P13-025 HRM RFP

REQUEST FOR PROPOSAL

Mobile Device, Voice and Data Services

RFP #13-025

Closing: Thursday, March 28th, 2013 at 2:00 pm local time.

NOTE: A mandatory information session will be held on March 14th, 2013 at 11:00 am. Interested parties are asked to meet at 3rd Floor Duke Tower, 5251 Duke Street, Halifax.

Halifax Regional Municipality Procurement Section Suite 103, 1st Floor,

40 Alderney Dr. (Alderney Gate), Dartmouth Nova Scotia

B2Y 2N5

Halifax Regional Municipality March 7, 2013 RFP # P13-025 Mobility Services

March 7th, 2013

NOTICE

REQUEST FOR PROPOSAL #13-001

MOBILE DEVICE, VOICE AND DATA SERVICES The Halifax Regional Municipality (HRM) is seeking proposals from qualified individuals/ firms to provide Mobile Device, Voice and Data Services. Sealed Proposals, two (2) copies, one (1) one (1) in digital format on usb flash drive and one (1) unbound and duly signed for Request for Proposal #13-025 Mobile Device, Voice and Data Services, Halifax Regional Municipality, Halifax, Nova Scotia will be received by Halifax Regional Municipality Procurement Section, Suite 103, 1st Floor, 40 Alderney Dr. (Alderney Gate), Dartmouth Nova Scotia, B2Y 2N5, until 2:00 P.M. local time, Thursday, March 28th, 2013. Proponents are advised that Canada Post does not deliver to the Procurement Office. A mandatory information session will be held on Thursday, March 14th, 2013 at 11:00 am. Interested parties are asked to meet at 3rd Floor Duke Tower, 5251 Duke Street, Halifax. All questions concerning the procurement process shall be directed to Stephen Terry Senior Procurement Consultant, at (902) 490-2175, Monday through Friday, 8:30 A.M. to 4:30 P.M. or E-mail to [email protected] and those of a technical nature to David Muise, Manager ICT Operations, Phone 490-6555, or E-mail to [email protected]. HRM reserves the right to reject any or all proposals and to award the contract in its entirety, or in part, whichever in its opinion best serves the interest of HRM. Anne Feist, Manager Procurement


TABLE OF CONTENTS INTRODUCTION 1.0 GENERAL INSTRUCTIONS

1.1 Instructions and the Terms of Reference 1.2 Eligibility 1.3 Reservations 1.4 Modifications/Addenda 1.5 Proponents Expenses 1.6 Exceptions 1.7 Currency and Taxes 1.8 Compliance with Laws 1.9 Period of Submission Validity 1.10 Disputes 1.11 Grounds for Disqualification

2.0 ADMINISTRATION

2.1 Background 2.2 General 2.3 Contract Administration 2.4 Information Sessions/Questions/Addenda

2.4.1 Information 2.4.2 Questions 2.4.3 Addenda

2.5 Proponents Qualifications 2.6 Indemnity 2.7 Insurance Requirements 2.8 Method of Purchase 2.9 Billing and Payment 2.10 Exceptions 2.11 Termination 2.12 Availability of Funds 2.13 Interpretation 2.14 Integration 2.15 Non-assignment of Contract 2.16 Public Information/Proprietary Information 2.17 Privacy 2.18 Contract Agreement 2.19 Relationship of parties 2.20 Intellectual Property Rights 2.21 Confidentiality 2.22 Added Value 2.23 Contractor Safety Management Policy


3.0 INTRODUCTIONS 3.1 Background 3.2 Intent

4.0 CURRENT ENVIRONMENT 4.1 Device Counts 4.2 Average Monthly Usage 4.3 Current Service Delivery Metrics 4.4 Fulfillment Process 4.5 Mobile Device Management 4.6 Network Coverage 5.0 HRM MOBILITY REQUIREMENTS

5.1. Business Unit Specific Requirements 5.1.1 Metro Transit 5.1.2 Halifax Water

5.1.3 Transportation and Public Works 5.1.4 Halifax Regional Police 5.1.5 Community and Recreation Services 5.1.6 Fire and Emergency Services 5.2 Service Requirements 5.2.1 Voice Service 5.2.2 Call Waiting 5.2.3 Three Way Calling 5.2.4 Call Forwarding 5.2.5 Voice Mail (VM) 5.2.6 Caller ID 5.2.7 911 Service 5.2.8 Multimedia Messaging Service (MMS) 5.2.9 Short Message Service (SMS) 5.2.10 Directory Assistance Service 5.2.11 Smartphone Service 5.2.12 Smartphone Service Details 5.2.13 Aircard Service 5.2.14 In-Vehicle Service 5.3 Hardware Requirements 5.3.1 Cellular Phones 5.3.2 Smartphones 5.3.3 Aircards 5.3.4 In-Vehicle 5.4 Network Coverage Requirements 5.5 Support Requirements 5.6 Reporting Requirements 5.7 Price Requirements 5.7.1 Voice Service 5.7.2 Data Service 5.7.3 Aircard Data Service


5.7.4 In-Vehicle Data Service 5.7.5 Hardware 5.7.6 Software 5.7.7 Migration 5.7.7.1 Migration Strategy 5.7.7.2 Migration Costs 5.7.7.3 Additional Services 5.7.7.4 Policy of Refunding Overpayment 5.7.7.5 Impact of CRTC Regulation 5.7.7.6 Device Unlocking Policy 6.0 PROPOSAL SUBMISSION

6.1 Submission Requirements 6.1.1 General Information 6.1.2 Experience 6.1.3 Understanding of HRM Needs and Technical Solution 6.1.4 Sustainability

6.2 Cost Proposal 6.3 Document Size Restrictions 6.4 Number of Proposals to be Submitted 7.0 METHOD OF AWARD

7.1 Evaluation Process 7.2 Cost Proposal Evaluation

8.0 AWARD OF PROPOSALS 9.0 POST COMPLETION REVIEW APPENDICES: APPENDIX A: EVALUATION CRITERIA APPENDIX B: PROPONENT'S GENERAL INFORMATION APPENDIX C: SCHEDULE A, B, & C APPENDIX D: VENDOR EVALUATION APPENDIX E: CONTRACTOR SAFETY QUESTIONNAIRE


INTRODUCTION The Halifax Regional Municipality (HRM) currently administers the procurement of mobility voice and data services and all related features, for its related departments and operating units. HRM currently utilizes approximately 2484 wireless devices consisting of cellular phones and devices, supported by traditional and enhanced cellular services, and cellular data services. HRMs user base typically consumes fewer voice minutes and data than average users of such devices (a complete breakdown of usage during the 2012 calendar year is available for analysis through the HRM Procurement department). The scope of this RFP encompasses four (4) primary services:

1. Traditional Cellular Services - Voice Services including basic voicemail, call display, no answer transfer.

2. Enhanced Cellular Services Traditional Cellular Service plus limited data services such as text messaging, SMS services and basic email and web access

3. Wireless Data Services (Mobile Data) - In-Vehicle, AVL Data, Tablet and Laptop Higher Speed or Data Only Services

4. Hardware Devices Cellular phones, smartphones, tablets, in-vehicle data communications equipment, and other devices using these services.

HRM is seeking proposals related to the supply of these mobility services and devices, in accordance with the requirements and guidelines outlined in this document. Information outlined within this Request for Proposal (RFP) is intended to provide sufficient background on the HRMs current mobility services, technical parameters, and participants. 1 GENERAL INSTRUCTIONS 1.1 Instructions and the Terms of Reference

INSTRUCTIONS AND FORMS: The Request for Proposal document may be obtained in person or by mail from, Halifax Regional Municipality Procurement Section, Suite 103, 1st Floor, 40 Alderney Dr. (Alderney Gate), Dartmouth Nova Scotia, B2Y 2N5, or via download at https://www.gov.ns.ca/tenders/tenders/ns-tenders.aspx (a) All proposals are to be submitted in accordance with Request for Proposal

document. (b) All proposals are to be submitted in sealed, plainly marked envelopes. Proposals

sent by facsimile or e-mail will not be accepted. (c) Additional information or clarifications of any of the instructions or information

contained herein may be obtained from HRM Procurement Office. (d) Any proponent or proponents finding any discrepancy in or omission from the

proposal, in doubt as to their meaning, or feeling that the proposal is discriminatory, shall notify at once HRM Procurement Office in writing within 5


days of the scheduled opening of proposals. Exceptions as taken in no way obligate HRM to change the proposal. HRM Procurement Office will notify all respondents in writing, by addendum duly issued, of any interpretations made of proposal instructions.

