CITY OF VANCOUVER REQUEST FOR PROPOSAL PS05043 THE SUPPLY AND INSTALLATION OF AN ASSET MANAGEMENT SYSTEM PUBLIC WORKS INFRASTRUCTURE Proposals are to be delivered to the Office of the City Clerk, c/o Courier Delivery Drop-off Office, 1 st Floor, Vancouver City Hall, 453 West 12 th Avenue, Vancouver, British Columbia, Canada, V5Y 1V4 prior to the Closing Time: 11:00:00 A.M. Vancouver Time (as defined in Note 2 below), Wednesday, June 22, 2005 and will be then registered in public as soon as reasonably possible. NOTES: 1. Proposals are to be in sealed envelopes or packages marked with the Proponent’s Name, the RFP Title and Number. 2. The Closing Time will be conclusively deemed to be the time shown on the clock used by the City’s Security Office for this purpose. 3. DO NOT SUBMIT BY FAX. All queries related to this RFP are to be submitted in writing to the attention of: Syd Stowe, CPP FAX: 604-873-7057 E-MAIL: [email protected]
1. CITY OF VANCOUVER REQUEST FOR PROPOSAL PS05043 THE SUPPLY
AND INSTALLATION OF AN ASSET MANAGEMENT SYSTEM PUBLIC WORKS
INFRASTRUCTURE Proposals are to be delivered to the Office of the
City Clerk, c/o Courier Delivery Drop-off Office, 1st Floor,
Vancouver City Hall, 453 West 12th Avenue, Vancouver, British
Columbia, Canada, V5Y 1V4 prior to the Closing Time: 11:00:00 A.M.
Vancouver Time (as defined in Note 2 below), Wednesday, June 22,
2005 and will be then registered in public as soon as reasonably
possible. NOTES: 1. Proposals are to be in sealed envelopes or
packages marked with the Proponents Name, the RFP Title and Number.
2. The Closing Time will be conclusively deemed to be the time
shown on the clock used by the Citys Security Office for this
purpose. 3. DO NOT SUBMIT BY FAX. All queries related to this RFP
are to be submitted in writing to the attention of: Syd Stowe, CPP
FAX: 604-873-7057 E-MAIL: [email protected]
2. REQUEST FOR PROPOSAL NO. PS05043 THE SUPPLY AND INSTALLATION
OF AN ASSET MANAGEMENT SYSTEM PUBLIC WORKS INFRASTRUCTURE TABLE OF
CONTENTS PART A INTRODUCTION Pages 4 - 11 1.0 Overview 2.0
Background and Scope 3.0 Objectives of the RFP 4.0 Insurance 5.0
Requirements 6.0 Evaluation Process PART B - INSTRUCTIONS TO
PROPONENTS Pages 12 - 17 1.0 Administrative Requirements 2.0
Conduct of RFP Inquiries and Clarifications 3.0 Contract
Requirements 4.0 Pricing 5.0 Consortium Proposals 6.0 Submission of
Proposal 7.0 Format of Proposal 8.0 Bid and Performance Security
9.0 Conflict of Interest/Solicitation 10.0 Opening of Proposals
11.0 Evaluation of Proposals 12.0 Deviation from Requirements or
Conditions 13.0 Proposal Approval 14.0 Quantities 15.0 Brand Names
Intentionally Omitted 16.0 Alternates and/or Variations to Product
Specifications 17.0 Environmental Responsibility 18.0 Freedom of
Information and Protection of Privacy Act 19.0 Confidentiality 20.0
Advertising 21.0 Special Conditions 22.0 Non-Resident Withholding
Tax 23.0 Legal Terms and Conditions PART C SPECIAL CONDITIONS Page
18 - 22 1.0 Performance Security Letter of Credit 2.0 Additional
Evaluation Criteria 3.0 Pricing 4.0 Software Licenses 5.0 Project
Team Composition 6.0 Delivery and System Set-Up 7.0 System
Acceptance 8.0 Warranty 9.0 Insurance Requirements PART D PROPOSAL
FORM Pages PF1 PF51 1.0 Required Documents 2.0 Compliance 3.0
Required Proposal Documents 4.0 Proponents Declaration and
Acknowledgment PS05043.doc Page 2
3. REQUEST FOR PROPOSAL NO. PS05043 THE SUPPLY AND INSTALLATION
OF AN ASSET MANAGEMENT SYSTEM PUBLIC WORKS INFRASTRUCTURE TABLE OF
CONTENTS Proposal Form - Attachment A Legal Terms and Conditions
SCHEDULES: Schedule A Requirements Schedule B - Pricing Schedule C
Deviations and Variations Schedule D Sub-Contractors APPENDIX 1
CERTIFICATE OF INSURANCE (1) APPENDIX 2 RESPONSE NOTIFICATION FORM
(1) PS05043.doc Page 3
4. REQUEST FOR PROPOSAL NO. PS05043 THE SUPPLY AND INSTALLATION
OF AN ASSET MANAGEMENT SYSTEM - PUBLIC WORKS INFRASTRUCTURE PART A
- INTRODUCTION 1.0 Overview This Request for Proposal (RFP)
identifies a business opportunity for the successful Proponent(s)
to supply and install an integrated, enterprise-class system to
replace current legacy systems and processes: for recording and
tracking customer service requests and enquiries; to forecast,
plan, schedule, record, cost, and report all work related to public
works services and infrastructure; plan, coordinate and manage
capital projects and maintenance programs related to public work
infrastructure; schedule and coordinate disparate activities on
public rights-of-way; For example, capital construction,
maintenance programs, private property development, special events,
etc. are all planned and approved through separate processes but
must be scheduled and coordinated to minimize neighbourhood and
businesses impacts, as well as protect the right-of-way as a public
asset and optimize pavement lifecycles (i.e. install the telecom
duct before pavement rehabilitation, not after) record, track, and
analyse work accomplishments, physical condition, and financial
information for performance measurement and lifecycle decision
support for all public works infrastructure assets; search, query,
and report on information from a variety of sources in existing and
proposed systems and databases The City, recognizing the complexity
of the systems required, is looking for Proponents to clearly
describe how they intend to supply implementation services. For
example, the use of Proponents own staff or partnering with another
firm for integration. A Proponent who chooses to respond to one or
more but not all of the components of the Citys requirements must
demonstrate how integration and/or interface of systems will be
accomplished. The Proponents response must clearly outline roles
and responsibilities for integration and/or interface of systems
into the total solution, methodology that will be employed, the
nature of the integration and/or interface and technical
requirements to achieve it. The City has a strong preference for a
total solution with an identified lead party responsible for the
overall solution. Qualified and experienced Proponents are invited
to submit Proposals and the City will consider Proposals meeting
either all or part of the Requirements. However, the successful
Proponent(s) will be the Proponent(s) who offer(s) a high level of
service and provides best practice business solutions. 1.1 A
