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REQUEST FOR QUOTE (“RFQ”)
(THIS IS NOT AN ORDER)
FOR
RFQ# 482-2014-JJ
Fund Development Consultant for Airdrie Public Library
FILE NUMBER: R482-2014-JJ
CLOSING DATE: December 18, 2014
CLOSING TIME: 2:00:59 PM MST
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TABLE OF CONTENT
PART 1 – INTRODUCTION
Page 31.1 Invitation Page 3
1.2 Agreement on Internal Trade Page 3
1.3 Submission Instructions Page 3
1.4 Respondents to Review RFQ Page 4
1.5 All New Information to Respondents by Way of Addenda Page 4
PART 2 – EVALUATION OF QUOTATIONS
Page 52.1 Stages of Evaluation Page 5
2.2 Mandatory Requirements Page 5
2.3 Rated Criteria Page 5
2.3.1 Bid Matrix Page 5
2.3.2 Criteria Page 5
2.3.3 Reference Checks Page 6
PART 3 – TERMS OF REFERENCE AND GOVERNING LAW
Page 73.1 APPENDIX A - Deliverables
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3.2 APPENDIX B - Quotation Form Page 12
3.3 APPENDIX C - Price Detail Sheet Page 16 3.4 APPENDIX D - Client Reference Information Sheet Page 17 3.5 APPENDIX E – Proposal Acknowledgement Signature Sheet Page 18
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IMPORTANT DATES
Issue Date of RFQ November 26, 2014
Deadline for Questions December 11, 2014
Deadline for Issuing Addenda December 12, 2014
RFQ Close Date and Time December 18, 2014
2:00:59 PM MST Evaluation & Telephone Interviews of Short
Listed Candidates (if applicable)
January 5-9, 2015
Project Award Date January 20, 2015
Projection Completion April 20, 2015
The RFQ timetable is tentative only, and may be changed by the City of Airdrie at any time prior to the Submission Date. Responses submitted after the Submission Date will be rejected.
PART 1 – INTRODUCTION
1.1 Invitation
This Request for Quotations (“the RFQ”) issued by the City of Airdrie (the “City”) is an invitation to submit non-binding offers for the provision of Fund Development Consultant for Airdrie Public Library, as further described in Appendix A, for the Rates established in Appendix B. The respondent selected pursuant to this RFQ process will be informed in writing. Respondents not selected will also be informed in writing.
1.2 Agreement on Internal Trade
Respondents should note that procurements falling within the scope of Chapter 5 of the Agreement on Internal Trade are subject to that chapter but that the rights and obligations of the parties shall be governed by the specific terms of each particular tender call. For further reference please see the Internal Trade Secretariat website at http://www.ait- aci.ca/index_en.htm.
1.3 Submission Instructions
Respondents are requested to submit their Quotation Form (Appendix B) in the form prescribed herein by the Submission Date to the City Contact identified below in the manner set out below:
Proponent must submit a minimum of three (3) copies of its response, one clearly marked
“Original” and the others clearly marked “Copy” in a sealed envelope/package clearly marked and addressed as follow:
Airdrie Public Library
111, 304 Main Street SE Airdrie, AB. T4A 2K3
Attn: Janine Jevne
Janine.Jevne@airdriepubliclibrary.ca
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RFQ # 482-2014-JJ Fund Development ConsultantClosing Date and Time: December 18, 2014 @ 2:00:59 PM MST Name of your company: _____________________________________
1.4 Respondents to Review RFQ
Respondents shall promptly examine all of the documents comprising this RFQ and (a) shall report any errors, omissions or ambiguities and (b) may direct questions or seek additional information in writing by e-mail on or before the Deadline for Questions to the City Contact. The City is under no obligation to provide additional information but may do so at its sole discretion.
It is the responsibility of the respondent to seek clarification from the City Contact on any matter it considers to be unclear. The City shall not be responsible for any misunderstanding on the part of the respondent concerning this RFQ or its process.
Respondents and their representatives may not contact individuals employed or engaged by any member of the City, other than the City Contact, concerning matters regarding this RFQ.
Only information received by the City Contact will be considered in the RFQ process. All such communications must be in writing. Any respondent that does not follow these instructions may be disqualified.
1.5 All New Information to Respondents by Way of Addenda
This RFQ may be amended only by an addendum in accordance with this section. If the City, for any reason, determines that it is necessary to provide additional information relating to this RFQ, such information will be communicated to all respondents by addenda. Each addendum shall form an integral part of this RFQ. Such addenda may contain important information, including significant changes to this RFQ. Respondents are responsible for obtaining all addenda issued by the City.
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PART 2 – EVALUATION OF QUOTATIONS
2.1 Stages of Evaluation
The evaluation of quotations will be conducted in the following stages:
Stage I will consist of a review to determine which submissions satisfy all of the mandatory requirements. Those submissions that satisfy the mandatory requirements will proceed to Stage II.
Stage II will consist of a scoring on the basis of the Rated Criteria. Subject to the Terms of Reference and Governing Law, the top-ranked respondent as established under the evaluation will be selected to enter into a contract for the provision of the Deliverables.
The selected respondent will be expected to enter into a contract within the timeframe specified in the selection notice. Failure to do so may, among other things; result in the disqualification of the respondent and the selection of another respondent, or the cancellation of the RFQ.
2.2 Mandatory Requirements
2.2.1 Quotation FormsEach quotation must include a Quotation Form (Appendix B) completed and signed by the respondent as well completion of Appendix C and D.
2.3 Rated Criteria
Stage II will consist of an evaluation of the quotation to determine the high score based on the following criteria described in 2.3.2. (Reference, Page 6).
In the event of a tie score, the selected respondent will be determined by way of a coin toss.
2.3.1
Bid Evaluation Matrix
The City of Airdrie considers the following requirements of the service and supplier to be of primary importance in the evaluation of bids for Kennel Services for Municipal enforcement for City of Airdrie. Weighting points will be allocated based on the City’s assessment of the submissions.
a. Award shall be based on total points resulting from the sum of the scores for each criteria multiplied by the weight assigned.
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2.3.2
Criteria:
(ALL SUBMISSIONS WILL BE SCORED ON THE FOLLOWING CRITERIA)Approach: 35
Provide information on proposed plan and team members who will be involved in the project.
Total Price Bid (Value): 25
Provide pricing as specified in Appendix C. It is requested that this price sheet be completed and submitted along with any other pricing information.
Experience / Work History: 35
Provide information on company background including work history, with emphasis on library experience and knowledge of Airdrie or like-size community.
Value Add: 5
Proposals will be evaluated for value added components that are relevant to the current RFP. Value added components must be of value for the current or future initiatives of the City.
2.3.3 Reference Checks:
Provide complete information for a minimum of three (3) public or private institutions or agencies for which the Proponent provides or has provided comparable product/services (see Appendix D). Bidder is to include the start and end dates for each of the contracts if possible. Local references, within Alberta are preferred otherwise try to provide Canadian references. The City of Airdrie may choose to provide a reference if they have a work history with the candidate.
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PART 3 – TERMS OF REFERENCE AND GOVERNING LAW
In responding to this RFQ, and to be eligible for consideration, each respondent must submit a completed and signed Quotation Form that, among other things, acknowledges its acceptance of the RFQ Terms of Reference and Governing Law as contained hereunder:
(a) This RFQ process is not intended to create a formal legally binding bidding process and shall not give rise to the legal rights or duties applied to a formal “Contract A”
binding bidding process or any other legal obligations arising out of any tendering process contract or collateral contract, and instead shall be governed by the common law applicable to direct commercial negotiations;
(b) Neither party shall have the right to make any breach of contract, tort or other claims against the other with respect to the award of a contract, the failure to award a contract or the failure to honour a quotation;
(c) The respondent will bear its own costs associated with, or incurred in, the preparation and presentation of its proposal, including, if applicable, costs incurred for interviews or demonstrations;
(d) No legal obligation regarding the procurement of any good or service shall be created between the respondent and the City until the City accepts the respondent’s offer in writing;
(e) When evaluating quotations, the City may request further information from the respondents or third parties in order to verify, clarify or supplement the information provided in the respondent’s submission, and the City may revisit and re-evaluate the respondent’s submission or ranking on the basis of any such information;
(f) The City may consider the respondent’s past performance on previous contracts or any other relevant information taken into account by the City when determining the acceptability of a respondent;
(g) The respondent consents to the City’s collection of the information as contemplated under this RFQ for the uses contemplated under this RFQ;
(h) The City may elect not to consider a respondent whose quotation contains misrepresentations or any other inaccurate, misleading or incomplete information;
(i) The City may prohibit a respondent from participating in a procurement process based on poor past performance or based on inappropriate conduct in a prior procurement process, and such inappropriate conduct shall include but not be limited to (i) the submission of quotations containing misrepresentations or any other inaccurate, misleading or incomplete information, (ii) the refusal of the respondent to honour its pricing or other commitments made in its quotation, or (iii) any other conduct, situation or circumstance, as solely determined by the City, which constitutes a Conflict of Interest; and
(j) The City may cancel this RFQ process at any time.
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(k) The parties also acknowledge that these terms (a) are included for greater certainty and are intended to be interpreted broadly and separately (with no particular provision intended to limit the scope of any other provision); (b) are non-exhaustive (and shall not be construed as intending to limit the pre-existing rights of the parties to engage in pre-contractual discussions in accordance with the common law governing direct commercial negotiations); and (c) are to be governed by, and interpreted and construed in accordance with, the laws of the province or territory within which the City is located and the federal laws of Canada applicable therein.
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APPENDIX “A” – Deliverables
Airdrie Public Library is embarking on a new initiative, a targeted operational fund development drive to increase revenue. The City of Airdrie Library Board is searching for a professional consultant who is open to mentoring and collaboration to work with library staff to create a three year fund development plan.
The City of Airdrie provides library services to its community through the appointed City of Airdrie Library Board.
The Airdrie Public Library Board has requested a response to its RFQ for a Fund Development Consultant to design a three year operational fund development plan that would make the best use of library resources, be compatible with library values and goals, and build on and develop appropriate fundraising strategies within the community. The plan would include a basic
marketing framework to ensure success and would serve as a foundation for a capital campaign for a new facility which should be breaking ground in 2017.
The plan should address the upcoming capital campaign and provide strategies to link the two separate initiatives.
The budget for this project is between $ 10, 000 and $ 15,000.00. Completion deadline for the project is three months from date of award.
MANDATORY REQUIREMENT YES/NO COMMENTS
Professional with a proven record of success in operational fund development within the not-for- profit world
Experience in operational and capital fund development in public libraries or library systems Knowledge of Airdrie and area in terms of fund development experience and/or projects Ability and desire to mentor and build capacity within an organization
References supporting success will be required Successful Candidate must provide
Airdrie Business License Current WCB Letter Liability Insurance
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Scope of Contract
The Successful bidder will be asked to review, evaluate and advise on our current and potential operational fund development initiatives and our marketing strategies that support fundraising.
The successful bidder will also advise on new fundraising ideas that have been proven in other non-profit organizations, specifically libraries. He/she will help determine the best use of staff time and resources and will provide us with a three year operational fundraising plan, which in turn will prepare us for our capital campaign that will be launching in the next one to two years.
By creating a fund development plan, we will build ownership and accountability among City of Airdrie Library Board staff and board. There will be targeted goals and objectives that will save time and energy and will, in turn, raise more money. Our fund development plan also needs to consider today’s realities based on the Airdrie market and anticipate the changes that will come with launching a capital campaign.
1. Bid Extensions/Multi-year Purchasing/Leasing
Given that standardization of units and source of supply over a period of time (approx.
5 years) offer advantages to both the City of Airdrie and the successful bidder, it is the intent of the City of Airdrie to source products/services where applicable from the successful bidder for the next two (2) years with the option to renew up to a maximum of five (5) years, subject to receipt of satisfactory product support services, continued competitiveness, and maintenance of an equitable price structure relative to other providers.
2.
Vendor Performance and Excusable Delays
2.1 The successful Proposer may be evaluated periodically throughout the course of work or at the end of the project as the case may be. Any evaluations will be shared with the Proposer, with the goal if immediate and permanent resolution where problems and concerns occur.
2.2 The City and Proponents acknowledge that delays in performance may arise due to events beyond their reasonable control. Such delays will be excusable and the relevant obligation suspended but only for such period of time as the cause for the delay remains beyond the reasonable control of the obligated party.
3. Commitment
Proponents are advised that the City makes no commitment under this RFQ. Any commitment resulting from this RFQ will be made by means of a duly authorized contract issued by the Procurement Services.
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APPENDIX B – Quotation Form
1. Respondent Information
Please fill out the following form, and name one person to be the contact for this RFQ response and for any clarifications or amendments that might be necessary.
Full Legal Name of Respondent:
Any Other Relevant Name under Which the Respondent Carries on Business:
Street Address:
City, Province/State:
Postal Code:
Phone Number:
Fax Number:
Company Website (If Any):
RFQ Contact Person and Title:
RFQ Contact Phone:
RFQ Contact Facsimile:
RFQ Contact E-mail:
2.
Acknowledgement of Terms of Reference and Governing Law
The respondent acknowledges that this RFQ process will be governed by the specific Terms of Reference and Governing Law set out in this RFQ, and that, among other things, the Terms of Reference and Governing Law confirm that this procurement process does not constitute a formal legally binding bidding process, and that there will be no legal relationship or obligations created until the City accepts the respondent’s offer in writing.
3.
Ability to Provide Deliverables
The respondent has carefully examined this RFQ and has a clear and comprehensive knowledge of the Deliverables required. The respondent represents and warrants its ability to provide the Deliverables in accordance with the requirements of the RFQ for the pricing set out below and has provided a list of any subcontractors to be used to complete the proposed contract.
4.
Non-binding Price Estimates
Respondents should provide pricing for the Deliverables described hereunder:
The respondent confirms that the pricing information provided is accurate. The respondent acknowledges that any inaccurate, misleading or incomplete information, including withdrawn or altered pricing, could adversely impact the acceptance of its quotation or its eligibility for future work.
