Invitation to Quote 07-23
Enterprise Content Management Consultant
Issue Date: December 4, 2007
RFP Acknowledgement Form: Appendix A. Respondents are asked to fill out and return this form by December 11, 2007 to the contact person listed below.
RFP Closing Date and Time: January 8, 2008 2:00:59 pm PST
Closing Location: By Mail BC Transit – Attn: Nancy Broydell
PO Box 610
Victoria, BC
Canada V8W 2P3
By Hand BC Transit – Attn: Nancy Broydell or 520 Gorge Road East
Courier Victoria, BC
Canada V8T 2K2
ITQ Contact Person: Nancy Broydell
Email: [email protected]
Phone: (250) 995-5721
Fax: (250) 995-5640
BC Transit Website: www.bctransit.com
T
ABLE OFC
ONTENTS1.0 I
NVITATIONT
ERMINOLOGY ANDD
EFINITIONS... 3
2.0 C
OMMUNICATIONS ANDP
ROCESS... 4
2.1 P
ROJECTC
OMMUNICATIONS ANDE
NQUIRIES... 4
2.2 ITQ A
CKNOWLEDGEMENTF
ORM... 4
2.3 A
NTICIPATEDS
CHEDULE OFE
VENTS... 4
2.4 D
EBRIEFING... 4
2.5 B
ASICQ
UOTE... 4
3.0 Q
UOTET
ERMS ANDC
ONDITIONS... 5
3.1 A
CCEPTANCE, R
EJECTION,
OFQ
UOTES... 5
3.2 I
RREVOCABILITY OFB
IDS... 5
3.3 M
INORC
LARIFICATIONS... 5
3.4 E
LIGIBILITY... 5
3.5 U
SE OFI
NVITATION TOQ
UOTE... 5
3.6 C
ONFIDENTIALITY OFI
NFORMATION... 6
3.7 E
VALUATIONI
NTERVIEWS... 6
3.8 E
VALUATIONC
OMMITTEE... 6
3.9 R
ECIPROCITY... 6
4.0 P
ROJECTO
VERVIEW ANDR
EQUIREMENTS... 7
4.1 O
VERVIEW... 7
4.2 B
ACKGROUND... 7
4.3 R
EQUIREMENTS... 7
4.4 D
ELIVERABLES... 8
4.5 E
NVIRONMENT... 8
4.6 BC T
RANSITR
ESOURCEA
VAILABILITY... 8
5.0 P
ROPOSALR
ESPONSE ANDF
ORMAT... 9
6.0 E
VALUATIONC
RITERIA ANDP
ROCESS... 10
6.1 M
ANDATORYR
EQUIREMENTS... 10
6.2 E
VALUATIONC
RITERIA... 10
A
PPENDIXA: ITQ A
CKNOWLEDGEMENTF
ORM... 11
A
PPENDIXB:
R
ESPONSEC
OVERINGL
ETTER... 12
A
PPENDIXC: A
DDITIONALC
LAUSES... 13
1.0 I
NVITATIONT
ERMINOLOGY ANDD
EFINITIONSThe following words will, where the context allows, bear the following meanings in these Quote Documents and any resulting contract:
a) BC T
RANSITmeans a Corporation established under the British Columbia Transit Act R.S.B.C., Ch. 421, or its successors or assigns, as amended, having an office at 520 Gorge Road East, PO Box 610, Victoria, British Columbia, V8W 2P3.
b) C
ONTRACTmeans the written agreement or Purchase Order resulting from this Invitation to Quote executed by BC Transit and the Contractor;
c) C
ONTRACTORmeans the successful Bidder(s) to this Invitation to Quote who enters into a written Contract or Purchase Order with BC Transit;
d) C
OORDINATORshall mean the person designated by BC Transit and shall include any person or persons whom the said Coordinator shall appoint to represent him for any or all purposes of this Work;
e) M
USTand M
ANDATORYmeans a specific criterion or requirement essential to be met for the quote to receive and continue to receive consideration;
f) S
HOULDor D
ESIRABLEmeans a requirement having a specific or significant degree of importance to meeting the Invitation objectives. These criteria will be evaluated using a point scoring system;
g) B
IDDERmeans any party or parties responding on the Work, or the successful Bidder who later becomes the Contractor for such Work;
h) W
ORKmeans the goods, labour, services to be supplied as required by these Contract Documents
i) I
NW
RITINGmeans by letter, e-mail or facsimile.
