ocio.1617 · ocio.1617.003 managed service provider for it/im services page 1 1 introduction 1.1...

Request for Proposal OCIO.1617.003 Provision of Professional Services Only Managed Service Provider for Information Technology and Information Management Services Office of the Chief Information Officer Government of Newfoundland and Labrador

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RFP INFORMATION SHEET

Request For Proposal (RFP) – Professional Services

RFP Title: Managed Service Provider for Information Technology and Information Management Services

RFP #: OCIO.1617.003 Issue Date: May 13, 2016

Questions Deadline: June 3, 2016, 4:00 PM NST Closing Date and Time: June 15, 2016, 4:00 PM NST

Expected Dates for Reference Checks:

June-July 2016 All Proposals must remain valid and open for acceptance until:

April 1, 2017

Mandatory Vendor Information Session: May 24, 2016, 11:00 AM NST Registration Deadline: May 24, 2016, 9:00 AM NST

Proposal Label

Government Purchasing Agency 30 Strawberry Marsh Road St. John’s, Newfoundland and Labrador Canada A1B 4R4 Managed Service Provider for Information Technology and Information Management Services OCIO.1617.003 Closing Date and Time: June 15, 2016, 4:00 PM NST Proponent Name Proponent Address

Enquiries and Communication

All enquiries and Communication must be made through e-mail to: [email protected]

Please reference “Managed Service Provider for Information Technology and Information Management Services - OCIO.1617.003” in subject line.

In the interest of sustainability, the OCIO publishes RFPs formatted to be printed in duplex and encourages Proponents to refrain from using binders, binding, plastic covers, etc. when submitting a Proposal.

mailto:[email protected]

TABLE OF CONTENTS

1 Introduction 1

1.1 INTENT ...................................................................................................................................................................... 1

1.2 GENERAL DEFINITIONS.............................................................................................................................................. 1

2 OCIO Environment 3

2.1 GENERAL .................................................................................................................................................................. 3

2.2 PROPONENT CHARACTERISTICS ............................................................................................................................... 3

2.3 SERVICES REQUIRED UNDER THIS RFP.................................................................................................................... 3

2.4 LOCATION ................................................................................................................................................................. 4

3 Instructions to Proponents 5

3.1 MANDATORY VENDOR INFORMATION SESSION ..................................................................................................... 5

3.2 REFERENCE CHECKS ................................................................................................................................................ 5

3.3 PROPOSAL SUBMISSION ........................................................................................................................................... 5

3.4 INQUIRIES AND COMMUNICATION ............................................................................................................................... 6

3.5 PROPOSAL CONTENT ................................................................................................................................................ 7

3.6 PROPOSAL ACCEPTANCE .......................................................................................................................................... 7

3.7 TYPE OF AGREEMENT ............................................................................................................................................... 7

3.8 DISCLOSURE AND CONFIDENTIALITY OF PROPOSALS ................................................................................................ 8

3.9 GENERAL TERMS AND CONDITIONS .......................................................................................................................... 8

4 Evaluation Process 10

4.1 EVALUATION COMMITTEE ........................................................................................................................................ 10

4.2 EVALUATION MECHANISMS ..................................................................................................................................... 10

4.3 EVALUATION PROCESS OVERVIEW ......................................................................................................................... 11

5 Appendices 12

APPENDIX 1 – SUPPLIER ROLES AND DESCRIPTIONS ........................................................................................................ 13

APPENDIX 2 – REQUIRED PROPOSAL FORMAT .................................................................................................................. 26

APPENDIX 3 – STANDARD OCIO/SUCCESSFUL VENDOR AGREEMENT .............................................................................. 28

APPENDIX 4 – TERMS OF USE AGREEMENT ...................................................................................................................... 29

6 Schedules 31

SCHEDULE A – CHECKLIST OF MANDATORY CRITERIA ..................................................................................................... 32

SCHEDULE B1 – PROPONENT PROFILE (NOT SCORED) .................................................................................................... 33

SCHEDULE B2 – MANAGED SERVICE PROVIDER SERVICES (20%) ................................................................................... 34

SCHEDULE B3 – MANAGED SERVICE PROVIDER SYSTEM AND PROCESSES (20%) ........................................................... 36

SCHEDULE B4 – ADMINISTRATIVE (20%) .......................................................................................................................... 38

SCHEDULE B5 – IMPLEMENTATION AND TRANSITION (10%) ............................................................................................. 41

SCHEDULE B6 – REFERENCES .......................................................................................................................................... 42

SCHEDULE C – CHANGES PROPONENT WILL REQUIRE TO STANDARD OCIO AGREEMENT .............................................. 44

SCHEDULE D – FINANCIAL PROPOSAL (30%) ................................................................................................................... 45

Government of Newfoundland and Labrador Office of the Chief Information Officer

OCIO.1617.003 Managed Service Provider for IT/IM Services Page 1

1 INTRODUCTION

1.1 INTENT

The Government of Newfoundland and Labrador (Government) is seeking an innovative approach that provides an opportunity for the best value for Information Technology and Information Management (IT/IM) expenditures and at the same time expands its pool of IT professionals within the local market. The purpose of this Request for Proposals (RFP) is to procure a Managed Service Provider (MSP) to serve as a broker between IT/IM service Suppliers and the Office of the Chief Information Officer (OCIO). This approach has been used successfully in other Canadian jurisdictions, many American states and the private sector. Using an MSP to facilitate the sourcing and staffing process has proven to be an efficient, cost effective, and fair approach for the IT/IM buyer and seller community, driving growth. Processes will be put into place so that the OCIO receives the best possible resources at the best possible price, to ensure appropriate market rates are paid for IT/IM resources and that resources are utilized to their full potential. This should drive competition and should enable small companies to have greater access to OCIO work.

The MSP will begin providing IT/IM resources to the OCIO on or before April 1, 2017 (Service Provisioning Date). Therefore, the MSP will need to establish operations well in advance of that date. Thus, an Agreement will need to be signed Fall-Winter, 2016 (Agreement Effective Date). It is expected that this Agreement will end on March 31, 2020 but may be extended at the sole discretion of Government for up to two (2) additional years.

The OCIO’s 2015-16 professional services expenditures to the current Vendors of Record were approximately $13.8 million. Government cannot commit to future expenditure levels.

Not all outsourced work will be offered through the MSP. The OCIO reserves the right to use other Vendors, issuing separate RFPs as necessary, particularly for larger projects.

The successful Proponent to this RFP will not be eligible to provide IT/IM services brokered through the MSP arrangement due to the potential for conflict of interest.

NOTE: The Province encourages greater collaboration and the identification of strategic procurement opportunities between all public sector bodies. While the OCIO will be the primary public body availing of these services, any agency, board or commission engaged in providing a public service in Newfoundland and Labrador may wish to enter into their own Agreement with the successful Proponent for services and rates similar to those referenced in this RFP.

1.2 GENERAL DEFINITIONS

Term Definition

Agreement The successful Proponent will be required to enter into an Agreement with the OCIO in form and content substantially similar to Appendix 3 of this RFP.

Agreement Effective Date

Lead time will be required to establish a resource inventory, set up resource management system, transition from current providers, and train OCIO staff, etc. It is estimated that the Agreement Effective Date will be Fall-Winter, 2016.

Assignment Work offered by the OCIO via the MSP to a Supplier.

Best and Final Offer (BAFO)

At its discretion, the Evaluation Committee may request Best and Final Offers from the highest ranked Proponent(s) if additional information is necessary in order to make a final decision. The BAFO process would enable the highest ranked Proponent(s) to alter their Proposals if necessary to accommodate additional information requested by the Evaluation Committee. NOTE:



Term Definition

Proponents may not request the opportunity to submit a Best and Final Offer.

Client Government of Newfoundland and Labrador departments and agencies, boards and commissions supported by the Office of the Chief Information Officer. Suppliers awarded work, would be required to work directly with the OCIO as well as these departments, agencies, boards and commissions.

Closing Date and Time

Date and time on which Proposals under this RFP are due and must be received as specified herein

GIS Geographic Information System

Government Government of Newfoundland and Labrador

GPA Government Purchasing Agency, Government of Newfoundland and Labrador

IM Information Management

Intern Resource with less than two (2) years’ experience in the role for which they are being proposed.

IT Information Technology

Level 1 In general, resources meeting Level 1 requirements will have two (2) to seven (7) years’ relevant experience (excluding work terms) in the role for which they are being proposed.

Level 2 In general, resources meeting Level 2 requirements will have more than seven (7) years’ relevant experience (excluding work terms) in the role for which they are being proposed.

