REQUEST FOR PROPOSALS
Title:
WIRELESS TELEPHONY
Reference No.:
1220-30-18-10
FOR PROFESSIONAL SERVICES
RDO V2 June 17, 2010
REQUEST FOR PROPOSALS
TABLE OF CONTENTS
1.
INTRODUCTION ....................................................................................................................... 01
1.1
Purpose ............................................................................................................................. 01
1.2
Definitions ......................................................................................................................... 01
2.
INSTRUCTIONS TO PROPONENTS ....................................................................................... 01
2.1
Closing Time and Address for Proposal Delivery ............................................................. 01
2.2
Information Meeting .......................................................................................................... 02
2.3
Number of Copies ............................................................................................................. 02
2.4
Late Proposals .................................................................................................................. 02
2.5
Amendments to Proposals ................................................................................................ 02
2.6
Inquiries ............................................................................................................................. 02
2.7
Addenda ............................................................................................................................ 03
2.8
Examination of Contract Documents and Site .................................................................. 03
2.9
Opening of Proposals ....................................................................................................... 03
2.10
Status Inquiries ................................................................................................................. 03
3.
PROPOSAL SUBMISSION FORM AND CONTENTS ............................................................. 04
3.1
Package ............................................................................................................................ 04
3.2
Form of Proposal .............................................................................................................. 04
3.3
Signature ........................................................................................................................... 04
4.
EVALUATION AND SELECTION ............................................................................................. 04
4.1
Evaluation Team ............................................................................................................... 04
4.2
Evaluation Criteria ............................................................................................................. 05
4.3
Discrepancies in Proponent’s Financial Proposal............................................................. 05
4.4
Litigation ............................................................................................................................ 06
4.5
Additional Information ....................................................................................................... 06
4.6
Interviews .......................................................................................................................... 06
4.7
Multiple Preferred Proponents .......................................................................................... 06
4.8
Negotiation of Agreement and Award ............................................................................... 07
5.
GENERAL CONDITIONS ......................................................................................................... 07
5.1
No City Obligation ............................................................................................................. 07
5.2
Proponent’s Expenses ...................................................................................................... 07
5.3
No Contract ....................................................................................................................... 08
5.4
Conflict of Interest ............................................................................................................. 08
5.5
Solicitation of Council Members and City/Township Staff ................................................ 08
5.6
Confidentiality.................................................................................................................... 08
5.7
Harmonized Sales Tax (HST) ........................................................................................... 08
SCHEDULE A – SPECIFICATIONS OF GOODS AND SCOPE OF SERVICES ............................... 09
A-1 – SOLUTION REQUIREMENTS ............................................................................................. 15
SCHEDULE B – SAMPLE AGREEMENT ........................................................................................... 23
SCHEDULE C – FORM OF PROPOSAL ............................................................................................ 38
C-1
Statement of Departures ................................................................................................... 41
C-2
Proponent’s Experience, Reputation and Resources ....................................................... 42
C-3
Proponent’s Technical Proposal (Project Services).......................................................... 45
C-4
Proponent’s Technical Proposal (Project Schedule) ........................................................ 75
C-5
Proponent’s Financial Proposal ........................................................................................ 76
RFP No. 1220-30-18-10
ii
ATTACHMENTS .................................................................................................................................. 77
Appendix A – Sample Cell
Appendix B – Sample Blackberry
Appendix C – Sample Push to Talk
Appendix D – Wireless Internet
RFP No. 1220-30-18-10
iii
REQUEST FOR PROPOSALS
1.
INTRODUCTION
1.1
Purpose
The purpose of this request for proposals is to select a service provider (or service
providers) to perform the services (“Services”) described in Schedule A.
1.2
Definitions
In this RFP the following definitions shall apply:
“City” means the City of Surrey;
“City Representative” has the meaning set out in section 2.6;
“City Website” means www.surrey.ca;
“Closing Time” has the meaning set out in section 2.1;
“Contract” means a formal written contract between the City and a Preferred Proponent
to undertake the Services, the preferred form of which is attached as Schedule B;
“Evaluation Team” means the team appointed by the City;
“Information Meeting” has the meaning set out in section 2.2;
“Preferred Proponent(s)” means the Proponent(s) selected by the Evaluation Team to
enter into negotiations for a Contract;
“Proponent” means an entity that submits a Proposal;
“Proposal” means a proposal submitted in response to this RFP;
“RFP” means this Request for Proposals;
“Services” has the meaning set out in Schedule A;
“Site” means the place or places where the Services are to be performed; and
“Statement of Departures” means Schedule C-1 to the form of Proposal attached as
Schedule C.
2.
INSTRUCTIONS TO PROPONENTS
2.1
Closing Time and Address for Proposal Delivery
Proposals must be received by the office of the:
Kam Grewal, BBA, CMA
Acting Purchasing & AP Manager
Address:
6645 – 148 Street
Surrey, B.C. V3S 3C7
RFP No. 1220-30-18-10
1
on or before the following date and time (the “Closing Time”):
Time: 3:00 pm local time
Date: Friday, July 16, 2010
Submissions by fax [or email] will not be accepted.
2.2
Information Meeting
An information meeting may be hosted by the City Representative to discuss the City’s
requirements under this RFP (the “Information Meeting”). While attendance is at the
discretion of Proponents, Proponents who do not attend will be deemed to have
attended the Information Meeting and to have received all of the information given at the
Information Meeting. At the time of issuance of this RFP a meeting has not been
scheduled.
2.3
Number of Copies
Proponents should submit the original plus 2 hard copies (3 in total) of their Proposals.
The original Proposal should be unbound.
2.4
Late Proposals
Proposals received after the Closing Time will not be accepted or considered. Delays
caused by any delivery, courier or mail service(s) will not be grounds for an extension of
the Closing Time.
2.5
Amendments to Proposals
Proposals may be revised by written amendment, delivered to the location set out
above, at any time before the Closing Time but not after. An amendment must be signed
by an authorized signatory of the Proponent in the same manner as provided by section
3.3. Fax amendments are permitted, but such fax may show only the change to the
proposal price(s) and in no event disclose the actual proposal price(s). A Proponent bears
all risk that the City’s fax equipment functions properly so as to facilitate timely delivery of
any fax amendment.
2.6
Inquiries
All inquiries related to this RFP should be directed in writing to the person named below
(the “City Representative”). Information obtained from any person or source other than
the City Representative may not be relied upon.
Kam Grewal, BBA, CMA
Acting Purchasing & AP Manager
Address:
City of Surrey – Purchasing
6645 – 148 Street
RFP No. 1220-30-18-10
2
Surrey, B.C. V3S 3C7
Phone:
604-590-7274
Fax:
604-599-0956
Email:
purchasing@surrey.ca
Inquiries should be made no later than 7 days before Closing Time. The City reserves
the right not to respond to inquiries made within 7 days of the Closing Time. Inquiries
and responses will be recorded and may be distributed to all Proponents at the
discretion of the City.
Proponents finding discrepancies or omissions in the Contract or RFP, or having doubts
as to the meaning or intent of any provision, should immediately notify the City
Representative. If the City determines that an amendment is required to this RFP, the
City Representative will issue an addendum in accordance with section 2.7. No oral
conversation will affect or modify the terms of this RFP or may be relied upon by any
Proponent.
2.7
Addenda
If the City determines that an amendment is required to this RFP, the City will post a
written addendum on the City website at www.surrey.ca (the "City Website") and upon
posting will be deemed to form part of this RFP. Upon submitting a Proposal,
Proponents will be deemed to have received notice of all addenda that are posted on the
City Website.
2.8
Examination of Contract Documents and Site
Proponents will be deemed to have carefully examined the RFP, including all attached
Schedules, the Contract and the Site (as applicable) prior to preparing and submitting a
Proposal with respect to any and all facts which may influence a Proposal.
2.9
Opening of Proposals
The City intends to open Proposals in private but reserves the right to open Proposals in
public at its sole discretion.
2.10
Status Inquiries
All inquiries related to the status of this RFP, including whether or not a Contract has
been awarded, should be directed to the City Website and not to the City
Representative.
RFP No. 1220-30-18-10
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3.
PROPOSAL SUBMISSION FORM AND CONTENTS
3.1
Package
Proposals should be in a sealed package, marked on the outside with the Proponent's
name, title of the Project and reference number.
3.2
Form of Proposal
Proponents should complete the form of Proposal attached as Schedule C, including
Schedules C-1 to C-5. Proponents are encouraged to respond to the items listed in
Schedules C-1 to C-5 in the order listed. Proponents are encouraged to use the forms
provided and attach additional pages as necessary.
3.3
Signature
The legal name of the person or firm submitting the Proposal should be inserted in
Schedule C. The Proposal should be signed by a person authorized to sign on behalf of
the Proponent.
(a)
If the Proponent is a corporation then the full name of the corporation should be
included, together with the names of authorized signatories. The Proposal
should be executed by all of the authorized signatories or by one or more of them
provided that a copy of the corporate resolution authorizing those persons to
execute the Proposal on behalf of the corporation is submitted.
(b)
If the Proponent is a partnership or joint venture then the name of the partnership
or joint venture and the name of each partner or joint venturer should be
included, and each partner or joint venturer should sign personally (or, if one or
more person(s) have signing authority for the partnership or joint venture, the
partnership or joint venture should provide evidence to the satisfaction of the City
