request for proposals for

REQUEST FOR PROPOSALS
FOR
Functional Assessment Tool for
Disability Support Services
Department of Family and Human Services
For the Government of Prince Edward Island, as represented by
the Minister of Family and Human Services
Request for Proposal Number:
Date Issued:
Submission Deadline:
4901
Oct 13, 2017
Nov 10, 2017
Tables of Contents
PART 1 – INVITATION AND SUBMISSION INSTRUCTIONS..................................... 3
1.1
1.2
1.3
1.4
1.5
1.6
Invitation to Proponents ................................................................................................................. 3
Definitions ....................................................................................................................................... 4
RFP Contact ..................................................................................................................................... 5
Type of Contract for Deliverables ................................................................................................... 5
RFP Timetable ................................................................................................................................. 5
Submission of Proposals ................................................................................................................. 5
2.1
2.2
2.3
2.4
2.5
2.6
Stages of Evaluation ........................................................................................................................ 8
Stage I: Mandatory Submission Requirements............................................................................... 8
Stage II – Evaluation ........................................................................................................................ 8
Stage III – Pricing ............................................................................................................................. 9
Selection of Highest Scoring Proponent ......................................................................................... 9
Notification to Other Proponents ................................................................................................... 9
3.1
3.2
3.3
3.4
3.5
3.6
3.7
General Information and Instructions .......................................................................................... 10
Business Registration .................................................................................................................... 11
Communication after Issuance of RFP .......................................................................................... 11
Execution of Agreement, Notification and Debriefing ................................................................. 12
Conflict of Interest and Prohibited Conduct ................................................................................. 12
Confidential Information .............................................................................................................. 13
Reserved Rights, Limitation of Liability and Governing Law ......................................................... 14
D.1
D.3
The Deliverables............................................................................................................................ 30
Rated Criteria ................................................................................................................................ 30
PART 2 – EVALUATION OF PROPOSALS ............................................................... 8
PART 3 – TERMS AND CONDITIONS OF THE RFP PROCESS ................................. 10
APPENDIX A – FORM OF AGREEMENT ............................................................... 16
APPENDIX B – SUBMISSION FORM .................................................................... 24
APPENDIX C – SUBMISSION PRICING FORM ...................................................... 28
APPENDIX D – RFP PARTICULARS ...................................................................... 30
APPENDIX E – REQUIREMENTS FORM ............................................................... 35
APPENDIX F ...................................................................................................... 44
APPENDIX G ...................................................................................................... 53
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PART 1 – INVITATION AND SUBMISSION INSTRUCTIONS
1.1
Invitation to Proponents
This Request for Proposals (the “RFP”) is an invitation by the Province Prince Edward Island (“the
“Province”) to prospective Proponents to submit proposals for the provision of a Functional Assessment
Tool as further described in the RFP Particulars (Appendix D) (the “Deliverables”).
Background
The Disability Support Program (DSP), available through Prince Edward Island's Department of Family
and Human Services, offers assistance to Islanders with qualifying disabilities to help overcome barriers
and meet unmet needs as a result of their disability to achieve a higher level of independence. The
program offers adult and child disability supports, as well as employment and vocational supports to
approximately 1,350 clients.
The Department of Family and Human Services is in the process of transforming the current Disability
Support Program. The aim is to implement a new program that will assist participants using a more
inclusive, person centered approach to individualized case management. This new approach is projected
to add an additional 600 clients to the transformed program.
The intention of this RFP is to procure a functional assessment tool that will provide insight into the
abilities rather than disabilities of an individual. The functional assessment tool should be comprised of a
series of questions that have been designed by professionals with well documented expertise in the area
of functional assessment of persons with a disability. The proponent must be able to show how their
proposed tool has been field tested and normed to ensure the accuracy of the results for individuals
with intellectual and developmental disabilities, physical disabilities, and mental illness-related
disabilities.
The tool should be designed so that an assessor employed by the Department of Family and Human
Services can administer the tool with the participation of the individual and/or the individual's support
network. The results of the assessment will establish the individual's level of functioning related to their
activities of daily living and independent activities of daily living so that the assessor and the individual's
case manager can work with the individual and their support network to overcome barriers and to meet
unmet needs.
In responding to this RFP the proponent must quote a completely integrated solution including both the
assessment tool and an associated software solution that will allow staff to enter assessment
information into an electronic information management system. The quote should include the costs of
the tool, the associated software solution, any hosting costs if applicable, any costs per assessment if
applicable, interfaces with existing applications (Client Registry and ISM), and all training.
The new assessment tool must be fully operational on June 1, 2018.
Information Technology Infrastructure
The Province of Prince Edward Island currently holds citizens' personal tombstone information in a
Oracle database known as the Client Registry. Currently an individual's DSP case information is held in a
client management system known as Integrated Services Management System, ISM. In both of these
applications the unique identifier is the Personal Health Number, PHN.
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This new solution must provide real time interface capabilities with both ISM and the Client Registry
using PHN as the unique identifier. The interfaces should use HL7 messaging or something equivalent to
pull accurate client tombstone information into the proposed assessment application from the Client
Registry as well as to supply results of the proposed assessment tool to ISM.
Currently individuals are assessed in their homes using a paper print out of the assessment tool. While a
mobile solution is not mandatory in this RFP, if the proposed assessment tool has a mobile solution,
proponents should detail the capabilities of the mobile solution and how it will integrate with the
Province's existing information technology infrastructure.
1.2
Definitions
Throughout this RFP the following definitions apply:
a)
“Cloud Services” A cloud service is any service made available to users on demand via
the Internet from a cloud computing provider's servers as opposed to being provided
from a company's own on-premises servers. The National Institute of Standards and
Technology defines cloud computing as having five essential characteristics: on demand
self-service; broad network access; resource pooling; rapid elasticity or expansion and
measured service
b)
“Hosted Services” are technology services delivered through a direct network
connection or over the internet on physical hardware. The host provider provides and
oversees the infrastructure, the software, and the administrative tasks. The
infrastructure resources are not shared with other clients in a hosted solution.
c)
“Infrastructure as a Service (IaaS)” is a cloud computing provision model in which an
organization outsources the equipment used to support operations, including storage,
hardware, servers and networking components. The service provider owns the
equipment and is responsible for housing, running and maintaining it.
d)
“On-Premise” Computing are IT Services provided using infrastructure located within the
Government of PEI facilities.
e)
“Private cloud” computing is a form of cloud computing that is used by only one
organization, or that ensures that an organization is completely isolated from others. A
private cloud can be on or off-premise.
f)
“Public cloud” computing is one based on the standard cloud computing model, in
which a service provider makes resources, such as applications and storage, available to
the general public over the Internet. Public cloud services may be free or offered on a
pay-per-usage model.
g)
“Software as a Service (SaaS)” is a way of delivering applications over the Internet—as a
service. Instead of installing and maintaining software, access is via the Internet, freeing
the business from complex software and hardware management
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1.3
RFP Contact
For the purposes of this procurement process, the “RFP Contact” shall be:
Vernon MacIntyre
E-Mail: vsmacintyre@gov.pe.ca
Phone: 902-368-4717
Proponents and their representatives are not permitted to contact any employees, officers, agents,
elected or appointed officials or other representatives of the Province, other than the RFP Contact or
their designate, concerning this RFP. Failure to adhere to this rule may result in the disqualification of
the Proponent and the rejection of the Proponent’s proposal.
1.4
Type of Contract for Deliverables
1.5
RFP Timetable
The selected Proponent will be required to enter into an agreement with the Province for the provision
of the Deliverables in the form attached as Appendix A to the RFP (the “Agreement”). The initial term of
the agreement will be for a period of 3 years. The Province reserves the right to extend the agreement
for 2 of extensions of 1 year beyond the initial term, for an overall potential maximum of 5 years in
total.
Issue Date of RFP
Deadline for Questions
Deadline for Issuing Addenda
Submission Deadline
Anticipated Execution of Agreement
13 October 2017
20 October 2017
27 October 2017
10 November 2017, 2 p.m.
11 December 2017
The RFP timetable is tentative only, and may be changed by the Province at any time.
1.6
Submission of Proposals
1.6.1
Proposals to be submitted at the Prescribed Location
Proposals must be submitted at:
PROCUREMENT SERVICES
95 Rochford Street
2nd Floor South, Shaw Building,
PO Box 2000, Charlottetown, PE, C1A 7N8
1.6.2 Proposals to be submitted on Time
Proposals must be submitted at the location set out above on or before the Submission Deadline as
indicated in section 1.5. The Proponent is solely responsible for the delivery of its proposal to the exact
location (including floor, if applicable) indicated in this RFP on or before the Submission Deadline. The
Province does not accept any responsibility for proposals delivered to any other location by the
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Proponent or its delivery agents. Proposals submitted after the Submission Deadline will be rejected.
The Province’s time clock will be deemed to be correct.
1.6.3
Proposals to be submitted in Prescribed Format
In a sealed package, Proponents should submit their proposal containing the following:
1) Include 6 hard copies of the technical proposal and one (1) electronic copy of the technical
proposal saved as a Portable Document Format (PDF) on a USB flash drive, unless otherwise indicated.
Technical proposal packages should be prominently marked as “Technical Proposal” with the RFP title
and number (see RFP cover) and the full legal name and return address of the Proponent. The file name
on the electronic copy for the technical proposal should include an abbreviated form of the Proponent’s
name and RFP #. Financial information is not to be included in the technical proposal. Label the USB
flash drive with the Proponent’s name and RFP #.
Technical proposals should be comprised of: a) completed Appendix B Submission Form, b) completed
response to Appendix D – RFP Particulars, c) completed Appendix E Requirements Response Form
(include an electronic version of this appendix in both MS Word format and MS Excel format as well as
PDF), and d) completed either Appendix F Technical Response Form for Hosted and Cloud Solutions OR
Appendix G Technical Response Form for On-Premise Solution (include an electronic version of the
appropriate appendix in MS Word format as well as PDF).
