RFQ 6102-16-3066 1.0 RFQ Summary 1.1 Quotations are invited for the non-exclusive supply of all labour, materials, equipment and supplies necessary to provide Body Remanufacturing, Repairs and Fabrication Work for Fire Fighting Apparatus to the Toronto Fire Services (TFS) Mechanical Division repair facility located at 40 Toryork Drive, Toronto, ON M9L 1X6, on an 'as-and-when-required' basis, for a fixed one (1) year period from the date of award, with the option to renew the Contract for four (4) additional separate one (1) year periods all in accordance with the provisions and specifications contained in this Request for Quotation (RFQ) and the City of Toronto's Procurement Policies, the attached Appendix "C" - Price Forms, and the City of Toronto Fair Wage Policy and Labour Trades Contractual Obligations in the Construction Industry. 2.0 Terminology 2.1 Definitions 2.1.1 In this request for quotation, unless inconsistent with the subject matter or context: “Addendum” or “Addenda” means any document or documents issued by the City prior to the Closing Deadline that changes the terms of the RFQ or contains additional information related to the RFQ; “Agencies and Corporations” refer to bodies and organizations that have a direct reporting or funding relationship with the City of Toronto or Council. The list of current organization name and contact of agencies and corporations to be considered under this RFQ is available from the following page on the City's website www.toronto.ca/abcc “Award” means the acceptance of a Quotation by the City in accordance with Chapter 195 of the City of Toronto Municipal Code; "Bid" means a Bidder's response to the RFQ, which includes all of the documentation necessary to satisfy the requirements of the RFQ, has the same meaning as "Quotation" and is used interchangeably; “Bidder” means any legal entity that submits a Quotation in response to the RFQ; “Business Day” means any working day, Monday to Friday inclusive, excluding statutory and other holidays, namely: New Year’s Day; Family Day; Good Friday; Easter Monday; Victoria Day; Canada Day; Civic Holiday; Labour Day; Thanksgiving Day; Remembrance Day; Christmas Day; Boxing Day and any other day which the City has elected to be closed for business; “Buyer” or "Senior Buyer" means the main contact person at the City for all matters related to the RFQ process, as set out on the RFQ Cover Page; "City" means the City of Toronto including all Agencies and Corporations of the City; “City Confidential Information” means all information of the City that is of a confidential nature, including all confidential information in the custody or control of the City, regardless of whether 4 of 80 VIEWING COPY DO NOT SUBMIT
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RFQ 6102-16-3066
1.0 RFQ Summary 1.1 Quotations are invited for the non-exclusive supply of all labour, materials, equipment and
supplies necessary to provide Body Remanufacturing, Repairs and Fabrication Work for Fire Fighting Apparatus to the Toronto Fire Services (TFS) Mechanical Division repair facility located at 40 Toryork Drive, Toronto, ON M9L 1X6, on an 'as-and-when-required' basis, for a fixed one (1) year period from the date of award, with the option to renew the Contract for four (4) additional separate one (1) year periods all in accordance with the provisions and specifications contained in this Request for Quotation (RFQ) and the City of Toronto's Procurement Policies, the attached Appendix "C" - Price Forms, and the City of Toronto Fair Wage Policy and Labour Trades Contractual Obligations in the Construction Industry.
2.0 Terminology 2.1 Definitions 2.1.1 In this request for quotation, unless inconsistent with the subject matter or context:
“Addendum” or “Addenda” means any document or documents issued by the City prior to the Closing Deadline that changes the terms of the RFQ or contains additional information related to the RFQ; “Agencies and Corporations” refer to bodies and organizations that have a direct reporting or funding relationship with the City of Toronto or Council. The list of current organization name and contact of agencies and corporations to be considered under this RFQ is available from the following page on the City's website www.toronto.ca/abcc “Award” means the acceptance of a Quotation by the City in accordance with Chapter 195 of the City of Toronto Municipal Code;
"Bid" means a Bidder's response to the RFQ, which includes all of the documentation necessary to satisfy the requirements of the RFQ, has the same meaning as "Quotation" and is used interchangeably;
“Bidder” means any legal entity that submits a Quotation in response to the RFQ;
“Business Day” means any working day, Monday to Friday inclusive, excluding statutory and other holidays, namely: New Year’s Day; Family Day; Good Friday; Easter Monday; Victoria Day; Canada Day; Civic Holiday; Labour Day; Thanksgiving Day; Remembrance Day; Christmas Day; Boxing Day and any other day which the City has elected to be closed for business;
“Buyer” or "Senior Buyer" means the main contact person at the City for all matters related to the RFQ process, as set out on the RFQ Cover Page;
"City" means the City of Toronto including all Agencies and Corporations of the City;
“City Confidential Information” means all information of the City that is of a confidential nature, including all confidential information in the custody or control of the City, regardless of whether
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it is identified as confidential or not, and whether recorded or not, and however fixed, stored, expressed or embodied, which comes into the knowledge, possession or control of the Vendor in connection with the Contract. For greater certainty, the City Confidential Information shall:
a) include: (i) all new information derived at any time from any such information whether created by the City , the Vendor or any third-party; (ii) all information (including Personal Information) that the City is obliged, or has the discretion, not to disclose under provincial or federal legislation or otherwise at law; but
a) not include information that: (i) is or becomes generally available to the public without
fault or breach on the part of the Vendor of any duty of confidentiality owed by the Vendor to the City or to any third-party; (ii) the Vendor can demonstrate to have been rightfully obtained by the Vendor, without any obligation of confidence, from a third-party who had the right to transfer or disclose it to the Vendor free of any obligation of confidence; (iii) the Vendor can demonstrate to have been rightfully known to or in the possession of the Vendor at the time of disclosure, free of any obligation of confidence when disclosed; or (iv) is independently developed by the Vendor; but the exclusions in this subparagraph shall in no way limit the meaning of Personal Information or the obligations attaching thereto under the Contract or other Requirements of Law.
“Closing Deadline” means the date and time specified on the RFQ Cover Page or any Addenda issued by the City, as the date and time by which Bidders must submit their Quotation;
“Conflict of Interest” includes, but is not limited to, any situation or circumstance where:
a) in relation to the RFQ process, the Bidder has an unfair advantage or engages in conduct, directly or indirectly, that may give it an unfair advantage, including but not limited to (i) having access to information in the preparation of its Quotation that is confidential to the City and not available to other Bidders; (ii) communicating with any person with a view to influencing preferred treatment in the RFQ process including the giving of a benefit of any kind, by or on behalf of the Bidders to anyone employed by, or otherwise connected with, the City ; or (iii) engaging in conduct that compromises or could be seen to compromise the integrity of the open and competitive RFQ process and render that process non-competitive and unfair; or
b) in relation to the performance of its Contractual obligations in the City Contract, the Vendor’s other commitments, relationships or financial interests (i) could or could be seen to exercise an improper influence over the objective, unbiased and impartial exercise of its independent judgement; or (ii) could or could be seen to compromise, impair or be incompatible with the effective performance of its Contractual obligations;
“Contract” means the binding agreement that is formed upon Award as confirmed by the issuance of a purchase order, blanket Contract or the execution of any written agreement by the City.
“Contract Manager” means the main contact person at the City for all matters relating to the Contract after its Award. “Council” means City Council;
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"CPI" means The Consumer Price Index (CPI) is an indicator of changes in consumer prices experienced by Canadians. It is obtained by comparing, over time, the cost of a fixed basket of goods and services purchased by consumers;
"CVOR" means Commercial Vehicle Operators Registration;
“Deliverables” means everything provided to the City in the course of performing the Contract or agreed to be provided to the City under the Contract by the Vendor; "HST", means Harmonized Sales Tax; “including” means “including without limitation” and ”includes” means “includes without limitation”; the use of the word “including” or “includes” is not intended to limit any statement that immediately precedes it to the items immediately following it.
“Manager, Fleet Maintenance” means the person with delegated authority by the Director to make operational maintenance decisions for all maintenance garages; “may” and “should” used in this RFQ denote permissive (not mandatory); "Markup" means percentage increase added to the Trade Cost to increment the profit or a dollar amount added by the Vendor to the unit cost price of goods after the initial net trade cost including shipping. “must”, “shall” or “will” used in this RFQ denote imperative (mandatory), meaning Quotations not satisfying imperative (mandatory) requirements will be deemed to be Non-compliant and will not be considered for Award of Contract.
“MFIPPA” means the Municipal Freedom of Information and Protection of Privacy Act;
"Non-Compliant" means that the Quotation has failed one (1) or more mandatory requirement(s) and will not be considered for Award; "OEM" means Original Equipment Manufacturer "Performance Evaluation Process" means the process developed by the City by which the Vendor's performance will be evaluated for the purpose of the Contract as set out in Appendix "B1" – Supplementary Contract Terms and Conditions, section 5; “Products” means all OEM and/or First Level Top Quality Aftermarket Parts and related hardware to be provided by the Vendor as described in the RFQ;
"Public Garage" means a registered company who is in receipt of a current and valid public garage licence issued by the City of Toronto in accordance with City By-law No. 804-2015 "Quotation" means a Bidder's response to the RFQ, which includes all of the documentation necessary to satisfy the requirements of the RFQ, has the same meaning as "Bid" and is used interchangeably;
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“Relative” means a spouse, parent, child, grandparent, grandchild, brother, sister, uncle, aunt, nephew, niece or first cousin, whether related by blood, marriage or adoption; “Requirements of Law” mean all applicable requirements, laws, statutes, codes, acts, ordinances, orders, decrees, injunctions, City by-laws, rules, regulations, policies, official plans, permits, licences, authorisations, directions, and agreements with all authorities that now or at any time hereafter may be applicable to either the Contract or the Deliverables or any part of them; "RFQ" means this Request for Quotation inclusive of all Appendices, Schedules and any Addenda that may be issued by the City; “Services” means all services to be provided by the Vendor as described in this RFQ; “Term” means the period of time from the effective date of the Award as evidenced by a City purchase order, until the completion date of the Contract including any renewal options exercised by the City as detailed in Section 5.0; "TFS" means the City of Toronto's Toronto Fire Services Division;
"TFS Supervisor" means the District Chief, Mechanical, or Captain, Mechanical at each TFS fire station that is responsible for placing calls for service and with the delegated authority to make maintenance decisions relating to this Contract for the assigned fire station; "Trade Cost" or "Trade List Cost" means the Unit cost price of goods paid by the Vendor to the supplier after the initial net trade cost including shipping minus any rebates and discounts;
"Unit" means any City vehicle and/or equipment that falls within the Sample List of TFS Units, Table 1 that will be serviced under this Contract;
“Vendor” means the successful Bidder(s) that has been awarded the Contract. Successful Bidder(s) include both primary and secondary Vendor(s) awarded the Contract.
“Work” means the combination of all Services, Products, and Deliverables to be provided by the Vendor as described in this RFQ.
2.2 References to Labeled Provisions 2.2.1 Each reference in this Request for Quotation to a numbered or lettered “section”, “subsection”,
“paragraph”, “subparagraph”, “clause” or “subclause” shall, unless otherwise expressly indicated, be taken as a reference to the correspondingly labelled provision of this Request for Quotation (RFQ).
2.3 General Interpretation In this RFQ, unless the context otherwise necessitates: 2.3.1 any reference to an officer or representative of the City shall be construed to mean the person
holding that office from time to time, and the designate or deputy of that person, and shall be
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deemed to include a reference to any person holding a successor office or the designate or deputy of that person;
2.3.2 a reference to any Act, bylaw, rule or regulation or to a provision thereof shall be deemed to
include a reference to any Act, bylaw, rule or regulation or provision enacted in substitution thereof or amendment thereof;
2.3.3 all amounts are expressed in Canadian dollars and are to be secured and payable in Canadian
dollars; 2.3.4 all references to time shall be deemed to be references to current time in the City; 2.3.5 a word importing only the masculine, feminine or neuter gender includes members of the other
genders; and a word defined in or importing the singular number has the same meaning when used in the plural number, and vice versa;
2.3.6 any words and abbreviations which have well-known professional, technical or trade meanings,
are used in accordance with such recognized meanings; 2.3.7 all accounting terms have the meaning recognized by or ascribed to those terms by the Chartered
Professional Accountants Canada (CPA Canada); and 2.3.8 all index and reference numbers in the RFQ or any related City document are given for the
convenience of Bidders and such must be taken only as a general guide to the items referred to. It must not be assumed that such numbering is the only reference to each item. The documents as a whole must be fully read in detail for each item.
2.4 RFQ Process Terms and Conditions 2.4.1 This RFQ process is governed by the terms and conditions set out in Appendix “A”.
3.0 Bidder Pre-Qualification 3.1 Please refer to Appendix "D", Form 3 - Bidder Pre-Qualification Requirements for a summary list
of mandatory requirements that Bidders must be able to meet. Failure to comply with these mandatory requirements shall result in the Bid submission being declared Non-compliant and not considered for Award. As proof of meeting these requirements, Bidders must submit the documentation listed in Appendix "D", Form 12 – Mandatory Bid Submission Requirements along with their Quotation.
3.2 All service technicians that will be assigned to do Work on City Unit(s) in conjunction with the
Contract resulting from this RFQ must be in possession of a current and valid Auto Body and Collision Damage Repairer, 310B certificate as per the Ontario College of Trades.
3.3 All drivers picking up and delivering City Unit(s) to and from various TFS service locations must possess the valid class DZ driver's accreditation that allows them to legally drive the class of vehicle/equipment being driven.
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3.4 Company License and History Requirements 3.4.1 Bidders must be authorized to operate as a Public Garage within the municipality in which their
facility is located. For example, if a Bidder's facility is located in Toronto, the Bidder must be in possession of current public garage licence issued by the City of Toronto in accordance with City By-law No. 804-2015.
3.4.2 Bidders shall have operated a business that provides the Services and Deliverables described in this RFQ for a minimum of five (5) years.
3.5 Bidder Facility(ies) Requirements 3.5.1 Bidders shall maintain and operate at least one (1) clean full-time repair facility a 50-kilometre
radius of the TFS location at 40 Toryork Drive, Toronto, ON M9L 1X6, (40 Toryork Drive, Toronto) in order to meet the response times specified in section 4.8. Bidders must list the address(es) for their repair facility(ies), contact information, total number of employees and number of bays per facility in Table 1 of the form provided in Appendix "D", Form 4 - Bidder Facilities Information. If the Bidder does not operate a repair facility within 50 kilometres of 40 Toryork Drive, Toronto, it will result in the Bid being declared Non-compliant and not considered for Award. For evaluation purposes, the City shall use Google Maps for assessing whether the Bidder's facility meets the physical location requirements of the RFQ.
3.5.2 Bidders' repair facility(ies) must meet the following requirements:
a) Accommodate vehicles with dimensions of 12ft. 5in. high, 10 ft. 3in. wide and 49ft. long, and weight up to 82,000 lbs.
b) Ability to park a minimum of three (3) TFS Units on-site for Service at any given time.
c) The Bidders' facility(ies) shall have equipment on site, such as, but not limited to: (i) safety stands; (ii) heavy jack; (iii) crane; (iv) heavy tools; and (v) Welding and acetylene equipment, as necessary to perform all operations.
3.5.3 All Bidders must have in place recycling services for the disposal of hazardous waste materials,
as specified in section 10.4 of the RFQ, in accordance with the Ministry of Environment. Bidders must be registered generator with the Ministry of Environment, or have an agreement with a licensed hauler to pick up and transfer hazardous waste to a licensed receiving site that exempts them from registering with the Ministry.
3.5.4 The Bidders' repair facilities stated in Table 1 of Appendix "D", Form 4 – Bidder Facilities Information shall be equipped with a spray booth for paint work, and shall have an Environmental Compliance Approval under Section 9 of the Environmental Protection Act, or an Environmental Activity and Sector Registry (EASR) registration. The Bidder’s facility(ies) must be approved to apply the specified paint manufacturer’s product correctly.
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4.0 Scope of Work and Associated Deliverables 4.1 The scope of this RFQ requires the non-exclusive supply and delivery of body remanufacturing,
repairs and fabrication work for automotive firefighting apparatus for the Toronto Fire Services (TFS) Mechanical Division repair facility located at 40 Toryork Drive, Toronto ON. For a sample of the TFS Units that may require the Services, please refer to Table 1 – Sample List of TFS Units.
4.2 Bidders shall be required to perform the Services on TFS automotive firefighting apparatus
constructed from aluminum sheet, aluminum extrusions, stainless steel, and steel. The Services shall also include:
Structural body repairs for cross members, tailboards and tank support systems; Main booster tank removal and repair for tanks constructed from aluminum, fiberglass,
and poly material; hydraulic system repairs; cable adjustment and replacement; sheave repair; waterway repair and replacement; electrical system repairs; preparation for non-destructive testing, and Aerial ladder repairs including welding, surface and paint repair
Note: All aerial ladder repairs shall be done with the authorization from TFS and the aerial device manufacturer.
4.3 There are 180 fire trucks within the TFS fleet. The scope of this RFQ includes approximately 4-8
total refurbishments, and approximately 15-30 body and cab repairs of various degrees. Some changes in fleet size and make-up should be anticipated by Bidders. The volume of work is not guaranteed.
Table 1: Sample List of TFS Units
Vehicle Make/Model (Year)
Pumpers Spartan (2002-2014) E-One (2005-2015)
Aerials Spartan (1999-2015) E-One (2005-2015)
Freightliner support vehicles Ford, other models (Various)
4.4 The City has attached a list of active Units that the Vendor will be expected to maintain in
Appendix "D", Form 8 – List of Potential City Units, for the Vendor's reference. The City reserves the right to add or delete any Unit to or from the list at no additional cost to the City.
