DND Reference Number: DND-12/ TRANSCRIPTION SERVICES

Transcription

1 DND-12/ Page 1 of 7 DND Reference Number: DND-12/ TRANSCRIPTION SERVICES CLOSING DATE: 7 June 2013

2 DND-12/ Page 2 of 7 TABLE OF CONTENTS PART 1 INTRODUCTION PART 11 INSTRUCTIONS FOR SUBMITTING PROPOSALS PART III REQUIREMENTS AND CONDITIONS OF STANDING OFFER AWARD ANNEXES ANNEX A - STATEMENT OF WORK ANNEX B - EVALUATION CRITERIA & SELECTION METHODOLOGY APPENDICES APPENDIX 1 - APPENDIX 2 - APPENDIX 3 - FEDERAL CONTRACTORS/OFFERORS PROGRAM NON-DISCLOSURE AGREEMENT SECURITY REQUIREMENTS CHECK LIST

3 DND-12/ Page 3 of 7 PART I INTRODUCTION 1. Introduction 1.1 The Department of (DND) has a requirement for for the Directorate Special Examinations and Investigations (DSEI), and Administrative Investigation Support Center (AISC). Details of the requirement are outlined in Annex A Statement of Work (SOW). 1.2 The period of the Standing Offer will be for one (1) year from the date of award and will include two (2) additional one-year option periods. 1.3 Work is currently being done by the incumbent Offeror StenoTran Services Inc. 2. Terms and Conditions of the Resulting Standing Offer The following terms and conditions will form part of the resulting Standing Offer. 2.1 The General Conditions Standing Offers Goods or Services used by Public Works and Government Services Canada, Clause ID 2005 (2012/11/19), will form part of any resulting Standing Offer, with the following modifications: The definition of Minister will be the Minister of ( ) Code of Conduct and Certifications Contract is hereby deleted and replaced with the following: Code of Conduct for Procurement The Offeror certifies that it has read the Code of Conduct for Procurement and agrees to be bound by its terms. 2.2 The General Conditions - Higher Complexity - Services used by Public Works and Government Services Canada, Clause ID 2035 (2013/03/21), will form part of all call-ups under any resulting Standing Offer, with the following modifications: The definition of Minister will be the Minister of (2013/03/21) Code of Conduct and Certifications Contract is hereby deleted and replaced with the following: Code of Conduct for Procurement The Offeror certifies that it has read the Code of Conduct for Procurement and agrees to be bound by its terms. 2.3 The Discretionary Audit Commercial Goods and/or Services) Clause ID C0705C ( ), will form part of the Standing Offer and any contract resulting from the Standing Offer. 2.4 The documents can be found in the Standard Acquisitions Clauses and Conditions (SACC) Manual at: The Personal Information Clause ID 4008 (2008/12/12), will form part of the Standing Offer and any contract resulting from the Standing Offer.

4 DND-12/ Page 4 of 7 PART II INSTRUCTIONS FOR SUBMITTING PROPOSALS 3. Number of Proposals 3.1 The Offeror is to submit three (3) hard copies (i.e. paper) of their Technical Proposal and one (1) hard copy of their Financial Proposal and one (1) hard copy of certificates as required in Article 12- Requirements of Standing Offer Award. The Technical Proposal and the Financial Proposal shall be submitted as separate documents and no financial information should appear in the Technical Proposal. 4. Identification of Bidder s Contact 4.1 The Offeror s point-of-contact information (including name, address, telephone number and address) is to be included and clearly identified in the proposal response to facilitate any communication during the evaluation process. 5. Delivery Instructions for Proposals 5.1 Proposals SHALL be mailed via Canada Post only and be POST MARKED by Canada Post on or before the closing Date 7 June 2013 or for proposals mailed outside Canada, by a recognized national postal service only. Proposals hand-delivered or delivered by courier, including Purolator, will be deemed NON-RESPONSIVE and will be returned unopened. Responses postmarked after the Closing Date will be returned unopened. 5.2 Offerors SHALL send their Technical and Financial Proposals to the Contracting Authority at the following address: (Note: Proposals mailed to any address other than the address below will not be considered.) Director Services Contracting (D Svcs C) Headquarters (NDHQ) 101 Colonel by Drive Ottawa, ON K1A 0K2 ATTN: Sarada Dutta, D Svcs C Solicitation Number: DND-12/ Closing Date: 7 June Offerors are to ensure that the Solicitation Number (DND-12/ ) and Solicitation Closing Date (7 June 2013) are clearly marked on the exterior of their envelopes or parcels. 5.4 Proposals may be submitted in either English or French. 5.5 No payment will be made for costs incurred in the preparation and submission of a proposal in response to this RFSO. 6. Communication Regarding the Bid Solicitation 6.1 To ensure the integrity of the competitive bid process, enquiries and other communications regarding this solicitation are to be directed only to the D Svcs C Contracting Officer by at Sarada.Dutta@forces.gc.ca. 6.2 Enquiries and other communications are not to be directed to any other government official(s) or

