REQUEST FOR PROPOSALS. for. Online Monitoring Services RFP/COM/16/05/ Date Issued: June 9, 2016

Transcription

1 REQUEST FOR PROPOSALS for Online Monitoring Services RFP/COM/16/05/ Date Issued: June 9, 2016 Proposal Submission Deadline: 3:00:59 p.m. ET on June 24, 2016 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 D RATE FORM APPENDIX E TERMS AND CONDITIONS OF CONTRACT PERFORMANCE REF: RFP/COM16/05/ 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 Online Monitoring Services, as further described in Section 2 of Appendix C - RFP Specifications (the "Deliverables"), for a period of two (2) years. The IESO may, in its sole discretion, extend the term for up to one (1) additional year. 1.2 Background - Independent Electricity System Operator (IESO) The Independent Electricity System Operator ( IESO ) works at the heart of Ontario's power system ensuring there is enough power to meet the province's energy needs in real time while also planning and securing energy for the future. It does this by: balancing the supply of and demand for electricity in Ontario and directing its flow across the province's transmission lines; planning for the province's medium- and long-term energy needs and securing clean sources of supply to meet those needs; overseeing the electricity wholesale market where the market price of electricity is set; and fostering the development of a conservation culture in the province through programs such as Save on Energy. The IESO includes both unionized and non-unionized employees. There are two unions within the IESO, namely, the Power Workers Union and the Society of Energy Professionals. The Proponent will need to convey their ability to work within this type of environment. 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 June 9, 2016 Proponents Deadline for Questions 2:00:59 pm on June 16, 2016 Posting of responses to Questions June 20, 2016 REF: RFP/COM16/05/ Page 3 of 35

4 Deadline for Issuing Addenda June 22, 2016 Proposal Submission Deadline 3:00:59 pm on June 24, IESO Contact 1.6 Definitions Name : Megan Filey, Sr. Procurement Specialist megan.filey@gmail.com 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. "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. Proposal means the entire content of a response submitted to the IESO from a Proponent in reply to this Request for Proposals. For clarity, this includes the entirety of the Proponent s Technical Submission, appendixes, exhibits or other such content provided to the IESO for evaluation under the Terms and Conditions of this RFP. Service Provider means a Preferred Proponent which ultimately executes an Agreement with the IESO. Technical Submission means the content submitted by a Proponent as outlined in Sections 3 of Appendix C (Technical Submission Content), inclusive of all Curriculum Vitae and exclusive of the appendixes identified in Part 2.1 of the RFP and the pricing submission as outlined in Section 4 of Appendix C. [End of Part 1] REF: RFP/COM16/05/ 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) included as a separate electronic file from the Technical Submission. Any inclusion of the Rate Form within the Technical Submission may result in the disqualification of the Proponent s Proposal. 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 Agreement in the form attached as Appendix E please include details of any proposed changes in a marked-up version. Proposals that do not contain any proposed amendments will be deemed to have accepted the terms and conditions as provided by the IESO. 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 Short List and Further Evaluation The IESO may, in its sole and absolute discretion, short list one or more Proponents for further evaluation, including by way of interview, presentation and/or demonstration, and/or request for references. At the conclusion of Stage III, a Preferred Proponent or Preferred Proponents will, subject to the express and implied rights of the IESO, be selected. 2.4 Stage IV Negotiation of Agreement(s) and Award If the IESO selects a Preferred Proponent or Preferred Proponents, then it may: (a) (b) enter into an Agreement with the Preferred Proponent(s); or 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 REF: RFP/COM16/05/ Page 5 of 35

6 (c) 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. 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 REF: RFP/COM16/05/ Page 6 of 35

7 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) ed 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/COM16/05/ 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 web sites 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/COM16/05/ 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/COM16/05/ 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.doc or searchable.pdf format by to the IESO Contact address listed in Part 1.5 above. Proponents must submit separate electronic files for: i) the Technical Submission as outlined in Section 3 of Appendix C (Proposal Content); ii) Appendixes A, B and E (as applicable); and iii) the Rate Form as outlined 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 Online Monitoring Services (RFP/COM/16/05/000241) 4.4 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 will 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 will 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/COM16/05/ 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/COM16/05/ Page 11 of 35

12 APPENDIX A REGISTRATION FORM TO : Independent Electricity System Operator FROM : [Insert Name of Proponent] RE : RFP for Online Monitoring Services (RFP/COM/16/05/000241) 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/COM16/05/ 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/COM16/05/ 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/COM16/05/ 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/COM16/05/ Page 15 of 35

