RFP 2019-18 – Custom-Fit Gallery Security Staff Uniforms
Summary:
The AGO is looking for a company that can provide contemporary new uniforms for our gallery security staff.
The AGO requires contemporary, welcoming outfits for our guards, not paramilitary uniforms or typical white and black security uniforms. The uniforms should be smart and polished, yet casual (e.g. fitted jacket and trousers with crew-neck shirt or collared shirt with no tie). Jackets should be lined and have multiple pockets. Shirts should be available in multiple colour options and it is possible that the AGO will allow each individual to select multiple colour options for their uniform. The AGO is undecided if the jackets and trousers should match.
The clothing should be comfortable and made of naturally wrinkle-resistant, breathable fabrics (e.g. cotton, wool, man-made breathable fabrics). The uniforms should be durable; we would like them to last at least five years. The uniform design should be the same for individuals of all genders, but come in male and female cuts. The uniforms must accommodate individuals of all sizes. The AGO will finalize the styles, colour options, and fabric options with the Selected Proponent after the contract is awarded.
The uniforms should be custom-fitted to each individual. Each individual should receive an in-person fitting either at the Successful Proponents’ place of business, the Successful Proponent’s local partner’s place of business, or on-site at the AGO. If you propose to hold fittings at the AGO for the initial order, please note that multiple group fitting sessions may need to be offered to accommodate varying staff schedules.
The Successful Proponent will be responsible to brand the uniform jackets, and possibly the shirts, with the AGO logo and the word ‘SECURITY’ above the pocket on the left chest of the jacket, in accordance with legislative requirements (refer to Ontario’s Private Security and Investigative Services Act, 2005, Article 2). This may be affixed, embroidered, or printed.
Each individual will require two jackets, two trousers, and five shirts. The AGO will require an initial order of uniforms for our current fleet of approximately 80 gallery security staff. In subsequent years, the AGO expects up to 20 uniforms to be ordered on an as-needed basis for new hires and replacement pieces. These orders should have a 2-3 week turnaround time following the fitting.
The Successful Proponent must guarantee that the selected fabrics and colours will be available for five (5) years.
Terms of Engagement:
The selected proponent will be invited to enter into an agreement based on the terms set out in Appendix I. The term of the agreement is to be for a period of five (5) years with an option in favour of the AGO to extend the agreement on the same terms and conditions for up to five (5) additional years. Pricing shall be firm for the first five (5) years and can be renegotiated if the extension is being contemplated.
Before placing the initial order, the AGO will want to fit at least two (2) staff members for the uniform components and see the final product (the AGO will pay for the items ordered). If the products or services are not satisfactory to the AGO, at the AGO’s sole discretion, and the vendor is unable to resolve the AGO’s concerns, the AGO reserves the right to cancel the contract and negotiate with the next-ranking proponent.
Conditions for Participation and Requirements to Request to Participate:
Candidates will be vendors that have experience designing clothing and manufacturing clothing to fit custom measurements. Vendors should have a local presence or local partner within close proximity to the AGO (ideally within 5 kilometers, accessible by foot or public transit from the AGO) so that new staff can attend fittings, or the vendor should offer fittings on-site at the AGO. Vendors must be able to turn around orders within 2-3 weeks following each fitting for new staff. We recognize that the initial order will require more time.
Procurement Method:
Request for Proposals. The AGO reserves the right to negotiate. The AGO may request a Best and Final Offer (BAFO).
Procuring Entity:
Art Gallery of Ontario
317 Dundas Street West
Toronto, Ontario, Canada M5T 1G4
RFP documents are available electronically via MERX in accordance with their fee structure.
This procurement is subject to the Broader Public Sector Procurement Directive and may be subject to the Canadian Free Trade Agreement and the Canada-EU Comprehensive Economic Trade Agreement.
