RFP14-1480 Request for Proposal RFP14-1480 SUBJECT: EXECUTIVE SEARCH CONSULTANT FOR A VICE PRESIDENT ACADEMIC & PROVOST DATE OF ISSUE: September 08,, 2014 TO RESPOND BY RESPOND TO: September 22, 2014 3:00 p.m. (1500 hours) Pacific time Sheila Keith, Director Purchasing, Contract, & Risk Management University of Northern British Columbia 3333 University Way Prince George, BC V2N 4Z9 Email: keiths@unbc.ca SIGNATURE AT ISSUE:
RECEIPT CONFIRMATION FORM REQUEST FOR PROPOSAL RFP14-1480 EXECUTIVE SEARCH CONSULTANT Please complete this form and fax IMMEDIATELY to: Purchasing, Contract & Risk Management University of Northern British Columbia 3333 University Way Prince George, BC V2N 4Z9 Attn: Sheila Keith, Director Fax Number: 250-960-5507 Failure to return this form may result in no further communication regarding this Request for Proposal. COMPANY NAME: ADDRESS: CITY: PROV: POSTAL CODE: CONTACT PERSON: CONTACT TELEPHONE: FAX: EMAIL: I have received a copy of the above noted Request for Proposal. Yes, I will be responding to this Request. Therefore, I authorize the University of Northern British Columbia to send further correspondence No, I will not be responding.
TABLE OF CONTENTS REQUEST FOR PROPOSAL RFP14-1480 EXECUTIVE SEARCH CONSULTANT RECEIPT CONFIRMATION FORM PAGE 1.0 INFORMATION AND INSTRUCTIONS 1 1.1 PURPOSE 1 1.2 DEFINITIONS 1 1.3 ISSUING OFFICE 1 1.4 KEY DATES 2 1.5 CLOSING DATE AND TIME 2 1.6 PROPOSAL SUBMISSION 2 1.7 PROPOSAL COSTS 3 1.8 IRREVOCABLE OFFER 3 1.9 INQUIRIES AND CHANGES 3 1.10 SELECTION PROCESS 4 1.11 BASIS OF SELECTION 5 1.12 CONTRACTUAL OBLIGATION 5 1.13 CONTRACT PROVISIONS BY REFERENCE 6 1.14 CONFIDENTIALITY 6 2.0 SELECTION CRITERIA 7 2.1 CORPORATE AND PROJECT PERSONNEL 7 2.2 SCHEDULE 7 2.3 REFERENCES 9 2.4 FEES AND DISBURSEMENTS 9 2.5 EVALUATION 9 3.0 MANDATORY CONTRACTUAL PROVISIONS 10 3.1 THE UNIVERSITY S AUTHORIZED REPRESENTATIVES 10 3.2 AMENDMENTS 10 3.3 NOTICES 11 3.4 INDEMNITY 11 3.5 INSURANCE 11 3.6 WORKERS COMPENSATION 12 3.7 GOVERNING LAW 12 3.8 ASSIGNMENT 12 4.0 PREFERRED CONTRACTUAL PROVISIONS 12 4.1 COMMITMENTS, WARRANTIES AND REPRESENTATIONS 12 4.2 PRICE PROTECTION 13 4.3 TERMINATION AND CANCELLATION 13 4.4 GUARANTEE 13
ATTACHMENT A: SUBMISSION REQUIREMENTS 14 SCHEDULE I: BIDDERS CHECKLIST 16 SCHEDULE II(A): PROPOSAL RESPONSE FORM 17 SCHEDULE II(B): PROPOSAL SIGNATURE(S) 18
UNIVERSITY OF NORTHERN BRITISH COLUMBIA REQUEST FOR PROPOSAL RFP14-1480 EXECUTIVE SEARCH CONSULTANT 1.0 INFORMATION AND INSTRUCTIONS 1.1 PURPOSE The University of Northern British Columbia, hereinafter referred to as the University is in the final stages of selecting an experienced Executive Search Consulting firm specializing in the identification, evaluation and selection of a Vice President Academic & Provost. The successful candidate is to begin in the position by or before January 1, 2015. Under the leadership of the Provost, the primary role of the Office of the Provost is to oversee comprehensive strategic planning, development and implementation of academic matters at the University of Northern British Columbia. The Office of the Provost collaborates with governance, academic, administrative, research, finance, and other service areas of the university to ensure UNBC delivers excellence in academic programs and research initiatives. Above all, the Provost ensures that the needs of the students, faculty and staff are met. The compensation package is comprised of; Salary Base: $190,000.00 Pension Plan Benefits: 20% Through this Request for Proposal, the University seeks to: 1.1.1 Determine final contract pricing 1.1.2 Specify the terms and conditions that would govern any resulting contract and addendums and, 1.1.3 Select the successful Firm This Request for Proposal states the instructions for submitting proposals, and the procedure and criteria by which a firm will be selected. 1.2 DEFINITIONS Hereinafter, each company receiving this Request for Proposal is referred to as a Firm, and a Firm s proposal in response to the Request for Proposal is referred to as a Proposal.