Managed Service Provider (or MSP)

The successful Proponent to this RFP will manage the sourcing and staffing of select contracted IT/IM work for the OCIO.

NST Newfoundland Standard Time

OCIO Office of the Chief Information Officer

Proponent An MSP vendor which submits a Proposal in response to this RFP.

Proposal Documents prepared by the Proponent in response to this RFP. It may also include any additional information submitted by the Proponent throughout the competition period.

Province Province of Newfoundland and Labrador

Resultant Agreement The final contract between the OCIO and Proponent embodying all contract documents, terms, conditions and obligations.

RFP Request for Proposals

Service Provisioning Date

The MSP must be in a position to provide IT/IM resources to Government on or before April 1, 2017.

SLA Service Level Agreement

Supplier A company or individual who registers with the successful Proponent for this RFP and supplies IT/IM resources to the OCIO through the MSP.



2 OCIO ENVIRONMENT

2.1 GENERAL

The OCIO provides for the operation of the Government’s computer systems and infrastructure, the planning, development and implementation of new Information Technology (IT) initiatives and the coordination of IT and Information Management (IM) for Government. The OCIO has a mandate to work collaboratively with the private IT industry to maximize business opportunities while meeting the IT/IM needs of Government. Further information on the OCIO can be found in our Annual Reports and Business Plans at http://www.ocio.gov.nl.ca/ocio/publications/.

The OCIO website (http://www.ocio.gov.nl.ca/) contains a wealth of information regarding OCIO standards and practices in the following areas: Information Management and Protection, Technology Standards and Resources, and Project Management Office.

2.2 PROPONENT CHARACTERISTICS

In order to meet the objectives of this RFP and enable the OCIO to engage Suppliers in a highly effective and efficient manner, the Proponent should be able to demonstrate:

Leadership in contract supplier recruitment, selection and placement;

A proven track record of service delivery to organizations similar to the OCIO;

A proven track record of managing a multi-supplier MSP model;

A proactive and adaptable approach to providing MSP services;

Supportive MSP workflow with a comprehensive automated system; and

An ability to add value beyond the requirements specified in this RFP.

2.3 SERVICES REQUIRED UNDER THIS RFP

The OCIO’s business objectives for obtaining the services of an MSP are to:

Enable a larger pool of high calibre Suppliers to be available to Government for IT/IM work;

Obtain resources at market rates from IT/IM Suppliers;

Obtain Supplier performance management services and reporting; and

Obtain Supplier oversight (e.g. ensure Suppliers are in good standing, have appropriate registrations,

security clearances, certifications and insurance).

The MSP will act as an intermediary between IT/IM Suppliers and Government and will be responsible for:

following procurement laws and policies as defined by the Province, applicable trade agreements and

Canadian law;

registering and maintaining an inventory of available IT/IM resources;

performing periodic (annual at a minimum) market scans to ensure the OCIO is paying fair market

prices;

negotiating on behalf of the OCIO to ensure it is receiving the best price for IT/IM resources;

in consultation with the OCIO, developing and maintaining a rate card (see Appendix 1 for roles most

often used by the OCIO);

accepting OCIO requests for IT/IM resource needs and for project teams;

http://www.ocio.gov.nl.ca/ocio/publications/

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performing initial interviews, verifying skills and work experience of candidates and identifying

qualified personnel to the OCIO;

on behalf of the OCIO, facilitating the execution of a standard IT Services Agreement between the

MSP and IT/IM Supplier on their first Assignment to the OCIO;

collecting and retaining confidentiality agreements, certificates of conduct and terms of use forms as

applicable from IT resources and providing same to Government on request;

providing timesheets for approval;

providing one consolidated invoice tailored to OCIO specifications;

providing an electronic file of invoice details for upload to Government system(s);

managing payment to the IT/IM Suppliers;

providing periodic statistical and expenditure reports and supporting electronic data;

providing the OCIO with access to the MSP’s resource management system, as required;

responding to and managing issues between the OCIO and IT/IM Suppliers;

managing exceptions such as disagreements over hours worked without holding up consolidated

invoicing and payment;

providing comprehensive recording and reporting on Supplier performance;

identifying industry trends for IT/IM resourcing and working with the OCIO to forecast Supplier

requirements;

providing recommendations on service improvements and potential future cost savings;

at MSP cost, meeting with OCIO vendor management personnel, minimally on a quarterly basis; and

at MSP cost, meeting with OCIO Executive, minimally on a semi-annual basis (meeting in person at

OCIO Offices at least once per annum).

2.4 LOCATION

Supplier resources will work closely with the Client which will normally be situated in the Province. Most deployments will be in the St. John’s area but could occasionally occur in other parts of the Province.



3 INSTRUCTIONS TO PROPONENTS

All conditions will be strictly enforced.

3.1 MANDATORY VENDOR INFORMATION SESSION

3.1.1 A Vendor Information Session will be held at the OCIO at 40 Higgins Line in St. John’s, Newfoundland as specified on the RFP Information Sheet. Topics will include: Review of the RFP and Process, Review of previously submitted Vendor Questions and Answers, and a question and answer period.

3.1.2 Vendor attendance is mandatory (in person or via teleconference) to be eligible to submit a Proposal.

3.1.3 Proponents must register via [email protected] no later than the registration deadline on the RFP Information Sheet. Registration must include

all appropriate contact information for the firm;

how many people will be attending on behalf of the firm; and

how your participants will be attending, in person or via teleconference.

3.2 REFERENCE CHECKS

The OCIO will conduct reference checks on shortlisted Proponents in the timeframe listed on the RFP Information Sheet. Proponents must contact the individuals/ organizations that they are using for references and confirm that they will be available and willing to participate in a telephone reference call during that timeframe. Government reserves the right to contact other references not specified in the Proposal.

3.3 PROPOSAL SUBMISSION

3.3.1 The entire content of the Proposal should be submitted in the hard copies provided. The content of web sites, white papers, or other external documents referred to in the Proposal will not be considered to form part of the Proposal. Proponents may offer additional information that may be of interest to the OCIO in the form of addenda or attachments to the main Proposal. However, anything the Proponent relies upon to contribute to the score allocated should appear in the main Proposal, in the format required and it should be clear which requirement is being addressed.

The Proponent must submit two (2) separate Proposal Packages:

The first Proposal Package must contain six (6) hard copies and one (1) searchable electronic copy

(Adobe Acrobat Format) of the complete Proponent’s Proposal except for Schedule D/ D1 – Financial

Proposal.

The second Proposal Package must contain six (6) hard copies and one (1) searchable electronic copy

(Adobe Acrobat Format) of Schedule D/ D1 – Financial Proposal.

PLEASE NOTE: A scanned PDF is not searchable.

3.3.2 Facsimile or electronic-only Proposals are not acceptable and will not be considered.

3.3.3 The OCIO’s Information Services Centre reserves the right to print copies of the Proposal from the electronic copy provided by the Proponent in whole or in part, if needed for additional evaluators.




3.3.4 Proposal packages must be received in full no later than 4:00 PM NST on or before the Closing Date specified on the RFP Information Sheet. Proposals received after that time shall not be considered and shall be returned. PLEASE NOTE: Delivery to the island of Newfoundland by courier may take longer than expected. Proponent is advised to allow plenty of time for delivery.

The Proposal must be delivered to the Government Purchasing Agency (GPA) at the following address:

Government Purchasing Agency 30 Strawberry Marsh Road St. John’s, Newfoundland and Labrador Canada, A1B 4R4

3.3.5 Proposals must be signed by an authorized representative of the Proponent. Unsigned Proposals shall not be considered and will be returned.

3.3.6 Proponents may request a Microsoft Word copy of the RFP by e-mail at: [email protected].

3.3.7 All Proposals must remain valid and open for acceptance up until the date referenced on the RFP Information Sheet.

3.3.8 Proponents are solely responsible, and without recourse to Government or the OCIO, for any expenses they incur in preparing and submitting a Proposal and for their participation in the RFP process including, but not limited to, attending on-site discovery and demo-orals sessions and providing any additional information that may be requested by the Evaluation Committee. The Province and the OCIO shall not defray nor be liable for any expenses incurred by Proponents in responding to this RFP.

3.3.9 All compliant Proposals and accompanying documentation submitted prior to the Closing Time are considered the property of the OCIO and will not be returned.

3.4 INQUIRIES AND COMMUNICATION

3.4.1 All inquiries and other communications with respect to this RFP are to be directed ONLY to the e-mail address: [email protected].

3.4.2 Written enquiries and requests for clarification will be accepted up to 4:00 PM NST on or before the questions deadline date as specified on the RFP Information Sheet. Inquiries and requests for clarification received after this date, including inquiries received after the RFP Closing Date, will not be addressed.

