ࡱ> m bjbjzz 8bboHH4h` l `P!>"L"""=$:w(,*$ɬQ4$"=$44ɬ""7774j""7477F}"`eC 5T00`ե252B2ӧ+n).7/dI1U+++ɬɬ6+++`44442+++++++++HB : SERVICES AGREEMENT IN CONSIDERATION of the covenants of each of the parties to this Agreement, the parties covenant and agree with each other as follows: Definitions: In this Agreement, the following expressions have these meanings: Agreement means this Services Agreement between the University and the Contractor including the attached schedules, being Schedule A Description of Services and Fees, Schedule B Insurance Requirements and Schedule C Supplementary General Conditions for Services Agreement; Confidential Information means concepts, ideas, plans, data, trade secrets, methods, processes or procedures, or any other financial or business information marked as confidential by either party, except information that: becomes available in the public domain; is disclosed in good faith by a third party having legitimate possession and the right to make such disclosures; was already known without any obligation of confidence prior to disclosure; was developed independently prior to disclosure of any Confidential Information, or by employees who have not had access to the Confidential Information; The Universitys Confidential Information also includes all Personal Information. Contractor means the proprietorship, partnership, corporation or individual named on the last page of this Agreement; Fees means the fees referred to in Schedule A attached; FOIP means the Freedom of Information and Protection of Privacy Act, R.S.A. 2000, c. F-25, as amended from time to time; Personal Information means recorded information about an identifiable individual, as defined in more detail in FOIP; that is disclosed to the Contractor or collected, created, maintained, or stored by the Contractor in the performance of its duties under the terms of this Agreement, excluding the Contractors own accounting and human resources records; Services means the services to be performed by the Contractor, particulars of which are described in Schedule A attached; Term means the period commencing on the Commencement Date and ending on the Ending Date as set forth in Schedule A attached; University means The Governors of the ϲ. Services: The University hereby retains the Contractor, as an independent contractor, for the purpose of performing the Services during the Term and the Contractor hereby accepts the retainer. The Contractor will perform the Services during the Term in a timely and competent manner in accordance with the terms and conditions of this Agreement and in accordance with applicable professional and industry standards for the Services. The Contractor shall obtain information and direction from the University on a regular basis in the performance of the Services. Fees: As payment for the Services, the University will pay to the Contractor the Fees as set out in Schedule A. Except as otherwise specified in Schedule A, no amount in addition to the Fees will be payable by the University on account of expenses or disbursements of the Contractor. Payment Terms: The Contractor will render invoices for the Fees to the University monthly, unless otherwise specified in Schedule A, and the University will pay to the Contractor the Fees or such portion thereof as is properly due, together with GST (if applicable). Invoices shall contain such information and details as the University may reasonably require. Payment terms are net thirty (30) days from receipt of invoice by the University; PROVIDED THAT the University may withhold payment of any portion of the invoice which is in dispute and the University and the Contractor shall act reasonably to resolve such dispute in a timely manner. Contractor to Provide: The Contractor shall 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 Agreement. Applicable Laws: The Contractor will comply with all applicable policies of the University and all statutes, laws and regulations relating to the performance of the Services, including FOIP, the Lobbying Act, and any applicable workers compensation, employment standards and occupational health and safety laws. If the Services require the Contractor to lobby any level of government, the Contractor shall notify the University's Government and Community Relations office by email to  HYPERLINK "mailto:government.relations@ualberta.ca" \t "_blank" government.relations@ualberta.ca prior to commencing the Services in order to register with that office. Confidentiality: Except as required by law, neither the University nor the Contractor shall disclose, nor permit any person employed or engaged by it to disclose (except in the proper performance of the Services) Confidential Information gained by it as a result of the performance of the Services. The Contractor shall bear the costs of records management practices required by FOIP in relation to Confidential Information of the University under the care of the Contractor in performance of the Services. All such Confidential Information and records shall be returned to the University by the Contractor upon the expiry or earlier termination of the Term or alternatively, upon the request of the University, deleted or destroyed. The Contractor shall immediately give written notice to the University of any request from another party for release of any Confidential Information of the University, and will cooperate if the University uses any remedies available at law to protect the Confidential Information from such disclosure. Sustainability Purchasing and Supplier Code of Conduct: The