1.3 ISSUING OFFICE University of Northern British Columbia Purchasing Department 3333 University Way Prince George, BC V2N 4Z9 Attention: Sheila Keith, Director Phone: 250-960-5558 Fax: 250-960-5507 1.4 KEY DATES Listed below are the important events and the target dates and times by which the events are expected to be completed: A. Issue of Request for Proposal September 8, 2014 B. Return Receipt Confirmation Form IMMEDIATELY C. Respondent s Inquiries Up to the end of Sept 14, 2014 D. University s Responses Up to the end of Sept 15, 2014 E. Due Date for Submission of Proposals Sept 22, 2014 D. Acceptance of Successful Proposal (if any) Sept 27, 2014 1.5 CLOSING DATE AND TIME Proposals, signed by the Firm s authorized representative, must be received by the Issuing Office, not later than 3:00.00 PM (15:00 Hours) Pacific Time, September 22, 2014 The University will not accept submissions of any Proposals after the closing date and time. Any submissions received after the closing date and time shall be considered disqualified and will be returned unopened to the Respondent who submitted the RFP. Under no circumstances, regardless of weather conditions, transportation delays, technological problems or any other circumstances, will late submissions be accepted. 1.6 PROPOSAL SUBMISSION One (1) electronic copy of the Firm s proposal must be submitted electronically to the Issuing Office at Sheila.Keith@unbc.ca on or before the closing date. FAXED REPLIES WILL BE ACCEPTED. Firms may not make modifications to their Proposals after the closing date and time except as may be allowed by the University pursuant to Section 1.10. Amendments must be received in writing prior to the Closing Time to be considered as part of the Respondent's proposal.
The University accepts no responsibility for non-receipt and delays in receipt caused by facsimile transmission and reception problems, equipment failure, technological problems, or any other similar cause. Verbal, telephonic, facsimile and telex modifications or amendments received after the Closing Time will not be considered and will not form any part of the Proposal submitted. Proposals which contain qualifying conditions may be disqualified or rejected. Proposals will be opened immediately after the Closing Time at the office of the Purchasing Division, University of Northern British Columbia, Room 1085, 3333 University Way, Prince George, BC V2N 4Z9. Only the names of the Respondents will be disclosed by the University of Northern British Columbia to the Respondents. The University may reproduce any of the Firm s Proposal and supporting documents for internal use or for any other purpose required by law. The university will be reproducing the proponent s submission for the President s Executive Council. Only the original copy will be retained by the university. All reproduced copies will be shredded once the President s Executive Council has made their decision. The University will not be obligated in any way by the Firm s Proposal. The University will not return any of the Firm s Proposal and supporting documents to the Firm. 1.7 PROPOSAL COSTS The Firm has the sole responsibility for all costs associated with preparing and submitting its Proposal in response to the Request for Proposal as well as all travel costs associated if short listed to present to the committee. In no event will the University be responsible for the costs of preparation or submission of any Proposal. 1.8 IRREVOCABLE OFFER Proposals submitted to the University shall constitute a valid and irrevocable offer which is open for acceptance by the University from and after submission until the expiration of the 60 th day following the Closing Date specified in Section 1.5. The University reserves the right to accept the Proposal which it deems most advantageous, and the right to reject any or all Proposals. The University will not be liable under any contract in connection with this Request for Proposal, or the submission of Proposal, unless and until the University has accepted one Proposal.
