Expression of Interest for Bridging Meaning in Niagara Project Request for Quotation No.: 2017-EOI-06 Issued: Friday May 26, 2017 Submission Deadline: 2:00pm Thursday June, 15, 2017 Submission Location: THE PURCHASING OFFICE The Regional Municipality of Niagara Campbell West Building 1815 Sir Isaac Brock Way Thorold, Ontario, L2V 4T7
1. Introduction The Regional Municipality of Niagara (the Region ) is looking for a Canada 150 Coordinator for the Bridging Meaning in Niagara project for a term of seven to ten months in total, ending no later than March 31 st, 2018. The total funding for this project that will be provided to the successful applicant will be $22,100. The will be responsible for working with the selected artists to create a collective art piece that demonstrates what Canada means to six target groups within Niagara. The inspiration for each of these pieces will be gained through community consultation at already scheduled events, and will be captured through photos and video that will be showcased at the final Unveiling Ceremony. It is expected that the successful will: Have knowledge of the communities in Niagara, (including knowledge of and connections with cultural and social organizations and groups); Have experience organizing and conducting similar events (involvement in or knowledge of similar projects is an asset); Have excellent communication, customer service and interpersonal skills (an ability to communicate in French is considered an asset); Have demonstrated experience in budgeting, reporting, and evaluation; Have demonstrated marketing and coordination skills; and Be able to work with tight timelines and budgets. 2. Date and Place for Receiving Submissions Submissions can be accepted any time before the closing date. Submissions must be emailed or delivered to the following: Lesley Monette, Junior Buyer Procurement and Strategic Acquisitions Regional Municipality of Niagara 1815 Sir Isaac Brock Way, P.O. Box 1042 Thorold, Ontario L2V 4T7 Phone Number 905-980-6000 extension 3315 Email: lesley.monette@niagararegion.ca Closing Date: Thursday June 15, 2017, 2:00 p.m. local time 2
3. Use of Submissions This EOI does not in any way create a binding relationship or obligation between the Region and the respondent. Neither the Region nor the respondent will have any liability between them for any reason related to this EOI. Any response to this EOI shall not be understood as a process directly leading to the execution of a contract with the Region. Submissions will be reviewed and used to assist the Region in determining any required next steps. 4. Inquiries Questions related to the intent of the work must be received at least five (5) working days prior to closing and are to be directed to email: lesley.monette@niagararegion.ca Any correspondence with regards to this document must be provided in writing. Responses will be provided to all participants. Any communications not in writing will not be considered. 5. Confidential Information Respondents to this EOI acknowledge that the Region is governed by the Municipal Freedom of Information and Protection of Privacy Act ("MFIPPA") and the Personal Health Information Protection Act ("PHIPA") and agree to adhere to or exceed the standards set in MFIPPA, PHIPA or other relevant Ontario or federal privacy legislation or common law as may be passed or amended from time to time, as if you were agents of the Region as it relates to the confidential and secure treatment of personal (health) information or confidential information of the Region. Respondents agree that any personal information provided to the Region in their response is collected under the authority of the Municipal Act, 2001 and shall become property and a record of the Region. Such records may be released pursuant to such Acts. Respondents name at a minimum will be made public on request. In addition, certain response information may be disclosed to Council and accordingly may become part of the public record. All correspondence, documentation and information provided to the Region may be reproduced for the purposes of evaluating EOI submissions. Respondents are advised that as necessary, responses will be disclosed on a confidential basis to advisers retained by the Region to assist the evaluation of the EOI and/or with development of any future RFP. Respondents should identify any information in their response for which confidentiality is 3
to be maintained by the Region. The Region shall use its best efforts not to disclose any parts of responses marked confidential, but shall not be liable in any manner where information is disclosed by order of the Privacy Commissioner, a court of competent jurisdiction or otherwise as required by law. The Region makes no representations or warranties that the identification of a document as confidential will prevent its release under the provisions of MFIPPA, PHIPA or otherwise under any law. Any information in a response that was not specifically identified as confidential may be treated by the Region as public information. Information regarding the application of MFIPPA and PHIPA is available from the Information and Privacy Analyst of the Regional Clerk's office at Regional Headquarters, Thorold, Ontario. 6. Background Information Niagara Region will be undertaking the Bridging Meaning in Niagara project to reach out to seniors, youth, Indigenous peoples, new immigrants, residents and tourists in Niagara to understand what Canada means to them. Artists will engage with people within these groups at events to translate this meaning into an individual art piece. Together, these six pieces of art will show a collective meaning of what Canada means to people living in and visiting Niagara. This art piece will be unveiled at the end of the year and housed in Niagara Region headquarters building to serve as a lasting legacy of the Canada 150 celebrations. 7. Information Requested Please provide the following information: A brief overview of the proponent s understanding of the project An outline of the steps necessary to undertake the project, including consideration of evaluation metrics to measure success of outreach and logistics A current CV of the proponent detailing work / volunteer experience Examples (2-3) of similar projects undertaken and the role filled in that project (please include images, website links, etc. where possible or available) A brief summary of the knowledge and familiarity of Niagara s communities, and general interactions / involvement with social and cultural organizations An outline of experience in communications, customer service and engagement, including an indication of ability to communicate in French An outline of experience in budgeting, reporting, and evaluation techniques An outline of marketing and coordination skills An outline of additional needs of the proponent to conduct this project (support, volunteers) 4
