REQUEST FOR PROPOSAL MULTI-USE SPORTSPLEX FEASIBILITY ... RFP Multi Use Sportsplex... · The...

The Corporation of the

Town of Tecumseh

REQUEST FOR PROPOSAL

MULTI-USE SPORTSPLEX

FEASIBILITY STUDY AND BUSINESS PLAN

July 2015

* * *

The Corporation of the Town of Tecumseh 917 Lesperance Road

Tecumseh, ON • N8N 1W9 Phone (519) 735-2184

Facsimile (519) 735-6712 www.tecumseh.ca

http://www.tecumseh.ca/

RFP - Multi-Use Sportsplex Feasibility Study & Business Plan

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Multi-Use Sportsplex

Feasibility Study & Business Plan

2015

TABLE OF CONTENTS

Section Page A Information for Applicants 4

B Services 8


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SECTION A – INFORMATION FOR APPLICANTS Page

1. Proposal Name 4 2. Scope of Work 4 3. Site 4

4. Closing Time and Date 4 5. Proposal Opening 5 6. Contact Person 5 7. General Terms & Conditions 5 8. Schedule of Events 7 9. Selection Process 7

10. Confidentiality 7


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SECTION A – INFORMATION FOR APPLICANTS

1. PROPOSAL NAME

This Request for Proposal will be referred to as the “RFP - Multi-Use Sportsplex Feasibility Study & Business Plan.”

2. SCOPE OF WORK

The Town of Tecumseh (Town) wishes to retain the services of a consulting firm to complete a study to determine the need for, and feasibility of, a multi-use Sportsplex that can accommodate a variety of recreation and wellness facility components, and support a wide range of leisure and related health activities and programs. In addition the consultant will provide a business case for the proposed facility based on the information gathered in the feasibility study.

3. SITE

The proposed site for the Multi-Use Sportsplex is as an attachment to the Tecumseh Arena which is located at 12021 McNorton St. Tecumseh ON N8N 3Z7. See Appendix A for a diagram of the property. Any proponent wanting to visit the site can do so by arrangement with the Town Contact (see Part 6 following).

4. CLOSING TIME AND DATE

Proposal Documentation Proposal and Fees and Expenses Schedule should be submitted as per requirements of SECTION B – Services, Part 5 PROPOSAL FORMAT. Facsimile (fax) or e-mail responses for this RFP will NOT be accepted.


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Proposal Submission Proposals must be received at Town Hall no later than 2:00 p.m. on Thursday, July 23, 2015. Proposals should be returned in a sealed envelope marked:

“RFP - Multi-Use Sportsplex Feasibility Study & Business Plan”

At the following address:

The Corporation of the Town of Tecumseh 917 Lesperance Road Tecumseh, Ontario N8N 1W9 Attention: Laura Moy, Director Staff Services/Clerk

Any proposal received after the specified closing time will be returned unopened.

5. PROPOSAL OPENING

The opening of the Proposals shall commence at 2:05 p.m. on Thursday, July 23, 2015, unless the Clerk or designate postpones the start to some later hour, but the opening shall continue once started, until the last bid is opened.

As this is a Proposal document for which a number of criteria will be evaluated, only the names of the Proponents will be disclosed at the opening.

6. CONTACT PERSON

Inquiries should be directed to: Mr. Paul Anthony Director Parks & Recreation Services Phone: (519) 735-4756 ext. 423 Fax: (519) 735-6712 [email protected] If, as a result of questions or visits, it is felt additional information is required, an addendum to the proposal call will be issued.

7. GENERAL TERMS AND CONDITIONS

This RFP is subject to the Town’s Procurement Policies and Procedures as outlined in the Town’s Purchasing By-Law 2006-03.

mailto:[email protected]


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If a Proponent discovers any inconsistency, discrepancy, ambiguity, error, or omission in this RFP, they must notify the Town immediately in writing. It shall be the Proponent’s responsibility to clarify any points in question with the Contact Person of the Town prior to submitting the proposal. Responses to inquiries will be forwarded to all proponents. RFPs must be signed by the person authorized to sign on behalf of the Proponent and bind the Proponent to statements made in the response to this RFP. The Town reserves the right to:

1) Cancel the Proposal call and not accept any Proposals at all and/or re-issue the proposal in its original or revised form.

2) Reject any Proposals that fail to comply with the response requirements. Adherence to the response requirements is required to ensure an effective evaluation of all Proposals.

