept the lowest or any Proposal. .8 Proposals will be evaluated on the basis of all information provided by the Proponent. Each Proposal will be reviewed to determine if the proposal is responsive to the submission requirements outlined in the RFP. Failure to comply with these requirements may deem the Proposal non-responsive. .9 Following the Proposal closing, the Commission reserves the sole right to negotiate acceptable terms and conditions and to clarify any other matter in the Proposal from a Proponent(s) the Commission has determined to have offered the best overall proposals. .10 The evaluation of Proposal submissions may be based on the following: .1 .2 .3
The Proposal must be commercially acceptable. The information submitted by the Proponents as requested in Section 1 - SUBMISSION REQUIREMENTS of Supplementary Instructions to Proponents and completeness thereof. The information submitted by the Proponents as requested in Section 1 - SUBMISSION REQUIREMENTS of Supplementary Instructions to Proponents will be rated out of a score of 100% based on evaluation criteria indicated below. EVALUATION CRITERIA: -
.4
.5
Corporate Qualifications and References Functional and Non-Functional Requirements – refer to Appendices ‘2A’ & ‘2B’ refer to Functional and NonFunctional Requirements Response Tables Project Management, Quality Assurance, and Documentation
The Commission will review the qualitative portions of all Proposals received and subsequently shortlist Proponents for further evaluation. A minimum evaluated score of 75% must be obtained by the Proponent in order to be considered qualified and only qualified firms are short listed for consideration for award. The short listed Proponents may be required to conduct a presentation/interview, to clarify qualitative aspects of their Proposal (e.g. qualifications, experience, etc.). If a presentation/interview is required, a Proponent will be given a minimum of 3 working days advance notice of same. Upon completion of the evaluation of the qualitative aspects of the Proposals, only then will the "Pricing Information" of the short listed Proponents considered best qualified to complete the Work be considered as a factor in the evaluation and selection process. The recommendation for award will be based on the lowest priced qualified Proponent, as determined at the sole discretion of the Commission.
Toronto Transit Commission Instructions to Proponents Request for Proposal - Service (May 2012) .6 .7
.11 .12 .13
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The pricing as set out in the Price Schedule. The Proponent’s previous work experience with the Commission, if applicable, as set out in Section 7 – Work Performance. The Contract will be awarded for the Work as outlined in the Terms of Reference. The Contract will commence, approximately, in October, 2012. The TTC intends to award a single Contract to one Company.
7
Work Performance: The Commission during the term of a contract maintains a record of the performance of the Company completing work for the Commission and this information may be shared with the City of Toronto. The past performance of Proponents in completing contracts for the Commission will be considered and the Commission reserves the right to reject any Proposal submitted by a Proponent with an unsatisfactory performance rating.
8
Municipal Freedom of Information and Protection of Privacy Act: A Proposal submitted to the Commission shall become the property of the Commission and is therefore subject to the provisions of the Ontario Municipal Freedom of Information and Protection of Privacy Act. Proponents are responsible for familiarizing themselves with the provisions of this Act.
END OF SECTION
Toronto Transit Commission Supplementary Instructions to Proponents Request for Proposal - Service (May 2012)
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INDEX: TITLE
NO. 1 2
PAGE NO.
SUBMISSION REQUIREMENTS .................................................1 PROPOSAL PRICING ...............................................................3
ATTACHMENTS APPENDIX 1A – FUNCTIONAL REQUIREMENTS DOCUMENT APPENDIX 1B – NON-FUNCTIONAL REQUIREMENTS DOCUMENT APPENDIX 2A – FUNCTIONAL REQUIREMENTS RESPONSE TABLE APPENDIX 2B – NON-FUNCTIONAL REQUIREMENTS RESPONSE TABLE TERMS OF REFERENCE These Supplementary Instructions complement the Instructions to Proponents, which shall apply to the RFP except as amended below:
1
Submission Requirements - In order to aid the Commission in determining the capability of Proponents, each Proponent shall submit the following:
.1
Mandatory Requirements - The following information must be submitted with the Proponent’s Proposal: A signed copy of the Proposal Form including: .1 .2 .3 .4 .5 .6 .7 .8
Proponent’s name and address. The Price Schedule including the proposed fixed fee Proposed schedule for completion. Acknowledge that any Addenda issued by the Commission form part of the Proponent’s Proposal. Signature of the Proponent. Ensure all pages of the Proposal Form are submitted. Appendix ‘2A’ – Functional Requirements Response Table (on TTC form or Proponent’s form) Appendix ‘2B’ – Non-Functional Requirements Response Table (on TTC form or Proponent’s form)
.2
In addition to the Proposal Form, Price Schedule, Appendices ‘2A’ and ‘2B’ – Functional Requirements Document Table and Non-Functional Requirements Document Table, the Proponent shall submit the following information with their Proposal which shall be structured and organized in accordance with the major categories as indicated below for ease of reference by the Commission.
.1
Corporate Qualifications 1.
A summary of the Proponent’s relevant corporate technical qualifications and relevant recent history (within the last 5 years) in performing work similar in scope and magnitude as the Work described in the Terms of Reference of this RFP. This shall include but not be limited to: -
2.
Years in business (minimum of 5 years of experience in services of similar size and scope are required) Details of the Proponent’s location, number of employees, ownership etc. Relevant corporate experience. The Proponent shall provide real examples of work it has provided to its customers similar to the Work items identified in this RFP.
The Proponent shall include an organization chart diagram of its owners, principal officers, and directors, as well as the key staff members that the Proponent is proposing be assigned to carry out the Work listed in this RFP.
.2 Project Team Qualifications The Proponent must provide a summary of the relevant experience and qualifications of the following and required resources that will be assigned to the Work described in this RFP (with a minimum of 3 similar implementations each): • • •
Project Manager (mandatory) Account Manager (if applicable) Technical Lead (mandatory)
Toronto Transit Commission Supplementary Instructions to Proponents Request for Proposal - Service (May 2012) •
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Other primary team members (if applicable)
The Proponent shall also include the following for each individual: • • •
Description, value and duration of each project; Individual's role and duration on each project. Resumes of individuals to be assigned to the project (Project Manager and Technical Lead must each have at least 3 COTS E-Learning implementations experience).
.3 References: The Proponent shall provide examples of recent contracts of a similar size and nature (minimum 3 within the last 5 years). Such list shall also include a reference for each of the contracts, including the following information: -
Contract title and project description Final project duration Project value Client’s name Contact name of an individual who was directly involved with a referenced contract and telephone number and/or e-mail address.
The TTC may, at its sole discretion, contact the references. .4 Business Requirements and Technical Features and Functionality The Proponent must complete the Proponent Response Table(s) in Appendices ‘2A’ and ‘2B’. When completing the Appendices please use the Terms of Reference and Appendices ‘1A’ Functional Requirements Document and ‘1B’ Non-Functional Requirements Document as both guidelines and references. Ideally the Proponent will also provide any manuals, diagrams to support that your tool meets our requirements. Please also provide any additional documentation to support corresponding reference requirements. In completing Appendices ‘2A’, ‘2B’, the Proponent shall provide a written response under the Response column that elaborates on their Qualifier number by explaining how the Proponent intends to meet each requirement or why they cannot etc. The Proponent shall also include additional information and documentation wherever possible, appended to Appendices ‘2A’ and ‘2B’, in the form of manuals, diagrams, and documents in support of the services and/or products they propose to provide to meet the TTC requirements. All Requirement #’s listed in Appendices ‘2A’ and ‘2B’ are identified under the column entitled TTC Importance as being 1- Mandatory or 2 – Optional or 3 – Preferred but Not Essential. In order for the Proponent to be considered for Contract award, they must respond to each Requirement # in Appendices ‘2A’ and ‘2B’ and they must meet the requirement (i.e. Qualifier # 1, or 2) for those items TTC lists as having an Importance rating of 1. The Proponent must demonstrate in its response, a clear and concise understanding of the TTC's requirements backed up with content and quality technical description that reflects this understanding for all the TTC requirements included in Appendices ‘2A’ and ‘1B’. .5 Methodology and Approach (Project Management) .1
The Proponent must submit an overview of how they intend to perform the Work to meet each of the requirements stated in the Terms of Reference. This shall include but not be limited to: -
Proposed Implementation Plan/Strategy (narrative) (including any customization, testing, infrastructure and deployment) of similar project scope Detailed Responsibility/ functions of the Proponent for the project Proposed Schedule Timeline of similar project scope
Toronto Transit Commission Supplementary Instructions to Proponents Request for Proposal - Service (May 2012) -
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Copy of user Manuals, Product user guide, Course Library catalogue, promotional material for the proposed solutions, to be submitted on disk or USB key. Proposed solution architecture for the solution(s) proposed (in the form of narrative and diagrams)
.6 Quality Assurance The Proponent shall provide documentation of its Quality Management System including the testing methods and processes utilized prior to delivery of the products. The Proponent must describe the internal processes they follow for Quality Assurance (QA), including, but not limited to: • • • • •
.2
Optional Requirements .1
.3
Any Quality Certifications, such as ISO 9001,ISO 9000-3, CMM. The Proponent must include the level of certification and the certification date (if available) Quality Management System A description of your QA organization The mandate of the QA group Release Management Process
Any standard agreement(s), which the Proponent proposes to be executed as part of the award of the Contract. Failure by the Proponent to supply this documentation for the Commission’s review with their Proposal will constitute that the Proponent agrees to perform the Work in accordance with the RFP Documents.
Information to be Submitted after Proposal Closing – Submit the following within two (2) working days, if requested by the Commission, after closing of the Proposal:
2
.1
A certificate of incorporation as evidence that the Proponent is registered to transact business in the Province of Ontario.
.2
Latest audited, financial statements.
.3
Bank and credit information, including the name and telephone number of the branch manager to whom inquiries may be directed.
.4
Insurance Requirements: The successful Proponent shall be required to comply with the requirements as specified in SC2 – INSURANCE REQUIREMENTS of the Supplementary Conditions and provide the evidence of insurance as specified.
Proposal Pricing .1
Unless specifically shown to the contrary, Proposal prices shall be considered firm, in Canadian funds, and inclusive of all applicable costs, all applicable federal taxes (including but not limited to GST and HST which has been passed into legislation and is effective July 1, 2010) and duties and all applicable Ontario provincial taxes, either in force or announced prior to the Proposal closing, even if the effective date is subsequent to the Proposal closing, allowances, freight, and including fees for applicable permits, approvals and notices, with the exception of permits identified in the Specifications as being supplied by the Commission.
.2
Proposal pricing shall also include all applicable federal taxes (including but not limited to GST) and duties and all applicable Ontario provincial taxes either in force or announced prior to the Proposal closing, even if the effective date is subsequent to the Proposal closing, in accordance with GC4 - TAXES AND DUTIES. The Commission, at its sole discretion, reserves the right to award a Contract for up to 2 year period or a partial period, with the option to extend for an additional period at any time prior to the expiration of the Contract, at the Proposal pricing.
.3
The Proponent is required to submit pricing on Price Schedule ‘A’ based on the Work described in the Terms of Reference. In order to be considered for the award of the Contract, the Proponent is required to submit pricing for each of the 2 years (where applicable) and for all the items included in Price Schedule ‘A’. END OF SECTION
Proposal No: P25CE12075 Provision for a COTS Library E-Learning Courses for up to a 3 Year Term Appendix 1A: Functional Requirements Document Date: 2012-07-04
Proposal No: P25CE12075 COTS eLearning Library Pilot Appendix 1A: Functional Requirements Document
Table of Contents 1.0
FUNCTIONAL CONTEXT................................................................................................................. 3
2.0
FUNCTIONAL REQUIREMENTS ..................................................................................................... 4
2.1 CONTENT MANAGEMENT PROCESSES .............................................................................................. 4 2.1.1 Upload Content ..................................................................................................................... 4 2.1.2 Request Registration ............................................................................................................. 5 2.1.3 Launch E-Learning Course ................................................................................................... 6 2.1.4 Update Pathlore LMS ............................................................................................................ 6 2.2 BUSINESS RULES ............................................................................................................................ 7 2.3 REPORTING REQUIREMENTS ............................................................................................................ 7 2.4 ROLES ............................................................................................................................................ 7 2.5 ACCESSIBILITY REQUIREMENTS ........................................................................................................ 7 2.6 INTERFACE REQUIREMENTS ............................................................................................................. 7 2.7 ARCHIVING AND DATA RETENTION REQUIREMENTS ........................................................................... 7 2.8 MIGRATING DATA ............................................................................................................................ 7 2.9 DOCUMENTATION REQUIREMENTS .................................................................................................... 7 2.10 TRAINING REQUIREMENTS................................................................................................................ 7 2.11 SUPPORT REQUIREMENTS ............................................................................................................... 7 3.0
FUNCTIONAL REQUIREMENTS TABLE ........................................................................................ 8
2012-08-02
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Proposal No: P25CE12075 COTS eLearning Library Pilot Appendix 1A: Functional Requirements Document
1.0
FUNCTIONAL CONTEXT
Pathlore has both web-based and client application. All users will be able to access Pathlore through a browser (Microsoft Internet Explorer 8 or higher). Training Administrators, Curriculum Specialists and Instructors will have access to the Administration Centre, while the Managers, Delegates, Employees and Contractors will have access to the Learning Centre via a browser The COTS e-learning generic library modules will reside on an externally hosted content server. Users will be able to launch the e-learning modules from the Pathlore LMS and the system will track and record the employees’ training progress.
