The Workers Compensation Board of Manitoba (WCB) invites firms to submit a Proposal for the following: The WCB requires a vendor to assist the WCB in developing a data governance and AI strategy and implementation roadmap.
Description of Services
The WCB requires the Contractor to perform the following:
a) Assessment
The Contractor will assess the WCB's capabilities, measuring its maturity against best practices. This assessment will be used, in part, to inform the Contractor of the WCB's vision, as well as its external constraints. This assessment at a minimum should include a description and review of the WCB's:
(i) responsibilities and constraints as a public sector organization;
(ii) regulatory environment, particularly with respect to data privacy protections;
(iii) current AI literacy level;
(iv) current data governance practices;
(v) data and analytics capabilities, particularly with respect to supporting an AI strategy; and
(vi) technical capabilities particularly regarding its ability to support an AI strategy.
The Contractor will provide a written report to the WCB with the results of the assessment.
b) AI Strategy
Based on the outcomes of the assessment, the Contractor will propose a comprehensive AI strategy for the WCB. The AI strategy, at a minimum, should cover the following elements:
(i) AI vision: Working together with the WCB, the Contractor will propose an AI vision. The vision will include goals for adoption and the identification of key use case types to be supported.
(ii) Governance: Recommendations for a governance structure to support the AI and data strategies. The Contractor will consider the WCB's size and public sector environment to determine if one (1) or two (2) governing bodies are needed.
(iii) AI organization: Recommendations for a target operating model to support AI at the WCB. This will include key roles, business processes, and functions.
(iv) AI technology: Recommendations for the necessary technology infrastructure to support the AI strategy, factoring in the current WCB technology roadmap, its size, and its function as a public sector organization.
(v) AI data: Recommendations for the changes needed in the WCB's analytical infrastructure, including roles and business processes to support the future AI strategy and any required processes for data governance.
(vi) AI literacy: Recommendations for enhancing AI literacy across the organization to ensure WCB employees become familiar with AI concepts, AI opportunities, and responsibilities in supporting AI adoption.
(vii) High level cost estimates: A rough order-of-magnitude cost estimate for implementing the AI strategy. The estimates will focus on the costs for additional resources or items the WCB does not currently possess.
When presenting the AI strategy, the Contractor should:
(i) Include WCB employee perspectives: Recognizing that people are a critical factor for successful AI adoption, the Contractor must engage WCB employees (especially those working directly with customers and internal clients) to gather insights on potential use cases. This should be done inclusively, ensuring that WCB employees have a chance to participate. The WCB is looking for creative options to engage and gather feedback from its workforce.
(ii) Consider WCB privacy and regulatory constraints: As a public sector organization, the WCB's AI strategy must integrate privacy and regulatory requirements into the approach.
(iii) Consider ethical AI use: Ethical considerations in AI implementation will be a key aspect of the strategy.
(iv) Identify potential risks associated with AI, as well as the corresponding risk mitigation strategies.
The Contractor will provide a detailed written report outlining the proposed comprehensive AI strategy.
c) Roadmap
The Contractor will collaborate with the WCB to recommend a roadmap for implementing the AI strategy. The proposed roadmap should be customized to the WCB's unique circumstances, including its priorities and capacity constraints.
The Services shall normally be performed during Business Hours. However, the WCB may request some of the Services to be performed outside Business Hours from time to time, as deemed necessary, in the unfettered discretion of the WCB. The Contractor shall not be entitled to charge overtime rates unless specified in the Fee Schedule.
The Vendor must have experience and knowledge with the following:
a) Extensive expertise in developing AI strategies; and
b) Resources with a deep understanding of AI and its potential to address and support organizational business needs.
The Vendor should have experience and knowledge with developing AI strategies for Canadian public sector organizations similar in size to the WCB (which may be considered an asset when evaluating).
The Proposal should include an overview of the proposed resource(s) being offered, including profiles of work which highlight their experience performing similar projects.
The Contractor will not be required to have and maintain workers compensation coverage for its workers who will be providing the Services, unless required pursuant to The Workers Compensation Act.
The Services shall be provided onsite at the WCB's facilities and from the Contractor's facilities located in Canada, as applicable, unless otherwise agreed in writing.
It is expected the Services will be required for an initial period of eight (8) months with a preferred start date of June 2, 2025. The WCB shall have an irrevocable option to further extend the Services on the same terms and conditions and fees for an additional period of up to one (1) year.
*Vendors are not permitted to contact any employees, officers, or agents of the WCB for matters regarding this RFP, except in writing to the Agreement Administrator. Failure to adhere to this rule may result in the disqualification of a Vendor and rejection of its Proposal.*