Proponents Informational meeting will be held: Date: June 8th, 2005
Time: 1:00 pm Location: Main Floor Conference Room National Works
Yard 701 National Ave Vancouver, B.C. This meeting will include an
overview of the RFP Requirements; the document and process; and
will also enable Proponents to address questions in a communal
forum. Please advise by facsimile or e-mail whether or not you will
be attending the PS05043.doc Page 4
5. REQUEST FOR PROPOSAL NO. PS05043 THE SUPPLY AND INSTALLATION
OF AN ASSET MANAGEMENT SYSTEM - PUBLIC WORKS INFRASTRUCTURE PART A
- INTRODUCTION Informational Meeting, or indicate whether you
intend to submit a Proposal prior to the Closing Time, by sending
the Response Notification Form (Appendix 2). 1.2 Proponents are
encouraged to pre-read this document and submit any questions
pertaining to this RFP in advance of the Meeting by e-mail, quoting
PS05043 in the subject line, to: [email protected]. 1.3 Key
dates to be noted are: Event Dates Release of RFP May 25, 2005
Proponents Informational Meeting June 8, 2005 Deadline for Response
Notification Form June 10, 2005 Deadline for Enquiries June 17,
2005 RFP Closing June 22, 2005 2.0 Background and Scope 2.1 The
City of Vancouver The City of Vancouver, with a population of
approximately 560,000 lies in a region of more than 2 million
people. Vancouver is the largest city in the province of British
Columbia and the third largest in Canada. As the main western
terminus of Canadas transcontinental highway and rail routes, as
well as home to the Port of Vancouver, Vancouver is the primary
city of western Canada and one of the nations largest industrial
centres. Vancouver is consistently rated as one of the most
liveable cities in the world and is host city of the 2010 Olympic
and Paralympic Winter Games. 2.2 Role of the Engineering Services
Department The City of Vancouver Engineering Services Department is
responsible for approximately 70% of the Citys annual capital
expenditures and 25% of the annual operating expenditures. The
Department has 1800 employees organized into 5 Divisions which are
further organized into 27 Branches. The staff comprise
approximately 80 professional engineers, 70 operations and
construction superintendents, 700 technical and clerical staff, as
well as 950 outside field staff in operations, maintenance, and
construction. The areas of responsibility include the following: o
Waterworks o Sewers and Drainage o Streets o Transportation
PS05043.doc Page 5
6. REQUEST FOR PROPOSAL NO. PS05043 THE SUPPLY AND INSTALLATION
OF AN ASSET MANAGEMENT SYSTEM - PUBLIC WORKS INFRASTRUCTURE PART A
- INTRODUCTION o Traffic Management o Parking, including
enforcement o Solid Waste Management and Landfill Operations o Land
Survey o Street Lighting o Communications o External Utility
Control (Gas, Electric, Telco, etc) Internal support
responsibilities include the following: o Vehicle and Equipment
Fleet as well as Repair and Fabrication Shops o Construction
Supplies, Inspection, and Materials Testing o Works Yards o
Information Services o Budgets Services Engineering Services is
responsible for all aspects of planning, design, construction,
maintenance, and operations for municipal public works
infrastructure and services. These responsibilities include 1,400
km of roads, 15,000 block faces of sidewalk, 2,000 km of sewer
mains both sanitary and storm, 1,500 km of water mains, 51,000
street lights, 7,500 traffic signals and collection of 58,000
tonnes of garbage and 23,000 tonnes of recyclables each year. The
department is not responsible for public transit, water treatment,
nor wastewater treatment. These are the responsibility of a
regional authority. In addition to providing public works services,
operations, and maintenance of public works infrastructure, the
department also relies on internal expertise and resources to plan,
design and construct public works infrastructure. 2.3 Scope The
City intends to introduce an enterprise-class, integrated solution
to meet immediate needs to improve service as well as to meet
long-term strategic public works infrastructure management goals.
The solution will provide improved and transparent decision support
and continuous improvement throughout all facets of the
organization. The strategy represents a holistic approach to embed
a philosophy of infrastructure asset lifecycle management across
the Engineering Services Department and to leverage fundamental
business processes such as customer service and work management to
capture timely and accurate information for decision support and
performance measurement. Decision support and performance
measurement represent the ability to use information captured from
business processes for analysis, modelling, forecasting, planning,
budgeting, scheduling and reporting. This in turn facilitates
systematic feedback for continuous service improvement and
long-term infrastructure asset planning. Proponents are encouraged
to highlight new ways of enhancing these processes. Software
solutions must be open to easily integrate with the Citys existing
information systems. The most significant of these existing systems
are summarized as follows: o SAP is the Citys Enterprise Resource
Planning tool with modules implemented for finance (FI/CO), human
resources and payroll (HR), materials management (MM), and
facilities management (PM); o Oracle Spatial provides the backend
for GIS, with AutoDesk products used for GIS desktop and CADD
applications; PS05043.doc Page 6
7. REQUEST FOR PROPOSAL NO. PS05043 THE SUPPLY AND INSTALLATION
OF AN ASSET MANAGEMENT SYSTEM - PUBLIC WORKS INFRASTRUCTURE PART A
- INTRODUCTION o CSDC AMANDA and a custom built mainframe
application (PRISM) for private property permitting, licensing, and
inspection (sub-division, development and building processes,
business licenses as well as some licensing for public property
such as sidewalk cafes and street vendors); o PIMS (Property
Information Management System) is an application developed
internally to standardize CoV property and address information; o
TEMPEST is currently being implemented for revenue collection,
fines payment, utility billing, and point of sale; The system must
be flexible so that it can be adapted to meet emerging business
needs and integrate with new SAP modules and future systems and
readily facilitate data extraction for analysis and reporting.
2.3.1 Customer Service The City requires an integrated,
departmental Customer Service process and system to unify service
delivery and provide the framework for service level standards,
performance measures, and standardized reporting. In addition to
requests for service, many inquiries are received from internal and
external customers and agencies about activities on the public
rights-of-way as well as service level expectations. Information
for timely and complete response is an essential part of customer
service. The new process and system should provide easy-to-use
inquiry screens with query capabilities to locate customer and
departmental information from a variety of databases (e.g. GIS,
work management, right-of-way management, permits, licenses, etc.).
Reporting and analysis tools should measure effectiveness of
customer services. 311 - The City is also considering a related
long term strategy to facilitate a single point of contact for all
municipal inquiries and requests for service. Ideally, the solution
for the Engineering Services Departments customer service needs
should be scalable to satisfy the customer service needs for the
entire organization. 2.3.2 Work Management The City requires an
integrated departmental work management process and system which
provides consistency across disparate public works infrastructure
types and services. The solution will facilitate continuous
improvement for planning, designing, scheduling, tracking and
reporting on construction, operating and maintenance work
activities. This will also include compiling and standardizing
asset inventories so costs (labour, equipment, materials, contract
services), conditions, and observations can be attributed to
specific infrastructure assets. The system will integrate
information from other sources or applications such as customer
service, right-of-way management, GIS, financials, materials
management, human resources, and others. 2.3.3 Project Management
The City requires integrated and formalized project management
processes and tools to support coordination and collaboration
across business units. PS05043.doc Page 7
8. REQUEST FOR PROPOSAL NO. PS05043 THE SUPPLY AND INSTALLATION
OF AN ASSET MANAGEMENT SYSTEM - PUBLIC WORKS INFRASTRUCTURE PART A
- INTRODUCTION 2.3.4 Asset Management The City requires integrated
processes and decision support tools for infrastructure asset
management. This includes tools for the analysis of service level
expectations, resource availability, condition assessments, etc.
for forecasting, strategic planning, and lifecycle optimization.
The functionality for Asset Management should include
infrastructure specific condition assessment and maintenance
strategies (e.g. preventative, predictive, condition-based, run to
failure, etc.) and should answer the following questions: What do
we own (and where is it)? What is its value? What is its condition?
What can we do to maintain it? When do we have to replace it? What
do we do first? The solution must be scalable and flexible to meet
emerging needs and increased sophistication as the organizations
Asset Management practice matures. 2.3.5 Asset Accounting The City
must also prepare to meet emerging public sector accounting
standards. The Public Sector Accounting Board of the Canadian
Institute of Chartered Accountants is developing tangible capital
asset accounting and reporting standards for local governments.
This study is currently focused on whether the same standards
followed by provincial and federal governments should be followed
by municipal governments. 2.3.6 Right-of-way Management The City
requires integrated process and tools to schedule and coordinate
disparate, and often conflicting, events affecting streets,
alleyways and other public rights-of-way. For example, events such
as capital construction, maintenance programs, external utility
construction (hydro, telecom), private property development, and
special events are all planned and approved through separate
processes but must be scheduled and coordinated to account for
local conditions and neighbourhood impacts such as service
interruptions and traffic congestion. In addition to neighbourhood
impacts, there is also a growing need to coordinate pavement repair
and rehabilitation strategies when approving schedules for the
construction plans of City and external underground utilities.
2.3.7 Decision Support The City requires tools to enable staff to
better answer queries and share knowledge. These tools will improve
the ability to analyze and report information from disparate
sources or applications such as customer service, work management,
right-of-way management, project management, GIS, financials,
materials management, human resources, spreadsheets, databases, and
documents. PS05043.doc Page 8
9. REQUEST FOR PROPOSAL NO. PS05043 THE SUPPLY AND INSTALLATION
OF AN ASSET MANAGEMENT SYSTEM - PUBLIC WORKS INFRASTRUCTURE PART A
- INTRODUCTION 2.3.8 Budgeting The City requires tools to manage
capital and non-capital budgets to forecast, plan, and report
estimates, approved funding, actual expenditures, schedules, and
accomplishments at multiple levels. 2.4 Interfaces 2.4.1 System
Relationships Diagram Interface capability will be a major
consideration in the selection of a new system. Existing and
anticipated interfaces are required for internal systems listed
under Section 2.1 Scope, as well on the following diagram and in
Schedule A Section 4.0. The diagram may be revised during the
implementation as new interfaces may be identified. PS05043.doc
Page 9
10. REQUEST FOR PROPOSAL NO. PS05043 THE SUPPLY AND
INSTALLATION OF AN ASSET MANAGEMENT SYSTEM - PUBLIC WORKS
INFRASTRUCTURE PART A - INTRODUCTION 3.0 Objectives of the RFP The
City requires a fully integrated enterprise-class solution
including support service for: customer service processing and
tracking enquiries and requests for service; work management;
project management right-of-way management; asset management of
public works infrastructure; capital planning and budgeting
performance measurement expertise for installation, integration and
implementation of the system; extracting, converting, cleansing,
and importing data from various applications and systems; training
for both users and the Citys technical support staff; and ongoing
sustainment support. 4.0 Insurance Proponents are requested to
review and ensure that they fully understand and have the ability
to meet the Citys insurance requirements as outlined in Part C
Special Conditions. 5.0 Requirements In support of the objectives
as outlined above, Schedule A of this RFP contains the following
categories of requirements to which the Proponent should offer its
solution: Local Government & Utility Expertise Functionality
Integration Implementation & Operational Support Technical
Requirements & Enabling Technology Proponent Stability 6.0
Evaluation Process Recognizing the significant effort required to
create and evaluate the necessarily detailed proposals for a total
solution, the evaluation process for this project will be broken
into stages. For each evaluation stage, a team of stakeholder
representatives will assess the proposals and supporting
references. 6.1 Stage One The first stage (Stage One) will evaluate
the written responses to this RFP against stated criteria. Stage
One will be used to identify qualified Proponents who will then be
invited for further evaluation. 6.2 Stage Two The second stage
(Stage Two) of evaluation will require a more detailed proposal as
well as demonstration of the proposed solution using scripted
scenarios created by the City. The Stage Two proposal will include
an implementation plan and schedule, a PS05043.doc Page 10
11. REQUEST FOR PROPOSAL NO. PS05043 THE SUPPLY AND
INSTALLATION OF AN ASSET MANAGEMENT SYSTEM - PUBLIC WORKS
INFRASTRUCTURE PART A - INTRODUCTION detailed integration plan, and
a proposed legal Form of Agreement which will together form the
basis of the preliminary scope of work. It is currently anticipated
that the draft legal Form of Agreement will be prepared by the
Citys Director of Legal Services utilizing the Citys standard
turnkey hardware/software/implementation/maintenance services
contract as modified to reflect the common elements of the
successful Stage Two Proponents Proposals and possibly the standard
contracts/clauses submitted by each Proponent pursuant to Schedule
C Deviations and Variations of this RFP. The draft legal Form of
Agreement will then be circulated to each of the successful Stage
Two Proponents for review and return (with or without
modifications) as part of each Proponents Stage Three submission
and will be the basis (in conjunction with the pilot project
results) for the final contract with the City should that
Proponents submission be selected as the final successful Proponent
in Stage Four. 6.3 Stage Three Selected proponent(s) will then be
selected for the third stage (Stage Three) of evaluation which will
consist of a pilot project/proof of concept. Prior to commencing
Stage Three, the selected Proponent(s) will be required to sign a
legal agreement addressing confidentiality, proprietary
information, liability and compensation issues. It is anticipated
that the City will provide reasonable compensation to the Stage
Three Proponent(s) for the costs of performing the pilot
project/proof of concept. However, in no event will the City be
liable for any costs of the Proponent(s) with respect to this RFP
unless and until such a legal agreement is signed. 6.4 Stage Four
The fourth stage (Stage Four) will involve the selection of the
successful Proponent. It is at Stage Four that the City will
recommend approval of the legal Form of Agreement to City Council
and upon such approval the successful Proponent and City will sign
the legal Form of Agreement previously settled during Stage Two and
Stage Three. PS05043.doc Page 11
12. REQUEST FOR PROPOSAL NO. PS05043 THE SUPPLY AND
INSTALLATION OF AN ASSET MANAGEMENT SYSTEM - PUBLIC WORKS
INFRASTRUCTURE PART B INSTRUCTIONS TO PROPONENTS NOTE: The
definitions set out in Attachment A Legal Terms and Conditions of
the Proposal Form (Part D) apply throughout this RFP, including
this Part B of this RFP, except where otherwise expressly
stipulated or the context otherwise requires. 1.0 Administrative
Requirements 1.1 Immediately after attending the Proponents
Informational Meeting, or prior to the deadline shown above, please
indicate whether or not you will be submitting a Proposal prior to
the Closing Time by sending the Response Notification Form
(Appendix 2). This will ensure that the Proponent receives
pertinent information such as any questions and the respective
answers, or any amendments or addenda relating to the RFP. 1.2 It
is the sole responsibility of the Proponent to check the Citys
website at http://www.vancouver.ca/bid/bidopp/openbid.htm regularly
for amendments, addenda, and questions and answers related to this
RFP. 1.3 The Proponent is to submit their Proposal in accordance
with instructions identified on the cover page and as provided
within this Part B. 2.0 Conduct of RFP Inquiries and Clarifications
2.1 The Citys Manager Materials Management will have conduct of
this RFP, and all communications are to be directed only to the
contact person named on the cover page. 2.2 It is the
responsibility of the Proponent to thoroughly examine these
documents and satisfy itself as to the full requirements of this
RFP. Inquiries are to be in written form only, faxed to
604-873-7057 or e-mailed to [email protected] to the
attention of the contact person shown on the cover page before the
deadline date. If required, an addendum will be issued to all
registered Proponents and posted on the Citys website as noted in
item 1.2 above. 3.0 Contract Requirements 3.1 The term of
Contract(s) will be for the supply and installation of the Asset
Management System. There will also be a resulting Support and
Maintenance Agreement which will be for a minimum term of five (5)
years following go-live and the Citys acceptance of the Asset
Management System. 3.2 Where the head office of the successful
Proponent(s) is located within the City of Vancouver and/or where
the successful Proponent(s) is required to perform any Work at a
site located within the City of Vancouver, the successful
Proponent(s) is required to have a valid City of Vancouver business
license prior to Contract execution. 3.3 If any of the terms set
out in the RFP are unacceptable to the Proponent, the Proponent
should identify such terms and provide suggested alternatives in
Schedule C Deviations and Variations. While the City is not
obligated to accept any alternative, all suggested alternatives
will be considered during the evaluation process, but may or may
not be acceptable to the City. PS05043.doc Page 12
13. REQUEST FOR PROPOSAL NO. PS05043 THE SUPPLY AND
INSTALLATION OF AN ASSET MANAGEMENT SYSTEM - PUBLIC WORKS
INFRASTRUCTURE PART B INSTRUCTIONS TO PROPONENTS 4.0 Pricing 4.1
Prices quoted are to be exclusive of GST and PST. 4.2 Prices are to
be quoted F.O.B. destination with all freight, unloading at
destination, import duties, brokerage, royalties, handling,
overhead, profit and all other costs included. 4.3 Proponents
located in Canada may quote in Canadian Funds and where the product
is imported from the USA or from other countries, prices may be
quoted in the currency of the country from which they are imported.
Proponents located outside Canada may quote prices in the monetary
currency of their location or the jurisdiction from which the
product is being obtained. 5.0 Consortium Proposals 5.1 The City
will consider a proposal from two or more persons or companies
having no formal corporate links who wish to form a joint venture
or consortium solely for the purpose of submitting a proposal in
response to this RFP, provided they disclose the names of all
members of the joint venture or consortium and all members sign the
Proposal Form. 5.2 One person or company is to be identified as the
Key Contact Person on the Proposal Form (Part D), and be prepared
to represent the consortium to the City. The Key Contact Person
will serve as the primary contact and take overall responsibility
for all communications with the City during the Proposal
submission, evaluation, and any negotiation process. 5.3 Consortium
Proposals should include proposed contract language describing each
consortium members roles and responsibilities and the proposed
legal contract structure. 5.4 The City reserves the right to accept
the consortium as proposed or choose to contract with individual
consortium members separately. Each component of the consortium
proposal should be priced out individually. 6.0 Submission of
Proposal 6.1 Proponents are to submit eight (8) copies of their
Proposal. Three copies are to be in three ring binders with each
section tabbed and including all accompanying schedules, appendices
or addenda in a sealed envelope or package marked with the
Proponents name, the RFP title and number, prior to the Closing
Time set out on the date and to the location shown on the cover
page of this RFP. Proponents can submit CD-ROM copies for the
remaining five (5) copies of their proposal as an option, however
this is not a requirement of submission. 6.2 Only the English
language may be used in responding to this RFP. 6.3 Proposals
received after the Closing Time or in locations other than the
address indicated, may or may not be accepted and may or may not be
returned. The City may or may not elect to extend the Closing Time.
6.4 Amendments to a Proposal are to be submitted in writing in a
sealed envelope or package, marked with the Proponents name and the
RFP title and number. PS05043.doc Page 13
14. REQUEST FOR PROPOSAL NO. PS05043 THE SUPPLY AND
INSTALLATION OF AN ASSET MANAGEMENT SYSTEM - PUBLIC WORKS
INFRASTRUCTURE PART B INSTRUCTIONS TO PROPONENTS 6.5 Proposals may
be withdrawn at any time before or after the Closing Time and are
to be nd withdrawn by written notice delivered to the office of the
Purchasing Department, 2 Floor, City Hall, and signed by the
authorized signatory for the Proponent. 6.6 All costs associated
with the preparation and submission of the Proposal, including any
costs incurred by the Proponent after the Closing Time, will be
borne solely by the Proponent. 7.0 Format of Proposal 7.1
Unnecessarily elaborate Proposals, beyond that sufficient to
present a complete and effective response, are not required and
unless specifically requested, the inclusion of corporate brochures
and narratives are discouraged. 7.2 Proponents are to complete all
forms included in this RFP attaching any additional appendices that
may be required. Proposals are to be arranged as follows: Title
Page: The title page will show the RFP title and number, Closing
Time and Date, Proponent name, address, telephone number and the
name and title of the contact person. Table of Contents: Page
numbers are to be indicated. Executive Summary: A short summary of
the key features of the Proposal demonstrating the Proponents
understanding of the scope of the Requirements. Proposal Form: The
Proponent is to complete the Proposal Form and attached Attachment
A included in this RFP in accordance with the instructions.
Schedules: The Proponent is to complete and provide the information
within the respective schedules included in this RFP. If additional
space is required to respond to the requirements as outlined, then
additional pages can be attached. Alternate Solutions: Proponents
may submit alternative solutions and are to identify same as
additional appendices within their Proposal. 8.0 Bid and
Performance Security 8.1 No Bid Security is required, since no
irrevocable legally binding offer is required in this RFP. 9.0
Conflict of Interest/Solicitation 9.1 Proponents are to ensure that
any and all conflicts or potential conflicts and any and all
collusion, or appearance of collusion is fully and properly
disclosed in Section 6.0 of Attachment A of the Proposal Form.
