REQUEST FOR PROPOSAL - University of Northern British Columbiaunbc.ca/.../files/sections/purchasing/rfp12-1401-shredding-services.pdf · The University of Northern British Columbia,

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Request for Proposal

RFP12-1401

SUBJECT: Confidential Shredding Service

DATE OF ISSUE: March 7, 2013

TO RESPOND BY: March 26, 2013 @ 15:00 Hours (3:00 PM Pacific Time)

RESPOND TO: Purchasing Department University of Northern British Columbia 3333 University Way Prince George, BC V2N 4Z9

SIGNATURE AT ISSUE:

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RECEIPT CONFIRMATION FORM

REQUEST FOR PROPOSAL

RFP12-1401 ____________________

Please complete this form and mail or fax IMMEDIATELY to: Purchasing Department University of Northern British Columbia 3333 University Way Prince George, BC V2N 4Z9 Attn: Leslie Burke, Purchasing Agent Fax Number: 250-960-5507 Failure to return this form may result in no further communication regarding this Request for Proposal.

COMPANY NAME:

ADDRESS:

CITY: PROV: POSTAL CODE:

CONTACT PERSON:

CONTACT CONTACT TELEPHONE: FAX:

I have received a copy of the above noted Request for Proposal. ______ Yes, I will be responding to this Request. Therefore, I authorize the University of

Northern British Columbia to send further correspondence ______ No, I will not be responding.

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TABLE OF CONTENTS

REQUEST FOR PROPOSAL RFP12-1401

_______________________________ PAGE RECEIPT CONFIRMATION FORM 1.0 INFORMATION AND INSTRUCTIONS 5

1.1 PURPOSE 5 1.2 DEFINITIONS 5 1.3 ISSUING OFFICE 5 1.4 KEY DATES 6 1.5 CLOSING DATE AND TIME 6 1.6 PROPOSAL SUBMISSION 6 1.7 PROPOSAL COSTS 8 1.8 IRREVOCABLE OFFER 8 1.9 INQUIRIES AND CHANGES 8 1.10 SELECTION PROCESS 9 1.11 BASIS OF SELECTION 10 1.12 RIGHT TO REJECT 11 1.13 CONTRACTUAL OBLIGATION 11 1.14 CONTRACT PROVISIONS BY REFERENCE 12 1.15 CONFIDENTIALITY 12

2.0 GUIDELINES TO SUBMISSION OF PROPOSAL 13

2.1 FEATURES AND ADVANTAGES 13 2.2 PROPONENT QUALIFICATIONS AND REFERENCES 13 2.3 PROPOSED SYSTEM 13 2.4 COSTS 13 2.5 SERVICE SCHEDULE 14 2.6 SAMPLES 14

3.0 MANDATORY CONTRACTUAL PROVISIONS 15

3.1 THE UNIVERSITY’S AUTHORIZED REPRESENTATIVES 15 3.2 AMENDMENTS 15 3.3 INSURANCE 15 3.4 WORKERS’ COMPENSATION 16 3.5 APPLICABLE REGULATIONS 16 3.6 GOVERNING LAW 16 3.7 ASSIGNMENT 16

3.8 WORK ORDER PERMIT 16 3.9 PROOF OF BONDING 16 3.10 PROTECTION OF PERSONAL INFORMATION 16

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4.0 PREFERRED CONTRACTUAL PROVISIONS 17

4.1 COMMITMENTS, WARRANTIES AND REPRESENTATIONS 17 4.2 TERMINATION AND CANCELLATION 17 4.3 PAYMENT 18 4.4 INDEMNITY 18 4.5 REJECTED WORK 18 4.6 INDEPENDENT CONTRACTOR 19 4.7 FORCE MAJEURE 19 4.8 EXECUTION OF TENDER 19

ATTACHMENT A: MINIMUM REQUIREMENTS 20-21 SCHEDULE I: BIDDERS SUBMISSION CHECKLIST 22 SCHEDULE II: ITEMIZED PRICE LIST 23 SCHEDULE II(A): PROPOSAL RESPONSE FORM 24 SCHEDULE III: PROPOSAL SIGNATURES(S) 25 SCHEDULE IV: COMPANY HISTORY AND RELATED INFORMATION 26 SCHEDULE V: REFERENCE INFORMATION 27 SCHEDULE VI: ADDITIONAL INFORMATION 28 SCHEDULE VII: SUSTAINABILITY 29

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UNIVERSITY OF NORTHERN BRITISH COLUMBIA


RFP12-1401 ___________________

1.0 INFORMATION AND INSTRUCTIONS

1.1 PURPOSE

The University of Northern British Columbia, hereinafter referred to as the “University” is in the final stages of selecting an experienced Vendor to provide shredding services for a two year period, with the option to renew for two additional one year periods.

