Request for Proposal

Royal BC Museum Corporation (RBCM)

Request for Proposal (RFP) Number: RBCM-RFP1003

STRATEGIC MARKETING AGENCY

Issue date: February 3rd,2010 RBCM Contact Person Closing time and location All enquiries related to this Request for Proposal are to be directed, in writing, to the following person who will respond if time permits. Information obtained from any other source is not official and should not be relied upon. Enquiries and any responses will be recorded and may be distributed to all Proponents at the RBCM’s option. Theresa Mackay Director, Marketing & Communications Fax: 250-953-436 E-mail: tmackay@royalbcmuseum.bc.ca

Proposals must be sent by e-mail and include a scanned cover page detailing the name and address of the Proponent, the Request for Proposal number, and the project or program title. If proposals are over 5MB in size or contain a media component, please contact Theresa Mackay to obtain instructions for access to our FTP site for uploading. The proposal must be received before 2:00 Pacific Time on February 23rd, 2010

Proponents Meeting

A Mandatory Proponent’s meeting will not be held.

Proponent Section A person authorized to sign on behalf of the Proponent, and to bind the Proponent to statements made in response to this Request for Proposal, must complete and sign this Proponent Section, leaving the rest otherwise unaltered, and return one original with the first copy of the proposal. The enclosed proposal is submitted in response to the above-referenced Request for Proposal, including any addenda. Through submission of this proposal we agree to all of the terms and conditions of the Request for Proposal and agree that any inconsistent provisions in our proposal will be as if not written and do not exist. We have carefully read and examined the Request for Proposal, including the Administrative Section, and have conducted such other investigations as were prudent and reasonable in preparing the proposal. We agree to be bound by statements and representations made in our proposal.

Signature: Legal Name of Proponent, and Doing Business As Name If Applicable:

Printed Name:

Title:

Date:

Address:

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Table of Contents

A. Definition & Administrative Requirements Page 3B. Purpose Page 6C. Background Page 6D. Assignment Overview Page 7E. Proposal Submissions & Format Requirements Page 11F. Evaluations Page 15G. Timelines Page 16H. Interview Process Page 16I. Consideration Page 17J. Confidentiality Page 17K. Enquiries Page 17

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A. Definitions & Administrative Requirements 1. Definitions Throughout this Request for Proposal, the following

definitions apply: • “Contract” means the written agreement resulting

from this Request for Proposal executed by the RBCM and the Contractor;

• “Contractor” means the successful Proponent to this Request for Proposal who enters into a written Contract with the Corporation;

• “Corporation” means Royal BC Museum Corporation;

• “must”, or “mandatory” means a requirement that must be met in order for a proposal to receive consideration;

• “Proponent” means an individual or a company that submits, or intends to submit, a proposal in response to this Request for Proposal;

• “Province” means the Province of British Columbia and includes the Corporation; and

• “should” or “desirable” means a requirement having a significant degree of importance to the objectives of the Request for Proposal.

2. Terms and Conditions The following terms and conditions will apply to this Request for Proposal. Submission of a proposal in response to this Request for Proposal indicates acceptance of all the terms that follow and that are included in any addenda issued by the Corporation. Provisions in proposals that contradict any of the terms of this Request for Proposal will be as if not written and do not exist. 3. Addenda Proponents are advised that any subsequent information regarding this Request for Proposal will be posted on the BC Bid® Website. 4. Late Proposals Late proposals will not be accepted and will be returned to the Proponent. 5. Eligibility • Proposals will not be evaluated if the Proponent’s

current or past corporate or other interests may, in the Corporation’s opinion, give rise to a conflict of interest in connection with the project described in

this Request for Proposal. This includes, but is not limited to, involvement by a Proponent in the preparation of this Request for Proposal. If a Proponent is in doubt as to whether there might be a conflict of interest, the Proponent should consult with the RBCM Contact Person listed on page 1 prior to submitting a proposal.

• Proposals from not-for-profit agencies will be evaluated against the same criteria as those received from any other Proponents.

