NOTE: The WORD verions of the following documents are for bidding purposes only. CAUTION – since this version may be edited, it is the Proponent’s responsibility to ensure that the contents of the edited version do not conflict with the .pdf version provide in the published RFP documents. If discrepenies are found to exist, your submission may be disqualified.

2016-RFP-03Mobile Wireless Devices and Data Services

PROPOSAL SUBMISSION FORM

Complete and return this Proposal Submission Form

Proposals will be received on or before 2:00 pm local time on Monday, February 29, 2016

Proposal Submission Instructions

Original and three (3) complete copies of a Proposal in an envelope plainly marked "2016-RFP-03 Mobile Wireless Devices and Data Services” maybe be hand delivered, couriered or mailed, and must be received prior to the closing date and time, to:

City Yards, 616 Okanagan Avenue EastPenticton, BC V2A 3K6Attention: Cathy Ingram, Logistics Manager

Submitted by: (Company name)

(Address)

(Postal Code)

Company Contact Name: Telephone Number:

Company Contact e-mail address: 1

The Proponent confirms it has obtained and carefully examined all of the documents making up the Request for Proposal issued by The City of Penticton and any addenda issued in connection therewith. The Proponent undertakes and agrees that:

1.1 EXECUTION OF CONTRACT

If the offer contained in this Proposal is accepted, upon being advised that the Contract (the Contract) is available the Proponent will obtain the Contract and Drawings, if any, and will execute and identify the Contract and Drawings in a form and manner acceptable to the City and will deliver the same within 10 days from the time when the same are available or are delivered or mailed to the Proponent.

1.2 COMMENCEMENT, PROSECUTION AND COMPLETION OF WORK

If awarded the Contract, the Proponent shall supply the goods on the date set out in the Contract and shall complete the contract within the time specified in the Contract.

1.3 NO COLLUSION

Except as otherwise specified or as arising by reason of the provision of the Contract, no person whether natural, or body corporate, other than the Proponent has or will have any interest or share in this Proposal or in the proposed contract which may be completed in respect thereof. There is no collusion or arrangement between the Proponent and any other actual or prospective Proponents in connection with Proposals submitted for this project and the Proponent has no knowledge of the contents of other Proposals and has made no comparison of figures or agreement or arrangement, express or implied, with any other party in connection with the making of the Proposal.

1.4 ACCEPTANCE OF PROPOSAL

The acceptance of the Proposal by the City shall be made only by the notice in writing from the Corporate Officer or from the Logistics Department of the City, and will be addressed to the Successful Proponent at the address given in this Form of Proposal; and if the Proposal Documents are so worded, the Proposal may be accepted either in whole or part.

1.5 FAILURE OR DEFAULT OF PROPONENT

If the Proponent for any reason whatsoever fails or defaults in respect of any matter or thing which is an obligation of the Proponent under the terms of this Proposal, the City at its option may consider the Proponent has abandoned the offer made or the contract if the offer has been accepted, whereupon the acceptance, if any, of the City shall be null and void and the City shall be free to select an alternate solution of its choosing.

Executed at , in the Province of BC this day of , AD 2016 under seal of the Proponent as a speciality instrument.

NOTE: If the Proponent is a corporation, in addition to signature, affix corporate seal (if available). If a natural person makes the Proposal, the Proponent must sign it with his/her name typed or clearly printed below the signature. If the Proponent is carrying on business under a firm name and NOT incorporated, the members of the firm must sign below the firm name and their names must be typed or clearly printed below the signature.

(Corporate Name if Proponent is a Corporation)

Per:

Per:

2

Mailing Address of Proponent (if different than above)

Street

City Province Postal Code Telephone

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APPENDIX A – CERTIFICATION DOCUMENT2016-RFP-03

MOBILE WIRELESS DEVICES AND DATA SERVICES

Cert i f ic a t io n :We have carefully read and examined the RFP document and have conducted such other investigations as were prudent and reasonable in preparing this response.We certify that the statements made in this response are true and complete. These statements and prices in our Proposal represent our response to the City of Penticton. We agree to be bound by statements and representations made in this response and to any agreement resulting from this response.We hereby agree that this RFP response may only be withdrawn by written notice delivered to the office of the Purchasing Manager prior to the time set for the opening of Proposals. We agree that the RFP response attached hereto shall be irrevocable by us for a period of sixty (60) days after the date of the opening of the RFP.

Print Company Name and Address:

Print Name and Title of Authorized Signing Officers:

Signature of Authorized Signing Officer:

Telephone Number:

Fax Number:

E-mail address:

Signed this day of , 2016.

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APPENDIX B - CONFLICT OF INTEREST CERTIFICATION2016-RFP-03 MOBILE WIRELESS DEVICES AND DATA SERVICES

The City of Penticton requires all Proponents to certify either statement A or statement B below:

A) We certify that:

1. our affiliates, subsidiaries, officers, directors, and employees have not received any additional information, documents, drawings or specifications with respect to this RFP, other than has been made available to or disclosed to all bidders as part of the RFP process.

2. the prices(s) and amount of this bid have been arrived at independently and without consultation, communication or agreement with any other contractor, Proponent, or potential Proponent.

3. the submission is made in good faith and not pursuant to any agreement or discussion with, or inducement from, any firm or person to submit a complementary or non-competitive bid.

4. that none of our affiliates, subsidiaries, officers, directors and employees are currently under investigation by any government agency involving conspiracy or collusion with respect to bidding on any public contract.

5. that none of our officers, directors or any person employed by or associated with our company in the performance of services or otherwise, is an employee of, or has an employment relationship of any kind with the City of Penticton or is in any way entitled to terms or conditions of employment or employment benefits of any kind whatsoever from the City of Penticton under any collective agreement or otherwise including but not limited to private programs or coverages and statutory programs and coverages, whether under the Employment Standards Act of British Columbia (as amended from time to time), the Workers Compensation Act of British Columbia (as amended from time to time), the Employment Insurance Act of Canada (as amended from time to time), health plan contributions, or otherwise. We understand that the City will investigate any disclosure under this section and determine whether the conflict is material. The determination of materiality will be determined by the Director of Corporate Services or designate.

6. we understand and acknowledge that this certification is material and important, and will be relied on by THE CITY OF PENTICTON in awarding the contract(s) for which this document is submitted. We understand that any misstatement in this certification is and shall be treated as fraudulent concealment from THE CITY OF PENTICTON of the true facts relating to the submission of Proposals for this contract.

Print Company Name and Address: Print Name and Title of Authorized Signing Officers: Signature of Authorized Signing Officer:

Signed this day of , 2016OR B) We cannot certify the statements listed above for the following reasons:

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Print Company Name and Address: Print Name and Title of Authorized Signing Officers:

Signature of Authorized Signing Officer:

Signed this day of _, 2016APPENDIX C – REFERENCES

2016-RFP-03MOBILE WIRELESS DEVICES AND DATA SERVICES

List at least 3 references of similar Services. If there are special concerns or restrictions on our use of any reference, these concerns must be addressed in the Proposal. The City will perform adequate reference checks prior to contract award.

Company Name: Contact Person: Contact Person’s Title:Telephone No. (including area code):Contact Email Address:

Company Name: Contact Person: Contact Person’s Title:Telephone No. (including area code):Contact Email Address:

Company Name: Contact Person: Contact Person’s Title:Telephone No. (including area code):Contact Email Address:

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Company Name: Contact Person: Contact Person’s Title:Telephone No. (including area code):Contact Email Address:

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APPENDIX D – SPECIFICATIONS2016-RFP-03 MOBILE WIRELESS DEVICES AND DATA SERVICES

Confirm compliance with specifications or deviations (Do not leave blank)

1. Any early cancellation fee on current mobile numbers to be paid by the Proponent, to a maximum of $15,000. Some lines may be moved over as they expire as a cost-savings measure.

2. Contract term

2.1. The agreement should be for a two or three year term – please confirm which. The Proponent should commit to continue support and obligations after the time, on a month to month basis using the established rate structure until such time that the City enters into a new supply arrangement.

2.2. The City strongly desires an agreement in which there are minimal or no contract termination charges at the end of the agreement, or other methods that would allow the City to administer its devices in such a way as to minimize agreement end termination charges. Please provide any applicable fees or charges upon termination of the contract.

3. Voice-Only Devices (Hardware)

3.1. The no-contract purchase price of the device; the initial hardware purchase price, if any, at beginning of a contract; purchase price for upgrades done during the contract; and the cost to buy outright, at any time, without affecting the contract.

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3.2. If credit will be given for existing Samsung Rugby 2/3/4, or if they can be used on the proposed network.

3.3. How often a device may be upgraded, and how each upgrade will affect the contract.

3.4. The warranty period covered, and whether there is an option for extending the warranty period.

4. Data Devices (Hardware)

4.1. The no-contract purchase price of the device. The initial hardware purchase price, if any, at beginning of a contract; purchase price for upgrades done during the contract; and the cost to buy outright, at any time, without affecting the contract.

4.2. If credit will be given for existing smartphones, or if they can be used on the proposed network.

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4.3. How often a device may be upgraded, and how each upgrade will affect the contract.

4.4. The warranty period covered, and whether there is an option for extending the warranty period.

5. Lone worker/Man Down Safety phones (Hardware & Service)

5.1. The no-contract purchase price of the device. The initial hardware purchase price, if any, at beginning of a contract; purchase price for upgrades done during the contract; and the cost to buy outright, at any time, without affecting the contract.

5.2. If credit will be given for existing devices, or if they can be used on the proposed network.

5.3. The additional costs for the extended safety services such as Sonim Protect & Sonim Protect Pro.

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5.4. How often a device may be upgraded, and how each upgrade will affect the contract.

5.5. The warranty period covered, and whether there is an option for extending the warranty period.

6. Voice and Text Messaging Plans (Service)

For the voice and text messaging component of our plans, used on all device types, please quote on a plan that satisfies the following:

6.1. A minimum of 250 “anytime” pooled/shared voice minutes per line.

6.2. Unlimited evenings and weekends; clearly define in your quotation when your evenings and weekends begin and end.

6.3. No charge Voicemail, Visual Voicemail, call display, call waiting, call forwarding and unlimited text messaging features.

6.4. Long distance rates and fees must be clearly identified.

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6.5. Any additional fees, such as 911, system access, costs for activation / deactivation, additional minutes, and so on must be clearly identified.

6.6. Options for flexible month-to-month plans and temporary phones (relief staff, summer students)

7. Push-to-talk (PTT) (Service)

The City currently does not use PTT on any mobile device. Please quote on a plan that satisfies the following:

7.1. Unlimited nationwide push-to-talk as an add-on for PTT capable devices.

7.2. Any additional fees or options must be clearly identified.

8. Data Plans (Service)

For all data devices (smartphones, tablets, and Internet sticks), please clearly identify:

8.1. The details of the data plan being proposed for each, including overage charges.

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8.2. Options for data plan optimization and cost-savings including plans for currently owned devices that are unlocked and have been purchased outright.

9. Roaming Plans (Service)

Please clearly indicate the default and add-on voice & data roaming plans available for staff travelling to:

9.1. United States;

9.2. Mexico / Caribbean; and

9.3. International / Overseas.

10.Mobile Device Management (Service)

The City of Penticton currently uses Blackberry Enterprise Server v12 to manage mobile devices. All smartphone devices must have the capability of being managed by BES 12. When available, the City would like to implement WorkLife by Blackberry.

Please indicate if a BES 12 license is included with each device or any additional costs for BES 12 licensing. Also include if WorkLife by Blackberry will be supported and when the service will be available.

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11.Billing and Administration (Service)

Please indicate the following:

11.1.The process for ordering new devices and associated plans, including expected or typical delivery times.

11.2. The process for upgrade or replacement of faulty devices.

11.3. When cellular plans and data usage will be reviewed to ensure account optimization and maximum cost savings are achieved.

11.4. Confirmation that billing can be subdivided into groups as specified by the City of Penticton; i.e. Data Devices, Non-Data Devices, Departments, etc.

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11.5. A description of itemized billings, including a sample. Also indicate options that reduce paperwork and facilitate distribution of bills.

11.6. Any mechanisms by which the City can reduce cell phone administration workload and/or reduce costs.

11.7. Capabilities for an automated notification system when users reach specified thresholds, to avoid overage costs.

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11.8. Costs for temporary suspension or parking of a line.

12.BYOD

Please indicate any features, services or options that could potentially support a BYOD program within the City.

13.Temporary phones

The City occasionally requires the use of temporary, month-to-month accounts for relief staff, summer students, etc. Please provide information of the setup and cancellation of such temporary accounts.

14.Emergency Requirements

14.1. Does your service include the ability for Public Safety and Emergency Coordinators to have priority access to the network? If so, please provide details.

14.2. Does your service include the ability to have an Emergency Response Plan and notification system should the Cellular Tower or network infrastructure be experiencing issues for over 24 hours? If so, please provide details.

15.Contract Transition16

Please describe a high level plan of how and when the City would transition into the new contract. This should cover expected resources from the City, as well as the Successful Proponent.

16.Refresh of Current Products

The City anticipates that the Successful Proponent will provide a refresh of the City’s current mobility compliment, identified in this RFP, with chosen devices offered in the RFP Submission. Please confirm.

17.Value Added

17.1. Include any information about features, services or capabilities that are not referenced in this document that your company believes would be beneficial to the City.

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17.2. Identify any employee family plans which may compliment your Proposal.

End of Document

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