REQUEST FOR PROPOSAL by MInNP7e

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									Request for Proposal - #2013 – 01
TBPL Job Evaluation
January 18, 2013


                                REQUEST FOR PROPOSAL
                                          FOR
                           PROFESSIONAL CONSULTING SERVICES
                                    JOB EVALUATION
                                          FOR
                              THUNDER BAY PUBLIC LIBRARY

The Thunder Bay Public Library (TBPL) is requesting proposals for the services of a qualified
consultant to develop and implement a job evaluation plan for the job classification “Library
Technician”.

Submissions should include, but not necessarily be limited to the following:

1. A detailed work plan of the approach and timing for completion of the Job Evaluation. This
   may include any innovative ideas that the respondent may have with respect to structuring
   the work to achieve the desired outcomes in an efficient manner. Any optional components
   should be clearly identified.

2. A detailed estimate of the cost for completion of the Job Evaluation. A schedule of fees
   charged by the Respondent including job rates per hour for each member of the consultant’s
   team who will be working on the project must be included. Maximum costs for travel and
   incidentals, if any, must be clearly specified and will form part of the total maximum cost
   quoted for the project. It is expected that travel for local consultants will not be billed.

3. Detailed information on the names, qualifications and experience of consultants to be
   assigned to each phase of this project and an estimate of the amount of time each
   consultant will devote to each phase of the project.

4. For each phase of the project an itemization of the work that Thunder Bay Public Library
   staff will be required to perform in order to support the work of the consultant.

5. A brief description of your firm, its legal name, location, clients, history, projects and staff.

6. A payment schedule based on progress payments with an acknowledgement that fees for
   travel or incidentals will be billed based on actual costs as documented by the submission of
   actual receipts. It is expected that travel for local consultants will be not be billed.

7. Information on your firm’s experience in similar projects, including four (4) client references,
   preferably for similar types of projects.

8. Any other supporting information you may wish to include with your submission.

Bidders shall provide all information requested. Failure to provide such information may
result in the unacceptability of your proposal.



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QUALIFICATIONS

Proposals will be evaluated from firms or individuals that can demonstrate that they have the
necessary staffing, facilities, experience, ability and financial resources to perform the work in a
satisfactory manner. Proven track record must be demonstrated.

Thunder Bay Public Library reserves the right to inspect the bidder’s facility and to perform such
investigations as may be deemed necessary to insure that competent personnel and management
will be used in the performance of this contract.

DELIVERY, ACCEPTANCE AND PAYMENT

The Thunder Bay Public Library will not make any payment until all items/terms applicable to this
proposal have been included/completed to the entire satisfaction of the Thunder Bay Public
Library.

Vendor(s) shall not assume that physical delivery to the Thunder Bay Public Library implies full
acceptance of the unit.


It is anticipated that the Job Evaluation Process will begin in February 2013.




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Request for Proposal - #2013 – 01
TBPL Job Evaluation
January 18, 2013


INFORMATION FOR ALL PROPONENTS


      This is an invitation for proposals and not a tender call
      The Thunder Bay Public Library has the right to negotiate with the proponent that
       presented the most attractive proposal.
      The Thunder Bay Public Library shall have the final authority on all matters regarding
       this Request for Proposal.


ALL PRICING INFORMATION is to be provided as a separate section, i.e. entered into
Appendix A at the end of this document. Pricing information is NOT to be incorporated into your
document. Failure to comply with this request may result in the unacceptability of your proposal.

For the purposes of this document, the words tender and proposal are to be considered
synonymous.

All services/material specified in this Request for Proposals (RFP) are subject to Budget
Approval by the Thunder Bay Public Library Board and quantities may be adjusted and/or items
cancelled based on availability of funding.

Submission of a proposal indicates acceptance by the firm of the conditions contained in this
Request for Proposal, unless clearly and specifically noted in the proposal and in any contract
between the Thunder Bay Public Library and the firm selected.

The Thunder Bay Public Library is not responsible for any costs or losses incurred by the
proponents in the preparation of their response to the proposal call or attendance at any
selection interviews.

