request for proposal rfp # 416€¦ · request for proposal rfp # 416 recruitment & admissions...

REQUEST FOR PROPOSAL RFP # 416

Recruitment & Admissions Process Review Consultant

CLOSING DATE AND TIME:

July 17, 2009 14:00:00 Pacific Time

CLOSING LOCATION:

STREET ADDRESS: MAILING ADDRESS:Purchasing Services Department P.O. Box 1700 STN CSC Room 110 Saunders Annex Victoria, BC, V8W 2Y2 Victoria, BC, V8W 2Y2

Fax Number: 250-721-8327 Phone Number: 250-721-8326

E-mail: [email protected]

NOTE: This RFP document may not be reproduced nor distributed except where authorized, or by a Proponent in direct response to a response submission without the prior express approval of UVic Purchasing Services Department.

RFP 416 Recruitment Admissions Process Review Consultant.doc


TABLE OF CONTENTS

SECTION 1.0 INTRODUCTION AND OBJECTIVES.......................................................................................... 3 1.1 THE UNIVERSITY OF VICTORIA (UVIC) ............................................................................................... 3 1.2 MISSION............................................................................................................................................ 3 1.3 SCOPE OF THIS REQUEST FOR PROPOSAL ........................................................................................ 3 1.4 PROPOSAL OBJECTIVES.................................................................................................................... 3 1.5 DELIVERABLES: ................................................................................................................................. 3 1.6 AGREEMENT TERM............................................................................................................................ 3

SECTION 2.0 INSTRUCTIONS TO PROPONENTS OR BIDDERS.................................................................. 4 2.1 GENERAL .......................................................................................................................................... 4 2.2 CALENDAR OF EVENTS...................................................................................................................... 4 2.3 CLOSING DATE AND TIME .................................................................................................................. 4 2.4 ELECTRONIC (E-MAIL) RESPONSES................................................................................................... 4 2.5 INFORMATION AND INQUIRIES............................................................................................................. 5 2.6 COMMUNICATIONS GUIDELINES......................................................................................................... 5 2.7 CHANGES AND EXTENSIONS.............................................................................................................. 6 2.8 RECEIPT AND CONFIRMATION FORM.................................................................................................. 6 2.9 WITHDRAWAL CONDITIONS................................................................................................................ 6 2.10 COPIES OF SOLICITATION DOCUMENTS ............................................................................................. 6 2.11 EXAMINATION OF DOCUMENTS .......................................................................................................... 6 2.12 PROPONENT COSTS FOR PROPOSAL................................................................................................. 7 2.13 ACCEPTANCE .................................................................................................................................... 7 2.14 AMENDMENT OF PROPOSAL .............................................................................................................. 7 2.15 WITHDRAWAL OF PROPOSAL............................................................................................................. 7 2.16 ERROR IN PROPOSAL ........................................................................................................................ 7 2.17 PRICING TERMS ................................................................................................................................ 8 2.18 FINAL AND BEST OFFER .................................................................................................................... 8 2.19 ERROR IN PRICING ............................................................................................................................ 8 2.20 LOCAL PREFERENCE......................................................................................................................... 8

SECTION 3.0 MANDATORY PROVISIONS AND REQUIREMENTS.............................................................. 9 SECTION 4.0 PROPOSAL FORMAT.................................................................................................................. 9 SECTION 5.0 EVALUATION OF PROPOSALS AND AWARD....................................................................... 9 SECTION 6.0 TERMS AND CONDITIONS......................................................................................................... 9 SECTION 7.0 REGULATORY, LICENSING, AND RISK MANAGEMENT PROVISIONS............................. 9 SECTION 8.0 CONTRACT ADMINISTRATION PROVISIONS........................................................................ 9

APPENDIX A SCOPE OF WORK AND DELIVERABLES.................................................................... 10 APPENDIX B APPENDIX B: PROPOSAL SUBMISSION FORM ....................................................... 12 APPENDIX C PROPONENT INFORMATION FORM .......................................................................... 13 APPENDIX D EVALUATION CRITERIA MATRIX ................................................................................ 14 APPENDIX E RECEIPT CONFIRMATION FORM RFP 416 ............................................................... 15 APPENDIX F ADDENDA ACKNOWLEDGEMENT FORM – RFP 416 ............................................... 16 APPENDIX G PROPONENT REFERENCES FORM – RFP 416 ........................................................ 17 APPENDIX H CONFIDENTIALITY & NON-DISCLOSURE AGREEMENT......................................... 18 APPENDIX I STATEMENT OF NON-COLLUSION AND AFFIDAVIT................................................. 21