(e) HRM will assume no responsibility for oral instructions or suggestion. All official correspondence in regard to the proposal should be directed to and will be issued by the Manager of Procurement, Halifax Regional Municipality.

(f) All Proposals must be signed by an authorized signatory of the Proponent. (h) HRM reserves the right to make additional copies of all or part of the Proponents

Proposal for internal use or for any other purpose required by law. (i) Proposals will be publicly acknowledged but cost proposals will NOT be publicly

opened. Proponents will be advised of the results after an evaluation of all Proposals has been completed and a successful Proponent has been determined.

1.2 Eligibility

Prospective proponents are not eligible to submit a proposal if current or past corporate and/or other interests may in the opinion of HRM, give rise to conflict of interest in connection with this project. Proponents are to submit with their proposal documents any issue that may constitute a conflict of interest violation for review by HRM. HRMs decision on this matter will be final.

1.3 Reservations

(a) HRM reserves the right to reject or accept any or all proposals or parts of proposals, when in this reasoned judgment, the public interest will be served thereby.

(b) HRM may waive formalities or technicalities in proposals as the interest of HRM may require.

(c) HRM may waive minor differences in the proposal provided these differences do not violate the proposal intent.

1.4 Modifications/Addenda

HRM may, at any time prior to the closing date and time, issue additional information, clarifications or modifications to the RFP by written addenda issued by the Operations Manager of Procurement or his/her designate only. It is the Proponents sole responsibility to ensure they have received all addenda prior to submitting their Proposal.

1.5 Proponents Expenses

Proponents are solely responsible for their own expenses in preparing, delivering or presenting a proposal and for subsequent negotiations with HRM, if any.

1.6 Exceptions


The submission of a proposal shall be considered an agreement to all the terms and conditions provided herein and in the various proposal documents, unless specifically noted otherwise in the proposal.

1.7 Currency and Taxes

Prices are to be quoted: - In Canadian dollars; - Inclusive of duty, where applicable; - Exclusive of HST.

1.8 Compliance with Laws

The proponent will give all the notices and obtain all the licenses and permits, required to perform the work. The proponent will comply with all laws applicable to the work or performance of the contract.

1.9 Period of Submission Validity

Proposals will be binding 60 Days: Unless otherwise specified, all formal proposals submitted shall be irrevocable for 60 calendar days following proposal opening date, unless the respondent(s), upon request of the Purchasing Agent, agrees to an extension.

1.10 Disputes

In cases of dispute as to whether or not an item or service quoted or delivered meets proposal requirements, the decision of HRM, or authorized representatives, shall be final and binding on all parties

1.11 Grounds for Disqualification

The proponent shall direct all questions regarding this RFP or the Project to the individuals identified in Section 2.3 of this Document (Contract Administration). Any attempt on the part of the Proponent or any of its employees, agent, contractors or representatives to contact any of the following persons with respect to this RFP or the Project may lead to disqualification:

(a) any member of the evaluation team (except those mentioned in this document) or any expert advisor to them;

(b) any member of Council; and (c) any member of HRM staff

2 ADMINISTRATION 2.1 Background

The Information and Communications Technology (ICT) division provides centralized information technology solutions to the Halifax Regional Municipality. Its mandate


encompasses planning and project management, application support and development, and infrastructure services including networking and telecommunications.

2.2 General

Time is of the essence in the contract resulting from this proposal. 2.3 Contract Administration

All questions concerning the procurement process shall be directed to Stephen Terry Senior Procurement Consultant, at (902) 490-2175, Monday through Friday, 8:30 A.M. to 4:30 P.M. or E-mail to [email protected] and those of a technical nature to David Muise, Manager ICT Operations, Phone 490-6555, or E-mail to [email protected].

2.4 Information Session/Questions/Addenda

Each proponent must completely satisfy themselves as to the exact nature and existing conditions of the requirements and for the extent and quality of work to be performed. Failure to do so will not relieve the successful proponent of their obligation to carry out the provisions of the contract. 2.4.1 Information Session A mandatory information session will be held on March 14th, 2013 at 11:00 am. Interested parties are asked to meet at 3rd Floor Duke Tower, 5251 Duke Street, Halifax. 2.4.2 Questions

The proponent is responsible for obtaining any needed clarification of the RFP requirements, while the RFP is open. Questions should be directed in writing to the contacts identified in this document. Email is the preferred method of contact. Verbal questions and responses that are not later confirmed in writing will not be considered an official response. Questions and responses that are deemed to materially affect the RFP requirements, project scope, time lines, etc. or to be of interest to all prospective proponents may be made available via Addenda at the sole discretion of the HRM 2.4.3 Addenda Proponents are responsible to ensure that they are aware of and have complied with any addenda issued by visiting the Nova Scotia Public Tenders Website. Responding to this RFP may require the acknowledgement of a specific addendum or multiple addenda as part of the submission. Acknowledgement requirements, whether optional or mandatory, will be defined in the addendum. The proponent must monitor for


any addenda that may be issued during the full open period of the RFP. Addenda shall be posted on the Nova Scotia Public Tenders website and it is the sole responsibility of the respondent to ensure that any addendums are read, understood, and where necessary, acknowledged.

2.5 Proponents Qualifications

No contract will be awarded except to responsible proponents capable of providing the services contemplated.

Proponents must be primarily engaged in providing the services as outlined in this Request for Proposal.

Proponents must have an extremely comprehensive understanding in the areas listed in this Request for Proposal. Understanding and previous experience in all aspects of similar projects is very essential criteria in the qualifying process.

Proponents shall have a proven record of having provided this service requirement. HRM reserves the right to check all client contacts furnished and consider the responses received in determining the award of this proposal.

The proponents personnel and management to be utilized in this service requirement shall be knowledgeable in their areas of expertise. HRM reserves the right to perform investigations as may be deemed necessary to insure that competent persons will be utilized in the performance of the contract.

The proponent must be currently in service of providing the work associated with this project and have been engaged in this field.

2.6 Indemnity

If the contract is awarded, the successful Proponent will hold harmless, indemnify and defend HRM, its Officers, Officials, Employees, Agents and Volunteers from and against any claim or loss howsoever caused, including, actions, suits, liability, loss, expenses, damages and judgments of any nature, including reasonable costs and attorneys fees in defense thereof, for injury, sickness, disability or death to persons or damage to property or business, caused by or arising out of the successful Proponents acts or those of their subcontractor (s), supplier (s), licensee (s), anyone directly or indirectly employed by any one of them or anyone for whose acts any of them is liable and for any of their errors or omissions in the performance of this Contract. The successful Proponents obligation under this provision will not extend to injury, sickness, disability, death or damage caused by or arising out of the sole negligence of HRM, its Officers, Officials, Employees, Agents or Volunteers. With regard to any claim against HRM, its Officers, Officials, Employees, Agents and


Volunteers by any employee of the successful Proponent, subcontractor, anyone directly or indirectly employed by any of them, or anyone for whose acts any of them may be liable, the indemnification obligation under this Section will not be limited in any way by any limitation on the amount or type of damages, compensation or benefits payable by or for the successful Proponent or subcontractor under Workers Compensation Acts, Disability Benefit Acts or other Employee Benefit legislation. The successful Proponents obligations under these provisions include, but are not limited to, investigating, adjusting and defending all claims alleging loss from action, error or omission, or breach of any common law, statutory or other delegated duty by the successful Proponent, their employees, agents or subcontractors. Relative to acceptance of contracted property or work completed under contract by HRM, any property or work to be provided by the successful Proponent under this Contract will remain at their risk until they are provided with written acceptance by HRM. The successful Proponent will replace at their expense, all property or work damaged or destroyed by any cause whatsoever. The successful Proponents obligation under this Indemnification Section will survive the expiry or early termination of this Contract.

2.7 Insurance Requirements

The Proponent shall provide proof of Professional Errors and Omissions Insurance for all design professionals (such as architects, landscape architects or engineers) who provide the Proponent with signed stamped drawing or calculations. Such insurance shall have limits not less than $2,000,000 each claim with respect to negligent acts, errors and omissions, and any deductible may not exceed $50,000 each claim. The Proponent shall obtain such insurance when the Proponent subcontracts for any work from such a design professional, and prior to the submittal of Construction Documents. Any design professional required to obtain professional liability insurance must maintain proof of insurance for the term of this Agreement.

