Request for Proposal 12192018

Department of Marketing and Communications

Web Content Management System and Website Re-design Project

CLOSING TIME & DATE: 4:00:00 p.m. AT, December 19, 2018

Note: Proponents downloading this file, with the intention of submitting a Proposal, are required to register with Mount

Allison University Financial Services, at least three (3) days prior to the Proposal closing time and date. Failure to do so

may result in rejection of your Proposal. To register, complete and submit the Registration Form.

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Table of Contents 1. RFP# 12192018 – Registration Form .......................................................................................................................... 3 2. Introduction ............................................................................................................................................................... 4 3. Information to Proponents/ Terms and Conditions of Bidding ................................................................................. 6

Article 1-Scope of Work .................................................................................................................................................. 6 Article 2-Closing Date ..................................................................................................................................................... 7 Article 3-Communication ................................................................................................................................................ 7 Article 4-Indemnity ......................................................................................................................................................... 7 Article 5-Taxes ................................................................................................................................................................ 7 Article 6-Corporate References ...................................................................................................................................... 8 Article 7-Insurance .......................................................................................................................................................... 8 Article 8-Evaluation of Proposals .................................................................................................................................... 8 Article 9-Proponent Innovation ...................................................................................................................................... 9 Article 10-Special Conditions That Affect Installation .................................................................................................. 10 Article 11-Proposal Submission Requirements ............................................................................................................. 10 Article 12-RFP Ownership ............................................................................................................................................. 10 Article 13-Right to Clarify .............................................................................................................................................. 11 Article 14-Conforming with the Requirements of the RFP ........................................................................................... 11 Article 15-Modification or Withdrawal of Proposals, Amendments, Disputes ............................................................ 11 Article 16-Authorizing Officer ....................................................................................................................................... 11 Article 17-Proponent Presentation/Demonstration ..................................................................................................... 12 Article 18-Subcontractors ............................................................................................................................................. 12 Article 19-Validity of Proposal/Terms of Contract........................................................................................................ 12 Article 20-Confidentiality .............................................................................................................................................. 13 Article 21-Intellectual Property .................................................................................................................................... 13 Article 22-Percent Withholding for Non-Residents ...................................................................................................... 13 Article 23-Publicity ........................................................................................................................................................ 13 Article 24-eProcurement Opportunity ......................................................................................................................... 14 Article 25-Audits ........................................................................................................................................................... 14 Article 26-General Conditions ...................................................................................................................................... 14 Article 27-Service Delivery ............................................................................................................................................ 15 Article 28-Bonding ........................................................................................................................................................ 15

4. Specifications ........................................................................................................................................................... 16 5. Terms and Conditions of Purchase Order .............................................................................................................. 278 6. Appendix A-Corporate References .......................................................................................................................... 30 7. Appendix B-Declaration of Compliance ................................................................................................................... 30 8. Appendix C-Submission Form ................................................................................................................................ 312

9. Appendix D-Evaluation Score Sheet ........................................................................................................................ 33

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1. RFP# 12192018 – Registration Form

Web Content Management System and Website Re-design Project In order to register for this RFP, Proponents must complete the following form and deliver by paper, email or fax to:

Financial Services

Mount Allison University E-mail: rterrio@mta.ca

Attention: Ruth C Terrio, SCMP FAX: (506) 364-2216 Failure to return this form at least three (3) days before the original closing date may result in loss or termination of communication regarding this RFP. COMPANY NAME: ____________________________________________________________________________________ ADDRESS: _________________________________________________________________________

CITY: ______________________ PROVINCE: ____________________ POSTAL CODE: ______________

CONTACT PERSON: ____________________________________________________________________________________

EMAIL ADDRESS: ____ FAX #: ________________ Tel #: _____________

______ Yes, our firm/party is interested in responding to this RFP. I also authorize Mount Allison University

Financial Services to send further correspondence that it deems to be of an urgent nature by the following method.

_____Email attached pdf file _____Facsimile ___________________Courier collect (supply account #)

_____ No, our firm/party does not intend to respond to this RFP. I understand that if I do not submit a Proposal, this will not affect our company's status as a potential Proponent to Mount Allison University in the future. I also understand that if I do not return this form, our company will not receive any further notices with regard to this RFP. SIGNATURE: __________________________________________________________________________ TITLE: _________________________________________________ DATE: _______________________

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2. Introduction

DATE: November 16, 2018 PROPOSAL NUMBER: 12192018 SCOPE: Web Content Management System and Website Re-design Project CLOSING DATE: 4:00:00 p.m. Atlantic Time, December 19, 2018 RFP OPENING: Will Be Private

Proponents must keep the contents of this Request for Proposal and their proposals STRICTLY

CONFIDENTIAL.

Proponents are requested to submit one (1) original and one (1) exact copy on USB drive of their

Authorized Proposal, including the completed and signed original Proposal Summary Form, signed

copy of each addendum (if any), and any other documentation requested throughout the Request

for Proposal, or deemed relevant by the Proponent. Unless stated otherwise in this document or

an amendment thereof, electronic e-mail and facsimile responses will not be accepted.

It is the Proponent’s responsibility to ensure Proposals arrive, at the office of the Mount Allison

University Financial Services Dept., Attention: Manager, Procurement Services’ Office, no later than

the closing date and time specified, at the following address:

Mount Allison University Financial Services 65 York Street Sackville, NB E4L 1E4

Re: RFP 12192018 Web Content Management System and Website Re-design Project

It is the Proponent's responsibility to clarify interpretation of any item in this Request for Proposal, before the closing date specified, by contacting: Ruth C. Terrio, SCMP Manager, Procurement Services Tel: (506) 364-2294 Fax (506) 364-2216 E-mail: rterrio@mta.ca

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Note:

If delivering your proposal in person, please deliver to Mount Allison University, Financial Services

Department, 3RD Floor - Centennial Hall, 65 York Street, Sackville, NB E4L 1E4

Proposals sent via courier are delivered to the Receiving Department which is not in the same

building; hence proponents should allow enough time (normally next day) to transfer documents to

the Financial Services Department. Proponents outside of Canada may wish to allow extra shipping

days since delays at customs occasionally occur. The University will not be held responsible for any

loss as a result of Customs’ inspection of the proponents’ submission.

Your proposal will be time and date stamped. Please ensure that the Proponent’s name, RFP #, RFP name, and Manager, Procurement Services’ name are clearly marked on the outside of the package(s).

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3. Information to Proponents/ Terms and Conditions of Bidding

Request for Proposals - RFP # 12192018

Web Content Management System and Website Redesign Project

This information and the following terms and conditions constitute an integral part of this Request for Proposal and the registered Proponent acknowledges acceptance by signing the Proposal Summary Form (Appendix E). Proposals are to be submitted in English, on the forms provided and/or in the format specified in the RFP. Furthermore, Proposals that do not include one signed copy of the Proposal Summary Form may be rejected. This proposal is subject to the Canadian Free Trade Agreement. Notwithstanding anything contained in the Terms and Conditions of Bidding, Scope of Work, Request for Proposals, Information to Proponents, Proposal Forms or General Conditions no contract of any nature whatsoever is intended to arise between Mount Allison University and any Proponent as a result of the Request for Proposal and/or the submission of any Proposal. It is a condition fundamental to this Request for Proposals that Mount Allison University reserves the right to exercise its unfettered discretion to award a contract to the Proponent whose Proposal Mount Allison University determines to be most attractive and in the best interest of the University, whether or not the Proposal has the lowest price or prices, to suspend or terminate this Request for Proposals process at any time for any reason whatsoever, to decline to award any contract, or, having declined to award any contract, to initiate a fresh process for soliciting proposals for the web content management system and website re-design project. In submitting a Proposal, the Proponent waives any right to any claim or legal action against Mount Allison arising out of the Request for Proposal, its Proposal or the manner in which Mount Allison University administers the evaluation process, selects a Proponent and awards such contract, whether such a claim or legal action is based on breach of contract, tort, breach of fiduciary duty, breach of statutory obligation or duty, equity, or any other principle whatsoever. Any remedies against any claim for alleged breaches of contract or unfair administration of the evaluation and contract award process will be limited to the actual cost of preparing the proposal.

