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RFQ 0101-16-0016
RFQ Summary
1.1
Quotations are invited for the non-exclusive supply and delivery of Long-Term Care Homes
Uniforms for the City of Toronto’s Purchasing and Materials Management (Stores) various
locations for a period of Date of award to April 30, 2017, with the option to renew the Contract for
four (4) additional one (1) year option years all in accordance with the provisions and
specifications contained in this Request for Quotation (RFQ) and the City of Toronto's
Procurement Policies, the attached Appendix “C” - Price Form, and the City of Toronto Fair Wage
Policy and Labour Trades Contractual Obligations in the Construction Industry.
2.0
Terminology
2.1
Definitions
In this request for quotation, unless inconsistent with the subject matter or context:
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2.1.1
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1.0
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“Addendum” or “Addenda” means any document or documents issued by the City prior to the
Closing Deadline that changes the terms of the RFQ or contains additional information related to
the RFQ;
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“Agencies and Corporations” refer to bodies and organizations that have a direct reporting or
funding relationship with the City of Toronto or Council. The list of current organization name
and contact of agencies and corporations to be considered under this RFQ is available from the
following page on the City's website www.toronto.ca/abcc
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“Award” means the acceptance of a Quotation by the City in accordance with Chapter 195 of the
City of Toronto Municipal Code;
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"Bid" means a Bidder's response to the RFQ, which includes all of the documentation necessary
to satisfy the requirements of the RFQ, has the same meaning as "Quotation" and is used
interchangeably;
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“Bidder” means any legal entity that submits a Quotation in response to the RFQ;
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“Business Day” means any working day, Monday to Friday inclusive, excluding statutory and
other holidays, namely: New Year’s Day; Family Day; Good Friday; Easter Monday; Victoria
Day; Canada Day; Civic Holiday; Labour Day; Thanksgiving Day; Remembrance Day;
Christmas Day; Boxing Day and any other day which the City has elected to be closed for
business;
“Buyer” or "Senior Buyer" means the main contact person at the City for all matters related to the
RFQ process, as set out on the RFQ Cover Page;
"City" means the City of Toronto including all Agencies and Corporations of the City;
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“Closing Deadline” means the date and time specified on the RFQ Cover Page or any Addenda
issued by the City, as the date and time by which Bidders must submit their Quotation;
“Conflict of Interest” includes, but is not limited to, any situation or circumstance where:
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a) in relation to the RFQ process, the Bidder has an unfair advantage or engages in conduct,
directly or indirectly, that may give it an unfair advantage, including but not limited to (i)
having access to information in the preparation of its Quotation that is confidential to the
City and not available to other Bidders; (ii) communicating with any person with a view
to influencing preferred treatment in the RFQ process including the giving of a benefit of
any kind, by or on behalf of the Bidders to anyone employed by, or otherwise connected
with, the City ; or (iii) engaging in conduct that compromises or could be seen to
compromise the integrity of the open and competitive RFQ process and render that
process non-competitive and unfair; or
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b) in relation to the performance of its contractual obligations in the City contract, the
Vendor’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 judgement; or (ii) could or could be seen to compromise, impair or be
incompatible with the effective performance of its contractual obligations;
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“Council” means City Council;
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“Contract” means the binding agreement that is formed upon Award as confirmed by the issuance
of a purchase order, blanket contract or the execution of any written agreement by the City.
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“CPI” means The Consumer Price Index (CPI) is an indicator of changes in consumer prices
experienced by Canadians. It is obtained by comparing, over time, the cost of a fixed basket of
goods and services purchased by consumers.
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“Deliverables” means everything provided to the City in the course of performing the Contract or
agreed to be provided to the City under the Contract by the Vendor
"HST", means Harmonized Sales Tax;
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“including” means “including without limitation” and ”includes” means “includes without
limitation”; the use of the word “including” or “includes” is not intended to limit any statement
that immediately precedes it to the items immediately following it.
“may” and “should” used in this RFQ denote permissive (not mandatory);
“must”, “shall” or “will” used in this RFQ denote imperative (mandatory), meaning Quotations
not satisfying imperative (mandatory) requirements will be deemed to be non compliant and will
not be considered for Award of Contract.
“MFIPPA” means the Municipal Freedom of Information and Protection of Privacy Act;
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"Non-Compliant" means that the Quotation has failed one (1) or more mandatory requirement(s)
and will not be considered for Award;
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"Quotation" means a Bidder's response to the RFQ, which includes all of the documentation
necessary to satisfy the requirements of the RFQ, has the same meaning as "Bid" and is used
interchangeably;
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“Requirements of Law” mean all applicable requirements, laws, statutes, codes, acts, ordinances,
orders, decrees, injunctions, City by-laws, rules, regulations, policies, official plans, permits,
licences, authorisations, directions, and agreements with all authorities that now or at any time
hereafter may be applicable to either the Contract or the Deliverables or any part of them;
"RFQ" means this Request for Quotation inclusive of all Appendices, Schedules and any
Addenda that may be issued by the City;
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“Term” means the period of time from the effective date of the Award as evidenced by a City
purchase order, until the completion date of the Contract including any renewal options exercised
by the City as detailed in Section 4.0.
2.2
References to Labeled Provisions
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“Vendor” means the successful Bidder that has been awarded the Contract.
General Interpretation
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2.3
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Each reference in this Request for Quotation to a numbered or lettered “section”, “subsection”,
“paragraph”, “subparagraph”, “clause” or “subclause” shall, unless otherwise expressly indicated,
be taken as a reference to the correspondingly labelled provision of this Request for Quotation
(RFQ).
In this RFQ, unless the context otherwise necessitates:
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any reference to an officer or representative of the City shall be construed to mean the person
holding that office from time to time, and the designate or deputy of that person, and shall be
deemed to include a reference to any person holding a successor office or the designate or deputy
of that person;
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2.3.1
2.3.2
a reference to any Act, bylaw, rule or regulation or to a provision thereof shall be deemed to
include a reference to any Act, bylaw, rule or regulation or provision enacted in substitution
thereof or amendment thereof;
2.3.3
all amounts are expressed in Canadian dollars and are to be secured and payable in Canadian
dollars;
2.3.4
all references to time shall be deemed to be references to current time in the City;
2.3.5
a word importing only the masculine, feminine or neuter gender includes members of the other
genders; and a word defined in or importing the singular number has the same meaning when
used in the plural number, and vice versa;
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any words and abbreviations which have well-known professional, technical or trade meanings,
are used in accordance with such recognized meanings;
2.3.7
all accounting terms have the meaning recognized by or ascribed to those terms by the Chartered
Professional Accountants Canada (CPA Canada); and
2.3.8
all index and reference numbers in the RFQ or any related City document are given for the
convenience of Bidders and such must be taken only as a general guide to the items referred to. It
must not be assumed that such numbering is the only reference to each item. The documents as a
whole must be fully read in detail for each item.
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2.3.6
RFQ Process Terms and Conditions
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This RFQ process is governed by the terms and conditions in Appendix “A”.
Scope of Work and Associated Deliverables
3.1
For the non-exclusive supply and delivery of Long Term Care Homes Uniforms for the City of
Toronto’s Purchasing and Materials Management Division (Stores) locations.
3.2
Upon award, the successful Vendor may be required to attend a mandatory initial meeting with
Materials Management and Stores Contract Management group within five (5) business days of
notification from Materials Management and Stores. A quarterly mandatory meeting to review
contract performance for the duration of the contract may also be required. Failure to meet these
requirements will result in the cancellation of the contract.
3.3
Successful Vendor shall maintain a minimum of 20% of the annual volume, in various sizes with a
mixture split up proportionally to the annual requirements by size/type as indicated within the
attached Price Schedule, in-stock at all times and available for delivery as required within this
document. The City is committed, when nearing the end of the contract term, to purchase the held
inventory (to a maximum of 20%) given the vendor holds the appropriate proportions in the various
sizes/types as indicated above, providing that the successful vendor provides notification no less
than thirty (30) days prior to the end of the term of the contract.
3.4
Inventory must be held as finished goods, complete with logo, screening or embroidery as required
unless otherwise agreed in writing between Contract Manager and the Vendor.
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3.0
3.5
Inventory must be held in a suitable facility that prevents deterioration, mould or any other damage
to the product that may be caused by inappropriate storing conditions. Bidder shall identify the
specific address the inventory holding provision will be held; unless otherwise agreed in writing
between Contract Manager and the Vendor:
Street No.
___________
Street Name
_________________
City
Province
Postal Code
_________
___________
____________
Failure to identify a specific location will result in your bid being declared non-compliant. Please
state the address in the space provided above.
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The City reserves the right to audit the Vendor's facilities at any time during the RFQ process
and/or the Contract Term, including optional years, if any, (at the address on the front cover of the
RFQ and/or stated above) within five (5) business day upon written request by the City's Contract
manager. The purpose of the audit is to ensure that the Vendor keeps in-stock inventory to meet
delivery timelines. Failure to do so may result in the cancellation of the contract.
4.0
Term of Contract
4.1
Upon Award of this RFQ, the Vendor and the City will have a Contract for the Deliverables for a
period of one (1) year, with the option to renew the Contract for four (4) additional separate one (1)
year periods, all in accordance with the terms, conditions, and specifications contained in this RFQ
and any applicable City policy.
4.2
The decision to renew the Contract for any option term will be at the sole discretion of the City
and will be decided at least four (4) months in advance. All terms and conditions of the Contract
shall remain in effect and continue during the optional year(s), with the exception of any price
adjustment. The City may take into consideration the following into its decision to exercise any
option year:
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3.6
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Available budget;
The annual price adjustment;
Operational needs; and
Vendor performance during the contract including meeting timelines and Deliverables.
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CPI OPTION
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1.
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Included in the decision to accept any option year(s) of the Contract there will be a comparison
between the Vendor maximum % increase and the Consumer Price Index (CPI) – Table 4-4. We
may proceed with optional years based on the lesser % increase of the two options applied after the
Contracts end date.
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Included in the decision to accept any option year(s) of the Contract, is a price adjustment annually
effective applied after the Contract's end date in accordance with the annual Consumer Price
Index (CPI), Table 4-4 – Clothing and Footwear, for a twelve (12) month period.
Throughout the Term, the annual CPI will be assessed three (3) months prior to the annual renewal
date and adjusted at the time the option is being considered. All terms and conditions of the
Contract shall remain the same and continue during the extended Term.
2.
BIDDER'S MAXIMUM % INCREASE OPTION
Included in the decision to accept option year(s) of the contract is a market analysis, conducted by
the City for the goods included herein, at the time the option is being considered, comparing the
bidder’s change in price for the option year(s) to current market/industry conditions
Option Year 1: 2017 – 2018*
Option Year 2: 2018 – 2019*
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Option Year 3: 2019 – 2020*
Option Year 4: 2020 – 2021*
Renewal Term(s) will be based on the Contract award date. Award calculations for Option Years
will be based on a budgetary maximum amount of 3% CPI annually.
4.4
Option year quantities provided are estimates only and should not be interpreted as indicating a
minimum or maximum order quantity. These quantities are not guaranteed to be accurate and are
furnished without any liability to the City whether decreased or increased.
5.0
Site Meeting – Not Applicable
6.0
Quotation Response Requirements
6.1
General Response Requirements
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4.3
The following section lists the items that are to be included with your submission. Failure to
include mandatory items will result in your submission being found to be non-compliant and not
considered further.
6.1.2
Bidders must submit one (1) original (clearly marked and identified) and should submit one (1)
additional hard copy of their Quotation. In the event where there are deviations between the
original and any copies, the original hard copy shall prevail.
6.3
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If providing a Quotation on behalf of a corporation, the RFQ cover page must be signed by an
authorized signing officer who has the authority to bind the corporation. If the Bidder is not a
corporation, the cover page must be signed by an authorized signing officer, having the authority
to legally bind the Bidder to the extent permissible by the Requirements of Law. Bidders must
also indicate the receipt of all Addenda as indicated on the RFQ cover page.
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6.2.1
Request for Quotation Cover Page
Price Form – Appendix “C”
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6.1.1
In order for your Quotation to be considered, the Bidder must provide pricing on all items listed
in Appendix “C” - Price Form inclusive of Prompt Payment discounts where applicable.
Quotations that do not include pricing on all Deliverables listed will be declared NonCompliant.
6.3.2
The Bidder is to transcribe the grand total base bid price from the Appendix C - Price Form into
RFQ Cover Page 1 – Total Base Bid Price. In the event of any discrepancy between the
information provided in RFQ Cover Page 1 – Total Base Bid Price and the amount set out in the
Price Form, the Price Form shall govern.
6.3.3
Early Payment Discount
Discount terms for early payment cannot be earlier than 15 days from the receipt date of the
invoice by the City of Toronto, Corporate Accounts Payable unit.
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6.3.1
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6.3.3.1 If early payment terms are being offered, this must be indicated on Appendix C - Price Form. The
Total Base Bid Price will be calculated taking the total base bid price less the discount offered,
and will be applied against both the initial Term, and any subsequent renewal Term option(s) (if
applicable) in order to determine the evaluated bid price for the purposes of the award.
Optional Pricing
Where optional pricing is requested, the Bidder is required to provide pricing on all items as
specified in the optional pricing table within Appendix C – Price Form. Pricing on these items is
a mandatory requirement. Optional pricing is not calculated into the Total Base Bid Price, unless
notified otherwise. Optional pricing is required for informational purposes and will be used for
administering the Contract.
6.3.5
All prices, rates, and/or costs submitted by Bidders with respect to this Request for Quotation,
must include any and all expenses that may be anticipated and incurred by the Vendor while
providing the Products F.O.B. destination as specified in this RFQ.
No additional costs will be considered.
6.3.6
If at any time during the Contract period, including optional years, if any item(s) become(s)
discontinued or has an unsatisfactory lead time, the Vendor must submit to the City's Contract
administrator(s), a letter from the manufacturer stating when the product will be discontinued and
what model it is being substituted with. The Vendor shall offer the City the substituted item(s) at
the same unit cost as quoted in Schedule "A" – Price Form. In case where an item(s) is being
discontinued, but not being substituted, the Vendor must offer the City an equivalent, at the same
unit cost, as stated in Schedule "A" – Price Form. Equivalents must meet or exceed the original
item(s)'s specification and must be approved by the City's Contract administrator(s) prior to
shipping.
6.3.7
For firms that manufacture and/or market products identified within the Ontario Municipal
Hazardous Waste or Special Waste (MHSW), all fees payable to Stewardship Ontario are to be
included in the unit prices.
6.3.8
Bidders must provide ALL prices requested in the Price Form(s). Prices that are intended to be
zero cost/no charge to the City must be submitted in the space provided in Price Form(s) as
"$0.00", "0" or "zero". BIDDERS THAT DO NOT FULLY COMPLETE THESE FORMS
(SUCH AS LEAVING LINES BLANK), OR HAVE UNCLEAR ANSWERS (SUCH AS "N/A",
"-", OR "TBD", DASHES OR HYPHENS) WILL BE DECLARED NON-COMPLIANT.
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6.3.4
6.4
Volume Rebate – Not Applicable
6.5
Bid Security – Not Applicable
6.6
City Policies Submission Form(s) – Appendix "E"
The Policy Submission Form contains statements from different City of Toronto Policies. The
complete text of these policies can also be found on the City’s website at
http://www.toronto.ca/purchasing/policies.
Where applicable, the Bidder shall answer the
questions posed and include the submission form with the completed Request for Quotation,
failure to do so will result in the Bidder being declared Non-Compliant,
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6.7
Bidders must be authorized sellers or resellers for the Products listed in Appendix “C” - Price
Form and must hold title to any equipment that will be installed or removed. If requested by the
City, Bidders must submit written verification of current and valid authorization, satisfactory to
the City, prior to Award. Failure to submit written verification of authorization, satisfactory to the
City within a time frame specified by the City will result in the Quotation being declared NonCompliant.
6.8
Literature – Not applicable
6.9
Bidder References
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6.7.1
Bidder Qualifications
Bidders must submit a minimum of two (2) references from companies, for whom the Bidder has
satisfactorily supplied and delivered and provided warranty maintenance in the past two (2)
years which may be provided in the form provided for this purpose in Appendix "D". Atleast one
(1) reference must be a government agency or similarly sized corporation.
6.9.2
The City may contact the references provided. Should any reference fail to confirm that the
services listed in Section 3.0 were performed in a satisfactory manner; the Quotation will be
declared Non-Compliant. Quotations with incomplete reference information may be declared
Non-compliant.
6.9.3
Bidders must complete the information in Appendix “D’ to provide the City with confirmation of
your experience. Failure to do so will result in the Bid being declared Non-compliant. Failure to
list government agencies or similarly sized corporations as a reference in one (1) or both fields
will result in the bid being declared non-compliant.
6.10 Samples
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6.9.1
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6.10.1 If requested, Bidders shall submit SAMPLE OF EACH ITEM IDENTIFIED IN APPENDIX
“C” - PRICE FORM IN A SIZE THAT DEMONSTRATES ALL SPECIFICATIONS
LISTED IN THIS RFQ within five (5) Business Days of request at no cost to the City. Failure
to provide the sample within the specified period may result in the bid being declared Noncompliant. The sample shall include all related operating and warranty manuals as applicable.
Should the Products fail to meet the specifications in this RFQ, the Quotation will be declared
non-compliant.
6.10.2 Samples may be returned to all unsuccessful Bidders provided for evaluation in an "as is"
condition. The City will not be responsible for any damage to samples during the evaluation
testing process.
6.10.3 All samples must be delivered to, Attention: Sue Chakraborti, 100 Queen Street West, 17th
Floor, West Tower, Toronto, Ontario M5H 2N2.
6.10.4 Upon award an e-mail notification will be sent to all Bidders who have submitted a sample. Pick
up of samples is required within fourteen (14) Business days of the email notification date.
Failure to do so will result in your samples being disposed of. If you are the successful
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Vendor your samples will be held as a control sample for the duration of the contract including
optional years.
Award
7.1
Subject to the process terms contained in Appendix "A" and the City's procurement policies, it is
the intent of the City to award a Contract to one (1) Bidder based on the Bidder meeting
specification and providing the lowest total base bid price cost as shown in Appendix “C” – Price
Form inclusive of prompt payment.
7.2
Upon award the City will confirm with the Vendor, the Deliverables, date(s) and any other
instructions related to the Deliverables being provided.
7.3
The provision of Deliverables shall not commence until a signed Contract for the Deliverables is
issued and a Contract Release Order (CRO) has been issued.
7.4
The intention is to award a Contract to the overall lowest Bidder whose Quotation meets the
requirements of this Request for Quotation based on the initial contract period.
7.5
The City may upon request, agree to permit other publicly funded organizations within the City of
Toronto to purchase against any Contract which may result from this RFQ. The City reserves the
right to add or delete City Divisions/Agencies/Boards or Commissions and /or delivery locations
during the term of the contract.
7.6
Shall the City of Toronto require additional, unforeseen related items, for health and safety and/or
brand recognition purposes, other than those listed in Schedule “A” – Price Form during the term
of the contract, the City of Toronto reserves the right to request for pricing for the additional
requirements by requesting a quote from the Vendor. Any additional requirements shall be added to
the Successful Bidder's existing contract and the same Terms and Conditions shall apply. Unit price
per additional requirement is to remain firm for the duration of the contract.
7.7
A miscellaneous amount of 25% will be added to the contract upon award for addition, unforeseen
related items.
8.0
Disclosure of Information
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7.0
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After award, the Vendor acknowledges that the City may inform its Agencies and Corporations of
the Vendor's Contract with the City. If the Vendor wishes to provide the same Deliverables to the
City's Agencies and Corporations, it shall use commercially reasonable efforts to negotiate for the
purpose of entering into separate and distinct contracts with the City's Agencies and Corporations
based on the same or comparable terms (including price and duration) as are set out in the City's
Contract with the Vendor. The Vendor further acknowledges that the City shall not be liable for
any separate contracts negotiated with the City's Agencies and Corporations by the Vendor.
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9.0
Specifications
9.1
General Specifications
Bidders must provide a quote for Product(s) and/or Service(s) that meet or exceed the minimum
specifications and requirements detailed in specification number 018E-01HA in Appendix D
included in this request for quotation.
9.1.2
The Deliverables being supplied in this RFQ must be new and certified by the Vendor, and free of
encumbrance. Refurbished, rebuilt, or used Products will not be acceptable.
9.1.3
All specifications are minimum requirements that must be met or exceeded. Bids containing one
or more items that do not meet or exceed the minimum specifications will be declared NonCompliant.
9.1.4
With Bid submission or within ten (10) business days of request, Bidders must provide the
information (where is states “Specify: _________”) as requested in Specification 018E-01HA.
9.2.1
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General Dimension Tolerances
Refer to Section 4.7.1 in the Specification in Appendix D.
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9.1.1
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10.0 Quantity
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10.1 Quantities provided are estimates only and should not be interpreted as indicating a minimum or
maximum order quantity. The quantities shall be used as a basis for comparison upon which the
award will be made. These quantities are not guaranteed to be accurate and are furnished without
any liability to the City whether decreased or increased.
11.0 Material Safety Data Sheets (MSDS)
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11.1 Refer to Section 2.3 in the Specification in Appendix D.
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12.0 Delivery and Installation
12.1 A guaranteed period of delivery of no longer than ninety (90) business days upon receipt of initial
Contract Release Order (CRO) is required, and five (5) business days upon receipt of CRO’s for
subsequent orders
12.2 The Vendor must deliver the specified Deliverables as per their Quotation without substitution or
deviation, unless otherwise notified by e-mail from the Contract Manager.
12.3 The delivery locations and addresses for stores to be used for this RFQ are as follows:
PMMD:
East Scarborough Ellesmere (ESE)
1050 Ellesmere Road
Scarborough, ON M1P 2X3
Islington Warehouse (MAIN)
799 Islington Avenue
Toronto, ON M8Z 5W8
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Toronto Water:
Commissioners Street Warehouse (STW1)
545 Commissioners St
Toronto, ON, M4M 1A5
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Finch Yard (NTW1)
1026 Finch Ave West
Toronto, ON M3J 2E1
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Parks, Forestry & Recreation:
Parks Forestry & Rec (SPR1)
50 Booth Avenue,
Toronto, ON, M4M 2M2
Ashbridges Bay Treatment Plant (STW4)
9 Leslie Street
Toronto, ON, M4M 3M9
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EMS:
General Stores (NES1); Automotive Stores (NES2)
4330 Dufferin Street
Toronto, ON M3H 5R9
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Fire Services:
Quartermasters, (WFR1)
15 Rotherham Avenue
Toronto, ON, M6M 1L9
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Note: Regular deliveries may be extended to one or more warehouses (locations to be identified
at a later time). There may be specific requirements for drop shipments to locations other than
those listed and to the extended warehouses.
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12.4 If applicable, please specify the minimum dollar value for Direct Shipments (Drop ship) to
locations other than those noted above (within GTA): $___________. Should this value not be
attained, please specify the Direct Shipment (Drop Ship) fee applicable: $ ____________
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12.5 Deliveries will be as and when required throughout the term of the contract.
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12.6 Delivery is identified as FOB destination.
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12.7 The Vendor acknowledges that due to City operations, the City may issue a minimum order for the
product of $100.
12.8 Deliveries should be made between the hours of 7:30 am and 2:30 pm.
12.9 Late Delivery, partial shipments or shipment of unauthorized Product may result in the Contract
being cancelled.
12.10 A hard copy packing slip must accompany the products delivered and include at a minimum, the
purchase order number, the requisitioner's name and address, a description of the items delivered
complete with serial numbers, part numbers, and quantity shipped.
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13.0 Return of Products
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13.1 Should the Product fail to work upon arrival, or within thirty (30) days of arrival, the Product will
be returned for a complete exchange of new working Product (same make and model), at no cost
to the City. The Product must be exchanged within five (5) business days of notification. The
Warranty Period of the replaced Product will be deemed to date from the day of replacement.
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13.2 If the Product(s) do not function as warranted and the problem cannot be resolved to the
satisfaction of the City, then the Product(s) may, at the sole discretion of the City, be returned for a
full refund.
14.0 Warranty
14.1 Refer to Section 4.5 in the Specification in Appendix D.
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16.0 Performance Security - Not Applicable
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15.0 Insurance (Refer to Appendix B – General Contract Terms and Conditions)
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17.0 Occupational Health and Safety
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17.1 Bidders are required to submit a properly commissioned (**) Occupational Health and Safety
Statutory Declaration (“OHSA Declaration”) in the form attached to this Quotation Request prior
to award. (Form can be found in Appendix "D" – Supplementary Forms).
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17.2 If a properly commissioned OHSA Declaration is not submitted with your Quotation, the City may
provide a Bidder with an opportunity to submit the required OHSA Declaration within five (5)
working days of such written request. Failure to submit the OHSA Declaration in response to that
written request or the inability of the Bidder to satisfy the requirements set out in the OHSA
Declaration are grounds for default. The City may also consider previous OHSA violations as
grounds for rejection of a Quotation and the City may terminate any contract arising from this
Request for Quotation if the Bidder is continuously in violation of OHSA requirements.
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17.3 In the event that a Bidder is unable to satisfy the OHSA Declarations requirements, Bidders are
advised Occupational Health and Safety training is available to Ontario contractors through the
Construction Safety Association. That training should enable Bidders to identify whether further
training is necessary to satisfy the requirements of the OHSA Declaration on future
Tender/Quotation/Request for Proposal submissions.
17.4 The following persons, by virtue of their office, are Commissioners for taking affidavits in Ontario:
Members of the Legislative Assembly, Provincial judges and justices of the peace, and barristers
and solicitors entitled to practise law in Ontario.
18.0 OTHER TERMS – Not Applicable
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APPENDIX “A” REQUEST FOR QUOTATIONS PROCESS TERMS AND CONDITIONS
1. Bidder’s Responsibility
(1) It shall be the responsibility of each Bidder:
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a) to examine all the components of this Request for Quotations (RFQ), including all appendices, forms
and Addenda;
b) to acquire a clear and comprehensive knowledge of the required Deliverables before submitting a
Quotation;
c) to become familiar and (if it becomes a successful Bidder) comply with all of the terms and
conditions contained in this RFQ and the City’s Policies and Legislation set out on the City of
Toronto website at: www.toronto.ca/tenders/index.htm
(2) The failure of any Bidder to receive or examine any document, form, addendum, or policy shall not
relieve the Bidder of any obligation with respect to its Quotation or any purchase order issued based
on the Bidder’s Quotation.
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2. City Contact and Questions
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(1) All contact and questions concerning this RFQ should be directed in writing to the City employee(s)
designated as “Buyer” in the RFQ.
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(2) No City representative, whether an official, agent or employee, other than those identified as
“Buyer” or the Chief Purchasing Official or his/her delegate are authorized to speak for the City with
respect to this RFQ, and any Bidder who uses any information, clarification or interpretation from
any other representative does so entirely at the Bidder’s own risk.
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(3) Not only shall the City not be bound by any representation made by an unauthorized person, but any
attempt by a Bidder to bypass the RFQ process may be grounds for rejection of its Quotation.
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(4) Commencing from the issue date of this RFQ until the time of any ensuing Award, no
communication shall be made by any person, including potential Bidders, or its representatives,
including a third-person representative employed or retained by it (or any unpaid representatives
acting on behalf of either), to promote its Quotation or oppose any competing Quotation, nor shall
any potential Bidder, or its representatives, including a third-person representative employed or
retained by it (or any unpaid representatives acting on behalf of either), discuss this RFQ or its
Quotation with any City staff, City officials or Council member(s), other than a communication with
the "City Contact" identified on page 1 on this RFQ.
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(5) Communications in relation to this RFQ outside of those permitted by the applicable procurement
policies and this RFQ document contravene the Lobbying By-law, an offence for which a person is
liable to a maximum fine of $25,000.00 on a first conviction and $100,000.00 on each subsequent
conviction. In addition, the City's Procurement Processes Policy provides that any Bidder found in
breach of the policy may be subject to disqualification from the call or a future call or calls at the
discretion of Council.
(6) Notwithstanding anything to the contrary set out in this document, the obligations with respect to
lobbying as set out in the City of Toronto Municipal Code, Chapter 140 shall apply. The links to the
City's Procurement Processes Policy, Lobbying By-Law and Interpretive Bulletin on Lobbying and
Procurement are as follows:
http://www.toronto.ca/citybusiness/pdf/policy_procurement_process.pdf
http://www.toronto.ca/legdocs/municode/1184_140.pdf
http://www.toronto.ca/lobbying/pdf/interpretation-bulleting_lobbying-procurements.pdf
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3. Addenda
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If it becomes necessary to revise any part of this RFQ, the revisions will be by Addendum posted
electronically in Adobe PDF format on the City’s website at www.toronto.ca/calldocuments.
Bidders and prospective Bidders SHOULD MONITOR THAT SITE as frequently as they deem
appropriate until the day of the Deadline. Only answers to issues of substance will be posted. The
City reserves the right to revise this RFQ up to the Closing Deadline. When an Addendum is issued
the date for submitting Quotations may be revised by the City if, in its opinion, the City determines
more time is necessary to enable Bidders to revise their Quotations.
All Bidders must acknowledge receipt of all Addenda in the space provided on the Quotation
Submission Form.
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The City’s Purchasing and Materials Management Division will make reasonable efforts to issue the
final Addendum (if any) no later than two (2) days prior to the Deadline.
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4. Exceptions to Mandatory Terms and Conditions
If a Bidder wishes to suggest a change to any mandatory term or condition set forth in any part of
this RFQ it should notify the Buyer in writing not later than three (3) Business Days before the
Closing Deadline. The Bidder must clearly identify any such term or condition, the proposed change
and the reason for it. If the City wishes to accept the proposed change, the City will issue an
Addendum as described in the article above titled Addenda. The decision of the City shall be final
and binding, from which there is no appeal. Changes to mandatory terms and conditions that have
not been accepted by the City by the issuance of an Addendum are not permitted and any Quotation
that takes exception to or does not comply with the mandatory terms and conditions of this RFQ will
be rejected.
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5. Omissions, Discrepancies and Interpretations
A Bidder who finds omissions, discrepancies, ambiguities or conflicts in any of the RFQ
documentation or who is in doubt as to the meaning or has a dispute respecting any part of the RFQ
should notify the Buyer noted in this RFQ in writing. If the City considers that a correction,
explanation or interpretation is necessary or desirable, the City will issue an Addendum as described
in the article above titled Addenda. The decision and interpretation of the City respecting any such
disputes shall be final and binding, from which there is no appeal. No oral explanation or
interpretation shall modify any of the requirements or provisions of the RFQ.
6. Incurred Costs
The City will not be liable for, nor reimburse, any potential Bidder or Bidders, as the case may be,
for costs incurred in the preparation and submission of any Quotation.
7. Limitation of Liability
The City shall not be liable for any costs, expenses, loss or damage incurred, sustained or suffered by
any Bidder prior, or subsequent to, or by reason of the acceptance or the non-acceptance by the City
of any Quotation, or by reason of any delay in acceptance of a Quotation, except as provided in this
RFQ.
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8. Post-Submission Adjustments and Withdrawal of Quotations
(1) No unilateral adjustments by Bidders to submitted Quotations will be permitted.
(2) A Bidder may withdraw its Quotation prior to the Closing Deadline any time by notifying the Buyer
designated in this RFQ in writing.
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(3) A Bidder who has withdrawn a Quotation may submit a new Quotation, but only in accordance with
the terms of this RFQ.
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(4) After the Closing Deadline each submitted Quotation shall be irrevocable and binding on Bidders for
a period of 90 days.
(5) If the City makes a request to a Bidder for clarification of its Quotation, the Bidder will provide a
written response within 48 hours accordingly, unless otherwise indicated, which shall then form part
of the Quotation.
9. No Collusion or Unethical Conduct
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(1) No Bidder may discuss or communicate about, directly or indirectly, the preparation or content of its
Quotation with any other Bidder or the agent or representative of any other Bidder or prospective
Bidder. If the City discovers there has been a breach at any time, the City reserves the right to
disqualify the Quotation or terminate any ensuing contract.
(2) By submitting a Quotation in response to this Quotation Request, the Bidder certifies that:
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a) the prices in the Quotation have been arrived at independently of those of any other Bidder;
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b) the prices in the Quotation have not been knowingly disclosed by the Bidder, and will not knowingly
be disclosed by the Bidder prior to the award of purchase, directly or indirectly, to any other Bidder
or competitor; and
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c) no attempt has been made, or will be made, to induce any other person to submit or not to submit a
Quotation, for the purpose of restricting competition.
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(3) Bidders must not have common ownership, directors, or management, or any other affiliation,
connection, association or attachment with each other that may be deemed to compromise the
principle of competition. Bidders must disclose any arrangements with other Bidders (including but
not limited to subcontracting) that may reasonably be deemed to compromise the principle of
competition, at or prior to the Closing Deadline.
10. Prohibition against Gratuities
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(1) No Bidder and no employee, agent or representative of the Bidder, may offer or give any gratuity in
the form of entertainment, participation in social events, gifts or otherwise to any officer, director,
agent, appointee or employee of the City in connection with or arising from this RFQ, whether for the
purpose of securing a contract or seeking favourable treatment in respect to the award or amendment
of the contract or influencing the performance of the contract, including without restriction
enforcement of performance standards, or expressing appreciation, or providing compensation, for the
award of a contract or for performance of the City's obligations thereunder or for conferring favours
or being lenient, or in any other manner whatsoever.
(2) If the City determines that this article has been breached by or with respect to a Bidder, the City may
exclude its Quotation from consideration, or if a contract has already been entered into, may terminate
it without incurring any liability.
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11. Conflicts of Interest/Unfair Advantage
(1) In its Quotation, the Bidder must disclose to the City any potential conflict of interest that might
compromise the performance of the work or which might reasonably compromise or provide the
Bidder an unfair advantage in the bidding process. If such a conflict of interest does exist, the City
may, at its discretion, refuse to consider the Quotation.
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(2) The Bidder must also disclose whether it is aware of any City employee, Council member or member
of a City agency, board or commission or employee thereof having a financial interest in the Bidder
and the nature of that interest. If such an interest exists or arises prior to the award on any contract,
the City may, at its discretion, refuse to consider the Quotation or withhold the awarding of any
contract to the Bidder until the matter is resolved to the City’s sole satisfaction.
12. Quasi-Criminal/Criminal Activity of a Proponent
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(1) The City may reject a Quotation or Bidder if the City:
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(3) Bidders are cautioned that the acceptance of their Quotation may preclude them from participating as
a Bidder in subsequent projects where a conflict of interest may arise. The Bidder for this project
may participate in subsequent/other City projects provided the Bidder has satisfied pre-qualification
requirements of the City, if any, and in the opinion of the City, no conflict of interest would adversely
affect the performance and successful completion of an agreement by the Bidder.
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a) confirms that the Bidder or any individual that owns, directs, or controls the Bidder has been charged
with or convicted of an offence under the Criminal Code, an offence under other applicable
Requirements of Law, or an offence pursuant to similar laws outside of Ontario, or has been named
in an order or similar enforcement measure by a regulatory authority;
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b) determines that this charge or conviction or order is material to the given procurement; and
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c) determines that, in light of this charge or conviction, awarding the Bidder could compromise the
delivery of the deliverables or would otherwise undermine the business reputation of the City of the
public's confidence in the integrity of the call process
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13. Failure or Default of Bidder
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(1) If the Bidder, for any reason, fails or defaults in respect of any matter or thing which is an obligation
of the Bidder under the terms of the RFQ, the City may at its option:
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a) Consider that the Bidder has submitted a non-compliant Bid, whereupon the City may also rescind
any acceptance of the [Proposal/Bid] as null and void; or
b) Consider that the Bidder has abandoned any Agreement and require the Bidder to pay the City the
difference between its Quotation and any other Quotation which the City accepts, if the latter is for a
greater amount and, in addition, to pay the City any cost which the City may incur by reason of the
Bidder’s failure or default. The Bidder shall be ineligible to submit a new Quotation for any Call that
the City is required to reissue as a result of the Bidder's failure or default or where the City deems
that the Bidder has abandoned the Agreement.
14. Acceptance of Quotations
(1) The City shall not be obliged to accept any Quotation in response to this RFQ.
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(2) The City may modify and/or cancel this RFQ prior to accepting any Quotation.
(3) Quotations may be accepted or rejected in total or in part.
(4) The lowest quoted price may not necessarily be accepted by the City.
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(5) In determining which Quotation provides the best value to the City, consideration may be given to
the past performance of any Bidder.
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(6) Quotations which are incomplete, not completed in ink, conditional or obscure or which contain
additions not called for, erasures or alterations of any kind may be rejected.
(7) The City reserves the right to waive immaterial defects and minor irregularities in any Quotation.
(8) Quotations not completed in non-erasable medium and signed in ink shall be rejected.
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(9) The City reserves the right to verify the validity of information submitted in the Quotation and may
reject any Quotation where, in the City’s sole estimation, the contents appear to be incorrect,
inaccurate or inappropriate.
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(10) The City reserves the right to assess the ability of the Bidder to perform the contract and may reject
any Quotation where, in the City’s sole estimation, the personnel and/or resources of the Bidder are
insufficient.
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(11) The City may reject a Quotation if it determines, in its sole discretion, that the Quotation is
materially unbalanced. A Quotation is materially unbalanced when:
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a) it is based on prices which are significantly less than cost for some items of work and prices
which are significantly overstated in relation to cost for other items of work; and
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b) the City had determined that the Quotation may not result in the lowest overall cost to the City
even though it may be the lowest submitted Quotation; or
c) it is so unbalanced as to be tantamount to allowing an advance payment.
15. Currency
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16. Tied Bids
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Unless otherwise stated herein, prices quoted are to be in Canadian dollars.
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In the event that the City receives two or more Quotations identical in price, the City reserves the right to
select one of the tied Quotations by way of a coin toss (in the case of two identical bids), or lottery (in the
case of more than two identical bids).
17. Mathematical Errors
In the event of mathematical errors found in the pricing pages, the unit prices quoted shall prevail.
Extensions and totals will be corrected accordingly and adjustments resulting from the correction will be
applied to the total price quoted.
18. City Confidential Information
(1) City Confidential Information provided by City staff to any Bidder or prospective Bidder in
connection with, or arising out of this RFQ, the Deliverables or the acceptance of any Quotation:
a) is and shall remain the property of the City;
b) must be treated by Bidders and prospective Bidders as confidential;
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c) must not be used for any purpose other than for replying to this RFQ, and for fulfillment of any
related subsequent contract.
19. Ownership and Disclosure of Quotation Documentation
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(1) The documentation comprising any Quotation submitted in response to this RFQ, along with all
correspondence, documentation and information provided to the City by any Bidder in connection
with, or arising out of this RFQ, once received by the City:
a) shall become a record of the City;
b) shall become subject to the Municipal Freedom of Information and Protection of Privacy Act
("MFIPPA"), and may be released, pursuant to that Act and other Requirements of Law.
(2) Because of MFIPPA, Bidders should identify in their Quotation any scientific, technical, commercial,
proprietary or similar confidential information, the disclosure of which could cause them injury.
(3) Each Bidder’s name and quoted total base price shall be made public.
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(4) By submitting a Quotation, the Bidder acknowledges that it will be made available to members of
City Council and Committees on a confidential basis and may be released to members of the public
pursuant to an access request made under MFIPPA and other Requirements of Law.
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20. Intellectual Property Rights
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Each Bidder warrants that the information contained in its Quotation does not infringe any third party
intellectual property right and agrees to indemnify and save harmless the City, its staff and its consultants,
if any, against all claims, actions, suits and proceedings, including all costs incurred by the City brought
by any person in respect of the infringement or alleged infringement of any patent, copyright, trademark,
or other intellectual property right in connection with their Quotation.
21. Governing Law
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This RFQ and any Quotation submitted in response to it and the process contemplated by this RFQ shall
be governed by the laws of the Province of Ontario. Any dispute arising out of this RFQ or this RFQ
process will be determined by a court of competent jurisdiction in the Province of Ontario.
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APPENDIX "B" GENERAL CONTRACT TERMS AND CONDITIONS
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In addition to any other terms and conditions contained elsewhere in this RFQ, the following terms and
conditions shall form part of the Contract between the City and the Vendor and are deemed to be
incorporated into and take precedence over the terms of any purchase order(s) issued in connection with
this RFQ. The order of precedence shall be:
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(i) the RFQ, including any appendices, schedules and Addenda;
(ii) the purchase order; and
(iii) the Quotation;
1. Compliance with Laws
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The Vendor will be required to comply, at its sole expense, with all applicable Requirements of Law
(including, without limitation, the City's Fair Wage and other policies or by-laws applicable to the City's
vendors, the Ontario Fire Code, the Ontario Employment Standards Act, the Ontario Human Rights Code,
the Ontario Labour Relations Act, the Workplace Safety and Insurance Act, the Income Tax Act and
Occupational Health and Safety requirements) in relation to the provision of any Services, including the
obtaining of all necessary permits and licences, and shall submit proof of such compliance to the City,
upon request, and the Vendor shall indemnify and save the City harmless from any liability or cost
suffered by it as a result of the vendor's failure to comply with this provision.
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2. Non-Exclusivity
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The awarding of a Contract to a Vendor shall not be a guarantee of exclusivity.
3. Confidentiality
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The Vendor shall treat as confidential all information of any kind which comes to the attention of the
Vendor in the course of carrying out the Services and shall not disseminate such information for any
reason without the express written permission of the City or otherwise in accordance with MFIPPA or
other applicable privacy law. The Vendor may be required to enter into a detailed confidentiality and
conflict of interest agreement in a form satisfactory to the City Solicitor.
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4. Conflict of Interest
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The Vendor shall: (a) avoid any Conflict of Interest in the performance of its contractual obligations; (b)
disclose to the City without delay any actual or potential Conflict of Interest that arises during the
performance of its contractual obligations; and (c) comply with any requirements prescribed by the City
to resolve any Conflict of Interest. In addition to all other contractual rights or rights available at law or
in equity, the City may immediately terminate the Contract upon giving notice to the Vendor where: (a)
the Vendor fails to disclose an actual or potential Conflict of Interest; (b) the Vendor fails to comply with
any requirements prescribed by the City to resolve or manage a Conflict of Interest; or (c) the Vendor’s
Conflict of Interest cannot be resolved to the City's reasonable satisfaction.
5. Indemnities
(1) The Vendor shall indemnify and save harmless the City of Toronto, its Mayor, Members of Council,
officers, employees, and agents from and against any losses, liens, charges, claims, demands, suits,
proceedings, recoveries and judgments (including legal fees and costs) arising from or related to the
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Vendor's performance or non-performance of its obligations, including payment obligations to its
approved subcontractors and suppliers and others, and including or breach of any confidentiality
obligations under the Contract or infringement, actual or alleged of any Canadian, American or other
copyright, moral right, trade-mark, patent, trade secret or other thing with respect to which a right in the
nature of intellectual/industrial property exists.
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(2) Upon assuming the defence of any action covered under this sub-article the Vendor shall keep City of
Toronto reasonably informed of the status of the matter, and the Vendor shall make no admission of
liability or fault on City of Toronto's part without City of Toronto's written permission.
Intellectual Property Indemnity
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The Vendor shall indemnify and save harmless the City of Toronto, its Mayor, Members of Council,
officers, employees, and agents from and against any losses, liens, charges, claims, demands, suits,
proceedings, recoveries and judgements (including legal fees and costs) arising from infringement,
actual or alleged, by the Quotation, its use or misuse, or by any of the deliverables developed or
provided or supplied under or used in connection with the Services (including the provision of the
Services themselves), of any Canadian, American or other copyright, moral right, trade-mark, patent,
trade secret or other thing with respect to which a right in the nature of intellectual/industrial
property exists.
