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Township of Southgate
Purchasing & Procurement Policy #5
April 17, 2019
Purpose:
To ensure and maintain the integrity of all purchasing processes, to obtain the best value
for both the short and long-term expenditures of public funds for the Township of
Southgate through acquiring quality and/or lifecycle value through an efficient and
effective procurement process.
Scope:
This policy will outline the guiding principles of public procurement and the approach that
Township of Southgate's departments will take when procuring goods and services.
The Township shall:
1. Encourage competition amongst suppliers by using an open, transparent and fair
process, while at the same time receiving best value and quality;
2. Develop policy to assist and provide direction to Staff, Vendors and Council relating
to the procurement and selection process;
3. Be cognisant of Health & Safety when purchasing goods and services by requiring
specifications and operational recommendations/requirements related to Ergonomics
of equipment being used by our staff related to operations and maintenance best
practices;
4. Be environmentally conscious through the purchase of all goods and services;
5. Strive to ensure ethical purchasing practices are used by all staff of the Township of
Southgate;
6. Where practical, provide accessibility for persons with disabilities when purchasing
goods, services and construction on behalf of the Township; and
7. Endeavour to ensure contracted employees, third party employees, agents, and
others who deal with members of the public on behalf of the Township meet
requirements of Township policies, Ontario regulation 429/07 (Accessibility
Standards for Customer Service Regulation) and Ontario Regulation 191/11
(Integrated Accessibility Standards Regulation) with regard to training.
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Township of Southgate Purchasing Procedures:
This Policy will outline the guiding principles of public procurement and the approach that
the Township of Southgate and its operating departments will take when purchasing goods
and services.
Table of Contents
1.0 Definitions
5
2.0 General
10
2.1
Administration
10
2.2
Questions
10
2.3
Compliance
10
3.0 Authorization
10
3.1
Authority to Award
10
3.2
Authority for Payment
10
3.3
Calls for Bids or Quotations Before and After Approvals Received
11
4.0 Procurement Methods
11
4.1
Informal processes
11
4.1.1
Direct Purchase
11
4.1.2
Request for Quotation (RFQ)
12
4.2
Formal Processes
12
4.2.1
Prequalification of Technical Proposals
12
4.2.2
Request for Tender (RFT)
12
4.2.3
Negotiated Request for Proposals (NRFP)
13
4.2.4
Two-Envelope NRFP
15
4.2.5
Consultant Developed Tendering
15
4.3
Other Processes
15
4.3.1
Blanket Order Contracts
15
4.3.2
Rotational Rosters
16
4.3.3
In House Bidding
17
4.3.4
Unsolicited Proposals
17
4.3.5
Cooperative Purchasing with Municipal Partners
17
4.3.6
Sole and Single Sourcing
17
4.3.7
Selecting or Renewing Vendors of Record
as Service Providers
19
4.3.8
Negotiation or Best and Final Offer Purchasing
19
4.3.9
Procurement for Mission Critical
20
4.3.10 Procurement during Declared Emergencies
21
4.3.11 Non-Competitive Purchasing
21
4.3.12 Request for Expression of Interest
21
4.3.13 Request for Pre-Qualification (RFPQ)
22
4.3.14 Request for Information (RFI)
22
4.3.15 Time & Materials Request for Proposals (TM-RFP) 22
4.3.16 Public Auction Sale Procurement Approval
23
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5.0 Fees
23
6.0 Risk Management
23
6.1
Bid Deposits / Bid Bond Assurance
23
6.2
Security Holdbacks & Maintenance/Warranty Guarantees
25
6.3
Insurance
26
6.4
Bidder's Risk - Limited Damage & Penalties
26
6.5
Exclusion of Bidders in Litigation
27
6.6
Suspension of Bidders Due to Performance
27
6.7
Pecuniary/Conflict of Interest
27
6.8
No Local Preference
28
6.9
Trade Agreements
28
6.10 Dispute Resolution
28
6.11 Tie Bids
29
6.12 Scope and Contract Changes
29
7.0 Standardization
30
7.1
Documents
30
7.2
Bidder Submission Opening Process
30
7.3
Bid Evaluation and Selection Process
31
8.0 Public Notice
32
8.1
Website Notice
32
8.2
Advertising Notice
32
9.0 Contracts
32
9.1
Contractual Agreement
32
9.2
Requirements prior to Commencement of Work
33
9.3
Exercise of Contract Extension
33
9.4
Execution and Custody of Documents
33
9.5
Procurement Records Retention and Access to Information
33
10.0 Reporting
34
10.1 To Council
34
11.0 Materials Management and Inventory Control
34
11.1 Materials Inventory Management
34
11.2 Project Management
34
11.3 Disposal of Surplus Goods & Assets
35
12.0
Purchasing Procedure and Process
35
12.1 Policy Review
35
13.0 Accessibility and Procurement
35
13.1 Our vision
35
13.2 Our Commitment
35
13.3 Compliance to the Township of Southgate Accessibility
Policies and Procedures
35
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Schedule "A" Authority to Award
37
Schedule "B" Bid Irregularities
38
Schedule "C" Goods and Services Exempt from Procurement Procedure
41
Schedule "D" Bid Deposit/Bid Bond, Securities & Holdback Grid
42
Appendix "A" Bids Proposals Received Log
43
Appendix "B" Public Procurement Opening Attendance Register
44
Appendix "C" Public Procurement Opening Results Report
45
Appendix "D" Bid Response - Equipment
46
Appendix "E" Bid Response - Projects
59
Appendix "F" Bid Response - Services
76
Appendix "G" Time & Materials RFP Pricing Submission Template
93
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1.0 Definitions
In this Procedure, unless a contrary intention appears:
a)
"Agreement to Bond" means a letter or other form issued by a bonding agency
licensed to operate by the Government of Canada or the Province of Ontario
advising that, if the bidder is successful, the bonding agency will issue the
required bonds;
b)
"Award" means the acknowledgement of the authority to proceed to commit to
an external vendor(s) for acquisition of goods and services;
c)
"Best Value" means the optimal balance of performance and cost determined in
accordance with a pre-defined evaluation plan. Best Value may include a time
horizon that reflects the overall life cycle of a given asset;
d)
"Bid" means an offer or submission received from a vendor in response to a
procurement process, which may be subject to acceptance or rejection;
e)
"Bid Deposit" means certified cheques, bond surety issued by a surety company
or other form of negotiable instrument to ensure the successful bidder will enter
into a contract;
f)
"Bidder" or "Respondent" means one who submits a response to an invitation to
bid as issued by the Township;
g)
"Blanket Order Contract" means any contract for the supply of routinely
purchased Goods and Services where the exact quantity of Goods and Services
required is determined and purchased on an as needed basis;
h)
"CAO" means the Chief Administrative Officer of the Corporation of Township of
Southgate;
i)
"Certificate of Clearance" from the Workplace Safety and Insurance Board (WSIB)
means a certificate issued by an authorized official of the WSIB certifying that the
Board waives its rights under subsection 9(3) of the Workers' Compensation Act,
R.S.O. 1990, Chapter W.11 as amended;
j)
"Certificate of Insurance" means a certificate from a reputable insurance
company licensed to do business in Ontario providing proof of insurance from the
awarded bidder inclusive of the stipulated requirements within the procurement
document.
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k)
"Competitive Bidding Process" means a procurement method where three or
more vendors are given an equal opportunity to submit bids in accordance with
Township policy and procedures;
l)
"Conflict of Interest" in respect of any matter dealt with in this Procedure
includes a situation where a personal or business interest of a councillor, officer
or employee of the Township is in conflict, or is perceived to be in conflict, with
the best interests of the taxpayers of Township of Southgate, and includes a
direct or indirect pecuniary interest of any councillor, officer or employee of the
Township, or their spouse, parent or child in any bid, or any corporation related
to the bidder;
m)
"Contract" means a written agreement between the Township and another party
for the purchase of goods, services, or construction pursuant to this Policy and
the bidder response process;
n)
"Contractor" means an individual, business, organization, corporation or director
or owner thereof who may supply goods, services or construction to the
Township;
o)
"Council" means the municipal Council for the Township of Southgate;
p)
"Delegated Authority" means the Council-approved legal right to conduct the
tasks outlined in this Procedure;
q)
"Department Manager" means the head of a department within the Township of
Southgate who is responsible for the procurement processes of their respective
division, or their designate;
r)
"Execute" in relation to any document developed pursuant to this Procedure
means to sign by the authorized officers of the parties, and "Executed" has a
corresponding meaning;
s)
"Goods and Services" includes supplies, materials and equipment of every kind
required to carry out the operations of a department and/or division;
t)
"In House Bid" means a bid from an internal staff-working group, comprised of
one or more persons, which competes with external entities for procurement
opportunities;
u)
"Informal Quotation" means a request for prices on specific goods and/or services
obtained informally from selected sources, which may or may not be submitted
verbally, in writing, electronically or transmitted by facsimile;
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v)
"Insurance Documents" means certified documents issued by an insurance
company licensed to operate by the Government of Canada or the Province of
Ontario certifying that the bidder is insured in accordance with the Township's
insurance requirements as specified in the bid documents;
w)
"Irregularities Contained in Bids" is defined in Appendix "C" and includes the
appropriate response to those irregularities;
x)
"Irrevocable Letter of Credit" means an irrevocable letter on the financial
institution's standard form addressed to the Township as payee, and providing
that the financial institution as pay or will pay to the Township as payee, on
demand, the sum specified in the form in the event of a failure to perform or
fulfill all the covenants, undertakings, terms, conditions and agreements
contained in a contract;
y)
"Labour and Material Bond" means a bond issued by a surety company licensed
to operate in the Province of Ontario to ensure that the contractor will pay his or
her direct Subcontractors and/or Suppliers for labour and materials to protect the
Corporation against liability to the contractor's direct Subcontractor and Suppliers
should the Contractor not make proper payments;
z)
"Maintenance Bond" means a bond issued by a surety company licensed to
operate in the Province of Ontario to guarantee against any possible defects (on
contractor work) after the completion of a contract for a specified period of time.
aa) "Manager" means the head of a department within the Township of Southgate
who is responsible for the procurement processes of their respective division, or
their designate;
bb) "Negotiated Request for Proposals (NRFP)" means a process where a need is
identified, but the method by which it will be achieved is unknown at the outset.
This process allows vendors to propose solutions or methods to arrive at the
desired result and allows the Township to negotiate a vendor(s) to achieve a
solution with each proposal is evaluated based on defined criteria;
cc)
"Performance Bond" means a bond issued by a surety company licensed to
operate in the Province of Ontario to guarantee that the contractor will carry out
the work in accordance with the terms of the contract;
dd) "Prequalification" means a solicitation for details on vendors' backgrounds,
capabilities and resources, and the goods or services they are offering to pre-
select vendors to be invited to submit bids on a subsequent competition;
ee) "Price Per Point Methodology" means, in a subsequent stage of evaluation of the
RFP process, the price of each applicable proposal is divided by the number of
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respective technical points received, to calculate the price per point of the
proposal.
ff)
"Professional Service Supplier" means a supplier of services requiring professional
skills for a defined service requirement including firms or individuals having
specialized competence in engineering, environmental, legal, planning or other
disciplines.
gg) "Public Auction" means a sale of equipment or property through an auction sale
method with a live auctioneer or through an internet bidding methods.
hh) "Purchase Order Letter" means the purchasing authorization in the form of a
letter or email used to formalize a purchasing transaction with a vendor;
ii)
"Request for Expression of Interest (REOI)" is a focused market research tool
used to determine vendor interest in a proposed procurement. It may be issued
simultaneously with a Request for Qualifications when the proposed procurement
is well defined and the purchaser has clear expectations for the procurement;
jj)
"Request for Information (RFI)" is used prior to issuing a call for bids as a general
market research tool to determine what products and services are available,
scope out business requirements, and/or estimate project costs;
kk) "Request for Proposal (RFP)" means a process where a need is identified, but the
method by which it will be achieved is unknown at the outset. This process allows
vendors to propose solutions or methods to arrive at the desired result and each
proposal is evaluated based on defined criteria;
ll)
"Request for Qualification" is a procurement process used to prequalify vendors
for subsequent participation in an invitational bidding opportunity, rotational
roster or other prescribed method as may be appropriate;
mm) "Request for Quotation (RFQ)" means a competitive procurement process for
obtaining bids based on precisely defined requirements for which a clear or single
solution exists, and in accordance with Schedule "A";
nn) "Request for Tender (RFT)" means a competitive procurement process for
obtaining bids based on precisely defined requirements for which a clear or single
solution exists, and in accordance with Schedule "A";
oo) "Respondent" or "Bidder" means one who submits a response to an invitation to
bid as issued by the Township;
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pp) "Rotational Roster" means a list of pre-qualified Professional Service Suppliers or
contractors, categorized by field of expertise or equipment quotations provided
as recommended by staff and adopted by Council, which is utilized to select a
vendor(s) to provide services to the Township based on a pre-disclosed list of
services, for a specified time period of usually one year and no longer than three
years, whereby the Department Manager proceeds based on pricing with the first
vendor on the list for availability, then the second vendor on the list and
progresses through the list until ;
qq) "Management Team" is the group of staff consisting of the Clerk, Treasurer,
Public Works Manager, Facilities Manager, Fire Chief, CBO, EDO, Librarian CEO
and the C.A.O. of the Township of Southgate;
rr)
"Sealed Bid" means a formal sealed response received in response to a request
for bids;
ss)
"Single Source" means more than one source is available but for reasons of
function or service, one supplier is recommended for consideration of the
particular goods or services;
tt)
"Sole Source" means when there is only one available supplier of the required
goods or services;
uu) "Supplier" means any individual or organization providing goods or services to
Township of Southgate including but not limited to contractors, consultants,
respondents, vendors, service organizations etc.;
vv) "Township" means The Corporation of the Township of Southgate;
ww) "Two-envelope approach" means a process in which a bid is submitted into two
sealed envelopes. The technical and qualitative information is submitted in the
first envelope and the price information is provided in the second envelope. The
second envelope is only opened if the first envelope shows the bidder to be
qualified, compliant and meeting the minimum evaluation rating if so established;
xx) "Unsolicited Proposal" means submission from any source whereby a User
Division believes that the proposal may be of benefit to the Township and the
information has not been submitted in response to a bid call.
yy) "User Department" means the department within the Township of Southgate that
requires the goods, services or construction and for which the Manager or
designate is the contact for the purpose of the procurement process;
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zz)
"Vendor" means an individual, business, organization, corporation or director or
owner thereof who may supply goods, services or construction to the Township;
aaa) "Vendor/Consultant of Record" means a Vendor or consultant that has been
acknowledged historically for an extended period of time (beyond a calendar
year) and continues to provide services to the Township because of their
expertise, historical knowledge provided in an advisory role, confidence of the
services and quality of services as a supplier of goods and/or service history of
technical files/records maintained on behalf of the Township that were awarded
supplier status by Southgate or by one of the former amalgamated
municipalities.
2.0 General
2.1 Administration
The CAO and Treasurer will administer this Policy.
2.2 Questions
Any question involving the meaning or application of this Policy is to be submitted to the
Treasurer, who will resolve the question in consultation with the CAO, if needed.
2.3 Compliance
The following is a list of compliance issues that the Township must follow in relation to
procurement and purchasing processes:
a) No purchase shall be divided to avoid any requirements of this Policy. This does not
preclude splitting of work within a project with different tasks or scope of work or
objectives;
b) Departments shall initiate purchases only for unique departmental requirements to
ensure that purchases are not duplicated in other departments; and
c) To take advantage of corporate purchasing power. When staff has decided that
corporate purchasing power is a factor and the goods or services involve more than
one department, the Treasurer may issue the bid document on behalf of all relevant
departments.
3.0 Authorization
3.1 Authority to Award
Schedule "A", attached to and forming part of this Procedure, outlines the approval
authority for awarding of Contracts for the procurement of goods, services and
construction on behalf of the Township.
3.2 Authority for Payment
Southgate Council is the ultimate authority for all expenditures. Council provides the
authority to initiate procurement processes for goods and services through the
authorization of annual budgets, resolution or by-law. Authorization limits for payment are
outlined on Schedule "A", attached to and forming part of this Procedure.
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3.3 Calls for Bids or Quotations Before and After Approvals Received
Following the adoption of the current annual operating and capital budgets, and when
required, the receipt of any necessary approvals from other federal, provincial or municipal
agencies, staff is authorized to use the appropriate procurement method for municipal
goods and services.
Notwithstanding section 3.3, staff may use the appropriate procurement method for
municipal construction projects and the acquisition of goods prior to the adoption of the
capital budget by Council and before the receipt of necessary approvals from other federal,
provincial or municipal agencies provided the procurement documents specifically state
that the Award of purchase or contract is subject to receipt of such approvals. Staff is
authorized to use the appropriate procurement methods to procure up to 50% of the gross
expenditures contained in the first year of the current 5 year capital forecast.
4.0 Procurement Methods
The purchase of all goods and services, save and except those outlined in Schedule "D" to
this Policy shall be undertaken utilizing one of the following methods of procurement, using
standardized documents.
Notwithstanding the provisions of this Policy, every bid document issued by the Township
shall contain a provision that the Township shall have the right to:
a) Reject the lowest or any bid at its absolute discretion; and
b) Reserve the right to reissue the bid document in its original form.
4.1 Informal Procurement Processes
Informal processes will be completed by the user department and shall include direct
purchase or informal quotations. It will also include the Request for Quote process where
CAO and/or Treasurer will assist in the document creation with the user department.
4.1.1 Direct Purchase:
Direct purchase, as described below, may be used when:
a) The dollar value of the item is equal to or less than $5,000;
b) The item is not covered under a Blanket Order Contract; or
c) The item is not available from the Township's existing inventory.
Staff is authorized to use a direct purchase method for making small order purchases from
such vendors and upon such terms and conditions as their Manager deems appropriate.
Direct purchase should be made using one of the following methods and in accordance with
the policies associated with each:
a) Purchase Order authorization letter or email, if required;
b) A pre-arranged method whereby the Supplier has agreed to invoice the
Township; or
c) A corporate credit card; or
d) Petty cash purchase.
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4.1.2 Request for Quotation (RFQ)
RFQ procedures will be used when:
a) The cost of the item is $5,000 or greater, but not more than $50,000;
b) The ability exists to detail what is being purchased;
c) Best Value for the Township can be achieved by an Award selection made on the
basis of the lowest compliant bid that meets specifications; and
d) It is the User department's responsibility to prepare the specification and create
the Request for Quote. The User department will review the document prior to
issuance with the CAO.
The RFQ method allows potential bidders to be invited to participate in the quotation
process. The User Division is required to invite a minimum of three (3) bidders.
A fair and competitive process is undertaken whereby a minimum of 3 quotes (fax, mail, or
e-mail) are sought where possible using fair and ethical purchasing practices, and the
lowest compliant bid is awarded the Contract. The successful bids must be kept on file for a
minimum of 6 years for auditing purposes and 1 year for unsuccessful proposals. Although
a minimum of 3 quotes is sought, an open process without a minimum number of bids will
be more competitive, and is encouraged. A summary of bids will be prepared and awarded
to the lowest acceptable bidder subject to signed approval, as per Schedule "A". This
summary will be kept with the Finance Department. Any irregularities resulting in rejection
of a bid shall be documented and kept in the procurement file for that specific transaction.
4.2 Formal Procurement Processes
Formal processes will be issued by the department manager in consultation with the CAO
and Council approval, and issue a request for tender or request for proposal document.
4.2.1 Prequalification of Technical Proposals
The prequalification process is an optional first step that can be used prior to the release of
a Two Envelope NRFP procurement process. The prequalification option is the first step when
there are a variety of private sector technology or implementation solutions available. The
prequalification process allows suppliers to introduce ideas and make recommendations, as
well as the Township to research, gain knowledge, understand the system approach,
determine best approaches, find possible solutions and value for specific project requirement
before creating a defined technical specification for a Procurement process.
Prequalification of proposals may be used if, in the opinion of the Township, there is a desire
to explore and prequalify bidders, to seek technical options, enhancement and designs to
complete a project. This step is an option used to draw out contractor recommendations and
to add value through reduced construction, implementation or maintenance costs, life cycle
improvements, improved service capacity, etc., that would allow Southgate to consider ideas
from these prequalifying of technical proposals. The prequalifying technical proposals
submitted are evaluated for responsiveness, creativity and recommendations to the
solicitation documents. A clarification and discussions meeting is held with all responsive
bidders, and minutes of this meeting are prepared and distributed to all responsive bidders.
The results of this meeting are used to finalize the technical specifications and the scope of
work.
Page 13
This initial optional for Responsive bidders to the prequalification process are then invited to
submit proposals for the procurement process to select a service provider based on the
amended technical specifications and scope of work that will have more detailed information
as a result of the prequalification process.
4.2.2 Request for Tender (RFT):
RFT or Tender purchasing process should be used where rigid procurement guidelines are
clearly defined in detail and has little flexibility to alter the type of product or service
received. Careful consideration, management discussions and justification should be
undertaken by staff prior to using a RFT as a purchasing method. If an RFT is used it must
fit the following criteria:
a) The cost of the item is greater than $50,000.00;
b) The ability exists to detail what is being purchased; and
c) Best Value for the Township can be achieved by an award selection made on the
basis of the lowest compliant bid that meets minimum specifications.
The Department is responsible to provide detailed specifications and RFT bid documents to
the Council, CAO and Treasurer for approval. The Department Manager shall incorporate
the specification section, administer the Request for Tender and coordinate the tendering
process.
All RFTs shall be advertised in accordance with Section 6.0 of this Policy.
4.2.3 Request for Proposal (RFP) and Negotiated Request for Proposal (NRFP):
RFP procedures shall be used when:
a) The solution to the requirement cannot be accurately specified;
b) Innovative solutions are required;
c) To achieve Best Value, the Award selection will be made based on a fully
disclosed evaluation method involving a combination of mandatory and desirable
requirements. See Section 4.3.8 for more detail on NRFP negotiations
parameters.
The NRFP method of purchase is a competitive method of purchase that may result in
further negotiation with the short-listed and/or successful bidder prior to contract being
finalized
Terms of Reference for RFPs that will have a long-term or large scale, community wide
impact, or where community input may be sought (i.e. studies, master plans or other
projects leading to Procedure development) will be reported to the appropriate standing
committee and approved by County Council prior to being issued.
The department shall provide the Terms of Reference section of the RFP and incorporate it
into the approved Request for Proposal process.
All RFPs shall disclose the evaluation criteria that will be used to make an Award. Weighted
value of the criteria is often disclosed in the Bid documents. In all situations where the
Page 14
weighted value of the criteria is not disclosed in the Bid documents, the weighted value
shall be determined by the Department with input from CAO prior to the RFP being issued.
The Department Manager and/or the CAO shall maintain a list of suggested evaluation
criteria for assistance in formulating an evaluation scheme using an RFP. This may include,
but is not limited to, factors such as qualifications and experience, strategy, approach,
methodology, scheduling, past performance, facilities, equipment, and pricing. Weighting
of the criteria will be the responsibility of the Department Manager, with input from the
CAO and Treasurer where required.
The Department Manager may identify appropriate criteria from the list maintained by the
CAO for use in an RFP, but are not limited to criteria from the list. Cost will always be
included as a factor, as Best Value includes both quality and cost.
The weighting of the Cost section of the evaluative criteria should not exceed 30%, but
there may be cases where it will be recommended to be higher than 30%.
All RFPs shall be advertised in accordance with Section 6.0 of this Policy.
A Two-Envelope Approach should be considered for RFPs. Purchasing will initiate discussion
with user group to decide appropriate approach. A Price per Point Methodology should be
used to evaluate RFP submissions.
All RFPs will be received by the Treasury Department, in a Sealed Bid format and placed in
a secure location until the time of opening.
Public openings are not required with the RFP process. When a public opening is deemed
necessary, only the name of the bidders submitting responses to the RFP will be read.
Details of the proposals or any financial information will not be publicly disclosed at the
opening.
An Evaluation Committee, composed of a minimum of two Township staff members, and
where applicable one consultant who is overseeing the project, shall review all proposals
against the established criteria and reach consensus on the final rating results. One
member of Treasury staff will facilitate the scoring process of the submissions. Supporting
documents will be forwarded to purchasing and kept in the respective procurement file.
The Department Manager or CAO shall submit a comprehensive report to Council which will
contain a recommendation for award to the bidder meeting all mandatory requirements
and providing Best Value as stipulated in the RFP.
Public reporting will not include summaries of bids, as this information will remain
confidential. Any public disclosure of information shall be made by the Clerk in accordance
with the provisions of the Municipal Freedom of Information and Protection of Privacy Act,
R.S.O. 1990.
Unsuccessful proponents may, upon their request to the Department Manager, meet with
staff to review their bid submission. Discussions relating to any other bid submissions other
than that of the proponent present, will be strictly prohibited.
Page 15
4.2.4 Two Envelope NRFP
The Two Envelope NRFP procurement is a process where technical and financial proposals
are submitted simultaneously. A key feature of this procurement method is that the
submission of proposals takes place in two stages. Another feature of the Two Envelope
process is the bidders can assist in defining the technical requirement and the scope of work.
The Two Envelope NRFP procurement process is best used for the procurement of goods,
services and construction works where there is flexibility and interest in accepting concepts
and designs to complete a process. The following are the steps in the process:
a) The responding bidders submit technical and financial proposals as requested at the
same time.
b) The technical proposals are evaluated first, and the financial proposals remain sealed
and secured for a public opening.
c) Firms achieving the minimum technical qualifying mark or greater, as stated in the
call for proposals, are then invited by notice to attend the public opening of their
financial proposals.
d) Financial proposals are then evaluated, and the firm achieving the highest score on
the combined technical and financial proposals evaluation is invited to contract
negotiations.
e) If negotiations fail, the next highest ranked firm is called for contract negotiations.
4.2.5 Consultant Developed Tendering
Consultant Developed Tendering is used for larger projects that are very technical in nature
and require engineered design, technical inspection and contract management of the
project. It is often referred to as Engineering, Procurement, and Construction Management,
and is a specialized form of tendering and contracting arrangement. In this arrangement,
the Township selects a consultant service provider who provides the engineer and contract
management services for the whole project on behalf of the municipality. The consultant
coordinates all design, creation of tender documents, oversees the procurement process,
provides contractor recommendation, site inspection, manages construction site meetings,
financial project management of progress payment certificates and hold backs to ensure
the project is completed as required by the tender documents. The consultant does not
undertake actual site work for the construction project. Some Consultant Developed
tenders will require a document fee because of and based on the size of the document and
to ensure those taking out these large documents are serious about responding to the call
for bidder responses.
4.3 Other Procurement Processes
4.3.1 Blanket Order Contracts
Blanket Order Contracts occur as a result of a previous competitive bid, which establishes
the successful bidder as the preferred source for a product, over a specified term.
A Blanket Order Contract may be used where:
a) One or more divisions repetitively order the same goods or services and the actual
demand is not known in advance;
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b) A need is anticipated for a range of goods and services for a specific purpose, but
the actual demand is not known at the outset, and delivery is to be made when a
requirement arises;
c) It is beneficial for the municipality to enter into a multi-year contract for goods or
services to provide efficiencies or economies of scale; and
d) To establish prices and select sources, Managers shall employ a procurement
method contained in this Procedure for the acquisition of goods and services.
The User Department shall maintain each contract in accordance with its terms and
conditions and this Policy. Blanket Order Contracts should, when applicable, define source
and price with the selected supplier(s) for all frequently used goods or services.
More than one supplier may be selected where it is in the best interest of the Township and
the Bid solicitation allows for more than one.
Purchasing action initiated by a division for frequently used goods or services shall be
made with the supplier(s) listed in the Blanket Order Contract.
In the bid documents, the expected quantity of the specified goods or services to be
purchased over the time period of the agreement will be as accurate an estimate as
practical and be based, to the extent possible, on previous usage adjusted for any known
factors that may change usage.
The term of a Blanket Order Contract will be determined in conjunction with the User
Division. A Blanket Order Contract will not extend past five years (plus one additional year
extension if specified in the contract) without the bid solicitation process being conducted.
4.3.2 Rotational Rosters
A Rotational Roster is the result of a competitive bidding process, which prequalifies
vendors to be placed on a list where they will be provided an equal opportunity to perform
work for the Township as it becomes available.
Rotational rosters can only be utilized where budget is predetermined for either
maintenance or capital projects. Once vendors have been selected through the
prequalification and evaluation processes, they are placed on a roster based on an
undisclosed score. The number of vendors placed on a rotational roster should reasonably
reflect the requirement over a period of three years.
Only those vendors placed on the roster will have the opportunity to perform work.
Rotational Rosters may only be used to obtain Service Suppliers. When services are
required the appropriate roster is utilized to select the service provider. Subsequent service
requirements will follow the same process allowing the next vendor on the list the
opportunity to perform work for the Township. If a vendor declines a specific project, that
vendor moves to the bottom of the roster as if the vendor had accepted the project.
The User Department in accordance with the goals and objectives of this Policy shall
maintain Rotational Rosters.
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A Rotational Roster will be valid for a period no longer than three years from the date it
was established, at which time the competitive bidding process will be conducted to re-
establish the roster. Purchases awarded to a vendor on a rotational roster shall not exceed
$25,000 per project.
4.3.3 In House Bidding
The Township will not consider In House Bids for goods and services that compete with the
private sector during any procurement process.
4.3.4 Unsolicited Proposals
Unsolicited bids received by the Township shall be reviewed by the respective Department
Manager and the Treasurer. Approval authority shall be in compliance with Schedule "A".
Unsolicited proposals must be in writing, detailing information on a product or service that
may provide the Township with significant value and/or savings. Unsolicited proposals may
be accepted and a contract entered into for a maximum of one year, without a competitive
bid process, providing the total annual expenditure is less than $5,000.
4.3.5 Cooperative Purchasing with Municipal Partners
The Township supports membership in organizations that supports any other cooperative
initiatives such as LAS and those that the County of Grey Purchasing deems as beneficial to
the County and the lower tier municipalities. The Department Manager has the authority to
participate with other units of government (such as Vendors of Record provided by the
Ministry of Government Services or legislated cooperatives) in their initiatives for
cooperative purchasing and bulk buying of goods and services. The policies of the public
authorities calling the Cooperative Bid solicitation are to be the accepted Procedure for that
particular purchase unless additional terms specific to the Township are negotiated with the
successful bidder. Approval authority shall be in compliance with Schedule "A".
4.3.6 Sole and Single Sourcing
Sole Sourcing is a method of procurement whereby a purchase is confirmed with the
supplier or contract awarded without a competitive bidding process due to the fact that the
supplier is the only source of supply for the required goods or services. Sole Sourcing will
be permitted if one or more of the following circumstances apply:
a) One supplier/contractor possessing the unique ability or capability to meet the
requirements of the Corporation due to a patent, sales/distributor agreement or
copyright;
b) Service is obtained from a public utility;
c) The supply relates to necessary unique replacement parts from an exclusive source
of supply;
d) The supply relates to the purchase of parts that must be compatible with goods
previously supplied, and there are no reasonable alternatives to the products;
e) To maintain warranty or service agreement compliance for purchased products; and
f) When the required item is covered by an exclusive right such as a patent, copyright
or exclusive license.