SECTION 1.0 INTRODUCTION AND OBJECTIVES

1.1 The University of Victoria (UVic)

The University of Victoria, one of Canada's leading universities, has earned a reputation for innovation and engagement in the critical issues of our times. Over four decades, it has become one of Canada’s leading comprehensive research universities with an enrolment of over 19,475 students, over 4,100 employees and over 92,000 alumni. UVic is widely recognized for its interdisciplinary research initiatives, the non-traditional approach of its professional schools, its extensive co-operative education programs, its pioneering work in distance education, and its support for innovative teaching.

The University is located on Canada's spectacular west coast, in the capital of British Columbia. The 160-hectare campus is a 15-minute drive from downtown Victoria.

UVic is a comprehensive university with students enrolled in ten Faculties and two Divisions, in forty academic areas, Co-operative Education Programs and International Exchange Programs.

Further information about the University of Victoria is available at: www.UVic.ca/strategicplan/

1.2 Mission

The University of Victoria will build on the strength of its people, students, faculty, staff and alumni to strengthen our position among the best universities in Canada, recognized for excellence in teaching, learning, research, artistic creativity, professional practice and service to the community. A Vision for the Future is the strategic plan that articulates the University’s goals in four areas: People, Quality, Community and Resources. The document can be found at www.uvic.ca/strategicplan/ 1.3 Scope of this Request for Proposal

The University of Victoria is seeking proposals from qualified Suppliers to conduct a best practices review of Recruitment and Admissions Processes as specified in Appendix “A” - Scope of Work and Deliverables in the main Solicitation document. 1.4 Proposal Objectives

The Marketing, Student Recruitment, Undergraduate Admissions Departments and the Office of the Registrar at the University of Victoria seek to contract a consultant as outlined in Attachment A. 1.5 Deliverables: Through this Request for Proposal, the University of Victoria seeks to:

a) Determine firm fixed pricing for the services as specified. b) Specify the terms and conditions which would govern any resultant contract c) Select the Successful Proponent(s).

1.6 Agreement Term The term of the Agreement shall commence on the date of award, for a term of one year. It is anticipated that the term of an Agreement shall commence on September 21, 2009.

http://www.uvic.ca/strategicplan/

http://www.uvic.ca/strategicplan/

SECTION 2.0 INSTRUCTIONS TO PROPONENTS OR BIDDERS

2.1 General

This section defines the Proposal Response preparation and submission procedures that are to be followed by all Proponents. Proponents are cautioned to carefully read and follow the procedures required by each respective UVic Solicitation. Any deviation from these requirements may be cause for disqualification. This is a Solicitation requesting alternative means by which several technical, performance, time, and other stated deliverables, goals and objectives are to be met according to stated mandatory, desirable, and optional requirements. All Proposal submissions must be in ENGLISH. 2.2 Calendar of Events

For illustrative purposes only: Refer to the published Solicitation Solicitation Issued June 29, 2009 Cut-off Date for Submitting Questions (12:00:00 p.m.) July 6, 2009 Answers to Questions Issued to Proponents/Bidders July 9, 2009 Proposals Due and Opened (2:00:00 pm.) July 17, 2009

2.3 Closing Date and Time

THE CLOSING DATE AND TIME FOR THIS SOLICITATION IS: July 17, 2009 at 14:00:00 PACIFIC TIME

(UVic TENDER TIME CLOCK)

Proponents have the sole responsibility to deliver and ensure Proposals are time and date stamped at: INFORMATION DESK – PURCHASING SERVICES

3800 Finnerty Road (Courier) Room 110, Saunders Annex

University of Victoria Victoria, British Columbia, V8P 5C2

Fax Proposals WILL NOT be accepted.

