REQUEST FOR PROPOSAL. Information Technology Support Services

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1 Request for Proposal 1 of 17 Box 1079, Avenue, Valleyview, AB T0H 3N0 (780) , (780) fax REQUEST FOR PROPOSAL Information Technology Support Services Bid Closing Friday, February 26, :00 p.m. Local Time

2 Request for Proposal 2 of 17 Table of Contents PART I TERMS AND CONDITIONS 1.0 BASIS OF PROPOSAL 2.0 DEFINITION OF TERMS 3.0 INVITATION TO BID 4.0 INSTRUCTIONS TO PROPONENTS 5.0 GENERAL CONDITIONS PART II BID DOCUMENTS 6.0 REQUIREMENTS 7.0 VENDOR RESPONSE SUMMARY

3 PART I TERMS AND CONDITIONS 1. BASIS OF PROPOSAL 1.1. Information and Instructions General It is the responsibility of all Proponents to carefully read all of the information and instructions, terms and conditions prior to submitting a proposal. Once a proposal has been submitted, a Proponent will be bound by these conditions. Proposals that do not strictly comply with the following instructions, specifications, terms and conditions will not be considered and will be placed in a folder marked Rejected Basis of Proposal The Proponent has carefully examined the proposal documents, including the terms and conditions of the Request for Proposal. The Proponent has made whatever inquiries it believes are appropriate. The proposal may be accepted by Municipal District of Greenview No. 16 by sending a written notice of acceptance to the Respondent. 2. DEFINITION OF TERMS Whenever used in the Request for Proposal (RFP), including any forms to be included as part of any proposal, the following words shall be deemed to have meanings as indicated below: Closing Time means the Closing Time specified in the RFP. Contract means the agreement(s) entered into by Greenview with the successful Proponent(s) for the goods, services or goods and services described in the RFP. Control means that Greenview has the authority to manage the Record, including its creation, use, disclosure and disposal. Custody means that a party has physical possession of the Record. FOIP Act means the Alberta Freedom of Information and Protection of Privacy Act. Greenview means The Municipal District of Greenview No. 16.

4 Proponent means a person, firm, or company submitting a proposal to The Municipal District of Greenview No. 16 pursuant to the RFP. Proposal means the offer of a Proponent to furnish materials, supplies, or services in response to an RFP. Record means information in any form, including proposals, reports, documents, drawings (computer generated or otherwise), specifications, photographs, letters, meeting minutes, vouchers and all other correspondence, papers and any other information that is written, photographed, recorded or stored in any manner, but does not include the software or any mechanism that processes such Records. RFP means this Request for Proposal of the Municipal District including all forms to be included as part of any proposal. Sites means all lands, buildings and premises where goods are to be delivered or services performed. Transitory Record means: a) Draft documents and working materials that are used to prepare the master Record that is on file (i.e. rough notes, preliminary drafts, dictating tapes, etc.); b) Duplicate documents when nothing substantive has been added, changed or deleted or the copy was created for convenience of reference purpose and the master Record is kept on file for the retention period (i.e. copies of minutes, correspondence, publications, prints of a microfilmed record, etc.); and c) Temporary information that can be destroyed once acted upon (i.e. phone messages, routing slips, diaries, opened envelopes, and information notes of little consequence). Examples of Transitory Records are: a) Has only temporary usefulness; b) Is not required for operational purposes once its immediate purpose has been served; c) Is not subject to legislated retention; d) When draft documents have value in substantiating or providing background material for the master Record such as audit working papers; e) When substantive information is recorded on a copy; where copies of documents go to different units for different uses (i.e. multi-part form); or when the master Record is not on a file; f) When substantive information is recorded, (i.e. when a date stamped envelope is proof of receipt). Vendor means a Proponent to whom a Contract is awarded by the Municipal District for any or all of the goods and services described in the RFP.