Article 1-Scope of Work

1.1 To provide a new web content management system, new website redesign, plan for content migration and implementation of new website, and the management of this project as per specifications (Section 4).

1.2 All product, equipment and/or installation must meet applicable industry codes and standards and must comply with The Access to Information and Protection of Privacy Act (New Brunswick).

1.3 Provide detailed responses to specifications with Proposal responses. 1.4 Provide detailed pricing in Canadian dollars with Proposal responses. 1.5 Provide project management and planning details with Proposal responses. 1.6 Provide maintenance service contract details with Proposal responses.

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1.7 Demonstration/sandbox of proposed WCMS at no cost to the University may be required.

Article 2-Closing Date

2.1 Proposals received after the Closing Date and time will not be considered and will be returned unopened to the Proponent. It is the responsibility of each Proponent to ensure that proposals are received at the address referred to in Section 2 Introduction. Electronic and facsimile responses will not be accepted. The University reserves the right to extend the Closing if necessary for reasons beyond its control, such as extreme weather or transportation conditions.

Article 3-Communication

3.1 All communication regarding this proposal shall be directed to the University contact named in the proposal (Section 2- Introduction). Contact with anyone other than the University contact named in the proposal may disqualify the Proponent from participating in this RFP. Proponents agree to immediately disclose any such contact to the University in writing, failure to do so may eliminate a Proponent from the competition. The University will not assume responsibility for oral instructions or suggestions. Should the Proponent find discrepancies in, or omissions from the specifications, or should the Proponent be in doubt as to the meaning of any part of the proposal, the Proponent shall notify the individual identified in section 2 of this RFP, who may if necessary, send written addenda to all Proponents.

Article 4-Indemnity

4.1 Except to the extent paid in settlement, and to the extent permitted by law, each party agrees to indemnify and hold harmless the other party, and its respective affiliates, officers, agents, employees, and permitted successors and assigns against any and all claims, losses, damages, liabilities, penalties, punitive damages, expenses, reasonable legal fees and costs of any kind or amount whatsoever, which result from or arrive out of any act or omission of the indemnifying party, its respective affiliates, officers, agents, employees, and permitted successors and assigns that occurs in connection with this agreement. This indemnification will survive the termination of any resulting Contract.

Article 5-Taxes

5.1 All prices shall be in Canadian Dollars, Harmonized Sales Tax (HST) extra. 5.2 Where applicable, the Proponent shall indicate HST as a separate item on all documentation.

The successful Proponent shall provide their HST Registration Number on all invoices.

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Article 6-Corporate References

6.1 Proponents shall provide three (3) corporate references providing historical proof of successful applications (Name, position and telephone number) of the proposed solution offered to the University. Satisfactory references are an essential condition of this RFP. (Appendix–A) The University reserves the right to contact references without prior consent of the Proponent.

Article 7-Insurance

7.1 The successful Proponent shall be required to provide proof satisfactory to the University that the Proponent has valid subsisting public liability and property damage insurance, and owned and non-owned auto insurance, showing the types of coverage, the amounts and the effective dates of the insurance. All insurance premiums shall be paid by the successful Proponent.

7.1.1 Additional Insured – Mount Allison University must be named as an additional insured under the General

Liability policy with respect to liability arising out of the operations agreed with Mount Allison University.

7.1.2 Notice of Cancellation – No policy shall be cancelled, or not renewed without Thirty (30) days written notice

to Mount Allison University. 7.1.3 Project Details –

The certificate of insurance must clearly state the project address, description of the activity to be performed on our site in the description operations section of the Certificate of Insurance document. Issued in favor of Mount Allison University.

7.1.4 Commercial General Liability (CGL) – Coverage shall be written on an occurrence basis with limits not less than $5,000,000. Such coverage shall include Bodily Injury, Property Damage and Projects & Completed operations, Broad Form Property Damage, Contractual Liability, Personal Injury, Cross Liability, and Non-Owned Automobile Liability. The CGL is subject to a maximum deductible amount of $5,000.

Article 8-Evaluation of Proposals

8.1 The University shall evaluate all valid Proposals and select the Proposal that is most attractive and that offers the best value to the University and which, in the sole discretion of the University, is deemed to be in the best interest of the University. The University is not bound to award to the lowest priced, or any offer. The evaluation team will review proposals and score the written responses, after which only the top rated proponents will be scheduled for demonstrations and interviews.

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8.2 Proponents will note that evaluators can only use the information provided in the proposal itself. If a Proponent does not include specific information deemed relevant after closing and the information is not in the Proposal, then the Proponent should assume the information would not be known or used by the evaluation team. Additional information intended to alter Proposals cannot be presented to the evaluation team during the demonstrations.

8.3 Without limiting the meaning of the terms "most attractive" and "the best interest of the University", the following criteria normally will be included in the evaluation of Proposals:

8.3.1 Compliance to Proposal Specifications 8.3.2 Compliance to Terms and Conditions 8.3.3 Total evaluated cost 8.3.4 Delivery/completion time 8.3.5 Experience of Proponent on projects of similar size and scope 8.3.6 Superior design features considered advantageous to the University 8.3.7 Operating and maintenance costs 8.3.8 Reliability/reputation of product being supplied 8.3.9 Adaptability and modification potential to meet future University needs 8.3.10 Ease of integration with current University operations 8.3.11 Demonstration of proposed product 8.3.12 Environmental impact Note: See Appendix D-Evaluation Score Sheet for further details.

8.4 Where the University has stated specifications that must meet a "minimum" standard, a Proponent may include a project or product which exceeds said standards provided there are advantages to the University in terms of operating or capital costs or other relevant factors. (See Appendix B)

8.5 The University reserves the right, in its sole discretion, to clarify any portion of a Proposal with any Proponent, and to negotiate with one or more Proponent(s) during the evaluation process. It is the University’s intent to award to one supplier.

8.6 Notwithstanding any other provision contained in this RFP or a Proponent’s proposal, selection of a proposal to fulfill this project does not guarantee a contract with the University; rather selection of a Proponent’s proposal merely initiates the process of negotiations which may lead to a contract with the University to provide services/goods described in the RFP.

8.7 Proponents are advised that no commitment shall exist until such time as the successful Proponent receives official written notice from the University.

