PRINTING SERVICES REQUEST FOR PROPOSALS

Transcription

1 PRINTING SERVICES REQUEST FOR PROPOSALS Issued by: OECM OECM Request for Proposals Number: # Request for Proposals Issued On: February 20, 2015 Proponent s Proposal Submission Deadline: 2:00:00pm on March 23, 2015 Local Time in Toronto, Ontario, Canada OECM shall not be obligated in any manner to any Proponent whatsoever until a written agreement has been duly executed with a Supplier. OECM RFP Coordinator Zakir Shaikh, Business Analyst (zakir.shaikh@oecm.ca) 90 Eglinton Avenue East, Suite 504, Toronto, Ontario, Canada, M4P 2Y3 OECM Printing Services RFP Page 1 of 58

2 TABLE OF CONTENTS PART 1 INTRODUCTION Invitation to Proponents Ontario Broader Public Sector Procurement Directive BPS Entities Overview of OECM OECM Geographical Zones School Board, College and University Zone Information Other BPS Clients OECM Client Advisory Group Objective of this RFP Type of Agreement for Deliverables The Multi-Supplier Agreement Client-Supplier Agreements Proponent Consortium Information Historical Activities No Guarantee of Volume of Work or Exclusivity of Agreement Rules of Interpretation Definitions PART 2 - THE DELIVERABLES Description of Deliverables Category A Commercial Print Services Proponent Requirements Print Products Finishing and Binding Stationery Paper Print Techniques Commercial Print Associated Services Warehousing and/or Inventory Services Order Fulfillment Direct Mail Services Category B Large Print Services Material and Fabrics Large Print Associated Services Warehousing and/or Inventory Services Order Fulfillment Large Print Hardware Product Samples Colour and Material Sample Quality Control Product Ordering Minimum Order Product Delivery Delivery Lead Time Regular Lead Time Order Fulfillment Lead Time Rush Delivery Lead Time Penalties Damaged or Defective Shipment Back Order Discontinued Products Product Warranty File Format File Transfer Optional Products and Services Environmental Considerations Invoicing Payment Terms Agreement Management Support to OECM Account Management Support Customer Support OECM Printing Services RFP Page 2 of 58

3 Performance Management Reporting to OECM Reporting to Clients Disaster Recovery and Business Continuity Licenses, Right to Use and Approvals Accessibility for Ontarians with Disabilities Act Pricing Methodology Savings Calculation OECM Cost Recovery Fee ( CRF ) PART 3 - EVALUATION OF PROPOSALS Stages of Proposal Evaluation Stage I Review of Mandatory Requirements (Pass/Fail) Form of Offer - Appendix B (Mandatory Form) Rate Bid Form Appendix C (Mandatory Form) Consortium Information Appendix F (Mandatory Form) Stage II Rated Requirements (800 Points) Stage III Pricing (200 Points) (Mandatory Requirement) Pricing Evaluation Methodology Stage IV Cumulative Score Stage V - Tie Break Process Execution of Agreement with Preferred Proponent Agreement Launch and Marketing PART 4 - TERMS AND CONDITIONS OF THE RFP PROCESS General Information and Instructions RFP Timetable Proponent Information Session Proponents to Follow Instructions Proposals in English OECM s Information in RFP Only an Estimate Proponent s Costs Communication after RFP Issuance RFP Coordinator Contact Information Proponents to Review RFP Proponent to Notify All New Information to Proponents by way of Addenda Proposal Submission Requirements General Proposal Submission Requirements Other Proposal Considerations Proposal Receipt by OECM Withdrawal of Proposal Amendment of Proposal Completeness of Proposal Proposals Retained by OECM Proposal Irrevocability Acceptance of RFP Amendments to RFP Proposals will not be Opened Publicly Clarification of Proposals Verification of Information Proposal Acceptance RFP Incorporated into Proposal Exclusivity of Contract Substantial Compliance No Publicity or Promotion Execution of Agreement, Notification and Debriefing Selection of Proponents Failure to Agree to Form of Agreement Notification to Other Proponents of Outcome of RFP Process Debriefing Bid Dispute Resolution Prohibited Communications, Confidential Information and FIPPA Confidential Information of OECM OECM Printing Services RFP Page 3 of 58

4 4.5.2 Confidential Information of the Proponent Proponent s Submission Personal Information Non-Disclosure Agreement Freedom of Information and Protection of Privacy Act Competition Act Trade Agreements Intellectual Property Reserved Rights and Governing Law of OECM General Rights of OECM Preferred Proponent No Liability Assignment Entire RFP Priority of Documents Governing Law APPENDIX A FORM OF AGREEMENT APPENDIX B FORM OF OFFER APPENDIX C RATE BID FORM APPENDIX D REFERENCE FORM APPENDIX E RATED REQUIREMENTS APPENDIX F CONSORTIUM INFORMATION APPENDIX G OECM GEOGRAPHICAL ZONES APPENDIX H OECM S EDUCATION CLIENTS APPENDIX I NOTICE OF NO PROPOSAL SUBMISSION APPENDIX J COMPLIANCE TO AGREEMENT OECM Printing Services RFP Page 4 of 58

