REQUEST FOR ARCHAEOLOGICAL DIGITAL CONVERSION AND DATA
FOR THE SUSTAINABLE ARCHAEOLOGY FACILITY
ISSUED BY WESTERN UNIVERSITY CANADA - LONDON, ONTARIO
Western University Canada (Western), the third largest university in Ontario, has a full and part-
time enrollment of more than 33,300 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 3200 Full-Time Staff and Faculty. An
additional 5,000 Part-Time Staff and Faculty represent approximately 3,800 Full-Time
The Sustainable Archaeology (SA) Research facility of Western University is located off-
campus at 1600 Attawandaron Road, and is an integrated research facility that enables innovative
and paradigm shifting archaeological research in materials analysis, palaeo-environmental
studies, Indigenous archaeology, scientific visualization, and archaeological informatics. The
facility is consolidating 1000s of archaeological collections from southern Ontario to ensure
materials are stored, preserved and fully documented with the aid of an extensive digital imaging
laboratory. Collections that are accepted into the facility go through an Object to Information
conversion process where artifact variables are recorded and field records digitized. These layers
of information are integrated and accessible through a relational database to facilitate large-scale
Western requires a Contractor who will deliver services to convert archaeological artifacts and
associated records into digital data that will populate the SA digital platform. The SA will
require a service that will provide personnel who will be able to collaborate and work in tandem
with SA personnel on location at the SA facility.
The Contractor will achieve this service through the use of personnel trained with handling
archaeological artifacts and digital data entry procedures. The Contractor will assure personnel
have experience with Ontario culture history and material culture, archaeological classification
schemes, the professional archaeological community and First Nations communities in the
The Contractor will be responsible for providing digital conversion and data entry service for
twelve months, with the possibility of renewal.
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Proponents should submit one (1) electronic copy in (Microsoft Word or PDF format) via e-mail to Jim
Heaton ( email@example.com )
The subject line of the e-mail must clearly state the RFP title and number.
Deadline for submissions is noon, September 14, 2012. Submissions received after the Submission
Date will be rejected.
If choosing not to submit by email, hard copy submissions should follow the prescribed
Delivery address if Proponents are Hand delivering RFP Documents:
Support Services Building, Suite 6100
1393 Western Road
Attention: Jim Heaton
If Proponents are using Couriers to deliver their RFP responses, Couriers must deliver to the
following Western location:
Support Services Building
Mailroom, Dock 19
1393 Western Road
Attention: Jim Heaton, Procurement Services
Western will not be responsible for any lost documents or documents that are not received at the proper
location, or delays caused through mail delivery, courier service or any other occurrence of which
Western has no control.
All communications regarding this Request for Proposal (RFP) must be directed to Jim Heaton in
writing or via e-mail. Violation of this directive will result in the disqualification of the
Proponent from the RFP process.
Proponents may direct questions or seek additional information in writing via email by 10:00am August
31, 2012 to Jim Heaton (firstname.lastname@example.org). Responses to questions will be posted the afternoon of
August 31, 2012. Western is under no obligation to provide additional information.
Western will post all questions and responses to the WesternBuys website. See the links below:
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Proponents should structure their submissions so that sufficient information is provided for each of the
Proponents responding to this RFP should have:
1. The ability to employ data conversion personnel with archaeology and University-level
experience in Anthropology, History, Museum Studies or other specialization relevant to
2. Extensive experience working within large, complex, academic or broader public sector
Background and Credentials
Proponent’s background and credentials shall include the following, at a minimum:
1. A description of the proponent rendering the proposal, including whether the firm is
international, national, regional or local and number of offices.
2. Indicate the location of the office (referred to hereafter as the local office), which would most
likely be assigned to the project and provide a brief background summary of the local office,
including the number of managers, supervisors, seniors, and other professional staff employed at
3. Curriculum Vitae or detailed biographies of the individual(s) who would be involved with
Experience, Performance and References
1. The Proponent should disclose the length of time in business as a provider of archaeological
handling and data entry services.
2. Proponents must provide Western with three (3) references from Higher Education or Public
Sector. Please include the following information for each reference:
o Customer Name
o Location where service provided
o Contact Name
o Telephone number
o Description of services
o Contract period
Western’s evaluation may include information provided by the proponent’s references and may also
consider the proponent’s past performance on previous contracts with Western or may consider
references outside of the list provided.
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1. Proponents must include a summary of hourly rates by staff category for those individuals who
would be involved with Western’s contracts.
Evaluation Process and Criteria:
The evaluation of the RFP documents will be conducted by an Evaluation Team.
Evaluation of Rated Criteria - will consist of scoring by the Evaluation Team of each prequalification
submission on the basis of the Rated Criteria.
Rated Criteria Weight
1. Background and Credentials 30%
2. Experience, Performance and References 55%
3. Financial Component 15%
Presentations (Short-Listed Proponents only)
As part of the evaluation process, Western may invite a short-listed number of proponents for an oral
presentation. The purpose of the oral presentation is to allow the proponent to address the major elements of
their proposal, to obtain any required clarification, and to allow members of the Evaluation Team to interact
directly with key representatives of the proponent’s proposed team so as to validate and to make final
adjustments, if required, to the evaluation results. In advance of the Oral Presentation, each proponent
invited to make a presentation will be notified in writing of the matters on which clarification will be
sought, and the agenda for the meeting.
Bid Protest Procedure
If a respondent wishes to challenge the outcome of the RFP process, it should provide written notice
to Jim Heaton within sixty (60) days of notification of award, and Western will respond in
accordance with its bid protest procedures.
RFP Terms and Conditions:
1. Western reserves the right of refusal and/or the option to include/exclude or cancel proponents.
2. The issuance of this RFP shall not constitute any obligation on the part of Western to any firm or
individual who makes a submission.
3. All costs associated with the preparation of any party’s submission will be solely the responsibility of
4. The evaluation may include information provided by the proponent’s references and may also consider
the proponent’s past performance on previous contracts with Western and may consider references
outside of the list provided.
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5. Western may at any time make public the names of all parties.
6. Western reserves the right to decline any or all submissions, in whole or in part, at any time prior
to making a decision, for any reason or no reason at all, without liability being incurred by
Western to any parties submitting.
7. Western reserves the right to alter all or any aspect of the RFP prior to making a decision or to
cancel the RFP in whole or in part without making any award at its sole discretion, and it in its
absolute discretion to advertise or call for a new RFP, without any liability being incurred by
Western to any parties for any expense, cost, loss or damage incurred or suffered by the
submitting parties, as a result of such withdrawal.
8. Western reserves the right to:
a. Increase the pool of suppliers at its sole discretion.
b. Reject submissions that fail to meet the minimum requirements as stated above.
c. Reject late submissions. Late submissions may be returned unopened.
d. Select only those proponents who are deemed suitable and qualified to undertake the
supply of services for archaeological digital date conversion and data entry.
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Disclosure of Information
The proponent hereby agrees that any information provided in this proposal, even if it is identified as being
supplied in confidence, may be disclosed where required by law or if required by order of a court or tribunal.
The proponent hereby consents to the disclosure, on a confidential basis, of this proposal by the owner to the
owner’s Evaluation Team retained for the purpose of evaluating or participating in the evaluation of this
I/We acknowledge and agree that I/we have read and completed all the terms and conditions of this Request for
Supplier Prequalification, and have included all the required information and Appendices in our bid submission.
Signature of Witness Signature of Proponent Representative
Name of Witness Name and Title
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Appendix B Conflict of Interest Declaration
All proponents are required to disclose prior to accepting this assignment any potential conflict of interest.
Conflict of Interest includes, but is not limited to, any situation or circumstance, in relation to the RFP
process or performance of subsequent contract(s), where the proponent has an unfair advantage or engages
in conduct, directly or indirectly, that may give an unfair advantage, including and not limited to having
access to information confidential to Western and not available to other proponents, communicating with
any person with a view to influencing preferred treatment in the RFP process, or engaging in conduct that
compromises or could be seen to compromise the integrity of the open and competitive bid process.
Proponents are cautioned that the acceptance of their submission will preclude their participation in
subsequent phases of the process where a conflict of interest may arise.
Western reserves the right to:
1. solely determine whether any situation or circumstance constitutes a conflict of interest,
2. disqualify prospective proponents from a procurement process due to conflict of interest,
3. require prospective proponents, participating in a procurement process, to declare any actual or
potential conflict of interest,
4. require proponents to avoid any conflict of interest during the performance of their contractual
5. terminate an Agreement at anytime whereby a proponent fails to disclose any actual or potential
conflict of interest or fails to comply with any requirements prescribed by Western to resolve its
conflict of interest,
6. terminate an Agreement where a conflict of interest cannot be resolved
The proponent shall avoid any conflict of interest in its submission or in the performance of its contractual
obligations; disclose to Western without delay any actual or potential conflict of interest during the bid
submission period or during the performance of its contractual obligations; comply with any requirements
prescribed by Western to resolve the conflict of interest;
If a conflict of interest does exist as referred to above Western may, at its discretion, withhold the
assignment from the proponent until the matter is resolved to the satisfaction of Western.
If, during the conduct of the assignment, the proponent is retained by another client giving use to a potential
conflict of interest, then the proponent shall so inform Western and if a significant conflict of interest is
deemed to exist by Western, then the proponent shall:
1. refuse the new assignment; OR
2. take such steps as are necessary to remove the conflict of interest
Corporate Name: _________________________ Dated:__________________________
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Attestation to be returned with your quotation
Description List Price Best Normal In-Kind UWO Net % of
Education Price Contribution Price In-Kind
Contract to provide
digital conversion and
digital data entry service
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