SUBJECT: ADDENDUM NO. , CONTRACT CDD134 27, …...CONTRACT CDD134 27, REQUEST FOR PROPOSAL - FOR CONSULTING SERVICES FOR THE PROPOSED CENTRAL LIBRARY, ARCHIVES & HERITAGE MUSEUM COMPLEX

2013-11-22 TO: ALL PROPONENTS SUBJECT: ADDENDUM NO. 4, CONTRACT CDD13-27, REQUEST FOR PROPOSAL FOR

CONSULTING SERVICES FOR THE PROPOSED CENTRAL LIBRARY, ARCHIVES & HERITAGE MUSEUM COMPLEX

The following information, amendments and revisions shall constitute Addendum No. 4 dated November 22nd, 2013, and shall form an integral part of the Proposal Documents and where applicable, shall supersede requirements of other Proposal Documents. Questions and Answers (in bold) Q1) Can you delineate the reporting structure on the City of Sudbury/Library/Archives/Heritage side? A1) The Library operates under the Director of Citizen Services within the City's

Community Development Department. The library also has a governing Board that reports directly to Council. One of the Managers who reports to the Director is responsible for the operations of the Main Library and two libraries as well as the Greater Sudbury Heritage Museums and City Archives. This individual also oversees the library's collections, programs and technical aspects of library services. A second manager oversees the daily operations of the remaining 10 libraries, the citizen service centres and the City's call centre.

Q2) Do you envision a Project Steering Committee? If so, where will the representatives be drawn

from? What is the reporting relationship of the Steering Committee? What are the approval processes for the study results?

A2) The Library Board's Property Committee is the overseeing body of the study. Approval

of the study results will rest with the Library Board. Results will then be presented to City Council.

Please ensure you confirm receipt of this addendum on the Addendum Acknowledgement Form as per Item 14, of Schedule C to By-law 2006-270 and that the form is returned with your Proposal submission. Further, you are acknowledging that you have received and taken this information into consideration when preparing your bid. Yours truly,

Leigh Lesar Supplies & Services Co-ordinator cc: Claire Zuliani, Manager of Libraries & Heritage Resources Ron Henderson, Director of Citizen Services

City of Greater Sudbury, Supplies & Services Section, 200 Brady St., Box 5000, Stn. “A”, Sudbury, ON P3A 5P3

2013-11-20 TO: ALL PROPONENTS SUBJECT: ADDENDUM NO. 3, CONTRACT CDD13-27, REQUEST FOR PROPOSAL FOR


The following information, amendments and revisions shall constitute Addendum No. 3 dated November 20th, 2013, and shall form an integral part of the Proposal Documents and where applicable, shall supersede requirements of other Proposal Documents. Extension of Closing Date Please be advised that the closing date for CDD13-27, RFP for Consulting Services for the Proposed Central Library, Archives & Heritage Museum Complex has been extended. Proposals must now be received at the City of Greater Sudbury, Supplies & Services Section, 200 Brady Street, Sudbury, NO LATER THAN 1:30:00 P.M., (OUR TIME) on Wednesday, December 4th, 2013. Proposals will be opened the same day in Committee Room C-21, 2nd Floor, Tom Davies Square. Information regarding pricing or contents of the proposals submissions will not be provided as we reserve the right to negotiate with all bidders. Deadline for Questions (no extension) All communication (including clarification required from a technical perspective and/or from a purchasing perspective) between the CGS and prospective vendors MUST BE in written format via email or fax. To facilitate comprehensive responses, Bidders are encouraged to email their questions as soon as possible to [email protected]. The deadline for question remains 4:00 p.m., Wednesday, November 20th, 2013. No verbal instructions or verbal information to Bidders will be binding on the CGS. Your point of contact for this contract is Leigh Lesar, Supplies & Services Co-Ordinator, 705-674-4455, Ext. 2500. Do not contact any other staff persons, other than the Supplies & Services Staff regarding this tender. Please ensure you confirm receipt of this addendum on the Addendum Acknowledgement Form as per Item 14, of Schedule C to By-law 2006-270 and that the form is returned with your Proposal submission. Further, you are acknowledging that you have received and taken this information into consideration when preparing your bid. Yours truly,



mailto:[email protected]

2013-11-19

TO: ALL BIDDERS

SUBJECT: ADDENDUM NO. 2 CONTRACT CDD13-27, REQUEST FOR PROPOSAL FOR CONSULTING SERVICES FOR THE PROPOSED CENTRAL LIBRARY, ARCHIVES & HERITAGE MUSEUM COMPLEX

The following information, amendments and revisions shall constitute Addendum No. 2 dated November 19th, 2013, and shall form an integral part of the Proposal Documents and where applicable, shall supersede requirements of other Proposal Documents.

