RFI 26-0409 - Enterprise Land and Lease Management Software - Vendor Questions Response 1.docx (+2 more)

In BidsDirectly addressableFit 88 · Pursue

Closes: Friday August 21, 2026, 2:00:59 PM CST (CST)

RFI 26-0409 - Enterprise Land and Lease Management Software - Vendor Questions Response 1.docx (+2 more) · 26 requirements

Directly addressable — we can deliver this in-house

Maps to Software development / automation / AI (ADJACENT).
Priced service line — we can bid this at our target rates.

Tender synopsis — what they want & what you must have

What they want delivered

•This is an **RFI (market research only)** — the City of Saskatoon is gathering vendor information on a software solution, not awarding a contract yet

•Vendors must describe their solution's capabilities across structured sections (features, configuration, integration, reporting/dashboards)

•Indicate for each capability whether it's OOTB, configurable, customizable, third-party, planned, or not available

•Provide up to 3 references from municipal, public-sector, or comparable organizations with implementations in the last 5 years

•Solution must support Canadian data hosting or clearly explain alternatives that meet City privacy/security requirements

•No defined contract term — this is information-gathering only

To be eligible you MUST

•Register as a **plan taker** on saskatoon.bidsandtenders.ca before submitting (required to receive addenda and submit)

•Solution must be capable of meeting **LAFOIP** (Saskatchewan's local access and privacy legislation) requirements

•If not hosting data in Canada, you must clearly identify hosting location(s) and explain how City data residency, security, and privacy requirements are met

•Declare **all conflicts of interest**, including any staff who helped prepare the response and were City employees within the last 12 months

•Only communicate with the designated **RFI Contact** through the bidding system — no contact with any other City staff, officials, or representatives

Key submission rules

•**Deadline:** Friday, August 21, 2026, 2:00:59 PM CST via saskatoon.bidsandtenders.ca only

•**Questions deadline:** August 14, 2026, 2:00 PM CST; **Addenda deadline:** August 18, 2026, 2:00:59 PM CST

•Submit electronically through the bidding system — no other submission method accepted

•Include a completed and signed **Respondent Submission Form (Appendix A)** with all issued addenda acknowledged

•Supporting materials (screenshots, workflow diagrams, sample reports/dashboards) are encouraged but not mandatory

Watch-outs

•Uploaded files that are corrupted or cannot be opened **may be rejected** — verify files before submitting

•You must **acknowledge every addendum** individually on the Submission Form or risk non-compliance

•All City information obtained through this RFI is confidential — do not disclose or use it beyond your response without written City authorization

Bid closing

Closed

Friday August 21, 2026, 2:00:59 PM CST (CST)

Bid package completion

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Find every missing item and get an AI-suggested answer for each.

Go / no-go summary

mandatory requirements

Moderate — a typical mandatory load; budget real time for evidence gathering.

3 candidate row(s) dropped as unverifiable by the citation guard.

High-risk items

p.1 — the solution must be capable of meeting LAFOIP requirements.
p.15 — RFI Response * (mandatory)•

Submission envelope

Closing date/time: Friday August 21, 2026, 2:00:59 PM CST
Timezone: CST
Submission channel: saskatoon.bidsandtenders.ca (electronic bidding system only; submissions by other methods will not be accepted)
Page limits: —
Addenda: Respondents must be registered as a plan taker on the bidding system to receive addenda email notifications and download addenda. The Respondent Submission Form requires acknowledgement of each addendum issued. All communications must be initiated electronically through the bidding system; the City will not accept respondent communications by any other means except as specifically stated in the RFI.

Format rules

Responses must be submitted electronically through the bidding system at saskatoon.bidsandtenders.ca
Submissions should include a completed and signed Respondent Submission Form (Appendix A)
Responses should follow the structure, format, and instructions outlined in the RFI document
Respondents must be registered as a plan taker for this opportunity on the bidding system
Uploaded file(s) must not be defective or corrupted and must be able to be opened and viewed by the Owner; if files cannot be opened or viewed, the submission may be rejected
RFI Response is mandatory
Respondents are encouraged to provide supporting materials such as screenshots, workflow diagrams, sample reports, and sample dashboards where appropriate
Where applicable, indicate whether capabilities are available Out of the Box (OOTB), Through Configuration, Through Customization, Through Third-Party Integration, Planned for Future Release, or Not Available

Addenda — acknowledge all before submitting

Respondents must be registered as a plan taker on the bidding system to receive addenda email notifications and download addenda. The Respondent Submission Form requires acknowledgement of each addendum issued. All communications must be initiated electronically through the bidding system; the City will not accept respondent communications by any other means except as specifically stated in the RFI.

I have retrieved and acknowledged every addendum.

A missed addendum is a common automatic disqualification.

