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REQUEST FOR PROPOSALS
# BC 06-10/259
FOR
Formatted: Font: 18 pt, Bold
M anagement of Payment Card Industry Standards
(Management of PCI)’s
RFP Formatted: Font: 12 pt, Not Bold, Highlight
Management of Payment Card Industry Standards
McMaster
June 2011 Formatted: Font: 12 pt, Not Bold
BY
MCMASTER UNIVERSITY
ISSUE DATE: June 11, 2010
RESPONSES DUE: July 5, 2010 @ 13:00 p.m. EDST
Return all responses in a sealed box or envelope with reference number and
opening date marked on the outside of the package to:
McMaster University
Purchasing Resources Office
Mailing Address: 1280 Main Street West, DTC 411
Hamilton, ON L8S 4L8
Physical Address: 50 Main Street East, Room 411
Hamilton, ON L8N 1E9
Late proposals will be returned unopened.
TABLE OF CONTENTS
SECTION 1 Purpose and Content
SECTION 2 Instructions to Bidders
SECTION 3 Evaluation and Award
SECTION 4 Award Contract
SECTION 5 Special Terms and Conditions Pertaining to this RFP
SECTION 6 Specifications
SECTION 7 Purchase Order Terms and Conditions
SECTION 8 Summary Proposal Form
SECTION 9 Mailing Label
SECTION 1 PURPOSE AND CONTENT
1.1 McMaster University invites qualified suppliers to submit proposals for the management
of Payment Card Industry Standards (PCI)– Merchant Self-Assessment Questionnaires,
and for performing the activities of a PCI Approved Scanning Vendor in accordance
with the terms of this Proposal Call. The purpose of this project is to manage and keep
track of all our merchants in accordance with the current Payment Card Industry
Standards – Data Security Standard (DSS).
1.2 About McMaster University
McMaster University is an innovative research community of teachers and learners. A
world-renowned research-intensive university based in Hamilton, Ontario, McMaster is
one of only four Canadian universities to be listed in the World’s Top 100 universities.
The University has a student population of close to 25,000 with more than 135,000
alumni living in 128 countries. McMaster is one of the city’s largest employers with over
7,500 employees. McMaster’s research enterprise has grown considerably over the past
several years, with research income topping $330 million in 2007. The University’s
pioneering academic programs are student-centred, problem-based and multi-disciplinary
and have been adopted by universities around the world.
SECTION 2 INSTRUCTIONS TO BIDDERS
2.1 Proposals will be accepted up to 13:00:00 EDST (Time according to National Research
Council) on July 5, 2010 at the office of Purchasing Resources only:
McMaster University
Purchasing Resources
Physical Location: 50 Main Street East, Room #411
Hamilton, Ontario L8N 1E9
Mailing Location: 1280 Main Street West, DTC 411
Hamilton Ontario L8S 4L8
The proposals must arrive at the Purchasing Resources Physical Location noted
above. The method of delivery will be at the discretion of the Bidder and will be at the
Bidder’s sole risk to assure delivery at the designated office. The University does not
take responsibility for any problems in the mail or delivery services, either within or
outside the University. Receipt by any other office or mailroom is not equivalent to
receipt by the Purchasing Resources Office.
All Bidders must have obtained the Request for Proposal from MERX. Failure to
obtain the Request for Proposal from MERX will result in disqualification.
Proposals received after the above closing time and date will not be considered and will
be returned to the bidder.
No oral or electronically transmitted proposals (i.e. fax or e-mail) will be accepted.
2.2 Proposals must be submitted in duplicate, standard 8.5” x 11” paper, in binders, in a
sealed envelope bearing the name and address of the Bidder and clearly marked on the
outside:
“Proposal for Management of PCI’s Request for Proposals (RFP) BC 06-10/259,
Proposal documents must be completed in accordance with the requirements of the
Request For Proposal documents and no amendment or change to proposals will be
accepted after the closing date and time. The Bidder’s name must appear on each page.
Responses must be formatted to correspond numerically to each section of this RFP.
2.3 Proposals shall be irrevocable for ninety (90) days following close of bidding and shall be
retained by the University.
2.4 Proposals shall be originally signed by an authorized signatory of the Bidder. If the
Bidder is an incorporated company, the corporate seal of the bidder shall be affixed or a
certified true copy of a resolution of the corporation naming the person(s) in question as
authorized to sign agreements on behalf of the corporation shall be attached to the
proposal. Upon award (if any), the successful bidder will be required to supply proof
satisfactory to McMaster University of appropriate authorization to bind the Bidder.