Employment & WSIB Indemnity
6. Insurance
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Nothing under this Agreement shall render the City responsible for any employment, benefit or
termination liability (including those under or in connection with the Workplace Safety and
Insurance Act, 1997 or any successor legislation ("WSIA"), whether statutorily required, at common
law or otherwise, resulting from Services supplied under this Agreement by persons employed or
otherwise engaged by the Vendor. In the event that employment related costs, or other related
responsibility falls to the City for any reason whatsoever, the Vendor agrees to indemnify the City
for such costs.
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The successful Vendor agrees to purchase and maintain in force, at its own expense and for the duration
of the services, the following policies of insurance, which policies shall be in a form and with an insurer
acceptable to the City. A certificate evidencing these policies signed by the insurer or an authorized
agent of the insurer must be delivered to the City prior to the commencement of services:
(Limits of coverage shown below are standard minimal, in 1, 2 and 3)
1.
Commercial General Liability provided that the policy:
(i) is in the amount of not less than Two Million Dollars ($2,000,000.00), per occurrence;
(ii) adds the City of Toronto as an additional insured;
(iii) includes Non Owned Automobile Liability, Employer's Liability and/or Contingent Employer's
Liability, and any other provision relevant to the services;
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(iv) includes a clause which will provide the City with thirty (30) days' prior written notice of
cancellation (15 days if cancellation is due to non-payment of premium).
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Notwithstanding anything to the contrary contained in this Agreement, kept in full force and effect
for a period of time ending no sooner than TWO YEARS after the termination or expiry of this
Agreement, as the case may be.
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2. Automobile Liability insurance with a minimum limit of One Million Dollars ($1,000,000) for all
owned or leased licensed motorized vehicles used in the performance of services.
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It is understood and agreed that the coverage and limits of liability noted above are not to be construed
as the limit of liability of the vendor in the performance of services. It is also agreed that the above
insurance policies may be subject to reasonable deductible amounts, which deductible amounts shall be
borne by the vendor. At the expiry of the policies of insurance, original signed Certificates evidencing
renewal will be provided to the City without notice or demand.
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The successful vendor is responsible for any loss or damage whatsoever to any of its materials, goods,
equipment or supplies and will maintain appropriate all-risk coverage as any prudent owner of such
materials, goods, supplies and equipment. The successful vendor shall have no claim against the City or
the City’s insurers for any damage or loss to its property and shall require its property insurers to waive
any right of subrogation against the City.
7. No Assignment
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The Vendor shall not assign any part of the Contract nor any interest therein without the prior written
consent of the City, which consent shall not be unreasonably withheld. However, such written
consent shall not under any circumstances relieve the Vendor of its liabilities and obligations under
this RFQ and the Contract, including the terms of this RFQ.
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8. Subcontractors
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(1) The Vendor shall be solely responsible for the payment of every subcontractor employed, engaged, or
retained by it for the purpose of assisting it in the performance of its obligations under the contract. The
Vendor shall coordinate the provision of the Deliverables by its subcontractors in a manner acceptable
to the City, and ensure that they comply with all the relevant requirements of the Contract.
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(2) The Vendor shall be liable to the City for all costs or damages arising from acts, omissions,
negligence or willful misconduct of its subcontractors.
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9. Personnel and Performance
(1) The Vendor must make available appropriately skilled workers, consultants or subcontractors, as
appropriate, and must be able to provide the necessary materials, tools, machinery and supplies to
fulfill its obligations under the Contract.
(2) The Vendor shall be responsible for its own staff resources and for the staff resources of any
subcontractors and third-party service providers.
(3) The Vendor will ensure that its personnel (including those of approved subcontractors), when using
any City buildings, premises, equipment, hardware or software shall comply with all security policies,
regulations or directives relating to those buildings, premises, equipment, hardware or software.
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(4) Personnel assigned by the Vendor to provide the deliverables (including those of approved
subcontractors) may also, in the sole discretion of the City, be required to sign confidentiality and
conflict of interest agreement(s) satisfactory to the City Solicitor.
10. Independent Contractor
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The Vendor and the City agree and acknowledge that the relationship of the City and the Vendor is one of
owner and independent contractor and not one of employer-employee. Neither is there any intention to
create a partnership, joint venture or joint enterprise between the Vendor and the City.
11. Warranties and Covenants
The Vendor represents, warrants and covenants to the City (and acknowledges that the City is relying
thereon) that any deliverable resulting from or to be supplied or developed under the Contract will be in
accordance with the City’s functional and technical requirements (as set out in the RFQ) and, if applicable,
will function or otherwise perform in accordance with such requirements.
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12. Ownership of Intellectual Property and Deliverables
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The City will own all intellectual property rights, including (without limitation) copyright, in and to all
deliverables provided by the Vendor and its subcontractors. All information, data, plans, specifications,
reports, estimates, summaries, photographs and all other documentation prepared by the Vendor in the
connection with the provision of the Deliverables under the Contract, whether they be in draft or final
format, shall be the property of the City.
13. Termination Provisions
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(1) Upon giving the Vendor not less than 30 days’ prior written notice, the City may, at any time and
without cause, cancel the Contract, in whole or in part. In the event of such cancellation, the City
shall not incur any liability to the Vendor apart from the payment for the Deliverables that have been
satisfactorily delivered or performed by the Vendor at the time of cancellation.
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(2) Failure of the Vendor to perform its obligations under the Contract shall entitle the City to terminate
the Contract upon ten (10) calendar days’ written notice to the Vendor if a breach which is remediable
is not rectified in that time. In the event of such termination, the City shall not incur any liability to
the Vendor apart from the payment for the Deliverables that have been satisfactorily delivered or
performed by the Vendor at the time of termination.
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(3) All rights and remedies of the City for any breach of the Vendor's obligations under the Contract shall
be cumulative and not exclusive or mutually exclusive alternatives and may be exercised singularly,
jointly or in combination and shall not be deemed to be in exclusion of any other rights or remedies
available to the City under the Contract or otherwise at law.
(4) No delay or omission by the City in exercising any right or remedy shall operate as a waiver of them
or of any other right or remedy, and no single or partial exercise of a right or remedy shall preclude
any other or further exercise of them or the exercise of any other right or remedy.
14. Liquidated Damages
If the vendor at any time fails to supply all goods or services to the City as specified within the Contract, or
fails to replace goods or services rejected by the City, then the City shall be permitted to procure such goods
or services elsewhere and charge any additional costs incurred by the City to the vendor as liquidated
damages, unless otherwise specified, and deduct such amounts from payments due to the vendor or to
otherwise collect such costs from the vendor by any other method permitted by law.
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RFQ 0101-16-0016
15. Right to Retain Monies
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The City shall have the right to retain out of monies payable to the vendor under the Contract the total
amount outstanding for time to time of all claims arising out of the default of the vendor of its obligations to
the City. This shall include claims pursuant to this or any other contract or cause of action between the
vendor and the City which have not been settled between the City and the vendor.
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16. Occupational Health and Safety
(1) The Vendor shall comply with all federal, provincial or municipal occupational health and safety
legislative requirements, including, and without limitation, the Occupational Health and Safety Act,
R.S.O., 1990 c.0.1 and all regulations thereunder, as amended from time to time (collectively the
"OHSA").
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(2) Nothing in this section shall be construed as making the City the "employer" (as defined in the
OHSA) of any workers employed or engaged by the Vendor for the Work, either instead of or jointly
with the Vendor.
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(3) The Vendor agrees that it will ensure that all subcontractors engaged by it are qualified to perform the
Work and that the employees of subcontractors are trained in the health and safety hazards expected
to be encountered in the Work.
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(4) The Vendor acknowledges and represents that:
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a) The workers employed to carry out the Work have been provided with training in the hazards of the
Work to be performed and possess the knowledge and skills to allow them to work safely;
b) The Vendor has provided, and will provide during the course of the agreement, all necessary
personal protective equipment for the protection of workers;
c) The Vendor’s supervisory employees are competent, as defined in the OHSA, and will carry out their
duties in a diligent and responsible manner with due consideration for the health and safety of
workers;
d) The Vendor has in place an occupational health and safety policy in accordance with the OHSA; and
e) The Vendor has a process in place to ensure that health and safety issues are identified and addressed
and a process in place for reporting work-related injuries and illnesses.
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(5) The Vendor shall provide, at the request of the Director or his designate, the following as proof of the
representations made in paragraph d(i) and d(iv):
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a) documentation regarding the training programs provided or to be provided during the Work (i.e.
types of training, frequency of training and re-training); and
b) the occupational health and safety policy.
(6) The Vendor shall immediately advise the Director or his designate in the event of any of the
following:
a) A critical injury that arises out of Work that is the subject of this agreement;
b) An order(s) is issued to the Vendor by the Ministry of Labour arising out of the Work that is the
subject of this agreement;
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RFQ 0101-16-0016
c) A charge is laid or a conviction is entered arising out of the Work that is the subject of this
agreement, including but not limited to a charge or conviction under the OHSA, the Criminal Code,
R.S.C 1985, c. C-46, as amended and the Workplace Safety and Insurance Act, 1997, S.O. 1997, c.
16, Sched. A, as amended.
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(7) The Vendor shall be responsible for any delay in the progress of the Work as a result of any violation
or alleged violation of any federal, provincial or municipal health and safety requirement by the
Vendor, it being understood that no such delay shall be a force majeure or uncontrollable
circumstance for the purposes of extending the time for performance of the Work or entitling the
Vendor to additional compensation, and the Vendor shall take all necessary steps to avoid delay in the
final completion of the Work without additional cost to the City.
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(8) The parties acknowledge and agree that employees of the City, including senior officers, have no
authority to direct, and will not direct, how employees, workers or other persons employed or
engaged by the Vendor do work or perform a task that is the subject of this agreement.
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17. Workplace Safety and Insurance Board
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The Vendor shall secure, maintain and pay all costs for Workplace Safety and Insurance Board ("WSIB")
workers’ compensation coverage for its employees providing Services under this contract, whether required
statutorily or not under the Workplace Safety and Insurance Act, 1997.
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The Vendor represents and warrants that it shall be in good standing with the WSIB throughout the Term of
this Contract. Prior to supplying the Services and prior to receiving payment, the Vendor shall produce a
Clearance Certificate issued by the WSIB confirming that the Vendor has paid its assessment based on a
true statement of the amount of its current payroll in respect of the Services and that the City is relieved of
financial liability. Thereafter, throughout the period of Services being supplied, a new Clearance Certificate
will be obtained from the WSIB by the Vendor and provided to the City every 90 days or upon expiry of the
Certificate's validity period whichever comes first.
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The Vendor shall ensure that any and all persons, including but not limited to volunteers, students,
subcontractors and independent contractors, providing services under this Contract have secured WSIB
coverage, whether required statutorily or not, for the term of this Contract.
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18. Accessibility Standards for Customer Service Training Requirements
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The Vendor shall require all applicable personnel (including those of its subcontractors) to fulfill the training
requirements set out in the City's policy on Accessible Customer Service Requirements for Contractors,
Consultants and other Service Providers.
19. City of Toronto – Invoice/Billing Requirements
To assist in prompt payment, it is essential that all required billing information is provided on the invoice
submitted to the City of Toronto. If billing information is missing from an invoice it will result in a
payment delays.
It is the Vendor's responsibility to submit accurate invoices for goods /services delivered to the City of
Toronto divisions. If an inaccurate invoice (ie: but not limited to, pricing, quantity or services provided)
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RFQ 0101-16-0016
is submitted, the Vendor will be requested to issue a credit note and submit a new invoice. If the invoice
in question offered an early payment discount, the re-issue date of the new invoice will be used to
calculate the early payment discount terms.
Standard Invoices:
1) Original hardcopy vendor invoices must be addressed and sent DIRECTLY to:
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City of Toronto
Accounting Services Division
Corporate Accounts Payable
55 John Street
14th Floor, Metro Hall
Toronto, ON
M5V 3C6; or
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2). Electronic Invoices
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To support an electronic payable environment, the City of Toronto Corporate Accounts Payable unit will
accept electronic vendor invoices submitted via email to [email protected] . Electronic invoices
submitted must be in a PDF format with either single or multiple invoice(s) per attachment.
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Note: Do not send statements or past due invoices to this email address, only current invoices will
be accepted. Do not send hard copy invoices to Corporate Accounts Payable if you have submitted
an electronic invoice. If you have any questions regarding this process, please contact AP Customer
Service at 416-397-5235 and follow the prompts.
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3) Invoice/s submitted to the City of Toronto must have complete ship to information including:
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I. Name of City Division,
II. The City Division’s contact name and phone number (the person ordering or picking up
the goods and/or services),
III. Delivery location of goods and/or services (excluding pick-up order),
IV. Purchasing document information on the invoice (blanket contract number, contract
release order number (CRO) purchase order (PO) or Divisional Purchase Order (DPO)
must be clearly indicated on the invoice.
V. Complete "Remit To" address is required on all submitted vendor invoices
A purchasing document number must be provided by City Staff at time of order for goods or
services.
4) City purchases with the use of a credit card/PCard, are NOT to be sent to Corporate Accounts Payable.
These invoices are considered paid.
5) Vendors are encouraged to provide packing slips and/or goods receipt confirmations directly to the
ordering Division for goods/services delivered.
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RFQ 0101-16-0016
6) Vendors are to provide backup documentation directly to the ordering Division, not Corporate
Accounts Payable.
Construction Contracts & Consultant Assignments related to Capital Projects – With a
Holdback only.
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19.2)
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Invoices related to an approved capital project with a holdback and managed by a Contract Administrator
(CA) must be forwarded to the CA for review and approval. Billing requirement direction will be
provided by the contract custodian or city divisional designate prior to the start of the Contract.
1) All invoices must be addressed and sent DIRECTLY to:
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Contract Administrator
City of Toronto
Address
Contact Info: Phone #, E-mail address
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Note: Contact Information of respective CA will be provided in writing, prior to the start of the contract.
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IN
VI.
VII.
VIII.
IX.
X.
XI.
Contract/Project Number
Name of City Division and Contract Administrator
Vendor Number
Vendor Name and address
The City Division’s contact name and phone number (the person ordering or picking up
the goods and/or services),
Description of work/ Project Name
Location of work
Bill through Dates(Work Done): from and to
Invoice Date
Sub-total Amount: Excluding all taxes
Total Invoice Amount; Including all taxes
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I.
II.
III.
IV.
V.