2) In a sealed envelope which should be included in the sealed package, include one (1) hard copy of
the financial proposal (completed response to Appendix C – Submission Pricing Form) and one (1)
electronic copy of the financial proposal saved as a PDF or MS Excel on a USB flash drive.
Financial proposal envelopes should be prominently marked as “Financial Proposal” with the RFP title
and number (see RFP cover) and the full legal name and return address of the Proponent. The file name
on the electronic copy for the financial proposal should include an abbreviated form of the Proponent’s
name and RFP #. Label the USB flash drive with the Proponent’s name and RFP #.
If there is a conflict or inconsistency between the hard copy and the electronic copy of the proposal, the
hard copy of the proposal shall prevail. In the interest of sustainability, please refrain from using binders,
binding, plastic covers, or similar fastening or presentation materials when submitting the proposal.
Similarly, unless specifically requested in this solicitation document, Proponents should not submit
product catalogues, swatches, or other marketing materials with their proposal.
The Province will not accept proposals submitted by facsimile transfer, email, or any other electronic
means.
1.6.4 Amendment of Proposals Prior to Submission Deadline
Proponents may amend their proposals prior to the Submission Deadline by submitting the amendment
in a sealed package prominently marked with the RFP title and number and the full legal name and
return address of the Proponent to the location set out in section 1.6.1 Any amendment must clearly
indicate which part of the proposal the amendment is intended to amend or replace. Any amendments
received after the Submission Deadline will not be accepted. Amendment must be signed by the person
who signed the original proposal submission or by a person authorized to sign on his or her behalf.
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1.6.5 Withdrawal of Proposals
Proponents may withdraw their proposals prior to the Submission Deadline. To withdraw a proposal, a
notice of withdrawal must be received by the RFP Contact prior to the Submission Deadline and must be
signed by an authorized representative of the Proponent. The Province is under no obligation to return
withdrawn proposals.
1.6.6 Proposals Irrevocable after Submission Deadline
Proposals shall be irrevocable for a period of Ninety (90) days from the Submission Deadline.
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PART 2 – EVALUATION OF PROPOSALS
2.1
Stages of Evaluation
2.2
Stage I: Mandatory Submission Requirements
The Province will conduct the evaluation of proposals in the following three stages:
Stage I will consist of a review to determine which proposals comply with all of the Mandatory
Submission requirements. Proposals that do not comply with all of the Mandatory Submission
requirements as of the Submission Deadline will be disqualified and not evaluated further.
The Mandatory Submission Requirements are as follows:
2.2.1 No Amendment to Forms
Other than inserting the information requested on the mandatory submission forms set out in the RFP, a
Proponent may not make any changes to any of the forms. Any proposal containing any such changes,
whether on the face of the form or elsewhere in the proposal, will be disqualified.
2.2.2 Submission Form (Appendix B)
Each proposal must include a completed Submission Form (Appendix B) signed by an authorized
representative of the Proponent.
2.2.3 Submission Pricing Form (Appendix C)
Each proposal must include a Submission Pricing Form (Appendix C) completed according to the
instructions contained in the form.
2.2.4 Requirements Form (Appendix E)
Each proposal must include a Requirements Form (Appendix E) completed according to the instructions
contained in the form.
2.2.5 Technical Response Form (Appendix F or Appendix G)
Each proposal must include either a Technical Response Form for Hosted and Cloud Solutions (Appendix
F) or a Technical Response Form for On-Premise Solution (Appendix G) completed according to the
instructions contained in the form.
2.3
Stage II – Evaluation
2.3.1 Mandatory Requirements
The Province will review the proposals to determine whether the mandatory requirements as set out in
the RFP Particulars (Appendix D) have been met. Questions or queries on the part of the Province as to
whether a proposal has met the mandatory requirements will be subject to the verification and
clarification process set out in Section 3.3.4. If the Proponent fails to satisfy the mandatory
requirements, its proposal will be excluded from further consideration.
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2.3.2 Rated Criteria
The Province will evaluate each compliant proposal on the basis of the rated criteria as set out in Section
D of the RFP Particulars (Appendix D). The following is an overview of the categories and weighting for
the rated criteria of the RFP. Proponents who do not meet a minimum threshold score for a category
will not proceed to the next stage of the evaluation process.
Rated Criteria Category
D.3.1 Executive Summary
D.3.2 Understanding of Service Requirements
D.3.3 Proposed Approach/Process, Project
Plan
D.3.4 Demonstrated Expertise
D 3.5 RFP Particulars, Requirements Form and
Technical Response Form
D.3.6 Project References
D.3.7 Proposed Project Manager, Resumes,
References and Resources
D.3.8 Resource Management
D.3.9 Management of Project Risk
D.3.10 Added Value
Subtotal A
Stage III Pricing – (Appendix C – Submission
Pricing Form)
Total Points
Weighting (Points)
2 points
2 points
7 points
Minimum Threshold
1
1.5
5
6 points
40 points
4
30
3 points
6 points
2
4
3 points
3 points
3 points
75 points
25 points
2
2
.5
52
See Appendix C for Evaluation of
Pricing
100 points
2.4
Stage III – Pricing
2.5
Selection of Highest Scoring Proponent
Stage III will consist of a scoring of the submitted pricing of compliant proposals in accordance with the
price evaluation set out in the Submission Pricing Form (Appendix C). The evaluation of price will be
undertaken after the evaluation of mandatory submission requirements and rated criteria has been
completed.
After the completion of Stage III, all scores from Stage II and Stage III will be added together and each
Proponent will be ranked based on its total score. The Proponent with the highest score will be selected
to enter into the Agreement in accordance with Part 3. Upon finalization of the Agreement with the
Province, the Proponent shall thereafter be known as the successful Proponent.
2.6
Notification to Other Proponents
Once an agreement is finalized and executed by the Province with a Proponent, the other Proponents
will be notified in accordance with the Terms and Conditions of the RFP Process (Part 3).
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PART 3 – TERMS AND CONDITIONS OF THE RFP PROCESS
3.1 General Information and Instructions
3.1.1 RFP Incorporated into Proposal
All of the provisions of this RFP are deemed to be accepted by each Proponent and incorporated into
each Proponent’s proposal. A Proponent who submits conditions, options, variations or contingent
statements inconsistent with the terms set out in this RFP, including the terms of the Agreement in
Appendix A, either as part of its proposal or after receiving notice of selection, will be disqualified.
3.1.2 Proponents not to change terminology
Changes to the terminology of this RFP are prohibited
3.1.3 Proponents to Follow Instructions
Proponents should structure their proposals in accordance with the instructions in this RFP. Where
information is requested in this RFP, any response made in a proposal should reference the applicable
section numbers of this RFP.
3.1.4 Language
All proposals are to be in English or both English and French. If there is a conflict or inconsistency
between the English version and the French version of the proposal, the English version of the proposal
shall prevail.
3.1.5 No Incorporation by Reference
The entire content of the Proponent’s proposal should be submitted in a fixed form, and the content of
websites or other external documents referred to in the Proponent’s proposal but not attached will not
be considered to form part of its proposal.
3.1.6 References and Past Performance
In the evaluation process, the Province may include information provided by the Proponent’s references
and may also consider the Proponent’s past performance or conduct on previous contracts with the
Province.
3.1.7 Information in RFP Only an Estimate
The Province makes no representation, warranty or guarantee as to the accuracy of the information
contained in this RFP, received from the RFP contact or issued by way of addenda. Any quantities shown
or data, or opinion contained in this RFP or provided by way of addenda are estimates only and are for
the sole purpose of indicating to Proponents the general scale and scope of the Deliverables. It is the
Proponent’s responsibility to obtain all the information necessary to prepare a proposal in response to
this RFP.
3.1.8 Proponents to Bear Their Own Costs
The Proponent shall bear all costs associated with or incurred in the preparation and presentation of its
proposal, including, if applicable, costs incurred for interviews, presentations or demonstrations.
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3.1.9 Proposal to be retained by the Province
The Province will not return the proposal or any accompanying documentation submitted by a
Proponent.
3.1.10 No Guarantee of Volume of Work or Exclusivity of Contract
The Province makes no guarantee of the value or volume of work to be assigned to the successful
Proponent. The agreement to be negotiated with the selected Proponent will not be an exclusive
contract for the provision of the described Deliverables. The Province may contract with others for
goods and services the same as, or similar, to the Deliverables or may obtain such goods and services
from resources within the Province.
3.2
Business Registration
Proponents may be required to be registered to carry on business in accordance with applicable laws.
For information on the business registration requirements of the Consumer, Corporate and Financial
Services, Department of Justice and Public Safety, please consult:
https://www.princeedwardisland.ca/en/topic/business-name-registration
The status of a Proponent’s business registration does not preclude the submission of a proposal in
response to this RFP. A proposal can be accepted for evaluation, regardless of (i) whether the company
is registered, or (ii) whether its business registration is in good standing. However, if the Proponent is
selected as the successful Proponent, that Proponent must bring itself into compliance prior to the
execution of the Agreement.
3.3
Communication after Issuance of RFP
3.3.1 Proponents to Review RFP
Proponents shall promptly examine all of the documents comprising this RFP, and report any errors,
omissions, or ambiguities; and direct questions or seek additional information in writing by email to the
RFP Contact on or before the Deadline for Questions. No such communications are to be directed to
anyone other than the RFP Contact. The Province is under no obligation to provide additional
information, and the Province will not be responsible for any information provided by or obtained from
any source other than the RFP Contact. It is the responsibility of the Proponent to seek clarification from
the RFP Contact on any matter it considers to be unclear. The Province will not be responsible for any
misunderstanding on the part of the Proponent concerning this RFP or its process.
3.3.2 All New Information to Proponents by Way of Addenda
This RFP may be amended only by addendum in accordance with this section. If the Province, for any
reason, determines that it is necessary to provide additional information relating to this RFP, such
information will be communicated by addendum on the Prince Edward Island Tendering Site. Each
addendum forms an integral part of this RFP and may contain important information, including
significant changes to this RFP. Proponents are responsible for obtaining all addenda issued by the
Province and will be deemed to have read all posted addenda.