4.5 Bidders must be able to perform the required Services at their facilities. Bidders must also be able to provide pick-up and delivery of all drivable TFS Units from the various TFS service locations listed in Appendix "D" Form 5 – TFS Service Locations, at no additional cost.
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4.6 The City reserves the right to inspect Bidders' repair facility(ies) prior to Award, for the purposes of evaluation, to confirm Bidders comply with the facility requirements and equipment capabilities listed in section 3.5.2. Bidders' key staff members designated to work on City Unit(s), such as the certified technicians, must be in attendance during the facility inspection by the City. Bidders shall permit the City to take photo imaging of their facility and equipment, if required, for evaluation purposes. Failure to meet the facility requirements listed in section 3.5.2 may result in the Bidder being declared Non-compliant and not considered for Award.
4.7 Bidder(s) must provide a Bid for product(s) and/or service(s) that meet or exceed the minimum specification, scope and requirements detailed in this RFQ.
4.8 Requirements of the Service 4.8.1 Response Time 4.8.1.1 The Vendor shall arrive on-site at the TFS location to pick up the Unit(s) within four (4) hours of
receiving a call for Service from the TFS Supervisor (or designate), at no additional charge to the City.
4.8.1.2 Responding to a call for service includes contacting the TFS Supervisor (or designate) and arriving on-site within four (4) hours pick up the Unit(s) to transport it to their facility to perform the Services.
4.8.2 Hours of Operations
4.8.2.1 For the Term of the Contract, the Vendor shall be required to respond to calls for Service during
the hours of operation of Monday to Friday from 7:00 AM to 5: 30 PM.
4.8.3 Work Orders 4.8.3.1 Upon assessment of the Unit, the Vendor shall provide the TFS Supervisor (or designate) with a
work order (estimate), via email, including the following information: a) Work order number
b) Date of the work order
c) A brief analysis of the damage to the unit at the time of assessment to confirm the work
required to repair the unit.
d) A recommended course of action that to complete repairs to the unit.
e) The number of labour hours required and the cost to repair the unit, as listed in Appendix "C" – Price Form.
f) Based on the analysis of the unit, a quote for any additional parts required but not listed in Appendix "C" – Price Form, prior to markup and after markup on the Trade Cost, for validation, as per markup rate offered in Appendix "C" – Price Form.
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4.8.3.2 The TFS Supervisor (or designate) shall review and approve the work order, via email, including labour hours and parts required to complete the repairs. The technician(s) shall not proceed with any repairs prior to approval on the work order from the TFS Supervisor (or designate).
4.8.3.3 If additional time is required to complete the repairs, the Vendor shall notify the TFS Supervisor (or designate) via email. In cases of dispute, the Vendor must contact the TFS Supervisor (or designate)in writing, via email, and provide proof of technician(s) labour times, and Work required over and above the amount originally stated in Appendix "C" – Price Form. All additional labour and parts for repairs are to be approved by the TFS Supervisor (or designate) prior to being performed. The TFS Supervisor, will assess the needs based on operational requirements and will notify the Vendor in writing if additional time is acceptable by the City. The City's decision shall be final and binding. No hourly rates additional labour can be charged for work performed unless authorized in writing prior to the work being performed, by the TFS Supervisor (or designate). The City is under no obligation to pay for any work performed by the Vendor that was not approved in writing by the TFS Supervisor (or designate).
4.8.3.4 Upon completion of the repairs, the Vendor shall notify the TFS Supervisor (or designate)via email and make arrangements to deliver the Unit(s) back to the TFS service location within the hours of operation stated in section 4.8.2.
4.8.4 Parts
4.8.4.1 Parts shall be offered to the City at the Vendor's Trade Cost plus a percentage Markup, as offered by the Vendor in Appendix "C" – Price Form. If requested by the City, the Vendor must provide a manufacturer's Trade List Cost, at no cost to the City, for validation of the applied Markup. Failure to do so, within a five (5) Business Day period, will result in non-payment and will be documented as part of the Vendor Performance Evaluation Process.
4.8.4.2 The City may require additional parts not listed in Appendix "C" – Price Form. Additional parts shall be offered to the City at the Vendor's Trade Cost plus a percentage Markup as offered in Appendix "C" – Price Form, for the duration of the Contract Term, including any option terms.
4.8.4.3 The City reserves the right to supply parts for any services or repair at its discretion. Used components removed from a truck shall be kept for inspection by TFS staff, if unavailable for inspection prior to removal.
4.8.5 Cost Validation 4.8.5.1 For every repair, the TFS Supervisor (or designate) shall assess the labour hours recommended by
the Vendor to complete the repairs and shall validate the cost of parts and parts Markup as offered by the Vendor in Appendix "C" - Price Form, and make adjustments if required.
4.8.5.2 The Vendor shall justify the number of hours required to repair the Unit(s) on the work order
(estimate) submitted to the TFS Supervisor (or designate), where the TFS Supervisor (or designate) deems it is not in accordance with the industry standards.
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4.8.6 Subcontracted Services
4.8.6.1 The Vendor shall not subcontract any Work under this Contract to a subcontractor without prior written approval by the Contract Manager. Any Work performed by a subcontractor shall be the sole responsibility of the Vendor. Charges to the City shall not differ from the unit costs offered by the Vendor in Appendix "C" - Price Form. Failure to comply may result in the Contract being cancelled, in which case the City may require the Vendor to pay the City the difference between its quotation and any other quotation which the City accepts, if the latter is for a greater amount and, in addition, to pay the City any cost which the City may incur by reason of the Vendor's default, within 30 Business Days of notice from the City. Failure to pay the City within the 30 Business Days will result in the City deducting any monies owed to the Vendor by the City. The Vendor shall be ineligible to submit a new quotation for any call that the City is required to reissue as a result of the Vendor's default.
4.8.6.2 Any subcontractor performing Work on behalf of the Vendor, after receiving written approval by the Contract Manager, shall meet the requirements, Terms and Conditions of this RFQ and the Contract. Any Work performed by a subcontractor shall be the sole responsibility of the Vendor. Charges to the City shall not differ from the unit costs offered by the Vendor in Appendix "C" - Price Form.
4.8.6.3 Bidders shall ensure they disclose any ownership interest or holdings in, or affiliations, relationships, and personal or business connections with subcontractors, suppliers or parts dealers, including those of any Relatives prior to Award in the form provided in Appendix "D", Form 11. If discovered by the City that the successful Bidder failed to declare such affiliations before Award of the Contract, it may result in termination of the Contract at which time the City will seek compensation from the Vendor as per the termination provisions in Appendix "B" – General Contract Terms and Conditions, section 13 of the RFQ.
5.0 Term of Contract 5.1 Upon Award of this RFQ, the Vendor and the City will have a Contract for the Deliverables for a
fixed period of one (1) year, with the option to renew the Contract for four (4) additional separate one (1) year periods, all in accordance with the terms, conditions, and specifications contained in this RFQ and any applicable City policy.
5.2 The decision to renew the Contract for any option term will be at the sole and absolute discretion
of the City and will be decided at least four (4) months in advance of the expiry of the term. All terms and conditions of the Contract shall remain in effect and continue during the optional year(s), with the exception of any price adjustment. While the decision to renew is at the City's sole and absolute discretion, the City may take into consideration the following into its decision to exercise any option year:
Vendor performance during the Contract including meeting timelines, and Deliverables; Available budget; The annual price adjustment; and Operational needs.
5.3 Included in the decision to accept any option year(s) of the Contract, the City will apply a price
adjustment, effective annually, applied after the Contract's end date in accordance with the annual
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Consumer Price Index (CPI), (CPI Index-All Items-Toronto) for a 12 month period. The price adjustment, if any, for each option year will be applied on the unit pricing of the previous option year.
5.4 For the purposes of the evaluation and award, a 3% CPI adjustment will be applied annually to
the total annual cost of the preceding term for every option year. However, the price adjustment at the time of the option year will be based upon the actual change in the CPI.
6.0 Pre-Bid Meeting (Mandatory)
6.1 Mandatory Pre-Bid/Information Meeting
a) Bidders must attend only one (1) of the following mandatory site meetings to be held at 40 Toryork Drive, Toronto, ON M9L 1X6. Site meetings will be on the following dates:
i. Sep. 27, 2016 at 10:00 a.m. ii. Sep. 28, 2016 at 10:00 a.m.
iii. Sep. 29, 2016 at 10:00 a.m. b) Site meetings may not be available at any other times. Separate meetings with Bidders will not
be held. c) Bidders MUST attend the pre-bid/information meeting to familiarize themselves with the work
and ascertain the full extent of the Deliverables required. d) Bidders who do not attend the mandatory pre-bid/information meeting will not be
permitted to submit a Bid. e) Bidders must sign in with the City’s representative (Buyer) at the mandatory pre-
bid/information meeting and clearly indicate on the sign-in sheet the name of the firm they are representing for their Quotation to be considered.
f) Bidders arriving more than 15 minutes late will not be admitted. g) A record of questions and answers as deemed relevant from the site meeting will be distributed
in the form of an Addendum and posted on the City's online call document system. The City reserves the right not to answer questions at the pre-bid meeting but will answer questions that arise at the pre-bid meeting as part of an Addendum.
h) Any verbal responses provided during the pre-bid/information meeting are informal and are non-binding. Only those questions provided a response in the form of an Addendum are formal and binding.
Bidders submitting Quotations that do not attend the mandatory site meeting SHALL be declared Non-Compliant.
7.0 Quotation Response Requirements 7.1 General Response Requirements
7.1.1 The following section lists the items that are to be included with your submission. Failure to
include mandatory items will result in your submission being found to be non-compliant and not considered further.
7.1.2 Bidders must submit one (1) original (clearly marked and identified) and should submit ONE (1)
ADDITIONAL HARD COPY of their Quotation. In the event where there are deviations between the original and any copies, the original hard copy shall prevail.
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7.2 Request for Quotation Cover Page 7.2.1 If providing a Quotation on behalf of a corporation, the RFQ cover page must be signed by an
authorized signing officer who has the authority to bind the corporation. If the Bidder is not a corporation, the cover page must be signed by an authorized signing officer, having the authority to legally bind the Bidder to the extent permissible by the Requirements of Law. Bidders must also indicate the receipt of all Addenda as indicated on the RFQ cover page.
7.3 Price Form – Appendix "C"
7.3.1 In order for your Quotation to be considered, the Bidder must provide pricing on all items listed
in Appendix “C” - Price Form inclusive of Prompt Payment discounts where applicable. Quotations that do not include pricing on all Deliverables listed will be declared Non-Compliant.
7.3.2 The Bidder is to transcribe the grand total base Bid price from the Appendix "C" - Price Form on the total base Bid price lines at the bottom of the RFQ Cover Page (page 1), separately. In the event of any discrepancy between the information provided in the RFQ Cover Page – Total Base Bid Price lines and the amount set out in the Price Form, the Price Form shall govern.
7.3.3 Early Payment Discount
Discount terms for early payment cannot be earlier than 15 days from the receipt date of the invoice by the City of Toronto, Corporate Accounts Payable unit.
7.3.3.1 If early payment terms are being offered, this must be indicated on Appendix "C" - Price Form. The total base Bid price will be calculated taking the total base Bid price less the discount offered, and will be applied against both the initial Term, and any subsequent renewal Term option(s) (if applicable) in order to determine the evaluated Bid price for the purposes of the award.
7.3.4 All prices, rates, and/or costs submitted by Bidders with respect to this Request for Quotation,
must include any and all expenses that may be anticipated and incurred by the Vendor while providing the Products F.O.B. destination as specified in this RFQ. No additional costs will be considered.
7.3.5 All prices, rates, and/or costs submitted by Bidders with respect to unit prices, labour hours and estimated labour hours prior to the start of the Work in relation to this Request for Quotation, must include any and all expenses that may be anticipated and incurred by the Vendor while providing the Services as specified in this RFQ. No additional costs will be considered.
7.3.6 For firms that manufacture and/or market products identified within the Ontario Municipal Hazardous Waste or Special Waste (MHSW), all fees payable to Stewardship Ontario are to be included in the unit prices.
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7.3.7 Bidders must provide ALL prices requested in the Price Form for the table(s) they intend to Bid on. Prices that are intended to be zero cost/no charge to the City must be submitted in the space provided in the Price Form as "$0.00", "0" or "zero". BIDDERS THAT DO NOT FULLY COMPLETE THESE FORMS (SUCH AS LEAVING LINES BLANK), OR HAVE UNCLEAR ANSWERS (SUCH AS "N/A", "-", OR "TBD", DASHES OR HYPHENS) WILL BE DECLARED NON-COMPLIANT.
7.4 Mandatory Bid Submission Requirements – Appendix "D", Form 9
7.4.1 Bidders should use the list provided in Appendix "D", Form 9 – Mandatory Bid Submission Requirements as a guide to ensure they include all the mandatory documents required to be submitted along with their Bid submission. This form states each mandatory document to be submitted and the section number/reference of the RFQ for the requirement to which they correspond.
7.4.2 Failure to submit the items indicated within Appendix "D", Form 9, along with the Bid submission will result in the Bid submission being declared Non-Compliant and not considered for Award.
7.5 Usage Reports – Appendix "B1", section 2
7.5.1 A sample usage report including the criteria in Appendix "B1" – Supplementary Contract Terms
and Conditions, section 2, subsection 1 should be included by the Bidder upon Bid submission. These usage reports will be required for Contract management and accounting purposes by the City. If not submitted with their Quotation, Bidders must submit the sample usage report within five (5) Business Days of a written request from the City.
7.6 Bidder References – Appendix "D", Form 6 7.6.1 Bidders should submit a minimum of three (3) current references from similar organizations, for
whom the Bidder has satisfactorily provided fire apparatus body repair in the past five (5) years on a scale equal to, if not greater than, the requirements and specifications of this RFQ. The information for these references may be provided in the form provided for this purpose in Appendix "D", Form 6 – Bidder References. References are requested from fire departments serving a population over 200,000 people.
7.6.2 Should the reference information requested not be included with the Quotation submission,
Bidders must provide it within three (3) Business Days of a written request from the City or the Quotation will be declared Non-compliant.
7.6.3 Bidders must provide a "Yes" or "No" response in Appendix "D", Form 6 – Bidder References
confirming the Bidding firm did or did not provide the services listed.
7.6.4 Firms, companies, organizations and corporations that furnish information and details do so with the understanding that the City intends to review, check and investigate all references, details and information as contained therein.
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7.6.5 The City may contact the references provided. Should any reference fail to confirm that the services listed in Section 4.0 - Scope of Work, were performed in a satisfactory manner; the Quotation will be declared Non-compliant and not considered for Award.
7.7 Subcontracted Services – Appendix "D", Form 10 and Form 11 7.7.1 Bidders should specify in Appendix "D", Form 10 – Potential Subcontractors all of the potential
subcontractors that the Bidder will engage to provide services on behalf of the Bidder under this Contract, along with their Quotation as well as the services intended to be subcontracted. Bidders should also provide a "Yes" or "No" response in confirming the Bidding firm does or does not intend to engage any potential subcontractor(s) in providing the Services required in this RFQ. If not provided at the time of Bid submission, Bidders must submit within five (5) Business Days of a written request from the City, or their Bid may be declared Non-Compliant.
7.7.2 Bidders should complete and provide with their Quotation the form provided in Appendix "D", Form 11 – Bidder Affiliations Declaration Form, and have it signed and dated by the Bidders' authorized signing officer. Bidders should also provide a "Yes" or "No" response in confirming the Bidding firm does or does not have any affiliation(s) to declare in providing the Services required in this RFQ. If not provided with the Bid submission, Bidders may do so within five (5) Business Days upon written request from the City or their Bid will be declared Non-Compliant.
7.8 City Policies Submission Form(s) – Appendix "E" 7.8.1 The Policy Submission Form contains statements from different City of Toronto Policies. The
complete text of these policies can also be found on the City’s website at http://www.toronto.ca/purchasing/policies. Where applicable, the Bidder shall answer the questions posed and include the submission form with the completed Request for Quotation, failure to do so will result in the Bidder being declared Non-Compliant.
7.9 Literature 7.9.1 Bidders, where applicable, should submit complete literature on all products being included in
their quotation including, but not limited to, standard manufacturer’s warranty, model numbers, part numbers and other relevant documentation as part of their Quotation.
8.0 Award 8.1 Subject to the process terms contained in Appendix "A" and the City's procurement policies, it is
the intent of the City to award a Contract to one (1) Bidder based on the Bidder meeting specification and providing the lowest total base bid price cost as shown in Appendix “C” – Price Form inclusive of prompt payment.
8.2 Upon Award the City will confirm with the Vendor, the Deliverables, date(s) and any other instructions related to the Deliverables being provided.
8.3 The provision of Deliverables shall not commence until a signed Contract for the Deliverables is
issued and a Contract Release Order (CRO) has been issued.
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8.4 The City reserves the right to accept or reject any and/or all parts of this Request for Quotation.
9.0 Piggyback Clause 9.1 After award, the Vendor acknowledges that the City may inform its Agencies and Corporations of
the Vendor's Contract with the City. If the Vendor wishes to provide the same Deliverables to the City's Agencies and Corporations, it shall use commercially reasonable efforts to negotiate for the purpose of entering into separate and distinct Contracts with the City's Agencies and Corporations based on the same or comparable terms (including price and duration) as are set out in the City's Contract with the Vendor. The Vendor further acknowledges that the City shall not be liable for any separate Contracts negotiated with the City's Agencies and Corporations by the Vendor.