j) ECMS means Enterprise Content Management Solution
2.0 C
OMMUNICATIONS ANDP
ROCESS2.1 P
ROJECTC
OMMUNICATIONS ANDE
NQUIRIESThe Invitation Contact Person for this project is as follows:
Nancy Broydell, Purchasing Agent Phone: 250-995-5721
Fax: 250-995-5640
E-mail: [email protected]
Information obtained verbally or from any other source is not official and should not be relied upon. Quotes received at BC Transit reception after 2:00:59 pm Pacific Time January 8, 2008 will not be considered. Late quotes will be returned to the vendor unopened.
2.2 ITQ A
CKNOWLEDGEMENTF
ORMIn order to receive any additional information regarding this Invitation (i.e. amendments and subsequent information) please complete the Acknowledgement Form in Appendix A. Please return by fax (preferred) or e-mail to the Contact Person no later than December 11, 2007.
2.3 A
NTICIPATEDS
CHEDULE OFE
VENTSThe following timetable outlines the anticipated schedule for the ITQ process. The schedule provided is for information only. Timing and sequence of events may vary and BC Transit will ultimately determine the sequence of events.
EVENT ANTICIPATED DATES
RFP Issued December 4, 2007
RFP Acknowledgement Form December 11, 2007
Request for Clarification dues December 18, 2007
BC Transit’s Response to Request for Clarification December 20, 2007
RFP Closes January 8, 2008
Tentative Award January 2008
2.4 D
EBRIEFINGAt the conclusion of the Quote evaluation and award of contract process, all Bidders will be notified. Bidders requesting a debriefing meeting with BC Transit are to arrange this within 30 days of notification by contacting the Contact Person at (250) 995-5721.
2.5 B
ASICQ
UOTEEach Bidder shall submit a Quote based on the requirements as described in Section 4.0 Project
Overview and Requirements and provide the response as outlined in Section 5 Proposal Response
and Format.
3.0 Q
UOTET
ERMS ANDC
ONDITIONS3.1 A
CCEPTANCE, R
EJECTION,
OFQ
UOTESThis Invitation to Quote should not be construed as an agreement to purchase goods or services.
BC Transit is not bound to enter into a Contract with the Bidder who submits the lowest priced quote or with any Bidder. Submissions will be assessed in light of the evaluation criteria. BC Transit will be under no obligation to receive further information, whether written or oral, from any Bidder. Lowest or Any Bid will not necessarily be accepted.
BC Transit reserves the right, at its sole discretion, to accept or reject all or parts of any quote that:
a. Is incomplete, obscure, irregular or unrealistic;
b. Contains unauthorized conditions;
c. Fails or omits any required or mandatory term or condition; or d. Is non-compliant with the requirement of the Invitation.
BC Transit shall not be obligated either to accept or reject any non-compliance with the requirement of the invitation.
3.2 I
RREVOCABILITY OFB
IDSBy submission of a clear and detailed written notice, the Bidder may amend or withdraw its bid prior to the closing date and time. Upon closing time, all bids become irrevocable for 90 calendar days. By submission of a bid, the Bidder agrees that should its bid be successful, the Bidder will enter into a Professional Services Contract with BC Transit.
3.3 M
INORC
LARIFICATIONSBC Transit reserves the right to request additional information from Bidders during the
evaluation. The requested information would allow BC Transit to clarify issues in quotes. This could be, but is not limited to, missed information or information not clear in a quote. BC Transit will be under no obligation to receive further information, whether written or oral, from any Bidder. Bidders agree to hold BC Transit safe and harmless against any claims regarding receiving information for evaluation purposes.
3.4 E
LIGIBILITYa. Respondents will not be evaluated if the Respondent’s current or past corporate or other interests may, in BC Transit’s opinion, give rise to a conflict of interest in connection with this project.
b. Responses from not-for-profit agencies will be evaluated against the same criteria as those received from any other Bidders.
3.5 U
SE OFI
NVITATION TOQ
UOTEThis document, or any portion thereof, may not be used for any purpose other than the submission
of proposals.
