Ministry of Management Services
Request for Proposal for a
Strategy on Alternative Service Delivery for Information Technology and
Related Business Processes
For the
Government of British Columbia
Request for Proposal No. 133421
Issue date:
November 8, 2002
Closing location:
COURIER/BY HAND:
Purchasing Commission
3350 Douglas Street, Suite 102
Victoria, B.C. V8Z 7X9
Attention: Mike Kishimoto
Closing date and time:
8 complete copies of each proposal must be received by 2:00 PM Pacific Time on December 4,
2002
Date and location of Proponents’ meeting:
9:00 AM to Noon
November 15, 2002
Purchasing Commission
3350 Douglas Street, Suite 102.
Victoria, B.C. V8Z 7X9
Attendance at the Proponents’ meeting is not mandatory
Contact person:
Mike Kishimoto
Manager, Purchasing Services Branch
Fax number (250) 387-7309
Table of Contents
1.
SUMMARY OF THE REQUIREMENT .......................................................... 3
2.
REQUEST FOR PROPOSAL TERMINOLOGY .............................................. 4
3.
REQUEST FOR PROPOSAL PROCESS ..................................................... 4
4.
PROPOSAL PREPARATION .................................................................... 7
5.
ADDITIONAL TERMS ............................................................................. 9
6.
OVERVIEW .......................................................................................... 11
7.
REQUIREMENTS AND PROJECT SCOPE .................................................. 11
8.
EVALUATION CRITERIA ......................................................................... 15
9.
PROPOSAL FORMAT ............................................................................. 18
APPENDIX A PROPOSAL COVERING LETTER ................................................... 19
APPENDIX B FORM OF CONTRACT ................................................................. 20
APPENDIX C RECEIPT CONFIRMATION FORM .................................................. 23
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Executive Summary
1. Summary of the Requirement
The Ministry of Management Services, Ministry of Competition, Science and
Enterprise and the Office of the Chief Information Officer, on behalf of the
Government of British Columbia, are issuing a Request for Proposals for a
Strategy on Alternative Service Delivery in Information Technology and Related
Business Processes (Strategy) for the Government of British Columbia.
The document entitled the Government of British Columbia Strategic Plan outlines
government’s commitment to transformation of government to achieve a focus on
the delivery of core services within a balanced budget by fiscal year 2004/05. The
New Era commitments and the Government of British Columbia Strategic Plan
contain underlying themes that government will be transformed in an innovative,
enterprising, results oriented, and accountable manner and that British Columbia
will be a technology leader.
The purpose of this Request for Proposals is to engage a firm to develop the
Strategy and implementation plan for alternative service delivery (ASD) of the
government's information technology and telecommunications services and related
business processes.
The Strategy must embody the best practices in outsourcing in the public sector
and private sector. The successful firm must be experienced in the provision of
public and private sector information technology and telecommunications ASD and
outsourcing advisory services and has the capacity to apply best practices to the
British Columbia public sector. The Strategy will be utilized as the basis for
recommendations to government regarding ASD and outsourcing of provincial
information technology services, telecommunications and related business
processes.
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Administrative Requirements
The following terms will apply to this Request for Proposal and to any subsequent
Contract. Submission of a proposal in response to this Request for Proposal
indicates acceptance of all the following terms.
2. Request for Proposal Terminology
Throughout this Request for Proposal, terminology is used as follows:
a)
“Contract” means the written agreement resulting from this Request
for Proposal executed by the Province and the Contractor;
b)
“Contractor” means the successful Proponent to this Request for
Proposal who enters into a written Contract with the Province;
c)
“Ministry” means Ministry of Management Services;
d)
“must”, or “mandatory” means a requirement that must be met in
order for a proposal to receive consideration;
e)
“Proponent” means an individual or a company that submits, or
intends to submit, a proposal in response to this “Request for
Proposal”;
f)
“Province” means Her Majesty the Queen in Right of the Province of
British Columbia and includes the Purchasing Commission and the
Ministry;
g)
“Purchasing Commission” means the Purchasing Commission
pursuant to the Purchasing Commission Act, RSBC 1996, Chapter
392;
h)
“should” or “desirable” means a requirement having a significant
degree of importance to the objectives of the Request for Proposal;
and
i)
“Strategy” means the Information Technology Outsourcing Strategy
as identified in this Request for Proposal.