3.4.3 Verbal information or representations shall not be binding upon Government or the OCIO. Only changes, alterations, modifications or clarifications approved by the OCIO in writing are binding. In order to be valid, all such changes, alterations, modifications or clarifications shall be issued in the form of addenda and all such addenda shall become part of this RFP.

3.4.4 All addenda that have been issued in relation to this RFP will be available on the Government Procurement website at www.gpa.gov.nl.ca/availabletenders.stm, or by contacting the Government Purchasing Agency. Proponents are responsible for ensuring that they have received all addenda pertaining to this RFP and shall be deemed to have received same through their submission of a Proposal in response to this call.

3.4.5 Information pertaining to the OCIO obtained by the Proponent as a result of its participation in relation to this RFP is confidential and must not be disclosed by the Proponent except as authorized by the OCIO.

3.4.6 At any time during the evaluation period, the OCIO may contact the Proponent respecting its Proposal. No changes by the Proponent, other than in accordance with this RFP, will be permitted after the RFP Closing Time, but the OCIO may request clarification at its discretion.



http://www.gpa.gov.nl.ca/availabletenders.stm



3.5 PROPOSAL CONTENT

3.5.1 Proponents are to follow the format laid out in Appendix 2 – Required Proposal Format.

3.5.2 ALL PROPOSALS MUST ADDRESS THE CONTENT OF THE RFP. Compliant Proposals are those that clearly demonstrate a thorough understanding of the RFP and its stated requirements and criteria. Responses must specifically address the requirements and criteria as specified throughout this RFP document.

3.5.3 The OCIO is not obligated to complete a review of a poorly prepared Proposal. Such Proposals cause significant disruptions to the evaluation process. A Proposal risks being judged incomplete and may be disqualified if:

instructions are not adhered to,

it does not contain sufficient detail,

the hard copies do not contain all the information required to attribute a score,

criteria are not clearly addressed in the format required,

diagrams and page numbers are absent, or

there are frequent redirections.

IMPORTANT NOTE:

With this RFP Package the OCIO has endeavoured to provide as much information as possible to enable Proponents to understand OCIO needs and our environment. The onus is on the Proponent to review all material, to attend the information session and to submit questions for greater clarity. Where there are uncertainties Proponents should submit questions rather than make assumptions.

3.6 PROPOSAL ACCEPTANCE

3.6.1 Government reserves to itself the unfettered right to reject any or all Proposals to this RFP and is not bound to accept the highest ranking or any Proposal. Government may elect to cancel this RFP at any time with or without cause and no liability shall accrue to Government as a result of the exercise of its discretion in this regard.

3.6.2 The successful Proposal will form part of any Resultant Agreement by attachment and incorporation by reference. Claims made in the Proposal will constitute contractual commitments. Any provision in the Proposal may be included in the Resultant Agreement as a direct provision thereof.

3.6.3 If Government decides to accept a Proposal, it will accept the Proposal that is judged the best overall when evaluated in accordance with the stated criteria. Government shall give written notice of its decision. Should Government decide not to accept any Proposal, all Proponents will be given written notice of such decision.

3.7 TYPE OF AGREEMENT

3.7.1 Successful Proponents will be required to enter into an Agreement with the OCIO in form and content substantially similar to Appendix 3 of this RFP. A Proponent who submits conditions, options, variations or contingent statements to the terms set out in Appendix 3, either as part of its Proposal or after receiving notice of selection, may be disqualified. Any Proponent that requests changes, either as part of its Proposal or after receiving notice of selection, that would, in the sole discretion of the OCIO, cause an Agreement not to be in form and content substantially similar to Appendix 3, may be disqualified. Without limiting the generality of the foregoing, such changes would include, but are not limited to, any changes that in the sole discretion of the OCIO may:



Have a material impact on the Proponent’s cost of supplying the Services and/or Deliverables;

Have a material impact on the allocation of risk and benefit between Government and the Proponent

as provided for in Appendix 3;

Have a material impact on the standard of performance required of the Proponent in respect of the

Services and/or Deliverables; or

Result in unfairness to the other Proponents.

Notwithstanding the above, the successful Proponent may request changes to the standard OCIO Agreement by completing Schedule C of this RFP. Such change requests will be reviewed by the OCIO in consultation with the successful Proponent.

3.7.2 By submitting a Proposal, a Proponent is deemed to confirm that it has prepared its Proposal with reference to all of the provisions of Appendix 3, and has factored all of the provisions into its pricing assumptions, calculations and the proposed costs.

3.8 DISCLOSURE AND CONFIDENTIALITY OF PROPOSALS

3.8.1 Documents and other records in the custody of or under the control of the OCIO or its representatives shall be subject to the Access to Information and Protection of Privacy Act, 2015 SNL2015 CHAPTER A-1.2 (‘ATIPPA’) http://www.assembly.nl.ca/Legislation/sr/statutes/a01-2.htm/.

3.8.2 Notwithstanding the OCIO’s intent to treat all Proposals as confidential, Proponents should be aware that any business information provided as part of the Proposal must meet all parts of the 3‐part harms test for non‐disclosure as stated in section 39 of the ATIPPA for that information to be exempt from disclosure in the event of an ATIPP Request to the Government of Newfoundland and Labrador. Section 39 of the Act is a mandatory exception to disclosure that requires redaction of any information meeting its 3‐part harms test for disclosure deemed harmful to the business interests of a third party. However, in order to sever information under section 39, all 3 parts of the harms test must be met. Proponents are encouraged to review this and other related sections of the ATIPPA when submitting Proposals.

3.8.3 In this engagement, the Proponent will have access to confidential information, which may include personal information, received from Government and may be storing, manipulating or accessing the confidential information on the Proponent’s own information technology assets. To emphasize the need for appropriate measures to ensure the confidentiality of such information, the successful Proponent will be required to sign a confidentiality agreement. Further, Government shall require that the successful Proponent advise Government of confidentiality obligations to which its personnel are subject. As well, in the event that the successful Proponent does not use information technology assets provided by Government but rather stores, manipulates or accesses confidential information on the Proponent’s own information technology assets, the successful Proponent will require individual resources to sign a document entitled “TERMS OF USE – Security of Government Information on Information Technology Assets of Contractors” attached as Appendix 4 or as agreed between the parties.

3.9 GENERAL TERMS AND CONDITIONS

3.9.1 This procurement opportunity is subject to the provisions of the Atlantic Procurement Agreement and the Agreement on Internal Trade. Information on these agreements may be obtained by visiting http://www.gpa.gov.nl.ca/.

3.9.2 In the event of any discrepancies between this RFP, the Proposal or the Agreement, the Agreement will govern, followed by the RFP and then by the Proposal.

http://www.assembly.nl.ca/Legislation/sr/statutes/a01-2.htm

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3.9.3 Proposals containing irregularities or errors of a non-material nature may be considered by the OCIO at its sole and absolute discretion.

3.9.4 If the Proponent is an extra-provincial corporation, the Proponent shall be required to be licensed to conduct business in its own jurisdiction. The successful Proponent may also be required to register in the Province of Newfoundland and Labrador in accordance with the Corporations Act.

3.9.5 Any Agreement resulting from this RFP shall be governed by the laws of the Province of Newfoundland and Labrador.

3.9.6 Personnel resources supplied by the Proponent may be required to obtain a Royal Newfoundland Constabulary Certificate of Conduct (http://www.rnc.gov.nl.ca/services/CertificateConduct.html) or an equivalent certificate from a police force in the Proponent’s jurisdiction and, for any inter-provincial Assignment respecting a project, a federal government security clearance.

3.9.7 The OCIO reserves the right to use contractors of its choosing to prepare technical specifications for the purpose of developing RFPs. The OCIO retains and has final authority over all RFP content.

3.9.8 The working language for all communications associated with this project shall be English. All Proponent members interacting with Government representatives are expected to be proficient in English. All deliverable documentation shall be in English.

3.9.9 The successful Proponent must be in compliance with all applicable legislative and regulatory requirements.

3.9.10 All costs quoted in the Financial Proposal must be in Canadian Dollars; all billing will be in Canadian Dollars.

http://www.rnc.gov.nl.ca/services/CertificateConduct.html



4 Evaluation Process

4.1 EVALUATION COMMITTEE

The Evaluation Committee may include such members of Government and any external advisors as are necessary to provide proper technical, legal and financial evaluation of the Proposals received.

4.2 EVALUATION MECHANISMS

The following table identifies the scores available for each section of the RFP.

