GTAA’s Expectations
GTAA’s reputation and the reputation of all professionals involved can be harmed by unfair procurement practices. Fairness is a core value. Companies interested in becoming suppliers to the GTAA should expect to:
- Declare any conflicts of interest;
- Conduct themselves in a manner consistent with our GTAA Supplier Code of Conduct
- Adhere to the GTAA Code of Business Conduct; and
- Keep GTAA information received throughout the procurement process confidential; and
- Use open RFX platforms, such as MERX to submit business proposals.
Competitive Procurement Process
The GTAA uses the appropriate procurement RFX methodology based on the type and value of each procurement. This approach is built on a foundation of the competitive process or two proposals, minimum, with the aim of efficiently achieving the best value for the GTAA while also enhancing accessibility, competition, and fairness. We expect that the majority of the procurement of goods and services will be undertaken pursuant to a competitive procurement process.
Open Opportunities can be found under the Active Opportunities or Upcoming Opportunities tab.
RFX is a collective term used for “request” documents in the procurement process. The GTAA does not use Requests for Tenders or RFTs.
Request for Quotation (RFQ)
The GTAA issues RFQs to hear from potential suppliers when:
- GTAA’s specifications are defined; and
- The GTAA is mostly interested in supplier’s prices.
Request for Information (RFI)
The GTAA issues RFIs to hear from potential suppliers when:
- GTAA’s outcome is mostly understood, but the GTAA is open to new ideas about how to achieve that outcome;
- the GTAA is interested in suppliers’ capabilities and credentials, and to develop a list of suppliers for invited RFPs; and
- to develop an RFP package.
Request for Proposal (RFP)
The GTAA issues RFPs to hear from potential suppliers when:
- GTAA’s outcome is defined but the scope is complex or unclear;
- there are many evaluation criteria concurrent to cost; or
- GTAA is interested in receiving alternate solutions.
Request for Proposal Vendor of Record (RFP VOR)
The GTAA issues RFP VORs to hear from potential suppliers when GTAA would like to:
- identify capable suppliers for certain assignments;
- pre-negotiate Terms and Conditions for those assignments;
- pre-negotiate rates for those assignments.
Security Requirements
Suppliers should plan for some of their personnel to pass background checks to obtain Transport Canada security clearances and a GTAA-issued Restricted Area Identification Card (“RAIC”) in order to sell services “airside” (i.e. beyond security screening checkpoints). The supplier will be responsible for any costs associated with the application and acquisition of all passes and permits, and the time necessary to acquire them. Pass office information.
Schedule 1 to Annex A-Security Access Conditions
ISNetworld Subscription
A condition of some contracts with the GTAA will be for suppliers to subscribe to ISNetworld, including to upload all necessary documents/credentials.
https://www.isnetworld.com/en/
Data Protection
Suppliers must handle GTAA data carefully including in accordance with all applicable laws and privacy laws, Supplier’s privacy and security policies (which supplier will have in place and provide a copy of to GTAA upon request), and this Annex:
Annex A2- Data Protection Schedule
Requirements For Parking
Suppliers will pay for, and comply with, posted terms and conditions when parking on GTAA property. GTAA monthly parking rates vary based on the location.
Suppliers should visit the parking permit webpage for current parking rates and for information on setting up a business account.
Invoicing
Invoices must be submitted by the supplier to GTAA by e-mail to ap@gtaa.com. Suppliers must submit each invoice under a separate email and will name each invoice as follows: Invoice_number@Companyname.pdf.
For example, if the supplier is ACME Corporation and the Invoice number is 12345, make the name of the electronic file for the invoice: Invoice_12345@ACMECorporation.pdf. Make the subject line for submitting an invoice “Invoice For GTAA.” The invoice, including all supporting documentation, must be emailed by the supplier to GTAA as one file (the first page will be the Invoice).
See supplier contracts for additional details.
Specific Construction Contractor Requirements
Annex A1 - Safety Compliance Requirements
National Building Code and National Fire Code
GTAA observes the National Building Code of Canada (“NBC”) and the National Fire Code of Canada (“NFC”) as the basis for building and other construction at Toronto Pearson.
Airport Construction Code
Construction at Toronto Pearson is governed by GTAA’s Airport Construction Code with the Construction Compliance Permits Office (“CCPO”) as the designated Authority Having Jurisdiction (“AHJ”) for all construction on Airport Lands with a mandate to ensure compliance with applicable codes and contractor safety legislation prior to issuing Facility Alteration Permits and Occupancy/Use Permits. Contractors must plan to liaise with the CCPO as required throughout their work at Toronto Pearson and will have to comply with all requests for submissions to, and directives from, the CCPO including Facility Alternation Permits (“FAPs”) among others. Information on construction regulatory and airport compliance requirements at Toronto Pearson or contractor activity within airport lands can be found at Toronto Pearson Airport Construction Guides and Forms | Pearson Airport.
Health and Safety Requirements
Contractors must be registered or certified with the Infrastructure Health and Safety Association (“IHSA”) and will provide evidence of such registration or certification to GTAA upon request anytime work is being done at Toronto Pearson.
Contractors will demonstrate a commitment to health and safety at all levels from their corporate policies to Project-Specific Safety Plans to daily monitoring of hazards. In particular, contractors must adhere to all requirements for maintaining and reporting Health and Safety Requirements in accordance with the Airport Construction Code.