If requested at any time by HRM, the proponent will be required to provide General Liability Insurance in a form acceptable to HRM, with HRM as a named party. The amount of coverage will be $2,000,000.

If requested at any time by HRM, the Proponent shall provide automobile liability insurance in respect to owned licensed vehicles subject to limits of not less than Two Million Dollars ($2,000,000) inclusive. If requested at any time by HRM, the Proponent shall provide automobile liability insurance in respect to non-owned licensed vehicles subject to limits of not less than Two Million Dollars ($2,000,000) inclusive.

If the Proponent is legally obliged to be covered by Workers Compensation and Health and Safety regulations, the Proponent shall provide evidence of his coverage and that the


premiums have been paid and are up-to-date. Proponent shall also be responsible for obtaining and providing evidence that any Subcontractor is also covered as required by law.

2.8 Method of Purchase

A purchase order will be issued by the Procurement Office for all services performed under this contract prior to the actual services being started.

2.9 Billing and Payment

The proponent shall submit a detailed invoice for services provided to the Accounts Payable Department at the following address:

Halifax Regional Municipality P.O. Box 1749, Halifax, Nova Scotia B3J 3A5 Attn: Accounts Payable

For detailed billing requirements, please see section 5.6 of this RFP. Payment shall be made upon request of a proper invoice from the proponent. Normal payment terms for the HRM are 30 days from receipt. Invoices received by the Municipality which include substantial billing errors will be reported to the proponent for correction prior to payment. The proponent will ensure the application of late payment fees or quick payment incentives is based on the date the Municipality receives a correct invoice.

2.10 Exceptions

The proponent shall furnish a statement on company letterhead clearly identifying and giving complete description of all exceptions to the terms, conditions and specifications. Failure to furnish the statement will indicate that the proponent agrees to meet all requirements of the Request for Proposal and that if a contract is awarded, the successful proponent for this RFP agrees to enter into a purchase agreement with HRM which binds the proponent to all terms and conditions and deliverables as stated in this document and its appendices.

The HRM reserves the right to reject any proposal that is in conflict with the Municipalitys Standard Terms and Conditions.

2.11 Termination


(1) Termination for Convenience: The HRM may terminate a contract, in whole or in part, if determined that such a termination is in its best interest, without showing cause, upon giving written notice to the proponent. The HRM shall pay all reasonable costs incurred by the proponent up to the date of termination. However, in no event shall the proponent be paid an amount which exceeds the bid price for the work performed. The proponent shall not be reimbursed for any profits which may have been anticipated but which have not been earned up to the date of termination.

(2) Termination for Default: When the proponent has not performed or has

unsatisfactorily performed the contract, HRM may terminate the contract for default. Upon termination for default, payment will be withheld at the discretion of HRM. Failure on the part of the proponent to fulfill the contractual obligations shall be considered just cause for termination of the contract. The proponent will be paid for work satisfactorily performed prior to termination, less any excess costs incurred by HRM in re-procuring and completing the work.

2.12 Availability of Funds

The contractual obligations of HRM under this contract are contingent upon the availability of appropriated funds from which payment for this contract can be made.

2.13 Interpretation

The contract resulting from this Request for Proposal shall be construed under the laws of the Province of Nova Scotia.

2.14 Integration

All proposals received shall become the property of HRM. This Request for Proposal document, the proponents response to this solicitation, and subsequent purchase order(s) to the successful proposal contain the entire understanding between parties, and any additions or modifications hereto may only be made in writing executed by both parties.

2.15 Non-assignment of Contract

The proponent must identify any elements of the proposed solution which may be contracted to a third party, including the name, primary contact and business location of its proposed partners. The proponent shall not further assign the contract, or any portion thereof, except upon the written approval of HRM.

2.16 Public Information/Proprietary Information

HRM is subject to the Freedom of Information and Protection of Privacy provisions contained within the Municipal Government Act at Part XX. This can be found online at: http://www.halifax.ca/irm/Leg.html. Any document submitted to the Municipality in response to this Request for Proposals is subject to this legislation and Respondents


should be aware that any member of the public is entitled to request a copy of the document. In response to such a request, HRM may be required to disclose some or all of the information in accordance with the criteria set out in the legislation, including sections 462, 480 and 481(1).

HRM is also subject to the Personal Information International Disclosure Protection Act. This can be found online at: http://www.halifax.ca/irm/Leg.html. The Act creates obligations for HRM and its service providers when personal information is collected, used or disclosed. Requirements include limiting storage, access and disclosure of personal information to Canada, except as necessary or otherwise required by law. By submitting a proposal, the proponent agrees that HRM may disclose the following sections of the proposal without notification to the proponent: Section 6.1.1 and subsections 6.1.1.1, 6.1.1.2, 6.1.1.3, and 6.1.1.4: General Information Section 6.2.2 Proponents fixed firm total fee

2.17 Privacy

In compliance with section 5(1) of the Personal Information International Disclosure Protection Act (PIIDPA), HRM is required to ensure that any personal information in its custody or control, which includes personal information that may be held by any of its service providers, is stored and accessed only within Canada, unless the storage of or access to the information outside of Canada is to meet the necessary requirements of its operations.

The respondent, if successful, will become the service provider and will be subject to this legislation. As such, the respondent must clearly identify whether they are able to meet the PIIDPA requirements of storage of and access to personal information only within Canada.

The proposed solution must not permit the collection, use and/or disclosure of any personal information (as defined by section 461(f) of the Municipal Government Act) without the consent of the individual.

In the event that the Canadian vendor is acquired by a non-Canadian company, the Canadian vendor would no longer comply with the requirements of PIIDPA. Prior to the completion of any such acquisition, the Canadian vendor shall notify HRM of the proposed acquisition. The Canadian vendor agrees, at no cost to HRM and upon reasonable notification from HRM, to provide to HRM all HRM data in electronic format, and to completely purge all HRM data, including backups, from the Canadian vendors possession prior to the completion of the acquisition. A certificate from an independent third party verifying that all data, including backups, has been purged shall be provided to HRM prior to the acquisition of the Canadian vendor by a non-Canadian company. Acceptable third parties include professional accountants, certified auditors and IT professionals.


2.18 Contract Agreement

The selected proponent will be required to enter a contract agreement with HRM in accordance with the form of contract identified as Appendix C of this Request.

2.19 Relationship of parties

It is clearly understood that each party shall act in its individual capacity and not as an agent, employee, partner, joint venturer, or associate of the other. An employee or agent of one party shall not be deemed or construed to be the employee or agent of the other party for any purpose whatsoever. The Proponent is an independent contractor in the performance of work and the provision of services under this Contract.

2.20 Intellectual Property Rights

HRM will be the owner of the intellectual property rights, including patent, copyright, trademark, industrial design and trade secrets in any deliverable product or product developed through this contract. Licensing and marketing rights to the developed product will not be granted in the contract. Proposals regarding these rights should not be submitted in response to this Request for Proposal and will not be considered in evaluating responses. If in the future HRM elects to commercialize the developed product, the licensing and marketing rights will be negotiated separately.

2.21 Confidentiality

The selected proponent agrees not to release or in any way cause to release any confidential information that pertains to the HRM unless they have been specifically approved to do so in writing.

2.22 Added Value

HRM is interested in maximizing the value of expenditures at it relates to achieving additional value that would further benefit HRM and its operation, as well as its community of citizens and their tax based funding. As such, bidders are encouraged to consider, develop and propose added value concepts, programs, components and the like that would further enhance the proposed acquisition represented in this solicitation request. Such added value elements should be clearly indicated as such in the proposal.

2.23 Contractor Safety Management Policy

The proponent shall:

a) Comply with all health and safety and environmental legislation in the performance of this contract and to practice the principles of proactive Due Diligence.

b) Maintain a safe and healthy work environment during the performance of


this contract. c) ensure compliance with the provisions of HRM Contractor Safety

Management Policy as found on HRM's web site at www.halifax.ca/procurement

The Proponent shall

a) Comply with all health and safety and environmental legislation and any HRM policy or procedure applied to or applicable to this contract is a condition of the contract.

b) Permit HRM to audit or inspect my/our health and safety and environmental records during the term of the contract and upon its conclusion and to co-operate fully with any such audit or inspection.

The Proponent shall agree:

1. that HRM may address contractor safety deficiencies in the following progressive steps:

a) The problem will be identified to the Proponent, (site supervisor).

b) The Proponents head office will be contacted about the problem, orally and followed up in writing.

c) The Contract may, at the discretion of HRM, be suspended or terminated and/or payment withheld by HRM.

d) If required to do so by legislation, HRM will immediately report the problem to the appropriate regulatory authority

2. that depending upon the nature and/or seriousness of the deficiency HRM

reserves the right to bypass any or all of the steps described in subsection 2.23.3(1)

The Proponent shall acknowledge they have read the HRM Contractor Safety management Policy as found on HRM's web site at www.halifax.ca/procurement and that the proponent understands and shall undertake to adhere to the terms of this Policy and to co-operate with HRM in its efforts to ensure compliance thereunder.

3 INTRODUCTION 3.1 Background In 2007, it was identified that the internal effort and cost of ensuring mobility users were on the most beneficial rate plan based on their usage was becoming unmanageable. Due to the diversity of usage patterns amongst municipal workers, seasonal usage changes, and the shifting nature of wireless services usage in general, it was difficult to achieve any predictability of usage, or in fact associated costs. The only certainty was that whatever plan a device was on, usage overage charges and terms were in favor of the carrier, not the municipality. In addition, the internal practice at the time was for billing and usage information to be provided directly to the requesting Manager, which resulted in limited corporate


visibility to usage patterns and costs, as well as substantial administrative overhead in the processing of invoices for payment. HRM changed its approach to the acquisition of these services, and issued RFP 07-047 requesting a flat rate model which pooled airtime for the entire organization allowing lower usage devices to subsidize users with higher consumption. Additionally, the cost of devices was borne by the municipality and device subsidization removed from the rate. An internal effort to centralize budget and management of the wireless program was also implemented, reducing administration and needless paperwork. This was not a common practice at that time, and while there were some transition issues with billing, the municipality was generally satisfied that the model was effective at managing costs. A subsequent change to HRMs wireless plan included the additional benefits of evening, weekend, and in plan device to device free calling. This was considered a significant benefit to HRM as it was struggling with development of a policy on personal usage of wireless devices, and these changes limited the risk of allowing for such usage. HRMs Mobility Policy was adopted in 2010 including a substantial end user awareness campaign, allowing for limited personal use of wireless devices, excluding wireless internet. The Halifax Regional Municipality (HRM) administers the procurement of mobility voice and data devices, services and all related features, for its internal business units as well as Agencies, Boards and Commissions (ABCs). These services are currently contracted under three separate agreements. HRM currently utilizes approximately 2484 wireless devices consisting of cellular phones and devices, supported by traditional and enhanced cellular services, and cellular data services. HRMs user base typically consumes fewer voice minutes and data than average users of such devices (a complete breakdown of usage during the 2012 calendar year is available for analysis through the HRM Procurement department). The scope of this RFP encompasses four (4) primary services:

1. Traditional Cellular Services - Voice Services including basic voicemail, call display, no answer transfer.

2. Enhanced Cellular Services Traditional Cellular Service plus limited data services such as text messaging, SMS services and basic email and web access

3. Wireless Data Services (Mobile Data)- In-Vehicle, AVL Data, Tablet and Laptop Higher Speed or Data Only Services

4. Hardware Devices Cellular phones, smartphones, tablets, in-vehicle data communications equipment, and other devices using these services.

HRM is seeking proposals related to the supply of these mobility services/devices, in accordance with the requirements and guidelines outlined in this document. Information outlined within this Request for Proposal (RFP) is intended to provide sufficient background on the HRMs current mobility services, technical parameters, and participants. 3.2 Intent The goal of this Request for Proposal is to provide HRM and the entities it represents with an efficient and cost effective contract for mobility services and devices which provides predictability and simplicity


of administration. It is the intent of this RFP:

1. To obtain proposals from vendors for the mobility services outlined in Section 5.0, which must be priced in accordance with Section 6.2.

2. That a Primary Vendor be selected as the mobility data and hardware provider of choice. If one contract cannot be awarded to a single successful proponent, this solicitation may result in multiple contract awards.

3. That the resulting contract be offered under the same terms and conditions to the Halifax Regional Water Commission, Halifax Regional Police, Halifax Regional Library, and any other HRM Agencies, Boards, and Commissions.

4. That the resulting contract be issued for a period not exceeding five years. The decision to continue the contract on the third and fourth anniversary dates will be based on vendor performance and will be at the Municipalitys sole discretion.

HRM has recognized and is embracing the shift to a more mobile and connected worker. The capacity, speed, and coverage of new wireless networks are ready to enable previously unachievable mobile applications. HRM is seeking a mobility partner who will help transform its business use of mobile devices from a culture of conservation to one of exploration and adoption of new capabilities to meet current and future business needs. With the rapid change in wireless devices, services, and rate plans driven from consumers, establishing an equitable rate for a long term agreement has historically been problematic. HRM recognizes the requirement for carriers to protect their business interests and their investment in wireless data network capacity from abuse by end users, and believes that a shared approach to managing these risks is preferable to both parties. It is expected that any future agreement for these services will include provision for realignment of rates and service offerings no less frequently than annually to ensure both ongoing value for the municipality and equitable return for the carrier in the context of existing mobile market conditions. Adjustments to hardware pricing and addition of new device types and models will be provided on a bi-annual basis, or on request of the Municipality. HRM is seeking to partner with a carrier that has demonstrated a clear understanding that one-sided terms and conditions result in a price only value proposition for the customer, and the awarding of the contract will not be on the basis of price only. Creative and flexible solutions, the experience the vendor has in supporting the mobility equipment, the vendors ability to supply the goods and meet the requirements specified, as well as the effective geographic and in-building coverage that the vendor can provide will all factor into the award process. The ability to bring new application solutions and particularly the integration of in-vehicle solutions either through partnerships or intrinsic capability of the carrier will be considered a significant asset. 4 CURRENT ENVIRONMENT The following section will outline relevant data for vendors to understand the current mobility landscape at HRM.

The current service provider is Bell Mobility.


HRM purchases all mobility hardware outright at a discounted price from the current service provider.

4.1 Device Counts

Device Type Device Count Cellular Phone 1058 Smartphone (Blackberry) 685 Aircard 110 AVL 538 Police Modem 93

4.2 Average Monthly Usage

Type Avg. Monthly Usage / per unit VOICE: Cellular & Blackberry See HRM usage data VOICE: Long Distance 15 Minutes DATA: Text Messages 86 Messages DATA: BlackBerry See HRM usage data DATA: Aircard 2540 MB DATA: AVL 4 MB DATA: Police Data 45 MB

4.3 Current Service Delivery Metrics Mobility services are supported by HRMs ICT Service desk. They handle support calls, fulfillment of new handsets, repairs, and activations and deactivations. The Service Desks internal cost per support contact is currently $23. They received 664 support requests in fiscal 2011 relating to mobility, for a total support cost of $15,272. The Service Desk also performed 180 activations of new devices. The estimated cost of labour per activation is $30 for a total of $5400. The total support and activations for 2011 for the HRM is $20,672. Proposals for alternate service delivery options will be evaluated against these metrics from a cost and efficiency perspective. 4.4 Fulfillment Process HRM recognizes there is room for improvement in its current internal fulfillment processes, and welcomes solutions which streamline the number of touch points and handoffs, as well as reducing time from order to fulfillment. There are however several tenets which must be maintained:

HRM will determine device selection to ensure ability of internal support and software compatibility;

New devices may only be authorized by specific individuals in the organization; Devices and services will only be provided on receipt of a purchase order.

The following details the current device fulfillment process:

HRM staff fill out the official HRM Requisition of Goods and Services form.


A device is chosen from the official supported device list. The list is found in HRMs service catalog which is on HRMs internal website.

The completed form is sent to HRM Procurement to create a purchase order in SAP (financial system), the HRM service desk is notified by email when the purchase order is created.

HRMs ICT service desk places the request to Bell Mobility dealer store (Scotia Square Mall) through an online ordering system.

The Bell Mobility dealer notifies HRMs ICT service desk that the device is ready. A member of the service desk team physically receives the device at the dealer location.

The service desk sends the paperwork by internal mail to the HRM Financial Service Rep who completes a goods receipt in SAP.

The service desk completes the BES activation if it is a Blackberry. The device is sent to the client through intercompany mail. Bell Mobility sends invoices for payment to HRM Accounts Payable.

