University of Manitoba – RFP #ITPC-0050-1415-MW – Professional IT Services

REQUEST FOR PRE-QUALIFICATION

ITPC-0050-1415-MW

PROFESSIONAL IT SERVICES

Date of Issue:Tuesday, December 9, 2014

Date and Time of Closing:Tuesday, January 6, 2015 at 14:00 Winnipeg Local Time

Note: The University of Manitoba’s N Parking Lot (encircling the Administration Building) at the Fort Garry Campus will have restricted access with immediate effect until further notice. For bid submissions, we recommend parking in the University Parkade or alternate parking location as noted on the University website. Allow additional time to make your submission delivery. A campus map identifying buildings is available at .

TABLE OF CONTENTS

1.0INTRODUCTION...... 3

1.1Introduction……...... 3

1.2Purpose...... 3

1.3Background………………………………………………………………………………………………3

1.4Scope…………………………………………………………………………...... 4

1.5Workplace and Tools...... 4

1.6Estimated Timetable...... 4

1.7Confidentiality...... 4

2.0RESPONSE – REQUIREMENTS AND CONTENT...... 5

2.1Title Page...... 5

2.2Letter of Introduction (Covering Letter)...... 5

2.3Service Provider Profile...... 5

2.4References...... 5

2.5Proof of Insurability...... 6

2.5.1Commercial General Liability Insurance...... 6

2.5.2Errors and Omissions Insurance...... 6

2.6Hourly Rates...... 6

2.7Attachments...... 7

3.0RESPONSE – SUBMISSION GUIDELINES...... 7

3.1Queries ……...... 7

3.2Examination of Documents...... 7

3.3Interpretation...... 7

3.4Addenda...... 7

3.5Submission...... 8

3.6Format and Content...... 8

4.0PROCESS………………………………...... 9

4.1Selection for Shortlists...... 9

4.2Solicitation of Quotes from Shortlisted Service Providers...... 9

4.3Award of Work...... 9

4.4Removal from Shortlist...... 10

4.5Evolution of Shortlists...... 10

5.0CONDITIONS AND INSTRUCTIONS...... 10

5.1Not an Agreement...... 10

5.2Response Ownership...... 10

5.3Confidentiality...... 10

5.4Modification of Request...... 10

5.5Cost of Responses...... 10

6.0CONTRACTUAL TERMS AND CONDITIONS...... 11

APPENDIX A – Rates...... 12

APPENDIX B – Role Descriptions...... 13 - 21

1.0INTRODUCTION

The purpose of this section of the Request for Pre-Qualification (RFP) is to provide information to Service Providers on the nature of the University of Manitoba’s requirement. Service Providers are not required to respond to this section.

1.1Introduction

The University of Manitoba (hereinafter referred to as the “University”) is Western Canada’s first university, founded in 1877. The University of Manitoba is the only medical doctoral University in the Province of Manitoba. The main Fort Garry Campus is a 274-hectare complex where more than 60 major buildings support the teaching and research programs of 23 faculties. The University’s operating budget is typically over $380 million. It is one of Manitoba’s largest employers with over 5,000 full and part-time academic and support staff.

The University is home to nearly 28,000 students, including international students representing 144 countries, enrolled in undergraduate, graduate and professional degree programs. The University invests heavily in research and currently holds 47 Canada Research Chairs and has generated over $11.6 million in technology commercialization royalty revenues over the past five years.

Located at the Bannatyne campus, the Faculties of Medicine, Dentistry and Pharmacy and the Schools of Dental Hygiene and Medical Rehabilitation have established links to the major hospitals in Winnipeg. Bannatyne Campus is a complex of 10 buildings located in central Winnipeg connected to the Health Sciences Centre. Other satellite locations include the William Norrie Centre for social work education for inner city residents; University of Manitoba Downtown Aboriginal Education Centre offering degree and certificate programs in partnership with Aboriginal, First Nations, and Métis communities; agricultural research farms at Glenlea and Carman; and field stations at Delta Marsh and Star Lake.

Building, equipment and library holdings for all University locations at replacement value are worth more than $2 billion. For more information about the University of Manitoba, visit

1.2Purpose

Responses to this Request for Pre-Qualification will be used by the University to establish a shortlist of Service Providers to provide professional Information Technology (IT) services.

