Example Uniforms Proposal

REQUEST FOR PROPOSAL FOR:
SUPPLY & DELIVERY OF UNIFORMS, PROTECTIVE

CLOTHING, HATS AND PROMOTIONAL ITEMS
RFP# 17-130700-01
ISSUE DATE: THURSDAY APRIL 6th, 2017
SUBMISSION DEADLINE:
12:00 NOON, THURSDAY APRIL 27TH, 2017
THE DISTRICT MUNICIPALITY OF MUSKOKA

70 PINE STREET
BRACEBRIDGE, ONTARIO
P1L 1N3
RFP# 17-130700-01 Uniforms
TABLE OF CONTENTS
PART A - INFORMATION AND INSTRUCTIONS TO PROPONENTS ........................................ 4
1. Invitation ............................................................................................................................. 4
2. Delivery of Bids .................................................................................................................. 4
3. Summary of Events ............................................................................................................ 4
4. Inquiries.............................................................................................................................. 4
5. Omissions, Discrepancies and Interpretations ................................................................... 4
6. Withdrawal and Amendment of Proposals ......................................................................... 5
7. Proposal Preparation & Cost .............................................................................................. 5
8. Completion of Submission Form ........................................................................................ 5
9. Irrevocability of Bids ........................................................................................................... 5
10. Reservation of Rights and Privilege ............................................................................... 5
11. Estimated Quantities ...................................................................................................... 7
12. Statement of Understanding ........................................................................................... 7
13. Black Out Period ............................................................................................................. 7
14. Freedom of Information and Protection of Privacy ......................................................... 7
15. Confidential Information .................................................................................................. 8
16. Conflict of Interest ........................................................................................................... 8
17. No Lobbying ................................................................................................................... 8
18. Illegal or Unethical Conduct ............................................................................................ 8
PART B- STANDARD CONDITIONS ........................................................................................... 9
19. Notification and Execution of Contract ........................................................................... 9

20. Piggyback Option ........................................................................................................... 9
21. Insurance Requirements ................................................................................................ 9
22. Delivery Schedule ......................................................................................................... 10
23. Laws and Regulations .................................................................................................. 10
24. Occupational Health and Safety ................................................................................... 10
25. District Not Employer .................................................................................................... 10
26. Indemnification ............................................................................................................. 10
27. Termination ................................................................................................................... 10
28. Non-Assignment ........................................................................................................... 11
29. Evaluation of Performance ........................................................................................... 11
30. Payment Terms ............................................................................................................ 11
PART C – RFP PARTICULARS ................................................................................................. 12
31. Introduction ................................................................................................................... 12

32. Term of the Contract ..................................................................................................... 12
33. Pricing........................................................................................................................... 12
34. Quality and Type of Garments ...................................................................................... 12
35. Sweatshop Product ...................................................................................................... 13
36. Application of Logos ..................................................................................................... 13
37. Guarantee & Return Policy ........................................................................................... 13
38. Repairs & Alterations .................................................................................................... 13
39. Inventory & Backorders ................................................................................................ 13
40. Measurements .............................................................................................................. 14
41. Ordering ........................................................................................................................ 14
THE DISTRICT MUNICIPALITY OF MUSKOKA Page 2 of 32

42. Delivery ......................................................................................................................... 14

43. Invoicing & Reporting ................................................................................................... 14
44. Bid Submission Requirements ..................................................................................... 14
45. Submission Evaluations ............................................................................................... 15
PART D - SUBMISSION FORM ................................................................................................. 18
Appendix A – Required Sample List ........................................................................................... 29
Appendix B – Sample District Logos ........................................................................................... 31

PART A - INFORMATION AND INSTRUCTIONS TO PROPONENTS
1. Invitation
The District Municipality of Muskoka (“District”) is inviting prospective proponents to submit

proposals for the provision of uniforms, protective and safety clothing, hats and promotional
items.
2. Delivery of Bids
The Submission Form, together with all required supporting documentation must be submitted via
email to purchasing@muskoka.on.ca no later than 12:00:00 Noon on Thursday, April 27th, 2017.
Submissions will be deemed to be officially received by the time stamp issued by the District’s
email server.
Submissions received after the official closing time will be declared non-compliant and shall not
be considered during the selection process.
3. Summary of Events
Task Date
Date of Posting Thursday April 6th, 2017
Deadline for receipt of Questions Thursday April 20th, 2017
Issue Answers on or before Monday April 24th, 2017
Submission Deadline Thursday April 27th, 2017
Evaluation of Samples Week of May 8th, 2017
Note: Although every attempt will be made to meet all dates, the District reserves the right to
modify any or all dates at its sole discretion.
4. Inquiries
All inquiries concerning this RFP including scope of work, process and results will be made in
writing (e-mail) by the date listed above, to:
Rebecca Hockin
Manager, Purchasing & Risk Management
purchasing@muskoka.on.ca
Inquiries shall not be directed to any other District employees. No clarification requests will be
accepted by telephone.
5. Omissions, Discrepancies and Interpretations
Should a proponent find omissions from or discrepancies in any of the proposal documents or
should he be in doubt as to the meaning of any part of such documents, he should notify the
District, in writing (email or fax will be accepted) before submitting his proposal and, not later
than the deadline for receipt of questions. If the District considers that a correction, explanation
or interpretation is necessary or desirable, the District will issue an addendum.

