Request for Information PUBLIC WiFi Service RFI E Closing: July 31, :00 p.m. Local Time

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1 Request for Information PUBLIC WiFi Service RFI E Closing: July 31, :00 p.m. Local Time Halifax Regional Municipality Procurement Section Suite 103, 1st Floor, 40 Alderney Dr. (Alderney Gate), Dartmouth Nova Scotia B2Y 2N5

2 July 10, 2014 NOTICE REQUEST FOR PROPOSAL E Public WiFi Service The Halifax Regional Municipality (Halifax) is seeking information and proposals from qualified individuals/firms of WiFi Services to provide solution options for a Public WiFi Service in a number of locations within Halifax. Sealed Proposals, two (2) copies, one (1) bound and One (1) in digital format on USB flash drive and one(1) Unbound and duly signed for # E14-069, Public WiFi Service, Halifax Regional Municipality, Halifax, Nova Scotia will be received by Halifax Regional Municipality Procurement Section, Suite 103, 1st Floor, 40 Alderney Dr. (Alderney Gate), Dartmouth Nova Scotia, B2Y 2N5, until 2:00 P.M. local time, July 31, Respondents are advised that Canada Post does not deliver to the Procurement Office. All questions concerning the RFI process and content shall be directed to Stephen Terry, Senior Procurement Consultant, at (902) , Monday through Friday, 8:30 A.M. to 4:30 P.M. or to terryst@halifax.ca. Halifax reserves the right to reject any or all proposals, whichever in its opinion best serves the interest of Halifax. Anne Feist, Manager Procurement Request for Information # E Page 1 of 10

3 Table of Contents 1. General Information Definitions RFI Intent Schedule Clarifications Submissions RFI Overview Background Business Model Stakeholders Objectives Goals Approach Coverage Requirements Technical Requirements Service Requirements Financial Considerations Opportunities for Halifax RFI Process Submission Guidance Further Process General Terms for RFI Freedom of Information and Privacy Request for Information # E Page 2 of 10

4 1. General Information 1.1 Definitions The geographical area Halifax includes the previous definition of Halifax, Halifax Regional Municipality. The term City means Halifax as defined. For the purposes of this RFI, Respondent means the entity providing a written response to this RFI. 1.2 RFI Intent The purpose of this RFI is to seek information, suggestions recommendations and proposals from qualified vendors of WiFi Services to provide solution options for a Public WiFi Service in defined of locations within the city of Halifax. Halifax is issuing this RFI to gauge vendor interest and evaluate opportunities for a partnership to deliver this service. 1.3 Schedule The estimated schedule for the RFI process is as follows: RFI Release Thursday July 10, 2014 Deadline for questions Thursday July 24, 2014 from potential Respondents Submission Due Thursday July 31, 2014 Halifax may modify the RFI or the RFI response process at any time. Reponses to questions or RFI process and schedule changes will be posted and made available at If a determination is made that a clarification or change to the RFI document is required, a written addendum will be posted at noted above. Respondents are responsible for obtaining all RFI materials. 1.4 Clarifications All requests for clarification and questions regarding this RFI may be obtained from the Halifax Procurement Office and must be submitted in writing via to Stephen Terry, Senior Procurement Consultant at terryst@halifax.ca by July 24, Halifax will endeavour to provide responses no later than July 28, All questions or clarifications must be specific to this RFI and must include references to specific sections. Please provide E in the subject line of the . If The determines a response or clarification is warranted, a response will be published in writing and included as an addendum to this RFI prior to the closing date. The official response to all questions will be considered final. Only written responses from Halifax will be considered Request for Information # E Page 3 of 10

5 official. 1.5 Submissions Each Respondent should submit three hard copies of their RFI Response, one hard copy clearly marked Original, the other two hard copies clearly marked Copy ; along with one electronic copy submitted on CD or memory stick in a Microsoft Word or PDF format. If there are any differences between the hard copy and the electronic copy, the hard copy marked Original will prevail. Halifax will not accept faxed or ed responses. Proposal must be written in English. Each Respondent is solely responsible for ensuring that its submission is received and time stamped at: Halifax Regional Municipality Procurement Section, Suite 103, 1st Floor, 40 Alderney Dr. (Alderney Gate), Dartmouth Nova Scotia, B2Y 2N5 at or before the stated closing time in the RFI package. Submitter names will be posted on the Nova Scotia Public Tenders web portal. Halifax is not responsible for any submission received or time stamped after the stated closing time, and will not consider any such submission. A one (1) day extension will be considered only if requested at least 24 hours prior to the published closing date and time. Interested parties should note that Canada Post does not deliver to this civic address. 2. RFI Overview 2.1 Background Halifax is actively working on a public realm improvement plan that would see upwards of $50M invested in key urban core corridors in Halifax and Dartmouth. A key component of this plan includes the implementation of public wireless internet access (Wi-Fi) in select public spaces along these corridors. Halifax now desires to advance this agenda and investigate alternatives in terms of how WiFi services could be effectively delivered in these core urban settings through a partnership model with the private sector. 2.2 Business Model The primary goal of this initiative is to identify and develop business models that could successfully and sustainably deliver a WiFi service to Halifax. Respondents are asked to describe in detail their proposed business model for delivering this service to Halifax. The second key goal of this initiative is that a minimum standard of service for the access and use of a Public WiFi Service must be provided at no cost to the general public. Respondents are asked to identify proposed minimum standards for no cost service and corresponding standards for premium services. Request for Information # E Page 4 of 10