5 PART 1 INTRODUCTION 1.1 Invitation to Proponents This Request for Proposals ( RFP ) is an invitation to prospective Proponents to submit Proposals for the provision of Printing Services ( Services ) and Products (Products ) on an as-and-when-required basis to support OECM Clients as further described in Part 2 The Deliverables (the Deliverables ) in the following two (2) Categories: Category A Commercial Print Services; and Category B Large Format Print Services. This RFP is issued by OECM. 1.2 Ontario Broader Public Sector Procurement Directive OECM Clients, as applicable, are obligated to adhere to the Ontario Broader Public Sector ( BPS ) Procurement Directive effective April 1, 2011 issued by the Ontario Management Board of Cabinet. The directive sets out rules for designated BPS entities on the purchase of goods and services using public funds. The purpose of the directive is: To ensure that goods and services, including construction, consulting services, and information technology are acquired by BPS entities through a process that is open, fair, and transparent; To outline responsibilities of BPS entities throughout each stage of the procurement process; and To ensure that procurement processes are managed consistently throughout the BPS. The directive applies to all School Boards, Colleges and Universities in Ontario; and The goal of the BPS supply chain code of ethics is to ensure an ethical, professional and accountable BPS supply chain in Ontario through: i. Personal Integrity and Professionalism. ii. iii. Accountability and Transparency. Compliance and Continuous Improvement. Visit the following website for the complete BPS Procurement Directive document BPS Entities BPS entities are public sector organizations defined under the Broader Public Sector Accountability Act, 2010 as follows: Every hospital; Every school board; Every university in Ontario and every college of applied arts and technology and post-secondary institution in Ontario whether or not affiliated with a university, the enrolments of which are counted for purposes of calculating annual operating grants and entitlements; Every approved agency designated as a children s aid society under subsection 15 (2) of Part I of the Child and Family Services Act; Every community care access corporation; Every corporation controlled by one or more designated broader public sector organizations that exists solely or primarily for the purpose of purchasing goods or services for the designated broader public sector organization or organizations; Every publicly funded organization that received public funds of 10 million dollars or more in the previous fiscal year of the Government of Ontario; and, OECM Printing Services RFP Page 5 of 58

6 Every organization that is prescribed for the purposes of this definition. 1.4 Overview of OECM OECM, incorporated in 2006, is a not-for-profit/non-share corporation that leads collaborative strategic sourcing initiatives to lower costs and increase efficiencies for publicly assisted Ontario School Boards, Colleges and Universities as well as other BPS organizations. Working in collaboration with Clients, OECM: Establishes, promotes and manages non-mandatory agreements for services commonly used throughout their Client community; Supports Client s access and use of OECM agreements through analysis, reporting and the development of tools, guides, and other materials; Actively promotes adherence to the Ontario BPS Procurement Directive in all phases of the sourcing and agreement lifecycle; As of January 2015, OECM has two hundred and eighty-five (285) Clients using one (1) or more OECM agreements: One hundred and fourteen (114) School Boards, Colleges and Universities; and One hundred and seventy (170) other BPS organizations. Participation in OECM agreements has been steadily growing as illustrated in the table below, clearly demonstrating that the education sector and other BPS organizations are achieving value and savings by using OECM agreements. Year over Year Spend Growth % 2011 over % 2012 over % 2013 over % 2014 over % 1.5 OECM Geographical Zones OECM Clients are located in five (5) geographical Zones (as set out below and in Appendix G) throughout the Province of Ontario. Central Zone; East Zone; North East Zone; North West Zone; and West Zone. OECM Printing Services RFP Page 6 of 58

7 1.6 School Board, College and University Zone Information OECM supports collaborative sourcing initiatives for one-hundred-and-eighteen (118) SCU s. The approximate number of SCU s and students in each Zone is set out below and further illustrated in Appendix H: SCUs # of SCU s Staff Approximate Number of: Students School Boards ,213 2,031,205 Colleges 24 36, ,743 Universities 22 Not available 447,336 Totals: ,326 2,699,284 The above information is as of July Refer to the following websites for more information: Other BPS Clients One hundred and seventy (170) other BPS Clients are currently using one (1) or more OECM agreements. The approximate number of organizations in each Zone is set out below. Zone Developmental, Community Care & Other Health Agencies Agencies Municipalities Libraries Hospitals Central Zone East Zone North East Zone North West Zone Grand Total West Zone Totals: The above information is as of January OECM Client Advisory Group The following OECM Clients have been involved with the development of the requirements set out in this RFP: Client Conestoga College Institute of Technology and Advanced Learning Humber College Institute of Technology and Advanced Learning Georgian College of Applied Arts and Technology York University Client s Website OECM Printing Services RFP Page 7 of 58

8 The above Clients are not, in any way, committed to participating in the resulting Agreements from this RFP. 1.7 Objective of this RFP The objective of this RFP process is to select Suppliers that will: Support a diverse group of Clients located across the Province of Ontario with varying needs; Provide Clients with a variety of quality Services, demonstrating value for money; Provide Clients excellent, timely customer and account management support; Support the Clients environmental and sustainability requirements; and Reduce the costs of competitive procurement processes associated with the provision of the Deliverables. 1.8 Type of Agreement for Deliverables It is OECM s intention to enter into Province wide Master Agreements ( Agreement ) with up to the following Preferred Proponents per Category: Product Category Number of Preferred Proponents Per Category Category A Commercial Print Services Category B Large Format Print Services Up to four (4) Preferred Proponents Up to three (3) Preferred Proponents OECM reserves the right to award to more Preferred Proponents than stated above, in order to accommodate OECM s Clients needs. The Agreement will based on the terms and conditions set out in Appendix A of this RFP, for the provision of the Deliverables to Clients who execute a Client Supplier Agreement ( CSA ), The Term of the Agreement, for each Category, is intended to be for three (3) years, with an option in favour of OECM to extend the Term of the Agreement on the same terms and conditions for one (1) additional period of up to two (2) years. Clients participating in the Agreement will execute CSAs with the Supplier as attached in Appendix A. The Supplier and Client, when executing a CSA, may mutually agree to additional terms and conditions (e.g., reporting, invoice formatting, payment terms) ensuring the additional terms and conditions are not in any way inconsistent with the Form of Agreement agreed to by OECM and the Supplier. It is anticipated that the Agreement will be executed on or about April 2015 and will expire, for the initial Term of the Agreement, on or about June The Agreement must be signed before the provision of any Deliverables commences. By submitting a Proposal, a Proponent is agreeing to all of the requirements of this RFP The Multi-Supplier Agreement The establishment and use of the Agreement consists of a two (2) part process. Part One RFP: Through this RFP process, a list of awarded Suppliers will be selected. Part Two Quote Stage is issued by the Clients or OECM on Clients behalf, and is focused on the specific needs of each Client. In issuing a quote request, the Client seeks quotes from Suppliers on identified Products and/or Services needs and requirements. OECM Printing Services RFP Page 8 of 58

9 Quote Stage Process Clients have their own internal policies when it comes to the Quote Stage value thresholds. The Broader Public Sector Procurement Directive as an example states the following value thresholds: Procurement Value Minimum Number of Suppliers on the Agreement to be Invited to the Quote Stage < $10,000 1 >= $10,000 and < $100,000 3 >= $100,000 and < $250,000 5 <= $250,000 7 Moreover, some Clients are not required to be compliant with the Broader Public Sector Procurement Directive. Clients may issue a quote request, if applicable, to obtain Products and/or Services based on unique and/or specific needs and requirements such as quantity, paper, type of Products, etc. The Client or OECM may invite one (1) or more Suppliers (i.e. based on the Client internal policy) to submit a quote for the specific requirements as the need arise. The quote request will identify the Services and/or Products or it may request the Supplier to propose an appropriate Services and/or Product to fulfill the Client s requirement and any other applicable information. The Supplier shall respond, setting out the following at a minimum: Expected delivery lead-time; Services and/or Product specifications, if different; Additional information; and Final, net price. Responses to quote requests will be assessed by the Client. More than one (1) Supplier may be chosen to provide Products and/or Services based on factors such as, but not limited to: Rate; Product availability and lead-time; and Meeting Service and Product specifications. Clients use various mechanisms when requesting a quote from Suppliers such as but not limited to: ; Online; Supplier s online platform, if applicable; and Fax. The quote request will be sent directly to the Supplier s representative, and it should be returned within three (3) Business Days of issuance or otherwise agreed upon with Client, at no cost to the Client. Clients are not obligated to sign a CSA to issue a quote request. 1.9 Client-Supplier Agreements To encourage the use of the Agreement resulting from this RFP, OECM and the Supplier will work together to engage Clients in this sourcing initiative. OECM Printing Services RFP Page 9 of 58

10 OECM encourages the Supplier to actively promote the Agreement to Clients by: Conducting sales and marketing activities directly to onboard Clients; Executing CSAs with interested Clients; Providing excellent customer and technical service; Providing a well-defined implementation plan with applicable Client involvement; and Identifying improvement opportunities. OECM will promote the use of the Agreement with Clients by: Using online communication tools to inform and educate; Holding information sessions and/or webinars, as required; Attending, where appropriate, Client events; Facilitating CSA execution; Providing effective business relationship management; Facilitating issue resolution; and Marketing improvement opportunities Proponent Consortium Information Where a consortium is responding to this RFP, the following shall apply: One (1) of the members of the consortium shall identify itself as the Proponent and shall complete, sign, and submit with its Proposal the Form of Offer (Appendix B) on behalf of the consortium; The Proponent must also complete, sign and submit the Consortium Information (Appendix F) listing all other consortium members and what each will supply; and The Proponent shall assume full responsibility and liability for the work and actions of all consortium members with respect to the obligations to be assumed pursuant to this RFP Historical Activities OECM currently has agreements in place resulting from a fair, open and transparent procurement process, for the provision of commercial print and direct mail services with AIIM, McLaren, St Joseph and Transcontinental. The current agreement was effective as of June 10, 2011, and expires on May 31, As of December 2014, thirteen (13) unique Clients are using the current OECM commercial print agreements: Two (2) School Boards; Four (4) College; Four (4) Universities; and Three (3) BPS Organizations From September 2011 to January 2015, Clients had approximately an overall spend of $2.1 million dollars. Clients using the current OECM commercial print services agreement are not, in any way, obligated to participate in any Agreement resulting from this RFP. However, it is a goal of OECM to significantly increase participation in the Agreement resulting from this RFP through: Knowledgeable Suppliers; Wide range of Products and Services; and Joint marketing and communication No Guarantee of Volume of Work or Exclusivity of Agreement The information contained in the RFP constitutes an estimate and is supplied solely as a guideline to the Proponent. Such information is not guaranteed, represented, or warranted to be accurate, nor is it necessarily comprehensive or exhaustive. OECM Printing Services RFP Page 10 of 58

11 Nothing in this RFP is intended to relieve the Proponent from forming its own opinions and conclusions with respect to the matters addressed in this RFP. Transaction activities described is an estimate only and may not be relied on by the Proponents. Estimates are intended to be used by OECM for the purpose of evaluating the Proposals. The Agreement executed with the Supplier may not be an exclusive Agreement for the provision of the Deliverables. Clients may contract with others for the same or similar Deliverables to those described in this RFP Rules of Interpretation This RFP shall be interpreted according to the following provisions, unless the context requires a different meaning: Unless the context otherwise requires, wherever used herein the plural includes the singular, the singular includes the plural, and each of the masculine and feminine includes the other gender; Words in the RFP shall bear their natural meaning; References containing terms such as includes and including, whether or not used with the words without limitation or but not limited to, shall not be deemed limited by the specific enumeration of items but shall, in all cases, be deemed to be without limitation and construed and interpreted to mean includes without limitation and including without limitation ; In construing the RFP, general words introduced or followed by the word other or including or in particular shall not be given a restrictive meaning because they are followed or preceded (as the case may be) by particular examples intended to fall within the meaning of the general words; Unless otherwise indicated, time periods will be strictly applied; and The following terminology applies in the RFP: o Whenever the terms must or shall are used in relation to OECM or the Proponent, such terms shall be construed and interpreted as synonymous and shall be construed to read OECM shall or the Proponent shall, as the case may be. o The term should relates to a requirement that OECM would like the Proponent to address in its Proposal. o The term will describes a procedure that is intended to be followed Definitions Unless otherwise specified in this RFP, capitalized words and phrases have the meaning set out in the Form of Agreement attached as Appendix A to this RFP. Applicable Law means any common law requirement and all applicable and enforceable statutes, regulations, directives, policies, administrative interpretations, orders, by-laws, rules, guidelines, approvals and other legal requirements of any government and/or regulatory authority in effect from time to time; Broader Public Sector or BPS means all Municipalities, Academic Institutions, School Boards, Health Care Providers and Major Transfer Payment Recipients in the Province. Please see for more details of these organizations; Business Day means Monday to Friday between the hours of 9:00 a.m. to 5:00 p.m., except when such a day is a public holiday, as defined in the Employment Standards Act (Ontario), or as otherwise agreed to by the parties in writing; Category means Category A Commercial Print Services and Category B Large Print Services; Client means publicly assisted Ontario School Boards, Colleges of Applied Arts and Technology ( College ) and Universities and potentially other Broader Public Sector organizations that may purchase the Deliverables under the resulting Agreement; Client Supplier Agreement or CSA means a schedule attached to the Agreement, which is executed between Clients and the Supplier for the provision of the Deliverables in this RFP; OECM Printing Services RFP Page 11 of 58

12 Confidential Information means confidential information of OECM and/or any Client (other than confidential information which is disclosed to the Preferred Proponent in the normal course of the RFP) where the confidential information is relevant to the Deliverables required by the RFP, its pricing or the RFP evaluation process; Conflict of Interest means any situation or circumstance where, in relation to the performance of its obligations under the Agreement, the Proponent s other commitments, relationships or financial interests (i) could or could be seen to exercise an improper influence over the objective, unbiased, and impartial exercise of its independent judgment; or (ii) could or could be seen to compromise, impair, or be incompatible with the effective performance of its obligations under the Agreement; Cost Recovery Fee or CRF means a fee, which contributes to the recovery of OECM s operating costs as a not-for-profit/non share corporation, which is based on the before tax amount invoiced by the Supplier to Clients for Deliverables acquired through OECM s competitively sourced agreements. Once CSAs have been executed, this fee is collected and remitted by the Supplier to OECM on a quarterly basis; Deadline for Issuing Final Addenda means the date and time as set out in Section of this RFP and may be amended from time to time in accordance with the terms of this RFP; Deliverables means a Product and/or Services to be delivered as specified in this RFP; Eligible Proposal means a Proposal that meets or exceeds the prescribed requirement, proceeding to the next stage of evaluation; FIPPA means the Freedom of Information and Protection of Privacy Act, R.S.O. 1990, c. F.31, and all regulations adopted thereunder, in each case, as amended or replaced from time to time; Master Agreement or Agreement means the agreement to be made between the Preferred Proponent and OECM based on the template attached as Appendix A, together with all schedules and appendices attached thereto and all other documents incorporated by reference therein, as amended from time to time by agreement between OECM and the Supplier; OECM means the Ontario Education Collaborative Marketplace; Personal Information or PI is defined in Appendix A the form of Agreement; Preferred Proponent means the Proponent that OECM has identified as the highest scoring Proponent in accordance with the evaluation process set out in this RFP; Product means the Deliverables procured pursuant to this RFP; Proponent means an entity that submits a Proposal in response to this RFP and, as the context may suggest refers to a potential Proponent; Proposal means all of the documentation and information submitted by a Proponent in response to the RFP; Proponent s Proposal Submission Deadline means the Proposal submission date and time as set out in Section and may be amended from time to time in accordance with the terms of this RFP; Province means the Province of Ontario; Quote Stage means a request for a pricing issued to one (1) or more Suppliers seeking Rates for specific Products and/or Services; Rates means the prices and minimum discount for the Deliverables as set out in the Proponent s submitted Appendix C; Rate Bid Form means the form contained in Appendix C of this RFP; OECM Printing Services RFP Page 12 of 58

13 Request for Proposals or RFP means this Request for Proposals number OECM # issued by OECM, including all appendices and addenda thereto; RFP Coordinator means the individual identified on the front cover and in Section of this RFP; Services means the Deliverables procured pursuant to this RFP; Subcontractor includes the Supplier s subcontractors or third party service providers or their respective directors, officers, agents, employees or independent contractors, who shall fall within the meaning of Supplier for the purposes of the Agreement; Supplier means a Preferred Proponent who has assumed full liability and responsibility for the provision of Deliverables pursuant to the Agreement either as a single Supplier or a lead Supplier engaging other suppliers or Subcontractors; Term has the meaning set out in Section 1.7 of this RFP; Unfair Advantage means any conduct, direct or indirect, by a Proponent that may result in gaining an unfair advantage over other Proponents, including but not limited to (i) possessing, or having access to, information in the preparation of its Proposal that is confidential to OECM and which is not available to other Proponents, (ii) communicating with any person with a view to influencing, or being conferred preferred treatment in, the RFP process, or (iii) engaging in conduct that compromises or could be seen to compromise the integrity of the RFP process and result in any unfairness; and Zones means the OECM geographical boundaries within the Province of Ontario as identified in Appendix G and H. [End of Part 1] OECM Printing Services RFP Page 13 of 58

14 PART 2 - THE DELIVERABLES 2.1 Description of Deliverables The Supplier will provide a broad range of Printing Services which meet the needs of Clients. Proponents may submit a Proposal for one (1) and/or two (2) Categories, as follows: Product Category RFP Section per Product Category Category A: Commercial Print Services Section 2.2 Category B: Large Print Services Section 2.3 General requirements set out in Sections 2.4 to 2.20 are applicable to both Categories. For example if a Proponent is submitting a Proposal for Category A Commercial Print Services, that Proponent must read and understand the Deliverables set out in Section 2.2 as well as the requirements set out in Sections 2.4 to Similarly, if a Proponent is submitting a Proposal for both Categories, that Proponent must read and understand all Sections in Part 2 of this RFP. 2.2 Category A Commercial Print Services The Supplier shall provide Clients with a wide range of Commercial Print Services including but not limited to: Print Products; Stationery Products; and Services. Print requirements may vary from a Client to another depending on the internal policies (e.g. sustainability and environment consideration) Proponent Requirements The Proponent and/or the Proponent s print facilities must be FSC certified Print Products Supplier shall provide Clients with Print Products Services including but not limited to the following categories: Artwork; Books; Calendars; Data Laser Letter Shop; Exam books; Flyers; Folders; Magazines; Newsletters; Postcards; Student Agendas; and View books. From time to time Clients may require additional Print Product Services such as but not limited to: Blueprints; and OECM Printing Services RFP Page 14 of 58

15 Diplomas Finishing and Binding Supplier shall provide Clients with an extensive range of finishing and binding, including but not limited to the following: Collating; Drilling; Envelope stuffing; Folding; Laminating; Mounting; Padding; Perforating; Saddle stitching; Stitching; and Trimming. Clients have various needs and requirements when it comes to finishing and binding, the Supplier shall work with Clients in choosing the most suitable finishing and binding for the print Product provided Stationery The Supplier shall make available to Clients its full catalogue of stationery Products such as but not limited to: Envelopes; Notebooks; Office paper; Business cards; and File folders Paper The Clients could provide the Supplier with their templates and / or samples. The Supplier shall ensure that all the Stationery Products are in compliance with the Clients templates and / or samples. The Supplier should be able to provide any type of paper requested by Clients (e.g. virgin, recycled copy paper, cover). Clients may require paper samples and the Supplier shall accommodate such requests. The Supplier should provide Clients with alternative paper options to reduce cost without impacting the quality of the finished Product Print Techniques The Supplier shall be able to provide Commercial Print Services using various print techniques, such as but not limited to: Digital printing. Offset; Prepress; and Web printing Commercial Print Associated Services The Supplier shall provide Clients with the following Commercial Print associated Services, including but not limited to: OECM Printing Services RFP Page 15 of 58

16 Warehousing and/or inventory; Order Fulfilment; and Direct mail. Clients may require the Supplier to provide additional associated Services, such as but not limited to: Design; Direct Marketing; Advisory; and Scanning Warehousing and/or Inventory Services The Supplier shall provide warehousing and/or inventory Services to Clients during the Term of the Agreement. The Supplier should be able to stock Clients Products, if required. The inventory size may vary from a Client to another. Clients and Suppliers should mutually agree upon the most suitable inventory Services and/or programs Order Fulfillment Additional quantities may be required throughout the year during the Term of the Agreement. For additional miscellaneous orders, the Supplier shall carry sufficient finished Product stock on hand to guarantee delivery within two (2) Business Days Direct Mail Services Clients will provide the Supplier with the recipients information (e.g. name and addresses) at least two (2) Business Days prior to the shipping. The Supplier shall deliver the Products within a maximum of three (3) Business Days once the Products are ready to be shipped. In the event Clients require Products to be delivered overseas the Supplier and Clients should mutually agree upon delivery lead time and associated cost where applicable. 2.3 Category B Large Print Services Supplier shall provide Clients with Print Products Services including but not limited to the following categories: Banners; Construction signs. Dimensional signage; Flags; Floor graphics; Laminating; Popup banners; Posters; Trade show displays and graphics; Vehicle wraps; Wall coverings; and Window graphics Material and Fabrics The Supplier shall have a variety of materials and fabrics available to Clients for Large Print Products, such as but not limited to: Biodegradable material; Chloroplast; Tyvec; OECM Printing Services RFP Page 16 of 58

17 Vinyl eco-friendly; and Vinyl. Clients may require the Supplier to provide eco-friendly type of materials and fabrics Large Print Associated Services The Supplier shall provide Clients with the following Commercial Print associated Services, including but not limited to: Warehousing and/or inventory; and Order Fulfilment Warehousing and/or Inventory Services The Supplier shall provide warehousing and/or inventory Services to Clients during the Term of the Agreement. The Supplier should have to stock Clients Products, if required. The inventory size may vary from a Client to another. Inventory size may vary from a Client to another, Clients and Supplier should mutually agree upon the most suitable inventory Services and/or program Order Fulfillment Additional quantities may be required throughout the year during the Term of the Agreement. For additional miscellaneous orders, the Supplier shall carry sufficient finished Product stock on hand to guarantee delivery within two (2) Business Days Large Print Hardware The Supplier should provide Client all hardware required for large print Products (e.g. poles, stands for pop up banners, etc.). The Supplier shall honour and pass through to the Client any applicable manufacturer warranties and will assist the Client at no additional charge in processing any warranty claims with the manufacturer, including freight charges from Client location. The length of the Product warranty will survive the Term of this Agreement. Therefore, the Supplier will honour Product warranty from the time of delivery until the end of the Product warranty, regardless of Agreement expiry date. Clients may require the large print Products to be installed by a third party vendor and/or the Supplier. In the event the Supplier installs the large print Products, the Clients and the Supplier should mutually agree upon the most suitable installation date and time for both parties. 2.4 Product Samples During the Term of the Agreement, Clients may request Product samples for testing and evaluation to ensure Products meet Clients requirements and are suitable for their purpose. Product samples may also be required when evaluating new Products, substitutions or alternatives. These Product samples shall be provided to Clients at no cost. At the end of the sample evaluation, Clients are under no obligation to purchase these samples. Clients may, however, choose to purchase the samples at discounted Rates or the samples will be returned at the Supplier s cost. Prior to signing a CSA, Clients may request samples of Products at no charge. OECM Printing Services RFP Page 17 of 58

