Request for Proposal Physical Security Professional Review ASIS Chapter 162 - Calgary / Southern Alberta August 2013
Table of Contents 1. Project Scope... 4 1.1 Introduction... 4 1.2 Purpose... 4 1.3 Project Scope and Components... 4 1.4 Proposal Content... 5 1.5 Deliverables... 5 1.6 Schedule... 5 2. Definitions... 5 3. Instructions to Bidders... 6 3.1 RFP Closing Date and Time... 6 3.2 Submission Requirements... 6 4. Proposal Conditions... 6 4.1 Acceptance of RFP's Terms and Conditions... 6 4.2 Rights of the Chapter... 6 4.3 Completion of All Information and Data Required... 7 4.4 Ethical Standards... 8 4.5 Legal Claims and Damages... 8 4.6 Withdrawal of Proposal... 8 4.7 Irrevocable Offer... 8 4.8 Verification and Clarification... 8 4.9 Payments for Professional Services... 8 4.10 Waiver of Rights... 9 4.11 Confidentiality of Information... 9 4.12 Failure to Comply... 9 4.13 Notification... 9 4.14 Limitation and Waiver of Damages... 9 4.15 Correspondence in English... 10 4.16 Liability for Errors... 10 4.17 Agreement with Terms... 10 4.18 Modification of Terms and Addendums... 10 4.19 Litigation with the Chapter... 10 4.20 Conforming with all Laws... 10 4.21 Ownership of Documents Submitted by Proponent... 10 4.22 Indemnification... 11 4.23 Sub-Contractors or Service Providers... 11 4.24 Termination... 11 4.25 The Chapter not Employer... 12 4.26 Understanding and Acknowledgement... 12 5. Evaluation and Selection Process... 12 5.1 No Obligation... 12 5.2 Selection Committee and Purpose... 12 5.3 Evaluation Process... 13 5.4 Decision by the Chapter... 13 6. Award and Service Process... 13 6.1 Chapter Representative... 13 6.2 Change Orders... 13 Attachment A: Proposal Submission Format and Content... 14 2
1. General Qualifications... 14 2. Technical Qualifications and Experience... 14 A. Client List... 14 B. Equivalent Project and Services Descriptions... 14 C. Key Personnel Qualifications and Relevant Experience... 14 3. Non-Disclosure Agreement... 14 4. Rates... 14 3
1. Project Scope 1.1 Introduction ASIS Chapter #162 (the Chapter ) has a membership of approximately 320, mainly in the Calgary area. The Chapter is administered by a four-member volunteer Executive elected on a ballot by Chapter members. Other members holding volunteer positions shown on the Chapter website support the Chapter in various roles. ASIS Chapter 162 (Calgary / Southern Alberta) is thus seeking proposals from interested parties to provide professional instructional services regarding the ASIS International s Physical Security Professional (PSP) certification. 1.2 Purpose To provide competent instruction of physical security in three broad domains (physical security assessment; application, design, and integration of physical security systems; and implantation of physical security measures) to attendees who may have a broad range of knowledge levels (i.e. people new to security industry through to experienced security professionals) and are interested in continued learning. Sessions may include presentations and hands-on activities. 1.3 Project Scope and Components a) Program The Chapter is seeking a consultant to provide services to cover the three broad domains involved in physical security management of the PSP certification (https://www.asisonline.org/certification/board-certifications/psp/pages/default.aspx). The instructor s duties will include developing the program, presenting the program, and assisting program attendees. The Chapter shall promote the program through its various marketing tools, including e- mail distribution and the Chapter s website. b) Qualifications A qualification document must list proposed personnel with their professional services experience and proposed sub-consultants with their experience and areas of expertise. Experience with instructional services are specifically required. A list of clients for which the company has completed similar work shall be included with the qualification document. c) Location Although anticipated to be held in a location in downtown Calgary, an alternate location can be included in the proposal. d) Schedule Sessions are anticipated to take place weekday evenings, Saturdays, Sundays or a combination thereof during the months of October to November, 2013. The term of the Contract is anticipated to be through the end of 2013 but may be extended or terminated earlier. 4
e) Program Fees A fee schedule of the program, including any hands-on activities and other related services, will be provided by the Proponent. Any changes to the fee schedule must be submitted to the Chapter Executive for review and approval prior to being implemented. Taxes shall not be included in the Chapter payment amounts stated in the Proponent's proposal submission. Proponents shall include a comprehensive rate schedule in a separate sealed envelope with its Proposal titled "Rate Schedule". The Rate Schedule will not be opened until a selection of the most qualified firm(s) has been made. Rate Schedule will only be used for evaluation purposes in the event of a tie or under extraordinary circumstance. f) Equipment The Instructor will be responsible for providing all necessary equipment and supplies that are needed as part of the program. 