NO. 1070 - 0708/512
REQUEST FOR QUOTE
including specifications for
Direct all inquiries to:
RFQ #1070-0708/512 2
SUMMARY OF KEY INFORMATION
1. Request for This RFQ contains six sections:
QuoteContent: Section I – Instruction to Proponents.
Section II – General Terms and Conditions.
Section III – Specifications and Requirements
Section IV – Evaluation Criteria and Process
Section V – Response
Section VI – Quote Form
2. Mandatory A mandatory information meeting will not be held
Meeting: Time: N/A Date: N/A
3. Deliver Submissions Deliver four (3) hard copies and one (1) copy on CD of the Quote, and seal in an
to: envelope, noting on the envelope the Proponent's name and address, the RFQ
number and the closing date and time. No oral (by telephone or otherwise) or
written unsealed Quote(s) (by telegraph, facsimile, or otherwise) will be accepted
for the original submission. All submissions must be received not later than
Closing Time, which will be the time shown on BC Housing's clock. All Quotes
must be properly signed, dated and sealed. Where a Proponent is a corporation,
have the Quotes signed with the legal name of the corporation followed by the
legal signature and capacity of an officer authorized to bind the corporation into
the Contract. Where a Proponent is a partnership, have the Quote form signed by
the general partner or the partner with the authority to bind all partners. Where the
Proponent is a sole proprietor, have the Quote signed by the proprietor and
Quotes that are unsigned, improperly signed or sealed, conditional, illegible,
obscure, contain arithmetical errors, erasures, alterations, or irregularities of any
kind may be declared informal and rejected.
TO: British Columbia Housing Management Commission,
601 – 4555 Kingsway
4. Closing Time: 2:00 p.m., Local Time, Dec 31, 2007
Late Quote submissions will not be accepted and will be returned unopened to the
5. Direct all Sy Mishra
Inquiries Email: firstname.lastname@example.org
RFQ #1070-0708/512 3
TABLE OF CONTENTS
SECTION I – INSTRUCTIONS TO PROPONENTS .............................. 4
SECTION II – GENERAL TERMS AND CONDITIONS .................... 11
SECTION III – SPECIFICATIONS AND REQUIREMENTS ............. 15
SECTION IV – EVALUATION CRITERIA AND PROCESS ............. 19
SECTION V – RESPONSE REQUIREMENTS ..................................... 20
SECTION VI – QUOTE FORM RFQ # 1070-0708/512 ......................... 21
RFQ #1070-0708/512 4
SECTION I – INSTRUCTIONS TO PROPONENTS
1.0 REQUEST FOR QUOTE SUMMARY
This section defines the quote preparation and submission procedures that are to be
followed by all Proponents. Proponents are cautioned to carefully read and follow the
procedures required by this Quote, as any deviation from these requirements may be
cause for rejection.
Throughout this RFQ, terminology is used as follows:
Request for Quote(RFQ): An invitation to Proponents to offer a fixed price for
their goods and/or services for the purposes and requirements specified.
Quote: The written response of a Proponent to this RFQ
Proponent: The company and/or individual submitting a Quote under the terms and
conditions of this RFQ
Vendor, Supplier or Contractor: These terms are synonymous and refer to the
Contract: The legally executed agreement between the Proponent and BC Housing
“Shall,” “Mandatory” or “Required”: A requirement that shall be met in an
unaltered form in order for the Quote to receive consideration
“Should” or “Desirable”: A requirement having a significant degree of importance
to the objectives of the RFQ
Owner: (from CCDC 2 – 1994)
The Owner is the person or entity identified as such in the Agreement. The
term Owner means the Owner or the Owner’s authorized agent or
representative as designated to the Contractor in writing, but does not include
Desktop PC suppliers (herein referred to as Proponents) are invited to respond to the
Request for Quote (RFQ) for “business class” desktop personal computers. The purpose
of this RFQ is to select a primary proponent with proven capability, skills and experience
to manage and supply desktop PC as outlined in Section III Specifications and
Requirements, in a cost effective manner to the BC Housing Commission. The term of
the contract will be for one hundred and sixty PC’s (160) deliverable in lots of forty (40)
at the discretion of BC Housing.
Proponents should also adhere to open standards and best practice capabilities.
BC Housing Commission’s aim is to improve on existing best practices for acquisition,
deployment and support. We are looking to reduce costs throughout the PC lifecycle,
resulting in a lower total cost of ownership. BC Housing Commission will work with the
RFQ #1070-0708/512 5
successful Proponent to understand and accurately capture cost reductions enabled
through improved management processes and technologies.