PS05043.doc Page 14
15. REQUEST FOR PROPOSAL NO. PS05043 THE SUPPLY AND
INSTALLATION OF AN ASSET MANAGEMENT SYSTEM - PUBLIC WORKS
INFRASTRUCTURE PART B INSTRUCTIONS TO PROPONENTS 9.2 Failure to
disclose this information may result in the rejection of the
Proposal, the associated entitys Proposal, and/or the immediate
cancellation of any Contract should one be concluded in reliance on
the information contained in the submitted Proposal. 9.3 If any
director, officer, employee, agent or other representative of a
Proponent makes any representation or solicitation offering a
personal benefit of any kind, directly or indirectly, to any
officer, employee, agent or elected official of the City with
respect to the Proposal, whether before or after the submission of
the Proposal, the City will automatically disqualify such
Proponent. 10.0 Opening of Proposals 10.1 The City reserves the
right to open all Proposals in a manner and at the time and place
determined by the City. Dissemination of Proposal information will
be as follows: a) Upon opening of the Proposals, the names of each
Proponent will be publicly announced. b) Upon completion of
Proposal evaluation, the salient features of each Proposal and the
recommended Proposal will be summarized and publicly reported on to
the Citys Council. 11.0 Evaluation of Proposals 11.1 At all stages
(i.e. Stage One, Two, Three and Four) Proposals will be evaluated
on the basis of the overall best value to the City based on
quality, service, price and any other relevant criteria set out
herein including, but not limited to: a) the Proponent's ability to
meet the Requirements; b) the Proponents ability to deliver the
Requirements when and where required; c) financial offer including
but not limited to prices, operating and maintenance costs,
warranty, and any life cycle considerations; d) the Proponent's
business and technical reputation and capabilities; experience and
where applicable, the experience of its personnel; financial
stability; track record; and references of current and former
customers; e) equipment quality, configuration, age and condition;
f) environmental responsibility demonstrated by the Proponent; g)
quality of submission; and h) any other criteria set out in the RFP
or otherwise reasonably considered relevant. 11.2 The City may
elect to short list Proponents in stages as deemed necessary. As
set out in Section 6.0 of Part A Introduction, the City currently
intends to evaluate and short-list Proponents in the four stages
described in that section. However, the City reserves the right to
modify the process in any way at any time by issuing an addendum to
such effect. Short-listed Proponents will be asked to provide
additional information or details for clarification, which may
include the Proponent (and any or all Sub-Contractors of the
Proponent), attending interviews, making a presentation, supplying
samples, performing demonstrations, and/or furnishing additional
technical data. 11.3 Samples of items, when required, should be
submitted within the time specified and must be supplied at no
expense to the City. If not destroyed in testing, they will be
returned at the Proponents request and expense. PS05043.doc Page
15
16. REQUEST FOR PROPOSAL NO. PS05043 THE SUPPLY AND
INSTALLATION OF AN ASSET MANAGEMENT SYSTEM - PUBLIC WORKS
INFRASTRUCTURE PART B INSTRUCTIONS TO PROPONENTS 11.4 Prior to
approval of a Proposal, the City must be satisfied as to the
Proponents financial stability. The Proponent(s) may be asked to
provide annual financial reports or a set of financial statements
prepared by an accountant and covering the Proponents last 5 fiscal
years. 11.5 Preference may be given to Proposals offering
environmentally beneficial products or services. 12.0 Deviation
From Requirements or Conditions 12.1 Any deviation from the
Requirements or the conditions specified in this RFP should be
clearly stated in the Proponents Proposal within Schedule C
Deviations and Variations. The City will be the sole judge as to
what constitutes an acceptable deviation. If no deviations are
indicated in the Proponents Proposal, the City will assume that the
Proponent is proposing full compliance with the Requirements and
conditions of this RFP. 13.0 Proposal Approval 13.1 Proposal
approval is contingent on completion of the evaluation stages set
out in Part A Section 6.0 and funds being approved and the
successful Stage Three Proponents submission being approved by City
Council. Only then may the successful Proponent(s) and City proceed
to settle, draft and sign the necessary legal agreement. 13.2 The
City will notify the successful Stage Three Proponent(s) in writing
that its Proposal has been approved in principle and invite the
Proponent(s) to proceed to sign the legal Form of Agreement settled
previously as part of Stage Three. 13.3 The City is not under any
obligation to approve any Proposal and may elect to terminate this
RFP at any time. 14.0 Quantities 14.1 The stated quantities are the
Citys best estimates of its requirements and should not be relied
on. Actual quantities may vary. 15.0 Brand Names Intentionally
Omitted 16.0 Alternates and/or Variations to Product Specifications
16.1 Proponents are to clearly indicate any variances from the
Citys Requirements, no matter how slight. The attachment of
descriptive literature from which variations may be gleaned will
not be considered as a sufficient statement of variations. 16.2 If
in addition to proposing goods and/or services which meet the
Requirements, the Proponent wishes to offer an alternative, the
alternative solution is to be submitted separately as an appendix
within the Proposal. 17.0 Environmental Responsibility 17.1 The
City is committed to preserving the environment. Proponents are to
provide environmentally sensitive products or services wherever
possible. Where there is a PS05043.doc Page 16
17. REQUEST FOR PROPOSAL NO. PS05043 THE SUPPLY AND
INSTALLATION OF AN ASSET MANAGEMENT SYSTEM - PUBLIC WORKS
INFRASTRUCTURE PART B INSTRUCTIONS TO PROPONENTS requirement that
the Contractor supplies materials, and where such materials may
cause adverse effects, the Proponent is to indicate the nature of
the hazard in its Proposal. 17.2 The Proponent is to advise the
City of any known alternatives or substitutes for such materials
that would mitigate the effects of any adverse conditions on the
environment. 18.0 Freedom of Information and Protection of Privacy
Act 18.1 Proponents should note that the City of Vancouver is
subject to the Freedom of Information and Protection of Privacy Act
(British Columbia). 19.0 Confidentiality 19.1 Proponents should
note that upon submitting their Proposal Form, they will be legally
bound to certain confidentiality obligations not to disclose any
City information without the Citys prior written consent. 19.2 This
RFP is the property of the City. Except for the purpose of
submitting a Proposal, copies may not be made or distributed
without the prior written approval of the Citys Manager of
Materials Management. 20.0 Advertising 20.1 The approval of any
Proposal and the signing of a Contract does not permit a Proponent
to advertise its relationship with the City, without the Citys
