REQUEST FOR PROPOSAL FOR: SUPPLY & DELIVERY OF UNIFORMS, PROTECTIVE CLOTHING, HATS AND PROMOTIONAL ITEMS

Transcription

1 REQUEST FOR PROPOSAL FOR: SUPPLY & DELIVERY OF UNIFORMS, PROTECTIVE CLOTHING, HATS AND PROMOTIONAL ITEMS RFP# ISSUE DATE: THURSDAY APRIL 6 th, 2017 SUBMISSION DEADLINE: 12:00 NOON, THURSDAY APRIL 27 TH, 2017 THE DISTRICT MUNICIPALITY OF MUSKOKA 70 PINE STREET BRACEBRIDGE, ONTARIO P1L 1N3

2 TABLE OF CONTENTS PART A - INFORMATION AND INSTRUCTIONS TO PROPONENTS Invitation Delivery of Bids Summary of Events Inquiries Omissions, Discrepancies and Interpretations Withdrawal and Amendment of Proposals Proposal Preparation & Cost Completion of Submission Form Irrevocability of Bids Reservation of Rights and Privilege Estimated Quantities Statement of Understanding Black Out Period Freedom of Information and Protection of Privacy Confidential Information Conflict of Interest No Lobbying Illegal or Unethical Conduct... 8 PART B- STANDARD CONDITIONS Notification and Execution of Contract Piggyback Option Insurance Requirements Delivery Schedule Laws and Regulations Occupational Health and Safety District Not Employer Indemnification Termination Non-Assignment Evaluation of Performance Payment Terms PART C RFP PARTICULARS Introduction Term of the Contract Pricing Quality and Type of Garments Sweatshop Product Application of Logos Guarantee & Return Policy Repairs & Alterations Inventory & Backorders Measurements Ordering THE DISTRICT MUNICIPALITY OF MUSKOKA Page 2 of 32

3 42. Delivery Invoicing & Reporting Bid Submission Requirements Submission Evaluations PART D - SUBMISSION FORM Appendix A Required Sample List Appendix B Sample District Logos THE DISTRICT MUNICIPALITY OF MUSKOKA Page 3 of 32

4 PART A - INFORMATION AND INSTRUCTIONS TO PROPONENTS 1. Invitation The District Municipality of Muskoka ( District ) is inviting prospective proponents to submit proposals for the provision of uniforms, protective and safety clothing, hats and promotional items. 2. Delivery of Bids The Submission Form, together with all required supporting documentation must be submitted via to purchasing@muskoka.on.ca no later than 12:00:00 Noon on Thursday, April 27 th, Submissions will be deemed to be officially received by the time stamp issued by the District s server. Submissions received after the official closing time will be declared non-compliant and shall not be considered during the selection process. 3. Summary of Events Task Date Date of Posting Thursday April 6 th, 2017 Deadline for receipt of Questions Thursday April 20 th, 2017 Issue Answers on or before Monday April 24 th, 2017 Submission Deadline Thursday April 27 th, 2017 Evaluation of Samples Week of May 8 th, 2017 Note: Although every attempt will be made to meet all dates, the District reserves the right to modify any or all dates at its sole discretion. 4. Inquiries All inquiries concerning this RFP including scope of work, process and results will be made in writing ( ) by the date listed above, to: Rebecca Hockin Manager, Purchasing & Risk Management purchasing@muskoka.on.ca Inquiries shall not be directed to any other District employees. No clarification requests will be accepted by telephone. 5. Omissions, Discrepancies and Interpretations Should a proponent find omissions from or discrepancies in any of the proposal documents or should he be in doubt as to the meaning of any part of such documents, he should notify the District, in writing ( or fax will be accepted) before submitting his proposal and, not later than the deadline for receipt of questions. If the District considers that a correction, explanation or interpretation is necessary or desirable, the District will issue an addendum. THE DISTRICT MUNICIPALITY OF MUSKOKA Page 4 of 32

5 The District shall not be held liable for any errors or omissions in any part of this document. While the District has used considerable efforts to ensure an accurate representation of information in this document, the information contained herein is supplied solely as a guideline for proponents. The information is not guaranteed or warranted to be accurate by the District, nor is it necessarily comprehensive or exhaustive. Nothing in the document is intended to relieve the District from forming their own opinions and conclusions with respect to the matters addressed in this document. Addenda if required will be issued by the District and shall hereby form part and parcel of the said project. Failure to acknowledge the addendum/addenda issued may result in a noncompliant submission. All addenda should be issued forty-eight (48) hours before the closing date and time and will be posted to the District website and Biddingo.com. It is the responsibility of the proponent to have received all addenda that have been issued by the District. No oral explanation or interpretation will modify any of the requirements or provisions of the documents. The District will assume NO responsibility for oral instructions or suggestions. 6. Withdrawal and Amendment of Proposals Proponents may withdraw their proposal at any time up to the official closing time by submitting a letter, signed by an authorized representative on their company letterhead to the RFP contact. Proponents may amend their proposal up to the official closing time by withdrawing their proposal and submitting a new proposal. Amendments by telephone, facsimile or shall not be accepted or considered. 7. Proposal Preparation & Cost All expenses incurred through the preparation and submission of a bid or in providing any additional information necessary for the evaluation of the bid by the District shall be borne by the proponent. The District will not return the proposal or any accompanying documents submitted by a proponent. 8. Completion of Submission Form Proposals are required to be submitted on the Submission Form included in this proposal package, together with any further forms or sheets which proponents are instructed elsewhere herein, or in any addendum hereto, to include with their proposals. Proponents may retain the rest of the proposal documents issued to them. All entries in the Submission Form shall be in ink or typewritten, with original signatures. 9. Irrevocability of Bids Proposals shall be irrevocable and shall remain open for acceptance for a period of ninety (90) days from the submission deadline. 10. Reservation of Rights and Privilege The District has the right to accept or reject any and all proposals, in whole or in part. The District has the right to cancel this RFP at any time and for any reason without any liability to any proponent. THE DISTRICT MUNICIPALITY OF MUSKOKA Page 5 of 32