E-Mail Proposals WILL be accepted. All Proposals are to be delivered to UVic by hand, courier or mail at the address specified within this document. One (1) original signed hard printed copy must be submitted in a clearly marked envelope and/or package identified with the name and address of the Proponent, addressed to UVic Purchasing Service Department before the closing date and time specified. The Proposal number and closing date and time are to be clearly identified on the outside of the envelope or package. 2.4 Electronic (e-Mail) Responses

Proposals submitted by email attachment are to be addressed to [email protected] If the Proponents response is submitted by email to the address above, it must be received in accordance with the published closing date and time. Email responses shall be deemed as received at the time and date stamped/tagged by UVic’s email server. Proponent cover emails shall be printed and placed in the project file upon receipt, however the submitted proposals will not be released from the in-basket to any party until after the closing date and time indicated. UVic’s inability to receive an email, or email attachment for any reason shall not constitute an exception to the mandatory requirement to receive a


mailto:[email protected]

response before the date and time specified in section 2.3. A scanned copy of the signed proposal submission form should be included in this response. Please note large attachments may be filtered and should be sent as separate documents. It is the vendor’s responsibility to ensure that these documents have been received by the closing date and time. If responding by email and the criteria above are met, no original printed/hard copy is required. The E-Mail server and/or Fax header date and time as well as fax number or e-mail address will be used as the official authentication for date and time of submission and receipt by UVic. 2.5 Information and Inquiries

Any question related to the Solicitation shall be directed in writing to Marian Cassidy, CPPB, Purchasing Officer. The Proponent shall not contact or ask questions of the UVic department or faculty for which the contract is being administered, unless so directed elsewhere in the Solicitation.

PROPOSAL INQUIRIES: Marian Cassidy, CPPB Purchasing Officer Purchasing Services Department Phone #: 250 - 721-8326 Fax #: 250 - 721-8327 e-mail : [email protected] or [email protected]

The Proponent shall submit in writing by E-Mail to the designated Purchasing Officer designated above, any questions regarding the specifications, deliverables, scope of work, discrepancies, omissions or any apparent ambiguities prior to the date specified in the main Solicitation . The request for clarification will be reviewed, and where information sought is not already clearly indicated, UVic may issue an Addendum to all Proponents that will become part of the Solicitation and Agreement document. Verbal responses to inquiries cannot modify the Solicitation in any way. Addenda are the only means of verifying, clarifying, or changing any of the information contained in the respective Solicitation. Other than a designated Purchasing Officer of the Purchasing Services Department, no employee or agent of UVic is authorized to change the content of any Solicitation and/or any Addenda. Receipt of all Addenda should be acknowledged in the space provided on the Addenda form (Appendix F) in the main Solicitation prior to the cut-off date for the submission of questions. It is important that all questions be addressed prior to the cut-off date and time. 2.6 Communications Guidelines

From the release of the Solicitation until a Supplier or Service Provider is selected and an Agreement executed, the Proponent should not communicate with any UVic staff or staff of UVic's agents (e.g., Consultants, Suppliers, etc.) concerning the Solicitation, except as set forth the methods described above. UVic Purchasing Services reserves the right to contact the Proponent after receipt of Proposal Response for clarification of any items within their submissions and/or request the Proponent to communicate with another designated UVic representative for “technical” clarification. Verbal instructions given in person or over the telephone are null and void and shall not be accepted by the Proponent.




2.7 Changes and Extensions

UVic may amend specific sections of the Solicitation at any time during the solicitation process. Should UVic issue an Addenda to a Solicitation, the closing date deadline may be extended, if appropriate, to accommodate changes in content. 2.8 Receipt and Confirmation Form

Proponents should complete and return the Receipt Confirmation Form (Appendix E) in the main Solicitation if they are planning on submitting a Proposal under the respective Solicitation. All subsequent information regarding the Solicitation, including changes made to the Solicitation will be directed only to those Proponents who return the form. Subsequent information would only be distributed by the method authorized on the Confirmation Form. 2.9 Withdrawal Conditions

The Proponent may withdraw their Proposal at any time prior to the stated closing date and time by submitting a written withdrawal letter. Submit the letter to the Director, Purchasing Services, UVic Purchasing Services Department. The Proposal will be returned unopened where it can be identified clearly that it is a Proposal submitted by the respective Proponent making the request. 2.10 Copies of Solicitation Documents

Additional copies of the Solicitation documents may be obtained from the Purchasing Services Website at: http://web.uvic.ca/purc/sourcing/solicitations.php 2.11 Examination of Documents

