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HomeMy WebLinkAbout2005-016 BY-LAW 2005-016 Being a By-law to authorize a contract between the Corporation of the Municipality of Clarington and Organization Consulting Limited, Toronto, Ontario, to enter into an agreement for Family Physician Recruitment Services THE CORPORATION OF THE MUNICIPALITY OF CLARINGTON HEREBY ENACTS AS FOLLOWS: 1 . THAT the Mayor and Clerk are hereby authorized to execute, on behalf of the Corporation of the Municipality of Clarington and seal with the Corporation Seal, a contract between, Organization Consulting Limited, Toronto, Ontario and said Corporation; and 2. THAT the contract attached hereto as Schedule "A" form part of this By-law. By-law read a first and second time this 14th day of February, 2005. By-law read a third time and finally passed this 14th day of February, 2005. JOO~ C!~ Municipality of Clarington RFP 2004-17 FAMILY PHYSICIAN RECRUITMENT SERVICES Request for Proposal Closina Date Monday, November 22 , 2004 4:00:00 pm (Local Time) Documents are to be submitted, signed by an authorized officer of the company and in an envelope clearly marked as to contents, to the following: LouAnn Birkett, C.P.P., A.M.C.T. Purchasing Manager Municipality of Clarington Address for Mailina and Deliveries: 40 Temperance Street Bowmanville, Ontario L 1 C 3A6 Late Proposals will not be accepted. MUNICIPALITY OF CLARINGTON FAMILY PHYSICIAN RECRUITMENT SERVICES Page 2 of 22 RFP 2004-17 Request for Proposal Schedule of Documents List of Request for Proposal Bid Documents CONTENTS: SCHEDULE (A) GENERAL CONDITIONS PAGE 3 SCHEDULE (B) STANDARD TERMS & CONDITIONS PAGE 4 -12 SCHEDULE (C) SCOPE OF WORK PAGE 13 -17 SCHEDULE (D) EVALUATION CRITERIA PAGE 18-21 SCHEDULE (E) QUESTIONS FOR CLARIFICATION PAGE 22 Having examined the Request for Proposal as listed herein and Schedules attached, all as issued by the Municipality of Clarington, we hereby offer to enter into a Contract to perform the Work required by the Bid Documents in Canadian funds. Declarations We hereby declare that: 1) we agree to complete the work in compliance with the Request for Proposal on or before , 2005. 2) no person, firm, or corporation other than the undersigned has any interest in this Bid or in the proposed Contract for which this Bid is made; 3) this Bid is open to acceptance for a period of 90 days from the date of the bid closing; 4) in submitting this Bid, we recognize that Owner may accept any Bid, or elect to reject ali bids; 5) The Vendor agrees to Indemnify and save the Municipality harmless to public and private property from any and all claims and demands whatsoever, arising from or in any way connected with property damage while performing services for the Municipality of Clarington. The undersigned, proposer agrees to supply and deliver all goods and/or services for prices (5) proposed to the Corporation of the Municipality of Clarington in accordance with all terms, specifications and conditions specified herein. FIRM NAME: (Tendered). AUTHORIZED SIGNATURE: ADDRESS: PRINT NAME AND TITLE: TELEPHONE NUMBER DATE FAX NUMBER: MUNICIPALITY OF CLARINGTON FAMILY PHYSICIAN RECRUITMENT SERVICES Page 3 of 22 RFP 2004-17 SCHEDULE (A) GENERAL CONDITIONS 1.0 Instructions to Bidders Submittals Procedure 1.1 All Request for Proposals shall be delivered to the Municipality of Clarington, as described in 1.5. Request for Proposals delivered after the said time will be returned unopened. All Request for Proposals must clearly indicate "RFP2004-17, Request for Proposal for Family Physician Recruitment Services", the Bidders name and address. Note, the requirement to submit your request in the envelope provided as indicated in item 2 of the Standard Terms and Conditions is superseded by item 1.1. 1.2 The Proponent must sign the Form of Request for Proposal Page 2 and if the Proponent is a Corporation, its corporate seal must be affixed. 1.3 The lowest or any Request for Proposal will not necessarily be accepted and the owner reserves the right to reject all Request for Proposals submitted or select options from various Request for Proposals or to select any Request for Proposal for reasons deemed to be in the best interests of and for the best value for the owner. 1.4 Bidders must compiete all parts of the Request for Proposal in accordance with the Request for Proposal documents as specified herein. Request for Proposals which are submitted that are incomplete or do not contain pricing for each option or not appropriately executed may not be accepted. 1.5 Quantity of Responses Six (6) hard copy proposals delivered to the location at the date and time identified in 1.6 are requested. 1.5.1 All proposals must be comprehensive and in sufficient detail so as to permit complete evaluation in accordance with the criteria set out herein. These proposals must be copies of the complete response submitted in sealed packaging, labeled with request for proposal number and signed by an authorized officer of the bidder. 1.6 Time, Date, and Address for Response Submission The proposal documents described in 1.5 above shall be submitted to the following individual, on or before 4:00:00p.m. (local time) Monday, November 22, 2004 to: LouAnn Birkett, C.P.P., A.M.C.T Purchasing Manager Municipality of Clarington 40 Temperance Street Bowmanville, Ontario L 1C 3A6 Voice: 905-623-3379, extension: 402 Fax: 905-623-3330 E-mail: Ibirkettt1ilmunicipalitv.clarinaton.on.ca MUNICIPALITY OF CLARINGTON FAMILY PHYSICIAN RECRUITMENT SERVICES Page 4 of 22 RFP 2004-17 SCHEDULE "B", STANDARD TERMS AND CONDITIONS 1. DEFINITIONS Municipality - The Corporation of the Municipality of Clarington, ~s successors and assigns. Bidder - The person, firm or corporation submitting a bid to the Municipality. Company - The person, contractor, firm or corporation to whom the Municipality has awarded the contract, it successors and assigns. Contract - The purchase order authorizing the company to perform the work, purchase order alterations, the document and addenda, the bid, and surety. Subcontractor - A person, firm or corporation having a contract with the company for, or any part of, the work. Document - The document(s) issued by the Municipality in response to which bids are invited to perform the work in accordance with the specifications contained in the document. Bid - An offer by a Bidder in response to the document issued by the Municipality. Work - All labour, materials, products, articles, fixtures, services, supplies, and acts required to be done, fumished or performed by the company, which are subject to the Contract. 