Contact Information for 2-3 references The information requested should not exceed 10 (ten) pages in length double sided. Please provide one Master and one copy of your submission, as well as a digital version. 8. Evaluation Process The top 3 highest scoring submissions, having met all the criteria in this EOI, will be invited to attend an interview and short presentation. The scoring criteria for the EOI submission are listed in the chart below. The presentation topic will be provided to those invited to the interview and the Award will be based on the top ranked from the interview/presentation score. Funding for this project provided to the successful applicant will be $22,100. The evaluation team will be made up of Niagara Region staff as well as a subset group from the Culture Committee. We anticipate the interviews/presentations to take place in mid June, 2017. 5
CRITERIA FOR Submission WEIGHTING SCORE Understanding of project requirements, needs and consideration of elements 20% Have knowledge of the communities in Niagara, (including knowledge of and connections with cultural and social organizations and groups); Have experience organizing and conducting similar events (involvement in or knowledge of similar projects is an asset); Have excellent communication, customer service and interpersonal skills (an ability to communicate in French is considered an asset); 15% 20% 15% Have demonstrated experience in budgeting, reporting, and evaluation; 10% Have demonstrated marketing and coordination skills; 10% Be able to work with tight timelines and budgets. 10% Criteria For Evaluation Points System 0 Fail/Not Acceptable: Requirement not met. 1-3 Poor: Minimally addresses the component, but one or more major considerations of the component are not addressed. 4-5 Fair: The response addresses the component adequately, but minor considerations may not be addressed. 6-9 Good: The response fully addresses the component and provides a good quality solution. Good degree of confidence in the Proponent s response or proposed solution met. 10 Very Good: All considerations of the component are addressed with a high degree of confidence in the response or proposed solution. 6
9. Scope of Work The will be responsible for coordinating this project on behalf of the Region. This includes: Selecting the artists to undertake the work Selecting the photographer / videographer who will capture the process and prepare a video for the unveiling ceremony / web Working with the artists to outline the final work to ensure there is some consistent theme or element (i.e. colour or material) to the final piece Outreaching to community groups and organizations within these target audiences to identify suitable events and activities that the artists could go to gain insight into the meaning of Canada in their perspective Working with staff to ensure the events and activities are well communicated via web, email and social media platforms Coordinating marketing of all aspects of the project, in accordance with the program guidelines and Regional policy Coordinating all aspects of the artist visits to local events to engage participants, including logistics, materials, etc. and assisting the artist where necessary Ensuring the project stays on time and on budget, keeping track of expenses, and ensuring required payments are made Working with staff and the Culture Committee Working Group to gain assistance, insight, and contacts Considering and implementing appropriate metrics to outline progress and reach at each event and through project Providing regular updates on progress to staff Planning and organizing the Unveiling Ceremony Working with the artists to ensure the final piece is completed and installed Preparing the final reporting to meet the grant requirements 9. Condition of Award The selected bidder must satisfy the following conditions and provide the following information within 14 days of the notice of selection: **Note: Successful respondents will be required to submit proof of insurance and Workplace Safety and Insurance Board Clearance in a format acceptable and reasonable to the Region. (a) Commercial General Liability Insurance 7
Commercial General Liability insurance for all Deliverables to a limit of not less than five million dollars ($5,000,000) per occurrence. The policy will be extended to include: Bodily injury, death and property damage Cross liability and severability of interest Blanket contractual Premises and operations Personal and advertising injury Broad form property damage Products and completed operations Owner s and contractors protective Non-owned Automobile to a limit of not less than two million dollars ($2,000,000) The policy shall be endorsed to: Include Niagara Region as an additional insured; and Contain an undertaking by the insurers to give thirty (30) days prior written notice in the event that there is a material change in the foregoing policies or coverage affecting the Additional Insured(s) or cancellation of coverage before the expiration date of any of the foregoing policies. 8
FORM OF SUBMISSION I/We the undersigned, having carefully examined all Sections of this Expression of Interest do hereby affirm the acceptance of the requirements. Full Legal Name of Bidder: Any Other Relevant Name under Which the Bidder Carries on Business: Street Address: City, Province/State: Postal Code: Phone Number: Fax Number: Company Website (If Any): Bidder Contact Person and Title: Bidder Contact Phone: Bidder Contact Facsimile: Bidder Contact E-mail: 9
Signature of Witness Representative Signature of Bidder Name of Witness Name of Bidder Representative Title of Bidder Representative Date I have the authority to bind the bidder. ORIGINAL SIGNATURES ONLY; NO ELECTRONIC 10