REQUEST FOR PROPOSAL
NO. P14016
SIGNAGE ~ DESIGN, SUPPLY and INSTALLATION
OFFICIAL CLOSING TIME:
11:30 AM LOCAL TIME, on Tuesday, October 28, 2014
PROPOSAL SUBMISSION TO:
TOWN OF AJAX – FINANCE DEPARTMENT
Attn: Paul E. Hewitt, CPPO, Manager of Purchasing
65 Harwood Avenue South
Ajax, ON L1S 2H9
INQUIRIES:
Paul E. Hewitt, CPPO
Manager of Purchasing
tel:
905-619-2529 ext. 3356
fax:
905-683-0157
purchasing@ajax.ca
INQUIRY DEADLINE:
Inquires are to be e-mailed to the above no later than 11:30 AM:
Thursday, October 16, 2014
RFP No. P14016
SIGNAGE ~ DESIGN, SUPPLY and INSTALLATION
RETURN LABEL
Please firmly affix this address label to the envelope containing your submission.

Name of Company: __________________________________________________________
RFP NO.:
PROJECT NAME:
OFFICIAL CLOSING:
P14016
SIGNAGE ~ DESIGN, SUPPLY and INSTALLATION
Tuesday, October 28, 2014, at 11:30 AM Local Time
TO:
TOWN OF AJAX – FINANCE DEPARTMENT
Paul E. Hewitt, CPPO Manager of Purchasing
65 Harwood Avenue South
Ajax, ON
L1S 2H9

ANY OR ALL BID SUBMISSIONS NOT NECESSARILY ACCEPTED
NOTE:
Should you decide to use your own return envelope in lieu of the label provided above, the
front of your envelope must indicate ALL of the information shown on the above label.
The Town of Ajax cannot be held responsible for documents submitted in envelopes that are
not appropriately labeled in accordance with the above instructions.
Page 2 of 24
RFP No. P14016
SIGNAGE ~ DESIGN, SUPPLY and INSTALLATION
PROPOSAL SUBMISSION FORM
I/WE ________________________________________________________hereby submit this Proposal
(Company Name)
for the provision of the Goods and/or Services as described within the Request for Proposal document
for
RFP No. P14016 – SIGNAGE ~ DESIGN, SUPPLY and INSTALLATION
I/WE DECLARE that no person, firm, or corporation, other than the one whose proper officer has
submitted this Proposal, has any interest in this Proposal or in the Contract.
I/WE DECLARE that this Proposal is made without any connection, knowledge, comparison of figures or
arrangement with any other Proponent, firm, or person making a similar Proposal and is in all respects
fair and without collusion or fraud.
I/WE DECLARE that no Town employee, or member of Council (or their families) is, or will become
interested directly or indirectly as a contracting party or otherwise in the performance of the Contract or
in the supplies, work or business to which it relates or in any portion of the profits thereof, or of any such
supplies to be used therein or any of the monies to be derived therefrom.
I/WE DECLARE that the statements contained in the Proposal are in all respect true.
I/WE DECLARE that I/WE examined the locality and site(s) of the proposed Works, as well as all the
Specifications/Terms of Reference relating to them, prepared, submitted and rendered available on
behalf of the Town and hereby acknowledged to be an integral part of the Contract.
I/WE have carefully examined the documents and have a clear and comprehensive knowledge of the
requirements and have submitted all relevant data.
I/WE agree, if selected, to provide those Goods/Services to the Town in accordance with the Terms,
Conditions, Instructions to Proponents, Specifications and Terms of Reference contained in the Request
for Proposal Document and in our Proposal submission.
I/WE hereby propose and offer to enter into the Contract on the terms and conditions and under the
provisions set forth in the Request for Proposal and to accept in full payment therefore, the sums
calculated in accordance with the actual measured quantities and unit prices attached to this Proposal.
I/WE agree that this Proposal is an offer which is open for acceptance by the Town until the formal
Contract is executed, or a Purchase Order issued, or for 90 calendar days following the Official Closing
Time, whichever occurs first, and that the Town may at any time within that period and without notice,
accept this Proposal whether any other Proposals have been previously accepted or not.
I/WE confirm, upon Award, we will be able to provide insurance certificates to the Town of Ajax, in the
amounts as specified.
I/WE confirm all of our employees are covered by the insurance plan under the Workplace Safety and
Insurance Act, 1997, as amended and provide our current Certificate of Clearance Account Number as
follows: _______________________________.
OR
I/WE are not required by law to provide WSIB coverage and I/WE have further elected not to acquire the
Optional Insurance provided by WSIB as specified in this Bid Document. Therefore, if awarded this
Contract, I/WE will sign the attached Appendix ‘B’ Waiver prior to commencing any Works.
Page 3 of 24
RFP No. P14016
SIGNAGE ~ DESIGN, SUPPLY and INSTALLATION
PROPOSAL SUBMISSION FORM
I/WE agree that we are in receipt of Addendum No. ________ to ________ inclusive and the Proposal
price includes all provisions set out in such Addenda.
I/WE propose to complete the works as described in the Request for Proposal for the following Total
Proposal Price including all applicable taxes in Canadian funds.
Signage ~ Design, Supply and Installation
$
Other (Specify)
$
HST (13%) $
TOTAL PROPOSAL PRICE $
Provide with your submission, a detailed cost breakdown of the Total Proposal Price,
itemizing; professional fees, disbursements, per diem rates, etc.
I/WE agree that the undersigned is/are authorized and empowered to sign and submit this Proposal on
behalf of our Company.
Company Name
Street Address
City/Town
Phone No.
Fax No.
Postal Code
e-mail address
Print Name & Title of Person Signing for the Company
Signature (I have the authority to bind the Company)
Signed at __________________________ this ______ day of ___________________________, 2014
Completing this form as supplied is Mandatory - do not retype.
This form shall bear an original handwritten signature in ink, by an officer with authority to bind the
Company and must be submitted with the Proposal in a sealed package by the Official Closing Time to be
considered a valid offer.
The highest scoring Proponent, the lowest cost Proposal, or any Proposal not necessarily accepted.
Page 4 of 24
RFP No. P14016
SIGNAGE ~ DESIGN, SUPPLY and INSTALLATION
TABLE OF CONTENTS
Cover Page .............................................................................................................................................1
Return Label ..........................................................................................................................................2
Proposal Submission Form............................................................................................................... 3-4
Table of Contents ...................................................................................................................................5
General Terms & Conditions .................................................................................................................6
Instructions to Proponents ............................................................................................................. 7-18
Terms of Reference ........................................................................................................................19-22
Proposal Evaluation Criteria Form ....................................................................................................23
APPENDICES:
No of Pages
Notice of No Bid ....................................................................................................................................1
Appendix “A” – Bid Irregularities By-Law No. 116-2013 …….…………….……………..……………….3
Appendix “B” – Waiver ………………………….…………………..…………………………………………..1
Page 5 of 24
RFP No. P14016
SIGNAGE ~ DESIGN, SUPPLY and INSTALLATION
GENERAL TERMS & CONDITIONS
1.
1.1.
1.2.
1.3.
1.4.
1.5.
1.6.
1.7.
1.8.
1.9.
1.10.
2.
2.1.
2.2.
2.3.
2.4.
2.5.
2.6.
2.7.
2.8.
DEFINITIONS
2.9. The unit price prevails in cases of discrepancies
between unit price and extensions.
Town: The Corporation of the Town of Ajax
2.10. A Bid Document may be withdrawn or qualified by
Department: Any department, section or division
the Bidder up to the Official Closing Time, by
of the Town.
submitting a letter bearing the same signature
Bidder: An individual, firm or corporation
and/or seal as found in the Bid Document.
submitting a Bid to the Town.
Withdrawal after the Official Closing Time will not
Company: The person, contractor, consultant,
be permitted.
firm or corporation to whom the Town has
2.11. Every communication about the Bid Document
awarded the Contract, its successors and
must be in writing bearing the same signature
assigns.
and/or seal as found in the Bid Document. Oral
Bid Document: A Request for Tender, Quotation,
communications about the Bid Document will not
Proposal, or other document that states the
be binding on the Town.
Town’s desire to buy and Bidder’s offer to sell to 2.12. The Bidder declares it is the owner of the Goods
the Town, the Goods defined in the
and has the legal power to sell the Goods and is
Specifications.
able to give the Town clear title to the Goods.
Specifications: Detailed and exact non-restrictive
written descriptions, instructions and drawings
3.
AWARD
defining the Goods requested in the Bid
Document.
3.1. The Town may award the purchase of a single
Bid: The Bidder’s offer to sell the Goods to the
item of Goods, a group of items or all the items to
Town.
one Bidder or several Bidders. The decision of the
Official Closing Time: The date and time
Town is final and not subject to review.
specified in the Bid Document for the submission 3.2. A Bidder may be required to supply evidence of
of Bids to the Town.
experience, ability, service facilities, and financial
Goods: Set out in the Bid Document, including
standing necessary to meet the requirements of
Services, where applicable, and defined in the
the Bid.
Specifications.
3.3. The Town may award the purchase to a Bidder
Work: All labour, materials, products, resources,
other than the lowest, without liability to itself.
articles, services, supplies and acts required to 3.4. The Town may cancel the Bid Document prior to
be done, furnished or performed by the
the award of purchase, without liability to itself.
Company, which are the subject of the Contract.
4.
CONTRACT
SUBMISSION OF BIDS
4.1. The acceptance in writing by the Town of the
All Bids must be submitted on the Bid Documents
successful Bidders Bid, by purchase order or
provided by the Town.
formal Contract, shall constitute a binding Contract
One copy of the Bid Document must be
between the successful Bidder and the Town.
completed, have an original handwritten signature, 4.2. The Contract shall not be assigned, subcontracted
signed in ink, of an authorized signing officer of the
or amended in whole or in part, without written
Bidder, be clearly marked with the project title,
consent of the Town.
placed in a sealed package and deposited at the
4.3. The successful Bidder shall perform the Contract
locations stated in the Bid Document, by the
in accordance with the terms of the Bid Document
Official Closing Time.
and the Specifications. Non-performance may
Bid Documents arriving after the Official Closing
result in cancellation of the Contract without
Time will not be considered.
charges to the Town and/or the removal of the
Bid Documents will be time stamped by the time
Bidder’s eligibility to submit future Bids.
stamp located in the office of the Finance
4.4. The Town may purchase Goods on the open
Department and shall be the only recognized time
market to maintain supply if the Company fails to
piece for the purpose of Bid submissions.
deliver Goods as specified or replace rejected
To be a valid Bid, all information required in the
Goods. The Company must reimburse the Town
Bid Document must be submitted. All information
for any excess costs. These purchases will be
must be correct. The Town shall be the sole judge
deducted from the Contract quantities.
whether the information submitted is complete and 4.5. The Town may choose to use commodities which
correct. Bid Documents that are conditional,
it considers substandard, and discount the price.
obscure, contain erasures or alterations will be
4.6. The Contract is governed by Ontario law.
rejected.
Bids may be submitted for all or any part of the
5.
DELIVERY
total quantities of the Goods unless the Bid
Document specifically states otherwise.
5.1. Goods delivered by the Company to the Town
The manufacturer, make or brand name of the
must be new and of the latest model possessing
Goods must be stated by the Bidder to indicate
all the accessories standard to the manufacturer’s
quality and performance. Bids for equivalent
stock model. The Goods must also meet the
Goods may be accepted provided they are at
Specifications and be free of defects and fit for the
least equal in quality and performance. The
purpose intended by the Town. The Goods must
Town shall be the sole judge of what is
be covered by written guarantees and warranties
considered equal in quality and performance.
acceptable to the Town.
Note: The designation “NO SUBSTITUTE” for
5.2. Goods shall be securely and properly packed for
Goods indicates no alternatives will be
shipment.
considered by the Town.
5.3. W.H.I.M.I.S. regulations applicable to the Goods
All prices for the Goods shall be in Canadian
must be followed by the Company. Proper labels
funds, F.O.B. Destination.
must be affixed to the Goods and material safety
data sheets must be provided, prior to the
acceptance of the shipment by the Town.
5.4. The Company shall indemnify and save harmless
the Town from all claims, arising from the sale and
delivery of the Goods to the Town or from any
copyright, trade-mark, trade secret or patent used
or infringed by the Company in the manufacture or
supply of the Goods.
5.5. The Company shall carry at its expense, liability
insurance required by the Town for the
performance of the Contract.
6.
INSPECTION AND TESTING
6.1. The Town shall prescribe the criteria to be used to
confirm that the Goods meet the Specifications.
The Company must, upon request, provide proof
satisfactory to the Town, that the Goods meet the
Specifications. The Town has the right to inspect
the Goods prior to delivery.
6.2. If samples are requested, they shall be delivered
within three working days of the request, free of
charge.
6.3. Any item of the Goods which fails to meet the
Specifications may be rejected by the Town. The
decision of the Town is final and not subject to
review.
7.
CONFLICT OF INTEREST
7.1. The Bidder asserts that no officer or employee of
the Town has or will have an interest in the
Company as a contracting party of the Contract.
7.2. The Bidder certifies that:
7.2.1. The prices in the Bid have been arrived
at independently of those of any other
Bidder;
7.2.2. The prices in the Bid have not been
knowingly disclosed by the Bidder, and
will not knowingly be disclosed by the
Bidder, prior to the award of the
purchase, directly or indirectly, to any
other Bidder or competitor; and
7.2.3. No attempt has been made, or will be
made, to induce any other person to
submit or not to submit, a Bid, for the
purpose of restricting competition.
8.
MUNICIPAL FREEDOM OF INFORMATION AND
PROTECTION OF PRIVACY ACT
8.1. The Municipal Freedom of Information and
Protection of Privacy Act (the Act) applies to all
Tenders Quotations and Proposals submitted to
the Town. Tenders, Quotations and Proposals will
be received in confidence subject to the disclosure
requirements of the Act. Bidders/Proponents
should identify any portions of their submission
which contains a trade secret, scientific, technical,
financial, commercial or labour relations
information supplied in confidence and which will
cause harm if disclosed. Questions about the Act
should be directed to the Town’s Records
Manager & FOI, Legislative and Information
Services Department.
8.2. Be aware, the Bidder’s/Proponents names are
always made public, and where applicable, the
total Bid amount.
Page 6 of 24
RFP No. P14016
SIGNAGE ~ DESIGN, SUPPLY and INSTALLATION
INSTRUCTIONS TO PROPONENTS
1.
GENERAL
The Town of Ajax is soliciting Proposals from qualified Companies for the Goods/Services specified
herein. Submission of a Proposal in response to this Request for Proposal (RFP) shall confirm the
Proponents agreement and ability to comply with all of the Terms and Conditions, Instructions to
Proponents, Terms of Reference and Drawings, where applicable, outlined herein. Each
Proponent, by submitting a signed Proposal in response to this RFP, acknowledges that the
Proponent has read, completely understands and accepts the terms and conditions of this RFP in
full.
2.
DELIVERY OF PROPOSALS
Submit one copy of the Proposal with original signatures, along with the appropriate number of
duplicate copies as specified in the Terms of Reference, in a sealed package displaying the return
address as supplied with this RFP. Deliver the complete package prior to the Official Closing Time
to:
TOWN OF AJAX – FINANCE DEPARTMENT
Attn: Paul E. Hewitt, CPPO, Manager of Purchasing
65 Harwood Avenue South
Ajax, ON L1S 2H9
Proposals will not be considered unless:



Received by the date and time specified; and
Received at the address specified above; and
Contains the Proposal Submission Form, with an original signature, signed by an officer with
the authority to bind the Company.
Although the Request for Proposal may have been issued electronically, all Proposals must be
submitted in a sealed envelope/package, therefore, submissions by facsimile or electronic delivery,
secure site, or otherwise, are not acceptable.
Proposals will be time stamped by the time stamp located in the office of the Finance Department
and shall be the only recognized time piece for the purpose of Proposal submissions.
The use of mail or courier services for delivery of a Proposal will be at the Proponent’s risk. A
Proposal will only be considered as being delivered if it is in the possession of the above mentioned
representative or designated agent before the Official Closing Time. Proposals received after the
Official Closing Time will be returned to the Proponent, unopened. Proposals will be opened shortly
after the Official Closing Time specified in the RFP. Only the names of the Proponents, submitting
Proposals will be read out.
The Proposals will be referred to an Evaluation Team for consideration and the award will be based
on the Proposal that best meets the needs of the Town of Ajax.
3.
PREPARATION OF PROPOSALS



All Bids must be submitted on the Bid Documents as provided by the Town.
All information requested in the Bid Document must be submitted and be correct.
Unless otherwise stated, all items shall be priced based on unit or lump sum prices as
specified.
Page 7 of 24
RFP No. P14016
SIGNAGE ~ DESIGN, SUPPLY and INSTALLATION
INSTRUCTIONS TO PROPONENTS




All prices submitted must be considered to be a reasonable price for each particular item.
Bids submitted with unbalanced prices will be subject to rejection.
Bids that; are incomplete, include additional, uncalled for information, are conditional, obscure,
contain erasures, alterations or other irregularities, will be subject to rejection.
The Bid must be signed by a designated signing officer with the authority to bind the
Company.
Completion of the Proposal Submission Form as supplied is required.
The Town shall be the sole judge in determining whether a Bid is compliant.
Where a Proposal is submitted on behalf of two or more companies, the name and roles of each
company must be clearly identified in the Proposal with the authorization and commitment to
participate submitted in writing by an officer of each company. The Town will enter into an
agreement with only one company, who will take full responsibility for the level and quality of
service provided, co-ordinate services with Town staff, and act as principal in the agreement with
the Town with respect to this project.
4.
BID IRREGULARITIES
The response/action to be taken with respect to any Bid irregularities found in a Bid shall be
governed in accordance with Appendix ‘A’ – Bid Irregularities of the Purchasing By-Law attached
herein. The complete By-law can be found on the Town’s website at www.ajax.ca
5.
RIGHT TO ACCEPT OR REJECT PROPOSALS
RFP’s will be issued and Proposals received, evaluated, rejected or accepted and processed, in
accordance with the Town’s Purchasing By-law, Corporate Operating Procedures and Policies. By
submitting a Proposal, the Proponent agrees to be bound by the terms and conditions of the
Purchasing By-law and any amendments thereto, as fully as if it was incorporated herein.
The Town of Ajax, in its sole discretion, reserves the right to reject any or all Proposals, including,
the right to reject any Proposal from a Proponent if:
 The Proponent has not performed works for previous Contracts in compliance with the Contract
Documents;
 The Proponent has previously provided Goods/Services in an unsatisfactory manner;
 The Proponent failed to satisfy an outstanding debt/obligation to the Town;
 There have been past bad dealings between the Town and the Proponent;
 The Town determines that the Proponent does not have sufficient experience in the supply of
the Goods/Services; or
 The Town has concerns with the financial ability of the Proponent to perform the Contract.
The Town reserves the right to waive irregularities and/or omissions in order to serve the best
interests of the Town. Doing so, may result in acceptance of a Proposal other than the lowest. No
liability shall accrue to the Town for its decision in this regard.
6.
CLARIFICATION/ADDENDA
It will be the Proponent’s responsibility to clarify any details in question before submitting a
Proposal. All official correspondence should be directed to the Purchasing section of the Finance
Department. The deadline for submitting inquiries is as noted on the cover page.
Page 8 of 24
RFP No. P14016
SIGNAGE ~ DESIGN, SUPPLY and INSTALLATION
INSTRUCTIONS TO PROPONENTS
Clarification responses may not be possible for any requests for clarification received after this date.
The Town will assume no responsibility for oral instructions or suggestions.
Any and all such supplemental instructions if issued, will be in the form of written Addenda, and will
be forwarded to all Proponents that have been issued the Proposal Documents. Failure of any
Proponent to receive any such Addenda shall not relieve such Proponent from any obligation under
their Proposal as submitted.
Addenda issued to Proponents, shall become part of the Proposal Documents, and all Proposals
shall include the Work described in the Addenda.
7.
ACKNOWLEDGEMENT
The Town’s policy is not to divulge or reveal the budget of any of our Projects in our Bid Solicitation
documents. By submitting a signed Proposal, the Proponent acknowledges that they have read,
completely understand and accepts the terms and conditions and instructions of this RFP in full.
8.
WAIVER OF RIGHTS
Each Proponent acknowledges and agrees that the Town is likely to receive, and be required to
deal with, several Proposals, all of which may contain or disclose information considered by their
Proponents to be of special, unique, secret or proprietary nature, and that such information and the
manner in which the Town may use it may be entitled or subject to protection under any of
Canada’s intellectual property laws, the Competition Act or the common law relating to unfair
competition.
The Town cannot accept any Proposal that is subject to a reservation by the Proponent of any such
rights and each Proponent, by virtue of filing a Proposal pursuant to the RFP expressly waives any
and all protection to which the Proponent might otherwise be entitled in respect of that Proposal
under all of the foregoing laws and expressly releases the Town and its staff and Consultants, if
any, as well as the successful Proponent(s) from any claims, actions, suits and proceedings
whatsoever for the infringement of any intellectual property right or for the use of any secret or
proprietary information disclosed to the Town in that Proposal.
Each Proponent shall indemnify and save harmless the Town, its staff and Consultants, if any,
against all claims, actions, suits and proceedings, including all costs incurred by the Town brought
by any person in respect of the infringement or alleged infringement of any patent, copyright,
trademark, or industrial design or the use or misuse in connection with their Proposal.
9.
CONFIDENTIALITY
Confidentiality of records and information relating to this work must be maintained at all times. All
correspondence, documentation and information provided by Town staff to any Proponent in
connection with, or arising out of this Request for Proposal (RFP) or the acceptance of any
Proposal:
 remains the property of the Town;
 must be treated as confidential;
 must not be used for any purpose other than for replying to this RFP, and for fulfillment of any
related subsequent contract.
Page 9 of 24
RFP No. P14016
SIGNAGE ~ DESIGN, SUPPLY and INSTALLATION
INSTRUCTIONS TO PROPONENTS
All correspondence, documentation and information provided to staff of the Town by any Proponent
in connection with, or arising out of this RFP, and the submission of any Proposal will become the
property of the Town, and as such, subject to the Municipal Freedom of Information and Protection
of Privacy Act (MFIPPA), and may be released, pursuant to the Act. The Proponent’s name at a
minimum shall be made public on request.
No Proposal, in its’ entirety, can be identified as confidential, however, Proponents can identify in
their Proposal material, any portions that are; scientific, technical, commercial, proprietary or such
similar confidential information, that the disclosure of which could cause them injury. Any
information in the Proposal material which is not specifically identified as confidential will be treated
as public information. All correspondence, documentation and information provided to the
Evaluation Team may be reproduced for the purposes of evaluating the Proponent’s submission to
this RFP.
10.
CONTRACTING FOR CONSTRUCTION
Where the consulting works require the Proponent to develop the Town’s construction bid
document specifications, drawings, etc., the Proponent or any person, firm or corporation
associated or affiliated with, or subsidiary to, the Proponent, will not be permitted to submit a bid for
such construction works or have an interest either directly or indirectly in any required construction
of the project. Such interest is deemed to be a conflict of interest.
11.
CONFLICT OF INTEREST
The Proponent shall confirm that no Town employee, or member of Council (or their families) is, or
will become interested directly or indirectly as a contracting party or otherwise, in the performance
of the Contract or in the supplies, work or business to which it relates or in any portion of the profits
thereof, or of any such supplies to be used therein or any of the monies to be derived therefrom.
Should the Proponent or anyone associated with the Proponent, have or acquire any pecuniary
interest, direct or indirect to any contract or proposed contract that is likely to be affected by a
decision from any recommendation made as a result of this Contract that person shall forthwith
disclose their interest to the Town.
The Town shall have the right to decide whether such interest constitutes a conflict and/or if
adequate safeguards are in place to allow acceptance of the Proponent’s Proposal or continuation
of the Contract. Should a conflict of interest exist, the Town reserves the right to reject the
Proponent’s Proposal or terminate the Contract. No claim shall be made for damages on grounds
of loss of anticipated profit or for any other reason. The Town’s decision in this regard shall be final.
12.
NON COLLUSION
A Proponent shall not discuss or communicate, directly or indirectly, with any other Proponent or
their agent or representative of the Proposals. Each Proponent shall attest that its participation in
the RFP process is conducted without any collusion or fraud. If the Town discovers there has been
a breach of this requirement at any time, the Town reserves the right to disqualify the Proposal or
terminate any ensuing Agreement.
13.
WITHDRAWAL OF PROPOSALS
No unilateral adjustments by Proponents to submitted Proposals will be permitted. Proponents may
withdraw their Proposal prior to the Official Closing Time by notifying the Town in writing.
Page 10 of 24
RFP No. P14016
SIGNAGE ~ DESIGN, SUPPLY and INSTALLATION
INSTRUCTIONS TO PROPONENTS
Proponents who have withdrawn a Proposal may submit a new Proposal which must be received by
the Town under the same terms as outlined in this document. After the Official Closing Time the
Proposal is binding on the Proponent. If the Town requires clarification of a Proponent’s Proposal,
that Proponent will provide a written response to a request for clarification, which shall then form
part of the Proponent’s Proposal.
14.
PERIOD OF VALIDITY
Proposals submitted shall be open for acceptance by the Town for not less than 90 calendar days
from the Official Closing Time of this RFP. During this time, Proposals are irrevocable and binding
on Proponents.
15.
PROPOSAL EVALUATION CRITERIA
The criteria, as stated in the Proposal Evaluation Criteria Form, are the sole criteria, which will be
used to evaluate all Proposals submitted. Proposals will be evaluated by an Evaluation Team
comprised of appropriate staff members of the Town of Ajax and others, when applicable, and the
Evaluation Team will contact those Proponents for interviews if they deem necessary. However,
the Town reserves the right to shortlist Proponents to a number of the top scoring Proponents.
These short-listed Proponents must be prepared to:
 answer questions on their Proposal submission;
 clarify their Proposal, including a written response to a request for clarification, which shall
then form part of the Proponent’s Proposal;
 co-operate with the Town with respect to interview scheduling, if required; and
 any other requirements as requested by the Town.
The lowest cost Proposal will not necessarily be accepted.
16.
NEGOTIATIONS
The Town may award a contract on the basis of initial Proposals received, without further
discussions. Therefore, each Proposal should contain the Proponents best terms and information,
including all required documentation, as listed in the RFP. The Town reserves the right to enter into
discussion/negotiations with the selected Proponent. If the Town and the selected Proponent
cannot negotiate a satisfactory Contract, the Town may, at its sole discretion, terminate
negotiations and begin negotiations with the next selected Proponent and continue with the process
until a satisfactory Contract is negotiated. No Proponent shall have any rights against the Town
arising from such negotiations.
17.
CONTRACT AGREEMENT
The date of the Contract Award shall be the date on which the Town forwards notification of
acceptance of the Proposal to the Proponent.
No Contract shall be Awarded to any person or corporation or any affiliate, subsidiary or related
person thereto, who or which, has a claim or has instituted a legal proceeding against the Town or
against whom the Town has a claim or has instituted a legal proceeding with respect to any
previous Contract.
Page 11 of 24
RFP No. P14016
SIGNAGE ~ DESIGN, SUPPLY and INSTALLATION
INSTRUCTIONS TO PROPONENTS
The agreement between the successful Proponent and the Town will include the RFP documents
as issued, the complete Proposal submission, along with all negotiated changes, if any, and all
supporting documents, certificates, etc. The agreement shall be in writing, executed by the
successful Proponent and the Town or the Town will issue a purchase order.
Unless noted otherwise herein, the Contract term will be in effect commencing from Award until
completion of all the Works described herein and as accepted by the Town in the Proposal.
18.
FAILURE TO ENTER INTO AGREEMENT
If the Proponent, for any reason, fails or defaults in respect of any matter or thing which is an
obligation of the Proponent under the terms of the RFP, the Town may disqualify the Proponent
from the RFP and/or from competing for future bid opportunities as issued by the Town. In addition,
the Town may:
19.

Consider that the Proponent has withdrawn any offer made, or abandoned the Agreement if
the offer has been accepted, whereupon the acceptance, if any, of the Town shall be null and
void; or

Require the Proponent to pay the Town the difference between its Proposal and any other
Proposal which the Town accepts, if the latter is for a greater amount and, in addition, pay the
Town any cost which the Town may incur by reason of the Proponent’s failure or default, and
further, the Proponent will indemnify and save harmless the Town its officers, employees and
agents from all loss, damage, liability, cost, charge and expense whatever, which it, they or
any of them may suffer, incur or be put to by reason of such default or failure of the
Proponent.
PROPOSAL ASSIGNMENT
The successful Proponent will not be permitted to assign or transfer any portion of the Proposal as
submitted or the subsequent agreement without prior written approval from the Town.
20.
NON EXCLUSIVE
The Town reserves the right, at its sole discretion, and without compensation to the selected
Proponent, to purchase the same or similar services from other sources during the term of the
Contract.
21.
ADDITIONS & DELETIONS TO CONTRACT
The Town reserves the right to add or delete services throughout the term of this Contract if it
deems necessary, without invalidating the Contract. When a change causes an increase in
services, the Contract price shall be negotiated with the successful Proponent if they are interested
in increasing their services for the Town. When a decrease in requirement occurs, the Town shall
supply written notification of cancellation of the portion of Contract affected and the fees shall be
reduced accordingly at a rate agreed upon by the Proponent and the Town.
22.
RESOURCE COMMITMENTS
The successful Proponent shall perform the Work with that degree of care, skill and diligence
normally provided in the performance of such Work as described herein.
Page 12 of 24
RFP No. P14016
SIGNAGE ~ DESIGN, SUPPLY and INSTALLATION
INSTRUCTIONS TO PROPONENTS
The Company must make available the appropriately skilled workers, consultants or subcontractors,
as appropriate, who will be under the supervision of a senior member of the Company’s staff.
The Company must be able to provide the necessary materials, tools, machinery, supplies, etc., to
carry out the Work. These resources must be available on a dedicated basis, as required, to carry
out the Work with due care, skill and efficiency. The Company will ensure that, staff assigned to
work on this Project, have the necessary education, licenses and certifications where necessary.
The Company will also ensure that the items addressed in these Terms of Reference are completed
or addressed to the satisfaction of the Town.
If at any time the Company, for reasons beyond its control, is unable to provide the services of any
specific person named in this RFP submission, the Company shall notify the Town within ten
business days of such change and provide a replacement person who possesses equal
qualifications, experience and ability.
For the purpose of this agreement, the persons named in the Company’s Proposal submission shall
devote such time and attention to the assigned Work as in the opinion of the Town is necessary to
fulfill and discharge the Company’s obligations under each individual assignment. The persons
named shall not be substituted without the written consent of the Town.
23.
ADDITIONAL RESOURCES
Proponents must identify any/all additional resources/areas where they intend to use subcontractors/sub-consultants. Proof of qualifications and experience for these proposed additional
resource companies, shall be submitted with the Proposal.
All proposed sub-contractors/sub-consultants will be under the direct control of the Company and
must be qualified and competent in the performance of the sub-contracted Work.
The Town, at its sole and unfettered discretion shall determine if a proposed sub-consultant is
qualified and appropriate for the Work. If the Town rejects a proposed sub-consultant, the
Company may propose an alternative sub-consultant which is agreeable to the Town and provided
the total bid price remains unchanged. If the Town and the Company cannot agree to a subconsultant for that portion of the sub-contracted Works, the Company’s bid will be rejected. Once a
sub-contractor/sub-consultant has been accepted by the Town, the Company will not be permitted
to change without the Towns’ approval.
The total price Bid must include all costs for these additional resources. All payments for these
services will be made to the Company. The Town will not make payment for services provided by
any sub-contractor/sub-consultant directly to them.
24.
INTELLECTUAL PROPERTY
All concepts, products or processes produced by or resulting from the Works rendered by the
Company in connection with this Project, or which are otherwise developed or first introduced to
practice by the Company and which are patentable, capable of trademark or otherwise, shall be
considered as Intellectual Property and remain the property of the Company.
The Town shall have permanent non-exclusive royalty-fee license to use any concept, product or
processes, which are patentable, capable of trademark or otherwise produced by or resulting from
the Work rendered by the Company in connection with this Work and for no other purpose or
project.
Page 13 of 24
RFP No. P14016
SIGNAGE ~ DESIGN, SUPPLY and INSTALLATION
INSTRUCTIONS TO PROPONENTS
25.
RECORDS AND AUDITS
In order to provide data for the calculation of fees on a time basis, the Company shall keep a
detailed record of the hours worked by staff employed for the Project.
The Town, its’ agents and representatives, may inspect timesheets and record of expenses and
disbursements of the Company with respect to any item which the Company claims payment as a
result of this Work.
The Company, when requested by the Town, shall provide copies of all invoices, receipts, etc., with
respect to any disbursements or sub-consultant fees, for which the Company claims payment as a
result of this Work.
26.
PROVISIONAL ITEMS
Items listed as provisional may or may not be included in the Contract Award.
The Town reserves the right to diminish all or any portion of the items, listed as provisional at any
time before, during or after the Contract Award and no claim shall be made for damages on
grounds of loss of anticipated profit or for any other reason.
27.
PRICES
Prices quoted are to be in Canadian funds and are to remain firm and irrevocable and open for
acceptance by the Town for a period of 90 calendar days after the Official Closing Time indicated in
this RFP.
If the Proponent intends to manufacture or fabricate any part of the Goods outside of Canada, the
Proponent shall arrange its shipping procedures so that its agent or representative in Canada is the
importer of record for customs purposes.
28.
APPLICABLE TAXES
Harmonized Sales Tax (HST) is extra.
29.
LAWS & REGULATIONS
The Company shall comply with all relevant Federal, Provincial and Municipal Statutes,
Regulations, Acts and By-laws, and the Municipal Freedom of Information and Protection of Privacy
Act (MFIPPA), pertaining to the Work.
In addition, pursuant to Ontario Regulation 429/07, Accessibility Standards for Customer Service,
as provided for under the Accessibility for Ontarians with Disabilities Act (AODA), every person who
deals with members of the public on behalf of the Town and/or who participates in the development
of policies, practices or procedures, must receive training with respect to the provision of service to
persons with disabilities. Information regarding Accessibility requirements in the Town of Ajax can
be found on the Town’s website at: www.ajax.ca/en/livinginajax/accessibleajax.asp
The Town of Ajax embraces and celebrates diversity, fosters an inclusive society based on dignity
and respect for all, and the elimination of discrimination. Bidders are encouraged to review the
Town’s Diversity and Community Engagement Policy available on our website.
Page 14 of 24
RFP No. P14016
SIGNAGE ~ DESIGN, SUPPLY and INSTALLATION
INSTRUCTIONS TO PROPONENTS
The Company shall be responsible for ensuring compliance with all relevant Regulations, Acts and
By-laws pertaining to the Work by its employees, agents or affiliates engaged in this Contract.
30.
HEALTH & SAFETY
The Company shall obey all Federal, Provincial and Municipal Laws, Acts, Ordinances,
Regulations, Orders-in-Council and By-Laws, which could in any way pertain to the Work outlined in
the Contract or to the employees of the Company.
Without limiting the generality of the foregoing, the Company shall satisfy all statutory requirements
imposed by the Occupational Health and Safety Act and Regulations made thereunder, on a
Contractor, a Constructor and/or Employer, with respect to, or arising out of, the performance of the
Company’s obligations under this Contract. The Company shall be aware of and conform to all
governing regulations including those established by the Town relating to employee health and
safety.
31.
WORKPLACE SAFETY & INSURANCE BOARD
Prior to commencement of the Work, a Certificate of Clearance from the Workplace Safety and
Insurance Board (WSIB), shall be provided indicating that all payments by the Company to the
Board have been made. All of the Company’s personnel must be covered by WSIB, at the
Company’s expense. Clearance certificates shall be automatically supplied to the Town, every 60
days throughout the term of the Contract.
Prior to final payment, a Certificate of Clearance must be issued indicating all payments by the
Company to the Board in conjunction with the subject Contract have been made and that the Town
will not be liable to the Board for future payments in connection with the Company's fulfillment of the
Contract. For Independent Operators who have elected not to have WSIB coverage, the following
shall be provided prior to commencement of the Work:


a letter from the WSIB confirming Independent Operator status; and
a copy of WSIB optional Insurance providing for long-term disability coverage.
The Town has the right to reject any Bid it deems to have not provided sufficient WSIB coverage.
If the Company is not required by law to provide WSIB Coverage and they elect not to acquire the
WSIB Optional Insurance, then the Company shall sign the attached Appendix ‘B’ Waiver, prior to
the commencement of the Works.
The Town may, at its sole discretion, determine if WSIB coverage is a mandatory requirement
based on the Works to be performed for the Contract.
The Company will ensure that any and all Subcontractors also have valid WSIB coverage.
32.
INSURANCE
Without restricting the generality of Indemnification, the Company is required to maintain the
following insurance coverage for the entire term of the Contract and any subsequent maintenance
period. The Company shall provide the Town of Ajax with proof of insurance in the form of a
certificate of insurance, or, if required by the Town a copy of the policy. Proof of the insurance
coverage shall be in a form satisfactory to the Town, prior to commencement of any Work being
performed.
Page 15 of 24
RFP No. P14016
SIGNAGE ~ DESIGN, SUPPLY and INSTALLATION
INSTRUCTIONS TO PROPONENTS
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 Company until 60 days after written notice by registered
mail of such change or cancellations has been delivered to the Town of Ajax.
There are to be no lapses in insurance at any time during the Contract. Failure for the Company to
keep/maintain its insurance current will result in the Contract being terminated.
The minimum insurance requirements of the Town of Ajax, in Canadian dollars, shall be as follows:
I. GENERAL LIABILITY INSURANCE COVERAGE
A limit of not less than $5,000,000.00 for bodily injury, including death, personal injury and
property damage arising from any, one accident or occurrence.
The Town of Ajax shall be shown as an additional insured.
The policy shall include, but not be limited to the following:





a cross-liability/severability of interest clause
completed operations coverage of not less than 24 months (if applicable)
blanket contractual coverage
non-owned automobile coverage
contingent employers liability coverage
The Company is responsible for any loss or losses within the deductible limit. This policy shall
be primary coverage pursuant to which the insurer is acting as first loss insurer against the risk
covered and not excess to any other insurance available to the additional insured.
II. AUTOMOBILE LIABILITY INSURANCE
Automobile Liability insurance with respect to all licensed vehicles, owned or leased by the
Company, shall have limits of not less than $2,000,000.00 inclusive for bodily injury, including
death, personal injury and property damage arising from any one accident or occurrence.
III. PROFESSIONAL LIABILITY INSURANCE
Provide professional liability insurance with a limit of not less than $2,000,000.00 per claim
subject to an annual aggregate of $4,000,000.00.
33. DEFAULT BY COMPANY
If the Company: commits any act of bankruptcy; or if a receiver is appointed on account of its
insolvency or in respect of any of its property; or if the Company makes a general assignment for
the benefit of its creditors; then, in any such case, the Town may, without notice, terminate the
Contract.
Page 16 of 24
RFP No. P14016
SIGNAGE ~ DESIGN, SUPPLY and INSTALLATION
INSTRUCTIONS TO PROPONENTS
If the Company: fails to comply with any request, instruction or order of the Town; or fails to pay its
accounts; or fails to comply with or persistently disregards Statutes, Regulations, By-laws or
directives of relevant authorities relating to the Work; or fails to prosecute the Work with skill and
diligence; or assigns or sublets the Contract, or any portion thereof without the Town’s prior written
consent; or refuses to correct defective Work; or is otherwise in default in carrying out its part of any
of the terms, conditions and obligations of the Contract, then, in any such case, the Town may,
upon expiration of ten days from the date of written notice to the Company, terminate the Contract.
Any termination of the Contract by the Town, as aforesaid, shall be without prejudice to any other
rights or remedies the Town may have and without incurring any liability whatsoever in respect
thereto.
If the Town terminates the Contract, it is entitled to:
34.
i.
withhold any further payments to the Company until the completion of the Work and the
expiry of all warranty obligations;
ii.
recover from the Company loss, damage and expenses incurred by the Town by reason of
the Company’s default which may be deducted from any monies due or becoming due to the
Company, any balance to be paid by the Company to the Town;
iii.
reject any Bid from the Company for future Contracts.
NON-PERFORMANCE
The Town reserves the right to determine in its sole and unfettered discretion; non-performance of
the Contract, including the level of quality of the Goods/Services provided and further reserves the
right to cancel any of, or the entire Contract. In the event the Company has failed or neglected to
comply with any condition set out in the Contract, the Contract may be unconditionally cancelled by
the Town without notice. The Town’s evaluation and determination in this regard shall be final.
35.
PERFORMANCE EVALUATION
Consultant Performance Evaluation
An evaluation of the Company/Consultants’ performance will be completed as part of this Contract.
This evaluation is intended to provide an ongoing comprehensive record of Company/Consultant
Performance and may have an effect on recommendations for future Contract Awards.
Company/Consultant Evaluation Criteria
Consultant will be evaluated based on, but not limited to the follow:
 Design – Quality of design.
 Quality of Results – Final deliverables as well as deliverables throughout the various stages
of the project.
 Management – How the project was managed and overall consultants’ services.
 Time – Time planning and schedule control.
 Cost – Quality of the cost planning and control during the life of the project.
Page 17 of 24
RFP No. P14016
SIGNAGE ~ DESIGN, SUPPLY and INSTALLATION
INSTRUCTIONS TO PROPONENTS
36.
PAYMENT TERMS
Payment will be made 30 days after delivery, pursuant to the Company submitting an invoice,
Contract requirements being completed and Work being deemed satisfactory by the Town.
Payments made, including final payment shall not relieve the Company from its obligations or
liabilities under the Contract.
Where multiple delivery locations for the Town are required, a separate invoice must be created for
each location indicating; address, detailed line items, unit prices, etc.
All invoices to be addressed to:
Town of Ajax
Attn: Accounts Payable
65 Harwood Avenue South
Ajax, ON L1S 2H9
Invoices can be sent electronically to ap@ajax.ca
Currently, all payments of approved invoices are made to Companies via "Electronic Funds
Transfer" (EFT), instead of by cheque. At the time of Award the successful Proponent(s) for this
Contract Award, must complete an Accounts Payable Direct Deposit Form as supplied by the Town
and provide banking information for EFT deposits. Bank accounts must be held at a financial
institution in Canada and all payments will be made in Canadian funds.
Page 18 of 24
RFP No. P14016
SIGNAGE ~ DESIGN, SUPPLY and INSTALLATION
TERMS OF REFERENCE
INTRODUCTION/SCOPE OF SERVICE
The Town of Ajax is seeking Proposals for the Design, Supply and Installation of Signage at Ajax Town
Hall. This signage will assist in providing directional assistance to residents/visitors to the various
department/services/facilities in Ajax Town Hall. The signage will contain the name of each department
along with the various services provided at the counter. Signage will also indicate location/direction to
washroom facilities.
The goal for the project is to design and install an organized system of visually attractive
and easy to understand signs. More specifically, the signs will:





Replace existing signs;
Increase the overall awareness of the location of each Department;
Indicate washroom signage;
Assist visitors with locating the appropriate service counter; and
Increase the attractiveness of Town Hall for our residents/visitors
BACKGROUND
The Town of Ajax receives visitors to Town Hall for a variety of reasons. Residents visit to pay parking
ticket fines, property taxes, animal licenses and to obtain information on a variety of information from
several departments.
Town Hall (photo included) has one main and two secondary entrances. We currently have existing
signage over each service counter (photo included). The existing signage is flat facing, which can be
difficult to see from the main doors.
Town Hall departments encompass two floors. Human Resource Services and Information Technology
are on the second floor.
BACKGROUND DOCUMENTS



Photo of main entrance of Town Hall
Photo of existing signage over service counter
Listing of services/departments
REQUIREMENTS
A site visit, although not mandatory, is highly recommended in order to determine improvements to
existing signage and view environment (lighting, visibility, etc.). Proponents will provide consultation and
make recommendations on the design, fabrication and installation of the signs. Proponents shall
recommend a suitable material for the signage.
Pricing shall include consultation, design and installation and be priced by individual sign, in your detailed
pricing breakdown, which is to be included in your Proposal.
All signage shall be in keeping with the Ontario Building Code 2006 (OBC), Accessibility for Ontarians
with Disabilities Act (AODA), and follow the recommendations and are compliant with:
 Town of Ajax Facility Accessibility Design Guidelines
 Accessibility for Ontarians with Disabilities Act, 2005
 and related standards including:
o Ontario Regulation 429/07 Accessibility Standards for Customer Service
Page 19 of 24
RFP No. P14016
SIGNAGE ~ DESIGN, SUPPLY and INSTALLATION
TERMS OF REFERENCE
o Ontario Regulation 191/11 Integrated Accessibility Standards Regulations
As they pertain to Customer Service, Information & Communications, (including WCAG 2.0 Level A-AA
Guidelines), Employment, Transportation and the Built Environment. Signage design, fabrication and
installation shall comply with the highest standards
Letter forms and symbols shall be digitally rendered in precise, crisp, clean forms. All letter forms shall
be free of ticks, discontinuous curves, line waves, cut or ragged edges, edge buildup, bleeding, surface
pinholes, and other imperfections. Unless otherwise indicated, letter forms shall be aligned to maintain a
baseline parallel to the sign format.
Signage Materials
a.
b.
c.
d.
New material only;
Shall be inert, non off-gassing and shall be non-porous and non-absorbent;
Shall meet or exceed all industry standards for chemical and fire resistance; and
Shall be extremely durable for all interior applications.
PROPOSAL FORMAT
Limit the submission to no more than a total of 16 pages of text [eight sheets of 8.5” x 11” paper, printed
double sided, in an 11pt font] (except for resumes, title page, table of contents, detailed pricing, and
Proposal forms). Do not submit corporate brochures.
Proposals shall be brief and contain, at a minimum, the following information:

Designation of the key staff who would be assigned to work on this project together with their
curricula vitae, which would include descriptions of various types of projects they typically handle
and the relevance to this assignment;

The commitment, qualification and experience of the Project Manager;

Relevant qualifications and experience with a minimum of three examples of recent work, within
the past five years;

The contact name; e-mail address; fax number and telephone number of clients for referenced
projects;

Description of available staff resources and confirmation of their availability during the first year of
the assignment;

Details of current projects where the Proponent is providing services in Durham Region;

The fee for the assignment; and

Identification of resources/areas where the Proponent intends to use subcontractors/subconsultants.
NUMBER OF COPIES
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RFP No. P14016
SIGNAGE ~ DESIGN, SUPPLY and INSTALLATION
TERMS OF REFERENCE
Six copies of the Proposal, each with copies of any supporting documentation, shall be submitted. At
least one must be with original signatures and marked “Original”. Additional copies may be marked
“Duplicate.” This RFP document is not intended to limit Proponents’ submissions, but rather to provide a
framework for the Town of Ajax to evaluate each, and determine which submission most closely
addresses our needs. Proponents are encouraged to provide any additional information or innovative
approaches not specifically outlined in this Proposal. Proponents will provide any reasonable, additional
information upon request by the Town.
COMMUNICATION
The Proponent is requested to identify one senior individual by name, address, and telephone number
who will act as the Proponent’s primary contact with the Town with regard to this project. It is the
Proponent’s responsibility to understand all aspects of the RFP and to obtain clarification if necessary
before submitting their Proposal.
PROPONENT RESPONSIBILITIES
PROOFS
Proofs must be submitted to the Town and will continue to be supplied until the Town is satisfied and final
sign-off has occurred. Prior to the commencement of fabrication, all proofs shall have been approved by
the appropriate Town staff. The cost of providing these proofs shall be borne by the Successful
Proponent and is to be included in the Proposal price. Errors, omissions or deletions in printed material
after final sign off of proofs, shall be corrected by the Successful Proponent and all costs associated to
make corrections will be the Successful Proponent’s responsibility.
PRICES
Prices quoted shall include all costs associated with the consultation, design, fabrication and installation
of signage and must include all incidental costs, including, but not limited to; labour, equipment, travel
time, customs duty, excise tax, freight, insurances, fuels, energy costs, etc., and the Proponent shall be
deemed to be satisfied as to the full requirements of the Request for Proposal. No claim for extra work
will be entertained and any additional work must be authorized by the Town in writing prior to
commencement.
FEE STRUCTURE AND PAYMENT or PRICING FORMAT EXPECTATIONS
Proponents will fully describe their proposed fee structure or price format. Proponents must clearly quote
any additional charges that may be applicable that have not already been addressed in their Proposal.
The fee/pricing shall include HST as a separate line item. Also, if applicable, include a list of chargeable
disbursements, with unit costs and an estimate of their total cost. As an alternative, Proponents may
suggest that disbursements be paid as a percentage of the total fee (excluding HST), in which case the
percentage must be identified, as well as the extent of disbursements covered by such percentage.
Hourly and Per Diem Rates for all staff must be provided. These rates will form the basis for agreed
variations in services.
Clearly note what costs are not included or allowed for.
Allow for all meetings and notifications required under the process.
Page 21 of 24
RFP No. P14016
SIGNAGE ~ DESIGN, SUPPLY and INSTALLATION
TERMS OF REFERENCE
SCHEDULE OF EVENTS
The deadline to respond is as specified in the RFP. The project will begin immediately upon the Contract
award, unless otherwise specified. Although every attempt will be made to meet all of the dates indicated
below, the Town reserves the right to modify/change and or all of the dates at its sole discretion.
Evaluation Period:
Week ending November 7, 2014
Interview Period:
Week of November 10, 2014
Final Selection:
Week of November 17, 2014
Award:
Monday, November 24, 2014
DELIVERABLES/MEETING SCHEDULE
Within two weeks of the assignment award, the Proponent will submit to the Town of Ajax, a work plan for
all portions of the Contract. The plan must contain detailed descriptions of all tasks to be performed, staff
responsible for each task, and activities and timetables for completing the work.
The Proponent will meet representatives of the Town of Ajax, as necessary, to carry out the program
requirements and the final work plan. No additional fees shall be charged for these meetings. Proponent
will prepare monthly reports. It is expected that the general work will be completed within three weeks
from date of award. The Proponent shall provide the following with respect to documentation:




A work plan;
Minutes of all meetings and progress reports;
Project File;
Reproducible copies of all plans.
MANDATORY REQUIREMENTS
Proponents must demonstrate the ability to meet the following mandatory requirements. Failure to
comply with these requirements may deem the Proposal to be non responsive.
I.
Proponents must have a minimum of three examples of work within the past five years relating to
interior informational/identification signage.
II.
Reference information must be provided on the three examples of work within the past five years;
III.
Evidence of ability to provide minimum insurance coverage as specified (either, actual copies or a
letter from insurance provider, advising insurance can be obtained);
IV.
Evidence of ability to provide WSIB Clearance Certificate coverage as specified (either, actual
copies or a letter from WSIB);
V.
A statement that clearly identifies there are no conflicts of interest with respect to other active or
dormant clients in area;
VI.
Provide the supplied Proposal Submission Form signed with an original handwritten signature in
ink; signed by an Officer with the authority to bind the Company.
Page 22 of 24
RFP No. P14016
SIGNAGE ~ DESIGN, SUPPLY and INSTALLATION
TERMS OF REFERENCE
VII.
Six copies of the submission (one with original signatures and five duplicates).
Page 23 of 24
RFP No. P14016
SIGNAGE ~ DESIGN, SUPPLY and INSTALLATION
PROPOSAL EVALUATION CRITERIA
Proposals will be evaluated on the basis of all information provided by the Proponents. Each Proposal
will be reviewed to determine if the Proposal is responsive to the submission requirements outlined in the
RFP. Failure to comply with the requirements outlined in the RFP may deem the Proposal to be non
responsive.
Proposals submitted, shall be evaluated using the criteria listed in the table below. Criteria are weighted
in accordance with their importance and relevance to the Town’s operations and objectives.
PROPOSAL EVALUATION CRITERIA FORM
EVALUATION CRITERIA
Qualifications & Experience
Demonstrated Experience of the Company [10 points]
Demonstrated Experience of Key Personnel [10 points]
Information Obtained through References [10 points]
Submission/Quality of Proposal
Responsiveness/Completeness of Submission [15 points]
Demonstrated Willingness to Comply with Terms of the RFP [10 points]
Project Deliverables/Technical Response
Demonstrated Understanding of the Requirements [10 points]
Quality/Completeness of Approach/Work Plan/Methodology [10 points]
Ability to Meet Time Estimates/Deadlines [5 points]
AVAILABLE POINTS
30
25
25
Pricing
Cost effectiveness of the Proposal
20
TOTAL POINTS
100
Interview (if applicable)
50
Grand Total Points
150
The Town of Ajax reserves the right to discuss any and all Proposals, to request additional information
from Proponents and to accept or reject any or all Proposals.
The lowest cost Proposal will not necessarily be accepted. Proposals will be evaluated and the contract
awarded based on an evaluation to determine which Proposal best meets the needs of the Town of Ajax
based on a cost/value analysis.
Page 24 of 24