BC Housing Commission is committed to partnering in a collaborative relationship over
the long term, where trust and an open-book approach to pricing are expected, and where
problem resolution is performed jointly.
2.0 QUOTE CLOSING AND DELIVERY INSTRUCTIONS
2.1 Closing Date: Quotes shall be received by:
2:00 p.m., Local Time, December 31, 2007
and submitted to:
British Columbia Housing Management Commission
601 – 4555 Kingsway,
Burnaby, BC V5H 4V8
Deliver four (3) hardcopies and one (1) copy on CD of the Quote, and seal in an
envelope, noting on the envelope the Proponent's name and address, the RFQ number
and the closing date and time. No oral (by telephone or otherwise) or written
unsealed Quotes) (by telegraph, facsimile, or otherwise) will be accepted for the
original submission. All submissions must be received not later than Closing Time,
which will be the time shown on BC Housing's clock. All Quotes must be properly
signed, dated and sealed. Where a Proponent is a corporation, have the Quotes
signed with the legal name of the corporation followed by the legal signature and
capacity of an officer authorized to bind the corporation into the Contract. Where a
Proponent is a partnership, have the Quote; form signed by the general partner or the
partner with the authority to bind all partners. Where the Proponent is a sole
proprietor, have the Quote signed by the proprietor and witnessed.
Quotes that are unsigned, improperly signed or sealed, conditional, illegible,
obscure, contain arithmetical errors, erasures, alterations, or irregularities of any kind
may be declared informal and rejected.
2.2 Late Submissions: Late Quote submissions shall not be accepted and shall be
returned, unopened, to the Proponent.
3.0 SUBMISSION FORMAT
Proponents are requested to complete and return all the following by Quote closing time:
• BC Housing Commission Quote Form contained in Section VI of this RFQ and
• RFQ Response Requirements
• Any appendices, if requested
RFQ #1070-0708/512 6
Proponents are not required to return sections containing the general and specific terms and
conditions of this RFQ as applicable.
4.0 SUBMISSION CONDITIONS
It is the Proponents’ responsibility to ensure that they have received a complete set of
documents as listed by the page numbers. By submitting a Quote, the Proponents verify
that they have received a complete set of Quote documents including any and all addenda.
Any additions and/or deletions after Quote closing time will not be accepted by BC
Proponents have the sole responsibility to allow sufficient time for the delivery of their
Quotes by closing date and time as per BC Housing Commission Security/Corporate and
Health Care Purchasing time clock (Pacific Time). Quotes received after Quote closing
time will be returned to the Proponent unopened.
Quotes will be opened privately after the Quote closing time.
BC Housing Commission is subject to the Freedom of Information and Protection of
Privacy Act (FIPPA) and as such all submissions to this RFQ will become the property of
BC Housing Commission and as such will be held in confidence by BC Housing
Commission subject to the FIPPA disclosure provisions. Any clauses in a document
received in response to this procurement process which purports to limit BC Housing
Commission’s obligations under FIPPA will be considered void and severable from the
response. By answering this RFQ the Proponent will be deemed to have accepted this
Except as provided in the Withdrawal of Quotes clause, Quotes shall be irrevocable and
shall remain open for acceptance by BC Housing Commission for a period of ninety (90)
calendar days after the Quote closing date
5.0 REQUESTS FOR ELECTRONIC COPY OF RFQ
It is the responsibility of the Proponents who retrieve or download this RFQ document from the
BC BID website (www.bcbid.gov.bc.ca/open.dll/welcome) or BC Housing website
(www.bchousing.org), to ensure they monitor these sites for any addendum to the RFQ document
issued up to and including the closing date.
For requests of electronic copies of this Request for Quote, please contact Sy Mishra at
email@example.com and provide the appropriate RFQ number, your name, phone number
and email address.
Proponents who have obtained the RFQ electronically must not alter any portion of the
document, with the exception of adding the information requested. To do so will invalidate the
RFQ #1070-0708/512 7
6.0 WITHDRAWAL OF QUOTES
The Proponent may withdraw its Quote at any time prior to the Quote closing time by
submitting a written withdrawal letter. Proponents are requested to submit the letter to the
appropriate Purchasing Officer of BC Housing Commission Purchasing and the Quote will be
Any questions related to the Quote must be directed to the Purchasing Officer whose name
appears below. The Proponents shall not contact or ask questions of the BC Housing
Commission department for which the contract is being procured, unless so directed elsewhere in
QUOTE INQUIRIES: Sy Mishra, Procurement Manager
BC Housing Commission
The Proponent is requested to submit in writing by email to the above address any questions
regarding the specifications, discrepancies, omissions or any apparent ambiguities to the
attention of BC Housing Commission not less than three (1) working days before Quote closing
The question shall be reviewed, and where the information sought is not already clearly
indicated, BC Housing Commission shall issue an addendum to all Proponents which shall
become part of the contract documents.
Addenda are the only means of verifying, clarifying, or changing any of the information
contained in this Request for Quote. No employee or agent of BC Housing Commission, other
than a member of the Corporate and Health Care Purchasing is authorized to change the content
of this Quote and/or any addenda. It is requested that receipt of all addenda be acknowledged in
the space provided on the Quote Form.
BC Housing Commission will not grant requests for individual meetings in person with
Proponents to answer any questions before the closing deadline or before contract award, unless
otherwise indicated in this document.
8.0 INELIGIBILITY OF QUOTES
It is essential that your Quote thoroughly address and complete each requirement identified in the
.1 Incomplete Quotes may be declared "non-responsive";
.2 Quotes that are improperly signed, conditional, illegible, obscure, or contain
arithmetical errors, erasures, alterations, or irregularities of any kind may be
.3 Where there is a discrepancy, written amounts shall take precedence over figure
RFQ #1070-0708/512 8
.4 BC Housing Commission considers there is a real or potential conflict of interest
between it and any contractor involved in breach of contract litigation with BC
Housing Commission and any contractor involved in such litigation is ineligible to
submit a bid.
9.0 QUOTE SIGNING
It is requested that the BC Housing Commission Quote Form contained in Section VI be
executed by a principal duly authorized to bind contracts on behalf of the company. It is
requested that the Proponent’s legal name and the capacity in which the signing officer acts be
against the signature. Quote forms that do not contain an authorized signature may be rejected.
10.0 CONTRACT DOCUMENTS
.1 Proponents are requested to identify Quotes with the designated Quote number as
.2 The following list of documents and any other documents that may be incorporated
by agreement of the parties shall comprise the contract documents, which are
collectively referred to in this Request for Quote:
• the General Terms and Conditions and Specific Terms and Conditions appearing
as part of this document;
• the Specifications appearing as part of this document;
• the Quote Form and RFQ Response, as submitted by the Proponent;
• the BC Housing Commission’s standard form of contract; and/or purchase order
• any addenda issued prior to the closing of the RFQ
.3 BC Housing Commission assumes the Proponents acceptance of the general and
specific terms and conditions unless the response clearly indicates otherwise. BC
Housing Commission reserves the right to negotiate, accept or reject Proponents
changes to the general and the specific terms and conditions.
.4 Where the terms and conditions of the BC Housing Commission’s standard form of
contract conflict with those of any other contract document, the terms and conditions
of the BC Housing Commission’s standard form of contract will prevail.
.1 Provincial Sales Tax (“PST”): BC Housing Commission is subject to the PST
where applicable. Quote net pricing is not to include PST.
.2 G.S.T. Certification Clause: The goods and/or services ordered/purchased hereby
are for the use of, and are being purchased by, BC Housing Commission and are
therefore not subject to the Goods and Services Tax.
RFQ #1070-0708/512 9
12.0 QUOTE COSTS
All costs incurred in the preparation and delivery of Quotes, are the responsibility of the
Proponent and are not chargeable to BC Housing Commission.
13.0 LIMITATION OF DAMAGES
The Proponent, by submitting a Quote, agrees that it will not claim damages in excess of an
amount equivalent to the reasonable costs incurred by the Proponent in preparing its Quote for
matters relating to the agreement or in respect of the competitive process, and the Proponent, by
submitting a Quote, waives any claim for loss of profits if no agreement is made with the
14.0 LIABILITY FOR ERRORS
While BC Housing Commission has made considerable efforts to ensure an accurate
representation of information in this RFQ, the information contained in this RFQ is supplied
solely as a guideline for Proponents and is not necessarily comprehensive or exhaustive. Nothing
in this RFQ is intended to relieve Proponents from forming their own opinions and conclusions
in respect of the matters addressed in the RFQ.
.1 Proponents agree to comply with all laws and regulations affecting this Quote
document in any manner and agree to take further steps as may be necessary to effect
such compliance. All laws and regulations required to be incorporated in contracts of
this character are hereby incorporated by inference.
.2 Please note that Quote documents are subject to the Freedom of Information and
Protection of Privacy Act and may be subject to disclosure under that Act.
16.0 ASSESSMENT REGISTRATION
If under the Workers Compensation Act of British Columbia, your firm as an employer must be
registered with Workers Compensation Board as a condition of contract award, the firm shall be
registered and in good standing with Workers Compensation Board.
17.0 ENTIRE AGREEMENT
The Proponent may be requested to sign an agreement with BC Housing Commission as set out
in the Contract Documents section of this document. That agreement, together with the
documents referenced in the Contract Documents section of this document shall be known as the
Contract, and will constitute the entire agreement between the parties and supersede all prior
verbal negotiations and representations.
18.0 ACCEPTANCE OF QUOTE
.1 BC Housing Commission is not bound to award to any Proponent or to the lowest
priced qualified Proponent. The awarding of the RFQ (if any) will be made upon all
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the evaluation criteria disclosed in this RFQ and shall be in the owner's sole
discretion, based upon the best overall value to BC Housing Commission.
.2 This Quote is subject to BC Housing Commission Executive approval and funding.
Should all Quotes exceed the BC Housing Commission’s set budget or not receive
approval, BC Housing Commission reserves the right not to accept any Quotes.
.3 BC Housing Commission considers there is a real or potential conflict of interest
between it and any contractor involved in breach of contract litigation with BC
Housing Commission and any contractor involved in such litigation is ineligible to
have its bid accepted.
.4 The right is reserved, as the interests of BC Housing Commission may require, to
reject any or all Quotes or to waive any minor irregularity or non-compliant issues in
19.0 NEGOTIATION PRIVILEGE
It is the intent of BC Housing Commission to ensure BC Housing Commission has the flexibility
it needs to arrive at a mutually agreeable final contract. Negotiations may be held with the first
potential Proponent including, but not limited to, matters such as:
• Price adjustments;
• Minor changes to scope of work;
• Contract details;
• Contract payment details; and
• Service requirements.
It is not the intent of BC Housing Commission to allow for new or significantly altered Quotes.
If a written contract cannot be negotiated with the first potential Proponent, BC Housing
Commission may terminate negotiations with that Proponent and negotiate a contract agreement
with another Proponent selected as the next potential Proponent according to the evaluation
procedure, or may choose to terminate the RFQ process and not enter into a contract with any of
BC Housing Commission shall not be obligated to any Proponent in any manner until a written
contract has been duly executed.
20.0 AWARD OF QUOTE
Proponents are invited to visit the “BC Housing Commission website” (www.bchousing.org –
reference Bid Opportunities, Bid status and contract awards) to determine the status (Open,
Closed, Awarded) of this Request for Quote.
BC Housing Commission Supply Chain will notify the successful Proponent(s) and may issue a
BC Housing Commission Contract or purchase order.
RFQ #1070-0708/512 11
SECTION II – GENERAL TERMS AND CONDITIONS
These Terms and Conditions will normally form part of any contract entered into with a
successful Proponent as a result of this RFQ process.
1.0 GOVERNING LAW / JURISDICTION
This RFQ shall be governed by and construed in accordance with the laws of the Province of
British Columbia which shall be deemed to be the proper law hereof and in so doing the Courts
of British Columbia shall have exclusive jurisdiction to determine all disputes and claims arising
out of or in any way connected with this RFQ.
BC Housing Commission shall perform a regular review of the relationship to ensure service is
satisfactory. If any deficiencies in service or support are encountered, BC Housing Commission
has the option of terminating this relationship at any time. The judgment as to those deficiencies
is at the sole discretion of BC Housing Commission.
3.0 PAYMENT TERMS
BC Housing Commission’s payment terms are net thirty (30) days of the invoice date.
4.0 RIGHT OF SET-OFF
If, under this Agreement, or any document delivered under this Agreement, BC Housing
Commission becomes obligated or liable to pay any money to the successful Proponent, that sum
may at the election of BC Housing Commission, and without limiting or waiving any right or
remedy against the successful Proponent, hereunder be set-off against and applied to any
amounts which are due and owing by the successful Proponent to BC Housing Commission
pursuant to the Workers Compensation Act, until that amount has been completely set-off.
.1 The Contractor shall maintain all records and books concerning the Services provided
and fees invoiced by the Contractor under this Agreement.
.2 The Contractor shall maintain all records and books, together with all relevant
documents and materials, for the duration of this Agreement, including any and all
renewals of this Agreement, for seven (7) years following the completion or
termination of this Agreement.
.3 When requested by the BC Housing Commission, the Contractor shall make available
all books and records, together with the supporting or underlying documents and
materials, to the BC Housing Commission for inspection, audit, or reproduction by its
employees and/or subcontractors or authorized representatives, during normal business
RFQ #1070-0708/512 12
hours at the Contractor’s office or place of business. The Contractor shall not charge
any fee for the cost of reproduction of records required under this Agreement.
.4 BC Housing Commission may, at any time during the Term of this Agreement, audit
all the Contractor’s accounting records and books concerning Services provided under
this Agreement, including any and all documents and other materials, in whatever form
they may be kept, upon which the accounting records and invoices are based.
.5 Upon receipt of a request from the BC Housing Commission, the Contractor shall,
within two (2) business days, give the BC Housing Commission full access to the
Contractor’s complete file pursuant to this Agreement.
6.0 INDEPENDENT CONTRACTOR
.1 The successful Proponent is an independent Contractor and neither the successful
Proponent, nor their directors, officers, employees, servants or agents are the directors,
officers, employees, servants or agents of BC Housing Commission.
.2 The successful Proponent shall not, in any manner whatsoever, commit BC Housing
Commission to the payment of any money to any person, firm or corporation.
.3 BC Housing Commission may, from time to time, give such instructions as it considers
necessary to the successful Proponent in connection with the provision of the Services.
The successful Proponent shall comply with these instructions, but the successful
Proponent will not be subject to the control of BC Housing Commission with respect to
the manner in which such instructions are carried out except in regard to general BC
Housing Commission standards, policies and guidelines.
7.0 CONFIDENTIALITY AND FREEDOM OF INFORMATION
.1 Information, includes “record” and “personal information” as defined in B.C. Freedom
of Information and Protection of Privacy Act (FIPPA). Any Information supplied by
the successful Proponent to BC Housing Commission and any Information supplied by
BC Housing Commission to the successful Proponent under this Agreement is subject
.2 The successful Proponent shall comply with and will treat as confidential, and except
insofar as such publication, release or disclosure is necessary to enable the successful
Proponent to fulfill its obligations under this Agreement will not, without the prior
written consent of BC Housing Commission, publish, release or disclose or permit to
be published, released or disclosed, any Information supplied to, obtained by, or which
comes to the knowledge of the successful Proponent as a result of this Agreement
except as required by law. In such instances, the successful Proponent shall advise BC
Housing Commission prior to disclosing the information. The successful Proponent
further agrees, the collection, use, storage, access and disposal of the Information shall
be in compliance with the FIPPA and in particular with Part 3 of FIPPA. The
confidentiality requirement is not avoided by removing references to names or other
identifying Information. Any violation of this confidentiality requirement or any breach
of any relevant privacy legislation constitutes a fundamental breach of this Agreement
and gives rise to an immediate right on the part of BC Housing Commission to
RFQ #1070-0708/512 13
terminate this Agreement and may result in BC Housing Commission taking legal
action against the successful Proponent. The decision to terminate this Agreement or to
seek an alternative remedy shall be in the sole discretion of BC Housing Commission.
When any Information is no longer required by the successful Proponent to carry out
the Agreement or as required by law it shall be returned to BC Housing Commission or
destroyed in accordance with the standards set by FIPPA.
.3 The successful Proponent will allow BC Housing Commission to disclose Information
in accordance with FIPPA. If disclosure of any portion of any Information may cause
harm to the successful Proponent, the successful Proponent must provide details of the
harm in accordance with section 21 of the FIPPA.
.4 Any Information or records retained by the successful Proponent should be securely
stored and measures must be in place to restrict access to authorized personnel only.
Measures should be taken to protect information and records from fire, flood, natural
disaster, criminal activity or unauthorized access to systems and data.
.5 All employees of the successful Proponent working on the contract will be informed of
and understand the privacy standards set by FIPPA. The successful Proponent shall
identify an employee who is responsible for ensuring compliance with the privacy
standards set by FIPPA.
8.0 ASSIGNMENT AND SUB-CONTRACTING
The successful Proponent shall not, without the prior written approval of BC Housing
(a) assign, either directly or indirectly, this Contract or any right of the successful
Proponent under this Contract; or
(b) sub-contract any obligation of the successful Proponent under this Contract.
9.0 CONFLICT OF INTEREST
.1 The successful Proponent shall ensure that the Services are provided to BC Housing
Commission without any conflict of interest. Examples of conflict of interest include,
but are not limited to:
• a personal relationship between any officer, director, employee, servant or agent of
the successful Proponent and any other person which results in work being
awarded to the successful Proponent;
• any officer, director, employee, servant or agent of the successful Proponent
approaching BC Housing Commission personnel, other than as required for
performance of the Services, to in any way promote the business of the successful
Proponent or otherwise solicit requests for Services;
• the retention of BC Housing Commission employees and/or subcontractors to
• distribution of promotional material while performing the Services for BC Housing
RFQ #1070-0708/512 14
.2 Where the successful Proponent recognizes or perceives a conflict of interest, the
successful Proponent shall provide written notice to BC Housing Commission of the
The successful Proponent shall indemnify and save harmless BC Housing Commission from
and against all claims, demands, losses, damages, costs and expenses made against or
incurred, suffered or sustained by BC Housing Commission at any time where the same are
based upon or arise out of anything tortuously done or omitted to be done by the successful
Proponent or the Designated Employee.
.1 TERMINATION FOR CAUSE:
BC Housing Commission reserves the right to cancel all or any part of this Agreement
if the successful Proponent fails to deliver the Services in accordance with the terms of
this Agreement to the satisfaction of BC Housing Commission. Such cancellation shall
be in writing and may be without notice and shall not result in any penalty or other
charges to BC Housing Commission.
.2 TERMINATION FOR CONVENIENCE:
In addition to the remedy provided in any other clause within the Agreement, BC
Housing Commission may, at its option, terminate this Agreement at any time during
the Term, and, if such option is exercised, then this Agreement will terminate fourteen
(14) days after the date such written notice is received or deemed received, by the
successful Proponent and BC Housing Commission will be under no further obligation
to the successful Proponent, except to pay to the successful Proponent such amount as
the successful Proponent may be entitled to receive, pursuant to Payment for the
Services provided to the date of termination. Such termination will not result in any
penalty to BC Housing Commission, unless otherwise agreed to and as specified in this
When using BC Housing Commission premises, the successful Proponent shall comply, and
shall take all reasonable steps to ensure that the Designated Employee complies, with all
security requirements in effect for those premises.
During the Term, the successful Proponent is required to maintain Comprehensive General
Liability insurance in the minimum amount of not less than $2,000,000.00 per occurrence.
The successful Proponent shall provide, at the request of BC Housing Commission,
documentation satisfactory to BC Housing Commission evidencing the insurance coverage
RFQ #1070-0708/512 15
14.0 COMPLIANCE WITH HEALTH AND SAFETY REGULATIONS
In providing the Services and at all times when the successful Proponent’s employees are on
BC Housing Commission premises, the successful Proponent shall comply, and shall ensure
that its’ employees comply, with the Workers Compensation Act and Occupational Health &
Safety Regulation or other regulations, standards or codes acceptable to BC Housing
Commission (the "Regulation"). The successful Proponent shall arrange for its employee to
meet with the BC Housing Commission manager in the location where its employee will
work to review all applicable health and safety regulations, including the safety and
emergency evacuation procedures.
15.0 STANDARDS OF CONDUCT
.1 The successful Proponent shall perform all Services in a professional manner
satisfactory to BC Housing Commission, in accordance with the industry codes and/or
professional standards as applicable.
.2 BC Housing Commission has a Standards of Conduct Policy and a Personal
Harassment Policy. The successful Proponent and all employees, servants, agents
and/or subcontractors shall familiarize themselves with these and conduct themselves
accordingly. The two (2) policies will be provided upon request and are available for
viewing under “Purchasing Policies and Terms; Bid Opportunities” at
16.0 FORCE MAJEURE
Neither party will be liable for any failure or delay to perform that party's obligations
resulting from any cause beyond that party's reasonable control, including but not limited to
fires, explosions, floods, strikes, work stoppages or slow downs or other industrial disputes,
accidents, riots or civil disturbances, acts of civil or military authorities, inability to obtain
any license or consent necessary in respect of use with any telecommunications facilities, or
delays caused by carriers, suppliers or material shortages.
SECTION III – SPECIFICATIONS AND REQUIREMENTS
1.0 BACKGROUND INFORMATION
Our objectives are to:
• Offer best-in-class products to our customers,
• Work with the successful proponent to enhance BC Housing Commission customers’
• Manage our financial integrity with low total cost of ownership, and
• Minimize risk and improve stability within our PC management life cycle.
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2.0 DESKTOP PC REQUIREMENTS
BC Housing Commission’s minimum hardware requirement exceeds the minimum
requirements set forth by Microsoft for its operating systems. BC Housing Commission’s
current standard is outlined below. The proposed desktop PC must meet the stated minimum
requirements or better.