5 3. INVITATION TO BID Your firm is hereby invited to submit a proposal for the provision of Information Technology Support Services as detailed in this Request for Proposal documentation. Request for Proposal Description: Information Technology Support Services Date Issued: Friday, February 5, 2016 Closing Date: Friday, February 26, 2016 Closing Time: 2:00 p.m. (local time) Public Opening: Immediately upon Closing 4. INSTRUCTION TO PROPONENTS 4.1. Inquiries Refer all inquiries to Shane Goalder, Information Systems Technician at (780) All written inquiries and the replies thereto will be copied to all Proponents Proposal Return Request for Proposal submissions shall be sealed and enclosed in an envelope marked with Information Technology Support Services Proposal and addressed to: The Municipal District of Greenview No. 16 Box 1079, Avenue Valleyview, AB T0H 3N0 Attention: Shane Goalder Information Systems Technician Proposals must be received at the predetermined time and date set forth. Proposals received late will not be considered Proposal Conditions Proponents shall carefully read the Request for Proposal documentation and submit proposals subject to all conditions contained in the proposal documents. Proponents shall make all investigations necessary for estimating as to the conditions under which the work must be carried out and its nature and location. The submission of a proposal by a Proponent shall be construed by Greenview to mean that the Proponent agrees to abide by and carry out all conditions set forth in the proposal documents.

6 4.4. Proposal Clarification Should the Proponent find, during examination of the proposal documents, any discrepancies, omissions, ambiguities, or conflicts on or between the proposal documents or be in doubt as to their meaning, the Proponent shall bring the question to the attention of the person noted via only, not less than three days before the proposal closing time. The questions will be reviewed, and where information sought by the Proponent is not clearly indicated in the proposal documents, Greenview will issue an addenda, which will become part of the proposal documents. Should the Proponent fail to bring the discrepancy, omission, ambiguity or conflict to the attention of Greenview, the Proponent will be deemed to have included the most costly alternative in its proposal Error in Proposal No proposal shall be altered, amended or withdrawn after the time specified for opening proposals. Negligence on the part of the Proponent in preparing the proposal documents confers no right for the withdrawal of proposal after it has been opened Discussion Greenview reserves the right to conduct discussions with any Proponent that submitted a proposal to assure full understanding of the proposal submitted Proposal Award A Proposal award decision may be made after Greenview has had an opportunity to examine and evaluate all Proposals in detail. Greenview reserves the right to reject any or all Proposals and to accept any part of one or more Proposals. The decision of Greenview is final. This Proposal does not commit Greenview to award a contract or to pay any cost incurred in the preparation of a proposal, provision of samples, or attendance at a pre or postaward site meeting. No Proponent shall have any claim for any compensation of any kind whatsoever as a result of participating in this RFP, and by submitting a proposal each Proponent shall be deemed to have agreed that it has no claim Proposal Requirements Requirements are as listed and detailed in Section 7, Item 7.1-Specifications of this document Proposal Copies The Proponent shall provide three signed and sealed copies to Greenview.

7 5. GENERAL CONDITIONS 5.1. Amendments Greenview reserves the right to amend or revise the proposal documents by addenda up to three (3) days before the proposal closing time. Verbal instructions given in person are null and void and shall not be accepted by the Proponent. Receipt of all addenda by Proponents shall be acknowledged. It is the Proponents responsibility to ascertain and verify, prior to the closing time that it has received any and all addenda issued in relation to a proposal package Acceptance of Proposals The Proponent agrees that by submitting a proposal, the proposal is irrevocable and shall remain open for acceptance by Greenview for a period of 60 days from the Closing Time (unless this time deadline is extended by agreement between Greenview and the Proponent) Compliance with Laws The Proponent shall be responsible for complying with all Federal, Provincial (Alberta) and Municipal laws, rules, regulations, and guidelines that apply Financial Greenview reserves the right to investigate the Proponents financial position References The Proponent shall include evidence, satisfactory to Greenview, of ability to perform Proposal Prices Pricing shall be quoted in Canadian dollars. Proponents are to quote prices based on F.O.B. Greenview s site specified. Preference will be given to Proponents quoting firm prices for the contract period. Greenview reserves the right to request satisfactory evidence of any price amendment Goods and Services Tax Greenview is subject to Goods and Services Tax. All Goods and Services Tax shall be identified as a separate line item as part of individual unit price and the total bid.

