subject: recruitment search...

SUBJECT:

Recruitment Search Consulting

DATE OF ISSUE: July 20, 2017

TO RESPOND BY August 14, 2017 @ 1400 Hours (2:00 PM Pacific Time)

RESPOND TO: Leslie Burke Purchasing Agent University of Northern British Columbia 3333 University Way Prince George, BC V2N 4Z9

SIGNATURE AT ISSUE:

Request for Proposal RFP17-1637

RECEIPT CONFIRMATION FORM

REQUEST FOR PROPOSAL

RFP17-1637

Recruitment Search Consultant

Please complete this form and e-mail to:

Purchasing Department University of Northern British Columbia 3333 University Way Prince George, BC V2N 4Z9

Attn: Leslie Burke, Purchasing Agent E-mail: [email protected]

Failure to return this form may result in no further communication regarding this Request

for Proposal.

COMPANY NAME:

ADDRESS:

CITY: PROV: POSTAL CODE:

CONTACT PERSON:

CONTACT CONTACT TELEPHONE: FAX:

EMAIL:

I have received a copy of the above noted Request for Proposal.

Yes, I will be responding to this Request. By indicating yes, the Proponent still reserves the right not to submit a Proposal.

No, I will not be responding.

mailto:[email protected]

UNIVERSITY OF NORTHERN BRITISH COLUMBIA


RFP17-1637

RECRUITMENT SEARCH

CONSULTANT

1.1 INFORMATION AND INSTRUCTIONS

1.2 PURPOSE

The University of Northern British Columbia (UNBC) is in the final stages of selecting an experienced Search Consulting firm(s) specializing in the identification, evaluation, and selection of senior level university positions.

The resulting non-exclusive Contract(s) will be with the University of Northern British Columbia for a three year term. Requests will be on an as if and when requested, at UNBC’s discretion. The successful firm(s) will be the “preferred” firm(s) on record. This RFP and the Contract do not guarantee work.

Through this Request for Proposal (RFP), UNBC seeks to:

1.2.1 specify the terms and conditions governing any resulting contract; and

1.2.2 through evaluations by UNBC, select a Consultant(s) who can fulfil the

requirements as specified herein.

This RFP states the instructions for submitting a proposal and the procedure and criteria by which a Consultant(s) will be selected.

The lowest costing or any proposal will not necessarily be accepted. UNBC reserves the right to cancel this RFP process at any time.

1.3 DEFINITIONS

Hereinafter, each firm receiving this RFP is referred to as a “Proponent”, and a Proponent’s Proposal in response to the RFP is referred to as a “Proposal” and the successful Proponent(s) to whom the RFP is awarded is referred to as the “Consultant”.

1.4 ISSUING OFFICE University of Northern British Columbia Contract & Supply Chain Management Department 3333 University Way Prince George, BC V2N 4Z9 Attention: Leslie Burke, Purchasing Agent E-mail: [email protected]

1.5 KEY DATES

Listed below are the important events and the target dates and times by which the events are expected to be completed unless stated as must be completed elsewhere in this document:

A. Issue of RFP July 20, 2017 B. Proponent’s Inquiries by the end of July 31, 2017 C. UNBC’s Answers by the end of August 4, 2017 D. Due Date for Submission of Proposals August 14, 2017 E. Evaluation and Clarification of

Proposals to Shortlist, if any August 16, 2017 F. Acceptance of Successful Proposal, if any, by August 21, 2017

As part of the evaluation process for the RFP, key positions in the proponents company that would be delivering the services to UNBC may be required to participate in individual interviews with the evaluation committee.

Due to unforeseen circumstances, some of the dates may change during the RFP process. Any date changes prior to the closing date and time of this tender will be issued in an addendum.

1.6 CLOSING DATE AND TIME

Proposals, signed by the Proponent’s authorized representative, must be received by the Issuing Office, no later than 2:00 PM (1400 Hours) Pacific Time, August 14, 2017.

UNBC will not accept submissions of any Proposals after the closing date and time. Any submissions received after the closing date and time shall be considered disqualified. Under no circumstances, regardless of weather conditions, transportation delays, technology issues, or any other situation, will late submissions be accepted.


1.7 PROPOSAL SUBMISSION AND FORMAT

Your Proposal MUST be submitted using the following method:

The Proponent’s proposal is to be uploaded at: https://unbc.bonfirehub.ca/opportunities/10050

It is strongly recommend that you give yourself sufficient time and at least TWO

(2) hours before Closing Time to begin the uploading process and to finalize your submission. File size limit is 100mb. Multiple files can be uploaded if exceeding this limit. When using Bonfire, each item of Requested Information is instantly sealed and will only be visible by the University after the Closing Time. Uploading large documents may take significant time, depending on the size of the file(s) and your Internet connection speed. You will receive an email confirmation receipt with a unique confirmation number once you finalize your submission. Minimum system requirements: Internet Explorer 8/9/10+, Google Chrome, or Mozilla Firefox. Javascript must be enabled. If assistance is required during the upload, contact Bonfire at [email protected] for technical questions related to your submission. You can also visit the help forum at https://bonfirehub.zendesk.com/hc

Hard Copy, Faxed or E-mailed proposal submissions will NOT be accepted.