4.5 Mobile Device Management HRM has selected the MaaS360 Mobile Device Management (MDM) platform as its standard, and all vendor solutions must integrate with this platform. HRM also maintains its own BlackBerry Enterprise Server (BES). These servers link to an internally hosted Microsoft Exchange 2010 system, providing email, calendaring and directory functions. Exchange Activesync is also in place and being tested by various staff on Android and IOS devices. HRM intends to provide all future MDM services through cloud solutions where possible from a technical and security perspective. Solutions requiring an upgrade or addition to HRMs existing infrastructure would be considered in relation to the internal and external costs involved in implementation. 4.6 Network Coverage HRM users currently experience variance in network coverage and available data speeds throughout the municipality. There are known geographic coverage issues (Pockwock, Herring Cove, Porters Lake, Musquodoboit) as well as known in building coverage issues (Bayers Road Shopping Centre).

5 HRM MOBILITY REQUIREMENTS The following section details specific mobility requirements for this RFP. Through extensive internal consultation, common requirements for all HRM mobility stakeholders include increased bandwidth bi-directionally, substantially greater data allocations within the plan to support future mobile applications, and effective coverage of the areas served by the municipality. HRM Business Units would also like to encourage usage of mobile devices amongst their staff in order to increase the efficiencies of their operations.


5.1 Business Unit Specific Requirements In addition to the general requirements noted above, there are specific business unit requirements to consider: 5.1.1 Metro Transit The current data solution installed in Metro Transit busses is over five years old. Compatible components are no longer available, limiting the ability of Metro Transit to expand the bus fleet and find replacement parts. The busses are currently on a 1x network which supports automated vehicle location (AVL) data as well as messaging to an onboard terminal. Metro Transit is seeking a complete replacement of the data communication component of this system (network components only) to be completed in the 2013 calendar year. This upgraded data capability will support future enhancements to the Metro Transit AVL solution. Given the anticipated high capital costs for replacement of the hardware on over 300 vehicles, Metro Transit requests that any proposal for replacement include subsidization of the hardware over the term of the agreement, inclusive of installation. Rate options for this service should be provided for both a three and five year term. Increased data speed is desired to enable other in bus technologies. Each bus requires a fixed and dedicated IP address, as well as a capability to connect into HRMs private data network. HRM prefers a VPN solution which is implemented through the carriers network based on the identification of the device, versus software installations in-vehicle. Metro Transit plans to acquire the data services to support its internal operations, and does not intend to share the data with its ridership through Wi-Fi or other technologies. Metro Transit busses currently contain security cameras which record video and audio directly to a digital recorder on the vehicle. While not a mandatory requirement, Metro Transit would like to explore the possibility of streaming a live feed (on-demand and at the initiation of management on an exception basis) on occurrence of vehicles off-route, inclement weather, vehicle accidents, and other incidents. It is anticipated that Metro Transits Mobile Supervisors and Repair Trucks will require high speed connectivity (PC based) to HRMs data network, as well as ruggedized handsets. With future plans for rural route expansion, mobile data coverage is a concern for Metro Transit, specifically in Porters Lake and Musquodoboit areas. 5.1.2 Halifax Water Halifax Water has a mix of general office / knowledge workers, as well as a highly mobile workforce consisting of trades-people, supervisors and managers. Halifax Water is currently piloting the usage of tablets, with a view to enabling remote applications and reducing travel to and from their office locations to submit forms, reports, etc. Halifax Water also has an interest in the applicability of smart phone applications in the meter reading process. Their coverage concerns have been previously identified in the Herring Cove and Pockwock Lake areas. Halifax Water will require a separate bill.


5.1.3 Transportation and Public Works Transportation and Public Works (TPW) consists of a large contingent of outside workers who for the most part have not had the opportunity to take advantage of smart devices, primarily due to cost concerns. There is a desire to enhance the data communications capabilities of these workers, particularly the provision of email services. Due to the nature of the work environment, ruggedized devices are a preferred solution. There are future plans to implement AVL services for works vehicles, which will be implemented during the period of the contract resulting from this RFP. While the detailed requirements for a TPW AVL solution have yet to be identified, it is preferable that any in-vehicle data solution proposed be applicable to all HRM in-vehicle requirements, and provide the highest level of flexibility in application. TPW is also in the process of modernizing its traffic signaling system, which will be ongoing over the next several years. One option for the control communications of this system is a wireless solution, and TPW would be interested in the proponents experience implementing communications to fixed assets in other jurisdictions. TPW currently utilizes eight ruggedized laptops for various users, who expect substantial data usage increases going forward.

5.1.4 Halifax Regional Police Halifax Regional Police (HRP) has in-vehicle requirements similar to Metro Transit for 90+ vehicles, and in fact it is preferable that a single in-vehicle hardware solution can meet the needs of both Metro Transit and HRP (with additional enhanced security). HRP would also like to rapidly migrate to a higher bandwidth solution, and has similar concerns with the capital cost of a full technical upgrade of its fleet. Each vehicle modem requires a dedicated IP address and connectivity back into HRMs network. A software based VPN solution is acceptable for HRP, as the vehicles contain a fully functioning laptop PC. Currently, police vehicle computers receive updates to their on-board mapping data manually using USB storage. Due to the labor intensive nature of this process, updates are not implemented as frequently or predictably as desired. Automation of the file update process either over-the-air or through a Wi-Fi solution on a weekly or more frequent basis is highly desirable. Space constraints in the vehicles are a concern. Due to bandwidth limitations and costs, police vehicle computers access HRP information systems through a limited text-based terminal interface. It is desirable in future to migrate to a more full-featured software implementation, using technologies such as remote desktop services or virtual desktop infrastructure. Web-based access to HRP information systems located on their private data network is also desirable, and proponents should identify potential solutions as well as experience in implementing similar systems with other customers and jurisdictions. Non-vehicle based requirements include general voice and data requirements of other HRM users. HRP users tend to make more use of voice and SMS services than other user groups within HRM. Due to the nature of their work, ruggedized hardware solutions are preferable. There is also interest in exploring


the fit for tablets to enhance or augment existing solutions, GPS tracking solutions for K-9 units, and live video streaming similar to that described for Metro Transit. Additional requirements for the HRPs vehicles:

Halifax Regional Police prefers a dedicated circuit provisioned by the successful service provider which will include a complete subnet of privately routable addresses.

Halifax Regional Police may also accept a branch to branch VPN secure networking solution with direct technical assistance from the successful service provider.

Halifax Regional Police requires a high level of support for the proposed communication devices as HRP is a 24/7 operation. This may include troubleshooting of network connectivity issues and provisioning of devices on the successful service providers network.

A software VPN solution is acceptable only if it requires no user input or logins and meets the CPIC VPN encryption standards. The VPN software has to have the ability to auto reconnect if connection is dropped under any circumstances. The VPN Software must have the ability to queue up data packets ready to be sent/received while reconnecting.

Halifax Regional Police require available 4G LTE services from the successful service provider. Halifax Regional Police require multiple communication device configurations. The successful

service provider must be able to provide and support the following communication device configurations for the length of the wireless contract,

o Ruggedized (MIL Spec) vehicle mounted modems with built-in configurable data and GPS services

o Embedded communication modules which are configurable o Fall back and train up capabilities of all devices with respect to network platform

services. IE. 4G LTE to 3G HSPA to EVDO RevA, and EVDO RevA to 3G HSPA to 4G LTE.

o Semi-rugged modems suitable for portable application. A separate Subnet for police vehicles. A separate subnet reserved for our partner agencies so that they can access applications currently

available in their vehicles. Usage reports based upon each wireless device. Be able to access services/applications available on HRMs corporate network. Currently, there are three virtual hosts available. This limits what can be accessed from the

MDTs. HRP requires the ability to access all services available on HRPs network. Encrypted data from the MDTs to the HRPs network.

5.1.5 Community and Recreation Services Community and Recreation Services (CRS) have a large and diverse workforce, and are amongst the largest stakeholder groups within HRM. There are two distinct areas whose requirements differ from standard HRM wireless users. Building Officials currently access HRM systems from their laptops both in vehicle and on job sites. They use USB connected internet sticks for connectivity. A 4G solution which could be integrated into the laptop internally is a preferred approach, or alternatively a mobile hotspot capability could meet this requirement.


Recreation staff have large seasonal changes in the number of staff as well as the number of devices in use. Management of the issuing and collection of devices at the beginning and end of summer seasons is an internal challenge. These users are substantially voice and SMS users exclusively. Low cost devices and enhanced battery life are important considerations given the nature of their assignments. 5.1.6 Fire and Emergency Services Halifax Regional Fire and Emergency (HRFE) represents the largest fire department in Eastern Canada. Because of HRFEs size and complexity HRFE requires wireless solutions which are both highly reliable and able to function in all locations and situations. Locations of use can include dense downtown areas, rural areas with varying terrains, and fast moving fire apparatus. Wireless solutions must be exceptionally rugged and able to operate in severe environments such as extreme heat, cold, water, dust, and sudden movement. HRFE will desires to have wireless solutions which will be able to support existing as well as a range of new technologies. HRFE currently utilizes a mix of wireless technology which includes in-vehicle systems to support computer aided dispatching functionality, mobile devices to support voice and SMS services, and mobile computing solutions to support field access to HRFE and HRM software applications. As many firefighter safety features are becoming dependent on reliable wireless technology there will be a need to provide wireless solutions which will support radio over IP (RoIP), the transmission of IP video (VoIP), vehicle location, vehicle diagnostics, personnel accountability and the creation of a vehicle area networks (VAN). HRFE is pursuing the creation of a VAN for its fleet which will enable HRFE vehicles to be turned into secure mobile wireless hubs. Operating out of HRFE fire vehicles, it is anticipated that these systems will use a combination of in-vehicle Wi-Fi and wired modem to provide secure, remote data exchange with HRFE and HRM based applications. 5.2 Service Requirements 5.2.1 Voice Service Vendors must provide cellular voice services with the following attributes as further defined below:

1. Call Waiting 2. Three Way Calling 3. Call Forwarding 4. Voice Messaging (VM) 5. Caller ID 6. 911 and E911 Service 7. Multimedia Messaging Service (MMS) 8. Short Message Service (SMS) 9. Directory Assistance Service.

5.2.2 Call Waiting This feature must ensure the person making the incoming call to a busy cellular voice device receives an audible ringing tone at the originating end while the user receives a distinctive call waiting tone and/or visual indication; and b) This feature must allow the user to hold the call in progress, answer the waiting call, and toggle between the calls by alternatively putting one party on hold while conversing with another.


5.2.3 Three Way Calling The Vendor must provide audio conferencing that will provide the user with the following capabilities:

1. Add another caller to an existing call to permit the conversation between multiple parties (each caller can hear and converse with the other callers);

2. Place a call on hold by selecting a feature code or pressing a feature key, after which the user must be allowed to place another call to another party. The user must be able to return to the call originally held and disconnect the other party or add another caller, thereby initiating a three way call.

5.2.4 Call Forwarding The Vendor must provide call forwarding with the following attributes:

1. This feature must provide the user with the ability to redirect all incoming calls to another cellular or landline telephone number. When this feature is activated, the device must not ring and the call must go directly to the predetermined number.

2. The user must be able to activate or deactivate this feature at any time for an unlimited duration.

5.2.5 Voice Mail (VM) The Vendor must provide a Voice Mail service that includes:

1. Supply of all required hardware and software components; 2. Overall design and engineering; 3. Ongoing system maintenance and support; 4. System enhancement, expansion and upgrades throughout the Contract Period; 5. Training and documentation for users; 6. Password security.

The Voice Messaging Service must:

1. Provide voicemail default messages in English. 2. Allow users to access all of its functions from any cellular or landline touch-tone telephone. 3. Include a Message Waiting indication method to advise the user there are new messages in

the mailbox. The Message Waiting indication must continue until all new messages have been checked.

4. Provide notification during message retrieval when a message is new or has been marked urgent.

5. Allow users to record and send messages, either individually or in groups, to other users of the Vendors VM service.

6. Allow users to use distribution lists for the delivery of messages. 7. Allow users to listen to and replay messages received.


8. Allow users to reply to messages received from other users of the Vendors VM service without having to re-key the senders number.

9. Allow users to save messages. 10. Allow users to skip messages in the mailbox, in order to listen to selected messages and skip

forward or backward within a message as it is being played. 11. Allow users to obtain message envelope information by pressing a key at any time during

playback of a message. Message envelope information refers to the date and time of delivery, the telephone number of the sender, and the status of the message (e.g. priority, private).

12. Provide either the users pre-recorded personal greeting or, if the user has not recorded a personal greeting, a standard system-generated greeting to all incoming calls that are not answered within a predetermined number of rings.

13. Store a minimum of 25 messages of 5 minutes in length each. 14. Store messages for no fewer than 7 days before playback and for no fewer than 10 days after

playback, unless the user takes specific action. 15. Inform the user at login of how many new and stored messages are in the mailbox. 16. Provide guidance to the user (on the use of the service) through a set of clear and concise

voice prompts. 17. Allow the user to change the language of system prompts, but must also allow callers to

bypass the voice prompts. 18. Allow callers to skip the greeting message by pressing a key (for example, by pressing the

pound (#) key on a touch-tone telephone). 19. Allow designated users to send a broadcast VM message to specific groups of users. 20. Play messages in a first-in, first-out order, except for urgent messages, which must be moved

to the head of the recipients mailbox queue and identified as urgent. 21. Inform users when their mailbox is full and that no further message deposits can take place

until the user has taken action to delete messages. 22. Schedule maintenance downtime for VM Service between the hours of 9:00 pm and 6:00 am

Atlantic Time (referred to as a maintenance window). 23. Have maintenance operations on the VM system that last no longer than six (6) hours in any

single maintenance window. 24. Inform the HRM Contracting Authority of any VM maintenance at least ten (10) days before

the actual maintenance, with the exception of emergency situations. In the case of any emergency VM maintenance, the Vendor must immediately advise the HRM Contracting Authority of the need to perform the VM maintenance and when that maintenance will be performed.

25. Keep service information secure through the use of a personal ID and password as follows: 26. The password must be user-selectable both in length and value, and must use a minimum of

four (4) digits and a maximum of at least 10 digits; 27. Users must be able to change their own passwords at any time from any cellular or landline

touch-tone telephone; 28. Users accessing the VM Service with a default password must be required to change

the default password to a personal password;


29. The VM Service must prevent anyone (including the Vendor) from obtaining a users personal password;

30. A forgotten password must be changed to a default setting by the Vendor. 31. Ensure that password resets are completed within 30 minutes of a request from an Authorized

Administrator, 24 hours a day, 7 days a week.

5.2.6 Caller ID The Vendor must provide caller number display that provides users with the ability to see the incoming callers telephone number on their device. This feature must allow the display of local and long distance callers numbers from within Canada, unless the number has been blocked or is unavailable from other carriers processing the call. In addition, wireless voice services should have the ability to restrict the delivery of any or all of its caller number display on a per device basis.

5.2.7 911 Service The Vendor must provide access to the 911 emergency services in Canada that are operated by the municipality or community providing the 911 emergency services where the user is located at the time of the 911 calls. The Vendors information and network must be completely compatible with the Public Safety Answering Point (PSAP) network.

The Vendor must provide access to an enhanced 9-1-1 (E-9-1-1) whereby the telephone number and cell site/sector information of wireless E9-1-1 callers is automatically conveyed to the E9-1-1 call centre.

5.2.8 Multimedia Messaging Service (MMS) The Vendor must provide MMS using its cellular network so that it provides users with the ability to send and receive messages with attached still or video pictures from any cellular device with camera functionality.

5.2.9 Short Message Service (SMS) The Vendor must provide SMS (i.e. text messaging) that provides a minimum of the following functions:

1. Ability to send, receive and store alphanumeric text messages with a minimum of 140 characters in length;

2. Unlimited incoming SMS messages when received within Canada and the USA; 3. Unlimited outgoing SMS messages when sent from within Canada; 4. Ability to exchange messages with users on other cellular networks; 5. Ability to send SMS messages to landlines and have the Vendors application convert the

text to speech, with the added capability to leave the message in the recipients voice mail box or answering machine if the call is not answered;

6. A Vendor-provided web site for any Internet users to send text messages to SMS enabled users directly, without going through an email system.


5.2.10 Directory Assistance Service The Vendor must provide local and long-distance directory assistance services 24 hours a day, 7 days a week.

5.2.11 Smartphone Service The current HRM approved Smartphone standard is BlackBerry. HRM is planning to allow for other types of smartphones in the near future. 5.2.12 Smartphone Service Details For Smartphone services, the Vendor must ensure the following:

1. The Vendor must provide Smartphone service within Canada, the USA, and other countries; 2. For Smartphone voice services, all of the requirements in Section 5.2.1 Voice Services apply

(except web browsing and MMS which are included in data services); 3. Support for mobile Web Browsing service which must provide users access to HTML and

WAP web pages and any other formats that are commonly used; 4. Push-based email messaging (Blackberry Enterprise Server and/or Microsoft ActiveSync). 5. Support Multimedia Messaging Service (MMS) such that users have the ability to send and

receive messages with attached still or video pictures from any cellular device with camera functionality;

6. Ability to support downloadable applications. 7. Ability to support tethering. 8. Ability to support video calling. 9. The Vendor must provide Canada, USA and International data packet transmission with

billing based on actual use, calculated per kilobyte from the point of successful connection. 10. The Vendor must not disable Wi-Fi functionality in any Smartphone, unless requested by an

Authorized Administrator. 11. The Vendor must not disable GPS functionality in any Smartphone, unless requested by an

Authorized Administrator. 12. The Vendor must detail any data capping or data throttling that may be employed.

5.2.13 Aircard Service For Aircard service, the vendor must ensure the following:

1. The vendor must provide as a minimum, HSPA+ or better data service that allows the aircard to connect directly to the internet or to a specific IP address at HRMs request;

2. The vendor must provide data roaming services service within Canada, the USA, and other countries;

3. The vendor must ensure that cellular services requiring IP be offered using IPv4 and also using IPv6 when commercially available.

5.2.14 In-Vehicle Service For In-Vehicle modem and AVL data service, the vendor must ensure the following:

1. The vendor must provide as a minimum, HSPA+ or better data service for in-vehicle devices


that allow the modem to connect directly to the internet or to a specific IP address at HRMs request;

2. The vendor must provide data roaming services service within Canada, the USA, and other countries;

3. The vendor must ensure that cellular services requiring IP be offered using IPv4 and also using IPv6 when commercially available.

5.3 Hardware Requirements

5.3.1 Cellular Phones

HRM intends to continue to purchase cellular phones outright. HRM expects the trend toward the use of smartphones will continue. All cellular devices will be provided in an unlocked status.

5.3.2 Smartphones HRM intends to continue to purchase smartphones phones outright. HRM will continue to use Blackberry devices, but will also introduce a mix of other smartphone devices to its users. All smartphone devices will be provided in an unlocked status.

5.3.3 Aircards HRM intends to continue to purchase aircards outright. All aircard devices will be provided in an unlocked status.

5.3.4 In-Vehicle The current in-vehicle solutions in use for AVL and Police in-vehicle modems are in need of replacement in order to achieve faster data speeds. Vendors are requested to provide details on suitable hardware to meet the needs of HRMs mobile data requirements and devices used in similar jurisdictions / operating environments. Solutions must have the ability to automatically downgrade to lower speed networks where higher speeds are not available. HRM does not currently have a preferred in-vehicle hardware solution. 5.4 Network Coverage Requirements Vendors must provide full cellular coverage in all areas of HRM, including but not limited to the inside of HRMs buildings. A coverage map of cellular service across the Province (specifically HRM) must be provided. If coverage is not currently available, the Vendor must provide a detailed plan including timeframes for achieving coverage in the respective area. HRM requires adequate signal strength within municipal locations, such that business operations are not negatively impacted. This requirement includes existing and any new buildings within the life of the contract. The Vendor must describe the approaches used to provide in-building coverage enhancement to meet this requirement.


5.5 Support Requirements HRM requires at a minimum the following support components to end-users. HRM would consider a new support model, including direct delivery to employees. Vendors are requested to outline how these requirements would be met:

1. Loaner units must be available for the duration of repair period and available at the point of repair.

2. Maximum of 3 days for new deliveries. 3. Minimum of 6 service centres within urban/sub-urban HRM. 4. A single point of contact service representative that will support service billings, activations

and inquires. 5. A single point of contact service representative that will support hardware billings and

maintenance inquires. 6. Vendors should be willing to provide end user orientations to new hardware. 7. Vendors must commit to denying orders for equipment and service that do not include the

proper documentation as required/determined by HRM.

5.6 Reporting Requirements Vendors are requested to submit summaries and examples of the billing, activation, and bill adjustment processes with submission. Ease of administration is of high importance to HRM.

1. The vendor must provide access to self-serve online billing and reporting tools, allowing (at a minimum) account summaries by individual HRM Business Units, quarterly and annual usage and billing summaries.

2. The vendor must present billing for all services and equipment. Hardware, for example, may not be assigned to a third party for separate billing unless, however, the third party is identified with the bid submission and will be the exclusive provider of hardware (and consequently the exclusive party to invoice HRM for hardware).

3. The vendors account representative must conduct performance reviews two times a year with HRM. The review shall include details of usage statistics, including such items as local talk time, long distance, international calling, etc, for all devices.

4. Call information, including date, time and number dialed/received is required for on-line review.

5. The ability to push usage reports to end users automatically is strongly desired. 6. A monthly report of added and deleted devices is required.

5.7 Price Requirements The term of the agreement will be five years, with a termination option at the sole discretion of HRM on the third and fourth anniversary dates of the contract. HRMs goal is to have simple pricing and usage plans. The ultimate goal is to have plans with unlimited usage, however based on the actual usage data provided with this RFP, the vendor may also propose suitable alternatives to unlimited usage plans.


HRM will consider additional conditions proposed by the vendor that protect the vendor from usage risks provided that the conditions do not impede use in a manner consistent with current typical usage. Preference will be given to proposals, which do not have such provisions, and that clearly demonstrate a shared risk approach between HRM and the service provider. Detailed examples of scenarios should be provided. Should data caps, data throttling, or both be applied to the solution, details including copies of the fair usage policy or applicable user policies shall be provided. Although it is HRMs intention to award all services to a single vendor, HRM reserves the right to discontinue service for a portion of users with a vendor at HRMs sole discretion if coverage and support prove to be inadequate. This is primarily applicable to public safety users and users with specific geographic or in-building coverage requirements. Vendors are requested to structure their proposals based on the following pricing requirements:

5.7.1 Voice Service Vendors are to provide a voice service cost (for Cell Phones, Blackberrys and Smartphones) based on a flat rate wireless voice service, including talk time, features, fees (system access, 9-1-1, activation, administration, renewal, directory assistance, number porting, etc.) and long distance and roaming costs within Canada. Additional charges are permissible only for international calls.

5.7.2 Data Service Vendors are to provide a data service cost (for Blackberrys and Smartphones including all fees and charges; including tethering or hotspot usage, video calling, etc.) A Blackberry or Smartphone equipped for voice and data operation would therefore cost the sum of the voice and data service costs.

5.7.3 Aircard Data Service Vendors are to provide a data service cost including all fees and charges.

5.7.4 In-Vehicle Data Service HRM requires that the required new in-vehicle hardware being proposed be priced as part of a three year or five year contract pricing. Vendors should provide a data service cost including all fees and charges (including new in-vehicle hardware costs).

5.7.5 Hardware Vendors are asked to propose a hardware purchase model for HRM. With the exception of new In-Vehicle Devices (as noted previously), HRM will continue to purchase hardware devices outright. Please detail how all hardware prices will be determined. As an example (other hardware purchase models will be considered) a vendor may want to propose a minimum percentage (%) discount off the manufacturers published list price on all hardware as defined in the requirements. The minimum discounts would be maintained throughout the duration of the contract for existing and new products.


5.7.6 Software

BES software licenses are out of scope of this procurement. However, vendors are welcome to provide pricing. HRM does not have the ability to add BlackBerry 10 devices to its servers. A hosted solution will be required to do so.

5.7.7 Migration

5.7.7.1 Migration Strategy Vendors are asked to provide HRM with a proposed migration strategy if you are the successful proponent of this RFP. Describe how you would propose to distribute/exchange phone hardware and accessories and port existing phone numbers to all HRM mobility users with minimal impact to their business functions.

5.7.7.2 Migration Costs Please detail any costs associated with migrating any hardware to your network or for purchasing new hardware for your network as per your proposed migration strategy. HRM reserves the right to procure hardware and migrate equipment, at its sole discretion.