Contractors must also plan for submitting, from time to time, all ‘Notices of Project’ (form 0175) and the ‘Registration of Contractors and Employers Engaged in Construction’ (form 1000), for all participating subcontractors for all work performed under this contract. The contractor will also submit a Project-Specific Safety Plan (“PSSP”) to adequately evaluate and mitigate all health and safety risks for each Work Package and their most recent company safety policy. The contractor will submit updates to GTAA, as necessary. Each PSSP will be reviewed by and approved by GTAA’s designated site safety representative prior to the commencement of any work on site.
GTAA Safety Prequalification and COR Requirements
Contractors must plan to be prequalified under GTAA Contractor Safety Prequalification Process. Information on GTAA Contractor Safety Prequalification Process guidelines and application form can be found here: Pearson Airport Construction – On-Boarding Contractors | Pearson Airport
Evaluation Process
The GTAA uses a systematic evaluation process as a step in the procurement cycle, to evaluate candidates interested in doing business with the GTAA. The Evaluation Scoring Methodology assesses not only the relevance but also the objectivity of the evaluation criteria. The Scoring Methodology is disclosed at a high level in the RFX document and is comprised of a technical evaluation and a financial evaluation, with the overall score calculated on the weighting of the two components.
In most circumstances, consensus scoring is used to rank submissions, and each Evaluation Committee, chaired by a Strategic Sourcing official, include the submissions that meet all mandatory requirements set out in the competitive RFX documents.
Strategic Sourcing may authorize the use of Fast Track Evaluation spreadsheets for scoring comparisons for RFQs and certain invitations. Simple non-critical requirements can be individually scored.
GTAA does not promise to enter into contracts with any company that submits proposals, whether or not they are the highest ranked, proposal or the proposal with the lowest prices.
Economic and Financial Capacity
For critical contracts, the economic and financial capacity of proponents will be evaluated by the GTAA.
Suppliers must include an insurance certificate compliant with GTAA’s standard contracting Terms and Conditions with their proposal.
Surety Bonds for Construction
GTAA may require suppliers provide contract security securing the performance of the supplier in the form of performance bonds or labour & materials bonds, each in the amount of 50% of the value of a particular contract. GTAA is currently required to obtain such contract security from contractors for contracts with a value greater than 2% of GTAA’s previous year’s revenue (i.e. > $30,000,000).
Sustainable Procurement
As Canada’s largest airport, we have a big role to play in sustainability, and that includes our procurement practices. Learn more about our Environmental Policy, Green Policy, and Supplier Diversity Program.
• GTAA Sustainable Procurement
• GTAA Environmental Policy
• Green Procurement Policy
Business Continuity Plan
Proponents for critical supplier assignments must include an overview of their Business Continuity Plan (“BCP”) in their proposal, which BCPs will describe how they maintain business operations during disasters, emergencies, and other business disruptions.
GTAA prefers proponents whose BCP considers essential operations, critical equipment, key personnel, functional vulnerabilities, supply chain exposures, and proposed solutions. This is to assure the GTAA that the proponent’s business has the resources, capability, systems (infrastructure, technology, capacity), protocols and practices in place to mitigate disruptions and maintain business continuity at the GTAA. Additionally, proponents must provide their strategy for staffing, along with an overview of their Pandemic Preparedness Plan.
Vendor of Record Program
The GTAA maintains a Vendor of Record (VOR) program to:
a. Establish a roster of qualified suppliers who have demonstrated abilities to meet GTAA’s requirements;
b. Ensure consistent service quality, adherence to safety standards and compliance with airport regulations;
c. Ensure pre-negotiated Terms and Conditions;
d. Promote cost-efficient and effective resource allocation through long-term relationships between GTAA and the selected Suppliers; and
e. Enhance project outcomes through effective communication, collaboration, and performance monitoring.
To be included in a VOR program, suppliers must enter into a Master Agreement with GTAA for services substantially in the form included with the RFP. Successful suppliers will not be exclusive to GTAA for any services contracted.
Procurement Process for Future Work
VOR suppliers will be invited to submit proposals for different GTAA projects from time to time.
GTAA will conduct technical and financial evaluation for all proposals submitted, but proponents that signed Master Agreements will not be expected to be re-evaluated on the technical criteria included in the VOR RFP.
Suppliers with an excellent record of performance against certain key performance indicators applicable to the VOR may be invited to submit proposals to future RFPs.
Supplier Relationship Management Program (SRM)
SRM is responsible for the systematic assessment of suppliers’ contributions to maximize suppliers’ performance, innovation, and value proposition.
Learn more Supplier Relationship Management GTAA Portal
Value–added Innovation (see Innovation Hub)
Value-added contracting extends beyond the GTAA’s stated need. It includes cost avoidances, efficiencies and innovations as enablers for revenue generation.
GTAA will build upon procurement strategies to stimulate supplier innovation to create value aligned to our strategic objectives, such as Fly Canada Check-in Systems and Environmental Sustainability programs.
Considerations include:
• Intellectual Property (“IP”) rights strategy stating GTAA’s intentions with respect to ownership, licensing, and future commercialization of any new IP or deliverables in the procurement documents.
• Joint participation or funding in the development of the innovation.
Supplier obligations to workers on contract transition
The GTAA takes pride in its role as an economic engine in Ontario and Canada, creating and sustaining thousands of jobs for workers in the airport community. To this end, Suppliers must comply with all applicable labour and employment laws, and contractual requirements.
In the event of a contract transition, where a Supplier’s services or activities at the airport are coming to an end, the outgoing Supplier is responsible for its compliance with any applicable laws and providing any required notice to their workers about such transition. When a new Supplier is awarded a contract to provide the same or substantially similar services as a previous supplier, the new Supplier must also comply with the applicable federal or provincial labour and employment laws that pertain to such contract transition as well as obligations included in any agreements with GTAA