Humber Bay Park Request For Proposal

7/24/2019 Humber Bay Park Request For Proposal

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TABLE OF CONTENTS

RFP 9118-15-5046

Notice to Potential Proponents ...................................................................................................................... 1Table of Contents .......................................................................................................................................... 2

1.0 TERMINOLOGY ............................................................................................................................ 3

1.1

References to Labeled Provisions ....................................................................................... 31.2 Definitions .......................................................................................................................... 31.3

Interpretation ....................................................................................................................... 41.4 RFP Process Terms and Conditions .................................................................................... 4

2.0 PURPOSE ........................................................................................................................................ 42.1 Mandatory Site / Information Meeting ............................................................................... 52.2

Background ......................................................................................................................... 52.3 Project Budget ..................................................................................................................... 7

3.0 SCOPE OF WORK .......................................................................................................................... 83.1 Site Inventory and Investigation ....................................................................................... 10

3.2 Public Consultation Program ............................................................................................ 103.3 Concept Design & Master Plan ......................................................................................... 123.4 Phase 1 Detailed Design ................................................................................................ 133.5 Tender Documentation and Administration ...................................................................... 143.6 Contract Administration ................................................................................................... 153.7 Phase 1 Management Plan ............................................................................................. 173.8 General Administration ..................................................................................................... 17

4.0 PROPOSAL EVALUATION AND SELECTION PROCESS ..................................................... 184.1 Selection Committee ......................................................................................................... 184.2 Selection Criteria .............................................................................................................. 184.3 Selection Process .............................................................................................................. 19

4.4

Schedule of Events ............................................................................................................ 194.5 Clarifications ..................................................................................................................... 194.6 Interviews or Demonstrations ........................................................................................... 204.7 Evaluation Results ............................................................................................................ 204.8 Negotiations and Agreement............................................................................................. 20

5.0 PROPOSAL SUBMISSION REQUIREMENTS .......................................................................... 215.1 General Overview ............................................................................................................. 215.2 Proposal Documentation and Delivery ............................................................................. 215.3 Proposal Content ............................................................................................................... 23

APPENDICES

Appendix A RFP Process Terms and ConditionsAppendix B Agreement Terms and ConditionsAppendix C Standard Submission FormsAppendix D Supplementary Submission FormsAppendix E Proposal Evaluation Table(s)Appendix F Background MaterialAppendix G Information / Forms for Vendors

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1.0 TERMINOLOGY

1.1 References to Labeled Provisions

Each reference in this Request for Proposal to a numbered or lettered section, subsection,paragraph, subparagraph, clause or subclause shall, unless otherwise expressly indicated, betaken as a reference to the correspondingly labelled provision of this Request for Proposal (RFP).

1.2 DefinitionsThroughout this Request for Proposal, unless inconsistent with the subject matter or context,

Agreement means any written contract between the City and a Proponent or any purchase order issuedby the City to the Vendor with respect to the Services contemplated by this RFP, and shall be deemed toinclude the terms and conditions for the provision of the Services as set out in this RFP.

City means the City of Toronto.

"City Contact" means the City employee(s) designated as City Contact on the Notice to PotentialProponents for all matters related to the RFP call process.

Conflict of Interest includes, but is not limited to, any situation or circumstance where:

(a) in relation to the RFP process, the Proponent has an unfair advantage or engages in conduct,

directly or indirectly, that may give it an unfair advantage, including but not limited to

(i) having or having access to information in the preparation of its Proposal that isconfidential to the City and not available to other Proponents;

(ii) communicating with any person with a view to influencing preferred treatment in theRFP process including the giving of a benefit of any kind, by or on behalf of theProponent to anyone employed by, or otherwise connected with, the City ; or

(iii) engaging in conduct that compromises or could be seen to compromise the integrityof the open and competitive RFP process and render that process non-competitiveand unfair; or

(b) in relation to the performance of its contractual obligations in the City contract, the Vendors

other commitments, relationships or financial interests

(i) could or could be seen to exercise an improper influence over the objective, unbiasedand impartial exercise of its independent judgement; or

(ii) could or could be seen to compromise, impair or be incompatible with the effectiveperformance of its contractual obligations;

Council means City Council.

"may" and "should" used in this RFP denote permissive (not mandatory).

MFIPPA means theMunicipal Freedom of Information and Protection of Privacy Act.

"must", "shall" and "will" used in this RFP denote imperative (mandatory), meaning Proposals not

satisfying imperative (mandatory) requirements will be deemed to be non-compliant and will not beconsidered for contract award.

Project Manager means the main contact person at the City for all matters relating to the project.

Proponent means a legal entity that submits a Proposal. If two or more legal entities wish to submit aProposal as a consortium, one member of the consortium must be identified as the Proponent with whomthe City may enter into an Agreement, and the other member(s) must be identified as subcontractors tothat Proponent.

Proposal means an offer submitted by a Proponent in response to this RFP, which includes all of thedocumentation necessary to satisfy the submission requirements of the RFP.

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RFP means this Request for Proposal package in its entirety, inclusive of all Appendices and anybulletins or Addenda that may be issued by the City.

Services means all services and deliverables to be provided by a Vendor as described in this RFP.

Vendor means the successful Proponent with whom the City enters into an Agreement.

1.3 Interpretation

In this RFP and in the Agreement, unless the context otherwise necessitates,

(a) any reference to an officer or representative of the City shall be construed to mean the personholding that office from time to time, and the designate or deputy of that person, and shall bedeemed to include a reference to any person holding a successor office or the designate or deputyof that person;

(b) a reference to any Act, bylaw, rule or regulation or to a provision thereof shall be deemed toinclude a reference to any Act, bylaw, rule or regulation or provision enacted in substitutionthereof or amendment thereof;

(c) all amounts are expressed in Canadian dollars and are to be secured and payable in Canadiandollars;

(d) all references to time shall be deemed to be references to current time in the City;(e) a word importing only the masculine, feminine or neuter gender includes members of the other

genders; and a word defined in or importing the singular number has the same meaning whenused in the plural number, and vice versa;

(f) any words and abbreviations which have well-known professional, technical or trade meanings,are used in accordance with such recognized meanings;

(g) all accounting terms have the meaning recognized by or ascribed to those terms by the CanadianInstitute of Chartered Accountants; and

(h) all index and reference numbers in the RFP or any related City document are given for theconvenience of Proponents and such must be taken only as a general guide to the items referred

to. It must not be assumed that such numbering is the only reference to each item. Thedocuments as a whole must be fully read in detail for each item.

1.4 RFP Process Terms and Conditions

This RFP process is governed by the terms and conditions in Appendix A.

2.0 PURPOSE

Parks Forestry and Recreation, in association with Purchasing and Materials Management Division, aresoliciting proposals from qualified consultants to provide professional and technical services for thedevelopment of a comprehensive and phased Master Plan for Humber Bay Park East and West and for thedesign and construction administration of Phase 1 of the Master Plan. Scope of Work for Phase 1improvements will be identified through the Public Consultation and Master Plan Process and will bealigned with available funding.

The City requires professional services from a single, qualified consulting firm, or a consulting teamcomprised of a number of firms of varied disciplines, with a commitment to design excellence and aproven ability to design and implement innovative and high-quality waterfront parks and natural heritagelandscapes, along with demonstrated proficiency in restoration ecology, coastal engineering and publicconsultation and facilitation.

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A joint proposal by a consortium of two or more Proponents having no formal corporate links may besubmitted, but one person or company must be shown as the prime Proponent and be prepared torepresent the consortium to the City by executing the Agreement, acting as the primary contact, andtaking overall responsibility for performance of the Agreement.

Where a proposal is made by a prime Proponent with associate firms working with or under the primeProponent in either a sub-contracting or consortium relationship, it is required that those associate firmsbe named in the Proposal.

The Prime Proponent (Vendor) is responsible for assembling, coordinating, and administering theservices of qualified professional firms to carry out the various disciplines of work needed to prepare andimplement the Humber Bay Park Master Plan. The following, mandatory professional and technicalservices are required for the Vendor's Design Team;

a. Landscape Architect (full member in good standing with the OALA)

b. Public Consultation Facilitator

c. Terrestrial Ecologist/Biologist or Restoration Ecologist

d. Coastal Engineer/Riparian Design Specialist

e. Electrical Engineer

f.

