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I Finance and Corporate Services Division Purchasing Section

City of Richmond RFP for data protection needs. Tendered in 2023 for the technology vendors willing to bid.

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0% found this document useful (0 votes)

6 views47 pages

I Finance and Corporate Services Division Purchasing Section

City of Richmond RFP for data protection needs. Tendered in 2023 for the technology vendors willing to bid.

Uploaded by

rlclark

We take content rights seriously. If you suspect this is your content, claim it here.

Available Formats

Download as PDF, TXT or read online on Scribd

You are on page 1/ 47

I

Request for Proposals

Finance and Corporate Services Division
Purchasing Section

8178P Cloud Storage Solution

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Table of Contents

1. Introduction ................................................................................................. 4
1.1 The Project .................................................................................................. 4
1.2 Objective of this RFP .................................................................................. 4
1.3 Definitions................................................................................................... 4
1.4 Eligible Proponents ..................................................................................... 5
1.5 Bidding System Registration ...................................................................... 5
1.6 Bidding System Account Contact Names ................................................... 6

2. Submission Instructions and Requirements ................................................ 6

2.1 Submission of Proposals ............................................................................. 6
2.2 Closing Time............................................................................................... 7
2.3 Enquiries and Responses............................................................................. 7
2.4 Electronic Transmission.............................................................................. 8
2.5 Addenda ...................................................................................................... 9
2.6 Reference Information Including Q&As .................................................... 9
2.7 Revisions and Withdrawal Prior to Closing Time .................................... 10
2.8 Changes to a Proponent’s Team ............................................................... 10
2.9 Samples ..................................................................................................... 10
2.10 Interpretation of Contract Documents ...................................................... 10
2.11 Proposed Amendments to Commercial Terms ......................................... 11
2.12 Alternatives ............................................................................................... 11
2.13 Voluntary Sponsorship Commitment ....................................................... 11
2.14 Approved Equals ....................................................................................... 11

3. Information Meeting and Site Conditions................................................. 11

3.1 Information Meeting ................................................................................. 11
3.2 Site Conditions .......................................................................................... 11

4. Proposal Price ........................................................................................... 12

4.1 Discrepancies ............................................................................................ 12
4.2 Optional Work .......................................................................................... 12

5. Evaluation of Proposals ............................................................................ 12

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5.1 Evaluation Committee .............................................................................. 12

5.2 Evaluation Criteria .................................................................................... 12
5.3 Evaluation Process .................................................................................... 12
5.4 Detailed Evaluations ................................................................................. 13
5.5 Reservation of Rights ................................................................................ 14
5.6 Recommendation of Evaluation Committee ............................................. 16
5.7 All Proposals Over Budget ....................................................................... 16

6. Negotiation and Contract Award Stage .................................................... 17

6.1 Notice to Selected Proponent .................................................................... 17
6.2 Negotiation of Contract and Award .......................................................... 17
6.3 Sponsorship Agreement ............................................................................ 18
6.4 Approval Required for Award .................................................................. 18
6.5 Notification of Results of RFP .................................................................. 18
6.6 Debriefing ................................................................................................. 18

7. Miscellaneous Conditions ......................................................................... 19

7.1 RFP Not an Offer or Agreement ............................................................... 19
7.2 No Obligation............................................................................................ 19
7.3 Proprietary or Confidential Documents .................................................... 19
7.4 No Representation or Warranty by the City ............................................. 19
7.5 Cost of Preparing a Proposal or Participating in the RFP Process ........... 19
7.6 No Claims ................................................................................................. 20
7.7 Ownership of Proposals ............................................................................ 20
7.8 No Collusion or Solicitation ..................................................................... 20
7.9 No Lobbying ............................................................................................. 21
7.10 Relationship Disclosure ............................................................................ 21
7.11 FOIPPA ..................................................................................................... 22

Appendix 1 – Submission Instructions and Requirements ............................................... 23

Appendix 2 – Evaluation Criteria and Weightings ........................................................... 24

Appendix 3 – Draft Contract Documents ......................................................................... 26

Appendix 4 – Scope of Work............................................................................................ 27

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1. Introduction

1.1 The Project

The City of Richmond (the “City”) is proposing to engage a qualified

technology provider to supply a robust and secure cloud archiving/ backup
storage solution (the “Project”), as described in the Contract Documents.

1.2 Objective of this RFP

The objective of this Request for Proposals (this “RFP”) is to invite

qualified Proponents to each submit a competitive proposal (a
“Proposal”) for the performance of the Work.

1.3 Definitions

Throughout this RFP the following definitions apply:

a) “Addendum” has the meaning set out in Section 2.5 of this RFP;

b) “Bidding System” means the electronic system used by the City for
its competitive bids and proposals at the following website
https://richmond.bidsandtenders.ca/Module/Tenders/en, which is
required to be used for all submissions from Proponents;

c) “City” has the meaning set out in Section 1.1 of this RFP;

d) “Claim” has the meaning set out in Section 7.6a) of this RFP;

e) “Closing Time” has the meaning set out in Section 2.2 of this RFP;

f) “Contract” and/or “Agreement” means the final written contract

between the City and a Proponent for the performance of the
Work, entered into in accordance with this RFP, based on the draft
Contract Documents;

g) “Contract Documents” means the contract documents included as

Appendix 3 – Draft Contract Documents to this RFP;

h) “Contractor” means a Proponent after it has entered into the

Contract;

i) “Evaluation Committee” has the meaning set out in Section 5.1 of

this RFP;

j) “FOIPPA” has the meaning set out in Section 7.11 of this RFP;

k) “IT” means Information Technology;

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l) “Person” means an individual, a corporation, a partnership, a joint

venture, a sole proprietorship, a trust, a society, or a governmental
organization;

m) “Product” means an item or service that that is either physical or

virtual and can be sold (e.g. software [virtual product]);

n) “Project” and/or “requirements” has the meaning set out in

Section 1.1 of this RFP;

o) “Proponent” has the meaning set out in Section 1.4 of this RFP;

p) “Proposal” has the meaning set out in Section 1.2 of this RFP;

q) “Proposal Price” means the price(s) set out in the Proposal

submitted through the Bidding System, applied in accordance with
the terms of the Contract, which represent the entire cost to the
City for the complete performance of the Work;

r) “Q&As” has the meaning set out in Section 2.3b) of this RFP;

s) “Reference Information” has the meaning set out in Section 2.6 of

this RFP;

t) “RFP” has the meaning set out in Section 1.2 of this RFP;

u) “Solution” means a set of related software programs and/or

services that are sold as a single package;

v) “System Time” means the time on the Bidding System’s web

clock; and

w) “Work” and/or “Services” means the provision of all labour,

services, materials, equipment, and any other necessary items and
actions for the Contractor to complete and perform the work set
out in Appendix 4 attached hereto, and its obligations set out in the
Contract, all in accordance with the terms and conditions of the
Contract.

1.4 Eligible Proponents

Any interested Person (each, a “Proponent”) may submit a Proposal in

response to this RFP.

1.5 Bidding System Registration

In order to participate in this RFP opportunity, a Proponent must have a

Bidding System “vendor account” and be registered as a “plan taker” for

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this RFP opportunity, which will enable the Proponent to download this
RFP, to receive Addenda email notifications and download Addenda, to
download all documents without the watermark “preview” on them, and to
submit a Proposal through the Bidding System.

To obtain documents online please visit

http://Richmond.bidsandtenders.ca. You can preview the RFP documents
with a preview watermark prior to registering for the opportunity to
participate in this RFP. Documents are not provided in any other manner.

To ensure receipt of the latest information and updates via email regarding
this RFP, or if a Proponent has obtained this RFP from a third party, the
onus is on the Proponent to create a Bidding System “vendor account” and
be registered as a “plan taker” for this RFP opportunity at
http://Richmond.bidsandtenders.ca.

1.6 Bidding System Account Contact Names

Proponents are strongly urged when creating or updating a Bidding

System “vendor account” to invite additional contacts to the vendor
profile. This will permit invited contacts, after they use the invitation to
create a login, to manage (register, submit, edit and withdraw) Proposals,
in accordance with the terms and conditions of this RFP, which the
Proponent is a registered “plan taker” for. In the event of vacations or
illness, these additional contacts may act on the Proponent’s behalf, have
the authority to receive Addendum notifications through the Bidding
System, submit Proposals electronically through the Bidding System,
withdraw and/or edit Proposals, and/or acknowledge Addenda.

Proponents are required to keep their vendor account active until this RFP
opportunity has been awarded through the Bidding System to ensure they
receive all notifications related to this RFP. Proponents are advised that
they may also receive notifications by email from the City.

2. Submission Instructions and Requirements

2.1 Submission of Proposals

Proposals should be delivered to the City by electronic submission through

the Bidding System. The City will not accept hardcopy submission, or
electronic submission through email, faxes or any other means other than
through the Bidding System.

Proposals should be submitted in accordance with the Bidding System

submission requirements and instructions for this RFP opportunity, which
can be reviewed at http://Richmond.bidsandtenders.ca, and any
instructions or requirements set out in Appendix 1 attached hereto.

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The City recommends that Proponents take advantage of the Bidding

System feature to preview uploaded documents prior to submission. By
doing so, a Proponent may avoid an error that could occur by the
Proponent uploading an incorrect or unreadable file, which could render
their submission non-compliant.

2.2 Closing Time

An electronic submission of a Proposal must be received through the

Bidding System by 12:00 PM PST on July 4, 2023 (the “Closing Time”).
Proposals received after the Closing Time are not permitted by the
Bidding System and will not be considered. The definitive time for the
purpose of this section, as well as any amendments or withdrawals of a
Proposal, will be the System Time.

It is the sole responsibility of each Proponent to ensure that its Proposal is

delivered by the Closing Time. The Bidding System will send a
confirmation email to the Proponent advising that their Proposal was
submitted successfully. If a confirmation email is not received or if a
Proponent encounters any problems with the Bidding System, they should
contact bids&tenders support using the contact information listed below,
at least twenty-four (24) hours prior to the Closing Time:

support@bidsandtenders.ca

2.3 Enquiries and Responses

Enquires related to this RFP must be submitted through the Bidding

System by clicking on the “Submit a Question” button for this specific
RFP opportunity. Information obtained from any other source is not
binding on the City and should not be relied upon as part of the RFP
process. An enquiry deadline may be identified for this RFP and will be
posted on the Bidding System.

The following will apply to any enquiry:

a) the City reserves the right to decline to provide a response to an

enquiry, considering fairness to all Proponents and the integrity of
this competitive procurement process;

b) subject to Section 2.3d) any reply from the City to an enquiry will
be in the form of either:

1. an email to the designated contact person for each Proponent as

a question and answer as part of a question and answer series
for this RFP (“Q&As”); or

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2. an Addendum posted on the Bidding System, together with an

email notification to the designated contact person for each
Proponent; and
c) subject to Section 2.3a) of this RFP, any enquiry and its response
may, in the City’s sole and absolute discretion, be distributed to all
Proponents; and

d) notwithstanding Section 2.3b), the City reserves the right, at its

sole and absolute discretion, to send a reply to an enquiry only to
the Proponent who submitted the enquiry.

Proponents are encouraged to submit enquiries at an early date, and in any

event prior to the date and time provided in the Bidding System for this
specific RFP opportunity, so as to permit time for consideration by the
City. Notwithstanding the foregoing, the City reserves the right to
respond to enquiries submitted after the date and time shown in the
Bidding System for this specific RFP opportunity.

2.4 Electronic Transmission

The City does not assume any risk or responsibility or liability, including
in contract or tort (including negligence), whatsoever to any Proponent:

a) for ensuring that the Bidding System is in good working order, or

able to receive transmissions, such that a Proponent’s electronic
Proposal submission cannot be received;

b) for errors, problems or technical difficulties with respect to a

Proponent’s electronic transmission, including the transmission of
an electronic copy of its Proposal;

c) that a Proponent’s electronic transmission, including the

transmission of an electronic copy of its Proposal, is received by
the Bidding System in its entirety or within any time limit
specified by this RFP;

d) for ensuring notifications from the Bidding System, or emails from

the City, are received by the Proponent.

Proponents are cautioned that the timing of their Proposal submission is

based on when the Proposal is received by the Bidding System, not when a
Proposal is submitted, as Proposal transmission can be delayed due to file
transfer size, transmission speed, etc. For the above reasons, it is
recommended that sufficient time be given to complete a Proposal
submission and to resolve any issues that may arise.

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2.5 Addenda

a) The City may, in its sole and absolute discretion, amend this RFP
at any time up to the Closing Time by issuing a written addendum
(an “Addendum”). The City will post all Addenda on the Bidding
System. Written Addenda are the only means of amending or
clarifying this RFP, and no other form of communication whether
written or oral, including written responses to enquiries as part of
Q&As pursuant to Section 2.3 of this RFP, will be included in or in
any way amend this RFP.

b) Proponents shall acknowledge receipt of any Addenda through the

Bidding System by checking a box for each Addenda and any
applicable attachment.

c) It is the sole responsibility of each Proponent to ensure that it has

received all issued Addenda before submitting a Proposal.
Proponents should check online at
https://Richmond.bidsandtenders.ca prior to submitting their
Proposal and up until Closing Time in the event additional
Addenda are issued.

d) If a Proponent submits their Proposal prior to the Closing Time

and an Addenda have been issued, the Bidding System shall
withdraw the Proposal submission and the Proposal status will
change to an incomplete status. The Proponent can view this status
change in the “my bids” section of the Bidding System. The
Proponent is solely responsible to:

i) make any required adjustments to their Proposal; and

ii) acknowledge the Addenda; and

iii) ensure the re-submitted Proposal is received by the Bidding

System no later than the Closing Time.

2.6 Reference Information Including Q&As

Any:

a) information included in Q&As issued by the City under

Section 2.3b) of this RFP; and

b) information made available to Proponents prior to the Closing

Time by the City or representatives of the City (such as, for
illustration purposes only, site information, geotechnical or

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subsurface reports or record drawings), which is not expressly

included in the draft Contract Documents

(collectively, “Reference Information”),

is provided for information only. Such information is made available only

for the reference and assistance of Proponents who must make their own
judgment about its reliability, accuracy, completeness and relevance to the
Contract, and nothing will be interpreted as meaning that the City or any
representative of the City gives any guarantee or representation that the
Reference Information is reliable, accurate, complete or relevant.

It is the sole responsibility of each Proponent to ensure that it has received

all Reference Information before submitting a Proposal.

2.7 Revisions and Withdrawal Prior to Closing Time

Proponents may edit or withdraw their submitted Proposal prior to the

Closing Time, but not after. The Proponent is solely responsible to ensure
that any edited Proposal is re-submitted and is received by the Bidding
System by the Closing Time.

2.8 Changes to a Proponent’s Team

Not used.

2.9 Samples

Not used.

2.10 Interpretation of Contract Documents

Proponents finding any contradictions or inconsistencies in this RFP, the

Bidding System, or in the Contract Documents or its provisions, or having
doubts as to the meaning or intent of any provisions, should immediately
notify the City through the Bidding System, if prior to the Closing Time,
by clicking on the “Submit a Question” button for this specific bidding
opportunity, or by email to the City, if after the Closing Time, to
purchasing@richmond.ca. If the City receives such notice prior to the
Closing Time and the City considers it necessary, the City may issue
written Addenda to provide clarification(s) of the RFP, the Bidding
System, or the Contract Documents in accordance with Section 2.5. No
oral interpretation or representation from the City or any representative of
the City will affect, alter or amend any provision of the RFP, the Bidding
System or Contract Documents.

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2.11 Proposed Amendments to Commercial Terms

Not used.

2.12 Alternatives

Not used.

2.13 Voluntary Sponsorship Commitment

Not used.

2.14 Approved Equals

Not used.

3. Information Meeting and Site Conditions

3.1 Information Meeting

The City may hold an information meeting for this RFP opportunity, with
sign-in attendance forms. If the City elects to host an information meeting,
the City will post notice of the date, time and location of the meeting on
the Bidding System. The City strongly encourages all potential Proponents
to attend the information meeting. Attendance at the information meeting
will be at the discretion of the Proponents, but Proponents who do not
attend will be deemed to have received all of the information made
available to attendees.

3.2 Site Conditions

Proponents, either personally or through a representative, have the

responsibility to be knowledgeable of the site where the Work will be
performed before submitting a Proposal and to be familiar with, and make
allowance for, all factors relating to the site that might affect the
performance of the Work, including the location of the site, local
conditions related to the Work, geotechnical and subsurface conditions,
site drainage, site access, local weather, availability of labour, equipment
and materials and any other relevant matters. By submitting a Proposal, a
Proponent will be deemed to have undertaken any required inspection and
to have taken account of all such factors in the preparation of its Proposal.
No additional payments or time extensions shall be claimable or due
because of difficulties relating to conditions at the site or factors as
described in this Section 3.2 which were reasonably foreseeable by a
contractor qualified to undertake the Work that was knowledgeable of, and
had inspected, the site and considered the factors listed in this Section 3.2.

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4. Proposal Price

4.1 Discrepancies

Not used.

4.2 Optional Work

Not used.

5. Evaluation of Proposals

5.1 Evaluation Committee

The evaluation of Proposals will be carried out by a committee appointed

by the City (the “Evaluation Committee”). The Evaluation Committee
may be assisted by other persons as the Evaluation Committee may decide
it requires, including technical, financial, legal and other advisors of the
City, whether internal or external, or employees of the City.

5.2 Evaluation Criteria

The Evaluation Committee will compare and evaluate the Proposals to

identify the Proposal which the Evaluation Committee judges to be the
most advantageous to the City. The Evaluation Committee will determine
which Proposal is the most advantageous to the City with reference to the
criteria and weightings described in Appendix 2 – Evaluation Criteria and
Weightings to this RFP.

It is anticipated that the Proponent that is evaluated to be the most

advantageous to the City having regard to the considerations described in
Appendix 2 – Evaluation Criteria and Weightings to this RFP will be
selected, but the City reserves the right for the Evaluation Committee to
decline to recommend any Proponent which the Evaluation Committee,
acting reasonably and fairly, determines would, if selected, result in
greater overall cost or material risk to the City as compared to another
Proponent, considering any relevant factors, including a Proponent’s
financial resources, safety record, claims and litigation history, work
history and environmental record.

5.3 Evaluation Process

To assist in the evaluation of Proposals, the Evaluation Committee may, in

its sole and absolute discretion, but is not required to:

a) conduct reference checks, background investigations, financial due

diligence and litigation searches of the Proponent, inclusive of the

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Proponent’s directors/officers and key individuals, and any

subcontractors proposed in the Proposal, with internal and/or
external sources (including, for certainty, other employees of the
City or consultants and advisors of the City), and consider and rely
on any relevant information received from the references and from
any such investigations in the evaluation of Proposals;

b) seek clarification or additional information (including missing

submittals or amendments) from any, some, or all Proponents with
respect to their Proposal, and consider and rely on such
supplementary information in the evaluation of Proposals;

c) request interviews/presentations with any, some, or all Proponents

to clarify any questions or considerations based on the information
included in Proposals, and consider and rely on any supplementary
information received from interviews/presentations in the
evaluation of Proposals;

d) request samples or demonstrations from any, some, or all

Proponents, and consider and rely on any relevant information
received from the samples and demonstrations in the evaluation of
Proposals; and

e) request an onsite visit or investigation of any proposed facilities or

locations determined to be a part of the Work.

5.4 Detailed Evaluations

In conducting an evaluation:

a) the Evaluation Committee will not be required to complete a

detailed evaluation of all Proposals and may, after completing a
preliminary review of all Proposals, identify and drop from any
detailed evaluation any Proposal which the Evaluation Committee
judges to not be in contention to be selected when compared to the
other Proposals;

b) the Evaluation Committee may, but is not obligated to, review or

take into consideration,:

i) any information contained in URL links or websites

referred to in a Proposal; or

ii) any additional information provided in a Proposal that was

not specifically requested as part of this RFP opportunity;

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c) the Evaluation Committee may drop from evaluation a Proposal

which the Evaluation Committee judges to contain material
proposed amendments that do not offer sufficient benefits or will
result in prejudice to the City; and

d) the Evaluation Committee may drop from evaluation a Proposal

which the Evaluation Committee judges to contain material
proposed specification or design alterations, modifications or
amendments that do not offer sufficient benefits or will result in
prejudice to the City.

5.5 Reservation of Rights

Notwithstanding any other provision in this RFP, any practice or custom

in the industry, or procedures and guidelines recommended for use on
publicly funded projects, the City reserves the unfettered right, in its sole
and absolute discretion, to:

a) at any time, for any reason, reject any or all Proposals and
terminate the process under this RFP, and proceed with the Work
as described in this RFP in some other manner, including reissue a
request for proposals or undertake another procurement process for
the same or similar scope of Work, upon the same or different
terms and conditions;

b) review, or take into consideration, any information contained in

URL links or websites referred to in a Proposal, but is not
obligated to do so;

c) waive non-material informalities, irregularities or other

deficiencies in any substantially compliant Proposals, and accept
Proposals which do not conform strictly to the requirements of this
RFP;

d) evaluate a Proposal that includes one (1) or more proposed

amendments to the commercial terms for the Contract by applying
the evaluation criteria as set out in Section 5.2 of this RFP to
identify the proposed amendment to the commercial terms that the
City determines is most advantageous to itself, and select that
Proposal based on the identified proposed amendment to the
commercial terms together with the corresponding adjustment, if
any, to the Proposal Price;

e) evaluate a Proposal that includes one (1) or more alteration,

modification or amendment to the specifications (whether such
alteration, modification or amendment is in addition to, or in
substitution for any element of the specifications) by applying the

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evaluation criteria as set out in Section 5.2 of this RFP to identify

the alteration, modification or amendment that the City determines
is most advantageous to itself, and select that Proposal based on
the identified alteration(s), modification(s) or amendment(s)
together with the corresponding adjustment, if any, to the Proposal
Price;

f) accept all or part of any Proposal which, applying the evaluation

criteria as set out in Section 5.2 of the RFP, the City determines is
most advantageous to itself, and, without limitation, select a
Proposal which does not have the lowest Proposal Price;

g) accept any one (1) or more of the Proposals;

h) award separate Contracts for portions of the Work, including with

respect to one (1) or more payment items, to one (1) or more
Proponents (and for certainty the City reserves the right to self-
perform any or all of the Work);

i) if only one (1) Proposal is received, reject that Proposal and

terminate the process under this RFP, and proceed with the Work
as described in this RFP in some other manner, including entering
into negotiations with that Proponent with respect to any matter,
including price;

j) if (i) no Proposals were submitted or no suppliers requested

participation, (ii) no Proposals that conform to the essential
requirements of this RFP were submitted, (iii) no suppliers
satisfied the conditions for participation, or (iv) the submitted
Proposals were collusive, terminate the process under this RFP,
and proceed with the Work as described in this RFP in some other
manner, including entering into negotiations with any Proponent
with respect to any matter, including price;

k) not accept a Proposal from any Person if such Person, or any

officer or director of a Person that is a corporation, is, or has been
within a period of two years prior to the Closing Time, engaged
either directly or indirectly through another corporation or legal
entity in a legal proceeding initiated in any court against the City in
relation to any contract with, or works or services provided to, the
City or a corporation wholly-owned by the City; and

l) exclude a Proposal from a Person, if there is supporting evidence

of:

1. bankruptcy or insolvency of such Person (or any officer or

director of a Person that is a corporation);

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2. false declarations made by such Person (or any officer or

director of a Person that is a corporation);

3. significant or persistent deficiencies in performance of any

substantive requirement or obligation by such Person (or any
officer or director of a Person that is a corporation) under a
prior contract or contracts;

4. final judgements against such Person (or any officer or director

of a Person that is a corporation) in respect of serious crimes or
other serious offences;

5. professional misconduct or acts or omissions that adversely

reflect on the commercial integrity of such Person (or any
officer or director of a Person that is a corporation); or

6. failure of such Person (or any officer or director of a Person

that is a corporation) to pay taxes.

5.6 Recommendation of Evaluation Committee

The Evaluation Committee may recommend a Proponent to be selected by

the City.

5.7 All Proposals Over Budget

Subject to any express provision of this RFP, if the Proposal Prices for all
Proposals exceed the amount that the City has budgeted for the Work, then
the City may, at its election and in its sole and absolute discretion, do one
or more of the following:

a) seek approval for an increase in the budget;

b) terminate the process under this RFP;

c) terminate the process under this RFP and enter into negotiations
with any one (1) or more of the Proponents for the purpose of
identifying scope or other amendments to the Contract to achieve
the budget (or approved increased budget), and then enter into a
contract with the City’s selected contractor; and/or

d) exercise any other rights it has under this RFP.

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6. Negotiation and Contract Award Stage

6.1 Notice to Selected Proponent

If the City selects a Proponent, then the City may issue a written notice to
such Proponent, through the Bidding System, stating that it is the selected
Proponent.

6.2 Negotiation of Contract and Award

The City may enter into negotiations with the Proponent whose Proposal
is selected by the City, and such Proponent will use good faith commercial
efforts to negotiate and enter into a Contract with the City. During
negotiations the City may:

a) negotiate any aspect of such Proponent’s Proposal, including

without limitation with respect to:

1. the scope of Work;

2. such Proponent’s Proposal Price; and
3. such Proponent’s proposed team,
without having any duty or obligation to advise any other
Proponents or to allow such other Proponents to vary their
Proposal Price, and the City shall have no liability to any other
Proponent as a result of such negotiations;

b) negotiate the incorporation of such Proponent’s suggested

amendments to the Contract as may be included in its Proposal;

c) negotiate terms and conditions different than those contained in the

draft Contract Documents, the Proposal or both; and

d) if the City reasonably forms the opinion that a mutually acceptable

Contract is not likely to be reached within a reasonable time with
such Proponent, give such Proponent written notice to terminate
discussions, in which event the City may then either open
discussions with another Proponent or terminate this RFP in whole
or in part and obtain the Work in some other manner, or not at all.

As a condition of awarding a Contract, the City may require a Proponent

to first provide the following:

e) an IT Security Assessment form;

f) confirmation satisfactory to the City that the Proponent existing

WorkSafeBC coverage;

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g) confirmation satisfactory to the City that the Proponent carries the

insurance required to be maintained by the Contractor under the
draft Contract Documents; and

h) a copy of the Proponent’s valid City business licence, if the

Proponent’s head office is located within the City’s municipal
boundaries, or if the Work is required to be performed within the
City’s municipal boundaries.

6.3 Sponsorship Agreement

Not used.

6.4 Approval Required for Award

Notwithstanding any other provision of this RFP, the award of any

Contract under this RFP will require:

a) the approval of funds in respect of such Contract; and

b) the approval of a representative of the City having authority to

award such Contract.

6.5 Notification of Results of RFP

After entering into the Contract with a Proponent, the City will notify
unsuccessful Proponents that the Contract has been concluded by email
and/or by posting a notice of contract award on the Bidding System and on
the BC Bid website
https://www.bcbid.gov.bc.ca/open.dll/welcome?language=En. Upon
written request from an unsuccessful Proponent, the City will send a
written notice of contract award to the applicable Proponent’s
representative.

At any time after the City has selected a Proponent in accordance with
section 6.1, the City may, by email to each Proponent and/or such other
method as the City determines, publically disclose the Proposal Price for
each compliant Proposal.

6.6 Debriefing

After entering into the Contract with a Proponent, the City will conduct a
debriefing, upon request by email to purchasing@richmond.ca, of an
unsuccessful Proponent to discuss the reasons why the City did not select
such Proponent’s Proposal, but the City will not disclose or discuss any
confidential information of any other Proponent.

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7. Miscellaneous Conditions

7.1 RFP Not an Offer or Agreement

This RFP is not an agreement to purchase goods or services, and is in no

way whatsoever an offer to enter into an agreement or the Contract. This
RFP is not a tender.

7.2 No Obligation

This RFP does not commit the City in any way to proceed to any further
stages of a competitive procurement process for the Work, including to
select a Proponent, to negotiate with a Proponent or to award the Contract.
The City reserves the complete right to, at any time, reject all Proposals
and to terminate the competitive procurement process for the Work and
proceed with the Work or the Contract or both in some other manner.

7.3 Proprietary or Confidential Documents

The City may elect to restrict access to certain information provided by the
City and its representatives pursuant to this RFP which is proprietary or
confidential by not posting such information on the Bidding System and
making such information available in some other manner.

Without limiting the foregoing, and notwithstanding any other term of this
RFP, the City may require each Proponent to, as a condition of
participating in the RFP process and submitting a Proposal under this RFP,
enter into a Non-Disclosure Agreement in a form provided by the City.

7.4 No Representation or Warranty by the City

Each Proponent will investigate and satisfy itself of every condition that
affects the preparation of its Proposal. Each Proponent acknowledges and
represents that its investigations have been based on its own examination,
knowledge, information and judgment, and not upon any statement,
representation or information made or given by the City, the Contact
Person or any advisor to the City, other than the information contained in
this RFP. Submission of a Proposal is deemed to be conclusive evidence
that the Proponent accepts the terms of this Section 7.4. The City accepts
no responsibility for any Proponent lacking any information.

7.5 Cost of Preparing a Proposal or Participating in the RFP Process

Any and all costs associated with the preparation and submission of the
Proposal or participating in any way in this RFP process, including any
costs incurred by the Proponent after the Closing Time (including with
respect to any costs incurred by the Proponent to provide

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interviews/presentations pursuant to Section 5.3c) of this RFP or

participate in negotiations with the City pursuant to Section 6.2 of the
RFP) will be borne solely by the Proponent.

7.6 No Claims

Each Proponent, by submitting a Proposal, irrevocably:

a) agrees that it will not bring any claim, demand, action, cause of
action, suit or proceeding (including judicial review or injunction
application), whether arising in contract, tort (including
negligence) or otherwise (a “Claim”) against the City or any of its
employees, directors, officers, advisors or representatives, or any
one (1) of them, for any costs, damages or other compensation in
excess of an amount equivalent to the actual and reasonable costs
directly and demonstrably incurred by the Proponent in preparing
its Proposal for any matter relating directly or indirectly to this
RFP (including in the event that the City rejects or disqualifies or
for any other reason fails to accept a Proposal, accepts a non-
compliant Proposal or otherwise breaches, or fundamentally
breaches, the terms of this RFP or any duties arising from this
RFP); and

b) waives any Claim against the City and its employees, directors,
officers, advisors or representatives for any compensation of
whatsoever nature or kind, including for loss of anticipated profits,
loss of opportunity, indirect, incidental or consequential damages
or losses if no contract is entered into for the Work between the
Proponent and the City for any reason whatsoever, including in the
event that the City rejects or disqualifies or for any other reason
fails to accept a Proposal, accepts a non-compliant Proposal,
otherwise breaches, or fundamentally breaches, the terms of this
RFP or any duties arising from this RFP, or acts or is alleged to
have acted unfairly at any stage of this RRP process.

7.7 Ownership of Proposals

Upon delivery to the City, all Proposals (and all their contents) become the
property of the City and will not be returned to the Proponents except as
the City, in its sole and absolute discretion, may determine.

7.8 No Collusion or Solicitation

By submitting a Proposal, the Proponent, for and on behalf of the

Proponent and the Proponent’s team, represents and confirms to the City
that the Proponent has prepared its Proposal without any connection,
knowledge, comparison of figures, arrangement or collusion with any

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other person or persons submitting or participating in the preparation of a

Proposal.

Each Proponent may not make any representations, solicitations or other

communications to any elected or appointed official, director, officer or
employee of the City or to a member of the Evaluation Committee with
respect to its Proposal, either before or after submission of its Proposal,
except as expressly provided in this RFP. If any representative of a
Proponent communicates improperly contrary to this paragraph, then the
City may, in its sole and absolute discretion, regardless of the nature of the
communication, reject the Proposal submitted by the Proponent.

7.9 No Lobbying

Proponents will not engage in any form of political or other lobbying

whatsoever with respect to the Work, including but not limited to
contacting City staff (other than the City’s designated contact person for
this RFP) or elected officials, or otherwise attempt to influence the
outcome of this RFP process other than by submitting a Proposal. In the
event of any such activity, the City, in its sole and absolute discretion, may
at any time, but is not required to, reject any Proposal by that Proponent
without further consideration, and either terminate that Proponent’s right
to continue participating in this RFP process, or impose such conditions on
that Proponent’s continued participation in this RFP process, as the City,
in its sole discretion, may consider in the public interest or otherwise
appropriate.

7.10 Relationship Disclosure

Without limiting any other term of this RFP, the City may in its sole
discretion disqualify any Proponent if, in the City’s opinion, the
Proponent, or a member of the Proponent’s team, has an actual conflict of
interest or unfair advantage or has a relationship or matter that has the
potential for a conflict of interest to occur.

Proponents will promptly disclose in writing to the Contact Person any

potential conflict of interest and existing business relationships they may
have with the City, any employees, officers and elected officials of the
City or others providing advice or services to the City with respect to the
Work, or any other matter that gives rise, or might give rise, to an unfair
advantage. At the time of such disclosure, the Proponent will advise the
Contact Person how the Proponent proposes to mitigate, minimize or
eliminate the situation.

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7.11 FOIPPA

Notwithstanding any term of this RFP to the contrary, Proponents should

note that the City is subject to the Freedom of Information and Protection
of Privacy Act (British Columbia) (“FOIPPA”), which imposes
significant obligations on the City’s contractors to protect all personal
information acquired from the City in the course of providing any service
to the City.

Each Proponent is responsible for compliance with laws applicable to the

collection, use and disclosure of personal information, including FOIPPA.
If a Proponent includes personal information (including resumes) in a
Proposal, then by submitting a Proposal a Proponent will be deemed to
represent to the City that the Proponent has obtained written consent from
the applicable individual(s), including the consent to the indirect collection
of personal information by the City, and that the personal information may
be forwarded to the City for the purposes of responding to this RFP and
may be used by the City for the purposes set out in this RFP. The City
reserves the right to require proof of such consent and to reject a Proposal
if such consent is not provided as required by applicable law.

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Appendix 1 – Submission Instructions and Requirements

Refer to Bids and Tenders.

1. Proponents are advised that the City will not accept “to be determined” pricing or take
into account pricing referenced within non-pricing forms/ tables. Pricing proposed for
the product(s)/Solution and Services submitted by the Proponent must represent the
entire cost to the City for the complete performance of the Work.

2. Proposals should be submitted in the specific format and sequence as set out in the
Bidding System.

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Appendix 2 – Evaluation Criteria and Weightings

Evaluation
Phase I Evaluation Criteria
Weighting

1. Schedule of Prices
30%
• total cost implications

• the nature and quality of the Proponent’s financial proposal

2. Corporate Background, Team Qualifications & Experience

• completed past project experience including references 15%

• proposed team composition including personnel experience and

qualifications

3. Approach

• overall demonstrated strength and ability to deliver the Work through

their proposed methodology
25%
• the nature and quality of the workplan proposed

• the proposed Schedule and degree to which deliverables deadlines

support the City’s target implementation deadline

4. Technical

• the degree to which the proposed solution fulfils the required and
preferred functional components and specifications

• the quality and service performance functionality of the Solution, in

consideration of: 30%

o manageability and ease of use for City staff

o upgradability, capability and resistance to obsolescence

• degree to which the Solution can meet and/or exceed the City’s
required data privacy storage and redundancy protocols
TOTAL 100%

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Phase II Evaluation Process – The shortlisted Proponent(s) deemed to be the most

advantageous to the City in Phase I of the evaluation may move on to Phase II of the
evaluation process to perform a virtual demonstration of the proposed Solution.

Evaluation
Phase II Evaluation Criteria
Weighting

1. Interview
10%
To assess the quality of the clarifications and information provided by the
Proponent

2. Demonstration of the Proposed Solution

Proponent’s to perform a ‘show-and-tell’ style demonstration showcasing 60%

the quality, capability and performance functionality of the proposed
Solution

3. Test Environment

Proponent’s to provide a temporary (minimum 10 business days) sandbox 30%

environment (at no cost to the City) for the City’s evaluator’s to test the
proposed Solution and verify functionality

TOTAL 100%

The City may provide topics, specific questions and/or case scenarios (of primary interest to
the City) to be presented, clarified and/or fully addressed in this Phase of the Evaluation
process.

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Appendix 3 – Draft Contract Documents

The successful Proponent will be required to enter into a Contract with the City in order to be
eligible to deliver the Services set out in this RFP. Upon successful completion of negotiations,
if any, the final Contract will be comprised of the following:
• Appendix 4 – Scope of Work
• This RFP including all Addenda
• The Proponent’s response to Appendix 1 – Submission and Requirements including the
Proponent’s Contract

The City expects that the final Contract will include commercial terms and conditions that are
substantially compliant with the City’s General Terms and Conditions of Contract for Supply
and Delivery of Good and Services.

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Appendix 4 – Scope of Work

1.0 Introduction and Objectives

1.1 The City is seeking proposals from experienced suppliers to provide a robust,
secure, high-performance, enterprise-grade cloud storage product (the proposed
“Solution”) that will replace the City’s current on-premise tape backup system.

1.2 The Solution must have the ability to securely archive, store, backup and
recover the City’s information and should meet the functional, technical and IT
security requirements as specified herein this Appendix 4 – Scope of Work.

1.3 The Solution is required to integrate with the City’s hybrid (cloud and on-
premise) infrastructure environments and have embedded failsafe security and
privacy protections to prevent data loss and seamlessly perform backup
protection archiving and recovery protocols to ensure operational continuity in
the event of a disaster situation.

1.4 The City’s current tape archiving solution hardware is end-of-life (“EoL”), as
such, the new cloud archival alternative(s) are expected to minimize operational
overhead, improve scalability and accessibility, and align with future City
disaster recovery initiatives.

1.5 Depending on the results and outcome of the Work expressed in this RFP,
additional related work unforeseen at this time may come into existence. The
City reserves the right to either utilize the services of the Contractor for the
additional work, subject to the Contractor’s performance with the Work as
described in this RFP, or proceed in some other manner, including return to the
market with a new request for proposals or undertake another procurement
process for the same or similar scope of Work.

2.0 Background

2.1 The following is an overview of the City’s current production environment(s):

2.1.1 The City’s existing backup solution is based on Commvault software to

manage the protection (including encryption) and restoration of data.

2.1.2 On site disk libraries are used for short term repository of backup. Tapes
are currently utilized for long term backup retention and are kept offsite
for safekeeping.

2.1.3 The City’s current internet connectivity is based on two redundant 10GB
links with significant bandwidth headroom available.

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2.1.4 The City’s current total amount of long-term archival data is

approximately 60 - 150TB.

2.1.5 The City’s data archival requirements are currently estimated at 8 TB

per month in a normal circumstances.

2.1.6 Data retrieval requirements are normally fulfilled via local disk storage.
Tape retrieval is normally needed approximately 3 times a year for an
estimated amount of less than 10 GB.

3.0 Qualifications and Experience

3.1 The Contractor is required to provide qualified resource(s) capable of delivering

all Services and is responsible for ensuring their availability to perform the
Work for the duration of the Contract Term. The qualifications, background
expertise that may be required for this Work are, but is not limited to, the
following:

3.1.1 Experience in implementing cloud backup storage solution using

Commvault software.

3.1.2 Demonstrated experience in executing projects with similar

requirements to those set out herein this RFP.

3.1.3 Experience in delivering similar project(s) to government or municipal

entities with similar environments as described in section 2.0
Background herein this Appendix 4 – Scope of Work.

3.1.4 Knowledge of best practices and trends relating to cloud backup

3.1.5 Ability to perform the Work virtually and/or in-person if/whenever may
be required by the City.

4.0 Work Scope

4.1 The Contractor will be responsible for developing and executing an

implementation plan to integrate, test and deploy the Solution, including
detailed activities and processes that demonstrate a clear path to achieving the
City’s goals in provisioning the Solution.

4.2 The Contractor is required to provide a training plan and services as well as
training documentation and/or materials to the City which may involve/include,
but is not limited to, the following:

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4.2.1 Training services may be performed virtually (online live and/or online
via recording), in-person onsite and/or other interactive method.

4.2.2 Training manuals, including how-to guides, workflow diagrams, online

knowledge base and instructions as well as troubleshooting and technical
build books and other training aids that are in accordance with the
training plan(s) approved by the City.

4.3 The Contractor will deliver progress reports relating to the Services delivered as
well as the Solution performance. Reports should include, but are not limited to,
the following:

4.3.1 Provide to the City implementation, testing, training and other service
related status updates on a regular basis. Status updates are to contain
clear and concise progress reporting information that conveys:

4.3.1.1 completed project steps/process activities;

4.3.1.2 approved deliverables and milestone achievements;

4.3.1.3 identified risks associated to the Services performed, such as

schedule/timeline delays, creeping spend etc.;

4.3.1.4 status updates with any outstanding items;

4.3.1.5 specific work pending City approval;

4.3.1.6 forthcoming/ anticipated activities; and

4.3.1.7 support and maintenance services metrics and KPI compliance.

4.3.2 All reported information should have corresponding completion dates

and/or anticipated timelines for the Services as well as rationale/
justification for all identified risks.

4.3.3 Provide to the City Solution performance reports on a regular basis.

Such reports should contain clear and concise information relating to the
Solution’s operational health that demonstrates:

4.3.3.1 strict adherence to all Service Level Agreement standards;

4.3.3.2 alignment with the technical and functional performance

requirements and standards as set out herein this Appendix 4 –
Scope of Work; and

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4.3.3.3 proactive incident management, identifying the number, type and

description of incidents that occurred, including escalations,
repair steps and resolutions fulfilled; and

4.3.3.4 ongoing reporting on the Solutions performance including details

that identify (but is not limited to); errors, incidents, deficiencies,
availability, uptime, as well as planned/ scheduled maintenance.

5.0 Solution Requirements

5.1 The proposed Solution should fulfil the following technical and functional
requirements:

5.1.1 The Solution should offer sufficient data protection and security
safeguards to guarantee that archived data is preserved safely and is not
exposed to hacking, data breaches, or other security risks.

5.1.2 The Solution should be scalable and enable the storing and retrieval of
required amounts of data (refer to section 2.0 herein this scope for
required data volumes) and have the flexibility to increase or reduce
storage space as necessary.

5.1.3 The Solution should have the capability to meet the City’s minimum
archival requirements to keep City backup data stored for 5 years.

5.1.4 The Solution should be fully compatible with the City’s Commvault
backup software and align to work and perform well with existing City
network internet connectivity.

6.0 Contract Term and Renewal

6.1 The Contract will have an initial term of twelve (12) months commencing on
the Effective Date (the “initial Term”) of the date mutually accepted by the City
and the Contractor.

6.2 The Contract may be renewed on the first anniversary date of the Contract (the
“renewal Term”), under the same terms and conditions inclusive of all pricing
of this Contract for a maximum of four (4) additional one (1) year terms.

7.0 Deliverables

7.1 The Contractor is responsible for delivering a fully operational, easily accessible
and secure archival storage Solution inclusive of all technical and functional
requirements as set out in this RFP, all in full working condition.

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7.2 The Contractor is responsible for ensuring that the Solution is failsafe and can
easily integrate with the City’s existing Commvault infrastructure.

7.3 The Contractor is required to ensure the City’s data stored offsite in the Solution
can be easily restored should any event occur that would require data recovery.

7.4 The Contractor is required to provide Services as it relates to the

implementation, training and ongoing maintenance and support of the Solution.

7.5 Detailed pricing information including structure, cost to transfer data into cloud
(ingress) and cost to retrieve data (egress) or any additional fees.

8.0 Service Level Requirements

8.1 The Contractor is responsible for complying with all technical and non-
technical service standards, guarantees and targets set out by the City including
the following:

Service Level City

Service Level Description & Details
Name Target
Expected availability and uptime of all IT
components and services under scope. For
Availability and clarity, the system must be accessible to the
99.99%
uptime all City users throughout the year every day,
24 hours/7 days per week, except during
scheduled maintenance periods.
Refers to the required notice period for
unavailability of system due to infrastructure
maintenance activities such as configuration
changes, upgrades, and version updates etc.
Planned outages Notice of planned outages to be provided to 100%
the City four (4) weeks in advance of any
planned outage. Planned outages should occur
after City operating hours and/or on weekends
as and only when approved by the City.
Refers to an instance where no traffic can
Unplanned outages pass in or out and users are unable to connect Nil
to, or access the system.
The time it takes the Contractor to respond to
the City’s issue or request. Consistently
meeting or exceeding a response time of one
Response time (1) hour for each non-urgent issue or request 98%
submitted by the City. Consistently meeting
or exceeding a response time of fifteen (15)
minutes or sooner for each urgent issue or

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request submitted by the City.

The time it takes the Contractor to resolve the
City’s issue or request. Consistently meeting
or exceeding a resolution time of within two
(2) business days for each non-urgent issue or
Resolution time 98%
request submitted by the City. Consistently
meeting or exceeding a resolution time of
within four (4) hours for each urgent issue or
request submitted by the City.
Refers to the number of errors (each an
“instance”) identified in the Contractor’s
5
billing and/or reporting administration on a
instances
Data accuracy error recurring basis. The Contractor is required to
per
rate ensure and maintain the City’s data accuracy
calendar
and integrity standards are met with data error
year
occurrences limited to 5 instances total per
calendar year.

9.0 Acceptance Criteria

9.1 The Solution including all Services delivered by the Contractor will be subject
to City reviews, approval and authorized City staff sign off to validate
completeness and confirm ongoing operational compliance with City
requirements. The City may require that its prior approval be obtained at any
stage of the Services before the Contractor proceeds with the next stage/
element of Work.

9.2 Reviews may involve, but is not limited to, the following verification steps:

9.2.1 all Services performed and delivered match Service requirements that
have been pre-approved by the City and are consistent with deliverables
set out herein this Scope of Work;

9.2.2 performance reviews, including assessment of any/ all reports and/or

surveys and/or other documented performance evaluation records
collected to substantiate satisfactory execution of services delivered;

9.2.3 Solution (product specific) performance match the technical and

functional requirements set out herein this Scope of Work and are in
accordance with the specifications as proposed in the Contractors
Proposal and/or are in alignment with the City’s pre-approved requested
change requirements as/when directed;

9.2.4 authorized City staff sign off.

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9.3 The City reserves the complete right, in its sole discretion, to reject or request
remedial action on any and/or all Services including product performance and
specifications that do not conform to the requirements of the Contract. All
remedial or corrective services performed by the Contractor will be at no
additional cost to the City.

10.0 City Provided

10.1 The City will assign two (2) points of contact to liaise with the Contractor
throughout the course of the Term.

10.2 The City may provide the Contractor with the following:

10.2.1 Access to City personnel.

10.2.2 Access to meeting space, as required.

10.2.3 Access to pertinent City reports, documents, and plans.

10.3 The City will only provide access to information and /or resources required in
order for the Contractor to provide the Services. The City reserves the complete
right to disclose only information and/or provide access to systems that the City
deems is appropriate for the execution of all services delivered by the
Contractor during the course of the Term.

11.0 Invoicing and Payment Terms

11.1 The Contractor will submit invoices with net30 terms for Purchase Orders that
are in accordance with the specifications and requirements as set out herein this
Appendix 3 – Scope of Work and/or as otherwise specified by the City.

11.2 The Contractor can expect to receive payment annually, in advance, for the
Solution in accordance with the following Term payment structure:

11.2.1 Year 1 – term payment submitted to Contractor in 2023

11.2.2 Year 2 – term payment submitted to Contractor in 2024
11.2.3 Year 3 – term payment submitted to Contractor in 2025
11.2.4 Year 4 – term payment submitted to Contractor in 2026
11.2.5 Year 5 – term payment submitted to Contractor in 2027

11.3 The Contractor can expect to receive payment for the Consulting/ Professional
Services in accordance with the following milestone/deliverables payment
structure:

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% of Payment
Milestone Deliverables due upon
Completion
Phase 1
10%
Project kickoff and planning
Phase 2
20%
Configuration and testing
Phase 3
User acceptance test
30%
Change management
Training
Phase 4
20%
Production implementation rollout
Phase 5
20%
Post production support

12.0 Schedule

12.1 The project schedule will be developed in conjunction with the Contractor,
however the City expects that the kickoff meeting to begin the coordination and
planning of the implementation will occur within 1 month of Contract Award.

12.2 The City expects that the Solution will be implemented within 3 months from
the kickoff meeting.

13.0 Contractor Performance

13.1 The Contractor and the provisioned Solution may be evaluated periodically
throughout the course of the Work and/or annually and/or at the end of each
Contract Term. Supplier performance evaluations will be shared with the
Contractor with the goal of immediate resolution to where problems and
concerns occur and for the overall purpose of continual improvement.

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8178P - Cloud Storage Solution
Opening Date: June 6, 2023 12:00 PM

Closing Date: July 4, 2023 12:00 PM

Bid Number: 8178P

Proponent's should ensure that responses provided in either the Bid Forms and/or the Document Uploads sections in the Bidding System specifically align
with the requirements and specifications that the City has set out in the RFP in Appendix 4 - Scope of Work. The City expects that Proponent's will submit
their responses in the specific format, as is requested and set out, in the Bidding System..

Bid Number: 8178P

Schedule of Prices

The unit prices, and/or lump sums, hereinafter stated, applied in accordance with the terms of the Contract, represent the entire cost to the City for the
complete performance of the Work, in Canadian dollars. Applicable GST and PST taxes are additional.

The unit prices, and/or lump sums, hereinafter stated, will be deemed to include but not be limited to:

a) all costs for labour, equipment and materials (including expenses and disbursements) included in or required for the completion of the Work, including all
items which, while not specifically listed, are included in the Work specifically or by necessary inference from the draft Contract Documents;

b) all assessments payable with respect to labour as required by any statutory scheme, such as unemployment insurance, holiday pay, insurance, CPP, and
all employee benefits and the Workers Compensation Act

c) all overhead costs, including head office and on-site overhead costs, and all amounts for the Contractor’s profit; and,

d) all costs required for compliance with all laws applicable to the performance of the Work.

* Denotes a "MANDATORY" field

Do not enter $0.00 dollars unless you are providing the line item at zero dollars to the Owner (unless otherwise specified).
If the line item and/or table is "NON-MANDATORY" and you are not bidding on it, leave the table and/or line item blank. Do not enter a $0.00 dollar value.

For MMCD Construction projects with Schedule of Quantities and Prices, quantities shown are based on estimated quantities.

Fees - Initial Term Year 1

Provide the total cost to subscribe to the Solution including all associated fees for the product(s) and/or services that will best meet the City's minimum
requirements and standards as set out in the RFP.