REQUEST FOR SUPPLIER PREQUALIFICATION (RFSQ) FOR TEMPORARY
ISSUED BY UNIVERSITY OF WESTERN ONTARIO (WESTERN) - LONDON,
Background: The University of Western Ontario (Western or UWO), the third largest university in Ontario, has a
full and part-time enrolment of more than 34,750 graduate and undergraduate students and includes affiliate
University Colleges. The Western campus covers 487 hectares and is located about 4 km north of the centre of
London. There are approximately 3700 Full-Time Staff and Faculty. An additional 5,000 Part-Time Staff and
Faculty represent approximately 3,800 Full-Time equivalents.
Interested parties are welcome to visit Western’s website (www.uwo.ca) to obtain general information regarding
facts, programs and services.
Western uses temporary personnel services to cover any temporary staffing solutions that cannot be fulfilled by
permanent staff members. Western’s objective is to obtain capable and qualified short term temporary personnel on
an “as required basis” with a minimum of administrative expense while obtaining the maximum service per dollar
expended. The maximum length of each contract may be no longer than 3 months.
REQUEST FOR SUPPLIER PREQUALIFICATION PROCESS
The duration for the prequalification is for five (5) years. It is intended that qualified suppliers will only be required
to prequalify once during this period. This prequalification is not intended to replace the competitive bid process.
The prequalification will be used to establish a list of 2 - 3 prequalified proponents for future supply of Temporary
The University will issue or a Request for Quotation (RFQ) for a period of time based on the specific requirements
and these RFQs will be at the sole discretion of the issuing faculty or department..
Proponents may direct questions or seek additional information in writing by email on or before July 23, 2012 12:00pm
(EST) to the Procurement Services Paula Granger. Questions submitted by proponents by email to the Western Contact
shall be deemed to be received once the email has entered into Western’s Contact’s email inbox. No such communications
are to be directed to anyone other than the Western Contact. No clarification requests will be accepted by telephone.
Responses to clarification requests will be provided to proponents in writing on or before July 25, 2012. Western is under no
obligation to provide additional information.
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Prequalification Submissions should be submitted in the Prescribed Manner
Prequalification submissions must be submitted to Paula Granger by August 3, 2012 Noon (local time)
Delivery address if Proponents are Hand delivering RFSQ Documents:
University of Western Ontario
Support Services Building
1393 Western Road
Attention: Paula Granger
If Proponents are using Couriers to deliver their RFSQ responses, Couriers must deliver to the following
University of Western Ontario
Support Services Building
Mailroom, Dock 19
1393 Western Road
Attention: Paula Granger
Proponents should submit one (1) original hard copies and one (1) electronic copy in (Microsoft Word or PDF format) in a
Proposals are to be prominently marked with the RFSQ title and number, with the full legal name and return address of the
proponent, and with the Submission Date.
Prequalification Submissions should be Submitted on Time at the Prescribed Location
Prequalification submissions must be submitted at the location set out above on or before the Submission Date. Submissions
received after the Submission Date will be rejected. WESTERN will not be responsible for any lost documents or
documents that are not received at the proper location, or delays caused through mail delivery, courier service or any other
occurrence of which WESTERN has no control.
A proponent may, at its option, email Procurement Services contact email@example.com prior to the Submission Date
with delivery details, including the anticipated arrival time of its couriered or mailed package containing its bid
submission . In the event a package does not arrive as scheduled, Western may provide those proponents who have
given such prior notice one day from August 3, 2012 Noon (local time) to effect the delivery of their submissions.
The Submission Date shall be deemed to be adjusted accordingly for the purpose of accepting those submissions.
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MINIMUM RFSQ REQUIREMENTS:
Proponents should structure their submissions so that the sufficient information is provided for each of the following
1. Provide a brief summary and history of your local organization, including a summary of annual sales
volume and number of temporary staff members available for hire as well as the skill categories. If
applicable, please provide data with regard to any other corporate affiliation.
2. Describe your company’s qualifications and experience in providing temporary personnel
services and length of service providing in the London area.