2. SUBMISSION OF BID Bid invitation shall be in accordance with the Municipality of Clarington Purchasing By-law #94-129 and will apply for the calling, receiving, and opening of bids. The Municipality will be responsible for evaluating bids, awarding and administering the contract in accordance with the Purchasing By-law. The bid must be submitted on the form(s) and in the envelope supplied by the Municipality unless otherwise provided herein. The envelope must not be covered by any outside wrappings, i.e. courier envelopes or other coverings. The bid must be signed by a designated signing officer of the Bidder. If a joint bid is submitted, it must be signed on behalf of each of the Bidders. The bid must be legible, written in ink, or typewritten. Any form of erasure, strikeout or over-writing must be initialled by the Bidder's authorized signing officer. The bid must not be restricted by a covering letter, a statement added, or by alterations to the document unless otherwise provided herein. Failure to retum the document or invitation may result in the removal of the Bidder from the Municipality's bidder's list. A bid received after the closing date and time will not be considered and will be retumed, unopened. Should a dispute arise from the terms and conditions of any part of the contract, regarding meaning, intent or ambiguity, the decision of the Municipality shall be final. MUNICIPALITY OF CLARINGTON FAMILY PHYSICIAN RECRUITMENT SERVICES Page 5 of 22 RFP 2004-17 SCHEDULE "B", STANDARD TERMS AND CONDITIONS continued 3. CONTRACT The contract consists of the documents aforementioned. The contract and portions thereof take precedence in the order in which they are named above, notwithstanding the chronological order in which they are issued or executed. The intent of the contract is that the Company shall supply work which is fit and suitable for the Municipality's intended use and complete for a particular purpose. None of the conditions contained in the Bidder's standard or general conditions of sale shall be of any effect unless explicitly agreed to by the Municipality and specifically referred to in the purchase order. 4. CLARIFICATION OF THE DOCUMENT Any clarification of the document required by the Bidder prior to submission of its bid shall be requested through the Municipality's contact identified in the document. Any such clarification so given shall not in any way alter the document and in no case shall oral arrangements be considered. Every notice, advice or other communication pertaining thereto will be in the form of a written addendum. No officer, agent or employee of the Municipality is authorized to alter orally any portion of the document. 5. PROOF OF ABILITY The bidder may be required to show, in terms of experience and facilities, evidence of its ability, as well as that of any proposed subcontractor, to perform the work by the specified delivery date. 6. DELIVERY Unless otherwise stated, the work specified in the bid shall be delivered or completely performed by the Company as soon as possible and in any event within the period set out herein as the guaranteed period of delivery or completion after receipt of a purchase order therefor. A detailed delivery ticket or piece tally, showing the exact quantity of goods, materials, articles or equipment, shall accompany each delivery thereof. Receiving by a foreperson, storekeeper or other such receiver shall not bind the Municipality to accept the work covered thereby, or the particulars of the delivery ticket or piece tally thereof. Work shall be subject to further inspection and approval by the Municipality. The Company shall be responsible for arranging the work so that completion shall be as specified in the contract. Time shall be of the essence of the contract. MUNICIPALITY OF CLARINGTON FAMILY PHYSICIAN RECRUITMENT SERVICES Page 6 of 22 RFP 2004-17 SCHEDULE "B", STANDARD TERMS AND CONDITIONS continued 7. PRICING Prices shall be in Canadian Funds, quoted separately for each item stipulated, F.O.B. destination. Prices shall be firm for the duration of the contract. Prices bid must include all incidental costs and the Company shall be deemed to be satisfied as to the full requirements of the bid. No claims for extra work will be entertained and any additional work must be authorized in writing prior to commencement. Should the Company require more information or clarification on any point, it must be obtained prior to the submission of the bid. Payment shall be full compensation for all costs related to the work, including operating and overhead costs to provide work to the satisfaction of the Municipality. All prices quoted shall include applicable customs duty, excise tax, freight, insurance, and all other charges of every kind attributable to the work. Goods and Services Tax and Provincial Sales Tax shall be extra and not shown, unless otherwise specified herein. If the Bidder intends to manufacture or fabricate any part of the work outside of Canada, it shall arrange its shipping procedures so that its agent or representative in Canada is the importer of record for customs purposes. Should any additional tax, duty or any variation in any tax or duty be imposed by the Government of Canada or the Province of Ontario become directly applicable to work specified in this document subsequent to its submission by the Bidder and before the delivery of the work covered thereby pursuant to a purchase order issued by the Municipality "an" appropriate or "no" appropriate increase or decrease in the price of work shall be made to compensate for such changes as of the effective date thereof. 8. TERMS OF PAYMENT Where required by the Construction Lien Act appropriate monies may be held back until 60 days after the completion of the work. Payments made hereunder, including final payment shall not relieve the company from its obligations or liabilities under the contract. Acceptance by the company of the final payment shall constitute a waiver of claims by the company against the Municipality, except those previously made in writing in accordance with the contract and still unsettled. The Municipality shall have the right to withhold from any sum otherwise payable to the company such amount as may be sufficient to remedy any defect or deficiency in the work, pending correction of it. Payment may be made 30 days after delivery pursuant to the Bidder submitting an invoice, contract requirements being completed and work being deemed satisfactory. MUNICIPALITY OF CLARINGTON FAMILY PHYSICIAN RECRUITMENT SERVICES Page 7 of 22 RFP 2004-17 SCHEDULE "B", STANDARD TERMS AND CONDITIONS continued 9. PATENTS AND COPYRIGHTS The company shall, at its expense, defend all claims, actions or proceedings against the Municipality based on any allegations that the work or any part of the work constitutes an infringement of any patent, copyright or other proprietary right, and shall pay to the Municipality all costs, damages, charges and expenses, including its lawyers' fees on a solicitor and his own client basis occasioned to the Municipality by reason thereof. The company shall pay all royalties and patent license fees required for the work. If the work or any part thereof is in any action or proceeding held to constitute an infringement, the company shall forthwith either secure for the Municipality the right to continue using the work or shall at the company's expense, replace the infringing work with non-infringing work or modify it so that the work no longer infringes. 10. ALTERNATES Any opinion with regard to the use of a proposed alternate determined by the Municipality shall be final. Any bid proposing an alternate will not be considered unless otherwise specified herein. 11. EQUIVALENCY Any opinion determined by the Municipality with respect to equivalency shall be final. 12. ASSIGNMENT AND SUBCONTRACTING The company shall not assign or subcontract the contract or any portion thereof without the prior written consent of the Municipaiity. 13. FINANCING INFORMATION REQUIRED OF THE COMPANY The Municipaiity is entitled to request of the Company to furnish reasonable evidence that financiai arrangements have been made to fulfil the Municipality's obligations under the Contract. 14. LAWS AND REGULATIONS The company shall comply with relevant Federal, Provincial and Municipal statutes, regulations and by- laws pertaining to the work and its performance. The company shall be responsible for ensuring similar compliance by suppliers and subcontractors. The contract shall be governed by and interpreted in accordance with the laws of the Province of Ontario. 15. CORRECTION OF DEFECTS If at any time prior to one year after the actual delivery date or completion of the work (or specified warranty/guarantee period if longer than one year) any part of the work becomes defective or is deficient or fails due to defect in design, material or workmanship, or otherwise fails to meet the requirements of the contract, the company, upon request, shall make good every such defect, deficiency or failure without cost to the Municipality. The company shall pay all transportation costs for work both ways between the company's factory or repair depot and the point of use. MUNICIPALITY OF CLARINGTON FAMILY PHYSICIAN RECRUITMENT SERVICES Page 8 of 22 RFP 2004-17 SCHEDULE "B", STANDARD TERMS AND CONDITIONS continued 16. BID ACCEPTANCE The Municipality reserves the right to award by item, or part thereof, groups of items, or parts thereof, or all items of the bids and to award contracts to one or more bidders submitting identical bids as to price; to accept or reject any bids in whole or in part; to waive irregularities and omissions, if in so doing, the best interests of the Municipality will be served. No liability shall accrue to the Municipality for its decision in this regard. Bids shall be irrevocable for 90 days after the official closing time. The placing in the mail or delivery to the Bidder's shown address given in the bid of a notice of award to a bidder by the Municipality shall constitute notice of acceptance of contract by the Municipality to the extent described in the notice of award. 17. DEFAULT BY COMPANY a. If the company: commits any act of bankruptcy; or if a receiver is appointed on account of its insolvency or in respect of any of its property; or if the company makes a general assignment for the benefit of its creditors; then, in any such case, the Municipality may, without notice: terminate the contract. b. If the company: fails to comply with any request, instruction or order of the Municipality; or fails to pay its accounts; or fails to comply with or persistently disregard statutes, regulations, by-laws or directives of relevant authorities relating to the work; or fails to prosecute the work with skill and diligence; or assigns or sublets the contract or any portion thereof without the Municipality's prior written consent; or refuses to correct defective work; or is otherwise in default in carrying out its part of any of the terms, conditions and obligations of the contract, then, in any such case, the Municipality may, upon expiration of ten days from the date of written notice to the company, terminate the contract. c. Any termination of the contract by the Municipality, as aforesaid, shall be without prejudice to any other rights or remedies the Municipality may have and without incurring any liability whatsoever in respect thereto. d. If the Municipality terminates the contract, it is entitled to: i) take possession of all work in progress, materials and construction equipment then at the project site (at no additional charge for the retention or use of the construction equipment), and finish the work by whatever means the Municipality may deem appropriate under the circumstances; ii) withhold any further payments to the company until the completion of the work and the expiry of all obligations under the Correction of Defects section; iii) recover from the company loss, damage and expense incurred by the Municipality by reason of the company's default (which may be deducted from any monies due or becoming due to the company, any balance to be paid by the company to the Municipality). MUNICIPALITY OF CLARINGTON FAMILY PHYSICIAN RECRUITMENT SERVICES Page 9 of 22 RFP 2004-17 SCHEDULE "B", STANDARD TERMS AND CONDITIONS continued 18. CONTRACT CANCELLATION The Municipality shall have the right, which may be exercised from time to time, to cancel any uncompleted or unperformed portion of the work or part thereof. In the event of such cancellation, the Municipality and the Company may negotiate a settlement. The Municipality shall not be liable to the Company for loss of anticipated profit on the cancelled portion or portions of the work. 19. QUANTITIES Unless otherwise specified herein, quantities are shown as approximate, are not guaranteed to be accurate, are furnished without any liability on behalf of the Municipality and shall be used as a basis for comparison only. Payment will be by the unit complete at the bid price on actual quantities deemed acceptable by the Municipality. 20. SAMPLES Upon request, samples must be submitted strictly in accordance with instructions. If samples are requested subsequent to opening of bids, they shall be delivered within three (3) working days following such request, unless additional time is granted. Samples must be submitted free of charge and will be returned at the bidder's expense, upon request, provided they have not been destroyed by tests, or are not required for comparison purposes. The acceptance of samples by the Municipality shall be at its sole discretion and any such acceptance shall in no way be construed to imply relief of the company from its obligations under the contract. Samples submitted must be accompanied by current Material Safety Data Sheets (MSDS) where applicable. 21. SURETY The successful tenderer shall, if the Municipality in its absolute discretion so desires, be required to satisfy surety requirements by providing a deposit in the form of a certified cheque, bank draft or money order or other form of surety, in an amount determined by the Municipality. This surety may be held by the Municipality until 60 days after the day on which all work covered by the contract has been completed and accepted. The surety may be returned before the 60 days have elapsed providing satisfactory evidence is provided that all liabilities incurred by the company in carrying out the work have expired or have been satisfied and that a Certificate of Clearance from the (WSIB) Workplace Safety and Insurance Board has been received. The company shall, if the Municipality in its absolute discretion so desires, be required to satisfy fidelity bonding requirements by providing such bonding in an amount and form determined by the Municipality. Failure to furnish required surety within two weeks from date of request thereof by the Municipality shall make the award of the Contract by the Municipality subject to withdrawal. MUNICIPALITY OF CLARINGTON FAMILY PHYSICIAN RECRUITMENT SERVICES Page 10 of 22 RFP 2004-17 SCHEDULE "B", STANDARD TERMS AND CONDITIONS continued 22. WORKPLACE SAFETY AND INSURANCE BOARD All of the Contractor's personnel must be covered by the insurance plan under the Workplace Safety and Insurance Act, 1997, or must provide an identification number from the WSIB verifying their status as an "Independent Operator". Upon request by the Municipality, an original Letter of Good Standing from the Workplace Safety and Insurance Board shall be provided prior to the commencement of work indicating all payments by the Company to the board have been made. Prior to final payment, a Certificate of Clearance must be issued indicating all payments by the Company to the Board in conjunction with the subject Contract have been made and that the Municipality will not be liable to the Board for future payments in connection with the Company's fulfilment of the contract. Further Certificates of Clearance or other types of certificates shall be provided upon request. For Independent contractors / Owners / Operators who do not have WSIB coverage, the following shall be provided upon request by the Calling Agency: o Single Independent Contractors / Owners / Operators shall provide a letter from the Workplace Safety & Insurance Board confirming independent operator status and identification number. To obtain this, contractors must complete the form "Determining worker/Independent Operator status", issued by the Workplace Safety & Insurance Board. (For more information, please contact your local Workplace Safety & Insurance Board Office and refer to this clause.) o Single Independent Contractors / Owners / Operators must also provide a certificate from the Workplace Safety & Insurance Board confirming they have purchased the optional WSIB coverage. o The Municipality of Clarington has the right to reject any bid it deems to provide insufficient coverage. 23. INSURANCE The company shall maintain and pay for Commercial/Comprehensive General Liability insurance including premises and all operations. This insurance coverage shall be subject to limits of not less than $3,000,000.00 inclusive per occurrence for Bodily Injury Death and Property Damage including loss of use thereof or such other coverage or amount as may be requested. The policy shall include the Municipality as an additional insured in respect of all operations performed by or on behalf of the Company. A certified copy of such policy or certificate shall be provided to the municipality prior to commencement of the work. Further certified copies shall be provided upon request. 24. LIABILITY The company agrees to defend, fully indemnify and save harmless the Municipality from any and all actions, suits, claims, demands, losses, costs, charges and expenses whatsoever for all damage or injury including death to any person and all damage to any property which may arise directly or indirectly by reason of a requirement of the contract, or resulting from negligent acts or omissions by the contractor in the performance of his obligations under the contract, or resulting from negligent acts or omissions by the contractor in the performance of his obligations under the contract, save and except for damage caused by the negligence of the Municipality or its employees. MUNICIPALITY OF CLARINGTON FAMILY PHYSICIAN RECRUITMENT SERVICES Page 11 of 22 RFP 2004-17 SCHEDULE "B", STANDARD TERMS AND CONDITIONS continued LIABILITY continued The Company agrees to defend, fully indemnify and save harmless the Municipality from any and all charges, fines, penalties and costs that may be incurred or paid by the Municipality if the Municipality or any of its employees shall be made a party to any charge under the Occupational Health and Safety Act in relation to any violation of the Act arising out of this contract. 25. VISITING THE SITE The Company shall carefully examine the site and existing building and services affecting the proper execution of the work, and obtain a clear and comprehensive knowledge of the existing conditions. No claim for extra payment will be allowed for work or difficulties encountered due to conditions of the site which were visible or reasonably inferable, prior to the date of submission of Tenders. Bidders shall accept sole responsibility for any error or neglect on their part in this respect. 26. SAFETY The Company shall obey all Federal, Provincial and Municipal Laws, Act, Ordinances, Regulations, Orders-in-Council and By-laws, which could in any way pertain to the work outlined in the Contract or to the Employees of the Company. Without limiting the generality of the foregoing, the Company shall satisfy all statutory requirements imposed by the Occupational Health and Safety Act and Regulations made thereunder, on a contractor, a Constructor and/or Employer with respect to or arising out of the performance of the Company's obligations under this Contract. The Company shall be aware of and conform to all governing regulations including those established by the Municipality relating to employee health and safety. The Cornpany shall keep ernployees and subcontractors informed of such regulations. The Cornpany shall provide Material Safety Data Sheets (MSDS) to the Municipality for any supplied Hazardous Materials. 27. UNPAID ACCOUNTS The company shall indemnify the Municipality from all claims arising out of unpaid accounts relating to the work. The Municipality shall have the right at any time to require satisfactory evidence that the work in respect of which any payment has been made or is to be made by the Municipality is free and clear of liens, attachments, claims, demands, charges or other encumbrances. 28. SUSPENSION OF WORK The Municipality may, without invalidating the contract, suspend performance by the company from time to time of any part or all of the work for such reasonable period of time as the Municipality may determine. The resumption and completion of work after the suspension shall be governed by the schedule established by the Municipality. MUNICIPALITY OF CLARINGTON FAMILY PHYSICIAN RECRUITMENT SERVICES Page 12 of 22 RFP 2004-17 SCHEDULE "B", STANDARD TERMS AND CONDITIONS continued 29. CHANGES IN THE WORK The Municipality may, without invalidating the contract, direct the Company to make changes to the work. When a change causes an increase or decrease in the work, the contract price shall be increased or decreased by the application of unit prices to the quantum of such increase or decrease, or in the absence of applicable unit prices, by an amount to be agreed upon between the Municipality and the Company. All such changes shall be in writing and approved by the Municipality. 30. CONFLICT OF INTEREST No employee or member of Council of the Municipality shall sell goods or services to the Municipality in accordance with the Municipality of Clarington Policy or have a direct or indirect interest in a Company or own a Company which sells goods or services to the Municipality. 31. MUNICIPAL FREEDOM OF INFORMATION AND PROTECTION OF PRIVACY ACT (MFIPPA) All correspondence, documentation, and information provided to staff of the Municipality of Clarington by every offerer, including the submission of proposals, shall become the properly of the Municipality, and as such, is subject to the Municipal Freedom of Information and Protection of Privacy Act, and may be subject to release pursuant to the Act. Offerers are reminded to identify in their proposal material any speCific scientific, technical, commercial, proprietary, or similar confidential information, the disclosure of which could cause them injury. Complete proposals are not to be identified as confidential. MUNICIPALITY OF CLARINGTON FAMILY PHYSICIAN RECRUITMENT SERVICES Page 13 of 22 RFP 2004-17 SCHEDULE "C" SCOPE OF WORK 1. Your firm is requested to submit a formal written response to this Request for Proposal document no later than 4:00:00 p.m. (local time), Monday, November 22,20042004. Response to Request for Proposal For Family Physician Recruitment Services Late Proposals will not be accepted. 2. Project Information/Background The Municipality of Clarington is one of the fastest growing municipalities in Ontario and has a current population of approximately 80,000. Municipality of Clarington has been designated as an under serviced area and the Council have expressed a desire to lead the community in recruiting physicians. The Municipality of Clarington in collaboration with a citizen volunteer task force, wish to launch a joint municipal and community effort in recruiting physicians for our local communities. As a result, we are seeking a qualified consulting company to identify the process and requirements needed to bring physicians to Clarington. The Request for Proposal consists of two parts: Part 1 is the preparation of a Physician Recruitment Plan and Part 2 is the delivery of the recruitment services activities. 3. Anticipated Schedule Interview with Evaluation Committee Award of Consuiting Services Week of November 29, 2004 Week of December 6, 2004 4. Evaluation Committee Consisting of: F. Wu, Chief Administrative Officer, Municipality of Clarington L. Birkett, Purchasing Manager, Municipality of Clarington 3 members from the Community 5. Fee Schedule: · Total upset fee for services to be inclusive for the completion of the project as identified, to include but not limited to, all sub-consultants and their disbursements; . Total estimated Disbursements to be included in total upset fee; . Disbursements include but not limited to: travel, communications, shipping, reproduction of documents required for review and approval; . Disbursements shall be billed at cost, without any additional mark up or profit to the consultant; . G.S.T. to be shown extra; and . Proponents must indicate detailed hourly rates for additional services for all team members involved. 6. Allocation of Risk: The Municipality of Clarington shall not be responsible for any liabilities, costs, expenses, loss or damage incurred, sustained or suffered by any proponent(s) prior or subsequent to or by reason of the acceptance or the non-acceptance by the Municipality of Clarington of any Proposai Document or by reason of any delay in its acceptance. MUNICIPALITY OF CLARINGTON FAMILY PHYSICIAN RECRUITMENT SERVICES SCHEDULE "C" SCOPE OF WORK Page 14 of 22 RFP 2004-17 7. Interviews: After review of the submissions, the proponents may be requested to make a presentation or be interviewed by the Committee prior to final selection. 8. Communication: Any communication regarding this project should be addressed to: LouAnn Birkett Purchasing Manager 905-623-3379, ext. 402 Any substantial points of clarification will be communicated to aU proponents in writing. 9. Proposals Open for Acceptance Proposals for Part 1 are to remain open for a period of ninety (90) days and for Part 2 for a period of one hundred and twenty (120) days after the closing date. After this time elapses, the bid may only be accepted with the consent of the successful bidder. 1. Interested parties must provide separate pricing on Part 1 and Part 2. 2. Interested parties may bid on Part 1 only of the Request for Proposai (RFP) but cannot bid oniy on Part 2. 3. Part 1 - The Recruitment Plan must be delivered within 45 days of the date of the proposal award. Award for Part 2 is subject to approval of the Council of the Municipality of Clarington which mayor may not award Part 2 of this Proposal. 4. Contract administration will be the responsibility of the Municipality of Clarington. 10. Negotiations The Municipality of Clarington reserves the right to enter into negotiations with the selected proponent. If the Municipality and the selected Proponent cannot negotiate a successful contract, The Municipality may terminate the negotiations and begin negotiations with the next selected proponent. This process will continue until a contract has been executed or aU Proponents have been rejected. No Proponent shall have any rights against The Municipality arising from such negotiations. MUNICIPALITY OF CLARINGTON FAMILY PHYSICIAN RECRUITMENT SERVICES SCHEDULE "C" SCOPE OF WORK continued Page 15 of 22 RFP 2004-17 11. Scope of Work Part 1: The Recruitment Plan The "Plan" must provide sufficient details, including analysis, leading to recommendations of the following key elements: A Process o Identify a step-by-step process, or simultaneous processes from program objectives to getting results. o Identify an agency or organization that is best suited overall to oversee the delivery of a recruitment plan. o Include a consultation process with the Physician Recruitment Task Force during the Plan preparation process. o Provide for minimum two (2) meetings with the Community Task Force. B Detailing Each Step For each step of the process, the consultant must provide sufficient details as to: o What needs to be done such as a marketing plan, physician visitation plan, communication/advertising plan, community involvement plan, etc.; o Who should be doing it, including options of contracting services to recruitment firm or hiring a staff person to undertake the task as well as a comparison of the advantages and disadvantages and cost benefits for each option; o Timetable and/or milestones required to do each task; o Identify where community involvement, volunteers and resources can be utilized to reduce the cost; o The cost estimates associated with each recruitment activity; and . Successful consultant to provide an executive summary of report for presentation to Council. Part2: Delivery of the Plan Persons or companies interested in performing all the recommended recruitment activities as identified in the Recruitment Plan (Part 1) must provide an all inclusive costing proposal to undertake the total delivery of all recruitment activities to be supported by the breakdown for each activity. Bidders are requested to provide for and identify any possible reductions in price through the use of community involvement, volunteers and resources as stipulated in Part 1. 