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RFP 2021-01 - RFP 2021-01 Supply & Deployment of Computer Equip & Assoc Maintenance Services

RFP 2021-01 - RFP 2021-01 Supply & Deployment of Computer Equip & Assoc Maintenance Services
This solicitation is CLOSED

Basic Information

Reference Number

0000192207

Issuing Organization

OntarioMD Inc.

Owner Organization

OntarioMD Inc.

Solicitation Type

RFP - Request for Proposal (Formal)

Solicitation Number

RFP 2021-01

Title

RFP 2021-01 Supply & Deployment of Computer Equip & Assoc Maintenance Services

Source ID

PU.HL.ON.564307.C96862

Agreement Type

Broader Public Sector (BPS)

Details

Location

Canada, Ontario

Delivery Point

Different Locations in Ontario

Purchase Type

One Time Only- Delivery Date:Before March 26, 2021

Description

Request for Proposal

Supply and Deployment of Computer Equipment and Associated Maintenance Services via Operating Lease/Finance Plan











RFP Number:           2021-01
Issued:                    February 4, 2021
Closing Date:           February 19, 2021 1:00PM EDT




Table of Contents

1.      Introduction  3
1.1.       Invitation to Submit. 3
1.2.       About OntarioMD. 3
1.3.       OntarioMD’s Business Need. 4
2.      Procurement Process  5
2.1.       RFP Coordination. 5
2.2.       Anticipated Procurement Timetable. 5
2.3.       Submission Requirements. 6
2.4.       Evaluation Process. 7
2.5.       Terms and Conditions. 8
3.      Business and Mandatory Requirements  10
3.1.       Background. 10
3.2.       Minimum Hardware Requirements. 11
3.3.       Brand Names. 13
3.4.       Quantities. 14
3.5.       Deployment. 14
3.5.1.         Mandatory Deployment Requirements. 15
3.6.       Product Return Policy. 15
3.7.       Device Support. 15
3.7.1.         Mandatory Device Support Requirements. 16
3.8.       Procurement Payment/Financing Model. 16
3.8.1.         Mandatory Procurement Requirements. 16
4.      Pricing  18
Appendix A – Vendor Profile  19
Appendix B – Conflict of Interest Declaration  20
 
  1. Introduction
    1. Invitation to Submit

This Request for Proposal (“RFP”) is an invitation to Vendors to put forward a Submission for the provision of end user computer devices and associated peripherals as described in Section 3. Minimum mandatory requirements are identified within the same section.

In responding to this RFP, you will be deemed to have taken into account all the terms and conditions in the RFP and be in a capacity to fulfill the proposed solution.
 
    1. About OntarioMD

OntarioMD supports clinician practices to use innovative digital health, virtual care and quality improvement tools to address their practice needs. More than 20,000 physicians and 1,000 nurse practitioners are enrolled in our programs and are realizing the value of our digital health services and approaches to enhance patient care. OntarioMD is also playing a key role to support clinicians who are joining Ontario Health Teams (OHTs) to enhance the provision of integrated care across the Ontario health care system.

We have a successful track record in developing and implementing provincial digital health tools that are integrated with certified electronic medical records (EMRs) based on clinicians' needs. These include our award-winning Health Report Manager (HRM®), eNotifications and Insights4Care (i4C) Dashboard tools, and EMR-integrated eConsult. We are an important delivery partner for the organizations that comprise Ontario Health, to deploy other provincial digital health tools to Ontario primary care clinicians on their behalf.

To support OntarioMD’s priorities, our strategic plan for 2020-25 is based on three main strategic areas of focus:
 
  • Corporate growth and sustainability
  • Leading delivery partner
  • Digital health advocacy

With successful implementation of EMRs across physician practices behind us, the primary care sector is engaged in a vigorous conversation about the best approaches to expand and integrate EMRs so that the greatest value is delivered to patients, physicians, and the health system. The new and overwhelming demand for virtual care accelerates this discourse. 

As the health system and primary care sector continue to undergo transformation across the country, we are positioned to provide thought leadership, explore new avenues of innovation and interoperability, and develop new partnerships and business models to advance digital health in Canada. OntarioMD is ready to build on its strengths and contributions and find new ways to add value to the health system. Through partnerships, deep relationships with physician practices and trusted delivery reputation, OntarioMD is the partner of choice for health system leaders as they seek to advance their objectives and meaningfully engage with clinicians.

