request for proposal (rfp) for - amazon web …...request for proposal [rfp] checklist public...

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RFP-2014-0016

Key Dates:

Final Date to Submit Questions: Wednesday November 17, 2014, 12 Noon EST

Submit Complete Information By: Thursday November 24, 2014 4 pm EST

Late or facsimile responses will not be accepted or considered

Request For Proposal

(RFP) for

Print, Media and Promotional Production

Services

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Table of Contents Table of Contents .......................................................................................................................................... 2

Request for Proposal [RFP] Checklist ....................................................................................................... 3

Introduction .................................................................................................................................................... 4

A. Definitions ........................................................................................................................................... 4

B. Accessibility for Ontarians with Disabilities ................................................................................... 4

C. Background ........................................................................................................................................ 4

Scope of Services and Business Requirements ...................................................................................... 4

D. Scope of Services ............................................................................................................................. 4

E. Guidelines for Proponent’s Submission ........................................................................................ 6

F. Experience & Qualifications ............................................................................................................ 7

G. Evaluation of Proposals ................................................................................................................... 7

H. Confidentiality .................................................................................................................................. 10

I. Sub-contracting or Substitution ..................................................................................................... 10

K. References ....................................................................................................................................... 10

L. Costs and Expenses ....................................................................................................................... 10

M. Review Representative .................................................................................................................. 11

N. Additional Information ..................................................................................................................... 11

O. Notification to Other Proponents of Outcome of Procurement Process ................................. 12

P. Debriefing ......................................................................................................................................... 12

RFP Terms ................................................................................................................................................... 12

A. Information Gathering Process ..................................................................................................... 12

B. Cost of RFP Response .................................................................................................................. 12

C. Use of Names or Logos ................................................................................................................. 12

D. Explanation of Information Evaluation ......................................................................................... 12

E. Decision Making .............................................................................................................................. 13

F. Restriction on PSHSA Contacts ................................................................................................... 13

G. Confidentiality of Proponent’s Information .................................................................................. 13

H. Data Validity ..................................................................................................................................... 13

I. Errors and Omissions .......................................................................................................................... 13

J. Indemnification ..................................................................................................................................... 13

K. Conflict of Interest ................................................................................................................................. 14

L. Right to Termination .............................................................................................................................. 14

M. Dispute Resolution ............................................................................................................................... 14

APPENDIX A - General Proponent Information ..................................................................................... 15

APPENDIX B – Tax Compliance Declaration ......................................................................................... 17

APPENDIX C – Conflict Of Interest Declaration .................................................................................... 18

APPENDIX D - Respondent Acknowledgement Form .......................................................................... 19

APPENDIX E – Pricing Form (Sample) ................................................................................................... 20

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APPENDIX F – Sample Printing Specifications ..................................................................................... 21

Request for Proposal [RFP] Checklist

Public Services Health & Safety Association (PSHSA) recommended that Proponents use the

following checklist when completing the RFP-2014-0016 to help ensure that all the key components

to your organization’s proposal are submitted on time. Documents must be delivered to the Project Representative in the required format by the dates and times set out below.

E-mail Proposals in Electronic Format (.pdf, .doc/.docx) by:

November 24, 2014, 4 pm EST

Print, Media and Promotional Production Services

TO:

PSHSA

RFP-2014-0016 - Project Representative: Siva Shanmugalingam

4950 Yonge Street. Suite 1505

Toronto, ON M2N 6K1

[email protected]

Proposals submitted in any other manner may be disqualified.

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Introduction

A. Definitions

“Proponent” wherever used shall mean RFP respondent/participant.

“Proposal” wherever used shall mean a Proponent’s written response to this RFP.

“RFP” wherever used shall mean this Request for Proposal

B. Accessibility for Ontarians with Disabilities The selected Proponent shall comply with the requirements for all relevant accessibility standards

established by regulation under the Accessibility for Ontarians with Disabilities Act, 2005.

C. Background

Public Services Health & Safety Association (PSHSA) is funded by the Ontario Ministry of Labour

to collaborate with Ontario’s Public and Broader Public Sector communities, providing consulting, training and resources to reduce workplace risks and prevent occupational injuries and illnesses.

