How to Bid for Work with Hydro One A Guide for Aboriginal Businesses How to Bid for Work with Hydro One A Guide for Aboriginal Businesses HydroOneiscommittedtodevelopingandmaintainingrelationshipswithAboriginalpeoplesthat demonstratemutualrespectforoneanotherwhilesupportingprocurementopportunitiesforqualified AboriginalbusinessesandthedevelopmentandviabilityofAboriginalcontractorswhocanprovide goodsandservicestoHydroOne. Contents I. HydroOnePurchasingPolicy‐Overview..................................................................................................................2 II. BIDSystem–Easyas1,2,and3!...................................................................................................................................3 III. Overviewofthebiddingdocuments............................................................................................................................5 3.1 Typesofbiddingdocuments......................................................................................................................................5 3.2 Structureofbiddingdocuments...............................................................................................................................5 IV. BiddingOpportunities........................................................................................................................................................7 4.1 Competitiveopportunities..........................................................................................................................................7 4.2 Non‐Competitiveopportunities.............................................................................................................................8 V. Tips.............................................................................................................................................................................................9 VI. AcronymstoRemember.................................................................................................................................................10 1 I. Hydro One Purchasing Policy - Overview HydroOnepurchasesthematerialsandservicesthatitusesinitsworkofprovidingpoweracross Ontarioinadherencetothefollowingpricinciples:  FinancialStewardship‐Utilizingavalue‐for‐moneyapproachtosourcematerialsandservices  SupplierRelationships‐Ensuringthatmaterialsandservicesareacquiredthroughaprocess thatisfair,open,transparentandaccessibletoqualifiedSuppliers  Environmental,HealthandSafetyandSocialResponsibility–materialsandservicesaresourced withconsiderationtohealth,safetyandtheenvironment. Business Development HydroOnepurchasesavarietyofmaterialsandservicesforuseatoursitesallthroughoutOntario.The followingaresomeexamplesofthetypeofmaterialsandservicesprocured. 1. Heavydutyequipmentownersand/oroperators (floats,trucks,backhoes,cranes,etc.) 2. Roadconstructionservices 3. Aggregateandconcrete 4. Fencing 5. Forestry/vegetationmanagementservices 6. Polediggingandrockdrillingservices Forfurtherinformationonotheropportunities,[email protected]. Hydro One’s Procurement Process – Overview 1. BidderregistersonHydroOne’sBidderInformationDatabase(BID)through www.HydroOne.com/DoingBusiness 2. Bidderdownloadsbiddocument TheRequestforTender/Proposal/Quote(RFx)documentwilloutlinethescopeofworkandall ofthenecessaryrequirementswhichmayinclude;  WSIBclearancecertificate  InsuranceRequirements(forexample$5MillionCommercialGeneralLiability)  Health&SafetyQuestionnaire 3. BidderpreparesproposalaspertherequirementsspecifiedintheRFxdocument 4. BiddersubmitsproposaltoHydroOne 5. HydroOneevaluatesagainstthecriteriaaspreviouslystatedintheRFxdocument 6. HydroOneawardsthecontract 2 II. BID B Syste em – Eas sy as 1, 2, 2 and 3 3! 1. Registratio R on–aone‐tim mefreeproceess. ToregisterforrtheBIDSysttem,usingIntternetExplo orer,goto: htttp://www.H HydroOne.com m/doingbusin ness Aftersuccessfu A ullyregisterin ng,asabiddeer,youwillbeeabletoaccessstheHydroOneBIDSysttem an ndsearchtheewebsiteforb bidopportun nitiesofintereest. 