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3.3.3 Post-Deadline Addenda and Extension of Submission Deadline
If the Province determines that it is necessary to issue an addendum after the Deadline for Issuing
Addenda, the Province may extend the Submission Deadline for a reasonable period of time.
3.3.4 Verify and Clarify
During the evaluation process, the Province may request further information from the Proponent or
third parties in order to verify or clarify the information provided in the Proponent’s proposal, including
but not limited to clarification with respect to whether a proposal meets the mandatory technical
requirements set out in the RFP Particulars (Appendix D). The Province may revisit and re-evaluate the
Proponent’s response or ranking on the basis of any such information.
3.4
Execution of Agreement, Notification and Debriefing
3.4.1 Selection of Proponent and Execution of Agreement
The Province will notify the selected Proponent in writing. The selected Proponent shall execute the
Agreement in the form attached as Appendix A to this RFP and satisfy any other applicable conditions of
this RFP within fifteen (15) days of notice of selection.
3.4.2 Failure to Enter into Agreement
In addition to all of the Province’s other remedies, if a selected Proponent fails to execute the
Agreement or satisfy any other applicable conditions within fifteen (15) days of notice of selection, the
Province may, in its sole and absolute discretion and without incurring any liability, withdraw the
selection of that Proponent and proceed with the selection of another Proponent or cancel the RFP
Process.
3.4.3 Notification of Outcome of Procurement Process
Once an agreement is executed by the Province with a Proponent, notification of the outcome of the
procurement process will be posted on the Prince Edward Island Tendering Site.
3.4.4 Debriefing
Proponents may request a debriefing after notification of the outcome of the procurement process. All
requests must be in writing to the RFP Contact and must be made within sixty (60) days of notification of
the outcome of the procurement process. The intent of the debriefing information session is to aid the
Proponent in presenting a better proposal in subsequent procurement opportunities. Any debriefing
provided is not for the purpose of providing an opportunity to challenge the procurement process or its
outcome.
3.5
Conflict of Interest and Prohibited Conduct
3.5.1 Conflict of Interest
The Province may disqualify a Proponent for any conduct, situation or circumstance, determined by the
Province, in its sole and absolute discretion, to constitute a Conflict of Interest. For the purposes of this
Section, “Conflict of Interest” has the meaning ascribed to it in the Submission Form (Appendix B).
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3.5.2 Disqualification for Prohibited Conduct
The Province may disqualify a Proponent, or terminate an agreement entered into if the Province, in its
sole and absolute discretion, determines that the Proponent has engaged in any conduct prohibited by
this RFP.
3.5.3 Prohibited Proponent Communications
A Proponent shall not engage in any communications that could constitute a Conflict of Interest and
must take note of the Conflict of Interest declaration set out in the Submission Form (Appendix B).
3.5.4 Proponent not to Communicate with Media
A Proponent may not at any time directly, or indirectly, communicate with the media in relation to this
RFP or any agreement entered into pursuant to this RFP without consent of the Province, and then only
in coordination with the Province.
3.5.5 No Lobbying
A Proponent shall not, in relation to this RFP or the evaluation and selection process, engage directly or
indirectly in any form of political or other lobbying whatsoever to influence the selection of the
successful Proponent.
3.5.6 Illegal or Unethical Conduct
Proponents shall not engage in any illegal business practices, including without limitation activities such
as bid-rigging, price-fixing, bribery, fraud, coercion or collusion. Proponents shall not engage in any
unethical conduct, including lobbying, as described above, or other inappropriate communications;
offering gifts to any employees, officers, agents, elected or appointed officials or other representatives
of the Province; submitting proposals containing misrepresentations or other misleading or inaccurate
information; or any other conduct that compromises or may be seen to compromise the competitive
process provided for in this RFP.
3.5.7 Rejection of Proposals
The Province may reject a proposal based on past performance or based on inappropriate conduct,
including but not limited to the following:
(a) illegal or unethical conduct as described above;
(b) the refusal of the Proponent to honour its submitted pricing or other commitments;
(c) any conduct, situation or circumstance determined by the Province, in its sole and absolute
discretion, to have constituted an undisclosed Conflict of Interest;
(d) the Province’s past experience with the Proponent within the 18 month period prior to the
Submission Deadline for similar or related services; or
(e) any information provided to the Province by any references of the Proponent, pursuant to either
section 3.1.6 or section 3.7.1(e) of this RFP.
3.6
Confidential Information
3.6.1 Confidential Information of the Province
All information provided by or obtained from the Province in any form in connection with this RFP either
before or after the issuance of this RFP
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(a) is the sole property of the Province and must be treated as confidential;
(b) is not to be used for any purpose other than replying to this RFP and the performance of the
agreement for the Deliverables;
(c) must not be disclosed without prior written authorization from the Province; and
(d) must be returned by the Proponent to the Province immediately upon request of the Province
3.6.2 Confidential Information of Proponent
A Proponent should identify any information in its proposal or any accompanying documentation
supplied in confidence for which confidentiality is to be maintained by the Province. The confidentiality
of such information will be maintained by the Province, except as otherwise required by law or by order
of a court or tribunal. Proponents are advised that their proposals will, as necessary, be disclosed, on a
confidential basis, to advisers retained by the Province to advise or assist with the RFP process, including
the evaluation of proposals.
Proponents are also advised that all documents forming part of the RFP process, including all submitted
proposals, are subject to the Freedom of Information and Protection of Privacy Act R.S.P.E.I. 1988, Cap.
F-15.01 (“FOIPP”). A copy of FOIPP is available online at:
https://www.princeedwardisland.ca/sites/default/files/legislation/f-15-01_0.pdf
3.6.3 Personal Information
The Freedom of Information and Protection of Privacy Act R.S.P.E.I. 1988, Cap. F-15.01 (“FOIPP”) governs
the collection, use and disclosure of personal information by the Province and its service providers. The
successful Proponent shall be required to comply with all requirements of FOIPP during the term of the
Agreement.
A copy of FOIPP is available online at:
https://www.princeedwardisland.ca/sites/default/files/legislation/f-15-01_0.pdf
3.7
Reserved Rights, Limitation of Liability and Governing Law
3.7.1
Reserved Rights of the Province
The Province reserves the right to:
(a) make public the names of any or all Proponents;
(b) request written clarification in relation to a Proponent’s proposal;
(c) waive minor formalities that do not constitute Mandatory Submission requirements or Mandatory
Technical requirements;
(d) verify with any Proponent or with a third party any information set out in a proposal;
(e) check references other than those provided by any Proponent;
(f) disqualify any Proponent whose proposal contains misrepresentations or any other inaccurate or
misleading information;
(g) disqualify any Proponent or the proposal of any Proponent who has engaged in conduct prohibited
by this RFP;
(h) amend this RFP process without liability at any time prior to the execution of a written agreement
between the Province and a Proponent. These changes are issued by way of addendum in the
manner set out in this RFP;
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(i) cancel this RFP process without liability at any time prior to the execution of a written agreement
between the Province and a Proponent. A cancellation is communicated by way of addendum in the
manner set out in this RFP. The Province may in its sole discretion issue a new RFP for the same or
similar Deliverables; or
(j) reject any or all proposals.
These reserved rights are in addition to any other express rights or any other rights that may be implied
in the circumstances, or that the Province has at law.
3.7.2 Limitation of Liability
By submitting a proposal, each Proponent agrees that:
(a) neither the Province nor any of its employees, officers, agents, elected or appointed officials,
advisors or representatives will be liable, under any circumstances, for any claim arising out of this
proposal process including but not limited to costs of preparation of the proposal, loss of profits,
loss of opportunity or for any other claim; and
(b) the Proponent waives any claim for any compensation of any kind whatsoever, including claims for
costs of preparation of the proposal, loss of profit or loss of opportunity by reason of the Province’s
decision to not accept the proposal submitted by the Proponent, to enter into an agreement with
any other Proponent or to cancel this proposal process, and the Proponent shall be deemed to have
agreed to waive such right or claim.
3.7.3 Governing Law and Interpretation
These terms and conditions of the RFP Process (Part 3):
(a)
are intended to be interpreted broadly and independently (with no particular provision intended
to limit the scope of any other provision);
(b)
are non-exhaustive and shall not be construed as intending to limit the pre-existing rights of the
parties to engage in pre-contractual discussions in accordance with the common law governing
direct commercial negotiations; and
(c)
are to be governed by and construed in accordance with the laws of the province of Prince
Edward Island and the federal laws of Canada applicable therein.
[End of Part 3]
Page 15 of 56
APPENDIX A – FORM OF AGREEMENT
SAMPLE CONTRACT
NAME OF AGREEMENT
THIS AGREEMENT made this ________ day of _____________________, 20____.
BETWEEN:
GOVERNMENT OF PRINCE EDWARD ISLAND, as represented by
the Minister of ____________________________________________,
(hereinafter referred to as "Government")
OF THE FIRST PART;
AND:
________________________________________________________
of ______________________________________________________
in _______________ County, Province of _____________________,
(hereinafter referred to as the "Contractor”)
OF THE SECOND PART.
WHEREAS Government wishes to engage the services of the Contractor to carry out the services
described in Schedule “A” attached hereto;
AND WHEREAS the Contractor has agreed to provide Government with these services on certain terms
and conditions as more particularly set out in this Agreement;
NOW THEREFORE in consideration of the mutual promises contained in this Agreement, the Parties
agree that the terms and conditions of their relationship are as follows:
Definitions
1.
In this Agreement, the following definitions apply:
a.
“Fiscal Year” means .....
b.
“Schedule” means ......
Covenants of the Contractor and Government
2.
The Contractor shall perform the services, assume all those responsibilities and diligently
execute all those duties described in the attached Schedule "A" (the "Work"), in a manner
satisfactory to Government.
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3.
(a)
Subject to the termination clause contained in the Termination section of this
Agreement, the term of this Agreement shall commence on the _____ day of _____,
20__, and end on the _____ day of _____, 20__.
