Request for Proposal

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1 Request for Proposal SharePoint 2013 Picture Library Project Issued: March 26, 2015 Closing Time: Closing Date: Closing Location: 16:00 PST April 20, 2015 Resort Municipality of Whistler 4325 Blackcomb Way, Whistler B.C. Contact Person: Kelly Blunden Manager IT 1

2 Table of Contents 1. INTRODUCTION Summary RMOW Commitment to Sustainability INSTRUCTIONS TO PROPONENTS Closing Time and Address for Proposal Delivery Information Meeting Number of Copies Late Proposals Amendments to Proposals Inquiries Addenda Examination of Contract Documents and Site Opening of Proposals PROPOSAL SUBMISSION CONTENT AND FORM Package Form of Proposal Signature EVALUATION AND SELECTION Evaluation Team Evaluation Criteria Additional Information Interviews Negotiation of Agreement and Award GENERAL CONDITIONS Proponent s Expenses No Contract Conflict of Interest Solicitation of Council Members and RMOW Staff Litigation Confidentiality SPECIAL CONDITIONS Workers Compensation Board (WorksafeBC) Requirements Term and Renewal Pricing and Payment Scheduling & Hours of Work Unauthorized Persons SCOPE OF SERVICES Project Overview Background Technical Specifications Requirements APPENDIX 1 FORM OF PROPOSAL APPENDIX 2 PROPONENT RESPONSE TABLE APPENDIX 3 PRICING TABLES APPENDIX 4 PROPONENT QUALIFICATIONS APPENDIX 5 LIST OF REFERENCES APPENDIX 6 BUSINESS & SUSTAINABILITY SUMMARY

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4 1. INTRODUCTION 1.1 Summary The purpose of this RFP is to invite Proponents to submit Proposals for design, development, testing, implementation and support to the Resort Municipality of Whistler for a SharePoint 2013 Picture Library in accordance with the requirements set out herein. 1.2 RMOW Commitment to Sustainability In 2001, our community began to develop Whistler2020, our comprehensive sustainability plan. This plan is guided by the community s values and the Natural Step (TNS) sustainability principles and includes a shared vision of what a resort community will look like in a sustainable future. Moreover, it outlines how the resort community can achieve this vision through integrated strategies, related actions, and community-wide involvement. The TNS framework was developed by a community of international scientists as well as business and community leaders. It provides a guide for organizations to strategically progress towards environmental and social sustainability while supporting a healthy economy. The TNS framework provides a systems-level, science-based definition of a sustainable society (i.e. four core principles for a sustainable society) and a planning framework for decision-making. By extension, the RMOW recognizes that its purchasing decisions provide significant opportunities to move toward this vision of long-range success and sustainability. In order to deliver on these commitments, the RMOW has integrated sustainable purchasing goals into its Municipal Purchasing Policy and Sustainable Purchasing Guide. In our organization, sustainable purchasing is essentially about including social, environmental, financial and service performance factors in a systematic way. It involves thinking about the reasons for using the product or service, and assessing how these services could be best met. When products are needed, sustainable purchasing involves considering how products are made, what they are made of, where they come from, how they will be used, and how they will eventually be disposed of. It requires strategic decisions to move from products and practices that are currently unsustainable, to products and services that increasingly move us toward our sustainability commitments. The RMOW is looking for Proposals that clearly understand these commitments, actively integrate our four sustainability objectives in project design and delivery and measurably move our community further along the journey toward success and sustainability as articulated within our Whistler2020 vision. 4

5 2. INSTRUCTIONS TO PROPONENTS 2.1 Closing Time and Address for Proposal Delivery Proposals must be received: (a) by the office of: Kelly Blunden IT Manager Resort Municipality of Whistler 4325 Blackcomb Way Whistler B.C. V0N 1B4 on or before the following date and time (the Closing Time ): Time: 16:00 PST Date: April 20, 2015 Submissions by fax or will not be accepted. 2.2 Information Meeting An information meeting may be hosted by the RMOW Representative to discuss the RMOW S requirements under this RFP (the Information Meeting ). While attendance is at the discretion of Proponents, Proponents who do not attend will be deemed to have attended the Information Meeting and to have received all of the information given at the Information Meeting. At the time of issuance of this RFP a meeting has not been scheduled. 2.3 Number of Copies Proponents should submit the original plus one (1) printed hardcopy (two in total) and one (1) softcopy on USB memory stick of their Proposal. Please print double-sided. 2.4 Late Proposals Proposals received after the Closing Time will not be accepted or considered. Delays caused by any delivery, courier or mail service(s) will not be grounds for an extension of the Closing Time. 2.5 Amendments to Proposals Proposals may be revised by written amendment, delivered to the location set out above, at any time before the Closing Time but not after. An amendment must be signed by an authorized signatory of the Proponent in the same manner as provided by section 3.3. Fax amendments are permitted, but such fax may show only the change to the proposal price(s) and in no event disclose 5

6 the actual proposal price(s). A Proponent bears all risk that the RMOW s fax equipment functions properly so as to facilitate timely delivery of any fax amendment. 2.6 Inquiries All inquiries related to this RFP should be directed in writing by to Kelly Blunden at (the RMOW representative ). Information obtained from any person or source other than the RMOW representative may not be relied upon. Inquiries should be made no later than 7 days before Closing Time. The RMOW reserves the right not to respond to inquiries made within 7 days of the Closing Time. Inquiries and responses will be recorded and may be distributed to all Proponents at the discretion of the RMOW. Proponents finding discrepancies or omissions in the RFP, or having doubts as to the meaning or intent of any provision, should immediately notify the RMOW Representative. If the RMOW determines that an amendment is required to this RFP, the RMOW Representative will issue an addendum in accordance with section 2.7. No oral conversation will affect or modify the terms of this RFP or may be relied upon by any Proponent. 2.7 Addenda The RMOW may, at its sole discretion, prior to the submission deadline, change the scope of the Project, by adding or deleting services/requirements/locations or any other aspect of the RFP. The RMOW will make information available to the Proponents regarding any changes made to the RFP, or any change in the submission deadline. Addenda will be ed if the Addendum is suitable for and the Proponent has provided the Proponent s address. If the Addendum is not suitable for , the Addendum will be sent via regular post or courier depending on the Addendum issue date relative to the Submission Deadline. After issuing an Addendum, the RMOW may, in its sole and exclusive discretion, extend the submission deadline. 2.8 Examination of Contract Documents and Site Proponents will be deemed to have carefully examined the RFP, including all attached Schedules, the Contract and the Site (as applicable) prior to preparing and submitting a Proposal with respect to any and all facts, which may influence a Proposal. 2.9 Opening of Proposals There will be no public opening. Anyone interested in knowing who submitted Proposals and the status of this RFP, including whether or not an Agreement has been awarded, may direct enquiries to the representative as indicated in

7 3. PROPOSAL SUBMISSION CONTENT AND FORM 3.1 Package Proposals should be in a sealed package, marked on the outside with the Proponent's name, title of the Project and reference number. 3.2 Form of Proposal Proponents should complete the form of Proposal attached as Appendix 1 and provide all necessary information on Appendix 2, 3, 4, 5 and 6. Proponents are encouraged to use the forms provided and attach additional pages as necessary. 3.3 Signature The legal name of the person or firm submitting the Proposal should be inserted in Appendix 1. The Proposal should be signed by a person authorized to sign on behalf of the Proponent. (A) If the Proponent is a corporation then the full name of the corporation should be included, together with the names of authorized signatories. The Proposal should be executed by all of the authorized signatories or by one or more of them provided that a copy of the corporate resolution authorizing those persons to execute the Proposal on behalf of the corporation is submitted; (B) If the Proponent is a partnership or joint venture then the name of the partnership or joint venture and the name of each partner or joint venturer should be included, and each partner or joint venturer should sign personally (or, if one or more person(s) have signing authority for the partnership or joint venture, the partnership or joint venture should provide evidence to the satisfaction of the RMOW that the person(s) signing have signing authority for the partnership or joint venture). If a partner or joint venturer is a corporation then such corporation should sign as indicated in subsection (a) above; or (C) If the Proponent is an individual, including a sole proprietorship, the name of the individual should be included. 4. EVALUATION AND SELECTION 4.1 Evaluation Team An evaluation team representing the RMOW will be reviewing all Proposal submissions. The evaluation committee will provide a written recommendation for the selection of a preferred Proponent based on the evaluation criteria set out in Evaluation Criteria The RMOW will select the Proposal that it deems, in its sole and absolute discretion, demonstrates the best combination of corporate experience, skilled and experienced personnel, project understanding, vision, proposed approach to achieving the project goals, past successes 7

8 as well as project budget. In the Proposal evaluation phase, the evaluation committee will rate the Proposals submitted in response to this RFP based on the following criteria: A) The Proponent s ability to meet the requirements, qualifications and competencies set out herein. B) Financial offer including but not limited to prices, operating and maintenance costs, warranty, and any life cycle considerations. C) The Proponent s business and technical reputation and capabilities; experience and where applicable, the skills and experience of its personnel, financial stability; track record; and references of current and former customers. D) Sustainability initiatives. E) Interview, if required. F) Any other criteria set out in the RFP. 4.3 Additional Information The Evaluation Team may, at its discretion, request clarifications or additional information from a Proponent with respect to any Proposal, and the Evaluation Team may make such requests to only selected Proponents. The Evaluation Team may consider such clarifications or additional information in evaluating a Proposal. 4.4 Interviews The Evaluation Team may, at its discretion, invite some or all of the Proponents to appear before the Evaluation Team to provide clarifications of their Proposals. In such event, the Evaluation Team will be entitled to consider the answers received in evaluating Proposals. 4.5 Negotiation of Agreement and Award If the RMOW selects a Preferred Proponent or Preferred Proponents, then it may: (A) enter into a Contract with the Preferred Proponent(s); or (B) enter into discussions with the Preferred Proponent(s) to clarify any outstanding issues and attempt to finalize the terms of the Contract(s), including financial terms. If discussions are successful, the RMOW and the Preferred Proponent(s) will finalize the Contract(s); or (C) if at any time the RMOW reasonably forms the opinion that a mutually acceptable agreement is not likely to be reached within a reasonable time, give the Preferred Proponent(s) written notice to terminate discussions, in which event the RMOW may then either open discussions with another Proponent or terminate this RFP and retain or obtain the Services in some other manner. 8

9 5. GENERAL CONDITIONS 5.1 Right to Reject The RMOW reserves the right to reject any or all Proposals for any reason whatsoever. Accept a Proposal that is not the lowest Proposal. Accept or reject a Proposal even if it is the only Proposal received. Accept any part of a Proposal. Award a portion of the project to one or more Proponents The RMOW may deem non-compliant any Proposal that fails to meet any substantial requirements of this RFP. 5.2 Proponent s Expenses Proponents are solely responsible for their own expenses in preparing, and submitting Proposals, and for any meetings, negotiations or discussions with the RMOW or its representatives and Contractors, relating to or arising from this RFP. The RMOW and its representatives, agents, Contractors and advisors will not be liable to any Proponent for any claims, whether for costs, expenses, losses or damages, or loss of anticipated profits, or for any other matter whatsoever, incurred by the Proponent in preparing and submitting a Proposal, or participating in negotiations for an Agreement, or other activity related to or arising out of this RFP. 5.3 No Contract By submitting a Proposal and participating in the process as outlined in this RFP, Proponents expressly agree that no contract of any kind is formed under, or arises from, this RFP, prior to the signing of a formal written Contract. 5.4 Conflict of Interest A Proponent shall disclose in its Proposal any actual or potential conflicts of interest and existing business relationships it may have with the RMOW, its elected or appointed officials or employees. The RMOW may rely on such disclosure. 5.5 Solicitation of Council Members and RMOW Staff Proponents and their agents will not contact any member of the RMOW Council or RMOW staff with respect to this RFP, other than the RMOW Representative named in section 2.6, at any time prior to the award of a contract or the termination of this RFP. 9

10 5.6 Litigation In addition to any other provision of this RFP, the RMOW may, in its absolute discretion, reject a Proposal if the Proponent, or any officer or director of the Proponent submitting the Proposal, is or has been engaged directly or indirectly in a legal action against the RMOW, its elected or appointed officers, representatives or employees in relation to any matter. In determining whether or not to reject a Proposal under this section, the RMOW will consider whether the litigation is likely to affect the Proponent s ability to work with the RMOW, its Contractors and representatives and whether the RMOW S experience with the Proponent indicates that there is a risk the RMOW will incur increased staff and legal costs in the administration of the Agreement if it is awarded to the Proponent. 5.7 Confidentiality All submissions become the property of the RMOW and will not be returned to the Proponent. The RMOW will hold all submissions in confidence unless otherwise required by law. Proponents should be aware the RMOW is a public body defined by and subject to the Freedom of Information and Protection of Privacy Act of British Columbia. 6. SPECIAL CONDITIONS 6.1 Insurance The successful Contractor will be required to hold $5,000,000 per occurrence Commercial General Liability Insurance covering third party bodily injury and property damage with the RMOW listed as additional insured. 6.2 Workers Compensation Board (WorksafeBC) Requirements The successful Contractor will carry Workers Compensation Board coverage for itself and all its workers, employees servants and anyone else engaged in work or service as it pertains to this contract. The Contractor will provide evidence of such coverage prior to the commencement of work in the form of a clearance letter. 6.3 Term and Renewal The term and renewal option of the agreement will be at the discretion of RMOW. Please reference Appendix 3 PRICING TABLES for service term options. 10

11 6.4 Pricing and Payment All pricing will remain firm for the initial term of the contract. Any price adjustments by the Contractor for subsequent terms must be negotiated and agreed to in writing between the RMOW and the Contractor. Invoices will be submitted at the end of the project and, if a cloud-based managed service is required, on a monthly basis with service descriptions included in the invoice. 6.5 Scheduling & Hours of Work Work must be performed with as little inconvenience to RMOW staff as possible. Work that would interrupt the business of the RMOW must be completed during RMOW and Proponent agreed-upon, non-rmow business hours. 6.6 Unauthorized Persons The Contractor will strictly control the actions of its employees while on RMOW property. No employee shall bring into the building during working hours any person other than the employees of the Contractor who are scheduled to work at that time. Any loss suffered by the RMOW as a result of the Contractor not fulfilling these responsibilities will be charged to the Contractor should the loss be attributed to Contractor non-performance and/or negligence. 7. SCOPE OF SERVICES 7.1 Project Overview RMOW requires a SharePoint 2013 Picture Library that will be used by staff to view, download and upload image files. The Proponent will recommend, implement and support a cost-effective SharePoint 2013 production environment, whether this is part of RMOW s existing SharePoint 2013 farm, a second farm within the RMOW network or a hosted, cloudbased solution. A key component of the new SharePoint 2013 production environment is the development of a Media library that will adapt to RMOW s current SharePoint 2013 farm. The proponent will also be responsible for the planning and migration of all the files within two existing image libraries (located on the local NAS) to the new SharePoint 2013 platform. RMOW will require and rely upon the Proponent s recommendations, based on best practices, for hosting the SharePoint 2013 Picture Library from being completely integrated into the existing RMOW farm to a cloud based solution that can be crawled by the existing RMOW SharePoint Search service. 7.2 Background 11

12 Currently, RMOW has two image libraries within their local network (i.e. LAN). These libraries are the Corporate Image Library and Image Library. The Corporate Image Library includes picture files that are used for marketing and promotional purposes by the RMOW Communications department. The file sizes range from 5MB to 30MB and the average size is approximately 13MB. The pictures are licensed by the RMOW and, in most cases are copyright protected. The RMOW Image Library contains image files that are not used for promotional purposes or for day to day operations. The files include staff photos, pictures from staff and community events, as well as pictures and images used for infrastructure inspection and reporting. The average file size is less than 3MB and although the images are not required for day to day operations, these files need to be available and easily accessible for a variety of reasons. To search for an image, a user locates the image libraries within the corporate network and scrolls through the department folder and its sub-folders to where they think the image is stored. Because the majority of images have generic or camera-manufacturer created filenames such as _090222, users must view all or most of the files within a subfolder before deciding on an image. If the correct image is not found, the user continues to search through another sub-folder that contains a different set of images. To upload an image, RMOW staff locates the target network folder - Corporate Image Library or Image Library, scrolls through and finds the appropriate sub-folders or creates new sub-folders and uploads the image. Although this process is not time-consuming there is limited governance with creating a unique filename or providing details within the file s properties both of which would reduce the time spent searching for a specific file within the image libraries. 7.3 Technical Specifications The RMOW Corporate Image Library s technical specifications are as follows: 2,718 files, located in 71 folders, totaling 24.2GB of space File sizes range from 5 to 30MB and estimated average file size is 13MB. The RMOW Image Library s technical specifications are as follows: 224,109 files, located in 9,789 folders, totaling 365GB of space File sizes range from 1 to 5MB and the average file size is 3MB. There is no common standard or naming convention for the files. Filenames can be generic such as IMG_2592 or specific such as RMOW Staff in town plaza 1. 12

13 File folders are categorized by department (example Planning ) and the sub-folders names provide additional, contextual information about the image files. The examples below are included to provide context to the naming structure: Example 1: \LandscapeService\Landscape Maintenance\Drainage\Fitz Creek Erosion\IMG_2592 Example 2: \FacilityConstructionMaintenance\Building information\conference Centre\ LandscapeServices and FacilityConstructionMaintenance are the departments or master folders. The sub-folders help the user drill-down to locate a specific image. It is the RMOW s expectation that the new SharePoint 2013 Picture Library will use the existing libraries hierarchical structure as the file s metadata to assist users to search and locate a specific file. As per the examples above, the existing hierarchical structure is as follows: Department folder name (ex. FireRescueServices ) Sub-folder Level 1 (ex. WFRS Photos ) Sub-folder Level 2 (ex. Apparatus ) File Name (ex. Parade Truck 1 ) RMOW uses its SharePoint 2013 farm for activities such as document and workflow collaboration, governance and compliance. RMOW s SharePoint 2013 platform is missioncritical for day to day business operations. The technical specifications for RMOW SharePoint 2013 Production environment are as follows: Product Version Version / Build Number VMWare Hosts ESXI 5.5 SharePoint Server OS Windows Server 2012 R2 6.3 (Build 9600) SharePoint Database Windows Server 2012 R2 6.3 (Build 9600) Server OS SharePoint Database SQL Server Server Enterprise edition SP1 SharePoint SharePoint Enterprise Server Collabware CLM Version The technical specifications for RMOW SharePoint 2013 Development environment are as follows: 13