We remain focused on understanding and advocating for the needs of clinicians and their patients, to make sure that technology continues to evolve to meet their needs now and into the future. Everything we do should “allow doctors to be doctors”. This means more intelligent systems, more insight-oriented tools, and less data entry. Integration is the ongoing theme for as our efforts are geared to connecting health system resources to add value to clinicians with patients at the centre of their care. We will nurture our great relationships with our vendors and our health system delivery partners, as we know that there is more work to do together.

As health system transformation drives new clinical relationships and collaborations, we will work to deliver digital health products, services and change management supports that we know make a difference to care delivery.

OntarioMD is committed to informing our partners and stakeholders with regular public reporting. We publish monthly reports and an annual report that outlines our achievements over the past fiscal year and our strategic plans for the future.

OntarioMD is a wholly owned subsidiary of the Ontario Medical Association. It is funded by Ontario Health, not from OMA members' dues.

For more information, please visit www.ontariomd.ca.
 
    1. OntarioMD’s Business Need

OntarioMD is undertaking a client computing hardware refresh with goals of modernizing both the fleet of devices and the process by which devices are deployed to and supported for users who are now largely in a home office setting. Additionally, we are seeking to move to a procurement model that emphasizes predictable operational expenditures and built-in device evergreen services that ensure the device fleet is refreshed with consistency to maintain currency of technology. 

We are looking for a minimum initial term of three (3) or four (4) years to upgrade our fleet of approximately a total of 140 devices (which includes end user laptops and desktops) and peripherals as part of this refresh.  This quantity is our estimate of requirements. Actual quantities may vary but the number of deployed devices is not expected to vary by more than ±10% during this period. A secondary term as an option may be considered at OntarioMD’s discretion.

OntarioMD expects to submit an order for the approximately 140 devices by March 1, 2021, with order fulfillment to be completed by March 26, 2021.



 
  1. Procurement Process
    1. RFP Coordination

Contact
Val Lesko
Manager, Corporate Planning and Administration
Procurement@OntarioMD.com

Mailing Address
OntarioMD
150 Bloor Street West, Suite 900
Toronto, ON M5S 3C1
 
    1. Anticipated Procurement Timetable

The target completion dates for the procurement activities are listed below:

ActivityDate
Issue RFPFebruary 4, 2021
Submit Vendor’s Questions February 9, 2021 at 13:00 EDT
Respond to Vendor’s QuestionsFebruary 11, 2021
Closing Date for Receipt of SubmissionsFebruary 19, 2021 at 13:00 EDT
Evaluate SubmissionsFebruary 19 – 26, 2021
Select VendorFebruary 27, 2021
Execute purchase against RFP Proposal[1]March 1, 2021
This RFP timetable is tentative only and may be changed by OntarioMD at its sole discretion.



 
    1. Submission Requirements

Written Submissions are requested from Respondents corresponding to the OntarioMD submission requirements described below.  Respondents must order their Submission in the same order as the order of information requested below.

Respondents must submit their Submissions in two separate parts.  One part will contain the price portion of the Submission using Microsoft Excel workbook format.  The other part will contain the rest of the Submission in Microsoft Word format or portable document format (pdf).

 
  1. Cover Letter
This must include an introduction to the Respondent. A clear statement that the Terms and Conditions of this RFP have been read, understood and agreed to in their entirety and confirming that the information provided in the Submission is accurate. The letter must be signed by an authorized signing officer of the organization.
 
  1. Respondent Profile
The Respondent profile must include a brief description of the Respondent’s type of business and a Respondent’s contact for all questions and clarifications arising from the Submission. The contact information must include:
  1. The contact person’s title, address, email and telephone number.
  2. A general description and history of the organization, its operations (please include a history of mergers, acquisitions, and business name changes from within the prior 10-year period), year founded, and ownership structure.
  3. A brief, descriptive statement detailing evidence of the respondent’s ability to deliver the goods or services sought under this RFP.

This section may also include a short reference summary describing a previous example(s) of where the Respondent has provided similar services to OntarioMD or other entities in the health care sector.

Please leverage the template found under section “Appendix A – Vendor Profile” for this part of the submission.
 
  1. Conflict of Interest Declaration
Any Respondent who has or may have a conflict of interest must disclose such conflicts(s). Respondent(s) must sign and include the Conflict of Interest Declaration attached in “Appendix B – Conflict of Interest Declaration”.
 