5 DND-12/ Page 5 of 7 person having access to government buildings or information. Enquiries are to be directed only as detailed above, in sub-paragraph 6.1. Failure to comply with the request may result in the bid being declared non-responsive. 6.3 Enquiries shall be in writing and received by the D Svcs C Contracting Officer no later than fourteen (14) calendar days prior to the bid closing date to allow sufficient time to provide a response. Enquiries received after that time may not be answered. 6.4 It is the responsibility of the Offeror to obtain clarification of any terms, conditions or technical requirements contained in the RFSO. During the RFSO posting period, potential Offerors are encouraged to submit questions or requests for clarification regarding the content of the RFSO. This is the only opportunity prior to bid closing for Offerors to address issues or raise any concerns related to RFSO content. 6.5 To ensure consistency and quality of information provided to Offerors, relevant enquiries received, and the replies to such enquiries, will be provided simultaneously to the all Offerors to whom this solicitation has been sent, without revealing the source(s) of the enquiries. 7. Validity of Bids 7.1 Any proposal submitted shall remain open for acceptance for a period of not less than ninety (90) days after the closing of the RFSO. Amendments to the Offeror s bids/proposal response will not be accepted after bid closing. 7.2 All Offerors submitting proposals will receive written notification of the results of the evaluation as soon as the process is complete. Offerors should allow at least forty five (45) days after bid closing for results to be known. Responses to requests for information on the status of the evaluation will not normally be provided until all evaluations are complete. 8. Rights 8.1 DND reserves the right to: a. reject any or all proposals received in response to this RFSO; b. cancel this RFSO at any time; c. reissue the RFSO; d. seek clarification and verify any or all information provided with respect to this RFSO; and e. negotiate with the sole responsive Offeror to ensure Best Value to the Crown. 9. Pricing Support/Review 9.1 In the event that the Offeror s proposal is the sole responsive proposal received, the Offeror shall provide, upon DND s request, acceptable forms of price support. 9.2 Offerors are advised that a review of the proposed pricing may be required. Detailed supporting data may be requested by DND to validate the rates and other charges proposed.

6 DND-12/ Page 6 of 7 PART III REQUIREMENTS AND CONDITIONS OF STANDING OFFER AWARD 10. Applicable Laws 10.1 Any resulting Standing Offer shall be interpreted and governed, and the relations between the Parties determined, by the laws in force in the Province of Ontario, Canada The Offeror may, at its discretion, substitute the applicable laws of a Canadian province or territory of its choice without affecting the validity of its bid, by deleting the name of the Canadian province or territory specified and inserting the name of the Canadian province or territory of its choice. If no change is made, it acknowledges that the applicable laws specified are acceptable to the Offeror. 11. Terms of Payment 11.1 Basis of Payment: The Basis of Payment for the resulting Standing Offer will be Limitation of Expenditure based on a firm fixed price in the successful Offeror s financial proposal Method of Payment: Payment by Her Majesty to the Offeror for the work will be made within thirty (30) days following the delivery and acceptance of deliverables or the date of receipt of a duly completed invoice, whichever date is later. 12. Requirements of Standing Offer Award 12.1 One (1) copy of the following documents must be provided prior to the award of any resulting Standing Offer: a. Federal Contractors/Offerors Program (FCP) Certificate: In accordance with the Federal Contractors Program, Contractors/Offerors are required to certify their status with FCP in accordance with Appendix 1 to this RFSO. Any bid from ineligible Contractors/Offerors will not be considered for Contract/Standing Offer award. 13. Security Information to Contractors/Offerors: It is highly recommended that the completed and signed FCP Certificate (Appendix 1 ) be provided with the technical proposal at the time of bid closing. b. Non-Disclosure Agreements: For any Standing Offer awarded and at the request of the D Svcs C Contacting Officer (see para 6.1), the Offeror shall provide Non-disclosure Agreement forms, signed by each proposed resource, prior to the commencement of any work (see Appendix 2 for further information) The Contractor/Offeror must, at all times during the performance of the Contract/Standing Offer, hold a valid Facility Security Clearance at the level of SECRET, with approved Document Safeguarding at the level of SECRET, issued by the Canadian Industrial Security Directorate (CISD), Public Works and Government Services Canada (PWGSC) The Contractor/Offeror personnel requiring access to CLASSIFIED information, assets or sensitive work site(s) must EACH hold a valid personnel security screening at the level of SECRET, granted or approved by the CISD, PWGSC. Until the security screening of the Contractor/Offeror personnel required by this Contract/Standing Offer has been completed satisfactorily by the Canadian Industrial Security Directorate, Public Works and Govern-ment Services Canada, the Contractor/Offeror personnel MAY NOT HAVE ACCESS to CLASSIFIED information or assets, and MAY NOT ENTER sites where such information or assets are kept, without an escort.

