1.0 TERMINOLOGY

1.1 References to Labeled Provisions

Each reference in this Request for Proposal to a numbered or lettered “section”, “subsection”, “paragraph”,

“subparagraph”, “clause” or “subclause” shall, unless otherwise expressly indicated, be taken as a reference to the

correspondingly labelled provision of this Request for Proposal (RFP).

1.2 Definitions

Throughout this Request for Proposal, unless inconsistent with the subject matter or context,

“Addendum” or “Addenda” means any document or documents issued by the City prior to the Closing Deadline that

changes the terms of the RFP or contains additional information related to the RFP;

"Affiliated Person" means everyone related to the Proponent including, but not limited to employees, agents,

representatives, organizations, bodies corporate, societies, companies, firms, partnerships, associations of persons,

parent companies, and subsidiaries, whether partly or wholly-owned, as well as individuals, and directors, if:

A. Directly or indirectly either one controls or has the power to control the other,

or

B. A third party has the power to control both.

“Agencies and Corporations” refer to bodies and organizations that have a direct reporting or funding relationship

with the City of Toronto or Council. The list of current organization name and contact of agencies and corporations

to be considered under this RFP is available from the following page on the City's website www.toronto.ca/abcc

“Agreement” means any written contract between the City and a Vendor or any purchase order issued by the City to

the Vendor with respect to the Services contemplated by this RFP, and shall be deemed to include the terms and

conditions for the provision of the Services as set out in this RFP.

“City” means the City of Toronto.

"City Contact" means the City employee(s) designated as City Contact on the Notice to Potential Proponents for all

matters related to the RFP call process.

“Closing Deadline” means the date and time specified on the RFP Cover Page or any Addenda issued by the City,

as the date and time by which Proponents must submit their Proposal;

“Conflict of Interest” includes, but is not limited to, any situation or circumstance where:

(a) in relation to the RFP process, the Proponent has an unfair advantage or engages in conduct, directly or

indirectly, that may give it an unfair advantage, including but not limited to (i) having or having access to information

in the preparation of its Proposal that is confidential to the City and not available to other Proponents; (ii)

Michael Pacholok Chief Purchasing Officer

Purchasing and Materials Management Division City Hall,18th Floor, West Tower 100 Queen Street West Toronto, Ontario M5H 2N2

Manager’s Name, Manager Purchasing Group

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communicating with any person with a view to influencing preferred treatment in the RFP process

including the giving of a benefit of any kind, by or on behalf of the Proponent to anyone employed by, or

otherwise connected with, the City ; or (iii) engaging in conduct that compromises or could be seen to

compromise the integrity of the open and competitive RFP process and render that process non-competitive

and unfair; or

(b) in relation to the performance of its contractual obligations in the City contract, the Vendor’s

other commitments, relationships or financial interests (i) could or could be seen to exercise an improper

influence over the objective, unbiased and impartial exercise of its independent judgement; or (ii) could or

could be seen to compromise, impair or be incompatible with the effective performance of its contractual

obligations;

“Council” means City Council.

"Diverse Supplier" means any business or enterprise that is certified by a Supplier Certification

Organization to be:

More than 51% (majority) owned, managed and controlled by persons belonging to an equity-seeking community, or

A social purpose enterprise whose primary purpose is to create social, environmental or cultural value and impact, and where more than 50% of the persons who are fulltime equivalent employees

or are participating in, or have completed, transitional employment training, experience economic

disadvantage.

"Equity-seeking Community" is a group that experiences discrimination or barriers to equal opportunity,

including women, Aboriginal People, persons with disabilities, newcomers/new immigrants, LGBTQ+

people, visible minorities/racialized people, and other groups the City identifies as historically

underrepresented.

"may" and "should" used in this RFP denote permissive (not mandatory).

“MFIPPA” means the Municipal Freedom of Information and Protection of Privacy Act.

"must", "shall" and "will" used in this RFP denote imperative (mandatory), meaning Proposals not

satisfying imperative (mandatory) requirements will be deemed to be non compliant and will not be

considered for contract award.

“Project Manager” means the main contact person at the City for all matters relating to the project.

“Proponent” means a legal entity that submits a Proposal. If two or more legal entities wish to submit a

Proposal as a consortium, one member of the consortium must be identified as the Proponent with whom

the City may enter into an Agreement, and the other member(s) must be identified as subcontractors to that

Proponent.

“Proposal” means an offer submitted by a Proponent in response to this RFP, which includes all of the

documentation necessary to satisfy the submission requirements of the RFP.

“RFP” means this Request for Proposal package in its entirety, inclusive of all Appendices and any bulletins

or Addenda that may be issued by the City.

“Services” means all services and deliverables to be provided by a Vendor as described in this RFP.

“Solution” means a set of goods and services meeting the City’s requirements, as set out in this RFP.

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"Supplier Certification Organization" is a non-profit organization recognized by the City of Toronto that

certifies businesses and enterprises as Diverse Suppliers by assessing them using established, consistent

criteria. Recognized Supplier Certification Organizations include:

Canadian Aboriginal and Minority Supplier Council

Canadian Gay and Lesbian Chamber of Commerce

Social Purchasing Project

Women Business Enterprise Canada

Canadian Council for Aboriginal Business

"Supplier Code of Conduct" means business ethical standards contained in Article 13 Chapter 195,

Purchasing, of the Toronto Municipal Code;

“Vendor” means the vendor with whom the City enters into an Agreement.

"Workforce Development" means a relatively wide range of activities, policies and programs to create,

sustain and retain a viable workforce that can support current and future business and industry. It is an

approach that integrates career exploration, industry–driven education and training, employment, and career

advancement strategies, facilitated by the collaboration between employers, training and education

institutions, government, and communities.

1.3 Interpretation

In this RFP and in the Agreement, unless the context otherwise necessitates,

(a) any reference to an officer or representative of the City shall be construed to mean the person

holding that office from time to time, and the designate or deputy of that person, and shall be

deemed to include a reference to any person holding a successor office or the designate or deputy

of that person;

(b) a reference to any Act, bylaw, rule or regulation or to a provision thereof shall be deemed to include

a reference to any Act, bylaw, rule or regulation or provision enacted in substitution thereof or

amendment thereof;

(c) all amounts are expressed in Canadian dollars and are to be secured and payable in Canadian

dollars;

(d) all references to time shall be deemed to be references to current time in the City;

(e) a word importing only the masculine, feminine or neuter gender includes members of the other

genders; and a word defined in or importing the singular number has the same meaning when used

in the plural number, and vice versa;

(f) any words and abbreviations which have well-known professional, technical or trade meanings, are

used in accordance with such recognized meanings;

(g) all accounting terms have the meaning recognized by or ascribed to those terms by the Canadian

Institute of Chartered Accountants; and

(h) all index and reference numbers in the RFP or any related City document are given for the

convenience of Proponents and such must be taken only as a general guide to the items referred to.

It must not be assumed that such numbering is the only reference to each item. The documents as

a whole must be fully read in detail for each item.

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1.4 RFP Process Terms and Conditions

This RFP process is governed by the terms and conditions in Appendix ‘A’.

2.0 PURPOSE

The purpose of this RFP is to select a qualified and experienced distributor to supply and deliver

Dishwashing Chemicals, Food Service Cleaning Supplies and Dishwasher Service/Maintenance to

various Long-Term Care Homes and Services Division locations, as and when required, for a period of

one (1) year from date of award with the option to renew the Contract for four (4) additional separate one

(1) year periods, in accordance with the terms and conditions set out in this RFP.

2.1 Optional Site / Information Meeting/ Visit

All interested Proponents may arrange a site visit of Long Term Care Home(s) that are part of Long-Term

Care Homes and Services Division as per schedule attached in Appendix F. Proponents will contact the

person(s) stated in Appendix F to coordinate the site visit.

Questions will not be asked during the site meeting, however they can be submitted via email to the City

Contact stated on the first page of this RFP. Questions that are deemed relevant from the Proponents site

visit will be distributed in the form of an addendum.

2.2 Cooperative Purchasing Process

After award, the Vendor acknowledges that the City may inform its Agencies and Corporations of the

Vendor's Contract with the City. If the Vendor wishes to provide the same deliverables and/or Services to

the City's Agencies and Corporations, it shall use commercially reasonable efforts to negotiate for the

purpose of entering into separate and distinct contracts with the City's Agencies and Corporations based

on the same or comparable terms (including price and duration) as are set out in the City's Contract with

the Vendor. The Vendor further acknowledges that City shall not be liable for any separate contracts

negotiated with the City's Agencies and Corporations by the Vendor.

