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REQUEST FOR PROPOSAL NO. PS20140242Provision of Wireless Service and Devices for the City of Vancouver

PART B – City REQUIREMENTS AND ITEMS TO BE ADDRESSED IN PROPOSALS

1.0 ITEMS TO BE ADDRESSED IN EACH PROPOSAL

1.1 Each Proposal must have: (i) a title page that clearly indicates the name of the Proponent and the general nature of the Proposal; (ii) a detailed table of contents; and (iii) an executive summary no more than one page long.

1.2 Each Proposal must contain a section titled “Technical Proposal,” which should address the Requirements. This section of the Proposal should be divided into paragraphs that correspond to the numbered sections of Annex 1 to the RFP: for further clarity, Proponents shall use the format provided in Annex 1 to provide responses under each numbered section.

1.3 Each Proposal must contain a section titled “Commercial Proposal,” which should contain full details of the Proponent’s proposed pricing and payment terms, which must be in accordance with Part A of the RFP, and which must include completed tables in the form provided in Annex 2 Schedule of Prices to the RFP.

All prices are to be exclusive of applicable sales taxes calculated upon such prices, but inclusive of all other costs.

Reference should be made to the foregoing Section 1 of this Part B and Annex 1 to the RFP for any further requirements concerning pricing or payment terms, which should be addressed in each Proposal.

1.4 Each Proposal must contain a section titled “Proponent Profile”, addressing the following:

a. Proponent’s corporate history (overall and within the Vancouver area).

b. Size of Proponent in BC (excluding affiliate companies), in terms of total revenue.

c. In respect of the Proponent’s clients in BC

i) How many clients are similar in size to the City?

ii) Of the clients in i) above, how many are in public-sector clients?

iii) What is the Proponent’s market share (expressed as a percentage) in the Wireless Industry in BC (excluding affiliate companies)?

d. Would the City be considered a small, medium, or large account for the Proponent, in relation to the Proponent’s other customers, in BC?

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1.5 Each Proposal must contain a section titled “Account Team,” which must identify and provide professional biographical information on the dedicated key personnel that would be assigned to perform the Proponent’s work, outlining their intended roles in meeting the Requirements. At minimum, this team should include sales, support, technical, billing and ordering expertise covering the network services, hardware devices and other requirements included in this RFP.

Preference may be given to Proponents and proposed personnel that demonstrate knowledge and experience involving the provision of cellular, smartphones, and wireless service for Public sector organizations. Each Proponent should make clear in its Proposal their relevant knowledge and experience, and that of its proposed personnel.

a) Please complete the following table:

Account Team1) Sales

a) Name & Title of employee #1b) Role in servicing this Projectc) Relevant experience and related qualificationsd) Indicate if a back-up to this team member will be available to cover

absences

(Note: Proponent shall add lines for additional employees.)

2) Supporta) Name & Title of employee #1b) Role in servicing this Projectc) Relevant experience and related qualificationsd) Indicate if a back-up to this team member will be available to cover

absences


3) Technicala) Name & Title of employee #1b) Role in servicing this Projectc) Relevant experience and related qualificationsd) Indicate if a back-up to this team member will be available to cover

absences


4) Billing

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a) Name & Title of employee #1b) Role in servicing this Projectc) Relevant experience and related qualificationsd) Indicate if a back-up to this team member will be available to cover

absences


5) Orderinga) Name & Title of employee #1b) Role in servicing this Projectc) Relevant experience and related qualificationsd) Indicate if a back-up to this team member will be available to cover

absences


6) Additional team membersa) Name & Title of employeeb) Role in servicing this Projectc) Relevant experience and related qualificationsd) Indicate if a back-up to this team member will be available to cover

absences


b) Organization Chart

Insert an Organization Chart for the Proponent's proposed team(s), ensuring that the Team Leader or Project Manager is clearly identified, and all roles and areas of responsibility are included. Also include other not previously mentioned personnel that may be in the Proponent’s organizational hierarchy who could have an impact on this project.

(insert)

c) Escalation Chart

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Insert an Escalation Chart for the Proponent's proposed team(s), ensuring that the Client Services Manager is clearly identified, and all roles and areas of responsibility are included.

(insert)

1.6 Each Proposal must contain a section titled “References”. The references should have similar services supplied by the Proponent to those required by the City. The Proponent agrees that the City may contact these references at its discretion; in addition, the City may also contact any other organization for the purposes of evaluating the Proponent's company and responses to this Request for Proposal.

Reference 1:

Name and Address of the Proponent: ________________________________________________________________________________________________________________________________________

Contact Information:

Name/Title: __________________________________________________________________________

Phone number: ______________________________________________________________________

Email address: _______________________________________________________________________

How long has/had the organization been a client of the Proponent? ___________________

Number and type of wireless devices?_________________________________________________

_______________________________________________________________________________________

Brief description of Service provided and Dates Performed____________________________

Reference 2:



Name/Title: __________________________________________________________________________

Phone number: ______________________________________________________________________

Email address: _______________________________________________________________________

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_______________________________________________________________________________________

Brief description of Service provided and Dates Performed___________________________________________________________________________________________________________________

Reference 3:



Name/Title: __________________________________________________________________________

Phone number: ______________________________________________________________________

Email address: _______________________________________________________________________



________________________________________Brief description of Service provided and Dates Performed________________________________

1.7 Each Proposal must contain a section titled “Subcontractors,” which must list all of the subcontractors that the Proponent proposes to use in carrying out its work under an Agreement, or state that the Proponent does not propose to use any subcontractors. By way of example, a Subcontractor may include a company (e.g. a dealer) that the City may purchase hardware through, or a company (e.g. a wireless repair firm) that the City would use for hardware repairs. If selected to enter into an Agreement with the City, the Proponent may be limited to using subcontractors listed in its Proposal.

Proponents shall provide the following information relating to each proposed Subcontractor:

a) Company name:

b) Vancouver Storefront and Head Office address(es):

c) the work that this Subcontractor would perform for the City:

(insert additional lines for additional Subcontractors)

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1.8 Each Proposal must contain a section titled “Subcontractor Account Team,” which must identify and provide professional biographical information on the dedicated key personnel that would be assigned to perform work for the City, outlining their intended roles in meeting the Requirements. At minimum, this team should include sales, support, technical, billing and ordering expertise covering the hardware devices and other requirements included in this RFP.

For each member of the Subcontractor account team, please include the following information:a) Name and title;

b) The role of this team member be in servicing this Project;

d) The relevant experience and related qualifications;

c) If a back-up to this team member be available to cover absences.

(insert additional lines for additional members of the Subcontractor account team)

3.9 Each Proposal must contain a section titled “Subcontractor References”. The references should have similar services supplied by the Proponents Subcontractor of other clients having requirements similar to that of the City. The references should include organizations which are using all of the services proposed by the Proponents Subcontractor. The Proponents Subcontractor agrees that the City may contact these references at its discretion; in addition, the City may also contact any other organization for the purposes of evaluating the Proponent's company and responses to this Request for Proposal.Reference 1:

Name and Address of the Reference: ___________________________________________________________________________________________________________________________________________________________________________________


Name/Title: ________________________________________________________________________________________________

Phone number: ____________________________________________________________________________________________

Email address: ____________________________________________________________________________________________

How long has/had the organization been a client of the Proponents Subcontractor? ________________________

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_____________________________________________________________________________________________________________

Brief description of Service provided and Dates Performed_______________________________________________________________________________________________________________________________________________________________

Reference 2:

Name and Address of the Proponents Subcontractor: ___________________________________________________________________________________________________________________________________________________________________


Name/Title: ________________________________________________________________________________________________

Phone number: ____________________________________________________________________________________________

Email address: ____________________________________________________________________________________________

How long has/had the organization been a client of the Proponent? ________________________________________

Brief description of Service provided and Dates Performed_______________________________________________________________________________________________________________________________________________________________

Reference 3:

Name and Address of the Proponents Subcontractor: ___________________________________________________________________________________________________________________________________________________________________


Name/Title: ________________________________________________________________________________________________

Phone number: ____________________________________________________________________________________________

Email address: ____________________________________________________________________________________________

How long has/had the organization been a client of the Proponents Subcontractor? ________________________

Brief description of Service provided and Dates Performed________________________________

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1.9 If the City objects to a subcontractor listed in a Proposal, the City may permit a Proponent to propose a substitute Subcontractor acceptable to the City.

1.10 The City is committed to reducing the environmental impacts of its operations by purchasing IT equipment and selecting vendors that support the City’s goal of reducing greenhouse gas, waste, and toxicity. Therefore, each Proposal must contain a section titled “Sustainability,” wherein the Proponent should respond to the following:

(a) Discuss (in general terms) the Proponent’s ability to provide the City with cellphone and smartphone devices that are considered best-in-class in terms of Eco-friendly design. The Proponent’s response shall, at minimum, include the following details:

(i) the Proponent’s knowledge of, and corporate position on devices that have best-in-class Eco-friendly design

(insert response)

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(ii) the Proponent’s ability to provide meaningful options for eco-friendly devices either today or as part of the Proponent’s future roadmap (for example, in the future the City may wish to provide staff with an eco-friendly option as part of its SYOD program, in which case the Proponent should detail what characteristics constitute eco-friendly in the cellphone and smartphone market, and what the Proponent’s capabilities are now and in the future to provide such devices to the City).

(insert response)

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(iii) further to (ii) above, the Proponent shall comment on the following: the Proponent’s involvement in any initiatives designed

to ‘green’ cellphone and smartphones, or to increase the presence of green cellphone and smartphones in the market

(insert response)

when the Proponent anticipates having green cellphone and smartphone options available to customers

(insert response)

what the Proponent sees as the top-tier eco-friendly options for cellphones and smartphones on the market at the present time

(insert response)

any other details that would provide insight into and/or ideas for the City’s pursuit of ‘greening’ its cellphone and smartphone fleet, and related activities

(insert response)

(b) Buy-back Program

The Proponent shall describe what, if any, device buy-back program the Proponent will provide to the City, for any devices which are to be replaced.

(insert response)

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(c) Greenhouse Gas Emissions

The Proponent must describe efforts to reduce the greenhouse gas emissions associated with the delivery of devices and technician travel to City sites. In the Proponent’s response, please refer to specific initiatives such as: right-sizing of vehicles; use of low-emission vehicles; fuel-efficient driver training; etc.

(insert response)

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(d) Packaging Reductions

The City’s preference is for minimal product packaging that meets the following guidelines:a) Is recyclable in BCb) Does not contain Styrofoam or other hard-to-recycle materialsc) Has greater than 50 percent post-consumer recycled content in paper

productsd) Does not contain inks, dyes, pigments, stabilizers or any additives to which

any lead, cadmium, mercury or hexavalent chromium has been intentionally introduced

(i) The Proponent shall provide a declaration that packaging does not contain inks, dyes, pigments, stabilizers or any additives to which any lead, cadmium, mercury, or hexavalent chromium has been intentionally introduced.

(insert response)

(ii) The Proponent will describe its efforts to reduce the amount of packaging waste through packaging, design, bulk shipments and efficient product delivery or any other methods the Proponent is aware of.

(insert response)

(iii) The Proponent shall complete the table below, based on the Proponent’s best knowledge and estimate, providing an average breakdown of packaging materials used in the devices and accessories the Proponent is recommending for the City. The Proponent may add a column to the table below, to describe any additional packaging-reduction efforts the Proponent is able to undertake.

Type of Packaging

Approximate Volume and/or weight of packaging

Can this type of packaging be recycled in BC? (Yes or No)

Percentage of post-consumer recycled content

Additional packaging-reduction efforts (as applicable)

e.g, cardboard Yes 50 %e.g, soft plastice.g, type 4 plastice.g., StyrofoamEtc.

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1.11 Each Proposal must include a completed Annex 4 Declaration of Supplier Code of Conduct Compliance.

1.12 Each Proposal must include a completed Annex 5 Vendor Sustainability Leadership Questionnaire.

1.13 Notwithstanding any other provision hereof, the City welcomes Proposals respecting innovative or novel approaches to the City’s objectives and requirements and may consider value-creating Proposals that derogate from the Requirements.

1.14 If, in addition to proposing services which meet the Requirements, the Proponent wishes to offer an alternative or alternatives, the alternative solution(s) should to be submitted separately as an appendix within the Proposal. Any pricing impact of the alternative solution(s) should be provided separately in the appendix.

1.15 Each Proponent should note Section 9 of Appendix 1 to Part C and should include in its Proposal a section entitled “Conflicts; Collusion; Lobbying” as necessary.

1.16 The sections of each Proposal should be arranged in the following order:

(a) Technical Proposal

(i) Proponent Profile (refer to Section 3.4)

(ii) Account Team (refer to Section 3.5a)

(iii) Organization Chart (refer to Section 3.5b)

(iv) Escalation Chart (refer to Section 3.5c)

(v) References (refer to Section 3.6)

(vi) Subcontractors (refer to Section 3.7)

(vii) Subcontractor Account Team (refer to Section 3.8)

(viii) Subcontractor References (refer to Section 3.9)

(ix) Annex 1 – Schedule of Detailed Requirements

(b) Commercial Proposal

(i) Annex 2 – Schedule of Prices

(ii) Sustainability (refer to Section 3.10)

(iii) Annex 4 – Declaration of Supplier Code of Conduct Compliance

(iv) Annex 5 – Vendor Sustainability Leadership Questionnaire

(v) Deviations and Variations relating to Part B – City Requirements and Items to be Addressed in Proposals, Section 1.1 (a) – (x)

(vi) Appendix 1 to Part C Form of Proposal Letter (Proposal Form)

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(vii) Annex 3 – Certificate of Existing Insurance

(viii) Proof of WorkSafeBC registration

Proponents should avoid the inclusion of other top-level Proposal sections.

1.17 Each Proponent must submit with its Proposal a Certificate of Existing Insurance, in the form of Annex 3 to the RFP, duly completed and signed by its insurance agent or broker as evidence of its existing insurance, along with a letter from its insurance broker or agent indicating whether or not (and, if not, then to what extent) it will be able to comply with the insurance requirements set out in Part D – Insurance Requirements, should the Proponent be selected as a successful Proponent. (Any successful Proponent will also be required to provide proof of the satisfaction of all insurance requirements prior to or concurrently with the City entering into any Agreement.)

1.18 Each Proponent must submit with its Proposal proof of valid WorkSafeBC registration. Such registration should be maintained as specified in the final Form of Agreement.

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PART C – FORM OF PROPOSAL LETTER

PROPOSAL FORM

RFP No. PS20140242, Provision of Wireless Service and Devices for the City of Vancouver (the “RFP”)

Proponent’s Name:

“Proponent”

Address:

Jurisdiction of Legal Organization:

Date of Legal Organization:

Key Contact Person:

Telephone: Fax:

E-mail:

The Proponent, having carefully examined and read the RFP, including all amendments and addenda thereto, if any, and all other related information published on the City’s website, hereby acknowledges that it has understood all of the foregoing, and in response thereto hereby submits the enclosed Proposal.

The Proponent further acknowledges that it has read and agreed to the Legal Terms & Conditions attached as Appendix 1 hereto and has separately executed such Appendix 1.

IN WITNESS WHEREOF the Proponent has executed this Proposal Form:

Signature of Authorized Signatory for the Proponent Date

Name and Title


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Name and Title

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APPENDIX 1 TO PROPOSAL FORM

LEGAL TERMS AND CONDITIONS

1 APPLICATION OF THESE LEGAL TERMS AND CONDITIONS

These legal terms and conditions set out the City’s and the Proponent’s legal rights and obligations only with respect to the RFP proposal process and any evaluation, selection, negotiation or other related process. In no event will the legal terms and conditions of this Appendix 1 apply to, or have the effect of supplementing, any Contract formed between the City and the Proponent or otherwise apply as between the Proponent and the City following the signing of any such Contract.

2 DEFINITIONS

In this Appendix 1, the following terms have the following meanings:

(a) “City” means the City of Vancouver, a municipal corporation continued pursuant to the Vancouver Charter.

(b) “Contract” means a legal agreement, if any, entered into between the City and the Proponent as a result of the RFP.

(c) “Losses” means, in respect of any matter, all direct or indirect, as well as consequential: claims, demands, proceedings, losses, damages, liabilities, deficiencies, costs and expenses (including without limitation all legal and other professional fees and disbursements, interest, penalties and amounts paid in settlement whether from a third person or otherwise).

(d) “Proponent” means the legal entity which has signed the Proposal Form, and “proponent” means any proponent responding to the RFP, excluding or including the Proponent, as the context requires.

(e) “Proposal” means the package of documents consisting of the Proposal Form (including this Appendix 1), the Proponent’s proposal submitted under cover of the Proposal Form, and all schedules, appendices and accompanying documents, and “proposal” means any proposal submitted by any proponent, excluding or including the Proponent, as the context requires.

(f) “Proposal Form” means that certain Part C of the RFP, completed and executed by the Proponent, to which this Appendix 1 is appended.

(g) “RFP” means the document issued by the City, on behalf of the City, as Request for Proposal No. PS20140242, as amended from time to time and including all addenda.

(h) “City” means the City of Vancouver, a municipal corporation continued pursuant to the Vancouver Charter.

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3 NO LEGAL OBLIGATION ASSUMED BY THE CITY

Despite any other term of the RFP or the Proposal Form, including this Appendix 1 (except only Sections 7, 8.2 and 11 of this Appendix 1, in each case to the extent applicable), the City assumes no legal duty or obligation to the Proponent or to any proposed subcontractor in respect of the RFP, its subject matter or the Proposal unless and until the City enters into a Contract, which the City may decline to do in the City’s sole discretion.

4 NO DUTY OF CARE OR FAIRNESS TO THE PROPONENT

The City is a public body required by law to act in the public interest. In no event, however, does the City owe to the Proponent or to any of the Proponent’s proposed subcontractors (as opposed to the public) any contract or tort law duty of care, fairness, impartiality or procedural fairness in the RFP process, or any contract or tort law duty to preserve the integrity of the RFP process. The Proponent hereby waives and releases the City from any and all such duties and expressly assumes the risk of all Losses arising from participating in the RFP process on this basis.

5 EVALUATION OF PROPOSALS

5.1 Compliance / Non-Compliance

Any proposal which contains an error, omission or misstatement, which contains qualifying conditions, which does not fully address all of the requirements or expectations of the RFP, or which otherwise fails to conform to the RFP may or may not be rejected by the City at the City’s sole discretion.

5.2 Reservation of Complete Control over Process

The City reserves the right to retain complete control over the RFP and proposal processes at all times. Accordingly, the City is not legally obligated to review, consider or evaluate the proposals, or any particular proposal, and need not necessarily review, consider or evaluate the proposals, or any particular proposal, in accordance with the procedures set out in the RFP, and the City reserves the right to continue, interrupt, cease or modify its review, evaluation and negotiation processes in respect of any or all proposals at any time without further explanation or notification to any proponents.

5.3 Discussions/Negotiations

The City may, at any time prior to signing a Contract, discuss or negotiate changes to the scope of the RFP, any proposal or any proposed agreement with any one or more of the proponents without having any duty or obligation to advise the Proponent or to allow the Proponent to vary its Proposal as a result of such discussions or negotiations with other proponents or changes to the RFP or such proposals or proposed agreements, and, without limiting the general scope of Section 6 of this Appendix 1, will have no liability to the Proponent as a result of such discussions, negotiations or changes.

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5.4 Acceptance or Rejection of Proposals

The City has in its sole discretion, the unfettered right to: accept any proposal; reject any proposal; reject all proposals; accept a proposal which is not the lowest-price proposal; accept a proposal that deviates from the requirements of the RFP or the conditions specified in the RFP; reject a proposal even if it is the only proposal received by the City; accept all or any part of a proposal; enter into agreements respecting the subject matter of the RFP with one or more proponents; or enter into one or more agreements respecting the subject matter of the RFP with any other person at any time.

6 PROTECTION OF CITY AGAINST LAWSUITS

6.1 Release by the Proponent

Except only and to the extent that the City is in breach of Section 8.2 of this Appendix 1, the Proponent now releases the City, its officials, board members, agents and employees from all liability for any Losses incurred in connection with the RFP or the Proposal, including any Losses in connection with:

(a) any alleged (or judicially determined) breach by the City or its officials, agents or employees of the RFP (it being agreed that, to the best of the parties’ knowledge, the City has no obligation or duty under the RFP which the City could breach (other than wholly unanticipated obligations or duties merely alleged or actually imposed judicially));

(b) any unintentional tort of the City or its officials, board members or employees occurring in the course of conducting the RFP process;

(c) the Proponent preparing and submitting the Proposal;

(d) the City accepting or rejecting the Proposal or any other submission; or

(e) the manner in which the City: reviews, considers, evaluates or negotiates any proposal; addresses or fails to address any proposal or proposals; resolves to enter into a Contract or not enter into a Contract or any similar agreement; or the identity of the proponent(s) or other persons, if any, with whom the City enters any agreement respecting the subject matter of the RFP.

6.2 Indemnity by the Proponent

Except only and to the extent that the City breaches Section 8.2 of this Appendix 1, the Proponent indemnifies and will protect, save and hold harmless the City, its officials, board members, agents and employees from and against all Losses, in respect of any claim or threatened claim by the Proponent or any of its proposed subcontractors or agents alleging or pleading:

(a) any alleged (or judicially determined) breach by the City or its officials, board members or employees of the RFP (it being agreed that, to the best of the parties’ knowledge, the City has no obligation or duty under the RFP which the City could breach (other than wholly unanticipated obligations or duties merely alleged or actually imposed judicially));

(b) any unintentional tort of the City or its officials, board members or employees occurring in the course of conducting the RFP process, or

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(c) Liability on any other basis related to the RFP or the proposal process.

6.3 Limitation of City Liability

In the event that, with respect to anything relating to the RFP or this proposal process (except only and to the extent that the City breaches Section 8.2 of this Appendix 1), the City or its officials, board members, agents or employees are found to have breached (including fundamentally breached) any duty or obligation of any kind to the Proponent or its subcontractors or agents whether at law or in equity or in contract or in tort, or are found liable to the Proponent or its subcontractors or agents on any basis or legal principle of any kind, the City’s liability is limited to a maximum of $100, despite any other term or agreement to the contrary.

7 DISPUTE RESOLUTION

Any dispute relating in any manner to the RFP or the proposal process (except to the extent that the City breaches this Section 7 or Section 8.2 of this Appendix 1, and also excepting any disputes arising between the City and any proponent with whom the City has entered a Contract (or a similar contract between the City and a proponent other than the Proponent)) will be resolved by arbitration in accordance with the Commercial Arbitration Act (British Columbia), amended as follows:

(a) The arbitrator will be selected by the City’s Director of Legal Services;

(b) Section 6 of this Appendix 1 will:

i. bind the City, the Proponent and the arbitrator; and

ii. survive any and all awards made by the arbitrator; and

(c) The Proponent will bear all costs of the arbitration.

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8 PROTECTION AND OWNERSHIP OF INFORMATION

8.1 RFP and Proposal Documents City’s Property

(a) All RFP-related documents provided to the Proponent by the City remain the property of the City and must be returned to the City, or destroyed, upon request by the City.

(b) The documentation containing the Proposal, once submitted to the City, becomes the property of the City, and the City is under no obligation to return the Proposal to the Proponent.

8.2 Proponent’s Submission Confidential

Subject to the applicable provisions of the Freedom of Information and Protection of Privacy Act (British Columbia) and the City’s full right to publicly disclose any and all aspects of the Proposal in the course of publicly reporting to Vancouver City Council on the proposal results or announcing the results of the RFP, the City will treat the Proposal (and the City’s evaluation of it), in confidence in substantially the same manner as the City treat its own confidential material and information.

8.3 All City Information Confidential

(a) The Proponent will not divulge or disclose to any third parties any non-public documents or information concerning the affairs of the City which have been or are in the future provided or communicated to the Proponent at any time (whether before, during or after the RFP process). Furthermore, the Proponent agrees that it has not and must not use or exploit any such non-public documents or information in any manner, including in submitting its Proposal.

(b) The Proponent now irrevocably waives all rights it may have by statute, at law or in equity, to obtain any records produced or kept by the City in evaluating its Proposal (and any other submissions) and now agrees that under no circumstances will it make any application to the City or any court for disclosure of any records pertaining to the receipt, evaluation or selection of its Proposal (or any other submissions) including, without limitation, records relating only to the Proponent.

9 NO CONFLICT OF INTEREST / NO COLLUSION / NO LOBBYING

9.1 Declaration as to no Conflict of Interest in RFP Process

The Proponent confirms and warrants that there is no officer, director, shareholder, partner or employee of the Proponent or of any of its proposed subcontractors, or any other person related to the Proponent’s or any proposed subcontractor’s organization (a “person having an interest”) or any spouse, business associate, friend or relative of a person having an interest who is:

(a) an elected official, board member, or employee of the City; or

(b) related to or has any business or family relationship with any elected official, board member, or employee of the City,

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in each case, such that there could be any conflict of interest or any appearance of conflict of interest in the evaluation or consideration of the Proposal by the City, and, in each case, except as set out, in all material detail, in a separate section titled “Conflicts; Collusion; Lobbying” in the Proposal.

9.2 Declaration as to No Conflict of Interest Respecting Proposed Supply

The Proponent confirms and warrants that neither the Proponent nor any of its proposed subcontractors is currently engaged in supplying (or is proposing to supply) goods or services to a third party such that entering into an agreement with the City in relation to the subject matter of the RFP would create a conflict of interest or the appearance of a conflict of interest between the Proponent’s duties to the City and the Proponent’s or its subcontractors’ duties to such third party, except as set out, in all material detail, in a separate section titled “Conflicts; Collusion; Lobbying” in the Proposal.

9.3 Declaration as to No Collusion

The Proponent confirms and warrants that:

(a) the Proponent has no affiliation, whether legal or financial, with any other entity which is in the business of providing the same type of goods or services which are the subject of the RFP; and

(b) the Proponent is not competing within the RFP process with any entity with which it is legally or financially associated or affiliated,

in each case, except as set out, in all material detail, in a separate section titled “Conflicts, Collusion, Lobbying” in the Proposal.

9.4 Declaration as to Lobbying

The Proponent confirms and warrants that:

(a) neither it nor any officer, director, shareholder, partner, employee or agent of the Proponent or any of its proposed subcontractors is registered as a lobbyist under any lobbyist legislation in any jurisdiction in Canada or in the United States of America; and

(b) neither it nor any officer, director, shareholder, partner, employee or agent of the Proponent or any of its proposed subcontractors has engaged in any form of political or other lobbying whatsoever with respect to the RFP or sought, other than through the submission of the Proposal, to influence the outcome of the RFP process,

in each case as set out, in all material detail, in a separate section titled “Conflicts, Collusion, Lobbying” in the Proposal.

10 NO PROMOTION OF RELATIONSHIP

The Proponent must not disclose or promote any relationship between it and the City, including by means of any verbal declarations or announcements and by means of any sales, marketing or other literature, letters, client lists, press releases, brochures, web sites or other written materials (whether in print, digital, electronic or other format) without the express prior written consent of the City. The Proponent undertakes not to use the name,

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official emblem, mark, or logo of the City, including without limitation, “City of Vancouver”, “Vancouver Police Board”, “Vancouver Public Library”, “Vancouver Park Board”, “Vancouver Board of Parks and Recreation”, or any other reference to any of the foregoing, without the express prior written consent of the City.

11 GENERAL

(a) All of the terms of this Appendix 1 to this Proposal Form which by their nature require performance or fulfillment following the conclusion of the proposal process will survive the conclusion of such process and will remain legally enforceable by and against the Proponent, and the City.

(b) The legal invalidity or unenforceability of any provision of this Appendix 1 will not affect the validity or enforceability of any other provision of this Appendix 1, which will remain in full force and effect.

(c) The Proponent now assumes and agrees to bear all costs and expenses incurred by the Proponent in preparing its Proposal and participating in the RFP process.

(d) The Proponent consents to the City contacting any references named by the Proponent in the Proposal.

AS EVIDENCE OF THE PROPONENT’S INTENT TO BE LEGALLY BOUND BY THIS APPENDIX 1, THE PROPONENT HAS EXECUTED AND DELIVERED THIS APPENDIX 1 AS AN INTEGRAL PART OF ITS PROPOSAL FORM IN THE MANNER AND SPACE SET OUT BELOW:


Name and Title


Name and Title

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PART D – INSURANCE REQUIREMENTS

The successful Proponent (“Contractor”) shall provide evidence of meeting the following insurance requirements:

Insurance Requirements

1. Without limiting any of its obligations or liabilities under the Contract, the Contractor and its Sub-Contractors will obtain and continuously carry during the term of the Contract at their own expense and cost, the following insurance coverage with minimum limits of not less than those shown in the respective items set out below.

(a) Commercial General Liability insurance in sufficient amounts and description to protect the Contractor, Sub-Contractors, the City of Vancouver and its councillors, commissioners, directors, officers, officials, employees, and agents against claims for damages, personal injury including death, bodily injury and property damage which may arise under this Contract.

The limit of commercial general liability insurance will be not less than five million dollars ($5,000,000) per occurrence inclusive for personal injury, death, bodily injury or property damage and in the aggregate with respect to products and complete operations. The deductible per occurrence will not exceed five thousand dollars ($5,000) per occurrence.

The policy of insurance shall:

i. be on an occurrence form;ii. add the City of Vancouver and its councillors, commissioners,

officials, officers, employees and agents as additional insured(s);

iii. contain a cross-liability or severability of interest clause;iv. Extend to cover non-owned automobile, contingent employer’s

liability, blanket contractual liability, contractor’s protective liability, broad form property damage, broad form completed operations and operations of attached machinery.

(b) The Contractor will ensure that vehicles owned and/or operated by the Contractor in connection with the Contract maintain Third Party Legal Liability Insurance in an amount not less than five million dollars ($5,000,000) per occurrence.

2. All insurance policies will be in a form and in amounts satisfactory from time-to-time and with insurers acceptable to the City’s Director of Risk Management and will provide the City’s Director of Risk Management with sixty (60) days prior written notice of material change, lapse or cancellation. Notice must identify the Contract title, number, policy holder, and scope of work.

3. The Contractor and each of its Sub-Contractors will provide at its own cost any additional insurance which it is required by law to provide or which it considers necessary.

Page 1-1


PART D – INSURANCE REQUIREMENTS

4. Neither the providing of insurance by the Contractor in accordance with this Agreement, nor the insolvency, bankruptcy or the failure of any insurance company to pay any claim accruing will be held to relieve the Contractor from any other provisions of the Contract Documents with respect to liability of the Contractor or otherwise.5. The insurance coverage will be primary insurance as respects the City. Any insurance or self-insurance maintained by or on behalf of the City, its officers, officials, employees, or agents will be excess of the Contractor’s insurance and will not contribute with it.

6. Prior to the Effective Date, the Contractor will provide the City with evidence of all required insurance to be taken out in the City’s form of Certificate of Insurance supported by a certified copy(s) of the policy(s). The Certificate of Insurance will identify the Contract title, number, policyholder and scope of work and must not contain any qualifications or disclaimers. Proof of insurance, in the form of a Certificate of Insurance or certified copies of all insurance policies will be made available to the City’s Director of Risk Management at any time during the term of the Contract immediately upon request.

7. The Contractor will provide in its agreements with its Sub-Contractors clauses in the same form as in this Agreement. Upon request, the Contractor will deposit with the City’s Director of Risk Management detailed certificates of insurance for the policies it has obtained from its Sub-Contractors and a copy of the applicable insurance clauses from its sub-contract agreements.

8. The Contractor will ensure that the required insurance is provided only by a company duly registered and authorized to conduct insurance business in the Province of British Columbia.

Page 1-2


ANNEX 1 – SCHEDULE OF DETAILED REQUIREMENTS

The Proponent shall address each requirement listed in this Annex 1 – Schedule of Detailed Requirements in such detail, and with relevant and specific examples (if applicable), to demonstrate the Proponent’s understanding of, and the extent of the Proponent’s ability to meet each requirement. If the Proponent cannot meet a specific requirement at all, then the Proponent’s response should clearly state so. A missing response will be interpreted by the City as the Proponent not being able to meet the requirement at all.

Where a requirement is deemed “mandatory”, a Proponent MUST meet that requirement. Failure to meet mandatory requirements may result in the Proposal being set aside and given no further consideration.

1. Mandatory Requirements

The Proponent will meet the following mandatory requirements:Mandatory Requirement Will Comply (please

indicate with a check-mark )

1. Retention of the City’s existing mobile numbers

2. All usage plans that the Proponent is proposing in its Proposal are commercially available as of the RFP release date and will be available during the full term of the contract

3. Proponent and Subcontractor will provide dedicated support team(s)

2. Project Timeline The Proponent proposes the following project timeline, for consideration by the City:

No. Milestone Description Date1 Receipt of Notice of Award from the City2 Contract Completion3 Project Planning

4 Transition and Implementation of Services(additional milestones and details to be

added by the Proponent)

3. Transition Plan3.1 The Proponent will provide a comprehensive transition project plan for the

replacement and management of approximately 2100 devices and an

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additional 500 data-only plans from the current to the proposed service and devices, as required. This will include Smartphones, cell phones, SIM cards, Data sticks, tablets, etc.). The City requires the Proponent to perform the majority of the transition tasks. The Proponent will describe how the Proponent will perform each of the following tasks as part of their transition plan:

a. Scheduling of cutovers in coordination with City Telecom Department at various City sites

b. Update Device OS to current level

c. Provision and installation of SIM cards

d. Provision and installation of 8G SD cards for new BB activations

e. Creation of Apple and Blackberry IDs as per the City standard

f. Installation of MDM Client on iOS Transfer data from old device to new (when possible) using City provided PC or laptop

g. Provide end user training (individual and/or group)

h. Provide “City specific” end user documentation

i. Provide “City specific” training video

j. Daily/weekly status of transition progress

k. Full Project Management (schedules, resource assignments, risk assessment etc.)

Page 1-2



3.2 What would the Proponent regard as City responsibilities? All tasks and assumptions should be included in the space below:

(insert response)

3.3 Is there any cost associated with the Proponent performing any of the transition tasks? If yes, indicate here, and include in Annex 2 - Table 7 of the Commercial Proposal.

(insert response)

3.4 What will the escalation process be to resolve any issues which may be encountered during the transition process? Is this different from the “normal” post transition process?

(insert response)

4. Network Coverage and Usage Plans4.1 Based on the usage details found in the separate attachment titled

“Current State of Individual Hardware Contracts”, and the requirements outlined above, describe the usage plan(s) you propose for the City. Also consider that over time, the City will likely be moving away from basic mobile devices and old BlackBerry smartphones to smartphones, as well as increasing the use of City mobile apps.

(insert response)

Page 1-3



4.2 Will the base plan proposed by the proponent include the following features at no extra cost to the City? [Note to Proponents: if there are charges for any of the below features, the charges must be detailed in Annex 2 – Table 7 of the Commercial Proposal.

Free mobile-to-mobile calls within the Proponent’s Network

Free evenings and weekends voice usage starting at 5pm until 8am

Unlimited texting

Caller ID

Call Forwarding

Voicemail

Outgoing call number blocking

Per second billing

4.3 Please describe what other features are included in the plan(s) proposed.(insert response)

4.4 What data speeds will the Proponent’s solution support?(insert response)

4.5 Please include a coverage map showing the Proponent’s network coverage across North America, with more detail shown for the lower mainland. Indicate if coverage is 3G, 4G/LTE/other.

(insert response)

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4.6 If there is poor coverage within a City building, will the Proponent test to determine signal strength, develop solutions, and rectify at the Proponents expense?

(insert response)

4.7 Will the City have the ability to add “month-to-month service plans” (on out-of-contract devices) at the same cost as those under contract, throughout the term of the contract?

(insert response)

4.8 Will the Proponent provide SIM cards at no cost to the City? Are there any limitations or restrictions?

(insert response)

4.9 Will the Proponent provide “Price Plan Analysis” on a quarterly basis to monitor the City account for cost-effectiveness of plans, and make recommendations if switching to another plan will result in cost savings to the City?

(insert response)

5. Roaming and Long Distance

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5.1 Based on the usage details in the separate attachment titled “Current State of Individual Hardware Contracts”, describe the roaming plan(s) the Proponent is proposing for the City.

(insert response)

5.2 If the Proponent is recommending a plan which requires the individual roaming plans to be activated when required, what is the lead time required?

(insert response)

5.3 Can the roaming plan be back-dated to accommodate late or missed requests?

(insert response)

5.4 Is there a maximum roaming cost that will be applied to an individual device each month?

(insert response)

5.5 Based on the usage details in the separate attachment titled “Current State of Individual Hardware Contracts”, describe the long distance plan(s) the Proponent is proposing for the City.

(insert response)

Page 1-6



6. Hardware and Accessories 6.1 In the tables below, the Proponent will provide details of devices and

accessories recommended for the City’s use. The Proponent will provide the City with a list of all recommended mobile devices, including iOS and BlackBerry Smartphones, cell phones, push to talk phones, data sticks, and iOS tablets, including the features of each recommended model.

DEVICE - ITEM#

NEW DEVICE TYPE (cell phone, smartphone, tablet,

etc.)MAKE and MODEL Device(s) this

would replaceFEATURES

123

Etc.

ACCESSORY - ITEM#

NEW ACCESSORY TYPE (e.g. charger, headset, stylus, etc.) MAKE and MODEL

FEATURES

1 2 3

Etc.

6.2 Further to Part B – City Requirements and Items to be Addressed in Proposals, Section 3.10, for each of the recommended devices and accessories, please complete the tables below to identify any features that may benefit (including benefits related to both the use and manufacturing of the device and/or related accessories) the City’s sustainability program.

Item # Device Type Make and Model

Energy Use Reduction¹

Waste Reduction²

Toxicity Reduction³

123

Etc.

¹e.g. low-energy requirements compared to industry average, solar-powered charging capability, etc.

²e.g. recycled materials used in product design

³reduction of toxicity in the design and/or manufacture of the product

Item # Product Weight (g)

Energy Consumption of battery charger (in Watts)

Energy Star rating of charger

Post-consumer recycled plastic content

Toxicity per unit (in grams) and as a percentage (%) of total

List if batteries contain lead, cadmium, and/or

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weight mercury123

Etc.

6.3 The City has a range of mobile devices in use, some of which are relatively new. Does the Proponent’s proposal include the replacement of all existing hardware devices, or, in some cases will the existing hardware continue to be used? Please provide the details and benefits of the Proponent’s proposal.

(insert response)

6.4 Will the Proponent deliver new devices to the City with fully charged battery, the latest OS, installed SIM and SD cards and correct voice and/or data plans activated, as required? Are there any additional costs to the City to have devices delivered in this state? If yes, please indicate, and include those costs in Annex 2 – Table 7 of the Commercial Proposal.

(insert response)

6.5 The City requires the ability to upgrade the wireless devices at various points throughout the hardware contract term (on average every 24 months but some of which could be as early as 12 months after activation). Please describe the Proponent’s upgrade options. Will there be any cost to the City (if so, please detail in Annex 2 – Table 7 of the Commercial Proposal?

(insert response)

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6.6 Will the Proponent provide the City with demonstrations on hardware product lines as new products, accessories, and/or services become available?

(insert response)

6.7 Will the Proponent provide the City with a small number of new devices, located at the City, to use in emergency situations? (By way of example: two units of each device, to meet urgent repair and activation requests).

(insert response)

7. Repair and Warranty7.1 Please confirm that the successful Proponent will be primarily responsible

for handling and enforcing all applicable warranty claims. Please provide all applicable terms and documentation relating to warranties.

(insert response)

7.2 What are the typical turn-around times for device repairs?(insert response)

7.3 To allow for the continuity of PIN’s, will the Proponent provide the option to repair and return a BlackBerry, rather than substituting it with another device?

(insert response)

Page 1-9



7.4 Will the Proponent pick up from and return to any City location any item (i.e. device, part, accessory, etc.) that requires repair as directed by City Telecommunications?

(insert response)

7.5 Will the Proponent set up a courier service which the City can use for items to be picked up and delivered to the Proponent at no cost to the City, or will the Proponent’s staff be fulfilling this role?

(insert response)

7.6 Will the Proponent check regularly on hardware repair(s), and provide the customer(s) and City Telecom with status updates bi-weekly (at minimum)?

(insert response)

8. Support 8.1 How will the Proponent respond to any major outages impacting City’s

wireless devices?

(insert response)

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8.2 What type of technical support will the Proponent offer the City within core business hours? Who would provide this support? Are there any additional costs associated with this support (if so, please detail those costs in Annex 2 – Table of the Commercial Proposal)?

(insert response)

8.3 What type of end user support will the Proponent offer the City within core business hours? Who would provide this support? Are there any additional costs associated with this support (if so, please provide details in Annex 2 – Table 7 of the Commercial Proposal)?

(insert response)

8.4 What type of technical support will the Proponent offer the City outside of core business hours? Who would provide this support? Are there any additional costs associated with this support (if so, please provide details in Annex 2 – Table 7 of the Commercial Proposal)?

(insert response)

8.5 What type of end user support will the Proponent offer the City outside of core business hours? Who would provide this support? Are there any additional costs associated with this support (if so, please provide details in Annex 2 – Table 7 of the Commercial Proposal)?

(insert response)

9. Training

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9.1 Will the Proponent provide the City with end user guides for all new devices throughout the term of the contract (text and/or video)?

(insert response)

9.2 Will the Proponent provide end-user training on-site at City offices for each new device, throughout the term of the contract?

(insert response)

9.3 Will the Proponent provide the end user training materials on the City specific portal?

(insert response)

10. Mobile Device Management (MDM)

All Proponents shall respond to the following two questions:a. Is the Proponent offering an MDM solution (Yes/No)?

b. Why, or why not? (note: the response should detail costs and benefits, or advantages and disadvantages)

Proponents are encouraged, though not required, to propose an MDM solution. If the Proponent is offering an MDM solution, responses to 10.1 – 10.14 shall be provided. If the Proponent is not offering an MDM solution, responses to 10.1 – 10.14 are not required.

Page 1-12



The City’s fleet of non-Windows based mobile devices (smartphones and tablets) is expanding, and will continue to do so, requiring that the City Telecommunications branch be able to manage and support a range of devices of different platforms (e.g. BlackBerry, Apple, likely others in the future). While the City at present employs two different Mobile Device Management (MDM) solutions in order to manage and support its current fleet, the City is interested in learning about any MDM solution the Proponent would recommend. Below are some questions, requirements and preferences that the City has in regards to any proposed MDM.

10.1 Please identify the MDM solution proposed.(insert response)

10.2 How many platforms does the proposed MDM support, and which in particular? The City requires at a minimum that any proposed MDM supports iOS and Android devices.

(insert response)

10.3 Is the proposed MDM solution available as an on-premise system? If yes, please describe and identify advantages of this solution.

(insert response)

10.4 Is the proposed MDM solution available as a hosted system? If so, is the underlying infrastructure hosted on Canadian soil? The City must comply with FOIPPA legislation. Please identify and describe advantages of this solution.

(insert response)

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10.5 The City requires at least basic mobile asset inventory capability. Please explain the asset inventory capabilities of the proposed MDM with regards to the following (and please note any differences in capabilities depending on platform):

Which details are kept for each device

How it allows for adds, changes and deletes

Ability to physically track devices

Reporting capabilities

How/if it integrates with other asset management systems (especially Dell Kace)

10.6 How are new devices enrolled into the proposed MDM?(insert response)

10.7 Is user self-service enrollment an option?(insert response)

10.8 Please explain the security management capabilities of the proposed MDM with regards to the following (and please note any differences in capabilities depending on platform):

User authentication

Ability to integrate with an existing enterprise directory (e.g. AD)

Password policy enforcement, including how many log in attempts and complexity requirements

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Remote device wipes

10.9 Please explain the proposed MDM’s capabilities with regards to the following (and please note any differences in capabilities depending on platform):

Local device data encryption, per platform

Device back-up and restore capabilities

Logical partitioning between work related and personal data on a single device

Any other data loss prevention (DLP) capabilities

10.10 Does the proposed MDM offer dedicated encrypted access to a client’s internal network via an internal server and securely connected external proxy or similar?

(insert response)

10.11 Please explain the proposed MDM’s capabilities with regards to the following (and please note any differences in capabilities depending on platform):

Ability to create mobile device software applications (apps)

Ability to package apps

Ability to push and pull apps

Ability to patch/update apps

Ability to offer an internal app store

App black-listing or white-listing

User self-service with regards to app installation

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10.12 Explain how the product is licensed (e.g. per device).(insert response)

10.13 Are there different tiers for licensing, based on which MDM capabilities are used?

(insert response)

10.14 What is the strategy, and the timeframes, to update the MDM solution, in response to changes in the mobile device market (e.g. OS upgrades, mew models)?

(insert response)

11. Contract Terms11.1 Are the rates and plans proposed by the Proponent based on a three

year contract term, with the option for two additional years (as opposed to a single five year term)?

(insert response)

11.2 If there is a general reduction in corporate voice or data usage rates during the term of this contract, will the Proponent pass this reduction on to the City?

(insert response)

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11.3 Will individual contracts for each hardware device be required under the Proponents proposal? If yes, please describe.

(insert response)

11.4 If individual contracts for hardware are required, can they co-terminate to coincide with the end of the Proponents usage contract? Please provide an explanation on how this would work.

(insert response)

11.5 Please detail how the Proponent can minimize the financial impact to the City, in the event that the City opts to terminate or cancel a hardware contract early. The Proponent shall provide financial details in Annex 2 - Table 4 in the Commercial Proposal.

(insert response)

11.6 Will the monthly usage plan cost change based on the duration of the hardware contract term?

(insert response)

12. Procurement The City would like to have one central location to place all orders for devices, accessories, and usage plans (including roaming and data plans).

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12.1 Will the Proponent provide a web portal for City staff use, with only information and options specific to the City shown? Please describe all of the options and functionality available on the portal.

(insert response)

12.2 Will the Proponent provide designated users a unique login ID to order wireless devices, accessories and usage plans?

(insert response)

12.3 Will the Proponent provide a generic login ID so users can browse wireless devices, accessories and various usage plans and options, without ordering?

(insert response)

12.4 Will the Proponent allow for wireless repair requests through the portal?

(insert response)

12.5 Will the Proponent send a confirmation email of each order to specific email addresses?

(insert response)

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12.6 Will the portal provide an order number and allow users to check order status with their order #?

(insert response)

12.7 Will the Proponent provide generated hardware/accessory purchasing reports? If so, please detail.

(insert response)

12.8 Will the Proponent fulfill all City orders within a maximum of four business days? If so, please describe how.

(insert response)

12.9 Will the Proponent provide the City with occasional same day rush activations/deliveries? If so, please describe how.

(insert response)

12.10 Will the Proponent deliver the devices to the end users in person or via courier? Does this differ between device types?

(insert response)

Page 1-19



12.11 Is there any situation in which the City would incur delivery charges? If so, please describe below, and include the costs in Annex 2 – Table 7 of the Commercial Proposal.

(insert response)

13. Monthly Usage Bills and Hardware InvoicesMonthly Device Usage 13.1 Will the Proponent provide a single monthly consolidated bill for all

devices separated by City division, department, cost centre, user name & cell number (as provided by the City)?

(insert response)

13.2 Will the Proponent provide an electronic or online bill? Will there be any associated fees? If so, please describe here, and include details on costs or fees in Annex 2 – Table 7 of the Commercial Proposal.

(insert response)

13.3 Can the Proponent allow authorized City staff to view specific portions of the bill (for which they have responsibility), via a secure web site, with password protection?

(insert response)

13.4 Can the Proponent allow individual City staff to their own bill via a secure web site, with password protection?

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(insert response)

13.5 What will the Proponent’s process be, to resolve billing issues arising from cellular phones roaming to a stronger American carrier signal, even though the cellular phones are physically in Canada?

(insert response)

13.6 Will the Proponent provide electronic and online billing format that will capture cost accounting information at time of set up and one consolidated bill for all of the City users with the appropriate information,(i.e. Division, department, cost centre, name, cell number, usage, cost)?

(insert response)

Hardware Invoicing and Packing Slips13.7 Will the Proponent ensure all hardware invoices are delivered to the

City by the 21st day of each month?(insert response)

13.8 Will the Proponent ensure that signatures are received on all orders (packing slips) and that a copy is attached to each invoice?

(insert response)

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13.9 Will the Proponent include Online Order number City Division, Department, Cost Centre, User Name & Cell number on each invoice? Will the Proponent put the City cost centre on refund invoices?

(insert response)

New Activation Email and Orders13.10 Will the Proponent send an email weekly to City Telecom summarizing

new activations, outstanding orders and ETA of delivery dates?(insert response)

14. ReportsThe City requires a number of mobile device usage reports, including detail, summary and threshold reports. The City will also require account status reports, including inventory and contract detail reports. All of the reports need to be secured with access only for authorized individuals to view information for their areas of responsibility.

Note to Proponents: upon receiving a signed Non-Disclosure Agreement and current Credit Report from the Proponent, the Contact Person will provide a separate attachment titled “Samples of Report Information Required”, which contains examples of information required by the City in the various reports.

