Basic Information

Reference Number

0000239305

Issuing Organization

NL Provincial Health Shared Services Supply Chain

Owner Organization

Regional Health Authorities of Newfoundland and Labrador

Solicitation Type

RFP - Request for Proposal (Formal)

Solicitation Number

2023-3129

Title

Meeting Management Software

Source ID

PV.MN.NL..1083209.C108312

Agreement Types

Atlantic Procurement Agreement

Canadian Free Trade Agreement (CFTA)

Details

Location

Canada, Newfoundland and Labrador

Delivery Point

Newfoundland and Labrador

Description

Central Regional Health Authority (Central Health) is administering this RFP on behalf of the Provincial Health Authority in the Province to submit proposals for meeting management software. This will be in accordance with the specifications and requirements set out in this RFP, as well as the Public Procurement Act.

The term of the agreement is outlined in the detailed specifications below.

Dates

Publication

2023/01/16 02:23:07 PM NST

Bid Intent

Not Available

Question Acceptance Deadline

2023/02/06 02:00:00 PM NST

Questions are submitted online

Yes

Closing Date

2023/02/09 02:00:00 PM NST

Contact Information

Denise O’Grady

open.calls@centralhealth.nl.ca

Required Acknowledgement

General Terms and Conditions

Bidders must acknowledge that they have read understood and agree to the attached Terms and Conditions.

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
Schedule A	See response format as indicated in Schedule A specifications	Yes	No
Schedule C	Bidder information Form	Yes	No
Schedule D	Privacy and confidentiality Oath (required from preferred bidder upon award)	No	No
No entries

Additional Bidding Instructions

* DO NOT Submit Bid pricing in this envelope:

Response Format

All proposal submissions should be a maximum of 20 pages, excluding the cover page, and appendices, and must be submitted in the format provided by the RFP:

Executive Summary
Corporate Capability (Proponent(s) or Proposed Resources experience in relation to the work to be performed)
Schedule A - Specifications
- Resume(s) for proposed resource(s) maximum of 4 pages - To be attached as an appendix (if applicable)
Schedule B - Financial Proposal
- Solution pricing for the software access, hosting, configuration, materials and all professional services required.
- Options provided for expansion and scalability of the solution to support multi board and multi committee use. Specify any licensing tiers or feature bundling available.
Schedule C - RFP Form
References (3) must contain - To be attached as an appendix:
- Client Name
- Address
- Contact Name & Title
- Phone Number & Email Address
- Brief description of nature of the project, scope, and services rendered.

Proposals that fail to meet these requirements in full will not be considered for further evaluation.

Envelope 2 - Pricing

Pricing

Lump sum

Bid Documents List

Item Name	Description	Mandatory	Limited to 1 file
Scheudle B	Financial proposal as outline in Schedule B.	Yes	No
No entries

Additional Bidding Instructions

Proponents are to complete the Financial Submission in accordance with the instructions contained in this RFP, provided that the following shall apply.

All prices shall be provided in Canadian funds and shall include all applicable customs duties, tariffs, overhead, profit, permits, licenses, labor, carriage, insurance, and warranties, and further shall not be subject to adjustment for fluctuation in foreign exchange rates. All prices shall be quoted exclusive of applicable taxes. Taxes if applicable, should be stated separately.

The Proponent should provide the total cost of ownership as part of their pricing Proposal, including all anticipated costs related to the deliverables as identified in the RFP as well as other costs that may include but not be limited to transition costs; cost of installation; hourly rates and estimated hours required to perform the work; certification/testing costs; user training and education costs; discounts associated with volume increases; etc.

The proponent should provide pricing based on a per license cost and enterprise solution, if available. Proponents must fully complete and submit a financial proposal and shall include pricing for any additional options or other considerations. Financial Proposal documents are to be uploaded to Envelope 2 – Pricing as indicated in the solicitation via Merx.

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