All proposals submitted to the Thunder Bay Public Library, become the property of the Library,
and as such, are subject to the provisions of the Municipal Freedom of Information and
Protection of Privacy Act.

This will confirm that the Thunder Bay Public Library will not use/disclose the information
provided, without proper authorization, and will keep the information in a physically secure
location to which access is given only to staff requiring access.

It is understood and agreed that the bidder has, by careful examination, satisfied himself as to the
nature and location of the work, the quality and quantity of materials to be encountered, the
character of equipment and facilities needed in the completion of the work.

Prices are to be FOB Destination, no additional shipping or handling charges permitted.



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All submissions provided by proponents in response to this RFP are to contain sufficient detail
to support the product/service being proposed. Proposals lacking sufficient information will not
be considered.

All work under this contract must be in strict accordance with all applicable federal, provincial and
municipal codes and by-laws.




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RIGHTS RESERVED BY THE THUNDER BAY PUBLIC LIBRARY


The Thunder Bay Public Library reserves the following rights:

Unless it states otherwise, to award in whole or in part, without recourse or penalty, by item, or
part thereof, by groups of items, or all items of the proposal, to award different options or
combinations of the options, and to award to one or more bidders submitting identical bids as to
price, that which is deemed most advantageous to the Library.

Without prejudice, to reject any and all submissions in whole or in part; to waive technical
defects, irregularities and omissions, if in so doing, the best interests of the Thunder Bay Public
Library will be served.

To be the sole judge of the acceptability of any equipment/material/service offered, and also any
alternative proposed, and to purchase the equipment/material/service which, in its opinion, is
deemed to most closely meet the operating requirements of the user department, and which will
be most advantageous to the Library and desirable/beneficial to its operations.

To adjust the quantities or configuration upward or downward to meet its requirements and
budget allotments, without penalty to the Library.

To determine, in its own best judgement, the firm best qualified to undertake this contract, if in
so doing, the best interests of the Library will be served.

To be the sole judge as to the calculation of basis of award and has the right to award this
contract in whole or in part, that which is deemed most advantageous to the Library.

To call in an alternate supplier if the proponent is unable to provide the service when it is
requested.

To terminate the contract if due to non-performance and unsatisfactory service and/or
unsatisfactory product performance.

To terminate the entire contract, without cause and without penalty, with a minimum of 90 days
written notice to the successful Proponent.

The Thunder Bay Public Library reserves the right to request proponents to attend an interview,
and/or provide additional information.




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TBPL Job Evaluation
January 18, 2013


INTRODUCTION


The Thunder Bay Public Library (“the Library”) offers public library service to the community of
Thunder Bay through 4 libraries and a virtual branch (our website). The Library is deeply
engaged with its community through numerous partnerships and community relationships, and
is used by all demographic groups. (See http://www.tbpl.ca for a full description of the Library
and its services.)

While the Library receives most of its funding from the City of Thunder Bay, the Library is a
separate legal corporation and registered charity governed by a 9 member Library Board
appointed by City Council. The Library Board consists of one Councillor, two Board members
recommended by the public and separate school boards (but appointed by Council) and six
citizen appointees. Thunder Bay Public Library was established by municipal bylaw and is
governed under The Public Libraries Act. There is a separate Friends of the Library
organization that provides support and fundraising for the Library. The Library has a lean
management structure consisting of three managers: the Chief Librarian/CEO, Director of
Community Development and the Director of Human Resources. There is also an Executive
Assistant to the Chief Librarian/CEO.

The Library employs 56 full-time staff as well as a number of part-time and casual staff. Based
on permanent full and part-time staff, the Library has 63 FTEs. There are an additional 13 FTEs
composed of student workers (pages) and casual (supply) staff.

MISSION AND VISION


Mission

The Thunder Bay Public Library strengthens our community by engaging people in the pursuit of
local and global information and knowledge, and promoting literacy, lifelong learning and
leisure.

