REQUEST FOR PROPOSAL

RFP Closing Date and Time: Friday, August 28th 2026 at 5:00 pm ET

Submit a PDF copy electronically to: [email protected] For additional information or clarification, please email Mary Lachapelle, Deputy General Secretary/Chief Operating Officer [email protected].

A. Background The Ontario English Catholic Teachers’ Association (OECTA) represents teachers from Kindergarten to Grade 12 in publicly funded English Catholic schools, with almost 45,000 teachers working across the province. We are passionate about our work and care deeply about the quality of education in this province.

B. Intent

OECTA is seeking a qualified Project Manager to provide part-time, flexible support, estimated at 2-4 days each week for planning, coordination, and implementation of key finance modernization initiatives.

The Project

Manager will oversee financial system upgrades and support the evaluation and procurement of future technology solutions.

The Project

Manager will coordinate system integrations, streamline financial processes, and provide support across multiple concurrent initiatives to improve operational efficiency. The successful proponent will report to the Chief Financial Officer (CFO) and provide services in person at the OECTA office. Work will be assigned through a rolling work plan agreed in advance with the CFO. Days must be authorized by the CFO before they are worked. OECTA makes no guarantee of any minimum number of days or total value of work under this engagement.

C. Qualifications The successful proponent should demonstrate the following qualifications

- Demonstrated success in managing finance transformation, technology implementation, or ERP projects
- Experience leading financial system upgrades, implementation, and integrations, preferably with Sage products, ORANGE Digital payroll software, Emburse and Banking applications
- Solid experience understanding financial and accounting principles (e.g., month-end close, financial reporting, general ledger process)
- Knowledge of system integration and experience implementing automated workflows across multiple departments
- Preferred experience working with trade unions, education organizations, school boards or public sector organizations

D. Scope

Project Management Assistance and Delivery

- Develop and maintain project plans, schedules and budgets
- Coordinate project activities with the Finance team, internal staff, vendors, consultants and other stakeholders
- Facilitate project status reports, monitor progress, manage risks and provide recommendations to senior leadership
- Support change management activities including training, coordination and implementation planning

Financial System Modernization

- Coordinate the implementation of Sage 300 upgrade and other financial system modernization initiatives (e.g. project planning, vendor coordination, testing, staff training, documentation and implementation activities)
- Develop business requirements and cost-benefit analysis for future ERP solutions

System Integration and Process Automation




- Coordinate the implementation of system integration to reduce manual data entry and improve data accuracy
- Work with internal staff and vendors to design, test and implement system integrations
- Coordinate the testing and implementation of electronic payment solutions

Procurement Support

- Support the evaluation and procurement of Enterprise Resource Planning (ERP) and integrated Human Resources and Payroll systems to replace existing technology
- Develop business requirements, evaluation criteria and procurement documentation
- Coordinate vendor evaluations, demonstrations, contract negotiations and implementation planning

E. Submission Guidelines

Proposals should be submitted in the following format and must not exceed 10 pages, excluding the cover page, table of contents, resume and declarations.

Applicant Background and Experience

- Brief overview of the proponent including relevant experience delivering similar engagements. Include a signed declaration including the legal name of the proponent, an authorized signature and HST number if applicable.
- Include the resume of the proposed Project Manager, highlighting qualifications, certifications and project experience
- The successful proponent shall not substitute the proposed Project Manager or key personnel without prior written approval from OECTA
- Include a declaration that neither the proponent nor the proposed Project Manager sells, implements, resells, or receives compensation or referral fees from ERP, HRIS, or payroll software vendors or system integrators and must disclose any relationships that could create a real or perceived conflict of interest. OECTA reserves the right to disqualify proponents with conflicts

Relevant Experience

Description of comparable projects demonstrating experience with financial systems modernization, systems integration, enterprise software procurement or similar initiatives

Approach to Services

Describe the proposed approach to planning, managing and delivering this work, including stakeholder engagement, communication, reporting and quality assurance

Project Schedule

Proposed work plan and timeline, taking into consideration the following anticipated project dates:
- Work to begin September 28th, 2026
- Anticipated end date to be September 28th, 2027, with an option to extend the contract as required on the same terms

References

Contact information for three previous comparable clients to act as references

Fees

- Provide proposed fees and expenses, including hourly and per diem rates. Rates shall remain fixed for the duration of the contract. Per diem rates shall be based on a 7-hour workday during the hours (9 am to 5 pm).



Partial days shall be billed pro rata at the hourly rate
- For evaluation purposes, proponents' pricing will be compared based on an assumed 3 days per week over 50 weeks using per diem rates
- Provide an estimate and breakdown of anticipated reimbursable expenses, if any. Expenses will be reimbursed at cost, pre-approved by the CFO

Other The successful proponent shall maintain appropriate commercial general liability insurance with minimum coverage of $2,000,000 throughout the term of the engagement, and professional liability insurance (errors and omissions) with minimum coverage of $1,000,000. Upon request, the successful proponent shall provide a valid Certificate of Insurance

F. Schedule

RFP Issued: Week of August 10th 2026

Questions deadline: Friday, August 21st 2026 at 5:00 pm ET

RFP Closing Date and Time: Friday, August 28th 2026 at 5:00 pm ET

Interviews (as required): Week of September 8, 2026

Anticipated Award Date: On or about Monday, September 21st 2026

OECTA may establish a shortlist of the highest scoring proponents based on the evaluation criteria. Shortlisted proponents may be invited to participate in an interview or presentation as part of the evaluation process.

For additional information or clarification, please email Mary Lachapelle, Deputy General Secretary/Chief Operating Officer [email protected].

G. Submission Instructions

Submit a PDF copy electronically to: [email protected]

H. Evaluation Criteria

Proposals will be evaluated by OECTA and selected on the basis of:

1. Qualifications of proposed applicant and references (20%)
2. Relevant project experience (30%)
3. Proposed approach to delivering the services (20%)
4. Feasibility of project schedule (10%)
5. Price and cost effectiveness (20%)

Pricing will be scored based on a relative pricing formula: ?????? ?????÷?????????′? ????? × ????ℎ????=?????????′? ??????? ??????.

The three highest scoring proponents may be invited to participate in an interview to further confirm and assess their qualifications and approach.

I. Terms and Conditions

OECTA reserves the right to reject any or all proposals, cancel or amend this Request for Proposal (RFP), or reissue the RFP at its sole discretion. The lowest-priced proposal may not necessarily be accepted, and proposals shall remain valid for a period of ninety (90) days following the submission deadline. No contractual obligations arise from submission.

OECTA may negotiate with the top-ranked proponent, waive minor irregularities, award in part, or not award. Proponents bear their own bid costs. The successful proponent will be required to enter into an agreement with OECTA and a confidentiality agreement prior to commencing work.

The successful proponent will be ineligible to bid on future work relating to ERP or related systems procured as a result of this engagement. The proponent shall not subcontract any portion of the services without OECTA's prior written approval. Approved subcontractors are subject to the same confidentiality and conflict-of-interest requirements.

📌 Project Manager (Toronto)
🏢 Ontario English Catholic Teachers' Association
📍 Toronto