3. Request for Proposal Process
3.1 Receipt Confirmation Form
Proponents are advised to fill out and return the attached Receipt
Confirmation Form. All subsequent information regarding this Request for
Proposal, including changes made to this document, will be directed only to
those Proponents who return the form. Subsequent information will be
distributed by the method authorized on the Receipt Confirmation Form.
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3.2 Enquiries
All enquiries related to this Request for Proposal are to be directed, in
writing, to the following person. Information obtained from any other source
is not official and should not be relied upon. Enquiries and responses will be
recorded and may be distributed to all Proponents at the Province’s option.
Questions received after the Proponent’s meeting will be answered if time
permits.
COURIER/BY HAND:
Purchasing Commission
3350 Douglas Street, Suite 102.
Victoria, B.C. V8Z 7X9
Attention: Mike Kishimoto
Fax:
Email:
(250) 387-7309
[email protected]
Proponents’ Meeting
A Proponents’ meeting will be held at the time and in the location specified
on the front page of this Request for Proposal. A transcript or minutes of the
meeting will be distributed to those Proponents who have returned the
Receipt Confirmation Form. Attendance is optional. Oral questions will be
allowed at the Proponents’ meeting. However, questions of a complex
nature, or questions where the Proponent requires anonymity, should be
forwarded in writing, prior to the meeting, to the person designated above.
3.3 Closing Date
8 complete copies of each proposal must be received by 2:00
Time, on December 4, 2002 at:
PM,
Pacific
COURIER/BY HAND:
Purchasing Commission
3350 Douglas Street, Suite 102.
Victoria, B.C. V8Z 7X9
Attention: Mike Kishimoto
Proposals must not be sent by facsimile. Proposals and their envelopes
should be clearly marked with the name and address of the Proponent, the
Request for Proposal number, and the project or program title.
3.4 Late Proposals
Late proposals will not be accepted and will be returned to the Proponent.
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3.5 Eligibility and conflict of interest
a)
Proposals will not be evaluated if the Proponent’s current or past
corporate or other interests may, in the Province’s opinion, give rise
to a conflict of interest in connection with this project.
b)
Proposals from not-for-profit agencies will be evaluated against the
same criteria as those received from any other Proponents.
c)
In order to ensure that a conflict of interest is not directly or indirectly
supported, the successful Proponent on this Request for Proposal
will automatically be disqualified from participating in any future
Government of British Columbia contracts for any specific IT and
business process outsourcing opportunities included in the Strategy
for a period of five years. This restriction applies to the Proponent’s
firm and any principals participating as project team members,
whether they are engaged by that firm or not. However, the
successful Proponent may be asked to enter into supplemental
agreements with the Province for project management work to
support implementation of the Strategy (excluding the outsourcing
opportunities themselves).
3.6 Evaluation Committee
Evaluation of proposals will be by a committee formed by the Province and
may include employees or contractors of the Province.
3.7 Evaluation and Selection
The evaluation committee will check proposals against the mandatory
criteria. Proposals not meeting all mandatory criteria will be rejected without
further consideration. Proposals that do meet all the mandatory criteria will
then be assessed and scored against the desirable criteria. The Province’s
intent is to enter into a Contract with the Proponent who has the highest
overall ranking.
3.8 Negotiation Delay
If a written Contract cannot be negotiated within thirty days of notification of
the successful Proponent, the Province may, at its sole discretion at any
time thereafter, terminate negotiations with that Proponent and either
negotiate a Contract with the next qualified Proponent or choose to
terminate the Request for Proposal process and not enter into a Contract
with any of the Proponents.
3.9 Debriefing
At the conclusion of the Request for Proposal process, all Proponents will
be notified. Unsuccessful Proponents may request a debriefing meeting
with the Province.
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3.10 Estimated Time-Frames
The following timetable outlines the anticipated schedule for the Request for
Proposal and contract process. The timing and the sequence of events
resulting from this Request for Proposal may vary and shall ultimately be
determined by the Province.