3) Negotiate terms and specifications/scope of work with the preferred Proponent after the selection review process.

4) If an agreement cannot be negotiated, the right to negotiate with any other Proponent.

5) Select the appropriate Proponent based on the most qualified proposal, in accordance with the criteria specified

6) Request any Proponent to clarify the submitted proposal, or to supply additional material deemed necessary to assist in the selection process

The lowest or any RFP will not necessarily be accepted. In submitting a Proposal, the Proponent acknowledges the Town’s right to accept other than the lowest fee Proposal and expressly waves all rights for damages or redress as may exist in common law stemming from the Town’s decision to accept a Proposal which is not the lowest fee Proposal, if it is deemed to be in the Town’s best interest to do so.

The Town has outlined the requirements herein in as much detail as is currently known. Please provide any questions, additional information, or suggestions that will aid the Town in the selection process. The Town, or any of its associated entities, shall not be obligated in any way to the respondent’s response to this document. Respondent’s costs related to the preparation of a response to the document shall be entirely the responsibility of the respondent. Expenses of any nature incurred by the respondent prior to the signing of an agreement or contract shall be the sole responsibility of the respondent and may not be charged to or claimed from the Town or its associated entities in any manner, shape or form.


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8. SCHEDULE OF EVENTS The following schedule is provided for planning purposes only. The Study Committee reserves the right to adjust the above dates if deemed necessary.

Event Date Release of RFP July 7, 2015 Inquiries July 8 - 20, 2015 Due Date of Responses July 23, 2015 Assessment of Proposals July24 – Aug 7, 2015 Selection of Successful Response September 8, 2015 Submission and Acceptance of Work Plan Following Council approvals Draft Report To be negotiated Final Report and Invoice To be negotiated

9. SELECTION PROCESS

The Study Committee will consist of Town staff members and will evaluate the Proposals based on the following criteria:

1. Respondents Experience and Qualifications (including staff team)

2. Proposed Approach and Methodology

3. Work Plan and Deliverables

4. Pricing

The Study Committee upon review of all proposals will then recommend its choice to Council for approval.

10. CONFIDENTIALITY The Town and the Proponent agree that the content of each response to this RFP will be held in the strictest confidence and details of any response will not be discussed with any other party. By submitting a response to this RFP, each Proponent agrees to disclose only information subject to the Freedom of Information and Privacy Act. The Town agrees to notify the Proponent should a request for information be received.


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SECTION B - SERVICES Page 1. General Conditions 9 2. Project Description 14 3. Project Deliverables 16 4 Requirements 19 5. Proposal Format 20 6. Proposal Evaluation Process and Award 21 7. General 22


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SECTION B – SERVICES 1. GENERAL CONDITIONS

The following section forms an integral part of this RFP and must be considered in completing a response to this Proposal.

1.1 CLAUSES AND CONDITIONS

The Proponent must agree to abide by all the clauses and conditions laid out in this Proposal.

1.2 AGREEMENT

Should the Proponent’s Proposal be acceptable to the Owner then the Proponent shall enter into agreement with the Owner.

1.3 DEFINITIONS

Wherever the words “Owner”, “Town” or “Municipality” are used in these documents, it shall be understood that it means The Corporation of the Town of Tecumseh as represented by the Director of Parks and Recreation. Wherever the words “satisfactory”, “approved”, “adequate”, “suitable”, or similar words or phrases are used in these documents, it shall be understood that they mean, unless the context provides otherwise, “satisfactory to the owner”, “approved by the owner”, “adequate to the owner’s satisfaction”, “suitable to the owner”, etc. Whenever the words “Request for Proposal” or “Proposal’ are used it shall mean and include the agreement to do the work entered into with the Town of Tecumseh, the Response Requirements, the General Conditions, the Terms of Reference, the Proposal and other documents referred to or connected with the said Request for Proposal. Whenever the word “Successful Proponent” is used it shall mean the individual, firm, or company to whom a contract is awarded, pursuant to this RFP, by the Town of Tecumseh. Whenever the singular or masculine is used in this document, it should be considered as if the plural or feminine has been used where the context so requires.


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1.4 WITHDRAWAL Proposals may be withdrawn at any time prior to the closing date and time at the Proponent’s discretion. Withdrawal notification must be in written form, signed and must be submitted to the Clerks Department, 917 Lesperance Road, Tecumseh, ON N8N 1W9, Attention: Laura Moy, Director Staff Services/Clerk. No facsimile, telegrams, or telephone calls will be accepted. After the official closing date and time, all Proposals received shall be irrevocable.

1.5 AWARD OF CONTRACT

The award of this contract is subject to approval by the Town Council and such approval is to be finalized no later than sixty (60) days after the Proposal closing. This condition is for the benefit of the Town only and may be waived by the Town at any time. In no event will the successful Proponent be permitted to alter or withdraw the bid during that time period. Should the contract not be approved by Town Council, the Town reserves the right to reject all Proposals.

1.6 INSURANCE

1.6.1 COMPREHENSIVE GENERAL

The successful Proponent shall, at their expense, obtain and keep in force during the term of this contract, Comprehensive General Liability Insurance satisfactory to the Town, including the following:

i) Have a limit of comprehensive general liability of not less

than $2,000,000.00 inclusive for any occurrence.

ii) Be comprehensive liability insurance covering all operations and liability assumed under this agreement with the Town.

iii) Include insurance against liability for bodily injury and property damage caused by vehicles owned by the Contractor and used on the work, and in addition, shall include insurance against liability for bodily injury and property damage caused by vehicles not owned by the Contractor and used on the work. Each such insurance shall have a limit of liability of not less than $2,000,000.00 inclusive for any one occurrence. A “vehicle” shall be as defined in the Highway Traffic Act.

iv) Be endorsed to provide that the policy or policies will not be altered, cancelled, or allowed to lapse without sixty (60) days prior notice to the Town.

v) Name the Town and the Municipality wherein the work is to


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be undertaken as insured parties.

1.6.2. PROOF OF INSURANCE

The successful Proponent shall provide, together with its executed agreement, a certificate(s) of insurance or certified copy(ies) of the above referred to policies, satisfactory to the Town together with proof of renewal at least ten (10) days prior to expiry. Provided that a certificate is given, all requirements as above set forth must be shown on said certificate and notwithstanding the provision of any certificate, the Town may require that the successful Proponent provide a certified copy of the policy.

1.7 WORKPLACE SAFETY & INSURANCE

The Proponent shall furnish evidence of compliance with all requirements of the Workplace Safety and Insurance Act and the Workplace Safety and Insurance Board. Such evidence to include a certificate of good standing issued prior to the execution of the Contract, and a further certificate issued annually on or before the anniversary date of each year.

1.8 COMPLIANCE WITH LAWS, REGULATIONS AND POLICIES

The Proponent shall comply with all labour, police, health, environment, sanitary and other laws and regulations imposed by public bodies having jurisdiction during the Term. The Proponent shall be, or shall become, familiar with all such laws, regulations and policies which in any manner affect the performance of the Contract, those engaged or employed in the work, or affect facilities or equipment used in the work, or which in any way may affect the conduct of the work and no plea of misunderstanding will be considered on account of ignorance thereof. Without limiting the generality of the aforesaid, it shall be the Proponent’s responsibility to comply with:

i) Environmental Protection Act and Regulations; ii) Workplace Safety and Insurance Act; iii) Occupational Health and Safety Act; iv) Safety or other Policies established by the Authority or the Town; v) Construction Lien Act and Regulations; vi) Ministry of Transportation Regulations including the Commercial

Vehicle Operating Regulations; and vii) Electrical Safety Authority.

The Proponent shall indemnify and hold harmless the Town and its


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employees against and from all suits or actions arising from any Health and Safety violations as well as the cost to defend such charges as a result of any violation. The Proponent shall comply with all applicable municipal, provincial and federal laws pertaining to the Proponent’s services provided herein to the Town including, without limiting generality, all labour, police, health, environmental, public health and sanitation laws and regulations imposed by public bodies having jurisdiction over such matters. Please be advised that the Owner has a Policy on Health & Safety. The successful contractor is requested to ensure that employees are advised and have a sound knowledge of this policy

1.9 SAFETY AND FIRST AID

Without limiting the generality of Section 1.8 “Compliance with Laws, Regulations and Policies”, the successful proponent shall:

1.9.1 Provide and maintain the necessary items and equipment as

called for under the First Aid Regulations of the Workplace Safety and Insurance Act and the Occupational Health and Safety Act.