2.3 Background

The City owns and operates ten (10) Long-Term Care Homes in which the Food and Nutrition

Departments are operated by City staff.

The Division has various stakeholders including but not limited to: City of Toronto Council, residents of

the Long-Term Care Homes, the Ontario Ministry of Health and Long Term Care, Toronto Public Health,

Ministry of Labour and ultimately, the public.

Some of the Division's objectives include:

(a) ensuring value and economical cost in providing Dishwashing Chemicals, Food Service

Cleaning Supplies and Dishwasher Service/Maintenance;

(b) ensuring the requirements of the Provincial regulations are met;

(c) guaranteeing and safeguarding against service interruptions;

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(d) exploring and implementing ways to improve and control the levels of service and quality, while

not affecting price;

(e) adapting service levels to changing needs and demands including an increase or decrease in the

number of service locations;

(f) supporting a homelike environment;

(g) ensuring resident and staff satisfaction; and

(h) ensuring the safety of staff and residents

2.4 Gender Diversity in City Procurements

As part of City Council's support to enhance gender diversity on boards of corporations, all corporations

conducting business with the City of Toronto are encouraged to utilize an intersectional analysis to strive

to have gender parity on their corporate boards.

2.5 Social Procurement

The goal of the City of Toronto Social Procurement Program is to drive inclusive economic growth in

Toronto by improving access to the City's supply chain for diverse suppliers and leverage employment,

apprenticeship and training opportunities for people experiencing economic disadvantage, including those

from equity-seeking communities. The City of Toronto expects its Bidders to embrace and support the

City of Toronto Social Procurement Program and its respective goals. Social procurement creates social

value for the City in addition to the delivery of efficient goods, services, and works. The City of Toronto

Social Procurement Program consists of two components: Supplier Diversity and Workforce

Development.

For more information on the City of Toronto Social Procurement Program, visit:

http://www.toronto.ca/purchasing/socialprocurement.

2.5.1 Supplier Diversity

The goal of supplier diversity is to increase the diversity of the City's supply chain by providing diverse

suppliers with equitable access to competitive procurement processes.

In accordance with Section 1.3.2 of the City of Toronto Social Procurement Policy, points will be

assigned to proponents that submit information as part of their proposal that will improve supplier

diversity in the City's supply chain. See section 5.3, Proposal Content for more information

3.0 SCOPE OF WORK

3.1 OVERVIEW OF PRODUCTS AND SERVICES

The vendor for this agreement is required to supply and deliver dishwashing chemicals, food service

cleaning supplies, dishwasher service/maintenance to various Long Term Care Homes and Services

locations within the City of Toronto services as listed in Appendix D.

3.2 PRODUCTS

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http://www.toronto.ca/purchasing/socialprocurement

The vendor is to provide chemical and cleaning products to be used by Long Term Care homes. Products

include, but are not limited to the items listed in Appendix J

i. Products offered must meet the Division's requirements in terms of safety and quality as directed by the

Ministry of Health and Long Term Care, Ministry of Labor and Toronto Public Health.

ii. A suitable range of products must be offered to support the requirements of the City, Toronto Public Health and the Ministry of Health and Long term Care. Any manufacturer's names, trade names or

brand names used in the specifications are for the purpose of describing and establishing general

performance and quality levels. Such references are not intended to be restrictive. Proposals are invited

to bid on these and comparable brands or products provided the quality of the proposed products meet

or exceeds the quality of the specifications listed for any item.

iii. Substitution or modification to products shall not be permitted at any time during the duration of the contract without the prior written approval of the City. Substitutions shall be equal to or better quality

and specifications than the original product and shall be of equal or lesser cost to the City than that of

the original products. The Vendor shall be responsible for updating the Safety Data Sheets(s) when

products are altered or alternatives are supplied.

iv. Out of stock products must be substituted with alternate similar products clearly communicating the change to the Food and Nutrition Manager. WHMIS information must be provided with any substituted

product. The cost should be included as part of monthly consumables. See Appendix D.

v. At any time if proposed product is deemed unacceptable at a specific location, the vendor must work with the home to identify and provide an alternate product at no additional cost to the City.

vi. Safety Data Sheets (SDS) for all products must be provided to each Manager in Food and Nutrition in a pdf format as well as hard copies appropriate for posting throughout the Food and Nutrition

Department in locations as identified by the Nutrition Manager in each home.

vii. Labeling of product containers shall be in accordance with all relevant government acts and regulations. Packaging shall provide clear instructions covering the use and dilution rates where applicable, of the

product. In addition the packaging will identify:

1) Date packaged 2) Lot or Batch Number 3) Form (liquid, solid, etc) 4) Unit size (weight or volume measure) 5) Reference number 6) Any applicable warning

viii. Where possible, Proponents should use products with an environmental benefit. Where possible these products shall meet or exceed Environment Canada's Environmental Choice program. Products offered

with environmental claims and/or representations but which are not certified under the Environmental

Choice Program, shall follow Consumer and Corporate Affairs "Canada's Principles and guidelines for

Environmental Labeling and Advertising". The Vendor shall provide, brief written explanations of any

product offered with environmental claims and/or representations.

ix. In addition, the Vendor should use, in the process of their work, environmentally friendly chemicals and consumable goods that are EcoLogo certified (an Environment Canada program) or certified to

approved equivalent environmental criteria documents from other G-7 Environmental Certification Programs from Green Seal, Eco Mark, Ecolabel, NF Environment or Blue Angel

Packaging shall, where possible be reusable or recyclable

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x. The Vendor will ensure that at all times homes will be stocked with adequate supplies of standard products as per items in Appendix J.

3.2.1 Dispensing Equipment

i. Dispensing equipment that controls usage and ensures accurate dilutions are beneficial to the homes and are supplied by the proponent at no additional cost to the City. Wall mounted or free standing dispensing

systems must be available in a variety of sizes to fit available space and application.

Characteristics to include but are not limited to:

a) Tamper resistant caps on chemical bottles b) 'Closed' systems – eliminating exposure to concentrated chemical c) Durable construction d) Locking cover e) Compact size of dispensers f) Consistent, reliable dilution ratios

ii. Upon commencement of Agreement, the Proponent will assess the needs of each of the Homes and in conjunction with the Administrator/Assistant Administrator or delegate of each home, and will

determine specific equipment needs. The Proponent may be required to demonstrate dispensers as

part of the evaluation process.

iii. The Proponent will be responsible for the service and maintenance of all dispensing equipment as well as education and training for the safety, storage and usage of the dishwashing chemicals and food

service cleaning /miscellaneous supplies at no cost to the City.

iv. Dispensing equipment will be monitored and maintained in good working order as part of the regular preventative maintenance visits. The Vendor will be responsible for the repair of damage to the walls

resulting from the mounting/removal of the dispensing equipment.

v. Dispensing equipment is owned by the Vendor. The Vendor is responsible for all aspects of installation of the dispensing equipment prior to Agreement start date and the removal of the

equipment at Agreement end, all at no additional cost to the City.

vi. The installation of the dispensing equipment shall be scheduled with each home at a date and time agreeable to the Long Term Care Homes and Services Division. The Vendor may be required during

the term of the Agreement to remove any equipment deemed not suitable, at no cost to the City.

vii. The Vendor will provide test strips and training on their use for all dishwashing and sanitizing products at no extra cost to the City.

3.3 SERVICES

i. The Vendor must perform at a minimum, monthly preventative maintenance checks/reviews of:

a. all mechanical dish washing machines. A list of Dishwashing Inventory can be found in Appendix I and;

b. all chemical dispensers

ii. Preventative maintenance will include descaling of dish machines as required. The Preventative maintenance check/review will include items as listed in the inspection report sample in Appendix G.

