REQUEST FOR PROPOSAL 5/2011 SUPPLY & DELIVERY OF TRANSIT OPERATOR UNIFORMS

Transcription

1 REQUEST FOR PROPOSAL 5/2011 SUPPLY & DELIVERY OF TRANSIT OPERATOR UNIFORMS -- For The City of Thunder Bay, Transit Division -- Page 1 of 15 The Corporation of the City of Thunder Bay, Transit Division, invites proposals for the Supply and Delivery of Uniforms for Approximately One Hundred and Ten (110) Transit Operators in accordance with the following Scope of Work, Conditions/ Requirements, and the City of Thunder Bay Standard Terms and Conditions for Tenders, Proposals, Contracts and Quotations. Submissions should include, but not necessarily be limited to, the following: 1. Cost to the City of Thunder Bay, Full Details as per Schedule of s attached, HST Extra, where applicable; 2. A brief description of your firm its clients, its history, its projects, its staff; 3. A company description, exact location and address; 4. A summary of your understanding of this proposal; 5. An outline of the services to be provided; 6. Your firm s experience in similar projects; 7. Samples/Descriptions of previous work; 8. Details of Methods of Performing the Services as called for; 9. Addressing all aspects in regards to the Scope of Work/Terms of Reference; 10. List of clientele; 11. Work Plan/Schedule; 12. Provide an overview of how the project will be managed and the process to be used by your company; 13. Environmental and Social initiatives your firm may have undertaken; 14. Any other supporting information you may wish to include with your submission. In order for the City to evaluate proposals fairly and completely, offers should follow the format set out herein and provide all of the information requested. Failure to complete and include information as required may result in your submission not being considered.

2 Uniforms for Transit Operators Page 2 of 15 INFORMATION TO BIDDERS Document Fee: There is a non-refundable charge of $35.00 (inclusive of taxes) for these documents payable by cheque, cash or debit card. Cheques are payable to the City of Thunder Bay. Qualifications Proposals will be evaluated from firms or individuals that can demonstrate that they have the necessary staffing, facilities, experience, ability and financial resources to perform the work in a satisfactory manner. Proven track record must be demonstrated. The City of Thunder Bay reserves the right to perform such investigations as may be deemed necessary to insure that competent personnel and management and suitable equipment/material will be used in the performance of this contract. Freedom of Information All proposals submitted to the Corporation of the City of Thunder Bay become the property of the Corporation, and as such, are subject to the provisions of the Municipal Freedom of Information and Protection of Privacy Act. This will confirm that the Corporation of the City of Thunder Bay will not use/disclose the information provided, without proper authorization, and will keep the information in a physically secure location to which access is given only to staff requiring access. References Submission of a proposal authorizes the City to contact all references provided. Failure to provide references and details of experience may result in the RFP not being considered. Rights Reserved by the City Submission of a proposal indicates acceptance by the firm of the conditions contained in this Request for Proposal, unless clearly and specifically noted in the proposal and in any contract between the City and the firm selected. The City reserves the right without prejudice to reject any or all proposals and to determine in its own best judgement the firm best qualified to undertake this contract. The City is not responsible for any costs incurred by the proponents in the preparation of their response to the proposal call or attendance at any selection interviews. The Selection Committee reserves the right to be the sole judge of the acceptability of any service offered, and also any alternative proposed, and to purchase the service which in its opinion most closely meets the operating requirements of the City. The City of Thunder Bay, unless it otherwise states, reserves the right to award by item, or part thereof, groups of items, or all items of the proposal, and to award contracts to one or more proponent submitting identical proposals as to price; to reject any and all submissions in whole or in part; to waive technical defects, irregularities and omissions, if in so doing, the best interests of the City will be served. The decision of the Selection Committee shall be final and without recourse.

