Request for Proposals Parkland Needs Study Summary: The Town of Mono is seeking proposals from community recreation consultants to make recommendations on what additional facilities/infrastructure, if any, could be added to its seven existing parks. The purpose of this RFP is to provide a fair evaluation for all candidates and to provide the candidates with the evaluation criteria against which they will be judged. Introduction: The Town of Mono has an estimated current population of 9,342. Mono is ideally situated in south central Ontario, located in Dufferin County between Shelburne and Orangeville to the north and south and Adjala/Tosorontio and Amaranth to the east and west. In terms of land area, Mono is generally a rural community but, in terms of population, approximately 1/3 rd of Mono s residents live in subdivisions clustered around the Town of Orangeville. The decision to add several recreational facilities to one or more of the Town s seven parks is influenced by factors including: The residents of the Town have access to significantly more parkland, both active and passive than that provided by its own seven parks. There are two provincial parks within Mono s boundaries, five municipal forests, three county forests, the Island Lake Conservation Area and several properties owned by a number of conservancies. With Orangeville to the south and Shelburne to the north, Mono residents are able to register their children or themselves for recreational programs that are not offered in Mono in these adjoining communities. Mono has developed and supports relationships with various groups that provide recreational opportunities for its residents. These groups presently include; the Mono Nordic Ski Club, the Monora Lawnbowlers, the Mono Ping Pong Club, the Mono Tennis Club, the Mono Pickleball Club, and the Island Lake Rowing Club and the Bruce Trail Conservancy. There are additional recreational opportunities provided by the private sector within Mono, eg. Golf, downhill skiing, tai chi. The Town has financial resources to fund new facilities in one or more of its seven parks, but there are conditions affecting the use of these funds. Council must consider the disposition of these monies collected through parkland dedication (municipal wide) and through development charges (site specific.) 1
Proposal Guidelines and Requirements This is an open and competitive process. Proposals received after 4:00 pm EST, January 19, 2018 will not be considered. The Proposal must contain the signature of a duly authorized officer or agent of the company submitting the proposal. The price quoted should be inclusive. If the price excludes certain fees or charges, you must provide a detailed list of excluded fees with a complete explanation of the nature of those fees. If the execution of work to be performed by the company requires the hiring of subcontractors, this must be clearly stated in the proposal. Sub-contractors must be identified and the work they will perform must be defined. In the proposal please provide the name, address and work history of the sub-contractor. The Town of Mono will not refuse a proposal based upon the use of sub-contractors; however we retain the right to refuse the sub-contractors you have selected. Provisions of this RFP and the contents of the successful responses are considered available for inclusion in final contractual obligations. Project Deliverables and Objectives The successful candidate will produce the following: A document that outlines what the community recreation needs are and how these needs might change in the future given current demographics and any expected trends or changes in these demographics. Recommendations and locations on any additional recreation facilities/infrastructure that should be considered for any or each of the Town s seven municipally owned parks. A final report that will be presented to Council on June 26, 2018. All reports and presentations will be ADOA compliant. Nature and Scope of Work Start-up The successful candidate will: Develop, in conjunction with the Director of Recreation, a detailed work plan and schedule for the overall project including public consultation process. Meet with the Town of Mono Recreation Advisory Committee to obtain local knowledge, identify known issues, assess priorities and understand local challenges and opportunities from a community standpoint. 2
Review issues and opportunities identified by each municipal councilor and identify key synergies to be pursued and potential disputes to be resolved. Research The successful candidate will conduct research into the following subjects: The existing recreational assets from a geographic and population base. Are there any broad trends in recreational activities that might affect the Town s decision to build additional facilities? For example, is there a growing interest in some activities (pickle ball, cycling, etc. ) that might affect the Town s decisions on new or additional facilities. What discussion points should be brought out for public consultation? What recreational and sport activities are taking place in Mono (and nearby communities) and are there any capacity limits? Consultation and Facilitation Input Organize at minimum three public open houses to be held in