Phone System, WAN, Internet & Cellular Services RFEOI

The Canada-European Union Comprehensive Economic and Trade Agreement (CETA) applies to this RFEOI

This RFEOI includes a Pre-Qualification option for the District.  Pre-Qualification of organizations from this RFEOI will be valid for a period of 3 years, in accordance with the requirements of the Comprehensive Economic and Trade Agreement (CETA). No further notices to solicit Submissions for inclusion in the Pre-Qualified list will be issued during the three-year period.

For more information on this RFEOI and how to download the documents, ask any questions and submit a bid, please visit the RDCO's electronic bidding platform:

https://rdco.bidsandtenders.ca/Module/Tenders/en

SUMMARY:Through this Request for Expressions of Interest and Pre-Qualification (the “RFEOI”), the Regional District of Central Okanagan (the “District”) invites organizations that are experienced in the provision of any of the ‘Service Types’ detailed herein, to provide information on their potential services offerings, and to identify if they wish to be included in a 2 ^nd stage procurement process for such services.
The District may, at its sole option, use this RFEOI process as a pre-qualification process and only ‘Pre-Qualify’ those Respondents that provide a Submission and meet minimum score criteria in the RFEOI evaluation.  The District may then only invite ‘Pre-Qualified Organizations’ to participate in a 2 ^nd stage procurement process for any of the Services Types detailed herein.
Service Types:
The following Service Types are within the scope of this RFEOI:#Service Type (collectively the “Services”)Brief Description of District’s Requirements / ScopeService Timeline/Duration1Phone SystemImplement Microsoft Teams calling and call handling for approximately 300 DIDsContract to commence on November 1, 2025 for a 5 Year term.2Wide Area Network (WAN)Provide private high-speed WAN between four sites including the ‘Main KLO Office & Data Centre’ at 1450 KLO Road and three other primary locations.Contract to commence on November 1, 2025 for a 5 Year term.3Internet ServiceProvide internet service for 26 pump houses and 14 remote sites to connect to ‘Main KLO Office & Data Centre’ and backup data center.Contract to commence on November 1, 2025 for a 5 Year term.4Cellular ServiceProvide cellular service for ~150 cell phones and 43 data devices. Refresh all devices and include shared data pool.Commencing from November 1, 2025.  Length of Contract Term to be determined based on RFEOI responses.  Cell Phones require replacement at least every 3 years.
District Preference & RFEOI Objective:
The District has a preference to bundle and consolidate as many of the above-mentioned ‘Service Types’ as possible with one Vendor under one combined contract, if it can be demonstrated that such bundling will deliver the following advantages for the District:Vendors are able to pass cost efficiencies onto the District, through providing a single large book of business across multiple Service Types.        Simplified billing and contract administration        Improved network performance and Vendor accountability to stated bandwidth and Service standards        Provision of new, improved and flexible technology        Improvements to security of Service systemsBased on these objectives, Respondents to this RFEOI are encouraged to propose creative and innovative solutions to providing the above-mentioned Service Types, through their submissions to this RFEOI process.

RFEOI Evaluation & Outcome:
Further details on the District’s requirements and objectives for the aforementioned Service Types, plus details on this RFEOI process, are provided herein.  As an outcome from this RFEOI process, the District may at its sole discretion, proceed with any of the following options:Option A): invite all Respondents to this RFEOI to participate in a 2 ^nd -stage Request for Proposals (RFP) process for all or some of the Service Types.  Such RFP process may either be open to public competition, or restricted to RFEOI Respondents only.        Option B): invite only those Respondents to this RFEOI that are designated as ‘Pre-Qualified Organizations’* pursuant to the RFEOI Evaluation & Pre-Qualification process defined in Part B of this RFEOI; to participate in a 2 ^nd -stage Request for Proposals (RFP) process for all or some of the Service Types.         Option C): invite only the ‘Highest-Ranked’ Respondent pursuant to the RFEOI Evaluation & Pre-Qualification process defined in Part B of this RFEOI; to participate in 2 ^nd -stage direct commercial negotiations, to see if the parties can conclude a contract for any or all of the Services.

* Pre-Qualification of any organizations from this RFEOI will be valid for a maximum period of 3 years, in accordance with the requirements of the Comprehensive Economic and Trade Agreement (CETA).    No further notices to solicit Submissions for inclusion in a Pre-Qualified list will be issued during the three-year period.

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