TO PROVIDE Insert Type of Services SERVICES on RETAINER

Retainer - RFP - Version 5.9 – June 2011 Assignment Number: insert

REQUEST FOR PROPOSAL - (Version 6.0, MAY 2016)

TO PROVIDE insert type of services SERVICES ON RETAINER

Insert the Location of Project

Assignment Number: insert

Insert Region

insert date

Ministry of Transportation

Ontario

Retainer - RFP - Version 6.0 – May 2016 Assignment Number: insert

Version 6.0 revisions

Replaces version 5.9. Version 5.9 will be available until fall of 2016 for procurements currently in progress.

Is to be used for Standard ($750k ceiling) or Non-Standard (greater than $750k ceiling) RFP Retainer Assignments

The submission process has been revised to correspond to the process of the Version 8 Engineering & Planning TPM RFP and does not require an EOI. Refer to Sections 1.3 to 1.6 of the Retainer RFP V6.0 Part A for a detailed description of the process

The “Offer and Acceptance” process has been revised to correspond to the process of the RFQ - Planning/Engineering Assignments Version 2.8 and RFQ Retainer Version 1.8. The legal contract is completed with the Ministry signing the Acceptance section of APPENDIX 1: FEE SCHEDULE

The document has been revised and reorganized to correct errors and ambiguities, however general content and Proponents Requirements are consistent with Version 5.9. The following changes to content are included in Version 6.0

· Removal of Tax Compliance Declaration Form

· Update of the Technical Standard and Specification reference documents

· Update of the OHS requirements

TABLE OF CONTENTS

RFP Documents 6

Section 1: Proposal Submission Process and Format 7

1.1 RFP Schedule 7

1.2 Enquiries 7

1.3 Proposal Submission and Award Process 8

1.4 Proposal Submission Format Phase I and Phase II 9

1.5.1 Staffing and Organization Plan (Envelope No. 1) 10

1.5.2 Sample Assignment(s) (Envelope No. 2) 14

1.5.3 Financial Plan: Fee Schedule and Competitive Cost (Envelope No. 3) 15

1.6 Proposal Evaluation and Award 15

Section 2: Proposal Terms and Conditions 19

2.1 Information Obtained by Service Provider 19

2.2 Changes to the RFP by the Ministry 19

2.3 Irrevocable Proposal after Closing 19

2.4 Confidentiality of Proposal 19

2.5 Clarifications 20

2.6 Right to Accept or Reject 20

2.7 Misleading Information 20

2.8 Award to be in Writing 20

2.9 Execution of Contract 21

2.10 Failure to Execute Contract 21

2.11 No Liability for Expenses 21

2.12 Non-Collusion 21

2.13 Occupational Health and safety 21

2.14 Ontarians with disabilities act 22

2.15 Insurance Requirements 22

2.16 Quality Control Requirements 22

2.17 Audits of Service Providers Work 22

Section 3: Process for Work Items 23

3.1 Award of Work Item: 23

3.2 Quality Control Requirements for Retainer Services 24

3.3 Occupational Health and Safety Plan 25

3.4 Payment for Retainer Services 26

3.5 Evaluation of Service Provider performance 27

Section 4: Technical Services to be Delivered 28

4.1 Technical Services: Description and Requirements 28

4.2 Technical Standards and Specifications 37

4.2.1 Examples of Supplementary Specialty Plan and Milestone Quality Report 38

4.2.2 List of Technical Standards and Specifications Reference Documents: 40

Intent of the RFP

The Ministry intends to establish Retainer Services Agreements with up to insert # firms(#) firms to call upon from time to time, depending on the Ministry’s needs, to provide the Engineering Services described herein. In general terms, the project is to provide Insert required specialties/categoriesservices, to the MTO, which likely will include several separate Work Items during a period of up to insert # months (#) months.

All Proponents approved in the Ministry’s Registry, Appraisal and Qualification System (RAQS) in the Prime Specialty insert prime specialty are invited to submit Proposals. Only Service Providers registered for the Prime Specialty will be considered. In addition, a Proponent must have prior registration in RAQS of their Core Plan and the corresponding Generic Category Plan.

The Ministry does not, in any way whatsoever, guarantee that there will be any specific number of individual Work Items or any Work Items at all, during the term of the Retainer Services Agreement with the Ministry. The anticipated maximum cumulative value of the Work Items will not exceed insert Retainer ceiling value ($)

RFP Documents

This RFP package consists of the following documents:

(a) “Request for Proposals” defining the proposal process and selection, the scope of the Retainer Services and criteria for performance of the services.

