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REQUEST FOR PROPOSAL NO. PS20130876VALUE-ADDED RESELLER: DATA CENTRE AND CLIENT HARDWARE

ANNEX 1 – DETAILED REQUIREMENTS

ANNEX 1 –DETAILED REQUIREMENTS

NOTE: In this Annex 1 only, the term “City” is used to refer to the City Group consisting of the City of Vancouver (including the Vancouver Board of Parks and Recreation), the Vancouver Police Board and the Vancouver Public Library Board.

The Proponent shall address each requirement listed in this Annex 1 – Detailed Requirements in such detail, and with relevant and specific examples (if applicable), to demonstrate the Proponent’s understanding of, and the extent of the Proponent’s ability to meet each requirement. If the Proponent cannot meet a specific requirement at all, then the Proponent’s response should clearly state so. A missing response will be interpreted by the City as the Proponent’s not being able to meet the requirement at all. All numbered responses to Annex 1 should correspond to the numbering in Annex 1.

This Annex 1 consists of four (4) sections:

A. General Requirements

B. Client Hardware Specifications

C. Data Centre Equipment Specifications

D. Client Hardware Service Reports and Notifications

A. General Requirements

This section describes the City’s business and technical requirements for VAR Services. Proponents responding to this RFP are expected to have significant expertise, knowledge and experience in establishing, providing, and managing these services. Proponents are asked to respond to each requirement with full and complete information even if a similar response has been provided when responding to another requirement.

1.0 Areas of Expertise

Please indicate all applicable category(ies) that the Proponent is responding to, by checking () the appropriate box in the table below.

Category Apply

Data Centre Equipment, Maintenance, and Professional Services ☐Client Hardware, Software, Maintenance, and Professional Services ☐

1.0 VAR Service Requirements

The successful proponent should have the capability to provide VAR services to the City, including the ability to source and sell a broad range of hardware, maintenance service, and professional services from a wide range of manufacturers to the City at competitive prices and in accordance with City directions. In a Proposal, a Proponent



is to address the following:

2.1 Provide a description of your company, including legal name, jurisdiction of incorporation, and number of years in business and company owners.

2.2 Describe your firm’s experience in the supply and deployment of equipment or services over the past three years. Provide client names and letters of recommendation where applicable.

2.3 Provide a minimum of three written references from clients for similar goods and services as those required by this RFP. Include contact information and a brief description of the goods or services. By submitting a Proposal, the Proponent is providing consent to the City to contact these references and the organizations.

2.4 Describe the type of data centre and/or client hardware the Proponent is authorized to resell, including supporting documentation.

2.5 Describe the Proponent’s organization structure responsible for delivering the VAR services to the City.

2.6 Describe the operations of the Proponent’s sales department including the hours of business, the level of familiarity of products, and experience of personnel.

2.7 Describe the warehousing capability and logistics approach with respect to the ability to handle outgoing deliveries to the City and accept surplus equipment for decommissioning and disposal.

2.8 The City expects that the successful Proponent will possess the technical capabilities which would facilitate an efficient acquisition of products. Proponents should respond to each of the items listed below.

2.8.1 Describe if you offer an on-line product catalogue (preferably web-based) and explain the process for its use.

2.8.2 Explain if the City would have access to an on-line (preferably web-based) ordering and order status enquiry screens/reports which would enable it to track the progress of individual orders from inception through fulfilment and delivery.

2.8.3 Provide details of your ability to provide asset management/order status reports that can be customized to include:

2.8.3.1equipment brand, model, hardware configuration and serial number(s);

2.8.3.2installation or delivery location;

2.8.3.3software loaded (including software license number);

2.8.3.4purchase order number and order date;

2.8.3.5invoice number and invoice amount.



2.9 Provide details on how the Proponent will work with the City to create a process for bringing your price list into the City’s SAP ordering system automatically; ensuring the City’s web site is supplied with current specifications and prices.

2.10 State if Mastercard is accepted, and state if familiar with Mastercard level III Reporting, or an equivalent mechanism that can integrate with the City’s inventory system.

2.11 The City expects that any successful Proponent will be able to provide installation, configuration and decommissioning services as required by the City. Each Proponent should provide:

2.11.1 a detailed description on the process and methodology for installation, configuration, and decommissioning;

2.11.2 knowledgeable technical personnel with experience in comparable deployments of any purchased equipment; OEM and vendor certifications are preferred. Please provide a list of current certifications held by support staff and the number of staff with those certifications.(examples include (but are not limited to) Lenovo, HP, Lexmark, and Microsoft) and

2.11.3 a project manager who will meet with City staff on a regular basis during initial deployment to review progress and resolve any issues.

2.12 Describe the Proponent’s ability and capacity to provide an EOL disposition program that meets the City’s sustainability objectives as outlined in Annex 6, including offering a hardware reuse that maximizes the benefit of retired hardware to the local community.

2.13 Describe the Proponent’s ability and capacity to offer better equipment acquisition, maintenance, and professional service pricing by leveraging and promoting competition between OEMs. Provide verifiable examples to support the claim.

2.14 Describe sourcing strategy for:

2.14.1 Alternate sources of supply, should the products designated by the City not be available in the Proponent’s supply chain.

2.14.2 Manufacturers that no longer exist or whose products have been discontinued.

2.15 Describe the process for managing manufacturer service levels including but not limited to response time, resolution time, scheduled deliveries, product availability, supply on short notice, and maintaining minimum stock levels.

2.16 Describe the process for handling hardware standard lifecycle, particularly the process to transition between hardware standards.

2.17 Indicate if the Proponent is a registered Microsoft Larger Account Reseller for the Provincial Government of British Columbia.

2.18 Describe the capacity and process the Proponent uses to assist its customers



to evaluate and select upcoming standards and associated models that meet its client’s specifications.

2.19 Provide a detailed description of all value-add services that complement the scope of this RFP.

2.20 Describe the ability to affix a City of Vancouver decal to all client hardware and related equipment prior to delivery.

2.21 Describe the ability to use electronic packing slips in lieu of physical ones.

2.0 Requirements Specific to the Supply of Client Hardware

2.1 Confirm that the Proponent can service City equipment located at over 100 sites as set out in Annex 9 – List of Sites.

2.2 Describe any value-add or pay-for client hardware support services that the Proponent can provide. Provide detailed cost structure if applicable. Potential examples include regular preventative maintenance for specific equipment, large scale hardware upgrades in mid-life, project support, architecture support, advanced technical support, etc.)

3.3 Provide details of the equipment you propose to supply to the City which meets the specifications set out in Section B – Client Hardware Specifications, and Section C – Server and Storage Equipment Specifications below by completing Annex 3 – Pricing Tables. With the exception of tough book laptops, Proponents may propose more than one brand for each of the items of equipment specified in Section B – Client Hardware Specifications, and Section C – Server and Storage Equipment Specifications. In the Technical Proposal, a Proponent may describe the Proponent’s approach to responding to the foregoing.

3.4 Provide details of the warranties provided for the equipment you propose to supply to the City by responding to the items below:

3.4.1 For desktops, laptops, monitors and all third-party components, the City’s current practice is to utilize a hardware maintenance service provider to perform all warranty service. All warranty service is expected to be performed by a VAR under an Agreement.

3.4.2 The City expects a 3-year, on-site warranty for both desktop and laptop systems. For monitors the City will accept the standard manufacturer’s warranty.

3.4.3 For desktops, laptops, and tablets, the City expects the warranty to provide for a one business hour acknowledgement and next business day (between 8:30am – 5:00pm, Monday to Friday, excluding Statutory Holidays) resolution 95% of the time.

3.4.4 Proponents should also indicate the costs and general processes for providing support outside of these hours (typically as early as 7:00 am to 8:30 am and 5:00 pm to 10:30 pm on weekdays and 7:00 am to 10:30 am on weekends and holidays), if required by the City.

3.4.5 Proponents should submit a package that supplements the manufacturer’s base warranty with an uplift (either from the manufacturer or



otherwise) to provide this level of warranty support.

3.4.6 Proponents should confirm that the warranty will not be affected by the City’s need to move equipment, perform hardware upgrades (including adding industry standard boards for specialized peripheral devices) and perform software upgrades on desktop and laptop units.

3.4.7 Proponents should also describe any additional or alternative programs that they can provide, either as an alternative to the manufacturer’s’ warranties or to complement them to provide the response and resolution times identified for desktop, laptop, and tablet devices.

3.4.8 The start date for warranty should not commence prior to the receipt of goods by the City. In the event that equipment is purchased but not delivered (stored on vendor site) the warranty should not start until equipment is delivered.

3.4.9 The VAR must register the change of equipment ownership with the OEM within two (2) weeks from receipt of goods date to initiate warranty coverage.

3.5 Describe the Proponent’s capacity and ability to source and supply data centre devices, client hardware, related software, and related services listed in Part A Section 1.3.

3.5.1 The Proponent should describe its ability to supply a broad range of other equipment, including their sources (distributors, manufacturers).

3.5.2 Similarly, as requested in Section (j) above, the Proponent should outline what business technologies are available to the City when ordering other computer equipment.

3.6 The City requires timely installation and expects deployment of equipment to approximately 100 locations within Vancouver. Proponents should provide a detailed approach and methodology which explains how they propose to provide the configuration and deployment services to meet the forecasted equipment volumes specified in Section B – Client Hardware Specifications.

3.7 The configuration and deployment services only apply to desktops, laptops and monitors which the VAR supplies during the term of the Agreement. Other equipment supplied to the City during the term will be delivered to the designated City site (which could be any site listed in Annex 9 – List of Sites) at no cost to the City (other than the cost of the equipment).

3.8 The initial replacement program is targeted for completion within four (4) months from the time the Agreement is executed.

3.8.1 Proponents should state whether or not they will be able to meet the deployment schedule as outlined within Section B – Client Hardware Specifications, of this Annex 1 and explain what measures they propose to take to ensure the City’s deployment schedule is met.

3.8.2 If Proponents do not believe they can deploy the volumes of equipment



required by the City by during the first four (4) months of the Agreement, then Proponents should provide an alternate schedule.

3.8.3 The Proponent should comment on the City’s proposed deployment methodology as described in this RFP and in Section B – Client hardware Specifications, of this Annex 1 and propose any alternative procedures which they believe will enhance, simplify and/or improve the process.

3.9 To avoid the delivery of dead-on-arrival (“DOA”) equipment to the City, the City requires that all equipment be tested to ensure that it is free from defect before deployment. The VAR will be responsible for dealing directly with the manufacturer(s) on any DOA equipment. Proponents should confirm whether they have a facility to test the equipment prior to deployment and describe their proposed methodology for testing the equipment. Should equipment be found to have hardware failure within 30 days, the device would be included as a DOA device and replaced by the vendor.

3.10 Proponents should state how they will perform the configuration and deployment services or propose an alternative deployment approach that addresses at a minimum the following items:

3.10.1 Pre-configuration of all new computers with a standard image provided by the City;

3.10.2 BIOS upgrade and asset tagging;

3.10.3 Installation of MSI-installable applications using Active Directory Group Policies, where applications may vary from one desktop to the next;

3.10.4 Migration of any locally stored data files (including Windows user settings) from the old computer to the new, and an approach for subsequently retrieving any files that were missed; and

3.10.5 Installation of other applications for which MSI files cannot be created, as an alternative to City staff installing them manually.

3.11 Please provide responses to the following scenarios:

3.11.1 A specific make and model of a laptop computer that has been in the City’s written hardware standard for the past ten months is being declared as coming end-of-sale by the OEM in two months’ time. The City’s Client Hardware Advisory Panel (CHAP) has some ideas of what kind of requirements must be met by this unit’s replacement model. The person who leads CHAP wants to work with the VAR to identify a replacement model. Please describe how you would work with the City to help identify a suitable replacement model.

3.11.2 The City’s CHAP has defined basic requirements for a new type of computing device that does not yet exist in the City’s written hardware standard, and would like to see what kind of options there are are on the market. The person who leads CHAP wants to work with the VAR to identify a device that best meets this new need. Please describe how you would work with the City to identify a new computing device.



3.0 Requirements Specific to the Maintenance of Client Hardware

3.1 Describe your firm’s experience in hardware maintenance services similar to that required in this RFP during the last three years. Specify client names where applicable.

3.2 Provide a minimum of three written references from clients for hardware maintenance service as those required by this RFP. By providing this information, the Proponent consents to the City contacting these references, and consents to the City also contacting any other organization for the purposes of evaluating the Proponent’s company and Proposal

3.3 Provide names, experience, training, responsibilities and certifications for technicians (including subcontractors) to be assigned to the City as either the dedicated technician and/or backup technician. Explain your escalation procedures for dealing with workloads that would prevent a dedicated technician from achieving the City’s stated service levels.

3.4 Provide details of how you will be able to begin provision of hardware maintenance services for the City post execution of the Agreement. Provide details of any other large maintenance contracts to which you are committed and indicate how you will resource those contracts and the Agreement with the City if selected as the successful Proponent.

3.5 A single point of contact is an important aspect of the City when evaluating the Proponent’s response. Please indicate how the Proponent can provide a single point of contact for all calls for service.

3.6 Explain your procedures for handling calls for service, and provide details on how you will provide the Services:

4.6.1 Confirm that you can provide maintenance services for the City’s prime shift of Monday to Friday from 8:30 a.m. to 5:00 p.m.

4.6.2 Explain your procedures for handling calls for service, and how you accommodate the requirements for:

4.6.2.1 A single phone number that the City will call and or the online process used to initiate service calls. Where possible, preference will be given to automated interface between the city and the vendor.

4.6.2.2 Your method of identifying services calls i.e. call reference number

4.6.2.3 How you will track the City’s own tracking reference number

4.6.3 Confirm that you can meet the City’s requirement for acknowledgement of a call for service within one business hour after receiving the initial call

4.6.4 Confirm that you can meet the City’s requirement for prime shift response by having a technician on site within four (4) shift hours of receiving the initial call



4.6.5 Confirm that you will provide replacement loaner equipment of an equivalent make/model if any repair cannot be completed within eight (8) shift hours, and a permanent replacement if the repair cannot be completed within two (2) weeks.

4.6.6 Describe your ability to provide services outside of the City’s prime shift hours (Monday to Friday from 8:30 a.m. to 5:00 p.m.), the process and procedures of requesting this service, and their cost, should the City opt for such services.

4.7 Provide details on your reporting capabilities and how you will meet the City’s requirements for individual service calls and detailed reporting.

4.8 Explain how you propose to meet the requirement to provide replacement parts equivalent to those being replaced.

4.9 Explain your procedures when replacing equipment (e.g. hard drive) that contain data that needs to be restored/replicated on any replacement equipment. Confirm that your technicians will contact the appropriate City IT staff or Help Centre once the new equipment is installed to arrange for support staff to complete any data restore and installation of software.

4.10 Please describe the general method that the provisioning of technical services will fulfilled. If City resources are required, describe the resources and how they would be used to assist the support. Examples could include parking, workspace, phone, etc.

4.11 Provide details on how you provide maintenance service in the event that a warranty uplift is required for desktops or laptops to achieve the requirement for an 8-hour response and next business day resolution 95% of the time.

4.12 Provide details on your service management operations and how you track service levels and service call status, and confirm that you will meet on a regular basis with the City’s IT staff to review these items.

5.0 REPORTING

5.1 Describe your organization’s ability to provide the City with the following reports:

5.1.1 Global purchase history;

5.1.2 Total hardware purchased; and

5.1.3 Maintenance agreement terms such as expiries and renewals. 5.1.4 EOL disposition report including percentage of devices reused in the

community.5.2 Outline and provide examples of any other reportable details your clients typically value, and any other reports you feel would be of value to the City.

5.3 Describe your ability to provide reports listed in Annex 1 – Section D – Client Hardware Service Reports.



B. Client hardware Specifications

1.0 General

1.1 To enable the City to determine which unit of equipment represents best value, the Proponent should provide pricing based on the detailed specifications provided, based on its knowledge of, and experience with the respective manufacturer's specifications and commitments. Features the City considers significant contributors to the total cost of ownership include (and the Proponent should comment upon):

1.1.1 Availability - quality/reliability of the system and its components, warranty terms, local availability of parts and service;

1.1.2 Support -quality of technical support available through the manufacturer's website, directly through the manufacturer, and through the VAR. The City needs to be assured that any significant technical issue arising during deployment, or at any time during the equipment lifecycle, will be resolved promptly;

1.1.3 Systems Management Features and Tools - hardware features and software tools included at no charge that can facilitate asset, configuration, security and other systems management tasks;

1.1.4 Non-Proprietary Construction - the City expects that its technical staff will be able to add industry-standard boards, memory and other hardware without any special training or tools.

