REQUEST FOR PROPOSAL RFP # For the Provision of Security Services. Proposal Due Date/Time: April 4, 4:00 p.m.

Transcription

1 REQUEST FOR PROPOSAL RFP # For the Provision of Security Services Proposal Due Date/Time: April 4, 4:00 p.m.

2 Children s Aid Society of London and Middlesex 1680 Oxford Street East LONDON ON N5V 3G2 INDEX 1.0 PURPOSE BACKGROUND RFP SCHEDULE SUBMISSION INSTRUCTIONS Closing Date and Time Late Submissions Period of Acceptance Questions and Inquiries Rights Reserved by CAS GENERAL TERMS AND CONDITIONS Assignment Price Schedule SCOPE OF WORK General SUBMISSIONS REQUIREMENTS General Specific Requirements Evaluation Criteria Selection Process...7 BILL 7 INFORMATION Created (08/12) RFP Template

3 1.0 PURPOSE The Children s Aid Society of London and Middlesex (CAS) are seeking competitive proposals (RFP) from qualified vendors to provide Security Services at our 1680 Oxford St. location. We require security services available during working hours, Monday to Saturday each week. Given the nature of our work with parents, they are occasionally distraught and angry. We require security services that are attentive to the clients, but also will ensure staff, visitor and child safety. On occasion police services are called with volatile clients. 2.0 BACKGROUND The Children s Aid Society of London and Middlesex is one of 53 Children s Aid Societies in Ontario, whose mandate is to protect and care for children at risk and promote the healthy development of children, families and communities. The Children s Aid Society is mandated by the Ontario Child and Family Services Act to: Investigate allegations or evidence that children under the age of 16 may be in need of protection; Protect children where necessary; Provide guidance, counselling and other services to families for protecting children or preventing circumstances requiring the protection of children; Provide care for children assigned or committed to its care; Supervise children assigned to its supervision; and Place children for adoption. The Children s Aid Society of London and Middlesex completed 2,626 investigations of child abuse and neglect last year. During last fiscal year, the Society provided ongoing protection services to 1,896 families in the community. Currently, CAS provides substitute care to 825 children placed in foster care, group care or in independent living arrangements. The Society employs 400 full time staff employees to carry out this work. The Children s Aid Society of London and Middlesex are funded by the Ministry of Children and Youth Services of the Ontario Government. 3.0 RFP SCHEDULE The following is a tentative schedule to assist Proponents: Closing Date and Time April 4, 4:00 p.m. Addendum (if required) Posted March 28, Created (08/12) RFP Template Page 1 of 7

4 Evaluation of Proposals April 7 11, 2014 Interviews (if required) April 14 16, Notification to Bidders April 17, 2014 Award of Proposal April 17, SUBMISSION INSTRUCTIONS 4.1 Closing Date and Time This request for proposal and any addendum will be posted on the CAS website and Ontario Public Buyers Association website Proponents are required to submit 1 (one) signed original and 2 (two) additional copies of the Request for Proposal in a sealed envelope clearly identified as Request for Proposal # for the Provision of Security Services. The Financial Proposal must be in a separate sealed envelope. Completed submissions are to be delivered to Children s Aid Society of London & Middlesex, 1680 Oxford St. E, London N5Y 5R8, Attention: Dorissa Daoust, Supervisor, Facilities & Administrative Services and must be received on or before 4:00 p.m., local time, Friday, April 4, Respondents are solely responsible for ensuring bids are received by the Corporate Services Dept. prior to the closing date and time. 4.2 Late Submissions Proposals received by the Corporate Services Dept. later than the specified closing time will be returned, unopened, to the Proponent. 4.3 Period of Acceptance The proposal submission is to remain firm for acceptance for a period of sixty (60) days from the date of closing. 4.4 Questions and Inquiries a) Inquiries regarding this RFP are to be directed to Dorissa Daoust, Supervisor, Facilities & Administrative Services by phone at (ext. 424) or to dorissa.daoust@caslondon.on.ca. Contact with any other CAS official, employee or agent that is or could be remotely involved in this process shall cease during this RFP period Created (08/12) RFP Template Page 2 of 7