Bidders who are sole proprietorships or partners shall sign their bid in such a way as to
irrevocably bind the bidder in an authorized manner.
2.5 In the event the bidder decides not to submit a proposal, they are requested to advise
Purchasing Resources listed in section 2.7 in order to remain on the Bidder’s list.
2.6 In the event the bidder cannot comply with any term, condition, or requirement of this
Request for Proposals, such non-compliance must be clearly noted on the Bidders’
letterhead and submitted with the proposal. Bidders are cautioned that such non-
compliance may result in disqualification of the bidder’s proposal, in the sole discretion
of the University.
No allowance will be made for un-noted non-compliance of any kind by the bidder.
2.7 Questions regarding this Request for Proposals must be submitted in writing only (fax,
mail or e-mail), referencing the RFP number in the subject line, up to 5 business days
prior to the closing date and directed to:
Barb Christianson, Purchasing Officer
Purchasing Resources
Telephone - (905) 525-9140 ext 24587
Fax - (905) 572-6389 Formatted: English (Canada)
Email – christb@mcmaster.ca Formatted: English (Canada)
Field Code Changed
Physical Location: 50 Main Street East, Room #411 Formatted: English (Canada)
Hamilton, Ontario L8N 1E9
Mailing Location: 1280 Main Street West, DTC 411
Hamilton Ontario L8S 4L8
Formatted: English (Canada)
Bidders are encouraged to request confirmation that the communications have been
received by the University.
Formatted: English (Canada)
Should the question be considered relevant to all Bidders, the University will provide
both the question and the written answer to all known Bidders. Bidders are solely
responsible for ensuring the University has a current address and fax number on file for
the Bidder.
2.8 No other representative of the University is to be contacted regarding this Request for
Proposal unless otherwise indicated. The University accepts no responsibility for, and the
Bidder agrees not to rely upon, any verbal or written statements or representations from
any other person, whether or not employed by the University.
2.9 While the University will not consider more than one bid from a bidder under the same or
different names, the University is prepared to consider, in addition to the original bid,
alternative bids submitted within the same bid package providing such are clearly marked
as alternatives.
2.10 Bidders are cautioned that proposals will be solely evaluated upon the disclosed
evaluation criteria and no linkage of offers to donations, scholarships or similar
arrangements will be considered.
2.11 Obligation of Bidders to Deal in Good Faith
a) Each Bidder is required to deal with McMaster University in utmost good faith
both with respect to the submission of its Proposal and with respect to the
performance of any Contract awarded by McMaster University upon acceptance
of that Proposal.
b) A Bidder shall not discuss or communicate, directly or indirectly, with any other
Bidder or their agent or representative about the preparation of the Proposals.
Each Proponent attests that its participation in the RFP process is conducted
without any collusion or fraud. If McMaster University discovers there has been
a breach of this requirement at any time, McMaster University reserves the right
to disqualify the Bidder(s) or terminate any ensuring Contract. Any and all
Bidders participating in such discussions or communications, in breach of its
obligations herein, shall be responsible for all costs and closes whatsoever that
McMaster University may incur as a result and McMaster University may ban
such Bidder(s) from competing for McMaster University contracts for a period of
up to 10 years where, in the reasonable opinion of the Director, Purchasing
Resources, such breach has resulted in an impairment of the commercial
relationship between McMaster University and such Bidder(s).
2.12 Conflict of Interest (Bidders)
a) McMaster University may reject any Proposal submitted, or cancel any contract
awarded, in contravention of this section.
b) Each Bidder respectively shall be deemed to have warranted that it has not
employed or retained any person, other than a bona fide employee, agent or
broker working for the Bidder, to solicit or secure the proposed contract and that
it has not paid or agreed to pay any person, other than a bona fide employee, agent
or broker working solely for the Bidder, any fee, commission, percentage, gift or
other consideration contingent upon or resulting from the award of that proposed
contract, or as an inducement to be awarded that contract. Without prejudice to
any of its other rights, McMaster University reserves the right to annul any
contract or other arrangement entered into with a Bidder where there is a breach
of this warranty.
c) In order to protect the integrity of the procurement process, bidders are advised
that McMaster University may reject a bid in the following circumstances:
a. If the Bidder, any of its subcontractors, any of their respective employees or
former employees was involved in any manner in the preparation of the bid
solicitation;
b. If the Bidder, any of its subcontractors, any of their respective employees or
former employees had access to information related to the bid solicitation that
was not available to other bidders and that would, in McMaster University’s
opinion, give the Bidder an unfair advantage.
d) The experience acquired by a bidder who is providing or had provided the goods
and services described in the RFP (or similar goods or services) will not, in itself,
be considered by McMaster University as conferring an unfair advantage or
creating a conflict of interest. This bidder remains however subject to the criteria
established in section 3.2.
2.13 While the University will not consider more than one bid from a bidder under the same or
different names, the University is prepared to consider, in addition to the original bid,
alternative bids submitted within the same bid package providing such are clearly marked
as alternatives.
2.14 Bidders are cautioned that proposals will be solely evaluated upon the disclosed
evaluation criteria and no linkage of offers to donations, scholarships or similar
arrangements will be considered.
2.15 The International Sale of Goods Act does not apply to this Request For Proposals or any
contract formed as a result of this Request For Proposals.
2.16 The laws of the Province of Ontario shall apply to this Request For Proposals and any
contract formed as a result of this Request For Proposals and the Courts of Ontario shall
have exclusive jurisdiction over any contract formed as a result of this Request For
Proposals.
2.17 McMaster University’s name, logo, crest, etc, shall not be used without the prior written
consent of the University.
2.18 Bidder acknowledges that McMaster University is subject to the Ontario Freedom of
Information and Protection of Privacy Act (FIPPA). Bidders shall clearly mark
“Confidential” on all information regarding trade secrets, commercial, financial, labour
relations, technical or other aspects of the Bidder’s proposal which, in the Bidder’s
opinion are of a proprietary or confidential nature are significant enough to be injurious
to the bidder should this information be provided under a request of information.
McMaster University shall use all reasonable efforts to hold all information marked
“Confidential” by the bidder in strict confidence where required or permitted by law but
shall not be liable for any action as contemplated by section 62 (2) of the Act.
If McMaster University’s response to a request under the Act is appealed to the
Information and Privacy Commissioner for Ontario, the Bidder shall have the burden of
proof per section 53 of the Act. The Bidder shall be responsible for all costs related to its
confidentiality requirements.
2.19 Responses to this Request for Proposal must not be copyright protected. The response is
considered a derived work from this RFP which is not copyright protected.
2.20 All prices quoted are to be quoted in Canadian Funds and are to include duty, brokerage
fees and HST Sales Tax, extra where applicable.
SECTION 3 EVALUATION AND AWARD
3.1 McMaster University intends to award a contract to the bidder whose proposal offers the
best value to the University. However, the University is under no obligation to award
any contract in whole or in part and the University reserves the right in its sole discretion
to cancel this Request for Proposals process at any time before or after closing without
providing reasons for such cancellation.
The lowest or any proposal may not necessarily be accepted.
3.2 All proposals will be evaluated upon the following criteria:
A) Price
B) Delivery
C) Specifications and Serviceability
D) Warranties and Service
E) Must be an approved scanning vendor (ASV) as per:
https://www.pcisecuritystandards.org/pdfs/asv_report.html
F) Such other factors as may be described elsewhere in this Request For Proposals
3.3 Selection of Successful Bidder
a) In the event that two or more bidders obtain an identical proposal score, the
following tie-breaking measures will be used to select the Successful Bidder:
(i) the Proposal with the highest points for Price; and if still tied,
(ii) the Proposal with the highest points for Specification and Serviceability
(b) The bidder with the Proposal that has achieved the highest proposal score will be
recommended by the Evaluation Team as the Successful Bidder, subject to the
reserved rights and privileges of McMaster University contained in the RFP.
3.4 Any award made by the University shall be made in writing and shall be subject to the
availability of funding at the time of award (if any).
3.5 In the event of mathematical errors in extension of prices or other ambiguities, unit prices
shall govern over total bid prices and words shall govern over numbers.
3.6 In order to obtain the most advantageous offer for the University, the University reserves
the right in its sole discretion:
a) to waive irregularities and / or minor non-compliance by any bidder with the
requirements of this Request For Proposals;
b) to request clarification and / or further information from one or more bidders after
closing without becoming obligated to offer the same opportunity to all bidders;
and
c) to enter into negotiations with one or more bidders without being obligated to
negotiate with, or, offer the same opportunity to, all bidders.
Bidders are advised however to submit a complete offer as their bid. Any waiver,
clarification or negotiation will not be considered as an opportunity for bidders to correct
errors in their bids.
3.7 The University shall not be responsible for any expenses or charges incurred by a bidder
in preparing or submitting a proposal nor in providing any additional information
considered necessary by the University for evaluation of proposals.
3.8 The University reserves the right in its sole discretion to amend this Request For
Proposals at any time prior to close of bidding and bidders are cautioned to ensure they
have received all addenda (if any) prior to submitting a bid. Should the University issue
any changes to this Request for Proposals, the University will endeavour to notify all
bidders to whom the Request for Proposals has been issued.
3.9 Bidders’ Post Award Entitlement
3.9.1 McMaster University will make available to any compliant Bidder, upon written
request, the opportunity for a debriefing. The debriefing process will focus on the
requesting Bidder’s proposal and evaluation score for the sole purpose of assisting
the Bidder in determining the strengths and weaknesses in their proposal.
Requests for a debriefing must be received, in writing, within 30 calendar days of
the award notice, as posted on MERX.
3.9.2 Escalation from an unsuccessful debriefing to a bid protest procedure may be
requested by the Bidder.
A bid protest request must be received, in writing, within 10 calendar days of the
debriefing. Requests must be directed to the Director, Purchasing Resources.
SECTION 4 AWARD CONTRACT
4.1 The award contract to the successful Bidder (if any) shall include the terms of this
REQUEST FOR PROPOSALS and the terms of McMaster University’s Purchase Order
(a copy of which is included in this REQUEST FOR PROPOSALS package) together
with those terms of the bidder’s proposal which are not inconsistent with McMaster
University’s documents and which have been specifically accepted by the University.
4.2 The successful Bidder (if any) may not assign or subcontract any of the award contract
without the prior written consent of the University.
4.3 The successful Bidder (if any) shall indemnify McMaster University, its Board of
Governors, students, employees, servants and / or agents from all damage, damages,
losses, costs, claims, demands, actions, suits, or proceedings which may arise directly or
indirectly as a result of the negligent or wrongful acts or omissions of the successful
bidder (if any), its employees, agents and/or servants in the performance or purported
performance of any of its obligations under the contract, whether or not such claims are
initiated by third parties or arise between the parties.
4.4 The successful bidder (if any) shall carry at all times during the performance of the work
commercial general liability insurance with a limit of not less than $2,000,000 inclusive
per occurrence for bodily injury (including death) and damage to property including loss
of use thereof. Such insurance shall at a minimum include coverage of broad form
property damage, contractual liability, completed operations and product liability, and
automobile liability (owned and non-owned), and such other types of insurance as would
be carried by a prudent person performing such contract work and as McMaster
University may from time to time require.
McMaster University shall be named as an additional insured without right of
subrogation in all policies of insurance.
All such policies of insurance shall provide that the Insurers shall give at least thirty (30)
days written notice to the University prior to any cancellation, material changes, or
amendments restricting coverage of any policy or policies.
The successful Bidder (if any) shall provide a certificate of such insurance to the
University as a condition of receiving the award within five (5) days of notification of
award or prior to commencing the work, whichever is sooner.
4.5 The successful Bidder (if any) shall at all relevant times carry Workplace Safety and
Insurance Board of Ontario coverage or Employers Liability Insurance in the amount of
not less than $2,000,000 and shall submit its WSIB number together with a letter from
the appropriate WSIB Department indicating there are no outstanding fees, fines, claims
or debts due on the Contractor’s WSIB account, to McMaster University prior to the
commencement of the work.
4.6 The successful Bidder (if any) shall warrant its work and/or products for a period of not
less than one (1) year from completion, installation or supply against all defects and
deficiencies in manufacture, workmanship and installation. The successful bidder (if
any) shall also promptly remedy or replace any defect or deficiency, in the goods or
services as solely determined by the University, upon notice from the University to do so,
and at no cost to the University.
Should the successful Bidder (if any) fail to remedy any defect or deficiency promptly
with a reasonable time after notice to do so, the University may remedy the defect or
deficiency, at the successful bidder’s (if any) cost.
4.7 Any products supplied and installed by the successful Bidder (if any) shall be installed in
such a manner as to preserve any and all manufacturer’s warranties, for the benefit of the
University.
4.8 The University and the successful Bidder (if any) acknowledge and agree that they are
independent contractors in a contract for goods and/or services and no employer -
employee, partnership nor agency relationship is intended or created by their agreement.
The successful Bidder (if any) shall be solely responsible for all matters relating to
statutory deduction of all taxes, employment insurance, Canada Pension, carry
Workplace Safety and Insurance Board of Ontario insurance premiums, leave,
remuneration, discipline and all licenses and permits which may be or may become
required to perform the Work.
4.9 Notwithstanding the above, while at McMaster University, personnel of the successful
Bidder (if any) must observe all regulations and policies of the University including
parking and traffic regulations. Vehicles shall be parked in areas, at the successful
Bidder’s (if any) expense, as directed by the University’s Parking Administration.
4.10 In addition to any rights of termination at law or in equity, McMaster University shall
have the right to terminate any contract formed with the successful Bidder (if any) upon
written notice to the successful Bidder.
SECTION 5 SPECIAL TERMS AND CONDITIONS PERTAINING TO THIS RFP
5.1 Scope of Work: 3-5 year service contract for management of PCI’s.
5.2 All work to be conducted remotely.
5.3 Pricing: All pricing must be FOB, McMaster University. Prices bid must include all
supplies and equipment. The successful Bidder will be issued a Purchase Order
covering the products and services contained in this proposal.
5.4 Payment Terms: Net 45 days upon receipt of invoice. Payment schedule to be indicated
in RFP response.
5.5 Taxes: Bidders must submit prices exclusive of HST. .
5.6 References: A minimum of three (3) customer references for similar work must be
provided with the Bidder's proposal. McMaster University reserves the right to review
Better Business Bureau ratings and request credit reference checks for each Bidder.
5.7 Qualifications and Competency: McMaster University may call upon the Bidders to
show evidence that satisfactory arrangements have been made for the procurement of any
or all labour, financing, materials and equipment required to carry out and complete the
work.
5.8 Acceptance testing: The successful Bidder will provide details of expectation and set
milestone for the first month of work completion. The successful Bidder will
present finding in a summary meeting set shortly after the first month of work
completion, at a mutually agreed upon date. The meeting date must not exceed
beyond the second month of work completion.
5.9 Warranty: The Bidders response must include a one year standard warranty. The
Bidders response must list a cost for extended warranty for the remaining term of
the contract.
5.10 Training: Proposal must include on-site training, for a minimum of two (2) business
days. Training will commence at a mutually agreed upon date and must be included in the
response. All requirements must be reviewed after one day of training.
SECTION 6 SPECIFICATIONS
Functional Requirements:
1) merchants should be able to login to the service and fill out their own self-
assessment questionnaire.
2) all questionnaires shall remain secure from all other existing one's maintained
on the server.
3) should be able to schedule automatic vulnerability scans based on the current
PCI DSS Security standards found at:
https://www.pcisecuritystandards.org/index.shtml
4) all vulnerability scans should produce a report that includes an executive
summary, detailed issues in a priority ranking, and remediation steps to achieve
compliance.
5) should send out e-mail notifications to merchants to remind them of their
requirement to fill out their self-assessment questionnaire based on a schedule,
and alert selected administrator's when they are past the due date.
6) should track progress/completion status of all self-assessment questionnaires and
send a report to a list of pre-determined administrators.
7) should provide technical assistance in completing all self-assessment
questionnaires for types B, C & D only.
8) provide certification certificate upon compliance both in paper and digital form.
9) produce adhoc reports based on current status.
10) maintain historical self-assessment questionnaire submissions and compliance
status.
SECTION 7 PURCHASE ORDER TERMS AND CONDITIONS
PURCHASE ORDER TERMS AND CONDITIONS
THIS PURCHASE ORDER IS STRICTLY LIMITED TO ITS TERMS AND CONDITIONS AND ANY
COUNTER-OFFERS OR CHANGES OF TERMS PROPOSED BY THE SUPPLIER ARE HERBY
REJECTED, UNLESS SPECIFICALLY AGREED TO IN WRITING BY MCMASTER UNIVERSITY.
Terms:
1. No purchase order will be recognized unless issued on the University’s Purchase Order Form and
duly signed.
