Request for Proposal
(RFP)
for
Group Benefits Provider
The Safe Workplace Associations
sRFP- 2023 #005
Submitted by:
Full Organization Legal Name: The Safe Workplace Associations
RFP Contact Person and Title: Alan Hansen, Project Representative
Street Address: 21 Voyager Court S
City, Province, Postal Code: Etobicoke, ON, M9W 5M3
Email Address for RFP Contact Person: ahansen@ihsa.ca
Key Response Dates:
Final Date to Submit Questions: November 6, 2023 2:00 pm EST
RFP Submission Deadline: November 17, 2023 2:00 pm EST
Late responses will not be accepted or considered.
I. TABLE OF CONTENTS
II...... INTRODUCTION.. 5
III..... PROPONENT QUALIFICATIONS AND BUSINESS REQUIREMENTS.. 6
A. Project 6
B. Scope of Services. 6
C. Mandatory Requirements. 7
D. Length of Contract 8
E. Termination of Contract 8
F. Administrative Provisions. 8
G. Proponent Questionnaires. 10
H. Experience & Qualifications. 10
I. Evaluation of Proposals. 11
J. The Associations Confidentiality. 13
K. Sub-contracting or Substitution. 13
L. Costs and Expenses. 14
M. Review Representative. 14
N. Additional Information. 15
O. Notification to Other Proponents of Outcome of RFP Process. 15
P. Debriefing. 15
Q. Selection of Proponent 15
R. Conflict of Interest 15
IV. RFP TERMS.. 15
A. Information Gathering Process. 15
B. Cost of RFP Response. 15
C. Use of the Associations Names or Logos. 16
D. Explanation of Information Evaluation or Decision Making. 16
E. Restriction on the Associations Contacts. 16
F. Confidentiality of Proponent’s Information. 16
G. Data Validity. 16
H. Errors and Omissions. 16
I. Indemnification. 16
J. Conflict of Interest 16
K. Right to Termination. 17
APPENDIX A - GENERAL PROPONENT INFORMATION.. 18
APPENDIX B - TAX COMPLIANCE DECLARATION.. 20
APPENDIX C - CONFLICT OF INTEREST DECLARATION.. 21
APPENDIX D - RESPONDENT ACKNOWLEDGEMENT FORM.. 22
APPENDIX E – EP3 STATEMENT.. 23
II.
RFP CHECKLIST
The Associations recommend that Proponents use the following checklist when completing the RFP to help ensure that all the key components to their organization’s proposal are submitted on time. Documents must be delivered to the Project Representative by the dates and times set out below.
Electronic Submission By:
November 17, 2023 @ 2:00 pm EST
Group Benefits Provider
TO:
The Associations - sRFP- 2023 #005-
Project Representative:
Alan Hansen
21 Voyager Court S, Etobicoke, ON, M9W 5M3
The following RFP documents should be uploaded on Merx as part of your proposal submission.
Read all questions in
Section IV carefully and provide answers in the format provided. If additional space is required, please indicate clearly, and attach additional pages at the end of this proposal.
Please ensure these additional documents are downloaded from Merx and/or the secure portal site
and are completed and submitted:
- Appendix F “Proponent Questionnaires”
- Appendix G “Pricing Submission”
Proposals are to be prominently marked 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.
II. INTRODUCTION
- Background
The
Safe Workplace Associations (“Associations”) are comprised of the following five organizations and will be referred to interchangeably as such throughout this RFP:
Infrastructure Health & Safety Association (IHSA) is a high risk activity educator providing unique, customized training programs in the fields of Construction, Transportation and the Electrical and Utility Sectors. IHSA’s programs, products and services are shaped by subject matter expertise, sector partnership and evidence based practices. Our goal is to build strong partnerships with our clients and deliver innovation, customized programs that support their implementation of prevention solutions and provide continuous improvement to their health and safety performance.
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 North (WSN) is an independent not-for-profit health and safety organization. Our members are companies in Ontario's mining, forestry, paper, printing and converting sectors. We also provide health and safety services to businesses in all sectors across Northern Ontario.
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 is primarily focused on the agricultural, industrial/manufacturing and service sectors.
PSHSA Office Location: WSN Office Location:
4950 Yonge Street, Suite 1800
690 McKeown Avenue
Toronto ON M2N 6K1 North Bay ON P1B 9P1
IHSA Office Locations:
Etobicoke Mississauga Ottawa
21 Voyager Court South 5345 Creekbank Road 2515 St. Laurent Blvd.
Mississauga ON L4W 0A1 Mississauga ON L4W 5L5 Ottawa ON K1H 8P5
Workplace Safety & Prevention Services Office Locations:
Head Office Regional Office--Ottawa
Centre for Health & Safety Innovation Carleton Technology & Training Centre
5110 Creekbank Road, Suite 300 Suite 3100, Carleton University
Mississauga ON L4W 0A1 1125 Colonel By Drive
Ottawa ON K1S 5R1
This RFP has been prepared to assist prospective vendors in responding to the Associations requirements for
a
Group Benefits Provider.
- Accessibility for Ontarians with Disabilities (AODA)
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 and the
Integrated Accessibility Standards Regulation (IASR).
The Associations are committed to eliminating barriers and improving accessibility for persons with disabilities to afford equal opportunities and the provision of integrated programs and services where possible, in manner that respects dignity and independence.
We are committed to incorporating accessibility design, criteria and features when procuring or acquiring
goods, services, or facilities upon request, except where it is not practicable to do so.
- Definitions
- The Associations - wherever used shall mean the four organizations represented in this RFP IHSA, PSHSA, WPN and WSPS
- RFP - wherever used shall mean this Request for Proposal.
- Proponent - wherever used shall mean RFP recipient/participant.
- Offer/Offer of Service/Proposal - wherever used shall mean a Proponent’s written response to this RFP.
- Consultant wherever used shall mean a provider of consulting services.
- BPS – Broader Public Sector. As of April 2, 2012, all Health & Safety Associations are required to follow the Broader Public Sector Procurement Directive.
III PROPONENT QUALIFICATIONS AND BUSINESS REQUIREMENTS
- Project
There are currently 868 active and 287 retired members, plus 70 survivors, covered by the benefits program.
Each individual Association has its own plan design and provisions. Individual experience by Association has been provided; however, the group is currently rated on a combined basis.
The Associations have formed a Health and Safety Governance Committee to work in an advisory capacity to enhance the value of their Group Benefits Program, health initiatives and related products and services, with the purpose of ensuring comprehensive health and benefits programs with good value to all members. The Committee will provide thought leadership and will explore proven practices around health, wellness, and benefits programs, as well as ensure consistent practices are applied and evaluated across the sector to better support the Associations and its employees.
The current carrier has carried the insurance for 10 years under
one policy, with separate divisions for each Association group.
The current renewal date is April 1st, 2024. The Associations would like to maintain the current April 1st renewal effective date to coincide with their fiscal period.
- Scope of Services
Market Review
The Associations are seeking a group benefits provider to administer their group benefits plan in a cost-effective, modernized, timely and customer-focused manner including feasibility of cost savings through extended rate guarantees.
The group benefits to be reviewed in this market study include:
BenefitFunding Arrangement
Basic Employee LifeExperience-Rated, Non-Refund
Dependent LifeExperience-Rated with Basic Employee Life, Non-Refund
Optional LifeFully Pooled
Long Term Disability (LTD)Experience-Rated, Non-Refund
Accidental Death and Disability (AD&D)Fully Pooled
Short Term Disability (STD)Experience-Rated, Non-Refund
Extended Health CareExperience-Rated, Non-Refund
Dental CareExperience-Rated, Non-Refund
Employee & Family Assistance Program (EFAP)Experience-Rated, Non-Refund
Health Care Spending Account (HCSA)ASO Billed in Arrears
All benefits are to remain as per these current funding arrangements. Please submit
Appendix G -
Pricing Submission, with your proposal.
The Associations will consider awarding contracts to one or more Provider(s) based on one of the following combinations:
- Basic Employee Life, Dependent Life, Optional Life, AD&D, STD, LTD, EFAP, Health and Dental, HCSA
- Basic Employee Life, Dependent Life, Optional Life, STD, LTD, EFAP, Health and Dental, HCSA
- AD&D
A Provider may bid on any of the above combinations. A maximum of two (2) contract awards are possible
- Mandatory Requirements
- Proposals will only be considered for qualified firms that meet the requirement of this RFP. A qualified firm means a licensed insurance company or third-party provider of group benefit products and services. A qualified firm does not include brokers, advisors, insurance agents, consultants, or third-party billing administrators.
- Your company must have experience with groups of similar size and complexity as the Associations plans, including a multiple union environment.
- Assigned service team must demonstrate previous experience in the management/service of groups of similar size and complexity as the Association.
- The current funding arrangements as noted under Section B, Scope of Services must be quoted.
- Your proposal must match the current plan design. (i.e., no deviations and/or no loss of benefits)
- Your company must agree to provide the Associations with a service level agreement, for both the transition period and for ongoing services. Your service agreements must include relevant and measurable parameters to determine financial payout. Sample service agreements must be included as part of your proposal.
- If you are quoting on AD&D only, only items 1, 2, 3, 4 and 5 are applicable otherwise if quoting on all benefits, items 1 through 6 are applicable.
Failure to comply with the above noted mandatory requirements may deem your proposal to be non-responsive.
In your response, we require that you:
- Complete and return all the documents, attachments and appendices including the appendices attached with the RFP on Merx. Do not include any additional information, only these completed documents should be returned.
- List any and all deviations in your response on the deviations template.
- Length of Contract
The Agreement resulting from this RFP will become effective April 1, 2024, for an initial 48 months with an option to extend the Agreement for one additional 12 month period, at the discretion of the Associations.
- Termination of Contract
The Association reserves the right to terminate any contract that may arise from this RFP for any material breach of the terms, conditions or obligations of said contract that remains unresolved within 10 days of notification of the contracted firm of said breach. Proponents must acknowledge and agree that such termination will be effective immediately upon notice of termination and will be affected without penalty to the Association.
Further, Proponents must acknowledge and agree that the Association will retain the right to terminate, without cause and without penalty, any contract that may arise from this RFP with 30 days written notice to the contracted firm.
- Administrative Provisions
The chart below summarizes the structure of this plan. Each agency is considered a separate billing division of the master contract:
DivisionDivision Name
001Infrastructure Health and Safety Association (IHSA)
003Workplace Safety North (WSN)
004Workplace Safety & Prevention Services (WSPS)
010Public Services Health & Safety Association (PSHSA)
Definition of Classes/Plans:
DivClassPlanPlan Name
001001011IHSA - Active Non-Bargaining
001002018IHSA - Bargaining Unit Employees
001002184IHSA - Bargaining Unit Survivors
001003012IHSA - Retirees Non-Bargaining
001003019IHSA - Bargaining Unit Retirees
001040021IHSA - Bargaining Unit Retirees after June 21, 2018
001004013CSAO – Retirees
001004014CSAO – Survivors
001004015CSAO - Retirees 2002 (closed class)
001004016CSAO - Survivors 2002 (closed class)
001004023EUSA – Retirees
001004024EUSA – Survivors
001004073TSAO – Retirees
001004074TSAO – Survivors
003300031Workplace Safety North (WSN) – Active
003300034Workplace Safety North (WSN) – Survivors (Closed Class)
003300037WSN Excluded
003301036WSN - Retirees on or after October 26, 2010
003301038WSN - Retirees on or after July 1, 2018
003302033MASHA - Retirees
003302035MASHA - Retirees with Drugs Only
003302052OFSWA - LTD Retirees
003302053OFSWA - Retirees
003302063PPSHA - Retirees
004400041WSPS - Active
004400044WSPS - Survivors
004401043WSPS - Early Retirees, Retirees
004400045WSPS – Regular Contract
010100111PSHSA – Bargaining Active
010100112PSHSA – Non-Bargaining Active
010100115PSHSA Contract Employees
010101083PSHSA - Retirees
The provisions for the current plan are based on the following:
Required renewal notice period90 days
AdministrationRegular Billing and Administration with the Associations using the online insurance company internet system to process enrolments and changes
Waiting periodVaries by association/class (refer to Plan Design Overview ([PDO))
EligibilityActively working a minimum of 20 hours per week
Coverage for retirees & survivors as outlined in the PDO
All benefits are to remain as per their current funding arrangements (as per Section B “Scope of Services”). Please submit the downloaded
Appendix F -
Pricing Submission with your proposal.
- Proponent Questionnaires
Responses to each and every question must be provided. Full details must be provided as requested, even where some questions may not apply to the current incumbent. The questionnaires will also make reference to samples of any materials which are requested for review, as part of the evaluation criteria.
The questionnaires are available on Merx in Excel format for ease of completion. Proponents are allowed to submit supplementary material in support of their questionnaire response. Such materials must be referenced in their response in order to be considered.
Pricing. Pricing should be submitted on the Pricing Submission Template(s) provided on Merx and should be submitted as a separate excel file.
Include:
1. Any assumptions incorporated in the proposal.
- Experience & Qualifications
Include any additional information that will support your proposal.
- Corporate Viability
Provide latest year-end financial statement(s) and relevant corporate policies/certificates (i.e., health and safety, social responsibility, environmental, ISO, NQI, etc.) Provide permission for the Associations to use documents to verify corporate viability.
- Previous Experience
Provide an outline of your firm’s previous experience working on projects of this nature.
Where relevant, describe Proponent’s relationship with other companies with whom Proponent may partner to service the Associations needs and requirements as described in this RFP.
Each Proponent must provide as part of its proposal a summary outlining:
- Company history including information regarding recently formed partnerships or strategic alliances
with other companies that may be beneficial to the Associations for the purposes of the services
requested in this RFP.
- Personnel working on the project with qualifications and experience.
- Experience in related projects.
- Vendor Health & Safety Program
Provide relevant corporate policies/certificates regarding health and safety program, policies, and records.
- Accessibility Criteria (as required)
Provide details on how your firm meets AODA requirements specifically in regard to technology.
- Evaluation of Proposals
The Evaluation Team reviews submissions and will identify and select the Proponent who can provide the required services in an effective manner at the most effective cost consistent with project objectives. Neither the lowest price Proposal nor any Proposal will necessarily be accepted.
Stage I – Mandatory Requirements
Stage I 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 the Proposal, may be disqualified.
The Proponent, by submitting a 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 Associations discover a Proponent’s failure to disclose all actual or potential Conflicts of Interest, the Associations 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.
Each proposal must include the following completed documents located as Appendices:
Mandatory Documents to be Completed and Submitted
Appendix AGeneral Proponent Information
Appendix BTax Compliance Declaration
Appendix CNon-Disclosure Agreement (NDA)
Appendix DConflict of Interest Declaration
Appendix ERespondent Acknowledgement Form
Appendix FProponent Questionnaires (attached on Merx)
Appendix GPricing Submission (attached on Merx)
Please provide/confirm the following:
- That all quoted rates include commission of 0.8% of annualized premiums. Yes ☐ No ☐
- Specifically confirm any deviations and/or limitations from the current plan design on the deviations template provided.
Accessing Information
A secure website will be utilized for the purposes of disseminating information required by qualified Proponents to quote. The following information for the Association is available through the website:
- Employee census data
- Plan design overview
- Life, AD&D, LTD, health & dental benefit booklets / Contracts
- Financial & Underwriting Information (rate history, premium & claims history, LTD claims listing & EFAP utilization)
Once the Non-Disclosure Agreement has been signed, Proponents must contact Kelly Betts at People Corporation, via email at
kelly.betts@peoplecorporation.com to obtain the website link, username, and password in order to access the above information.
Remaining information is found within this RFP document
Stage II – Rated Criteria
Stage II will consist of a scoring by the Evaluation Team of each qualified Proposal on the basis of the rated criteria. A minimum score of 75% is required in order for a Proponent to qualify for
Stage III – Pricing Scoring.
The Associations will not necessarily accept the lowest priced proposal or any proposal. While price is an important element in the selection process, Proponents should recognize that there are other criteria in this RFP that the Associations will consider in evaluating proposals.
The Evaluation Team will base its selection decisions on responses received and the best outcome for the Associations. 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 Proponents address these criteria in sufficient depth in their responses.
#Rated CriteriaWeighting (Points)
1.Proponent’s History & Project Deliverables (Service Questionnaire):
• Company history, financial stability and executive
Summary
Proposed Account Management Team
Scope & Quality of Administrative Services
• Scope & Quality of Claims Payment and Reporting Services
• Employee and Family Assistance Program Services offered
• Proponent’s innovation & technology25
2.Implementation Plan (Transition Questionnaire):
• Ability to meet an April 1, 2024, implementation date
High level Project plan (including timelines) identifying roles and responsibilities
• Ability to match current plan designs and provisions.25
3.Financial Questionnaire:
•
•Marketing Discounts
• Renewal Methodology
• Rate guarantee periods, manual rates, target loss ratios etc.
20
Total Points70
Financial stability will be evaluated on the information supplied in the response. This may include but is not limited to the years in operation, financial information including audited statements and other proof such as bank letter, bond or other information that will support the response.
Points will be awarded based on the degree to which the material provided demonstrates a Proponent’s capability to perform and successfully carry out the work described.
Stage III – Pricing Scoring
Upon successful completion of Stage II, qualified proponents achieving a score of 75% or more will have their pricing scored. The Evaluation Team will evaluate pricing after the evaluation of mandatory requirements and rated requirements are completed.
PricingWeighting (Points)
1Proponent’s Competitive Net Costs:
• Please provide quoted rates on pricing submission template posted on Merx30
Pricing for each qualified Proponent will be scored based on a relative pricing formula, using the rates set out in the Proposal.
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 100% of the possible points (120/120 = 100%), a Proponent that bids $150.00 receives 80% of the possible points (120/150 = 80%), and a Proponent that bids $240.00 receives 50% of the possible points (120/240 = 50%).
Cumulative Score
At the conclusion of Stage III, all scores for qualified Proponents from Stage II and III will be added and, subject to satisfactory reference checks, the highest scoring Proponents will be selected for
Stage IV--Finalist Presentation.
Stage IV--Finalist Presentation.
Invitations will be sent out to the short-listed Proponents to advance to Stage IV to make their presentations to the Evaluation Team and will be contacted to be interviewed during the week of December 4, 2023.
Upon completion of all presentations, the Evaluation Team will make their final decision. All Stage IV Finalists will be notified of the final decision.
Negotiations
The Associations may, in its sole discretion, enter into negotiations with one or more Proponents. The Associations reserves 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 Associations and the Proponents selected for negotiation are unable to negotiate an agreement, the Associations may begin or continue negotiations with any other Proponent, at any time. Negotiations may take place with selected Proponents without the obligation to re-call proposals or provide an opportunity for other Proponents to quote on the same changes. No Proponent shall have any rights against the Associations arising from such negotiation.
- The Associations Confidentiality
All information contained in this RFP, and all information and material obtained during the course of the RFP process is confidential and remains the property of the Associations. The Proponent must agree to sign a confidentiality agreement. The outputs of the project will remain the property of the Associations.
- Sub-contracting or Substitution
No sub-contracting or substitution on the part of the Proponent will be accepted without explicit agreement from the Associations.
- Costs and Expenses
The Proponent shall bear all costs associated with or incurred in the preparation and presentation of its proposal including, if applicable, costs incurred for interviews or demonstrations.
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, including the Ministry of Labour and the Associations. As a result, the Associations will not pay for any hospitality, incidental and food expenses, including, but not limited to: meals, beverages, gratuities, personal telephone calls, etc.
The Associations will not be responsible for any travel expenses.
Describe any requirements specific to this RFP concerning cost or cost containment or phases that the Proponent must be aware of.
- Include information on any the Associations invoice payable or interest payment policy.
- Deposits are to be discouraged and only if required (by industry or service sector), will not exceed 20% of the total project/item cost.
The fees quoted for services or goods shall not include applicable taxes (i.e., HST, GST, PST, VAT …).
All fees for services shall be quoted in Canadian Funds.
- Review Representative
All contact and questions with regard to this RFP must be made through the Associations Project Representative selected for this initiative, by e-mail. For the purposes of this RFP, the Associations Project Representative is:
Name: Alan Hansen
E-mail: ahansen@ihsa.ca
Important Dates:
RFP Issue DateOctober 18, 2023
Deadline for Proponent QuestionsNovember 6, 2023
Deadline for Amendments (addendums) to be postedNovember 13, 2023
RFP ClosingNovember 17, 2023
Evaluation of ProposalsMid to late November
Proponent InterviewsWeek of December 4, 2023
Proponent SelectionEarly to mid December
Employee MeetingsTBD
All questions received and their responses will be provided to all Proponents. The Associations reserve the
right 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 Associations will not provide answers to questions in any form or electronic format by direct reply in order that the fairness of the procurement process is maintained.
Unless otherwise notified, the time required by the Associations to answer questions will not change the deadline specified for submission of a Proposal.
- Additional Information
The Associations may request additional data, discussions, presentations, or on-site visits in support of a response to this RFP, all without obligation to provide other RFP recipients with similar information or notice of such communication. The Associations reserves the rights 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 successful proponent will do everything possible to exceed delivery expectations.
When replying to this RFP, a Proponent should consider its response as an investment and cornerstone of the potential for additional engagements.
- Notification to Other Proponents of Outcome of RFP Process
Once the successful Proponent and the Associations execute a contract, the other Proponents that submitted Proposals will be notified in writing of the outcome of the RFP process.
- 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.
- Selection of Proponent
The Evaluation Team anticipates that a Proponent will be selected within sixty (60) days of the Proposal Submission Deadline. Notice of the selection to the successful Proponent will be in writing.
- 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.
IV. RFP TERMS
By submitting a proposal, the Proponent agrees the following terms and conditions shall apply:
- Information Gathering Process
This RFP is being issued for information gathering purposes only. The Associations 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 Associations expressly reserves the right, at its 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.
- Cost of RFP Response
All work undertaken by any Proponent in preparation of its Proposal is performed on a speculative basis. the Associations accepts 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 Associations and will not be returned.
- Use of the Associations Names or Logos
A proponent shall not use the Associations 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 the Associations’ prior written consent.
- Explanation of Information Evaluation or Decision Making
The Association is not bound to explain how any Proposal was evaluated nor is the Association bound to explain any decision it makes based upon the subject matter of a Proponent’s Proposal or any part of this RFP process.
- Restriction on the Associations Contacts
All contacts, written and oral, concerning this RFP, in any respect, should be made solely through the Association’s Representative named in this RFP. Discussion of this RFP with any other parties within the Association may result in a Proponent’s Proposal not being considered.
- 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 Association and, on a confidential basis, to third parties retained by the Association 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, c. F.31, as amended. Each Proponent is requested to identify in its Proposal any information it wishes the Associations 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 Association to third parties where an order by the Information and Privacy Commissioner or a court requires the Associations to do so.
- Data Validity
All data and information included in this RFP have been extracted from sources which the Association considers to be reliable. However, the Association makes no warranties and accepts no responsibility for inaccurate data contained herein.
- Errors and Omissions
The Association shall not be held liable for any errors or omissions in any part of this RFP. While the Association has 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 Proponents. This information is not necessarily comprehensive or exhaustive. Nothing in the RFP is intended to relieve a Proponent from forming its own opinions and conclusions with respect to the matters addressed in the RFP.
- Indemnification
The Proponent shall indemnify and hold harmless the Association, 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 Association and against all loss, liability, judgments, claims, suits, demands or expenses which the Association 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 Proponent, it’s agents, officials and employees.
- 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.
- Right to Termination
The Association may, in its sole discretion, cancel this RFP or revise the scope of this RFP at any time.
APPENDIX A - GENERAL PROPONENT INFORMATION
Contact Information
Please provide the following information:
(Name one person to be the contact for this RFP response and for any clarifications that might be necessary)
Full Organization Legal Name: Click here to enter text.
Street Address:
Click here to enter text.
City, Province/State:
Click here to enter text.
Postal Code:
Click here to enter text.
Phone Number: Click here to enter text.
Fax Number: Click here to enter text.
Organization Website (if one exists): Click here to enter text.
Organization Ownership
(specify private or public company):Click here to enter text.
Parent Organization Name (if any):Click here to enter text.
RFP Contact Person and Title: Click here to enter text.
E-mail Address for RFP Contact Person:
Click here to enter text.
Occupational Health & Safety
Describe the Health and Safety program for your organization, indicating how you ensure that all Health and Safety standards are met.
References – Current Clients
Please provide two references including contact names, phone numbers and email addresses of new clients (within the last 3 years) who work with the Account Manager and Service Representative(s) appointed to the Associations.
Company NameClick here to enter text.
Contact NameClick here to enter text.
Contact Phone NumberClick here to enter text.
LocationClick here to enter text.
Company NameClick here to enter text.
Contact NameClick here to enter text.
Contact Phone NumberClick here to enter text.
LocationClick here to enter text.
Please provide one reference from a long term client (10 plus years) of similar size to our client to determine if the same level of service has been maintained.
Company NameClick here to enter text.
Contact NameClick here to enter text.
Contact Phone NumberClick here to enter text.
LocationClick here to enter text.
Please also provide a reference from one terminated client within the last year.
Company NameClick here to enter text.
Contact NameClick here to enter text.
Contact Phone NumberClick here to enter text.
LocationClick here to enter text.
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/VE hereby certify that Click here to enter text. 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 Date day of Date
An authorized signing officer)
(Print Name)
(Title)
(Phone Number) (Fax Number)
APPENDIX C - CONFLICT OF INTEREST DECLARATION
The PROPONENT and its Affiliates declare that it does not now have and agrees not to have any public or private interest and shall not acquire directly or indirectly any such interest in connection with the work defined in this
RFP, that would conflict or appear to conflict in any manner with the performance of the SERVICES under this
RFP or subsequent contract. “Affiliate” means a corporate entity linked to the PROPONENT through common ownership. The PROPONENT and its Affiliates agree not to provide any services to any entity that may have an adversarial interest in a project for which it has provided services to the Associations. The PROPONENT and its Affiliates agree to disclose to the Associations all other interests that the PROPONENT has or contemplate having during each phase of the project. In all situations, the Associations will decide if a conflict of interest exists. If the Associations conclude that a conflict of interest exists, it will inform the PROPONENT and its Affiliates. If the PROPONENT and its Affiliates choose to retain the interest constituting the conflict, the Associations may terminate the Contract for cause in accordance the provisions stated in the Contract.
______________________________________ ______________________________________
PROPONENT ORGANIZATION PROPONENT REPRESENTATIVE
I have the authority to bind the organization.
______________________________________
DATE
APPENDIX D - RESPONDENT ACKNOWLEDGEMENT FORM
sRFP-2023-005
Group Benefits Provider
(Please complete the following information)
Respondent’s Registered Legal Business Name:
Mailing Address: Click here to enter text.
Name of Contact Person: Click here to enter text. Title: Click here to enter text.
Contact Person Tel.#: Click here to enter text. Facsimile Tel.#: Click here to enter text.
E-mail Address: Click here to enter text.
The respondent hereby acknowledges
(i) that the information it is providing is, to the best of its knowledge, complete and accurate;
(ii) that the information it is providing, and all or a portion of the Proposal itself, even if identified as being confidential, may be used, reproduced, and disclosed by the Associations on a confidential basis to third parties retained by the Associations in connection with the subject matter of this RFP, including without limitation, for the purposes of evaluating the information;
(iii) that the information it is providing is subject to disclosure in accordance with the
Freedom of Information and Protection of Privacy Act, R.S.O. 1990, c. F.31, as amended, that notwithstanding that the respondent has identified in its proposal any information it wishes the Associations to keep confidential, the information provided by a Proponent and all or a portion of the Proposal itself, may be disclosed by the Associations to third parties where an order by the Information and Privacy Commissioner or a court requires the Associations to do so.
(iv) that the Associations shall not be liable for any costs incurred by the respondent in the preparation of its proposal;
(v) that all materials submitted to the Associations by the respondent shall become the personal property of the Associations and shall not be returned;
(vi) that, as elaborated upon in paragraph A, “Information Gathering Process” of Section V.A, this RFP is for information gathering purposes only and does not create any legal obligations or restrict the Associations rights regarding the procurement of any good or service.
(vii) that a benefit has not been conferred of any kind on anyone employed by or connected with the Associations, for the purpose of influencing the outcome of procurement.
Signature of Witness: Signature of Respondent representative:
_________________________________________ _________________________________________
(I have authority to bind the Respondent)
Name of Witness: (corporate seal)
Name:
_________________________________________
Title:
Date:
