THE UNIVERSITY OF WESTERN ONTARIO
REQUEST FOR PROPOSAL
Personal Protection Clothing
UWORFP03-0932
DATE: January 14, 2009
UWORFP03-0932
Personal Protection Clothing
2016/07/01
1. BACKGROUND
1.1.
The University of Western Ontario (Western), the third largest university in Ontario, has
a full and part-time enrollment of more than 33,329 graduate and undergraduate students
and includes affiliate University Colleges. The Western campus covers 487 hectares and
is located about 4 km north of the centre of London. There are approximately 3200 FullTime Staff and Faculty. An additional 5,000 Part-Time Staff and Faculty represent
approximately 3,800 Full-Time equivalents.
1.2.
Western's web site is http://www.uwo.ca.
1.3.
This Request for Proposal (RFP) is being issued on behalf of Western’s Physical
Plant which services Western’s infrastructure which consists of mixture of new and
aging buildings.
1.4.
Western is committed to providing a safe working environment for the skilled trades
by providing them with Personal Protective Clothing (PPC) that meets the NFPA 70E
standard.
1.5.
Western estimates that approximately 80 individuals (requiring 800 combinations of
PPC) from a variety of licensed trades but not limited to: plumbers, fitters, elevator
mechanics, motor mechanics, and refrigeration mechanics.
2. SCOPE
2.1.
Proponents are invited to submit proposals on PPC as required by the Physical Plant
departments. The 2008-2009 Spend at Western is estimated to be $ 68,000.00 and the
dollar amount is provided as guidance to Bidders on the estimated value of this
contract. Western can not guarantee the purchase volumes/values indicated in this
RFP.
2.2.
While the primary department will be the Physical Plant, other departments at Western
may opt to take advantage of the systems contract.
2.3.
The Proponents should indicate if their submissions may be extended to other cooperative buying groups who may wish to take advantage of this contract at the
expiration of their current agreements.
3. BIDDER INSTRUCTIONS
3.1.
Interested Proponents must provide their primary contact email address to Helga Alcorn
by one of the following communication mediums upon receipt of the bid documents:
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Fax number 519 661 3772 or Email: halcorn@uwo.ca.
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3.2.
All communications regarding this Request for Proposal (RFP) must be directed to Helga
Alcorn in writing or via email. Violation of this directive may result in the
disqualification of the Proponent from the RFP process.
3.3.
Questions pertaining to this RFP must be received no later than seven (7) business days
prior to closing time and date.
3.4.
All questions and answers during the RFP period will be communicated by email with
the primary contacts as well as posted on http://www.westernbuys.uwo.ca under this
document number. Responses to questions will be distributed to all Proponents, through
the Proponent’s primary contact via e-mail, in a timely fashion
3.5.
Two (2) hard copy (s) and one electronic copy in (Word or Excel format) must be
submitted and enclosed in a sealed envelope bearing the name and address of the
Proponent clearly marked on the outside of the envelope and the RFP information as
follows: “UWORFP 03-0932 – Personal Protective Clothing ”.
3.6.
Proposals will be received by Western no later than 12:00 Noon February 6, 2009 as
indicated by the stamp clock in Suite 6100 (Financial Services Department) Services
Support Building:
Mailing and Delivery Address:
University of Western Ontario
Purchasing Department
Support Services Building
Suite 6100
Support Services Building
1393 Western Road
London Ont.,
N6G 1G9
Attention: Helga Alcorn
3.7.
Proposals received after the closing time and date will be returned unopened to the
sender. Proposals submitted by facsimile or email will not be accepted.
3.8.
No amendments or change to proposals will be accepted after the closing date and time.
3.9.
Proponents must acquaint themselves with the terms and conditions of this
document and respond to all sections of the RFP by indicating the reference
number for each section and clearly identify, by clause, any exceptions (i.e. Section
4.01 Agreed). Failure to do so will be deemed that all the terms and conditions have
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been accepted by your organization. Submitting your organization’s standard terms
and conditions will not be acceptable to fulfill this requirement.
3.10.
Submissions must be prepared in accordance with the conditions outlined in this and any
associated documents. Failure to comply may result in the disqualification of the
proposal.
3.11.
Western’s preference is to sole source this contract based on the Best Value offered by
the Proponents.
4. GENERAL TERMS AND CONDITIONS
4.1.
Western is not responsible for any expenses incurred by Proponent(s) in preparing and
submitting a response to this RFP.
4.2.
Western is not under any obligation to award a contract and reserves the right to
terminate the Request for Proposal process at any time and to withdraw from discussions
with any or all of the Proponents who have responded, without liability being incurred by
Western for any expense or cost incurred by the Proponent(s)
4.3.
Proponents may not use Western’s name or markings for any external marketing
purposes without the express written permission from Western.
4.4.
Unit prices will govern where arithmetical errors may occur in the extension of prices.
Where it appears a major mistake in calculation has been made, Western shall consider
the intent of the Proponent and may accept the proposal for consideration and subsequent
correction.
4.5.
Proposal pricing shall be irrevocable for ninety (90) days following the closing date of
the RFP.
4.6.
Western intends to issue purchase order(s) to the Proponent(s) whose submission offers
the best value to Western.
4.7.
The successful Proponent(s) shall be required to provide:
4.7.1. Proof, from the Broker, of commercial liability insurance of at least $2 million per
occurrence and The University of Western Ontario its Board of Governors,
trustees, officers, employees and agents named as Additional Insureds. Such
provision shall apply in proportion to and to the extent of the negligent acts or
omissions of the non-University party or any person or persons under the nonUniversity parties’ direct supervision and control. The liability insurance should
include personal injury and property damage, non-owned automobile liability,
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owners and contractors’ protective coverage and contractual liability coverage.
4.7.1.1 Provide thirty (30) days advance written notice to the University of any
modification, change, or cancellation of any of the insurance coverage,
4.7.2
Proof, from the Broker, of automobile liability insurance with coverage of at least
$ 2 million per occurrence for liability arising at law for damages caused by
reason of bodily injury (including death) or damage to property by employees or
sub contractors.
4.7.3. A current Certificate of Clearance from The Workplace Safety and Insurance
Board (WSIB) or equivalent. http://www.wsib.on.ca/wsib/wsibsite.nsf/public/home_e .
4.8.
All workers on Western property must be covered by WSIB for the duration of the
contract and that a Certificate of Clearance is maintained in good standing throughout
the contract by the successful Proponent(s).
4.9.
The successful Proponent(s) shall be in compliance with the Occupational Health and
Safety Act of Ontario and its regulations
http://www.gov.on.ca/LAB/english/hs/ohsaguide/.
4.10.
The successful Proponent(s) shall not assign or sub contract any portion of its contract
without the written consent of Western.
4.11.
Western reserves the following rights:
4.11.1
4.11.2
4.11.3
4.11.4
4.11.5
4.11.6
4.11.7
4.11.8
To open submissions privately,
To award different items to different Proponents or to one Proponent based
upon Western’s evaluation of proposals,
To reject any or all submissions received,
To, in its sole discretion, request clarification and/or further information from
one or more Proponents after closing without becoming obligated to offer
the same opportunity to all Proponents.
To request proof of WSIB coverage at any time throughout the term of the
contract.
To exclude products from this contract, and source elsewhere, when the
successful Proponent(s) cannot supply products efficiently and /or
competitively.
To exclude products from this contract and source elsewhere, if the
successful Proponent(s) is/are not able to supply the goods within a
reasonable lead time.
To exclude products from this contract and source elsewhere if the required
product(s) is/are not available from the successful Proponent(s).
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4.12
All submissions must be signed by an authorized company representative (refer to
Appendix A).
4.13
Any terms or conditions, which cannot be fulfilled, should be clearly stated in your
submission.
4.14
All the terms and conditions stated in this bid document are deemed to be accepted by the
Proponent and incorporated into the Proponent(s)’ proposal submission. The complete
submission document and any attachments shall constitute the contract between the
successful Proponent(s) and Western.
4.15
Any conflict in the wording of the successful Proponent(s)’ invoice and/or sales
agreement and the wording of the terms and conditions of this proposal, shall be
resolved in favour of Western and shall be deemed to be incorporated into the
Proponent(s)’ invoice and/or sales agreement.
4.16 The laws of the Province of Ontario shall govern in any dispute the may arise as a result
of the successful Proponent’s submission and the subsequent contract awarded to the
successful Proponent(s).
4.17
If the successful Proponent(s) fails to carry out the agreement satisfactorily in accordance
with the terms, Western will, by giving written notice, specify the default(s) requiring
remedy. In the event that the specified default(s) is/are not remedied within thirty days (30)
from giving such notice, Western reserves the right to terminate the agreement
immediately.
4.18
All plans, materials and electronic or digital files paid for by Western or its Associated
Companies are the property of Western or its Associated Companies.
4.19
The Proponent(s) shall treat the contract and all documents, drawings, specifications and
information connected with this Request for Proposal as confidential and shall not disclose
any information or documents acquired by it or its employees, agents or sub-contractors to
any third parties, nor use, or copy the information, except as required to perform the
Proponent(s)’ obligations in fulfilling the terms of this contract.
4.20
The successful Proponent(s) shall indemnify and hold harmless Western, its directors,
employees, students and agents from and against all actions, suits, claims, causes of action,
demands, penalties, fines, costs and expenses including legal fee) or other proceedings of
any kind or nature directly or indirectly arising out of performance of the Work or Supply
of Goods, including but not limited to personal injuries to anyone, breach or alleged breach
of intellectual property laws, environmental non-compliance, product liability or property
damage.
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SPECIAL INSTRUCTIONS TO PROPONENTS
5.1.
Proponents must be able to measure and fit all skilled trades on site and as per the
agreed upon schedule between each unit Manager and the successful Proponent.
5.2.
The successful Proponent will be required to train all skilled trades in the appropriate
use of clothing to meet NFPA 70 E Standards.
5.3.
Each individual must have their PPC individually packaged and labeled with the
individual’s name.
5.4.
Proponents must be able to deliver the all PPCs and invoice before April 30 2009.
5.5.
Proponents must fill out the excel spreadsheet Appendix B. Note Appendix B
consists of two worksheets: Information Worksheet and Pricing Worksheet.
5.6.
Proponents should identify if an online catalog and/or access to your web site is
available to Western. Response to this question should be input into Appendix B
Information Worksheet.
5.7.
Samples are to be provided for evaluation. See Appendix B Pricing Worksheet
for which articles are to be provided. Samples will be returned upon completion
of the evaluation.
6. SPECIFICATIONS
6.1
Personal Protection Clothing (PPC) must comply with NFPA 70 E Standards.
6.2
Leather Gloves must meet the ASTM F496 standards. The clearance between the leather
glove cuff and the bead of the rubber glove shall be ½” as per the ASTM F496 Standards.
6.3
Fabrics must be flame resistant (FR), pass the vertical flame test and meet the
requirements of ASTN 1506.
6.4
Pants and industrial work shirts are to be made from Indura Ultra Soft fabric.
6.5
T Shirts and polo shirts are to be made from Indura Ultra Soft Interlock knit fabrics
(treated blends are acceptable).
6.6
Bidders are to provide the laundering instructions for the FR clothing (PPC that require dry
cleaning will not be considered). The preferred laundering instructions should state load
sizes, water temperatures, preferred detergents, what cleaning products are to be avoided
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and drying instructions.
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6.6
PPC shall have an embroidered or imprinted UWO logo on the shirts (which will be
provided to the successful Proponent) which must be FR .
6.7
No substitutes shall be permitted without the express written consent of Western.
6.8
Material Safety Data sheets (MSDS) and appropriate labels must accompany all
hazardous products as defined under the Hazardous Products legislation and provincial
WHIMIS legislation.
7
PRICING
Prices must be guaranteed for duration of the contract.
7.2
Prices must include: all delivery (FOB destination, prepaid), including packaging and
adequate in-transit insurance.
8
7.1
PAYMENT TERMS/INVOICING
Payment terms are net 30 days upon delivery. Please specify in your proposal any
payment terms that may differ e.g. 2% 10 days.
8.2
Western will not consider any prepayment terms.
8.3
Where applicable, PST and GST must be shown as separate lines on all invoices.
8.4
The successful Bidder must be able to provide priced packing slips.
8.5
All packages, packing slips, correspondence, customs documentation, and freight bills
must quote the individual’s name and the Western speed-code or word order number.
8.6
The successful Proponent(s) must be able to accumulate and consolidate invoices for
payment using a Western approved Electronic Tally Sheet.
9.
8.1
CONTRACT TERM
9.1.
The systems supply contract shall run for three (3) years with an option to renew for two
(2) additional one (1) year terms.
10. CLARIFICATION
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10.1
Western reserves the right, at its sole discretion to request clarification and/or further
information from one or more Proponents after closing without becoming obligated to
offer the same opportunity to all Proponents.
11.
QUALITY /WARRANTY
11.1. State if your company is ISO registered. Response to this question should be input
into Appendix B Information Worksheet.
11.2. Describe your Return of Goods procedure and were goods will be returned to. Response
to this request should be limited to a one page response.
11.3. Western reserves the right to return any contract item for credit without being subjected to
restocking fees and /or penalties.
11.4. Proponents are to provide the name of the individual responsible for handling the
Western account and the individual that Western will contact to escalate unresolved
complaints. Response to this question should be input into Appendix B
Information Worksheet.
11.5
Proponents are to state the manufacturers’ guidelines as to when a garment is to be
removed from service. Response to this question should be input into Appendix B
Pricing Worksheet.
11.6
Proponents are to state the manufacturers’ warranty for PPC. Response to this question
should be input into Appendix B Pricing Worksheet.
12.
DELIVERY
12.1
State the location of your distribution centre. Response to this question should be
input into Appendix B Information Worksheet.
12.2
Delivery is FOB Destination Western. Deliveries will be to:
Physical Plant Department
Services Support Building
Dock: 18
1393 Western Road
London, ON, Canada
N6A 5B7
12.3
Time shall be of the essence and all goods shall be delivered and installed in accordance
with the delivery dates and quantities as specified on the Western purchase order. Failure to
meet the specified delivery date shall entitle Western, at its sole option, to cancel any
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portion or all of the order without incurring any liability costs.
12.4
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All prospective suppliers must provide the name of their carrier. Response to this
question should be input into Appendix B Information Worksheet.
12.5 The successful Proponent(s) bears the risk of loss with respect to goods until delivery is
complete and Western has accepted the goods.
13
EVALUATION PROCESS AND AWARD
13.1 The following criteria will be used to evaluate the proposals submitted:
13.1.1
13.1.2
13.1.3
13.1.4
13.2
Best value including pricing and pricing structures etc
Quality of clothing based on comfort, safety rating, samples
Delivery & training (delivery prior to April 2009)
Other (quality of RFP, compliance of terms and conditions etc.)
40%
40%
10 %
10 %
In order to obtain the most advantageous offer for Western, Western reserves the right, in
its sole discretion:
13.2.1 To enter into negotiations with the Proponent(s) who offers the best overall value to
them. During such negotiations, the scope of may be refined, responsibilities will be
designated, implementation issues clarified and the final terms and conditions of any
contract will be determined.
13.2.2 If negotiations with the selected Proponent are unsuccessful, Western reserves the
right in its sole discretion to enter into negotiations with any other Proponent(s).
13.3 The successful Proponent(s) awarded the contract will be contacted by telephone. The
RFP status and final award decision will be posted on WEsternBuys
http://www.westernbuys.uwo.ca/.
Appendix A
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ACKNOWLEDGEMENT
SUBMITTED BY (Company):
2016/07/01
________________________________________
Name:
_________________________________________
Address:
_________________________________________
_________________________________________
________________________________________
Telephone:
_________________________________________
Facsimile:
_________________________________________
Email:
_________________________________________
I/We the undersigned are duly authorized to execute this Proposal on behalf of:
Name of Prospective Supplier
Authorized Signature
Name
Position
Dated at the
City / Province
This
Day of ____________, 2009.
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