11.1 Consultant Proposal The Consultant shall prepare a proposal to include the following: a) A proposed Work Program including a step-by-step process. b) A firm timetable indicating the date of commencement of works, dates for key milestones of the study process, and dates for submission of the draft report and the final report. c) An all inclusive total. MUNICIPALITY OF CLARINGTON FAMILY PHYSICIAN RECRUITMENT SERVICES Page 16 of 22 RFP 2004-17 SCHEDULE "C" SCOPE OF WORK continued d) Name(s) and title(s) of person(s) assigned to carry out the study process, including the resumes and references. e) The Consultant is encouraged to make constructive comments and suggestions regarding the Terms of Reference and the approach to the Study. 11.2 Cost Over-Run and Payment a) The Municipality of Clarington is not responsible for any cost over-run incurred by the Consultant in the preparation of the Study. b) Invoices submitted can only cover the works that have been performed, and are limited to monthly billing. 11.3 Contract for Services The Municipality shall prepare a written contract upon selection of a consultant to undertake the Study. 12. Submission Requirements: 12.1 Description of Firm: Firm's brief history with highlights of services provided within the past ten (10) years only. 12.2 Curriculum Vitae/Expertise: An outline of qualifications and experience of the team members, including all sub-consultants, to be assigned to each phase of the project. Identify previous physician recruitment experience. Identify team availability. Personnel substitution will not be accepted without prior approval of the Project Manager. 12.3 Team Organization: The respective roles and responsibilities team members will take in the project team organization and development of the physician recruitment process. Indicate time commitment by each team member as a percentage of the total project time. Indicate previous experience of the proposed team members in working together on recent projects, within the past ten (10) years only. 12.4 Project Experience: Brief documentation of significant similar projects completed within the past five years, with client references, contact name, address and phone number, project description, budget prices and final price of project. 12.5 Methodology: A brief description on approach, decision making and communications with the Recruitment Task Force. 12.6 Project Schedule: An outline of the approach to meet the requested schedule(s) and what other resources will be made available by the proponent sub-consultants to meet set end dates, if during the process, delays occur. 12.7 Proposed Stipulated Fees and Hourly Rates: Bidders are requested to identify any cost advantage to the Municipality of Clarington if Part 1 and Part 2 are awarded. MUNICIPALITY OF CLARINGTON FAMILY PHYSICIAN RECRUITMENT SERVICES Page 17 of 22 RFP 2004-17 SCHEDULE "C" SCOPE OF WORK continued 12.8 Professional Liability Insurance: Proponent shall submit with the proposal, their Certificate of Professional Liability Insurance. 13. Selection Criteria: The Evaluation Criteria will include but not be limited to the following: 13.1 Qualifications and expertise provided by the project team members in their proposed respective roles. 13.2 Experience of the proponent/sub-consultants with projects of similar nature, size and complexity. 13.3 Availability and commitment of proposed project team members during the required time frames. 13.4 Approach to methodology of project delivery. 13.5 Approach to time control. 13.6 Proposed fees and hourly rates. 13.7 Any value added components that would assist the Municipality. MUNICIPALITY OF CLARINGTON FAMILY PHYSICIAN RECRUITMENT SERVICES SCHEDULE "D" - EVALUATION CRITERIA EVALUATION TABLE Page 18 of 22 RFP 2004-17 RATING DESCRIPTION 5 Excellent Exceeds the requirements of the criterion in superlative beneficial ways/v~ desirable. 3 Good Exceeds the requirements of the criterion but in a manner which is not particularly beneficial to the Municipality's needs. 2 Average Adequately meets most of the requirements of the criterion. Mav be lacking in some areas which are not critical. 1 Poor Addresses most, but not all, of the requirements of the criterion to the minimum acceptable level. Lacking in critical areas. 0 Unsatisfactory Does not satisfy the requirements of the criterion in any manner. This evaluation table is provided to give the evaluation team a basis for scoring the proposals and interviews. Even though evaluations will be done by members who will grade them differently, the main focus for each person doing the rating, is to be consistent in scoring all proposals. All Proponents will be given this information with the Request for Proposal package. MUNICIPALITY OF CLARINGTON FAMILY PHYSICIAN RECRUITMENT SERVICES Schedule (D) - EVALUATION PROCESS & TABLES Page 19 of 22 RFP 2004-17 onsu an n ervlew roposa a me I . Criteria I Rating (0 5) I Weight I Total PART A - PROPOSAL SUBMISSION 1. Previous Experience of Company . Experience with Family Physician Recruitment X5 2. Previous Team Experience X4 3. Experience of Key Personnel on Team . Senior Staff Involvement X3 . Previous Recruitment Plans X6 4. Price X6 5. Working Knowledge in Clarington and Durham X3 ReQion 6. Ability to Complete Project in Accordance with X7 Schedule 7. Completeness of Proposal X5 8. Approach to Methodology of Project Delivery X5 9. Value Added and/or Creativity X5 SUBTOTAL /< ....... ...... ...... ....... /< // ....... ......./.