BC Housing Commission is currently committed to a three (3) year lease lifecycle for
computer hardware. However, BC Housing Commission recognizes that hardware technology
is in constant flux and is therefore committed to revising these standards on a regular basis.
BC Housing Commission has one (1) configuration: Standard for the majority of clients.
All PC’s must be imaged prior to delivery, BC Housing will provide image and will
QC and sign off on image.
PC Model #: HP Compaq rp5700 Small Form Factor part # GK850AA
3.0 QUALITY ASSURANCE PROGRAM
.1 Is your product life cycle, from product development to delivering the finished product
to the final destination, ISO certified? If yes, please provide details.
.2 Describe a recent quality control issue and how it was addressed.
4.0 PRODUCT DELIVERY
1 Delivery Schedule:
4 deliveries of 40 PC’s
Delivery 1: 40 PC’s February 2008
Delivery 2: TBD
Delivery 3: TBD
Delivery 4: TBD
BC Housing Commission may require new PCs that are not part of the standard
2 Delivery to BC Housing Commission:
There may be times when the Proponent will be required to ship desktop PC directly
to BC Housing Commission.
Please state whether you will be able to do so and whether BC Housing Commission
has to bear any freight cost for direct delivery.
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.1 Provide details of your standard warranty that comes with your proposed desktop
PC, i.e., length of warranty, parts and labour, on-site or depot, service levels and etc.
.2 If the standard warranty is less than three (3) years, state the cost to upgrade to a
three (3) year warranty term.
.3 Provide details of any extended warranty/maintenance options and its associated
services levels. Include detailed cost breakdown for these services.
6.0 SUPPORT SERVICES
The successful Proponent(s) is expected to work closely with Information Services (IS),
Financial Services and Supply Chain and Contract Services (SCCS) at BC Housing
Commission. IS is responsible for setting hardware and software technical standards,
coordinating on-site service support and managing deployment services. Financial Services is
responsible for financial issues relating to leasing and SCCS is responsible for procurement,
proponent relationship management and contract management.
.1 Sales Support Services:
.1.1 Provide detailed information on your sales support services, i.e., name and
contact information for the dedicated account manager and inside sales
support team, hours of operations and office locations. Outline the roles and
responsibility of the dedicated account manager and the inside sales support
team, response time and escalation procedures.
.1.2 For the dedicated account manager, please include a summary of his/her
qualification and experience with the proposed desktop PCs and related sales
.1.3 Dedicated account managers of the short listed Proponent(s) will be required
to meet with BC Housing Commission evaluation team. If the account
manager is determined as not being a good fit resulting from the interview,
BC Housing Commission reserves the right to ask for a replacement. The
replacement will be required to meet with BC Housing Commission
evaluation team to determine his/her suitability. Please provide information
on any contingency plan in place to replace an account manager.
.1.4 Describe the processes in place to provide ongoing product updates and
strategic planning (road maps, briefing sessions etc.).
.1.5 Describe all reports that are available to BC Housing Commission related to
.1.6 Describe any Internet Web site(s), if any, which are available to BC Housing
Commission for sales and customer support information.
RFQ #1070-0708/512 18
.1.7 Describe any published Web Services capabilities that BC Housing
Commission’s management systems can communicate with. BC Housing
Commission base acquisition management system is Peregrine.
.2 Technical Support Services:
.2.1 Provide details of your technical support services, i.e., dedicated technical
support contact for BC Housing Commission, support services, hours of
operations and office locations. Include response time and resolution time
with the associated severity levels, and escalation procedures.
.2.2 Provide details of any additional technical support options available and cost,
.2.3 Describe all reports that are available to BC Housing Commission related to
BC Housing Commission expects the successful Proponent(s) to provide
comprehensive product training to BC Housing Commission technical staff, especially
prior to new technology release and deployment at BC Housing Commission.
.3.1 Describe any initial training and start up services to assist in the transition if
awarded the contract; include information such as duration of training,
training site, number of trainees per session and etc.
.3.2 Describe any ongoing training programs available to BC Housing
Commission’s technical staff; include information such as duration of
training, training site, number of trainees per session and etc.
7.0 DESKTOP MANAGEMENT
BC Housing Commission uses Microsoft’s Systems Management Server (SMS) as a
management infrastructure tool to remotely manage client devices connected to the LAN.
.1 Provide details of all available tools and applications that can, integrate into BC
Housing Commission’s desktop management infrastructure. If these tools and
applications are not an integral part of your proposed desktop PC, provide detail cost
breakdown for each tool and applications.