Event
Anticipated Date
Request for Proposal is issued
Proponents’ meeting is held
Request for Proposal closes
Proposal evaluation completed
Contract is signed
Service delivery starts
November 8, 2002
November 15, 2002
December 4, 2002
December 15, 2002
December 31, 2002
January 2, 2003
4. Proposal Preparation
4. Signed Proposals
The proposal must be signed by a person authorized to sign on behalf of the
Proponent and to bind the Proponent to statements made in response to
this Request for Proposal. The Proponent should ensure its proposal
includes a letter or statement(s) substantially similar in content to the
sample Proposal Covering Letter provided in Appendix A.
4.2 Alternative Solutions
If alternative solutions are offered, please submit the information in the
same format, as a separate proposal.
4.3 Irrevocability of Proposals
By submission of a clear and detailed written notice, the Proponent may
amend or withdraw its proposal prior to the closing date and time. Upon
closing time, all proposals become irrevocable. By submission of a
proposal, the Proponent agrees that should its proposal be successful the
Proponent will enter into a Contract with the Province.
4.4 Changes to Proposal Wording
The Proponent will not change the wording of its proposal after closing and
no words or comments will be added to the proposal unless requested by
the Province for purposes of clarification.
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4.5 Working Language of the Province
The working language of the Province of British Columbia is English and all
responses to this Request for Proposal must be in English.
4.6 Proponents’ Expenses
Proponents are solely responsible for their own expenses in preparing a
proposal and for subsequent negotiations with the Province, if any. If the
Province elects to reject all proposals, the Province will not be liable to any
Proponent for any claims, whether for costs or damages incurred by the
Proponent in preparing the proposal, loss of anticipated profit in connection
with any final Contract, or any other matter whatsoever.
4.7 Limitation of Damages
Further to the preceding paragraph, the Proponent, by submitting a
proposal, agrees that it will not claim damages, for whatever reason, relating
to the Contract or in respect of the competitive process, in excess of an
amount equivalent to the reasonable costs incurred by the Proponent in
preparing its proposal and the Proponent, by submitting a proposal, waives
any claim for loss of profits if no agreement is made with the Proponent.
4.8 Proposal Validity
Proposals will be open for acceptance for at least 90 days after the closing
date.
4.9 Firm Pricing
Prices will be firm for the entire Contract period unless this Request for
Proposal specifically states otherwise.
4.10 Currency and Taxes
Prices quoted are to be:
a)
in Canadian dollars;
b)
inclusive of duty, where applicable;
c)
FOB destination, delivery charges included where applicable; and
d)
exclusive of Goods and Services Tax and Provincial Sales Tax.
4.11 Completeness of Proposal
By submission of a proposal the Proponent warrants that, if this Request for
Proposal is to design, create or provide a system or manage a program, all
components required to run the system or manage the program have been
identified in the proposal or will be provided by the Contractor at no charge.
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5. Additional Terms
5.1 Sub-Contracting
a)
Using a sub-contractor (who should be clearly identified in the
proposal) is acceptable. This includes a joint submission by two
Proponents having no formal corporate links. However, in this case,
one of these Proponents must be prepared to take overall
responsibility for successful performance of the contract and this
should be clearly defined in the proposal.
b)
Sub-contracting to any firm or individual whose current or past
corporate or other interests may, in the Province’s opinion, give rise
to a conflict of interest in connection with this project will not be
permitted. This includes, but is not limited to, any firm or individual
involved in the preparation of this Request for Proposal.
c)
Where applicable, the names of approved sub-contractors listed in
the proposal will be included in the Contract. No additional
subcontractors will be added, nor other changes made, to this list in
the Contract without the written consent of the Province.
5.2 Acceptance of Proposals
a)
This Request for Proposal should not be construed as an agreement
to purchase goods or services. The Province is not bound to enter
into a Contract with the Proponent who submits the lowest priced
proposal or with any Proponent. Proposals will be assessed in light
of the evaluation criteria. The Province will be under no obligation to
receive further information, whether written or oral, from any
Proponent.
b)
Neither acceptance of a proposal nor execution of a Contract will
constitute approval of any activity or development contemplated in
any proposal that requires any approval, permit or license pursuant to
any federal, provincial, regional district or municipal statute,
regulation or by-law.
5.3 Definition of Contract
Notice in writing to a Proponent that it has been identified as the successful
Proponent and the subsequent full execution of a written Contract will
constitute a Contract for the goods or services, and no Proponent will
acquire any legal or equitable rights or privileges relative to the goods or
services until the occurrence of both such events.
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5.4 Form of Contract
By submission of a proposal, the Proponent agrees that, should it be
identified as the successful Proponent, it is willing to enter into a Contract
with the Province in accordance with the terms set out in Appendix B.
5.5 Liability for Errors
While the Province has used considerable efforts to ensure an accurate
representation of information in this Request for Proposal, the information
contained in this Request for Proposal is supplied solely as a guideline for
Proponents. The information is not guaranteed or warranted to be accurate
by the Province, nor is it necessarily comprehensive or exhaustive. Nothing
in this Request for Proposal is intended to relieve Proponents from forming
their own opinions and conclusions with respect to the matters addressed in
this Request for Proposal.
5.6 Modification of Terms
The Province reserves the right to modify the terms of this Request for
Proposal at any time in it sole discretion. This includes the right to cancel
this Request for Proposal at any time prior to entering into a Contract with
the successful Proponent.
5.7 Ownership of Proposals
All documents, including proposals, submitted to the Province become the
property of the Province. They will be received and held in confidence by
the Province, subject to the provisions of the Freedom of Information and
Protection of Privacy Act.
5.8 Use of Request for Proposal
This document, or any portion thereof, may not be used for any purpose
other than the submission of proposals.
5.9 Confidentiality of Information
Information pertaining to the Province obtained by the Proponent as a result
of participation in this project is confidential and must not be disclosed
without written authorization from the Province.
5.10 Reciprocity
The Province may consider and evaluate any proposals from other
jurisdictions on the same basis that the government purchasing authorities
in those jurisdictions would treat a similar proposal from a British Columbia
supplier.
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Project or Program Requirements
6. Overview
The Ministry of Management Services, Ministry of Competition, Science and
Enterprise and the Office of the Chief Information Officer, on behalf of the
Government of British Columbia, are issuing a Request for Proposals for a
Strategy on Alternative Service Delivery in Information Technology and Related
Business Processes (Strategy) for the Government of British Columbia.
The document entitled the Government of British Columbia Strategic Plan outlines
government’s commitment to transformation of government to achieve a focus on
the delivery of core services within a balanced budget by fiscal year 2004/05. The
New Era commitments and the Government of British Columbia Strategic Plan
contain underlying themes that government will be transformed in an innovative,
enterprising, results oriented, and accountable manner and that British Columbia
will be a technology leader.
The purpose of this Request for Proposals is to engage a firm to develop the
Strategy and implementation plan for alternative service delivery (ASD) of the
government's information technology and telecommunications services and related
business processes.
Service transformation opportunities exist in two areas: 1) vertical business areas
that are unique to ministries; and 2) horizontal support services that are common
across government. Vertical areas are ministry programs heavily reliant on
information technology and telecommunications infrastructure, such as health care,
education, welfare, and justice. Horizontal information technology areas are
common "back office" support functions such as networks, servers, workstations,
and corporate applications.
The Strategy must embody the best practices in outsourcing in the public sector
and private sector. The successful firm must be experienced in the provision of
public and private sector information technology ASD and outsourcing advisory
services and have the capacity to apply best practices to the British Columbia
public sector. The Strategy will be utilized as the basis for recommendations to
government regarding ASD and outsourcing of provincial information technology
services, telecommunications and related business processes.
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7. Requirements and Project Scope
7.1 Project Scope and Time-Frames
Scope:
The Strategy will provide the framework for government's ASD for information
technology services, telecommunications and related business processes to
achieve a more effective delivery of services at a lower cost. The purpose of ASD
and outsourcing is to focus government attention on its core mandate, promote
economic development and enable citizens and businesses to realize the benefits
associated with private sector supply of services in a competitive market. As well,
ASD and outsourcing should provide government with greater opportunities for
innovation, greater choice and cost reduction or containment.
The issues the Strategy will address are:
 Reduce the need for significant capital investment to replace old outmoded
technology, when there is limited government funds;
 Duplication of effort and lack of expertise in outsourcing across ministries;
 Lack of common information technology platforms and data linkages across
government programs which could be made worse through ad hoc outsourcing.
