TABLE OF CONTENTS

  1. INTRODUCTION

    1. Background
  2. GENERAL CONDITIONS

    1. Confidentiality/Non-Disclosure
    2. Firm’s Proprietary Information
    3. Conflict of Interest
    4. Verification of Proponent’s Proposal
    5. Liability for Errors
    6. Right of Rejection
    7. Cost of Proposals
    8. Proposal Validity Period
    9. Right to Cancel
  3. PROPOSAL INSTRUCTIONS AND TIME FRAMES

    1. Intention to Bid
    2. Proposal Delivery
    3. RFP Questions
    4. Oral Presentation
    5. FPAC’s Right to Visit Premises
    6. Schedule of Events
    7. Awarded Contract
  4. PROPOSAL PREPARATION

    1. General Preparation
    2. RFP Response Format
    3. Cost Proposal
    4. Exceptions to the RFP
  5. SCOPE OF SERVICES


  1. 1 INTRODUCTION

    The Forest Products Association of Canada is seeking a bilingual Project Coordinator having experience with federal Contribution Programs and who is knowledgeable of the Canadian forest products sector.

    The objective of this Request for Proposal (RFP) is to obtain proposals from vendors/service providers that may be used to establish a short list of potential vendors. Following oral presentations (if required) and reference checks, a preferred vendor will be selected and an agreement negotiated.

    1. Background

      The Forest Products Association of Canada (FPAC) is the voice of Canada’s wood, pulp and paper producers nationally and internationally in government, trade, and environmental affairs.

      FPAC actively promotes Canada’s leadership in trade and economic matters, sustainable forest management and environmental stewardship. The overall goal is to advance the global competitiveness of the Canadian forest products industry.

      FPAC led the creation of, and has the lead to enhance the comprehensive national Labour Market Information (LMI) web application tool for the forest products industry. This tool provides data queries at the regional, provincial and national levels, produces regular LMI forecast reports and uses existing communication approaches to disseminate the LMI information.

      The project will include two core program activities which will be completed over 30 months (contract renewable yearly):

      1. Enhancement of the current Greenest Workforce/LMI web application tool – timeline: May 2018 – August 2019;

      2. Promotion of the enhanced Greenest Workforce/LMI tool ― timeline: Sept 2019 – April 2020.

      The project will be delivered from Ottawa with the exception of three meetings in Vancouver and occasional participation in Canadian events outside Ottawa.

  2. GENERAL CONDITIONS

    This RFP is not an offer to contract. FPAC shall not be obligated in any manner to any Firm until a written contract has been duly executed relating to an approved proposal. Neither the issuance of this RFP, nor the delivery of a proposal by a Firm and the acceptance thereof by FPAC, either commits FPAC to award a contract to any Firm, even if all requirements stated in this RFP are met, nor limits our right to negotiate in our best interest, nor to accept (nor to decline to accept) non-compliant proposals. We reserve the right to contract with a Firm for reasons other than lowest price.

    1. Confidentiality/Non-Disclosure

      The information contained in this RFP (or accumulated through other written or verbal communication) is confidential and proprietary to FPAC. It is for proposal purposes only and is not to be disclosed or used for any other purpose. It is solely for your organization’s use and is not to be copied, scanned, or distributed to any other individual and/or company without prior written consent from FPAC. Your personnel should also be so advised of this clause.

    2. Firm’s Proprietary Information

      Firms shall identify those specific portions of their proposals deemed to be proprietary, confidential, and legitimately under protection. FPAC will neither accept nor honor requests to keep the entire proposal confidential.

      FPAC shall use only reasonable efforts to keep confidential those specific portions of the proposal identified as confidential by a Firm. In the event of disclosure, however, FPAC shall not be liable to the Firm.

    3. Conflict of Interest

      The proponent shall disclose in its Proposal any potential conflict of interest between themselves (or their agents, principals, officers and employees) and FPAC or its employees.