1.2 The City will require sample equipment (desktops, laptops, tablets, and monitors) to be provided to the City prior to deployment so that City personnel can:

1.2.1 Create PC images to be pre-loaded by the Proponent prior to deployment;

1.2.2 Confirm that the PC hardware, Windows 7 and/or 8 and a sample of City applications (e.g. SAP, Hansen) operate correctly;

1.3 All desktops, laptops and monitors supplied under the Agreement are required to have achieved Gold registration or higher qualification through the Electronics Products Environmental Assessment Tool (EPEAT) or its successor. EPEAT is the procurement tool designed to help large volume purchasers evaluate, compare, and select desktop computers, laptops, and monitors based upon their environmental attributes as specified in IEEE Standard 1680 for the Environmental Assessment of Personal Computer Products.

1.4 All desktops, laptops and monitors are required to have qualified for Energy Star version 5.1 (or most recent update).

1.5 Windows 7 may not be part of the City’s initial deployment (currently the City is engaged in performing a Windows 7 upgrade, but some City departments may not be ready for Windows 7 client devices by the time of their scheduled deployment). In such cases, the City will deploy the devices loaded with Windows XP SP3. Compute devices such as tablets that cannot or should not run XP will have their deployment delayed until such a time when they can be delivered to the department loaded with Windows 7



or 8. It is expected, however, that all client hardware purchased be able to run Windows 7, and in the case of tablets and touch-enabled laptops, Windows 8.

1.0 Other Requirements for client compute devices (i.e. desktops, laptops, and tablets)

1.1 The City will require the Proponent to provide sample devices (of different make and model) to the City for hardware evaluation. Proponents should include a detailed description of such a process.

1.2 The VAR must have the ability to work with different OEMs to provide the City with device drivers based on current and future client operating systems. The Proponent should include a detailed description of such a process. The City in turn will create a set of images to be pre-loaded by the VAR onto the devices prior to delivery and deployment.

2.0 Hardware Currency

The City is interested in deploying client hardware models that are near the beginning of their lifecycle, to this end:

2.1 For desktop-class hardware, the City expects a minimum model lifecycle of twelve (12) months with a preference for recently-released models, and expects at least forty-five (45) days’ advance notice of any given model’s end-of-sale date.

2.2 For laptop- and tablet-class hardware, the City expects a minimum model lifecycle of nine (9) months with a preference for recently-released models, and expects at least forty-five (45) days’ advance notice of any given model’s end-of-sale date.

3.0 Current Client Hardware Specifications

This section includes the technical specifications of the current standard desktop and laptop. Each Proponent should comment on this as appropriate.

Table 1 Column Definitions:

Device Type: Compute and display devices are divided up, typically different use cases call for different types of devices.

Current Make & Model: The current make and model of hardware device within the City’s written client hardware standard.

Next Generation’s Requirements: The makes and models that currently comprise the City’s standard are coming end-of-life soon, and this column lists the technical requirements for the next generation of hardware units that will be needed within the standard. The requirements listed here will be used to determine the new makes and models for each device type. Specific requirements, in many cases, should be treated as minimums (e.g. Intel 3rd Gen i5 or better).



Four-Year Projected Purchase Quantities: This column simply lists the quantity of units for each of the next generation units that are forecasted to be purchased over the next four years.

Table 1

Device Type Current Make & Model

Next Generation’s Requirements Four Year Projected Purchase Quantities

Standard Desktop

Lenovo ThinkCentre M92p 3212-E4UIntel Core i5-3470, 4GB RAM, 500GB HDD

CPU: Intel 3rd Gen i5RAM: 8GB (expandable to at least 16GB, preferably w/o need to replace stock modules) DDR3 Hard Drive: 160GB or larger, SATA , min 7200RPMVideo: dual monitor support, capable of 1920/1080 on both displays, integrated video, 256MBOptical Drive: Preferred, but not requiredAudio: requiredNetwork: Gigabit NICPorts:

Minimum of 2 USB 2.0 ports (USB 3.0 preferred)Stereo (.35mm) x4 (Mic, Spkr, Headset & Line-in)2 or more native display ports:

VGA (req’d)DVI (preferred)DisplayPort (preferred)MiniDisplayPort (preferred)HDMI (preferred)Mini HDMI (preferred)

Ethernet (RJ45)Sustainability: Energy Star 5.1, EPEAT GoldMouse: Optical mouse, USB, 6’ cable, universal mouse design (equally usable in both hands)Keyboard: USB, adjustable angle, 6’ cableWarranty: Min. 3 years onsite parts and labour, next day response time

5220



Other: Windows 7 Pro COAvPro chipset preferredWindows 7 certified

Security: TPM 1.2Locking security tab

Physical Dimensions: Due to space constraints, the City prefers units that offer as minimal a physical footprint as possible, while also being able to be physically secured to a surface of VESA monitor base (via proprietary or industry standard mounting brackets).

High-Performance Desktop

Lenovo ThinkStation S300569-CY5Intel Xeon E5-1620, 8GB RAM, NVIDIA Quadro 2000, 500GB SATA & 128GB SSD

Same as for Standard Desktop except:CPU: Intel Xeon E5RAM: 16GB (expandable to 32GB preferred)Hard Drive:

Primary drive: SSD (min 100GB)Secondary drive: SATA 7200rp (300GB min)

Optical Drive: Internal DVD/RW requiredVideo: Autodesk certified video card with dual monitor support, digital out, 1GB. NVidia preferred.Physical Dimensions: conventional tower chassis is acceptable

85

Standard Laptop

Lenovo Thinkpad T5302394-63UIntel Core i5-3320M, 4GB RAM, 500GB HDD, Intel HD Graphics 4000, DVD RW, Webcam, Bluetooth, Intel 6205 AGN Wi-Fi

CPU: Intel i5RAM: 8GBOptical Drive: DVD-RWHard Drive: 160GB or larger, SATA , min 7200RPMVideo: 256MB memory, can drive external monitor at 1920x1080Network: Gigabit NIC, and WiFi N class networkPorts: (min. 2) USB 2.0 (USB 3.0 preferred), external display support (VGA required, also HDMI or Display Port preferred). Available docking station or port replicator required (at a minimum the ability to fully support an industry-standard USB port replicator).Sustainability: Energy Star, EPEAT GoldDisplay: 15” viewable, widescreenWarranty: Min. 3 years onsite parts and labour, next day response timeOther:

vPro chipset preferredWindows 7 Pro COAWindows 7 certifiedPreferred: Windows 8 certified

90



Built in sound & speakersBluetoothNative webcam req’d, preferably 720p

Available options:Docking station offering: full size monitor, keyboard, mouse, Gigabit NIC, add’l USB portsCable Lock4G/LTE or 3G integrated cellular data modem

Ultrabook Lenovo X1 Carbon3448-3AUIntel i5 427U, 4GB RAM, 128GB SSD, 14” LCD display

Same as Standard Laptop, except…Conform to “Shark Bay” Ultrabook industry specifications.(no DVD-RW needed, smaller display okay, Solid State HDD req’d, <23mm thickness)

150

Semi-Rugged Laptop

Panasonic Toughbook CF53 CF53JNLHYDMIntel Core i5-3320M, 4GB RAM, 500GB HDD, 14” LCD display

Optional model with broadband modem (LTE)CF53AAGH6DM

Same as Standard Laptop, except…Semi-rugged design (up to 2.5’ drop rating, spill resistant keyboard)Solid State HDDSmaller screen acceptable, display needs anti-glare treatment

300

Rugged Laptop

Panasonic Toughbook CF31 CF31ACAJXDMIntel i5 2.4GHz, 4GB RAM, 160GB HDD SATA, Intel GMA video, Gigabit NIC, WiFi NIC a/b/g/n, 13.1” display

Same as Semi-Rugged Laptop, except…Fully-rugged design (up to 6’ drop rating, water resistant)4GB RAM acceptable

320 (see footnote 1)

Rugged Windows Tablet

Panasonic Toughbook CFH2CFH2ASFNZDMIntel Core i5-2557M, 4GB, 320GB HDD, 10.1” LCD display

Same as Semi-Rugged Laptop except…No native keyboard – only pen-based input option. 4GB RAM acceptable

10

Rugged Convertible Windows

Panasonic Toughbook CF19CF19AHUAXDM

Same as Rugged Laptop except…Offers both touch screen input and keyboard input. Form factor is of such a

30



Tablet Intel Core i5-2520M, 4GB RAM, 320GB HDD, 10.4” LCD display

design that screen and keyboard can be folded in such a way that the device can be used as a tablet or a conventional laptop.