10.0 Specifications 10.1 General Specifications 10.1.1 All specifications are minimum requirements that must be met or exceeded. Bids containing one
(1) or more items that do not meet or exceed the minimum specifications will be declared Non-Compliant.
10.1.2 The Deliverables being supplied in this RFQ must be new and certified by the Vendor, and free of encumbrance. Refurbished, rebuilt, or used Products will not be acceptable.
10.1.3 Bidders must provide a quote for Product(s) and/or Service(s) that meet or exceed the minimum specifications and requirements detailed in Appendix "B2" - Technical Specifications included in this Request for Quotation.
10.2 Labour 10.2.1 All maintenance and repairs performed must meet or exceed the manufacturer’s original
specifications (OEM). The City reserves the right to inspect all services performed. Inspections can be scheduled or unscheduled. Vendors will provide access to their facility to City of Toronto staff at all times during their regular business hours.
10.3 Parts 10.3.1 All Products offered must be in compliance with the Federal and Provincial requirements in
Canada and all other applicable standards, codes, acts, and regulations 10.3.2 All parts shall be OEM.
10.3.3 All parts removed from City Units at the time of repair must be kept for a period of 48 hours after
the Unit is returned. The City reserves the right to inspect the parts within the 48 hour period prior to disposal. Parts disposed by the Vendor after approval by the TFS Supervisor (or designate) shall be disposed of in accordance to section 10.4 – Disposal of Waste Materials, at no cost to the City.
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10.4 Disposal of Waste Materials 10.4.1 The Vendor shall dispose of waste materials according to Environmental Regulations and
legislation. 10.4.2 If the Vendor is exempt from being a registered hazardous waste generator with the Ministry of
Environment, they shall have a process in place for safe and proper disposal of lubricants, fluids, oils, greases and other hazardous products that is in accordance with the Best Management Practices – Procedures for Handling and Disposal of Selected Wastes from Retail Motor Vehicle Serving Facilities (Formerly Guideline C11-1): https://www.ontario.ca/document/best-management-practices-procedures-handling-and-disposal-selected-wastes-retail-motor-vehicle
10.4.3 Should the Work be completed at City facilities, the Vendor must dispose of lubricants, fluids, oils, greases and other products hazardous material as per City processes and as directed by the TFS Supervisor (or designate).
11.0 Quantity 11.1 Quantities provided are estimates only and should not be interpreted as indicating a minimum or
maximum order quantity. The quantities shall be used as a basis for comparison upon which the award will be made. These quantities are not guaranteed to be accurate and are furnished without any liability to the City whether decreased or increased.
11.2 TFS Service Locations
11.2.1 The City reserves the right to increase/decrease the number of Units requiring the Services
referenced in this RFQ and the service locations at its discretion at no additional cost to the City. Please refer to Appendix "D", Form 5 - TFS Service Locations, for a list of City locations where the Vendor will be required to provide the Services required in this RFQ.
12.0 Material Safety Data Sheets (MSDS) – Not Applicable 13.0 Pickup and Delivery 13.1 The Vendor shall furnish all labour, materials, services, supplies, tools, equipment, apparatus,
transportation, facilities and incidentals required and perform all operations necessary to complete the Services outlined within this RFQ.
13.2 Pickup and delivery of all City Units for servicing will be made at 40 Toryork Drive, Toronto, ON M9L 1X6 during the hours of operation specified in section 4.8.2.
13.3 In the event that a City Unit is not drivable, the City reserves the right to deploy its own staff or a towing service provider currently under contract with the City to pick up or deliver Units to and from the Vendor's facility. In such case, the City shall make all the necessary arrangements directly with the service provider. This shall be confirmed by the City on a case-by-case basis.
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14.0 Return of Products 14.1 If the Product(s) do not function as warranted and the problem cannot be resolved to the
satisfaction of the City, then the Product(s) may, at the sole discretion of the City, be returned for a full refund.
15.0 Warranty 15.1 Labour performed shall have at a minimum one (1) year warranty. Failure to offer at a minimum
one (1) year warranty on labour will result in the Bid being declared Non-compliant and not considered for Award. The Bidder must state the details and period of warranty on labour in Appendix "D", Form 7 – Bidder Warranty Details or provide supporting documentation with their Bid submission.
15.2 Parts shall have a minimum of one (1) year manufacturer's warranty. Failure to offer a minimum
one (1) year warranty on parts will result in the Bid being declared Non-compliant and not considered for Award. The Bidder must state the details and period of warranty on parts in Appendix "D", Form 7 – Bidder Warranty Details or provide supporting documentation with their Bid submission.
15.3 The Vendor shall be capable of providing the best manufacturer’s standard warranty on all parts
provided under this Contract. All items must include full manufacturer’s warranties and guarantees.
15.4 The Vendor shall complete all manufacturer warranty registration for applicable Products as per
the warranty terms purchased and provide proof of registration to the City within 30 calendar days of installation.
15.5 In the event that the part(s) fails within the warranty period, the City will notify the Vendor
within the warranty labour period. The Vendor shall validate warranty period and issue warranty replacements on the work order (estimate) and then show an immediate credit for that replacement to indicate the warranty exchange. The Vendor shall provide warranty labour free of charge to the City for all parts.
15.6 The Vendor shall be responsible to handle all claims submitted by the City for defective and/or
warranty items on behalf of the manufacturer.
16.0 Insurance - (Refer to Appendix B – General Contract Terms and Conditions) 17.0 Performance Security – Not Applicable 18.0 Occupational Health and Safety
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18.1 Bidders are required to submit a properly commissioned (**) Occupational Health and Safety Statutory Declaration (“OHSA Declaration”) in the form attached to this Quotation Request prior to award. (Form can be found in Appendix "D" – Supplementary Forms, Form 2).
18.2 If a properly commissioned OHSA Declaration is not submitted with your Quotation, the City
may provide a Bidder with an opportunity to submit the required OHSA Declaration within five (5) working days of such written request. Failure to submit the OHSA Declaration in response to that written request or the inability of the Bidder to satisfy the requirements set out in the OHSA Declaration are grounds for default. The City may also consider previous OHSA violations as grounds for rejection of a Quotation and the City may terminate any Contract arising from this Request for Quotation if the Bidder is continuously in violation of OHSA requirements as per the termination provisions in Appendix "B" – General Contract Terms and Conditions, section 13.
18.3 In the event that a Bidder is unable to satisfy the OHSA Declarations requirements, Bidders are
advised Occupational Health and Safety training is available to Ontario Contractors through the Construction Safety Association. That training should enable Bidders to identify whether further training is necessary to satisfy the requirements of the OHSA Declaration on future Tender/Quotation/Request for Proposal submissions.
18.4 The following persons, by virtue of their office, are Commissioners for taking affidavits in
Ontario: Members of the Legislative Assembly, Provincial judges and justices of the peace, and barristers and solicitors entitled to practise law in Ontario.
19.0 Other Terms 19.1 The Vendor must comply with the City's Public Service By-Law, Municipal Code Chapter 192,
Article IV, Conflict of Interest and Confidentiality, in which City employees may not accept, arrange to accept, give or request to be given a reward, gift, advantage or benefit of any kind from any person or entity that influences or could be perceived to influence the performance of the employee's duties. Failure to do so may result in the termination of the Contract by the City as per the termination provisions in Appendix "B" – General Contract Terms and Conditions, section 13.
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APPENDIX “A” - REQUEST FOR QUOTATIONS PROCESS TERMS AND CONDITIONS 1. Bidder’s responsibility
(1) It shall be the responsibility of each Bidder:
A) To examine all the components of this request for quotations (RFQ), including all appendices, forms and addenda;
B) To acquire a clear and comprehensive knowledge of the required deliverables before submitting a quotation;
c) To become familiar and (if it becomes a successful Bidder) comply with all of the terms and conditions contained in this RFQ and the City’s Policies and Legislation set out on the City of Toronto website at: www.toronto.ca/tenders/index.htm
(2) The failure of any Bidder to receive or examine any document, form, addendum, or policy shall not
relieve the Bidder of any obligation with respect to its Quotation or any purchase order issued based on the Bidder’s Quotation.
2. City Contact and Questions
(1) All contact and questions concerning this RFQ should be directed in writing to the City employee(s) designated as “Buyer” in the RFQ.
(2) No City representative, whether an official, agent or employee, other than those identified as “Buyer” or the Chief Purchasing Official or his/her delegate are authorized to speak for the City with respect to this RFQ, and any Bidder who uses any information, clarification or interpretation from any other representative does so entirely at the Bidder’s own risk.
(3) Not only shall the City not be bound by any representation made by an unauthorized person, but any attempt by a Bidder to bypass the RFQ process may be grounds for rejection of its Quotation.
(4) Commencing from the issue date of this RFQ until the time of any ensuing Award, no communication shall be made by any person, including potential Bidders, or its representatives, including a third-person representative employed or retained by it (or any unpaid representatives acting on behalf of either), to promote its Quotation or oppose any competing Quotation, nor shall any potential Bidder, or its representatives, including a third-person representative employed or retained by it (or any unpaid representatives acting on behalf of either), discuss this RFQ or its Quotation with any City staff, City officials or Council member(s), other than a communication with the "City Contact" identified on page 1 on this RFQ.
(5) Communications in relation to this RFQ outside of those permitted by the applicable procurement policies and this RFQ document contravene the Lobbying By-law, an offence for which a person is liable to a maximum fine of $25,000.00 on a first conviction and $100,000.00 on each subsequent conviction. In addition, the City's Procurement Processes Policy provides that any Bidder found in breach of the policy may be subject to disqualification from the call or a future call or calls at the discretion of Council.
(6) Notwithstanding anything to the contrary set out in this document, the obligations with respect to lobbying as set out in the City of Toronto Municipal Code, Chapter 140 shall apply. The links to the City's Procurement Processes Policy, Lobbying By-Law and Interpretive Bulletin on Lobbying and Procurement are as follows:
http://www.toronto.ca/cityCitybusiness/pdf/policy_procurement_process.pdf http://www.toronto.ca/legdocs/municode/1184_140.pdf http://www.toronto.ca/lobbying/pdf/interpretation-bulleting_lobbying-procurements.pdf
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3. Addenda
If it becomes necessary to revise any part of this RFQ, the revisions will be by Addendum posted electronically in Adobe PDF format on the City’s website at www.toronto.ca/calldocuments. Bidders and prospective Bidders SHOULD MONITOR THAT SITE as frequently as they deem appropriate until the day of the Deadline. Only answers to issues of substance will be posted. The City reserves the right to revise this RFQ up to the Closing Deadline. When an Addendum is issued the date for submitting Quotations may be revised by the City if, in its opinion, the City determines more time is necessary to enable Bidders to revise their Quotations.
All Bidders must acknowledge receipt of all Addenda in the space provided on the Quotation Submission Form. The City’s Purchasing and Materials Management Division will make reasonable efforts to issue the final Addendum (if any) no later than two (2) days prior to the Deadline.
4. Exceptions to Mandatory Terms and Conditions
If a Bidder wishes to suggest a change to any mandatory term or condition set forth in any part of this RFQ it should notify the Buyer in writing not later than three (3) Business Days before the Closing Deadline. The Bidder must clearly identify any such term or condition, the proposed change and the reason for it. If the City wishes to accept the proposed change, the City will issue an Addendum as described in the article above titled Addenda. The decision of the City shall be final and binding, from which there is no appeal. Changes to mandatory terms and conditions that have not been accepted by the City by the issuance of an Addendum are not permitted and any Quotation that takes exception to or does not comply with the mandatory terms and conditions of this RFQ will be rejected.
5. Omissions, Discrepancies and Interpretations
A Bidder who finds omissions, discrepancies, ambiguities or conflicts in any of the RFQ documentation or who is in doubt as to the meaning or has a dispute respecting any part of the RFQ should notify the Buyer noted in this RFQ in writing. If the City considers that a correction, explanation or interpretation is necessary or desirable, the City will issue an Addendum as described in the article above titled Addenda. The decision and interpretation of the City respecting any such disputes shall be final and binding, from which there is no appeal. No oral explanation or interpretation shall modify any of the requirements or provisions of the RFQ.
6. Incurred Costs
The City will not be liable for, nor reimburse, any potential Bidder or Bidders, as the case may be, for costs incurred in the preparation and submission of any Quotation.
7. Limitation of Liability
The City shall not be liable for any costs, expenses, loss or damage incurred, sustained or suffered by any Bidder prior, or subsequent to, or by reason of the acceptance or the non-acceptance by the City of any Quotation, or by reason of any delay in acceptance of a Quotation, except as provided in this RFQ.
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8. Post-Submission Adjustments and Withdrawal of Quotations
(1) No unilateral adjustments by Bidders to submitted Quotations will be permitted.
(2) A Bidder may withdraw its Quotation prior to the Closing Deadline any time by notifying the Buyer designated in this RFQ in writing.
(3) A Bidder who has withdrawn a Quotation may submit a new Quotation, but only in accordance with the terms of this RFQ.
(4) After the Closing Deadline each submitted Quotation shall be irrevocable and binding on Bidders for a period of 90 days.
(5) If the City makes a request to a Bidder for clarification of its Quotation, the Bidder will provide a written response within 48 hours accordingly, unless otherwise indicated, which shall then form part of the Quotation.
9. No Collusion or Unethical Conduct
(1) No Bidder may discuss or communicate about, directly or indirectly, the preparation or content of its Quotation with any other Bidder or the agent or representative of any other Bidder or prospective Bidder. If the City discovers there has been a breach at any time, the City reserves the right to disqualify the Quotation or terminate any ensuing Contract.
(2) By submitting a Quotation in response to this Quotation Request, the Bidder certifies that:
a) the prices in the Quotation have been arrived at independently of those of any other Bidder;
b) the prices in the Quotation have not been knowingly disclosed by the Bidder, and will not knowingly be disclosed by the Bidder prior to the award of purchase, directly or indirectly, to any other Bidder or competitor; and
c) no attempt has been made, or will be made, to induce any other person to submit or not to submit a Quotation, for the purpose of restricting competition.
(3) Bidders must not have common ownership, directors, or management, or any other affiliation, connection, association or attachment with each other that may be deemed to compromise the principle of competition. Bidders must disclose any arrangements with other Bidders (including but not limited to subcontracting) that may reasonably be deemed to compromise the principle of competition, at or prior to the Closing Deadline.
10. Prohibition against Gratuities
(1) No Bidder and no employee, agent or representative of the Bidder, may offer or give any gratuity in the form of entertainment, participation in social events, gifts or otherwise to any officer, director, agent, appointee or employee of the City in connection with or arising from this RFQ, whether for the purpose of securing a Contract or seeking favourable treatment in respect to the award or amendment of the Contract or influencing the performance of the Contract, including without restriction enforcement of performance standards, or expressing appreciation, or providing compensation, for the award of a Contract or for performance of the City's obligations thereunder or for conferring favours or being lenient, or in any other manner whatsoever.
(2) If the City determines that this article has been breached by or with respect to a Bidder, the City may exclude its Quotation from consideration, or if a Contract has already been entered into, may ter-minate it without incurring any liability.
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11. Conflicts of Interest/Unfair Advantage
(1) In its Quotation, the Bidder must disclose to the City any potential conflict of interest that might compromise the performance of the work or which might reasonably compromise or provide the Bidder an unfair advantage in the Bidding process. If such a conflict of interest does exist, the City may, at its discretion, refuse to consider the Quotation.
(2) The Bidder must also disclose whether it is aware of any City employee, Council member or member of a City agency, board or commission or employee thereof having a financial interest in the Bidder and the nature of that interest. If such an interest exists or arises prior to the award on any Contract, the City may, at its discretion, refuse to consider the Quotation or withhold the awarding of any Contract to the Bidder until the matter is resolved to the City’s sole satisfaction.
(3) Bidders are cautioned that the acceptance of their Quotation may preclude them from participating as a Bidder in subsequent projects where a conflict of interest may arise. The Bidder for this project may participate in subsequent/other City projects provided the Bidder has satisfied pre-qualification requirements of the City, if any, and in the opinion of the City, no conflict of interest would adversely affect the performance and successful completion of an agreement by the Bidder.
12. Quasi-Criminal/Criminal Activity of a Proponent
(1) The City may reject a Quotation or Bidder if the City:
a) confirms that the Bidder or any individual that owns, directs, or controls the Bidder has been charged with or convicted of an offence under the Criminal Code, an offence under other applicable Requirements of Law, or an offence pursuant to similar laws outside of Ontario, or has been named in an order or similar enforcement measure by a regulatory authority;
b) determines that this charge or conviction or order is material to the given procurement; and
c) determines that, in light of this charge or conviction, awarding the Bidder could compromise the
delivery of the deliverables or would otherwise undermine the business reputation of the City of the public's confidence in the integrity of the call process
13. Failure or Default of Bidder
(1) If the Bidder, for any reason, fails or defaults in respect of any matter or thing which is an obligation of the Bidder under the terms of the RFQ, the City may at its option:
a) Consider that the Bidder has submitted a non-compliant Bid, whereupon the City may also rescind any acceptance of the [Proposal/Bid] as null and void; or
b) Consider that the Bidder has abandoned any Agreement and require the Bidder to pay the City the
difference between its Quotation and any other Quotation which the City accepts, if the latter is for a greater amount and, in addition, to pay the City any cost which the City may incur by reason of the Bidder’s failure or default. The Bidder shall be ineligible to submit a new Quotation for any Call that the City is required to reissue as a result of the Bidder's failure or default or where the City deems that the Bidder has abandoned the Agreement.
14. Acceptance of Quotations
(1) The City shall not be obliged to accept any Quotation in response to this RFQ.