By submitting a Proposal, the Proponent will be held to have personally examined the documents, carefully read the specifications, and have satisfied themselves as to their ability to meet all the requirements in the execution of the proposed Agreement, before the delivery of their Proposal, and agree that the Proponent will make no claims against UVic based on errors, omissions, or misunderstanding of the provisions of the Solicitation or Agreement. Proponents will not be given payments or consideration for conditions that should have been determined by/during the above inspection. By submitting a Proposal, the Proponent acknowledges that it has read the Solicitation, understands it, and agrees that any contract resulting from the Formal Solicitation will bind them to the requirements specified, terms and conditions of this Formal Solicitation. Proponents must identify by a “Variance to the Terms and Conditions” any terms and conditions that they have issue with. Variances will be reviewed and at UVic’s sole discretion, be accepted subject to negotiation, or rejected. UVic will not be obligated for any reason to accept or negotiate a variance request. Under no circumstances will UVic accept any variance to the Terms and Conditions for mandatory requirements. Services to be provided under a Solicitation are as listed and detailed in the published Solicitation, Appendices or Annex. Proponents shall carefully read the Solicitation documentation and shall submit Proposals subject to all conditions contained in the Solicitation. Proponents shall make all investigations necessary for


http://web.uvic.ca/purc/sourcing/solicitations.php

estimating as to the conditions under which the services must be supplied and its nature and location. The submission of a Proposal by a Proponent shall be construed by UVic to mean that the Proponent agrees to its Solicitation requirements and will carry out all the terms and conditions set forth in the Solicitation. Should the Proponent find any discrepancies, omissions, ambiguities, or conflicts on or between the Solicitation documents, or be in doubt as to their meaning, the Proponent shall bring the question to the attention of UVic no less than five (5) working days before the Solicitation closing date and time. The question will be reviewed and where the information sought is not clearly indicated UVic will issue an Addendum that will become part of the Solicitation and forwarded to all Proponents. Should a Proponent fail to bring the discrepancy, omission, ambiguity or conflict to the attention of UVic in writing before the aforesaid time, the Proponent shall accept the decision of UVic as to the resolution of such discrepancy, omission, ambiguity or conflict and it will be deemed that the Proponent has included the more costly alternative in its Proposal. 2.12 Proponent Costs for Proposal

UVic shall not be liable for any costs incurred in responding to any UVic Solicitation, including the costs of Proposal preparation, provision of samples, testing, and any travel relating to the Solicitation and Proposal process, including attendance at mandatory site visits and/or oral presentations. 2.13 Acceptance

Should all Proposals exceed UVic’s budget or not receive approval, UVic reserves the right not to accept any Proposals. 2.14 Amendment of Proposal

The Proponent may amend their Proposal at any time prior to the Solicitation closing date and time by submitting a written amendment letter. Submit the letter to the Director, Purchasing Services Department and the Proposal will be included with the original Proposal submission for acceptance if responsive and compliant. UVic reserves the right to negotiate additions or deletions to an Agreement formulated under a UVic Solicitation award. 2.15 Withdrawal of Proposal

The Proponent may withdraw their Proposal at any time prior to the Solicitation closing date and time by submitting a written withdrawal letter. Submit the letter to the Director, Purchasing Services Department and the Proposal will be returned unopened when it can be determined to be submitted by the requesting Proponent by markings on the outside of the envelope/packages. 2.16 Error in Proposal

No Proposal shall be altered, amended, or withdrawn after the opening date and time of the Solicitation. Negligence on the part of the Proponent in preparing the Proposal confers no right for withdrawal of the Proposal after it has been opened. While UVic has made considerable efforts to ensure an accurate representation of information in each respective Solicitation, the information contained in the Solicitation is supplied solely as a guideline for the Proponent and is not necessarily comprehensive or exhaustive. Nothing in a UVic Solicitation


is intended to relieve the Proponent from forming their own opinions and conclusions in respect of the matters addressed in the Solicitation. 2.17 Pricing Terms

Prices shall be fixed and firm for the duration of the Agreement. Where unit prices are not firm for the duration of the Agreement, the UVic representative must be given thirty (30) days notice in writing of any price change. UVic reserves the right to accept the change or cancel the Agreement in whole or part. Bidders and Proponents are required to provide an all inclusive fixed price for the delivery of the project and work. The pricing submission must be itemized separately, detailing cost by Phase, business function and activity. Bidders or Proponents must not offer pricing, nor include within their pricing submissions, any costs for goods or services relating to subsequent phases of a solicitation emanating from this solicitation. All prices must include costs for packaging, containers, cartage, shipping, etc., except where stated otherwise. No separate additional charges will be allowed. 2.18 Final and Best Offer

Bidders or Proponents are required to provide at the time of response submission their “final and best offer”. 2.19 Error in Pricing

In case of conflict between the unit prices and totals, the unit price will govern. 2.20 Local Preference

UVic will make its best and reasonable efforts to acquire products and services from Vancouver Island producers, manufacturer’s, service providers, and contractors, however, in doing so, UVic must comply with various Trade Agreements, competitive sourcing requirements, and attain “best-value” on all acquisitions, as UVic does not subscribe to any local preference laws or policy due to our requirement to comply with these trade agreements as noted above.