INTRANET
INTERNET
Design & Develop E‐Learning modules
COTS E‐Learning Modules Library
E‐Learning Modules
Curriculum Development Specialist
SCORM/AICC
Import E‐Learning modules
External Content Server Web & App Server
Firewall/Router
Update Training information i.e. Registrations, Course, Classes
Training Administrator Email Server View/Print Class Rosters
Instructor
Approve/Reject Training Requests Register Employee for training View/Print Reports
Database Server
Register for Training Takes E‐Learning Courses
Manager
Delegate
Employees
Contractors
Externally hosted COTS E‐Learning Content Server
Note: Please refer to Section 2.4 for Roles Definitions
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Proposal No: P25CE12075 COTS eLearning Library Pilot Appendix 1A: Functional Requirements Document
2.0
FUNCTIONAL REQUIREMENTS
For specific requirements, please refer to the Section 3.0 - Functional Requirements Table. 2.1
Content Management Processes 2.1.1
Upload Content
Pathlore LMS > Content Management
SCORM/ AICC content metadata
Systems
Training & Development Department (Training Administrator)
External Vendor
2.1.1 Upload Content
4 Create Course
Yes 1 Receives elearning library modules
2 Access Pathlore Content Centre
3 New course?
5 Use existing course
No
New Course code 6 Import CBT modules
7 Link content to course
8 launch CBT modules
CBT modules CBT modules
User logins
Pathlore database
To Request Registrations
2.1.1.1 Training Administrator receives the e-learning library modules in AICC metadata format 2.1.1.2 Training Administrator accesses the Pathlore LMS Content Centre 2.1.1.3 Training Administrator determines whether a new course is 2.1.1.4 If it is a new course, then a new course code is created in the Pathlore LMS by Training Administrator of the Training & Development Department 2.1.1.5 If not a new course, then use an existing course code in the Pathlore LMS 2.1.1.6 Imports the e-learning library module into Pathlore LMS Content Centre 2.1.1.7 Links the e-learning module to the course code 2.1.1.8 Tests launching the e-learning module
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Proposal No: P25CE12075 COTS eLearning Library Pilot Appendix 1A: Functional Requirements Document
Request Registration
Systems
Training & Dev Dept (Training Administrator)
Manager
Employee
2.1.2
2.1.2.1 An employee launches a web browser 2.1.2.2 The employee accesses the Learning Centre and searches for a course 2.1.2.3 The COTS or TTC e-learning course is selected 2.1.2.4 Determines if the employee is eligible? 2.1.2.5 If the employee is not eligible to take the course, then the employee chooses another course 2.1.2.6 If the employee is eligible to take the course, then request is sent to Manager for approval 2.1.2.7 The Manager receives the request 2.1.2.8 The Manager approves the request 2.1.2.9 Approved or reject request? If request is rejected, then the employee chooses another course. 2.1.2.10 If the request is approved, then the Training Administrator receives the request. 2.1.2.11 The Training Administrator approves the request 2.1.2.12 Approved or reject request? If request is approved, employee launches the e-learning module. If the request is rejected, then the employee chooses another course.
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Proposal No: P25CE12075 COTS eLearning Library Pilot Appendix 1A: Functional Requirements Document
Launch E-Learning Course
Systems
TTC Department
2.1.3
2.1.3.1 An employee starts e-learning modules 2.1.3.2 Once the employee completes the e-learning module, then the employee can choose to exit 2.1.3.3 If the e-learning is not completed, then the system places a bookmark on the last screen 2.1.3.4 The employee can choose to continue the e-learning module where the previous bookmark Update Pathlore LMS
Systems
Employee
2.1.4
2.1.4.1a In-progress status is updated in the Pathlore LMS when user continue the e-learning module from where the had left 2.1.4.1b Completed status is updated in the Pathlore LMS when user completed the e-learning module
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Proposal No: P25CE12075 COTS eLearning Library Pilot Appendix 1A: Functional Requirements Document
2.2
Business Rules •
2.3
Business Rules for accessing courses have been setup within the Pathlore LMS Reporting Requirements
Please refer to Section 3.0 – Functional Requirements Table 2.4
Roles Roles External Content Provider Curriculum Development Specialist Pathlore LMS Administrator
Business Processes • Create new/update e-learning modules • Upload Content into the Company hosted content server • Design course content • Create new/update in-house developed e-learning modules • • •
2.5
Upload content Create new/update training registrations Run reports
Reports
• Company course list • Company course usage • All Company reports
Accessibility Requirements
Please refer to Section 3.0 – Functional Requirements Table 2.6
Interface Requirements
Please refer to Section 3.0 – Functional Requirements Table 2.7
Archiving and Data Retention Requirements
The system must be able to archive the e-learning content up to 7 years. 2.8
Migrating Data •
2.9
Not-Applicable Documentation Requirements
Please refer to Section 3.0 – Functional Requirements Table 2.10
Training Requirements
Please refer to Section 3.0 – Functional Requirements Table 2.11
Support Requirements
Please refer to Section 3.0 – Functional Requirements Table.
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3.0
FUNCTIONAL REQUIREMENTS TABLE 1 = Mandatory/Essential to meet corporate requirements 2 = Strongly Recommended/Business Critical to complete the business functions 3 = Preferred, not essential but will make certain business processes more efficient if available
Item #
FR1.
FR2.
FR3. FR4. FR5.
FR6. FR7.
FR8. FR9. FR10. FR11. FR12.
FR13. FR14. FR15. FR16. FR17. FR18. FR19. FR20. FR21. FR22. FR23. FR24. FR25.
Priority (Refer to Legend)
Requirement FUNCTIONAL REQUIREMENTS COTS Administration & Configuration Administrator must have the ability to add or remove courses from the course library or request these changes be made within a quick turnaround (2 weeks) The Commission must have the option to swap courses (ideally, 25% of the courses within 3 months, and 100% of the courses on the anniversary date. Ability to view course list via Pathlore LMS 6.7 or higher Ability to search for courses by name, category, key words and course codes via Pathlore LMS 6.7 or higher Ability to access the latest version of the e-learning content. The updated versions of courses to be automatically uploaded by the Company Ability to access archived versions of e-learning modules Ability to view release notes to the changes of the content from one version to the next COTS Interface The system must support integration with Learning Management System (LMS) 6.7 or higher Ability to send information such as registration status, completions, actual attempts, actual time, date started, date ended, scores The system must display appropriate error messages or warnings to the user The system must be AICC and SCORM compliant Administrator has the ability to categorized the content within Pathlore LMS 6.7 or higher Usability Navigational buttons should always be in the same place Links or buttons should be present that allow learners to go forward or back pages Instructions on how to navigate the course is clearly explained Instructions on how to use navigation controls and configuration features such as sound volume, glossary, and help is provided Instructions on how to answer questions and exercises in the course Learners should be able to quickly and freely get to anywhere within the course Ability to lock the navigation so that learners must view each screen the first time through. Course progress must be displayed on every page to give learners a constant cue as to their progress A consistent font type and size should be used throughout the course The font size/type should be able to be modified for accessibility reasons A clear and accessible Help button must be presented on every page Provide Help function that learners can access to get clarification Must include a glossary that defines terms and explanation
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TTC Reference Section
1
1
1 1
2.1.2
2
2.1.2
2 2
1
2.1.1
1 2 1 2
2.1.1
2 1 2 2 2 2 2 2 2 2 2 2 2
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Item #
Requirement
FR26.
Graphic or multimedia used to illustrate a point should clearly support, enhance and clarify the course Acronyms and abbreviations are consistently represented and explained in full where first used Use links where applicable for references Ability to disable links depending on access permissions. Content and Instructional Design Course content adheres to the principles of Adult Learning Theory The overall goal and purpose of the course is stated Course description must have clear goals and objectives The intended target audience for the course is stated The performance outcome for a successful completion of the course is stated Any important or safety critical information must be provided in multiple formats such as a combination of narration, written text, illustrations or animation Provide exercises to support the learning objectives and provide feedback to the user Provide learner feedback regarding their performance during the exercises Exercises should be properly introduced so that the user knows what is expected of them Course Content Categories Time Management • Introduction to Time Management • Analyzing Your Time Usage • Planning Your Time • Time Management Techniques • Identify & Control Distractions and other Time Wasters Technical related courses • Introduction to Excel 2007 • Formatting Data • Tables, Charts and Reports • Using Themes and Styles • Importing/Exporting Data • Using Formulas
FR27. FR28. FR29. FR30. FR31. FR32. FR33. FR34. FR35.
FR36. FR37. FR38.
FR39.
FR40.
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Priority (Refer to Legend)
TTC Reference Section
2 2 2 2 2 2 2 2 2 2
2 2 2
1
1
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Item # FR41.
FR42.
FR43.
FR44.
FR45. FR46. FR47. FR48. FR49. FR50. FR51. FR52. FR53. FR54. FR55.
Priority (Refer to Legend)
Requirement Project Management related courses: All PM courses must be aligned with the PMBOK® Guide Fifth Edition, publish by PMI ®, Inc. 2011 • Introduction to Project Management • Project Initiation • Managing Change in Projects • Requirements and Scope • Work Breakdown Structure • Planning/Managing Project Activities • Estimating Resources and Timelines • Creating and Controlling Project Schedules • Estimating and Controlling Project Costs • Managing Project Budget • Project Quality Control • Project Resource Planning • Project Communication • Risk Management • Project Procurement • Project Closeout • Values and Ethics for Project Managers • Project Management Issues on Construction Projects • PMP Exam Preparation Workplace Conflict • Understanding Workplace Conflict • Responding to Conflict Effectively • Conflict “Styles” and Situations • Communication Strategies/Tools to Resolve Conflict Industry-specific safety, transportation/transit, trades modules that could include the following: • Ladder Safety • WHMIS • Confined Space • Defence Driving • Working in Hot and Cold Weather • Slips, Trips and Falls • Basic Electrical and Mechanical theory • Basic Hydraulics Knowledge • Basic Pneumatics Knowledge Reporting Requirements Pre-defined system reports for commonly requested information such as number of registered courses, course usage, number of licenses used, list of courses from the Company hosted site Configurable reporting specified by user and viewable only to user Ability to customize report templates and generate reports Reports viewable / exportable to MS Excel format Reports viewable / exportable to PDF format Reports viewable / exportable to MS Word format Accessibility Requirements E-learning content must adhere to Web Content Accessibility Guidelines WCAG 1.0 or 2.0 or similar E-learning content must adhere to the AODA guidelines by year 2014 Content should have verbatim script in closed captioning Closed captioning option for video clips in modules The captions should be synchronized such that the text content should appear at approximately the same time that audio would be available The captions should be equivalent to that of the spoken word
2012-08-02
TTC Reference Section
1
1
1
2
2 2 2 2 2 1 1 2 1 2 2
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Proposal No: P25CE12075 COTS eLearning Library Pilot Appendix 1A: Functional Requirements Document
Item # FR56.
FR57. FR58.
FR59. FR60. FR61. FR62. FR63. FR64. FR65.
FR66. FR67. FR68.
Priority (Refer to Legend)
Requirement The caption should be readily accessible and available to those who need it Interface Requirements The system must support integration with Learning Management System. Ability to send information such as registration status, completions, actual attempts, actual time, date started, date ended, and scores to Pathlore LMS 6.7 or higher. Documentation Requirements User Manual – printed or online Operation Manual Maintenance Manual For any customization not described in standard documentation, separate supporting documents must be provided Marketing services to promote the e-learning Marketing materials for the e-learning and ongoing program support Standard system operation training should be provided to all system users in the form of job aids Training Requirements Application administration users (Power Users) for in depth training on system administration (up to 6 ppl) Support and maintenance training for IT Services personnel (up to 3 ppl) Strategic planning support for launching e-learning
2012-08-02
TTC Reference Section
2
1 1
1 1 1 2 2 2
2 2 2
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Proposal No: P25CE12075 Provision for a COTS Library E-Learning Courses for up to a 3 Year Term Appendix 1B Non-Functional Requirements Document Date: 2012-07-31
Proposal No: P25CE12075 COTS eLearning Library Pilot Appendix 1B: Non-Functional Requirements Document
Table of Contents 1.0
CURRENT TECHNICAL ARCHITECTURE ..................................................................................... 3
2.0
FUTURE TECHNICAL ARCHITECTURE ........................................................................................ 3
3.0
NON-FUNCTIONAL REQUIREMENTS ........................................................................................... 3
3.1 TECHNICAL REQUIREMENTS ............................................................................................................. 3 3.1.1 Technical and Operating Environment .................................................................................. 3 3.1.2 Performance .......................................................................................................................... 6 3.1.3 Response Time ..................................................................................................................... 6 3.1.4 Availability ............................................................................................................................. 7 3.1.5 Reliability ............................................................................................................................... 7 3.1.6 Technical Support Requirements .......................................................................................... 7 3.1.7 Scalability .............................................................................................................................. 8 3.2 INFORMATION SECURITY REQUIREMENTS ......................................................................................... 8 3.3 QUALITY ASSURANCE REQUIREMENTS.............................................................................................. 8 4.0
NON-FUNCTIONAL REQUIREMENTS TABLE .............................................................................. 9
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1.0
CURRENT TECHNICAL ARCHITECTURE Refer to Section 8.0 Technical Environment of Terms of Reference for information on the current computing environment.
2.0
FUTURE TECHNICAL ARCHITECTURE COTS E-Learning modules will reside outside the TTC network on an externally hosted content server. Pathlore LMS will be able to track and record the training progress. Users will be able to launch the content through Pathlore LMS.
Externally hosted COTS E-Learning Content Server 3.0
NON-FUNCTIONAL REQUIREMENTS
3.1
Technical Requirements The TTC’s Information Technology Services (ITS) Department supports several technology platforms, distributed across numerous sites. The technology infrastructure is mostly web enabled virtual environment 3.1.1
Technical and Operating Environment
ITS – Desktop Services provides a standard set of software on all workstations (desktop and laptop). The Company must meet the TTC’s following minimum software and hardware requirements
2012-07-31
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Proposal No: P25CE12075 COTS eLearning Library Pilot Appendix 1B: Non-Functional Requirements Document
3.1.1.1
Software Standards
All modules must be compatible with the following standard TTC desktop software Windows XP Desktop Software Image: • Windows XP – SP2 (all hotfixes presently marked for installation in WSUS) • Office XP – SP3 (all hotfixes presently marked for installation in WSUS, Outlook Holiday file) • Acrobat Reader – v 8.1.3 • Diskeeper – v10.0.608.0 • Media Player – v10.0 • Flash Player – 10.0.32 • Internet Explorer 8 • IntelliPoint – v6.3 • IntelliType – v6.3 • .Net Framework – v1.1 SP1 (with update) • .Net Framework – v2.0 • Windows Installer – v3.1 • TNG – Software Delivery (SDO) Client – v4.0 Windows 7 Desktop Software Image: (both 32-bit and 64-bit): • • • • • • • • • • • • • • • •
FoxIt Enterprise Reader v. 5.0.2.0609 7-Zip v. 9.20 Office 2010 (includes Visio Viewer) TTC Outlook Add-in for SharePoint (developed in-house) Lync 2010 Internet Explorer 9 Media Player 12 VLC Media Player 1.1.9 Roxio Creator Business v. 10 Flash v. 11.1.102.55 Java v. 6 Update 26 SilverLight v. 4 .NET Framework 4 McAfee VirusScan Enterprise 8.8 Enterprise Vault client v. 10 CA R12.5 clients.
Network Settings The following network services settings must be enabled: • SNMP • TCP/IP Protocol The TCP/IP-DHCP network protocol must be set.
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Proposal No: P25CE12075 COTS eLearning Library Pilot Appendix 1B: Non-Functional Requirements Document
3.1.1.2 Hardware Standards Desktops – Hardware must be compatible and able to run under this environment All workstations must use the Intel based chipset. All workstations must be Pentium level microprocessor. The standard must be from Pentium 3 and higher. The following is the current standard hardware configuration of most of the installed workstations. The current purchasing standard is the HP DC7900 model. Make: HEWLETT PACKARD – COMPAQ • Model: EX 8000 ELITE series • CPU: P3 / 800 MHz to P4/3.0 GHz with Hyper-Threading (HT) technology • RAM: 512 MB or higher • Hard Drive: 10 250GB • Video Card: 4 MB to 28 MB • CD-ROM: Toshiba 42x • DVD/CD – ROM Combo Drive 48x/32x • Network Card: Intel FAST Etherlink 10/100Base -TX XL PCI 3C905x • Keyboard: Standard • Mouse: PS/2 101- 2 button or USB wheel mouse • Desktop Case • Solenoid Security Lock (internal) Server – Hardware must be compatible and able to run under this environment WINTEL RACK MOUNTABLE SERVERS Model: HP Proliant DL360 G5 Class • Up to 2 (two) CPU o 2 GB of memory per CPU o 2 pluggable Hard Drives of 73GB each with 15K RPM o Embedded smart array controller o Hot-pluggable power supply o Dual port NIC for redundancy (see list below) NIC Embedded Dual NC373i Multifunction Gigabit NIC NC360T PCIe Dp Gigabit Server Adapter (>2 ports) NIC NC364T PCIe 4Pt Gigabit Server Adapter (> 4 ports) • Software o Microsoft Windows 2003 SP2 Model: HP Proliant DL 580 G5 Class • Up to 4 (four) CPU o 2 GB of memory per CPU o 2 hot-pluggable Hard Drives of 73GB each with 15K RPM o Embedded smart array controller o Hot-pluggable power supply o Dual port NIC for redundancy (see list below) NIC Embedded Dual NC373i Multifunction Gigabit
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Proposal No: P25CE12075 COTS eLearning Library Pilot Appendix 1B: Non-Functional Requirements Document
NIC NC360T PCIe Dp Gigabit Server Adapter (>2 ports) NIC NC364T PCIe 4Pt Gigabit Server Adapter (> 4 ports) •
3.1.1.3
Software o Microsoft Windows 2003 SP1 E-Learning Standards
Please refer to Section 4.0 - Non-Functional Requirements Table 3.1.1.4
Testing Environment
Testing must be conducted within the TTC’s own TTC testing environment and configured as close as possible to the existing production environment. Current test server for Pathlore: OS Version: Windows Server 2003 Service Pack: Service Pack 2 CPU: 2.9 GHz Intel Pentium III Memory: 2048 MB Network Card: VMWare Accelerated AMD PCNet Adapter Network Speed: 1Gb/s Current test database server for Pathlore: OS Version: UNIX 3.1.2
Performance
The content load time is based on the bandwidth availability, interactivity level of the elearning content and access. The minimum page load should be 2-3 seconds. 3.1.3
Response Time
Response time is based on the interactivity level of the e-learning content, bandwidth availability and access. Below are the Network speed – TTC network speed is 1Gb/s Concurrent users – Average concurrent users during normal work day is approximately 20 users. Content file size – courseware without video is normally around 5 megs for a 1 hour course and a 6 hour course would average 25-30 meg.
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Proposal No: P25CE12075 COTS eLearning Library Pilot Appendix 1B: Non-Functional Requirements Document
3.1.4
Availability
Req# 1
Category Operational Window
Requirement Business hours are from 7:00 a.m. to 5:00 p.m. Peak hours are from Monday to Friday 9:00 a.m. to 10:00 a.m. and 3:00 p.m. to 4:00 p.m.
2
Uptime
99.5% uptime.
3
User Location
various locations
4
Maintenance Window
The system is maintained off office hours from 2am – 5am Saturdays – Sunday
5
Course Availability
8:00am to 8:00pm (12 hours)
6
Course Administration
Monday to Friday 7am – 5pm
3.1.5 •
Reliability
Not Applicable
3.1.6
Technical Support Requirements
Please refer to Section 4.0 - Non-Functional Requirements Table Below is the measure of priority level based on the impact and urgency of the impediment to TTC. Priority Level High
Response Time A high priority fault is defined as one where large groups of users are impeded in the completion of the course. Standard resolution target for high priority should be resolved within 8 working hours
Medium A medium priority fault is defined as one where a small number of individuals are impeded in the completion of the course. Standard resolution for medium priority should be resolved within 2 working days Low
A low priority is defined as one where an individual is impeded in the completion of the course or where a temporary workaround exists for the end user. Standard resolution for low priority should be resolved within 5 working days
2012-07-31
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Proposal No: P25CE12075 COTS eLearning Library Pilot Appendix 1B: Non-Functional Requirements Document
3.1.7
Scalability
Please refer to Section 4.0 - Non-Functional Requirements Table 3.2
Information Security Requirements The Information Security Office (ISO) is required to perform any of the following assessments/audits or testing for projects, applications or infrastructure that process, store or transmit TTC information or data: • • • • • •
Threat Risk Assessment Privacy Impact Assessment General Security Review Vulnerability Assessment/Scanning Web Application Testing/Scanning Active/Passive PEN testing
Based on the information provided to the ISO the extent and type(s) of assessment/audit/scanning/test will be determined by the ISO. In order to facilitate security testing the Company or project (i.e. external vendor and/or TTC personnel) must make available full sets of network topology diagrams and information listing, but not limited to, hardware type, manufacturer, operating system, patch levels, protocols, encryption, application documentation, either in print or electronic form. For projects/applications, the pre production or development web sites/applications must be made available for security scanning. For production applications, a maintenance window or test environment that mirrors the exact production version must be used for security scanning. The extent of the testing will be predetermined before testing commences by the project or the Company and the ISO. Please refer to Section 4.0 - Non-Functional Requirements Table 3.3
Quality Assurance Requirements Company Applications The Quality Management System can be defined as the framework of policies, processes, procedures, guidelines and resources that help govern the Software Development Lifecycle (SDLC) and project lifecycle. Please refer to Section 4.0 - Non-Functional Requirements Table
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4.0
NON-FUNCTIONAL REQUIREMENTS TABLE 1 = Mandatory/Essential to meet corporate requirements 2 = Strongly Recommended/Business Critical to complete the business functions 3 = Preferred, not essential but will make certain business processes more efficient if available
Item #
NFR1.
NFR2. NFR3. NFR4.
NFR5. NFR6. NFR7.
NFR8.
NFR9.
TTC Reference Section
Requirement Technical Support Requirements Technical support response time • 0-8 (during business hours) for issues classified as High priority • Within 48 hours for issues classified as Medium priority • Within 5 working days for issues classified as Low priority • During initial integration testing have technical support response time must be made available within 4 hrs Telephone support: 9:00am to 5:00pm Monday - Friday Email Support: Monitored 9:00am to 5:00pm Monday – Friday Training Requirements Training requirements for TTC Training Administrators and IT support staff. Scalability System must be able to support 1000 users during the availability section. System should be able to support 5500 users as full implementation. Availability System must be 99.5% uptime and course availability should be from 8am to 8pm not including maintenance window. Information Security Appropriate controls should be implemented to secure transmission of user credentials when accessing the COTS e-Learning Library application(s) that reside within internal and external environments • User ID’s and password should not be sent between TTC and the Company site in clear text
Priority (Refer to Legend)
Section 3.1.6
1
-
1 1
-
1
-
1
-
1
-
1
Section 3.2
1
Section 3.2
1
-
1
SSL should be implemented where applicable when connections are required between systems internal to TTC and systems residing at external 3rd Party sites.
NFR10. Appropriate controls should be implemented to secure content within the COTS e-Learning Library from unauthorized changes NFR11. The TTC must always have ownership and control of its data. No confidential data (TTC network, financial, employee data etc.) will be hosted on any third-party or the Company system without expressed permission from TTC. NFR12. Personally identifiable information such as name, badge, email and driver’s license information should be restricted. NFR13. Data considered sensitive and confidential by the TTC, which is not encapsulated in a VPN, must be encrypted before sending it over any TTC or non-TTC network. E-Learning Standards
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Proposal No: P25CE12075 COTS eLearning Library Pilot Appendix 1B: Non-Functional Requirements Document TTC Reference Section Section 3.1.1.3
Priority (Refer to Legend) 1
-
1
-
1
-
1
Remote Access NFR19. Remote users must use strong credentials for authentication. Two factor authentication must be used wherever possible.
-
1
Network NFR20. Firewall rules must specify ports and services between hosts, wherever possible.
-
1
Monitoring NFR21. Alerts through email, SMS messages and other formats must be sent only to personnel authorized by the TTC.
-
1
NFR22. Alert messages must not be included in system logon credentials.
-
1
NFR23. Be able to perform monitoring functions related to Availability (see NFR7).
-
2
Item #
Requirement
NFR14.
System must meet one of the following E-Learning Standards SCORM version 1.2, 2004 or AICC ARG-010 (CMI001 Version 4.0) Data Handling NFR15. Confidential organization or employee data to be sent to or from the TTC must be encrypted using AES 256 or stronger i.e., via WinZip NFR16. Data to be sent from the TTC must be password protected using a complex password. Complex passwords must be used at all times. NFR17. Wherever possible to send data offline, data must be delivered on non-rewritable media by a trusted courier service to the external party. Web Applications NFR18. All web applications written by and for the TTC must adhere to the most current OWASP secure coding and design: OWASP: http://www.owasp.org/index.php/Main_Page
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Proposal No: P25CE12075 PROVISION FOR A COTS LIBRARY OF E-LEARNING COURSES FOR UP TO A 2 YEAR TERM
Terms of Reference Date: 2012-07-04
Proposal No: P25CE12075 COTS eLearning Library Pilot Terms of Reference
Table of Contents 1.0
INTRODUCTION ............................................................................................................................... 3
2.0
EXECUTIVE SUMMARY .................................................................................................................. 3
3.0
PURPOSE ......................................................................................................................................... 4
4.0
KEY BUSINESS OBJECTIVES........................................................................................................ 4
5.0
PROJECT SCOPE ............................................................................................................................ 4
5.1 5.2 6.0 6.1 6.2
IN SCOPE ........................................................................................................................................ 4 OUT OF SCOPE................................................................................................................................ 5 CONSTRAINTS AND ASSUMPTIONS ............................................................................................ 5 ASSUMPTIONS ................................................................................................................................. 5 CONSTRAINTS ................................................................................................................................. 5
7.0
COMMISSION SERVICES ............................................................................................................... 6
8.0
TECHNICAL ENVIRONMENT .......................................................................................................... 6
8.1 TECHNICAL/OPERATING ENVIRONMENT ............................................................................................ 6 8.2 CURRENT PRODUCTION ENVIRONMENT ............................................................................................ 7 8.2.1 Web & Application Server ..................................................................................................... 7 8.2.2 Pathlore Mail Server .............................................................................................................. 7 8.2.3 Pathlore Oracle 10gR2 database server ............................................................................... 8 8.3 NETWORK ....................................................................................................................................... 9 8.4 NETWORK TOPOLOGY ...................................................................................................................... 9 9.0 9.1 9.2 9.3 9.4 9.5 9.6 9.7 9.8 9.9
PROJECT MANAGEMENT ............................................................................................................ 10 PHASE 1 – INITIATION .................................................................................................................... 10 PHASE 2 – PLANNING .................................................................................................................... 10 PHASE 3 – VALIDATION (TESTING) .................................................................................................. 10 PHASE 4 – IMPLEMENTATION (GO-LIVE).......................................................................................... 11 PHASE 5 – POST IMPLEMENTATION................................................................................................. 11 PROJECT CHANGE REQUEST PROCEDURE ...................................................................................... 11 COMPANY PROJECT MANAGER ...................................................................................................... 12 COMMISSION PROJECT MANAGER .................................................................................................. 12 PROJECT PLAN .............................................................................................................................. 12
10.0
QUALITY ASSURANCE................................................................................................................. 12
11.0
RESPONSIBILITIES OF THE PARTIES ........................................................................................ 12
12.0
TRAINING ....................................................................................................................................... 14
13.0
ACCEPTANCE ............................................................................................................................... 15
14.0
DOCUMENTATION ........................................................................................................................ 15
15.0
DATA HANDLING PROCEDURES ................................................................................................ 15
16.0
GLOSSARY OF TERMS ................................................................................................................ 16
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Proposal No: P25CE12075 COTS eLearning Library Pilot Terms of Reference
PART 1 – INTRODUCTION 1.0
INTRODUCTION
The introduction of e-learning in 2005 in the Toronto Transit Commission (TTC) presented some new challenges, but great opportunities and potential became immediately apparent. Since that time, the TTC has adopted e-learning and the organization has responded in a very positive way to this form of training. Today, the Training & Development Department offers a variety of in-class, web-based and blended learning experiences, including a total of 33 e-learning modules on a wide variety of topics. The COTS E-Learning Pilot Project is all directed towards providing more quality e-learning at the TTC. The project is looking to provide high quality and cost effective training through elearning. This project is building on our positive results from previous e-learning initiatives and related projects conducted by the CBT Course Development & Delivery Project team. This pilot project will give us the opportunity to evaluate learner satisfaction and cost reductions. Generic e-learning courses can be purchased off-the-shelf making e-learning more time and cost effective than developing from scratch. Purchasing a COTS e-learning library solution will help speed up the process of acquiring and delivering relevant information and knowledge. 2.0
EXECUTIVE SUMMARY
Recent analysis has shown that there are significant numbers of third party e-learning courseware libraries available to be acquired to provide generic courses relevant to the TTC departments. These generic e-learning courses can be made available to the TTC employees to be taken at times convenient for them. Access to these modules would be controlled by the Pathlore Learning Management System (LMS) through applicable access permissions and department management approvals. The generic COTS e-learning library modules will reside on an externally hosted content server. Users will be able to launch the e-learning modules from the Pathlore LMS and the system will track and record employees training progress. The goal of this project, is to analyze the cost saving of bringing generic off-the-shelf e-learning courses. The objectives of the COTS e-learning initiative are to: • • • •
Increase the number of e-learning titles available to the TTC employees Increase the usage and adoption of e-learning across the TTC Reduce the need for taking external training off-site Create a capacity for “Just In Time” training (i.e. you don’t have to fill out a form and wait to attend the next scheduled external training class)
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Proposal No: P25CE12075 COTS eLearning Library Pilot Terms of Reference
• •
Offer targeted learning (i.e. if a proficient Excel user wants to learn about a single function in Excel, they don’t have to sit through a day-long course just to learn about that 1 function) Improve the overall skill set and knowledge of the TTC employees
The information found in COTS e-learning RFP was derived from interviews with the Curriculum Development Specialist (CDS) and Education & Development Specialist (EDS) in the Training & Development Department. These requirements were documented and prioritized in the Functional and Non-Functional Requirements Documents. The approach for the COTS e-learning is to pilot for up to 2 years. At the end of the pilot phase, the project team will evaluate the success of the pilot project and document lessons learned. If the pilot is successful, the Commission will issue a new RFP to purchase additional licenses. To summarize, the financial investment that the TTC has made in training and developing its employees is enormous and the amount of hours that the TTC employees spend in training each year is significant. The adoption and investment of generic COTS e-learning courseware library should be possible to save money by sharing and reusing learning materials. 3.0
PURPOSE The purpose of this document is to detail the Terms of Reference to purchase a Commercial Off-the-Shelf (COTS) e-learning courseware library. A second RFP may be issued depending on the results of the up to two-year pilot. This document is to be used as a basis for the development of a Request for Proposal (RFP) for acquiring a COTS e-learning courseware library.
4.0
KEY BUSINESS OBJECTIVES The objectives of the COTS e-learning initiative are to: • • • • • •
5.0 5.1
Increase the number of e-learning titles available to the TTC employees Increase the usage and adoption of e-learning across the TTC Reduce the need for taking external training off-site Create a capacity for “Just In Time” training (i.e. you don’t have to fill out a form and wait to attend the next scheduled external training class) Offer targeted learning (i.e. if a proficient Excel user wants to learn about a single function in Excel, they don’t have to sit through a day-long course just to learn about that 1 function) Improve the overall skill set and knowledge of the TTC employees PROJECT SCOPE In Scope • •
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Subscribe COTS e-learning courses, modify content, access vendor hosted e-learning through the Pathlore LMS 6.7 or above Establish the success criteria for the pilot and full award
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Proposal No: P25CE12075 COTS eLearning Library Pilot Terms of Reference
• • • • 5.2
Out of Scope •
6.0
Establish infrastructure to support the pilot Conducting the pilot Evaluating the pilot If successful, prepare for full award
Changing Pathlore LMS from being the truth of source for TTC training records and online training delivery
CONSTRAINTS AND ASSUMPTIONS
6.1
Assumptions • • •
6.2
Constraints • • •
2012-07-04
RFP process proceeds according to plan The Pathlore LMS contains features which control and track TTC employees’ access to vendor-based e-learning modules The Company’s e-learning modules are either AICC or SCORM compliant
The preferred Company’s cost to access the e-learning library is within the TTC budget projection The content of the preferred Company’s e-learning library satisfies the TTC’s requirements The Company’s modules must be accessible through the Pathlore LMS and available to TTC employees using standard TTC workstations images
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Proposal No: P25CE12075 COTS eLearning Library Pilot Terms of Reference
PART 2 – DESCRIPTION OF COMMISSION SERVICES AND TECHNICAL ENVIRONMENT 7.0
COMMISSION SERVICES The TTC shall provide the following:
8.0
•
Telephones and desks for assigned and approved resources.
•
Workstations connected to the required, approved network resources for system implementation work.
•
Commission resources required to support the required project tasks.
•
Access to the project’s development and test environments.
•
Property permits for access to the TTC facilities.
TECHNICAL ENVIRONMENT 8.1
Technical/Operating Environment
The modules must be able to work within the current technical environment including:
#
Technical Architecture
Context
1.
Intel Platform
2. 3. 4.
Unix Platform Windows 2003/2008 R2 – Active Directory Exchange Server 2003/2010
Windows 2003/2008, x86 and 64bit Oracle Database 11g R2 Roles and Authorizations Outlook 2002/2007/2010 Integration
5. 6. 7.
Mainframe Z9 VMWare vsphere v4 Storage infrastructure
8.
Backup
9.
Reporting
10.
Enterprise Management framework
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Windows hosts SAN based on brocade and HDS components NAS based on NetApp components. Enterprise backup, based on Symantec Netbackup BOE (Business Object Enterprise) 3.1 CA Unicenter
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Proposal No: P25CE12075 COTS eLearning Library Pilot Terms of Reference
8.2
Current Production Environment
Pathlore has both web-based and client applications. The current version is Pathlore LMS 6.7 Enterprise Edition. The TTC will upgrade Pathlore from LMS 6.7 to LMS 6.8 in Q3 2012. Both Web/App and Email servers run on Windows 2003 SP2 operating system. Database server is an Oracle 10gR2 database server.
8.2.1
Web & Application Server
Pathlore Web & Application server • Pathlore Business Rules • Microsoft Windows 2003 SP2 Server • Internet Information Services (IIS) 6.0 • Microsoft .NET Framework 1.1 • Oracle Client 10.2 • Oracle ODBC driver 10.2.0.4 • HP ProLiant DL360 G5 • 2 CPU P4 3.0 Mhz • 3 GB of memory 8.2.2 • • • •
2012-07-04
Pathlore Mail Server
Pathlore E-Mail Service Pathlore Mail Server (client) Pathlore Mail Service Microsoft Windows 2003 SP2 Server
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Proposal No: P25CE12075 COTS eLearning Library Pilot Terms of Reference
• • • • • • •
Internet Information Services (IIS) 6.0 Microsoft .NET Framework 1.1 Oracle Client 10.2 Oracle ODBC driver 10.2.0.4 HP ProLiant DL360 G5 2 CPU P4 3.0 Mhz 2 GB of memory
8.2.3 • • • • • • •
Pathlore Oracle 10gR2 database server
Up to 4(four) CPUs HP 9000 UNIX rx2660 and/or rx3600 Class Minimum 2 GB up to 8GB of memory per CPU Dual port NIC for redundancy (HP PCI-X 2Ports A7012A) 2 pluggable Hard Drives of 73GB each with 15K RPM 2 PCI slots HP-UX 11i v1 and/or 11i v2
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Proposal No: P25CE12075 COTS eLearning Library Pilot Terms of Reference
8.3
Network
The TTC’s LAN environment is a switched/routed 10/100/1000 Mbps Ethernet Network delivered over the Commission's own fibre backbone and carrier provided links. The Commission is connected to the Internet over a 10Mbps link through a firewall infrastructure. Network Settings Enabled: • SNMP • TCP/IP 8.4
2012-07-04
Network Topology
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Proposal No: P25CE12075 COTS eLearning Library Pilot Terms of Reference
PART 3 – REQUIREMENTS PROJECT STRATEGY 1. Procure a pilot subscription to the courses outlined in the Functional Requirements document. 2. Establish infrastructure. 3. Conduct a two (2) year pilot. The pilot period begins after implementation of the first module into production. 9.0
PROJECT MANAGEMENT The project will be governed through the management of five distinct phases. Phase 1 – Initiation Phase 2 – Planning Phase 3 – Validation (Testing) Phase 4 – Implementation (Go-Live) Phase 5 – Post Implementation 9.1
Phase 1 – Initiation
a) The TTC will subscribe COTS e-learning courseware library listed in Section 4.8 Course Content Categories of the Functional Requirements Document. The Company hosted e-learning courseware library will be accessible through Pathlore LMS 6.7 or above. 9.2
Phase 2 – Planning
a) The TTC project team will select a minimum of 50 e-learning modules for pilot. b) The Company is to provide sample copies of promotional materials to allow the TTC to develop internal communication plan and strategies launch the COTS e-learning to a selected audience. c) Design infrastructure for testing and production environments. 9.3
Phase 3 – Validation (Testing)
Both the Company and the TTC will work together to establish a testing strategy that will include integration testing with Pathlore LMS 6.7 or above. Testing will be performed in a virtual test environment similar to production. The Company will be expected to provide fixes for any defects found during the validation testing phase. The Company shall assist in the development of User Acceptance Test plans and test cases. The following are other types of testing to be conducted: a) Functional Testing: against approved requirements. b) Integration Testing: with Pathlore LMS 6.7 or above within the TTC environment c) System Testing: include performance and volume testing.
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Proposal No: P25CE12075 COTS eLearning Library Pilot Terms of Reference
d) User Acceptance Testing (UAT): this includes test cases designed and executed by the user’s final acceptance of the product under normal business conditions. e) Security Testing: the ISO will perform active security audits, including but not limited to:
9.4
•
Threat Risk Assessment
•
Privacy Impact Assessment
•
General Security Review
•
Vulnerability Assessment/Scanning
•
Web Application Testing/Scanning
•
Active/Passive PEN testing
Phase 4 – Implementation (Go-Live)
Both the Company and the TTC will work together to establish the infrastructure and implement the requirements which will meet the business requirements of all concerned. The Implementation Plan will require sign-off from the TTC to ensure capability of meeting the go live date. This will include: a) The Company to provide support during implementation process and assist in determining any pre-implementation activities that need to be completed. b) The Company to assist in setting up users and required access for various functions by user role. c) Conducting the pilot for up to 2 years. 9.5
Phase 5 – Post Implementation
At the end of the pilot, the TTC will evaluate the success of the pilot to determine the next course of action. In addition, the TTC project team will conduct project contract closeout. 9.6
Project Change Request Procedure
No changes in or variations to any Agreement between the Parties, or any change Work Assignment created in accordance with such Agreement shall be effective unless the Project Change Request Procedure is followed. If the change is accepted, the relevant documentation specifying the change shall be deemed to constitute an amendment to such Agreement. Upon award, the Company will be provided with a formalized Change Request Procedure.
2012-07-04
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Proposal No: P25CE12075 COTS eLearning Library Pilot Terms of Reference
9.7
Company Project Manager
The Company’s Project Manager shall be the primary point of contact. The Company shall appoint a Project Manager to: • oversee all staff and subcontractors of the Company, • manage the technical production of the solution, and • co-ordinate participants for in user acceptance testing in accordance with the user acceptance test plan. 9.8
Commission Project Manager
The TTC’s designated Representative (Project Manager) shall be the primary point of contact. The TTC shall appoint a Project Manager to: • facilitate development of the requirements, • act as the representative of the TTC’s day-to-day matters • participate in user acceptance testing in accordance with the user acceptance test plan. 9.9
Project Plan
The primary contacts of each party shall maintain the Project Plan. The Project Plan shall be used to manage and monitor progress of each phase in order to provide efficient performance and the timely delivery of the solution. The Project Plan shall include details of significant activities to be undertaken for each phase, agreed milestones by which key tasks must be completed estimated start and finish dates for each activity, the personnel responsible for each activity, the resources assigned to the activity and the relationships that define the sequence of activities. 10.0
QUALITY ASSURANCE The Company shall establish the quality management system appropriate to the size and nature of its operation. The Company should maintain the quality standards throughout the length of the pilot project. Refer to section 6.3 Quality Assurance Requirements of Non-Functional Requirements document. The Company shall inform the TTC immediately, in writing, of any proposed changes, which may affect function, performance, reliability or other aspects of the specified business requirements or specifications.
11.0
RESPONSIBILITIES OF THE PARTIES Activities for the intended solution shall be described in detail in the Statement of Work document along with the responsibilities of the selected Company and TTC resources. In general terms the Company shall be responsible for: • Adherence to the TTC infrastructure standards and security policies • Supply of appropriate skilled personnel and appropriate resources
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Proposal No: P25CE12075 COTS eLearning Library Pilot Terms of Reference
•
Supply of training in accordance with Training Plan and the costs as set out in the Payment Schedule
In general terms the TTC shall be responsible for: • Provision of agreed hardware resources • Provision of information and decisions as required by the Company • Provision of access to its personnel to enable the Company to perform its obligations • Provision of reasonable security procedures to protect the system from unauthorised access, physical damage, loss of data and malicious acts. Item 1
2
3
Description Hardware
Operating System
System Software
Company to Supply Hardware configuration planning worksheet(s).
The server and desktop hardware.
Assistance to TTC Technical Personnel in hardware configuration and validate installation.
Technical personnel to acquire and install the required server and desktop hardware.
Documented requirements for Operating System configuration plus required settings.
Operating System licenses and software.
A list of any system software components which are required (systems management, security, network, etc.)
System Software licenses.
A qualified Technical Personnel to work with TTC technical personnel to determine how to integrate into the TTC’s technical and operational environment. 4
Software Installation
Personnel to install the components into the TTC’s test environment and production environment. Appropriate installation documentation in printed and soft copy. Training for the TTC technical personnel in the installation of the components
5
Software
2012-07-04
Commission to Supply
A System Configuration Analyst
Technical personnel to install and configure the required Operating Systems.
Technical personnel to document the requirements to integrate into the TTC’s technical and operating environment.
The hardware, system software, database management system and network connectivity to the TTC’s development and production environment. Technical personnel to assist the Company technical personnel in the installation.
Qualified Business Analyst to
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Proposal No: P25CE12075 COTS eLearning Library Pilot Terms of Reference
Item
Description Configuration
Company to Supply to work with the TTC to define and document the required configuration options for the Application. The configuration of the Application to support the Application activities with the assistance of TTC technical personnel. Company technical personnel will provide support and technical assistance to TTC technical personnel. Documentation of the configuration options selected for both training of the TTC technical personnel in the configuration of the application for the functional, integration, system, UAT, and security testing and production implementation phases.
12.0
Commission to Supply work with the Company technical personnel to define the required configuration options. The TTC technical personnel to learn how to configure the application. Technical Personnel to perform support and technical assistance The TTC personnel will configure the application for functional, integration, system, UAT, and security testing and production implementation phases.
TRAINING In general terms the Company shall be responsible for: 1. Providing onsite training to the TTC’s Training & Development Department power users in the functional, procedural and administration aspects of the solution. The level of training should be in depth so that the TTC power users will be capable of conducting new user training after implementation. 2. Assist the TTC’s power users to conduct training sessions. 3. Providing training, if necessary, in the creation of ad hoc reports. 4. Providing job aids for power users 5. Providing user guides or training manuals. Online help should also be provided within the tool. 6. Providing training for technical personnel. 7. Providing training for 5-10 people In general terms the TTC shall be responsible for:
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Proposal No: P25CE12075 COTS eLearning Library Pilot Terms of Reference
1. The TTC Training & Development Department power users will be providing training to the rest of the TTC users at a level sufficient so that the employees will be capable of performing their job duties. 13.0
ACCEPTANCE Following delivery of the Product to the TTC users shall conduct Acceptance Testing of the product in accordance with the User Acceptance Test Plan. It shall also include Integration Testing to ensure that the Product is effectively integrating with the Pathlore LMS 6.7 or above. The TTC is not obligated to accept the Product unless all the Acceptance Test cases are successfully completed in accordance with the Acceptance Test Plan by the agreed date for completion. The Product shall be deemed accepted when the following tests have been successfully completed: • Functional testing • Integration testing • System testing • User Acceptance Testing (UAT) • Security testing As part of the Acceptance Criteria the Company shall provide the following: • Full integration of the Product with Pathlore LMS 6.7 or above. • Meet all Functional and Non-functional requirements with no detection of critical issue
14.0
DOCUMENTATION Refer to Section 4.15 Documentation Requirements of Functional Requirements document.
15.0
DATA HANDLING PROCEDURES
Company shall comply with the following procedures: • The TTC must always have ownership and control of its data. No confidential data (TTC network, financial, employee data etc.) will be hosted on any third-party or vendor system without expressed permission from TTC. •
Authority for signing off information release must be determined on a per project basis. The data owner must express written consent as to the release of information to the third party.
•
Non-Disclosure Agreements (NDAs) must be signed by vendors, contractors or any third party who will review the data. On a per project basis, it must be determined who has the ability to sign the NDA from the Commission. A copy of the signed NDA must be sent to the ISO as well as the data owner before releasing any information
2012-07-04
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Proposal No: P25CE12075 COTS eLearning Library Pilot Terms of Reference
•
Passwords must be provided, internally or externally, through regular mail, in person, or by phone. Email is not a secure means of delivering a password.
•
Wherever possible to send data offline, data must be delivered on password-protected, non-rewritable media by a trusted courier service to the external party.
•
Sanitize private information by the use of “dummy” / test information. Alternatively, private data must be effectively masked or stripped out before being sent to third parties for troubleshooting issues.
•
Remote access by external parties including vendors to internal TTC systems must be encapsulated in an IPSec or SSL VPN using the strongest encryption available with AES or SSL.
•
The Company must provide TTC, when requested, evidence of the use of the processes of their Quality Management System (e.g., test plan, test results, and bill of delivery (BoD).
•
The Company must inform TTC immediately, in writing, of any proposed changes, which may affect function, performance, reliability, or other specified requirement of the product that was ordered.
PART 4 – REFERENCE INFORMATION 16.0
GLOSSARY OF TERMS Term
Failure
General Security Assessment (GSA)
Integration Testing
Definition The inability of a system or system component to perform a required function within specified limits. A failure may be produced when a defect is encountered. This document lists identified information security risks to a given infrastructure, systems and data based on available information, often where there is insufficient information to provide a TRA at a point in time or where a full TRA may not be required. In phased projects, a General Security Assessment (GSA) may be performed at each stage as more technical information is finalized, and any risks not mitigated throughout the phases may be captured in an overall TRA. The functional components of a system are combined and tested. This testing assures that the individual components are communicating and interacting as designed or required.
ITS
Information Technology Services
Open Web Application
The design, implementation and ongoing maintenance of Web
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Proposal No: P25CE12075 COTS eLearning Library Pilot Terms of Reference
Term Security Project (OWASP)
PEN Test
Privacy Impact Assessment (PIA) System Testing
Threat Risk Assessment (TRA)
Definition applications developed in-house and by third parties must follow the Top Ten recommended practices published in the current Open Web Application Security Project standards. http://www.owasp.org/index.php/Main_Page A PEN test actively exploits information security vulnerabilities in an infrastructure, its systems and data, and provides recommendations for safeguards against specific attacks. This test typically follows up on items identified in a non-intrusive Vulnerability Assessment. A Privacy Impact Assessment (PIA) report identifies and provides recommendations to mitigate privacy risks associated with an infrastructure, system and its data The entire solution is tested as a complete system, often the functional requirements and business requirements are referenced to ensure the system is performing as designed or required. A Threat Risk Assessment (TRA) is a comprehensive Information Security document that identifies threats and risks to the Confidentiality, Integrity and Availability of an infrastructure, its systems and data, and provides recommendations for their remediation.
Unit Testing
Performed by the development team or developer, unit testing tests individual units of functionality, isolated and irregardless of other components of the system.
User Acceptance Testing (UAT)
Unit, integration, and system tests have been completed and the solution is given to the client (business) to undertake user acceptance testing. User acceptance testing assurance that the solution meets the business requirements, as specified and understood by business.
Vulnerability Assessment (VA)
A Vulnerability Assessment involves scanning a system to identify vulnerabilities related to software and hardware configuration. Information such as open ports, user accounts and file shares, as well as many standard operating system and application vulnerabilities are enumerated and recommendations for their remediation are provided.
2012-07-04
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Proposal No: P25CE12075 COTS E-Learning Library Pilot Appendix 2A: Functional Requirements Response Table
APPENDIX 2A: FUNCTIONAL REQUIREMENTS RESPONSE TABLE The Proponent shall complete and submit the table below with their Proposal as per the Supplementary Instructions to Proponents Section 1.1.2.4 – Business Requirements and Technical Features and Functionality. The Proponent shall input numbers 1, or 2, or 3 under the Qualifier column whereby Qualifier Codes are: Qualifier 1 – Proponent Meets Requirement Qualifier 2 – Proponent Meets Requirement with some customization Qualifier 3 – Proponent Cannot Meet Requirement The Proponent shall provide a written response under the Proponent Requirement Response column that elaborates on their Qualifier number by explaining how the Proponent intends to meet each requirement or why they cannot etc. The Proponent shall also include additional information and documentation wherever possible, appended to Appendix 1, in the form of manuals, diagrams, and documents in support of the services and/or products they propose to provide to meet the TTC requirements. Refer to Appendix 1A – Functional Requirement Document for further reference and TTC priority. References to the Proponents Proposal submission (sections and/or page numbers) is requested under Proponent Reference column.
Item #
FR1.
Requirement
TTC Reference
Qualifier
Proponent Reference
Proponents Requirement Response
FUNCTIONAL REQUIREMENTS COTS Administration & Configuration Administrator must have the ability to add or remove courses from the course library or request these changes be made within a quick turnaround (2 weeks)
FR2.
The Commission must have the option to swap courses (ideally, 25% of the courses within 3 months, and 100% of the courses on the anniversary date.
FR3.
Ability to view course list via Pathlore LMS 6.7 or higher
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Proposal No: P25CE12075 COTS E-Learning Library Pilot Appendix 2A: Functional Requirements Response Table
Item #
Requirement
TTC Reference
FR4.
Ability to search for courses by name, category, key words and course codes via Pathlore LMS 6.7 or higher
Section 2.1.2
FR5.
Ability to access the latest version of the e-learning content. The updated versions of courses to be automatically uploaded by the Company
Section 2.1.2
FR6.
Ability to access archived versions of e-learning modules
FR7.
Ability to view release notes to the changes of the content from one version to the next COTS Interface The system must support integration with Learning Management System (LMS) 6.7 or higher
FR8.
FR9.
Ability to send information such as registration status, completions, actual attempts, actual time, date started, date ended, scores
FR10.
The system must display appropriate error messages or warnings to the user
FR11.
The system must be AICC and SCORM compliant
FR12.
Administrator has the ability to categorized the content within Pathlore LMS 6.7 or higher
FR13.
Qualifier
Proponent Reference
Proponents Requirement Response
Section 2.1.1
Section 2.1.1
Usability Navigational buttons should always be in the same place
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Item #
Requirement
FR14.
Links or buttons should be present that allow learners to go forward or back pages
FR15.
Instructions on how to navigate the course is clearly explained
FR16.
Instructions on how to use navigation controls and configuration features such as sound volume, glossary, and help is provided
FR17.
Instructions on how to answer questions and exercises in the course
FR18.
Learners should be able to quickly and freely get to anywhere within the course
FR19.
Ability to lock the navigation so that learners must view each screen the first time through.
FR20.
Course progress must be displayed on every page to give learners a constant cue as to their progress
FR21.
A consistent font type and size should be used throughout the course
FR22.
The font size/type should be able to be modified for accessibility reasons
FR23.
A clear and accessible Help button must be presented on every page
FR24.
Provide Help function that learners can access to get clarification
Page 3 of 9
TTC Reference
Qualifier
Proponent Reference
Proponents Requirement Response
2012-07-31
Proposal No: P25CE12075 COTS E-Learning Library Pilot Appendix 2A: Functional Requirements Response Table
Item #
Requirement
FR25.
Must include a glossary that defines terms and explanation
FR26.
Graphic or multimedia used to illustrate a point should clearly support, enhance and clarify the course
FR27.
Acronyms and abbreviations are consistently represented and explained in full where first used
FR28.
Use links where applicable for references
FR29.
