CLOSING LOCATION Island Hwy Nanaimo BC, V9T 6N4

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1 Request for Proposals PROFESSIONAL INFORMATION TECHNOLOGY SERVICES For HAVEN SOCIETY CLOSING LOCATION Island Hwy Nanaimo BC, V9T 6N4 CLOSING DATE AND TIME DATE: FEBRUARY 28, PM LOCAL TIME CONTACT PERSON Theresa Gerritsen Human Resources and Business Manager theresa@havensociety.com

2 Haven Society Page 2 INTENT TO SUBMIT PROPOSAL REQUEST FOR PROPOSAL FOR: PROFESSIONAL INTERNET TECHNOLOGY SERVICES Please complete this form and mail, or fax immediately to: Haven Society Attn: Theresa Gerritsen, Human Resources and Business Manager PO Box 37086, Island Hwy, Nanaimo BC, V9T 6N4 theresa@havensociety.com Fax: Failure to return this form will result in no further communication regarding this Request for Proposal, this includes all addenda correspondence Name of Business: Address: Contact Name: Phone: Fax: I have received a copy of the above noted Request for Proposal. Yes, I will be responding to this Request for Proposal. No, I will not be responding to this Request for Proposal I understand that if I do not submit a response, this will not affect our Company s status as a potential supplier in the future. I also understand that if I do not return this form our company will not receive any further notices with regard to this Request for Proposal. Signature Title Date

3 Haven Society Page 3 TABLE OF CONTENTS TITLE PAGE...1 INTENT TO SUBMIT PROPOSAL...2 A. INTENT...4 B. DEFINITIONS AND ADMINISTRATIVE REQUIREMENTS DEFINITIONS PROPOSED SCHEDULE TERM ACCEPTANCE OF PROPOSALS CHANGES TO PROPOSALS PROPOSAL VALIDITY PROPONENTS EXPENSES OWNERSHIP OF PROPOSALS AND FREEDOM OF INFORMATION CONFIDENTIALITY OF INFORMATION PROPOSAL SUBMISSION ENQUIRIES ADDENDA DISCLAIMER EVALUATION AND SELECTION CRITERIA SIGNED PROPOSALS... 8 C. AGREEMENT NOTICE AND AGREEMENT EXTENSIONS INSURANCE REGISTRATION WITH WORKERS COMPENSATION BOARD... 9 D. PROPOSAL FORM ADDENDA #1 Hardware and Software. Average service usage for 2012.

4 Haven Society Page 4 A. INTENT Haven Society invites proposals from qualified Information Technology Services businesses for the provision of IT services for Haven Society starting with the year ending March 31, 2013 through to March 31, The proposal will provide a Plan which outlines the ongoing assessment and maintenance of equipment and the provision of support services, at specific levels of support and at an agreed upon cost. B. DEFINITIONS AND ADMINISTRATIVE REQUIREMENTS 1.0 DEFINITIONS Throughout this Request for Proposal, the following definitions apply: IT Services Provider means the successful Proponent to this Request for Proposal IT Services means all Information Technology Services as outlined in detail below. Must, shall or mandatory means a requirement that must be met in order for the proposal to receive consideration Proponent means an individual or a business that submits, or intends to submit, a proposal in response to this Request for Proposal Proposal means a submission in response to this Request for Proposal RFP means Request for Proposal Services means the works requested to be performed as per this RFP Should or may means a requirement having a significant degree of importance to the objectives of the Request for Proposal 2.0 PROPOSED SCHEDULE The anticipated schedule for the Request for Proposals IT Services is as follows: Release date for RFP February 7, 2013 RFP closing date and time February 28, :00 PM Review of proposals March 1-14, 2013 Notice of successful proponent March 15, 2013 Service Agreement March 31, 2013

5 Haven Society Page TERM The Term of the proposed engagement will be for a period of two (2) years starting with services for the years ending March 31, 2013 through March 31, ACCEPTANCE OF PROPOSALS Haven Society reserves the right to reject any and all Proposals for any reason or to accept any Proposal in whole or in part on the basis of the Proposals received which Haven Society, in its sole unrestricted discretion, deems to be the best value for Haven Society. The lowest or any proposal may not necessarily be accepted. Proposals will be assessed in light of the evaluation criteria and Haven Society is under no obligation to receive further information, whether written or oral, from any Proponent. Haven Society reserves the right to enter into negotiations with one or more Proponents concerning the terms and conditions of the Services to be provided, and expressly reserves the right through such negotiations to request changes, alterations, additions or deletions from the terms of any Proposals received. Proponents acknowledge Haven Society rights under this clause and absolutely waive any right of action against Haven Society for Haven Society failure to accept their Proposals whether such right of action arises in contract, negligence, bad faith or any other cause of action. The acceptance of any Proposal is subject to approval by the Executive Director of Haven Society having authority to accept the proposal and funds being legally available to complete this transaction. The successful proponent will be notified on March 15, 2013 by Haven Society and the Service Agreement to commence on April 1, CHANGES TO PROPOSALS By submission of a written request only, to the Executive Director, a Proponent may amend or withdraw its Proposal prior to the Closing date and time. Amendments will be accepted in a sealed package and must be clearly marked as such and received prior to the Closing. The most recent dated submission by the same Proponent will be the submission considered. 6.0 PROPOSAL VALIDITY Upon Closing, all Proposals must remain open for acceptance for at least thirty (30) days. 7.0 PROPONENTS EXPENSES Proponents are solely responsible for their own expenses in preparing a proposal. If Haven Society elects to reject all proposals, Haven Society will not be liable to any Proponent for any claims for costs or damages incurred by the Proponent in preparing the proposal, loss of anticipated profit in connection with a final agreement, costs for returning unopened proposals, or any matter whatsoever. 8.0 OWNERSHIP OF PROPOSALS AND FREEDOM OF INFORMATION All documents, including Proposals, submitted to Haven Society become the property of Haven Society. Each Proposal should clearly identify any information that is considered to be confidential or proprietary information. Haven Society reserves the right to make extra copies for utilization during the evaluation process only.

6 Haven Society Page 6 Haven Society is subject to the provisions of the Freedom of Information and Protection of Privacy Act. As a result Haven Society cannot guarantee that any such information provided to Haven Society will remain confidential if a request for access is made under the Freedom of Information and Protection of Privacy Act. 9.0 CONFIDENTIALITY OF INFORMATION This document, or any portion thereof, may not be used for any purpose other than the submission of Proposals. Information pertaining to Haven Society obtained by the Proponent as a result of participation in this process is confidential and must not be disclosed without written authorization from Haven Society PROPOSAL SUBMISSION Three copies of the Proposal must be submitted in a sealed package with the name and address of the Proponent and the title Proposal Professional IT Services clearly marked on the outside. Proposals must be submitted together with one (1) paper copy of the completed, signed and dated Proposal Form provided herein, and must be received no later than 3:00pm Pacific Time on Thursday, February 28, 2013 at the following location: Haven Society PO Box Island Hwy Nanaimo, BC V9T 6N4 For Courier or drop off services provide to Reception desk, Hours 9:30 am 4:00 pm Electronic submissions can be sent to theresa@havensociety.com Facsimile submissions will not be accepted. Proposals that are improperly signed, unsealed, conditional, illegible, obscure, contain arithmetical errors or irregularities of any kind may, at the discretion of Haven Society, be declared disqualified. Late proposals will not be accepted and will be returned to the Proponent unopened at the Proponent s expense. Proponents shall be solely responsible for the delivery of their Proposals in the manner and time prescribed. All submissions must be delivered according to the instructions herein, and Haven Society will accept no responsibility for documents delivered to other Haven Society facilities and, at the discretion of Haven Society may be declared disqualified ENQUIRIES All enquiries related to this RFP are to be received by 3 p.m. three days before the stated closing date and are to be directed, in writing or by , to: Theresa Gerritsen, Human Resources and Business Manager PO Box Nanaimo BC, V9T 6N4, theresa@havensociety.com Information obtained from any other source is not official and should not be relied upon.

7 Haven Society Page 7 Prior to closing time, Proponents must not establish contact with anyone inside Haven Society, regarding this Request for Proposal, other than the representative identified above, without that representative s permission ADDENDA Addenda may be issued during the Proposal period in response to queries received. Haven Society reserves the right to share, with all proponents, all questions and answers related to this proposal. Addenda, if issued, will be in electronic format to all Proponents who have received RFP packages and notified Haven Society through Intent to Submit Proposal Form their interest in the RFP. All addenda must be considered and acknowledged when responding to this RFP. Verbal answers are binding only when confirmed by written addenda DISCLAIMER The information contained in this RFP is supplied solely as a guideline for Proponents and is not guaranteed or warranted by Haven Society to be accurate, nor is it necessarily comprehensive or exhaustive. Each Proponent is responsible to review and understand the terms and conditions of this RFP, and the Scope of Services being requested. Haven Society will not be responsible for any loss, damage or expense incurred by a Proponent as a result of any inaccuracy or incompleteness in this RFP, or as a result of any misunderstanding or misinterpretation of the terms of this RFP on the part of any Proponent EVALUATION AND SELECTION CRITERIA Proposals will be evaluated by Haven Society according to the following criteria. The intent of Haven Society is to engage with the Proponent who has the highest overall ranking offering the best value to Haven Society. Mandatory Criteria Proposal Form completed and signed by a person authorized to bind the Proponent to statements made in the submission. Proponents must meet the qualifications requirements of the RFP Sealed package containing three copies of the proposal and one signed Proposal Form. Proposal must be received at the closing location by the specified Closing date and time Point-Rated Criteria Capability of Proponent and Capacity Proponent s experience and expertise in providing IT services in organizations of similar size and technology systems. Qualifications and availability of proposed IT team and other firm resources to carry out the work and meet commitments. Organizational capacity to meet service demands, methods for resolution of customer service concerns. Availability of specialized services that may be necessary for efficient 35 operations of the society s information systems at outlined and competitive rates. Ability to demonstrate understanding of the nature of the services provided by Haven Society. Demonstration of commitment to providing reasonable annual continuity of experienced and qualified personnel. Ability to provide consistency of service between personnel.

8 Haven Society Page 8 Proposed IT Service plan Service plan to include support and maintenance of computers, servers, printers and networking equipment, including hardware and software from data and Internet providers. Maintain an inventory of hardware and software and provide regular status reports, regarding age, capacity, and costing for sustainable replacement or updating. Includes an outlined method for service requests such as help desk services and onsite services as appropriate, and with response times outlined related to priority level. After hours support to be available with outlined terms for cost (if additional expected) and response times. Has a method to report service usage, services provided and tracking of service requests on a monthly basis. Services to include resolution of problems, set up of s and new equipment, and new/ exiting employee transitions. An outline and schedule of maintenance for computers, printers, and server. Review of protected status and updates for all computers and server. Provide contractor services for webhosting/ s and server host, provide advice, costing, liason and support for system structuring, installation, maintenance of sub-agreements. Ongoing tracking and advice related to equipment, software and other technology advances. Willing to provide advice and support for development, replacement, overview of user accounts, and capacity of overall system. Provide input into process to promote overall business efficiency related to information technology, including wireless technology. Maintain periodic onsite presence within agency. Price The proposed Cost will be firm, for the two year term, quoted in Canadian funds exclusive of taxes which is to include: Annual service plan fee, through monthly installments (with outlined services included in price) Outlined administrative costs, and costs for server, adsl service and other related costs. Value added services bundled with the IT service plan Extra billing practices SIGNED PROPOSALS The person(s) authorized to sign on behalf of the Proponent and to bind the Proponent to statements made in response to this RFP must sign the Proposal Form. Unsigned proposals will not be considered for evaluation and will be disqualified. C. AGREEMENT 1.0 NOTICE AND AGREEMENT Notice in writing to the successful Proponent of the approval of its Proposal will occur on March 15, A Service Plan Agreement will set out the terms as agreed for the period of April 1st, 2013 to March 31st, The awarding of a contract will not permit the successful Proponent to advertise the relationship with Haven Society without Haven Society s prior authorization.

9 Haven Society Page EXTENSIONS The Service Plan Agreement may be extended by agreement of both parties with or without amendment in services or price. Notice of interest to extend the agreement should occur three months prior to the end date of the Service Plan Agreement. 3.0 INSURANCE The IT Services provider shall maintain liability insurance and any other appropriate insurances, specifically named for the services, and be able to attend onsite as required with coverage provided through the business of the IT Services provider. The IT Services provider shall be in compliance with appropriate Business standards. 4.0 REGISTRATION WITH WORKERS COMPENSATION BOARD The IT Services provider will be registered with WorkSafe BC, in which case WorkSafeBC coverage must be maintained for the duration of the engagement. The IT Services provider is in compliance with Workers Compensation Act of British Columbia.

10 Haven Society Page 10 D. PROPOSAL FORM Name of Business: Address: REQUEST FOR PROPOSAL PROFESSIONAL INFORMATION TECHNOLOGY SERVICES CLOSING DATE AND TIME: 3:00 PM PACIFIC TIME ON THURSDAY FEBRUARY 28, 2013 One copy of this form must be signed and submitted with the proposal. Contact Name: Phone: Fax: SUMMARY OF PROPOSED FEES (DETAILS TO BE INCLUDED IN PROPOSAL) (ALL TAXES EXCLUDED) Haven Society IT Services Plan Services and Maintenance Subcontract costs Admin costs Total Additional costs Year ending 2014 $ $ $ $ $ Year ending 2015 $ $ $ $ $ The undersigned confirms that their submission is in response to the Request for Proposal for IT Services and the Proponent acknowledges receipt of Addenda # through Addenda #. (if any) The Proponent confirms that their firm is independent of Haven Society and that there is no conflict of interest related to the services requested in this Request for Proposal. Authorized Signature Date Name and Title