Note: For the following Terms and Conditions, refer to the URL noted below: URL Link https://web.uvic.ca/purc/docs/sourcing/RFPTERMS.pdf

SECTION 3.0 MANDATORY PROVISIONS AND REQUIREMENTS

SECTION 4.0 PROPOSAL FORMAT

SECTION 5.0 EVALUATION OF PROPOSALS AND AWARD

SECTION 6.0 TERMS AND CONDITIONS

SECTION 7.0 REGULATORY, LICENSING, AND RISK MANAGEMENT PROVISIONS

SECTION 8.0 CONTRACT ADMINISTRATION PROVISIONS


https://web.uvic.ca/purc/docs/sourcing/RFPTERMS.pdf

APPENDIX A SCOPE OF WORK AND DELIVERABLES

Proposals are invited for consulting services to conduct a best practices review of Recruitment and Undergraduate Admissions processes. The primary objectives of this review are:

1. Identify operational strengths, gaps and opportunities to incorporate best practice strategies in student recruitment, admissions, and associated communications in relation to:

A) How well UVic meets the specific information needs and service expectations of four target

prospective student segments within the Faculties of Humanities, Science and Social Sciences in the recruitment and admissions process:

- Secondary school direct students within the province - Secondary school direct students out-of-province but within Canada - Transfer students - International students from out-of-country and:

B) How competitive UVic’s recruitment and admissions communications processes are in

comparison to five select peer institutions in terms of: - the length of time it takes between initial contact, submission of

application/documents, receipt of an offer of admission and initial registration by qualified students for each of the four target student segments, and

- the quality, nature, and relevance of the communications. The consultant may recommend which peer institutions should be reviewed.

2. Identify opportunities to strengthen UVic’s recruitment and admissions inquiry management

services (in-person, telephone, and on-line).

3. Provide a detailed written report with observations and prioritized recommendations for action that brings together the findings from all aspects of the review.

The review will include at a minimum the following aspects of the student recruitment, admissions, and communications processes:

- Applicant inquiry management from initial point of contact - Recruitment and admissions transitions - Application processing workflow - Prospects, Recruitment and Admissions communications flow - Applicant conversion - Enrolment yield - Applicant relationship management - Assessment of Prospects Recruitment and Admissions communications materials

(e.g., letters, publications, website content) - Academic unit recruitment and communications processes (as appropriate to the three

Faculties). Timeline The review shall be conducted from September 21, 2009 through to July 15, 2010 with a final comprehensive report due by July 31, 2010


An interim report with initial recommendations regarding prospect communications and service by January 31, 2010 will be required. These are only recommendations. If the methodologies proposed require different timelines, this will be considered.



-

APPENDIX B APPENDIX B: PROPOSAL SUBMISSION FORM

In order to be entitled to consideration, this Proposal Submission Form must be completed, signed and submitted by the time and date specified in the main Solicitation Document: RFP 416 – Recruitment & Admissions Review Process Closing Date: July 17, 2009, 14:00:00 Pacific (LOCAL) TIME Attention: Marian Cassidy, CPPB, Purchasing Services. RETURN VIA: MAIL COURIER E-MAIL FAX

PO Box 1700, STN CSC, Room 110, Saunders Annex Victoria, BC, Canada V8W 2Y2

3800 Finnerty Road Room 110, Saunders Annex Victoria BC, Canada V8P 5C2

[email protected] Completed document duly signed and returned as a PDF attachment

250-721-8327 Not Accepted

I/We hereby offer to provide the noted services to the University of Victoria upon the terms and conditions set out and/or referred to herein, and including any addenda acknowledged as received.

Name of Firm: ______________________________________

Name (Print or type) ______________________________________

Title: ______________________________________

Date: ______________________________________

Telephone: ______________________________________

Fax: ______________________

E-Mail: _______________________________

Signed: ________________________________________

Date: ______________________________________



APPENDIX C PROPONENT INFORMATION FORM

Company Name:

Address:

Telephone Number:

Fax Number:

Type of Business:

Manager Name:

Telephone Number

E-mail:

Sales Representative Contact Name

Telephone Number

E-mail:

Accounting Name:

Telephone Number

E-mail:

Business Licenses No:

. Municipality of Issue:

. GST No:

. PST No:

. WCB No:

. Is Supplier a subsidiary of a parent company?