1.1.1 Determine final pricing. 1.1.2 Specify the terms and conditions that would govern any resulting contract. 1.1.3 Select the successful Proponent.

This Request for Proposal states the instructions for submitting proposals, and the procedure and criteria by which the Vendor will be selected.

1.2 DEFINITIONS

Hereinafter, each company receiving this Request for Proposal is referred to as a “Proponent”. A Proponent’s proposal in response to the Request for Proposal is referred to as a “Proposal”. The successful Proposal(s) and the company whose Proposal is awarded is referred to as the “Vendor”.

1.3 ISSUING OFFICE

University of Northern British Columbia Purchasing Department 3333 University Way Prince George, BC V2N 4Z9

Attention: Leslie Burke, Purchasing Agent Fax: 250-960-5507

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1.4 KEY DATES

Listed below are the important events and the target dates and times by which the events are expected to be completed:

A. Issue of Request for Proposal March 7, 2013 B. Return Receipt Confirmation Form Immediately C. Respondent’s Inquiries Up to the end of March 15, 2013 D. University’s Answers Up to the end of March 19, 2013 E. Due Date for Submission of Proposals March 26, 2013 F. Award of Contract intended to be by April 4, 2013 G. Contract to Commence estimated at April 25, 2013

1.5 CLOSING DATE AND TIME

Proposals, signed by the Proponent’s authorized representative, must be received by the Issuing Office, not later than 3:00 PM (1500 Hours) Pacific Time, March 26, 2013.

The University will not accept submissions of any Proposals after the closing date and time. Any submissions received after the closing date and time shall be considered disqualified and will be returned unopened to the Respondent who submitted the RFP. Under no circumstances, regardless of weather conditions, transportation delays, or any other circumstances, will late submissions be accepted.

1.6 PROPOSAL SUBMISSION

One copy of the Proponent’s proposal, must be submitted to the Issuing Office on or before the closing date. The Proposal number and description are to be clearly marked on the outside of the envelope.

a) The signature page, schedule II must be signed. b) All information must be received prior to the closing date and time.

In the essence of SUSTAINABILITY, the following practices are suggested regarding your submission.

a) there is no need to include the front end of this document. The University has the original.

b) to minimize the amount of paper used, do not submit anything that is not required or does not add value to your submission, where possible, duplex the pages.

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c) as an alternative, the Proposal may be submitted in MS Word, MS Excel, and/or Adobe format on a cd, flash drive, or electronically to [email protected] with the subject “shredding”. The signature page, schedule II must be signed.

d) Regardless of method of submitting proposal, whether it be in print form and in an envelope, on a cd, on a flash drive, or e-mailed. All information must be received prior to the closing date and time.

One copy of the Proponent’s proposal, must be submitted to the Issuing Office on or before the closing date. The proposal must be in sealed envelope with the RFP number on the outside. FAXED REPLIES WILL NOT BE ACCEPTED. Proponents may not make modifications to their Proposals after the closing date and time except as may be allowed by the University pursuant to Section 1.10.

Amendments to a Request for Proposal by facsimile will be accepted provided that the amendment amount is shown and not the total offer. Amendments must be received in writing prior to the Closing Time to be considered as part of the Respondent's proposal.

The University accepts no responsibility for non-receipt and delays in receipt caused by facsimile transmission and reception problems, equipment failure, or any other similar cause. Verbal, telephonic, facsimile and telex modifications or amendments received after the Closing Time will not be considered and will not form any part of the Proposal submitted.

SECTIONS 1.0, 2.0, 3.0 and 4.0, ATTACHMENT A , SCHEDULES I, II, III, IV, V, VI, VII, addenda, specifications, terms and conditions, and any attachments hereto shall become part of any contract entered into between the successful proponent and the University of Northern British Columbia.

Proposals which contain qualifying conditions otherwise fail to conform to these instructions may be disqualified or rejected.

