REQUEST FOR PROPOSALS (RFP) Wide Area Network (WAN) Connectivity Services To Multiple District Sites Reference No: RFP.093.17 Important Dates & Times: Issue Date November 17, 2017 Deadline for Enquiries December 1, 2017 Closing Date December 8, 2017 Closing Time 4:30pm Local Time
Page 2 TABLE OF CONTENTS 1.0 RFP RECEIPT CONFIRMATION FORM... 4 2.0 DEFINITIONS... 5 3.0 SCOPE OF SERVICES... 6 3.1 Introduction and Purpose... 6 3.2 WAN Service Requirements... 6 3.3 Service Level Requirements... 7 3.4 Term of Agreement... 7 4.0 INSTRUCTIONS TO PROPONENTS... 8 4.1 Advertising of RFP... 8 4.2 Closing Date and Time... 8 4.3 Number of Copies... 8 4.4 Proposal Submission Location... 8 4.5 Electronic Submission of Proposals... 9 4.6 Clarity and Organization of Proposals... 9 4.7 Enquiries and District Representative... 9 4.8 Addenda... 9 4.9 Currency and Taxes... 10 4.10 Notice of Award... 10 5.0 RFP GENERAL CONDITIONS... 11 5.1 Withdrawing a Proposal... 11 5.2 Acceptance Period for Proposals... 11 5.3 Acceptance or Rejection of Proposals... 11 5.4 No Binding Agreement until Execution of a Contract... 11 5.5 Negotiations with Proponents... 11 5.6 Ownership of Proposals... 12 5.7 Freedom of Information & Protection of Privacy Act... 12 5.8 Solicitation of District Staff and Council Members... 12 5.9 Collusion... 12 5.10 Acceptance of RFP Terms & Conditions... 12 5.11 Proponent s Understanding of the RFP and Project... 12 5.12 Proponent s Qualifications... 13 5.13 No Advertising of Relationship... 13 5.14 Confidentiality... 13 5.15 Cost of Proposal... 13 5.16 No Claim... 13 5.17 No Warranty... 13 5.18 No Conflict of Interest... 13 5.19 Non-Resident Withholding Tax... 14 5.20 Contract Requirements... 14 5.20.1 Commercial General Liability (CGL) Insurance... 14 5.20.2 Business License... 14 5.20.3 WorksafeBC... 14 6.0 PROPOSAL CONTENT REQUIREMENTS... 15 6.1 Proponent Information Form... 15 6.2 Conflict of Interest Disclosure Statement... 15 6.3 Executive Summary & Statement of Understanding of Services... 15 6.4 Company Profile, Experience & References... 15
Page 3 6.5 Location and Contact Information for Technical / Support Personnel:... 16 6.6 Service Requirements / Technical Solution:... 16 6.7 Service Levels:... 16 6.8 Service Transitioning:... 16 6.9 Billing:... 16 6.10 Contract Term:... 16 6.11 Costs:... 17 6.12 Service Agreement:... 17 6.13 Value-Added Services:... 17 7.0 EVALUATION AND SELECTION... 18 7.1 Evaluation Committee... 18 7.2 Evaluation Process... 18 7.2.1 Pass / Fail Test:... 18 7.2.2 Detailed Evaluation:... 18 7.3 Evaluation Criteria... 19 7.4 Additional Information... 19 7.5 Interviews/Presentations... 19 7.6 Legal Action... 19 7.7 Negotiation of Contract and Award... 20 8.0 SCHEDULE A PROPONENT INFORMATION FORM... 21 9.0 SCHEDULE B - CONFLICT OF INTEREST DISCLOSURE STATEMENT... 22 10.0 SCHEDULE C FINANCIAL PROPOSAL FORM... 23
Page 4 1.0 RFP RECEIPT CONFIRMATION FORM District of North Vancouver Request for Proposal RFP.093.17 Wide Area Network (WAN) Connectivity Services To Multiple District Sites Interested Proponents are requested to return this RFP Receipt Confirmation Form within five (5) working days of receipt of the RFP documents via email to purchasing@dnv.org. COMPANY NAME: ADDRESS: CITY/PROVINCE: CONTACT PERSON: TELEPHONE NO: FAX NUMBER: EMAIL: SIGNATURE: PRINT NAME: TITLE: POSTAL CODE: I have received a copy of the above noted RFP, and: We will be submitting a Proposal We will NOT be submitting a Proposal
Page 5 2.0 DEFINITIONS Terminology such as, must, shall, should, or may identify the criticality of requirement. The terms must, and shall, are mandatory terms must be met in order for a proposal to receive consideration. Should and may identify preferred requirements and are desirable, but if not included in your Proposal submission, may affect the overall rating of the Proposal. In this RFP the following definitions apply: Closing Time has the meaning set out in Section 4.2 of this RFP; Consultant(s) / Contractor(s) / Vendor(s) means the Preferred Proponent(s) who or which executes a Contract resulting from this RFP; Contract / Agreement means a formal written Agreement formed between the successful Proponent(s) and the District by way of the District issuing a purchase order, or by execution of a Contract document(s); District / DNV / Owner means the Corporation of the District of North Vancouver; District s Representative for conduct of this RFP is the person named in Section 4.7; GST means the goods and services tax in effect in the Province of British Columbia at the time a Contract is executed; Preferred Proponent means the Proponent(s) selected