RFP INVITATION LETTER TEMPLATE - University of Waterloo



Dear Madam or Sir,

Ericsson is soliciting projects from researchers across Canada for the purposes of strengthening Canada’s Information and Communications Technology (ICT) ecosystem and to enhance its vision of a Networked Society. Our objective is to select research projects that fully meet the requirements identified in this Request for Proposal (RFP).

We would hereby like to invite researchers from your institution to submit proposals in accordance to the "Request for Research Project Proposal”.

Within the RFP you will find all the information necessary to conduct a proper assessment of Ericsson’s requirements. Please note, unless otherwise indicated all financial information is stated in Canadian dollars.

Proposals received between Sept 14th 2016 and October 31st 2016 in response to this RFP will be handled by Ericsson eSourcing, an Internet based application.

If you would like to submit a proposal, please confirm your contact information by replying to the invitation email and sender with the following detail before October 15th, 2016 to receive detailed instructions outlining the RPF guidelines:

• Institution name

• Contact person (First Name, Last Name)

• Email address

• Telephone number

Regards,

Richard Pym

Strategic Sourcing Manager

BNES BL PRS Product Management Services

Ericsson Canada

Phone 613-963-8601

richard.pym@



Online Request for Proposal (RFP)

Request for Canadian Research Proposal

Content

1 Background and Scope 3

1.1 Scope of the Project 3

1.2 Attachments (Online under “RFX Attachments” link)

2 Supplier Selection Process 3

2.1 The process of selecting suppliers will be handled by Ericsson eSourcing, an Internet based application hosted by Integrated Business Exchange (IBX). Timeline 3

2.2 Evaluation of the Proposals 4

3 Instructions for Quote 4

3.1 Acknowledge Intention to Participate 4

3.2 Login Details to Ericsson eSourcing 5

3.3 How to Respond and Read Online Material 5

3.4 Supplier’s Cost for Document Development 6

3.5 Information Policy in the RFP 7

3.6 RFP Response Checklist 7

4 Contact Details 7

4.1 Commercial Contact 7

4.2 Ericsson eSourcing Application Support 7

5 Confidentiality 8

Enclosures to this letter

Exhibit1 – Research RFP Details

Exhibit2 – Research RFP Answer template

Exhibit3 – Template for General Terms: Industry-University Research Agreement

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Background and Scope

1 Scope of the Project

Ericsson is inviting Canadian universities to submit research project proposals that can benefit Ericsson’s business in Canada and internationally.

Projects should be $50,000 CAD and areas of focus include, but are not limited to the following subjects:

• Operator Support Systems - OSS

• Business Support Systems - BSS

• TV and Media Systems

• Cloud Technologies

• Network Function Virtualization - NFV

• Software Defined Networks - SDN

• 5G

• LTE

• Context Aware Communications

• Media Coding

• Data & Knowledge

• Security

• Internet of Things

• User Experience

• Next generation IP network

• Next generation fixed and mobile broadband technologies (ie. 5G)

• Heterogeneous networks and small cells

• Smart Grid communications

• Software engineering

• Machine-to-machine communications

• Internet of the future

• Business model research

• Social implications of a networked society

• Energy efficiency of infrastructure

• Virtualization

• Smart Cities

• Content Distribution Networks

• Data Center Architecture & Management

• Applications of networked society such as e-health, m-health,

intelligent transportation systems, security or cyber-security

The RFP is for well-defined projects undertaken by university researchers, their students and collaborators. Direct project costs are shared by Ericsson and potentially funding agency such as MITACS or NSERC, depending on eligibility.

While a majority of the awards are for one year, projects may range from one year to two years in duration. The projects can be at any point in the R&D spectrum that is consistent with the university’s research, training and technology transfer mandate. Eligible projects include focused projects with specific short to medium term objectives. All proposals require evidence of detailed planning, sound budget justification and must clearly spell out the underlying assumptions, intended approaches, milestones and deliverables.

Projects that focus on the application of existing technology, provide routine analysis, collect data without interpreting underlying mechanisms, or provide professional practice or consulting services (contract research) are not eligible. Similarly, proposals that involve the set-up and operational management of an institute, a formal or informal group of researchers, or that are principally associated with the acquisition and maintenance of scientific equipment will not be considered.

Supplier Selection Process

1 The process of selecting suppliers will be handled by Ericsson eSourcing, an Internet based application hosted by Integrated Business Exchange (IBX).

Timeline

The timeline for the RFP process is outlined below.

|Event | |

| |Date/Time Frame |

|RFP Issuance |September 14th, 2016 |

|RFP Questions Deadline |October 1st, 2016 |

|Ericsson Reply to Questions Deadline |October 17th, 2016 |

|RFP Proposal Submission Deadline |October 31st, 2016 |

|Estimated RFP Response Review Period by Ericsson |November 1st 2016 to December 1st 2016 |

|Estimated Final Decision Made and Research Project Selected|December 2016 |

Please note that all proposal submissions must be received on or before the date and time specified in the RFP.