  1. Price
Provide pricing information in Microsoft Excel workbook format.  All dollar amounts are to be stated in Canadian funds.

As noted above, the Pricing document is to be submitted as a separate file.


 
    1. Evaluation Process

The evaluation of the Submission will be conducted by a panel of OntarioMD representatives. A Submission must meet the requirements of each applicable stage to proceed to the next stage.

Stage 1 consists of validating that all Submission Requirements are included and complete according to section 2.3 – Submission Requirements
Stage 2 consists of scoring by OntarioMD representatives for each qualified Submission with respect to demonstrating that the proposal meets OntarioMD requirements
Stage 3 Upon successful completion of Stage 2, the pricing attachment provided by each Respondent will be opened 

The points allocated to each stage of the evaluation process are as follows:


Evaluation ProcessPoints
Submission Requirements
(section 2.3 of this RFS)Pass / Fail
Vendor demonstrates that they are an established value-added distributor, with existing partner relationship with the manufacturer of the components that comprise the proposed solution5
Alignment with OntarioMD provided needs/requirements as outlined in Section 3.0 - Requirements20
Price75
  1. To be considered responsive, a bid must:
    1. Meet all the mandatory requirements of this solicitation; and
    2. Obtain the required minimum of 70 percent of the points for the criteria which are subject to point rating. 
  2. Bids not meeting (a) or (b) above will be given no further consideration.
  3. The responsive bid that is assessed as the best value will be recommended for award of a purchase order for the required equipment.
 
    1. Terms and Conditions
 
  1. Confidentiality

OntarioMD reserves all rights in respect of this RFP. Respondents to this RFP may not reproduce, modify, disclose, distribute or publish any portion of this RFP or any information about without the prior written approval of OntarioMD, save and except for the strict purpose of preparing a response, and provided always that any such reproduction, modification, disclosure, distribution or publication of this RFP shall only be made to or for recipient’s employees or advisors on a strict need-to-know basis, each of whom the recipient agrees to bind to these same confidentiality obligations.

Respondents or other RFP recipients may not use the name of OntarioMD or refer to this RFP in any advertisement or other promotional messages without the prior written consent of OntarioMD.

Information pertaining to OntarioMD obtained by the Respondent as a result of participation in this RFP is confidential and must not be disclosed without written authorization from OntarioMD.

Collection and Use of Personal Information

Respondents are solely responsible for familiarizing themselves, and ensuring that they comply, with the laws applicable to the collection and dissemination of information, including resumes and other personal information concerning employees and employees of any subcontractors. If this RFP requires Respondents to provide OntarioMD with personal information of employees who have been included as resources in response to this RFP, Respondents will ensure that they have obtained written consent from each of those employees before forwarding such personal information to OntarioMD. Such written consents are to specify that the personal information may be forwarded to OntarioMD for the purposes of responding to this RFP and use by OntarioMD for the purposes set out in the RFP. OntarioMD may, at any time, request the original consents or copies of the original consents from Respondents.
 
  1. Please provide an electronic copy (via email) as indicated in Section 2.3 to:

Val Lesko
Manager, Corporate Planning and Administration
Procurement@OntarioMD.com

All communications regarding this RFP must be directed by email to this address.
 
  1. We regret extensions cannot be granted. Submissions received after the deadline will be sent a notification email that their Submission will not be considered.
 
  1. Facsimile Submissions in whole or in part will not be accepted.
 
  1. Other than the contact named in 2. above, a Respondent may not contact or attempt to contact, during the RFP process, anyone else at OntarioMD for the purposes of obtaining information that relates to this RFP. Any Respondent who fails to comply with this requirement will be disqualified.
 
  1. OntarioMD, without liability, cost or penalty, may at any time prior to or after closing time:
    • Alter any dates in this RFP
    • Cancel this RFP
    • Amend or supplement this RFP
    • Issue a new RFP for the same or similar services.
 
  1. The Submission with the lowest cost may not necessarily be the winning bid.  While the cost is an important element in the selection process, it is to be clearly understood that there are other evaluation criteria in the RFP that OntarioMD will consider in evaluating Submissions.
 
  1. OntarioMD, without liability, cost or penalty, may, in its sole discretion, waive irregularities in any Respondent’s Submission.
 
  1. OntarioMD, without liability, cost or penalty, may, in its sole discretion and at any time after submission, seek clarification from any Respondent with respect to its Submission. Any written information received by OntarioMD from a Respondent in response to a request for clarification from OntarioMD shall be considered an integral part of the Respondent’s Submission.
 