7 DND-12/ Page 7 of The Offeror MUST NOT utilize its Information Technology systems to electronically process, produce or store any sensitive CLASSIFIED information until CISD/PWGSC has issued written approval. After approval has been granted, these tasks may be performed at the level of SECRET Subcontracts which contain security requirements are NOT to be awarded without the prior written permission of CISD/PWGSC The Offeror must comply with the provisions of the: a. Security Requirements Check List (SRCL) - DND-12/ attached at Appendix 3; and b. Industrial Security Manual (Latest Edition) that can be found at Call-up Process The work to be performed will be on an as and when requested basis and will be carried out as follows: 14.1 Call-ups which are estimated to be valued at $40,000.00, including HST, will be issued and approved by authorized CRS person(s) using the 942 Call-up forms For Call-ups valued over $40,000, including HST, CRS person(s) will seek tasking approval from D Svcs C Contracting Authority For all Call-ups from CRS, the Offeror will be provided with a description of the work to be performed on a 942 Call-up form based on rates from the Offeror s proposal. Call-ups can be paper-based, hard copy versions of the 942 Call-up form OR may be sent to the Offeror via , with the 942 Call-up form included as attachments. If Call-ups are handled by , a hard copy of the 942 form will also be printed and placed on the procurement file Offeror Acceptance: Upon receipt of a 942 Call-up against a Standing Offer form, the Offeror will acknowledge the 942. The acknowledgement can be in hard copy or by , but must contain the following: (name of the Offeror) has received and acknowledges Call-up No. and agrees with the cost and time estimated stated in the Call-up In the event the Offeror does not agree with the cost or time estimate in the Call-up, the offeror shall contact the Call-up originator to notify its concerns. The parties shall work together to come to an agreement. The D Svcs C Contracting Authority can be consulted when agreements are not forthcoming Upon receipt of the Call-up acknowledgement from the offeror, the Call-up originator shall place the acknowledgement on the Call-up Contract file.

8 DND-12/ Annex A Statement of Work Page 1 of 5 ANNEX A -STATEMENT OF WORK 1. TITLE 1.1 for the Administrative Investigation Support Center (AISC) and Director Special Examinations and Investigations (DSEI). 2. SCOPE 2.1 Purpose The purpose of this Standing Offer is to provide the Director of Special Examinations and Investigations (DSEI) and the Administrative Investigation Support Centre (AISC) with complete transcription services from electronic media sources provided by the Crown on an as and when requested basis. 2.2 Background The AISC provides support to Canadian Forces (CF) Boards of Inquiry (BOI) throughout Canada and abroad, including transcription services. The DSEI also requires transcription services on an occasional basis. Transcription may also be required to comply with Access to Information requests. Requirements for this service are usually generated on very short notice DSEI and the AISC historically oversee on average thirty (30) investigations per year that require transcription services. Statistically, the average page count for DSEI is 150 pages and 1,875 pages for AISC, or approximately 60,750 pages per year. 2.3 Acronyms/Definitions: AISC: Administrative Investigation Support Center; BOI: Board of Inquiry: A tool to enable the Chain of Command to conduct independent, internal investigations within an administrative framework; CD ROM: Compact Disc Read-Only Memory; CF: Canadian Forces; DND: Department of ; DSEI: Director Special Examinations and Investigations; DVD: Digital Video or Versatile Disc; Exhibit: A document or an object shown and identified as evidence in an investigation. Normally, it is assigned an identifying letter or number in alphabetical or numerical order before offered as evidence; MP3: Moving Picture Group Originators of this file structure; PDF: Portable Document Format; SOW: Statement of Work; Transcript: A transcript is an official word-for-word recording of a legal or other official proceeding produced by a verbatim reporter at the time. For the purposes of this contract, the official record is the written transcript through an electronic copy; TA: Technical Authority; WAV: Waveform Audio File Format; and WMA: Windows Media Audio.