5 b) CAS has made every effort to include enough information within this proposal request for a vendor to prepare a responsive proposal. CAS encourages vendors to submit the most comprehensive and competitive proposal possible. c) All changes to or clarifications of the terms, conditions or specifications required before proposal closing will be issued by the (Name and Title) in the form of a written Addendum posted on the CAS website and website. If Addenda are issued, their receipt must be acknowledged by the Proponent in the appropriate section of the Form of Proposal. CAS will assume no responsibility for oral instruction or suggestions. Failure to acknowledge receipt of all addenda on the Form of Proposal will result in your bid being rejected. d) Each Proponent must review all proposal documents and promptly report and request clarification of any discrepancy, deficiency, ambiguity, error, inconsistency, or omission contained therein. Any such request must be submitted to CAS by , prior to March 28, e) Where a request results in a change or a clarification to the proposal, CAS will prepare and issue an Addendum to this proposal as stated in 4.4 c. 4.5 Rights Reserved by CAS a) CAS is not liable for any costs incurred by the Proponent in the preparation of their response to the RFP or selection interviews, if required. Furthermore, CAS shall not be responsible for any liabilities, costs, expenses, loss or damage incurred, sustained or suffered by any Proponent, prior or subsequent to, or by reason of the acceptance, or nonacceptance by CAS of any proposal, or by reason of any delay in the award of the proposal. CAS has used all reasonable efforts in compiling the RFP. However, it will not be liable to respondents or any third party for any inaccuracy or omission in the RFP or any additional information CAS may provide as part of the tender process. b) The lowest proposal will not necessarily be accepted. CAS reserves the right to accept or reject any or all proposals and/or reissue the RFP in its original or revised form. c) CAS reserves the right to request specific requirements not adequately covered in their initial submission and clarify information contained in the RFP. d) CAS reserves the right to modify any and all requirements stated in the RFP at any time prior to the possible awarding of a contract. e) CAS reserves the right to cancel this RFP at any time, without penalty or cost to CAS. This RFP should not be considered a commitment by CAS to enter into any contract. f) In the event of any disagreement between CAS and respondent regarding the interpretation of the provisions of the RFP, the Senior Director of Corporate Services or an individual acting in that capacity, shall make the final determination as to interpretation Created (08/12) RFP Template Page 3 of 7

6 5.0 GENERAL TERMS AND CONDITIONS All General Term and Conditions are on our website It is expected that all proponents will review the General Terms and Conditions prior to submitting their proposal. 5.1 Assignment Following award of the contract, the selected Proponent shall not, without written consent of the (Title) make any assignment or any subcontract for the execution of any service or product hereby proposed. 5.2 Price Schedule Proponents must provide a Price Schedule for Security Service Provider. a) Total all inclusive upset cost to the Agency including the per diem rates for all proposed staff, including mileage costs, and any other fees that may be applicable. All applicable taxes to be clearly identified within the total all inclusive upset cost. b) Where fixed prices may not easily be defined, Proponents may estimate prices in the following manner: Time and Materials should include: i. Price per hour ii. Estimated hours, both minimum and maximum iii. Exact prices for materials Best effort should include: i. Price per hour ii. Estimated hours, both minimum and maximum iii. Any additional estimated prices 6.0 SCOPE OF WORK 6.1 General a) Provide a comprehensive narrative that illustrates your understanding of the purpose of the scope, objectives and requirements of the project including any strategies and methodologies you intend to utilize as they pertain to the challenges associated with implementing this work. b) Vendors should describe how they will plan, implement, install or otherwise complete the requirements of the scope mitigating or avoiding downtime or other disruptions to CAS. c) Regular staffing for security services, both on a planned and emergency basis; d) High caliber candidates who can recognize who are thoroughly briefed on child welfare service provision and respond to occasional volatile situations and interact with London Police; 1631 Created (08/12) RFP Template Page 4 of 7

7 e) The following types of services are required to be provided: a. Security services, including respectful interaction with clients, in the lobby area at 1680 Oxford Street on an average of 85 hours every two weeks; b. Responds to after-hours alarm calls (365 days per year) including attendance at the office, search of the building, re-set of alarm, and ensuring building security at both our 1680 Oxford St. E. and 685 Richmond St. locations; and, c. Because of the confidential nature of our work Security Service Providers will be expected: to provide a resume; to agree to a Criminal and Sexual Offences Record check, an internal record check; and sign a Confidentiality Statement. 7.0 SUBMISSIONS REQUIREMENTS 7.1 General a) CAS is requesting proposals from firms who are both interested and capable of undertaking the Project. b) The onus is on the Proponent to show their knowledge, understanding and capacity to conduct the work outlined in the RFP. c) All information provided in response to this RFP must contain sufficient detail to support the services being proposed. Incomplete submissions will not be considered. d) All prices must be stated in Canadian funds. Prices must also be inclusive of customs, duty and freight (if applicable). 7.2 Specific Requirements Your proposal submission must follow the following format: a) Title page which will include the Proponent's legal name, address, telephone and fax numbers, address and name of primary contact and date. b) A minimum of three positive references and identification of the firm s experience in undertaking similar contracts or related functions, which are to include the name of the organization, the contact person, telephone number and address and value of the contract. c) Provide profiles of the key individuals who will be servicing the CAS s account including background, experience, qualifications and number of years they have worked for the Proponent s company. d) Any sub-contractors, indicating the specific roles and responsibilities which will be assigned to each person involved. e) Identify resources (staff and/or materials) required from CAS to assist with this project. f) Provide pricing for the entire project, including separate pricing with regard to the various aspects of the proposal being proposed Created (08/12) RFP Template Page 5 of 7

8 g) Warranties, where appropriate, and the periods and terms thereof, of any equipment to be purchased as part of your solution. h) A sample of your standard contract for proposed services. 7.3 Evaluation Criteria The evaluation criteria will be based on, but not limited to, the following: Criteria Experience Personnel and Qualifications Methodologies and Approaches Reasonableness of Costs Description Verifiable references for work done on similar projects, and in similar environments, will be evaluated. Proponents must identify the personnel that will work on the project. The qualifications and experience of these personnel are paramount, as is the commitment of the proponent to utilize the named personnel in the project. Substitutions may result in the revocation of any contract awarded. CAS will evaluate established methodologies, approaches and techniques. However, innovation is also encouraged. Proponents should demonstrate these established methodologies, approaches, techniques and innovative ideas. Costs will be evaluated not just on the lowest costs, but on the value of the proposed work to be done and the costs for this work. Proponents are therefore encouraged to submit detailed information on what work will be done and at what cost. Value Added Benefits Proponents should describe what sets them above other proponents; what value added services they provide that could distinguish them from other proponents. The order of the items listed in this Section should not be taken as an indication of the relative importance of any particular criteria in the evaluation process. EVALUATION CRITERIA WEIGHTING Qualifications and Experience 20% Project Deliverables 15% Submission 5% Other Factors 10% Financial Proposal 50% Total 100% 1631 Created (08/12) RFP Template Page 6 of 7

9 7.4 Selection Process The Proponent is urged to ensure that their Proposal is submitted in the most favourable terms in order to reflect the best possible potential, since less than best potential could result in exclusion of the Proposal from further consideration. The Agency reserves the right to accept or reject the lowest, or any or all submissions received. Proposals that do not provide all of the information required for the products and services proposed may not be considered. All Proposals shall be submitted by the Proponent on the understanding that the Proposals shall become the property of the Agency and may be made public by the Agency after appropriate consultation with the Proponent involved. a) Receive written responses from Proponents including all addenda (if applicable) b) Evaluation of proposals done by an Evaluating Committee comprised of the Sr. Director, Corporate Services, the Supervisor, Finance and the Supervisor, Finance & Administrative Services c) Interviews (if required) d) Recommendation e) Agreement, Purchase Order or Contract f) Notification of Award to all Bidders of Success Proponent Written communication, to the successful proponents of Notification of Award before the time of expiration specified by the Agency, shall result in a binding Contract without further action by either party. The Agency may accept an offer whether or not there are negotiations after its receipt. Negotiations conducted after receipt of an offer do not constitute a rejection or counteroffer by the Agency. BILL 7 INFORMATION Emp # FT/PT Classification Date Hired Wage Rate Reg. Hours % of Vacation Pay # wks worked on premises in last 26 1 FT Security Guard 31-May-11 $ % 26 2 PT Security Guard 16-Oct-13 $ % Created (08/12) RFP Template Page 7 of 7