request for supplier qualification (rfsq) no. cf17 · pdf filerequest for supplier...

Request for Supplier Qualification (RFSQ)

No.

CF17-217RFSQ

for

Provision of Licensed Before-and-After School Programs

Date: February 10, 2017

Closing Date: February 28, 2017: Closing Time: 2:00 p.m. local time

Sealed Request for Supplier Qualifications will be received in the offices of the Purchasing &

Distribution Services department before 2:00 pm February 28, 2017.

Faxed or e-mailed Request for Supplier Qualifications will not be accepted or considered.

CF17-217RFSQ PROVISION OF LICENSED BEFORE-AND-AFTER SCHOOL PROGRAMS

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Contents

BACKGROUND ......................................................................................................................................................................... 3

OTHER MANDATORY REQUIREMENTS ............................................................................................................................. 4

1.1 DEFINITIONS ..................................................................................................................................................................... 6

1.2 PREQUALIFICATION PROCESS ....................................................................................................................................... 7

2. SUBMISSION REQUIREMENTS ...................................................................................................................................... 7

3. ENQUIRIES AND ADDENDA ........................................................................................................................................... 8

4. RIGHT TO TERMINATE AND TERMINATION ............................................................................................................ 9

5. CONFLICT OF INTEREST ............................................................................................................................................... 10

6. NO INFLUENCE ............................................................................................................................................................... 10

7. AGREEMENT TO ABIDE BY ESTABLISHED PROCESS ............................................................................................ 10

8. NO E-MAIL OR FAX ........................................................................................................................................................ 10

9. NO LIABILITY FOR EXPENSES .................................................................................................................................... 11

10. RIGHT TO DISQUALIFY ................................................................................................................................................. 11

11. RIGHT TO OR NOT TO PROCEED ................................................................................................................................ 11

12. REQUEST FOR SUPPLIER QUALIFICATION EVALUATION ................................................................................... 11

13. CONTRACT RENEWAL ................................................................................................................................................. 12

14. RIGHT TO CONTRACT FOR IDENTICAL OR SIMILAR SERVICES ......................................................................... 12

15. LIABILITY INSURANCE AND INDEMNIFICATION .................................................................................................. 12

16. MUNICIPAL FREEDOM OF INFORMATION AND PROTECTION OF PRIVACY ACT .......................................... 13

17. GOVERNING LAW .......................................................................................................................................................... 13

18. CONFIDENTIALITY ........................................................................................................................................................ 13

19. PRIVACY .......................................................................................................................................................................... 14

20. NO ASSIGNMENT/SUB-CONTRACT ............................................................................................................................ 14

21. PERSONAL INFORMATION PROTECTION AND ELECTRONIC DOCUMENTS ACT ........................................... 14

22. ACKNOWLEDGEMENT .................................................................................................................................................. 15

AGREEMENT TO ABIDE BY ESTABLISHED PROCESS ................................................................................................... 16

APPENDIX A……………………………..………………………………………………………………………….17


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OBJECTIVE

The purpose of this Request is to invite submissions from licensed, non-profit Child Care Operators

to provide Child Care programs (the “Services) on an “as needed” basis. The intent is part of forward

planning to develop a “vendors of record” list of pre-qualified Child Care Operators to provide

Before & After School programs, as required, at JK to Grade 6 school sites where there is no existing

child care operator to provide the service for the term commencing September 1, 2017, and

subsequent years when a need for services may be identified. The Toronto District School Board

(TDSB) does not guarantee any volume of projects to any successful Operator(s). The Board

reserves the right, at its discretion, to determine the locations at which services may be provided.

BACKGROUND

On August 31, 2015, The Ministry of Education implemented Phase 2 of of the Child Care and Early

Years Act, 2014. Building on the existing duty for school boards to ensure the provision of before-

and-after school programs for FDK students, O. Reg 221/11 was amended to include the additional

duty for school boards to ensure the provision of before-and-after school programs for students in

Grades 1 through 6, thus supporting a continuum of care for children in elementary schools where

there is sufficient demand.

In December 2014, the Child Care Modernization Act, 2014 (CCMA) was enacted to:

Replace the outdated Day Nurseries Act with the Child Care and Early Years Act, 2014

(CCEYA) as the new legislative framework governing child care and the early years in

Ontario; and

Amend the Education Act to extend the current duty for school boards to ensure the provision

of before-and-after school programs for FDK students, to also include students in Grades 1

through 6.