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2) Invoice/s submitted to the City of Toronto Contract Administrator must have complete information
including:
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Purchasing document information on the invoice (blanket contract number, contract release order number
(CRO) purchase order (PO) or Divisional Purchase Order (DPO), must be clearly indicated on the
invoice. (*This purchasing number should be provided by City staff at the time of order*)
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RFQ 0101-16-0016
APPENDIX “C” PRICE FORM
UNIT PRICES QUOTED SHALL INCLUDE THE NON-EXCLUSIVE SUPPLY AND DELIVERY OF
LONG-TERM CARE HOMES UNIFORMS EXCLUDING HARMONIZED SALES TAX (HST).
120
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Avida
5370
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SHIRT,
COOK,WHITE,
XS - 4XL
(as per
specification
no. 018E-1HA,
item D-1)
EA
$
___________
each
$
_____________
EA
Avida
2200
$
___________
each
$
_____________
EA
Avida
BB10
$
___________
each
$
_____________
EA
Avida
BB10
$
___________
each
$
_____________
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2
55
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1
COAT, CHEF,
WHITE, 2XS4XL
(as per
specification
no. 018E-1HA,
item D-3)
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IN THE EVENT OF MATHEMATICAL ERRORS FOUND IN THE PRICING PAGES, THE UNIT PRICES
QUOTED SHALL PREVAIL. EXTENSIONS AND TOTALS WILL BE CORRECTED ACCORDINGLY AND
ADJUSTMENTS RESULTING FROM THE CORRECTION WILL BE APPLIED TO THE TOTAL PRICE
QUOTED.
State Make And
Model Offered
Current
Extended Price
Unit Price
Estimated
Make
(If left blank it
from date of
Unit of
from date of
Item
Annual
Description
and
will be assumed
award to April
Measure
award to April
No.
Quantity
Model
that the make and
30, 2017
30, 2017
(a)
model identified
(b)
in the description
c= (a) x (b)
is being provided)
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SHIRT,
SCRUB,WHIT
E,2XS - 4XL
(as per
specification
no. 018E-1HA,
item C-2)
3
4
1040
875
SHIRT,
SCRUB,ROYA
L BLUE,2XS 4XL (as per
specification
no. 018E-1HA,
item C-2)
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RFQ 0101-16-0016
EA
Avida
1574
1435
PANT,
SCRUB,ROYA
L BLUE, 2XS 4XL (as per
specification
no. 018E-1HA,
item C-1)
EA
Avida
PP10
40
PANTS,
CHEF,WHITE,
28 - 48 (as per
specification
no. 018E-1HA,
item D-2)
EA
Avida
3070
120
PANTS,
CHEF,CHECK
ERED, 28 - 48
(as per
specification
no. 018E-1HA,
item D-2)
20
SHORTS,
SCRUB,ROYA
L BLUE,XS 4XL (as per
specification
no. 018E-1HA,
item E-2)
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9
10
15
(A)
DRESS,
SCRUB,ROYA
L BLUE,XS 4XL (as per
specification
no. 018E-1HA,
item E-2)
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$
_____________
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EA
Avida
3070
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8
$
___________
each
$
___________
each
$
_____________
$
___________
each
$
_____________
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7
$
_____________
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6
$
___________
each
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5
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90
SHIRT,
WORK,S/S,NA
VY,S - 4XL (as
per
specification
no. 018E-1HA,
item B-1)
EA
Avida
SH1
$
___________
each
$
_____________
EA
Avida
D229
$
___________
each
$
_____________
Total Base Bid Price Before Discount (total of all
Parts being bid on)
(Sum of Column c)
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$ __________________
RFQ 0101-16-0016
State Discount Term (e.g. Net 15 days)
(C)
Discount applied to Total Base Bid Price
(AxB)
(E)
Total Evaluated Bid Price (excluding taxes) After
Discount
(A-D)
__________________
$ __________________
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(D)
% __________________
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Prompt Payment Total % Discount from date of
award for the term of the Contract all optional years
(B)
$ __________________
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MISCELLANEOUS ITEMS:
Please state the percentage discount, from current Wholesale price list, for
any other related item that may not appear in the list above, which may be
required during the course of the contract. Discount is applicable
throughout the optional years: ____________%
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OPTION YEARS:
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PLEASE NOTE: Should the option year be exercised based on CPI, pricing will be subject to an
adjustment in accordance with the annual CPI TABLE 4-4, for a 12 month period ending three (3)
months prior to the start of each option year.
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(*Award calculations for Option Years will be based on a budgetary amount of 3% CPI Annually)
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PLEASE NOTE: Should the option year be exercised based on Bidder's Maximum % Increase
please state your maximum percentage increase for the following optional years. Maximum percentage
increase will be rounded to two (2) decimal places to reflect new unit pricing.
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Potential Option Years:
Option Year 1 Renewal (May 1, 2017 to April 30, 2018): _____________% increase (maximum)
** Please note: Option Year 1 percentage will be based on the prices of the original Term of the
Contract
Option Year 2 Renewal (May 1, 2018 to April 30, 2019):_____________% increase (maximum)
** Please note: Option Year 2 percentage will be based on Optional Year 1 Pricing
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APPENDIX “D” – SUPPLEMENTARY FORMS
1) Declaration of Compliance with Anti-Harassment/Discrimination Legislation & City Policy
2) Statutory Declaration (Occupational Health & Safety)
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3) Bidder References Form
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4) Product Specifications No. 018E-01HA
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Organizations/individuals in Ontario, including the City of Toronto, have obligations under the Ontario Human Rights Code, the
Occupational Health and Safety Act, the Employment Standards Act, the Accessibility for Ontarians with Disabilities Act, the Criminal
Code of Canada and the Charter of Rights and Freedoms. In addition, the City of Toronto also has policies that prohibit discrimination on
the additional grounds of political affiliation or level of literacy, subject to the requirements of the Charter. Organizations are required to
have and post policies, programs, information, instruction, plans and/or other supports, and an appropriate internal process available to
their employees and service recipients to prevent, address and remedy discrimination, racism, harassment, hate and inaccessibility
complaints under the applicable legislation and including the additional grounds of discrimination prohibited under City policy. Individuals
are obliged to refrain from harassment/hate activity.
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The City of Toronto requires all organizations and individuals that contract with the City to sign the following Declaration of Compliance
with Anti-Harassment/Discrimination Legislation & City Policy. This Declaration must be signed by your organization and submitted with
the contract or Letter of Understanding. The name of your organization and the fact that you have signed this declaration may be
included in a public report to City Council.
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I/we uphold our obligations under the above provincial and federal legislation. In addition, I/we uphold our obligations
under City policies which prohibit harassment/discrimination on a number of grounds including political affiliation and level of
literacy.
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Date:
Declaration:
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WHERE LEGALLY MANDATED I/we have in place the necessary policies, programs, information, instruction, plans and/or other
supports that are consistent with our obligations, and I/we have an internal process available to my/our employees and service
recipients to prevent, address and remedy discrimination, racism, harassment, hate and inaccessibility complaints. I/we agree
that I/we shall, upon the request of the City, provide evidence of the policies, programs, information, instruction, plans and
other supports and an appropriate internal complaint resolution process required under this Declaration which is sufficient to
allow the City to determine compliance. I/We acknowledge that failure to demonstrate compliance with this declaration to the
satisfaction of the operating Division, in consultation with the City Solicitor, may result in the termination of the contract.
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Name of Vendor or Name of Grant Applicant (Organization or Individual):
Email _____________________________
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Complete Address:
Tel. No. ____________________________
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Group/Vendor/Individual Name:
DECLARATION OF COMPLIANCE WITH ANTI-HARASSMENT/DISCRIMINATION LEGISLATION & CITY POLICY
For Office Use Only
Declaration of Compliance with Anti-Harassment/Discrimination
Legislation & City Policy
Postal Code:
Fax No. ____________________________
Name of Signing Officer or Name of Applicant (Name – please print): Position
Signature:
Date:
Authorised Signing Officer or Individual
Multilingual Services: 311 and TTY 416-338-0889.Further information: www.toronto.ca/diversity.ca
34 of 79
STATUTORY DECLARATION
(Occupational Health & Safety)
PROVINCE OF ONTARIO
JUDICIAL DISTRICT OF YORK
)
)
IN THE MATTER OF RFQ NO.
__________ AND ANY ENSUING CONTRACT BETWEEN
_______________________________________________
(Company Name)
- AND -
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City of Toronto
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I, ______________________________ of the City/Town/Village of ___________________________ in the Province
(Name)
of _____________________________, do solemnly declare the following:
(Name of Province)
I am the ___________________________ of the ____________________________ and as such
(Insert Title)
(Insert Company Name)
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1.
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__________________________ is a sole proprietorship/partnership/corporation with its head office
Name)
(Company
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2.
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have knowledge of the matters herein stated.
_______________________________ since__________________ had in place a Health and Safety Policy
(Company Name)
(Insert Date)
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3.
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located at________________________ and has carried on business as a_______________________________________
(contractor/state other type of business)
since on or about_____________________.
(Insert Date)
under Section 25(2) (j) of the Occupational Health and Safety Act, R.S.O. 1990, c. 0.1 as amended, (the “Act”) and
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has/have developed and maintain(s) on an annual basis a program to implement the written Occupational Health and Safety
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Policy. A copy of the policy and program for________________________ (Insert Company Name) will be delivered to the
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City of Toronto upon request by the City and will be available for inspection at the City of Toronto, solely for the purposes of
the above noted Contract.
4._______________________________ since__________________ had in place a Workplace Violence and a
(Company Name)
(Insert Date)
Workplace Harassment Policy under Section 32.0.1(1) of the Occupational Health and Safety Act, R.S.O. 1990, c. 0.1 as amended,
(the “Act”) and has/have developed and maintain(s) on an annual basis a program to implement the written Workplace Violence and
Workplace Harassment Policy. A copy of the policy and program for________________________ (Insert Company Name) will be
delivered to the City of Toronto upon request by the City and will be available for inspection at the City of Toronto, solely for the
purposes of the above noted Contract.
35 of 79
5._______________________________ (Insert Company Name) will employ for the Work under this Contract a supervisor
or supervisors who are competent persons as defined by section 1(1) of the Act, and specifically a person or persons who:
(a)
are qualified because of knowledge, training and experience to organize the Work and its
performance;
(b)
are familiar with the Act and the regulations made thereunder that apply to the Work; and
(c)
have knowledge of any potential or actual danger to health and safety associated with the Work.
__________________________________________
(Insert name of supervisors)
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this project the following competent supervisors:
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6.________________________________________ (Insert Company Name) will employ for the purpose of
No supervisors other than those named shall work on this Contract.
The supervisors employed by________________________________________ (Insert Company Name) has
successfully completed the necessary health and safety courses to be considered a competent person to undertake the Work
described in the Contract.
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7.
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AND I/We make this solemn Declaration conscientiously believing it to be true, and knowing that it is of the same force and
N
effect as if made under oath and by virtue of “The Canada Evidence Act”.
DECLARED BEFORE ME AT THE
)
)
)
)
) _____________________________________________
) Signing Officer for Company
)
)
)
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OF
IN THE
DAY OF
20___.
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THIS
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A Commissioner etc.
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BIDDER REFERENCES FORM
1. REFERENCE #1
Company Name: ___________________________________________________________________
Length of Contract: ___________________________________________________________________
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Description of the Work: _______________________________________________________________
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Reference Contact Information:
Name: _____________________________________Title:_______________________________
Telephone No: ________________________E- mail: __________________________________
Yes
No
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Government Agency or Similar Sized Corporation
No
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Yes
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Supplied Uniforms
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2. REFERENCE #2
Company Name: ___________________________________________________________________
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Length of Contract: ___________________________________________________________________
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Description of the Work: _______________________________________________________________
Reference Contact Information:
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Name: _____________________________________Title:_______________________________
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Telephone No: ________________________E- mail: __________________________________
Yes
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Supplied Uniforms
Government Agency or Similar Sized Corporation
Yes
37 of 79
No
No
CITY OF TORONTO
FINANCE
PURCHASING AND MATERIALS MANAGEMENT
SPEC.#: 018E-01HA
SPECIFICATION PAGE #: S1 OF S37
DATE: 03/15/2016
This Specification forms part of our Quotation No. 0101-16-0016
DEFINITION:
This technical specification applies to:
Various Uniforms
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1.0
2.0
GENERAL REQUIREMENTS:
2.1
DEVIATIONS FROM SPECIFICATION:
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Suitable for use by:
City of Toronto
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The following specifications are prepared with the intention of providing a basis for securing
competitive bids. Bidders are required to conform with the specifications for their product(s),
commodity(ies), material(s) and service(s) offered.
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Notwithstanding the details of this specification; products, commodities, materials and services
deemed by the City of Toronto similar in design and construction to this specification, may
receive further consideration if, in the opinion of the user division, they are considered to be
suitable for the intended application and generally conform to performance requirements.
DESCRIPTIVE LITERATURE:
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2.2
WRITTEN VERIFICATION OF QUALITY OF GOODS:
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2.3
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Bidders shall submit, if requested, manufacturer's descriptive literature and technical
specifications of the products, commodities, materials and services offered, within five (5)
business days of request at no cost to the City of Toronto. Failure to do so may result in
products, commodities, materials and services offered being declared informal.
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Bidders shall, if requested, submit written verification of products, commodities and materials
offered, satisfactory to the City of Toronto, within ten (10) business days of request at no cost
to the City of Toronto. Failure to do so may result in products, commodities, materials and
services offered being declared informal
Verification shall include, but not be limited to, proof of certification, if specified, by a
Standards Certification Agency accredited by Standards Council of Canada, independent
laboratory test results, material manufacturer's product sheets, and Materials Safety Data
Sheets (MSDS).
Independent verification testing of products, commodities and materials shall be performed
by a laboratory accredited by Standards Council of Canada or other government agency
recognised by the City of Toronto.
38 of 79
CITY OF TORONTO
FINANCE
SPEC.#: 018E-01HA
DATE: 03/15/2016
EVALUATION SAMPLES OF BID GOODS (PRODUCTS, COMMODITIES AND
MATERIALS):
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2.4
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2.4.1 Unless otherwise requested in the RFQ, Bidders must submit as a default, within five (5)
business days of request:
– minimum one (1) bid sample of each item offered in:
- in women's L and
- men's XL (except Item E-1 : Dress not required for men)
as default sizes, for evaluation against specifications, all at no cost to the
City of Toronto.
2.4.2 Unless otherwise noted in the RFQ, non-compliance in part or in whole with section 2.4.1 of
this specification, will result in said price schedule item(s) that were not submitted within
defined timeframe, that were not submitted in defined quantities as required, or a combination
thereof; being declared noncompliant and said price schedule item(s) will not be considered
further for award purposes.
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BID SAMPLE IDENTIFICATION
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Bid sample(s) submitted must be equal or better than the following specifications:
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Bid samples submitted must be accompanied by a temporary or permanent Bid Sample
Identification, either affixed or applied, written or printed, that states which item(s) each bid
sample represents against the price schedule(s).