Proposals will be opened immediately after the Closing Time at the office of the Purchasing Division, University of Northern British Columbia, Room 1085, 3333 University Way, Prince George, BC V2N 4Z9. Respondents are invited to attend the Proposal Opening. Pricing will NOT be disclosed, only the names of the Respondents who have submitted proposals will be disclosed by the University of Northern British Columbia and only to the Respondents in attendance.

The University may reproduce any of the Proponent’s Proposal and supporting documents for internal use or for any other purpose required by law.

mailto:[email protected]

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The University will not be obligated in any way by the Proponent’s Proposal. The University will not return any of the Proponent’s Proposal and supporting documents to the Proponent.

1.7 PROPOSAL COSTS

The Proponent has the sole responsibility for any costs associated with preparing and submitting its Proposal in response to the Request for Proposal.

In no event will the University be responsible for the costs of preparation or submission of any Proposal.

1.8 IRREVOCABLE OFFER

Proposals submitted to the University shall constitute a valid and irrevocable offer which is open for acceptance by the University from and after submission until the expiration of the 60th day following the Closing Date specified in Section 1.5.

The University reserves the right to accept the Proposal which it deems most advantageous, and the right to reject any or all Proposals.

The University will not be liable under any contract in connection with this Request for Proposal, or the submission of Proposal, unless and until the University has accepted one or more Proposals.

1.9 INQUIRIES AND CHANGES

Any inquiries regarding technical requirements or the selection process and terms of the Request for Proposal MUST be faxed or e-mailed before March 16, 2013 to:

Leslie Burke, Purchasing Agent Fax: (250) 960-5507 or subject: RFP12-1401 shredding question [email protected]

Questions submitted on time and the answers from the University of Northern British Columbia will be issued in written form and signed by the Purchasing Agent and then sent out as an addendum. Any Addenda shall be considered as part of the Proposal Documents. All Addendums will be posted on the UNBC Purchasing website listed as “Active Tenders & RFP’s”.

In the event the University’s server is not available, or for any other situation the University deems reasonable, then the addendums will be faxed to parties registered as having returned the Receipt Confirmation form and/or submitted an inquiry on time. Any Respondent who does not submit the RECEIPT CONFIRMATION will not necessarily be sent any amendments or addenda

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No Respondent who signs and returns the Receipt Confirmation letter is obligated to submit a proposal.

It is the responsibility of each Proponent to inquire about and clarify any requirements of this Request for Proposal which are not understood.

The University of Northern British Columbia shall not be responsible for, and the Respondent shall not rely upon, any instructions or information given to any Respondent other than in writing in accordance with the requirements of the Request for Proposal.

The RFP is not to be discussed directly or indirectly with any other University of Northern British Columbia employee, contractor, or representative except at the direction of the Purchasing Agent. Proponents must not attempt to communicate directly or indirectly with members of the public or the media, about the project described in this Request for Proposals or otherwise in respect of the Request for Proposals, other than as expressly directed or permitted by the University. Failure to do so could result in the rejection of your bid.

Proponents must obtain their own information on all matters and things that may in any way influence them in making their Proposal and fixing prices.

Proponents must satisfy themselves in all respects as to the risks and obligations to be undertaken by them.

If a Proponent discovers any inconsistency, discrepancy, ambiguity, errors, or omissions in this Request for Proposal, it must notify the University immediately in writing.

The University may, at any time, make and stipulate changes to this Request for Proposal.

The University may provide additional information, clarification or modification by written addenda. All addenda shall be incorporated into and become part of the Request for Proposal. The University shall not be bound by oral or other informal explanations or clarifications not contained in written addenda.

1.10 SELECTION PROCESS

Because the University bases any decision to award a contract on the Proposals submitted, Proponents should include all requirements, terms or conditions it may have in their proposal, and should not assume that any opportunity will exist to add such matters after the Proposal is submitted.

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If the University determines, in its sole discretion, that one Proponent is clearly more highly qualified than the others under consideration, it may decide to award a contract directly to that Proponent.

The University reserves the right, at its sole discretion, to negotiate, clarify, and request additional information with any Proponent as it sees fit, or with another Proponent or Proponents concurrently. In no event will the University be required to offer any modified terms to any other Proponent. The University shall incur no liability to any other Proponent as a result of such negotiations or modifications. At the conclusion of the Request for Proposals process, all Proponents will be notified.

