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REQUEST FOR PROPOSALS (RFP)

A taste of Science, a Travelling Exhibition

At the

Canada Agriculture & Food Museum

for the

CANADA SCIENCE & TECHNOLOGY MUSEUMS CORPORATION

SOLICITATION No: CSTMC-14-010-CM

Solicitation date: December 3, 2014Date and time of closing: January 16, 2015 by 2:00pm local time

CSTMC-14-010-CM: A taste of Science a Travelling Exhibition

TABLE OF CONTENTS

SECTION A – GENERAL INFORMATION 31. About the Canada Science and Technology Museums Corporation..............................32. Project Summary.......................................................................................................... 33. The Work..................................................................................................................... 34. Solicitation Period........................................................................................................ 4As identified on cover page..................................................................................................... 4

SECTION B – INSTRUCTIONS TO PROPONENTS 51. Interpretation................................................................................................................ 52. Proponents Responsibility............................................................................................73. Solicitation Closing Date.............................................................................................. 84. Proposal Delivery......................................................................................................... 85. Period of Service........................................................................................................ 106. Solicitation / Contract Documents..............................................................................107. Site Visit / Proponent Conference...............................................................................108. Inquiries / Omissions / Discrepancies.........................................................................119. Insurance.................................................................................................................... 1210. Bonds / Securities....................................................................................................... 1311. Security Requirements................................................................................................ 1312. Key Personnel............................................................................................................ 1313. Transportation............................................................................................................ 1414. Language.................................................................................................................... 1415. Submissions, Alteration, Withdrawal.........................................................................1416. Evaluation of Proposals / Clarification / Presentation.................................................1417. Proposal Opening / Negotiating / Acceptance / Rejection / Cancelling.......................1518. Proposal Open Period................................................................................................. 1619. Ownership of Proposals.............................................................................................. 1620. Limit of Liability........................................................................................................ 1621. Selection Disclosure & Debriefing.............................................................................1622. Collusion.................................................................................................................... 1723. Legal Capacity of Proponent......................................................................................1724. Conflict of Interest..................................................................................................... 1725. Indemnification.......................................................................................................... 1726. Applicable Laws......................................................................................................... 1727. Ownership of Intellectual Property and other Property including Copyrights.............1728. Disclosure of Information/Confidentiality..................................................................1929. Access to Information Act.......................................................................................... 1930. Schedule of Events..................................................................................................... 20

SECTION C – STATEMENT of WORK 21

SECTION D – PROPOSAL FORM 31

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SECTION E – Label for Proposal Envelope / Étiquette pour enveloppe de Proposition 35

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SECTION A – GENERAL INFORMATION

1. About the Canada Science and Technology Museums Corporation

The National Museum of Science and Technology operating under the name of Canada Science and Technology Museums Corporation (the “Corporation”), was established as an autonomous Crown Corporation on July 1, 1990, with the passage of the Museums Act. It operates three Museums, all in the National Capital Region. The Corporation reports to Parliament through the Minister of Canadian Heritage.

The purpose of the Corporation is to foster scientific and technological literacy throughout Canada by establishing, maintaining and developing a collection of scientific and technological objects, with special but not exclusive reference to Canada, and by demonstrating the products and processes of science and technology and their economic, social and cultural relationships with society.

The Corporation fulfills its mandate through its operations and programs at three (3) sites - The Canada Science and Technology Museum (CSTM), the Canada Aviation and Space Museum (CASM) and the Canada Agriculture & Food Museum (CA).

2. Project Summary

The Corporation (Canada Agriculture and Food Museum) is seeking Proposals from experienced pre-qualified contractors to provide project management, design and fabrication services for the development and fabrication of a 500 sq. ft. interactive travelling exhibition on food preservation.

3. The Work

The contractor will be responsible for the development of the 5 year travelling exhibition, including, Project Management; Exhibition Design; Graphic Design; Crate Design; Integration of Objects; Text writing; Adaptation and Integration of AV Components; Design, Prototyping, Testing and Fabrication of Interactives; Fabrication Plans/Drawings for Exhibition Structures/Furniture; Purchasing/Securing all required materials and components, including electronics, subject to Museum approval; Fabrication of all exhibition components; Graphic Production; Fabrication of crates; Production of a bilingual installation manual; Installation and Dismantling; Packing and Crating.

The complete Scope of Work, Specifications and details of all requirements are set out in Section C / Statement of Work

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4. Solicitation Period

As identified on cover page.

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SECTION B – INSTRUCTIONS TO PROPONENTS

1. Interpretation

In this document:

(a) “Addendum (a)” The word Addendum (a) means those documents, written or graphic, issued during the solicitation period to add to, or delete from, supplement, clarify or otherwise change, enhance or supersede the proposed contract document.

(b) “Contract” The word Contract means the agreement to be entered into between the Contractor and the Corporation for the Work and consist of documents set-out in Section B, Article 6.2.

(c) “Contractor” The word Contractor means the Proponent whose Proposal is selected and who has entered into a contract with the Corporation with respect to the Work.

(d) “Corporation” The word Corporation means The National Museum of Science and Technology operating under the name of the Canada Science and Technology Museums Corporation (CSTMC) and includes a person acting for, or appointed for the purpose of this contract.

(e) “Evaluation Criteria” The words Evaluation Criteria means the measures of relative importance (weighted standards) such as the management, past performance and technical capabilities of the proponent, plus factors such as price, that are employed in proposal evaluation and set-out in Section B, Articles 16.1 and/or 16.2.

(f) “Local Time” The words local time means the local time at the Corporation’s Site.

(g) “Product” also refer to Work, means anything being fabricated / produced by the contractor under this contract. It also includes any Goods / Products supplied by the Corporation to the Contractor for inclusion in the Work.

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(h) “Proponent” The word Proponent means the entity submitting a proposal at, or before Solicitation Closing in accordance with the requirements of these Instructions to Proponents.

(i) “Proposal(s)” The words Proposal(s) and Submission(s) are to be considered as having the same meaning and means an offer submitted in response to a request from a contracting authority, that constitutes a solution to the problem, requirement or objective in the request.

(j) “Proposal Form” The words Proposal Form means the form prepared by, and issued by the Corporation specifically for this solicitation to be completed in full by, and submitted by the Proponent.