. Year of incorporation

. Years of relevant experience

. Closest field office to Victoria, BC:

. Published Company Profile

. Does your company have a website? Indicate the URL, guest user ids and passwords if applicable.

. Does your company have an existing relationship with UVic? Describe the nature and extent of this relationship.

Signature: ________________________________Date:__________________________________


APPENDIX D EVALUATION CRITERIA MATRIX

%

Criterion

Factor

Weight

(1-5)

Rating (1-10)

Point Score

Weight ×

Rating

Comment

Mandatory

(see list in Section 4.5.1)

15%

Corporate Capability & Company Qualifications. Terms and Conditions

- Organizational - Financial stability and profile - Marketplace credentials - Canadian presence - Corporate commitment - Track record - similar projects - Track record joint venture/prime Supplier/Service Provider - Assessment of the qualifications and track record of sub-Consultants - Corporate profile - Sub-Consultants’ alliances and consortiums - References - Annual reports - Audited financial statement - Employee Confidentiality Agreement - Cover Letter and Executive Summary

35%

Business Process & Application Solution

- Extent which proposed solution supports the business requirements identified - Functional requirements expressed in Response Format Document

25%

Approach and Implementation Strategy

- Consultant understanding of the scope and impact of this initiative - Completeness of the approach and implementation strategy proposed - Assesses use of methodologies - Capabilities in the area of business analysis - Large systems development and implementation

10%

Project Organization, Team and Project Management

- Project organization proposed - Background, skills and experience of personnel assigned to the project - Project management capability and experience of the team proposed

15%

Benefits and Costs

- Benefit internal stakeholders - Meet or exceed program goals (Section 1 of RFP) - Firm pricing of each Phase - Completeness of pricing proposed

TOTALS


APPENDIX E RECEIPT CONFIRMATION FORM RFP 416

To receive any further information about this Solicitation please return this form immediately to the attention Marian Cassidy, CPPB, Purchasing Officer listed in Section 2.4 of the main Solicitation Document RETURN VIA: MAIL COURIER E-MAIL FAX

PO Box 1700, STN CSC, Room 110, Saunders Annex Victoria, BC, Canada V8W 2Y2

3800 Finnerty Road Room 110, Saunders Annex Victoria BC, Canada V8P 5C2

[email protected] Completed document duly signed and returned as a pdf attachment

250-721-8327 Completed document duly signed and faxed

Failure to return this form may result in no further communication regarding this Solicitation Document.

COMPANY: STREET ADDRESS: CITY: POSTAL CODE: MAILING ADDRESS IF DIFFERENT:

FAX NUMBER: PHONE #: CONTACT PERSON: E-MAIL ADDRESS:

We have received a copy of the above noted Solicitation Document.

Yes, we will be responding to this Request.

We will not be submitting a Proposal Submission.

I authorize the University of Victoria Purchasing Services Department to send further correspondence that it deems necessary.

Please send further correspondence about this Solicitation Document by:

Courier collect: courier name and account no.

___________________________________

Mail (to address above)

E-Mail (to E-mail address above)

Fax (to Fax Number above)

Signature: _________________________ Title:____________________________ Date: _________________________



APPENDIX F ADDENDA ACKNOWLEDGEMENT FORM – RFP 416

I/We acknowledge receipt of the following applicable Addenda to the Solicitation:

ADDENDUM: DATE OF ADDENDUM FROM PAGES TO PAGES Addendum No. 1 Addendum No. 2 Addendum No. 3

Authorized signing officer Company Name:

Address:

Telephone Number:

Signature:

Title:

Print Name:

Date:

Note: This Form must be executed by a principal duly authorized to bind contracts on behalf of the Proponent. The Proponents legal name and the capacity in which the signing officer acts shall be against the signature. Forms that do not contain an authorized signature will be rejected.


APPENDIX G PROPONENT REFERENCES FORM – RFP 416

Company Name

Address:

Telephone Number:

Provide sufficient references to cover the individual reference requests within the Solicitation Document. A reference can be used for more than one purpose, but a minimum of three business references and one banking reference is required.