various locations in the northern, central and southern portions of the Town to help determine community recreational needs. Consult with local sports and user groups, (to include but not limited to: the Mono Nordic Ski Club, the Mono Tennis Club, the Monora Lawnbowlers, the Mono Ping Pong Club, the Mono Rowing Club, the two local Bruce Trail Clubs, local cycling clubs, Dufferin Trails Council) members of the public and other recreational stakeholders to obtain local knowledge, identify known issues, assess priorities and understand local challenges and opportunities. Provide content for a public on-line survey regarding community needs and activity priorities. Provide alternatives to the on-line survey and make all means of public communication AODA compliant. Project Meetings The majority of project meetings will take place at the Town of Mono Municipal Offices (347209 Mono Centre Road, Mono). Meetings will include the Director of Recreation, the Recreation Councilor and the Consultant. The successful consultant will allow for the following meetings, at a minimum, during the course of the project: Project start-up meeting to confirm the project work plan; Interim meeting following the completion of the draft report; Wrap-up meeting following the completion of the final report. For each meeting, the consultant shall: Prepare an agenda to be distributed as a draft a minimum of three working days in advance of the meeting; and 3
Provide written minutes of meetings to municipal staff within five working days of the meeting. Presentation The successful candidate will prepare a public presentation to Council for its June 26, 2018 meeting that outlines the background and reviews recommendations of the project deliverables and objectives. Proposal Response Guidelines Cover letter A covering letter, dated and signed by a person authorized to negotiate, make commitments, and provide any clarifications with respect to the proposal on behalf of the bidding consultant or firm. Provide a statement indicating the company s understanding of the proposed project and the deliverables required. Provide an indication of any proposed deviations or exceptions to the terms and conditions outlined in this RFP document. Proposed Project Plan A proposed project plan, with timelines, that indicates the steps to be taken from startup, research, consultation and facilitation input to presentation. Project Resources Qualification and Experience Project Team Identify the lead consultant and provide a breakdown of qualifications for each member of the project team including: Name Role Responsibility Location Estimated amount of time each resource will be dedicated to the project Resume Showing: o Education o Professional certification; and o Length and type of experience References Please supply three client references for the company or lead consultant, including the name and address of the reference and the name, title and phone number of the contact person. Describe how the services provided to these references are similar to the services proposed in this study. 4
Innovation Provide details of any possible innovative ideas, suggestions, improvements, recommendations, or opportunities that would enhance the project, processes or required outcomes indicated within this RFP. Costs and Charges Provide an all-inclusive fixed cost quotation in Canadian funds for the project. Identify the expected costs and their allocation. Charts, public meetings, professional wages/fees, travel, reports, survey, sub-contracted services, contingencies and applicable taxes. Submission As a potential supplier of these professional services, you are invited to submit a proposal to provide professional Recreational Needs Assessment services in accordance with the terms, conditions detailed in this document. Three complete hard copies of your proposal indicating the RFP Reference # 2018- REC-01 are to be forwarded to: The Town of Mono 347209 Mono Centre Road Mono, ON L9W 6S3 Attn: Kim Perryman, Director of Recreation Closing date and time: January 19 th, 2018 at 4:00pm EST The time for closing of proposals will be determined by the time shown on the clock located at the Town of Mono Municipal Office 2 nd floor. Proposals received after the closing time will not be considered. Review Schedule RFP Release Date: December 7 th, 2017 Last Day for Written Questions: January 12 th, 2018 Closing Date at 4:00pm EST: January 19 th, 2018 Tentative Review and Selection of Consultant: January 30 th, 2018 Project Council Presentation before: June 26 th, 2018 5