The District shall not be held liable for any errors or omissions in any part of this
document. While the District has used considerable efforts to ensure an accurate
representation of information in this document, the information contained herein is supplied
solely as a guideline for proponents. The information is not guaranteed or warranted to be
accurate by the District, nor is it necessarily comprehensive or exhaustive. Nothing in the
document is intended to relieve the District from forming their own opinions and conclusions with
respect to the matters addressed in this document.
Addenda if required will be issued by the District and shall hereby form part and parcel of the
said project. Failure to acknowledge the addendum/addenda issued may result in a non-
compliant submission. All addenda should be issued forty-eight (48) hours before the closing
date and time and will be posted to the District website and Biddingo.com. It is the responsibility
of the proponent to have received all addenda that have been issued by the District. No oral
explanation or interpretation will modify any of the requirements or provisions of the documents.
The District will assume NO responsibility for oral instructions or suggestions.
6. Withdrawal and Amendment of Proposals
Proponents may withdraw their proposal at any time up to the official closing time by submitting
a letter, signed by an authorized representative on their company letterhead to the RFP contact.
Proponents may amend their proposal up to the official closing time by withdrawing their
proposal and submitting a new proposal. Amendments by telephone, facsimile or email shall not
be accepted or considered.
7. Proposal Preparation & Cost
All expenses incurred through the preparation and submission of a bid or in providing any
additional information necessary for the evaluation of the bid by the District shall be borne by
the proponent. The District will not return the proposal or any accompanying documents
submitted by a proponent.
8. Completion of Submission Form
Proposals are required to be submitted on the Submission Form included in this proposal
package, together with any further forms or sheets which proponents are instructed elsewhere
herein, or in any addendum hereto, to include with their proposals. Proponents may retain the
rest of the proposal documents issued to them.
All entries in the Submission Form shall be in ink or typewritten, with original signatures.
9. Irrevocability of Bids
Proposals shall be irrevocable and shall remain open for acceptance for a period of ninety (90)
days from the submission deadline.
10. Reservation of Rights and Privilege
The District has the right to accept or reject any and all proposals, in whole or in part.
The District has the right to cancel this RFP at any time and for any reason without any liability
to any proponent.

The District reserves the right to award the Contract in its entirety or in part, to one or more
Proponents, in accordance with the RFP.
The District has the right to waive strict compliance with the terms of the RFP if, in the opinion of
the District, the non-compliance does not affect the Proposal in any material way, materiality to
be determined in the sole discretion of the District.
The District reserves the right, privilege, entitlement and absolute discretion, and for any reason
whatsoever to:
a. accept a Proposal other than the lowest Proposal or reject the lowest Proposal;
b. cancel this RFP at any time, either before or after the Submission Deadline;
c. accept or reject any and all Proposals, whether in whole or in part;
d. accept the Proposal deemed most favourable to the interest of the District or that
may provide the greatest value and benefit to the District based upon and not
limited to:
i. price
ii. ability
iii. service
iv. past experience
v. past performance
vi. qualification
e. waive any informalities, requirements, discrepancies, errors, omissions, or any
other defects or deficiencies in any Submission Form or Proposal Submission.
The District may consider the total Bid price, inclusive of the prices tendered for any provisional
or optional items, or only the price stipulated for the base contract work, or any combination
thereof, in determining which proposal best meets its needs and interests.
The District reserves the right to seek clarification of the contents of any Proposal, or to require
a Proponent to submit further documentation.
In its evaluation of the Proposals, the District may consider the following:
a. information provided in response to enquiries of credit, experience and industry
references set out in the Proposal;
b. information received in response to enquiries made by the District of third parties
apart from those disclosed in the Proposal in relation to the reputation, reliability,
experience and capabilities of the Proponent;
c. the experience and qualification of the Proponent’s senior management, and
project management.
d. The compliance of the Proponent with the District’s requirements and
specifications; or
e. Proponents with known poor safety records or with inadequate qualifications or
equipment shall not be considered for Award.
The District reserves the right to verify any information from third parties and receive additional
information regarding any Proponent, its directors, officers, shareholders or owners, and any
other party associated with the Proposal, as the District may require.
The District has the right to reject any Proponent who is involved in litigation with the District.
If only one Proposal is received, the District has the right to elect to:
a. open the Proposal;
b. not open the Proposal and close the RFP;

c. reject the Proposal and cancel the RFP if the Proposal is over budget.
If no Proposals or no compliant Proposals are received, the District has the right to elect to:
a. cancel the RFP and reissue the Proposal Document at a later date;
b. cancel the RFP and to single source the works to any one person or entity
whatsoever at its sole discretion.
By submitting a Proposal, the Proponent acknowledges the District’s rights under this Section
and absolutely waives any right, or cause of action against the District, by reason of the
District’s failure to accept the Proposal submitted by the Proponent, whether such right or cause
of action arises in contract, negligence or otherwise.
11. Estimated Quantities
The proponent understands and accepts that the quantities shown in the RFP Document are
approximate estimates only and are subject to increase, decrease or deletion entirely if found
not to be required at the discretion of the District.
12. Statement of Understanding
Each proponent shall be deemed to have carefully examined the RFP prior to submitting its
response, and if it should discover any omissions, errors, discrepancies, ambiguities or other
anomalies or have any questions or doubts as to the meaning of any portion thereof, it shall,
before submitting its response, communicate the same in writing to the District.
Each proponent warrants and represents that it has substantial and significant experience in
undertaking work of a nature and scope similar to that contemplated herein, and that it
possesses the competence, skills, experience and expertise required to successfully carry out
the work and that in preparing its response, it has satisfied itself that it has secured all
necessary information required by a competent, experienced proponent to prepare a
responsible and complete response.
13. Black Out Period
The District prohibits communications with respect to this proposal opportunity initiated by a
proponent to any District official, consultant or employee for the period of time from the closing
of the proposal up to and including the date that the contract has been awarded. This is called
the “Black Out Period” of a competitive proposal process.
Any communication between a proponent and the District during the Black Out Period will be
initiated by a representative from the District. Any communication initiated by a proponent
during the Blackout Period in contradiction to this clause, may be grounds for disqualifying the
proponent from consideration for the Contract Award.
14. Freedom of Information and Protection of Privacy
Proponents are advised that all written communications received by the District as part of this
procurement are subject to the provisions of the Municipal Freedom of Information and
Protection of Privacy Act.
Proponents may mark any part of their submission as confidential except for the total contract
price and the proponent’s name. The District will use its best efforts not to disclose any