PSHSA is committed to serving its market of over 10,000 firms and 1.67 million workers in Health

and Community Care, Education and Culture, Municipal and Provincial Government, Public Safety

and Emergency Services, and First Nations communities.

Scope of Services and Business Requirements

PSHSA is in the process of sourcing services from firms experienced in providing inventory, just-

in-time fulfilment, reproduction and printing services for various types of materials such as training

course materials with various bindings including spiral binding; binders with inserts and tabs;

booklets with saddle stich, brochures; DVDs and other client materials which are delivered to client

sites primarily within the Province of Ontario.

D. Scope of Services

1. REQUIRED SERVICES

The following outlines a more detailed scope of work for each of the expected qualifications.

Experience managing print production of training materials, as well as media and promotional production services for a corporate education and consulting company

Delivery of services within primary operating hours of Monday to Friday 8am-5pm, with occasional weekend training sessions

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Provision of an account manager or project manager Provision of printing and reproduction services for a variety of materials including

training participant materials including spiral bound books and binders with inserts and tabs; large format print, variable print, banners; posters; DVDs; brochures and flyers, forms etc. These services should consider all services typically provided by a print shop such as: Cutting Collating, Padding 3-hole punching 2-sided coping Folding

Stapling Spiral Binding Saddle Stitching Binder Collating,

including tabs and inserts

Perforating Numbering Scoring Offset and digital

printing Large format printing

(e.g. 72”x48”) Ability to manage printing and binding for various sizes of print materials range from 1

inch to greater than 2 inches, more detail provided in Appendix F Ability to reproduce materials from a variety of file types including Microsoft Office

applications (Word, Excel, PowerPoint), InDesign and Adobe, as well as CD/DVDs Provision of proofing and approval process which includes version control features

The ability to receive and hold inventory and provide print on demand, fulfillment and distribution services primarily within Ontario

Provision of print on demand services and recommendations for other cost saving options

Background and experience with leading edge digital production capabilities for the delivery of our education materials in new and innovative ways

Ability to receive and manage inventory components from other suppliers Delivery of digital files to customers including media, eBooks and secured electronic

files Ability to maintain a fulfillment and distribution service level agreement of 3 business

days, or less Ability to pick and pack or kit components which mix inventoried and print on demand

pieces Ability to provide reliable, competitive shipping services across Ontario Provision of online tracking and reporting systems that has the ability to integrate with

Microsoft Dynamics Great Plains Financial System for audit and management of inventory

Online ordering system that provides order confirmation and shipment tracking, as well as detailed reporting and invoicing that can be downloaded or emailed on a weekly basis

Ability to track costs and usage of materials Consideration and recommendations on providing ergonomically friendly options such

as providing shipping boxes with handles and maximum box weight

Provision of creative services including marketing support, graphic design, copywriting and digital production

Provision of graphic design services for a variety of delivery channels including web, Microsoft Office solutions, InDesign, Adobe

Ability to desktop content within corporate templates Ability to provide digital/video production support on an as needed basis Direct and digital marketing campaign support

Provision of customer support services

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Ability to support online and inbound inquires, provide order taking Provide outbound services such as call vetting, surveys, service delivery audits, file

cleansing and updating services

Transition support and management with business continuity plan, as required Development and execution of a transition and business continuity plan which

maintains service provision to customers Manage the logistics of print, media and promotional products service provider

transition

2. PROPONENT QUALIFICATONS

PSHSA is seeking services from individuals / firms with the following qualifications to provide print, media and promotional production services. The main qualifications we are seeking include:

Experience managing print production of training materials, as well as media and promotional production services for a corporate education and consulting company

The ability to receive and hold inventory and provide print on demand, fulfillment and distribution services primarily within Ontario

Provision of creative services including marketing support, graphic design, copywriting and digital production

Provision of customer service support services Transition support and management services with business continuity plan

In addition to the above PSHSA will require that interested vendors have the ability to demonstrate compliance with Occupational Health and Safety Act and Regulations, including a health and safety program and consideration of safe practices.

3. VENDOR OF RECORD STATUS

The successful Proponents may be a vendor of record (VOR) for a period of twenty-four (24) months provided the Proponent has performed to the satisfaction of PSHSA, with option to renew the contract for two twelve-months (12) periods.

E. Guidelines for Proponent’s Submission

The preferred format for the Proponent’s “Offer of Service” or response to this RFP is as follow:

The Firm’s primary contact person(s) for the proposal; An itemized quotation with detailed descriptions to explain the goods/services being

offered, including all costs and fees chargeable to PSHSA, this should include price breakdown of various types of services such as warehousing, various printing formats and sizes, fulfilment, shipping, desktopping and editing services; rush printing and shipments (24 hours or less) as well as any discounts offered for not for profit organizations;

Clearly defined dependencies, if any, on turnaround times, processes (approval, proof); Description of the firm’s qualifications and areas of expertise; Explanation of how the required deliverables will be met and clearly demonstration of

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ability to deliver on these requirements; Description and pricing of other services provided that may benefit a customer focused

training and consulting services company such as direct mail, packaging services, branded merchandise, translations etc;

Previous experience. Provide an outline of your firm’s previous experience working on projects of this nature. 3 references are to be provided for which similar services are or have been provided;

Description of health and safety program implementation and record; Description of personnel qualifications who would be assigned to this engagement.

F. Experience & Qualifications

Each Proponent must provide as part of its proposal a summary outlining:

Company history including information any recently formed partnerships or strategic alliances with other companies that may be beneficial to PSHSA for the purposes of the services requested in this RFP

Personnel working on the engagement with qualifications & experience Describe Proponent’s relationship with other companies with whom Proponent may

partner to service PSHSA needs and requirements as described in this RFP Any additional information that will support your proposal

G. Evaluation of Proposals

An Evaluation Team will review submissions, select and recommend the successful Proponent(s)

for to move to contract and use as a VOR. Neither the lowest price proposal nor any proposal will

necessarily be accepted.

Stage I – Mandatory Requirements

Stage 1 will consist of a review to determine which proposals comply with all the mandatory

requirements. Proposals, which do not comply with all the mandatory requirements, may be

disqualified and not evaluated further.

Other than inserting the information requested on the mandatory submission forms set out in this

RFP, a Proponent may not make any changes to any of the forms. Any proposal containing such

changes, whether on the face of the form or elsewhere in this proposal, may be disqualified.

Each proposal must include the following completed documents located as Appendices:

Mandatory Documents to be Completed and Submitted

Appendix A General Proponent Information, Health and Safety, References

Appendix B Tax Compliance Declaration

Appendix C Conflict of Interest Declaration

Appendix D Respondent Acknowledgement Form

Appendix E Pricing Sheet

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The Proponent, by submitting the proposal, warrants that to its best knowledge and belief no actual

or potential Conflict of Interest exists with the submission of the proposal or performance of the

contemplated contract other than those disclosed under General Proponent Information. Where

PSHSA discovers a Proponent’s failure to disclose all actual or potential Conflicts of Interest, PSHSA may disqualify the Proponent or terminate any contract awarded to that Proponent pursuant

to this procurement process.

A proposal that includes conditions, options, variations or contingent statements that are contrary

to or inconsistent with the terms set out in the RFP may be disqualified.

Stage II – Rated Criteria

Stage II will consist of scoring by the Evaluation Team of each qualified proposal on the basis of

the rated criteria. A minimum of 50 out of a possible 65 points is required in order for the Proponents

to qualify for Stage III – Pricing Scoring.

PSHSA will not necessarily accept the lowest priced proposal or any proposal resulting from this

RFP. While price is an important element in the selection process, Proponents should recognize

that there are other criteria in this RFP that PSHSA will consider in evaluating proposals.

The PSHSA evaluation team will base selection decisions on responses received and the best

outcome for PSHSA. Each response will be carefully evaluated and scored by the evaluation team.

Each response will be scored in accordance with the relative importance weighting indicated in the

table below. It is suggested you address these criteria in sufficient depth in your response.

# Rated Criteria Weighting

(Points)

1 Demonstrated required qualifications 20

2 Demonstrated experience delivering inventory, printing and reproduction services described in scope

25

3 Ability to deliver services within specified time frames 20

4 Price reflective of the scope of the work 25

5 References 10

Total Points 100

Points will be awarded based on the degree to which the material you have provided demonstrates

your capability to perform and successfully carry out the work described. A minimum score 50

points must be achieved to be short listed and move to the next stage.

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Stage III – Pricing Scoring

Upon successful completion of Stage II, only qualified Proponents achieving a score 50 points or

more will have their pricing scored. The Evaluation Team will evaluate pricing after the evaluation

of mandatory requirements and rated requirements.

Pricing for each qualified Proponent will be scored out 25 points based on a relative pricing formula,

using the pricing set out in the proposal.

Each Proponent will receive a percentage of the total possible points allocated to price by dividing

that Proponent’s price into the lowest bid price. For example, if the lowest bid price is $120.00, a Proponent that bids $120.00 receives a 100% of the possible points (120/120 = 100%), a

Proponent who bids $150.00 receives 80% of the possible points (120/150 = 80%) and a

Proponent who bids $240.00 receives 50% of the possible points (120/240 = 50%).

Lowest rate

------------------- x Total available points = Score for proposal with 2nd lowest rate

2nd lowest rates

Lowest rate

------------------- x Total available points = Score for proposal with 3rd lowest rate

3rd lowest rates

Etc…for each proposal

Cumulative Score

Short listed Proponents may be interviewed in person by the Evaluation Team.

At the conclusion of Stage III, all scores for qualified Proponents from Stage II and III will be added

and, subject to a possible interview and satisfactory reference checks, the highest scoring

Proponent will be selected.

Negotiations

PSHSA may, in its sole discretion, enter into negotiations with one or more Proponents. The

PSHSA reserves the right to negotiate with more than one Proponent concurrently or consecutively,

and to add to, expand, reduce or modify the scope of this RFP. If PSHSA and the selected

Proponents are unable to negotiate an agreement, PSHSA may begin or continue negotiations with

any other Proponent, at any time. Negotiations may take place with selected Proponents without

the obligation to re-call proposals or provide an opportunity for other Proponents to quote on the

same changes. No Proponent shall have any rights against PSHSA arising from such negotiation.

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H. Confidentiality

All information contained in this Request for Proposal, and all information and material obtained

during the course of this project, is confidential, and remains the property of PSHSA. The Proponent

must agree to sign a confidentiality agreement. All outputs of the project will remain the property of

PSHSA.

I. Sub-contracting or Substitution

No sub-contracting or substitution on the part of the Proponent will be accepted without explicit

agreement from PSHSA.

J. Health and Safety

In providing a submission, the Proponent declares that it agrees to observe strictly and faithfully the provisions of the Occupational Health and Safety Act an all regulations and rules and agrees to indemnify and leave PSHSA harmless from any breach or breaches of the Act.

K. References

Provide three (3) references from clients for whom your company has provided the same or similar

services within the past three (3) years and include the following information for each reference:

Name of Company, Address, Name of Contact, Title of Contact, Telephone Number of Contact,

Date Work Undertaken, and Brief Description of Assignment. Refer to Stage I, Mandatory

Requirements. (see Appendix A).

L. Costs and Expenses

When providing complete pricing/costs, a Proponent must be aware of and affirm the following:

On June 17, 2009, the Ontario government established new standards relating to the procurement

of consulting services and management of consulting contracts for all government agencies,

including PSHSA. As a result PSHSA will not pay for any hospitality, incidental and food expenses,

including, but not limited to: meals, beverages, gratuities, personal telephone calls, etc. under the

new rules.

PSHSA will not be responsible for any travel expenses that have not been pre-approved and

referenced in the final contract.

The fees quoted for services or goods shall not include applicable taxes (i.e. HST, GST, PST, VAT

…).

All fees for services shall be quoted in Canadian Funds.

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M. Review Representative

All contact and questions with regard to this RFP must be made through the Project Representative

selected for this initiative, by e-mail. For the purposes of this RFP, the Project Representative is:

Name: Siva Shanmugalingam

Email: [email protected]

Any questions received and responses will be provided to all Proponents. Questions will be

accepted up to and including November 17, 2014, 12 noon EST and responses posted to Merx by

November 18, 2014, 4 pm EST.

PSHSA reserves the rights to not answer a proponent’s question. The reasons for this might be:

1. The information requested is not needed for the preparation of a submission, or 2. The answer to the question posed can be found in the RFP, or 3. The answer to the question posed is the purpose of the RFP

PSHSA will not provide answers to questions in any form or electronic format by direct reply in

order that the fairness of the procurement process is maintained.

Unless otherwise notified, the time required by PSHSA to answer questions will not change the

deadline specified for submission of a proposal.

N. Additional Information

PSHSA may request additional data, discussions, presentations or on-site visits in support of the

response to this RFP, all without obligation to provide other RFP recipients with similar information

or notice of such communication. Additionally, PSHSA reserves the right to implement the

appropriate due diligence processes to organize or clarify any information provided, or to collect

more evidence of managerial, financial and technical abilities, including but not limited to, meetings

and visits with current customers served by the Proponent.

The deadline for submission of an Offer is November 24, 2014, 4 pm EST. The successful Proponents will do everything possible to exceed delivery expectations. Assignment duration is from January, 2015 to December. 2016.

Other Considerations

Circumstances may arise in which additional billable work or services may be required by the

PSHSA that cannot be currently determined for this RFP. The Proponent will provide in their

response their lowest hourly or unit pricing and/or highest discount structure that will be extended

to PSHSA if additional work/service outside the scope of this RFP is approved by PSHSA. This

pricing may be used as further consideration by PSHSA during the evaluation of offer stage.

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When replying to this RFP, a Proponent should consider their response as an investment and

cornerstone of the potential for additional engagements.

O. Notification to Other Proponents of Outcome of Procurement Process

Once the successful Proponent and the PSHSA execute a contract, the others will be notified in

writing of the outcome of the procurement process.

P. Debriefing

Proponents may request a debriefing after receipt of a notification of award. All requests must be

in writing to the Project Representative and must be made within sixty (60) days of notification of

award. The intent of the debriefing information session is to aid the Proponent in presenting a

better proposal in subsequent procurement opportunities. Any debriefing provided is not for the

purpose of providing an opportunity to challenge the procurement process.

RFP Terms

By submitting a proposal, the Proponent agrees the following terms and conditions shall apply:

A. Information Gathering Process

This RFP is being issued for information gathering purposes only. PSHSA shall not be bound or

obligated in any manner as a result of issuing this RFP to enter into contract negotiations, or to

conclude a contract. Without limiting the generality of the foregoing, PSHSA expressly reserves the

right, at its sole discretion, (i) to initiate any form of procurement process including without limitation

direct negotiations with any Proponent regardless of whether such Proponent responded to this

RFP; or (ii) to elect not to procure the good or service that is the subject of this RFP.

B. Cost of RFP Response

All work undertaken by any Proponent in preparation of its Proposal is performed on a speculative

basis. PSHSA accept no responsibility for costs of proposal preparation, benchmarking, piloting,

interviews, meetings, or other activities related to proposal preparation or any contract negotiations.

All proposals submitted will be regarded as the personal property of PSHSA and will not be

returned.

C. Use of Names or Logos

The Proponent shall not use the PSHSA name or logo or associated names or logos or make

reference to this RFP in any advertising copy or other promotional materials or messages without

prior written consent.

D. Explanation of Information Evaluation

PSHSA is not bound to explain how any proposal was evaluated nor is PSHSA bound to explain

any decision it makes based upon the subject matter of the proposal.

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E. Decision Making PSHSA is not bound to explain how any proposal was evaluated nor is PSHSA bound to otherwise

explain any decision it makes in connection with any part of this RFP process.

F. Restriction on PSHSA Contacts

All contacts, written and oral, concerning this RFP in any respect, should be made through the

Representative named in this RFP or a member of the Evaluation Team. Discussion of this RFP

with any other parties within PSHSA may result in your organization’s proposal not being considered.