prior written authorization. 21.0 Special Conditions 21.1
Proponents should note that if the Special Conditions of this RFP
(if any) conflict with Parts A and B of this RFP, the Special
Conditions are intended to govern over Parts A and B. 22.0
Non-Resident Withholding Tax 22.1 Proponents should note that the
Income Tax Act (Canada) requires that payments to non-residents for
any services performed in Canada are subject to a Non-resident
Withholding Tax of a specified percentage (depending on residency
of the Contractor). Exemption from this withholding tax is
available in some circumstances, but the non- resident must apply
directly to the Canada Customs and Revenue Agency (CCRA) at least
30 days before commencing the service. 23.0 Legal Terms and
Conditions 23.1 No part of Part A Introduction, this Part B
Instructions to Proponents, nor Part C Special Conditions, will be
legally binding on the City or Proponent. All legal terms and
conditions of the process contemplated by this RFP are contained in
the Proposal Form (Part D), including without limitation,
Attachment A to the Proposal Form. PS05043.doc Page 17
18. REQUEST FOR PROPOSAL NO. PS05043 THE SUPPLY AND
INSTALLATION OF AN ASSET MANAGEMENT SYSTEM - PUBLIC WORKS
INFRASTRUCTURE PART C SPECIAL CONDITIONS 1.0 Performance Security
Letter of Credit 1.1 Concurrently with signing the legal Form of
Agreement with the City as part of Stage Four, the successful
Proponent will deliver to the City, a clean, unconditional
irrevocable demand letter of credit payable in an amount to be
determined at Stage Two of the evaluation process, hereinafter
called the Letter of Credit issued in favour of the City by a
Schedule I Canadian chartered bank or Schedule II Canadian
chartered bank and on terms satisfactory to the Citys Director of
Legal Services. 1.2 The Letter of Credit must contain an automatic
extension clause for the term of the implementation phase of the
project and may be drawn on by the City to reimburse the City for
any losses or damages suffered by the City as the result of the
successful Proponents breach of the Agreement. 2.0 Additional
Evaluation Criteria 2.1 In addition to the evaluation criteria set
out in Part B of this RFP, the following criteria, which are not in
any order of importance, will be taken into consideration where
applicable during the Citys evaluation of the Proposal: ease of use
including availability and quality of graphical user interfaces,
menus and shortcut commands; system performance and response time;
expandability and scalability of the system and the ability of the
Proponent to provide personnel and other resources to assist with
future expansions; implementation plan and schedule; training plan,
both initial and ongoing; skills and experience of the resources
assigned to the project; duration of support of previous versions
once new versions are released; quality and completeness of
documentation (e.g. operation and system manuals, training
materials); quality of Proposal including ability to respond in the
required format; implementers and integrator's familiarity with
proposed software and hardware solutions and experience with
similar implementation projects; and ongoing maintenance and
support services. Compliance with all City Insurance requirements
2.2 Further evaluation of short listed Proponents may include: a)
demonstration of installed products at client sites; and/or b)
demonstration of the functionality of the integrated solution on
the targeted technology platform. 3.0 Pricing 3.1 Unit prices for
software and maintenance are to be fixed and firm for the five (5)
year term (which term is to start only after go-live and acceptance
by the City) and then capped by the Consumer Price Index
thereafter. 3.2 Progress payments will be paid based on successful
completion of key project deliverables in accordance with the Citys
standard terms of payment. The payment PS05043.doc Page 18
19. REQUEST FOR PROPOSAL NO. PS05043 THE SUPPLY AND
INSTALLATION OF AN ASSET MANAGEMENT SYSTEM - PUBLIC WORKS
INFRASTRUCTURE PART C SPECIAL CONDITIONS schedule will be
determined on the basis of the successful Proponents implementation
plan and any mutually agreed amendments thereto. 3.3 The exact
dates and performance criteria for each phase will be dictated by
the methodology proposed by the Proponent(s). The City intends to
hold back 10% of each payment pending successful completion of the
entire system. The final payment, including the holdback amounts,
will be made after all pre-agreed performance measures are met to
the satisfaction of the City. 4.0 Software Licenses 4.1 The City
requires a perpetual, irrevocable enterprise licence for all system
software. The Proponent(s) shall ensure that the licensing of any
third party software is included in its Proposal and any additional
costs are clearly set out. 5.0 Project Team Composition 5.1 It is
understood by the City that given the project start date is
estimated to be Winter, 2006, the project team proposed by the
Proponent(s) may not be the team that works on this project.
However, the City expects that the composition of the successful
Proponents team will be equal in skills, knowledge and experience
as that set out in their Proposal. The City reserves the right to
approve the composition of the final project team. 5.2 The
Proponent(s) must ensure that there is continuity of the key
personnel over the duration of the project. Any changes must be
approved by the Citys project manager. Where key personnel are
changed, the Proponent(s) will be required to ensure a smooth
transition between personnel and cover all transition costs. 6.0
Delivery and System Set-Up 6.1 Except as specifically noted in its
Proposal, the Proponent(s) are to be fully responsible for the
timely delivery and installation of all application software and
all other system components supplied under the terms of the
Proposal. 6.2 The Proponents will be required to provide at time of
delivery, tests and test data which will allow the City to verify
that the system functions in accordance with the Proposal and to a
level acceptable to the City. These tests will not be to the same
level of detail as the system and service acceptance Tests
performed later in the implementation process, but should be of
sufficient detail to prove that all processing functions included
within the package are present, including occasional use functions
such as those required for year end processing. 7.0 System
Acceptance 7.1 Due to the complexity of the applications, each
functional module will undergo a rigorous acceptance test before
being placed into production. Upon the successful completion of the
acceptance test of the last functional module, a test of the full
system (the System and/or Service Acceptance Test) will be
conducted. 7.2 The System and/or Service Acceptance Test will
include, but not be limited to: PS05043.doc Page 19
20. REQUEST FOR PROPOSAL NO. PS05043 THE SUPPLY AND
INSTALLATION OF AN ASSET MANAGEMENT SYSTEM - PUBLIC WORKS
INFRASTRUCTURE PART C SPECIAL CONDITIONS integration test to
confirm that the delivered software/service fully performs on the