Lighting Designerg. Structural Engineer

h.

Mechanical Engineer

i. Civil Engineer

The costs (fees and disbursements) for all professional and technical services will be included in theVendor's fees and disbursements for this RFP, for all stages of the scope of work. It is anticipated thatElectrical, Structural, Mechanical and Civil engineering services will be required during the first stages ofthe project only to provide investigation, conceptual design and order of magnitude costing.

The City of Toronto will provide a recent (2015) topographical survey and Arborist Report to the Vendorupon project start-up.

2.1 Mandatory Site / Information Meeting

The Mandatory Site Meeting will be held at Humber Bay Park East, at the Southeast corner of the mainparking lot on September 17, 2015, beginning at 10:00am. Proponents will meet with the CityRepresentative(s) to review the background of the project and request for proposal. Site meetings will notbe available at any other times.

Interested Proponents must attend the site /information meeting to familiarize themselves with the Projectand ascertain the full extent of the work required. Proposals submitted by Proponents that did not attendthe mandatory site /information meeting shall be declared informal and will not be considered.Individuals attending the meeting must sign in and clearly indicate on the sign in sheet the name of thefirm they are representing.

2.2 Background

This project presents a rare opportunity to provide a creative vision for a major park on the waterfront ofCanada's largest city. The park currently exists as a quiet, natural refuge for people and wildlife from thehigh traffic and high density development of Toronto's waterfront, while also including built form thatcan support intensive use by a diverse and growing community. An update to this park's ambitious butdated program and design, the Master Plan shall be an example of the best practices in sustainable andenvironmentally sound landscape design and management.

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Site

Humber Bay Park is a 43-hectare park on the Toronto Waterfront located at the mouth of Mimico Creek,south of Park Lawn Avenue and Marine Parade Drive. (Appendix F-1 shows an aerial photograph andcontext diagram for the Humber Bay Parks.) The park consists of two linked peninsulas that extend intoLake Ontario Humber Bay Park East and Humber Bay Park West. The parkland was created throughlakefilling during the 1970s and early 1980s and was opened to the public in 1984. The parkland isowned by the Toronto and Region Conservation Authority (TRCA) and operated by City of Toronto

Parks Forestry & Recreation division.

The park was designed to provide an informal natural experience of Toronto's waterfront, through anetwork of walking trails, lookout points and picnic sites. A series of constructed ponds in the centralpart of Humber Bay Park East was designed to provide a site for more formal and organized water-relatedactivities such as model boating, kite flying, fly fishing and skating on natural ice. These ponds havebecome a central organizing feature of the park, along with the trails and pathways that surround the area.There have also become a well-established habitat feature.

Humber Bay Park Eastis 20.7 hectares in size and includes the following features:

constructed ponds with mechanical water circulation system

boardwalks and water access decks

Air India Memorial Monument beach areas

fire pit

trails & pathways

terrestrial and aquatic habitat areas

public washroom building,

parks operations building & yard

221-space parking lot

Pedestrian bridge designed by Santiago Calatrava

Humber Bay Park Westis 25.8 hectares and includes the following features:

two private yacht clubs under long-term lease 2 boat launches (one not operational)

public washroom building

parks operations building

police marine unit building

picnic areas

trails & pathways

parking lots with a total of 183 small vehicle spaces and 95 car-and-trailer spaces

Dog off-leash area

Humber Bay Park includes a diversity of vegetation communities including beach, woodland, wetland,meadow, marsh and riparian habitats. The Terrestrial and Biological Inventory and Assessment for

Humber Bay Park, published by TRCA in March, 2014 describes the existing terrestrial habitat andmakes recommendations regarding enhancement and preservation of these areas.

Since the opening of Humber Bay Park in 1984, state of good repair work has been provided on an as-needed basis; however no major investment has been made to upgrade the overall park infrastructure. Theincrease in condominium development adjacent to the park has resulted in added park use. Despite theincreased number of park users and emerging community needs, the original park features and layout ofthe pedestrian and cyclist circulation systems have not changed.

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The City of Toronto will (concurrently with this project) undertake a project to design and construct anew 9,000-12,000 square foot Pavilion within Humber Bay Park East near the existing washroom/worksbuilding. The facility will include a small gym, multipurpose room, kitchens, office, washrooms andstorage. The project also includes a renovation of the existing building to include a leasable retail/snackbar space. The design of this facility will be procured as a separate project, however close collaborationwill be required between the two design teams.

The limits of design work for the Pavilion and renovation of existing building are shown in Appendix F6.

The Vendor shall coordinate development of the Master Plan with these works.

Context

In recent years, the local area adjacent to the Humber Bay Parks has seen a dramatic shift in its residentprofile as extensive high-rise condominium development has replaced the original "motel strip". The areahas experienced significant growth in the number of residential units and a corresponding increase inpopulation from 5,000 to 15,000 residents is anticipated. The redevelopment of the former Mr. Christie'sBakery site will add a further intensification pressure. The parks and open space system plays a key rolein enhancing the quality of life in this intensified area. As the community needs develop and change,reinvestment in the existing parks and open space infrastructure is required.

Like the residential development in the area, the nearby waterfront park system has changed significantly

since Humber Bay Park was opened. In 2012, TRCA completed the construction of the MimicoWaterfront Park that includes public access to the waterfront between Norris Crescent Parkette andHumber Bay Park West. This significant waterfront connection has had impacts on park pedestrian,cyclist and non-motorized traffic.

In 2013, the City of Toronto undertook a planning & design process for trail and node improvements inHumber Bay Shores Park, which is immediately adjacent to the east of Humber Bay Park. The preferreddesign was presented in April 2015. Detailed design and implementation of the first phase of work areanticipated through 2015 and early 2016.

The changing demographic context, increasing use and new waterfront connections have put newpressures on the park. Humber Bay Park requires a comprehensive, holistic review of the park, including,but not limited to;

Detailed investigation and assessment of park conditions, and parks operations service levels;

Community consultation to determine expectations for community use and programming;

Recommendations for future phased park revitalization and improvements including costestimates; and

Recommendations for management practices to support the viability and sustainability of thepark.

2.3 Project Budget

The Citys range in budget for this project is between $125,000.00 and $150,000.00 for the MasterPlanning phase and approximately $300,000.00 for the detail design and construction of Phase 1. Scope

of Work for Phase 1 improvements will be identified through the Public Consultation and Master PlanProcess and will be aligned with available funding.

The final park budget for further phases of park improvements will be determined through the MasterPlanning process.

The estimated budget includes full costs of professional and technical investigation, design, andadministration services, construction, testing, permits, and all contingencies and associated costs, net oftaxes. It is the responsibility of the Vendor to design and administer this project within the availablebudget.

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Please note that this range is only an approximation and does not reflect the total amount that will be paidto any Vendor. This amount is for information only and should not form the basis of any submission.

3.0 SCOPE OF WORK

The Humber Bay Park Master Plan will comprise a park design, a phased implementation plan withassociated detailed cost estimates, and detailed design guidelines.

A comprehensive public consultation process will guide the development of the Master Plan. The MasterPlan must address the following general areas of primary concern:

1. Community expectationsfor future use, programming and management of Humber BayPark East and West.

2. Restoration, enhancement and sustainability of the park ecology.

3. Reconsideration of the form, function, and program of the pond systemin Humber Bay ParkEast, including habitat enhancement and an investigation of skating as a possible program;

4. Rationalization and rehabilitation of park access, roads & walkways, with consideration toalternate modes of travel through the park, and infrastructure.

5. Potential for new programs & featureswithin the park;

6.

Coordination of landscape and amenities to complement and provide access to proposed9,000 -12,000 sq. ft. Pavilion.

The project scope comprises seven (7) stages of work:

1. Inventory and Investigation;

Review background information on the park as provided by the City. Conduct a thoroughinventory, audit and assessment of park features, ecology, conditions, and present usage, andreview current City management and maintenance practices and service levels.

2. Public Consultation Program:

Develop and conduct a public consultation program to determine community expectations for

the future use of the park, and to solicit public input into proposed park programming, design,and management. The program shall be coordinated with a concurrent architectural designprocess for a 9,000-12,000 sq. ft. Pavilion within Humber Bay Park E. Summarize publicinput into a vision statement(s) and design principles to guide the park design and landscapemanagement plan.

3. Concept Design & Master Plan:

Develop the park design, phasing plan and detailed design guidelines through publicconsultation & client input, culminating in the final Master Plan Document that shall includesite description, inventory & analysis, park design, 9,000-12,000 sq. ft. Pavilion, descriptionsof park program, detailed design guidelines, a phasing/implementation strategy with detailedcost estimates associated with each phase.

4.

Phase 1 Detailed Design:

Prepare the Detailed Design of Phase 1 of the Master Plan which shall consist of landscapedesign improvements determined by priorities established through the Public Consultationand Master Plan process, with a current budget of approximately $300,000.

5.

Tender Documentation and Administration:

Preparation of construction and tender documents, and tender administration, for Phase 1 ofcapital park improvements as approved in the final Master Plan.

6. Contract Administration:

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Administration of all tendered and awarded Phase 1 capital park improvements, including,but not limited to site /construction inspections, contract payment certification, administrationof project completion and project warranty.

7. Management Plan:

Provide a plan for the operation & maintenance of improvements included in Phase 1,complete with estimated budgets and detailed specifications for seasonal & day to dayoperations and maintenance of Phase 1 improvements.

This section is formatted to describe the scope of work for the project, the anticipated number of meetingsrequired for each task outlined in the scope, and the deliverables required to complete each task:

a. The Scope section identifies the work required for the project, and describes tasks generallyexpected to complete the work.

b.

The Meetings section identifies the type and quantity of meetings expected for each task. Thetiming and frequency of meetings anticipated may vary as needed.

i.

Staff meetings will involve the Vendor and other members of the Vendor's team, as maybe required, to meet with staff during normal business hours to review projectrequirements, details, progress, and schedule. Each meeting may require up to two (2)hours in duration. Staff meetings include technical review meetings by City Staff fromvarious divisions and TRCA.

ii. Pavilion Design Meetings will involve the Vendor and other members of the Vendor'steam, as may be required, to meet with staff and members of the Pavilion Design Team tocoordinate planning, public consultation and design of the park and the building. It isanticipated that a member of the Vendor's team will provide technical review andfeedback on the Pavilion Design. Meetings may occur during normal business hours andmay be expected to last approximately two (2) hours.

iii. Stakeholder Advisory Committee meetings will involve the Vendor, and other membersof the Vendor's team, as may be required, to meet with the project Stakeholder AdvisoryCommittee, which will be convened following project start-up and may potentiallycomprise the Councillor of Ward 6, staff of various City divisions, citizen representativesof area condominium corporations, and representatives of nearby business improvementsareas and community interest groups. Meetings may occur during normal business hoursand after hours, weekday evenings, and may be expected to last approximately two (2)hours.

iv. Community meetings will involve the Vendor, and other members of the Vendor's team,to meet with the public, to solicit community input into the development of the MasterPlan. Some community meetings will include presentations, facilitation and discussionwith both the Vendor and the Pavilion Design Team. It is anticipated that the Vendor and

the Pavilion Design Team will coordinate. Meetings may occur after normal businesshours, weekday evenings and weekends. Community meetings are expected to lastapproximately two (2) hours, not including setup and take down time.

c. The Deliverables section summarizes the documentation expected with the completion of eachtask. Documentation format will be three (3) hard copies, and three (3) digital copies on disc,formatted to the satisfaction of the City. All public project materials shall be provided in anaccessible format in accordance with the Accessibility for Ontarians with Disabilities Act(AODA) including any materials that will be required for posting to web-page or regular web-page updates.

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3.1. Site Inventory and Investigation:

3.1.1 Scope:

The Vendor will conduct an inventory, investigation, and condition assessment of the park, includingexisting municipal services providing services to the park.

The City of Toronto will provide a recent (2015) topographic survey of the park as well as an Arborist'sReport. A recent Terrestrial Biological Inventory and Assessment was published by the TRCA in 2014

and shall be reviewed during this phase.The scope of the inventory and investigation will consist of, but not limited to, the following components;

a. Inventory and assess the condition of park walkways (paved) and trails (unpaved), fences,structures, facilities, benches and signs. Identify areas and features of concern on a copy ofthe survey, for reference in the park design/revitalization process.

b. Inventory the park electrical service and features and lighting, and provide a conditionassessment and an assessment of the capacity in the existing service to provide power forpotential facilities as may be proposed in the final, approved park design.

c. Inventory & assess service levels for park operations such as turf maintenance, horticulture,mechanical & electrical operations, etc. Investigation will consist of interviews withoperations staff and review of state-of-good-repair reporting.

d. Assess the condition of the internal pond-canal system, including the mechanical lake-fedpumping system, the condition and composition of the pond bottom and the bentonite clayliner and the ecological quality and function of the pond-canal system as aquatic habitat.Provide a report on the condition of the pond-canal system that includes an assessment of thefeasibility of various options for restoration, reconfiguration, repurposing and/or removal ofthe pond-canal system.

e. Conduct a qualitative, landscape-based site assessment of the park, including (but not limitedto): areas of ecological significance, approach, views, enclosure, texture, colour, seasonality,topography, circulation, context, exceptional places, anecdotes, etc.

f. Illustrate the results of the Site Inventory and Investigation phase in a graphic format.

Graphical Site Analysis drawings shall be a high-level summary of the central findings of thisphase of the project and shall be used in public meetings.

3.1.2 Meetings:

a. Staff: Three (3)

b. Stakeholder Advisory Committee: One (1)

3.1.3 Deliverables:

a. Inventory and Condition Report: Park Pavements, Features and Furniture

b. Inventory and Capacity Report: Park Electrical

c. Inventory, Condition Report & Feasibility Study: Internal Pond-Canal System

d. Service Levels & Operations Summary

e. Site Analysis Graphics and Plans

3.2. Public Consultation Program:

3.2.1. Scope:

This stage of work is the planning and determination of the Public Consultation Program, in consultationwith City staff. Work will include meeting with a Stakeholder Advisory Committee that shall be

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convened by City Staff prior to project startup. The Vendor, shall determine the consultation programincluding schedule, means, and objectives for each and all consultation events.

Various methods and means for consultation may be considered, such as meetings, surveys, on-siteactivities, Councillor website postings, social media announcements, etc.

The final public consultation program will be executed during the investigation and design phases of theproject, and will include project status updates during tender and construction of the project.

The Vendor will develop and implement a Consultation Plan that will lay out the process for: determining community expectations for Humber Bay Park East and West,

engaging the community in the park design and development of the Master Plan,

communicating progress on the development of the Master Plan.

A concurrent design process will be occurring for the Pavilion Design Project. In developing the PublicConsultation Program, the Vendor shall coordinate scope, purpose and agendas for public consultationevents with the Pavilion Design Team, in order to ensure a transparent & coordinated design process forthe two projects. The Pavilion Design Team will be responsible for presenting and overseeing the publicconsultation process for their work including summarizing engagement outcomes and preparingdocuments for inclusion in summary reports.

The Vendor will be responsible for hosting and staffing meetings; maintaining sign-in sheets and contactinformation in accordance with the Municipal Freedom of Information and Protection of Privacy Act(MFIPPA); conducting on-site consultation activities; facilitating community and Stakeholder AdvisoryCommittee meetings; providing presentations and supporting information in graphic, hard copy anddigital, formats, and keeping record of meetings and findings as well as evaluating, summarizing andproviding recommendations based on meeting outcomes.

All public project materials shall be available in accessible format in accordance with the Accessibilityfor Ontarians with Disabilities Act (AODA) including any materials that will be required for posting toweb-page or regular web-page updates.

The City will arrange for and book facilities for meetings, and pay rental costs for the use of facilities,separately. The Vendor will also be responsible for preparing communications to be broadcast to theStakeholder Advisory Committee, and to the public, through internet and social media, advertisingconsultation events, as well as soliciting public input and progress on the Revitalization Plan and parkdesign.Consultation tasks will include, but may not be limited to, the following:

a. provide documentation that effectively records the process, feedback and results;

b. facilitate consultation events including workshops and community meetings;

c. conduct innovative, on-site consultation activities that reach users on-site within the park atvarious times and capture information from users who may not attend evening meetings;

d. assist City in coordinating and organizing meetings and agendas;

e.

maintain sign-in sheets and contact information in accordance with the MFIPPA;f. prepare technical presentations and background materials for consultation events including

handouts comment sheets and materials that will be posted to the project web page in accessibleformats;

g. the Vendor shall also attend and record all meetings as required with City staff.