  1. OntarioMD may verify any Respondent claim or statement by whatever means OntarioMD deems appropriate, including contacting references other than those offered by the Respondent, and may reject any Respondent statement or claim, if in the judgment of OntarioMD the statement or claim is unwarranted or not credible.
 
  1. OntarioMD assumes no responsibility for any costs associated with your response to this RFP.
 
  1. The Respondent must provide a statement in their response that they have read, understood and accept the terms and conditions contained within this RFP and that the Respondent will, if requested by OntarioMD, sign and enter into an Agreement reflecting these terms with OntarioMD and be bound by its provisions. The RFP will become part of the Agreement.
 
  1. Business and Mandatory Requirements
    1. Background

OntarioMD is undertaking a client computing hardware refresh with goals of modernizing both the fleet of devices and the process by which devices are deployed to and supported for users who are now largely in a home office setting. Additionally, we seek to move to a procurement model that emphasizes predictable operational expenditures and built-in device evergreen services that ensure the device fleet is refreshed with consistency to maintain currency of technology. 
 
We are seeking to upgrade our fleet of approximately a total of 140 devices, including end user laptops and desktops as part of this refresh.

OntarioMD has four (4) key user profiles to be targeted as part of this refresh:

Standard (traditionally in-office) Users
  • Prior to the pandemic, worked from main office, currently work from home which is projected to extend indefinitely
  • Mainly work within Microsoft 365 Office suite
  • Use computers extensively for video conferencing
  • Need for mobility; to allow taking laptops to in-office meetings in the future
  • Use a laptop dock for port expansion to connect external monitors via HDMI, DisplayPort, and USB-C connections
  • Need video output on their laptops to allow projecting (HDMI tends to be output standard)
  • Generally, have no special hardware needs
  • Standard laptop form factor is suitable

Field staff / Executive users
  • Field staff based out of a home-office with regular travel to client sites
  • Executive users based out of main office with regular travel to stakeholder sites
  • Similar needs to standard in-office, with additional requirements:
    • portability and battery life are important, as they tend to be at client sites
    • tend to use their laptop screens to demo/show content to client
  • flexible video output connectivity options are ideal
  • Standard and hybrid/2-in-1 form factors are preferred

Power users
Similar to in-office staff, with the following additional requirements:
  • Host a small number of virtual machines locally, so storage and memory are important
  • Run data ETL tools locally
  • Light to Medium desktop data analytics using PowerBI, Excel  
  • Require higher specification processor and more memory than standard user
  • Ability to connect at least two external displays at WQHD or greater resolution
  • Mix of standard laptop/hybrid options would be ideal

Developers
Similar to power user, with the following additional requirements:
  • May run multiple VMs simultaneously.
  • Compile code
  • Data analytics w/large amounts of data
  • High memory requirements, strong processor
  • Mix of mobile workstation / smaller desktop form factor options would be ideal

Minimum hardware requirements are outlined below in section 3.2 Minimum Hardware Requirements.

The proposal must contain responses to each of the requirements that follow in 3.2 to 3.8.
 
    1. Minimum Hardware Requirements

OntarioMD has identified the following minimum hardware requirements intended to address the user profiles identified in section 3.1. Computing hardware for each user profile should meet the minimum requirement specified. Please provide multiple form factor and display size/resolution options.

Respondents should use the chart below to list the device models being proposed detailing the models’ specifications and answering whether they meet the minimum specifications as indicated (Y/N).


Executive/ FieldRegular UserPower UserDeveloperDisplay[2]12" or higher
Multi-point touch screen
FullHD or higher resolution LED Backlighting13.5/15 inch
Multi-point touch screen
Full HD or higher LED Backlighting13.5/15 inch
Multi-point
Full HD or WQHD LED BacklightingFor mobile form factor:
15 inch or higher
Multi-point
Full HD (or Higher for larger screens) LED Backlighting
Memory16GB DDR416 GB DDR416 GB DDR4 / 32GB DDR432GB DDR4
CPU10th or 11th Gen Intel Core i5 or AMD Ryzen 710th or 11th Gen Intel Core i7 or AMD Ryzen 7/9
Intel options must support Intel VT-d and VT-x virtualization
AMD options must support AMD-v 10th or 11th Gen Intel Core i7 or Xeon or AMD Ryzen 9
Intel options must support Intel VT-d and VT-x virtualization
AMD options must support AMD-v
GraphicIntegrated
SecurityFirmware TPM 2.0
Storage256GB SSD, NVMe PCIe512GB SSD, NVMe PCIe
1TB SSD, NVMe PCIe
NetworkGigabit Ethernet RJ45 Port
WiFi 6 
ConnectionBluetooth 5
3.5 mm headphone or combination audio line in/microphone port/audio line out port
One full sized or mini digital video port
PortAt least 1 x USB 3.0, 1 USB-C Power Delivery Portat least 2 x USB 3.0, 1 USB-C Power Delivery Port
CameraIR 720p HD (Windows Hello) or fingerprint readerIR 720p HD (Windows Hello) or fingerprint reader
N/A for desktop form factor
AudioThe system must include built-in stereo speakers.
The system must have an integrated, user-facing, noise-reducing dual array microphone