MINISTRY REQUIREMENTS for BEFORE/AFTER SCHOOL PROGRAMS

The following conditions apply to third parties operating Before and/or After School Programs for

Kindergarten to Grade 6 pupils: Meet requirements under relevant legislation (e.g. the Child Care and Early Years Act, 2014);

Be located on site;

Deliver program content consistent with the Ministry’s How Does Learning Happen?

Ontario’s Pedagogy for the Early Years, available at:

http://www.edu.gov.on.ca/childcare/howlearninghappens.pdf

Operate kindergarten programs at a ratio of 1:13 and School-Age programs with a minimum

1:15 ratio.

http://www.edu.gov.on.ca/childcare/howlearninghappens.pdf


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Operate programs on instructional days, PA Days, Winter Break, March Break and;

Investigate parental interest for programs during July and August.

OTHER MANDATORY REQUIREMENTS

Before and/or After School Programs for Kindergarten to Grade 6 will be operated as child care

programs licensed under the Child Care and Early Years Act, 2014.

Operators must be incorporated as non-profit corporations and Letters Patent include the provisions

approved under Part III of the Corporations Act, 1991. (See Appendix B) and;

Operators must meet the requirements as outlined in Toronto Children's Services Not-for-Profit

Guidelines:

http://www1.toronto.ca/wps/portal/contentonly?vgnextoid=d178f613554bc410VgnVCM10000071d6

0f89RCRD&vgnextchannel=922e8ed34ce9e310VgnVCM10000071d60f89RCRD

Operators must currently be in good standing with the City of Toronto, have a current service

contract and eligible to receive fee subsidy payments for students enrolled in its programs.

Operators selected to run a program at TDSB site must have $5 Million liability insurance

with abuse coverage and name the TDSB as co-insured.

Operators must demonstrate financial stability and viability (see Appendix A).

Operators will be responsible for licensing the program as well as all aspects of program

administration including registration, fee collection, staffing, purchasing equipment and

materials to meet licensing standards. Some equipment and materials will be made available

in shared space classrooms and discussions will take place on a site by site basis.

Operators will work with TDSB staff regarding Ministry program requirements.

Operators will provide a telephone as a means of obtaining emergency assistance that is

acceptable to the TDSB.

The registration deposit must not exceed the equivalent of two weeks of program fees. In the

event that a child’s enrolment is cancelled before the first day of the program, the deposit

must be refunded, less a maximum of $50 for administrative fees

Operators will be willing to extend service through July and August according to viable

Parental interest.

Operators will pay occupancy costs if the program operates during the summer.

Operators will be willing to increase program capacity to meet an expressed parental interest,

subject to financial viability and applicable City of Toronto Children’s Services and Ministry

approvals.

Once Operators start a program in September they are required to provide the Before and/or

After School Program for all of the school year, regardless of changes in enrolment.

http://www1.toronto.ca/wps/portal/contentonly?vgnextoid=d178f613554bc410VgnVCM10000071d60f89RCRD&vgnextchannel=922e8ed34ce9e310VgnVCM10000071d60f89RCRD



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Programs must be led by a Registered Early Childhood Educator (RECE) and staffed in line

with the Child Care and Early Years Act, 2014.

ASSUMPTIONS

TDSB will lease classroom space that meets licensing requirements.

The program is expected to take place in a school shared space location

.

Operator will have a current service contract with regards to providing fee subsidy agreements

through the City of Toronto Children's Services.

Link:

https://www1.toronto.ca/wps/portal/contentonly?vgnextoid=1c5ad25ed83ae310VgnVCM10000071d

60f89RCRD&vgnextchannel=922e8ed34ce9e310VgnVCM10000071d60f89RCRD

OPERATOR PLACEMENT PROCESS

When a school site has been identified as being in need of a Child Care Operator and does not have

an existing qualified Operator or escort on-site, the following factors will be used to determine the

best fit that meets the needs of the TDSB, at the Board’s discretion:

Geographic location of the school site;

Geographic location of potential Operator’s existing sites;

Needs of the community;

History operating within the TDSB;

Assessment for Quality Improvement history;

Licensing history.

