REQUEST FOR
PROPOSALS
DOCUMENT
No. PHC-14-03
March 2014
THE PETERBOROUGH HOUSING CORPORATION IS
SEEKING A CONSULTANT TO UNDERTAKE A SALARY
REVIEW FOR ITS NON-UNION MANAGEMENT GROUP.
CLOSING DATE:
April 25, 2014 before 3:00 pm
SUBMITTED BY:
______________________________
(Insert Company Name)
SUBMIT TO:
Peterborough Housing Corporation
526 McDonnel Street
Peterborough ON K9H 0A6
Attention: Darlene Cook, CEO
Potential consultants must provide contact information to the Peterborough Housing
Corporation, Attention: dcook@ptbohousingcorp.ca or sfitzgerald@ptbohousingcorp.ca in
order to be placed on the Distribution List and to be advised of any addenda or further
information that is issued.
PHC-14-03
1.0
Proponent for Non-Union Management Group Salary Review
INTRODUCTION
The Peterborough Housing Corporation updated the non-union management job
descriptions in 2009. There has not been a compensation review since 2002. Salaries
have increased using the same annual factor as our bargaining unit.
Positions include the Chief Executive Officer, Senior Property Manager, Manager of
Finance and Administration, Property Manager, Building Resource Manager, Centralized
Waiting List Manager and Project Manager, as well as the Executive Assistant and
Finance Coordinator.
Purpose of the RFP
The Peterborough Housing Corporation is seeking a proponent to undertake a salary
review for its non-union management group.
See Section 7.0 for detailed expectations.
For the purposes of this RFP, the successful Proponent shall be referred to as the
“Consultant”.
1.2
Appendices
The Appendices listed below are included in this RFP. They are to be completed and
submitted as part of the Proposal:
Appendix A - Acknowledgements
Appendix B - Pricing
Appendix C - References
2.0
CLOSING TIME
Sealed Proposals are to be submitted to the Peterborough Housing Corporation office, 526
McDonnel Street, Peterborough, Ontario, before April 25, 2014 at 3:00 pm (the “Closing”).
The time registered on the Peterborough Housing Corporation office digital phone system
will be considered the official time of day when determining exact time of submission.
Proposals received after the Closing will not be accepted and will be returned to the
Proponent unopened.
3.0
PROPOSAL OPENING AND RESULTS
All Proposals received on time will be opened and reviewed by the Peterborough Housing
Corporation, in private on or before April 30, 2014.
Only the successful Proponent will be notified of the Proposal results.
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Proponent for Non-Union Management Group Salary Review
4.0
THE PETERBOROUGH HOUSING CORPORATION CONTACT
4.1
Contacts
Proponents may only contact Darlene Cook or Sondra Fitzgerald , in writing by email
only at dcook@ptbohousingcorp.ca or sfitzgerald@ptbohousingcorp.ca, with
questions related to the proposal process, detailed specifications, or the nature of the
services requested in this RFP.
As agreed by the Peterborough Housing Corporation, no individual other than the official
contact person identified in the RFP, shall discuss any aspect of the RFP process with a
prospective Proponent from the time the RFP is issued until such time as an award
decision has been made.
Proponents are cautioned, therefore, to deal exclusively with the designated contact
person referenced in this Section.
4.2
Errors, Omissions and Questions
The Peterborough Housing Corporation shall not be held liable for any errors or
omissions in any part in this RFP.
Proponents with questions related to this RFP, finding errors in, or omissions from the
document, or having any doubt as to the meaning or intent of any part of this RFP, must
contact the contact person listed in Section 4.1, before 12:00 NOON on April 17, 2014,
to allow time to respond or to prepare and distribute an addendum as necessary, and to
allow time for Proponents to receive and process the new information.
There will be no consideration of any claim after submission of the Proposal, that there is
a misunderstanding with respect to the conditions imposed by the RFP.
5.0
INSTRUCTIONS TO PROPONENTS
5.1
Proposal Deposit
Not applicable to this RFP.
5.2
Addenda
It may be necessary for a variety of reasons to issue addenda that may include, but not be
limited to:
a.
b.
c.
d.
Correction to, or clarification of, the RFP;
Extension of the Closing date;
Retraction or cancellation of the RFP; or
Response to Proponent’s questions.
Proponents must provide the Peterborough Housing Corporation with company
information, including contact name, contact title, mailing address, email address, phone
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PHC-14-03
Proponent for Non-Union Management Group Salary Review
and fax number, to be advised of addenda when issued or further information, and to be
placed on the Distribution List.
Information should be provided to
dcook@ptbohousingcorp.ca or sfitzgerald@ptbohousingcorp.ca.
All addenda issued to potential proponents who have provided contact information will
include a covering letter asking the recipient to confirm receipt of the most recent
addendum and any previous addenda. Addenda will be EMAILED only to the email
address identified by the Proponent.
Although the Peterborough Housing Corporation will make every reasonable effort to
ensure a Proponent receives all addenda issued, it is the Proponent’s ultimate
responsibility to ensure all addenda have been received and are reflected in their
Proposal.
5.3
Proposal Submission
5.3.1 The Proposal shall be typed or written in ink. It shall contain original signatures where
required and shall clearly be marked “ORIGINAL”. It shall include:
a.
b.
Cover page ONLY of all addenda that have been issued (Item 5.2); and
All requirements, as set out in Section 7.0 “To Include in Proposal”.
5.3.2 The Proponent shall also submit two (2) copies of all requirements, as set out in Section
7.0.
5.3.3 Offers made in the Proposal will be considered by the Peterborough Housing Corporation
to be binding and irrevocable and shall remain open for acceptance by the Committee for
a period of sixty (60) days from the Proposal Closing.
5.3.4 A Proposal shall be accepted only when submitted in an envelope sealed and clearly
addressed to the Peterborough Housing Corporation, 526 McDonnel Street, Office Suite,
Peterborough, Ontario and marked “PHC-14-03 – Request for Proposal” and include
the name and address of the Proponent.
5.3.5 Faxed or emailed Proposals will not be accepted.
5.3.6 Proponents are cautioned not to send Proposals collect by courier or with insufficient
postage. Charges related to Proposals determined to be “COLLECT” by courier, or with
insufficient postage, will be declined at the destination.
5.4
Adjustments to Proposal
Adjustments to a submitted Proposal by telephone, email, mail or fax shall not be
considered.
5.4.1 Request to Adjust a Proposal before Closing
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Proponent for Non-Union Management Group Salary Review
A Proponent who has already submitted a Proposal may make a request to adjust their
Proposal before the Closing time. In order to make the adjustment, the already submitted
Proposal may:
a.
b.
Be returned to the Proponent for adjustment and re-submission before the Closing
time; or
Be superseded by the Proponent making another submission before the Closing
time.
The Proposal contained in the envelope bearing the latest date and time shall be
considered the intended Proposal and any others shall be considered withdrawn and will
be returned to the Proponent.
Authenticity of the request may be confirmed by the Peterborough Housing Corporation.
5.4.2 Request to Withdraw a Proposal before Closing
A Proponent who has already submitted a Proposal may request that their Proposal be
withdrawn before the Closing time. The request must be provided in writing, on
Company letterhead and include contact information for verification. Authenticity of the
request may be confirmed by the Peterborough Housing Corporation. Proposals
withdrawn under this procedure cannot be reinstated.
5.4.3 Request to Withdraw a Proposal during Proposal Opening
No request for withdrawal of a Proposal shall be permitted during the Proposal opening
or review process.
5.5
Insurance
5.5.1 General Liability Insurance
The Proponent shall procure and maintain Comprehensive General Liability Insurance,
which shall:
a.
b.
Have a limit of liability of not less than one million dollars ($1,000,000) inclusive
for any one occurrence; and
Contain a cross-liability clause.
The insurance company must be satisfactory to the Peterborough Housing Corporation.
The Proponent shall pay for all premiums and expense incurred with the insurances.
Should any claims arise, the Proponent shall be financially responsible for paying for any
amount(s) up to and including the deductible amount under the Policy.
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Proponent for Non-Union Management Group Salary Review
5.5.2 Professional Indemnity Insurance (Errors and Omissions)
The Proponent shall maintain Professional Indemnity Insurance in the amount of one
million dollars ($1,000,000).
5.5.3 Proof of Insurance
The Proponent shall provide proof of insurance, as required in Items 5.5.1 and 5.5.2,
with their Proposal.
In the event that satisfactory proof of insurance cannot be provided, a letter from
the Proponent’s insurance company confirming that the Proponent will be able to
obtain the required insurance, if they are the awarded Contract, will suffice.
5.5.4 Certificate of Insurance
Prior to the start of the Work, the Proponent shall file with the Peterborough Housing
Corporation, within ten (10) business days of notification of award, a Certificate of
Insurance, providing the insurance coverage in compliance with the requirements as
outlined in Items 5.5.1, 5.5.2 and 5.5.3 (if applicable).
If the Proponent does not provide the Certificate of Insurance as herein requested,
the Contract will be terminated and will be awarded to the next qualified
Proponent.
5.5.5 Change in Coverage
If the Peterborough Housing Corporation requests to have the amount of coverage
provided by these policies increased, or to obtain other special insurance for this project,
the Proponent shall endeavour forthwith to obtain such increased or special insurance at
the Owner’s expense as a disbursement, such increase to be added to the upset cost of the
Project.
It is understood and agreed that the coverage provided by these policies will not be
changed or amended in any way nor cancelled by the Proponent until thirty (30) days after
written notice of such change or cancellation has been personally delivered to the
Peterborough Housing Corporation’s primary contact as described herein.
6.0
GENERAL TERMS AND CONDITIONS
6.1
Freedom of Information
If a Proponent considers any part of the Proposal proprietary, the Proponent shall clearly
mark such page or section of the Proposal as confidential. The Proponent acknowledges
that marking any page or section as “confidential” does not automatically protect that
portion of the Proposal.
6.2
Accept/Reject
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Proponent for Non-Union Management Group Salary Review
The Peterborough Housing Corporation may accept a Proposal in whole or in part,
whether the submitted price is the lowest or not, and may reject any or all Proposals.
There is no requirement of this RFP, implied or otherwise, that the submission
representing the lowest price would be selected or preferred.
The RFP process is used as a means of evaluating a number of criteria (one of which is
submitted price). It is the intent of the Peterborough Housing Corporation to recommend
one (1) Proponent.
In the event that a favourable Proposal does not exactly meet with the Peterborough
Housing Corporation’s requirements, the Peterborough Housing Corporation reserves the
right to enter into negotiations with the Proponent(s) to arrive at a mutually satisfactory
arrangement with respect to any modifications to the Proposal.
Revised Proposals will not be called for if only minor changes are contemplated.
6.3
Causes for Rejection
6.3.1 The following will result in a Proposal being rejected:
a.
b.
c.
d.
e.
f.
g.
h.
Proposal received late (will not be opened);
Correct version of Proposal form not used;
Proposal not complete;
Proposal not legible in whole or in part;
Proposal not completed in ink or type;
Proposal not signed;
Erasures, alterations or cross-outs not initialed in ink by the Proponent; and
Other mandatory forms or details required and clearly shown in the RFP as being
required in the Proposal are omitted.
6.3.2 The following represent examples of circumstances where a Proposal is questioned but
may be accepted after examination or correction:
a.
b.
6.4
Proposal containing simple arithmetic errors as determined during the evaluation
process; or
Proposal not acknowledging correct number of addenda issued.
Pricing and Taxes
The Proposal amount shall be stated in Canadian dollars and shall include all applicable
excise taxes, customs, freight, exchange and all other charges. HST shall be extra and
identified separately.
The Proponent must complete Appendix B, including providing their Business Number
or, indicating if operating as a “Small Trader” with the federal government.
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Proponent for Non-Union Management Group Salary Review
This offer will remain open to acceptance until the Contract is awarded to the Proponent
for the said Work or until sixty (60) days after the said Proposal Closing, whichever event
occurs first, and that the Peterborough Housing Corporation may at any time within that
period, without notice, accept this Proposal whether any other Proposal has been
previously accepted or not.
Peterborough Housing Corporation is not responsible for costs incurred as a result of not
understanding the statements in this RFP. It is the Proponent’s responsibility to seek
clarification if unsure of what is expected.
6.5
Terms of Payment
Invoices will be paid net thirty (30) days from date of invoice and/or verification that
goods/services listed have been provided to the satisfaction of the Peterborough Housing
Corporation.
6.6
Method of Payment
The Peterborough Housing Corporation’s preferred method for payment of invoices is via
cheque.
6.7
Rejection of Proposal when the Peterborough Housing Corporation /Proponent
Relationship Impaired
The Owner may reject a Proposal from a Proponent where, in its opinion the commercial
relationship between members of the Peterborough Housing Corporation and the
Proponent has been impaired by the act(s) or omission(s) of the Proponent within the five
(5) year period immediately preceding the date on which the Proposal is to be awarded.
The act(s) or omission(s) include, but are not limited to, the following:
a.
b.
c.
d.
e.
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Threatening litigation or pursuing litigation of any of the corporations the
volunteer Peterborough Housing Corporation members work for, in relation to
previous contracts awarded to the Proponent or a person against whom any
member of the Peterborough Housing Corporation is pursuing litigation.
Threatening litigation means transmitting a written threat to commence a judicial
proceeding;
The Proponent has refused to follow reasonable directions of the Peterborough
Housing Corporation or to cure a default under any agreement or contract with the
Peterborough Housing Corporation;
The Proponent refuses to enter into any agreement or contract with the
Peterborough Housing Corporation after the Proponent’s Proposal has been
accepted by the Peterborough Housing Corporation;
The Proponent has communicated, directly or indirectly, with any other Proponent
about the preparation of the Proponent’s Proposal for the same Work;
The Proponent or any person with whom that Proponent is not at arm’s length
within the meaning of the Income Tax Act (Canada) as amended, has been
convicted of an offence under any taxation statute in Canada;
PHC-14-03
f.
g.
h.
i.
6.8
Proponent for Non-Union Management Group Salary Review
The Proponent has been convicted under the Criminal Code or other legislation;
The Proponent has been convicted under any environmental legislation;
The Proponent has been convicted relating to product liability or occupational
health or safety; or
The Proponent has been convicted under the financial securities legislation.
Rights of the Peterborough Housing Corporation
The Peterborough Housing Corporation reserves the right to communicate with one (1) or
more Proponents following the Proposal Closing to clarify elements of their submission.
The Peterborough Housing Corporation will retain the right to ensure that an acceptable
standard of use, service and operation is maintained for the Work outlined in this RFP.
6.9
Indemnification
The Proponent shall indemnify and save harmless members of The Peterborough Housing
Corporation, their volunteers, staff and Board of Directors; and any of the financial
contributors and funders, from and against all claims, actions, losses, expenses, costs or
damages of every nature and kind whatsoever which any of these individuals may suffer,
to the extent the Proponent is legally liable as a result of the negligent acts of the
Proponent, their employees, officers or agents in the performance of this Contract.
6.10
Confidentiality
The Proponent recognizes that they may, by the nature of the services being provided for
the Peterborough Housing Corporation have access to confidential information. It is
understood and agreed that the Proponent, their employees, agents, representatives and
officers (the “Proponent”), shall hold all information, whether confidential or not, in the
strictest confidence. The Proponent shall not disclose, nor permit by any act or failure to
act, the disclosure of any information to any third party at any time during or after the
term of their Contract with the Owner. Nor will the Proponent use any information
however obtained as a result of performing duties for the Peterborough Housing
Corporation, for their own commercial, financial or personal advantage. The Proponent
also acknowledges that they may be held both criminally and civilly responsible for any
breach of confidentiality.
It is hereby agreed that the following information is not considered to be confidential
under this Contract:
a.
b.
c.
d.
e.
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Information already in the public domain;
Information disclosed to the Proponent by a third party who is not under a
confidentiality obligation;
Information developed by or in the custody of the Proponent before entering into
this Contract;
Information developed by the Proponent through their work with other clients;
and
Information required to be disclosed by law or regulation, including, but not
limited to, subpoena, court order or administrative order.
PHC-14-03
Proponent for Non-Union Management Group Salary Review
6.11
Costs Incurred
The Peterborough Housing Corporation shall not, under any circumstances, be
responsible for any costs incurred by the Proponent in the preparation of the Proposal
submission, including, but not limited to costs to prepare documentation.
6.12
Conflict of Interest
The Proponent covenants that the Work will be undertaken without a conflict of interest
and that during the course of the Work, the Proponent shall not undertake any work for
any other client, which would result in a conflict of interest, without the prior written
consent of the Peterborough Housing Corporation.
6.13
All Proposals Exceed Approved Budget
In the event that all Proposals exceed the approved budget, and additional funding is not
available, the Peterborough Housing Corporation may opt for one (1) of the following:
a.
b.
c.
Approach the preferred Proponent to seek options to change the Scope of Work
and obtain a corresponding price change for the reduced Scope;
Approach the top three (3) Proponents to seek options to change the Scope of
Work and obtain a corresponding price change from each for the reduced Scope;
or
Advise all Proponents that, the bid solicitation process will be cancelled, and a
review of the Scope of Work will be undertaken and that a new bid solicitation
may be issued later.
7.0
TO INCLUDE IN PROPOSAL
7.1
Address Evaluation Criteria
The Peterborough Housing Corporation is seeking Proposals from Proponents who are
both interested and capable of undertaking the Contract. The onus is on the Proponent to
show their knowledge, understanding and capacity to conduct the project. The detail and
clarity of the written submission will be indicative of the Proponent’s expertise and
competence.
The requirements outlined in this Section are to be answered in the order that they are
listed, and in a clear and concise manner. Failure to address any item may cause the
Proponent’s submission to be considered incomplete, and therefore be rejected from
further consideration.
7.2
Acknowledgements
The Proponent shall provide completed Appendix A “Acknowledgements”, including
confirmation of the number of addenda received.
7.3
Pricing
The Proponent shall provide completed Appendix B “Pricing” that sets out:
a. Project Costing;
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Proponent for Non-Union Management Group Salary Review
b. All-inclusive fees – the Proponents shall record their proposed Project fees, as
itemized in Appendix B “Pricing” and indicate an amount for disbursements. This
Project shall be a Stipulated Price Contract, and accordingly, “All-inclusive fees”
shall include the following, and no additional costs shall be paid on the Contract:
i. Project Administration overhead
ii. Faxes / Long Distance Calls
iii. Shipping and Handling
iv. Invoicing Costs
v. All Incidentals
vi. Copies of Reports
vii. Cell Phones
viii.Computer Charges
ix. Printing / Binding
x. Meals / Accommodations
Proponents are also asked to provide:
c. Per Diem and hourly rates for additional Work;
d. H.S.T. number (or advise if Small Trader); and
e. Any conditions of payment that might apply.
7.4
References
The Proponent shall provide completed Appendix C “References”, providing a
minimum of three references, identifying the company name, type of business, staff to
contact, scope of work provided, year the Work was performed and the cost to complete
the Work.
7.5
Company Profile
The Proponent shall provide a summary that describes the following:
a. Company history and length of time in business;
b. Name(s) of firm principal(s) and their qualifications;
c. Description of the company's structure, staff resources and
workplan regarding provision of services and project timeline
7.6
Staff Qualifications (including sub-proponents)
The Proponent shall provide the following information for all staff that the Proponent
commits to assigning to Work on this Contract:
a. Identification and qualifications of the principal supervisor, with detailed references
and resume. This professional must be directly involved with the Work and must
assume full responsibility for all deliverables on schedule;
c. Identification and qualifications of all team members including sub-proponents, with
resumes and references.
7.7
Proponent’s Methodology and Approach to the RFP
The Proponent shall provide a summary that covers the following:
a. A detailed understanding of the requirements of this assignment;
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Proponent for Non-Union Management Group Salary Review
b. The Proponent’s proposed methodology and approach to completing the various
aspects of the RFP, including setting of priorities and time schedule;
c. Describe the roles, extent of work responsibilities by the proposed staff; and
7.8
Other Documents
a. Cover Page only of all addenda issued with original signatures (Item 5.2);
b. One (1) original and the number of copies stated in Item 5.3.2;
c. Proof of insurance (see Section 5.5.3);
8.0
EVALUATION AND AWARD
8.1
Evaluation
This is an RFP, which shall be awarded based on evaluation of the criteria set out in this
section.
8.2
Evaluation Committee
The Peterborough Housing Corporation will evaluate Proposals using the Evaluation
Criteria in Section 9.4.
8.3
Clarification and References
Some scores assigned to the various categories may be determined through reference
checks. The Peterborough Housing Corporation may investigate as it deems necessary to
determine the ability of the Proponent to perform the Work and the Proponent shall
furnish the Peterborough Housing Corporation all such information and data for this
purpose as the Peterborough Housing Corporation may request.
The Peterborough Housing Corporation reserves the right to reject any Proposal if the
evidence submitted by, or investigation of such Proponent, fails to satisfy the Committee
that the Proponent is qualified to carry out the obligations of the contract.
8.4
Evaluation Criteria
The Evaluation Committee will rank the Proposals based on the following criteria:
CRITERIA
RATING
1.
Presentation and completeness of Proposal (Section 7.0).
10%
2.
Qualifications, Experience and References (Sections 7.4 and 7.6).
20%
3.
Demonstrated ability to meet the requirements of the RFP
including Scope of Work, Methodology and Approach (Section
7.7).
30%
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8.5
Proponent for Non-Union Management Group Salary Review
6.
Price (Appendix B)
8.
TOTAL
100%
Timeline
This timeline reflects the Owner’s intent in issuing, receiving and evaluating Proposals
and is subject to change at the Peterborough Housing Corporation’s discretion.
Events
Issue RFP
Proposal Closing Date
Anticipated Award Date
8.6
40%
Date
March 28, 2014
April 25, 2014
May 1, 2014
Evaluation Process
The evaluation process shall be undertaken by the Peterborough Housing Corporation.
Once a successful proponent has been selected, the Proponent shall be notified verbally,
to allow for the compilation of administrative requirements.
The award of this RFP shall be based on the recommendations of the Peterborough
Housing Corporation to the Owner’s Board of Directors, Personnel Committee. The
decision of the committee will be final.
The Proponent shall not make any claims for additional costs or expenses due to the delay
in, or cancellation of the award of this RFP, due to the approval process.
8.7
Requirements on Acceptance of Award
a. Certificate of Insurance (Item 5.5);
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Appendix A
ACKNOWLEDGEMENTS
I/WE ACKNOWLEDGE that this Proposal is made without any connection, knowledge,
comparison of figures or arrangements with any other company, firm or person making a
Proposal for the same Work and is in all respects fair and without collusion or fraud.
I/WE ACKNOWLEDGE that all matters stated in the said Proposal are in all respects true.
I/WE ACKNOWLEDGE that, having read RFP PHC-14-03. I/WE have satisfied ourselves as
to the terms, conditions, and specifications and do hereby submit a Proposal for and offer to enter
into a Contract with The Peterborough Housing Corporation to undertake a salary review for its
non-union management group.
I/WE ACKNOWLEDGE that ____ addenda have been received for this RFP and are attached
to this Proposal, and that I/WE understand that it is the Proponents ultimate responsibility to
ensure all addenda issued have been received.
I/WE ACKNOWLEDGE that acceptance of this Proposal and the issuance of a Letter of
Agreement shall be considered a binding contract upon both parties. If specified at any time by
the Peterborough Housing Corporation, it is agreed that the terms and conditions and any
representations made in reference to this Proposal shall be incorporated in a Contract to be
executed by the parties once the Peterborough Housing Corporation has formally accepted the
Proposal.
Dated at ___________________ this _____ day of ______________________2014.
Firm or Organization Name
Signing Authority
Street Address
Signature
City
Email
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Postal Code
Telephone
and
Fax Number
PHC-14-03
Proponent for Non-Union Management Group Salary Review
Appendix B
PRICING
1. Pricing
Total Consulting Fee , before Tax $_______________.
HST for Project $
2. Business Number
Business Number is __________________________________________
OR
Operates as a “Small Trader (Y/N) ______________________________
3. Authorization for pricing submitted
Dated at ____________________ this _________ day of _______2014.
Firm or Organization Name
Signing Authority
Street Address
Signature
City
Email
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Postal Code
Telephone
and
Fax Number
PHC-14-03
Proponent for Non-Union Management Group Salary Review
Appendix C
REFERENCES
Please list a minimum of three (3) references in the last five (5) years.
Dates
Work was
Performed
Company Name, Contact
Person and Telephone
Numbers for Whom Work
was Performed
Description of Work, Original and
Final Contract Price
1.
2.
3.
4.
Notes:
1.
If insufficient space is provided in this table please provide required information in the same
format and attach to this Appendix.
2.
PROPONENTS should list references where similar work has been, or is currently being
provided.
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