8 5.8. Negotiation of Agreement Following the final evaluation and upon acceptance of a proposal by Greenview, the successful Proponent, at the discretion of Greenview, will be required to enter into further written agreement(s) based upon the terms and conditions of the Request for Proposal. Greenview reserves the right, in its sole discretion, to negotiate the terms and conditions of any such agreement(s) with the successful Proponent. Provisions of this Request for Proposal and representations made by the Proponent in its response are deemed to be incorporated into any such agreement(s), unless otherwise agreed to. If such agreement(s) cannot be negotiated with the successful Proponent within fourteen (14) days of notification by Greenview of acceptance of the Proponent s proposal, and notification of Greenview s desire to enter into such an agreement, Greenview may, in its sole discretion, terminate negotiations with that Proponent and negotiate an agreement(s) with another Proponent of its choice Contract The signing of a formal written agreement shall constitute the making of a contract between Greenview and the successful Proponent. No Proponent shall acquire any legal or equitable rights in relation to Greenview until the signing of a written agreement by Greenview New Technology In the event that new technology is introduced during the term of any contract relating to the materials, supplies, and services provided under the Contract, and; if in the opinion of Greenview that new technology is deemed a requirement of Greenview, the Vendor will be given ninety (90) days notification to supply comparable technology at a competitive price. If, in the judgment of Greenview s professional staff, the Vendor s technology is not comparable or the price is not competitive, Greenview reserves the right, on notice, to cancel the Contract without liability to the Vendor for the unexpired portion of the contract. Greenview also reserves the right to purchase this new technology during the ninety (90) day period Vendor Performance/Default Vendors aware of potential or pending supply difficulties must notify Greenview immediately of such difficulties before lack of supply of contracted products endangers Greenview s ability to supply products to user areas. In the event of non-performance, Greenview reserves the right to acquire the items from alternative sources and the Vendor shall be responsible for any excess cost occasioned

9 thereby and will pay the amount thereof to Greenview on demand. If the Vendor defaults or fails to perform in accordance with the Terms and Conditions of the offering or otherwise does not comply with this agreement as it affects the Vendor s obligations, Greenview may, at its sole discretion, terminate any remaining portion of this contract with the Vendor upon thirty (30) days written notice delivered to the Vendor, free of any claim of the Vendor of every nature and kind Invoicing All charges and credits are to be itemized and shown on invoices. All invoices, credits, and correspondence relating to any order must contain the original purchase order number as a reference Indemnification The Vendor shall indemnify and hold Greenview harmless with respect to all withholding and all other taxes or amounts of any kind relating to employment of any of the persons providing services to Greenview with respect to this Agreement. The Vendor shall indemnify and hold harmless Greenview, its employees and agents, from any and all claims, demands, actions, and costs what so ever that may arise, directly or indirectly, out of any acts or omissions of the Vendor in this Agreement. Such indemnification shall survive this Agreement Commitments Nothing in this Request for Proposal shall be construed as authority for the selected Vendor to make commitments that bind Greenview, or otherwise act on behalf of Greenview, except as Greenview may expressly authorize in writing Personal Injury/Property Damage Greenview shall not be liable nor responsible for any bodily or personal injury or property damage of any nature what so ever that may be suffered or sustained by the Vendor, its employees or agents, in the performance of any Agreement Insurance The Vendor shall provide Greenview with the following certificate of insurance, prior to the commencement of any contract resulting from the Request for Proposal: comprehensive general liability for an amount of not less than two million dollars ($2,000,000.00).

10 5.17. Governing Law Any agreement resulting from this Request for Proposal is subject to the laws of the Province of Alberta Confidentiality This RFP document shall remain the property of Greenview and is provided to potential Proponents for the exclusive purpose of preparing and submitting a proposal. Reproduction and/or distribution, in whole or in part, without the expressed written consent of Greenview, is forbidden. The Proponents shall keep confidential all information concerning Greenview and/or third parties or any business activities of Greenview or third parties acquired as a result of participation in this RFP. The Proponents acknowledge that the Freedom of Information and Protection of Privacy Act, S.A. 2000, c. F-25 as amended (the FOIP Act ) applies to all information and records relating to or obtained, generated, collected or provided under or pursuant to the terms and conditions of this RFP and any subsequent contract, and agrees to abide by the requirements of the FOIP Act in so far as it is applicable to the Proponent and the carrying out of the Proponent s duties or other obligations under or in connection with this RFP. Proponents may wish to seek their own legal advice on specific aspects of the requirements of the FOIP Act. All documents submitted to Greenview are subject to the protection and disclosure provisions of the FOIP Act. While the FOIP Act allows persons a right to access records in Greenview s custody or control it also prohibits Greenview from disclosing your personal or business information, where disclosure would be harmful to your business interests or would be an unreasonable invasion of your personal privacy as defined in sections 15 and 16 of the FOIP Act. Proponents are encouraged to identify what portions of their submissions are confidential and what harm could reasonably be expected from its disclosure. The purpose of collecting personal information required to be provided in this Request for Proposal is to enable Greenview to ensure the accuracy and reliability of the proposal, and to evaluate whether the submission is in response to the Request for Proposal. This information is required by the Greenview to carry out its operations. It is recommended that Proponents advise persons whose personal information is being provided to Greenview under this Request for Proposal that the privacy of the personal information as well as its possible disclosure by Greenview to third parties, upon request, will be governed by the FOIP Act.

11 Questions about the collection of personal information pursuant to this Request for Proposal shall be submitted to Karen Chowace, Administration Support Records Management/FOIP Clerk at (780)

12 PART II BID DOCUMENTS 6. REQUIREMENTS 6.1. Purpose The purpose of this Request for Proposal is to solicit proposals from Proponents who can supply Information Technology Support Services under a five year contract Product Requirements Product specifications are detailed in Section 7, Item 7.1 Specifications Product Delivery Product delivery will be made to Greenview located in the Town of Valleyview, Alberta or as designated by Greenview Product Pricing Pricing will be submitted as per Section 7, Item Pricing Submission Inspection All materials, supplies and services provided shall be subject to Owner s inspection. 7. VENDOR RESPONSE SUMMARY Services Required Cover Letter General Vendor Information Proposal References Pricing Submission Certification

13 7.1. SERVICES REQUIRED The selected vendor will be required to manage and maintain the Greenview Information Technology infrastructure to ensure optimal performance, efficiency and maximized uptime. Please indicate the services that you provide and how they will keep Greenview s computing environment running efficiently. Provide an overview of your services and how you think that each will contribute toward the service requirement COVER LETTER The cover letter must contain the following statements and information: a) Company name, address, telephone number(s), and website. b) Name, title, address, and telephone number of the person(s) to contact and who are authorized to represent the firm and to whom correspondence should be directed. c) A brief statement of your understanding of the services to be performed and make a positive commitment to provide services as specified. d) The letter must be signed by a corporate officer or person authorized to bind the vendor to the proposal and cost schedule GENERAL VENDOR INFORMATION a) Please provide the following information: b) Length of time in business. c) Length of time in business of providing proposed services. d) Total number of clients. e) Total full-time staff. f) Location of headquarters and any field offices. g) Location of office which would service this account PROPOSAL a) Please ensure your proposal includes the following: b) Description of the approach the firm will use in providing the service. c) Detailed listing of what s included with the service. d) Length of contract. e) Detailed listing of what s not included in the service and costs REFERENCES Please provide three (3) business references with contact information.

14 7.6. PRICING SUBMISSION Information Technology Support Services *Cost of Information Technology Support Services (Yearly) $ *TOTAL PRICE OF UNITS OVER A FIVE YEAR PERIOD: $ *GST excluded SUPPLIER NAME: PHONE/FAX NUMBERS: CONTACT NAME: ADDRESS:

15 To be submitted no later than 2:00 p.m., Friday, February 26, Three (3) copies of the Proposals must be in a sealed envelope and clearly marked Information Technology Support Services Greenview reserves the right to reject any or all proposals for failure to meet the requirements contained herein, to waive any technicalities, and to select the proposal which, as per Greenview s sole judgment, best meets the requirements of the program. The Request for Proposal creates no obligation on the part of Greenview to award a contract or to compensate the Bidder for any costs incurred during proposal presentation, response, submission, presentation, or oral interviews. Greenview reserves the right to award a contract based on proposals received without further discussion or negotiation. Vendors should not rely upon the opportunity to alter their qualifications during any discussions. Greenview further reserves the right to make such investigation as it deems necessary, to determine the capability of the vendors to furnish required services, and vendors shall furnish all such information for this purpose as Greenview may request. Vendors must specifically identify any portions of their submittals, deemed to contain confidential and proprietary information, or trade secrets. The vendors may be required to justify why Greenview should not, upon written request, disclose such materials. All requests from the vendor for additional information must be made in writing (includes ), and this information provided will be made available to all vendors at the discretion of Greenview. The lowest bid does not automatically win the bid.

16 7.7. CERTIFICATION We (Company name) of (Business address) (Telephone number) (Fax number) having examined and read the proposal documents for the Information Technology Support Services as issued by The Municipal District of Greenview No. 16, do hereby bid and agree to provide the services/products in accordance with the Proposal/RFP documents. Executed this day of, 20 Signature of authorized representative (Print or type) name and status of authorized representative

17 8. EVALUATION CRITERIA A selection committee will review the vendors qualifications. Once the review is completed a vendor will be chosen using the following criteria as a benchmark: The criteria are: Criteria Resource Budget and Price Considerations. Approach and Methodology Experience Proposed Service Available Points 40 points 20 points 20 points 20 points

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