16 APPENDIX C IESO INFORMATION & REQUIREMENTS SECTION 1 OVERVIEW 1.1 Context The Independent Electricity System Operator (IESO) is seeking a an online subscription service for a tool or suite of tools that provides monitoring of social and online platforms, including Facebook user data (PYLON), and the ability to complete social listening on both IESO and the IESO s energy efficiency brand Save on Energy ( SOE ) owned social properties. As part of this engagement, the IESO will also require that the Service Provider offer reporting and some analysis of data collected from the online monitoring tool. Background: The IESO is releasing new positioning, messaging, look and feel in June 2016 for its Save on Energy brand that will include a variety of types of paid and unpaid media, both traditional and online. This online monitoring and reporting will be one of the primary ways in which the IESO will measure success of different campaigns and online sentiment/conversation across Ontario that include but are not limited to: energy efficiency, energy conservation, electricity pricing, and brand campaigns. SECTION 2 DELIVERABLES 2.1 Objective(s) [End of Section 1] The objective of this RFP is to obtain a tool (the Monitoring Tool ) to gather online and social data on an ongoing basis for analysis that will reflect not only IESO and SOE platforms and content performance on an ongoing basis, but also measures and shows overall data for topics and conversations across Ontario/Canada through pre-set queries on energy conservation, energy efficiency, electricity pricing, and a variety of other related topics. This tool must include Facebook PYLON data and a comprehensive filtering mechanism that will either include or exclude data for analysis (for example, excluding all news mentions or excluding hydro company handles and accounts). In addition, the Successful Proponent must provide reporting and analysis support on a monthly basis, either through direct work with the IESO or through assistance in setting up automated reporting and providing assistance by phone or in person as needed. 2.2 Scope: Technical Requirements REF: RFP/COM16/05/ Page 16 of 35

17 The Monitoring Tool should be subscription-based and require no licensing agreements or installation/integration with the IESO s internal networks; The Monitoring Tool must be compatible with Chrome or IE 10; Subscription(s) should have the capability to include multiple users (approximately 2-5); The collection/exporting of data/reports should pose no threat to IESO network security through strong and maintained security updates and data security measures; The Monitoring Tool should be easy to use without overly complicated actions/tasks; The Monitoring Tool should include filter options (for example, the ability to filter out news sites or specific handles/accounts); and The ability to set up alerts would be desired Setup The Service Provider will be required to complete the following tasks in the setup of the Monitoring Tool, in accordance with the timelines outlined in Section (2.3) of this Appendix C: Setup of queries/tags for monitoring owned social properties Setup of IESO owned social media platforms on the monitoring tool(s) Setup of queries/tags for monitoring all conversation and content around specific topics; Setup of automated reports; Setup of reporting structure and dashboard with input from the IESO; and Backfill of data for all platforms/sources on queries and social accounts. Data backfill should be provided for up to a minimum of (3) months. All criteria and filters will be provided to the Service Provider from the IESO. The Service Provider will be expected to provide advice and guidance on the best and most effective methodology for capturing useful data and reporting Monthly Reporting The Service Provider will be required to provide monthly reporting based on the queries that will be built out with the IESO. Monitoring and reporting must include Facebook PYLON data, in addition to online news sites and any other social media platforms. Additional ad hoc reports may be requested from time to time by the IESO Account Management Support The Successful Proponent must be able to provide technical support during the IESO s regular business hours (Monday Friday from 9am-5pm EST). Ongoing account management support should be provided through regular meetings with the IESO. It is anticipated that account management support meetings will be held on a monthly basis, however, increased or decreased frequency may be required during peak or slow periods. These meetings will REF: RFP/COM16/05/ Page 17 of 35

18 generally be held through teleconferencing, but could require on-site meetings on rare occasion. The IESO and successful Proponent will determine and agree upon the best method for this ongoing support. Additional ongoing support for the IESO project lead may be requested on an ad hoc/as needed basis and would include the ability to connect with the Service Provider by telephone as needed Training Staff training should be provided and include ongoing support for account management principles, reporting methods, account maintenance, and platform/ tool functions. Sessions can be offered monthly for up to two staff one-on-one or as a group webinar for at least 20 total training hours per year.. The delivery method and timing of training will be established and agreed upon by the IESO and Successful Proponent. 2.3 Timelines The following outlines the currently anticipated timeline for the delivery of the Services. These tasks will require a more detailed schedule, but key milestones are as follows: Task Deadline Responsible Delivery of any additional queries/keywords/topics to monitor Upon contract signature IESO Organization of monthly check-in meetings Upon contract signature IESO Setup owned social platforms on all tools Three days from contract signature Proponent Backfill/delivery of data One week from contract signature Proponent Setup of reporting dashboard One week from contract signature Proponent Setup of automated reports Two weeks from contract signature Proponent Ongoing work will follow timelines as agreed upon between the IESO and the successful Proponent. 2.4 Material Information Demonstrations The IESO anticipates that, as part of its overall evaluation of Proposals, the top three (3) ranked Proponents may be invited to provide an on-site demonstration to its evaluation team and subject matter experts. Demonstrations will be held at the IESO s downtown Toronto office located at 120 Adelaide Street West and will be evaluated on the same criteria as disclosed in Section 3 of this Appendix C. Any specific REF: RFP/COM16/05/ Page 18 of 35

19 details to be included in the demonstrations will be provided by the IESO with the invitation to participate Reporting Sample The IESO has provided a sample report attached as Schedule A to aid Proponents in understanding the IESO s reporting expectations. Proponents should use the report sample as information only. The sample is not provided as a template, nor is the IESO expecting a direct copy of the information provided. Proponents should ensure that their Proposals demonstrate the full reporting capabilities of the proposed Monitoring Tools that meet, at a minimum, the level of detail provided in the sample. [End of Section 2] REF: RFP/COM16/05/ Page 19 of 35

20 SECTION 3 TECHNICAL 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. Technical Proposals should be limited to a maximum of 10 pages (8-1/2 x 11 paper, no less than 11pt font). For clarity, Technical Proposals do not include Appendixes A, B, D or E. 3.1 Online Tool Requirements & Training Each Proponent should provide: A breakdown of the online monitoring capabilities and overview of the proposed Monitoring Tool; and A recommendation for the most appropriate functions based on Schedule A: Sample Report; Screenshots that includes dashboard capabilities, accompanied by a description of what is pictured for context; and Details that outline how the Proponent would propose to provide training for IESO staff. 3.2 Reporting Requirements Each Proponent should provide: Details that illustrate the breadth and depth of data available for all online platforms, topics, and conversations; Screenshots or copies of reporting functionality; Details that illustrate the breadth and depth of data available for Facebook; Please see Schedule A for a reporting example. 3.3 Timing Each Proponent should provide: Details that outline the typical setup required, including the required involvement from the IESO and approximate time commitments; A description of how the Proponent will continuously improve monitoring and reporting (whether through training or ongoing support and optimizations); A description of the access to information that the tool (s) provides: Access to sites, platforms. Details on how far back the tool(s) can reach or any backfill options. SECTION 4: PRICING PROPOSAL CONTENT [END OF SECTION 3] Each Proponent must provide their fees and costs in the manner and format provided as Appendix D Rate Form. In accordance with Part 2.1 of the RFP, the Price Submission must be submitted in a separate electronic file from the Technical Submission. Any inclusion of rates within the Technical Submission will result in the disqualification of the Proposal. REF: RFP/COM16/05/ Page 20 of 35

21 Proponents must complete the form as provided using fixed numbers for each item. Proponents must not provide ranges or options within the Rate Form. All rates must be in Canadian Dollars and exclusive of taxes. Proponents wishing to provide optional or alternate pricing from the format requested in Appendix D may do so by affixing additional pages outlining such optional or alternate pricing. The inclusion of optional or alternate pricing may not replace the completion of the Rate Form and will not be scored as part of the evaluation criteria. 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 SUBMISSION EVALUATION CRITERIA [END OF SECTION 4] 4.1 Proponent Submissions will be evaluated in the following manner: EVALUATION CRITERIA CATEGORY 1 Online Tool Requirements & Training as described in Section Reporting Requirements as described in Section Timing as described in Section Pricing as described in Section 4: Annual Fees Supplementary Fees: a. Reporting b. Analysis WEIGHTING (Points) TOTAL POINTS Pricing Evaluation Methodology Pricing will be scored in the following manner: REF: RFP/COM16/05/ Page 21 of 35

22 Each Proponent will receive a percentage of the total possible points allocated to price for the particular category, as calculated by the following formula: lowest bid price/proponent bid price = % For example, if the lowest bid from a Proponent in a particular category is $120, it receives 100% of the points (120/120 = 100%); a Proponent who bids $ receives 80% of the possible points for that category (120/150 = 80%) and a Proponent who bids $ receives 50% of the possible points for that category (120/240 = 50%). [END OF APPENDIX C] REF: RFP/COM16/05/ Page 22 of 35