1.4 Proposal Content a) Proponents must meet a minimum set of qualifications in order to be considered for evaluation. These qualifications are: Must have a license to do business in the City of Calgary. Must agree with the terms and conditions of the draft contract (Attachment ). b) Proposals should include detailed information outlining how the Proponent plans to provide the sessions for a variety of knowledge levels, and encourage participation by the attendees. c) Proposals must be received no later than 09:00 on Saturday, August 31, 2013 by the Chapter Secretary. d) All necessary information concerning the instructions for preparing proposals are provided in Attachment A. 1.5 Deliverables a) The Proponent will develop and present the PSP certification content, and assist program attendees during the learning sessions. b) The Proponent will submit an end-of-session report by January 31, 2014, including participant statistics, recommendations and overall program evaluation. 1.6 Schedule a) Request for Proposal issued August 16, 2013 b) Deadline for questions regarding this RFP: August 27, 2013 at 09:00 local time c) Request for Proposal Closing date and time: August 31, 2013 at 09:00 local time d) Decision by Chapter of Selected Proponent: September 10, 2013 2. Definitions Throughout this Request for Proposal, unless inconsistent with the subject matter or context, the following definitions apply: 5
Chapter" means Chapter #162 of ASIS International, including its elected and appointed Executive members "Proponent" means the company or person submitting a quotation in response to this RFP, as well as the company or person selected to provide professional services in response to this RFP PSP " means Physical Security Professional (https://www.asisonline.org/certification/board-certifications/psp/pages/default.aspx) "Proposal" means the Proponent s Quotation submission "RFP" shall refer to this Request for Proposal "Selected Proponent" shall refer to the person or company to whom the Chapter is considering awarding the project to 3. Instructions to Bidders 3.1 RFP Closing Date and Time Proposals must be submitted to the Chapter, Attention: Chapter Secretary, no later than 09:00, August 31, 2013. Proposals submitted later than this time and date will not be accepted and will be returned to the Proponent unopened. 3.2 Submission Requirements a) Proponents must include references where they have provided similar professional services during the past five years. State name of Company (Client), contract period dates, name of contact person currently at the Client, and phone number for this person. b) Proposals shall be submit via e-mail to: ASIS Chapter 162 Attention: Chapter Secretary secretary@asis162.org 4. Proposal Conditions 4.1 Acceptance of RFP's Terms and Conditions All Proponents, by submitting a Proposal in response to this RFP, shall agree to comply with all the conditions, requirements, and instructions of this RFP as stated or implied herein. Any alteration, erasure, or interlineations by the Proponent of this RFP shall constitute cause for rejection of the Proponent's Proposal. Exceptions (if any) to this RFP must not be added to the Proponent's Proposal pages, but must be on Proponent's covering letter and must accompany the Proponent's Proposal. The Chapter, in its sole and unfettered decision, may reject any proposal received containing any exceptions to any term, condition or requirement of this RFP. 4.2 Rights of the Chapter a) The Chapter reserves the right, in its absolute discretion to accept Proposals which are deemed to be most advantageous to itself and the right to reject any or all Proposals in each case without giving any notice. The highest revenue or any Proposal received will not necessarily be accepted. In no event will the Chapter be responsible for any costs whatsoever incurred by any Proponent to prepare and submit a proposal submission, attend 6
any meetings requested by the Chapter, negotiations that may arise from the RFP and subsequent procurement process or any other costs whatsoever relating to this RFP. If the Chapter elects to reject all proposals received, the Chapter will not be liable to any Proponent for any claims, whether for costs or damages incurred by the Proponent in preparing the Proposal, loss of anticipated profit in connection with any final Contract, or any other matter whatsoever. b) Proposals which contain conditions or otherwise fail to conform to the Instructions to Bidders may be disqualified or rejected. The Chapter may, however, in its sole discretion, reject or retain for its consideration Proposals which are non-conforming because they do not contain the content or form required by the Instructions to Bidders or for failure to comply with the process for submission set out in these Instructions to Bidders. c) Except as expressly and specifically permitted as set in the Instructions to Bidders, no Proponent shall have any claim for any compensation of any kind whatsoever, as a result of participating in this RFP, and by submitting a Proposal each Proponent shall be deemed to have agreed that it has no claim. d) The Chapter reserves the right to exercise complete and unfettered discretion in all aspects of the conduct of the RFP and any subsequent procurement process, the assessment and evaluation of Proposal submissions, including the determination of criteria and the Selected Proponent, without incurring any liability whatsoever to any Proponent, including any liability for costs, expenses, losses or damages and without giving any reasons therefore. e) The Chapter also reserves the right to modify specific details and deadlines, cancel this RFP at any time prior to or following the stated RFP closing time, consider Proponents who have not responded to this RFP, request additional information if deemed necessary by the Chapter and to take any steps whatsoever the Chapter deems necessary to choose a Selected Proponent and to choose a Selected Proponent without giving any reasons therefore. f) The Chapter reserves the right to negotiate revenue, terms, conditions or any matter whatsoever with the highest ranked Proponent (the "Selected Proponent"). Should negotiations with the highest ranked Proponent not be successful, the Chapter reserves the right to enter into negotiations with the next highest ranked or any other Proponent regardless of ranking or to cancel the RFP completely or to cancel and re-issue the RFP. g) The Proponent agrees by submitting a Proposal in response to this RFP that the Chapter has no obligation to reveal the results of or reasons for its decision in selecting a Contractor. h) The Chapter reserves the right to reject any Proposal submission which is restricted by any wording, sentences, clauses, copies or agreements or contract samples included by the Proponent in their Proposal submission. The Chapter shall make the sole determination of which of the above constitutes a restriction. Also, Proposal submissions which are incomplete, conditional or obscure, or which contain additives not called for, erasures, alterations or irregularities of any kind, may be rejected. i) The Chapter reserves the right to waive informalities at its sole discretion. 4.3 Completion of All Information and Data Required All Proponents are required to complete all information requested in this RFP. Failure to do so may result in the disqualification of Proposal. 7
4.4 Ethical Standards The Contractor and any staff thereof will adhere to the Code of Ethics of ASIS International (https://www.asisonline.org/about-asis/pages/code-of-ethics.aspx). 4.5 Legal Claims and Damages Proponent, by submitting a Proposal, agrees that it will not claim damages, by any means, in respect to any matter relating to the RFP, the bidding and evaluation process or any subsequent procurement process, if any, resulting from this RFP. 4.6 Withdrawal of Proposal a) Proponents shall be permitted to withdraw their Proposal after the Proposal has been delivered to the Chapter at any time up to the official closing time by submitting a written request from the Proponent to the prior to the date and time specified for the Proposal closing. Proponents will not be allowed to withdraw their Proposal following the RFP stated closing date and time. b) The Chapter reserves the right to withdraw, at its discretion, this RFP at any time and shall not be liable for any expense, cost, loss or damage incurred or suffered by any Proponent as a result of such withdrawal. 4.7 Irrevocable Offer a) By submitting a Proposal in response to this RFP, the Proponent thereby acknowledges that offers contained within its Proposal shall be irrevocable and remain open for acceptance by the Chapter for a period of not less than ninety (90) days from the closing date and time specified in this RFP. b) No adjustments by any Proponents to their Proposal will be permitted after the stated closing date and time for this RFP. 4.8 Verification and Clarification a) Notwithstanding any clause, term or condition of this RFP, the Chapter at its sole discretion, reserves the right to verify or clarify any information or data contained in a Proponent's Proposal. Such requests by the Chapter shall not constitute any opportunity by the Proponent to adjust, improve or in any manner add to their Proposal. b) If in the sole opinion and determination of the Chapter, the Proponent has misinterpreted the services required in the RFP or underestimated the revenue value of the services to be performed or has submitted revenue amounts, not accurately reflecting the services requested, the Chapter may reject the Proposal. 4.9 Payments for Professional Services a) The payments stated in the proposal submissions are to be in Canadian Funds and are to remain firm for the complete length of the award period and shall not be changed for any reason by the Contractor unless prior written permission is given by the Chapter. 8
b) The Proponent agrees the professional services, specified or called for in or under this RFP, will be fulfilled in strict compliance with the requirements of this RFP. 4.10 Waiver of Rights Each Proponent acknowledges and agrees the Chapter is likely to receive, and be required to deal with, multiple RFP Proposals, all of which may contain or disclose information considered by their Proponents to be of special, unique, secret or proprietary nature, and that such information and the manner in which the Chapter may use it may be entitled or subject to protection under any of Canada's intellectual property laws, the Competition Act, Freedom of Information and Privacy Protection Act or the common law relating to unfair competition. 4.11 Confidentiality of Information a) Except as noted, all communications between the Proponents and the Chapter regarding this RFP shall be treated as confidential, commencing the date of issuance of the RFP to and after the receipt and opening of the RFP Proposals. The Chapter, in its sole and unfettered discretion, may at any time reject any RFP Proposal by a Proponent without further consideration and terminate that Proponent's right to continue in the RFP process in the event of any breach of confidentiality by the Proponent. b) All information provided to the Chapter from a member of a Proponent's company, and/or team in connection with, or arising out of, the RFP process, shall become the sole property of the Chapter. 4.12 Failure to Comply The Proponent is requested to adhere strictly to all requirements and to complete all sections of this RFP. Failure to comply with any requirements of this RFP may result in the rejection of the Proponent's proposal submission. 4.13 Notification a) The Chapter shall not guarantee any Proponents shall be notified by any means electronic or otherwise of any RFP. It is the sole responsibility of any potential Proponents to view Chapter's website (www.asis162.org) regarding any information related to this RFP. b) Any notice that the Chapter may be required or desired to give to the Proponent shall for all purposes be deemed to have been sufficiently and properly given if posted on the Chapter's website, and shall irrefutably be presumed to have been received by the Proponent on the day of the said posting. 4.14 Limitation and Waiver of Damages The Proponent, by submitting a proposal submission, agrees that it will not claim damages, for whatever reason, relating to the contract or in respect of the competitive process. 9
4.15 Correspondence in English Proposal submissions must be prepared in English and Proponents must be able to converse and correspond fluently in English directly or through an interpreter supplied by and at the total cost to the Proponent. 4.16 Liability for Errors While the Chapter has used considerable efforts to ensure an accurate representation of information in this RFP, the information contained in this RFP is supplied solely as a guideline for Proponents. The information is not guaranteed or warranted to be accurate by the Chapter, nor is it necessarily comprehensive or exhaustive. Nothing in this RFP is intended to relieve Proponents from forming their own opinions and conclusions with respect to the matters addressed in this RFP. 4.17 Agreement with Terms By submitting a proposal the Proponent agrees to all the terms and conditions of this RFP. Proponents who have obtained this RFP and any addenda electronically must not alter any portion of this RFP. To do so will invalidate the proposal and the Proponent's proposal submission will be rejected. 4.18 Modification of Terms and Addendums The Chapter reserves the right to modify the terms of the RFP. Any modifications or changes to the RFP will be issued in the form of an addendum and will be posted on the Chapter's website. It is the Proponent's sole responsibility to check this website often to avail themselves of any posted addenda. 4.19 Litigation with the Chapter No proposal submission will be accepted from any Proponent or who has a claim or has instituted a legal proceeding against the Chapter or against whom the Chapter has a claim or has instituted a legal proceeding, without the prior approval of the Chapter. This applies whether the legal proceeding is related or unrelated to the subject matter of this RFP. The above applies also to any company who has a business relationship with the Proponent. 4.20 Conforming with all Laws The Contractor must abide by all applicable Federal, Provincial and Municipal laws, regulations and administrative rulings of Canada and Alberta, securing all necessary licenses and permits in connection with the Service as described in this RFP. 4.21 Ownership of Documents Submitted by Proponent All documents submitted to the Chapter by the Proponent become and are the property of the Chapter, and the Chapter may, without restriction, make use of such documents and underlying concepts as it sees fit. The Proponent shall not be liable for any damage that may result from any use of said documents for purposes other than those described in this Proposal. 10