< PART B REFERENCE INTERVIEWS 1. Problem Solving Skills X4 2. References of Key Personnel X3 3. Overail Perfonnance X5 SUBTOTAL ... ...... .......; .. ...... ...... .... ...... PART C - PROPONENT INTERVIEW re~liSi) 1. Ability to Communicate X4 2. Attention to Concerns/Questions X4 3. Overaillmpressionl Presentation X2 4. Ability to Understand Problem and identify X4 Practical Solutions SUBTOTAL c It tl t IP IR r NOTES: Rating is to be assigned from 0 - 5, with 5 being the highest. Weights have been assigned from 2 _ 10, based on staff recommendations as to importance of criteria. It is recommended that committee members take the time to achieve a consensus rather than just ranking and selecting by majority vote in reaching a decision. MUNICIPALITY OF CLARINGTON FAMILY PHYSICIAN RECRUITMENT SERVICES Page 20 of 22 RFP 2004-17 SCHEDULE "D" - EVALUATION PROCESS & TABLES Part A - Proposed Submission 1. Related Project Experience of Company: . Experience with Family Physician Recruitment 2. Team Experience/Compatibility: . List the different consulting teams by area of expertise with percentage allocations. . Effectiveness of consultant as team player on previous projects. . Compatibility with personnel on previous projects. 3. Key Personnel: . This item is extremely important to aspects related to the smooth running of the project development · Focus on the experience of Key Personnel, such as Project Manager and their related experience . Amount of time Project Manager/Senior Staff will devote to the project (percentage) . Principals of firms - accountability . Any potential conflict of interest . 4. Price: . Is price competitive . Are all requested unit prices provided 5. Working Knowledge In Clarington and the Region of Durham: . Having previous experience in dealing with the various regional/local authorities/hospitals/clinics 6. Ability to Complete Project in Accordance with Schedule: . Understanding of current doctor availability within Clarington and Ontario . Will current workload affect time required for completion of our project 7. Completeness of Proposal: · Are all aspects covered, are the different professionals for specific areas of expertise clearly identified . Have all requested submissions been provided . Is information easy to understand 8. Approach to Methodology of Project Delivery: . A significant part of the project development is the compilation of the program information which will Include input from committee, staff and the general public. Of interest is the proposed approach of the firm to assemble this information prior to the report phase. · How does the firm envision the project? MUNICIPALITY OF CLARINGTON FAMILY PHYSICIAN RECRUITMENT SERVICES Page 21 of 22 RFP 2004-17 SCHEDULE "D" - EVALUATION PROCESS & TABLE Part B - Reference Interviews 1. Management Skills: . Consultant's approach and ability to maintain progress throughout project in a timely manner 2. Reference Interviews: . Were references satisfied with the quality of services received . Was there a food working rapport . Has or would the reference retain the services of the consultant for additional work 3. Overall Performance: . Were references satisfied with overall performance of company and project personnel with assignment Part C - Proponent Interviews (if necessary) 1. Ability to Communicate: . Clear, concise correspondence will be of utmost importance . Impression of proposai presentation . Compatibility with Municipal staff 2. Team Compatibility: . Did team members compliment each other with the information provided in this proposal or did they appear to be completely separate entities . Did they demonstrate complimentary skills 3. Overall Impression/Presentation: . Were all questions clearly answered 4. Ability to Understand the Problem and Identify Practical Solutions: · Did the team members understand the environment in the Study Area . Did the team members demonstrate problem-solving skills with respect to short and long term objectives and goals MUNICIPALITY OF CLARINGTON FAMILY PHYSICIAN RECRUITMENT SERVICES SCHEDULE "E" FAX COVER PAGE QUESTIONS FOR CLARIFICATION Page 22 of 22 RFP 2004-17 RFP 2004-17 FAMILY PHYSICIAN RECRUITMENT SERVICES To LouAnn Birkett, Purchasing Manager The Municipality Of Clarington Purchasing Office 40 Temperance Street Bowmanville, Ontario L 1C 3A6 DATE: TIME: FAX NUMBER: (905) 623-3330 From: Company Name: Contact Name: Telephone: Fax: Reference to Section on Page Number of this Proposal. Question: Total Number of Pages inciuding cover ,,-fJl jnLdIVl ., T.....e ing the Way b ~ Munici. 'lity of Clarington 40 Temperance Street BowmanviUe, Ontario (905) 623-3379 Purchase Order purchase Order No. Date 01123 3/1/2005 Page 1 Ship To: Municipality of Clari~gton~\ 40 Temperance Strpet . Bowmanville n!aljlo L 1 C 3A6 Vendor: ORGANIZATION CONSULTING LTD. 156 DUNCAN MILL ROAD SUITE #5 TORONTO ONTARIO M3B 3N2 ^ Changed Since the Previous Revision sill" ii{,M~tiidd'; Pa ment Tenn. NET 30 DAYS 'UN' ltelTlNUITlDet Deacri ion Reference Number 1 CONSULTANT P,O, PHYSICIAN RECRUITMENT CONSULTANT P,O. NOTE; FEE SCHEDULE AND PAYMENT TERMS IN ACCORDANCE WITH LETTER FROM ROBERT JOHNSTONOATED FEBRUARY 1B, 2005 (COPY ATTACHED). SCOPE OF WORK AS PER TERMS, CONDITIONS AND' SPECIFICATIONS OF RFP 2004.17. " Ordered Unit Price .i:J<t:Ptlde 1 $131,000,000 $131,000,00 _il" , SubtOtal. $131.000,00 " EREQ #126.1 . trade Discount $0,00 , '.' 'Frelciht $0.00 MlsCellaneol.ls ' SO.OO NOTES, <:.'" ",,-,,<-,1 f\;f'I"l'<:>u.....l... f'c.Jo l'fIOS PST SO,OO 1) THE VENDOR WILL SUPPLY AND DELNER GOODS AND/OR SERVICES TO THE CORPORATION GST $9,170.00 OF THE MUNICIPAliTY OF CLARINGTON IN ACCORDANCE WITH TERMS AND CONDITIONS ON Order Total $140,170.00 80TH SIDES HEREOF. 2) NO CHARGES WILL 8E ACCEPTED FOR PACKING, CRATING OR CARTAGE UNLESS OTHERWISE SPECIFIED, ~~' PURCHASING MANAGER