Ability to disable links depending on access permissions.
FR30.
Content and Instructional Design Course content adheres to the principles of Adult Learning Theory
FR31.
The overall goal and purpose of the course is stated
FR32.
Course description must have clear goals and objectives
FR33.
The intended target audience for the course is stated
FR34.
The performance outcome for a successful completion of the course is stated
FR35.
Any important or safety critical information must be provided in multiple formats such as a combination of narration, written text, illustrations or animation
Page 4 of 9
TTC Reference
Qualifier
Proponent Reference
Proponents Requirement Response
2012-07-31
Proposal No: P25CE12075 COTS E-Learning Library Pilot Appendix 2A: Functional Requirements Response Table
Item #
Requirement
FR36.
Provide exercises to support the learning objectives and provide feedback to the user
FR37.
Provide learner feedback regarding their performance during the exercises
FR38.
Exercises should be properly introduced so that the user knows what is expected of them
FR39.
FR40.
TTC Reference
Qualifier
Proponent Reference
Proponents Requirement Response
Course Content Categories Time Management • Introduction to Time Management • Analyzing Your Time Usage • Planning Your Time • Time Management Techniques • Identify & Control Distractions and other Time Wasters Technical related courses • Introduction to Excel 2007 • Formatting Data • Tables, Charts and Reports • Using Themes and Styles • Importing/Exporting Data • Using Formulas
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Proposal No: P25CE12075 COTS E-Learning Library Pilot Appendix 2A: Functional Requirements Response Table
Item #
Requirement
FR41.
Project Management related courses: All PM courses must be aligned with the PMBOK® Guide Fifth Edition, publish by PMI ®, Inc. 2011 • Introduction to Project Management • Project Initiation • Managing Change in Projects • Requirements and Scope • Work Breakdown Structure • Planning/Managing Project Activities • Estimating Resources and Timelines • Creating and Controlling Project Schedules • Estimating and Controlling Project Costs • Managing Project Budget • Project Quality Control • Project Resource Planning • Project Communication • Risk Management • Project Procurement • Project Closeout • Values and Ethics for Project Managers • Project Management Issues on Construction Projects • PMP Exam Preparation
FR42.
Workplace Conflict • Understanding Workplace Conflict • Responding to Conflict Effectively • Conflict “Styles” and Situations • Communication Strategies/Tools to Resolve Conflict
Page 6 of 9
TTC Reference
Qualifier
Proponent Reference
Proponents Requirement Response
2012-07-31
Proposal No: P25CE12075 COTS E-Learning Library Pilot Appendix 2A: Functional Requirements Response Table
Item #
Requirement
FR43.
FR44.
TTC Reference
Qualifier
Proponent Reference
Proponents Requirement Response
Industry-specific safety, transportation/transit, trades modules that could include the following: • Ladder Safety • WHMIS • Confined Space • Defence Driving • Working in Hot and Cold Weather • Slips, Trips and Falls • Basic Electrical and Mechanical theory • Basic Hydraulics Knowledge • Basic Pneumatics Knowledge Reporting Requirements Pre-defined system reports for commonly requested information such as number of registered courses, number of licenses used, list of courses from Company hosted site
FR45.
Configurable reporting specified by user and viewable only to user
FR46.
Ability to customize report templates and generate reports
FR47.
Reports viewable / exportable to MS Excel format
FR48.
Reports viewable / exportable to PDF format
FR49.
Reports viewable / exportable to MS Word format
Page 7 of 9
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Proposal No: P25CE12075 COTS E-Learning Library Pilot Appendix 2A: Functional Requirements Response Table
Item #
Requirement
FR50.
E-learning content must adhere to the AODA guidelines by year 2014
FR52.
Content should have verbatim script in closed captioning
FR53.
Closed captioning option for video clips in modules
FR54.
The captions should be synchronized such that the text content should appear at approximately the same time that audio would be available
FR55.
The captions should be equivalent to that of the spoken word
FR56.
The caption should be readily accessible and available to those who need it
FR58.
FR59.
Qualifier
Proponent Reference
Proponents Requirement Response
Accessibility Requirements E-learning content must adhere to Web Content Accessibility Guidelines WCAG 1.0 or 2.0 or similar
FR51.
FR57.
TTC Reference
Interface Requirements The system must support integration with Learning Management System. Ability to send information such as registration status, completions, actual attempts, actual time, date started, date ended, and scores to Pathlore LMS 6.7 or higher. Documentation Requirements User Manual – printed or online
Page 8 of 9
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Proposal No: P25CE12075 COTS E-Learning Library Pilot Appendix 2A: Functional Requirements Response Table
Item #
Requirement
FR60.
Operation Manual
FR61.
Maintenance Manual
FR62.
For any customization not described in standard documentation, separate supporting documents must be provided
FR63.
Marketing services to promote the e-learning
FR64.
Marketing materials for the e-learning and ongoing program support
FR65.
Standard system operation training should be provided to all system users in the form of job aids
FR66.
Training Requirements Application administration users (Power Users) for in depth training on system administration
FR67.
Support and maintenance training for IT Services personnel
FR68.
Strategic planning support for launching e-learning
Page 9 of 9
TTC Reference
Qualifier
Proponent Reference
Proponents Requirement Response
2012-07-31
Proposal No: P25CE12075 COTS E-Learning Library Pilot Appendix 2B: Non-Functional Requirements Response Table
APPENDIX 2B: NON-FUNCTIONAL REQUIREMENTS RESPONSE TABLE The Proponent shall complete and submit the table below with their Proposal as per the Supplementary Instructions to Proponents Section 1.1.2.4 – Business Requirements and Technical Features and Functionality. The Proponent shall input numbers 1, or 2, or 3 under the Qualifier column whereby Qualifier Codes are: Qualifier 1 – Proponent Meets Requirement Qualifier 2 – Proponent Meets Requirement with some customization Qualifier 3 – Proponent Cannot Meet Requirement The Proponent shall provide a written response under the Proponent Requirement Response column that elaborates on their Qualifier number by explaining how the Proponent intends to meet each requirement or why they cannot etc. The Proponent shall also include additional information and documentation wherever possible, appended to Appendix 1, in the form of manuals, diagrams, and documents in support of the services and/or products they propose to provide to meet the TTC requirements. Refer to Appendix 1A – Functional Requirement Document for further reference and TTC priority. References to the Proponents Proposal submission (sections and/or page numbers) is requested under Proponent Reference column.
Item #
NFR1.
TTC Reference
Requirement Technical Support Requirements Technical support response time • 0-8 (during business hours) for issues classified as High priority • Within 48 hours for issues classified as Medium priority • Within 5 working days for issues classified as Low priority • During initial integration testing have technical support response time must be made available within 4 hrs
Proponent Reference
Proponents Requirement Response
Non-Functional Requirements Document Section 3.1.6
NFR2.
Telephone support: 9:00am to 5:00pm Monday - Friday
-
NFR3.
Email Support: Monitored 9:00am to 5:00pm Monday – Friday
-
Page 1 of 4
Qualifier
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Item #
TTC Reference
Requirement
NFR4.
Training Requirements Training requirements for TTC Training Administrators and IT support staff.
-
NFR5.
Scalability System must be able to support 1000 users during the availability section.
-
NFR6.
System should be able to support 5500 users as full implementation.
-
NFR7.
Availability System must be 99.5% uptime and course availability should be from 8am to 8pm not including maintenance window.
-
NFR8.
Information Security Appropriate controls should be implemented to secure transmission of user credentials when accessing the COTS e-Learning Library application(s) that reside within internal and external environments • User ID’s and password should not be sent between TTC and Company site in clear text
NFR9.
SSL should be implemented where applicable when connections are required between systems internal to TTC and systems residing at external 3rd Party sites.
NFR10.
Appropriate controls should be implemented to secure content within the COTS e-Learning Library from unauthorized changes The TTC must always have ownership and control of its data. No confidential data (TTC network, financial, employee data etc.) will be hosted on any third-party or Company system without expressed permission from TTC.
NFR11.
Page 2 of 4
Qualifier
Proponent Reference
Proponents Requirement Response
Non-Functional Requirements Document 3.2
Section 3.2 -
2012-07-31
Proposal No: P25CE12075 COTS E-Learning Library Pilot Appendix 2B: Non-Functional Requirements Response Table
Item #
TTC Reference
Requirement
NFR12.
Personally identifiable information such as name, badge, email and driver’s license information should be restricted.
NFR13.
Data considered sensitive and confidential by the TTC, which is not encapsulated in a VPN, must be encrypted before sending it over any TTC or non-TTC network.
NFR14.
E-Learning Standards System must meet one of the following E-Learning Standards SCORM version 1.2, 2004 or AICC ARG-010 (CMI001 Version 4.0)
NFR15.
Data Handling Confidential organization or employee data to be sent to or from the TTC must be encrypted using AES 256 or stronger i.e., via WinZip
-
-
NFR17.
Wherever possible to send data offline, data must be delivered on non-rewritable media by a trusted courier service to the external party.
-
NFR19.
Page 3 of 4
Remote Access Remote users must use strong credentials for authentication. Two factor authentication must be used wherever possible.
Proponents Requirement Response
Non-Functional Requirements Document Section 3.1.1.3
Data to be sent from the TTC must be password protected using a complex password. Complex passwords must be used at all times.
Web Applications All web applications written by and for the TTC must adhere to the most current OWASP secure coding and design: OWASP: http://www.owasp.org/index.php/Main_Page
Proponent Reference
-
NFR16.
NFR18.
Qualifier
-
-
2012-07-31
Proposal No: P25CE12075 COTS E-Learning Library Pilot Appendix 2B: Non-Functional Requirements Response Table
Item #
TTC Reference
Requirement
NFR20.
Network Firewall rules must specify ports and services between hosts, wherever possible.
-
NFR21.
Monitoring Alerts through email, SMS messages and other formats must be sent only to personnel authorized by the TTC.
-
NFR22.
Alert messages must not be included in system logon credentials.
-
NFR23.
Be able to perform monitoring functions related to Availability (see NFR7).
-
Page 4 of 4
Qualifier
Proponent Reference
Proponents Requirement Response
2012-07-31
APPENDIX A PLEASE CUT-OUT AND AFFIX THIS ADDRESS LABEL TO THE ENVELOPE CONTAINING YOUR SUBMISSION.
TO:
TORONTO TRANSIT COMMISSION
PROPOSAL NO.: P25CE12075 TITLE:
PROVISION FOR A COTS LIBRARY OF ELEARNING COURSES FOR UP TO A 2 YEAR TERM
CLOSING:
2:00 P.M. TORONTO TIME on WEDNESDAY, AUGUST 22, 2012
ATTENTION:
GENERAL SECRETARY TORONTO TRANSIT COMMISSION 1900 YONGE STREET TORONTO, ONTARIO M4S 1Z2
NOTE: THE TORONTO TRANSIT COMMISSION CANNOT BE HELD RESPONSIBLE FOR DOCUMENTS SUBMITTED IN ENVELOPES THAT ARE NOT LABELLED IN ACCORDANCE WITH THE ABOVE INSTRUCTIONS. IF YOU HAVE ANY QUESTIONS, PLEASE CONTACT THE BUYER REFERENCED IN THE INSTRUCTIONS TO PROPONENTS.
Toronto Transit Commission Proposal Form Request for Proposal – Service (May 2012)
Page 1 of 2
INDEX: NO. 1 2 3 4 5 6 7 8
TITLE
PAGE NO.
DECLARATION ...................................................................... 1 OFFER .................................................................................. 1 RECEIPT OF ADDENDA........................................................... 1 STATEMENT OF COMPLIANCE ............................................... 1 INSURANCE REQUIREMENTS .................................................. 2 TERM OF PAYMENT............................................................... 2 PROPOSAL VALIDITY ............................................................. 2 SIGNATURE .......................................................................... 2 PRICE SCHEDULE
TITLE:
PROVISION FOR A COTS LIBRARY OF ELEARNING COURSES FOR UP TO A 2 YEAR TERM
PROPOSAL NO:
P25CE12075
TO:
TORONTO TRANSIT COMMISSION
1
DECLARATION – We, (COMPANY NAME, PROPONENT)
(ADDRESS)
(TELEPHONE NO. INCLUDING AREA CODE, FAX NO., AND E-MAIL ADDRESS - if available) declare that we have carefully examined the Instructions to Proponents, Supplementary Instructions to Proponents, General Conditions, applicable Supplementary Conditions and Terms of Reference and all addenda and do hereby accept the same as part and parcel of the Contract: a) b) c)
d)
That the shareholders or partners of the company indicated above are the only persons interested in this Proposal, and no other person has any interest in this Proposal, or in the Contract proposed to be taken; That our Proposal is made without any knowledge, comparison of figures, or arrangements with any other party or parties making a Proposal for the same Work and is, in all respects, fair and made without collusion or fraud; That no member of the City of Toronto Council or Commissioner of the Toronto Transit Commission, or any officer or employee of the City of Toronto or of the Toronto Transit Commission is or shall become interested, directly or indirectly, as a contracting party, partner or otherwise in, or in the performance of the Contract or in the supplies, Work or business to which it relates, or in any portion of the profits thereof, or of any such supplies to be used therein, or in any of the monies to be derived there from. That we are in compliance with the City of Toronto Municipal Code, Chapter 140 - Lobbying.
2
OFFER - We hereby offer to supply the Work as specified within the RFP, at and for the prices as detailed in the following Proposal Form - Price Schedule (Appendix 1), in Canadian funds which includes all applicable taxes, and all other associated costs except as otherwise explicitly stated in the Proposal Form- Price Schedule.
3
RECEIPT OF ADDENDA – We agree that this Proposal includes addenda no. to inclusive as issued by the Commission during the RFP period. It is the Company’s responsibility to monitor the website to ensure they have all the addenda issued.
4
STATEMENT OF COMPLIANCE – We have submitted our Proposal in accordance with Section 1 – Submission Requirements of the Supplementary Instructions to Proponents and agree to provide any additional information required per any sub-section thereof if requested by the Commission after the Proposal closing, and further we agree to accept and will comply with all terms and conditions of the Request for Proposal.
Toronto Transit Commission Proposal Form Request for Proposal – Service (May 2012) 5
Page 2 of 2
INSURANCE REQUIREMENTS – We hereby acknowledge and agree that should our Proposal be accepted by the Commission, we shall: .1
Submit the documentation specified in SC3 - EVIDENCE OF INSURANCE, in a form acceptable to the Commission; and meet or exceed the liability limits required and comply with all other conditions specified in SC2 - INSURANCE REQUIREMENTS.
[.2
Be responsible for recovering any delay to the schedule resulting from our failure to provide acceptable documentation within the time specified.]
6
TERMS OF PAYMENT – We agree that the Proposal prices are based upon the payment terms as stated in SC5 - TERMS OF PAYMENT.
7
PROPOSAL VALIDITY – We agree that this Proposal is valid for a period of one hundred and twenty (120) calendar days from the date of closing of Proposals and that the Commission may at any time within the said period accept this Proposal whether or not any other Proposal has been previously accepted. If requested by the TTC the Proponent agrees to extend the validity for a period of up to an additional sixty (60) calendar days.
8
SIGNATURE -
Dated this
day of
Month/Year
Per: (Signature) Name: Title: I/We have authority to bind the Corporation. If you are unable to submit a bid please select one of the following: 1.
Cannot handle due to present capacity and cannot meet completion requirements.
2.
Requirement too large/too small.
3.
Insufficient time to prepare a Proposal submission
4.
Other (please specify):
PROVISION FOR A COTS LIBRARY OF ELEARNING COURSES FO UP TO A 2 YEAR TERM P25CE12075 PROPOSAL FORM - PRICE SCHEDULE
Item Number # of License
Quantity
Unit of Measure
Year 1 Unit Year 1 Extended Price Price
Year 1 Maintenance Lot Charge
Year 1 Total = Extended + Maintenance (including Tax)
Year 2 Unit Year 2 Extended Price Price
Year 2 Maintenance Lot Charge
Year 2 Total = Extended + Maintenance (including Tax)
1
1000
50
Learning Assets
$
-
$
-
$
-
$
-
2
1000
100
Learning Assets
$
-
$
-
$
-
$
-
3
1000
150
Learning Assets
$
-
$
-
$
-
$
-
4
1000
250
Learning Assets
$
-
$
-
$
-
$
-
5
1000
500
Learning Assets
$
-
$
-
$
-
$
-
6
1000
Unlimited
Learning Assets
$
-
$
-
$
-
$
-
$
-
Year 2 Total:
$
-
2 Year Grand Total:
$
-
Year 1 Total:
Additional Pricing - that may be utilized at the sole discretion of the TTC (taxes excluded).
Item Number # of License 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24
500 500 500 500 500 500 5500 5500 5500 5500 5500 5500 13000 13000 13000 13000 13000 13000
Quantity 50 100 150 250 500 Unlimited 50 100 150 250 500 Unlimited 50 100 150 250 500 Unlimited
Unit of Measure Learning Learning Learning Learning Learning Learning Learning Learning Learning Learning Learning Learning Learning Learning Learning Learning Learning Learning
Assets Assets Assets Assets Assets Assets Assets Assets Assets Assets Assets Assets Assets Assets Assets Assets Assets Assets
Year 1 Unit Year 1 Extended Price Price $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $
Year 1 Maintenance Lot Charge
-
Year 2 Unit Price
Year 2 Extended Price $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $
Page 1 of 2
-
Year 2 Maintenance Lot Charge
PROVISION FOR A COTS LIBRARY OF ELEARNING COURSES FO UP TO A 2 YEAR TERM P25CE12075 PROPOSAL FORM - PRICE SCHEDULE
Description
Unit of Measure
Price per Unit of Measure
Training Services as per Section 12 of the Terms of Reference. Training material must be included in the cost of the training. Training to be for maximum of 6 users. Pricing excludes taxes.
User
$
-
Professional Marketing Services (Optional). Approximately up to 40 hours of marketing hours. Pricing excludes taxes.
Hour
$
-
The Proponent is required to provide pricing for all items listed with the exception of the optional Marketing Services, in order to be considered for award. All prices shall be considered firm, in Canadian funds and inclusive of all applicable costs, fees, allowances and disbursements. The Proponent shall agree to perform the Work as described in this RFP solely based on the pricing provided above as applicable.
Page 2 of 2
Toronto Transit Commission General Conditions Request for Proposal – Service (May 2012)
Page 1 of 4
INDEX: NO.
TITLE
PAGE NO.
GC1 GC2 GC3 GC4 GC5 GC6 GC7 GC8 GC9 GC10 GC11 GC12 GC13 GC14
DEFINITIONS ......................................................................... 1 INTENT OF THE CONTRACT ................................................... 1 LAWS TO BE OBSERVED ........................................................ 1 TAXES AND DUTIES .............................................................. 2 INDEMNIFICATION ................................................................. 2 STAFF AND METHODS .......................................................... 2 REPORTING OF PROGRESS ..................................................... 2 CHANGES IN THE WORK AND CLAIMS ................................... 2 CONFIDENTIAL DATA ............................................................ 2 RESPONSIBILITY FOR PROVISION OF SERVICE......................... 3 WORKERS’ RIGHTS................................................................ 3 RECORDS AND AUDIT ........................................................... 3 SEVERABILITY ....................................................................... 3 SUSPENSION OR TERMINATION ........................................... 3
GC15
TERMINATION FOR DEFAULT ............................................... 3
GC1
DEFINITIONS: The following definitions apply to the Contract Documents and references to the singular throughout the Contract Documents shall be considered to include the plural and vice versa, as the context requires: .1 "Commission" or "TTC" - Toronto Transit Commission. .2 “Commission's Representative" - The individual designated from time to time by the Commission, to exercise such power, authority or discretion as is required under the Contract. .3 "Company" - The Proponent to whom the Commission has awarded the Work, its successors and assignees. .4 "Company’s Representative" - The person(s) used by the Company to complete the Work, whether directly employed by or under contract with the Company or provided by a Subcontractor. .5 "Contract" - The agreement entered into by the Commission and the Company to perform their respective duties, responsibilities and obligations as prescribed in the Contract Documents. .6 "Contract Amendment" shall mean a written order to the Company for additions, deletions or other revisions to the Work as specified in the Contract Documents. .7 "Contract Documents" shall mean any Contract Amendments, Purchase Order, Supplementary Conditions, General Conditions, Terms of Reference, Form of Proposal, any addenda and the Company's Proposal and the order of precedence of these documents for the purposes of interpreting the Contract shall be as listed herein. .8 "Notification of Award" shall mean the notification by the Commission accepting the Proposal of a Proponent for the Work. .9 "Proposal" shall mean the written offer of a Proponent to perform the Work. .10 “Site” shall mean the actual place(s) designated by the Commission where the Work is to be carried out. .11 "Subcontractor" shall mean the individual, firm, partnership or corporation having a direct contract with the Company to perform a part or parts of the Work. .12 "Work" or "Works" shall mean the services or any part thereof, required by the Contract Documents.
GC2
INTENT OF THE CONTRACT: The intent of the Contract is to provide for the performance and completion in every detail of the Work described or implied by the Contract Documents. The Company shall perform the Work stipulated in the Contract and any or all Contract Changes, and shall furnish, unless otherwise provided in the Contract, everything necessary for the proper performance and completion of the Work. The Company shall not assign, transfer, convey, sell or otherwise dispose of the whole or any part of the Contract without the prior written consent of the Commission.
GC3
LAWS TO BE OBSERVED: The Contract shall be governed and interpreted in all aspects by the laws of Ontario. In the performance of the Work, the Company shall observe and comply with the statutes and regulations of Canada and the Province of Ontario and with the by-laws of the Municipalities within which the Work is located, so far as
Toronto Transit Commission General Conditions Request for Proposal – Service (May 2012)
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the said statutes, regulations and by-laws affect the Work or control or limit the actions of persons engaged in the Work. GC4
TAXES AND DUTIES: The Contract price whether an upset limit or fixed fee shall be inclusive of all Canadian federal taxes, including the Goods and Services Tax, applicable under the Excise Tax Act and all customs and duties under the Customs Act and all Ontario provincial taxes applicable under the Ontario Retail Sales Tax Act, either in force or announced prior to the Proposal closing date, even if the effective date is subsequent to the Proposal closing date. If a change in the tax or duty payable is announced subsequent to the Proposal closing date, any change in tax or duty payable will be to the account of the Commission. No additional costs for administration or overhead and profit will be allowed on such changes and the Company shall supply at no cost to the Commission, sufficient documentation to permit a determination of the resulting change.
GC5
INDEMNIFICATION: The Company shall hereby assume the defence of, fully indemnify and hold harmless the Commission, the Commission's Representative, consultants, agents and employees, in respect of the amount of any claim, demand, loss, cost, expense (including reasonable legal expenses), action, suit, proceeding, liability, fine, penalty, interest, payment or damage (collectively referred to as “Claims”) by whomsoever (including, without limitation, the Commission) which is made, sustained, brought or prosecuted in any manner based upon, occasioned by or attributable to any breach of the Contract by the Company, or to any wilful misconduct, fault, or negligent act or Commission of the Company or any person, agent, consultant, firm or corporation for whose acts the Company is liable at law. Further, the Company shall pay any amount of Claims incurred by the Commission on account of any injuries, including death or damages, received or sustained by any persons or property and if it fails to do so, the Commission may pay such Claims and deduct the amount thereof from any monies due, or to become due, to the Company, or otherwise recover such amounts or any balance thereof from the Company. Notwithstanding anything to the contrary contained in the Contract, in no event shall either party be liable to the other party for any consequential damages, including, but not limited to, claims for loss of profit or reputation.
GC6
STAFF AND METHODS: The Company shall use the best available methods in performing the Work and shall employ only skilled and competent staff thereon, who shall observe that degree of care and skill which is customary and usual for staff appointed in a similar capacity in performing work in a basis which is reasonably comparable to the work and will be under the supervision of a senior member of the company’s staff. The Company’s Representative shall be as specified to the Commission and the Company shall advise the Commission of any proposed replacement of personnel to be provided pursuant to this Contract and shall submit the proposed replacement personnel to the Commission's Representative for approval at least one week prior to such replacement.
GC7
REPORTING OF PROGRESS: If requested by the Commission's Representative, the Company shall provide an update of the progress of the Work completed in a form agreeable to the Commission.
GC8
CHANGES IN THE WORK AND CLAIMS: During the Contract, the Commission may make changes in the Work by altering, adding to, or deducting from the Work without invalidating the Contract. No change in the Work is to be commenced without a Contract Amendment or written instruction from the Commission. In the event that the Company is requested to perform work that is, in its opinion, additional to that covered by the Contract, then the Company shall provide notice in writing of its intention to make a claim prior to proceeding and thereafter shall maintain records of such work to substantiate any claim for extra work for submission for consideration by the Commission. The Company's notice of claim shall set forth particulars of the claim, the probable extent of the work, the estimated monetary value involved and the relevant provisions of the Contract Documents. If this procedure is not followed and no notice is given, it will be deemed that payment is included in the Contract price and no additional payment or extension to the Contract duration shall be made. The Commission will not pay interest or financing on outstanding monies owed to Companies or Subcontractors as a result of changes or claims submitted.
GC9
CONFIDENTIAL DATA: Except as specifically required to perform the Work, the Company, its partners, directors, employees, officers, agents and Subcontractors, shall not divulge or use elsewhere any information regarding the Commission and its operation acquired or discovered during the performance of the Work without the prior written consent of the Commission.
Toronto Transit Commission General Conditions Request for Proposal – Service (May 2012)
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GC10
RESPONSIBILITY FOR PROVISION OF SERVICE: The responsibility for providing the service required by this Contract is that of the Company. The Commission shall bear no responsibility for Company Staff, and in particular there shall be no responsibility to hire, train, direct, discipline, take source deductions, pay or terminate, etc., such Company Staff. Such functions are the sole responsibility of the Company or its Subcontractors, as the case may be.
GC11
WORKERS’ RIGHTS: In accordance with the Ontario Human Rights Code, the Company shall not discriminate against workers or applicants for employment as workers because of race, creed, colour, national origin, political or religious affiliation, gender, sexual orientation, age, marital status, record of offences, family relationship, or disability.
GC12
RECORDS AND AUDIT: The Commission may inspect and audit the books, payrolls, account and records of the Company at any time as deemed necessary by the Commission prior to completion of the Work and thereafter for a period of two (2) years, to verify the Company's valuations of Contract Amendments, cancelled Work and claims, and the Company shall supply certified copies of the books, payrolls, accounts and any other records to the Commission or access to same as required by the Commission.