https://www1.toronto.ca/wps/portal/contentonly?vgnextoid=1c5ad25ed83ae310VgnVCM10000071d60f89RCRD&vgnextchannel=922e8ed34ce9e310VgnVCM10000071d60f89RCRD

https://www1.toronto.ca/wps/portal/contentonly?vgnextoid=1c5ad25ed83ae310VgnVCM10000071d60f89RCRD&vgnextchannel=922e8ed34ce9e310VgnVCM10000071d60f89RCRD


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1.1 DEFINITIONS

In this Request, each capitalized term shall have the following meaning:

“Addenda/Addendum” means those documents amending the Documents, as set out in Section 1.2

and/or Section 2.

“Business Day” means any day which is not a Saturday, a Sunday or a statutory or civic holiday in

the City of Toronto, Ontario;

“Business Hours” means 8:30 a.m. to 4:30 p.m. on a Business Day;

“Board” or TDSB means the Toronto District School Board.

“Contract(s)” means the Documents and the Request for Supplier Qualification and any other

agreement entered into between the Board and the Operator in writing, signed by all parties and/or

any purchase orders or other such documents issued by the Board, pursuant to such documents and

the Terms and Conditions of transactions accessible at the website (www.tdsb.on.ca) operated by or

on behalf of the Board.

“Documents” means those documents set out in Section 1.2 and the Agreement to Abide by the

Established Process.

“Intellectual Property” means any trade-mark, copyright, moral right, patent, industrial design,

trade name, domain name, trade secret, know how, integrated circuit topography or other intellectual

property, industrial property or proprietary right owned by, licensed to, or used by any third person.

“Operator” means a qualified agency to provide the Services in accordance with this Request.

“Privacy” means any law or regulation, of any nature, whether federal, provincial or territorial,

dealing with privacy, personal information protection and electronic documents protection and

enforcement.

“Request” means this Request for Supplier Qualification document.

“Services” means Before and/or After School Program(s) run in accordance with the Child Care and

Early Years Act, 2014 and consistent with Ontario’s Pedagogy for the Early Years.

“Specifications” means those stated requirements for the Services set out in the Documents.

http://www.tdsb.on.ca/


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1.2 PREQUALIFICATION PROCESS

Operators will be evaluated according to the criteria described in Appendix A. Based on those

criteria; certain respondents will be selected onto a pre-qualified vendor of record list for the potential

subsequent provision of the required services to the Board. Operators successful in being placed on

the pre-qualified list will be required to provide an annual attestation that they continue to meet all

requirements from this initial RFSQ, as well as any new requirements that may be identified from

time to time. On an annual basis, the Board will conduct a refresh process, whereby other respondents

(not currently on the pre-qualified list) will be invited to submit responses to qualify for inclusion on

the list. Respondents who have already qualified and remain qualified do not need to re-submit a

response as part of this refresh process.

1.3 NO GUARANTEE OF VOLUME OF WORK OR EXCLUSIVITY OF CONTRACT

The Board makes no guarantee of the value or volume of work to be assigned to the selected

respondents. Any agreement entered into for a specific Board site will not be an exclusive contract for

the provision of the described services. The Board may contract with others for the same or similar

services to those described in this RFSQ.

2. SUBMISSION REQUIREMENTS

SUBMISSION DEADLINE

Request for Supplier Qualification (RFSQ) submissions must be in writing and delivered in a sealed

envelope to the offices of Purchasing and Distribution Services at the address provided below on or

before Tuesday February 28th, 2017 at 2:00 p.m. local Toronto time.

SUBMISSION REQUIREMENTS

2.1 Each RFSQ shall be submitted in writing (one signed original hard copy and one electronic (soft)

copy on a USB drive) and shall include, at a minimum, the information set out in Appendix A, a

signed copy of the Acknowledgement and a signed copy of the Agreement to Abide by the

Established Process. Failure to submit a complete RFSQ in accordance with these requirements may

result in disqualification.


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2.2 Operator’s return address and name shall be placed on the RFSQ envelope submitted. The RFSQ

envelope shall be delivered to the Board at the following address by the date and time stated above:

Toronto District School Board

Purchasing and Distribution Services

5050 Yonge St., 3rd Floor

RFSQ Response: Request for Supplier Qualification CF17-217RFSQ

Provision of Licensed Before-and-After School Programs

** (RFSQ INFO MUST APPEAR ON ENVELOPE)

The Board does not provide receipts for RFSQ received, and assumes no liability for

misplaced RFSQ without proof of receipt. It is the responsibility of the Operator to provide any

required receipts and to obtain a dated signature of a staff member of the Board receiving its RFSQ.