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(2) The City may modify and/or cancel this RFQ prior to accepting any Quotation.
(3) Quotations may be accepted or rejected in total or in part.
(4) The lowest quoted price may not necessarily be accepted by the City.
(5) In determining which Quotation provides the best value to the City, consideration may be given to the past performance of any Bidder.
(6) Quotations which are incomplete, not completed in ink, conditional or obscure or which contain additions not called for, erasures or alterations of any kind may be rejected.
(7) The City reserves the right to waive immaterial defects and minor irregularities in any Quotation.
(8) Quotations not completed in non-erasable medium and signed in ink shall be rejected.
(9) The City reserves the right to verify the validity of information submitted in the Quotation and may reject any Quotation where, in the City’s sole estimation, the contents appear to be incorrect, inaccurate or inappropriate.
(10) The City reserves the right to assess the ability of the Bidder to perform the Contract and may reject any Quotation where, in the City’s sole estimation, the personnel and/or resources of the Bidder are insufficient.
(11) The City may reject a Quotation if it determines, in its sole discretion, that the Quotation is materially unbalanced. A Quotation is materially unbalanced when:
a) it is based on prices which are significantly less than cost for some items of work and prices which are significantly overstated in relation to cost for other items of work; and
b) the City had determined that the Quotation may not result in the lowest overall cost to the City even though it may be the lowest submitted Quotation; or
c) it is so unbalanced as to be tantamount to allowing an advance payment.
15. Currency
Unless otherwise stated herein, prices quoted are to be in Canadian dollars.
16. Tied Bids
In the event that the City receives two or more Quotations identical in price, the City reserves the right to select one of the tied Quotations by way of a coin toss (in the case of two identical Bids), or lottery (in the case of more than two identical Bids).
17. Mathematical Errors
In the event of mathematical errors found in the pricing pages, the unit prices quoted shall prevail. Extensions and totals will be corrected accordingly and adjustments resulting from the correction will be applied to the total price quoted.
18. City Confidential Information
(1) City Confidential Information provided by City staff to any Bidder or prospective Bidder in connection with, or arising out of this RFQ, the Deliverables or the acceptance of any Quotation:
a) is and shall remain the property of the City;
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b) must be treated by Bidders and prospective Bidders as confidential; c) must not be used for any purpose other than for replying to this RFQ, and for fulfillment of any
related subsequent Contract.
19. Ownership and Disclosure of Quotation Documentation
(1) The documentation comprising any Quotation submitted in response to this RFQ, along with all correspondence, documentation and information provided to the City by any Bidder in connection with, or arising out of this RFQ, once received by the City:
a) shall become a record of the City; b) shall become subject to the Municipal Freedom of Information and Protection of Privacy Act
("MFIPPA"), and may be released, pursuant to that Act and other Requirements of Law. (2) Because of MFIPPA, Bidders should identify in their Quotation any scientific, technical, commercial,
proprietary or similar confidential information, the disclosure of which could cause them injury. (3) Each Bidder’s name and quoted total base price shall be made public.
(4) By submitting a Quotation, the Bidder acknowledges that it will be made available to members of City Council and Committees on a confidential basis and may be released to members of the public pursuant to an access request made under MFIPPA and other Requirements of Law.
20. Intellectual Property Rights
Each Bidder warrants that the information contained in its Quotation does not infringe any third party intellectual property right and agrees to indemnify and save harmless the City, its staff and its consultants, if any, against all claims, actions, suits and proceedings, including all costs incurred by the City brought by any person in respect of the infringement or alleged infringement of any patent, copyright, trademark, or other intellectual property right in connection with their Quotation. 21. Governing Law
This RFQ and any Quotation submitted in response to it and the process contemplated by this RFQ shall be governed by the laws of the Province of Ontario. Any dispute arising out of this RFQ or this RFQ process will be determined by a court of competent jurisdiction in the Province of Ontario.
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APPENDIX "B" - GENERAL CONTRACT TERMS AND CONDITIONS In addition to any other terms and conditions contained elsewhere in this RFQ, the following terms and conditions shall form part of the Contract between the City and the Vendor and are deemed to be incorporated into and take precedence over the terms of any purchase order(s) issued in connection with this RFQ. The order of precedence shall be: (i) the RFQ, including any appendices, schedules and Addenda; (ii) the purchase order; and (iii) the Quotation;
1. Compliance with Laws
The Vendor will be required to comply, at its sole expense, with all applicable Requirements of Law (including, without limitation, the City's Fair Wage and other policies or by-laws applicable to the City's vendors, the Ontario Fire Code, the Ontario Employment Standards Act, the Ontario Human Rights Code, the Ontario Labour Relations Act, the Workplace Safety and Insurance Act, the Income Tax Act and Occupational Health and Safety requirements) in relation to the provision of any Services, including the obtaining of all necessary permits and licences, and shall submit proof of such compliance to the City, upon request, and the Vendor shall indemnify and save the City harmless from any liability or cost suffered by it as a result of the vendor's failure to comply with this provision.
2. Non-Exclusivity
The awarding of a Contract to a Vendor shall not be a guarantee of exclusivity.
3. Confidentiality
The Vendor shall treat as confidential all information of any kind which comes to the attention of the Vendor in the course of carrying out the Services and shall not disseminate such information for any reason without the express written permission of the City or otherwise in accordance with MFIPPA or other applicable privacy law. The Vendor may be required to enter into a detailed confidentiality and conflict of interest agreement in a form satisfactory to the City Solicitor.
4. Conflict of Interest
The Vendor shall: (a) avoid any Conflict of Interest in the performance of its Contractual obligations; (b) disclose to the City without delay any actual or potential Conflict of Interest that arises during the performance of its Contractual obligations; and (c) comply with any requirements prescribed by the City to resolve any Conflict of Interest. In addition to all other Contractual rights or rights available at law or in equity, the City may immediately terminate the Contract upon giving notice to the Vendor where: (a) the Vendor fails to disclose an actual or potential Conflict of Interest; (b) the Vendor fails to comply with any requirements prescribed by the City to resolve or manage a Conflict of Interest; or (c) the Vendor’s Conflict of Interest cannot be resolved to the City's reasonable satisfaction.
5. Indemnities (1) The Vendor shall indemnify and save harmless the City of Toronto, its Mayor, Members of Council,
officers, employees, and agents from and against any losses, liens, charges, claims, demands, suits, proceedings, recoveries and judgments (including legal fees and costs) arising from or related to the Vendor's performance or non-performance of its obligations, including payment obligations to its
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approved subcontractors and suppliers and others, and including or breach of any confidentiality obligations under the Contract or infringement, actual or alleged of any Canadian, American or other copyright, moral right, trade-mark, patent, trade secret or other thing with respect to which a right in the nature of intellectual/industrial property exists.
(2) Upon assuming the defence of any action covered under this sub-article the Vendor shall keep City of Toronto reasonably informed of the status of the matter, and the Vendor shall make no admission of liability or fault on City of Toronto's part without City of Toronto's written permission.
Intellectual Property Indemnity
The Vendor shall indemnify and save harmless the City of Toronto, its Mayor, Members of Council, officers, employees, and agents from and against any losses, liens, charges, claims, demands, suits, proceedings, recoveries and judgements (including legal fees and costs) arising from infringement, actual or alleged, by the Quotation, its use or misuse, or by any of the deliverables developed or provided or supplied under or used in connection with the Services (including the provision of the Services themselves), of any Canadian, American or other copyright, moral right, trade-mark, patent, trade secret or other thing with respect to which a right in the nature of intellectual/industrial property exists.
Employment & WSIB Indemnity
Nothing under this Agreement shall render the City responsible for any employment, benefit or termination liability (including those under or in connection with the Workplace Safety and Insurance Act, 1997 or any successor legislation ("WSIA"), whether statutorily required, at common law or otherwise, resulting from Services supplied under this Agreement by persons employed or otherwise engaged by the Vendor. In the event that employment related costs, or other related responsibility falls to the City for any reason whatsoever, the Vendor agrees to indemnify the City for such costs.
6. Insurance
The successful Vendor agrees to purchase and maintain in force, at its own expense (including the payment of all deductibles) and for the duration of this Contract, the following policies of insurance, which policies shall be in a form and with an insurer acceptable to the City. A certificate evidencing these policies originally signed by the insurer or an authorized agent of the insurer must be delivered to the City prior to the commencement of Services: 1. Comprehensive General Liability provided that the policy:
(i) is in the amount of not less than Two Million Dollars ($2,000,000.00), per occurrence;
(ii) adds the City of Toronto as an additional insured;
(iii) has provisions for cross-liability and severability of interest, broad form contractual liability, owner's/contractor's protective liability, broad form property damage, employers liability/contingent employer's liability, products and completed operations, non-owned automobile liability and personal injury liability;
(iv) provides for thirty (30) days' prior written notice of cancellation or material change.
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2. Standard Garage Automobile Liability, provided that the policy is:
(i) in the amount of NOT LESS THAN TWO MILLION DOLLARS ($2,000,000.00) for each
occurrence.
(ii) in the amount per auto of NOT LESS THAN ONE MILLION SIX HUNDRED THOUSAND DOLLARS ($1,600,000.00) Collision/Upset Legal Liability – Any One Customer’s Auto
(iii) in the amount per occurrence of NOT LESS THAN ONE MILLION SIX HUNDRED THOUSAND DOLLARS ($1,600,000.00)Specified Perils – Any One Customer’s Auto
It is understood and agreed that the coverage and limits of liability noted above are not to be construed as the limit of liability of the vendor in the performance of services. It is also agreed that the above insurance policies may be subject to reasonable deductible amounts, which deductible amounts shall be borne by the vendor. At the expiry of the policies of insurance, original signed Certificates evidencing renewal will be provided to the City without notice or demand. The successful vendor is responsible for any loss or damage whatsoever to any of its materials, goods, equipment or supplies and will maintain appropriate all-risk coverage as any prudent owner of such materials, goods, supplies and equipment. The successful vendor shall have no claim against the City or the City’s insurers for any damage or loss to its property and shall require its property insurers to waive any right of subrogation against the City.
7. No Assignment
The Vendor shall not assign any part of the Contract nor any interest therein without the prior written consent of the City, which consent shall not be unreasonably withheld. However, such written consent shall not under any circumstances relieve the Vendor of its liabilities and obligations under this RFQ and the Contract, including the terms of this RFQ.
8. Subcontractors
(1) The Vendor shall be solely responsible for the payment of every subcontractor employed, engaged, or retained by it for the purpose of assisting it in the performance of its obligations under the Contract. The Vendor shall coordinate the provision of the Deliverables by its subcontractors in a manner acceptable to the City, and ensure that they comply with all the relevant requirements of the Contract.
(2) The Vendor shall be liable to the City for all costs or damages arising from acts, omissions, negligence or willful misconduct of its subcontractors.
9. Personnel and Performance (1) The Vendor must make available appropriately skilled workers, consultants or subcontractors, as
appropriate, and must be able to provide the necessary materials, tools, machinery and supplies to fulfill its obligations under the Contract.
(2) The Vendor shall be responsible for its own staff resources and for the staff resources of any subcontractors and third-party service providers.
(3) The Vendor will ensure that its personnel (including those of approved subcontractors), when using any City buildings, premises, equipment, hardware or software shall comply with all security policies, regulations or directives relating to those buildings, premises, equipment, hardware or software.
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(4) Personnel assigned by the Vendor to provide the deliverables (including those of approved
subcontractors) may also, in the sole discretion of the City, be required to sign confidentiality and conflict of interest agreement(s) satisfactory to the City Solicitor.
10. Independent Contractor
The Vendor and the City agree and acknowledge that the relationship of the City and the Vendor is one of owner and independent contractor and not one of employer-employee. Neither is there any intention to create a partnership, joint venture or joint enterprise between the Vendor and the City.
11. Warranties and Covenants
The Vendor represents, warrants and covenants to the City (and acknowledges that the City is relying thereon) that any deliverable resulting from or to be supplied or developed under the Contract will be in accordance with the City’s functional and technical requirements (as set out in the RFQ) and, if applicable, will function or otherwise perform in accordance with such requirements.
12. Ownership of Intellectual Property and Deliverables
The City will own all intellectual property rights, including (without limitation) copyright, in and to all deliverables provided by the Vendor and its subcontractors. All information, data, plans, specifications, reports, estimates, summaries, photographs and all other documentation prepared by the Vendor in the connection with the provision of the Deliverables under the Contract, whether they be in draft or final format, shall be the property of the City.
13. Termination Provisions
(1) Upon giving the Vendor not less than 30 days’ prior written notice, the City may, at any time and without cause, cancel the Contract, in whole or in part. In the event of such cancellation, the City shall not incur any liability to the Vendor apart from the payment for the Deliverables that have been satisfactorily delivered or performed by the Vendor at the time of cancellation.
(2) Failure of the Vendor to perform its obligations under the Contract shall entitle the City to terminate the Contract upon ten (10) calendar days’ written notice to the Vendor if a breach which is remediable is not rectified in that time. In the event of such termination, the City shall not incur any liability to the Vendor apart from the payment for the Deliverables that have been satisfactorily delivered or performed by the Vendor at the time of termination. The City reserves the right to seek compensation in the event of such cancellation for the resulting cost(s) incurred to issue a new procurement process and for the price difference of obtaining a new contract, including remaining optional terms and, in addition, to pay the City any cost(s) which the City may incur by reason of the Vendor's default, within 30 Business Days of notice from the City. Failure to pay the City for the price difference of obtaining a new contract within the 30 Business Days, will result in the City deducting any monies owed to the Vendor by the City. As such, the Vendor shall be ineligible to submit a new quotation for any call that the City is required to reissue as a result of the Vendor's default.
(3) All rights and remedies of the City for any breach of the Vendor's obligations under the Contract shall be cumulative and not exclusive or mutually exclusive alternatives and may be exercised singularly, jointly or in combination and shall not be deemed to be in exclusion of any other rights or remedies available to the City under the Contract or otherwise at law.
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(4) No delay or omission by the City in exercising any right or remedy shall operate as a waiver of them or of any other right or remedy, and no single or partial exercise of a right or remedy shall preclude any other or further exercise of them or the exercise of any other right or remedy.
14. Liquidated Damages
If the vendor at any time fails to supply all goods or services to the City as specified within the Contract, or fails to replace goods or services rejected by the City, then the City shall be permitted to procure such goods or services elsewhere and charge any additional costs incurred by the City to the vendor as liquidated damages, unless otherwise specified, and deduct such amounts from payments due to the vendor or to otherwise collect such costs from the vendor by any other method permitted by law.
15. Right to Retain Monies
The City shall have the right to retain out of monies payable to the Vendor under the Contract the total amount outstanding for time to time of all claims arising out of the default of the Vendor of its obligations to the City. This shall include claims pursuant to this or any other Contract or cause of action between the vendor and the City which have not been settled between the City and the Vendor.
16. Occupational Health and Safety
(1) The Vendor shall comply with all federal, provincial or municipal occupational health and safety legislative requirements, including, and without limitation, the Occupational Health and Safety Act, R.S.O., 1990 c.0.1 and all regulations thereunder, as amended from time to time (collectively the "OHSA").
(2) Nothing in this section shall be construed as making the City the "employer" (as defined in the
OHSA) of any workers employed or engaged by the Vendor for the Work, either instead of or jointly with the Vendor.
(3) The Vendor agrees that it will ensure that all subcontractors engaged by it are qualified to perform the Work and that the employees of subcontractors are trained in the health and safety hazards expected to be encountered in the Work.
(4) The Vendor acknowledges and represents that:
a) The workers employed to carry out the Work have been provided with training in the hazards of the Work to be performed and possess the knowledge and skills to allow them to work safely;
b) The Vendor has provided, and will provide during the course of the agreement, all necessary personal protective equipment for the protection of workers;
c) The Vendor’s supervisory employees are competent, as defined in the OHSA, and will carry out their duties in a diligent and responsible manner with due consideration for the health and safety of workers;
d) The Vendor has in place an occupational health and safety policy in accordance with the OHSA; and e) The Vendor has a process in place to ensure that health and safety issues are identified and addressed
and a process in place for reporting work-related injuries and illnesses. (5) The Vendor shall provide, at the request of the General Manager or his designate, the following as
proof of the representations made in paragraph (1) and (4):
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a) documentation regarding the training programs provided or to be provided during the Work (i.e. types of training, frequency of training and re-training); and
b) the occupational health and safety policy. (6) The Vendor shall immediately advise the General Manager or his designate in the event of any of the
following:
a) A critical injury that arises out of Work that is the subject of this agreement;
b) An order(s) is issued to the Vendor by the Ministry of Labour arising out of the Work that is the subject of this agreement;
c) A charge is laid or a conviction is entered arising out of the Work that is the subject of this agreement, including but not limited to a charge or conviction under the OHSA, the Criminal Code, R.S.C 1985, c. C-46, as amended and the Workplace Safety and Insurance Act, 1997, S.O. 1997, c. 16, Sched. A, as amended.
(7) The Vendor shall be responsible for any delay in the progress of the Work as a result of any violation
or alleged violation of any federal, provincial or municipal health and safety requirement by the Vendor, it being understood that no such delay shall be a force majeure or uncontrollable circumstance for the purposes of extending the time for performance of the Work or entitling the Vendor to additional compensation, and the Vendor shall take all necessary steps to avoid delay in the final completion of the Work without additional cost to the City.
(8) The parties acknowledge and agree that employees of the City, including senior officers, have no
authority to direct, and will not direct, how employees, workers or other persons employed or engaged by the Vendor do work or perform a task that is the subject of this agreement.
17. Workplace Safety and Insurance Board The Vendor shall secure, maintain and pay all costs for Workplace Safety and Insurance Board ("WSIB") workers’ compensation coverage for its employees providing Services under this Contract, whether required statutorily or not under the Workplace Safety and Insurance Act, 1997. The Vendor represents and warrants that it shall be in good standing with the WSIB throughout the Term of this Contract. Prior to supplying the Services and prior to receiving payment, the Vendor shall produce a Clearance Certificate issued by the WSIB confirming that the Vendor has paid its assessment based on a true statement of the amount of its current payroll in respect of the Services and that the City is relieved of financial liability. Thereafter, throughout the period of Services being supplied, a new Clearance Certificate will be obtained from the WSIB by the Vendor and provided to the City every 90 days or upon expiry of the Certificate's validity period whichever comes first. The Vendor shall ensure that any and all persons, including but not limited to volunteers, students, subcontractors and independent contractors, providing services under this Contract have secured WSIB coverage, whether required statutorily or not, for the term of this Contract.
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18. Accessibility Standards for Customer Service Training Requirements The Vendor shall require all applicable personnel (including those of its subcontractors) to fulfill the training requirements set out in the City's policy on Accessible Customer Service Requirements for contractors, Consultants and other Service Providers.
19. Invoice and Billing Requirements To assist in prompt payment, it is essential that all required billing information is provided on the invoice submitted to the City of Toronto. If billing information is missing from an invoice it will result in a payment delays. It is the Vendor's responsibility to submit accurate invoices for goods /services delivered to the City of Toronto divisions. If an inaccurate invoice (i.e.: but not limited to, pricing, quantity or services provided) is submitted, the Vendor will be requested to issue a credit note and submit a new invoice. If the invoice in question offered an early payment discount, the re-issue date of the new invoice will be used to calculate the early payment discount terms. (1) Standard Invoices:
a) Original hardcopy vendor invoices must be addressed and sent DIRECTLY to:
City of Toronto Accounting Services Division Corporate Accounts Payable 55 John Street 14th Floor, Metro Hall Toronto, ON M5V 3C6; or
b) Electronic Invoices:
To support an electronic payable environment, the City of Toronto Corporate Accounts Payable unit will accept electronic vendor invoices submitted via email to [email protected] . Electronic invoices submitted must be in a PDF format with either single or multiple invoice(s) per attachment. Note: Do not send statements or past due invoices to this email address, only current invoices will be accepted. Do not send hard copy invoices to Corporate Accounts Payable if you have submitted an electronic invoice. If you have any questions regarding this process, please contact AP Customer Service at 416-397-5235 and follow the prompts.
c) Invoice/s submitted to the City of Toronto must have complete ship to information including:
I. Contract/Project Number
II. Vendor Number III. Vendor Name and address IV. Name of City Division
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V. The City Division’s contact name and phone number (the person ordering or picking up the goods and/or services),
VI. Description of work VII. Location of work (excluding pick-up order),
VIII. Vehicle Number & Type, e.g., pumper, aerial, etc. IX. Bill through Dates(Work Done): from and to X. Invoice Date
XI. Purchasing document information on the invoice (blanket contract number, contract release order number (CRO) purchase order (PO) or Divisional Purchase Order (DPO) must be clearly indicated on the invoice.
XII. Complete "Remit To" address is required on all submitted vendor invoices A purchasing document number must be provided by City Staff at time of order for goods or services.
d) City purchases with the use of a credit card/PCard, are NOT to be sent to Corporate Accounts Payable. These invoices are considered paid.
e) Vendors are encouraged to provide packing slips and/or goods receipt confirmations directly to
the ordering Division for goods/services delivered.
f) Vendors are to provide backup documentation directly to the ordering Division, not Corporate Accounts Payable.
The City has the right to request all supporting documentation for any parts or sublet charges. Estimates must be approved, in writing, prior to Work commencing as per section 4.8.3. Any amendment to the original work order (estimate) must also be approved. No invoices will be paid unless authorized by the Contract Manager. (2) Construction Contracts & Consultant Assignments related to Capital Projects – With a
Holdback only.
Invoices related to an approved capital project with a holdback and managed by a Contract Administrator (CA) must be forwarded to the CA for review and approval. Billing requirement direction will be provided by the contract custodian or city divisional designate prior to the start of the Contract.
a) All invoices must be addressed and sent DIRECTLY to:
Contract Administrator
City of Toronto Address Contact Info: Phone #, E-mail address Note: Contact Information of respective CA will be provided in writing, prior to the start of the contract.
b) Invoice/s submitted to the City of Toronto Contract Administrator must have complete information including:
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I. Contract/Project Number
II. Name of City Division and Contract Administrator III. Vendor Number IV. Vendor Name and address V. The City Division’s contact name and phone number (the person ordering or picking up
the goods and/or services), VI. Description of work/ Project Name
VII. Location of work VIII. Bill through Dates(Work Done): from and to
IX. Invoice Date X. Sub-total Amount: Excluding all taxes
XI. Total Invoice Amount; Including all taxes Purchasing document information on the invoice (blanket contract number, contract release order number (CRO) purchase order (PO) or Divisional Purchase Order (DPO), must be clearly indicated on the invoice. (*This purchasing number should be provided by City staff at the time of order*) (3) Contract Release Order for Contract Purchases
A request for delivery in the form of a Contract Release Order (CRO) will be issued for each purchase against a Contract.
All invoices submitted for payment of Contract goods/services must contain:
I. Blanket Contract Number
II. Contract Release Order Number (CRO)
Under no circumstances are Contract Release Orders to be filled for commodities or services that are not included on a Contract. The total value estimated on a Contract including all charges, excluding any applicable taxes, is not to be exceeded without authorization. A Contract shall not be valid once the specified period has elapsed unless an extension has been requested by the City. The City, in its sole discretion, has the right to terminate a Contract prior to the expiration of the term without cause or penalty, provided the Total Value Estimated as specified on the Contract Order has been reached.
(4) Discount Terms
The City will consider offers of early payment discount terms. If correct billing information has been indicated on the invoice, it is the City’s policy to pay within vendor’s discount terms from the receipt date of the invoice in the Corporate Accounts Payable unit – Metro Hall, 55 John Street, 14th Floor.
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Early Payment terms should be clearly indicated on the invoice. Note: Discount terms for early payment cannot be earlier than 15 days from the receipt date of the invoice by the City of Toronto, Corporate Accounts Payable unit.
(5) Direct Deposit
City of Toronto offers secure electronic deposit payments directly to your bank account through our “Direct Deposit” program. For more information and/or to enrol for this payment option, please email us at [email protected] contact the Direct Deposit program line at mailto: 416-392-9736 and follow the prompts. Effective January 1, 2014, all new Contracts for existing or new vendors must be enrolled in the Direct Deposit program.
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APPENDIX "B1" – SUPPLEMENTARY CONTRACT TERMS AND CONDITIONS
1. Records and Audit
(1) The City shall have the right to inspect and audit all of the Vendor's financial and other records relating to the Services at all reasonable times as deemed necessary by the City, during the term of the Contract and for a period of two years following completion thereof. The Vendor shall at all times during this period keep and maintain records of the Services performed pursuant to the Contract, including proper records of invoices, vouchers, timesheets and other documents that support actions taken by the Vendor including any invoices from the vendor's subcontractors, at no cost to the City.
(2) Should an audit disclose any overbilling on the part of the Vendor and/or any subcontractor, the Vendor shall be responsible to repay to the City all monies owed by the Vendor and the subcontractor as a result of the overbilling, or the City at its discretion may deduct the overbilling from monies owed to the Vendor. In addition, the Vendor shall be charged the direct costs of the City associated with the audit and overbilling cost recovery. Further the City shall have the right at its sole discretion to restrict the Vendor and/or its Vendor Obligations.
(3) The City reserves the right to inspect all Services performed by the Vendor, either prior or after delivery of the Unit(s) back to the City. Vendors will provide access to their facility to City staff as required without authorization at any time during the hours of operation specified in section 4.8.3 for audit reviews. Audit reviews can be scheduled or unscheduled. If the City, at its sole discretion, discovers that work performed was defective in any way, the Vendor shall be responsible for performing all Services required to correct the defective work, at no additional cost to the City. Defective work constitutes any work that was not performed in accordance with the specifications and requirements of the RFQ. Audit reviews shall be documented as part of the Performance Evaluation (Appendix "B1", section 5).
2. Reporting
(1) The Vendor shall demonstrate the ability to provide electronic usage reports in columnar text format, in MS Excel 2007 or higher version, of invoice details by providing the following report criteria:
Dollar value and usage information by (but not limited to):
a) Contract Number b) Contract Release Order (CRO) Number c) TFS Service location (address) d) Invoice number and date e) City Work Order Number f) City Unit Number (i.e., vehicle number and vehicle type, e.g., pumper, rescue, aerial) g) Name of City Approver h) Quantity of parts used i) Number of labour hours j) Item/Part number k) Detailed description of components by category and/or Contract line item number l) Cumulative Total by month or as requested by the City Division
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(2) The Vendor shall be required to submit to the requesting Division's Manager or Contract Manager, electronic copy “usage reports” on a monthly and yearly basis, or as requested, within 30 days after the end of each month based on the Appendix "C" - Price Form and the above report criteria, at no cost to the City of Toronto.
(3) The Vendor shall also provide a cumulative report at the end of each Contract term based on the
aforementioned criteria no later than ten (10) calendar days after completion. The City may request a current usage report at any time during the Contract period to verify releases on the Contract. The Vendor must provide a current report within 15 calendar days of request to the Division’s Manager or Contract Manager.
3. Certifications
(1) As of January 1, 2017, the Ministry of Transportation mandates that all tow trucks MUST possess a valid CVOR certificate. Please visit the following website for more information: http://www.mto.gov.on.ca/english/trucks/commercial-vehicle-operators-registration.shtml. If applicable, the Vendor must provide copies of valid CVOR certificates for all trucks used to provide pickup and delivery Services for the City under this Contract by January 2, 2017. Failure to do so will result in the termination of the Contract by the City as per the termination provisions set out in Appendix "B" – General Contract Terms and Conditions, section 13.
(2) The Vendor shall submit to the Contract Manager all licenses and or certifications stated in this
RFQ for review by the City four to six (4 to 6) months prior to the Contract Term expiration and prior to the application of any optional year. These shall include certificates and licences that may expire through the course of the Contract, and/or where there is an update to the certificates provided at the time of Bid submission, for example, a new staff member or a new truck.
(3) Hot Work Permit training and certification: a) All the Vendor’s employees (including subcontractors, if any) performing Work under this
Contract are required to have successfully completed Managing Hot Work Using FM Global’s Hot Work Permit System as applicable to the specifications.
b) In order to successfully complete the training, a grade of 80% is required. The Vendor's (and subcontractor's) staff must be recertified every three (3) years.
c) Each session takes less than one hour to complete and can be accessed 24 hours a day, seven days a week from any computer on the Internet. No downloads required. There is no limit to the number of people that can register. To register, please visit FM Global's online public training centre at http://www.fmglobal.com/fmgloballearningsolutions/. Once enrolled for one course you are automatically enrolled for all courses. The Vendor can also sign up directly by sending an e-mail to [email protected] with the name, company name and e-mail address of the person(s) requiring authorization. The Vendor must enter “City of Toronto” and the location of the City facility into the sign up window so that FM Global can track that they are a City vendor.
d) Please note that 24 hours is required to allow for confirmation of authorization.
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e) This will be a mandatory requirement of the Contract and applicable work shall only be performed by those Vendor employees who have successfully completed the training as defined in this section. If requested by the City, Bidders must submit the copies of valid certificates within the timeframe specified by the City confirming that the Bidder’s employees (including subcontractors, if any) performing the applicable work under this Contract have successfully completed the Hot Work Permit training session(s). Failure to do so will result in the Quotation being declared Non-compliant and not considered for Award.
4. Vendor Responsibilities
(1) The Vendor shall not charge the City storage fees for Unit(s) while at the Vendor's facility.
(2) Work on City vehicles or equipment shall be completed in a covered area at all times. In the event the Vendor damages any City vehicles or equipment while providing the Services, the Vendor shall repair the vehicles or equipment to the satisfaction of the City at the Vendor’s cost. The Vendor shall also be required to report the damages to the City immediately within one (1) hour. The City shall evaluate the damages and make arrangements with the Vendor to repair the Unit at the Vendor’s cost.
(3) It is prohibited to park City Units outside the Vendor's facility (yard). Units kept overnight must
be indoors or drained of all water and stored in a locked compound. In the event a Unit is being delivered to the Vendor's facility (either by the City or by the Vendor) and the Vendor fails to provide a secure area for the Unit to be stored, the Unit will be returned to the City, and all costs associated with labour and transportation to transport the Unit to and from the City's facility shall be the responsibility of the Vendor. The City reserves the right, acting reasonably, to deduct any monies owed to the City from any monies owed to the Vendor. In the absence of such option, the Vendor shall make payment to the City within 30 calendar days of notice.
(4) While working on City facilities, the Vendor must:
a) Supervise their personnel while on City of Toronto sites to ensure their safety and that their movement on City facilities is within the requirements of their work.
b) Comply with the building rules such as the no smoking policy of the buildings and other rules, which will be communicated to the successful Bidder in writing at the mandatory kick-off meeting upon Award (Appendix "B1", section 7).
(5) It is the responsibility of the Vendor to ensure that the Work being requested by City staff meets the requirements as set out by the Terms and Conditions of this RFQ and is quoted in Appendix "C" - Price Form. In cases where City staff requests Services not listed under Appendix "C" - Price Form, the Vendor shall communicate this to the Contract Manager as soon as it becomes known. The City is under no obligation to pay for any Work performed by the Vendor that is not procured and quoted under this RFQ and any resulting Contract.
(6) As per Appendix "B" – General Contract Terms and Conditions, Item 17, Workplace and Safety Insurance Board, the Vendor shall secure, maintain and pay all costs for Workplace Safety and Insurance Board ("WSIB") workers’ compensation coverage for its employees providing Services under this Contract, whether required statutorily or not under the Workplace Safety and Insurance Act, 1997. Prior to Award, upon written request by the City, the Vendor shall provide a valid
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WSIB clearance certificate within the timeframe specified by the City. Failure to do so will result in the Bid submission being declared Non-Compliant and not considered for Award.
5. Performance Evaluation
(1) The City may request mandatory meetings to review Vendor performance at any time during the Contract Term. Should the Vendor fail to attend the mandatory meetings during the Contract Term, it may result in the termination of the Contract, at which time the City may seek compensation for the cost it incurred to issue a new process and for the cost difference between the Vendor's Contract and the new process pricing, including any remaining term(s), payable within 30 business days of notice by the City.
(2) Vendor performance will be evaluated based on the following criteria:
a) Quality – compliance with mandatory requirements and specifications b) Execution – work performance c) Organization – work plan and management d) Administration – contractor performance and diligence e) Safety and Compliance – laws and standards
(3) Willingness of the Vendor to cooperate, is the expectation of the City in order for the City to continue business with the Vendor. Poor performance by the Vendor at any time during the Term of the Contract, such as, but not limited to, the non-compliance with the criteria listed in subsection 2 above, will be documented and communicated to the Vendor by the City for improvement. The Vendor shall have 24 hours to rectify the issues forwarded by the City. Shall the Vendor provide poor performance on a continuous basis, the City in its sole discretion, can recommend the Vendor for disqualification by City Council, and be prevented from doing business with the City in the future.
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APPENDIX "B2" – TECHNICAL SPECIFICATIONS
Part A - Body Repairs
1. Paint and body repairs for fire truck models listed in Table 1 of the RFQ (section 4.3) shall include the following: a. Assessment of damages and the removal, repair, or replacement of parts and components
must be approved by a TFS Mechanical Representative.
b. Prior to any work commencing, the removal of all affected fixtures, flush mounted lights, windows, door hinges, and any other affected component must be performed to assure full paint coverage.
c. Vendor will be held responsible for damages or loss of any equipment, parts or components removed during the repair/refurbishment process.
d. All surface corrosion and oxidization shall be surface ground to bare metal. All metal surfaces are to be chemically cleaned and etched prior to beginning the paint process.
e. Depressions in the metal surface are to be filled with a filler compatible with the paint used.
f. Surfaces shall be primed with a coating designed for corrosion resistance and paint adhesion as per the paint manufacturer’s recommendations.
g. An intermediate “surfacer” shall be used to fill minor surface defects, provide an adhesive bond between primer and paint, and improve colour and gloss retention.
h. Isolation tape or gasket material must be used when replacing fixtures to prevent damage to the finished surface, and electrolytic action between two metals.
i. Single stage high-solids Polyurethane enamel paint shall be used. Sikkens, PPG (DBHS-75380) or DuPont (DUR-30) paint process only. Colours will vary slightly by truck, however trucks receiving total refurbishments are to be painted solid red, even if currently two-tone.
j. Areas receiving body repair will require re-application of Krown Rust proofing or approved equivalent.
Part B - Body fabrication
1. Bidder’s repair facility(ies) listed in Table 1 of Appendix "D", Form 4 – Bidder Facilities Information shall be experienced to perform fire truck component fabrication in accordance with best-practices standards for building fire apparatus. This shall include fabrication of side running boards, rear tailboards, and front bumper extensions including hose load units and related plumbing.
a. Repairs shall conform to the following:
i. NFPA 1901, Standard for Automotive firefighting apparatus ii. CAN/ULC S515, Automobile Fire Fighting Apparatus
iii. NFPA 1912 Fire Apparatus Refurbishing iv. NFPA 1914 Testing Aerial Devices
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2. Bidder shall possess industrial sized shears and brakes for the forming of body metals and
aluminum checker plate.
3. Bidder shall employ staff certified to weld in accordance with the various standards. a. CSA standards for welding aluminum, steel and stainless steel components:
i. CSA standard steel, stainless and galvanized code W47.1
Certificate #_______________ (State)
ii. CSA standard aluminum W47.2 Certificate #_______________
(State)
4. Notwithstanding the following standards shall apply as part of this specification. In the event of conflicting requirements between these standards and the specific requirements of this specification, the requirements of this specification shall govern.
5. The products (s) and /or sub-components offered shall conform to the following applicable
standards:
a. For Aluminum: i. CSA S157-05 – Strength Design in Aluminum
ii. CSA W47.2-M1987 (R2003_ - Certification of Companies for Fusion Welding of Aluminum
iii. CAN/CSA W48-01 – Filler Metals and Allied Materials for Metal Arc Welding iv. CSA W59.2-M1991 (R2003) – Welded Aluminum Construction
b. For Steel
i. CAN/CSA S16-01 – Limit States Design of Steel Structures ii. CSA W47.1-03 – Certification of Companies for Fusion Welding of Steel
iii. CSA W48.1 – R1998 – Carbon Steel Covered Electrodes for Shielded Metal Arc
c. Welding i. CSA W48.2 – R1998 – Chromium and Chromium – Nickel Steel Covered Electrodes for
Shielded Metal Arc Welding ii. CSA W48.3 – R1998 – Low Alloy Steel Covered Electrodes for Shielded Metal Arc
Welding iii. CSA W48.4-95 – Solid Carbon Steel Filler Metals for Gas Shielded Arc Welding iv. CSA W48.5 – M1990 – Carbon Steel Electrodes for Flux – and Metal –Cored Arc
Welding v. CSA W48.6-96 – Fluxes and Carbon Steel Electrodes for Submerged Arc Welding
vi. CSA W59-03 – Welded Steel Construction (Metal Arc Welding) vii. G40.20-04/G40.21-04 – General Requirements for Rolled or Welded Structural Quality
Steel/Structure Quality Steel
d. For Stainless Steel i. Applicable ANSI AWS, CWB and ASM stainless steel and stainless steel welding related
standards shall apply.
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ii. Bidder shall be experienced in the repair, cutting, forming, welding and painting of 12 and 14-gauge stainless steel body panels used in fire apparatus.
iii. Bidder must be qualified and experienced in the removal, replacement, and adjustment of automotive roll-up doors built by Amdor, ROM, and Dover.
iv. Only stainless steel fasteners are to be used. Pop-rivets are not an acceptable means of fastening body components.
Part C - Aerial Ladder Repairs
2. Aerial ladder repairs for models listed in Table 1 of the RFQ (section 4.3) shall include the following: a) All repairs shall be done with the approval of TFS staff and under the expressed supervision
of the aerial device manufacturer. Bidder must have proof of extensive experience repairing cable and hydraulically operated aerial devices.
b) Bidder shall be experienced in the identification and repair of cracks and surface
deformations in steel and aluminum aerial ladders. All structural repairs are to be verified with a non-destructive test and written certificate of approval.
c) All repairs to be done in conformance with the various CSA standards for welding and
inspecting aluminum and steel: i. CSA standard steel, stainless and galvanized code 47.1
ii. CSA standard aluminum W47.2
3. The products (s) and /or sub-components offered shall conform to the following applicable standards:
a) For Aluminum
i. CSA S157-05 – Strength Design in Aluminum ii. CSA W47.2-M1987 (R2003_ - Certification of Companies for Fusion Welding of
Aluminum iii. CAN/CSA W48-01 – Filler Metals and Allied Materials for Metal Arc Welding iv. CSA W59.2-M1991 (R2003) – Welded Aluminum Construction
b) For Steel
i. CAN/CSA S16-01 – Limit States Design of Steel Structures ii. CSA W47.1-03 – Certification of Companies for Fusion Welding of Steel
iii. CSA W48.1 – R1998 – Carbon Steel Covered Electrodes for Shielded Metal Arc
c) Welding i. CSA W48.2 – R1998 – Chromium and Chromium – Nickel Steel Covered Electrodes for
Shielded Metal Arc Welding ii. CSA W48.3 – R1998 – Low Alloy Steel Covered Electrodes for Shielded Metal Arc
Welding iii. CSA W48.4-95 – Solid Carbon Steel Filler Metals for Gas Shielded Arc Welding iv. CSA W48.5 – M1990 – Carbon Steel Electrodes for Flux – and Metal –Cored Arc
Welding v. CSA W48.6-96 – Fluxes and Carbon Steel Electrodes for Submerged Arc Welding
vi. CSA W59-03 – Welded Steel Construction (Metal Arc Welding)
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vii. G40.20-04/G40.21-04 – General Requirements for Rolled or Welded Structural Quality Steel/Structure Quality Steel
d) For Stainless Steel
i. Applicable ANSI AWS, CWB and ASM stainless steel and stainless steel welding related standards shall apply.
4. Structural repairs could include welding cracks and surface deformations, surface and paint repair, and preparation for non-destructive testing.
5. Operational repairs could include cable adjustment and replacement, sheave repair, waterway repair and replacement, slide block replacement, and greasing.
6. Hydraulic system repairs could include cylinder replacement and rebuilding, line and hose changes, valve replacement, pump and motor replacement, and diagnostic services.
7. Electrical repairs could include electro-hydraulic diagnostics, cable replacement, control system repairs, circuit board and electronic repairs, lighting repairs.
Part D – Full Body Refurbishment
1. Full body refurbishment would include structural repairs, corrosion removal and repair, and fabrication of new components of the fire truck. The vehicle is to be fully sandblasted and repainted with the appropriate use of fillers, primers, and finish coats of paint. Roll-doors are to be removed during the refurbishment process, analyzed for re-use or replacement. Electrical repairs are to be performed to bring the unit back to OEM standards. All lighting is to be removed and replaced with LED units where directed by TFS staff.
2. The following section lists sample full body refurbishment jobs for three (3) fire truck models. The full body refurbishment jobs of the three (3) TFS fire trucks listed are samples only and are not limited to the jobs listed. Bidders are to specify the number of hours required to complete each the jobs listed to complete the sample full body refurbishments. The hours specified by the Bidders will be the basis of the pricing requested in Appendix "C"- Price Form, Part A – Full Body Refurbishment: Truck No. 1: Pumper P222 No. 24128 2005 Spartan Seagrave chassis VIN No. 4S7HT2D936C052629 Plate No. 967 5TL a) General:
i. Remove all original lettering and striping from body exterior. Specify hours: ______________
ii. All wheels and oxidized areas to be sand blasted prior to painting Specify hours: ______________
iii. All oxidization depressions to be filled to match surface area. Specify hours: ______________
iv. Vinyl wash inhibitor to be applied prior to primer paint Specify hours: ______________
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v. Two-part Epoxy primer to be applied Specify hours: ______________
vi. DuPont or PPG paint (or approved equivalent) to be applied - PPG# FBCH-75380 red
Specify hours: ______________
Specify approved equivalent (if any):______________
vii. All items removed prior to painting shall be cleaned and tested prior to installation
Specify hours: ______________ viii. All fixtures reapplied using appropriate barrier tape or gasket to
prevent electrolytic action of dissimilar metals Specify hours: ______________
ix. All emergency and signal lights to be reinstalled using combination heatshrink /crimp connectors if weather pack connectors were not originally used
Specify hours: ______________ x. Reinstall all existing roll door tracks, lubricate sliding surfaces,
adjust spring tension, and test and repair compartment light and “door-open” light system for operation
Specify hours: ______________
b) Front Cab: i. Remove front grille
Specify hours: ______________ ii. Repair oxidation
Specify hours: ______________ iii. Remove headlight and emergency light assemblies
Specify hours: ______________ iv. Remove both windshields, (assume both come out undamaged)
Specify hours: ______________ v. Remove roof marker lights
Specify hours: ______________ vi. Remove light-bar so cab can be painted up to treadplate roof-line
Specify hours: ______________ vii. Remove front bumper to gain access to lower cab painted area;
reinstall siren, air horn and license plate assemblies Specify hours: ______________
viii. Repair oxidization around windshield Specify hours: ______________
ix. Remove two (2) cab hinge covers Specify hours: ______________
x. Sandblast front bumper, refinish and paint Specify hours: ______________
c) Left Side Cab:
i. Remove left fender skirt; replace with new when body work is complete
Specify hours: ______________
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ii. Remove all body & window mouldings, mirror, vents, grab handles, and door handles (stainless steel door handle plates to be replaced with new ones)
Specify hours: ______________ iii. Remove left fixed cab window
Specify hours: ______________ iv. Repair oxidization around door handles
Specify hours: ______________ v. Repair oxidization around doors
Specify hours: ______________ vi. Repair oxidization around fender skirt
Specify hours: ______________ vii. Repair miscellaneous paint chips
Specify hours: ______________
d) Right Side Cab: i. Remove right fender skirt; replace with new when body
work is complete Specify hours: ______________
ii. Remove all body & window mouldings, mirror, vents, grab handles, and door handles (stainless steel door handle plates to be replaced with new ones)
Specify hours: ______________ iii. Repair oxidization around door handles
Specify hours: ______________ iv. Repair oxidization around fender skirt
Specify hours: ______________ v. Repair oxidization at side window
Specify hours: ______________ vi. Repair miscellaneous paint chips
Specify hours: ______________
e) Body: i. Remove all roll doors, hardware, and tracking (assume all door
components are reusable for pricing) Specify hours: ______________
ii. Remove all directional lights, marker lights and emergency lights that are mounted to the painted surfaces
Specify hours: ______________ iii. Remove all drip rails
Specify hours: ______________ iv. Repair all remaining body oxidization
Specify hours: ______________ v. Remove rub rails to repair area behind
Specify hours: ______________ vi. Remove fuel guard
Specify hours: ______________ vii. Repair miscellaneous paint chips
Specify hours: ______________ viii. Sandblast and refinish hydraulic ladder rack assembly
Specify hours: ______________
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ix. Small holes not being used to be filled and finished Specify hours: ______________
f) Body rear:
i. Remove all directional and emergency lighting Specify hours: ______________
ii. Repair all painted surfaces as necessary Specify hours: ______________
g) Wheels:
i. Remove all wheels Specify hours: ______________
ii. Mask or remove tires Specify hours: ______________
iii. Sandblast all rims and inspect for cracks Specify hours: ______________
iv. Prime and finish coat all rims with minimal paint buildup at mounting flange areas as per wheel installation regulations
Specify hours: ______________ v. Externally visible surfaces to be finished in job red with 1
½” side silver band at the rim perimeter Specify hours: ______________
vi. Wheels to be installed by a certified installer to the OEM specified torque Note: Paint for wheel rims to be included in total hours
Specify hours: ______________
h) Striping detail: For the purpose of this sample job quotation, assume the emergency striping will be done after the vehicle is returned. The quotation is to include painting the vehicle to the point of being ready to stripe.
Truck No. 2: Pumper R5112/25020 2002 Spartan Gladiator chassis VIN No. 4S7CT23962C041615 Plate No. 482 4KV a. General:
i. Remove all original lettering and striping from body exterior. Specify hours: ______________
ii. All wheels and oxidized areas to be sand blasted prior to painting Specify hours: ______________
iii. All oxidization depressions to be filled to match surface area. Specify hours: ______________
iv. Vinyl wash inhibitor to be applied prior to primer paint Specify hours: ______________
v. Two-part Epoxy primer to be applied Specify hours: ______________
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vi. DuPont or PPG paint (or approved equivalent) to be applied - PPG# FBCH-75380 red
Specify hours: ______________
Specify approved equivalent (if any):______________
vii. All items removed prior to painting shall be cleaned and tested prior to installation
Specify hours: ______________ viii. All fixtures reapplied using appropriate barrier tape or
gasket to prevent electrolytic action of dissimilar metals Specify hours: ______________
ix. All emergency and signal lights to be reinstalled using combination heatshrink /crimp connectors if weather pack connectors were not originally used
Specify hours: ______________ x. All compartment door piano hinges to be reinstalled with stainless
steel screws and stainless steel lock nuts Specify hours: ______________
xi. Reinstall all existing roll door tracks, lubricate sliding surfaces, adjust spring tension, and test and repair compartment light and “door-open” light system for operation
Specify hours: ______________
b. Front Cab: i. Remove front grille
Specify hours: ______________ ii. Remove headlight and emergency light assemblies
Specify hours: ______________ iii. Remove both windshields, (assume both come out undamaged)
Specify hours: ______________ iv. Remove roof marker lights
Specify hours: ______________ v. Remove light-bar so cab can be painted up to treadplate roof-line
Specify hours: ______________ vi. Remove front bumper to gain access to lower cab painted area;
reinstall siren, air horn and license plate assemblies Specify hours: ______________
vii. Repair oxidization around windshield Specify hours: ______________
viii. Remove two (2) cab hinge covers Specify hours: ______________
c. Left Side Cab:
i. Remove left fender skirt; replace with new when body work is complete
Specify hours: ______________
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ii. Remove all body & window mouldings, mirror, vents, grab handles, and door handles (stainless steel door handle plates to be replaced with new ones)
Specify hours: ______________ iii. Remove left fixed cab window
Specify hours: ______________ iv. Repair oxidization around door handles
Specify hours: ______________ v. Repair oxidization around doors
Specify hours: ______________ vi. Repair oxidization around fender skirt
Specify hours: ______________ vii. Repair oxidization at side window
Specify hours: ______________ viii. Repair miscellaneous paint chips
Specify hours: ______________
d. Right Side Cab: i. Remove right fender skirt; replace with new when body work is
complete Specify hours: ______________
ii. Remove all body & window mouldings, mirror, vents, grab handles, and door handles (stainless steel door handle plates to be replaced with new ones)
Specify hours: ______________ iii. Remove right fixed cab window
Specify hours: ______________ iv. Repair oxidization around doors
Specify hours: ______________ v. Repair oxidization around fender skirt
Specify hours: ______________ vi. Repair oxidization at side window
Specify hours: ______________ vii. Repair miscellaneous paint chips
Specify hours: ______________
e. Body: i. Remove all roll doors, hardware, and tracking (assume all door
components are reusable for pricing) Specify hours: ______________
ii. Remove all directional lights, marker lights and emergency lights that are mounted to the painted surfaces
Specify hours: ______________ iii. Remove RS transverse hose bed rollers and repair oxidation
Specify hours: ______________ iv. Remove all drip rails
Specify hours: ______________ v. Remove air bottle storage doors and repair oxidation
Specify hours: ______________
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vi. Repair all remaining body oxidization Specify hours: ______________
vii. Remove rub rails to repair area behind Specify hours: ______________
viii. Remove fuel guard Specify hours: ______________
ix. Repair miscellaneous paint chips Specify hours: ______________
x. Small holes not being used to be filled and finished Specify hours: ______________
f. Body rear:
i. Remove all directional and emergency lighting Specify hours: ______________
ii. Repair all painted surfaces as necessary Specify hours: ______________
iii. Repair tail board LS damage Specify hours: ______________
g. Wheels:
i. Remove all wheels Specify hours: ______________
ii. Mask or remove tires Specify hours: ______________
iii. Sandblast all rims and inspect for cracks Specify hours: ______________
iv. Prime and finish coat all rims with minimal paint buildup at mounting flange areas as per wheel installation regulations
Specify hours: ______________ v. Externally visible surfaces to be finished in job red with 1 ½” side
silver band at the rim perimeter Specify hours: ______________
vi. Wheels to be installed by a certified installer to the OEM specified torque Note: Paint for wheel rims to be included in total hours
Specify hours: ______________
h. Striping detail: For the purpose of this sample job quotation, assume the emergency striping will be done after the vehicle is returned. The quotation is to include painting the vehicle to the point of being ready to stripe.