6. Evaluation Evaluation of proposals will be by a committee formed by the RBCM and may include employees and contractors of the Corporation. The Province’s intent is to enter into a Contract with the Proponent who has the highest overall ranking. 7. Negotiation Delay If a written Contract cannot be negotiated within thirty days of notification of the successful Proponent, the Corporation may, at its sole discretion at any time thereafter, terminate negotiations with that Proponent and either negotiate a Contract with the next qualified Proponent or choose to terminate the Request for Proposal process and not enter into a Contract with any of the Proponents. 8. Debriefing At the conclusion of the Request for Proposal process, all Proponents will be notified. Unsuccessful Proponents may request a debriefing meeting with the Province. 9. Alternative Solutions If alternative solutions are offered, please submit the information in the same format, as a separate proposal. 10. Changes to Proposals By submission of a clear and detailed written notice, the Proponent may amend or withdraw its proposal prior to the closing date and time. Upon closing time, all proposals become irrevocable. The Proponent will not change the wording of its proposal after closing and no words or comments will be added to the proposal unless requested by the Corporation for purposes of clarification. 11. Proponents’ Expenses Proponents are solely responsible for their own expenses in preparing a proposal and for subsequent negotiations with the Corporation, if any. If the Corporation elects to reject all

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proposals, the Corporation will not be liable to any Proponent for any claims, whether for costs or damages incurred by the Proponent in preparing the proposal, loss of anticipated profit in connection with any final Contract, or any other matter whatsoever. 12. Limitation of Damages Further to the preceding paragraph, the Proponent, by submitting a proposal, agrees that it will not claim damages, for whatever reason, relating to the Contract or in respect of the competitive process, in excess of an amount equivalent to the reasonable costs incurred by the Proponent in preparing its proposal and the Proponent, by submitting a proposal, waives any claim for loss of profits if no Contract is made with the Proponent. 13. Proposal Validity Proposals will be open for acceptance for at least 90 days after the closing date. 14. Firm Pricing Prices will be firm for the entire Contract period unless this Request for Proposal specifically states otherwise. 15. Currency and Taxes Prices quoted are to be: • in Canadian dollars;

• inclusive of duty, where applicable; FOB destination, delivery charges included where applicable; and

• exclusive of Goods and Services Tax and Provincial Sales Tax.

16. Completeness of Proposal By submission of a proposal the Proponent warrants that, if this Request for Proposal is to design, create or provide a system or manage a program, all components required to run the system or manage the program have been identified in the proposal or will be provided by the Contractor at no charge. 17. Sub-Contracting • Using a sub-contractor (who should be clearly

identified in the proposal) is acceptable. This includes a joint submission by two Proponents having no formal corporate links. However, in this case, one of these Proponents must be prepared to take overall responsibility for successful performance of the Contract and this should be clearly defined in the proposal.

• Sub-contracting to any firm or individual whose current or past corporate or other interests may, in the Corporation’s opinion, give rise to a conflict of interest in connection with the project or program described in this Request for Proposal will not be permitted. This includes, but is not limited to, any firm or individual involved in the preparation of this Request for Proposal. If a Proponent is in doubt as to whether a proposed subcontractor gives rise to a conflict of interest, the Proponent should consult with the Contact Person listed on page 1 prior to submitting a proposal.

• Where applicable, the names of approved sub-contractors listed in the proposal will be included in the Contract. No additional subcontractors will be added or other changes made, to this list in the Contract without the written consent of the Province.

18. Acceptance of Proposals • This Request for Proposal should not be

construed as an agreement to purchase goods or services. The Corporation is not bound to enter into a Contract with the Proponent who submits the lowest priced proposal or with any Proponent. Proposals will be assessed in light of the evaluation criteria. The Province will be under no obligation to receive further information, whether written or oral, from any Proponent.

• Neither acceptance of a proposal nor execution of a Contract will constitute approval of any activity or development contemplated in any proposal that requires any approval, permit or license pursuant to any federal, provincial, regional district or municipal statute, regulation or by-law.

19. Definition of Contract Notice in writing to a Proponent that it has been identified as the successful Proponent and the subsequent full execution of a written Contract will constitute a Contract for the goods or services, and no Proponent will acquire any legal or equitable rights or privileges relative to the goods or services until the occurrence of both such events. 20. Contract By submission of a proposal, the Proponent agrees that should its proposal be successful the Proponent will enter into a Contract with the Province on the terms set out in Appendix A. 21. Liability for Errors While the Corporation has used considerable efforts to ensure information in this Request for Proposal is accurate, the information contained in this Request for Proposal is supplied solely as a guideline for Proponents. The information is not guaranteed or warranted to be accurate by the Corporation, nor is it necessarily comprehensive or

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exhaustive. Nothing in this Request for Proposal is intended to relieve Proponents from forming their own opinions and conclusions with respect to the matters addressed in this Request for Proposal.

the Freedom of Information and Protection of Privacy Act and this Request for Proposal. 24. Use of Request for Proposal

22. Modification of Terms Any portion of this document, or any information supplied

by the Corporation in relation to this Request for Proposal may not be used or disclosed, for any purpose other than for the submission of proposals.

The Corporation reserves the right to modify the terms of this Request for Proposal at any time in it sole discretion. This includes the right to cancel this Request for Proposal at any time prior to entering into a Contract with the successful Proponent.

25. Reciprocity

The Corporation may consider and evaluate any proposals from other jurisdictions on the same basis that the government purchasing authorities in those jurisdictions

23. Ownership of Proposals All proposals submitted to the RBCM become the property of the Corporation. They will be received and held in confidence by the Corporation, subject to the provisions of

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B. Purpose The Royal British Columbia Museum Corporation (the “RBCM”) is seeking a full-service advertising agency of record or a consortium of partner agencies to work with the Marketing & Communications Department for a twenty six (22) month period from May 1st, 2010 to May 31st, 2012, with the option of renewing for an additional twenty two (22) month period from June 1st, 2012 to March 31st, 2014, subject to performance, contract review and acceptable rate negotiations. The successful agency will provide coordinated and strategic marketing, communications, advertising, creative, promotions and digital services during the contract and may be asked to work on such projects as brand development, feature exhibitions, corporate communications, product launches and advertising campaigns. If a single, full-service agency is applying, the agency must demonstrate strong brand knowledge, experience and capabilities. If a consortium, the agencies must demonstrate the same, as well as a plan for a coordinated approach to managing the RBCM brand. C. Background The Royal BC Museum, a Crown Corporation, established under the Museum Act and funded in part by the Province of British Columbia, is the only organization in the world dedicated specifically to the preservation of, and education about, the human and natural history of British Columbia. Its mandate is to fulfil the Government’s fiduciary responsibility for public trusteeship of the Provincial historical and archival collections. The exhibits and the collections are to be preserved for existing and future generations of British Columbians. Since 1886 the RBCM has had a constant role in preserving and telling the stories of our province and our galleries have been emulated all over the world. The RBCM is situated on a 2.13 hectare cultural precinct in Victoria, BC, that includes the Royal BC Museum, BC Archives, Helmcken House, Mungo Martin House, St Ann’s Schoolhouse, Thunderbird Park, a comprehensive native plant garden and the Netherlands Centennial Carillon. On-site partners include Friends of the Royal BC Museum Foundation, Friends of the BC Archives, the Museum Shop (operated by the Foundation), the Museum Café (operated by Willie’s Bakery) and the National Geographic Imax Theatre and Shop (operated by Destination Cinema Inc). Nearly 1 million people from all over the world visit us on-site and online every year and 7000 people use the historical resources of our provincial archives. More information about the Royal BC Museum is available on our website: www.royalbcmuseum.bc.ca

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Copies of the current Service Plan, Annual Report and Shareholder’s Letter are available at: http://www.royalbcmuseum.bc.ca/Reports_Policy/default.aspx A copy of the brochure “Sharing a Bold New Vision for the Royal BC Museum” is also available upon request from the contact person listed on page one of this document. D. Assignment Overview

Among the key marketing and communications challenges facing the RBCM is growing the existing brand, positioning the RBCM in a way that is relevant to stakeholder groups and effectively targeting families and seniors (both tourists and locals), while developing and contributing to long term financial sustainability. Long term marketing and communication goals include: • Increasing the awareness of the societal role the RBCM plays as

the provincial museum and archives, resulting in increased support throughout the province;

• Increasing the awareness and use of our collections, archives, exhibitions, other offerings (e.g. publications, public programs) and research done by our experts, the result of which is increased interest in the provincial collections and engagement with the RBCM on-site, off-site and online.

• Positioning the RBCM as a leader in the museum and archives community;

• Positively contributing to revenue targets through increased on-site attendance to the permanent galleries, temporary feature exhibitions, temporary traveling exhibitions and other revenue generating projects in the face of declining attendance and the changing wants and needs of our target audience.

• Future exponential growth of our new membership program • Identifying and launching new revenue-generating opportunities. • Developing the brand and growing the brand equity.

In addition to assisting the Marketing & Communications Department in addressing and reaching the above goals, the successful agency may, under the direction of Marketing & Communications, also assist in providing similar services to other internal departments such as Development and Exhibitions & Visitor Experience.

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Specifically for the Development department, it is expected that the successful agency will also give back to the RBCM by providing pro bono services for our annual fundraiser, Artifact or Artifiction? The Marketing & Communications department at the RBCM consists of seven (7) staff members: one (1) Director, two (2) staff in communications (corporate communications, media relations, public relations) and one (1) each in publishing, marketing & sales (tourism trade and memberships), marketing (brand, promotions, programs, partnerships, exhibitions) and graphic design (brand, exhibitions, on-site). The successful agency will be responsible for working with all Marketing & Communications staff as well as other internal RBCM departments and the RBCM Executive (see http://royalbcmuseum.bc.ca/About_RBCM/exec.aspx) in the planning and execution of a variety of marketing and communications projects. Specifically, the successful agency will be able to demonstrate the following areas of expertise:

• Marketing and communications expertise, with preference given to those with experience in the museum and archives, arts, heritage and/or cultural sector or similar organizations with a significant tourism/attraction based business component;

• Strong understanding of the tourism sector; • Experience in promoting organizations to specific target markets,

especially families and seniors, through well-conceived and implemented marketing and communications strategies;

• Ability to manage projects from research and needs analysis through to development and implementation of proposed strategy and evaluation of results;

• Experience managing brands with multiple products and growing brand equity;

• If a consortium of agencies, the successful group will demonstrate an integrated, coordinated and streamlined approach to the work, including overall brand management, account services and administration (including invoicing and methodology for evaluation of and action to maintain client satisfaction).

Scope of Work

The type, amount and scope of service will fluctuate during the contract. However, over the course of the contract the successful agency must be able to provide the following services if and when requested by RBCM:

• Strategic Planning and Account Management

o General marketing and strategic counsel. o Desk research, competitive information.

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o Marketing plans, objectives, strategies. o Communications plans, objectives, strategies. o Brand plans, objectives, strategies. o Target market analysis, customer insights, segmentation. o Identification of new business opportunities, including new

products. o Coordination and subsequent analysis of market research

studies including target market research, concept testing, creative pre-and post-testing and advertising tracking studies.

• Creative

o Working with advice and counsel from the RBCM graphic designer.

o In English, French and other languages as needed and as based on visitor statistics.

o For all advertising media including TV, radio, print, OOH and online/new media.

o Consumer, image and brand positioning. o Business-to Business (tourism trade). o Retail, promotional. o Co-operative advertising. o Multicultural o POS o Copywriting o Collateral (trade and consumer). o Videos (corporate, social media) o Web design, online newsletters in html and other online

elements as needed o Digital animation o Look and feel for separate products, ensuring connection to

RBCM brand. o Look and feel of exhibitions including logo and title

development, guidelines, colour palette, etc. as it relates to marketing and advertising needs.

o Catalogues for exhibitions o Way finding signage

• Media

o Mainly local and provincial in Canada with potential for national; Washington State (typically Seattle, Port Angeles)

o Research, strategy, planning, buying, execution, post buy analysis for all advertising media including TV, radio, print, OHH and online/new media.

o Budget control, checking tearsheets, confirming for payment, coordinating makegoods.

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o Securing media sponsorship and partnerships and ensuring fulfillment.

• Production & Traffic

o Estimating and docket control o Purchasing and/or supervising photography, art, mechanics,

stock photos, video editing, coordinating rights fees (initial and scheduling renewals)

o As some requirements are unique (e.g. outside building banners), considering RBCM counsel on materials, suppliers, etc.

o Casting and coordinating talent, including payments and residuals.

o Monitoring and executing on ad rotation schedules.

• Financial o Checking invoices to contract o Paying media, invoicing RBCM o Providing materials for audits when requested o Providing monthly budget control reports

• Sales Promotion

o Strategies, tactics and plans. o Promotion concepts and ideas. o Direct mail, including copywriting, managing cells, liaising

with mail house, checking lives, coordinating data cleaning. o Sales aids, collateral o Premium incentives, resourcing and fulfillment. o Contesting and legal clearance o Sales merchandisers for items such as gift cards.

• Corporate Communications, Public Relations

o Communication audits o Annual communication pieces such as Annual Report –

complete coordination of project, including writing, graphic design, production, printing.

o Strategies for targeted publicity o Executive management o Crisis management o Special events and community relations o Communications writing, including newsletters, advertorials,

employee communications, government communications. o Corporate social responsibility strategies o Social media strategies and opportunity identification.

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• Web site www.royalbcmuseum.bc.ca o Web site plans, objectives, strategies, architecture o Strategic integration plans for online advertising, social

media and web site. o Web copywriting o Systems/software integration o eCommerce and/or transactional system development o Usability testing o Site statistics gathering and analysis o Email marketing strategies and execution o Intranet development

The estimated value of the contract is expected to be up to $100,000 annually but could be more or less and will vary from year to year depending on the annual allocation to the Marketing & Communications budget, funding acquired throughout the year from various sources and allocation for one-time projects such as feature exhibitions. For this RFP, costs by functional areas (per hour or other proposed) and background qualifications for all personnel that would be involved in this contract will be required. Once the contract is awarded, all work will require estimated and/or quotes by project. The RBCM will retain all rights to materials produced including the concepts, graphic design, copy and photography, including moral and intellectual property rights and it is expected that these will be transferred to us when required upon request at no additional cost. There may also be a need, depending on the project, for material to be developed to a certain point and then transferred to RBCM for execution.

E. Proposal Submission and Format Requirements Mandatory Requirements Proponents must:

• Ensure that the proposal is received at the closing location by the specified closing date and time in the delivery method described, as detailed on page one of this RFP.

• Ensure the proposal is in English. • Contact the RBCM Contact person listed on page 1, if media and/or

large files are to be included as access to our FTP site can be arranged for uploading files.

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• Submit an unaltered, completed and signed RFP cover page, including proponent section with the proposal as well as three (3) references meeting the requirements listed in this RFP.

Proposals not clearly demonstrating that they meet the following mandatory criteria will be excluded from further consideration during the evaluation process. Proposal Format The proposal must be submitted in the following format: Section 1: Executive Summary Short summary (one page) of key features of the proposal – highlights may include:

Your agency’s strategic approach(es) to the marketing and communication needs of the RBCM

A statement about why you are interested in working with the RBCM.

How you envision your agency working with the in-house marketing and communications resources at RBCM to mutual benefit.

Your experience working with a crown agency, and your ability to service an account with tight timelines, multiple projects and changing priorities.

What makes you stand apart from other agencies?

Section 2: Approach This section must include:

Your agency’s strategic approach(es) to the marketing and communication needs for the RBCM

A statement about why you are interested in working with the RBCM (mandatory in Section 2 but optional in Executive Summary).

How you envision your agency working with the in-house marketing and communications resources at RBCM to mutual benefit (mandatory in Section 2 but optional in Executive Summary).

Description of the process and methods the agency uses to develop effective marketing and communications strategies and provide examples of how this has worked for a minimum of two other clients.

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Description of the creative philosophy of your agency and provide examples of creative work (including copywriting) that you feel best demonstrates your abilities as it relates to this RFP.

Section 3: Agency Profile Your profile should include (in point form wherever possible):

Agency contact information, background, history, positioning, point(s) of difference.

A statement that your agency has an office in BC and the size and function(s)/services of the BC office.

Listing of BC office staff by department or function including names and titles of the agency’s management team in BC.

Background of the key staff who would be handling the RBCM account including names, titles, brief biographies of form principals, management and creative team, highlighting the specific experience of the individuals.

Your national and international offices and affiliated offices, including the number of employees, general structure in your offices and annual revenue range

Detailed ownership of your company Current client list including the nature of the relationship (i.e. full

AOR or one-off projects such as graphic design, promotion, advertising, etc.), year acquired and senior person on account.

An indication of how the RBCM contract compares in size with other contracts handled by your agency.

A list of clients lost over the past 24 months and reason for each loss.

Strategic alliances with other agencies or advertising/creative services providers or contractors (if applicable) and how this can address any gaps in the ability to provide all services required by this RFP.

Three (3) current clients as references. References should be located in BC and should have agency requirements similar to RBCM. Please include contact names and telephone numbers for each reference. The agency is responsible for ensuring authorization has been given by these clients to be named as a reference.

The mechanisms in place to ensure ongoing satisfaction with your services.

A description of your agency’s capabilities as it relates to the Scope of Work outlined in Section D.

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Section 4: Case Study A brief case study (no more than three (3) pages) that clearly illustrates the agency’s approach to addressing the marketing and communications challenges of the RBCM. It may include:

An overview of the marketing and communications challenges at the RBCM from your perspective.

An overview of the marketing and communications strategies the agency believes may address the challenges.

A description of similar case histories dealing with similar issues with other clients that the agency has worked with.