3. ENQUIRIES AND ADDENDA

3.1 Operators shall direct all inquiries regarding the Documents, in writing, by 12:00 P.M. local

time, February 22, 2017 to:

Chris Ferris, Assistant Comptroller – Administrative Services

E-mail: [email protected]

3.2 Any interpretation, addition, deletion, correction, change or alteration in the Documents will

be made by Addendum that may be issued during the RFSQ period. All Addenda become part of the

RFSQ documents. Interpretations, additions, deletions, corrections, changes or alterations in the

Documents made in any other manner will not be binding upon the Board, and prospective Operators

shall not rely upon such.

3.3 The Board reserves the right to distribute any or all questions and answers to or from one

prospective Operator to all other prospective Operators

mailto:[email protected]


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3.4 Operators shall acknowledge receipt of any Addenda on the “Acknowledgement” page

(Section 22) to be included in their submission.

3.5 Any Addenda issued will be posted on the same Board website where the original RFSQ

document is posted. Operators should check this website prior to submitting their response to the

RFSQ to ensure any Addenda issued have been incorporated and acknowledged in their submission.

4. RIGHT TO TERMINATE AND TERMINATION

4.1 The Board may, in its sole discretion, terminate this Request for Supplier Qualification

process for any reason or for no reason, without any obligation, costs, expenses, liability, losses

and/or damages to it.

4.2 The Board may, in its sole discretion, remove an Operator from the pre-qualified list

established through this RFSQ process if the Operator is no longer in good standing with the City of

Toronto Children’s Services, without any obligation, costs, expenses, liability, losses and/or damages

to it.

4.3 The Board reserves the right, in its sole discretion, to cancel a Contract if required by

Provincial Legislation, without any obligation, costs, expenses, liability, losses and/or damages to it.

4.4 The Board may terminate a Contract without notice and without any obligation, costs,

expenses, liability, losses and/or damages to it, if:

The Operator is, at any time, in breach of the Contract;

Operator fails to meet quality control requirements, which also includes the City of Toronto

Children’s Services Assessment for Quality Improvement;

Bankruptcy or insolvency or any restructuring occasioned thereby occurs with respect to

Operator; and/or

Operator purports to assign, license, sublicense, subcontract, transfer or part with the Contract

or purports to assign, license, sublicense, subcontract, transfer or part with any rights or

obligations granted therein without permission of the Board;

4.5 Nothing herein is intended to replace or derogate from any other termination provisions or

other remedies that the Board may have at law or in equity in consequence of any breach of, or failure

to observe and perform, any covenant, representation or warranty in the Contract by Operator.


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5. CONFLICT OF INTEREST

5.1 Each Operator submitting an RFSQ shall declare to the Board as part of its submission any

situation that may be a conflict of interest or a potential or perceived conflict of interest.

6. NO INFLUENCE

6.1 The Board prohibits its representatives from using their official position for personal financial

gain, or from accepting any personal advantage from anyone under circumstances which might

reasonably be interpreted as an attempt to influence the recipient in the conduct of their duties, extend

any gratuity or special favour to the Operator, or to influence the outcome of any Request for

Supplier Qualification. The Board reserves the right to disqualify the Request for Supplier

Qualification of any Operator who engages in any acts or practices which are either directly or

indirectly, or may reasonably be perceived, either directly or indirectly to be made for the purposes of

influencing the outcome of the Request for Supplier Qualification or the Contract.

7. AGREEMENT TO ABIDE BY ESTABLISHED PROCESS

7.1 It is vital to the Board that the process leading to the acceptance of a submission to this RFSQ

process for the provision of Licensed Before and/or After School Programs be, and be seen to be,

open and fair and that each of the Operators be treated equally.

No Operator can be seen to be deriving, intentionally or otherwise, an advantage, information or

benefit which is not equally available to all other Operators or from any special or personal

relationships or contacts, or seeking or obtaining any advantage or information from any staff and

representatives of the Board, whether authorized or not.