For mobile form factor: The system must include built-in stereo speakers.
The system must have an integrated, user-facing, noise-reducing dual array microphone
For desktop form factor: The system must include a high definition audio controller with connectivity specified below.
Pointing DeviceMulti-Point Glide pad with left and right mouse buttonMulti-Point Glide pad with left and right mouse button
Keyboard and Mouse for desktop for desktop form factor options
KeyboardQWERTY Keyboard in US English layout
Docking Station4x USB 3.0 ports (3 full size USB A 3.0 ports
1x Charging port (USB-C)
USB-C with PD preferred for connectivity to the computer)
1x RJ-45 jack
2x Display Port 1.2 video output
1x VGA port
1x combination audio line in/microphone port/audio line out port OR separate line in/line out port
Windows AutopilotDevices must fully support Windows Autopilot user-driven deployment mode.
Form factor Hybrid/2-in-1Standard Laptop
Hybrid/2-in-1 Standard Laptop
Hybrid/2-in-1Mobile Workstation
Small(er) desktop form factor
 
    1. Brand Names

OntarioMD will only be considering four brands of hardware.  Those brands are Dell, HP, Lenovo and Microsoft. All supporting accessories (namely docking station/port expander hardware should be of the same brand as the primary proposed hardware).

OntarioMD is willing to consider a mix of brands to satisfy the needs of the different user profiles; with a heavy preference for solutions where the Respondent can demonstrate homogeneity in procurement/deployment/support processes across the entire suite of hardware (e.g., all use the same deployment method, have similar support levels).

The Respondent must offer a Device Catalog from the vendor that lists the proposed computing device and its parameters (including model brand/name, specifications, availability), as well as relevant peripherals accessories to support and enhance usability of said device according to the user scenarios (e.g. docking station, video adapter cable, external keyboard/mouse set, battery pack, memory upgrade module).


 
    1. Quantities
The stated quantities are OntarioMD’s estimates of requirements. Actual quantities may vary but the number of deployed devices is not expected to vary by more than ±10% during this period.

OntarioMD expects to submit the order by March 1, 2021, with order fulfillment to be completed by March 26, 2021.
 
    1. Deployment

OntarioMD seeks to deploy acquired assets through a direct-to-user deployment approach.

OntarioMD is presently licensed for and leverages the Microsoft 365 platform.  All users are assigned M365 E3 licenses and are synchronized to AzureAD with some assets managed through Microsoft Endpoint Management.

The technical deployment process must support the use of Microsoft Autopilot as the primary means of setup and pre-configuration.

Device Distribution
As part of the order process, OntarioMD will provide a list of all users for whom devices are intended, including Name, Address, and Contact information, for the sole purpose of the vendor shipping devices directly to the individual users at residential addresses distributed geographically across the Province of Ontario.

The proposal should outline how the Respondent intends to support this distribution process, while assuring and maintaining strict privacy/confidentiality of all provided user contact information.

Proposals should describe steps to be taken by the Respondent to mitigate COVID-19 transmission as part of device preparation and packaging before the device is delivered to the user.

First-Run Experience
The deployment of devices should emphasize a minimal-touch deployment experience requiring users to only unbox the device and initiate a guided first-run experience with minimal input by the user beyond supplying WiFi connection details and OntarioMD domain account credentials.  The device should then perform operating system and firmware updates, join the AzureAD domain, and register for Microsoft Endpoint Manager management.

Some users are in locations with limited internet connectivity so the initial download package (driver updates/software installations) should be restricted to a minimal size (<20GB). The Respondent is asked to propose viable options with pricing for minimizing this download package further for the small set of users facing this limitation.

Standard Applications
OntarioMD leverages a basic suite of applications that must be installed and configured “ready-to-use” following the first-run experience.

The proposed deployment solution must support the automatic deployment of the basic suite of applications as part of the first run experience. The suite is limited to include:
  • Microsoft 365 Office Suite
  • Palo Alto Networks GlobalProtect VPN Client
  • Cylance Protect Antivirus Client
 
      1. Mandatory Deployment Requirements
  2. The respondent must demonstrate support for the device distribution and first run experience aspects noted in section 3.5 above.
 
  1. Respondent must be capable of deploying directly to individual users, located at residential addresses across the Province of Ontario as described above
 
  1. Deployment process must include appropriate confirmation notifications to users as well as a central authority at OntarioMD, responsible for assisting with coordination of deployment
 
  1. Respondent must identify steps taken to ensure privacy/confidentiality of all user information provided for the purpose of the deployment.
 
  1. Respondent must demonstrate established guidelines to mitigate COVID-19 transmission as part of the configuration/packaging process prior to shipment to the user
 
  1. All computer devices proposed by Respondent, as well as deployment process itself must support deployment via Microsoft Autopilot, which includes but is not limited to registering all devices with the Windows Autopilot deployment service
 
    1. Product Return Policy
The Respondent shall have in place a mechanism to deal with product returns. In the event that a device does not perform in accordance with the requirements of this RFP, the Respondent will accept its return. In an attempt to eliminate any Dead-On-Arrival (DOA) returns, all new equipment must be fully configured and tested before installation is complete.
 
    1. Device Support
OntarioMD has a ServiceDesk (with limited remote support and after-hours capability) responsible for performing initial triage where the issue is due to software fault, or if the issue needs to undergo initial triage to confirm whether hardware or software fault. 

The proposal shall describe options for augmenting this support, with focus on permitting for quick resolution of hardware fault issues such as but not limited to:
  • No boot/no power
  • Port(s) stopped working
  • Issues with display (e.g., not display, flickering)
  • Keyboard or individual keys not functioning
  • Battery not charging.


Respondents should submit proposals for how to best provide warranty support for devices in a distributed work-from-home model, for example, through direct to end user warranty hardware replacements. In this model, the supporting party should have the capacity to coordinate the replacement with the user directly.




The warranty offering should have options for service level of 48 hours service or better.

The proposal should also include options for additional support and warranty coverage (e.g., accidental damage, next day replacement, etc.).

 
      1. Mandatory Device Support Requirements
  2. All computer devices must include a minimum 3-year warranty, advanced exchange warranty
  3. Respondent to outline support process for hardware issues, which enables OntarioMD users to engage and obtain support from the support provider directly within the terms of the warranty/support agreement (i.e., minimizing OntarioMD ServiceDesk involvement for troubleshooting of hardware issues and coordination of any required replacement)
  4. Respondent must provide at least one option for express replacement (Guaranteed replacement within 48 hours or better from time of issue being reported)
  5. Respondent must provide at least one option for accidental damage protection coverage
 
    1. Procurement Payment/Financing Model

OntarioMD seeks to move to a procurement model that:
  • Minimizes up front capital outlay
  • Emphasizes predicable operational expenditures over the term of the contract
  • Offers built in device evergreen approaches to ensure device fleet is refreshed with consistency to maintain currency of technology.

Proposals should include all of the following options, where available:
  • Purchase financing over the term
  • Lease, with buy out terms
  • Device as a Service

OntarioMD will determine the most fitting proposal based on a cost/value assessment.


 
      1. Mandatory Procurement Requirements
  2. Respondents should provide all terms of the leasing, finance, and Desktop-as-a-Service options, as OntarioMD’s intention is to compare a range of proposals that provide us best value. However, the proposals must:
    1. Include options for, at a minimum, three (3) and four (4) year terms
    2. For lease options, a secondary (3) year term for next device refresh cycle is expected to add to the initial term. Any additional hardware refresh costs should be included in proposals
    3. For a lease, include an option to purchase or retain hardware at the completion of the lease
    4. Include sample agreements along with comments on what is variable for each executed agreement.
 
