RFP 2017 - #006 - Group Benefit Brokerage Services

­­­ Request for Proposal
 
 
 
Date Issued:                                    Monday, September 11, 2017
                                   
Request from:                                 Infrastructure Health and Safety Association
                                                            c/o HSAs
                                                            5110 Creekbank Road, Suite 400
                                                            Mississauga, ON L4W 0A1
 
Contact:                                            Alan Hansen
 
Type of Service Required:          Group Benefit Brokerage Services
 
 
Request for Expression of Interest:
                                                            This should be considered a formal procurement document for the request of an invitational quote for the services of a Group Benefit Brokerage services vendor is requested.
 
Date Response Required:          
 
 RFP 2017 - #006
 

 
 
 
 
 
 
 
 
 
 

 
 
 
 

Table of Contents
Table of Contents............................................................................................................................... 2
Request For Information & Quotation (RFP) Checklist..................................................................... 4
Introduction......................................................................................................................................... 5
A.     Definitions................................................................................................................................ 5
     B.      Accessibility for Ontarians with Disabilities ………………………………………………………………………...                 5
    C.      Background ......................................................................................................................... 5
Purpose and Intent of RFP................................................................................................................ 7
D.   Scope of Services.................................................................................................................... 7
E.     Project Management............................................................................................................... 8
F.     Guidelines for Proponent’s Submission.................................................................................. 8
G.    Experience & Qualifications.................................................................................................... 9
H.   Evaluation of Proposals........................................................................................................... 9
I.       Confidentiality........................................................................................................................ 12
J.      Sub-contracting or Substitution............................................................................................. 12
K.     References............................................................................................................................. 12
L.      Costs and Expenses.............................................................................................................. 12
M.     Review Representative......................................................................................................... 13
N.   Additional Information............................................................................................................. 14
O.   Other Consideration............................................................................................................... 14
P.     Notification to Other Proponents of Outcome of Procurement Process............................... 14
Q.   Debriefing............................................................................................................................... 14
RFP Terms....................................................................................................................................... 14
A.     Information Gathering Process.............................................................................................. 15
B.     Cost of RFP Response.......................................................................................................... 15
C.     Use of the HSAs Names or Logos........................................................................................ 15
D.     Explanation of Information Evaluation/Decision Making...................................................... 15
E.     Restriction on HSA Contacts................................................................................................. 15
F.    Confidentiality of Proponent’s Information............................................................................. 15
G.  Data Validity............................................................................................................................ 16
H.   Errors and Omissions............................................................................................................. 16
I.    Indemnification........................................................................................................................ 16
J.   Conflict of Interest................................................................................................................... 16
K.   Right to Termination............................................................................................................... 16
L.   Dispute Resolution.................................................................................................................. 16
APPENDIX A - General Proponent Information.............................................................................. 18
APPENDIX B – Tax Compliance Declaration.................................................................................. 19
APPENDIX C – Conflict Of Interest Declaration............................................................................. 20
APPENDIX D - Respondent Acknowledgement Form.................................................................... 21
APPENDIX E – HSA Current State................................................................................................. 22
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
Request for Proposal Checklist 
 
Infrastructure Health & Safety Association (IHSA), Public Services Health & Safety Association (PSHSA), Workplace Safety North (WSN) and Workplace Safety & Prevention Services (WSPS) recommend that Proponents use the following checklist when completing the RFP to help ensure that all the key components to your organization’s proposal are submitted on time.  Documents must be delivered to the Project Representative by the dates and times set out below. 
 
Courier, E-Mail or Deliver By:
October 2, 2017 2:00 pm EDT  
Group Benefit Brokerage Services  
 
TO:
IHSA, PSHSA, WSN and WSPS
RFP 2017 - #006 - Project Representative:  Alan Hansen
5110 Creekbank Road, Suite 400
Mississauga, ON     L4W 0A1
 
 
 
Include all RFP materials, in one (1) package. 
The package should contain:
 

• One (1) envelope prominently marked “Original”  signed by an authorized representative in your organization and containing

• one (1) printed original of all documents and exhibits in response to the RFP

 

• One (1) envelope marked “Copies”  and containing

• four (4) copies of all documents and exhibits in response to the RFP

or
 

• PDF Copy by e-mail  

 
 
Proposals are to be prominently marked Confidential with the RFP title and number (see RFP cover), with the full legal name and return address of the Proponent, and with the Proposal Submission Deadline date and time.
 
Proposals submitted in any other manner may be disqualified.
 
In the event of a conflict or inconsistency between the hard copy and the electronic copy of the proposal, the hard copy of the proposal shall prevail.
 
Introduction 
 
A.Definitions 
 
“HSAs” wherever used shall mean Health and Safety Associations, which represent the Infrastructure Health & Safety Association (IHSA), Public Services Health & Safety Association (PSHSA), Workplace Safety North (WSN), and Workplace Safety & Prevention Services (WSPS). (For the purposes of this procurement and participation in our current and future group benefits program, include the management and staff of the Center for Health and Safety Innovation (CHSI)).
 
“Proponent” wherever used shall mean RFP respondent/participant.
 
“Proposal” wherever used shall mean a Proponent’s written response to this RFP.
 
“RFP” wherever used shall mean this Request for Proposal.
 
“BPS” as of April 2, 2012, all HSAs are required to follow the Broader Public Sector (BPS) Procurement Directive.
 
B.Accessibility for Ontarians with Disabilities
 
The selected Proponent shall comply with the requirements for all relevant accessibility standards established by regulation under the Accessibility for Ontarians with Disabilities Act, 2005.
 
C.Background
           
The HSAs are comprised of the following four organizations and will be referred to as such throughout this RFP:
 
Workplace Safety North (WSN) provides northern Ontario’s businesses, industries and services with occupational health and safety resources, training and consulting, to help companies achieve the goal of zero workplace injuries and illnesses. In addition to serving all northern Ontario firms, we provide province-wide services for forestry, mining, smelters, refineries, pulp & paper, and printing industries.
 
The Infrastructure Health & Safety Association (IHSA) works with employers and workers in Ontario to eliminate occupational injury and illness. The membership of IHSA includes seven major industries: construction, transportation, electrical, utilities, aggregates, natural gas pipelines, and ready-mix concrete.
Public Services Health &Safety Association (PSHSA) serves Ontario’s Public and Broader Public Sector employers and workers, providing training, consulting and resources to reduce workplace risks and prevent occupational injuries and illnesses. We serve more than 10,000 organizations and over 1.6 million workers across the province’s education and culture, community and healthcare, municipal and provincial government and emergency services sectors.  Located across Ontario, our regional teams bring together sector-specific experience with expertise in common workplace issues to provide clients proven prevention training, consulting and resources based on best practices and ongoing research
 
Workplace Safety & Prevention Services (WSPS) is a leader in providing impactful risk management solutions that drive lasting business success for our customers.  WSPS offers unparalleled health & safety expertise, insight and solutions for creating healthy work environments where employees thrive and businesses prosper. WSPS provides services to 165,000 member firms and more than 4 million employees in the agricultural, industrial/manufacturing and service sectors.
The HSA’s, for the purposes of this procurement and participation in our current and future group benefits program, include the management and staff of the Center for Health and Safety Innovation (CHSI).
 Workplace Safety North Locations:


Head OfficeRegional Office - Sudbury

690 McKeown Avenue760 Notre Dame Ave.

P.O. Box. 2050, Stn. MainNotre Dame Square

North Bay, ON  P1B 9P1Sudbury, ON P3A 2T4





IHSA Office Locations:


Head OfficeMississaugaEtobicoke
5110 Creekbank Road, Suite 400   5345 Creekbank Road21 Voyager Court South
Mississauga, Ontario  L4W 0A1Mississauga ,ON L4W 5L5Etobicoke, ON M9W 5M7




Workplace Safety & Prevention Services Office Locations:

Head OfficeRegional Office - Ottawa

Centre for Health & Safety InnovationCarleton University

Suite 300, 5110 Creekbank RoadSuite 3100, Carleton Technology & Training Centre,
Mississauga, ON L4W 0A11125 Colonel By Drive, Ottawa, ON K1S 5R1




Regional Office - Guelph


Ontario AgriCentre


Suite 101, 100 Stone Road West


Guelph, ON N1G 5L3






PSHSA Office Locations:  CHSI Office Location:

4950 Yonge Street, Suites 1800  5110 Creekbank Road

Toronto, ON  M2N 6K1Mississauga ON L4W 0A1     
   
   
   
   
Purpose and Intent of RFP
 
This RFP has been prepared to select a provider/vendor who can provide Group Benefits Brokerage Services for the HSAs.  The objectives for the successful Group Benefit Brokerage Service provider include working with each of the HSAs on an individual basis to provide strategic benefits service, respond and investigate where necessary concerns with the administration of a diverse group of benefit plans for both active employees and retirees (including extended health, dental, semi-private and private, travel, basic life, optional life, dependent life, AD&D, EAP), lead marketing processes as required by the HSAs for said plans, provide quarterly reporting including analysis on plan performance, guide the associations to develop a governance framework for the group, create and work with the HSAs to issue and evaluate a request for proposal for a benefit service provider while adhering to the Broader Public Sector Directives and other strategic advice to ensure optimal performance of benefit plans.
 
Each HSA is responsible for its own agreement and all associated costs.
 
Current State:
 
Information of each HSA’s current state is located in Appendix E.  The information provided is a summary of the current premiums for 2016 and number of employees. It is intended to provide enough relevant information to assist you in the development of your proposal. The HSAs make no guarantee of future volumes.
 
D.Scope of Services
 

1. Vendor Experience

• 10 years of experience

• Experience with a variety of different carriers and plans

 

1. Scope of Work/Deliverables

 

1. How the vendor will ensure cost reduction or containment as a broker

1. The vendor’s ability to provide timely service responding to each inquiry within 24 hours

1. Focused client service with dedicated personnel

1. The ability to provide on-line secure services

1. The ability to provide 1-800 telephone service

1. An integrated plan and tracking of common claims and trends

1. The ability to provide detailed cost estimates of the services provided

1. The ability to provide services that are in alignment with a variety of collective agreements, policies and procedures and legacy plans

1. Provide insurance industry trend information and ad hoc reports on a timely basis

1. Negotiate premium rates with insurance companies on behalf of the HSAs with respect to premium rate renewals

1. Answer ad hoc queries that pertain to benefit administration issues

• Provide cost estimates to the HSAs for adding or removing portions of the benefit package as they pertain to contract negotiations and investigate and report to the HSAs on cost containment issues

1. Identify situations where the HSAs can help to minimize or eliminate inefficiencies in administering benefit programs and control costs

• Provide guidance and assistance on on-line carrier based systems

• Provide guidance and counsel on other umbrella plans

1. Provide for new plan booklets within a two month period when requested

1. Provide technical support and analysis to the HSAs on matters of plan funding, risk assessment, plan structures

1. Prepare and coordinate the marketing of various components of the HSAs’ benefit plans as needed and to supply the HSAs with analysis and recommendations regarding market surveys

1. Develop a Request for Proposal (RFP) and issue within the term of contract for the benefit carrier following the BPS guidelines.

1. The term of the agreement/contract will run for 2 years with HSAs’ the option to extend the contract with a one (1) year extension.

 
 
E.Project Management
 
We require that a dedicated representative be assigned to assist us with the planning, staged purchasing, delivery and follow up phases required given the information above.
 
F.Guidelines for Proponent’s Submission
 
The preferred format for the Proponent’s “Offer of Service” or response to this RFP is as follows:
 

• Project Understanding.  In narrative form, provide a summary of your understanding of the assignment, the major tasks to be completed, and the skills required to do the project.

Each Proponent is to include in its proposal a description of how the Proponent will provide the services outlined, which must include a project work plan that includes milestones, methodology and approach; project main contacts; and, the process for managing and resolving any issues.

• Qualifications.  Provide a detailed explanation of your firm’s qualifications, and the qualifications of the individuals you are proposing to undertake the project. See below.

• Previous experience. Provide an outline of your firm’s previous experience working on projects of this nature.

• Provide a complete listing of pricing/costs, including staff, expenses and any contingencies.  Please provide detailed pricing on all aspects of this project.

1. Any out-of-pocket expenses should be clearly stated.

1. Any assumptions incorporated in the proposal.

1. Value-added services offered free of charge.

1. Other services available by the Proponent and any other information that may support the proposal.

 

• Plan for Implementation

 
Proposals must include a detailed implementation plan for the service to be provided if awarded. 
 
Your implementation plan should include the following:
 

• A timeline

• A description of the changes to your current operations, if any, that will be necessary for meeting the requirements of this agreement

• Name/profile of dedicated individuals who will be with the project both before and after implementation.

 
 
G.Experience & Qualifications
 
Each Proponent must provide as part of its proposal a summary outlining:
 

• Company history including information of any recently formed partnerships or strategic alliances with other companies that may be beneficial to the HSAs for the purposes of the services requested in this RFP
• Personnel working on the project with qualifications & experience
• Describe Proponent’s relationship with other companies with whom Proponent may partner to service HSA needs and requirements as described in this RFP
• Any additional information that will support your proposal

 
H.Evaluation of Proposals
 
There is an Evaluation Team made up of four (4) members of the Health & Safety Association’s Procurement Working Group (Infrastructure Health & Safety Association (IHSA), Public Services Health & Safety Association (PSHSA), Workplace Safety North (WSN), and Workplace Safety & Prevention Services (WSPS). This Team will review submissions, select and recommend the successful Proponent to each HSA for their approval.
 
Neither the lowest price proposal nor any proposal will necessarily be accepted.
 
 
Stage I – Mandatory Requirements
 
Stage 1 will consist of a review to determine which proposals comply with all the mandatory requirements.  Proposals, which do not comply with all the mandatory requirements, may be disqualified and not evaluated further.
 
Other than inserting the information requested on the mandatory submission forms set out in this RFP, a Proponent may not make any changes to any of the forms.  Any proposal containing such changes, whether on the face of the form or elsewhere in this proposal, may be disqualified.
 
Each proposal must include the following completed documents located as Appendices:
  Mandatory Documents to be Completed and Submitted
Appendix AGeneral Proponent Information/References
Appendix BTax Compliance Declaration
Appendix CConflict of Interest Declaration
Appendix DRespondent Acknowledgement Form
 
The Proponent, by submitting the proposal, warrants that to its best knowledge and belief no actual or potential Conflict of Interest exists with the submission of the proposal or performance of the contemplated contract other than those disclosed under General Proponent Information.  Where the HSAs discover a Proponent’s failure to disclose all actual or potential Conflicts of Interest, the HSAs may disqualify the Proponent or terminate any contract awarded to that Proponent pursuant to this procurement process.
 
A proposal that includes conditions, options, variations or contingent statements that are contrary to or inconsistent with the terms set out in the RFP may be disqualified.
 
Stage II – Rated Criteria
 
Stage II will consist of scoring by the Evaluation Team of each qualified proposal on the basis of the rated criteria.  A minimum of 30 out of a possible 40 points is required in order for the Proponents to qualify for Stage III – Pricing Scoring.
 
The HSAs will not necessarily accept the lowest priced proposal or any proposal resulting from this RFP.  While price is an important element in the selection process, Proponents should recognize that there are other criteria in this RFP that the HSAs will consider in evaluating proposals.
 
The HSA evaluation team will base selection decisions on responses received and the best outcome for the HSAs.  Each response will be carefully evaluated and scored by the evaluation team.
 
Each response will be scored in accordance with the relative importance weighting indicated in the table below.  It is suggested you address these criteria in sufficient depth in your response. 
 #Rated CriteriaWeighting
(Points)
1Vendor Experience20
2Scope of Work/implementation plan
 20
 
 
3Vendor Presentations (short listed vendors will be selected to participate in presentations)10
4Price50
 Total Points100
 
Points will be awarded based on the degree to which the material you have provided demonstrates your capability to perform and successfully carry out the work described.  A minimum score of 30 points on combined rated criteria 1 and 2 scoring above must be achieved to be short listed and move to the next stage of vendor presentations.
 
Stage III – Pricing Scoring
 
Upon successful completion of Stage II, qualified Proponents achieving a score of 30 points or more will have their pricing scored.  The Evaluation Team will evaluate pricing after the evaluation of mandatory requirements and rated requirements.
 
 
 
  Please outline the method of brokerage fee
 (Total points: 50) 
Pricing
1 
Flat Fee$
2 
Commission Fee$
3 
% of Premium (pricing estimation $)$
 
The Evaluation Team will evaluate pricing after the evaluation of mandatory requirements and rated requirements.
 
Each Proponent will receive a percentage of the total possible points allocated to price by dividing that Proponent’s price into the lowest bid price.  For example, if the lowest bid price is $120.00, a Proponent that bids $120.00 receives a 100% of the possible points (120/120 = 100%), a Proponent who bids $150.00 receives 80% of the possible points (120/150 = 80%) and a Proponent who bids $240.00 receives 50% of the possible points (120/240 = 50%).
 
Lowest rate
------------------- x          Total available points = Score for proposal with 2nd lowest rate
2nd lowest rates
 
Lowest rate
------------------- x          Total available points = Score for proposal with 3rd lowest rate
3rd lowest rates
 
Etc…for each proposal
 
Cumulative Score
 
Short listed Proponents will be interviewed in-person by the Evaluation Team and will be required to make verbal presentations at the HSAs’ discretion based on the following criteria:
 

1. Most effectively meet the requirements of the RFP criteria;

1. Overall financial opportunities;

1. Demonstrated expertise and experience.

 
At the conclusion of the interviews, all scores for qualified Proponents from Stage II and III will be added and, subject to satisfactory reference checks, the highest scoring Proponent will be selected.
 
 
 
 
 
Negotiations
 
The HSAs may, at their sole discretion, enter into negotiations with one or more Proponents. The HSAs reserve the right to negotiate with more than one Proponent concurrently or consecutively, and to add to, expand, reduce or modify the scope of this RFP.  If the HSAs and the selected Proponents are unable to negotiate an agreement, the HSAs may begin or continue negotiations with any other Proponent, at any time.  Negotiations may take place with selected Proponents without the obligation to recall proposals or provide an opportunity for other Proponents to quote on the same changes.  No Proponent shall have any rights against the HSAs arising from such negotiation. 
 
I.Confidentiality
 
All information contained in this Request for Proposal, and all information and material obtained during the course of this project, is confidential, and remains the property of the HSAs. The Proponent must agree to sign a confidentiality agreement. All outputs of the project will remain the property of the HSAs.
 
J.Sub-contracting or Substitution
 
No sub-contracting or substitution on the part of the Proponent will be accepted without explicit agreement from the HSAs.
 
K.References
 
Provide three (3) references from clients for whom your company has provided the same or similar services within the past three (3) years and include the following information for each reference: Name of Company, Address, Name of Contact, Title of Contact, Telephone Number of Contact, Date Work Undertaken, and Brief Description of Assignment. Refer to Stage I Mandatory Requirements – Appendix A.
 
L.Costs and Expenses
 
When providing complete pricing/costs, a Proponent must be aware of and affirm the following:
 
On June 17, 2009, the Ontario government established new standards relating to the procurement of consulting services and management of consulting contracts for all government agencies and the HSAs. As a result the HSAs will not pay for any hospitality, incidental and food expenses, including, but not limited to: meals, beverages, gratuities, personal telephone calls, etc. under the new rules.
 
The HSAs will not be responsible for any travel expenses.
 
All fees for services shall be quoted in Canadian Funds.  The fees quoted for services or goods shall not include applicable taxes (i.e. HST, GST, PST, VAT …).
 
Any services supplied to one or more of the HSAs are to be invoiced by the Proponent to the individual organization and will be paid separately by that organization.
The HSAs will not be responsible for any payments to the Provider(s)/Vendor(s) selected to provide Group Benefit Brokerage Services for the HSAs.  The HSAs will be responsible for paying the monthly benefit premiums directly to the carrier.
 
The benefit carrier will assume full responsibility for any and all payments to the Provider(s)/Vendor(s) selected to provide Benefit Brokerage Services for the HSAs.
 
M.Review Representative
 
All contact and questions with regard to this RFP must be made through the Project Representative selected for this initiative, by e-mail. For the purposes of this RFP, the Project Representative is:
 
Name: Alan Hansen
Email:  ahansen@ihsa.ca
 
Any questions received and responses will be provided to all Proponents.  Questions will be accepted up to and including September 25, 2017 @ 2:00 p.m. EDT.
 
The HSAs reserves the rights to not answer a proponent’s question.  The reasons for this might be:
 

1. The information requested is not needed for the preparation of a submission, or
2. The answer to the question posed can be found in the RFP, or
3. The answer to the question posed is the purpose of the RFP

 
The HSAs will not provide answers to questions in any form or electronic format by direct reply in order that the fairness of the HSA procurement process is maintained.
 
Unless otherwise notified, the time required by the HSAs to answer questions will not change the deadline specified for submission of a proposal.
 
N.Additional Information
 
The HSAs may request additional data, discussions, presentations or on-site visits in support of the response to this RFP, all without obligation to provide other RFP recipients with similar information or notice of such communication. Additionally, the HSAs reserve the right to implement the appropriate due diligence processes to organize or clarify any information provided, or to collect more evidence of managerial, financial and technical abilities, including but not limited to, meetings and visits with current customers served by the Proponent.
 

• The deadline for submission of an Offer is October 2, 2017 @ 2:00 pm EDT.
• Submissions that are received after the closing time will be returned unopened
• The successful Proponent will do everything possible to exceed delivery expectations.

 
O.Other Consideration
 
Circumstances may arise in which additional billable work or services may be required by the HSAs that cannot be currently determined for this RFP. The Proponent will provide in their response their lowest hourly or unit pricing and/or highest discount structure that will be extended to the HSAs if additional work/service outside the scope of this RFP is approved by the HSAs. This pricing may be used as further consideration by the HSAs during the evaluation of offer stage.
 
When replying to this RFP, a Proponent should consider their response as an investment and cornerstone of the potential for additional engagements.
 
P.Notification to Other Proponents of Outcome of Procurement Process
 
Once the successful Proponent and each HSA execute a contract, the others will be notified in writing of the outcome of the procurement process.
 
Q.Debriefing
 
Proponents may request a debriefing after receipt of a notification of award.  All requests must be in writing to the Project Representative and must be made within sixty (60) days of notification of award.  The intent of the debriefing information session is to aid the Proponent in presenting a better proposal in subsequent procurement opportunities.  Any debriefing provided is not for the purpose of providing an opportunity to challenge the procurement process.
 
RFP Terms
 
By submitting a proposal, the Proponent agrees the following terms and conditions shall apply:
 
A.Information Gathering Process
This RFP is being issued for information gathering purposes only. The HSAs shall not be bound or obligated in any manner as a result of issuing this RFP to enter into contract negotiations, or to conclude a contract. Without limiting the generality of the foregoing, the HSAs expressly reserve the right, at their sole discretion, (i) to initiate any form of procurement process including without limitation direct negotiations with any Proponent regardless of whether such Proponent responded to this RFP; or (ii) to elect not to procure the good or service that is the subject of this RFP.
 
B.      Cost of RFP Response
All work undertaken by any Proponent in preparation of its Proposal is performed on a speculative basis.  The HSAs accept no responsibility for costs of proposal preparation, benchmarking, piloting, interviews, meetings, or other activities related to proposal preparation or any contract negotiations. All proposals submitted will be regarded as the personal property of the HSAs and will not be returned.
 
C.      Use of the HSAs Names or Logos
The Proponent shall not use the HSAs’ names or logos or associated names or logos or make reference to this RFP in any advertising copy or other promotional materials or messages without prior written consent.
 
D.      Explanation of Information Evaluation/Decision Making
The HSAs are not bound to explain how any proposal was evaluated nor are the HSAs bound to explain any decision they make based upon the subject matter of the proposal.
 
E.      Restriction on HSA Contacts
All contacts, written and oral, concerning this RFP in any respect, should be made through the Representative named in this RFP or a member of the Evaluation Team. Discussion of this RFP with any other parties within the HSAs may result in your organization’s proposal not being considered.
 
F.       Confidentiality of Proponent’s Information
Information provided by a Proponent and all or a portion of the proposal itself, even if identified as being confidential, may be used, reproduced, and disclosed by the HSAs, and on a confidential basis, to third parties retained by the HSAs in connection with the subject matter of this RFP, including without limitation, for the purposes of evaluating the information.
 
Information provided by a Proponent is subject to disclosure in accordance with the Freedom of Information and Protection of Privacy Act, R.S.O. 1990, and c.F.31, as amended. Each Proponent is requested to identify in its proposal any information it wishes the HSAs to keep confidential. Proponents are advised that the information provided by a Proponent and all or a portion of the proposal itself, may be disclosed by the HSAs to third parties where an order by the Information and Privacy Commissioner or a court requires the HSAs to do so.
 
G.      Data Validity
All data and information included in this RFP have been extracted from sources, which the HSAs consider to be reliable. However, the HSAs make no warranties and accept no responsibility for inaccurate data contained herein. 
 
H.    Errors and Omissions
The HSAs shall not be held liable for any errors or omissions in any part of this RFP.  While the HSAs have used considerable effort to ensure an accurate representation of information in this RFP, the information contained in the RFP is supplied solely as a guideline for potential companies.  This information is not necessarily comprehensive or exhaustive.  Nothing in the RFP is intended to relieve the company from forming their own opinions and conclusions with respect to the matters addressed in the RFP.
 
I.    Indemnification
The Proponent shall indemnify and hold harmless the HSAs, it’s officers, board members, partners, agents and employees from and against all actions, claims, demands, losses, costs, damages, suits or proceedings whatsoever which may be brought against or made upon the HSAs and against all loss, liability, judgments, claims, suits, demands or expenses which the HSAs may sustain, suffer or be put to resulting from or arising out of the Proponent’s failure to exercise reasonable care, skill or diligence or omissions in the performance or rendering of any work or service required hereunder to be performed or rendered by the company, it’s agents, officials and employees.
 
J.  Conflict of Interest
Proponents that respond to this RFP must identify any real or perceived situations where a conflict of interest, past, current or future exists.  All instances are to be declared in Appendix C.
 
K.  Right to Termination
The HSAs may, in their sole discretion, cancel this RFP or revise the scope of this RFP at any time.
 
L.  Dispute Resolution
In order to address suppliers’ concerns related to any aspect of the procurement process in an ethical, fair, reasonable and timely fashion, the following dispute resolution process will be followed:

1. Notice of Dispute received
2. Conduct Negotiation (if negotiation is successful, proceed to Step 6 - End of Process; if not successful, both parties must agree to proceed to Step 3 - Mediation)
3. Conduct Mediation (if mediation is successful, proceed to Step 6 - End of Process; if not successful, both parties must agree to proceed to Step 4 - Arbitration)
4. Conduct Arbitration (if arbitration is successful, proceed to Step 6 - End of Process; if not successful, proceed to Step 5 - Litigation)
5. Litigation
6. End of Process

 
 
Appendix A - General Proponent Information
Please provide concise responses to all of the following questions.  Where you do not provide a response, please explain why.  Please review all Appendix materials before completing this questionnaire.
Contact Information Full Organization Legal Name:          
Street Address: 
City, Province/State: 
Postal Code: 
Phone Number:          
Fax Number:   
Organization Website (if one exists): 
Organization Ownership
(specify private or public company):  
Parent Organization Name (if any):           
RFP Contact Person and Title:           
E-mail Address for RFP Contact Person: 
 
Occupational Health & Safety  
References – Current Clients  Company Name 
Company Address 
Contact Name 
Title of Contact 
Contact Phone Number 
Date Work Undertaken 
Brief Description of Assignment 
 Company Name 
Company Address 
Contact Name 
Title of Contact 
Contact Phone Number 
Date Work Undertaken 
Brief Description of Assignment 
 Company Name 
Company Address 
Contact Name 
Title of Contact 
Contact Phone Number 
Date Work Undertaken 
Brief Description of Assignment 
  
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
APPENDIX B – Tax Compliance Declaration
 
The Ontario Government expects all suppliers to pay their provincial taxes on a timely basis. In this regard, Proponents are advised that any contract with the Ontario Government will require a declaration from the successful Proponent that the Proponent's provincial taxes are in good standing.
In order to be considered for a contract award, the Proponent must submit the following tax compliance status statement and the following consent to disclosure:
 
Declaration
 
I/WE hereby certify that__________________________ at the time of submitting its proposal,
(Legal Name of Proponent)
is in full compliance with all tax statutes administered by the Ministry of Revenue for Ontario and that, in particular, all returns required to be filed under all provincial tax statutes have been filed and all taxes due and payable under those statutes have been paid or satisfactory arrangements for their payment have been made and maintained.
 
Consent to Disclosure
I/We consent to the Ministry of Revenue releasing the taxpayer information described in this Declaration to the Ministry issuing the RFP as necessary for the purpose of verifying that I/we am/are in full compliance with all statutes administered by the Ministry of Revenue.
 
Dated at                        this                 day of                          20    
 
An authorized signing officer)
 
(Print Name)
 
 
(Title)
 
(Phone Number)                                               (Fax Number)