5.7.7.3 Additional Services There may be features or added value items that are offered by the vendor that were not specifically requested in this RFP. Vendors are invited to introduce items which they deem to add significant value to HRM and are offered as their proposed solution / services, even though a correlating requirement was not specifically identified or stated. In your response to this section, please provide a description of any added-value features and/or services which you will include (at no charge) with your product and/or solution which could enhance HRM staff productivity. Demonstrate how the proposed value add may provide qualitative and/or quantitative benefits to HRM.

5.7.7.4 Policy of Refunding Overpayment Proponents should identify the method of reimbursement (cheque payable to the municipality, future credit, etc) for any overpayments made by HRM during the life of the agreement which are the result of incorrect billing. If there are time limits on how far back an overpayment may be credited, such limits should be provided.

5.7.7.5 Impact of CRTC Regulation Please provide a discussion of how any future contract may be impacted by future changes to regulation of the cellular industry.

5.7.7.6 Device Unlocking policy It is expected that any devices supplied under this agreement will be provided unlocked. Please define your device unlocking policy and any associated fees for both existing and


new devices.

6 PROPOSAL SUBMISSION The submission of a proposal on this service will be considered as a representation that the proponent has carefully investigated all conditions which may affect or may, at some future date, affect the performance of the services covered by the proposal, the entire area to be services as described in the attached specifications and other contract documents and that the proponent is fully informed concerning the conditions to be encountered, quality and quantity of work to be performed and materials to be furnished; also, that the proponent is familiar with all Federal and Provincial laws, all codes and ordinances of HRM which in any way affects the prosecution of the work or persons engaged or employed in the work. In responding to this proposal, each proponent shall, include, as a minimum, a Technical Proposal and a Cost Proposal. The proposal is not complete unless it contains a Technical Proposal which addresses the requirements described herein, and a separate Cost Proposal that details all costs for the proposed services. Both the Technical Proposal, which shall be identified as envelope #1, and the separate Cost Proposal, which shall be identified as envelope #2, shall be submitted simultaneously. Both Technical and Cost Proposal must be signed by an authorized representative of the firm submitting. Sealed Proposals will be received by HRM Procurement Section, Suite 103, 1st Floor, 40 Alderney Dr. (Alderney Gate), Dartmouth Nova Scotia, B2Y 2N5 6.1 Submission Requirements

The Proposal shall include the following as a minimum; failure to do so may be cause for rejection of the proposal:

TECHNICAL PROPOSAL:

Section Description Max Page Count 1 Executive Summary 2 2 Corporate Resume 2 3 Org Chart 4 Service Requirements (respond to each 5.1 heading) 5 Hardware Requirements (respond to each 5.2 heading) 6 Network Coverage (respond to 5.3) 7 Support Requirements (respond to 5.4) 8 Migration Strategy (respond to 5.8.1) 9 Additional Services (respond to 5.9) 10 Sustainability 2 11 Customer References

COST PROPOSAL:


Section Description Max Page Count 1 Price Requirements (respond to each 5.7 heading)

6.1.1 General Information

Using the form identified in this document as Appendix B General Information, the proponent shall provide the name of the firm, Office address, telephone number, email address, and facsimile number and Business Registration Profile.

Note: The Laws of the Province of Nova Scotia require that all businesses operating in Nova Scotia to register with the Registry of Joint Stock Companies except:

New Brunswick corporations and NB partnerships/business names registered in New Brunswick

Individuals or partners using only their personal names without a descriptive element or attachment such as 'and Associates'

Partnerships whose sole purpose is farming or fishing The status of a proponents business registration does not preclude the submission of a proposal. 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 (i.e.: status is active). However, this legal requirement must be addressed at time of award.

Proponents shall provide a one (1) to two (2) page executive summary of their proposal

Proponents shall provide a one (1) to two (2) page corporate resume detailing the proponent firm/partnerships credentials and experience specific to the scope of work detailed in the RFP

Proponents shall provide an organisational chart detailing the structure of the proponent team specific to the scope of work, by position. Individual names should not be included.

6.1.2 Experience

Proponents shall provide, in detail, their credentials related to the scope of work and any information which documents successful and reliable experience in past contracts, especially those contracts related to the requirements of this Request for Proposal. Proponents shall provide a list of three (3) applicable client contacts who have contracted for services offered by the proponent which is considered identical or similar to the requirements of this Request for Proposal. The list should include the following information: 1. Company Name and Address 2. Contracting Officer and Telephone Number 3. Technical Representative and Telephone Number, and 4. A brief, written description of the specific services provided including the year,


proponent contract value and final proponent contract value. Client contacts which include Halifax Municipality staff are not desired and will not be considered.

6.1.3 Understanding of HRM Needs and Technical Solution Proponents shall provide a demonstrated understanding of the subject matter, including, but not limited to, the scope of work as well as the approach that will be taken to accomplish the Services related to this RFP document, as well as an indication of possible challenges and solutions not directly referenced in the Request of Proposals.

6.1.4 Sustainability

HRM is committed to purchasing sustainable goods, services, and construction.

To aid the evaluation committee in better understanding the sustainable attributes for this purchase the proponent should prepare the following: A brief statement, to maximum of (2) pages, that outlines the proponents commitment to the sustainable operations of HRM Given the requirements in this RFP, describe how the service that you are proposing will be provided in a sustainable manner (e.g. considering greenhouse gas reduction, waste reduction, toxicity reduction, worker health and safety, and local economic development). If the requirement includes a good as part of the RFP, also include the following question: Considering the manufacture, uses, and end-of-life disposal of the product proposed, describe the sustainable attributes of the product (e.g. considering greenhouse gas reduction, waste reduction, toxicity reduction, worker health and safety). Other Additional brief facts concerning your organization which you feel are critical in evaluating your proposal.

6.2 Cost Proposal

The cost proposal shall be submitted at the same time as the technical proposal as a separate document in a separate sealed envelope. The vendor must provide a copy of the proposed master and/or user agreements.

6.3 Document Size Restrictions

Although there are no document size restrictions, elaborate brochures or voluminous


examples are neither required nor desired. Any unrelated material may be returned. 6.4 Number of Proposals to be Submitted

Two (2) copies, One (1) unbound and duly signed and one (1) in digital format on flash drive of each proposal both technical and price components are to be submitted. Technical and price components must be submitted in separate envelopes and as separate digital files on separated drives.

7 METHOD OF AWARD

The evaluation process will be carried out by an evaluating committee who will establish the ranking of all the consultants and produce a short list. The short-listed consultants may be invited to make a brief presentation. The results of the above process will be brought to the appropriate staffing level with a recommendation from the evaluating committee to award.

7.1 Evaluation Process

Each Proposal will be evaluated using the following process:

Stage 1: Verify each bids compliance to the Mandatory Criteria identified below, and disqualify any bids that fail to meet these.

Stage 2: For bids that pass the Mandatory Criteria, evaluate and score each one, using the Desirable Criteria and weights.

Stage 1 Mandatory Criteria

The proposal must meet all of the following mandatory criteria and clearly demonstrate that these are met in a substantially unaltered form. If the proposal fails to meet any one of these criteria, it will receive no further consideration during the evaluation process and be deemed non-compliant.

1. The proposal must clearly demonstrate the proponents experience and ability

to fulfill the service requirements identified.

2. All Cost Proposals must be submitted in Canadian dollars (CDN) exclusive of all taxes.

3. Hardware only proposals will not be considered.

Stage 2 Proposal Evaluation Criteria

All proposals which pass Stage 1 Mandatory Criteria will be evaluated and ranked against the weighted Proposal Evaluation Criteria listed in Appendix A - Proposal Evaluation Criteria. Proposers are reminded that the proposal is the


main document used in the evaluation and that the Proposer shall insure all information required to make the decision is included. Proposals not achieving a minimum of 75% of the total available technical points will no longer be considered and the Cost Proposal will be returned unopened.

To assist in the evaluation of the Responses, the Evaluation Committee may, but is not required to:

Contact the proponents clients/customers relevant to the proposal with any or

all of the client contacts cited in a response to verify any and all information regarding a proponent and rely on and consider any relevant information from such cited references in the evaluation of responses.

Conduct any background investigations that it considers necessary in the

course of the evaluation process and consider any relevant information resulting in the evaluation of Responses;

The evaluation committee will only seek clarification from a proponent if the requested information is ambiguous or missing and if such clarification does not offer the proponent the opportunity to improve the competitive position of its response. To the extent possible, requests made by the Evaluation Team will be sent from the email ad

P13-025 HRM RFP

Documents

Transcript of P13-025 HRM RFP