G. Confidentiality of Proponent’s Information

Information provided by a Proponent and all or a portion of the proposal itself, even if identified as

being confidential, may be used, reproduced, and disclosed by PSHSA, and on a confidential basis,

to third parties retained by PSHSA in connection with the subject matter of this RFP, including

without limitation, for the purposes of evaluating the information.

Information provided by a Proponent is subject to disclosure in accordance with the Freedom of

Information and Protection of Privacy Act, R.S.O. 1990, and c.F.31, as amended. Each Proponent

is requested to identify in its proposal any information it wishes PSHSA to keep confidential.

Proponents are advised that the information provided by a Proponent and all or a portion of the

proposal itself, may be disclosed by PSHSA to third parties where an order by the Information and

Privacy Commissioner or a court requires PSHSA to do so.

H. Data Validity

All data and information included in this RFP have been extracted from sources which PSHSA

consider to be reliable. However, PSHSA makes no warranties and accept no responsibility for

inaccurate data contained herein.

I. Errors and Omissions

PSHSA shall not be held liable for any errors or omissions in any part of this RFP. While PSHSA

has used considerable effort to ensure an accurate representation of information in this RFP, the

information contained in the RFP is supplied solely as a guideline for potential companies. This

information is not necessarily comprehensive or exhaustive. Nothing in the RFP is intended to

relieve the company from forming their own opinions and conclusions with respect to the matters

addressed in the RFP.

J. Indemnification

The Proponent shall indemnify and hold harmless PSHSA, its officers, board members, partners,

agents and employees from and against all actions, claims, demands, losses, costs, damages,

suits or proceedings whatsoever which may be brought against or made upon PSHSA and against

all loss, liability, judgments, claims, suits, demands or expenses which PSHSA may sustain, suffer

or be put to resulting from or arising out of the Proponent’s failure to exercise reasonable care, skill

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or diligence or omissions in the performance or rendering of any work or service required hereunder

to be performed or rendered by the company, its agents, officials and employees.

K. Conflict of Interest Proponents that respond to this RFP must identify any real or perceived situations where a conflict

of interest, past, current or future exists. All instances are to be declared in Appendix C.

L. Right to Termination PSHSA may, in its sole discretion, cancel this RFP or revise the scope of this RFP at any time.

M. Dispute Resolution In order to address suppliers’ concerns related to any aspect of the procurement process in an ethical, fair, reasonable and timely fashion, the following dispute resolution process will be followed:

1. Notice of Dispute received 2. Conduct Negotiation (if negotiation is successful, proceed to Step 6 - End of Process; if

not successful, both parties must agree to proceed to Step 3 - Mediation) 3. Conduct Mediation (if mediation is successful, proceed to Step 6 - End of Process; if not

successful, both parties must agree to proceed to Step 4 - Arbitration) 4. Conduct Arbitration (if arbitration is successful, proceed to Step 6 - End of Process; if not

successful, proceed to Step 5 - Litigation) 5. Litigation 6. End of Process

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APPENDIX A - General Proponent Information

Please provide concise responses to all of the following questions. Where you do not provide a

response, please explain why. Please review all Appendix materials before completing this

questionnaire.

Contact Information

Please provide the following information: (Name one person to be the contact for this RFP response and for any clarifications that might be necessary)

Full Organization Legal Name: Street Address: City, Province/State: Postal Code: Phone Number: Fax Number: Organization Website (if one exists): Organization Ownership (specify private or public company):

Parent Organization Name (if any): RFP Contact Person and Title: E-mail Address for RFP Contact Person:

Occupational Health & Safety

Describe the Health and Safety program for your organization, indicating how you ensure that all Health and Safety standards are met.

References – Current Clients

Please list three references comparable to PSHSA for which you currently provide similar products and services to outlined in this RFP.

