NO. 1070 - 0708/512 REQUEST FOR QUOTE including specifications for DESKTOP PC At Burnaby, BC Direct all inquiries to: Sy Mishra Email: email@example.com 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 Information Meeting: Time: N/A Date: N/A Place: 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 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. TO: British Columbia Housing Management Commission, 601 – 4555 Kingsway Burnaby, BC V5H 4V8 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 Proponent. 5. Direct all Sy Mishra Inquiries Email: firstname.lastname@example.org to: D:\Docstoc\Working\pdf\b08f6ebc-0013-4449-8265-a2d62a55142e.doc 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 D:\Docstoc\Working\pdf\b08f6ebc-0013-4449-8265-a2d62a55142e.doc RFQ #1070-0708/512 4 SECTION I – INSTRUCTIONS TO PROPONENTS 1.0 REQUEST FOR QUOTE SUMMARY Purpose: . 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. RFQ Terminology: 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 successful Proponent. 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 the Consultant. General: 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 D:\Docstoc\Working\pdf\b08f6ebc-0013-4449-8265-a2d62a55142e.doc 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 Home Office 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 D:\Docstoc\Working\pdf\b08f6ebc-0013-4449-8265-a2d62a55142e.doc 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 Housing Commission. 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 term. 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 Submission. D:\Docstoc\Working\pdf\b08f6ebc-0013-4449-8265-a2d62a55142e.doc 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 returned unopened. 7.0 CLARIFICATION 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 this document. QUOTE INQUIRIES: Sy Mishra, Procurement Manager BC Housing Commission Email: firstname.lastname@example.org 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 time. 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 Quote: .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 considered invalid; .3 Where there is a discrepancy, written amounts shall take precedence over figure amounts. D:\Docstoc\Working\pdf\b08f6ebc-0013-4449-8265-a2d62a55142e.doc 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 indicated. .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 and • 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. 11.0 TAXES .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. D:\Docstoc\Working\pdf\b08f6ebc-0013-4449-8265-a2d62a55142e.doc 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 Proponent. 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. 15.0 COMPLIANCE .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 D:\Docstoc\Working\pdf\b08f6ebc-0013-4449-8265-a2d62a55142e.doc RFQ #1070-0708/512 10 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 Quotes received. 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 the Proponents. 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. D:\Docstoc\Working\pdf\b08f6ebc-0013-4449-8265-a2d62a55142e.doc 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. 2.0 REVIEW 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. 5.0 RECORDS .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 D:\Docstoc\Working\pdf\b08f6ebc-0013-4449-8265-a2d62a55142e.doc 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 to FIPPA. .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 D:\Docstoc\Working\pdf\b08f6ebc-0013-4449-8265-a2d62a55142e.doc 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 Commission: (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 provide services; • distribution of promotional material while performing the Services for BC Housing Commission. D:\Docstoc\Working\pdf\b08f6ebc-0013-4449-8265-a2d62a55142e.doc 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 conflict. 10.0 INDEMNITY 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. 11.0 TERMINATION .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 Agreement. 12.0 SECURITY 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. 13.0 INSURANCE 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 required hereunder. D:\Docstoc\Working\pdf\b08f6ebc-0013-4449-8265-a2d62a55142e.doc 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 www.bchousing.org. 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’ satisfaction, • Manage our financial integrity with low total cost of ownership, and • Minimize risk and improve stability within our PC management life cycle. D:\Docstoc\Working\pdf\b08f6ebc-0013-4449-8265-a2d62a55142e.doc RFQ #1070-0708/512 16 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. Specifications: 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 refresh forecast. 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. D:\Docstoc\Working\pdf\b08f6ebc-0013-4449-8265-a2d62a55142e.doc RFQ #1070-0708/512 17 5.0 WARRANTY .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 services. .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 sales support. .1.6 Describe any Internet Web site(s), if any, which are available to BC Housing Commission for sales and customer support information. D:\Docstoc\Working\pdf\b08f6ebc-0013-4449-8265-a2d62a55142e.doc 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, if any, .2.3 Describe all reports that are available to BC Housing Commission related to technical support. .3 Training: 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. D:\Docstoc\Working\pdf\b08f6ebc-0013-4449-8265-a2d62a55142e.doc 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. 9.0 COST .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% Cost 75% D:\Docstoc\Working\pdf\b08f6ebc-0013-4449-8265-a2d62a55142e.doc 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. D:\Docstoc\Working\pdf\b08f6ebc-0013-4449-8265-a2d62a55142e.doc RFQ #1070-0708/512 21 SECTION VI – QUOTE FORM RFQ # 1070-0708/512 (BC HOUSING COMMISSION) 601 – 4555 KINGSWAY, BURNABY, BC V5H 4V8 Company Name 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. ADDENDA 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 follows: I/We acknowledge receipt of the following applicable Addenda to the Request for Quote: ADDENDUM: DATE OF ADDENDUM FROM TO PAGES 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: Signature: Title: 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 rejected. 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.
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