Information Technology Services

Art Gallery of Greater Victoria

January 14, 2015

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The Art Gallery of Greater Victoria (AGGV) is currently accepting proposals for annual support for IT Services.  

Incorporated in 1947 and a registered charitable organization, the AGGV is the region’s major public art gallery with the largest collection of visual arts in public trust in British Columbia, with over 18,000 works stored onsite.  AGGV has over 100,000 visitors to gallery events and outreach programs each year.

Job Summary: 


This Request for Proposal represents the requirements for an open and competitive process.  Proposals will be accepted until 5:00 pm PST January 30, 2015.  Any proposals received after this date and time will not be accepted.  All proposals must be signed.

If the individual or organization submitting a proposal must outsource or contract any work to meet the requirements contained herein, this must be clearly stated in the proposal. Additionally, all costs included in proposals must be all-inclusive to include any outsourced or contracted work. Any proposals which call for outsourcing or contracting work must include a name and description of the organizations being contracted.

All costs must be itemized to include an explanation of all fees and costs.

Contract terms and conditions will be negotiated upon selection of the winning bidder for this RFP.


The IT services required and conditions are as follows:

Provide IT services including, but not limited to :

  • Managing the AGGV’s network computer infrastructure in consultation with the AGGV Manager of Collections & Exhibits;
  • Maintaining and supporting individual user workstations;
  • Providing AGGV website support (for example online ticketing system / e- retail / online donations) in consultation with the Manager of Collections & Exhibits and the Director of Advancement;
  • Acting as third party liaison as required.
  • Providing problem resolution and isolation services.
  • Providing both onsite and remote user support.
  • Providing and manage back up solutions and monitoring.
  • Providing, managing and updating antivirus, anti spyware, anti spam and anti malware solutions.
  • Providing patch management and documentation.
  • Providing procurement advice and services as part of both routine systems management and when special projects or initiatives require it.
  • Ensuring standardization of systems and software.
  • Providing assistance with planning and budgeting both annually and as special projects and indicatives require it.
  • Providing regularly scheduled onsite visits.
  • Offering support to special projects and initiates as required and provide project management services as required.
  • Ensuring that all systems, software, procedures and equipment is in accordance with all applicable laws and in keeping with all AGGV policies.
  • Provide some on site service during the AGGV normal office hours of Monday to Friday between 9:00am and 5:00pm. 
  • Be responsible for Canada Pension Plan, Employment Insurance and Income taxes.
  • Sign the AGGV Confidentiality Agreement.

For security and safety reasons in accordance with AGGV policy, the IT support person will sign in and sign out whenever performing IT services onsite.  The sign in/out sheet is at the reception desk.


All proposals in response to this RFP are due no later than 5pm PST January 30, 2015.

Evaluation of proposals will be conducted from February 2, 2015 to February 13, 2015.  If additional information or discussions are needed with any bidders during this two week window, the bidder(s) will be notified.

The selection decision for the winning bidder will be made no later than February 20, 2015.

Upon notification, the contract negotiation with the winning bidder will begin immediately. Contract negotiations will be completed by February 27, 2015.

Notifications to bidders who were not selected will be completed by February 27, 2015.

All proposals must include proposed costs to complete the tasks described under Service Requirements and Scope.


  • Bidders should provide the following items as part of their proposal for consideration:
  • Description of you or your organization – how long in operation; types of clients serviced, etc.
  • List of how many full time, part time, and contractor staff in your organization
  • References – minimum of three
  • Anticipated resources you will assign to AGGV (total number, role, title, experience)

For further information please contact Stephen Topfer, Manager of Collections and Exhibits

How To Apply: 

Applications accepted by email to Stephen Topfer, Manager of Collections and Exhibits  -