PRINTING SERVICES
REQUEST FOR PROPOSALS
Issued by: OECM
OECM Request for Proposals Number: #2015-215 Request for Proposals Issued On: February 20, 2015
Proponent’s Proposal Submission Deadline: 2:00:00pm on March 23, 2015 Local Time in Toronto, Ontario, Canada
OECM shall not be obligated in any manner to any Proponent whatsoever until a written agreement has been duly executed with a Supplier.
OECM RFP Coordinator – Zakir Shaikh, Business Analyst ([email protected]) 90 Eglinton Avenue East, Suite 504, Toronto, Ontario, Canada, M4P 2Y3
TABLE OF CONTENTS
PART 1 – INTRODUCTION ... 5
1.1 Invitation to Proponents ... 5
1.2 Ontario Broader Public Sector Procurement Directive ... 5
1.3 BPS Entities ... 5
1.4 Overview of OECM ... 6
1.5 OECM Geographical Zones ... 6
1.6 School Board, College and University Zone Information ... 7
1.5 Other BPS Clients ... 7
1.6 OECM Client Advisory Group... 7
1.7 Objective of this RFP ... 8
1.8 Type of Agreement for Deliverables ... 8
1.8.1 The Multi-Supplier Agreement... 8
1.9 Client-Supplier Agreements ... 9
1.10 Proponent Consortium Information ... 10
1.11 Historical Activities ... 10
1.12 No Guarantee of Volume of Work or Exclusivity of Agreement ... 10
1.13 Rules of Interpretation ... 11
1.14 Definitions ... 11
PART 2 - THE DELIVERABLES ... 14
2.1 Description of Deliverables ... 14
2.2 Category A – Commercial Print Services ... 14
2.2.1 Proponent Requirements ... 14
2.2.2 Print Products... 14
2.2.2.1 Finishing and Binding ... 15
2.2.3 Stationery ... 15
2.2.4 Paper ... 15
2.2.5 Print Techniques ... 15
2.2.6 Commercial Print Associated Services ... 15
2.2.6.1 Warehousing and/or Inventory Services ... 16
2.2.6.2 Order Fulfillment ... 16
2.2.6.3 Direct Mail Services ... 16
2.3 Category B – Large Print Services ... 16
2.3.1 Material and Fabrics ... 16
2.3.2 Large Print Associated Services ... 17
2.3.2.1 Warehousing and/or Inventory Services ... 17
2.3.2.2 Order Fulfillment ... 17
2.3.3 Large Print Hardware ... 17
2.4 Product Samples ... 17
2.4.1 Colour and Material Sample ... 18
2.5 Quality Control ... 18
2.6 Product Ordering ... 18
2.6.2 Minimum Order ... 18
2.7 Product Delivery ... 18
2.7.1 Delivery Lead Time ... 18
2.7.1.1 Regular Lead Time ... 18
2.7.1.2 Order Fulfillment Lead Time ... 18
2.7.1.3 Rush Delivery ... 19
2.7.1.4 Lead Time Penalties ... 19
2.7.2 Damaged or Defective Shipment ... 19
2.7.3 Back Order ... 19
2.7.4 Discontinued Products ... 19
2.8 Product Warranty ... 19
2.9 File Format ... 19
2.10 File Transfer ... 19
2.11 Optional Products and Services ... 19
2.12 Environmental Considerations ... 20
2.13 Invoicing ... 20
2.14 Payment Terms ... 20
2.15 Agreement Management Support to OECM ... 20
2.15.1 Account Management Support ... 20
2.15.3 Performance Management ... 21
2.15.4 Reporting to OECM ... 21
2.15.5 Reporting to Clients ... 21
2.16 Disaster Recovery and Business Continuity ... 22
2.17 Licenses, Right to Use and Approvals ... 22
2.18 Accessibility for Ontarians with Disabilities Act ... 22
2.19 Pricing Methodology ... 22
2.20 Savings Calculation ... 22
2.21 OECM Cost Recovery Fee (“CRF”) ... 22
PART 3 - EVALUATION OF PROPOSALS ... 24
3.1 Stages of Proposal Evaluation ... 24
3.2 Stage I – Review of Mandatory Requirements (Pass/Fail) ... 24
3.2.1 Form of Offer - Appendix B (Mandatory Form) ... 24
3.2.2 Rate Bid Form – Appendix C (Mandatory Form) ... 25
3.2.3 Consortium Information – Appendix F (Mandatory Form) ... 25
3.3 Stage II – Rated Requirements (800 Points) ... 25
3.4 Stage III – Pricing (200 Points) (Mandatory Requirement) ... 27
3.4.1 Pricing Evaluation Methodology ... 27
3.5 Stage IV – Cumulative Score ... 28
3.6 Stage V - Tie Break Process ... 29
3.7 Execution of Agreement with Preferred Proponent ... 29
3.8 Agreement Launch and Marketing ... 29
PART 4 - TERMS AND CONDITIONS OF THE RFP PROCESS ... 30
4.1 General Information and Instructions ... 30
4.1.1 RFP Timetable ... 30
4.1.2 Proponent Information Session ... 30
4.1.3 Proponents to Follow Instructions ... 31
4.1.4 Proposals in English ... 31
4.1.5 OECM’s Information in RFP Only an Estimate ... 31
4.1.6 Proponent’s Costs ... 31
4.2 Communication after RFP Issuance ... 31
4.2.1 RFP Coordinator Contact Information ... 31
4.2.2 Proponents to Review RFP ... 31
4.2.3 Proponent to Notify ... 32
4.2.4 All New Information to Proponents by way of Addenda ... 32
4.3 Proposal Submission Requirements ... 33
4.3.1 General ... 33
4.3.2 Proposal Submission Requirements ... 33
4.3.3 Other Proposal Considerations ... 34
4.3.4 Proposal Receipt by OECM ... 34
4.3.5 Withdrawal of Proposal ... 35
4.3.6 Amendment of Proposal ... 35
4.3.7 Completeness of Proposal ... 35
4.3.8 Proposals Retained by OECM ... 35
4.3.9 Proposal Irrevocability ... 35
4.3.10 Acceptance of RFP ... 35
4.3.11 Amendments to RFP ... 35
4.3.12 Proposals will not be Opened Publicly ... 35
4.3.13 Clarification of Proposals ... 35
4.3.14 Verification of Information ... 36
4.3.15 Proposal Acceptance ... 36
4.3.16 RFP Incorporated into Proposal ... 36
4.3.17 Exclusivity of Contract ... 36
4.3.18 Substantial Compliance ... 36
4.3.19 No Publicity or Promotion ... 36
4.4 Execution of Agreement, Notification and Debriefing ... 36
4.4.1 Selection of Proponents ... 36
4.4.2 Failure to Agree to Form of Agreement ... 37
4.4.3 Notification to Other Proponents of Outcome of RFP Process ... 37
4.4.4 Debriefing ... 37
4.4.5 Bid Dispute Resolution ... 37
4.5 Prohibited Communications, Confidential Information and FIPPA ... 38
4.5.2 Confidential Information of the Proponent ... 38
4.5.3 Proponent’s Submission ... 38
4.5.4 Personal Information ... 38
4.5.5 Non-Disclosure Agreement ... 39
4.5.6 Freedom of Information and Protection of Privacy Act ... 39
4.5.7 Competition Act ... 39
4.5.8 Trade Agreements ... 39
4.5.9 Intellectual Property ... 39
4.6 Reserved Rights and Governing Law of OECM ... 39
4.6.1 General ... 39
4.6.2 Rights of OECM – Preferred Proponent ... 41
4.6.3 No Liability ... 41
4.6.4 Assignment ... 41
4.6.5 Entire RFP ... 41
4.6.6 Priority of Documents ... 41
4.6.7 Governing Law ... 42
APPENDIX A – FORM OF AGREEMENT ... 43
APPENDIX B – FORM OF OFFER ... 44
APPENDIX C – RATE BID FORM ... 47
APPENDIX D – REFERENCE FORM ... 48
APPENDIX E – RATED REQUIREMENTS ... 49
APPENDIX F – CONSORTIUM INFORMATION ... 50
APPENDIX G – OECM GEOGRAPHICAL ZONES ... 51
APPENDIX H – OECM’S EDUCATION CLIENTS ... 52
APPENDIX I – NOTICE OF NO PROPOSAL SUBMISSION ... 53
PART 1 – INTRODUCTION 1.1 Invitation to Proponents
This Request for Proposals (“RFP”) is an invitation to prospective Proponents to submit Proposals for the provision of Printing Services (“Services”) and Products (Products”) on an as-and-when-required basis to support OECM Clients as further described in Part 2 – The Deliverables (the “Deliverables”) in the following two (2) Categories:
Category A – Commercial Print Services; and Category B – Large Format Print Services. This RFP is issued by OECM.