Changes are required to provide better service to clients (e.g. transfer of health
records between hospitals in different cities) and better cross-government
management information (e.g. managing health care needs for income
assistance recipients);
 Need for integrated services across ministries to better meet citizen needs (e.g.
ranges from dealing with land use permits across ministries to replacing
identification in a lost wallet);
 Need to leverage government outsourcing into packages with larger volumes of
work in order to take advantage of economies of scale (e.g. greater volume can
reduce per unit costs); and
 Outsourcing work into larger packages to leverage economic development
spin-offs (e.g. consolidation of government help desks to obtain a call centre in
a specific regional location).
The benefits to government from the Strategy will be to:
 Ensure that outsourcing is undertaken to the benefit of the taxpayer (i.e. is cost
effective, maintains/improves service delivery);
 Ensure that outsourcing opportunities are consolidated across ministries to
create economies of scale and enable investment in new technology, both of
which will reduce costs to the taxpayer;
 Provide better service to citizens by providing common IT platforms and by
bundling services to focus on the needs of citizens and businesses rather than
individual ministry needs;
 Provide opportunities for British Columbia companies to benefit from
outsourcing and ensure that investment and expertise is leveraged from
international high technology firms to keep British Columbia at the "leading
edge" of information technology development; and
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
Result in a closer working relationship between the private sector and
government.
The scope of the project will be focussed on government information technology
services, telecommunications and business processes and may include expansion
to the broader public sector.
Timeframe:
Project schedule to show completion by March 31, 2003.
7.2 Deliverables:
Two core deliverables are required in the project:
1. A Strategy on Alternative Service Delivery in Information Technology and
Related Business Processes (Strategy)
The Contractor will provide a comprehensive outsourcing strategy for
government information technology services, telecommunications and related
business processes, including:

A comprehensive outsourcing framework, with the following components:
a) A Comprehensive Inventory/Assessment of vertical and horizontal
information technology services, telecommunications and related
business processes currently supported by the Government of British
Columbia and an assessment of related outsourcing opportunities. This
should include currently outsourced services, current in-house systems
and new opportunities.
b) Principles and Decision Criteria to establish alternative service
delivery and outsourcing priorities and a model to guide outsourcing
decisions.
c) ASD/Outsourcing Options including which IT and related business
processes should be outsourced, bundling or aggregation of various
components identified in the Inventory/Assessment, type of outsourcing
recommended, and phasing of the component parts. This should also
identify benefits that government should be able to capture through the
recommended option for outsourcing on a component-by-component
and/or bundled basis (per the recommendation).
d) Risk Assessment to identify the advantages, challenges and risks that
government will face in outsourcing and how these can be managed on
a component-by-component and/or bundled basis (per the
recommendation).
e) Proven performance measures to identify how government will
measure the success of its alternative service delivery and outsourcing
strategy through to and post implementation on a component-by-
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component and/or bundled basis (per the recommendation).
f) Identification of where and how to involve the private sector to
achieve most value added in the outsourcing process.
g) Identification of governance and contract management capacity to
ensure that as government shifts non-core functions to the private
sector that through training or retention of key staff, the right types of
skills exist within the public sector.

A comprehensive high-level financial model to support the framework;

A process to ensure government executive and staff are informed, share
and shape the Strategy and buy-in to the Strategy as it is developed and
completed; and

A process to transfer knowledge of ASD and outsourcing best practices and
the framework to key provincial staff.
Government will be responsible for the development of a strategy for
management of personal information and government information and any
other impacted responsibilities of government to ensure that government’s
statutory and policy obligations are met. The Contractor is expected to liase
with government on this.
2. Implementation Plan for Outsourcing
The Contractor will provide an implementation plan for the Strategy that plans
out all steps from initiation of the Strategy, including procurement and postimplementation review of Strategy results. It should include a plan for an
outsourcing program management process and structure, roles, responsibilities
and skills. Other components of the plan will include:












Timelines and key benchmarks;
Process to assure security of information;
Process to assure privacy of personal information;
A strategy for involvement of local British Columbia small and medium
sized businesses in outsourcing opportunities;
Communications strategy;
Change management process;
Risk assessment/mitigation plan;
Quality assurance process;
Timeframes;
Status and project/performance reporting process;
Human resource requirements to manage the outsourced activities; and
Organizational development and training requirements.
