Q Sealed bids submitted on the included bid form ONLY in a vendor identified envelope marked: Q SharePoint Support Services

Transcription

1 Procurement Department 450 Cowie Hill Rd., PO Box 8388, RPO CSC Halifax, NS B3K 5M1 Telephone: (902) REQUEST FOR QUOTATION Q SHAREPOINT SUPPORT SERVICES Sealed bids submitted on the included bid form ONLY in a vendor identified envelope marked: Q SharePoint Support Services Addressed to: Brent Hickman, S.C.M.P. Procurement Officer Halifax Water 450 Cowie Hill Road PO Box 8388, RPO CSC Halifax, NS B3K 5M1 Will be received until 2:00 p.m. Atlantic Time, Tuesday, March 15, 2016 for the above RFQ as per the specifications and terms and conditions. Check for changes to this request Before submitting your proposal, visit the Provincial Government Web Portal at or contact our office to see if any Addenda detailing changes have been issued on this RFQ. Changes may be posted up until the RFQ closing time. It is the bidders responsibility to acknowledge and take into account all Addenda. Bidders shall be solely responsible for the delivery of their bids in the manner and time prescribed. Bids received after the time and date specified shall be rejected. Electronic and facsimile bids will be accepted. The lowest or any submission will not necessarily be accepted. RFQ Issue Date March 2, 2016

2 Page 2 of 9 PROPONENT S SUBMISSION SHEET The undersigned hereby acknowledges that he/she, as an officer of the stated corporation, has read and understands the specifications, requirements, and proposed agreement regarding RFQ #Q SharePoint Support Services required by Halifax Water. He/she further acknowledges that the seller s proposed product, equipment, materials, and services fully meet or exceed those as specified in Halifax Water s Request for Quotation. Additionally, the Proponent agrees that all its bid documents and responses to the aforementioned RFQ will, at the option of Halifax Water, become a legally binding and essential portion of the final contract between the successful Proponent and Halifax Water. The following information must be completed to ensure quotation acceptance. ADDENDA No. to INCLUSIVE WERE CAREFULLY EXAMINED. DATED THIS DAY OF, PROPONENT S COMPANY NAME: ADDRESS: CITY/ PROVINCE: POSTAL CODE: PHONE NO.: FAX NO.: ADDRESS: WEBSITE: CONTACT NAME (please print): TITLE (please print): PHONE NO.: AUTHORIZED SIGNATURE: HST REGISTRATION NO: WCB COVERAGE: YES NO * The proponent shall list and initial all addenda received during the period and shall take them into consideration when preparing their bid submission. A signed copy of each Addendum must be included with the bid submission. Failure to comply may be cause for rejection of bid submission. HALIFAX WATER RESERVES THE RIGHT TO REJECT ANY OR ALL SUBMISSIONS THE LOWEST OR ANY SUBMISSION WILL NOT NECESSARILY BE ACCEPTED. This request for quotation will adhere to Halifax Water s Standard Terms & Conditions. They can be found on our website at

3 Page 3 of 9 INTRODUCTION Halifax Water will be accepting bids for the Request for Quotation (RFQ) to provide professional services. Halifax Water (HW) has adopted SharePoint as its collaboration platform for the organization. The SharePoint project will significantly improve the efficiency of a number of its operational activities including workflow and collaboration which will make the document search and retrieval process much easier and faster, and will also provide a cost effective foundation for HW s new Intranet site. HW internal IT resources do not currently have the capacity to provide application support for the SharePoint farms, therefore, HW is in need of a vendor to provide the SharePoint Application administration role with the following attributes: Skills & Experience: Can effectively work on their own and manage own tasks on schedule; Can effectively juggle multiple priorities; Strong written, verbal and presentation skills; Is results driven and has a positive attitude; Effective team player and collaborator; Expert technical knowledge of SharePoint 2013; Utility experience with SharePoint 2013; Experience with Nintex forms and Nintex workflow for SharePoint 2013 is required; Relevant certification (i.e. Nintex, Microsoft, etc.) is required. The following are the anticipated deliverables. The HW Manager, IS may adjust the list during the course of the work. The vendor will troubleshoot, maintain, and collaborate with other HW technical staff in the support of HW s on premise SharePoint environment, which includes: The development, training/qa, and production SharePoint farms; HW s network, network security, and devices used to deliver SharePoint to end-users; The SharePoint database on SQL Server. Ongoing duties will include: Assisting in SharePoint deployments (e.g. site topology, taxonomy, permissions, etc.); Troubleshooting and performance tuning; Addressing items identified in the SharePoint logs/alarms; Providing end-user support to HW staff; and Any additional duties requested by the HW Manager, IS. The vendor is required to recognize that the services under the contract are vital to HW and must be continued without interruption and that in the event of absences (i.e. vacation, leave, training, etc.), a backup resource(s) may be required to continue to fulfill the HW SharePoint Administrator role. The vendor should describe how it will ensure continuity of the SharePoint administrator service for HW. Timeline: The HW SharePoint Administrator role will be a time and materials contract based on a 7 hour day during

4 Page 4 of 9 regular office hours (Monday to Friday, 8:30am-4:30pm). The agreement will be for a one (1) year period with an anticipated start date of April 1, 2016 to March 31, 2017, with the option to renew on a yearly basis at the sole discretion of Halifax Water. The lowest per diem rate does not mean the proponent will be awarded the contract agreement. All questions must be received in writing and directed to Brent Hickman, S.C.M.P., Procurement Officer, Halifax Water, by procurement@halifaxwater.ca or fax: (902) CLOSING DATE Bids must be received in the office of Halifax Water, 450 Cowie Hill Road, Halifax, NS, no later than 2:00 p.m. local time, Tuesday, March 15, WORKERS COMPENSATION BOARD (WCB) The consultant must provide a Letter of Good Standing from the Workers Compensation Board (WCB) for the entire period of the contract. The successful proponent will notify Halifax Water if their status with the WCB changes and is to provide Halifax Water with the updated proof of status as required. INSURANCE COVERAGE The consultant must provide a Certificate of Insurance stating that they have two million dollars ($2,000,000) Professional Liability Insurance. Coverage will be maintained during the contract period and Halifax Water as named additional insured. Certificated copies of all the Certificates requested must be submitted with the proponent s quotation documents. OCCUPATIONAL HEALTH AND SAFETY Working safely and in compliance with all of the latest N.S. Safety Regulations is of the utmost importance at Halifax Water. A safe workplace for our staff and consultants is a top priority for Halifax Water. Consultants are advised that it is their responsibility to ensure that the personnel assigned to this work are familiar with and fully knowledgeable and comply with the Occupational Health and Safety Act of the Province of Nova Scotia POLICE RECORDS CHECK (PRC) / SECURITY REQUIREMENTS All consultants and their employees working for Halifax Water must obtain an up to date Police Record Check (PRC), which is valid for a three (3) year period. See Appendix B. PRC s must be completed and forwarded to Halifax Water for all employees working for or on behalf of the successful consultant prior to the start of the contract.

5 Page 5 of 9 EVALUATION CRITERIA Halifax Water will evaluate the RFQ based upon the following criteria: o Price o Ability to meet ALL specifications as outlined in this RFQ o Company Experience Bid Submission Format: The following information to be provided in order to ensure each bid receives full consideration. Bids not containing this information may be considered incomplete, and may be rejected: A fully completed and signed Bidder Information Sheet. (Use enclosed Form Pg. 2). A fully completed Bid Form (Appendix A ). TERMS AND CONDITIONS 1. INQUIRIES All questions related to this RFQ shall be directed to: 2. UNIT PRICING Brent Hickman, S.C.M.P. Procurement Officer Halifax Water procurement@halifaxwater.ca Phone: (902) Fax: (902) Prices to be submitted on the pricing sheet provided. See Appendix A. All prices should be extended and totalled. The extended price is derived by multiplying the unit price by the quantity of units required. In the event of an error in calculation of the extended price, the unit price will be taken as correct and will govern in the Bid evaluation and contract administration. 3. TAXES EXCLUDED 4. CURRENCY The Bid prices shall exclude HST. Do not include any Provincial or Federal Sales tax. All prices should be quoted in Canadian dollars. Please Bid your net price on each of the above commodities or services, F.O.B. destination Halifax Water, prepaid. 5. PAYMENT & INVOICING Payment will be based on Net 30 Days from date of invoice. Electronic invoices with the original signature to be sent to; Halifax Water Attn: Accounts Receivable accounting_dept@halifaxwater.ca P.O. Box 8388, RPO CSC

6 Page 6 of 9 Halifax, NS, B3K 5M1 Halifax Water administers its payables via an electronic payment process known as EDI payment. Payments for this solicitation and following contract will be administered via the electronic payment process. 6. EXPLANATION TO BIDDERS No verbal agreement or conservation with any officer, agent or employee of Halifax Water either before or after execution of the contract shall effect or modify any of the terms or obligations contained in any of the documents comprising the said contract. 7. RIGHT TO REJECT; FINANCIAL STABILITY; NON-COMPLIANCE Failure to comply with any of the mandatory terms or conditions contained or referenced in the RFQ documents may result in the rejection of the Bid. All of the terms, conditions and/or specifications stated or referenced in the RFQ are assumed to be accepted by the Bidder and incorporated in the Bid. Bidders may be required to demonstrate financial stability, authorization to provide the goods/services being acquired, and/or regulatory agency approval, licensing or registration as needed, or otherwise clarify Bidder s capability to satisfy the RFQ requirements. Halifax Water reserves the right to reject Bids from any Bidder that it feels is incapable of providing the necessary labour, materials, equipment, financing or management resources to perform the work or supply the goods in a satisfactory and timely manner. Halifax Water reserves the right to waive minor non-compliance where such non-compliance is not of a material nature in its sole and absolute discretion, or to accept or reject, in whole or in part any or all Bids, with or without giving notice. Such minor non-compliance will be deemed substantial compliance and capable of acceptance. Halifax Water will be the sole judge of whether a Bid is accepted or rejected. Halifax Water reserves the right to split an award amongst Bidders as deemed in the best interest of Halifax Water. 8. CANCELLATION; NO AWARD Issuing a RFQ implies no obligation on Halifax Water to accept any Bid or a portion of any Bid submitted. Halifax Water does not bind itself to accepting the lowest or any bids received, but reserves the right to award the RFQ to its best advantage. Request for Quotations may be cancelled in whole or in part without penalty, when a) the price Bid exceeds the funds allocated for the purchase; b) there has been a substantial change in the requirements after the RFQ has been issued; c) information has been received by Halifax Water after the RFQ has been issued that Halifax Water feels has substantially altered the procurement; or d) there was insufficient competition in order to provide the level of service, quality of good or pricing required. If no compliant Bids are received in response to a RFQ, Halifax Water reserves the right to enter into negotiations with one or more vendors in order to complete the procurement. Halifax Water will be the sole judge of whether there is sufficient justification to cancel any Request for Quotation.

7 Page 7 of 9 No action or liability will lie or reside against Halifax Water in its exercise of its rights under this section. 9. INDEMNIFICATION The contractor agrees to indemnify and save harmless Halifax Water from and against all claims, actions, losses, expenses, costs or damages of every nature and kind whatsoever which may occur through the performance of this contract. 10. ADDENDA, CORRECTIONS OR EXTENSIONS OF THE REQUEST FOR QUOTATION Periodically, Halifax Water is required to issue notification of changes or corrections to a bid document. Normally these notifications will have a direct bearing on the cost of a project and will influence the way you bid. Halifax Water reserves the right to modify the terms of the RFQ at any time prior to closing, at its sole discretion. Information regarding addenda will be made available to all bidders by contacting our office. Bidders are instructed to sign the Addenda and return it with their bid submission. Bidders are responsible for ensuring that they are aware of and have complied with all Addenda. Failure to comply with the instructions on an advisory of addendum will result in rejection of your submission, regardless of whether the changes noted in the advisory or addendum are included in the tender or not. 11. HOURS OF WORK Halifax Water core hours of operation are Monday to Friday, 8:30 am to 4:30 pm. 12. COOPERATIVE PURCHASING Halifax Water reserves the right to extend this offer to other governmental entities, including HRM, Province of Nova Scotia and other MASH sector entities.

8 Page 8 of 9 APPENDIX A BID FORM RFQ # DATE CLOSING DATE CONTACT Q March 2, 2016 March 15, 2016 Brent Hickman DESCRIPTION DAILY RATE Per diem rate based on Halifax Water s normal 7 hour work day. HST Extra, Do Not Include In Your Bid Price. Bid Submission: Quotations must be sealed and designated Q to the attention of: Brent Hickman, S.C.M.P., Procurement Officer Halifax Regional Water Commission 450 Cowie Hill Rd, Halifax, NS, B3P 2V3 no later than 2:00 PM (Atlantic Time) on Tuesday March 15, NOTE: FAXED / ELECTRONIC BIDS WILL BE ACCEPTED.

9 Page 9 of 9 APPENDIX B Police Record Check PROCESS FOR OBTAINING POLICE RECORD CHECK FOR CONTRACTORS/CONSULTANTS 1. All contractors, consultants and their employees working for Halifax Water must obtain a Police Record Check (PRC). 2. It is the responsibility of the Halifax Water staff member that engages a contractor/consultant to ensure that a PRC is conducted. 3. To obtain a PRC, contractors or consultants should either: a) Book an appointment with or visit their local Police Department. Once completed, the results of the PRC should be sent to the address below indicating the organization the individual is currently employed with, the HW Project Manager, and the name of the project that the PRC s relate to. Halifax Water Safety & Security Dept. 450 Cowie Hill Road Halifax, NS B3P 2V3 monicastc@halifaxwater.ca b) Go online to If this method is chosen, the individual will have to create a personal account with They have the option of verifying their ID either online by answering a couple of quick questions regarding their credit history or in person at any of the 5000 participating Canada Post locations nationwide. Once verified, the Police will complete the PRC. The individual will receive an indicating the results are in. They will then have to login to their account and choose to Share the results with Halifax Regional Water Commission again indicating the organization the individual is currently employed with, the HW Project Manager and the name of the project that the PRC s relate to. For residents of the United States, a FBI record check is acceptable. 4. The Safety & Security Department will notify the Halifax Water Project Manager who requested the PRC whether the contractor/consultant has received clearance. 5. If a contractor/consultant requires Card Access to a Halifax Water facility(s) the Project Manager will schedule an appointment with the Human Resources Department to have a Contractor Card created and access granted, based on the contractors/consultant s needs. 6. Certain contractors/consultants, depending on the work or services they are providing, may require a fingerprint-based check. Halifax Water reserves the right to request fingerprints where applicable. All contractors, consultants and their employees are required to renew their PRC every 3 years.