Windows Tablet

no standard exists yet

The City does not yet have a model selected, nor are requirements fully developed…. Tablet required features:

- Can run Windows 8 Pro 64bit- Optional stylus (separate provider

okay)- 3G or 4G/LTE cellular data modem- Wi-Fi N- Tablet form factor

Tablet preferred features:- Optional USB connected keyboard,

or flip over keyboard, or detachable “island” keyboard (preferred)

- Moisture resistance, some level of drop resistance

- 9” to 12” screen, daylight readable, durable glass of some kind

- < 2 lbs (excluding accessories)- Built in camera/webcam- Native ports: One or more USB 2.0

(3.0 preferred), stereo headphone & mike jacks, mini-HDMI

- Optional accessories:o Charging plate/cradleo Cigarette lighter power

chargero USB connected port

replicator offering video output, additional USB ports and other

o Protective shello Swappable battery, extra

battery (ideally able to somehow deliver 8 to 12 hours of operation)

600

Non-Windows Tablet

Apple iPad 4 Same as Windows Tablet except…- No need to run Windows 8 Pro

64bit

500

Standard Monitor

ViewSonic VG2439m-LED

LED backlit preferred.16x9 aspect ratio preferred.Size: 16x9 aspect ratio – min. 23.6” diagonal viewable OR

4900



16x10 aspect ratio – min. 22” diagonal viewableResolution: capable of 1920x1080Interface: should support VGA as well as a digital input (preferably both DVI and Displayport)Power Consumption: <30 Watt operating (<2 Watt in power saving mode)Position Adjustment: tilt (required) height (required) swivel (required) 90° pivot (preferred) Warranty: 3 yearEnergy: Energy Star 5.1, EPEAT GoldMisc: VESA mount required

CAD Station Monitor

ViewSonic VG2728WM

Same as Standard Monitor, except…Size: 16x9 - min 26.5” diagonal viewablePower Consumption: <60 Watt operating (<2 Watt in power saving mode)

60

¹ Rugged Laptop: the estimated quantity of 320 may be reduced to 20, subject to the offered price.

4.0 Current Volume Forecast – Desktop Refresh Schedule

The City is about to perform a major refresh of its fleet of client hardware in combination with an upgrade from Windows XP SP3 to Windows 7 64bit Pro as its standard operating system for desktop compute devices and conventional laptops. Also, the City is likely to standardize onto Windows 8 64bit Pro for some or all of its tablets and touch enabled laptops. The City has an ambitious timeline to complete this refresh ahead of Windows XP’s end-of-support date (April 8, 2014). To this end, the schedules below indicate a high volume of expected hardware purchases in the four months leading up to April.

The City’s project that is currently expected to execute this massive upgrade/deployment is titled the Client Hardware Refresh Program (CHiRP). In order to deliver such high volumes of computer devices in the four month period, the City’s CHiRP project plans to leverage Deployment Services up and above basic Delivery Services in order to stay on schedule. Proponents should include appropriate piecework costs, as all client hardware devices (desktops, laptops, tablets, and displays) would require Deployment Services (see Annex 3 – Pricing Tables for a detailed description of Delivery Service and Deployment Service).

The remaining hardware estimates will in all likelihood only require Delivery Services.

4.1 The following tables contain current estimated forecast numbers, for guidance purposes only, and to allow Proponents to consider and comment upon their abilities to assign appropriate resources for timely deployment. The City is under no obligations, explicit or implied, to procure the amount of hardware listed below.

Estimated initial bulk purchases required for the City’s

Client Hardware Refresh Program

Estimated purchase quantities to occur from April 2014 to December 2017



(CHiRP)(four months leading up to April 2014)

Desktop PC's 2200 3100

Laptops & Tablets 800 1100

Displays 1000 4000

Period of Deployment Estimated Number of Computer Devices (desktop, laptop & tablets)

Estimated Number of Display Devices

Dec 2013 (by CHiRP) 1200 (see footnote 1) 1000 (see footnote 1)

Jan 2014 (by CHiRP) 600 0

Feb 2014 (by CHiRP) 600 0

March 2014 (by CHiRP)

600 0

2014 (remainder) 600 1000

2015 1200 1000

2016 1200 500

2017 1200 500¹Equipment scheduled for purchase and delivery in December is expected to require Deployment Services; however, the City only expects delivery of the equipment to a City facility, with the actual deployment services to be rendered in January or later.

C. Data Centre Equipment Specifications

1.0 General

1.1 To enable the City to determine which unit of equipment represents best value, the Proponent should confirm that its Commercial Proposal presents pricing based on the detailed specifications provided in this Section C, based on its knowledge and experience with the respective manufacturer's specifications and commitments.

1.2 Proponents should express their capability to provide certified professional service to storage and server equipment of a wide range of make and model.



1.3 Proponents should express their capability and methodology to acquire professional service certification on emerging server and storage technologies.

1.4 Proponent should describe their capability to provide server and data storage hardware from a wide range of OEMs for evaluation purpose.

1.5 Data centre equipment maintenance and warranty services are to be supplied directly by the OEM, and not through any VARs.

2.0 Current Server and Storage Specifications

This section includes the technical specifications of the current server and storage equipment. It is important for Proponent to understand that these standards can be changed at any time by the City during the course of any VAR contract, and that the following information is only to illustrate the type of technologies the City is currently using. The Proponent is expected to establish reseller relationships with the OEMs as required when the City establishes new standards.

Device Type Current Standard

Single-purposed Server - A

Dell PowerEdge R620 Intel Xeon E5-2680 2.7GHz, 20M Cache, 8.0GT/s QPI,

Turbo, 8C, 130W, Max Memory 1600MHz CPU 2 x 8GB RDIMM, 1333 MT/s, Low Voltage, Dual Rank, x4

Data Width Chassis with up to 8 Hard Drives and 2 PCIe Slots RAID 1 for H710P/H710/H310 (2 HDDs) PERC H710 Integrated RAID Controller, 512 MB NV

Cache 2 x 300GB 10K RPM SAS 6Gbps 2.5in Hot-plug Hard

Drive Dual, Hot-plug, Redundant Power Supply (1+1) 2 x C13 to C14, PDU Style, 12 AMP, 2m Power Cord iDRAC7 Enterprise with Vflash, 8GB SD Card ReadyRails Sliding Rails With Cable Management Arm DVD+/-RW, SATA, Internal Optical Drive Additional Riser with x8 PCIe Slot for x8, 2 PCIe Chassis

with 1 Processor Intel Ethernet I350 QP 1Gb Network Daughter Card 3 Year ProSupport and Mission Critical 4HR 7x24 Onsite

PackSingle-purposed Server - B

IBM System x3650 M4 Select Storage devices - IBM-configured RAID Secondary Array - RAID 5 (minimum of 3 drives

required) IBM 300GB 10K 6Gbps SAS 2.5"" SFF G2HS HDD Primary Array - RAID 1 (2 drives required) Enable selection of Solid State Drives for Primary Array IBM 128GB SATA 2.5"" MLC HS Enterprise Value SSD



ServeRAID M5110e SAS/SATA Controller for IBM System x

ServeRAID M5100 Series 1GB Flash/RAID 5 Upgrade for IBM System x

16GB (4Gb, 2Rx4, 1.5V) PC3-12800 CL11 ECC DDR3 1600MHz LP RDIMM

IBM UltraSlim Enhanced SATA DVD-ROM IBM System x 750W High Efficiency Platinum AC Power

Supply 4.3m, 10A/100-250V, C13 to IEC 320-C14 Rack Power

Cable Intel Xeon Processor E5-2665 8C 2.4GHz 20MB Cache

1600MHz 115W Addl Intel Xeon Processor E5-2665 8C 2.4GHz 20MB

115W W/Fan x3650 M4 PCIe Riser Card 2 (1 x8 FH/FL + 2 x8 FH/HL

Slots) IBM System x3650 M4 2.5"" Base without Power Supply x3650 M4 PCIe Riser Card 1 (1 x8 FH/FL + 2 x8 FH/HL

Slots) IBM System x 750W High Efficiency Platinum AC Power

Supply 4.3m, 10A/100-250V, C13 to IEC 320-C14 Rack Power

Cable IBM Integrated Management Module Advanced

Upgrade x3650 M4 8x 2.5"" HS HDD Assembly Kit x3650 M4 Plus 8x 2.5"" HS HDD Assembly Kit with

Expander IBM System x Gen-III Slides Kit IBM System x Gen-III CMA IBM System x3650 M4 Planar System Documentation and Software-US English IBM System x Lightpath Kit 3 Year Onsite Repair 24x7 4 Hour Response RAID Configuration No Preload Specify Super Cap Cable 875MM x3650 M4 Riser 2 Bracket x3650 M4 WW Packaging x3650 M4 System Level Code x3650 M4 Agency Label GBM x3650 M4 ODD Cable

Multi-purposed Server - A

Dell PowerEdge R720 2 x Intel Xeon E5-2680 2.7GHz, 20M Cache, 8.0GT/s

QPI, Turbo, 8C, 130W, Max Memory 1600MHz CPUs 16 x 16GB RDIMM, 1333 MT/s, Low Voltage, Dual Rank,

x4 Data Width Chassis with up to 8 Hard Drives and 2 PCIe Slots 2.5” Chassis with up to 16 Hard Drives RAID 1 for H710P/H710/H310 (2 HDDs) PERC H710 Integrated RAID Controller, 512 MB NV



Cache 2 x 900GB 10K RPM SAS 6Gbps 2.5in Hot-plug Hard

Drive Dual, Hot-plug, Redundant Power Supply (1+1) 2 x NEMA 5-15P to C13 Wall Plug, 125 Volt, 15 AMP, 3m

Power Cord iDRAC7 Enterprise with Vflash, 8GB SD Card 2 x Intel Ethernet I350 QP 1Gb Server Adaptor 2 x Intel Ethernet X540 DP 10GBASE-T Server Adaptor,

Low Profile ReadyRails Sliding Rails With Cable Management Arm DVD+/-RW, SATA, Internal Optical Drive Additional Riser with x8 PCIe Slot for x8, 2 PCIe Chassis

with 1 Processor Intel Ethernet I350 QP 1Gb Network Daughter Card 3 Year ProSupport and Mission Critical 4HR 7x24 Onsite

PackMulti-purposed Server - B

IBM x3690 X5 Select Storage devices - no IBM-configured RAID

required IBM 64GB SATA 1.8"" MLC Enterprise Value SSD 16GB (1x16GB, 4Rx4, 1.35V) PC3L-8500 CL7 ECC

DDR3 1066MHz LP RDIMM IBM 675W HE Redundant Power Supply 2.8m, 10A/200-250V, 2xC13 to IEC 320-C14 Rack

Power Y-Cable IBM 675W HE Redundant Power Supply 2.8m, 10A/200-250V, 2xC13 to IEC 320-C14 Rack

Power Y-Cable IBM x3690 X5 16-DIMM Internal Memory Expansion 2.8m, 10A/200-250V, 2xC13 to IEC 320-C14 Rack

Power Y-Cable Intel Xeon Processor E7-2870 10C (2.40GHz 30MB L3

130w 2S) Addl Intel Xeon Processor E7-2870 10C 2.40GHz 30MB

Cache 130w IBM System x3690 X5 Ball Bearing Slide Kit IBM CMA for Ball Bearing and Universal Slides System Documentation and Software-French IBM UltraSlim Enhanced SATA Multi-Burner IBM Power Interposer for 675W HE Redundant Power

Supplies IBM System x3690 X5 PCI-Express (2x8) Riser Card ServeRAID M5015 SAS/SATA Controller (Battery not

included) ServeRAID M5000 Series Advance Feature Key ServeRAID M5000 Series Battery Assembly Remote Battery Cable IBM 4x 2.5"" HS SAS HDD Backplane IBM eXFlash 8x 1.8"" HS SAS SSD Backplane IBM 675W HE Redundant Power Supply 2.8m, 10A/200-250V, 2xC13 to IEC 320-C14 Rack



Power Y-Cable x3690 X5 - 7147 CPU Planar IBM System x3690 X5 PCI-Express (3x8) Riser Card ServeRAID M1015 SAS/SATA Controller 3 – year 24 X 7 X 4- hour technical support

Storage Disk Tray - A

NetApp DS4243 – 900GB disks

Storage Disk Tray – B

NetApp DS4486 – 4TB disks

Storage Disk Tray - C

NetApp DS14 MK2 – 300GB

Stroage Disk Tray – D

NetApp DS4246 – 2TB

Storage Disk Tray – E

Coraid SR152 SATA SAN – 1 TB

3.0 Current Volume Forecast

The following table contains current estimated forecast numbers, for guidance purposes only. The City is under no obligation, explicit or implied, to procure the amount of hardware listed below.

Device TypeForecasted Requirements

2014 2015 2016 2017

Single-purposed Server - A 6 6 4 6

Single-purposed Server - B 6 2 0 6

Multi-purposed Server - A 19 27 30 11

Multi-purposed Server - B 0 5 3 0

Storage Disk Tray - A 4 4 6 7

Storage Disk Tray – B 5 6 9 13

Storage Disk Tray - C 0 1 1 1

Storage Disk Tray – D 0 1 10 5

Storage Disk Tray – E 0 1 0 0

Each Proponent should confirm its ability to meet these volume requirements.



D. Client Hardware Service Reports and Notifications

The Proponent will provide the following to the City in a format approved by the City:

1.0 Repair Confirmation – when the Proponent has completed the repair and maintenance service in respect of a particular request for service or after-hours requests, the Proponent will deliver to the City a report containing the following information within one hour of completing the work:

1.1 Reference Number;

1.2 City’s tracking number assigned to the Request for Service or After Hours Request;

1.3 Description of the Equipment failure;

1.4 Description of the action taken to correct the Equipment Failure; and

1.5 Description of any Replacement Parts installed.

2.0 Update Notification – If, after the initial diagnoses the Technician cannot repair the Computer Equipment immediately the Proponent will deliver to the City a notification containing the following information within one hour of determining that the Equipment Failure cannot be resolved immediately:




2.4 Description of the action taken to correct the Equipment Failure; and

2.5 Description of any Replacement Parts on order.

3.0 Monthly Report – at the end of each month the Proponent will deliver a report to the City on all Requests for Service and After Hours Requests received that month as well as an update on any unresolved Equipment failures from previous days that are still unresolved with the following information for each individual item as applicable:




3.4 Description of the action taken to correct the Equipment Failure;

3.5 Description of any Replacement Parts installed including City decal numbers, serial numbers and make/model for both equipment replaced and new equipment;



3.6 Date and time the Request for Service or After Hours Request was received by the Call Centre;

3.7 Date and time the Proponent contacted the User who reported the Equipment Failure;

3.8 Date and time the Technician arrived at the City Site;

3.9 Hours spent by the Technician on the Equipment Failure; and

3.10 Elapsed time between the arrival of the Technician at the City Site and the return of the Computer Equipment to full operation.

4.0 Trending Report – at the end of each week any successful Proponent will deliver a report to the City containing all of the same information required to be included in the Monthly Reports by which includes all Requests for Service and after Hours Requests received that month as well as an update on any unresolved Equipment Failures from previous weeks.

5.0 Monthly Billing Report – the Proponent will, within five (5) business days of the end of each month during the Term, deliver to the City a report or reports listing all Requests for Service or After Hours Requests in the previous month categorized as follows:

5.1 Repair and Maintenance Services completed on a Fixed Price Basis;

5.2 Repair and Maintenance Services completed on a Time and Materials Basis; and

5.3 Warranty Services completed at no charge to the City.

6.0 Regular service reviews should include the above reports as well as trend detail described below:

(Note: Where appropriate, costs should be included in each summary and detail to assist the city in making strategic choices about what equipment to continue servicing and what equipment should be replaced.)

6.1 Service Review Reports (bi-monthly or quarterly):

6.1.1 Available within two weeks of end of period

6.1.2 Meeting to occur third week of next period, or as mutually agreed upon

6.2 Content of reports to include:

6.2.1 SLA compliance

6.2.1.1Met response time by period (monthly)

6.2.1.2Mitigation of root cause for not meeting SLA (action steps)

6.2.2 Hardware Trending:



6.2.2.1Devices with frequent service calls

6.2.2.2Service calls with multiple site visits required

6.2.2.3Parts frequently used due to failure:

6.2.2.3.1 hard drive, power supply, etc.

6.2.2.3.2 quantity and frequency

6.2.2.4Devices with frequency of breakdown

6.2.2.5identify models with frequent issues

6.2.3 Expert analysis and insight into trends and concerns identified by the VAR

6.2.4 Sales report showing hardware and software volumes purchased, in addition to Microsoft, Adobe, and Autodesk. Details of Sales reports should include, at minimum:

6.2.4.1For Software:

6.2.4.1.1 Purchase Order number

6.2.4.1.2 Date

6.2.4.1.3 Version

6.2.4.1.4 Product code and description

6.2.4.2For Hardware:

6.2.4.2.1 Purchase Order number

6.2.4.2.2 Date

6.2.4.2.3 Serial number

6.2.4.2.4 Model number

6.2.4.2.5 Product code and description

6.2.4.2.6 Asset tag (if assigned)

6.2.4.2.7 Warranty (start and end dates)

7.0 Disposition Report requirements include:

7.1 Secure online reporting, with the City being able to pull down reports as needed, on each asset that has reached end-of-life;

7.2 Certificate of destruction for all assets unable to be re-used/remarked; and

7.3 Certificate of data destruction or physical destruction for any hard drives received from the City.



7.4 Total number of devices disposed of, and method(s) of disposal used (i.e. reuse, recycling, etc.).

REQUEST FOR PROPOSAL NO. PS20130876VALUE-ADDED RESELLER: DATA CENTRES AND CLIENT HARDWARE

ANNEX 2 – CERTIFICATE OF EXISTING INSURANCE

ANNEX 2 –CERTIFICATE OF EXISTING INSURANCE

Page 2-1


ANNEX 3 – PRICING TABLES


This Annex 3 contains five pricing tables:

1. Table 1 – Data Centre Hardware

2. Table 2 – Client Hardware Technology Refresh in the First Six Months of an Agreement

3. Table 3 – Client Hardware Peripherals

4. Table 4 – Labour Rates (Hourly)

5. Table 5 – Labour Rates (Per Piece)

Table 1 below includes most, but not all, data centre and client hardware that the City Group is contemplating to purchase as a result of this RFP. Therefore, Proponents may add additional lines/items as appropriate.

All prices must be quoted in accordance with the instructions in Part A of the RFP.

Pricing must conform to a cost-plus/minus model and Proponents must include a quote from the manufacturer or distributor for each product. The Proponent is expected to maintain the reseller mark-up for all current and future hardware standards (from same or different OEMs). The Proponent must illustrate the Proponent’s pricing methodology.

The City Group reserves the right to clarify pricing information provided in any Proposal, and to request additional pricing-related information to fully understand potential cost impacts associated with the Proposal.

Pricing must be inclusive of all costs expenses associated with all work carried out at any City Group site covered by a contract resulting from this RFP.

Table 1 – Data Centre, Software, and Client Hardware Peripherals

Item

Man

ufac

ture

r

Prod

uct

Des

crip

tion

Indi

cate

St

age

of

Prod

uct

Rese

ller’

s Cu

rren

t U

nit

Cost

¹

Rese

ller

Mar

kup/

Dis

cou

nt

on/o

ff

Cost City

’s N

et

Uni

t Pr

ice¹

Single-purposed Server - A

Single-purposed Server - B

Page 3-1



Multi-purposed Server - A

Multi-purposed Server - B

Storage Controller - A

Storage Controller - B

Storage Disk Tray – A

Storage Disk Tray – B

Storage Disk Tray – C

Storage Disk Tray – D

Storage Disk Tray – E

Windows Server 2012

Page 3-2



Windows Server 2012 Data Centre Edition

Vmware ESX/ESXi

IBM Tivoli Storage Manager

¹ Must include: one full set of initial consumables (as applicable), user manuals, and the provision of an effective three-year Warranty, and delivery to City facility. Rates submitted shall be firm ceiling rates for applicable services, and must include all travel, labour, materials and all other related costs for any City Group location.

Table 2 – Client Hardware Technology Refresh in the First Six Months of an Agreement

In Table 2, below, Proponents shall indicate prices and pricing methodology for client hardware during the first six months of an Agreement. Rows labeled ‘a’ are provided to allow Proponents to indicate prices for one product model. If the product model offered in ‘a’ is reasonably likely to be at the “end of life” (as understood in the IT industry) within the first six months of an Agreement, Proponents may use rows labeled ‘b’ to indicate prices for a second product model, in order to meet the City’s forecasted total volume requirements for the first six months of an Agreement. The quantities in Table 2 are estimates only, and are provided for guidance purposes only.

Item

Esti

mat

ed

Num

ber

of

Uni

ts R

equi

red

in fi

rst

six

mon

ths

of

Agre

emen

t

Prod

uct

Mod

el

Cuto

ver

date

Rese

ller

Cost

Rese

ller

Mar

kup/

Dis

cou

nt o

n/off

Cos

t

City

’s N

et U

nit

Pric

e¹

Standard Desktop 2100

a)

b)

30 a)

Page 3-3



High-Performance Desktop

b)

b)

Standard Laptop 35

a)

b)

Ultrabook 55a)

b)

Semi-Rugged Laptop

110a)

b)

Rugged Laptop 300

a)

b)

Semi-Rugged Compact Laptop

2a)

b)

Rugged Windows

Tablet2

a)

b)

Rugged Convertible Windows

Tablet5

a)

b)

Windows Tablet 200

a)

b)

Non-Windows

Tablet190

a)

b)

Standard Monitor 1200

a)

b)

Page 3-4



CAD Station Monitor

5a)

b)

¹ Must include: one full set of initial consumables (as applicable), user manuals, and the provision of an effective three-year Warranty, and delivery to City facility. Rates submitted shall be firm ceiling rates for applicable services, and must include all travel, labour, materials and all other related costs for any City Group location.

Table 3 – Client Hardware Peripherals

Clas

sific

atio

n

Item

Man

ufac

ture

r

Prod

uct

Des

crip

tion

Indi

cate

St

age

of

Prod

uct

Rese

ller’

s Cu

rren

t U

nit

Cost

¹

Rese

ller

Mar

kup/

Dis

cou

nt

on/o

ff

Cost City

’s N

et

Uni

t Pr

ice¹

Desk

top

Softw

ar Software for Client hardware

Desk

top

Perip

hera

ls

Keyboard

Mouse

Other Peripherals – projectors, web cameras, RFID readers, etc. [please specify]

Docking Stations

Page 3-5



Desktop scanners, etc. [please specify]

In Tables 4 and 5 below, Proponents shall provide labour rates on an hourly basis and on a per piece basis. The standard business hours for the City Group members are:

City (except Vancouver Board of Parks and Recreation): 8:30am – 5:00pm Vancouver Board of Parks and Recreation: 8:00am – 5:00pm VPD: 8:00am – 5:00pm VPL: 8:00am – 5:00pm

Table 4 – Labour Rates (Hourly)

Staff Role Description Hourly Rate

Server Architect

Solicit requirements for enterprise server (physical/virtual) design, architect solution, ensure enterprise compatibility, compose report and/or business case, estimate efforts and equipment, and validate environment.

Storage Architect

Solicit requirements for enterprise storage and data design, architect solution, ensure enterprise compatibility, compose report and/or business case, estimate efforts and equipment, and validate environment.

Server Implementation Specialist

Lead the implementation efforts of server (physical/virtual) equipment/system upgrades and enhancements.

Storage Implementation Specialist

Lead the implementation efforts of storage equipment/system upgrades and enhancements.

Project Manager Senior Technician Junior Technician

Page 3-6



Consultant Other - please specify

Table 5 – Labour Rates (Per Piece)

Task¹ & Description Per Piece Rate

A. Client HardwareCompute Device Delivery ServiceIncludes: BIOS upgrade, asset tagging, imaging with City provided image media, and delivery to City facility Display Device Delivery ServiceIncludes: asset tagging, and delivery to City facility Compute Device Deployment Service²Includes: all services described in “Delivery Service” above, but also includes physical set up of device at the user’s work area, user state migration procedure, image completion, and removal of packaging and replaced compute device (disposition)Display Device Deployment Service²Includes: all services described in “Delivery Service” above, but also includes physical set up of device at the user’s work area, connection of display, and removal of packaging and replaced display device (disposition)

B. Data CentreEquipment Racking AssistanceIncludes: assist with physical moving, unpacking, racking, and removal of data centre equipment packagingEquipment Unracking AssistanceIncludes: assist with unracking, packing, and physical moving of data centre equipment.

¹The VPD has specific security requirements, and cannot allow a third party to perform tasks such as imaging, user state migration, or image completion in most cases.

²Typically, the City opts to use “Deployment Service” in instances of high volume client hardware replacement projects.

Page 3-7



OTHER PRICING CONSIDERATIONS

Proponents shall respond to the following questions, and may attach additional documentation (e.g. reports, certificates, etc.) in order to clarify or provide a complete response to questions:

1. The City Group has proposed an initial three-year contract term in this RFP. Provide additional discounts or other types of pricing reductions, or advantages that the Proponent would propose for extended contract durations and indicate the desired duration.