1.9.2 Comply with requirements of Workplace Hazardous Materials

Information System (WHMIS) regarding use, handling, storage and disposal of hazardous materials; and regarding labeling and provision of material safety data sheets acceptable to Labour Canada and Health and Welfare Canada. Deliver copies of WHMIS data sheets to the Town on delivery of materials.

1.9.4 Take all necessary precautions to ensure the continuous safety of

any contract workers, the owner and general public at large on the Owner’s property.

1.9.5 Provide the company’s Health and Safety Policy prior to

commencement of the agreement.

1.10 MINISTRY OF LABOUR SITE VISIT

In the event of a site visit from the Ministry of Labour and in the event this Ministry of Labour person gives written warning to any contravention to the Occupational Health and Safety Act, a written copy is to be given to the Town of Tecumseh


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1.11 ACCESSIBILITY FOR ONTARIANS WITH DISABILITIES ACT The successful proponent shall ensure that all its employees, agents, volunteers, or others for whom the Proponent is legally responsible receive training regarding the provisions of the goods and services contemplated herein to persons with disabilities in accordance with Section 6 of Ontario Regulation 429/07 (the “Regulation”) made under the Accessibility for Ontarians with Disabilities Act, 2005 as amended (the “Act”). The Proponent shall ensure that such training includes, without limitation, a review of the purpose of the Act and the requirements of the Regulation, as well as instruction regarding all matters set out in Section 6 of the Regulation. The Proponent shall submit to the Town, as required from time to time, documentation describing its customer service training policies, practices and procedures and a summary of its training program, together with a record of the dates on which training was provided and a list of the employees, agents, volunteers, or others who received such training. The Town reserves the right to require the Proponent to amend its training policies to meet the requirements of the Act and the Regulation.

1.12 INDEMNIFICATION

The successful Proponent shall indemnify and save harmless the Town and their employees from all actions, suits, claims and demands whatsoever which may arise directly or indirectly by reason of a requirement of this Agreement, save and except for damage caused by the negligence of the Town or their employees.

1.13 ASSIGNMENTS

The successful Proponent shall not assign, transfer, or sublet this contract or any part thereof without the written consent of the Town. This contract and everything therein contained shall be binding upon the parties hereto, their respective successors and assigns.

1.14 INTERPRETATION Should a dispute arise regarding the meaning or intent of the contract documents, the decision of the Owner shall be final.

1.15 VERBAL ARRANGEMENT In all cases of misunderstandings and disputes, verbal arrangements will not be considered. The successful Proponent must produce written authority in support of their contentions and shall advance no claim in the


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absence of such written authority, or use, or attempt to use, any conversation with any parties against the Town, or in prosecuting any claim against the Town.

1.16 FAILURE TO PERFORM If the successful Proponent fails to provide the services agreed, within the

time specified, the Town reserves the right to cancel the contract and obtain services from alternate sources.

2. PROJECT DESCRIPTION

2.1 PROJECT RATIONALE

The development of a Feasibility Study & Business Plan for a proposed new Multi-Use Sportsplex to be attached to the Tecumseh Arena.

2.2 PHASE ONE: FEASABILITY STUDY

The successful consultant will study and report conclusions on, after holding public, user groups and staff input sessions, the feasibility of a new indoor Multi-Use Sportsplex, including programming space. Assessment to include:

i) Feasibility of new Multi-Use Sportsplex; ii) Optimum size of indoor playing surface; iii) Development of proposed uses for facility; iv) Listing of amenities for facility; v) Development of a list of potential users; vi) Development of a Concept Plan laying out potential components

of the site and building. The concept plan will include a conceptual floor plan layout;

vii) Parking and space requirements; viii) Estimated capital cost; ix) Identify potential funding partners; x) Implementation Plan.

2.3 PHASE TWO: BUSINESS PLAN

i) Business concept description; ii) Defined target market; iii) Strategic Action Plan relevant key market research; iv) Revenue Projections; v) Human Resources (Staffing) Plan; vi) Operating Plan.


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2.4 SPECIFIC RQUIREMENTS OF THE STUDY

2.4.1 PHASE ONE: FEASIBILITY STUDY

The specific activities to be undertaken by the successful consultant in conducting Phase One: Feasibility Study will include, but not necessarily be limited to, the following:

i) Obtain existing information and data that is relevant and will be used in the study. Some of this can be obtained from Tecumseh Soccer Club, Tecumseh Minor Baseball Club, Tecumseh Thunder Baseball Club, McAuliffe Park Sports Club, St Mary’s Park organization and Town of Tecumseh Staff.

ii) Hold Public Information Sessions to obtain, other than listed

above, user groups, potential partners and residents ideas for a facility.