3.2.2 Meetings:

a. Staff: Two (2)

b. Pavilion Design: Two (2)

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c. Stakeholder Advisory Committee Start-up Meeting: One (1)

3.2.3 Deliverables:

a. Consultation Program and Schedule

b. Meeting agendas and summaries

c. Presentation materials, handouts and comment sheets

d. Web-ready AODA-compliant materials for posting to the project web page

3.3 Concept Design & Master Plan:

3.3.1 Scope:

The Vendor will:

a. Develop a vision, design principles, and park program through public consultation toguide the park design.

b. Prepare preliminary design concepts and alternatives, focusing on, but not limited to;

enhancement & restoration of natural habitat in the park;

circulation & paths improvement of entrances & access to parks and ofcirculation through the park on the Waterfront Trail; control of circulation throughnatural habitat areas;

integration with planned trail & node improvements in Humber Bay Shores(minimizing impacts to new infrastructure);

reconsideration of the form & function of the pond system, including habitatenhancement and an investigation of skating as a possible program;

wayfinding & interpretation in the park;

potential new park features and amenities which may be introduced throughprogram development and public consultation;

adaptive re-use or replacement of the buildings on site to meet potential newprogram needs

c. Provide preliminary phasing recommendations (including rough budget estimates),concurrently with development of the park design, for presentation and discussion withthe Stakeholder Advisory Committee and community.

d. Establish material palette, theme and general aesthetic direction for use in detailed designguidelines, in response to public consultation and consultation with the StakeholderAdvisory Committee.

e. Revise park program, conceptual design alternatives and preliminary phasingrecommendations, in response to public consultation and consultation with the

Stakeholder Advisory Committee.f. Provide design guidelines based on material palette, themes & aesthetic direction

established in response to public consultation and consultation with the StakeholderAdvisory Committee. Design guidelines shall include (but are not limited to): thespecification of paving details, path cross-sections, lighting types, feature nodes,furniture, non-paved surfaces, planting types, species lists in sufficient detail to ensure aunified park that is constructed in various phases.

g. Develop a preferred design concept plan, park program and phasing plan with associateddetailed cost estimates.

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h. Prepare and update regularly and as required for the duration of the project, a DigitalAsset Map in AutoCAD format (2-D only) and a draft Asset Inventory spreadsheet,showing general arrangement of proposed new assets and quantities/areas, georeferencedto MTM Nad27-74 (same as survey provided by City of Toronto). This drawing andspreadsheet are for internal digital use only and are not intended to be printed. Theyshould be a simplified version of the design, derived from a simplified version of thevendors working design drawings. The purpose of these documents is to track quantitiesand locations of new assets (e.g. pathways, staircases, trees, etc.) in order to plan new

operational requirements and to include new assets in digital mapping.

An AutoCAD template and spreadsheet template will be provided digitally to the vendorupon project start-up.

i. Provide final Master Plan Document that shall include (but is not limited to) sitedescription & analysis, park design, descriptions of park program, design guidelines, aphasing/implementation strategy with detailed cost estimates associated with each phaseand recommendations for ongoing park management.

3.3.2 Meetings:

a. Staff: Six (6)

b. Pavilion Design: Three (3)

c. Stakeholder Advisory Committee: Three (3)

d. Community: Three (3)

3.3.3 Deliverables:

a. Preliminary park design concepts and alternatives and rough budget estimates.

b. Preliminary phasing recommendations, including rough budget estimates.

c. Preliminary material palette, theme & aesthetic direction for detailed design guidelines.

d. Revised park design concepts and alternatives with revised phasing recommendations andassociated cost estimates.

e.

Preliminary design guidelines

f. Preferred design concept, park program and phasing plan with detailed cost estimates

g. Final Master Plan document including: inventory and analysis materials and reports,Final Park Plan, Design Guidelines and Materials Palette.

3.4 Phase 1 - Detailed Design:

3.4.1. Scope:

The Vendor will;

a. Prepare the Detailed Design for Phase 1 of the Master Plan which shall consist of thedevelopment of a Pond Precinct Plan including revitalization of the ponds, enhancementas well as reconfiguration and reconstruction of the primary walking trails within theprecinct.

b. Provide preliminary landscape management recommendations (including rough budgetestimates), integral with development of the Phase 1 design, for presentation anddiscussion with the Working Group and community

c. Provide a detailed cost estimate for City approval.

3.4.2 Deliverables;

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a. Detailed Park Design for Phase 1 of the Master Plan,

b. Preliminary Digital Asset Map and Asset Inventory Spreadsheet.

c. Preliminary landscape management recommendations, including rough budget estimates

d. Detailed cost estimate.

3.4.3 Meetings;

a. Staff : Six (6) meetings

b. Pavilion Design: Four (4)

c. Stakeholder Advisory Committee: One (1) meeting

3.5. Tender Documentation and Administration:

3.5.1 Scope;

Based on the approved Phase 1 detailed design and detailed cost estimate, the Vendor shallprovide contract (construction and tender) documents as required for the City's tendering process,and provide tender administration services.

.1 Tender Documentation:

The Vendor shall:

a.

Prepare contract documents and reports including but not limited to working drawings,specifications, and tender documents for issuance of tender by the City of Toronto.

b. Prepare drawings in AutoCad format acceptable by the City and PDF formatted inconformance with City of Toronto's requirements. Specifications to be provided indigital format (MS Word and PDF).

c. Apply for building permits and any necessary approvals that may be required fromauthorities having jurisdiction including but not limited to the Toronto RegionConservation Authority;

d. Provide a comprehensive, detailed construction cost estimate of the project, during the

production of contract documents, and a final construction estimate prior to the issuanceof tender for the City staff approval. The final approved cost estimate will be used as theFinal Approved Construction Budget, for the review and evaluation of tender bids.

e. Ensure that the construction details and contract documents are in accordance with allapplicable codes and by-laws.

f. Ensure that the contract documents are co-ordinated between sub-consultants,

g. Ensure that potential interference with existing facility elements, staging/storing areas,marshalling areas and access routes are identified and addressed in the contractdocuments.

.2 Tender Administration:

The Vendor shall:

a. Attend the mandatory bidders site meeting, to review scope of work and schedule withthe prospective contractors/bidders,

b. During the tender period, answer queries from bidders, issue clarifications and addendaas may be required.

c.

Evaluate the bids received and provide written recommendations for award of thecontract.

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If the bids received exceed the Final Approved Construction Budget, for the total cost of the workand all applicable taxes, the Vendor shall, at no extra cost to the City, revise the drawings anddocuments accordingly for the purpose of re-tendering, as required to bring the cost of the projectwithin the Final Approved Construction Budget, and provide administration services for the re-tender at no additional cost to the City.

3.5.2 Deliverables;

a. Construction & Tender Documentation for proposed parkland improvements and Final

Approved Construction Budget.

b. Addenda, as may be required.

c. Bid Summary and Recommendation for Award.

3.5.3 Meetings:

a. Staff: Two (2) meetings

b. Mandatory Bidders Meeting

3.6 Contract Administration:

3.6.1 Scope;The Vendor will be required to act as the owner's agent throughout the Construction and Warranty phasesof this project,

The responsibilities of the Vendor will include, but may not be limited to;

.1 Construction:

The Vendor shall;

a. Revise construction/tender documents to incorporate addenda, and potential changesbased on recommendation of award, as may be required, and submit Issued forConstruction documents to the contractor and City.

b.

Review the project construction schedule with the contractor and ensure the schedule ismaintained. Monitor the progress and report weekly.

c. Confirm that the contractor complies with their obligations under the OccupationalHealth and Safety Act.

d.