A description of how the agency is ideally suited to handle the challenges and opportunities including a description of the results the RBCM might expect.

Section 5: Cost Estimates This section should outline and answer the following:

Please explain whether you prefer commission, fees, or combination (or another method) or remuneration. Describe the fee structure(s) that you would recommend for this account.

What are the applicable costs for services as outline in Scope of Work found in Section D?

What services would be billed as extras and what are their costs? Indicate if the agency generally charges extra for layouts, storyboards, merchandising materials, roughs, etc.

What is your policy on travel expenses when incurred on behalf of client activities?

Describe your accounting systems and method of billing and tracking expenditures.

Please provide details of any costs not provided in any other section.

Section 6: Other This section should include:

An identification of existing clients in the museum and archives, arts, heritage and/or cultural sector or similar organizations to the RBCM with a significant tourism/attraction based business component that may be considered a conflict. Approach to conflict management should be addresses in this section.

Any other information or offering which the agency may believe to be an incentive to the consideration of this proposal.

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F. Evaluations

Written responses to this RFP will be evaluated on capabilities, skills and experience using the following guidelines: Company profile, reputation, personnel qualifications and experience

15 points

Are there client conflicts and/or ownership concerns? (no score assigned but can abort application)

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Expertise – can the agency provide the services needed to fulfill the assignment? Does the agency have the skills that will meet the ongoing needs and that will meet the needs of the RBCM as they change? If consortium of agencies, is approach to addressing gap(s) and integration of agencies appropriate for the business needs?

15 points

Strategy – Is there evidence in Section 4 of strategic thinking, unique customer insights and an innovative approach to the needs and situation of the RBCM?

20 points

Business Building – Has the agency demonstrated an ability to achieve results (successes, case studies) and are these relevant to the RBCM?

20 points

Creativity – has the agency demonstrated a track record in creative (results, research, and awards)?

10 points

Proposed cost estimates (cost structure, fees, etc. as provided in Section 5)

15 points

References 5 points TOTAL 100 points

The evaluation of proposed fees will be based on information provided in

Section 5. Proposals with lower fees and estimates against equivalent services will receive higher marks. However, other areas of strength such as quality of work, efficiencies of account services and demonstrated ability to deliver under tight timelines will be considered first. Therefore agencies will not be short-listed based on price alone.

Preference will be given to agencies with an office in BC. Proposals will be

evaluated by an RBCM selection committee.

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Proponents should ensure that they fully respond to all criteria in order to receive full consideration during evaluation.

G. Timelines The following is an estimated timeline for this RFP process:

Posting of RFP February 3rd, 2010 Question period closes February 10th, 2010 @ 2:00pm Q&A’s posted February 16th, 2010 Closing of RFP February 23rd, 2010 @ 2:00pm Submission reviews March 8th – 12th, 2010 First interview March 15th – 19th, 2010 Agency visits March 22nd – 26th, 2010 Final Interviews April 6th – 9th, 2010 Final decision April 12th – 16th, 2010

Contract discussion and negotiations with the successful proponent are

expected to commence immediately with implementation scheduled for May 1st, 2010.

H. Interview Process

At the interview, short-listed agencies will have the opportunity to make a capabilities presentation and provide and overview of their submitted proposal. Agencies will also be able to provide further examples of creative work and may wish to provide relevant examples(s) of comprehensive marketing strategies developed for other clients. The interview process may take up to two (2) hours and it is expected that key agency staff who will work on the RBCM account will be in attendance. It should be noted that speculative creative work does not form part of this RFP and, in fairness to all proponents, will not form part of the evaluation if presented. Following the interview process, on-site visits to the agencies’ place of business may take place with members of the selection committee. An additional, final two (2) hour work session will then take place between the agency and the selection committee. After this session, a final decision will be made.

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I. Consideration The lowest price proposal will not necessarily be accepted nor is the

RBCM under any obligation to enter into a contract with any proponent. Any proposals not meeting the mandatory requirements outline in the RFP and its appendices will be rejected.

J. Confidentiality

All proposals submitted will be held in strict confidence and shall not be revealed directly or indirectly to any other party, in accordance with the Freedom of Information and Protection of Privacy Act.

K. Enquiries

Any questions or enquiries must be submitted in writing via email or fax, by 2:00pm on February 10th, 2010, to the person whose information is provided on page one (1) of this document. Written answers will be posted on BC Bid by the end of day on February 16th, 2010. In fairness to all proponents, questions submitted after this deadline will not be responded to.

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