Criteria Minimum

Score Maximum

Score Portion of Evaluation

Schedule B2 - Managed Service Provider Services 2,000 20%

Schedule B3 - Managed Service Provider System and Processes 2,000 20%

Schedule B4 - Administrative 2,000 20%

Schedule B5 - Implementation and Transition 1,000 10%

Cumulative Score 4,900 7,000 70%

Schedule D - Financial Proposal 3,000 30%

Total Score 10,000 100%

Schedules B2 through B5 will be scored using the following key:

Description Score

Proponent fully meets the criterion. 4

Proponent meets most of the criterion (more than half). 3

Proponent meets some of the criterion (half). 2

Proponent meets some of the criterion (less than half). 1

Proponent does NOT meet the criterion at all. 0



4.3 EVALUATION PROCESS OVERVIEW

The RFP evaluation process is a selection procedure. It will be finalized through completion of the following steps:

Proponents submit two Proposal Packages as described in section 3.3.

In Phase I, Proposal Package #1 is reviewed by the Evaluation Committee.

Schedule A - Checklist of Mandatory Criteria is reviewed to ensure Proposals are compliant.

Only Proposals which have successfully passed Phase I (achieved a minimum of 70% (4,900 points) of the 7,000 points available for Schedules B2-B5) will have their Proposal Package #2, Schedule D/ D1 – Financial Proposal reviewed.

The Evaluation Committee Chair may contact Proponents for clarification or to substantiate Proposal contents.

References are verified.

The OCIO reserves the right to invite shortlisted Proponents to present their Proposals to the evaluation team in a format to be determined by the OCIO. The OCIO will provide an agenda in advance.

The OCIO reserves the right to terminate a presentation that fails to observe the instructions provided, address the specific requirements or demonstrate appropriate functionality.

At its discretion, the Evaluation Committee may request Best and Final Offers (BAFO) from the highest ranked Proponent(s) if additional information is necessary in order to make a final decision. The BAFO process would enable the highest ranked Proponent(s) to alter their Proposals if necessary to accommodate additional information requested by the Evaluation Committee. NOTE: Proponents may not request the opportunity to submit a Best and Final Offer.

If BAFO is employed, the Evaluation Committee will send out the request for Best and Final Offers in a letter stating the areas to be covered and the date and time in which the altered response must be submitted.

Proposal scores may be adjusted in light of the new information received in the Best and Final Offer, clarifications received during the presentation and information captured during reference checks.

A final recommendation will then be made with respect to the Proponent that, in the opinion of the Evaluation Committee, best respond to RFP requirements.

Proponents are advised in writing of the acceptance or rejection of their Proposal.

An Agreement substantially similar to Appendix 3 shall be entered into with the recommended Proponent.



5 Appendices



APPENDIX 1 – SUPPLIER ROLES AND DESCRIPTIONS

This appendix describes the roles that the OCIO may require from Suppliers.

APPENDIX 1

ROLE DESCRIPTION

ANALYSTS

AN01: BUSINESS ANALYST

EXPERIENCE LEVELS SHOULD BE:

Level 1: 2-7 years of relevant experience in this role.

Level 2: 7+ years of relevant experience in this role. RESPONSIBILITIES COULD INCLUDE BUT ARE NOT LIMITED TO:

Develop and document statements of requirements for considered alternatives.

Perform business analyses of functional requirements to identify information, procedures, and decision flows.

Evaluate existing procedures and methods, identify and document items such as database content, structure, and application subsystems.

Develop data dictionary.

Define and document interfaces of manual to automated operations within application subsystems, to external systems, and between new and existing systems.

Identify candidate business processes for re-design, prototype potential solutions, provide trade-off information and suggest a recommended course of action. Identify the modifications to the automated processes.

Establish acceptance test criteria with Client.

Support and use the selected departmental methodologies.

AN02: ERP FUNCTIONAL / SYSTEM ANALYST




Develop and document ERP functional, business, technical, and/or system requirements specifications.

Develop and document screen, report and interface requirements.

Develop functional, business, and/or system interface or capability interaction.

Gather and analyze information to establish the functional needs of a system or project.

Translate ERP business requirements into systems design and specifications.

Analyze and recommend alternatives and options for solutions.

Design methods and procedures for computer systems, and sub-systems of larger systems.

Develop, test and implement small computer systems, and sub-systems of larger systems.

Document forms, manuals, programs, data files, and procedures.

Develop requirements, feasibility, cost, design, and specification documents for ERP systems.



APPENDIX 1

ROLE DESCRIPTION

Implement ERP systems to support projects, departments, organizations or businesses.

AN03: SYSTEMS ANALYST




Develop requirements, feasibility, cost, design, and specification documents for new or production systems.

Gather and analyse data for the conduct of studies to establish the technical and economic feasibility of proposed computer systems.

Analyze functional requirements to identify information, procedures and decisions flows and recommend alternatives for solutions.

Define and document interfaces of manual to automated operations within sub-systems, to external systems and between new and existing systems.

Define input/output sources including a detailed plan for technical design phase.

Define and document all systems components, their interfaces and operational environment.

Define data structures and files, sub-systems and modules, programs, batch, online, production monitoring procedures, testing strategy and systems.

Document systems design, concepts and facilities, present and obtain approval for detailed system design.

Translate business requirements into systems design and technical specifications.

Work with developers to model and produce functional prototype and an operational system including all forms, manuals programs, data files and procedures.

Implement systems to support projects, departments, organizations or businesses.

Create, update and maintain procedures and standards.

Maintain up-to-date business knowledge of standards, policies and processes.

Provide expert consultation in production system analysis, performance, scalability security and maintenance.

Analyze and coordinate data file conversions including completing mapping, interfaces, mock conversion work, enhancements, actual conversion and verify completeness and accuracy of converted data.

Work with importing / restructuring files and data from various sources and in diverse formats.

Contribute to the work breakdown structure and Project Plan. FOR (GEOGRAPHIC INFORMATION SYSTEM (GIS) SPECIFIC ROLES:

Provide advice on GIS and Remote Sensing technology and its application.

Design processes for performing earth observation image processing.

Analyse and process EO data.

Provide advice on GIS technology and its application.



APPENDIX 1

ROLE DESCRIPTION

Create, update, revise and document GIS data sets.

Work with developers to design and write GIS programs. FOR TEAM LEAD SPECIFIC ROLES:

Coordinate application enhancement requests including reviewing service requests for privacy and confidentiality impacts, conducting preliminary analysis and estimation, development in accordance with the system development life cycle, and final user testing and acceptance.

Act as Leader and mentor to a team of application support personnel.

In a senior supervisory capacity responsibilities would include performing work load management and monitoring to ensure optimal utilization of team resources; monitoring team resource level in relation to workload and advising Manager of required adjustments.

Ensure maintenance/creation of detailed system support documentation.

Analyze business processes and make recommendations to implement new or improved work flows following accepted methodologies such as ITIL.

Work with other branches and Clients to ensure production systems remain operational.

Facilitate sessions with Client representatives as required.

Establish a strong working relationship with Clients and interact effectively with all levels of Client personnel.

Provide Project Management and leadership to junior resources in modifying business applications in accordance with all applicable standards.

Responsible for the implementation of new business application systems, and requests for change and enhancements to existing business systems while ensuring that proper change and incident management processes and security assessment procedures are adhered to.

ARCHITECTS

AR01: APPLICATION ARCHITECT




Develop application architectures, frameworks and strategies, either for an organization or for a major application area, to meet the business and application requirements.

Define architecture to be used in web-based projects.

Identify the policies and requirements that drive out a particular solution.

Analyze and evaluate alternative technology solutions to meet business problems.

Ensure the integration of all aspects of technology solutions.

Monitor industry trends to ensure that solutions fit with government and industry directions for technology.



APPENDIX 1

ROLE DESCRIPTION

Analyze functional requirements to identify information, procedures and decision flows.

Evaluate existing procedures and methods, identify and document database content, structure, and application sub-systems, and develop data dictionary.

Define and document interfaces of manual to automated operations within application sub-systems, to external systems and between new and existing systems.

Define input/output sources, including detailed plan for technical design phase, and obtain approval of the system proposal.

Identify and document system specific standards relating to programming, documentation and testing, covering program libraries, data dictionaries, naming conventions, etc.

Perform architectural modeling to ensure consistency of the design with existing work.

Assess the impact of the new requirements on existing web applications.

Ensure functionalities have been implemented according to specifications.

Define assumptions and constraints of architecture with regard to physical structure and data collection.

Develop post-implementation plan for monitoring/tracking architecture stability.

AR02: DATABASE ARCHITECT




The Data Architect has both strategic and tactical responsibility for developing and maintaining the Architecture and Data Models for corporate and project specific initiatives. This responsibility includes the identification of data most valuable to the department, the integration of this data, and the development of core relating data models. The resulting data models will be based on data architecture and modeling design principles and tenets.

Design, develop and maintain Logical Data Models.

Analyze proposed changes to databases from the context of the Logical Data Model.

Provide technical expertise in the use and optimization of data modeling techniques to team members.

Provide technical assistance, guidance and direction in terms of data analysis and modeling to team members.

Provide assistance to project team and business users relating to data issues and data analysis concepts.

Participate in the development of data modeling and metadata policies and procedures.

Participate in data analysis as a result of new/updated requirements.

Apply approved changes to logical data models.

Comply with corporate data architectures, strategies and frameworks, including enterprise data warehouse activities.

Analyze and evaluate alternative data architecture solutions to meet business problems/requirements to be incorporated into the corporate data architecture.



APPENDIX 1

ROLE DESCRIPTION

Review corporate architecture strategies and directions, data requirements, and business information needs and devise data structures to support them.

Improve modeling efficiency through recommendations on how to better utilize current metadata repositories.

Comply with corporate repository metadata directions.

Provide input to refinement of data architectures.

Participate in data architecture refinement.

Define access strategies.

Construct, monitor and report on work plans and schedules.

AR03: ENTERPRISE ARCHITECT




Evaluate the enterprise's business architecture, determine its consistency and integration with the organization's business IT strategies.

Recommend changes to the business enterprise architecture to improve its alignment with the organization's business IT strategies.

Identify future business IT requirements against the current enterprise architecture, perform gaps analyses, develop requirements for Technology Architectures, and prepare migration strategies.

Assess the feasibility of migrating from the current state to the target business architecture and enabling technologies and identify the risks associated with migrating to the target business architecture and technologies and make recommendations for risk mitigation.

Identify business and technology trends that create opportunities for business improvement, advise business and Senior Executives on trends and emerging technologies and the impact on the organization's and Government enterprise architectures and business strategies, model "What if" scenarios and recommend appropriate changes to the existing architecture and infrastructure, and recommend alternative solutions, methodologies and strategies.

Produce an architectural evolution plan, recommend prioritization of architecture evolution initiatives, and develop and/or implement an architecture evolution plan.

Manage the development and implementation of an architectural improvement plan.

Coach, mentor and train the organization to perform any of the above.

AR04: TECHNICAL ARCHITECT






APPENDIX 1

ROLE DESCRIPTION

Develop technical architectures, frameworks and strategies, either for an organization or for a major application area, to meet the business and application requirements.

Identify policies and requirements that drive out a particular solution.


Ensure the integration of all aspects of technology solutions.

Evaluate hardware and software relative to their ability to support specified requirements and, by determining potential and actual bottlenecks, and improve system performance through recommended hardware changes.

Review computer software systems and data requirements as well as communication and response needs and determine operating systems and languages needed to support them.

Develop, analyze, design, and implement the organization’s storage infrastructure/architecture to ensure high levels of data quality and availability.

Develop capacity planning, backup and restore procedures for storage capabilities.

Develop or assist in development of data disaster recovery plans, as they relate to storage capabilities and continuity.

Develop, implement, and oversee policies and procedures to ensure consistent and seamless storage continuity and capabilities.


CONSULTANTS

CN01: BUSINESS PROCESS RE-ENGINEERING /

CHANGE CONSULTANT



Level 2: 7+ years of relevant experience in this role – Preferably with a professional certification. RESPONSIBILITIES COULD INCLUDE BUT ARE NOT LIMITED TO:

Analysis and development of business success “critical success factors”.

Analysis and development of architecture requirements design, process development, process mapping and training.

Analyze business functional requirements to identify information, procedures and decision flows.

Provide expert advice in defining new requirements and opportunities for applying efficient and effective solutions; identify and provide preliminary costs of potential options.

Lead other functional staff to define business strategy and processes in support of transformation and change management activities.

Review existing work processes and organizational structure.

Participate in change impact analysis and change management activities.

Identify candidate processes for re-design; prototype potential solutions, provide trade-off information and suggest a recommended course of action. Identify the modifications to the automated processes. Participate in organizational realignment (job re-design organizational re-structuring).



APPENDIX 1

ROLE DESCRIPTION

Provide expert advice in developing and integrating process and information models between processes to eliminate information and process redundancies.

Provide expert advice on and/or assist in implementing new processes and organizational changes.

Document workflows.

Use business, workflow and organizational modeling software tools.

Coordinate development of training and coordination with other stakeholders.

Create presentations and present to various stakeholders, and facilitate meetings and discussions.

CN02: INFRASTRUCTURE CONSULTANT

(OPERATIONS)




Assist in technical architectures, frameworks, strategies and implementation plans.

Assist in the development, administration and maintenance of security-based services.

Analyze system/hardware/network performance relative to business needs and recommend improvements; work with other IT professionals and Clients/stakeholders to maintain and improve system performance.

Maintain up to date knowledge of system/network/security technologies and products supporting those technologies.

Install, monitor, upgrade and maintain operating systems, hardware and software; configure and optimize technical installations.

Ensure timely and reliable system administration procedures, such as backup and/or recovery.

Develop communication plans. DEVELOPERS

DV01: ERP PROGRAMMER / TECHNICAL

ANALYST




Develop or assist with business and functional requirements, project scope, estimates of effort and duration.

Translate functional and business requirements into technical requirements.

Develop and/or support technical aspects of application software, user interfaces, and third-party components.

Conduct, assist with, and/or support unit and system tests.

Provide input into technical standards for the technical framework.

Develop low-level detailed requirements, programming, and systems development of ERP Systems.

Unit and system testing and implementation.



APPENDIX 1

ROLE DESCRIPTION

Comprehensive understanding of the technical capabilities offered by ERP facilities.

DV02: PROGRAMMER




Perform development and maintenance programming for new and existing applications using approved tools and methodologies and following published standards.

Develop and prepare diagrammatic plans for solution of business and technical problems by means of computer systems of varying size, complexity and delivery platforms.

Analyze the problems outlined by the systems analysts/designers in terms of such factors as style and extent of information to be transferred to and from storage units or over the internet, variety of items to be processed, extent of sorting, and format of final printed results.

Develop secure application code that is integrated with other customized or commercial software programs.

Develop application code with accepted usability standards to deliver business services over the internet with secure access to “back end” databases.

Design detailed programs, flow charts, and diagrams indicating application operations necessary to copy and process data and print the results.

Translate detailed flow charts into programming language and confer with technical personnel in planning programs.

Verify accuracy and completeness of programs by preparing sample data, and testing them by means of unit, functional, integration, system and user acceptance testing.

Correct program errors by revising code or altering the sequence of operations.

Test instructions, and assemble specifications, flow charts, diagrams, layouts, programming and operating instructions to document applications for later modification or reference.

DV03: PROGRAMMER/ANALYST (IT/GIS)




Gather and analyze information and business requirements for the development of secure functional and system design specifications.

Liaise with users to determine appropriate solutions.

Create and modify code, screens and reports according to published standards and considering the Information Management and Information Protection requirements for the system.

Create and modify screens and reports.



APPENDIX 1

ROLE DESCRIPTION

Develop secure application code that is integrated with other customized or commercial software programs.

Design code and procedures for computer systems of varying sizes.

Develop/maintain, test and implement computer systems of varying sizes. Produce/modify forms, manuals, programs, data files, and procedures for systems and/or applications.

Verify accuracy and completeness of programs by preparing test plans and sample data, and testing them by means of unit, functional, integration, system and user acceptance testing.

Complete quality and peer reviews as required, to ensure high quality technical deliverables and documentation.

Assist with the implementation and secure integration of applications including Vulnerability Assessments and Transition Procedures.

FOR GIS SPECIFIC ROLES:

Provide operational, technical and analytical expertise to GIS projects by understanding how to apply the principles and practices of GIS as a decision support tool.

Translate spatially related user requirements and technical systems specifications into working, tested GIS applications, including develop detailed programming specifications, write and generate code, compile and integrate data driven programs and systems, interact with spatial databases and conduct unit tests.

DV04: DATABASE ANALYST




Define new database structures.

Define data conversion strategy.

Define database conversion specifications.

Customize database conversion routines.

Finalize Conversion Strategy.

Work very closely with the developers in order to maintain and safeguard the database.

Maintain data integrity by establishing standards and monitoring performance.

Identify requirements for new databases and improvements to existing databases by determining users' information requirements, system performance, functional and database availability requirements.