Develop Strategic Partnership Plan which outlines:

i) Participants / Proponents a. Identify organizations and institutions. b. Outline the perceived capability experience and

demonstration of need as it relates to this project.

ii) Nature of Partnership a. Address individual needs, wants and desires. b. Address intended utilization periods, duration and type. c. Document the objectives, intended results and activities. d. Comment on the compatibility between each proponent

partner and the Town of Tecumseh.

iii) Financial Matters a. Document how each partner intends to contribute

financial, human, or material resources related to the implementation and/or operation of the project.

b. Identify the appropriate organizational and management structure. Identify the various governance models that may be suitable in a potential partnership approach with the Town of Tecumseh.

iv) Development of Concept Plan a. Prepare a conceptual site plan showing location, access,

service, existing buildings, parking, lighting and related existing outdoor facilities.


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b. Prepare a conceptual floor plan of facility. c. Capital construction estimate based on the concept plan.

2.4.2 PHASE TWO: BUSINESS PLAN

At this stage the components of the Feasibility Study are complete and the focus shifts to implementing the project as a marketable entity. The Consultant will prepare guidelines for the operating and marketing of the recommended facility including, but not limited to, the following:

i) An operating plan for each of the major components of the

facility, including part time staffing requirements for programming and maintenance.

ii) A marketing strategy and plan for market entry of the facility. iii) Revenue and operating expenditures including a proposed

fee schedule. iv) Recommendations on integrating the marketing with other

Town facilities. v) Marketing the facility for other events (e.g. conferences,

small trade shows, etc.). vi) Development of a recommendation for a proposed joint

operation with the existing twin pad arena, including organization, staffing and management.

vii) The Consultant will also insure the Business Plan is suitable for securing public and private sector financing.

3. PROJECT DELIVERABLES

The project deliverables and meeting, defined below, are the minimum requirements for the execution of the study. Should the respondent feel that it is desirable to produce additional information, these should be described explicitly in the proposal:

i) Work Plan ii) Invited/Public Session Plan iii) Draft Report iv) Final Report


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Where meetings are planned to review the deliverables, the respondent shall allow for a minimum of one (1) week between the date when the deliverable is available for circulation and the date of the meeting.

3.1 WORK PLAN

Upon notification that a respondent is the successful bidder, and before commencing the project, the respondent shall prepare a Work Plan, which shall take the form of a detailed description of the steps to be followed in the study process. This plan will indicate the sequencing and staging of tasks, key decision points, the expected completion date for each task and the interrelationship between the completion of the tasks and the preparation of the project deliverables. The Work Plan shall be delivered to the Study Committee on behalf of the Town of Tecumseh and a meeting scheduled for review and approval of the Work Plan prior to commencing work.

3.2 DRAFT REPORT

The respondent shall prepare a Draft Report for general circulation and review by the Study Committee at the completion of each phase. After the review by the Study Committee of the Draft Report, a complete Final Report shall be prepared. The Draft Report shall be considered a “dry run” for the Final Report – all topics to be covered by the Final Report shall be addressed, and the Draft Report shall not be prepared until study work is sufficiently far advanced that no significant new information will be introduced between the Draft Report preparation and preparation of the Final Report.

3.3 FINAL REPORT

The respondent shall prepare the Final Report for acceptance by the Study Committee following a thorough review of the Draft Reports and satisfactory resolution of all issues raised during the review period. The Final Report shall include, but not be limited to, the following information:

i) Description of all work undertaken. ii) A detailed analysis of the feasibility of each opportunity identified. iii) A ranking of priority projects for implementation. iv) Recommendations for who should be involved in each opportunity

and how to move the opportunity forward.


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The Phase 1 Final Report – Feasibility Study shall conform to the following components:

A. Executive Summary; B. Needs Assessment; C. Development of proposed uses for facility; D. Optimum size of playing surface; E. Listing of facility amenities; F. List of potential users; G. “Preferred” Building Development Option; H. Conceptual Site Plan; I. Conceptual Architectural Design; J. Capital Costs Estimate; K. Conceptual Implementation Plan; L. Financing requirements and potential funding sources and

opportunities; M. Summarization and conclusion of Feasibility Study.