The respondent acknowledges that the pricing includes all applicable duties and taxes, which should be itemized separately, all labour and material costs, all travel and carriage costs, all
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insurance costs, all costs of delivery to the City, all costs of installation and set-up, including any pre-delivery inspection charges and all other overhead, including any fees or other charges required by law.
5.
Addenda
The proponent is deemed to have read and accepted all addenda issued by the City prior to the Deadline for Issuing Addenda. The onus remains on proponents to make any necessary amendments to their proposal based on the addenda. The proponent is requested to confirm that it has received all addenda by listing the addenda numbers or, if no addenda were issued, by writing the word “None” on the following line: ____________________________. Proponents who fail to complete this section will be deemed to have received all posted addenda.
6.
Conflict of Interest
Prior to completing this portion of the Form of Offer, respondents should refer to the following definition of Conflict of Interest:
“Conflict of Interest” includes, but is not limited to, any situation or circumstance where
(a) in relation to the bidding process, the respondent 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, or having access to, information in the preparation of its quotation that is confidential and not available to other respondents, (ii) communicating with any person with a view to influencing preferred treatment in the RFQ process, 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
(b) in relation to the performance of its contractual obligations contemplated in the contract that is the subject of this procurement, the respondent’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 judgment, or (ii) could, or could be seen to, compromise, impair or be incompatible with the effective performance of its contractual obligations.
If the box below is left blank, the respondent will be deemed to declare that (a) there was no Conflict of Interest in preparing its quotation; and (b) there is no foreseeable Conflict of Interest in performing the contractual obligations contemplated in the RFQ.
Otherwise, if the statement below applies, check the box.
The respondent declares that there is an actual or potential Conflict of Interest relating to the preparation of its quotation, and/or the respondent foresees an actual or potential Conflict of Interest in performing the contractual obligations contemplated in the RFQ.13
If the respondent declares an actual or potential Conflict of Interest by marking the box above, the respondent must set out below details of the actual or potential Conflict of Interest:
The following individuals, as employees, advisers, or in any other capacity (a) participated in the preparation of our quotation; AND (b) were employees of the City and have ceased that employment within twelve (12) months prior to the submission deadline:
Name of Individual:
Job Classification:
Department:
Last Date of Employment with the City:
Name of Last Supervisor with the City:
Brief Description of Individual’s Job Functions:
Brief Description of Nature of Individual’s Participation in the Preparation of the Submission:
(Repeat above for each identified individual)
The respondent agrees that, upon request, the respondent shall provide the City with additional information from each individual identified above in the form prescribed by the City.
7.
Confidential Information of Proponent
A proponent should identify any information in its proposal or any accompanying documentation supplied in confidence for which confidentiality is to be maintained by the City. The confidentiality of such information will be maintained by the City, except as otherwise required by law or by order of a court or tribunal. Proponents are advised that their proposals will, as necessary, be disclosed on a confidential basis, to the City’s advisers retained for the purpose of evaluating or participating in the evaluation of their proposals. If a proponent has any questions about the collection and use of personal information pursuant to this RFQ, questions are to be submitted to the City Contact.
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8. GOVERNMENTAL BODIESWhile quantities specified do not take into consideration any of the following municipal governmental operations, the successful bidder may be required, to supply prices and discounts quoted by them on this tender, the needs of other municipal governmental bodies, such as the Public School Board and the Separate School Board.
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APPENDIX C – Price Sheet
PRICE DETAIL SHEET FOR BID (REQUIRED FORM) Price to be quoted in Canadian funds
PRICE
Price for Project $
Disbursement Fees $
Other fees (if applicable)
Specify in detail fees: $
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APPENDIX “D”CLIENT REFERENCE INFORMATION
Company Name Address City / Prov. / Postal Code Contact Person / Title / Phone
Number and email address Description of work performed (include start & finish date) COMMENTS:
Company Name Address City / Prov. / Postal Code Contact Person / Title / Phone
Number and email address Description of work performed (include start & finish date) COMMENTS:
Company Name Address City / Prov. / Postal Code Contact Person / Title / Phone
Number and email address Description of work performed (include start & finish date) COMMENTS:
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APPENDIX “E” Proposal Acknowledgement Signature Sheet
RFQ# 482-2014-JJProject Title: Fund Development Consultant (Detach and return with your reply)
The Proponent hereby acknowledges that 1) its understands and agrees with the RFQ process described in this document, and 2) the information included in this Proposal is correct and it has thoroughly reviewed and has complied with the documents making up this Proposal, including all drawings and specifications as may be listed in the Index, and any amendments or addenda thereto:
CONTACT FOR ADDITIONAL INFORMATION Name:
Telephone:
Fax:
E-Mail:
COMPANY NAME AND COMPLETE ADDRESS
Date: Telephone:
Fax:
GST#:
E-mail:
Proponent’s Name (please print) Signature