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A Bidder may submit the same bid sample for more than one item in the price schedule but
the bid sample must still be accompanied by a temporary identification, either affixed or
applied, written or printed, that states which set of item(s) each bid sample represents against
the price schedule(s). Note that for such situations, the sample must still meet the
specifications of all referenced items. The references used must be stated in the price
schedule or specifications, with specifications taking precedence where conflict arises.
Unless otherwise noted, bid samples submitted for evaluation, along with all requested
deviations rectified, must be the same item, same commodity, or same material that will be
initially supplied and supplied later as and when required by the terms of the contract. Bid
samples for evaluation along with all requested deviations rectified, that are not the same as
the item, commodity or material that will be shipped initially, will not be accepted and will result
in the item represented by bid sample being declared informal.
Bid samples must be ready to use. Unless otherwise noted, two or more bid samples, in whole
or in part, cannot be used as a single bid sample. Unless otherwise explicitly noted for bid
samples as being required, City identifying logos and City identifying lettering are not required
for bid samples. City identifying logos and City identifying lettering meeting specifications will
be required for City approval prior to first order shipment. City identifying logos and City
identifying lettering meeting specifications will be required for first production run and onward
for the duration of the contract.
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CITY OF TORONTO
FINANCE
SPEC.#: 018E-01HA
DATE: 03/15/2016
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Bid samples with temporary affixed or applied, handwritten or printed, tags excluding the above
noted Bid Sample Identification to the price schedule(s), will not be accepted. All textile item
samples must have permanent labels meeting the Textiles Labelling Act, including but not
limited to C.R.C., c. 1551 - all sections under "Information to be Shown in Label", all sections
under "Manner in which Information is to be Shown in Label", and all sections under "Form of
Label and Manner of Application". All regulated container samples must bear required
permanent markings. All regulated items must bear required permanently affixed or
permanently applied markings.
O
N
O
T
As it is the responsibility of the Bidder to submit bid sample(s) that are better or equal to
specifications noted in the call, the City reserves the right to perform its own bid sample
evaluation to determine where bid samples, in part or in whole, deviate from specifications.
The City reserves the right to perform destructive testing on submitted bid sample(s), all at no
cost to the City of Toronto and to request written verification as per section 2.3 of this
specification, including but not limited to accredited laboratory test results to show proof of
compliance to some or all specifications, all at no cost to the City of Toronto.
PY
D
Upon City evaluation, where bid samples are found to deviate from specifications and where
said deviations are deemed by the City of Toronto to be similar or better in design and
construction to this specification, City may accept said deviations.
C
O
Upon City evaluation, where bid samples are found to deviate from specifications and where
said deviations are deemed by the City of Toronto to NOT be similar or better in design and
construction to this specification, City may request Bidder to rectify any deviations to meet
specifications or the City may declare bid item represented by sample as informal.
VI
EW
IN
G
Up to one (1) sample for up to each bid sample from the Successful Bidder will be approved by
City of Toronto Standards and Specifications as an authorized representative sample of item,
commodity, or service that will be offered for the duration of contract period and will be
retained by the City of Toronto as a control sample, at no additional cost to the City of Toronto.
2.5
SHIPPED GOODS REQUIREMENTS:
The Successful Bidder shall supply products and commodities and services to the City of
Toronto that match the City approved winning sample(s) submitted under 2.4 along with any
rectification of deviations and shall ensure that product, commodity, service and related
performance and quality is maintained to specification requirements throughout the life of the
supply contract.
In addition to section 2.3 - WRITTEN VERIFICATION OF QUALITY OF GOODS, the City of
Toronto may also randomly test, in part or in whole, all products, commodities and services,
supplied to the City, for compliance to the RFQ specifications. Unless otherwise noted in the
RFQ or specifications, such audit testing will be at the City of Toronto's expense unless a
product, commodity or service fails to meet specification(s) or referenced standard(s), in
which case the Vendor will become responsible for all expenses incurred, including but not
40 of 79
limited to costs for:
CITY OF TORONTO
FINANCE
SPEC.#: 018E-01HA
DATE: 03/15/2016
e)
IT
Testing costs which resulted in non-compliance to specifications;
All additional re-testing costs to prove compliance to specifications;
Removal of all deficient product(s), commodity(ies) and service(s);
Repair or replacement, as directed by the City of Toronto, for all deficient
product(s), commodity(ies) and service(s) with specification compliant
product(s), commodity(ies) and service(s);
Disposal of all deficient product(s), commodity(ies) and service(s) that cannot
be made to comply with the relevant call's specifications;
SU
BM
a)
b)
c)
d)
O
T
all within the timeframe for first order delivery noted in the RFQ and all at no additional cost
to the City of Toronto. In cases of disagreement over the interpretation of test results, the
decision of the City of Toronto shall be final and binding.
-
D
PY
-
Lower quality materials and/or lower amounts are supplied but the City is billed for specified
products, commodities and services;
Unilateral substitutions of specified products (i.e. Bait and Switch), specified commodities
and/or specified services;
False inspection certificates;
False testing of material reports;
Lower quality materials and/or workmanship than the original samples provided.
C
O
-
O
N
Vendors are to note that the City considers the following scenarios as Fraud and may
commence various proceedings including the cancellation of the contract against Vendors and
their firm(s) when, but not limited to:
VI
EW
IN
G
Bidders must not substitute contract approved product(s), commodity(ies) or service(s) without
prior written approval from City of Toronto Purchasing and Materials Management staff, on
either City of Toronto letter head or City of Toronto originating email. Any approved substitution
must meet or exceed the approved good, approved commodity or approved service to be
substituted, at no additional cost to the City of Toronto. Vendor will reimburse all substitution
evaluation costs, including labour and testing costs, to City of Toronto PMMD Standards and
Specifications Unit.
2.6
BID SAMPLES AND SHIPPED GOODS (PRODUCTS, COMMODITIES AND SERVICES)
GENERAL REQUIREMENTS:
Product(s), commodity(ies), material(s) and service(s) shall be free from defects, imperfections
and deficiencies that may affect operation, appearance and serviceability. In all particulars not
covered by this specification or the RFQ, production shall be in accordance with good
commercial practice. Materials not defined in the specification shall be of the best commercial
quality and suitable for the purpose intended.
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CITY OF TORONTO
FINANCE
SPEC.#: 018E-01HA
DATE: 03/15/2016
2.7
CITY OF TORONTO LOGO(S) RIGHTS:
SU
BM
IT
The City of Toronto reserves all rights for the various City of Toronto logos, Agency logos,
Corporation logos, Division logos, Program logos and other identifying markings and
characteristics reflecting City of Toronto usage; collectively known hereafter as "the City of
Toronto logo(s)".
Goods displaying the City of Toronto logo(s) must be only for City of Toronto use, unless
express written consent is provided by an authorized representative from the City of Toronto
for alternative use.
N
O
T
Where Goods displaying the City of Toronto logo(s) exist, are not for City of Toronto use, and
no express written consent has been provided by an authorized representative from the City of
Toronto for alternative use, the Vendor must remove or permanently and fully cover all of the
City of Toronto logo(s) on said Goods.
VI
EW
IN
G
C
O
PY
D
O
The City of Toronto reserves the right to inspect samples of removed or permanently and fully
covered the City of Toronto logo(s) within ten (10) business days of request, at no additional
cost to the City of Toronto. The City of Toronto reserves the right to view within the City of
Toronto boundaries Vendor supplied samples of removed or permanently and fully covered the
City of Toronto logo(s) within ten (10) business days of request.
42 of 79
CITY OF TORONTO
FINANCE
SPEC.#: 018E-01HA
DATE: 03/15/2016
3.0
SCOPE:
PART A: GOODS: COMMON REQUIREMENTS
4.1
APPLICABLE REGULATIONS REQUIREMENTS:
SU
BM
4.0
IT
Bidder shall supply and deliver various, new clothing suitable for use by City of Toronto
employees, and in accordance with the following requirements.
T
All products offered must meet the Textile Flammability Regulations, SOR/2011-22 under
Canada Consumer Product Safety Act, specifically section 4 - Minimum Requirements for
Flammability as follows:
N
O
(1) Products without a raised fibre surface
The flame spread time for textile products without a raised fibre surface must be greater than
3.5 seconds.
D
O
(2) Products with a raised fibre surface
The flame spread time for textile products with a raised fibre surface that exhibits ignition or
fusion of its base fibres must be greater than 4 seconds."
PY
Sizes:
Default sizing standard will be BS EN 13402 standard.
C
O
4.2
G
For pants and shorts, letter sizes refer to waist girth for men and hip girth for women
as defined in standard BS EN 13402-3:2004 - “Size designation of clothes.
Measurements and intervals” - section Letter codes
VI
EW
IN
For Tops, Uniform tops, Shirts, and Dresses, letter sizes refer to chest girth for men
and bust girth for women as defined in standard BS EN 13402-3:2004 - “Size
designation of clothes. Measurements and intervals” - section Letter codes.
Default regular torso and regular arm lengths shall be based on BS EN 13402
standard height range 170 cm to 186 cm and corresponding arm length range for
men, and height range 154 cm to 170 cm and corresponding arm length range for
women.
Tall and short torso lengths shall be adjusted with a rise/drop of +/-16 cm over
regular torso lengths, all at no additional cost to the City of Toronto.
Tall and short arm lengths shall be adjusted with a rise/drop of +/-4 cm over regular
arm lengths, all at no additional cost to the City of Toronto.
Default inseam for pants must:
a) not be less than 28” for a short torso,
b) not be less than 30” for regular torso, and
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c) not be less than 32” for tall torso.
CITY OF TORONTO
FINANCE
SPEC.#: 018E-01HA
DATE: 03/15/2016
SU
BM
IT
Clothing must be adjusted from BS EN 13402 body measurements to clothing size as
follows:
- For shirts, both long and short sleeve (“regular fit”), bidder must add a minimum
of +4" for XS, +5" for S, +6" for M, +7" for L-2XL" to the human men’s chest/
women’s bust girth noted in BS EN 13402
For Pants and shorts, (“regular fit”), bidder must add a minimum of +4" for XS,
+5" for S, +6" for M, +7" for L-2XL" to the human men’s waist/women’s hip girth
noted in BS EN 13402
-
For coats (“relaxed fit”), bidder must add a minimum of +6" for XS, +7" for S, +8"
for M, +9" for L-2XL" to the human men’s chest/ women’s bust girth noted in BS
EN 13402
O
T
-
O
N
Bidder may also submit alternative original manufacturer sizing chart showing all key
dimensions and tolerances for the sets offered, with bid submission, at no cost to the City
of Toronto.
PY
D
The City reserves the right to request bidder at no additional cost the City of Toronto, to
relabel sizes of garments from their alternative original manufacturer sizing chart to meet
the City of Toronto default sizing standard based on BS EN 13402 standard.
C
O
Bidder shall provide sizing charts for women and men, in both an email sendable format
and a web downloadable format, for all products offered based on either BS EN 13402
standard or alternative original manufacturer sizing. Bidder supplied sizing chart must be
approved by City of Toronto as an approved equivalent prior to use.
VI
EW
IN
G
Unless otherwise specified in the RFQ or price schedule, bidder must be able to provide all
offered clothing in default sizes ranging from X-Small to 4X-Large in men and women
sizing.
Bidder shall also provide custom made sizes (smaller than X-Small or larger than 4X-Large,
in short, regular and tall sizes) if and when required by the City of Toronto, but at an extra
cost to the City of Toronto
For pants and shorts; inseams shall be proportioned to garment men’s waist/women’s hip
girth size
For dresses; torso length, arm length, women’s bust girth size shall be proportioned to
garment women’s hip girth size
For shirts, tops, uniforms, and coats, torso and arm lengths shall be proportioned to
garment men’s chest/ women’s bust girth size as per BS EN 13402
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CITY OF TORONTO
FINANCE
SPEC.#: 018E-01HA
DATE: 03/15/2016
New and Labelling:
All items offered must be new and labelled in accordance with the Textiles Labelling Act [R.S.
1985] and the Textile Labelling and Advertising Regulations
IT
4.3
4.4
SU
BM
Each item shall have a permanent, hidden, label stating manufacturer, style, size, fabric
material and care symbols or instruction
Packaging:
Packaging must be adequate to protect contents from soiling and damage during
normal shipping, handling and storage
O
T
Each package must be clearly identified on the outside with Vendor, style, size
O
N
The City of Toronto’s Occupational Health and Safety preference for individual bag
weight is to not to exceed 20 kg. Where bag weight exceeds 20 kg, two persons or lift
assist equipment is then required.
D
With bid submission or within ten (10) business days of request, Bidder must provide in
writing:
C
O
PY
a) the percentage of Post-consumer recycled content (PCRC),
b) Total recycled content (TRC) used in packaging used,
c) what type of packaging is used (ie paper by-product, plastic by product, etc), and
d) if packaging can be bulk returned including pickup within the City of Toronto, all at no
additional cost to the City of Toronto.
Warranty:
Unless otherwise noted in RFQ, Bidder shall offer a minimum one (1) year materials and
labour warranty on all offered items.
4.6
Fabric Performance:
Unless otherwise noted, all products offered must have a uniform well-made appearance,
not exhibit localized defects in weave or tailoring, not rip or tear from rough handling and
and be pre-shrunk, colourfast, suitable for industrial washing and cleaning and must meet
the following:
VI
EW
IN
G
4.5
Dimensional change to washing for woven fabrics must be maximum -4% in warp
and -4% in weft and for knit fabrics must be maximum -8% in warp and -8% in weft;
using AATCC 135 (3) (III) (A) (iii) for five cycles or using CAN/CGSB4.2 No 58.
Colour fastness to perspiration must be minimum grade 3.0 as determined by Grey
scale for color change and minimum grade 3.0 as determined by Grey scale for
staining; using AATCC 15 or CAN/CGSB 4.2 No 23.
Colour fastness to light (Xenon) must be minimum grade 3.0 using AATCC 16E for
45 of 79 Method 1.
40 AATCC Fading Units or ISO 105-B02
CITY OF TORONTO
FINANCE
SPEC.#: 018E-01HA
DATE: 03/15/2016
IT
Colourfastness to crocking must be minimum grade 3.0 using AATCC 8 or
CAN/CGSB 4.2 No 22, for both west and dry, as determined by Grey scale for colour
change.
SU
BM
For knitted and other non woven materials, bursting strength must be minimum 133 N
using a sample specimen of 30 mm diameter, using CAN/CGSB 4.2 No 11.2 or
ASTM D3787.
For woven materials, tear strength must be minimum 13 N in both directions, using
CAN/CGSB 4.2 No 12.3 or ISO 13937 or ASTM D1424.
Thread, Stitching, Hems and Seams:
Unless otherwise noted, thread used must match the color of the fabric material being sewn as
closely as possible, such as but not limited to navy on navy, white on white, black on black,
grey on grey, tan on tan.
IN
G
4.7
C
O
PY
D
O
N
O
T
Colourfastness on Grey scale to the appropriate care process as noted on garment
care label:
- For domestic and commercial laundry must be minimum grade 3.0 for colour
change and minimum grade 3.0 for staining using CAN/CGSB 4.2 No 19.1
Test Method 2 or Modified AATCC 61 using 105F,
- For dry cleaning must be minimum grade 3.0 for colour change using
CAN/CGSB 4.2 No 29.1 or AATCC 132,
- For hypochlorite bleaching must be minimum grade 3.0 for colour change
using CAN/CGSB 4.2 No 19.1 Test No 4 or AATCC 61,
- For hot pressing must be minimum grade 3.0 for colour change using
CAN/CGSB 4.2 No 57 or AATCC 131, or
- For water must be minimum grade 3.0 for colour change using CAN/CGSB 4.2
No 20 or AATCC 107.
VI
EW
Threads used must be polyester as they typically offer the best overall colorfastness,
chemical resistance, abrasion resistance and UV resistance.
Unless otherwise specified, stitching must comply with ISO 4915 standard.
Stitching must be between 7 to 12 stitches per inch unless otherwise noted.
Unless otherwise specified, hems and seams must comply with ISO 4916 standard.
Reinforced bar tacking, minimum 25 stitches, at all stress points and seam ends.
All seams and hems (waist and sleeve) must be lock-stitched.
Puckering after items have been laundered is NOT acceptable and will be returned to
Vendor at their own cost for full new replacement.
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CITY OF TORONTO
FINANCE
SPEC.#: 018E-01HA
DATE: 03/15/2016
IT
4.7.1 Tolerances
Unless otherwise specified, dimensions, mass, units, or combinations thereof noted in this
specification as part of an allowable range will have no tolerances assigned to them.
SU
BM
specification as a minimum will have a tolerance of -0% / +75%.
specification as a maximum will have a tolerance of +0% / -75%.
Colour:
Colour of garment must be as noted below or an approved equivalent and must be verified and
approved by City of Toronto prior to acceptance.
O
N
4.8
O
T
Unless otherwise specified, all other dimensions, mass, units, or combinations thereof not
identified above, will have a tolerance of +/-15%.
PY
D
Unless otherwise noted, approved equivalent colours are colours that have a variance of +/- 1
TPX for lightness (first set of two digits in TPX colour number) and hue (second set of two
digits in TPX colour number) and +/-5 for chroma (last set of two digits in TPX colour number)
in the latest Pantone colour guide system TPX.
QUALITY MANAGEMENT SYSTEM:
IN
4.9
G
C
O
Once approved, products offered with colours that visibly deviate (various Delta E) in chroma,
value and/or hue between and within lots and between control sample when evaluated by City
of Toronto authorized representative may be rejected and require replacement to those that do
not visibly deviate in chroma, value and/or hue at no additional cost to the City of Toronto.
VI
EW
All items offered must be manufactured under an ISO 9000 series quality system or
approved quality management system equivalent.
An approved equivalent quality management system includes:
1. A Quality Manual with a table of content
2. A Quality Policy, and
3. at a minimum the following 5 quality elements*
a) Document and Data Control
b) Control of Non-conforming Products
c) Corrective and Preventive Action
d) Control of Quality records
e) Internal Quality Audits
Quality elements must include Procedures (what, who and when (i.e. frequency)), Work
instructions (how and where) and/or Records (signed and dated) or combinations of the
47 of 79
above.
CITY OF TORONTO
FINANCE
SPEC.#: 018E-01HA
DATE: 03/15/2016
ITEM GROUP A: HOUSEKEEPING AND LAUNDRY UNIFORMS
5.1
Item A-1: Pants- Royal Blue Colour
SU
BM
Item offered must meet the following detail requirements:
IT
5.0
IN
G
C
O
PY
D
O
N
O
T
- Similar to Avida Healthwear Style #PP10 but must meet the following requirements:
Figure A-1: Pants –
VI
EW
NOTE 1: FIGURE A-1 IS NOT TO SCALE AND REPRESENTIVE ONLY
NOTE 2: ALL COLOUR(S) SHOWN IN FIGURE A-1 ARE REPRESENTATIVE ONLY AND MAY NOT
MATCH SPECIFICATIONS WHICH ARE REQUIRED TO BE MET.
With bid submission or within ten (10) business days of
request, Bidder must state Manufacturer of product
offered
SPECIFY:___________
request, Bidder must state Style number of product
offered
SPECIFY:___________
48 of 79
CITY OF TORONTO
FINANCE
SPEC.#: 018E-01HA
DATE: 03/15/2016
- Fabric material must:
- be a blend of 65 % polyester and 35% cotton
SU
BM
IT
- be a minimum of 4.75 oz per sq. yd.
- be a poplin weave to improve wrinkle,
water and stain resistances
- Construction shall be unisex pull on style, with:
O
T
- a single 1- ½ inch elasticized waistband with a
minimum 1-¼ inch wide elasticized band and
secured in place with 4 rows top stitching
N
- two (2) front pockets with side hip slash entry,
O
- one (1) outside thigh pant leg pocket
PY
D
- All items offered must have finished bottom hems
to inseam lengths, all as noted at time of order
placement, and all at no additional cost to the
City of Toronto.
VI
EW
IN
G
C
O
- Item colour must be Pantone 18-4043 TPX “Palace
Blue” or approved royal blue equivalent
49 of 79
CITY OF TORONTO
FINANCE
SPEC.#: 018E-01HA
DATE: 03/15/2016
5.2
Item A-2: Scrub Top- V-neck Opening- Short Sleeved- Royal Blue Colour
IT
G
C
O
PY
D
O
N
O
T
SU
BM
- Similar to Avida Healthwear Style #BB10 but must meet the following requirements:
IN
Figure A-2: Scrub Top –
NOTE 1: FIGURE A-2 IS NOT TO SCALE AND REPRESENTIVE ONLY AND DOES NOT SHOW ANY LOGOS
VI
EW
NOTE 2: ALL COLOUR(S) SHOWN IN FIGURE A-2 ARE REPRESENTATIVE ONLY AND MAY NOT MATCH
SPECIFICATIONS WHICH ARE REQUIRED TO BE MET.
offered
SPECIFY:___________
offered
SPECIFY:___________
50 of 79
CITY OF TORONTO
FINANCE
SPEC.#: 018E-01HA
DATE: 03/15/2016
SU
BM
IT
O
T
- one (1) chest pocket
N
- two (2) waist pockets
O
- unisex v-neck opening
D
- short sleeve
PY
VI
EW
IN
G
C
O
- Must provide a white colour, sew-on embroidered flash or
directly embroidered on trunk fabric, with figure logo
1(default), minimum 4200 stitches, on left chest pocket,
for each item offered, all at no additional cost to the City
of Toronto
51 of 79
CITY OF TORONTO
FINANCE
SPEC.#: 018E-01HA
DATE: 03/15/2016
6.0
ITEM GROUP B: MAINTENANCE UNIFORMS
6.1
Item B-1: Collared Work Shirt- Short Sleeved – Navy Blue Colour
SU
BM
IT
C
O
PY
D
O
N
O
T
- Similar to Avida Healthwear Style #S39101 but must meet the following requirements:
Figure B-1-a: Shirt –
NOTE 1: FIGURE B-1-a IS NOT TO SCALE AND REPRESENTIVE ONLY AND DOES NOT SHOW ANY LOGOS
VI
EW
IN
G
NOTE 2: SHIRT COLOUR, SHOWN IN FIGURE B-1-a, IS BLACK COLOUR, NOT THE. REQUIRED NAVY BLUE
SHIRT COLOUR AS NOTED BELOW IN FIGURE B-1-b
offered
SPECIFY:___________
offered
SPECIFY:___________
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CITY OF TORONTO
FINANCE
SPEC.#: 018E-01HA
DATE: 03/15/2016
water and stain resistance
- Construction shall male and female styles, with:
T
- short sleeve,
SU
BM
IT
O
- banded collar
O
- two (2) chest pockets
N
- button closure
G
C
O
PY
D
- Item colour must be Pantone 19-4028 TPX “Insignia Blue” or
approved navy blue equivalent similar to Figure B-1-b
IN
Figure B-1-b: Shirt – Colour detail – Navy Blue
VI
EW
NOTE 1: COLOUR(S) SHOWN IN FIGURE B-1-b ARE REPRESENTATIVE ONLY AND MAY NOT MATCH
-
Must provide a white colour, sew-on embroidered flash
or directly embroidered on trunk fabric, with figure logo
of Toronto
53 of 79
CITY OF TORONTO
FINANCE
SPEC.#: 018E-01HA
DATE: 03/15/2016
6.2
Item B-2: Work Pants- Navy Blue Colour
IT
IN
G
C
O
PY
D
O
N
O
T
SU
BM
- Similar to Avida Healthwear Style #3000 Work Pants but must meet the following
requirements:
Figure B-2-a: Work Pants –
VI
EW
NOTE 1: FIGURE B-2-a IS NOT TO SCALE AND REPRESENTIVE ONLY
NOTE 2: ALL COLOUR(S) SHOWN IN FIGURE B-2-a ARE REPRESENTATIVE ONLY AND MAY NOT MATCH
offered
SPECIFY:___________
offered
SPECIFY:___________
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CITY OF TORONTO
FINANCE
SPEC.#: 018E-01HA
DATE: 03/15/2016
SU
BM
IT
- be a minimum of 5 oz per sq. yd.
- be a twill weave to improve abrasion resistance
- Construction shall be male and female classic style, with:
T
- A minimum range of 34” to 36” for finished length
O
- A minimum range of 28” to 54” for waist size
O
N
- All items offered must have finished bottom hems to finished lengths and waist
sizes, all as noted at time of order placement, and all at no additional cost to the
City of Toronto.
- flat front
PY
D
C
O
- front closure with button waist
IN
G
- minimum seven (7) drop style belt loops per pants,
measuring a minimum width of 3/4" and a minimum
length of 2-1/4". Each loop shall be sewn and tacked
to shell at both ends
VI
EW
approved navy blue equivalent
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CITY OF TORONTO
FINANCE
SPEC.#: 018E-01HA
DATE: 03/15/2016
7.0
ITEM GROUP C: FOOD SERVICE UNIFORMS
7.1
Item C-1: Pants – Royal Blue Colour
SU
BM
IT
IN
G
C
O
PY
D
O
N
O
T
- Similar to Avida Healthwear Style #PP10 but must meet the following requirements:
Figure C-1: Pants –
VI
EW
NOTE 1: FIGURE C-1 IS NOT TO SCALE AND REPRESENTIVE ONLY
NOTE 2: ALL COLOUR(S) SHOWN IN FIGURE C-1 ARE REPRESENTATIVE ONLY AND MAY NOT MATCH
offered
SPECIFY:___________
offered
SPECIFY:___________
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CITY OF TORONTO
FINANCE
SPEC.#: 018E-01HA
DATE: 03/15/2016
SU
BM
IT
O
T
minimum 1-¼ inch wide elasticized band and secured
in place with 4 rows top stitching
N
O
- one (1) outside thigh pant leg pocket
PY
D
- All items offered must have finished bottom hems
to inseam lengths, all as noted at time of order
placement, and all at no additional cost to the
City of Toronto.
VI
EW
IN
G
C
O
57 of 79
CITY OF TORONTO
FINANCE
SPEC.#: 018E-01HA
DATE: 03/15/2016
7.2
Item C-2: Scrub Top- V-neck Opening- Short Sleeved- Royal Blue and White Colours
IT
G
C
O
PY
D
O
N
O
T
SU
BM
- Similar to Avida Healthwear Style #BB10 but must meet the following requirements:
IN
Figure C-2: Scrub Top –
NOTE 1: FIGURE C-2 IS NOT TO SCALE AND REPRESENTIVE ONLY AND DOES NOT SHOW ANY LOGOS
VI
EW
NOTE 2: ALL COLOUR(S) SHOWN IN FIGURE C-2 ARE REPRESENTATIVE ONLY AND MAY NOT MATCH
offered
SPECIFY:___________
offered
SPECIFY:___________
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CITY OF TORONTO
FINANCE
SPEC.#: 018E-01HA
DATE: 03/15/2016
SU
BM
IT
O
T
- one (1) chest pocket
N
- two (2) waist pockets
O
- unisex v-neck opening
D
- short sleeve
C
O
PY
- Item colours must be Pantone 18-4043 TPX
“Palace Blue” or approved royal blue equivalent
and Pantone 11-0104 TPX " Vanilla Ice" or
approved white equivalent
VI
EW
IN
G
- Must provide a white colour, sew-on embroidered flash
or directly embroidered on trunk fabric, with figure logo
of Toronto
59 of 79
CITY OF TORONTO
FINANCE
SPEC.#: 018E-01HA
DATE: 03/15/2016
ITEM GROUP D: COOK UNIFORMS
8.1
Item D-1: Cook Shirt- No Pockets – Front Snap Closure- White Colour
SU
BM
IT
8.0
VI
EW
IN
G
C
O
PY
D
O
N
O
T
- Similar to Avida Healthwear Style #2200 but must meet the following requirements:
Figure D-1: Cook Shirt – No Pocket – Front Snap closure
NOTE 1: FIGURE D-1 IS NOT TO SCALE AND REPRESENTIVE ONLY AND DOES NOT SHOW ANY LOGOS
NOTE 2: ALL COLOUR(S) SHOWN IN FIGURE D-1 ARE REPRESENTATIVE ONLY AND MAY NOT MATCH
offered
SPECIFY:___________
offered
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SPECIFY:___________
CITY OF TORONTO
FINANCE
SPEC.#: 018E-01HA
DATE: 03/15/2016
SU
BM
IT
- Construction shall be a cook style shirt with:
T
- front snap closures,
O
- no pockets, and
O
N
- short sleeves
D
- Item colour must be Pantone 11-0104 TPX “Vanilla Ice”
or approved white equivalent
VI
EW
IN
G
C
O
PY
- Must provide a navy blue colour, sew-on embroidered
flash or directly embroidered on trunk fabric, with figure
logo 1(default), minimum 4200 stitches, on left chest
area, for each item offered, all at no additional cost to the
City of Toronto
61 of 79
CITY OF TORONTO
FINANCE
SPEC.#: 018E-01HA
DATE: 03/15/2016
SU
BM
IT
8.2 Item D-2: Chef Pants- White Colour and Checkered Black and White (Woven Check)
Colours
IN
G
C
O
PY
D
O
N
O
T
- Similar to Avida Healthwear Style #3070 – Chef Pants but must meet the following
requirements:
Figure D-2: Chef Pants
VI
EW
offered
SPECIFY:___________
offered
SPECIFY:___________
62 of 79
CITY OF TORONTO
FINANCE
SPEC.#: 018E-01HA
DATE: 03/15/2016
SU
BM
IT
- Construction shall male and female classic style, with:
O
T
O
N
sizes, all as noted at time of order placement, and all at no additional cost to
the City of Toronto.