(k) “Proposal Label” The words Proposal Label means the label prepared by the Corporation specifically for this request and marked “Proposal” and “May only be opened by the Corporation” to be used by the Proponent to label the Proposal and other supporting documentation required to be submitted.

(l) “Proposal Receiving Address” The words Proposal Receiving Address means the address where the Proposals must be submitted as set out in Section B, Article 4 on or before the Solicitation Closing Date and Time as set out in Section B, Article 3 of this RFP

(m) “Site” The word Site means such part of the properties of the Corporation where the Work will be carried out.

(n) “Solicitation Closing Date” The words Solicitation Closing Date means the date / time set out in Section B, Article 3 of this RFP after which date / time no further Proposals can be submitted pursuant to this RFP.

(o) “Solicitation Document” The words Solicitation Document means this Request for Proposal, the Proposal Form and the Proposal Label page attached hereto.

(p) “Solicitation Period” The words Solicitation Period means the time occurring between the call for Proposals (as identified on cover page) and the date and time of Solicitation Closing, Section B, Article 3.

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(q) “Specification” The word Specification means the specification and particulars of the Work as set out in Section C of this RFP.

(r) “Subcontractor” The term Subcontractor means a person or entity having a direct Contract with the Contractor to perform a parts or parts of the Work, or to supply Products worked to a special design for the Work.

(s) “Submissions” The words Submission(s) and Proposal(s) are to be considered as having the same meaning and means an offer submitted in response to a request from a contracting authority, that constitutes a solution to the problem, requirement or objective in the request.

(t) “Work” The word Work means the services and/or products primarily described in Article 3 of Section A and more specifically detailed and referred to in the scope of work described in Section C of this Solicitation Document.

2. Proponents Responsibility

This is a request (hereinafter referred to as the “RFP”) that Proposals be developed and submitted to the Corporation setting out the means by which the Work’s goals and objectives may be best met, having regard to stated mandatory requirements. The Corporation will consider entering into contract for the implementation of the most acceptable Proposal which will be determined having regard to the evaluation factors mentioned in Section B, Article 16 and set out in Section C of this RFP. In addition, the Proposal will be measured against the contract terms and conditions set forth in this RFP.

It is the Proponent’s Responsibility to:

2.1 submit a transmittal Letter that shall contain the date of the response, shall identify the Solicitation title and number, shall stipulate to the receipt of all Addenda should any Addenda have been published, shall introduce the purpose of the response, shall identify the key Proponent contact, shall provide the telephone, fax, email and complete address co-ordinates for that person and/or company, and shall be signed by a duly authorized signing authority for the Proponent.

2.2 return one (1) signed original of the Proposal Form, and of your Proposal and include the number of copies requested of in Section B, Article 4, duly completed and in the prescribed format as set forth in the Solicitation Document;

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2.3 ensure that all sections of the “Proposal Form” are complete. Proposals which are incomplete, conditional or obscure in the sole opinion of the Corporation, may be rejected;

2.4 treat all information contained in this “Solicitation Document” as proprietary and keep them as confidential unless the prior written consent of the Corporation has been obtained;

2.5 ensure that all erasures, overwriting or strikeouts are initialled;

2.6 understand that the Corporation will not accept Proposals submitted by Facsimile Transfer or other electronic means;

2.7 ensure timely and correct delivery of Proposals to the specified Proposal Receiving Address identified in Section B, Article 4;

2.8 ensure the Proponent’s name and return address, the solicitation reference number, and solicitation closing date and time are clearly visible on the proposal as well as on the outside envelope / package containing the Proponent’s proposal by using the Proposal label set out in Section E;

2.9 provide a comprehensive and detailed proposal, including when requested all pricing details, that will permit a complete evaluation in accordance with the criteria set out in the solicitation.

3. Solicitation Closing Date

Deadline date & time for delivery of Proposals:

January 16, 2015 by 2:00PM local time

4. Proposal Delivery

4.1 Deliver one (1) signed original of the Proposal Form and of your Proposal and include four (4) copies of your Proposal in a sealed envelope using the "Proposal Label" provided at Section E. The Proposal must be presented in bound copies, clearly indicating the name of the Proposal and the Proponent.

4.2 Your proposal should build upon that plan, and must include:

4.2.1. a concept rendering

4.2.2. a floorplan

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4.2.3. a graphic approach, including an example of an interpretive panel 11”X17”

4.2.4. a detailed schedule

4.2.5. a detailed budget breakdown

4.2.6. a detailed list of staff dedicated to the project, including roles and responsibilities, and demonstrated knowledge/background in science for the exhibition text writer

4.2.7. 3 examples of travelling exhibitions of similar scope, complete with detailed description of your involvement in these projects, photos and contact info of the institutions they were developed for.

4.2.8. 2 text samples (main and secondary) following the instructions in Annex A

4.3 It is the Proponent's responsibility to ensure that all relevant and required information is included in the submission. Each copy will contain the information requested in this document

Deliver Proposals To: Canada Science and Technology Museums Corporation

Door N-42421 Lancaster RoadOttawa, Ontario K1B 4L5

When selecting to use postal services you must modify address on proposal label / Section E

Proposals sent by Fax or Other Electronic Means will not be Accepted

4.4 Proposals received on or before the stipulated Solicitation Closing Date and time will become the property of Corporation and will not be returned. All Proposals will be treated as confidential, subject to the provision of the Access to Information and Privacy Acts.

4.5 Proposals received after the Solicitation Closing Date and Time will not be accepted and will be returned to the Proponent unopened.

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5. Period of Service

The period of service would be for a term of 10 months, commencing on January 30, 2015

6. Solicitation / Contract Documents

6.1 The Solicitation Document shall consist of these Instructions to Proponents, the Proposal form, the Proposal Label;

6.2 The proposed Contract Documents shall consist of the CSTMC standard Service Contract, the RFP, all Annexes, any Addenda issued during this RFP process, the specifications, the drawings and the Contractor’s Proposal submitted in response to this RFP;

6.2.1 Should a contract for services arise from a Proposal received in response to this RFP, the Contractor will be expected to sign the Corporation’s standard Contract within ten (10) business days after receipt of a notice in writing that his Proposal was accepted by the Corporation. Required Certificates of Insurance (Section B, Article 9) and Bonds / Securities (Section B, Article 10) must be provided within the same period.

7. Site Visit / Proponent Conference

A (Mandatory) site visit / proponents conference shall be held on DAY / DATE / TIME local time in order that Proponents fully satisfy themselves with regards to the scope of work and existing site conditions.

Where: LOCATIONOttawa (Ontario).

All Proponents (MUST) attend this VISIT / Conference to be eligible to submit a Proposal. All Proponents will be required to sign in as proof of attendance.

At the Site Visit/Job Showing, Proponents will be shown the requirements /extent of the Work covered under this RFP.

Proponents must communicate by e-mail at [email protected] to confirm attendance before:

DAY / DATE / TIME local time

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8. Inquiries / Omissions / Discrepancies

Inquiries will not be accepted or responded to if received after:

December 16, 2014 by 2:00pm local time

8.1 To receive a response, all enquiries or issues regarding this RFP must be submitted in writing, addressed to the contracting person named below, no later than the date identified above. Reference to the Solicitation number is required.

Canada Science and Technology Museums CorporationContracting SectionAttention: Person name / Title

By email: [email protected]

8.2 A written response to any questions will be sent to all Proponents in the form of an Addendum. All Addenda will be considered part of the Solicitation Document. The Corporation will attempt to provide all addenda to all known Proponents but it is the Proponent’s responsibility to ensure that all addenda are incorporated into their Proposal.

8.3 Meetings will not be held with individual Proponents prior to the Solicitation Closing Date.

8.4 Information provided verbally will not be binding upon the Corporation. The Proponents must have written confirmation from the Corporation in the form of an Addendum;

8.5 Should a Proponent find omissions or discrepancies in the Solicitation Document or should the Proponent be in doubt as to the meaning of any part of such documents, the Proponent should notify the Corporation in writing without delay. Should the Corporation consider a correction, explanation or interpretation be necessary or desirable, an Addendum will be issued to all who have picked up or requested the solicitation document or have been invited to submit a Proposal. If a Proponent fails to provide such notifications, the Proponent agrees that the interpretation placed upon the Solicitation Document by the Corporation will govern.

8.6 The Proponent recognizes that the information contained in this RFP represents the most thorough data available at this time. While the Corporation has made a special effort to identify as accurately as possible the scope and quality of the products for services required, all Proponents are responsible for obtaining the exact information they need to present their Proposal to the Corporation. All

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mailto:[email protected]


Proponents must become familiar with the terms of the Solicitation Document to meet the requirements of this RFP at no cost to the Corporation. The Corporation cannot be held responsible for the accuracy of the information contained in this RFP or for which the information is used or interpreted by the Proponent.

9. Insurance

The Contractor shall, at his/her own expense, procure and maintain in force for the duration of the Contract:

9.1 Commercial General Liability insurance, with a minimum limit of two million dollars ($ 2,000,000.00) in Canadian funds including coverage for personal injury, bodily injury (including death) and property damage for any one occurrence or series of occurrences arising from one cause, no aggregate, and with a maximum deductible of two thousand five hundred dollars ($2,500.00). The policy shall provide coverage for, but not be limited to, all premises and operations of the Contractor, non-owned automobile, contractual liability and liability specifically assumed under the Contract. The Corporation shall be added to the policy as an additional insured and the policy shall contain a cross-liability clause.

9.2 Prior to implementation of the contract, the Contractor shall provide the Corporation with a Certificate of Insurance from his Insurer following the requirements of this RFP. The certificate or certificates of insurance are provided as evidence that the required coverages are in effect and that the Corporation will be given at least thirty (30) days prior written notice of any policy cancellation or of any change in the limit or type of insurance specified.

9.3 The insurance coverages shall be underwritten by an insurer that is licensed in the provinces in which the Contractor is conducting business under the Contract.

9.4 The foregoing insurance provision shall not limit the insurance required by law.

9.5 The Corporation requires that the Contractor and the Sub-contractor(s) be in good standing, maintains good standing as required by legislation and comply with all requirements of the Workplace Safety and Insurance Board (WSIB).

ALL INSURANCE POLICIES TO THE EXTENT OF COVERAGES SHALL COVER THE INDEMNITY AND HOLD HARMLESS PROVISIONS AND OTHER CONTRACTUAL PROVISIONS HEREIN AND SHALL WAIVE ALL RIGHTS OF SUBROGATION AGAINST THE CORPORATION AND ITS RESPECTIVE DIRECTORS, OFFICERS, AGENTS AND EMPLOYEES OR AS BETWEEN ANY INTEREST COVERED AS ADDITIONAL INSURED.

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IT SHALL BE THE SOLE RESPONSIBILITY OF THE CONTRACTOR TO DETERMINE WHAT ADDITIONAL INSURANCE COVERAGE IF ANY, IS NECESSARY AND ADVISABLE FOR ITS OWN PROTECTION AND/OR TO FULFILL ITS OBLIGATIONS UNDER THE CONTRACT. ANY SUCH ADDITIONAL INSURANCE SHALL BE PROVIDED AND MAINTAINED BY THE CONTRACTOR AT ITS OWN EXPENSE.

10. Bonds / Securities

Proponents must submit with their proposal a Bid Bond in the amount of 10% of the Contract value. The Contract value is the value of the Contract and is the amount set out

in the Proponent’s Financial Proposal, exclusive of Taxes. An irrevocable Letter of Creditfrom a recognized Canadian financial institution in the amount of 10% of the Contract

valueor a certified cheque payable to the Canada Science and Technology Museums

Corporation in the amount of 10% of the Contract value is acceptable in lieu of a Bid Bond.

The Contractor must, within ten (10) business days after receipt of a notice in writing that his Proposal was accepted by the Corporation, provide to the Corporation a Contract Performance Bond in the amount of 50% of the value of the work and a Labour and Material Bond in the amount of 50% of the value of the work. The value of the work shall be the amount set out in the Proponent’s Financial Proposal exclusive of Taxes. An irrevocable Letter of Credit from a recognized Canadian financial institution in the amount of 10% of the value of the work is acceptable in lieu of a Contract Performance Bond and an irrevocable letter of Credit from a recognized Canadian financial institution in the amount of 10% of the value of the work is acceptable in lieu of a Labour and Material Bond.

Proponents must submit with their proposal a letter from their bonding company or from their financial institution guaranteeing issue of the securities in the aforementioned amounts.

11. Security Requirements

A Security Clearance must be processed before gaining access to the Corporation's buildings or the Sites The Contractor shall fax a list of employees (last, middle and first name) and their date of birth (year / month / day) to Protection Services, [email protected]. Forty-eight hours (48) is required for a security clearance when scheduling commencement of work and the Contractor shall take this into consideration.

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12. Key Personnel

12.1 The Contractor shall commit key personnel to the Project to meet its obligation under this agreement. Please list in your proposal, their names, role(s) within this project and brief description of experience (Maximum 150 words)

12.2 The Contractor will not be able to replace any of the key personnel identified without the prior written approval of the Corporation, which approval shall not be unreasonably withheld.

13. Transportation

The Contractor shall be responsible for all transportation costs pertaining to the necessary personnel, equipment and supplies required to execute the Work specified.

14. Language

Proposal documents and supporting information may be submitted in either English or French.

15. Submissions, Alteration, Withdrawal

15.1 Each Proponent shall submit its Proposal for all Work (labour, material, equipment and supplies) as set out in Section C, Statement of Work.

15.2 A Proponent who has submitted a package may submit a further package at any time up to the specified time on the Solicitation Closing Date. The last package received shall supersede and invalidate all packages previously submitted by the Proponent for this solicitation.

15.3 A Proponent may withdraw or alter the package at any time up to the specified time on the Solicitation Closing Date by submitting a letter bearing the Proponent’s signature and seal to authorized representatives of the Corporation who will mark thereon the time and date of the receipt. The Proponent’s name and the solicitation number shall be shown on the envelope containing the letter. Facsimile, e-mails, other electronic means of transmission / communication or telephone calls will not be accepted.

16. Evaluation of Proposals / Clarification / Presentation

16.1 The Corporation may take into account any criteria that it desires including, without limitation, the following:

(a) Proposed approach (35%)

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(b) Workplan & Detailed Schedule (25%)

(c) Detailed Budget (15%)

(d) Team assigned and experience in the development of travelling exhibitions (15%)

(e) Quality of text samples (10%)

16.2 Evaluation criteria and weight for this solicitation is located in Section C.

16.3 The Corporation reserves the right at any stage of the evaluation to request Proponents to provide clarification, additional information or personal presentation concerning their Proposal. The Proponents however, will not be allowed to modify their Proposal once submitted. The Corporation is not required to offer any modified terms and conditions to any other Proponent.

16.4 The Corporation may make such investigation, as it deems necessary to determine the ability of any Proponents to perform the Work and may utilize the results of such investigation in awarding the Contract to the Contractor. The Corporation reserves the right but is not obliged to contact any or all of the references supplied by the Proponent.

17. Proposal Opening / Negotiating / Acceptance / Rejection / Cancelling

17.1 There shall be no public opening of Proposals received in response to this RFP.

17.2 This RFP does not constitute a call for tender or a contract to purchase goods or services and the Corporation is under no obligation or commitment whatsoever to accept the lowest price or enter into negotiations or an agreement with any of the Proponents.

17.3 The Corporation may at any time amend, alter or cancel this RFP in whole or in part at no cost or penalty to Corporation. No reason for amendment, alteration or cancellation need be given. In the case of such cancellation, the Corporation reserves the right to approach other companies to order the contract or negotiate a contract with any one of the Proponents.

17.4 While the Corporation may enter into a contract without negotiation, it reserves the right to negotiate with any Proponents or more than one Proponent concurrently, in respect of any of the terms and conditions of the Proposal.

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17.5 Proposals may be accepted or rejected in whole or in part. If the Corporation has received only one Proposal on the Solicitation Closing Date, the Corporation reserves the right to reject such Proposal. The Proposal having the lowest cost to the Corporation or any Proposal will not necessarily be accepted. In the case of error in the extension of prices, the unit price shall govern.

17.6 The Corporation is not under any obligation to award a Contract to any of the Proponents and reserves the right to cancel and/or reissue this RFP at any time for whatever reason. In the case of such cancellation, the Corporation reserves the right to approach other companies to award the Contract or negotiate a Contract with one of the Proponent.

17.7 Notwithstanding any of the provisions contained in this RFP, the Corporation may waive any deficiencies and/or minor irregularities in a Proposal if it determines that the variation from the RFP will not cause prejudice to any other prospective Proponents or to the integrity of the process.

18. Proposal Open Period

Proposals will remain open for acceptance for a period of not less than sixty (60) days from the closing date of the Solicitation Closing Date.

19. Ownership of Proposals

All Proposals received in response to this RFP shall remain the property of the Corporation.

20. Limit of Liability

The Proponent agrees that the Corporation’s sole obligation, in return for the Proponent’s preparation and submission of its Proposal is to give consideration to the Proposal in accordance with the Solicitation Document. The Corporation and any of its officers, employees, agents or representative shall not be liable to the Proponent or any of its officers, employees, independent contractors, subcontractors, agents or representatives for any losses, expenses, costs, claims, damages, including incidental, indirect, special or consequential damages or liabilities arising out or by reason of or attributable to this RFP, including, without limitation, the cost of preparing and submitting a Proposal and any anticipated profits and contributions to overhead. The provisions outlined above shall survive the termination of this RFP and the execution of the Contract by the Contractor and the Corporation.

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21. Selection Disclosure & Debriefing

The obligation of the Corporation to disclose its final selection to any Proponent shall be limited to providing the name of the Contractor.

Debriefing shall be offered to Proponents on written request only and provided such request is received by the Corporation within five (5) days from award date. These sessions can be conducted by either telephone conference or personal meeting, at the opinion of the Corporation. Written summaries of debriefings are not provided. Any information about another Proposal shall remain confidential and cannot be disclosed publicly. The Corporation can only discuss the contents of the requester’s proposal and cannot discuss the contents of other proposals.

22. Collusion

The Proponent shall not engage in collusion of any sort and, in particular, shall prepare its Proposal without any knowledge of, comparison of figures with or arrangement with any other person or firm submitting a proposal for the same requirement.

23. Legal Capacity of Proponent

In order to establish the legal capacity under which a Proponent proposes to enter into the Contract, any Proponent who carries on business in other than its own personal or corporate name shall provide proof of the legal capacity under which it carries on business.

24. Conflict of Interest

It will be a condition of the final contract that no former public office holder who is not in compliance with the post-employment provisions of the Conflict of Interest and Post-Employment Code of the Public Office holders shall derive a direct benefit from this contract.

25. Indemnification

The Contractor shall indemnify and save harmless Her Majesty the Queen in right of Canada and the Corporation from and against all claims, losses, damages, costs, expenses, actions and other proceedings made, sustained, brought, prosecuted, threatened to be brought or prosecuted in any manner with respect to this RFP and the resulting Contract.

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26. Applicable Laws

Any resulting Contract must be interpreted and governed, and the relations between the parties determined, by the laws in force in the Province of Ontario

27. Ownership of Intellectual Property and other Property including Copyrights

27.1 Technical documentation including all reports and Prototypes produced by the Selected Contractor in the performance of the Work under the Contract shall vest in and remain the property of the Corporation, and the Selected Contractor shall account fully to the Corporation in such a manner as the Corporation shall direct for the documents and prototypes.

“Technical Documentation” means any and all recorded information, including reports, working papers relating to the service which also includes designs, reports either of a technical nature or other, photographs, drawings, plans, specifications, computer software and source files, whether susceptible to copyright or not.

“Prototypes” includes models, patterns and samples;

27.2 Technical documentation shall contain the following copyright notice:

HER MAJESTY THE QUEEN IN RIGHT OF CANADA as represented by the CANADA SCIENCE and TECHNOLOGY MUSEUMS CORPORATION

27.3 Technical information and Inventions conceived or developed or first actually reduced to practice in performing the Work under the Contract shall be the property of the Corporation. The Selected Contractor shall have no rights in and to the same. The Selected Contractor shall not divulge or use such Technical information and Inventions, other than in performing the Work under the Contract, and shall not sell, other than to the Corporation, any articles or thing embodying such Technical information and Inventions.

27.4 The Selected Contractor shall also, at no additional cost, ensure as a term of any subcontract which it enters into that the person with whom it subcontracts will assign all rights in the Technical information and Inventions conceived or developed pursuant to the subcontract to the Corporation. On completion of the Contract, the Contractor shall deliver to the Corporation written assignments from all subcontractors sufficient to vest the rights in Technical information and Inventions created pursuant to the subcontract in the Corporation and the Corporation shall have the right to withhold final payment under this Contract until the Contractor has delivered such assignments.

27.5 (a) The parties hereto agree that the Corporation shall be the owner of the copyrights in all literary, dramatic, musical and/or artistic works created pursuant

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to the Contract and such copyrights are hereby assigned to the Corporation. The Selected Contractor shall, at no additional cost, execute such further assurances and assignments as the Corporation may reasonably require to evidence such assignments and to vest full equitable and legal title to such copyrights in the Corporation. The Corporation shall have the right to withhold final payment under the Contract until the Selected Contractor has delivered such assurances and assignments.

(b) The Selected Contractor shall also, at no additional cost, ensure as a term of any subcontract which it enters into that the person with whom it subcontracts shall assign all copyrights in all literary, dramatic, musical and/or artistic works created pursuant to the subcontract to the Corporation. On completion of the Contract the Selected Contractor shall deliver to the Corporation written assignments from all sub-contractors sufficient to vest the copyrights in all literary, dramatic, musical and/or artistic works created pursuant to the subcontracts in the Corporation and the Corporation shall have the right to withhold final payment under the Contract until the Selected Contractor has delivered such assignments.

28. Disclosure of Information/Confidentiality

28.1 When handling any type of information from the Corporation, the Proponent shall comply with the following:

(a) any information received from the Corporation remains the property of the Corporation, will be used only for the purpose for which it was intended, will not be disposed, transferred, sold or made available to any other party or parties without the written approval of the Corporation and will be retained only for the limited time necessary for the performance of its functions and/or until the end of this contract;

(b) the Proponent will ensure at all times that the handling of the Corporation’s information by its employees is in accordance with the principle outlined above and will secure all information in a reasonable way against theft or abuse of any kind, and will restrict the use to those employees who require it to fulfil the obligations to the Corporation or to complete the Proposal;

(c) the Corporation reserves the right to request that any information it provides be returned to it with the Proposal on the Solicitation Closing Date; and

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(d) the term of this Article 28 shall survive any termination or expiry of this RFP for a period of five (5) years.

28.2 When a Proponent is providing information that is “Proprietary” or “Confidential” in nature, the Proponent shall clearly mark “Proprietary” or “Confidential” on the page(s) concerned.

29. Access to Information Act

The Corporation is subject to the Access to Information Act as amended with respect to and protection of information under its custody and control. Accordingly, all documents and Proposals provided to the Corporation in response to this RFP may be made available to the public, unless the party submitting the information request it be treated as confidential, and it is exempted from disclosure under the provisions of that Act. Rejected Proposals shall be kept by the Corporation of a period of one (1) year after the Solicitation Closing Date at which time such Proposals shall be destroyed.

30. Schedule of Events

The anticipated schedule of events is as follows:

Request for Proposal Invitations Issued: December 3, 2014Last Day for Questions: December 16, 2014 by 2:00pm local timeDeadline for Issuance of Addenda: December 19, 2014Solicitation Closing Date: January 16, 2015 by 2:00pm local timeNotification to the Contractor: January 26, 2015Kick-off meeting with the Contractor: January 30, 2015

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SECTION C – STATEMENT of WORK

1. OVERVIEW

In May 2014, the Canada Agriculture and Food Museum opened a long-term exhibition in its new learning center, “Food Preservation: The Science You Eat.” The exhibition highlights the role science plays in preserving food and keeping it nutritious and safe from farm to fork. It is an interactive experience where visitors explore the fascinating world of food preservation in both the home and the food-processing factory. Throughout the exhibition, visitors learn the science behind long-used methods of food preservation, and discover new techniques that will affect our food choices into the future.

The Canada Agriculture and Food Museum is currently developing a 500 sq. ft. travelling exhibition based on this exhibition, tentatively entitled “Food Preservation: A Taste of Science.”

The exhibition will focus on the role of science in food preservation, more specifically on the agents of rot. What are they? What do they need to live and reproduce (ie. rotting our food)? What happens when you remove the elements they need? What are the conservation methods used to remove those elements and how does it work?