Vision

A Citizen Enlightened
Providing people of all ages, abilities and cultural heritages with the knowledge they need to
pursue their goals and dreams.

A Community Engaged
Creating an accessible destination for learning and play that is dedicated to growth,
partnerships, innovative programming and connecting people to information and the world.

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A City Enriched
Maintaining and developing services and programs that are relevant to the challenges and
needs of our City and our Region.


BACKGROUND

The goal of the Thunder Bay Public Library and its staff is to develop a joint job evaluation plan
which, to the extent possible will be:
    Easy to apply and administer
    Explainable in non-technical terms;
    Fair and acceptable;
    Designed to allow reasonable data input from employees; and
    Adaptable to changing organizational structures, operations and technology.



SCOPE OF WORK

The Thunder Bay Public Library invites those professionals with a proven track record in a joint
job evaluation to provide technical consulting services for the development and implementation
of a gender-neutral joint job evaluation plan for the “Library Technician” position.
      Approximately 17 positions in total (within 1 hourly pay scale)



Key Responsibilities

The Consultant’s key responsibilities will include:

   Educate the Job Evaluation Committee on Job Evaluation techniques and plan
    administration.
   Work with the Job Evaluation Committee to develop and implement a communication
    strategy.
   Work with the Job Evaluation Committee to design the job data collection process.
   Train the Job Evaluation Committee.
   Guide the Job Evaluation Committee in rating jobs, resolving rating discrepancies, modifying
    job descriptions and documenting the job evaluation methodology.
   Work with the Job Evaluation Committee to determine appropriate comparators for gathering
    market salary data, and establish criteria for incorporating the data in the design on an
    updated classification/pay structure.




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January 18, 2013



Timelines

The target completion date for this new Job Evaluation Plan is June, 2013. It is critical that this
plan is accepted by staff, allows for effective communication and understanding, and is seen as
an ongoing corporate operating system.

Reporting Structure

The Consultant will work in close consultation with a Job Evaluation Committee composed of,
but not limited to, the Chief Librarian/CEO, Director of Human Resources and Library staff.

TBPL Project Leader

The Director of Human Resources is the project leader and primary contact for the Consultant.
In her absence, Chief Librarian/CEO has been delegated the authority to make any necessary
decisions.

Key Deliverables

Design a Job Evaluation Plan for the Library Technician Position
Implement the Plan
Other, as may be determined by the Consultant’s process

Deliverables must be provided in print version as well as in digital (word processed) format. All
deliverables will remain the property of the Thunder Bay Public Library.

Project Budget

Reponses to this RFP should contain a cost estimate, based on specifications, that includes
ALL costs, including travel, if appropriate, and incidentals.




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EVALUATION:

Proposals will be evaluated based on the following criteria

                                   Evaluation Criteria                                        Value

1 Total Cost to the Thunder Bay Public Library                                                    30
    General Compliance with Proposal Requirements and Required Specifications,
2                                                                                                 10
    Overall Response to RFP
3 Knowledge/Understanding of the Job Evaluation Process.                                          40
4 Involvement / Engagement strategy with Library Staff.                                           30
  Previous Job Evaluation Experience of Firm/Facilitation Abilities/Client Experiences
5 and References                                                                                  10
6 Schedule/Timing of completion of the project                                                        5
7 Value Added Features, Innovative Concepts                                                           5
                                                                                    TOTAL         130
8 Interview/Presentation, if required                                                             30
                                                                                    TOTAL         160



The Thunder Bay Public Library reserves the right to select the proposal that best suits the
goals of the Library, or not to select any of the proposals submitted. The lowest cost proposal
will not necessarily be accepted, and the Library reserves the right to reject any and all
proposals and/or re-issue the RFP in its original or revised form. The Library reserves the right
to negotiate with the successful proponent without recalling the RFP.

The Library reserves the right to request proponents to:

       Attend an interview, at the Library’s Main Office the week of February 11, 2013
       Provide additional information.

Availability to attend the interview must be indicated in the proposal. If an interview is required
proponents will be notified no later than February 8, 2013.

