Canada Revenue

Agency
Agence du revenu du
Canada
RFP# 1000286972

Page 49 of 121

x Be a cast paper artwork that depicts the map of Canada in accordance with
Appendix A1.4 to Annex A;
x Be framed in solid wood, with a gold frame measuring 33 cm x 39 cm, under glass;
x Securely affix a gold base metal plate measuring 7.5cm x 2cm. The plate shall be
centred at the bottom, above the glass.
x Engrave the plate using dark gold lettering to display the information indicated in
the table below:



The Project Authority for the Long Service Awards shall provide the artwork in
accordance with paragraph 20 of this Appendix A1.

iii) Certificate

A unique certificate is required for each long service milestone which shall:

x dentify the number of years of service;
x Be personalized with the recipient's full name as well as month and year of recipient's
service anniversary, as specified by the recipient;
x Be available in either official language of Canada (English and French), or in a
bilingual format as selected by the recipient.
x Be available in a bilingual format that will display the English and French text side by
side. The order of the official languages will be selected by the recipient;
x Embody Canadian heritage in its design;
x Be identified with the CRA Signature in accordance with Appendix A1.1 to Annex A:
Federal dentity Program nstructions and Logos;
x Be identified with the Canada Wordmark logo in accordance with Appendix A1.1 to
Annex A: Federal dentity Program nstructions and Logos;
x Be printed on environmentally preferable paper;
x Be identified with the LSA Program dentifier in accordance with Appendix A1.2 to
Annex A: LSA Program dentifier;
x Contain two (2) signatures (the Project Authority will provide a sample of the
signatures to the Contractor whom shall be responsible for their safekeeping in
accordance with paragraph 20 of this Appendix A1);
x Be laminated for the 15 year milestone; and
x Be framed in solid wood for the 25, 40 and 50 year milestones under glass.

A unique certificate is required as part of the Retirement Award and shall:

English Text French Text

Name of Recipient
On the Occasion of Your Retirement
Date of retirement:: mm dd, yyyy

Nom du rcipiendaire
l'occasion de votre retraite
Date de retraite : le jj mm aaaa


Canada Revenue
Agency
Agence du revenu du
Canada
RFP# 1000286972

Page 50 of 121

x Be personalized with the recipient's full name as well as month and year of recipient's
retirement date, as specified by the recipient;
x Be available in either official language of Canada (English and French) or in a bilingual
format as selected by the recipient;
x Be available in a bilingual format that will display the English and French text side by
side.
The order of the official languages will be selected by the recipient;
x Be identified with the CRA Signature in accordance with Appendix A1.1 to Annex A:
Federal dentity Program nstructions and Logos;
x Be identified with the Canada Wordmark logo in accordance with Appendix A1.1 to
Annex A: Federal dentity Program nstructions and Logos
x Be identified with the LSA Program dentifier in accordance with Appendix A1.2 to
Annex A: LSA Program dentifier
x Embody Canadian heritage in its design.
x Be printed on environmentally preferable paper;
x Contain one (1) signature (the Project Authority will provide a sample of the signature
to the Contractor whom shall be responsible for their safekeeping in accordance with
paragraph 20 of this Appendix A1);
x Be framed in solid wood: 19mm Gold Foil Moulding with a gold-tone bevelled frame
under glass:
x glass dimensions 21.5 cm x 28.5 cm;
x Finished Dimension is 30cm x 24cm; and
x Contain a Kraft paper backing and a Metal Hanger.

As and when requested, the Contractor shall provide the certificates in Braille for any
recipient with a visual impairment. At the time of order placement, the Contractor will
provide to the CRA a firm all-inclusive unit price per Braille certificate.

CRA reserves the right to request a modification of the certificate design for retirement or
any of the milestones at its sole discretion and the Contractor shall implement the
revision(s) within ten (10) working days of receipt of change notice from the CRA.

Approval must be granted by the Project Authority before any modifications to the
certificates are adopted.

iv) Congratulatory Letter

A non-personalized congratulatory letter is required for each long service milestone and
shall:

x Contain the content and format of the sample letter provided by the CRA to the
Contractor; refer to the sample letter at Appendix A1.3 to Annex A attached hereto;
x The design must be identical in either official language of Canada;
x Be available in either official language of Canada (English and French) or in a bilingual
format as selected by the recipient;

Canada Revenue
Agency
Agence du revenu du
Canada
RFP# 1000286972

Page 51 of 121

x Be available in a bilingual format that will display the English and French text side by
side.
The order of the official languages will be selected by the recipient;
x Be identified with the CRA Signature in accordance with Appendix A1.1 to Annex A:
Federal dentity Program nstructions and Logos;
x Be identified with the Canada Wordmark logo in accordance with Appendix A1.1 to
Annex A: Federal dentity Program nstructions and Logos;
x Embody Canadian Heritage in its design
x Be printed on environmentally preferable paper; and
x Contain one (1) signature (the Project Authority will provide a sample of the signature
to the Contractor, whom shall be responsible for the safekeeping of said signature in
accordance with paragraph 20 of this Appendix A1).