The University plans to shortlist up to a maximum of five (5) Service Providers for each of the IT technical resource roles (see Appendix B – Role Descriptions). The shortlist will be effective from the date they are established to March 31, 2016 (unless cancelled prior to that date by the University). A description of how Service Providers will be shortlisted and how work will be awarded is contained in RFP Section 4 - Process.

It should be clearly understood that only Service Providers on the Professional IT Services shortlist (as it exists from time to time) will be eligible to compete in any Requests for Resources for IT services contained herein that the University may issue.

1.3Background

The University recognizes that over the next few years it will face significant challenges to find cost-effective ways to meet its responsibility to deliver programs to the campus community. In the case of IT, efficiencies can be accomplished through the sharing of resources between departments and the strategic outsourcing of commodity services.

The University needs flexibility to provide adequate levels of services. In order to be able to respond quickly to ensure the level of IT services that clients receive does not diminish, Information Services & Technology (IST) may supplement existing resources for some skills.

1.4Scope

At this point in time, the number and length of engagements that will be required is unknown. Further, as the University transforms its IT landscape and solution delivery, many technologies, roles, skills, processes and tools will be shifting. However, based on an assessment of existing applications and technologies currently in departments, the following types of IT professional services have been identified:

  • Project Manager
  • Senior Project Manager
  • Business Analyst
  • Senior Business Analyst
  • Organizational Change Management Specialist
  • Intermediate Developer - Java
  • Intermediate Developer – PL/SQL, Linux/Unix scripting, XML, and/or Web services
  • Senior Developer – Java
  • Senior Developer – PL/SQL, Linux/Unix scripting, XML, and/or Web services
  • Intermediate Systems Analyst – Java
  • Intermediate Systems Analyst – PL/SQL, Linux/Unix scripting, XML, and/or Web services
  • Senior Systems Analyst – Java
  • Senior Systems Analyst – PL/SQL, Linux/Unix scripting, XML, and/or Web services

Qualifications and typical responsibilities are provided for each role in Appendix B – Role Descriptions.

Engagements will typicallybe full-time on a 7-hour work day, based on the University’s normal business hours of 8:30 a.m. to 4:30 p.m. Mondays through Fridays excepting any other day on which University campuses are closed to the public. Generally, work must take place on University premises.

1.5Workplace and Tools

The University will provide appropriate workplace accommodations during engagements. Depending on the nature of the engagement, the University may provide or may require the Service Provider to provide laptops and necessary software tools.

1.6Estimated Timetable

The following dates are targets only and are subject to revision by the University.

Activity / Scheduled Date & Time
Release of Request for Pre-Qualification / Tuesday, December 9, 2014
Last Date for Submission of Questions by Service Providers / Friday, December 19, 2014
Last Date for Posting of Answers by the University / Wednesday, December 23, 2014
Please note that the University of Manitoba will be closed from Wednesday, December 24, 2014 to Friday, January 2, 2015 inclusive and staff/services will not be available during this period.
Deadline for Submission of Responses (Closing Date) / Tuesday, January 6, 2015 at 14:00 Winnipeg local time
Enter into Independent Contractor Agreements with Pre-Qualified Service Providers / Friday, January 23, 2015

1.7Confidentiality

All information included in this RFP is confidential and only for the recipients’ knowledge. No information included in this document or in discussions connected to it may be disclosed to any other party.

2.0RESPONSE – REQUIREMENTS AND CONTENT

The purpose of this section of the Request for Pre-Qualification (RFP) is to describe to Service Providers the contents and information that the University requires in order to assess their Response to this Request. Service Providers should note that failure to respond to the content requirements identified as “must” will result in disqualification of their Response.

2.1Title Page

The title page should show the Request for Pre-Qualification (RFP) number and name, submission closing date, Service Provider’s full legal company name, head office address, telephone number, facsimile number, email address, and corporate website. Also show the Account Representative name, address, telephone number, facsimile number, and email of the Service Provider contact person.

2.2Letter of Introduction (Covering Letter)

The Service Provider (or in the case of a consortium response, the Prime Service Provider) must submit a letter of introduction signed in ink by an appropriate officer of the Prime Service Provider organization. This letter is to be one page and must introduce the firm and confirm the information contained in their Response is accurate.