2. Lo og in–toaaccessaBidevventandalloofthepertain ingdocumenntationavailabble: http://www.h h hydroone.com m/DoingBusin ness/Pages/d default.aspx 3. Access A Bid ds–GenerateeentirelistofRFPs,RFTs,& &RFQsopentothepublicbyensuringthat yo ouleavethessearchcriteriablankintheeProcessBidsstabandclick k“Start”; a. a LocatetheeBidEventth hatyouwishttoreviewand dclickontheenumber; a b. b Inorderto oaccessthed documentsav vailablefora particularRF FX,youneedttosignupforrthe BidEventt;clickontheSignUpbuttton.Ifthe“Si gnUp”button nisnotactivee,itmeansth hat youhaveaalreadysigneedup,ifthatisthecase,pleeaseproceed dtothenextsstep. b Aftersigningu A upforanRFXyoucandow wnloadanyatttachmentsavvailable; 3 c. c UndertheeGeneralDatatab,clicko ontheInform mationfromP Purchaserlinktoviewallthe communiccationincludingTenderingTextandAtttachment(s)totheBidInvitation. d. d AnyAttacchmentswillbeavailableatthebottom m,underthe““Attachmentss”section,clicckon theitemy youwouldliketodownloadundertheD Descriptionssection.Ifthereareany AddendattotheBidEveent,theywillalsobeavailaableunderth heAttachmen ntssection. c d e. e Pleasenottethatdocum mentationforeachlineitem mcanalsobeefoundintheeItemDatataab, clickontaabandproceeedtoselecteaachitemand followtheIn nformationfrromPurchasser linkasabo ove. e 4 III. Overview of the bidding documents 3.1 Types of bidding documents HydroOneusestwotypesofdocumentsinitsprocurementprocess:   Informationgathering(RFIandRFEI) Competitiveprocurement(RFP,RFTandRFQ) TheyarecollectivelyknownasRFx. RequestforInformation(RFI) ThepurposeofanRFIistoassessmarketcapabilitiestoallowgatheringofgeneralsupplierorproduct information.ThisdocumentmaybeusedwhenHydroOneiscontemplatingprocurementandneedsto determinethecharacteristicsoftheidealgoodorserviceandalsotounderstandwhatisavailableonthe marketandthesuppliers’capabilities. RequestforExpressionsofInterest(RFEI) ThepurposeofanRFEIistogatherinformationaboutsupplierinterestinanopportunityorinformation aboutsuppliercapabilities/qualifications.AnRFEImaybeusedtoclarifytheabilityofthesupplier communitytoprovidethenecessaryservicesorsolutions. RequestforProposal(RFP). ThepurposeofanRFPistorequestsupplierstoprovidesolutionsforthedeliveryofcomplexgoodsor services,or,whereexplicitlyrequired,toprovidealternativeoptionsorsolutions.Thisprocessuses multiplepredeterminedevaluationcriteria,includingprice. RequestforTender(RFT). ThepurposeofanRFTistorequestsupplierstosubmitbidstoprovidegoodsorservicesbasedon stateddeliveryrequirements,performancespecifications,terms,andconditions.AnRFTfocusesthe evaluationcriteriapredominantlyonthepriceanddeliveryrequirements. RequestforQuotation(RFQ). ThepurposeofanRFQissimilartoanRFT.InanRFQ,HydroOnedescribesexactlythegoodsand servicestobeprovided;theproposalevaluationisbasedsolelyonprice. 3.2 Structure of bidding documents Thecompetitiveprocurementdocumentsarestructuredinasimilarformat.Theyaretypically comprisedofthefollowingparts: BidInvitationLetter ProvidesabriefstatementofthematerialorservicethatHydroOneseekstoprocureandsome informationontheoverallbiddingprocess. 5 Part1:InstructionstoProponents Providesinformationpertainingto:   Timelineforbidprocess–lastdateforaskingquestions,closingdate,expectedawarddate. Submissionrequirements–howmanycopies(paperorelectronic).Pricingtobesubmittedina separateenvelope,etc.  Submissionplaceanddeadline‐tendersandproposalsarealltobesubmittedtotheTender DepositoryinToronto.Pleaseallowsufficienttimeforsubmissionofbidtoarrivebeforeclosing timeaslatebidswillbereturnedunopened.  Mandatoryrequirements–evaluatedonPass/Failbasis.  Evaluationprocessandcriteria–predeterminedevaluationcriteriashowinghowthewinning bidwillbedetermined.  Purchaser’scontactforallcommunications. Acceptanceofthetermsinthissectionismandatory. Part2:CommercialTermsandConditions Providesinformationpertainingtothetermsandconditionsthatwillgovernthecontract.Thesemay include:    ContractStandards–applicabletothework LabourRequirements–ifapplicabledependingontheunionjurisdiction.(forexampleElectrical PowerSystemsConstructionAssociation(EPSCA),CanadianUnionOfSkilledWorkers(CUSW)) InsuranceRequirements‐mostcommonly,CommercialGeneral,Automobile,workplacesafety (WSIB)asapplicabletothework.Pleasetakenoteoftheserequirementswithintheapplicable levelofcoverageandensurecompliance Part3:TermsofReference Providesinformationspecifictothematerialsorservicesrequired.Thissectionusuallyincludes:     ScopeofWork TechnicalSpecificationsandDrawings Mandatorytechnicalrequirements Deliverydateorschedule Part4:FormatforSubmissionofProposals Inordertoallowaconsistentevaluationofbids,biddersarerequiredtopresenttheirinformationinthe outlinedformatintheRFx.Thissectionliststheinformationexpectedtobecontainedinbidders’ submissions.Thiscouldinclude:           Companyinformation Proofofability Previousexperienceandreferences Geographicallocationsserved Companysafetypolicies Insurance Financialinformation Servicerecords HealthSafety&EnvironmentandWSIBclearance Pricingmatrix Alllistedrequirementsmustbesubmittedforeachnewbidregardlessofwhethertheyhavebeen previouslysubmittedforanotherbid.Biddersmustnotethateachbidisevaluatedindependentlyofany previousbidsubmissionsorworkdoneforHydroOne. 6 Part5:AttachmentsandHyperlinks ThispartcontainsalltheattachmentsreferencedinParts1to4.ThiscouldincludetheScopeofWork, pricingmatrix,insurancecertificatefor,healthandsafetyquestionnaire,etc IV. Bidding Opportunities 4.1 Competitive opportunities 4.1.1OutlineAgreements(OA) Thesearetermcontractsfordefinedcategoriesofmaterialsorserviceswithoutcommitmenttototal volumeandvaluerequirements. HydroOneperiodicallygoestomarketforrepetitiverequirements.Examplesofcategoriesinclude aggregate,concrete,professionalengineeringservices,operatedequipment,etc.Rfxforthese requirementsarepostedonthebiddingengineandanybodycansubmitabid.TheseAgreements coverprovisionofmaterialsandservicesacrosstheprovinceorbyregion. Contractsareawardedafterthecompetitiveprocessthatisopentothepublic.Oneormore Contractors/Suppliersareawardedworkonan‘asandwhenrequired’basis. Whenthematerialsorservicesarerequired,workisdistributedaccordingtoastrategydeterminedin advance,forexample:    aminiRfxdirectedonlytotheawardedcontractorstosolicitquotes rotationalbasiswitheachawardedcontractorgettingaturntoprovidethematerialorservice primaryandsecondaryawardswherethesecondarycontractoriscontactediftheprimaryisunable toprovidethematerialorserviceinthetimerequired. OperatedEquipmentList ThisisalistkeptbyHydroOnethatnamesthecontractorsthathavebeenawardedOutlineAgreements foraspecifiedamountoftimetoprovideoperatedequipment. SampleScopeofWorkincludesAuger,BrushClearing,Crane,DirectionalBoring,EarthMoving,Hydro Vac,PileDrivingandRockDrilling. EPSCArequirementsareusuallyincluded. RentalofIndustrialandCommercialEquipment(RICE) ThisisalistkeptbyHydroOnethatnamesthecontractorsthathavebeenawardedOutlineAgreements foraspecifiedamountoftimetoprovideindustrialandcommercialequipment ScopeofWorkincludesManLifts,Aerials,MaterialHandlingEquipment,EarthMovingGenerators,etc. 4.1.2ProjectSpecific HydroOnealsopostsRFxforspecificprojects.Theseareforworkthatisnotrepetitive.Such opportunitiesarealsopostedonthebiddingengineandaremostcommonlyopentothepublic. 7 Insomecaseswhentherehasbeenaninitialprequalificationthatwasopentothepublic,subsequent RFxmayonlybedirectedtoprequalifiedSuppliers. Typicalexamplesincludelargerconstructionprojects,brushclearing,equipmentpurchase,etc. 4.2 Non - Competitive opportunities 4.2.1TheApprovedContractorsList(ACL) ThisisalistingofContractorsthathavebeensubjecttotherigorof"pre‐qualification"intheminimum areasofInsurance,WSIBandHealthSafety&Environment. AdditiontothislistisbyrecommendationbyaHydroOnelineofbusinessanddoesnotrequire participationinacompetitiveprocess. ThislistisusedbyHydroOnecrewswhentheyrequireamaterialorservicethatcostsunder$25,000 andhenceisnotrequiredtobecompetitivelysourcedaccordingtoHydroOne’sprocurement procedures. SampleScopeofWorkincludesMetering,Plumbing,RockBoring,Scaffolding,Sheering,Survey,Tree Service,TitleSearch,HVAC,EarthMoving,BrushClearing,Electrical,Fencing,BargesandWaterTaxi. PleasenotethatbeingontheACLdoesnotguaranteeanywork.ItonlymakesyouvisibletotheHydro Onecrewsthatmayrequirethematerialorservicethatyouprovide. 