The Contractor shall include one (1) Congratulatory Letter with each long service gift in
the recipient's official language of choice: English, French or in a bilingual version of
English and French.

The Contractor shall provide an envelope for the Congratulatory Letter. The envelope
shall be made of environmentally preferable paper.


2. LSA Program Identifier

The Contractor shall engrave or affix the CRA logo design to the gift selections so that it
does not affect its warranty nor diminish the appearance, quality, and function of the
products.

Upon request of the Contracting Authority, CRA may choose to have certain products not
be engraved.

The Long Service Awards gift items shall bear the LSA Program dentifier design in
accordance with Appendix A1.2 to Annex A.

All LSA rings shall bear the LSA Program dentifier for Rings design in accordance with
Appendix A1.2 to Annex A.

Recipients of the Long Service Awards, at their sole discretion, may choose a product
from their current milestone year or from a milestone year with a lower Firm All-inclusive
Cost of the tem to CRA. The gift shall be engraved or affixed with the appropriate
number of years of service of the recipient.

The Project Authority will provide the artwork in accordance with paragraph 20 of this
Appendix A1.



Canada Revenue
Agency
Agence du revenu du
Canada
RFP# 1000286972

Page 52 of 121

3. Estimated Usage Long Service Awards

The historical data of the actual number of Long Service Awards per milestone is
provided in the table below for the previous two (2) fiscal years. Also included in the table
below are estimated projections until fiscal year 2016-2017.

The number of milestone categories may be reduced or increased at any time.

Number of Employees Receiving Recognition for Long Service Awards Per Fiscal Year
Milestone
ACTUAL
Number of
Awards
PROJECTED
Estimated Number of Awards
TOTAL Proportion

2009/
2010
2010/
2011
2011/
2012
2012/
2013
2013/
2014
2014/
2015
2015/
2016
2016/
2017
2011 to
2017
2011 to
2017
10 years 1957 1847
15 years 435 495 990 1707 1300 2327 1847 2766 10937 58.00%
20 years 1332 1846
25 years 639 856 532 805 904 1306 1846 1283 6676 36.00%
30 years 507 948
35 years 279 250
40 years 14 18 28 61 108 201 250 427 1075 6.00%
45 years 1 4
50 years 1 1 1 1 3 1 4 6 16 0.08%
55 years
60 years
Total 5165 6265 1551 2574 2315 3835 3947 4482 18704 100%

The estimates provided above are offered as guidance to suppliers and do not represent
any commitment or guarantee of future spending on behalf of Canada.

Historically, approximately 75% of the recipients identify English as their language of
choice, while approximately 25% identify French as their language of choice.

t is estimated approximately 7% of eligible recipients will identify both English and French
as their language of choice and would prefer their certificates be in a bilingual format.

At the beginning of each fiscal year, starting April 1, the number of orders for Long
Service Awards traditionally increases in preparation for the National Public Service Week
held mid-June. The Contractor will be responsible for meeting this seasonal spike in
demand..


4. Milestone Reduction/Reinstatement

Where the CRA has reduced the number of LSA milestones and subsequently reinstated
them, the proposed MSRP values of the original items in the Contractor's proposal for the
respective milestone category will be used as the referential MSRP value. All items in the

Canada Revenue
Agency
Agence du revenu du
Canada
RFP# 1000286972

Page 53 of 121

reinstated milestone category must be of equal or greater value than the referential MSRP
value.


5. LSA Popular Products

Historically, the following items were among the popular or suggested LSA products:

x Rings
x Watches
x Necklaces
x Earrings
x Clocks
x Digital cameras
x Digital photo frames
x GPS units
x Telescopes
x Binoculars
x 2-Way Radios
x Cordless phones
x Golf sets
x Canadian Art prints
x Canadian Sculptures
x Kitchen electronic accessories
x Kitchen cookware
x Kitchen knives
x Luggage sets
x eBooks readers
x Single Cup Brewing Systems
x MP3 players


6. Sample Long Service Awards

As described at the Appendix A1, 1. i), the Long Service Awards Gift Selection tems, the
Contractor shall deliver the sample Long Service Awards to the Project Authority within
twenty-one (21) calendar days of contract award.