information so marked but shall not be liable to a proponent where information is disclosed by
virtue of an order of the Privacy Commissioner or otherwise as required by law.
15. Confidential Information
All information provided by or obtained from the District in and form in connection with this RFP
a. is the sole property of the District and must be treated as confidential;

b. is not to be used for any purpose other than replying to this RFP and any subsequent
contract;
c. shall not be disclosed without prior written authorization from the District;
d. shall be returned by the proponent immediately upon request of the District.
16. Conflict of Interest
The District may disqualify a proponent for any conduct, situation or circumstances determined
by the District, in its sole discretion, to constitute a conflict of interest, real or perceived.
17. No Lobbying
Any attempt on the part of a proponent, or its employees, agents, contractors, sub-contractors
or representatives, to contact an employee of the District, Elected Official or Appointed Officer,
other than the designated staff detailed in this RFP, to influence the purchasing process or
subsequent selection, may result in the disqualification from the bidding process.
18. Illegal or Unethical Conduct
Proponents must not engage in any illegal business practices, including activities such as bid-
rigging, price-fixing, bribery, fraud, coercion or collusion. Proponents must not engage in any
unethical conduct, including lobbying, as described above, or other inappropriate
communications; offering gifts to any employees, officers, agents, elected or appointed officials
or other representatives of the District; deceitfulness; submitting quotations containing
misrepresentations or other misleading or inaccurate information; or any other conduct that
compromises or may be seen to compromise the competitive process provided for in this RFP.

PART B- STANDARD CONDITIONS
19. Notification and Execution of Contract
The successful proponent selected by the District to enter into contract will be notified in writing.
The successful proponent shall sign the contract in duplicate (2), within ten (10) business days
of receiving notification. This provision is solely for the benefit of the District and may be waived
by the District.
If a selected proponent fails to execute the agreement, the District may withdraw the selection of
that proponent and proceed with the selection of another proponent.
Once the agreement has been executed, the other proponents will be notified in writing of the
outcomes of the RFP process.
A sample agreement is enclosed herein to be complete by the successful proponent.
20. Piggyback Option
Any resultant contract between the Proponent and the District, including any amendments, may
be accessed by any Public Agency including but not limited to a Municipality, Region, Single
Tier, Town, Township or Village. All provisions, excluding freight, shipping and delivery lead
times will apply to any of the above listed entities opting to access the contract. The successful
proponent and any additional agencies will enter into their own separate agreements for the
goods and services.
21. Insurance Requirements
The following requirements are standard for the District and are included as an indication of the
level of coverage which will be sought by the District. All insurance costs related below will be
borne by the successful proponent(s).
Successful Proponent Insurance Requirements:
The successful proponent shall provide and maintain during the term of the Contract:
Commercial General Liability insurance subject to limits of not less than Two Million
($ 2,000,000) inclusive per occurrence. To achieve the desired limit, umbrella or excess liability
insurance may be used. Coverage shall include but not limited to bodily injury including death,
personal injury, damage to property including loss of use thereof, premises and completed
operations, contractual liability, contingent employers liability, owner’s protective coverage, non-
owned automobile and contain a cross liability, severability of insured clause. The District
Municipality of Muskoka is to be added as an additional insured but only with respect to liability
arising out of the operations of the Named Insured.
Standard automobile and non-owned automobile liability insurance and shall protect them
against all liability arising out of the use of owned or leased vehicles, used by the Proponent, its
employees or agents. The limits of the liability for both owned and non-owned vehicles shall not
be less than Two Million ($2,000,000) per occurrence.
All policies shall be endorsed to provide the District with not less than 30 Days’ written notice of
cancellation.

22. Delivery Schedule
Time is of the essence for the delivery or provision of the goods and services or either of them
requested herein. The delivery date shall be adhered to, as the District is relying on that date
for part of its operations. Failure to comply with the agreed schedule between the District and
the successful proponent may result in the District taking further action to obtain an alternative
supply, in which event the cost incurred shall be charged to the successful proponent. If the
successful proponent does not pay such cost, it shall be deducted from the balance of the
purchase price owing. Where it is not possible to obtain the goods and services on or before
the date of delivery, the District shall charge back to the successful proponent the difference in
cost between the price submission and the acquisition cost of the alternative goods and
services.
23. Laws and Regulations
The proponent shall comply with all applicable statutes, laws, by-laws, regulations, ordinances
and orders whether Federal, Provincial, Municipal or otherwise, at any time in effect during the
currency of this Contract.
24. Occupational Health and Safety
The proponent shall be solely responsible for safety on the project and for compliance with the
rules; regulations and practices required by the applicable Health and Safety legislation and
shall be responsible for initiating, maintaining and supervising all safety precautions and
programs in connection with the performance of the Work.
25. District Not Employer
The proponent agrees that the District is not to be understood as the employer to any proponent
nor to such proponent’s personnel or staff for any work, services, or supply of any products or
materials that may be awarded as a result of this RFP document.
26. Indemnification
The proponent shall indemnify and save harmless the District from and against all claims,
actions, losses, costs, damages, or other proceedings by whomsoever made, which the District,
its employees, officers or agents may suffer as a result of or in any way caused by negligent
acts or omissions by the proponent or any of its officers, directors, employees, or agents, in
connection with the Services performed.
27. Termination
In the event that the proponent fails to comply with any provision of the Contract or otherwise
fails to perform its obligations hereunder in a competent manner satisfactory to the District, the
District may give notice in writing to the proponent of such failure. In the event that the
proponent has not remedied its failure within ten (10) days of the said notice, the District shall
be entitled to exercise any one or more of the following remedies:
a. the District may terminate the Contract without further notice and exercise its
rights to the performance security provided by the proponent;
b. the District may withhold any payment due to the proponent hereunder until the
Proponent has remedied its failure;