2. The City is aware that resellers receive rebates and other incentives directly from manufacturers. In the event the Proponent is awarded a contract, what does the Proponent offer the City with respect to sharing the benefits offered by any manufacturer, either in the form of a discount, yearly rebate, or other financial incentive not already incorporated in the unit prices indicated in the pricing tables.

3. Except for the maintenance of equipment which is under warranty, the City proposes to pay for equipment maintenance in one of two ways: on the basis of a fixed price monthly maintenance contract; and/or on a time and materials basis. Using the table below, Proponents should provide pricing for both programs and the City will consider, in the event a Proponent is selected, which items of computer equipment are to be included in the fixed price monthly maintenance contract and which ones will be repaired on a time and materials basis.

3.1 Fixed Price Monthly Maintenance

Under this program the City will pay a flat rate monthly fee for the repair and maintenance of specified makes and models of equipment whether or not any maintenance services are actually performed. The fees will be calculated based on a “unit price” per make and model of equipment multiplied by the number of such units which the City wishes to include under this program. The equipment which the City proposes to include in this pricing program is set out in Annex 10 – Maintenance List. Proponents should provide their all-inclusive (parts and labour) unit maintenance prices for each of the items listed in Annex 10 – Maintenance List. The unit prices will be fixed for the

Page 3-8



term of the Agreement but the quantities of each item will fluctuate. The City will update the equipment inventory on a regular basis and provide the Proponent with such updates. The amount billed by the VAR will be based on the amount set out in the last inventory provided by the City.

3.2 Time and Materials

Under this program the City will pay time and material for repair and maintenance service. The Proponent will invoice the City periodically for parts and labour costs. Invoices must identify each call by the Proponent’s reference number, and itemize parts and labour costs.

Proponents should provide their hourly rates. Prices quoted must meet all the service response requirements specified in this RFP.

Equipment Maintenance – Pricing Model Proponent’s Response3.1 Fixed Price Monthly Maintenance Please state a flat rate monthly fee,

including relevant details.

3.2 Time and Materials Please provide pricing, adding lines as required.

4. The City Group is aware other discounts (not already incorporated in the unit prices indicated in the pricing tables) may be offered based on volumes or total spending. Please indicate any of the following that may apply:

a. Early payment discounts;

b. Cumulative quantity discounts;

c. Brand/product consolidation;

d. High-volume single-item order discounts;

e. Seasonal discounts;

f. Online ordering discounts; and/or

g. Any other discounts not listed above.

5. Detail any other value-added services that the Proponent is interested in offering to the City Group, including a description and any potential costs associated with each. Indicate the benefits that may be anticipated by the City Group if the City Group adopted any service and provide examples of how the offered services have been successful with the Proponent’s other clients. Pricing provided should allow the City Group to determine a yearly cost (if any) of each offered service.

Page 3-9



6. Detail any other costs necessary in order to provide the services under this RFP as proposed by the Proponent.

7. In the event that the City Group chooses to split a contract award between two or more Proponents for any combination of data centre, client hardware (including peripherals), maintenance and/or professional services, what impact, if any, would the City Group’s decision have on the Proponent’s Proposal?

Page 3-10

REQUEST FOR PROPOSAL NO. PS20130876VALUE-ADDED RESELLER: DATA CENTRES AND CLIENT HARDWAREANNEX 4 – VENDOR SUSTAINABILITY LEADERSHIP QUESTIONNAIRE

ANNEX 4 – VENDOR SUSTAINABILITY LEADERSHIP QUESTIONNAIREPurpose: This document is designed to identify where suppliers are going above the minimum standards in the Supplier Code of Conduct and are demonstrating sustainability leadership in their own operations as part of the evaluation criteria of a bid process.

As part of the City’s corporate Purchasing Policy and related Supplier Code of Conduct, all City vendors must meet minimum requirements related to ethical, social and environmental standards. Beyond these basic requirements, the City would also like to reward vendors that are demonstrating leadership and innovation in sustainability. In order to be able to do so, the City requires that all suppliers bidding on a City contract answer the following questions. The answers to the questionnaire will be evaluated as part of the bid evaluation process. You will need to be able to verify all your answers to the City upon request. Please keep in mind that these questions relate to your company’s internal operations and overall sustainability leadership.

Section 1: Fair Workplace Practices1. Does your company know the locations of 100% of the facilities that produce your products?

Yes No

2. Does your company have a documented Supplier Code of Conduct or policy that sets internationally recognized minimum labour standards that you expect your suppliers to meet when manufacturing your products?

Yes No

3. Tell us how your company verifies compliance to the standards in the Supplier Code of Conduct and/or Purchasing Policy.

a) We conduct third party audits of factories we work with Yes No

b)We conduct internal audits of our supply chain and work with our supply base to resolve issues

Yes No

c) We publicly disclose the names and locations of our factories Yes No

d) We rely on a complaint-based system to identify supplier non-compliance Yes No

4. Tell us which memberships you hold with organizations that work to promote fair and reasonable employment conditions for workers.

a) We are a member of Fair Labour Association or Social Accountability International or Worker’s Rights Consortium

Yes No

b) We are a member of Fair Factories Clearinghouse or Sedex Yes No

c) We are a member of another organization that promotes fair and reasonable employment conditions

Please specify______________________

Section 2: Workplace Health & Safety, Wage Rates and Diversity5. Tell us how your company works to promote workplace health and safety.

a) We have a documented Health & Safety Policy and Program that is openly endorsed by senior management and is updated on an annual basis

Yes No

b) We have a Health & Safety Manual that includes safe work procedures, incident investigation process with the intent of prevention, workplace inspection process and emergency preparedness and response.

Yes No

c) We conduct hazard assessments and job task-specific health & safety training on an annual basis

Yes No

d) We are registered with one or more of these Safety Management Systems/Programs: OHSAS 18001 Yes No

CAN/CSA Z1000 Yes No

ANSI Z10 Yes No

e) We have a system registered, certified or recognized by another standard Please specify_______________________

Page 4-1

http://www.fairlabor.org/

http://www.sedex.org.uk/

http://www.fairfactories.org/

http://www.workersrights.org/

http://www.ethicmatch.com/docs/training_audit_SA/SA_docs/SAIOverview.pdf


f) We adhere to one or more of the ILO health and safety resolutions Yes No

g) We have a non-registered audited health and safety management system Yes No

6. Tell us how you ensure fair wages and employee benefits

a) We pay all of our staff a minimum wage that meets the regional LICO (See http://www.statcan.gc.ca/pub/75f0002m/2009002/tbl/tbl-2-eng.htm for wage amounts)

Yes No

b) We pay benefits to all of our full-time employees Yes No

7. Tell us about your strategy to address diversity in your workplace.

a) We have a policy or strategy to support hiring a diverse workforce Yes No

b) We have a policy or strategy to purchase from diverse contractors / suppliers Yes No

c) We participate in work/employment training programs for vulnerable/diverse populations (e.g. Social purchasing portal)

Yes Please specify

No

Section 3: Environmental Management & Stewardship8. Tell us what policies and programs your company has in place to manage its environmental impact.

a) We have a documented Environmental or Sustainability Policy Yes No

b) We have an environmental management system registered to ISO 14001 Yes No

c) We have a system registered, certified or recognized by another standard (e.g. EMAS)Please specify ___________________________

Yes No

d) We have a non-registered audited environmental management system Yes No

e) We conduct compliance audits to health, safety and environmental legislation Yes No

f) We produce a publicly available annual environmental, CSR, sustainability or accountability report

Yes No

9. Tell us how your company works to reduce its greenhouse gas (GHG) emissions.

a) We measure our GHG emissions and have developed a reduction strategy Yes No

b) We publicly report our GHG emissions Yes No

c) We have set publicly available GHG reduction targets Yes No

d) We have set a target for the use of renewable or alternative forms of energy and have developed a strategy to reach this target

Yes No

e) We have retrofitted our facilities, our fleet and/or made process improvements to decrease GHG emissions and energy use.

Yes No

f) We have an alternative transportation program for employees (e.g. public transit subsidy, cycling facilities, carpooling program)

Yes No

g) We purchase from shipping/delivery companies that have taken steps to reduce their GHG emissions.