    4. Verification of Proponent’s Proposal

      The proponent shall authorize FPAC to conduct such investigations as it may deem appropriate to verify the contents of the proponent’s proposal.

    5. Liability for Errors

      While FPAC has used considerable efforts to ensure an accurate representation of information in this RFP, the information contained herein is supplied solely as a guideline for proponents. The information is not guaranteed or warranted to be accurate by FPAC, nor is it necessarily comprehensive or exhaustive. No information in this RFP is intended to relieve proponents from forming their own opinions and conclusions in respect to the matters addressed in this RFP.

    6. Right of Rejection

      We reserve the right to enter into discussions and/or negotiations with one or more qualified Firms at the same time and to reject any or all responses to this RFP.

    7. Cost of Proposals

      Expenses incurred in the preparation of proposals in response to this RFP are the Firm’s sole responsibility.

    8. Proposal Validity Period

      Proposals are irrevocable and open for acceptance by FPAC for a period of 7 days after the Submission Deadline.

    9. Right to Cancel

      The Owner reserves the right to cancel this RFP process at any stage without liability to any Proponent.

  3. PROPOSAL INSTRUCTIONS AND TIME FRAMES

    This section contains instructions governing the proposal to be submitted.

    1. Intention to Bid

      Firms must notify us of their intention to bid by 4:00 PM (EST), June 8, 2018). Notification can be by mail or email. Please provide the name, address, telephone, e-mail address, and fax numbers for the Firm contact who should receive answers to questions and RFP revisions and updates. Any Firm who elects not to bid is requested to destroy this RFP.

    2. Proposal Delivery

      Deliver 1 copy of your proposal to the following address and email address not later than 4:00 PM (EST), Friday, June 15, 2018 (the “Submission Deadline”).

      Cheryl Miltimore
      Director, Communications and Labor Policy
      Email: cmiltimore@fpac.ca
      FPAC
      410-99 Bank Street Ottawa, ON K1P 6B9

      Note: FPAC reserves the right not to consider proposals delivered after the Submission Deadline or sent by facsimile or e-mail, or delivered to any other location or contact person other than the above address and contact person.

    3. RFP Questions

      Firms are requested to carefully review this RFP without delay for any ambiguity, conflict, discrepancy, omission, or other error.

      Questions regarding this RFP are encouraged and should be submitted in writing or by e-mail to:

      Cheryl Miltimore
      Director, Communications and Labor Policy
      Email: cmiltimore@fpac.ca
      FPAC
      410-99 Bank Street Ottawa, ON K1P 6B9

    4. Oral Presentation [If applicable]

      The Proposal evaluation committee may require one or more Proponents to interview with the committee, make a presentation about their Proposal, and/or demonstrate their Products or services. Such presentations, demonstrations, tours and/or interviews provide a Proponent with an opportunity to clarify its Proposal and to ensure a mutual understanding of the Proposal’s content.

      If required, presentations of the proposals are expected to take place the week of June 11, 2018and should not exceed 1 hour. Allow 30 minutes for the presentation/demonstration and 30 minutes for questions and discussion.

    5. FPAC’s Right to Visit Premises [If applicable]

      The Proponents, upon request, must allow FPAC to visit their premises during Business Days for any reason considered appropriate by the FPAC to the performance of the Contract.

    6. Schedule of Events

      Dates Activity
      June 8thto June 15th, 2018 Intention to Bid
      June 8thto June 15th, 2018 Question & Answer Period (if applicable)
      June 15th, 2018 Proposals Due
      Week of June 15, 2018 Oral presentations – if requested
      By June 15, 2018 Firm selection announcement
    7. Awarded Contract

      The selected Proponent will be required to enter into a formal Contract with FPAC and the award of the Contract is conditional upon the parties agreeing upon the terms and conditions of the final Contract.

  4. PROPOSAL PREPARATION

    All submitted proposals must adhere to the specifications contained herein. Firms are not restricted from providing additional details if they feel they would meet or exceed FPAC’s objectives.