Operators shall sign, and return with their submission, the enclosed "Agreement to Abide by the

Established Process" form. The signed form will indicate concurrence with the process. Failure to

indicate concurrence by returning the signed form will result in disqualification of the submission.

8. NO E-MAIL OR FAX

8.1 Request for Supplier Qualification submitted by e-mail or fax shall not be considered.


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9. NO LIABILITY FOR EXPENSES

9.1 The Board shall not be liable for any expenses or costs incurred in the preparation and

submission of the Request for Supplier Qualification, the Request for Supplier Qualification Process

or in the preparation and execution of any Contract.

10. RIGHT TO DISQUALIFY

10.1 The Board reserves the right to disqualify a Request for Supplier Qualification not submitted

in strict accordance with the requirements of the Documents.

11. RIGHT TO OR NOT TO PROCEED

11.1 The Board reserves the right not to accept any of the Request for Supplier Qualifications

submitted by prospective Operators and the right to reject all, any of the Request for Supplier

Qualifications or any portion thereof. By submitting a Request for Supplier Qualification, each

prospective Operator shall be deemed to have acknowledged and agreed that the Board may, in its

sole discretion, consider factors other than pricing (including those other factors listed in the

Evaluation Criteria) in determining whether or not to accept the Operator’s submission. While the

Board is not obligated to consider submissions which do not strictly comply with the RFSQ

requirements, it nevertheless reserves the right to do so, and specifically reserves the right to waive

formalities as its interests may require.

12. REQUEST FOR SUPPLIER QUALIFICATION EVALUATION

12.1 Operators must respond to the Documents by submitting all data required herein in order for

the RFSQ to be evaluated and considered for pre-qualification. Failure to submit such data shall be

deemed sufficient cause for disqualification of a submission from further consideration for pre-

qualification.

Evaluation Criteria

12.2 An evaluation committee including representation from the Board’s Child Care Services

department, the Purchasing department and other TDSB stakeholders as appropriate, will evaluate

Request for Supplier Qualification submissions on the following criteria:

o All requirements from Appendix A;

o Signed “Acknowledgement” form;

o Signed “Agreement to Abide by Established Process” form;

o Proof of ability to secure $5 million of liability insurance including abuse coverage (e.g. letter

from your insurance provider).

If any requirements from Appendix A cannot be met, it may result in

disqualification of submission.


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13. CONTRACT RENEWAL

13.1 Any service agreement entered into between the Board and an Operator from the list of

prequalified vendors of record following an “Expression of Interest” may be extended by one-year

increments upon agreement of both parties.

14. RIGHT TO CONTRACT FOR IDENTICAL OR SIMILAR SERVICES

14.1 The Board reserves the right, in its discretion, to retain other Licensed Before and/or After

School Program providers, whether or not they have submitted under this Request and whether or not

pertaining to the services required by this Request when it is in the best interests of the Board to do so

(including in circumstances required to address conflicts of interest, special circumstances and special

expertise).

14.2 Any Services requested by the Board during the term of the Contract, but not yet completed

by the end of the term, shall nonetheless be provided by the Operator under the terms of the Contract.

15. LIABILITY INSURANCE AND INDEMNIFICATION

15.1 Insurance shall be carried against bodily injury, personal injury (including child abuse) and

property damage liability claims, in a form satisfactory to the Board, covering any accident

arising out of the performance of the Services with the Board named as an additional named

insured and with not less than $5,000,000.00 amount of insurance per occurrence.

15.2 The Operator agrees that the Board will not be liable for any injury (including death) to any

officer, employee or agent of the Operator or its officers, employees or agents, in any manner based

upon, occasioned by or in any way attributable to the provision of the Services under the Contract or

otherwise arising out of the Contract, and the Operator releases the Board from any liability in that

regard.

15.3 The Operator agrees that the Operator shall at all times indemnify and save harmless the Board

and its employees and agents from and against all claims, demands, actions, suits or other

proceedings by whomsoever made, sustained, brought or prosecuted in any manner based upon,

occasioned by, or attributable to anything done or omitted to be done by the Operator, the Operator’s

sub-contractors, or its or their officers, employees , or agents in connection with the provisions of the

Services by the Operator under the Contract or otherwise arising out of the Contract.