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iii. A written report for each piece of equipment checked as part of preventative maintenance repaired outlining nature of concerns, action taken or proposed work required and recommendations for change

must be prepared by the Vendor and provided to the Nutrition Manager responsible for production in

each Home. In addition reports completed for repair must include the time of the service call, and

arrival time at location.

iv. Issues that pose a substantial risk situation and require immediate attention must be communicated at time of service along with any situations where use of any equipment must be discontinued until it can

be serviced.

v. The Vendor shall forward a .pdf file version of the report within three (3) working days to the Nutrition Manager responsible for production in each home.

vi. The Vendor shall respond to service calls for faulty dishwashing/chemical dispensing equipment within a maximum three (3) hour response time between the hours of 8 am and 6 pm, Monday to

Friday and repair within 24 hours

vii. Repairs to dishwashing equipment must be preauthorized by the Assistant Administrator or designate of the Long Term Care Home. The City will pay for parts only. All other costs will be covered under

this Agreement.

viii. The vendor must remove expired products from City property at no additional cost to the City of

Toronto. Expired product will be replaced with acceptable product, all at no additional cost to the

City of Toronto

ix. In the event the vendor is not able to deliver the services and products within the specified time lines, they may be subject to a $200 chargeback fee per occurrence.

3.4 ORDERING AND DELIVERY

i. Deliveries are to take place from Monday to Friday, between the hours of 6:30 am to 2:00 pm, or as agreed upon by the City Representative at each location.

ii. The Vendor in conjunction with each home representative will determine the delivery days, times and

location within the home. The City reserves the right to arrange alternate and additional deliveries as

required at no additional cost to the City. Under no circumstances, will failure on behalf of the vendor

result in damages to the City.

iii. Statutory Holiday deliveries and any delivery changes are to be coordinated and agreed upon by the Vendor and the appropriate Assistant Administrator or designate of the Long Term Care Home.

iv. The vendor is responsible for arranging delivery requirements (i.e. elevator time, delivery location/frequency) with the Assistant Administrator or designate of the Long Term Care Home

v. If an exact delivery location is not specified, products must be delivered to the kitchen in each named facility.

vi. Out of stock products can be substituted with alternate products only with approval by the Manager, Food and Dietetic Services. Product substitutions must be authorized before delivery at no additional

charge. There must be a WHMIS Safety Data Sheet supplied for any and all products delivered to the

homes

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vii. Repetitive late delivery, partial shipments or shipment of unauthorized products may result in the termination of the Contract.

viii. Sub-Contracting of the main components of the scope will not be accepted.

ix. Surcharge for minimum orders will not be accepted. The City will endeavor to issue minimum orders of $100 however the Vendor acknowledges that due to City operations orders less than $100 may be

required.

x. The Vendor must deliver a packing slip with all products supplied, identifying product, quantity ordered and shipped . There must be a WHMIS Safety Data Sheet supplied for any and all products

delivered to the homes. Packing slips must be signed by home representative or designate.

xi. In the event of a labor disruption, emergency or pandemic, the Proponent in conjunction with the City will make alternate arrangements for the delivery of product to the Long Term Care Homes.

Ultimately, it will be the responsibility of the Proponent to ensure product supply and delivery.

xii. Products shall be free of encumbrance and certified by the Vendor. Upon receiving delivery of product(s), if at any time the shipment is found to be unacceptable or faulty by City standards, the

product(s) is to be replaced at time of next delivery at no additional cost to the City.

3.4 DEDICATED SUPPORT STAFF/TRAINING

i. Upon award, the Vendor must provide a dedicated technician, for the duration of the Agreement, responsible for service to the Long-Term Care Homes, at the order desk and in the field providing

preventative maintenance service and repairs to the Long Term Care Homes and Services locations.

Responsibilities/Qualifications will include, but are not limited to, the following:

(a) having the knowledge of ordering systems, product application within the Long Term Care field and a working knowledge of Ontario Regulations 249/10 made under the Long Term

Care Homes Act 2007, Ministry of Labour, Occupational Health and Safety Act, Food Premises

Act and Public Health as they apply to Food and Nutrition Services in the Long Term Care

setting.

(b) working with the Long Term Care Homes and Services staff in the identification of specific concerns or risk and to make recommendation to manage risk situations that may occur

related to Dishwashing chemicals and Food Service Cleaning supplies. The Vendor will provide

templates for chemical order forms that promote uniformity in ordering practices in the division.

(c) providing support to manage the business that will address quality and manage costs i.e. minimum annual business meetings and recommendations around the type of dishwashing

equipment and sanitation processes for the homes.

(d) Providing training opportunities (i.e. in-house training, workshops, research articles, product information, signage and training videos) for LTCHS staff to expand knowledge in dishwashing,

WHMIS, PPE, testing of chemical dilutions throughout the division and safe work procedures.

This will include presentations twice a year on WHMIS for all Food Service Staff on general and

division specific WHMIS training as approved by the Manager, Food and Dietetic Services.

(e) Providing and maintaining adequate chemical inventories for home operations.

(f) Twice a year training is to include administration of a quiz to ensure staff knowledge.

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(g) Provide a chart listing all chemicals indicating the purpose of the chemical, how it is used, dilutions, PPE required, maintain a current chart for the duration of the Agreement and provide to

home representative for posting in the Food and Nutrition Department.

3.5 REPORTS

ii. The Vendor is responsible for providing the City with monthly and quarterly electronic usage reports for each Home location within five (5) business days of the request by the City.

iii. The report must be in a format that is acceptable to the City and must include, at a minimum,

electronic Usage Report in columnar text format, in MS Excel 2007 or higher version, of invoice

details by providing the following report criteria: Dollar value and volume usage information by,

a) Division of the City of Toronto b) City's Contract Number c) Contract Material Number d) Sales and Service provided to the city e) Delivery Location Address & Name f) Delivery Date/Execution of Services Date g) City's Invoice Number h) Quantity Delivered in Units/Services i) Price Per Unit/Service j) Cumulative Total Expenditure by month or as requested by the City

iv. The Vendor will provide a current list of equipment supplies, a description of each unit, make and

model number in each Long Term Care Homes and Services location as requested by the Manager,

Food and Dietetic Services.

4.0 PROPOSAL EVALUATION AND SELECTION PROCESS 4.1 Selection Committee

All Proposals will be evaluated through a comprehensive review and analysis by a Selection Committee,

which will include members from Long Term Care Homes & Services Division and other relevant City

staff and stakeholders.

The Selection Committee may at its sole discretion retain additional committee members or advisors.

The aim of the Selection Committee will be to select one (1) Proposal which in its opinion meet(s) the City's

requirements under this RFP and provide(s) the best overall value to the City. The Proposal(s) selected, if

any, will not necessarily be the one(s) offering the lowest fees or cost (pricing). Pricing is only one of the

components that will be used to determine the best overall value for the City.

By responding to this RFP, Proponents will be deemed to have agreed that the decision of the Selection

Committee will be final and binding.

4.2 Selection Criteria

The Selection Committee will evaluate proposals as per the detailed sample evaluation table shown in

Appendix E and the summary provided below:

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Stages Evaluation Criteria Score

Stage 1 Mandatory Submission Requirements Pass/Fail

Stage 2

A) INTRODUCTION & PROPONENT PROFILE & DIVERSITY POLICY

As per Section 5.3, Subsection 1

4 points

B) RELEVANT EXPERIENCE AND REFERENCES OF PROPONENT

As per Section 5.3, Subsection 2 10 points

C) PROPOSED STAFF TEAM AND RESOURCES

As per Section 5.3, Subsection 3

12 points

D) SAMPLES

As per Section 5.3, Subsection 4

4 points

E) PRODUCT AND SERVICE

As per Section 5.3, Subsection 5

25 points

F) ONGOING COMMITMENT TO SERVICE

As per Section 5.3, Subsection 6

8 points

G) TRANSPORTATION AMD OPERATIONAL CAPACITY

As per Section 5.3, Subsection 7

12 points

SUB-TOTAL SCORE

75

Stage 3 Cost of Services (Section 5.3 Subsection 10) 25 Points

Total Points 100 Points

4.2.1 Stage One (1) – Mandatory Submission Requirements

Proposals will be reviewed to assess compliance with the Mandatory Submission Requirements as per

Section 5.2 below.

4.2.2 Stage Two (2) – Detailed Evaluation

The City will commence the Stage Two (2) Detailed Evaluation process for all Proposals that achieve a

score of "PASS" for all elements of Stage One (1) – Mandatory Submission Requirements.

a) Stage Two –Technical Proposal Evaluation is based on the Proponent's technical portion of the

Proposal, consisting of the responses to Subsections 1 through 7 of Section 5.3.

b) Stage Two (2) – Technical Proposal Evaluation is worth 75% (or 75 out of 100) of the overall

points available. Proponents must meet a minimum threshold of 70% (or 52.5 out of 75

points) in this Stage to be eligible to proceed to Stage Three (3) - Cost Evaluation.

If a Proposal fails to meet the minimum threshold described in paragraph (2) above, it will be rejected and

not be evaluated further.

Proponent Technical Proposal Evaluations will be evaluated and scored using the Scoring Criteria outlined

in the table below.

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Score Rating Detailed Description

5 Excellent

Fully meets the City’s requirement. Submission demonstrates a clear

understanding of the requirement in ways that bring benefit(s) to the

City.

4 Good Meets the City's requirement. The Proponents submission meets the

City’s requirements with some minor deficiencies.

3 Adequate An adequate response that demonstrates the ability to meet some of the

City’s criteria and requirements with major deficiencies noted.

2 Fair

Falls short of meeting the City's requirement. Submission addresses

some components of the requirement; Major issues/risks identified in

submission. Demonstrates a clear lack of understanding of the

requirement.

1 Poor

Minimal response, e.g. statement of compliance with no substantiation.

Submission is unacceptable, demonstrates little or no understanding of

the requirement; criterion is absent from submission.

0 Unsatisfactory

Non responsive (e.g., a statement and/or substantiation that does not

address the requirement). Does not offer an explanation or ability to

answer the question and/or meet the requirement.

4.2.3 STAGE THREE (3) – COST EVALUATION

a) Only Proponents who meet a minimum threshold of 70% (or 52.5 out of 75 points) in Stage

Two (2) – Detailed Evaluation will proceed to Stage Three (3) – Cost Evaluation.

b) Stage Three (3) – Cost Evaluation is worth of 25% (or 25 out of 100 points) of the overall points

available.

The Total Proposed Price in Appendix D – Price Form of the Proponents submission will be used to evaluate

Proponents in Stage Three (3) – Cost Evaluation.

The Proponent with the lowest Total Proposed Price will receive the highest possible score of 25 points for

Stage Three (3). The remaining Proponent(s) will be assigned points based on the following formula:

(Lowest Total Proposed Price / Proponent's Total Proposed Price) x 25

4.3 Selection Process

The Selection Committee will score the Proposals using the Evaluation table in Section 4.2 and points will

be awarded as outlined in Section 5.3.

If the submission fails any mandatory requirements, the Proposal will be rejected.

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In the event that fewer than three (3) of the Proposals achieve the required minimum thresholds described

above in 4.2.2 b and 4.2.3 d, the City, at its sole discretion, may create a short-list comprised of up to three

(3) top-scoring Proponents to proceed to Stage Three (3), Cost Evaluation.

Purchasing & Materials Management Division may open the Cost of Services envelopes to ensure

compliance with the requirements of the RFP; however, the Selection Committee will not have any

knowledge of any information contained in the Cost of Services envelopes until evaluations for the technical

portion of the Proposal are complete and Proponents have been short-listed.

The Proposal that achieves the highest Total Score will be ranked first. In the event of a tie Total Score,

the Proponent achieving the highest score for its Technical portion of the Proposal (Stage 2) - the Sections

of the proposal evaluated in Stage 2 – Detailed Evaluation as outlined in Section 4.2.2 of this RFP document

- will be ranked first overall.

In the event of a subsequent tie in the highest score for the technical portion of the Proposal as well, a Coin

toss will be used to determine which Proponent is awarded the business. The RFP Contact will complete

the coin toss and the fairness monitor will witness the coin toss. Proponents that have a tied score may be

invited to witness the coin toss.

4.4 AWARD PROCESS

Subject to the Appendix A – RFP Process Terms and Conditions, process terms contained in this RFP and

the City's procurement policies, it is the intent of the City to award a Contract to one (1) Proponent who's

proposal achieves the highest Total Score as outlined in Section 4.2 – Selection Criteria.

Upon award the City will confirm with the Vendor, the Deliverables, date(s) and any other instructions

related to the Deliverables being provided.

The provision of Deliverables shall not commence until a signed Contract for the Deliverables is issued and

a Contract Release Order (CRO) has been issued.

The intention is to award a Contract to the Proponent that achieves the overall highest Total Score in this

RFP AND meets all requirements set within this document including but not limited to mandatory

submission requirements, minimum scoring standards on technical proposals.

4.5 Schedule of Events

The timetable for the RFP process is shown in the following table:

Date Milestone

May 13, 2019 RFP Issue Date

June 11, 2019 Deadline for Proponent questions (4:00 PM)

June 13, 2019 Release of final Addendum (if any)

June 18 2019 RFP Closing Date (12:00 noon local time)

July 2019 Evaluation Completion Date

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July 2019 Contract Start Date

This schedule is subject to change and appropriate written notice of any changes will be provided

where feasible.

4.6 Clarifications

As part of the evaluation process, the Selection Committee may make requests for further information with

respect to the content of any Proposal in order to clarify its understanding of the Proponent’s response. The

clarification process shall not be used to obtain required information that was not submitted at time of close

or to promote a particular Proponent.

The Selection Committee may request this further information from one or more Proponents and not from

others.

4.7 Evaluation Results

Upon conclusion of the evaluation process, a final recommendation will be made by the Selection

Committee to the appropriate City staff member and/or City Council.

Proposal evaluation results shall be the property of the City and are subject to MFIPPA. Evaluation results

may be subject to public release pursuant to MFIPPA.

Proponents should be aware that Council and individual Councillors have the right to view the Proposals

provided that their requests have been made in accordance with the City’s procedure.

4.8 Negotiations and Agreement

The award of any Agreement will be at the absolute discretion of the City. The selection of a recommended

Proponent will not oblige the City to negotiate or execute an Agreement with that recommended Proponent.

Any award of an Agreement resulting from this RFP will be in accordance with the bylaws, policies and

procedures of the City.

The City shall have the right to negotiate on such matter(s) as it chooses with the recommended Proponent

without obligation to communicate, negotiate, or review similar modifications with other Proponents. The

City shall incur no liability to any other Proponent as a result of such negotiation or alternative

arrangements.

During negotiations, the scope of the services may be refined, issues may be prioritized, responsibilities

among the Proponent, all staff and sub-consultants provided by it and the City may be settled and the issues

concerning implementation may be clarified.

Any Agreement must contain terms and conditions in the interests of the City and be in a form satisfactory

to the City Solicitor. If the Agreement requires City Council approval, then the final Agreement must

contain terms and conditions substantially as set out in the Council report authorizing the Agreement. Any

Agreement will incorporate as schedules or appendices such part of the RFP (including addenda) and the

Proposal submitted in response thereto as are relevant to the provision of the goods and/or services.

The terms and conditions set out in Appendix ‘B’ shall be incorporated in any Agreement entered into with

the recommended Proponent. These terms and conditions are mandatory and are not negotiable. Any

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Proponent wishing to request that the City consider any changes to the terms and conditions set out in

Appendix "B" must follow the process outlined in section 5 of Appendix "A".

If any Agreement cannot be negotiated within thirty (30) business days of notification to the recommended

Proponent, the City may, at its sole discretion, terminate negotiations with that Proponent and negotiate an

Agreement with another Proponent or abort the RFP process and not enter into any Agreement with any of

the Proponents.

5.0 PROPOSAL SUBMISSION REQUIREMENTS

5.1 General Overview

The City has formulated the procedures set out in this RFP to ensure that it receives Proposals through an

open, competitive process, and that Proponents receive fair and equitable treatment in the solicitation,

receipt and evaluation of their Proposals. The City may reject the Proposal of any Proponent who fails to

comply with any such procedures.

Proposals are expected to address the RFP content requirements as outlined herein, and should be well

ordered, detailed and comprehensive. Clarity of language, adherence to suggested structuring, and adequate

accessible documentation is essential to the City’s ability to conduct a thorough evaluation. The City is

interested in Proposals that demonstrate efficiency and value for money. General marketing and

promotional material will not be reviewed or considered.

The City prefers that the assumptions used by a Proponent in preparing its Proposal are kept at a minimum

and to the extent possible, that Proponents will ask for clarification prior to the deadline for Proponent

questions rather than make assumptions. Proponents should also review sections 3 to 6 of Appendix A with

respect to asking questions about the RFP. Where a Proponent's assumptions are inconsistent with

information provided in the RFP, or so extensive that the total Proposal cost is qualified, such Proponent

risks disqualification by the City in the City's sole discretion.

The entire content of the Proponent's Proposal should be submitted in a fixed form, and the content of

website or other external documents referred to in the Proponent's Proposal, but not attached WILL NOT

BE CONSIDERED to form part of its Proposal.

5.2 Proposal Documentation and Delivery

The two (2) envelope system submission will contain the following:

5.2.1 Envelope 1 – Main Proposal Document

1) Must consist of one (1) original (clearly marked as such on its first page) and six (6) full copies of Envelope 1 material which includes the following mandatory submission requirements (A checklist

for all mandatory submission requirements can be found in Appendix F3):

(i) A Main Proposal Document as described in the section below in Section 5.3 - Proposal Content, including all attachments and appendices as required.

(ii) Form 1 (Proposal Submission Form) completed and signed by an authorized official of the Proponent. This includes the acknowledgement of all addenda received as per

Appendix A, item 4 (Mandatory)

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(iii) must include references as described in Section 5.3 Subsection 2 – Relevant Experience

& References of the Proponent. (Mandatory)

(iv) A statement confirming that the Proponent has the right to represent, sell, license, deliver, install, train the use of, service, maintain and support the products proposed

including any related documentation. (Mandatory) Note: Forms 1 and 2 are provided in Appendix C.

5.2.2 Envelope 2 – Cost of Services

1) The documentation for the Cost of Services Submission which includes mandatory submission requirements (A checklist for all mandatory submission requirements can be found in Appendix F3)::

(a) Must be PACKAGED AND SEALED IN A SEPARATE ENVELOPE labeled Cost of Services (submissions made by fax, telephone, electronic message or telegram will not be

accepted) displaying a full and correct return address; (mandatory)

(b) Must consist of One (1) original, clearly marked as such on its first page, and one (1) copy of Appendix D (Price Detail Form) completed as indicated. (mandatory)

(c) One (1) electronic (soft copy) version of the Pricing in Excel format. Electronic versions should be submitted on one (1) USB storage key, CD-R or similar media, and marked or

labelled with the Proponent name. The City prefers that such USB, CD-R or similar media

accompany the original hard copy version of the Proponents Proposal. On the basis that in

the event where there are deviations between the original hard copy, the additional hard

copies, and the soft copy, the hard copy identified as the "original", shall prevail;

NO COST INFORMATION SHALL BE INCLUDED IN THE BODY OF THE TECHNICAL

PORTION OF THE PROPOSAL OR IT WILL BE REJECTED AND DECLARED NON-

COMPLIANT.

5.2.3 Proposal Documentations

The documentation for each Proposal:

a) Must be submitted in a sealed envelope or container (submissions made by fax, telephone, electronic message or telegram will not be accepted) displaying a full and correct return address.

b) Should be limited to preferably 15 pages double sided, (for a total of 30 pages) minimum 11 point font, with unlimited appendices.

c) must be completed in a non-erasable medium and signed in ink;

d) must not include: (i) any qualifying or restricting statements; (ii) exceptions to the terms and conditions of the RFP that have not be approved through an

addendum; or

(iii) additional terms or conditions.

e) must be delivered no later than the Closing Deadline to: Chief Purchasing Officer

Purchasing and Materials Management Division

18th Floor, West Tower, City Hall

Toronto, ON, M5H 2N2

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Delays caused by any delivery service (including Canada Post and courier) shall not be grounds for any

extension of the Deadline, and Proposals that arrive after the Deadline will not be accepted.

5.3 Proposal Content

Proponent should include in their Proposals, the information requested in the sections that follow, and in

the order of the questions posed. Proponents should clearly cross-reference back to the appropriate

question or statement. When submitting any information as an appendix to their Proposal, Proponents

should clearly cross-reference the appendix back to the appropriate question or statement. In the event

such cross-reference is not evident or clear in the opinion of the evaluators, the Proponent may not receive

scoring for the question(s) asked. Proponents should include a Table of Contents which outlines page

numbers and identifies all included materials in the proposed submitting.

The Proposal should contain the following items within Envelope 1 - Technical Proposal Document

Subsection 1 – Introduction & Proponent Profile & Diversity Policy

Proponents should have the staff, organizational structure, financial resources, delivery capacity, market

share and operational base adequate to ensure their ongoing ability to provide and deliver the required

Services to the various Long Term Care Homes and Services facilities for the term of the Contract period.

To permit the Proponent to be evaluated fully as a viable and sound enterprise, include the following

information with respect to the Proponent for the purposes of this section :

1. A profile and summary of corporate history including:

a. date company started; b. products and/or services offered; c. total number of employees; d. major clients; and e. business partners and the products/services they offer;

2. a copy of the Proponent's and if applicable for each consortium member, Corporate Profile

Report(s) (Ontario), or equivalent official record issued by the appropriate government authority

3. Overview of the Proponent's company principals, past experiences with customers requiring

similar Deliverables, successes and accomplishment, awards and an outline for the company's

future direction.

4. If the Proponent is a member of a consortium, provide a description of the relationship(s) between consortium members. Please note section 2 of Appendix A regarding consortiums and the

requirement that there be a single Proponent.

The Proponent should be demonstrating its commitment to diversity by providing a company-approved

supplier diversity policy that details the Proponent's commitment to an active supplier diversity program.

This policy may demonstrate its commitment to diversity by, but not limited to:

describing the Proponent's commitment to providing equitable access to subcontracting opportunities for diverse suppliers and demonstrated results of the policy;

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describing the Proponent's commitment to a pro-active employment diversity program, including providing the company approved employee diversity policy and demonstrated results of the

policy, or

If the Proponent is certified by a Supplier Diversity Organization, the Proponent should provide evidence of such certification.

Subsection 2 – Relevant Experience and References of the Proponent

It is important that the Work be undertaken by a Proponent who can demonstrate specific knowledge of,

and experience in performing similar work for projects of comparable nature, size and scope. In particular,

the Proponent must have three (3) or more years of experience operating a business including associated

activities such as;

Supply and delivery of a range of dishwashing chemicals and food service cleaning supplies which support the requirements of the Public Health and the Ministry of Health and Long term Care.

Providing preventative maintenance of mechanical dish washing machines/ high and low temp dishwashers to institutional food services in health care settings

Supply dispensing equipment that controls usage and ensures accurate dilutions

Providing training opportunities (i.e. in-house training, workshops, research articles, product information, signage and training videos) for staff to expand knowledge in dishwashing, WHMIS,

PPE, testing of chemical dilutions and safe work procedures

Proponents must provide a minimum of three (3) references (a potential 3 marks will be awarded for each

reference up to a maximum of 9) for the purpose of evaluating their experience and track record of success.

Note that the City prefers references for solutions that are similar to the Solution being proposed in response

to this RFP. Each reference should include:

1. the identity of the reference client organization; 2. a contact name and title, address and telephone number; 3. the size and nature of the client’s business; 4. the number of years dealing with the client; 5. a description of the scope of work 6. the timing (including dates) and duration of the Proponent’s work; 7. any KPI scoring over the last two years 8. the services that were provided by the Proponent (i.e. preventative maintenance, cleaning, supply

and delivery of chemicals and solutions);

9. details regarding the scale of the contract or scope of work (i.e number of locations, installation, support, training, frequency of delivery and service maintenance, value of contract in dollars etc);

and

10. reference's URL address.

References and Past Performance - The City's evaluation may include information provided by the

Proponent's references and may also consider the Proponent's past performance on previous contracts with

the City or other related Agencies, Boards or Commissions of the City.

References provided must not include any past or currently work done for the City of Toronto. The City

will not act as a reference for any Proponents.

Please note that where the skills/expertise/experience are being provided by a subcontractor or other legal

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entity apart from the Proponent, a Proposal that does not include the information requested in this

Subsection for each such subcontractor or other entity will not be awarded full marks during the evaluation

process. In providing references, Proponents agree that the City can contact the individuals provided as part

of the evaluation process. The City will make its own arrangements in contacting the references.

Substitution of references will not be permitted after the close of the RFP.

Subsection 3 – Proposed Staff Team and Resources

It is important that the work be undertaken by a team who can demonstrate specific knowledge of, and

experience in performing similar work for projects of comparable nature, size and scope. The Proponent's

staff, shall have a demonstrated track record of developing meals that follow strict nutritional guidelines

and preparing, packing and delivering large volumes of said meals to a variety of locations on a daily

basis. Furthermore, Proponents shall have policies, procedures and capabilities that demonstrate their

ability to deliver against the City's requirements and enable the Proponent's staff to do the same. In order

for this to be assessed, the Proponent should provide the following in its Proposal:

1. An organizational chart outlining ALL staff roles that will be assigned to manage the Deliverables outlined in this RFP. Provide a brief description of job responsibilities of those

included in this organization chart.

2. Resumes and a brief Curriculum Vitae (CV) for the Owner/President/CEO of company, as well as the two (2) individuals listed below. Resumes should be submitted in the format presented in

Appendix D2.

a. The staff member who will act as the Vendor Liaison for The City that can be contacted 24 hours per day/7 days per week.

b. The key senior staff member that will be designated in assisting with issues above routine operational practices and long range planning for the duration of the contract.

3. Description and schedule of all ongoing and upcoming training including areas in quality assurance, delivery, customer service, WHIMIS etc.

Note: The Proponent should submit signed consent forms authorizing the disclosure of personal

information to the City, or its designated agent(s), for any resumes that are submitted; however, the

Proponent will accept all liability if signed consent forms and resumes are not disclosed to the City.

It is important that key project individuals (i.e. major areas of responsibility) be named, with

accompanying indication of guaranteed availability. Continuity of key personnel will be required, with a

contractual obligation for substitutions only with full written approval of the City.

Subsection 4 – Samples

Proponents meeting the RFP requirements may be required to provide product samples for evaluation.

Upon request, Proponents are required to submit a sample of the products and dispensing equipment at no

cost to the City within five (5) working days of such request for a performance evaluation. Failing to

comply with the request will result in the Proposal being declared non-compliant.

Subsection 5 – Proposed Products

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Provide a detailed description of proposed products and services to meet the City's needs including:

Outline the range of available standard and specialty products that are suitable for a Long-Term Care

setting. Proponents are to complete Product Information Matrix in Appendix J and include for each

recommended product:

a) Product information on all proposed products as well as any other recommended products that are suitable for use in the Long Term Care setting

b) Outline proposed uses for all products

c) Ability of proponent to provide an automatic dispensing system to control the dilution rate of product and to reduce staff exposure to chemicals

d) An overview of the environmental friendly features associated with each product and provide proof that the chemicals and consumable goods used are certified by EcoLogo or approved

equivalent mutli-vector environmental criteria documents from other G-7 Environmental

Certification Programs from Green Seal, Eco Mark, Ecolabel, NF Environment or Blue Angel.

e) An overview of the environmental benefits associated with packaging of each product, i.e. returnable containers and (if applicable) of multi-vector environmentally friendly packaging that

is EcoLogo certified (an Environment Canada program) or certified to approved equivalent

mutli-vector environmental criteria documents from other G-7 Environmental Certification

Programs from Green Seal, Eco Mark, Ecolabel, NF Environment or Blue Angel. A list of

products offered that are Greenguard certified for Indoor Air Quality.

f) A list of all Personal Protective Equipment required for product in 'as shipped' form

g) A list of all Personal Protective Equipment required for product in 'ready to use' or diluted form

h) An overview of other safety features associated with each product i.e. colour coding

i) Outline available documentation that supports the cleaning/sanitizing claims

j) Outline the range of available automatic dispensing units proposed. Proponents are to include for each recommended dispensing unit the following:

(i) Models being proposed for use (ii) Size of unit and design feature (iii) Benefits in use- i.e. ease of operation for staff (iv) The dispensing equipment proposed for each of the proposed products (v) Safety features- i.e. built in protection to ensure concentrates cannot be placed in

incorrect dispenser

(vi) Manufacturer's literature and specification of the dispenser units proposed.

k) WHMIS Safety Data Sheets for all proposed products should be provided.

l) Please complete the form in Appendix H for all products offered.

Subsection 6 – Ongoing Commitment to Service

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Provide a statement confirming the Proponent's commitment to the ongoing development and support of

the proposed goods and services, including the commitment to maintain compatibility with new releases

of related systems.

Provide a detailed description of how the Proponent intends to provide the proposed service to meet the

City's needs including:

a) Identify how the Vendor will substitute product in the event of a product discontinuance or period where product becomes unavailable.

b) A summary of the product storage and distribution infrastructure of the Proponent, including contractual relationships with distributors, owned delivery vehicles, dedicated City of Toronto

minimum inventory levels to be retained by the Vendor at all times.

c) Identify the processes for order placement outlining normal delivery turn-around time of order

placement to time of receipt at City locations and notification to the Homes for out of stock

products.

d) Detail the policy and process for product returns, replacement and credit policy as they pertain to the City.

Subsection 7 – Transportation & Operational Capacity

The City requires a vendor that can demonstrate that it has the vehicle and personnel resources to fulfill

the demanding requirements of the City. This Vendor should possess or have access to back-up vehicles

in case of vehicle breakdowns and regular maintenance/cleaning protocols. Vendor that have active

contingency plans for common issues that can arise on a daily basis are preferred. Maximum scores will

be given to the most efficient processes and protocols which include dedicated personnel and resources

for the city.

Proponents are to submit a cohesive and detailed description outlining its delivery/ transportation program

and capabilities. The following details should be included in the description:

1. Vehicles, Designs, & Delivery Personnel Attire Proponents must submit a full list of vehicles with temperature controlled compartments that will

be used for the transportation of catered meals on a daily basis. The list should include the

following information for each vehicle:

a. Pictures of the vehicle from the following angles: i. A side profile from both sides

ii. The front iii. The back. iv. Inside vehicle showing food storage area.

b. Size of Vehicle: height, width and length in inches.

2. Delivery Contingency Protocols

It is important that the City's Vendor has the preventative protocols in place to avoid common

situations such as vehicle break-down and spoiled food. In the event that these situations cannot

be avoided, the City requires that Vendors have established protocols to remedy these situations

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in a swift manner so as to not delay or interfere with the Deliverables of this Contract. Proponents

must therefore provide the following:

a. Vehicle Break-Down Contingency: Description of contingency plans if the primary transportation vehicle breaks down or becomes out of service. Also include contingency

plans for driver no-shows, including a list of stand by drivers.

b. Cleaning and Maintenance: Description of current protocol for inspection, cleaning and maintenance of vehicle(s). Protocols should include frequency of activities (inspection,

cleaning and maintenance) and checklist of requirements to be completed for each

activity.

3. Communication Protocols

a. Delivery Emergency Communication Protocol: Description of communication protocols between City and the Vendor (during business hours AND after-hours) due to

emergency situations or unforeseen events including delivery concerns. The description

should include: contact information, number to call in case of delivery issues, secondary

number in case primary number cannot be reached, and internal protocols in place to

resolve emergency issues.

b. Complaints Protocol: Description of communication protocol for receiving, identifying root cause, addressing and tracking progress of solutions for all complaints and incident

reports communicated to the Proponent by The City.

4. Labour Disruption Identify Proponent's continuity plan in the event of a labor disruption, emergency or pandemic

Sub-Section 8 – Cost of Services

To be submitted in the Cost of Services envelope as per section 5.2.2 above.

In the event of mathematical errors found in the pricing pages, the unit prices quoted shall prevail.

Extensions and totals will be corrected accordingly by City staff and adjustments resulting from the

correction will be applied to the Total Lump Sum Price quoted.

Prices submitted in a Proposal are to be firm for the duration of the RFP process and the term of any

resulting Agreement.

All prices must be stated in Canadian currency. The Proponent shall assume all currency risk.

The City shall not be responsible for any additional costs.

The Proponent shall be solely responsible for all costs including but not limited to, wages, salaries, statutory

deductions and any other expenses and liabilities related to its own personnel, and subcontractors and

suppliers and their respective personnel.

The Proponent shall be solely responsible for any and all payments and/or deductions required to be made

including, but not limited to, those required for the Canada Pension Plan, Employment Insurance,

Workplace Safety and Insurance, and Income Tax.

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All invoices must clearly show HST as a separate value and HST "registrant" number.

Without restricting the generality of the foregoing, the Proponent acknowledges that, if it is a non-resident

person, payments to the Proponent, as a non-resident person, may be subject to withholding taxes under the

Income Tax Act (Canada). Further, unless the Proponent, as a non-resident person, provides the City with

an official letter from Canada Revenue Agency waiving the withholding requirements, the City will

withhold the taxes it determines are required under the Income Tax Act (Canada).

A. Core Pricing

The Proponent must complete and submit the Price Detail Form located in Appendix D – Supplementary

Submission Forms.

The total price quoted must include all labour, profit, other overhead, materials, equipment, licences,

analysis, travel, accommodations, communication, transportation and delivery costs (courier, long distance

charges, and so on), staff time, City/Vendor meetings (as and where deemed required by the City),

disbursements and any/all other operational costs and fees associated with the Services, excluding all

applicable taxes. The City shall not be responsible for any additional costs.

The decision to renew the Contract for any option term will be at the sole discretion of the City and will be

decided at least four (4) months in advance. All terms and conditions of the Contract shall remain in effect

and continue during the optional year(s), with the exception of any price adjustment. The City may take

into consideration the following into its decision to exercise any option year:

3.0 Available budget; 4.0 The annual price adjustment; 5.0 Vendor performance during the contract; and 6.0 Operational needs

Included in the decision to accept any option year(s) of the Contract, is a price adjustment annually effective

applied after the Contract's end date in accordance with the annual Consumer Price Index (CPI), (CPI Index-

All Items-Toronto) for a 12 month period, using the most current CPI released month at the time of the first

option year renewal, conducted by the City for the Deliverables included herein.

All subsequent option year renewals will be evaluated using the same CPI release month exercised during

option year one (1), of the new year being exercised. All terms and conditions of the Contract shall

remain the same and continue during the extended Term

For the purposes of the evaluation and award, there will be a 3% CPI increase applied annually to the total

annual cost from [Month Day, Year] to [Month Day, Year].

In addition, the City will also review the Vendor's contract performance during the Term with regards to

meeting timelines, and Deliverables.

B. Taxes

Harmonized Sale Tax (HST) is to be applied to the prices submitted as specified in the relevant sections

of the call document or in the Price Schedule provided in the call.

HST for the supply and delivery of materials/goods is to be shown as additional/separate line items on the

Price Schedule and any subsequent invoices.

C. Optional and/or Additional Pricing

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The Proponent must clearly indicate in its Proposal and on the Price Detail Form specific Services and

products which are additional or optional and which are excluded from the Total Proposal Price for

Services, i.e., Core Pricing.

Include an hourly fee schedule for all levels of Proponent’s professional, managerial and clerical staff with

respect to services not covered (e.g. customization services) and rates for disbursements.

A detailed cost summary of exclusions along with justification for the need must be provided.

D. Payment Terms and Discount Schedule

1. Propose payment terms for Core Pricing. The City’s standard payment terms are 60 days from the receipt of the invoice. The final payment terms may be subject to further negotiation.

2. Propose any prompt payment discount terms.

If all the correct billing information has been indicated on the invoice, and no acceptable discount for

early payment has been offered, the City will endeavour to pay within the vendor's terms from the receipt

date of the invoice in Corporate Accounts Payable Unit - Metro Hall, 55 John Street, 14th floor.

Payment terms should be clearly indicated on the invoice including early payment terms.

The City will consider offers of early payment discount terms. Discounts will only be taken when early

payment discount terms are met from the receipt date of the invoice in the Corporate Accounts Payable

unit.

Note: Discount terms for early payment cannot be earlier than 15 days from the receipt date of the

invoice by the City of Toronto, Accounting Services Division, and Corporate Accounts Payable unit.

City of Toronto offers secure electronic deposit payments directly to your bank account through our “Direct

Deposit” program. For more information and/or to enroll for this payment option, please email us at

FASPDD@toronto.ca or contact our AP Customer Service Desk at APHelp@toronto.ca or 416-397-5235.

To support an electronic payable environment, the City of Toronto Corporate Accounts Payable unit will

accept electronic vendor invoices submitted via email at APinvoice@toronto.ca . Note: Electronic

invoices submitted must be in a PDF format as an attachment. If you have any questions regarding this

process, please contact our AP Customer Service Desk at APHelp@toronto.ca or 416-397-5235

E. City of Toronto's Invoice and billing requirements

To assist in prompt payment, it is essential that all required billing information is provided on the

invoice submitted to the City of Toronto. If the billing information is missing from an invoice it

will result in a payment delay and the invoice may be returned to you without payment.

It is the Vendor's responsibility to submit correct invoices for payment of goods /services delivered

to the City of Toronto Divisions. If an incorrect invoice is submitted, the vendor will be requested

to issue a credit note and submit a new invoice. If the invoice in question offered an early payment

discount, the re-issue date of the new invoice will be used to calculate the early payment discount

terms.

(1) Exceptions

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mailto:FASPDD@toronto.camailto:APHelp@toronto.camailto:APinvoice@toronto.camailto:APHelp@toronto.ca

The standard invoice billing requirement must be followed with the exception of vendor invoices

related to an approved capital project subject to construction lien holdbacks only. Billing

requirement direction will be provided by the contract custodian or city divisional designate.

(2) Electronic Invoices

To support an electronic payable environment, the City of Toronto Corporate Accounts Payable

unit will accept electronic vendor invoices submitted via email to APinvoice@toronto.caElectronic

invoices submitted must be in a PDF format with either single or multiple invoice(s) per attachment

.

Note: Do not send statements or past due invoices to this email address, only current invoices

will be accepted. Do not send hard copy invoices to Corporate Accounts Payable if you have

submitted an electronic invoice. If you have any questions regarding this process, please contact

AP Customer Service at 416-397-5235 and follow the prompts.

1.1 Billing Requirements

2.0 All original Vendor invoices must be addressed and be sent DIRECTLY to:

City of Toronto

Accounting Services Division

Corporate Accounts Payable

55 John Street

14th Floor, Metro Hall

Toronto, ON

M5V 3C6

3.0 Invoice/s submitted to the City of Toronto must have complete ship to information including:

a. Name of City Division, b. The City Division’s contact name and phone number (the person ordering or picking up

the goods and/or services),

c. Delivery location of goods and/or services (excluding pick-up order), d. Purchasing document information on the invoice (blanket contract number, contract release

order number (CRO) purchase order (PO) or Divisional Purchase Order (DPO), or

Schedule "A" must be clearly indicated on the invoice. (*This purchasing number should

be provided by City staff at the time of order*)

V. Complete "Remit To" address is required on all submitted vendor invoices

Invoices that do not contain the required billing information may be returned without

payment to the vendor for correction.

4.0 City purchases with the use of a credit card/PCard, are NOT to be sent to Corporate Accounts Payable. These invoices are considered paid.

5.0 Vendors are encouraged to provide packing slips and/or goods receipt confirmations directly to the ordering Division for goods/services delivered.

6.0 Vendors are to provide backup documentation directly to the ordering Division, not Corporate Accounts Payable.

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mailto:APinvoice@toronto.ca

6.1 Contract Release Order for Contract Purchases

A request for delivery in the form of a Contract Release Order (CRO) will be issued for each

purchase against a contract.

All invoices submitted for payment of contract goods/services must contain:

I. Blanket Contract Number

II. Contract Release Order Number (CRO)

Under no circumstances are Contract Release Orders to be filled for commodities or services that

are not included on a Contract.

The total value estimated on a Contract including all charges, excluding any applicable taxes, is

not to be exceeded without authorization.

A Contract shall not be valid once the specified period has elapsed unless an extension has been

requested by the City.

The City, in its sole discretion, has the right to terminate a contract prior to the expiration of the

term without cause or penalty, provided the Total Value Estimated as specified on the Contract

Order has been reached.

6.2 Discount Terms

The City will consider offers of early payment discount terms. If correct billing information has

been indicated on the invoice, it is the City’s policy to pay within vendor’s discount terms from

the receipt date of the invoice in the Corporate Accounts Payable unit – Metro Hall, 55 John

Street, 14th Floor.

Early Payment terms should be clearly indicated on the invoice.

Note: Discount terms for early payment cannot be earlier than 15 days from the receipt date of

the invoice by the City of Toronto, Corporate Accounts Payable unit.

6.3 Direct Deposit

City of Toronto offers secure electronic deposit payments directly to your bank account through

our “Direct Deposit” program. For more information and/or to enrol for this payment option,

please email us at FASPDD@toronto.ca or contact the Direct Deposit program line at 416-392-

9736 and follow the prompts.

Effective January 1, 2014, all new contracts for existing or new vendors must be enrolled in the

Direct Deposit program.

1.5 Construction Contracts & Consultant Assignments related to Capital Projects – With a

Holdback only.

Invoices related to an approved capital project with a holdback and managed by a Contract

Administrator (CA) must be forwarded to the CA for review and approval. Billing requirement

direction will be provided by the contract custodian or city divisional designate prior to the start

of the Contract.

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1) All invoices must be addressed and sent DIRECTLY to:

Contract Administrator

City of Toronto

Address

Contact Info: Phone #, E-mail address

Note: Contact Information of respective CA will be provided in writing, prior to the start of the contract.

2) Invoice/s submitted to the City of Toronto Contract Administrator must have complete

information including:

Contract/Project Number

Name of City Division and Contract Administrator

Vendor Number

Vendor Name and address

The City Division’s contact name and phone number (the person ordering or picking up the goods and/or services),

Description of work/ Project Name

Location of work

Bill through Dates(Work Done): from and to

Invoice Date

Sub-total Amount: Excluding all taxes

Total Invoice Amount; Including all taxes

Purchasing document information on the invoice (blanket contract number, contract release order number

(CRO) purchase order (PO) or Divisional Purchase Order (DPO), must be clearly indicated on the invoice.

(*This purchasing number should be provided by City staff at the time of order*)

F. Invoicing and Reporting Specification Requirements

The standard billing requirement for invoices must be followed excluding exceptions for vendor invoices

related to approved capital projects subject to construction lien holdbacks. Billing requirement direction

will be provided by the Contract custodian or city divisional designate.

For any further vendor invoicing information, please contact Corporate Accounts Payable at

APHelp@toronto.ca or 416-397-5235.

APPENDICES

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mailto:APHelp@toronto.ca

APPENDIX A - RFP PROCESS TERMS AND CONDITIONS

1 Proponent’s Responsibility

It shall be the responsibility of each Proponent: (a) to examine all the components of this RFP, including all appendices, forms and addenda;

(b) to acquire a clear and comprehensive knowledge of the required services before submitting a

Proposal;

(a) to become familiar, and (if it becomes a vendor) comply, with all of the City’s Policies and Legislation set out on the City of Toronto website at:

https://web.toronto.ca/business-economy/doing-business-with-the-city/understand-the-

procurement-process/purchasing-policies-legislation/

The failure of any Proponent to receive or examine any document, form, addendum, Agreement or policy

shall not relieve the Proponent of any obligation with respect to its Proposal or any Agreement entered into

or Purchase Order issued based on the Proponent’s Proposal.

2 Prime Proponent

A Proposal by a consortium of two or more entities may be submitted, but one person or company must be

shown as the prime Proponent and be prepared to represent the consortium to the City by executing the

Agreement, acting as the primary contact, and taking overall responsibility for performance of the

Agreement.

Where a Proposal is made by a prime Proponent with associate firms working with or under the prime

Proponent in either a sub-contracting or consortium relationship, it is required that those associate firms be

named in the Proposal.

3 City Contacts and Questions

All contact and questions concerning this RFP should be directed in writing to the City employee(s)

designated as “City Contact” in the Notice to Potential Proponents.

No City representative, whether an official, agent or employee, other than those identified “City Contacts”

are authorized to speak for the City with respect to this RFP, and any Proponent who uses any information,

clarification or interpretation from any other representative does so entirely at the Proponent’s own risk.

Not only shall the City not be bound by any representation made by an unauthorized person, but any attempt

by a Proponent to bypass the RFP process may be grounds for rejection of its Proposal.

From and after the date of this RFP until the time of any ensuing contract award, no communication with

respect to this matter shall be made by any potential Proponent, or its representatives, including a third-

party representative employed or retained by it (or any unpaid representatives acting on behalf of either),

to promote its Proposal or oppose any competing Proposal, nor shall any potential Proponent, or its

representatives, including a third party representative employed or retained by it (or any unpaid

representatives acting on behalf of either), discuss the RFP or its Proposal with any City staff, City

officials or Council member(s), other than a communication with the "City Contact" identified on page 1

on this RFP.

Proponents should be aware that communications in relation to this RFP outside of those permitted

by the applicable procurement policies and this RFP document contravene the Lobbying By-law,

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https://web.toronto.ca/business-economy/doing-business-with-the-city/understand-the-procurement-process/purchasing-policies-legislation/https://web.toronto.ca/business-economy/doing-business-with-the-city/understand-the-procurement-process/purchasing-policies-legislation/

an offence for which a person is liable to a maximum fine of $25,000.00 on a first conviction and

$100,000.00 on each subsequent conviction. In addition, the City's Supplier Code of Conduct

provides that any Proponent found in breach of the policy may be subject to disqualification from

the call or a future call or calls at the discretion of Council.

Notwithstanding anything to the contrary as set out in this document, the obligations as set out in

the City of Toronto Municipal Code, Chapter 140 shall apply.

For your information, please find below the links to the City's Procurement Processes Policy,

Lobbying By-Law and Interpretive Bulletin on Lobbying and Procurement: https://www.toronto.ca/wp-content/uploads/2017/08/9587-Procurement-Processes-Policy-January-1-

2017.pdf

https://www.toronto.ca/legdocs/municode/1184_140.pdf

4 Addenda

If the City, for any reason, determines that it is necessary to revise any part of this RFP or to provide

additional information relating to this RFP, such information will be communicated to all Proponents by

addenda. Each addendum shall form an integral part of this RFP. Such addenda may contain important

information, including significant changes to this RFP. Proponents are responsible for obtaining all

addenda issued by the City.

All Proponents must acknowledge receipt of all Addenda in the space provided on the Proposal

Submission Form.

The City reserves the right to revise this RFP up to the Closing Deadline.

If any addendum is issued after the Deadline for Issuing Addenda, the City may at its discretion extend the

Closing Deadline for a reasonable amount of time.

The City’s Purchasing and Materials Management Division will make reasonable efforts to issue the final

Addendum (if any) no later than two (2) days prior to the Deadline.

5 Exceptions to Mandatory Requirements, Terms and Conditions

If a Proponent wishes to suggest a change to any mandatory requirement, term or condition set forth in any

part of this RFP, it should notify the City in writing not later than the deadline for questions. The Proponent

must clearly identify any such requirement, term or condition, the proposed change and the reason for it. If

the City wishes to accept the proposed change, the City will issue an Addendum as described in the article

above titled Addenda. The decision of the City shall be final and binding, from which there is no appeal.

Changes to mandatory requirements, terms and conditions that have not been accepted by the City by the

issuance of an Addendum are not permitted and any Proposal that takes exception to or does not comply

with the mandatory requirements, terms and conditions of this RFP will be rejected.

6 Omissions, Discrepancies and Interpretations

A Proponent who finds omissions, discrepancies, ambiguities or conflicts in any of the RFP documentation

or who is in doubt as to the meaning of any part of the RFP should notify the City in writing not later than

the deadline for questions. If the City considers that a correction, explanation or interpretation is necessary

or desirable, the City will issue an Addendum as described in the article above titled Addenda. The

decision and interpretation of the City shall be final and binding, from which there is no appeal. No oral

explanation or interpretation shall modify any of the requirements or provisions of the RFP documents.

7 Proponents Shall Bear Their Own Costs

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https://www.toronto.ca/wp-content/uploads/2017/08/9587-Procurement-Processes-Policy-January-1-2017.pdfhttps://www.toronto.ca/wp-content/uploads/2017/08/9587-Procurement-Processes-Policy-January-1-2017.pdfhttps://www.toronto.ca/legdocs/municode/1184_140.pdf

Every Proponent shall bear all costs associated with or incurred by the Proponent in the preparation

and presentation of its Proposal including, if applicable, costs incurred for interviews, demonstrations,

or any other activity that may be requested as part of the evaluation process or the process for the

negotiation or execution of an Agreement with the City, as the case may be.

8 Limitation of Liability

The City shall not be liable for any costs, expenses, los