1.11 BASIS OF SELECTION

The University will not necessarily accept the lowest price or any Proposal. Any implication that the lowest or any Proposal will be accepted is hereby expressly negated.

The University will not be limited as to its criteria for evaluation of Proposals. The University may take into account whatever criteria and considerations it wishes to. These may include:

1.11.1 The Proponent’s capability to provide a high quality product and services as

described in Attachment A and the information contained in the technical documentation supplied by the Proponent in response to this Request for Proposal.

1.11.2 Any features or advantages which are unique to the Proponent’s Proposal

which the University has not listed in Attachment A.

1.11.3 The Proponent’s relevant experience, qualifications and success in providing product and services of the type described in Attachment A. The Proponent’s ability to effectively manage and perform the work.

1.11.4 The quality of the Proposal, specifically: Proposals shall be prepared in a

straight forward manner, and shall describe the Proponent’s offering(s) and product capabilities in a format that is reasonably consistent, comprehensible, and appropriate to the purpose.

1.11.5 The contractual terms proposed by the Proponent which would govern any

contractual relationship with the University. The proponent’s ability to cooperate and work effectively with the University, and the University’s representatives.

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1.11.6 The proponent’s understanding of the scope of the work. The Proponent’s

quality assurance program as it applies to this RFP.

1.11.7 The Proponent’s references from institutions which are comparable to the University.

1.11.8 The Proponent’s price.

1.12 RIGHT TO REJECT UNBC reserves the right to reject any or all bids and to accept any bid it considers

advantageous. The lowest or any Quotation may not necessarily be accepted if UNBC determines, at its sole discretion and after appropriate investigation and evaluation, that:

1.12.1 The Proposal must be cancelled due to financing problems or changing

economic circumstances 1.12.2 Information becomes available after the Proposal closing which significantly

changes the scope or extent of the project 1.12.3 The proposals, or any of the proposals, exceed the projected spending. 1.13 CONTRACTUAL OBLIGATION

Mandatory Contractual Provisions (Mandatory Provisions) and Preferred Contractual Provisions (Preferred Provisions) that will govern any subsequent contract issue are outlined in this Request for Proposal. The Proponent’s Proposal is automatically deemed to include the Proponent’s agreement to the Mandatory Provisions and the Preferred Provisions unless the Proponent expressly and specifically provides otherwise in its Proposal.

Mandatory Provisions are listed in Section 3.0. The Proponent may not modify any Mandatory Provisions in its Proposal. If the Proponent has any Mandatory Provision or wished to incorporate or use any Proponent standard terms and conditions, the Proponent shall append such materials to its Proposal and indicate thereon such Mandatory Provisions. The Proponent’s Mandatory Provisions will also be considered as part of the selection process.

Preferred Provisions are listed in Section 4.0. Such provisions are desirable to the University but are open to negotiation between the University and the Proponent. The Proponent may reject or make changes to preferred provisions by explicitly stating so in its Proposal.

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1.14 CONTRACT PROVISIONS BY REFERENCE

The University’s acceptance of the Proponent’s Proposal by issuance of a UNBC Service Contract shall create a contract between the University and such Proponent containing all specifications, terms and conditions in the Proposal except as amended in the UNBC Service Contract. Any exceptions taken by the Proponent which are not included in the UNBC Service Contracts will not form part of the contract.

In the event of a conflict between the terms and conditions of the Request for Proposal and information submitted by a Proponent, the terms and conditions of this Request for Proposal and the UNBC Service Contract will govern.

1.15 CONFIDENTIALITY

The Proponent acknowledges that the University is a public body subject to the Freedom of Information and Protection of Privacy Act (the Act). The Proponent shall review the Act and determine the categories of records which are exempt from disclosure under the Act. The Proponent shall clearly mark “Confidential” all information regarding the items and conditions, financial and/or technical aspects of the Proponent’s Proposal, which in the Proponent’s opinion are of a proprietary or confidential nature at the relevant item or page.

If the University receives a request for information under the Act which includes information provided by the Proponent, the University will give the Proponent notice of such request and the Proponent will respond to such notice within 20 days or less. If the Proponent does not respond to the notice from the University, the University will proceed to process the request for information. The University shall use all reasonable efforts to hold all information marked “Confidential” by the Proponent in strict confidence but shall not be liable for any inadvertent disclosure.

If the University’s response to a request under the Act is appealed to the Office of the Information and Privacy Commissioner, the Proponent shall have the burden of proof per section 57 (3) of the Act. The Proponent shall be responsible for all costs related to its confidentiality requirements.

If the University declares and marks certain information about the University to be received by the Proponent as “Confidential”, the Proponent must not disclose such “Confidential” information to any third parties unless authorized to do so in writing by the University.

The Proponent and The University agree that the reciprocal obligations of confidentiality will survive the termination of any contract that might arise between the parties.

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2.0 GUIDELINES TO SUBMISSION OF PROPOSAL

In order to receive a uniform format of Proposal from all Proponents, the following guidelines for formatting the proposal have been outlined.

2.1 FEATURES AND ADVANTAGES

The Proponent shall include a summary of pertinent points in the Proposal that the Proponent wishes to highlight.

2.2 PROPONENT QUALIFICATIONS AND REFERENCES

Proponents are requested to provide a summary of their qualifications to both supply and support the work being proposed. Please supply a minimum of three references, and describe how the services provided to these references are similar to the services proposed to the University.

University/Institutional/Commercial references are preferred.

2.3 PROPOSED SERVICES

The Proponent shall describe how the proposed services meets the requirements set forth in Attachment A. Any services which cannot be met shall be identified in the Proposal.

2.4 COSTS

All prices must be quoted duty exempt and tax excluded. Each Proponent shall provide separate prices for:

2.4.1 Proposed services.

2.4.2 Any charges not specified in the above which will or may be billed to the

University by the Vendor in performing the work proposed. In addition, the Proponent shall clearly indicate any known possibility for unanticipated charges to the University, other than the Proponent’s charges specified in its Proposal, as well as make any suggestions for cost savings in any area.

2.4.3 Price submissions are to be valid for a minimum of two years. If the contract

is renewed for a third year, then pricing will be renegotiated. Market driven increases will be negotiated and must be approved in writing by the University.

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2.5 SERVICE SCHEDULE

The Proponent must specify its proposed service schedule for the University. 2.6 SAMPLES

Where required by the specifications, submission of samples for approval and testing shall be labelled with the Proposal name and number, proponent's name, and any other identifying information.

Samples, when requested by the specifications or in the evaluation phase or negotiation phase with the University of Northern British Columbia, shall be made available free of charge unless otherwise agreed upon by the University of Northern British Columbia. Please contact the Purchasing Agent if you have any concerns.

Shipping charges to and from the University of Northern British Columbia for samples requested in regards to this Proposal will be the responsibility of the Respondent. Samples may be returned and if so, will be returned collect to the Respondent's address.

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3.0 MANDATORY CONTRACTUAL PROVISIONS

The following terms and conditions are mandatory and shall be deemed to be incorporated.

3.1 THE UNIVERSITY’S AUTHORIZED REPRESENTATIVES

The only persons who are or shall be authorized to speak or act for the University in any way with respect to any contract resulting from this Request for Proposal are those whose positions or names have been specifically designated in Section 1.9 of this RFP or whose positions or names will be specifically designate in the Vendor’s UNBC service contract.

It is hereby declared and agreed by the Proponent that the Proposal submitted to the University by the Proponent have been prepared on the basis of its own knowledge of the nature of the work to be performed or of the goods to be supplied, the location, quality, and character of the equipment and facilities needed, as well as general and local conditions and all other such matters which can affect the Proponent’s performance under any contract between the parties that might result from the Proponent’s Proposal.

The Proponent further agrees that it does not rely upon any information given or statements made by representatives of the University with regard to the Proponent’s Proposal or work to be performed.

3.2 AMENDMENTS

No amendment of a contract resulting from this proposal process shall be effective unless it is reduced to writing and executed by the University’s Director, Facilities Management or Contracts Administrator and by the individual signing the Proponent’s Proposal or another individual named by the Proponent.

3.3 INSURANCE

The Proponent warrants and represents that it has the following insurance: 3.3.1 GENERAL LIABILITY INSURANCE

General Liability Insurance with a limit of not less than $2,000,000.00 inclusive per occurrence for bodily injury, (including death) and damage to property including loss of use thereof. Such insurance shall include coverage for broad form property damage, contractual liability, completed operations and product liability. The University of Northern British Columbia shall be named as an additional insured on the policy, but only with respect to the operations of the Vendor in the performance of this contract.

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3.3.2 AUTOMOBILE LIABILITY INSURANCE

Automobile Liability Insurance for a limit of not less than $2,000,000.00 for all owned, leased or rented licensed vehicles used in the performance of the contract.

3.4 WORKERS’ COMPENSATION

The Proponent with whom the University wishes to contract warrants and represents that it shall comply with the relevant Workers’ Compensation Board requirements. The Vendor is responsible for WorkSafe BC insurance for the Vendor and all of the Vendor’s workers.

3.5 APPLICABLE REGULATIONS

All product/services provided shall comply with all applicable provincial and federal regulations.

3.6 GOVERNING LAW

Any contract resulting from this request for proposal shall be governed by and interpreted in accordance with the laws of the Province of British Columbia.

3.7 ASSIGNMENT

Any agreement made as a result of this Request for Proposal may not be assigned or transferred by either party to such agreement without the prior written approval of the University.

3.8 WORK ORDER PERMIT

48 hours prior to the commencement of each term, the Vendor will need to fill out a Work Order Permit available through the Facilities department.

3.9 PROOF OF BONDING

As a condition of award, the Vendor has 72 hours from the time the University makes the request, to provide company proof of bonding.

3.10 PROTECTION OF PERSONAL INFORMATION

The Vendor must protect personal information by making reasonable security arrangements against such risks as unauthorized access, collection, use, disclosure or disposal, including any expressly set out in the Agreement.

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4.0 PREFERRED CONTRACTUAL PROVISIONS

The following terms and conditions are desirable. Proponents may propose alternate language, but are requested to limit their changes to those of a substantive nature. Except to the extent that changes are made in the Proponent’s Proposal, these provisions shall be deemed to be incorporated in the Proponent’s Proposal.

4.1 COMMITMENTS, WARRANTIES AND REPRESENTATIONS

Any commitment made by a Proponent pursuant to its Proposal shall be binding upon the Proponent. For the purposes of its Proposal, a commitment by a Proponent includes:

4.1.1 Prices and options committed to remain in force over specified periods of

time.

4.1.2 Any written warranty or representation made by the Proponent in a Proposal as to product or service performance.

4.1.3 Any written warranty or representation made by the Proponent concerning

the characteristics of items described in 4.1.2 above made during the course of negotiations whether or not incorporated into a formal amendment to the Proposal in question; and

4.1.4 Any written warranty or representation by the Proponent in a Proposal,

support documents, side letters or other memoranda, or negotiations subsequent thereto as to training to be provided, services to be performed, prices and options committed to remain in force over fixed periods of time, or any other similar matter regardless of the fact that the duration of such commitment may exceed the duration of any contract that may be entered into by the parties.

4.2 TERMINATION AND CANCELLATION

4.2.1 Time is of the essence in any contract resulting from this tender. UNBC

reserves the right to invoke all available remedies for non-performance.

4.2.2 The University shall have the unilateral right to terminate any contract formed between the parties in the event that any one or more of the following events of default repeatedly occur or continue during the term of the contract: (a) the Vendor shall fail to deliver the services required by the agreement or (b) the Vendor shall repeatedly fail to respond to requests for services within the time limits set forth in the agreement or (c) the Vendor shall breach any of the other terms set forth within the agreement or (d) the Vendor defaults in the payment of any amount due and payable to the University hereunder and

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such default remains unremedied for a period of FIFTEEN (15) days after notice or demand from the University (d) upon 60 days notice by the University.

4.2.3 If this Agreement is terminated as herein provided, the following provisions

shall apply:

4.2.3.1 The Vendor shall cease forthwith the provision of Service and all its operations at the University under this Agreement;

4.2.3.2 The University shall pay to the Vendor the amounts due to the Vendor (if any)

4.3 PAYMENT

4.3.1 Payment terms shall be net 30 days after receipt of services to the

satisfaction of the University’s Director Facilities Management for the time period being invoiced and receipt of invoice, unless otherwise stated.

4.3.2 The Contract number must appear on all invoices submitted to UNBC. All

invoices shall be forwarded to:

University of Northern British Columbia Attention: Accounts Payable 3333 University Way Prince George, BC V2N 4Z9

4.4 INDEMNITY

The Vendor shall indemnify the University for all damage suffered by it due to the negligent actions or wrongful acts of the Vendor, its employees, servants or agents. The Vendor shall indemnify and hold harmless the University, its Board of Governors, its employees, students, servants and agents from all claims, demands, losses, costs, damages, actions, suits, or proceedings initiated by third parties arising from the negligence of the Vendor, his employees, servants, or agents.

4.5 REJECTED WORK

4.5.1 Defective work, whether the result of poor workmanship, use of defective

products, or damage through carelessness or other act or omission of the Vendor and whether incorporated in the Work or not, which has been rejected by UNBC as failing to conform to the Contract Documents shall be re-executed promptly in accordance with the Contract Documents at the Vendor's expense.

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4.5.2 If, in the opinion of UNBC, it is not expedient to correct defective work or work not performed in accordance with the Contract Documents, UNBC may deduct from the monies otherwise due to the Vendor the difference in value between the work as performed and that called for by the Contract Documents. The amount which will be deducted will be determined in the first instance by UNBC.

4.6 INDEPENDENT CONTRACTOR

4.6.1 The Vendor will be an independent contractor and not the servant, employee or agent of the University. 4.6.2 The Vendor will not in any manner whatsoever commit or purport to commit the University to the payment of any money to any person, firm or corporation. 4.6.3 The University may, from time to time, give such instructions to the Vendor

as it considers necessary in connection with the provision of the Services but the Vendor will not be subject to the control of the University in respect of the manner in which such instructions are carried out.

4.7 FORCE MAJEURE

The University shall not be liable for any damage, breach of contract, or breach of covenant contained in this contract, due to causes beyond control of the University, and in particular, (but not so as to restrict the generality of the foregoing) it shall not be liable for damages or breach caused by act of God, acts of military or civil authorities, war, riot or civil disobedience, fire, explosion, strikes, lock outs or other labour unrest, including picketing, (whether lawful or not), nor shall it be liable for damages or breaches of covenant or contract caused by its being unable to obtain labour, materials, or facilities, and the University shall not, in any event, under any circumstances whatever, be liable for consequential damage or special damages to any person arising by reason of any of the aforesaid matters.

4.8 EXECUTION OF TENDER

4.8.1 The Vendor shall have and maintain a valid and appropriate business license.

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ATTACHMENT A

SCOPE OF SERVICES

REQUEST FOR PROPOSAL RFP #12-1401

________________

SPECIFICATIONS The proposal pricing is to include the shredding of confidential paper product and non-paper product. Shredding must occur on the University’s site. Please include in the proposal the frequency of shredding. For paper product, prefer monthly or every 6 weeks. Please also include a proposal for alternative schedules including on an as and when requested basis. This service will be provided to the 3333 University Way location. Please indicate other University locations where shredding services could be, if requested by the University, expanded to include either on a regular or occasional basis: UNBC Downtown BMO Bank of Montreal Centre located at 1310-3rd Av._______________(yes/no) UNBC Terrace, 4837 Keith Av, Terrace BC_______________________._______________(yes/no) Proposal price should be valid from April 2013 to April, 2015. Pricing for the third and fourth years shall be negotiated on each occurrence if the contract is extended on one or both occassions. Market driven increases will be negotiated and must be approved in writing by the University. The University does NOT own any shredding collection bins. At the moment, all shredding is brought internally to Distibution Services at the Main Receiving Dock and placed in three 96 gallon containers. The estimated volume of paper is 1200-1500lbs per month. Volume does vary. In Schedule II, please provide pricing for collection bins at Distribution Services. Please provide pricing for collection bins within the University, when and if, the University chooses to place more shredding collection bins elsewhere in the facility.

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Please indicate whether you offer the following services: Yes No Do you shred confidential non-paper products such as: Plastic overheads (transparencies) ____ ____ Cd’s ____ ____ Disks ____ ____ Tapes (VHS) ____ ____ Carbon Rolls ____ ____ Hard Drive ____ ____ Others:____________________________________________ If yes, how are these non-paper products collected and shredded? In Schedule II, please provide the invoice charges associated with shredding these items: ___________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

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SCHEDULE I

BIDDERS SUBMISSION CHECKLIST


____________________ I have remembered to include the following in my proposal submission: yes 1. SCHEDULE II - ITEMIZED PRICE LIST ____ 2. SCHEDULE II (A) - PROPOSAL RESPONSE FORM ____ 3. SCHEDULE III - PROPOSAL SIGNATURE(S) ____ 4. SCHEDULE V - REFERENCE INFORMATION ____ 5. SCHEDULE VI - ADDITIONAL INFORMATION ____ 6. SCHEDULE VII – SUSTAINABILITY ____ 7. ATTACHMENT A – SPECIFICATIONS ____

ENSURE YOUR SUBMISSION IS SIGNED. FAILURE TO SIGN YOUR PROPOSAL WILL RESULT IN AUTOMATIC REJECTION.