4.22 Indemnification a) The Contractor shall, at its sole expense, indemnify, defend, save, and hold harmless the Chapter, its officers and members from all actual or potential claims, actions, losses, expenses, costs, demands, suits, including costs and attorney's fees at trial and on appeal, and damages or claims for damages to property or persons, suffered by anyone whomsoever, including the Chapter, to the extent caused by any negligent act of or omission of the Contractor or its Subcontractors, excluding damages caused by the sole negligence of the Chapter, in the administration or performance of the services specified in this RFP or any subcontracts, and for which either of the parties, their officers or members may or shall be liable. In situations where liability for damages arises from claims of bodily injury to persons or damage to property, this indemnity provision shall be valid and enforceable only to the extent of the negligence of the Contractor or its Subcontractors. b) Contractor acknowledges that by entering into this Contract with the Chapter, it has mutually negotiated the above indemnity provision with the Chapter. Contractor's indemnity and defense obligations shall survive the termination or completion of the Contract and shall remain in full force and effect until satisfied in full. 4.23 Sub-Contractors or Service Providers The Proponent shall be solely responsible for the payment of every sub-contractor or service provider employed, engaged, or retained by it for the purpose of providing the services as describe herein. The Proponent shall coordinate the services of its sub-contractors and service providers in a manner acceptable to the Chapter, and ensure that they comply with all the relevant requirements of the said services. The Proponent shall be liable to the Chapter for all costs or damages arising from acts, omissions, negligence or wilful misconduct of its subcontractors or service providers. Personnel assigned by the Proponent to perform or produce the Services or any part of it may, in the sole discretion of the Chapter, be required to sign nondisclosure agreement(s) satisfactory to the Chapter before being permitted to perform such services. 4.24 Termination a) Nothing in this RFP shall be construed as giving the Proponent the right to perform the services contemplated as stated in this RFP beyond the time when such services become unsatisfactory to the Chapter; and in the event that the Proponent shall be discharged before all the services contemplated hereunder have been completed, or the services are for any reason terminated, stopped or discontinued because of the inability of the Proponent to perform the services the Proponent shall be paid only for that portion of the said services which shall have been satisfactorily completed at the time of termination. b) The Chapter may, at any time, for any reason, terminate Contractor's services in connection with this Agreement, or any part thereof, by designating that portion of the services to be terminated. In case of termination, the Chapter will make payment at the rates specified in this Agreement for services properly performed up to the date of termination. However, in no event shall Contractor be entitled to any other payment to or any anticipated fee or profit on unperformed work. c) In the event of Contractor's breach or abandonment of this Contract, the Chapter may thereupon and without further notice, terminate this Agreement. The Chapter without waiving any other remedies available to it, may retain any monies otherwise due Contractor under this 11
Agreement to the extent such sums are required to compensate Chapter, in whole or in part, for any loss or damage caused by Contractor's breach or abandonment. 4.25 The Chapter not Employer The Contractor agrees that the Chapter is not to be understood as the employer to the Contractor nor to such Contractor's staff for any services, or supply of any services, products or materials that may be awarded as a result of this RFP. 4.26 Understanding and Acknowledgement Proponents by submitting a proposal in response to this RFP shall understand and acknowledge: a) Revenue alone is not the only criteria the Chapter will employ to determine the value of services offered. b) The Chapter is under no obligation whatsoever to meet with or communicate with all or any of the Proponents that have submitted a proposal in response to this RFP. c) Any and all communication with Proponents following the proposal submission date will be solely initiated by the Chapter. d) The Chapter will not be obligated to and will not provide any form of debriefing to unsuccessful Proponents. e) The Chapter is not obligated to reveal any reasons whatsoever for its selection of a Contractor and the Chapter is not obligated to reveal any information regarding any Proposal submitted in response to this RFP. 5. Evaluation and Selection Process 5.1 No Obligation a) The Chapter will not necessarily accept the highest revenue amount or any Proposal. Any implication that the highest revenue amount or any Proposal will be accepted is hereby expressly negated. b) The issuance of this RFP and the receipt of any Proposal submissions in response to this RFP does not necessarily commit the Chapter make an award to any Proponent. 5.2 Selection Committee and Purpose a) The Chapter shall establish a Selection Committee. b) The purpose of the evaluation and selection will constitute an objective and impartial procedure in which all interested Proponents are evaluated against the same criteria. c) The criteria utilized in evaluating prospective providers shall relate to the competence and qualifications of the person or firms being considered so that the person or firms selected as providers shall constitute the best qualified of those considered in the judgment of the selection committee. d) The interests of the Chapter shall be protected by negotiation of contract fees that are fair and reasonable. 12