.2 Does your proposed desktop PC have built-in smart technology to allow BC Housing
Commission to input asset-tracking information and send an alert to BC Housing
Commission desktop administrator if and when a desktop is moved from one
location to another? If yes, provide details and associated cost, if any.
.3 Provide details of any security features, such as physical- software management -
remote access, that come with your proposed desktop PC.
.4 BC Housing Commission is interested in implementing Predictive Failure Analysis
to its desktop PC’s. Describe tools, products and services that would make a
contribution to this project and associated cost, if any.
RFQ #1070-0708/512 19
8.0 IMAGING SERVICES
BC Housing Commission has one (1) image for the standard configuration and the supplier
must image all new PCs at their location prior to delivering to BC Housing Commission.
.1 State whether you can provide imaging services prior to delivery and a mechanism in
place to allow BC Housing Commission to update the image when required. If yes,
state all costs associated for this service.
.2 BC Housing Commission is open to alternatives that may improve the efficiency and
cost effectiveness of the imaging process. Proponents may propose alternatives that
will assist BC Housing Commission in achieving this objective. State all costs, if
any, associated with these alternatives.
.1 Please provide a Canadian current fixed price for each proposed desktop PC.
.2 State the percentage uplift based on the total component cost stated above that will
be used for all desktop PC during the term of the contract. Include a sliding scale
discount based on volume provided.
.3 BC Housing Commission is looking for an auditable pricing model. Provide details
which will enable an ongoing audit of the proposed pricing model(s).
10.0 VALUE ADDED SERVICES
.1 Provide details of any functionality, products, services or upgrades that are not part
of the RFQ requirements and at no cost but are of real value to BC Housing
Commission. For example: free unit with every one hundred (100) purchased, supply
of hot swap units, etc.
SECTION IV – EVALUATION CRITERIA AND PROCESS
Company profile, qualifications, resources, capabilities, experience and environmental 5%
responsibility of the Proponent.
Support Services 10%
Desktop Management & Imaging Services 10%
RFQ #1070-0708/512 20
SECTION V – RESPONSE REQUIREMENTS
Proponents’ Quotes should address all the requirements stated in Section III. Proponents are
reminded to provide clear and concise responses to each of the requirements.
Please confirm to the following format when constructing your response to this RFQ and ensure
your response is in the same order as the information requested for each section:
Section 1 – Executive Summary
Provide a short, one or two page summary highlighting the strengths of your Quote.
Section 2 – Company Profile and Experience
Section 3 – Desktop PC Requirements
Section 4 – Quality Assurance Program
Section 5 –Product Delivery
Section 6 –Warranty
Section 7 – Support Services
Section 8– Desktop Management
Section 9 – Imaging Services
Section 10 – Cost
Provide a summary of all the costs associated with your Quote.
Section 11 - Value Added Services
Section 12 – References (See Appendix A)
Section 13 – Additional Information
Proponent may include any additional information such as brochures and literature
in this Section.
RFQ #1070-0708/512 21
SECTION VI – QUOTE FORM RFQ # 1070-0708/512
(BC HOUSING COMMISSION)
601 – 4555 KINGSWAY, BURNABY, BC V5H 4V8
I/We hereby offer to furnish all goods and/or services outlined in the attached Quote and to enter into a
contract at the stated prices and fulfill the other requirements of the contract documents. Prices stated are
in Canadian funds. No person, firm, or corporation other than undersigned has any interest in this Quote
or in the proposed contract for which this Quote is made.
Where information is sought and is not already clearly indicated in the RFQ document, BC Housing
Commission may issue an Addendum. It is requested that receipt of any addenda be acknowledged as
I/We acknowledge receipt of the following applicable Addenda to the Request for Quote:
ADDENDUM: DATE OF ADDENDUM FROM TO PAGES
Addendum No. 1
Addendum No. 2
Authorized signing officer:____________________________________________________________
Legal / Business Name:
Other names under which your Company operates under:
Address: Telephone Number:
City, Province, Postal Code: Fax Number:
Print Name: Date:
BC Housing Commission Registration Number:
RFQ #1070-0708/512 22
It is requested that this Quote Form be executed by a principal duly authorized to bind contracts on behalf
of the company. It is requested that the Proponent’s legal name and the capacity in which the signing
officer acts be against the signature. Quote forms that do not contain an authorized signature may be
Any clauses in a document received in response to this procurement process which purports to limit BC
Housing Commission’s obligations under FIPPA will be considered void and severable from the response.
By answering this RFQ the Proponent will be deemed, to have accepted this term.