Request for Quotation
Date Issued: Tuesday, February 25, 2020
Request from: Infrastructure Health and Safety Association
21 Voyager Court South
Etobicoke, ON, M9W 5M7
Contact: Alan Hansen
Type of Service Required: Temporary Help Services
Request for Proposal: This should be considered a formal procurement document in which a RFQ for the services of a Temporary Help Service vendor is requested.
Date Response Required:
2020 - #004
Key response dates:
Release date: Tuesday, February 25, 2020
Final date for questions: Thursday, March 12, 2020 @ 2:00 p.m.
Final Submission date: Thursday, March 19, 2020 @ 2:00 pm.
Table of Contents
Table of Contents............................................................................................................................... 2
Request For Information & Quotation (RFQ) Checklist..................................................................... 4
Introduction......................................................................................................................................... 5
A. Definitions................................................................................................................................ 5
B. Accessibility for Ontarians with Disabilities ………………………………………………………………………... 5
C. Background ......................................................................................................................... 5
Purpose and Intent of RFQ................................................................................................................ 6
D. Scope of Services.................................................................................................................... 6
E. Project Management............................................................................................................... 7
F. Guidelines for Proponent’s Submission.................................................................................. 7
G. Experience & Qualifications.................................................................................................... 7
H. Evaluation of Proposals........................................................................................................... 8
I. Confidentiality........................................................................................................................ 11
J. Sub-contracting or Substitution............................................................................................. 11
K. References............................................................................................................................. 11
L. Costs and Expenses.............................................................................................................. 11
M. Review Representative......................................................................................................... 12
N. Additional Information............................................................................................................. 12
O. Other Consideration............................................................................................................... 12
P. Notification to Other Proponents of Outcome of Procurement Process............................... 13
Q. Debriefing............................................................................................................................... 13
RFQ Terms....................................................................................................................................... 13
A. Information Gathering Process.............................................................................................. 13
B. Cost of RFQ Response.......................................................................................................... 13
C. Use of the HSAs Names or Logos........................................................................................ 14
D. Explanation of Information Evaluation/Decision Making...................................................... 14
E. Restriction on HSA Contacts................................................................................................. 14
F. Confidentiality of Proponent’s Information............................................................................. 14
G. Data Validity............................................................................................................................ 14
H. Errors and Omissions............................................................................................................. 14
I. Indemnification........................................................................................................................ 15
J. Conflict of Interest................................................................................................................... 15
K. Right to Termination............................................................................................................... 15
L. Dispute Resolution.................................................................................................................. 15
APPENDIX A - General Proponent Information.............................................................................. 18
APPENDIX B – Tax Compliance Declaration.................................................................................. 18
APPENDIX C – Conflict Of Interest Declaration............................................................................. 19
APPENDIX D - Respondent Acknowledgement Form.................................................................... 21
APPENDIX E - Detailed Description of Defined Roles................................................................... 22
Request For Quotation Checklist
Infrastructure Health & Safety Association (IHSA) and Workplace Safety & Prevention Services (WSPS) recommend that Proponents use the following checklist when completing the RFQ to help ensure that all the key components to your organization’s proposal are submitted on time. Documents must be delivered to the Project Representative by the dates and times set out below.
Courier, E-Mail or Deliver By:
2:00 pm EDT, March
19, 2020
Temporary Help Services
TO:
IHSA and WSPS
RFQ 2020 - #004 - Project Representative: Alan Hansen
21 Voyager Court South
Etobicoke, ON, M9W 5M7
Submissions that are received after the closing time will be returned unopened.
Include all RFQ materials, in one (1) package.
The package should contain:
- One (1) envelope prominently marked “Original” signed by an authorized representative in your organization and containing
- one (1) printed original of all documents and exhibits in response to the RFQ
- One (1) envelope marked “Copies” and containing
- four (4) copies of all documents and exhibits in response to the RFQ
or
-
- PDF Copy by e-mail ahansen@ihsa.ca
Proposals are to be prominently marked Confidential with the RFQ title and number (see RFQ cover), with the full legal name and return address of the Proponent, and with the Proposal Submission Deadline date and time.
Proposals submitted in any other manner may be disqualified.
In the event of a conflict or inconsistency between the hard copy and the electronic copy of the proposal, the hard copy of the proposal shall prevail.
Introduction
- Definitions
“HSAs” wherever used shall mean Health and Safety Associations, which represent the Infrastructure Health & Safety Association (IHSA) and Workplace Safety & Prevention Services (WSPS).
“Proponent” wherever used shall mean RFQ respondent/participant.
“Proposal” wherever used shall mean a Proponent’s written response to this RFQ.
“RFQ” wherever used shall mean this Request for Quotation.
“BPS” as of April 2, 2012, all HSAs are required to follow the Broader Public Sector (BPS) Procurement Directive.
- Accessibility for Ontarians with Disabilities
The selected Proponent shall comply with the requirements for all relevant accessibility standards established by regulation under the
Accessibility for Ontarians with Disabilities Act, 2005.
- Background
Infrastructure Health and Safety Association (IHSA) is a high risk activity educator providing unique, customized training programs in the fields of Construction, Transportation and the Electrical and Utility Sectors. IHSA’s programs, products and services are shaped by subject matter expertise, sector partnerships and evidence based practices. Our goal is to build strong partnerships with our clients and deliver innovative, customized programs that support their implementation of prevention solutions and provide continuous improvement to their health and safety performance.
IHSA Office Locations:
Ottawa Mississauga Etobicoke
2515 St Laurent Blvd. 5345 Creekbank Road 21 Voyager Court South
Ottawa, ON K1H 8P5 Mississauga ON L4W 5L5 Etobicoke, ON M9W 5M7
Workplace Safety & Prevention Services (WSPS) is a leader in providing impactful risk management solutions that drive lasting business success for our customers. WSPS offers unparalleled health & safety expertise, insight and solutions for creating healthy work environments where employees thrive and businesses prosper. WSPS is primarily focused on the agricultural, industrial/manufacturing and service sectors.
Workplace Safety & Prevention Services Office Locations:
Head Office Regional Office--Ottawa
Centre for Health & Safety Innovation Carleton Technology & Training Centre, Suite 3100
5110 Creekbank Road, Suite 300 Carleton University
Mississauga, ON L4W 0A1 1125 Colonel By Drive, Ottawa ON K1S 5R1
Purpose and Intent of RFQ
This RFQ has been prepared to select providers/vendors who are Vendors of Record under the Ministry of Government Services Master Agreement for Temporary Help Services (THS) OSS # 00180682 and who can provide Temporary Help Services for the HSAs. The objectives for the successful Temporary Help Services providers include working with each of the HSAs on an individual basis to provide temporary help services using temporary help workers who possess the required qualifications as outlined in the Master Agreement and to commit to recruit and fill temporary help services in a prompt and efficient manner and to assign qualified, dependable individuals for any requested period of time. Temporary Help Services are transactional, task-oriented work assignments, usually provided through private sector temporary help agencies or organizations. Temporary help work assignments are short-term (e.g. typically several days or weeks). Assignments help with a temporary increase in workload or to temporarily backfill for a vacancy when it is not possible to recruit an employee using available human resources approaches.
Each HSA is responsible for its own agreement and all associated costs.
- Scope of Services
- Vendor Experience
-
- 10 years of experience
- Experience filling a variety of temporary positions as outlined in the Master Agreement
- Scope of Work/Deliverables
- The term of the agreement/contract will start on March 31, 2020 and run until April 1, 2023 (3 years) with the option to extend the contract for a period of two (2) years
- Project Management
We require that a designated Supplier account representative be assigned to provide assistance with various requests and or services as may be required by HSAs.
- Guidelines for Proponent’s Submission
The preferred format for the Proponent’s “Offer of Service” or response to this RFQ is as follows:
- Qualifications. Provide a detailed explanation of your firm’s qualifications, and the qualifications of the individuals you are proposing to undertake the project. See below.
- Provide a complete listing of pricing/costs, including detailed pricing for all listed positions.
- Any out-of-pocket expenses should be clearly stated.
- Any assumptions incorporated in the proposal.
- Value-added services offered free of charge.
- Other services available by the Proponent and any other information that may support the proposal.
Proposals must include a detailed implementation plan for the service to be provided if awarded.
Your implementation plan should include the following:
- A timeline
- Name/profile of account representatives who will be with the project both before and after implementation.
- Experience & Qualifications
Each Proponent must provide as part of its proposal a summary outlining:
- Company history including information of any recently formed partnerships or strategic alliances with other companies that may be beneficial to the HSAs for the purposes of the services requested in this RFQ
- Personnel working on the project with qualifications & experience
- Describe Proponent’s relationship with other companies with whom Proponent may partner to service HSA needs and requirements as described in this RFQ
- Any additional information that will support your proposal
- Evaluation of Proposals
There is an Evaluation Team made up of four (4) members of the Human Resource professionals from the HSAs. This Team will review submissions, select and recommend the successful Proponent to each HSA for their approval.
Neither the lowest price proposal nor any proposal will necessarily be accepted.
Because this is a Request for Quotation under the Master Agreement for Temporary Help Services for the Ontario Public Service, we will use a second stage selection process. Suppliers will be selected based on the following criteria:
The Evaluation Team will score each proponent on the basis of vendor experience and the ability to provide temporary services for all of the listed positions. A minimum of 30 out of a possible 40 points is required in order for the Proponents to qualify for Stage III – Pricing Scoring.
Listing of Temporary Help Services – Roles
CategoriesRoles
Administrative and Clerical ServicesAdministrative Assistant Level 1
Administrative Assistant Level 2
Administrative Coordinator
Executive Assistant
General Clerk Level 1
General Clerk Level 2
Human Resources Clerk
Payroll Clerk
Receptionist Level 1
Communications and MarketingCommunications Officer
Customer and Client ServicesClient Services Representative
Finance and EconomicsAccountant
Accounting Clerk
Financial Analyst
Finance Clerk
Supervisory and ClericalProject Lead 1
LogisticsLogistic Technician
The HSAs will not necessarily accept the lowest priced proposal or any proposal resulting from this RFQ. While price is an important element in the selection process, Proponents should recognize that there are other criteria in this RFQ that the HSAs will consider in evaluating proposals.
The HSA evaluation team will base selection decisions on responses received and the best outcome for the HSAs. Each response will be carefully evaluated and scored by the evaluation team.
Each response will be scored in accordance with the relative importance weighting indicated in the table below. It is suggested you address these criteria in sufficient depth in your response.
#Rated CriteriaWeighting
(Points)
1Vendor Experience20
2Ability to Fill Listed Positions
30
3Price 50
Total Points100
Points will be awarded based on the degree to which the material you have provided demonstrates your capability to perform and successfully carry out the work described. A minimum score of 30 points must be achieved to be short listed and
move to the next stage.
Stage III – Pricing Scoring
Upon successful completion of Stage II, qualified Proponents achieving a score of 30 points or more will have their pricing scored. The Evaluation Team will evaluate pricing after the evaluation of rated requirements.
Please provide hourly rates for each of the listed roles: (50)
Hourly Rate
Mark-up
1Administrative Assistant Level 1$
2Administrative Assistant Level 2$
3Administrative Coordinator$
4Executive Assistant$
5General Clerk Level 1$
6General Clerk Level 2$
7Human Resources Clerk$
8Payroll Clerk$
9Receptionist Level 1$
10Communications Officer$
11Client Services Representative$
12Accountant$
13Accounting Clerk$
14Financial Analyst$
15Finance Clerk$
16Project Lead 1$
17Logistics Technician$
The Evaluation Team will evaluate pricing after the evaluation of mandatory requirements and rated requirements.
Each Proponent will receive a percentage of the total possible points allocated to price by dividing that Proponent’s price into the lowest bid price. For example, if the lowest bid price is $20.00, a Proponent that bids $20.00 receives a 100% of the possible points (20/20 = 100%), a Proponent who bids $25.00 receives 80% of the possible points (20/25 = 80%) and a Proponent who bids $40.00 receives 50% of the possible points (20/40 = 50%).
Lowest rate
------------------- x Total available points = Score for proposal with 2nd lowest rate
2nd lowest rates
Lowest rate
------------------- x Total available points = Score for proposal with 3rd lowest rate
3rd lowest rates
Etc…for each proposal
Cumulative Score
All scores for qualified Proponents from Stage II and III will be added and, subject to satisfactory reference checks, the highest scoring Proponent(s) will be selected.
The HSAs reserve the right to choose more than one Proponent to provide services under this Request for Quotation.
Negotiations
The HSAs may, at their sole discretion, enter into negotiations with one or more Proponents. The HSAs reserve the right to negotiate with more than one Proponent concurrently or consecutively, and to add to, expand, reduce or modify the scope of this RFQ. If the HSAs and the selected Proponents are unable to negotiate an agreement, the HSAs may begin or continue negotiations with any other Proponent, at any time. Negotiations may take place with selected Proponents without the obligation to recall proposals or provide an opportunity for other Proponents to quote on the same changes. No Proponent shall have any rights against the HSAs arising from such negotiation.
- Confidentiality
All information contained in this Request for Quotation, and all information and material obtained during the course of this project, is confidential, and remains the property of the HSAs. The Proponent must agree to sign a confidentiality agreement. All outputs of the project will remain the property of the HSAs.
- Sub-contracting or Substitution
No sub-contracting or substitution on the part of the Proponent will be accepted without explicit agreement from the HSAs.
- References
Provide three (3) references from clients for whom your company has provided the same or similar services within the past three (3) years and include the following information for each reference: Name of Company, Address, Name of Contact, Title of Contact, Telephone Number of Contact, Date Work Undertaken, and Brief Description of Assignment.
- Costs and Expenses
When providing complete pricing/costs, a Proponent must be aware of and affirm the following:
On June 17, 2009, the Ontario government established new standards relating to the procurement of consulting services and management of consulting contracts for all government agencies and the HSAs. As a result the HSAs will not pay for any hospitality, incidental and food expenses, including, but not limited to: meals, beverages, gratuities, personal telephone calls, etc. under the new rules.
The HSAs will not be responsible for any travel expenses.
All fees for services shall be quoted in Canadian Funds. The fees quoted for services or goods shall not include applicable taxes (i.e. HST, GST, PST, VAT …).
Any services supplied to one or more of the HSAs are to be invoiced by the Proponent to the individual organization and will be paid separately by that organization.
- Review Representative
All contact and questions with regard to this RFQ must be made through the Project Representative selected for this initiative, by e-mail. For the purposes of this RFQ, the Project Representative is:
Name: Anna Rondinelli
Email: arondinelli@ihsa.ca
Any questions received and responses will be provided to all Proponents. Questions will be accepted up to and including
March 12, 2020 @ 2:00 p.m. EDT.
The HSAs reserve the right to not answer a proponent’s question. The reasons for this might be:
- The information requested is not needed for the preparation of a submission, or
- The answer to the question posed can be found in the RFQ, or
- The answer to the question posed is the purpose of the RFQ
The HSAs will not provide answers to questions in any form or electronic format by direct reply in order that the fairness of the HSA procurement process is maintained.
Unless otherwise notified, the time required by the HSAs to answer questions will not change the deadline specified for submission of a proposal.
- Additional Information
The HSAs may request additional data, discussions, presentations or on-site visits in support of the response to this RFQ, all without obligation to provide other RFQ recipients with similar information or notice of such communication. Additionally, the HSAs reserve the right to implement the appropriate due diligence processes to organize or clarify any information provided, or to collect more evidence of managerial, financial and technical abilities, including but not limited to, meetings and visits with current customers served by the Proponent.
- The deadline for submission of an Offer of Service is March 19, 2020 @ 2:00 pm EDT.
- Submissions that are received after the closing time will be returned unopened
- The successful Proponent will do everything possible to exceed delivery expectations.
Circumstances may arise in which additional billable work or services may be required by the HSAs that cannot be currently determined for this RFQ. The Proponent will provide in their response their lowest hourly or unit pricing and/or highest discount structure that will be extended to the HSAs if additional work/service outside the scope of this RFQ is approved by the HSAs. This pricing may be used as further consideration by the HSAs during the evaluation of offer stage.
When replying to this RFQ, a Proponent should consider their response as an investment and cornerstone of the potential for additional engagements.
- Notification to Other Proponents of Outcome of Procurement Process
Once the successful Proponent and each HSA execute a contract, the others will be notified in writing of the outcome of the procurement process.
- Debriefing
Proponents may request a debriefing after receipt of a notification of award. All requests must be in writing to the Project Representative and must be made within sixty (60) days of notification of award. The intent of the debriefing information session is to aid the Proponent in presenting a better proposal in subsequent procurement opportunities. Any debriefing provided is not for the purpose of providing an opportunity to challenge the procurement process.
RFQ Terms
By submitting a proposal, the Proponent agrees the following terms and conditions shall apply:
- Successful Proponents – Master Agreement Adoption Agreement
Successful Proponents will be provided with a Master Agreement Adoption Agreement which will be the contract between the individual HSAs and the Proponent, to provide services under the Ministry of Government Services Master Agreement for the provision of Temporary Help Services (THS) OSS #00180682.
- Information Gathering Process
This RFQ is being issued for information gathering purposes only. The HSAs shall not be bound or obligated in any manner as a result of issuing this RFQ to enter into contract negotiations, or to conclude a contract. Without limiting the generality of the foregoing, the HSAs expressly reserve the right, at their sole discretion, (i) to initiate any form of procurement process including without limitation direct negotiations with any Proponent regardless of whether such Proponent responded to this RFQ; or (ii) to elect not to procure the good or service that is the subject of this RFQ.
B. Cost of RFQ Response
All work undertaken by any Proponent in preparation of its Proposal is performed on a speculative basis. The HSAs accept no responsibility for costs of proposal preparation, benchmarking, piloting, interviews, meetings, or other activities related to proposal preparation or any contract negotiations. All proposals submitted will be regarded as the personal property of the HSAs and will not be returned.
C. Use of the HSAs Names or Logos
The Proponent shall not use the HSAs’ names or logos or associated names or logos or make reference to this RFQ in any advertising copy or other promotional materials or messages without prior written consent.
D. Explanation of Information Evaluation/Decision Making
The HSAs are not bound to explain how any proposal was evaluated nor are the HSAs bound to explain any decision they make based upon the subject matter of the proposal.
E. Restriction on HSA Contacts
All contacts, written and oral, concerning this RFQ in any respect, should be made through the Representative named in this RFQ or a member of the Evaluation Team. Discussion of this RFQ with any other parties within the HSAs may result in your organization’s proposal not being considered.
F. Confidentiality of Proponent’s Information
Information provided by a Proponent and all or a portion of the proposal itself, even if identified as being confidential, may be used, reproduced, and disclosed by the HSAs, and on a confidential basis, to third parties retained by the HSAs in connection with the subject matter of this RFQ, including without limitation, for the purposes of evaluating the information.
Information provided by a Proponent is subject to disclosure in accordance with the
Freedom of Information and Protection of Privacy Act, R.S.O. 1990, and c.F.31, as amended. Each Proponent is requested to identify in its proposal any information it wishes the HSAs to keep confidential. Proponents are advised that the information provided by a Proponent and all or a portion of the proposal itself, may be disclosed by the HSAs to third parties where an order by the Information and Privacy Commissioner or a court requires the HSAs to do so.
G. Data Validity
All data and information included in this RFQ have been extracted from sources, which the HSAs consider to be reliable. However, the HSAs make no warranties and accept no responsibility for inaccurate data contained herein.
H. Errors and Omissions
The HSAs shall not be held liable for any errors or omissions in any part of this RFQ. While the HSAs have used considerable effort to ensure an accurate representation of information in this RFQ, the information contained in the RFQ is supplied solely as a guideline for potential companies. This information is not necessarily comprehensive or exhaustive. Nothing in the RFQ is intended to relieve the company from forming their own opinions and conclusions with respect to the matters addressed in the RFQ.
I. Indemnification
The Proponent shall indemnify and hold harmless the HSAs, it’s officers, board members, partners, agents and employees from and against all actions, claims, demands, losses, costs, damages, suits or proceedings whatsoever which may be brought against or made upon the HSAs and against all loss, liability, judgments, claims, suits, demands or expenses which the HSAs may sustain, suffer or be put to resulting from or arising out of the Proponent’s failure to exercise reasonable care, skill or diligence or omissions in the performance or rendering of any work or service required hereunder to be performed or rendered by the company, it’s agents, officials and employees.
J. Conflict of Interest
Proponents that respond to this RFQ must identify any real or perceived situations where a conflict of interest, past, current or future exists. All instances are to be declared in Appendix C.
K. Right to Termination
The HSAs may, in their sole discretion, cancel this RFP or revise the scope of this RFP at any time.
L. Dispute Resolution
In order to address suppliers’ concerns related to any aspect of the procurement process in an ethical, fair, reasonable and timely fashion, the following dispute resolution process will be followed:
- Notice of Dispute received
- Conduct Negotiation (if negotiation is successful, proceed to Step 6 - End of Process; if not successful, both parties must agree to proceed to Step 3 - Mediation)
- Conduct Mediation (if mediation is successful, proceed to Step 6 - End of Process; if not successful, both parties must agree to proceed to Step 4 - Arbitration)
- Conduct Arbitration (if arbitration is successful, proceed to Step 6 - End of Process; if not successful, proceed to Step 5 - Litigation)
- Litigation
- End of Process
Appendix A - General Proponent Information
Please provide concise responses to all of the following questions. Where you do not provide a response, please explain why. Please review all Appendix materials before completing this questionnaire.
Contact Information
Please provide the following information: (Name one person to be the contact for this RFP response and for any clarifications that might be necessary)
Full Organization Legal Name:
Street Address:
City, Province/State:
Postal Code:
Phone Number:
Fax Number:
Organization Website (if one exists):
Organization Ownership
(specify private or public company):
Parent Organization Name (if any):
RFP Contact Person and Title:
E-mail Address for RFP Contact Person:
Occupational Health & Safety
Describe the Health and Safety program for your organization, indicating how you ensure that all Health and Safety standards are met.
References – Current Clients
Please list three references comparable to the HSAs for which you currently provide similar products and services to outlined in this RFQ.
Company Name
Company Address
Contact Name
Title of Contact
Contact Phone Number
Date Work Undertaken
Brief Description of Assignment
Company Name
Company Address
Contact Name
Title of Contact
Contact Phone Number
Date Work Undertaken
Brief Description of Assignment
Company Name
Company Address
Contact Name
Title of Contact
Contact Phone Number
Date Work Undertaken
Brief Description of Assignment
APPENDIX B – Tax Compliance Declaration
The Ontario Government expects all suppliers to pay their provincial taxes on a timely basis. In this regard, Proponents are advised that any contract with the Ontario Government will require a declaration from the successful Proponent that the Proponent's provincial taxes are in good standing.
In order to be considered for a contract award, the Proponent must submit the following tax compliance status statement and the following consent to disclosure:
Declaration
I/WE hereby certify that__________________________ at the time of submitting its proposal,
(Legal Name of Proponent)
is in full compliance with all tax statutes administered by the Ministry of Revenue for Ontario and that, in particular, all returns required to be filed under all provincial tax statutes have been filed and all taxes due and payable under those statutes have been paid or satisfactory arrangements for their payment have been made and maintained.
Consent to Disclosure
I/We consent to the Ministry of Revenue releasing the taxpayer information described in this Declaration to the Ministry issuing the RFQ as necessary for the purpose of verifying that I/we am/are in full compliance with all statutes administered by the Ministry of Revenue.
Dated at this day of 20
An authorized signing officer)
(Print Name)
(Title)
(Phone Number) (Fax Number)