Review and approve all shop drawings, samples, and submissions for conformance withthe general design.

e. Visit the site to monitor progress, and as requested by the City, to ensure adequate qualitycontrol, and compliance of the work with the specifications and contract documents.Where work does not comply, instruct the contractor to rectify such work.

f. Inspections to be carried out by certified personnel with the appropriate professionaldesignation, experienced in the management, administration and implementation of thistype of work.

g. Prepare and issue field inspection reports for each site visit, and submit weekly writtenprogress reports of the construction that includes photos of the work in progress, and asotherwise directed

h. Notify the City Project Manager of any known or anticipated delays which may affect thecompletion date of the project and immediately develop alternative course of action to beapplied in order to keep the work on schedule.

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i. Procure and coordinate the services of independent testing and inspection services forconstruction activities. The firms engaged for that work are to be acceptable to thecontractor and City of Toronto. Costs to be paid through the Project Testing Allowance;

j. Prepare and issue clarifications, Site Instruction and Contemplated Change Notices withappropriate detailed specifications and in graphic forms including sketches and drawingsas required for the Contractor to provide their quotations;

k. Review and approve payment draws, claims and issue progress certificates

l.

Prepare a deficiency list if applicable and coordinate with the contractor to correct alldeficiencies in an expedient manner and submit final report on completion;

m. Arrange a Substantial Performance inspection with the Contractor and all stakeholdersinvolved in the project; and

n. Determine and certify the date of substantial performance of the work in writing to thecontractor and the City Staff. Direct contractor to remedy deficiencies within anidentified timeframe;

.2 Project Close-out and Warranty

The Vendor shall;

a.

Provide Digital CD copy of "Issued for Construction" documents, in AutoCAD Format,for the Contractor to prepare "As-Built / Contract Close Out" documentation. Review andapprove "As-Built / Contract Close Out" documentation provided by the contractor,including Final Digital Asset Map.

b. Review Contractor Asset Inventory Submission Form (Appendix F-3) for completeness,and conduct inspections to verify accuracy;

c. Coordinate with the City Project manager to complete the Contractor's PerformanceEvaluation form (Appendix F-4);

d. Review close-out documentation, manuals, warrantees etc.;

e. Submit final reports and/or general review;

f.

On completion, submit electronic files and scanned images of all documentation,including but not limited to, specifications, drawings, shop drawings, minutes ofmeetings, site reports, site instruction, change orders, invoices, certificates, progressimages, digital photos, warrantees, close-out documentation manuals, etc. The files are tobe organized in folders as per Appendix F-5 and submitted on a labelled CD/DVD.

g. Review if requested, during the Contractors warranty period, any defects reported by theProject Manager.

h. 30 days Prior to the end of any warranty period, the shall visit the site review and recordany defects or deficiencies observed or reported

i. Carry out Final Review at the end of the Warranty period and report to the City ProjectManager the status of defects

j. Issue a notice of "FINAL WARRANTY INSPECTION" to the contractor if rectificationhas been accepted by the City Project manager

3.6.2 Meetings:

a.

Pre-Construction Meeting

b.

Regular Site Inspections to monitor progress and quality control during construction

c. Substantial Completion Inspection

d. Final Completion Inspection

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e. Warranty Inspection

f. Final Warranty Completion Inspection

3.6.3 Deliverables;

a. "Issued for Construction" documents

b. Approved "As-Built / Close-Out Documents", including "Final Digital Asset Map" digitaldrawing.

c.

Approved "Contractor Asset Inventory Submission Form"

d. Approved "Contractor's Performance Evaluation Form"

e. Warranty Inspection Summary, and Final Warranty Completion Report

3.7 Phase 1 - Management Plan:

3.7.1 Scope:

Concurrent with the development of the Tender Documents, the Vendor shall summarize finalmanagement plan recommendations, complete with estimated budgets and detailed specifications for parkmaintenance practices, pertaining to seasonal & day to day operations and maintenance of natural area

vegetation, pathways and features. The management practices component of the management plan willinform operations budget forecasts, and provide the scope of work required for Parks staff to implementrecommended practices.

3.7.2 Meetings:

a. Staff: Two (2) meetings

3.7.3 Deliverables;

a. Final Management Plan, consisting of final maintenance recommendations,specifications, estimated budgets, and schedules, pertaining to seasonal & day to dayoperations and maintenance of natural area vegetation, pathways and features.

b. Summary of Operating Impacts to Capital, including summary document and tabulation

of existing versus new assets within the park.

3.8 General Administration:

3.8.1 Within 10 days of award the Vendor shall meet with the City project Coordinator and provide adetailed project schedule that shall be updated by the Vendor to the satisfaction of the City as the projectprogresses.

3.8.2 Prepare and distribute summaries of all meetings.

3.8.3 Conduct all community meetings, including preparation and provision of all presentationmaterials and equipment, meeting facilitation, and meeting summaries. Note: The City will provideinterpretive services for members of the community, as may be required, and assume associated costs.

3.8.4 Provide updates to the Stakeholder Advisory Committee during park construction. Review withthe Stakeholder Advisory Committee, any potential changes to park design, due to cost related issues orunforeseen site conditions park construction.

3.9 Environmental ConsiderationsThe City is committed to environmentally responsible procurement to conserve resources, mitigatepollution and waste, and promote a healthy economy without compromising performance or cost-effectiveness. As part of City Councils Environmentally Responsible Procurement Policy, specificationsmust be developed, whenever possible, for the expanded use of environmentally preferred products andservices.

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4.0 PROPOSAL EVALUATION AND SELECTION PROCESS

4.1 Selection Committee

All Proposals will be evaluated through a comprehensive review and analysis by a Selection Committee,which will include members from Parks, Forestry and Recreation Division. The Selection Committeemay at its sole discretion retain additional committee members or advisors.

The aim of the Selection Committee will be to select one (1) or more Proposals which in its opinion

meet(s) the City's requirements under this RFP and provide(s) the best overall value to the City. TheProposal(s) selected, if any, will not necessarily be the one(s) offering the lowest fees or cost (pricing).Pricing is only one of the components that will be used to determine the best overall value for the City.

By responding to this RFP, Proponents will be deemed to have agreed that the decision of the SelectionCommittee will be final and binding.

4.2 Selection Criteria

The City requires professional services from a single, qualified consulting firm, or a consulting teamcomprising of a number of firms of varied disciplines, as identified in Section 2.0 Purpose, with acommitment to design excellence and a proven ability to design and implement innovative and high-quality community parks, heritage/cultural landscapes, and innovative public seating amenities.

The composition of the Proponents Project Team should possess the qualifications and experience toprovide, as a minimum, the following core services:

urban natural environment park design and implementation

landscape design, ecological restoration & arboriculture

public consultation and facilitation

waterfront and riparian engineering and design

architecture

electrical, storm, sanitary, and mechanical engineering design and certification,

The selected Proponent will be selected in accordance with the following selection criteria:

Proposal content Selection Criteria

Proponent Profile and experience

(25 points)

Design of high quality public spaces, natural heritagelandscapes, shoreline and watercourse design and successfulinvolvement in recent projects of similar size and scope. (10 pts)

Demonstrated proficiency in the design of urban waterfrontparks with a natural environment focus (5 pts)

Proven ability to develop and implement communityconsultation strategies and facilitation, and ability to workcollaboratively with municipal staff and communitystakeholders. (5 pts)

Proponent technical, cost estimation, contract documentpreparation and implementation experience, ability to establish acapital phasing strategy and exercise control of project scheduleand budget. (5 pts)

Project Team member experience

(10 points)

Strength, experience & qualifications of project lead (5 pts) Project Team member composition and experience (appropriate

staff of sub-consultants with required skills) (5 pts)

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Proposal content Selection Criteria

Project understanding

(25 points)

Understanding of scope of work for this assignment (10 pts)

Design approach and understanding of the site and context,ecological assets, community consultation, andriparian/watercourse design (10 pts)

Special skills the team offers to ensure project success (2.5 pts)

Key areas of the project that are critical for success (2.5 pts)

Work plan and deliverables

(15 points)

Detailed work plan, schedule and appropriate assignment ofteam members and staff

Cost of Services

(25 points)

Consulting Fee is reasonable for the proposed project

The lowest priced proposal receives 25 points, and theremaining proposals are assigned points based on the followingformula;(Lowest price / proponents price) x 25

4.3 Selection Process

The Selection Committee will score the Proposals using the evaluation table in Appendix E.