1.9 INQUIRIES AND CHANGES All inquiries regarding the selection process or the terms of the Request for Proposal MUST be FAXED or EMAILED by the end of September 14 th, 2014 to: Sheila Keith Fax: (250) 960-5507 Sheila.Keith@unbc.ca The submitted questions and the answers from the University of Northern British Columbia will be issued in written form and signed by the Director, Purchasing, Contract & Risk Management and then posted to www.unbc.ca/purchasing - Active Tenders & RFPs. Any Addenda shall be considered as part of the Proposal Documents. It is the responsibility of each firm to check the web site for any addenda posted. UNBC will not be faxing or emailing addenda to firms. It is also the responsibility of each Firm to inquire about and clarify any requirements of this Request for Proposal which are not understood. The University of Northern British Columbia shall not be responsible for, and the Respondent shall not rely upon, any instructions or information given to any Respondent other than in writing in accordance with the requirements of the Request for Proposal. The RFP is not to be discussed with any other University of Northern British Columbia employee except at the direction of the Director, Purchasing, Contract & Risk Management. Failure to do so could result in the rejection of your bid. Firms must obtain their own information on all matters and things that may in any way influence them in making their Proposal and fixing prices. Firms must satisfy themselves in all respects as to the risks and obligations to be undertaken by them. If a Firm discovers any inconsistency, discrepancy, ambiguity, errors, or omissions in this Request for Proposal, it must notify the University immediately in writing. The University may, at any time, make and stipulate changes to this Request for Proposal. The University may provide additional information, clarification or modification by written addenda. All addenda shall be incorporated into and become part of the Request for Proposal. The University shall not be bound by oral or other informal explanations or clarifications not contained in written addenda.
1.10 SELECTION PROCESS Selection of the successful firm will be by review by UNBC s President s Executive Council. Because the University bases any decision to award a contract on the Proposals submitted, Firms should include all requirements, terms or conditions it may have in their proposal, and should not assume that any opportunity will exist to add such matters after the Proposal is submitted. 1.11 BASIS OF SELECTION The University will not necessarily accept the lowest price or any Proposal. Any implication that the lowest or any Proposal will be accepted is hereby expressly negated. The University will not be limited as to its criteria for evaluation of Proposals. The University may take into account whatever criteria and considerations it wishes to. These may include but will not be limited to: 1.11.1 The Firm s capability to provide exceptional service as described in this RFP and the information contained in the proposal as supplied by the Firm in response to this Request for Proposal. 1.11.2 Any mutually beneficial features or advantages which are unique to the Firm s Proposal which the University has not listed in Attachment A. 1.11.3 The Firm s demonstrated relevant experience, qualifications and success in providing the service particularly in a Vice President Academic & Provost search. 1.11.4 The quality of the Proposal, specifically: Proposals shall be prepared in a straight forward manner, and shall describe the Firm s offering(s) and capabilities in a format that is reasonably consistent, comprehensible, and appropriate to the purpose. 1.11.5 The contractual terms proposed by the Firm which would govern any contractual relationship with the University. 1.11.6 The Firm s references from institutions which are comparable to the University. 1.11.7 The Firm s price. 1.12 CONTRACTUAL OBLIGATION Mandatory Contractual Provisions (Mandatory Provisions) and Preferred Contractual Provisions (Preferred Provisions) that will govern any subsequent
contract issue are outlined in this Request for Proposal. The Firm s Proposal is automatically deemed to include the Firm s agreement to the Mandatory Provisions and the Preferred Provisions unless the Firm expressly and specifically provides otherwise in its Proposal. Mandatory Provisions are listed in Section 3.0. The Firm may not modify any Mandatory Provisions in its Proposal. If the Firm has any Mandatory Provision or wishes to incorporate or use any Firm standard terms and conditions, the Firm shall append such materials to its Proposal and indicate thereon such Mandatory Provisions. The Firm s Mandatory Provisions will also be considered as part of the selection process. Preferred Provisions are listed in Section 4.0. Such provisions are desirable to the University but are open to negotiation between the University and the Firm. The Firm may reject or make changes to preferred provisions by explicitly stating so in its Proposal. 1.13 CONTRACT PROVISIONS BY REFERENCE The University s acceptance of the Firm s Proposal by issuance of a Contract shall create a contract between the University and such Firm containing all specifications, terms and conditions in the Proposal except as amended in the Contract. Any exceptions taken by the Firm which are not included in the Contract will not form part of the contract. In the event of a conflict between the terms and conditions of the Request for Proposal and information submitted by a Firm, the terms and conditions of this Request for Proposal and the Contract will govern. 