THE SIGNATURE PAGE, SCHEDULE II(B) MUST BE SIGNED AND ALL

INFORMATION MUST BE RECEIVED PRIOR TO THE CLOSING DATE AND

TIME.

UNBC accepts no responsibility for non-receipt and/or delays in receipt caused by transmission and reception problems, equipment failure, or any other similar cause.

Amendments/modifications to a Proposal may be done in Bonfire. Amended/modified Proposal or the resubmitted original Proposal must be received prior to the Closing Date and Time to be considered.

Proponents may not make modifications to their Proposals after the closing date and time except as may be allowed by UNBC.

SECTIONS 1.0, 2.0, and 3.0, Part I, SCHEDULES, and any ATTACHMENTS, APPENDIXES, addenda, specifications, terms and conditions, hereto shall become part of any contract entered into between the successful Proponent and UNBC.

Proposals will be opened after the Closing Time at the office of the Contract & Supply Chain Management department, University of Northern British Columbia, Room 1085, 3333 University Way, Prince George, BC V2N 4Z9. Proponents are invited to attend the Proposal Opening. Only the names of the Proponents submitting a Proposal will be disclosed by UNBC and only at this time.

https://unbc.bonfirehub.ca/opportunities/10050


https://bonfirehub.zendesk.com/hc

UNBC may reproduce any of the Proponent’s Proposal and supporting documents for internal use or for any other purpose required by law.

UNBC will not be obligated in any way by any Proponent’s Proposal.

This RFP or any portion thereof, is the property of UNBC and may not be used or copied for any purpose other than the submission of a Proposal.

1.8 PROPOSAL COSTS

The Proponent has the sole responsibility for any costs associated with preparing and submitting its Proposal in response to this RFP.

In no event will UNBC be responsible for the costs of preparation or submission of any Proposal.

1.9 IRREVOCABLE OFFER

UNBC reserves the right to accept the Proposal(s) which it deems most advantageous, and the right to reject any or all Proposals if at its sole discretion and after appropriate investigation and evaluation, that: a. the Proposal must be cancelled due to financing problems or changing

economic circumstances b. information becomes available after Proposal closing which significantly

changes the scope or extent of the project c. the Proposal, or any of the Proposal, exceed the projected spending approval

or fail to meet UNBC’s expectations.

UNBC will not be liable under any contract in connection with this RFP, or the submission of Proposals, unless and until UNBC has accepted one Proposal and a written contract has been signed.

Proposals are to be open for UNBC acceptance for 90 days from date of submission.

1.10 INQUIRIES AND CHANGES

Any inquiries regarding the selection process and the terms of the RFP MUST be e-mailed by the end of July 31, 2017 to: [email protected] subject: RFP17-1637

UNBC accepts no responsibility for non-receipt and/or delays in receipt caused by late delivery due to reception problems, equipment failure, or any other similar causes.


All questions and the answers from UNBC will be issued in written form and issued as an addendum. Any Addenda shall be considered as part of the Proposal Documents. Any Addenda shall be considered as part of the Proposal Documents. All Addendums will be posted on the UNBC Contract & Supply Chain Management(Purchasing) website listed as “Active Tenders & RFP’s”. In the event UNBC’s server is not available, or for any other situation UNBC deems reasonable, then the addendums will be faxed or emailed to all parties registered as having returned the Receipt Confirmation form and/or submitted an inquiry on time.

Any Proponent who does not submit the RECEIPT CONFIRMATION may not be sent any amendments or addenda.

UNBC shall not be responsible for, and the Proponent shall not rely upon, any instructions or information given to any Proponent other than in writing in accordance with the requirements of the RFP. The RFP is not to be discussed with any other UNBC employee, representative, or agent except at the direction of the Purchasing Agent. Failure to do so could result in the rejection of your Proposal.

Proponents must satisfy themselves in all respects as to the risks and obligations to be undertaken by them.

If a Proponent discovers any inconsistency, discrepancy, ambiguity, errors , or omissions in this RFP, it must notify UNBC immediately at [email protected].

UNBC may, at any time, make and stipulate changes to this RFP.

UNBC may provide additional information, clarification or modification by written addenda. All addenda shall be incorporated into and become part of the RFP. UNBC shall not be bound by oral or other informal explanations or clarifications not contained in written addenda.