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15.4 Operator shall provide for workplace safety and insurance for all employees employed in

connection with the Contract as may be required by the Workplace Safety and Insurance Act, 1997.

15.5 Operator shall provide at least $1,000,000 of business automobile liability insurance if; i) it

transports children; or ii) vehicles are used by the Operator in a manner that would be considered

business use for the purposes of automobile insurance.

15.6 Operator and each of its employees who park on Board property must have personal use

automobile insurance with at least $1,000,000 in liability coverage.

16. MUNICIPAL FREEDOM OF INFORMATION AND PROTECTION OF PRIVACY ACT

16.1 The RFSQ and any accompanying documentation submitted by Operator prior to the Closing

Date and Time specified in this Information shall become the property of the Board and shall not be

returned. The RFSQ shall be subject to the Municipal Freedom of Information and Protection of

Privacy Act, R.S.O. 1990, c. M.56. Operator's submission shall be received and held in confidence

by the Board unless and to the extent that it is or must be disclosed pursuant to any Freedom of

Information and Privacy legislation or instructed by the Courts of the Province of Ontario or the

evaluation and award process adopted by the Board for this solicitation.

17. GOVERNING LAW

17.1 The construction, performance and interpretation of any Contract entered into between the

Board and an Operator shall be governed by the substantive laws of the Province of Ontario, Canada

(without regard to its principles of conflicts of law) provided that if the foregoing laws are modified

during the term hereof in such a way as to adversely affect the original intent of the Board and

Operator, the Board and Operator shall negotiate in good faith to amend the Contract to effect their

original intent as closely as possible.

18. CONFIDENTIALITY

18.1 Operator shall hold in confidence, during, and after the termination or expiration of, the RFSQ

process and/or any established Contract and not disclose, provide or otherwise make available, in

whole or in part, to any third Person without the prior consent of the Board, the fact that the RFSQ

process or Contract is or was occurring or exists or existed, the Contract Price, any information that is

disclosed by the Board to Operator with respect to the operations of, the purchasing by, the Services,

or the activities of the Board and any and all information relating thereto or designated proprietary by

the Board (Proprietary Information). Operator shall ensure that only its employees with a need to

know the Proprietary Information shall have access to it and then only if those employees have


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entered into a confidentiality and use restriction agreement, obligating them at least to the same extent

as Operator is obligated hereunder. Operator shall exercise a standard of care with respect to the

Proprietary Information that is not less than the standard care Operator exercises under its corporate

policy for confidentiality and use restrictions.

19. PRIVACY

19.1 Operator shall comply with all laws of Canada and any of its provinces and territories with

respect to Privacy, including but not limited to its storage, handling and retention of personal or

proprietary information provided to it by the Board.

20. NO ASSIGNMENT/SUB-CONTRACT

20.1 Any Contract established between the Board and an Operator shall be personal to the

Operator. The Operator shall not, without the prior written consent, in writing, of the Board, assign,

license, sublicense, sub-contract, transfer or part with any Contract or any of its rights or obligations

thereunder.

21. PERSONAL INFORMATION PROTECTION AND ELECTRONIC DOCUMENTS ACT

21.l The Operator represents and warrants that if the Operator is or becomes subject to any private

sector privacy legislation in responding hereto, or in carrying out its obligations under any subsequent

agreement, the Operator will be solely responsible for compliance with such legislation.


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22. ACKNOWLEDGEMENT

I/we have read, understand and agree to comply with the terms and conditions as stated in

this document.

I/we acknowledge that I/we have received Addenda numbered ____ to ____ and this Request for

Supplier Qualification incorporates such Addenda.

I/we acknowledge that the Board shall reserve the right to contact the City of Toronto directly in

order to verify our status with Toronto Children’s Services.

(Please type or print)

NAME OF SIGNING OFFICER:

LEGAL NAME OF OPERATOR:

ADDRESS:

TELEPHONE:

CELL PHONE:

E-MAIL ADDRESS:

WEBSITE:

SIGNATURE OF SIGNING

OFFICER:

DATE:

END OF “INSTRUCTIONS”


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AGREEMENT TO ABIDE BY ESTABLISHED PROCESS

The Board requires observance of the following ground rules:

1. All communications, including requests for information, between prospective Operators and

the Board must be between only the expressly authorized representatives of the Board and

each prospective Operator who have been authorized and designated for that particular

purpose.