3.6 C
ONFIDENTIALITY OFI
NFORMATIONInformation pertaining to BC Transit obtained by the Bidder as a result of participation in this project is confidential and must not be disclosed without written authorization from BC Transit.
3.7 E
VALUATIONI
NTERVIEWSBC Transit reserves the right to interview any Bidder during the evaluation and incorporate the results of interviews into the evaluation. BC Transit may require short listed bidders to provide a presentation. Reasonable notice will be given with more details on the presentation requirement.
At the request of BC Transit, a Bidder will travel to Victoria, B.C. and meet with BC Transit representatives at no additional cost to BC Transit.
3.8 E
VALUATIONC
OMMITTEEEvaluation of quotes will be by a committee constituted by BC Transit staff and/or their agents.
3.9 R
ECIPROCITYBC Transit may consider and evaluate any proposals from other jurisdictions on the same basis
that the government purchasing authorities in those jurisdictions would treat a similar proposal
from a British Columbia supplier.
4.0 P
ROJECTO
VERVIEW ANDR
EQUIREMENTS4.1 O
VERVIEWBC Transit requires an experienced and knowledgeable consultant to assess our current situation and develop business requirements and produce a written report which points the “way forward”
for an Enterprise Content Management Solution (ECMS) appropriate for BC Transit. BC Transit is requesting quotations from qualified consultants to assist with the project requirements outlined in this document
4.2 B
ACKGROUNDBC Transit currently uses several information systems and processes to store and provide access to data and files. The main methodology currently employed is for network users to create and store their own files (word, excel and other common file types) on shared network drives with security permissions managed via Windows Active Directory. No other process exists to restrict or assist users in where they store the file or in naming conventions. This has resulted in
thousands of folders and files in a storage environment with no record management system in place, making it difficult for end-users to search and/or find a specific file in a logical fashion.
This “ad-hoc” organization of files makes collaboration and resource sharing difficult. Transit is looking for a solution to these issues which will allow significant improvement in our ability to access, organize and share information.
4.3 R
EQUIREMENTSBC Transit requires an experienced consultant to assess the Corporations’ current situation with respect to data and information storage and retrieval across our computing environment. This will include determining the quantity of records, where they are located, and how often they are referenced. The inventory provides a survey of the existing records situation, determines storage needs, identifies vital and archival records, improves recordkeeping policies and procedures, and provides a solid foundation for any ECMS solution. The consultant will be expected to interview senior executives and managers along with appropriate IT personnel to develop strategies, goals, objectives and requirements for ECMS solution opportunities. The consultant will be expected to produce recommendations for the short and longer term. The consultant will be expected to review the current ECMS software market. The consultant will develop a written report to be presented to BC Transit’s Information Systems Manager and that report may be utilized to formulate a written business case for inclusion on our Long Term Capital Plan.
Our eye is on the business requirement, not the technology; consequently this assignment is about developing a strategy and vision with respect to ECMS that is appropriate for BC Transit in scope.
BC Transit has no preconceived thoughts regarding possible solutions. They may include but not be limited to, or some combination of:
• a sophisticated ECMS solution;
• an Intranet;
• a Portal;
• a Document Management System;
• a Records Management System;
• a Collaboration System.
4.4 D
ELIVERABLESa. to inventory and assess BC Transit’s current data, information and network storage structure and processes;
b. to develop a strategy, vision, business requirements and recommendations that will address the issues and outline the “way forward” for BC Transit;
c. to conduct interviews with senior executives and managers with respect to their goals and objectives for a ECMS;
d. to assess BC Transit’s ECMS opportunities for improvement towards meeting the identified goals and objectives;
e. to review the current ECMS and Records Management software market, and
f. submit a comprehensive written report for the Information Systems Manger that may be used as a basis for a business case in the inclusion of the Long Term Capital Plan.
4.5 E
NVIRONMENTThe work will be carried out under the direction of the Information Systems Manager or a designated Coordinator.
4.6 BC T
RANSITR
ESOURCEA
VAILABILITYThis is important work for BC Transit and appropriate staff and resources will be made available for the consultant to perform their assignment effectively. The Information Systems Manager will introduce the consultant to senior executives and managers either in a group meeting or
individually as required. It will be the responsibility of the consultant to schedule their own
meetings or tasks with Transit employees. It will be the responsibility of the consultant to manage
their own time allotted to the work and successful completion of the assignment. BC Transit will
provide a work space for the consultant on site.
