Toronto Transit Commission Instructions to Proponents Request for Proposal - Service (May 2012) Page 1 of 2 TITLE: SUPPLY OF HAND AND CUTTING TOOLS AT VARIOUS TTC LOCATIONS FOR UP TO A THREE YEAR TERM PROPOSAL NO: P08CJ12113 ISSUE DATE: FRIDAY, AUGUST 3, 2012 Your firm is hereby invited to submit a Proposal to the Toronto Transit Commission for the above stated referenced requirement as specified in this Request for Proposal (RFP). INDEX: NO. TITLE PAGE NO. 1 PURPOSE............................................................................... 1 2 PROPOSAL SUBMISSION ........................................................ 1 3 PROPOSAL INQUIRIES ............................................................ 1 4 LOBBYING ............................................................................. 1 5 ADDENDA ............................................................................. 2 6 PROPOSAL EVALUATION AND ACCEPTANCE .......................... 2 7 WORK PERFORMANCE ........................................................... 2 8 MUNICIPAL FREEDOM OF INFORMATION AND PROTECTION OF PRIVACY ACT ........................................................................ 2 INSTRUCTIONS TO PROPONENTS 1 Purpose - The Toronto Transit Commission (TTC) has a requirement for the services as outlined in the Terms of Reference herein. 2 Proposal Submission - The Proponent shall complete the Proposal Form including the Proposal Form Price Schedule(s) and submit it in a sealed envelope with the label included as ‘Appendix A’ affixed to the front of the envelope. The Proponent shall not show its name on this envelope. The Proponent shall be responsible for ensuring it reviews and understands the Instructions to Proponents, Supplementary Instructions to Proponents, General Conditions, applicable Supplementary Conditions and Terms of Reference, which form this Request for Proposal (RFP). Sealed Proposals addressed as follows, will be received by the TTC at the 1st Floor Reception Desk until 2:00 P.M. Toronto time on FRIDAY, AUGUST 31, 2012: ATTENTION: GENERAL SECRETARY 1900 YONGE STREET TORONTO, ONTARIO M4S 1Z2 Any Proposal received late according to the Commission’s clock will not be considered and will be returned to the respective Proponent. Faxed Proposals will not be considered. The Proponent is solely responsible to ensure that the Proposal submission is delivered to the address indicated above. The TTC will not be responsible to redirect any submissions delivered in error to any other of the Commission's properties. 2.1. Proposal Results - Proposals are not publicly opened and until the Contract award, only the names of the Proponents will be available on the Materials & Procurement website at www.ttc.ca under 'Business with the TTC'. Following the Contract award, the name(s) of the successful Proponent(s) along with award value(s) will be available at www.ttc.ca. 3 Proposal Inquiries - All inquiries or requests for information during the Proposal period shall without exceptions, be directed to the Buyer by e-mail at [email protected] or Fax No. (416) 537-0385 or Phone No. (416) 393- 4717. The Commission will only ensure responses to inquiries received at least one week prior to the Proposal closing. No assurances are given by the Commission that responses will be made to inquiries received after that date. 4 Lobbying - Toronto Transit Commission Instructions to Proponents Request for Proposal - Service (May 2012) Page 2 of 2 .1 Anyone who “Lobby’s” (as defined in the City of Toronto Municipal Code, Chapter 140) or is expected to Lobby a Member of the Commission (i.e. Commissioner), their staff, or any Commission officer or employee must comply with the requirements as set out in the City of Toronto Municipal Code, Chapter 140 – Lobbying). For the purposes of Chapter 140 of the City of Toronto Municipal Code, the Commission is a “local board (restricted definition)”. For further information please see City of Toronto Web site at www.toronto.ca/lobbying. .2 Failure to comply with the requirements of Chapter 140 of the City of Toronto Municipal Code, may, in the Commission’s sole discretion, be considered in the evaluation of the Proposaler’s current or future Proposal/proposal submissions and award of the current or future contracts. The Commission reserves the right, at it sole discretion, to not award a contract to a Proponent who has failed to comply with the requirements of Chapter 140 of the City of Toronto Municipal Code. 5 Addenda - During the Proposal period, any change to the Request for Proposal will be made by the issuance of an addendum. For a Proposal that is posted on our website, addenda will be posted electronically on the website. It is the Proponent’s responsibility to monitor the website to ensure they have received all the addenda issued up until the Proposal closing. For a Proposal that is issued via e-mail, courier or fax, addenda will also be emailed, couriered or faxed to the Proponent. Addenda will be issued in the form of complete replacement pages and will refer to the addendum number at the bottom of the page. The Proponent shall note in the Proposal Form the number of addenda received during the Proposal period, to acknowledge that the contents form part of its Proposal. No oral interpretations, clarification or change shall modify any of the conditions to this Request for Proposal. 6 Proposal Evaluation and Acceptance: .1 No Proposal may be withdrawn after the RFP closing date and time, until expiration of the RFP validity specified in the Proposal Form. .2 The Proponent shall accept all terms and conditions of the RFP unless explicitly excepted or qualified in its Proposal. .3 Taking any exception to the RFP may render the Proposal unacceptable. Any errors or inconsistencies in the Proposal shall be subject to the interpretation of the Commission. A list of common “Bid Irregularities” and the action that will be taken by the Commission is available on the Materials and Procurement website at www.ttc.ca under ‘Business with the TTC’. Each and every alteration or erasure made in the Proposal shall be initialled by a signing officer of the Proponent. [Whenever the amount submitted in the Price Schedule for an item does not agree with the extension of an item quantity and the submitted unit price, the unit price shall govern and the amount and the total price shall be corrected accordingly. Mathematical discrepancies will be corrected by the Commission, by appropriate means, to arrive at the correct total price.] .4 The Commission's right to accept or reject any Proposal, whether or not it conforms with the RFP or to cancel the RFP at any time prior to the award of contract is expressly reserved without liability to the Commission. .5 At its discretion and following the RFP closing the Commission reserves the sole right to discuss or clarify any other matter in the Proposal of a Proponent in order to satisfy itself as to the intent of a Proposal. .6 The Commission during its evaluation of the Proposals may require a tour of the Proponent’s facilities or proposed sub- contractor’s facilities in order for the Proponent to demonstrate its capabilities to perform the work as outlined within this RFP. 7 Work Performance: The Commission during the term of a contract maintains a record of the performance of the Company completing work for the Commission and this information may be shared with the City of Toronto. The past performance of Proponents in completing contracts for the Commission will be considered and the Commission reserves the right to reject any Proposal submitted by a Proponent with an unsatisfactory performance rating. 8 Municipal Freedom of Information and Protection of Privacy Act: A Proposal submitted to the Commission shall become the property of the Commission and is therefore subject to the provisions of the Ontario Municipal Freedom of Information and Protection of Privacy Act. Proponents are responsible for familiarizing themselves with the provisions of this Act. END OF SECTION Toronto Transit Commission Supplementary Instructions to Proponents Request for Proposal - Service (May 2012) Page 1 of 3 INDEX: NO. TITLE PAGE NO. 1 SUBMISSION REQUIREMENTS ................................................. 1 2 PROPOSAL PRICING ............................................................... 2 3 PROPOSAL EVALUATION AND ACCEPTANCE OF PROPOSALS .. 3 These Supplementary Instructions complement the Instructions to Proponents, which shall apply to the RFP except as amended below: 1 Submission Requirements - In order to aid the Commission in determining the capability of Proponents, each Proponent shall submit the following: .1 Mandatory Requirements - The following information must be submitted with the Proponent’s Proposal: A signed copy of the Proposal Form including: .1 Proponent’s name and address. .2 A hardcopy of Price Schedule 1 – Shopping Basket and Price Schedule 2 - Off Shopping Basket Pricing Structure. .3 Acknowledge that any Addenda issued by the Commission form part of the Proponent’s Proposal. .4 Signature of the Proponent. .5 Ensure all pages of the Proposal Form are submitted. .2 Other Requirements .1 A soft copy of ALL Price Schedules (in excel format) on a disk [preferred format is Compact Disk (CD)]. Ensure the CD is labelled with the Proponent’s name and the subject Proposal No. If a soft copy is not submitted, proponents may be asked during the evaluation to submit a disk (soft copy). Should there be a conflict between the unit prices on the disk and the unit prices on the hard copy