(b) “Appendices”. A Proponent must submit and/or reference the following forms as prescribed in the RFP document:

Appendix 1 Fee Schedule(s)

Appendix 2A Work Item Order Form

Appendix 2B Work Item Quote Form

Appendix 3A Certification – No Conflict of Interest or

Appendix 3B Certification – Conflict of Interest

Appendix 3C List of Service Provider Staff who participated in preparation of the RFP Submission

Appendix 4A Occupational Health & Safety Statutory Declaration

Appendix 4B Work Item: OHS List of Designated Substances

Appendix 5 RAQS Declaration Form

Appendix 6 Sample Assignments

Appendix 7 Schedule Estimation Form

Appendix 8 Competitive Cost Form

Appendix 9 Check List of Mandatory Documents for RFP

Appendix 10 <other>

(d) <other>

Section 1: Proposal Submission Process and Format

1.1 RFP Schedule

The following RFP schedule is tentative and is subject to change without penalty to the Ministry:

Activity / Date / Deadline
RFP Issue Date / Insert Date
Deadline for Proponents to Request Clarifications – re Phase I Staffing and Organization Plan / Insert Date / Time
Phase I - Staffing and Organization Plan Submission Deadline / Insert Date / Time
Notification of shortlisted Proponents / Insert Date
Deadline for Proponents to Request Clarifications – re Phase II Sample Assignment and Financial Plan / Insert Date / Time
Phase II - Sample Assignment and Financial Proposal Submission Deadline / Insert Date / Time
Deadline for Proponents to Request Clarifications / Insert Date / Time
Phase I - Staffing and Organization Plan Submission and Phase II - Sample Assignment and Financial Proposal Submission Deadline / Insert Date / Time
Anticipated Award Date / Insert Date

1.2 Enquiries

Any Proponent who has questions as to the meaning of any part of this RFP or the Retainer Services described herein must make a written enquiry requesting clarification, interpretation or explanation to the following Ministry contact person prior to the “Request for Clarification” deadlines provided in Section 1.1:

insert Ministry Assignment Administrator

insert address

insert fax number

insert email address

A Service Provider is NOT to make verbal enquiries to Ministry staff. No information given orally by Ministry staff will be binding on the Ministry, nor will it be construed as a factor in the evaluation of the Proposal

It is the Proponent’s responsibility to obtain all the necessary information concerning the intent and requirements of this RFP and the scope of the Retainer Services described herein. Each Proponent shall be solely responsible for examining all the RFP documents, including any addenda issued by the Ministry and shall be deemed to have satisfied itself of the sufficiency of its proposed fee rates for the Retainer Services.

The Ministry reserves the right to distribute any or all questions and answers to all other Proponents.

1.3 Proposal Submission and Award Process

Proposals are to be submitted in three phases:

1. Phase I: Staffing and Organization Plan

All Proponents approved in the Ministry’s Registry, Appraisal and Qualification System (RAQS) in the Prime Specialty insert prime specialty are invited to submit Proposals during Phase I.

2. Phase II: Sample Assignment and Financial Plan

The Ministry will complete its Phase I evaluation of Proposals, as outlined in Section 1.6, and will shortlist up to insert # of firms(#) firms who will be invited to submit Phase II Proposals.

Note: The Ministry will not be shortlisting Proponents for this assignment. All Proponents approved in the Ministry’s Registry, Appraisal and Qualification System (RAQS) in the Prime Specialty [insert prime specialty] are invited to submit both Phase I and Phase II Proposals by the submission deadline specified in Section 1.1.

3. Phase III: Work Item Quote

The Ministry will complete its Phase II evaluation of Proposals, as outlined in Section 1.6, and will enter into an agreement with up to insert # firms (#) firms as the successful Service Provider(s) to call upon from time to time for individual Work Items depending on the Ministry’s needs.

When a need for services is identified, the Ministry will notify a successful Service Provider of the scope of an individual Work Item. The Service Provider shall provide a detailed proposal with a work-plan and implementation schedule. Where the Ministry approves the Service Provider's proposal, the Ministry will authorize the commencement of the Work Item.

A detailed description of the Work Item process and award is provided in Section 3 of this document.

