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1.0 TERMINOLOGY
1.1 References to Labeled Provisions
Each reference in this Request for Proposal 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 Proposal
(RFP).
1.2 Definitions
Throughout this Request for Proposal, 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 RFP or contains additional information
related to the RFP;
"Affiliated Person" means everyone related to the Proponent
including, but not limited to employees, agents,
representatives, organizations, bodies corporate, societies,
companies, firms, partnerships, associations of persons,
parent companies, and subsidiaries, whether partly or
wholly-owned, as well as individuals, and directors, if:
A. Directly or indirectly either one controls or has the power
to control the other,
or
B. A third party has the power to control both.
“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 RFP is available from the following
page on the City's website www.toronto.ca/abcc
“Agreement” means any written contract between the City and a
Vendor or any purchase order issued by the City to
the Vendor with respect to the Services contemplated by this
RFP, and shall be deemed to include the terms and
conditions for the provision of the Services as set out in this
RFP.
“City” means the City of Toronto.
"City Contact" means the City employee(s) designated as City
Contact on the Notice to Potential Proponents for all
matters related to the RFP call process.
“Closing Deadline” means the date and time specified on the RFP
Cover Page or any Addenda issued by the City,
as the date and time by which Proponents must submit their
Proposal;
“Conflict of Interest” includes, but is not limited to, any
situation or circumstance where:
(a) in relation to the RFP process, the Proponent 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 or having access to information
in the preparation of its Proposal that is confidential to the
City and not available to other Proponents; (ii)
Michael Pacholok Chief Purchasing Officer
Purchasing and Materials Management Division City Hall,18th
Floor, West Tower 100 Queen Street West Toronto, Ontario M5H
2N2
Manager’s Name, Manager Purchasing Group
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communicating with any person with a view to influencing
preferred treatment in the RFP process
including the giving of a benefit of any kind, by or on behalf
of the Proponent 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 RFP 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;
“Council” means City Council.
"Diverse Supplier" means any business or enterprise that is
certified by a Supplier Certification
Organization to be:
More than 51% (majority) owned, managed and controlled by
persons belonging to an equity-seeking community, or
A social purpose enterprise whose primary purpose is to create
social, environmental or cultural value and impact, and where more
than 50% of the persons who are fulltime equivalent employees
or are participating in, or have completed, transitional
employment training, experience economic
disadvantage.
"Equity-seeking Community" is a group that experiences
discrimination or barriers to equal opportunity,
including women, Aboriginal People, persons with disabilities,
newcomers/new immigrants, LGBTQ+
people, visible minorities/racialized people, and other groups
the City identifies as historically
underrepresented.
"may" and "should" used in this RFP denote permissive (not
mandatory).
“MFIPPA” means the Municipal Freedom of Information and
Protection of Privacy Act.
"must", "shall" and "will" used in this RFP denote imperative
(mandatory), meaning Proposals not
satisfying imperative (mandatory) requirements will be deemed to
be non compliant and will not be
considered for contract award.
“Project Manager” means the main contact person at the City for
all matters relating to the project.
“Proponent” means a legal entity that submits a Proposal. If two
or more legal entities wish to submit a
Proposal as a consortium, one member of the consortium must be
identified as the Proponent with whom
the City may enter into an Agreement, and the other member(s)
must be identified as subcontractors to that
Proponent.
“Proposal” means an offer submitted by a Proponent in response
to this RFP, which includes all of the
documentation necessary to satisfy the submission requirements
of the RFP.
“RFP” means this Request for Proposal package in its entirety,
inclusive of all Appendices and any bulletins
or Addenda that may be issued by the City.
“Services” means all services and deliverables to be provided by
a Vendor as described in this RFP.
“Solution” means a set of goods and services meeting the City’s
requirements, as set out in this RFP.
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"Supplier Certification Organization" is a non-profit
organization recognized by the City of Toronto that
certifies businesses and enterprises as Diverse Suppliers by
assessing them using established, consistent
criteria. Recognized Supplier Certification Organizations
include:
Canadian Aboriginal and Minority Supplier Council
Canadian Gay and Lesbian Chamber of Commerce
Social Purchasing Project
Women Business Enterprise Canada
Canadian Council for Aboriginal Business
"Supplier Code of Conduct" means business ethical standards
contained in Article 13 Chapter 195,
Purchasing, of the Toronto Municipal Code;
“Vendor” means the vendor with whom the City enters into an
Agreement.
"Workforce Development" means a relatively wide range of
activities, policies and programs to create,
sustain and retain a viable workforce that can support current
and future business and industry. It is an
approach that integrates career exploration, industry–driven
education and training, employment, and career
advancement strategies, facilitated by the collaboration between
employers, training and education
institutions, government, and communities.
1.3 Interpretation
In this RFP and in the Agreement, unless the context otherwise
necessitates,
(a) 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
deemed to include a reference to any person holding a successor
office or the designate or deputy
of that person;
(b) 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;
(c) all amounts are expressed in Canadian dollars and are to be
secured and payable in Canadian
dollars;
(d) all references to time shall be deemed to be references to
current time in the City;
(e) 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;
(f) any words and abbreviations which have well-known
professional, technical or trade meanings, are
used in accordance with such recognized meanings;
(g) all accounting terms have the meaning recognized by or
ascribed to those terms by the Canadian
Institute of Chartered Accountants; and
(h) all index and reference numbers in the RFP or any related
City document are given for the
convenience of Proponents 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.
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1.4 RFP Process Terms and Conditions
This RFP process is governed by the terms and conditions in
Appendix ‘A’.
2.0 PURPOSE
The purpose of this RFP is to select a qualified and experienced
distributor to supply and deliver
Dishwashing Chemicals, Food Service Cleaning Supplies and
Dishwasher Service/Maintenance to
various Long-Term Care Homes and Services Division locations, as
and when required, for a period of
one (1) year from date of award with the option to renew the
Contract for four (4) additional separate one
(1) year periods, in accordance with the terms and conditions
set out in this RFP.
2.1 Optional Site / Information Meeting/ Visit
All interested Proponents may arrange a site visit of Long Term
Care Home(s) that are part of Long-Term
Care Homes and Services Division as per schedule attached in
Appendix F. Proponents will contact the
person(s) stated in Appendix F to coordinate the site visit.
Questions will not be asked during the site meeting, however
they can be submitted via email to the City
Contact stated on the first page of this RFP. Questions that are
deemed relevant from the Proponents site
visit will be distributed in the form of an addendum.
2.2 Cooperative Purchasing Process
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 and/or Services 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 City shall not
be liable for any separate contracts
negotiated with the City's Agencies and Corporations by the
Vendor.
2.3 Background
The City owns and operates ten (10) Long-Term Care Homes in
which the Food and Nutrition
Departments are operated by City staff.
The Division has various stakeholders including but not limited
to: City of Toronto Council, residents of
the Long-Term Care Homes, the Ontario Ministry of Health and
Long Term Care, Toronto Public Health,
Ministry of Labour and ultimately, the public.
Some of the Division's objectives include:
(a) ensuring value and economical cost in providing Dishwashing
Chemicals, Food Service
Cleaning Supplies and Dishwasher Service/Maintenance;
(b) ensuring the requirements of the Provincial regulations are
met;
(c) guaranteeing and safeguarding against service
interruptions;
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(d) exploring and implementing ways to improve and control the
levels of service and quality, while
not affecting price;
(e) adapting service levels to changing needs and demands
including an increase or decrease in the
number of service locations;
(f) supporting a homelike environment;
(g) ensuring resident and staff satisfaction; and
(h) ensuring the safety of staff and residents
2.4 Gender Diversity in City Procurements
As part of City Council's support to enhance gender diversity on
boards of corporations, all corporations
conducting business with the City of Toronto are encouraged to
utilize an intersectional analysis to strive
to have gender parity on their corporate boards.