c. the District may engage the services of others to remedy the proponent’s failure,
and obtain reimbursement therefore from the proponent. Such reimbursement
may be obtained either through deduction from any amount owing to the
proponent or through any other legal means available to the District; or
d. the District may assert any other remedy available to it in law or equity.
e. The District reserves the right to terminate the contract at any time without cause
and without liability upon thirty (30) days written notice.
28. Non-Assignment
The successful proponent(s) may not assign this contract in whole or in part or any work
performed in accordance with the contract without the prior written consent of the District. Such
written consent, however, shall not relieve the supplier of his/her liabilities and obligations under
any circumstances and shall be within the sole and unfretted discretion of the District.
29. Evaluation of Performance
Upon completion of the contract, the District may complete an evaluation of the proponent’s
performance. The evaluation shall be placed on file and a copy of this evaluation may be
provided to the proponent. This information may be made available to persons requesting
District references for the proponent and also may be reviewed and may form part of the criteria
when awarding future bids by the District. In the event of documented poor performance, non-
performance or conflict of interest, the District may put the proponent on a no-bid list and will not
accept bids from the proponent for up to two (2) years.
The proponent hereby authorizes the maintenance and release of this information.
30. Payment Terms
The District’s standard payment terms are NET 30 days from the date of invoice. To allow for
timely payment; the Purchase Order must be referenced on all invoices where applicable.
All payments will be processed using electronic funds transfer (EFT). If any deviation from the
accepted method of payment is necessary such deviation shall be mutually agreed upon and
confirmed in writing by both the vendor and the District.
The successful proponent(s) will be required to provide their appropriate banking information to
facilitate such payment. This information will not be used for any other purpose.
Remittance advices indicating the invoice number and amount being deposited and the date of
deposit are sent via email.
Invoices may be submitted electronically to printshop@muskoka.on.ca or mailed directly to:
The District Municipality of Muskoka

Attn: Lisa Waters
70 Pine Street, Bracebridge, ON P1L 1N3
Inquiries regarding payment status shall be directed to ebilling@muskoka.on.ca

PART C – RFP PARTICULARS
31. Introduction
The District invites qualified proponents to submit a bid for the supply and delivery of employee
clothing for various District departments.
There are approximately 100 full time employees (a combination of men and women) that would
be requiring clothing under this program along with a range of seasonal and contract staff at
different times throughout the year.
The program will generally consist of employees replacing parts of their uniform on an annual
basis in accordance with their replacement allowance. New employees will be entitled to a
complete starter uniform which currently consists of three (3) pairs of pants, three (3) long-
sleeved shirts and two (2) short-sleeved shirts per person as an initial package. These
allowances and entitlements are subject to change. A range of protective clothing items are
also required and will be purchased on an as needed basis.
Proponents may submit pricing on any or all Parts of the contract. The District reserves the
right to award the contract in part to more than one proponent.
The District reserves the right to find alternate sources if the successful proponent does not
fulfill their obligation to supply, deliver and/or provide the service contained in their proposal.
32. Term of the Contract
The contract will be for a term from July 1st, 2017 to December 31st, 2019 with an option to
extend the contract for three (3) additional one (1) year terms, awarded in single increments if
mutually agreeable.
33. Pricing
Unit prices must be firm for the initial term of the contract and shall include all costs including
but not limited to supply, delivery, and measurements excluding HST. Pricing options for logo
application shall be included separately. For any possible contract extension year(s), the
modified pricing, if any, shall be based on the current Consumer Price Index, Ontario, Clothing
and Footwear, month of April, current contract year.
34. Quality and Type of Garments
All garments must be machine washable, be pre-shrunk or shrink free and where possible,
wrinkle free. Garments can be unisex except where indicated on the bid form under “Ladies”
and “Men’s” where a specific gender design is required.
The blanket contract will include a designated list of clothing. The District reserves the right to
add, change or remove items without penalty throughout the contract period.
Proposed garments shall not be substituted or changed without providing sufficient advanced
notice to the District and the subsequent approval from the District. The supplier shall notify the
District immediately as they become aware of any clothing item within the contract that becomes
discontinued and provide a comparable substitute item for the District’s consideration.

35. Sweatshop Product
The District will not accept goods or products manufactured, assembled or produced in a
Sweatshop or under Sweatshop conditions.
“Sweatshop Conditions” means working conditions that include any of the following:
 Employees compensated by their employer at an hourly rate below the poverty
threshold;
 Employees subject to forced labour practices, whether in the form of involuntary
prison labour, indentured labour, bonded labour or otherwise;
 Employees under the age of 18 exposed to situations, in or outside the workplace,
that are hazardous, unsafe or unhealthy;
 Employees not provided with a minimum of one day off for every seven day period;
 Employees subject to physical, sexual, psychological abuse or harassment, verbal
abuse, or any other form of abuse, including punishment;
 Employees not provided with a safe and hygienic workplace, including access to
clean toilet facilities and safe drinking water.
36. Application of Logos
The current process is for the District logo to be crested on each shirt, jacket and hat. The
District will supply crests to be sewn on by the supplier; crests are to be sewn on, except for ball
caps and wide brim hats will be heat applied. Winter toques will be embroidered. Crests are
approximately 1.5” x 4”.
The District would like to look at alternative logo application options and is requesting pricing for
embroidery and print screening as well.
The cost for logo applications shall be quoted separately from the unit price for clothing and
hats. Based on the pricing received, the application type will be decided upon award of the
contract.
Sample logos can be found in Appendix B.
37. Guarantee & Return Policy
Suppliers are to provide guarantee against uniform defects. Proponents shall enclose a copy of
their guarantee and return policy with their bid.
38. Repairs & Alterations
The supplier shall perform minor repairs and alterations on a no-charge basis and should be
completed in a timely manner; no employee shall be without their clothing for more than ten (10)
business days. All repairs and alterations shall be performed to the satisfaction of the
employee.
39. Inventory & Backorders
For the duration of the contract, the supplier will agree to maintain an acceptable level of
inventory to ensure that District staff can maintain their allotment of uniforms. In the event that
items are backordered for period of more than two (2) weeks, the District reserves the right to
obtain goods from another supplier who can provide the required item. If items are backordered

or need to be altered or repaired, the supplier will notify the District at

printshop@muskoka.on.ca and provide an estimated delivery date.
40. Measurements
The supplier will be required to measure District staff throughout the contract at the District’s site
approximately twice per year, spring and fall at no extra charge. The supplier will also bring
samples for staff to try on to obtain their correct measuring. The supplier must bring samples of
the exact clothing that is provided for in the contract. The supplier will also measure all new
employees on an as needed basis.
41. Ordering
Orders will be placed by the District using an ordering form created by the District and emailed
to the vendor. All forms must be pre-authorized by a supervisor.
The supplier may collect order forms and place a “bulk order” at a minimum of every two (2)
weeks. Orders shall be delivered to employees within three (3) weeks from the order or “bulk
order” date.
Online ordering options, if available should also be proposed within the proponent’s submission.
42. Delivery
All items ordered shall be delivered to the address provided at the time of order. All shipments
shall be FOB destination. The total requirements for each employee MUST be packaged
separately, showing the employee’s name for each order. This requirement is needed whether
items are ordered on an individual or “bulk order” basis. Orders must be shipped as they are
filled.
43. Invoicing & Reporting
Invoices shall be submitted as indicated in clause 30. Payment Terms. All invoices must detail
the name of the employee making the purchase as well as an itemized breakdown of their
purchase. The District will not pay for items purchased that are not contained within the
contract, unless previously approved. Any purchases made by an employee above their annual
allowance will be the responsibility of the employee.
Where possible, the supplier will operate, maintain and update a database of all District staff
receiving clothing under this contract. The database will be available in MS Excel and provided
to the District upon request. The database will contain the Employee Name, Garment Sizes,
and Measurements for each item ordered, and the Date of last measurement.
44. Bid Submission Requirements
The submission should include at a minimum the following information and shall be submitted in
the same sequence provided:
a. Table of Contents
b. Completed Submission Form

c. Company Background and Relevant Experience:
i. Provide an outline of your company background including the number of

employees and years in business.
ii. Provide an outline of your company experience in relation to the work

detailed herein.
d. Company Personnel:
Provide an outline of the key personnel that will be assigned to work with the
District including but not limited to, years worked for the company and years
experienced in field.
e. Logistics
i. Detail your company’s ability to meet the District’s measurement

requirements.
ii. Detail the time period to fill and deliver each order.
iii. Detail your company’s ordering and delivery process.
iv. Detail your company’s ability to meet the District’s reporting requirements.
f. After Sales Service:
i. Detail your company’s guarantee, exchange and return policy.
ii. Detail your company’s ability to meet the District’s repairs and alterations
requirements.
g. Completed Schedule I – Proposed Pricing Schedule
h. Completed Reference Form
i. Catalogues and/or other literature describing the proposed product line

should be included to assist the evaluation team.
45. Submission Evaluations
Selection of a submission for each element will be based on, but not solely limited to, the
following criteria and weighting:
ITEM EVALUATION CRITERIA POINTS

Phase 1
1 Completeness of Submission 5
2 Company Background, Experience, Key Personnel 10
3 Logistics & After Sales Service 20
4 Proposed Fee 30

Phase 2
1 Samples 35
Total 100
Phase 1:
As this RFP is requiring unit prices without known or estimated quantities, and will be ordered
throughout the term of the contract on an as required, as needed basis, the points allotted for
evaluation purposes will be based on the total cost of one (1) of each clothing item required as
listed in Schedule I – Proposed Pricing Schedule.
Points awarded for the “Proposed Fee” portion of the evaluation shall be in accordance with the
following:
The lowest fee proposed shall be awarded the full amount of points available for the fee portion
of the evaluation (30). All higher fees proposed shall be awarded points, rounded to the closest
full point for the fee portion of the evaluation by the following:
Lowest Bid x (maximum points for proposed Fee) =points