Article 9-Proponent Innovation

9.1 The University encourages Proponent innovation. If a Proponent offers goods or services different than those specified in the Proposal, and these may be of advantage to the University, Proponents are strongly encouraged to submit as many of these alternatives as they wish, as a separate proposal. A Proposal with multiple alternatives within the same document will be considered as non-compliant. Alternates should be proposed separately

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and clearly identified as alternatives and shall be considered at the sole discretion of the University. (See Appendix B)

Article 10-Special Conditions That Affect Installation

10.1 Smoking is not permitted on University property. 10.2 No overtime charges of any kind will be permitted unless authorized by the University prior

to the start of the work. 10.3 The successful Proponent shall, at all times, comply with the requirements of the University

Code of Business Conduct policy. (http://www.mta.ca/administration/vp/policies/7910.htm)

10.4 The successful Proponent shall ensure that Mount Allison’s property is kept clean of any excess materials resulting from the performance of services on behalf of the University. All costs associated with the removal of the debris from the premises shall be the responsibility of the Proponent(s).

Article 11-Proposal Submission Requirements

11.1 To warrant the confidentiality of the Proposal, please ensure that the Proposal is clearly marked as an RFP document on the outside of your submission package(s). The Proponent’s name, RFP #, RFP name and contact name should be clearly marked on the outside of the package(s).

11.2 The RFP number and title must appear on Proposals to be routed to the proper designated building; The Proponent should initial each page of the Proposal.

11.3 The submission of a Proposal shall be deemed proof that the Proponent is satisfied as to all provisions of the RFP. The University will not entertain claims based on assertion by the Proponent that it was uninformed or unaware of specifications, terms, or conditions.

11.4 All Proposals should be sealed and must be received in writing. Electronic Proposals (e.g., phone, fax, email), and amendments thereto, will not be considered unless expressly stated in the Information to Proponents section of the RFP.

11.5 All Proposals shall be in enough detail to allow the University to determine the Proponent's position from the documents received. The University may refuse to consider any Proposal that does not include documentation or other information specified in the RFP.

Article 12-RFP Ownership

12.1 All documents, information, specifications, tracings, or attachments provided by the University and pertaining to this RFP remain the property of the University and shall be treated in strict confidence by the Proponent. No part of this RFP may be transmitted to, or discussed with a third party, nor reproductions made thereof, without prior written consent of the University.

12.2 All materials and documents submitted to the University pursuant to this RFP shall become the property of the University and will not be returned to the Proponent.

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Article 13-Right to Clarify

13.1 Mount Allison University reserves the right, in its sole discretion, to clarify any proposal after closing by seeking further information from that Proponent without becoming obligated to clarify or seek further information from any or all other proponents. However, Proponents are cautioned that any clarification sought will not be an opportunity either to correct errors or to change their offering in any substantive manner.

Article 14-Conforming with the Requirements of the RFP

14.1 The Proponent must take all appropriate measures to obtain all information and instructions required to make its proposal(s) conform to the requirements of the RFP. Proponent(s) will not be entitled to claim against the University or its employees based on a lack of information or instructions; no Proponent will be entitled to avoid any obligation, condition or specification contained in the RFP.

Article 15-Modification or Withdrawal of Proposals, Amendments, Disputes

15.1 Proposal Modification or Withdrawal before Closing Date. Prior to the Closing Date, a proposal(s) may be modified or withdrawn by way of written request to the contact person noted in the introduction.

15.2 Proposal Modification or Withdrawal after Closing Date. Proposal(s) cannot be modified or withdrawn after the Closing Date. Once a proposal has been selected, it may only be amended in detail with the mutual agreement of the University and the Proponent. No Subcontractor or object or details of a Subcontractor or any information relating thereto in a proposal may be changed after the Closing Date. The University may withdraw this RFP any time before or after the Closing Date by issuing an addendum in writing to all Proponents.

15.3 Once a proposal has been selected, in the event of a dispute arising out of or in connection with a resulting contract, both parties will attempt to resolve the matter in a collaborative manner. Failing resolution, the University may seek legal counsel to provide relief. Any and all legal proceeding will be conducted in the Province of New Brunswick.

Article 16-Authorizing Officer

16.1 The proposal must designate an individual(s) who is/are authorized to negotiate and sign on behalf of the Proponent (see Appendix C). By signing Appendix C, the Proponent expresses their resolution to abide by the terms and conditions set out in this RFP and any resulting contract.

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Article 17-Proponent Presentation/Demonstration

17.1 Mount Allison University may request any Proponent make a presentation/demonstration of its proposal to the University. The University will fix the time, place and mode of these presentations. The proposals submitted may not be changed during these presentations.

Article 18-Subcontractors

18.1 The Proponent must, if applicable, specify in its proposal the name of each Subcontractor and the object and details of all the Subcontracts it proposes to enter into with each of them.

18.2 The Proponent must also provide details of the qualifications of each Subcontractor as well as provide any other information the Proponent deems necessary to demonstrate to the University each Subcontractor’s ability to perform in conformity to the RFP and such Proponent’s proposal.

18.3 The Subcontractor will be expected to meet the same standards and quality of services required from the Proponent.

18.4 The Proponent will be held responsible for all aspects of the work carried out by the Subcontractor.

18.5 The Proponent will be solely responsible for the quality of service and/or materials supplied by its Subcontractors. The University reserves the right to demand, upon written notice, a replacement Sub-contractor should the work be unsatisfactory to the University. The University must approve replacement Subcontractor(s) prior to engagement.

18.6 The Proponent will be solely responsible for ensuring that the Subcontractor(s) complies with the provisions of this RFP and the Proponent’s response, including, without limitation, provisions concerning confidentiality, conflicts of interest, intellectual property, copyrights and insurance requirements.

18.7 The Proponent will be responsible for the co-ordination of all activities related to its Subcontractor(s).

18.8 The University must approve all Subcontractor(s). However, any approval of Subcontractor(s) by the University shall not diminish the effect of any part of this provision nor the ultimate responsibility of the Proponent for work performed by Subcontractor(s).

18.9 The Proponent must provide in its proposal the details of the ownership of said Subcontractor(s).

Article 19-Validity of Proposal/Terms of Contract

19.1 All proposals must remain valid and open for acceptance by Mount Allison University for a period of 120 (one-hundred twenty) days after the Closing Date. The University reserves the right, in agreement with proponents, to extend this period. The terms of this contract will be an initial three-year term, with the possibility of two (2) two-year extensions. The University reserves the right to cancel this contract at any time with 30-day written notice, for any reason whatever.

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Article 20-Confidentiality

20.1 The contents of this RFP, the Proponents' proposals, and any other information divulged by Mount Allison University and/or the winning Proponent during the performance of the contract are strictly confidential and may not be divulged or disclosed to anyone without the prior written consent of the University.

Article 21-Intellectual Property

21.1 During the process of evaluating Proponents’ proposals and/or following the awarding of this RFP, Proponents may be provided with material containing intellectual property rights owned by Mount Allison University or covered by a collective agreement to which Mount Allison is a party. All right, title and interest of whatever nature, including but not limited to copyright and trademark rights, in material and documentation developed by the Proponent or its employees on behalf of the University shall vest in and belong to the University at all times free from any interest of the Proponent or its employees or any third party. The Proponent and its employees shall do all such things as the University may require in order to effectively vest such rights in the University or to evidence the same whether before or after awarding this RFP.

Article 22-Percent Withholding for Non-Residents

22.1 The Canadian Income Tax Act and Regulations thereunder requires that Mount Allison University withhold a certain amount paid to non-resident individuals, partnerships or corporations, in respect of services rendered in Canada.

22.2 This withholding requirement does not represent a definite tax but, rather, is considered by the Canada Revenue Agency (http://www.cra-arc.gc.ca/menu-e.html) as payment on account of a non-resident’s overall tax liability to Canada. There is provision in the Income Tax Act and Regulations thereunder for non-residents to make application to have the withholding reduced or waived. It is the obligation of non-residents (and not the University) to familiarize themselves with these provisions and to apply for a waiver if they so choose. A copy of the waiver must be provided to the University.

22.3 Non-residents are responsible for determining and complying with any deadlines (which may change without the knowledge of the University).

Article 23-Publicity

23.1 The Proponent shall not issue any public news releases pertaining to this RFP or any acceptance of contract without obtaining the prior written permission of Mount Allison University.

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Article 24-eProcurement Opportunity

24.1 Mount Allison University views the use of electronic methods in conducting procurement processes as a progressive improvement that can benefit both the University and the vendor. Electronic enablement of the purchasing process, from identification of requirements through to payment, can be more specifically identified as:

• eSourcing - viewing catalogues online

• eProcurement – approval gateways for ordering against established agreements, ordering online

• ePayment – electronic invoice, funds transfer and coming soon Visa Payables Automation

If your company has all or any of the capabilities listed above, we request that you provide details in your response.

Article 25-Audits

25.1 The Proponent shall comply with any request from the University to audit the costs and/or other pertinent records of the Proponent, upon the premises of the Proponent. The successful Proponent shall retain pertinent records required to fulfill this requirement for a period of seven (7) years. The request to audit is at the University’s option and it may or may not be exercised. This article shall survive the expiration or termination of any agreement or contract resulting from this RFP.

Article 26-General Conditions

26.1 All costs incurred in preparing or presenting a Proposal shall be borne solely by the Proponent.

26.2 The University reserves the right to accept or reject all or any part of a Proposal as may be in the best interests of the University, and to waive any informality therein. Proposals clearly involving predatory pricing may be rejected. The University reserves the right, in its sole discretion, to award this RFP to one or more Proponents, in whole or part, based upon the overall best value to the University.

26.3 The Proponent declares that the Proposal is not made in connection with any other Proponent submitting a Proposal for the same goods or services and is in all respects fair and without collusion or fraud.

26.4 By submitting a response to this proposal the Proponent represents that it does not discriminate based upon race, colour, creed, religion, ancestry, place of origin, nationality, age, physical disability, mental disability, marital status, family status, sexual orientation, sex, gender identity or expression, social condition, or political belief or activity.

26.5 It is the responsibility of the Proponent to ensure that no representative extends entertainment, gifts, gratuities, discounts or special services, regardless of value, to an employee of the University, or any member of the University Board of Regents, Senate, Faculty or Departments. Proponents shall report to the Procurement Manager, any attempt

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to obtain such favors. Furthermore, Proponents shall disclose if any University employee is involved with the Proponent's company in any way.

26.6 The University reserves the right, in its sole discretion, to cancel the Proposal process, in whole or in part, without any award, for any reason, at any time. In the event of any such cancellation, the University shall not be obligated to pay any costs, damages or claims of any type or kind to any Proponent or potential Proponent.

26.7 The successful Proponent shall agree to all University Terms and Conditions as presented in this RFP unless otherwise negotiated in writing with the Manager of Procurement Services.

Article 27-Service Delivery

27.1 Proponents shall provide resumes for each team member proposed for this project. At no time shall a Proponent withdraw a team member from the project unless communicated to the University prior to the withdrawal. Any replacement team member shall be of equal or better qualifications. The University shall approve all replacement team members prior to assignment to the project.

Article 28-Bonding

28.1 The winning Proponent will provide appropriate performance bonding in the amount of 100 percent of the project total amount to be paid. Such bonding must be in place within 15 days of official award of the contract.

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4. Specifications

Mount Allison University was founded in 1839 and has established itself as one of Canada’s top undergraduate universities. The University has a total enrolment of approximately 2200 students and offers degrees in arts, science, commerce, fine arts and music.

The University’s website is the most important tool for marketing and student recruitment. External research undertaken in 2017 amongst prospective students determined that while the website is perceived as a valuable source of information, it is challenging to navigate, dense, and as such somewhat imposing. Research done in 2015 amongst internal content editors (staff, faculty) determined that most content editors found the current Web Content Management System (WCMS) difficult to use and as a result reported medium-low levels of satisfaction with the tool.

The University launched its current website in 2013 on the Ektron CMS400.net WCMS platform. This site reflected the revised visual brand introduced in 2011. The site currently serves as the main source of information for prospective students, but equally serves alumni and internal audiences (current students, faculty, staff) as well. The next iteration of our website should be even more focused on recruiting, while still allowing other audiences to find the content they need.

In 2014, the site underwent a redesign to adopt a mobile-friendly responsive design. In addition, a new Alumni section of the site was launched. Since 2015, the site has remained more or less the same in terms of design and navigation, though there have been significant content updates on an ongoing basis.

The University’s Computing Services Department (CSD) and Marketing and Communications office (MC) share overall web governance responsibility for the current website. CSD has the equivalent of 1.5 FTE for web support, software updates, and content enhancements. MC has the equivalent of 1.5 FTE to oversee web content development, content updates, and to provide advice and training to a web editor community of approximately 100 people. We plan to develop a more formalized web governance policy, but at time of writing such a policy is not in place.

Project Scope and Objectives The request for proposal involves the selection of a new web content management system, new website design, plan for content migration, and implementation of a new website. We will require project management and project planning skills to assist us to effectively scope, schedule, and manage the project in phases. We are targeting a project start date in March, 2019, and have established a target date for completion of September 2020. Our expectation is that the entire project will be organized into a number of logical, and prioritized, phases (to be discussed with successful proponent) within that timeframe. A completion date earlier than stated above may be possible.

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Business objectives - Re-design the Mount Allison website as a more contemporary manifestation of the Mount

Allison brand.

- Website to have a clear identity and primary focus on recruitment (prospective students

and influencers), with a secondary role of providing accessible content for other

University audiences.

- Improve the online experience for end-users (site visitors) though more intuitive

navigation.

Project objectives - Replace the current Ektron WCMS with a new WCMS that meets content and user

requirements.

- Reduce development effort (compared to current platform) for website changes and

enhancements.

- Enhance and modernize the functional and technical capabilities of the website.

- Enhance the content owner-editor experience by delivering an easier-to-use interface.

- Reduce time invested in training and ongoing education for non-technical content editors.

- Procure an ongoing maintenance agreement that includes: implementation of software

upgrades, technical support, and hosting fees (if applicable).

Project timing We expect the project to begin in March 2019, from initial planning to implementation. Project planning and scheduling will be one of the first deliverables following award of contract. That process will ultimately determine a master schedule, project phases, clearly delineated roles for vendor and Mount Allison, and budget. Content strategy Currently, our institutional website (https://mta.ca) is the primary digital resource for a variety of internal and external audiences: prospective students and parents, current students, faculty, staff, alumni, community/general public, and media. Prospective student content is found under the ‘prospective student’ section on the home page, and all the content in this section is managed only by the Marketing Communications office, working in conjunction with recruitment and admissions. The rest of the content is managed by a variety of content editors (totaling approximately 100), including individuals from: marketing, academic departments, faculty, and administrative and student services departments. Content editors not working in marketing are currently able to publish content without any centralized workflow/approvals: we would expect this to be the case with a new WCMS as well. That said, we will continue the practice of creating a set of possible page templates with embedded branding restrictions, based on the type of content. Mount Allison’s alumni publication (The Record) is published three times yearly: July, November, and February. Two years ago, after undertaking research with alumni readers, we introduced a

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website version built on the Ektron platform (http://mta.ca/record). Currently, each issue is produced as a website edition, while a print edition is also produced for July and November issues. The content for The Record is in scope for this project. Our digital eco-system also includes a number of other websites not built on the Ektron WCMS. While we will continue to link to these sites we do not envision redesigning them or migrating content: as such, they are out of scope for our WCMS project. For context, these sites are:

• Owens Art Gallery: https://www.mta.ca/owens/index.php the Owens Art Gallery is

located on the Mount Allison campus. It is the oldest university art gallery in Canada, and

nationally recognized for its collection and programming. It also serves as a learning

centre for many students, and each year employs several students as volunteers or in

paid positions. Owens Gallery staff maintain their own website content.

• Mount Allison Athletics: The athletics website, www.mountiepride.ca, is a SaaS

application designed and hosted by Presto Sports. The Mount Allison athletics

department manages all content on this site.

• Library: The Mount Allison Library & Archives website www.mta.ca/library was

developed by the Library as a standalone site. In terms of brand identity and colour

scheme, the site is complementary to our current Mount Allison site. In terms of

navigation and content, the site has been custom-developed. We do not anticipate either

redesigning or migrating the Library site to the new WCMS.

• Faculty-specific research sites: These are designed and managed by individual faculty and

are independent of University operations.

• Student Bridge: Mount Allison also has contracted a SaaS solution from the

aforementioned firm for an interactive campus map (launched in November 2018) and a

website version of our Viewbook (launching in December 2018).

Mount Allison would like to redesign the main Mount Allison website site so that it appears less ‘institutional’, and is more clearly targeted to prospective students. In addition, current site navigation reflects our organizational and departmental structures, which is sometimes confusing to external audiences. We would like to alter our approach to navigation and user experience so that navigation/IA is easier and more intuitive for prospective students to navigate and explore content. At the same time the site will continue to house information for current students, faculty, staff, alumni, and site visitors. We plan to migrate much of the content on our current website to a re-designed site. We have identified some content that we might remove or archive elsewhere, and not migrate to a new website; for example, human resources and finance forms that relate only to individuals working here. We will be able to provide more detail on this once the project gets underway. Current technical architecture Our current web site is built on Ektron’s CMS400.net WCMS platform. The development environment is C#/ASP.NET. The current site design and architecture requires custom

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development for many types of changes. A goal of this project is to require less development effort for web site changes and enhancements. A Windows/ASP.NET platform is specifically not a requirement. The Ektron platform will be completely replaced by this project. RFP timeline

Activity Date

RFP issued Nov 16, 2018

Proponent questions deadline Nov 23, 2018

Client responses/addenda Nov 30, 2018

Proposal submission deadline Dec 19, 2018

Shortlisted vendors advised Jan 18, 2019

Vendor presentations (shortlisted vendors) Jan 28 – Feb 6, 2019

Sandbox evaluation (shortlisted vendors) Feb 7 – 17, 2019

Selection of successful proponent By Mar 1, 2018

Agreement review/signing ASAP following decision

Notes:

• Shortlisted proponents move to a demonstration and sandbox evaluation phase

o Vendor presentations: An online presentation is the expectation. At vendor

discretion and cost, an in-person presentation is an acceptable alternative.

o Sandbox: Each vendor should provide access to a copy of your WCMS that MtA

can review for the period specified.

• The University is closed (holidays) as of Dec. 24, and re-opens Jan 3.

RFP response Content of the Proposal should be presented in the order outlined below, using the same numbering for each section. Mandatory Criteria for this RFP Please provide brief answers (as a guideline, 100-150 words) to each of the statements marked ‘A’ through ‘F’. Bullet points are acceptable. Your answers should summarize the main points why you believe your organization and proposed solution are a fit for Mount Allison’s project.

A. Evidence that your organization understands the higher education sector, and in

particular, small- to medium-sized universities.

B. Evidence that the WCMS platform proposed is designed for/used by clients in the higher

education sector.

C. Evidence that the WCMS solution proposed is very user-friendly for non-technical content

editors.

D. Evidence that access control mechanisms are sufficiently flexible for an environment with

numerous (i.e. 80-100) individual content contributors spread across our organization.

E. Evidence that your WCMS can be managed and maintained effectively by a small

development/IT team.

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F. Evidence of your organization’s success in delivering projects of similar size and scope.

Article 1-Vendor capability and experience 4.1 Vendor overview

4.1.1 Qualifications

4.1.1.1 Provide a brief company history, including years in business, number of

employees, organization structure, location of services to be provided.

4.1.1.2 Overview of your organization’s capabilities in web content management systems,

web design, project management, and client support.

4.1.1.3 Overview of your capabilities and experience as it relates to web design and

implementation in the higher education sector. Note Canadian clients in

particular.

4.1.1.4 Proposed team to be assigned to the project. Identify primary client contact(s),

brief description of each team member’s experience, and proposed role on our

project.

4.1.1.5 List any subcontracted services that you propose to utilize on this project. Provide

a brief description of the degree to which your organization and subcontractor(s)

have worked together on past projects relatable to the Mount Allison project.

4.1.2 Project support

4.1.2.1 Outline your approach to assuring quality on a project of this nature.

4.1.2.2 Outline your capability and approach to taking on a project management role.

4.1.2.3 Outline your approach to managing customer service issues.

4.1.2.4 List any supports available to client. Identify those which are a) included with

contracted services, or b) are optional add-ons that may require additional

services on top of the contract.

4.1.2.5 List any resources, or project preparedness that the vendor may request of the

client.

4.1.2.6 Provide information about any user groups of customers who use your WCMS

product. Outline how you support or provide ongoing education to this user

group. Note any regular conferences designed for clients. Are these types of

services provided at a separate cost or as part of a service and support agreement?

4.1.3 References

4.1.3.1 List three references that we may contact. References should be for projects

undertaken within the past 3 years, and may include assignments currently

underway. Canadian post-secondary references are preferred, but may include

any of your clients that the vendor deems will most accurately represent vendor

performance for the Mount Allison project and the proposed requirements.

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4.1.3.2 For each reference identify: name of organization; name, title and contact

information of the person to be contacted; brief description of services provided;

timing and length of project.

Article 4.2-WCMS Functional requirements 4.2.1 Content editing

4.2.1.1 Describe the content editor interface, and advantages for non-technical users.

Does the WCMS support in-line editing using a “WYSIWYG” editor to preview

potential edits?

4.2.1.2 Does the WCMS allow editing from Microsoft Word, including stripping of special

characters and other formatting issues that typically occur with content

originating in Microsoft Word?

4.2.1.3 Describe how shared assets (images, video, and content fragments) can be used

throughout one or more websites.

4.2.1.4 Describe WCMS functionality for visually browsing reusable content in a content

repository.