1. COMPANY NAME:

Contact Name:

Title:

Phone:

Comments: (Highlight why you are using this organization as a reference.)

2. COMPANY NAME:

Contact Name:

Title:

Phone:


3. COMPANY NAME:

Contact Name:

Title:

Phone:



APPENDIX H CONFIDENTIALITY & NON-DISCLOSURE AGREEMENT

THIS AGREEMENT made and entered into as of this [___] day of [_________[_____], by and between the University of Victoria (UVic) and [______________________] with offices at [____________] (hereinafter “[_______________]”). WHEREAS: UVic and [_______________] desire to enter into discussions and to perform other services and functions to be agreed upon by the parties from time to time. These activities may include the disclosure by UVic to [_______________] and by [_________________] to UVic of various business and technical information concerning their respective interests, services and activities, including but not limited to supplier names, processes, practices and procedures, equipment, standards, specifications, products, product development plans, patient information, quantities, financial information, data of all kinds, market and sales information and plans (“Confidential Information”). Each Party acknowledges that Confidential Information is proprietary and a valuable trade secret, and that any unauthorized use or disclosure will cause irreparable harm and loss. The Parties desire to maintain the confidentiality of the Confidential Information and to disclose Confidential Information to each other subject to the terms and conditions of this Agreement. WHEREFORE, THE PARTIES AGREE as follows: 1. The Parties will disclose, retain, and use Confidential Information only for the purposes contemplated at the

time of the disclosure or by any agreement between the Parties, and will disclose, retain and use that Confidential Information only in accordance with the terms of this Agreement.

2. Confidential Information may be supplied in written, verbal or in other tangible form, and may be disclosed by one party (hereinafter the “Disclosing Party”) to the other (hereinafter the “Receiving Party”) or learned by the Receiving Party in the course of performance of any agreement or dealing between the Parties. To be subject to the terms of this Agreement, the information must: (A) if disclosed in written form, be marked, stamped, or otherwise identified in writing by the Disclosing Party

as confidential; or (B) if disclosed verbally, be identified by the Disclosing Party at the time of disclosure as confidential and be

then reduced to writing and marked as confidential within three weeks’ of the disclosure; or (C) if disclosed in tangible or demonstrative form (such as product samples, product trial, or files), be identified

by the Disclosing Party at the time of disclosure as confidential. 3. For the period of 5 years from the date of receipt of Confidential Information from the Disclosing Party, the

Receiving Party will take reasonable steps as required by this Agreement to safeguard the Confidential Information and will not disclose the information to a third party or use the Confidential Information except as provided for in this Agreement, or as contemplated at the time of disclosure or in any other agreement between the Parties, except to the extent it can be shown that the information was not confidential because it was: (A) within the public domain at the time it was disclosed or falls within the public domain other than through

breach of this Agreement; or (B) in the possession of the Receiving Party at the time of receipt from the Disclosing Party; or (C) developed independently by the Receiving Party; or (D) independently received by the Receiving Party from a third party with no obligation to the other party with

respect thereto; or (E) disclosed to the Canadian or Provincial Government unaccompanied by requirement of secrecy or

confidence in accordance with Freedom of Information Legislation or similar laws or regulations; or (F) furnished to a third party by the Disclosing Party without a similar restriction on the party’s rights; or (G) approved for release by written authorization of the Disclosing Party.


4. Where the Receiving Party is in possession of Confidential Information subject to this Agreement, the Receiving Party will: (A) disclose Confidential Information only to those of its directors, employees and agents who need to know

such Confidential Information, who have been informed of the confidential nature of such information, who are obliged to keep such information in confidence, and who agree to abide by the terms of this Agreement; and

(B) not use the Confidential Information, directly or indirectly, for any purpose not specifically contemplated at the time of its disclosure or by any agreement in accordance with which the Confidential Information was disclosed; and

(C) not copy or reproduce the Confidential Information except as expressly permitted by the Disclosing Party in writing or pursuant to any other agreement between the Parties; and

(D) promptly return to the Disclosing Party, upon request, all Confidential Information, including all copies and records thereof; and

(E) upon termination of this Agreement or any other agreement between the Parties under which the Confidential Information was held, return any Confidential Information, including all copies and records thereof, or certify the Confidential Information, copies and records as destroyed, as required by the Disclosing Party.

