How to Bid for Work with Hydro One. A Guide for Aboriginal Businesses

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1 How to Bid for Work with Hydro One A Guide for Aboriginal Businesses

2 How to bid for work at Hydro One A help Document for Aboriginal Businesses Hydro One is committed to developing and maintaining relationships with Aboriginal peoples that demonstrate mutual respect for one another while supporting procurement opportunities for qualified Aboriginal businesses and the development and viability of Aboriginal contractors who can provide goods and services to Hydro One. Contents I. Hydro One Purchasing Policy Overview... 2 Business Development... 2 Hydro One s Procurement Process Overview... 2 II. BID System Easy as 1, 2, and 3!... 3 III. Overview of the bidding documents Types of bidding documents... 5 Request for Information (RFI)... 5 Request for Proposal (RFP)... 5 Request for Tender (RFT)... 5 Request for Quotation (RFQ) Structure of bidding documents... 5 Bid Invitation Letter... 5 Part 1: Instructions to Proponents... 5 Part 2: Commercial Terms and Conditions... 6 Part 3: Terms of Reference... 6 Part 4: Format for Submission of Proposals... 6 Part 5: Attachments and Hyperlinks... 6 IV. Bidding Opportunities Outline Agreements (OA)... 7 Operated Equipment List... 7 Rental of Industrial and Commercial Equipment (RICE) Project Specific... 7 V. Tips... 8 Procurement FAQs... 8 Aboriginal Business Directory... 9 VI. Acronyms to Remember... 9 How to Bid for Work with Hydro One Version: January of 9

3 I. Hydro One Purchasing Policy Overview Hydro One purchases the materials and services that it uses in its work of providing power across Ontario in adherence to the following principles: Financial Stewardship Utilizing a value for money approach to source materials and services Supplier Relationships Ensuring that materials and services are acquired through a process that is fair, open, transparent and accessible to qualified Suppliers Environmental, Health and Safety and Social Responsibility materials and services are sourced with consideration to health, safety and the environment. Business Development Hydro One purchases a variety of materials and services for use at our sites all throughout Ontario. The following are some examples of the type of services and commodities procured. 1. Heavy duty equipment owners and/or operators (floats, trucks, backhoes, cranes, etc.) 2. Road construction services 3. Aggregate and concrete 4. Fencing 5. Forestry/vegetation management services 6. Pole digging and rock drilling services For further information on other opportunities, please Hydro One s Procurement Process Overview 1. Bidder registers on Hydro One s Bidder Information Database (BID) through 2. Bidder downloads bid document The Request for Tender/Proposal/Quote (RFx) document will outline the scope of work and all of the necessary requirements which may include; WSIB clearance certificate Insurance Requirements (for example $5 Million Commercial General Liability) Health & Safety Questionnaire 3. Bidder prepares proposal as per the requirements specified in the RFx document 4. Bidder submits proposal to Hydro One 5. Hydro One evaluates against the criteria as previously stated in the RFx document 6. Hydro One awards the contract How to Bid for Work with Hydro One Version: January of 9

4 II. BID System Easy as 1, 2, and 3! 1. Registration a one time free process. To register for the BID System, using Internet Explorer, go to: After successfully registering, as a bidder, you will be able to access the Hydro One BID System and search the website for bid opportunities of interest. 2. Log in to access a Bid event and all of the pertaining documentation available: 3. Access Bids Generate entire list of RFPs, RFTs, & RFQs open to the public by ensuring that you leave the search criteria blank in the Process Bids tab and click Start ; a. Locate the Bid Event that you wish to review and click on the number; b. In order to access the documents available for a particular RFX, you need to sign up for the Bid Event; click on the Sign Up. If the Sign Up button is not active, it means that you have already signed up; if that is the case, please proceed to the next step. c. After signing up for an RFx you can download any attachments available. Under the General Data tab, click on the Information from Purchaser link to view all the communication including Tendering Text and Attachment(s) to the Bid Invitation. d. Any Attachments will be available at the bottom, under the Attachments section, click on the item you would like to download under the Description section. If there are any Addenda to the Bid Event, they will also be available under the Attachments section. How to Bid for Work with Hydro One Version: January of 9