If the submission fails any mandatory requirements, the Proposal will be rejected.

A Proponent's technical portion of the Proposal must score a minimum of 75% (or 56.3 points) for theCost of Services envelope to be opened and evaluated.

Purchasing & Materials Management Division may open the Cost of Services envelopes to ensurecompliance with the requirements of the RFP; however, the Selection Committee will not have anyknowledge of any information contained in the Cost of Services envelopes until evaluations for thetechnical portion of the Proposal are complete and Proponents have been short-listed.

The Proposal that achieves the highest Total Score will be ranked first. In the event of a tie Total Score,the Proponent achieving the highest score for its technical portion of the Proposal will be ranked first

overall.

4.4 Schedule of Events

Milestone Date

RFP issue date September 10, 2015Mandatory Site Meeting September 17, 2015Deadline for Proponent questions September 23, 2015Last Day for Issuing an Addendum September 25, 2015RFP closing date September 30, 2015Approval and award date December, 2015

Contract start date January, 2015

This schedule is subject to change and appropriate written notice of any changes will be provided wherefeasible.

4.5 Clarifications

As part of the evaluation process, the Selection Committee may make requests for further informationwith respect to the content of any Proposal in order to clarify its understanding of the Proponentsresponse. The clarification process shall not be used to obtain required information that was not submittedat time of close or to promote a particular Proponent.

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The Selection Committee may request this further information from one or more Proponents and not fromothers.

4.6 Interviews or Demonstrations

A Proponent whose written Proposal has met or exceeded the minimum score for the technical portion ofthe Proposal or has received a high ranking may be invited to an interview with the Selection Committee,

the results of which will be used by the Selection Committee as a mechanism to revisit, revise, confirmand finalize the score and select the recommended Proponent(s). The City reserves the right to interviewup to a maximum of five (5) top ranked Proponents. The Selection Committee may interview anyProponent(s) without interviewing others, and the City will be under no obligation to advise those notreceiving an invitation until completion of the evaluation and selection process.

The representatives designated by the Selection Committee in its invitation to the Proponent must attendany interview scheduled as part of this evaluation process unless the City agrees otherwise in writing andat its sole discretion.

The representative of a Proponent at any interview scheduled is expected to be thoroughly versed andknowledgeable with respect to the requirements of this RFP and the contents of its Proposal, and musthave the authority to make decisions and commitments with respect to matters discussed at the interview,which may be included in any resulting Agreement.

Where the staff team proposed by the Proponent is an important element in the selection criteria, the staffteam proposed shall be present for the interviews.

No Proponent will be entitled to be present during, or otherwise receive any information regarding, anyinterview with any other Proponent.

Refusal of a Proponent to participate in an interview/demonstration requested by the City may, in theCity's sole discretion, be considered a failure of the Proponent to comply with a Mandatory Requirementof the RFP and thus subject to disqualification.

4.7 Evaluation ResultsUpon conclusion of the evaluation process, a final recommendation will be made by the SelectionCommittee to the appropriate City staff member and/or City Council.

Proposal evaluation results shall be the property of the City and are subject to MFIPPA. Evaluationresults may be subject to public release pursuant to MFIPPA.

Proponents should be aware that Council and individual Councillors have the right to view the Proposalsprovided that their requests have been made in accordance with the Citys procedure.

4.8 Negotiations and AgreementThe award of any Agreement will be at the absolute discretion of the City. The selection of a

recommended Proponent will not oblige the City to negotiate or execute an Agreement with thatrecommended Proponent.

Any award of an Agreement resulting from this RFP will be in accordance with the bylaws, policies andprocedures of the City.

The City shall have the right to negotiate on such matter(s) as it chooses with the recommendedProponent without obligation to communicate, negotiate, or review similar modifications with otherProponents. The City shall incur no liability to any other Proponent as a result of such negotiation oralternative arrangements.

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During negotiations, the scope of the services may be refined, issues may be prioritized, responsibilitiesamong the Proponent, all staff and sub-consultants provided by it and the City may be settled and theissues concerning implementation may be clarified.

Any Agreement must contain terms and conditions in the interests of the City and be in a formsatisfactory to the City Solicitor. If the Agreement requires City Council approval, then the finalAgreement must contain terms and conditions substantially as set out in the Council report authorizing the

Agreement. Any Agreement will incorporate as schedules or appendices such part of the RFP (includingaddenda) and the Proposal submitted in response thereto as are relevant to the provision of the goodsand/or services.

The terms and conditions set out in Appendix B shall be incorporated in any Agreement entered intowith the recommended Proponent. These terms and conditions are mandatory and are not negotiable.Any Proponent wishing to request that the City consider any changes to the terms and conditions set outin Appendix "B" must follow the process outlined in section 5 of Appendix "A".

If any Agreement cannot be negotiated within thirty (30) business days of notification to therecommended Proponent, the City may, at its sole discretion, terminate negotiations with that Proponentand negotiate an Agreement with another Proponent or abort the RFP process and not enter into any

Agreement with any of the Proponents.

5.0 PROPOSAL SUBMISSION REQUIREMENTS

5.1 General Overview

The City has formulated the procedures set out in this RFP to ensure that it receives Proposals through anopen, competitive process, and that Proponents receive fair and equitable treatment in the solicitation,receipt and evaluation of their Proposals. The City may reject the Proposal of any Proponent who fails tocomply with any such procedures.

Proposals are expected to address the RFP content requirements as outlined herein, and should be wellordered, detailed and comprehensive. Clarity of language, adherence to suggested structuring, andadequate accessible documentation is essential to the Citys ability to conduct a thorough evaluation. TheCity is interested in Proposals that demonstrate efficiency and value for money. General marketing andpromotional material will not be reviewed or considered.

The City prefers that the assumptions used by a Proponent in preparing its Proposal are kept at aminimum and to the extent possible, that Proponents will ask for clarification prior to the deadline forProponent questions rather than make assumptions. Proponents should also review sections 3 to 6 ofAppendix A with respect to asking questions about the RFP. Where a Proponent's assumptions areinconsistent with information provided in the RFP, or so extensive that the total Proposal cost is qualified,such Proponent risks disqualification by the City in the City's sole discretion.

5.2 Proposal Documentation and Delivery

The documentation for each Proposal:

a) Must be submitted in a sealed envelope or container (submissions made by fax, telephone,electronic message or telegram will not be accepted) displaying a full and correct return address.

b) Should be limited to preferably 12 pages, double sided, (for a total of 24 pages) minimum 11point font, with unlimited appendices.

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c) Must consist of one (1) original (clearly marked as such on its first page) and preferably six (6)full photocopies of:

(i) A Main Proposal Documentas described in the section below titled Proposal Content,including all attachments and appendices as required. (Mandatory)

(ii) Form 1(Proposal Submission Form)completed and signed by an authorized official ofthe Proponent. This includes the acknowledgement of all addenda received as perAppendix A, item 4. (Mandatory)

(iii)

Form 2(Policy to Exclude Bids from External Parties involved in the Preparation orDevelopment of a Specific Call/Request)completed as indicated (Mandatory)(iv)

Form 3(Restrictions on the Hiring and use of Former City of Toronto ManagementEmployees for City Contracts)completed as indicated, if applicable.

(v) Form 4(Environmentally Responsible Procurement Statement)completed asindicated, if applicable.

Note: Forms 1 to 4 are provided in Appendix C.

d) Should consist of one (1) original Form 6 (Declaration of Compliance with Anti-Harassment/Discrimination Legislation & City Policy) completed and submitted as indicatedon the form, if applicable. Note: Form 6 is provided in Appendix C;

e) must be completed in a non-erasable medium and signed in ink;

f) must not include:i) any qualifying or restricting statements;ii) exceptions to the terms and conditions of the RFP that have not be approved through an

addendum; oriii) additional terms or conditions.\

g) Should include one (1) original and six copies Form 8 (Firm Experience with similar Projects inthe Last Seven Years, Summary) included in the body of the document (Mandatory). This formwill be found in Appendix D)

h) Proponents must have attended the mandatory site / information meeting as per section 2

i) Two-Envelope System

The documentation for the Cost of Services Submission:

i) Must be PACKAGED AND SEALED IN A SEPARATE ENVELOPElabeled Cost ofServices (submissions made by fax, telephone, electronic message or telegram will not beaccepted) displaying a full and correct return address;

ii) Must consist of One (1) original, clearly marked as such on its first page, and Two (2)copies of Appendix D (Price Detail Form) completed as indicated.