Inquiries Inquiries, interpretations, and questions regarding this RFP are to be directed to Kim Perryman, in writing, at kim.perryman@townofmono.com Error! Hyperlink reference not valid. Written e-mail questions may be received up to January 12 th, 2018. RFP Process Upon closing, the Director of Recreation will review all proposals for completeness. Only completed proposals will be brought forward to the Selection Committee for further consideration. Eligible proposals will be evaluated based on the response guidelines in this document and financial competitiveness. Period of Agreement The term of any contractual agreement will be from the date of award up to June 26 th, 2018 by which time all necessary documents must be provided in final form, approved by the Director of Recreation. Selection of Successful Consultant The Selection Committee will consist of the Director of Recreation, Recreation Committee Councilor and Town Treasurer. Proposals will be assessed against the following criteria. The Town reserves the right to shortlist firms for further evaluation and interviews which may alter the final scoring results. Proposals will be scored based on meeting or exceeding the expectations of the established evaluation criteria. 1 2 3 4 Evaluation Criteria Weight Factor Experience Firm 25 Team members Service Requirements Project understanding 40 Methodology Timeline References Provide at least three references outlining 15 involvement in similar types of projects Pricing Proposal Lump sum 20 Per diem rate Total 100 The Town reserves the right to reject any or all proposals. The Town also reserves the right not to proceed with the project without stating reason thereof. 6
Selection of a proposal(s) will be based on all the above criteria and any other relevant information provided by the Respondent(s). All proposals are to be submitted with the understanding that the selection of a proposal for discussion by the Evaluation Committee shall not thereby result in the formation of a contract. Nor shall it create any obligation on the County to enter into further discussions. Evaluation of the Respondent and staff members will include an assessment of the firm s overall ability to provide services and resources for all facets of this project. The assessment of past project experience will include evaluation of the Respondent s success with previous experience of this nature, the previous experience of proposed staff for the project, the stability and reputation of the firm, and the ability to complete projects on time successfully. The RFP will be awarded to the Respondent who, in the sole judgment of the Corporation, provides the best overall value. The Town will not be obligated to select the lowest cost or any proposal. The Town reserves the right to conduct references on the Respondents, the results of which may affect the award decision. The Corporation reserves the right to negotiate terms of reference with Respondents. Contact Negotiation The Selection Committee will negotiate a contractual agreement with the preferred consultant. If the Selection Committee is unable to negotiate an acceptable contractual agreement with the preferred consultant, then the second preferred consultant may be selected and a contractual agreement developed. The Selection Committee, at any time and without liability, may withdraw from negotiations with any potential consultant. 7
FOR THE PROVISION OF: re: Parkland Needs Study AS SUPPLIED BY: FIRM NAME ADDRESS POSTAL CODE (HEREINAFTER CALLED THE RESPONDENT) TO: THE CORPORATION OF THE TOWN OF MONO, 347209 Mono Centre Road, Mono, ON L9W 6S3 (HEREINAFTER CALLED THE CORPORATION) THE RESPONDENT DECLARES 1. No person(s), firm or corporation, other than the Respondent, has any personal interest in this Proposal or in the award for which this Proposal is made. 2. No member of Council, officer or employee of the Corporation is or will become interested directly or indirectly as a contracting party, partner, shareholder, and surety or in any portion of the profits thereof, or in any of the monies to be derived, there from. 3. This Proposal is made without any connection, comparison of figures, or arrangements with, or knowledge of any other corporation, firm or person making a Proposal for the same and is in all respects without collusion or fraud. 4. By signing this submission, I confirm I have read and understood the content and requirements of this Proposal document. LOWEST OR ANY PROPOSAL NOT NECESSARILY ACCEPTED ACKNOWLEDGEMENT TO RECEIPT OF ADDENDA This will acknowledge receipt of the following addenda and, that the pricing quoted includes the provision set out in such addenda ADDENDUM # DATE RECEIVED # # Check here if NO Addenda received DATED SIGNATURE OF WITNESS SIGNATURE OF RESPONDENT By my signature, I hereby confirm I am a principal, or have been duly authorized by the principal/board, to sign on behalf of the above named. 8
RESPONDENT INFORMATION FORM RESPONDENTS must complete this form and include with the Proposal Submission Please ensure all information is legible. 1. Firm/Company Name 2. Respondent s Contact Individual 3. Office Phone # 4. Toll Free # 5. Cellular # 6. Fax # 7. E-mail address 8. Website 9. WSIB Account # 10. HST Account # RESPONDENT SIGNATURE DATE 9
SCHEDULE 1 Pricing Schedule I/We, hereby propose and agree to provide Consulting Services for The Corporation of the Town of Mono, Recreation Department. Taxes (HST) are reported separately. Item Amount Proposed Fee $ HST $ Total Price $ Per Diem for additional meetings (if required) $ RESPONDENT SIGNATURE DATE 10
SCHEDULE 2 References REFERENCE #1 Organization Name: Contact Name: Contact Title: Address: Telephone #: E-mail Address: Description of Services Provided REFERENCE #2 Organization Name: Contact Name: Contact Title: Address: Telephone #: E-mail Address: Description of Services Provided REFERENCE #3 Organization Name: Contact Name: Contact Title: Address: Telephone #: E-mail Address: Description of Services Provided 11