1.11 SELECTION PROCESS

Because UNBC bases any decision to award a contract(s) on the Proposals submitted, Proponents should include all requirements, terms or conditions it may have in their Proposal, and should not assume that any opportunity will exist to add such matters after the Proposal is submitted.

UNBC reserves the right, at its sole discretion, to negotiate with any Proponent as it sees fit, or with another Proponent or Proponents concurrently. In no event will UNBC be required to offer any modified terms to any other Proponent. UNBC shall incur no liability to any other Proponent as a result of such negotiations or modifications.


Evaluation of Proposals will be by a committee established by UNBC.

1.12 BASIS OF SELECTION

It is the intent of UNBC to select the most effective Proposal(s) that meets the requirements and provides the best overall value to UNBC. UNBC may or may not, conduct discussions, request further information or clarifications, either in succession or concurrently, with selected Proponents on the content of their Proposal(s) without becoming obligated to clarify or seek further information from any or all other Proponents. However, Proponents are cautioned that any request for clarifications will not be an opportunity either to correct errors or to change their Proposals in any substantive manner. UNBC will not be limited as to its criteria for evaluation of Proposals. UNBC may take into account criteria and considerations as they relate to this RFP and are deemed to be of value.

These may include but are not limited to:

1.12.1 Any features or advantages which are unique to the Proponent’s Proposal which UNBC has not listed in Part I.

1.12.2 The Proponent’s relevant experience, qualifications and success in

providing services of the type described in Part I. Experience with other university and public sector organizations.

1.12.3 The quality of the Proposal, specifically: Proposals shall be prepared in a

straight forward manner, and shall describe the Proponent’s offering in a format that is reasonably consistent, comprehensible, and appropriate to the purpose.

1.12.4 The contractual terms proposed by the Proponent which would govern any

contractual relationship with UNBC.

1.12.5 The Proponent’s references and examples of previous relevant work.

1.12.6 Evidence of good organization, management, environmental and social responsibility.

1.13 CONTRACTUAL OBLIGATION

Mandatory Contractual Provisions (Mandatory Provisions) and Preferred Contractual Provisions (Preferred Provisions) that will govern any subsequent contract issue are outlined in this RFP. The Proponent’s Proposal is automatically deemed to include the Proponent’s agreement to the Mandatory Provisions and the Preferred Provisions unless the Proponent expressly and specifically provides otherwise in its Proposal.

Mandatory Provisions are listed in Section 2.0. The Proponent may not modify any Mandatory Provisions in its Proposal. If the Proponent has any Mandatory Provision or wished to incorporate or use any Proponent standard terms and conditions, the Proponent shall append such materials to its Proposal and indicate thereon such Mandatory Provisions. The Proponent’s Mandatory Provisions will also be considered as part of the selection process.

Preferred Contractual Provisions are listed in Section 3.0. The Proponent may propose alternate language, but are requested to limit their changes to those of a substantive nature. Except to the extent that changes are made in the Proponent’s Proposal, these provisions shall be deemed to be incorporated in the Proponent’s Proposal.

1.14 CONTRACT PROVISIONS BY REFERENCE

UNBC’s acceptance of the Proponent’s Proposal will be by issuance of a Contract between UNBC and such Proponent containing all specifications, terms and conditions in the Proposal except as amended in the Contract. Any exceptions taken by the Proponent which are not included in the Contract will not form part of the Contract.

In the event of a conflict between the terms and conditions of the RFP and information submitted by the Proponent, the terms and conditions of this RFP and the Contract will govern.

1.15 CONFIDENTIALITY

In accordance with the Freedom of Information and Protection of Privacy Act, the Consultant will treat as confidential and will not, without the prior written consent of UNBC, publish, release or disclose or permit to be published, released or disclosed, the Material or any information supplied to, obtained by, or which comes to the knowledge of the Consultant as a result of the Contract except insofar as such publication, release or disclosure is necessary to enable the Consultant to fulfil his obligations under the Contract, or by the laws of British Columbia.

1.16 FORCE MAJEURE

UNBC shall not be liable for any damage, breach of contract, or breach of covenant contained in this RFP, due to causes beyond the control of UNBC, and in particular, (but not so as to restrict the generality of the foregoing) it shall not be liable for damages or breach caused by act of God, acts of military or civil authorities, war, riot or civil disobedience, fire, explosion, strikes, lock outs or other labour unrest, including picketing, , (whether lawful or not), nor shall it be liable for damages or breaches of covenant or contract caused by its being unable to obtain labour, materials, or facilities, and UNBC shall not, in any event, under any circumstances whatever, be liable for consequential damage or special damages to any person arising by reason of any of the aforesaid matters.