1.14 CONFIDENTIALITY The Firm acknowledges that the University is a public body subject to the Freedom of Information and Protection of Privacy Act (the Act). The Firm shall review the Act and determine the categories of records which are excepted from disclosure under the Act. The Firm shall clearly mark Confidential all information regarding the items and conditions, financial and/or technical aspects of the Firm s Proposal, which in the Firm s opinion are of a proprietary or confidential nature at the relevant item or page. If the University receives a request for information under the Act which includes information provided by the Firm, the University will give the Firm notice of such request and the Firm will respond to such notice within 20 days or less. If the Firm does not respond to the notice from the University, the University will proceed to process the request for information. The University shall use all reasonable efforts to hold all information marked Confidential by the Firm in strict confidence but shall not be liable for any inadvertent disclosure. If the University s response to a request under the Act is appealed to the Office of the Information and Privacy Commissioner, the Firm shall have the burden of
proof per section 57 (3) of the Act. The Firm shall be responsible for all costs related to its confidentiality requirements. If the University declares and marks certain information about the University to be received by the Firm as Confidential, the Firm must not disclose such Confidential information to any third parties unless authorized to do so in writing by the University. The Firm and The University agree that the reciprocal obligations of confidentiality will survive the termination of any contract that might arise between the parties. 2.0 SELECTION CRITERIA It is intended that the best qualified Respondent will be selected to carry out this commission. The selection committee will use materials provided in the Respondent's proposal submission and form a short list. If it is deemed to be required the selection committee will interview and receive presentations from either two or three short listed firms. It is the intent of the University of Northern British Columbia to validate and select the most effective firm that will realistically meet the performance requirements set out in this Request for Proposal. The following considerations will be used in the selection of a successful Firm and should be included in the proposal: 2.1 Corporate and Project Personnel: A. Demonstrate corporate and project personnel experienced in Vice President Academic & Provost searches. Each respondent will submit a brief description of their organization, including number of employees, location of head office, and personnel assigned to this particular contract. The lead assigned person for each search must attend all search committee meetings on campus. B. Academic qualifications and/or professional certifications and current experience of all personnel who will be involved in this contract. 2.2 Schedule: Respondents shall have a demonstrated ability to complete the project within the prescribed time frame. A proposed schedule for the work, including milestone dates, must be included in the proposal. All costs should include all travel and disbursements associated with the respondent s proposed meeting schedule:
Search Committee convenes Review process of the Vice President Academic & Provost is completed Advertisements are approved The remainder of the schedule will be as determined by the Search Committee with a view to announcing a new Vice President Academic & Provost as soon as available. 2.3 References: Respondents will list a minimum of three references in a Canadian University or post-secondary education setting for projects directly related to a Vice President Academic & Provost search which they have completed in the last one to five years. The following information should be included: A. Organization B. Address C. Contact Person D. Phone Number Please refer to and fill out with the above information and submit with the proposal documents. 2.4 Fees and Disbursements: Selection of the successful Firm will not be based solely upon the fees stated in their submission. However, proposals must contain all cost data for all services provided in accordance with the scope of this contract. The University reserves the right to negotiate both final price and scope of this contract. Each Firm shall provide a complete fee structure including disbursements as well as any charges not specified in the above which will or may be billed to the University by the Firm in performing the work proposed. In addition, the Firm shall clearly indicate any known possibility for unanticipated charges to the University, other than the Firm s charges specified in its Proposal, as well as make any suggestions for cost savings in any area. All charges for services must be submitted with the response. Charges not listed will not be honoured. The University of Northern British Columbia is not responsible for any costs not specified in the Proposal response. All taxes (G.S.T.) shall not be included in the Proposal prices submitted. The University of Northern British Columbia contract resulting from this Proposal and any subsequent negotiations will note any applicable tax.
