NOTICE to POTENTIAL PROPONENTS May 4, 2020 Request for Proposal No
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NOTICE TO POTENTIAL PROPONENTS May 4, 2020 Request for Proposal No. EPRFP 2020-35973 For: Automated Teller Machine Services (ATM) for a four-year term commencing October 1, 2020 Please review the attached document and submit your Proposal to the address noted below by the closing deadline of 12:00 PM (local Toronto time) on Tuesday May 19, 2020. Proposals will not be considered unless: Received by the date and time specified above; and Received at the address specified below: Submissions may also be made by e-mail to: [email protected] Information and/or site meeting requirements: Required: (yes/no) No Attendance Requirement: (mandatory/voluntary) Date: Time: Location: Deadline for Questions Wednesday, May 13, 2020 at 12:00 PM (must be in writing): Exhibition Place Contact: Ms. Lynn Miller, Purchasing Manager (t) 416-263-3628 (e) [email protected] For convenience you may affix the following address label to the envelope(s) containing your submission. -------------------------------------- -------------------------------- COMPANY NAME: RFP NO.: EPRFP 2020-35973 CLOSING DEADLINE: 12:00 Noon Tuesday, May 19, 2020 (local Toronto time) Lynn Miller, Purchasing Manager Enercare Centre 100 Princes’ Boulevard, Suite 1 DELIVER TO: Toronto, ON, M6K 3C3 OR VIA EMAIL [email protected] 1 of 55 Exhibition Place will not be held responsible for submission documents submitted in envelope(s) that are not labelled in accordance with the above instructions. 2 of 55 TABLE OF CONTENTS RFP NO. EPRFP 2020-35973 Notice to Potential Proponents ........................................................................................ 1 Table of Contents ............................................................................................................ 3 1.0 TERMINOLOGY ................................................................................................... 4 1.1 References to Labeled Provisions ............................................................. 4 1.2 Definitions .................................................................................................. 4 1.3 Interpretation .............................................................................................. 4 1.4 RFP Process Terms and Conditions .......................................................... 6 2.0 PURPOSE ............................................................................................................ 6 2.1 Invitation and Objectives ............................................................................ 6 2.2 Mandatory Site / Information Meeting N/A ................................................. 6 2.3 Background ................................................................................................ 7 2.4 Statistical Information................................................................................. 8 3.0 SCOPE OF WORK ............................................................................................... 9 3.1 ….. ............................................................................................................... 9 3.2 ….. ............................................................................................................... 9 3.3 Deliverables…… ........................................................................................ 11 3.4 Payment of Fees ........................................................................................ 14 4.0 PROPOSAL EVALUATION AND SELECTION PROCESS ................................ 14 4.1 Selection Committee ................................................................................ 14 4.2 Selection Criteria ..................................................................................... 15 4.3 Selection Process and Requirements ...................................................... 15 4.4 Schedule of Events .................................................................................. 15 4.5 Clarifications .............................................................................................. 5 4.6 Interviews ................................................................................................. 16 4.7 Evaluation Results ................................................................................... 16 4.8 Negotiations and Agreement ................................................................... 16 5.0 PROPOSAL SUBMISSION REQUIREMENTS ................................................... 17 5.1 General Overview .................................................................................... 17 5.2 Proposal Documentation and Delivery ..................................................... 18 5.3 Proposal Content ..................................................................................... 19 APPENDICES Appendix A RFP Process Terms and Conditions ........................................................ 28 Appendix B Draft Form of Agreement ......................................................................... 33 Appendix C Standard Submission Forms .................................................................... 46 Appendix D Supplementary Submission Forms .......................................................... 53 Appendix E Proposal Evaluation Table ....................................................................... 54 Appendix F Site Plan .................................................................................................. 55 3 of 55 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 “sub-clause” shall, unless otherwise expressly indicated, be taken as a reference to the correspondingly labeled provision of this Request for Proposal (RFP). 1.2 Definitions Throughout this Request for Proposal, unless inconsistent with the subject matter or context. “Agreement” means any written contract between the Board and a Proponent 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. If the value of the Services is $100,000 or less, the Agreement may be in the form of a Purchase Order. “ATM” means automatic teller machine “ATM Service Provider” means the Successful Proponent “Board” means The Board of Governors of Exhibition Place being a local board of the City as continued by Section 407 of the City of Toronto Act, 2006. "Board Contact" means the Board employee(s) designated as Board Contact on the Notice to Potential Proponents for all matters related to the RFP Call process. “Board’s Representative” means the Exhibition Place staff person designated as the contact for the Successful Proponent for delivery of the Services following execution of the Agreement. “City” means the City of Toronto as continued by the City of Toronto Act, 2006. “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 Board 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 Board or Board; 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 4 of 55 (b) in relation to the performance of its contractual obligations in the Board contract, the Proponent’s 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 Council of the City of Toronto. "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. “Proponent” means a legal entity that submits a Proposal. In the case of a consortium, one member of the consortium must be identified as the Proponent with whom the Board may enter into an Agreement. “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. “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 Board. “Services” means all services and deliverables to be provided by a Proponent as described in this RFP. “Successful Proponent” means the Proponent with whom the Board enters into an Agreement. “Work” means all services and deliverables to be provided by a Proponent as described in Section 3 of the RFP. “7/24” means seven days per week, 24