• Establishing Real Estate Vendor of Record (VOR) for General Contracting Services, Engineering and Technical Services, Architectural and Interior Design Services

    Q: What is a Vendor of Record?
    A Vendor of Record (VOR) is a vendor that has been screened for basic qualifications and is therefore eligible to perform work or provide services on assignments across Infrastructure Ontario’s (IO) real estate portfolio.  Having a VOR arrangement in place ensures that IO is able to complete assignments efficiently and effectively in a fair, open and transparent manner.

    Q: What is a VOR list?
    A list of qualified vendors is established using a fair, open and transparent procurement process. The list of qualified vendors may be invited, as part of a second stage process, to submit proposals for performing work or providing services. Currently, IO has three VOR lists for categories that are relevant to IO’s real estate outsourced service provider program for general contracting services, engineering and technical services, architectural and interior design services. These VOR lists are set to expire in 2020 with the potential to be extended for two additional one year terms.  However, IO is committed to ensuring qualified vendors have an opportunity to get on the list sooner, through an annual refresh.  See timelines below.

    Q: Who are the VOR lists used by?
    The VOR lists will be used by IO and the competitively procured Project Management Service Providers (PMSPs – Colliers Project Leaders and BGIS) to support IO in the delivery of approximately $250 million annually of construction and construction related consulting services related to IO’s management of the Province’s general real estate portfolio.

    Q: How can vendors get on the list?
    Vendors who are not on the VOR lists and who wish to become Qualified Vendors will have an opportunity to submit an RFP at the following times:

    General Contracting Services

    January 2, 2018 to February 28, 2018, with a closing deadline of 2:00 p.m. Eastern Time on February 28, 2018;

    January 2, 2019 to February 28, 2019, with a closing deadline of 2:00 p.m. Eastern Time on February 28, 2019; and

    January 2, 2020 to February 28, 2020, with a closing deadline of 2:00 p.m. Eastern Time on February 28, 2020.

    Architectural and Interior Design Services

    April 20, 2018 to June 8, 2018, with a closing deadline of 2:00 p.m. Eastern Time on June 8, 2018;

    April 20, 2019 to June 8, 2019, with a closing deadline of 2:00:00 Eastern Time on June 8, 2019; and

    April 20, 2020 to June 8, 2020, with a closing deadline of 2:00:00 Eastern Time on June 8, 2020.

    Engineering and Technical Services

    April 20, 2018 to June 8, 2018, with a closing deadline of 2:00 p.m. Eastern Time on June 8, 2018;

    April 20, 2019 to June 8, 2019, with a closing deadline of 2:00:00 Eastern Time on June 8, 2019; and

    April 20, 2020 to June 8, 2020, with a closing deadline of 2:00:00 Eastern Time on June 8, 2020.

    Q: What is a Master Agreement (MA)?
    Qualified vendors are required to enter into a Master Agreement with IO, setting out the guidelines and expectations associated with being on the VOR list. The Master Agreement will be in effect for a three-year term (or less if a vendor is placed on the list through one of the refreshes), with two, one-year extensions, exercisable at IO’s option.

    Following a second stage invitation to submit responses to bid call documents, qualified vendors will enter into an agreement with the PMSP. These second stage agreements will be standardized documents, as modified by IO’s supplementary conditions, and are expected to include the following:

    • For general contracting services - CCDC2 (2008) Stipulated Price Contract, plus IO’s Supplementary Conditions.
    • For engineering and technical services - ACEC Document 31 (2010) agreement, plus IO’s Supplementary Conditions.
    • For architectural and interior design services - OAA 600 (2013) agreement, plus IO’s Supplementary Conditions. These supplementary conditions have been developed by Infrastructure Ontario in consultation with the Ontario Association of Architects and the Association of Registered Interior Designers of Ontario and that consultation does not constitute endorsement.

    Q: What is the difference between a Master Agreement (MA) between IO and a VOR participant and the Master Services Agreement (MSA) between IO and the PMSPs?
    The MSA between IO and each PMSP outlines the responsibilities for managing project management services valued between $100,000 and $10 million on behalf of IO. The PMSPs are subject to key performance indicator measurements and are responsible, as part of the MSA, to procure, manage and oversee the hundreds of companies that are on IO’s VOR lists.

    By contrast, the MAs between IO and qualified companies on the VOR list establish the guidelines and expectations associated with being on the VOR list, including that each qualified company agrees to enter into another agreement with a PMSP for specific, second stage assignments. 

    Q: Will small companies have the opportunity to gain access to IO projects through the VOR? 
    The RFPs to establish or refresh our VOR lists are through open competition, and all companies have the opportunity to submit a proposal. IO encourages all companies interested in working on IO projects to submit proposals.