D
PY
- flat front
zipper closure with dome closure
-
minimum seven(7) drop style belt loops per pants,
measuring a minimum width of 3/4" and a
minimum length of 2-1/4". Each loop shall be
sewn and tacked to shell at both ends
G
C
O
-
VI
EW
IN
or approved white equivalent and checkered black and
white (Woven Check) colours.
63 of 79
CITY OF TORONTO
FINANCE
SPEC.#: 018E-01HA
DATE: 03/15/2016
8.3
Item D-3: Chef’s Coat- White Colour
IT
IN
G
C
O
PY
D
O
N
O
T
SU
BM
- Similar to Avida Healthwear Style #5400 – Chef Pants but must meet the following
requirements:
VI
EW
Figure D-3: Chef's Coat
offered
SPECIFY:___________
offered
SPECIFY:___________
64 of 79
CITY OF TORONTO
FINANCE
SPEC.#: 018E-01HA
DATE: 03/15/2016
- be 100 % cotton
SU
BM
IT
- Construction shall be a cook style shirt with:
- open front, low cut, mandarin style collar
O
T
- twin row button fasteners,
N
- vented cuffs, and
O
- long sleeves
Must provide a navy blue colour, sew-on embroidered
flash or directly embroidered on trunk fabric, with figure
logo 1(default), minimum 4200 stitches, on left chest area,
for each item offered, all at no additional cost to the City of
Toronto
VI
EW
IN
G
C
O
-
PY
D
or approved white equivalent
65 of 79
CITY OF TORONTO
FINANCE
SPEC.#: 018E-01HA
DATE: 03/15/2016
9.0
ITEM GROUP E: OTHER UNIFORMS
9.1
Item E-1: Dress – Royal Blue Colour
SU
BM
IT
G
C
O
PY
D
O
N
O
T
- Similar to Avida Healthwear Style #D229 but must meet the following requirements
Figure E-1-a: Dress
IN
NOTE 1: FIGURE E-1-a IS NOT TO SCALE AND REPRESENTIVE ONLY
VI
EW
NOTE 2: SHIRT COLOUR, SHOWN IN FIGURE E-1-a, IS A BURGUNDY COLOUR, NOT THE. REQUIRED ROYAL
BLUE DRESS COLOUR AS NOTED BELOW IN FIGURE E-1-b
offered
SPECIFY:___________
offered
SPECIFY:___________
66 of 79
CITY OF TORONTO
FINANCE
SPEC.#: 018E-01HA
DATE: 03/15/2016
SU
BM
IT
- Construction shall be a women’s scrub style
dress with the following:
O
T
- back zippered closure
N
- attached tie back belt
O
- V-neck opening
D
- short sleeves
PY
- knee length
C
O
- two (2) large front pockets
VI
EW
IN
G
Blue” or approved royal blue equivalent similar to
Figure E-1-b
Figure E-1-b: Dress – Colour detail – Royal Blue
NOTE 1: COLOUR(S) SHOWN IN FIGURE E-1-b ARE REPRESENTATIVE ONLY AND MAY NOT MATCH
67 of 79
CITY OF TORONTO
FINANCE
SPEC.#: 018E-01HA
DATE: 03/15/2016
9.2
Item E-2: Walking Shorts – Royal Blue Colour
IT
C
O
PY
D
O
N
O
T
SU
BM
- Similar to Avida Healthwear Style #SHI but must meet the following requirements
Figure E-2-a: Walking Shorts
VI
EW
IN
G
NOTE 2: WALKING SHORT COLOUR, SHOWN IN FIGURE E-2-a, IS A PINK COLOUR, NOT THE. REQUIRED
ROYAL BLUE WALKING SHORTS COLOUR AS NOTED BELOW IN FIGURE E-2-b
offered
SPECIFY:___________
offered
SPECIFY:___________
68 of 79
CITY OF TORONTO
FINANCE
SPEC.#: 018E-01HA
DATE: 03/15/2016
IT
SU
BM
T
- Construction shall be a men’s and women’s pull on style
with the following:
N
O
- a single 1- ½ inch elasticized waistband with a minimum 1¼ inch wide elasticized band and secured in place with 4
rows top stitching
O
- two (2) front slash pockets with side hip slash entry,
D
- knee length
PY
- sewn front crease
VI
EW
IN
G
C
O
Blue” or approved royal blue equivalent similar to
Figure E-2-b
Figure E-2-b: Walking Shorts – Colour detail – Royal Blue
69 of 79
CITY OF TORONTO
FINANCE
SPEC.#: 018E-01HA
DATE: 03/15/2016
9.3
Item E-3 Work Pants- Navy Blue Colour
IT
IN
G
C
O
PY
D
O
N
O
T
SU
BM
- Similar to Avida Healthwear Style #3000 Work Pants but must meet the following
requirements:
Figure E-3-a: Work Pants –
VI
EW
NOTE 2: ALL COLOUR(S) SHOWN IN FIGURE E-3-a ARE REPRESENTATIVE ONLY AND MAY NOT MATCH
offered
SPECIFY:___________
offered
SPECIFY:___________
70 of 79
CITY OF TORONTO
FINANCE
SPEC.#: 018E-01HA
DATE: 03/15/2016
SU
BM
IT
- Construction shall be male and female classic style, with:
T
O
O
N
sizes, all as noted at time of order placement, and all at no additional cost to
the City of Toronto.
- flat front
PY
D
C
O
- front closure with button waist
IN
G
- minimum seven (7) drop style belt loops per pants,
measuring a minimum width of 3/4" and a minimum
length of 2-1/4". Each loop shall be sewn and
tacked to shell at both ends
VI
EW
approved navy blue equivalent
71 of 79
CITY OF TORONTO
FINANCE
SPEC.#: 018E-01HA
DATE: 03/15/2016
9.4
Item E-4: Work Shorts- Navy Blue Colour
IT
C
O
PY
D
O
N
O
T
SU
BM
- Similar to Avida Healthwear Style #SHI but must meet the following requirements
Figure E-4-a: Work Shorts
VI
EW
IN
G
NOTE 2: WORK SHORT COLOUR, SHOWN IN FIGURE E-4-a, IS A PINK COLOUR, NOT THE. REQUIRED NAVY
BLUE WORK SHORTS COLOUR AS NOTED BELOW IN FIGURE E-4-b
offered
SPECIFY:___________
offered
SPECIFY:___________
72 of 79
CITY OF TORONTO
FINANCE
SPEC.#: 018E-01HA
DATE: 03/15/2016
IT
SU
BM
T
- Construction shall be a men’s and women’s pull on style
with the following:
N
O
minimum 1-¼ inch wide elasticized band and
secured in place with 4 rows top stitching
O
- two (2) front slash pockets with side hip slash entry,
D
- knee length
PY
- sewn front crease
VI
EW
IN
G
C
O
approved navy blue equivalent similar to Figure E-4-b
Figure E-4-b: Work Shorts – Colour detail – Navy Blue
73 of 79
CITY OF TORONTO
FINANCE
SPEC.#: 018E-01HA
DATE: 03/15/2016
FIGURE LOGO 1 – CITY OF TORONTO LOGO (DEFAULT):
SU
BM
IT
(Note: Logo is not to scale)
N
O
T
Logo and
text height:
1”
VI
EW
IN
G
C
O
PY
D
O
Logo and text width: 3”
74 of 79
APPENDIX E - CITY POLICY COMPLIANCE FORMS
(Also See City Policies Listed in Appendix "E1")
POLICY TO EXCLUDE BIDS FROM EXTERNAL PARTIES INVOLVED
IN THE PREPARATION OR DEVELOPMENT OF A SPECIFIC CALL/REQUEST
Specify:
Yes _____
SU
BM
Did you, the Bidder, assist the City of Toronto in the preparation of this Request for Quotation call?
IT
To ensure Fair and Equal Treatment in its competitive procurements, the City of Toronto will undertake to:
- disallow bidders/proponents from submitting a bid to any Tender, Quotation, or Proposal call in which the
bidder/proponent has participated in the preparation of the call document; and
- a bidder/proponent who fails to comply will result in disqualification of their response to the call/request.
No _____
O
T
PURCHASE OF PRODUCTS MANUFACTURED IN FACTORIES WHERE
CHILDREN ARE USED AS SLAVE LABOUR OR OTHER EXPLOITIVE
CIRCUMSTANCES WHICH IMPEDES CHILD DEVELOPMENT (if applicable)
O
N
Purpose:
To advise suppliers that the City of Toronto does not wish to encourage the use of products manufactured in factories where
children are used as slave labour or other exploitive circumstances which impedes child development.
PY
D
Policy:
Bidders must state where the products offered have been made. City Council does not wish to see products used that have
been made in factories in countries where children are used as slave labour or other exploitive circumstances, which impedes
child development. Therefore, preference will be given to bidders that obtain products from any country other than the
aforementioned, but this criteria will not be used to disqualify any bidder.
C
O
Bidders must state where the products offered have been made: _______________________
(Specify)
IN
G
Bidders to state if products offered have been made in factories in countries where children are used as slave labour or other
exploitive circumstances which impedes child development: ____________________
(Specify)
VI
EW
This policy will be considered in the evaluation of all Bids received.
75 of 79
ENVIRONMENTALLY RESPONSIBLE PROCUREMENT STATEMENT (if applicable)
For a copy of the City of Toronto Environmentally Responsible Procurement Policy, please download a copy of the
Policy at http://www.toronto.ca/calldocuments/pdf/environment_procurement.pdf
State if environmentally preferred products/service is being offered: YES______ NO______
State briefly the environmental benefit of the product/service offered:
SU
BM
______________________________________________________________________________
IT
____________________________________________________________________________________
RESTRICTIONS ON THE HIRING AND USE OF FORMER CITY OF TORONTO MANAGEMENT
EMPLOYEES FOR CITY CONTRACTS (if applicable)
T
Respondents are to state the name(s) of any former City of Toronto management employee(s) hired/used by your firm, if any,
who have left the employ of the City or its special purpose bodies within the last two years.
O
Specify: ________________________________________________________________________________
VI
EW
IN
G
C
O
PY
D
O
N
This policy will be considered in the evaluation of all submissions received by the City of Toronto.
76 of 79
APPENDIX “E1” – APPLICABLE CITY POLICIES
For a copy of the City of Toronto Procurement Policies, please download a copy of the Policy by clicking any of the
links as provided below or by visiting the following website (www.toronto.ca/purchasing/policies):
(1)
FAIR WAGE POLICY*
*Fair Wage Policy – (extracted from Schedule A of the City of Toronto Municipal Code, Chapter 67)
FW R (10/07)
The policy and schedules are available on the Fair Wage Office website – www.toronto.ca/fairwage
LABOUR TRADES CONTRACTUAL OBLIGATIONS IN THE CONSTRUCTION INDUSTRY*
SU
BM
IT
Labour Trades Contractual Obligations – (extracted from Schedule B of the City of Toronto Municipal Code, Chapter 67)
ACCESSIBILITY STANDARDS FOR CUSTOMER SERVICE TRAINING REQUIREMENTS POLICY
(3)
POLICY TO EXCLUDE BIDS FROM EXTERNAL PARTIES INVOLVED IN THE PREPARATION
OR DEVELOPMENT OF A SPECIFIC CALL/REQUEST
(4)
CONFLICT OF INTEREST POLICY
(5)
PURCHASE OF PRODUCTS MANUFACTURED IN FACTORIES WHERECHILDREN ARE USED
AS SLAVE LABOUR OR OTHER EXPLOITIVE CIRCUMSTANCES WHICH IMPEDES CHILD
DEVELOPMENT
(6)
ENVIRONMENTALLY RESPONSIBLE PROCUREMENT STATEMENT
(7)
POLICY ON DONATIONS TO THE CITY FOR COMMUNITY BENEFITS
(8)
RESTRICTIONS ON THE HIRING AND USE OF FORMER CITY OF TORONTO MANAGEMENT
EMPLOYEES FOR CITY CONTRACTS
(9)
RIGHT TO REJECT DEBTORS AND SET OFF POLICY
VI
EW
IN
G
C
O
PY
D
O
N
O
T
(2)
77 of 79
APPENDIX “E2” – FAIR WAGE SCHEDULE
Please review a copy of the Fair Wage Schedule applicable to this Call. The Fair Wage Schedules can be found
at the following website:
http://www.toronto.ca/fairwage
SU
BM
Tel: (416) 392-7300
Fax:(416) 392-0801
E-Mail: [email protected]
VI
EW
IN
G
C
O
PY
D
O
N
O
T



IT
In the event that other Fair Wage Schedules may overlap the work covered by this Contract or if you have any
questions with respect to the Fair Wage Policy or the Fair Wage Schedules please contact the Fair Wage Office
by:
78 of 79
NOTICE OF "NO BID"
RFQ#:
0102-16-0016
CLOSING
DEADLINE:
May 6, 2016
IMPORTANT - PLEASE READ THIS
SU
BM
IT
It is important to the City to receive a reply from all Bidders. There is no obligation to submit a Bid; however, should you
choose not to bid, completion of this form will assist the City in determining the type of goods or services you are
interested in bidding on in the future in order to ascertain a better understanding of why a Quotation was not provided to
the City to consider.
INSTRUCTIONS:
If you are unable, or do not wish to quote on this RFQ, please complete the following portions of this form. State your
reason for not bidding by checking applicable box(es) or by explaining briefly in the space provided. It is not necessary
to return any other quotation documents. Return the completed form by email or fax to the Official Point of Contact prior
to the Closing Deadline.
Company Name:
O
T
Address:
Telephone :
PY
Date:
D
Position:
O
N
Signature of Company
Representative:
6. We do not manufacture/supply to this
specification
2. Unable to quote competitively
7. Cannot handle due to present plant loading
3. Quantity/job too large
C
O
1. We do not manufacture/supply this commodity
8. Quantity/job too small
9. Licensing restrictions
G
4. Cannot meet delivery/completion requirements
IN
5. Agreements with distributors/dealers do not
permit us to sell direct
10. Conditions too restrictive
Yes
VI
EW
Do you wish to quote on these goods/services in the future?
No
 
Please take the opportunity to tell us how we can improve upon this call:
79 of 79

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