The Phase 2 Final Report – Business Case shall conform to the following components:

A. Final Report Components

a. Executive Summary b. Organization and Management c. Operational Strategy and Goals d. Operational Requirements e. Operational Plan/Procedures f. Recommendations

B. Human Resources a. Human Resource Plan b. Labour Requirements

C. Market Analysis and Marketing Plan a. Market Size and Growth b. Competition c. Competitive Advantages d. Market Share e. Marketing Strategy f. Pricing Strategy g. Promotion Strategy

D. Financial Plan a. Capital Requirements b. Financial Sources c. Pro Forma Monthly Cash Flow Projection for one (1) year d. Pro Forma Income Statements for five (5) years

E. Implementation Plan for Recommendations a. Preliminary Design;


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b. Immediate Action Plans c. Short and Long Term Action Plans

F. Others as Determined Necessary

3.5 MEETING

The following are mandatory meetings to be attended by the successful respondent:

i) Presentation of the Work Plan to the Study Committee. ii) Facilitated sessions with public and area stakeholders with a

presentation of the finds of Phase One. iii) Presentation of the Draft Report to the Study Committee. iv) Presentation of the Final Report to the Study Committee. v) Presentation of the Final Report to Town Council.

All meetings will be held in the Town of Tecumseh. The respondent shall indicate in the proposal the personnel expected to attend each of the meetings identified above. Other meetings may be required at the discretion of the respondent and/or the Study Committee to satisfactorily execute this RFP and/or Strategy.

4. REQUIREMENTS

4.1 EXPERIENCE

The respondent shall exhibit the required experience that must comprise, but is not limited to, the following:

General:

i) Research and analysis techniques; ii) Facilitation and public presentation experience; iii) Preparation of similar studies in the past; iv) Specific proven knowledge of developing a new indoor sportsplex

and associated sectors.

References:

i) Identify at least three similar projects successfully completed and provide references for each project.

4.2 CONFIDENTIALITY

It is understood that the successful respondent may be required to retain information and copies of the Findings and Resultant Report. However, the


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Findings and Resultant Report is understood to be the property of the Town of Tecumseh and shall remain confidential to the successful respondent and its project team. The respondent shall indicate in the proposal that this is agreed to and upon awarding of the proposal may be requested to sign a document agreeing to this. Prospective bidders may consider forming consortiums thereby building the required skill sets to complete the study.

5. PROPOSAL FORMAT

All respondents must submit six (6) hard page copies and one (1) electronic copy of their proposal containing the detailed information to fulfill the project deliverables, described above, for both Phases 1 and 2. An electronic copy is defined as a compact disc readable in Microsoft format. 5.1 ENVELOPES

The proposal shall consist of two envelopes; Envelop No. 1 is to contain six (6) hard page copies and one (1) electronic copy of the proposal and must include all of the information defined in this RFP. Envelope No.2 is to contain six (6) hard page copies of the Fees and Expenses Schedule and must include all of the information as defined in the RFP.

5.2 FIRM IDENTIFICATION AND CONTACT

Each respondent should provide the full legal corporate name of each corporation identified in the proposal, and the name, title, address, telephone number, facsimile number and e-mail address of the individual to be contacted with respect to the submission. Include the URLs (website address), if applicable.

5.3 PROJECT TEAM EXPERIENCE

The respondent should identify all proposed team members and their role in the project. For each proposed member include:

i) Name and firm association, if different from contact; ii) Role in the project; iii) A brief description of the individual’s qualifications and their

experience both professional and practical; iv) A list of relevant previous assignments and brief description of their

roles; v) Three references for similar projects.


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5.4 COMPREHENSION OF THE ASSIGNMENT

Indicate your understanding of the scope and complexity of the assignment. Indicate the problems/ issues likely to be encountered.

5.5 APPROACH

Describe your methodology, method of research, session plans, any additional reference material and source documentation resources to be used. Describe any other relevant and/or unique attributes of your approach.

5.6 PROJECT PLAN AND SCHEDULE

The respondent should include a proposed project plan including schedule/timetable and deliverables, with the identification of the team member involvement.

