Request for Proposal:
For the supply and delivery of
Consulting – Policy Development
July 2016
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STATEMENT OF CONFIDENTIALITY
All information within this RFQ, regardless of the communication form, is given in absolute confidence
and may not be disclosed without written permission from OFNTSC.
Contents
STATEMENT OF CONFIDENTIALITY ....................................................................................... 2
1. Introduction ........................................................................................................................... 3
1.1 Invitation to Bid ............................................................................................................... 3
1.2 Information about OFNTSC ............................................................................................ 3
2. Project Background .............................................................................................................. 3
2.1 Goals and Objectives ...................................................................................................... 3
2.3 Ontario First Nations Technical Services Corporation Contact ................................... 4
3. Instructions for Intent to Respond and Submitting Proposals .......................................... 4
4. Required Written Response ................................................................................................. 5
4.1 Company Information ..................................................................................................... 5
4.3 Pricing & Schedule ........................................................................................................ 6
5. Evaluation and Agreement Formation................................................................................. 6
5.1 Evaluation Criteria........................................................................................................... 6
5.2 Agreement Formation ..................................................................................................... 7
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1. Introduction
1.1 Invitation to Bid
The Ontario First Nation Technical Services Corporation invites submission of a proposal for the supply
and delivery of Legal Services according to the specifications, requirements and terms and conditions
set forth in this Request for Proposal (RFP). This RFP describes our current understanding of our
needs.
1.2 Information about OFNTSC
Ontario First Nations Technical Services Corporation is a non-profit, created in 1995 with a mandate
provided by all the chiefs in Ontario to provide technical infrastructure services to the 133 First Nations
communities in Ontario.
For further information, we encourage you to visit our website at www.ofntsc.org.
2. Project Background
2.1 Goals and Objectives
Ontario First Nation Technical Services Corp was established in 1995 to provide technical advisory services
to 133 First Nation communities in Ontario. The organization has grown in that time to 30 employees
providing advice and training in the service areas of:
Water and waste water, emergency planning, environment, fire protection, housing, infrastructure,
operations and maintenance.
The organization needs to retain and enter into a relationship with a consulting firm familiar with policy
development for a non profit Aboriginal organization. The proponent would work with a committee to review,
update and confirm policies and procedures that this corporation needs to have in place to ensure
management of risk.
2.1.1
2.1.2
2.1.3
Human Resource
Corporate Governance and operational
Financial Policy
Expectation would be that a proposal outlining up to 4 meetings with travel be held with committee of 6
to review, update and confirm policies. Initial meeting would be to scope of requirements, draft a set of
policies based on existing, best practice and include updates. Timeline would lead to full board
approval in the fall of 2016.
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2.3 Ontario First Nations Technical Services Corporation Contact
Suppliers will submit any inquiries, responses of intent to bid, clarification requests and submissions
related to this RFP to the following contact:
Shannin Metatawabin – Executive Director
Ontario First Nations Technical Services Corporation
111 Peter St. Suite 606
Toronto, Ontario M5V 2H1
[email protected]
Suppliers may not enter into communications with other Ontario First Nations Technical Services
Corporation staff about this RFP without the prior written permission of the individual listed above.
3. Instructions for Intent to Respond and Submitting Proposals
1. An exploratory conference call may be arranged to assist in the preparation of your written
response and presentation/demonstration. If so, you agree to absorb any costs incurred in so
doing. Please contact the individual listed in Section 2.3 should you need such a conference call.
To ensure that the same level of information is conveyed equally to all suppliers, Ontario First
Nations Technical Services Corporation reserves the right to share questions and responses with
all other suppliers.
2. You must submit two written hard copies and a separate electronic copy of your RFP response, so
that they are received by Ontario First Nations Technical Services Corporation by close of business
on 05 August 2016 Any response received after this date may be considered non-responsive, and
Ontario First Nations Technical Services Corporation would not be obligated to engage your
organization any further in our RFP process.
3. All responses and supporting documentation shall become the property of Ontario First Nations
Technical Services Corporation and will not be returned.
4. Ontario First Nations Technical Services Corporation ultimately reserves the right throughout this
process to select the supplier, goods, works and services that best meets its business requirements
and to hold discussions with any and all respondents.
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5. You must agree to the following conditions if you choose to respond to Ontario First Nations
Technical Services Corporation regarding this RFP:
a) Neither issuance of this RFP nor receipt of quotations represents a commitment on the part of
Ontario First Nations Technical Services Corporation.
b) If Ontario First Nations Technical Services Corporation chooses your organization, the
agreement contains the minimum terms and conditions that will be included in any binding
agreement between you and Ontario First Nations Technical Services Corporation. In your
submission to OFNTSC, you must indicate any issues you may have in accepting any of these
terms and conditions.
c) Ontario First Nations Technical Services Corporation will not be responsible for, or in any way
liable for, any costs incurred by suppliers in the preparation of any responses or presentations
relating to this RFQ/P.
6. This document is provided for the exclusive use of your organization and copies shall not be made
available to any other party, without written consent from the individual listed in Section 2.3. Both
you and Ontario First Nations Technical Services Corporation acknowledge that they may come in
contact with non-public information, which is considered confidential or proprietary to the other,
including this document itself. Each party agrees not to use such information for its own benefit or
allow it to be released to or used by others. Each party agrees to exercise reasonable care to
prevent disclosure to any third party.
7. Neither party shall use the name of the other in publicity releases, referrals, advertising, or similar
activity without the prior written consent of the other.
4. Required Written Response
Suppliers need to respond in a format that refers to the following sections and numbered items and
must specifically address each and every request for information contained herein. If you are unable to
comply with any information requested, an explanation must be provided as part of the response.
4.1 Company Information
1)
2)
3)
4)
List your company’s full name, corporate address, telephone number and fax number.
List your company’s primary contact and back-up contact for this RFP process. Please include
title, address, telephone number, fax number and email address.
Describe any conflicts of interest that your company may have in entering into a relationship
with Ontario First Nations Technical Services Corporation.
Complete Supplier Evaluation Form in Appendix 3.
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4.2 Terms and Conditions
a) Successful awarded supplier will be required to enter into a Master Agreement with Ontario First
Nations Technical Services Corporation. The agreement will be for duration required to install
and ensure training of staff on the information management system.
b) Payment: The terms of payment shall be 30 days after receipt of invoice.
4.3 Pricing & Schedule
Provide details of method of billing, itemized and timeline. Supplier must include detail of subcontracted services.
Event
RFP Release
Supplier’s Proposals
documents completed
Submission
&
Date
22-July -16
appendix 05-August-16
Finalists Selection
12- August-16
5. Evaluation and Agreement Formation
5.1 Evaluation Criteria
Ontario First Nations Technical Services Corporation will evaluate RFP and select a supplier, at its
discretion. A few criteria it may use, include, but are not limited to the following:
1. Quality, reputation and performance of supplier.
2. Thoroughness of quotation preparation.
3. Demonstrated excellence in service, support and warranties.
4. Competitive pricing with the capacity to provide advance and locked pricing as part of a very
demanding marketing schedule.
5. Ability to deliver the requested goods/and or services by the required dates.
6. Capability of supplier to identify all elements leading to understanding of the actual landed costs
by region/country and establish lead-time and fulfillment objectives.
Ontario First Nations Technical Services Corporation reserves the right to make an award based solely
on the RFP received, to modify the requirements prior to awarding, or to negotiate further with one or
more suppliers. Ontario First Nations Technical Services Corporation reserves the right to award a
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contract to the supplier who, in their sole opinion, provides the best combination of cost and quality
benefits.
5.2 Agreement Formation
RFP received will be carefully evaluated by Ontario First Nations Technical Services Corporation.
Ontario First Nations Technical Services Corporation will then conduct negotiations with the selected
suppliers. After negotiations have been conducted, Ontario First Nations Technical Services
Corporation will select the supplier or suppliers that, in its opinion, have made the best overall quotation
and execute a written agreement based on this RFP, the quotation submitted, and the negotiations
concerning these.
Issuance of this RFP, the preparation and submission of responses by suppliers and the subsequent
receipt and evaluation of responses by Ontario First Nations Technical Services Corporation shall not
commit OFNTSC to award a contract to any supplier. Furthermore, in no event shall choosing a
specific supplier for presentation, negotiations or otherwise be construed to create any legal obligations
on the part of Ontario First Nations Technical Services Corporation. Only the execution of a written
agreement by Ontario First Nations Technical Services Corporation and a supplier will be binding on
the relevant parties in accordance with the terms and conditions contained in such agreement.
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