Request for Qualifications

Transcription

1 Request for Qualifications Conflict Resolution Consulting Services, Mediation Consulting Services and Organizational Development Consulting Services. CLOSING DATE: 2:00 PM AST, NOVEMBER 19, 2014 Date: August 29, 2014 Halifax Regional Municipality Procurement Section Suite 103, 1 st Floor, 40 Alderney Dr. (Alderney Gate), Dartmouth Nova Scotia B2Y 2N5

2 Halifax Regional Municipality Page 2 Consulting Services Request for Qualifications RFQ August, 2013 SECTION 1 Request for Qualifications Consulting Services Table of Contents 1.0 Introduction Pg Request for Qualifications Pg Background Pg Categories of Consulting Services Pg Minimum Submission Requirements for Consulting Services Pg Human Resources Experience and Qualifications Pg Partnership and Joint Ventures Pg Submission Content and Format Pg Process for Selection Pg Evaluation Criteria Pg Inquiries Pg Standard Terms and Conditions Pg. 15 SECTION Standard Terms and Conditions Appendix A 2.1 Background Pg Contract Administration Pg Existing Conditions/Information Session Pg Proponents Qualifications Pg Indemnity Pg Insurance Requirements Pg Method of Purchase Pg Billing and Payment Pg Exceptions Pg Termination Pg Availability of Funds Pg Interpretation Pg Integration Pg Non-Assignment of Contract Pg. 20

3 Halifax Regional Municipality Page Public Information/Proprietary Information Pg Privacy Pg Contract Agreement Pg Relationship of parties Pg Intellectual Property Rights Pg Confidentiality Pg Post Project Review and Vendor Evaluation Pg Added Value Pg. 22 APPENDICES Appendix B Checklist Appendix C Preferred Area of Practice

4 Halifax Regional Municipality Page 4 Request for Qualification # For Conflict Resolution Consulting Services, Mediation Consulting Services and Organizational Development Consulting Services 1.0 Introduction Section 1 The Conflict Resolution Consultant Services or Organizational Development Consulting Services less than $50, (net HST included) be acquired by staff from a roster of consultants selected through a publically advertised/posted Request for Qualifications for a two (2) year period. Consultants will be selected by project based upon qualifications, experience, services offered, past performance, proposed fees and other relevant considerations. From this list, qualified consultants will be selected as follows:.1 For all consulting services up to a value of $25, (net HST included at 4.286%) staff may select a firm from the approved roster. Selection will be based on consulting firm s relevant skills and experience for the project assignment and the consultants firm fixed price for the project as it relates to the scope of work. Should staff determine the cost proposal from the selected firm has exceeded the anticipated project value additional cost proposals will be solicited from the approved roster..2 For all other consulting services between $25, and $50, (net HST included at 4.286%) staff will request a cost proposal from a minimum of three (3) firms from the approved roster. HRM staff will issue a two (2) to three (3) page document outlining the scope of work. This short form proposal shall be in letter format with a maximum 3-5 page limit. The short form proposal shall contain: - Outline scope of services/key objectives/methodology - Schedule with calendar dates - Key personnel (no resume required) - Proposed fee For projects of a more complex nature staff will, in addition, request a technical proposal to demonstrate an understanding and approach to accomplish the scope of work. In cases where a technical proposal is requested the selection of the successful consultant will be based on a scoring matrix established for each project..3 HRM reserves the right to request proposals from consulting firms outside the approved roster, regardless of the value of the project, should staff determine it is in HRM s best interest.

5 Halifax Regional Municipality Page 5 Projects requiring Consulting Services for a value over $50,000 (net HST included at 4.286%) will be selected through a public request for proposals, open to all consulting firms. Special Conditions.4 The Consulting Roster will be valid for a two (2) year period and is subject to an annual review. If sufficient interests exist, HRM may add additional consulting firms to the roster that may have missed the original Request for Qualifications proposal call. Proponents already on the Roster that wish to modify their submission by applying to a New Preferred Area of Practice category may do so by submitting a proposal for the new category during that proposal call..5 Please note that any changes to key personnel as it relates to each indicated area of preferred practice following the submission of your proposal must be identified to HRM. If HRM deems that the new personnel does not meet the requirements outlined in Section 5.0 the service provider may be disqualified and removed from the Consulting Roster for that particular area. 2.0 Request for Qualifications Interested firms are requested to submit clearly identified, sealed Request for Qualifications, three (3) copies, one (1) bound, one (1) unbound and one (1) in digital format on USB flash drive by 2:00PM AST, November 19, All submissions must be submitted in sealed envelopes and clearly labelled on the exterior as: RFQ Request for Qualifications Halifax Regional Municipality Procurement Section Suite 103, 1st Floor, 40 Alderney Dr. (Alderney Gate), Dartmouth Nova Scotia B2Y 2N5 3.0 Background The Halifax Regional Municipality was formed on April 1, 1996 through the amalgamation of the former City of Halifax, City of Dartmouth, Town of Bedford, Halifax County Municipality, and Metropolitan Authority. The new municipality spans a geographic area of 5,600 square kilometres and provides municipal services to a population of approximately 380,000. These services include such typical municipal functions as police and fire protection, community development and planning, engineering and public works, parks and recreation facilities, solid waste management and public transit. 4.0 Categories of Consulting Services To augment the various functions of its administrative business units, the Halifax Regional

6 Halifax Regional Municipality Page 6 Municipality may require for a two (2) year period..1 Conflict Resolution Consultant The focus of the Conflict Resolution work is twofold: 1 - To assist the Human Resources Business Unit, the Directors and staff of HRM's business units to develop solutions to conflicts and Workplace Rights Complaints. 2 - to assist business units that are experiencing significant human resource challenges among employees in their day to day operations and are seeking to make improvements in the work place. The work includes but not limited to the following: a) conduct complaint investigations. b) identify causes of conflict and making recommendations with respect to the development of human resources practices that will minimize/resolve conflict. c) conduct work site assessment. d) make recommendations with respect to remedies for employees who have been adversely affected by conflict. e) work with business units and HR management/staff to ensure the HR support needed to implement human resources solutions to conflict is available on a timely basis. f) research, identify, develop and implement dispute resolution initiatives both corporate wide and at the business unit level. g) research best practices of other organizations, as required h) provide advice on current and emerging conflict resolution trends and practices. Conflict Resolution Consultant conducting investigations must have a valid Private Investigator license issued by the Department of Justice of the Province of Nova Scotia..2. Mediation Consultation As a voluntary process used to resolve conflict by having a neutral person help the parties to the dispute attempt to arrive at a mutually acceptable solution, the Mediation Consultant will conduct mediation sessions with various group of employees as needed. The Mediator will be a neutral person appointed to the file in order to help the parties of a dispute attempt to arrive at a mutually acceptable solution. The work includes but not limited to the following: a. Review and analyse files b. Prepare and conduction mediation session c. Development of solution and complete post-session report

7 Halifax Regional Municipality Page 7.3 Organizational Development Consultant The Organizational Development Consultant is responsible for effectively managing projects and achieving deliverables on a variety of projects, including policy and program development, best practices research, etc.; takes initial concepts from research, design and consultation phases through to the implementation and evaluation phases. The work includes but not limited to the following: a. Assigned Projects related to Organizational Development needs. b. Conduct research on best practices. c. Policy and program development. d. Provide professional expertise and support on organizational development initiatives 5.0 Minimum Submission Requirements for Consulting Services The Proposal shall include, but is not limited to the following: Completion of Microsoft Excel table in Appendix C - Preferred Area of Practice Listing, as per attached. Completion of table in Appendix B - Checklist, as per attached Pricing structure is to be quoted and remain valid over the two (2) year period. Professional Service Providers are invited to submit their RFQ response as per the submission instructions provided in Section 6.0. The submission response should contain sufficient details to enable a complete evaluation of the Applicant, as applicable to their company s area(s) of expertise, and address each of the associated requirements outlined in this document. Additionally, Applicants must be legally licensed to operate in Nova Scotia, and should indicate this in their RFQ submission. The Professional Service Provider must have at least three (3) years experience related to the field of expertise indicated in Appendix C within the past three (3) years, and provide details previous work. A minimum of three (3) References are to be included, and must contain the client s company name, address, client contact name, and telephone number. HRM references are permitted. Disclosure of any professional and/or personal relationships with Members of Council and/or Mayor. 5.1 Human Resources - Experience and Qualifications The Professional Service Provider must provide a biographical summary for the Applicant Company and/or related companies or groups of companies. Demonstrate that the company has key personnel with at least five (5) years of experience in the area of expertise indicated in Appendix C. Key Personnel: Provide information for each person who will contribute to the performance of the required professional services indicated in Appendix C. The maximum number of Senior and Intermediate Personnel to be included in each

8 Halifax Regional Municipality Page 8 professional service indicated is five (5). If key personnel demonstrate expertise and experience in more than one (1) area of preferred practice please document in the format outlined below. Provide the following information for each person proposed in the format outlined below; a) Name: b) Years of Experience: c) Preferred Area(s) of Practice: d) Academic Qualifications/Experience/Jobs Related to Preferred Area(s) of Practice/licensed to practice in Nova Scotia: e) References (Minimum 2): f) In addition, a brief resume of each proposed individual may be attached (Maximum two pages) 5.2 Partnership and Joint Ventures Clearly state any aspects of the development/implementation of the services your firm provides are sub-contracted and/or delivered by a partnering firm. Indicate how these aspects are typically managed. HRM acknowledges there may be mutually beneficial business reasons for Applicants to partner with other companies in the submission of a joint RFQ response. In such cases, all parties are to be identified in the application and contractor assignment to specific tasks identified, including distinct breakouts for key individual partnering consultants and summaries for each of the partners. 6.0 Submission Content and Format RFQ Submissions must include the following sections and inclusions: a) Company Overview Biographical summary for the Applicant Company and/or related companies or groups of companies b) Experience Provide a general overview of your firm s experience within the area of expertise indicated in Appendix C, including types of projects, scope of work and other pertinent information as outlined in Section 5.0. c) Number of projects Quantify the number of existing projects related to each area of expertise for which your firm was the primary agent, and clearly identify what roles/responsibilities your firm performed, and in what capacities. Secondary consideration will be given for those projects on which your firm was subcontracted and/or a secondary commissioning agent

9 Halifax Regional Municipality Page 9 performing a specific role. Clearly identify the quantity of projects on which your firm was not the primary commissioning agent. d) Customer references Include at least three (3) recent customer references directly related to each project listed in your submission with complete contact details for the relevant individual within the company as outlined in Section 5.0 e) Human Resources Experiences and Qualifications As outlined in Section 5.1 f) Partnership and Joint Ventures As outlined in Section 5.2 g) Appendices Any additional and relevant information may be included or attached as necessary, and may include the following: Related project summaries Additional references 7.0 Process for Selection The HRM will compile a list of qualified consulting firms for each category listed in outlined in Appendix C Preferred Area of Practice, based on the minimum criteria outlined in Section 5.0. Staff will select firms from the approved roster on a rotational basis determined by the relevant skill and experience possessed by the consulting firm, available personnel, their relevant experience and fee structure. The HRM will endeavor to provide an equal amount of opportunity for firms to respond to work requests bearing in mind that some firms have specific experience and/or skills in particular areas that may limit the opportunity for other firms to submit proposals. HRM reserves the right to vary the procedure for selection of Consultants, particularly for projects which require expertise that may not be included in the categories described. Also, certain projects may require expertise in more than one category and may require a variation in procedure for selection of consultants. 8.0 Evaluation Criteria 8.1 Evaluation and Selection for Standing Offer An Evaluation team will check proposals against the criteria Table B (See Appendix B ). Submitted proposals will be evaluated for compliance with these requirements. The Department s intent is to enter into contract

10 Halifax Regional Municipality Page 10 negotiations on an if and when needed basis with proponents for each preferred area of practice Each proponent will be given a pass/fail for each area of expertise indicated in Appendix C based on the evaluation criteria outlined in Appendix B Following evaluation and selection, successful proponents will be notified of the department s intention to engage their services on an if and when needed basis in the preferred area of practice for which this submission was successful. 9.0 Inquiries Direct administrative inquiries to Stephen Terry, Sr. Procurement Consultant at or via to terryst@halifax.ca. Direct inquires for Conflict Resolution and Organization Development Services to Lucie Morin, Team Lead, Organizational Development at Standard Terms and Conditions By responding to this Request for Qualifications, interested parties agree that prior to award of any contract with the Halifax Regional Municipality, the Consultant shall formally agree to comply with the Municipality s standard terms and conditions for Requests for Qualifications (Section 2), identified in this document as Appendix A. END OF SECTION 1.0

11 Halifax Regional Municipality Page ADMINISTRATION Appendix A Halifax Regional Municipality Standard Terms and Conditions for Requests for Qualifications Section Background The Halifax Regional Municipality was formed on April 1, 1996 through the amalgamation of the former City of Halifax, City of Dartmouth, Town of Bedford, Halifax County Municipality, and Metropolitan Authority. The new municipality spans a geographic area of 5,600 square kilometres and provides municipal services to a population of approximately 380,000. These services include such typical municipal functions as police and fire protection, community development and planning, engineering and public works, sewage treatment, parks and recreation facilities, solid waste management and public transit. 2.2 Contract Administration All questions concerning the procurement process shall be directed to the Halifax Regional Municipality Procurement Department at (902) , Monday through Friday, 8:30 A.M. to 4:30 P.M. or to procure@halifax.ca and those of a technical nature to the Project Manager 2.3 Existing Conditions/Information Session Each proposer must completely satisfy themselves as to the exact nature and existing conditions of the requirements and for the extent and quality of work to be performed. Failure to do so will not relieve the successful proposer of their obligation to carry out the provisions of the contract. 2.4 Proponent s Qualifications No contract will be awarded except to responsible proponents capable of providing the services contemplated. Proponents must be primarily engaged in providing the services as outlined in this Request for Qualification. Proponents shall be independent of and not affiliated with any prime service provider or manufacturer. Proponents must have an extremely comprehensive understanding in the areas listed in this Request for Proposal. Understanding and previous experience in all aspects of similar projects is very essential criteria in the qualifying process. Proponents shall have a proven record of having provided this service requirement.

12 Halifax Regional Municipality Page 12 Halifax Regional Municipality reserves the right to check all references furnished and consider the responses received in determining the award of this proposal. The proponent s personnel and management to be utilized in this service requirement shall be knowledgeable in their areas of expertise. Halifax Regional Municipality reserves the right to perform investigations as may be deemed necessary to insure that competent persons will be utilized in the performance of the contract. 2.5 Indemnity If the contract is awarded, the successful consultant will be required to indemnify and hold the Halifax Regional Municipality harmless and against all liability and expenses, including solicitor s fees, howsoever arising or incurred, alleging damage to property or injury to, or death of, any person arising out or attributable to the consultant s performance of the contract awarded. Any property or work to be provided by the consultant under this contract will remain at the consultant s risk until written acceptance by the Halifax Regional Municipality; and the consultant will replace, at the consultant s expense, all property or work damaged or destroyed by any cause whatsoever. 2.6 Insurance Requirements If requested at any time by HRM, the proponent will be required to provide General Liability Insurance in a form acceptable to HRM, with HRM as a named party. The amount of coverage will be $2,000,000. If requested at any time by HRM, the Proponent shall provide automobile liability insurance in respect to owned licensed vehicles subject to limits of not less than Two Million Dollars ($2,000,000) inclusive. If the Proponent is legally obliged to be covered by Workers Compensation and Health and Safety regulations, the Proponent shall provide evidence of his coverage and that the premiums have been paid and are up-to-date. Proponent shall also be responsible for obtaining and providing evidence that any Subcontractor is also covered as required by law 2.7 Method of Purchase A purchase order will be issued by the Procurement Office for all services performed under this contract prior to the actual services being started. 2.8 Billing and Payment The proposer shall submit a detailed invoice for services provided to:

13 Halifax Regional Municipality Page 13 Halifax Regional Municipality P.O. Box 1749, Halifax, Nova Scotia B3J 3A5 Attn: Accounts Payable A copy of the invoice shall be sent to the Project Manager. The invoice shall contain the following information: Purchase Order Number; Period of Work; Itemized List of Services Provided; Time spent by each employee on the project in the billing period Expenses incurred on the project during the billing period A total showing how much money is billed in the current billing period A running total showing how much money has been billed previously Total billed to date (i.e., current plus previous invoices) Show the HST applicable to the entire billing A total showing how much is payable on the invoice. Invoices beyond the original agreed value will not be accepted unless written consent from HRM is obtained. Invoices for extra work must be submitted separately and must be accompanied by a written justification of the work. (Note: Written authorization from HRM is required prior to proceeding with any extra work.) The consultant shall invoice up to 90% of the original agreed value, the remainder, shall be invoiced upon successful completion of the work called for in the terms of reference. Payment shall be made upon request of a proper invoice from the consultant and authorized by the head of the department or designee. Normal payment terms for the Halifax Regional Municipality are 30 days from receipt. 2.9 Exceptions The consultant shall furnish a statement on company letterhead giving complete description of all exceptions to the terms, conditions and specifications. Failure to furnish the statement will mean that the consultant agrees to meet all requirements of the Request for Proposal Termination (1) Termination for Convenience: The Halifax Regional Municipality may terminate a contract, in whole or in part, if determined that such a termination is in its best interest, without showing cause, upon giving written notice to the consultant. The Halifax Regional Municipality shall pay all reasonable costs incurred by the consultant up to the date of termination. However, in no event shall the consultant be paid an amount which exceeds the bid price for the work performed. The

14 Halifax Regional Municipality Page 14 consultant shall not be reimbursed for any profits which may have been anticipated but which have not been earned up to the date of termination. (2) Termination for Default: When the consultant has not performed or has unsatisfactorily performed the contract, the Halifax Regional Municipality may terminate the contract for default. Upon termination for default, payment will be withheld at the discretion of Halifax Regional Municipality. Failure on the part of the consultant to fulfil the contractual obligations shall be considered just cause for termination of the contract. The consultant will be paid for work satisfactorily performed prior to termination, less any excess costs incurred by the Halifax Regional Municipality in re-procuring and completing the work Availability of Funds The contractual obligations of the Halifax Regional Municipality under this contract are contingent upon the availability of appropriated funds from which payment for this contract can be made Interpretation The contract resulting from this Request for Qualifications shall be construed under the laws of the Province of Nova Scotia Integration This Request for Proposal document, the consultant s response to this solicitation, and subsequent purchase order(s) to the successful proposal contain the entire understanding between parties, and any additions or modifications hereto may only be made in writing executed by both parties Non-assignment of Contract The consultant shall not assign the contract, or any portion thereof, except upon the written approval of the Halifax Regional Municipality Public Information/Proprietary Information The Halifax Regional Municipality is subject to the Freedom of Information and Protection of Privacy provisions contained within the Municipal Government Act at Part XX. This can be found online at: Any document submitted to the Municipality in response to this Request for Proposals is subject to this legislation and Respondents should be aware that any member of the public is entitled to request a copy of the document. In response to such a request, the Halifax Regional Municipality may be required to disclose some or all of the information in accordance with the criteria set out in the legislation, including sections 462, 480 and 481(1).

15 Halifax Regional Municipality Page 15 The Halifax Regional Municipality is also subject to the Personal Information International Disclosure Protection Act. This can be found online at: The Act creates obligations for the Halifax Regional Municipality and its service providers when personal information is collected, used or disclosed. Requirements include limiting storage, access and disclosure of personal information to Canada, except as necessary or otherwise required by law Privacy In compliance with section 5(1) of the Personal Information International Disclosure Protection Act (PIIDPA), HRM is required to ensure that any person information in its custody or control, which includes personal information that may be held by any of its service providers, is stored and accessed only within Canada, unless the storage of or access to the information outside of Canada is to meet the necessary requirements of its operations. The respondent, if successful, will become the service provider and will be subject to this legislation. As such, the respondent must clearly identify whether they are able to meet the PIIDPA requirements of storage of and access to personal information only within Canada. The proposed solution must not permit the collection, use and/or disclosure of any personal information (as defined by section 461(f) of the Municipal Government Act) without the consent of the individual. In the event that the Canadian vendor is acquired by a non-canadian company, the Canadian vendor would no longer comply with the requirements of PIIDPA. Prior to the completion of any such acquisition, the Canadian vendor shall notify HRM of the proposed acquisition. The Canadian vendor agrees, at no cost to HRM and upon reasonable notification from HRM, to provide to HRM all HRM data in electronic format, and to completely purge all HRM data, including backups, from the Canadian vendor s possession prior to the completion of the acquisition. A certificate from an independent third party verifying that all data, including backups, has been purged shall be provided to HRM prior to the acquisition of the Canadian vendor by a non-canadian company. Acceptable third parties include professional accountants, certified auditors and IT professionals Contract Agreement The selected consultant will be required to enter into a contract agreement with the Halifax Regional Municipality Relationship of parties It is clearly understood that each party shall act in its individual capacity and not as an agent, employee, partner, joint venturer, or associate of the other. An employee or agent of one party shall not be deemed or construed to be the employee or agent of the other party for any purpose whatsoever. The Contractor is an independent contractor in the

16 Halifax Regional Municipality Page 16 performance of work and the provision of services under this Contract Intellectual Property Rights The Halifax Regional Municipality will be the owner of the intellectual property rights, including patent, copyright, trademark, industrial design and trade secrets in any deliverable product or product developed through this contract. Licensing and marketing rights to the developed product will not be granted in the contract. Proposals regarding these rights should not be submitted in response to this Request for Proposal and will not be considered in evaluating responses. If in the future the Halifax Regional Municipality elects to commercialize the developed product, the licensing and marketing rights will be negotiated separately Confidentiality The selected consultant agrees not to release or in any way cause to release any confidential information that pertains to the HRM unless they have been specifically approved to do so in writing Post Project Review and Vendor Evaluation The Proponent may be required to participate in and/or attend a Post Project Review/Vendor Evaluation session in order to address and resolve, as required, items found to be insufficient during the Project Manager s review of the project and Proponent s performance. Failure to take part in the review and evaluation may adversely affect the Proponent s ability to perform future services on behalf of HRM Added Value HRM is interested in maximizing the value of expenditures at it relates to achieving additional value that would further benefit HRM and its operation, as well as its community of citizens and their tax based funding. As such, bidders are encouraged to consider, develop and propose added value concepts, programs, components and the like that would further enhance the proposed acquisition represented in this solicitation request. END OF SECION 2.0

17 Halifax Regional Municipality Page 17 APPENDIX B - Checklist 1 Criteria (The Vendor will signify their compliance with the following criteria by entering "yes" or "no" in the column for response to each statement) No more than 2 areas of preferred practice identified in Appendix C. Proponents Response (Y/N) Evaluation Response (Y/N) 2 Demonstrated Experience/Expertise List professional associations appropriate to the areas of preferred practice Key Personnel information is included as outlined in Section 5.1 All rates quoted are on a per diem basis and not on an hourly basis; and the per diem rates are quoted in Canadian Funds 6 All other information requested in Section 5.0 is provided.

18 Halifax Regional Municipality Page 18 APPENDIX C Preferred Area of Practice Please complete the following attached Microsoft Excel table and submit with all supporting documentation as outlined in Section 5.0 and Appendix B of the RFQ. The Excel document contains the following Preferred Area of Practice List; Conflict Resolution Consultant Services Mediation Consultant Services Organizational Development Consultant Services