Proposed Bid
An Evaluation Committee will evaluate each of the compliant submission received in accordance
with the evaluation criteria as set out in the RFP Document. The Committee reserves the right
to enter into further discussions in order to obtain information that will allow the Committee to
reach a decision with a Proponent, and to waive irregularities and omissions if, in doing so, the
best interest of the District will be served.
The Evaluation Committee reserves the right to consider the following during the evaluation
process:
i. Information provided in the submission itself;
ii. Information provided in response to enquiries of credit, experience and industry
references set out in the submission;
iii. Information received in response to enquiries made by the District of third parties
apart from those disclosed in the Submission in relation to the reputation,
reliability, experience and capabilities of the Proponent;
iv. The manner in which the Proponent provides services to others;
v. The compliance of the Proponent with the District’s requirements and
specifications; or
vi. By submitting a submission, the Proponent acknowledges the District’s rights
under this Section and absolutely waives any right, or cause of action against the
District, by reason of the District’s failure to accept the submission submitted by
the Proponent, whether such right or cause of action arises in project,
negligence, or otherwise.
Phase 2:
As part of the two (2) phase evaluation process, samples will be requested from up to the top
three (3) scoring compliant proponents based on the total score achieved from phase one (1),
as listed above.
One new sample of each of the items listed in Appendix A – Required Sample List shall be
submitted to the District for evaluation. The proponent must clearly label all samples indicating

the item number as listed in Appendix A and the proponent’s company name. It is the intent
that the District will retain the samples up to a two (2) week period for review.
Proponents are only required to provide samples for those parts of the contract they have bid
on. The number of proponents for sample review may be increased as this is dependent upon
whether bidders bid on all parts of the contract or only a portion of the contract.
The proponent must include samples of the exact clothing that will be provided for in the
contract. The District will not accept alternate samples unless requested by the District.
Samples shall be delivered to 70 Pine Street, Bracebridge upon notification from the District. If
any proponent fails to provide samples within the time deadline provided at the time of request,
the District may choose to request samples from the next highest scoring proponent.
The evaluation committee will review the samples to determine many factors, including but not
limited to quality, functionality, suitability and ability to meet any of the District’s objectives. If
the District deems that a sample does not meet the intent of the specifications, the District may
request that an alternative product be provided along with the adjusted pricing for that product.
Selection of Proponent:
The scores from Phase 1 and Phase 2 will be added together and the proponent with the
highest overall combined score will be selected as the successful proponent.

PART D - SUBMISSION FORM
SUBMISSION FORM
THE DISTRICT MUNICIPALITY OF MUSKOKA
70 Pine Street, Bracebridge, ON Pl1 1N3
RFP #: 17-130700-01
UNIFORMS, PROTECTIVE CLOTHING, HATS AND PROMOTIONAL

ITEMS
DOCUMENTS TO BE ENCLOSED WITH THIS FORM

INCLUDING BUT NOT LIMITED TO:
 Submission Form
 Company Background & Relevant Experience
 Company Personnel
 Logistics
 After Sales Service
 Proposed Fee
 Reference Form
INDICATE WHICH CATEGORIES YOU HAVE SUBMITTED

PRICING FOR:
 Part A – Uniforms
 Part B – Protective Clothing
 Part C – Promotional Items
 Part D – Hats

SUBMISSION FORM
1. Proponent Information
Company Name
Proponent’s Main Contact Individual
Address
Office Phone #
Toll Free #
Cellular #
Fax #
E-mail Address
Website
2. Addendum
This will acknowledge receipt of the following addenda and, that the pricing quoted includes
the provision set out in such addendum(s)
ADDENDUM # DATE RECEIVED
# _________ _______________________________________
# _________ _______________________________________
# _________ _______________________________________
3. Acceptance of Terms
In responding to this RFP, the proponent acknowledges that they have read and completely
understand and accepts all terms of the RFP.
By submitting a proposal, the proponent agrees and consents to the terms, conditions and provisions
of the RFP and offers to provide the services in accordance therewith at the rates set out in their
proposal.

SUBMISSION FORM – AUTHORIZED SIGNATURES
_______________________________
Authorized Signature of Proponent
_______________________________
Name of Proponent Representative
_______________________________
Title of Proponent
_______________________________
Date

SCHEDULE OF PRICES – PART A – UNIFORMS
Proponents may bid on any or all parts of the contract, however, to be accepted each Part must
show quotes on all items listed in that Part. Prices will remain firm for the initial term of the
contract.
Uniforms must fit the equivalent of XS to 4XL. All clothing must be navy unless otherwise
indicated.
Description Make/Manufacturer Style # Unit Price
 Long sleeved button up

collared shirt
 Polyester/cotton blend
 Long sleeved button up
twill collared shirt
 100% cotton
 Short sleeved button up
collared shirt
 Short sleeved button up
twill collared shirt
 100% cotton
 Flat front work pants
 Men’s
 Flat front work pants
 Women’s
 Cargo style work pants
 Men’s
 Cargo style work pants
 Women’s
 Utility style work pant
 100% cotton duck
Men’s
 Utility style work pant
 Women’s
 Drawstring scrub pants
 Straight leg
 Women’s
 Ventilated cargo style work
pant with zip off leg covers
 CSA-Z96 compliance

SCHEDULE OF PRICES – PART B – PROTECTIVE CLOTHING
contract.
High Visibility – All High Visibility items must conform to CSA Z96-15 Class 2, Level 2
requirements as a minimum.
 7 in 1 Hi-Vis winter safety

jacket
 Reflective taping
 Detachable hood on outer
shell included
 Liner - polyester rip-stop
outer
 Protection up to -30C
 Lime-Yellow
 3 in 1 Hi-Vis all season
safety jacket
 Detachable hood on outer
shell included
 Waterproof
 Lime-Yellow
 Hi-Vis micro fleece full zip
sweater
 Detachable hood
 Hi-Vis short sleeve t-shirt
 Moisture-wicking microfiber
fabric
 Lime-Yellow
 Hi-Vis short sleeve t-shirt
 Moisture-wicking cotton
fabric
 Lime-Yellow
 Hi-Vis insulated bib
overalls
 Protection up to -30C
 100% waterproof
 Lime-Yellow
 Hi-Vis bib overalls
 100% waterproof
 Lime-Yellow