For purposes of proposal evaluation, the total cost of the base price as specified in this RFP,
excluding options, will be considered, although optional items may be added or deleted as
deemed necessary by the Library.

The decision of the Selection Committee shall be final and without recourse.
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CURRENT/PAST USERS / REFERENCES

Bidders must provide information demonstrating that your firm has, within the last 5 years, been
awarded similar business, preferably within the Thunder Bay area.

List current or past users of the equipment/services being offered and the locations where they
were used. Provide contact names and phone numbers and some description of the project and
scale.

1. ________________________________________________________________________

   ________________________________________________________________________

   ________________________________________________________________________



2. ________________________________________________________________________

   ________________________________________________________________________

   ________________________________________________________________________



3. ________________________________________________________________________

   ________________________________________________________________________

   ________________________________________________________________________



Submission of a Proposal authorizes the Thunder Bay Public Library to contact all references
provided. Failure to provide References and Details of Experience may result in your proposal
not being considered.




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GENERAL CONDITIONS / REQUIREMENTS
(where applicable)

INDEMNITY

The contractor shall indemnify and save harmless the Thunder Bay Public Library from and against
all liens, damages, losses, claims, demand payments, suits, actions, recoveries and judgements of
every nature and description brought against him and/or the Thunder Bay Public Library by reason
of any act or omission of the said contractor, his agents, or employees in the execution of, or as a
result of the work or in the guarding of it. All permits and fees applicable shall be acquired and paid
for by the contractor.

INTENT OF SPECIFICATIONS

Should any work or materials be required which are not detailed in the specifications, either
directly or indirectly, but which are nevertheless necessary for the proper carrying out of the
intent hereof, the contractor is to understand the same to be implied and required, and shall
perform all such work and furnish any such material as fully as if they were particularly
delineated or described.

No after claim will be allowed or entertained for obstructions or work necessary to fully complete
the work whereon said contractor made tender.

INSURANCE: (From Successful Proponent Only) - if applicable

The contractor shall, during the course of any work for the Thunder Bay Public Library, maintain
general comprehensive liability insurance coverage in respect to the risks hereunder set out in the
amounts stated, and shall file with the Accounting Supervisor of the Thunder Bay Public Library a
certificate issued by the Insurer attesting that he is so insured.

       GENERAL LIABILITY                       Minimum Requirement
       BODILY INJURY                           $2,000,000.00
       PROPERTY DAMAGE                         Inclusive

       AUTOMOBILE LIABILITY                    Minimum Requirement
       BODILY INJURY                           $2,000,000.00
       PROPERTY DAMAGE                         Inclusive




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HEALTH & SAFETY

The Corporation of the Thunder Bay Public Library recognizes and promotes good health and
safety in order to prevent injuries and occupational illnesses.

Successful bidder(s) must be prepared and will be expected to demonstrate, illustrate and make
aware of all applicable features of the equipment being purchased by the Thunder Bay Public
Library in regards to health and safety concerns.

All equipment supplied under this contract must meet or exceed all Municipal, Provincial and
Federal Regulations regarding employee health and safety. Where applicable, all equipment
supplied under this contract must be C.S.A. approved and bear the appropriate labels.

QUESTIONS/INQUIRIES:

Communications concerning this Request for Proposal are to be directed to:
Cherri Braye, CA – Accounting Supervisor

Inquiries must not be directed to other Thunder Bay Public Library or Library Board members.
Directing inquiries to other than the Accounting Supervisor may result in your proposal being
rejected.

All clarification requests are to be sent by email to the Cherri Braye at the email address -
cbraye@tbpl.ca. Requests must be received by January 23, 2013. No clarification requests
will be accepted by telephone. Responses to clarification requests will be published on
our website - www.tbpl.ca on January 24, 2013.

Any and all changes to the RFP will be issued by the Accounting Supervisor in the form of a
written addendum which will be published on our website on January 24, 2013. The Thunder
Bay Public Library assumes no responsibility for oral instructions or suggestions or for review of
addenda by Respondents.