23 APPENDIX D RATE FORM Proponent s Full Legal Name: Each Proponent must provide their fees and costs in the manner and format outlined below. In accordance with Part 2.1 of the RFP, the Price Submission must be submitted in a separate electronic file from the Technical Submission. Any inclusion of rates within the Technical Submission will result in the disqualification of the Proposal. Proponents must complete the form as provided using fixed numbers for each item. Proponents must not provide ranges or options within the Rate Form. All rates must be in Canadian Dollars and exclusive of taxes. Proponents wishing to provide optional or alternate pricing from the format requested in Appendix D may do so by affixing additional pages outlining such optional or alternate pricing. The inclusion of optional or alternate pricing may not replace the completion of the Rate Form and will not be scored as part of the evaluation criteria. 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. Annual Fees: Description Social Media Monitoring (not including Facebook): 5 queries, 600,000 mentions, 7 owned social properties Facebook PYLON Monitoring: 5 queries, 500,000 mentions Unit of Unit Rate Quantity/ Measure Frequency Per year 1 Per year 1 Set-Up Fees (applicable to year 1 only) Each 1 Monthly Reports on pre-defined criteria Each 12 Training for IESO staff Per Hour 20 Total Annual Fees: $ In the event of a mathematical discrepancy, the Unit Rates will prevail. Supplementary Fees: Total Extended Cost Description Unit Rate REF: RFP/COM16/05/ Page 23 of 35

24 Ad-Hoc reporting (per report) Ad-hoc Analysis of results (hourly) [End of Appendix D] REF: RFP/COM16/05/ Page 24 of 35

25 APPENDIX E SAMPLE TERMS AND CONDITIONS OF 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/COM16/05/ 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/COM16/05/ 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/COM16/05/ Page 27 of 35

28 independent judgment, or (ii) could or could be seen to compromise, impair or be incompatible with the effective performance of its contractual obligations. (b) The Consultant will: (i) avoid any Conflict of Interest in the performance of its contractual obligations, (ii) disclose to IESO without delay any actual or potential Conflict of Interest that arises during the performance of its contractual obligations, and (iii) comply with any requirements prescribed by IESO to resolve any Conflict of Interest. (c) In addition to all other contractual rights or rights available at law or equity, the IESO may immediately terminate this Contract upon giving notice to the Consultant where: (i) the Consultant fails to disclose an actual or potential Conflict of Interest, (ii) the Consultant fails to comply with any requirements prescribed by the IESO to resolve a Conflict of Interest, or (iii) the Consultant s Conflict of Interest cannot be resolved. 11. Payments, Gifts and Hospitality: To preserve the image and integrity of the IESO and its employees and agents, the Consultant and its personnel, agents or subcontractors must not: (a) make any offer of a loan, cash, gift certificate, discount or service; or (b) offer any business gifts or hospitality, other than items of nominal value given as an expression of reasonable courtesy or hospitality. The frequency, value and nature of gifts or hospitality must not be such that a reasonable person might conclude that the gift or hospitality could influence the recipient in performing his or her duties, including making a business decision, as a consequence of accepting such hospitality or gifts. 12. Insurance: During the Term, the Consultant will maintain the minimum insurance coverage specified in Schedule B and will provide satisfactory certificates of insurance confirming such coverage on request by the IESO. 13. Audit and Records Retention: The Consultant will maintain, at its cost, complete and accurate records of the Services performed for the IESO and all Fees, or other amounts, charged to the IESO, for a period of 7 years after the expiry or early termination of the Term. During the Term and for 7 years thereafter, the IESO and any person designated by the IESO will have access to the Consultant s records and documentation relating to the Services, at all reasonable times and on reasonable notice, for the purpose of auditing and verifying the performance of and Fees charged for the Services. 14. Exclusion of Liability: Notwithstanding anything to the contrary expressed or implied in this Contract, the IESO will not be liable to the Consultant for any general, indirect or consequential damages, including lost profits, or any economic loss of any kind, regardless of whether the liability to which damages relate arises in contract, tort, otherwise in law, or for any bodily injury, loss, or damage sustained by the Consultant, its employees, agents or subcontractors arising from any cause whatsoever. REF: RFP/COM16/05/ Page 28 of 35