hardware and operating system configuration; functional test to
confirm that the delivered software/service meets the functional
requirements agreed upon in the legal Form of Agreement;
performance test to confirm that the delivered software/service
meets the performance and technical requirements agreed upon in the
legal Form of Agreement; all education and training has been
completed to the satisfaction of the City; documentation of a
quality acceptable to the City has been delivered; and where
applicable, all hardware supplied under the Proposal functions
according to the manufacturers specifications and the performance
expectations as set out in the Proposal 8.0 Warranty 8.1 In
addition to any warranty requirements set out in Schedule A,
Proponents are required to warrant that any deficiencies in the
software, system or the data conversion that result in failure to
satisfy the City will be remedied to the satisfaction of the City
without additional costs to the City. 8.2 Proponents must warrant
that the software proposed will be delivered with the intellectual
property rights (including all copyrights, moral rights and patent
rights) necessary to permit the City to freely own, use and operate
the system and data. 8.3 If a required feature or module requires
the use of third party software, the Proponent must warrant that it
shall be fully responsible to the City for the third partys acts or
omissions or of those persons directly or indirectly employed by
them, to the same extent as if the acts or omissions were acts or
omissions of the Proponent or its employees. 8.4 The Proponent must
warrant that all claims and representations made by the Proponent
with respect to third party products and services have been fully
authorized by that third party. 9.0 Insurance Requirements 9.1 A
copy of the Citys Certificate of Insurance is attached for
reference as Appendix 1. The successful Stage One Proponent(s) will
be required to file a completed certificate with the Citys Risk and
Emergency Management Department showing proof of all insurance
requirements described in this Part C - Special Conditions at Stage
Two of the evaluation process. This certificate must be reviewed
and approved by the Citys Department of Risk and Emergency
Management prior to a Proponent being selected to participate in
Stage Three. 9.2 Without limiting any of its obligations or
liabilities under the legal Form of Agreement, the successful
Proponent and its sub-contractors will obtain and continuously
carry during the term of the Agreement at their own expense and
cost, the following insurance coverage with minimum limits of not
less than those shown in the respective items set out below. 9.3
All insurance policies will be in a form and in amounts
satisfactory from time-to-time and with insurers acceptable to the
Citys Director of Risk and Emergency Management and will provide
the Citys Director of Risk and Emergency Management with sixty (60)
days PS05043.doc Page 20
21. REQUEST FOR PROPOSAL NO. PS05043 THE SUPPLY AND
INSTALLATION OF AN ASSET MANAGEMENT SYSTEM - PUBLIC WORKS
INFRASTRUCTURE PART C SPECIAL CONDITIONS prior written notice of
material change, lapse or cancellation. Notice must identify the
Agreement title, number, policyholder, and scope of work. 9.4 The
successful Proponent and each of its sub-contractors will provide
at its own cost any additional insurance which it is required by
law to provide or which it considers necessary. 9.5 Neither the
providing of insurance by the successful Proponent in accordance
with the requirements hereof, nor the insolvency, bankruptcy or the
failure of any insurance company to pay any claim accruing will be
held to relieve the successful Proponent from any other provisions
of the Form of Agreement with respect to liability of the
successful Proponent or otherwise. 9.6 The insurance coverage will
be primary insurance as respects the City. Any insurance or
self-insurance maintained by or on behalf of the City, its
officers, officials, employees, or agents will be excess of this
insurance and shall not contribute with it. 9.7 Prior to effective
date, the successful Proponent will provide the City with evidence
of all required insurance to be taken out in the form of the
attached Certificate of Insurance supported by a certified copy(s)
of the policy(s). The Certificate of Insurance will identify the
Agreement title, number, policyholder and scope of work and must
not contain any disclaimer whatsoever. At all times thereafter,
during the term of the Agreement, the successful Proponent must
comply with all its insurance obligations described herein. Proof
of insurance, in the form of a certificate of insurance or
certified copies of all insurance policies will be made available
to the Citys Director of Risk and Emergency Management at any time
during the term of the Agreement upon request. 9.8 The successful
Proponent will provide in its agreements with its sub-contractors
clauses in the same form as those found herein. Upon request, the
successful Proponent will deposit with the Citys Director of Risk
and Emergency Management detailed certificates of insurance for the
policies it has obtained from its sub-contractors and a copy of the
insurance clauses so provided in the said agreements. 9.9 The
successful Proponent will obtain and maintain in full force and
effect during the term of the Agreement, insurance not less than
that set out below and provide proof of such insurance provided by
a company duly registered and authorized to conduct insurance
business in the Province of British Columbia. a) Commercial General
Liability insurance in sufficient amounts and description to
protect the successful Proponent, its sub-contractors, the City and
its respective officers, officials, employees, and agents against
claims for damages, personal injury including death, bodily injury
and property damage which may arise under this Agreement. b) The
limit of commercial general liability insurance shall be not less
than five million dollars ($5,000,000) per occurrence inclusive for
personal injury, death, bodily injury or property damage and in the
aggregate with respect to products and complete operations. The
deductible per occurrence shall not exceed five thousand dollars
($5,000) per occurrence. c) The policy of insurance shall: i. be on
an occurrence form; PS05043.doc Page 21
22. REQUEST FOR PROPOSAL NO. PS05043 THE SUPPLY AND
INSTALLATION OF AN ASSET MANAGEMENT SYSTEM - PUBLIC WORKS
INFRASTRUCTURE PART C SPECIAL CONDITIONS ii. add the City and its
officials, officers, employees and agents as additional insureds;
iii. contain a cross-liability or severability of interest clause;
iv. extend to cover non-owned automobile, contingent employers
liability, blanket contractual liability, contractors protective
liability, broad form property damage, broad form completed
operations and operations of attached machinery. The successful
Proponent will ensure that vehicles owned and/or operated by the
successful Proponent in connection with the Agreement maintain
Third Party Legal Liability Insurance in an amount not less than
two million dollars ($2,000,000) per occurrence. PS05043.doc Page
22