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Requirements

#	Page	Category	Requirement
1	p.1	submissionhigh	Closing Date: Friday, August 21, 2026, 2:00 PM CST(Addendum #1 Header)
2	p.1	othermedium	Where Canadian data hosting is not available, vendors will be required to clearly identify the data hosting location(s) and describe how they meet the City's data residency, security, privacy, and regulatory requirements.(Q2/A2 – Data Residency)
3	p.1	certificationhigh	the solution must be capable of meeting LAFOIP requirements.(Q2/A2 – Privacy)
4	p.2	submissionhigh	Submission Deadline: Friday August 21, 2026, 2:00:59 PM CST(Cover Page / RFI Timetable)
5	p.3	submissionmedium	Deadline for Questions Friday August 14, 2026, 2:00:00 PM CST(2. RFI Timetable – Key Dates)
6	p.3	submissionmedium	Deadline for Addenda Tuesday August 18, 2026, 2:00:59 PM CST(2. RFI Timetable – Key Dates)
7	p.3	submissionhigh	Submission Deadline Friday August 21, 2026, 2:00:59 PM(2. RFI Timetable – Key Dates)
8	p.3	formatmedium	Respondents should structure their submission according to the sections below.(4. Information Requested)
9	p.4	experiencelow	Similar implementations completed within the last five (5) years, including a brief description of the organization, scope, and outcomes achieved.(Section 1 – Vendor and Solution Overview – 1.1 Vendor Overview)
10	p.5	experiencelow	Provide up to three (3) references, if available, from municipal, public-sector, or comparable private-sector organizations that have implemented the proposed solution within the last five (5) years.(Section 1 – Vendor and Solution Overview – References)
11	p.11	submissionhigh	All respondents must be registered as a plan taker for this opportunity.(5. Submission Instructions – Bidding System Registration)
12	p.12	submissionmedium	Respondents and their representatives are not permitted to contact any employees, officers, agents, elected or appointed officials, or other representatives of the City, other than the RFI Contact, concerning matters regarding this RFI.(5. Submission Instructions – RFI Contact)
13	p.12	submissionhigh	Responses must be submitted electronically through the bidding system at: saskatoon.bidsandtenders.ca(5. Submission Instructions – Submission of Responses)
14	p.12	submissionhigh	Submissions by other methods will not be accepted.(5. Submission Instructions – Submission of Responses)
15	p.13	submissionmedium	Submissions should include a completed and signed Respondent Submission Form (Appendix A) that acknowledges, among other things, that this RFI and any respondent submissions will not create a legal relationship or obligation regarding the procurement of any good or service.(APPENDIX A – RESPONDENT SUBMISSION FORM)
16	p.14	submissionhigh	Closing Date: August 21, 2026 2:00 PM(APPENDIX A – RESPONDENT SUBMISSION FORM / Bidding System Details)
17	p.15	formathigh	It is your responsibility to make sure the uploaded file(s) is/are not defective or corrupted and are able to be opened and viewed by the Owner. If the attached file(s) cannot be opened or viewed, your submission may be rejected.(APPENDIX A – RESPONDENT SUBMISSION FORM / Documents)
18	p.15	formathigh	RFI Response * (mandatory)•(APPENDIX A – RESPONDENT SUBMISSION FORM / Documents)
19	p.16	submissionmedium	The respondent acknowledges that the information provided is, to the best of its knowledge, complete and accurate.(1. Terms of Reference, f. Accuracy of Responses)
20	p.16	othermedium	All information provided by or obtained from the City in any form in connection with this RFI either before or after the issuance of this RFI (i) is the sole property of the City and must be treated as confidential; (ii) is not to be used for any purpose other than replying to this RFI; (iii) must not be disclosed without prior written authorization from the City; and (iv) must be returned by the respondent to the City immediately upon the request of the City.(1. Terms of Reference, h. Confidential Information of the City)
21	p.16	othermedium	The respondent may not at any time directly or indirectly communicate with the media in relation to this RFI without first obtaining the written permission of the City.(1. Terms of Reference, h. Confidential Information of the City)
22	p.17	submissionhigh	I/WE agree to be bound by the terms and conditions and have authority to bind the Corporation and submit this Bid on behalf of the Bidder.(Submission Form)
23	p.17	submissionhigh	The bidder must declare all potential Conflicts of Interest, as defined in section 3.4 of the RFx.(Submission Form)
24	p.17	submissionhigh	This includes disclosing the names and all pertinent details of all individual (employees, advisers or individuals acting in any other capacity) who (a) participated in the preparation of the proposal; AND (b) were employees of the City within twelve (12) months prior to the Submission Deadline.(Submission Form)
25	p.17	submissionhigh	The Bidder acknowledges and agrees that the addendum/addenda below form part of the Bid Document(Submission Form)
26	p.17	submissionhigh	Please check the box in the column "I have reviewed this addendum" below to acknowledge each of the addenda.(Submission Form)

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