Questions and Answers (in bold)

Q1) Space requirements are typically based on the definition of the role and scope of services that will be delivered by each organization. Have these already been defined for each organization or is this a task that is implicit in the "functional study of facility and space requirements"? Put another way, is the development of a needs assessment based on anticipated demographics and service delivery directions part of the anticipated work?

A1) Libraries have established standards for space requirements based on demographics and service delivery. Previous studies have identified space needs but the information requires updating which will be made available to the consultant. That being said, libraries are undergoing tremendous change and established space requirements and allocations must be revisited. Staff and public input into the process is essential to determine future space needs.

Space requirements for the archives will be based on existing space with additional input from staff.

Q2 Does the RFP anticipate a synergies type study to identify efficiencies that can be gained through co-location?

A2) The library and the archives will operate separately but efficiencies on use of joint space will be an important consideration. Examples, shared meeting room space, opportunity for some shared storage, shared shipping and receiving areas reduce costs and will offer needed efficiencies.

Q3) Does "recommend site selection options" mean identify the criteria for the site or identify specific sites. If the latter, does it entail an application of criteria to the sites to identify a recommended or preferred site?

A3) Identifying specific sites options is requested and will entail the application of criteria to recommend a preferred site.

…2/

Page 2 Q4) Will City staff be available to assist with identification of land acquisition costs? A4) Yes, City staff will be available to assist with land acquisition costs. Q5) Are you anticipating that the annual operating cost estimates will identify staffing and other operating

costs for each as standalone organizations, or is it to identify synergies from co-location? A5) Annual operating costs pertains to energy and utility related costs for the building.

Climate control cost estimates for the operation of the archives should be identified separately.

Q6) Is one of the possible partnerships that needs to be analyzed a public-private partnership in which a

private organization designs, builds, finances and operates the facility? A6) The Library Board will consider a public-private partnership but will retain authority over

the project. Q7) The number of stakeholder meetings appears light. Is this a signal of the depth of information

development that is anticipated? A7) The Library Board will facilitate stakeholder meetings beyond what is identified in the

Request for Proposal. Previous studies will provide context to the development of the proposal.

Q8) This project could be conducted at a number of levels of resolution, from a very intensive information

based study that identifies synergies, attendant space requirements and savings, site opportunities to a study that identifies plausible assumptions and then looks at the site and facilities implications. Where in that spectrum is this study anticipated to lie?

A8) Detailed intensive information is not required within the scope of this project. Cost

estimates based on a preferred site and the operational needs of each service is required to develop a business plan and to determine financing options.

Q9) What is the anticipated project budget? A9) Proponents are to base their bid response taking into consideration, the Terms of

Reference requirements in the RFP and addenda. An anticipated project budget will not be provided.

Q10) On Page 18 under section 1.0: Is the Greater Sudbury Library Board expecting functional floor plans

and drawings of key design features as part of this study? A10) No architectural plans or drawings are asked for at this time.

…3/

Page 3 Q11) On Page 18 last paragraph under section 1.0: Please provide clarity on this paragraph. Is it the intent

that proponents evaluate proposals and business plans from potential partners, or is the intent to evaluate potential strategies and the solicitation and evaluation of proposals would be part of a subsequent assignment?

A11) The incumbent is not being asked evaluate business plans from potential partners but

rather to evaluate strategies for potential partners as part of a later assignment. Q12) Could you provide the existing square footage for the central library, archives and heritage museum

respectively? A12) The Main library is 33,000 sq. ft.

The Archives is 38,000 sq. ft. The Museum display area is undefined

Q13) Could the 2003 study referred to on page 19, section 2.14 paragraph 3 3rd sentence be provided to all

proponents in order to develop more accurate proposals? A13) See attached. Please ensure you confirm receipt of this addendum on the Addendum Acknowledgement Form as per Item 14, of Schedule C to By-law 2006-270 and that the form is returned with your Proposal submission. Further, you are acknowledging that you have received and taken this information into consideration when preparing your bid.

Yours truly,



2013-11-15

TO: ALL BIDDERS

SUBJECT: ADDENDUM NO. 1 CONTRACT CDD13-27, REQUEST FOR PROPOSAL FOR


The following information, amendments and revisions shall constitute Addendum No. 1 dated November 15th, 2013, and shall form an integral part of the Proposal Documents and where applicable, shall supersede

requirements of other Proposal Documents.

Questions and Answers (in bold)

Q1) Is there a targeted timeframe for project completion?

A1) As per the Terms of Reference, proponents are requested to provide their timeframe for

project completion. However, the City would like the project completed by May 30th, 2014.

Q2) What level of programmatic information is anticipated: a master program providing an overall

estimate of space for each functional component, or a detailed functional program, providing a room-

by-room summary of required spaces?