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7.3
Supplemental Agreements During Implementation
The Province shall have the option to negotiate and to enter into one or
more supplemental agreements with the Contractor to provide advice
and other assistance during the implementation of the Strategy
8. Evaluation Criteria
8.1 Mandatory Criteria
The following are mandatory requirements. Proposals not clearly
demonstrating that they meet them will receive no further consideration
during the evaluation process.
Criteria
a)
The proposal must be received at the closing location by the
specified closing date and time. The proposal must not be sent
by e-mail or facsimile.
b)
The proposal must be in English.
c)
Five copies of the proposal must be submitted.
d)
The proposal must be signed by a person authorized to sign on
behalf of the Proponent in a substantially similar form to
Appendix A.
e)
The proposal must include a statement (including client
contacts) from the Proponent that identifies that the Proponent
firm and the principals identified in the project team have
completed one or more information technology outsourcing
strategy for a public sector entity (comparable size and scope to
the Province of British Columbia) within the last three years.
8.2 Desirable Criteria
Proposals meeting the mandatory requirements will be further assessed
against the following desirable criteria. The Province will require the
Proponent to provide references for specific past work experience and
projects to verify any of the claims made by the Proponent regarding any of
the criteria described below. The Province may require the top ranked
Proponents to provide a presentation of their proposal in order for the
Province to clarify its understanding of the proposal and finalize the
Province’s evaluation.
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Criterion
Experience in the provision of advisory services for public
sector information technology, telecommunications and
related business processes, alternative service delivery and
outsourcing advisory services.
Weight
Minimum score
(if applicable)
35%
35 points
10%
10 points
Please provide the name of each person on your proposed
project team and identify which members have played a key role
in public and private sector information technology,
telecommunications and related business processes, alternative
service delivery and outsourcing. Describe each team person’s
role, experience and accomplishments in designing information
technology outsourcing strategies in large public sector
organizations, and the duration of the person’s involvement in
each project.
Please provide:
 a relevant résumé of all the members of your proposed team,
including projects that demonstrate the person's relevant
experience and qualifications,
 each person's proposed role in this project, and
 the estimated number of business days each person will work
on this project.
The evaluation committee will consider:
 the degree to which the résumés demonstrate that the team
members are experienced and qualified to perform their
proposed roles and to provide the required deliverables,
 demonstrated experience of the key team members in key
roles related to the Strategy, and taking into account the scale
of those projects, each person's role, and the duration of time
worked on those projects, and
 the number of days the most experienced team members will
spend on this project and their role in the project.
Corporate Experience
Please provide a company profile including:
 area of recognised expertise in the marketplace,
 experience of the company in the provision of advisory
services for government alternative service delivery and
outsourcing of information technology and telecommunications,
and
 references for three clients for whom similar work has been
done.
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Criterion
Weight
Minimum score
(if applicable)
10%
10 points
30%
30 points
The evaluation committee will consider:
 the relevance and recentness of the company’s experience
and expertise to the work required under this Request for
Proposal.
 References for three clients for whom similar work has been
done.
A vision for transformation of the information technology and
telecommunications portion of the Province
Please provide a statement of the Proponent’s vision for
transformation of government of British Columbia with a focus on
the information technology, telecommunications and related
business processes components of the Province, including
consideration of the potential for economic development benefits
within British Columbia resulting from implementing the Strategy.
Project Approach and Plan
Please provide a description of your proposed approach or method
for producing the required Deliverables described in Section 7.2
above. Please structure your description based on these
Deliverables.
Please provide a project plan and schedule showing the
deliverables and key activities, and any government activities
required such as any interviews, presentations and approvals.
Please provide a plan to identify any requirements for internal
government resources.