University has established Sustainable Procurement Guidelines and a Supplier Code of Conduct which are available on the PCM Website at  HYPERLINK "/finance-procurement-planning/procurement/sustainable-purchasing/index.html" /finance-procurement-planning/procurement/sustainable-purchasing/index.html under Sustainable Purchasing. The University is committed to sustainable procurement and purchasing practices. This includes leadership, social responsibility, inclusivity, environmental stewardship, ethical business practices and accountability. This commitment requires transparency and accountability by the University and the supplier community that supplies products, equipment and services to the University. The purpose of the guideline is to outline expectations for ethical, social and environmentally sustainable practices, and to instill these practices in the supplier community. Conflict of Interest: The Contractor shall exercise reasonable care and diligence to prevent any actions or conditions which could result in a conflict with the University's best interests. Upon becoming aware of a conflict relating to this Agreement the Contractor shall immediately disclose the relevant information pertaining to the conflict to the University. Business Gifts and Hospitality: To preserve the image and integrity of the University and its employees and agents, business gifts other than items of minor value shall not be offered. Reasonable hospitality is an accepted courtesy of a business relationship. The frequency and nature of gifts or hospitality shall not be allowed whereby the recipient might be or might be deemed by others to have been influenced in making a business decision as a consequence of accepting such hospitality or gifts. Insurance: During the Term, the Contractor shall maintain the minimum insurance coverage specified in Schedule B attached and shall provide satisfactory certificates of insurance confirming such coverages on request by the University. Audit and Records Retention: The Contractor shall maintain, at its cost, complete and accurate records of the Services performed for the University and all Fees charged to the University, for a period of two (2) years after performance of the Services or early termination of the Term. During the Term, the University and any person designated by the University, shall have access to the Contractors records and documentation relating to the Services, at all reasonable times, for the purpose of auditing and verifying the performance and cost of the Services. Exclusion of Liability: Notwithstanding anything to the contrary expressed or implied in this Agreement, the University shall not be liable to the Contractor for any general, indirect or consequential damages or any economic losses of any kind, regardless of whether the liability to which such damages relate arises in contract, tort or otherwise in law, or for any bodily injury, loss or damage sustained by the Contractor, its employees, agents or sub-contractors arising from any cause whatsoever. Indemnity: The Contractor holds harmless and indemnifies the University (including its Board members, officers, employees and agents), from and against any costs, losses, damages, actions and liabilities incurred by the University arising directly or indirectly in connection with or as a result of any breach, default, negligent act or omission or wilful misconduct by the Contractor, its employees or agents in the performance of its obligations under this Agreement or as a result of any misrepresentation in this Agreement. This indemnity shall survive the expiration or termination of this Agreement. Termination: The University may terminate this Agreement immediately if any of the following events occur, as determined by the University, in its sole discretion: any material breach or non-performance by the Contractor of its obligations under this Agreement, including failure of the Contractor to devote the necessary time, resources, staff and skill to the performance of the Services; the Contractor becomes insolvent, is adjudged bankrupt or takes the benefits of any legislation relating to bankrupt or insolvent debtors; the Contractor voluntarily or by court order is wound-up, dissolved or liquidated; any adverse change in circumstance or conduct of the Contractor which may affect or harm the status or reputation of the University. The University may, at any time, upon thirty (30) days prior written notice, terminate this Agreement. Consequences of Termination: As of the effective date of termination, the rights and obligations of the parties shall cease (except to the extent such rights and obligations apply to that portion of the Term occurring prior to the effective date of termination) and the parties shall co-operate in the return of records and information, payments and related matters. Notice: Any notice to be given by either party hereto to the other pursuant to this Agreement shall be in writing and delivered during the Universitys normal business hours to the address specified on the execution page of this Agreement (or such other address as notified by a party by notice given under this clause). Miscellaneous: General Covenants: This Agreement constitutes the entire understanding between the parties relating to the Services. There are no agreements, representations or warranties except as set forth in this Agreement. No modification or amendment to this Agreement shall be binding unless executed in writing by the parties. In the event of any conflict between the body of this Agreement and its schedules and/or associated documents, the following shall apply: (i) the body of this Agreement shall govern over any of the Schedules; and (ii) Schedule A shall govern over any of the remaining schedules and/or associated documents. The rights and obligations of the parties hereunder shall not be assigned or assignable, in whole or in part, by either party. The terms of this Agreement shall enure to the benefit and be binding upon the successors of each of the parties. In any provision of this Agreement containing words denoting inclusion (e.g. including) followed by a list of specific matters or items, such lists will not restrict the generality of such provision. This Agreement shall be interpreted under and governed by the laws in force in the Province of ϲ, the courts of the Province of ϲ have exclusive jurisdiction over any legal proceedings arising from this Agreement and the parties attorn to the jurisdiction of such courts. Any intellectual property developed by the Contractor in the performance of the Services, including copyright to any materials produced by the Contractor, belongs to the University and the Contractor hereby waives in entirety its moral rights relating thereto and will obtain a similar waiver from its employees and other persons involved in the performance of the Services. This Agreement does not transfer to the Contractor any rights whatsoever (including ownership or usage rights) to any intellectual property developed by the Contractor in the delivery of the Services. Nothing in this Agreement shall make the relationship between the University and the Contractor one of partnership, joint venture or employment. The Contractor is an independent contractor. Nothing in this Agreement constitutes authority for the Contractor to make commitments which bind the University or to otherwise act on behalf of the University. The Contractor will not use, nor shall it permit any person employed by it to use, identifying marks of the University other than with the prior written consent of the University, which may be arbitrarily withheld. If any provision of this Agreement or the application thereof is held invalid or unenforceable to any extent, the remainder of this Agreement or the application thereof shall not be affected thereby. The Contractor represents and warrants that the Services contracted for are directly related to the business of the Contractor and that the Contractor is a resident of Canada. The Contractor acknowledges that the foregoing declaration has no binding effect on Canada Revenue Agency but will be relied on by the University in determining its obligations under the Income Tax Act (Canada) and regulations thereunder. or The Contractor represents and warrants that the Services contracted for are directly related to the business of the Contractor and that the Contractor is a non-resident of Canada. In accordance with the provisions of the Income Tax Act (Canada), the University will withhold and submit 15% of the Fees charged on each invoice for services performed in Canada unless the Contractor obtains from Canada Revenue Agency a waiver or reduction in the amount to be withheld. Terms, provisions, covenants and conditions contained in this Agreement which, by their nature or the terms thereof, require their performance by the parties after the expiration or termination of this Agreement shall continue in full force and effect following such expiry or termination. The Contractor represents to the University that the individual signing this Agreement on its behalf has proper authority to do so. The University represents to the Contractor that the individual signing this Agreement on its behalf has proper authority to do so as the authorized representative of Supply Management Services. Address for Notices (University) The Governors of the ϲ FINANCE, PROCUREMENT AND PLANNINGϲ Finance, Procurement and Planning Procurement & Contract Management Materials Management Building 116th Street and 85th Avenue Edmonton, ϲ Canada, T6G 2R3 Signature of Authorized Representative  Printed Name Title DateAddress for Notices (Contractor)  FORMTEXT Contractor Name FORMTEXT Contractor Name  FORMTEXT Address Line 1  FORMTEXT City & Prov / State  FORMTEXT Country / Postal Code Attention:  FORMTEXT       Signature of Authorized Officer Printed Name of Authorized Officer Title of Authorized Officer Date SCHEDULE  A Description of Fees and Services FEES:  FORMTEXT       The Contractor shall submit invoices to the University in accordance with the payment terms stipulated in Article 4.0. Invoices shall include the Contractors GST Registration Number if GST is applicable and it shall be indicated as a separate line item. Invoices are to be addressed as follows: ϲ Finance, Procurement and Planning 116th Street and 85th Avenue Edmonton, AB T6G 2R3 Invoices must be submitted electronically and reference the SupplyNet PO #. The ϲ offers the following invoicing options: Submit invoice via the Coupa Supplier Portal (Preferred method of invoicing), or Submit invoice directly from the PO email. Visit our website  HYPERLINK "/finance-procurement-planning/procurement/supplynet/information-for-suppliers.html" /finance-procurement-planning/procurement/supplynet/information-for-suppliers.html for further information; Please do not follow up electronic invoices with paper copies or submit the same electronic invoice using multiple methods. SERVICES: Commencement Date:  FORMTEXT       Ending Date:  FORMTEXT       Description of Services (Schedule):  FORMTEXT       Contractor Contact The Contractor s representative