News Updates

Request for Proposals - Digital portal and CRM system

Posted on December 6, 2021

Issued by:                                                                                  
Manitoba Film & Music
410-93 Lombard Ave.
Winnipeg, Manitoba
R3B 3B1

1. Request for Proposal ​
Manitoba Film & Music is seeking proposals to build a web-based grants management system (GMS) with an integrated database. Manitoba Film & Music is seeking to replace its current database and create an online application portal and system to manage its funding and tax credit programs. The agency is seeking to launch the new system in May–July 2022. Proposals are due on December 17 before 5 p.m. Please ensure your RFP details how the proposed system manages the following: online applications, online assessment, relationship management, accounting and budgeting data tracking, access and security, system querying and reporting, customization, ease of use, support and training. Full details on the system and RFP requirements are listed in this document.

2. Introduction to Manitoba Film & Music
The Manitoba Film & Sound Recording Development Corporation (Manitoba Film & Music) is a statutory corporation of government proclaimed under the Manitoba Film and Sound Recording Development Corporation Act funded by the Province of Manitoba through the Department of Sport, Culture and Heritage. We exist so Manitoba's film and music industries flourish.

Manitoba Film & Music supports our province’s film and music industries through our objectives, which are to create, stimulate, employ and invest in Manitoba by developing and promoting Manitoba companies; producing and marketing film, television, video and music recording projects; and to promote Manitoba as a film location for national and international production companies. Manitoba Film & Music is a member of the Association of Film Commissioners International (AFCI).

As a funding agency, Manitoba Film & Music administers the Manitoba Film and Video Tax Credit Program on behalf of the Government of Manitoba and provides funding for the development and production of Manitoba-made content (both media production and music). Manitoba Film & Music also promotes the Manitoba media production industry and the Manitoba music industry nationally and internationally. As the provincial film commission, we promote Manitoba as a filming location. We are the first point of contact for production inquiries regarding location photos and the tax credit program.

Manitoba Film & Music offers a series of music funding programs to help expand the already impressive Manitoba music scene. As a government funding agency, we encourage music recording artists and songwriters in the Province of Manitoba to develop and promote their skills with assistance through five funding programs. Manitoba Film & Music also supports the growth of the music industry through a business development program, supporting labels, managers, publishers and live music presenters.

3. Manitoba Film & Music’s current technical environment

• Manitoba Film & Music currently uses a web-based database, called MovieSite, which was created by OpenBrolly.
• Manitoba Film & Music uses a service called Reel Scout for managing locations and film commission work.
• The office is a PC environment, with staff working on computers running Microsoft Windows and Office 365.
• Manitoba Film & Music has its own server for internal files.
• Manitoba Film & Music does not have an in-house IT staff and relies on external IT service providers for its requirements.
• Manitoba Film & Music is based in Winnipeg, Manitoba and has a staff of 11 people who work both in-office and remotely.
• Applications are currently in PDF format, posted on Manitoba Film & Music’s website, and are available for download.
• Applications are submitted by applicants via email. Applicants with large files and media content will include a link to an online cloud-based service, such as Google Drive or Dropbox.
• Manitoba Film & Music uses a third party signing and document management service called Small PDF.
• Manitoba Film & Music uses Sage Accounting for accounting purposes.
• Manitoba Film & Music uses Disco as a web-based music archive.
• Manitoba Film & Music uses Mailchimp for email mailouts.

4. Value-added software requirements
As part of this RFP, Manitoba Film & Music has identified features that are a current priority for the CRM and Grant Management System.

General:

• Information should be stored on Canadian servers
• French language capability
• GMS mobile device functionality 
• Spell check feature
• System meets accessibility standards
• Electronic signatures for key documents
• Clean and modern interface 
• Issue digital payments to applicants
• One integrated system of application intake and database with detailed reporting capabilities
• Ability to work with Manitoba Film & Music to develop an efficient workflow, from application intake to close
• Responsive, knowledgeable and ongoing technical support
• System must have search functionality for locating specific data within the CRM
• Jury portal and management capacity with user-restricted level
• CRA access to limited information on tax credit applications (note: CRA is the co-administrator of the Manitoba Film & Video Production Tax Credit)
• Anti-virus function for document uploads
• Capacity for Manitoba Film & Music staff to reset login credentials
• Customizable forms and fields that can be managed by Manitoba Film & Music staff

Security:

• Ability to provide e-signatures on grant funding in accordance with Canada’s Secure Electronic Signature Regulation, pursuant to the Personal Information and Electronic Documents ACT (PPIPEDA) and Manitoba’s Freedom of Information and Protection Privacy Act (FIPPA)
• Ensure security of information in accordance with PPIPEDA and FIPPA
• Security must meet high standards, as the database will be storing taxpayer information

Application portal functionality:

• Capacity for applicants to view funding they have received that calendar or fiscal year
• Capacity to create a client profile so they are able to edit certain fields; staff will be able to view other information, including key information such as recoupment status or awarded-fund totals, or overdue files/file status (see status tab)
• Save in-progress applications for applicants so they can work on an application over time
• Capacity for applicants to view the status of their applications
• Capacity for applicants to see outstanding items or action items
• Field information is received directly into the database
• Applicant profiles with corporate information attached
• Forms with mandatory fields
• Possibility for applicants to have a profile, where they only enter their information and their business information once
• Custom application forms for programs and tax credits that are bilingual
• Ability for Manitoba Film & Music to create and/or replicate workflows
• Ability for applicant to save completed applications for their records
• Ability for multiple co-applicants to work on the same application
• Ability for applicants to attach supporting documents and files of all types to their application submissions
• Capacity to receive and manage attachments and keep them linked to an application/file/project
• Notifications to staff when specific applications are submitted or additional/revised supporting documents are attached
• Eligibility criteria must be met for an application to be submitted
• Capacity to auto-fill documents such as contracts or letters of commitment with applicant’s information and application information

Program application processing:

• Review pane with easy access to all application information and related documents
• Capacity for system to allow applications to move through various stages of review and approval by different staff and multiple levels of internal approvals

Database:

• Tracking of all client data and linking to specific projects (e.g., it is possible to search an individual or company and see what projects they are connected to)
• Database information can generate templates for documents, including receipt letters, business affairs reports, agreements, and final closing reports. These documents are linked to the file and multiple versions can be created
• Automated alerts to inform applicants of deadlines and notify them if they are in default
• Tracking of information required to proceed with an application, with the ability to include notes on outstanding information
• Capacity of the service provider to migrate data from Manitoba Film & Music’s current database to the new system

Issuing of notices/letters:

• Capacity to issue letters/documents and create and save documents in the database
• Capacity to send email reminders for key dates to clients and staff
• Capacity to send receipt notices and project status emails (e.g., application received, under review, approved, reporting due, etc.)
• Capacity to link to email marketing software

Interim and final reporting on project:

• Capacity to have new documents added to an application linked to a project for interim and final reporting (e.g., cost reports, head and tail credits, mileage document, final tour itinerary, etc.)
• Capability to track contract milestones, including documents/information required for each funding drawdown
• Employment report submission

Report issuing capacity:

• Employment report tracking–easy access to workforce development statistics
• Custom reporting that includes the ability to sort by specific criteria and export to an Excel document that contains all identified fields connected to a project (ability to create reporting pre-sets of certain fields)
• Tracking of recoupment payments for film programs and reporting due dates, with the ability to attach sales reports
• Workflow for generating and tracking cheques for various drawdowns
• Ability to export data to Excel

Finance/budget tracking:

• Capacity to track program total budgets, awards and adjustments

Support:

• Service provider will provide ongoing support to Manitoba Film & Music staff
• Service provider will train Manitoba Film & Music staff on using the system
• Help menu for applicants

System administration:

• System will allow Manitoba Film & Music staff to make changes to online forms and change applications as needed without having to access technical support
• System will allow for non-software engineers to adjust workflows as needed

5. Selection criteria
Manitoba Film & Music will use multiple criteria to select the most appropriate software partner. Respondents are encouraged to be thorough in their proposals. We will be reviewing proposals with a lens of demonstrated customer service quality and support.

• Relevant past performance/experience
• Vendor strength and stability
• Capacity of software and service provider to meet the value-added requirements
• Understanding of Manitoba Film & Music’s goals and objectives
• Suitability of the solution provided
• Financial considerations

Any given bidder, including the lowest bid, may not be successful. Manitoba Film & Music is not responsible for any costs incurred by the respondents in preparing or submitting their proposals.

6. Response contents and format
Please complete all sections of the RFP. If additional material is required or further questions must be answered, please label attachments clearly and reference them in your response. Your response to this RFP will serve as the basis for the consideration of your potential as a partner.