Develop and implement procedures that will ensure the accuracy, completeness, and timeliness of data stored in the database.

Develop and implement security procedures for the database, including access and user account management.

Advise programmers, analysts, and users about the efficient use of data.

Maintain configuration control of the database.



APPENDIX 1

ROLE DESCRIPTION

Perform and/or coordinate updates to the database design.

Perform capacity and hardware planning, system integrity checks, software installation, maintenance and upgrades to ensure that all systems remain scalable and operational.

Control and coordinate changes to the database, including the deletion of records, changes to the existing records and additions to the database.

Write and maintain database scripts.

Develop and coordinate back-up and disaster recovery procedures.

PROJECT MANAGEMENT

PM01: PROGRAM MANAGER



Level 2: 7+ years of relevant experience in this role – Preferably with a recognized professional certification. RESPONSIBILITIES COULD INCLUDE BUT ARE NOT LIMITED TO:

Manage several Project Managers, each responsible for an element of the project and its associated project team.

Define and document project objectives, determine budget requirements.

Meet with other organizational executives to ensure all organizational (internal and external) stakeholders are committed and moving forward on project and organizational goals.

Resolve issues related to the project.

Prepare plans, charts, tables and diagrams to assist in analyzing or displaying problems; work with a variety of project management tools.

Project sign-off.

PM02: PROJECT ADMINISTRATOR /

COORDINATOR




Assist project management and data processing professionals, technical users and end users in simple routine tasks.

Provide administrative and technical support of a clerical nature as required to projects.

Assist in performing such tasks as maintaining project documentation and application/system libraries.

Act as the first point of contact in a "hot-line" situation by accepting incoming calls, logging calls, attempting to resolve simple problems and following established procedures for more difficult problems.

Track project change requests.

Maintain and update relevant project information in manual and/or electronic files; project information might include such things as project activity schedule, status reports, correspondence.

Communicate with project management and data processing professionals, technical users and end users on



APPENDIX 1

ROLE DESCRIPTION

administrative matters related to the project.

PM03: PROJECT FUNCTIONAL / TECHNICAL

LEAD




Specify the general requirements of the system, develop broad system alternatives and identify their administrative, economic and technical feasibility and practicality as well as associated policy and organizational change requirements.

Analyze and evaluate each alternative based on make/buy, impact and cost/benefit considerations, and propose, justify, plan and cost the implementation of the selected alternative.

Produce overall plan, a detailed plan for the functional analysis phase, and obtain approval of preliminary analysis.

Plan, direct and control the activities of a system development team within scheduled time and cost parameters.

Evaluate proposed computer applications to determine technical, operational and economic feasibility.

Design and test systems to ensure that the objectives of the system are met and that the outputs produced are in accordance with Client requirements.

Monitor the design, implementation and operations start-up of the proposed system against established goals, objectives and milestones.

PM04: PROJECT MANAGER



Level 2: 7+ years of relevant experience in this role – Preferably with a recognized professional certification.

May require specific experience in GIS environments for GIS projects. RESPONSIBILITIES COULD INCLUDE BUT ARE NOT LIMITED TO:

Manage the project during the development, implementation and operations start-up by ensuring that resources are made available and that the project is developed and is fully operational within previously agreed time, cost and performance parameters.

Formulate statements of problems; establishes procedures for the development and implementation of significant, new or modified project elements to solve these problems, and obtains approval thereof.

Define and document the objectives for the project; determine budgetary requirements, the composition, roles and responsibilities and terms of reference for the project team.

Report progress of the project on an ongoing basis and at scheduled points in the life cycle.

Meet stakeholders and other project managers and state problems in a form capable of being solved.

Prepare plans, charts, tables and diagrams to assist in analyzing or displaying problems; work with a variety of project management tools.



APPENDIX 1

ROLE DESCRIPTION

Ensure all deliverables and milestones are completed as planned.

Manage Project Change Requests

Develop and support project schedules.

Develop and maintain Work Breakdown Structures.

Produce appropriate reports and identify scheduling and/or dependency issues.

Conduct and provide critical path analysis.

Assist in Schedule Co-ordination efforts with internal and external project stakeholders.

Project sign-off.

SUPPORT SPECIALISTS

SP01: DESKTOP SUPPORT TECHNICIAN

(OPERATIONS)




Install and configure desktop, laptop, and tablet computer hardware and related peripherals.

Install and configure software on desktop, laptop and tablet computers.

Troubleshoot desktop, laptop and/or tablet software/hardware issues for end users.

Lifting, moving, and deploying computer hardware and related peripherals.

Maintain inventory records related to desktop infrastructure.

Implement, maintain and respond to all matters of desktop computer security.

Engage with users to triage and troubleshoot computer-related issues by phone or remote desktop tools.

Enter, maintain, update, and close out service tickets for end user support.

Contribute to documentation related to processes and procedures of end-user support.

Support for mobility devices (e.g. smartphones and tablets).

Work with OCIO management in identifying areas of service improvement including identification and reporting of any issues/incidents that pose a risk to the security, integrity and/or performance of the Government computer network.

Implement appropriate “incident response protocols” under corresponding situations as required. SP02: SERVER/NETWORK SUPPORT

SPECIALIST (OPERATIONS)



Level 2: 7+ years of relevant experience in this role.

RESPONSIBILITIES COULD INCLUDE BUT ARE NOT LIMITED TO:

Generalized server support operating system support for Windows, UNIX, Novell and/or LINUX.

Administration and support of an Active Directory environment.



APPENDIX 1

ROLE DESCRIPTION

Implementation, maintenance and support for networking equipment such as switches and routers.

Administration and support of a Microsoft Exchange and related mobile device management email environments.

Administration and support for specialized server systems (e.g. Citrix, TRIM, LANDesk, etc.).

Work with application support personnel in the set-up and troubleshooting of server-based applications.

Monitor, report and respond to client support service tickets as well as automated server/network logs.

Work with OCIO management in identifying areas of service improvement including identification and reporting of any issues/incidents that pose a risk to the security, integrity and/or performance of the Government computer network.

Implement appropriate “incident response protocols” under corresponding situations as required.

Contribute to support documentation around supported server/network technologies.



APPENDIX 2 – REQUIRED PROPOSAL FORMAT

In the interest of sustainability, the OCIO publishes RFPs formatted to be printed in duplex and encourages Proponents to refrain from using binders, binding, plastic covers, etc. when submitting a Proposal.

Proposals are to be submitted in two Proposal Packages. The first Proposal Package must be organized in the following format:

Title Page and Table of Contents

Letter of Introduction

Executive Summary

Schedule A – Checklist of Mandatory Criteria

Schedule B1 – Proponent Profile

Schedule B2 – Managed Service Provider Services

Schedule B3 – Managed Service Provider System and Processes

Schedule B3(A) – Reports

Schedule B4 – Administrative

Schedule B4(A) – Proponent’s Standard Service Level Agreement

Schedule B4(B) – Service Level Agreement Reports

Schedule B5 – Implementation and Transition

Schedule B6 – References (Three references required)

Schedule C – Changes Vendor Will Require To Standard OCIO Agreement

The Letter of Introduction will be one to two pages long, introducing the Proponent and will also include:

A statement indicating that the Proponent agrees with, and will comply with, all the terms and conditions established in this RFP;

Name, title and signature of the person authorized to sign on behalf of, and bind the Proponent to, the statements made in the Proposal; and

The official company name that would appear in any Resultant Agreement.

The Executive Summary will be one to two pages in length and gives a summary of the understanding of the RFP requirements.



The second Proposal Package will consist of:

Schedule D – Financial Proposal

Schedule D1 – Financial Proposal - Potential Services at Additional Cost

Proponent may submit any other information relevant to the Proposal, not included in the above, as appendices.



APPENDIX 3 – STANDARD OCIO/SUCCESSFUL VENDOR AGREEMENT

The successful Proponent to this RFP will be required to sign an Agreement substantially similar in form and content to that attached.



APPENDIX 4 – TERMS OF USE AGREEMENT

The successful Proponent to this RFP may be required to sign the form below if using an IT asset not owned by the Government of Newfoundland and Labrador on the Government Network.

USE OF NON-GOVERNMENT IT ASSETS

You must sign this Terms of Use if you intend to use an IT asset not owned by the Government of Newfoundland and Labrador on the Government Network.

The IT asset referenced throughout this Terms of Use is the personal or third party (i.e. non‐Government) mobile device such as a laptop, iPad or Blackberry that you have been approved to use on the Government Network.