A2) Programmatic information will provide an overall estimate of space for each functional component.

Q3) Are organization charts available for the Library, the Archives, Greater Sudbury Heritage Museums?

A3) See attached org charts.

Please ensure you confirm receipt of this addendum on the Addendum Acknowledgement Form

as per Item 14, of Schedule C to By-law 2006-270 and that the form is returned with your Proposal submission. Further, you are acknowledging that you have received and taken this

information into consideration when preparing your bid.

Yours truly,

Leigh Lesar

Supplies & Services Co-ordinator

cc: Claire Zuliani, Manager of Libraries & Heritage Resources Ron Henderson, Director of Citizen Services


Director of

Citizen Services

Manager of

Citizen Services

Manager of Libraries &

Heritage Resources

Lively CSC Lead

(Lively, Garson, Coniston & Copper

Cliff)

Chelmsford CSC Lead

(Chelmsford, Azilda, Dowling,

Levack/Onaping)

Valley East CSC Lead

(Valley East & Capreol)

TD Square CSC & Call

Center

City Archivist

Museum Curator

Community Librarian

(New Sudbury & South)

Main Library

AA to Director of Citizen

Services

Manager of Libraries & Heritage

Resources

Community Librarian

(South & New Sudbury)

Delivery & Maintenance Main Library Museums Curator

(Anderson Farm Museum)

City Archivist

Coordinator of Collections Coordinator of Library

Resources Coordinator Outreach

Programs & Partnership

Virtual Librarian Local History Librarian

Collections Librarian

Cataloger

Processor

Acquisitions & Orders Asst

Acquisitions & Processing

Clerk

Information Librarian

Information Technicians

(4)

Inter Library Loans

Technician

Home Bound Assistant

Circulation Assistant (6)

Mail Clerk

Pages (4)

Children’s Librarian

Children & Teens

Programmer

Heritage Programmer

Adult & Senior’s

Programmer

CITY OF GREATER SUDBURY

CONTRACT CDD13-27

REQUEST FOR PROPOSAL FOR CONSULTING SERVICES FOR THE PROPOSED

CENTRAL LIBRARY, ARCHIVES & HERITAGE MUSEUM COMPLEX

Issued by the Supplies & Services Section

Finance Division on behalf of the

Citizen & Library Services Community Development Department

AGNES BECK, CPP, CSCMP MANAGER OF SUPPLIES & SERVICES/PURCHASING AGENT

Cost for Document Pick-Up: Non-refundable $11.30 ($10.00 plus HST)

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2013-11-08 TO: ALL PROPONENTS SUBJECT: CONTRACT CDD13-27, REQUEST FOR PROPOSAL FOR CONSULTING SERVICES FOR THE

PROPOSED CENTRAL LIBRARY, ARCHIVES & HERITAGE MUSEUM COMPLEX

The Supplies & Services Section, on behalf of the Greater Sudbury Public Library Board is seeking proposals to engage a consultant to determine the feasibility of a new main library, archives and museum complex to be constructed in the downtown area. The proposed multi-use complex will include the program elements of a central library, city archives and a downtown museum exhibit. Attached is the subject proposal that must be submitted using the address label sheet provided to the City of Greater Sudbury, Supplies & Services Section, 2nd Floor, 200 Brady Street, Sudbury, ON, NO LATER THAN 1:30:00 p.m. (our time), Wednesday, November 27th, 2013. Proposals will be opened by the Tender Opening Sub-Committee, the same day at 2:30 p.m., in Committee Room C-21, 2nd Floor, Tom Davies Square. . Please be advised only the names of those proponents who have submitted a proposal will be released at the meeting. Information regarding pricing or contents of the proposal submissions will not be provided as we reserve the right to negotiate with all bidders. Unofficial Bid Results will be posted to the City’s website before the end of the day. Communications All communication (including clarification required from a technical perspective and/or from a purchasing perspective) between the CGS and prospective vendors MUST BE in written format via e-mail or fax. To facilitate comprehensive responses, proponents are encouraged to e-mail their questions as soon as possible to [email protected] or fax to 705-671-8118. The deadline for questions is 4:00 p.m., Wednesday, November 20th, 2013, . No verbal instructions or verbal information to proponents will be binding on the CGS. Do not contact any other staff persons, other than Leigh Lesar, Supplies and Services Co-ordinator at (705) 674-4455, Ext. 2500, regarding this RFP. The lowest or any proposal not necessarily accepted. Yours truly,

Leigh Lesar Supplies & Services Co-ordinator cc: C. Zuliani, Manager of Libraries & Heritage Resources R. Henderson, Director of Citizen Services

