Request for Quotation
Date Issued: Monday, December 4, 2023
Request from: Infrastructure Health and Safety Association and Ontario Compensation Employees Union
21 Voyager Court South
Etobicoke, ON M9W 5M7
Contact: Alan Hansen
Type of Service Required: Workplace DEI Assessment and Consulting Services
Request for Proposal: This should be considered a formal procurement document in which a RFQ for the services of providing a workplace DEI assessment and consulting proponent is requested.
Date Response Required:
2023 - #004
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Request for Proposal Checklist
Infrastructure Health & Safety Association and Ontario Compensation Employees Union recommend that Proponents use the following checklist when completing the RFQ 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:
Monday, January 15, 2024 @ 2:00 pm EDT.
TO:
Alan Hansen
21 Voyager Court South
Etobicoke, ON M9W 5M7
Submissions that are received after the closing time will be returned unopened.
Include all RFQ 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 RFQ
• One (1) envelope marked “Copies” and containing
• six (6) copies of all documents and exhibits in response to the RFQ
or
• PDF Copy by e-mail Preference PDF by email procurement@ihsa.ca
Proposals are to be prominently marked Confidential with the RFQ title and number (see RFQ 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.
Introduction
A. Definitions
“Proponent” wherever used shall mean RFQ respondent/participant.
“Proposal” wherever used shall mean a Proponent’s written response to this RFQ.
“RFQ” wherever used shall mean this Request for Proposal.
“BPS” as of April 2, 2012, IHSA is required to follow the Broader Public Sector (BPS) Procurement Directive.
“IHSA” refers in this document to Infrastructure Health & Safety Association.
“OCEU” refers in this document to Ontario Compensation Employees Union.
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 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.
CUPE Local 1750, also known as the Ontario Compensation Employees Union (OCEU), represents over 3,600 employees who are employed with the Workplace Safety and Insurance Board and the Infrastructure Health & Safety Association.
Office Locations:
Etobicoke
21 Voyager Court South
Etobicoke, Ontario M9W 5M7
Mississauga
5345 Creekbank Road
Mississauga, Ontario L4W 5L5
Ottawa
2515 St. Laurent Blvd.
Ottawa, ON K1H 8P5
Purpose and Intent of RFQ
The purpose of this RFQ is to solicit the best overall proposals in order to procure a provider of Workplace Diversity, Equity and Inclusion Assessment and Consulting Services for IHSA and OCEU.
D. Scope of Services
1. Undertake an assessment and report of IHSA’s programs/practices, policies, and Collective Agreement language regarding equity, diversity and inclusivity in the employee experience, including recruitment, retention, development, and mentorship. The assessment may include, but is not limited to the following:
• Understanding the demographic information of the workplace in comparison to salary;
• Review of job descriptions to assess whether there are job qualifications that are impediments to advancement in the organization;
• Review of pay equity plan and past pay equity reviews; or
• Other areas recommended by the independent third party
A summary of findings and recommendations for improvement must also be included. Additionally, supporting consulting services for implementation of the recommendations and overall diversity and inclusion strategy development.
2. Project Timeline/Plan:
• Statement of work (SOW) description and definitions
• A change process for any updates or additional requirements to the SOW
• Implementation process with projected timelines to include a detailed plan outline, targets and cost separately in an appendix to submission
3. Term/Service Agreement
The term of the agreement/contract will be one (1) year with the option to extend the contract for a period of up to two (2) one (1) year terms.
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 RFQ 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 all insurance coverage information.
• 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.
2. Any assumptions incorporated in the proposal.
3. Value-added services offered free of charge.
4. Other services available by the Proponent and any other information that may support the proposal.
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 IHSA and OCEU for the purposes of the services requested in this RFQ
• Personnel working on the project with qualifications & experience
• Describe Proponent’s relationship with other companies with whom Proponent may partner to service IHSA needs and requirements as described in this RFQ
• Any additional information that will support your proposal
H. Evaluation of Proposals
There is an Evaluation Team made up of six (6) members. This Team will review submissions, select and recommend the successful Proponent.
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 RFQ, 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 A General Proponent Information/References
Appendix B Tax Compliance Declaration
Appendix C Conflict of Interest Declaration
Appendix D Respondent 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 IHSA and/or OCEU discover a Proponent’s failure to disclose all actual or potential Conflicts of Interest, the IHSA and/or OCEU 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 RFQ may be disqualified.
Stage II – Rated Criteria/Price
Stage II will consist of scoring by the Evaluation Team of each qualified proposal on the basis of the rated criteria.
The IHSA and OCEU evaluation team will base selection decisions on responses received. 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.
The Rated Criteria for # 1, 2 and 3 as noted below will be scored in the initial scoring phase. In order for a proponent to move forward with # 4 in the Rated Criteria presentation phase, a score of 40 out of a possible 60 points is required on the aggregate of the Rated Criteria for # 1, 2 and 3. Proponents will be contacted when presentations are awarded.
# Rated Criteria Weighting
(Points)
1 Project Timeline/Plan 20
2 Technical Expertise 30
3 References/Prior Experience 10
4 Presentation 10
5 Price 30
Total Points 100
Cumulative Score
All scores for qualified Proponents will be added and the highest scoring Proponent will be selected.
Negotiations
The IHSA and OCEU may, at their sole discretion, enter into negotiations with one or more Proponents. The IHSA and OCEU 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 RFQ. If the IHSA and OCEU, and the selected Proponents are unable to negotiate an agreement, the IHSA and OCEU 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 IHSA and OCEU 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 IHSA and OCEU. The Proponent must agree to sign a confidentiality agreement. All outputs of the project will remain the property of the IHSA and OCEU.
J. Sub-contracting or Substitution
No sub-contracting or substitution on the part of the Proponent will be accepted without explicit agreement from the IHSA and OCEU.
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 IHSA. As a result the IHSA and OCEU 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 IHSA and OCEU 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 IHSA are to be invoiced by the Proponent to the individual organization and will be paid separately by that organization.
M. Review Representative
All contact and questions with regard to this RFQ must be made through the Project Representative selected for this initiative, by e-mail. For the purposes of this RFQ, the Project Representative is:
Name: Alan Hansen
Email: procurement@ihsa.ca
Any questions received and responses will be provided to all Proponents. Questions will be accepted up to and including Monday, January 8, 2024 @ 2:00 pm EDT.
The IHSA and OCEU 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 RFQ, or
3. The answer to the question posed is the purpose of the RFQ
The IHSA and OCEU 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 IHSA and OCEU to answer questions will not change the deadline specified for submission of a proposal.
N. Additional Information
The IHSA and OCEU may request additional data, discussions, presentations or on-site visits in support of the response to this RFQ, all without obligation to provide other RFQ recipients with similar information or notice of such communication. Additionally, the IHSA and OCEU 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 Monday, January 15, 2024 @ 2:00 pm EDT.
• 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 IHSA and OCEU that cannot be currently determined for this RFQ. The Proponent will provide in their response their lowest hourly or unit pricing and/or highest discount structure that will be extended to the IHSA and OCEU if additional work/service outside the scope of this RFQ is approved by the IHSA and OCEU. This pricing may be used as further consideration by the IHSA and OCEU during the evaluation of offer stage.
When replying to this RFQ, 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 executes 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.
RFQ Terms
By submitting a proposal, the Proponent agrees the following terms and conditions shall apply:
A. Information Gathering Process
This RFQ is being issued for information gathering purposes only. The IHSA and OCEU shall not be bound or obligated in any manner as a result of issuing this RFQ to enter into contract negotiations, or to conclude a contract. Without limiting the generality of the foregoing, the IHSA and OCEU 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 RFQ; or (ii) to elect not to procure the good or service that is the subject of this RFQ.
B. Cost of RFQ Response
All work undertaken by any Proponent in preparation of its Proposal is performed on a speculative basis. The IHSA and OCEU 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 IHSA and OCEU and will not be returned.
C. Use of the IHSA Names or Logos
The Proponent shall not use the IHSA and OCEU names or logos or associated names or logos or make reference to this RFQ in any advertising copy or other promotional materials or messages without prior written consent.
D. Explanation of Information Evaluation/Decision Making
The IHSA and OCEU are not bound to explain how any proposal was evaluated nor are the IHSA and OCEU bound to explain any decision they make based upon the subject matter of the proposal.
E. Restriction on IHSA Contacts
All contacts, written and oral, concerning this RFQ in any respect, should be made through the Representative named in this RFQ or a member of the Evaluation Team. Discussion of this RFQ with any other parties within the IHSA and OCEU 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 IHSA and OCEU, and on a confidential basis, to third parties retained by the IHSA and OCEU in connection with the subject matter of this RFQ, 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 IHSA and OCEU 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 IHSA and OCEU to third parties where an order by the Information and Privacy Commissioner or a court requires the IHSA and OCEU to do so.
G. Data Validity
All data and information included in this RFQ have been extracted from sources, which the IHSA and OCEU consider to be reliable. However, the IHSA and OCEU make no warranties and accept no responsibility for inaccurate data contained herein.
H. Errors and Omissions
The IHSA and OCEU shall not be held liable for any errors or omissions in any part of this RFQ. While the IHSA and OCEU have used considerable effort to ensure an accurate representation of information in this RFQ, the information contained in the RFQ is supplied solely as a guideline for potential companies. This information is not necessarily comprehensive or exhaustive. Nothing in the RFQ is intended to relieve the company from forming their own opinions and conclusions with respect to the matters addressed in the RFQ.
I. Indemnification
The Proponent shall indemnify and hold harmless the IHSA and OCEU, 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 IHSA and OCEU and against all loss, liability, judgments, claims, suits, demands or expenses which the IHSA and OCEU 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 RFQ 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 IHSA and OCEU may, in their sole discretion, cancel this RFQ or revise the scope of this RFQ 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
Please provide the following information: (Name one person to be the contact for this RFQ response and for any clarifications that might be necessary)
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):
RFQ Contact Person and Title:
E-mail Address for RFQ Contact Person:
References – Current Clients
Please list three references comparable to the IHSA and OCEU for which you currently provide similar products and services to outlined in this RFQ.
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 RFQ 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)
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 RFQ 2023 - #004 that would conflict or appear to conflict in any manner with the performance of the SERVICES under this RFQ 2023 - #004 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 IHSA and OCEU. The Proponent and its Affiliates agree to disclose to the IHSA and OCEU all other interests that the Proponents have or contemplate having during each phase of the project. In all situations, the IHSA and OCEU will decide if a conflict of interest exists. If the IHSA and OCEU 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 IHSA and OCEU 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
(Please complete the following information)
Respondent’s Registered Legal Business Name:
Mailing Address:
Name of Contact Person:
Title:
Contact Person Tel.#:
Facsimile Tel.#:
E-mail Address:
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 IHSA and OCEU on a confidential basis to third parties retained by the IHSA and OCEU in connection with the subject matter of this RFQ, 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 IHSA and OCEU to keep confidential, the information provided by a Proponent and all or a portion of the proposal itself, may be disclosed by the IHSA and OCEU to third parties where an order by the Information and Privacy Commissioner or a court requires IHSA and OCEU to do so.
(iv) that IHSA and OCEU, shall not be liable for any costs incurred by the respondent in the preparation of its proposal;
(v) that all materials submitted to IHSA and OCEU by the respondent shall become the personal property of IHSA and OCEU and shall not be returned;
(vi) that, as elaborated upon in paragraph A, “Information Gathering Process” of Section IV, this RFQ is for information gathering purposes only and does not create any legal obligations or restrict IHSA and OCEU 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 IHSA and OCEU for the purpose of influencing the outcome of procurement.
Signature of Witness: Signature of Respondent representative:
__________________________________ ________________________________
(I have authority to bind the respondent).
Name: (corporate seal)
Title:
Date:
Name of Witness:
