LAKEHEAD UNIVERSITY 955 OLIVER ROAD THUNDER BAY, ONTARIO CANADA P7B 5E1 REQUEST FOR PROPOSALS. Payment Card Industry Security Standards Council

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1 LAKEHEAD UNIVERSITY 955 OLIVER ROAD THUNDER BAY, ONTARIO CANADA P7B 5E1 REQUEST FOR PROPOSALS Payment Card Industry Security Standards Council Validation of Self-Assessment Questionnaires RFP Number: LU Released: May 2 nd, 2014 Close: May 22 rd, 3:00:00PM Local Time

2 Purpose and Content 1.1 Lakehead University invites Qualified Security Assessors to submit proposals for the validation of the Self-Assessment Questionnaire, as required by the Payment Card Industry Security Standards Council. The services are required at both the Thunder Bay Campus in the city of Thunder Bay, and the Orillia Campus in the city of Orillia. For a map of our campus layout go to Scope Introduction Lakehead University ( LU or the University ) wishes to receive proposals for the provision of services to validate the Self-Assessment Questionnaire. The University also understands the needs related to PCI DSS compliance, and wishes to include compliance to the PCI DSS standard as part of the intended contract award. The University has been identified as a Level 4 merchant Business Unit Descriptions Accounts Receivable The Accounts Receivable Office is responsible for fees related to general university operations including; tuition, residence, parking fees, transcripts, and other general fees. Payments can be made online, via telephone, and in-person. The AR department also processes transactions on behalf of other departments within Lakehead University that accept credit card but do not have ability to process them. These are manual transactions processed in the Accounts Receivable Office. The Accounts Receivable Office, in conjunction with the Financial Services Office as a whole, oversees credit and debit card use for both Thunder Bay and Orillia campuses. Currently, Lakehead University uses 33 POS terminals to conduct our transactions for operations among various business units Bookstore (Thunder Bay Campus and Orillia Campus) The Bookstore has cyclical business volumes with high sales and return periods at the beginning of school terms (September, January, and May). The bookstore has both in-person and e-commerce transactions. The bookstore also utilizes Carlton Technologies Software which integrates with a merchant services solution.

3 Campus Tech Campus Tech, operating as a computer and technology retail outlet, has cyclical business volumes with high sales and return periods at the beginning of school terms (September, January, and May). Currently all transactions are in-person. There is a strategy in place to offer e-commerce transaction in the future. The LightSpeed POS utilizes a standalone terminal Parking (Thunder Bay Campus and Orillia Campus) Parking consists of over a dozen lots disbursed over four locations. Temporary parking has pay & display machines which contain an automated POS system. Payments are processed both in person and over the web Athletics Athletics process fees for team sporting activities and sport camps. Payments are processed both in person and over the web. The transaction volumes and activity does not follow the standard academic schedule as services are provided throughout the year Advancement Advancement peruses opportunities for engagement and philanthropy to enhance the success of the University Residence and Conference Services Residence and Conference Services capture fees for landlords wishing to post their listings for off-campus housing. Various conferences are also held throughout the year by internal and external units which capture their fees via e- Select Professional Development in Education The Department of Professional Development offers a range of courses and workshops to enhance teachers knowledge and skill levels. Transaction volumes remain steady throughout the year and do not follow the standard academic schedule Library (and Education Library), Student Wellness Centre, Student Success Centre, and Enrollment Services Our Libraries capture transactions which include payment for interlibrary loans and library fines. The Student Wellness Centre captures payment for missed appointments with a physician. The Student Success Centre processes payment for Strong Interest Inventory Assessments. Enrollment Services processes payment for transcripts, program change fees, and

4 various academic letters. All of the aforementioned transactions are ongoing throughout the year. Annually in July, the Student Success Centre captures payment for early Orientation ( Edge and Edge on the road ). 1.3 Requirements Transactions processed include, Interac, Visa, MasterCard, VISA Debit, MasterCard Debit, and American Express transactions Hosted gateways or equivalent for e-commerce transactions Current platforms / Statistics Lakehead University currently uses Global Payments and Moneris E-select for e- Devices Integrated with POS Cellular Based wifi Home Base wifi Hardwired Basic Total POS Terminals E-Commerce virtual terminal licenses Annual Activity (based on Dec 2010 to Nov 2011) Total Annual Sales Volume: $9,600, Annual Transaction Volume: 51, Annual Visa Volume: 16, Annual MasterCard Volume: 7, Annual Amex Volume: Annual Interac Volume: 26, E-Select Sales Volume: $118, E-Select Transaction Volume 1, Term of Contract The term of the initial contract, (if any), shall be for a three (3) year term, with an option for a two year extension, for a total term not to exceed five (5) years, (from the completion of implementation), unless otherwise terminated in accordance with the terms outlined in the Request for Proposals document

5 2.1 Termination The intended contract can be terminated by either party with thirty days written notice. The University reserves the right to terminate the intended contract at any time for issues of contractor non-performance. 3.0 Payment Terms Unless otherwise negotiated by both parties, Lakehead University payment terms are Net 30 days, upon receipt of goods and the receiving department s inspection and sign-off. Invoices must be addressed to: Lakehead University Accounts Payable 955 Oliver Road Thunder Bay, Ontario Canada, P7B 5E1 Unless specifically negotiated at time of award, the University will not provide pre-payment for any portion of a contract. 4.0 Bid Submissions 4.1 Invitation The RFP closes at 3:00:00 PM local time on the date shown on the cover page. The RFP submissions will be received by the purchasing services office, located at room number BB1002A in the Braun Building, main floor, on the Lakehead University, Thunder Bay campus, 955 Oliver Road, Thunder Bay, Ontario P7B 5E1. The RFP deadline will be strictly enforced. The time of receipt of submissions will be taken from the satellite-fed wall clock in the Purchasing office. 4.2 Queries Direct queries of an administrative nature, along with copies of all technical queries are to be directed to: Geoffrey Matte, Manager, Purchasing and Contracts gmatte@lakeheadu.ca. All inquiries are to be made in writing Direct queries of a technical nature can be submitted (with copies as above) to: Mr. Ralph Kiessig, Manager, Treasury and Ancillary Funds Accounting, at; ralph.kiessig@lakeheadu.ca 4.3 Examination of Documents Before completing a submission, a Bidder shall: Carefully examine the specifications outlined in this document. Be fully informed of all conditions and limitations specified in all parts of this document.

6 Include in their submission sufficient information to cover all requirements listed in section one above. 4.4 Interpretation Should the Bidder find discrepancies in, or omissions from, the specifications, or other terms and conditions, or be in doubt as to their meaning, it shall at once notify the Purchasing Department which will post written instructions or addenda in the same locations and in the same manner as the original posting. The University will not be responsible for oral or telephone interpretations. 4.5 Addenda Bidders are required to monitor the University s Purchasing Services Bid Opportunities website for all addenda to the RFP. If an addendum is not available in PDF form, the Bidder must contact the University to request a hard copy. It is the responsibility of the Bidder to ensure all addenda were received and to acknowledge receipt of all addenda on the bid form. Failure to comply may result in your bid being rejected. Questions received less than 48 hours before the date and time of closing cannot be answered. If Addenda are required, they will be posted in the same manner as the original RFP, with a minimum period of five working days allowed between the release of the final addendum, and the close date and time. All addenda issued during the time of bidding shall be incorporated into the final contract. If this RFP was received via invitation any addenda issued during the RFP period may be sent directly to the invitees, however the Bidder is responsible for checking the website for changes. 4.6 Proposal Submission The Proposal shall consist of One (1) original and two (2) copies, (one copy should be electronic, CD, DVD, or USB Flash) of the following components as defined in Submission Format and Content. All components of the Proposal shall be fully completed or provided, and submitted by the Bidder no later than the Submission Deadline, with all required entries made clearly and completely, to constitute a responsive Proposal. The Bidders proposals should be in a sealed envelope & clearly marked with the RFP number on it, and received by mail, courier or personal delivery, no later than the date and time listed on the cover page, referencing the Request for Proposal number and the Bidder's name and address, and shall be submitted to:

7 ATTN: Geoffrey Matte Lakehead University Rm BB1002A, Braun Building 955 Oliver Road Thunder Bay, Ontario, P7B 5E1 Submissions that are unsigned, improperly signed, conditional, illegible, obscure, contain errors, erasures, alterations or irregularities of a kind may be declared noncompliant, at the discretion of the University. No oral, telephone, faxed or ed modifications will be considered once the date and time of closing has passed. The University reserves the right to accept or reject any bid in whole or in part or waive any technical requirements, minor informalities or irregularities if the interests of the University so require. The lowest or any submission not necessarily accepted. The University reserves the right to accept substantially compliant proposals, in its sole discretion. 4.7 Submission Form and Content Proposals will include all fees, with any anticipated travel, accommodation, or other additional cost detailed separately. Timing for completion of the compliance audit will be considered and should be detailed within the submitted proposals. Please outline firm timeframes for the work. Include the qualifications and experience of key individuals who will be involved throughout the project. Bidders warrant, to the best of their knowledge, that no potential Conflict of Interest exists with any Lakehead University staff, either within the RFP proposal, or with the evaluation process, nor would any potential Conflict of Interest exist with any University staff, if awarded the contract under this RFP. 4.8 Evaluation and Award Bidder submissions will be evaluated based on price, timing, and services offered. END OF RFP