No cost information shall be included in the body of the technical portion of the Proposal or it will berejected.

k) Must be delivered no later than the Closing Deadline to:Chief Purchasing OfficialPurchasing and Materials Management Division18thFloor, West Tower, City HallToronto, ON, M5H 2N2

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Delays caused by any delivery service (including Canada Post and courier) shall not be groundsfor any extension of the Deadline, and Proposals that arrive after the Deadline will not beaccepted.

5.3 Proposal Content

The Proposal should contain the following items:

Letter of Introduction Introducing the Proponent and signed by the person(s) authorized to sign onbehalf of and to bind the Proponent to statements made in response to this RFP. This should contain thesame signature as the person signing the submission forms.

Table of Contents Include page numbers and identify all included materials in the Proposalsubmission.

Subsection 1 Executive Summary

Provide a summary of the key features of the Proposal.

Subsection 2 Proponent Profile,

1. To permit the Proponent to be evaluated fully as a viable and sound enterprise, include thefollowing information with respect to the Proponent, and if applicable, for each consortium

member, A profile and summary of corporate history including:

date company started;

products and/or services offered;

total number of employees;

major clients; and

business partners and the products/services they offer;

2. If the Proponent is a member of a consortium, provide a description of the relationship(s) betweenconsortium members. Please note section 2 of Appendix A regarding consortiums and therequirement that there be a single Proponent

Subsection 3 Experience and Qualifications of the Proponent

It is important that the Work be undertaken by a Proponent who can demonstrate specific knowledge of,and experience in performing similar work for projects of comparable nature, size and scope. Inparticular, the Proponent should demonstrate the following in its Proposal:

(a) Experience of the Proponent with other similar projects

(b)

Necessary skills, experience and expertise in the design and delivery of the proposed totalSolution, and, based on these skills, experience and expertise, how they will ensure thatthe proposed goods and services are appropriate for the use to be made of them as set outin this RFP.

(c)

Provide up to four (4) examples of completed public or private projects, for the purposeof evaluating the Proponents experience and track record of success. Note that the Cityprefers examples that are similar to the solution being proposed in response to this RFP.For example, solutions for the municipal/public sector, solutions with a publicconsultation component, projects demonstrating heritage and cultural landscape design,projects with a unique and innovative seating component, and projects of similar size,scale and complexity. Each example should include the following information, usingSubmission Form 7 (Firm Experience with Similar Projects in the Last 7 Years,Summary):

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name of project

the client organization

a contact name and title, address and telephone number

a description of the project

the timing and duration of the Vendors involvement in the project

the services that were provided by the Vendor

date the project was completed

project budget

Each project description should include a brief written description with the followingpoints:

why this project is relevant to this assignment

project challenges and issues

how this project demonstrates design innovation and excellence

how this projects community engagement process is relevant to this assignment

implementation/cost control considerations

Please note that where the skills/expertise/experience are being provided by a subcontractor or other legalentity apart from the Proponent, a Proposal that does not include the information requested in thisSubsection 3 for each such subcontractor or other entity will not be awarded full marks during theevaluation process. In providing references, Proponents agree that the City can contact the individualsprovided as part of the evaluation process. The City will make its own arrangements in contacting thereferences. Substitution of references will not be permitted after the close of the RFP.

Subsection 4 Proposed Staff Team and Resources

1. It is important that the work be undertaken by a team who can demonstrate specific knowledge of,and experience in performing similar work for projects of comparable nature, size and scope. In

particular, the Proponent should provide the following in its Proposal:

a)

A list of key staff that the Proponent would propose to use for this work together with theirprofessional qualifications, related project experience and an indication of their duties andresponsibilities on this particular project.

Key staff should include the following, but not be limited to:

Landscape Architect (full member in good standing with the OALA)\

Public Consultation Facilitator

Terrestrial Ecologist/Biologist or Ecological Restoration Professional

Coastal Engineer/Riparian Design Specialist

Architect

Structural Engineer

Mechanical Engineer

Civil Engineer

b) Include strategies and individuals that can fulfill the roles and responsibilities for any unforeseenevents requiring replacement of team members.

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c) Resumes for proposed individuals are to be included as an Appendix to the Proposal.

d)

Provide a statement of any conflict of interest, if applicable. Refer to Appendix A RFP ProcessTerms and Conditions for information relating to conflicts of interest.

Note: The Proponent should submit signed consent forms authorizing the disclosure of personalinformation to the City, or its designated agent(s), for any resumes that are submitted; however, the

Proponent will accept all liability if signed consent forms and resumes are not disclosed to the City.

It is important that key project individuals (i.e. major areas of responsibility) be named, withaccompanying indication of guaranteed availability. Continuity of key personnel will be required, with acontractual obligation for substitutions only with full written approval of the City.

Subsection 5 Project Understanding

Provide a statement of your understanding of the assignment and the design and consultation approachthat your team intends to apply. This statement should include

a) a clear and readable statement of understanding

b) a response to the site and its context

c)

design understanding and philosophy for this assignment

d) approach to communications and community consultation for this project

e) special skills that the team offers to ensure a successful project, and

f) key areas of the project that the proponent believes are critical for success.

The statement of project understanding shall be in written format, and may be supplemented withphotographs and images.

Subsection 6 Work plan and Deliverables

It is important that the project is started and completed in an efficient and effective manner. The

Proponent is to provide:1. A detailed work plan indicating the project method, , tasks, and deliverables.

2. An estimated overall timeline and schedule of the project, including an indication of howsoon you could commence work. A Gantt chart presentation is preferred.

3. Key dates for major deliverables should be clearly defined in the Proponent's detailed workplan.

4.

For each task and deliverable, provide sufficient detail for the reviewers to evaluate the valueof the effort expended by proposed project team staff over the duration of the project.

5. Proposed project staffing over the assignment period should include numbers byclassification for key staff as well as all other staff.

6.

State assumptions regarding roles and involvement of City staff and the estimated amount oftheir time involvement.

Please note that where the skills/expertise/experience are being provided by a subcontractor or other legalentity apart from the Proponent, a Proposal that does not include the information requested in thisSubsection 3 for each such subcontractor or other entity will not be awarded full marks during theevaluation process. In providing references, Proponents agree that the City can contact the individualsprovided as part of the evaluation process. The City will make its own arrangements in contacting thereferences. Substitution of references will not be permitted after the close of the RFP.

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Sub-Section 7 Cost of Services

To be submitted in the Cost of Services envelope as per section 5.2 j) above.

In the event of mathematical errors found in the pricing pages, the unit prices quoted shall prevail.Extensions and totals will be corrected accordingly by City staff and adjustments resulting from thecorrection will be applied to the Total Lump Sum Price quoted.

Prices submitted in a Proposal are to be firm for the duration of the RFP process and the term of anyresulting Agreement.

All prices must be stated in Canadian currency. The Proponent shall assume all currency risk.

The City shall not be responsible for any additional costs.

The Proponent shall be solely responsible for all costs including but not limited to, wages, salaries,statutory deductions and any other expenses and liabilities related to its own personnel, andsubcontractors and suppliers and their respective personnel.

The Proponent shall be solely responsible for any and all payments and/or deductions required to be madeincluding, but not limited to, those required for the Canada Pension Plan, Employment Insurance,Workplace Safety and Insurance, and Income Tax.

All invoices must clearly show HST as a separate value and HST "registrant" number.

Without restricting the generality of the foregoing, the Proponent acknowledges that, if it is a non-residentperson, payments to the Proponent, as a non-resident person, may be subject to withholding taxes underthe Income Tax Act (Canada). Further, unless the Proponent, as a non-resident person, provides the Citywith an official letter from Canada Revenue Agency waiving the withholding requirements, the City willwithhold the taxes it determines are required under the Income Tax Act (Canada).

A. Core Pricing

The Proponent must complete and submit the Price Detail Form located in Appendix D SupplementarySubmission Forms.

