TABLE OF CONTENTS RFP 9119-19-5001 Notice to Potential Proponents ...................................................................................................................... 1 Table of Contents .......................................................................................................................................... 2 1.1 References to Labeled Provisions ....................................................................................... 3 1.2 Definitions .......................................................................................................................... 3 1.3 Interpretation ....................................................................................................................... 5 1.4 RFP Process Terms and Conditions .................................................................................... 5 2.0 PURPOSE ........................................................................................................................... 6 2.1 Mandatory Meeting ............................................................................................................. 6 2.2 Cooperative Purchasing Process ......................................................................................... 6 2.3 Background ......................................................................................................................... 6 2.4 Gender Diversity in City Procurements .............................................................................. 6 2.5 Social Procurement ............................................................................................................. 6 2.5.1 Supplier Diversity ...........................................................................................................ONLY......................... 7 2.5.2 Workforce Development .......................................................................................................................... 7 3.0 SCOPE OF WORK ............................................................................................................. 7 4.0 PROPOSAL EVALUATION AND SELECTION PROCESS ........................................ 15 4.1 Selection Committee ......................................................................................................... 15 4.2 Selection Criteria .............................................................................................................. 15 4.3 Selection Process .............................................................................................................. 16 4.4 Schedule of Events ............................................................................................................ 16 4.5 Clarifications ..................................................................................................................... 17 4.6 Interviews or Demonstrations ........................................................................................... 17 4.7 Evaluation Results ...........................................................................................................COPY . 17 4.8 Negotiations and Agreement............................................................................................. 18 5.0 PROPOSAL SUBMISSION REQUIREMENTS ............................................................. 18 5.1 General Overview ..............................................SUBMIT............................................................... 18 5.2 Proposal Documentation and Delivery ............................................................................. 19 5.3 Proposal Content ............................................................................................................... 20 APPENDICES .............................................................................................................................. 29 APPENDIX A - RFP PROCESS TERMS AND CONDITIONS .................................................. 29 APPENDIX B - AGREEMENT TERMS AND CONDITIONS ................................................... 37 APPENDIX C - STANDARD SUBMISSION FORMS ............................................................... 44 APPENDIX D - SUPPLEMENTARY SUBMISSION FORMS ................................................... 52 SUPPLEMENTARY SUBMISSIONNOT FORMS................................. ............................................ 53 CORE PRICING .......................................................................................................................... 53 SUPPLEMENTARY SUBMISSION FORMS ......................................................................... 55 PROPOSAL EVALUATION TABLE(S) 9119-19-5001 ............................................................. 57 VIEWING DO 9119-19-5001 Audits of Tennis Courts, Sports Pad and Parking Lots 2 of 88 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). 1.2 Definitions Throughout this Request for Proposal, unless inconsistent with the subject matter or context, “Addendum” or “Addenda” means any document or documents issued by the City prior to the Closing Deadline that changes the terms of the RFP or contains additional information related to the RFP; ONLY "Affiliated Person" means everyone related to the Proponent including, but not limited to employees, agents, representatives, organizations, bodies corporate, societies, companies, firms, partnerships, associations of persons, parent companies, and subsidiaries, whether partly or wholly-owned, as well as individuals, and directors, if: A. Directly or indirectly either one controls or has the power to control the other, or B. A third party has the power to control both. “Agencies and Corporations” refer to bodies and organizations that have a direct reporting or funding relationship with the City of Toronto or Council. The list of current organization name and contact of agencies and corporations to be considered underCOPY this RFP is available from the following page on the City's website www.toronto.ca/abcc “Agreement” means any written contract between the City and a Vendor or any purchase order issued by the City to the Vendor with respect to the Services contemplateSUBMITd 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. “Closing Deadline” means the date and time specified on the RFP Cover Page or any Addenda issued by the City, as the date and time by NOTwhich Proponents must submit their Proposal; “Conflict of Interest” includes, but is not limited to, any situation or circumstance where: VIEWING (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 informationDO 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 9119-19-5001 Audits of Tennis Courts, Sports Pad and Parking Lots 3 of 88 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 Vendor’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 City Council. "Diverse Supplier" means any business or enterprise that is certified by a Supplier Certification Organization to be: More than 51% (majority) owned, managed and controlled by persons belonging to an equity- seeking community, or A social purpose enterprise whose primary purpose is to create social, environmental or cultural value and impact, and where more than 50% of the persons who are fulltimeONLY equivalent employees or are participating in, or have completed, transitional employment training, experience economic disadvantage. "Equity-seeking Community" is a group that experiences discrimination or barriers to equal opportunity, including women, Aboriginal People, persons with disabilities, newcomers/new immigrants, LGBTQ+ people, visible minorities/racialized people, and other groups the City identifies as historically underrepresented. "may" and "should" used in this RFP denote permissive (not mandatory). “MFIPPA” means the Municipal Freedom of Information and Protection of Privacy Act. COPY "must", "shall" and "will" used in this RFP denote imperative (mandatory), meaning Proposals not satisfying imperative (mandatory) requirements