18 2.4.1 Colour and Material Sample From time to time Clients may request Supplier to provide, at no charge, paper, fabric, material and colour samples (i.e. swatches). The colour and/or texture finishes may vary depending on the material and/or paper, however the Supplier should advise Clients on any colour changes due to material and/or paper. 2.5 Quality Control The Supplier shall have a strict and well documented quality control process, which ensures to minimalize or eliminate the Supplier s errors (e.g. pre-production e-proofing and e-approval). 2.6 Product Ordering Clients may use a variety of ordering methods, including phone, fax, online, and, electronic transactions as further described below: Online Ordering and Electronic Commerce Clients may choose to use the Supplier s website to place orders. Clients currently use a variety of Enterprise Resource Planning ( ERP ), E-Procurement (e.g. SciQuest) or financial systems. When Clients implement various methods for electronic ordering, such as integrated system and Electronic Data Interchange ( EDI ), the Supplier will provide technology and implementation support to Clients at no extra cost Minimum Order There is no minimum order requirement on spend and/or volume. 2.7 Product Delivery Clients require various types of delivery from inside the door to the dock of a Client s locations. Clients may have more than one (1) delivery location within one (1) delivery address. The Supplier should deliver orders with correct Products and quantities within the agreed lead time. Products will be packaged appropriately to ensure safe delivery. All deliveries must include a packing slip specifying the Client s required information (e.g. name of the employee who placed the order, purchase order number, Products and quantities ordered and shipped, back ordered Products and quantities, if any). Deliveries must be made by the Supplier s own transportation fleet or a reputable transportation company that allows for tracking of the shipments Delivery Lead Time Regular Lead Time The Supplier should be able to deliver the products within the timeline given by Clients at the order placement. The Supplier and Clients may mutually agree upon other lead times and/or terms which are mutually beneficial to both parties Order Fulfillment Lead Time When Clients are ordering inventoried Products, the Supplier shall deliver these within a maximum of two (2) Business Days, following the order placement. Clients and the Supplier should mutually agree upon a lead time most suitable to both parties. OECM Printing Services RFP Page 18 of 58

19 Rush Delivery From time to time Clients may request rush delivery, the Supplier and Clients shall mutually agree upon a lead time most suitable to both parties Lead Time Penalties In the event the Supplier does not deliver the Products within the agreed lead time, due to its own fault and if this delay impacts Clients operations, the Client may be entitled to financial penalties paid by the Supplier. Such penalties shall be mutually agreed upon prior to the CSA execution between the Client and the Supplier Damaged or Defective Shipment Products may not be accepted upon delivery if: The Products or packaging of Products are defective (e.g. broken and/or damaged); The Products or packaging of Products are not delivered as agreed; or The Products were substituted without prior approval of the Client. The Supplier will be responsible for all shipping costs related to the return and replacement of any damaged or defective Products from the Client s location. Clients will not be responsible for any re-stocking charges due to damaged or defective Products received Back Order Back orders should be confirmed at the time of the order confirmation with an estimated delivery date, Clients will have an option to cancel or keep the back orders Discontinued Products The Supplier shall not arbitrarily discontinue Products (e.g. paper). When discontinuing Products, the Supplier shall provide the manufacturer s supporting letter to OECM prior to discontinuation. 2.8 Product Warranty The Supplier shall warrant where applicable all its Products from the date of receipt by Clients against, but not limited to the following conditions: Faulty material; and Manufacturing defects. Where a manufacturer s warranty applies to the Products, the Supplier shall be responsible for arranging Product exchange. All shipping costs related to approved warranty exchanges shall be at no cost to the Clients. 2.9 File Format Supplier shall accept a variety of file format from Clients (e.g. PDF, Excel, Word, Publisher, etc.) File Transfer The Supplier shall transfer to Clients the all files for printing Services files in acceptable formats (i.e. FTP, CD, , DVD, hard copy proof) as required Optional Products and Services The Supplier should offer Clients with additional Products and Services such as but not limited to: OECM Printing Services RFP Page 19 of 58

20 AODA signage; Augmented reality (e.g. device image recognition); Integration through ; and Scanning Services Environmental Considerations OECM and its Clients are committed to reducing the carbon footprint. The Supplier should keep Clients informed about any environment-friendly Products, new technologies and/or green initiatives (e.g. ink). The Supplier should, in consultation with OECM, make any environmentally friendly Products, new technologies and/or green initiatives available to Clients as required Invoicing The Supplier shall submit to the Client invoice after Products have been received at the Client s location and/or the receiving location. The invoices will be in either paper or electronic format, as detailed in the Client s CSA. The invoice shall be itemized and contain, at a minimum, the following information: Invoice number; Client s organization; Full name of the person who placed orders, if applicable; Delivery address; Client s purchase order number, if applicable; Order date; and Product description, unit of measure, quantity ordered and shipped, price and extended total Payment Terms The Client s standard payment terms are net thirty (30) days. Different payment terms may be agreed to when executing CSAs. Note Client s payment terms will not be in effect until the Supplier provides an accurate invoice Agreement Management Support to OECM Account Management Support OECM will oversee the Agreement and the Supplier shall provide appropriate Agreement management support including, but not limited to: Working and acting in an ethical manner demonstrating integrity, professionalism, accountability, transparency and continuous improvement, including respecting the Clients mandatory requirement to fulfill their supply chain code of ethics as set out in the BPS Procurement Directive; Promoting the Agreement as set out in Section 1.8 of this RFP within the Client community; Attending quarterly business review meetings with OECM to review CSAs, Deliverables, sales, issue management, opportunities for improvement, and other appropriate business activities; Managing issue resolution in a timely manner (with escalation processes to resolve outstanding issues); Monitoring, managing and reporting pricing, savings and service quality (including customer support); Conducting comparative analysis (e.g. saving analysis to Clients) and surveys regularly during the Term of the Agreement to ensure customer satisfaction and support Client s strategic directions; and Submission of Service sales report, any ad hoc reports and the applicable Cost Recovery Fee ( CRF ) on time Customer Support The Supplier or any part of consortium shall provide effective customer support to Clients including, but not limited to: OECM Printing Services RFP Page 20 of 58

21 A responsive account executive (or a team of personnel lead by an account executive) assigned to the Client to support their needs by providing day-to-day and ongoing administrative support; The Supplier s team must be responsive to the needs of the Clients (i.e. next Business Day response), provide requested information and documentation in a timely manner and issue resolution; Ensuring minimal disruption to the Client; Easy access to the Supplier (i.e. by toll free telephone number, , voic , and fax); Establishing an ongoing communications program with the Client (e.g. new Products and initiatives); Providing written notice to Clients on any scheduled shut down that would impact services (e.g. inventory count, relocation of warehouse); Attending quarterly business reviews with Clients or other meetings, as requested; and Providing reports to Clients, as required Performance Management During the quarterly business review, OECM will review the Key Performance Indicators ( KPIs ) with the Supplier. The KPIs, related definitions and measurement may include one (1), several or all of the following: Service-level Category KPIs Definition Report Frequency Expected Outcome Delivery Product Delivery Lead Time Accurately Delivered Products Actual lead time per order Products that the Supplier delivered accurately Quarterly Quarterly Shall be met ninetyfive percent (95%) of the time per Client All delivered Products variance shall be less than five percent (5%) The unit of measure of the KPIs will be based on the proposed responses at Agreement finalization Reporting to OECM The Supplier shall be responsible for providing monthly sales report to OECM. The reporting shall at a minimum include the following fields of information: Client s organization name; Invoice date; Invoice number; Supplier s Product number; Product/Service description; Unit of measure; Unit price; Order quantity; Quantity shipped; Extended total (unit price x quantity shipped, excluding taxes); Client sector (e.g. School Board, College, University, BPS); OECM Zone; and Cost Recovery Fee (i.e. subtotal, HST and total). The Supplier shall be responsible for any other ad hoc reports requested by OECM Reporting to Clients Clients may require other reporting, such as those set out below or any other ad hoc reports. The details of Clients specific reporting requirements will be set out in the CSA. OECM Printing Services RFP Page 21 of 58

22 Sales reports; and Delivery reports Disaster Recovery and Business Continuity The Supplier shall have and provide OECM and/or Clients upon request, information about disaster recovery and business continuity programs including processes, policies, and procedures related to preparing for recovery or continuation of Products availability and Services critical to Clients Licenses, Right to Use and Approvals Suppliers shall obtain all licences, right to use and approvals required in connection with the supply of the Products and Services. The costs of obtaining such licences, right to use and approvals shall be the responsibility of, and shall be paid for by, the Supplier. Where a Supplier is required by Applicable Laws to hold or obtain any such licence, right to use and approval to carry on an activity contemplated in its Proposal or in the Agreement, neither acceptance of the Proposal nor execution of the Agreement by OECM shall be considered an approval by OECM for the Supplier to carry on such activity without the requisite licence, right to use or approval Accessibility for Ontarians with Disabilities Act OECM and its Clients are committed to the highest possible standards for accessibility. The Supplier must be capable to recommend and deliver, as appropriate for each Deliverable, accessible and inclusive Products and Services consistent with the Ontario Human Rights Code (OHRC), the Ontarians with Disabilities Act, 2001 (ODA) and Accessibility for Ontarians with Disabilities Act, 2005 (AODA) and its regulations in order to achieve accessibility for Ontarians with disabilities. In accordance with Ontario Regulation made under the Accessibility for Ontarians with Disabilities Act, 2005 (Accessibility Standards for Customer Service), Clients have established policies, practices and procedures governing the provision of its services to persons with disabilities. The AODA may be found at Pricing Methodology The Proponent should provide Rates as follows: Net pricing for the scenarios (e.g. for evaluation purpose ONLY) and Net pricing for storage per cubic foot The proposed Rates will not be part of the Agreement as Clients should use the Quote Stage when requiring Products and Services from the Supplier as stated in Section 1.7 of this RFP Savings Calculation OECM tracks, validates, and reports on savings on all its agreements. Once OECM receives the Clients approval, the Supplier will provide OECM with Clients base line information if applicable (e.g. historical spend) OECM Cost Recovery Fee ( CRF ) As a not-for-profit/non-share corporation, OECM recovers its operating costs from its agreements through CRF. CRFs from the resulting Agreement from this RFP and other OECM agreements are structured to support OECM s financial model, while providing savings to Clients. The Supplier shall pay to OECM a CRF of three percent (3%), based on before tax amount invoiced by the Supplier to the Clients for Deliverables acquired through the Term of the Agreement. OECM Printing Services RFP Page 22 of 58