that the person(s) signing have signing authority for the partnership or joint
venture). If a partner or joint venturer is a corporation then such corporation
should sign as indicated in subsection (a) above.
(c)
If the Proponent is an individual, including a sole proprietorship, the name of the
individual should be included.
4.
EVALUATION AND SELECTION
4.1
Evaluation Team
The evaluation of Proposals will be undertaken on behalf of the City by the Evaluation
Team. The Evaluation Team may consult with others including City staff members, third
party consultants and references, as the Evaluation Team may in its discretion decide is
required. The Evaluation Team will give a written recommendation for the selection of a
Preferred Proponent or Preferred Proponents to the City.
RFP No. 1220-30-18-10
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4.2
Evaluation Criteria
The Evaluation Team will compare and evaluate all Proposals to determine the
Proponent's strength and ability to provide the Services in order to determine the
Proposal which is most advantageous to the City, using the following criteria:
(a)
Experience, Reputation and Resources
The Evaluation Team will consider the Proponent's responses to items (i) to (v) in
C-2 of Schedule C including supplementary information.
(b)
Technical
The Evaluation Team will consider the Proponent's responses to items in C-3
and C-4 of Schedule C, including supplementary information.
(c)
Financial
The Evaluation Team will consider the Proponent's response to C-5 of
Schedule C.
(d)
Statement of Departures
The Evaluation Team will consider the Proponent's response to C-1 of
Schedule C.
The Evaluation Team will not be limited to the criteria referred to above, and the
Evaluation Team may consider other criteria that the team identifies as relevant during
the evaluation process. The Evaluation Team may apply the evaluation criteria on a
comparative basis, evaluating the Proposals by comparing one Proponent's Proposal to
another Proponent's Proposal. All criteria considered will be applied evenly and fairly to
all Proposals.
4.3
Discrepancies in Proponent's Financial Proposal
If there are any obvious discrepancies, errors or omissions in C-5 of a Proposal
(Proponent's Financial Proposal), then the City shall be entitled to make obvious
corrections, but only if, and to the extent, the corrections are apparent from the Proposal
as submitted, and in particular:
(a)
if there is a discrepancy between a unit price and the extended total, then the unit
prices shall be deemed to be correct, and corresponding corrections will be made
to the extended totals;
(b)
if a unit price has been given but the corresponding extended total has been
omitted, then the extended total will be calculated from the unit price and the
estimated quantity;
RFP No. 1220-30-18-10
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(c)
4.4
if an extended total has been given but the corresponding unit price has been
omitted, then the unit price will be calculated from the extended total and the
estimated quantity.
Litigation
In addition to any other provision of this RFP, the City may, in 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
City, its elected or appointed officers, representatives or employees in relation to any
matter.
In determining whether or not to reject a Proposal under this section, the City will
consider whether the litigation is likely to affect the Proponent’s ability to work with the
City, its consultants and representatives and whether the City’s experience with the
Proponent indicates that there is a risk the City will incur increased staff and legal costs
in the administration of the Contract if it is awarded to the Proponent.
4.5
Additional Information
The Evaluation Team may, at its discretion, request clarifications or additional
information from a Proponent with respect to any Proposal, and the Evaluation Team
may make such requests only to selected Proponents. The Evaluation Team may
consider such clarifications or additional information in evaluating a Proposal.
4.6
Interviews
The Evaluation Team may, at its discretion, may invite some or all of the Proponents to
appear before the Evaluation Team to provide clarifications of their Proposals. In such
event, the Evaluation Team will be entitled to consider the answers received in
evaluating Proposals.
4.7
Multiple Preferred Proponents and Changes to the Proponent Team
The City reserves the right and discretion to divide up the Services, either by scope,
geographic area, or other basis as the City may decide, and to select one or more
Preferred Proponents to enter into discussions with the City for one or more Contracts to
perform a portion or portions of the Services. If the City exercises its discretion to divide
up the Services, the City will do so reasonably having regard for the RFP and the basis
of Proposals. Likewise, the City reserves the right to ask for changes in the member/s
comprising the Proponent Team as it deems beneficial to the overall composition of the
Team and without any obligation to justify its preference.
In addition to any other provision of this RFP, Proposals may be evaluated on the basis
of advantages and disadvantages to the City that might result or be achieved from the
City dividing up the Services and entering into one or more Contracts with one or more
Proponents.
RFP No. 1220-30-18-10
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4.8
Negotiation of Contract and Award
If the City selects a Preferred Proponent or Preferred Proponents, then it may:
(a)
enter into an Agreement with the Preferred Proponent(s); or
(b)
enter into discussions with the Preferred Proponent(s) to attempt to finalize the
terms of the Agreement(s), including financial terms, and such discussions may
include:
(1)
clarification of any outstanding issues arising from the Preferred
Proponent's Proposal;
(2)
negotiation of amendments to the departures to the draft Agreement, if
any, proposed by the Preferred Proponent(s) as set out in Schedule C-1
to the Preferred Proponent's Proposal; and
(3)
negotiation of amendments to the Preferred Proponent's financial terms
as set out in Schedule C-5 to the Preferred Proponent's Proposal and/or
scope of Services;
If discussions are successful, the City and the Preferred Proponent(s) will finalize
the Agreement; or
(c)
if at any time the City reasonably forms the opinion that a mutually acceptable
agreement is not likely to be reached within a reasonable time, give the Preferred
Proponent(s) written notice to terminate discussions, in which event the City may
then either open discussions with another Proponent or terminate this RFP and
retain or obtain the Services in some other manner.
5.
GENERAL CONDITIONS
5.1
No City Obligation
This RFP is not a tender and does not commit the City in any way to select a Preferred
Proponent, or to proceed to negotiations for a Contract, or to award any Contract, and
the City reserves the complete right to at any time reject all Proposals, and to terminate
this RFP process.
5.2
Proponent’s Expenses
Proponents are solely responsible for their own expenses in preparing, and submitting
Proposals, and for any meetings, negotiations or discussions with the City or its
representatives and consultants, relating to or arising from this RFP. The City 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
RFP No. 1220-30-18-10
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submitting a Proposal, or participating in negotiations for a Contract, or other activity
related to or arising out of this RFP.
5.3
No Contract
By submitting a Proposal and participating in the process as outlined in this RFP,
Proponents expressly agree that no contract of any kind is formed under, or arises from,
this RFP, prior to the signing of a formal written Contract.
5.4
Conflict of Interest
A Proponent shall disclose in its Proposal any actual or potential conflicts of interest and
existing business relationships it may have with the City, its elected or appointed officials
or employees. The City may rely on such disclosure.
5.5
Solicitation of Council Members and City Staff
Proponents and their agents will not contact any member of the City Council or City staff
with respect to this RFP, other than the City Representative named in section 2.6, at any
time prior to the award of a contract or the termination of this RFP.
5.6
Confidentiality
All submissions become the property of the City and will not be returned to the
Proponent. All submissions will be held in confidence by the City unless otherwise
required by law. Proponents should be aware the City is a “public body” defined by and
subject to the Freedom of Information and Protection of Privacy Act of British Columbia.
5.7
Harmonized Sales Tax (HST)
The general transitional rules for the wind down of PST and GST as it relates to City
purchases. This change is a result of the new HST tax being implemented on July 1,
2010.
General Rules:
On July 1, 2010, the existing B.C. PST would generally cease to apply to:
· a sale of goods where the goods are delivered, and ownership of the goods is
transferred, to the
City on or after July 1, 2010;
· a sale of services to the extent the services are performed on or after July 1, 2010
(however, the
PST would apply where all or substantially all of the service is provided before July
2010); and,
· goods brought into B.C. on or after July 1, 2010.
RFP No. 1220-30-18-10
8
SCHEDULE A
SPECIFICATIONS OF GOODS
AND
SCOPE OF SERVICES
WIRELESS TELEPHONY
RFP No. 1220-30-18-10
9
SCHEDULE A
SPECIFICATIONS OF GOODS AND SCOPE OF SERVICES
TABLE OF CONTENTS
GENERAL OVERVIEW ........................................................................................................................11
1.
Business Opportunity ........................................................................................................11
2.
Current Situation ................................................................................................................11
3.
Vision .................................................................................................................................11
4.
Term ..................................................................................................................................13
5.
Reporting Capabilities .......................................................................................................13
6.
Specification Requirements ...............................................................................................13
RFP No. 1220-30-18-10
10
SCHEDULE A
SPECIFICATIONS OF GOODS AND SCOPE OF SERVICES
GENERAL OVERVIEW
1.
Business Opportunity
The City of Surrey’s Information Technology Division is responsible for wireless devices,
including cellular phones, Mike phones, Blackberries, Smart Phones, and mobile internet
sticks/cards. To ensure the City is receiving the best service for the best price, the City is
requesting proposals to provide mobile wireless network access, services and hardware. With
the volume of wireless service being used and the important role they play in conducting City
business, the successful Proponent(s) can expect to work with the City on a daily basis.
One or more Proponents may be selected as a result of this RFP. Proponents may
respond to as many parts of this RFP (as outlined in Schedule C) as appropriate.
2.
Current Situation
All of the City’s cellular phones, Mike phones, Blackberries, and mobile internet stick/cards are
managed by the Infrastructure Services Department in the Information Technology Division.
Responsibilities include purchasing, arranging repairs, rate plan analysis and providing
information regarding hardware, applications, features, services and rate plans based on Citywide agreements. All internal inquiries and requests go through the Infrastructure Services
Department. All wireless vendor contact also goes through this department.
The City has approximately 431 cellular phones, 180 Blackberries, 36 Mike phones, and 33
Mobile Internet sticks/cards. The majority of these devices have Call display, unlimited staff to
staff calling, Message center, group usage sharing (pooling), Call waiting, Call forwarding,
Conference call, and outgoing number blocking. Combined, these devices consume a monthly
average of 166,000 minutes of voice and 9 GB of data.
Information on average monthly usage by device type is noted Appendix “A - D” and is available
in soft copy.
3. Vision
In order to provide a high level of customer service and make the most productive use of their
time, City Councilors, management, and staff have become increasingly dependent on wireless
technology to perform their daily work. With the development of new and innovative mobile
applications for handheld devices, the use of wireless technology is expected to continue to
expand. Managing these devices and the associated costs is of key importance.
Through the RFP process, the City of Surrey would like to:

Partner with an innovative and leading edge vendor to deliver effective solutions to
the City of Surrey
RFP No. 1220-30-18-10
11

reduce hardware costs

reduce operating (usage) costs

upgrade or replace old hardware as required

see simple, innovative, feature inclusive rate plan formats for voice and data

for example the inclusion of unlimited text messaging and browsing

reduce the complexity and City time involved in managing the various devices, rate
plans and contracts to ensure optimum efficiencies

automate basic order processes

standardize on a 2 year contract term

have ‘one’ person to contact for all “network” and service requirements

have ‘one’ person to contact for all “hardware” and service requirements

have quality loaner devices when and where required

have quick turnaround on repair

receive prompt delivery of new and replacement wireless devices and accessories

have staff trained by the vendor when they receive a new device

be kept up to date on the latest technology trends and issues

trial new products and services

have occasional on-site training and minor repair sessions

have excellent coverage for wireless services throughout the Surrey area and the
lower mainland

have excellent in-building coverage throughout City of Surrey buildings

have cost effective and easy to use solutions for International Travel

minimize or offset any termination costs which may result from the awarding of
contracts through this RFP
RFP No. 1220-30-18-10
12
4
Term
4.1 The Contractor will provide the Goods and Services set out in Schedule A for a
period of Twenty-Four (24) months the period commencing upon agreement
between the Contractor and the City (the “Term”).
4.2
5
6
The parties may extend the Term by mutual agreement. If the Term is extended,
the provisions of this Agreement will remain in force except where amended
in writing by the parties.]
Reporting Capabilities
5.1 Proponents should be able to meet or exceed the following basic requirements:
5.1.1
Provide electronic summary reports showing the monthly usage
on each device;
5.1.2
Provide electronic monthly detail reports by device, grouped by
accounting code, division, department, name or number.
Specification Requirements
6.1
Unless otherwise specified in the solicitation, all items bid are to be new, unused,
and not remanufactured in any way.
6.2
Whenever a trade name, brand name, or model and catalogue numbers followed
by the words “or equal” or “approved equal” are used in the bid invitation it is for
the purpose of item identification and to establish standards of quality, style, and
features. Proposals on equivalent items, substantially the same, are invited.
However, to receive consideration, sufficient descriptive literature and/or
specifications to clearly identify the item and provide for competitive evaluation
must accompany the Proposal. The City will be the sole judge of equality and
suitability. If Proponent does not identify exceptions to the specifications shown
in the RFP, Proponent will be required to furnish the brand name(s), models,
numbers, etc. specified in the RFP.
6.3
Unless stated otherwise in the solicitation, alternate Proposals will be considered.
Alternate Proposals may be made in addition to responding to the solicitation or
as the only response to the solicitation. However, the City is under no obligation
to consider or accept an alternate Proposal and it reserves the right to reject any
and all such Proposals.
6.4
The City reserves the right to request samples of any or all items proposed in
order to determine compliance with the specifications. The Proponent should
provide the samples within ten (10) days of the request and at no charge to the
City. Samples will be returned. Failure to comply may be cause for rejection of
the Proposal.
6.5
Proponents shall clearly delineate any deviations or exceptions from the bid
specifications.
RFP No. 1220-30-18-10
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6.6
Except as otherwise provided in the solicitation, all proposed prices should be
firm. Prices subject to qualifications, such as escalation or other variables, may
be rejected as non-responsive.
6.7
Unless otherwise stipulated in the RFP, all quantities are estimates and do not
represent a minimum guarantee. The City is obligated to purchase only those
quantities needed during the term of the contract and it reserves the right to
purchase more or less than the estimated quantities. The City is obligated only
for those quantities ordered.
6.8
Proposed delivery dates shall be stated in number of calendar days after receipt
of order.
6.9
All offers shall F.O.B. destination, freight prepaid.
6.10
The Proponent shall furnish all labour, materials and equipment necessary to
perform and complete the work called for in the specifications, plans or other
instructions attached to or referred to in the resultant contract. All work shall be
done in a professional manner by technicians and others skilled in their
respective trades. All materials furnished shall be new and the best of their
respective kinds, unless otherwise specified. The work shall be completed within
the time stated in the contract, but the Proponent shall not be liable for delays
due to causes beyond its reasonable control.
RFP No. 1220-30-18-10
14
SCHEDULE A-1
SOLUTION REQUIREMENTS
1
Cellular Telephones
The Proponent should be able to meet or exceed the following requirements:
1.1 Be experienced in dealing with large corporate customers in the local office that
would be directly working with the City.
1.2 Provide experienced and dedicated personnel to work with the City.
1.3 Excellent network coverage throughout the lower mainland, especially in Surrey,
including inside buildings.
1.4 Replacement or maintenance of the existing cellular telephones, as required, to
operate on the Proponent’s network.
1.5 Have available at all times, a reasonably priced “flip” style cell phone and a “bar”
style cell phone.
1.6 Hands free, Bluetooth, and voice activated dialling functionality.
1.7 It would be very desirable to have an option for a durable cell phone, for use by
City staff that do physical work and / or work outdoors or in environments hard on
typical consumer grade cell phones.
1.8 Availability of features such as Call display, unlimited staff to staff calling,
Message center, Call waiting, Call forwarding, Conference call, and outgoing
number blocking.
1.9 Provide a variety of rate plans which allow for departmental and or corporate
account pooling.
1.10 Provide a priority service for City cell phones to be used in emergency situations.
1.11 The ability to provide a high level of service including:
1.11.1 ability to provide “full service”, i.e. able to supply a full line of products
(cellular phones, car kits), product training, initial set-up and training
for new cell phone users, after sales service including installation of
car kits and equipment repairs;
1.11.2 is or has been an authorized “cellular dealer” for at least three years;
1.11.3 has or uses a cell phone manufacturer accredited service department
1.11.4 providing support services and phone deliveries and pick-ups to many
locations throughout the City of Surrey;
1.11.5 is able to provide demonstration hardware to the City as new products
become available;
RFP No. 1220-30-18-10
15
1.11.6 is able to supply a quantity of quality loaner phones for immediate
replacement of broken phones;
1.11.7 is able to provide maximum response times of 4 hours and fulfillment
within 24 hours for activations;
1.11.8 All new and loaner equipment delivered to the City with fully charged
battery and with all requested features operational;
1.11.9 The City must have the ‘on-line’ ability to deactivate a cell phone
should it be lost or stolen outside business hours; and
1.11.10
The Proponent must have a few cell phones available for testing
of coverage during the response evaluation.
2
Push-to-Talk or MIKE Telephones
The Proponent should be able to meet or exceed the following:
2.1 Be experienced in dealing with large corporate customers in the local office that
would be directly working with the City.
2.2 Provide experienced and dedicated personnel to work with the City.
2.3 Excellent network coverage throughout the lower mainland, especially in Surrey,
including inside buildings.
2.4 Support of the existing Mike telephones, and replacement as required.
2.5 Availability of features such as Call display, unlimited staff to staff calling,
Message center, Call waiting, Call forwarding, Conference call, and outgoing
number blocking.
2.6 Hands free, Bluetooth, and voice activated dialling functionality.
2.7 Provide a variety of rate plans which allow for departmental and or corporate
account pooling.
2.8 Provide a priority service for City Mike phones to be used in emergency
situations.
2.9 The ability to provide a high level of service including:
RFP No. 1220-30-18-10
2.9.1
ability to provide “full service”, i.e. able to supply a full line of products
(Mike phones, accessories), product training, initial set-up and training
for new Mike phone users, after sales service and equipment repairs;
2.9.2
providing support services and Mike phone deliveries and pick-ups to
several locations throughout the City of Surrey;
2.9.3
is or has been an authorized “Mike dealer” for at least three years;
16
2.9.4
has or uses a Mike phone manufacturer accredited service
department;
2.9.5
is able to provide demonstration hardware to the City as new products
become available;
2.9.6
is able to supply a quantity of quality loaner Mike phones for
immediate replacement of broken Mike phones;
2.9.7
is able to provide maximum response times of 4 hours and fulfillment
within 24 hours for activations; and
2.9.8
All new and loaner equipment delivered to the City with fully charged
battery and with all requested features operational.
2.9.9
The City must have the ‘on-line’ ability to deactivate a Mike phone
should it be lost or stolen outside business hours; and
2.9.10 The Proponent must have a few Mike phones available for testing of
coverage during the response evaluation.
3
Blackberry
The Proponent should be able to meet or exceed the following requirements:
3.1 Be experienced in dealing with large corporate customers in the local office that
would be directly working with the City;
3.2 Provide experienced and dedicated personnel to work with the City;
3.3 Excellent network coverage throughout the lower mainland, especially in Surrey,
including inside buildings.
3.4 Replacement or maintenance of the existing Blackberries, as required, to operate
on the Proponent’s network;
3.5 Availability of features such as Call display, unlimited staff to staff calling,
Message center, Call waiting, Call forwarding, Conference call, and outgoing
number blocking.
3.6 Hands free, Bluetooth, and voice activated dialling functionality.
3.7 Provide a variety of rate plans which allow for departmental and or corporate
account pooling;
RFP No. 1220-30-18-10
17
3.8 The ability to provide a high level of service including:
3.8.1
ability to provide “full service”, i.e. able to supply a full line of products
(Blackberries, accessories), product training, initial set-up and training
for new blackberry users, after sales service and equipment repairs;
3.8.2
is or has been an authorized “Blackberry dealer” for at least one year;
3.8.3
providing support services and Blackberry deliveries and pick-ups to
several locations throughout the City of Surrey;
3.8.4
has or uses
department;
3.8.5
is able to provide demonstration hardware to the City as new products
become available;
3.8.6
is able to supply quality loaner Blackberries for immediate
replacement of broken Blackberries;
3.8.7
is able to provide maximum response times of 4 hours and fulfillment
within 24 hours for activations; and
3.8.8
All new and loaner equipment delivered to the City with fully charged
battery and with all requested features operational.
3.8.9
The City must have the ‘on-line’ ability to deactivate a Blackberry
should it be lost or stolen; and
a
Blackberry
manufacturer
accredited
service
3.8.10 The City must have the ability to Corporately manage and administer
Blackberries:
3.8.10.1 Remotely “wipe–out” any information on the device;
3.8.10.2 Have the ability to enforce the use of passwords and
policies;
3.8.11 Integrate with the City’s Corporate email system (Microsoft Exchange
2003) and synchronize:
3.8.11.1 Sent & received email;
3.8.11.2 Contacts
3.8.11.3 Schedules
3.8.12 Ability to view the following file types:
3.8.12.1 PDF
3.8.12.2 Word
3.8.12.3 Excel
3.8.12.4 Powerpoint
3.8.13 The Proponent must have a few Blackberries available for testing of
coverage during the response evaluation.
RFP No. 1220-30-18-10
18
4
Mobile Internet sticks / cards
The Proponent should be able to meet or exceed the following requirements:
4.1 Be experienced in dealing with large corporate customers in the local office that
would be directly working with the City.
4.2 Provide experienced and dedicated personnel to work with the City.
4.3 Excellent network coverage throughout the lower mainland, especially in Surrey,
including inside buildings.
4.4 Replacement or maintenance of the Mobile Internet devices, as required, to
operate on the Proponent’s network.
4.5 The ability to provide a high level of service including:
4.5.1
4.5.2
4.5.3
4.5.4
ability to provide demonstration hardware to the City as new products
become available;
is able to supply a loaner Mobile Internet device for immediate
replacement of a lost or broken Mobile Internet device;
is able to provide maximum response times of 4 hours and fulfillment
within 24 hours for activations; and
is able to provide support services, deliveries and pick-ups to several
locations throughout the City of Surrey.
4.6 The City must have the ‘on-line’ ability to deactivate a Mobile Internet device
should it be lost or stolen outside business hours; and
4.7 The Proponent must have a Mobile Internet device available for testing of
coverage during the response evaluation.
5
SmartPhones
The City is considering the use of SmartPhones as solutions for mobile staff and
computing. Standards have not been finalized, but the Proponent should be able to
meet or exceed the following requirements:
5.1 Be experienced in dealing with large corporate customers in the local office that
would be directly working with the City;
5.2 Provide experienced and dedicated personnel to work with the City;
5.3 Excellent network coverage throughout the lower mainland, especially in Surrey,
including inside buildings.
5.4 Replacement or maintenance of SMARTPHONE’s, as required, to operate on the
Proponent’s network;
RFP No. 1220-30-18-10
19
5.5 Availability of features such as Call display, unlimited staff to staff calling,
Message center, Call waiting, Call forwarding, Conference call, and outgoing
number blocking;
5.6 Hands free, Bluetooth, and voice activated dialling functionality;
5.7 Provide a variety of rate plans which allow for departmental and or Corporate
account pooling;
5.8 The ability to provide a high level of service including:
5.8.1
ability to provide “full service”, i.e. able to supply a full line of products
(SMARTPHONE’s, accessories), product training, initial set-up and
training for new SMARTPHONE users, after sales service and
equipment repairs;
5.8.2
is or has been an authorized “SMARTPHONE dealer” for at least one
year;
5.8.3
providing support services and SMARTPHONE deliveries and pickups to several locations throughout the City of Surrey;
5.8.4
has or uses a SMARTPHONE manufacturer accredited service
department;
5.8.5
is able to provide demonstration hardware to the City as new products
become available;
5.8.6
is able to supply quality loaner SMARTPHONE’s for immediate
replacement of broken SMARTPHONE’s;
5.8.7
is able to provide maximum response times of 4 hours and fulfillment
within 24 hours for activations;
5.8.8
All new and loaner equipment delivered to the City with fully charged
battery and with all requested features operational;
5.8.9
The City must have the ‘on-line’ ability to deactivate a SMARTPHONE
should it be lost or stolen,
5.8.10 The City must have the ability to Corporately manage and administer
SMARTPHONE’s:
5.8.10.1 Remotely “wipe–out” any information on the device;
5.8.10.2 Have the ability to enforce the use of passwords and
policies;
RFP No. 1220-30-18-10
20
5.8.11 Integrate with the City’s Corporate email system (Microsoft Exchange)
and synchronize:
5.8.11.1 Sent & received email;
5.8.11.2 Contacts
5.8.11.3 Schedules
5.8.12 Ability to view the following file types:
5.8.12.1 PDF
5.8.12.2 Word
5.8.12.3 Excel
5.8.12.4 Powerpoint
5.8.13 Send or receive information from the field using readily available
applications and possibly some custom applications;
5.8.14 Device must be capable of running current operating systems as well
as ongoing upgrades; and
5.8.15 The Proponent must have a few SMARTPHONE’s available for
testing of coverage during the response evaluation
6
Billing
Proponents should be able to meet or exceed the following basic requirements:
6.1 Availability of paper and secure web access or electronic bills;
6.2 Consolidated billing which can be divisible by department or other criteria;
6.3 Consolidated bill that can be exported to a CSV file;
6.4 Ability to show City account coding on the individual detail page for each device;
6.5 One “billing representative” assigned to the City account to deal with billing
issues; and
6.6 The same billing dates for all devices.
7
Rate Plans
7.1 The City of Surrey is interested in considering new and innovative plans to
purchase airtime.
RFP No. 1220-30-18-10
21
7.2 Proponents should be able to meet or exceed the following basic requirements:
7.2.1A variety of rate plans to provide cost effective service for low, medium
and high cell phone users, Mike or Push-to-talk users, Blackberry
users, Mobile Internet stick/card users, SCADA devices, and
SmartPhone users;
8
7.2.2
Account pooling by department and or Corporately;
7.2.3
Competitive long distance and roaming rates for Data, voice, and text
messaging;
7.2.4
Features such as Call display, unlimited staff to staff calling, Message
center, Call waiting, Call forwarding, Conference call, outgoing
number blocking, Text messaging, at no cost or competitive rates; and
7.2.5
Individual rate plan analysis and optimization must be done a
minimum of two times per year, at no cost to the City.
Network Coverage
Proponents should be able to meet or exceed the following basic requirements:
8.1 High level of network availability within Surrey and the Lower Mainland;
8.2 High level of network availability inside City buildings;
8.3 High voice quality;
8.4 If required, the ability to improve coverage within a specific building; and
8.5 Address coverage concerns in the following locations:
8.5.1 142 street & 60 avenue and surrounding 2 block radius
8.5.2 Surrey Sports & Leisure – 16555 Fraser Hwy (in facility and
surrounding 2 block radius)
8.5.3 124th street & 22nd avenue and surrounding 2 block radius.
RFP No. 1220-30-18-10
22
SCHEDULE B
DRAFT AGREEMENT
Title:
WIRELESS TELEPHONY
Reference No.:
1220-30-18-10
RFP No. 1220-30-18-10
23
WIRELESS TELEPHONY
GOODS AND SERVICES AGREEMENT
TABLE OF CONTENTS
1. INTERPRETATION ....................................................................................................... 26
1.1 Definitions................................................................................................................... 26
1.2 Appendices................................................................................................................. 27
2. SERVICES .................................................................................................................... 27
2.1 Services ..................................................................................................................... 27
2.2 Amendment of Services.............................................................................................. 27
2.3 Additional Services ..................................................................................................... 27
2.4 Standard of Care ........................................................................................................ 27
2.5 Time ........................................................................................................................... 27
3. PERSONNEL ................................................................................................................ 28
3.1 Qualified Personnel .................................................................................................... 28
3.2 Listed Personnel and Sub-Contractors ....................................................................... 28
3.3 Replacement of Personnel or Sub-Contractors ........................................................... 28
3.4 Sub-Contractors and Assignment ............................................................................... 28
3.5 Agreements with Sub-Contractors.............................................................................. 28
4. LIMITED AUTHORITY .................................................................................................. 29
4.1 Agent of City .............................................................................................................. 29
4.2 Independent Contractor ............................................................................................. 29
5. FEES AND DISBURSEMENTS .................................................................................... 29
5.1 Fees ........................................................................................................................... 29
5.2 Payment..................................................................................................................... 29
5.3 Disbursements ........................................................................................................... 30
5.4 Records ...................................................................................................................... 30
5.5 Non-Residents ........................................................................................................... 30
6. CITY RESPONSIBILITIES ............................................................................................ 30
6.1 City Information .......................................................................................................... 30
6.2 City Decisions ............................................................................................................ 31
6.3 Notice of Defect ......................................................................................................... 31
7. INSURANCE AND DAMAGES .................................................................................... 31
7.1 Indemnity ................................................................................................................... 31
7.2 Survival of Indemnity .................................................................................................. 31
7.3 Contractor’s Insurance Polices ................................................................................... 31
7.4 Insurance Requirements ............................................................................................ 32
7.5 Waiver of Subrogation................................................................................................ 32
7.6 Additional Insurance................................................................................................... 32
8. TERMINATION ............................................................................................................. 32
8.1 By the City ................................................................................................................. 32
8.2 Termination for Cause................................................................................................ 33
8.3 Curing Defaults .......................................................................................................... 33
RFP No. 1220-30-18-10
24
WIRELESS TELEPHONY
GOODS AND SERVICES AGREEMENT
TABLE OF CONTENTS (cont’d)
9.
9.1
9.2
9.3
APPLICABLE LAWS, BUILDING CODES AND BY-LAWS....................................... 33
Applicable Laws.......................................................................................................... 33
Codes and By-Laws ................................................................................................... 34
Interpretation of Codes ............................................................................................... 34
10.
10.1
10.2
10.3
CONFIDENTIALITY AND DISCLOSURE OF INFORMATION ................................... 34
No Disclosure ............................................................................................................. 34
Freedom of Information and Protection of Privacy Act ................................................ 34
Return of Property ...................................................................................................... 34
11.
USE OF WORK PRODUCT ....................................................................................... 34
12.
WCB AND OCCUPATIONAL HEALTH AND SAFETY .............................................. 34
13.
BUSINESS LICENSE ................................................................................................. 35
14. DISPUTE RESOLUTION ............................................................................................ 35
14.1 Dispute Resolution Procedures ................................................................................... 35
15.
JURISDICTION .......................................................................................................... 36
16.
16.1
16.2
16.3
16.4
16.5
16.6
16.7
16.8
16.9
GENERAL .................................................................................................................. 36
Entire Agreement........................................................................................................ 36
Amendment ................................................................................................................ 36
Survival of Obligations ................................................................................................ 36
Cumulative Remedies................................................................................................. 36
Notices ....................................................................................................................... 37
Unenforceability .......................................................................................................... 37
Headings .................................................................................................................... 37
Singular, Plural and Gender........................................................................................ 37
Waiver ........................................................................................................................ 37
APPENDICES
APPENDIX 1 – SPECIFICATIONS OF GOODS AND SCOPE OF SERVICES
APPENDIX 2 – FEES AND PAYMENT
APPENDIX 3 – TIME SCHEDULE
APPENDIX 4 – PERSONNEL AND SUB-CONTRACTORS
APPENDIX 5 – ADDITIONAL SERVICES
RFP No. 1220-30-18-10
25
WIRELESS TELEPHONY
GOODS AND SERVICES AGREEMENT
REFERENCE No.: 1220-30-18-10
THIS AGREEMENT dated the ________ day of ____________ 2010.
BETWEEN:
CITY OF SURREY
14245 - 56th Avenue
Surrey, British Columbia
V3X 3A2
(the “City”)
OF THE FIRST PART
AND:
(the “Contractor“)
OF THE SECOND PART
RECITALS
WHEREAS
A.
The City desires to retain the services of the Contractor for wireless telephony of Request For
Proposals #1220-30-18-10 described in Appendix 1 of this Agreement;
B.
The Contractor has previously provided services to others of a similar nature and has the
expertise to provide wireless telephony as described in Appendix 1 of this Agreement; and,
C.
The City and the Contractor now wish to enter into this Contract to set forth the rights and
obligations of each of them with respect to the provision of the Services.
NOW THEREFORE THIS CONTRACT WITNESSETH that in consideration of the premises and
payment of one ($1.00) dollar and other good and valuable consideration paid by each of the parties to
each other (the receipt and sufficiency of which is hereby acknowledges), the parties hereby covenant
and agree with each other as follows:
AGREEMENT
1.
INTERPRETATION
1.1
DEFINITIONS
In this agreement the following definitions apply:
“Disbursements” has the meaning set out in section 5.3;
RFP No. 1220-30-18-10
26
“Dispute” has the meaning set out in section 14.1;
“Fees” has the meaning set out in section 5.1;
“Indemnitees” has the meaning set out in section 7.1;
"Invoice" has the meaning set out in section 5.2(a);
“Services” has the meaning set out in section 2.1;
"Term" has the meaning set out in Appendix 1; and
“Time Schedule” has the meaning set out in section 2.5.
1.2
APPENDICES
The following attached Appendices are a part of this agreement:
Appendix 1 – Scope of Services;
Appendix 2 – Fees and Payment;
Appendix 3 – Time Schedule;
Appendix 4 – Personnel and Sub-Contractors; and
Appendix 5 – Additional Services.
2.
SERVICES
2.1
Services
The City hereby retains the Contractor to provide the consulting and professional services as described
generally in Appendix 1, including anything and everything required to be done for the fulfillment and
completion of this agreement (the “Services”).
2.2
Amendment of Services
The City may from time to time, by written notice to the Contractor, make changes in the scope of the
Services. The Fees will be increased or decreased by written agreement of the City and the Contractor
according to the rates set out in Appendix 2.
2.3
Additional Services
The Contractor will, if requested in writing by the City, perform additional services as may be listed in
Appendix 5. The terms of this agreement will apply to any additional services, and the fees for additional
services, and the time for the Contractor’s performance, will generally correspond to the fees and time of
performance as described in Appendices 2 and 3. The Contractor will not provide any additional
services in excess of the scope of services requested in writing by the City.
RFP No. 1220-30-18-10
27
2.4
Standard of Care
The Contractor will perform the Services with that degree of care, skill and diligence normally provided
by a qualified and experienced practitioner performing services similar to the Services, and on the
understanding that the City is relying on the Contractor’s experience and expertise. The Contractor
represents that it has the expertise, qualifications, resources and relevant experience to provide the
Services.
2.5
Time
The Contractor acknowledges that time is of the essence with respect to the provision of the Services
and accordingly the Contractor will provide the Services within the performance or completion dates or
time periods (the "Time Schedule") as set out in Appendix 3, or as otherwise agreed to in writing by the
City and the Contractor. If at any time the Contractor discovers that the Time Schedule cannot be met it
will immediately advise the City in writing and provide a revised Time Schedule.
3.
PERSONNEL
3.1
Qualified Personnel
The Contractor will provide only professional personnel who have the qualifications, experience and
capabilities to perform the Services.
3.2
Listed Personnel and Sub-Contractors
The Contractor will perform the Services using the personnel and sub-contractors as may be listed in
Appendix 4 and the Contractor will not remove any such listed personnel or sub-contractors from the
Services without the prior written approval of the City.
3.3
Replacement of Personnel or Sub-Contractors
If the City reasonably objects to the performance, qualifications, experience or suitability of any of the
Contractor's personnel or sub-contractors then the Contractor will, on written request from the City,
replace such personnel or sub-contractors.
3.4
Sub-Contractors and Assignment
Except as provided for in section 3.2, the Contractor will not engage any personnel or sub-contractors, or
sub-contract or assign its obligations under this agreement, in whole or in part, without the prior written
approval of the City.
3.5
Agreements With Sub-Contractors
The Contractor will preserve and protect the rights of the City with respect to any Services performed
under sub-contract and incorporate the terms and conditions of this agreement into all sub-contracts as
necessary to preserve the rights of the City under this agreement. The Contractor will be as fully
responsible to the City for acts and omissions of sub-contractors and of persons directly or indirectly
employed by them as for acts and omissions of persons directly employed by the Contractor.
RFP No. 1220-30-18-10
28
4.
LIMITED AUTHORITY
4.1
Agent Of City
The Contractor is not and this agreement does not render the Contractor an agent or employee of the
City and without limiting the above, the Contractor does not have authority to enter into any contract or
reach any agreement on behalf of the City, except for the limited purposes as may be expressly set out
in this agreement, or as necessary in order to perform the Services. The Contractor will make such lack
of authority clear to all persons with whom the Contractor deals in the course of providing the Services.
4.2
Independent Contractor
The Contractor is an independent contractor. This agreement does not create the relationship of
employer and employee, a partnership, or a joint venture. The City will not control or direct the details,
means or process by which the Contractor performs the Services. The Contractor will determine the
number of days and hours of work required to properly and completely perform the Services. The
Contractor is primarily responsible for performance of the Services and may not delegate or assign any
Services to any other person except as provided for in section 3.4. The Contractor will be solely liable
for the wages, fringe benefits, work schedules and work conditions of any partners, employees or subcontractors.
5.
FEES AND DISBURSEMENTS
5.1
Fees
The City will pay to the Contractor the fees as set out in Appendix 2 (the “Fees”). Payment by the City of
the Fees and Disbursements will be full payment for the Services and the Contractor will not be entitled
to receive any additional payment from the City.
Fees, Disbursements, GST/HST and PST will not exceed the amount of $____________ without the
prior written approval of the City.
5.2
Payment
Subject to any contrary provisions set out in Appendix 2:
(a)
the Contractor will submit an invoice to the City requesting payment of the portion of the
Fees and Disbursements relating to the Goods and Services provided to date. Invoices
must include the Contractor's name, address and telephone number, the City's purchase
order number, the Contractor's invoice number, the names, charge-out rates and number of
hours worked of all employees of the Contractor that have performed services; the
percentage of Services completed and Goods delivered; the total budget for the Goods and
Services and the amount of the budget expended to the date of the invoice; taxes (if any);
and grand total of the invoice.
(b)
the Contractor will on request from the City provide receipts and invoices for all
Disbursements claimed;
(c)
if the City reasonably determines that any portion of an Invoice is not payable then the
City will so advise the Contractor;
RFP No. 1220-30-18-10
29
(d)
the City will pay the portion of an Invoice which the City determines is payable within 30
days of the receipt of the Invoice, except the City may hold back from payments 10% of
the amount the City determines is payable to the Contractor until such time as the
Contractor provides its final report to the City; and
(e)
if the Contractor offers the City a cash discount for early payment, then the City may, at
the City’s sole discretion, pay the portion of an Invoice which the City determines is
payable at any time after receipt of the Invoice.
Invoices will be submitted by the Contractor by mail to:
Name:
Address:
5.3
Disbursements
In addition to the Fees, the City will reimburse the Contractor for actual out-of-pocket costs and
expenses (“Disbursements”) as identified in Appendix 2 which the Contractor, and approved subcontractors, incurs in the performance of the Services, plus any additional Disbursements with the prior
written approval of the City.
For greater certainty, costs of general management, non-technical supporting services and general
overhead are deemed to be covered by the Fees and will not be subject to additional payment by the
City.
5.4
Records
The Contractor will prepare and maintain proper records related to the Services, including records,
receipts and invoices relating to Disbursements. On request from the City, the Contractor will make the
records available open to audit examination by the City at any time during regular business hours during
the time the Contractor is providing the Services and for a period of six years after the Services are
complete.
5.5
Non-Residents
If the Contractor does not have an office in Canada and does not provide to the City a waiver of regulation
letter, the City will withhold the 15% withholding tax deduction from all payments in accordance with Article
XII, Canada – United States Income Tax Convention, 1980.
6
CITY RESPONSIBILITIES
6.1
City Information
The City will, in co-operation with the Contractor, make efforts to make available to the Contractor
information, surveys, and reports which the City has in its files and records that relate to the Services.
The Contractor will review any such material upon which 7the Contractor intends to rely and take
reasonable steps to determine if that information is complete or accurate. The Contractor will assume all
risks that the information is complete and accurate and the Contractor will advise the City in writing if in
the Contractor’s judgment the information is deficient or unreliable and undertake such new surveys and
investigations as are necessary.
RFP No. 1220-30-18-10
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6.2
City Decisions
The City will in a timely manner make all decisions required under this agreement, examine documents
submitted by the Contractor and respond to all requests for approval made by the Contractor pursuant to
this agreement.
6.3
Notice of Defect
If the City observes or otherwise becomes aware of any fault or defect in the Services, it may notify the
Contractor, but nothing in this agreement will be interpreted as giving the City the obligation to inspect or
review the Contractor’s performance of the Services.
7.
INSURANCE AND DAMAGES
7.1
Indemnity
The Contractor will indemnify and save harmless the City and all of its elected and appointed officials,
officers, employees, servants, representatives and agents (collectively the “Indemnitees”), from and
against all claims, demands, causes of action, suits, losses, damages and costs, liabilities, expenses
and judgments (including all actual legal costs) for damage to or destruction or loss of property, including
loss of use, and injury to or death of any person or persons which any of the Indemnitees incur, suffer or
are put to arising out of or in connection with any failure, breach or non-performance by the Contractor of
any obligation of this agreement, or any wrongful or negligent act or omission of the Contractor or any
employee or agent of the Contractor.
7.2
Survival of Indemnity
The indemnity described in section 7.1 will survive the termination or completion of this agreement and,
notwithstanding such termination or completion, will continue in full force and effect for the benefit of the
Indemnitees.
7.3
Contractor's Insurance Policies
The Contractor will, without limiting its obligations or liabilities and at its own expense, provide and
maintain throughout this agreement the following insurance in forms and amounts acceptable to the City
from insurers licensed to conduct business in Canada:
(a)
commercial general liability insurance on an occurrence basis, in an amount not less than
five million ($5,000,000) dollars inclusive per occurrence against death, bodily injury and
property damage arising directly or indirectly out of the provision of the Services by the
Contractors, its employees, agents, and sub-contractors. The insurance policy will be
endorsed to add the City as additional insured and will include cross liability and
severability of interests such that the coverage shall apply in the same manner and to the
same extent as though a separate policy had been issued to each insured. The
insurance will include, but not be limited to:

Blanket contractual,

Employees as additional insureds,

Non-owned automobile,

Owners and contractors protective liability,
RFP No. 1220-30-18-10
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(b)
7.4

Contingent employers liability,

Personal injury, and

Where such further risk exists, advertising liability;
automobile liability insurance on all vehicles owned, operated or licensed in the name of
the Contractor in an amount not less than three million ($3,000,000) dollars per
occurrence for bodily injury, death and damage to property; and
Insurance Requirements
The Contractor will provide the City with evidence of the required insurance prior to the commencement
of this agreement. Such evidence will be in the form of a completed certificate of insurance acceptable
to the City. The Contractor will, on request from the City, provide certified copies of all of the
Contractor’s insurance policies providing coverage relating to the Services, including without limitation
any professional liability insurance policies. All required insurance will be endorsed to provide the City
with thirty (30) days advance written notice of cancellation or material change. The Contractor will
require and ensure that each sub-contractor maintain insurance comparable to that required above. The
Contractor will be responsible for deductible amounts under the insurance policies. All of the
Contractor's insurance policies will be primary and not require the sharing of any loss by the City or any
insurer of the City.
7.5
Waiver of Subrogation
The Contractor hereby waives all rights of recourse against the City for loss or damage to the
Contractor's property.
7.6
Additional Insurance
Subject to any specific agreements the City and the Contractor may have reached with respect to
insurance, as may be set out in other provisions of this agreement, the Contractor will, as part of the
Services, cooperate with the City to obtain additional insurance covering the Services if the City in its
discretion determines that additional insurance is required. The City may pay the cost of the premiums
for any additional insurance.
The Contractor acknowledges that any requirements of the City as to the amount of coverage under any
policy of insurance will not constitute a representation by the City that the amount required is adequate
and the Contractor acknowledges and agrees that the Contractor is solely responsible for obtaining and
maintaining policies of insurance in adequate amounts. The insurance policy coverage limits shall not
be construed as relieving the Contractor from responsibility for any amounts which may exceed these
limits, for which the Contractor may be legally liable.
8.
TERMINATION
8.1
By The City
The City may at any time and for any reason by written notice to the Contractor terminate this agreement
before the completion of all the Services, such notice to be determined by the City at its sole discretion.
Upon receipt of such notice, the Contractor will perform no further Services other than the work which is
reasonably required to terminate the Services and return the City’s property to the City. Despite any
other provision of this agreement, if the City terminates this agreement before the completion of all the
Services, the City will pay to the Contractor all amounts owing under this agreement for Services
RFP No. 1220-30-18-10
32
provided by the Contractor up to and including the date of termination, plus reasonable termination costs
in the amount as determined by the City in its sole discretion. Upon payment of such amounts no other
or additional payment will be owed by the City to the Contractor, and, for certainty, no amount will be
owing on account of lost profits relating to the portion of the Services not performed or other profit
opportunities.
8.2
Termination For Cause
The City may terminate this agreement for cause as follows:
(a)
If the Contractor is adjudged bankrupt, or makes a general assignment for the benefit of
creditors because of its insolvency, or if a receiver is appointed because of its insolvency,
the City may, without prejudice to any other right or remedy the City may have, terminate
this agreement by giving the Contractor or receiver or trustee in bankruptcy written notice;
or
(b)
If the Contractor is in breach of any term or condition of this agreement, and such breach
is not remedied to the reasonable satisfaction of the City within 5 days after delivery of
written notice from the City to the Contractor, then the City may, without prejudice to any
other right or remedy the City may have, terminate this agreement by giving the
Contractor further written notice.
If the City terminates this agreement as provided by this Section, then the City may:
8.3
(c)
enter into contracts, as it in its sole discretion sees fit, with other persons to complete the
Services;
(d)
withhold payment of any amount owing to the Contractor under this agreement for the
performance of the Services;
(e)
set-off the total cost of completing the Services incurred by the City against any amounts
owing to the Contractor under this agreement, and at the completion of the Services pay
to the Contractor any balance remaining; and
(f)
if the total cost to complete the Services exceeds the amount owing to the Contractor,
charge the Contractor the balance, which amount the Contractor will forthwith pay.
Curing Defaults
If the Contractor is in default of any of its obligations under this agreement, then the City may without
terminating this agreement, upon 5 days written notice to the Contractor, remedy the default and set-off
all costs and expenses of such remedy against any amounts owing to the Contractor. Nothing in this
agreement will be interpreted or construed to mean that the City has any duty or obligation to remedy
any default of the Contractor.
9.
APPLICABLE LAWS, BUILDING CODES AND BY-LAWS
9.1
Applicable Laws
This agreement will be governed by and construed in accordance with the laws of the Province of British
Columbia. The City and the Contractor accept the jurisdiction of the courts of British Columbia and
agree that any action under this agreement be brought in such courts.
RFP No. 1220-30-18-10
33
9.2
Codes and By-Laws
The Contractor will provide the Services in full compliance with all applicable laws, building codes and
regulations.
9.3
Interpretation of Codes
The Contractor will, as a qualified and experienced professional, interpret applicable codes, laws and
regulations applicable to the performance of the Services. If an authority having jurisdiction imposes an
interpretation which the Contractor could not reasonably have verified or foreseen prior to entering into
this agreement, then the City will pay the additional costs, if any, of making alterations so as to conform
to the required interpretation.
10.
CONFIDENTIALITY AND DISCLOSURE OF INFORMATION
10.1
No Disclosure
Except as provided for by law or otherwise by this agreement, the Contractor will keep strictly
confidential any information supplied to, obtained by, or which comes to the knowledge of the Contractor
as a result of the performance of the Services and this agreement, and will not, without the prior express
written consent of the City, publish, release, disclose or permit to be disclosed any such information to
any person or corporation, either before, during or after termination of this agreement, except as
reasonably required to complete the Services.
10.2
Freedom of Information and Protection of Privacy Act
The Contractor acknowledges that the City is subject to the Freedom of Information and Protection of
Privacy Act of British Columbia and agrees to any disclosure of information by the City required by law.
10.3
Return of Property
The Contractor agrees to return to the City all of the City’s property at the completion of this agreement,
including any and all copies or originals of reports provided by the City.
11.
USE OF WORK PRODUCT
The Contractor hereby sells, assigns and transfers to the City the right, title and interest required for the
City to use and receive the benefit of all the reports, drawings, plans, designs, models, specifications,
computer software, concepts, products, designs or processes or other such work product produced by or
resulting from the Services rendered by the Contractor.
12.
WORKERS' COMPENSATION BOARD AND OCCUPATIONAL HEALTH AND SAFETY
12.1.
The Contractor will, at its own expense, procure and carry full Workers' Compensation Board
coverage for itself and all workers, employees, servants and others engaged in the supply of the
Services. The City has the unfettered right to set off the amount of the unpaid premiums and
assessments for the Workers' Compensation Board coverage against any monies owing by the
City to the Contractor. The City will have the right to withhold payment under this Agreement
until the Workers’ Compensation Board premiums, assessments or penalties in respect of the
Services have been paid in full.
RFP No. 1220-30-18-10
34
12.2
The Contractor will provide the City with the Contractor's Workers’ Compensation Board
registration number and a letter from the Workers’ Compensation Board confirming that the
Contractor is registered in good standing with the Workers’ Compensation Board.
12.3
Without limiting the generality of any other indemnities granted by the Contractor in this
Agreement, the Contractor will indemnify and save harmless the Indemnitees from and against all
claims, demands, causes of action, suits, losses, damages, costs, liabilities, expenses,
judgments, penalties and proceedings (including all actual legal costs) which any of the
Indemnitees incur, suffer or are put to arising out of or in any way related to unpaid Workers'
Compensation Board assessments owing from any person or corporation engaged in the
performance of this Agreement or arising out of or in any way related to the failure to observe
safety rules, regulations and practices of the Workers' Compensation Board, including penalties
levied by the Workers' Compensation Board.
12.4
The Contractor will ensure compliance with and conform to all health and safety laws, by-laws or
regulations of the Province of British Columbia, including without limitation the Workers
Compensation Act and Regulations pursuant thereto. The Contractor agrees that it is the “Prime
Contractor” for the Services as defined in the Workers Compensation Act.
12.5
The City may, on twenty-four (24) hours written notice to the Contractor, install devices or rectify
any conditions creating an immediate hazard existing that would be likely to result in injury to any
person. However, in no case will the City be responsible for ascertaining or discovering, through
inspections or review of the operations of the Contractor or otherwise, any deficiency or
immediate hazard.
12.6
The Contractor understands and undertakes to comply with all the Workers’ Compensation Board
Occupational Health and Safety Regulations for hazardous materials and substances, and in
particular with the "Workplace Hazardous Materials Information Systems (WHMIS)" Regulations.
All "Material Safety Data Sheets (MSDS)" will be shipped along with the Goods and any future
MSDS updates will be forwarded.
13.
BUSINESS LICENSE
The Contractor will obtain and maintain throughout the term of this Agreement a valid City of Surrey
business license.
14.
DISPUTE RESOLUTION
14.1
Dispute Resolution Procedures
The parties will make reasonable efforts to resolve any dispute, claim, or controversy arising out of this
agreement or related to this agreement (“Dispute”) using the dispute resolution procedures set out in
this section 14.
(a)
Negotiation
The parties will make reasonable efforts to resolve any Dispute by amicable negotiations
and will provide frank, candid and timely disclosure of all relevant facts, information and
documents to facilitate negotiations.
RFP No. 1220-30-18-10
35
(b)
Mediation
If all or any portion of a Dispute cannot be resolved by good faith negotiations within 30
days, either party may by notice to the other party refer the matter to mediation. Within 7
days of delivery of the notice, the parties will mutually appoint a mediator. If the parties fail to
agree on the appointment of the mediator, then either party may apply to the British
Columbia International Commercial Arbitration Centre for appointment of a mediator. The
parties will continue to negotiate in good faith to resolve the Dispute with the assistance of
the mediator. The place of mediation will be Surrey, British Columbia. Each party will
equally bear the costs of the mediator and other out-of-pocket costs, and each party will bear
its own costs of participating in the mediation.
(c)
Litigation
If within 90 days of the request for mediation the Dispute is not settled, or if the mediator
advises that there is no reasonable possibility of the parties reaching a negotiated resolution,
then either party may without further notice commence litigation.
15.
JURISDICTION
Nothing in this agreement limits or abrogates, or will be deemed to limit or abrogate, the jurisdiction of
the Council of the City in the exercise of its powers, rights or obligations under any public or private
statute, regulation or by-law or other enactment.
16.
GENERAL
16.1
Entire Agreement
This agreement, including the Appendices and any other documents expressly referred to in this
agreement as being a part of this agreement, contains the entire agreement of the parties regarding the
provision of the Services and no understandings or agreements, oral or otherwise, exist between the
parties except as expressly set out in this agreement. This agreement supersedes and cancels all
previous agreements between the parties relating to the provision of the Services.
16.2
Amendment
This agreement may be amended only by agreement in writing, signed by both parties.
16.3
Survival of Obligations
All of the Contractor's obligations to perform the Services in a professional and proper manner will
survive the termination or completion of this agreement.
16.4
Cumulative Remedies
The City’s remedies under this agreement are cumulative and in addition to any right or remedy which
may be available to the City at law or in equity.
RFP No. 1220-30-18-10
36
16.5
Notices
Any notice, report or other document that either party may be required or may wish to give to the other
must be in writing, unless otherwise provided for, and will be deemed to be validly given to and received
by the addressee, if delivered personally, on the date of such personal delivery, if delivered by facsimile,
on transmission, or if by mail, five calendar days after posting. The addresses for delivery will be as
follows:
To the City:
To the Contractor:
16.6
Unenforceability
If any provision of this agreement is invalid or unenforceable, it will be severed from the agreement and
will not affect the enforceability or validity of the remaining provisions of the agreement.
16.7
Headings
The headings in this agreement are inserted for convenience of reference only and will not form part of
nor affect the interpretation of this agreement.
16.8
Singular, Plural And Gender
Wherever the singular, plural, masculine, feminine or neuter is used throughout this agreement the same
will be construed as meaning the singular, plural, masculine, feminine, neuter or body corporate where
the context so requires.
16.9
Waiver
No waiver by either party of any breach by the other party of any of its covenants, obligations and
agreements will be a waiver of any subsequent breach or of any other covenant, obligation or
agreement, nor will any forbearance to seek a remedy for any breach be a waiver of any rights and
remedies with respect to such or any subsequent breach.
IN WITNESS WHEREOF the parties have duly executed this agreement as of the day and year first
above written.
CITY OF SURREY
by its authorized signatory:
________________________________
CONTRACTOR
by its authorized signatory(ies):
________________________________
RFP No. 1220-30-18-10
37
SCHEDULE C
FORM OF PROPOSAL
Title:
WIRELESS TELEPHONY
Reference No.:
1220-30-18-10
RFP No. 1220-30-18-10
38
SCHEDULE C – FORM OF PROPOSAL
RFP Project Title:
WIRELESS TELEPHONY
RFP Reference No.:
1220-30-18-10
Legal Name of Proponent:
Contact Person and Title:
Business Address:
Telephone:
Fax:
E-Mail Address:
TO:
ACTING, PURCHASING & AP MANAGER
Finance & Technology Department
Purchasing Section
City of Surrey
6645 – 148 Street
Surrey, B.C. Canada V3S 3C7
Dear Sir:
1.0
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 posted on the City Website, and
having full knowledge of the Site, and having fully informed ourselves as to the intent, difficulties, facilities and local
conditions attendant to performing the Services, submit this Proposal in response to the RFP.
2.0
I/We confirm that the following appendices are attached to and form a part of this Proposal:
Schedule C-1 – Statement of Departures;
Schedule C-2 – Proponent’s Experience, Reputation and Resources;
Schedule C-3 – Proponent’s Technical Proposal (Services);
Schedule C-4 – Time Schedule; and
Schedule C-5 – Proponent’s Financial Proposal.
3.0
I/We confirm that this proposal is accurate and true to best of my/our knowledge.
RFP No. 1220-30-18-10
39
4.0
I/We confirm that, if I/we am/are awarded the Agreement, I/we will at all times be the “prime contractor” as
provided by the Worker's Compensation Act (British Columbia) with respect to the Services. I/we further confirm that
if I/we become aware that another contractor at the place(s) of the Services has been designated as the “prime
contractor”, I/we will notify the City immediately, and I/we will indemnify and hold the City harmless against any
claims, demands, losses, damages, costs, liabilities or expenses suffered by the City in connection with any failure to
so notify the City.
This Proposal is submitted this _____________________ day of _________________________, 2010.
I/We have the authority to bind the Proponent.
_______________________________________
_______________________________________
(Name of Proponent)
(Name of Proponent)
_______________________________________
_______________________________________
(Signature of Authorized Signatory)
(Signature of Authorized Signatory)
_______________________________________
_______________________________________
(Print Name and Position of Authorized
(Print Name and Position of Authorized
Signatory)
Signatory)
RFP No. 1220-30-18-10
40
SCHEDULE C-1
STATEMENT OF DEPARTURES
1.
I/We have reviewed the proposed Contract attached to the RFP as Schedule “B”. If requested by the City,
I/we would be prepared to enter into that Contract, amended by the following departures (list, if any):
Section
2.
Departure / Alternative
The City of Surrey requires that the successful Proponent have the following in place before commencing
the Services:
a)
Workers’ Compensation Board coverage in good standing and further, if an “Owner Operator” is
involved, personal operator protection (P.O.P.) will be provided,
Workers' Compensation Registration Number _________________________________________;
b)
Insurance coverage for the amounts required in the proposed Contract as a minimum, naming the
City as additional insured and generally in compliance with the City’s sample insurance certificate
form (available on the City's web site at www.surrey.ca (search "revenue and risk") titled City of
Surrey Certificate of Insurance Standard Form);
c)
City of Surrey business license; and
d)
If the Proponent is a company, the company name indicated above is registered with the Registrar
of
Companies
in
the
Province
of
British
Columbia,
Canada,
Incorporation
Number
___________________.
As of the date of this Proposal, we advise that we have the ability to meet all of the above requirements
except as follows (list, if any):
Section
3.
Departure / Alternative
I/We offer the following alternates to improve the Services described in the RFP (list, if any):
Section
RFP No. 1220-30-18-10
Departure / Alternative
41
SCHEDULE C-2
PROPONENT’S EXPERIENCE, REPUTATION AND RESOURCES
Proponents should provide information on the following (use the spaces provided and attach
additional pages, if necessary):
(i)
Location of branches, background, stability, structure of the Proponent;
Response:
(ii)
Proponent’s relevant experience and qualifications in delivering, implementation and
maintenance Services similar to those required by the RFP;
Response:
(iii)
Proponent’s demonstrated ability to provide the implementation and maintenance
services;
Response:
(iv)
Proponent’s equipment servicing resources, capability and capacity, as relevant;
Response:
(v)
Proponent’s financial strength (with evidence such as financial statements, bank
references); and,
SUPPLEMENTAL INFORMATION
Key Personnel
Proponents should also provide information on the background and experience of all key
personnel proposed to undertake the Services (use the space provided and/or attach additional
pages, if necessary):
Name:
Experience:
Dates:
Project Name:
Responsibility:
Name:
Dates:
Project Name:
Responsibility:
Name:
Dates:
Project Name:
Responsibility:
RFP No. 1220-30-18-10
42
SCHEDULE C-2 (CONT’D)
PROPONENT’S EXPERIENCE, REPUTATION AND RESOURCES
References
Proponent to provide three references of recent successful performance where the
requirements were similar to the City’s requirements as set out in the RFP. The City prefers
Proponents that can provide references that demonstrate municipal government experience.
The City reserves the right to contact any person(s), agency(ies) or firm(s) not listed as part of
an independent review.
Reference #1
Name of client’s organization:
Reference Contact Information:
Name:
Phone Number:
Email Address:
How long has the organization been
a client of the Proponent?
Describe the size and scope of the
referenced project.
Describe the nature of the work
performed.
Provide the start and end dates of
the project duration, and any
relevant comments.
Information on any significant
obstacles
encountered
and
overcome for this type of services.
Reference #2
Name of client’s organization:
Reference Contact Information:
Name:
Phone Number:
Email Address:
How long has the organization been
a client of the Proponent?
Describe the size and scope of the
referenced project.
Describe the nature of the work
performed.
Provide the start and end dates of
the project duration, and any
relevant comments.
Information on any significant
obstacles
encountered
and
overcome for this type of services.
RFP No. 1220-30-18-10
43
SCHEDULE C-2 (CONT’D)
PROPONENT’S EXPERIENCE, REPUTATION AND RESOURCES
Reference #3
Name of client’s organization:
Reference Contact Information:
Name:
Phone Number:
Email Address:
How long has the organization been
a client of the Proponent?
Describe the size and scope of the
referenced project.
Describe the nature of the work
performed.
Provide the start and end dates of
the project duration, and any
relevant comments.
Information on any significant
obstacles
encountered
and
overcome for this type of services.
Sub-Contractors
Proponents should provide the following information on the background and experience of all
sub-contractors proposed to undertake a portion of the Services (use the spaces provided
and/or attach additional pages, if necessary)
DESCRIPTION OF SERVICES
RFP No. 1220-30-18-10
SUB-CONTRACTORS
NAME
YEARS OF WORK
WITH CONTRACTOR
TELEPHONE
NUMBER AND
EMAIL
44
SCHEDULE C-3
PROPONENT’S TECHNICAL PROPOSAL (PROJECT SERVICES)
SCHEDULE C-3-1 – PROPONENT’S CELL PHONE PROPOSAL
Proponents to refer to Schedule A – Solution Requirements and provide responses to the
following (use the spaces provided and attach additional pages, if necessary):
1. Cellular Telephone Numbers
1.1 Existing telephone numbers must be retained. How do you plan to ensure a
smooth transition? What, if any, costs are involved?
2. Cellular Phone Technology
2.1 What cell phone technology do you currently use (CDMA, HSPA+, EVDO,GSM,
Gprs, EDGE, iDen, other)?
2.2 What are the “end-user” benefits of this technology?
2.3 What are the Peak download and Upload speeds?
2.4 What are the “effective” or typical download and upload speeds?
2.5 Are you planning any major network changes or enhancements over the next three
years? If yes, what will the impact to the user be? (hardware replacement, other
changes, cost?)
3. Coverage Area
3.1 Where do you provide local analog coverage?
3.2 Where do you provide local digital coverage?
3.3 Are there any areas in the City of Surrey which your company has plans to improve
the coverage and/or quality of the service? The general areas of concern include
Cloverdale, South Surrey, Ocean Park area, 142nd street & 60th avenue and
surrounding 2 block radius, Surrey Sports & Leisure – 16555 Fraser Hwy (in facility
and surrounding 2 block radius).
3.4 Will you provide a few cell phones to the City of Surrey to trial during the RFP
response evaluation?
RFP No. 1220-30-18-10
45
4. System Fees
4.1 Do you charge a system access fee?
4.2 If so, what is the monthly rate?
4.3 Do you anticipate any changes to this rate over the next year?
4.4 Are there any other monthly fees?
5. Long Distance and Roaming
5.1 What are your long distance rates for Canada and the United States?
5.2 What are your roaming charges?
5.3 Which network do you roam to?
5.4 When and where do the roaming charges apply?
6. Airtime or Usage Plans
6.1 Describe the airtime plans that you offer.
6.2 Are calls charged on a per minute or per second basis?
6.3 Define peak, evening and weekend calling.
6.4 Do you charge both the originator and receiver of a call between two cellular
phones on your network?
6.5 Do you allow pooling of excess airtime on a user’s base plan? If yes, can this be
done on a departmental basis and or corporate? Are there any ‘criteria’ that must
be met?
6.6 Can you provide ‘on-line’ price plan options specifically for the City of Surrey?
6.7 Using the information in Appendix “A”, what would be the monthly cost for local
cellular usage?
7. Features
7.1 What features are included in the base rate plans you are proposing?
7.2 What additional features are available on the cell phones and what are their
associated costs?
RFP No. 1220-30-18-10
46
8. Billing Options
8.1 What are the unique features and advantages of your billing system?
8.2 Is consolidated billing available? If yes, for all wireless devices on one consolidated
bill or on separate consolidated bills?
8.3 Can the consolidated bill be downloaded in a CSV format?
8.4 Can departmental bills be accessed via a secure web site? Are they password
protected so that only specific people can view specific portions of the bill?
8.5 Can the rate plan be described on the individual cell detail page?
8.6 Are billing inquiries handled locally?
9. Report Options
9.1 Are general and/or customized reports available? If so, please describe.
9.2 Are reports available via a secure web site or electronically?
9.3 Can departmental reports be accessed via secure web site or electronically by
department managers?
9.4 Can individual departmental reports be password protected so that only authorized
people can view them?
9.5 Can you provide electronic summary reports showing the monthly usage on each
device?
9.6 Can you provide electronic monthly detail reports by device, grouped by
accounting code, division, department, name or number?
9.7 Include samples of reports.
10 New Services
What new cell phone products and/or services do you plan to introduce over the next
year?
11 Call Routing / Priority Emergency Service
In an emergency situation, the City’s cell phones would play a key communications role.
11.1 Explain your networks' ability to withstand a ‘disaster’.
11.2 Would ‘priority’ service be available to the City’s cell phones?
RFP No. 1220-30-18-10
47
11.3 Is priority given to different groups (City, police, ambulance fire, etc.) at different
levels?
11.4 How is the ‘priority’ service accomplished?
11.5 What route (over what facilities) does a cell to cell call take?
11.6 What route (over what facilities) does a cell to landline call take?
11.7 What route (over what facilities) does a cell to blackberry call take?
11.8 What type or portion of the call is given priority? (complete route of the cell to cell
call, cell portion only of the cell to landline call, for example).
11.9 What type of service can you guarantee City cellular phone users in the event of an
emergency?
11.10 Who determines/defines an emergency?
11.11 If the emergency is localized, will your system give emergency priority service in
that area only?
11.12 Have you ever invoked your emergency plans? If so, please provide some details
of the situation and the results.
11.13 Are there any other options for emergency cellular service that your company
could provide the City with?
12 Hardware Options and Pricing
12.1 List a selection of the makes and models of cellular products that would be best
suited to the City of Surrey’s requirements.
12.2 Can you provide an option for a durable cell phone, for use by City staff that do
physical work and / or work outdoors or in environments hard on typical consumer
grade cell phones? If yes, please provide details.
12.3 There are a number of cell phones which are used in vehicles and have car kits
installed. As there is a significant investment in these carkits, indicate how this
investment can be protected or indicate what, if any, options or incentives would
be made available to the City.
12.4 Describe how the City can be assured it receives the best possible prices for
service and hardware on an ongoing basis.
12.5 What warranty is offered on the products?
12.6 Indicate when installation or other fees may apply.
RFP No. 1220-30-18-10
48
12.7 State your company’s labour rates.
12.8 Describe what on-line pricing and hardware information (specific to the City) can be
provided.
12.9 State what level of inventory is typically available for different types of product.
13 Training
Describe your training for new cell phone users.
14
15
Ordering
14.1
State the process for ordering new and replacement cell phones and
accessories.
14.2
State typical time to deliver and activate new or replacement cell phones and
accessories.
14.3
On rare occasions, the City will require “immediate” service. How quickly can
this be provided? How will this requirement be met?
14.4
How often is there a ‘back-order’ of hardware and how it this situation handled?
14.5
Is there any situation in which the City would be charged for any type of
delivery?
14.6
Web-based ordering from a customized site is of interest to the City. Can the
City order cellular phones and accessories directly from your web site? If yes,
please explain. If no, will this be offered in the near future?
14.7
When delivering a cell phone, what documentation is provided?
Hardware Invoicing
15.1
Describe your invoicing procedures.
15.2
Will a specific billing representative be assigned to the City account?
15.3
Will this billing rep be available from 8:00 a.m. to 5:00 p.m. business days?
RFP No. 1220-30-18-10
49
16
Repair Service
16.1
What type of loaner equipment would you provide the City?
16.2
Would you provide a few “loaner” cell phones to be kept on site for immediate
replacement of broken phones?
16.3
State who will be responsible for repairs and describe the type of certification or
training they have.
16.4
State what type of repairs would be done locally.
16.5
State the average turnaround time to repair a cellular phone.
16.6
Can City employees drop off a cellular phone for repair? If yes, state at what
location(s).
16.7
State under what, if any, circumstance the City would be charged for a service
call.
16.8
Is an “on line” trouble or repair reporting system available?
16.9
Is remote service (i.e. on-site at a City location), minor repair or preventative
maintenance service available on an occasional basis?
16.10 How would the Proponent grant the City access to an ‘on-line’ system to
deactivate a cell phone should it be lost or stolen?
17 Other Information
State any additional information not previously addressed that the Proponent feels is of
importance and that the City should take into consideration.
RFP No. 1220-30-18-10
50
SCHEDULE C-3-2
PROPONENT’S PUSH-TO-TALK / “MIKE” PROPOSAL
Proponents to refer to Schedule A – Solution Requirements and provide responses to the
following (use the spaces provided and attach additional pages, if necessary):
1
Push-to-talk / Mike Phone Technology
1.1 What are the “end-user” benefits of this technology?
1.2 Are you planning any major network changes or enhancements over the next
three years? If yes, what will the impact to the user be? (hardware replacement,
other changes, costs etc.?)
2
Coverage Area
2.1 Where do you provide local analog coverage?
2.2 Where do you provide local digital coverage?
2.3 What are the Peak download and Upload speeds?
2.4 What are the “effective” or typical download and upload speeds?
2.5 Are there any areas in the City of Surrey which your company has plans to
improve the coverage and/or quality of the service? The general areas of
concern include Cloverdale, South Surrey, Ocean Park area, 142nd street & 60th
avenue and surrounding 2 block radius, Surrey Sports & Leisure – 16555 Fraser
Hwy (in facility and surrounding 2 block radius).
2.6 Will you provide a few Push-to-talk or Mike phones to the City of Surrey to trial
during the RFP response evaluation?
3
System Fees
3.1 Do you charge a system access fee?
3.2 If so, what is the monthly rate?
3.3 Do you anticipate any changes to this rate over the next year?
3.4 Are there any other monthly fees?
4
Long Distance and Roaming
4.1 What are your long distance rates for Canada and the United States?
4.2 What are your roaming charges?
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4.3 When and where do the roaming charges apply?
4.4 Which network do you roam to?
5
Airtime or Usage Plans
5.1 Describe the airtime plans that you offer.
5.2 Are calls charged (cell and direct connect) on a per minute or per second basis?
5.3 Define peak, evening and weekend calling.
5.4 Do you charge both the originator and receiver of a call between two Push-to-talk
or Mike phones on your network?
5.5 Do you allow pooling of excess airtime on a user’s base plan? If yes, can this be
done on a departmental and or Corporate basis? Are there any ‘criteria’ that must
be met?
5.6 Can you provide ‘on-line’ price plan options specific for the City of Surrey?
5.7 Using the information in Appendix “B”, what would be the monthly cost for local
“direct connect” and “regular” cellular usage?
6
Features
6.1 What features are included in the base rate plans you are proposing?
6.2 What additional features are available on the Push-to-talk or Mike phones and
what are their associated costs?
7
Billing Options
7.1 What are the unique features and advantages of your billing system?
7.2 Is consolidated billing available? If yes, for all wireless devices on one
consolidated bill or on separate consolidated bills?
7.3 Can the consolidated bill be downloaded in a CSV format?
7.4 Can departmental bills be accessed via a secure web site and is password
protected so that only specific people can view them?
7.5 Can the rate plan be described on the individual detail page?
7.6 Are billing inquiries handled locally?
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8
Report Options
8.1 Are general and/or customized reports available? If so, please describe.
8.2 Are reports available via a secure web site or electronically?
8.3 Can departmental reports be accessed via secure web site or electronically by
department managers?
8.4 Can individual departmental reports be password protected so that only
authorized people can view them?
8.5 Can you provide electronic summary reports showing the monthly usage on each
device?
8.6 Can you provide electronic monthly detail reports by device, grouped by
accounting code, division, department, name or number?
8.7 Include samples of reports.
9
New Services
What new Push-to-talk or Mike products and/or services do you plan to introduce over
the next year?
10 Call Routing / Priority Emergency Service
In an emergency situation, the City’s cell phones would play a key communications role.
10.1 Explain your networks' ability to withstand a ‘disaster’.
10.2 Would ‘priority’ service be available to the City’s cell phones?
10.3 Is priority given to different groups (City, police, ambulance fire, etc.) at different
levels?
10.4 How is the ‘priority’ service accomplished?
10.5 What route (over what facilities) does a Mike to Mike or a push-to-talk to a push-totalk cell call take?
10.6 What route (over what facilities) does a Mike to Mike or a push-to-talk to a push-totalk direct connect call take?
10.7 What route (over what facilities) does a Mike or a push-to-talk to blackberry call
take?
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10.8 What type or portion of the call is given priority? (complete route of the call, or only
a portion of the call route, for example).
10.9 What type of service can you guarantee City Push-to-talk or Mike users in the
event of an emergency?
10.10 Who determines/defines an emergency?
10.11 If the emergency is localized, will your system give emergency priority service in
that area only?
10.12 Have you ever invoked your emergency plans? If so, please provide some details
of the situation and the results.
10.13 Are there any other options for emergency Push-to-talk or Mike service that your
company could provide the City with?
11 Hardware Options and Pricing
11.1 List a selection of the makes and models of Push-to-talk or Mike products that
would be best suited to the City of Surrey’s requirements.
11.2 Indicate what, if any, further financial incentives would be made available to the
City.
11.3 Describe how the City can be assured it receives the best possible prices for
service and hardware on an ongoing basis.
11.4 There are a number of phones which are used in vehicles and have car kits
installed. As there is a significant investment in these carkits, indicate how this
investment can be protected or indicate what, if any, options or incentives
would be made available to the City.
11.5 What warranty is offered on the products?
11.6 Indicate when installation or other fees may apply.
11.7 State labour rates.
11.8 Describe what on-line pricing and hardware information (specific to the City)
can be provided.
11.9 State what level of inventory is typically available to the City of Surrey for
different types of product.
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12 Training
Describe your training for new Push-to-talk or Mike phone users.
13 Ordering
13.1 State typical time to deliver and activate new or replacement Push-to-talk or Mike
phones.
13.2 On rare occasions, the City will require “immediate” service. How quickly can this
be provided? How will this requirement be met?
13.3 How often is there a ‘back-order’ of hardware and how it this situation handled?
13.4 Is there any situation in which the City would be charged for any type of delivery?
13.5 Web-based ordering from a customized site is of interest to the City. Can the City
order cellular phones and accessories directly from your web site? If yes, please
explain. If no, will this be offered in the near future?
13.6 When delivering a Push-to-talk or Mike phone, what documentation is provided to
the user and the authorized City employee who has the signing authority?
14 Hardware Invoicing
14.1 Describe your invoicing procedures.
14.2 Will a specific billing representative be assigned to the City account?
14.3 Will this billing rep be available from 8:00 a.m. to 5:00 p.m. business days?
15 Repair Service
15.1 What type of loaner equipment would you provide the City?
15.2 Would you provide a few “loaner” Push-to-talk or Mike phones to be kept on site
for immediate replacement of broken phones?
15.3 State who will be responsible for repairs and describe the type of certification or
training they have.
15.4 State what type of repairs would be done locally.
15.5 State the average turnaround time to repair a Push-to-talk or Mike phone.
15.6 Can City employees drop off a Push-to-talk or Mike phone for repair? If yes, state
at what location(s).
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15.7 State under what, if any, circumstance the City would be charged for a service
call.
15.8 Is an “on line” trouble or repair reporting system available?
15.9 Is remote service (on-site at a City location), minor repair or preventative
maintenance services available on an occasional basis?
15.10
How would the Proponent grant the City access to an ‘on-line’ system to
deactivate a Push-to-talk or Mike phone should it be lost or stolen?
16 Other Information
State any additional information not previously addressed that the Proponent feels is of
importance and that the City should take into consideration.
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SCHEDULE C-3-3
PROPONENT’S BLACKBERRY PROPOSAL
Proponents to refer to Schedule A – Solution Requirements and provide responses to
the following (use the spaces provided and attach additional pages, if necessary):
1. Blackberry Telephone Numbers
1.1 Existing telephone numbers must be retained. How do you plan to ensure a
smooth transition? What, if any, costs are involved?
2. Blackberry Technology
2.1 What technology do you currently use (CDMA, HSPA+, EVDO,GSM, Gprs,
EDGE, iDen, other)?
2.2 What are the end-user benefits of this technology?
2.3 What are the Peak download and Upload speeds?
2.4 What are the “effective” or typical download and upload speeds?
2.5 Are you planning any major network changes or enhancements over the next
three years? If yes, what will the impact to the user be? (hardware replacement,
other changes, costs etc.?)
3. Coverage Area
3.1 Where do you provide local analog coverage?
3.2 Where do you provide local digital coverage?
3.3 Are there any areas in the City of Surrey which your company has plans to
improve the coverage and/or quality of the service? The general areas of
concern include Cloverdale, South Surrey, Ocean Park area, 142nd street & 60th
avenue and surrounding 2 block radius, Surrey Sports & Leisure – 16555 Fraser
Hwy (in facility and surrounding 2 block radius).
3.4 Will you provide a few Blackberries to the City of Surrey to trial during the RFP
response evaluation?
4. System Fees
4.1 Do you charge a system access fee?
4.2 If so, what is the monthly rate?
4.3 Do you anticipate any changes to this rate over the next year?
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4.4 Are there any other monthly fees?
5. Long Distance and Roaming
5.1 What are your long distance rates for Canada and the United States?
5.2 What are your roaming charges?
5.3 When and where do the roaming charges apply?
5.4 Which network do you roam to?
6. Airtime or Usage Plans
6.1 Describe the airtime plans that you offer for voice and data transmission.
6.2 Are voice calls charged on a per minute or per second basis?
6.3 Define peak, evening and weekend calling.
6.4 Do you charge both the originator and receiver of a call between two blackberry
phones on your network?
6.5 Do you allow pooling of excess airtime on a user’s base plan? If yes, can this be
done on a “departmental” and or Corporate basis? Are there any ‘criteria’ that
must be met?
6.6 Can you provide ‘on-line’ price plan options specific for the City of Surrey?
6.7 What is your per minute rate for a voice call if there has been no voice plan
subscribed to?
6.8 Does the plan include airtime consumed when“tethering”?
6.9 Using the information in Appendix “C”, what would be the monthly cost for local
voice and data usage?
7. Features
7.1 What features are included in the base rate plans you are proposing?
7.2 What additional features are available on the Blackberries and what are their
associated costs?
8. Billing Options
8.1 What are the unique features and advantages of your billing system?
8.2 Is consolidated billing available? If yes, for all wireless devices on one
consolidated bill or on separate consolidated bills?
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58
8.3 Can the consolidated bill be downloaded in a CSV format?
8.4 Can departmental bills be accessed via a secure web site and is password
protected so that only specific people can view them?
8.5 Do the paper invoices match the secure web access or electronic bills?
8.6 Can the base rate plan (i.e., number of minutes included) be described on the
individual cell detail page?
8.7 Are billing inquiries handled locally?
9. Report Options
9.1 Are general and/or customized reports available? If so, please describe.
9.2 Are reports available via a secure web site or electronically?
9.3 Can departmental reports be accessed via secure web site or electronically by
department managers?
9.4 Can individual departmental reports be password protected so that only
authorized people can view them?
9.5 Can you provide electronic summary reports showing the monthly usage on each
device?
9.6 Can you provide electronic monthly detail reports by device, grouped by
accounting code, division, department, name or number?
9.7 Include samples of reports.
10. New Services
What new Blackberry products and/or services do you plan to introduce over the next
year?
11. Call Routing / Priority Emergency Service
In an emergency situation, the City’s cell phones would play a key communications role.
11.1
Explain your networks' ability to withstand a ‘disaster’.
11.2
Would ‘priority’ service be available to the City’s Blackberries?
11.3
Is priority given to different groups (City, police, ambulance fire, etc.) at
different levels?
11.4
How is the ‘priority’ service accomplished?
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11.5
What route (over what facilities) does a blackberry to blackberry voice call
take?
11.6
What route (over
sent/received?
11.7
What type or portion of the “call” is given priority? (complete route of the
blackberry to blackberry call, all emails, for example).
11.8
What type of service can you guarantee Blackberry users in the event of an
emergency?
11.9
Who determines/defines an emergency?
what
facilities)
is
a blackberry email
message
11.10 If the emergency is localized, will your system give emergency priority service
in that area only?
11.11 Have you ever invoked your emergency plans? If so, please provide some
details of the situation and the results.
11.12 Are there any other options for emergency cellular service that your company
could provide the City with?
12. Hardware Options and Pricing
12.1 List a selection of the makes and models of Blackberry products that would be
best suited to the City of Surrey’s requirements.
12.2 Indicate what, if any, further financial incentives would be made available to the
City.
12.3 Describe how the City can be assured it receives the best possible prices for
service and hardware on an ongoing basis.
12.4 What warranty is offered on the products?
12.5 Indicate when installation or other fees may apply.
12.6 Describe what on-line pricing and hardware information (specific to the City)
can be provided.
12.7 State what level of inventory is typically maintained on site for different types of
product.
12.8 What is the latest update available for the BES server and what is the cost to
upgrade from Release 4.1.2 MR2?
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13. Training
Describe your training for new Blackberry users.
14. Ordering
14.1 State typical time to deliver and activate a new or replacement Blackberry.
14.2 On rare occasions, the City will require “immediate” service. How quickly can this
be provided? How will this requirement be met?
14.3 How often is there a ‘back-order’ of hardware and how it this situation handled?
14.4 Is there any situation in which the City would be charged for any type of delivery?
14.5 Web-based ordering from a customized site is of interest to the City. Can the City
order Blackberries and accessories directly from your web site? If yes, please
explain. If no, will this be offered in the near future?
14.6 When delivering a Blackberry, what documentation is provided?
15. Hardware Invoicing
15.1 Describe your invoicing procedures.
15.2 Will a specific billing representative be assigned to the City account?
15.3 Will this billing rep be available from 8:00 a.m. to 5:00 p.m. business days?
16. Repair Service
16.1 What type of loaner equipment would you provide the City?
16.2 Would you provide a “loaner” Blackberry to be kept on site for immediate
replacement of a broken Blackberry?
16.3 State who will be responsible for repairs and describe the type of certification or
training they have.
16.4 State what type of repairs would be done locally.
16.5 State the average turnaround time to repair a Blackberry.
16.6 Can City employees drop off a Blackberry for repair? If yes, state at what
location(s).
16.7 State under what, if any, circumstance the City would be charged for a service
call.
16.8 Is
RFP No. 1220-30-18-10
an
“on
line”
trouble
or
repair
reporting
system
available?
61
16.9 Is remote service (at a City location), minor repair or preventative maintenance
services available on an occasional basis?
16.10 How would the Proponent grant the City access to an ‘on-line’ system to
deactivate a Blackberry should it be lost or stolen?
17. Other Information
State any additional information not previously addressed that the Proponent feels is of
importance and that the City should take into consideration.
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SCHEDULE C-3-4
PROPONENT’S MOBILE INTERNET “STICKS/CARDS” PROPOSAL
Proponents to refer to Schedule A – Solution Requirements and provide responses to the
following (use the spaces provided and attach additional pages, if necessary):
1.
Mobile Internet Technology
1.1 What technology do you currently use (CDMA, HSPA+, EVDO,GSM, Gprs,
EDGE, iDen, other)?
1.2 What are the end-user benefits of this technology?
1.3 What are the Peak download and Upload speeds?
1.4 What are the “effective” or typical download and upload speeds?
1.5 Are you planning any major network changes or enhancements over the next
three years? If yes, what will the impact to the user be? (hardware replacement,
other changes, costs etc.?)
1.6 What is the average speed which can be expected from this service?
2
Coverage Area
2.1 Where do you provide coverage?
2.2 Are there any areas in the City of Surrey which your company has plans to
improve the coverage and/or quality of the service? The general areas of
concern include Cloverdale, South Surrey, Ocean Park area, 142nd street & 60th
avenue and surrounding 2 block radius, Surrey Sports & Leisure – 16555 Fraser
Hwy (in facility and surrounding 2 block radius).
2.3 Will you provide a few mobile internet stick/cards to the City of Surrey to trial
during the RFP response evaluation?
3
System Fees
3.1 Do you charge a system access fee?
3.2 If so, what is the monthly rate?
3.3 Do you anticipate any changes to this rate over the next year?
3.4 Are there any other monthly fees?
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4
Roaming
4.1 Do you ever roam to another network?
4.2 If yes, which network do you roam to?
4.3 What are your roaming charges?
4.4 When and where do the roaming charges apply?
5
Usage Plans
5.1 Describe the plans that you offer, including pricing and speed.
5.2 Can you provide ‘on-line’ price plan options specific for the City of Surrey?
5.3 Using the information in Appendix “D”, what would be the monthly cost for the
mobile internet stick/card usage?
6
Billing Options
6.1 What are the unique features and advantages of your billing system?
6.2 Can you provide the usage details for each time the mobile internet stick/card is
used?
6.3 Is consolidated billing available? If yes, for all wireless devices on one
consolidated bill or on separate consolidated bills?
6.4 Can the consolidated bill be downloaded in a CSV format?
6.5 Can departmental bills be accessed via a secure web site and is password
protected so that only specific people can view them?
6.6 Can the base rate plan be shown on the individual mobile internet stick/card
detail page?
6.7 Are billing inquiries handled locally?
7
New Services
What new products and/or services do you plan to introduce over the next year?
8
Hardware options and Pricing
8.1 List the mobile internet stick/card options which would be best suited to the City
of Surrey’s requirements.
8.2 Indicate what, if any, further financial incentives would be made available to the
City.
8.3 Describe how the City can be assured it receives the best possible prices for
service and hardware on an ongoing basis.
8.4 What warranty is offered on the products?
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8.5 Indicate when installation or other fees may apply.
8.6 State labour rates.
8.7 Describe what on-line pricing and hardware information (specific to the City) can
be provided.
8.8 State what level of inventory is typically maintained.
9
Training
Describe your training for new mobile internet stick/card users.
10
Report Options
10.1
Are general and/or customized reports available? If so, please describe.
10.2
Are reports available via a secure web site or electronically?
10.3
11
Can departmental reports be accessed via secure web site or
electronically by department managers?
10.4
Can individual departmental reports be password protected so that only
authorized people can view them?
10.5
Can you provide electronic summary reports showing the monthly usage
on each device?
10.6
Can you provide electronic monthly detail reports by device, grouped by
accounting code, division, department, name or number?
10.7
Include samples of reports.
Ordering
11.1
State typical time to deliver and activate new or replacement mobile
internet stick/cards.
11.2
On rare occasions, the City will require “immediate” service. How quickly
can this be provided? How will this requirement be met?
11.3
How often is there a ‘back-order’ of hardware and how it this situation
handled?
11.4
Is there any situation in which the City would be charged for any type of
delivery?
11.5
Web-based ordering from a customized site is of interest to the City. Can
the City order mobile internet stick/cards directly from a web site? If yes,
please explain. If no, will this be offered in the near future?
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11.6
12.
13.
14.
When delivering an mobile internet stick/card, what documentation is
provided?
Hardware Invoicing
12.1
Describe your invoicing procedures.
12.2
Will a specific billing representative be assigned to the City account?
12.3
days?
Will this billing rep be available from 8:00 a.m. to 5:00 p.m. business
Repair Service
13.1
What type of loaner equipment would you provide the City?
13.2
Would you provide a “loaner” mobile internet stick/card to be kept on site
for immediate replacement of a broken mobile internet stick/card?
13.3
State who will be responsible for repairs and describe the type of
certification or training they have.
13.4
State what type of repairs would be done locally.
13.5
State the average turnaround time to repair a mobile internet stick/card.
13.6
Can City employees drop off a mobile internet stick/card for repair? If yes,
state at what location(s).
13.7
State under what, if any, circumstance the City would be charged for a
service call.
13.8
Is an “on line” trouble or repair reporting system available?
13.9
Is remote service (on-site at a City location), minor repair or preventative
maintenance services available?
13.10
How would the Proponent grant the City access to an ‘on-line’ system to
deactivate a mobile internet stick/card should it be lost or stolen?
Other Information
State any additional information not previously addressed that the Proponent feels is of
importance and that the City should take into consideration.
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SCHEDULE C-3-5
PROPONENT’S SMARTPHONE PROPOSAL
Proponents to refer to Schedule A – Solution Requirements and provide responses to
the following (use the spaces provided and attach additional pages, if necessary):
1. SmartPhone Telephone Numbers
1.1 Existing telephone numbers must be retained. How do you plan to ensure a
smooth transition? What, if any, costs are involved?
2. SmartPhone Technology
2.1 What technology do you currently use (CDMA, HSPA+, EVDO,GSM, Gprs,
EDGE, iDen, other)?
2.2 What are the end-user benefits of this technology?
2.3 What are the Peak download and Upload speeds?
2.4 What are the “effective” or typical download and upload speeds?
2.5 Are you planning any major network changes or enhancements over the next
three years? If yes, what will the impact to the user be? (hardware replacement,
other changes, costs etc.?)
3. Coverage Area
3.1 Where do you provide local analog coverage?
3.2 Where do you provide local digital coverage?
3.3 Are there any areas in the City of Surrey which your company has plans to
improve the coverage and/or quality of the service? The general areas of concern
include Cloverdale, South Surrey, Ocean Park area, 142nd street & 60th avenue
and surrounding 2 block radius, Surrey Sports & Leisure – 16555 Fraser Hwy (in
facility and surrounding 2 block radius).
3.4 Will you provide a few SmartPhone to the City of Surrey to trial during the RFP
response evaluation?
4. System Fees
4.1 Do you charge a system access fee?
4.2 If so, what is the monthly rate?
4.3 Do you anticipate any changes to this rate over the next year?
4.4 Are there any other monthly fees?
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5. Long Distance and Roaming
5.1 What are your long distance rates for Canada and the United States?
5.2 What are your roaming charges?
5.3 When and where do the roaming charges apply?
5.4 Which network do you roam to?
6. Airtime or Usage Plans
6.1 Describe the airtime plans that you offer for voice and data transmission.
6.2 Are voice calls charged on a per minute or per second basis?
6.3 Define peak, evening and weekend calling.
6.4 Do you charge both the originator and receiver of a call between two
SmartPhone phones on your network?
6.5 Do you allow pooling of excess airtime on a user’s base plan? If yes, can this be
done on a “departmental” and or Corporate basis? Are there any ‘criteria’ that
must be met?
6.6 Can you provide ‘on-line’ price plan options specific for the City of Surrey?
6.7 What is your per minute rate for a voice call if there has been no voice plan
subscribed to?
6.8 Does the plan include airtime consumed when“tethering”?
6.9 Using the information in Appendix “C”, what would be the monthly cost for local
voice and data usage?
7. Features
7.1 What features are included in the base rate plans you are proposing?
7.2 What additional features are available on the SmartPhones and what are their
associated costs?
7.3 What Corporate administration features are available for the SmartPhones and
what are their associated costs?
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8. Billing Options
8.1 What are the unique features and advantages of your billing system?
8.2 Is consolidated billing available? If yes, for all wireless devices on one
consolidated bill or on separate consolidated bills?
8.3 Can the consolidated bill be downloaded in a CSV format?
8.4 Can departmental bills be accessed via a secure web site and is password
protected so that only specific people can view them?
8.5 Do the paper invoices match the secure web access or electronic bills?
8.6 Can the base rate plan (i.e., number of minutes included) be described on the
individual cell detail page?
8.7 Are billing inquiries handled locally?
9. Report Options
9.1 Are general and/or customized reports available? If so, please describe.
9.2 Are reports available via a secure web site or electronically?
9.3 Can departmental reports be accessed via secure web site or electronically by
department managers?
9.4 Can individual departmental reports be password protected so that only
authorized people can view them?
9.5 Can you provide electronic summary reports showing the monthly usage on each
device?
9.6 Can you provide electronic monthly detail reports by device, grouped by
accounting code, division, department, name or number?
9.7 Include samples of reports.
10. New Services
What new SmartPhone products and/or services do you plan to introduce over the next
year?
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69
11. Call Routing / Priority Emergency Service
In an emergency situation, the City’s cell phones would play a key communications role.
11.1
Explain your networks' ability to withstand a ‘disaster’.
11.2
Would ‘priority’ service be available to the City’s SmartPhones?
11.3
Is priority given to different groups (City, police, ambulance fire, etc.) at
different levels?
11.4
How is the ‘priority’ service accomplished?
11.5
What route (over what facilities) does a SmartPhone to SmartPhone voice
call take?
11.6
What route (over what facilities) is a SmartPhone email message
sent/received?
11.7
What type or portion of the “call” is given priority? (complete route of the
SmartPhone to SmartPhone call, all emails, for example).
11.8
What type of service can you guarantee SmartPhone users in the event of an
emergency?
11.9
Who determines/defines an emergency?
11.10 If the emergency is localized, will your system give emergency priority service
in that area only?
11.11 Have you ever invoked your emergency plans? If so, please provide some
details of the situation and the results.
11.12 Are there any other options for emergency cellular service that your company
could provide the City with?
12. Hardware Options and Pricing
12.1
List a selection of the makes and models of SmartPhone products that would
be best suited to the City of Surrey’s requirements.
12.2
Indicate what, if any, further financial incentives would be made available to
the City.
12.3
Describe how the City can be assured it receives the best possible prices for
service and hardware on an ongoing basis.
12.4 What warranty is offered on the products?
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12.5 Indicate when installation or other fees may apply.
12.6
Describe what on-line pricing and hardware information (specific to the City)
can be provided.
12.7 State what level of inventory is typically maintained on site for different types of
product.
13. Training
Describe your training for new SmartPhone users.
14. Ordering
14.1 State typical time to deliver and activate a new or replacement SmartPhone.
14.2 On rare occasions, the City will require “immediate” service. How quickly can this
be provided? How will this requirement be met?
14.3 How often is there a ‘back-order’ of hardware and how it this situation handled?
14.4 Is there any situation in which the City would be charged for any type of delivery?
14.5 Web-based ordering from a customized site is of interest to the City. Can the City
order SmartPhones and accessories directly from your web site? If yes, please
explain. If no, will this be offered in the near future?
14.6 When delivering a SmartPhone, what documentation is provided?
15. Hardware Invoicing
15.1 Describe your invoicing procedures.
15.2 Will a specific billing representative be assigned to the City account?
15.3 Will this billing rep be available from 8:00 a.m. to 5:00 p.m. business days?
16. Repair Service
16.1 What type of loaner equipment would you provide the City?
16.2 Would you provide a “loaner” SmartPhone to be kept on site for immediate
replacement of a broken SmartPhone?
16.3 State who will be responsible for repairs and describe the type of certification or
training they have.
16.4 State what type of repairs would be done locally.
16.5 State the average turnaround time to repair a SmartPhone.
16.6 Can City employees drop off a SmartPhone for repair? If yes, state at what
location(s).
16.7 State under what, if any, circumstance the City would be charged for a service
call.
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16.8 Is an “on line” trouble or repair reporting system available?
16.9 Is remote service (at a City location), minor repair or preventative maintenance
services available on an occasional basis?
16.10 How would the Proponent grant the City access to an ‘on-line’ system to
deactivate a SmartPhone should it be lost or stolen?
17. Other Information
State any additional information not previously addressed that the Proponent feels is of
importance and that the City should take into consideration.
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SCHEDULE C-3-6
PROPONENT’S INTERNATIONAL CALLING PROPOSAL
Proponents to refer to Schedule A – Solution Requirements and provide responses to the
following (use the spaces provided and attach additional pages, if necessary):
On a few occasions throughout the year, a City of Surrey manager or Councillor may travel to
destinations outside Canada or the United States. During these trips, they wish to be able to use
a cellular phone or Blackberry to keep in contact with City staff. What hardware and calling
options can you provide?
1. What hardware options are available?
2. What are the typical hardware costs, based on a three year contract?
3. What are the “rate plan” options for voice and data (sending & receiving email, for
example)?
4. What procedures would need to be followed to make these calls as inexpensive as
possible?
5. Would you need to be notified or would any changes need to be made to the cell phone
or the Blackberry prior to departing?
6. Provide a list of procedures to follow and costs for the following destinations. Including
all roaming charges, long distance charges, rate plan minutes and any other costs which
may be incurred.
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India
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Mainland China
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Hong Kong
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Italy
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England
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SCHEDULE C-3-7
PROPONENT’S “MULTIPLE RFP RESPONSE SUCCESS” PROPOSAL
Proponents to refer to Schedule A – Solution Requirements and provide responses to the
following (use the spaces provided and attach additional pages, if necessary):
If your company is the successful Proponent in more than one part of this RFP, are there any
further incentives you would offer the City?
The City intends to investigate Public WIFI hotspot solutions for our City facilities and Parks. Do
you have a solution and cost model for this type of service? If your company were to become
the successful Proponent of that service, are there any further incentives you would offer the
City?
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SCHEDULE C-4
PROPONENT’S TECHNICAL PROPOSAL (PROJECT SCHEDULE)
Proponents should provide an a detailed timeline, with major item descriptions and time indicating
a commitment to perform the Contract within the time specified (use the spaces provided and/or
attach additional pages, if necessary).
MILESTONE DATES __________________________________
ACTIVITY
SCHEDULE
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SCHEDULE C-5
PROPONENT’S FINANCIAL PROPOSAL
Proponent’s should provide unit prices/plan rates, etc. for each component within each Schedule, as
indicated (excluding taxes).
Since the City of Surrey is a municipal government, describe any value added offering (e.g. additional discounts)
arising from any Province of British Columbia – Corporate Supply Agreement or Federal National Master Standing
Offer (NMSO) agreement.
State, as a percentage, any incentives available to the City if the City selects a single source supplier:
State any financial incentives/strategies available to the City to assist the City in the transition from current suppliers:
Proponents should state what policies/procedures they have with respect to future price reductions due to improved
technology, etc.:
State any Additional Costs:
The proposed Contract attached as Schedule "B" to the RFP provides that expenses are to be included within the
fee, other than the expenses listed in the Contract as disbursements. Details of disbursements are to be shown in
the chart above. Please indicate any expenses that would be payable in addition to the proposed fee and proposed
disbursements set out above:
Payment Terms:
A cash discount of _______% will be allowed if account is paid within _____ days, or the_________ day of the month
following, or net 30 days, on a best effort basis.
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ATTACHMENTS
Appendix A – Sample Cell
Appendix B – Sample Blackberry
Appendix C – Sample Push to Talk
Appendix D – Wireless Internet
WIRELESS TELEPHONY
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30-18 RFP Appendix
A-D sample usage data (2).xls
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