by the Evaluation Team to enter into negotiations for a Contract; Proponent means the individual, partnership, corporation or combination thereof, including joint ventures, who or which sign Schedule A of this RFP; Proposal means a Submission made in response to this RFP; PST means the provincial sales tax in effect in the Province of British Columbia at the time a Contract is executed; Requirements means all of the specifications, Requirements and Services set out in the RFP that describe the Requirements that the Services, goods, materials and equipment must meet and the Consultant or Contractor must provide; RFP means this Request for Proposal document in its entirety, including any amendments, addenda, and/or clarifications pertaining to this RFP that may be issued prior to the Closing Time; Services means the Services as outlined in this RFP, or as otherwise agreed to; Sub-consultant means all Sub-consultants, suppliers, and agents of the Proponent; Submission means the Proponent s offer made for this RFP with all appendices or addenda submitted by the Proponent in response to the RFP; Work means all the labour, materials, equipment, supplies, Services and other items necessary for the execution, completion and fulfilment of the Requirements; and Work Site means the site where the Work is being performed.
Page 6 3.0 SCOPE OF SERVICES 3.1 Introduction and Purpose The District invites detailed Proposals from firms ( Proponents ) that can provide Wide Area Network (WAN) connectivity services from District Municipal Hall to two (2) of the District s remote sites where District dark fibre do not currently exist. Proponents who have the ability to provide the required WAN connectivity and are interested in this opportunity are invited to submit a Proposal. 3.2 WAN Service Requirements The District requires WAN connectivity for the following locations: 1. Harry Jarome Recreation Centre (Lonsdale Avenue) 123 E 23 rd Street, North Vancouver, BC, V7L 3E2 2. District of North Vancouver Fire Hall #3 (FH3) 550 Montroyal Boulevard, North Vancouver, BC, V7N 2K6 3. District of North Vancouver Municipal Hall (aggregate head-end) 355 Queens Road West, North Vancouver, BC, V7N 4N5 The District requires a point to multi-point circuit from #1 and #2 above terminating at #3: - District Municipal Hall contains TELUS and Shaw fibre assets - FH3 and Harry Jarome (Lonsdale Ave) only have TELUS Fibre assets - #1 and #2 circuits would need to be minimum 100mbps full duplex, unmetered Ethernet Virtual Connect (EVC) each - #1 and #2 circuit would need minimum CIR 2mbps Realtime QoS each - #3 circuit would need to be minimum 200mbps full duplex unmetered EVC - #3 circuit would need minimum CIR 4mbps Realtime QoS - All services are L2 we are not interested in L3 managed - VPLS, MPLS or any similar or better circuit types are acceptable solutions - All rates must be flat rates with no throughput caps The diagram below outlines a point to multipoint example: Municipal Hall 200mbps min. VPLS VPLS HJ Rec Ctr 100mbps min. FH3 100mbps min.
Page 7 3.3 Service Level Requirements Proponents are required to provide service level guarantees, including: o Service level offered o Measurement techniques used by service provider (i.e. from what endpoints, whether using customer or test data, the protocols being used and any pertaining methodology to the service being offered) o Period of measurement (i.e. packet loss per day, percentage of service availability per quarter, or annum) o Penalties/Credits provided for failure to meet specified levels (Please note that service level specifications without nonperformance penalties are service goals, not guaranteed service levels, and should not be included in this item.) Provide how actual performance will be reported against the proposed service levels Indicate how the District, as a customer, can independently verify service performance against proposed service levels (other than carrier supplied reporting) Indicate how penalties would apply to the service provided if service levels are not met. Will they be applied automatically by the service provider or does the District have to claim the credits and penalties due? Provide system-wide averages for this service level for the last three (3) relevant periods (i.e. if measured monthly, then provide the last three (3) months; if measured annually, provide the last three (3) years for which data is available) 3.4 Term of Agreement The District will consider a contract term of three (3) to five (5) years, commencing in January, 2018. Proponents are to specify contract term options (if applicable) in their Proposal.