7. Presentation Kits

The Contractor shall, upon request from the Project Authority, supply and deliver a
hardcopy and an electronic copy of a separate presentation kit, in both official languages
of Canada, for each milestone to each of the Long Service Awards Program
Coordinators.

Canada Revenue
Agency
Agence du revenu du
Canada
RFP# 1000286972

Page 54 of 121


Each presentation kit shall include:
x A colour photo of each of the award selection items for each milestone;
x A colour photo of the certificate in each official language for each milestone;
x The CRA Signature and Canada Wordmark logo in accordance with Appendix
A1.1 to Annex A: Federal dentity Program nstructions and Logos;
x A detailed description of each of the items;
x An order form; and
x A ring sizer as applicable, to assist recipients in selecting the proper size of item.


8. Product Review

At its sole discretion, the CRA may conduct a review and evaluation of the Long Service
Awards Program to monitor the effectiveness of the program and to review the selection
of the gifts or products. CRA reserves the right to request a change in the products for
reasons including, but not limited to: due to lack of popularity of the products, or number
and type of complaints for the certain product.

f, upon the product review, the CRA requests changes to the award selections or product
line, the Contractor will modify the gift selection, update the data for the CRA intranet site,
as applicable, and the Synergy information, all within twenty-one (21) calendar days
following receipt of the Contracting Authority's written request, at no extra cost to the
CRA.


9. Methodology for Contractor-Initiated Substitution of Gift Selection Items

The Contractor shall notify the Contracting Authority and the Project Authority within one
(1) business day if a gift selection item is no longer available from the manufacturer and
provide the necessary electronic files as identified in Annex B, written justification (i.e. a
copy of the discontinuation notice from the manufacturer). At its sole discretion, the CRA
may also consider a gift selection item substitution request for other reasons under
exceptional circumstances.

The Contractor shall provide, a current, verifiable MSRP for the substitution, as well as
propose a substitute gift selection item of equal or greater MSRP value than the item
originally proposed within ten (10) business days. The Contractor must submit a sample
of the proposed substitute gift selection item, including colour photos and a detailed
description.

The MSRP value of the replacement items must be equal to or greater than the MSRP
value of the original item proposed in the bid to meet the requirements of the solicitation
for the respective milestone and category of the award as originally proposed in the
Contractor's proposal. All MSRP values must be in Canadian dollars and are subject to
verification.

Canada Revenue
Agency
Agence du revenu du
Canada
RFP# 1000286972

Page 55 of 121


The Contracting Authority and the Project Authority will consider the proposed gift
selection item substitution and provide written notice of its acceptance. Should the
proposed gift selection item substitution not be accepted, the Contractor shall provide
another proposed substitute until a suitable substitute is identified.

Upon receipt of substitute acceptance notification from the Contracting Authority, the
Contractor shall:
x forward the required information identified at Article 4.3 Synergy Catalogue
Requirements for the CRA's Recognition Program ntranet Site of Annex B
Requirement for CRA Synergy Solution
x send an addendum to each of the Long Service Awards Coordinators (approximately
270) across Canada for inclusion in the hardcopy presentation kits. The list of LSA
coordinators will be provided to the Contractor by the Project Authority.


10. Sample of Substitution Gift Selection Items

The Contractor shall provide to the Project Authority a sample of each subsequent
substitution gift selection item within twenty-one (21) calendars days of receipt of
substitution acceptance notification, at no additional cost to the CRA.


11. Packaging

t is the Agency's objective to promote sustainable development initiatives by purchasing
environmentally preferable products, where possible, as well as encouraging vendors to
use best practices in packaging and delivery to reduce environmental impacts.

Each Long Service Awards shall be packaged in presentation format, to be immediately
presentable to recipients (i.e. clean, glass surfaces wiped down, no fingerprints, no
scratches, no chips, etc) upon delivery.

Each gift or item must be packaged in the manner in which it will be presented to the
recipient. Packaging should be designed to minimize waste and, where feasible, contain
recycled material and be recyclable. Each gift or item should be packaged in accordance
with industry standards in order to ensure safe arrival at destination.


12. Delivery

The Contractor shall deliver the Long Service Awards and certificates to the applicable
delivery addresses within the delivery regions specified in the attached Appendix A1.5 to
Annex A within twenty-eight (28) calendar days of order placement. CRA orders are
placed on an ongoing basis.