D3. SCOPE OF WORK
D3.1 The Work to be done under the Contract shall consist of Provision of Automated Cashiering
Solution and implementation for one (1) year from the date of award, with the option of three (3)
mutually agreed upon two (2) year extensions.
D3.1.1 The City may negotiate the extension option with the Contractor within ninety (90)
Calendar Days prior to the expiry date of the Contract. The City shall incur no liability to the
Contractor as a result of such negotiations.
D3.1.2 Changes resulting from such negotiations shall become effective on the anniversary of the
respective year. Changes to the Contract shall not be implemented by the Contractor
without written approval by the Contract Administrator.
D3.1.3 Bidders are advised that, in future, the City may be participating in collaborative
procurement initiatives with other levels of government. Accordingly, extensions to this
Contract may not be exercised.
D3.2 The major components of the Work are as follows:
(a) Solution Implementation Project Plan
(b) Review and Clarify System Requirements
(c) Define System Configuration Requirements (standard and custom)
(d) Hardware Installation (cash drawers and receipt printers)
(e) Implement System Configuration (as defined in b)
(f) Staff Orientation
(g) System Training
(h) System Rollout (transition, deployment and warranty)
D3.3 Notwithstanding D3, the type and quantity of Work to be performed under this Contract is
subject to annual approval of monies therefore in a budget by Council. Proponents are advised
that monies have been approved for work up to and including December 31, 2021.
D3.3.1 In the event that Council does not approve the annual budget for any year during this
Contract, the City reserves the right to alter the type or quantity of work performed under
this Contract, or to terminate the Contract, upon one hundred and twenty (120) Calendar
Days written notice by the Contract Administrator. In such an event, no claim may be
made against the City for damages of any kind resulting from the termination, including, but
not limited to, on the ground of loss of anticipated profit on Work.
D3.4 Notwithstanding D3, in the event that operational changes result in substantial changes to the
requirements for Work, the City reserves the right to alter the type or quantity of work performed
under this Contract, or to terminate the Contract, upon thirty (30) Calendar Days written notice
by the Contract Administrator. In such an event, no claim may be made for damages on the
ground of loss of anticipated profit on Work.
D3.5 The funds available for this Contract is $150,000.00 CAD will include the cost of all items
required for the complete functioning of the proposed solution for the initial one (1) year term,
including but not limited to the cost of all applications, software, add-on’s, patches, peripherals/
accessories, Maintenance/Support – annual per-user, premium support, Installation, perpetual
licensing, initial annual subscription, hosting, server, licensing cost, professional support and
training (excluding ongoing Support and Maintenance).