2.5 Evaluation: In evaluating the Proposal, the University may consider criteria, including: - The Proposal price. - The Respondent's ability to complete the Work within the scheduled time. - The Respondent's references - The Respondent's ability to cooperate and work effectively with the University of Northern British Columbia s President s Executive Council and the University's representatives on the search committee. - The Respondent's understanding of the Scope of the Work as well as their proposed process and schedule - The Respondent's experience and competence in performing University Vice President Academic & Provost searches - The Respondent's Quality Assurance Program as it pertains to the Contract. - Other criteria which the University, in its sole discretion, may consider appropriate to its evaluation. 3.0 MANDATORY CONTRACTUAL PROVISIONS The following terms and conditions are mandatory and shall be deemed to be incorporated. 3.1 THE UNIVERSITY S AUTHORIZED REPRESENTATIVES The only persons who are or shall be authorized to speak or act for the University in any way with respect to any contract resulting from this Request for Proposal are those whose positions or names have been specifically designated in Section 1.9, and the Provost or the designate. It is hereby declared and agreed by the Firm that all Proposals submitted to the University by the Firm have been prepared on the basis of its own knowledge of the nature of the work to be performed or of the goods to be supplied, the location, quality, and character of the equipment and facilities needed, as well as general and local conditions and all other such matters which can affect the Firm s performance under any contract between the parties that might result from the Firm s Proposal. The Firm further agrees that it does not rely upon any information given or statements made by representatives of the University with regard to the Firm s Proposal or work to be performed. 3.2 AMENDMENTS No amendment of a contract resulting from this proposal process shall be effective unless it is reduced to writing and executed by the University s Director,
Purchasing, Contract & Risk Management or Administration Contracts Officer and by the individual signing the Firm s Proposal or another individual named by the Firm as specified in Section 3.3. 3.3 NOTICES All notices provided hereunder shall be given in writing and delivered in person, by facsimile, or by registered or certified mail, return receipt requested addressed as follows: If to the University: Purchasing, Contract, & Risk Management University of Northern British Columbia Attention: Sheila Keith, Director 3333 University Way Prince George, BC V2N 4Z9 Fax No. (250) 960-5507 The person signing the Firm s Proposal in response to the University s Request for Proposal, at the Firm s address indicated in such Proposal; or to such other person or address as either may designate for itself in writing and provide to the other. Notice shall be deemed given when delivered the third business day following the day such notice is deposited in the mail, or upon facsimile transmission. In the event of any interruption in the ordinary postal service, any such notice shall be delivered or sent by facsimile transmission and not mailed. 3.4 INDEMNITY The Firm shall indemnify, hold harmless and defend the University for all damage suffered by it due to the negligent actions or wrongful acts of the Firm, its employees, servants or agents. The Firm shall indemnify and hold harmless the University, its Board of Governors, its employees, students, servants and agents from all claims, demands, losses, costs, damages, actions, suits, or proceedings initiated by third parties arising from the negligence of the Firm, his employees, servants, or agents. 3.5 INSURANCE The Firm warrants and represents that it has the following insurance coverage: 3.5.1 GENERAL LIABILITY INSURANCE General Liability Insurance with a limit of not less than $2,000,000.00 inclusive per occurrence for bodily injury, (including death) and damage to property including loss of use thereof. Such insurance shall include coverage for broad from property damage, contractual liability, completed
operations and product liability. The University of Northern British Columbia shall be named as an additional insured on the policy, but only with respect to the operations of the Firm in the performance of this contract. 3.5.2 AUTOMOBILE LIABILITY INSURANCE Automobile Liability Insurance for a limit of not less than $2,000,000.00 for all owned, leased or rented licensed vehicles used in the performance of the contract. 3.6 WORKERS COMPENSATION The Firm with whom the University wishes to contract warrants and represents that it shall comply with the relevant Workers Compensation Board requirements. 3.7 GOVERNING LAW Any contract resulting from this request for proposal shall be governed by and interpreted in accordance with the laws of the Province of British Columbia. 3.8 ASSIGNMENT Any agreement(s) made as a result of this Request for Proposal may not be assigned or transferred by either party to such agreement without the prior written approval of the University. 4.0 PREFERRED CONTRACTUAL PROVISIONS The following terms and conditions are desirable. Firms may propose alternate language, but are requested to limit their changes to those of a substantive nature. Except to the extent that changes are made in the Firm s Proposal, these provisions shall be deemed to be incorporated in the Firm s Proposal. 4.1 COMMITMENTS, WARRANTIES AND REPRESENTATIONS Any commitment made by a Firm pursuant to its Proposal shall be binding upon the Firm. For the purposes of its Proposal, a commitment by a Firm includes: Prices and options committed to remain in force over specified periods of time; 4.2 PRICE PROTECTION The University will not pay any additional costs above those costs listed in a Firm s Proposal. 4.3 TERMINATION AND CANCELLATION
The University shall have the unilateral right to terminate any contract formed between the parties in the event that any one or more of the following events; (a) the Firm shall fail to deliver the services required by the agreement or (b) the Firm shall repeatedly fail to respond to requests for services within the time limits set forth in the agreement or (c) the Firm shall breach any of the other terms set forth within the agreement or (d) upon 30 days notice by the University. 4.4 GUARANTEE It is agreed to by both parties that if the successful candidate leaves the employ of UNBC within twelve (12) months of starting in the position of the Vice President Academic & Provost, the Firm will conduct a new search with UNBC being responsible for disbursements only.