1.4 Proposal Submission Format Phase I and Phase II

A Phase I Proposal shall consist of insert # copies (#) copies of the Staffing and Organization Plan Submission (Envelope No. 1) and must be submitted in accordance with Section in 1.51 and the project specific details outlined in Section 4.

A Phase II Proposal shall consist of insert # copies (#) copies of the Sample Assignment(s) Submission (Envelope No. 2) and insert # copies (#) of the Financial Plan Submission (Envelope No. 3) and must be submitted in accordance with Section 1.52 and 1.53 and the project specific details outlined in Section 4.

Phase I and Phase II submissions must be marked on the outside "Retainer Assignment”, Assignment No. insert numbers with the Proponent’s name and address. The submission shall be marked Confidential on the outside.

All Proposal documents must be submitted in hard copy. No facsimile transmissions will be accepted.

All Proposal documents, where signature required, must be signed by the Key Contact, or an Alternate Contact listed in RAQS and authorized to sign a Legal Agreement with the Ministry. The Ministry, without evaluation, will reject any Proposal with unsigned documents.

The Ministry will receive Submissions no later than the dates and times specified in Section 1.1 at the following address:

(insert address)

Attention: Attention: (insert name)

The time of receipt of Proposals will be determined by the Ministry's date/time stamp.

The Ministry may, if deemed necessary, verify any information provided in any Submission.

Each Proponent may only submit one (1) Proposal in response to this RFP. A Proponent may re-submit their Proposal prior to the Proposal Submission Deadline. Should a Proponent re-submit a Proposal, the submission bearing the latest date/time stamp will be included in the evaluation.

Late Submissions will not be accepted and will be returned unopened. The Service Provider alone bears the responsibility for delivery of the submissions to the above address by the stipulated closing date and time.

The Service Provider may withdraw its Proposal by written notice or fax transmission to insert address/number at any time before the Proposal Submission Deadline.

1.5 Proposal Documents to be Submitted Phase I and Phase II

Proposal documents shall be submitted in three (3) Envelopes as prescribed below:

Refer to Section 4 Technical Services to be Delivered and the Sample Assignments in Appendix 6 for a description of the Engineering Services anticipated under this Retainer Assignment.

1.5.1 Staffing and Organization Plan (Envelope No. 1)

A successful Service Provider’s Staffing and Organization Plan shall become Schedule 1 to the Legal Agreement.

Envelope No. 1 must include:

(a) Transmittal Letter. The Transmittal Letter shall indicate the Proponent’s intention to submit a proposal to provide Retainer Services for the project with the name, title, address and telephone number of the Principal who will serve as the contact for the project. The letter must be signed by an individual who is listed in RAQS as the Service Provider’s Key Contact/Alternate Contact in RAQS with the authority to sign a binding legal agreement on behalf of the Service Provider. At least one copy of the Transmittal Letter must be signed in original.

In addition to above, the letter shall include the following:

· Legal Name of Business:

§ Owner(s); Partner(s); Corporate Officer(s)/Title

§ Business Address, Telephone Number, Facsimile Number and email address

(b) The RAQS Declaration Form provided in Appendix 5 must be completed and appended to the Transmittal Letter.

The Staffing and Organization Plan shall contain the following information:

(i) A description of the Principal and Project Manager who will be responsible for mobilizing adequate personnel and other resources to any Ministry request for services and managing the quality and timeliness. The Principal will also be responsible for contractual matters between the Service Provider and the Ministry. The Principal will be ultimately responsible for the quality and timeliness of the Service Provider’s performance.

(ii) A discussion of the Proponents Organizational Structure which:

· Includes an organizational chart that clearly lists the individuals responsible for the Services and Deliverables described herein and reporting relationships.

· Demonstrates understanding of the Retainer process and tasks.

· Describes any special issues or problems that might be encountered in providing services under the Retainer Services Agreement and describes, in general, a strategy or contingency plan for its resolution.

· Identifies the technical and institutional elements with which the Service Provider might have to deal in providing Services/Deliverables to the Ministry.

· Describes any special equipment, software, or other resources which would enhance the proponent’s ability to provide the services described herein.

· Details the Proponent’s applicable proprietary materials

· Identifies and describes, in general, a strategy to address quality control issues that might be encountered in providing services under a Retainer Services Agreement. The Service Provider shall be fully responsible for the quality control of all Services in accordance with Section 3.2.

(iii) A discussion of the Proponent’s Technical Team with respect to tasks that would typically be involved in a request for Services/Deliverables which: