TABLE OF CONTENTS

RFP 9118-15-5046
Notice to Potential Proponents...................................................................................................................... 1
Table of Contents .......................................................................................................................................... 2
TERMINOLOGY ............................................................................................................................ 3
1.1
References to Labeled Provisions ....................................................................................... 3
1.2
Definitions .......................................................................................................................... 3
1.3
Interpretation ....................................................................................................................... 4
1.4
RFP Process Terms and Conditions .................................................................................... 4

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1.0

PURPOSE ........................................................................................................................................ 4
2.1
Mandatory Site / Information Meeting ............................................................................... 5
2.2
Background ......................................................................................................................... 5
2.3
Project Budget..................................................................................................................... 7

3.0

SCOPE OF WORK .......................................................................................................................... 8

3.1
Site Inventory and Investigation ....................................................................................... 10
3.2
Public Consultation Program ............................................................................................ 10
3.3
Concept Design & Master Plan......................................................................................... 12
3.4
Phase 1 Detailed Design ................................................................................................ 13
3.5
Tender Documentation and Administration...................................................................... 14
3.6
Contract Administration ................................................................................................... 15
3.7
Phase 1 Management Plan ............................................................................................. 17
3.8
General Administration..................................................................................................... 17

4.0

PROPOSAL EVALUATION AND SELECTION PROCESS ..................................................... 18

4.1
Selection Committee ......................................................................................................... 18
4.2
Selection Criteria .............................................................................................................. 18
4.3
Selection Process .............................................................................................................. 19
4.4
Schedule of Events............................................................................................................ 19
4.5
Clarifications ..................................................................................................................... 19
4.6
Interviews or Demonstrations ........................................................................................... 20
4.7
Evaluation Results ............................................................................................................ 20
4.8
Negotiations and Agreement............................................................................................. 20

5.0

PROPOSAL SUBMISSION REQUIREMENTS .......................................................................... 21

5.1
General Overview ............................................................................................................. 21
5.2
Proposal Documentation and Delivery ............................................................................. 21
5.3
Proposal Content ............................................................................................................... 23

2.0

APPENDICES
Appendix A
Appendix B
Appendix C
Appendix D
Appendix E
Appendix F
Appendix G

RFP Process Terms and Conditions

Agreement Terms and Conditions
Standard Submission Forms
Supplementary Submission Forms
Proposal Evaluation Table(s)
Background Material
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, be
taken as a reference to the correspondingly labelled provision of this Request for Proposal (RFP).
Definitions

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1.2

Throughout 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 issued
by the City to the Vendor with respect to the Services contemplated by this RFP, and shall be deemed to
include 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 Potential
Proponents 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 is
confidential to the City and not available to other Proponents;

(ii) communicating with any person with a view to influencing preferred treatment in the
RFP process including the giving of a benefit of any kind, by or on behalf of the
Proponent to anyone employed by, or otherwise connected with, the City ; or
(iii) engaging in conduct that compromises or could be seen to compromise the integrity
of the open and competitive RFP process and render that process non-competitive
and 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, unbiased
and impartial exercise of its independent judgement; or
(ii) could or could be seen to compromise, impair or be incompatible with the effective
performance of its contractual obligations;

Council means City Council.

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

MFIPPA means the Municipal 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 be
considered 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 a
Proposal as a consortium, one member of the consortium must be identified as the Proponent with whom
the City may enter into an Agreement, and the other member(s) must be identified as subcontractors to
that Proponent.
Proposal means an offer submitted by a Proponent in response to this RFP, which includes all of the
documentation 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 any
bulletins 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

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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 person
holding that office from time to time, and the designate or deputy of that person, and shall be
deemed to include a reference to any person holding a successor office or the designate or deputy
of that person;

(b)

a reference to any Act, bylaw, rule or regulation or to a provision thereof shall be deemed to
include a reference to any Act, bylaw, rule or regulation or provision enacted in substitution
thereof or amendment thereof;

(c)

all amounts are expressed in Canadian dollars and are to be secured and payable in Canadian
dollars;

(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 when
used 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 Canadian
Institute of Chartered Accountants; and

(h)

all index and reference numbers in the RFP or any related City document are given for the
convenience 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. The
documents 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, are
soliciting proposals from qualified consultants to provide professional and technical services for the
development of a comprehensive and phased Master Plan for Humber Bay Park East and West and for the
design and construction administration of Phase 1 of the Master Plan. Scope of Work for Phase 1
improvements will be identified through the Public Consultation and Master Plan Process and will be
aligned with available funding.
The City requires professional services from a single, qualified consulting firm, or a consulting team
comprised of a number of firms of varied disciplines, with a commitment to design excellence and a
proven ability to design and implement innovative and high-quality waterfront parks and natural heritage
landscapes, along with demonstrated proficiency in restoration ecology, coastal engineering and public
consultation and facilitation.

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A joint proposal by a consortium of two or more Proponents having no formal corporate links may be
submitted, but one person or company must be shown as the prime Proponent and be prepared to
represent the consortium to the City by executing the Agreement, acting as the primary contact, and
taking overall responsibility for performance of the Agreement.
Where a proposal is made by a prime Proponent with associate firms working with or under the prime
Proponent in either a sub-contracting or consortium relationship, it is required that those associate firms
be named in the Proposal.

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The Prime Proponent (Vendor) is responsible for assembling, coordinating, and administering the
services of qualified professional firms to carry out the various disciplines of work needed to prepare and
implement the Humber Bay Park Master Plan. The following, mandatory professional and technical
services 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 Designer

g. Structural Engineer

h. Mechanical Engineer
i.

Civil Engineer

The costs (fees and disbursements) for all professional and technical services will be included in the
Vendor's fees and disbursements for this RFP, for all stages of the scope of work. It is anticipated that
Electrical, Structural, Mechanical and Civil engineering services will be required during the first stages of
the 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 Vendor
upon 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 main
parking lot on September 17, 2015, beginning at 10:00am. Proponents will meet with the City
Representative(s) to review the background of the project and request for proposal. Site meetings will not
be available at any other times.

Interested Proponents must attend the site /information meeting to familiarize themselves with the Project
and ascertain the full extent of the work required. Proposals submitted by Proponents that did not attend
the 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 the
firm they are representing.
2.2

Background

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

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Site

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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 and
context diagram for the Humber Bay Parks.) The park consists of two linked peninsulas that extend into
Lake Ontario Humber Bay Park East and Humber Bay Park West. The parkland was created through
lakefilling during the 1970s and early 1980s and was opened to the public in 1984. The parkland is
owned 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 a
network of walking trails, lookout points and picnic sites. A series of constructed ponds in the central
part of Humber Bay Park East was designed to provide a site for more formal and organized water-related
activities such as model boating, kite flying, fly fishing and skating on natural ice. These ponds have
become 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 East is 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 West is 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 and
makes 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 asneeded basis; however no major investment has been made to upgrade the overall park infrastructure. The
increase in condominium development adjacent to the park has resulted in added park use. Despite the
increased number of park users and emerging community needs, the original park features and layout of
the 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 a
new 9,000-12,000 square foot Pavilion within Humber Bay Park East near the existing washroom/works
building. The facility will include a small gym, multipurpose room, kitchens, office, washrooms and
storage. The project also includes a renovation of the existing building to include a leasable retail/snack
bar space. The design of this facility will be procured as a separate project, however close collaboration
will be required between the two design teams.

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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 resident
profile as extensive high-rise condominium development has replaced the original "motel strip". The area
has experienced significant growth in the number of residential units and a corresponding increase in
population from 5,000 to 15,000 residents is anticipated. The redevelopment of the former Mr. Christie's
Bakery site will add a further intensification pressure. The parks and open space system plays a key role
in 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 Mimico
Waterfront Park that includes public access to the waterfront between Norris Crescent Parkette and
Humber 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 in
Humber Bay Shores Park, which is immediately adjacent to the east of Humber Bay Park. The preferred
design was presented in April 2015. Detailed design and implementation of the first phase of work are
anticipated through 2015 and early 2016.

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

Project Budget

2.3

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 cost
estimates; and
Recommendations for management practices to support the viability and sustainability of the
park.

The Citys range in budget for this project is between $125,000.00 and $150,000.00 for the Master
Planning 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 Plan
Process and will be aligned with available funding.
The final park budget for further phases of park improvements will be determined through the Master
Planning process.

The estimated budget includes full costs of professional and technical investigation, design, and
administration services, construction, testing, permits, and all contingencies and associated costs, net of
taxes. It is the responsibility of the Vendor to design and administer this project within the available
budget.
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Please note that this range is only an approximation and does not reflect the total amount that will be paid
to 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 with
associated detailed cost estimates, and detailed design guidelines.

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A comprehensive public consultation process will guide the development of the Master Plan. The Master
Plan must address the following general areas of primary concern:
1. Community expectations for future use, programming and management of Humber Bay
Park East and West.
2. Restoration, enhancement and sustainability of the park ecology.

3. Reconsideration of the form, function, and program of the pond system in Humber Bay Park
East, including habitat enhancement and an investigation of skating as a possible program;

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

5. Potential for new programs & features within the park;

6. Coordination of landscape and amenities to complement and provide access to proposed

9,000 -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 thorough
inventory, audit and assessment of park features, ecology, conditions, and present usage, and
review 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 design
process for a 9,000-12,000 sq. ft. Pavilion within Humber Bay Park E. Summarize public
input into a vision statement(s) and design principles to guide the park design and landscape
management plan.

3. Concept Design & Master Plan:

Develop the park design, phasing plan and detailed design guidelines through public
consultation & client input, culminating in the final Master Plan Document that shall include
site description, inventory & analysis, park design, 9,000-12,000 sq. ft. Pavilion, descriptions
of park program, detailed design guidelines, a phasing/implementation strategy with detailed
cost 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 landscape
design improvements determined by priorities established through the Public Consultation
and 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 of
capital 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, administration
of project completion and project warranty.
7. Management Plan:

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

This section is formatted to describe the scope of work for the project, the anticipated number of meetings
required 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 generally
expected to complete the work.

b. The Meetings section identifies the type and quantity of meetings expected for each task. The
timing 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 may
be required, to meet with staff during normal business hours to review project
requirements, details, progress, and schedule. Each meeting may require up to two (2)
hours in duration. Staff meetings include technical review meetings by City Staff from
various divisions and TRCA.

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

iii. Stakeholder Advisory Committee meetings will involve the Vendor, and other members
of the Vendor's team, as may be required, to meet with the project Stakeholder Advisory
Committee, which will be convened following project start-up and may potentially
comprise the Councillor of Ward 6, staff of various City divisions, citizen representatives
of area condominium corporations, and representatives of nearby business improvements
areas and community interest groups. Meetings may occur during normal business hours
and 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 Master
Plan. Some community meetings will include presentations, facilitation and discussion
with 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 business
hours, weekday evenings and weekends. Community meetings are expected to last
approximately two (2) hours, not including setup and take down time.

c. The Deliverables section summarizes the documentation expected with the completion of each
task. 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 an
accessible 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 webpage 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, including
existing municipal services providing services to the park.

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The City of Toronto will provide a recent (2015) topographic survey of the park as well as an Arborist's
Report. 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 of
the survey, for reference in the park design/revitalization process.
b. Inventory the park electrical service and features and lighting, and provide a condition
assessment and an assessment of the capacity in the existing service to provide power for
potential 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 with
operations staff and review of state-of-good-repair reporting.

d. Assess the condition of the internal pond-canal system, including the mechanical lake-fed
pumping system, the condition and composition of the pond bottom and the bentonite clay
liner 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 the
feasibility of various options for restoration, reconfiguration, repurposing and/or removal of
the pond-canal system.

e. Conduct a qualitative, landscape-based site assessment of the park, including (but not limited
to): 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 this
phase 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 consultation
with 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 program
including schedule, means, and objectives for each and all consultation events.
Various methods and means for consultation may be considered, such as meetings, surveys, on-site
activities, Councillor website postings, social media announcements, etc.
The final public consultation program will be executed during the investigation and design phases of the
project, and will include project status updates during tender and construction of the project.