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Truck No. 3: Aerial 5116 No. 27015 2001 Spartan Gladiator chassis with a Smeal Aerial device VIN No. 4S7AW40921C038451 Plate No. 916 5JX a. General:
i. Remove all original lettering and striping from body exterior Specify hours: ______________
ii. All wheels and oxidized areas to be sand blasted prior to painting Specify hours: ______________
iii. All oxidization depressions to be filled to match surface area. Specify hours: ______________
iv. Vinyl wash inhibitor to be applied prior to primer paint Specify hours: ______________
v. Two-part Epoxy primer to be applied Specify hours: ______________
vi. DuPont or PPG paint (or approved equivalent) to be applied - PPG# FBCH-75380 red
Specify hours: ______________
Specify approved equivalent (if any):______________
vii. All items removed prior to painting shall be cleaned and tested prior to installation
Specify hours: ______________ viii. All fixtures reapplied using appropriate barrier tape or gasket to
prevent electrolytic action of dissimilar metals Specify hours: ______________
ix. All emergency and signal lights to be reinstalled using combination heatshrink /crimp connectors if weather pack connectors were not originally used
Specify hours: ______________ x. All compartment door piano hinges to be reinstalled with stainless
steel screws and stainless steel lock nuts Specify hours: ______________
xi. Reinstall all existing roll door tracks, lubricate sliding surfaces, adjust spring tension, and test and repair compartment light and “door-open” light system for operation
Specify hours: ______________ b. Front Cab:
i. Remove front grille Specify hours: ______________
ii. Remove headlight assemblies Specify hours: ______________
iii. Remove both windshields, (assume both come out undamaged) Specify hours: ______________
iv. Remove five (5) roof marker lights Specify hours: ______________
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v. Repair oxidization around windshield Specify hours: ______________
vi. Remove two (2) cab hinge covers Specify hours: ______________
c. Left Side Cab:
i. Remove left fender skirt; replace with new when body work is complete
Specify hours: ______________ ii. Remove all body & window mouldings, mirror, vents, grab
handles, and door handles (stainless steel door handle plates to be replaced with new ones)
Specify hours: ______________ iii. Remove left fixed cab window
Specify hours: ______________ iv. 12" stainless steel trim panels to be left on doors, panels to be
masked off for protection and silicone caulked after the paint is applied
Specify hours: ______________ v. Repair oxidization around doors
Specify hours: ______________ vi. Repair oxidization around fender skirt
Specify hours: ______________ vii. Repair oxidization at side window
Specify hours: ______________ viii. Repair miscellaneous paint chips
Specify hours: ______________
d. Right Side Cab: i. Remove right fender skirt; replace with new when body work is
complete Specify hours: ______________
ii. Remove all body & window mouldings, mirror, vents, grab handles, and door handles (stainless steel door handle plates to be replaced with new ones)
Specify hours: ______________ iii. Remove right fixed cab window
Specify hours: ______________ iv. Repair dent in body at right side turn signal lamp area
Specify hours: ______________ v. 12" stainless steel trim panels to be left on doors, panels to be
masked off for protection and silicone caulked after the paint is applied
Specify hours: ______________ vi. Repair oxidization around door handles
Specify hours: ______________ vii. Repair oxidization around doors
Specify hours: ______________ viii. Repair oxidization around fender skirt
Specify hours: ______________
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ix. Repair oxidization at side window Specify hours: ______________
x. Repair miscellaneous paint chips Specify hours: ______________
e. Body:
i. Remove all roll doors, hardware, and tracking (assume all door components are reusable for pricing)
Specify hours: ______________ ii. Remove all directional lights, marker lights and emergency lights
that are mounted to the painted surfaces Specify hours: ______________
iii. Remove all solid doors from their piano hinges Specify hours: ______________
iv. Remove all piano hinges from the body Specify hours: ______________
v. Remove all drip rails Specify hours: ______________
vi. Remove stabilizer access doors Specify hours: ______________
vii. Remove all wheel trim Specify hours: ______________
xi. Remove all oxidation at piano hinge mounting area Specify hours: ______________
viii. Repair all remaining body oxidization Specify hours: ______________
ix. Repair right rear turntable access step (folding) Specify hours: ______________
x. Remove rub rails to repair area behind Specify hours: ______________
xi. Remove fuel guard Specify hours: ______________
xii. Repair miscellaneous paint chips Specify hours: ______________
f. Body rear:
i. Remanufacture an identical bumper unit from aluminum treadplate Specify hours: ______________
g. Wheels:
i. Remove all wheels Specify hours: ______________
ii. Mask or remove tires Specify hours: ______________
iii. Sandblast all rims and inspect for cracks Specify hours: ______________
iv. Prime and finish coat all rims with minimal paint buildup at mounting flange areas as per wheel installation regulations
Specify hours: ______________
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v. Externally visible surfaces to be finished in job red with 1 ½” side silver band at the rim perimeter
Specify hours: ______________ vi. Wheels to be installed by a certified installer to the OEM
specified torque Note: Paint for wheel rims to be included in total hours
Specify hours: ______________
h. Striping detail: For the purpose of this sample job quotation, assume the emergency striping will be done after the vehicle is returned. The quotation is to include painting the vehicle to the point of being ready to stripe.
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APPENDIX “C” - PRICE FORM
UNIT PRICES QUOTED SHALL INCLUDE THE NON-EXCLUSIVE SUPPLY OF ALL LABOUR, MATERIALS, EQUIPMENT AND SUPPLIES NECESSARY TO PROVIDE BODY REMANUFACTURING, REPAIRS AND FABRICATION WORK FOR FIRE FIGHTING APPARATUS FOR THE CITY OF TORONTO’S TORONTO FIRE SERVICES (TFS) DIVISION TO BE PROVIDED FOR A FIXED ONE (1) YEAR PERIOD FROM THE DATE OF AWARD, EXCLUDING HARMONIZED SALES TAX (HST)
IN THE EVENT OF MATHEMATICAL ERRORS FOUND IN THE PRICING PAGES, THE UNIT PRICES QUOTED SHALL PREVAIL. EXTENSIONS AND TOTALS WILL BE CORRECTED ACCORDINGLY AND ADJUSTMENTS RESULTING FROM THE CORRECTION WILL BE APPLIED TO THE TOTAL PRICE QUOTED. TABLE 1: FULL BODY REFURBISHMENT Bidders are to provide hourly rate and parts pricing for full body refurbishment of the fire trucks listed based on the sample jobs specified in Appendix "B2" – Technical Specifications, Part D. In column (A), Bidders are to enter the total number of hours based on the tally of hours specified for each sample job in Appendix "B2" – Technical Specifications, Part D. All hourly pricing must include removal and installation of all components.
Description Unit of Measure
Total Estimated Quantity
(A)
Hourly Rate (B)
Extended Cost for a period of
one (1) year C = (A x B)
Truck No. 1
Pumper P222 No. 24128 2005 Spartan Seagrave chassis VIN No. 4S7HT2D936C052629 Plate No. 967 5TL
Hours $ $
Total cost of Parts and Materials (including paint and primer)
$
Subtotal – Full Body Refurbishment (Truck No. 1) $
Truck No. 2
Pumper R5112 / 25020 2002 Spartan Gladiator chassis Vin No. 4S7CT23962C041615 Plate No. 482 4KV
Hours $ $
Total cost of Parts and Materials (including paint and primer)
$
Subtotal – Full Body Refurbishment (Truck No. 2) $
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RFQ 6102-16-3066
Truck No. 3
Aerial 5116 No. 27015 2001 Spartan Gladiator chassis with a Smeal Aerial device VIN No. 4S7AW40921C038451 Plate No. 916 5JX
Hours $ $
Total cost of Parts and Materials (including paint and primer)
$ $
Subtotal – Full Body Refurbishment (Truck No. 3) $
TOTAL – Table 1: Full Body Refurbishment (Truck Nos. 1, 2 and 3), excl. HST (copy to Table 4)
$
TABLE 2: ADDITONAL MATERIALS, SUPPLIES AND EQUIPMENT Bidders are to provide the unit cost for the following materials where appropriate for the repairs and fabrication required. Prices are to be supplied for standard sheet sizes of each material. Bidders shall only use the specified grades and thickness of materials to perform the various repairs. Bidders must also provide their Markup percentage (%) over an additional $20,000.00 in supplies, parts, components etc. that may be required to perform body fabrication/repairs/welding/other. Bidders agree to supply TFS other related parts, materials and components that may be required during the term of the Contract at a maximum of 15% Markup above their cost. Note: The City may request the Vendor to substantiate the prices provided by submitting current invoices from suppliers.
Description
Estimated Annual
Quantity (A)
Unit Cost (B)
Extended Cost for a period of
one (1) year C = (A x B)
3003-H22 3/16” thick Aluminum high-shine tread plate (Sheet size: 4' X 8')
31 $ /sheet $
5052-H32 3/16” thick smooth plate marine grade aluminum (Sheet size: 4' X 8')
13 $ /sheet $
3003-H14 1/8” thick smooth plate marine grade aluminum (Sheet size: 4' X 8')
10 $ /sheet $
6061-T6 Aluminum extrusion 60 $ /sq. ft. $
Percentage Markup for additional supplies, parts, components etc.
$24,000.00 ____________% (Maximum 15%)
$
TOTAL – Table 2: Materials, Supplies and Equipment, excl. HST (copy to Table 4)
$
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RFQ 6102-16-3066
TABLE 3: ADDITIONAL LABOUR Bidders are to provide the hourly rate pricing for additional labour hours that will be required to performed body fabrication/repairs/welding/other
Description
Estimated Annual Hours
(A)
Hourly Rate (B)
Extended Cost for from date of
Award for a period of one (1)
year C = (A x B)
Additional Labour 1,330 $ $
TOTAL – Table 3: Additional Labour, excl. HST (copy to Table 4)
$
TABLE 4: GRAND TOTAL AND DISCOUNT TERMS
TABLE 1: TOTAL – Full Body Refurbishment (Truck Nos. 1, 2 and 3), excl. HST $
TABLE 2: TOTAL – Materials, Supplies and Equipment, excl. HST $
TABLE 3: TOTAL – Additional Labour, excl. HST $
SUBTOTAL: Appendix “C” – Price Form (excl. HST) (Copy to Row A)
$
(A) Total Base Bid Price (excl. HST) Before Discount $
(B) Prompt Payment Total % Discount from date of award for the
term of the Contract including all option years %
(C) State Discount Term (e.g. Net 15 days)
(D) Discount applied to Total Base Bid Price
(AxB) $
(E) TOTAL BASE BID PRICE (excl. HST) After Discount
(A-D) (transcribe on cover page)
$
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RFQ 6102-16-3066
OPTION YEAR RENEWAL PLEASE NOTE: Should the option year be exercised, pricing will be subject to an adjustment in accordance with the annual Consumer Price Index (CPI), (CPI Index-All Items-Toronto) as per section 5.0 of the RFQ, for a 12 month period ending three (3) months prior to the start of each option year. (*Award calculations for Option Years will be based on a budgetary maximum amount of 3% CPI Annually) Potential Option Years: Option Year 1 Renewal ** Please note: Option Year 1 percentage will be based on the prices of the original Term of the Contract Option Year 2 Renewal ** Please note: Option Year 2 percentage will be based on Optional Year 1 Pricing Option Year 3 Renewal ** Please note: Option Year 3 percentage will be based on Optional Year 2 Pricing Option Year 4 Renewal ** Please note: Option Year 4 percentage will be based on Optional Year 3 Pricing
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RFQ 6102-16-3066
APPENDIX “D” – SUPPLEMENTARY FORMS Form 1 - Declaration of Compliance with Anti-Harassment/Discrimination Legislation & City Policy
Form 2 - Statutory Declaration (Occupational Health & Safety)
Form 3 - Bidder Pre-Qualification Requirements
Form 4 - Bidder Facilities Information Form 5 - TFS Service Locations Form 6 - Bidder References Form 7 - Bidder Warranty Details Form 8 - List of Potential TFS Units Form 9 - Mandatory Bid Submission Requirements Form 10 - Potential Subcontractors Form 11 - Bidder Affiliations Declaration Form
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RFQ 6102-16-3066
FORM 1
Declaration of Compliance with Anti-Harassment/Discrimination Legislation & City Policy
Organizations/individuals in Ontario, including the City of Toronto, have obligations under the Ontario Human Rights Code, the Occupational Health and Safety Act, the Employment Standards Act, the Accessibility for Ontarians with Disabilities Act, the Criminal Code of Canada and the Charter of Rights and Freedoms. In addition, the City of Toronto also has policies that prohibit discrimination on the additional grounds of political affiliation or level of literacy, subject to the requirements of the Charter. Organizations are required to have and post policies, programs, information, instruction, plans and/or other supports, and an appropriate internal process available to their employees and service recipients to prevent, address and remedy discrimination, racism, harassment, hate and inaccessibility complaints under the applicable legislation and including the additional grounds of discrimination prohibited under City policy. Individuals are obliged to refrain from harassment/hate activity. The City of Toronto requires all organizations and individuals that Contract with the City to sign the following Declaration of Compliance with Anti-Harassment/Discrimination Legislation & City Policy. This Declaration must be signed by your organization and submitted with the Contract or Letter of Understanding. The name of your organization and the fact that you have signed this declaration may be included in a public report to City Council. Declaration:
I/we uphold our obligations under the above provincial and federal legislation. In addition, I/we uphold our obligations under City policies which prohibit harassment/discrimination on a number of grounds including political affiliation and level of literacy. WHERE LEGALLY MANDATED I/we have in place the necessary policies, programs, information, instruction, plans and/or other supports that are consistent with our obligations, and I/we have an internal process available to my/our employees and service recipients to prevent, address and remedy discrimination, racism, harassment, hate and inaccessibility complaints. I/we agree that I/we shall, upon the request of the City, provide evidence of the policies, programs, information, instruction, plans and other supports and an appropriate internal complaint resolution process required under this Declaration which is sufficient to allow the City to determine compliance. I/We acknowledge that failure to demonstrate compliance with this declaration to the satisfaction of the operating Division, in consultation with the City Solicitor, may result in the termination of the Contract. Name of Vendor or Name of Grant Applicant (Organization or Individual): Complete Address: Email _____________________________ Tel. No. ____________________________ Postal Code: Fax No. ____________________________ Name of Signing Officer or Name of Applicant (Name – please print): Position Signature: Date: Authorized Signing Officer or Individual
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Multilingual Services: 311 and TTY 416-338-0889.Further information: www.toronto.ca/diversity.ca 61 of 80
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FORM 2 - STATUTORY DECLARATION (Occupational Health & Safety)
PROVINCE OF ONTARIO ) JUDICIAL DISTRICT OF YORK )
IN THE MATTER OF RFQ NO. __________ AND ANY ENSUING CONTRACT BETWEEN
_______________________________________________ (Company Name)
- AND -
City of Toronto I, ______________________________ of the City/Town/Village of ___________________________ in the Province
(Name) of _____________________________, do solemnly declare the following:
(Name of Province) 1. I am the ___________________________ of the ____________________________ and as such
(Insert Title) (Insert Company Name) have knowledge of the matters herein stated. 2. __________________________ is a sole proprietorship/partnership/corporation with its head office
(Company Name) located at________________________ and has carried on business as a_______________________________________
(Contractor/state other type of business) since on or about_____________________.
(Insert Date) 3. _______________________________ since__________________ had in place a Health and Safety Policy
(Company Name) (Insert Date) under Section 25(2) (j) of the Occupational Health and Safety Act, R.S.O. 1990, c. 0.1 as amended, (the “Act”) and has/have developed and maintain(s) on an annual basis a program to implement the written Occupational Health and Safety Policy. A copy of the policy and program for________________________ (Insert Company Name) will be delivered to the City of Toronto upon request by the City and will be available for inspection at the City of Toronto, solely for the purposes of the above noted Contract. 4._______________________________ since__________________ had in place a Workplace Violence and a
(Company Name) (Insert Date) Workplace Harassment Policy under Section 32.0.1(1) of the Occupational Health and Safety Act, R.S.O. 1990, c. 0.1 as amended, (the “Act”) and has/have developed and maintain(s) on an annual basis a program to implement the written Workplace Violence and Workplace Harassment Policy. A copy of the policy and program for________________________ (Insert Company Name) will be delivered to the City of Toronto upon request by the City and will be available for inspection at the City of Toronto, solely for the purposes of the above noted Contract.
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5._______________________________ (Insert Company Name) will employ for the Work under this Contract a supervisor or supervisors who are competent persons as defined by section 1(1) of the Act, and specifically a person or persons who: (a) are qualified because of knowledge, training and experience to organize the Work and its
performance;
(b) are familiar with the Act and the regulations made thereunder that apply to the Work; and
(c) have knowledge of any potential or actual danger to health and safety associated with the Work.
6.________________________________________ (Insert Company Name) will employ for the purpose of
this project the following competent supervisors: __________________________________________ (Insert name of supervisors)
No supervisors other than those named shall work on this Contract.
7. The supervisors employed by________________________________________ (Insert Company Name) has successfully completed the necessary health and safety courses to be considered a competent person to undertake the Work described in the Contract.
AND I/We make this solemn Declaration conscientiously believing it to be true, and knowing that it is of the same force and
effect as if made under oath and by virtue of “The Canada Evidence Act”.
DECLARED BEFORE ME AT THE ) )
OF ) )
IN THE ) _____________________________________________ ) Signing Officer for Company
THIS DAY OF 20___. ) )
A Commissioner etc. )
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FORM 3 - BIDDER PRE-QUALIFICATION REQUIREMENTS
ITEM NO.
RFQ SECTION
PRE-QUALIFICATION
1 3.2
All service technicians that will be assigned to do Work on City Unit(s) in conjunction with the Contract resulting from this RFQ must be in possession of a current and valid Auto Body and Collision Damage Repairer, 310B certificate as per the Ontario College of Trades
2 3.3 All drivers picking up and delivering City Unit(s) to and from various TFS service locations must possess the valid class DZ driver's accreditation for that allows them to legally drive the class of vehicle/equipment being driven
3 3.4 (1) (2)
Bidders must be authorized to operate as a Public Garage within the municipality in which their facility is located Bidders shall have operated a business that provides the Services and Deliverables described in this RFQ for a minimum of five (5) years
State Number of Years in Business: ___________________
4 3.5 (1) Bidders shall maintain and operate at least one (1) clean full-time repair facility within the Greater Toronto Area (GTA)
5 3.5 (2) Bidders' repair facility(ies) must meet the requirements listed in section 3.5.2
6 3.5 (3)
All Bidders must have in place recycling services for the disposal of hazardous waste materials, as specified in section 10.4 of the RFQ, in accordance with the Ministry of Environment. Bidders must be registered generator with the Ministry of Environment, or have an agreement with a licensed hauler to pick up and transfer hazardous waste to a licensed receiving site that exempts them from registering with the Ministry
Generator Registration number: _______________________________
7 3.5 (4)
If any of the Bidders' repair facilities stated in Table 1 of Appendix "D", Form 4 – Bidder Facilities Information contains a spray booth for paint work, it must have an Environmental Compliance Approval under Section 9 of the Environmental Protection Act, or an Environmental Activity and Sector Registry (EASR) registration. Please specify whether any Bidder repair facilities contain a spray booth.
