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Application Guidelines

Invitation for Proposals (IFP)

Consultant for Small Business Catalyzer Pilot

IFP # 2019-10-16

Issue Date: Wednesday, October 16, 2019

Closing Date:Wednesday, October 30, 2019 at 5 PM

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1. INTRODUCTION

(A.C.C.E.S) Accessible Community Counselling and Employment Services (“ACCES

Employment”) is inviting qualified consultants with experience supporting entrepreneurs

and/or developing small business support programming to lead the implementation of the

ILEO Small Business Catalyzer (SBC) pilot.

During the initial project period that is covered by this IFP (November 2019 – March 31,

2020), the consultant’s responsibilities will include:

Contribute to the ongoing design of the SBC pilot, inclusive of developing

program materials and processes.

Support private sector volunteers to serve as coaches and provide a range of

coaching sessions to entrepreneurs.

Liaise with community agencies and other pipeline actors (i.e. City of Toronto) to

support entrepreneur recruitment to the program

Deliver SBC program initiation and other entrepreneur-facing sessions, as needed

in community.

Work closely with United Way Greater Toronto to prepare for and host

Investment Committee meetings.

The consultant contracted by ACCES Employment will work with UWGT staff, as well

as with advice from ILEO Small Business Catalyzer Taskforce/Investment Committee.

Some work will be based out of UWGT’s corporate office (26 Wellington Street East) as

well as appropriate locations at community partners in Toronto for certain activities.

2. PROJECT DESCRIPTION

2.1 Project Overview

The ILEO Small Business Catalyzer (SBC) aims to contribute to a vibrant neighbourhood

retail environment by enabling emerging locally owned small retail businesses to

commercialize and scale. The Corporate Leadership Table SBC Taskforce has developed

an operating model (see below) that includes:

A two-phased application process that first assesses candidate entrepreneurs

against the program’s mandate and then on the feasibility of their business plan.

Access to business plan development support between Phase 1 and Phase 2 of the

application process.

Access to rent subsidies, financing to cover startup and retail fit-up costs,

mentoring and coaching, and professional services such as legal advice,

marketing, technology for entrepreneurs accepted to the program.

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Upon successful completion of the program, the entrepreneur would transition to

market rate tenancy in their retail space.

2.2 Small Business Catalyzer Operating Model

2.3 Consultant Role and Relationship with United Way

The consultant contracted by ACCES Employment will work closely with the UWGT

Manager, Strategic Initiatives. The UWGT Director, Strategic Initiatives, who will

provide oversight and guidance for the work. Managerial authority for the work will be

shared by the consultant and UWGT staff.

3. SCOPE OF WORK & DELIVERABLES

The development of this initiative is already underway. The consultant will be

responsible for contributing to the ongoing design of the pilot and driving its

implementation, by undertaking the following pieces of work, alongside UWGT staff.

3.1 Pilot Design: Nov 2019 – Mar 2020

Building off the Operating Model, and with direction and guidance from UWGT

staff and the SBC Investment Committee, the consultant will contribute to the

ongoing design of the SBC Pilot..

The consultant will develop SBC orientation materials, business plan support

materials, coaching session tracking tools, as well as a ‘readiness assessment, and

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monitoring ‘health checks’ to track and report on participant progress as they

advance through the program.

3.2 Pilot Implmentation - Candidate Recruitment and Assessment:

Nov 2019 - Feb 2020

The consultant will liaise/conduct outreach with select community agencies and

other pipeline actors to recruit potential entrepreneurs to the SBC. Aim is to pilot

the program with ~3 entrepreneurs.

The consultant will support and manage the application process of potential

entrepreneurs, assess fit with the program and prepare packages for the

Investment Committee’s Cohort 1 Assessment.

The consultant will manage communications between the SBC and entrepreneurs.

The consultant will connect the applicant with business plan development support

between Phase 1 and Phase 2 of the application process.

3.3 Pilot implementation - Initial Execution: Feb – Mar 2020

The consultant will support private sector volunteers to serve as coaches and to

provide a range of pro-bono supports to entrepreneurs.

