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1 Michael Pacholok, Chief Purchasing Officer Purchasing and Materials Management Division City Hall, 18 th Floor, West Tower 100 Queen Street West Toronto, Ontario M5H 2N2 Elena Caruso, Manager, Professional Services January 18, 2019 Posted in PDF (9 pages + 1 attachment) ADDENDUM NO. 2 REQUEST FOR PROPOSAL NO Deadline for Proponent Questions: January 18, 2019 CLOSING: 12:00 NOON (LOCAL TIME), FEBRUARY 15, 2019 For: Corporate Learning Service Providers Please refer to the above Request for Proposal (RFP) document in your possession and be advised of the following: I. REVISIONS R4. Appendix A B C, Appendix B, section 18. Ownership of Intellectual Property and Deliverables (page 14 of 27), third paragraph has been revised to read: The Vendor grants the City, for the term of the Agreement, an irrevocable, paid-up, royalty-free and otherwise cost-free licence to use, print, reproduce and distribute all of the Vendor's course materials or other documents (all in any format) in any manner related to providing the Services and deliverables including: (a) (b) reproducing and distributing course materials to all course participants; retaining course materials to meet the City's internal and statutory record-keeping requirements; R5. RFP document, section Proponent Company Profile, subsection (e) Proof of financial viability, point (ii) For Privately held companies (page 36 of 53) has been revised to read: (ii) For Privately held companies: letter from their financial institution or from their auditor or from a certified accountant providing assurance to the City that the Proponent has been and is financially viable and solvent as a going concern; confirmation that the Proponent has the financial capacity to complete this project; and that the undertaking of this project will not put any undue financial burden on the Proponent II. QUESTIONS AND ANSWERS Q3. Is it possible to bid on just the development of elearning courses? A3. The City is not looking for elearning developers at this time. 1 of 9

2 Q4. Are private career colleges eligible to bid? A4. Yes, private colleges are eligible to bid. Q5. The top of each page in Appendix F11 (describing Categories of Component C) estimates the number of courses and sessions. For example, the Communication page estimates eight sessions a year and three to six courses to be submitted in the proposal. Does that mean eight sessions of each proposed course for an estimated total of 24 to 48 sessions per year? The revised Appendix D3 lists the number of sessions as only eight per year for the Communication category. A5. We estimate that we will schedule approximately eight (8) corporate sessions per year related to the general topic of Communication. This is in addition to our internal Communication courses. If demand for a course is high, we often add additional sessions later in the year. Q6. Is the statement in on page 17 of the RFP that one vendor will provide all courses in a category Communication, for example subject to negotiation? The answer to question 1 in Addendum 1 suggests that when a Category is not broken down into topics, the expectation is that a single vendor will cover all items listed in that Category. In the Communication, Category 2 of Component C on page 4 of Appendix F11, under the section Need, you refer to the bulleted items as topics. Yet the summary of expectations for Component C on page 2 of Addendum 1 says Ideally, one vendor to cover all 7 topics. Does the word topics in this phrase refer to the Categories, that is, in a different sense of the word used in the section Need on page 4 of Appendix F11? If topics has the same meaning in both places, could more than one vendor be considered for the Communication category? A6. Please refer to section 2.6 Competitive Call Process on page 11 of the RFP document for a breakdown of the number of vendors per Component, Category and Topic. The number of vendors stated in the RFP is not subject to negotiation. Q7. Does the expected price range for course delivery of Component C (RFP document, bottom of page 47), $1, $2, per diem, refer to the full charge-out to the City, less HST, or does it refer to only the facilitator fee, as one part of the total charge-out? In our experience, current fees for facilitators alone could constitute the lion s share of the charge-out, leaving little for our other operational costs. A7. The range provided represents the expected total cost per diem, not including taxes for the cost of printing materials. Appendix D3 includes a separate field to capture printing costs per person. Q8. Can you please provide details on how you arrived at the ranges of the per diem fees on page 47 of the RFP? For example, are the ranges derived from averaging the rates of the various categories within the components? A8. The ranges are based on three factors: 1) what the City is currently paying for the same or similar services, 2) rates associated with the Province of Ontario's Vendor of Record for the same or similar services and 3) available budget. 2 of 9

3 Q9. Do the topics listed in the Communications category of Component C in Appendix F11 necessarily translate into separate courses for each, or are we free to suggest courses that embed multiple topics within a single proposed course? A9. You are free to suggest courses that cover multiple topics and related topics that aren't necessarily listed. Q10. Would you consider separating Communication (Component C, Category 2) into two separate categories written and verbal given the vast range in conventions, techniques and nature of the various topics listed on page 4 of Appendix F11? A10. Component C, Category 2 will not be separated into two separate categories. Q11. Page 4 of Appendix F11, the Communication category lists presentation skills as a topic. Is the need for the designing of presentations alone, the oral delivery of them alone, or both design and delivery of presentations? A11. The need is for both the design and delivery of presentations. Q12. Can you please unlock the PDF or issue the Word document for Appendices A B C so that we can cut and paste the Standard Submission Forms in Appendix C? Could you do the same for any other documents that include forms that need to be completed? A12. The City is unable to provide unlocked PDFs or Word documents at this time. Q13. It appears that Financial Planning and Retirement Planning have been combined and that the City is only looking for one trainer for the combined course - is this correct? A13. Yes, we are looking for one vendor to cover both Financial and Retirement Planning. III. QUESTIONS AND ANSWERS FROM JANUARY 9, 2019 OPTIONAL INFORMATION MEETING Q14. Can proposals be submitted electronically? A14. Proposals cannot be submitted electronically at this time. The City requires an original print copy as well as an electronic copy submitted on a USB. Submissions received via or fax will not be accepted. The City is also asking for an additional four (4) copies in print. The original must be marked as such. Q15. Are separate submissions required for each topic? A15. You may respond to multiple categories or topics, but must submit a separate proposal for each component. Q16. For the sample requested in the RPF and for the program, does content need to be new, customized and developed exclusively for the City or can it be off-the-shelf? 3 of 9

4 A16. We are looking for off-the-shelf content for our regular programming that vendors can easily tweak and customize to address City-specific needs. For example, a course on Customer Service must consider that we serve the public and are not profit-driven. This said, we expect our vendors to be able to customize, tailor and even develop brand new content in their subject area to respond to new and changing needs as they arise. Q17. Does the City need ITIL version 3 or 4 or both? A17. The current need is for ITIL version 2011 but proponents are encouraged to propose a solution that will accommodate our changing needs. Q18. Does medium and/or availability of alternate formats play role in evaluation? A18. We are looking for instructor-led training solutions but we are open to solutions with electronic components to complement the in-class learning. All elearning must meet the City's cyber security requirements. Q19. Is the City looking for a balance of suppliers in respect to company size? A19. No, we will not evaluate the size of the company. Q20. Are Hybrid/Blended formats encouraged? A20. Yes, innovative learning solutions are encouraged but will need to meet the City's very strict cyber security requirements for elearning. Vendors proposing elearning as part of their overall solution should be prepared to provide source files or conduct thorough testing on their published files (which can be very expensive) or third party servers (if hosting the elearning online). Q21. Are any courses mandated? A21. The City has some corporate courses that are mandatory. Mandatory courses generally relate to legislation, like the Accessibility for Ontarians with Disabilities Act (AODA), Toronto Public Service (TPS) Bylaw, Health & Safety and for Managers, and Human Rights. That said, divisions can, at the division, section or unit level, require their staff to take a particular course. Q22. Are vendors that bid on multiple categories or components looked at more favourably? A22. No, each bid will be evaluated separately. Q23. Can we use SAP Ariba to bid on this RFP? A23. No, but this will change for future RFPs. Q24. Are you looking for a mix of types of companies? A24. No, this is not part of evaluation. Q25. Do you have lessons learned from previous selections that you are able to share? A25. Lessons learned are not available at this time. 4 of 9

5 Q26. What is the anticipated number of vendors you intend to bring on board through this RFP? Will it be more or less than you currently have? A26. The evaluation process will determine the final number of vendors we bring on board. We are looking to cover more topics through this RFP so the total number of vendors may increase from our current thirteen (13), but the final number of vendors will depend on the results of the RFP. While we'd like to limit the amount of administration involved in managing vendors, quality programming is our priority. Q27. How many vendors do you currently have? A27. We currently have thirteen (13) vendors. Q28. Can we ask who the current vendor is for Component A? What are existing courses for management and who delivers them? Are they delivered by City staff or by vendors? A28. The City currently has no vendor for categories 1 and 2 as they are new. The Emerging Leaders Program is delivered through a combination of City staff and vendors. The Executive Development Program is delivered by vendors. Q29. What do you consider an ideal elearning solution? A29. An ideal elearning solution should be interactive, self-directed, and should make it clear to the participant how the learning will benefit them. It should have multimedia components, it must be accessible (i.e. must meet AODA standards), it must result in the transfer of learning, and it must meet the City's cyber security requirements. Q30. Will most courses be delivered at City of Toronto locations? A30. Most of our courses will be delivered at Metro Hall, but some will take place at other City Locations. Component A sessions may occasionally take place at non-city venues. Q31. Please provide the titles of your current Change Management courses you own. A31. The City owns content for the following Change Management courses: Scoping: Align Leadership Planning: Engage Stakeholders Implementing: Build Readiness Sustaining: Support and Sustain Role of the Employee During Change Leading Change for Managers Q32. When proposing under one category, do we need to cover all topics? A32. Where categories are broken down into topics that are open to multiple vendors, (as is the case, for example, in Component B) there is no expectation that one vendor will cover all topics in the category. Where categories are not broken, the expectation is that one vendor will cover all needs in that category. Q33. Are you open to splitting a course into two half days? 5 of 9

6 A33. Most of our current offerings are one day courses and we suggest that one day courses are proposed as they can be evaluated more easily. We intend to negotiate format with the winning Proponent. Q34. What is the appetite for pre/post work? A34. Pre-work is not always completed but post-course assessments are encouraged. Reinforcement tools to help application back on the job are in demand. For Leadership Development courses, if participants are given enough notice and clear instructions, and if the assignment is relevant and useful, pre-work is more likely to get done. Q35. What is the class size? A35. Generally speaking, sixteen (16) participants is the minimum and twenty-five (25) is the maximum. The Price Detail Form is based on twenty-five (25) participants. Q36. The Ontario Public Service (OPS) is using tablets and going paperless. Where is the City of Toronto with regards to going electronic? A36. Participants are increasingly bringing laptops to classes but there is still a need and demand for paper-based learning materials. As the City modernizes and loses physical storage space, the demand for paper-based materials is likely to reduce. The City is open and flexible to change and would like to have more course materials available on our Learning Management System (LMS). We are monitoring trends and responding accordingly. Q37. Are you looking for competency-based learning or academic training in your Change Management program? Is International accreditation preferred? A37. The City's internal program is benchmarked against the Prosci ADKAR Model and the Association of Change Management Professionals (ACMP) guidelines. We are looking for facilitation of our own program along with any complementary programming that aligns. Our participants are not academics, they are leading or participating in change projects and need skills and knowledge they can apply back on the job. We are not looking for International accreditation. Q38. What non-traditional self-development courses have been made available to staff (e.g. meditation, mental/emotional wellness)? A38. Our courses tend to be more traditional in format. However, we are open to innovative ways of learning, as long as solutions adhere to basic adult learning principles (e.g. participants are clear on learning outcomes and how the learning is relevant to them). Q39. Insurance under WSIB some vendors are independent and cannot provide this. Some have been given a waiver from WSIB. Is a waiver acceptable or is the coverage mandatory? A39. The City will accept a letter from WSIB waiving the requirement to provide WSIB coverage. 6 of 9

7 Q40. What are your timelines for awarding contracts? A40. Ideally the evaluation of proposals will be completed in two months, contracts will be awarded in late spring 2019 and programming will be in place by September Q41. Does the Addendum 1 revision to the link in the Proposal Submission Form (Form 1) require a new form? A41. A new form is not required and will not be provided. Q42. How will Component A be scored? How will costing be scored? A42. Appendix E1 provides the evaluation criteria, broken down into four (4) stages. As a Proponent passes each stage, they move on to be evaluated at the next one. The tables provided include a breakdown of points to be awarded at each stage. Costs will be evaluated based on the formula outlined in Stage 3: Cost of Services on the Evaluation Table itself. The formula is as follows: (Lowest priced Proposal / Proposal being scored) x 25 points Q43. How were the per diem ranges determined? A43. Ranges are based on current rates for the same or similar services, provincial rates as per the province's Vendor of Record pricing and available budget. Q44. Is a Diverse Supplier certificate required and what is the breakdown of points awarded to Proponents who are certified? A44. A Diverse Supplier certificate is not required. However, Proponents with this certificate will be awarded up to 2 additional points. The breakdown is as follows: 2 points: Proponent is certified as a Diverse Supplier 1 point: Proponent provides a company-approved supplier diversity policy demonstrating commitment to an active supplier diversity program 0 points: Proponent does not provide evidence of the above Q45. When will new sessions be delivered? A45. New sessions will ideally be delivered in September 2019 but may not be delivered until January Existing contracts expire December 31, 2019 which gives the City the option either to continue with existing vendors for the duration of 2019, or start new programming once new contacts are in place. Q46. Would a profile be acceptable instead of a resume? A46. The City is looking for evidence of in-depth industry experience as well as experience as an adult educator. This evidence can be quickly found in a resume, but a well-written profile would also be acceptable. 7 of 9

8 Q47. What is an ideal reference? Can a reference be from the City of Toronto? A47. An ideal reference is someone for whom you have provided services that are the same or similar to those being proposed who can speak to the quality of your work. City of Toronto employees can serve as a reference as long as they are not evaluating your proposal. Q48. What is the proposal submission address? A48. Please submit proposals to: Chief Purchasing Official Purchasing and Materials Management Division 18th Floor, West Tower, City Hall 100 Queen Street West Toronto, ON, M5H 2N2 Q49. What is expected in terms of customization? A49. Individual course content will be reviewed and minor changes may be requested (e.g. scenarios applicable to the City). A standard template will be distributed to ensure consistent look and feel among all courses. Title pages for all materials change on an annual basis. Q50. With the one-year renewals, will it be calendar years with the first time period covering remainder of 2019 to December 2020? A50. The contract term will be for a one year period with the option to renew for up to four additional one year periods. For this RFP, a one year period means twelve consecutive months. For example, if the contract start date were to be September 1, 2019, the first one year period would end on August 31, If any of the option periods were to be exercised by the City, each one year period would start on September 1 st and end August 31 st. Q51. Will the results of Level 1 evaluations be shared with the facilitators? A51. Yes, participants are given ten (10) days to provide feedback after a course through an electronic questionnaire that is distributed through the LMS. Thereafter, a summary of the feedback as well as the comments are sent to the vendor via to be shared with the facilitator. Q52. Does the cost sheet indicate the number of sessions you will be running this year? A52. The cost sheet indicates an estimate of the number of sessions that the City will be scheduling at the start of the new program, based on demand from last year. It does not include any additional sessions that may be added throughout the year to address demand. It also does not include intact team sessions that may be scheduled by divisions. 8 of 9

9 IV. OPTIONAL INFORMATION MEETING PRESENTATION Please find attached the presentation that was delivered at the Optional Information Meeting on January 9, Should you have any questions regarding this addendum contact Sara Brady at Please attach this addendum to your RFP document and be governed accordingly. Proponents must acknowledge receipt of all addenda in their Proposal in the space provided on the Proposal Submission Form as per Appendix A, Section 4 Addenda of the RFP document. All other aspects of the RFP remain the same. Elena Caruso Manager Professional Services Purchasing and Materials Management Division City of Toronto 9 of 9