6 The District reserves the right to award the Contract in its entirety or in part, to one or more Proponents, in accordance with the RFP. The District has the right to waive strict compliance with the terms of the RFP if, in the opinion of the District, the non-compliance does not affect the Proposal in any material way, materiality to be determined in the sole discretion of the District. The District reserves the right, privilege, entitlement and absolute discretion, and for any reason whatsoever to: a. accept a Proposal other than the lowest Proposal or reject the lowest Proposal; b. cancel this RFP at any time, either before or after the Submission Deadline; c. accept or reject any and all Proposals, whether in whole or in part; d. accept the Proposal deemed most favourable to the interest of the District or that may provide the greatest value and benefit to the District based upon and not limited to: i. price ii. ability iii. service iv. past experience v. past performance vi. qualification e. waive any informalities, requirements, discrepancies, errors, omissions, or any other defects or deficiencies in any Submission Form or Proposal Submission. The District may consider the total Bid price, inclusive of the prices tendered for any provisional or optional items, or only the price stipulated for the base contract work, or any combination thereof, in determining which proposal best meets its needs and interests. The District reserves the right to seek clarification of the contents of any Proposal, or to require a Proponent to submit further documentation. In its evaluation of the Proposals, the District may consider the following: a. information provided in response to enquiries of credit, experience and industry references set out in the Proposal; b. information received in response to enquiries made by the District of third parties apart from those disclosed in the Proposal in relation to the reputation, reliability, experience and capabilities of the Proponent; c. the experience and qualification of the Proponent s senior management, and project management. d. The compliance of the Proponent with the District s requirements and specifications; or e. Proponents with known poor safety records or with inadequate qualifications or equipment shall not be considered for Award. The District reserves the right to verify any information from third parties and receive additional information regarding any Proponent, its directors, officers, shareholders or owners, and any other party associated with the Proposal, as the District may require. The District has the right to reject any Proponent who is involved in litigation with the District. If only one Proposal is received, the District has the right to elect to: a. open the Proposal; b. not open the Proposal and close the RFP; THE DISTRICT MUNICIPALITY OF MUSKOKA Page 6 of 32

7 c. reject the Proposal and cancel the RFP if the Proposal is over budget. If no Proposals or no compliant Proposals are received, the District has the right to elect to: a. cancel the RFP and reissue the Proposal Document at a later date; b. cancel the RFP and to single source the works to any one person or entity whatsoever at its sole discretion. By submitting a Proposal, the Proponent acknowledges the District s rights under this Section and absolutely waives any right, or cause of action against the District, by reason of the District s failure to accept the Proposal submitted by the Proponent, whether such right or cause of action arises in contract, negligence or otherwise. 11. Estimated Quantities The proponent understands and accepts that the quantities shown in the RFP Document are approximate estimates only and are subject to increase, decrease or deletion entirely if found not to be required at the discretion of the District. 12. Statement of Understanding Each proponent shall be deemed to have carefully examined the RFP prior to submitting its response, and if it should discover any omissions, errors, discrepancies, ambiguities or other anomalies or have any questions or doubts as to the meaning of any portion thereof, it shall, before submitting its response, communicate the same in writing to the District. Each proponent warrants and represents that it has substantial and significant experience in undertaking work of a nature and scope similar to that contemplated herein, and that it possesses the competence, skills, experience and expertise required to successfully carry out the work and that in preparing its response, it has satisfied itself that it has secured all necessary information required by a competent, experienced proponent to prepare a responsible and complete response. 13. Black Out Period The District prohibits communications with respect to this proposal opportunity initiated by a proponent to any District official, consultant or employee for the period of time from the closing of the proposal up to and including the date that the contract has been awarded. This is called the Black Out Period of a competitive proposal process. Any communication between a proponent and the District during the Black Out Period will be initiated by a representative from the District. Any communication initiated by a proponent during the Blackout Period in contradiction to this clause, may be grounds for disqualifying the proponent from consideration for the Contract Award. 14. Freedom of Information and Protection of Privacy Proponents are advised that all written communications received by the District as part of this procurement are subject to the provisions of the Municipal Freedom of Information and Protection of Privacy Act. Proponents may mark any part of their submission as confidential except for the total contract price and the proponent s name. The District will use its best efforts not to disclose any THE DISTRICT MUNICIPALITY OF MUSKOKA Page 7 of 32

8 information so marked but shall not be liable to a proponent where information is disclosed by virtue of an order of the Privacy Commissioner or otherwise as required by law. 15. Confidential Information All information provided by or obtained from the District in and form in connection with this RFP a. is the sole property of the District and must be treated as confidential; b. is not to be used for any purpose other than replying to this RFP and any subsequent contract; c. shall not be disclosed without prior written authorization from the District; d. shall be returned by the proponent immediately upon request of the District. 16. Conflict of Interest The District may disqualify a proponent for any conduct, situation or circumstances determined by the District, in its sole discretion, to constitute a conflict of interest, real or perceived. 17. No Lobbying Any attempt on the part of a proponent, or its employees, agents, contractors, sub-contractors or representatives, to contact an employee of the District, Elected Official or Appointed Officer, other than the designated staff detailed in this RFP, to influence the purchasing process or subsequent selection, may result in the disqualification from the bidding process. 18. Illegal or Unethical Conduct Proponents must not engage in any illegal business practices, including activities such as bidrigging, price-fixing, bribery, fraud, coercion or collusion. Proponents must not engage in any unethical conduct, including lobbying, as described above, or other inappropriate communications; offering gifts to any employees, officers, agents, elected or appointed officials or other representatives of the District; deceitfulness; submitting quotations containing misrepresentations or other misleading or inaccurate information; or any other conduct that compromises or may be seen to compromise the competitive process provided for in this RFP. THE DISTRICT MUNICIPALITY OF MUSKOKA Page 8 of 32

9 PART B- STANDARD CONDITIONS 19. Notification and Execution of Contract The successful proponent selected by the District to enter into contract will be notified in writing. The successful proponent shall sign the contract in duplicate (2), within ten (10) business days of receiving notification. This provision is solely for the benefit of the District and may be waived by the District. If a selected proponent fails to execute the agreement, the District may withdraw the selection of that proponent and proceed with the selection of another proponent. Once the agreement has been executed, the other proponents will be notified in writing of the outcomes of the RFP process. A sample agreement is enclosed herein to be complete by the successful proponent. 20. Piggyback Option Any resultant contract between the Proponent and the District, including any amendments, may be accessed by any Public Agency including but not limited to a Municipality, Region, Single Tier, Town, Township or Village. All provisions, excluding freight, shipping and delivery lead times will apply to any of the above listed entities opting to access the contract. The successful proponent and any additional agencies will enter into their own separate agreements for the goods and services. 21. Insurance Requirements The following requirements are standard for the District and are included as an indication of the level of coverage which will be sought by the District. All insurance costs related below will be borne by the successful proponent(s). Successful Proponent Insurance Requirements: The successful proponent shall provide and maintain during the term of the Contract: Commercial General Liability insurance subject to limits of not less than Two Million ($ 2,000,000) inclusive per occurrence. To achieve the desired limit, umbrella or excess liability insurance may be used. Coverage shall include but not limited to bodily injury including death, personal injury, damage to property including loss of use thereof, premises and completed operations, contractual liability, contingent employers liability, owner s protective coverage, nonowned automobile and contain a cross liability, severability of insured clause. The District Municipality of Muskoka is to be added as an additional insured but only with respect to liability arising out of the operations of the Named Insured. Standard automobile and non-owned automobile liability insurance and shall protect them against all liability arising out of the use of owned or leased vehicles, used by the Proponent, its employees or agents. The limits of the liability for both owned and non-owned vehicles shall not be less than Two Million ($2,000,000) per occurrence. All policies shall be endorsed to provide the District with not less than 30 Days written notice of cancellation. THE DISTRICT MUNICIPALITY OF MUSKOKA Page 9 of 32

10 22. Delivery Schedule Time is of the essence for the delivery or provision of the goods and services or either of them requested herein. The delivery date shall be adhered to, as the District is relying on that date for part of its operations. Failure to comply with the agreed schedule between the District and the successful proponent may result in the District taking further action to obtain an alternative supply, in which event the cost incurred shall be charged to the successful proponent. If the successful proponent does not pay such cost, it shall be deducted from the balance of the purchase price owing. Where it is not possible to obtain the goods and services on or before the date of delivery, the District shall charge back to the successful proponent the difference in cost between the price submission and the acquisition cost of the alternative goods and services. 23. Laws and Regulations The proponent shall comply with all applicable statutes, laws, by-laws, regulations, ordinances and orders whether Federal, Provincial, Municipal or otherwise, at any time in effect during the currency of this Contract. 24. Occupational Health and Safety The proponent shall be solely responsible for safety on the project and for compliance with the rules; regulations and practices required by the applicable Health and Safety legislation and shall be responsible for initiating, maintaining and supervising all safety precautions and programs in connection with the performance of the Work. 25. District Not Employer The proponent agrees that the District is not to be understood as the employer to any proponent nor to such proponent s personnel or staff for any work, services, or supply of any products or materials that may be awarded as a result of this RFP document. 26. Indemnification The proponent shall indemnify and save harmless the District from and against all claims, actions, losses, costs, damages, or other proceedings by whomsoever made, which the District, its employees, officers or agents may suffer as a result of or in any way caused by negligent acts or omissions by the proponent or any of its officers, directors, employees, or agents, in connection with the Services performed. 27. Termination In the event that the proponent fails to comply with any provision of the Contract or otherwise fails to perform its obligations hereunder in a competent manner satisfactory to the District, the District may give notice in writing to the proponent of such failure. In the event that the proponent has not remedied its failure within ten (10) days of the said notice, the District shall be entitled to exercise any one or more of the following remedies: a. the District may terminate the Contract without further notice and exercise its rights to the performance security provided by the proponent; b. the District may withhold any payment due to the proponent hereunder until the Proponent has remedied its failure; THE DISTRICT MUNICIPALITY OF MUSKOKA Page 10 of 32

11 c. the District may engage the services of others to remedy the proponent s failure, and obtain reimbursement therefore from the proponent. Such reimbursement may be obtained either through deduction from any amount owing to the proponent or through any other legal means available to the District; or d. the District may assert any other remedy available to it in law or equity. e. The District reserves the right to terminate the contract at any time without cause and without liability upon thirty (30) days written notice. 28. Non-Assignment The successful proponent(s) may not assign this contract in whole or in part or any work performed in accordance with the contract without the prior written consent of the District. Such written consent, however, shall not relieve the supplier of his/her liabilities and obligations under any circumstances and shall be within the sole and unfretted discretion of the District. 29. Evaluation of Performance Upon completion of the contract, the District may complete an evaluation of the proponent s performance. The evaluation shall be placed on file and a copy of this evaluation may be provided to the proponent. This information may be made available to persons requesting District references for the proponent and also may be reviewed and may form part of the criteria when awarding future bids by the District. In the event of documented poor performance, nonperformance or conflict of interest, the District may put the proponent on a no-bid list and will not accept bids from the proponent for up to two (2) years. The proponent hereby authorizes the maintenance and release of this information. 30. Payment Terms The District s standard payment terms are NET 30 days from the date of invoice. To allow for timely payment; the Purchase Order must be referenced on all invoices where applicable. All payments will be processed using electronic funds transfer (EFT). If any deviation from the accepted method of payment is necessary such deviation shall be mutually agreed upon and confirmed in writing by both the vendor and the District. The successful proponent(s) will be required to provide their appropriate banking information to facilitate such payment. This information will not be used for any other purpose. Remittance advices indicating the invoice number and amount being deposited and the date of deposit are sent via . Invoices may be submitted electronically to printshop@muskoka.on.ca or mailed directly to: The District Municipality of Muskoka Attn: Lisa Waters 70 Pine Street, Bracebridge, ON P1L 1N3 Inquiries regarding payment status shall be directed to ebilling@muskoka.on.ca THE DISTRICT MUNICIPALITY OF MUSKOKA Page 11 of 32

12 PART C RFP PARTICULARS 31. Introduction The District invites qualified proponents to submit a bid for the supply and delivery of employee clothing for various District departments. There are approximately 100 full time employees (a combination of men and women) that would be requiring clothing under this program along with a range of seasonal and contract staff at different times throughout the year. The program will generally consist of employees replacing parts of their uniform on an annual basis in accordance with their replacement allowance. New employees will be entitled to a complete starter uniform which currently consists of three (3) pairs of pants, three (3) longsleeved shirts and two (2) short-sleeved shirts per person as an initial package. These allowances and entitlements are subject to change. A range of protective clothing items are also required and will be purchased on an as needed basis. Proponents may submit pricing on any or all Parts of the contract. The District reserves the right to award the contract in part to more than one proponent. The District reserves the right to find alternate sources if the successful proponent does not fulfill their obligation to supply, deliver and/or provide the service contained in their proposal. 32. Term of the Contract The contract will be for a term from July 1 st, 2017 to December 31 st, 2019 with an option to extend the contract for three (3) additional one (1) year terms, awarded in single increments if mutually agreeable. 33. Pricing Unit prices must be firm for the initial term of the contract and shall include all costs including but not limited to supply, delivery, and measurements excluding HST. Pricing options for logo application shall be included separately. For any possible contract extension year(s), the modified pricing, if any, shall be based on the current Consumer Price Index, Ontario, Clothing and Footwear, month of April, current contract year. 34. Quality and Type of Garments All garments must be machine washable, be pre-shrunk or shrink free and where possible, wrinkle free. Garments can be unisex except where indicated on the bid form under Ladies and Men s where a specific gender design is required. The blanket contract will include a designated list of clothing. The District reserves the right to add, change or remove items without penalty throughout the contract period. Proposed garments shall not be substituted or changed without providing sufficient advanced notice to the District and the subsequent approval from the District. The supplier shall notify the District immediately as they become aware of any clothing item within the contract that becomes discontinued and provide a comparable substitute item for the District s consideration. THE DISTRICT MUNICIPALITY OF MUSKOKA Page 12 of 32

13 35. Sweatshop Product The District will not accept goods or products manufactured, assembled or produced in a Sweatshop or under Sweatshop conditions. Sweatshop Conditions means working conditions that include any of the following: Employees compensated by their employer at an hourly rate below the poverty threshold; Employees subject to forced labour practices, whether in the form of involuntary prison labour, indentured labour, bonded labour or otherwise; Employees under the age of 18 exposed to situations, in or outside the workplace, that are hazardous, unsafe or unhealthy; Employees not provided with a minimum of one day off for every seven day period; Employees subject to physical, sexual, psychological abuse or harassment, verbal abuse, or any other form of abuse, including punishment; Employees not provided with a safe and hygienic workplace, including access to clean toilet facilities and safe drinking water. 36. Application of Logos The current process is for the District logo to be crested on each shirt, jacket and hat. The District will supply crests to be sewn on by the supplier; crests are to be sewn on, except for ball caps and wide brim hats will be heat applied. Winter toques will be embroidered. Crests are approximately 1.5 x 4. The District would like to look at alternative logo application options and is requesting pricing for embroidery and print screening as well. The cost for logo applications shall be quoted separately from the unit price for clothing and hats. Based on the pricing received, the application type will be decided upon award of the contract. Sample logos can be found in Appendix B. 37. Guarantee & Return Policy Suppliers are to provide guarantee against uniform defects. Proponents shall enclose a copy of their guarantee and return policy with their bid. 38. Repairs & Alterations The supplier shall perform minor repairs and alterations on a no-charge basis and should be completed in a timely manner; no employee shall be without their clothing for more than ten (10) business days. All repairs and alterations shall be performed to the satisfaction of the employee. 39. Inventory & Backorders For the duration of the contract, the supplier will agree to maintain an acceptable level of inventory to ensure that District staff can maintain their allotment of uniforms. In the event that items are backordered for period of more than two (2) weeks, the District reserves the right to obtain goods from another supplier who can provide the required item. If items are backordered THE DISTRICT MUNICIPALITY OF MUSKOKA Page 13 of 32

14 or need to be altered or repaired, the supplier will notify the District at and provide an estimated delivery date. 40. Measurements The supplier will be required to measure District staff throughout the contract at the District s site approximately twice per year, spring and fall at no extra charge. The supplier will also bring samples for staff to try on to obtain their correct measuring. The supplier must bring samples of the exact clothing that is provided for in the contract. The supplier will also measure all new employees on an as needed basis. 41. Ordering Orders will be placed by the District using an ordering form created by the District and ed to the vendor. All forms must be pre-authorized by a supervisor. The supplier may collect order forms and place a bulk order at a minimum of every two (2) weeks. Orders shall be delivered to employees within three (3) weeks from the order or bulk order date. Online ordering options, if available should also be proposed within the proponent s submission. 42. Delivery All items ordered shall be delivered to the address provided at the time of order. All shipments shall be FOB destination. The total requirements for each employee MUST be packaged separately, showing the employee s name for each order. This requirement is needed whether items are ordered on an individual or bulk order basis. Orders must be shipped as they are filled. 43. Invoicing & Reporting Invoices shall be submitted as indicated in clause 30. Payment Terms. All invoices must detail the name of the employee making the purchase as well as an itemized breakdown of their purchase. The District will not pay for items purchased that are not contained within the contract, unless previously approved. Any purchases made by an employee above their annual allowance will be the responsibility of the employee. Where possible, the supplier will operate, maintain and update a database of all District staff receiving clothing under this contract. The database will be available in MS Excel and provided to the District upon request. The database will contain the Employee Name, Garment Sizes, and Measurements for each item ordered, and the Date of last measurement. 44. Bid Submission Requirements The submission should include at a minimum the following information and shall be submitted in the same sequence provided: a. Table of Contents b. Completed Submission Form THE DISTRICT MUNICIPALITY OF MUSKOKA Page 14 of 32

15 c. Company Background and Relevant Experience: i. Provide an outline of your company background including the number of employees and years in business. ii. Provide an outline of your company experience in relation to the work detailed herein. d. Company Personnel: Provide an outline of the key personnel that will be assigned to work with the District including but not limited to, years worked for the company and years experienced in field. e. Logistics i. Detail your company s ability to meet the District s measurement requirements. ii. iii. iv. Detail the time period to fill and deliver each order. Detail your company s ordering and delivery process. Detail your company s ability to meet the District s reporting requirements. f. After Sales Service: i. Detail your company s guarantee, exchange and return policy. ii. Detail your company s ability to meet the District s repairs and alterations requirements. g. Completed Schedule I Proposed Pricing Schedule h. Completed Reference Form i. Catalogues and/or other literature describing the proposed product line should be included to assist the evaluation team. 45. Submission Evaluations Selection of a submission for each element will be based on, but not solely limited to, the following criteria and weighting: ITEM EVALUATION CRITERIA POINTS Phase 1 1 Completeness of Submission 5 2 Company Background, Experience, Key Personnel 10 3 Logistics & After Sales Service 20 4 Proposed Fee 30 THE DISTRICT MUNICIPALITY OF MUSKOKA Page 15 of 32

16 Phase 2 1 Samples 35 Total 100 Phase 1: As this RFP is requiring unit prices without known or estimated quantities, and will be ordered throughout the term of the contract on an as required, as needed basis, the points allotted for evaluation purposes will be based on the total cost of one (1) of each clothing item required as listed in Schedule I Proposed Pricing Schedule. Points awarded for the Proposed Fee portion of the evaluation shall be in accordance with the following: The lowest fee proposed shall be awarded the full amount of points available for the fee portion of the evaluation (30). All higher fees proposed shall be awarded points, rounded to the closest full point for the fee portion of the evaluation by the following: Lowest Bid x (maximum points for proposed Fee) =points Proposed Bid An Evaluation Committee will evaluate each of the compliant submission received in accordance with the evaluation criteria as set out in the RFP Document. The Committee reserves the right to enter into further discussions in order to obtain information that will allow the Committee to reach a decision with a Proponent, and to waive irregularities and omissions if, in doing so, the best interest of the District will be served. The Evaluation Committee reserves the right to consider the following during the evaluation process: i. Information provided in the submission itself; ii. Information provided in response to enquiries of credit, experience and industry references set out in the submission; iii. Information received in response to enquiries made by the District of third parties apart from those disclosed in the Submission in relation to the reputation, reliability, experience and capabilities of the Proponent; iv. The manner in which the Proponent provides services to others; v. The compliance of the Proponent with the District s requirements and specifications; or vi. By submitting a submission, the Proponent acknowledges the District s rights under this Section and absolutely waives any right, or cause of action against the District, by reason of the District s failure to accept the submission submitted by the Proponent, whether such right or cause of action arises in project, negligence, or otherwise. Phase 2: As part of the two (2) phase evaluation process, samples will be requested from up to the top three (3) scoring compliant proponents based on the total score achieved from phase one (1), as listed above. One new sample of each of the items listed in Appendix A Required Sample List shall be submitted to the District for evaluation. The proponent must clearly label all samples indicating THE DISTRICT MUNICIPALITY OF MUSKOKA Page 16 of 32

17 the item number as listed in Appendix A and the proponent s company name. It is the intent that the District will retain the samples up to a two (2) week period for review. Proponents are only required to provide samples for those parts of the contract they have bid on. The number of proponents for sample review may be increased as this is dependent upon whether bidders bid on all parts of the contract or only a portion of the contract. The proponent must include samples of the exact clothing that will be provided for in the contract. The District will not accept alternate samples unless requested by the District. Samples shall be delivered to 70 Pine Street, Bracebridge upon notification from the District. If any proponent fails to provide samples within the time deadline provided at the time of request, the District may choose to request samples from the next highest scoring proponent. The evaluation committee will review the samples to determine many factors, including but not limited to quality, functionality, suitability and ability to meet any of the District s objectives. If the District deems that a sample does not meet the intent of the specifications, the District may request that an alternative product be provided along with the adjusted pricing for that product. Selection of Proponent: The scores from Phase 1 and Phase 2 will be added together and the proponent with the highest overall combined score will be selected as the successful proponent. THE DISTRICT MUNICIPALITY OF MUSKOKA Page 17 of 32

18 PART D - SUBMISSION FORM SUBMISSION FORM THE DISTRICT MUNICIPALITY OF MUSKOKA 70 Pine Street, Bracebridge, ON Pl1 1N3 RFP #: UNIFORMS, PROTECTIVE CLOTHING, HATS AND PROMOTIONAL ITEMS DOCUMENTS TO BE ENCLOSED WITH THIS FORM INCLUDING BUT NOT LIMITED TO: Submission Form Company Background & Relevant Experience Company Personnel Logistics After Sales Service Proposed Fee Reference Form INDICATE WHICH CATEGORIES YOU HAVE SUBMITTED PRICING FOR: Part A Part B Protective Clothing Part C Promotional Items Part D Hats THE DISTRICT MUNICIPALITY OF MUSKOKA Page 18 of 32

19 SUBMISSION FORM 1. Proponent Information Company Name Proponent s Main Contact Individual Address Office Phone # Toll Free # Cellular # Fax # Address Website 2. Addendum This will acknowledge receipt of the following addenda and, that the pricing quoted includes the provision set out in such addendum(s) ADDENDUM # DATE RECEIVED # # # 3. Acceptance of Terms In responding to this RFP, the proponent acknowledges that they have read and completely understand and accepts all terms of the RFP. By submitting a proposal, the proponent agrees and consents to the terms, conditions and provisions of the RFP and offers to provide the services in accordance therewith at the rates set out in their proposal. THE DISTRICT MUNICIPALITY OF MUSKOKA Page 19 of 32

20 SUBMISSION FORM AUTHORIZED SIGNATURES Authorized Signature of Proponent Name of Proponent Representative Title of Proponent Date THE DISTRICT MUNICIPALITY OF MUSKOKA Page 20 of 32

21 SCHEDULE OF PRICES PART A UNIFORMS Proponents may bid on any or all parts of the contract, however, to be accepted each Part must show quotes on all items listed in that Part. Prices will remain firm for the initial term of the contract. must fit the equivalent of XS to 4XL. All clothing must be navy unless otherwise indicated. Description Make/Manufacturer Style # Unit Price Long sleeved button up collared shirt Polyester/cotton blend Long sleeved button up twill collared shirt 100% cotton Short sleeved button up collared shirt Polyester/cotton blend Short sleeved button up twill collared shirt 100% cotton Flat front work pants Polyester/cotton blend Men s Flat front work pants Polyester/cotton blend Women s Cargo style work pants Polyester/cotton blend Men s Cargo style work pants Polyester/cotton blend Women s Utility style work pant 100% cotton duck Men s Utility style work pant 100% cotton duck Women s Drawstring scrub pants Straight leg Polyester/cotton blend Women s Ventilated cargo style work pant with zip off leg covers CSA-Z96 compliance THE DISTRICT MUNICIPALITY OF MUSKOKA Page 21 of 32

22 SCHEDULE OF PRICES PART B PROTECTIVE CLOTHING Proponents may bid on any or all parts of the contract, however, to be accepted each Part must show quotes on all items listed in that Part. Prices will remain firm for the initial term of the contract. High Visibility All High Visibility items must conform to CSA Z96-15 Class 2, Level 2 requirements as a minimum. Description Make/Manufacturer Style # Unit Price 7 in 1 Hi-Vis winter safety jacket Reflective taping Detachable hood on outer shell included Liner - polyester rip-stop outer Protection up to -30C Lime-Yellow 3 in 1 Hi-Vis all season safety jacket Reflective taping Detachable hood on outer shell included Waterproof Lime-Yellow Hi-Vis micro fleece full zip sweater Reflective taping Detachable hood Hi-Vis short sleeve t-shirt Moisture-wicking microfiber fabric Reflective taping Lime-Yellow Hi-Vis short sleeve t-shirt Moisture-wicking cotton fabric Reflective taping Lime-Yellow Hi-Vis insulated bib overalls Protection up to -30C 100% waterproof Lime-Yellow Hi-Vis bib overalls 100% waterproof Lime-Yellow THE DISTRICT MUNICIPALITY OF MUSKOKA Page 22 of 32

23 SCHEDULE OF PRICES PART B PROTECTIVE CLOTHING Proponents may bid on any or all parts of the contract, however, to be accepted each Part must show quotes on all items listed in that Part. Prices will remain firm for the initial term of the contract. Description Make/Manufacturer Style # Unit Price 7 in 1 duck work jacket 100% cotton duck Reflective piping/panels Navy or Black Straight cut work jacket Twill polyester/cotton blend Mid-weight Navy Shell jacket spring Polyester with cotton or micro fleece lining Water resistant Zipper pockets Navy Insulated winter coveralls Heavy weight twill fabric Detachable hood Navy Unlined coveralls Polyester/cotton blend Navy Unlined Coveralls 100% Cotton, heavy weight twill fabric Navy Lab coat 3 pockets Snaps or buttons Polyester/cotton blend Navy THE DISTRICT MUNICIPALITY OF MUSKOKA Page 23 of 32

24 SCHEDULE OF PRICES PART C PROMOTIONAL ITEMS Proponents may bid on any or all parts of the contract, however, to be accepted each Part must show quotes on all items listed in that Part. Prices will remain firm for the initial term of the contract. Shirts must be a minimum 80/20 blend, medium to tight weave. Sizing must be unisex, with minimum sizes XS to 4XL. All shirts will be navy with the exception of short sleeve T-shirts which shall also be available in heather grey. Description Make/Manufacturer Style # Unit Price T-Shirt with pocket, navy T-Shirt with pocket, heather grey T-Shirt without pocket, navy T-Shirt without pocket, heather grey Golf shirt with left breast pocket and button up neck Long sleeve T-shirt Crew neck sweatshirt Pullover sweatshirt with hood Hooded sweatshirt with full zip THE DISTRICT MUNICIPALITY OF MUSKOKA Page 24 of 32

25 SCHEDULE OF PRICES PART D HATS Proponents may bid on any or all parts of the contract, however, to be accepted each Part must show quotes on all items listed in that Part. Prices will remain firm for the initial term of the contract. Hats are to be all one colour, one size fits all. The crest will be placed above the brim for ball hats and Tilley style; the logo will be embroidered on the winter toques. Ball caps and Tilley style hats shall be available in navy and grey. Winter toques shall be a fold up style and navy in colour. Ball cap, navy Description Make/Manufacturer Style # Unit Price Ball cap, heather grey Wide brim (Tilley Style) hat, navy Wide brim (Tilley Style) hat, heather grey Winter toque, fold up THE DISTRICT MUNICIPALITY OF MUSKOKA Page 25 of 32

26 SCHEDULE OF PRICES LOGO & ADDITIONAL COSTS Logo Application Type Price per item Crest sewn on (see current crest sample) Logo embroidery white writing only (see winter toque) Logo embroidery full logo, three colours (see new logo sample) Logo screen printing full logo three colour (see new logo sample) Please describe any additional charges or costs that might apply to products ordered in Parts A through D. THE DISTRICT MUNICIPALITY OF MUSKOKA Page 26 of 32