2.3Service Provider Profile

The Response to this Request must include a profile of the Service Provider’s organization including;

  • Mission statement;
  • Ownership structure with respect to any parent and/or subsidiary companies;
  • Years in business; and
  • A description of the major markets it services.

Service Providers must confirm they are in good standing under The Corporations Act (Manitoba), or properly registered under The Business Names Registration Act (Manitoba), or otherwise properly registered, licensed or permitted by law to carry on business in Manitoba. Acceptable evidence would be a current (within past two years) Certificate of Status, Business Registration, or Articles of Incorporation.

Services Providers must identify each role they are proposing to meet the requirements as outlined in Section 1.4 – Scope of Work and Appendix B – Role Descriptions. Describe how the organizational depth and breadth positions your company to provide highly qualified resources from a wide pool of candidates in a responsive manner. Outline your approach to meeting the University’s requirements.

2.4References

Service Providers mustdescribe their organization’s experience in providing professional IT services. Provide a minimum of three (3) references for engagements of similar size and scope to this RFP within the past five (5) years. References from Canadian educational facilities are most desirable.

  • Name of the client organization;
  • Service timeframe;
  • Nature of the services provided;
  • Personnel who were active participants in this engagement and a description of the role they played;
  • Current status of the engagement; and
  • Name, telephone number, and email address of a senior member of the client organization that can be contacted as a reference.

Bidders should detail any previous services of a similar nature their organization may have provided to the University of Manitoba in the same format.

The University, at its sole discretion, reserves the right to contact any of the references to confirm the resource(s) experience and/or ability to provide the services requested.

2.5Proof of Insurability

The Response to this Request must include a response to the insurance requirements below. The University will assess risk and define insurance requirements on a case-by-case basis, considering the professional IT service role and specific engagement. The University reserves the right to maintain, lower or waive the insurance requirements in its sole discretion.

2.5.1Commercial General Liability Insurance

Service Providers must include either:

  • A Certificate of Insurance, satisfactory to the University, as written evidence of insurance coverage for Commercial General Liability Insurance against claims for personal injury and death or damage to property arising out of the Successful Service Provider or its officers, employees or agents providing services under the agreement. Such insurance should provide coverage of not less than $2.0 million per occurrence; or
  • A letter for a licensed insurance broker stating that the Service Provider is eligible to purchase the required insurance if the Service Provider is selected to provide the Services.

Such insurance shall name the University of Manitoba, its officers, employees and agents as additional insureds with respect to the services provided under the agreement. The insurance should be underwritten by insurers licensed in Manitoba. In addition, the University requires thirty (30) days written notice in the event of cancellation or material reduction of coverage regarding these policies.

2.5.2Errors and Omissions Insurance

Service Providers should identify if they maintain Information Technology Errors and Omissions Liability Insurance covering negligent acts, errors or omissions by the Successful Service Provider or its officers, employees or agents providing services under this agreement. Such insurance should provide coverage of not less than $1.0 million per occurrence or claim.

Such insurance should be maintained throughout the term of the agreement and for not less than twelve (12) months after completion of the services if the insurance policy is written on a claims-made basis and an extended claims reporting period is not provided.

2.6Hourly Rates

The Response to this Request must include the hourly rate for each role/typel and engagement length the Service Provider is quoting on, using the table format contained in Appendix A – Rates. Service Providers are not required to response to all Roles. If not responding to a particular Role, use “N/A”.

2.6.1Rates must be all-inclusive. These rates shall be the maximum rates that will be used in any Request for Resources Response for the term of any subsequent agreement.

The proposed rate must be inclusive of all applicable charges including travel and living expenses to the place of work. There shall be no opportunity to quote traveland living expenses in any subsequent Request for Resources.

2.6.2Rates mustbe quoted in Canadian Dollars.

2.6.3Ratesmust not include the Goods and Services Tax (GST) or Manitoba Retail Sales Tax (MRST, also known as PST), which shall be extra where applicable.

2.6.4Rates must be valid for acceptance for ninety (90) days to April 6, 2015. No accommodations will be made for price fluctuations within this time period.

2.6.5Upon acceptance, ratesmust be firm for a 18-month term ending June 30, 2016.

2.7Attachments

The Service Provider is only to attach additional information as required to support their Response under this Request.

3.0RESPONSE – SUBMISSION GUIDELINES

The purpose of this section of the Request for Pre-Qualification (RFP) is to provide guidance to Bidders In how to structure their Response. Service Providers should note that failure to follow the format requirements identified as “must” will result in disqualification of their Response. Not following other requirements prescribed in this section will reduce the evaluation score of the Response and may result in the disqualification of the Response entirely.

3.1Queries

No other representatives of the University are to be contacted regarding this RFP. The University accepts no responsibility for, and the Service Provider agrees not to rely upon, any verbal or written statements or representations from any person(s) other than those listed below, whether or not employed by the University. Questions should be directed as follows:

Monique Whitehill

Manager, IT Procurement Centre

T: 204-474-9120

E:

3.2Examination of Documents

Before submission the Bidder shall:

3.2.1Carefully examine the specifications outlined in this document.

3.2.2Be fully informed of all conditions and limitations specified in all parts of this document.

3.2.3Include in their Response sufficient information to cover all requirements listed in Section 2.0 – Response Requirements and Content

3.3Interpretation

Should the Service Provider find discrepancies in, or omissions from, the specifications, or other terms and conditions, or be in doubt as to their meaning, it shall at once notify the IT Procurement Centre, which will post written instructions or addenda to the University’s Purchasing Services Bid Opportunities website.

The University will not be responsible for oral or telephone interpretations. Questions received less than 2 business days before the date and time of closing may not be answered. All addenda issued during the time of responding shall be incorporated into the final contract.

3.4Addenda

3.4.1Service Providers are required to monitor the University’s Purchasing Services Bid Opportunities website for all addenda to the RFP. It is the responsibility of the Service Provider to ensure all addenda were received, and to acknowledge receipt of all addenda on Appendix A - Rates. Failure to comply may result in your Response being rejected.

3.4.2If this RFP was received via invitation, any addenda issued during the RFP period may be sent directly to the invitees. However, the Service Provider is responsible for checking the website for changes.

3.5Submission

3.5.1Submissions will be received up to, and not later than, the Date & Time of Closing listed on the RFP Cover Page. This deadline will be strictly enforced. The official time of receipt shall be taken from the Reception Desk’s telephone digital display, located in Room 410, Administration Building.

3.5.2Submissions should be in a sealed envelope, clearly marked with the RFP number, and complete with the Bidder’s name and address.

3.5.3Bid submissions must be submitted to:

University of Manitoba

Purchasing Services

Room 410, Administration Building

66 Chancellor’s Circle

Winnipeg, ManitobaR3T 2N2

Attention:Ms. Monique Whitehill, IT Procurement Centre

RFP #ITPC-0050-1415-MW – Professional IT Services

Note: The University of Manitoba’s N Parking Lot (encircling the Administration Building) at the Fort Garry Campus will have restricted access with immediate effect until further notice. For bid submissions, we recommend parking in the University Parkade or alternate parking location as noted on the University website. Allow additional time to make your submission delivery. A campus map identifying buildings is available at

3.5.4Submissions should consist of one (1) original, six (6)paper copies and one (1) electronic copy on CD, DVD or USB flash drive in Microsoft Word or Portable Document Format (PDF). Submissions sent by fax or email will not be accepted.

3.5.5All components of the submission must be fully completed or provided, and submitted by the Service Provider no later than the Date & Time of Closing, with all required entries made clearly and completely, to constitute a responsive Response.

3.5.6Submissions received after the date and time of closing will not be accepted and may be returned to the Service Provider unopened.

3.5.7The opening of submissions will be closed to the public.

3.6Format and Content

The following list specifies the items to be addressed in your Response. Please structure your Response in the order listed to facilitate the review by the Evaluation Committee. Any sections not answered, or any information not provided, may result in the assignment of a lower evaluation score to the submission.

Section 1:Title Page

Section 2:Letter of Introduction (Covering Letter)

Section 3:Service Provider Profile

Section 4:References

Section 5:Proof of Insurability

Section 6:Hourly Rates – including Appendix A –Rates

Section 7:Contractual Terms & Conditions (Independent Contractor Agreement)

Section 8:Attachments (if any)

4.0PROCESS

The purpose of this section of the Request for Pre-Qualification (RFP) is to explain the process that will be used to shortlist Service Providers and subsequently award work when the University has a resource requirement.