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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 Public
Consultation Program, the Vendor shall coordinate scope, purpose and agendas for public consultation
events with the Pavilion Design Team, in order to ensure a transparent & coordinated design process for
the two projects. The Pavilion Design Team will be responsible for presenting and overseeing the public
consultation process for their work including summarizing engagement outcomes and preparing
documents for inclusion in summary reports.
The Vendor will be responsible for hosting and staffing meetings; maintaining sign-in sheets and contact
information in accordance with the Municipal Freedom of Information and Protection of Privacy Act
(MFIPPA); conducting on-site consultation activities; facilitating community and Stakeholder Advisory
Committee meetings; providing presentations and supporting information in graphic, hard copy and
digital, formats, and keeping record of meetings and findings as well as evaluating, summarizing and
providing recommendations based on meeting outcomes.
All public project materials shall be available in accessible 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.

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 the
Stakeholder Advisory Committee, and to the public, through internet and social media, advertising
consultation events, as well as soliciting public input and progress on the Revitalization Plan and park
design.
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 at
various 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 accessible
formats;

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:
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

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a.

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 to
guide 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 of

circulation through the park on the Waterfront Trail; control of circulation through
natural 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 habitat
enhancement and an investigation of skating as a possible program;

wayfinding & interpretation in the park;

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

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

program needs

c.

Provide preliminary phasing recommendations (including rough budget estimates),

concurrently with development of the park design, for presentation and discussion with
the Stakeholder Advisory Committee and community.

d.

Establish material palette, theme and general aesthetic direction for use in detailed design
guidelines, in response to public consultation and consultation with the Stakeholder
Advisory Committee.

e.

Revise park program, conceptual design alternatives and preliminary phasing

recommendations, 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 Stakeholder
Advisory Committee. Design guidelines shall include (but are not limited to): the
specification of paving details, path cross-sections, lighting types, feature nodes,
furniture, non-paved surfaces, planting types, species lists in sufficient detail to ensure a
unified park that is constructed in various phases.

g.

Develop a preferred design concept plan, park program and phasing plan with associated
detailed cost estimates.
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Prepare and update regularly and as required for the duration of the project, a Digital
Asset Map in AutoCAD format (2-D only) and a draft Asset Inventory spreadsheet,
showing general arrangement of proposed new assets and quantities/areas, georeferenced
to MTM Nad27-74 (same as survey provided by City of Toronto). This drawing and
spreadsheet are for internal digital use only and are not intended to be printed. They
should be a simplified version of the design, derived from a simplified version of the
vendors working design drawings. The purpose of these documents is to track quantities
and 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.

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h.

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

i.

Provide final Master Plan Document that shall include (but is not limited to) site
description & analysis, park design, descriptions of park program, design guidelines, a
phasing/implementation strategy with detailed cost estimates associated with each phase
and 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 and
associated 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 the
development of a Pond Precinct Plan including revitalization of the ponds, enhancement
as well as reconfiguration and reconstruction of the primary walking trails within the
precinct.
b. Provide preliminary landscape management recommendations (including rough budget
estimates), integral with development of the Phase 1 design, for presentation and
discussion with the Working Group and community
c. Provide a detailed cost estimate for City approval.

3.4.2

Deliverables;
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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.

Meetings;
a.

Staff : Six (6) meetings

b.

Pavilion Design: Four (4)

c.

Stakeholder Advisory Committee: One (1) meeting

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3.4.3

a.

3.5.

Tender Documentation and Administration:

3.5.1

Scope;

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

.1

Tender Documentation:

The Vendor shall:

.2

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 in
conformance with City of Toronto's requirements. Specifications to be provided in
digital format (MS Word and PDF).

c.

Apply for building permits and any necessary approvals that may be required from
authorities having jurisdiction including but not limited to the Toronto Region
Conservation 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 issuance
of tender for the City staff approval. The final approved cost estimate will be used as the
Final Approved Construction Budget, for the review and evaluation of tender bids.

e.

Ensure that the construction details and contract documents are in accordance with all
applicable 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 contract
documents.

Tender Administration:
The Vendor shall:
a.

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

b.

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

c.

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

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If the bids received exceed the Final Approved Construction Budget, for the total cost of the work
and all applicable taxes, the Vendor shall, at no extra cost to the City, revise the drawings and
documents accordingly for the purpose of re-tendering, as required to bring the cost of the project
within the Final Approved Construction Budget, and provide administration services for the retender at no additional cost to the City.
3.5.2

Deliverables;
Construction & Tender Documentation for proposed parkland improvements and Final
Approved Construction Budget.

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a.

3.5.3

b.

Addenda, as may be required.

c.

Bid Summary and Recommendation for Award.

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 phases
of 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 changes

based on recommendation of award, as may be required, and submit Issued for
Construction documents to the contractor and City.

b.

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

c.

Confirm that the contractor complies with their obligations under the Occupational
Health and Safety Act.

d.

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

e.

Visit the site to monitor progress, and as requested by the City, to ensure adequate quality
control, 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 professional

designation, experienced in the management, administration and implementation of this
type of work.

g.

Prepare and issue field inspection reports for each site visit, and submit weekly written
progress reports of the construction that includes photos of the work in progress, and as
otherwise directed

h.

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

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

j.

Prepare and issue clarifications, Site Instruction and Contemplated Change Notices with
appropriate detailed specifications and in graphic forms including sketches and drawings
as required for the Contractor to provide their quotations;

k.

Review and approve payment draws, claims and issue progress certificates

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i.

.2

l.

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

m.

Arrange a Substantial Performance inspection with the Contractor and all stakeholders
involved in the project; and

n.

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

Project Close-out and Warranty

The Vendor shall;

3.6.2

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 and
approve "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 Performance
Evaluation 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 of
meetings, site reports, site instruction, change orders, invoices, certificates, progress
images, digital photos, warrantees, close-out documentation manuals, etc. The files are to
be 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 the
Project Manager.

h.

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

i.

Carry out Final Review at the end of the Warranty period and report to the City Project
Manager the status of defects

j.

Issue a notice of "FINAL WARRANTY INSPECTION" to the contractor if rectification

has been accepted by the City Project manager

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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Warranty Inspection

f.

Final Warranty Completion Inspection

Deliverables;
a.

"Issued for Construction" documents

b.

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

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3.6.3

e.

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 final
management plan recommendations, complete with estimated budgets and detailed specifications for park
maintenance 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 will
inform operations budget forecasts, and provide the scope of work required for Parks staff to implement
recommended practices.
3.7.2

Meetings:
a.

3.7.3

Staff: Two (2) meetings

Deliverables;
a.

Final Management Plan, consisting of final maintenance recommendations,

specifications, estimated budgets, and schedules, pertaining to seasonal & day to day
operations 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 a
detailed project schedule that shall be updated by the Vendor to the satisfaction of the City as the project
progresses.
3.8.2

Prepare and distribute summaries of all meetings.

3.8.3 Conduct all community meetings, including preparation and provision of all presentation
materials and equipment, meeting facilitation, and meeting summaries. Note: The City will provide
interpretive 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 with
the Stakeholder Advisory Committee, any potential changes to park design, due to cost related issues or
unforeseen site conditions park construction.

3.9 Environmental Considerations

The City is committed to environmentally responsible procurement to conserve resources, mitigate
pollution and waste, and promote a healthy economy without compromising performance or costeffectiveness. As part of City Councils Environmentally Responsible Procurement Policy, specifications
must be developed, whenever possible, for the expanded use of environmentally preferred products and
services.
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4.0
4.1

PROPOSAL EVALUATION AND SELECTION PROCESS

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 Committee
may at its sole discretion retain additional committee members or advisors.

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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. The
Proposal(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 Selection
Committee will be final and binding.
4.2

Selection Criteria

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

The composition of the Proponents Project Team should possess the qualifications and experience to
provide, 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)

Project Team member experience

(10 points)

Design of high quality public spaces, natural heritage

landscapes, shoreline and watercourse design and successful
involvement in recent projects of similar size and scope. (10 pts)
Demonstrated proficiency in the design of urban waterfront
parks with a natural environment focus (5 pts)
Proven ability to develop and implement community
consultation strategies and facilitation, and ability to work
collaboratively with municipal staff and community
stakeholders. (5 pts)
Proponent technical, cost estimation, contract document
preparation and implementation experience, ability to establish a
capital phasing strategy and exercise control of project schedule
and budget. (5 pts)
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)

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

Design approach and understanding of the site and context,
ecological assets, community consultation, and
riparian/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 of

team members and staff

Cost of Services
(25 points)

Consulting Fee is reasonable for the proposed project

The lowest priced proposal receives 25 points, and the
remaining proposals are assigned points based on the following
formula;
(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 the
Cost of Services envelope to be opened and evaluated.
Purchasing & Materials Management Division may open the Cost of Services envelopes to ensure
compliance with the requirements of the RFP; however, the Selection Committee will not have any
knowledge of any information contained in the Cost of Services envelopes until evaluations for the
technical 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

Mandatory Site Meeting
Deadline for Proponent questions
Last Day for Issuing an Addendum
RFP closing date
Approval and award date
Contract start date

September 10, 2015

September 17, 2015
September 23, 2015
September 25, 2015
September 30, 2015
December, 2015
January, 2015

This schedule is subject to change and appropriate written notice of any changes will be provided where
feasible.
4.5

Clarifications

As part of the evaluation process, the Selection Committee may make requests for further information
with respect to the content of any Proposal in order to clarify its understanding of the Proponents
response. The clarification process shall not be used to obtain required information that was not submitted
at 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 from
others.
4.6

Interviews or Demonstrations

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A Proponent whose written Proposal has met or exceeded the minimum score for the technical portion of
the 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, confirm
and finalize the score and select the recommended Proponent(s). The City reserves the right to interview
up to a maximum of five (5) top ranked Proponents. The Selection Committee may interview any
Proponent(s) without interviewing others, and the City will be under no obligation to advise those not
receiving an invitation until completion of the evaluation and selection process.
The representatives designated by the Selection Committee in its invitation to the Proponent must attend
any interview scheduled as part of this evaluation process unless the City agrees otherwise in writing and
at its sole discretion.

The representative of a Proponent at any interview scheduled is expected to be thoroughly versed and
knowledgeable with respect to the requirements of this RFP and the contents of its Proposal, and must
have 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 staff
team proposed shall be present for the interviews.
No Proponent will be entitled to be present during, or otherwise receive any information regarding, any
interview with any other Proponent.

Refusal of a Proponent to participate in an interview/demonstration requested by the City may, in the

City's sole discretion, be considered a failure of the Proponent to comply with a Mandatory Requirement
of the RFP and thus subject to disqualification.
4.7
Evaluation Results
Upon conclusion of the evaluation process, a final recommendation will be made by the Selection
Committee 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. Evaluation
results may be subject to public release pursuant to MFIPPA.

Proponents should be aware that Council and individual Councillors have the right to view the Proposals
provided that their requests have been made in accordance with the Citys procedure.
4.8
Negotiations and Agreement
The 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 that
recommended Proponent.

Any award of an Agreement resulting from this RFP will be in accordance with the bylaws, policies and
procedures of the City.
The City shall have the right to negotiate on such matter(s) as it chooses with the recommended
Proponent without obligation to communicate, negotiate, or review similar modifications with other
Proponents. The City shall incur no liability to any other Proponent as a result of such negotiation or
alternative arrangements.
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During negotiations, the scope of the services may be refined, issues may be prioritized, responsibilities
among the Proponent, all staff and sub-consultants provided by it and the City may be settled and the
issues concerning implementation may be clarified.

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Any Agreement must contain terms and conditions in the interests of the City and be in a form
satisfactory to the City Solicitor. If the Agreement requires City Council approval, then the final
Agreement 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 (including
addenda) and the Proposal submitted in response thereto as are relevant to the provision of the goods
and/or services.
The terms and conditions set out in Appendix B shall be incorporated in any Agreement entered into
with 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 out
in 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 the
recommended Proponent, the City may, at its sole discretion, terminate negotiations with that Proponent
and negotiate an Agreement with another Proponent or abort the RFP process and not enter into any
Agreement with any of the Proponents.

5.0

5.1

PROPOSAL SUBMISSION REQUIREMENTS

General Overview

The City has formulated the procedures set out in this RFP to ensure that it receives Proposals through an
open, 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 to
comply with any such procedures.
Proposals are expected to address the RFP content requirements as outlined herein, and should be well
ordered, detailed and comprehensive. Clarity of language, adherence to suggested structuring, and
adequate accessible documentation is essential to the Citys ability to conduct a thorough evaluation. The
City is interested in Proposals that demonstrate efficiency and value for money. General marketing and
promotional material will not be reviewed or considered.

The City prefers that the assumptions used by a Proponent in preparing its Proposal are kept at a
minimum and to the extent possible, that Proponents will ask for clarification prior to the deadline for
Proponent questions rather than make assumptions. Proponents should also review sections 3 to 6 of
Appendix A with respect to asking questions about the RFP. Where a Proponent's assumptions are
inconsistent 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 11
point 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)
(ii)

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(iii)

A Main Proposal Document as described in the section below titled Proposal Content,
including all attachments and appendices as required. (Mandatory)
Form 1 (Proposal Submission Form) completed and signed by an authorized official of
the Proponent. This includes the acknowledgement of all addenda received as per
Appendix A, item 4. (Mandatory)
Form 2 (Policy to Exclude Bids from External Parties involved in the Preparation or
Development of a Specific Call/Request) completed as indicated (Mandatory)
Form 3 (Restrictions on the Hiring and use of Former City of Toronto Management
Employees for City Contracts) completed as indicated, if applicable.
Form 4 (Environmentally Responsible Procurement Statement) completed as
indicated, if applicable.

(iv)
(v)

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

d)

Should consist of one (1) original Form 6 (Declaration of Compliance with AntiHarassment/Discrimination Legislation & City Policy) completed and submitted as indicated
on 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; or
iii)
additional terms or conditions.\

g)

Should include one (1) original and six copies Form 8 (Firm Experience with similar Projects in
the Last Seven Years, Summary) included in the body of the document (Mandatory). This form
will 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 ENVELOPE labeled Cost of

Services (submissions made by fax, telephone, electronic message or telegram will not be
accepted) 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 be
rejected.
k)

Must be delivered no later than the Closing Deadline to:

Chief Purchasing Official
Purchasing and Materials Management Division
18th Floor, West Tower, City Hall
Toronto, ON, M5H 2N2

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Delays caused by any delivery service (including Canada Post and courier) shall not be grounds
for any extension of the Deadline, and Proposals that arrive after the Deadline will not be
accepted.
5.3

Proposal Content

The Proposal should contain the following items:

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Letter of Introduction Introducing the Proponent and signed by the person(s) authorized to sign on
behalf of and to bind the Proponent to statements made in response to this RFP. This should contain the
same signature as the person signing the submission forms.
Table of Contents Include page numbers and identify all included materials in the Proposal
submission.
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 the
following information with respect to the Proponent, and if applicable, for each consortium
member, A profile and summary of corporate history including:

2.

date company started;

products and/or services offered;
total number of employees;
major clients; and
business partners and the products/services they offer;

If the Proponent is a member of a consortium, provide a description of the relationship(s) between

consortium members. Please note section 2 of Appendix A regarding consortiums and the
requirement 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. In
particular, 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 total
Solution, and, based on these skills, experience and expertise, how they will ensure that
the proposed goods and services are appropriate for the use to be made of them as set out
in this RFP.

(c)

Provide up to four (4) examples of completed public or private projects, for the purpose
of evaluating the Proponents experience and track record of success. Note that the City
prefers 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 public
consultation 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, using
Submission 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

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Each project description should include a brief written description with the following
points:

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 legal
entity apart from the Proponent, a Proposal that does not include the information requested in this
Subsection 3 for each such subcontractor or other entity will not be awarded full marks during the
evaluation process. In providing references, Proponents agree that the City can contact the individuals
provided as part of the evaluation process. The City will make its own arrangements in contacting the
references. 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 their
professional qualifications, related project experience and an indication of their duties and
responsibilities 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 unforeseen
events 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 Process
Terms and Conditions for information relating to conflicts of interest.

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Note: The Proponent should submit signed consent forms authorizing the disclosure of personal
information 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, with
accompanying indication of guaranteed availability. Continuity of key personnel will be required, with a
contractual 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 approach
that 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 with
photographs 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 how
soon 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 work
plan.

4.

For each task and deliverable, provide sufficient detail for the reviewers to evaluate the value
of 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 by
classification for key staff as well as all other staff.

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

Please note that where the skills/expertise/experience are being provided by a subcontractor or other legal
entity apart from the Proponent, a Proposal that does not include the information requested in this
Subsection 3 for each such subcontractor or other entity will not be awarded full marks during the
evaluation process. In providing references, Proponents agree that the City can contact the individuals
provided as part of the evaluation process. The City will make its own arrangements in contacting the
references. 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 the
correction will be applied to the Total Lump Sum Price quoted.

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Prices submitted in a Proposal are to be firm for the duration of the RFP process and the term of any
resulting 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, and
subcontractors and suppliers and their respective personnel.

The Proponent shall be solely responsible for any and all payments and/or deductions required to be made
including, 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-resident
person, payments to the Proponent, as a non-resident person, may be subject to withholding taxes under
the Income Tax Act (Canada). Further, unless the Proponent, as a non-resident person, provides the City
with an official letter from Canada Revenue Agency waiving the withholding requirements, the City will
withhold 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 Supplementary
Submission Forms.

The total price quoted must include all labour, profit, other overhead, materials, equipment, licences,
analysis, travel, accommodations, communication, transportation and delivery costs (courier, long
distance charges, and so on), staff time, City/Vendor meetings (as and where deemed required by the
City), disbursements and any/all other operational costs and fees associated with the Services, excluding
all 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 (such
as "n/a" or "tbd", included, dashes or hyphens) will be disqualified. Prices that are intended to be zero
cost/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 in
the Pricing Detail form. This amount represents an estimated allowance for any additional extra
unforeseen work, if required, for the duration of the project, and will be spent as authorized by the City of
Toronto.
B.

Taxes

Harmonized Sale Tax (HST) is to be applied to the prices submitted as specified in the relevant sections
of 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 the
Price Schedule and any subsequent invoices.
C.

Payment Terms and Discount Schedule

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1. Propose payment terms for Core Pricing. The Citys standard payment terms are 60 days from the
receipt 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 for
early payment has been offered, the City will endeavour to pay within the vendor's terms from the receipt
date 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 early
payment discount terms are met from the receipt date of the invoice in the Corporate Accounts Payable
unit.
Note: Discount terms for early payment cannot be earlier than 15 days from the receipt date of the
invoice 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 our
Direct Deposit program. For more information and/or to enroll for this payment option, please email
us at [email protected] or contact our AP Customer Service Desk at [email protected] or 416-3975235.
To support an electronic payable environment, the City of Toronto Corporate Accounts Payable unit will
accept electronic vendor invoices submitted via email at [email protected] . Note: Electronic
invoices submitted must be in a PDF format as an attachment. If you have any questions regarding this
process, please contact our AP Customer Service Desk at [email protected] or 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 the
invoice submitted to the City of Toronto. If the billing information is missing from an invoice it
will 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 /services
delivered to the City of Toronto Divisions. If an incorrect invoice is submitted, the vendor will
be requested to issue a credit note and submit a new invoice. If the invoice in question offered an
early payment discount, the re-issue date of the new invoice will be used to calculate the early
payment discount terms.

1) Exceptions

The standard invoice billing requirement must be followed with the exception of vendor invoices
related to an approved capital project subject to construction lien holdbacks only. Billing
requirement 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 Payable
unit 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.

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Note: Do not send statements or past due invoices to this email address, only current invoices
will 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 contact
AP Customer Service at 416-397-5235 and follow the prompts.

1.1

Billing Requirements

(1) All original Vendor invoices must be addressed and be sent DIRECTLY to:
City of Toronto
Accounting Services Division
Corporate Accounts Payable
55 John Street
14th Floor, Metro Hall
Toronto, ON
M5V 3C6

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

III.
IV.

Name of City Division,

The City Divisions contact name and phone number (the person ordering or picking up
the goods and/or services),
Delivery location of goods and/or services (excluding pick-up order),
Purchasing document information on the invoice (blanket contract number, contract
release order number (CRO) purchase order (PO) or Divisional Purchase Order (DPO), or
Schedule "A" must be clearly indicated on the invoice. (*This purchasing number should
be provided by City staff at the time of order*)

Invoices that do not contain the required billing information may be returned without
payment to the vendor for correction.

(3) City purchases with the use of a credit card/PCard, are NOT to be sent to Corporate Accounts
Payable. These invoices are considered paid.

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

1.2

(5) Vendors are to provide backup documentation directly to the ordering Division, not Corporate
Accounts Payable.
Contract Release Order for Contract Purchases

A request for delivery in the form of a Contract Release Order (CRO) will be issued for each
purchase against a contract.
All invoices submitted for payment of contract goods/services must contain:
I.
II.

Blanket Contract Number

Contract Release Order Number (CRO)

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Under no circumstances are Contract Release Orders to be filled for commodities or services
that are not included on a Contract.
The total value estimated on a Contract including all charges, excluding any applicable taxes, is
not to be exceeded without authorization.

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A Contract shall not be valid once the specified period has elapsed unless an extension has been
requested by the City.
The City, in its sole discretion, has the right to terminate a contract prior to the expiration of the
term without cause or penalty, provided the Total Value Estimated as specified on the Contract
Order has been reached.

1.3

Discount Terms

The City will consider offers of early payment discount terms. If correct billing information has
been indicated on the invoice, it is the Citys policy to pay within vendors discount terms from
the receipt date of the invoice in the Corporate Accounts Payable unit Metro Hall, 55 John
Street, 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 of
the 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 through
our 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 416-3929736 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 progress
invoices/payments, including invoice/payment for services provided by Sub-Consultants retained
by the Bidder. The City's Senior Project Coordinator will certify and issue a Certificate of
Completion of Work when the work is complete. Holdback funds will be released in accordance
with the Construction Lien Act. The Bidder may be required to publish the completion in the
Daily Commercial News, to advertise for potential lien registration. Refer to the attached
Schedule 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 that
it 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 of
Services 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 being
rejected.

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APPENDICES
APPENDIX A
RFP PROCESS TERMS AND CONDITIONS
Proponents Responsibility ............................................................................................... 31
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 ................................................................................................................... 32

8.

Post-Submission Adjustments and Withdrawal of Proposals ........................................... 32

9.

No Collusion ..................................................................................................................... 33

10.

Prohibition Against Gratuities .......................................................................................... 33

11.

Acceptance of Proposals ................................................................................................... 33

12.

Verification ....................................................................................................................... 33

13.

Unbalanced Bids ............................................................................................................... 33

14.

Conflicts of Interest .......................................................................................................... 34

15.

Ownership and Confidentiality of City-Provided Data..................................................... 34

16.

Ownership and Disclosure of Proposal Documentation ................................................... 34

17.

Intellectual Property Rights .............................................................................................. 35

18.

Failure or Default of Proponent ........................................................................................ 35

19.

Quasi-Criminal/Criminal Activity of a Proponent ............................................................ 35

20.

Publicity ............................................................................................................................ 35

21.

Governing Law ................................................................................................................. 35

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1.
2.

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1. Proponents Responsibility
It shall be the responsibility of each Proponent:
(a)
(b)

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(c)

to examine all the components of this RFP, including all appendices, forms and addenda;
to acquire a clear and comprehensive knowledge of the required services before submitting a
Proposal;
to become familiar, and (if it becomes a successful Proponent) comply, with all of the Citys
Policies and Legislation set out on the City of Toronto website at
http://www.toronto.ca/calldocuments/policy.htm

The failure of any Proponent to receive or examine any document, form, addendum, Agreement or policy
shall not relieve the Proponent of any obligation with respect to its Proposal or any Agreement entered
into or Purchase Order issued based on the Proponents Proposal.
2. Prime Proponent

A Proposal by a consortium of two or more entities may be submitted, but one person or company must
be shown as the prime Proponent and be prepared to represent the consortium to the City by executing the
Agreement, acting as the primary contact, and taking overall responsibility for performance of the
Agreement.
Where a Proposal is made by a prime Proponent with associate firms working with or under the prime
Proponent in either a sub-contracting or consortium relationship, it is required that those associate firms
be named in the Proposal.
3. City Contacts and Questions

All contact and questions concerning this RFP should be directed in writing to the City employee(s)
designated as City Contact in the Notice to Potential Proponents.

No City representative, whether an official, agent or employee, other than those identified City
Contacts are authorized to speak for the City with respect to this RFP, and any Proponent who uses any
information, clarification or interpretation from any other representative does so entirely at the
Proponents own risk. Not only shall the City not be bound by any representation made by an
unauthorized person, but any attempt by a Proponent to bypass the RFP process may be grounds for
rejection of its Proposal.
From and after the date of this RFP until the time of any ensuing contract award, no communication with
respect to this matter shall be made by any potential Proponent, or its representatives, including a thirdparty representative employed or retained by it (or any unpaid representatives acting on behalf of either),
to promote its Proposal or oppose any competing Proposal, nor shall any potential Proponent, or its
representatives, including a third party representative employed or retained by it (or any unpaid
representatives acting on behalf of either), discuss the RFP or its Proposal with any City staff, City
officials or Council member(s), other than a communication with the "City Contact" identified on page 1
on this RFP.

Proponents should be aware that communications in relation to this RFP outside of those permitted by the
applicable procurement policies and this RFP document contravene the Lobbying By-law, an offence for
which a person is liable to a maximum fine of $25,000.00 on a first conviction and $100,000.00 on each
subsequent conviction. In addition, the City's Procurement Processes Policy provides that any Proponent
found in breach of the policy may be subject to disqualification from the call or a future call or calls at the
discretion of Council.
Notwithstanding anything to the contrary as set out in this document, the obligations as set out in the City
of Toronto Municipal Code, Chapter 140 shall apply.
For your information, please find below the links to the City's Procurement Processes Policy, Lobbying
By-Law and Interpretive Bulletin on Lobbying and Procurement:

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http://www.toronto.ca/citybusiness/pdf/policy_procurement_process.pdf
http://www.toronto.ca/legdocs/municode/1184_140.pdf
http://www.toronto.ca/lobbying/pdf/interpretation-bulleting_lobbying-procurements.pdf
4. Addenda

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If it becomes necessary to revise any part of this RFP, the revisions will be by Addendum posted
electronically in Adobe PDF format on the Citys website at www.toronto.ca/calldocuments. Proponents
and prospective Proponents SHOULD MONITOR THAT SITE as frequently as they deem appropriate
until the day of the Deadline. Only answers to issues of substance will be posted. The City reserves the
right to revise this RFP up to the Closing Deadline. When an Addendum is issued the date for submitting
Proposals may be revised by the City if, in its opinion, the City determines more time is necessary to
enable Proponents to revise their Proposals.
All Proponents must acknowledge receipt of all Addenda in the space provided on the Proposal
Submission Form.

The Citys Purchasing and Materials Management Division will make reasonable efforts to issue the final
Addendum (if any) no later than two (2) days prior to the Deadline.
5. Exceptions to Mandatory Requirements, Terms and Conditions

If a Proponent wishes to suggest a change to any mandatory requirement, term or condition set forth in
any part of this RFP, it should notify the City in writing not later than the deadline for questions. The
Proponent must clearly identify any such requirement, term or condition, the proposed change and the
reason for it. If the City wishes to accept the proposed change, the City will issue an Addendum as
described in the article above titled Addenda. The decision of the City shall be final and binding, from
which there is no appeal. Changes to mandatory requirements, terms and conditions that have not been
accepted by the City by the issuance of an Addendum are not permitted and any Proposal that takes
exception to or does not comply with the mandatory requirements, terms and conditions of this RFP will
be rejected.
6. Omissions, Discrepancies and Interpretations

A Proponent who finds omissions, discrepancies, ambiguities or conflicts in any of the RFP
documentation or who is in doubt as to the meaning of any part of the RFP should notify the City in
writing not later than the deadline for questions. If the City considers that a correction, explanation or
interpretation is necessary or desirable, the City will issue an Addendum as described in the article above
titled Addenda. The decision and interpretation of the City shall be final and binding, from which there
is no appeal. No oral explanation or interpretation shall modify any of the requirements or provisions of
the RFP documents.
7. Incurred Costs

The City will not be liable for, nor reimburse, any potential Proponent or Proponent, as the case may be,
for costs incurred in the preparation, submission or presentation of any Proposal, for interviews or any
other activity that may be requested as part of the evaluation process or the process for the negotiation or
execution of an Agreement with the City, as the case may be.

The rejection or non-acceptance of any or all Proposals shall not render the City liable for any costs or
damages to any firm that submits a Proposal.
8. Post-Submission Adjustments and Withdrawal of Proposals

No unilateral adjustments by Proponents to submitted Proposals will be permitted.

A Proponent may withdraw its Proposal at any time prior to the Deadline by notifying the City Buyer
designated in this RFP in writing on company letterhead or in person, with appropriate identification.
Telephone and e-mail requests will not be considered.

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A Proponent who has withdrawn a Proposal may submit a new Proposal, but only in accordance with the
terms of this RFP.
After the Deadline each submitted Proposal shall be irrevocable and binding on Proponents for a period of
120 days.
If the City makes a request to a Proponent for clarification of its Proposal, the Proponent will provide a
written response accordingly, which shall then form part of the Proposal.

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9. No Collusion

No Proponent may discuss or communicate about, directly or indirectly, the preparation or content of its
Proposal with any other Proponent or the agent or representative of any other Proponent or prospective
Proponent. If the City discovers there has been a breach at any time, the City reserves the right to
disqualify the Proposal or terminate any ensuing Agreement.
10. Prohibition against Gratuities

No Proponent and no employee, agent or representative of the Proponent, may offer or give any gratuity
in the form of entertainment, participation in social events, gifts or otherwise to any officer, director,
agent, appointee or employee of the City in connection with or arising from this RFP, whether for the
purpose of securing an Agreement or seeking favourable treatment in respect to the award or amendment
of the Agreement or influencing the performance of the Agreement, including without restriction
enforcement of performance standards, or expressing appreciation, or providing compensation, for the
award of an Agreement or for performance of the City's obligations thereunder or for conferring favours
or being lenient, or in any other manner whatsoever.
If the City determines that this article has been breached by or with respect to a Proponent, the City may
exclude its Proposal from consideration, or if an Agreement has already been entered into, may terminate
it without incurring any liability.
11. Acceptance of Proposals

The City shall not be obliged to accept any Proposal in response to this RFP.
The City may, without incurring any liability or cost to any Proponent:
a)
accept or reject any or all Proposal(s) at any time;
b)
waive immaterial defects and minor irregularities in any Proposals;
c)
modify and/or cancel this RFP prior to accepting any Proposal;
d)
award a contract in whole or in part.

The City is relying on the experience and expertise of the Proponent. The City reserves the right to
disqualify any Proponent who has given inaccurate, incomplete, false or misleading information in the
sole opinion of the City.
12. Verification

The City reserves the right to verify with any Proponent or with any other person any information
provided in its Proposal but shall be under no obligation to receive further information.

If, in the opinion of the City, any Proponent has clearly misinterpreted the services or underestimated the
hours or value of the services to be performed as reflected in its Proposal content and submitted
price/fees, or all or any or any combination of them, then the City may reject its Proposal as not
representative of the scope of the services).
13. Unbalanced Bids (In this paragraph Bid refers to the Proposal)

The City may reject a bid if it determines, in its sole discretion, that the bid is materially imbalanced.
A bid is materially imbalanced when:
(1)

it is based on prices which are significantly less than cost for some items of work and prices
which are significantly overstated in relation to cost for other items of work; and
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(2)

the City had determined that the proposal may not result in the lowest overall cost to the City
even though it may be the lowest submitted bid; or

(3)

it is so unbalanced as to be tantamount to allowing an advance payment.

14. Conflicts of Interest

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In its Proposal, the Proponent must disclose to the City any potential Conflict of Interest that might
compromise the integrity of the call process or the performance of the Work. If a Conflict of Interest does
exist, the City may, at its discretion, refuse to consider the Proposal. The Proponent has an ongoing duty
to disclose any potential Conflict of Interest while engaged in the call process and thereafter in the
performance of the Work. If a potential Conflict of Interest exists or arises during the evaluation process
or the negotiation of the Agreement, the City may, at its discretion, refuse to consider the Proposal or
withhold the awarding of any Agreement to the Proponent until the matter is resolved to the Citys sole
satisfaction.
The Proponent must also disclose whether it is aware of any City employee, Council member or member
of a City agency, board or commission or employee thereof having a financial interest in the Proponent
and the nature of that interest.
If, during the Proposal evaluation process or the negotiation of the Agreement, the Proponent is retained
by another client giving rise to a potential Conflict of Interest, then the Proponent will so inform the City.
If the City requests, then the Proponent will refuse the new assignment or will take such steps as are
necessary to remove the potential Conflict of Interest concerned.

Proponents are cautioned that the acceptance of their Proposal may preclude them from participating as a
Proponent in subsequent projects where a Conflict of Interest may arise. The successful Proponent for
this project may participate in subsequent/other City projects provided the successful Proponent has
satisfied pre-qualification requirements of the City, if any, and in the opinion of the City, no Conflict of
Interest would adversely affect the performance and successful completion of an Agreement by the
successful Proponent.
15. Ownership and Confidentiality of City-Provided Data

All correspondence, documentation and information provided by City staff to any Proponent or
prospective Proponent in connection with, or arising out of this RFP, the Services or the acceptance of
any Proposal:
a)
b)
c)

is and shall remain the property of the City;

must be treated by Proponents and prospective Proponents as confidential;
must not be used for any purpose other than for replying to this RFP, and for fulfillment of any
related subsequent Agreement.

16. Ownership and Disclosure of Proposal Documentation

The documentation comprising any Proposal submitted in response to this RFP, along with all
correspondence, documentation and information provided to the City by any Proponent in connection
with, or arising out of this RFP, once received by the City:
a) shall become the property of the City and may be appended to the Agreement and/or
Purchase Order with the successful Proponent;
b) shall become subject to the Municipal Freedom of Information and Protection of Privacy
Act ("MFIPPA"), and may be released, pursuant to that Act.

Because of MFIPPA, prospective Proponents are advised to identify in their Proposal material any
scientific, technical, commercial, proprietary or similar confidential information, the disclosure of which
could cause them injury.

Each Proponents name at a minimum shall be made public. Proposals will be made available to
members of City Council provided that their requests have been made in accordance with the Citys
procedure and may be released to members of the public pursuant to MFIPPA.
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17. Intellectual Property Rights

Each Proponent warrants that the information contained in its Proposal does not infringe any intellectual
property right of any third party and agrees to indemnify and save harmless the City, its staff and its
consultants, if any, against all claims, actions, suits and proceedings, including all costs incurred by the
City brought by any person in respect of the infringement or alleged infringement of any patent,
copyright, trademark, or other intellectual property right in connection with their Proposal.

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18. Failure or Default of Proponent

If the Proponent, for any reason, fails or defaults in respect of any matter or thing which is an obligation
of the Proponent under the terms of the RFP, the City may disqualify the Proponent from the RFP and/or
from competing for future tenders or RFP issued by the City for a period of one year. In addition, the
City may at its option either:
a)

b)

Consider that the Proponent has withdrawn any offer made, or abandoned the Agreement if the
offer has been accepted, whereupon the acceptance, if any, of the City shall be null and void; or
Require the Proponent to pay the City the difference between its Proposal and any other Proposal
which the City accepts, if the latter is for a greater amount and, in addition, to pay the City any
cost which the City may incur by reason of the Proponents failure or default, and further the
Proponent will indemnify and save harmless the City, its officers, employees and agents from all
loss, damage, liability, cost, charge and expense whatever which it, they or any of them may
suffer, incur or be put to by reason of such default or failure of the Proponent.

19. Quasi-Criminal/Criminal Activity of a Proponent:

The City may reject a Proposal or Proponent if the City:
a)

Confirms that the Proponent or any individual that owns, directs, or controls the Proponent has
been charged with or convicted of an offence under the Criminal Code, an offence as defined in
the Provincial Offences Act, or an offence pursuant to similar laws outside of Ontario, or has
been named in an order or similar enforcement action by a regulatory authority;

b)

Determines that this charge, conviction or order is material to the given procurement; and

c)

Determines that, in light of this charge or conviction, awarding to that Bidder could compromise
the delivery of the goods or services or would otherwise undermine the business reputation of the
City or the public's confidence in the integrity of the call process.

20. Publicity

The Proponent and its affiliates, associates, third-party service providers, and subcontractors shall not
release for publication any information in connection with this RFP or any Agreement without prior
written permission of the City.
21. Governing Law

This RFP and any Proposal submitted in response to it and the process contemplated by this RFP
including any ensuing Agreement shall be governed by the laws of the Province of Ontario. Any dispute
arising out of this RFP or this RFP process will be determined by a court of competent jurisdiction in the
Province of Ontario.

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APPENDIX B
AGREEMENT TERMS AND CONDITIONS

Compliance with Laws ..................................................................................................... 37

2.

Non-Exclusivity ................................................................................................................ 37

3.

Confidentiality and Conflict of Interest ............................................................................ 37

4.

Indemnities........................................................................................................................ 37

5.

Intellectual Property Indemnity ........................................................................................ 37

6.

Employment & WSIB Indemnity ..................................................................................... 37

7.

No Assignment ................................................................................................................. 38

8.

Sub Contractors................................................................................................................. 38

9.

Personnel and Performance............................................................................................... 38

10.

Independent Contractor..................................................................................................... 38

11.

Insurance ........................................................................................................................... 38

12.

Warranties and Covenants ................................................................................................ 39

13.

Third Party Software ......................................................................................................... 39

14.

Ownership of Intellectual Property and Deliverables ....................................................... 40

15.

Payment Schedule ............................................................................................................. 40

16.

Termination Provisions ..................................................................................................... 40

17.

Right to Audit ................................................................................................................... 40

18.

Occupational Health and Safety........................................................................................ 41

19.

Workplace Safety and Insurance Act ................................................................................ 42

20.

Accessibility Standards and Customer Service Training Requirements ........................... 42

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1.

Note to Appendix:

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

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1. Compliance with Laws

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The Vendor will be required to comply, at its sole expense, with all federal, provincial and municipal
laws, rules and regulations (including, without limitation, the City's Fair Wage and other policies or bylaws applicable to the City's vendors, the Ontario Fire Code, the Ontario Employment Standards Act, the
Ontario Human Rights Code, the Ontario Labour Relations Act, the Workplace Safety and Insurance Act,
the Income Tax Act and Occupational Health and Safety requirements) in relation to the provision of any
Services, including the obtaining of all necessary permits and licences, and shall submit proof of such
compliance to the City, upon request, and the Vendor shall indemnify and save the City harmless from
any liability or cost suffered by it as a result of the vendor's failure to comply with this provision.
2. Non-Exclusivity

The awarding of an Agreement to a Vendor shall not be a guarantee of exclusivity.

3. Confidentiality and Conflict of Interest

The Vendor shall treat as confidential all information of any kind which comes to the attention of the
Vendor in the course of carrying out the Services and shall not disseminate such information for any
reason without the express written permission of the City or otherwise in accordance with MFIPPA or other
applicable privacy law. The Vendor may be required to enter into a detailed confidentiality and conflict of
interest agreement in a form satisfactory to the City Solicitor.
4. Indemnities

The Vendor shall indemnify and save harmless the City of Toronto, its Mayor, Members of Council,
officers, employees, and agents from and against any losses, liens, charges, claims, demands, suits,
proceedings, recoveries and judgements (including legal fees and costs) arising from or related to the
Vendor's performance or non-performance of its obligations, including payment obligations to its
approved subcontractors and suppliers and others, and including breach of any confidentiality obligations
under this Agreement.
Upon assuming the defence of any action covered under this section the Vendor shall keep City of
Toronto reasonably informed of the status of the matter, and the Vendor shall make no admission of
liability or fault on City of Toronto's part without City of Toronto's written permission.
5. Intellectual Property Indemnity

The Vendor shall indemnify and save harmless the City of Toronto, its Mayor, Members of Council,
officers, employees, and agents from and against any losses, liens, charges, claims, demands, suits,
proceedings, recoveries and judgements (including legal fees and costs) arising from infringement, actual
or alleged, by the Proposal, its use or misuse, or by any of the deliverables developed or provided or
supplied under or used in connection with the Services (including the provision of the Services
themselves), of any Canadian, American or other copyright, moral right, trade-mark, patent, trade secret
or other thing with respect to which a right in the nature of intellectual/industrial property exists.
6.

Employment & WSIB Indemnity

Nothing under this Agreement shall render the City responsible for any employment, benefit or
termination liability (including those under or in connection with the Workplace Safety and Insurance
Act, 1997 or any successor legislation ("WSIA"), whether statutorily required, at common law or
otherwise, resulting from Services supplied under this Agreement by persons employed or otherwise
engaged by the Vendor. In the event that employment related costs, or other related responsibility falls to
the City for any reason whatsoever, the Vendor agrees to indemnify the City for such costs.

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7. No Assignment
The Vendor shall not assign any part of the project that may be awarded to it under the Agreement
without the prior written consent of the City, which consent shall not be unreasonably withheld.
However, such written consent shall not under any circumstances relieve the Vendor of its liabilities and
obligations under this RFP and the Agreement.
8. Subcontractors

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The Vendor shall be solely responsible for the payment of every subcontractor employed, engaged, or retained
by it for the purpose of assisting it in the performance of its obligations under the Agreement. The Vendor shall
coordinate the services of its subcontractors in a manner acceptable to the City, and ensure that they comply
with all the relevant requirements of the Agreement.
The Vendor shall be liable to the City for all costs or damages arising from acts, omissions, negligence or wilful
misconduct of its subcontractors.
9. Personnel and Performance

The Vendor shall make available appropriately skilled workers, consultants or subcontractors, as
appropriate, and must be able to provide the necessary materials, tools, machinery and supplies to carry
out the project.
The Vendor shall be responsible for its own staff resources and for the staff resources of any
subcontractors and third-party service providers.

The Vendor shall ensure that its personnel (including those of approved sub-contractors), when using any
City buildings, premises, equipment, hardware or software shall comply with all security policies,
regulations or directives relating to those buildings, premises, equipment, hardware or software.

Personnel assigned by the Vendor to perform or produce the Services or any part of it, (including those of
approved subcontractors) may, in the sole discretion of the City, be required to sign non-disclosure
Agreement(s) satisfactory to the City before being permitted to perform such services.
10. Independent Contractor

The Vendor and the City agree and acknowledge that the relationship between the City and the Vendor is
one of owner and independent contractor and not one of employer-employee. Neither is there any
intention to create a partnership, joint venture or joint enterprise between the Vendor and the City.
11. Insurance

The successful vendor agrees to purchase and maintain in force, at its own expense and for the duration of
the services, the following policies of insurance, which policies shall be in a form and with an insurer
acceptable to the City. A certificate evidencing these policies signed by the insurer or an authorized agent
of the insurer must be delivered to the City prior to the commencement of services:
1. Commercial General Liability provided that the policy:

(i) is in the amount of not less than Two Million Dollars ($2,000,000.00), per occurrence;

(ii) adds the City of Toronto as an additional insured;

(iii) includes Non Owned Automobile Liability, Employer's Liability and/or Contingent Employer's
Liability, and any other provision relevant to the services;
(iv) includes a clause which will provide the City with thirty (30) days' prior written notice of
cancellation (15 days if cancellation is due to non payment of premium).

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2. Professional Liability (errors and omissions) coverage provided that the policy:
(i) is in the amount of not less than One Million Dollars ($1,000,000);
(ii) will extend to infringement of copyright and other intellectual property, including misuse of
trade secrets, if appropriate.

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Notwithstanding anything to the contrary contained in this Agreement, kept in full force and effect
for a period of time ending no sooner than TWO YEARS after the termination or expiry of this
Agreement, as the case may be.

3. Automobile Liability insurance with a minimum limit of One Million Dollars ($1,000,000) for all
owned or leased licensed motorized vehicles used in the performance of services.

It is understood and agreed that the coverage and limits of liability noted above are not to be construed as
the limit of liability of the vendor in the performance of services. It is also agreed that the above
insurance policies may be subject to reasonable deductible amounts, which deductible amounts shall be
borne by the vendor. At the expiry of the policies of insurance, original signed Certificates evidencing
renewal will be provided to the City without notice or demand.
The successful vendor is responsible for any loss or damage whatsoever to any of its materials, goods,
equipment or supplies and will maintain appropriate all-risk coverage as any prudent owner of such
materials, goods, supplies and equipment. The successful vendor shall have no claim against the City or
the Citys insurers for any damage or loss to its property and shall require its property insurers to waive
any right of subrogation against the City.
12. Warranties and Covenants

The Vendor represents, warrants and covenants to the City (and acknowledges that the City is relying
thereon) that any deliverable resulting from or to be supplied or developed under the Agreement will be in
accordance with the Citys functional and technical requirements (as set out in the RFP) and, if
applicable, will function or otherwise perform in accordance with such requirements.
13. Third Party Software

Where the City is in possession of software containing or constituting confidential proprietary information
belonging to third parties, the Vendor shall not, except in the usual incidental manner genuinely necessary
for the intended use of such software on the equipment of the City,

(a) analyze, copy, decompile, disassemble, translate, convert, reverse engineer or duplicate any physical
embodiment or part thereof, or permit any person to do so; or

(b) divulge to any unauthorized person the ideas, concepts or techniques, or make any other improper use,
of such software.
The Vendor shall fully defend, save harmless and indemnify the City from and against any loss or
damages suffered by the City as a result of any failure by the Vendor, its officers, directors, partners,
contract personnel, agents and employees or any of them to comply with the provisions hereof.

Should the Vendor include third party components within the Solution, the Vendor must secure the rights
to use and repackage third party components and pass on those rights to the City without additional
charges.

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14. Ownership of Intellectual Property and Deliverables

The City will own all intellectual property rights, including (without limitation) copyright, in and to all
deliverables provided by the Vendor and its subcontractors. All information, data, plans, specifications,
reports, estimates, summaries, photographs and all other documentation prepared by the Vendor in the
performance of the Services under the Agreement, whether they be in draft or final format, shall be the
exclusive property of the City.

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15. Payment Schedule

A payment schedule satisfactory to the City shall form part of the Agreement.

No fees or reimbursable expenses shall become payable to the Vendor pursuant to the Agreement other
than pursuant to one or more signed schedules.

The Vendor shall submit invoices in such detail as may be required by the City, and the City reserves the
right to require further proof or documentation from the Vendor in respect of services performed or
expenses incurred by the Vendor and the Vendor shall provide, without delay, such further proof or
documentation.

If the City does not approve of the Services which are the subject of the invoice, the City shall advise the
Vendor in writing of the reasons for non-approval and the Vendor shall remedy the problem at no
additional cost to the City before the City shall be obliged to pay the invoice or any part of it, as the case
may be.

The Vendor shall be solely responsible for the payment of all personnel costs including statutory and
otherwise (including without limitation subcontractors and suppliers and their respective personnel) made
available by it and used for performance of any of the Services.
16. Termination Provisions

Upon giving the Vendor not less than thirty (30) days prior written notice, the City may, at any time and
without cause, cancel the Agreement, in whole or in part. In the event of such cancellation, the City shall
not incur any liability to the Vendor apart from the payment for the goods, material, articles, equipment,
work or services that have been satisfactorily delivered or performed by the Vendor at the time of
cancellation.

Failure of the Vendor to perform its obligations under the Agreement shall entitle the City to terminate
the Agreement upon ten (10) calendar days written notice to the Vendor if a breach which is remediable
is not rectified in that time. In the event of such termination, the City shall not incur any liability to the
Vendor apart from the payment for the goods, material, articles, equipment, work or services that have
been satisfactorily delivered or performed by the Vendor at the time of termination.

All rights and remedies of the City for any breach of the Vendor's obligations under the Agreement shall
be cumulative and not exclusive or mutually exclusive alternatives and may be exercised singularly,
jointly or in combination and shall not be deemed to be in exclusion of any other rights or remedies
available to the City under the Agreement or otherwise at law.
No delay or omission by the City in exercising any right or remedy shall operate as a waiver of them or of
any other right or remedy, and no single or partial exercise of a right or remedy shall preclude any other
or further exercise of them or the exercise of any other right or remedy.

Upon termination, all originals and copies of data, plans, specifications, reports, estimates, summaries,
photographs, and other documents that have been accumulated and/or prepared by the Vendor in
performance of the Agreement shall be delivered to the City in a clean and readable format.
17. Right to Audit

The City may audit all financial and related records associated with the terms of the Agreement including
timesheets, reimbursable out of pocket expenses, materials, goods, and equipment claimed by the
Vendor. The Vendor shall at all times during the term of the contract, and for a period of 3 years
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following completion of the Agreement, keep and maintain records of the Work performed pursuant to
this Agreement. This shall include proper records of invoices, vouchers, timesheets, and other documents
that support actions taken by the Vendor. The Vendor shall at his own expense make such records
available for inspection and audit by the City at all reasonable times.

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18. Occupational Health and Safety

a. The Vendor shall comply with all federal, provincial or municipal occupational health and safety
legislative requirements, including, and without limitation, the Occupational Health and Safety Act,
R.S.O., 1990 c.0.1 and all regulations thereunder, as amended from time to time (collectively the
"OHSA").

b. Nothing in this section shall be construed as making the City the "employer" (as defined in the
OHSA) of any workers employed or engaged by the Vendor for the Services, either instead of or
jointly with the Vendor.

c. The Vendor agrees that it will ensure that all subcontractors engaged by it are qualified to perform the
Services and that the employees of subcontractors are trained in the health and safety hazards
expected to be encountered in the Services.

d. The Vendor acknowledges and represents that:

i. The workers employed to carry out the Service shave been provided with training in the hazards
of the Services to be performed and possess the knowledge and skills to allow them to work
safely;

ii. The Vendor has provided, and will provide during the course of the agreement, all necessary
personal protective equipment for the protection of workers;

iii. The Vendors supervisory employees are competent, as defined in the OHSA, and will carry out
their duties in a diligent and responsible manner with due consideration for the health and safety
of workers;
iv. The Vendor has in place an occupational health and safety, workplace violence and workplace
harassment policies in accordance with the OHSA; and
v. The Vendor has a process in place to ensure that health and safety issues are identified and
addressed and a process in place for reporting work-related injuries and illnesses.

e. The Vendor shall provide, at the request of the General Manager, Parks Forestry and Recreation or
her designate, the following as proof of the representations made in paragraph d(i) and d(iv):

i. documentation regarding the training programs provided or to be provided during the Services
(i.e. types of training, frequency of training and re-training); and

f.

ii. he occupational health and safety policy.

The Vendor shall immediately advise the General Manager, Parks Forestry and Recreation or her
designate in the event of any of the following:
i. A critical injury that arises out of Services that are the subject of this agreement;

ii. An order(s) is issued to the Vendor by the Ministry of Labour arising out of the Services that are
the subject of this agreement;

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iii. A charge is laid or a conviction is entered arising out of the Services that are the subject of this
agreement, including but not limited to a charge or conviction under the OHSA, the Criminal
Code, R.S.C 1985, c. C-46, as amended and the Workplace Safety and Insurance Act, 1997, S.O.
1997, c. 16, Sched. A, as amended.

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g. The Vendor shall be responsible for any delay in the progress of the Services as a result of any
violation or alleged violation of any federal, provincial or municipal health and safety requirement by
the Vendor, it being understood that no such delay shall be a force majeure or uncontrollable
circumstance for the purposes of extending the time for performance of the Services or entitling the
Vendor to additional compensation, and the Vendor shall take all necessary steps to avoid delay in the
final completion of the Services without additional cost to the City.
h. The parties acknowledge and agree that employees of the City, including senior officers, have no
authority to direct, and will not direct, how employees, workers or other persons employed or
engaged by the Vendor do work or perform a task that is the subject of this agreement.

19. Workplace Safety and Insurance Act

The Vendor shall secure, maintain and pay all costs for Workplace Safety and Insurance Board ("WSIB")
workers compensation coverage for its employees providing Services under this agreement, whether
required statutorily or not under the Workplace Safety and Insurance Act, 1997.

The Vendor represents and warrants that it shall be in good standing with the WSIB throughout the term
of this agreement. Prior to supplying the Services and prior to receiving payment, the Vendor shall
produce a Clearance Certificate issued by the WSIB confirming that the Vendor has paid its assessment
based on a true statement of the amount of its current payroll in respect of the Services and that the City is
relieved of financial liability. Thereafter, throughout the period of Services being supplied, a new
Clearance Certificate will be obtained from the WSIB by the Vendor and provided to the City every 90
days or upon expiry of the Certificate's validity period whichever comes first.
The Vendor shall ensure that any and all persons, including but not limited to volunteers, students,
subcontractors and independent contractors, providing services under this agreement, have secured WSIB
coverage, whether required statutorily or not, for the term of this agreement.
20.
Accessibility Standards and Customer Service Training Requirements
The Vendor must ensure that all deliverables conform to the requirements of the Accessibility for
Ontarians with Disabilities Act, 2005.

The Vendor shall require all applicable personnel (including those of its subcontractors) to fulfill the
training requirements set out in the City's policy on Accessible Customer Service Training Requirements
for Contractors, Consultants and other Services Providers. For a copy of the City of Toronto requirement,
visit the website at
http://www1.toronto.ca/wps/portal/contentonly?vgnextoid=aa2f637314522410VgnVCM10000071d60f89RCRD&v
gnextfmt=default

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APPENDIX C
STANDARD SUBMISSION FORMS
Proposal Submission Form Mandatory

FORM 2:

Policy to Exclude Bids From External Parties Involved in the Preparation or

Development of a Specific Call/Request - Mandatory

FORM 3:

Restrictions on the Hiring and Use of Former City of Toronto Management

Employees for City Contracts If Applicable

FORM 4:

Environmentally Responsible Procurement If Applicable

FORM 5:

Notice of No Submission If Applicable

FORM 6:

Declaration of Compliance with Anti-Harassment/Discrimination Legislation and

City Policy

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FORM 1:

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FORM 1

PROPOSAL SUBMISSION FORM

REQUEST FOR PROPOSAL NO. 9118-15-5046
FOR ALL PROFESSIONAL AND TECHNICAL SERVICES TO COMPLETE THE
HUMBER BAY PARK MASTER PLAN AND PHASE 1 IMPLEMENTATION.

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RE:

CLOSING: 12:00 NOON (local Toronto time) SEPTEMBER 30, 2015

I/WE HEREBY SUBMIT MY/OUR PROPOSAL FOR THE PROVISION OF THE GOODS AND/OR
SERVICES AS DESCRIBED WITHIN THE REQUEST FOR PROPOSAL DOCUMENT FOR THE
ABOVE NAMED PROJECT.
I/WE HAVE CAREFULLY EXAMINED THE DOCUMENTS AND HAVE A CLEAR AND
COMPREHENSIVE KNOWLEDGE OF THE REQUIREMENTS AND HAVE SUBMITTED ALL
RELEVANT DATA. I/WE AGREE, IF SELECTED TO PROVIDE THOSE GOODS AND/OR
SERVICES TO THE CITY IN ACCORDANCE WITH THE TERMS, CONDITIONS AND
SPECIFICATIONS CONTAINED IN THE REQUEST FOR PROPOSAL DOCUMENT AND OUR
SUBMISSION. I/WE AGREE THAT THIS SUBMISSION IS BEING MADE WITHOUT ANY
COLLUSION OR FRAUD.
ACKNOWLEDGE RECEIPT OF ADDENDA BY NUMBER AND ISSUE DATE:
ADDENDUM NO. ________ DATED _________________________
ADDENDUM NO. ________ DATED _________________________
ADDENDUM NO. ________ DATED _________________________
ADDENDUM NO. ________ DATED _________________________

SUBMITTED BY:
_________________________________________________________________________________________
(PROPONENT'S FULL LEGAL NAME)
ADDRESS:

_______________________________TELEPHONE NO. ___________________________

_______________________________FAX NO. ___________________________________

_______________________________EMAIL: ____________________________________

_______________________________ DATE: _____________________________________

SIGNATURE OF AUTHORIZED SIGNING OFFICER

_______________________________________________________________________________________
PRINTED NAME OF SIGNING OFFICER
THIS FORM MUST BE SIGNED AND SUBMITTED WITH YOUR PROPOSAL OR YOUR
PROPOSALWILL BE DECLARED INFORMAL.

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FORM 2
POLICY TO EXCLUDE BIDS FROM EXTERNAL PARTIES INVOLVED IN THE
PREPARATION OR DEVELOPMENT OF A SPECIFIC CALL/REQUEST

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To ensure Fair and Equal Treatment in its competitive procurements, the City of Toronto will undertake
to:

disallow bidders/proponent from submitting a bid to any Tender, Quotation, or Proposal call in which
the bidders/proponent has participated in the preparation of the call document; and

a bidder/proponent who fails to comply will result in disqualification of their response to the
call/request.

Did you, the proponent, assist the City of Toronto in the preparation of this Request for Proposal call?
Specify:

Yes _______ No _________

For a copy of the City of Toronto Policy, visit the website at

http://www.toronto.ca/citybusiness/pdf/bidsfromexternalparties.pdf

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FORM 3
RESTRICTIONS ON THE HIRING AND USE OF FORMER CITY OF TORONTO
MANAGEMENT EMPLOYEES FOR CITY CONTRACTS

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The purpose of this Policy to ensure that former City of Toronto management employees who took part in
a separation program or received a retirement package, are prohibited from participating in contracts
directly or indirectly related to the City of Toronto or its special purpose bodies for a period of two years
starting from an employees separation date.

Former employees covered by this policy are prohibited from participating in contracts directly or indirectly
related to the City of Toronto or its special purpose bodies for a period of two years starting from the
employees separation date. This would include, but not be limited to, for example, the following roles:

As an independent contractor/consultant;
As a contractor/consultant on City project Work for a company/firm (but, the firm may compete); or
As a contractor/consultant on City project Work for a company/firm that has been sub-contracted by
another company/firm.

Former City of Toronto management employees who took part in a separation program or received a
retirement incentive are prohibited from participating in contracts directly or indirectly related to the City
of Toronto and its special purpose bodies for a period of two years starting from an employees
termination date.
Notes:

(1)

Adopted by Council at its meeting of February 4, 5, & 6, 1998, Report No. 2, Clause No.
2 of the Strategic Policies and Priorities Committee, and

(2) Revised by City Council at its meeting of November 26, 27, 28, 2002, Report No. 14,
Clause No. 6, Administration Committee.

Respondents are to state the name(s) of any former City of Toronto management employee(s) hired/used
by your firm, if any, who have left the employ of the City or its special purpose bodies within the last two
years.
Specify:

This policy will be considered in the evaluation of all submissions received by the City of Toronto.
For further information contact:

Manager, Corporate Purchasing, Policy & Quality Assurance

18th Floor, West Tower, City Hall, (416) 392-0387

For a copy of the City of Toronto Policy, visit the website at

http://www.toronto.ca/calldocuments/pdf/former_employees.pdf

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FORM 4
ENVIRONMENTALLY RESPONSIBLE PROCUREMENT STATEMENT
The City of Toronto Environmentally Responsible Procurement Policy encourages bidders to also offer
products/services that are environmentally preferred.

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Environmentally preferred products/services offered must be competitive in cost, conform to

specifications, performance requirements and, be suitable for the intended application as determined by
the using department(s)

Environmentally preferred products/services are those such as durable products, reusable products, energy
efficient products, low pollution products/services, products (including those used in services) containing
maximum levels of post-consumer waste and/or recyclable content, and products which provide minimal
impact to the environment.
An environmentally preferred product is one that is less harmful to the environment than the next best
alternative having characteristics including, but not limited to the following:
1. Reduce waste and make efficient use of resources: An Environmentally Preferred Product
would be a product that is more energy, fuel, or water efficient, or that uses less paper, ink, or
other resources. For example, energy-efficient lighting, and photocopiers capable of
double-sided photocopying.
2. Are reusable or contain reusable parts: These products such as rechargeable batteries,
reusable building partitions, and laser printers with refillable toner cartridges.

3. Are recyclable: A product will be considered to be an Environmentally Preferred Product if

local facilities exist capable of recycling the product at the end of its useful life.
4. Contain recycled materials: An Environmentally Preferred Product contains post-consumer
recycled content. An example is paper products made from recycled post-consumer fibre.

5. Produce fewer polluting by-products and/or safety hazards during manufacture, use or
disposal: An EPP product would be a non-hazardous product that replaces a hazardous
product.
6. Have a long service-life and/or can be economically and effectively repaired to upgraded.

Bidders shall if requested, provide written verification of any environmental claims made in their
bid/Proposal satisfactory to the City of Toronto within five (5) working days of request at no cost to the
City. Verification may include, but not be limited to, certification to recognized environmental program
(e.g., Environmental Choice Program [ECP]), independent laboratory tests or manufacturer's certified
tests, Only proven environmentally preferred products/services shall be offered. Experimental or
prototype products/services will not be considered.
For a copy of the City of Toronto Environmentally Responsible Procurement Policy, visit the website at
http://www.toronto.ca/calldocuments/pdf/environment_procurement.pdf

State if environmentally preferred products/service is being offered:

YES______

State briefly the environmental benefit of the product/service offered:

__________________________________________________________________________
__________________________________________________________________________

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NO______

FORM 5
NOTICE OF NO SUBMISSION
RFP # :

9118-15-5046

CLOSING DATE:

SEPTEMBER 30, 2015

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IMPORTANT - PLEASE READ THIS

It is important to the City of Toronto to receive a reply from all invited Proponents. There is no obligation to submit a Proposal;
however, should you choose not to submit, completion of this form will assist the City in determining the type of services you are
interested in submitting a Proposal in the future.

INSTRUCTIONS:

If you are unable, or do not wish to submit a Proposal on this Request for Proposals, please complete the following portions of this
form. State your reason for not submitting a Proposal by checking applicable box(es) or by explaining briefly in the space
provided. It is not necessary to return any other Request for Proposals documents.
1. We do not offer this service.

Other reasons or additional comments.

2. We do not offer services to these requirements.

3. Unable to offer services competitively.

4. Cannot handle due to present commitments.

5. Quantity/project too large.

6. Cannot meet delivery/completion requirements.

7. Licensing restrictions.

Do you wish to participate in Request for Proposals for services in the future?

YES ____

NO ____

Company Name:

For Citys use only - Do not write in this space.

Address:

Signature of Company Representative:

Position:
Date:

Tel. No.:
Fax No.:

Fax: 416-397-7779

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FORM 6

Organizations/individuals in Ontario, including the City of Toronto, have obligations under the Ontario Human Rights Code, the
Occupational Health and Safety Act, the Employment Standards Act, the Accessibility for Ontarians with Disabilities Act, the Criminal
Code of Canada and the Charter of Rights and Freedoms. In addition, the City of Toronto also has policies that prohibit discrimination on
the additional grounds of political affiliation or level of literacy, subject to the requirements of the Charter. Organizations are required to
have and post policies, programs, information, instruction, plans and/or other supports, and an appropriate internal process available to
their employees and service recipients to prevent, address and remedy discrimination, racism, harassment, hate and inaccessibility
complaints under the applicable legislation and including the additional grounds of discrimination prohibited under City policy. Individuals
are obliged to refrain from harassment/hate activity.

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For Office Use Only

DECLARATION OF COMPLIANCE WITH ANTI-HARASSMENT/DISCRIMINATION LEGISLATION & CITY POLICY

Declaration of Compliance with Anti-Harassment/Discrimination

Legislation & City Policy

The City of Toronto requires all organizations and individuals that contract with the City to sign the following Declaration of Compliance
with Anti-Harassment/Discrimination Legislation & City Policy. This Declaration must be signed by your organization and submitted with
the contract or Letter of Understanding. The name of your organization and the fact that you have signed this declaration may be
included in a public report to City Council.

Date:

Declaration:

I/we uphold our obligations under the above provincial and federal legislation. In addition, I/we uphold our obligations
under City policies which prohibit harassment/discrimination on a number of grounds including political affiliation and level of
literacy.
WHERE LEGALLY MANDATED I/we have in place the necessary policies, programs, information, instruction, plans and/or
other supports that are consistent with our obligations, and I/we have an internal process available to my/our employees and
service recipients to prevent, address and remedy discrimination, racism, harassment, hate and inaccessibility complaints.
I/we agree that I/we shall, upon the request of the City, provide evidence of the policies, programs, information, instruction,
plans and other supports and an appropriate internal complaint resolution process required under this Declaration which is
sufficient to allow the City to determine compliance. I/We acknowledge that failure to demonstrate compliance with this
declaration to the satisfaction of the operating Division, in consultation with the City Solicitor, may result in the termination of
the contract.
Name of Vendor or Name of Grant Applicant (Organization or Individual):

Complete Address:

Email _____________________________

Group/Vendor/Individual Name:

Tel. No. ____________________________

Postal Code:

Fax No. ____________________________

Name of Signing Officer or Name of Applicant (Name please print): Position

Signature:
Authorised Signing Officer or Individual

Date:

Multilingual Services: 311 and TTY 416-338-0889.Further information: www.toronto.ca/diversity.ca

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APPENDIX D
SUPPLEMENTARY SUBMISSION FORMS
FORM 7: EXPERIENCE WITH SIMILAR PROJECTS IN THE LAST SEVEN YEARS
SUMMARY

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This form is to be completed and submitted with your proposal or. Proponents may photocopy this form for each project
submitted. This is a two page form; include both pages for each project. Include photographs of each project, if available.
Proponents may use this form or their own, but all information requested on this form must be provided.
Project Name:__________________________________________________________________________________
Address:______________________________________________________________________________________
Project Prime Proponent:
Client Organization:
Contact:

Tel:

Brief Description of Work:

Date Substantially Completed:

Area:

Landscape Arch. Lead:

Project Mgr:

Contract Admin:

Facilitator:

Major Components of Project:

Scope of Your Firm's Work:

Ways in which this project is similar to the City's proposed project:

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Ways this project demonstrates innovation and excellence that may be used in the City's proposed project:

How community and stakeholders were engaged:

Construction Cost (Excl. HST/GST):

Tender $
Final

Major reason for cost variation:

Was the project completed on schedule, and if not; what was the reason for the schedule change?

Contractor: ___________________________________________________________________________________
Contact: _________________________________________________________ Tel: ________________________

List personnel and sub-consultants used that are also part of the team for this proposal:

Other important information to consider

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APPENDIX D
SUPPLEMENTARY SUBMISSION FORMS
Form 8 - Pricing Detail Form

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RFP No. 9118-15-5046

For all Professional and Technical Services for the
Humber Bay Park Master Plan and Phase 1 Implementation

Inventory and Investigation ............................................................... $

___________________

2.

Public Consultation Program ............................................................ $

___________________

3.

Concept Design & Master Plan ......................................................... $

___________________

4.

Phase 1 Detailed Design ..................................................................... $

___________________

5.

Tender Documentation and Administration .................................... $

___________________

6.

Contract Administration .................................................................... $

___________________

7.

Phase 1 Management Plan ................................................................ $

___________________

8.

Sub-Total (Lines 1 7) ....................................................................... $

___________________

9.

Contingency......................................................................................... $

10.

Total (Lines 8 + 9) ............................................................................... $

___________________

11.

HST (13%) .......................................................................................... $

___________________

1.

12.

Total Fee (Lines 10 + 11) .................................................................... $

25,000.00

___________________

For instructions on completing this form, see section 5.3, sub-section 7.

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APPENDIX E
PROPOSAL EVALUATION TABLE(S)

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PROPONENTS
NAME_______________________________________________________________________________________

COMPLIANCE WITH MANDATORY SUBMISSION

REQUIREMENTS

PASS/FAIL

COMPLIANCE WITH MANDATORY TECHNIC

AL REQUIREMENTS

PASS/FAIL

CRITERIA

POINTS
POINTS
AVAILABLE AWARDED

PROPONENT PROFILE AND EXPERIENCE (25 POINTS)

Design of high quality waterfront parks, and natural heritage landscapes,

and successful involvement in recent projects of similar size and scope.
Demonstrated proficiency in restoration and enhancement of terrestrial
habitat and the design of shorelines and natural water features.
Proven ability to develop and implement community consultation
strategies and facilitation, and ability to work collaboratively with
municipal staff and community stakeholders.
Proponent technical, cost estimation, contract document preparation and
implementation experience, ability to establish a capital phasing strategy
and exercise control of project schedule and budget.

10
5
5
5

PROJECT TEAM MEMBER EXPERIENCE (10 POINTS)

Strength, experience & qualifications of project lead

Project Team member composition and experience (appropriate staff of
sub-consultants with required skills)

5
5

PROJECT UNDERSTANDING (25 POINTS)

Understanding of scope of work for this assignment

Design approach and understanding of the site and context, terrestrial
ecology assets, community consultation, and watercourse design
Special skills the team offers to ensure project success
Key areas of the project that are critical for success

WORK PLAN AND DELIVERABLES (15 POINTS)

Detailed work plan, schedule and appropriate assignment of team
members and staff

10

10
2.5
2.5
15

A Proponent's technical portion of the Proposal must score a minimum of 75% (or 56.3 points) for the Cost of
Services envelope to be opened and evaluated.
COST OF SERVICES (25 POINTS)

Consulting Fee is reasonable for the proposed project

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

TOTAL SCORE

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25

100

CRITERIA FOR EVALUATION SCORES

SCORING SYSTEM

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0 No Value: Fails to address the component.

1 Poor: Minimally addresses the component, but one or more major considerations of the component are not
addressed.
2 Fair: The response addresses the component adequately, but minor considerations may not be addressed.
3 Good: The response fully addresses the component and provides a good quality solution. Good degree of
confidence in the Bidder's response or proposed solution met.
4 Very Good: All considerations of the component are addressed with a high degree of confidence in the
Bidder's response or proposed solution.
5 Excellent: All considerations of the component are addressed with the highest degree of confidence in the
Bidder's response or proposed solution. The response exceeds the requirements in providing a superior response
or proposed solution.

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APPENDIX F
Background - Reference Information
Aerial Context and Study Area

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Appendix F-1

Site Meeting Location Map

Appendix F-2

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APPENDIX F-1

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Aerial Context & Study Area Map

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APPENDIX F-2

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Site Meeting - Location Map

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APPENDIX G
Information / Forms for Vendors
Project Folder Organization System

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Appendix G-1

Contractor Performance Evaluation - Sample Form

Appendix G-3

Contractor Inventory Form

Appendix G-4

Statutory Declarations

Appendix G-2

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Appendix G-1
PROJECT FOLDER ORGANIZATION SYSTEM
Background Packages (not applicable to closeout documents

2.

Design Procurement (not applicable to closeout documents)

Design Development

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1.

4.

a. Final Consultant Reports

b. Final Cost Estimates
c. Final Drawings
d. Final Specs
Construction Procurement

5.

a. Package
i. Documents Issued for Tender
ii. Addenda
b. Results
Contract Administration

6.

a. RFI - SI
b. CNN
c. CO
d. Submittals
e. Misc.
f. Meeting Minutes
Finance

7.

a. Consultant
b. Contractor
c. Misc.
Correspondence

8.

a. Consultant
b. Contractor
Permits/Approvals

9.

Site Photos

a. Preliminary
b. Construction
c. Post Construction
10. Site Reviews

11. Close Out

a. CAD Drawings by Consultants

b. As-Built Drawings
c. Warranty Letters & Manuals
d. Substantial Completion Certificate, Contractor's Advertisement, Holdback Release Certificate
e. Statutory declaration, legal description,
f. Asset inventory & contractor evaluation
g. Warranties and manuals

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GENERAL FILE NAMING SYSTEM

Project Name_Subject (with date where relevant) (dd,mm,yr) typical

3- Design Development

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This section is to contain final work done on the RFQ by the consultant. This may include:
-Final report, final cost estimate, final drawings & specs.

File naming: Alexandria ODP_Cost estimation.pdf (Consultant cost estimation)

(Drawing naming: Alexandria ODP_13 _ A1.dwg/ PDF) See page 4 - file naming standards)

4- Construction Procurement

All documents pertaining to the RFQ should be included in this folder. Documents that should be
included in this folder include:
-Pre-tender estimate, tender package as distributed to contractors, drawings, and addendums

-Bid analysis and consultant's recommendation letter.

File naming: Alexandria ODP_bid_Cosar.pdf (Contractor bid)

5- Contract Administration (Construction Documents)

Documents concerning the construction process fall under this section. This may include, but is not
limited to, material specifications, third party testing, shop drawings, shop drawings log and reports.

Also this folder should contain all site instructions, contemplated change notices, change orders, site
directions or similar documents.
File naming: Alexandria ODP_CCN3.pdf (Contemplated change order)
Meeting Minutes

Based on the size of the project, you may want to include sub-folders for meetings with consultant,
contractor and the public. Meeting minutes, changes to meeting minutes should all be kept in this folder, as
well as any emails pertaining to meeting minutes.
Schedule/timeline as well as updated schedules as the project progresses should also

be kept with meeting minutes as they it should be discussed at every meeting. All files should be properly
named with corresponding dates and any changes or comments about the meeting minutes should be
included in this file.
File naming: Alexandria ODP_MM_16-09-10.pdf (Meeting minutes) (dd,mm,yr)

6- Finance (Invoices)

Based on the complexity and size of the project, it may be valuable to create sub-folders for Contractors and
Consultants. Payment certificates, WSIB, Fare wage, Bonding, Insurance, etc. should all be stored within
this folder.
File naming: Alexandria ODP_Cosar_Invoice_3.pdf (Contractor Invoice)

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7- Correspondence
Any correspondence that you think may be relevant to the project but does not fall within any of the other
folders should be saved to this folder. If email correspondence is regarding a matter on site, emails should be
saved in a readable format. Depending on the size and complexity of the project, you may want to create
sub-folders for correspondence between: consultants, contractors, the public and city staff.

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File naming: Alexandria ODP_Cosar_14-09-10.doc (correspondence) (dd,mm,yr)

8- Permits/Approvals

This folder is for all documents pertaining to permitting and approvals, including applications and results for
TRCA, forestry, site planning, building approval etc.
File naming: Alexandria ODP_TRCAapp_15_09_10.pdf (dd,mm,yr)
9- Site Photos

Photographs taken documenting site progress should be stored in this folder under sub-folders corresponding
to the date they were taken.
File naming: Alexandria ODP_photos_16-09-10a.jpg (progress photos) (dd,mm,yr)

10- Site Review

Site reviews should be kept in this folder.

File naming: Alexandria ODP_Site Review1_18-09-10.pdf (site review reports, in pdf form) (dd,mm,yr)

11- Close Out

All information pertaining to the close-out of the project should be kept in this folder. This may include but
is not limited to:
- As-Built CAD files by consultants (See page 4 - file naming and Transmittal sheet standards)
-As-Built drawings (PDF) (See page 4 - file naming and Transmittal sheet standards)
-Certificate of substantial completion, contractor's advertisement
-Holdback Release Certificate

-Statutory declaration, legal description

-Asset inventory & contractor evaluation

-Warranties and manuals

File naming: Alexandria ODP_ Lien search_20-11-10.pdf (Lien search with date) (dd,mm,yr)

(Drawing naming: Alexandria ODP_13 _ A1.dwg/ PDF) See page 4 - file naming standards)

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PROJECT FOLDER ORGANIZATION SYSTEM Cont'd

Parks Forestry and Recreation - Drawings File Naming and Transmittal Sheet Standard
Drawing files (PDF and AutoCAD) to be named as shown below:
DRAWING
NUMBER

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FACILITY NAME
PARK NAME
SURVEY AREA YEAR

Master Card Centre_92_A4.4_2.pdf

Master Card Centre _92_A4.5_3.pdf
Master Card Centre _92_M-01_3.pdf

Parks Forestry and Recreation Close Out Drawings - Transmittal sheet

A list of AutoCAD and PDF files required at closeout are to be complied in a master Excel sheet database
following the sample table below. CAD drawings and PDF drawings are to be on separate spread sheets.
Sample table
FACILITY/
COMPONENT

YEAR

DWG #

DESCRIPTION

TYPE

FILENAME

BIRCHMOUNT
C.C./POOL

COMMUNITY
CENTRE

NY

TITLE

TITLE PAGE

Title

BIRCHMOUNTPARK_COMMCTR_NY_TITLE.PDF

BIRCHMOUNT
C.C./POOL

COMMUNITY
CENTRE

1992

M11

SCHEDULES

As Built

BIRCHMOUNTPARK_RECREATIONCENTRE_92_M11.PDF

BIRCHMOUNT
C.C./POOL

COMMUNITY
CENTRE

1992

M5

GROUND FLOOR PLAN, HVAC

DUCTWORK

As Built

BIRCHMOUNTPARK_RECREATIONCENTRE_92_M5.PDF

BIRCHMOUNT
C.C./POOL

COMMUNITY
CENTRE

1992

M6

SECOND FLOOR PLAN, HVAC

DUCTWORK

As Built

BIRCHMOUNTPARK_RECREATIONCENTRE_92_M6.PDF

BIRCHMOUNT
C.C./POOL

COMMUNITY
CENTRE

1992

M7

GROUND FLOOR PLAN, HVAC

PIPING

As Built

BIRCHMOUNTPARK_RECREATIONCENTRE_92_M7.PDF

AGINCOURT LBC

LAWN BOWLING

1961

22-8

ELEVATION OF PROPOSED
NEW CLUB HOUSE

As Built

AGINCOURTPARK_CLUBHOUSE_61_22-8.PDF

AILSA CRAIG
PARKETTE

PARK

1986

SITE PLAN

As Built

AMESBURYPK_AILSACRAIGPARK_86_2.PDF

AILSA CRAIG
PARKETTE

PARK

1986

PARK IMPROVEMENTS

As Built

AMESBURYPK_AILSACRAIGPARK_86_3.PDF

ALBION C.C./POOL

POOL

1964

PLANS OF GROUND AND

MEZZANINE FLOORS

As Built

THISTLETOWN_SWIMMINGPOOL_64_2.DWG

ALBION C.C./POOL

POOL

1964

ELEVATIONS

As Built

THISTLETOWN_SWIMMINGPOOL_64_3. DWG

ALBION C.C./POOL

POOL

1964

WALL SECTIONS

As Built

THISTLETOWN_SWIMMINGPOOL_64_4. DWG

ALBION C.C./POOL

HEALTH CLUB

1990

M-1

PROPOSED AC SYSTEM

As Built

ALBION HEALTH CLUB_PROPOSED AC SYSTEM_90_M-1. DWG

ALBION C.C./POOL

HEALTH CLUB

1990

S1

STRUCTURAL ALTERATIONS
FOR AC SYSTEM

As Built

ALBION HEALTH CLUB_STRUCTURAL ALTERATIONS _90_S1.

DWG

LOCATION

Legend
Location - Project location information from title block
Facility/ Component Property or structure use
Year - year the drawing was completed as indicated on title block.
Dwg # - Drawing number as indicated on title block.
Description - Purpose of the drawing as indicated in title block
Type - drawing status
Filename City File Naming Standards

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APPENDIX G-2

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CONTRACTOR PERFORMANCE EVALUATION

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APPENDIX G-3

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CONTRACTOR INVENTORY FORM

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Appendix G-4
Statutory Declarations
Statutory Holdback

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

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SCHEDULE SD-1
STATUTORY DECLARATION BY THE CONSULTANT
SECTION 2(f): INTERIM PAYMENT

)
)
)
)
)
)
)

IN THE MATTER OF
the Consulting Agreement entered into
between the City of Toronto
and
dated,
, (Agreement)
and an Invoice dated,
______ (the Invoice)

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PROVINCE OF ONTARIO

To Wit:

I,

, of the

(name)

(City, Town, etc.)

in the

(Regional Municipality etc.)

do solemnly declare that:

1.

I am a (architect/ professional engineer) employed by

(name of Consultant)
, hereinafter referred to as the Consultant. I have personal knowledge of the facts herein set forth
and, as a duly authorized representative of the Consultant, have the authority to certify as follows.
2.
Attached hereto and marked as Exhibit A to this my declaration are true copies of statements of
the Consultant as part of the Invoice addressed to City of Toronto setting forth in detail the services
performed and the disbursements incurred by the Consultant during the period from the
day of
_____ , 20____ to the __ day of
___ , 20_
, and for which payment is
requested. I do hereby certify that such services were performed and such disbursements were properly
incurred by the Consultant pursuant to and in accordance with the provisions of the Agreement.
AND I make this solemn declaration conscientiously believing it to be true and knowing that it is
of the same force and effect as if made under oath and by virtue of the Canada Evidence Act.

DECLARED before me at the

of
of

)
)
)
)
)
)
)
)
)
)
)

, in the

, this

day of, 20

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A Commissioner, etc.

SCHEDULE SD-2
STATUTORY DECLARATION BY THE CONSULTANT
SECTION 2(f): FINAL PAYMENT

)
)
)
)
)
)
)

IN THE MATTER OF
the Consulting Agreement entered into
between the City of Toronto
and
dated,
,(the Agreement)
and an Invoice dated,
______ (the Invoice)

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PROVINCE OF ONTARIO

To Wit:

I,

, of the

(name)

(City, Town, etc.)

in the

(Regional Municipality etc.)

do solemnly declare that:

1.

I am a (architect/ professional engineer) employed by

(name of Consultant)
, hereinafter referred to as the Consultant. I have personal knowledge of the facts herein set
forth and, as a duly authorized representative of the Consultant, have the authority to certify as follows.

2.
Attached hereto and marked as Exhibit A to this my declaration are true copies of statements of
the Consultant as part of the Invoice addressed to City of Toronto setting forth in detail the services
performed and the disbursements incurred by the Consultant during the period from the
day of
____ , 20___ to the
day of ______
, 20__ , and for which payment is
requested. I do hereby certify that such services were performed and such disbursements were properly
incurred by the Consultant pursuant to and in accordance with the provisions of the Agreement.
3.
The Consultant has completed all Services (as defined in the Agreement) to be performed by the
Consultant.
AND I make this solemn declaration conscientiously believing it to be true and knowing that it is
of the same force and effect as if made under oath and by virtue of the Canada Evidence Act.
DECLARED before me at the

of
of

, in the

, this

day of., 20...

)
)
)
)
)
)
)
)
)
)

A Commissioner, etc.

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