ATTACHMENT A REQUEST FOR PROPOSAL RFP14-1480 SUBMISSION REQUIREMENTS 1. It is the intent of the university to award a contract to the successful respondent. The firm will work with members of the President s Executive Council, the Search Committee, as well as designated members from the UNBC Faculty and Administration. 1.1. Corporate and Project Personnel: Please give a brief history of your organization. Include number of employees, location of head office, personnel assigned to this contract, with academic and professional qualifications, and their office location. A. Academic qualifications and/or professional certifications and current experience of lead person who will be involved in this project. 1.2. List the experience of your organization, as well as the personnel assigned to our contracts has in Executive Searches for a Vice President Academic & Provost of a Canadian university or other post-secondary institution. 1.3 Proposed process and schedule for project, including milestone dates and anticipated completion date. (Number of weeks). 1.4 Proposed program for location of individuals suitable for the position as listed. 1.5 Recruitment of Candidates: List your organization s recruitment strategy for both interviewing and assessing candidates. 1.6 Fees: List your organizational fee structure for services, including all anticipated disbursements. 1.7 Guarantee of Candidate: As per 4.4 of Preferred Contractual Provisions. 1.8 Please list your organization s success rate in the completion of searches which resulted in the placement of a Chair- College of Science and Management and how long the candidate was or is in the position. 1.9 References from at least three (3) University or Post Secondary Institutional organizations.
SCHEDULE I BIDDERS SUBMISSION CHECKLIST REQUEST FOR PROPOSAL RFP14-1480 EXECUTIVE SEARCH CONSULTANT 1. Attachment A - Submission Requirements 2. Schedule II(A) - Proposal Response Form 3. Schedule II(B) - Proposal Signatures FAILURE TO SUBMIT ALL THREE ITEMS ON THE ABOVE LIST WILL RESULT IN THE DISQUALIFICATION OF THE RESPONDENT S BID.
SCHEDULE II (A) PROPOSAL RESPONSE FORM REQUEST FOR PROPOSAL RFP14-1480 EXECUTIVE SEARCH CONSULTANT This proposal response form must be completed by each Firm and forwarded to The University of Northern British Columbia. All requirements outlined in the Request for Proposal with their submission and any other documentation requested by UNBC, and any important information developed by the Firm as part of its presentation, must accompany this form. PROPOSAL We,, having examined the Request for Proposal and all other information and documents included in the Request for Proposal, do hereby offer and agree to as described. 1. Receipt of the following addenda is acknowledged: Addendum No. Date: Addendum No. Date: Addendum No. Date: 2. The University reserves the right to waive irregularities and informalities, to reject proposals from Firms found not to be responsive according to the terms of the invitation, and the right to reject all proposals.
SCHEDULE II (B) PROPOSAL SIGNATURE(S) REQUEST FOR PROPOSAL RFP14-1480 EXECUTIVE SEARCH CONSULTANT The undersigned agrees not to withdraw or modify this Proposal for a period of sixty (60) days from submission deadline. NAME OF FIRM: AUTHORIZING SIGNATURE: Print Name Official Capacity: Address: City: Province or State: Postal or Zip Code: Date: Telephone: Fax: Email: Duly authorized officers of the Firm(s) shall properly execute the Proposal as follows: If the Firm is a corporation, the proposal shall be signed in the name and under the seal of the corporation by a duly authorized officer of the corporation, with the designation of his/her official capacity, and attested properly. The proposal shall show the place in which the corporation is chartered. If the Firm is an individual, he or she shall sign the proposal in person or by representative and be witnessed, stating the name or style, if any, under which he or she is doing business. If the signing is by representative, his or her power of attorney or other authorization shall be stated, and a certified copy thereof shall be attached to the Proposal. If the Firm is a joint venture or partnership, the proposal shall be signed by each of the persons or firms, which is a party to the joint venture agreement. A certified copy of the joint venture agreement shall be attached to the Proposal. A joint venture will not be accepted unless the joint venture agreement or some other signed and legally binding instrument is certified and attached to the proposal, containing provisions for one of the parties to the joint venture to be in full direction of the project and to exercise this direction through a single individual, to be appointed Manager of Operations with the consent of all parties to the joint venture agreement.