14 Product Version Version / Build Number VMWare Hosts ESXI 5.5 SharePoint Server OS Windows Server 2012 R2 6.3 (Build 9600) SharePoint Database Windows Server 2012 R2 6.3 (Build 9600) Server OS SharePoint Database SQL Server Server Enterprise edition SP1 SharePoint SharePoint Enterprise Server Collabware CLM Version Requirements Proponents to: Gather requirements and provide a detailed design and description of the new SharePoint 2013 s architecture and functionality; Install, configure and test the new SharePoint 2013 development environment; Migrate RMOW s Corporate Image Library s and Image Library s folders and content to the new SharePoint 2013 development environment; Use the Corporate Image Library s and Image Library s hierarchical structure of the Image Library ((i.e. Folder naming convention) as the metadata information to help a user search for a specific file in the new SharePoint 2013 environment. For example and as identified in Section 7.3, a non-descript image filename such as IMG_2592 will have information such as Landscape Services, Landscape Maintenance, Drainage and Fitz Creek Erosion within its SharePoint properties; Use the existing image property information where applicable and available to populate the image property fields in the new SharePoint 2013 system; Ensure file properties include time stamp information; Ensures a seamless integration between RMOW s SharePoint 2013 production environment and the new SharePoint 2013 system. Full integration capabilities will be determined during the requirements gathering phase but must include Active Directory federation for single sign-on and system to system Search functionality; Create an intuitive user experience for file search, uploading and downloading images. Functionality to include offering the user a choice of the size of the file they are uploading. For example, a user uploading a file to the new SharePoint 2013 picture library would have a choice between Large, Medium and Small file sizes. This functionality provides a similar experience an individual has when sending a picture from their Smartphone; the system adjusts the file size based on the user input. File size classification will be decided during the requirements gathering phase 14

15 of the project; Conduct User Acceptance Testing with KPIs agreed upon by the RMOW; Recommend the most optimal and cost-effective environment for the new SharePoint 2013 service which can include on premise or cloud-based services: o For an on premise environment, the Proponent will provide SharePoint software license, third party application license(s) and hardware information and requirements for the new system. RMOW will be responsible for procuring all Microsoft software licenses and the provisioning of physical or virtualized server space. If third party software is required, Proponent to procure and include one time and maintenance service rates in Appendix 3 PRICING TABLES; o RMOW will consider a cloud-based solution upon Proponent guarantee that all data remains in Canada. RMOW assumes Proponent includes all one time and recurring licensing fees are in the monthly service fees and provide these details in Appendix 3 PRICING TABLES; Promote new SharePoint 2013 development environment to live, production environment; Ensure new SharePoint 2013 Production system when active and operational, does not compromise RMOW s existing SharePoint 2013 s performance and availability; and Include a knowledge transfer module such as providing network, architecture and user training and operational support documentation. 15

16 APENDICES APPENDIX 1 FORM OF PROPOSAL APPENDIX 2 PRICE SCHEDULE APPENDIX 3 CONTRACTOR QUALIFICATIONS APPENDIX 4 REFERENCES APPENDIX 5 BUSINESS AND SUSTAINABILITY SUMMARY 16

17 APPENDIX 1 FORM OF PROPOSAL RFP Project Title: SharePoint 2013 Picture Library Project RFP Reference No: 2015 Legal Name of Proponent: Contact Person and Title: Business Address: Telephone: Fax: Address: TO: Dear Sir: 1.0 I/We, the undersigned duly authorized representative of the Proponent, having received and carefully reviewed all of the Proposal documents, including the RFP and any issued, and having full knowledge of the requirements, and having fully informed ourselves as to the intent, difficulties, facilities and local conditions attendant to performing the Services, submit this Proposal in response to the RFP. 2.0 I/We confirm that the following appendices are attached to and form a part of this Proposal: Appendix 2 Proponent Response Table Appendix 3 Pricing Table Appendix 4 Proponent Qualifications Appendix 5 List of References Appendix 6 Business and Sustainability Summary 3.0 I/We confirm that this Proposal is accurate and true to best of my/our knowledge. 4.0 I/We confirm that, if I/we am/are awarded the Agreement, I/we will at all time be the prime contractor as provided by the Worker's Compensation Act (British Columbia) with respect to the Services. I/we further confirm that if I/we become aware that another contractor at the place(s) of the Services has been designated as the prime contractor, I/we will notify the RMOW immediately, and I/we will indemnify and hold the RMOW harmless against any claims, demands, losses, damages, costs, liabilities or expenses suffered by the RMOW in connection with any failure to so notify the RMOW. This Proposal is submitted this day of _, 2011 I/We have the authority to bind the Proponent. (Name of Proponent) (Signature of Authorized Signatory) (Print Name and Position of Authorized Signatory) (Name of Proponent) (Signature of Authorized Signatory) (Print Name and Position Authorized Signatory) 17

