GHG Emission Verification Services University of Western Ontario by jolinmilioncherie

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									                                 Request for Quotations

                                          For

                     Greenhouse Gas Emissions Verification Services




                       Request for Quotation No.: UWORFQ03-1181

                                  Issued: May 17 2011

                             Submission Date: June 17 2011




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                                                           TABLE OF CONTENTS




PART 1 – INTRODUCTION ............................................................................................................ 3
   1.1        Invitation ......................................................................................................................................... 3
   1.2        Agreement on Internal Trade................................................................................................... 4
   1.3        Submission Instructions............................................................................................................. 4
   1.4        Respondents to Review RFQ ..................................................................................................... 4
   1.5        All New Information to Respondents by Way of Addenda ............................................. 4
   1.6        Debriefing ........................................................................................................................................ 5
   1.7        Bid Protest Procedure ................................................................................................................. 5

PART 2 – EVALUATION OF QUOTATIONS ............................................................................... 5
   2.1    Stages of Evaluation ..................................................................................................................... 5
   2.2    Mandatory Requirements .......................................................................................................... 5
     2.2.1    Quotation Form ................................................................................................................................... 6
     2.2.2    Other Mandatory Criteria ................................................................................................................ 6
   2.3    Rated Criteria ................................................................................................................................. 6
PART 3 – TERMS OF REFERENCE AND GOVERNING LAW .................................................. 6
APPENDIX A – Deliverables ......................................................................................................... 9
APPENDIX B – Quotation Form ................................................................................................ 12




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                                   IMPORTANT DATES

Issue Date of RFQ                                               May 19 2011
Deadline for Questions                                          May 27 2011
Deadline for Issuing Addenda                                    May 31 2011
Submission Date                                            June 17 2011 12:00 PM

The RFQ timetable is tentative only, and may be changed by Western at any time prior to
the Submission Date. Responses submitted after the Submission Date will be rejected.

PART 1 – INTRODUCTION
1.1    Invitation
This Request for Quotation (“the RFQ”) issued by The University of Western
Ontario(Western) is an invitation to submit non-binding offers for the provision of
greenhouse gas emission (GHG) verification services as further described in Appendix A, for
the Rates established in Appendix B. The respondent selected pursuant to this RFQ
process will be informed in writing. Respondents not selected should look for the notice of
award publicly posted in the same manner as the RFQ document was originally posted.

University of Western Ontario Background

Western of Western Ontario (Western or UWO), the third largest university in Ontario, has a full and
part-time enrolment of more than 34,750 graduate and undergraduate students and includes
affiliate University Colleges. The Western campus covers 487 hectares and is located about 4 km
north of the centre of London. There are approximately 3700 Full-Time Staff and Faculty. An
additional 5,000 Part-Time Staff and Faculty represent approximately 3,800 Full-Time equivalents.

Interested parties are welcome to visit Western’s website (www.uwo.ca) to obtain general information
regarding facts, programs and services.

Western is part of, the Talloires Declaration (TD) which was written in 1990. This document
is a ten-point action plan for incorporating sustainability and environmental literacy in
teaching, research, operations and outreach at colleges and universities. It has been signed
by over 350 university presidents and chancellors in over 40 countries, including Western.

The Talloires declaration states that Universities have a major role in the education,
research, policy formation, and information exchange necessary to make these goals
possible. Thus, university leaders must initiate and support mobilization of internal and
external resources so that their institutions respond to this urgent challenge. As a result of
this declaration Western has published an Environment and Sustainability statement on their
website.

Western's Physical Plant and Capital Planning Services are the campus leaders in
implementing sustainable practices. Western’s infrastructure consists of a mix of new and
aging buildings spread over a large geographical area. This requires that staff, services and
goods be transported within this large geographic area. As part of UWO sustainability
initiative, the Physical Plant and Capital Planning Services are preparing to meet the




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requirements of the Environmental Protection Act, Greenhouse Gas Emissions Reporting.

Proponents are invited to submit quotations to supply the deliverables as defined in Appendix A
Deliverables Section 1 Functional Specifications.

1.2     Agreement on Internal Trade
Respondents should note that procurements falling within the scope of Chapter 5 of the
Agreement on Internal Trade are subject to that chapter but that the rights and obligations of
the parties shall be governed by the specific terms of each particular tender call. For further
reference please see the Internal Trade Secretariat website at http://www.ait-
aci.ca/index_en.htm.

1.3    Submission Instructions
Respondents are requested to submit their Quotation Form (Appendix B) in the form
prescribed herein by the Submission Date to Western Contact identified below in the
manner set out below:

University Contact:                    Helga Alcorn

Facsimile No.:                         519-661-3772

E-mail:                                halcorn@uwo.ca

Address:                               University of Western Ontario
                                       1393 Western Road, Suite 6100,
                                       London, On
                                       N6A 3K7

Proponents have the option to deliver their bid submissions to the above address, fax
or email to halcorn@uwo.ca .

1.4     Respondents to Review RFQ
Respondents shall promptly examine all of the documents comprising this RFQ and (a) shall
report any errors, omissions or ambiguities and (b) may direct questions or seek additional
information in writing by e-mail or fax on or before the Deadline for Questions to Western
Contact. Western is under no obligation to provide additional information but may do so at
its sole discretion. It is the responsibility of the respondent to seek clarification from Western
Contact on any matter it considers to be unclear. Western shall not be responsible for any
misunderstanding on the part of the respondent concerning this RFQ or its process.

Respondents and their representatives may not contact individuals employed or engaged by
any member of Western, other than the Western Contact, concerning matters regarding this
RFQ. Only information received by Western Contact will be considered in the RFQ process.
All such communications must be in writing. Any respondent that does not follow these
instructions may be disqualified.

1.5     All New Information to Respondents by Way of Addenda
This RFQ may be amended only by an addendum in accordance with this section. If
Western, for any reason, determines that it is necessary to provide additional information
relating to this RFQ, such information will be communicated to all respondents by addenda.
Each addendum shall form an integral part of this RFQ. Such addenda may contain
important information, including significant changes to this RFQ. Respondents are
responsible for obtaining all addenda issued by Western.



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1.6     Bid Protest Procedure
If a respondent wishes to challenge the outcome of the RFQ process, it should provide
written notice to Western Contact within sixty (60) days of notification of award, and Western
will respond in accordance with its bid protest procedures.


PART 2 – EVALUATION OF QUOTATIONS

2.1   Stages of Evaluation
The evaluation of quotations will be conducted in the following stages:

Stage I
            Review of Mandatory Requirements - will consist of a review to determine which
            proposals comply with all of the mandatory requirements (Pass/Fail). Proposals failing to
            satisfy the mandatory requirements as of the Submission Date will be provided an
            opportunity to rectify any deficiencies. Proposals failing to satisfy the mandatory
            requirements as of the Rectification Date will be excluded from further consideration.
Stage II
            Evaluation of Rated Criteria - will consist of scoring by the Evaluation Team of each
            Eligible Proposal on the basis of the Rated Criteria. Proposals that do not meet the
            minimum requirements of the Rated Criteria will be excluded from further consideration.
            Proponents achieving a minimum score of 70 or greater will be invited to participate in
            Stage III
Stage III
Pricing - will consist of a scoring of the pricing submitted by those proponents that have met
the minimum scoring from Stage II. The evaluation of price will be undertaken after the
evaluation of mandatory requirements and the rated requirements have been completed

Stage IV

Oral Presentation - will consist of an Oral Presentation to the Evaluation Team. The owner will
invite only those who achieve the minimum score from Stage III to a maximum of three (3) of the
top proponents, barring a tie score.

Stage V

Cumulative Score and Reference Verification - At the conclusion of Stage IV, all scores from
Stage II, Stage III and Stage IV will be added and the highest ranking proponent will be
selected for reference verification. Upon a pass of the required reference verification the
selected proponent will be invited to enter into contract negotiations for the provision of the
Deliverables. The selected respondent will be expected to enter into a contract within thirty
(30) days. Failure to do so may, among other things, result in the disqualification of the
respondent and the selection of another respondent, or the cancellation of the RFQ.

If the highest ranking proponent does not pass the reference verification, as agreed to by
the Evaluation Team, the next highest ranking proponent will enter into the same process,
and so on, until all eligible proponents are exhausted.

2.2       Mandatory Requirements




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2.2.1 Quotation Form
Each quotation must include a Quotation Form (Appendix B) completed and signed by the
respondent.

2.2.2    Other Mandatory Criteria

Proponents should refer to Section 2 for Other Mandatory Requirements.

2.3     Rated Criteria
 Price and Non-Price Factors

Stage II will consist of an evaluation of the quotation to determine the high score based on
the following criteria:


                     Rated Criteria Category                           Weighting (Points)
Cost                                                                 25
Certifications                                                       25
Experience                                                           25
References                                                           10
Oral Presentation                                                    15
Total Points                                                         100

In addition to submitting the Quotation Form, noted above, respondents should respond to
the non-price factors described above with reference to the applicable section numbers of
the RFQ.

In the event of a tie score, the successful proponent will be determined on the basis of the
proponent offering the lowest price.


PART 3 – TERMS OF REFERENCE AND GOVERNING LAW

In responding to this RFQ, and to be eligible for consideration, each respondent must submit
a completed and signed Quotation Form that, among other things, acknowledges its
acceptance of the RFQ Terms of Reference and Governing Law as contained hereunder:

   (a)      this RFQ process is not intended to create a formal legally binding bidding
            process and shall not give rise to the legal rights or duties applied to a formal
            “Contract A” binding bidding process or any other legal obligations arising out of
            any tendering process contract or collateral contract, and instead shall be
            governed by the common law applicable to direct commercial negotiations;

   (b)      neither party shall have the right to make any breach of contract, tort or other
            claims against the other with respect to the award of a contract, the failure to
            award a contract or the failure to honour a quotation;

   (c)      the respondent will bear its own costs associated with, or incurred in, the
            preparation and presentation of its proposal, including, if applicable, costs
            incurred for interviews or demonstrations;




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   (d)    no legal obligation regarding the procurement of any good or service shall be
          created between the respondent and Western until Western accepts the
          respondent’s offer in writing;

   (e)    when evaluating quotations, Western may request further information from the
          respondents or third parties in order to verify, clarify or supplement the
          information provided in the respondent’s submission, and Western may revisit
          and re-evaluate the respondent’s submission or ranking on the basis of any such
          information;

   (f)    Western may consider the respondent’s past performance on previous contracts
          or any other relevant information taken into account by Western when
          determining the acceptability of a respondent;

   (g)    the respondent consents to Western’s collection of the information as
          contemplated under this RFQ for the uses contemplated under this RFQ;

   (h)    Western may elect not to consider a respondent whose quotation contains
          misrepresentations or any other inaccurate, misleading or incomplete
          information;

   (i)    Western may prohibit a respondent from participating in a procurement process
          based on poor past performance or based on inappropriate conduct in a prior
          procurement process, and such inappropriate conduct shall include but not be
          limited to (i) the submission of quotations containing misrepresentations or any
          other inaccurate, misleading or incomplete information, (ii) the refusal of the
          respondent to honour its pricing or other commitments made in its quotation, or
          (iii) any other conduct, situation or circumstance, as solely determined by
          Western, which constitutes a Conflict of Interest; and

   (j)    Western may cancel this RFQ process at any time.

   (k)    The successful Proponent will be required to provide:

           Proof, from the Broker, of commercial liability insurance of at least $2 million per
           occurrence and The University of Western Ontario its Board of Governors,
           trustees, officers, employees and agents named as Additional Insureds. Such
           provision shall apply in proportion to and to the extent of the negligent acts or
           omissions of the non-University party or any person or persons under the non-
           University parties’ direct supervision and control. The liability insurance should
           include personal injury and property damage, non-owned automobile liability,
           owners and contractors’ protective coverage and contractual liability coverage.

           Provide thirty (30) days advance written notice to the Western of any
           modification, change, or cancellation of any of the insurance coverage,

           Proof, from the Broker, of automobile liability insurance with coverage of at least
           $ 2 million per occurrence for liability arising at law for damages caused by
           reason of bodily injury (including death) or damage to property by employees or
           sub contractors.

           A current Certificate of Clearance from The Workplace Safety and Insurance
           Board (WSIB) or equivalent.



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           http://www.wsib.on.ca/wsib/wsibsite.nsf/public/home_e.

           Provide information, such as company policy, relating to construction safety
           measures.

           All workers on Western property must be covered by WSIB for the duration of
           the contract and that a Certificate of Clearance is maintained in good standing
           throughout the contract by the successful Proponent(s).

   (l)    The Proponent(s) shall treat the contract and all documents, drawings,
          specifications and information connected with this Request for Proposal as
          confidential and shall not disclose any information or documents acquired by it or
          its employees, agents or sub-contractors to any third parties, nor use, or copy the
          information, except as required to perform the Proponent(s) obligations in
          fulfilling the terms of this contract.

   (m)    The successful Proponent shall carry out all tasks associated with this project in
          strict accordance with the Occupational Health and Safety Acts; the regulations
          for construction projects, Ontario Regulation 213/91 as amended by Ontario
          Regulation 631/94 and other prescribed regulations as they may pertain to the
          scope of work outlined in this RFP document.

   (n)    Western has a Ceiling Space Access Policy approved by the Occupational health
          and safety Committee which prohibits entry into any ceiling space by
          unauthorized personnel. Any staff employed by the successful proponent must
          refer to Western’s Owner Ceiling Space Access Policy dated Jan 21 1997 before
          attempting access.

   (o)   The successful Proponent shall be made aware of other policies such as (but not
         limited to) asbestos procedures.

          a. The successful Proponent shall be provided with the locations of asbestos.
             Any personnel entering any ceiling space known to contain asbestos must
             follow the procedures described in the physical plant Work Procedure 9
             (Asbestos Ceiling Access), Work Procedure 11 (Asbestos Type 11) and refer
             to the Owner’s Asbestos Control Policy, Safety Procedures Guidelines 96-01
             and 96-02, and Asbestos Project Information handout dated XXXX.

          b. Failure to comply with Western’s procedures and government regulations
             could result in exposing building occupants to hazardous asbestos fibers as
             well as expensive decontamination procedures.

          c. Confined Space Entry procedures are documented in Western’s Safety
             procedures S-8.

   (p)   The parties also acknowledge that these terms (a) are included for greater
         certainty and are intended to be interpreted broadly and separately (with no
         particular provision intended to limit the scope of any other provision); (b) are non-
         exhaustive (and shall not be construed as intending to limit the pre-existing rights
         of the parties to engage in pre-contractual discussions in accordance with the
         common law governing direct commercial negotiations); and (c) are to be governed
         by, and interpreted and construed in accordance with, the laws of the province or
         territory within which Western is located and the federal laws of Canada applicable



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         therein.

   APPENDIX A – DELIVERABLES


1. REQUIREMENTS / SPECIFICATIONS

1.1 Verification team

1.1.1 In establishing a verification team for the purposes of conducting verifications under
O.Reg.452/09, the successful Proponent shall ensure that,

(a) Clause 6.3 of ISO 14065, as it relates to verification teams, is complied with;
(b) Any person selected to form part of a verification team meets the requirements for a
verifier set out in clause 4.1 of ISO 14064-3; and
(c) No person selected to form part of a verification team subcontracts the conduct of
verifications to another person.

1.2 Peer review

1.2.1 The successful Proponent shall ensure that each verification that it conducts
for the purposes of O.Reg 452/09 is reviewed by a peer reviewer in accordance with clause
8.5 of ISO 14065, as it relates to verification activities.

1.2.2. As part of the review by a peer reviewer described in 1.2.1, the successful Proponent
shall ensure that, before a statement under clause 11 (1) (a) or a notice under clause 11 (1)
(b) of O.Reg.452/09 is issued, the determination that forms the basis of the statement or
notice is reviewed by a peer reviewer.


1.3 Verification of emissions report

1.3.1 The successful Proponent shall ensure that the verification is conducted in accordance
with section 10 of O. Reg. 452/09. Timing of the annual statement is identified in Section
1.4.1.

1.3.2 No verification is required to be conducted for the purposes of O.Reg 452/09 in
respect of any carbon dioxide generated from the combustion of biomass that has been
identified in the emissions report.

1.3.3 The successful Proponent shall ensure that clauses 4.2 to 4.10 of ISO 14064-3, as
they relate to verification, are conformed to in conducting the verification, except for clauses
4.3.1 and 4.3.5 of the same standard.

1.3.4 The successful Proponent shall verify the annual emissions report to determine
whether there is a reasonable level of assurance that,

(a) The emissions report contains no material discrepancy; and
(b) The emissions report was prepared in accordance with sections 4 and 6 of
    O.Reg.452/09.

1.3.5 For the purposes of 1.3.4:




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    (a) The successful Proponent shall determine that there is a reasonable level of
       assurance that there is a material discrepancy if it determines, after verifying the
       emissions report that one of the following circumstances applies:

   (i)The per cent discrepancy in the total CO2e reported results in more than a five
    per cent discrepancy, based on the following formula:
   PD = (SOU/TRE × 100)
   PD = per cent discrepancy,
   SOU = the net result of summing overstatements and understatements resulting from
       errors, omissions and misstatements in tonnes of CO2e,
   TRE = the total CO2e reported under paragraph 8 of section 6 of O.Reg. 452/09,
       excluding carbon dioxide generated from the combustion of biomass.

   (c) The individual or aggregate effect of one or more errors, omissions or
   misstatements identified in the course of verification makes it probable that there is more
       than a five per cent discrepancy in the total CO2e reported under paragraph 8 of
       section 6 of O. Reg. 452/09.

1.3.6 For the purposes of clause 4.6 of ISO 14064-3, the accredited verification body shall
visit the facility in respect of which an emissions report was prepared if,

   (a) The verification is conducted in respect of the first emissions report submitted in
       respect of the facility;
   (b) No accredited verification body has visited the facility for the purposes of conducting
       a verification of the last two emissions reports submitted in respect of the facility:
   (c) The most recent verification of an emissions report in respect of the facility resulted
       in an adverse verification statement being submitted to the Director;
   (d) The verification is the first verification conducted by the accredited verification body
       in respect of an emissions report prepared in respect of the facility; or
   (e) The accredited verification body is of the opinion that a visit to the facility is
       necessary for the purposes of determining whether there is a reasonable level of
       assurance under subsection (4) of O. Reg. 452/09.

1.4 Verification statement

1.4.1 After conducting a verification of the annual emissions report under this O.Reg.
452/09, the successful Proponent shall issue and submit to Western by the first week in
August for each year of the contract,

   (a) If the accredited verification body has determined that there is a reasonable
       Level of assurance under subsection 10 (4) of O.Reg.452/09, a positive verification
       statement; or
   (b) If the accredited verification body has determined that there is no reasonable level of
       assurance under subsection 10 (4) of O.Reg.452/09, written notice of the nature of
       the error, omission, misstatement or non-compliance that it has identified.

1.4.2 The verification statement shall meet the requirements set out in clause 4.9 of ISO
14064-3.

1.4.3 If Western receives a notice under clause 1.4.1 (b), Western may request in writing,
within seven days after receiving the notice, that the Director (as defined under
O.Reg.452/09) review the determination of the successful Proponent



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1.4.4 In giving notice under clause 1.4.1 (b), the successful Proponent shall include a written
statement that Western may make a request under 1.4.3

1.4.5 A request under 1.4.3 shall be submitted to the Director and to the successful
Proponent

1.4.6 If Western does not submit a revised emissions report to the Director and the
successful Proponent, or if Western does not make a request under 1.4.3, the successful
Proponent shall prepare and adverse verification statement and submit it to Western

1.5 The successful Proponent shall comply with the requests specified under O.Reg.
452/09, subsections 12(1), 12(2) and 12(3)

1.6. Verification report

1.6.1 The successful Proponent shall prepare a verification report that sets out, at minimum,
the following:
    1. The proposed positive or adverse verification statement.
    2. A description of the objectives and scope of the verification and the
       criteria applied in conducting the verification.
    3. A description of the data and information supporting the emissions report.
    4. Details of the independent quantifications and checking of the data and
       Information supporting the emissions report.
    5. A record of any error, omission, misstatement or non-compliance identified during the
         verification.
    6. A record of any corrections made to the emissions report as a result of the
         identification of anything mentioned in paragraph 5.
    7. An assessment of the data management systems.
    8. A summary of conclusions.
    9. The peer reviewer's approval of the verification report and the proposed Verification
         statement. O. Reg. 452/09, s. 13 (1).

1.6.2 The successful Proponent shall provide a copy of a verification report prepared under
clause 1.6.1 to Western on or before the date that the verification statement is submitted to
Western.

1.7 The successful Proponent must comply with the requirements stated under section 14 of
O.Reg. 452/09, regarding compromised impartiality.

1.8 The successful Proponent shall comply with any other applicable requirements
established for an accredited verification body under any of the sections or subsections of
O.Reg. 452/09.

1.9 The successful Proponent must issue and submit to Western three (3) copies in writing
and one (1) electronic copy in PDF format of:
       (a) Notices before August 1st of each year when GHG emissions are verified,
       (b) Verification statements and reports before August 15th of each year when GHG
        emissions are verified.

1.10 Each year, the successful Proponent shall work with PPD&CPS designated contact(s)
for :




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   (a) Defining the scope (i.e., source categories applicable and facilities) as per ISO
        14064-3 Section 4.3.4,,
   (b) Coordination of verification activities
   (c) Verification approach,
   (d) Appropriate sampling regime
   (e) Testing of the organization’s or GHG project’s controls
   (f) Any other aspects related to the verification process or plan that may require
        Western’s participation for information
   (g) The successful Proponent shall provide sufficient notice to Western for information
        required or to gain access to inspect the facilities.


2. Other mandatory requirements

Proponents are to provide the following information:
    Proof of their accreditation to ISO 14065 by a member of the International
      Accreditation Forum, including, the name f the accreditation body,
    Years of experience in the Broader Public Sector
    Provide a high level project plan
    Provide names and experience of the project team to be assigned to this project
    Provide three references for verification done in the Broader Public Sector, including
      the name of the institutions, location, contact name and email address.


APPENDIX B – QUOTATION FORM


   1. Respondent Information


Please fill out the following form, and name one person to be the contact for this RFQ
response and for any clarifications or amendments that might be necessary.
Full Legal Name of                [enter your response here]
Respondent:
Any Other Relevant Name           [enter your response here]
under Which the Respondent
Carries on Business:
Street Address:                   [enter your response here]
City, Province/State:             [enter your response here]
Postal Code:                      [enter your response here]
Phone Number:                     [enter your response here]
Fax Number:                       [enter your response here]
Company Website (If Any):         [enter your response here]
RFQ Contact Person and            [enter your response here]
Title:
RFQ Contact Phone:                [enter your response here]
RFQ Contact Facsimile:            [enter your response here]
RFQ Contact E-mail:               [enter your response here]




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2. Acknowledgement of Terms of Reference and Governing Law
The respondent acknowledges that this RFQ process will be governed by the specific Terms
of Reference and Governing Law set out in this RFQ, and that, among other things, the
Terms of Reference and Governing Law confirm that this procurement process does not
constitute a formal legally binding bidding process, and that there will be no legal
relationship or obligations created until Western accepts the respondent’s offer in writing.
3. Ability to Provide Deliverables
The respondent has carefully examined this RFQ and has a clear and comprehensive
knowledge of the Deliverables required. The respondent represents and warrants its ability
to provide the Deliverables in accordance with the requirements of the RFQ for the pricing
set out below and has provided a list of any subcontractors to be used to complete the
proposed contract.

4. Non-binding Price Estimates
As per the Broader Public Accountabilities Act 2010 (Bill 122), public sector institutions are
no longer permitted to compensate consultants for meal and hospitality expenses.
Respondents should provide pricing for the Deliverables described hereunder:
The successful Proponent shall provide sufficient notice to Western for information
or to gain access to a facility. Western will not pay for verifiers arriving at Western
without advance notice.


                                      Year 1 of Contact

Description of Service          Estimated Time to Complete                  Hourly Rate

Review and Planning
Verification
Report
Presentation of Report


                                      Year 2 of Contact

Description of Service          Estimated Time to Complete                  Hourly Rate

Review and Planning
Verification
Report
Presentation of Report


                                      Year 3 of Contact

Description of Service          Estimated Time to Complete                  Hourly Rate


Verification



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Report
Presentation of Report



The respondent confirms that the pricing information provided is accurate. The respondent
acknowledges that any inaccurate, misleading or incomplete information, including
withdrawn or altered pricing, could adversely impact the acceptance of its quotation or its
eligibility for future work.

The respondent acknowledges that the pricing includes all costs as requested, all applicable
duties and taxes except HST, which should be itemized separately, all labour and material
costs, all travel and carriage costs, all insurance costs, all costs of delivery to Western, all
costs of installation and set-up, including any pre-delivery inspection charges and all other
overhead, including any fees or other charges required by law.


5. Addenda
The proponent is deemed to have read and accepted all addenda issued by Western prior to
the Deadline for Issuing Addenda. The onus remains on proponents to make any necessary
amendments to their proposal based on the addenda. The proponent is requested to
confirm that it has received all addenda by listing the addenda numbers or, if no addenda
were issued, by writing the word “None” on the following line:
____________________________. Proponents who fail to complete this section will be
deemed to have received all posted addenda.

6. Conflict of Interest
Prior to completing this portion of the Form of Offer, respondents should refer to the
following definition of Conflict of Interest:

       “Conflict of Interest” includes, but is not limited to, any situation or circumstance
       where

       (a)     in relation to the bidding process, the respondent has an unfair advantage or
               engages in conduct, directly or indirectly, that may give it an unfair
               advantage, including but not limited to (i) having, or having access to,
               information in the preparation of its quotation that is confidential and not
               available to other respondents, (ii) communicating with any person with a
               view to influencing preferred treatment in the RFQ process, or (iii) engaging
               in conduct that compromises, or could be seen to compromise, the integrity of
               the open and competitive RFQ process and render that process non-
               competitive and unfair; or
       (b)     in relation to the performance of its contractual obligations contemplated in
               the contract that is the subject of this procurement, the respondent’s other
               commitments, relationships or financial interests (i) could, or could be seen
               to, exercise an improper influence over the objective, unbiased and impartial
               exercise of its independent judgement, or (ii) could, or could be seen to,
               compromise, impair or be incompatible with the effective performance of its
               contractual obligations.




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If the box below is left blank, the respondent will be deemed to declare that (a) there was no
Conflict of Interest in preparing its quotation; and (b) there is no foreseeable Conflict of
Interest in performing the contractual obligations contemplated in the RFQ.

Otherwise, if the statement below applies, check the box.

      The respondent declares that there is an actual or potential Conflict of Interest
       relating to the preparation of its quotation, and/or the respondent foresees an actual
       or potential Conflict of Interest in performing the contractual obligations contemplated
       in the RFQ.

If the respondent declares an actual or potential Conflict of Interest by marking the box
above, the respondent must set out below details of the actual or potential Conflict of
Interest:




The following individuals, as employees, advisers, or in any other capacity (a) participated in
the preparation of our quotation; AND (b) were employees of Western and have ceased that
employment within twelve (12) months prior to the submission deadline:

Name of Individual:
Job Classification:
Department:
Last Date of Employment with Western:
Name of Last Supervisor with Western:
Brief Description of Individual’s Job Functions:

Brief Description of Nature of Individual’s Participation in the Preparation of the
Submission:

(Repeat above for each identified individual)

The respondent agrees that, upon request, the respondent shall provide Western with
additional information from each individual identified above in the form prescribed by
Western.

7. Confidential Information of Proponent
A proponent should identify any information in its proposal or any accompanying
documentation supplied in confidence for which confidentiality is to be maintained by
Western. The confidentiality of such information will be maintained by Western, except as
otherwise required by law or by order of a court or tribunal. Proponents are advised that
their proposals will, as necessary, be disclosed on a confidential basis, to Western’s
advisers retained for the purpose of evaluating or participating in the evaluation of their
proposals. If a proponent has any questions about the collection and use of personal
information pursuant to this RFQ, questions are to be submitted to Western Contact.




Revised May 6 2011                  UWORRQ03-1181                              Page 15 of 16
Signature of Witness                           Signature of Proponent Representative


Name of Witness                                Name and Title

                                               Date:
                                               I have authority to bind the proponent


Executed under the seal shown below, with the intent that such execution take effect as a
deed.



                                                                                Seal




Revised May 6 2011                 UWORRQ03-1181                             Page 16 of 16

								
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