3. Identify the location of the office or offices that will service the account.
4. Identify regular and holiday office hours.
1 Rates (must be in Canadian dollars)
2 Indicate any special rates (i.e. holidays, overtime)
3 Include your terms of payment and any discount/rebate schedules including, but not limited to, early
payment and volume plateaus
4 Separate firm hourly rates must be determined for each candidate profile type. A skills profile is attached
-please specify the amount paid to your employees in each profile. (See Appendix C)
5 Provide a plan for adjusting rates during the contract period.
1 Demonstrated experience in the Temporary Personnel Services
2. Experience in the Institutional Temporary Personnel Market
3. Include three (3) recent corporate references for whom you have provided similar services. Include the date(s) the
services were provided, the client name and address, as well as the name and phone number of the individual
Western has your permission to contact. The evaluation may include information provided by the proponent’s
references and may also consider the proponent’s past performance on previous contracts with any of the
participants of the RFSQ or they may consider references outside of the list provided.
4. The name, background and professional qualification of the individual(s) assigned to this contract and to
who we may consult regarding the submission.
5. Disclosure of Conflict of Interest as per Appendix B
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1. Discuss your company’s willingness to assign a coordinator to handle and assist in any and all scheduling,
billing and problem solving.
2. Describe your policy, procedure and penalty rate should one of your company’s employees, working in a
temporary position at Western, be considered for hiring by the University as a permanent staff member.
If there is a buyout please outline if the price is based on the number of hours or consecutive weeks
worked and if the time frame applies to only one assignment or an aggregate of multiple assignments.
3. Include your policy in relation to dealing with unsatisfactory job performance, absences, tardiness, etc.
4. Outline your recruitment process and acceptance ratio to hire the best quality individuals and how
individuals will be assigned to our account.
5. Outline the procedure your company utilizes to follow up on the performance of its employees as well as
how problems are dealt with should they arise.
6. If an employee is deemed unsatisfactory within a short period of time describe the financial
implications accruing to Western. If the performance of the employee is guaranteed please provide a time
limit for this guarantee.
7. Provide information on how reference checks are conducted on prospective temporary employees as well
as how many references are checked.
8. Mandatory vulnerable persons and criminal background checks for all temporary staff members.
9. Outline your skills assessment process and the skills that prospective temporary employees are
asked to demonstrate that will be important to Western. Describe how this process ensures a
service oriented focus.
10. Indicate if your company provides any support to its temporary employees when they are on the job.
11. Outline what arrangements would be made on our behalf should your company be unable to meet the
requirements and/or needs of the University.
12. Describe the typical turn around time for confirming the availability of a temporary
placement and the average time frame for placement into the requested position.
13. Identify how your company will address the special needs of the University. Provide
examples of customized programs that you have provided for other clients and
indicate if these programs were successful.
14. Describe the types of programs your company has in place to train temporary employees in new skills.
Outline any programs in place to upgrade the skills of temporary employees of the University, especially
in regards to computer software applications.
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Evaluation Process and Criteria:
The evaluation of the RFSQ documents will be conducted by an Evaluation Team.
Evaluation of Rated Criteria - will consist of scoring by the Evaluation Team of each prequalification submission on the
basis of the Rated Criteria. Prequalification submissions must achieve a minimum score of 70 to qualify for invitations
for any tenders or RFQS for the purchase of Temporary Personnel Services.
The evaluation of the prequalification documents will be conducted on the basis of the members of the Evaluation Team
arriving at a consensus. Where a consensus is not possible, the scores of the Evaluation Team members will be averaged.
Rated Criteria Score
1. Company Profile 10
2. Financial Info 40
3. Experience 20
4. Contractual Info 30
The top 2 to 3 scoring proponents shall be used by Western departments to source Temporary Personnel Services.
Bid Protest Procedure
If a respondent wishes to challenge the outcome of the RFQ process, it should provide written notice to Western
Contact within sixty (60) days of notification of award, and Western will respond in accordance with its bid protest
RFSQ Terms and Conditions:
1. Western reserves the right of refusal and/or the option to include/exclude or cancel proponents.
2. The issuance of this RFSQ shall not constitute any obligation on the part of Western to any firm or
individual who makes a submission.
3. All costs associated with the preparation of any party’s submission will be solely the responsibility of that party.
4. The evaluation may include information provided by the proponent’s references and may also consider the
proponent’s past performance on previous contracts with any of the participants of the RFSQ or they may consider
references outside of the list provided. Proponents are not entitled to any information regarding the Evaluation
Process Results, the Rated Criteria or the Scoring Matrix and, without limiting the generality of the foregoing, in
any way related to or connected with the results of the Evaluation Process, the Rated Criteria, the Scoring Matrix or
any other information obtained and used by the Evaluation team in its deliberations.