SCHEDULE OF PRICES – PART B – PROTECTIVE CLOTHING
contract.
 7 in 1 duck work jacket

 Reflective piping/panels
 Navy or Black
 Straight cut work jacket
 Twill polyester/cotton blend
 Mid-weight
 Navy
 Shell jacket – spring
 Polyester with cotton or
micro fleece lining
 Water resistant
 Zipper pockets
 Navy
 Insulated winter coveralls
 Heavy weight twill fabric
 Detachable hood
 Navy
 Unlined coveralls
 Navy
 Unlined Coveralls
 100% Cotton, heavy weight
twill fabric
 Navy
 Lab coat
 3 pockets
 Snaps or buttons
 Navy

SCHEDULE OF PRICES – PART C – PROMOTIONAL ITEMS
contract.
Shirts must be a minimum 80/20 blend, medium to tight weave. Sizing must be unisex, with
minimum sizes XS to 4XL. All shirts will be navy with the exception of short sleeve T-shirts
which shall also be available in heather grey.
T-Shirt – with pocket, navy
T-Shirt – with pocket, heather

grey
T-Shirt – without pocket, navy
T-Shirt – without pocket,

heather grey
Golf shirt with left breast

pocket and button up neck
Long sleeve T-shirt
Crew neck sweatshirt
Pullover sweatshirt with hood
Hooded sweatshirt with full zip

SCHEDULE OF PRICES – PART D – HATS
contract.
Hats are to be all one colour, one size fits all. The crest will be placed above the brim for ball
hats and Tilley style; the logo will be embroidered on the winter toques. Ball caps and Tilley
style hats shall be available in navy and grey. Winter toques shall be a fold up style and navy in
colour.
Ball cap, navy
Ball cap, heather grey
Wide brim (Tilley Style) hat,

navy
Wide brim (Tilley Style) hat,

heather grey
Winter toque, fold up

SCHEDULE OF PRICES LOGO & ADDITIONAL COSTS
Logo Application Type Price per item
Crest – sewn on (see current crest

sample)
Logo – embroidery – white writing

only (see winter toque)
Logo – embroidery – full logo, three

colours (see new logo sample)
Logo – screen printing – full logo

three colour (see new logo sample)
Please describe any additional charges or costs that might apply to products ordered in Parts A
through D.
____________________________________________________________________________
____________________________________________________________________________
____________________________________________________________________________
____________________________________________________________________________
____________________________________________________________________________
____________________________________________________________________________
____________________________________________________________________________
____________________________________________________________________________

REFERENCE FORM
The proponent shall provide below three (3) separate Customers having purchased a similar services
as specified herein for a previous five (5) year period from the issuance of this document. Current or
past suppliers of the District must list the District as a reference.
REFERENCE # 1
Customer
Contact Name & Phone Number
Contact Email Address
Date of Contract
Description of Services Provided
REFERENCE # 2
Customer
Date of Contract
REFERENCE # 3
Customer
Date of Contract
REFERENCE RELEASE FORM
I (authorized signatory for the submitting Firm) authorize the District to contact
the person and/or organization listed on the REFERENCE FORM, for the purpose of obtaining information
relating to the proponent. The District reserves the right to call references if in its sole discretion finds a need to
do so. The District reserves the right to check other references other than listed herein.

THIS AGREEMENT made in duplicate on this _________ day of _____________ 2017.
BETWEEN
The District Municipality of Muskoka hereinafter called the “Owner”,
AND
______________________________________________________________________
herein after called the “Supplier”
WHEREAS the Owner has awarded to the Supplier the Contract for;
RFP # 17-130700-01
Uniforms
According to the terms and conditions herein referred to, the Supplier having put in a Bid
therefore, a copy of which is hereto annexed, which bid was accepted by the “Owner” on the;
______________ day of ________________________________________, 2017.
THE Supplier covenants and agrees with the Owner to provide, as more specifically set out in
the Bid Documents and provide such goods, proper and sufficient materials, equipment and
labour of all kinds whatsoever as may be necessary for Supplying the said goods and services,
as hereinafter specified and in accordance with the conditions and requirements prepared
therefore and attached hereto and which are expressly acknowledged and made part of this
Contract.
IN witness where of the parties hereto have hereunto set their hand and seals on the above
date.
SUPPLIER
SIGNED, SEALED AND )

DELIVERED ) Signature: _________________________
)
)
) Position: __________________________
) (I have authority to bind the Company)
)
) Witness: ___________________________
) (If not under Seal)
)
)
) THE DISTRICT MUNICIPALITY OF MUSKOKA
Per: _________________________ Per: ______________________________

Rebecca Hockin Julie Stevens
Manager, Purchasing & Risk Management Commissioner, Finance & Corporate Services

APPENDIX A – REQUIRED SAMPLE LIST
Please submit this list with your samples
One (1) new sample of each of the following items shall be submitted. Samples may be in the
size and colour choice of the Proponent, though the District would prefer they be the colours
proposed in the contract. The sample must be the exact item style that will be included in the
contract.
Note: Only proponents who pass onto Phase two (2) of the evaluation process will be required
to fulfil the requirement of providing sample articles.
Item No. Item Description Sample Submitted