(b)
Subject to the termination clause contained in the Termination section of this
Agreement and notwithstanding the date of signing of this Agreement, it is
acknowledged by both Parties that the Contractor commenced the performance of the
Work on the _____ day of _____, 20__. It is further agreed that the amount of
$_______ is the maximum amount to be paid for the Work and includes all amounts
which may be owed for the Work done since _____ day of _____, 20__.
Payments, Records and Accounts
4.
Government shall make payments to the Contractor in the following manner:
(a)
(a)
(b)
Payment for the Work shall be at the rate of $_________ per hour, inclusive of all taxes,
but in no case shall the total payment exceed $________;
OR
Payment for the Work shall be a fixed lump sum of $______ , inclusive of all taxes,
payable in installments, as follows: [i.e. List dates (milestones) when payments will be
made including amount to be paid on each date]
AND, IF APPLICABLE
Government shall pay all expenses of the Contractor, inclusive of all taxes, up to a
maximum of $_______, based on expenses actually incurred and verified by receipt.
(c)
The payments described herein shall be paid upon the basis of the submission by the
_____ day of _____, 20__ of a detailed statement together with all necessary receipts.
Such statements shall be submitted to Government and Government shall pay the
amount owing within ______ days of receipt.
(d)
All payments are subject to a hold back of an amount equal to __% of the amount billed.
The hold back shall be paid upon completion and acceptance of the Work.
OR
All payments are subject to a hold back of an amount equal to ____% of the amount
billed. The hold back shall be paid upon the submission and acceptance of the final
report and completion of the work.
(d)
(e)
The Contractor shall keep proper accounts and records of the cost to the Contractor of
the Work and of all expenditures or commitments made by the Contractor under this
Agreement including the related invoices, receipts and vouchers. Such accounts,
invoices, receipts and vouchers shall, at all times, be open to audit, copying, extracting
information and inspection by the authorized representatives of Government. The
Contractor shall provide all facilities for the audits, inspections, copying and extractions
and shall provide Government and its authorized representatives with all information
that is requested from the accounts, records, invoices, receipts and vouchers.
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(f)
Subject to statutory limitations, the Contractor shall not, without the written consent of
Government, dispose of the accounts, records, invoices, receipts and vouchers related
to this Agreement, but shall preserve and keep the same available for audit, copying,
extracting information and inspections at any time.
Conditions of Agreement
5.
6.
7.
(a)
The Parties agree that the Contractor shall act as an independent contractor and that it
is entitled to no other benefits or payments whatsoever than those specified in the
Payments, Records and Accounts section of this Agreement.
(b)
The Parties agree that entry into this Agreement will not result in the appointment or
employment of the Contractor, or any officer, clerk, employee or agent of the
Contractor, as an officer, clerk, employee or agent of Government, nor shall the Civil
Service Act R.S.P.E.I. 1988, Cap. C-8 apply.
(a)
The Contractor agrees to accept sole responsibility to submit any applications, reports,
payments or contributions for sales taxes, income tax, Canada Pension Plan,
Employment Insurance, Workers' Compensation assessments, goods and services tax,
harmonized sales tax, or any other similar matter which the Contractor may be required
by law to make in connection with the Work.
(b)
The Contractor agrees to accept sole responsibility to comply with all federal, provincial
and municipal legislation which may have application to the Work and agrees to comply
with all provincial and federal legislation affecting conditions of work and wage rates
including the Employment Standards Act R.S.P.E.I. 1988, Cap. E-6.2, the Workers’
Compensation Act R.S.P.E.I. 1988, Cap. W-7.1, or any other laws that impose obligations
in the nature of the employers’ obligations.
(c)
The Contractor, before undertaking any Work shall provide to Government either a
certificate of good standing by the Workers Compensation Board or written
confirmation from the Workers Compensation Board that such certificate is not
required.
(d)
The Contractor agrees to accept the full cost of doing those things required under this
paragraph, and will not charge or seek reimbursement from Government in any way,
such costs having been taken into consideration and included in the rates of payment
stipulated in Payments, Records and Accounts section of this Agreement.
Any payment under this Agreement is subject to a provincial appropriation for the payment
being approved by the Legislative Assembly of Prince Edward Island for Government’s fiscal year
in which the payment is to be made.
Reports
8.
(a)
The Contractor shall make interim reports as Government may direct.
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(b)
The Contractor shall prepare and submit a draft final report for review and approval of
Government not later than the ____ day of _____ 20__. Government shall either signify
its approval or note the deficiencies in writing to the Contractor within _____ days of its
submission. The final report shall be submitted to Government not later than the _____
day of _____, 20__ unless the Parties agree otherwise in writing.
Administration
9.
Subject to any specified time schedule or location where the Work is to be performed as may be
set forth in Schedule “A” attached hereto, the Work is to be performed in the offices of
Government and the Contractor shall follow the same time schedule as applicable to employees
of Government.
10.
Government shall provide such support, direction, decisions and information to the Contractor
as it deems necessary or appropriate under this Agreement and may appoint a person to
administer this Agreement and communicate with the Contractor.
Termination
11.
Notwithstanding other provisions of this Agreement, Government may terminate this
Agreement in its entirety, or any part thereof, at any time by a notice in writing, signed by or on
behalf of Government and delivered to the Contractor by hand delivery, mailed to the
Contractor’s last known place of business, facsimile transmission, or electronic communication.
This Agreement shall be determined to have ended upon the date of delivery, sending by
electronic communications or mailing of such notice in which event the Contractor shall have no
further claim against Government, except that the Contractor will be paid pursuant to and in
accordance with the provisions of the Payments, Records and Accounts section of this
Agreement for the Work performed up to the date of termination by written notice. Such
payment shall include all firm commitments made by the Contractor prior to the receipt of the
notice and for which the Contractor is liable for payment, less any sums paid by Government to
the Contractor on account.
12.
Notice in this Agreement is deemed to have been effected on the day of delivery in person,
facsimile, electronic communication, or upon mailing of the notice.
Confidentiality and Copyright
13.
Any and all information, knowledge or data made available to the Contractor as a result of this
Agreement shall be treated as confidential information. The Contractor shall not directly or
indirectly disclose or use the information, knowledge or data for purposes unrelated to the
Agreement at any time without first obtaining the written consent of Government, unless the
information, knowledge or data is generally available to the public.
14.
(a)
The Parties agree that all lists, reports, information, statistics, compilations, analyses,
and other data generated or collected in any way as a result of this Agreement are the
exclusive property of Government and shall not be distributed, released, transmitted or
used in any way, via any media, outside the purposes of this Agreement, by the
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Contractor, its employees, agents, servants or others for whom the Contractor is
responsible, without the written consent of Government.
(b)
The Parties agree that Government owns the copyright on all aspects of the Work,
including all manner of data as set out in sub-paragraph (a) and including all software
developed as a result of the Work whether in the form of raw data, analyses, database
entries or software or hardware code of any kind or in any form whatsoever, including
but not limited to object code and source code and any necessary information with
respect to the use of such code such as encryption keys, compiler information and
version number.
(c)
The Contractor relinquishes all rights to the Work created pursuant to this Agreement,
including all rights, and moral rights otherwise accruing to the Contractor pursuant to
the Copyright Act, R.S.C. 1985, c. C-42.
Conflict of Interest
15.
The Contractor warrants that as at the date of this Agreement, no conflict of interest, or any
circumstance that might interfere with independent and objective exercise of judgment, exists
or is likely to arise in relation to execution of this Agreement or its subject matter. The
Contractor shall immediately notify Government, in writing, if any such actual or potential
conflict of interest should arise at any time during the Term. In the event Government discovers
or is notified by the Contractor of an actual or potential conflict of interest, Government, in its
sole discretion, may either:
(a)
(b)
allow the Contractor to resolve the actual or potential conflict to the satisfaction of
Government; or
terminate the Agreement in accordance with the Termination section of this agreement.
Freedom of Information and Protection of Privacy Act
16.
The Contractor acknowledges that this Agreement, and information provided in respect of this
Agreement, may be subject to release under the Freedom of Information and Protection of
Privacy Act R.S.P.E.I. 1988, Cap. F-15.01. The Contractor may be consulted prior to release of any
information.
17.
The Contractor acknowledges and agrees that, in the event the Work involves the collection or
use of personal information, it is subject to the Freedom of Information and Protection of Privacy
Act, and that personal information may not be released to any third party or unauthorized
individual.
Indemnification and Insurance
18.
The Contractor shall indemnify and hold harmless Government, its agents, representatives and
employees from and against all claims, demands, losses, costs, damages, actions, suits or
proceedings of every nature and kind whatsoever arising out of or resulting from the
Page 20 of 56
performance of the Work (herein called the "Claim"), provided that any such Claim is caused in
whole or in part by any act, error or omission, including, but not limited to, those of negligence,
of the Contractor or anyone directly or indirectly employed by the Contractor or anyone for
whom the Contractor may be liable.
19.
The Contractor shall, without limiting its obligations or liabilities under this Agreement and at its
own expense, provide and maintain, the following insurance with insurers and in forms and
amounts acceptable to Government:
(a)
Commercial General Liability insurance in an amount not less than $
[minimum $2,000,000.00 CAD] inclusive per occurrence against bodily injury and
property damages. Government of Prince Edward Island is to be added as an additional
insured under this policy. Such insurance shall include, but not be limited to:
Products and Completed Operations Liability;
Owner’s and Contractor’s Protective Liability;
Blanket Written Contractual Liability;
Contingent Employer’s Liability;
Personal Injury Liability;
Non-Owned Automobile Liability;
Cross Liability;
Employees as additional Insured;
Broad Form Property Damage;
If applicable, Tenant’s Legal Liability in an amount adequate to cover a loss to
premises of Government occupied by the Contractor.
(b)
Automobile Liability insurance on all vehicles owned, operated or licensed in the name
of the Contractor in an amount not less than $
[minimum
$1,000,000.00 CAD].
(c)
Professional Liability insurance in an amount not less than Two Million ($2,000,000.00
CAD) Dollars on a claims made basis, subject to an annual aggregate limit of Two Million
($2,000,000.00 CAD) Dollars insuring the Contractor’s liability resulting from errors and
omissions in the performance of professional services under this Agreement. Such
insurance shall continue for a term of 6 years following completion of the Work.
(d)
The policy or policies required by this Agreement shall be in a form and with insurers
satisfactory to Government. All required insurance shall be endorsed to provide
Government with 30 days advance written notice of cancellation or material change.
The foregoing insurance shall be primary and not require the sharing of any loss by any
insurer of Government nor by any other form of recovery available such as the
Provincial Self Insurance and Risk Management Fund. A certified copy of the policy, or
policies, shall be delivered to Government prior to execution of this Agreement. Default
of delivery to Government or receipt of the certified copy of the policy, or policies, by
Government shall not be construed as acknowledgment or concurrence that there has
been compliance with the terms of this Agreement.
Page 21 of 56
General
20.
This Agreement shall not be assigned or subcontracted in whole or in part by the Contractor
without the prior written consent of Government.
21.
This Agreement shall ensure to the benefit of and be binding upon the Parties hereto and,
subject to the above assignment and subcontracting clause, their executors, administrators,
successors and assigns.
22.
This Agreement shall be interpreted and applied in accordance with the laws and in the Courts
of the province of Prince Edward Island.
23.
This Agreement, including Schedule “A”, constitutes and expresses the entire agreement of the
Parties hereto and any amendment or addition thereto shall be in writing and signed by the
respective Parties.
24.
The headings are inserted in this Agreement for reference only and shall not form part of the
Agreement.
25.
The provisions of this Agreement which, by their terms, are intended to survive or which must
survive in order to give effect to continuing obligations of the Parties, shall survive the
termination or expiry of this Agreement.
26.
If any provision of this Agreement is, for any reason, invalid, that provision shall be considered
separate and severable from this Agreement, and the other provisions of this Agreement shall
remain in force and continue to be binding upon the Parties as though the invalid provision had
never been included in this Agreement.
IN WITNESS WHEREOF the Parties thereto have duly executed this Agreement as of the date first above
written.
SIGNED, SEALED & DELIVERED )
in the presence of:
Government of Prince Edward Island,
)
as represented by the Minister of
)
)
)
____________________________
)
________________________________
)
____________________________
SIGNED, SEALED & DELIVERED )
in the presence of:
Contractor
)
)
__________________________________
)
______________________________
)
Authorized Signing Officer
Page 22 of 56
SCHEDULE "A"
TO AGREEMENT
BETWEEN
GOVERNMENT OF PRINCE EDWARD ISLAND
AND
THE CONTRACTOR
DATED THE _____ DAY OF _________, 20__
STATEMENT OF WORK
Page 23 of 56
APPENDIX B – SUBMISSION FORM
B.1
Proponent Information
Please fill out the following form, naming one person to be the Proponent’s contact for the RFP process
and for any clarifications or communication that might be necessary.
Full Legal Name of Proponent:
Any Other Relevant Name
under which Proponent Carries
on Business:
Street Address:
City, Province/State:
Postal Code:
Phone Number:
Fax Number (if any):
Company Website (if any):
Proponent Contact
Name and Title:
Proponent Contact Phone:
Proponent Contact Fax (if any):
Proponent Contact Email:
HST / GST Registration Number
(Leave blank if NOT applicable):
B.2
Offer
The Proponent has carefully examined the RFP documents and has a clear and comprehensive
knowledge of the Deliverables. The Proponent represents and warrants its ability to provide the
Deliverables in accordance with the requirements of the RFP for the rates set out in the completed
Pricing Form (Appendix C).
Page 24 of 56
B.3
Mandatory Forms
The Proponent encloses as part of the proposal the mandatory forms set out below:
INITIAL TO
ACKNOWLEDGE
FORM
Submission Form (Appendix B)
Pricing Form (Appendix C)
Requirements Form (Appendix E)
Technical Response Form for Hosted and Cloud Solutions (Appendix F)
OR
Technical Response Form for On-Premise Solution (Appendix G)
B.4
Pricing
The Proponent has submitted it’s pricing in accordance with the instructions in the RFP and in the
Pricing Form (Appendix C). The Proponent confirms that it has factored all of the provisions of Appendix
A, including insurance and indemnity requirements, into its pricing assumptions and calculations.
B. 5
Addenda
The Proponent is deemed to have read and taken into account all addenda issued by the Province.
B.6
No Prohibited Conduct
The Proponent declares that it has not engaged in any conduct prohibited by this RFP.
B.7
Conflict of Interest
For the purposes of this RFP, the term “Conflict of Interest” includes, but is not limited to, any situation
or circumstance where:
(a)
(b)
in relation to the RFP process, the Proponent has an unfair advantage or engages in conduct,
directly or indirectly, that may give it an unfair advantage, including but not limited to (i) having,
or having access to, confidential information of the Province in the preparation of its proposal
that is not available to other Proponents, (ii) communicating with any person with a view to
influencing preferred treatment in the RFP process (including but not limited to the lobbying of
decision makers involved in the RFP process), or (iii) engaging in conduct that compromises, or
could be seen to compromise, the integrity of the open and competitive RFP process or render
that process non-competitive or unfair; or
in relation to the performance of its contractual obligations under an agreement for the
Deliverables, the Proponent’s other commitments, relationships or financial interests (i) could,
or could be seen to, exercise an improper influence over the objective, unbiased and impartial
exercise of its independent judgement, or (ii) could, or could be seen to, compromise, impair or
be incompatible with the effective performance of its contractual obligations.
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Proponents should disclose the names and all pertinent details of all individuals (employees, advisers, or
individuals acting in any other capacity) who participated in the preparation of the proposal; AND were
employees of the Province within twelve (12) months prior to the Submission Deadline.
If the box below is left blank, the Proponent will be deemed to declare that (a) there was no Conflict of
Interest in preparing its proposal; and (b) there is no foreseeable Conflict of Interest in performing the
contractual obligations contemplated in the RFP.
Otherwise, if the statement below applies, check the box.
☐ The Proponent declares that there is an actual or potential Conflict of Interest relating to the
preparation of its proposal, and/or the Proponent foresees an actual or potential Conflict of
Interest in performing the contractual obligations contemplated in the RFP.
If the Proponent declares an actual or potential Conflict of Interest by marking the box above, the
Proponent must set out below details of the actual or potential Conflict of Interest:
B.8
Proposal Irrevocable
The Proponent agrees that its proposal shall be irrevocable for a period of Ninety (90) days following the
Submission Deadline.
B.9
Disclosure of Information
The Proponent hereby agrees that any information provided in this proposal, even if it is identified as
being supplied in confidence, may be disclosed where required by law or by order of a court or tribunal.
The Proponent hereby consents to the disclosure, on a confidential basis, of this proposal by the
Province to the advisers retained by the Province to advise or assist with the RFP process, including with
respect to the evaluation of this proposal.
B.10
Execution of Agreement
The Proponent agrees that in the event its proposal is selected by the Province, it will finalize and
execute the Agreement in the form set out in Appendix A to this RFP in accordance with the terms of
this RFP.
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_______________________________
Signature of Witness
________________________________
Signature of Proponent Representative
_______________________________
Name of Witness
________________________________
Name of Proponent Representative
________________________________
Title of Proponent Representative
________________________________
Date
I have the authority to bind the Proponent.
Page 27 of 56
APPENDIX C – SUBMISSION PRICING FORM
1. Instructions on How to Complete Submission Pricing Form
(a)
Rates shall be provided in Canadian funds, inclusive of all applicable duties and taxes except for
HST, which must be itemized separately.
(b)
Rates quoted by the Proponent shall be all-inclusive and shall include all labour and material
costs, all travel and carriage costs, all insurance costs, all costs of delivery, all costs of installation
and set-up, including any pre-delivery inspection charges, and all other overhead, including any
applicable fees or other charges
2. Evaluation of Pricing
Pricing is worth 25 points of the total score.
Pricing will be scored based on a relative pricing formula using the rates set out in the Pricing Form. Each
Proponent will receive a percentage of the total possible points allocated to price for the particular
category it has bid on, which will be calculated by dividing that Proponent’s price for that category into
the lowest bid price in that category. For example, if a Proponent bids $120.00 for a particular category
and that is the lowest bid price in that category, that Proponent receives 100% of the possible points for
that category (120/120 = 100%). A Proponent who bids $150.00 receives 80% of the possible points for
that category (120/150 = 80%), and a Proponent who bids $240.00 receives 50% of the possible points
for that category (120/240 = 50%).
Lowest rate
------------------Second-lowest rate
x
Total available points = Score for second-lowest rate
Lowest rate
------------------Third-lowest rate
x
Total available points = Score for third-lowest rate
And so on, for each proposal.
Pricing Form
Bidders should propose a financial model that clearly defines how they propose to be compensated for
all of the required services.
Prepare a fixed price for your proposed services. Provide appropriate details to support these figures,
including estimates of the work effort and a breakout of expected expenses.
C.1
Fixed Cost – Time and Materials for Initial Contract Period
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Prepare the following table for inclusion in your proposal:
Cost Element
Consulting, Research & Analysis
Project Management - Report Preparation and Administrative
Support
Materials
Travel & Projected Expenses (C.3)
Other Expenses (C.4)
$
$
$
$
$
Total
C.3
Cost (CDN)
$
Travel and Project Expenses
Estimate the travel and living expenses associated with any proposed personnel who will need to travel
to and from the primary work location, in order to perform the required work during the contract.
Provide relevant details to support your estimates. These are to be included in your estimated costs.
C.4
Other Expenses
Estimate any other project expenses that may be incurred, once the proposed personnel are onsite at
the primary work location. These types of expenses will require prior approval from the client
organization after the contract begins and must comply with Prince Edward Island Government
standards. Provide relevant details to support your estimates. These are to be included in your
estimated costs.
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APPENDIX D – RFP PARTICULARS
D.1
The Deliverables
The Social Programs Division of the Department of Family and Human Services requires a functional
assessment tool that focuses on an individual’s abilities rather than disabilities. This tool will assist case
managers in providing supports tailored to their client's individual needs.