GC13
SEVERABILITY: Any condition, clause, section, subsection or other subdivision of the Contract or any other provision of this Contract which is, or becomes, illegal, invalid or unenforceable, shall be severed from this Contract and be ineffective to the extent of such illegality, invalidity or unenforceability and shall not affect or impair the remaining provisions thereof.
GC14
SUSPENSION OR TERMINATION: The Commission may for cause or convenience, suspend or terminate further performance of all or any portion of the Work at any stage of undertaking by notice in writing to the Company. On the date of receipt of such notice, the Company shall immediately discontinue the Work being performed by itself or its Subcontractors as instructed and shall preserve all Work in progress and completed Work. The Company will be reimbursed for that portion of the Work satisfactorily performed or completed to the date of such notice. The Commission shall not be liable for any other costs arising from such notice including but not limited to loss of anticipated profits or loss of opportunity.
GC15
TERMINATION FOR DEFAULT:
.1
The Company shall be in default of the Contract and the Commission may terminate the Contract if the Company: .1 .2 .3
.4 .5 .6 .7 .2
Suspends the whole or any part of the Work without cause before completion. Fails or refuses to proceed with the Work with due diligence or fails or refuses to maintain the Contract schedule. Ceases or threatens to ceases to carry on its business, or if there occurs, at any time, an act or event of bankruptcy or insolvency of the Company (as defined or provided for in any applicable statute), or if any proceedings, voluntary or involuntary, by or against the Company under any statute or statutory provisions relating to bankruptcy, insolvency, liquidation, arrangement, re-organization or dissolution are commenced, or if the Company makes any proposal under the Bankruptcy Act or if the Company or the property or assets of the Company become subject to the Winding Up Act, or if any application is made with respect to the Company under the Companies’ Creditor Agreement Act or under similar legislation, or if any order shall be made or a resolution passed for the winding up, liquidator or similar official is appointed for the property or assets of the Company. Continually or fails to supply sufficient skilled workers, or Products of the proper quality or quantity. Fails to make payments promptly to supplies or Subcontractors for materials, Products and labour. Disregards or fails to comply with statues, regulations, by-laws or the instruction of the Commission’s Representative. Continually or repeatedly refuses or fails without cause to perform the Contract in strict accordance with the Contract Documents.
In the event that the Company is in default of the Contract as outlined herein, the Commission’s Representative may serve written notice upon the Company specifying the default and instructing the Company to remedy such default.
Toronto Transit Commission General Conditions Request for Proposal – Service (May 2012)
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.3
If the default continues for four (4) calendar days after the date of serving the said notice of default, the Commission may serve upon the Company written notice of its intention to terminate the Contract.
.4
If the default continues for four (4) calendar days after the date of serving the said notice of intention to terminate the Contract, the Commission, upon issuance of written notification from the Commission’s Representative that sufficient cause exists to justify such action and without prejudice to any other rights or remedies it has, may terminate the Contract.
.5
If the Commission is required to complete the Work, the Company shall nor be entitle to receive any further payment until the Work is complete. If the unpaid balance of the Contract price exceeds the reasonable cost of completing the Work and any damages incurred by reason of the Company’s default, such excess shall be paid to the Company.
.6
If such reasonable cost of completing the Work including damages exceeds the Contract price, then the Company shall be liable to the Commission for any additional cost in completing the Work.
END OF SECTION
Toronto Transit Commission Supplementary Conditions Request for Proposal – Service (May 2012)
Page 1 of 4
INDEX: TITLE
NO. SC1 SC2 SC3 SC4 SC5 SC6 SC7 SC8 SC9 SC10 SC11 SC12 SC13 SC14 SC20
PAGE NO.
SCOPE OF SUPPLEMENTARY CONDITIONS.............................. 1 INSURANCE REQUIREMENTS .................................................. 1 EVIDENCE OF INSURANCE ..................................................... 1 COMMENCEMENT OF THE WORK ........................................... 2 TERMS OF PAYMENT............................................................. 2 SUBLETTING OR ASSIGNMENT OF THE CONTRACT ................. 2 PROPRIETARY RIGHTS ........................................................... 2 ADVERTISING AND PUBLIC RELATIONS .................................. 2 INVOICING AND CORRESPONDENCE ....................................... 2 CLAIMS ................................................................................ 3 REPORTS AND DOCUMENTS .................................................. 3 SETTLEMENT OF DISPUTES.................................................... 3 NON-RESIDENT WITHHOLDING TAXES .................................... 3 SELLING PRODUCTS TO TTC EMPLOYEES ............................... 3 TAXES AND DUTIES ……………………………………………………4
SC1
SCOPE OF SUPPLEMENTARY CONDITIONS: The General Conditions shall apply to the Contract except as amended in these Supplementary Conditions.
SC2
INSURANCE REQUIREMENTS: During the term of the Contract, the Company shall maintain the following insurance with insurance companies satisfactory to the Commission. General Liability Insurance – Which shall include: .1
Contractual liability coverage for liability assumed under GC5 INDEMNIFICATION
.2
Contingent employer’s liability coverage, for any claims that might be brought against the Commission by any employee of the Company.
.3
Company’s protective coverage for all subcontracted operations.
.4
Professional Liability Insurance Which shall include contractual liability coverage for liability assumed under GC5 – INDEMNIFICATION.
Such insurance shall provide a combined single limit of $1,000,000 for any one occurrence or accident for all claims arising out of bodily injuries including death and damage to property of others. Such liability insurance shall contain no exclusions in conflict with the character of the work required to be performed under the Contract. SC3
EVIDENCE OF INSURANCE: .1
Within ten (10) calendar days of request by the Commission, the Company shall provide the Commission with the following evidence of insurance on the Commission’s Forms .1 A certificate of General Liability Insurance .2 A certificate of Professional Liability Insurance]
.2
The evidence of the policy shall be endorsed with an undertaking from the insurance company that such insurance will not be cancelled or altered without thirty (30) days prior notice by registered mail to the TTC.
.3
Should the Commission be of the opinion that the insurance taken by the Company is inadequate in any respect for any reason what so ever, it shall forthwith advise the Company of such opinion and the
Toronto Transit Commission Supplementary Conditions Request for Proposal – Service (May 2012)
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reasons therefore and the Company shall forthwith take out insurance of a character satisfactory to the Commission. .4
The taking out of the insurance as aforesaid shall not relieve the Company of any of its obligations under the Contract.
SC4
COMMENCEMENT OF THE WORK: The Company may commence the Work upon Notification of Award issued by the Commission. However, the Company shall not begin the Work on the Commission's property prior to providing acceptable evidence of insurance to the Commission, if such insurance is required.
SC5
TERMS OF PAYMENT: .1
Once in each calendar month on or before the fourth day of the month, the Company shall submit in writing a detailed invoice for the value of the Work performed during the preceding month.
.2
Payments on account of the Company's services shall be made monthly within thirty (30) days following receipt by the Commission of an acceptable invoice from the Company. In the event the thirty days falls on a weekend or public holiday, payment will be made the next business day thereafter.
SC6
SUBLETTING OR ASSIGNMENT OF THE CONTRACT: The Company shall not subcontract, assign, transfer, convey, sell or otherwise dispose of the whole or any part of the Contract without the prior approve of the Commission's Representative. The Company agrees that it shall; incorporate the terms and conditions of the Contract Documents into all subcontract agreements, be as fully responsible to the Commission for the acts and omissions of its Subcontractors, agents, and persons directly or indirectly employed by it as for its own acts or omissions. Further, nothing contained in the Contract Documents shall imply or create any contractual relationship between any Subcontractor and the Commission.
SC7
PROPRIETARY RIGHTS: If any design, device, process or material covered by the letters patent or trade mark, copyright, industrial design, trade secrets or other forms of intellectual property, is provided by the Company under the Contract, the Company shall indemnify, defend and save the Commission harmless from any action or claim arising out of the infringement or alleged infringement of any valid or allegedly valid patent, trademark, copyright, industrial design, trade secret or other forms of intellectual property and shall indemnify the Commission for any cost, expense and damages which it may suffer or be obliged to pay by reason of such action or claim. The Company shall pay royalties and patent fees required for the performance of the Contract. Any drawings, documents, technical data, methods, processes, tooling, and inventions; whether conceived, or developed and produced during the course of the Contract specifically for the purpose of completing the Contract, shall be the property of the Commission, who shall have sole exclusive rights for subsequent use of same, except as may otherwise be granted by the Commission. Neither the Company nor its Subcontractors shall apply for any patent in regard thereto; or divulge, use or sell any information or thing related thereto, without the prior written consent of the Commission.
SC8
ADVERTISING AND PUBLIC RELATIONS: The Commission reserves the right to review and approve all public relations materials and advertising related to the Contract prior to publication. The Company shall ensure that any material or advertising to be published is submitted in writing to the Commission's Representative for such approval. The Commission's Representative will provide a decision within twenty-one (21) calendar days of receiving such request for approval.
SC9
INVOICING AND CORRESPONDENCE: The invoices shall be in Canadian dollars and shall detail the following in a form acceptable to the Commission: .1
General: • The purchase order number; • Applicable Taxes (GST, PST) shall be shown separately on the invoice; • The Company’s GST registration number; • The work period covered by the invoice; • Separate charges for each Contract Amendment invoiced;
.4
Invoices in duplicate shall be submitted to:
Toronto Transit Commission Supplementary Conditions Request for Proposal – Service (May 2012)
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Toronto Transit Commission Finance Department Accounts Payable Section 1900 Yonge Street Toronto, Ontario M4S 1Z2 Attention: Supervisor Accounts Payable SC10
CLAIMS: In the event that the Company is requested to perform work that is in its opinion, additional to that covered by the Contract, it shall provide notice in writing prior to proceeding, thereafter substantiated claims for such work may be submitted for consideration by the Commission. The Commission will not pay interest or financing costs on outstanding monies owed to the Company on claims submitted.
SC11
REPORTS AND DOCUMENTS: Reports, research documentation, studies, testing, etc., prepared for the Commission under this Contract shall become the property of the Commission and the Commission may use them at any time without further remuneration or consent.
SC12
SETTLEMENT OF DISPUTES:
.1
If a claim or another dispute arising between the Company and the Company cannot be resolved to the satisfaction of both parties then the parties may, between themselves, agree to submit the particular matter for arbitration in accordance with the provisions of the Arbitration Act of the Province of Ontario and amendments thereto.
.2
The Company shall complete the Work, in accordance with the written instruction of the Commission's Representative, notwithstanding any dispute, arbitration or any legal action initiated by either or both of the parties.
.3
Arbitration proceedings shall not take place until the completion of the Work except in a case where the parties agree that a matter in dispute is of such nature as to require immediate consideration while evidence is available.
SC13
NON-RESIDENT WITHHOLDING TAXES:
.1
Certain payments to non-resident corporations or individuals may be subject to withholding taxes, under the Income Tax Act. Non-residents can apply in advance to Revenue Canada, Taxation for a waiver of the withholding tax requirement. Unless the Company provides the Commission with such waiver, taxes will be withheld as determined under the Income Tax Act.
.2
If a Company wishes to apply for a waiver it should contact: Canada Customs and Revenue Agency Non Resident Withholding Tax Department 1 Front Street West Toronto, Ontario, Canada M5J 2X6 Attention: Collections Office (416) 954-0542 Apply for waiver under ‘Regulation 105, bracket 1’ on Non Resident Withholding Tax.
. SC14 .1
SELLING PRODUCTS TO TTC EMPLOYEES: If the Company sells any of its products to a TTC employee (or any other person who may be working on TTC property) for their personal use, the Company is not permitted to deliver such products to the TTC employee at their work location or any other location within any of the TTC’s properties.
Toronto Transit Commission Supplementary Conditions Request for Proposal – Service (May 2012) SC15
Page 4 of 4
TAXES AND DUTIES The following supersedes GC4 – TAXES AND DUTIES in its entirety and any cross reference thereto:
.1
The Contract Price is inclusive of all applicable Canadian federal and provincial taxes and duties, either in force or announced prior to the Proposal closing date, even if the effective date is subsequent to the Proposal closing date, including but not limited to; the Goods and Services Tax (GST) applicable under the Excise Tax Act, and the Harmonized Sales Tax (HST) which will become effective July 1, 2010 (and which will supersede GST and ORST on the effective date), all customs and duties applicable under the Customs Act and Ontario Retail Sales Tax applicable under the Ontario Retail Sales Tax Act, (which will be superseded by the HST, starting July 1, 2010).
.2
If a change in the tax or duty payable is announced subsequent to the Proposal closing date, any change in tax or duty payable will be to the account of the Commission. No additional costs for administration or overhead and profit will be allowed on such changes and the Company shall supply at no cost to the Commission, sufficient documentation to permit a determination of the resulting change.
.3
Where an exemption or recovery of government sales tax, custom duties or excise taxes is applicable to the Contract, the Company shall provide the Commission where required, with all necessary cost information including original invoices and assistance, at no cost, to facilitate such exemption or recovery of taxes and duties to the credit of the Commission.
.4
For purchases of material made after the HST is implemented, any cost savings that results to the Company as a result of being able to claim the full HST amount as an input tax credit must be passed on to the Commission. The Company shall provide the Commission with detailed documentation, as requested by the Commission at any time, supporting: (1) adjustments to the prices to deduct the PST and add the HST and (2) calculations of the tax cost savings with respect to implementation of the HST on July 1, 2010.
END OF SECTION