    Your proposal to FPAC should be clear, complete, and concise.

    1. General Preparation

      Number pages consecutively within a section using section and page numbering (e.g. page 3-30).

      Follow the proposal outline in Section 4.2. For each response, identify the RFP item to which you are responding.

    2. RFP Response Format

      You are requested to provide your RFP response in the following format:

      Letter of Transmittal

      The letter of transmittal should be no longer than two (2) pages and should include the following:

      1. A brief statement of your understanding of FPAC’s business and our requirements.
      2. A brief statement of services and products to be provided.
      3. Contact information (name, address, e-mail, phone numbers and role in the company) for the principal individuals to be contacted regarding the information in the RFP.

      Table of Contents

      The table of contents should include clear and complete identification of the materials submitted by section and page number.

      Proposal Body

      The body of your proposal should address the scope of services in Section 5. It should be structured in a fashion that is easy for the evaluation panel to follow and to evaluate.

      Resources

      [If applicable]

      Indicate the resources available for support, maintenance, and problem-solving; describe your Service Level Agreement (Note: These agreements are to be attached as Appendices; see below); describe any system warranties; and indicate your response times. Please provide this information as a separate section of your RFP response.

      Subcontractors

      If applicable, the Proponent shall indicate in its Proposal all the parts of the Project that it will not perform itself and the name(s) of any and all subcontractor(s) to whom it intends to entrust any part of the Project.

      Client References

      Provide a minimum of three (3) client references.

      For each reference please provide: an overview of the work you have done including size for the project and timeframe, the company name, contact person’s name, phone number and e-mail address.

      Appendices

      Please attach the following information as Appendices to your RFP Response:

      1. Vendor contracts
      2. Service Agreements [if applicable]
    3. Cost Proposal

      In order for proper comparison to other proposals, please standardize costing for any consultation on a “per hour” basis. If applicable, list provincial tax or Goods and Services tax separately from your estimate.

    4. Exceptions to the RFP

      You may find instances where your services are not offered in a manner consistent with the specification in this RFP. In such cases, it is permissible to take exception to portions of the RFP. The exceptions should be clearly identified. If necessary, attach an additional page describing the scope of the exceptions and a summary of any advantages these exceptions represent to FPAC.

  1. SCOPE OF SERVICES

    FPAC is seeking the services of a bilingual Project Coordinator having experience with federal Contribution Programs and who is knowledgeable of the Canadian forest products sector.

    1. Provide support related to the ESDC SIP Forest Products LMI project as Project Manager/Facilitator.
    2. Help with the enhancement of a comprehensive national Labour Market Information web application tool for the forest products sector.
    3. The advisory group will hold three conference calls per year and attend two face to face meeting (one in Ottawa and one in Vancouver)
    4. Tasks include but are not limited to:
      1. Managing meetings with partners (Advisory Group, IT firm, etc.) including preparation, coordination, minutes and follow-up;
      2. Managing conference calls with Advisory Group;
      3. Ensuring full participation of all partners to make sure they all represent the targeted population adequately;
      4. Development and completion of reports, Proposals and other required documents relating to the project;
      5. Ensuring on-time and on-budget delivery of results from participants;
      6. Monitoring of GWF tool on a regular basis, for potential bugs, both in English and in French – includes review of jobs (e.g. removal of outdated postings, proper postings and classifications of current postings), links with LMI information
      7. Review and monitoring of LMI data (e.g. review of algorithm, annual data)
      8. Ability to support salary and wages survey, in both official languages, review of data, etc.
    5. Contract details to include yearly cost breakdown for year one of the contract, June 15, 2018 to May 15, 2019. Breakdown should include the following:
      1. Hourly rate;
      2. Daily rate;
      3. Estimated days per month;
      4. Total estimated days for the June 15, 2018 to May 15, 2019 period;
      5. Contract to be renewed yearly to span the 30-month term.

Requirements

  • Engineer
  • 10-15 years experience
  • Experience with operations requirements of forest products mills.