3 Uniforms for Transit Operators Page 3 of 15 The City of Thunder Bay reserves the right to award this contract in whole or in part without recourse or penalty that which is deemed most advantageous to the Corporation. NOTE: This is an invitation for proposals and not a tender call. The City has the right to negotiate with the proponent that presented the most attractive proposal. The City of Thunder Bay Council shall have the final authority on all matters regarding this Request for Proposal. Term of Contract: The term of this agreement will be for a period of one (1) year from the date of award, with an option to renew for two (2) consecutive one (1) year periods upon written mutual consent of both parties. Questions/Inquiries Communications concerning this Request for Proposal are to be in writing and directed to; David Hardick, Supervisor (or designate) Materials Management Division phone (807) fax (807) dhardick@thunderbay.ca Inquiries must not be directed to other City employees or Elected Officials. Directing inquiries to other than those designated may result in your bid being rejected. The deadline for questions/inquiries will be Tuesday, February 8, 2011 at 12:00 noon. All clarification requests are to be sent in writing to the individual mentioned above. No clarification requests will be accepted by telephone. Responses to clarification requests will be provided to all interested parties. Any and all changes to the Request for Proposal will be issued by the Manager, Materials Management (or designate) in the form of a written addendum. Acknowledgement of Addenda If addenda are issued, their receipt must be acknowledged by the proponent by including them as part of the proposal submission to ensure that all requirements are included in the submission. Failure to include all addenda may result in your submission not being considered. The City will assume no responsibility for oral instructions or suggestions. Addenda will be posted on the City s website.

4 Uniforms for Transit Operators Page 4 of 15 Review of Requirements All proponents should carefully review this solicitation for defects or questionable matter. Comments or the need for clarification must be made in writing as requested in this RFP. Protests based on any omission or error, or on the content of the solicitation, will be disallowed if these faults have not been brought to the attention of the Materials Management Division as per the terms set out in this Request. Interpretation of Estimates: The quantities shown on the tender form are estimated only and should not be interpreted as either a minimum or maximum commitment and shall be used as a basis for calculation upon which the award of the contract will be made. These quantities are not guaranteed to be accurate and are furnished without any liability to the City, whether decreased or increased. Enclosures: Standard Terms and Conditions for Tenders, Proposals and Contracts Attachment A VENDOR PROFILE - to be submitted with RFP Brochures The manufacturer's standard descriptive literature is to accompany this RFP form, including pictures of actual product being proposed and shall have All Important Features Clearly Marked. Up-to-date literature is required and shall describe in detail the features of the actual unit(s) being offered. The brochures submitted are to indicate, state, and address all of the specifications being requested. Specifications requested and not shown in the vendor's brochures will be assumed and assessed to be Not Available from such vendor. Delivery Delivery is of the essence and may be considered as part of the award. Shipment shall be made to the supplier s distribution location or store for pick up by Transit employees. Delivery of the uniforms is required as quickly as possible after acceptance of the proposal.

5 Uniforms for Transit Operators Page 5 of 15 Evaluation An Evaluation Committee has been established to review and evaluate each proposal based on the criteria and scoring listed below. CRITERIA MAX. SCORE 1 Cost to the City of Thunder Bay 35 2 Company Profile/Vendor attributes (From Vendor Profile) reputation, financial stability, reliability, experience, capability resources, staff availability and skills, ability to provide all of the requested uniform pieces, customer service/invoicing/reporting 20 3 Compliance with document requirements and Warranty, return policy, exchanges 25 4 Delivery/Availability of both Sizing Samples & Product Availability by season. 10 Vendor demonstrates on time delivery 5 Value Added/Innovative Concepts What unique, or creative added value does the vendor bring; in terms of services or products. 6 Demonstrated Environmental Stewardship environmental friendliness of the product or service and/or unique environmental initiative(s) the company has undertaken 5 5 Total Available Points Samples : (if requested) Quality, workmanship of samples: quality of material, colour consistency, quality of seams, durability 25 Samples (if requested) For purpose of evaluation, short-listed vendors may be required to provide samples of items being proposed. Samples are not to be provided until requested.

6 Uniforms for Transit Operators Page 6 of 15 SCOPE OF WORK - SPECIFICATIONS IN GENERAL The City of Thunder Bay requires the Supply and Delivery of Uniforms for approximately One Hundred and Ten (110) Transit Operators for the City of Thunder Bay, Transit Division, all in accordance with the attached Specifications/Scope of Work, and the City of Thunder Bay Standard Terms and Conditions for Tenders, Proposals, Contracts and Quotations. First class quality workmanship and material are required throughout. No defective, unsound or improper material or workmanship shall enter into the work or be brought on the premises. The specifications in this proposal request are the basic minimum requirements that are necessary to obtain the desired performance and reliability. The product offered shall meet or exceed these specifications. The City of Thunder Bay has specified the product which, in its opinion, most closely conforms to its requirements. Those not meeting these conditions may be deemed unacceptable. The product offered must meet these criteria without additional costs being incurred by the City of Thunder Bay. Minor and/or insignificant differences may be acceptable. The City of Thunder Bay shall be the sole judge of the acceptability of any such difference. The approved Transit Logo is required on all shirts, sweaters, sweatshirts, caps, toques, jackets and parkas. Transit Logo design will be supplied by the City of Thunder Bay. s to range from XS to XXL for women, and S to 3XL for men. It is estimated that the majority of clothing will be within the S to XL with a small percentage in the larger or smaller sizes. If there is an additional charge for larger sizes, this must be specified in the right-hand column. Please identify the size range for regular and the size range for premium pricing. All items are to be provided per the attached point system. Employees may select any number of each item adding up to 40 points. Points not used by the end of each year s contract will not be carried forward to the following year.

7 Uniforms for Transit Operators Page 7 of 15 ANNUAL POINTS AVAILABLE PER OPERATOR Uniform Clothing Item Points Pants (casual, cargo, dress) 5 Shorts or Capri s 3 Shirts (long sleeve or golf/polo, or turtleneck) 2 Sweater (winter-weight V-neck or crew-neck) 5 Sweatshirt 3 Cap or Toque 1 Light Spring Jacket 5 3-in-1 Parka or Winter Parka 15 Winter Parka 15 Warranty Please list details of warranty

8 Uniforms for Transit Operators Page 8 of 15 INDEMNITY GENERAL CONDITIONS / REQUIREMENTS (where applicable) The contractor shall indemnify and save harmless the City of Thunder Bay from and against all liens, damages, losses, claims, demand payments, suits, actions, recoveries and judgements of every nature and description brought against him and/or the City by reason of any act or omission of the said contractor, his agents, or employees in the execution of, or as a result of the work or in the guarding of it. All permits and fees applicable shall be acquired and paid for by the contractor. INTENT OF SPECIFICATIONS Should any work or materials be required which are not detailed in the specifications, either directly or indirectly, but which are nevertheless necessary for the proper carrying out of the intent hereof, the contractor is to understand the same to be implied and required, and shall perform all such work and furnish any such material as fully as if they were particularly delineated or described. No after claim will be allowed or entertained for obstructions or work necessary to fully complete the work whereon said contractor made tender. QUALITY ASSURANCE The Vendor shall comply with all laws applicable to the preparation, manufacture, delivery or use of the supplies and the performance during the contract. Products must conform to the higher of the standard proposed by the Vendor and accepted by the City, or industry standards and norms. Products which are of inferior quality or contain manufacturing defects, and/ or which are not equal to the originally approved sample will be rejected and must be replaced at the Vendor s expense. Any garment not meeting the required specifications, not fitting properly, damaged or in unfit condition for active duty must be exchanged or refunded at no cost to the City. If embroidering, patch sewing and heat-transferring on uniform items do not meet required specifications or is of poor quality or damaged, the entire garment must be replaced and the identical replacement must be reembroidered, sewn or re heat- transferred at no cost to the City. One approved sample of each item will be retained by the City for the term of the contract free of charge. The City will do random comparison checks against the retained sample to ensure continuity of quality and colour. PRODUCT SUBSTITUTIONS Substitution or modification to products shall not be permitted without the prior written approval of the City. Substitution quality shall be equal to or better than the original product and shall be at no more than the original tendered price. Where substitutions are made, samples will be required. Where stated on Schedule No Substitution, no alternatives will be accepted.

9 Uniforms for Transit Operators Page 9 of 15 CHANGES TO CONTRACT/NEW PRODUCTS The City may request additional items or introduce new products to be added to the contract after award. In this event, the Vendor shall work with the City to obtain the best possible price for the product requested. The City reserves the right to purchase additional items from other sources if pricing, acceptable to the City, is not obtained. Any changes must be undertaken under the terms and conditions of the original Contract. Any changes to the Contract will be approved by duly authorized change order issued by Materiel Management. Verbal and or unauthorized changes will not be binding on the City. SERVICE REPRESENTATION Upon award of the Contract, The Vendor must provide the name of a customer representative who will manage the City s account throughout the term of the contract. A telephone number is required to be able to contact the representative between the hours of 8:30 a.m. to 4:30 p.m. In addition, the name and phone number of a supervisor for the customer service representative is required in the event of a dispute which requires elevation to resolve. UNSATISFACTORY PERFORMANCE The contract will be deemed to be in default when the Vendor fails to: provide the product as offered provide an acceptable alternate product adhere to agreed upon lead times REMEDIES IN THE EVENT OF NON-PERFORMANCE In the event that the Vendor is not performing, the City may at its sole option: accept alternate product(s), either on a temporary or permanent basis; delete the product(s) from the contract; extend the specified lead time(s); obtain the product from another vendor; terminate the contract The City will notify the Vendor, in writing, when it deems the contract to be in default and will afford the Vendor an opportunity to correct the non-performance, in strict conformance with the written request. If the Vendor does not correct non-performance as directed, the contract will be subject to termination. The City reserves the right to remedy non-performance as noted above, on one or more occasions, as it deems appropriate. Repeated incidents of non-performance will be grounds for contract termination. The City reserves the right to charge back to the Vendor any and all additional costs related to obtaining goods from other sources, including expedited shipping charges. TERMINATION The Vendor agrees that in the event of unsatisfactory performance (default) or, the Vendor becomes insolvent, bankrupt, or makes an unauthorized assignment or compromise with its creditors and is unable to perform its duties under the contract, the City may, in addition to and without prejudice to its other lawful rights and remedies, forthwith terminate the contract by written notice.

10 Uniforms for Transit Operators Page 10 of 15 PROPONENT S UNDERSTANDING It is understood and agreed that the proponent has by careful examination, satisfied himself as to the nature and location of the work, the quality and quantity of services/materials to be encountered, the character of materials, labour and facilities needed in the completion of the work. (This page is to be completed and returned with your submission) PRINT COMPANY NAME MAILING ADDRESS CITY PROVINCE POSTAL CODE PHONE NUMBER FAX NUMBER CELLULAR NUMBER SIGNATURE OF AUTHORIZED OFFICIAL POSITION/TITLE PLEASE PRINT NAME CLEARLY DATE

11 Uniforms for Transit Operators Page 11 of 15 If your firm is interested in this project, please provide THREE (3) Complete copies of your submission to the office of: City of Thunder Bay MATERIALS MANAGEMENT DIVISION 111 S. Syndicate Avenue Victoriaville Civic Centre (main floor) P.O. Box 800 Thunder Bay, Ontario P7C 5K4 Not later than: 4:00 p.m., local time TUESDAY, FEBRUARY 15, 2011 THE LOWEST OR ANY PROPOSAL NOT NECESSARILY ACCEPTED LATE PROPOSALS WILL NOT BE ACCEPTED FACSIMILE, OR TELEPHONE PROPOSALS WILL NOT BE ACCEPTED THE CITY WEBSITE ADDRESS FOR LIST OF BID OPPORTUNITIES IS:

12 Uniforms for Transit Operators Page 12 of 15 SCHEDULE OF PRICING The price(s) quoted include all duty, taxes (HST), customs, clearances, cartage, freight and all other charges now or hereafter imposed or in force and is a Total Firm. Harmonized Sales Tax (HST) to be extra. All taxes must be shown separately on invoicing A cash discount of % will be allowed if accounts are paid within days after the receipt of the bill for goods that are acceptable. Terms of Payment (cash discount) will be taken into consideration as part of the award. s must be firm for a minimum of 90 days from date of proposal closing for acceptance. 100% Cotton Cotton/Polyester Blend Pants (3 Styles) s are to INCLUDE Hemming Reg. s Larger s Reg. s Larger s 1 Dress slacks (pleated, wrinkle free) navy blue - Men s 2 Dress slacks (pleated, wrinkle free) navy blue - Women s 3 Casual/work pants, navy blue Men s 4 Casual/work pants, navy blue Women s 5 Cargo pants, navy blue Men s 6 Cargo pants, navy blue Women s Shorts & Capris Shorts Walking Style navy blue Men s Shorts Walking Style navy blue Women s Shorts Cargo Style navy blue Men s Shorts Cargo Style navy blue Women s Navy Blue Capris Women s

13 Uniforms for Transit Operators Page 13 of Shirts Long sleeve dress shirt light blue or navy blue, with Transit logo on left breast pocket Men s Long sleeve dress shirt light blue or navy blue, with Transit logo on left breast pocket Women s Short-sleeve dress shirt light blue or navy blue, with Transit logo on left breast pocket Men s Short-sleeve dress shirt light blue or navy blue, with Transit logo on left breast pocket Women s Golf/Polo shirt light blue or navy blue, with Transit logo on left breast pocket Men s Golf/Polo shirt light blue or navy blue, with Transit logo on left breast pocket Women s Lightweight turtle neck sweater in light blue or navy blue with Transit logo on left breast pocket Men s Lightweight turtle neck sweater in light blue or navy blue with Transit logo on left breast pocket Women s Sweaters Reg. s Reg. s 100% Cotton Cotton/Polyester Blend Larger s Reg. s Larger s 100% Acrylic Alternate Fibre Content Larger s Reg. s Larger s 20 V-neck, winter-weight sweater in navy blue with Transit logo on left breast Men s 21 V-neck, winter-weight sweater in navy blue with Transit logo on left breast Women s V-neck, winter-weight sweater in navy blue with shoulder patches and Transit logo on left breast Men s V-neck, winter-weight sweater in navy blue with shoulder patches and Transit logo on left breast Women s

14 Uniforms for Transit Operators Page 14 of 15 Sweaters (continued) Reg. s 100% Acrylic Alternate Fibre Content Larger s Reg. s Larger s 24 Crew-neck, winter-weight sweater in navy blue with Transit logo on left breast Men s 25 Crew-neck, winter-weight sweater in navy blue with Transit logo on left breast Women s Sweatshirts 100% Cotton Cotton/Polyester Blend 26 Navy blue with Transit logo on left breast Men s 27 Navy blue with Transit logo on left breast Women s Caps/Toques 28 Navy Blue Baseball-style cap with Transit logo on front 29 Navy Blue winter-weight toque with Transit logo on front Jackets, Parkas 30 Light-weight spring jacket, rain repellent, navy blue, with Transit logo on left front Men s 31 Light-weight spring jacket, rain repellent, navy blue, with Transit logo on left front Women s 32 Men s & Women s 3-in-1 Winter Parka - Outer shell to be Nylon or equivalent that is 100% water proof. Liner to be zipper-out fleece with anti-pilling property (minimum 8 oz. weight). Zippered pockets - A minimum of two pockets on each of the inner and outer liners. Transit Logo (to be provided by Transit) to be embroidered on both outer shell and liner. Colour to be Navy Blue for both parts Advise Fibre Content Advise Fibre Content Advise Fibre Content Advise Fibre Content

15 Uniforms for Transit Operators Page 15 of 15 Jackets, Parkas (continued) Advise Fibre Content Reg. Larger s s Advise Fibre Content Reg. Larger s s 33 Men s & Women s Winter Parka - Outer shell to be Nylon or equivalent that is 100% water proof. Liner to be fleece with anti-pilling property (minimum 8 oz. weight). Zippered pockets - A minimum of two pockets on the inner liner. Transit Logo (to be provided by Transit) to be embroidered on outer shell. Colour to be Navy Blue.

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18 From: THE CITY OF THUNDER BAY MATERIALS MANAGEMENT DIVISION VICTORIAVILLE CIVIC CENTRE 111 SYNDICATE AVE S (main floor) PO BOX 800 THUNDER BAY ON P7C 5K4 CLOSING DATE PROPOSAL # When Downloading Proposal Documents, cut or fold this page in half and Affix this ADDRESS LABEL to your proposal submission envelope. Please indicate the Proposal #. Also include your firm s name in the top left corner.