8 V. Tips Procurement FAQs Q1. CanbusinessesaccesstheACL,RICEandtheOperatedEquipmentListiftheyare registeredasabidderontheHydroOneeBiddingwebsite?Howdobusinessesaccessthe ACL,RICEandOperatedEquipmentLists? A1. BeingregisteredontheHydroOneeBiddingengineallowsbusinessesaccesstoparticipatein anycompetitiveopportunities.IfasuccessfulbidissubmittedinresponsetoanRFxforanyof thescopeitemscoveredbyRICEorOperatedEquipmentlists,thecontractor/supplierwould thenbeincludedintheapplicablelist. Q2. Aretheredifferentrequirementsforthevariouslists? A2. Yes.DetailedrequirementsforeachscopeitemaredetailedintheapplicableRFx. Q3. CanbusinessesjointheACL,RICEandOperatedEquipmentListsatanytime? A3. BusinessescanbeaddedtotheACLatanytimeuponsatisfyingtheminimumInsurance,WSIB andHealth&Safetyrequirements. RICEandOperatedEquipmentListsarecreatedperiodicallyaftercompetitivebidding.Thisis usuallyevery2to5years. Q4. Aretherecompetitiveandnon‐competitiveprocesses;ifso,howdotheseRFxdifferfrom oneanother? A4. RFxbydefinitiononlyapplytocompetitivebiddingopportunities.Wherenon‐competitive opportunitiesexist,asinthecaseoftheACL,anRFxisnotrequiired. Q5. HowdobusinessesdeclaretheirAboriginalinclusionandorownershipinRFx’s? A5. Atthetimeofsubmissionofabid,biddersmustcompleteanAboriginalDeclarationformas requiredinthebiddingdocuments. Evidenceoftheproportionofworkdonebysubcontractorsmayincludecontractsbetweenthe contractorandsubcontractors,invoices,andpaidcheques.Evidencethatasubcontractorisan Aboriginalbusiness(wherethisisrequiredtomeettheminimumAboriginalcontentofthe contract)isthesameasevidencethataprimecontractorisanAboriginalbusiness. HydroOne’sAboriginalBusinessCertificationprocessisconsistentwiththefederalgovernment validationprocess. Q6. WhatdoesHydroOnepurchase/procure? A6. HydroOnepurchasesaverywiderangeofmaterialsandservicesrequiredintheprovisionof reliableelectricityandtelecomservicesintheprovinceofOntario.Examplesincludeaggregate, concrete,rentalofconstructionequipment,professionalservices,majorconstructionservices, electricalequipment,brushclearing,grassclearing,snowremovalservices,etc.Thesearelisted asexamplesonlyanddonotrepresenttheentirelistofmaterialsandservicesprocured. 9 Q7. CanAboriginalbusinessespartnerwithnon‐AboriginalbusinessesandapplytoRFx’s? A7. Absolutely.Forsomerequirements,pointsareawardedintheevaluationforanyAboriginal inclusion,asoutlinedintheRFx.Intheseinstances,suchpartnershipsaremutuallybeneficialas non‐AboriginalqualifiedbusinessesincreasetheirchancesofwinningwhiletheAboriginal businessgetanapportunitytoparticipateinaneventthattheywouldhaveotherwisenothave qualifiedto. Q8. Howdobusinessesdeclaretheirqualifications? A8. Theformatforsubmission(seesection3.2StructureofBiddingDocuments)outlinesallthe informationthatwillberequiredtobesubmitted.ThismayincludeCompanydocuments references,certifications;etc.Theevaluationprocessmayincludeinterviewsorreference checks.Biddersarealsoinvitedtosubmitanyotherdocumentationthatmayfurthershowproof oftheirqualifications. Aboriginal Business Directory IfyouwouldlikeyourcompanyidentifiedontheHydroOnewebsiteasbeingacompanywithAboriginal ownershipandhavinganinterestindoingbusinesswithHydroOne,pleasecontact [email protected] VI. Acronyms to Remember ACL:ApprovedContractor’sList BID:BidderInformationDatabaseSystem CUSW:CanadianUnionOfSkilledWorkers EPSCA:ElectricalPowerSystemsConstructionAssociation OA:OutlineAgreement RFx:Requestforinformation,proposal,quote,tenderorprequalification,etc. RFEI:RequestforExpressionsofInterest RFI:RequestforInformation(RFI) RFP:RequestforProposal RFTRequestforTender RFQ:RequestforQuotation RICE:RentalofIndustrialandCommercialEquipment WSIB:WorkplaceSafetyandInsuranceBoard 10