5.0 P
ROPOSALR
ESPONSE ANDF
ORMATCover Letter: Appendix B Response:
Section 1 Title Page
• Includes: Delivery Address, Bidders Name Address Phone Number ITQ Number
Section 2: Proposed Resource(s) and Demonstrated Ability
• Demonstrate direct ability to perform the work, direct experience and work of similar depth and breadth Section 3 Work Plan and Schedule
• Work plan and schedule required to complete the work.
Section 4: Rates
• fixed hourly charge out rate
Expenses are not payable on this contract. Rates are all inclusive. Contractors with offices located outside the Greater Victoria areas are responsible for all expenses to/from their base in Greater Victoria.
Section 5: References
• Provide a minimum of three (3) references with contact names and phone numbers. References to come from previous projects of related scope.
Appendix 1 Professional Resume
• Professional Resumes and references for all proposed contract staff included in the quote. (References should be from recent previous clients and explicitly relate to the performance of the resource working in the proposed role.
Appendix 2 Documentation Samples
• Provide excerpts from Business Plans, or Project Plan documents or related written materials from previous work.
Appendix 3 A Copy of Original Invitation to Quote – ITQ 07-23
• Include a hard copy of this ITQ
6.0 E
VALUATIONC
RITERIA ANDP
ROCESSBC Transit reserves the right, in its sole discretion, to award to any Contractor deemed to provide the BEST VALUE to BC Transit. BC Transit shall not be bound, implied or otherwise, to award this contract to the lowest priced and/or any qualified Contractor. BC Transit will determine BEST VALUE by evaluating qualified submissions with the following attributes:
The criteria below will be used to evaluate the proposals received. It is BC Transit’s intent to enter into a contract with the Bidder with highest overall score.
6.1 M
ANDATORYR
EQUIREMENTSThe following are mandatory requirements. Quotes not clearly demonstrating that they meet them will receive no further consideration during the evaluation process.
Mandatory Requirements:
1. Submission:
• One signed original Quote, signed by a person authorized to sign on behalf of the Bidder.
• Two (2) exact copies of the Quote must be received at the closing location by the specified closing date and time.
• The Quote must be in English and must not be sent by facsimile or email.
6.2 E
VALUATIONC
RITERIAQuotes will be evaluated using the following methodology:
C
RITERIAM
AXP
OINTSM
INP
OINTSSection A – Consultant / Company Profile 50 70%
Qualifications of Consultant
• Describe the knowledge, expertise, length and quality of experience of the consultant in doing the same or very similar work
• 3 References with description of work done with contacts
Section B – Work Plan 20 70%
• Provision of a well thought out, comprehensive, organized and realistic work plan including schedule
• Level of effort – total hours proposed
Section C - Cost 30
• Rate per hour for entire contract in CDN dollars Lowest Cost x 30
Current Cost
Bidders must achieve a minimum of 70% of the point value allocated to Evaluation Matrix
Sections A and B in order to have their Price module evaluated. Quotes not reaching the
minimum score will receive no further consideration.
A
PPENDIXA: ITQ A
CKNOWLEDGEMENTF
ORMInvitation to Quote 07-23 Enterprise Content Management Consultant Closing Date: January 8, 2008 2:00:59 pm Pacific Time Please complete this form and return it no later than December 11, 2007 (fax preferred):
Attention: Nancy Broydell, Purchasing Agent BC Transit
Address: 520 Gorge Road East
PO Box 610
Victoria, BC V8W 2P3
Phone: (250) 995-5721
Fax: (250) 995-5640
Email (as appropriate) [email protected]
In order to receive any additional information regarding this ITQ (e.g. amendments and additional information, etc.), please complete this form and return by fax / email (as applicable) to the ITQ contact person.
COMPANY NAME:
_____________________________________________________
ADDRESS:
_____________________________________________________
_____________________________________________________
CONTACT PERSON:
_____________________________________________________
POSITION:
_____________________________________________________
PHONE NUMBER:
_____________________________________________________
FAX NUMBER:
_____________________________________________________
EMAIL ADDRESS: