REQUEST FOR PROPOSALS. for. Media Monitoring Services RFP/COM/15/11/ Date Issued: Monday November 30, 2015

Transcription

1 REQUEST FOR PROPOSALS for Media Monitoring Services RFP/COM/15/11/ Date Issued: Monday November 30, 2015 Proposal Submission Deadline: 2:00 p.m. on December 14, 2015 Page 1 of 35

2 TABLE OF CONTENTS 1.1 Invitation to Proponents Background - Independent Electricity System Operator (IESO) RFP Not Binding RFP Timetable IESO Contact Definitions...4 PART 2 EVALUATION & SELECTION PROCESS Stage I Compliance with Submission Criteria Stage II General Criteria Stage III Short List and Further Evaluation Stage IV Negotiation of Agreement(s) and Award...5 PART 3- TERMS AND CONDITIONS OF THE RFP PROCESS IESO s Information in RFP Only an Estimate Proponents Shall Bear Their Own Costs Communication during the Procurement Process Proponents to Review RFP All New Information to Proponents by way of Addenda Post-Deadline Addenda and Extension of Proposal Submission Deadline Prohibited Proponent Communications Proponent Not to Communicate With Media IESO May Contact Proponent for Clarification Notification of Outcome and Debriefing Notification to Proponents of Outcome of Procurement Process Debriefing Freedom of Information and Protection of Privacy Act Make Public Proponent Names Acceptance of Non-Compliant Proposals No Incorporation by Reference by Proponent Proposal to be Retained by the IESO No Contract IESO s Right to Select One or more Preferred Proponent(s) Governing Law of RFP Process No Claims...9 PART 4 PROPOSAL SUBMISSION INSTRUCTIONS Proponents to Follow Instructions Proposals in English Proposals Submitted Only in Prescribed Manner APPENDIX A REGISTRATION FORM APPENDIX B REFERENCE FORM APPENDIX C IESO INFORMATION & REQUIREMENTS APPENDIX E RATE FORM APPENDIX D SAMPLE AGREEMENT REF: RFP/COM/15/11/ Page 2 of 35

3 PART 1 INTRODUCTION 1.1 Invitation to Proponents This Request for Proposals ("RFP") is an invitation by the Independent Electricity System Operator (the IESO ) to prospective Proponents to submit proposals for the provision of Media Monitoring Services, as further described in Section 2 of Appendix C - RFP Specifications (the "Deliverables"), for a period of three (3) years. The IESO may, at its discretion, extend the period by two (2) additional one (1) year terms. 1.2 Background - Independent Electricity System Operator (IESO) Effective January 1, 2015, the Ontario Power Authority and the Independent Electricity System Operator amalgamated into a new organization. The amalgamation was effected by amendments to the Electricity Act, 1998, S.O. 1998, c.15, Sched. A enacted under Schedule 7 to the Building Opportunity and Securing Our Future Act (Budget Measures), Both predecessor entities were continued as one not-for-profit corporation without share capital operating under the name Independent Electricity System Operator ( IESO ). The IESO reports to the Ontario Legislative Assembly through the Minister of Energy and is licensed and regulated by the Ontario Energy Board. The IESO is responsible for ensuring an adequate, long-term supply of electricity for Ontario, as well as operating the electricity market and directing the operation of the bulk electrical system in Ontario. Please see the IESO's website at for further information. 1.3 RFP Not Binding This RFP is not intended to create and does not create a formal legally binding bidding process. This RFP does not commit the IESO in any way to select a Preferred Proponent, or to proceed to negotiations for an Agreement, or to award any Agreement, and the IESO reserves the complete right to, at any time reject all Proposals, and to terminate this RFP process. This RFP is not intended to create, and should not be construed as creating, contractual relations between the IESO and any Proponent. 1.4 RFP Timetable The RFP timetable is tentative only and may be changed by the IESO in its sole discretion. The following is the schedule for this RFP (all times noted in ET): Issue Date of RFP November 30, 2015 Proponents Deadline for Questions 2:00 pm on December 7, 2015 Posting of responses to Questions December 10, 2015 Deadline for Issuing Addenda December 10, 2015 Proposal Submission Deadline 2:00 pm on December 14, 2015 REF: RFP/COM/15/11/ Page 3 of 35

4 1.5 IESO Contact 1.6 Definitions Name : Megan Filey, Sr. Procurement Specialist megan.filey@ieso.ca and rfp.info@ieso.ca Unless otherwise specified in this RFP, capitalized words and phrases have the following meaning in this RFP. "Agreement" means a Standard Form of Agreement between the IESO and a Preferred Proponent for the delivery of the Deliverables, as set out in APPENDIX E. Business Day means Monday to Friday, except statutory holidays for which the IESO elects to be closed for business. "Personal Information" means recorded information about an identifiable individual or that may identify an individual. "Preferred Proponent" means the Proponent selected by the IESO to enter into negotiations for an Agreement. Proponent means an entity who has submitted a response to this Request for Proposal. Service Provider means a Preferred Proponent which ultimately executes an Agreement with the IESO. [End of Part 1] REF: RFP/COM/15/11/ Page 4 of 35

5 PART 2 EVALUATION & SELECTION PROCESS The IESO will conduct the evaluation of the Proposals in the following four stages: 2.1 Stage I Compliance with Submission Criteria Stage I of the evaluation process will consist of a review of each Proposal to determine which Proposals comply with the following submission criteria: i. Registration Form Each Proposal should include a completed Registration Form (Appendix A) signed by an authorized representative of the Proponent; and ii. Reference Form Each Proposal should include a completed Reference Form (Appendix B). iii. Rate Form Each Proposal must include a completed Rate Form (Appendix D) completed in the format described. iv. Acceptance of Standard Form of Agreement Each proposal should include any proposed amendments to the Standard Form of Agreement. If you are unwilling to sign the Sample Agreement in the form attached as Appendix E please advise and include details of any proposed changes in a marked-up version as detailed in Section of Appendix C. Proposals which do not comply with all of the submission criteria, may, subject to the express and implied rights of the IESO, be disqualified and not evaluated further. 2.2 Stage II General Criteria Stage II of the evaluation process will consist of evaluating Proposals based on the criteria set out in Section 3 of Appendix C RFP Specifications. 2.3 Stage III Pricing Stage III of the evaluation process will consist of evaluating pricing based on the criteria set out in Section 4 of Appendix C RFP Specifications. 2.4 Stage IV - Demonstrations At the conclusion of Stage III, the IESO intends to invite up to 3 top-ranked Proponents to provide a demonstration of proposed solutions to IESO representatives, as further outlined in Section 5 of Appendix C. The IESO may, at its discretion, invite more or fewer Proponents to provide a demonstration as is necessary to determine the Preferred Proponent. At the conclusion of Stage IV, a Preferred Proponent or Preferred Proponents will, subject to the express and implied rights of the IESO, be selected. 2.5 Stage V Negotiation of Agreement(s) and Award If the IESO selects a Preferred Proponent or Preferred Proponents, then it may: (a) enter into an Agreement with the Preferred Proponent(s); or REF: RFP/COM/15/11/ Page 5 of 35

6 (b) (c) enter into discussions with the Preferred Proponent(s) to clarify any outstanding issues and attempt to finalize the terms of the Agreement(s), including financial terms. If discussions are successful, the IESO and the Preferred Proponent(s) will finalize the Agreement(s); or if at any time the IESO reasonably forms the opinion that a mutually acceptable Agreement is not likely to be reached within a reasonable time, give the Preferred Proponent(s) written notice to terminate discussions, in which event the IESO may then either open discussions with another Proponent or terminate the RFP and retain or obtain the Deliverables in some other manner. [End of Part 2] PART 3- TERMS AND CONDITIONS OF THE RFP PROCESS 3.1 IESO s Information in RFP Only an Estimate The IESO and its advisors make no representation, warranty or guarantee as to the accuracy of the information contained in this RFP or issued by way of addenda. Any quantities shown or data contained in this RFP or provided by way of addenda are estimates only and are for the sole purpose of indicating to Proponents the general size of the work. It is the Proponent's responsibility to avail itself of all the necessary information to prepare a Proposal in response to this RFP. 3.2 Proponents Shall Bear Their Own Costs The Proponent shall bear all costs associated with or incurred in the preparation and presentation of its Proposal including, if applicable, costs incurred for interviews, presentations or demonstrations. 3.3 Communication during the Procurement Process Proponents to Review RFP Proponents are advised to examine all of the documents comprising this RFP and: (a) (b) are requested to report any errors, omissions or ambiguities; and may direct questions or seek additional information, in writing by on or before the Proponents Deadline for Questions to the IESO Contact. All questions submitted by Proponents by to the IESO Contact shall be deemed to be received once the has entered into the IESO Contact s inbox. No such communications should be directed to anyone other than the IESO Contact. It is the responsibility of the Proponent to seek clarification from the IESO Contact on any matter it considers to be unclear. The IESO will not be responsible for any misunderstanding on the part of the Proponent concerning this RFP or its process. REF: RFP/COM/15/11/ Page 6 of 35

7 The IESO is under no obligation to provide additional information but may do so at its sole discretion. To ensure consistency and quality of information provided to Proponents, the IESO will collect all enquiries and respond to all enquiries by way of a written response which will be communicated to all Proponents, either by (a) posting on the IESO website and on any other site on which this RFP was posted, or (b) or facsimile if the RFP was not posted, on the date specified in the RFP Timetable, without revealing the sources of the inquiries All New Information to Proponents by way of Addenda This RFP will only be amended by an addendum in accordance with this section. If the IESO, for any reason, determines that it is necessary to provide additional information (including responses to questions) relating to this RFP, such information will be communicated to all Proponents by addenda either (a) posted on the IESO website and on any other site on which this RFP was posted, or (b) e- mailed or transmitted by facsimile if the RFP was not posted, by the date specified in the RFP Timetable. Each addendum shall form an integral part of this RFP. Such addenda may contain important information including significant changes to this RFP. Proponents are responsible for obtaining all addenda issued by the IESO Post-Deadline Addenda and Extension of Proposal Submission Deadline If any addendum is issued after the Deadline for Issuing Addenda, the IESO may at its discretion extend the Proposal Submission Deadline for a reasonable amount of time Prohibited Proponent Communications The Proponents shall not engage in any communication which would constitute or create a Conflict of Interest (as defined in Appendix A Registration Form) and should take note of the Conflict of Interest declaration set out in the Registration Form. Communication by a Proponent with any IESO representative other than the IESO Contact may result in disqualification of the Proponent s Proposal Proponent Not to Communicate With Media A Proponent should not at any time directly or indirectly communicate with the media in relation to this RFP or any contract awarded pursuant to this RFP without first obtaining the written permission of the IESO Contact IESO May Contact Proponent for Clarification The IESO may contact the Proponent to request clarification (or the submission of supplementary written information in relation thereto) with respect to the Proposal and incorporate a Proponent s response to the request for clarification into the Proponent s Proposal. REF: RFP/COM/15/11/ Page 7 of 35

8 3.4 Notification of Outcome and Debriefing Notification to Proponents of Outcome of Procurement Process Once the Preferred Proponent(s) and the IESO execute the Agreement, the other Proponents will be notified by the IESO in writing of the outcome of the procurement process, including the name(s) of the successful Proponent(s) Debriefing Proponents may request a debriefing after receipt of a notification of award. All requests should be in writing to the IESO Contact and should be made within 30 days of receipt by the Proponent of notification of the award of the contract. The intent of the debriefing information session is to aid the Proponent in presenting a better Proposal in subsequent procurement opportunities. Any debriefing provided is not for the purpose of providing an opportunity to challenge the procurement process. 3.5 Freedom of Information and Protection of Privacy Act The Freedom of Information and Protection of Privacy Act, R.S.O. 1990, c.f.31, as amended, applies to information provided to the IESO by a Proponent. Subject to Section 5.5.4, a Proponent should identify any information in its Proposal or any accompanying documentation which is supplied in confidence and for which confidentiality is to be maintained by the IESO. The confidentiality of such information will be maintained by the IESO, except as otherwise required by law or by order of a court or tribunal. Proponents are advised that their Proposals will, as necessary, be disclosed on a confidential basis, to the IESO s advisers retained for the purpose of evaluating or participating in the evaluation of their Proposals. By submitting any Personal Information requested in this RFP, Proponents are agreeing to the use of such information as part of the evaluation process, for any audit of this procurement process and for contract management purposes. 3.6 Make Public Proponent Names The IESO may make public the names of any or all Proponents. 3.7 Acceptance of Non-Compliant Proposals The IESO may accept Proposals which do not comply with the requirements of this RFP. 3.8 No Incorporation by Reference by Proponent The entire content of the Proponent s Proposal should be submitted in a fixed form and the content of websites or other external documents referred to in the Proponent s Proposal will not be considered to form part of its Proposal. 3.9 Proposal to be Retained by the IESO The IESO will not return the Proposal or any accompanying documentation submitted by a Proponent. REF: RFP/COM/15/11/ Page 8 of 35

9 3.10 No Contract By submitting a Proposal and participating in the process as outlined in this RFP, Proponents expressly agree that no contract or agreement of any kind is formed under, or arises from, this RFP, prior to the signing of a formal written Agreement IESO s Right to Select One or more Preferred Proponent(s) The IESO reserves the right and discretion to divide up the Deliverables, either by scope, geographic area, or other basis as the IESO may decide, and to select one or more Preferred Proponents to enter into discussion with the IESO for one or more Agreements to perform a portion or portions of the Deliverables. If the IESO exercises its discretion to divide up the Deliverables, the IESO will do so reasonably having regard for the RFP and the basis of Proposals Governing Law of RFP Process This RFP process shall be governed by and construed in accordance with the laws of the Province of Ontario and the federal laws of Canada applicable therein No Claims Neither party shall have the right to make claims against the other (including any application or other proceeding for a review by any court or other body) with respect to this RFP process, the selection of any Proponent, the failure to be selected to enter into a formal written agreement, or the failure to honour submissions prior to the execution of a formal written agreement. [End of Part 3] REF: RFP/COM/15/11/ Page 9 of 35

10 PART 4 PROPOSAL SUBMISSION INSTRUCTIONS 4.1 Proponents to Follow Instructions Proponents should structure their Proposals in accordance with the instructions in this RFP. Where information is requested in this RFP, any response made in a Proposal should reference the applicable section numbers of this RFP where that request was made. 4.2 Proposals in English All Proposals should be in English only. Any Proposals received by the IESO that are not entirely in the English language may be disqualified. 4.3 Proposals Submitted Only in Prescribed Manner Proposals should be submitted by the following method: A Proponent should submit one (1) original of the Proposal in either Word doc or searchable.pdf format by to the IESO Contact address listed in Part 1.5 above. Proponents should submit separate electronic files for: i) the technical submission as outlined in Section 3 of Appendix C (Proposal Content); ii) Documentation outlined in PART 2.1 Compliance with Submission Criteria; and iii) The pricing submission as outlined in Section 4 of Appendix C (Pricing) on the Rate Form provided in Appendix D. Proponents who fail to submit their responses in the manner outlined may be deemed to be noncompliant and may be disqualified at the sole discretion of the IESO. Proponents should note that the total file size (including all attachments and appendixes) may not exceed 10 MB. Submission s should reference the following in the subject line: Submission for Media Monitoring Services RFP/COM/15/08/ Proposals Should Be Submitted On Time at Prescribed Location Proposals should be submitted only in the Prescribed Manner on or before the Proposal Submission Deadline. Proposals submitted to another location or after the Proposal Submission Deadline will be deemed late and may be disqualified. IESO is not responsible for any technical difficulties experienced by the Proponent in submitting its proposal. Proposals submitted after the Proposal Submission Deadline as a result of technical difficulties will be deemed late and may be disqualified. For the purpose of calculating time, if the prescribed manner is by delivery to the IESO Offices, the time the submission was received by the IESO clock will be used. If the prescribed manner is electronic delivery, the time of receipt noted by IESO s inbox will be used. 4.5 Amending or Withdrawing Proposals Prior to Proposal Submission Deadline At any time prior to the Proposal Submission Deadline, a Proponent may amend or withdraw a submitted Proposal. The right of Proponents to amend or withdraw includes amendments or REF: RFP/COM/15/11/ Page 10 of 35

11 withdrawals wholly initiated by Proponents and amendments or withdrawals in response to subsequent information provided by addenda. Any amendment should clearly indicate what part of the Proposal the amendment is intending to replace. A notice of amendment or withdrawal should be sent to the IESO Contact prior to the Proposal Submission Deadline and should be signed by an authorized representative. The IESO is under no obligation to return amended or withdrawn Proposals. 4.6 Proposal Not to be Amended after Proposal Submission Deadline Proposals may not be amended following the Proposal Submission Deadline. [End of Part 4] REF: RFP/COM/15/11/ Page 11 of 35

12 APPENDIX A REGISTRATION FORM TO : Independent Electricity System Operator FROM : [Insert Name of Proponent] RE : Media Monitoring Services (RFP/COM/15/11/000188) 1. PROPONENT INFORMATION (a) The full legal name of the Proponent is: (b) Any other relevant name under which the Proponent carries on business is: (c) The jurisdiction under which the Proponent is governed is: (d) The name, address, telephone, facsimile number and address of the contact person for the Proponent is: (e) Whether the Proponent is an individual, a sole proprietorship, a corporation, a partnership, a joint venture, an incorporated consortium or a consortium that is a partnership or other legally recognized entity: 2. RFP NOT A BINDING PROCUREMENT PROCESS The Proponent has carefully examined the RFP documents and has a clear and comprehensive knowledge of the Deliverables required under the RFP. By submitting the Proposal, the Proponent and confirms its understanding that the RFP is not a binding procurement process and that no contractual relations are created between the IESO and the Proponent as a result of the RFP or the submission of the Proposal. REF: RFP/COM/15/11/ Page 12 of 35

13 3. ADDENDA The Proponent confirms that it has read and accepted all addenda issued by the IESO prior to the Deadline for Issuing Addenda. The onus remains on the Proponent to make any necessary amendments to its Proposal based on the addenda. 4. CONFLICT OF INTEREST Prior to completing this portion of the Registration Form, Proponents should refer to the definition of Conflict of Interest set out below. "Conflict of Interest" includes, but is not limited to, any situation or circumstance where: (a) (b) in relation to the RFP process, the Proponent has an unfair advantage or engages in conduct, directly or indirectly, that may give it an unfair advantage, including but not limited to (i) having or having access to information in the preparation of its Proposal that is confidential to the IESO and not available to other Proponents; (ii) communicating with any person with a view to influencing preferred treatment in the RFP process; or (iii) engaging in conduct that compromises or could be seen to compromise the integrity of the open and competitive RFP process and render that process non-competitive and unfair; or in relation to the performance of its contractual obligations in an IESO contract, the Proponent s other commitments, relationships or financial interests (i) could or could be seen to exercise an improper influence over the objective, unbiased and impartial exercise of its independent judgement; or (ii) could or could be seen to compromise, impair or be incompatible with the effective performance of its contractual obligations. If the box below is left blank, the Proponent will be deemed to declare that: (1) there was no Conflict of Interest in preparing its Proposal; and (2) there is no foreseeable Conflict of Interest in performing the contractual obligations contemplated in the RFP. Otherwise, if the statement below applies, check the box. The Proponent declares that there is an actual or potential Conflict of Interest relating to the preparation of its Proposal, and/or the Proponent foresees an actual or potential Conflict of Interest in performing the contractual obligations contemplated in the RFP. If the Proponent declares an actual or potential Conflict of Interest by marking the box above, the Proponent must set out below details of the actual or potential Conflict of Interest: 5. DISCLOSURE OF INFORMATION The Proponent hereby agrees that any information provided in this Proposal, even if it is identified as being supplied in confidence, may be disclosed where required by law or if required by order of a court or tribunal. The Proponent hereby consents to the disclosure, on a confidential basis, of this Proposal by the IESO to the IESO s advisers retained for the purpose of evaluating or participating in the evaluation of this Proposal. REF: RFP/COM/15/11/ Page 13 of 35

14 6. TAX REPRESENTATION Please select one: The Proponent represents and warrants that the Proponent is a resident of Canada. The Proponent represents and warrants that the Proponent is a non-resident of Canada. [Insert Name of Proponent Representative] Signature of Proponent's Authorized Representative Name and Title : Date : REF: RFP/COM/15/11/ Page 14 of 35

15 APPENDIX B REFERENCE FORM Each Proponent is requested to provide three (3) references from clients who have obtained similar goods or services from the Proponent in the last five (5) years as those requested in this RFP. Company Name : Company Address : Contact Name : Contact Telephone Number : Date Work Undertaken : Nature of Assignment : Reference #1 Reference #2 Company Name : Company Address : Contact Name : Contact Telephone Number : Date Work Undertaken : Nature of Assignment : Reference #3 Company Name : Company Address : Contact Name : Contact Telephone Number : Date Work Undertaken : Nature of Assignment : REF: RFP/COM/15/11/ Page 15 of 35

16 APPENDIX C IESO INFORMATION & REQUIREMENTS SECTION 1 OVERVIEW 1.1 Context On a daily basis, the IESO generates a daily report (the Media Report ) of news articles and stories relevant to the IESO s business and the electricity sector. These Media Reports are ed by an IESO representative to approximately 575 internal recipients and include: 1. A summary (which usually includes the opening paragraph) of both IESO Mentions (articles and stories where the IESO is specifically mentioned within the publication) and Industry News (articles and stories relevant to the energy sector); and 2. The full articles of those summaries mentioned above. The Media Reports are used by the IESO s communication advisors, executive team and staff to identify emerging issues in the electricity sector and to monitor media coverage that relates to the IESO s key business operations. SECTION 2 DELIVERABLES 2.1 Objective(s) [End of Section 1] The IESO is seeking a qualified Service Provider to provide media monitoring services, including online solutions, training and support as further outlined below. The objective of this RFP is to engage a provider that, at a minimum, provides the following: - A database of media content that can be searched by the IESO for stories to include in the Media Report for distribution to the IESO s internal recipients; - A format or template that can be used to develop the Media Report using the content from the database along with other internally sourced media from regional or community publications that are not included in the database; and - Analytical tools that can be used to analyse the coverage of the IESO in the media both by media type and by tone of the coverage. 2.2 Requirements/Tasks The Service Provider will be required to provide the following services (collectively the Media Monitoring Services ) that include, but are not limited to: Online Database & Monitoring Tool REF: RFP/COM/15/11/ Page 16 of 35

17 i. Access to an online media monitoring database with a comprehensive list of community newspapers, specifically in the Ontario region, as well as all major dailies in print and online (including nationwide, U.S. and European markets), and Ontario broadcast media, including radio, television, and internet (blogs) (the Database ). The Database must include the following features, at a minimum: (a) Access to the Database for up to 5 IESO users across the organization. Access to the Database must be restricted with required log-in ID s; (b) Ability for the IESO to conduct a daily search of IESO and electricity sectorrelated coverage, based on a predetermined list of electricity sector keywords determined by the IESO; (c) The database must be compatible with Internet Explorer version 10; (d) The database must be updated and accessible to IESO staff electronically by 6 a.m. (EST) each Business Day; (e) (f) Access to archived media stories that are, at a minimum, up to two years old. Access to older archives would be preferred; and Access to Sun Media sources. Proponents should refer to Section of this Appendix C for further details. Proponents should note that the number of broadcast clips accessed will depend on the amount of relevant news coverage in a given month and will be limited to mentions of the IESO this will likely range from none to 10. Please refer to Section 4 (Pricing) for details on requested pricing formats for access to broadcast clips. ii. Access to an online monitoring tool (the Monitoring Tool ) to compile, format and transmit the daily media monitoring report, which the IESO will use to issue its Media Report electronically to internal clients. The Monitoring Tool must include, at a minimum, the following features: (a) (b) Functionality that allows the import and incorporation of external news stories not available in the Database into the Media Report (e.g., remote, local or community-specific news stories). To respect copyright, this function may be limited to a certain number of characters; A pre-formatted template that allows for easy organization of selected news stories into the Media Report. Some customization of templates will be required for the addition of internal branding. Additional or full customization of templates would be an asset. On average, between five and 15 stories are included in the Media Report daily and sent to 575 internal recipients REF: RFP/COM/15/11/ Page 17 of 35

18 (c) (d) Formatting that allows for easy viewing on mobile devices. At a minimum, formatting must be compatible with BlackBerry devices, however, compatibility with other devices will be considered an asset; Analytical tools that enable the IESO to analyse the coverage generated by keywords, at a minimum by media mix (print, wires, online, Ontario and Canadian-based electricity industry blogs, and broadcast, or by similar categories) and by tone (positive, neutral and negative); and iii. The Service Provider will be required to ensure that the IESO can share all clippings procured through the database or tool in their entirety without violating any laws related to copyright and/or intellectual property Support & Training The Service Provider will be required to provide training on the Database and Monitoring Tool to the IESO s users (up to 5 individuals) upon commencement of any Agreement resulting from this RFP. Training should be provided at the IESO s office located at 120 Adelaide Street West in Toronto or through a pre-arranged webinar service. The IESO requires, at minimum, one training session, no less than one hour in length, be provided to the IESO s users. The Service Provider will be expected to provide any further training as requested by the IESO when necessary. The IESO will not reimburse the Service Provider for costs incurred for travel, accommodation, meals or hospitality associated with the provision of this training and such costs should not be included in the Proponent s price. As necessary throughout the duration of any Agreement resulting from this RFP, the Service Provider will be required to provide support for the Database and Monitoring Tool. Proponents should include details on support offered in their solution as further detailed in Section 3 of this Appendix C. 2.3 Material Information The following outlines information that Proponents may consider material to their ability to respond to this RFP: Out of Scope For clarity, Proponents should note that access to social media is not included in the scope of services for this RFP and should not be included in your Proposal Media Report Management REF: RFP/COM/15/11/ Page 18 of 35

19 The IESO currently manages the review and compilation of media content to form its daily Media Report utilizing internal resources. While not a requirement of this RFP and not included in the Requirements of the scope, as outlined in Section 2.2 above, the provision of this service would be considered as a value-add. Proponents who are able to provide this service may include an additional section with their Proposal that includes a description of their service available for the management of the Media Report and applicable costs. If a Proponent elects to provide a proposal for this service, such section must be separate. Costs associated with Media Report Management must not be included in the Rate Form provided in Appendix D. Neither the proposal of this service nor the costs associated with this service will be considered in the Submission Evaluation Criteria as outlined in Section 6 of this appendix. The IESO makes no guarantee that it will include the provision of Media Report Management services in any Agreement offered as part of this RFP Sun Media Sources The IESO requires that the Service Provider has and maintains a license to access content and distribute content from Sun Media Corporation to the IESO throughout the term of any Agreement resulting from this RFP. The IESO currently subscribes to the Toronto Sun, London Free Press and Ottawa Sun through Sun Media Timelines The IESO requires that access to the database and associated tools are available by January 1, Required log-in IDs and training for the tools would be required in advance of this date. Proponents should ensure that there is sufficient capacity and capability to implement the Media Monitoring Services in a short period of time. The IESO intends to conduct its evaluation and selection of the Preferred Proponent by the week ending December 18, Negotiations, Terms & Conditions of Contract The IESO s standard Terms and Conditions of Contract (the Sample Agreement ) have been attached to this RFP as Appendix E. Proponents are requested to review the Sample Agreement and, as applicable, provide any requested changes or modifications to the terms and conditions in a marked-up version of the Sample Agreement with its Proposal. As a result of the shortened timelines for the implementation of the Media Monitoring Services, while the IESO retains the right to conduct post-proposal discussions, including negotiations, with one or more REF: RFP/COM/15/11/ Page 19 of 35

20 of the Proponents, the IESO does not expect to enter into significant post-proposal discussions or negotiations with Proponents. Proponents should note that if the parties cannot execute an Agreement within five (5) Business Days from the date an Agreement is offered to the Preferred Proponent, the IESO may invite the next-bestranked Proponent(s) to enter into negotiations. In accordance with the process rules in this Part 4 Terms and Conditions of the RFP Process and the Submission Form (Appendix B), there will be no legally binding relationship created with any Proponent prior to the execution of a written Agreement. Once the above-noted timeframe lapses, the IESO may discontinue further negotiations with the top-ranked Proponent(s). This process shall continue until a contract is formalized, until there are no more Proponents remaining that are eligible for negotiations or until the IESO elects to cancel the RFP process Demonstrations The IESO may invite up to three (3) top-ranked Proponents to provide a demonstration of their proposed Media Monitoring Services to IESO Representatives, as further described in Section 5 of this Appendix C. In the event the IESO elects to invite Proponents to provide demonstrations it may, as necessary, adjust the implementation and selection dates to accommodate. At the end of any demonstrations conducted, the IESO will evaluate the Proponent s proposal based on the criteria outlined in Section 5 and 6 of this Appendix C. [End of Section 2] REF: RFP/COM/15/11/ Page 20 of 35

21 SECTION 3 PROPOSAL CONTENT In addition to the requirements outlined in Section 2.1 of Part 2 of the RFP Compliance with Submission Criteria, Proponents are encouraged to submit Proposals that conform to the following section headings and requirements. Failure to conform may impair the Proposal review process, possibly to the detriment of the Proponent. 3.1 Database & Monitoring Tool Each Proponent should provide details of the Proponent s Database and Monitoring Tool that supports the following requirements: Access to information: Proponents should outline the breadth of information available on their Database, including as applicable, Ontario, Canada-wide and international sources. Information provided should be broken down by media type (including, but not limited to print; online; TV and radio broadcasts, etc.); Functionality: Details on the overall functionality of the Database and Monitoring Tool, including query features, user experience, information update frequency, template design and overall customization options; and Metrics & Reporting: Details on metrics, reporting functionalities and access to archived sources 3.2 Support & Training Each Proponent should provide: Details on the training that would be available to the IESO; and A description of the availability of support provided, including details of support offered by phone and online to troubleshoot issues as they may arise. SECTION 4 PRICING 4.1 Pricing Each Proponent should provide the Proponent s proposed fees and costs in the format outlined in Appendix D Rate Form. The IESO will not pay or reimburse any hospitality, incidental or food expenses; such items should not be included in pricing submissions. The IESO will not responsible for any travel or accommodation expenses incurred by the Service Provider that are not pre-approved in writing by the IESO and charged in accordance with Management Board of Cabinet s Travel, Meal and Hospitality Expenses Directive, as may be amended or replaced from time to time. Accommodation arrangements may only be made with those facilities listed in the Ontario government s Travel, Meal and Hospitality Expenses Directive, as may be amended or replaced from time to time. SECTION 5 DEMONSTRATIONS REF: RFP/COM/15/11/ Page 21 of 35

22 Further to the details provided in Section of this Appendix C, Proponents should note that demonstrations will be no more than 1 hour in length and will be conducted at the IESO s downtown Toronto office, located at 120 Adelaide Street West. Demonstrations will be evaluated based on the ability of the Monitoring Tool and Database to meet the IESO s business needs, including access to information and overall functionality. Demonstrations will be scored individually and such scores will be added to the scores from Stage II (Rated Criteria as outlined in Section 3) and Stage III (Pricing as outlined in Section 4). The total scores from Stages II, III and IV will be added to determine the Preferred Proponent. The IESO, in its discretion, may elect not to invite any Proponents to provide demonstrations if, in the opinion of the IESO, a demonstration from any Proponent would not alter the final evaluation results. In the event the IESO elects not to conduct demonstrations, evaluation scores will be weighted out of 100 points and possible points for demonstrations, as allocated in Section 6.1 (5) below, will be eliminated. For clarity, the IESO may conduct only Stages II (Rated Criteria) and III (Pricing) of the evaluation process and may elect not to conduct Stage IV (Demonstrations). SECTION 6 SUBMISSION EVALUATION CRITERIA 6.1 Proponent submissions will be evaluated on the following criteria: 1 EVALUATION CRITERIA CATEGORY Database & Monitoring Tool, as described in Section 3.1: WEIGHTING (Points) 1a Access to Information 25 1b Functionality 1c Metrics & Reporting 3 Training & Support, as described in Section Pricing as outlined in Appendix D: 4a Base Monthly Rate 25 4b Broadcast Rates 5 TOTAL POINTS FOR STAGE II AND STAGE III Demonstration, as described in Section 5 10 REF: RFP/COM/15/11/ Page 22 of 35

23 TOTAL POINTS FOR ALL STAGES Pricing Evaluation Methodology Base Monthly Rate For the Base Monthly Rate, Pricing will be scored in the following manner: Each Proponent will receive a percentage of the total possible points allocated to price as calculated by the following formula: lowest bid price/proponent bid price = % For example, if the lowest bid from a Proponent is $120, it receives 100% of the points (120/120 = 100%); a Proponent who bids $ receives 80% of the possible points (120/150 = 80%) and a Proponent who bids $ receives 50% of the possible points (120/240 = 50%) Broadcast Rates For the Broadcast Rates, Pricing will be scored based on an analysis of the rates provided, considering the following: a. Long term cost effectiveness; and b. Best discounts offered for monthly rates [END OF APPENDIX C] REF: RFP/COM/15/11/ Page 23 of 35

24 APPENDIX D RATE FORM Proponents are required to complete the following table using the format provided. All prices should be inclusive of all labour, materials, equipment, transportation and other applicable costs. All prices should be in Canadian dollars, exclusive of applicable taxes. 1. Base Monthly Rate Proponents are required to provide a set monthly fee for the provision of the Media Monitoring Services as outlined in Section 2 of Appendix C. The monthly fee must be provided as a fixed rate and must represent the cost to the IESO to meet its requirements as outlined. Proponents must not provide price ranges. Proponents must also not provide optional pricing without first providing the fixed monthly fee for the services requested. Any Proponent who fails to provide a fixed monthly fee for the services outlined will be disqualified from further review. If a Proponent wishes to provide additional optional pricing for alternate or additional services not included in the fixed monthly fee, they may do so by affixing an additional price form outlining the details of such optional pricing. Optional pricing will not be considered in the scoring of Price as outlined in Section 6.1 of Appendix C. Monthly Fee for Media Monitoring Services: Monthly Fee for Media Monitoring Services in words: $ /month dollars and cents. In the event of a discrepancy between the words and numerical values, the price provided in a numerical value will prevail. 2. Broadcast Rates Proponents are required to provide the following fee structures for access to broadcast media (including television and radio). Rate Structure Per Clip access (payable as clips are accessed) Monthly fee for up to 10 clips per month (payable as a fixed monthly rate) Monthly fee for unlimited access to broadcast clips (payable as a fixed monthly rate) Rate [End of Appendix D] REF: RFP/COM/15/11/ Page 24 of 35

25 APPENDIX E SAMPLE AGREEMENT This Contract is made between the INDEPENDENT ELECTRICITY SYSTEM OPERATOR (the IESO ) and [Insert Legal Name CAPS] (the Consultant ). IN CONSIDERATION of the covenants of the parties to this Contract, the parties covenant and agree with each other as follows: 1. Retainer: The IESO hereby retains the Consultant, as an independent contractor, for the purpose of performing the services described in Schedule A (the Services ) during the term specified in Schedule A (the Term ) and the Consultant hereby accepts the retainer. 2. Performance: The Consultant will diligently perform and complete the Services in accordance with this Contract, Industry Standards, and applicable laws (as specified in Section 6). For certainty, Industry Standards includes, but is not limited to: (i) the provision of all labour, supplies, equipment and other goods or services that are necessary and can reasonably be understood or inferred to be included within the scope of this Contract or customarily provided for services of the type specified in this Contract in similar situations, and (ii) adherence to commonly accepted norms of ethical business practices. The Consultant will obtain information and direction from the IESO on a regular basis in the performance of the Services. The Consultant acknowledges and agrees that any failure by it to perform the Services as defined in this Contract, may have a material adverse effect on the business and operations of the IESO. 3. Fees: As payment for the Services, the IESO will pay to the Consultant the Fees as set out in Schedule A. For certainty, Fees will comprise the maximum price to be charged by the Consultant for the Services, inclusive of all labour, materials, overhead, insurance, eligible expenses, and applicable duties and taxes, but exclusive of harmonized sales tax ( HST ). 4. Payment Terms: The Consultant will render invoices for the Fees to the IESO monthly in arrears, unless otherwise specified in Schedule A, and the IESO will pay to the Consultant the Fees or such portion thereof as is properly due, together with HST (if applicable). Invoices will contain such information and details as the IESO may reasonably require. Payment terms are net 30 days from receipt of invoice by the IESO; PROVIDED THAT the IESO may withhold payment of any portion of the invoice which is in dispute and the IESO and the Consultant will act reasonably to resolve such dispute in a timely manner. 5. Consultant to Provide: The Consultant will provide all personnel, labour, materials, supplies, equipment, tools, transportation and other requirements for the timely and proper performance of the Services, except as otherwise expressly set forth in this Contract. 6. Applicable Laws: The Consultant will comply with all policies of the IESO, as specified and provided by the IESO, and all applicable statutes, laws, and regulations relating to the performance of the Services, including, but not limited to: REF: RFP/COM/15/11/ Page 25 of 35

26 (a) any applicable worker s compensation or employment standards laws, including, but not limited to, the Employment Standards Act, 2000, the Human Rights Code, the Pay Equity Act, the Labour Relations Act, 1995, the Workplace Safety and Insurance Act, 1997, and the Immigration and Refugee Protection Act, in each case as amended; and, (b) as applicable, all obligations of the employer, as defined by the Occupational Health and Safety Act, R.S.O. 1990, c.o.1, as amended, pursuant to which, the Consultant will provide to the IESO: (i) the Consultant s occupational health and safety policy and its program to implement that policy, within 10 business days of execution of this Contract, and (ii) the site specific safety plan, prior to the performance of any on-site work. 7. Confidential Information: (a) The Consultant will treat as confidential all information of the IESO disclosed to the Consultant, or which comes into the knowledge, possession or control of the Consultant under this Contract that is confidential by its nature or in the circumstances in which it is received, regardless of whether it is identified as confidential or not, which will include information of third parties, whether recorded or not, and however fixed, stored or expressed (the Confidential Information ). (b) Confidential Information will not include: (i) information that is generally known to the public, other than as a result of a breach of this Contract, (ii) information that the Consultant already possesses without obligation of confidentiality or develops independently, or (iii) information that is required by law or court order to be disclosed, but only to the extent of such required disclosure, and subject to the prior written consent of the IESO and, for any Confidential Information about a third party, subject to the prior written consent of the third party. The Consultant agrees to immediately give written notice to the IESO of any request from anyone for release of any Confidential Information. (c) Subject to Section 8, Personal Information and Privacy provisions, the Consultant will keep all Confidential Information confidential and provide the Confidential Information to the IESO on demand with no copy or portion kept by the Consultant in any form or on any media. The Consultant will limit the disclosure of Confidential Information to only those of its personnel and subcontractors who have a need to know it and who have been specifically authorized to have such disclosure as required to perform the Services. The Consultant will notify the IESO promptly in writing of any loss or inability to account for the Confidential Information. (d) If a conflict or inconsistency arises between the provisions of this Section and the Section 8, Personal Information and Privacy provisions, the Personal Information and Privacy provisions will govern. 8. Personal Information and Privacy: REF: RFP/COM/15/11/ Page 26 of 35

27 (a) Personal Information means any information that identifies or can identify an individual. (b) The Consultant will treat all Personal Information gained by it as a result of the performance of the Services as Confidential Information. (c) The Consultant will not send, direct, store or transmit any record of such Personal Information outside of Canada. (d) The Consultant acknowledges and agrees that the Freedom of Information and Protection of Privacy Act, R.S.O. 1990, c. F.31 (the FIPPA ), as amended from time to time, applies to and governs all records, and may require the disclosure of such records to third parties. Further, the Consultant agrees: (i) to keep all records secure; (ii) to provide records to the IESO within 7 calendar days of being directed to do so by the IESO for any reason, including an access request or privacy issue; (iii) not to access any Personal Information unless the IESO determines, in its sole discretion, that access is permitted under FIPPA and is necessary in order to perform the Services; (iv) not to directly or indirectly use, collect or destroy any Personal Information for any purposes that are not authorized by the IESO; (v) to ensure the security and integrity of Personal Information and keep it in a physically secure and separate location safe from loss, alteration, destruction or intermingling with other records and databases and to implement, use and maintain the most appropriate products, tools, measures and procedures to do so; (vi) to restrict access to Personal Information to those of its personnel and subcontractors that have a need to know it for the performance of the Services; and (vii) to immediately give written notice to the IESO of any request from anyone for release of any Personal Information. 9. Intellectual Property: The intellectual property of the IESO and the Consultant will be governed by the provisions in Schedule C. 10. Conflict of Interest: (a) A Conflict of Interest will include, but is not limited to, any situation or circumstances where, in relation to the performance of its obligations under this Contract, the Consultant s other commitments, relationships or financial interests: (i) could or could be seen to exercise an improper influence over the objective, unbiased and impartial exercise of its REF: RFP/COM/15/11/ Page 27 of 35