About this opportunity
AI summaryThe Regional Municipality of Wood Buffalo requires a web-based bylaw incident and report management software solution. The system must support the complete incident lifecycle from intake to closure, enforce mandatory data fields, store records without expiration, and provide configurable AI tools and GPS mapping. Additionally, the software must integrate with ArcGIS REST services, SAP, a Taxi SQL Server database, and provincial road access systems while supporting electronic signatures and major web browsers. Eligibility is limited to Canadian organizations. Vendors must submit questions by November 25, 2026, and submit final proposals electronically through the municipality's online bids&tenders bidding system. The buyer will evaluate bids across mandatory submission requirements, mandatory technical requirements, non-pricing rated criteria—including requirements suitability, implementation, training, and maintenance—and pricing.
Buyer and opportunity details
- Client
- The Regional Municipality of Wood Buffalo
- Solicitation No.
- RFP-2026-1383
Scope of work
- Web-based incident and report management software solution
- Cloud hosting in a secure data centre physically located within Canada
- Incident lifecycle tracking from intake to closure
- Configurable AI capabilities to assist with data evaluation, trend identification, and reporting
- System integrations including Taxi System, ArcGIS REST services, and SAP
- Offline redundancy capabilities storing data locally during cellular dead zones
- System implementation and training plan execution
- Annual maintenance, licensing, and helpdesk application support
How proposals are evaluated
| Criterion | Weight / scoring |
|---|---|
| Social Procurement | 5 points |
| Indigenous Participation | 5 points |
| Company Background and Experience | 10 points |
| Suitability to Meet Rated Requirements | 35 points |
| Implementation Schedule and Training Plan | 10 points |
| Maintenance and Support | 15 points |
| Demonstration | 20 Points |
| Pricing | Not specified |
Minimum qualifications
- Proposed solution must be hosted in a cloud-based data centre located within Canada
- Must not indicate Does Not Meet for any High-Priority Requirement identified in the specifications
- Must acquire a minimum of 21 out of 35 points (60%) for Suitability to Meet Rated Requirements
- Experience for three projects similar to the requested services, preferably from municipal clients
Documents to include with your response
- Mandatory Submission Requirements (Stage I)
- Appendix A - Form of Agreement response or opt-out confirmation
- Appendix B1 - Proponent Declaration Form
- Appendix B2 - Proponent Information Form
- Appendix C - Pricing forms (all one-time costs and annual license/support)
- Appendix D - Suitability to Meet Rated Requirements form
- Appendix D - References (three references)
- Implementation Schedule
- Social Procurement Questionnaire Supporting Information
- Indigenous Participation Questionnaire supporting documentation/verification
Key dates
- Issue Date of RFP
- Documented Online
- Deadline for Questions
- Documented Online
- Deadline for Issuing Addenda
- Three (3) business days for Submission Deadline
- Submission Deadline
- Documented Online
How to submit
- Method
- Electronic via the Bidding System
- Instructions
- Online submissions accepted only through bids&tenders at https://rmwb.bidsandtenders.ca; proponents must be registered as a Plan Taker.
Contract details
- Term
- Six (6) years, with an option to extend for two (2) consecutive additional two (2) year terms
- Insurance and bonding
- Insurance requirements as detailed in the Form of Agreement must be provided within five (5) business days of request as a pre-condition of award