Company Name

Company Address

Contact Name

Title of Contact

Contact Phone Number

Date Work Undertaken

Brief Description of

Assignment

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Company Name

Company Address

Contact Name

Title of Contact




Assignment

Company Name

Company Address

Contact Name

Title of Contact




Assignment

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APPENDIX B – Tax Compliance Declaration

The Ontario Government expects all suppliers to pay their provincial taxes on a timely basis. In this regard, Proponents are advised that any contract with the Ontario Government will require a declaration from the successful Proponent that the Proponent's provincial taxes are in good standing. In order to be considered for a contract award, the Proponent must submit the following tax compliance status statement and the following consent to disclosure: Declaration I/WE hereby certify that _________________________ at the time of submitting its proposal,

(Legal Name of Proponent) is in full compliance with all tax statutes administered by the Ministry of Revenue for Ontario and that, in particular, all returns required to be filed under all provincial tax statutes have been filed and all taxes due and payable under those statutes have been paid or satisfactory arrangements for their payment have been made and maintained. Consent to Disclosure I/We consent to the Ministry of Revenue releasing the taxpayer information described in this Declaration to the Ministry issuing the RFP as necessary for the purpose of verifying that I/we am/are in full compliance with all statutes administered by the Ministry of Revenue. Dated at this day of 20

An authorized signing officer)

(Print Name)

(Title)

(Phone Number) (Fax Number)

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APPENDIX C – Conflict Of Interest Declaration

The Proponent and its Affiliates declare that it does not now have and agrees not to have any public or private interest, and shall not acquire directly or indirectly any such interest in connection with the work defined in this RFP-2014-0016, that would conflict or appear to conflict in any manner with the performance of the SERVICES under this RFP-2014-0016 or subsequent contract. “Affiliate” means a corporate entity linked to the Proponent through common ownership. The Proponent and its Affiliates agree not to provide any services to any entity that may have an adversarial interest in a project for which it has provided services to PSHSA. The Proponent and its Affiliates agree to disclose to PSHSA all other interests that the Proponents have or contemplate having during each phase of the project. In all situations, PSHSA will decide if a conflict of interest exists. If PSHSA concludes that a conflict of interest exists, it will inform the Proponent and its Affiliates. If the Proponent and its Affiliates choose to retain the interest constituting the conflict, PSHSA may terminate the Contract for cause in accordance the provisions stated in the Contract. __________________________________ __________________________________ (Proponent Organization) (Proponent Representative)

I have the authority to bind the organization.

______________________________________

(Date)

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APPENDIX D - Respondent Acknowledgement Form

RFP-2014-0016

Print, Media and Promotional Production Services

Respondent’s Registered Legal Business Name:

Mailing Address:

Name of Contact Person:

Title:

Contact Person Tel.#:

Facsimile Tel.#:

E-mail Address:

The Respondent hereby acknowledges

(i) that the information it is providing is, to the best of its knowledge, complete and accurate; (ii) that the information it is providing, and all or a portion of the proposal itself, even if

identified as being confidential, may be used, reproduced, and disclosed by PSHSA on a confidential basis to third parties retained by PSHSA in connection with the subject matter of this RFP, including without limitation, for the purposes of evaluating the information;

(iii) that the information it is providing is subject to disclosure in accordance with the Freedom of Information and Protection of Privacy Act, R.S.O. 1990, c.F.31, as amended, that notwithstanding that the Respondent has identified in its proposal any information it wishes PSHSA to keep confidential, the information provided by a Proponent and all or a portion of the proposal itself, may be disclosed by PSHSA to third parties where an order by the Information and Privacy Commissioner or a court requires PSHSA to do so.

(iv) that PSHSA shall not be liable for any costs incurred by the respondent in the preparation of its proposal;

(v) that all materials submitted to PSHSA by the Respondent shall become the personal property of PSHSA and shall not be returned;

(vi) that, as elaborated upon in paragraph A, “Information Gathering Process” of Section IV, this RFP is for information gathering purposes only and does not create any legal obligations or restrict PSHSA rights regarding the procurement of any good or service.

(vii) that a benefit has not been conferred of any kind on anyone employed by or connected with PSHSA, for the purpose of influencing the outcome of procurement.

Signature of Witness:

Signature of Respondent representative:

_____________________________________ _____________________________________ (I have authority to bind the Respondent).

Name of Witness: (corporate seal)

Name : Title: Date:

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APPENDIX E – Pricing Form (Sample) Please provide hourly / per diem rates for each of the individuals/roles that your firm proposes to

use in the delivery of this assignment. Add rows to the table as necessary. Also complete any

other costs you propose to include in your response.

