Legal Electronic Document Management System

Dec 27, 2018 5:00:00 PM (local time) City of Mississauga Reference: PRC001313 Prequalification required: No NOTICE OF INTENDED PROCUREMENT The City of Mississauga, located in the Province of Ontario, Canada, intends to procure the goods and/or services as described below: Procurement Name: REQUEST FOR PROPOSAL FOR LEGAL ELECTRONIC DOCUMENT MANAGEMENT SYSTEM Procurement Number: PRC001313 Bidding Documents: Bidding documents will be available on or about: Wednesday, December 12, 2018 Cost of Document(s) and Payment: TO PARTICIPATE BIDDERS MUST REGISTER AND: OBTAIN BIDDING DOCUMENTS ONLINE: www.biddingo.com/mississauga FEE: $ 84.75 NON-REFUNDABLE Description of Procurement: The City of Mississauga (the “City”) is seeking implementation of an electronic Document Management System (“DMS”) for the Legal Services Division (“Legal Services”) which will meet the City’s needs for at least the next five (5) years. The scope

includes professional services, software licenses, maintenance & support, installation & configuration, testing, training and documentation. Through this procurement, the City wishes to obtain a DMS that will cater to the email and document management needs for lawyers and other legal professionals within Legal Services, scalable to an increasing number of users and significant file load, while complying with document retention standards that are imposed corporate wide across the City. Most importantly, the DMS will enable users to combine all emails and documents into single project files for matter centric collaboration. Bidders are required to meet the following qualification criteria: • The Bidder must have experience deploying an on-premise document management software system in a law firm or legal department with approximately 100 or more concurrent users, including proof through submission of applicable references; • The proposed Project Manager has successfully led a project of similar scope and magnitude within the last five (5) years; • The Bidder’s firm and its subcontractors are required to comply with The City of Mississauga Supplier Code of Conduct; • The Bidder’s proposed solution substantially meets the Functional, Business & Technical Requirements as outlined the Scope of Work, including all mandatory requirements therein. Recurring Contract: No Delivery Schedule for Goods or Services OR Contract Duration: The City is looking to deploy the system to the Legal Services Division by the summer of 2019 The City expects to enter into a contract with the successful Vendor for a five (5) year period, with the option to extend for two (2) additional periods of one (1) year each. Procurement Method: Request for Proposal (RFP) Language(s) Permitted for Supplier Responses: English only Specific Conditions for Procurement: The responses received will be reviewed as to price, qualifications, capabilities and experience of the bidder and the availability of funds by the Municipality to complete the work. The City reserves the right to accept or reject all or any bids and to waive informalities in accordance with established policy. The City of Mississauga relies on this advertisement to provide Public notice of this business opportunity. The City of Mississauga is not obligated to notify any bidders in any other manner. Complete details and instructions are included in the bidding documents which take precedence over any notices. Bidders are invited to attend a public opening commencing at 14:30 hrs. LOCAL TIME, on the day of closing, at Mississauga City Hall, 300 City Centre Drive. Limited Number of Suppliers? No Trade Agreement(s) ?Comprehensive Economic and Trade Agreement (CETA) ?Canadian Free Trade Agreement (CFTA) ?Ontario Quebec Trade and Cooperation Agreement (OQTCA) Contact for More Information: • For information regarding document pick-up contact Hyacinth Menezes-Trivedi at: 905-615-3200, ext. 5242 or email at hyacinth.menezestrivedi@mississauga.ca • For all other inquiries, please contact the Buyer, Eva Michalowski at: 905-615-3200, ext. 5239 or email at eva.michalowski@mississauga.ca DEADLINE FOR SUBMISSION OF REQUESTS FOR PARTICIPATION IN PROCUREMENT: N/A - To participate, all interested bidders must register and receive bidding documents in advance of the Deadline for Submitting Responses shown below. DEADLINE FOR SUBMITTING RESPONSES: Tuesday, January 22, 2019 No later than 14:00 hours LOCAL TIME DELIVER TO: Manager, Materiel Management 300 City Centre Drive, Ground Floor (next to Parking Elevators) Mississauga, ON, Canada L5B 3C1 RESPONSES MUST BE TIME-STAMPED IN MATERIEL MANAGEMENT TO BE CONSIDERED. BIDS RECEIVED BY EMAIL OR FAX WILL BE REJECTED WITHOUT EXCEPTION. LATE BIDS WILL BE REJECTED WITHOUT EXCEPTION. ? Contact Information: City of Mississauga 300 City Centre Drive Purchasing - Ground Floor Mississauga, Ontario L5B 3C1 Canada Phone: (905) 615-3200 ext. 5239 Fax: (905) 615-4186 eva.michalowski@mississauga.ca Contact: Eva Michalowski