9 DND-12/ Annex A Statement of Work Page 2 of 5 3. REQUIREMENTS 3.1 General The Standing Offer is to provide the DSEI and the AISC with Transcription services from standard digital media format produced by DND on an as and when required basis. 3.2 Call-Up Requirement A Call-Up under any agreement will consist of the DSEI or AISC Technical Authority providing copies of video/audio recordings of interviews requiring transcription. The Offeror will provide a hard copy transcript and an electronic copy in MS Word format saved on an identified CD-ROM with associated reference number. The last page of the transcribed copy will identify the Transcriber. 3.3 Language Requirement The Offeror shall provide the Technical Authority with related transcription services verbatim in both English and/or French as requested in the approved Call-Up request. 4 TASKS DETAILS AND DELIVERABLES 4.1 Transcript Production Produce one (1) electronic copy of transcript(s) in MS Word format, fully searchable, on a CD- ROM as defined in paragraph 4.2. The Offeror shall ensure that the information stored on the electronic file copy is identical to the Transcript Format. The Offeror shall identify the CD-ROM with a red security label Classified, Confidential or Secret and the applicable reference number as specified by the Technical Authority or by the contact identified in the Call-Up against the Standing Offer Produce one (1) original paper copy transcript, as defined in paragraph 4.2, of interviews/testimonies from DVD or CD-ROM digital recording format. 4.2 Transcript Format All transcriptions must meet the following specifications: a. The Offerorshall type the transcript on white bond paper, 21.5 cm (8.5 inches) x 27.8 cm (11 inches); b. Be not less than 25 lines per page a minimum 225 typewritten words, with the exception of the cover, front and last page; c. Double spaced; d. New paragraphs or new speakers shall be indented fifteen (15) spaces; e. Optimization to be set at 100%; f. Font to be used is Courier, 12-point; g. Margins to be used are: (1) Top 1 ; (2) Left 1.5 ; (3) Bottom 1 ; and (4) Right 1 ; h. Names and complete addresses of witnesses called to testify shall be indicated at the beginning of the transcript;

10 DND-12/ Annex A Statement of Work Page 3 of CD-ROM i. Canadian spelling and grammar rules shall be used; j. The date, commencement and completion times for hearings shall be indicated on all transcripts; k. Have a page header identifying the File Number assigned by the Technical Authority, the name of the interviewee and the date of the interview; l. Have a footer identifying the page number and the total number of pages; m. The commencement of each new line with a different speaker will have the speaker identified (i.e. CPL SMITH); n. The Offeror shall ensure that the final page of the transcript includes a signature block identifying the Transcriber of the interview; o. A covering letter shall accompany the CD-ROM with a signed statement confirming that the Transcriber certifies the accuracy of the transcript submitted on the electronic copy such as I certify that the transcript is true and accurate to the best of my skill and ability as submitted to the Technical Authority in its original format ; and p. The Offeror shall ensure that each volume is hard cardboard bound and labelled with the Security Identification as specified by the Technical Authority The Offeror shall produce electronic files on CD-ROMs in MS Word Office format of all transcripts. The Offeror shall ensure that the information stored on the electronic file copy is identical to the paper copy. 4.4 Shipment All shipments must be packaged in accordance with appropriate security standards as defined in the Security Policy and a copy of the security standards will be provided to the Offeror. 4.5 Delivery By the delivery date and time specified in the Call-up, the Offeror shall provide the Technical Authority with the materials as defined within Section (3 to 4.4) above. The Offeror will confirm delivery arrangements with the Technical Authority. Where the Technical Authority approves delivery by courier, the Offeror will be reimbursed for actual costs. 4.6 Delivery Timeframes The Offeror shall provide transcription services within the following timeframes as specified in an approved Call-Up. The Technical Authority will deal directly with the Offeror so that the process outlined in this Statement of Work is efficient at all times, even for emergency requests. The following are the approved delivery timeframes: a. Within one (1) business day delivery for very urgent and sensitive interviews. These submissions shall only occur during weekdays not after 4pm on Fridays and not including Statutory Federal or Provincial holidays; b. Within two (2) business days delivery for urgent and sensitive interviews. These submissions shall only occur during weekdays not after 4pm on Fridays and not including Statutory Federal or Provincial holidays; or c. Five (5) business days delivery for standard turnaround interviews The above timeframes will take effect as soon as the Offeror is in receipt of the recordings. The address

11 DND-12/ Annex A Statement of Work Page 4 of 5 of delivery will be different for each Call-up and provided to the Offeror with a point of contact and will be identified in the Call-Up against the Standing Offer. 5 SOURCE MEDIA 5.1 The Offeror will receive, either hand delivered or by courier digital voice recordings generally in WMA or WAV format on CD-ROM or DVD. The Boards of Inquiry (BOI) will be responsible for providing these recordings to the contractor. All source media/recordings remain the property of the Crown and shall be returned along with the transcriptions, in accordance with the terms of the Call-up. Recordings shall be created with high quality digital recorders that will eliminate a large number of inaudible words. 6 EQUIPMENT AND FACILITIES 6.1 The Offeror shall provide its own photocopying equipment and facilities for transcription services. 7 VALIDATION PROCESS 7.1 The Offeror shall have in place a validation process before returning transcription material back to the Technical Authority. Offerors shall proof read the transcription materials prior to sending them back to the Technical Authority along with the source audio/video submission(s) so as to ensure accuracy and to eliminate as many inaudibles/indiscernibles as possible. 8 INSPECTION 8.1 The Technical Authority shall be the Inspection Authority. All services rendered under this Standing Offer shall be subject to inspection by the Inspection Authority or the designated representative. Should any deliverables not be in accordance with the requirements of the Statement of Work and to the satisfaction of the Inspection Authority, the Inspection Authority shall have the right to reject it or require its correction at the sole expense of the Offeror before recommended payment. Any communication with the Offeror regarding the acceptability of the work performed pursuant to this Standing Offer shall be undertaken by official correspondence through the Contracting Authority. The individual identified in the Call-Up against the Standing Offer will notify the Offeror within five (5) working days after delivery of the materials. 9 ERRORS 9.1 The DSEI or AISC representative will review transcriptions for any errors and amend as required, with the proviso that should there be more than a 5 percent error in a transcript, the Offeror will be required to retranscribe the testimony (ies) at its own expense. 9.2 Inaudibles/indiscernibles will not be included in the 5 per cent error caveat. However, the Offeror must ensure that any audibles/indiscernibles are truly so. For example, if a computer program is utilized to initially transcribe the recording and a filter program is utilized to filter background noise but affects the recording itself, it is expected that the Offeror will listen to the recording by ear if necessary, and accordingly add a typed portion to the overall transcript in order to provide as complete a record as possible. 9.3 Misspelling of a name for which an appropriate spelling was not received will not constitute an error.

12 DND-12/ Annex A Statement of Work Page 5 of 5 10 ASSISTANCE 10.1 Assistance may be required from the point of contact identified in the Call-Up against the Standing Offer to fill in any gaps after best efforts have been made described in the SOW under section 9 to provide a complete transcription. Notwithstanding, the terms concerning Errors at section 9, the Offeror will also provide a fixed per hour rate price quote for work should assistance be required.

13 DND-12/ Annex B Evaluation Criteria & Selection Methodology Page 1 of 4 ANNEX B EVALUATION CRITERIA & SELECTION METHODOLOGY B1 Acceptance of Request For Proposal Terms and Conditions 1.1 In submitting a proposal in reference to this Request for Proposal, it is considered that the Offeror has read, understood and accepted all of the terms and conditions of the Request for Proposal, including the Statement of Work, Evaluation Criteria and Selection Methodology, and any appendices. B2 Evaluation of Proposal 2.1 Proposals submitted for this requirement shall clearly demonstrate that the Offeror meets all of the mandatory Criteria to be deemed compliant. Failure to demonstrate these will result in the Proposal being declared NON COMPLIANT and the Proposal will be given no further consideration. 2.2 The Offeror must clearly demonstrate the relevant experience and qualifications of the proposed resource. Offerors are advised that only listing experience without providing any supporting data to describe where and how such experience was obtained will not constitute demonstrated for the purpose of the evaluation. Supporting data may include résumés and any other documentation necessary to demonstrate the experience and knowledge attained. Simply repeating the statements contained in the Statement of Work is not sufficient. 2.3 In order to evaluate the number of years of experience attained, the Proposal shall, as a minimum, identify the month and year when the experience commenced and the month and year when the experience was completed. Failure to provide this information will be to the disadvantage of the Offeror. Failure to provide this information in response to a Mandatory Criteria, wherein the number of years of experience is required in order to calculate number of years experience attained, will result in the Proposal being declared NON-COMPLIANT. 2.4 In the case where the timelines of experience gained in two or more projects overlap the duration of time common to each project/experience will not be counted more than once. Experience and knowledge shall be relevant to the requirement. 2.5 The Proposal will be evaluated solely on its content and the documentation provided as part of the Offeror s Proposal, except as otherwise specifically provided in this solicitation. Any information or personnel proposed as options or additions to the work will NOT be evaluated. 2.6 It is recommended that Offerors include a grid in their proposals, cross-referring the items of the Statement of Work and Evaluation Criteria to statements of compliance with reference to supporting data contained in their Proposals. Any misrepresentation discovered during the assessment will disqualify the entire Proposal from further evaluation. Information to Offerors: The compliance grid, by and of itself, DOES NOT constitute demonstrated evidence. As stated in the paragraphs above, the supporting documentation will be accepted as evidence. 2.7 An evaluation team composed of government officials from the DND Technical Authority will evaluate the technical proposals on behalf of Canada. In addition, Canada reserves the right to include as evaluation members, non-government employees that are not placed in a conflict of interest by participating. B3 MANDATORY CRITERIA 3.1 Only those bids meeting all of the Mandatory Criteria below will be considered further. It is imperative that all qualifications and experience be fully demonstrated and supported in the proposal to be declared

14 DND-12/ Annex B Evaluation Criteria & Selection Methodology Page 2 of 4 compliant. Simply listing or stating that a qualification or experience exists will not suffice for the purposes of demonstrated. Offerors must clearly demonstrate in their proposals that the all of the mandatory criteria have been met. 3.2 Offerors are encouraged to supply as much information as necessary to demonstrate clearly that the mandatory requirement are met and to ensure evaluated criteria can be properly assessed. Mandatory Criteria Met / Not met Section/page(s) in Proposal where Mandatory criteria met M1 M2 M3 M4 M5 Offerors must have an office located in the National Capital Region (hand delivery of sensitive documents is required). Offerors must have a Transcript validation process before returning the transcripts to the TA so as to ensure accuracy and to eliminate as many inaudibles as possible. Offerors must describe this process. Offerors must have a minimum of one (1) year demonstrated experience within the last two (2) years in transcribing digital voice recordings in WMA or WAV format. Offerors must have a minimum of one (1) year demonstrated experience within the last two (2) years in providing transcription services in both English and French. Offerors must hold a valid Facility Security Clearance (FSC) at the SECRET level with approved Document safeguarding at the level of SECRET issued by the Canadian Industrial Security Directorate (CISD), Public Works and Government Services Canada (PWGSC) at bid closing. This shall be demonstrated by providing a copy of the clearance letter issued to the firm by PWGSC/CISD or by providing the organization screening number as provided by PWGSC/CISD. M6 Offeror s Personnel Clearances: A minimum of four (4) transcribers must hold a valid Secret Security Clearance issued by the Canadian Security Directorate (CISD) of Public Works and Government Services Canada (PWGSC). As a minimum, Bidders must provide the following information at bid closing: -Name of individual as it appears on security clearance application form - Date of birth (optional) - Level of security clearance obtained - Validity period of security clearance obtained - Security Screening Certificate and Briefing Form file number Failure to provide the information above will render the proposal non-compliant.

15 DND-12/ Annex B Evaluation Criteria & Selection Methodology Page 3 of 4 B4 Financial Proposal 4.1 Financial Proposals are to be submitted in a document separate from the Technical Proposal. 4.2 All prices are in Canadian Dollars, and exclusive of all applicable taxes. 4.3 If foreign currency is used, it will be converted into Canadian dollars, using exchange rates as posted by Bank of Canada at Bid closing date. 4.4 The financial proposal shall include a firm fixed price for each item as outlined in the tables below (inclusive of all costs such as, shipping, administrative and overhead). All applicable taxes are extra. Initial Contract Period Description Price Quote One (1) business day turnaround Per page = $ Two (2) business day turnaround Per page = $ Five (5) business days turnaround Per page = $ Per hour rate for assistance if required Per hour = $ First Option Period Description Price Quote One (1) business day turnaround Per page = $ Two (2) business day turnaround Per page = $ Five (5) business days turnaround Per page = $ Per hour rate for assistance if required Per hour = $ Second Option Period Description Price Quote One (1) business day turnaround Per page = $ Two (2) business day turnaround Per page = $ Five (5) business days turnaround Per page = $ Per hour rate for assistance if required Per hour = $ B5 Selection methodology 5.1 Only one Standing Offer, if awarded, will be awarded to the compliant Offeror that delivers quality services and experience at the Best Value to the Crown. Best Value to the Crown is defined as Lowest Cost Compliant Proposal For purposes of evaluation only, the aggregate rates of each rate provided in section 4.4 above will be multiplied by the following weighting factor and the aggregate of these weighted rates shall be used to determine the lowest cost.

16 DND-12/ Annex B Evaluation Criteria & Selection Methodology Page 4 of 4 Description Weighting Factor One (1) business day turnaround 10% Two (2) business day turnaround 20% Five (5) business days turnaround 60% Per hour rate for assistance if required 10% For example: One (1) Business day turnaround time: Initial contract =$$$ X 10% = $$$ First option year =$$$ X 10% = $$$ Second option year =$$$ X 10% = $$$ =$$$ Two (2) Business days turnaround time: Initial contract =$$$ X 20% = $$$ First option year =$$$ X 20% = $$$ Second option year =$$$ X 20% = $$$ =$$$ Five (5) business days turnaround time: Initial contract =$$$ X 60% = $$$ First option year =$$$ X 60% = $$$ Second option year =$$$ X 60% = $$$ =$$$ Per hour rate for assistance if required Initial contract =$$$ X 10% = $$$ First option year =$$$ X 10% = $$$ Second option year =$$$ X 10% = $$$ =$$$ Total = $$$ 5.3 Tie-break i) In the event that there are two or more compliant proposals achieving the identical lowest price compliant proposal as a result of the above, the proposal with the lowest per page rate for the Five (5) business days turnaround rate will be selected as the winning bid. ii) Should there are two or more compliant proposals achieving the identical lowest "per page rate for the Five (5) business days turnaround", then the proposal with the highest number of years of experience demonstrated in M4 will be selected as the winning bid.

17 DND-12/ Appendix 1 Federal Contractors/Offerors Program Page 1 of 1 APPENDIX 1 TO RFSO DND-12/ FEDERAL CONTRACTORS/OFFERORS PROGRAM 1. The Federal Contractors/Offerors Program for Employment Equity (FCP-EE) requires that some organizations bidding for federal government Contracts/Standing Offers, valued at $200,000 or more (including all applicable taxes), make a formal commitment to implement employment equity, as a condition precedent to the Contract/Standing Offer award. If the Contractor/Offeror is subject to the Program, evidence of its commitment must be provided prior to the award of any Contract. Contractors/Offerors that have been declared "Ineligible Contractors/Offerors" by the Department of Human Resources and Skills Development (HRSD) are no longer eligible to receive government Contracts over the threshold for solicitation of bids as set out in the Government Contract Regulations (currently at $25,000, including all applicable taxes), either as a result of a finding of non-compliance by HRSD, or following their voluntary withdrawal from the Program for a reason other than the reduction in their workforce. Any bid from ineligible Contractors will not be considered for award. 2. The Offeror certifies its status with FCP-EE, as follows: The Offeror (a) ( ) is not subject to FCP-EE, having a workforce of less than 100 permanent full or part-time employees in Canada, (b) ( ) is not subject to FCP-EE, being a regulated employer under the Employment Equity Act; (c) ( ) is subject to the requirements of FCP-EE, having a workforce of 100 or more permanent full or part-time employees in Canada, but has not previously obtained a certificate number from HRSD, (having not bid on requirements of $200,000 or more), in which case a duly signed certificate of commitment is provided herewith (attached); (d) ( ) is subject to FCP-EE, and has a valid certification number as follows: (e.g. has not been declared "Ineligible Contractor" by HRSD). 3. If the Contractor/Offeror does not fall within the exceptions enumerated in 2. (a) or (b), the Program requirements do apply, and as such, the Contractor/Offeror is required to submit HRSD form LAB 1168, Certificate of Commitment to Implement Employment Equity, DULY SIGNED or a valid Certificate number confirming its adherence to the FCP-EE. 4. The Contractor/Offeror acknowledges that the Minister shall rely on this certification to award the Contract/Standing Offer. Should a verification by the Minister disclose a misrepresentation on the part of the Contractor/ Offeror, the Minister shall have the right to treat any Contract/Standing Offer resulting from this bid as being in default, and to terminate it pursuant to the Default provisions of the Contract/Standing Offer. 5. In all cases, the Contractor/Offeror is required to produce evidence or supporting information on demand prior to Contract/Standing Offer award, if such evidence is not included with its bid. Signature of authorized representative:.

18 DND-12/ Appendix 2 Non-Disclosure Agreement Page 1 of 1 APPENDIX 2 TO RFSO DND-12/ NON-DISCLOSURE AGREEMENT The Offeror shall not, without the prior written permission of the Contract Authority, disclose to anyone, other than an employee or a subofferor with a need to know, the information or documentation it has access to during the performance of the Work under the Contract. Prior to commencing the Work under the Contract, the Offeror shall require its employees or subcontractors who will be performing Work under the Contract or who are provided access to the Work to sign a Statement of Non-Disclosure substantially in the form set out below. Non-Disclosure Statement Agreement I,, recognize that in the Course of my work as an employee or sub Offeror of, I may be given access to information by or on behalf of Canada in connection with the Work, pursuant to Standing Offer Number DND-12/ between Her Majesty The Queen in Right of Canada, represented by the Minister of and [Name of the Contractor], including any information that is confidential or proprietary to third parties, and information conceived, developed or produced by the Offeror as part of the Work. For the purposes of this agreement, information includes but not limited to: any documents, instructions, guidelines, data, material, advice or any other information whether received orally, in printed form, recorded electronically, or otherwise and whether or not labelled as proprietary or sensitive, that is disclosed to a person or that a person becomes aware of during the performance of the Contract. I agree that I will not reproduce, copy, use, divulge, release or disclose, in whole or in part, in whatever way or form any information described above to any person other than a person employed by Canada on a need to know basis. I undertake to safeguard the same and take all necessary and appropriate measures, including those set out in any written or oral instructions issued by Canada, to prevent the disclosure of or access to such information in contravention of this agreement. I also acknowledge that any information provided to the Offeror by or on behalf of Canada must be used solely for the purpose of the Standing Offer and must remain the property of Canada or a third party, as the case may be. I agree that the obligation of this agreement will survive the completion of the Standing Offer Number: DND-12/ Signature Date

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22 DND-12/ APPENDIX 3 Security Requirements Check List (SRCL) Page 4 of 4 SECURITY REQUIREMENT FOR CANADIAN SUPPLIER: PWGSC FILE # DND The Contractor/Offeror must, at all times during the performance of the Contract/Standing Offer, hold a valid Facility Security Clearance at the level of SECRET, with approved Document Safeguarding at the level of SECRET, issued by the Canadian Industrial Security Directorate (CISD), Public Works and Government Services Canada (PWGSC). 2. The Contractor/Offeror personnel requiring access to CLASSIFIED information, assets or sensitive work site(s) must EACH hold a valid personnel security screening at the level of SECRET, granted or approved by the CISD, PWGSC. Until the security screening of the Contractor/Offeror personnel required by this Contract/Standing Offer has been completed satisfactorily by the Canadian Industrial Security Directorate, Public Works and Government Services Canada, the Contractor/Offeror personnel MAY NOT HAVE ACCESS to CLASSIFIED information or assets, and MAY NOT ENTER sites where such information or assets are kept, without an escort. 3. The Offeror MUST NOT utilize its Information Technology systems to electronically process, produce or store any sensitive CLASSIFIED information until CISD/PWGSC has issued written approval. After approval has been granted, these tasks may be performed at the level of SECRET. 4. Subcontracts which contain security requirements are NOT to be awarded without the prior written permission of CISD/PWGSC. 5. The Contractor/Offeror must comply with the provisions of the: (a) (b) Security Requirements Check List Industrial Security Manual (Latest Edition).