The travelling exhibition will be a dynamic, accessible and engaging space. Dioramas, models, audio-visual components, and interactive elements will be used to enrich learning and dynamically communicate key messages. The exhibition will invite visitors of all ages, with or without a background in science, to explore the science of food preservation.

Because the exhibition will travel to various locations, it is recommended that the exhibition’s content be presented in a non-linear fashion. Sections will be independent of each other, thus facilitating installation in different exhibition spaces.

Location: Museums and various institutions (non-museums) across Canada

Opening: December 2015

Budget: $165,000 (before applicable taxes)

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Target Audience:This exhibition will be designed to engage different levels of knowledge and interest. It will target the general public—Canadians of all ages—who may or may not have any knowledge of science or food preservation. As usual, the text will meet the Grade 5 reading level for comprehension.

CONTENT APPROACH

(a) The “Big Idea”Science is key to food preservation

Focussing the main message on the rotting agents will allow to explain how science contributes to the preservation of our healthy and nutritious food. Each section will be a stand-alone station or kiosk and explore one of the key elements in food preservation.

Why does food rot?Even though the exhibition won’t be linear, this will be the introduction section dedicated to the agents of rot. What are they? What do they look like? What do they need to live and reproduce? What effects do they have on our food? In this inviting section visitors will come face to face with the agents of rot: large scale models, videos (food rot time-lapse), photos and texts. While it is recommended that visitors begin with this section, it won’t be essential to understanding the other sections or kiosks.

OxygenIn this section, visitors will discover that the agents of rot, whether living organisms or enzymes, need oxygen to live or to be activated. It is therefore possible to extend the shelf life of food when limiting or eliminating oxygen around them. Airtight containers, vacuum packaging, controlled storage conditions in warehouses and oxygen substitution with inert gases are examples of preservation methods that rely on oxygen control.

TemperatureLike us, agents of rot don’t like extreme cold and heat. In low temperatures, activities slow down. In high temperatures, agents of rot are destroyed or damaged and become ineffective. Refrigeration, supercooling, cooking, pasteurization, sterilization are examples of preservation methods that rely on temperature control.

WaterWater is essential to life. Enzymes also need water to function. When you remove enough water, it becomes practically impossible for the agents of rot to develop. Dehydration, whether traditional (sun dry, wind, smoke, etc.), modern (lyophilization or dehydration by micro-waves) or osmosis (addition of sugar or salt), reduces the amount of water contained in food and helps extend their shelf life.

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A healthy competitionFermentation is the inoculation of food with beneficial microorganisms such as yeast, mould and bacteria. These microorganisms colonise food and modify it by creating an unfriendly acid environment to agents of rot. In this section, visitors will discover how fermentation transforms one food to another with a longer shelf life than the original. Yogurt, kimchi, kefir, sauerkraut, pickles and other marinated vegetables all come from lactic fermentation.

LightLight, or absence of light, also affects agents of rot. Certain enzymes are activated by light. These enzymes can accelerate rot or damage the nutrients in our food. Potatoes are a good example as it literally becomes toxic when exposed to light. Storage facilities and packaging can reduce harmful effects of light on foods.

Thinking Outside the BoxAgents of rot can be fought by attacking them directly and not the elements they need to live. Certain methods destroy agents of rot or damage them in such a way that they can no longer damage our food. Gamma rays irradiation or electron beams irradiation, ultra-high pressure treatments and electric fields attack the agents of rot directly by destroying them.

A combination of interactive elements, photos, objects, videos, dioramas, models, texts and illustrations will create an inviting and dynamic environment where visitors will be enticed to explore the causes of food rot as well as the methods used to fight them. The choices of interactives will be done during the development of the interpretive plan. The team wishes to use interactive elements where they will have the best impact.

2. GENERAL LEARNING OUTCOMES

The General Learning Outcomes include:

Understand that there is science behind food preservation Understand what causes food to decay Understand that you can preserve food by removing one or many of the

elements the agents of rot require to thrive. Understand that science enhances the variety of food options year round

and has a role in food safety.

3. EXHIBITION SUPPORTING MATERIALThis exhibition is a travelling one and will be presented in a variety of spaces; the security and environmental conditions of exhibition spaces are thus largely unknown. Therefore, no artifacts will be used in this exhibition; instead, commissioned or purchased props and models will used to present the exhibition’s themes and ideas.

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This is a wish-list of objects and materials that the exhibition planners would like to include: these include props and objects currently on display in the “Food Preservation: The Science You Eat.”

Diorama/Scale Model, e.g. of a Newfoundland root cellar Example of space food (e.g. freeze-dried Dhal Bat) Caldwell lacto-fermented vegetables BluApple apple container Brown pop or beer bottle (E.g. Harvey & Vern’s Canadian Original Ginger Beer) Milk bottle Green Bernadin Mason jar Toy fridge Case of insects Models of flies, maggots, and bacteria Models of foods: e.g. fish on ice, green potato, salad in a bag Time-lapse videos of rotting food

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SCOPE OF WORKThe contractor will be responsible for the development of the travelling (5 year display) exhibition, including the following:

Project management: leadership, reporting, and development & maintenance of detailed project schedule and budget;

The contractor will develop the exhibition using the Interpretive Plan (IP) and bilingual texts provided by CAFM;

Exhibition design; Graphic design; Text writing (1 language) for all main and secondary texts for the exhibition, following

the text strategy and grid provided by CAFM; Integration of objects (accessories and props provided by CAFM and its partners); Adaptation and integration of 3 to 5 different AV components; Design and integration of lighting system; Design, prototyping, testing and fabrication of 3 to 5 different interactives. Prototyping

and testing will be done in collaboration with CAFM 's exhibition team and CAFM will have final approval of all interactives before going to production;

Fabrication plans/drawings for exhibition structures/furniture; CAFM will have final approval of all drawings before going to production;

Purchasing/securing all required materials and components, including AV equipment and electronics, subject to CAFM approval;

Fabrication of all components; Design and fabrication of travelling crates; Development and production of a bilingual installation manual; Installation and dismantling of all components (practice run); Crating of all components; Participating in post installation reviews and performing remedial work as negotiated

with CAFM; Repairs and modifications of exhibition components when such work is the result of

design or fabrication deficiency Provide a warranty on all components at no extra costs to cover repairs and/or

replacements of defective parts and equipment until December 2016; Provide a yearly maintenance package service (extra cost to be negotiated with CAFM:

the contractor must include a fee, outside the development budget presented in this document) after the one year warranty has expired.