Please describe in detail or provide examples for the report types available with the solution the Proponent is proposing.

Report Types14.1 Will the Proponent provide monthly detail reports by device,

grouped by cost center, division, department, name and number? (insert response)

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14.2 Will the Proponent provide monthly summary reports by device, grouped by cost center, department, name or number?

(insert response)

14.3 Will the Proponent provide roaming threshold reports by device based on City defined criteria (data usage, total invoice amount, monthly roaming, low or no usage, for example) by device, grouped by cost center, division, department, name and number? Can these reports be auto generated monthly?

(insert response)

14.4 Will the Proponent provide customized inventory reports which would include number, user name, cost center, brand/model of device, contract expiration, invoice date and rate plan?

(insert response)

14.5 Will the Proponent provide reports showing the contract expiry date and device types (make and model number) by device, grouped by cost center, division, department, name and number?

(insert response)

Report Access14.6 Will the Proponent provide secure, online access to City mobile

device usage and status reports, as outlined above? If yes, please describe. If there is a fee associated, please indicate here and include any associated costs in Annex 2 – Table 7 of the Commercial Proposal.

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(insert response)

14.7 Will managers be able to review and run reports only for their departments, with password protection?

(insert response)

Report Information14.8 Will the report information automatically be kept current and

consistent with the billing information? (insert response)

14.9 Will the historical usage information be available for reporting for two years?

(insert response)

14.10 Will the Proponent be able to re-assign a device to a new user and secure the historical account usage and details so they are not available to the new device user, but still accessible to the manager responsible for the device?

(insert response)

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15 Business Continuity, Emergency Coverage and Priority Access

The City expects the successful Proponent to have security inherent to its core network, inclusive of all relevant monitoring tools and policies. The City also expects the successful Proponent to have a disaster recovery plan, including back-up centre(s) and system redundancies, and shall have an Emergency Response Plan, which shall be made available to the City upon the City’s request. The Proponent should also have a contingency plan, which would take effect if the City’s service is interrupted or unavailable, and shall have a system in place to respond to the City’s priorities for resumption of services to the fullest extent possible.

15.1 Does the Proponent confirm that they do have the security, disaster recovery, and emergency response plans?

(insert response)

15.2 Will the Proponent provide a priority service for the City’s wireless communication devices during a disaster/emergency? Describe the priority service you propose, including details of how the priority service works, including and assumptions and limitations.

(insert response)

16 Value-Added Services16.1 The Proponent shall state any additional information not

previously addressed that the Proponent feels is important and that the City should take into consideration in the Proposal evaluation process.

(insert response)

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16.2 Are there any additional value-added services which the Proponent will offer the City, if awarded the contract?

(insert response)

Page 1-26


ANNEX 2 – SCHEDULE OF PRICES

In this Annex 2 – Schedule of Prices, the Proponent shall complete all Tables 1 - 7:

Table 1a – Devices (Note to Proponents: the devices listed in Table 1 are not intended to be exhaustive; therefore, Proponents’ pricing should not be limited only to the list below. For further clarity, Proponents should add other device models that they have recommended in their response to Section 6.1 of Annex 1 – Schedule of Detailed Requirements.

Page 1-1



Page 1-2

Item # Device

Unit cost, excluding

discounts or credits

Discounts and/or credits

Net cost of device,

including discounts

and credits

1 Apple iPad Air 16GB Uncontracted (month-to-month)

1-year contract 2-year contract 3-year contract

2 Apple iPad Air 32 GB Uncontracted (month-to-month)


3 Apple iPhone 5C 16GB Uncontracted (month-to-month)


4 Apple iPhone 5S 16GB Uncontracted (month-to-month)


5 Blackberry Q10Uncontracted (month-to-month)

1-year contract2-year contract3-year contract

6 Blackberry Q5Uncontracted (month-to-month)


7 Blackberry Z10Uncontracted (month-to-month)


8 Blackberry Z30Uncontracted (month-to-month)


9Samsung Galaxy S4 GS416

(Android Smartphone – possible future device)

Uncontracted (month-to-month)1-year contract2-year contract3-year contract

10 LG A341 (Basic cell phone)Uncontracted (month-to-month)


ANNEX 2 – SCHEDULE OF PRICESTable 1b – Accessories

Please provide pricing for the following device accessories:

Accessory for Accessory Per Unit Cost, before Discount

Discount

Per Unit Cost, with Discount

Comments

1 iPad Zaggfolio – Keyboard, Cover & Stand for iPad 2nd/3rd/4th Generation

2 iPad Griffin Survivor Case for iPad 2nd/3rd/4th Generation

3 iPad Speck iPad MagStylus for iPad 2nd/3rd/4th Generation

4 iPad “other” – please provide detail

5 Smartphone / Cell Phones

Micro USB Car Charger


Motorola HK250 Bluetooth headset


Otterbox Commuter Case


Otterbox Defender Case


Leather Swivel Holster


Travel Charging Kit


Motorola TZ710 Roadster2 Bluetooth Car Kit


“other” – please provide detail

Table 2 – Usage Plans

NOTE: If the Proponent is including more than one option, Table 2 can be supplemented by replicating the table below (i.e. Table 2a, Table 2b, etc.) ¹

Device Name of Voice Plan

Monthly Voice Plan Cost

Name of Data Plan

Monthly Data Plan Cost

Applicable plan credits

or discount

s

Total Monthly

Plan Cost

Cellphone n/a n/a

Page 1-3


ANNEX 2 – SCHEDULE OF PRICESSmartphone - Blackberry Smartphone - Android Smartphone - iOS Data only n/a

¹Please add additional tables below, if the monthly usage plan cost changes based on the hardware contract term duration.

Table 3 – Roaming and Long Distance (LD)

Usage Plan $ / minute

$ / per GB

$ / text

1 Data - Roaming - Canada n/a n/a

2 Data - Roaming - US n/a n/a

3 Text - Roaming - Canada n/a n/a

4 Text - Roaming – Canada to US n/a n/a

5 Voice - Roaming – Canada n/a n/a

6 Voice - Roaming – US n/a n/a

7 LD – Canada n/a n/a

8 LD – Canada to US n/a n/a

Table 4 – Hardware Contract – Early Termination or Cancellation

Please use the space below to detail what, if any, financial impacts are related to early termination or cancellation of hardware contracts.

(insert response)

Page 1-4



Table 5 – Alternate Lowest Total Cost of Ownership (TCO) Pricing Model

The City wishes to reduce the total cost of ownership of wireless devices, plans, and services. Using the current and estimated future quantities of devices and usage data provided, Proponents may provide an Alternate Lowest TCO Pricing Model which is an alternative pricing model to the preceding Tables.

Proponents offering an Alternative Lowest TCO Pricing Model may use the space below to describe details of their model, showing the breakdown of the pricing components which make up the Alternate Lowest TCO Price (including, but not limited to, device, plan, service cost components, and pooling/sharing).

(insert response)

Page 1-5


ANNEX 2 – SCHEDULE OF PRICESTable 6 – Financial Incentives

a) If applicable, the Proponent will describe and quantify how the Proponent will cover any applicable cancellation and/or termination charges, including any unlocking charges, which may be incurred by the City when changing from the City’s current services to the Proponent’s new service:

b)The Proponent will describe and quantify any customer retention or loyalty credits that will be offered to the City if selected as the successful Proponent.

c) The Proponent will describe and quantify any other financial incentives that will be offered to the City if selected as the successful Proponent.

Table 7 – Other Costs

The Proponent shall indicate if there are any other costs or fees not mentioned in Tables 1 – 5 above. If the Proponent does not indicate any other costs or fees, the Proponent will not invoice the City for any other costs or fees if awarded the contract resulting from this RFP.

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ANNEX 3 – CERTIFICATE OF EXISTING INSURANCE


ANNEX 4 – DECLARATION OF SUPPLIER CODE OF CONDUCT COMPLIANCE

ANNEX 4 - DECLARATION OF SUPPLIER CODE OF CONDUCT COMPLIANCE

Purpose: All suppliers are to complete and submit this form with proposals to demonstrate compliance with the Supplier Code of Conduct.

