REQUEST FOR PROPOSAL RFP #11-04 SCHOOL UNIFORMS FOR SECONDARY AND (4) ELEMENTARY CATHOLIC SCHOOLS

Transcription

1 REQUEST FOR PROPOSAL RFP #11-04 SCHOOL UNIFORMS FOR SECONDARY AND (4) ELEMENTARY CATHOLIC SCHOOLS Issue Date: Friday, May 20, 2011 Issued by: Halton Catholic District School Board Closing Date: Friday, June 3,

2 HALTON CATHOLIC DISTRICT SCHOOL BOARD REQUEST FOR PROPOSAL RFP#11-04 SCHOOL UNIFORMS FOR SECONDARY AND (4) ELEMENTARY CATHOLIC SCHOOLS TABLE OF CONTENTS 1. General Information Page 3 2. Acceptance of Proposal Form Page 4 3. Terms and Conditions Page 5 4. Scope of Work Page Project Overview Page Bid Evaluation Criteria, General Page Evaluation Criteria, Table Page Appendix A - Bid Sheet Page Appendix B - Enrolment Statistics Page Appendix C Apparel Purchasing and Fair Labour Practice Page Label Page 35 2

3 HALTON CATHOLIC DISTRICT SCHOOL BOARD PURCHASING SERVICES REQUEST FOR PROPOSAL SCHOOL UNIFORMS FOR SECONDARY AND (4) ELEMENTARY CATHOLIC SCHOOLS INFORMATION TO BIDDERS REQUEST FOR PROPOSAL RFP#11-04 Sealed proposals shall be submitted on the attached proposal form to: Craig Harling, Manager, Purchasing Services Halton Catholic District School Board P.O. Box 5308, 802 Drury Lane, Burlington, Ontario. L7R 4L3 Before the specified closing time of 2:00:00 PM (our digital clock) on the closing date CLOSING DATE OF THIS PROPOSAL Friday, June 3, 2011 All proposals must comply in accordance with all regulations, terms, conditions and specifications set forth in the proposal document. Restrictive or conditional statements by the bidder on the Request for Proposal (RFP) will subject the proposal to disqualification. Any clarification of the Request for Proposal documents required by the submitter, prior to submission of its proposal shall be requested through the Purchasing Department of the Halton Catholic District School Board. Any such clarifications so given shall not in any way alter the proposal documents and the vendor and the Board hereby agree that in no case shall oral arrangements be considered. No Officer, Agent or Employee of the Board(s) is authorized to alter orally any portion of the document. The Halton Catholic District School Board (HCDSB or Board) reserves the right to accept or reject any proposal, whichever, in the Boards opinion is in its own best interest. Late bids will not be considered or accepted. Faxed or ed bids will not be considered or accepted. Bids not appropriately signed as an original document will be rejected. FOR FURTHER INFORMATION OR ENQUIRIES, PLEASE CONTACT: THE HALTON CATHOLIC DISTRICT SCHOOL BOARD, CRAIG HARLING, MANAGER, PURCHASING SERVICES 802 Drury Lane, Burlington, Ontario L7R 4L3 Telephone: , ext. 136 Fax:

4 HALTON CATHOLIC DISTRICT SCHOOL BOARD ACCEPTANCE OF PROPOSAL FORM I/We do hereby agree to supply and/or install the materials, equipment and services as provided herein in accordance with the terms and conditions of this proposal. No other conditions shall apply. I/We have read, understood and agree to abide by all terms and conditions contained in this document and we are authorized by the Bidder to bind the firm. I/We declare that this proposal is made without collusion, knowledge, comparison of figures or arrangement with any other company, firm or person submitting a proposal for the same work and is in all respect fair and without collusion or fraud. I/We declare that to our knowledge no member of the Board of Trustees, and no officer or employee of the Board is, will be, or has become interested, directly or indirectly, as a contracting party, partner, or in the supplies; work or business in connection with the said Contract, or in any portion thereof, or of any supplies to be used therein, or in any monies to be derived there from. Acceptance of this Proposal will be made by Purchase Order (where applicable) FAILURE TO SIGN THIS DOCUMENT OR AFFIX YOUR CORPORATE SEAL WILL RESULT IN YOUR BID BEING REJECTED. I/WE HAVE READ, UNDERSTAND AND AGREE TO ABIDE BY ALL TERMS AND CONDITIONS CONTAINED IN THIS DOCUMENT AND WE ARE AUTHORIZED BY THE BIDDER TO BIND THE FIRM. PAYMENT TERMS: COMPANY: DATE: AUTHORIZED SIGNATURE: PRINT NAME: TITLE: PHONE NUMBER: FAX NUMBER: Note: A purchase order number will not be issued to a successful bidder unless all required documentation as noted above has been received and has been confirmed as being in order. 4

5 PROPOSAL TERMS AND CONDITIONS INTENT The intent of this document is to procure for the Halton Catholic District School Board the goods and/or services indicated in accordance with the specifications outlined herein. To this end, the evaluation process in determining which bid will result in an award will consist of consideration being given to: price, delivery, quality of goods/services, performance and any special or extra costs involved therein, enhancement to minimum specifications and bidder qualifications, both financial and reliability. TERMS OF CONTRACT All companies must follow the enclosed list of terms and conditions in order to be considered in this bid. ADDITIONAL SERVICES Any additional services or programs you, the bidders are prepared to offer are to be clearly outlined on your Company s letterhead and enclosed with this proposal. If any of the additional services and/or programs identified will result in additional costs to the Halton Catholic District School Board, they must be clearly presented and submitted with your proposal. ADDENDUM All questions pertaining to this proposal should be in writing, addressed to: Craig Harling, Manager, Purchasing Services, by harlingc@hcdsb.org or fax ( ). Should questions raised by a bidder necessitate an addendum to this Request for Proposal; each registered bidder will receive a copy of the addendum. Addenda will also be posted on the Biddingo website: and the Halton Catholic District School Board website: Acknowledgement of addenda will be copied and signed with the bid document to indicate that the bidder has received the addenda in its entirety, has read and understood its content, and all addenda were considered when the bid was prepared. Submissions which do not provide evidence of receipt of addenda as requested in each addenda document may be rejected by the HCDSB as non-compliant. It is the responsibility of the Bidder to have received all addenda issued by Purchasing. All questions shall be forwarded in writing at least five (5) working days prior to the closing date of the RFP. 5

6 ADDENDUM/REVISIONS Addendum/revisions to this Bid will be issued by the Purchasing Department only. No representative of the Board is authorized to amend or waive the terms of the Bid document in any way unless the amendment or waiver is signed by a representative from the Purchasing Department. ALTERATIONS & CANCELLATION OF PROPOSAL The Halton Catholic District School Board reserves the right to alter the date of this proposal. ASSIGNMENT / SUBCONTRACTING The bidder agrees not to assign or subcontract any of the work or obligations required under this agreement or the agreement itself unless the bidder obtains the prior written consent from the Halton Catholic District School Board, which may be withheld for a good cause. In addition, in the event that a bidder merges with another company or there is a change in voting control of the bidder, or the bidder sells its assets to a third party, the merger, change in voting control, or sale of assets as the case may be, will constitute an assignment and the Board will be entitled to cancel the agreement on at least 30 days notice from the date of disclosure, or from the effective date of merger, change or sale, whichever is sooner. AWARD STRATEGY The lowest or any proposal is not necessarily accepted unless otherwise stated; the Board reserves the right to accept any portion thereof. The proposal will be awarded to the respondent who, in the sole judgment of the School Board, provides the best overall value. The School Board will not be obligated to select the lowest cost or any proposal. Past performance may be considered when awarding the proposal. The final award will be based on the submission that complies with the provisions of this bid solicitation, including specifications, contractual terms and conditions, and who can reasonably be expected to provide satisfactory performance on the proposed contract based on reputation, references, performance on previous contracts, and sufficiency of financial and other resources. No proposal shall be deemed to be accepted by the Board until such time as notice in writing of the acceptance thereof has been forwarded by the Board to the successful bidder hereinafter disclosed. Upon issuance of a purchase order, the Proposal document shall serve as a binding contract between the successful bidder and the Board. The Halton Catholic District School Board reserves the right to request specific requirements not adequately covered in the initial submission and clarify information contained in the Proposal. The Halton Catholic District School Board reserves the right to cancel this Proposal at any time, without penalty or cost to the Halton Catholic District School Board. This Proposal should not be considered a commitment by the Halton Catholic District School Board to enter into any 6

7 contract. The Board reserves the right to reject the Proposal of any Bidder who does not furnish satisfactory evidence of sufficient qualification, to successfully execute and complete the work. Past performance of firms submitting Proposals shall also be a consideration. In the event of any disagreement between the Halton Catholic District School Board and the Bidder regarding the interpretation of the provisions of the Proposal, the representative of the Halton Catholic District School Board or an individual acting in that capacity shall make the final determination as to interpretation. BIDDERS KNOWLEDGE The submission of the proposal shall be deemed proof that the bidder(s) is satisfied as to all the provisions of the proposal, of all the conditions which may be encountered, of what materials/services they will be required to supply, or any other matter which may enter into the carrying out of conditions of the proposal, to a satisfactory conclusion. No claims will be entertained by the Board based on the assertion by the bidder(s) that they were uninformed as to any of the provisions or conditions intended to be covered by this proposal. BID FORMAT No oral, telegraphic, telephone or facsimile proposals will be considered. Proposals which are late, illegible, p0resented in pencil, not original or unsigned, will be rejected. Where other information is requested, this information forms a part of the proposal and must be completed. The envelope must be clearly marked with the appropriate proposal name and number on the outside of each envelope. The envelope must be clearly marked with the company name of the bidder. BID OWNERSHIP All information obtained by the Bidder in connection with this proposal is the property of the Halton Catholic School Board and must be treated as confidential and only used for the purpose of replying to this Proposal, and for fulfillment of any subsequent contract. CHANGES TO PROPOSAL Any changes or revisions will be issued as a formal addendum to all bidders. All addenda will be signed and acknowledged by bidders, and included in the bid response CLAIMS Claims made in the proposal shall constitute contractual warranties. Any provision in the proposal may be included in the contract as a direct provision thereof at the option of the Board. The contract shall contain the terms and conditions and be in the format prescribed by the Board. The Board considers each provision in this proposal of importance and will not accept 7

8 alterations which destroy the fundamental intent thereof. If alterations are suggested, their wording should be carefully considered, since an unacceptable alteration to any provision may affect the acceptability of the bidder s proposal. COLLUSION The vendor declares that the proposal is not made in connection with any other vendor submitting a proposal. CONTRACT The contract will be governed by and interpreted in accordance with the Laws of the Province of Ontario. DEBRIEFING The Halton Catholic District School Board, at the request of the Bidder who responded to the RFP, will conduct a debriefing after the award of the contract to the unsuccessful Bidder as to why that Bidder s proposal was not selected. Bidders must submit their request for debriefing within thirty (30) days of award of the bid. DEFAULT BY THE VENDOR In the event of the default of the Vendor in complying with the terms and conditions hereof or in supplying and delivering the goods and services in accordance with the terms of the Request for Proposal submitted or of the acceptance order thereto, the Purchaser shall be entitled and at liberty to procure the goods or services from other sources and the Vendor shall be liable to pay for any and all costs whatsoever in excess of the Request of Proposal price caused by or resulting from such default and the Vendor hereby indemnifies and save harmless the Purchaser from any and all such costs. Without limitation, the following action by or circumstances relating to the vendor shall constitute default on the part of the vendor: - committing an act of bankruptcy - having a receiver appointed on account of insolvency - making a general assignment for the benefit of creditors - failing to fulfil the work with skill and diligence Default by the Vendor may result in the Board's cancellation of the contract. Any Action by Board under the clause shall be without prejudice to the Board's other rights or remedies under the contract or law for the performance of the contract by the vendor. 8

9 DELIVERY Time is of the essence for the delivery or provision of the goods and services requested herein. Failure to comply with the time schedule herein may result in the Board taking further action to obtain an alternative supply, in which event the cost incurred shall be charged to the vendor, up to the time that the goods or services are delivered or provided. If such cost is not paid by the vendor, it shall be deducted from the balance of the purchase price owing. Where it is not possible to obtain the goods or services by the specific time, the Board reserves the right to cancel the contract and charge back the difference between the contracted bid price and the acquisition cost of the alternate goods or services. DISCREPANCIES AND OMMISSIONS Bidders shall promptly examine the entire bid document after receipt. Subject to the conditions governing the withdrawal of and errors in the RFP, a Vendor discovering discrepancies or omissions in the specifications provided by the Purchaser or having doubt as to the meaning or intent of any part thereof shall notify the RFP Co-coordinator in writing at least seven (7) working days prior to the closing date of the RFP. If necessary, and time permits, Addenda may be issued to all respondents before the closing date. It is hereby understood and acknowledged that the Purchaser shall not be held liable or responsible for verbal instructions or explanations. Written Addenda issued by the Purchaser during the time of the RFP process shall become an integral part of these conditions, instructions and shall be allowed for in arriving at the bid price(s). One copy must be signed and attached to the RFP document. Each Bidder shall be responsible for verifying with the co-coordinator of the RFP before depositing its bid that they received all Addenda that have been issued. The Purchaser reserves the right to distribute any and all questions and answers to all other respondents. DISQUALIFICATION CLAUSE The Board reserves the right to disqualify and immediately remove from eligibility to submit bids for an indeterminate period, the name of any Vendor, which will include the names of such Vendor s principals, and the names of any other business which may be operated by such principals, for failure to carry out its obligations for the entire term under any previous award or resulting contract pursuant to a bidding process with the Board, in the sole and unfettered discretion of the Board. Further, the vendor must be prepared, if requested, to present evidence of experience, ability, capacity, and financial resources and reputation deemed necessary by the Board in the performance of the contract. The Board reserves the right to investigate a vendor's claim or background at any time and in any manner deemed appropriate by the Board. 9

10 ENVIRONMENTAL CLAUSE The Halton Catholic District School board requires that all products and services including all parts and portions thereof and pre-work thereto delivered to and performed on behalf of and on the premises and facilities of the said agency must be compliant with the Canadian Environmental Protection Act, 1999 and all its related regulations, codes of practices and guidelines. INDEMNIFICATION Notwithstanding anything else in the bid, any express or implied reference to the Board providing an indemnity or any other form of indebtedness or contingent liability that would directly or indirectly increase the indebtedness or contingent liabilities of the Board, whether at the time, whether at the time of execution of the bid or at any time during the Term, shall be void and of no legal effect. The Vendor hereby agrees to indemnify and hold harmless the Board, it s Director s, Superintendant s, Trustees, Employees and Agents (the indemnified parties) from and against all liability, loss, costs damages and expenses (including legal, expert and consultant fees), causes of actions, actions, claims, demands, lawsuits or other proceedings (collectively, Claims ), by whomever made, sustained, incurred, brought or prosecuted, including for third party bodily injury (including death), personal injury and property damage, arising out of, or in any way connected with anything done or omitted to be done by the Vendor, its subcontractors or their respective directors, officers, agents, employees, partners, affiliates, volunteers or independent contractors, under or otherwise in connection with this bid or a subsequent contract arising hereunder. The Vendor further agrees to indemnify and hold harmless the Indemnified Parties from any incidental, indirect, special or consequential damages, or any loss of use, revenue or profit, by any person, entity or organization, including, without limitation, the Board, claimed or resulting from such Claims. The obligations contained in this paragraph will survive the expiry or termination of this bid or a subsequent contract arising hereunder. INSURANCE The successful bidder will obtain a comprehensive policy of public liability and property damage insurance coverage with an insurer licensed to carry on business in the Province of Ontario, in respect of any one accident to a minimum of $2,000,000 exclusive of interest and costs, against loss of damage resulting from bodily injury to, or death of, one or more persons and loss of, or damage to property and such policy shall name the Board against all claims for all damages to any property of the owner of any other public or private property resulting from or arising out of any act or omission on the part of the successful bidder or any of his/her servants or agents during the execution of the contract and the successful bidder shall (unless otherwise stated in this document) within seven working days of being notified of award of Proposal, forward to the Purchasing Department of the Board a valid Certificate of Insurance naming the Board as an Additional Interest. The successful bidder(s) will also provide yearly, proof of current insurance coverage. If the successful bidders vehicles are used on Board property, the successful bidder shall carry and maintain until acceptance of the completed work, third party liability insurance coverage for 10

11 both owned and non-owned motor vehicles in the sum of $2,000,000 per occurrence and (unless otherwise stated in this document) within seven working days of being notified of award of proposal, forward a valid Certificate of Insurance to the Purchasing Department of the Board. The successful bidder(s) agrees to indemnify, hold harmless an defend the HCDSB from and against any and all liability for loss, damage and expense, which the HCDSB may suffer or for which the HCDSB may be held liable by reason or injury (including death) or damage to any property arising out of negligent or wilful acts on the part of the successful bidder(s) or any of its representatives or employees or subcontractors in the execution of the work performed or from defects in any equipment supplies. IRREVOCABLE RESPONSE The proposal submitted is irrevocable by the bidder and will remain in effect and open for acceptance for a minimum period of ninety (90) days following the closing date unless otherwise specified. MUNICIPAL FREEDOM OF INFORMATION AND PROTECTION OF PRIVACY ACT Information provided by a bidder may be released in accordance with the Municipal Freedom of Information and Protection of privacy Act, R.S.O. 1990, c. M.56 as amended. A bidder should identify any information in its bid or any accompanying documentation for which confidentiality is to be maintained by the Owner, by clearly marking same CONFIDENTIAL. The confidentiality of such information will be maintained by the Owner, except where an order by the Information and Privacy Commission or a Court or other governmental authority having jurisdiction requires the Owner to do otherwise. Notwithstanding the foregoing, prior to the Owner s determination that any parts of this bid are to be disclosed as required by law, the bidder shall be provided with written notice of the potential disclosure and accorded all rights that it may have in law including the right to challenge such disclosure. In addition, bidders are hereby notified that their bids will, as necessary, be disclosed on a confidential basis to the Owner s advisors retained for the purposes of evaluating or participating in the evaluation of the bid. NEWS RELEASE/PUBLICITY The Bidder(s) shall not make any news release concerning this bid or awarding of the same or resulting contract(s) without the express consent of the Board. OCCUPATIONAL HEALTH AND SAFETY ACT The Halton Catholic District School Board is committed to promoting health and safety in the workplace by preventing accidents, injuries and occupational illnesses. In keeping with this policy, all Vendors (and where applicable, their sub-contractors) should be aware of and abide by the Occupational Health and Safety ACT, R.S.O prior to commencing, during and after completion of all work activities engaged in or on Board premises. 11

12 The Service Provider shall comply with all Federal, Provincial and Municipal Laws, statutes, regulations and by-laws, relevant to this Proposal including but not limited to: - The Occupational Health and Safety Act, R.S.O. 1990, c. 0.1, as amended. - Workplace Safety and Insurance Act, effective January 1, 1998, as amended. - The Municipal Freedom of Information and Protection of Privacy Act, R.S.O. 1990, c. M.56, as amended. ORAL INFORMATION No information given orally by the Board or by means of telephone will be binding nor will it be so construed as to change the requirements of a proposal in any way. PAYMENT TERMS The Board s standard terms are net 30 days from date of invoice. The Board may consider a payment discount of not less than 2 %. Please indicate payment discount. % Where there is a question of non-performance involved, payment in whole, or in part, against which to charge back any adjustment required, will be withheld. In the event early payment discounts are involved, the withholding of payment as provided herein shall not deprive the Board from taking such discount. All charges against a vendor shall be deducted from current obligations that are due or may become due. In the event that collections are not made in this manner, the vendor shall pay the Board on demand, the amount of such charges. PRICING Prices entered on the attached Bid Sheet(s) shall be net prices, in Canadian Dollars, delivered prepaid, F.O.B. destination in the Board and shall include Duty, Custom Clearances, Exchange and all other charges. Harmonized Sales Tax is to be shown separately where indicated on the Bid Sheet(s). In the event of any discrepancy between the unit price and the extended total price, the unit price shall govern. Where applicable your bid must be extended and totaled. Prices are to remain firm for the duration as stipulated in the contract. PURCHASE OF GOODS/SERVICES Requests to purchase goods/services will not be valid unless issued on an official purchase order form duly signed by the Manager, Purchasing Services, the Administrator of Finance, or the Superintendent of Business Services. 12

13 SERVICE The Halton Catholic District School Board reserves the right to terminate the contract immediately should the bidder fail to provide sufficient skilled forces to satisfy the expectations of the Board. The Board remains the final judge of these expectations. SETTLEMENT OF DISPUTES In the event of any dispute or claim arising between the Board and the vendor (contractor) as to their respective rights and obligations under the contract, either party may give the other written notice of such dispute or claim. The notification of dispute or claim shall be made within thirty (30) days of the dispute or cause of action arising. If dispute or claim cannot be resolved through negotiation to the satisfaction of both parties, the parties may between themselves agree to submit the particular matter to arbitration in accordance with the laws of Ontario. If no agreement is made for arbitration then either party may submit the dispute to such judicial tribunal as the circumstances may require SUBMISSION PROCEDURES Proposals must be completed on the forms provided. Proposals not completed as requested may be rejected by the Board acting in its absolute discretion. Proposals must be signed, in the spaces provided, in ink, in longhand, by the submitter or such person who is authorized by the submitter, the Board may accept the signature as being that of a person that is authorized to submit a proposal. Any unsigned Proposal will be declared invalid. Each tender submission form (where applicable) must be submitted completely for the tender to be considered. A failure to reply can result in the removal of your firm from the proposal list. Performance includes delivery, number of back orders, follow-up on problems that may arise, substitutions on items or service. The Halton Catholic District School Board is not liable for any costs incurred by the Bidder in the preparation of their response to the Proposal or presentation/interviews, if required. Furthermore, the Halton Catholic District School Board shall not be responsible for any liabilities, costs, expenses, loss or damage incurred, sustained or suffered by any Bidder, prior or subsequent to, or by reason of the acceptance, or non-acceptance, withdrawal by the Halton Catholic District School Board of any proposal, or by reason of any delay in the award of the Proposal. TAXES All taxes are considered extra to this bid. 13

14 TIE BREAKER Should tie bids be received on any item or list of items with other things being equal, the Board will take into consideration the nature of the service given by any or all of the bidders concerned in any previous dealings they may have had with the Board.. If a tie still exists, the vendors names will be placed in a container and a name will be drawn to break the tie. Under no circumstances will the Board permit subdivision of orders to tie bidders. TERMINATION In the event that the successful bidder does not, in the opinion of the Board, comply with the specifications and terms of this contract at anytime throughout the duration of the contract, or if the Board, in it s sole and unfettered discretion, determines that either their service or the equipment provided by the successful bidder is unsatisfactory at any time during the term of the contract, the Board reserves the right to terminate the contract in it s entirety. The contract may be cancelled upon thirty (30) days written notice by the Board. TERMS OF CONTRACT All companies must follow the enclosed list of terms and conditions in order to be considered in this bid. The contract term is three (3) years, with a possible yearly renewal for two years. The contract commences on January 1, UNDERSTANDING OF BID REQUIREMENT It is the responsibility of the Proponent to understand all aspects of the Bid and to obtain clarification from the Board before submitting a Bid. However, a bid may be rejected if not complete or the Board may waive any minor errors. UNIT QUANTITIES Any quantities indicated are estimates only and the Halton Catholic District School Board is merely providing a usage established over the past year. The quantities are furnished without any liability to the Halton Catholic District School Board. VENDOR S RELATIONSHIP WITH THE BOARD All Services will be performed by the Vendor. The Vendor is an independent contractor providing Services to the Board and neither the Contractor nor the employees or agents of the Vendor will be construed as Board employees. This bid is a contract for a particular and non-exclusive service. The Vendor is not and will not hold itself out as an agent, employee or partner of the Board. 14

15 As between the Board and the Vendor, the Vendor is solely responsible for all legally required employer and employee contributions and deductions for itself and its staff, including Worker s Compensation, Canada Pension Plan, Unemployment Insurance and federal and provincial income taxes. VERBAL ARRANGEMENTS In all cases of misunderstanding and disputes, verbal arrangements will not be considered, but the bidder must produce written authority in support of their contentions, and shall advance no claim in the absence of such written authority, or use, or attempt to use any conversation with any parties against the Board or in prosecuting any claim against the Board. WORKERS COMPENSATION 1. Worker s Compensation coverage shall be provided by the Contractor for all employees who are employed under the contract. 2. Proof of this coverage shall be presented to the Board by the successful bidder upon award, within seven (7) days. 15

16 HALTON CATHOLIC DISTRICT SCHOOL BOARD RFP#11-04 SCHOOL UNIFORMS FOR SECONDARY AND ELEMENTARY CATHOLIC SCHOOLS SCOPE OF WORK ABOUT OUR BOARD The Halton Catholic District School Board is a model learning community, widely recognized as distinctively Catholic that provides exceptional educational experiences and services to over 29,000 students of all ages. God s call to love and to serve is nurtured in staff and students in 51 school sites service the communities of Burlington, Halton Hills, Milton and Oakville. As a provincial leader in student achievement in literacy and numeracy, as well as Special Education, the Board is an exciting and dynamic place to learn, work and grow. OBJECTIVE OF THE PROPOSAL The objective of this contract is to provide a centralized school uniform program for all eight (8) Secondary schools and four (4) Elementary schools. This will include existing and any new Secondary and Elementary schools that wish to participate in this contract during the contract period. All terms, conditions and pricing of the contract will be extended to additional schools during the contract period. The goal is to have one (1) vendor available for students to purchase entire uniform outfits as well as replacement components using a variety of different purchase methods (i.e. Credit card, phone orders, or in person at the vendor facility or at school road shows). Bidders will be expected to demonstrate superior flexibility, experience and service level for the period specified and in accordance with the terms and conditions outlined herein. GENERAL OBJECTIVES The Board requires a one stop shopping experience whereby the uniform vendor will have all products available for parents and students. All Secondary students in Halton must be in full uniform as per the prescribed uniform for each school on the first day of school. Schools reserve the right to purchase other spirit wear throughout the contract and is not included in this bid. Each school has its own particular dress code within the items listed in Appendix A. These requirements are meant to illustrate a minimum standard only. The policy is established by a review committee and may be modified from time to time, or changed prior to initial ordering. The vendor must work in conjunction with the school in this matter 16

17 Student population by participating school as of January 2011 is provided in Appendix B, this data is for information purposes only and is no guarantee of volume. All apparel items must be comfortable, stylish, durable, fit for the purpose for which they are acquired, of the highest grade of material and workmanship and free from defect (demonstrators, seconds and samples are not allowed). Kindly advise in bid response if laboratory testing occurs on quality of apparel, and provide up to date proof of testing in your bid response. It is the sole responsibility of the parents/clients to place the orders, pick up and pay for the apparel items. School staff bears no responsibility for ordering, distribution, or processing of complaints. AUDIT The Board reserves the right to inspect or audit (or cause to be inspected or audited) the Vendor s financial records or other documents relating to the contract, during regular business hours and with forty eight (48) hours notice, to verify revenues relating to the sale of student uniforms and commissions paid to the Board. COMMISSIONS: The successful bidder agrees to pay the Board or school a percentage of gross sales or net Sales before deduction of any kind, except from retail sales tax, HST. The Board reserves the right to negotiate the dates on which commissions are to be paid. Gross sales are defined as the combination of all sales for uniforms and other apparel. Commission cheques (or any other cheques) are to be accompanied by a statement in a form acceptable to the Board outlining (but not limited to) the following: period covered by the statement, gross sales for the period broken down by o school o sale type o number & types of garments, etc. INVENTORY The Board or schools shall not in any way be responsible for inventory surplus, nor shall it buy back any uniform components at the end of the contract term. Responsibility and liability for inventory rests solely with the vendor. INTERVIEW AND APPAREL PRESENTATION Vendors may be requested to attend an interview and provide apparel for inspection. The time and date will be determined at a later date. The interview and apparel presentation date and time will be determined at the total discretion of the Halton Catholic District School Board. 17

18 RETAIL STORE The Proponent should have a retail store/warehouse in the Region of Halton, with sufficient embroidered inventory in stock to meet year round demand, and unembroidered inventory in stock sufficient to meet unexpected demand. The Board may give preference to a Proponent which has existing retail stores in the Region of Halton. In your bid response, include a detailed list with size, location and map showing the geographic location of your existing retail store(s) and the coverage for the schools located in the Region of Halton. REPORTS The vendor will keep complete and accurate financial reports and will record all revenues generated from the sale of the apparel. The Vendor will provide reports to the Board quarterly detailing the sales and commissions for the apparel. ENVIRONMENT Environmental Friendly & Recycling Program provide a one (1) page letter submission with details on how your company and manufacturers make every effort to procure environmentally and ecologically products (i.e. Packaging, apparel, etc.), FAIR LABOUR PRACTICES The Board requires school uniform vendors to comply with Board Policy I-31 Apparel Purchases and Fair Labour Practices, Appendix B, the following terms for ethical business practices in the manufacture of clothing, including but not limited to: Uphold local labour laws and international standards Agree to independent monitoring Provide full public disclosure Produce goods without the use of child labour The Board requires vendors to take all reasonable measures to insure that clothing be it school uniform, athletic uniforms, spirit wear, corporate wear, employee uniforms be acquired from vendors where goods are produced under just, safe and fair working conditions that are equal to or better than the standards set by the United Nations International Labour Organization. This gives witness to our Catholic faith and the social teachings of the Catholic Church. The dignity of the human person is contingent in part, upon dignified conditions for human work. All parties to any apparel purchase jointly bear the moral obligation to insure that finished clothing and the products, from which it is made, have been produced under safe, just and fair working conditions. Commercial entities seeking to do business with the Board will commit under contract to supplying apparel obtained and/or produced under safe, just, and healthy conditions as defined under the International Labour Organization (ILO) and/or local labour laws, whichever standard is higher. 18

19 Non-compliance, with the labour standards mentioned above, on the part of companies, their subsidiaries, sub-contractors and vendors whose apparel is sold under contract in this Board constitutes sufficient cause for a determination of breach of contract between the Board and any contractor. 1. Preference in the awarding of contracts will be given to vendors which use the services of third party monitoring agencies acceptable to the Board, whose function is to monitor and report on the labour practices and conditions where the supply of raw materials, textile products and finished apparel are produced. 2. Companies/vendors will be required to include the following provision in any purchase or exclusive license agreement: The vendor hereby warrants, represents and agrees that any of its subcontractors, servants, agents or vendors will, at all time during the term of this agreement and extended term, comply and adhere to all of the provisions of the Board s policy. Breach of any provision of the Board policy, or failure to reasonably satisfy the school/board that the vendors continually adhere to the policy during the term of this agreement will entitle the school/board in its sole and absolute discretion, to provide written notice of termination of this agreement effective immediately. Notwithstanding said written notice of termination, the vendor shall complete all existing orders with parents of the school but shall not accept or solicit any further orders from parents of the school/board after receipt of the written notice. 3. Prior to the signing of any contract/license agreement, vendors shall disclose to the Board information regarding each manufacturing facility and subcontractor including: 3.1 The names, addresses, , fax numbers and other details relating to the sites/factories where the apparel is produced. 3.2 The same information as in 3.1 when new sites/factories are used for the production of the apparel. 4. Prospective vendors must agree to conduct their own monitoring and review process to ensure that the manufacturing sites adhere to the ethical standards and labour codes agreed upon in the Board policy. 4.1 Vendors/companies must provide the Board with credible and transparent yearly reports indicating that progress is being made on compliance with the policy. This reporting shall include: a) Information on vendors monitoring and verification program(s); b) The name of the third party auditing organization and the findings of monitoring and third party audits including a summary of corrective action taken; c) The same information as in 4.1 b) when a change of third party auditor is made by a vendor. 19

20 5. In any instance where an apparel producer is found not to be in compliance with the provisions of the policy, the Board will insist that corrective action be taken by the producer in the shortest period of time possible but not longer than six (6) months. If the vendor/licensee/producer fails/refuses to rectify the concerns to the satisfaction of the Board s designate, the Board shall terminate the contract on 30 days notice. 6. Statement regarding: a. The Manufacturer s code of conduct on ethical manufacturing practices, and all of its associates. b. Internal monitoring process and monitoring by 3 rd parties. 7. Vendor must be capable of adjusting or creating uniform items as required by changes to the school uniform policy. 1) SPECIFICATIONS The following specifications are required for submissions to be evaluated. Submit a detailed program plan to demonstrate how the program will be set up. Information shall include, but not limited to: 1.1 Exchange and return policy (as it refers to both non-crested, or un-used items and altered, crested or used items) 1.2 Ability to provide alterations (include turnaround time and costs), or other options available 1.3. Personalized service for sizing and fittings 1.4 Ability to provide a range of sizes, including petite and plus sizes, to meet the unique needs of all students (specify special order procedures). 1.5 Policy regarding manufacturing defects, damaged goods and product guaranteed periods. 1.6 Retail locations: state addresses, floor space (in square feet) committed to retail sales and warehouse. 1.7 Statement for ease of garment care. 1.8 Method of ensuring how respective dye lots remain consistent and within commercial quality limits. 20

21 2) RESPONSIBILITY OF VENDOR 2.1 Advise students and families of your successful bid. 2.2 Provide in stock inventory of all items throughout the year. 2.3 Ongoing customer service program. 2.5 Ability to provide daily servicing during the first two (2) weeks of each school semester to provide clothing requirements for last minute enrolments. 2.6 Experience and number of staff that will be assigned as contacts during this contract period. 2.7 Type and location of facilities that will be available for the supply, administration and promotion of this program. 2.8 Attend all community Secondary and Elementary information meeting nights as requested by the school Principal or the Board. 2.8 Co-ordinate and facilitate an annual uniform exchange day(s) in elementary schools as requested. 2.9 Attend a 3) SUITABLILITY OF CLOTHING QUALITY FOLLOWING INDUSTRY STANDARD METHODS ADDRESSED IN BID RESPONSE: 3.1 Specifically outline the retailing plan including a description of retail outlets, road shows (include anticipated number) and mail/on line services, including websites call centre services. 3.2 Submit a detailed description of the suitability of your clothing in terms of fabric components 3.3 Fabric blend suited to a particular climate or anticipated use, amount of moisture, etc., comfort, durability, style, quality and guarantee. 3.4 Fabric weight (e.g. balance between durability and heat factors, etc.). 3.5 Durability (e.g. pilling, colorfast, shrink rte, seam strength, hem strength, stitch count, tearing strength). 3.6 Special functionality (e.g. double button cuffs, adjustable waists, reinforced knees, etc.). 3.7 Structural elements (e.g. brand-name zippers, reinforces buttons/claps, flat lock seams, etc.). 3.9 Submit nine (9) copies of your submission with one marked Original as well as a printready Adobe PDF electronic copy. 21

22 4) KEY PERSONNEL It is essential that the Bidder provide adequate experienced personnel, capable of and devoted to the successful accomplishment of work to be performed under this contract. The Bidder must agree to assign specific individuals to the key positions. A. Listing of proposed team members to service the Halton Catholic District School Board account, including background and experience. B. The Bidder agrees that, once assigned to work under this contract, key personnel shall not be removed or replaced without written prior notice to the Board. 5) PRESENTATION OF COST INFORMATION IN BID SUBMISSION Costing must be as per the bid sheet provided in APPENDIX A. In addition provide the following information: 5.1 Commission Rate per school 5.2 Scholarship Program 5.3 Annual Yearbook Donation for each school (for Secondary only) 5.4 Uniform Assistance Program 5.5 Sales Promotional Events 5.6 Payment Methods available 5.7 Any other costs or charges outside of the Bid Sheet 6) PRICE PROTECTION Any decreases in prices must be provided to the Halton Catholic District School Board immediately, during the term of the contract. All prices to be quoted in Canadian dollars. 7) PRICING All items are to be quoted in youth and adult sizes: extra small, small, medium, large, extra large, XXL (2L), XXXL (3L), XXXXL (4L) and XXXXXL (5L). No substitutions should be noted (i.e. fabric type, fabric blend, model, etc.) Unit Pricing must include cost of cresting, embroidering, printing etc. for all items. Price for special orders, alterations, fittings, etc. 22

23 8) PRICING INSTRUCTIONS 11.1 It is imperative to the Board that prices are standardized and all students have equal access to equivalent products in every school. To this effect, prices for all uniform items shall be shown in Appendix A The bidder is to provide unit pricing including cost of cresting, embroidering, and printing for all items indicating cresting requirements The prices shown in Appendix A show all applicable taxes as extra All prices are quoted in Canadian funds, FOB the secondary and elementary schools in the Region of Halton under the jurisdiction of the Board. Vendor is to show any difference in pricing for items that are picked up vs. Items that are shipped Range of purchasing options for clients, (i.e. Credit card, debit card, personal cheques, cash, flexible payment plan such as installment, lay-away etc.) 11.6 Each school has a different combination of uniform pieces. Vendors should be able to accommodate different combinations for each individual school. 9) FINANCIAL INFORMATION 9.1 The Vendor shall submit quarterly statements outlining gross sales for the previous quarter directly to the Board. 9.2 Statements will clearly set out and itemize the following sales activity information: a. Period covered by statement b. Gross sales for the period by school, including all retail sales and road shows. c. On-line sales, phone, fax & mail order sales and number and type of garment sold. 9.3 The number of students indicated on the enrolment form (Appendix B) is based on January 2011 enrolment and are not to be representative of any guarantee of volume of business. 23

24 10) BID EVALUATION CRITERIA, GENERAL All things considered equal the following items compose the minimum criteria for the selection of a vendor. experience and background of the individual or firm (please submit references, including telephone numbers and s) the quality, completeness, and feasibility of the bid the ability to perform the required service competently, expertly, and expeditiously Fair Labour Practices process and auditing documentation the documented and/or demonstrated skills of the project staff Individual interviews or presentations may be required, at the bidder s expense. Award of the contract will be made to one bidder to fulfil the anticipated requirements of the board. To provide a seamless transition, all fabric quality should be equivalent to existing quality and fabric blend quoted on the Bid Sheet. Outline a plan to support families in need of assistance List Retail store(s) in the Halton Region. Describe your scholarship program. Describe your Uniform Assistance program. Sales Promotion Events when, where and how often? Payment methods available. Order methods available. Creativity, innovation and value added solutions Submit nine (9) copies of your submission with one marked Original as well as a printready Adobe PDF electronic copy. 24

25 11) EVALUATION CRITERIA TABLE 1) Company Profile 15% a) Ownership & affiliations, number of years in business b) Listing proposed team members/key personnel to service HCDSB account, including background and experience c) Availability of staff and support capabilities d) Customer Service and capacity e) Capability 2) Proposal Technical Professional Competence 25% a) Strategy to complete Compliance to Proposal Scope of Work specifications b) Fair Labour Practices in compliance with the Boards Fair Labour Practices Operating Policy I-31, Appendix 3. c) Creativity, Innovation and Value added solutions d) Suitability of the program to meet the needs of the students, parents and the Board. e) Describe all order placement capabilities, and processes for returns, exchanges, product inquiries, payment methods available 3) Service Profile/Qualifications 25% a) Significant experience with a project of this scope in an Ontario School Board b) Comprehensive knowledge of School Uniform system proposed c) Service methodology and maintenance approach as noted in the Scope of Work d) Expected response time for all on-site service e) List Retail store(s) in Halton Region and location, size, and capacity for inventory 4) Pricing 25% a) Pricing of clothing items b) Payment methods available. c) Commission rate per school d) Scholarship Program e) Uniform Assistance Program 5) References 10% o List of public sector customer base o Minimum of 3 customer references for : 1) A minimum of one (1) Ontario School Board client, including contact name, position, company name, location information, telephone number and address. 2) Include services delivered, size of group, how long you have serviced these accounts. 3) Preference will be given to proponents that have completed a similar project and scope of work with other K-12 Ontario School Boards. 25