6 Respondents are asked to identify exchange opportunities for the provision of the Public WiFi Service. As part of the partnership, Halifax will consider providing access to city owned property for access point locations, access to city owned infrastructure, for example fiber connection to the internet and marketing opportunities. 2.3 Stakeholders Halifax and a number of key, strategic partners, are working together to lead the realization of a Public WiFi Service. Halifax s objective to supply a Public WiFi service has found synergies with this group of partners whose plan to implement WiFi in specific areas in the downtown (Dartmouth and Halifax) has been developed over the past several months. Halifax, through on-going discussions, will continue to identify, develop and foster partnership opportunities with the following groups: a) Downtown Dartmouth Business Commission; b) Downtown Halifax Business Commission; c) King s Wharf d) Destination Halifax; e) Waterfront Development Corporation; f) Nova Scotia Tourism Agency (NSTA) g) Province of Nova Scotia Respondents are asked to direct any stakeholder questions or clarifications regarding a Public WiFi Service to Halifax. (Contact information as noted in section 1.4). Halifax welcomes responses where Respondents propose additional potential partnership opportunities (private or public) or situations where leveraging existing activities could improve or advance a WiFi Service offering. Items of Note: Waterfront Development currently has a public space WiFi in service on the Halifax waterfront, which was launched in It may be possible that the current access point locations could be reused. Destination Halifax currently also has an app Visit Halifax that could form the basis for a WiFi portal and NSTA (Nova Scotia Tourism Agency) has been engaged to support the development and management of the WiFi portal in cooperation with Destination Halifax. 2.4 Objectives A Public WiFi Service will benefit Halifax in the following areas: Enhance the lives of residents; Enhance the reputation of Halifax as a SMART city /Digital City, Intelligent Community; Provide, increased economic development opportunities; Enable, targeted marketing/advertising opportunities; and Provide an enhanced tourism experience. Request for Information # E Page 5 of 10

7 Each benefit has a number of distinct attributes; some are strategic while others are operational. The expectation is that benefit realization will occur over a number of years as the different phases of a Public WiFi offering are implemented. 2.5 Goals Short Term Goals: Develop a relationship with a solution partner; Provide a public WiFi service to be in place and operational for the spring 2015 tourism season, (Note: Minimum requirements would be coverage on the Dartmouth Waterfront, the Ferries and the Halifax Waterfront by March 31, 2015) Provide a Visitor Portal (working with existing content supplied and managed by Destination Halifax and NSTA). Longer Term Goals Enhance Halifax s SMART city / Digital City, Intelligent Community reputation; Improve the visitor experience thereby increasing economic development opportunities. Establish a platform that enables capabilities such as applications, geo-locationing, analytics, open data integration. 2.6 Approach Halifax has completed a jurisdictional scan of other municipalities who have implemented a public WiFi service and have realized through this process that one of the biggest keys to success is the partnership model. Halifax and its partners, are seeking a solution partner. This RFI is intended to solicit business models / partnership models with providers which will successfully deliver a Public WiFi Service. As stated, Halifax will evaluate the respondent business model / partnership model proposals and will develop a recommendation for a model that will be presented to Council in fall Following Council approval, an RFP for services will be issued and a project mobilized. Respondents are encouraged to include proposals on the full range of services required to procure, implement, support and maintain a Public WiFi Service. The respondent should provide details and options on how aspects of the service could be monetized. Respondents are also encouraged to provide detail on how the value of the locations (public access points) and analytics of a public WiFi could be leveraged. Halifax is interested in maximizing the value of expenditures that it relates to achieving additional value that would further benefit Halifax and its operation, as well as its community of citizens and their tax based funding. Respondents are encouraged to consider, develop and propose added value concepts, programs, components and the like that would further enhance Request for Information # E Page 6 of 10