5. The Parties acknowledge that the University of Victoria is subject to the Freedom of Information and Protection of Privacy Act and may be required to disclose information in accordance with that Act. Nothing in this Agreement prohibits such disclosure, nor is any disclosure required by that Act or by any other statute, regulation, bylaw, or court order a breach of this Agreement. In the event that the Receiving Party is subject to an order pursuant to any statute, regulation, bylaw or court order requiring disclosure of any Confidential Information, the Receiving Party shall promptly notify the Disclosing Party in writing to enable the Disclosing Party to take such proceedings as it shall think fit to contest the order. Nothing in this Agreement requires the Receiving Party to contest or appeal any such order.

6. Nothing in this Agreement shall be deemed to provide any commitment of any kind by either party to enter into any further agreement with the other party or to provide or disclose any Confidential Information.

7. Any and all rights in and to the Confidential Information disclosed hereunder shall remain the property of the Disclosing Party. Nothing in this Agreement shall be deemed by implication or otherwise to convey to the Receiving Party any right or license, patent, or patent rights with respect to any Confidential Information which the Disclosing Party may have or may obtain, except as expressly provided in any other agreement between the Parties.

8. In the event of a breach of this Agreement by UVic or by [ the company ], the non-reaching party shall be entitled, in addition to any other remedies and/or damages available at law or in equity, to an injunction to restrain the violation hereof by the other party, its employees, agents, servants, affiliates and any and all persons acting for or with the Party in breach of this Agreement

9. The respective parties designate the person identified below from within its own organization to receive any Confidential Information which is subject to this Agreement and to maintain a log and/or file thereof:

Name (Print or type)

_____________________________________

Title: _____________________________________

Signature: _____________________________________

Date: _____________________________________

Telephone: _____________________________________


Fax: _____________________________________

E-Mail: _____________________________________ 10. The Receiving Party shall not be liable for inadvertent, accidental, unauthorized, or mistaken disclosure by its

employees of information obtained pursuant to this Agreement, provided that: 11. the Receiving Party has used the same degree of care as it used to protect its own proprietary information of

like importance, and 12. upon discovery of such disclosure, the Receiving Party has taken reasonable steps to prevent further disclosure

or use. 13. Nothing in this Agreement creates any relationship of agency or employment between the Parties. 14. This Agreement shall be construed and enforced in accordance with the laws of the Province of British

Columbia, Canada. IN WITNESS WHEREOF, the parties have executed this Agreement as of the day and year first above written. UNIVERSITY OF VICTORIA COMPANY

By _____________________________ By ____________________________

Title _____________________________ Title ____________________________

APPENDIX I STATEMENT OF NON-COLLUSION AND AFFIDAVIT

I state that I am ______________________ of__________________________________ (Title) (Name of my Firm)

and that I am authorized to make this affidavit on behalf of my firm, and its owners, directors, and officers. I am the person responsible in my firm for submitting this Proposal and the price(s) and the amount of this Proposal. I state that: The price(s) of this Proposal have been arrived at independently and without consultation, communication or agreement with any other Contractor, or potential Proponent. Neither the price(s) nor the amount of this Proposal, and neither the approximate price(s) nor approximate amount of this Proposal, have been disclosed to any other firm or person who is a Proponent or potential Proponent, and they are to not be disclosed before Proposal opening. No attempt has been made or will be made to induce any firm or person to refrain from proposing on this contract, or to submit a Proposal higher than this Proposal, or to submit any intentionally higher or non-competitive Proposal or other form of complementary Proposal. The Proposal of my firm is made in good faith and not pursuant to any agreement or discussion with, or inducement from, any firm or person to submit a complementary or other non-competitive Proposal. The Proponent declares that it has no existing or prior relationships with any ERP firm, Information Management System developer, integrator or supplier. The Proponent agrees that should the Proponent be awarded a contract for any work required under this Proposal, it may not be eligible for subsequent system implementation work awarded to an ERP firm; and that any ERP firm associated with any work under this Proposal may not be eligible for an award on subsequent ERP installation and implementation. This determination is at UVic’s sole discretion. I state that _______________________________________ understands and acknowledges that the above (Name of my Firm) representations are material and important and will be relied on by The University of Victoria in awarding the contract(s) for which this Solicitation is submitted. I and my firm understand that any false statement in this affidavit is and shall be treated as fraudulent concealment from The University of Victoria of the true facts relating to for this contract. ______________________ ______________________________ (Name) (Company Position) ______________________ ______________________________ (Signature) (Date)