2.5 Social Procurement
The goal of the City of Toronto Social Procurement Program is to
drive inclusive economic growth in
Toronto by improving access to the City's supply chain for
diverse suppliers and leverage employment,
apprenticeship and training opportunities for people
experiencing economic disadvantage, including those
from equity-seeking communities. The City of Toronto expects its
Bidders to embrace and support the
City of Toronto Social Procurement Program and its respective
goals. Social procurement creates social
value for the City in addition to the delivery of efficient
goods, services, and works. The City of Toronto
Social Procurement Program consists of two components: Supplier
Diversity and Workforce
Development.
For more information on the City of Toronto Social Procurement
Program, visit:
http://www.toronto.ca/purchasing/socialprocurement.
2.5.1 Supplier Diversity
The goal of supplier diversity is to increase the diversity of
the City's supply chain by providing diverse
suppliers with equitable access to competitive procurement
processes.
In accordance with Section 1.3.2 of the City of Toronto Social
Procurement Policy, points will be
assigned to proponents that submit information as part of their
proposal that will improve supplier
diversity in the City's supply chain. See section 5.3, Proposal
Content for more information
3.0 SCOPE OF WORK
3.1 OVERVIEW OF PRODUCTS AND SERVICES
The vendor for this agreement is required to supply and deliver
dishwashing chemicals, food service
cleaning supplies, dishwasher service/maintenance to various
Long Term Care Homes and Services
locations within the City of Toronto services as listed in
Appendix D.
3.2 PRODUCTS
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http://www.toronto.ca/purchasing/socialprocurement
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The vendor is to provide chemical and cleaning products to be
used by Long Term Care homes. Products
include, but are not limited to the items listed in Appendix
J
i. Products offered must meet the Division's requirements in
terms of safety and quality as directed by the
Ministry of Health and Long Term Care, Ministry of Labor and
Toronto Public Health.
ii. A suitable range of products must be offered to support the
requirements of the City, Toronto Public Health and the Ministry of
Health and Long term Care. Any manufacturer's names, trade names
or
brand names used in the specifications are for the purpose of
describing and establishing general
performance and quality levels. Such references are not intended
to be restrictive. Proposals are invited
to bid on these and comparable brands or products provided the
quality of the proposed products meet
or exceeds the quality of the specifications listed for any
item.
iii. Substitution or modification to products shall not be
permitted at any time during the duration of the contract without
the prior written approval of the City. Substitutions shall be
equal to or better quality
and specifications than the original product and shall be of
equal or lesser cost to the City than that of
the original products. The Vendor shall be responsible for
updating the Safety Data Sheets(s) when
products are altered or alternatives are supplied.
iv. Out of stock products must be substituted with alternate
similar products clearly communicating the change to the Food and
Nutrition Manager. WHMIS information must be provided with any
substituted
product. The cost should be included as part of monthly
consumables. See Appendix D.
v. At any time if proposed product is deemed unacceptable at a
specific location, the vendor must work with the home to identify
and provide an alternate product at no additional cost to the
City.
vi. Safety Data Sheets (SDS) for all products must be provided
to each Manager in Food and Nutrition in a pdf format as well as
hard copies appropriate for posting throughout the Food and
Nutrition
Department in locations as identified by the Nutrition Manager
in each home.
vii. Labeling of product containers shall be in accordance with
all relevant government acts and regulations. Packaging shall
provide clear instructions covering the use and dilution rates
where applicable, of the
product. In addition the packaging will identify:
1) Date packaged 2) Lot or Batch Number 3) Form (liquid, solid,
etc) 4) Unit size (weight or volume measure) 5) Reference number 6)
Any applicable warning
viii. Where possible, Proponents should use products with an
environmental benefit. Where possible these products shall meet or
exceed Environment Canada's Environmental Choice program. Products
offered
with environmental claims and/or representations but which are
not certified under the Environmental
Choice Program, shall follow Consumer and Corporate Affairs
"Canada's Principles and guidelines for
Environmental Labeling and Advertising". The Vendor shall
provide, brief written explanations of any
product offered with environmental claims and/or
representations.
ix. In addition, the Vendor should use, in the process of their
work, environmentally friendly chemicals and consumable goods that
are EcoLogo certified (an Environment Canada program) or certified
to
approved equivalent environmental criteria documents from other
G-7 Environmental Certification Programs from Green Seal, Eco Mark,
Ecolabel, NF Environment or Blue Angel
Packaging shall, where possible be reusable or recyclable
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x. The Vendor will ensure that at all times homes will be
stocked with adequate supplies of standard products as per items in
Appendix J.
3.2.1 Dispensing Equipment
i. Dispensing equipment that controls usage and ensures accurate
dilutions are beneficial to the homes and are supplied by the
proponent at no additional cost to the City. Wall mounted or free
standing dispensing
systems must be available in a variety of sizes to fit available
space and application.
Characteristics to include but are not limited to:
a) Tamper resistant caps on chemical bottles b) 'Closed' systems
– eliminating exposure to concentrated chemical c) Durable
construction d) Locking cover e) Compact size of dispensers f)
Consistent, reliable dilution ratios
ii. Upon commencement of Agreement, the Proponent will assess
the needs of each of the Homes and in conjunction with the
Administrator/Assistant Administrator or delegate of each home, and
will
determine specific equipment needs. The Proponent may be
required to demonstrate dispensers as
part of the evaluation process.
iii. The Proponent will be responsible for the service and
maintenance of all dispensing equipment as well as education and
training for the safety, storage and usage of the dishwashing
chemicals and food
service cleaning /miscellaneous supplies at no cost to the
City.
iv. Dispensing equipment will be monitored and maintained in
good working order as part of the regular preventative maintenance
visits. The Vendor will be responsible for the repair of damage to
the walls
resulting from the mounting/removal of the dispensing
equipment.
v. Dispensing equipment is owned by the Vendor. The Vendor is
responsible for all aspects of installation of the dispensing
equipment prior to Agreement start date and the removal of the
equipment at Agreement end, all at no additional cost to the
City.
vi. The installation of the dispensing equipment shall be
scheduled with each home at a date and time agreeable to the Long
Term Care Homes and Services Division. The Vendor may be required
during
the term of the Agreement to remove any equipment deemed not
suitable, at no cost to the City.
vii. The Vendor will provide test strips and training on their
use for all dishwashing and sanitizing products at no extra cost to
the City.
3.3 SERVICES
i. The Vendor must perform at a minimum, monthly preventative
maintenance checks/reviews of:
a. all mechanical dish washing machines. A list of Dishwashing
Inventory can be found in Appendix I and;
b. all chemical dispensers
ii. Preventative maintenance will include descaling of dish
machines as required. The Preventative maintenance check/review
will include items as listed in the inspection report sample in
Appendix G.
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iii. A written report for each piece of equipment checked as
part of preventative maintenance repaired outlining nature of
concerns, action taken or proposed work required and
recommendations for change
must be prepared by the Vendor and provided to the Nutrition
Manager responsible for production in
each Home. In addition reports completed for repair must include
the time of the service call, and
arrival time at location.
iv. Issues that pose a substantial risk situation and require
immediate attention must be communicated at time of service along
with any situations where use of any equipment must be discontinued
until it can
be serviced.
v. The Vendor shall forward a .pdf file version of the report
within three (3) working days to the Nutrition Manager responsible
for production in each home.
vi. The Vendor shall respond to service calls for faulty
dishwashing/chemical dispensing equipment within a maximum three
(3) hour response time between the hours of 8 am and 6 pm, Monday
to
Friday and repair within 24 hours
vii. Repairs to dishwashing equipment must be preauthorized by
the Assistant Administrator or designate of the Long Term Care
Home. The City will pay for parts only. All other costs will be
covered under
this Agreement.
viii. The vendor must remove expired products from City property
at no additional cost to the City of
Toronto. Expired product will be replaced with acceptable
product, all at no additional cost to the
City of Toronto
ix. In the event the vendor is not able to deliver the services
and products within the specified time lines, they may be subject
to a $200 chargeback fee per occurrence.
3.4 ORDERING AND DELIVERY
i. Deliveries are to take place from Monday to Friday, between
the hours of 6:30 am to 2:00 pm, or as agreed upon by the City
Representative at each location.
ii. The Vendor in conjunction with each home representative will
determine the delivery days, times and
location within the home. The City reserves the right to arrange
alternate and additional deliveries as
required at no additional cost to the City. Under no
circumstances, will failure on behalf of the vendor
result in damages to the City.
iii. Statutory Holiday deliveries and any delivery changes are
to be coordinated and agreed upon by the Vendor and the appropriate
Assistant Administrator or designate of the Long Term Care
Home.
iv. The vendor is responsible for arranging delivery
requirements (i.e. elevator time, delivery location/frequency) with
the Assistant Administrator or designate of the Long Term Care
Home
v. If an exact delivery location is not specified, products must
be delivered to the kitchen in each named facility.
vi. Out of stock products can be substituted with alternate
products only with approval by the Manager, Food and Dietetic
Services. Product substitutions must be authorized before delivery
at no additional
charge. There must be a WHMIS Safety Data Sheet supplied for any
and all products delivered to the
homes
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vii. Repetitive late delivery, partial shipments or shipment of
unauthorized products may result in the termination of the
Contract.
viii. Sub-Contracting of the main components of the scope will
not be accepted.
ix. Surcharge for minimum orders will not be accepted. The City
will endeavor to issue minimum orders of $100 however the Vendor
acknowledges that due to City operations orders less than $100 may
be
required.
x. The Vendor must deliver a packing slip with all products
supplied, identifying product, quantity ordered and shipped . There
must be a WHMIS Safety Data Sheet supplied for any and all
products
delivered to the homes. Packing slips must be signed by home
representative or designate.
xi. In the event of a labor disruption, emergency or pandemic,
the Proponent in conjunction with the City will make alternate
arrangements for the delivery of product to the Long Term Care
Homes.
Ultimately, it will be the responsibility of the Proponent to
ensure product supply and delivery.
xii. Products shall be free of encumbrance and certified by the
Vendor. Upon receiving delivery of product(s), if at any time the
shipment is found to be unacceptable or faulty by City standards,
the
product(s) is to be replaced at time of next delivery at no
additional cost to the City.
3.4 DEDICATED SUPPORT STAFF/TRAINING
i. Upon award, the Vendor must provide a dedicated technician,
for the duration of the Agreement, responsible for service to the
Long-Term Care Homes, at the order desk and in the field
providing
preventative maintenance service and repairs to the Long Term
Care Homes and Services locations.
Responsibilities/Qualifications will include, but are not
limited to, the following:
(a) having the knowledge of ordering systems, product
application within the Long Term Care field and a working knowledge
of Ontario Regulations 249/10 made under the Long Term
Care Homes Act 2007, Ministry of Labour, Occupational Health and
Safety Act, Food Premises
Act and Public Health as they apply to Food and Nutrition
Services in the Long Term Care
setting.
(b) working with the Long Term Care Homes and Services staff in
the identification of specific concerns or risk and to make
recommendation to manage risk situations that may occur
related to Dishwashing chemicals and Food Service Cleaning
supplies. The Vendor will provide
templates for chemical order forms that promote uniformity in
ordering practices in the division.
(c) providing support to manage the business that will address
quality and manage costs i.e. minimum annual business meetings and
recommendations around the type of dishwashing
equipment and sanitation processes for the homes.
(d) Providing training opportunities (i.e. in-house training,
workshops, research articles, product information, signage and
training videos) for LTCHS staff to expand knowledge in
dishwashing,
WHMIS, PPE, testing of chemical dilutions throughout the
division and safe work procedures.
This will include presentations twice a year on WHMIS for all
Food Service Staff on general and
division specific WHMIS training as approved by the Manager,
Food and Dietetic Services.
(e) Providing and maintaining adequate chemical inventories for
home operations.
(f) Twice a year training is to include administration of a quiz
to ensure staff knowledge.
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(g) Provide a chart listing all chemicals indicating the purpose
of the chemical, how it is used, dilutions, PPE required, maintain
a current chart for the duration of the Agreement and provide
to
home representative for posting in the Food and Nutrition
Department.
3.5 REPORTS
ii. The Vendor is responsible for providing the City with
monthly and quarterly electronic usage reports for each Home
location within five (5) business days of the request by the
City.
iii. The report must be in a format that is acceptable to the
City and must include, at a minimum,
electronic Usage Report in columnar text format, in MS Excel
2007 or higher version, of invoice
details by providing the following report criteria: Dollar value
and volume usage information by,
a) Division of the City of Toronto b) City's Contract Number c)
Contract Material Number d) Sales and Service provided to the city
e) Delivery Location Address & Name f) Delivery Date/Execution
of Services Date g) City's Invoice Number h) Quantity Delivered in
Units/Services i) Price Per Unit/Service j) Cumulative Total
Expenditure by month or as requested by the City
iv. The Vendor will provide a current list of equipment
supplies, a description of each unit, make and
model number in each Long Term Care Homes and Services location
as requested by the Manager,
Food and Dietetic Services.
4.0 PROPOSAL EVALUATION AND SELECTION PROCESS 4.1 Selection
Committee
All Proposals will be evaluated through a comprehensive review
and analysis by a Selection Committee,
which will include members from Long Term Care Homes &
Services Division and other relevant City
staff and stakeholders.
The Selection Committee may at its sole discretion retain
additional committee members or advisors.
The aim of the Selection Committee will be to select one (1)
Proposal which in its opinion meet(s) the City's
requirements under this RFP and provide(s) the best overall
value to the City. The Proposal(s) selected, if
any, will not necessarily be the one(s) offering the lowest fees
or cost (pricing). Pricing is only one of the
components that will be used to determine the best overall value
for the City.
By responding to this RFP, Proponents will be deemed to have
agreed that the decision of the Selection
Committee will be final and binding.
4.2 Selection Criteria
The Selection Committee will evaluate proposals as per the
detailed sample evaluation table shown in
Appendix E and the summary provided below:
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Stages Evaluation Criteria Score
Stage 1 Mandatory Submission Requirements Pass/Fail
Stage 2
A) INTRODUCTION & PROPONENT PROFILE & DIVERSITY
POLICY
As per Section 5.3, Subsection 1
4 points
B) RELEVANT EXPERIENCE AND REFERENCES OF PROPONENT
As per Section 5.3, Subsection 2 10 points
C) PROPOSED STAFF TEAM AND RESOURCES
As per Section 5.3, Subsection 3
12 points
D) SAMPLES
As per Section 5.3, Subsection 4
4 points
E) PRODUCT AND SERVICE
As per Section 5.3, Subsection 5
25 points
F) ONGOING COMMITMENT TO SERVICE
As per Section 5.3, Subsection 6
8 points
G) TRANSPORTATION AMD OPERATIONAL CAPACITY
As per Section 5.3, Subsection 7
12 points
SUB-TOTAL SCORE
75
Stage 3 Cost of Services (Section 5.3 Subsection 10) 25
Points
Total Points 100 Points
4.2.1 Stage One (1) – Mandatory Submission Requirements
Proposals will be reviewed to assess compliance with the
Mandatory Submission Requirements as per
Section 5.2 below.
4.2.2 Stage Two (2) – Detailed Evaluation
The City will commence the Stage Two (2) Detailed Evaluation
process for all Proposals that achieve a
score of "PASS" for all elements of Stage One (1) – Mandatory
Submission Requirements.
a) Stage Two –Technical Proposal Evaluation is based on the
Proponent's technical portion of the
Proposal, consisting of the responses to Subsections 1 through 7
of Section 5.3.
b) Stage Two (2) – Technical Proposal Evaluation is worth 75%
(or 75 out of 100) of the overall
points available. Proponents must meet a minimum threshold of
70% (or 52.5 out of 75
points) in this Stage to be eligible to proceed to Stage Three
(3) - Cost Evaluation.
If a Proposal fails to meet the minimum threshold described in
paragraph (2) above, it will be rejected and
not be evaluated further.
Proponent Technical Proposal Evaluations will be evaluated and
scored using the Scoring Criteria outlined
in the table below.
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Score Rating Detailed Description
5 Excellent
Fully meets the City’s requirement. Submission demonstrates a
clear
understanding of the requirement in ways that bring benefit(s)
to the
City.
4 Good Meets the City's requirement. The Proponents submission
meets the
City’s requirements with some minor deficiencies.
3 Adequate An adequate response that demonstrates the ability to
meet some of the
City’s criteria and requirements with major deficiencies
noted.
2 Fair
Falls short of meeting the City's requirement. Submission
addresses
some components of the requirement; Major issues/risks
identified in
submission. Demonstrates a clear lack of understanding of
the
requirement.
1 Poor
Minimal response, e.g. statement of compliance with no
substantiation.
Submission is unacceptable, demonstrates little or no
understanding of
the requirement; criterion is absent from submission.
0 Unsatisfactory
Non responsive (e.g., a statement and/or substantiation that
does not
address the requirement). Does not offer an explanation or
ability to
answer the question and/or meet the requirement.
4.2.3 STAGE THREE (3) – COST EVALUATION
a) Only Proponents who meet a minimum threshold of 70% (or 52.5
out of 75 points) in Stage
Two (2) – Detailed Evaluation will proceed to Stage Three (3) –
Cost Evaluation.
b) Stage Three (3) – Cost Evaluation is worth of 25% (or 25 out
of 100 points) of the overall points
available.
The Total Proposed Price in Appendix D – Price Form of the
Proponents submission will be used to evaluate
Proponents in Stage Three (3) – Cost Evaluation.
The Proponent with the lowest Total Proposed Price will receive
the highest possible score of 25 points for
Stage Three (3). The remaining Proponent(s) will be assigned
points based on the following formula:
(Lowest Total Proposed Price / Proponent's Total Proposed Price)
x 25
4.3 Selection Process
The Selection Committee will score the Proposals using the
Evaluation table in Section 4.2 and points will
be awarded as outlined in Section 5.3.
If the submission fails any mandatory requirements, the Proposal
will be rejected.
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In the event that fewer than three (3) of the Proposals achieve
the required minimum thresholds described
above in 4.2.2 b and 4.2.3 d, the City, at its sole discretion,
may create a short-list comprised of up to three
(3) top-scoring Proponents to proceed to Stage Three (3), Cost
Evaluation.
Purchasing & Materials Management Division may open the Cost
of Services envelopes to ensure
compliance with the requirements of the RFP; however, the
Selection Committee will not have any
knowledge of any information contained in the Cost of Services
envelopes until evaluations for the technical
portion of the Proposal are complete and Proponents have been
short-listed.
The Proposal that achieves the highest Total Score will be
ranked first. In the event of a tie Total Score,
the Proponent achieving the highest score for its Technical
portion of the Proposal (Stage 2) - the Sections
of the proposal evaluated in Stage 2 – Detailed Evaluation as
outlined in Section 4.2.2 of this RFP document
- will be ranked first overall.
In the event of a subsequent tie in the highest score for the
technical portion of the Proposal as well, a Coin
toss will be used to determine which Proponent is awarded the
business. The RFP Contact will complete
the coin toss and the fairness monitor will witness the coin
toss. Proponents that have a tied score may be
invited to witness the coin toss.
4.4 AWARD PROCESS
Subject to the Appendix A – RFP Process Terms and Conditions,
process terms contained in this RFP and
the City's procurement policies, it is the intent of the City to
award a Contract to one (1) Proponent who's
proposal achieves the highest Total Score as outlined in Section
4.2 – Selection Criteria.
Upon award the City will confirm with the Vendor, the
Deliverables, date(s) and any other instructions
related to the Deliverables being provided.
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.
The intention is to award a Contract to the Proponent that
achieves the overall highest Total Score in this
RFP AND meets all requirements set within this document
including but not limited to mandatory
submission requirements, minimum scoring standards on technical
proposals.
4.5 Schedule of Events
The timetable for the RFP process is shown in the following
table:
Date Milestone
May 13, 2019 RFP Issue Date
June 11, 2019 Deadline for Proponent questions (4:00 PM)
June 13, 2019 Release of final Addendum (if any)
June 18 2019 RFP Closing Date (12:00 noon local time)
July 2019 Evaluation Completion Date
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July 2019 Contract Start Date
This schedule is subject to change and appropriate written
notice of any changes will be provided
where feasible.
4.6 Clarifications
As part of the evaluation process, the Selection Committee may
make requests for further information with
respect to the content of any Proposal in order to clarify its
understanding of the Proponent’s response. The
clarification process shall not be used to obtain required
information that was not submitted at time of close
or to promote a particular Proponent.
The Selection Committee may request this further information
from one or more Proponents and not from
others.
4.7 Evaluation Results
Upon conclusion of the evaluation process, a final
recommendation will be made by the Selection
Committee to the appropriate City staff member and/or City
Council.
Proposal evaluation results shall be the property of the City
and are subject to MFIPPA. Evaluation results
may be subject to public release pursuant to MFIPPA.
Proponents should be aware that Council and individual
Councillors have the right to view the Proposals
provided that their requests have been made in accordance with
the City’s procedure.
4.8 Negotiations and Agreement
The award of any Agreement will be at the absolute discretion of
the City. The selection of a recommended
Proponent will not oblige the City to negotiate or execute an
Agreement with that recommended Proponent.
Any award of an Agreement resulting from this RFP will be in
accordance with the bylaws, policies and
procedures of the City.
The City shall have the right to negotiate on such matter(s) as
it chooses with the recommended Proponent
without obligation to communicate, negotiate, or review similar
modifications with other Proponents. The
City shall incur no liability to any other Proponent as a result
of such negotiation or alternative
arrangements.
During negotiations, the scope of the services may be refined,
issues may be prioritized, responsibilities
among the Proponent, all staff and sub-consultants provided by
it and the City may be settled and the issues
concerning implementation may be clarified.
Any Agreement must contain terms and conditions in the interests
of the City and be in a form satisfactory
to the City Solicitor. If the Agreement requires City Council
approval, then the final Agreement must
contain terms and conditions substantially as set out in the
Council report authorizing the Agreement. Any
Agreement will incorporate as schedules or appendices such part
of the RFP (including addenda) and the
Proposal submitted in response thereto as are relevant to the
provision of the goods and/or services.
The terms and conditions set out in Appendix ‘B’ shall be
incorporated in any Agreement entered into with
the recommended Proponent. These terms and conditions are
mandatory and are not negotiable. Any
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Proponent wishing to request that the City consider any changes
to the terms and conditions set out in
Appendix "B" must follow the process outlined in section 5 of
Appendix "A".
If any Agreement cannot be negotiated within thirty (30)
business days of notification to the recommended
Proponent, the City may, at its sole discretion, terminate
negotiations with that Proponent and negotiate an
Agreement with another Proponent or abort the RFP process and
not enter into any Agreement with any of
the Proponents.
5.0 PROPOSAL SUBMISSION REQUIREMENTS
5.1 General Overview
The City has formulated the procedures set out in this RFP to
ensure that it receives Proposals through an
open, competitive process, and that Proponents receive fair and
equitable treatment in the solicitation,
receipt and evaluation of their Proposals. The City may reject
the Proposal of any Proponent who fails to
comply with any such procedures.
Proposals are expected to address the RFP content requirements
as outlined herein, and should be well
ordered, detailed and comprehensive. Clarity of language,
adherence to suggested structuring, and adequate
accessible documentation is essential to the City’s ability to
conduct a thorough evaluation. The City is
interested in Proposals that demonstrate efficiency and value
for money. General marketing and
promotional material will not be reviewed or considered.
The City prefers that the assumptions used by a Proponent in
preparing its Proposal are kept at a minimum
and to the extent possible, that Proponents will ask for
clarification prior to the deadline for Proponent
questions rather than make assumptions. Proponents should also
review sections 3 to 6 of Appendix A with
respect to asking questions about the RFP. Where a Proponent's
assumptions are inconsistent with
information provided in the RFP, or so extensive that the total
Proposal cost is qualified, such Proponent
risks disqualification by the City in the City's sole
discretion.
The entire content of the Proponent's Proposal should be
submitted in a fixed form, and the content of
website or other external documents referred to in the
Proponent's Proposal, but not attached WILL NOT
BE CONSIDERED to form part of its Proposal.
5.2 Proposal Documentation and Delivery
The two (2) envelope system submission will contain the
following:
5.2.1 Envelope 1 – Main Proposal Document
1) Must consist of one (1) original (clearly marked as such on
its first page) and six (6) full copies of Envelope 1 material
which includes the following mandatory submission requirements (A
checklist
for all mandatory submission requirements can be found in
Appendix F3):
(i) A Main Proposal Document as described in the section below
in Section 5.3 - Proposal Content, including all attachments and
appendices as required.
(ii) Form 1 (Proposal Submission Form) completed and signed by
an authorized official of the Proponent. This includes the
acknowledgement of all addenda received as per
Appendix A, item 4 (Mandatory)
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(iii) must include references as described in Section 5.3
Subsection 2 – Relevant Experience
& References of the Proponent. (Mandatory)
(iv) A statement confirming that the Proponent has the right to
represent, sell, license, deliver, install, train the use of,
service, maintain and support the products proposed
including any related documentation. (Mandatory) Note: Forms 1
and 2 are provided in Appendix C.
5.2.2 Envelope 2 – Cost of Services
1) The documentation for the Cost of Services Submission which
includes mandatory submission requirements (A checklist for all
mandatory submission requirements can be found in Appendix
F3)::
(a) Must be PACKAGED AND SEALED IN A SEPARATE ENVELOPE labeled
Cost of Services (submissions made by fax, telephone, electronic
message or telegram will not be
accepted) displaying a full and correct return address;
(mandatory)
(b) Must consist of One (1) original, clearly marked as such on
its first page, and one (1) copy of Appendix D (Price Detail Form)
completed as indicated. (mandatory)
(c) One (1) electronic (soft copy) version of the Pricing in
Excel format. Electronic versions should be submitted on one (1)
USB storage key, CD-R or similar media, and marked or
labelled with the Proponent name. The City prefers that such
USB, CD-R or similar media
accompany the original hard copy version of the Proponents
Proposal. On the basis that in
the event where there are deviations between the original hard
copy, the additional hard
copies, and the soft copy, the hard copy identified as the
"original", shall prevail;
NO COST INFORMATION SHALL BE INCLUDED IN THE BODY OF THE
TECHNICAL
PORTION OF THE PROPOSAL OR IT WILL BE REJECTED AND DECLARED
NON-
COMPLIANT.
5.2.3 Proposal Documentations
The documentation for each Proposal:
a) Must be submitted in a sealed envelope or container
(submissions made by fax, telephone, electronic message or telegram
will not be accepted) displaying a full and correct return
address.
b) Should be limited to preferably 15 pages double sided, (for a
total of 30 pages) minimum 11 point font, with unlimited
appendices.
c) must be completed in a non-erasable medium and signed in
ink;
d) must not include: (i) any qualifying or restricting
statements; (ii) exceptions to the terms and conditions of the RFP
that have not be approved through an
addendum; or
(iii) additional terms or conditions.
e) must be delivered no later than the Closing Deadline to:
Chief Purchasing Officer
Purchasing and Materials Management Division
18th Floor, West Tower, City Hall
Toronto, ON, M5H 2N2
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Delays caused by any delivery service (including Canada Post and
courier) shall not be grounds for any
extension of the Deadline, and Proposals that arrive after the
Deadline will not be accepted.
5.3 Proposal Content
Proponent should include in their Proposals, the information
requested in the sections that follow, and in
the order of the questions posed. Proponents should clearly
cross-reference back to the appropriate
question or statement. When submitting any information as an
appendix to their Proposal, Proponents
should clearly cross-reference the appendix back to the
appropriate question or statement. In the event
such cross-reference is not evident or clear in the opinion of
the evaluators, the Proponent may not receive
scoring for the question(s) asked. Proponents should include a
Table of Contents which outlines page
numbers and identifies all included materials in the proposed
submitting.
The Proposal should contain the following items within Envelope
1 - Technical Proposal Document
Subsection 1 – Introduction & Proponent Profile &
Diversity Policy
Proponents should have the staff, organizational structure,
financial resources, delivery capacity, market
share and operational base adequate to ensure their ongoing
ability to provide and deliver the required
Services to the various Long Term Care Homes and Services
facilities for the term of the Contract period.
To permit the Proponent to be evaluated fully as a viable and
sound enterprise, include the following
information with respect to the Proponent for the purposes of
this section :
1. A profile and summary of corporate history including:
a. date company started; b. products and/or services offered; c.
total number of employees; d. major clients; and e. business
partners and the products/services they offer;
2. a copy of the Proponent's and if applicable for each
consortium member, Corporate Profile
Report(s) (Ontario), or equivalent official record issued by the
appropriate government authority
3. Overview of the Proponent's company principals, past
experiences with customers requiring
similar Deliverables, successes and accomplishment, awards and
an outline for the company's
future direction.
4. If the Proponent is a member of a consortium, provide a
description of the relationship(s) between consortium members.
Please note section 2 of Appendix A regarding consortiums and
the
requirement that there be a single Proponent.
The Proponent should be demonstrating its commitment to
diversity by providing a company-approved
supplier diversity policy that details the Proponent's
commitment to an active supplier diversity program.
This policy may demonstrate its commitment to diversity by, but
not limited to:
describing the Proponent's commitment to providing equitable
access to subcontracting opportunities for diverse suppliers and
demonstrated results of the policy;
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describing the Proponent's commitment to a pro-active employment
diversity program, including providing the company approved
employee diversity policy and demonstrated results of the
policy, or
If the Proponent is certified by a Supplier Diversity
Organization, the Proponent should provide evidence of such
certification.
Subsection 2 – Relevant Experience and References of the
Proponent
It is important that the Work be undertaken by a Proponent who
can demonstrate specific knowledge of,
and experience in performing similar work for projects of
comparable nature, size and scope. In particular,
the Proponent must have three (3) or more years of experience
operating a business including associated
activities such as;
Supply and delivery of a range of dishwashing chemicals and food
service cleaning supplies which support the requirements of the
Public Health and the Ministry of Health and Long term Care.
Providing preventative maintenance of mechanical dish washing
machines/ high and low temp dishwashers to institutional food
services in health care settings
Supply dispensing equipment that controls usage and ensures
accurate dilutions
Providing training opportunities (i.e. in-house training,
workshops, research articles, product information, signage and
training videos) for staff to expand knowledge in dishwashing,
WHMIS,
PPE, testing of chemical dilutions and safe work procedures
Proponents must provide a minimum of three (3) references (a
potential 3 marks will be awarded for each
reference up to a maximum of 9) for the purpose of evaluating
their experience and track record of success.
Note that the City prefers references for solutions that are
similar to the Solution being proposed in response
to this RFP. Each reference should include:
1. the identity of the reference client organization; 2. a
contact name and title, address and telephone number; 3. the size
and nature of the client’s business; 4. the number of years dealing
with the client; 5. a description of the scope of work 6. the
timing (including dates) and duration of the Proponent’s work; 7.
any KPI scoring over the last two years 8. the services that were
provided by the Proponent (i.e. preventative maintenance, cleaning,
supply
and delivery of chemicals and solutions);
9. details regarding the scale of the contract or scope of work
(i.e number of locations, installation, support, training,
frequency of delivery and service maintenance, value of contract in
dollars etc);
and
10. reference's URL address.
References and Past Performance - The City's evaluation may
include information provided by the
Proponent's references and may also consider the Proponent's
past performance on previous contracts with
the City or other related Agencies, Boards or Commissions of the
City.
References provided must not include any past or currently work
done for the City of Toronto. The City
will not act as a reference for any Proponents.
Please note that where the skills/expertise/experience are being
provided by a subcontractor or other legal
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entity apart from the Proponent, a Proposal that does not
include the information requested in this
Subsection for each such subcontractor or other entity will not
be awarded full marks during the evaluation
process. In providing references, Proponents agree that the City
can contact the individuals provided as part
of the evaluation process. The City will make its own
arrangements in contacting the references.
Substitution of references will not be permitted after the close
of the RFP.
Subsection 3 – Proposed Staff Team and Resources
It is important that the work be undertaken by a team who can
demonstrate specific knowledge of, and
experience in performing similar work for projects of comparable
nature, size and scope. The Proponent's
staff, shall have a demonstrated track record of developing
meals that follow strict nutritional guidelines
and preparing, packing and delivering large volumes of said
meals to a variety of locations on a daily
basis. Furthermore, Proponents shall have policies, procedures
and capabilities that demonstrate their
ability to deliver against the City's requirements and enable
the Proponent's staff to do the same. In order
for this to be assessed, the Proponent should provide the
following in its Proposal:
1. An organizational chart outlining ALL staff roles that will
be assigned to manage the Deliverables outlined in this RFP.
Provide a brief description of job responsibilities of those
included in this organization chart.
2. Resumes and a brief Curriculum Vitae (CV) for the
Owner/President/CEO of company, as well as the two (2) individuals
listed below. Resumes should be submitted in the format presented
in
Appendix D2.
a. The staff member who will act as the Vendor Liaison for The
City that can be contacted 24 hours per day/7 days per week.
b. The key senior staff member that will be designated in
assisting with issues above routine operational practices and long
range planning for the duration of the contract.
3. Description and schedule of all ongoing and upcoming training
including areas in quality assurance, delivery, customer service,
WHIMIS etc.
Note: The Proponent should submit signed consent forms
authorizing the disclosure of personal
information to the City, or its designated agent(s), for any
resumes that are submitted; however, the
Proponent will accept all liability if signed consent forms and
resumes are not disclosed to the City.
It is important that key project individuals (i.e. major areas
of responsibility) be named, with
accompanying indication of guaranteed availability. Continuity
of key personnel will be required, with a
contractual obligation for substitutions only with full written
approval of the City.
Subsection 4 – Samples
Proponents meeting the RFP requirements may be required to
provide product samples for evaluation.
Upon request, Proponents are required to submit a sample of the
products and dispensing equipment at no
cost to the City within five (5) working days of such request
for a performance evaluation. Failing to
comply with the request will result in the Proposal being
declared non-compliant.
Subsection 5 – Proposed Products
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Provide a detailed description of proposed products and services
to meet the City's needs including:
Outline the range of available standard and specialty products
that are suitable for a Long-Term Care
setting. Proponents are to complete Product Information Matrix
in Appendix J and include for each
recommended product:
a) Product information on all proposed products as well as any
other recommended products that are suitable for use in the Long
Term Care setting
b) Outline proposed uses for all products
c) Ability of proponent to provide an automatic dispensing
system to control the dilution rate of product and to reduce staff
exposure to chemicals
d) An overview of the environmental friendly features associated
with each product and provide proof that the chemicals and
consumable goods used are certified by EcoLogo or approved
equivalent mutli-vector environmental criteria documents from
other G-7 Environmental
Certification Programs from Green Seal, Eco Mark, Ecolabel, NF
Environment or Blue Angel.
e) An overview of the environmental benefits associated with
packaging of each product, i.e. returnable containers and (if
applicable) of multi-vector environmentally friendly packaging
that
is EcoLogo certified (an Environment Canada program) or
certified to approved equivalent
mutli-vector environmental criteria documents from other G-7
Environmental Certification
Programs from Green Seal, Eco Mark, Ecolabel, NF Environment or
Blue Angel. A list of
products offered that are Greenguard certified for Indoor Air
Quality.
f) A list of all Personal Protective Equipment required for
product in 'as shipped' form
g) A list of all Personal Protective Equipment required for
product in 'ready to use' or diluted form
h) An overview of other safety features associated with each
product i.e. colour coding
i) Outline available documentation that supports the
cleaning/sanitizing claims
j) Outline the range of available automatic dispensing units
proposed. Proponents are to include for each recommended dispensing
unit the following:
(i) Models being proposed for use (ii) Size of unit and design
feature (iii) Benefits in use- i.e. ease of operation for staff
(iv) The dispensing equipment proposed for each of the proposed
products (v) Safety features- i.e. built in protection to ensure
concentrates cannot be placed in
incorrect dispenser
(vi) Manufacturer's literature and specification of the
dispenser units proposed.
k) WHMIS Safety Data Sheets for all proposed products should be
provided.
l) Please complete the form in Appendix H for all products
offered.
Subsection 6 – Ongoing Commitment to Service
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Provide a statement confirming the Proponent's commitment to the
ongoing development and support of
the proposed goods and services, including the commitment to
maintain compatibility with new releases
of related systems.
Provide a detailed description of how the Proponent intends to
provide the proposed service to meet the
City's needs including:
a) Identify how the Vendor will substitute product in the event
of a product discontinuance or period where product becomes
unavailable.
b) A summary of the product storage and distribution
infrastructure of the Proponent, including contractual
relationships with distributors, owned delivery vehicles, dedicated
City of Toronto
minimum inventory levels to be retained by the Vendor at all
times.
c) Identify the processes for order placement outlining normal
delivery turn-around time of order
placement to time of receipt at City locations and notification
to the Homes for out of stock
products.
d) Detail the policy and process for product returns,
replacement and credit policy as they pertain to the City.
Subsection 7 – Transportation & Operational Capacity
The City requires a vendor that can demonstrate that it has the
vehicle and personnel resources to fulfill
the demanding requirements of the City. This Vendor should
possess or have access to back-up vehicles
in case of vehicle breakdowns and regular maintenance/cleaning
protocols. Vendor that have active
contingency plans for common issues that can arise on a daily
basis are preferred. Maximum scores will
be given to the most efficient processes and protocols which
include dedicated personnel and resources
for the city.
Proponents are to submit a cohesive and detailed description
outlining its delivery/ transportation program
and capabilities. The following details should be included in
the description:
1. Vehicles, Designs, & Delivery Personnel Attire Proponents
must submit a full list of vehicles with temperature controlled
compartments that will
be used for the transportation of catered meals on a daily
basis. The list should include the
following information for each vehicle:
a. Pictures of the vehicle from the following angles: i. A side
profile from both sides
ii. The front iii. The back. iv. Inside vehicle showing food
storage area.
b. Size of Vehicle: height, width and length in inches.
2. Delivery Contingency Protocols
It is important that the City's Vendor has the preventative
protocols in place to avoid common
situations such as vehicle break-down and spoiled food. In the
event that these situations cannot
be avoided, the City requires that Vendors have established
protocols to remedy these situations
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in a swift manner so as to not delay or interfere with the
Deliverables of this Contract. Proponents
must therefore provide the following:
a. Vehicle Break-Down Contingency: Description of contingency
plans if the primary transportation vehicle breaks down or becomes
out of service. Also include contingency
plans for driver no-shows, including a list of stand by
drivers.
b. Cleaning and Maintenance: Description of current protocol for
inspection, cleaning and maintenance of vehicle(s). Protocols
should include frequency of activities (inspection,
cleaning and maintenance) and checklist of requirements to be
completed for each
activity.
3. Communication Protocols
a. Delivery Emergency Communication Protocol: Description of
communication protocols between City and the Vendor (during
business hours AND after-hours) due to
emergency situations or unforeseen events including delivery
concerns. The description
should include: contact information, number to call in case of
delivery issues, secondary
number in case primary number cannot be reached, and internal
protocols in place to
resolve emergency issues.
b. Complaints Protocol: Description of communication protocol
for receiving, identifying root cause, addressing and tracking
progress of solutions for all complaints and incident
reports communicated to the Proponent by The City.
4. Labour Disruption Identify Proponent's continuity plan in the
event of a labor disruption, emergency or pandemic
Sub-Section 8 – Cost of Services
To be submitted in the Cost of Services envelope as per section
5.2.2 above.
In the event of mathematical errors found in the pricing pages,
the unit prices quoted shall prevail.
Extensions and totals will be corrected accordingly by City
staff and adjustments resulting from the
correction will be applied to the Total Lump Sum Price
quoted.
Prices submitted in a Proposal are to be firm for the duration
of the RFP process and the term of any
resulting Agreement.
All prices must be stated in Canadian currency. The Proponent
shall assume all currency risk.
The City shall not be responsible for any additional costs.
The Proponent shall be solely responsible for all costs
including but not limited to, wages, salaries, statutory
deductions and any other expenses and liabilities related to its
own personnel, and subcontractors and
suppliers and their respective personnel.
The Proponent shall be solely responsible for any and all
payments and/or deductions required to be made
including, but not limited to, those required for the Canada
Pension Plan, Employment Insurance,
Workplace Safety and Insurance, and Income Tax.
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All invoices must clearly show HST as a separate value and HST
"registrant" number.
Without restricting the generality of the foregoing, the
Proponent acknowledges that, if it is a non-resident
person, payments to the Proponent, as a non-resident person, may
be subject to withholding taxes under the
Income Tax Act (Canada). Further, unless the Proponent, as a
non-resident person, provides the City with
an official letter from Canada Revenue Agency waiving the
withholding requirements, the City will
withhold the taxes it determines are required under the Income
Tax Act (Canada).
A. Core Pricing
The Proponent must complete and submit the Price Detail Form
located in Appendix D – Supplementary
Submission Forms.
The total price quoted must include all labour, profit, other
overhead, materials, equipment, licences,
analysis, travel, accommodations, communication, transportation
and delivery costs (courier, long distance
charges, and so on), staff time, City/Vendor meetings (as and
where deemed required by the City),
disbursements and any/all other operational costs and fees
associated with the Services, excluding all
applicable taxes. The City shall not be responsible for any
additional costs.
The decision to renew the Contract for any option term will be
at the sole discretion of the City and will be
decided at least four (4) months in advance. 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. The City may take
into consideration the following into its decision to exercise
any option year:
3.0 Available budget; 4.0 The annual price adjustment; 5.0
Vendor performance during the contract; and 6.0 Operational
needs
Included in the decision to accept any option year(s) of the
Contract, is a price adjustment annually effective
applied after the Contract's end date in accordance with the
annual Consumer Price Index (CPI), (CPI Index-
All Items-Toronto) for a 12 month period, using the most current
CPI released month at the time of the first
option year renewal, conducted by the City for the Deliverables
included herein.
All subsequent option year renewals will be evaluated using the
same CPI release month exercised during
option year one (1), of the new year being exercised. All terms
and conditions of the Contract shall
remain the same and continue during the extended Term
For the purposes of the evaluation and award, there will be a 3%
CPI increase applied annually to the total
annual cost from [Month Day, Year] to [Month Day, Year].
In addition, the City will also review the Vendor's contract
performance during the Term with regards to
meeting timelines, and Deliverables.
B. Taxes
Harmonized Sale Tax (HST) is to be applied to the prices
submitted as specified in the relevant sections
of the call document or in the Price Schedule provided in the
call.
HST for the supply and delivery of materials/goods is to be
shown as additional/separate line items on the
Price Schedule and any subsequent invoices.
C. Optional and/or Additional Pricing
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The Proponent must clearly indicate in its Proposal and on the
Price Detail Form specific Services and
products which are additional or optional and which are excluded
from the Total Proposal Price for
Services, i.e., Core Pricing.
Include an hourly fee schedule for all levels of Proponent’s
professional, managerial and clerical staff with
respect to services not covered (e.g. customization services)
and rates for disbursements.
A detailed cost summary of exclusions along with justification
for the need must be provided.
D. Payment Terms and Discount Schedule
1. Propose payment terms for Core Pricing. The City’s standard
payment terms are 60 days from the receipt of the invoice. The
final payment terms may be subject to further negotiation.
2. Propose any prompt payment discount terms.
If all the correct billing information has been indicated on the
invoice, and no acceptable discount for
early payment has been offered, the City will endeavour to pay
within the vendor's terms from the receipt
date of the invoice in Corporate Accounts Payable Unit - Metro
Hall, 55 John Street, 14th floor.
Payment terms should be clearly indicated on the invoice
including early payment terms.
The City will consider offers of early payment discount terms.
Discounts will only be taken when early
payment discount terms are met from the receipt date of the
invoice in the Corporate Accounts Payable
unit.
Note: Discount terms for early payment cannot be earlier than 15
days from the receipt date of the
invoice by the City of Toronto, Accounting Services Division,
and Corporate Accounts Payable unit.
City of Toronto offers secure electronic deposit payments
directly to your bank account through our “Direct
Deposit” program. For more information and/or to enroll for this
payment option, please email us at
[email protected] or contact our AP Customer Service Desk at
[email protected] or 416-397-5235.
To support an electronic payable environment, the City of
Toronto Corporate Accounts Payable unit will
accept electronic vendor invoices submitted via email at
[email protected] . Note: Electronic
invoices submitted must be in a PDF format as an attachment. If
you have any questions regarding this
process, please contact our AP Customer Service Desk at
[email protected] or 416-397-5235
E. City of Toronto's 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 the billing
information is missing from an invoice it
will result in a payment delay and the invoice may be returned
to you without payment.
It is the Vendor's responsibility to submit correct invoices for
payment of goods /services delivered
to the City of Toronto Divisions. If an incorrect invoice 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) Exceptions
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The standard invoice billing requirement must be followed with
the exception of vendor invoices
related to an approved capital project subject to construction
lien holdbacks only. Billing
requirement direction will be provided by the contract custodian
or city divisional designate.
(2) 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]
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.
1.1 Billing Requirements
2.0 All original Vendor invoices must be addressed and be sent
DIRECTLY to:
City of Toronto
Accounting Services Division
Corporate Accounts Payable
55 John Street
14th Floor, Metro Hall
Toronto, ON
M5V 3C6
3.0 Invoice/s submitted to the City of Toronto must have
complete ship to information including:
a. Name of City Division, b. The City Division’s contact name
and phone number (the person ordering or picking up
the goods and/or services),
c. Delivery location of goods and/or services (excluding pick-up
order), d. Purchasing document information on the invoice (blanket
contract number, contract release
order number (CRO) purchase order (PO) or Divisional Purchase
Order (DPO), or
Schedule "A" must be clearly indicated on the invoice. (*This
purchasing number should
be provided by City staff at the time of order*)
V. Complete "Remit To" address is required on all submitted
vendor invoices
Invoices that do not contain the required billing information
may be returned without
payment to the vendor for correction.
4.0 City purchases with the use of a credit card/PCard, are NOT
to be sent to Corporate Accounts Payable. These invoices are
considered paid.
5.0 Vendors are encouraged to provide packing slips and/or goods
receipt confirmations directly to the ordering Division for
goods/services delivered.
6.0 Vendors are to provide backup documentation directly to the
ordering Division, not Corporate Accounts Payable.
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6.1 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.
6.2 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.
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.
6.3 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] or contact the Direct
Deposit program line at 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.
1.5 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.
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1) 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.
2) Invoice/s submitted to the City of Toronto Contract
Administrator must have complete
information including:
Contract/Project Number
Name of City Division and Contract Administrator
Vendor Number
Vendor Name and address
The City Division’s contact name and phone number (the person
ordering or picking up the goods and/or services),
Description of work/ Project Name
Location of work
Bill through Dates(Work Done): from and to
Invoice Date
Sub-total Amount: Excluding all taxes
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*)
F. Invoicing and Reporting Specification Requirements
The standard billing requirement for invoices must be followed
excluding exceptions for vendor invoices
related to approved capital projects subject to construction
lien holdbacks. Billing requirement direction
will be provided by the Contract custodian or city divisional
designate.
For any further vendor invoicing information, please contact
Corporate Accounts Payable at
[email protected] or 416-397-5235.
APPENDICES
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APPENDIX A - RFP PROCESS TERMS AND CONDITIONS
1 Proponent’s Responsibility
It shall be the responsibility of each Proponent: (a) to examine
all the components of this RFP, including all appendices, forms and
addenda;
(b) to acquire a clear and comprehensive knowledge of the
required services before submitting a
Proposal;
(a) to become familiar, and (if it becomes a vendor) comply,
with all of the City’s Policies and Legislation set out on the City
of Toronto website at:
https://web.toronto.ca/business-economy/doing-business-with-the-city/understand-the-
procurement-process/purchasing-policies-legislation/
The failure of any Proponent to receive or examine any document,
form, addendum, Agreement or policy
shall not relieve the Proponent of any obligation with respect
to its Proposal or any Agreement entered into
or Purchase Order issued based on the Proponent’s Proposal.
2 Prime Proponent
A Proposal by a consortium of two or more entities may be
submitted, but one person or company must be
shown as the prime Proponent and be prepared to represent the
consortium to the City by executing the
Agreement, acting as the primary contact, and taking overall
responsibility for performance of the
Agreement.
Where a Proposal is made by a prime Proponent with associate
firms working with or under the prime
Proponent in either a sub-contracting or consortium
relationship, it is required that those associate firms be
named in the Proposal.
3 City Contacts and Questions
All contact and questions concerning this RFP should be directed
in writing to the City employee(s)
designated as “City Contact” in the Notice to Potential
Proponents.
No City representative, whether an official, agent or employee,
other than those identified “City Contacts”
are authorized to speak for the City with respect to this RFP,
and any Proponent who uses any information,
clarification or interpretation from any other representative
does so entirely at the Proponent’s own risk.
Not only shall the City not be bound by any representation made
by an unauthorized person, but any attempt
by a Proponent to bypass the RFP process may be grounds for
rejection of its Proposal.
From and after the date of this RFP until the time of any
ensuing contract award, no communication with
respect to this matter shall be made by any potential Proponent,
or its representatives, including a third-
party representative employed or retained by it (or any unpaid
representatives acting on behalf of either),
to promote its Proposal or oppose any competing Proposal, nor
shall any potential Proponent, or its
representatives, including a third party representative employed
or retained by it (or any unpaid
representatives acting on behalf of either), discuss the RFP or
its Proposal with any City staff, City
officials or Council member(s), other than a communication with
the "City Contact" identified on page 1
on this RFP.
Proponents should be aware that communications in relation to
this RFP outside of those permitted
by the applicable procurement policies and this RFP document
contravene the Lobbying By-law,
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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 Supplier Code of Conduct
provides that any Proponent 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.
Notwithstanding anything to the contrary as set out in this
document, the obligations as set out in
the City of Toronto Municipal Code, Chapter 140 shall apply.
For your information, please find below the links to the City's
Procurement Processes Policy,
Lobbying By-Law and Interpretive Bulletin on Lobbying and
Procurement:
https://www.toronto.ca/wp-content/uploads/2017/08/9587-Procurement-Processes-Policy-January-1-
2017.pdf
https://www.toronto.ca/legdocs/municode/1184_140.pdf
4 Addenda
If the City, for any reason, determines that it is necessary to
revise any part of this RFP or to provide
additional information relating to this RFP, such information
will be communicated to all Proponents by
addenda. Each addendum shall form an integral part of this RFP.
Such addenda may contain important
information, including significant changes to this RFP.
Proponents are responsible for obtaining all
addenda issued by the City.
All Proponents must acknowledge receipt of all Addenda in the
space provided on the Proposal
Submission Form.
The City reserves the right to revise this RFP up to the Closing
Deadline.
If any addendum is issued after the Deadline for Issuing
Addenda, the City may at its discretion extend the
Closing Deadline for a reasonable amount of time.
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.
5 Exceptions to Mandatory Requirements, Terms and Conditions
If a Proponent wishes to suggest a change to any mandatory
requirement, term or condition set forth in any
part of this RFP, it should notify the City in writing not later
than the deadline for questions. The Proponent
must clearly identify any such requirement, 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 requirements, terms and conditions that
have not been accepted by the City by the
issuance of an Addendum are not permitted and any Proposal that
takes exception to or does not comply
with the mandatory requirements, terms and conditions of this
RFP will be rejected.
6 Omissions, Discrepancies and Interpretations
A Proponent who finds omissions, discrepancies, ambiguities or
conflicts in any of the RFP documentation
or who is in doubt as to the meaning of any part of the RFP
should notify the City in writing not later than
the deadline for questions. 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 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 RFP documents.
7 Proponents Shall Bear Their Own Costs
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Every Proponent shall bear all costs associated with or incurred
by the Proponent in the preparation
and presentation of its Proposal including, if applicable, costs
incurred for interviews, demonstrations,
or any other activity that may be requested as part of the
evaluation process or the process for the
negotiation or execution of an Agreement with the City, as the
case may be.
8 Limitation of Liability
The City shall not be liable for any costs, expenses, los