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Notice of Intent to Direct Award - City of Abbotsford - Email Security Services - ProofPoint Complete Protection

Solicitation number BCNOI_1220-2025-3785

Publication date

Closing date and time 2025/09/03 17:00 EDT

Status Status Expired

Description
File:  1220-2025-3785 – CoA – Email Security Services – ProofPoint Complete Protection

Notice of Intent to Award a Contract

Notice is hereby given that the City of Abbotsford (the “City”) is contemplating making a direct award for continued use of ProofPoint Complete Protection – Email Security Software, which is currently embedded in our operational infrastructure. The software supports critical business functions and is integrated with multiple systems across the organization.

Justification:
  • Operational Continuity: The software is deeply embedded in our workflows. Replacing it would cause significant disruption to services and require reengineering of integrated systems.
  • Disruption to Services: The software supports critical business functions. Replacing it could lead to downtime and service delays.
  • Data Migration Issues: Transitioning to a new system poses risks of data loss, corruption, or compliance breaches.
  • High Transition Costs: Includes licensing, implementation, training, customization, and support and integration.
  • Organizational Risk: Staff are trained on the current system. A change would result in productivity loss and require extensive retraining.
  • Security Vulnerabilities: New systems may introduce unknown risks or require new protocols. 
    Supplier Information:
  • Vendor Name: Optiv Canada Inc
  • Product/Service: ProofPoint Complete Protection – Email Security Software
  • Estimated Value: Up to a maximum of $190,000.00 CAD plus applicable taxes
  • Term: 3 Years – September 20, 2025 to September 19, 2028

    Submission of Objection Notice
    Any Respondents who wish to challenge this decision must submit a written response detailing their ability to meet the requirements without disruption to operations.  Objections must outline specific reasons for the objection as well as demonstrate the ability to provide the services and show availability and resources.

    Objections should be emailed to the attention of Sailesh Kapadia, Buyer III, Procurement Services at https://abbotsford.bidsandtenders.ca by Wednesday, September 3, 2025, no later than 2:00 p.m. local time.

    Submissions by other methods will not be accepted.
     

    • Contract duration

    Refer to the description above for full details.

    Trade agreements

    • Please refer to tender description or tender documents

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    Contact information

    Contracting organization

    Organization
    City of Abbotsford
    Email
    purchasing@abbotsford.ca
    Bidding details

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    View full details on third-party site

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    Summary information

    Notice type
    Other
    Language(s)
    English

    Support for small and medium businesses

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