5. Western may at any time make public the names of all parties
6. Western reserves the right to decline any or all submissions, in whole or in part, at any time prior to
making a decision, for any reason or no reason at all, without liability being incurred by Western to any
7. Western reserves the right to alter all or any aspect of the RFSQ prior to making a decision or to cancel the
RFSQ in whole or in part without making any award at its sole discretion, and it in its absolute discretion
to advertise or call for a new RFSQ, without any liability being incurred by Western to any parties for any
expense, cost, loss or damage incurred or suffered by the submitting parties, as a result of such
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8. Prequalified proponents will be reviewed every two (2) years to determine if they still qualify as a
participant in this process based on performance as specified in each of the participating institutions
9. Western reserves the right to:
a. Increase pool of suppliers at our sole discretion
b. Reject submissions that fail to meet the minimum requirements as stated above.
c. Reject late submissions. Late submissions may be returned unopened.
d. Select only those proponents who are deemed suitable and qualified to undertake the supply of
Temporary Personnel Services.
e. Invite selected proponents from the list of prequalified proponents.
f. Prequalify additional proponents at any time.
g. Revoke, at any time, the "qualified status" of any proponent.
h. Solicit tenders of requests for quotations from prequalified proponents.
10. No proponent who, has a claim or has instituted a legal proceeding against any of the participating
institution(s) or against whom any participating institution(s) has a claim or has instituted legal
proceedings, without the prior written approval of participating institution(s), shall be eligible to be
prequalified. This applies whether the legal proceeding is related or unrelated to the subject matter hereof.
Proponents may not receive bid documents for each and every bid call. Such bid documents will be distributed at
the sole discretion of the organization issuing the tender or RFQ.
THIS PREQUALIFICATION PROCESS DOES NOT CONSTITUTE ANY OBLIGATION ON THE PART OF
ANY OF THE PARTICAPNTS TO ENTER INTO ANY CONTRACT WITH ANY PROPONENT.
Disclosure of Information
The proponent hereby agrees that any information provided in this proposal, even if it is identified as being supplied in
confidence, may be disclosed where required by law or if required by order of a court or tribunal. The proponent hereby
consents to the disclosure, on a confidential basis, of this proposal by the owner to the owner’s Evaluation Team retained for
the purpose of evaluating or participating in the evaluation of this proposal.
I/We acknowledge and agree that I/we have read and completed all the terms and conditions of this Request for Supplier
Prequalification, and have included all the required information and Appendices in our bid submission.
Signature of Witness Signature of Proponent Representative
Name of Witness Name and Title
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Appendix B Conflict of Interest Declaration
All proponents are required to disclose prior to accepting this assignment any potential conflict of interest. Conflict of
Interest includes, but is not limited to, any situation or circumstance, in relation to the RFSQ process or performance of
subsequent contract(s), where the proponent has an unfair advantage or engages in conduct, directly or indirectly, that
may give an unfair advantage, including and not limited to having access to information confidential to participating
institutions and not available to other proponents, communicating with any person with a view to influencing preferred
treatment in the RFSQ process, or engaging in conduct that compromises or could be seen to compromise the integrity
of the open and competitive bid process. Proponents are cautioned that the acceptance of their submission will preclude
their participation in subsequent phases of the process where a conflict of interest may arise.
Western reserves the right to:
1. solely determine whether any situation or circumstance constitutes a conflict of interest,
2. disqualify prospective proponents from a procurement process due to conflict of interest,
3. require prospective proponents, participating in a procurement process, to declare any actual or potential
conflict of interest,
4. require proponents to avoid any conflict of interest during the performance of their contractual obligations,
5. terminate an Agreement at anytime whereby a proponent fails to disclose any actual or potential conflict of
interest or fails to comply with any requirements prescribed by Western to resolve its conflict of interest,
6. terminate an Agreement where a conflict of interest cannot be resolved
The proponent shall avoid any conflict of interest in its submission or in the performance of its contractual obligations;
disclose to Western without delay any actual or potential conflict of interest during the bid submission period or during
the performance of its contractual obligations; comply with any requirements prescribed by Western to resolve the
conflict of interest;
If a conflict of interest does exist as referred to above Western may, at its discretion, withhold the assignment from the
proponent until the matter is resolved to the satisfaction of Western .
If, during the conduct of the assignment, the proponent is retained by another client giving use to a potential conflict of
interest, then the proponent shall so inform Western and if a significant conflict of interest is deemed to exist by
Western, then the proponent shall:
1. refuse the new assignment; OR
2. take such steps as are necessary to remove the conflict of interest
Corporate Name: _________________________
End of document
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