By signing this Terms of Use, you agree to:

permit Government access to the IT asset to configure, update and/or secure the asset, for operational or protection purposes.

securely manage and protect the IT asset.

not use the Network or the IT asset for illegal or criminal purposes or to contravene legislation, policies, directives or standards.

not initiate or participate in any activity that negatively impacts the Network’s security or performance.

not gain or attempt to gain unauthorized access to, or circumvent the security controls of, the Network or any part of the IT asset that have been

configured, updated and/or secured for purpose of doing Government business.

not spread or attempt to spread viruses, SPAM or other malicious content with intent to cause harm to the Network or the IT asset.

take reasonable precautions to prevent the introduction of viruses, SPAM or other malicious content into or on the Network or the IT asset.

only use Government‐approved mobile devices on the Network.

only install Government‐approved hardware on the Network.

securely manage and protect the usernames and passwords used on the Network or to conduct Government business on the IT asset.

not use the Network or Government IT assets for personal use that interferes with your work‐related duties or the performance and/or security of the

Network or the IT asset.

not use Network file shares for non‐Government purposes.

not use the Network for personal gain or for any unauthorized commercial purposes.

immediately notify the IT Service Desk ([email protected] or 709‐729‐HELP) if you know of or suspect potential harm to the Network or any

Government IT assets (e.g., stolen laptop, viruses, SPAM, phishing, compromised user credentials).

be aware of any legislation, policies, directives, standards and guidelines related to the management, protection and security of Government information.



By signing this Terms of Use, you agree to permit the Government of Newfoundland and Labrador access to the IT asset if deemed necessary to add, remove, update or block any content, technical or otherwise, that may impact the protection and security of the Network or Government information. You also agree to permit the Government of Newfoundland and Labrador access to the IT asset to view any and all Government records on the asset (as well as any other Government records that may be generated, stored no or handled by the asset) if deemed necessary to respond to an Access to Information and Protection of Privacy (ATIPP) or legal discovery request; for maintenance or security of the Network; or if inappropriate use that could adversely impact the Network or Government information is suspected.

You should have no reasonable expectation of privacy when using the Network or with respect to Government information and functionality on the IT asset. Government of Newfoundland and Labrador reserves the right to monitor and, if necessary, search the IT asset to determine if the asset could adversely impact the Network or Government information. The Government of Newfoundland and Labrador further reserves the right, where a determination is reasonably made that Government information or functionality on the IT asset could be or has been used for an improper of illegal purpose, to forward the IT asset or information thereon to law enforcement agencies should investigation be warranted.

By signing below, I acknowledge that I have read, understood and agree to abide by the statements within this Terms of Use for Non‐Government IT Assets and the Government Network. X

Signature

Date

Name (PLEASE PRINT)



6 Schedules



SCHEDULE A – CHECKLIST OF MANDATORY CRITERIA

A - Mandatory Requirement

The Proponent will confirm each of the following requirements by indicating Yes in the Proponent Confirmation column. Proponent Confirmation (Y/N)

Mandatory Procedural Requirements

The Proposal was received in full by the Government Purchasing Agency (GPA) no later than 4:00 PM NST on or before the Closing Date specified on the RFP Information Sheet.

Proponent registered for the Vendor Information Session before the Registration Deadline on the RFP Information Sheet.

Proponent participated in the Vendor Information Session.

Proposal is in the format described in Appendix 2 – Required Proposal Format.

Proposal package #1 contains six (6) complete hard copies and one (1) searchable electronic copy (Adobe Acrobat format) of the complete Proponent’s Proposal except for Schedule D/ D1. PLEASE NOTE: A scanned PDF is NOT searchable.

Proposal package #2 contains six (6) complete hard copies and one (1) searchable electronic copy (Adobe Acrobat format) of the Proponent’s Financial Proposal (Schedule D/ D1). PLEASE NOTE: A scanned PDF is NOT searchable.

The Proposal is signed by an authorized representative of the Proponent.

Proponent confirms they have contacted the individuals/ organizations that they are using for references and has confirmed that they will be available and willing to participate in a telephone reference call during the Expected Dates for Reference Checks timeframe indicated on the RFP Information Sheet.

The Proponent confirms they have conducted a legal review of Appendix 3 and if successful, shall enter an Agreement with the OCIO in form and content substantially similar to Appendix 3. If the Proponent requires changes to Appendix 3, the Proponent has included a list of such changes in Schedule C. Proponent will be prepared to discuss any proposed Agreement changes if shortlisted and offered an oral presentation.



SCHEDULE B1 – PROPONENT PROFILE (NOT SCORED)

B1 - Proponent Profile

Requirement Response

Proponent, contact name and title, business address, telephone number and business e-mail, head office and other office locations.

Description of the Proponent including corporate history, principal business, corporate direction and areas of expertise.

Proponent’s existing number of employees in the St. John’s area and the total number of employees across all locations.

Describe any no-cost value-added services you will provide to the OCIO if awarded a contract (e.g. lunch and learns, seminars to show us work performed in other jurisdictions, conference learnings, ways to foster innovation, training, etc.). Describe the different types of opportunities that can be sourced via your MSP service.



SCHEDULE B2 – MANAGED SERVICE PROVIDER SERVICES (20%)

B2 - Services


Identifying and attracting talent

Describe how you will identify and attract talent for the roles described in Appendix 1 including details on the advertising/marketing plan you will use.

Describe the process you will use to identify candidates for specialty and hard to find skill sets.

Describe any strategic sourcing services you will provide to the OCIO as part of your Agreement if successful.

Resource inventory

Describe your resource inventory database, review processes, and how it is maintained and kept current (e.g. ensure personal information, resumes and rates are up to date).

Candidate screening

Describe how you will accept, log and track requests from hiring managers.

Describe how you will understand the technical requirements of the request and determine the best candidates to put forward for a given opportunity. Include details on the process you will use to confirm and evaluate previous work experience and education/training, determine personal suitability and provide details on the level of contact you will have with candidates prior to submitting them to the OCIO for consideration.

Provide specific screening criteria you will use for each of these frequently used roles:

o Project Managers o Business Analysts o Programmer Analysts

Confirm how you will present the cost associated with engaging the different candidates, including any associated travel costs.



B2 - Services


Change Management

Describe your change management process in dealing with alterations to a Statement of Work (e.g. change in hours, change/swap resources, change in scope of work/commitments, etc.).

Describe your change management process for addition of new resource roles (see Appendix 1) or changes to role requirements.

Describe an annual review process which will allow the OCIO to determine and make changes to services, roles, and to reflect current market trends/ changes.

Assistance to Suppliers

Describe the assistance you will provide to Suppliers to help them compete for work with the OCIO, including performance feedback mechanisms and appropriate business consultation (e.g. advice on CRA requirements for small businesses).



SCHEDULE B3 – MANAGED SERVICE PROVIDER SYSTEM AND PROCESSES (20%)

B3 - System


Supporting the provision of professional services

Provide a high level overview of the work flow process and timelines you will follow from the time the OCIO requests a resource to when the resource begins working for the OCIO.

Provide a high level overview of the work flow process and timelines you will follow from the time the OCIO requests a project team to when the project team begins working for the OCIO.

Provide details of data captured in management of the MSP (e.g. contract number; prior contract numbers and satisfaction rating; purchase order number, amount, amount unexpended and amended amount; Assignment dates including amended dates and time remaining; summarized information at Supplier level including contact information of supervisors; and the OCIO branch identifiers and full accounting distribution for Assignments).

Describe the level of process automation and system you will provide for the above services, providing screen shots as applicable.

Describe system access (e.g. self-serve portal), and tools that will be provided to the OCIO (vendor management rep, hiring managers, etc.). Include screen shots (or access to a demo system) and explanations as applicable.

Alerts – Describe system alerts that will be enabled for OCIO users (e.g. warning that 80% of budget is consumed, resources expiring, etc.).



B3 - System


Reporting

Auditing reports - Provide examples of on demand reports that will be provided to the OCIO for reviewing the process: exceptions, managers not following proper practices, etc.

Performance management - Provide examples of on demand reports that will be provided to the OCIO for identifying high and low Supplier performers (scorecards), etc.

Statistical reports – Provide examples of on demand reports that will be provided to the OCIO illustrating trends, efficiencies/ cost savings, expenditures, deviations from benchmark rates, forecasts to end of fiscal year, etc. (including financial tracking for the Assignment and breakdowns by account distribution).

Dashboards - Provide examples of dashboards that will be provided to the OCIO.

Attach all reports as Schedule B3(A).

Security/Confidentiality

Describe the processes in place to keep system data secure and

confidential.