PERIOD OF ACCEPTANCE:

The terms and conditions of the proposal offer shall remain firm and open for acceptance by the
Thunder Bay Public Library for a period of ninety (90) days.




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RIGHTS RESERVED BY THE THUNDER BAY PUBLIC LIBRARY

The Thunder Bay Public Library is not liable for any costs incurred by interested parties in the
preparation of their responses to this request or subsequent interview. Furthermore, the
Thunder Bay Public Library shall not be responsible for any liabilities, cost, express, loss or
damage incurred, sustained or suffered by any interested party, prior or subsequent to, or by
reason of the acceptance, or non-acceptance by the Thunder Bay Public Library any response,
or by reason of any delay in the acceptance of the response.

All information provided by a proponent in response to this RFP must contain sufficient detail to
support the services being proposed. Incomplete proposals will not be considered.

TREATMENT OF INFORMATION:

All proposal documents are the property of the Thunder Bay Public Library. The proposals will
be considered confidential during the evaluation process but are subject to access requests
under the Municipal Freedom of Information and Protection of Privacy Act. Extracts of
proposals and the costs of their solutions may be used as part of a public document.
Proponents must indicate in the proposal which parts of their proposal, if any, are exempt from




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                          REQUEST FOR PROPOSAL #2013-01

                                           FOR

                        PROFESSIONAL CONSULTING SERVICES
                                    FOR JOB EVALUATION
                                           FOR
                            THUNDER BAY PUBLIC LIBRARY



____________________________________________________________________________
Print Company Name




____________________________________________________________________________
Mailing Address




____________________________________________________________________________
City                                      Postal Code




____________________________________________________________________________
Phone Number                              Fax Number




___________________________________________________________________________
Cellular Number                          E-Mail Address




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 (Pages 10, 14,15,18 and the Certificate of Insurance must be fully completed and included as
                             part of your proposal submission)



I am available to begin work in February 2013 - YES____ NO ____

If required, I agree to make myself available for an interview by phone or at 285 Red River Rd.,
the Library’s head office.

I am available the week of February 11 in person ______________ by phone _____________




___________________________________________________________________________
Signature of Authorized Office – Title                          Date




__________________________________                         ____________________________
Please Print Name                                          HST Registration Number


ACKNOWLEDGEMENT OF ISSUED ADDENDA:

Bidders are instructed to regularly check the Thunder Bay Public Library website for addenda,
and are to indicate below the number of addenda received and incorporated into their response.

         Number of Addenda received: ________




The lowest cost proposal will not necessarily be accepted, and the Thunder Bay Public Library
reserves the right to reject any and all proposals and/or re-issue the RFP in its original or
revised form.




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Request for Proposal - #2013 – 01
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January 18, 2013




If your firm is interested in this project, please forward THREE (3) COPIES of your submission
to:



                                       Cherri Braye, CA

                                  Thunder Bay Public Library

                                     285 Red River Road

                                  Thunder Bay, ON P7B 1A9




Not later than:




                                     4:00 p.m., Local Time



                                       February 1, 2013



Submissions must be hand-delivered or delivered by courier directly to the Administration Area,
  Waverley Library, 2nd Floor, 285 Red River Road, Thunder Bay, ON P7B 1A9 between the
                                 hours of 10 a.m. and 4 p.m.




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Enclosures:

      Certificate of Insurance




           THE LOWEST OR ANY PROPOSAL NOT NECESSARILY ACCEPTED



                        LATE PROPOSALS WILL NOT BE ACCEPTED



       FACSIMILE, E-MAIL OR TELEPHONE PROPOSALS WILL NOT BE ACCEPTED




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January 18, 2013




APPENDIX ‘A’ – SCHEDULE OF PRICING

For purchase orders issued within 120 days of the closing of this proposal

Please list on, or attach to, this sheet your pricing details and ensure the total, taxes extra, in
indicated on this page.


$________________________ each
      HST Extra




                  Prices must be FIRM for 120 days from proposal closing date.




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