Description

of item

Paper Size Colour Finishing Quantity Cost

Other costs – provide details Rate Unit

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APPENDIX F – Sample Printing Specifications

Printing Specifications Type Average Page Number

Typical Annual Volume

Spiral Bind Cover: Tango Coated 1 Side C1S 10 Point 4/4 no Bleeds 8.5x11 Text: Xerox 24lb Black/Black No Bleeds 8.5x11 Tabs: Generic Numbering

Participant Workbooks

95 Pages

14916 spiral bound books

Binder Cover: Tango Coated 1 Side C1S 10 Point 4/4 no Bleeds Text: Xerox 24lb Black/Black No Bleeds 8.5x11, 3

hole punch Tabs: Generic Numbering

Binder Workbooks 500 Pages 2330 binders

Spiral Bind Cover: Tango Coated 1 Side C1S 10 Point 4/4 no Bleeds 8.5x11 Text: Xerox 24lb 4/4 No Bleeds 8.5x11

Resource Manuals (estore books)

54 Pages 4198 spiral Bound Books

80 lb. Futura Dull Text In Colour 4/4 Bleeds 8.5x11

Info Sheets/Fast Facts

2.387097

1347 Double Sided Copies

80lb Futura Dull Cover In Colour 4/0 With Bleeds 8.5x11 (Size varies, bleeds vary on a job by job basis).

Posters 1 1831 Posters

Duplication with black printing on DVD, panel insert printed full Colour. Black Case, shrink wrapped

DVD/CD N/A 466 DVD

63 CD

Card – Laminated Lynx Opaque Cover 100lb 4/4 In Colour 4/4 With Bleeds

Pocket Information Cards

1 92 Info Cards

Card Lynx Opaque Cover 100lb 4/0 bleeds 2x3.5 Wallet Cards/Certificates

1 102 Wallet Cards

Triplicate Paper black/black Finishing: Padded in 50 sheets with padding

board and glued on 8.5” side

Forms/Reports 1 2280 Forms

Pamphlet - 4/4 Colour Pamphlet 2 750

Pamphlets

8.5x11 24lb Black/Black No Bleeds Training Support 1 8982

Sheets

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Envelope – Standard with Logo

Size: 4 1/8” x 9 ½ with opening on the side

Print: 2/0

Pages: 1

Stock: White wove

Art: Client Supplies High Res PDF

Standard #10 Envelopes

1 3500

Envelope with Logo 2/0

Size: 9” x 12”

Print: black+ pms

Pages: 1

Stock: White wove, 24 lb. open end (small side)

Art: Client supplies High resolution PDF

Catalogue Envelopes 1 1500

Xerox 24lb 2/0 No Bleeds Colour impression on 8.5 x 11” text stock (Xerox 24lbs)

PSHSA Letter Head 1

Size: 9” x 12” with a gusset of ½ on the spine and 2 pockets of 4”

Print: 4/0 with bleeds (with MATTE varnish)

Pages: 4

Stock: Tango C2S, 14 point

Art: Client supplies High Res PDF

PSHSA Kit Folders 4 2500

Window white envelopes print 2 pms /0 no bleed.

Size: 4 1/8” x 9 ½ with opening on the side

Print: 2/0

Pages: 1

Stock: White wove, open side with window

Art: Client Supplies High Res PDF

Window Envelopes 1 5000

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Envelopes print 2 pms /0 no bleed. FOB one location in Toronto

Size: 10” x 13” with opening on the end

Print: 2/0

Pages: 1

Stock: White wove, open end, (small side)

Art: Client supplies high res PDF

10 x 13 Envelopes 1 1500

Cover: Tango Coated 1 Side C1S 10 Point 4/4 Bleeds 8.5x11 Text: Xerox 24lb 4/4 Bleeds 8.5x11 Saddle stitched

Annual Report 36 100

Premium Banner, Vinyl print. Size 33.5” x 80”. Full Colour

Roll Up Banner

Research Poster

4/0 with bleeds 72”x48”; laminated; or mounted on foam core.

Research Poster 1 5