SHRT#1 – LSPC Long sleeved button up collared, poly/cotton
SHRT#2 – LSC Long sleeved button up collared, 100%

cotton
SHRT#3 – SSPC Short sleeved button up collared,
poly/cotton
SHRT#4 – SSC Short sleeved button up collared, 100%
cotton
SHRT#5 – HVZ Hi-vis micro fleece full zip sweater
SHRT#6 – HVSSM Hi-vis short sleeve t-shirt, microfiber
SHRT#7 – HVSSC Hi-vis short sleeve t-shirt, cotton
SHRT#8 – TSP T-shirt with pocket
SHRT#9 – TS T-shirt without pocket
SHRT#10 – GS Golf Shirt
SHRT#11– LST Long sleeve T-shirt
SHRT#12 – CNSS Crew neck sweatshirt
SHRT#13 – POSS Pullover sweatshirt with hood
SHRT#14 – HSS Hooded sweatshirt with full zip
PANT#1 – FFPCM Flat front work pants, poly/cotton – Men’s
PANT#2 – FFPCW Flat front work pants, poly/cotton –

Women’s
PANT#3 – CPCM Cargo pants, poly/cotton – Men’s

Item No. Item Description Sample Submitted

PANT#4 - CPCW Cargo pants, poly/cotton – Women’s
PANT#5 – UPCM Utility pant, 100 % Cotton – Men’s
PANT#6 – UPCW Utility pant, 100 % Cotton – Women’s
PANT#7 – SRB Drawstring scrub pants – Women’s
PANT#8 – VC Ventilated cargo style work pant
JCKT#1 – HV7I1 7 in 1 Hi-Vis winter safety jacket
JCKT#2 – HV3I1 3 in 1 Hi-Vis all season jacket
JCKT#3 – 7I1 7 in 1 duck work jacket
JCKT#4 – WJ Straight cut work jacket
JCKT#5 – SH Shell jacket
OVER#1 – HVIO Hi-Vis insulated bib overalls
OVER#2 – HVO Hi-Vis overalls
COVR#1 – IWC Insulated winter coveralls
COVR#2 – UCPC Unlined coveralls, poly/cotton
COVR#3 – UCC Unlined coveralls, 100 % cotton
LABC#1 – CTPC Lab coat, poly/cotton
HAT#1 – BCNG Ball cap
HAT#2 – WBNG Wide brim hat
HAT#3 – TOQ Winter toque

APPENDIX B – SAMPLE DISTRICT LOGOS
Current Crest
Current Toque embroidery

Sample of new logo

Example Uniforms Proposal

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REQUEST FOR PROPOSAL FOR:

SUPPLY & DELIVERY OF UNIFORMS, PROTECTIVE

ISSUE DATE: THURSDAY APRIL 6th, 2017

12:00 NOON, THURSDAY APRIL 27TH, 2017

THE DISTRICT MUNICIPALITY OF MUSKOKA

PART A - INFORMATION AND INSTRUCTIONS TO PROPONENTS ........................................ 4

PART B- STANDARD CONDITIONS ........................................................................................... 9

19. Notification and Execution of Contract ........................................................................... 9

PART C – RFP PARTICULARS ................................................................................................. 12

31. Introduction ................................................................................................................... 12

THE DISTRICT MUNICIPALITY OF MUSKOKA Page 2 of 32

42. Delivery ......................................................................................................................... 14

PART D - SUBMISSION FORM ................................................................................................. 18

Appendix A – Required Sample List ........................................................................................... 29

Appendix B – Sample District Logos ........................................................................................... 31

THE DISTRICT MUNICIPALITY OF MUSKOKA Page 3 of 32

PART A - INFORMATION AND INSTRUCTIONS TO PROPONENTS

The District Municipality of Muskoka (“District”) is inviting prospective proponents to submit

5. Omissions, Discrepancies and Interpretations

THE DISTRICT MUNICIPALITY OF MUSKOKA Page 4 of 32

6. Withdrawal and Amendment of Proposals

7. Proposal Preparation & Cost

8. Completion of Submission Form

10. Reservation of Rights and Privilege

THE DISTRICT MUNICIPALITY OF MUSKOKA Page 5 of 32

THE DISTRICT MUNICIPALITY OF MUSKOKA Page 6 of 32

11. Estimated Quantities

12. Statement of Understanding

13. Black Out Period

14. Freedom of Information and Protection of Privacy

THE DISTRICT MUNICIPALITY OF MUSKOKA Page 7 of 32

15. Confidential Information

a. is the sole property of the District and must be treated as confidential;

16. Conflict of Interest

18. Illegal or Unethical Conduct

THE DISTRICT MUNICIPALITY OF MUSKOKA Page 8 of 32

PART B- STANDARD CONDITIONS

19. Notification and Execution of Contract

A sample agreement is enclosed herein to be complete by the successful proponent.

20. Piggyback Option

21. Insurance Requirements

THE DISTRICT MUNICIPALITY OF MUSKOKA Page 9 of 32

22. Delivery Schedule

23. Laws and Regulations

24. Occupational Health and Safety

25. District Not Employer

THE DISTRICT MUNICIPALITY OF MUSKOKA Page 10 of 32

29. Evaluation of Performance

30. Payment Terms

The District Municipality of Muskoka

THE DISTRICT MUNICIPALITY OF MUSKOKA Page 11 of 32

PART C – RFP PARTICULARS

32. Term of the Contract

34. Quality and Type of Garments

THE DISTRICT MUNICIPALITY OF MUSKOKA Page 12 of 32

35. Sweatshop Product

36. Application of Logos

37. Guarantee & Return Policy

38. Repairs & Alterations

39. Inventory & Backorders

THE DISTRICT MUNICIPALITY OF MUSKOKA Page 13 of 32

or need to be altered or repaired, the supplier will notify the District at

43. Invoicing & Reporting

44. Bid Submission Requirements

THIS AGREEMENT made in duplicate on this _ day of _____ 2017.