18 APPENDIX 2 PROPONENT RESPONSE TABLE For each project phase and activity please describe your firm s approach. Please be sure to refer to Section 7. Scope of Services and explain how your approached addresses RMOW s requirements. Please be concise with your answers and attempt to contain your response within the space provided without needing to reduce font size. Phase Requirements Gathering Documenting system requirements Approach System Architecture Design Evaluating platform options Designing scalable architecture Delivering a bestpractice system design System Development Configuration and setup Programming and development 18

19 Integration of systems System Quality Assurance Unit testing System and regression testing Functional testing Project Management Managing resources for development of system Managing timeline for development and testing Developing a deployment plan Developing a testing plan Describe your process for collaborating with RMOW on the 19

20 project plan and the mechanism used to allow RMOW to make final changes to that plan Knowledge Transfer System documentation, admin training and ongoing support procedures 20

21 APPENDIX 3 PRICING TABLES On Premise Solution Definitions Project Labour: Please show the total estimated number of hours in the Description column and the total costs in the One Time Fee column; Third Party Software: If third party software is required please list the name and version in the Description column. Please show the one-time costs and annual maintenance fees in the appropriate columns. Expenses: Please identify any travel-related or other expenses in the Description column and their costs in the One Time Fee column. Ongoing Support: Please provide a description and associated costs for services such as hourly support for break/fix events and monthly fees for options such as managed services. Activity Description One Time Fees Project Labour Monthly Fees Annual Maintenance Fees Third Party Software if applicable Third Party Software if applicable 21

22 Expenses Sub-Total (excluding taxes) Ongoing Support One Time Ongoing Support Monthly Option Cloud-based Hosted Solution Definitions: Cloud-based: Proponent to guarantee all data remains in Canada. Project Labour: Please show the total estimated number of hours in the Description column and the total costs in the One Time Fee column; Set up: Only fill in section if these fees are in addition to Project Labour fees. Please provide service description and one time fees; Monthly Fees: Please provide a brief service description and ongoing rate in Monthly Fees column; Third Party Software: If third party software is required please list the name and version in the Description column. Please show the one-time costs and annual maintenance fees in the appropriate columns; Expenses: Please identify any travel-related or other expenses in the Description column and their costs in the One Time Fee column Year Contract: If applicable, please show one time and monthly rates based on contract commitment. 22

23 Cloud-based Hosted Solution 1 Year Contract Activity Description One Time Fee Project Labour Monthly Fees Set up Fees Monthly Fees Third Party Software if applicable: Third Party Software if applicable: Expenses Total Fees 1 Year Contract 23

24 Cloud-based Hosted Solution 2 Year Contract Activity Description One Time Fee Project Labour Monthly Fees Set up Fees Monthly Fees Third Party Software if applicable: Third Party Software if applicable: Expenses Total Fees 2 Year Contract 24

25 Cloud-based Hosted Solution 3 Year Contract Activity Description One Time Fee Project Labour Monthly Fees Set up Fees Monthly Fees Third Party Software if applicable Third Party Software if applicable Expenses Total Fees 3 Year Contract 25

26 APPENDIX 4 PROPONENT QUALIFICATIONS Please use this page to provide information about your company, its certifications, qualifications and experiences as these relate to RMOW s SharePoint 2013 Picture Library project: 26

27 APPENDIX 5 LIST OF REFERENCES Company Project Date and Description Reference Contact Name Phone Number Company Project Date and Description Reference Contact Name Phone Number Company Project Date Description Reference Contact Name Phone Number 20

28 APPENDIX 6 BUSINESS & SUSTAINABILITY SUMMARY (Attach additional pages if required) Provide a summary of all the services offered including why and how your company can provide the RMOW with the best possible solution and value for the opportunity described within this RFP. Please describe your approach to Sustainability and how you will incorporate these objectives specifically into the scope of this project. 21

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