REQUEST FOR QUOTATION

Transcription

1 REQUEST FOR QUOTATION 1. Requirement Under the Request for Quotation (RFQ) Q01, the City of Ottawa (the City) is requesting quotations from authorized suppliers for the maintenance and support of SmartGuide (from Alphanat) Software licenses that are currently owned by the City. 2. Period of Contract The period of contract shall commence on the date of issuance of a Purchase Order and shall provide the support and maintenance for one (1) year with the possibility of extensions. 3. Closing Date Quotations must be submitted no later than close of business day on 23 July, Late submissions will not be accepted. 4. Bid Submission Bidders must submit their bids by or in hard copy by direct delivery and be addressed to the Contracting Authority noted below. Any inquiries prior to the Closing Date shall be directed to the Contracting Authority only. 5. Contracting Authority Michelle Lemieux City of Ottawa, Supply Branch 100 Constellation Drive, 4 th Floor, West Tower Ottawa, Ontario K2G 6J8 Phone: ext Fax: michelle.lemieux@ottawa.ca Copies of this Request for Quotation (RFQ) are available for download on the Internet at Ottawa.ca is the official and sole distributor of this RFQ and any issued addenda. If a bidder obtains this RFQ by any means other than Ottawa.ca, ensuring the accuracy of the RFQ and the receipt of any addenda is the sole responsibility of the bidder. It is the responsibility of the bidder to regularly check Ottawa.ca for any addenda that may be issued prior to the Closing Date. Page 1 of 8

2 6. Basis of Award The City intends to award a contract to the lowest responsive bidder based on the TOTAL PRICE (Price Schedule), minus any prompt payment discount offered. Acceptance of a quotation will be conveyed by the issuance of a Purchase Order to the lowest responsive bidder. The City reserves the right to accept or reject any or all quotations should it be deemed in the best interest of the City. Should only one quotation be received, the City reserves the right to reject it at its sole and absolute discretion. The City may, at its sole discretion, conduct due diligence in order to review the certainty, reasonableness and comprehensiveness of a bid and may seek clarification or supplemental information from a bidder. Failure to provide the requested clarification or supplemental information may be considered sufficient grounds for rejecting a bid. 7. Price Schedule(s) Prices must be quoted in Canadian funds and must include all excise taxes, duty, custom clearances and all other charges in effect up to the Closing Date. Harmonized Sales Tax (HST) shall be extra to all prices quoted. Pricing Schedule Table 1 is in accordance with Schedule B Specifications that list the licenses that are presently being used by the City. Table 1: Pricing Schedule Item No. Description Product Purpose Quantity Unit Price Extended Price 1 (X) SG- MAIN NO SUBSTITUTE Annual support and maintenance All Licenses listed in Schedule B One (1) year $ $ Total Price (Excluding HST): $ If applicable, in the event of any discrepancy between the unit price and the extension, the unit price shall govern. Page 2 of 8

3 8. Payment Terms and Prompt Payment Discount In the absence of a prompt payment discount, the City will pay all invoices on a Net 30 basis meaning payments will be made by the City within thirty (30) days of receipt and acceptance of the invoice, or the receipt and acceptance of the goods and/or services, whichever is later. Bidders are encouraged to offer a cash discount for prompt payment which WILL be taken into consideration in the award of contract provided that the minimum number of business days for payment is fifteen (15). Should a prompt payment discount be offered that is not in accordance with this condition, the discount will not be taken into consideration in the award of contract however the discount may be claimed by the City in return for processing payment within the stated time frame. Should a prompt payment discount be offered, invoices must be submitted electronically to AP-CF@ottawa.ca in one of the following document formats: i. TIFF (Black and White and minimum 300 DPI resolution); ii. PDF (PDF v.1.7 or lower, Black and White, minimum 300 DPI resolution).and The bidder must register to receive payment by Direct Deposit. Information regarding how to register is available at the following link Direct Deposit Information ( Please indicate the prompt payment discount on all invoices. The bidder hereby offers a prompt payment discount of % if payment is made within business days following receipt and acceptance by the City of an invoice, or receipt and acceptance of the goods and/or services, whichever date is later, in the sole opinion of the City. Page 3 of 8

4 9. Company Information Table 2: Company Information Item Description Specific Information Company Name: Address: Telephone Number: Address: Authorized Representative: Date: 10. General Terms and Conditions The City s General Terms and Conditions are incorporated by reference into this RFQ. By submitting a quotation, bidders confirm that they have read the City s General Terms and Conditions and agree to be bound by them in any resulting contract. A copy of the General Terms and Conditions is available on the Purchasing Page on Ottawa.ca and can be accessed at the following link: General Terms and Conditions ( 11. Special Provisions Any Special Provisions applicable to this RFQ are set out in the attached Schedule A. Should there be a discrepancy between the wording of the Special Provisions, the General Terms and Conditions or the Specifications, the wording of the Special Provisions shall prevail. 12. Specifications The specifications of the requirements under this RFQ are set out in the attached Schedule B. Page 4 of 8

5 13. Collusion Bidders shall not engage in collusion of any sort and shall prepare their quotations without any knowledge of, or comparisons with, the quotations of other bidders. 14. Conflict of Interest Bidders are required to disclose to the City any potential conflict of interest prior to submitting a quotation. If a conflict of interest does exist the City may, at its sole discretion, reject a quotation until the matter is resolved to the satisfaction of the City. 15. Municipal Freedom of Information and Protection of Privacy Act The City is subject to the Municipal Freedom of Information and Protection of Privacy Act (MFIPPA) with respect to, and the protection of, information under its custody and control. Accordingly, all documents provided to the City by a bidder pursuant to this RFQ may be available to the public unless the party submitting the information requests that it be treated as confidential. Please note however that all information is subject to MFIPPA and may be subject to release under MFIPPA notwithstanding a bidder s request to keep information confidential. Page 5 of 8

6 1. SPECIAL PROVISIONS SCHEDULE A 1.1. Insurance The Contractor shall provide and maintain, at its sole expense, during the term of the contract, the following policies of insurance: Commercial General Liability insurance issued on an occurrence basis for an amount of not less than $2,000,000 per occurrence for any negligent acts or omissions by the Contractor. Such insurance shall include, but is not limited to bodily injury, death and property damage including lose of use; premises, property and operations liability; products and broad form completed operations liability; blanket contractual liability; cross liability; severability of interest clause; contingent employers liability; personal injury liability; owner s and contractor s protective coverage; non-owned automobile liability; broad form property damage; employees as additional insured and occurrence property damage. The Commercial General Liability insurance policies shall be in the name of the Contractor and shall name the City of Ottawa as an Additional Insured. Automobile Liability insurance with respect to owned or leased licensed vehicles used directly or indirectly in the performance of the services subject to a limit not less than $2,000,000 inclusive per occurrence for bodily injury, death and damage to property including loss of use. Professional Liability insurance to limits of not less than $1,000,000 for each claim. Such insurance shall provide coverage for all errors and omissions made by the Contractor, its partners, officers, directors and employees. If such coverage is written on a claims made basis, the insurance policy shall be maintained for a period of two years subsequent to conclusion of services provided under the contract or contain a 24 month extended reporting period. The liability insurance policies shall contain an endorsement to provide the City of Ottawa with 30 days prior written notice of cancellation. Evidence of insurance satisfactory to the City of Ottawa shall be provided prior to the commencement or work. Page 6 of 8

7 1.2. Delivery Delivery of the goods shall be no later than 27 July 2015 and shall be delivered to the following address: City of Ottawa 100 Constellation Drive, Ottawa, Ontario K2G 6J8 All prices must be quoted F.O.B. Destination Freight Prepaid. Bidders understand and agree that the successful bidder will be required to prepay and bear all freight or shipping charges for the delivery of the goods to the City. Freight or shipping charges will include at a minimum unloading, moving and placing the goods within the City s specified delivery location(s). The City will not be responsible for any damage sustained while the goods are in transit to the City s specified delivery location, regardless of whether damage is either visible or concealed, and regardless whether damage is discovered before or after the City has accepted the goods Approximate Quantities Where approximate or estimated quantities are indicated in the RFQ document, it is for the sole purpose of comparing quotations only. While these quantities have been carefully prepared in light of past experience and anticipated future requirements, the City is not bound to accept these quantities Permits The successful bidder is responsible for all utility clearances, permits and inspections applicable to the performance of the work at no cost to the City Warranty The bidder represents and warrants that the goods will be of a proper quality, free from any defect in manufacture, material and workmanship. Notwithstanding prior acceptance of the goods by the City, the successful bidder shall replace or repair, at its option and its own expense, any good that becomes defective or which fails to conform to the requirements set out in this RFQ as a result of faulty manufacture, material or workmanship. The warranty period shall commence on the date the goods are delivered and accepted by the City and shall extend for [Please Enter Maximum Warranty Period Here] or the length of the successful bidder s or manufacturer s standard warranty period, whichever is longer. Page 7 of 8

8 SCHEDULE B 1. SPECIFICATIONS The City presently owns the following SmartGuide licenses that require annual maintenance and support: Alphanat SKU Product Name 1 (X) SGQ-NFP SmartGuide QuickStart Product Purpose Development on 1 CPU Qty Product Specifications 1 Includes 1 SmartGuide Designer License and 1 SmartGuide Server License to run 1 Smartlet on a 1 CPU server for development and testing purposes 1 (X) SGA-10- NFP SmartApps 10 Development on 1 CPU 1 Allows running up to 10 Smartlets concurrently on 1 server or VM SGD-NFP SmartGuide Designer 4 (X) SGD-NFP SmartGuide Designer Development on 1 CPU 4 Additional license required for each additional CPU within one server, virtual machine (VM) 1 (X) SGS-NFP SmartGuide Server QA on 1 CPU 1 Additional license required for each additional CPU within one server, VM or a web farm 1 (X) SGA-10- NFP SmartApps 10 QA on 1 CPU 1 Allows running up to 10 Smartlets concurrently on 1 server or VM 1 (X) SGS-FP SmartGuide QuickStart Production on 1 CPU 1 (X) SGA-10-FP SmartApps 10 Production on 1 CPU 1 Includes 1 SmartGuide Designer License and 1 SmartGuide Server License to run 1 Smartlet on a 1 CPU server for development and testing 1 Allows running up to 10 Smartlets concurrently on 1 server or VM Page 8 of 8