Parks Online Booking System NOI

Solicitation number NOI24-898

Publication date

Closing date and time 2024/02/15 17:00 EST

Status Status Expired

Description
Notice of Intent (“NOI”)
Issue date:                                          January 25, 2024
NOI Closing Date and Time:         February 15, 2024 at 2:00 pm, local time.
 
  1. Overview of Contemplated Contract:

Notice is hereby given that the Regional District of Central Okanagan (the “District”) is contemplating making a direct award of a contract to PerfectMind Inc. (the “Supplier”) for the provision of an online booking software plus associated services, for the District’s Regional Parks and facilities, for a term of five years.

The high-level details of the services to be provided under the contemplated contract are generally described below:
  • The Regional District operates park facilities and interpretive programs for the purpose of education, recreation and culture. This includes up to 15 bookable facilities and 150 programs/courses annually. The online booking software is required to manage facility bookings and program/ event registrations.
  • The following are the key elements of the booking software plus associated services that would be required as part of the contemplated contract:
    • Booking Software, including the following configuration:
      • a publicly accessible website as an extension of the software, with a custom navigation panel
      • content management of facilities, courses, enrolment
      • account management for families/ organizations
      • management of payments and financial reporting
    • Partial data migration from existing software program (should the District need to move to a new software program).
    • Training for staff transition.
    • Integration with Global Payment Systems for card present transactions and Vadim Software (the Regional District Financial System) for financial reporting.
    • Other services required for implementation to ‘go live’.
The Regional District intends to enter into a five-year contract for the services, commencing on March 10th, 2024 and expiring on March 9th, 2029. 
 
  1. Maximum Contract Value:
The total value of the contract for the above software and services will not exceed $10,000 per year for a total contract cost of $50,000 plus taxes over the five-year term.
 
  1. Rationale for Contemplating a Direct Award:
The District is contemplating a direct award with the Supplier for the following reasons:
  • The District believes, but cannot strictly prove, the Supplier is the only vendor that can provide the software, plus associated services within the contemplated total contract value, because the Supplier is the incumbent supplier of the software program, and therefore there are no extra costs required for data migration, configuration and training.  The District believes that any other vendor of equivalent software and services would require compensation above the contemplated contract value, in order to deliver equivalent software and services.
 
  1. Challenges to this NOI:
An organization or individual may submit a written response in reply to this NOI (a “Challenge”) should the organization/individual feel that they can provide equivalent software and the associated services (as detailed in sections 1 and 3) for an amount which is less than the maximum contract value stated in section 2, and should therefore be provided an opportunity to submit a proposal through a full public Request for Proposals process.
 
  1. Submission of Challenges:
 
    1. Any Challenge submitted to this NOI is required to be in English and must be submitted in writing via email to the Official Contact only.  The ‘Official Contact’ is: Andy Brennan – Purchasing Agent, Regional District of Central Okanagan.  Email Address to be used is: purchasing@rdco.com
    2. Challenges to the NOI must be received by the Official Contact, at the email address above, before the NOI Closing Date and Time.  Challenges received after the NOI Closing Date and Time will be disregarded.
    3. Challenges to this NOI must include the following information at a minimum:
      • The legal name of the individual/organization submitting the Challenge.
      • The reason for the Challenge.
      • A statement confirming that the individual/organization submitting the Challenge can supply equivalent software and services at a price which is lower than the contemplated maximum contract value.  Note: Pricing for the software and services must include for data migration and re-training of District staff in any new software.
      • Signature and date of the individual or officer of the organization submitting the Challenge.
  2. Review of Challenges:
 
    1. If the District receives a Challenge to the NOI before the Closing Date and Time, the District must assess whether the challenge is justified; and whether a public Request for Proposals process should be undertaken.
    2. If no Challenges to the NOI are received prior to the Closing Date and Time or no Challenge is submitted which meets the requirements outlined in a) iii. that, in the sole opinion of the District, warrants the District issuing a public Request for Proposals for the contemplated contract; then the District may commence contract negotiations with the Supplier for the software and services described in the NOI.
 
  1. Enquiries Made to the Official Contact:
Any enquiries regarding this NOI must be made to the Official Contact only (as named in section 4).  Enquiries received, and any responses given, which provide new information will be recorded and posted to BC Bid or otherwise distributed to Respondents.  Despite the foregoing, the District may choose in its sole discretion not to respond, respond in whole or in part, or reformulate enquiries in whole or in part.  The District may in its sole discretion choose whether to post any such enquiries and responses to BC Bid or otherwise distribute to Respondents.
 
  1. Ownership of Challenges
Challenges to this NOI become the property of the District and will be held, subject to the provisions of the Freedom of Information and Protection of Privacy Act.
 
  1. Respondent Expenses
The District will not be responsible for any costs or expenses incurred by any individual/organization challenging this NOI.

 

Contract duration

The estimated contract period will be 60 month(s).

Trade agreements

  • Please refer to tender description or tender documents

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Contact information

Contracting organization

Organization
Regional District of Central Okanagan
Address
1450 K. L. O. Rd
Kelowna, British Columbia, V1W 3Z4
Canada
Contracting authority
KAL KAHLON
Email
purchasing@rdco.com
Address
1450 K. L. O. Rd
Kelowna, British Columbia,
Canada
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Summary information

Notice type
Other
Language(s)
English
Contract duration
60 month(s)

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