27 REFERENCE FORM The proponent shall provide below three (3) separate Customers having purchased a similar services as specified herein for a previous five (5) year period from the issuance of this document. Current or past suppliers of the District must list the District as a reference. REFERENCE # 1 Customer Contact Name & Phone Number Contact Address Date of Contract Description of Services Provided REFERENCE # 2 Customer Contact Name & Phone Number Contact Address Date of Contract Description of Services Provided REFERENCE # 3 Customer Contact Name & Phone Number Contact Address Date of Contract Description of Services Provided REFERENCE RELEASE FORM I (authorized signatory for the submitting Firm) authorize the District to contact the person and/or organization listed on the REFERENCE FORM, for the purpose of obtaining information relating to the proponent. The District reserves the right to call references if in its sole discretion finds a need to do so. The District reserves the right to check other references other than listed herein. THE DISTRICT MUNICIPALITY OF MUSKOKA Page 27 of 32

28 THIS AGREEMENT made in duplicate on this day of BETWEEN The District Municipality of Muskoka hereinafter called the Owner, AND herein after called the Supplier WHEREAS the Owner has awarded to the Supplier the Contract for; RFP # According to the terms and conditions herein referred to, the Supplier having put in a Bid therefore, a copy of which is hereto annexed, which bid was accepted by the Owner on the; day of, THE Supplier covenants and agrees with the Owner to provide, as more specifically set out in the Bid Documents and provide such goods, proper and sufficient materials, equipment and labour of all kinds whatsoever as may be necessary for Supplying the said goods and services, as hereinafter specified and in accordance with the conditions and requirements prepared therefore and attached hereto and which are expressly acknowledged and made part of this Contract. IN witness where of the parties hereto have hereunto set their hand and seals on the above date. SUPPLIER SIGNED, SEALED AND ) DELIVERED ) Signature: ) ) ) Position: ) (I have authority to bind the Company) ) ) Witness: ) (If not under Seal) ) ) ) THE DISTRICT MUNICIPALITY OF MUSKOKA Per: Per: Rebecca Hockin Julie Stevens Manager, Purchasing & Risk Management Commissioner, Finance & Corporate Services THE DISTRICT MUNICIPALITY OF MUSKOKA Page 28 of 32

29 APPENDIX A REQUIRED SAMPLE LIST Please submit this list with your samples One (1) new sample of each of the following items shall be submitted. Samples may be in the size and colour choice of the Proponent, though the District would prefer they be the colours proposed in the contract. The sample must be the exact item style that will be included in the contract. Note: Only proponents who pass onto Phase two (2) of the evaluation process will be required to fulfil the requirement of providing sample articles. Item No. Item Description Sample Submitted SHRT#1 LSPC Long sleeved button up collared, poly/cotton SHRT#2 LSC Long sleeved button up collared, 100% cotton SHRT#3 SSPC Short sleeved button up collared, poly/cotton SHRT#4 SSC Short sleeved button up collared, 100% cotton SHRT#5 HVZ Hi-vis micro fleece full zip sweater SHRT#6 HVSSM SHRT#7 HVSSC SHRT#8 TSP SHRT#9 TS SHRT#10 GS SHRT#11 LST SHRT#12 CNSS SHRT#13 POSS SHRT#14 HSS PANT#1 FFPCM Hi-vis short sleeve t-shirt, microfiber Hi-vis short sleeve t-shirt, cotton T-shirt with pocket T-shirt without pocket Golf Shirt Long sleeve T-shirt Crew neck sweatshirt Pullover sweatshirt with hood Hooded sweatshirt with full zip Flat front work pants, poly/cotton Men s PANT#2 FFPCW Flat front work pants, poly/cotton Women s PANT#3 CPCM Cargo pants, poly/cotton Men s THE DISTRICT MUNICIPALITY OF MUSKOKA Page 29 of 32

30 Item No. Item Description Sample Submitted PANT#4 - CPCW Cargo pants, poly/cotton Women s PANT#5 UPCM PANT#6 UPCW PANT#7 SRB PANT#8 VC JCKT#1 HV7I1 JCKT#2 HV3I1 JCKT#3 7I1 JCKT#4 WJ JCKT#5 SH OVER#1 HVIO OVER#2 HVO COVR#1 IWC COVR#2 UCPC COVR#3 UCC LABC#1 CTPC HAT#1 BCNG HAT#2 WBNG HAT#3 TOQ Utility pant, 100 % Cotton Men s Utility pant, 100 % Cotton Women s Drawstring scrub pants Women s Ventilated cargo style work pant 7 in 1 Hi-Vis winter safety jacket 3 in 1 Hi-Vis all season jacket 7 in 1 duck work jacket Straight cut work jacket Shell jacket Hi-Vis insulated bib overalls Hi-Vis overalls Insulated winter coveralls Unlined coveralls, poly/cotton Unlined coveralls, 100 % cotton Lab coat, poly/cotton Ball cap Wide brim hat Winter toque THE DISTRICT MUNICIPALITY OF MUSKOKA Page 30 of 32

31 APPENDIX B SAMPLE DISTRICT LOGOS Current Crest Current Toque embroidery THE DISTRICT MUNICIPALITY OF MUSKOKA Page 31 of 32

32 Sample of new logo THE DISTRICT MUNICIPALITY OF MUSKOKA Page 32 of 32