e) All proposals will be opened by the Selection Committee at a special meeting convened to review the proposals. 5.3 Evaluation Process Each Proposal will be evaluated by the Selection Committee to determine the degree to which it responds to the requirements. a) The Selection Committee, at its sole discretion, may clarify any aspect of the RFP of any proposal with any Proponent at any time. Without limiting the generality of the foregoing, the Chapter may negotiate with one or more Proponents, at a time. b) In arriving at a selection, the Selection Committee will review and evaluate the information submitted in response to this request by all interested firms. The Selection Committee shall choose a firm deemed to be the most highly qualified to provide the required services. The selected proposal submission will be chosen based upon the above evaluation criteria which the Selection Committee, in its sole discretion, will determine the manner in which each response to this RFP meets the evaluation criteria. 5.4 Decision by the Chapter The Proponent agrees by submitting a proposal in response to this RFP that the Chapter has no obligation to reveal the results of or reasons for its decision in selecting a Contractor. 6. Award and Service Process 6.1 Chapter Representative For purposes of work coordination, the Chapter designates Lee Williams as its representative for assignments related to this RFP. Said individual shall have no authority to authorize any activity which will result in any change in the amount payable to Contractor. Such changes, if any, must be by written change order issued to be valid and binding on the Chapter. 6.2 Change Orders a) Except as provided herein, no official or member of the Chapter is authorized to approve any change in this Contract and it shall be the responsibility of the Contractor before proceeding with any change, to satisfy himself that the execution of the written Change Order has been properly authorized on behalf of the Chapter. The Chapter's Representative has limited authority to approve Change Orders. The current level and limitations of such authority are set forth in Chapter minutes which may be amended from time to time. Otherwise, only the Chapter Executive may approve changes to this contract. 13
Attachment A: Proposal Submission Format and Content In order to facilitate evaluation of your proposal, the Chapter requires that your response be formatted to the following outline. Failure to comply with this format and omission of the requested content may be cause for your proposal's rejection without consideration. 1. General Qualifications Information about your organization, size, location, and division charged with responding, production capability, and response time. Where applicable, include a proposed project organization chart. Describe your methods for assuring conformance to the project s budget. 2. Technical Qualifications and Experience Provide an overview of your experience and background specific to the requested services. A. Client List Provide a list of clients for whom you have performed similar work in the last five years. Include the specific applicability this work has to the requested services to be performed for the Chapter. Provide contact information for clients who are available to the Chapter as references during proposal evaluation. B. Equivalent Project and Services Descriptions Describe a minimum of four recently completed assignments which are similar to the requested services and are representative of your expertise in this type of work. Include a narrative of any unusual problems overcome or novel approaches employed on these projects. C. Key Personnel Qualifications and Relevant Experience Provide a résumé(s) indicating the specific area of expertise for the key individual(s) proposed to provide the requested services. Provide a description of the key individual's recent experience as it relates to the scope of services for which the proposal is submitted. Provide the same information for any person or organization which may be contemplated for use as a subcontractor. 3. Non-Disclosure Agreement There may be certain sensitive documents used in the course of this contract. The Chapter requires that all Proponents fill out and submit a Non-Disclosure Agreement (NDA) with its proposal. 4. Rates Proponents shall include a comprehensive rate schedule in a separate sealed envelope with its Proposal titled "Rate Schedule". The Rate Schedule will not be opened until a selection of the most qualified firm(s) has been made. Rate Schedule will only be used for evaluation purposes in the event of a tie or under extraordinary circumstances. 14