D2.1 The Work to be done under the Contract shall consist of supply, installation, maintenance, and training of City of Winnipeg staff in the use of a Cloud-based SaaS (Software-as-a-Service) Project Portfolio and Resource Management System (the “System”) that meets the current and future needs of the City of Winnipeg (the “City”) for the period from the date of the award until December 31st, 2022, with the option of four (4) mutually agreed upon (1) year extensions.
D2.1.1 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.
D2.1.2 Changes resulting from such negotiations shall become effective on first day of the respective year. Changes to the Contract shall not be implemented by the Contractor without written approval by the Contract Administrator.
D2.1.3 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.
D2.2 The major components of the Work are as follows:
(a) Project Management;
(b) Transition Planning;
(c) Installation and Implementation;
(d) Customization;
(e) Data Migration;
(f) Staff Orientation and System Training;
(g) Testing;
(h) Live Access to the System for users;
(i) Maintenance and Support.
D2.3 System Description
D2.3.1 The system is to be a fully-hosted web-based system that will assist in the management of information system projects for the Innovation, Transformation, and Technology department, and possibly other departments in the future.
D2.3.2 Portfolio management and reporting: The system shall provide the ability to organize projects into a collection or portfolio. This shall include providing dashboards and reporting at the portfolio level, including aggregate data for all projects within the portfolio, and select projects within the portfolio which meet certain criteria (for example: all projects in the portfolio which are over budget, or all projects in the portfolio which are over schedule) The system shall support user-configurable dashboards at the portfolio level.
D2.3.3 Project management: The system shall provide user friendly project management capabilities. The system shall provide tools to team members, enabling them to self-manage (for example: enabling team members to update and report their own progress on project tasks). The system shall include the ability to manage project schedule and tasks including tracking dependencies, effort, assignment, start dates, end dates, remaining work, and can provide notifications to project team members or leads regarding upcoming and late tasks.
D2.3.4 Cross-project resource management and allocation: The system shall provide user friendly resource management capabilities. The system shall support tracking work assigned to team members across projects, and highlight resources which have been under- or over-allocated across multiple projects. The system shall support planners in identifying optimal resource allocation by providing data related project priorities and resource availability. The system shall highlight periods of over-capacity. The system shall provide the ability to sequence projects in response to new or unplanned project work and changes in project timelines.
D2.3.5 Intake processing and prioritization: The system shall provide configurable forms and support automated workflows that support the submission of service requests or enhancement requests from business areas. The system shall support assignment of requests to others for further investigation, scoring and prioritization, and queueing of requests for scheduling and execution.
D2.3.6 All functions of the System must be available for use 24 hours a day seven days a week, excluding scheduled outages.
D2.3.7 The System should provide 99.8% uptime after exclusion of scheduled maintenance
D2.4 The Work shall be done on an "as required" basis during the term of the Contract.
D2.4.1 The type and quantity of Work to be performed under this Contract shall be as authorized from time to time by the Contract Administrator and/or Users.
D2.4.2 Subject to C7.2, the City shall have no obligation under the Contract to purchase any quantity of any item in excess of its actual operational requirements.
D2.5 Notwithstanding D2.1, 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, 2020.
D2.5.1 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.
D2.6 Notwithstanding D2.1, 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.
D2.7 The funds available for this Contract are $185,000.00 CAD
D3. COOPERATIVE PURCHASE
D3.1 The Contractor is advised that this is a cooperative purchase.
D3.2 The Contract Administrator may, from time to time during the term of the Contract, approve other public sector organizations and utilities, including but not limited to municipalities, universities, schools and hospitals, to be participants in the cooperative purchase.
D3.3 The Contract Administrator will notify the Contractor of a potential participant and provide a list of the delivery locations, and estimated quantities.
D3.4 If any location of the potential participant is more than ten (10) kilometres beyond the boundaries of the City of Winnipeg, the Contractor shall, within fifteen (15) Calendar Days of the written notice, notify the Contract Administrator of the amount of any additional delivery charge for the location.
D3.5 If any additional delivery charges are identified by the Contractor, the potential participant may accept or decline to participate in the cooperative purchase.
D3.6 The Contractor shall enter into a contract with each participant under the same terms and conditions as this Contract except:
(a) supply under the contract shall not commence until the expiry or lawful termination of any other contract(s) binding the participant for the same services;
(b) a participant may specify a duration of contract shorter than the duration of this Contract;
(c) a participant may specify that only some items under this Contract and/or less than its total requirement for an item are to be supplied under its contract; and
(d) any additional delivery charge identified and accepted in accordance with clause D3.4 and D3.5 will apply.
D3.7 Each participant will be responsible for the administration of its contract and the fulfilment of its obligations under its contract. The City shall not incur any liability arising from any such contract.
D3.8 No participant shall have the right or authority to effect a change in the Contract, or of any other participant in this Contract.