5 e. Please note that documentation for each line item can also be found in the Item Data tab, click on tab and proceed to select each item and follow the Information from Purchaser link as above. How to Bid for Work with Hydro One Version: January of 9

6 III. Overview of the bidding documents 3.1 Types of bidding documents Hydro One uses two types of documents in its procurement process: Information gathering (RFI) Competitive procurement (RFP, RFT and RFQ) They are collectively known as RFx. Request for Information (RFI) The purpose of an RFI is to assess market capabilities to allow gathering of general supplier or product information. This document may be used when Hydro One is contemplating procurement and needs to determine the characteristics of the ideal good or service and also to understand what is available on the market and the suppliers capabilities. Request for Proposal (RFP) The purpose of an RFP is to request suppliers to provide solutions for the delivery of complex goods or services, or, where explicitly required, to provide alternative options or solutions. This process uses multiple predetermined evaluation criteria, including price. Request for Tender (RFT) The purpose of an RFT is to request suppliers to submit bids to provide goods or services based on stated delivery requirements, performance specifications, terms, and conditions. An RFT focuses the evaluation criteria predominantly on the price and delivery requirements. Request for Quotation (RFQ) The purpose of an RFQ is similar to an RFT. In an RFQ, Hydro One describes exactly the goods and services to be provided; the proposal evaluation is based solely on price. 3.2 Structure of bidding documents The competitive procurement documents are structured in a similar format. They are typically comprised of the following parts: Bid Invitation Letter Provides a brief statement of the material or service that Hydro One seeks to procure and some information on. Part 1: Instructions to Proponents Provides information pertaining to: Timeline for bid process last date for asking questions, closing date, expected award date. Submission requirements how many copies (paper or electronic). Pricing to be submitted in a separate envelope, etc. Submission place and deadline tenders and proposals are all to be submitted to the Tender Depository in Toronto. Please allow sufficient time for submission of bid to arrive before closing time as late bids will be returned unopened. Mandatory requirements evaluated on Pass/Fail basis, Evaluation process and criteria predetermined evaluation criteria showing how the winning bid will be determined How to Bid for Work with Hydro One Version: January of 9

7 Purchaser s contact for all communications Acceptance of the terms in this section is mandatory. Part 2: Commercial Terms and Conditions Provides information pertaining to the terms and conditions that will govern the contract. These may include: Contract Standards applicable to the work L Labour Requirements if applicable depending on the union jurisdiction. (for example Electrical Power Systems Construction Association (EPSCA), Canadian Union Of Skilled Workers (CUSW)) Insurance Requirements. Most commonly Commercial General, Automobile, workplace safety (WSIB) as applicable to the work. Please take note of these requirements within the applicable level of coverage and ensure compliance Part 3: Terms of Reference Provides information specific to the materials or services required. This section usually includes: Scope of Work Technical Specifications and Drawings Mandatory technical requirements Delivery date or schedule Part 4: Format for Submission of Proposals In order to allow a consistent evaluation of bids, bidders are required to present their information in the outlined format in the RFx. This section lists the information expected to be contained in bidders submissions. This could include: Company information Proof of ability Previous experience and references Geographical locations served Company safety policies Insurance Financial information Health Safety & Environment and WSIB Pricing matrix All listed requirements must be submitted for each bid regardless of whether they have been previously submitted for another bid. Bidders must note that each bid is evaluated independently of any previous bid submissions or work done for Hydro One. Part 5: Attachments and Hyperlinks This part contains all the attachments referenced in Parts 1 to 4. This could include the Scope of Work, pricing matrix, insurance certificate for, health and safety questionnaire, etc. How to Bid for Work with Hydro One Version: January of 9

8 IV. Bidding Opportunities 4.1 Outline Agreements (OA) These are term contracts for defined categories of materials or services without commitment to total volume and value requirements. Hydro One periodically goes to market for repetitive requirements. Examples of categories include aggregate, concrete, professional engineering services, operated equipment, etc. RFx for these requirements are posted on the bidding engine and anybody can submit a bid. These Agreements cover provision of materials and services across the province or by region. Contracts are awarded after the competitive process that is open to the public. One or more Contractors/Suppliers are awarded work on an as and when required basis. When the materials or services are required, work is distributed according to a strategy determined in advance, for example: a mini RFx directed only to the awarded contractors to solicit quotes rotational basis with each awarded contractor getting a turn to provide the material or service primary and secondary awards where the secondary contractor is contacted if the primary is unable to provide the material or service in the time required. Operated Equipment List This is a list kept by Hydro One that names the contractors that have been awarded Outline Agreements for a specified amount of time to provide operated equipment. Sample Scope of Work includes Auger, Brush Clearing, Crane, Directional Boring, Earth Moving, Hydro Vac, Pile Driving and Rock Drilling. EPSCA requirements are usually included. Rental of Industrial and Commercial Equipment (RICE) This is a list kept by Hydro One that names the contractors that have been awarded Outline Agreements for a specified amount of time to provide industrial and commercial equipment Scope of Work includes ManLifts, Aerials, Material Handling Equipment, Earth Moving Generators, etc. 4.2 Project Specific Hydro One also posts RFx for specific projects. These are for work that is not repetitive. Such opportunities are also posted on the bidding engine and are most commonly open to the public. In some cases when there has been an initial prequalification that was open to the public, subsequent RFx may only be directed to prequalified Suppliers. Typical examples include larger construction projects, brush clearing, equipment purchase, etc. How to Bid for Work with Hydro One Version: January of 9

9 V. Tips Procurement FAQs Q1. Can businesses access the RICE and the Operated Equipment List if they are registered as a bidder on the Hydro One ebidding website? How do businesses access the RICE and Operated Equipment Lists? A1. Being registered on the Hydro One ebidding engine allows businesses access to participate in any competitive opportunities. If a successful bid is submitted in response to an RFx for any of the scope items covered by RICE or Operated Equipment lists, the contractor/supplier would then be included in the applicable list. Q2. Are there different requirements for the various lists? A2. Yes. Detailed requirements for each scope item are detailed in the applicable RFx. Q3. Can businesses join the RICE and Operated Equipment Lists at any time? A3. RICE and Operated Equipment Lists are created periodically after competitive bidding. This is usually every 3 to 5 years. Q4. How do businesses declare their Aboriginal inclusion and or ownership in RFxs? A4. At the time of submission of a bid, bidders must complete an Aboriginal Declaration form. Evidence of the proportion of work done by subcontractors may include contracts between the contractor and subcontractors, invoices, and paid cheques. Evidence that a subcontractor is an Aboriginal business (where this is required to meet the minimum Aboriginal content of the contract) is the same as evidence that a prime contractor is an Aboriginal business. Hydro One s Aboriginal Business Certification process is consistent with the federal government validation process. Q5. What does Hydro One purchase/procure? A5. Hydro One purchases a very wide range of materials and services required in the provision of reliable electricity and telecom services in the province of Ontario. Examples include aggregate, concrete, rental of construction equipment, professional services, major construction services, electrical equipment, brush clearing, etc. These are listed as examples only and do not represent the entire list of materials and services procured. Q6. Can Aboriginal businesses partner with non Aboriginal businesses and apply to RFxs? A6. Absolutely. For some requirements, points are awarded in the evaluation for any Aboriginal inclusion, as outlined in the RFx. In these instances, such partnerships are mutually beneficial as non Aboriginal qualified businesses increase their chances of winning while the Aboriginal business get an opportunity to participate in an event that they would have otherwise not have qualified to. Q7. How do businesses prove their qualifications? A7. The format for submission (see section 3.2 Structure of Bidding Documents) outlines all the information that will be required to be submitted. This may include Company documents references, certifications; etc. The evaluation process may include interviews or reference checks. Bidders are also invited to submit any other documentation that any further show proof of their qualifications. How to Bid for Work with Hydro One Version: January of 9

10 Aboriginal Business Directory If you would like your company identified on the Hydro One website as being a company with Aboriginal ownership and having an interest in doing business with Hydro One, please contact VI. Acronyms to Remember BID: Bidder Information Database CUSW: Canadian Union Of Skilled Workers EPSCA: Electrical Power Systems Construction Association OA: Outline Agreement RFx: Request for information, proposal, quote, tender or prequalification, etc. RFI: Request for Information (RFI) RFP: Request for Proposal RFT Request for Tender RFQ: Request for Quotation RICE: Rental of Industrial and Commercial Equipment WSIB: Workplace Safety and Insurance Board How to Bid for Work with Hydro One Version: January of 9

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