for the day to day administration of this Agreement shall be: Attention: (Name, Title) Telephone: Email: Universitys Representative The Universitys address and representative for the day to day administration of this Agreement shall be: ϲ (Department) Attention: (Name, Title) Telephone: Email: SCHEDULE B Insurance Requirements The Contractor shall maintain the following minimum insurance coverage: general liability insurance against third party bodily injury, personal injury and property damage, including products and completed operations liability and blanket contractual liability for an amount of not less than five million dollars ($5,000,000) per occurrence; professional liability insurance for an amount of not less than one million dollars ($1,000,000) if applicable to the Services; standard automobile insurance for all vehicles owned, licensed or leased by the Contractor and non-owned automobile insurance, if required, for an amount of not less than two million dollars ($2,000,000) per occurrence for each type of coverage; all risks property insurance for all material equipment and products included in or required for the Service for an amount not less than the amount of the purchase price; Privacy Liability and Cyber Risk Insurance covering liabilities resulting or arising from data damage/destruction/corruption, including without limitation, failure to protect privacy, unauthorized access, unauthorized use, virus transmission, denial of service and loss of income from network security failures in connection with the services provided under this Agreement with a minimum limit of five million dollars ($5,000,000) each claim and annual aggregate. Such insurance shall also include coverage for notification costs and credit monitoring services. Such insurance shall be maintained on a continuous basis for two (2) years subsequent to termination of this Agreement. workers compensation coverage or employers liability coverage for employees of the Contractor as well as personal coverage for any directors, partners and agents of the Contractor involved in the performance of the Services. SCHEDULE C Supplementary General Conditions for Services Agreement The following are Supplementary General Conditions. RECORDS MANAGEMENT AND PROTECTION OF PERSONAL INFORMATION RECORDS 1. Definitions In these Supplementary General Conditions: Defined terms in the main body of the Services Agreement have the same meaning in these Supplementary General Conditions; and b. Record means a record, as that term is defined in the FOIP Act, that is disclosed to the Contractor or collected, created, maintained, or stored by the Contractor in the performance of its duties under the terms of this Agreement, excluding the Contractors own accounting and human resources records. 2. Records Management Under this Agreement: a. All Records remain under the control of the University and are subject to the FOIP Act. b. The Records transferred to the Contractor or collected, created, maintained or stored under this Agreement for the University are subject to the access provisions of the FOIP Act. If the University receives a request for any of the Records that are in the Contractors custody, it will be the Contractors responsibility to provide copies of the Records, at the Contractors expense. The Contractor must provide them to the Universitys Information and Privacy Office within 10 calendar days from notification by the Universitys Information and Privacy Office. c. The Contractor will allow the University to inspect or review the Records at the request of the University within 5 Business Days of notification by the Universitys Information and Privacy Office. Business Day means a day other than a Saturday, Sunday, or statutory holiday in ϲ. d. The Records are the property of the University and are to be retained and disposed of according to the conditions of the applicable records retention and disposition schedule. 3. Protection of Personal Information The Contractor agrees as follows: a. The Contractor is fully and solely responsible for the actions of the Contractors employees, agents, and subcontractors acting on behalf of the Contractor in performance of the Contractors functions under this Agreement. The Contractor shall not disclose any Personal Information to a subcontractor or agent without the Universitys prior written consent, and such approval does not relieve the Contractor of the Contractors responsibilities under this clause. The Contractor agrees to contractually obligate each employee, agent or subcontractor who may see or obtain access to the Personal Information of their duties and responsibilities to act in a manner consistent with the Contractors duties and responsibilities specified in this Agreement. The Contractor has policies, procedures or standards in place that address the protection of the privacy and security of Personal Information of identifiable individuals. The Contractor shall provide to the University, upon request, a current list of its employees who are responsible for the implementation of privacy and security policies, procedures, practices and standards. The Contractor will ensure that only employees who need to access the Personal Information in order for the Contractor to provide the Services will have access to the Personal Information. The Contractor will ensure that all of its employees who have access to the Personal Information receive appropriate privacy and security awareness training, and are familiar with and understand that they must comply with the Contractors policies, procedures or standards that address the protection of the privacy and security of the Personal Information. The Contractor must protect Personal Information in its custody under this Agreement by making reasonable security arrangements against such risks as disaster and unauthorized access, collection, use, disclosure, and disposal. These arrangements include without limitation, the following: The Contractor shall not store the Personal Information on an unencrypted mobile device, or permit anyone else to do so; and Personal Information will be encrypted while in rest and in transit, unless the University has agreed in writing to alternate security arrangements. g. The Contractor must not process, store, or transfer any Personal Information and under this Agreement beyond the boundaries of Canada without the explicit written consent of the University. h. The Contractor will ensure that no collection by or on behalf of the Contractor shall take place, or use or disclosure be made, of the Personal Information for any purpose other than what is needed to carry out this Agreement, unless the Contractor has received the prior express written authorization for doing so from the University; i. The Contractor will ensure that if the University determines that Personal Information in the custody of the Contractor must be corrected in accordance with the FOIP Act, then the Contractor will correct such Personal Information as directed by the University. j. The Contractor will ensure that it advises the University if the Contractor receives a demand for disclosure of Personal Information from any source other than the University and will not release the Personal Information without prior express written authorization from the University. k. Unless explicitly authorized in this Agreement or otherwise authorized by the University in writing, the Contractor shall not carry out any data matching involving the Personal Information. Data matching is the comparison of Personal Information obtained from the University and from other sources. l. At the expiry or termination of the contract, or at such time as the University may direct, the Contractor must do any or all of the following with respect to the Personal Information, as specified by the University: i. return to the University or to a person specified by the University a copy of the Personal Information, ii. delete or destroy all other copies (including electronic copies) of Personal Information in a manner specified by the University, and provide written confirmation of the destruction or deletion to the University, and iii. if the Personal Information has been stored in electronic format on a hard drive, wipe the hard drive used for the storage of Personal Information in a manner specified by the University, and provide written confirmation to the University that this has been done. m. In the event that any Personal Information or part of Personal Information is located at a future date, the Contractor must immediately notify the University that the Personal Information or part of Personal Information has been found and return, destroy or delete the Personal Information in a manner specified by the University. n. Periodically during the course of this Agreement, but no more than once per year; the University may conduct an information security and/or privacy assessment of the Contractors policies, procedures, practices and standards in relation to privacy, security and information management. The Contractor shall have 30 calendar days from the date that such an information security and/or privacy assessment is complete to take commercially reasonable efforts to remedy deficiencies and to notify the University the such deficiencies have been remedied. o. The Contractor will follow security best practice by following an on-going process of security scans and assessments internally on a regular basis. The Contractor will augment this process periodically with an external independent 3rd party security assessment. The Contractor will take commercially reasonable efforts to remedy any deficiencies identified, and will provide to the University a copy of the results of such internal and external scans and assessments upon receipt of a request by the University. p. The Contractor will confirm to the University on an annual basis whether there are any changes to any security industry accreditations that Contractor has. q. In the event that the Contractor becomes aware of a loss or unauthorized disclosure of, or unauthorized access to, Personal Information collected by or disclosed to it pursuant to this Agreement, (a Breach), the Contractor must immediately take all commercially reasonable efforts to contain the Breach and must notify the University in writing within forty-eight (48) hours of the following, to the extent known: a description of the Personal Information involved (including type and date of the information, and name(s) and estimated number of the individual(s) whose information is affected); a description of the circumstances of the loss or unauthorized access or disclosure, including when the breach occurred, and what steps have been taken to reduce the risk of harm to the individuals whose Personal Information was affected; what measures the Contractor has taken to prevent reoccurrence; and iv. any other information reasonably requested by the University. In the event of such a breach, the University may, at its option, terminate this Agreement immediately and take any other action that it deems appropriate.     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