  1. Respondent must be able to fulfill the full equipment order, with delivery to all targeted users with all fulfillment (equipment in the possession of all assigned users) to be completed by no later than March 26, 2021
 
  1. In accordance with Section 3.3 Brand Names, the Respondent must offer a Device Catalog from the vendor that lists the proposed computing device and its parameters (including model brand/name, specifications, availability, pricing information), as well as commonly relevant peripherals accessories to support and enhance usability of said device according to the user scenarios (e.g. docking station, video adapter cable, external keyboard/mouse set, battery pack, memory upgrade module)


 
  1. Pricing
Pricing is an important factor in our evaluation of best value for proposals received. In order to have clarity for comparison purposes, respondents shall submit pricing proposals with the following considerations:
 
  • Clearly indicate the yearly cost, per device, over the term inclusive of all leasing/financing considerations (e.g. an all-in, per device/year total).  Please refer to Section 3.8 for more details
 
  • Provide pricing information in Microsoft Excel workbook format.  All dollar amounts are to be stated in Canadian funds.
 
  • The Pricing document is to be submitted as a separate file.


Appendix A – Vendor Profile
Vendor information 
Vendor name [Full Company Name]
Company description[Insert general company information]
Where are you located?[If multiple locations, please identify the head office for Canada, and office location closest to OntarioMD (Toronto, Ontario)]
Business Ownership Structure[Describe the ownership structure for your organization]
Year founded[Year of founding for your business]

Contact information
Primary point of contactPhoneEmail
[Contact’s name][Contact’s phone][Contact’s email]

Background and experience
History of the organization and its operations[Please include a general history of the organization, as well as a history of mergers, acquisitions, and business name changes from within the prior 10-year period]
Relevant partnerships channel relationships, accreditations, or awards [Insert experience]


Product or service details
Product (or service) details [Provide a detailed description of the primary product or service offering for your organization]
What are your primary differentiators? [Provide an overview of three of your competitive advantages]
Capabilities[Provide a brief, descriptive statement detailing evidence of your organization’s ability to deliver the goods or services sought under this RFP]
Short reference summary
(optional)[A short reference summary describing a previous example(s) of where the Respondent has provided similar services to OntarioMD or other entities in the health care sector.]
Appendix B – Conflict of Interest Declaration
Conflict of Interest includes any situation or circumstance where, in relation to this RFP process, the Respondent has an unfair advantage or engages in conduct, directly or indirectly, that may give it an unfair advantage, including (i) possessing or having access to information in the preparation of its Submission that is confidential to OntarioMD and is not available to other Respondents; (ii) communicating with any official or representative of OntarioMD or members of the Evaluation Team or other person connected with the RFP other than the contact specified in the RFP, with a view to influencing them and obtaining  preferred treatment in this RFP process; or (iii) engaging in conduct that compromises or could be seen to compromise the integrity of the open and competitive RFP process.

☐ The Respondent hereby confirms that there is not now, nor was there in the past, any actual or potential Conflict of Interest relating to the preparation of our Submission nor do I/we foresee any actual or potential Conflict of Interest in completing the Scope of Work outlined in the RFP.

 or if applicable,

☐ The following is a list of actual or potential Conflicts of Interest relating to the preparation of our Submission or in completing the Scope of Work outlined in the RFP.
______________________________________________________________________
_____________________________________________________________________
______________________________________________________________________


Respondent acknowledges that where the Respondent fails to provide confirmation as required herein or makes any misrepresentation or omission regarding any Conflict of Interest, OntarioMD shall be entitled, within its entire discretion, and in addition to any other remedy that may be available to the OntarioMD in law or in equity, to disqualify this Response.
                                                           

Name of Respondent:   ______________________________
           
           
________________________________             
Signature of Respondent Representative                                   
I have authority to bind the Respondent   



_____________________________    
Date

 

 

 See more

Dates

Publication

2021/02/04 12:46:06 PM EST

Bid Intent

Not Available

Question Acceptance Deadline

2021/02/09 01:00:00 PM EST

Questions are submitted online

No

Closing Date

2021/02/19 01:00:00 PM EST

Contact Information

Val Lesko

4166231248

leskoval@hotmail.com

Bid Submission Process

Bid Submission Type

Electronic Bid Submission

Envelope 1 - Identity & Proposal

Pricing

No pricing in this envelope

Bid Documents List
Item Name Description Mandatory Limited to 1 file
Bid Documents Documents defining the proposal Yes No
No entries

Envelope 2 - Pricing

Pricing

In attached document

Bid Documents List
Item Name Description Mandatory Limited to 1 file
Bid Documents Documents defining the proposal Yes No
No entries
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