Specify:______________ (YES/NO)
8 3.5 (5) Bidders must also have a valid Ozone Depletion Prevention (ODP) card issued under the authority of the Environmental Protection Act for their business
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FORM 4 - BIDDER FACILITIES INFORMATION
Table 1 – Repair Facilities Bidders MUST fill out and submit Table 1 of this form along with their Bid submission. Failure to do so will result in the Bid submission being declared Non-Compliant and not considered for Award
Address Telephone
Number Total Number of Service Technicians
Specify YES or NO for each facility listed
Accommodate vehicles with dimensions of 12ft. 5in. high, 10 ft. 3in. wide and 49ft. long, and weight up to 82,000 lbs:
Specify:____________
Ability to park a minimum of three (3) TFS Units on-site for Service at any given time:
Specify:____________
Accommodate vehicles with dimensions of 12ft. 5in. high, 10 ft. 3in. wide and 49ft. long, and weight up to 82,000 lbs:
Specify:____________
Ability to park a minimum of three (3) TFS Units on-site for Service at any given time:
Specify:____________
Accommodate vehicles with dimensions of 12ft. 5in. high, 10 ft. 3in. wide and 49ft. long, and weight up to 82,000 lbs:
Specify:____________
Ability to park a minimum of three (3) TFS Units on-site for Service at any given time:
Specify:____________
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Table 2 - Business Office Bidders should provide the address and name of the operations manager and contact information for a business office location to address any concerns relating to accounting and invoicing matters, performance issues, customer complaints, service performance, dispute resolutions, reporting, and more. If not provided in their Quotation, Bidders must do so within five (5) Business Days of a written request from the City or the Quotation will be declared Non-Compliant
Business Office Complete Address:
Name of Operations Manager:
Tel: Website (if applicable):
Office Tel: Cell: Email:
Table 3 – Call Service Information Bidders should state the call service telephone number available to provide the Services to the City as per the requirement in section 4.6.1.3
Tel: (_____) ________ - __________________ Web Call Services (if available): ________________________________________________________
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FORM 5 - TFS SERVICE LOCATIONS
NORTH COMMAND
FACILITY ADDRESS Fire Station 111 3300 Bayview Avenue Fire Station 112 5700 Bathurst Street Fire Station 113 700 Seneca Hill Drive Fire Station 114 12 Canterbury Place Fire Station 115 115 Parkway Forest Drive Fire Station 116 255 Esther Shiner Blvd. Fire Station 121 10 William Carson Crescent Fire Station 122 2545 Bayview Avenue Fire Station 123 143 Bond Avenue Fire Station 125 1109 Leslie Street Fire Station 131 3135 Yonge Street Fire Station 132 476 Lawrence Ave. W. Fire Station 133 1505 Lawrence Ave. W. Fire Station 134 16 Montgomery Ave. Fire Station 135 641 Eglinton Ave. E. Fire Station 141 4100 Keele Street Fire Station 142 2753 Jane Street Fire Station 143 1009 Sheppard Ave. W. Fire Station 145 20 Beffort Road Fire Station 146 2220 Jane Street Future Replacement for Fire Station 135 325 Chaplin Avenue **Fire Services Headquarters 4330 Dufferin Street
EAST COMMAND
FACILITY ADDRESS Fire Station 211 900 Tapscott Road Fire Station 212 8500 Sheppard Ave. Fire Station 213 7 Lapsley Road Fire Station 214 745 Meadowvale Road Fire Station 215 5318 Lawrence Ave. E. Fire Station 221 2575 Eglinton Ave. E. Fire Station 222 755 Warden Avenue Fire Station 223 116 Dorset Road Fire Station 224 1313 Woodbine Avenue Fire Station 225 3600 Danforth Avenue Fire Station 226 87 Main Street Fire Station 227 1904 Queen Street E. Fire Station 231 740 Markham Road Fire Station 232 1550 Midland Avenue Fire Station 233 59 Curlew Drive Fire Station 234 40 Coronation Drive Fire Station 235 200 Bermondsey Avenue Fire Station 241 3325 Warden Avenue
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Fire Station 242 2733 Brimley Road Fire Station 243 4560 Sheppard Ave. E. Fire Station 244 2340 Birchmount Rd. Fire Station 245 1600 Birchmount Rd. Training Centre 4562 Sheppard Ave. E. Training Centre / Special Operations 200 Bermondsey Husar Training Bldg. 21 Old Eglinton Ave. Fire Prevention Office 351 Birchmount Avenue
SOUTH COMMAND
FACILITY ADDRESS Fire Station 311 20 Balmoral Avenue Fire Station 312 34 Yorkville Avenue Fire Station 313 441 Bloor Street E. Fire Station 314 12 Grosvenor Street Fire Station 315 132 Bellevue Avenue Fire Station 321 231 McRae Drive Fire Station 322 256 Cosburn Avenue Fire Station 323 153 Chatham Avenue Fire Station 324 840 Gerrard St. E. Fire Station 325 475 Dundas St. E. Fire Station 326 30 Knox Avenue Fire Station 331 33 Claremont Street Fire Station 332 260 Adelaide Street Fire Station 333 207 Front Street E. Fire Station 334 339 Queens Quay W. Fire Station 335 235 Cibola Avenue Fire Station 341 555 Oakwood Avenue Fire Station 342 106 Ascot Avenue Fire Station 343 65 Hendrick Avenue Fire Station 344 240 Howland Avenue Fire Station 345 1285 Dufferin Street Fire/Ambulance Training Centre 895 Eastern Avenue CNE Fire Station 346 (seasonal) 90 Quebec Avenue ** Fire Prevention Office 77 Elizabeth Street Fire Prevention Office/Public Education 3 Dohme Avenue Emergency Operations Centre 703 Don Mills Road
WEST COMMAND
FACILITY ADDRESS Fire Station 411 75 Toryork Drive Fire Station 412 267 Humberline Drive Fire Station 413 1549 Albion Road Fire Station 415 2120 Kipling Avenue Fire Station 421 6 Lambton Avenue Fire Station 422 590 Jane Street Fire Station 423 358 Keele Street
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Fire Station 424 462 Runnymede Road Fire Station 425 83 DeForest Road Fire Station 426 140 Lansdowne Avenue Fire Station 431 308 Prince Edward Road Fire Station 432 155 The East Mall Fire Station 433 615 Royal York Road Fire Station 434 3 Lunness Avenue Fire Station 435 130 Eighth Street Fire Station 441 947 Martingrove Road Fire Station 442 2015 Lawrence Ave. W. Fire Station 443 1724 Islington Avenue Fire Station 444 666 Renforth Drive Fire Station 445 280 Burnhamthorpe Road Training Centre 947 Martingrove Road Quartermaster/Stores 15 Rotherham Avenue ** Mechanical/Shared Police/ Ambulance/Multi-use Facility
40 Toryork Drive
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FORM 6 - BIDDER REFERENCES Bidders must provide a "Yes" or "No" response confirming the Bidding firm did or did not provide the services listed 1. Company Name: ______________________________
Contact Name/Title: ______________________________
Telephone Number: ______________________________
Email: ______________________________
Provided labour, materials, equipment and supplies necessary to provide Body Remanufacturing, Repairs and Fabrication work for firefighting apparatus:
Yes No Scope and size of the Contract was equivalent or greater:
Yes No Consistently met Response Times of the Contract:
Yes No Always met Quality requirements of the Contract:
Yes No
2. Company Name: ______________________________
Contact Name/Title: ______________________________
Telephone Number: ______________________________
Email: ______________________________
Provided labour, materials, equipment and supplies necessary to provide Body Remanufacturing, Repairs and Fabrication work for firefighting apparatus:
Yes No Scope and size of the Contract was equivalent or greater:
Yes No Consistently met Response Times of the Contract:
Yes No Always met Quality requirements of the Contract:
Yes No
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3. Company Name: ______________________________
Contact Name/Title: ______________________________
Telephone Number: ______________________________
Email: ______________________________
Provided labour, materials, equipment and supplies necessary to provide Body Remanufacturing, Repairs and Fabrication work for firefighting apparatus:
Yes No Scope and size of the Contract was equivalent or greater:
Yes No Consistently met Response Times of the Contract:
Yes No Always met Quality requirements of the Contract:
Yes No
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FORM 7 – BIDDER WARRANTY DETAILS
Labour shall have at a minimum one (1) year warranty PLEASE STATE LABOUR WARRANTY DETAILS:____________________________________________
__________________________________________________________________________________________
Parts shall have a minimum of one (1) year manufacturer's warranty PLEASE STATE PARTS WARRANTY DETAILS:_________________________________________________ _____________________________________________________________________________________________
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FORM 9 – MANDATORY BID SUBMISSION REQUIREMENTS Failure to submit the items listed below within this Form 13 along with your Bid submission will result in the Bid submission being declared Non-Compliant and not considered for Award.
ITEM NO.
RFQ SECTION
MANDATORY REQUIREMENT
1 3.2 Copies of valid Auto Body and Collision Damage Repairer, 310B certificate as per the Ontario College of Trades for all technicians that will be assigned to do Work on City vehicles in conjunction with the Contract resulting from this RFQ
2 3.3 Proof of valid class DZ driver's accreditation for all drivers picking up and delivering City Units
3 3.4 (1) (2) Copy of a valid municipal licence authorizing the Bidder to operate as a Public Garage within the municipality in which the Bidder's facility is located
4 3.5 (1) (2) Complete and provide Table 1 of the form provided in Appendix "D", Form 4 - Bidder Facilities Information with the address(es) for their repair facility(ies), contact information, total number of service technicians and number of bays per facility of the Bidder's repair facility(ies).
5 3.5 (3)
Proof of recycling services in place for the disposal of hazardous waste materials, as specified in section 10.4 of the RFQ, in accordance with the Ministry of Environment, either by providing a Generator Registration number (in Appendix "D", Form 3), or proof of an agreement with a licensed hauler to pick up and transfer hazardous waste to a licensed receiving site
6 3.5 (4)
Proof of an Environmental Compliance Approval under Section 9 of the Environmental Protection Act, or an Environmental Activity and Sector Registry (EASR) registration if any of the Bidder's repair facilities stated in Table 1 of Appendix "D", Form 4 – Bidder Facilities Information contains a spray booth for paint work. Please specify whether any Bidder repair facilities contain a spray booth
7 3.5 (5) Copy of a current Ozone Depletion Prevention (ODP) card issued under the authority of the Environmental Protection Act
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FORM 10 – POTENTIAL SUBCONTRACTORS The Bidder should provide a "Yes" or "No" response in confirming whether the Bidding firm does or does not intend to engage any potential subcontractor(s) in providing the Services required in this RFQ Potential subcontractors to declare? Yes No
Company Name & Address Telephone Number Total Number of Employees
Subcontracted Service(s)
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FORM 11 – BIDDER AFFILIATIONS DECLARATION FORM The Bidder should provide a "Yes" or "No" response in confirming whether the Bidding firm does or does not have any affiliation(s) to declare in providing the Services required in this RFQ. The Bidder's authorized signing officer should also sign and date the form below. Affiliations to declare? Yes No
Affiliation Contact Name & Business Address
Telephone Number Relationship to Bidder
Service(s) performed for the Bidder (if any)
Signature of Authorized Signing Officer Date
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APPENDIX E - CITY POLICY COMPLIANCE FORMS (Also See City Policies Listed in Appendix "E1")
POLICY TO EXCLUDE BIDS FROM EXTERNAL PARTIES INVOLVED IN THE PREPARATION OR DEVELOPMENT OF A SPECIFIC CALL/REQUEST To ensure Fair and Equal Treatment in its competitive procurements, the City of Toronto will undertake to:
- disallow Bidders/proponents from submitting a Bid to any Tender, Quotation, or Proposal call in which the Bidder/proponent has participated in the preparation of the call document; and
- a Bidder/proponent who fails to comply will result in disqualification of their response to the call/request. Did you, the Bidder, assist the City of Toronto in the preparation of this Request for Quotation call? Specify: Yes _____ No _____
PURCHASE OF PRODUCTS MANUFACTURED IN FACTORIES WHERE CHILDREN ARE USED AS SLAVE LABOUR OR OTHER EXPLOITIVE CIRCUMSTANCES WHICH IMPEDES CHILD DEVELOPMENT (if applicable) Purpose: To advise suppliers that the City of Toronto does not wish to encourage the use of products manufactured in factories where children are used as slave labour or other exploitive circumstances which impedes child development. Policy: Bidders must state where the products offered have been made. City Council does not wish to see products used that have been made in factories in countries where children are used as slave labour or other exploitive circumstances, which impedes child development. Therefore, preference will be given to Bidders that obtain products from any country other than the aforementioned, but this criteria will not be used to disqualify any Bidder. Bidders must state where the products offered have been made: _______________________ (Specify) Bidders to state if products offered have been made in factories in countries where children are used as slave labour or other exploitive circumstances which impedes child development: ____________________ (Specify)
This policy will be considered in the evaluation of all Bids received.
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ENVIRONMENTALLY RESPONSIBLE PROCUREMENT STATEMENT (if applicable) For a copy of the City of Toronto Environmentally Responsible Procurement Policy, please download a copy of the Policy at http://www.toronto.ca/calldocuments/pdf/environment_procurement.pdf State if environmentally preferred products/service is being offered: YES______ NO______ State briefly the environmental benefit of the product/service offered: ____________________________________________________________________________________ ______________________________________________________________________________
RESTRICTIONS ON THE HIRING AND USE OF FORMER City OF TORONTO MANAGEMENT EMPLOYEES FOR City CONTRACTS (if applicable) Respondents are to state the name(s) of any former City of Toronto management employee(s) hired/used by your firm, if any, who have left the employ of the City or its special purpose bodies within the last two years. Specify: ________________________________________________________________________________ This policy will be considered in the evaluation of all submissions received by the City of Toronto.
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APPENDIX “E1” – APPLICABLE CITY POLICIES
For a copy of the City of Toronto Procurement Policies, please download a copy of the Policy by clicking any of the links as provided below or by visiting the following website (www.toronto.ca/purchasing/policies):
(1) FAIR WAGE POLICY*
*Fair Wage Policy – (extracted from Schedule A of the City of Toronto Municipal Code, Chapter 67) FW R (10/07)
The policy and schedules are available on the Fair Wage Office website – www.toronto.ca/fairwage LABOUR TRADES CONTRACTUAL OBLIGATIONS IN THE CONSTRUCTION INDUSTRY* Labour Trades Contractual Obligations – (extracted from Schedule B of the City of Toronto Municipal Code, Chapter 67)
(2) ACCESSIBILITY STANDARDS FOR CUSTOMER SERVICE TRAINING REQUIREMENTS
POLICY
(3) POLICY TO EXCLUDE BIDBIDS FROM EXTERNAL PARTIES INVOLVED IN THE PREPARATION OR DEVELOPMENT OF A SPECIFIC CALL/REQUEST
(4) CONFLICT OF INTEREST POLICY
(5) PURCHASE OF PRODUCTS MANUFACTURED IN FACTORIES WHERECHILDREN ARE
USED AS SLAVE LABOUR OR OTHER EXPLOITIVE CIRCUMSTANCES WHICH IMPEDES CHILD DEVELOPMENT
(6) ENVIRONMENTALLY RESPONSIBLE PROCUREMENT STATEMENT
(7) POLICY ON DONATIONS TO THE CITYCITYCity FOR COMMUNITY BENEFITS
(8) RESTRICTIONS ON THE HIRING AND USE OF FORMER City OF TORONTO
MANAGEMENT EMPLOYEES FOR City CONTRACTS
(9) RIGHT TO REJECT DEBTORS AND SET OFF POLICY
(10) CITY OF TORONTO CITY-WIDE CORPORATE SECURITY POLICY
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APPENDIX “E2” – FAIR WAGE SCHEDULE
Please review a copy of the Fair Wage Schedule applicable to this Call. The Fair Wage Schedules can be found at the following website:
http://www.toronto.ca/fairwage
In the event that other Fair Wage Schedules may overlap the work covered by this Contract or if you have any questions with respect to the Fair Wage Policy or the Fair Wage Schedules please contact the Fair Wage Office by:
Tel: (416) 392-7300 Fax:(416) 392-0801 E-Mail: [email protected]
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NOTICE OF "NO BID" RFQ#: 6102-16-3066
CLOSING DEADLINE:
October 07, 2016
IMPORTANT - PLEASE READ THIS It is important to the City to receive a reply from all Bidders. There is no obligation to submit a Bid; however, should you choose not to Bid, completion of this form will assist the City in determining the type of goods or services you are interested in Bidding on in the future in order to ascertain a better understanding of why a Quotation was not provided to the City to consider. INSTRUCTIONS: If you are unable, or do not wish to quote on this RFQ, please complete the following portions of this form. State your reason for not Bidding by checking applicable box(es) or by explaining briefly in the space provided. It is not necessary to return any other quotation documents. Return the completed form by email or fax to the Official Point of Contact prior to the Closing Deadline.
Company Name:
Address:
Signature of Company Representative:
Position:
Date: Telephone :
1. We do not manufacture/supply this commodity 6. We do not manufacture/supply to this
specification
2. Unable to quote competitively 7. Cannot handle due to present plant loading
3. Quantity/job too large 8. Quantity/job too small
4. Cannot meet delivery/completion requirements 9. Licensing restrictions
5. Agreements with distributors/dealers do not permit us to sell direct
10. Conditions too restrictive
Yes No
Do you wish to quote on these goods/services in the future?
Please take the opportunity to tell us how we can improve upon this call:
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