2. The Supplier shall display the complete Purchase Order number prominently on all packages,
invoices, correspondence, customs documentation, bills of lading and packing slips and ensure that
packing slips accompany all shipments. Packing lists are to be enclosed in a marked separate
envelope, INSIDE THE PACKAGE. In case of multiple packages, mark the package containing the
packing list.
3. McMaster University shall pay to the Supplier all amounts in Canadian funds net forty-five (45) days
from invoice receipt or satisfactory delivery of goods or services, whichever is later, unless otherwise
noted on the Purchase Order. McMaster University shall calculate any cash discount from the date of
receipt of invoice.
4. The price on the Purchase Order is the total cost and includes all fees and charges of any kind
including patent, permit, inspection, royalty and license fees, charges for crating, boxing, cartage and
re-stocking, and government tax levies, unless otherwise stated on the Purchase Order.
5. All applicable taxes are specified on the Purchase Order.
6. All electrical or electrical components and equipment supplied must have the CSA and/ or Ontario
Electrical Safety Code approval and be certified for the intended use in Canada by a certification
organization accredited with the Standards Council of Canada Act.
7. Material Safety Data Sheets (MSDS) and appropriate labels must accompany all hazardous products
as defined under the federal Hazardous Products legislation and provincial WHMIS legislation.
8. The University reserves the right at any time to make changes in drawings and specifications as to
any material or work covered by this order. In the event any additional cost or savings results from
such change, the Supplier shall notify the University thereof and obtain written approval from the
University before proceeding with this order.
9. Suppliers outside Canada shall provide Canada Customs invoices with completed, acceptable
shipment documentation to McMaster University’s customs broker as noted on the Purchase Order.
Conditions:
10. Time shall be the essence and the Supplier shall deliver the goods and services in strict accordance
with the delivery date, quantity and the requirements as specified in this Purchase Order and any
attached specifications.
11. The goods are subject to inspection and approval, following delivery for a period of not less than sixty
(60) days notwithstanding prior payment. In the event any of the goods are rejected by McMaster
University, in its sole discretion, McMaster University is entitled to return such goods at the Supplier’s
expense and the Supplier shall credit McMaster University accordingly within fifteen (15) day of return
of the goods.
12. Notwithstanding delivery of the goods, title to the goods remain with the Supplier until McMaster
University has inspected and approved of the goods or sixty (60) days has passed after delivery
without McMaster University rejecting the goods.
13. The Supplier represents warrants and covenants that the goods do not infringe any patent, copyright,
trademark or other intellectual or industrial property right.
14. The Supplier represents, warrants and covenants that the goods are new, unused, free of defects or
deficiencies in design, materials or workmanship, conforming to all manufacturer and McMaster
University specifications and are fit for their ordinary purpose, unless McMaster University has made
a particular purpose known to the Supplier, in which event the goods are fit for that particular purpose
as well.
15. The Supplier covenants that the goods are warranted as described for a period of not less than one
(1) year from date of delivery to McMaster University notwithstanding any McMaster University
inspection, testing, approval, acceptance or payment for the goods, materials or equipment, unless
otherwise stated on the Purchase Order.
16. In the event of any breach of warranty at law or pursuant to this Purchase Order by the Supplier, at
any time during the one (1) year warranty period, the Supplier shall, at McMaster University’s option,
repair or replace the goods with an equivalent or better product at no additional cost to McMaster
University within fifteen (15) days of McMaster University’s notification to do so.
17. For the services, the Supplier shall:
(a) perform all work in a good and workmanlike manner to the full satisfaction of McMaster
University;
(b) obtain and maintain full and adequate insurance covering performance of the work, which is to be
available to McMaster University upon request,
(c) obtain and maintain Worker’s Safety Insurance Board coverage and provide both WSIB number
and proof of satisfactory standing to McMaster University upon request; and
(d) comply with all applicable policies, procedures, guidelines, and rules of McMaster University
including conflict of interest policies.
18. The Supplier may not assign or subcontract this Purchase Order or any subsequent contract arising
therefrom without the prior written permission of McMaster University.
19. The Supplier shall provide the goods and services in strict compliance with all laws, regulations,
codes and standards of Canada, at the sole cost of the Supplier.
20. The Supplier shall indemnify and save harmless McMaster University, its officers, Board of
Governors, employees, contractors, students and agents from and against all actions, suits, claims,
damages, causes of action, demands, penalties, fines, cost and expenses including legal fees or
other proceedings of any kind or nature directly or indirectly arising out of any breach or inaccuracy of
any representation, warranty or covenant, performance of the services or supply of the goods,
including but not limited to personal injuries to anyone, breach or alleged breach of intellectual
property laws, environmental non-compliance, product liability and property damage.
21. These Standard Terms and Conditions are meant to supplement but not supersede the terms and
conditions of any competitive bid document, contract or agreement. In the event of a conflict or
inconsistency, the terms and conditions of the competitive bid document contract or agreement, will
govern.
22. This Agreement is to be construed and governed by the laws of the Province of Ontario and federal
laws of Canada applicable therein. The United Nations Conventions on Contracts for the
International Sale of Goods and any legislation enacted for same do not apply.
Supplier Quotation Checklist
The following are criteria that may be relevant to any particular competitive bid process. In an effort to ensure completeness of bid
documents, this checklist should be completed and returned with the Bidder’s Quotation.
1. Can all Specifications be met? If not, clearly indicate the differences on a Y/N n/a
separate page.
2. Has the regular educational discount been identified? Y/N n/a
3. Are in-kind contributions, as defined by CFI, identified? Y/N n/a
4. Does the equipment meet applicable CSA Electrical standards? Y/N n/a
5. Does the equipment contain any radioactive materials? Y/N n/a
6. Has a list of spare parts and associated costs been provided? Y/N n/a
7. Can Installation be provided? Y/N n/a
a) Included in the cost? Y/N n/a
b) If not included, indicate any additional costs? _____________________ Y/N n/a
8. Can training be provided? Y/N n/a
a) Included in cost? Y/N n/a
b) If not included, indicate any additional costs? _____________________ Y/N n/a
9. Is travel required to perform installation and/or training? Y/N n/a
a) Included in cost? Y/N n/a
b) If not included, indicate any additional costs? ____________________ Y/N n/a
10. Has extended warranty pricing been identified? Y/N n/a
11. Are there specialized utility and environmental requirements for this equipment? Y/N n/a
12. Have after warranty maintenance fees been quoted? Y/N n/a
13. If software, are upgrades included? Y/N n/a
a) If not included, indicate any additional costs? _____________________ Y/N n/a
14. If software, are there license fees or user fees? Y/N n/a
a) If yes, indicate any additional costs. _____________________ Y/N n/a
15. Is equipment or software documentation included in the cost? Y/N n/a
a) If not included, indicate any additional cost? _____________________ Y/N n/a
16. Has the F.O.B. point been identified? Y/N n/a
a) Is freight and insurance included? Y/N n/a
b) If not included, what is the additional cost? _____________________ Y/N n/a
17. Are discount payment terms identified? Y/N n/a
18. If currency other than Canadian funds is being quoted, is this clearly identified? Y/N n/a
SECTION 8 SUMMARY PROPOSAL FORM
Cynthia Shanahan, C.P.P.
Director, Purchasing Resources
McMaster University
Downtown Centre, Room 411
1280 Main Street West
Hamilton, Ontario L8S 4L8
Dear Madam:
We, the undersigned, having carefully examined the proposal documents, do hereby offer
to enter into a contract with the McMaster University for the supply of the above mentioned
services and agree to the conditions outlined in said documents, at the prices indicated.
Total Dollars $_______________
Extended Warranty $ ______________________
Standings with Workplace Safety and Insurance Board
___________________________________________________________________________
Amounts Outstanding $___________________
General Liability Insurance Current Limit $______________________
_________________________________ _________________________________
Authorized Signature Name (print or type)
_________________________________ _________________________________
Title Company Name
_________________________________ _________________________________
Date
_________________________________
Corporate Seal Address
SECTION 9 MAILING LABEL
Proposal Information Management of PCI’s
Bid Opportunity: BC 06-10/259
Closing Date & Time: Monday, July 5, 2010 at 1:00pm EDST
Closing Location: Purchasing Resources, McMaster University
(Downtown Campus), Room 411
50 Main Street East, Hamilton ON L8N 1E9
Attention: Barbara Christianson, Purchasing Resources
Phone: (905) 525-9140, ext. 24587
Proponent Information
Company Name: ___________________________________________
Contact: ___________________________________________
Address: ___________________________________________
___________________________________________
Phone: ___________________________________________
Fax: ___________________________________________
Email: ___________________________________________