It is further expressly agreed by the parties that should legislation and/or budgetary direction by the Ministry of Advanced Education or Ministry of Finance or other duly constituted governmental authority adversely affect either party to this RFP so as to frustrate the intent of this RFP, or any part thereof then this RFP may, at the option of of the party deeming itself adversely affected, be at an end and void, and, in such case neither party shall assess any contract or bring action for damages arising therefrom.

In any event, should UNBC be of the opinion that this RFP cannot continue due to circumstances beyond its control and jurisdiction, it shall thereupon be, at the option of UNBC, terminated and at an end and no action of any sort shall be taken against UNBC as a result thereof.

1.17 NON-WAIVER

No provision of the Contract and no breach by the Consultant of any such provision will be deemed to have been waived unless such waiver is in writing signed by UNBC.

A written waiver by UNBC of any breach of any provision of the Contract by the Consultant will not be deemed a waiver of such provision or of any subsequent breach of the same or any other provision of the Contract.

1.18 CONFLICT OF INTEREST

By submitting a Proposal, the Proponent warrants that, to the best of its knowledge and belief, neither it nor any of its directors or officers, or any employee with authority to bind the Proponent under the RFP, has any financial or personal relationship or affiliation with any officer or employee of UNBC or their immediate families that might in any way unduly influence UNBC, its officers and employees and impair the integrity of the RFP process. Should the Proponent, or any of its directors, officers or employees with authority to bind the Proponent under the RFP become aware at any time of such conflict of interest, the Proponent must immediately advise UNBC about such conflict's extent and nature.

1.19 COLLUSION

Proponents shall not engage in collusion of any kind; in particular, Proponents shall prepare their Proposals without any knowledge of, comparison of figures with, or arrangement with any other Proponent submitting a Proposal for this RFP.

2.1 MANDATORY CONTRACTUAL PROVISIONS

The following terms and conditions are mandatory and shall be deemed to be incorporated.

2.2 UNBC’S AUTHORIZED REPRESENTATIVES

It is hereby declared and agreed by the Proponent that the Proposal submitted to UNBC by the Proponent has been prepared on the basis of its own knowledge of the nature of the work to be performed as well as general and local conditions and all other such matters which can affect the Proponent’s performance under any contract between the parties that might result from the Proponent’s Proposal.

The Proponent further agrees that it does not rely upon any information given or statements made by representatives of UNBC with regard to the Proponent’s Proposal or work to be performed.

2.3 AMENDMENTS

No amendment of a contract resulting from this Proposal process shall be effective unless it is reduced to writing and duly executed by the parties hereto.

2.4 NOTICES

If to UNBC: All notices provided hereunder shall be given in writing and delivered in person, by facsimile, or by registered or certified mail, return receipt requested addressed as follows: University of Northern British Columbia 3333 University Way Prince George, BC V2N 4Z9 Email: [email protected] If to the Consultant:

The person signing the Proponent’s Proposal in response to UNBC’s Request for Proposal, at the Proponent’s address indicated in such Proposal; or to such other person or address as either may designate for itself in writing and provide to the other. Notice shall be deemed given when delivered the third business day following the day such notice is deposited in the mail, or upon facsimile or electronic transmission. In the event of any interruption in the ordinary postal service, any such notice shall be delivered or sent by facsimile transmission or courier and not mailed.

2.5 INSURANCE

Proof of insurance must be presented at the time the RFP is awarded. The Proponent warrants and represents that it has the following minimum insurance coverage:


2.5.1 GENERAL LIABILITY INSURANCE

The Consultant shall obtain and maintain in force during the Contract a policy of General Liability Insurance with a limit of not less than $2 million per occurrence. The University shall be named on the policy as additional insured. The insurance shall be primary in respect of all claims made by reason of any act or omission of the project participants, and shall not participate with, or be excess over, any valid and collectible insurance carried by the University. Evidence of such insurance shall be presented to the University prior to the commencement of services. It is expressly understood and agreed, however, that the insurance policies obtained by the Consultant are not to be construed to fund or limit any of the Consultant’s indemnity obligations under the Contract.

2.5.2 PROFESSIONAL LIABILITY

Professional Liability in an amount not less than $1,000,000.00 per claim, insuring the Consultant's liability resulting from errors and omissions in the performance of professional services under the Contract and this insurance must be endorsed to provide the Institution 30 days advance written notice of cancellation.

2.5.3 OTHER INSURANCE

The Consultant must maintain insurance which the Consultant is required by law to carry, and/or which is identified in the Proponent’s Proposal.

2.6 WORKERS’ COMPENSATION

The Proponent with whom UNBC wishes to contract warrants and represents that it shall comply with the relevant Workers’ Compensation Board requirements.