The tool is expected to be administered to each of the 1,350 current clients of the existing Disability
Support Program as well as to an estimated 600 new clients within the guidelines of the tool beginning
in June 2018. Clients will be reassessed at a minimum of three years or whenever there are changes to
the client’s functional status. Submissions should include detailed information as to:
•
•
•
•
D.2
The design of assessment tool(s) for adults and children,
The resource requirements, including any employee qualifications/certifications and number of
assessors required to assess approximately 775 adults and 225 children in each of the first two
years,
The timing and resource requirements required to provide subsequent follow-up assessments,
The training schedule and resource requirements to ensure successful transition to operations
by June 1, 2018.
Mandatory Requirements
Appendix E (Requirements Form) lists questions to be answered by proponents on how their proposed
solution will meet the requirements of a functional assessment tool as determined by the Department
of Family and Human Services. A number of these questions are shown as mandatory. Proposed
solutions that do not meet all of the mandatory requirements will result in disqualification of the
proposal.
D.3
Rated Criteria
The following is an overview of the categories and weighting for the rated criteria of the RFP.
Proponents who do not meet a minimum threshold score for a category will not proceed to the next
stage of the evaluation process.
Note: Proponents will provide their responses to the rated criteria in the order shown below.
Submissions that are provided out of order will be disqualified.
D.3.1
Executive Summary
Provide a 1-2 page summary of your technical response, highlighting the key features of your proposal.
It should allow the evaluation team to quickly gain an overall perspective of your proposal, prior to
reviewing it in detail.
This criteria will be weighted on a total of 2 points out of 100.
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D.3.2
Understanding of Service Requirements
Provide a 1-2 page summary of your understanding of the RFP requirements defined in this RFP. This
content should be expressed in your own words and not simply recite the requirements as defined in
this RFP.
This criteria will be weighted on a total of 2 points out of 100.
D.3.3
Proposed Approach/Process and Project Plan
Describe the approach and/or process proposed to address the RFP requirements. Include any notable
methodologies, tools and techniques, and their respective suitability to this project.
Also provide a project plan that reflects your proposed approach/process and demonstrates your ability
to meet the milestones.
This criteria will be weighted on a total of 7 points out of 100.
D.3.4
Demonstrated Expertise
Outline experience with comparable projects (for example a wide range of disabilities, working with
adults and children) preferably in a Canadian jurisdiction. Describe any similarities to or differences
from this project.
This criteria will be weighted on a total of 6 points out of 100.
D.3.5
Business Requirements
Proponents must provide the completed detail requirements outlined in Appendix E (Requirements
Form) and either Appendix F (Technical Requirements form for Hosted or Cloud Solutions) or Appendix
G (Technical Requirements form for On-Premise Solutions) using the templates provided and in the
order asked. Please outline whether or not the system can meet the requirement that is outlined and
provide a description of how your solution meets each requirement.
In situations where the proposed solution partially or does not meet a requirement, Proponents can
provide potential mitigating factors.
This criteria will be weighted on a total of 40 points out of 100.
D.3.6
Project References
Provide three project references for any work done by you in the past three years that is similar in
nature to the requirements defined in this RFP. Select references that are similar to Government, and
provide a contact name, along with his/her phone number, fax number and email address. The
reference information provided should identify the size of the projects conducted for the reference as
Page 31 of 56
well as demonstrate the extent of your previous experience, the reference’s overall satisfaction with
your services and the results achieved, including your adherence to interim and final deadlines.
This criteria will be weighted on a total of 3 points out of 100.
D.3.7
Proposed Project Manager, Resumes, References and Resources
The successful Proponent is expected to provide all the necessary project management to complete the
services proposed in response to this RFP. This is expected to include:
•
•
Assignment of a Project Manager who will be the overall lead for this project. This Project
Manager will represent the Proponent in dealing with any concerns government has during the
implementation of the solution.
The Project Manager will also ensure that the delivery, installation and associated training
required will be completed and ready for operations no later than June 1, 2018.
Identify the project manager proposed for this project and describe his/her experience.
Include his/her resume. This should be structured to emphasize his/her relevant qualifications and
project management experience in successfully managing projects of a similar size and scope to that
required by this RFP.
The resume should include at least two project references, including:
• Name of organization
• Name, title, telephone number and email of a contact for the organization
• Brief description of the scope, complexity, dates and duration of the project
Resumes, including references, should not exceed three (3) pages. Anything beyond three pages will not
be evaluated. Resume format and layout should be consistent for all resources proposed.
The Proponent should also be able to demonstrate that its proposed team as a whole meets or exceeds
the RFP requirements. Prepare the table below to identify all personnel who will be assigned to the
project and contribute to (i) the routine management and/or (ii) the performance of the required
services. As shown, provide each person’s name, title, role on this project, experience in this role and
his/her respective employment status.
Name
Title
Project Role
Role Experience
(# months)
Employment Status
(E = employee,
C = contractor,
P = partner)
The Province encourages innovation and competition in the Proponent community through
arrangements such as partnerships and consortiums. If sub-contractors or partners of a Proponent are
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permitted for this project, they must be identified in your table. If so, describe the general range of
services that the respective contractors (companies or individuals) provided and how this benefits your
company. If no contractors or partners are identified, this will be interpreted to mean that only a
Proponent’s ‘own resources’ will be used.
Submit the individual resumes for each proposed resource. The resumes should be structured to
emphasize their relevant qualifications and experience in successfully completed projects of a similar
size and scope to that required by this RFP.
Each resume should include at least two project references where the proposed individual served in a
similar role, including:
• Name of organization
• Name, title, telephone number and email of a contact for the organization
• Brief description of the scope, complexity, dates and duration of the project
• Role the proposed individual played in the referenced project
This criteria will be weighted on a total of 6 points out of 100.
D.3.8
Resource Management
By virtue of responding to this RFP, the Proponent is committing to make the proposed resources
available to this project when needed and, once the project begins, it agrees to take any steps necessary
to ensure the ongoing availability of its proposed resources during this project.
The Province acknowledges that instances can arise where a proposed resource is no longer employed
by or associated with the Proponent, or is otherwise unavailable to the Proponent at the time of the
service requirement. In these cases, the Proponent agrees to provide replacement resources with
equivalent (or greater) experience and capability, and the selection of the replacement resources will
be subject to the approval of Government.
In the proposal, describe the process that would be used for including Government in the selection of
replacement resources and for securing Government’s approval. Describe how changes in the project
manager in particular would be handled, if this becomes necessary.
If new service requirements emerge during the project, Government will make every effort to provide
the successful Proponent with as much advance notice as possible. Describe the process and typical
timelines involved in making additional resources available to this project.
Describe the process that would be used to resolve a situation where Government concludes that an
assigned resource from the Proponent is not performing their responsibilities adequately.
This criteria will be weighted on a total of 3 points out of 100.
D.3.9
Management of Project Risk
Identify the potential risks that would be expected to emerge during this project.
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Describe the respective impact(s) of these risks on the project itself and/or on any relevant business
area(s) within Government, and assign a severity on a defined scale.
Outline risk mitigation strategies.
This criteria will be weighted on a total of 3 points out of 100.
D.3.10 Added Value
‘Added value’ is the realization of additional benefits beyond the inherent worth of a good or service.
Some examples for services include approach, expertise, references, resources, management, tools
and/or methodologies, etc., or a combination of these.
Describe the aspect(s) of your proposal believed to result in notable added value for this project and/or
Government as a whole.
This criteria will be weighted on a total of 3 points out of 100.
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APPENDIX E – REQUIREMENTS FORM
The proposal must include all of the following categories, and the Proponent’s response must address each of the numbered criteria listed
within each of the categories in the order asked and using the template provided. Proposed solutions that do not meet all of the mandatory
requirements will result in disqualification of the proposal.
1.0 Business Requirements
Requirement
1.1. The solution must be tested, valid and reliable.
Rating
Mandatory
Provide the basis upon which the proponent can demonstrate
that the assessment(s)are tested, valid and reliable.
1.2. The solution must assess the participant’s level of functioning
related to activities of daily living and independent activities of
daily living.
Mandatory
Describe how the solution meets this requirement?
1.3. The solution must provide either the necessary mechanisms
that will allow for the automation and integration of the
assessment tool into existing information technology (IT)
infrastructure (Provincial Client Registry and ISM), or have an
associated means of data management with interfacing
capabilities that will support the capture, management and
reporting of assessment data.
Mandatory
1.4. The solution must assess adult and children participants.
Demonstrate how the solution meets this requirement.
Mandatory
Is there a separate assessment for adults and children?
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Answer
1.5. The solution should assess for a wide variety of disabilities
such as: Mental Illness, Cognitive Impairment, Intellectual
Disabilities and Physical Disabilities.
Mandatory
Describe how the solution meets this requirement?
If the solution has been tested and normed for each of the
disability types listed above, please describe how?
1.6. The solution assesses the medical and behavioural support
needs of participants.
High
Describe how the solution meets this requirement?
1.7. The solution’s focus is on participants’ abilities and support
needs as opposed to disability(s).
High
Describe how the solution meets this requirement?
1.8. The solution should allow for conversational dialogue where
participants provide feedback and information on their
support needs.
High
1.9. The solution assesses potential opportunities for supports for
participants. For example: particular trigger items could
identify individuals who could benefit from further evaluation
in specific areas or support options.
Medium
1.10. Describe how the solution has the ability to assign different
weights and/or scores based on the participant’s responses to
the various assessment questions.
Medium
1.11. Describe how the solution contains all the content areas
necessary for assessing the support needs of participants
including: Activities of Daily Living; Instrumental Activities of
High
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Daily Living; Cognitive/Memory; Medical
Conditions/Diagnoses; and Challenging Behaviour.
1.12. Describe how the solution provides assessments and question
sets that are applicable for the environment in which they will
be used. For Example: Questions and response options which
are applicable to Canadian participants.
Medium
1.13. Describe the length of your assessment and how it protects
the privacy and confidentiality of participants.