RFP additional requirements

• Detail of service provided
• Detail of all licenses required and annual costs
• Detail of any third-party costs
• Total costs for the project’s completion
• Annual support costs, if any
• Details of support and training offered to and for Manitoba Film & Music staff
• Bandwidth requirements for the cloud-based GMS system
• Details of data migration and accepted formats
• Detail of project timeline and completion date

RFP scope of work detail

• Discovery and information gathering from Manitoba Film & Music
• Creation of new database (CRM) and digital/online grant and tax credit management system
• Creation of bilingual client-facing application portal (French and English)
• Migration of current database information from MovieSite to new system
• Training for staff on new system
• Premier support for one year from launch date of new GMS
• Integration of 14 current funding programs and the tax credit program into new system (example program forms are available here, and also by email request)

7. Information requirements

7.1 Corporate information
For the purposes of understanding more about your company and your ability to successfully fulfill this important Manitoba Film & Music requirement, please provide the information below as part of your response, clearly referencing each specific question.

• Overview of company and experience delivering GMS solutions
• Cities in which you maintain offices
• Number of employees
• Please indicate what differentiates your company from your competitors
• Will any of the work be subcontracted to third party companies? If so, please provide the components to be subcontracted and provide the details of any agreements in place, as well as a summary of past work you have completed together.
• Please identify your organization’s approach to product upgrades/enhancements
• Please provide details of three current or past customers that are similar in scope and requirements to those of Manitoba Film & Music

7.2 Proposed approach
For the purposes of understanding more about your company and your ability to successfully fulfill this important Manitoba Film & Music requirement, please provide the information below as part of your response, clearly referencing each specific question.

• Please provide a proposed work plan for a migration to your CRM and GMS software. Specifically, provide the following information:

i.  Key activities
ii. Timing
iii. Information/resource requirements from Manitoba Film & Music
iv. Deliverables
v.  Key milestones, checkpoints and other decision points

• If we elect to move forward with your organization, what Manitoba Film & Music resources would you require (e.g., information, data, staff resources, communication) during the course of migration and on an ongoing basis?
• Please identify the team that will be assigned to the account and describe how you plan to interact with us and any third-party providers that may provide services to Manitoba Film & Music.
• What services does your company provide with regards to setup?
• Outline server hardware requirements, as well as any web server software. What bandwidth is required to use a cloud-based grants management system?
• Please describe your CRM/GMS system’s handling of the following:

i.    Online applications
ii.   Online assessment
iii.   Relationship management
iv.   Accounting & budgeting
v.    Data tracking, access and security
vi.   System querying & reporting
vii.  Customization
viii. Ease of use
x.   Support & training

8. Cost
Please describe the pricing model you employ, including:

• Yearly fees
• Licences
• Maintenance fees
• Support costs
• Any additional costs

Please outline costs associated with configuration (e.g., data migration, customizing workflows, templates and instruction manuals), implementation (data migration), support (e.g., administrator training vs user training), and maintenance (e.g., troubleshooting, upgrades) in Canadian dollars.

9. Communication and response
Kevin Gabriel is the designated Manitoba Film & Music representative for managing the RFP intake. For any information, please direct all inquires as follows:

Kevin Gabriel, Chief Operating Officer
Manitoba Film & Music
410-93 Lombard Ave.
Winnipeg, MB R3B 3B1
(204) 947-2040

kevin@mbfilmmusic.ca
cc. stephen@mbfilmmusic.ca, brian@mbfilmmusic.ca

10. Response delivery instructions
Please submit an electronic copy of your proposal to:

Kevin Gabriel, Chief Operating Officer
kevin@mbfilmmusic.ca
cc. stephen@mbfilmmusic.ca, brian@mbfilmmusic.ca

11. Key dates

RFP issued: 03/12/21
Intent to respond & questions due: 09/12/21
Answers provided: 13/12/21
Proposals due: 17/12/21*
Selection: 04/01/22

*Please deliver your proposal by 5 p.m. CST on day of deadline.

12. Additional information
Application volumes

Application volume–the below is based on yearly averages

Music: 250 applications by 100 unique applicants
Tax credits: 135 applications by 100 unique applicants
Film programs: 110 applications by 60 unique applicants
Estimated number of external user logins per year: 3,000

GMS system user descriptions

Internal users: It is anticipated that there will be eight staff that are high-level system users who work extensively in the GMS and three staff who are lower-level users.

External users: External users will be applicants to Manitoba Film & Music’s film and music programs and the Film & Video Production Tax Credit Program, Manitoba Film & Music jurors, and CRA staff who access information regarding the tax credit. Manitoba Film & Music expects that there will be the following external users: 60 jurors and CRA-level users who will need access to certain application information. These persons may change from year to year, as well as the level of information-access they require.