Yes No

h) We operate in third party verified green buildings and have developed a plan to meet third party verified standards (such as LEED, BREEAM, etc) in as many of our facilities as possible. Please specify the verification system :

Yes No

10. Tell us how your company works to reduce waste in its daily operations.

a) We conduct regular audits to measure the total amount of solid waste generated by our facilities and have a waste reduction strategy

Yes No

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b) We have set publicly available waste reduction targets Yes No

c) We have an office recycling program that includes office paper, beverage containers, batteries and printer cartridges

Yes No

d) We have other recycling programs in our operationsPlease specify additional materials recycled:

Yes No

11. Tell us how your company works to reduce the use of toxins and properly manage hazardous substances

a) We are not in violation with any local, national or international laws related to the use of toxins and management of hazardous substances

Yes No

d) We have a Toxic Reduction Strategy/Policy that aims to reduce toxins across all operations Yes No

e) We measure the implementation of our Toxic Reduction Strategy/Policy against a pre-determined set of performance metrics and verify performance with a third-party

Yes No

Back-up Documentation to Verify ResponsesThe City reserves the right to verify responses on this questionnaire and may request some or all of the following documentation.Section Question Back-up DocumentationSection 1 Fair Workplace Practices

Question 1 Location details of factory locations

Question 2 A copy of Supplier Code of Conduct or policy

Question 3 A copy of third-party audit reports A list of publicly disclosed factories

Question 4 Proof of membership

Section 2Workplace Health and Safety

Question 5 A copy of policy Proof of safety management system

certification

Question 6 Documentation of employee benefit packages and a list of those who receive benefits

Question 7 A copy of policies

Section 3Environmental Management and Stewardship

Question 8 A copy of policy Proof of environmental management system

certification A copy of public report

Question 9 Copy of public report A copy of reduction targets and related

results

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Proof of LEED, BEEAMA, etc. certification

Question 10 Total tonnes of solid waste generated A copy of reduction targets

Question 11 Copy of strategy/policy A copy of reduction targets and related

results Copy of third-party audit/verification

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ANNEX 5 – DECLARATION OF SUPPLIER CODE OF CONDUCT COMPLIANCE


Purpose: All suppliers are to complete and submit this form with proposals to demonstrate compliance with the Supplier Code of Conduct.

The City of Vancouver expects each supplier of goods and services to the City to comply with the City’s Supplier Code of Conduct (SCC) <http://vancouver.ca/policy_pdf/AF01401P1.pdf>. The SCC defines minimum social standards for City suppliers and their subcontractors based on the International Labour Organization (ILO) core labour conventions and compliance with national and other applicable law of the country of manufacture of products including those laws relating to labour, worker health and safety, and the environment.

Proponents/vendors must comply with these standards upon submitting a proposal or quotation to the City, or have a plan in place to comply within a specific period of time. The City reserves the right to determine an appropriate timeframe in which proponents/vendors must come into compliance with the SCC. To give effect to this requirement, an authorized signatory of the undersigned proponent/vendor must complete the following declaration and include this declaration with their submission/quotation:

“As an authorized signatory of <insert proponent/vendor name>, I declare that to the best of my knowledge, <insert proponent/vendor name> and our sub-contractors have not been and are not currently in violation of the SCC or convicted of an offence under national and other applicable laws of the country of manufacture, other than as noted in the table below (include all violations/convictions that have occurred in the past three years as well as plans for corrective action).

Section of SCC, Title of ILO convention/national law or other

Date of violation /conviction

Description of violation /conviction

Regulatory/ adjudication body and document file number

Corrective action plan

I understand that a false declaration and/or lack of a corrective action plan may result in disqualification of <insert proponent/vendor name>’s submission/quotation.”

__________________________________________

Corporate Name of Applicant

_______________________________ _____________________________________

Name and Title of Authorized Signatory Signature

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__________________________________________

Date

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ANNEX 6 - SUSTAINABILITY


1. Complete the Product Environmental Information Table for each product offered:

Product Environmental Information Table – Desktop Devices, Laptops, and Display Monitors:

Product Name

Product is EPEAT Gold certified

(Y/N)

Product is Energy Star 5.1 (or most recent update) compliant

(Y/N)

Post-consumer recycled plastic content in unit (as % by weight)

Minimum content that is reusable or recyclable (65% or greater)

Description of renewable or bio-based plastic materials

Renewable/bio-based plastic materials content in unit (% by weight)

e.g. ‘Product A’

e.g. ‘Y’ e.g. ‘Y’ e.g. ‘25’ ‘70’

e.g. ‘Product B’

e.g. ‘Y’

Etc.

Product Environmental Information Table – Servers and Storage Units:

2. Packaging

a. Complete a Packaging Environmental Information Table for a representative sample of products offered:

Packaging Environmental Information Table – Desktop Devices, Laptops, Monitors, Servers, and Storage Devices:

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Product Name

Energy Consumption

Post-consumer recycled plastic content in unit (% by weight)

Minimum content that is reusable or recyclable (% by weight)

Renewable/bio-based plastic materials content in unit (% by weight)

Description of renewable or bio-based plastic materials



b. Indicate whether the product packaging conforms to the following environmentally responsible packaging guidelines:

Product packaging: is recyclable in British Columbia (Meets /Does not meet – circle one) does not contain Styrofoam or other hard-to-recycle materials (Meets /Does

not meet – circle one) has a minimum of 50% post-consumer waste recycled content in paper

products (Meets /Does not meet – circle one) does not contain inks, dyes, pigments, stabilizers or any additives to which

any lead, cadmium, mercury or hexavalent chromium has been intentionally introduced (Meets / Does not meet – circle one).

c. Describe how you propose to minimize packaging for each of the products offered. d. Are you able to offer bulk or re-usable packaging? Yes/No. Describe.e. List hard-to-recycle materials in packaging (e.g. Styrofoam).f. Provide a plan to take back Styrofoam and other hard-to-recycle materials. Include

details about how the material(s) will be recycled or disposed of and by what organization.

3. EOL Disposition - Desktop Devices, Laptops, Monitors, Servers, and Storage Units

The City Group may choose to have the vendor dispose of device(s) at end of life (EOL) and ensure appropriate reuse, recovery or recycling of devices and their components. The City Group prefers that devices be reused at EOL to support the City Group’s social objectives. In particular, the City Group is interested in providing refurbished devices to low income or disadvantaged individuals, groups, or schools in Vancouver. Devices which cannot be refurbished must be disassembled and the component parts recycled according to the Electronics Product Stewardship Canada’s (EPSC) Environmental Recycling Standard (www.epsc.ca).

a. Describe your company’s proposed EOL disposition program including:

Page 6-2

Name of Product

Type of Packaging

Volume and/or weight of packaging

Can this type of packaging be recycled in BC? (Y or N)

Percentage of post-consumer recycled content

e.g. ‘Product A’

e.g. cardboard

Yes 50 %

e.g. soft plastice.g, type 4 plastice.g. Styrofoam

e.g. ‘Product B’

e.g. cardboard

Etc. etc.

http://www.epsc.ca/



List of devices purchased through the vendor that can be taken back; Description of reuse or resale options for each device that support the City

Group’s social objectives including location where refurbished equipment goes and estimate of the percentage of devices that could be reused this way;

Description of program logistics including collection, storage, and secure removal of data from hard drive;

Description of what happens to non-useable equipment and materials Program costs if any (e.g. charge for service; costs recovered through resale,

etc.)

b. The City Group may wish to dispose of additional EOL electronic equipment not purchased through the vendor. List additional equipment that could be handled through the proposed disposition program. Include information on how equipment would be disposed (e.g., reused, recycled, or destroyed) and/or where equipment would go.

c. Is your company willing to sign a declaration that equipment and parts will be properly recycled as per EPSC’s Electronics Recycling Standard and will not be land filled, improperly handled, or exported to developing countries? (Yes/No circle one)

d. Describe your company’s ability to provide the following:- Certificates of destruction for all assets that cannot be reused or

remarked- Certificates of erasure for hard drives received

e. Provide the name(s) of partner organizations providing refurbishing, reuse, and/or recycling services for the program. Provide information on where the devices are disassembled and recycled. Indicate which of the following certifications each organization holds:

- RQO (www.rqp.ca) verified recycler- R2 (Responsible Recycling) - RIOS (Recycling Industry Operations Standard)- ISO14001- e-Stewards- Others as applicable

f. The City Group requires disposition reports summarizing total number, method and location where devices were disposed including percentage of devices that were refurbished and reused to meet social objectives. Describe your reporting capabilities and provide a sample.

A. General

1. The Proponent will be required to travel to deliver this service. Describe the Proponent’s efforts to reduce the greenhouse gas emissions (GHGs) associated with this travel.

2. Describe how the Proponent supports local charities or non-profit organizations that contribute to the health and wellbeing of local residents and communities (including donations, in-kind contributions, staff volunteering, etc.).

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a. Provide an estimate of the total annual financial value of these contributions and as a percentage of pre-tax domestic profits; and

b. Provide examples of the groups and initiatives supported.

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