Page 8 4.0 INSTRUCTIONS TO PROPONENTS 4.1 Advertising of RFP This RFP is being issued electronically through the BC Bid website (www.bcbid.gov.bc.ca) where any interested party may download the RFP document directly from the aforementioned website. No registration, tracking or other recording of RFP document holders will be performed by the District of North Vancouver (District). All addenda, amendments or further information will be published at the BC Bid website. It is the responsibility of the Proponent to monitor this website to check for updates. 4.2 Closing Date and Time Submissions are to be received on or before the Closing Date and Time as stated on the cover page of this RFP ( Closing Time ). Proposals received after the Closing Time will not be accepted. There will not be a public opening of Proposals. 4.3 Number of Copies One (1) bound paper copy of your Proposal and one (1) electronic copy (consolidated into a single.pdf file), submitted by email or flash drive, are requested. The District prefers Submissions to be double sided and on recycled or partially recycled paper. 4.4 Proposal Submission Location Proposals should be clearly labelled with the Proponent s name and address and the RFP title and reference number as shown on the RFP s title page and be received at: Supplies and Risk Management Department District of North Vancouver Municipal Hall 355 West Queens Road North Vancouver, B.C. V7N 4N5 The District is not responsible for Proposals delivered to wrong addresses, or electronic Proposals that are not received before the Closing Time. It is the sole responsibility of each Proponent to ensure their complete Proposal(s) is/are received as intended. Proponents submitting Proposals close to the Closing Time do so at their own risk as late Proposals will not be considered or evaluated.
Page 9 4.5 Electronic Submission of Proposals Proposals may be submitted by email to purchasing@dnv.org in order to meet the Closing Time; however the required number of hardcopies of your Proposal should be delivered to the address stated above by the next business day after the Closing Time. Proposals submitted by email will be deemed to be received based upon the receipt time stamp of the District s email gateway. The District will not be responsible or liable for ensuring that any electronic email system being operated for the District is in good working order, is able to receive transmissions, or for any delay for any reason to electronic submissions, including technological delays, spam filters, firewalls, job queue, file size limitations, etc. Proponents are advised that the District s email server does not accept.zip nor.rar files (which will be rejected), and that the maximum file size accepted by the District s email system is 35 MB. In the event the Proponent s email is rejected by the District s email system, or if a receipt confirmation is not received back from the District, the Proponent should immediately contact the primary contact person named herein. It is the Proponent s responsibility to allow for sufficient time prior to Proposal Closing to address any technological problems that may be encountered during the process of emailing their Proposal. 4.6 Clarity and Organization of Proposals Proposals should be complete, clear, consistent, well organized and legible to facilitate evaluation. Refer to RFP Section 6.0 (Proposal Submission Requirements) for information required to be provided in your Proposal. 4.7 Enquiries and District Representative All general and technical enquiries and other communications related to this RFP and any subsequent Contract are to be directed in writing only to the person(s) named below, the District s Representative: Larry Davis, Supplies & Risk Management Manager District of North Vancouver Tel: 604-990-2304 Fax: 604-990-2460 Email: purchasing@dnv.org Enquiries should clearly state the RFP title and reference number as on the cover page and be made no later than seven (7) calendar days before Closing Time. The District may not respond to inquiries made within seven (7) calendar days of the Closing Time. 4.8 Addenda If deemed necessary by the District, responses to any questions and/or any additional information will be issued by the District in the form of an Addendum, which shall form part of this RFP. No oral conversation will affect or modify the terms of this RFP or may be relied upon by any Proponent.
Page 10 Any Addenda issued to this will be published on the BC Bid website at http://www.bcbid.gov.bc.ca. It is the responsibility of the Proponent to ensure that it has received any Addenda issued prior to the Proposal submission date. Upon submitting a Proposal, a Proponent will be deemed to have received notice of all Addenda that have been issued. 4.9 Currency and Taxes All Prices should be quoted in Canadian Dollars, inclusive of all costs, fees and charges necessary and applicable to the provision of the Services, but are to be exclusive of any applicable PST and/or GST tax. Quoted price(s) should remain firm for the duration of the contract period. 4.10 Notice of Award The successful Proponent will be advised directly by the District. In most instances, the District will also advise the name of the successful Proponent on BC Bid s Contract Awards service at http://www.bcbid.gov.bc.ca. Proponents are encouraged to check the BC Bid website for any information concerning the awarding of a contract resulting from this RFP.