8 the proposed Public WiFi Service represented in this RFI request. 2.7 Coverage Requirements Halifax envisions the following coverage areas as part of the Public WiFi offering but not limited to: a) Dartmouth Ferry Terminal Park Alderney Landing Sullivan s Pond Prince Albert Road Canal Greenway Dartmouth Commons Birch Cove Beach Ochterloney Street b) Metro Transit Ferries / Route c) Halifax Waterfront Barrington Street Argyle Street Grand Parade Square Citadel Hill Spring Garden Road Quinpool Road Respondents are free to propose a phased or staged deployment of WiFi offerings in these areas as operational and financial considerations dictate. The respondents should propose a service with capacity for expansion over time as funding becomes available. 2.8 Technical Requirements Respondents are asked to provide the technical details of their proposed WiFi solution model including but not limited to the following information: a) An overview of the solution; b) Project Approach; c) Coverage areas; d) Capabilities of the infrastructure proposed, including: expansion capabilities, co-existence with other networks and service providers, interoperability with existing standards in Halifax (like EDU Roam) maintainability, Request for Information # E Page 7 of 10

9 user saturation, access controls, security bandwidth limiting, traffic management and shaping, DND interference, Other harbour or movable interference 2.9 Service Requirements Respondents are asked to provide the details of their proposed service standard, including but not limited to: a) Support model b) Service model c) Service Level Agreement requirements 2.10 Financial Considerations In order to provide Halifax with some planning details around costs, respondents are requested to provide the following based on their solution model; a) Rough order costing (ROM) of the physical infrastructure components (including installation) to meet the coverage areas proposed; b) A ROM on the yearly maintenance costs for equipment and services to support a Public WiFi; c) A ROM on bandwidth, ISP connectivity and service costs; d) Options on how the service could be maintained. Eg: Service provider only, City only, shared responsibility, other alternatives. e) Ideas and options on how the service could be self-funded. Possible options may include but would not be limited to Advertising and Marketing opportunities, paid for premium services, etc Opportunities for Halifax Respondents should provide details from their experience on the following: Opportunities for Halifax, its partners, and the broader community to capitalize on with a Public WiFi? How Public WiFi could enhance the brand of Halifax as being a SMART city / Digital City, Intelligent Community? How could this be positioned so as not to compete with vendors who offer free WiFi within/inside Halifax businesses? How could a public WiFi make Halifax more marketable internationally? Request for Information # E Page 8 of 10

10 3 RFI Process 3.1 Submission Guidance Each submission must be accompanied by a cover letter that references the title of this RFI, contains a general statement of the purpose for submission. Respondents shall have a proven record of having provided these types of services and are requested to provide the following information as part of the RFI response; a) Full legal name of the Respondent b) Identification of a prime lead company or organization if one or more is represented; c) Contact information for the Respondent s primary contact, including name, title, address, address and telephone number of the persons authorized to represent the Respondent; The Respondent s RFI response shall also include general information about the respondent, including background information and should identify; a) What services it currently provides within Halifax; where it provides those services and the services offered; and b) Respondent s experience financing, designing, building, provisioning, and/or operating public wireless networks in outdoor spaces or other major infrastructure initiatives. The respondent must be currently in the business of providing similar work associated with this project and be actively engaged in this field. Submissions may address all or portions of this RFI. All submissions are welcomed. 3.2 Further Process This RFI is NOT an invitation for bids or requests for proposals, therefore no Standard Terms and Conditions are included, nor is it required in the Respondents submissions. No contract award will result from this solicitation. Halifax may, based upon the information it receives through this RFI process, proceed to issue one or more requests for proposals. In any subsequent RFP, Halifax expects that it will seek proposals from one or more entities for the supply, installation, operation and maintenance of Public WiFi Services that best support the achievement of Halifax s wireless goals. 3.3 General Terms for RFI a) All information provided to the RFI response remains the property of Halifax and shall remain confidential. b) Halifax reserves the right to make additional copies of all or part of the Respondents response for internal use or for any other purpose required by law. c) Responses will be publicly acknowledged. d) Currency and Taxes: Request for Information # E Page 9 of 10

11 Any estimated costs included in the response must be: i) In Canadian dollars; ii) Inclusive of duty, where applicable; iii) Exclusive of HST. e) There is no information session planned. f) Halifax may choose to meet with respondents for further information g) Respondents are solely responsible for their own expenses in preparing, delivering or presenting a response. h) This Request for Information shall not form a contract between any parties and responses as submitted shall not be considered as binding on either party. 3.4 Freedom of Information and Privacy Halifax is subject to the Freedom of Information and Protection of Privacy provisions contained within the Municipal Government Act at Part XX. This can be found online at: Any document submitted to the Municipality in response to this Request for Proposals is subject to this legislation and Respondents should be aware that any member of the public is entitled to request a copy of the document. In response to such a request, Halifax may be required to disclose some or all of the information in accordance with the criteria set out in the legislation, including sections 462, 480 and 481(1). Halifax is also subject to the Personal Information International Disclosure Protection Act. This can be found online at: The Act creates obligations for Halifax and its service providers when personal information is collected, used or disclosed. Requirements include limiting storage, access and disclosure of personal information to Canada, except as necessary or otherwise required by law. Request for Information # E Page 10 of 10

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