4.2.1.5 Describe WCMS multi-language capability, including support for multiple versions

of a page in different languages.

4.2.1.6 Describe how an events calendar works in your WCMS.

4.2.1.7 Describe how a news feed works in your WCMS.

4.2.1.8 Describe how video can be displayed on pages.

4.2.1.9 Describe features that support forms creation and management of data

4.2.2 Workflow and publishing model

4.2.2.1 Describe the content editing workflow and publishing model and any options for

more complex or simpler workflows.

4.2.2.2 Describe how your WCMS enables best practice workflow/content publishing

permissions.

4.2.2.3 Describe how workflow includes the ability to determine which roles have access

to perform which actions at each step of the workflow.

4.2.2.4 Describe support for multiple workflows to support multiple sites or sections of a

site.

4.2.2.5 Can workflow be highly granular, meaning that workflow could be as detailed as a

specific page?

4.2.2.6 How does the WCMS automate notification to users and roles when there is

content for review?

4.2.2.7 Does the WCMS provide a full revision history of changes made and who

performed them?

4.2.2.8 Does the WCMS allow older versions of content to be rolled-back and promoted

to the live site?

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4.2.2.9 Describe functionality providing validation of content and metadata, such as

required fields or allowable types of content by field (email verification).

4.2.2.10 Describe functionality to bulk upload/delete content such as files and images.

4.2.2.11 Describe functionality for automated checks for broken links, page 404 errors and

other content errors.

4.2.2.12 Does the WCMS provide the ability to create lists of pages based on directory, tag

or category that update automatically as new content is created?

4.2.2.13 Describe functionality to identify stale content and provide notifications to

content editors and/or administrators.

4.2.2.14 Describe any functionality in your WCMS that can assist with content reviews.

4.2.2.15 Describe any other content lifecycle features of your WCMS.

4.2.2.16 Describe any functionality for immediate publishing of content, bypassing any

review processes or synchronization delays, such as an emergency alert on a site’s

home page.

4.2.3 Social media integration

4.2.3.1 Describe how social media feeds can be embedded on pages.

4.2.3.2 Does the WCMS allow for external RSS feeds to be displayed inline?

4.2.3.3 Describe included support for social sharing widgets.

4.2.3.4 Describe any integrations with specific social media platforms.

4.2.3.5 Describe support for Social Metadata such as Facebook Open Graph, Twitter

Cards, and Pinterest Rich Pins.

4.2.4 SEO

4.2.4.1 Describe how the WCMS supports Search Engine Optimization.

4.2.4.2 Describe functionality to help ensure that Page Title, Page Summary and other

important SEO elements can be created even by casual content contributors.

4.2.4.3 Describe how your WCMS allows editors to create user-friendly URLs.

4.2.4.4 Describe how the WCMS can identify pages that are missing critical SEO elements.

4.2.4.5 Does the WCMS provide marketers the ability to retain URLs when changes are

made to avoid broken links from search engines?

4.2.5 Analytics

4.2.5.1 What features or tools are available in the WCMS, or may be integrated with the

WCMS, to analyze website traffic?

4.2.5.2 Describe functionality for creating and using landing pages to track the success of

marketing campaigns.

4.2.5.3 Describe any out of the box integrations with analytics platforms.

4.2.5.4 Describe how the WCMS allows marketers to determine how content publishing

activity impacts site traffic.

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4.2.5.5 Describe how the WCMS helps marketers determine where on the site to publish

new content.

4.2.5.6 Describe how the WCMS helps marketers determine how frequently to update or

create new content based on site traffic goals.

4.2.6 Design, templates, page layout

4.2.6.1 What degree of page template creation/customizability is possible for capable

content editors who are not programmers; what degree of customization must be

done by programmers?

4.2.6.2 Does the WCMS provide a page-building and layout environment in which users

can select or drag and drop from a palette of page elements (or modules) to create

or change page designs?

4.2.6.3 Describe any “out-of-the-box” responsively-designed templates that can be used

as-is, or modified and/or customized.

4.2.6.4 Does the WCMS provide the ability to create a design by modeling it on an existing

site or design?

4.2.6.5 Describe how designs, layouts, styles, and/or templates from third parties can be

imported or integrated into the WCMS.

4.2.6.6 Can design changes be easily applied to existing pages across the website?

4.2.6.7 Can designers preview what pages will look like on various mobile devices?

4.2.6.8 Are there templates for responsive and mobile-friendly site navigation elements?

4.2.6.9 Describe the level of support your solution has for W3C web content accessibility.

4.2.6.10 Describe any templates, modules, widgets, or other pre-built content included in

your WCMS that is higher-education specific.

4.2.7 Access control and security

4.2.7.1 How are users and user authentication for administrators and content editors

managed?

4.2.7.2 Does the WCMS use role-based access control?

4.2.7.3 Can a user be assigned to multiple roles?

4.2.7.4 Describe how custom access roles are defined.

4.2.7.5 Describe how user permissions are managed for individuals and groups of content

editors.

4.2.7.6 Can users be given permissions to delegate access to other users?

4.2.7.7 Describe any limits to the number of users that can be added as content

contributors.

4.2.7.8 Describe how specific web pages can be password-protected and access restricted

to a subset of users.

4.2.7.9 Describe how user management works for user level (not administrators and

content editors) access control.

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4.2.8 General

4.2.8.1 Provide a summary of advantages for your WCMS, vis a vis other products. (Note:

do not mention any competitor names.)

4.2.8.2 Identify and describe briefly any additional WCMS features, modules, and/or add-

on components you offer and that you feel would be relevant to Mount Allison

(even if not explicitly requested in these requirements).

4.2.8.3 Can your organization provide guidance and/or resources to the client with

respect to the development of web governance policy and/or procedures?

Article 3-Technical requirements 4.3.1 Templates and site development

4.3.1.1 What is the architecture of the template model?

4.3.1.2 How are new templates developed? Is page structure developed separately from

style and “look and feel”?

4.3.1.3 What features are available “out-of-the-box” and what requires development

effort?

4.3.1.4 How is content editing separated from style and layout?

4.3.1.5 Describe the development environment in detail. Provide information about

programming languages, libraries, tooling (IDE, build process, version control, etc.)

4.3.1.6 Describe any front-end web framework integration and support: e.g. Bootstrap,

Angular, React, etc.

4.3.1.7 Describe any expected or typical developer roles, e.g. front-end vs. back-end. Can

the system be effectively used with a single combined role?

4.3.1.8 Specify the level of development effort required for various tasks: new pages, new

templates, new styles, etc.

4.3.2 System requirements and technical architecture

4.3.2.1 Describe the system architecture and provide information about the following

items:

Application server platform Web server platform Load balancing, redundancy Database connectivity; choices

4.3.2.2 What is the licensing model?

4.3.2.3 Provide information about both cloud-hosted and on-premise options, if available.

Include information about geographical locations of relevant data centers,

including third-party partners.

4.3.2.4 Describe features and options for backup and disaster recovery, load balancing,

reliability, and security controls.

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4.3.2.5 Describe authentication (Active Directory, Single sign-on, etc.) options.

4.3.2.6 Explain any differences in capability, customization options, operations and

management between on premise and cloud-hosted implementations of the

WCMS.

4.3.3 Integration with other systems

4.3.3.1 Describe how the WCMS can consume external web services.

4.3.3.2 Describe support for data interchange formats such as CSV, JSON, and XML.

4.3.3.3 Describe WCMS integration with external revision control systems. (e.g.

Github.com)

4.3.3.4 Describe WCMS integration with cloud automation services such as Zapier,

Automate.io, and IFTTT.

Article 4-Planning, design, implementation, and training 4.4.1 Project planning

4.4.1.1 Outline your recommended approach to developing a project plan with Mount

Allison.

4.4.1.2 What phases of work are included in similar projects you have completed for other

clients?

4.4.1.3 Describe your preferred process for ongoing project management, including roles

for vendor and client primary contacts.

4.4.1.4 Outline your preferred approach to regular and timely project updates.

4.4.1.5 How do you track achievement of project deliverables against plan?

4.4.1.6 How do you track and report project costs against budget?

4.4.1.7 How do you track and manage project risks?

4.4.2 Design and user experience

4.4.2.1 Outline your approach to web re-design assignments, including a brief description

of the phases of work you recommend.

4.4.2.2 Describe the staffing resources you propose to assign to the re-design phase of

this project.

4.4.2.3 What best practice principles do you utilize when undertaking a web re-design

project?

4.4.2.4 What are the advantages and pitfalls of ‘mobile first’ design?

4.4.2.5 What research do you suggest clients undertake prior to work on a new site

design?

4.4.2.6 Does your firm have the capability to undertake end-user research to inform

design decisions? Explain.

4.4.2.7 Are design resources in-house or would you subcontract?

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4.4.3 Implementation 4.4.3.1 Provide a sample implementation plan, including discovery, design, review,

implementation, testing, user acceptance, project management, and overall quality assurance.

4.4.3.2 Describe options for content migration from our existing Ektron CMS400.net environment.

4.4.3.3 Outline resources available to assist with site implementation, template development, and content migration.

4.4.4 Training 4.4.4.1 Outline the scope and types of training you would provide to the core web team

and content editors. 4.4.4.2 Do you provide onsite training at the client site? Identify any costs to client. 4.4.4.3 Outline any online or other user training resources available to the client during

the project or post-implementation. Identify any costs to client. 4.4.4.4 Do you offer regular or annual user community training/education initiatives?

Provide a brief description of such services. Identify any costs to client.

Article 5-Maintenance and pricing 4.5.1 Maintenance 4.5.1.1 Do you offer cloud-based and client site maintenance and support? 4.5.1.2 Describe your protocol for regular software updates. 4.5.1.3 Provide a description of your proposed maintenance and support plan. Include

level of service, sample Service Level Agreement, availability for client consultation, response time, and issue tracking.

4.5.1.4 Provide a cost for maintenance and support in year one following implementation, for both cloud-based and on-premise scenarios. Indicate the annual cost for each scenario for the following four years.

4.5.2 Pricing

Mount Allison has undertaken preliminary planning and budgeting. However, it is an assumption of this RFP that final pricing for the project will depend upon discussions between the selected vendor and Mount Allison following award of the contract. This will include a project plan and mutual agreement of role(s) within that plan for the selected vendor and Mount Allison. Information or suggestions related to final prices will be negotiated.

4.5.2.1 Please provide an overall budget range you believe we should be anticipating for this project, by phase.

4.5.2.2 How do you price your services for a given phase (for example, hourly fees, fixed quote, time and materials, or other)?

4.5.2.3 Please provide your current hourly rates for services that may be required for this project.

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5. Terms and Conditions of Purchase Order

1. Unless waived or otherwise agreed in writing by the University, this Purchase Order and its terms and conditions shall

not be altered, amended, varied, or modified. Any inconsistent or additional terms or conditions proposed by the Supplier are hereby rejected and shall not bind the University in any way. In the event that the terms and conditions of this Purchase Order are in conflict with, or differ from, the Supplier's terms and conditions, the terms and conditions of this Purchase Order shall prevail.

2. All documents, information, specifications, blueprints, tracings, or attachments provided by the University and pertaining to this Purchase Order must be treated in strict confidence by the Supplier and must not be transmitted to, or discussed with, a third party, nor reproductions made thereof, without prior written authorization of the University.

3. Unless otherwise specified, all shipments shall be delivered FOB destination, offloaded and installed (where specified), freight prepaid. It is the Supplier's responsibility to arrange full and complete protection of all shipments to the University. No additional charges of any kind, including charges relating to boxing, packaging or cartage will be allowed unless specifically agreed to in writing by the University. All packaging must adequately protect the goods given their specific nature. The Supplier shall ensure that University's property is kept clean of any rubbish or surplus materials resulting from the supply of goods or services. Title to goods, and the risk of loss or damage to such goods, shall transfer from Supplier to the University upon delivery of the goods to, and acceptance of them by, the University.

4. The Supplier guarantees that goods or services will be delivered in accordance with the specification, drawing, sample, or quotation referenced or attached hereto, and agrees that this guarantee shall survive acceptance of goods or services by the University. Goods or services delivered which are not in accordance with this condition may be returned to the Supplier, or rectified by the Supplier, at the Supplier's expense, at the option of the University.

5. In the event of the Supplier's failure to deliver as and when specified, the University may cancel this Purchase Order in whole or in part without prejudice to other rights and remedies, and may return part or all of any shipment at the Supplier's expense.

6. Payments will be made in Canadian funds unless otherwise stated on this Purchase Order. Where applicable, the dates and amounts of cash discounts shall be established by receipt of correct invoice or correct material according to the terms of the Purchase Order, whichever is later.

7. Where applicable, the University may withhold any and all payments due under this Purchase Order until the Supplier furnishes a statutory declaration as provided by a notary public stating that all invoices for labor and material provided to the Supplier on this Purchase Order have been paid in full.

8. Regardless of payment, all goods and services shall be subject to inspection and approval by the University without limitation as to time. The University may reject the goods and/or services, in whole or in part, and/or terminate the Purchase Order if, in the opinion of the University, the goods and/or services, in whole or in part, are unsatisfactory, non-conforming to Purchase Order specifications, or if the Supplier has breached any term or condition of this Purchase Order.

8.1 In the case of rejected goods, the University may either return the goods to the Supplier at the Supplier's risk and expense, or, advise the Supplier to remove the rejected goods, at the Supplier's risk and expense, whereupon any responsibility of the University with respect to the rejected goods shall absolutely cease. 8.2 In the case of rejected services, the University may either require the Supplier to re-perform the services at the Supplier’s expense, or terminate the Purchase Order without payment and obtain the services from another source at the Supplier’s expense.

9. In addition to the University's rights at law and any Supplier warranties, and regardless of payment, the Supplier shall, at its own expense, replace any goods or parts thereof or redo any services which become defective or unusable as a result of faulty manufacture, design, material or workmanship for a minimum period of one (1) year (unless otherwise specified) from:

9.1 The date of acceptance of work and/or materials in the event such goods and services are purchased for the University's use; or, 9.2 The date of the acceptance by the University of the entire project for the purposes of which the University ordered the goods and services covered by this Purchase Order. 9.3 Specific warranties relating to goods or equipment shall survive this clause. The Supplier warrants that the goods or services covered by this Purchase Order are fit and safe for the purpose or use for which they are intended.