Page 11 5.0 RFP GENERAL CONDITIONS 5.1 Withdrawing a Proposal Any Proponent may withdraw its Proposal, either personally, by telephone or by written request, to the Supplies & Risk Management Manager at any time prior to the scheduled closing time. No Proponent may withdraw its Proposal for a period of ninety (90) days after the Closing Time of this RFP. 5.2 Acceptance Period for Proposals Any Proponent submitting a Proposal in response to this RFP commits, if selected as a Preferred Proponent by the District, to negotiate in good faith towards a Contract with the District on the basis of the Proposal submitted, for a period of ninety (90) days following the Closing Time. 5.3 Acceptance or Rejection of Proposals This is a Request for Proposals, not a call for Tenders. The District is under no obligation to award any Contract(s) as a result of this RFP and reserves the right to cancel the RFP process at any time. Awarding of any Contract(s) as a result of this RFP may be subject to Executive Management and/or Council approval & funding. Submission of a Proposal by a Proponent and its subsequent receipt by the District does not represent a commitment on the part of the District to proceed any further with the Proponent. The District reserves the right to accept or reject any Proposal(s), in whole or in part, or to waive any irregularities at its own discretion. The District reserves the right to select more than one Proposal as a result of this RFP. The lowest or any Proposal(s) may not necessarily be accepted. Any Contract(s) awarded as a result of this RFP will be based upon the best overall value to the District, as solely determined by the District. 5.4 No Binding Agreement until Execution of a Contract By submitting a Proposal, Proponents acknowledge that no Contract exists between them and the District until a final agreement is negotiated, and has been approved and executed by the authorized signatories of both of the parties. 5.5 Negotiations with Proponents The District may enter into discussions or negotiations with any Proponent, request further information from the marketplace, or pursue other options. The District reserves the right to negotiate with the selected Proponent(s) to modify its Proposal to best suit the needs of the District. If negotiations with the selected Proponent(s) are unsuccessful the District reserves the right to negotiate with the next most suitable Proponent(s) and so on until an agreement is reached. The District may, at its sole discretion, negotiate with one or more Proponents concurrently.
Page 12 5.6 Ownership of Proposals All information provided to the Proponents, including this RFP, shall remain the exclusive property of the District. Title to and ownership of confidential information and all related materials and documentation contained in the RFP will remain with the District. All Proposals and subsequent information or material received shall become the property of the District and will not be returned to the Proponent. 5.7 Freedom of Information & Protection of Privacy Act All Proposals will be held in confidence by the District unless otherwise required by law. Proponents should be aware that the District is a public body as defined by the Freedom of Information and Protection of Privacy Act (British Columbia) and is subject to that Act. 5.8 Solicitation of District Staff and Council Members Prior to the closing time, Proponents should not establish contact with anyone inside the District organization regarding this RFP (including District Council), other than the representative(s) identified in Section 4.7 without that representative's permission. 5.9 Collusion Proponents will not discuss or communicate with one another on the preparation of their Proposals. Each Proponent will ensure that its participation in the RFP process, and that of its team members, is conducted without collusion or fraud. Failure to comply with this requirement may lead to disqualification without further notice or warning. 5.10 Acceptance of RFP Terms & Conditions A Proponent wishing its Proposal to be considered must abide by the terms and conditions outlined in this RFP. Provisions in submitted Proposals that contradict any of the terms of this RFP must be clearly identified and submitted on a separate sheet entitled Exceptions / Clarifications; otherwise it will be deemed as acceptance by the Proponent of the terms and conditions of this RFP. 5.11 Proponent s Understanding of the RFP and Project Proponents are cautioned to carefully read and follow the procedures required by this RFP, as any deviation, omission, as well as any inaccuracies or misstatements may be cause for rejection. Proponents are required to carry out their own investigations and inspections in order to prepare their Proposals. The Proponent shall satisfy itself as to the character, quality and quantity of work to be performed, any materials to be furnished, and as to the requirements of any drawings, specifications, and any other contract documents which may affect its Proposal and the performance of the work, and shall not claim at any time after submitting a Proposal that there was any misunderstanding in regard to conditions at the site or of conditions imposed by any Contract resulting from this RFP.
Page 13 5.12 Proponent s Qualifications In submitting a proposal, the Proponent acknowledges and agrees that it has read, understood and agrees to all terms and conditions described in the RFP and that it has the necessary experience, skills and ability to effectively provide the Services. 5.13 No Advertising of Relationship The awarding of a Contract will not permit the Successful Proponent to advertise the relationship with the District without the District's prior authorization. 5.14 Confidentiality Any information acquired about the District by a Proponent during this process must not be disclosed unless authorized by the District, and this obligation will survive the termination of the RFP process. 5.15 Cost of Proposal Preparation and submission of a Proposal in response to this RFP is voluntary and any costs associated with Proposal preparation, submission, meetings, negotiations or discussions with the District are solely that of the Proponent submitting the Proposal. 5.16 No Claim The District and its representatives, agents, consultants and advisors will not be liable to any Proponent for any claims, whether for costs, expenses, losses or damages, or loss of anticipated profits, or for any other matter whatsoever, incurred by the Proponent in preparing and submitting a Proposal, or participating in negotiations for a Contract, or other activity related to or arising out of this RFP. Except as expressly and specifically permitted in this RFP, 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. 5.17 No Warranty The District, its directors, officers, servants, employees, agents and consultants expressly disclaim any and all liability for representations, warranties, express or implied or contained in, or for omissions from this RFP or any written or oral information transmitted or made available at any time to a Proponent by or on behalf of the District. Nothing in this RFP is intended to relieve a Proponent from forming its own opinions and conclusions in respect of this RFP. 5.18 No Conflict of Interest By submitting a Proposal, the Proponent declares that it has no pecuniary interest in the business of any third party that would cause a conflict of interest or be seen to cause a conflict of interest in carrying out the Services. Should such an interest be acquired during the term of this Agreement, the Proponent shall declare it immediately in writing to the District. If the Proponent does declare a
Page 14 conflict of interest the District may direct the Proponent to resolve the conflict of interest to the District s satisfaction. Proposals might not be evaluated if the Proponent's current or past corporate or other interests may, in the District's opinion, give rise to a conflict of interest in connection with this work. 5.19 Non-Resident Withholding Tax Please note that Income Tax Act (Canada) requires that payments to nonresidents for any services performed in Canada are subject to a Non-Resident Withholding Tax of fifteen percent (15%). Exemption from this withholding tax is available in some circumstances ( Certificate of Exemption ), but the nonresident must apply directly to the Canada Revenue Agency (CRA) at least thirty (30) days before commencing the service. 5.20 Contract Requirements The District will require the contract covering the provision of the Services to contain the following requirements: 5.20.1 Commercial General Liability (CGL) Insurance The Vendor will maintain a Commercial General Liability insurance policy with limits of not less than five million dollars ($5,000,000) per occurrence, and a deductible of not more than five thousand dollars ($5,000), protecting the Vendor and Vendor s Personnel against all claims for personal injury, death, bodily injury or property damage arising out of the operations of the Vendor or the actions of the Vendor or Vendor s personnel. The policy will contain a cross liability clause in favour of the District and will name the District and District s personnel as additional insured. 5.20.2 Business License Where the Vendor has a place of business located within the District of North Vancouver and/or where the Vendor is required to perform any work at a site within the District of North Vancouver, the Vendor is required to have a valid District of North Vancouver business license prior to Contract execution, and for the duration of the Contract Term. 5.20.3 WorksafeBC The Vendor will, at its own expense, procure and carry or cause to be procured and carried and paid for, full WorksafeBC coverage for itself and all workers, employees and others engaged in or upon the Services. The Vendor agrees that the District has the unfettered right to set off the amount of the unpaid premiums and assessments for such WorksafeBC coverage against any money owing by the District to the Vendor. The District will have the right to withhold payments to the Vendor until the WorksafeBC premiums, assessments or penalties in respect of the Services have been paid in full.
Page 15 6.0 PROPOSAL CONTENT REQUIREMENTS This section is intended to provide a summary for the Proponent as to the content of the response to this RFP. The Proposal shall be complete, specific and provide sufficient details to allow comparative analysis. In order to receive Proposals in a uniform format, Proponents should structure their Proposal in the order outlined below identifying each section by number. Proponents are encouraged to include any additional information that may be relevant to their Proposal and which may assist the District in the evaluation of their Proposal. The District prefers Submissions to be in 8 ½ x 11 format, double sided and on recycled or partially recycled paper, and follow the same format, sequence and numbering system below: 6.1 Proponent Information Form In this section, provide a completed Schedule A Proponent Information Form, signed by an officer in the organization responsible for certifying accuracy of all information in the Proposal and with the authority to commit the organization to this project (or utilize a format similar to Schedule A). 6.2 Conflict of Interest Disclosure Statement In this section, provide a completed Schedule B Conflict of Interest Disclosure Statement, signed by an officer of the organization (or utilize a format similar to Schedule B). 6.3 Executive Summary & Statement of Understanding of Services Provide a summary of the key points in your Proposal, which highlights the most significant aspects of your Proposal, and which would differentiate your Proposal and/or company from others. The Proposal should explain the Proponent s understanding of the Services required by the District with an emphasis upon the most important issues and how these issues will be addressed. 6.4 Company Profile, Experience & References In this section, provide information about your organization and illustrative examples of similar services provided. Include a recent list of client references (minimum three) where the Proponent has provided similar services to those required by this RFP, noting size, content and complexity.
Page 16 If this Proposal involves a consortium or partnership, identify all members and provide information for each member. Also, clearly describe and delineate roles and responsibilities of each party and their relationship and responsibility to the single lead Proponent. 6.5 Location and Contact Information for Technical / Support Personnel: In this section, provide information regarding your technical support center(s), contact information, hours and support staff. 6.6 Service Requirements / Technical Solution: In this section, please address how you will meet the requirements as described in Section 3.0 (Scope of Services) of this RFP. If applicable, advise of any Vendor equipment that would be required to be deployed on site. 6.7 Service Levels: In this section, provide details on service level agreements (SLA) that would be in place to address the requirements described in Section 3.0 of the RFP. 6.8 Service Transitioning: In this section, provide details on how you would transition the District from its current service provider of this service. 6.9 Billing: In this section, provide any pertinent billing details for the services offered (i.e. monthly billing cycles and payment terms). 6.10 Contract Term: In this section, provide details on available length of contract term(s). The District envisions a contract term of three (3) to five (5) years. The District reserves the right to select the term option that it determines, at its sole discretion, to be the most advantageous to the Distrrict.
Page 17 6.11 Costs: Complete and include a Schedule C Financial Proposal Form in this section (or utilize a format similar to Schedule C). In this section provide all fees relating to the provision of the Services, including all recurring, non-recurring / one-time, and variable charges. Only fees described in this section will be considered for inclusion into any agreement as a result of this RFP. Fees to include: Pricing (monthly recurring charge) for: o WAN L2 VPLS service o QoS Costs Recurring monthly flat-rate charge; Non-recurring / one-time charges (if applicable) Renewal cost (if applicable) 6.12 Service Agreement: Provide a copy of your standard service agreement for providing these Services. The District will be negotiating final terms prior to any award, and any Contract entered into will be supplemented by the RFP s terms and the successful Proponent s Proposal. 6.13 Value-Added Services: The Proponent has the opportunity to offer and describe any value-added services, products or items not specifically asked for and details as to what the Proponent is prepared to supply as part of the Contract. Unless otherwise stated, it is understood that there will be no extra costs for these services, however if there are any additional costs pertaining hereto, the summary and explanation of those costs should be included in Section 6.11 (Costs).
Page 18 7.0 EVALUATION AND SELECTION 7.1 Evaluation Committee The evaluation of Proposals will be undertaken on behalf of the District by an evaluation committee (the Evaluation Committee ). The Evaluation Committee may consult with others including District staff members, third party consultants and references, as the Evaluation Committee may in its discretion decide is required. Evaluations will be subjective and relative to the strength of other proposals received. The evaluations will be confidential and no totals or scores will be released to any Proponent. 7.2 Evaluation Process The evaluation of Proposals will be conducted at the District s sole discretion and may include consultation with others, references, industry research, etc. Any information obtained by the District, whether provided by the Proponent or not, may be used in the evaluation process. The District intends to evaluate Proposals based on the best overall value to the District in its sole discretion. The District is not obligated to complete a detailed evaluation of all Proposals and may, at its discretion, after completing a preliminary review of all the Proposals, identify and drop from the detailed evaluation any Proposal that the District deems is not in contention to be recommended for final selection. There will be a two-part evaluation process for this RFP as follows: 7.2.1 Pass / Fail Test: Proposals will first undergo a pass or fail test where the evaluation committee will determine if: the Proposal contains the necessary content, structure and detail to effectively and efficiently evaluate it; any stated mandatory requirements have been met; the Proponent has demonstrated they or their team has the required level of skills, expertise, experience, qualifications, etc., to successfully provide the Services; and the Financial offering can be considered for Contract award. 7.2.2 Detailed Evaluation: Proposals passing the initial pass / fail test will receive a detailed evaluation based on the criteria stated in Section 7.3 below.