The consultant will deliver program orientation and other entrepreneur-facing

sessions, as needed, in community.

The consultant will perform a “readiness assessment” check one month before

entrepreneur(s) are ready to open their doors to the public.

The consultant will work with internal UWGT staff and the Investment

Committee to plan a grand opening launch to celebrate ILEO’s first

neighbourhood-based initiative.

3.4 Investment Committee Support: 3 Meetings

The consultant will work with internal UWGT staff to prepare for and co-chair

the SBC Investment Committee meetings.

3.5 Deliverables

The Consultant’s work will enable UWGT to announce the opening of SBC businesses in

the Golden Mile by Spring 2020. An addendum may be issued after the period covered

by this RFP for additional and ongoing work for the pilot implementation through to the

end of the pilot. Deliverables for March 31, 2020 include:

o Recruiting entrepreneurs and supporting them through the application

phase.

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o Preparing materials to support the Investment Committee to adjudicate

entry into the SBC.

o Coordinating and supporting business plan support between Phase 1 and

Phase 2 of the application process.

o Design and delivery of orientation sessions and other entrepreneur-facing

sessions/supports to on-board successful candidates into the program.

o Design and delivery of a ‘readiness check’ 1 month prior to doors open.

o Coordinating and supporting a series of coaching sessions between

entrepreneurs and private sector volutneers.

o Design of‘health check’ progress reports to monitor the progress of SBC

entrepreneurs for the length to the program and to support their exit from

the program when the time comes.

Neighbourhood launch event:

o Supporting the planning for a public event that will celebrate the launch of

1 or more SBC businesses in Spring 2020 (TBC).

4. SUBMITTAL REQUIREMENTS

4.1 Submittal Format & Requirements

Only proposals that include all the listed requirements in sections 4.1 to 4.4 will

be considered

The proposal should not exceed 2,000 words in total, including details on how the

budget will be used, but excluding appendices (CV, work samples, references,

etc.). Type size should be 12 pt.

The subject line of the email is to indicate the proponent’s name and the IFP

number. All quotations are to be submitted to the attention of:

Selection Committee - IFP # 2019-09-24

Proponents are Invitationed to compile the proposal into a single PDF file.

Inquires and Proposals are to be submitted electronically to ACCES

Employment at procurement@accesemployment.ca as per deadlines outlined in

Section 5 Timeline and Key Dates

List name and contact information

Conflict of Interest – Appendix B, completed, signed and enclosed

References – Appendix C, completed and enclosed

Bid Form – Appendix D, completed, signed and enclosed

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4.2 Samples of Previous Projects

Description of the applicant’s work, including experience in supporting small

business entrepreneurs and/or designing small business programs.

List of similar projects currently or previously undertaken.

2–3 work samples by the applicant.

4.3 Project Approach and Methodology

Overview of the applicant’s understanding of the scope and requirements of the project,

and the approach that the applicant will take.

A project proposal with rationale for chosen methods and tools.

A work plan that reflects the deliverables and timelines identified above.

A clear breakdown of the tasks, showing the amount of time the consultant or

each member of the consultant team will spend on this project.

A brief description of how the applicant would work with UWGT staff managing

the project.

4.4 Cost

A budget for the total cost of the work, including all personnel, materials and other

expenditures. We anticipate budgets that identify ~10 days of dedicated of pilot design

and ~ 30 days of implementation support.

5 TIMELINE AND KEY DATES

Activity Date

IFP Release Date Wednesday, October 16, 2019

Last Day for Questions Tuesday, October 22, 2019 at 12 Noon

Last Day for Issuing Addenda Wednesday October 23, 2019

Proposal Submission Deadline Wednesday, October 30, 2019 at 12 Noon

Review/Selection Period: Interviews of

selected Candidates

Thursday, Nov 7, 2019

Selection and awarding of Contract Week of November 11, 2019

Pilot Design November 2019 – March 2020

Pilot Implementation - Candidate

Recruitment and Assessment

November 2019 – February 2020

Pilot Implementation – Initial Execution February – March 2020

Deliverables Throughout the contract period

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6 EVALUATION CRITERIA

6.1 Evaluation of Proposals

A selection committee will conduct an evaluation of the qualifications and award the

contract to the bidder whose proposal offers the best value to ACCES Employment. This

may not necessarily be the lowest priced proposal. The evaluation process will involve

the review and scoring of the information provided in the proposal against the criteria

outlined below.

6.2 Evaluation Criteria Table

Evaluation Criteria Max Points

Samples of Previous Projects:

- Understanding of the project

requirements

- Understanding of related knowledge

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20

Project Approach and

Methodology:

- Expertise and skills related to the

project scope

- Ability to manage this project as

necessary to meet deadlines and

delivery high-quality deliverables

20

20

Ability to work collaboratively with

ACCES Employment and UWGT

staff and its corporate and

community partners

10

Cost

10

Total Score 100

6.3 Evaluation Process

The proponent that receives the highest score will be invited to enter a contract with

ACCES Employment. In the event that the highest scored proponent declines the

invitation to further participate, ACCES Employment reserves the right to invite the next

highest scoring proponent to enter the contract instead.

Any award made by ACCES Employment shall be made in writing and is subject to the

availability of funding at the time of award.

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7 ADDITIONAL INFORMATION

7.1 ACCES Employment is not Committed to Proponent’s Expenses

The application process will not necessarily result in a commitment to sign a

contract with the Proponent. ACCES Employment shall not be liable for any

expenses incurred by any Proponent, including the expenses associated with the

cost of preparing the Application.

7.2 Entering into a Contract with ACCES Employment

The successful proponent(s) will be required to enter into a Service Agreement

with ACCES Employment.

Please be advised that successful Proponents will be required to:

(a) Provide the services for a defined period of time;

(b) Provide invoices to ACCES Employment on account of their services,

accordingly;

(c) Provide ACCES Employment with an HST number for their business;

(d) Report their income and directly remit the payment of all taxes or

payments assessed or levied against or in respect of their business,

including income tax, Canada Pension Plan, and all other premiums or

levies required by law to the appropriate Government Agency; and

Provide proof of Liability Insurance and/or WSIB upon the Invitation of

ACCES Employment.

7.3 New Information by Way of Addenda

If ACCES Employment, for any reason, determines that it is necessary to provide

additional information relating to this IFP, such information will be

communicated to all proponents by addenda. Each addendum shall form an

integral part of this IFP. Such addenda may contain important information,

including significant changes to this IFP.

7.4 External Factors

ACCES Employment reserves the right to withdraw this IFP or terminate the

resulting contract within the terms of the contract without penalty. ACCES

Employment programs and services receive funding from various sources and

therefore all contracted services are subject to budget constraints.

7.5 Response to be Retained by ACCES Employment

ACCES Employment will not return the response or any accompanying

documentation submitted by a proponent. Late submissions will not be accepted.

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APPENDIX A – About ACCES Employment and United Way Greater Toronto

About ACCES Employment

ACCES Guiding Principles

Our Vision

A fully inclusive labour force that reflects the diversity, skills and experience of Canada's

population.

Our Mission

ACCES assists job seekers from diverse backgrounds who are facing barriers to

employment, to integrate into the Canadian job market. We achieve this by providing

employment services, linking employers to skilled people and building strong networks

in collaboration with community partners.

Our Values

We value and respect the uniqueness of each individual, including our clients, our

employers, our community partners and ourselves. We strive to provide every person

with Customer Service Excellence and an exceptional customer experience.

Inclusive - We are committed to respecting individual differences and being accessible to

all those we serve. ACCES staff reflects the diversity of our community.

Accountable - We provide transparent, high quality services, and achieve results that are

measurable and fiscally responsible.

Client Focused - Our services are customized to meet the needs of our clients,

communities and employers.

Collaborative - We work together to achieve our goals and respect the contributions of

others, both within ACCES and with our stakeholders.

Learning - We listen and stay connected to our communities, clients, employers and

other partners, to continuously improve.

Entrepreneurial - We seek new, innovative and creative opportunities to be a leading-

edge organization.

Responsive - We are flexible and embrace change, continuously adapting to emerging

needs and opportunities within a dynamic environment.

Results-Oriented - We focus on action, outcomes, and setting new standards of

excellence.

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For additional information about our services, please visit our website at

www.accesemployment.ca.

About United Way Greater Toronto

United Way Greater Toronto is a non-profit charity that works to create inclusive

communities where everyone—regardless of their background and circumstance—can

thrive. United Way Greater Toronto’s mission is to meet urgent needs and improve social

conditions by mobilizing the community’s volunteer and financial resources in a common

cause of caring. Across Peel, Toronto, and York Region, United Way Greater Toronto

funds over 200 organizations making a difference every single day by providing a vital

network of support.

United Way Greater Toronto is part of a worldwide not-for-profit movement. In Canada,

United Way operates in more than 100 communities. Each United Way raises support

locally, directly responding to community needs. Each is governed by an autonomous

board of directors that, along with staff and volunteers, helps to build a common cause of

caring.

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APPENDIX B – Conflict of Interest Statement

In addition to the other information and representations made by each Proponent in the

IFP, each Proponent must declare whether it has an actual or potential Conflict of

Interest. If, at the sole and absolute discretion of ACCES Employment, the Proponent is

found to be in a Conflict of Interest, ACCES Employment may, in addition to any other

remedies available at law or in equity, disqualify the Quotation submitted by the

Proponent.

The Proponent, by submitting the Quotation, warrants that to its best knowledge and

belief no actual or potential Conflict of Interest exists with respect to the submission of

the Quotation or performance of the contemplated Agreement other than those disclosed

in the Form of Offer. Where ACCES Employment discovers a Proponent’s failure to

disclose all actual or potential Conflicts of Interest, ACCES Employment may disqualify

the Proponent or terminate any Agreement awarded to that Proponent pursuant to this

Quotation process.

Conflict of Interest Response

Is there an actual Conflict of Interest,

relating to the preparation of its

Quotation, or if the Proponent foresees

an actual or potential Conflict of Interest

in performing the contractual obligations

contemplated in the IFP?

☐ Yes ☐ No

[If yes, please enter details here.]

The Proponent agrees to provide any additional information, which may be Invitationed

by ACCES Employment.

Printed Name

Position

Signature

Date

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APPENDIX C – References

Reference Number 1:

Company Name:

Contact Name:

Company Address:

Company Telephone

Number:

Contact Email Address:

Date Work Undertaken: From:

To:

Nature of Services:

Reference Number 2:

Company Name:

Contact Name:

Company Address:

Company Telephone

Number:

Contact Email Address:

Date Work Undertaken: From:

To:

Nature of Services:

Reference Number 3:

Company Name:

Contact Name:

Company Address:

Company Telephone

Number:

Contact Email Address:

Date Work Undertaken: From:

To:

Nature of Services:

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APPENDIX D – Bid Form

Design and Implementation of Pilot Project.

*Quoted Prices under “Activity Cost” to account for deliverables in Section 3.5

Please Note:

As an agent under the Broader Public Sector (BPS), Act 2010, ACCES Employment

is unable to reimburse vendors for any incidental expenses such as food, hospitality,

mileage, printing, etc.

The proponents are to list any foreseen Exclusions/Out of Scope items.

I certify that the above “Base Bid” will be valid and binding for ninety (90) days

following quotation due date and will become part of the contract that is negotiated with

ACCES Employment.

Printed Name

Position

Signature

Date

Activity Period Estimated Time for

Activity

Activity Cost* (CAD $)

Pre-HST

Pilot Design

(Section 3.1)

Nov 2019 to

March 2020

15 Days

Pilot Implementation

Candidate Recruitment &

Assessment

(Section 3.2)

Nov 2019 to

Feb 2020

20 Days

Pilot Implementation

Initial Execution

(Section 3.3)

Feb 2020 to

March 2020

10 Days

Investment Committee

Support (3 Meetings)

(Section 3.4)

Nov 2019 to

March 2020

3 Days (2.5 hours per

Meeting, plus

support)

Total Cost