The City of Vancouver expects each supplier of goods and services to the City to comply with the City’s Supplier Code of Conduct (SCC) <http://vancouver.ca/policy_pdf/AF01401P1.pdf>. The SCC defines minimum social standards for City suppliers and their subcontractors based on the International Labour Organization (ILO) core labour conventions and compliance with national and other applicable law of the country of manufacture of products including those laws relating to labour, worker health and safety, and the environment.

Proponents/vendors must comply with these standards upon submitting a proposal or quotation to the City, or have a plan in place to comply within a specific period of time. The City reserves the right to determine an appropriate timeframe in which proponents/vendors must come into compliance with the SCC. To give effect to this requirement, an authorized signatory of the undersigned proponent/vendor must complete the following declaration and include this declaration with their submission/quotation:

“As an authorized signatory of <insert proponent/vendor name>, I declare that to the best of my knowledge, <insert proponent/vendor name> and our Subcontractors have not been and are not currently in violation of the SCC or convicted of an offence under national and other applicable laws of the country of manufacture, other than as noted in the table below (include all violations/convictions that have occurred in the past three years as well as plans for corrective action).

Section of SCC, Title of ILO convention/national law or other

Date of violation /conviction

Description of violation /conviction

Regulatory/ adjudication body and document file number

Corrective action plan

I understand that a false declaration and/or lack of a corrective action plan may result in disqualification of <insert proponent/vendor name>’s submission/quotation.”

__________________________________________Corporate Name of Applicant

_______________________________ _____________________________________Name and Title of Authorized Signatory Signature

__________________________________________

Date

http://vancouver.ca/policy_pdf/AF01401P1.pdf

REQUEST FOR PROPOSAL NO. PS20140242Provision of Wireless Service and Devices for the City of Vancouver ANNEX 5 – VENDOR SUSTAINABILITY LEADERSHIP QUESIONNAIRE

ANNEX 5 – VENDOR SUSTAINABILITY LEADERSHIP QUESTIONNAIRE

Purpose: This document is designed to identify where suppliers are going above the minimum standards in the Supplier Code of Conduct and are demonstrating sustainability leadership in their own operations as part of the evaluation criteria of a bid process.

As part of the City’s corporate Purchasing Policy and related Supplier Code of Conduct, all City vendors must meet minimum requirements related to ethical, social and environmental standards. Beyond these basic requirements, the City would also like to reward vendors that are demonstrating leadership and innovation in sustainability. In order to be able to do so, the City requires that all suppliers bidding on a City contract answer the following questions. The answers to the questionnaire will be evaluated as part of the bid evaluation process.

You will need to be able to verify all your answers to the City upon request. Please keep in mind that these questions relate to your company’s internal operations and overall sustainability leadership.

Section 1: Workplace Health & Safety, Wage Rates and Diversity

1. Tell us how your company works to promote workplace health and safety.

a) We have a documented Health & Safety Policy and Program that is openly endorsed by senior management and is updated on an annual basis

□ Yes □ No

b) We have a Health & Safety Manual that includes safe work procedures, incident investigation process with the intent of prevention, workplace inspection process and emergency preparedness and response.

□ Yes □ No

c) We conduct hazard assessments and job task-specific health & safety training on an annual basis

□ Yes □ No

d) We are registered with one or more of these Safety Management System/Program:

OHSAS 18001□ Yes □ No

CAN/CSA Z1000□ Yes □ No

ANSI Z10□ Yes □ No

e) We have a system registered, certified or recognized by another standard

Please specify_______________________

f) We adhere to one or more of the ILO health and safety resolutions

□ Yes □ No

g) We have a non-registered audited health and safety □ Yes □ No


management system2. Tell us how you ensure fair wages and employee benefits.

a) We pay all of our staff a minimum wage that meets the regional LICO (See http://www.statcan.gc.ca/pub/75f0002m/2009002/tbl/tbl-2-eng.htm for wage amounts)

□ Yes □ No

b) We pay benefits to all of our full-time employees□ Yes □ No

3. Tell us about your strategy to address diversity in your workplace.

3. Tell us about your strategy to address diversity in your workplace.

a) We have a policy or strategy to support hiring a diverse workforce

□ Yes □ No

b) We have a policy or strategy to purchase from diverse contractors/suppliers

□ Yes □ No

c) Our company participates in work/employment training programs for vulnerable/diverse populations (e.g. Social purchasing portal)

□ Yes □ No

Section 2: Environmental Management & Stewardship

4. Tell us what policies and programs your company has in place to manage its environmental impact.

a) We have a documented Environmental or Sustainability Policy

□ Yes □ No

b) We have an environmental management system registered to ISO 14001

□ Yes □ No

c) We have a system registered, certified or recognized by another standard (e.g. EMAS)

Please specify _______________________________

□ Yes □ No

d) We have a non-registered audited environmental management system

□ Yes □ No

e) We conduct compliance audits to health, safety and environmental legislation

□ Yes □ No

f) We produce a publicly available annual environmental, CSR, sustainability or accountability report

□ Yes □ No

5. Tell us how your company works to reduce its greenhouse gas (GHG) emissions.

http://www.statcan.gc.ca/pub/75f0002m/2009002/tbl/tbl-2-eng.htm

http://www.statcan.gc.ca/pub/75f0002m/2009002/tbl/tbl-2-eng.htm


a) We measure our GHG emissions and have developed a reduction strategy

□ Yes □ No

b) We publicly report our GHG emissions□ Yes □ No

c) We have set publicly available GHG reduction targets□ Yes □ No

d) We have set a target for the use of renewable or alternative forms of energy and have developed a strategy to reach this target

□ Yes □ No

e) We have retrofitted our facility, our fleet and/or made process improvements to decrease GHG emissions and energy use

□ Yes □ No

f) We have an alternative transportation program for employees (e.g. public transit subsidy, cycling facilities, carpooling program)

□ Yes □ No

g) We purchase from shipping/delivery companies that have taken steps to reduce their GHG emissions

□ Yes □ No

h) We operate in third party verified green buildings and have developed a plan to meet third party verified standards (such as LEED, BREEAM, etc) in as many of our facilities as possible

Please specify the verification system:_____________________________

□ Yes □ No

6. Tell us how your company works to reduce waste in its daily operations.

a) We conduct annual audits to measure the total amount of solid waste generated by our facilities and have a waste reduction strategy

□ Yes □ No

b) We have set publicly available waste reduction targets□ Yes □ No

c) We have an office recycling program that includes office paper, beverage containers, batteries and printer cartridges

□ Yes □ No

d) We have other recycling programs in our operations

Please specify additional materials recycled:________________________

□ Yes □ No

7. Tell us how your company works to reduce the use of toxins and properly manage hazardous substances


a) We are not in violation with any local, national or international laws related to the use of toxins and management of hazardous substances

□ Yes □ No

b) We have a Toxic Reduction Strategy/Policy that aims to reduce toxins across all operations

□ Yes □ No

c) We measure the implementation of our Toxic Reduction Strategy/Policy against a pre-determined set of performance metrics and verify performance with a third-party

□ Yes □ No

Section 3: Back-up Documentation to Verify Responses

The City reserves the right to verify responses on this questionnaire and may request some or all of the following documentation.

Section Question Back-up Documentation

Section 1: Workplace Health & Safety, Wage Rates and Diversity

Question 1 A copy of policies Proof of safety management system

certification

Question 2 Documentation of employee benefit

packages and a list of those who receive benefits

Question 3 A copy of policies

Section 2: Environmental Management & Stewardship

Question 4 A copy of policies Proof of environmental management

system certification A copy of public report

Question 5 A copy of public report A copy of reduction targets and related

results A copy of LEED, BREEAM, etc.

certification

Question 6 Total tonnes of solid waste generated A copy of reduction targets

Question 7 A copy of policy or strategy A copy of reduction targets and related

results A copy of third party audit/verification


ANNEX 6 SCHEDULE OF DEVICES

This Annex 6 - Schedule of Devices, provides Proponents with a Schedule of Devices, which is the City’s estimate of how many devices the City envisions during the next five years.

(based on estimates)

Current

Number of devices

2014 2015 2016 2017 2018

Cellphones 1000 600 500 400 300 200Smartphon

es 850 1450 1700 1900 2100 2300Tablets 50 350 400 450 500 550

Data Plans 500 800 900 1000 1100 1200

Estimated Purchase Requirements 2014 2015 2016 2017 2018

Cellphones 0 0 0 0 0Smartphones 1450 250 200 1650 450

Tablets 350 50 50 400 100Data Plans 800 900 1000 1100 1200

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