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SCHEDULE II PRICE LIST


RFP #12-1401 ____________________

Proposed Prices (Tax not included) for the supply of shredding services as specified in this document. Please include all costs that will be charged to UNBC as there will not be an opportunity to add any. This would include environmental charges, energy charges, etc. Charges not identified with in the proposal are not to be invoiced to the University. Additions, deletions, increases, and/or decreases to the quantities and frequencies may occur during the term of the contract. The price structure shall remain firm should there be adjustments. Please, no hand written submissions. Necessary forms/schedules are posted also in Word. Please identify frequency schedules being proposed. We hereby list below an itemized breakdown of prices as follows: Identify tax(es) and which charges apply.

The period for which the Proposal Prices are guaranteed to the University: ____________________________________________ (Note: Must be 24 months Minimum)

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SCHEDULE II (A)

PROPOSAL RESPONSE FORM


____________________

This proposal response form must be completed by each Proponent and forwarded to The University of Northern British Columbia. All requirements outlined in the Request for Proposal with their submission and any other documentation requested by UNBC, and any important information developed by the Proponent as part of its presentation, must accompany this form.

PROPOSAL We, ____________________________, having examined the Request for Proposal and all other information and documents included in the Request for Proposal, do hereby offer and agree to furnish __________________ as described. 1. Receipt of the following addenda is acknowledged:

Addendum No._______________ Date: __________________ Addendum No._______________ Date: __________________ Addendum No._______________ Date: __________________

2. The University reserves the right to waive irregularities and informalities, to reject

proposals from Proponents found not to be responsive according to the terms of the invitation, and the right to reject all proposals.

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SCHEDULE III

PROPOSAL SIGNATURE(S)


____________________ The undersigned agrees not to withdraw or modify this Proposal for a period of (24) months from submission deadline. NAME OF FIRM: _________________________________________________ AUTHORIZING SIGNATURE: ______________________________________ ______________________________________ Print Name Official Capacity: _________________________________________________ Address: _________________________________________________ City: _________________________________________________ Province or State: _________________ Postal or Zip Code: ___________ Date: _________________________________________________ Telephone: _________________ Fax:________________________ Duly authorized officers of the Proponent(s) shall properly execute the Proposal as follows: If the Proponent is a corporation, the proposal shall be signed in the name and under the seal of the corporation by a duly authorized officer of the corporation, with the designation of hislher official capacity, and attested properly. The proposal shall show the place in which the corporation is chartered. If the Proponent is an individual, he or she shall sign the proposal in person or by representative and be witnessed, stating the name or style, if any, under which he or she is doing business. If the signing is by representative, his or her power of attorney or other authorization shall be stated, and a certified copy thereof shall be attached to the Proposal. If the Proponent is a joint venture or partnership, the proposal shall be signed by each of the persons or firms, which is a party to the joint venture agreement. A certified copy of the joint venture agreement shall be attached to the Proposal. A joint venture will not be accepted unless the joint venture agreement or some other signed and legally binding instrument is certified and attached to the proposal, containing provisions for one of the parties to the joint venture to be in full direction of the project and to exercise this direction through a single individual, to be appointed Manager of Operations with the consent of all parties to the joint venture agreement.

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SCHEDULE IV

COMPANY HISTORY AND RELATED INFORMATION


____________________ 1. Please give a brief history of your organization. Include number of employees, location of

head office, personnel assigned to this project, and their experience.

RFP10-1235 Page 27 __________________________________________________________________________

SCHEDULE V

REFERENCE INFORMATION


_______________________

Services Received Company Name Contact Person Phone Number

1. 2. 3.

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SCHEDULE VI

ADDITIONAL INFORMATION


_______________________

1) Please describe the steps taken to ensure shredding is secure?

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SCHEDULE VII

SUSTAINABILITY


RFP #12-1401

Please provide information on your company’s environmentally sound ways of doing business? Please include information on what happens to the shredded material after it leaves the University of Northern British Columbia?