2 Evaluation of the Proposals

Ericsson will evaluate all proposals with respect to the terms and conditions outlined in the RFP to determine the feasibility of signing an agreement with your institution based upon the submitted proposal.

Instructions for Quote

1 Acknowledge Intention to Participate

If you would like to submit a proposal, please confirm your contact information by replying to this email with the following details by October 15th, 2016 to receive detailed instructions outlining the RPF guidelines:

• Institution name

• Contact person (First Name, Last Name)

• Email address

• Telephone number

2 Login Details to Ericsson eSourcing

Once your information is uploaded to the Ericsson eSourcing application you will automatically receive an email that contains your password and login ID.

For security purposes, please change your password upon initial login. Your password must be a minimum of seven characters and included at least one number. Please note that the login ID and password is case sensitive.

1 Request More User Logins

Some institution may require more than one login. User requests shall be sent to your commercial contact in the following format:

|Supplier Name |Contact Work Phone Number |Contact |User First |User Last Name|Country |

| | |Email |Name | | |

|Institution |+1 234 567 8901 |test@ |James |Smith |Canada |

2 URL Address

URL:

3 Problems with Login

If you are experiencing issues with your login or other technical related problems, please contact Alina, alina.chiriac@.

3 How to Respond and Read Online Material

For functional instructions on how to respond to the RFX, exporting RFX responses or uploading/downloading attachments, please review the Supplier Tutorials.

You will also find online tutorials in the eSourcing application (top right corner).

When completing the RFP, suppliers should note the following requirements:

1 Technical Requirements

The Ericsson eSourcing application requires that all “pop-up blocker” software be disabled on your local PC when you are accessing the eSourcing application.

Please make sure that you allow “pop ups” in your Internet browser or you will not be able to respond to the RFP.

2 Attachments Guidelines

If you are uploading attachments in the RFP, please reference “Exhibit X – Tutorial_Add and Download RFx Attachments” for instructions.

In addition, please ensure you adhere to the guidelines below. Ericsson will not review or consider attachments unless suppliers conform to instructions and specifications which are issued herein.

1. Suppliers should ONLY upload attachments if the questions request them to do so. All other attachments will not be considered as part of the quotation.

2. The naming convention for all attachments is as follows:

__

Example: If Supplier A as a supplier were to provide an organization chart for question 3.1: “3.1_Supplier A_Organization chart Europe”

3 Statement of Compliance

The supplier must provide a complete and clear statement of compliance. For each questions requiring a statement of compliance, the supplier must state comply or not comply.

• Yes/Comply - meaning that the statement is fully accepted

• Partially - the supplier must provide a clear description of areas of non-compliance

• No/Not Compliant - meaning that the statement is not accepted

4 Supplier’s Cost for Document Development

Costs for developing the proposal responses are entirely the responsibility of the proposing party and shall not be charged in any manner to Ericsson.

No information in whole or in part will be returned to the respondents unless arrangements are made in advance of receipt of the proposals by Ericsson.

Please indicate the name, title, and location of the individual(s) who would attend if your institution were selected to further negotiations. The persons chosen to represent your institution should reflect your commitment to our effort plus Ericsson’s requirements for account management.

5 Information Policy in the RFP

Please note that all information submitted in the RFP will be treated confidentially and will not be shared with any other party that is not directly involved in the process.

6 RFP Response Checklist

During the time period when the RFP is open, suppliers are able to alter or update any given responses. When the session is closed, changes will no longer be accepted. All responses to the RFP should ONLY be submitted online, unless explicitly requested by Ericsson in writing.

In order for your submission to be considered complete, suppliers will have performed the following activities by the RFP’s closing date:

1. Completed online questionnaires

2. Added all requested attachments

Contact Details

All communication between Ericsson and suppliers will be via email. Do not use the Message functionality in the Ericsson eSourcing application.

1 Commercial Contact

For commercial questions, please contact:

Richard Pym

Strategic Sourcing Manager,

BNES BL PRS Product Management Services

Email: richard.pym@

2 Technical Contact

For technical questions, please contact:

Pierre Boucher

Head of Research & Innovation

Email: pierre.boucher@

3 Ericsson eSourcing Application Support

For Ericsson eSourcing application Support, please contact:

Alina Chiriac

eSourcing Analyst

Email: alina.chiriac@

Phone: 004021 401 5358

Mobile: 0040737 025 158

Confidentiality

Ericsson will treat all information submitted as confidential and will disclose this information only to its employees and those individuals bound by confidentiality who may from time-to-time assist Ericsson on this subject.

All information provided to you by Ericsson in connection with the process is to be treated as confidential and proprietary to Ericsson. As such, this material is to be used by you solely for the purpose of responding to this RFP. Access shall not be granted to third parties except upon Ericsson’s expressed and prior written consent and upon prior written agreement of the intended recipient to treat the materials as confidential. Ericsson may at any time request that any or all of its materials be returned or destroyed.[pic]

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