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10. The Supplier warrants and agrees that it has complied, and will continue to comply, with all applicable Workers' Compensation and Employment Insurance Laws in the Province of New Brunswick, and all other applicable laws, codes, regulations, rules and orders. The Supplier agrees to indemnify the University and save the University harmless if the Supplier fails to comply with the foregoing and, in the event of such failure, the University may cancel this Purchase Order without penalty. The Supplier further warrants that the prices set forth in this agreement are valid under all pertinent laws, orders and regulations.

11. Where work is performed on University premises, or is performed at other premises on behalf of the University the Supplier may be required to provide proof satisfactory to the University that the Supplier has valid subsisting public liability and property damage insurance, and owned and non-owned automobile insurance, showing the types of coverage, and the amounts and the effective dates of the insurance, which shall not be less than $2,000,000 (two million dollars) combined limit each accident or occurrence for bodily injury and property damage inclusive limits. Where the work to be performed warrants it, the University may require that the Supplier=s liability insurance include

the University as an Insured with respect to work performed by, or on behalf of, the Supplier. 12. Dangerous goods shall be shipped in compliance with all applicable environmental laws, rules, regulations and

procedures. For all goods or materials subject to Workplace Hazardous Material Information System (WHMIS) legislation, Material Safety Data Sheets shall accompany the goods, and all applicable packaging shall bear the appropriate WHMIS labels.

13. The Supplier agrees to indemnify and hold harmless, the University, its Board of Regents, Senate, employees, students, servants and/or agents from and against all loss or expense by reason of the liability imposed by law upon the University, its Board of Regents, Senate, employees, students, servants, and/or agents, for damage, injury or expense because of bodily injury, including death, at any time resulting from, or sustained by any person or persons, or on account of damage to property, including loss of use thereof, arising out of or in consequence of the performance of this Purchase Order due to negligent or wrongful acts or omissions of the Supplier. The Supplier further agrees to indemnify and hold harmless the University, its Board of Regents, Senate, employees, students, servants, and/or agents from all claims, demands, losses, costs, damages, actions, suits, or proceedings initiated by third parties arising from the negligence or wrongful acts or omissions of the Supplier, its employees and other persons for whom the Supplier is in law responsible.

14. The Supplier shall pay all royalties and patent license fees required for the performance of this Purchase Order, and at the Supplier's own expense, defend all suits and proceedings against the University and indemnify the University against any award of damages, demands, losses, charges or costs made against the University if such suits or proceedings are based on any claim that any of the products or services supplied constitute an infringement of a patent by the Supplier. If any of the goods or services constitutes an infringement of patent and its use is enjoyed, the Supplier shall, at the Supplier's own expense, procure for the University, the right to continue using the product or service, replace or modify the product or service so it becomes non-infringing and meets the needs of the University, or pay the University for loss of use of the product or service.

15. It is the responsibility of the Supplier to ensure that no representative of the Supplier will extend entertainment, gifts, gratuities, discounts or special services, regardless of value, to an employee of the University, or any member of the University Board of Regents, Senate, Faculty or Departments. The Supplier shall report to the procurement Manager, any attempt to obtain such favors. Further, the Supplier shall disclose if any University employee is involved with the Supplier’s company in any way.

16. Fire, flood, explosion, strikes, lock-out, epidemic, accident, shortage of transportation, or other causes beyond the reasonable control of the University or the Supplier, which prevent the Supplier from delivering or the University from receiving and/or using any of the items covered by this Purchase Order, shall operate to suspend deliveries during the period required to remove such cause, subject however, to the University's right to cancel any such delayed order.

17. The Supplier shall not assign or sub-contract its interest in this Purchase Order without the prior written consent of the University. The Terms and Conditions of this Purchase Order shall survive any assignment, and shall not relieve the Supplier of its contractual obligations.

18. The law applicable to this Purchase Order shall be the law in the Province of the University, an appeal to the Supreme Court of Canada excepted. The agreement between the parties shall be binding upon them and their successors, executors and administrators.

19. Time shall be of the essence in the performance of this Purchase Order.

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6. Appendix A-Corporate References

Proponents shall provide three (3) corporate references (Name, position, and telephone number) providing historical proof of successful applications of the proposed solution offered to the University. Satisfactory references are an essential condition of this RFP and as such MUST be included in original submission. The University reserves the right to contact references without prior consent of the Proponent.

Previous Successful Project with proposed solution

Date work was

performed

Contact/Telephone

Proponent(s) are encouraged to submit separate pages if required for expansion on the project scope provided to client references.

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7. Appendix B–Declaration of Compliance

Within their response to the Request for Proposal RFP 12192018, Proponents must confirm that their proposal, including mandatory requirements, will be fully compliant. For any items that the Proponent has identified as being partially compliant, or exceeding specifications, a detailed explanation must be provided. Please list the exceptions in the format below and reference the section(s) of your proposal that provide full details on these exceptions. In order to ensure that the University can legally accept any bid which the University considers the most advantageous offer, the University has chosen to create an express power in the Invitation/Request to be able to waive any non-compliance with the terms of the Invitation/Request by a Proponent. Proposals which fail to conform may be, in the University’s sole discretion, disqualified as non-compliant. However, the University may, in its sole discretion, retain for consideration and possible award, proposals which do not conform where such proposals appear to offer the best value to the University despite the minor non-conformance of the proposal. A single Proposal with multiple alternatives will be considered as non-compliant. These should be clearly identified as alternatives and presented as a separate offer; alternatives shall be considered at the sole discretion of the University. PROPONENTS ARE URGED TO ENSURE THEIR PROPOSALS ARE FULLY COMPLIANT WITH THE REQUIREMENTS OF THIS RFP.

Reference to Item/ Specifications Explanation

SIGNATURE: _____________________________________________________ TITLE: __________________________________________________________ COMPANY NAME: ________________________________________________ DATE: __________________________________________________________

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8. Appendix C–Submission Form

Web Content Management System and Website Re-design Project

REQUEST FOR PROPOSAL #12192018

CLOSING – December 19, 2018

COMPANY NAME : ____________________________________

ADDRESS : ____________________________________

:____________________________________

:____________________________________

This form is to be completed and submitted with your proposal. Please indicate if the entity submitting this application is an incorporated company. If so, which province/country is the registration in? Is the company registered in any other province as extra-provincially? If so, which province(s)?

The proposal must designate an individual(s) who is/are authorized to negotiate and sign on behalf of the Proponent. The proposal must also express the Proponent's resolution to abide by the terms and conditions set out in this RFP and any resulting contract.

AUTHORIZED SIGNATURE(S) : ___________________________________

NAME(S) IN CAPITAL LETTERS : ____________________________________

TITLE(S) : ____________________________________

PHONE NUMBER : ____________________________________

FAX NUMBER : ____________________________________

E-MAIL ADDRESS : ____________________________________

DATE : ____________________________________

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9. Appendix D–Evaluation Score Sheet

Evaluation Criteria – to be completed by proposal evaluators

Note: Your proposal should be structured so as to address and identify your response related to the evaluation criteria.

Evaluation Criteria Written Response Weight

Vendor Profile

15%

Functional Requirements 25%

Technical Requirements 25%

Project Planning, Design, Implementation, and Training 20%

Maintenance and Pricing 15%

Total Score 100%

Evaluation Platform/Demonstration Weight

Vendor Demonstration

60%

Client Testing/Vendor Assistance (Sandbox) 40%

Total Score 100%

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