2. Apart from the communications between and among the designated representatives, there

must be no communication between the Board and any representative of the Operator, and no

giving of information with respect to the processes and the final Agreement.

3. Any attempt on the part of any Operator, or any of its employees, agents, contractors or

representatives to contact any persons other than the designated representatives with respect

to the Request for Supplier Qualification or any action or violation of the above requirements

will be grounds for disqualification, and the Board may, in its discretion, in addition to any

other rights or remedies available at law, reject any potential or actual submission or

expression of interest submitted by that Operator.

Operators must accept and agree to observe the contents of this “Agreement to Abide by the

Established Process”, inform their staff thereof, and ensure their compliance therewith.

This agreement must be signed by a person who has the authority to bind the Operator and be

submitted with the Request for Supplier Qualification.

Certification:

________________________________

Signature of responsible officer

______________________________

Printed name of responsible officer

____________________________

Date


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APPENDIX A

RFSQ Format & Content of Submission / Checklist of Requirements

Please format your submission in accordance with the sections outlined below. This list may also

be used as a checklist to ensure all required information has been included in your submission.

AGENCY

Check box Requirement

Business name, full mailing address, telephone number, email address, Business

number (Canada Revenue Agency #), copy of Incorporation papers

Name and position of contact person, telephone number, and e-mail address.

Provide a copy of Not-for-Profit Incorporations papers and confirmation that

agency complies with the Toronto Children’s Services Not-for-Profit Guidelines

http://www1.toronto.ca/wps/portal/contentonly?vgnextoid=d178f613554bc410VgnVCM1000007

1d60f89RCRD&vgnextchannel=922e8ed34ce9e310VgnVCM10000071d60f89RCRD

Provide a copy of your Agency's Ministry of Education Child Care License.

Provide a copy of your Agency's Service Contract with Toronto Children’s

Services.

BOARD OF DIRECTORS


Provide a list of your Agency's Board of Directors and voting members, the most

recent Annual General Meeting minutes, Director’s Liabilities Insurance

Coverage, a copy of the minutes of the Board of Directors Meeting approving

this application.

Provide an overview of how your Agency recruits and screens Board of

Directors members, how often your Board meets.




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PROGRAM


Provide a copy of your Agency's program statement and philosophy.

Provide an overview of your Agency and its experience in delivering high

quality child care programs. Include list of existing programs, age groups served

at each location; indicate if programs are located in schools.

Provide the 3 most recent Ministry of Education Licensing Inspection

Summaries and Toronto Children’s Services Assessment for Quality

Improvement, for one to 3 sites.

Provide a copy of your Agency's Parent Handbook.

Describe your Agency's procedures to address Parent Issues and Concerns.

Provide a copy of the policy if applicable.

Provide a copy of your Agency's Equity and Inclusion Policy.

Provide a copy of your Agency's Admission and Withdrawal Policies.

Provide a copy of your Agency's Waitlist Policy.

Provide a copy a proposed staffing model. Please include number of staff, staff

qualifications, hours worked, management structure.

Outline your Agency's plan for extending service capacity to meet increased

demand.

Describe how your Agency supports ongoing parent communication and

involvement.

FINANCE


Provide a copy of current financial statement and last 2 most recent audited

financial statements. The most recent corporate financial statements to your

board of directors are preferred.

Please provide a copy of your Agency's 2 most recent Toronto Children’s


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Services Financial Management Criteria.

Proof of ability to secure $5 million of liability insurance including abuse

coverage (e.g. letter from your insurance provider).

Provide a copy of your Agency's Financial policies and procedures if applicable.

Provide a copy of your Agency's policy on the use of reserves if applicable.

Describe how your Agency will finance start-up costs involved in developing a

new program.

Describe how your Agency will manage enrolment to ensure financial viability.

Please include how you will address fluctuation school enrolment and subsidy

ceilings.

Describe how your Agency intends to market new programs.

Please provide a proposed Fee Structure for FDK and School-Age programs.

Include fees for:

● Before and After School

● Before School only

● After School only

● Non-Instructional School Days

ACKNOWLEDGEMENT OF REQUIREMENTS


Provide Signed “Acknowledgement” and “Agreement to Abide by Established

Process” forms. Be sure to acknowledge any Addenda issued.