Single Sourcing is a method of procurement whereby there is more than one vendor able
to supply and the order is confirmed or contract awarded without a competitive bidding
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process. Single Sourcing will be permitted if one or more of the following circumstances
apply:
a) Disclosure of information in an open contract competition would breach some duty of
confidentiality or compromise security;
b) The compatibility of a Purchase with existing equipment, product standards, facilities
or service is a paramount consideration;
c) There is an absence of competition for technical reasons and the Goods and/or
Services can only be supplied by a particular Supplier;
d) An unforeseeable situation of urgency exists and the Goods and/or Services cannot
be obtained in time by means of open procurement procedures;
e) The Corporation has a rental contract with a purchase option and such purchase
option is beneficial to the Corporation;
f) For matters involving security, police matters or confidential issues, in which case a
purchase may be made in a manner that protects the confidentiality of the Supplier
or the Corporation;
g) There are no bids in response to a Bid Solicitation;
h) A roster for Professional Services has been developed in accordance with the
Purchasing By-law;
i) When competitive procurement may be found to be impractical
j) Where a good is purchased for testing or trial use and there is a clearly established
deadline for the testing or trial period that does not exceed 12 months;
k) Where construction materials are to be purchased and it can be demonstrated that
transportation costs or technical considerations impose geographic limits on the
available supply base, specifically in the case of sand, stone, gravel, asphalt,
compound and pre-mixed concrete for use in the construction or repair of roads
(Broader Public Sector Guidelines - section 10.3.4.2.1 Single Sourcing); and
l) When an urgent procurement is necessary for fulfilling a statutory order issued by a
federal or provincial authority (i.e. compliance order).
The use of Sole and Single Sourcing with a particular vendor exceeding $5,000 must be
reported to Council. Any single or sole sourcing with an amount between $5,000 and
$50,000 must be reported to Finance Department and CAO by applicable Department
Manager if in budget. In order for a division to sole or single source for goods or services
exceeding $50,000, a staff report must be presented with finance input and approved by
Council, outlining the rationale. Input must be sought from the CAO and Treasurer to
ensure the purchasing principles in this Procedure are taken into consideration and risk to
the Township is minimized. Approval authority shall be in compliance with Schedule "A".
4.3.7 Selecting or Renewing Vendors of Record as Service Providers
These types of suppliers are Professional Consultative Services, categorized by fields of
expertise, required credentials for the service and certifications that are maintained as a
requirement by the municipality for engineering, financial, human resources, information
technology (IT) and legal types of services. These types of services would be selected
through a process or retained as a result of historic performance that would be
recommended by staff and adopted by Township Council.
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A Vendor of Record is selected to provide a specific scope of services, based on their
professional field and experience to the Township. To select a new Vendor of Record, a
Request for Proposal process would be used to determine the successful consultant service
provider for a period of up to 3 to 5 years. Staff may, with a staff report recommendation
to Council, request an extension of Service of a Vendor of Record for up to 3 to 5 years
with updated pricing and rates quotation for services. The selection criteria would be based
on the proposal pricing, organizational expertise, staff complement to deliver the services
required, specializations related the specific services required, sub-contracted services,
references and past experience of the Township of Southgate if applicable.
a) History of technical files and records maintained;
b) Knowledge base they could provide to the Township;
c) Consistency of the support provided in an advisory role; and
d) Confidence in the services provided to the Township based on past experience.
A Vendor of Record shall annually provide 60 days prior to the start of a calendar year a
quotation of their hourly rates for each service or specialized service provider partner
working for them, to the Township. When requested, each Vendor of Record shall provide a
quotation for each new project or open file, to include an itemized description of the scope
of work, project requirements, with milestone and project completion timelines for projects
or files with a budgeted cost of over $10,000.00. If the project or scoped work quotation
cost is over $10,000.00 and less than $50,000.00 annually, it may be approved through
the annual Township capital and operating budget approval process. If the cost is greater
than $50,000.00 a formal proposal from the service provider would need Council approval.
4.3.8 Negotiation or Best and Final Offer Purchasing
Negotiation may only be used under the following circumstances:
a) Those outlined in sole and single sourcing;
b) As a result of an NRFP and RFQ processes, if required;
c) With respect to RFTs, the Township may enter into negotiations with the lowest
compliant bidder if the price bid is over the budgeted amount for the project. Should
the Township be unable to reach an agreement with the lowest compliant bidder, the
Township reserves the right to enter into negotiations with the next lowest compliant
bidder, to cancel the bid opportunity or to present a report to Council as per Section
9.00 - whichever is deemed to be in the best interest of the Township;
d) There is only one source of supply;
e) A particular vendor is being recommended because they have provided a proposal
with more cost-effective or beneficial options or services; and
f) All bids received failed to meet the specifications and/or tender terms and conditions
and it is impractical to recall tenders or formal quotes.
It is the responsibility of the Department Manager, Treasurer and CAO to ensure that all
competitive bidding options have been considered prior to the negotiation method being
utilized.
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The following conditions must be inserted as conditions in every RFT, RFQ and NRFP
document released by the Township for acceptance by the bid respondents in the selection
process terms section:
Notwithstanding any other provisions of this procurement process, the Township's CAO
and the Department Manager may enter into negotiations with the flexibility to consider
vendor proposals with one or more bidders for the supply of goods or services when any of
the following conditions exist:
a) Due to market conditions goods or services are in short supply;
b) There is only one source of the subject goods or services;
c) Two or more identical acceptable low bids have been received;
d) Efforts at breaking identical bids have previously been unsuccessful and the same
goods or services are required again;
e) All compliant bids exceed the amount budgeted for the goods or services;
f) The Township is unable to reach an agreement with the selected bidder, and further
reserves the right to enter into negotiations with the next selected bidder;
g) All bids received are not compliant;
h) The extension or reinstatement of an existing contract would be more cost effective
or beneficial to the Township;
i) A particular vendor is being recommended because they have provided a proposal
with more cost effective or beneficial options or services;
j) When it is necessary to ensure compatibility with existing products or to avoid
violating warranty and/or guarantee requirements when service is provided; or
k) When authorized by Council.
4.3.9 Procurement for Mission Critical Operations
Notwithstanding the provisions of this policy, a mission critical purchase shall be made,
when an event occurs that is determined by the CAO in consultation with the Treasurer and
the Department Manager to be a threat to any of the following:
a) An imminent or actual danger to the life, health or safety of an official or an
employee while acting on the Township's behalf;
b) An imminent or actual danger of injury to or destruction of real or personal property
belonging to the Township;
c) The welfare of persons or of public property;
d) The security of the Corporation's interests and the occurrence requires the
immediate delivery of goods or services and time does not permit for competitive
Call for Bids;
e) An unexpected interruption of an essential public service;
f) A spill of a pollutant as contemplated by Part X of the Environmental Protection Act,
R.S.O. 1990, Chapter E.19;
g) Mandate of a non-compliance order;
h) Where, in the opinion of the CAO, the Treasurer and the appropriate Department
Manager, a mission critical has occurred;
i) Non-competitive procurement or negotiation methods may be utilized;
j) A purchase or contract in excess of the preauthorized expenditure limit may be
issued; and
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k) Any purchase or contract issued under such conditions together with a source of
financing shall be justified and reported by the Department Manager or CAO to the
next Council meeting following the date of the requisition.
4.3.10 Procurement during Declared Emergencies
Notwithstanding the provisions of this Policy, an emergency purchase shall be made, when
an event occurs that is determined by the Emergency Management Team to be a Public
Emergency and community threat. The activation of the Township's Emergency
Management Plan as defined by the Emergency Management Act, R.S.O. 1990, Chapter
E.9 will have been activated and may use or follow these procurement options and
reporting processes:
a) Non-competitive procurement or negotiation methods may be utilized;
b) A purchase or contract in excess of the preauthorized expenditure limit may be
issued; and
c) Any purchase or contract issued under such emergency conditions shall be justified
and reported by the Department Manager or CAO to the Emergency Management
Team at the next available Control Group meeting following the requisition; and
d) The Treasurer or a designate will record and track all emergency procurements for
reporting and payment purposes.
4.3.11 Non-Competitive Purchases
Under the direction and control of Purchasing, the requirement for competitive bid
solicitation for goods and services may be waived under the authority of this Policy and
replaced with negotiations as it relates to the circumstances within section titled "Single
and Sole Sourcing".
4.3.12 Request for Expression of Interest (RFEI)
Requests for Expression of Interest may be issued to obtain information on the availability
and interest of suppliers of any goods or services. Requests for Expression of Interest may
or may not result in the development of a list of available suppliers.
Requests for Expression of Interest are used to assess Supplier capabilities, or to conduct
market research, without the intention of evaluating the responses or awarding a contract.
An RFEI may not be used to pre-qualify a potential Supplier and must not influence their
chances of being a Successful Bidder on any subsequent purchasing opportunity. The
information received may be used for the purposes of developing future documents for a
subsequent competitive process.
4.3.13 Request for Pre-Qualification (RFPQ)
RFPQ may be issued to prequalify vendors for various projects or purchases. The purpose
of a RFPQ is to determine whether the qualifications of a bidder, as required by the
Township, are at a level that will allow participation in a subsequent bidding opportunity
that takes place as a direct result of the Request for Pre-Qualification.
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An RFPQ may be issued to pre-qualify Vendors for various projects or purchases. The
purpose of an RFPQ is to determine whether the qualifications of a Bidder, as required by
the Township, are acceptable in order to allow participation in a subsequent bidding
opportunity that takes place as a direct result of the Request for Pre-qualification.
A Vendor may be pre-qualified by providing an acceptable response to a Request for Pre-
Qualification or a Request for Roster Candidates (RFRC). Selection of pre-qualified vendors
will be based on fully disclosed evaluation criteria, which may include: experience from
similar work; verification of applicable licenses and certificates; financial capability and
others.
As a result of pre-qualification, the Township will only allow those pre-qualified Vendors to
participate in the bidding process for the scope of work and/or services as specified in the
RFPQ or RFRC document.
Pre-qualification may be done on a project specific basis; for a group of projects that are
similar in scope for which the same category of Supplier would be utilized; or for Roster
development.
4.3.14 Request for Information (RFI)
RFI may be issued by the Township in conjunction with Purchasing to provide staff with an
understanding of potential solutions/needs.
An RFI may be issued in advance of a formal bid process to assist in the development of a
more definitive set of terms and conditions, scope of work/service and the selection of
qualified Vendors. RFI may or may not lead to a formal bid process.
4.3.15 Time & Material Request for Proposals (TM-RFP)
TM-RFP may be issued by the Township as a procurement option with other Purchasing
tools, with a justification report and Council approval. TM-RFP is an option to provide staff
with potential solutions for building upgrades and/or design builds, to achieve project cost
savings by the Township accepting the unknown risks that contractors normally assume
and build into their bid pricing. The contractors bid their labour rates, commit to material
pricing rates and quote percentage fee charges on subcontractors and materials to cover
project management to cover overhead and profits factors.
When using the TM-RFP the selection process needs to be weighted with greater
importance on contractor references, quality of work, approach to the project,
prequalification analysis through interviews to assess the contractors history related to
project completion commitments and trust during previous work, subcontractors
information, project timelines, project management, larger equipment pricing, etc. and less
weight on the project bid pricing. Refer to Appendix "G" for sample TM-RFP Pricing
Submission form, that can be included as an option in a Project RFP for a pricing response.
4.3.16 Public Auction Sale Procurement Approval
The Township may select an auction sale as a procurement method when purchasing
equipment or property. The level of approval required for Public Auction purchasing will
follow the Authority to Award guidance in Schedule A as the financial threshold in dollars.
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Where Council approval is required the Department Head will provide a staff report to
Council providing a needs justification and the ability to fund the cost of the item from
reserves and/or DC funds. Staff will also create a report for the same Council meeting in a
closed session to provide information about an upside bid price recommendation the
Township is willing to pay. In a report to Council, staff shall provide a funding plan to
support the auction item purchase. Staff shall receive direction from Council on the
maximum bid price only as a closed session discussion, subject to the equipment or
property being in the approved annual operating budget estimates or the 10 year capital
projections or by amending the current years budget.
5.0 Fees
The Township may charge a nominal fee for bid documents that require extensive charting,
printing or plotter use etc. This fee will be in accordance with Township's Fees and Charges
By-law and when referenced in the bid documents. Refer to Section 4.2.5 related to
Consultant Developed Tendering which in some cases charge a document fee based on the
size of the document and to ensure those taking out these large documents are serious
about responding to the call for bidder responses.
6.0 Risk Management
6.1 Bid Deposits/Bid Bond Assurance
The CAO and Treasurer, in consultation with the User Department, will determine whether
a Bid Deposit will be part of the bid submission requirements. The amount of the Bid
Deposit, if required, will be reflective of the project budget while offering adequate
protection to the Township in case of default by the bidder to execute a project contract if.
The determination for requiring Bid Deposits and Securities will be based on the project
type, value of the project and discretion based on vendor history.
1. Project Type
Bid deposits and securities are required for procurement project or service is
delivered that requires manpower and equipment supplied vendor to complete the
installation or construction of a bridge, a well, paving, watermain, etc. to achieve the
final results, subject to the scope and value of the project.
Bid deposits and securities are not required for procurement of a product, equipment
or service when delivered without the requirement of on-site installation or
construction is relied on to achieve the final results. The purchase of grader, waste
collection truck, chlorine, etc. would be exempt from requiring a Bid Deposits and/or
Security.
2. Value of the Project will determine the amount of securities if required based on the
following criteria:
-
Security of 10% required at staff's discretion of the tender value of the project
is over $100,000;
-
Security of 5% at staff's discretion of the tender value of the project is over
$50,000 and less than $100,000;
-
Security of 5% at staff's discretion if the tender bid is less than $50,000; and
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-
The requirement of securities is at staff's discretion and is based on the need
for leverage to ensure contractors complete the project in a timely and
complete manner. When requiring securities, it is important to realize that the
requirement for securities comes with an increase in the cost of the project
bids, but ensures project is completed according to the terms and conditions
in the tender document.
Bid Deposits if required will be provided, in their original form, in one of the following
methods and shall be clearly specified in the bid documents:
a) Certified cheque made payable to the Township of Southgate;
b) Bank draft made payable to the Township of Southgate;
c) Money order made payable to the Township of Southgate;
d) A Bid Bond or an Agreement to Bond issued by a bonding agency currently licensed
to operate in the Province of Ontario naming the Township of Southgate as the
oblige;
e) An irrevocable and unconditional letter of credit naming the Township of Southgate
as the beneficiary; or
f) Bid Bonds and Agreements to Bond must be irrevocable for a minimum of sixty (60)
days but can be requested to remain irrevocable for a longer period at the discretion
of the User Department.
The Township will not pay interest on any Bid Deposits, and all Bid documents issued by
the Township shall include a statement to this effect. All Bid Deposits must be original,
signed documentation. Photocopies and facsimiles are not acceptable. Only when the
request allows for electronic bid submissions, will a scanned copy of the bid deposit be
acceptable.
The Township is authorized to access any Bid Deposit in its possession that is forfeited as a
result of bid withdrawal after closing.
The Township will return all bid deposits with the exception of the 2 lowest bids within 30
days of the closing date. Once a contract has been awarded, all but the lowest bid deposit
will be returned. The Township reserves the right to utilize the awarded companies bid
deposit as a performance bond.
6.2 Security Holdbacks & Other Maintenance/Warranty Guarantees
The CAO and Treasurer, in consultation with the Department Manager shall select the
appropriate means to guarantee execution and performance of the Contract. Means may
include one or more of, but are not limited to, financial bonds or other forms of security
deposits, provisions for liquidated damages, progress payments and holdbacks.
The Township may request securities as a Performance, Labour & Material or Maintenance
Bond for no less than 50% of the bid amount for any procurement anticipated to be over
Page 25
$100,000 or a payment holdback for 90 day warranty period past the completion/
acceptance of the finished project.
a) Performance Bond, to guarantee the faithful performance of the Contract;
b) Labour and Material Bond to guarantee the payment for labour and materials that
are supplied by the contractor through direct suppliers and subcontractors in
connection with the contract; or
c) Maintenance Bond to guarantee the fulfillment of the contractor's obligation under
the warranty clause of the contract.
The Township shall require sufficient security holdbacks & other maintenance/warranty
guarantees to cover financial risks to the Township;
a) Provide flexibility in applying leverage on a supplier so that the penalty is
proportional to the deficiencies; and
b) comply with provincial statutes and regulations.
Stipulated by the Construction Lien Act as amended, a minimum payment holdback of 10%
shall be mandatory on all construction Contracts exceeding $500,000. Additional holdbacks
may be permitted in compliance with other Township policies as applicable. Holdbacks will
be released by the Treasurer or designate, upon receipt of a written notice, executed by
the User Department Manager or designate, to approve release of the holdback.
Holdbacks for deficiencies shall be taken into consideration so as to ensure the deliverables
are aligned with the payment being issued. It is the responsibility of the contract
manager/project owner to ensure that approved invoices reflect an adequate reduction for
applicable deficiencies prior to the invoice being certified for payment and submitted to the
Township for processing. It is the responsibility of the contract manager/project owner to
notify the Contractor of the holdback to address the deficiency.
Prior to providing notice to release the holdback, the contract manager/project owner must
ensure:
a) All terms and conditions of the contract have been completed to the satisfaction of
the User group.
b) Receipt of clearance from the WSIB for any arrears
c) Receipt of Statutory Declaration of progress payment distribution by the contract
d) All requirements of the Construction Lien Act (as amended) have been satisfied.
6.3 Insurance
Prior to execution of the contract, or where deemed appropriate by the Township's Insurer,
the Treasurer or User Department, evidence of satisfactory insurance coverage must be
obtained from the bidders insurance agent or broker, ensuring indemnification of the
Township of Southgate from any and all claims, demands, losses, costs or damages
resulting from the performance of a Supplier's obligations under the Contract.
All standard bid documents must indicate the insurance requirements to be provided by the
successful bidder.
Page 26
The appropriate insurance coverage shall be determined by the Treasurer in consultation
with the User Department, maintaining an adequate amount of protection to the Township.
In the event of an unusually large project budget the Township staff may recommend a
higher insurance limit to cover the risks adequately.
All hired Contractors/Service Providers must supply a Certificate of Insurance (COI)
confirming the required coverage to the User Department, which will forward it to the
Treasurer. The certificate must include, as a minimum, naming the Township as an
additional insured inclusive of a cross liability clause. The successful bidder is required to
keep in force the required insurance requirements throughout the course of the project and
will not allow the COI to lapse, or change, without giving thirty days written notice to
Township's Treasurer.
Insurance limits may be based on the recommendations of the Township's Insurer.
The type of insurance required will be relevant to the goods, services or construction being
purchased. Requests for insurance may include but are not limited to:
a) Commercial/general liability;
b) Automobile liability;
c) Homeowners liability Procedure (for leasing of facilities, entrance permits, etc.);
and/or
d) Professional errors and omissions liability.
6.4 Bidder's Risk - Liquidated Damages and Penalties
Should the Township require a defined delivery date as part of the bid document's
conditions and the project is not completed or the product not delivered, the provisions of
this Policy shall apply to that specific procurement. Should the Supplier encounter
difficulties that may prevent them from delivering on time or the agreed to equipment/
product quality, the supplier shall notify the Township thereof immediately, stating the
reasons. In addition, in case of fault of the supplier the Township shall be entitled to
demand compensation of liquidated damages amounting to 1.0% of the value of the late
goods/services per started week (7 days) of delay up to a maximum of 10% of the entire
value of the order or project. The liquidated damages shall be set off against any claims for
damages dues to late delivery. The liquidated damages may be applied as a credit by the
purchaser against contracted agreed price has paid in full. The Supplier shall bear the
performance risk until acceptance of the Purchaser of the project being complete, to which
the goods shall be delivered in accordance with the contract.
6.5 Exclusion of Bidders in Litigation
The Township may, in its absolute discretion, reject a bid or proposal submitted by the
bidder prior to or after bid opening, if the bidder:
a) Is a party to litigation with the Township; or
b) Directly or indirectly, including by common ownership or control or otherwise, is
related to a party to litigation with the Township; or
c) Intends to use a sub-contractor in respect of the specific project who is a party to
litigation with the Township; or
d) Who, directly or indirectly, including by common ownership or control or otherwise,
is related to a party to litigation with the Township.
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For the purposes of this section, the phrase "party to litigation with the Township" includes
cases in which the bidder or prospective bidder or any of the parties named above, have
advised the Township in writing of their intention to commence litigation, or have
commenced or have advised the Township of their intention to commence an arbitrational
process, against the Township.
Bids from any bidder in any of the above circumstances may be rejected as non-compliant.
In determining whether or not to reject a bid under this section, the Township will consider
whether the litigation is likely to affect the bidder's ability to work with the Township, its
consultants and representatives, and whether the Township's experience with the bidder in
the matter giving rise to the litigation indicates that the Township is likely to incur
increased staff and legal costs in the administration of the Contract if it is awarded to the
bidder.
6.6 Suspension of Bidders Due to Performance
The Township, when appropriate may suspend the rights of any vendor or its affiliates to
bid on any requirement, where the prior performance of the vendor has been
unsatisfactory. Unsatisfactory performance shall include, but not be limited to, a failure to
meet contract specifications, terms and conditions, as well as health and safety violations.
A vendor whose bidding rights have been suspended may request, in the form of a letter to
the Township, reinstatement of bidding rights at any time after their suspension specified
in the written notice given.
6.7 Pecuniary/Conflict of Interest
It is the responsibility of all Township staff or Council members involved in bid evaluation
and selection to disclose any inherent or potential Pecuniary/Conflict of Interest to the
Township Clerk. This disclosure must take place prior to opening any tenders or proposals
and will be noted on the "Public Procurement Opening Results Report", Appendix C form
used for documenting the results of the bid opening.
Any staff or Council member disclosing a Conflict of Interest shall remove themselves from
the procurement process associated with the conflict. It is the responsibility of all Members
of Council to disclose any inherent or potential pecuniary/conflict of interest to Council at
the time the matter is being considered.
6.8 No Local Preference
The Township imparts fair and impartial evaluation of all procurement submissions. This
means that we do not extend preferential treatment to any vendor, including local
companies. Not only is it against the law, it is not good business practice, since it limits fair
and open competition for all vendors and is therefore a detriment to obtaining the best
possible value for each tax dollar.
In accordance with the Discriminatory Business Practices Act, R.S.O. 1990, c.D.12, there
shall be no local preference given to any Bidder when awarding a Bid for purchase of
Goods and Services for the Township.
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6.9 Trade Agreements
Procurement by the Township may be subject to the provisions of trade agreements.
Where an applicable trade agreement is in conflict with this Policy, the trade agreement
shall take precedence. The Treasurer shall advise Departments where a procurement
action may not conform to an applicable trade agreement as early as possible in the
procurement process.
6.10 Dispute Resolution
In the event any company or person who has been involved in the bidding or purchasing
process as described in this Policy identify a dispute with regards to this process, the
following dispute resolution steps shall be followed. In each step the Township shall keep
the resolution process fair and transparent to all concerned.
The company or person identifying a dispute shall be required to state the nature of the
dispute in writing giving full details and history of the events leading to the dispute claim
and address the written dispute claim to the Township Clerk. Where the Clerk's office is
directly involved in the dispute topic, the written dispute claim will be directed to the CAO
and/or the Township's solicitor.
Upon receipt of the written dispute claim, the Township Clerk shall request a meeting with
all persons named in the dispute claim to discuss the particulars of the dispute claim. If
those attending said meeting shall agree that the matter can best be handled by a written
response only, the Township Clerk or designate shall with the assistance of those named
above prepare a written response and send it to the company or person who issued the
dispute claim.
At a meeting between those who have been named in the written dispute claim and the
originator of the dispute claim, the Township Clerk or designate shall chair such meeting
and appoint a meeting recorder to record all pertinent conversation. If the dispute can be
resolved at this meeting a written report of such resolution shall be sent by the Township
Clerk or designate to all who were in attendance at the meeting.
In the event a resolution could not be achieved at said meeting, the originator of the
dispute claim requests to further prosecute the dispute claim, the Township Clerk or
designate shall forward the dispute claim to contact the Township Solicitor. The dispute
claim shall then be handled by the Township Solicitor in accordance with established
procedures for processing such claim.
6.11 Tie Bids
In the case of tie bids between two responsive and responsible bidders and, where multiple
awards are not an alternative for award, the Township shall determine the successful
bidder by coin toss. In the case of tied bids between three or more responsive and
responsible bidders and where multiple awards are not an alternative for award, the
Township shall determine the successful bidder by a draw of the bidder names from a hat.
Page 29
The tied bidders shall be invited and have the option to attend and witness the Township
staff, being the CAO or Clerk, the Treasurer or Deputy Treasurer and a representative from
the User Department complete the tie bids selection process.
In the case of tie bids between two responsive and responsible bidders, where multiple
awards are not an alternative, the Township may determine the successful bidder by an in-
depth evaluation and scoring of the proposals related to product quality, project benefits
for the municipality, supplier's history of project results related to service provided and the
Township/Consultant's time and effort to support the contractor's project. If after an
evaluation bids remain tied by 2 or more bidders and where multiple awards are not an
alternative for award, the Township shall determine the successful bidder by a draw of the
bidder names from a hat.
The tied bidders shall be invited and have the option to attend and witness the Township
staff, being the CAO or Clerk, the Treasurer or Deputy Treasurer and a representative from
the User Department complete the tie bids selection process by a draw process.
6.12 Scope and Contract Changes
For projects awarded at $50,000 and under, any change orders or contract changes that
are in excess of 10% over the awarded amount regardless of the approved budget amount,
must be approved by the Department Manager, CAO and Treasurer, prior to issuing a
change order request to the supplier/vendor.
For projects awarded over $50,000, any change orders or contract changes that are in
excess of 10% over the awarded amount regardless of the approved budget amount, must
be approved by the Department Manager, CAO and Treasurer with a staff report to
Township Council for final approval prior to issuing a change order request to the
supplier/vendor.
Projects over $100,000 that are over budget will be communicated in the quarterly reports
with detailed explanations as to what happened and how the overage will be funded.
Where projects have a change order with a cost of less than 10% of the project awarded
price, the department Manager may approve.
7.0 Standardization
7.1 Documents - Statement of Project, Scope of Work and Proposal Support Documents
In order to assist bidders to understanding the bid process requirements of the Township
of Southgate, ensure accessibility requirements are met and ensure that legal and
insurance risks are controlled, standard formats and language, with the exception of
specifications, shall be used by staff involved in procurement. The following is a list of
support documents included in this Policy under the Appendix section of this Policy being
but not limited to:
Page 30
a) Bids Proposals Received Log - Appendix A
b) Public Procurement Opening Attendance Register - Appendix B
c) Public Procurement Opening Results Report - Appendix C
d) Bid Response forms for Equipment - Appendix D
e) Bid Response forms for Projects - Appendix E
f) Bid Response forms for Services - Appendix F
g) Time & Materials RFP Pricing Submission Template - Appendix G
Preparation of specifications for RFQs or RFTs and Scope of Work for RFP's shall be the
responsibility of the User Department. The specific language for the above documents will
be developed by applicable Department Head to form the detail of the project and
specifications, and will be updated or amended as appropriate, when and if necessary,
through addendum proposal releases during the open bid call period. Where the Township's
standard documents are not being used, the document shall be provided to CAO and
Treasurer for review prior to issuance or execution.
7.2 Bidder Submission Opening Process
All bids will be received by the Finance department, in the form of a Sealed Bid and placed
in a secure location until the time of opening. As the bids are received, Township staff will
record each proposal on the Appendix A document titled "Bids Proposals Received Log".
Tenders will be opened by at least one employee from Finance or designate and at least
one employee from the department that issued the procurement document or designate at
the time of the tender opening date and time as defined in the bid documents. Those in
attendance at the public tender opening meeting, other than staff are required to sign-in
using the Appendix B form titled "Public Procurement Opening Attendance Register".
During the actual opening of the sealed bid proposals, Township staff will document the
bids received using the Appendix C form titled, "Public Procurement Opening Results
Report". Such summary details will be kept with the appropriate procurement file.
Prior to award, the Department Manager and/or Treasurer shall be responsible for
reviewing the bids to verify that all specifications of the tender or proposal are met. The
Treasurer and/or Department Manager will review extended totals, ensure that there are
no irregularities contained within the Bids and that all terms and conditions as outlined in
the Bid document have been satisfied at the time of opening.
In accordance with Authority to Award, Schedule "A" procedures, the Department Manager
in consultation with CAO (as applicable) will submit a staff report to Council, which will
contain a recommendation for award, as well as, a summary of the bids received using the
Appendix C form titled, "Public Procurement Opening Results Report".
The report shall indicate the number of bids opened, the company name of the bidder for
each bid and the respective amount and the recommended bidder for award. The bidder's
company name for proposals received late as rejected bids shall be listed and noted as
non-compliant without the bid amount listed.
7.3 Bid Evaluation and Selection Process
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a) The selection criteria of proposals will be evaluated on the basis of the following
criteria in no order that is indicative of specific project weighting or importance:
- Extent to which the goods or services provided address the design
requirements of the Township as described in bid documents;
- Project costs;
- Warranty, maintenance and servicing capacity;
- Delivery and installation timelines; and
- Vendor's record related to:
- Qualifications and experience of the Company and personnel;
- Customer satisfaction as evidenced by Vendor's references;
- Approach to project management and cost controls; and/or
- Vendor may be requested to make an oral presentation.
b) The evaluation process used by the Township of Southgate to evaluate submissions
will be the responsibility of the Department Manager in consultation with the CAO
and Treasurer as required. After evaluating all respondent proposals, staff will
recommend a short-list of preferred respondents. During this process, references
may be contacted. The Township may evaluate bid proposals based on, but not
limited to a combination of the following information being proposal pricing, the
contractor/supplier approach to the project implementation, project reporting,
product quality, product features, maintenance, reliability, service history, warranty,
securities, references, experience, credentials, training, policies and liability
coverage.
c) If required the Township may at their discretion conduct interviews and/or reference
checks of a short-list of respondents being invited to present their proposals, in
person to the panel and other department heads, at pre-arranged interviews.
d) The final decision will be made by the Department Manager in consultation with the
CAO and Treasurer if required, to complete the evaluation of the information
provided in the bid documents, consideration for the selection criteria, the responses
received from reference, product research related to reliability, company history,
etc.
e) The recommendation regarding the preferred proposal will be presented in a staff
report to Township Council for final approval. The Township of Southgate will make
the final decision and may reject any or all proposals received.
8.0 Public Notice
8.1 Website Notice
All Formal, Informal and Other Procurement opportunities where there is a competitive
bidding process required will be a posted on the Township's website.
8.2 Advertising Notice
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All Formal, Informal and Other Procurement opportunities with an estimated budget of
$25,000.00 or less where there is a competitive bidding process required will be at staff's
discretion if advertising in the local newspapers or other means available, is required to
achieve any promotional benefit to the process. Where advertising in local newspapers or
other means available is not used for a procurement process, staff will attempt to contact
all local contractors or regional equipment/vehicle vendors the Township is aware of with
the capacity to complete the project or capability to provide the product or service.
If a pre-qualification process has taken place the short-listed potential Respondents for a
subsequent bidding opportunity will be notified and advertising is not required for that step
of this type of bidding process. The pre-qualification process is required to be posted on
the Township's website.
Advertising in any publications, local newspapers, Township distributed communications or
third-party websites is the financial responsibility of and at the discretion of the User
Department Manager to ensure value for the investment.
These advertising provisions do not apply to sole and single sourcing, negotiation,
procurement in emergencies, non-competitive purchases and other procurement processes
initiated by the Township in which bid documents are supplied to selected prospective
bidders as provided in this Policy.
9.0 Contracts
9.1 Contractual Agreement
An Award pursuant to this Policy may be made by way of confirming the bid documents
authorization commitment of Contract approval, by the Township providing to the
successful bidder notice by a Bid Approval letter or email to bid the contract agreement. A
Bid Approval letter or email is to be used when the resulting Contract is straightforward
with the terms and conditions relevant to the Award outlined in the letter or email and the
original bid documents.
An Authorization Letter is to be used when the resulting Contract is straightforward. The
terms and conditions relevant to the Award will be outlined in the Authorization Letter.
Project Contracts may be considered by the User Department Manager, in consultation with
Treasurer and CAO to determine if it is in the best interests of the Township based on the
past history with the contractor, as well as the value, complexity and scope of the project,
to enter into a Contract with the Vendor.
9.2 Requirements Prior to Commencement of Work
The Township will not authorize any work until all required documentation identified in the
bid document has been received in satisfactory form. The successful bidder shall submit all
documentation requested in the bid document to the User Department being awarded the
Contract prior to commencement of the work. Such documentation may include but is not
limited to:
a) Executed bonding/securities;
Page 33
b) Insurance documentation;
c) Clearance certificate or applicable documentation from WSIB;
d) A signed copy of the Township's Occupational Health and Safety Procedure;
e) A signed copy of the contractor's Occupational Health and Safety Procedure;
f) Notice of Project Registration with the Ministry of Labour; and
g) Any other documentation required to facilitate the execution of the Contract as
detailed in the RFQ, RFP or RFT.
9.3 Exercise of Contract Extension
Where a bid document for goods or services contains an option for renewal, the User Group
may authorize such option provided that all of the following apply:
a) The supplier's performance in supplying the goods or services is considered to have
met the requirements of the contract;
b) The Department agrees that exercising the renewal option is in the best interests of
the Township;
c) Funding is available in appropriate accounts within the Township approved budget
including authorized revisions, to meet the proposed expenditure; and
d) The contract falls within the authority to award limitations outlined in Schedule "A".
9.4 Execution and Custody of Documents
The Township shall execute contracts in relation to the Authority to Award (Schedule A
document) conditions and/or through By-law approval in the name of The Corporation of
the Township of Southgate for which the award is made by Delegated Authority. All original
purchasing and contract documentation for the contracting of goods or services shall be
retained in accordance with the Records Retention By-law.
9.5 Procurement Records Retention and Access to Information
The contents of any bid, proposal or submission shall be made available to the public, on
request, except to the extent such information is confidential information protected from
disclosure under the provisions of the Municipal Freedom of Information and Protection of
Privacy Act, 1990.
All procurement documentation, as well as any other pertinent information shall be
maintained, retained and only disposed of in accordance with the Townships Records
Retention By-law.
10.0 Reporting
10.1 To Council
Despite any other provisions of this Policy, the following procurements, over $50,000,
excluding taxes, are subject to prior Council approval;
a) Any contract or project that is over $50,000 and where the total annual cost or
change orders exceeding the awarded amount by 10% or more;
b) Any acquisition of goods or services that is not already approved in the current
year's budget, such as items requiring pre-budget approval or post-budget
Page 34
amendments, must be reported to Council in order to have the expenditure
authorized via resolution;
c) Any contract where the award is not being recommended to the lowest bidder;
d) Where authority to award has not been expressly delegated;
e) A negotiated result in accordance with procurement options describe in Section 4.3
of this Policy as long as the negotiated result does not exceed the Council approved
budget; and
f) Any contract anticipated to be financed by debentures.
Reports requiring Council approval will be prepared by the User Department and approved
by the CAO and Treasurer prior to being placed on future Council Agendas.
11.0 Materials and Asset/Inventory Control Management
11.1 Materials Inventory Management
All Township Managers shall be responsible for maintaining inventory in their respective
areas unless a corporate strategy has been identified. An internal system of inventory
control should be used to maintain adequate levels of supply to support each respective
department.
11.2 Project Management
All annual maintenance, services and capital projects completed and/or delivered by
contractors/service providers shall be monitored by the department manager or a
designated responsible person for that department. The responsible department should
undertake the appropriate oversight and hold contractor progress meetings for longer term
projects that last greater than 30 days to ensure accountability, quality of work and
timelines.
11.3 Disposal of Surplus Goods & Assets
For information and direction on the sale and disposal of surplus asset refer to Southgate
Policy #49, titled "Surplus Assets Disposal Policy".
12.0 Purchasing Procedure and Process
12.1 Policy Review
The CAO and Treasurer shall review departmental purchasing related files from time to
time to determine the effectiveness and integrity of the processes and to monitor Policy
adherence.
13.0 Accessibility and Procurement
The Township is a major purchaser of goods and services. It is important that procurement
processes are inclusive so that all vendors can participate, and all contracted parties are
aware of the need to provide accessible goods and services.
13.1 Our Vision
Page 35
Availability of accessibility options is a high priority in the procurement process. The vendor
community is aware of and understands the need to demonstrate leadership in removing
barriers for persons with disabilities.
13.2 Our Commitment
The Township is committed to integrating accessibility into procurement policies,
procedures and practices by:
a) Conducting regular reviews and updates of procurement-related directives, policies,
procedures and standards;
b) Embedding accessibility requirements into the procurement process;
c) Conducting reviews to ensure compliance and continuous improvement in
procurement practices;
d) Reviewing feedback on the procurement process and taking appropriate action as
needed.
Everyone has the right to access public information. If a person cannot access a public
document because documents are supplied to selected prospective bidders as provided in
this Policy, they should contact the Township for the information they require.
13.3 Compliance to the Township of Southgate Accessibility Policies and
Procedures
In accordance with section 5 of the AODA, Integrated Accessibility Standards Regulation
(IASR) Township Policy #50, the Township of Southgate is committed to incorporating
accessibility criteria or features when procuring or acquiring goods, services or facilities,
except where it is not practical to do so. The Township of Southgate recognizes that
it might not always be possible to ensure that goods, services or facilities procured or
acquired are accessible. In this regard, The Township of Southgate will provide an
explanation, upon request, in accordance with this regulation.
In accordance with Regulation 429/07 Accessibility Standards for Customer Service Sect 6,
every provider of goods and services shall ensure that every person who deals with
members of the public or participates in the developing of the service providers polices
practices and procedures governing the provision of goods and services to member of the
public shall be trained. Website or other preapproved training would be considered an
acceptable form of training. A waiver form will be required form the successful tender.
In accordance with the Integrated Accessibility Standards Regulation 191/11, the Township
of Southgate is committed to including accessibility criteria and features, when procuring
or acquiring goods, services or facilities. When it is not practical to do so, an explanation
will be provided, upon request.
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Schedule A
Authority to Award
Section 270 of the Municipal Act, 2001, as revised by Bill 130 requires that the Township of
Southgate adopt and maintain a purchasing policy with respect to and including the
delegation of powers and duties.
Authority to award in this schedule relate to the amount contained in approved budgets or
by Council resolution only, unless it is a Mission Critical Operations or Declared Emergency
procurements as per Sections 4.3.9 and 4.3.10 of this policy.
Subsequent service agreements resulting from awards endorsed by Southgate Council are
delegated to the CAO and the appropriate department Managers for signature. This section
outlines whether Delegated Authority or Council authority is required to Award a Contract.
Net taxes shall be included in determining the price of a Contract for the supply of goods or
services for the purpose of the relationship of the price to the preauthorized expenditure
limit. When awarding multi-year contracts, with a net expenditure under $250,000 per
annum, Council approval will not be required.
Authority to Award
Dollar Value
Minimum Method of
Procurement
Any Department Manager
$5,000 or less
Direct Purchase
Authorized by the
Department Manager
and CAO
$5,000 - $10,000
Request for Quotation /
Proposal
Department Manager,
Treasurer and CAO
$10,000 - $50,000
Request for Tender / Proposal
Council
Greater than $50,000
Request for Tender / Proposal
Blanket Contracts or renewals
of Blanket Contracts
Council
$50,000 or greater
Negotiations &
Vendors of Record
Council
Irregular result **
Council
Original Rotational Rosters
** Irregular Result are described in Schedule C, as well as bids received that are 10% or
more over budget, or that contain a discrepancy in the opinion of Department Manager
and CAO.
NOTE: Any procurement under $50,000 where the total annual acquisition cost is greater
than the Council approved budget by $2,500 or more, the Treasurer and Chief
Administrative Officer must approve.
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Schedule B
Bid Irregularities
The following list of irregularities should not be considered all inclusive. The CAO and, as
may be warranted, in consultation with any or a selection of the following, respective
departmental staff and Treasurer, shall review irregularities not specifically listed and,
acting in the best interests of the Corporation, have authority to waive such irregularities,
permit correction to the irregularity or reject the submission.
Number
Irregularity
Response
1.
Late Submissions.
Rejection, not opened or read publicly.
Submission to be returned to submitter.
2.
Insufficient Financial Security
(No bid bond/deposit or
agreement to bond or
insufficient bid bond/deposit)
Automatic Rejection for no bid deposit.
Automatic Rejection for no agreement to
bond. 48 hours to correct shortfall in bid
deposit if less than required by no more
than 10%.
3.
Conditional Bids (Bids qualified
or restricted by an attached
statement).
Automatic rejection unless, in the opinion
of Department and Purchasing, the
qualification or restriction is insignificant.
4.
Illegible or obscure Bids, non-
initialed erasures, non-initialed
alterations.
Automatic rejection.
5.
Documents, in which all
necessary Addenda which have
significant financial or scope
implications in the opinion of
the Purchasing Manager and
user group, have not been
acknowledged.
Automatic rejection.
6.
Documents in which all
necessary Addenda which do
not have significant financial or
scope implications in the
opinion of the Department
Manager and user group, and/or
CAO have not been
acknowledged.
48 hours to submit.
7.
Bids received from bidders who
did not attend mandatory site
visit(s).
Automatic rejection.
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Number
Irregularity
Response
8.
Bids received on documents
other than those provided by
the Township of Southgate,
when specified to do so.
Automatic rejection.
9.
Failure to insert the bidder's
business name in the space(s)
provided Mandatory Submission
Pages.
48 hours to submit.
10.
Failure to include signature of
the person authorized to bind
the bidder in the space provided
on the Tender / Proposal Form
48 hours to submit
11.
More than one submission from
the same submitter and not
identified as an alternative or
optional submission and no
written withdrawal notice has
been received.
The submission package bearing the most
recent date/time stamp will be considered
the intended submission and the
previously date/time stamped submissions
will be considered withdrawn and will be
returned to sender.
12.
Bids Containing Mathematical
Errors
If the amount tendered for a unit price
item does not agree with the extension of
the estimated quantity and the tendered
unit price, or if the extension has not been
made, the unit price shall govern and the
total price shall be corrected accordingly.
If both the unit price and the total price
are left blank, the Bid will be rejected as
incomplete.
If the unit price is left blank but a total
price is shown for the item, the unit price
shall be corrected according to the total
provided.
If the Tender contains an error in addition
and/or subtraction in the approved tender
documentation format requested (i.e. not
the additional supporting documentation
supplied), the error shall be corrected and
the corrected total Contract price shall
govern.
Tenders containing prices which appear to
be so unbalanced as to likely affect the
interests of the Township adversely will be
clarified and may be rejected.
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Number
Irregularity
Response
13.
Other minor irregularities
CAO, in conjunction with the Treasurer
shall have authority to waive
irregularities, which they jointly consider
to be minor.
14.
Any irregularity
Despite all provisions herein contained,
the Treasurer and CAO in conjunction with
the members of the Department Head
Management Team may waive any
irregularity where it is considered it to be
in the best interest of the Township.
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Schedule C
Goods and Services Exempt from Procurement Procedure
The purchasing methods described in this Procedure do not apply to the following Goods
and Services:
1. Staff development, workshops, training and education
2. Registration, accommodation and tuition fees for conferences, conventions, courses
and seminars
3. Magazines, books and periodicals
4. Memberships
5. Refundable Employee/Councillor Expenses
6. Advances
7. Meal allowances
8. Travel (fuel, accommodation, etc.)
9. Ongoing maintenance for existing computer hardware and software.
10.Employer's General Expenses
11.Payroll Deduction Remittances
12.Medical or Dental
13.Licenses
14.Debenture Payments
15.Grants to Agencies to support third party procurement
16.Damage Claims
17.Tax Remittances
18.Insurance Premiums
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Schedule D
Bid Deposit/Bid Bond, Securities & Holdback Grid
The following grid for determining the amount of the Bid Deposit/Bid Bond, Securities
and Hold Back in dollars required for projects if these assurances are required.
Dollar Value
of the Project
Minimum
Amount of
Bid Deposit/
Bid Bond
Requirement
Minimum
Amount of
Project
Securities
Requirement
Minimum
Amount of
Holdback/
Warranty
Requirement
Less than $50,000
5%
Discretionary
25%
Discretionary
5%
Discretionary
$50,000 to $100,000
5%
25%
5%
Greater than $100,000
10%
50%
10%
Page 42
Appendix A
Bid Proposals Received Log
Name of Tender: _____________________
Closing Date: ______________
Department: _____________________
Closing Time: ______________
Tender
#
Name of
Company
Date
Received
Time
Received
Sealed
Bid
(Yes/No)
Staff
Initial
1
Yes or No
2
Yes or No
3
Yes or No
4
Yes or No
5
Yes or No
6
Yes or No
7
Yes or No
8
Yes or No
9
Yes or No
10
Yes or No
11
Yes or No
12
Yes or No
13
Yes or No
14
Yes or No
15
Yes or No
Page 43
Appendix B
Public Procurement Opening Attendance Register
Procurement for: _________________________ Date: ______________
Name
Company or Affiliation
Contact Information
Personal Information Collection Notice: The Township of Southgate collects personal information in communications,
information sharing or presentations made in the Township's Council Chamber during Public events. The Township collects this
information to document the actual events of the proceedings. If you make a comment or ask questions you should be aware
that your name and the fact that you communicated with the Township will become part of the public record. The Township will
also make your communication and any personal information in it, such as your name, address and postal code or email
address available to the public unless you expressly request, in writing, that the Township remove it. By having communications
during a Public Procurement Opening event, you are authorizing the Township to collect and use the above-noted information
for this purpose.
Audio and Video Recording of Public Procurement Openings: This Public Procurement Opening may be audio and/or
video recorded and Township staff may make these recordings available if possible in future, if required, as a public record of
these proceedings.
MFIPPA Disclosure: All information submitted to the Township of Southgate is being collected under the authority of the
Municipal Act and subject to disclosure under the Municipal Freedom of Information Act (MFIPPA). Questions about this
collection should be directed to the Clerk's Department 519-923-2110 ext. 230.
Page 44
Appendix C
Public Procurement Opening Results Report
Bid Opening for:
_______________________________________
Date:
________________________
Time: _____________
Location: ________________________________________________
Township Staff
_________________
Approval: _________________
&
External Support
_________________
Approval: _________________
Representative
_________________
Approval: _________________
Announcements:
1. This is a Public Procurement Opening event may be Video & Audio recorded.
2. When the decision will be made and successful bidder notified? _________________
3. When we plan on starting this project? ______________________
Procurement Meeting Notes: ____________________________________________
_________________________________________________________________
Tender Results:
Bidder
Bid Price
Taxes
Total
______________________
____________
__________
___________
______________________
____________
__________
___________
______________________
____________
__________
___________
______________________
____________
__________
___________
______________________
____________
__________
___________
______________________
____________
__________
___________
Page 45
Corporation of the
Township of Southgate
185667 Grey Road 9
Dundalk, Ontario
N0C 1B0
Phone 1-519-923-2110
Toll Free 1-888-560-6607
Fax 1-519-923-9262
www.southgate.ca
[email protected]
Appendix D
Bid Response - Equipment & Vehicle Purchases
Equipment: _______________________________________
Name of Company
Address
Telephone #
Name of Person with Signing Authority
Position of Person with Signing Authority (Please print using ink or type)
Bid documents received at:
Township of Southgate
Attn: _______________________
185667 Grey Road 9,
Dundalk, Ontario N0C 1B0
Township Contact/Project Liaison: _____________________
Email address: _________________________
Notice to Bidders Regarding this Document
Contractors are advised to carefully read the clauses in this document as a Contract
Agreement and confirm acceptance of same with approval below:
Witness
Signature of Signing Authority
Date: ___________________
Page 46
Instructions to Bidders - Equipment & Vehicle Purchases
Project Information
Sealed tenders document clearly marked "_______________________" must be
addressed to the following:
Township of Southgate
Attention: _______________________________
185667 Grey Road 9,
Dundalk, Ontario N0C 1B0
Submission deadline is: _______________ (date) at _________ (time)
Scope of Equipment Requirements
The intent of this bid is to ____________________________________
____________________________________________________________
____________________________________________________________.
Equipment Delivery Location
Location:
____________________________
Address:
____________________________
Address:
______________ PC: _________
Township Contacts
Any questions or concerns arising out of this procurement document, should be
addressed to:
Name & Title:
____________________________
Phone:
____________________________
Email Address:
____________________________
All questions and requests for interpretation or clarification are to be made in writing
to ____________________ and shall use the subject line
"____________________________________________________________________".
Page 47
Proposal Opening
The opening of the submissions shall commence just after ____ (time) on _________
(month) __ (day), 20__ (year) unless the CAO or designate acting reasonably
postpones the start to some later hour, but the opening shall continue once started,
until the last bid is opened.
Project Timelines
The Township of Southgate approximate project timelines are as follows:
i.
Procurement Closing date: ______________________
ii.
Commencement of Bid Evaluations: ______________________
iii.
Recommendation to Council for Approval: ______________________
iv.
Notification of Successful Contractor: ______________________
v.
Required Delivery Date: ______________________
Payment Terms
Each bid proposal shall provide a payment terms based on the bid price submitted for
the equipment related to deposits and delivery payment schedule.
General Conditions - Equipment & Vehicle Purchases
Extent
The Contractor shall be liable for all costs of providing the equipment as specified,
delivery, accessories, options and documentation materials as part of the bid
proposal.
Contractor's Responsibility
Upon notification of acceptance of the contract and before the final approval of the
equipment order confirmation, the contractor must provide the Township of
Southgate with an acceptable delivery schedule.
Protection of Property
The Supplier will be responsible for any damage that may occur relative to the
equipment until delivery to the Township location and staff inspection and final
acceptance. Any damage done to Southgate's or surrounding property must be made
good to the satisfaction of Southgate.
Page 48
Applicable Legislation
A. The Contractor shall comply with all applicable Provincial and Federal legislation
and regulations, including the Occupational Health & Safety Act and pertinent
Southgate by-laws.
B. Municipal Freedom of Information and Protection of Privacy Act - Any personal
information provided in this document will be used for selection purposes only as
per the Municipal Freedom of Information and Protection of Privacy Act.
C. Accessibility for Ontarians with Disabilities Act, 2005 - The successful contractor
must be in compliance with the Township of Southgate Accessible Customer
Service Policy under the AODA, 2005 and provide proof that training requirements
have been met.
Termination
If, at the discretion of the Township of Southgate, there is default by the Contractor
of any of the terms contained herein, Southgate shall have the right to terminate the
contract upon giving the Contractor twenty-one (21) days notice to address the
concerns or issues to successfully complete the project.
Upon termination of the contract, the balance of the contract price shall be forfeited.
Acceptance or Rejections
-
Lowest or any Bid proposal is not necessarily accepted.
-
All Bid proposals must provide pricing for each of their submissions.
Southgate reserves the right to award the equipment purchase to the contractor
with the best proposal for the Township of Southgate. Southgate also reserves the
right to reject any or all bids or award the contract to other than the lowest bid
received, if in Southgate's opinion, it is in the best interest of the Township.
Proposals to Include
a) Description of Firm - Firm's brief history with highlights of services provided.
b) Curriculum Vitae/Experience - An outline of qualifications and experience of the
company related to service quality, response time, reliability/uptime
guarantees, equipment maintenance and part availability.
c) Equipment Features - A description of the equipment, specifications,
ergonomics, options and inclusion of a features analysis comparison.
d) Equipment/Delivery Schedule - An outline of the approach proposed to meet the
requested schedule(s).
Page 49
Evaluation and Selection - Equipment & Vehicle Purchases
Selection Process
Proposals will be assessed on the basis of information provided by the Respondent at
the time of submission. The evaluation of Proposals will be conducted by an Evaluation
Committee comprised of staff members from the Township of Southgate. The
Evaluation Committee reserves the right to interview and facilitate presentations in
order to gain additional detail outside of the proposals received.
Evaluation Criteria
Proposals will be assessed against the following criteria. The Township reserves the
right to shortlist firms for further evaluation and interviews which may alter the final
scoring results. Proposals will be scored based on meeting or exceeding the
expectations of the established evaluation criteria.
Note: Weight factors may be changed based on the type of procurement process, the type or
items being purchased and the importance of pricing versus other evaluation criteria.
The Township reserves the right to reject any or all proposals. The Township also
reserves the right to not proceed with the equipment procurement without stating
reason thereof.
Selection of a proposal(s) will be based on all the above criteria and any other relevant
information provided by the Respondent(s).
All proposals are to be submitted with the understanding that the selection of a
proposal for discussion by the Evaluation Committee shall not thereby result in the
formation of a contract. Nor shall it create any obligation on the Township to enter
into further discussions.
Respondents shall include in their proposal a minimum of three (3) project references
demonstrating these attributes, preferably in projects of a similar equipment use to
that specified herein. The equipment procurement will be awarded to the respondent
Evaluation Criteria
Weight
Factor
1.
Qualifications and Experience of Company
10
2.
Design of Equipment and Features
20
3.
Delivery Schedule
10
4.
Equipment Cost
50
Total
100
Page 50
who, in the sole judgment of the Township, provides the best overall value. The
Township will not be obligated to select the lowest cost or any proposal.
The Township reserves the right to conduct reference checks on the Respondents,
the results of which may affect the award decision. The Township reserves the right
to negotiate equipment features and attachment requirements with the awarded
supplier. These negotiations may affect the price proposal.
Page 51
Proposal Specifications/Requirements - Equipment & Vehicle Purchases
1.
Scope of Equipment Needs
2.
Specifications and Required Equipment Features
Page 52
Bidder Information Responses - Equipment & Vehicle Purchases
Statement of Qualifications:
Experience-Statement of Companies expertise in this Business
Note: Attach any brochures and company profile that would support this section.
Contractor References
Company
Contact
Phone #
_________
Warranty Information & Inclusion Documents:
Description
Model #
Warranty Period
Cost of Extended
Warranty
________________________________________________________________________
________________________________________________________________________
________________________________________________________________________
________________________________________________________________________
________________________________________________________________________
________________________________________________________________________
Page 53
Bid Form Pricing Submission - Equipment & Vehicle Purchases
Bid Proposal Pricing:
Quantity
Description
Price
___
_____________________________________________
__________________
___
_____________________________________________
__________________
___
_____________________________________________
__________________
___
_____________________________________________
__________________
___
_____________________________________________
__________________
___
_____________________________________________
__________________
___
_____________________________________________
__________________
___
_____________________________________________
__________________
Total Proposal Costs
_____________
Other Optional Costs:
Description
Order Qty.
Unit Price
________________________________
_________
$________
________________________________
_________
$________
________________________________
_________
$________
________________________________
_________
$________
________________________________
_________
$________
________________________________
_________
$________
Page 54
Bidder Checklist and Submissions Requirements
Equipment & Vehicle Purchases
RFP Submissions Inclusions:
The RFP proposal submission shall include the following documents:
1. A copy of this RFP document as provided with all signature approvals;
2. Complete the Required Bidder Documents Checklist forms;
3. Provide the Bidder Information Responses;
4. Complete the Bid Form Pricing Submission;
5. Include the Bid Deposit if applicable;
6. Complete the Bid Form Declaration; and
7. Provide any supporting documentation, materials, proposal explanations, etc.
will be accepted and used as part of the selection process.
Company Contact Information
Contractor Company Name: ____________________________________
Company Phone #: ____________________________________
Company Representative: ____________________________________
Cell Phone #: ____________________________________
Page 55
Bid Form Declaration - Equipment & Vehicle Purchases
This Bid Proposal is submitted by: ______________________________
To: The Township of Southgate
1. I _________________________ OF ____________________________
DECLARE that no person, firm or corporation other than the one whose signature or the
signature of whose proper officers and the seal is or are attached below has any interest in
this Proposal or in the contract proposed to be taken.
2. I FURTHER DECLARE that this Proposal is made without any connection knowledge,
comparison of figures or arrangement with any other company, firm or person making a
Bid for the same equipment and is in all respects fair and without collusion or fraud.
3. I FURTHER DECLARE that no employee of the Township or elected official is or will
become interested directly or indirectly as a contracting party or otherwise in the
performance of the contract or in the supplies, work or business to which it relates or in
any portion of the profits thereof, or in any such supplies to be used therein or in any of
the monies to be derived therefrom.
4. I FURTHER DECLARE that the several matters stated in the said Proposal are in all
respects true.
5. I FURTHER DECLARE that I have carefully examined the Proposal, Instruction to
Bidders, General Conditions, Proposal Specifications/Requirements proposed and hereby
acknowledge the same to be part and parcel of any contract to be let for the equipment
therein described or defined and do all the work and to provide the services of the
equipment mentioned for the prices stated on the Bid Form Pricing Submission.
6. I FURTHER DECLARE that I have a clear understanding of all the work involved in this
contract.
7. I FURTHER DECLARE that this offer is to continue to be open to acceptance until the
formal awarding is made to the successful Bidder for the said project OR for a period of
sixty (60) days after the closing date, whichever first occurs and that the Township may, at
any time, within that period, without notice, accept this Proposal whether any other
Proposal has been previously accepted.
8. I FURTHER DECLARE that the awarding of the equipment based on this Proposal by
the Township shall be an acceptance of this Proposal.
Page 56
9. I FURTHER DECLARE that in the event of default or failure on our part, that the
Township shall be at liberty to advertise for new Proposals, or to carry out the works in any
other way they deem best, and we also agree to pay to the said Township the difference
between this Tender and any greater sum which the said Township may expend or incur by
reason of such default or failure or by reason of such action as aforesaid, on their part,
including the cost of any advertisement for new Proposals; and to indemnify and save
harmless the Township of Southgate and their officers from all loss, damage, cost charges
and expenses which they may suffer or be put to by reason of any such default or failure
on our part.
_______________________________ ______________________________
(COMPANY NAME)
(SIGNATURE)
_______________________________ ______________________________
(ADDRESS)
(PRINT NAME & TITLE)
_______________________________ ______________________________
(CITY OR TOWN)
(WITNESS OR SEAL)
_______________________________ ______________________________
(POSTAL CODE)
(DATED)
Page 57
Corporation of the
Township of Southgate
185667 Grey Road 9
Dundalk, Ontario
N0C 1B0
Phone 1-519-923-2110
Toll Free 1-888-560-6607
Fax 1-519-923-9262
www.southgate.ca
[email protected]
Appendix E
Bid Response - Projects
Project: _______________________________________
Name of Company
Address
Telephone #
Name of Person with Signing Authority
Position of Person with Signing Authority (Please print using ink or type)
Bid documents received at:
Township of Southgate
Attn: _______________________
185667 Grey Road 9,
Dundalk, Ontario N0C 1B0
Township Contact/Project Liaison: _____________________
Email address: _________________________
Notice to Bidders Regarding this Document
Contractors are advised to carefully read the clauses in this document as a Contract
Agreement and confirm acceptance of same with approval below:
Witness
Signature of Signing Authority
Date: ___________________
Page 58
Instructions to Bidders - Projects
Project Information
Sealed tenders document clearly marked "_______________________" must be
addressed to the following:
Township of Southgate
Attention: _______________________________
185667 Grey Road 9,
Dundalk, Ontario N0C 1B0
Submission deadline is: _______________ (date) at _________ (time)
Scope of Project
The intent of this project is to ____________________________________
____________________________________________________________
____________________________________________________________.
Examination of Site
Each Contractor is recommended by the Township of Southgate to visit the site of the
proposed work before submitting the bid documents and must be satisfied by personal
examination as to the local conditions that will be present while completing the
specified work. The Contractor shall determine the difficulty of the facilities to be
encountered. The Contractor shall not claim that there was any misunderstanding of
the terms and conditions of the contract relating to site conditions at any time after
submission of their proposal.
Project Location
Location:
____________________________
Address:
____________________________
Address:
______________ PC: _________
Page 59
Contacts
Any questions or concerns arising out of this procurement document, should be
addressed to:
Name & Title:
____________________________
Phone:
____________________________
Email Address:
____________________________
All questions and requests for interpretation or clarification are to be made in writing
to ____________________ and shall use the subject line
"______________________________________________________________".
For project information and/or site visits the contact person is:
Name & Title:
____________________________
Phone:
____________________________
Email Address:
____________________________
Proposal Opening
The opening of the submissions shall commence just after ____ (time) on _________
(month) __ (day), 20__ (year) unless the CAO or designate acting reasonably
postpones the start to some later hour, but the opening shall continue once started,
until the last bid is opened.
Project Timelines
The Township of Southgate approximate project timelines are as follows:
i.
Procurement Closing date: ______________________
ii.
Commencement of Bid Evaluations: ______________________
iii.
Recommendation to Council for Approval: __________________
iv.
Notification of Successful Contractor: _____________________
v.
Project Commencement: ______________________
vi.
Substantial Completion: ______________________
Payment Terms
Each bid proposal shall provide a payment terms based on the bid price submitted for
the project as work is completed. The contractor shall provide a progress payments
schedule on a percentage basis on the completion of the project work.
Page 60
General Conditions - Projects
Extent
The Contractor shall be liable for all costs of doing the work including labour,
equipment and materials.
Contractor's Responsibility
Upon notification of acceptance of the contract and before the commencement of
work, the contractor must provide the Township of Southgate with a Certificate of
Insurance as per the following:
(a)
The Contractor shall be protected and indemnify and save harmless the
Corporation of the Township of Southgate from any and all claims which may
arise from the Contractor's operations where bodily injury, death or property
damage is caused, and shall, without restricting the generality of the
foregoing, maintain insurance acceptable to Southgate, subject to limits of
liability of not less than $3 million inclusive.
(b)
All liability policies shall be written in such terms as will fully protect the
Contractor notwithstanding his assumption of liability and his indemnity
covenants under the contract.
(c)
All liability insurance policies shall be written in the names of the Contractor
and the Corporation of the Township of Southgate and shall be subject to a
cross liability clause. The Contractor agrees to provide to Southgate a
Certificate of Insurance in compliance with the above including a warranty that
the insurer will not cancel said policies without thirty days written notice of
such cancellation provided to Southgate. Such certificate shall clearly indicate
the amount deductible/applicable, if any.
(d)
Certificate of such other insurance as the owner may from time to time deem
necessary.
(e)
The Contractor shall maintain such insurance and pay such assessments as to
protect both the contractor and the owner from claims under the Workers'
Compensation Act.
Workers' Compensation
The Contractor shall submit a Clearance Certificate every 60 days during the active
working period and at completion of contract.
Page 61
Protection of Property
The Contractor will be responsible for any damage that may occur relative to the
execution of all operations arising from this contract. Any damage done to
Southgate's or surrounding property must be made good to the satisfaction of
Southgate.
Applicable Legislation
A. The Contractor shall comply with all applicable Provincial and Federal legislation
and regulations, including the Occupational Health & Safety Act and pertinent
Southgate by-laws.
B. Municipal Freedom of Information and Protection of Privacy Act - Any personal
information provided in this document will be used for selection purposes only as
per the Municipal Freedom of Information and Protection of Privacy Act.
C. Accessibility for Ontarians with Disabilities Act, 2005 - The successful contractor
must be in compliance with the Township of Southgate Accessible Customer
Service Policy under the AODA, 2005 and provide proof that training requirements
have been met.
Protection
Temporary safeguards and protection shall be provided to adequately guard against
injuries to the public, particularly children and workmen, by accidents around and
adjacent to the project.
Termination
If, at the discretion of the Township of Southgate, there is default by the Contractor
of any of the terms contained herein, Southgate shall have the right to terminate the
contract upon giving the Contractor twenty-one (21) days notice to address the
concerns or issues to successfully complete the project. Upon termination of the
contract, the balance of the contract price shall be forfeited.
Acceptance or Rejections
-
Lowest or any Bid proposal is not necessarily accepted.
-
All Bid proposals must provide pricing for each of their submissions.
Southgate reserves the right to award the project to the contractor with the best
proposal for the Township of Southgate. Southgate also reserves the right to reject
any or all bids or award the contract to other than the lowest bid received, if in
Southgate's opinion, it is in the best interest of the Township.
Page 62
Site and Project Progress Meetings with Contractor
The successful bidder will be required to hold project site meetings at least once every
days, or more frequently, if required by the Contractor or the Township's project
management review team.
Proposals to Include:
a) Description of Firm - Firm's brief history with highlights of services provided.
b) Curriculum Vitae/Expertise - An outline of qualifications and experience of the
team members, including all sub-consultants, to be assigned to each phase of
the project. Indicate the names of all personnel, and experience that will be
involved in the design of each discipline, including, building design, HVAC,
lighting and power, acoustical, structural, fire systems, and project
management. As time is of the essence in this project, identify team
availability. Personnel substitution will not be accepted without prior approval
of the Township.
c) Team Organization - The respective roles and responsibilities team members
will take in the project team organization and in the development of
design/tender documents, contract administration and commissioning of the
project.
d) Experience - Brief documentation on significant similar projects, with client
references, project description, reduced size design drawings and photographs
(max. 8-1 /2" x 11"), together with a brief description of all other projects of
relevance.
e) Design Concept - A brief description on design approach, a brief description of
materials to be used, and rendering of final building interior.
f) Project/Delivery Schedule - An outline of the approach proposed to meet the
requested schedule(s) and what other resources will be made available by the
proponent/sub-consultants to meet set end dates, if during the design process,
delays occur.
g) Cost Control - An outline of the approach proposed to effect cost
control. Provide details on demonstrated projects where respondent met the
budget which was initially set, and met post construction phase. Provide steps
taken to maintain initial budget.
Page 63
Evaluation and Selection - Projects
Selection Process
Proposals will be assessed on the basis of information provided by the Respondent at
the time of submission. The evaluation of Proposals will be conducted by an
Evaluation Committee comprised of staff members from the Township of Southgate.
The Evaluation Committee reserves the right to interview and facilitate presentations
in order to gain additional detail outside of the proposals received.
Evaluation Criteria
Proposals will be assessed against the following criteria. The Township reserves the
right to shortlist firms for further evaluation and interviews which may alter the final
scoring results. Proposals will be scored based on meeting or exceeding the
expectations of the established evaluation criteria.
Note: Weight factors may be changed based on the type of procurement process, the type or
items being purchased and the importance of pricing versus other evaluation criteria.
The Township reserves the right to reject any or all proposals. The Township also
reserves the right to not proceed with the project without stating reason thereof.
Selection of a proposal(s) will be based on all the above criteria and any other
relevant information provided by the Respondent(s).
Evaluation Criteria
Weight
Factor
1.
Qualifications and Expertise of Team
10
2.
Experience with projects of similar size and
complexity.
10
3.
Approach to design concept including
suggested materials.
20
4.
Approach to Timing Control and Schedule
10
5.
Approach to Cost Control
10
6.
Project Cost
40
Total
100
Page 64
All proposals are to be submitted with the understanding that the selection of a
proposal for discussion by the Evaluation Committee shall not thereby result in the
formation of a contract. Nor shall it create any obligation on the Township to enter
into further discussions.
Evaluation of the project engineer and project support staff will include an
assessment of the firm's overall ability to provide multi-disciplinary capabilities and
resources to this project and the Project Managers past experience on similar
projects. The assessment of past project experience will include evaluation of the
Consultant's success with previous experience of this nature, the previous experience
of proposed staff for this project, the stability and reputation of the firm, particularly
in the area of design/build services.
Respondents shall include in their proposal a minimum of three (3) project
references demonstrating these attributes, preferably in projects of a similar
magnitude and design to that specified herein. The project will be awarded to the
respondent who, in the sole judgment of the Township, provides the best overall
value. The Township will not be obligated to select the lowest cost or any proposal.
The Township reserves the right to conduct references on the Respondents, the
results of which may affect the award decision. The Township reserves the right to
negotiate Terms of Reference including materials used, with the awarded
Respondent. These negotiations may affect price proposal.
Page 65
Proposal Specifications/Requirements - Projects
1.
Scope of Project Work
2.
Specifics and Details of Project / Work
Page 66
Contractor Health and Safety Agreement - Projects
It is the objective of the Township of Southgate, to provide all persons within our workplace
the opportunity to work in a safe environment. It is the Municipality's Policy to totally
eliminate all accidents through Health and Safety Standards. All Employees, Contractors,
Subcontractors, Suppliers and any other Service Providers to our projects must co-operate
and make all reasonable efforts to ensure the maximum protection and minimum
inconvenience to the general public, occupants, and the environment.
The Township of Southgate believes the following ideals must be accepted and
followed in order to ensure safety on our projects:
1. Any Contractor hired by Southgate must ensure that their employees have safety
training and certificates equal or exceeding the requirements set forth in the current
Occupational Health and Safety Act and current regulations.
2. The Contractor(s) on the project must work in conjunction with Southgate's appointed
Health and Safety representatives. All Contractors must follow Health and Safety
policies set forth by Southgate.
3. The Contractor must report and investigate all incidents, and near accidents to the
Southgate's Public Works Manager, and Health and Safety representatives within 24
hours.
4. Health and Safety issues will always be given immediate attention by the Municipality,
representatives, contractors and subcontractors.
5. All applicable current and environmental legislation/regulation(s) are considered a
minimum requirement;
6. All employees, contractors/sub-contractors, suppliers and visitors/residents must
immediately report unsafe conditions, incidents, and accidents to Southgate's
Project/Site Supervisor or the Township of Southgate's Occupational Health and
Safety Committee;
Failure to adhere to any one of the above stated requirements would jeopardize the Health
and Safety of all. Through a safety conscious workforce, the quality of work and production
will ensure safe and timely project completion. All accidents will be investigated to
determine the causes and corrective actions to prevent recurrence. Disciplinary Action in
the form of:
Step 1 - verbal warning
Step 2 - written warning
Step 3 - notification to the Ministry of Labour re: Health and Safety Violations of the
Legislation/regulation(s), and unsafe work practices.
Southgate takes pride in the commitment of our employees and contractors, and will take
the necessary steps to ensure Health & Safety on all projects.
Note: A WSIB Certificate must be attached.
Contractor Approval:___________________ Phone Number:______________
Page 67
Required Bidder Documents Checklist - Projects
Contractor Responsibilities
Municipal
Required
Contractor
Submitted
Documentation:
WSIB Certificate of Clearance
(equivalent private)
Liability Insurance Certificates
$3,000,000 minimum
Health and Safety Policy Statement and
Operating Procedures
WHMIS 2015 Training Completed (proof
required by the successful bidder)
MSDS Training for all controlled
products to be on the work site
Traffic Plan & Control Training
General Requirements:
-
Comply with all Legislation,
Regulations and Codes
-
Enforce compliance with Municipal
issued safety violations
-
Preform regular safety inspections of
project
-
Employ only qualified competent
workers on project
-
Provide qualified competent on-site
supervision
-
Provide copies of MOL reports, orders,
charges related to the project within
24 hours of receipt
-
Provide accident reports for critical
injuries related to this project to
Municipality within 24 hours and all
other accidents within 3 days
Signature: ______________________ Dated: ________________ 2019
X
X
X
X
X
X
X
X
X
X
Page 68
Required Bidder Documents Checklist con't. - Projects
Safety Requirements for Workers if
applicable
Municipal
Required
Contractor
Submitted
Protective Equipment Required:
-
Safety Glasses/Goggles
-
Fall Arrest/Travel Restraint
-
Safety Footwear
-
Hard Hat & Safety Vest
-
Respirator
-
Lock & Tags for Lockout/Tagout
-
Hearing Protection
-
Chainsaw Gloves, Visor & Chaps
-
Class 2 Rubber Gloves
Required Signage and Barricades for Book 7
requirements
Other Requirements.
Municipal
Required
Contractor
Submitted
Signature: ______________________ Dated: ________________ 2019
Page 69
Bidder Information Responses - Projects
Statement of Qualifications:
Experience-Statement of Companies expertise in this Business
Note: Attach any brochures and company profile that would support this section.
Contractor References
Company
Contact
Phone #
_________
Warranty Information & Inclusion Documents:
Description
Model #
Warranty Period
Cost of Extended
Warranty
______________________________________________________________________
______________________________________________________________________
______________________________________________________________________
______________________________________________________________________
______________________________________________________________________
______________________________________________________________________
Page 70
Bid Form Pricing Submission - Projects
Bid Proposal Pricing:
Quantity
Description
Price
___
_____________________________________________
__________________
___
_____________________________________________
__________________
___
_____________________________________________
__________________
___
_____________________________________________
__________________
___
_____________________________________________
__________________
___
_____________________________________________
__________________
___
_____________________________________________
__________________
___
_____________________________________________
__________________
Total Proposal Costs
_____________
Other Optional Costs:
Description
Order Qty.
Unit Price
________________________________
_________
$________
________________________________
_________
$________
Page 71
Bidder Checklist and Submissions Requirements-Projects
RFP Submissions Inclusions:
The RFP proposal submission shall include the following documents:
1. A copy of this RFP document as provided with all signature approvals;
2. Complete the Contractor Health & Safety Agreement form;
3. Complete the Project Compliance Acknowledgements;
4. Complete the Required Bidder Documents Checklist forms;
5. Provide the Bidder Information Responses;
6. Complete the Bid Form Pricing Submission;
7. Include the Bid Deposit if applicable;
8. Complete the Form of Tender Declaration; and
9. Provide any supporting documentation, materials, proposal explanations,
drawings, concept plans, etc. will be accepted and used as part of the selection
process.
Project Compliance Acknowledgements
The purpose of this document is to determine a contractor's ability and intention to
comply with the Township of Southgate's contractor safety requirements.
Contractor Company Name: ____________________________________
Contractor Phone: ____________________________________
On site Cell phone: ____________________________________
Max # of workers on site: ____________________________________
Site Supervisor: ____________________________________
Company Health & Safety Rep: ____________________________________
Page 72
Bid Form Declaration - Projects
This Bid Proposal is submitted by: ______________________________
To: The Township of Southgate
1. I _________________________ OF ____________________________
DECLARE that no person, firm or corporation other than the one whose signature or the
signature of whose proper officers and the seal is or are attached below has any interest in
this Proposal or in the contract proposed to be taken.
2. I FURTHER DECLARE that this Proposal is made without any connection knowledge,
comparison of figures or arrangement with any other company, firm or person making a
Bid for the same project and is in all respects fair and without collusion or fraud.
3. I FURTHER DECLARE that no employee of the Township or elected official is or will
become interested directly or indirectly as a contracting party or otherwise in the
performance of the contract or in the supplies, work or business to which it relates or in
any portion of the profits thereof, or in any such supplies to be used therein or in any of the
monies to be derived therefrom.
4. I FURTHER DECLARE that the several matters stated in the said Proposal are in all
respects true.
5. I FURTHER DECLARE that I have carefully examined the Proposal, Instruction to
Bidders, General Conditions, Proposal Specifications/Requirements proposed and hereby
acknowledge the same to be part and parcel of any contract to be let for the project therein
described or defined and do all the work and to provide the services of the project
mentioned for the prices stated on the Bid Form Pricing Submission.
6. I FURTHER DECLARE that I have a clear understanding of all the work involved in this
contract.
7. I FURTHER DECLARE that this offer is to continue to be open to acceptance until the
formal awarding is made to the successful Bidder for the said project OR for a period of
sixty (60) days after the closing date, whichever first occurs and that the Township may, at
any time, within that period, without notice, accept this Proposal whether any other
Proposal has been previously accepted.
8. I FURTHER DECLARE that the awarding of the Project based on this Proposal by the
Township shall be an acceptance of this Proposal.
Page 73
9. I FURTHER DECLARE that in the event of default or failure on our part, that the
Township shall be at liberty to advertise for new Proposals, or to carry out the works in any
other way they deem best, and we also agree to pay to the said Township the difference
between this Tender and any greater sum which the said Township may expend or incur by
reason of such default or failure or by reason of such action as aforesaid, on their part,
including the cost of any advertisement for new Proposals; and to indemnify and save
harmless the Township of Southgate and their officers from all loss, damage, cost charges
and expenses which they may suffer or be put to by reason of any such default or failure
on our part.
_______________________________ ______________________________
(COMPANY NAME)
(SIGNATURE)
_______________________________ ______________________________
(ADDRESS)
(PRINT NAME & TITLE)
_______________________________ ______________________________
(CITY OR TOWN)
(WITNESS OR SEAL)
_______________________________ ______________________________
(POSTAL CODE)
(DATED)
Page 74
Corporation of the
Township of Southgate
185667 Grey Road 9
Dundalk, Ontario
N0C 1B0
Phone 1-519-923-2110
Toll Free 1-888-560-6607
Fax 1-519-923-9262
www.southgate.ca
[email protected]
Appendix F
Bid Response - Services
Service: _______________________________________
Name of Company
Address
Telephone #
Name of Person with Signing Authority
Position of Person with Signing Authority (Please print using ink or type)
Bid documents received at:
Township of Southgate
Attn: _______________________
185667 Grey Road 9,
Dundalk, Ontario N0C 1B0
Township Contact/Project Liaison: _____________________
Email address: _________________________
Notice to Bidders Regarding this Document
Contractors are advised to carefully read the clauses in this document as a Contract
Agreement and confirm acceptance of same with approval below:
Witness
Signature of Signing Authority
Date: ___________________
Page 75
Instructions to Bidders - Services
Services Information
Sealed tenders document clearly marked "_______________________" must be
addressed to the following:
Township of Southgate
Attention: _______________________________
185667 Grey Road 9,
Dundalk, Ontario N0C 1B0
Submission deadline is: _______________ (date) at _________ (time)
Scope of Services Required
The intent of this bid is to ____________________________________
____________________________________________________________
____________________________________________________________.
Examination of Site(s)
Each Contractor is recommended by the Township of Southgate to visit the site of
the proposed work before submitting the bid documents and must be satisfied by
personal examination as to the local conditions that will be present while completing
the specified work. The Contractor shall determine the difficulty of the requirements
to be encountered. The Contractor shall not claim that there was any
misunderstanding of the terms and conditions of the contract relating to site
conditions at any time after submission of their proposal.
Project Location(s)
Location:
____________________________
Address:
____________________________
Address:
______________ PC: _________
Page 76
Contacts
Any questions or concerns arising out of this procurement document, should be
addressed to:
Name & Title:
____________________________
Phone:
____________________________
Email Address:
____________________________
All questions and requests for interpretation or clarification are to be made in writing
to ____________________ and shall use the subject line
"__________________________________________________________________".
For Services information requirements and/or site visits the contact person is:
Name & Title:
____________________________
Phone:
____________________________
Email Address:
____________________________
Proposal Opening
The opening of the submissions shall commence just after ____ (time) on _________
(month) __ (day), 20__ (year) unless the CAO or designate acting reasonably
postpones the start to some later hour, but the opening shall continue once started,
until the last bid is opened.
Project Timelines
The Township of Southgate approximate project timelines are as follows:
i.
Procurement Closing date: ______________________
ii.
Commencement of Bid Evaluations: ______________________
iii.
Recommendation to Council for Approval: ______________________
iv.
Notification of Successful Contractor: ______________________
v.
Commencement Date: ______________________
vi.
Completion Date: ______________________
Payment Terms:
Each bid proposal shall provide a payment terms based on the bid price submitted
for the service as work is completed.
Page 77
General Conditions - Services
Extent
The Contractor shall be liable for all costs of doing the work including labour,
equipment and all materials to complete the service work.
Contractor's Responsibility
Upon notification of acceptance of the contract and before the commencement of
work, the contractor must provide the Township of Southgate with a Certificate of
Insurance as per the following:
(a)
The Contractor shall be protected and indemnify and save harmless the
Corporation of the Township of Southgate from any and all claims which may
arise from the Contractor's operations where bodily injury, death or property
damage is caused, and shall, without restricting the generality of the
foregoing, maintain insurance acceptable to Southgate, subject to limits of
liability of not less than $3 million inclusive.
(b)
All liability policies shall be written in such terms as will fully protect the
Contractor notwithstanding his assumption of liability and his indemnity
covenants under the contract.
(c)
All liability insurance policies shall be written in the names of the Contractor
and the Corporation of the Township of Southgate and shall be subject to a
cross liability clause. The Contractor agrees to provide to Southgate a
Certificate of Insurance in compliance with the above including a warranty that
the insurer will not cancel said policies without thirty days written notice of
such cancellation provided to Southgate. Such certificate shall clearly indicate
the amount deductible/applicable, if any.
(d)
Certificate of such other insurance as the owner may from time to time deem
necessary.
(e)
The Contractor shall maintain such insurance and pay such assessments as to
protect both the contractor and the owner from claims under the Workers'
Compensation Act.
Workers' Compensation
The Contractor shall submit a Clearance Certificate every 60 days during the active
working period and at completion of contract.
Page 78
Protection of Property
The Contractor will be responsible for any damage that may occur relative to the
execution of all operations arising from this contract. Any damage done to
Southgate's or surrounding property must be made good to the satisfaction of
Southgate.
Applicable Legislation
A. The Contractor shall comply with all applicable Provincial and Federal legislation
and regulations, including the Occupational Health & Safety Act and pertinent
Southgate by-law.
B. Municipal Freedom of Information and Protection of Privacy Act - Any personal
information provided in this document will be used for selection purposes only as
per the Municipal Freedom of Information and Protection of Privacy Act.
C. Accessibility for Ontarians with Disabilities Act, 2005 - The successful contractor
must be in compliance with the Township of Southgate Accessible Customer
Service Policy under the AODA, 2005 and provide proof that training requirements
have been met.
Protection
Temporary safeguards and protection shall be provided to adequately guard against
injuries to the public, particularly children and workmen, by accidents around and
adjacent to the project.
Termination
If, at the discretion of the Township of Southgate, there is default by the Contractor of
any of the terms contained herein, Southgate shall have the right to terminate the
contract upon giving the Contractor twenty-one (21) days notice to address the
concerns or issues to successfully complete the project.
Upon termination of the contract, the balance of the contract price shall be forfeited.
Acceptance or Rejections
-
Lowest or any Bid proposal is not necessarily accepted.
-
All Bid proposals must provide pricing for each of their submissions.
Southgate reserves the right to award the services required to the contractor with
the best proposal for the Township of Southgate. Southgate also reserves the right
to reject any or all bids or award the contract to other than the lowest bid received,
if in Southgate's opinion, it is in the best interest of the Township.
Site and Project Progress Meetings with Contractor
Page 79
The successful bidder will be required to hold project site meetings at least once every
days, or more frequently, if required by the Contractor or the Township's project
management review team.
Proposals to Include
a) Description of Firm - Firm's brief history with highlights of services provided.
b) Curriculum Vitae/Expertise - An outline of qualifications and experience of the team
members, including all sub-contractors to be assigned to complete any of the
services. Indicate the names of all personnel, and experience that will be involved
in the delivery of the service to the Township.
c) Team Organization - The respective roles and responsibilities team members will
take in the project team organization and in the development of design/tender
documents, contract administration and commissioning of the project.
d) Experience - Brief documentation on significant similar services, with client
references, together with a brief description of all other services of relevance.
e) Delivery Schedule - An outline of the approach proposed to meet the requested
schedule(s) and what other resources will be made available by the proponent to
meet service schedules should delays occur.
f) Cost Control - An outline of the approach proposed to effect cost control for the
Township.
Page 80
Evaluation and Selection - Services
Selection Process
Proposals will be assessed on the basis of information provided by the Respondent at
the time of submission. The evaluation of Proposals will be conducted by an evaluation
team comprised of staff members from the Township of Southgate and reserves the
right to interview and facilitate presentations in order to gain additional detail outside
of the proposals received.
Evaluation Criteria
Proposals will be assessed against the following criteria. The Township reserves the
right to shortlist firms for further evaluation and interviews which may alter the final
scoring results. Proposals will be scored based on meeting or exceeding the
expectations of the established evaluation criteria.
Note: Weight factors may be changed based on the type of procurement process, the type or
items being purchased and the importance of pricing versus other evaluation criteria.
The Township reserves the right to reject any or all proposals. The Township also
reserves the right to not proceed with the services proposal without stating reason
thereof.
Selection of a proposal(s) will be based on all the above criteria and any other relevant
information provided by the Respondent(s).
All proposals are to be submitted with the understanding that the selection of a
proposal for discussion by the Evaluation Committee shall not thereby result in the
formation of a contract. Nor shall it create any obligation on the Township to enter
into further discussions.
Evaluation Criteria
Weight
Factor
1.
Qualifications and Experience of Company
10
2.
Equipment capability & reliability.
10
3.
References - Service Delivery and Scheduling
10
4.
Approach to Cost Control
10
5.
Project Cost
60
Total
100
Page 81
Respondents shall include in their proposal a minimum of three (3) project references
demonstrating the capability and capacity to provide the services. The services
required will be awarded to the respondent who, in the sole judgment of the Township,
provides the best overall value. The Township will not be obligated to select the lowest
cost or any proposal.
The Township reserves the right to conduct references on the Respondents, the
results of which may affect the award decision.
Page 82
Proposal Specifications/Requirements - Services
1.
Scope of Services and Work Required
2.
Specifics and Details of Services Expectations
Page 83
Contractor Health and Safety Agreement - Services
It is our objective at the Township of Southgate, to provide all persons within our workplace,
the opportunity to work in a safe environment. It is the Municipality's Policy to totally elimina
all accidents through Health and Safety Standards. All Employees, Contractors,
Subcontractors, Suppliers and any other Service Providers to our projects must co-operate an
make all reasonable efforts to ensure the maximum protection and minimum inconvenience t
the general public, occupants, and the environment.
The Township of Southgate believes the following ideals must be accepted and
followed in order to ensure safety on our projects:
1. Any Contractor hired by Southgate must ensure that their employees have safety
training and certificates equal or exceeding the requirements set forth in the current
Occupational Health and Safety Act and current regulations.
2. The Contractor(s) on the project must work in conjunction with Southgate's
appointed Health and Safety representatives. All Contractors must follow Health and
Safety policies set forth by Southgate.
3. The Contractor must report and investigate all incidents, and near accidents to the
Southgate's Public Works Manager, and Health and Safety representatives within 24
hours.
4. Health and Safety issues will always be given immediate attention by the
Municipality, its representatives, contractors and subcontractors.
5. All applicable current and environmental legislation/regulation(s) are considered a
minimum requirement;
6. All employees, contractors/sub-contractors, suppliers and visitors/residents must
immediately report unsafe conditions, incidents, and accidents to Southgate's
Project/Site Supervisor or the Township of Southgate's Occupational Health and
Safety Committee;
Failure to adhere to one of the above stated requirements would jeopardize the Health and
Safety of all. Through a safety conscious workforce, the quality of work and production will
ensure safe and timely project completion. All accidents will be investigated to determine
the causes and corrective actions to prevent recurrence. Disciplinary Action in the form of:
Step 1 - verbal warning
Step 2 - written warning
Step 3 - notification to the Ministry of Labour re: Health and Safety Violations of the
Legislation/regulation(s), and unsafe work practices.
Southgate takes pride in the commitment of our employees and contractors, and will take
the necessary steps to ensure Health & Safety on all projects.
Note: A WSIB Certificate must be attached.
Contractor Approval:___________________ Phone Number:______________
Page 84
Required Bidder Documents Checklist - Services
Contractor Responsibilities
Municipal
Required
Contractor
Submitted
Documentation:
WSIB Certificate of Clearance (equivalent
private)
Liability Insurance Certificates $3,000,000
minimum
Health and Safety Policy Statement and
Operating Procedures
WHMIS 2015 Training Completed (proof
required by the successful bidder)
MSDS Training for all controlled products to
be on the work site
Traffic Plan & Control Training
General Requirements:
-
Comply with all Legislation, Regulations and
Codes
-
Enforce compliance with Municipal issued
safety violations
-
Preform regular safety inspections of project
-
Employ only qualified competent workers on
project
-
Provide qualified competent on-site
supervision
-
Provide copies of MOL reports, orders,
charges related to the project within 24
hours of receipt
-
Provide accident reports for critical injuries
related to this project to Municipality within
24 hours and all other accidents within 3
days
Signature: ______________________ Dated: ________________ 2019
X
X
X
X
X
X
X
X
X
X
Page 85
Required Bidder Documents Checklist con't. - Projects
Safety Requirements for Workers if applicable
Municipal
Required
Contractor
Submitted
Protective Equipment Required:
-
Safety Glasses/Goggles
-
Fall Arrest/Travel Restraint
-
Safety Footwear
-
Hard Hat & Safety Vest
-
Respirator
-
Lock & Tags for Lockout/Tagout
-
Hearing Protection
-
Chainsaw Gloves, Visor & Chaps
-
Class 2 Rubber Gloves
Required Signage and Barricades for Book 7
requirements
Other Requirements.
Municipal
Required
Contractor
Submitted
Signature: ______________________ Dated: ________________ 2019
Page 86
Bidder Information Responses - Services
Statement of Qualifications:
Experience-Statement of Companies expertise in this Business
Note: Attach any brochures and company profile that would support this section.
Contractor References
Company
Contact
Phone #
_________
Page 87
Bid Form Pricing Submission - Services
Bid Proposal Pricing:
Quantity
Description
Price
___
_____________________________________________
__________________
___
_____________________________________________
__________________
___
_____________________________________________
__________________
___
_____________________________________________
__________________
___
_____________________________________________
__________________
___
_____________________________________________
__________________
___
_____________________________________________
__________________
___
_____________________________________________
__________________
Total Proposal Costs
_____________
Other Optional Costs:
Description
Order Qty.
Unit Price
________________________________
_________
$________
________________________________
_________
$________
Page 88
Pricing Submission - Services Equipment Rates
Page 89
Bidder Checklist and Submissions Requirements-Services
Proposal Submission Inclusions:
The RFP proposal submission shall include the following documents:
1. A copy of this RFP document as provided with all signature approvals;
2. Complete the Contractor Health & Safety Agreement form;
3. Complete the Services Compliance Acknowledgements;
4. Complete the Required Bidder Documents Checklist forms;
5. Provide the Bidder Information Responses;
6. Complete the Bid Form Pricing Submission;
7. Include the Bid Deposit if applicable;
8. Complete the Bid Form Declaration; and
9. Provide any supporting documentation, materials, proposal explanations, etc.
will be accepted and used as part of the selection process.
Services Contacts & Compliance
The purpose of this document is to determine a contractor's ability and intention to
comply with the Township of Southgate's contractor safety requirements.
Contractor Company Name: ____________________________________
Contractor Phone: ____________________________________
Cell phone: ____________________________________
Site Supervisor: ____________________________________
Company Health & Safety Rep: ____________________________________
Page 90
Bid Form Declaration - Services
This Bid Proposal is submitted by: ______________________________
To: The Township of Southgate
1. I _________________________ OF ____________________________
DECLARE that no person, firm or corporation other than the one whose signature or the
signature of whose proper officers and the seal is or are attached below has any interest in
this Proposal or in the contract proposed to be taken.
2. I FURTHER DECLARE that this Proposal is made without any connection knowledge,
comparison of figures or arrangement with any other company, firm or person making a
Bid for the same service and is in all respects fair and without collusion or fraud.
3. I FURTHER DECLARE that no employee of the Township or elected official is or will
become interested directly or indirectly as a contracting party or otherwise in the
performance of the contract or in the supplies, work or business to which it relates or in
any portion of the profits thereof, or in any such supplies to be used therein or in any of the
monies to be derived therefrom.
4. I FURTHER DECLARE that the several matters stated in the said Proposal are in all
respects true.
5. I FURTHER DECLARE that I have carefully examined the Proposal, Instruction to
Bidders, General Conditions, Proposal Specifications/Requirements proposed and hereby
acknowledge the same to be part and parcel of any contract to be let for the service therein
described or defined and do all the work and to provide the services of the requirement
mentioned for the prices stated on the Bid Form Pricing Submission.
6. I FURTHER DECLARE that I have a clear understanding of all the work involved in this
contract.
7. I FURTHER DECLARE that this offer is to continue to be open to acceptance until the
formal awarding is made to the successful Bidder for the said service OR for a period of
sixty (60) days after the closing date, whichever first occurs and that the Township may, at
any time, within that period, without notice, accept this Proposal whether any other
Proposal has been previously accepted.
8. I FURTHER DECLARE that the awarding of the service based on this Proposal by the
Township shall be an acceptance of this Proposal.
Page 91
9. I FURTHER DECLARE that in the event of default or failure on our part, that the
Township shall be at liberty to advertise for new Proposals, or to carry out the works in any
other way they deem best, and we also agree to pay to the said Township the difference
between this Tender and any greater sum which the said Township may expend or incur by
reason of such default or failure or by reason of such action as aforesaid, on their part,
including the cost of any advertisement for new Proposals; and to indemnify and save
harmless the Township of Southgate and their officers from all loss, damage, cost charges
and expenses which they may suffer or be put to by reason of any such default or failure
on our part.
_______________________________ ______________________________
(COMPANY NAME)
(SIGNATURE)
_______________________________ ______________________________
(ADDRESS)
(PRINT NAME & TITLE)
_______________________________ ______________________________
(CITY OR TOWN)
(WITNESS OR SEAL)
_______________________________ ______________________________
(POSTAL CODE)
(DATED)
Page 92
TM-RFP Pricing Submission Option - Projects Appendix G
Pricing submissions for this proposal must include the project work being completed
on a contractor labour time requirement billed at quoted labour rates for site work,
subcontractor hourly labour rates, all materials at contractor invoice cost and the
provision for management site meetings as described in this RFP document. The
contractor will provide a percentage rate charge they will invoice the Township for
project management and supervisory site management of subcontractors.
Consultant costs will be priced as a total cost for engineering design, architectural
review and plans development.
Project Components
Price before Taxes
Engineering Design Build Plan Development &
Architectural Review
$__________________
Contractor's Site Supervisor Staff rate per hour
-
Estimated Total Supervisory labor hours
$_______ per hour
_______ project hours
Contractor's Labourers hourly labour rate
-
Estimated Total Labourers hours
$_______ per hour
_______ project hours
Contractor's Electrical subcontractor hourly labour rate
-
Estimated Electrical subcontractor total labour hours
$_______ per hour
_______ project hours
Contractor's Plumber subcontractor hourly labour rate
-
Estimated Plumbing subcontractor total labour hours
$_______ per hour
_______ project hours
Contractor's Mechanical subcontractor hourly labour rate
-
Estimated Mechanical subcontractor total labour hours
$_______ per hour
_______ project hours
Contractor's other subcontractor hourly labour rate
-
Estimated Other subcontractor total labour hours
o Specify the type of other project subcontractor
$_______ per hour
_______ project hours
___________________
Contractor Profit Fee for the Project Charged as a percentage
of Total Materials Purchase for the Township & consumed at
the Project Site
_______ %
Contractor Profit Fee for the Project Charged as a percentage
of Subcontractor's Project cost
_______ %
Contractor Management Fee for the Project Charged as a
percentage of Total Project Cost
_______ %