If eligible for Workers Compensation Insurance, the Consultant shall maintain Workers Compensation coverage and shall at all times pay or cause to be paid any assessment or contribution required to be paid pursuant to the Workers’ Compensation Act. Said coverage shall fully cover all employees, employers, partners, proprietors, officers and directors of Consultant and SubContractors involved in any aspects of The Work at the Place of Work. Prior to Commencement Date, Date of Substantial Performance, the issuance of the final payment and at any other time during the Contract, the Client may request the Consultant and SubContractors to provide evidence that all required assessments and contributions have been paid. If the Consultant and/or SubContractors fail to do so the Owner may deduct the amount of assessment or contribution from any payment due or to become due to Consultant and/or SubContractor(s).

2.7 GOVERNING LAW

Any contract resulting from this request for Proposal shall be governed by and interpreted in accordance with the laws of the Province of British Columbia.

2.8 ASSIGNMENT & SUBCONTRACTING

2.8.1 The Consultant will not without the prior written consent of UNBC:

a) assign, either directly or indirectly, the Contract or any right of the

Consultant under the Contract; or b) subcontract any obligation of the Consultant under the Contract.

2.8.2 No subcontract entered into by the Consultant will relieve the Consultant

from any of these obligations under the Contract or impose any obligation or liability upon UNBC to any such SubContractor.

2.9 STANDARD CARE OF CONSULTANT

2.9.1 The Consultant shall perform its duties as outlined in the Contract with all

due care and diligence and shall use its best efforts to ensure that all its employees and SubContractors perform their duties with all due care and diligence.

2.9.2 The Consultant shall perform all services as expeditiously as is consistent

with professional skill and care with the orderly progress of the Project.

2.9.3 The Consultant will communicate directly with the designated Human Resources Manager, regarding performance of the services.

2.9.4 The Consultant will be required to sign the standard UNBC Services Contract

between UNBC and Consultant (Contract). The UNBC Services Contract will be the only contract signed.

2.9.5 The Consultant will be an independent Consultant and not the servant,

employee or agent of UNBC.

2.9.6 The Consultant will not, in any manner whatsoever, commit or purport to commit UNBC to the payment of any money to any person, firm or corporation.

2.9.7 UNBC, from time to time, give such instructions to the Consultant as it

considers necessary in connection with the provision of the Services but the Consultant will not be subject to the control of UNBC in respect of the manner in which such instructions are carried out.

2.9.8 Time is of the essence in any contract resulting from this Proposal. UNBC

reserves the right to invoke all available remedies for non-performance.

2.10 CONFLICT

The Consultant will not perform a service for or provide advice to any person, firm or corporation where the performance of the service or the provision of the advice may or does, in the reasonable opinion of UNBC, give rise to a conflict of interest between the obligations of the Consultant to UNBC under the Contract and the obligations of the Consultant to such other person, firm or corporation.

2.11 RECORDS

2.10.1 In connection with the provision of the Services the Consultant will: (a) provide UNBC with free access at all reasonable times to all such records,

books of account, invoices, receipts and vouchers for the purposes of audit and inspection. For such purposes, UNBC may make copies thereof, take extracts there from and the Consultant shall provide UNBC with all information as it may from time to time require.

(b) the Consultant shall not, without the consent of UNBC, dispose of any such accounts, invoices and records but shall preserve and keep the same available for audit and inspection at any time.

2.12 COSTS

Proposals must be quoted with tax(es) (if applicable) shown separately. Each Consultant shall provide prices for:

2.11.1 expenses that will be invoiced to UNBC,

2.11.2 The Proponent shall clearly indicate any known possibility for unanticipated

charges to UNBC, other than the Proponent’s charges specified in its Proposal.

2.13 REPORTS

The Consultant will upon the request, from time to time, of UNBC:

(a) fully inform UNBC of the work done and to be done by the Consultant in connection with the provision of the Services; and

(b) permit UNBC at all reasonable times to inspect, examine, review and copy any and all findings, date specifications, drawings, working papers, reports, documents and material whether complete or otherwise (herein collectively called "Material") that have been produced, received or acquired, by the Consultant on behalf of UNBC, or provided by UNBC to the Consultant as a result of the Contract.

3.0 PREFERRED CONTRACTUAL PROVISIONS

3.1 OWNERSHIP

3.1.1 Any Material/Information received or provided by UNBC to the Consultant as of the Contract and any equipment, machinery or other property provided by UNBC to the Consultant as a result of the Contract will:

(a) be the exclusive property of UNBC; and

(b) forthwith be delivered by the Consultant to UNBC on UNBC giving written

notice to the Consultant requesting delivery of the same, or at the end date of the Contract.

3.1.2 The copyright in the Material will belong exclusively to UNBC. All wordmarks,

trademarks, logos and identifications of UNBC are controlled and protected by UNBC. Use of these logos, wordmarks, trademarks and identifications is restricted to UNBC unless written permission is obtained in advance.

3.1.3 UNBC will retain the rights and ownership to all information produced as

specified in Part "I" attached hereto.

3.1.4 UNBC will not be bound to use any of the material produced as a part of the Contract should it be deemed unsatisfactory by UNBC.

3.2 INDEMNITY

Notwithstanding the providing of insurance coverage by UNBC the Consultant hereby agrees to indemnify and save harmless UNBC, its successor(s), assign(s) and authorized representative(s) and each of them from and against losses, claims, damages, actions and causes of action (collectively referred to as “Claims”) that UNBC may sustain, incur, suffer or be put to at any time either before or after the expiration or termination of the Contract, that arises out of errors, omissions or negligent acts of the Consultant or their SubContractors, servants, agents, or employees under the Contract, excepting always that this indemnity does not apply to the extent, if any, to which the Claims are caused by errors, omissions or the negligent acts of UNBC, its other Consultants, assigns and authorized representations or any other person.

3.3 PAYMENT

Please include in your submission a proposed payment plan should it be different than net 30 after receipt of monthly invoice for completed work to the satisfaction of UNBC designated Human Resources Manager.

3.4 MEDIATION AND ARBITRATION

If a dispute arises between the Parties in connection with the Contract, the Parties agree to use the following procedure as a condition precedent to either Party pursuing other available remedies:

a) either Party may notify the other by written notice of the existence of a dispute and a desire to resolve the dispute by mediation;

b) a meeting will be held promptly between the Parties, attended by appropriate personnel and by individuals with decision making authority regarding the dispute, to attempt in good faith to negotiate a resolution of the dispute;

c) if, within fourteen (14) days after such meeting or such further period as is agreeable to the Parties (the “Negotiation Period”), the Parties have not succeeded in negotiating a resolution of the dispute, they agree to submit the dispute to mediation and to bear equally the costs of mediation;

(d) the Parties will jointly appoint a mutually acceptable mediator, within fourteen (14) days of the conclusion of the Negotiation Period;

(e) the Parties agree to participate in good faith in the mediation and negotiations related thereto for a period of thirty (30) days following appointment of the mediator or for such longer period as the Parties may agree. If the Parties are not successful in resolving the dispute through mediation or if the mediation has not commenced within fourteen (14) days following the appointment of the mediator or if the Parties cannot agree upon the mediator appointment, then the Parties agree that the dispute will be settled by a single arbitrator in accordance with the Commercial Arbitration Act British Columbia (as amended, supplemented or replaced from time to time), on the basis that the arbitrator is to be instructed to take all reasonable measures to ensure that the dispute is arbitrated and settled in as expeditious a manner as possible. The decision of the arbitrator will be final and binding and will not be subject to appeal on a question of fact, law, or mixed fact and law; and

(f) the costs of mediation or arbitration will be awarded by the mediator or arbitrator in his absolute discretion.

3.5 REPRESENTATIONS AND WARRANTIES

3.5.1 The Contract does not operate as a permit, license, approval or other statutory authority which the Consultant may be required to obtain from the Province or any of its agencies in order to provide the Services.

The Consultant represents and warrants that the Consultant holds all permits, licenses, approvals and statutory authorities issued by any government or government agency that are necessary for the performance of the Consultant’s obligations under the Contract.

3.5.2 UNBC makes no warranties, express or implied, as to any matter whatsoever including, without limitation, the condition of the work or any invention(s), result(s), or product(s), Whether tangible or intangible, conceived, discovered, or developed under the Contract; or the ownership, merchantability, or fitness for a particular purpose of the work described herein any such invention or product.

UNBC shall not be liable for any direct, consequential, or other damages suffered by the Consultant or any others resulting from the use of the results of the services.

3.6 TERMINATION

Either party may at any time for any reason terminate the Contract upon delivery of forty-five (45) days written notice to the other. If such option is exercised UNBC will be under no further obligation to the Consultant except to pay the Consultant such fees and expenses as the Consultant may be entitled to receive, pursuant to Schedule III attached hereto, for Services provided and expenses incurred to the effective date of termination.

The Contract may be terminated by UNBC on immediate notice to the Consultant if the Consultant defaults in the performance or observance of any term or condition of the Contract or persistently or repeatedly defaults in the performance or observance of any term or condition of the Contract, and in each case such default remains unremedied for a period of FOURTEEN (14) days after notice from UNBC, or in the case of a default which cannot reasonably be remedied within such period, the Consultant fails to take immediate, and diligently carry out, steps to remedy such default in accordance with instructions of UNBC.

PART I

SPECIFICATIONS AND SCOPE OF WORK


RFP17-1637 Recruitment Search

Consultant

INTRODUCTION

Located in the city of Prince George, BC, the University of Northern British Columbia, has a passion for teaching, discovery, people, the environment, and the north. UNBC has been ranked Maclean’s top Undergraduate University in Canada.

BACKGROUND INFORMATION

Search committees with representation from UNBC sectors, including Faculty and/or Administration, will be involved in the process of selecting and deciding on candidates and recommendations. The Consultant will work very closely with the Human Resources team on the search. The Consultant will report to the designated HR Manager. SEARCH SERVICES

To assist UNBC with search consulting for the identification, evaluation, and selection of various UNBC senior level positions on an as, when and if requested basis. The Consultant(s) will be the “preferred” firm(s) on record. Details of the positions being sought through the Contract(s) will be given to the Consultant(s) at the beginning of each search. If more than one Consultant, UNBC reserves the right to select which Consultant or firms to issue position details to and which Consultant, if any, to choose to provide the Search Services.

The chosen Consultant, if any, will be responsible for all aspects of the search including head hunting, advertising, coordination of search, setting up meetings, communicating with the lead HR Manager on all steps, and being flexible on other requests such as communications to all stake holders. UNBC reserves the right not to engage the services of a Consultant to fill senior level positions. The Contract is not a guarantee of work.

TIMELINE

Proponents shall have a demonstrated ability to complete projects within the prescribed time frame. If the Consultant receives the details of a search, a proposed schedule for the work, including milestone dates, must be submitted within 1 week of receipt of the information.

SUBMISSION REQUIREMENTS

Proposals should include the following. When submitting through Bonfire please upload only the information relevant to the subject matter requested. (for example, do not upload the whole submission to each category)

Corporate and Project Personnel:

A. Submit a brief description of the company/organization, including number of employees, location of head office, and personnel that would be assigned to the Contract. The lead assigned person for each search must attend all search committee meetings, if deemed necessary by the lead HR Manager.

B. Academic qualifications and/or professional certifications and current relevant

experience with university and public sector organizations of all personnel who would be involved in the Contract, if awarded.

Methodology:

Proposed process and average schedule for project, including milestones (number of weeks). Proposed program for position identified herein.

Provide organization’s recruitment strategy for both interviewing and assessing candidates.

List organizations success rate in the completion of related searches and the criteria used to calculate this.

References:

List a minimum of three references in a Canadian university or post-secondary education setting for projects directly related to a search which have been completed in the last one to three years for senior university positions. The following information should be included:

A. School’s Name B. Search Position C. School’s Search Contact Person D. Contact Person’s Phone & Email

Fees and Disbursements:

Selection of the successful Proponent will not be based solely upon the fees stated in the proposal submission. However, proposals must contain a list of all cost data for all services provided in accordance with the scope of the Contract. UNBC would like to have the Proponent’s fee as a % to be charged against the positions compensation package. UNBC reserves the right to negotiate both final price and scope of the Contract.

Provide a complete fee structure including disbursements as well as any charges not specified in the above which will or may be billed to UNBC by the Proponent in performing the work proposed. In addition, the Proponent shall clearly indicate any known possibility for unanticipated charges to UNBC, other than the Proponent’s charges specified in its Proposal, as well as make any suggestions for cost savings in any area.

All charges for services must be submitted with the proposal submission. Charges not listed will not be honoured. UNBC is not responsible for any costs not specified in the Proposal response.

All taxes (G.S.T.) shall not be included in the Proposal prices submitted. The UNBC Contract and any subsequent negotiations will note any applicable tax.

UNBC reserves the right not to move forward with the Consultant’s findings and recommendations. Should a position not be filled by the Consultants work, the Consultant would be compensated for the work performed, if any, as agreed to by both parties.

Guarantee

Provide proposed language for compensation, if any, to UNBC should the successful candidate leave the employment of UNBC within twelve (12) months, or other proposed time period, of starting in the position.

EVALUATION CRITERIA

It is intended that the best qualified Proponent(s) will be selected to carry out this commission.

The evaluation committee will use materials provided in the Proponent's proposal submission and form a short list. If it is deemed to be required the evaluation committee will interview and receive presentations from short listed Proponents, if any. It is the intent

of UNBC to validate and select the most effective Proponent(s) that will realistically meet the performance requirements set out in this RFP.

The following considerations will be used in the selection of a successful Proponent and should be included in the proposal:

Proposals will be evaluated based on the following criteria: Percentage Weighting a) MANAGEMENT PLAN AND TECHNICAL CONSIDERATIONS 30%

Understanding of scope of the Work.

Identified project risks and potential solutions.

Proposed methodology.

Execution plan, including timeline and UNBC resource requirements.

Demonstrated ability to provide quality service.

Ability to cooperate and work effectively with UNBC’s representatives

Other relevant factors UNBC may consider appropriate to its evaluation.

b) PROPONENT QUALIFICATIONS 35%

Corporate structure and ownership.

Demonstrated ability to satisfy UNBC’s requirements.

Demonstrated ability to work with a university or an organization of similar complexity.

Relevant experience, competence and reliability in handling similar projects.

Proposed assigned personnel qualifications/experience.

Ability to meet project timelines.


c) COST 15%

Proposed fee structure.

Estimated costs for reimbursable expenses.

Cost saving proposals.

Value added benefits.

Consistency of cost to technical and management plans.


d) PROPOSAL 10%

Format that is clear and comprehensive.

Preferred Contractual Provisions.

Contractual terms proposed by the Proponent.


e) GUARANTEE 10%

TOTAL OF 100%

SCHEDULE I

SUBMISSION CHECKLIST


RFP17-1637

Recruitment Search Consultant

Failure to submit any of the following may result in the Proposal being disqualified.

I have remembered to include the following in my Proposal submission through Bonfire:

Yes

1. SCHEDULE II (A) Proposal Response Form

2. SCHEDULE II (B) Proposal Signature

3. SCHEDULE III Methodology

4. SCHEDULE IV Corporate & Project Personnel

5. SCHEDULE V Fees & Disbursements

6. SCHEDULE VI Terms & Conditions

7. SCHEDULE VII References

ENSURE YOUR SUBMISSION IS SIGNED. FAILURE TO SIGN YOUR

PROPOSAL WILL RESULT IN AUTOMATIC REJECTION.

When uploading through Bonfire, please provide for each Schedule, only the subject matter requested. For example, do no upload the whole submission to each section.

SCHEDULE II (A)

PROPOSAL RESPONSE FORM


RFP17-1637

Recruitment Search

Consultant

This Proposal response form must be completed by each Proponent and forwarded to UNBC. All requirements outlined in the Request for Proposal with their submission and any other documentation requested by UNBC, and any important information developed by the Proponent as part of its presentation, must accompany this form.

PROPOSAL I, , having examined the Request for Proposal and all other information and documents included in the Request for Proposal, do hereby offer and agree to provide services as described.

1. Receipt of the following addenda is acknowledged:

Addendum No. Addendum No. Addendum No.

Date: Date: Date:

2. UNBC reserves the right to waive irregularities and informalities, to reject Proposals from Proponents found not to be responsive according to the terms of the invitation, and the right to reject all Proposals.

SCHEDULE II (B)

PROPOSAL SIGNATURE


RFP17-1637

Recruitment Search

Consultant

The undersigned agrees not to withdraw or modify this Proposal for a period of ninety (90) days from submission deadline.

LEGAL/REGISTERED CORPORATE NAME OF COMPANY AS IT APPEARS ON INCOME TAX:

AUTHORIZING SIGNATURE:

Print Name Official Capacity/Title of Individual Signing:

Address:

City:

Province or State: Postal or Zip Code:

Date:

Telephone: Email:

Duly authorized officer of the Consultant shall properly execute the Proposal as follows: If the Proponent is a corporation, the Proposal shall be signed in the name of the corporation by a duly authorized officer of the corporation, with the designation of hislher official capacity, and attested properly. The Proposal shall show the place in which the corporation is chartered.

If the Proponent is an individual, he or she shall sign the Proposal in person or by representative and be witnessed, stating the name or style, if any, under which he or she is doing business. If the signing is by representative, his or her power of attorney or other authorization shall be stated, and a certified copy thereof shall be attached to the Proposal.

Proponents must identify any potential conflicts of interest that may arise as a result of their response to this RFP and/or subsequent award of Contract. Non-disclosure of any potential conflicts of interest may be sufficient cause to disqualify the Proposal or terminate any subsequent Contract.

RELATED INFORMATION


RFP17-1637

SCHEDULE III Refer to Part I Methodology for details on requested information.

SCHEDULE IV

Refer to Part I Corporate & Project Personnel for details on requested information

SCHEDULE V

Refer to Part I Fees & Disbursements and Guarantee for details on requested information

SCHEDULE VI

Providing provisions or terms, if any, to be considered for acceptance by UNBC.

SCHEDULE VII

REFERENCES


RFP17-1637

UNBC is requesting information on proponent’s organization’s experience in providing senior position searches for similar organizations (other universities/academic institutions and other large public sector organizations in Canada) and the project manager/team lead’s specific experience with university executive searches.

As part of this RFP and evaluation, UNBC is requesting client references to provide information to UNBC which may include but may not be limited to comment on the Proponent’s ability to provide professional search services, the Proponent’s ability to satisfy the client’s requirements in a timely manner, and the quality and thoroughness of the Proponent’s work and service. UNBC will not contact these references until the Proponent(s) successfully advances to the interview phase of this RFP.

Please provide four (4) references. At minimum, two references must be specific to the proposed project manager/team lead for one university and one recently completed. Reference information to include the following:

Organization

Time Period when work was performed

Contact Name

Contact Title

Contact Phone Number

Contact Email Address

Contact Work Address