The evaluation committee will consider:
 the degree to which the proposed approach and plan
demonstrates the required Deliverables will be submitted within
the proposed timeframe,
 the clarity of the explanation of how the Proponent intends to
gather information about alternative service delivery and
outsourcing of information technology, telecommunications and
related business processes in other jurisdictions and sectors,
 the clarity of the explanation of how options will be determined
and evaluated,
 the methods and approaches that reduce risk, accelerate the
project, or add value from the government’s point of view, in
addition to the deliverables listed in this RFP,
 whether the plan includes a reasonable allocation of time for
the government to meet its obligations under the proposed
plan, e.g. time to turnaround documents for approval,
 whether the plan includes a detailed Gantt chart showing the
proposed deliverables and key activities,
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Criterion
Weight
Minimum score
(if applicable)
15%
15 points

the degree to which the proposed activities reflect sufficient
research and analysis to support recommendations and
options for an information technology and telecommunications
and related business processes outsourcing strategy,
 the clarity of the explanation of how the Proponent intends to
develop a strategy for involvement of local British Columbia
suppliers in future outsourcing opportunities,
 the clarity of the explanation of how the Proponent intends to
gather information on government information technology,
telecommunications and related business processes and the
level and degree of access to government resources the
Proponent requires.
Price
Please provide a total fixed price quotation, including travel
expenses.
The Evaluation Committee will award a maximum of 15 points
calculated as follows:
(Price for the lowest-priced proponent)/ (This proponent’s
price) x 15)
The lowest priced bid will not necessarily be accepted. If the
lowest bid has no dollar value, the Province will assign a nominal
value for the purposes of evaluating this criterion.
8.3 Successful proponent:
The successful Proponent will be the Proponent that has satisfied all the
mandatory criteria in section 8.1, and achieved the highest total score in
section 8.2.
9. Proposal Format
The following format and sequence should be followed in order to provide
consistency in Proponent response and ensure each proposal receives full
consideration. All pages should be consecutively numbered.
a)
Proposal covering letter. Please use sample provided in Appendix A.
b)
Table of contents including page numbers.
c)
A short (one or two page) summary of the key features of the
proposal.
d)
The body of the proposal, including pricing, i.e. the “Proponent
Response”.
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Appendix A Proposal Covering Letter
Letterhead or Proponent’s name and address
Date
Purchasing agent’s name and address
Dear Sir/Madam
Subject:
Request for Proposal name
Request for Proposal number
List any amendment nos. and dates
The enclosed proposal is submitted in response to the above-referenced Request
for Proposal. Through submission of this proposal we agree to all of the terms and
conditions of the Request for Proposal.
We have carefully read and examined the Request for Proposal and have
conducted such other investigations as were prudent and reasonable in preparing
the proposal. We agree to be bound by statements and representations made in
this proposal and to any agreement resulting from the proposal.
Yours truly
signature
Name:
Title:
Legal name of
Proponent:
Date:
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Appendix B Form of Contract
Selected Contract Clauses
By submission of a proposal, the Proponent agrees that, should it be identified as
the successful Proponent, it is willing to enter into a Contract with the Province that
may include, at the Province’s discretion, the following clauses:
Registration with Workers’ Compensation Board
The Contract may contain a provision that the Contractor and any approved subContractors must be registered with the Workers’ Compensation Board (WCB), in
which case WCB coverage must be maintained for the duration of the Contract.
Prior to receiving any payment, the Contractor may be required to submit a WCB
Clearance Letter indicating that all WCB assessments have been paid.
Compliance With Laws
The Contractor will give all the notices and obtain all the licenses and permits
required to perform the work. The Contractor will comply with all laws applicable to
the work or performance of the Contract.
Laws of British Columbia
Any Contract resulting from this Request for Proposal will be governed by and will
be construed and interpreted in accordance with the laws of the Province of British
Columbia.
Arbitration
All disputes arising out of or in connection with the Contract will, unless the parties
otherwise agree, be referred to and finally resolved by arbitration pursuant to the
Commercial Arbitration Act.
Funding
The Contract and the financial obligations of the Province pursuant to that Contract
are subject to:
there being sufficient moneys available in an appropriation, as defined in the
Financial Administration Act, to enable the Province in any fiscal year or part
thereof when the payment of money by the Province to the Contractor falls
due under the Contract entered into pursuant to this Request for Proposal to
make that payment; and
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Treasury Board, as defined in the Financial Administration Act, not having
controlled or limited expenditure under any appropriation referred to in
subsection a) of this section.
Payment Holdback
The Contract may contain a provision whereby the Province will hold back a
portion of the total Contract price until the requirements of the Contract have been
met.
Software
It is the Contractor’s responsibility to ensure that the Province has all licenses
required to use any software that may be supplied by the Contractor pursuant to
the Contract.
Intellectual Property Rights
The Province will be the owner of the intellectual property rights, including patent,
copyright, trademark, industrial design and trade secrets in any product developed
through a Contract but excluding the Contractor’s pre-existing methodology,
processes, tools and general knowledge of matters under consideration. The
Province will consider providing the Contractor with a license back to use and
reproduce portions of the methodology or deliverables created pursuant to the
Contract.
Indemnity and Insurance
The Contract will include the following indemnity and insurance clauses 1.1
through to 1.8.
1.1
The Contractor will indemnify and save harmless the Province from and
against all claims, demands, losses, damages, costs and expenses (each a
"Loss") made against or incurred, suffered or sustained by the Province at
any time or times (whether before or after the expiration or sooner
termination of this Agreement), including any claim of infringement of third
party intellectual property rights where the same or any of them are based
upon or arise out of or from anything done or omitted to be done by the
Contractor excepting always liability arising out of the independent acts of
the Province.
1.2
In no event will the indemnification by the Contractor pursuant to paragraph
1.1 exceed $2,000,000 per Loss.
1.3
The limitation set out in paragraph 1.2 will not apply to Losses for bodily
injury or damage to real property or tangible personal property, or any Loss
arising from a claim of infringement of third party intellectual property rights.
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1.4
Notwithstanding any other provision of this Agreement, the Contractor will
not be liable for punitive, incidental, consequential, special or indirect
damages arising from a Loss, including but not limited to lost profits, lost
business revenue or failure to realize expected savings, even if the Province
informed the Contractor of the possibility thereof.
1.5
The Contractor will, without limiting its obligation or liabilities and at its own
expense, purchase and maintain the following insurances with insurers
authorized to do business in British Columbia:
1.6
1.7
1.8
(a)
Automobile Liability on all vehicles owned, operated or licensed in the
name of the Contractor and used for government business in an
amount not less than $1,000,000;
(b)
Comprehensive General Liability in an amount not less than
$1,000,000 inclusive per occurrence against bodily injury, personal
injury and property damage and including liability assumed under this
Agreement and includes the Province as an additional insured; and
(c)
Professional Liability in an amount not less than $1,000,000 insuring
the Contractor’s liability resulting from errors or omissions in the
performance of the Services.
All insurance described in section 1.5 of the Contract will:
(a)
be primary;
(b)
not require the sharing of any loss by any insurer of the Province;
and
(c)
provide the Province with 30 days advance written notice of
cancellation or material change.
The Contractor will provide to the Province:
(a)
prior to the commencement of Services and when requested by the
Province, evidence in the form of a completed Province of British
Columbia Certificate of Insurance of all required insurance; and
(b)
when requested by the Province, certified copies of required policies.
If Professional Liability Insurance is not commercially available, or if in the
Contractor's view the insurance is excessively expensive, the Contractor
shall advise the Province and the Province will consider the issue and what
other alternatives may be available. It is the Province's sole discretion
whether to grant approval for any alternative to the insurance requirements
set out in this Agreement.
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Appendix C Receipt Confirmation Form
Strategy for ASD of IT
Closing date: December 4th, 2002
Request for Proposal No.133421
Ministry of Management Services
To receive any further information about this Request for Proposal please return this form to:
Attention: Mike Kishimoto
Mail: Purchasing Commission
3350 Douglas Street, Suite 102.
Victoria, B.C. V8Z 7X9
Or:
Fax #: (250) 387-7309
COMPANY:
STREET ADDRESS:
CITY/PROVINCE:
POSTAL CODE:
MAILING ADDRESS IF DIFFERENT:
PHONE NUMBER:
FAX NUMBER:
CONTACT
PERSON:
E-MAIL:

WE WILL BE SENDING _______ REPRESENTATIVES TO THE PROPONENTS’ MEETING.
(NUMBER)

WE WILL NOT BE ATTENDING BUT WILL PROBABLY BE SUBMITTING A PROPOSAL.
UNLESS IT CAN BE SENT BY FAX, FURTHER CORRESPONDENCE ABOUT THIS REQUEST FOR
PROPOSAL SHOULD BE SENT BY:

COURIER COLLECT.
PROVIDE COURIER NAME AND ACCOUNT NO:

MAIL
SIGNATURE:
TITLE:
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