5.7 FEES AND EXPENSES

The selected respondent is responsible for any and all costs and expenses incurred while carrying out the terms of the study. The proposal shall specify and state a firm, not-to-exceed price, including total fees and expenses (excluding HST), in order to complete the project. This should be broken down by phase, taking into consideration:

i) Hours by project team members; ii) Hourly rate by project team members; iii) Total charge by project team members; iv) Expenses by major category (i.e. travel, accommodation,

photocopying, long-distance telephone, etc.).

The activities listed in the RFP are the minimum requirements to be undertaken. The respondent may also provide separate pricing on additional requirements that may benefit the Study Committee in meeting their goal. The proposal should include hourly rates for project team members’ time if required to provide additional services over and above those noted in the proposal. The proposal should also include the policy with respect to billings, should the actual time taken be less than that indicated in the proposal.


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6. PROPOSAL EVALUATION PROCESS AND AWARD

6.1 EVALUATION PROCESS

The proposal submission is to consist of two envelopes as described above. Envelope No. 1 shall contain the Technical Proposal and Envelope No. 2 shall contain the Financial Proposal. Upon receipt of each proposal submission, the Study Committee will separate the two envelopes. The Financial Proposals shall remain sealed until the Technical Proposal evaluations are completed. Each Technical Proposal will first be examined to determine if it meets the requirements (i.e., has the information been submitted in the manner specified in Sections 4 and 5 above, and have all the requirements been satisfied?). A determination of non-compliance will result in disqualification of the submission from further consideration, in which case Envelope No. 2 containing the Financial Proposal will be returned unopened. The Technical Proposal will be evaluated as follows:

Experience and Qualifications – 45% Approach – 40 % Overall Impression – 15%

Each Technical Proposal will be scored in accordance with a prescribed guideline, using a minimum and maximum scoring guide. If a proposal does not meet the technical requirements (i.e., scored below the minimum score) then Envelope No. 2 – Financial Proposal will be returned to the respondent unopened. At the conclusion of the Technical Proposal evaluation, Envelope No. 2 containing the Financial Proposals of the respondents at, or above, the minimum acceptable standard will be opened. Following the opening of Envelope No. 2 for each qualified submission, the Financial Proposal will be examined to determine if it meets the requirements. Once completeness of the Financial Proposal has been established, the respondent’s name, total score for the Technical Proposal and total price will be reviewed. The successful respondent will be advised of the conditionally awarded contract.

Once a conditional award is made, any concerns with the proposal that have been brought out by the evaluation may be negotiated with the selected respondent. Final award will be subject to satisfactory submission of the Work Plan.


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Upon notification of the conditional award, the successful respondent shall submit to the Study Committee six (6) hard copies and one (1) digital copy of the detailed Work Plan within ten (10) business days. Failure to provide the Work Plan in a timely manner may result in disqualification and award of the project to another respondent. It is acknowledged that the contents of proposals submitted in response to this RFP are confidential and shall not be released to parties other than the Study Committee. Final selection and summary of evaluations will become part of the public record as distributed to the Town’s stakeholders. Only the name and address of the successful proponent will be released to the unsuccessful respondents after awarding is finalized.

7. GENERAL

7.1 INQUIRIES

Inquires or questions concerning any aspect of this RFP shall be submitted via email to the Town of Tecumseh Contact person (Section A, Part 6.). All inquiries received and responses provided will be available to all potential respondents to the RFP.

7.2 NOTIFICATION

During the period of Friday, July 24, 2015, to Friday, August 7, 2015, submissions will be assessed by the Study Committee and the respondents may be contacted to answer questions or to present their proposal. The successful respondent will be notified in writing by Tuesday September 8, 2015, of the conditional award. The unsuccessful respondents will be informed in writing.

7.3 CONTRACT AWARD

The award of a contract from this RFP is conditional upon the successful respondent entering into an agreement to perform the services and other obligations as required by the RFP. The Study Committee is under no obligation to award a contract. The Study Committee is not obligated to accept the lowest or any of the bids.

7.4 PAYMENT OF FEES

Proponent to provide payment fee schedule in their proposal.


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7.5 NOTICES

TAKE NOTICE that the Study Committee reserves to itself the right to reject any tender submitted by a proponent against whom it has an unresolved claim for damages of any kind but which claim is not in litigation or to reject any submission by any proponent who in like manner, has an unresolved claim against a member of the consortium which claim is not yet in litigation.


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Appendix A

REQUEST FOR PROPOSAL MULTI-USE SPORTSPLEX FEASIBILITY ... RFP Multi Use Sportsplex... · The...

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