High
1.14. Describe how the solution is constructed in such a way that it
respects the dignity, diversity and cultural differences of
persons being assessed.
High
1.15. Describe how the solution contains question and answer sets
that are concise and easy to understand.
High
1.16. Describe how the solution is structured in a way that is logical
and makes sense to the user.
High
1.17. Describe how the solution is able to manage client cases from
initiation through to determination and outcome.
High
1.18. Describe how the solution is able to define the client’s
supports/needs based on sets of business rules applied to
client’s assessments.
Low
1.19. Describe how the solution provides the ability to manage
documents. For example: uploading scanned documents or
PDFs, etc.
Medium
1.20. Describe how the solution is available offline with the ability to
upload offline work.
Medium
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1.21. Describe how the solution provides the ability to add
comments for assessments.
High
1.22. Describe how the solution provides the flexibility to allow for
customization of the assessment tool by adding, modifying or
removing questions.
Low
1.23. Describe how calculations, weighting and scoring based on
participant’s responses to the assessment are automated.
High
2.0 Usability Requirements
Requirement
2.1. Describe how the solution applies appropriate data and
system validation. For example: type checking (numeric vs
text fields), spell checking, cross-field validation, minimum and
maximum field lengths.
Rating
High
2.2. Describe how the solution allows users the ability to select all
or multiple answers where applicable.
Medium
2.3. Describe how client background and demographic information
will be retrieved from the existing Provincial Client Registry
into assessment forms based on a client’s Personal Health
Number.
Mandatory
2.4. Describe how the solution would carry forward to subsequent
assessments the answers from a client’s previous assessment.
High
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Description
2.5. Describe how the solution uses standardized formatting that is
intuitive for the end user. For example: Questions/response
fields that are aligned to make the form more visually
appealing and user friendly.
Medium
2.6. Describe how the solution has the ability to skip to specific
questions or assessment areas based on the participant’s
response to questions.
Medium
2.7. Describe how the solution supports the use of cross-linked
question sets where the response to one question determines
the next set of questions or response values.
Medium
3.0 Software Integration
Requirement
3.1 A real time interface with a Client Registry system is required for
demographic information on clients. New client demographic
information and upgrades to existing client demographic
information will be passed to and from the proposed solution by
HL7 messaging.
Rating
Mandatory
Describe how the solution will do this.
3.2 A real time interface between the proposed solution and the
Integrated Services Management System (ISM) is required.
Information/data via HL7 messaging must be sent from the
proposed solution to ISM.
Mandatory
Describe how the solution will do this.
3.3 Developing and maintaining HL7 complaint interfaces that allow for
real time, two-way data transfer between systems.
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Mandatory
Description
Describe the experience in the above requirement.
4.0 Reporting Requirements
Requirement
4.1 A reporting tool must be included with the proposed solution.
Rating
Mandatory
What reporting tool is used? Is the reporting tool a separate
application?
Describe how the reporting tool provides reports on all client and
assessment data captured?
4.2 The ability to make modification and/or the creation of new reports.
High
Is there the ability to modify existing reports?
Is there the ability to create new reports?
Who has the ability to modify or create new reports, e.g would our
own IT shop be able to do this?
4.3 Reports should be structured in a way that is logical and makes
sense to the user.
Medium
4.4 Reports should be able to accommodate applicable groupings and
sorting.
Medium
Is there the ability to do this with the report tool used in this
solution?
High
4.5 “Print friendly” reports and assessments.
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Description/Answer
Please describe how assessments and reports are printed? Can they
be exported to pdf, excel, etc?
4.6 Print reports and assessments using applicable letterhead and/or
privacy statement, etc.
Medium
Is there ability to print documents on letterhead? Is there the ability
to customize reports so pertinent information is printed on
reports/documents?
5.0 Security Requirements
Requirement
5.1 Unique user authentication and role based security used in the
proposed solution. i.e. System Administration (Full access), System
User (full or limited access), System user (View only access), etc.
Rating
Mandatory
Is there user authentication and role based security? Please provide
details.
5.2 The proposed solution provides a means to manage user
information, such as adding new users, removing users, updating
user roles, etc.
Mandatory
Is there ability to manage users’ accounts? If so, how is this done
and who would have access to do this?
5.3 Active Directory authentication (single sign on).
Does the solution have Active Directory authentication?
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High
Description
6.0 Training Requirements
Requirement
Rating
Mandatory
6.2 Describe the documentation that comes with the application and
how it is used. This may include System Documentation and End
User Guides/Training Materials.
Medium
6.3 Does the solution have the ability to easily train both assessors and
technical support staff (including system administrators) on future
software upgrades, releases, or additional functionality without
additional costs to the Department of Family & Human Services?
Medium
6.1 Describe the training and/or certification in the proper use of the
assessment that is required for users to ensure it is appropriately
administered, including the length of the training and the manner in
which the training is provided (e.g. in person, online, via text book).
Description
7.0 Support & Maintenance
Requirement
Rating
High
7.2 Describe the vendor support and maintenance services model(s).
High
7.1 Describe the release management strategy, including upgrades,
product enhancements, and patch management.
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Description
7.3 Describe how clients can report issues; how issues are triaged
including how high priority items are escalated. Include thresholds
for response times and urgency, and communication plans.
High
7.4 Describe how the vendor keeps up to date on their assessment
tools and standards.
High
8.0 Technical Requirements
The Technical Requirements are outlined in Appendix F and G. Proponents who are submitting a response for a Hosted or Cloud Solution
must fill out Appendix F. Proponents who are submitting a response for an On-Premise solution must fill out Appendix G.
Page 43 of 56
APPENDIX F
TECHNICAL RESPONSE FORM
FOR HOSTED AND CLOUD SOLUTION
Question Type
Details
1.1 Sub-contracting
Does the Proponent subcontract any portion of the solution to a
third-party vendor(s)? If yes, provide detailed information
about the vendor(s)
1.2 Data Center
Does the Proponent own or lease the data center?
Where are the data center(s) located?
Can the location of the data be guaranteed at specific data
center(s) or will the Proponent move the data with or without
notification?
1.3 Platform
Is the proposed solution a Cloud solution or a Hosted solution?
1.4 Deployment Model
Based on the supplied definition (Part 1 section 1.2 Definitions),
what deployment model is being proposed: Public, Private,
Hybrid, Hosted
1.5 Service Model
Based on the supplied definitions (Part 1 section 1.2
Definitions), what service model is being proposed: SaaS, IaaS,
XaaS, Hosted
1.6 Server Operating
system and other
platforms
What operating system does your system run on? e.g.
Windows, Linux
What application server environment are supported? e.g.
WebLogic, WebSphere
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Answer
What web server(s) are supported? e.g Apache, IIS
1.7 Database Platforms
What database management system is supported? e.g. Oracle,
SQL Server, MySQL, etc.
1.8 Non Production
environments
In addition to the production application environment, describe
what is provided or recommended for testing and training
environments. Provide details.
Are there any limitations of access to and usage of those
environments? Is there additional cost for user based licensing?
Can data in the secondary environment be synched with
production data? If yes, are there additional fees to do this?
1.9 System Diagram
1.10 Capacity Projections
Provide an overview diagram of the system architecture
identifying all servers, their roles, how they communicate, and
other relevant components (web, database, application, file,
print, etc.)
What are the capacity requirements for the application and
data growth projections?
Will you accommodate growth?
1.11 Bandwidth
requirements
Provide details on the network bandwidth requirements for this
application?
1.12 Backup Strategy
Describe the backup and recovery procedures for this
application. How is the system and data backed up and
restored in the event of a failure?
Include the following: Backup schedules
∙ Backup Schedule: e.g. Daily full and/or incremental?
∙ What is your retention schedule?
∙ What is the format for the backups from your solution?
∙ Transaction logging?
∙ Can custom backups be requested?
How is a restore request submitted?
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What is the Recovery Point Objective (RPO) and Recovery Time
Objective (RTO)?
Are the restore procedures regularly tested? If yes, what is the
frequency of the testing and how is the process validated?
1.13 Backup Copy for Client
Do you provide the capability for the customer to receive a copy
of the data when requested? If yes, what is the process to
receive a copy and what restrictions are in place for such a
request?
1.14 Client Software
Provide details on the software solution required on the client
workstation.
If browser-based, it must be compliant with all supported
internet browsers including:
- Google Chrome (all currently supported versions)
- Firefox ( all currently supported versions)
- Internet Explorer 8 and above
**Proponents must also include a Microsoft Edge support plan
1.15 Client Browser
1.16 Client plug-ins and
add-ons
1.17 Client Desktop
Operating System
1.18 AntiVirus
rd
1.19 3 Party Software
Please provide the details of your solution.
Specify any requirement for plug-ins or add-ins. For example
(IIS, Flash, Java, .NET, etc.)
Must be compliant with the following Desktop operating
systems:
- Microsoft Windows versions 7, 8.1, and 10.
Provide details on your solution.
Our standard antivirus program is McAfee VirusScan Enterprise.
Please indicate whether this product is compatible with this
antivirus program. Are there any file exclusions required?
Provide details.
Is any 3rd party software required to be purchased that is not
part of the application? Please provide details.
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1.20 Patches and fixes
Describe how patches and fixes are managed and what
information is provided to the client about each release.
1.21 Interfaces
Describe the system capabilities that allow the application to
interface, import and export with other systems.
1.22 Hand held and Mobile
Devices
Can the application operate on hand held and mobile devices?
Please provide details.
1.23 Exit Strategy
Does your company have a specific exit strategy for clients that
terminate their services? If yes, what is the strategy?
1.24 Termination Fees
Are there additional fees charged if services are terminated?
1.25 Data Destruction
What process do you follow to destroy data if services are
terminated? (Including backup versions and disaster recovery
versions of the data)
1.26 Data Protection
Does your company provide verification that data has been
destroyed?
What processes does your company have in place to protect our
data if your company goes out of business, is sold to another
company, or if the servers are legally seized?
What process do you follow to transfer data back to our
organization?
1.27 Disaster Recovery
What format is the data provided in?
Do you have a Disaster Recovery (DR) Plan in place? If yes,
provide information on plans.
Do you have plans in place for recovering data center
operations and network connectivity in the event of a local or
regional disaster?
How often are DR plans refreshed and updated?
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1.28 Risk Analysis
Do you have a Risk Analysis Plan in place? If yes, provide
information on plans.
1.29 Backup Copy Location
Does your solution ever store or move client data outside
Canada? If yes, when would this occur and what data would be
stored outside Canada? E.g. data in transit, data stored
1.30 Redundancy/High
Availability
What strategies are in place for redundancy, high availability,
and business continuity?
Is data clustered, mirrored, or duplicated? If yes, can all
locations be identified if PEI needs to delete or modify the data?
1.31 Regular Maintenance
Does your service have regular maintenance windows? If yes,
what are they and what services are impacted or unavailable
during those times?
1.32 Updates and Patch
cycles
Do you have regular update and patch cycles? If yes, outline
the general cycle and schedule and describe the types of
changes typically released in major and minor revisions.
Are updates mandatory or optional? If optional, can PEI opt in
or out of some or all updates?
What measures are in place to prevent upgrades from breaking
client integrations?
Are release notes and recommendations provided in advance of
each upgrade? e.g. guidelines on where, when, and how to
perform regression testing.
1.33 Scheduled Downtime
What activities are considered valid for scheduled downtime?
e.g. Backups, Patches, Updates, Maintenance?
What is the process for scheduled downtime? e.g. Notification/
Communication plan, frequency?
Does PEI have any control over the scheduling of scheduled
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1.34 Unscheduled
Downtime
downtime?
What activities are considered valid for unscheduled
downtime? e.g. Critical security updates, runtime issues,
hardware/software issues
What is the process for unscheduled downtime? e.g.
Notification/ Communication plan, frequency?
1.35 Remote Support
Access
1.36
Does PEI have any control over the scheduling of unscheduled
downtime?
Government of PEI supports two methods of remote access to
our network; the first is a VPN connection intended to be used
by an individual, the second is an encrypted firewall to firewall
connection.
Individual VPN connection will be either single (password) or
two-factor (token and password). The account is not to be
shared among a group.
Will you require remote access for support purposes?
If you are not able to comply with these methods, provide
details.
If other system(s) need to integrate with the Cloud or Hosted
service, how will the integration be completed?
Do you provide integration services? If yes, is this included as
part of the Cloud or Hosted service or will there be additional
fees applied?
Can PEI use REST APIs for integration development?
1.37 Data Export
1.38 Security Certificates
Can PEI export data from your solution to another platform? If
yes, what is the process to do this?
List security certifications possessed, including for all subcontractors. e.g. ISO 27001, SAS70, SSAE16, SOC1, SOC2
What is the frequency of audits for the certification possessed?
Provide proof of certification
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1.39 Facility Security
Provide facility security policies in place? E.g. access control to
data center, cameras.
Are clients permitted to visit and tour the data center facilities
with advance notice?
1.40 Employee Security
Do you (and your subcontractors) perform background checks
on personnel with administrative access to servers,
applications, and customer data?
Is access control in place to ensure information access is
restricted on an as-needed basis?
1.41 Information Security
Do you sell or share client information with other vendors?
Do you use client information for internal purposes such as
refining search algorithms?
Are processes in place to detect and alert for breaches, security
issues, and other performance/availability issues? If yes, what
is the process?
Has your company ever experienced a security breach? If yes,
how was the breached handled?
Is there any reason your company would restrict PEI access to
its data?
1.42 Encryption
Is data encryption in place? If yes, does the encryption cover at
rest, in-transit encryption, and backups?
Who is responsible for maintaining encryption keys? Can HPEI
maintain their own encryption keys?
Who has access to encryption keys?
What type of encryption is used on data in transit?
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What type of encryption is used on data at rest?
1.43 Data Protection
1.44 Logging
What type of encryption is used on backups?
If you have a multi-tenant architecture that extends to the
database level, can you provide a documented set of controls
for ensuring the separation of data and the security of
information between different customers' SaaS instances?
What configuration options are provided for logging end-user
and administrator actions?
What types of events can be logged (or not logged)?
What options are available for setting formatting and logging
levels?
What options are available for setting retention policies and
purging?
Can PEI get direct access to logs if required?
Can log events be captured and sent as a notification to PEI?
1.45 Information Security
1.46 Performance Metrics
1.47 Performance
Benchmarking
What mechanisms, policies, and procedures are used to
safeguard stored data? e.g. Intrusion Detection, Anti-Virus,
Firewalls, Vulnerability scanning, penetration testing,
encryption, authentication and authorization protections and
policies, server hardening
Are performance reports provided to the customer on a regular
basis? If yes, what is the frequency of the reports and what
information is provided?
State the remedies and/or penalties in place for failure to meet
SLA
What performance benchmarks does your solution have for any
or all of the following?
System availability guarantees. e.g. 24x7, 99.9%
Application response times
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Speed of individual transactions
Speed of mass transactions
Speed of data imports and data exports
Data storage limits
1.48 Support
State Help Desk availability times, including after-hours support
issue response times.
Describe escalation procedures
1.49 Responsibilities
Provide a list of what your company and any third-party subcontractors will be responsible for in the Hosted X-As-A-Service
environment.
e.g. Data Center, Networking, Storage, Infrastructure (servers,
processors, RAM), Hypervisors, Virtual Network Infrastructure,
Operating System, Solution Stack, Application, Database,
Interfaces (APIs, GUIs), Data
1.50 Ownership
PEI owns their data that is housed the cloud or hosted solution.
Please confirm the ownership and provide an explanation of
any other ownership claim.
1.51 Records Management
What formats are available for records that need to be archived
due to record management requirements?
1.52 Licensing
How is the system licensed? e.g. Enterprise licensing, or User
based licensing
Page 52 of 56
APPENDIX G
TECHNICAL RESPONSE FORM
FOR ON-PREMISE SOLUTION
Question Type
Details
1.1 Virtual Environment
Should be compatible with and supported on VMWare ESXi 5.5
and above.
Answer
Where VMWare is not supported, it must be supported on HP
Bl460C G9 blade servers or 1U – 2U rack mounted servers with
Intel Xeon x86 multicore processors. Preference will be given to
the virtual platform.
Provide the minimum server requirements for all servers
including details such as processor, memory, drive space, and
any other relevant specification.
1.2 Other Hardware
components
Does this solution require any proprietary or add-on hardware
components? Please provide details
1.3 Server Operating
system
Must be compliant with one of the following server operating
systems:
- Microsoft Windows Server
- Linux
** Microsoft Windows Server 2012 R2 O/S is the preferred
operating system.
Please provide details on the supported operating systems for
your solution.
1.4 Other Server Platforms
Provide details on any other server requirements.
e.g. Application environments such as WebLogic, Websphere or
web server (s) e.g. Apache, IIS?
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1.5 Database Platforms
Should be complaint with one of the following database
application: Oracle, Microsoft SQL Server, MySQL
Provide details on your solution.
1.6 Non Production
environments
In addition to the production application environment, describe
what is provided or recommended for testing and training
environments. Provide details.
Are there any limitations of access to and usage of those
environments?
Can data in the secondary environment be synched with
production data? If yes, are there additional fees to do this?
1.7 System Diagram
1.8 Capacity Projections
Provide an overview diagram of the system architecture
identifying all servers, their roles, how they communicate, and
other relevant components (web, database, application, file,
print, etc.)
What are the capacity requirements for the application and
data growth projections?
1.9 Bandwidth
requirements
Provide details on the network bandwidth requirements for this
application.
1.10 Backup Strategy
The backup software used in EMC NetWorker. Backups are
done to disk, tape drives are not supported.
Describe the backup and recovery procedures for this
application. How is the system and data backed up and
restored in the event of a failure?
Include the following: Backup schedules
∙ Backup Schedule: e.g. Daily full and/or incremental?
∙ What is your retention schedule?
∙ What is the format for the backups from your solution?
∙ Transaction logging?
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∙ Can custom backups be requested?
How is a restore request submitted?
What is the Recovery Point Objective (RPO) and Recovery Time
Objective (RTO)?
Are the restore procedures regulatory tested? If yes, what is
the frequency of the testing and how is the process validated?
1.11 Client Software
Provide details on the software solution required on the client
workstation.
1.12 Browser
If browser-based, it must be compliant with all supported
internet browsers including:
- Google Chrome (all currently supported versions)
- Firefox ( all currently supported versions)
- Internet Explorer 8 and above
**Proponents must also include a Microsoft Edge support plan
Please provide the details of your solution.
1.13 Client plug-ins and
add-ons
Specify any requirement for plug-ins or add-ins. For example
(IIS, Flash, Java, .NET, etc.)
1.14 Client Desktop
Operating System
Must be compliant with the following Desktop operating
systems:
- Microsoft Windows versions 7, 8.1, and 10.
Provide details on your solution.
1.15 AntiVirus
rd
1.16 3 Party Software
Our standard antivirus program is McAfee VirusScan Enterprise.
Please indicate whether this product is compatible with this
antivirus program. Are there any file exclusions required?
Provide details.
Is any 3rd party software required to be purchased that is not
part of the application? Please provide details.
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1.17 Software components
Proponents must provide a list of all software components not
provided above that are required to implement the proposed
solution.
1.18 Patches and fixes
Describe how patches and fixes managed and what information
is provided to the client about each release.
1.19 Interfaces
Describe the system capabilities that allow the application to
interface, import and export with other systems.
1.20 Hand held and Mobile
Devices
Can the application operate on hand held and mobile devices?
Please provide details.
1.21 Remote Support
Access
Government of PEI supports two methods of remote access to
our network; the first is a VPN connection intended to be used
by an individual, the second is an encrypted firewall to firewall
connection.
Individual VPN connection will be either single (password) or
two-factor (token and password). The account is not to be
shared among a group.
If you are not able to comply with these methods, provide
details.
1.22 Licensing
How is the system licensed? e.g. Enterprise licensing, or User
based licensing
Page 56 of 56
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