1.2 Ontario Broader Public Sector Procurement Directive
OECM Clients, as applicable, are obligated to adhere to the Ontario Broader Public Sector (“BPS”) Procurement Directive effective April 1, 2011 issued by the Ontario Management Board of Cabinet.
The directive sets out rules for designated BPS entities on the purchase of goods and services using public funds.
The purpose of the directive is:
To ensure that goods and services, including construction, consulting services, and information technology are acquired by BPS entities through a process that is open, fair, and transparent;
To outline responsibilities of BPS entities throughout each stage of the procurement process; and To ensure that procurement processes are managed consistently throughout the BPS. The directive
applies to all School Boards, Colleges and Universities in Ontario; and
The goal of the BPS supply chain code of ethics is to ensure an ethical, professional and accountable BPS supply chain in Ontario through:
i. Personal Integrity and Professionalism. ii. Accountability and Transparency.
iii. Compliance and Continuous Improvement.
Visit the following website for the complete BPS Procurement Directive document -
http://www.fin.gov.on.ca/en/bpssupplychain/documents/bps_procurement_directive.html. 1.3 BPS Entities
BPS entities are public sector organizations defined under the Broader Public Sector Accountability Act, 2010 as follows:
Every hospital; Every school board;
Every university in Ontario and every college of applied arts and technology and post-secondary institution in Ontario whether or not affiliated with a university, the enrolments of which are counted for purposes of calculating annual operating grants and entitlements;
Every approved agency designated as a children’s aid society under subsection 15 (2) of Part I of the Child and Family Services Act;
Every community care access corporation;
Every corporation controlled by one or more designated broader public sector organizations that exists solely or primarily for the purpose of purchasing goods or services for the designated broader public sector organization or organizations;
Every organization that is prescribed for the purposes of this definition. 1.4 Overview of OECM
OECM, incorporated in 2006, is a not-for-profit/non-share corporation that leads collaborative strategic sourcing initiatives to lower costs and increase efficiencies for publicly assisted Ontario School Boards, Colleges and Universities as well as other BPS organizations.
Working in collaboration with Clients, OECM:
Establishes, promotes and manages non-mandatory agreements for services commonly used throughout their Client community;
Supports Client’s access and use of OECM agreements through analysis, reporting and the development of tools, guides, and other materials;
Actively promotes adherence to the Ontario BPS Procurement Directive in all phases of the sourcing and agreement lifecycle;
As of January 2015, OECM has two hundred and eighty-five (285) Clients using one (1) or more OECM agreements:
One hundred and fourteen (114) School Boards, Colleges and Universities; and One hundred and seventy (170) other BPS organizations.
Participation in OECM agreements has been steadily growing as illustrated in the table below, clearly demonstrating that the education sector and other BPS organizations are achieving value and savings by using OECM agreements.
Year over Year Spend Growth %
2011 over 2010 158%
2012 over 2011 60%
2013 over 2012 50%
2014 over 2013 41%
1.5 OECM Geographical Zones
OECM Clients are located in five (5) geographical Zones (as set out below and in Appendix G) throughout the Province of Ontario.
Central Zone; East Zone; North East Zone; North West Zone; and West Zone.
1.6 School Board, College and University Zone Information
OECM supports collaborative sourcing initiatives for one-hundred-and-eighteen (118) SCU’s. The approximate number of SCU’s and students in each Zone is set out below and further illustrated in Appendix H:
SCUs # of SCU’s
Approximate Number of:
Staff Students
School Boards 72 127,213 2,031,205
Colleges 24 36,113 220,743
Universities 22 Not available 447,336
Totals: 118 163,326 2,699,284
The above information is as of July 2014. Refer to the following websites for more information: http://www.edu.gov.on.ca/eng/educationFacts.html
https://www.ocls.ca/FTEs
http://www.ocul.on.ca/node/21 1.5 Other BPS Clients
One hundred and seventy (170) other BPS Clients are currently using one (1) or more OECM agreements. The approximate number of organizations in each Zone is set out below.
Zone
Developmental, Community Care
& Other Health Agencies
Agencies Municipalities Libraries Hospitals Grand Total Central Zone 12 20 31 13 0 76 East Zone 1 6 10 2 0 19 North East Zone 2 2 2 2 0 8 North West Zone 8 4 1 0 2 15 West Zone 1 12 15 2 3 33 Totals: 24 44 59 19 5 170
The above information is as of January 2015. 1.6 OECM Client Advisory Group
The following OECM Clients have been involved with the development of the requirements set out in this RFP:
Client Client’s Website
Conestoga College Institute of Technology and Advanced Learning http://www.conestogac.on.ca/
Humber College Institute of Technology and Advanced Learning http://www.humber.ca/ Georgian College of Applied Arts and Technology http://www.georgiancollege.ca/
The above Clients are not, in any way, committed to participating in the resulting Agreements from this RFP. 1.7 Objective of this RFP
The objective of this RFP process is to select Suppliers that will:
Support a diverse group of Clients located across the Province of Ontario with varying needs; Provide Clients with a variety of quality Services, demonstrating value for money;
Provide Clients excellent, timely customer and account management support; Support the Clients’ environmental and sustainability requirements; and
Reduce the costs of competitive procurement processes associated with the provision of the Deliverables.
1.8 Type of Agreement for Deliverables
It is OECM’s intention to enter into Province wide Master Agreements (“Agreement”) with up to the following Preferred Proponents per Category:
Product Category Number of Preferred Proponents Per Category
Category A – Commercial Print Services Up to four (4) Preferred Proponents Category B – Large Format Print Services Up to three (3) Preferred Proponents
OECM reserves the right to award to more Preferred Proponents than stated above, in order to accommodate OECM’s Clients’ needs.
The Agreement will based on the terms and conditions set out in Appendix A of this RFP, for the provision of the Deliverables to Clients who execute a Client Supplier Agreement (“CSA”),
The Term of the Agreement, for each Category, is intended to be for three (3) years, with an option in favour of OECM to extend the Term of the Agreement on the same terms and conditions for one (1) additional period of up to two (2) years.
Clients participating in the Agreement will execute CSAs with the Supplier as attached in Appendix A. The Supplier and Client, when executing a CSA, may mutually agree to additional terms and conditions (e.g., reporting, invoice formatting, payment terms) ensuring the additional terms and conditions are not in any way inconsistent with the Form of Agreement agreed to by OECM and the Supplier.
It is anticipated that the Agreement will be executed on or about April 2015 and will expire, for the initial Term of the Agreement, on or about June 2018. The Agreement must be signed before the provision of any Deliverables commences.
By submitting a Proposal, a Proponent is agreeing to all of the requirements of this RFP. 1.8.1 The Multi-Supplier Agreement
The establishment and use of the Agreement consists of a two (2) part process.
Part One – RFP: Through this RFP process, a list of awarded Suppliers will be selected.
Part Two – Quote Stage is issued by the Clients or OECM on Clients behalf, and is focused on the specific needs of each Client. In issuing a quote request, the Client seeks quotes from Suppliers on identified Products and/or Services needs and requirements.
1.8.1.1 Quote Stage Process
Clients have their own internal policies when it comes to the Quote Stage value thresholds. The Broader Public Sector Procurement Directive as an example states the following value thresholds:
Procurement Value Minimum Number of Suppliers on the Agreement to be Invited to the Quote Stage
< $10,000 1
>= $10,000 and < $100,000 3
>= $100,000 and < $250,000 5
<= $250,000 7
Moreover, some Clients are not required to be compliant with the Broader Public Sector Procurement Directive.
Clients may issue a quote request, if applicable, to obtain Products and/or Services based on unique and/or specific needs and requirements such as quantity, paper, type of Products, etc.
The Client or OECM may invite one (1) or more Suppliers (i.e. based on the Client internal policy) to submit a quote for the specific requirements as the need arise.
The quote request will identify the Services and/or Products or it may request the Supplier to propose an appropriate Services and/or Product to fulfill the Client’s requirement and any other applicable information. The Supplier shall respond, setting out the following at a minimum:
Expected delivery lead-time;
Services and/or Product specifications, if different; Additional information; and
Final, net price.
Responses to quote requests will be assessed by the Client. More than one (1) Supplier may be chosen to provide Products and/or Services based on factors such as, but not limited to:
Rate;
Product availability and lead-time; and Meeting Service and Product specifications.
Clients use various mechanisms when requesting a quote from Suppliers such as but not limited to: Email;
Online;
Supplier’s online platform, if applicable; and Fax.
The quote request will be sent directly to the Supplier’s representative, and it should be returned within three (3) Business Days of issuance or otherwise agreed upon with Client, at no cost to the Client.
Clients are not obligated to sign a CSA to issue a quote request. 1.9 Client-Supplier Agreements
To encourage the use of the Agreement resulting from this RFP, OECM and the Supplier will work together to engage Clients in this sourcing initiative.
OECM encourages the Supplier to actively promote the Agreement to Clients by: Conducting sales and marketing activities directly to onboard Clients; Executing CSAs with interested Clients;
Providing excellent customer and technical service;
Providing a well-defined implementation plan with applicable Client involvement; and Identifying improvement opportunities.
OECM will promote the use of the Agreement with Clients by: Using online communication tools to inform and educate; Holding information sessions and/or webinars, as required; Attending, where appropriate, Client events;
Facilitating CSA execution;
Providing effective business relationship management; Facilitating issue resolution; and
Marketing improvement opportunities. 1.10 Proponent Consortium Information
Where a consortium is responding to this RFP, the following shall apply:
One (1) of the members of the consortium shall identify itself as the Proponent and shall complete, sign, and submit with its Proposal the Form of Offer (Appendix B) on behalf of the consortium;
The Proponent must also complete, sign and submit the Consortium Information (Appendix F) listing all other consortium members and what each will supply; and
The Proponent shall assume full responsibility and liability for the work and actions of all consortium members with respect to the obligations to be assumed pursuant to this RFP.
1.11 Historical Activities
OECM currently has agreements in place resulting from a fair, open and transparent procurement process, for the provision of commercial print and direct mail services with AIIM, McLaren, St Joseph and Transcontinental. The current agreement was effective as of June 10, 2011, and expires on May 31, 2015. As of December 2014, thirteen (13) unique Clients are using the current OECM commercial print agreements:
Two (2) School Boards; Four (4) College; Four (4) Universities; and Three (3) BPS Organizations
From September 2011 to January 2015, Clients had approximately an overall spend of $2.1 million dollars. Clients using the current OECM commercial print services agreement are not, in any way, obligated to participate in any Agreement resulting from this RFP.
However, it is a goal of OECM to significantly increase participation in the Agreement resulting from this RFP through:
Knowledgeable Suppliers;
Wide range of Products and Services; and Joint marketing and communication.
1.12 No Guarantee of Volume of Work or Exclusivity of Agreement
The information contained in the RFP constitutes an estimate and is supplied solely as a guideline to the Proponent. Such information is not guaranteed, represented, or warranted to be accurate, nor is it necessarily comprehensive or exhaustive.
Nothing in this RFP is intended to relieve the Proponent from forming its own opinions and conclusions with respect to the matters addressed in this RFP. Transaction activities described is an estimate only and may not be relied on by the Proponents. Estimates are intended to be used by OECM for the purpose of evaluating the Proposals.
The Agreement executed with the Supplier may not be an exclusive Agreement for the provision of the Deliverables. Clients may contract with others for the same or similar Deliverables to those described in this RFP.
1.13 Rules of Interpretation
This RFP shall be interpreted according to the following provisions, unless the context requires a different meaning:
Unless the context otherwise requires, wherever used herein the plural includes the singular, the singular includes the plural, and each of the masculine and feminine includes the other gender; Words in the RFP shall bear their natural meaning;
References containing terms such as “includes” and “including”, whether or not used with the words “without limitation” or “but not limited to”, shall not be deemed limited by the specific enumeration of items but shall, in all cases, be deemed to be without limitation and construed and interpreted to mean “includes without limitation” and “including without limitation”;
In construing the RFP, general words introduced or followed by the word “other” or “including” or “in particular” shall not be given a restrictive meaning because they are followed or preceded (as the case may be) by particular examples intended to fall within the meaning of the general words;
Unless otherwise indicated, time periods will be strictly applied; and The following terminology applies in the RFP:
o Whenever the terms “must” or “shall” are used in relation to OECM or the Proponent, such terms shall be construed and interpreted as synonymous and shall be construed to read “OECM shall” or the “Proponent shall”, as the case may be.
o The term “should” relates to a requirement that OECM would like the Proponent to address in its Proposal.
o The term “will” describes a procedure that is intended to be followed. 1.14 Definitions
Unless otherwise specified in this RFP, capitalized words and phrases have the meaning set out in the Form of Agreement attached as Appendix A to this RFP.
“Applicable Law” means any common law requirement and all applicable and enforceable statutes, regulations, directives, policies, administrative interpretations, orders, by-laws, rules, guidelines, approvals and other legal requirements of any government and/or regulatory authority in effect from time to time; “Broader Public Sector” or “BPS” means all Municipalities, Academic Institutions, School Boards, Health Care Providers and Major Transfer Payment Recipients in the Province. Please see http://www.doingbusiness.mgs.gov.on.ca/mbs/psb/psb.nsf/EN/bpsdef.html for more details of these organizations;
“Business Day” means Monday to Friday between the hours of 9:00 a.m. to 5:00 p.m., except when such a day is a public holiday, as defined in the Employment Standards Act (Ontario), or as otherwise agreed to by the parties in writing;
“Category” means Category A – Commercial Print Services and Category B – Large Print Services; “Client” means publicly assisted Ontario School Boards, Colleges of Applied Arts and Technology (“College”) and Universities and potentially other Broader Public Sector organizations that may purchase the Deliverables under the resulting Agreement;
“Client Supplier Agreement” or “CSA” means a schedule attached to the Agreement, which is executed between Clients and the Supplier for the provision of the Deliverables in this RFP;
“Confidential Information” means confidential information of OECM and/or any Client (other than confidential information which is disclosed to the Preferred Proponent in the normal course of the RFP) where the confidential information is relevant to the Deliverables required by the RFP, its pricing or the RFP evaluation process;
“Conflict of Interest” means any situation or circumstance where, in relation to the performance of its obligations under the Agreement, the Proponent’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 judgment; or (ii) could or could be seen to compromise, impair, or be incompatible with the effective performance of its obligations under the Agreement;
“Cost Recovery Fee” or “CRF” means a fee, which contributes to the recovery of OECM’s operating costs as a not-for-profit/non share corporation, which is based on the before tax amount invoiced by the Supplier to Clients for Deliverables acquired through OECM’s competitively sourced agreements. Once CSAs have been executed, this fee is collected and remitted by the Supplier to OECM on a quarterly basis;
“Deadline for Issuing Final Addenda” means the date and time as set out in Section 4.1.1 of this RFP and may be amended from time to time in accordance with the terms of this RFP;
“Deliverables” means a Product and/or Services to be delivered as specified in this RFP;
“Eligible Proposal” means a Proposal that meets or exceeds the prescribed requirement, proceeding to the next stage of evaluation;
“FIPPA” means the Freedom of Information and Protection of Privacy Act, R.S.O. 1990, c. F.31, and all regulations adopted thereunder, in each case, as amended or replaced from time to time;
“Master Agreement” or “Agreement” means the agreement to be made between the Preferred Proponent and OECM based on the template attached as Appendix A, together with all schedules and appendices attached thereto and all other documents incorporated by reference therein, as amended from time to time by agreement between OECM and the Supplier;
“OECM” means the Ontario Education Collaborative Marketplace;
“Personal Information” or “PI” is defined in Appendix A the form of Agreement;
“Preferred Proponent” means the Proponent that OECM has identified as the highest scoring Proponent in accordance with the evaluation process set out in this RFP;
“Product” means the Deliverables procured pursuant to this RFP;
“Proponent” means an entity that submits a Proposal in response to this RFP and, as the context may suggest refers to a potential Proponent;
“Proposal” means all of the documentation and information submitted by a Proponent in response to the RFP;
“Proponent’s Proposal Submission Deadline” means the Proposal submission date and time as set out in Section 4.1.1 and may be amended from time to time in accordance with the terms of this RFP;
“Province” means the Province of Ontario;
“Quote Stage” means a request for a pricing issued to one (1) or more Suppliers seeking Rates for specific Products and/or Services;
“Rates” means the prices and minimum discount for the Deliverables as set out in the Proponent’s submitted Appendix C;
“Request for Proposals” or “RFP” means this Request for Proposals number OECM #2015-215 issued by OECM, including all appendices and addenda thereto;
“RFP Coordinator” means the individual identified on the front cover and in Section 4.2.1 of this RFP; “Services” means the Deliverables procured pursuant to this RFP;
“Subcontractor” includes the Supplier’s subcontractors or third party service providers or their respective directors, officers, agents, employees or independent contractors, who shall fall within the meaning of Supplier for the purposes of the Agreement;
“Supplier” means a Preferred Proponent who has assumed full liability and responsibility for the provision of Deliverables pursuant to the Agreement either as a single Supplier or a lead Supplier engaging other suppliers or Subcontractors;
“Term” has the meaning set out in Section 1.7 of this RFP;
“Unfair Advantage” means any conduct, direct or indirect, by a Proponent that may result in gaining an unfair advantage over other Proponents, including but not limited to (i) possessing, or having access to, information in the preparation of its Proposal that is confidential to OECM and which is not available to other Proponents, (ii) communicating with any person with a view to influencing, or being conferred preferred treatment in, the RFP process, or (iii) engaging in conduct that compromises or could be seen to compromise the integrity of the RFP process and result in any unfairness; and
“Zones” means the OECM geographical boundaries within the Province of Ontario as identified in Appendix G and H.
PART 2 - THE DELIVERABLES 2.1 Description of Deliverables
The Supplier will provide a broad range of Printing Services which meet the needs of Clients. Proponents may submit a Proposal for one (1) and/or two (2) Categories, as follows:
Product Category RFP Section per Product Category
Category A: Commercial Print Services Section 2.2
Category B: Large Print Services Section 2.3
General requirements set out in Sections 2.4 to 2.20 are applicable to both Categories.
For example if a Proponent is submitting a Proposal for Category A – Commercial Print Services, that Proponent must read and understand the Deliverables set out in Section 2.2 as well as the requirements set out in Sections 2.4 to 2.20. Similarly, if a Proponent is submitting a Proposal for both Categories, that Proponent must read and understand all Sections in Part 2 of this RFP.
2.2 Category A – Commercial Print Services
The Supplier shall provide Clients with a wide range of Commercial Print Services including but not limited to:
Print Products;
Stationery Products; and Services.
Print requirements may vary from a Client to another depending on the internal policies (e.g. sustainability and environment consideration).
2.2.1 Proponent Requirements
The Proponent and/or the Proponent’s print facilities must be FSC certified. 2.2.2 Print Products
Supplier shall provide Clients with Print Products Services including but not limited to the following categories:
Artwork; Books; Calendars;
Data Laser Letter Shop; Exam books; Flyers; Folders; Magazines; Newsletters; Postcards;
Student Agendas; and View books.
From time to time Clients may require additional Print Product Services such as but not limited to: Blueprints; and
Diplomas. 2.2.2.1 Finishing and Binding
Supplier shall provide Clients with an extensive range of finishing and binding, including but not limited to the following: Collating; Drilling; Envelope stuffing; Folding; Laminating; Mounting; Padding; Perforating; Saddle stitching; Stitching; and Trimming.
Clients have various needs and requirements when it comes to finishing and binding, the Supplier shall work with Clients in choosing the most suitable finishing and binding for the print Product provided.
2.2.3 Stationery
The Supplier shall make available to Clients its full catalogue of stationery Products such as but not limited to:
Envelopes; Notebooks; Office paper; Business cards; and File folders.
The Clients could provide the Supplier with their templates and / or samples. The Supplier shall ensure that all the Stationery Products are in compliance with the Clients’ templates and / or samples.
2.2.4 Paper
The Supplier should be able to provide any type of paper requested by Clients (e.g. virgin, recycled copy paper, cover). Clients may require paper samples and the Supplier shall accommodate such requests. The Supplier should provide Clients with alternative paper options to reduce cost without impacting the quality of the finished Product.
2.2.5 Print Techniques
The Supplier shall be able to provide Commercial Print Services using various print techniques, such as but not limited to:
Digital printing. Offset; Prepress; and Web printing.
2.2.6 Commercial Print Associated Services
The Supplier shall provide Clients with the following Commercial Print associated Services, including but not limited to:
Warehousing and/or inventory; Order Fulfilment; and
Direct mail.
Clients may require the Supplier to provide additional associated Services, such as but not limited to: Design;
Direct Marketing; Advisory; and Scanning.
2.2.6.1 Warehousing and/or Inventory Services
The Supplier shall provide warehousing and/or inventory Services to Clients during the Term of the Agreement. The Supplier should be able to stock Clients Products, if required. The inventory size may vary from a Client to another.
Clients and Suppliers should mutually agree upon the most suitable inventory Services and/or programs. 2.2.6.2 Order Fulfillment
Additional quantities may be required throughout the year during the Term of the Agreement. For additional miscellaneous orders, the Supplier shall carry sufficient finished Product stock on hand to guarantee delivery within two (2) Business Days.
2.2.6.3 Direct Mail Services
Clients will provide the Supplier with the recipients information (e.g. name and addresses) at least two (2) Business Days prior to the shipping.
The Supplier shall deliver the Products within a maximum of three (3) Business Days once the Products are ready to be shipped. In the event Clients require Products to be delivered overseas the Supplier and Clients should mutually agree upon delivery lead time and associated cost where applicable.
2.3 Category B – Large Print Services
Supplier shall provide Clients with Print Products Services including but not limited to the following categories: Banners; Construction signs. Dimensional signage; Flags; Floor graphics; Laminating; Popup banners; Posters;
Trade show displays and graphics; Vehicle wraps;
Wall coverings; and Window graphics. 2.3.1 Material and Fabrics
The Supplier shall have a variety of materials and fabrics available to Clients for Large Print Products, such as but not limited to:
Biodegradable material; Chloroplast;
Vinyl eco-friendly; and Vinyl.
Clients may require the Supplier to provide eco-friendly type of materials and fabrics. 2.3.2 Large Print Associated Services
The Supplier shall provide Clients with the following Commercial Print associated Services, including but not limited to:
Warehousing and/or inventory; and Order Fulfilment.
2.3.2.1 Warehousing and/or Inventory Services
The Supplier shall provide warehousing and/or inventory Services to Clients during the Term of the Agreement. The Supplier should have to stock Clients Products, if required. The inventory size may vary from a Client to another.
Inventory size may vary from a Client to another, Clients and Supplier should mutually agree upon the most suitable inventory Services and/or program.
2.3.2.2 Order Fulfillment
Additional quantities may be required throughout the year during the Term of the Agreement. For additional miscellaneous orders, the Supplier shall carry sufficient finished Product stock on hand to guarantee delivery within two (2) Business Days.
2.3.3 Large Print Hardware
The Supplier should provide Client all hardware required for large print Products (e.g. poles, stands for pop up banners, etc.).
The Supplier shall honour and pass through to the Client any applicable manufacturer warranties and will assist the Client at no additional charge in processing any warranty claims with the manufacturer, including freight charges from Client location.
The length of the Product warranty will survive the Term of this Agreement. Therefore, the Supplier will honour Product warranty from the time of delivery until the end of the Product warranty, regardless of Agreement expiry date.
Clients may require the large print Products to be installed by a third party vendor and/or the Supplier. In the event the Supplier installs the large print Products, the Clients and the Supplier should mutually agree upon the most suitable installation date and time for both parties.
2.4 Product Samples
During the Term of the Agreement, Clients may request Product samples for testing and evaluation to ensure Products meet Clients’ requirements and are suitable for their purpose. Product samples may also be required when evaluating new Products, substitutions or alternatives.
These Product samples shall be provided to Clients at no cost. At the end of the sample evaluation, Clients are under no obligation to purchase these samples. Clients may, however, choose to purchase the samples at discounted Rates or the samples will be returned at the Supplier’s cost.
2.4.1 Colour and Material Sample
From time to time Clients may request Supplier to provide, at no charge, paper, fabric, material and colour samples (i.e. swatches). The colour and/or texture finishes may vary depending on the material and/or paper, however the Supplier should advise Clients on any colour changes due to material and/or paper. 2.5 Quality Control
The Supplier shall have a strict and well documented quality control process, which ensures to minimalize or eliminate the Supplier’s errors (e.g. pre-production e-proofing and e-approval).
2.6 Product Ordering
Clients may use a variety of ordering methods, including phone, fax, online, email and, electronic transactions as further described below:
2.6.1 Online Ordering and Electronic Commerce
Clients may choose to use the Supplier’s website to place orders. Clients currently use a variety of Enterprise Resource Planning (“ERP”), E-Procurement (e.g. SciQuest) or financial systems. When Clients implement various methods for electronic ordering, such as integrated system and Electronic Data Interchange (“EDI”), the Supplier will provide technology and implementation support to Clients at no extra cost.
2.6.2 Minimum Order
There is no minimum order requirement on spend and/or volume. 2.7 Product Delivery
Clients require various types of delivery from inside the door to the dock of a Client’s locations. Clients may have more than one (1) delivery location within one (1) delivery address.
The Supplier should deliver orders with correct Products and quantities within the agreed lead time.
Products will be packaged appropriately to ensure safe delivery. All deliveries must include a packing slip specifying the Client’s required information (e.g. name of the employee who placed the order, purchase order number, Products and quantities ordered and shipped, back ordered Products and quantities, if any). Deliveries must be made by the Supplier’s own transportation fleet or a reputable transportation company that allows for tracking of the shipments.
2.7.1 Delivery Lead Time 2.7.1.1 Regular Lead Time
The Supplier should be able to deliver the products within the timeline given by Clients at the order placement.
The Supplier and Clients may mutually agree upon other lead times and/or terms which are mutually beneficial to both parties.
2.7.1.2 Order Fulfillment Lead Time
When Clients are ordering inventoried Products, the Supplier shall deliver these within a maximum of two (2) Business Days, following the order placement. Clients and the Supplier should mutually agree upon a lead time most suitable to both parties.
2.7.1.3 Rush Delivery
From time to time Clients may request rush delivery, the Supplier and Clients shall mutually agree upon a lead time most suitable to both parties.
2.7.1.4 Lead Time Penalties
In the event the Supplier does not deliver the Products within the agreed lead time, due to its own fault and if this delay impacts Clients operations, the Client may be entitled to financial penalties paid by the Supplier. Such penalties shall be mutually agreed upon prior to the CSA execution between the Client and the Supplier.
2.7.2 Damaged or Defective Shipment
Products may not be accepted upon delivery if:
The Products or packaging of Products are defective (e.g. broken and/or damaged); The Products or packaging of Products are not delivered as agreed; or
The Products were substituted without prior approval of the Client.
The Supplier will be responsible for all shipping costs related to the return and replacement of any damaged or defective Products from the Client’s location. Clients will not be responsible for any re-stocking charges due to damaged or defective Products received.
2.7.3 Back Order
Back orders should be confirmed at the time of the order confirmation with an estimated delivery date, Clients will have an option to cancel or keep the back orders.
2.7.4 Discontinued Products
The Supplier shall not arbitrarily discontinue Products (e.g. paper). When discontinuing Products, the Supplier shall provide the manufacturer’s supporting letter to OECM prior to discontinuation.
2.8 Product Warranty
The Supplier shall warrant where applicable all its Products from the date of receipt by Clients against, but not limited to the following conditions:
Faulty material; and Manufacturing defects.
Where a manufacturer’s warranty applies to the Products, the Supplier shall be responsible for arranging Product exchange. All shipping costs related to approved warranty exchanges shall be at no cost to the Clients.
2.9 File Format
Supplier shall accept a variety of file format from Clients (e.g. PDF, Excel, Word, Publisher, etc.). 2.10 File Transfer
The Supplier shall transfer to Clients the all files for printing Services files in acceptable formats (i.e. FTP, CD, email, DVD, hard copy proof) as required.
2.11 Optional Products and Services
AODA signage;
Augmented reality (e.g. device image recognition); Integration through email; and
Scanning Services. 2.12 Environmental Considerations
OECM and its Clients are committed to reducing the carbon footprint. The Supplier should keep Clients informed about any environment-friendly Products, new technologies and/or green initiatives (e.g. ink). The Supplier should, in consultation with OECM, make any environmentally friendly Products, new technologies and/or green initiatives available to Clients as required.
2.13 Invoicing
The Supplier shall submit to the Client invoice after Products have been received at the Client’s location and/or the receiving location. The invoices will be in either paper or electronic format, as detailed in the Client’s CSA. The invoice shall be itemized and contain, at a minimum, the following information:
Invoice number; Client’s organization;
Full name of the person who placed orders, if applicable; Delivery address;
Client’s purchase order number, if applicable; Order date; and
Product description, unit of measure, quantity ordered and shipped, price and extended total. 2.14 Payment Terms
The Client’s standard payment terms are net thirty (30) days. Different payment terms may be agreed to when executing CSAs.
Note – Client’s payment terms will not be in effect until the Supplier provides an accurate invoice. 2.15 Agreement Management Support to OECM
2.15.1 Account Management Support
OECM will oversee the Agreement and the Supplier shall provide appropriate Agreement management support including, but not limited to:
Working and acting in an ethical manner demonstrating integrity, professionalism, accountability, transparency and continuous improvement, including respecting the Clients mandatory requirement to fulfill their supply chain code of ethics as set out in the BPS Procurement Directive;
Promoting the Agreement as set out in Section 1.8 of this RFP within the Client community;
Attending quarterly business review meetings with OECM to review CSAs, Deliverables, sales, issue management, opportunities for improvement, and other appropriate business activities;
Managing issue resolution in a timely manner (with escalation processes to resolve outstanding issues);
Monitoring, managing and reporting pricing, savings and service quality (including customer support); Conducting comparative analysis (e.g. saving analysis to Clients) and surveys regularly during the
Term of the Agreement to ensure customer satisfaction and support Client’s strategic directions; and Submission of Service sales report, any ad hoc reports and the applicable Cost Recovery Fee (“CRF”)
on time. 2.15.2 Customer Support
The Supplier or any part of consortium shall provide effective customer support to Clients including, but not limited to:
A responsive account executive (or a team of personnel lead by an account executive) assigned to the Client to support their needs by providing day-to-day and ongoing administrative support;
The Supplier’s team must be responsive to the needs of the Clients (i.e. next Business Day response), provide requested information and documentation in a timely manner and issue resolution;
Ensuring minimal disruption to the Client;
Easy access to the Supplier (i.e. by toll free telephone number, email, voicemail, and fax);
Establishing an ongoing communications program with the Client (e.g. new Products and initiatives); Providing written notice to Clients on any scheduled shut down that would impact services (e.g.
inventory count, relocation of warehouse);
Attending quarterly business reviews with Clients or other meetings, as requested; and Providing reports to Clients, as required.
2.15.3 Performance Management
During the quarterly business review, OECM will review the Key Performance Indicators (“KPIs”) with the Supplier. The KPIs, related definitions and measurement may include one (1), several or all of the following:
Service-level
Category KPIs Definition
Report Frequency Expected Outcome Delivery Product Delivery Lead Time
Actual lead time per
order Quarterly
Shall be met ninety-five percent (95%) of the time per
Client
Accurately Delivered Products
Products that the Supplier delivered
accurately
Quarterly
All delivered Products variance
shall be less than five percent (5%)
The unit of measure of the KPIs will be based on the proposed responses at Agreement finalization. 2.15.4 Reporting to OECM
The Supplier shall be responsible for providing monthly sales report to OECM. The reporting shall at a minimum include the following fields of information:
Client’s organization name; Invoice date;
Invoice number;
Supplier’s Product number; Product/Service description; Unit of measure;
Unit price; Order quantity; Quantity shipped;
Extended total (unit price x quantity shipped, excluding taxes); Client sector (e.g. School Board, College, University, BPS); OECM Zone; and
Cost Recovery Fee (i.e. subtotal, HST and total).
The Supplier shall be responsible for any other ad hoc reports requested by OECM. 2.15.5 Reporting to Clients
Clients may require other reporting, such as those set out below or any other ad hoc reports. The details of Clients’ specific reporting requirements will be set out in the CSA.
Sales reports; and Delivery reports.
2.16 Disaster Recovery and Business Continuity
The Supplier shall have and provide OECM and/or Clients upon request, information about disaster recovery and business continuity programs including processes, policies, and procedures related to preparing for recovery or continuation of Products availability and Services critical to Clients.
2.17 Licenses, Right to Use and Approvals
Suppliers shall obtain all licences, right to use and approvals required in connection with the supply of the Products and Services. The costs of obtaining such licences, right to use and approvals shall be the responsibility of, and shall be paid for by, the Supplier.
Where a Supplier is required by Applicable Laws to hold or obtain any such licence, right to use and approval to carry on an activity contemplated in its Proposal or in the Agreement, neither acceptance of the Proposal nor execution of the Agreement by OECM shall be considered an approval by OECM for the Supplier to carry on such activity without the requisite licence, right to use or approval.
2.18 Accessibility for Ontarians with Disabilities Act
OECM and its Clients are committed to the highest possible standards for accessibility. The Supplier must be capable to recommend and deliver, as appropriate for each Deliverable, accessible and inclusive Products and Services consistent with the Ontario Human Rights Code (OHRC), the Ontarians with Disabilities Act, 2001 (ODA) and Accessibility for Ontarians with Disabilities Act, 2005 (AODA) and its regulations in order to achieve accessibility for Ontarians with disabilities.
In accordance with Ontario Regulation 429-07 made under the Accessibility for Ontarians with Disabilities Act, 2005 (Accessibility Standards for Customer Service), Clients have established policies, practices and procedures governing the provision of its services to persons with disabilities.
The AODA may be found at http://www.e-laws.gov.on.ca/html/statutes/english/elaws_statutes_05a11_e.htm.
2.19 Pricing Methodology
The Proponent should provide Rates as follows:
Net pricing for the scenarios (e.g. for evaluation purpose ONLY) and Net pricing for storage per cubic foot
The proposed Rates will not be part of the Agreement as Clients should use the Quote Stage when requiring Products and Services from the Supplier as stated in Section 1.7 of this RFP.
2.20 Savings Calculation
OECM tracks, validates, and reports on savings on all its agreements. Once OECM receives the Clients’ approval, the Supplier will provide OECM with Clients’ base line information if applicable (e.g. historical spend).
2.21 OECM Cost Recovery Fee (“CRF”)
As a not-for-profit/non-share corporation, OECM recovers its operating costs from its agreements through CRF.
CRFs from the resulting Agreement from this RFP and other OECM agreements are structured to support OECM’s financial model, while providing savings to Clients.
The Supplier shall pay to OECM a CRF of three percent (3%), based on before tax amount invoiced by the Supplier to the Clients for Deliverables acquired through the Term of the Agreement.
The CRF shall include all sales and will be paid to OECM by the Supplier on a quarterly basis based on the calendar year.
Harmonized sales tax (“HST”) is applicable to the CRF payments made to OECM.
The first CRF shall be paid to OECM by July 7, 2015, and include any Client purchases made between the Agreement execution date and June 30, , 2015; and
The CRF shall be paid quarterly thereafter.
The CRF will be reviewed (e.g. annually) and may, at OECM’s sole discretion, be adjusted downwards. Detailed reporting requirements are set out in Appendix A – Form of Agreement.
PART 3 - EVALUATION OF PROPOSALS 3.1 Stages of Proposal Evaluation
OECM will conduct the evaluation of Proposals in the following five (5) stages:
Stages Evaluation
Scoring Methodology Maximum Points
(if applicable)
Minimum Threshold Requirement (if any)
Stage I Mandatory Requirements Pass/Fail Pass
Stage II Rated Requirements 800 See Section 3.3 and
Appendix E
Stage III Pricing 200 Not Applicable
Stage IV Cumulative Score 1000 Not Applicable
Stage V Tie Break No Point Allocation Not Applicable
3.2 Stage I – Review of Mandatory Requirements (Pass/Fail)
Stage I will consist of a review to determine which Proposals comply with all of the mandatory requirements. The Proponent must ensure that all mandatory requirements have been addressed satisfactorily in its Proposal, in order for the Proposal to proceed to Stage II of the evaluation process.
Any Proposal that is not considered by OECM, to meet all mandatory requirements, subject to the express and implied rights of OECM, will be disqualified and not evaluated further.
A Proposal must include the following three (3) mandatory forms:
Appendix Title of Appendix
Appendix B Form of Offer
Appendix C Rate Bid Form
Appendix F Consortium Information, if applicable
Other than inserting the information requested on the mandatory submission forms set out above, a Proponent may not make any changes to any of the forms. Any Proposal containing any such changes, whether on the face of the form or elsewhere in its Proposal, may be disqualified.
If a Proponent fails to insert any information required in Appendix B, or fails to sign Appendix B or Appendix F, OECM may provide such Proponent with an opportunity to rectify such deficiency within a period of two (2) Business Days from notification thereof. Proposals satisfying the mandatory requirements within such period will proceed to Stage II. Proposals failing to satisfy the mandatory requirements within such period will be disqualified and not evaluated further.
3.2.1 Form of Offer - Appendix B (Mandatory Form)
Each Proposal must include a Form of Offer (Appendix B) completed fully and signed by the Proponent. (a) Conflict of Interest
In addition to the other information and representations made by each Proponent in the Form of Offer, each Proponent must declare whether it has an actual or potential Conflict of Interest. If, at the sole and absolute discretion of OECM, the Proponent is found to be in a Conflict of Interest, OECM may, in addition to any other remedies available at law or in equity, disqualify the Proposal submitted by the Proponent.
The Proponent, by submitting the Proposal, warrants that to its best knowledge and belief no actual or potential Conflict of Interest exists with respect to the submission of the Proposal or performance of the contemplated Agreement other than those disclosed in the Form of Offer. Where OECM discovers a Proponent’s failure to disclose all actual or potential Conflicts of Interest, OECM may disqualify the Proponent or terminate any Agreement awarded to that Proponent pursuant to this RFP process.
(b) Insurance
By signing the Form of Offer, the Proponent agrees, if selected, to carry appropriate insurance as outlined in Appendix A – Form of Agreement. The Preferred Proponent must provide proof of such insurance coverage in the form of a valid certificate of insurance prior to the execution of the Agreement by OECM.
(c) General
OECM, in addition to any other remedies it may have in law or in equity, shall have the right to rescind any Agreement awarded to a Proponent in the event that OECM determines that the Proponent made a misrepresentation or submitted any inaccurate or incomplete information in the Form of Offer.
Other than inserting the information requested and signing the Form of Offer, a Proponent may not make any changes to or qualify the Form of Offer in its Proposal. A Proposal that includes conditions, options, variations or contingent statements that are contrary to or inconsistent with the terms set out in the RFP may be disqualified.
3.2.2 Rate Bid Form – Appendix C (Mandatory Form)
The Rate Bid Form completed by the Proponent in accordance with the instructions contained below and in Appendix C, provided that the following shall apply:
The Proponent shall propose net price on the scenarios;
All Rates shall be provided in Canadian funds and shall include all applicable customs duties, tariffs, overhead, materials, fuel, office support, profit, permits, licences, labour, carriage, insurance, Workplace Safety Insurance Board costs, travel, and warranties, and further shall not be subject to adjustment for fluctuation in foreign exchange rates;
All Rates shall be quoted exclusive of the HST, or other similar taxes, each of which, if applicable, should be stated separately; and
In the event of any discrepancy in the Rates within a Proposal, the lowest Rate submitted shall prevail. The Proponent is deemed to confirm that it has prepared its Proposal with reference to all of the provisions of the RFP, that it has factored all of the provisions of the Agreement, if any, into its pricing assumptions, calculations and into its proposed Rates indicated on the Rate Bid Form.
A Proposal that includes conditional, optional, contingent or variable Rates that are not expressly requested in the Appendix C- Rate Bid Form may be disqualified.
3.2.3 Consortium Information – Appendix F (Mandatory Form)
Each Proposal must include a completed and signed Consortium Information (Appendix F) if applicable to the Proponent.
3.3 Stage II – Rated Requirements (800 Points)
Stage II will consist of an evaluation and scoring of each Eligible Proposal on the basis of rated requirements.
Minimum thresholds, if required, must be achieved in order for the Proposal to receive a pass in this stage and proceed to Stage III of the evaluation process.
Any Proposal that does not meet the required minimum threshold for applicable rated requirements will receive a fail and not proceed to Stage III of the evaluation process.
Point allocation and minimum thresholds (if any), for each rated requirement, are set out in Appendix E. Each Proposal will be awarded points based on the Proponent’s response to the information contained in Appendix E of this RFP.
It is important that Proposals clearly provide all the necessary information so that a thorough assessment of the Proponent’s experience, qualifications, and capabilities can be made. Responses and substantiating documentation should be direct and grouped together in Appendix E to ensure the evaluation team is able to locate particular information.
In the case that contradictory information or information that contains conditional statements is provided with respect to a requirement, OECM will, in its sole and absolute discretion, determine whether the response complies with the requirements, and may seek clarification from the Proponent. The contradictory information may result in the Proposal receiving a low score for that particular rated requirement.
Proposals that do not respond to a particular rated requirement, are left blank or contain a response or n/a or not applicable will receive a zero (0) score for that requirement. Where the evaluation team cannot reasonably find responses to a rated requirement, a zero (0) score will be assessed for that rated requirement.
The response to each rated requirement in Appendix E should: Be complete (bullet point format is acceptable);
Be concise and factual; and
Demonstrate the Proponent's understanding of Clients’ business needs by providing answers validating its capabilities.
The following is an overview of the point allocation and minimum score requirements, if any, for the applicable rated requirement components of this RFP:
Rated Requirement Components
Category A – Commercial Print
Services Category B – Large Print Services
Available Points Minimum Threshold Required (if applicable) Available Points for Minimum Threshold Required (if applicable) Proponent's Overview,
Skills and Knowledge 30 N/A 30 N/A
Environmental
Consideration 50 N/A 50 N/A
Products 180 90 220 110
Services 120 60 80 40
Order Management 320 150 320 150
Customer Support and
Account Management 90 N/A 90 N/A
Additional Products
and Services 10 N/A 10 N/A
TOTAL POINTS FOR RATED
REQUIREMENTS:
800 Points 400 Points 800 Points 400 Points
Detailed rated requirements, including sub-point allocations are set out in Appendix E.
A minimum threshold for rated requirements, as noted above, must be achieved for any Proponent to move onto the next evaluation stage.
Each Category will be evaluated and scored separately. 3.4 Stage III – Pricing (200 Points) (Mandatory Requirement)
The Proponent shall submit one (1) completed Appendix C – Rate Bid Form.
Only at the completion of Stage II of the evaluation, will the package containing Appendix C – Rate Bid Form be opened for all Eligible Proposals.
All Rates applicable to the Products requested in this RFP or identified in the Proposal must be provided in the Proponent’s Rate Bid Form (Appendix C).
3.4.1 Pricing Evaluation Methodology
For each Category, the evaluation and scoring of the pricing will based on the Rates provided for each scenario’s total cost order and flat rate fee per cubic foot.
Rates will be evaluated based on the relationship of the Proponent’s proposed total cost order in comparison to other Proponent’s proposed total cost order on the Rate Bid Form (Appendix C) utilizing a relative formula.
Within the Rate Bid Form, each scenario line has been allocated specific points. A Proponent will be scored based on its total cost order proposed for each scenario line against other Proponents.
For each Category, the evaluation and scoring of the pricing will occur in the following three (3) steps: Step 1 – evaluation and scoring of the proposed total cost order for each scenario;
Step 2 – evaluation and scoring of proposed flat rate fee per cubic foot; Step 3 – total scores for above two (2) steps.
Step 1 – evaluation and scoring of the proposed total cost order for each scenario:
Within the Rate Bid Form, each scenario line has been allocated specific points. A Proponent will be scored based on its total cost order proposed for each scenario against other Proponents. The example below illustrates how points will be calculated for proposed total cost order:
Example: Total Cost Order Evaluation of Scenario 1 for Category A
Proposed Total Cost Order Calculation Resulting Points
If Proponent 1 proposes the lowest pricing of $2,000, that Proponent will receive 100% of the 11 points allocated.
$2,000 ÷ $2,000 = 1.00 x 11.00 11.00
If Proponent 2 proposes the second lowest net pricing of $2,100, that Proponent will receive 95% of the 11 points allocated.
$2,000 ÷ $2,100 = 0.95 x 11.00 10.45
If Proponent 3 proposes the highest net pricing of $2,220, that Proponent will receive 90% of the 11 points allocated.
$2,000 ÷ $2,220 = 0.90 x 11.00 9.90
When a cell is left blank or $0.00 is entered in any cell on the Rate Bid Form, it is deemed to mean that the particular Product is provided to Clients free of charge. Therefore when evaluating and scoring the proposed Rate, the Proponent will receive the maximum sub-point allocation. The remaining Proponents will be evaluated, also using a relative formula, based on the remaining percentage of available points. For example, in a hypothetical situation where five (5) Proposals were received and one (1) Proponent proposed $0.00 or the cell is left blank, that particular Proponent will receive the maximum sub-point allocation, and the remaining four (4) Proponents will be evaluated based on eighty percent (80%) of the available sub-point
The above process will occur for proposed total cost order for all scenarios for each Categories. At the end of Step 1, the process will result in the following hypothetical scores on proposed Rates: Proponent 1 = 120 points
Proponent 2 = 110 points Proponent 3 = 118 points
Step 2 – evaluation and scoring of proposed flat rate fee per cubic foot:
A Proponent will be scored for the flat rate fee per cubic foot proposed against other Proponents. The example below illustrates how points will be calculated:
Example: Proposed flat rate fee per cubic foot for Category A
Proposed Flat Rate Fee Per Cubic Foot Calculation Resulting Points If Proponent 2 proposes the lowest pricing of
$10, that Proponent will receive 100% of the 35 points allocated.
$10 ÷ $10 = 1.00 x 35.00 35.00
If Proponent 3 proposes the second lowest net pricing of $12, that Proponent will receive 95% of the 35 points allocated.
$10 ÷ $12 = 0.83 x 35.00 29.05 If Proponent 1 proposes the highest net pricing of
$14, that Proponent will receive 90% of the 35 points allocated.
$10 ÷ $14 = 0.71 x 35.00 24.85
The above process will occur for proposed flat fee per cubic foot for each Category.
At the end of Step 1, the process will result in the following hypothetical scores on proposed Rates: Proponent 1 = 24.85 points
Proponent 2 = 35.00 points Proponent 3 = 29.05 points
Step 3 – total scores for above two (2) steps:
At the conclusion of step 2, the resulting scores of steps one (1) and two (2) will be totaled. For this example the following hypothetical scores have been calculated:
Proponent 1 = 144.85 points Proponent 2 = 145.00 points Proponent 3 = 147.05 points
In this example, Proponent 3 would have the highest scoring Proposal, Proponent 2 would have the second highest scoring Proposal and Proponent 1 would have the third highest scoring Proposal for Stage IV, pricing.
3.5 Stage IV – Cumulative Score
At the conclusion of Stage III, the scores from Stages II and III will be totaled and, subject to the express and implied rights of OECM, the highest scoring Proponent will be become the Preferred Proponent and invited to enter into an Agreement, in the form of Appendix A of this RFP