Page 19 7.3 Evaluation Criteria Submissions will be evaluated on the basis of the overall best value to District based on quality, service, price and any other criteria set out herein including, but not limited to: a) Proponent s experince, history and general reputation in the industry b) References c) Technical solution d) Technical support & service levels e) Proponent s understanding of the services required by this RFP f) Provision of any value-added services g) Proponent s contract terms & conditions h) Cost i) Quality and completeness of the Proposal The District reserves the right, in its sole discretion, to consider other additional criteria in the evaluation of the Proposals. 7.4 Additional Information The Evaluation Committee may, at its discretion, request clarifications or additional information from a Proponent with respect to any Proposal, and the Evaluation Committee may make such requests to only one or more Proponents as the Evaluation Committee deems necessary. The Evaluation Committee may consider such clarifications or additional information in evaluating a Proposal. 7.5 Interviews/Presentations Following an initial review of Proposals, the Evaluation Committee may, at its discretion, invite some or all of the Proponents to attend interviews with the Evaluation Committee to provide additional information and clarifications. The Evaluation Committee will be entitled to consider the information received in any interviews in evaluating Proposals. 7.6 Legal Action In addition to any other provision of this RFP, the District may, at its absolute discretion, reject a Proposal if the Proponent, or any officer or director of the Proponent submitting the Proposal, is or has been engaged directly or indirectly in a legal action against the District, its elected or appointed officers, representatives or employees in relation to any matter. For purpose of this section, legal action includes, without limitation, a mediation, arbitration, hearing before an administrative tribunal or lawsuit filed in any court. Without limiting the District s sole discretion, in determining whether or not to reject a Proposal pursuant to this clause, the District will consider such factors as whether the legal action is likely to affect the Proponent s or its sub-consultant s ability to work with the District and its employees, agents, other consultants, contractors and representatives or any of them and whether the District s past experience with the Proponent or sub-consultant in the matter that resulted in the
Page 20 legal action indicates that the District is likely to incur increased staff and legal costs or either of them in the administration of the Contract if it is awarded to the Proponent. 7.7 Negotiation of Contract and Award If the District selects a Preferred Proponent(s), then the District will enter into discussions with the Preferred Proponent(s) to clarify any outstanding issues and attempt to finalize the terms of a Contract, including financial terms. If discussions are successful, the District and the Preferred Proponent(s) will finalize a Contract. If at any time the District reasonably forms the opinion that a mutually acceptable agreement is not likely to be reached within a reasonable time then the District may terminate discussions, in which event the District may then either open discussions with another Proponent or terminate this RFP and retain or obtain the Services in some other manner.
Page 21 8.0 SCHEDULE A PROPONENT INFORMATION FORM All Proponents should fill out this Schedule and submit it with their Proposal. Proponent Information: Legal Name of Proponent: Business Address: Telephone No.: Contact Person (Name & Title): Contact Person s E-mail: GST Registration No.: WorkSafeBC Account Number: Dunn and Bradstreet Number: (or N/A if not applicable) Fax No.: District of North Vancouver Business License Number: (or N/A if Proponent does not have a DNV business license) Incorporation Date: Banking Information for Electronic Funds Transfer (EFT): Bank Name: Bank Address: Bank Information: A/R Contact Name: Transit (5 digits) Institution Account number (minimum 7, maximum 14) A/R Phone No: Email Address to receive remittance advice (Please ensure that you clearly indicate underscore, hyphen or periods): @ I/We, the undersigned duly authorized representative of the Proponent, having received and carefully reviewed all of the Proposal documents, including the RFP and any issued addenda (as acknowledged below), and having full knowledge of the Work Site(s) and the Requirements submit this Proposal in response to the RFP. Addenda # dated Addenda # dated Addenda # dated Addenda # dated SIGNED: Authorized Signatory for the Proponent Date Name and Title (please print)
Page 22 9.0 SCHEDULE B - CONFLICT OF INTEREST DISCLOSURE STATEMENT All Proponents should fill out this Schedule and submit it with their Proposal. Date: Proponent s Name: Address: Phone/Fax No. Signature of Authorized Signing Officer: Print Name of Authorized Signing Officer: Title of Authorized Signing Officer: To the Corporation of the District of North Vancouver: The Proponent declares that it has no pecuniary interest in the business of any third party that would cause a conflict of interest or be seen to cause a conflict of interest in carrying out the Services. The Proponent also declares that neither it, nor any of its officers, directors, principals or employees, have or have had any relationship with any District employees or elected officials of the District, which creates or has the potential to create a real or perceived conflict of interest, or provide an unfair advantage, except as identified below. The above, individually, for each such relationship, identify: 1) the party or individual(s) involved: (if not applicable, mark N/A) 2) the nature of the relationship: (if not applicable, mark N/A) 3) the measures implemented, if any, to mitigate the conflict: (if not applicable, mark N/A)
Page 23 10.0 SCHEDULE C FINANCIAL PROPOSAL FORM All Proponents should fill out this Schedule and submit it with their Proposal. Proponent s Name: Pricing Table: Proponents are to provide pricing using a table format similar to the one shown below for each term option of 3 years (36 months), 4 years (48 months), and 5 years (60 months). All one-time, recurring and variable costs must be identified. Term Option 1: 36 months Service Description WAN L2 VPLS min. 100 MBPS (EVC) Service Location Harry Jerome Term (in months) One Time Charges Recurring Charges Fixed Variable (Monthly) 36 months $ $ $ Realtime QoS min. CIR 2 MBPS Harry Jerome 36 months $ $ $ Other (specify) Harry Jerome 36 months $ $ $ WAN L2 VPLS min. 100 MBPS (EVC) Fire Hall #3 36 months $ $ $ Realtime QoS min. CIR 2 MBPS Fire Hall #3 36 months $ $ $ Other (specify) Fire Hall #3 36 months $ $ $ WAN L2 VPLS min. 200 MBPS (EVC) Municipal Hall 36 months $ $ $ Realtime QoS min. CIR 4 MBPS Municipal Hall 36 months $ $ $ Other (specify) Municipal Hall 36 months $ $ $ SUB-TOTALS: $ $ $ PST @ 7% (as applicable): $ $ $ GST @ 5% (as applicable): $ $ $ TOTALS (taxes included, as applicable): $ $ $
Page 24 Term Option 2: 48 months Service Description WAN L2 VPLS min. 100 MBPS (EVC) Service Location Harry Jerome Term (in months) One Time Charges Recurring Charges Fixed Variable (Monthly) 48 months $ $ $ Realtime QoS min. CIR 2 MBPS Harry Jerome 48 months $ $ $ Other (specify) Harry Jerome 48 months $ $ $ WAN L2 VPLS min. 100 MBPS (EVC) Fire Hall #3 48 months $ $ $ Realtime QoS min. CIR 2 MBPS Fire Hall #3 48 months $ $ $ Other (specify) Fire Hall #3 48 months $ $ $ WAN L2 VPLS min. 200 MBPS (EVC) Municipal Hall 48 months $ $ $ Realtime QoS min. CIR 4 MBPS Municipal Hall 48 months $ $ $ Other (specify) Municipal Hall 48 months $ $ $ SUB-TOTALS: $ $ $ PST @ 7% (as applicable): $ $ $ GST @ 5% (as applicable): $ $ $ TOTALS (taxes included, as applicable): $ $ $
Page 25 Term Option 3: 60 months Service Description WAN L2 VPLS min. 100 MBPS (EVC) Service Location Harry Jerome Term (in months) One Time Charges Recurring Charges Fixed Variable (Monthly) 60 months $ $ $ Realtime QoS min. CIR 2 MBPS Harry Jerome 60 months $ $ $ Other (specify) Harry Jerome 60 months $ $ $ WAN L2 VPLS min. 100 MBPS (EVC) Fire Hall #3 60 months $ $ $ Realtime QoS min. CIR 2 MBPS Fire Hall #3 60 months $ $ $ Other (specify) Fire Hall #3 60 months $ $ $ WAN L2 VPLS min. 200 MBPS (EVC) Municipal Hall 60 months $ $ $ Realtime QoS min. CIR 4 MBPS Municipal Hall 60 months $ $ $ Other (specify) Municipal Hall 60 months $ $ $ SUB-TOTALS: $ $ $ PST @ 7% (as applicable): $ $ $ GST @ 5% (as applicable): $ $ $ TOTALS (taxes included, as applicable): $ $ $