Council Chambers Refurbishment Project

their proposal to the Town of Canmore by email to the attention of Shravan Popuri, Manager of IT at shared.IT@canmore.ca. Closing Date and Time: Proposals must be received not later than 14:00:00 hours Mountain Time Zone (Canmore local time) on March 1, 2024 Electronic RFP responses are to be in PDF (.pdf) format only and all components shall be formatted and combined into one file that is inserted into the email submission. 1.1.1 RFP Contact Person: For clarification or additional information, Proponents shall only contact the person listed below. Brennan Piper Email – shared.IT@canmore.ca 1.1.2 See Section 2.0, item 2.6 below for additional information for Questions and Clarifications. The Town of Canmore may in its sole discretion disqualify responses that do not meet the formatting and other criteria set out in Section 4.0 of this RFP. 1.1.3 Responses must be in

English. 1.1.4 Pricing submissions shall be stated in Canadian dollars with Goods and Services Tax (GST) extra. 1.1.5 Each Proponent is solely responsible for ensuring that its response is received at the specified address (physical address or email address) by the specified closing date and time. Strict adherence to the closing date and time will be maintained, and unless the deadline date is extended by issue of Addendum, all responses received after this time and date will be returned unopened. 1.1.6 This Request for Proposals is not a tender, and the Town of Canmore does not intend for the laws of competitive bidding to apply. END OF SECTION 1.0 mailto:shared.IT@canmore.ca mailto:shared.IT@canmore.ca Request for Proposal - Council Chambers Refurbishment Reference Number: 7276 Page | 2 2.0 GENERAL CONDITIONS OF RESPONSE 2.1 PURPOSE OF THE REQUEST FOR PROPOSAL (RFP) The Town of Canmore is issuing this Request for Proposal (RFP) to select a Provider to support the implementation, configuration, and ongoing support for Audio/visual equipment for the Council Chambers Refurbishment Project The Town of Canmore reserves the right to modify the terms or cancel the RFP process at any time. 2.2 SUBMISSION OF RESPONSE TO THE RFP 2.2.1 By submitting a response to this RFP, each Proponent accepts its terms and conditions. In addition, by submitting its response each Proponent waives all claims, rights, demands and the benefit of any provisions of any statute, rule of law or regulation that might adversely affect the rights of the Town of Canmore under this RFP. 2.2.2 Each Proponent shall make full disclosure of any actual or potential conflict of interest arising from any existing business or personal relationships with any of the following (each, a “Conflicted Person”): (i) any employee of the Town of Canmore; (ii) any member of the Town of Canmore Town Council (councillor); (iii) any board or committee member; (iv) any family member of any such employee, councillor or board/committee member; or (v) any business entity controlled by or otherwise not at arm’s length to any one or more of any such employee, councillor, board/committee member or family member. Without limiting the foregoing, details should be provided of any direct or indirect pecuniary interest of any Conflicted Person in the supply of the services contemplated by this RFP. Disclosure of any such actual or potential conflict of interest shall be made in writing with the Proponent’s response. 2.2.3 This RFP and any contracts subsequently entered into as a result hereof shall be governed by the laws of the Province of Alberta and the laws of Canada applicable therein. The courts of the Province of Alberta shall have exclusive jurisdiction over this RFP and any contracts entered into as a result hereof. 2.2.4 Proposal documents must be completed in accordance with the requirements of the Request for Proposal documents and no amendment or change to proposals will be accepted after the closing date and time. 2.2.5 All documents submitted by Proponents in response to this RFP are to remain the property of the Town of Canmore. 2.2.6 Proposals shall be irrevocable for sixty (60) days following the closing of the RFP and the proposals shall be retained by the Town of Canmore. 2.2.7 Proposals shall be signed by an authorized signatory of the Proponent using the Signature and Waiver Sheet in Section 5.0. If the Proponent is an incorporated company, the corporate seal of the Proponent shall be affixed or a certified true copy of a resolution of the corporation naming the person(s) in question as authorized to sign agreements on behalf of the corporation shall be attached to the proposal. Proponents who are sole proprietorships or partners shall sign their RFP response in such a way as to irrevocably bind the Proponent in an authorized manner. Request for Proposal - Council Chambers Refurbishment Reference Number: 7276 Page | 3 2.3 NO COMMITMENT 2.3.1 No commitment on t