Describe the backup and redundancy procedures and the Business

Continuity Plan for the resource management system.



SCHEDULE B4 – ADMINISTRATIVE (20%)

B4 - Administrative


Administration

Provide a copy of the standard Service Level Agreement (SLA) you intend to sign with the OCIO. The SLA should include a Plan for delivery of Service and define Service Levels, comprehensive performance standards and the reporting of these measures. Include details on screening rates (e.g. screened candidates are recognized by the OCIO as meeting necessary qualifications), invoice accuracy, turnaround time to filling a resource request, system availability, resource substitutions, issues management, Supplier performance including process for replacing unsatisfactory resources and any other key indicators available to the OCIO. Attach as Schedule B4(A).

Provide examples of default SLA reports that will be provided to the OCIO if successful (including financial tracking for Assignments). Attach as Schedule B4(B).

Describe the number and types of resources the OCIO will require to manage the day to day operations between the OCIO and MSP (including timesheet verification and invoice detail approval).

Describe how you will perform onboarding (e.g. collection of IT services agreements, certificates of conduct, oaths of secrecy, confidentiality statements, terms of use agreements) and performance activities (e.g. exit surveys, midterm assessments, and ensuring adherence to OCIO policies) on behalf of the OCIO and provide samples of information and documents collected and provided to GNL on request. State whether or not these activities are included in your financial proposal.

Describe how you will deal with an underperforming resource. Include information about your standard issue escalation process, resource substitution policies, etc.

Describe your timesheet, invoicing and payment process. Describe payment exception management (e.g. how are disagreements over hours worked resolved without holding up consolidated



B4 - Administrative


invoicing and payment). Provide a sample invoice for an organization which has multiple resources from different companies who are reporting to different hiring managers. Explain whether or not the form of invoice can be modified and at what cost. Detail any limitations to the information that can be provided on the invoice. Please provide your standards with regards to payment timelines for Suppliers.

Confirm that the invoice detail can be provided monthly in an electronic file for upload to OCIO system(s) in a format determined by the OCIO. Include information on how the OCIO will access the electronic file.

Account services

Provide details on the organizational structure you will put in place to manage the needs of the OCIO. Include information on:

o Organization chart for the intended account management team

o Location of key account representatives o Availability and hours of work (NST) o Support team

Provide information on the proposed governance structure between the OCIO and the Proponent. Include information on:

o Regularity of meetings with OCIO vendor management and OCIO Executive (expectation is that there will be, at a minimum, quarterly meetings with OCIO vendor management and semi-annual meetings with OCIO Executive – Executive meeting should occur in person at OCIO Offices at least once per annum)

Describe your mechanism for measuring and reporting Client and Supplier satisfaction with the MSP service.



B4 - Administrative


Fairness and Government rules

Process audit - Describe how you will ensure that all procurement abides by Government of Newfoundland and Labrador purchasing rules.

Describe how you will ensure that all Suppliers, regardless of size, are treated fairly.

Describe how you will support the OCIO’s mandate to work with local information technology companies to maximize opportunities.

Describe what steps you will take to ensure Government of Newfoundland receives the best value for the dollars expended when acquiring IT services through the MSP.



SCHEDULE B5 – IMPLEMENTATION AND TRANSITION (10%)

B5 – Implementation and Transition


Implementation plan

Provide a project plan with milestones showing how you will begin delivering IT/IM resources to the Province by April 1, 2017. Include details of your technical solution design/ implementation, communications plan, workflow process development and training. Describe business process documentation / user guides for OCIO resources. Identify the expected time commitment required from Client resources during the design and implementation of the MSP service.

Transition assistance

Describe how the MSP will ensure continuity/minimal loss of productivity during the process of transitioning from current Vendors to the new MSP service, including governance model.



SCHEDULE B6 – REFERENCES

B6 - References

Requirement

Provide three (3) references for Proponent clients where the work is similar to that described by this RFP. Government reserves the right to contact other references not specified in the Proponent’s Proposal. Instructions

Must be current Proponent clients

Public sector references should be included where possible

A separate Schedule B6 should be submitted for each reference

Referee should be key contact (e.g. hiring manager, vendor relationship manager, etc.)

Only one referee per Proponent client



Schedule B6: References

Information Required Response

Proponent Client:

Brief Description of Client:

Address:

Start Date of contract:

Referee (Client Contact) name:

Title:

Telephone:

E-Mail:

Description of services provided. Include information on the scope, complexity and size/magnitude of the contract



SCHEDULE C – CHANGES PROPONENT WILL REQUIRE TO STANDARD OCIO AGREEMENT

C – Agreement Changes

In this Schedule, the Proponent will indicate whether they will require changes to Appendix 3 if they are a successful respondent to this RFP. In the first column, the Proponent will include the section number and the desired change. In the second column, the Proponent will indicate the rationale for the change.

The extent of the deviations from the contract provided will be taken into account when evaluating Proposals. The Proponent who requests changes to the contract risks having its proposal disqualified. Therefore, requested alterations should reflect only those changes that the Proponent considers to be vital. See section 3.7 for more information.

Section number and the desired change Rationale for the change



SCHEDULE D – FINANCIAL PROPOSAL (30%)

Please note:

This Schedule and Schedule D1 must NOT be submitted in the same envelope as the rest of the Proposal.

There are three parts to the Financial Proposal as illustrated below.

Financial Proposal Part 1 - Methodology for Labour Rates’ Determination (10%)


Describe how you will identify competitive labour market rates relevant to Newfoundland and Labrador. For example, discuss market surveys including their scope, frequency (e.g. annual labour rate adjustments, etc.).

Describe the benefits of your methodology (e.g. how it discourages price fixing among Suppliers).

Describe your approach for handling market fluctuations.

Describe how you will negotiate rates with IT/IM Suppliers.

Explain whether rates are fixed or negotiable per Assignment. If negotiable, describe the flexibility that the OCIO will have in negotiating rates for specific Assignments.



Financial Proposal Part 2 – Fees/Charges (10%, including table below)


Do you charge a percentage of the resource rate, a flat fee or are your fees/charges time and materials based?

Confirm that your fee includes costs for meeting quarterly (at a minimum) with OCIO vendor management and semi-annually (at a minimum) with OCIO Executive.

Is your fee structure dependent on the Agreement length? For example, would a five year agreement yield lower fees/charges than a three year agreement?

Confirm that the costs to transition from existing Vendors to the MSP are included in the cost structure.

Itemize any additional costs for providing higher levels of service

than described in your standard Service Level Agreement (SLA).

Describe your support included for the initial 6 months of service following the Service Provisioning Date including frequency of meetings to ensure that issues are dealt with in a timely manner.

Describe any professional services included in your proposal for ongoing support and enhancements to the system and service being proposed (e.g. changes to reports, downloads, processes).

List all potential services that could be provided at additional cost, including estimates of cost. Attach this information to your Financial Proposal as Schedule D1.

Financial Proposal Part 2 – Fees/Charges (continued): Provide fees/ charges in the table below.

Volume of work ($)

Surcharge (%) Other Fee ($ or specify) Comment (describe surcharge/ fee)

< 10M

10M – 15M

15M – 20M

20M – 25M



25M – 30M

30M+

Financial Proposal Part 3 – Resource Rates: Provide expected rates for the St. John’s area in the table below. The definitions of Intern, Level 1 and Level 2 are provided in section 1.2 General Definitions. Roles are described in Appendix 1. (10%)

Role

Hourly Rate

# Intern Level 1 Level 2

Analysts

1. AN01: Business Analyst

2. AN02: ERP Functional / System Analyst

3. AN03: System Analyst

Architects

4. AR01: Application Architect

5. AR02: Database Architect

6. AR03: Enterprise Architect

7. AR04: Technical Architect

Consultants

8. CN01: Business Process Re-engineering / Change Consultant

9. CN02: Infrastructure Consultant (Operations)

Developers

10. DV01: ERP Programmer / Technical Analyst



Financial Proposal Part 3 – Resource Rates: Provide expected rates for the St. John’s area in the table below. The definitions of Intern, Level 1 and Level 2 are provided in section 1.2 General Definitions. Roles are described in Appendix 1. (10%)

Role

Hourly Rate

# Intern Level 1 Level 2

11. DV02: Programmer

12. DV03: Programmer / Analyst (IT/GIS)

13. DV04: Database Analyst

Project Management

14. PM01: Program Manager

15. PM02: Project Administrator / Coordinator

16. PM03: Project Functional / Technical Lead

17. PM04: Project Manager

Support Specialists

18. SP01: Desktop Support Technician (Operations)

19. SP02: Server/Network Support Specialist (Operations)