IT PROFESSIONAL SERVICES REQUEST FOR …

1 IT PROFESSIONAL SERVICES REQUEST FOR PROPOSALS Issued by: OECM OECM REQUEST for Proposals Number: #2014-205 REQUEST for Proposals Issued On: July 24, 2014 proposal Submission Deadline: September 4, 2014 at 2:00:00 pm local time in Toronto, Ontario, Canada OECM shall not be obligated in any manner to any vendor whatsoever until a written agreement has been duly executed with a vendor. OECM, 90 Eglinton Avenue East, Suite 504, Toronto, Ontario, Canada, M4P 2Y3 RFP Coordinator: Michael Muraz, OECM IT PROFESSIONAL SERVICES RFP 2014-205 Page 2 of 59 TABLE OF CONTENTS PART 1 INTRODUCTION .. 5 Invitation to Proponents.

2 5 Ontario Broader Public Sector Procurement Directive .. 5 Overview of OECM .. 5 BPS Entities .. 6 OECM Geographical Zones .. 6 School Board, College and University Zone Information .. 6 Client Participation in OECM Agreements .. 7 OECM Client Advisory Group .. 7 Objective of this RFP .. 7 Type of Agreement for Deliverables .. 8 Optional Quick Quote Process .. 8 Client-Supplier Agreements .. 9 Proponent Consortium Information .. 9 No Guarantee of Volume of Work or Exclusivity of Agreement .. 9 Rules of Interpretation .. 10 Definitions .. 10 PART 2 - THE DELIVERABLES .. 13 Description of SERVICES .

3 13 Clients Environments .. 13 Service Delivery .. 14 Project-Based .. 14 Ad Hoc 14 Category A: Application Management .. 14 Category B: Audit and Compliance .. 14 Category C: E-Learning .. 15 Category D: Electronic Records and Content Management SERVICES .. 15 Category E: IT Infrastructure .. 16 Category F: Managed Security .. 16 Category G: Network SERVICES .. 16 Category H: Quality Assurance and Testing .. 16 Category I: System Integration .. 17 Category J: Technical Support .. 18 Category K: Website SERVICES .. 18 Additional 18 Order .. 19 Pricing 19 Rates .. 19 Reduced Assignment Rates.

4 19 Lowered Rates for the Agreement .. 19 Optional Pricing Refresh .. 19 Taxes and Travel Expenses .. 20 Permits, Licences, and Approvals .. 20 Personnel .. 20 Invoicing .. 20 Payment Terms .. 20 Retainer .. 21 Disaster Recovery and Business Continuity .. 21 Accessibility for Ontarians with Disabilities Act .. 21 Customer Support .. 21 Agreement Management Support to OECM .. 21 OECM Cost Recovery Fee .. 22 PART 3 - EVALUATION OF PROPOSALS .. 23 Stages of proposal Evaluation .. 23 Evaluation Point Allocation .. 23 Stage I Review of Mandatory Requirements (Pass/Fail) .. 23 Form of Offer - Appendix B (Mandatory Form).

5 24 Rate Bid Form Appendix C (Mandatory Form) .. 24 Consortium Information Appendix F (Mandatory Form, if applicable) .. 25 Stage II Rated Requirements (65 Points for each Service Category) .. 25 Stage III Pricing (35 Points for each Service Category) .. 26 OECM IT PROFESSIONAL SERVICES RFP 2014-205 Page 3 of 59 Stage IV Cumulative Score .. 26 Stage V - Tie Break .. 26 Execution of Agreement with Preferred Proponent .. 26 Agreement Launch and Marketing .. 27 PART 4 - TERMS AND CONDITIONS OF THE RFP PROCESS .. 28 General Information and Instructions .. 28 RFP Timetable .. 28 Proponent Information Session.

6 28 Proponents to Follow Instructions .. 29 Proposals in 29 OECM s Information in RFP Only an Estimate .. 29 Proponent s Costs .. 29 Communication after RFP 29 RFP Coordinator Contact Information .. 29 Proponents to Review RFP .. 30 Proponent to Notify .. 30 All New Information to Proponents by way of Addenda .. 30 proposal Submission Requirements .. 31 General .. 31 proposal Submission Requirements .. 31 Other proposal Considerations .. 32 proposal Receipt by OECM .. 33 Withdrawal of proposal .. 33 Amendment of proposal .. 33 Completeness of proposal .. 33 Proposals Retained by OECM.

7 33 proposal Irrevocability .. 33 Acceptance of RFP .. 33 Amendments to RFP .. 33 Proposals will not be Opened Publicly .. 34 Clarification of Proposals .. 34 Verification of Information .. 34 proposal Acceptance .. 34 RFP Incorporated into proposal .. 34 Exclusivity of Contract .. 34 Substantial Compliance .. 34 No Publicity or Promotion .. 35 Execution of Agreement, Notification and Debriefing .. 35 Selection of Proponent .. 35 Failure to Enter Into Agreement .. 35 Notification to Other Proponents of Outcome of RFP Process .. 35 Debriefing .. 35 Bid Dispute Resolution .. 35 Prohibited Communications, Confidential Information and FIPPA.

8 36 Confidential Information of OECM .. 36 Confidential Information of the Proponent .. 36 Proponent s Submission .. 36 Personal Information .. 37 Non-Disclosure Agreement .. 37 Freedom of Information and Protection of Privacy Act .. 37 Competition Act .. 37 Trade Agreements .. 37 Intellectual Property .. 37 Reserved Rights and Governing Law of OECM .. 38 General .. 38 Rights of OECM Preferred Proponent .. 39 No Liability .. 39 Assignment .. 40 Entire RFP .. 40 Priority of Documents .. 40 Governing Law .. 40 APPENDIX A FORM OF AGREEMENT .. 41 APPENDIX B FORM OF OFFER .. 42 OECM IT PROFESSIONAL SERVICES RFP 2014-205 Page 4 of 59 APPENDIX C RATE BID FORM.

9 45 APPENDIX D REFERENCE FORM .. 46 APPENDIX E RATED REQUIREMENTS .. 47 APPENDIX F CONSORTIUM INFORMATION .. 48 APPENDIX G SCENARIOS .. 49 1. Category A: Application Management .. 49 2. Category B: Audit and Compliance .. 49 3. Category C: E-Learning .. 49 4. Category D: Electronic Records and Content Management SERVICES .. 50 5. Category E: IT Infrastructure .. 50 6. Category F: Managed Security .. 51 7. Category G: Network SERVICES .. 51 8. Category H: Quality Assurance and Testing .. 52 9. Category I: System Integration .. 52 10. Category J: Technical Support .. 53 11. Category K: Website SERVICES .. 53 APPENDIX H ZONE COVERAGE.

10 54 APPENDIX I NOTICE OF NO SUBMISSION FORM .. 56 APPENDIX J OECM GEOGRAPHICAL ZONES .. 57 APPENDIX K ONTARIO SCHOOL BOARDS, COLLEGES AND UNIVERSITIES .. 58 APPENDIX L OECM S OTHER BPS CLIENTS .. 59 OECM IT PROFESSIONAL SERVICES RFP 2014-205 Page 5 of 59 PART 1 INTRODUCTION Invitation to Proponents This REQUEST for Proposals ( RFP ) is an invitation to prospective Proponents to submit Proposals to enter into a Master Agreement ( Agreement ) for the provision of IT PROFESSIONAL SERVICES ( SERVICES ) to support OECM Clients. The requirements are further described in Part 2 Deliverables (the Deliverables ).