The total price quoted must include all labour, profit, other overhead, materials, equipment, licences,analysis, travel, accommodations, communication, transportation and delivery costs (courier, longdistance charges, and so on), staff time, City/Vendor meetings (as and where deemed required by theCity), disbursements and any/all other operational costs and fees associated with the Services, excludingall applicable taxes. The City shall not be responsible for any additional costs.

Bidders that do not fully complete this form (such as leaving lines blank), or have unclear answers (suchas "n/a" or "tbd", included, dashes or hyphens) will be disqualified. Prices that are intended to be zerocost/no charge to the city are to be submitted in the space provided in the price schedule as "$0.00" or

"zero".A Design Contingency Allowance totalling $25,000.00 is to be included in the Core Pricing as itemised inthe Pricing Detail form. This amount represents an estimated allowance for any additional extraunforeseen work, if required, for the duration of the project, and will be spent as authorized by the City ofToronto.

B. Taxes

Harmonized Sale Tax (HST) is to be applied to the prices submitted as specified in the relevant sectionsof the call document or in the Price Schedule provided in the call.

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HST for the supply and delivery of materials/goods is to be shown as additional/separate line items on thePrice Schedule and any subsequent invoices.

C. Payment Terms and Discount Schedule

1. Propose payment terms for Core Pricing. The Citys standard payment terms are 60 days from thereceipt of the invoice. The final payment terms may be subject to further negotiation.

2. Propose any prompt payment discount terms.

If all the correct billing information has been indicated on the invoice, and no acceptable discount forearly payment has been offered, the City will endeavour to pay within the vendor's terms from the receiptdate of the invoice in Corporate Accounts Payable Unit - Metro Hall, 55 John Street, 14th floor.

Payment terms should be clearly indicated on the invoice including early payment terms.

The City will consider offers of early payment discount terms. Discounts will only be taken when earlypayment discount terms are met from the receipt date of the invoice in the Corporate Accounts Payableunit.

Note: Discount terms for early payment cannot be earlier than 15 days from the receipt date of theinvoice by the City of Toronto, Accounting Services Division, and Corporate Accounts Payable unit.

City of Toronto offers secure electronic deposit payments directly to your bank account through ourDirect Deposit program. For more information and/or to enroll for this payment option, please emailus at [email protected] or contact our AP Customer Service Desk at [email protected] 416-397-5235.

To support an electronic payable environment, the City of Toronto Corporate Accounts Payable unit willaccept electronic vendor invoices submitted via email at [email protected]. Note: Electronicinvoices submitted must be in a PDF format as an attachment. If you have any questions regarding thisprocess, please contact our AP Customer Service Desk at [email protected] 416-397-5235

D. City of Toronto's Invoice and billing requirements

To assist in prompt payment, it is essential that all required billing information is provided on theinvoice submitted to the City of Toronto. If the billing information is missing from an invoice itwill result in a payment delay and the invoice may be returned to you without payment.

It is the Vendor's responsibility to submit correct invoices for payment of goods /servicesdelivered to the City of Toronto Divisions. If an incorrect invoice is submitted, the vendor willbe requested to issue a credit note and submit a new invoice. If the invoice in question offered anearly payment discount, the re-issue date of the new invoice will be used to calculate the earlypayment discount terms.

1) Exceptions

The standard invoice billing requirement must be followed with the exception of vendor invoicesrelated to an approved capital project subject to construction lien holdbacks only. Billingrequirement direction will be provided by the contract custodian or city divisional designate.

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2) Electronic Invoices

To support an electronic payable environment, the City of Toronto Corporate Accounts Payableunit will accept electronic vendor invoices submitted via email to [email protected] .Electronic invoices submitted must be in a PDF format with one invoice per attachment.

Note: Do not send statements or past due invoices to this email address, only current invoiceswill be accepted. Do not send hard copy invoices to Corporate Accounts Payable if you have

submitted an electronic invoice. If you have any questions regarding this process, please contactAP Customer Service at 416-397-5235 and follow the prompts.

1.1 Billing Requirements

(1) All original Vendor invoices must beaddressed and be sent DIRECTLYto:

City of TorontoAccounting Services DivisionCorporate Accounts Payable55 John Street14th Floor, Metro HallToronto, ON

M5V 3C6

(2) Invoice/s submitted to the City of Toronto must have complete ship to information including:

I.

Name of City Division,II. The City Divisions contact name and phone number (the person ordering or picking up

the goods and/or services),III. Delivery location of goods and/or services (excluding pick-up order),IV. Purchasing document information on the invoice (blanket contract number, contract

release order number (CRO) purchase order (PO) or Divisional Purchase Order (DPO), orSchedule "A" must be clearly indicated on the invoice. (*This purchasing number shouldbe provided by City staff at the time of order*)

Invoices that do not contain the required billing information may be returned withoutpayment to the vendor for correction.

(3)

City purchases with the use of a credit card/PCard, are NOT to be sent to Corporate AccountsPayable. These invoices are considered paid.

(4) Vendors are encouraged to provide packing slips and/or goods receipt confirmations directly tothe ordering Division for goods/services delivered.

(5) Vendors are to provide backup documentation directly to the ordering Division, not CorporateAccounts Payable.

1.2

Contract Release Order for Contract Purchases

A request for delivery in the form of a Contract Release Order (CRO) will be issued for eachpurchase against a contract.

All invoices submitted for payment of contract goods/services must contain:

I. Blanket Contract NumberII. Contract Release Order Number (CRO)

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Under no circumstances are Contract Release Orders to be filled for commodities or servicesthat are not included on a Contract.

The total value estimated on a Contract including all charges, excluding any applicable taxes, isnot to be exceeded without authorization.

A Contract shall not be valid once the specified period has elapsed unless an extension has beenrequested by the City.

The City, in its sole discretion, has the right to terminate a contract prior to the expiration of theterm without cause or penalty, provided the Total Value Estimated as specified on the ContractOrder has been reached.

1.3 Discount Terms

The City will consider offers of early payment discount terms. If correct billing information hasbeen indicated on the invoice, it is the Citys policy to pay within vendors discount terms fromthe receipt date of the invoice in the Corporate Accounts Payable unit Metro Hall, 55 JohnStreet, 14th Floor.

Early Payment terms should be clearly indicated on the invoice.

Note: Discount terms for early payment cannot be earlier than 15 days from the receipt date ofthe invoice by the City of Toronto, Corporate Accounts Payable unit.

1.4 Direct Deposit

City of Toronto offers secure electronic deposit payments directly to your bank account throughour Direct Deposit program. For more information and/or to enroll for this payment option,please email us at [email protected] or contact the Direct Deposit program line at 416-392-9736 and follow the prompts.

Effective January 1, 2014, all new contracts for existing or new vendors must be enrolled in the

Direct Deposit program.

1.5

Statutory Holdback

The City of Toronto will administer and retain a 10% statutory holdback on all progressinvoices/payments, including invoice/payment for services provided by Sub-Consultants retainedby the Bidder. The City's Senior Project Coordinator will certify and issue a Certificate ofCompletion of Work when the work is complete. Holdback funds will be released in accordancewith the Construction Lien Act. The Bidder may be required to publish the completion in theDaily Commercial News, to advertise for potential lien registration. Refer to the attachedSchedule SD-1 and SD-2.

Section 8 Cost Control

1.

Submit a proposed methodology for Proponents resource planning, cost estimation, cost budgeting,and cost control measures. The Proponent should clearly demonstrate the cost control measures thatit will implement to ensure that the Lump Sum or Upset Limit for the Services will not be exceeded.

2. In describing the cost control measures, do not refer to or include the pricing contained in the Cost ofServices envelope. Cost control measures are those management processes used to control cost.Including pricing information in technical portion of the submission will result in the Proposal beingrejected.

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APPENDICES

APPENDIX A

RFP PROCESS TERMS AND CONDITIONS

1. Proponents Responsibility ............................................................................................... 312. Prime Proponent ............................................................................................................... 31

3. City Contacts and Questions ............................................................................................. 31

4. Addenda ............................................................................................................................ 32

5. Exceptions to Mandatory Requirements, Terms and Conditions...................................... 32

6. Omissions, Discrepancies and Interpretations .................................................................. 32

7. Incurred Costs

Humber Bay Park Request For Proposal

Documents

Transcript of Humber Bay Park Request For Proposal