ROLES AND RESPONSIBILITIESCAFM’s Responsibilities

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Provide a Project Manager to coordinate with the contractor’s project manager and to make arrangements for Museum-requested meetings and presentations;

Provide creative guidelines and quality standards required by the Museum; Provide content material (props, photos, A/V files, etc) for the exhibition; Provide the Interpretive Plan (IP); Text writing for tombstones, captions and interactives; Provide editing and translation services of all exhibition texts; Secure copyrights and permissions for all audio and images; Provide conservation requirements and specifications for artifact displays, where

applicable; Review concepts and designs to ensure compliance with Museum standards; Test and evaluate interactives and interpretive graphic panels, in collaboration with the

contractor; Secure necessary approvals for design, interactives, AVs, graphics, etc. in a timely

manner; Process invoices within 30 days of receipt; Provide access to qualified museum personnel for consultations and reviews.

Contractor’s Roles Produce concept sketches, floor plans, elevations, models, props, prototypes, mock-ups,

full-scale graphic treatment proposals, etc., as required, to communicate ideas during the concept development stage (graphic files must be supplied in either Illustrator, Photoshop or InDesign format and PDF);

Make up to five (5) formal presentations to Museum staff and/or Management during project development;

Participate in formative evaluation (testing) exercises at the Museum, where required; Modify concepts up to three (3) times as a result of Museum testing and feedback; and

produce final design; Produce construction drawings and plans, where applicable (supply drawings in AutoCad

format and PDF); Provide final graphic artwork for review by CAFM, and make adjustments and revisions

on their instruction (up to 3 cycles of alterations) Undertake all exhibition fabrication, including crates, and graphics output; Collaborate with various museum staff and partners staff when requested, providing

advice and/or supporting materials (colour palettes, font selection, artwork, renderings, etc.) as requested by the Museum’s Project Manager;

Train CAFM staff in assembly and dismantling of exhibition, as well as its maintenance; Provide and manage detailed schedule and budget.

Contractor’s Professional Responsibilities Meet project milestones and deadlines, provide progress reports, documentation, and

presentation materials, etc.;

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Design within the budgetary constraints and the limitations of time and resources as established to ensure the project ends on time;

Comply with all relevant legislation, codes and standards, including accessibility standards;

Provide complete technical drawings, specifications and engineering certifications as required to comply with existing professional standards, and secure any necessary permits, etc.;

Respond effectively and promptly to the issuance of change orders and ensure proper circulation and approvals of documentation as required;

Provide warranties as to the durability and maintenance of the exhibitions, including selected materials, products, hardware, and fabrication for one (1) year following the final delivery of the exhibition;

Maintain and submit records, documentation and final files to the project archive.

EVALUATION CRITERIA- Workplan and schedule (25%)

-Schedule of work demonstrates ability of contractor to complete the work by the specified date. -Detailed account of tasks and timelines

- Team assigned (15%)-Individual (describe work and role of each member for the project and levels of expertise working on travelling exhibitions and demonstrated knowledge/background in science for the exhibition text writer-Collective (good balance, team members compliment each other, collective experience working with travelling exhibitions)-Level of experience for travelling exhibitions of similar scope. Need to include visuals of 3 travelling exhibitions you have developed and references.

- Cost (15%)-Detailed cost breakdown-Demonstrates feasibility of proposal in terms of costs and respect allocated budget of $165,000

-Proposed approach (35%)-Demonstrates understanding of mandate, content and objectives-Demonstrates a creative approach and innovative ideas-Describes overall project and includes concept rendering, floorplan, graphic approach including an example of an interpretive panel 11''X17''

- Quality of two (2) text samples (10%)-Overall quality and balance - spelling, grammar, presentation

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-Clarity, organization and thoroughness - ease of read, ease of format-Creativity and Accessibility – respect language levels and target audience

PROJECT SCHEDULEThe Contractor is asked to provide a detailed schedule that demonstrates how it will comply with the exhibition ready to go on tour by December 11, 2015.

PROJECT BUDGETThe Contractor is asked to provide a detailed budget that demonstrates how the $165,000 budget allocation will be spent and respected. Each contractor will also receive $1,000 after their proposal has been received.

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ANNEX A

The writer must write two (2) sample texts: 1 main text, 1 secondary text, following these guidelines.

General ApproachAs visitors enter this section, they will witness the impact of storage conditions on food preservation. They will discover the importance of temperature on enzymatic and microbial reproduction and how it can either spoil or keep food from rotting. Visitors also will discover the importance of light or darkness on food storage, the impact of humidity on food and how gases can delay food decay.

Target AudienceThis exhibition will be designed to engage different levels of knowledge and interest. It will target the general public—Canadians of all ages—who may or may not have any knowledge of science or food preservation. As usual, the text will meet the Grade 5 reading level for comprehension.

Text 1: Main text

Purpose of a main textIdentifies sub-sections, and their messages. Links to the major communication objectives of the exhibition

Type of info conveyedThe one main text for each sub section in the exhibition.

Word Count50 to 60 words

Key MessageTemperature is an important way to deter decay.

DescriptionTemperature CountsThe lower the temperature, the slower the decaying process. That's because enzymatic and microorganism activity is dependent on temperature; the lower the temperature, the slower their activity is.

Canadian winters are cold; summers can be hot. Creating a place to keep food at an optimal and constant temperature has been an ongoing challenge.

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Text 2: Secondary Text

Purpose of a secondary textCommunicates the subthemes of each sub-section. Highlights specific ideas of the exhibition.

Type of info conveyedExplores specific ideas in a deeper sense.

Word Count60 to 70 words

Key MessageSome foods keep better when kept wet; some, when they’re kept dry.

DescriptionSome foods keep better in more humid conditions, from totally submerged in water to high-humidity crispers. If too dry, some foods become unpalatable. If too humid, many foods will start to rot.

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Section D – PROPOSAL FORM

TO: The Canada Science and Technology Museums Corporation (the “Corporation”)

Contracts Section 2421 Lancaster RoadOttawa, ON K1B 4L5

PROJECT TITLE: __________________________________

SOLICITATION NO: __________________________________

WE: ______________________________________________(Name of Contractor)

OF: ______________________________________________(Address of Contractor)

1. DO HEREBY OFFER to the Corporation to diligently and faithfully perform and complete the Work for the amounts shown below, which forms part of this Proposal Form, in accordance with all the terms and conditions of the Solicitation Document. The total price exclusive of Taxes is

_____________________________________________________________________________($_____________) in Canadian funds, which price also include all allowances for warranties.

The Taxes payable on the total price is $__________________________________________________________ in Canadian funds.

1.1 a breakdown of the price set out in 1.;

__________________________________________________________________________________

__________________________________________________________________________________

2. AND WE HEREBY OFFER to complete the Work in accordance with the Specifications contained in Section “C” of the Solicitation Document, which forms part of this Proposal Form.

3. AND WE HEREBY AFFIRM AND CERTIFY that we:

3.1 Have visited, where and when required, the place of the Work prior to the Solicitation Closing Date.

3.2 Have examined to our satisfaction all conditions affecting the Work

3.3 Carefully studied the Solicitation Document, including the following addenda:

____________________________________________________________

3.4 Have full knowledge of the locality of the proposed Work, the conditions pertaining to the proper and successful performance of the Work and the materials to be furnished and used including, without limitation, every condition which may affect execution of the Work, both within the Sites and adjoining areas.

3.5 Have not relied on any information or documents provided by or on behalf of the Corporation other than the Solicitation Document.

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3.6 Have included the information that was required to be submitted, which information forms an integral part of the Proposal Form.

3.7 Have the necessary qualifications including the knowledge, skill and ability to perform the Work required by the Solicitation Document, are able to perform the Work in accordance therewith, and have experience in work which is of a similar type and scope to the Work required herein.

3.7.1 Are proposing to employ the following Subcontractors for part of the Work:

Work Name of Subcontractor

__________________________________ __________________________________

__________________________________ __________________________________

__________________________________ __________________________________

3.8 Shall deliver to the Corporation, in accordance with the Solicitation Document, all bonds, insurance and warranties.

4. AND WE HEREBY DECLARE, REPRESENT, WARRANT AND AGREE THAT:

4.1 The Proposal has been executed with full authority and is irrevocable, valid and open to acceptance by the Corporation for a period of 60 full days from the Solicitation Closing Date irrespective of the acceptance of any other Proposal or the issue of a notice of acceptance of another Proposal.

4.2 No person, firm or corporation other than the undersigned has any interest in the Proposal or in the proposed Contract for which the Proposal is made.

4.3 This Proposal is made by the undersigned without any connection, knowledge, comparison of figures or arrangement with any other person who might submit a Proposal for the same Work and is in all respects fair and without collusion or fraud.

4.4 Proposed subcontractors have been given the opportunity to study the Solicitation Document.

4.5 The Work will be completed in a good and workmanlike manner, with a standard of quality above or equivalent to that expected under all applicable statutory, regulatory and customary codes and industry standards of workmanship.

5. AND WE HEREBY AGREE THAT:

5.1 If we withdraw our Proposal before the Corporation shall have considered the Proposals or before or after we have been notified that our Proposal has been accepted by the Corporation, or if the Corporation accepts our Proposal and awards us the Contract and we subsequently fail to execute the Contract within ten (10) business days and return it to the Corporation together with all of the bond or bonds and the certified copies of the insurance policies, all as required by the contract, prior to the commencement of the Work, the Corporation shall have the right to retain the Proposal deposit for the use of the Corporation and may accept any proposal, advertise for new proposals, negotiate a Contract with any other Proponent who has submitted a Proposal acceptable to the Corporation and the Proponent who originally failed to enter into the Contract shall be responsible for any damages, costs and expenses incurred by the Corporation over and above the proposal deposit. We acknowledge and agree that the Corporation shall be entitled to rely on this provision even if the Contractor has commenced the Work.

5.2 If the Proposal Form is executed by more than one person, firm or corporation, then all persons, firms or corporations executing the Proposal are jointly and severally liable under and bound by the Proposal and any contract arising upon acceptance of the Proposal

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5.3 Until a formal Agreement is prepared and executed, this Proposal Form together with the formal Letter of Acceptance shall constitute a binding contract between the parties.

5.4 All defined terms in this Proposal Form are as defined in this Solicitation Document.

SIGNATURES

SIGNED, SEALED AND SUBMITTED this ____ day of ____________________, 20 FOR AND ON BEHALF OF:

COMPANY ________________________________________________(Name)

________________________________________________(Street Address or Postal Box Number)

________________________________________________(City, Province and Postal Code)

________________________________________________(HST Registration No.)

________________________________________________(GST Registration No. where applicable)

SIGNATURE: ________________________________________________

NAME & TITLE: ________________________________________________(Please Print or Type)

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COMPLETE THE FOLLOWING:(Print)

Solicitation Number Project Title:

Company Name:Division of:Contact Name:Contact title:

Experienced / Qualified in :

Address:Street & number City:Province / State Country:Postal / Zip Code:

Email:

Web Site address:

Telephone # (Including area code)

Cell phone

Fax #:

GST / HST or BUSINESS #:

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Section E – Label for Proposal Envelope / Étiquette pour enveloppe de Proposition

CANADA SCIENCE AND TECHNOLOGY MUSEUMS CORPORATION

SOCIÉTÉ DES MUSÉES DE SCIENCES ET TECHNOLOGIES DU CANADA

PROPOSAL PROPOSITIONMay only be opened by the Corporation.

Peut seulement être ouverte par la Société.

All proposals are to be delivered: Toutes les propositions doivent être acheminées au:

Administrative Services Services administratifs

2421 Lancaster Road Door N-4 Ottawa, Ontario K1B 4L5

2421 chemin Lancaster porte N-4 Ottawa, Ontario K1B 4L5

CSTMC SOLICITATION No: CSTMC-14-010-CM

CLOSING DATE & TIME: January 16, 2015 at 2:00PM local time

PROJECT TITLE: A taste of Science a Travelling Exhibition COMPANY: ________________________________________

ADDRESS:

IDENTIFICATION PAGE: Please affix to your envelope/package

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