City of Greater Sudbury, Supplies & Services Section, 200 Brady Street, Box 5000, Stn. “A”, Sudbury, ON P3A 5P3

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CONTRACT CDD13-27 REQUEST FOR PROPOSAL

FOR CONSULTING SERVICES FOR THE PROPOSED CENTRAL LIBRARY, ARCHIVES & HERITAGE MUSEUM COMPLEX

CHECKLIST

The following checklist has been included to ensure that all of the City’s requirements are met: 1. Proponents are to submit five (5) complete copies (including the Proposal Bid Form) of your

proposal submission, designating one (1) complete Proposal as an “Original” which includes an “Original” signature of the signing authority, and four (4) complete Proposals as “Copies” in a bound or stapled format. Proponents are also required to clearly label the “original” as the “original” on the front cover of their proposal.

2. Return the Proposal Bid Form properly completed and signed where indicated. Alteration of the Proposal Bid Form is strictly prohibited. If white-out is used, please ensure areas are initialled. Place the Proposal Bid Form at the front of your proposal submission.

3. Return the Declaration of Accessibility Form properly completed and signed where indicated.

4. Return the Reference Form properly completed and signed where indicated.

5. Return the Qualifications Form properly completed and signed where indicated.

6. Ensure the Addendum Acknowledgment Form has been completed and returned with your proposal submission, if any addenda have been issued. Failure to complete and return this form with your proposal submission when addenda have been issued may render your Proposal as non-compliant.

7. The Instructions to Proponents and Terms of Reference sections have been carefully reviewed and all requirements have been submitted with your proposal.

8. Proponents are requested to submit a WSIB Clearance Certificate with their bid submission.

9. Place the Proposal Bid Form at the front of your Proposal.

10. When preparing your proposal submission, please refer to Schedule ‘C’ to CGS Purchasing By-Law 2006-270, to ensure compliancy of your submission. Items 3, 9, 10a & 10b are not applicable to this proposal.

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CONTRACT CDD13-27



INSTRUCTIONS TO PROPONENTS

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INSTRUCTIONS TO PROPONENTS 1. Addenda Proponents may, during the proposal period, be advised by addenda of required additions to, deletions from or alterations in the requirements of the Request for Proposal Documents. A notification or a copy of all Addenda shall be either hand delivered, or sent by courier, electronic correspondence, or fax, to each prospective Proponent who has registered with the City as a Plan Taker. Addenda w ill be issued under the follow ing circumstances:

a.) Interpretation of RFP documents as a result of queries from prospective proponents;

b.) Revision, deletions, additions or substitutions of any portion of RFP documents. All such changes as addressed in the addenda shall become an integral part of the RFP documents and shall be allowed for in arriving at the Proposal price. Addendums which have financial implication and have not been acknowledged on the Proposal Bid Form will be automatically rejected. Oral instructions shall not be considered valid unless they are confirmed in writing by the Manager of Supplies & Services. 2. Proposal Submissions Proponents are to submit five (5) complete copies (including the Proposal Bid Form) of your Request for Proposal, designating one (1) complete Proposal as an “Original” which includes an “Original” signature of the signing authority, and four (4) complete Proposals as “ Copies” in a bound or stapled format. Proponents are also required to clearly label the “original” as the “original” on the front cover of their proposal. 3. Validity of Proposals See Schedule ‘C’ to Purchasing By-Law 2006-270 as amended, attached hereto. 4. Proposal Bid Form The proposal bid form provided with this RFP must be used or your proposal will be rejected. Please ensure your Proposal Bid Form is secured inside the front of your “original” RFP. Copies of the Proposal Bid Form are also to be secured inside the front of the additional copies (4) that are required to be submitted. 5. Acceptance of Terms Each Proponent, by submitting a Proposal, represents that the Proponent has read, understands and accepts the terms and conditions of the Request for Proposal in full.

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INSTRUCTIONS TO PROPONENTS 6. Stages of Proposal Evaluation City Representatives will conduct the Evaluation of Proposals as follows: An initial review will be performed by the City, to determine which Proposals meet the minimum requirements. Proposals which do not comply with the City’s minimum requirements may be disqualified. The next step will consist of a scoring by the City of each qualified proposal on the basis of the rated criteria noted below. The highest scored Proposal will be selected. At the discretion of the City, the City may choose to invite up to three (3) short-listed proponents to prepare a formal presentation to the City. In addition, short-listed proponents may be asked to attend interviews or negotiations with the City, provide a tour of facilities and provide additional general information prior to selection. 7. Evaluation Grid Criteria The following is the evaluation grid criteria outlining how your proposal will be scored: Description Points

• Approach to project and work plan: 30 • Experience of firm, project manager and key team members: 30 • Proposed Timeline: 20 • Cost: 20

Total Point Value 100

8. Local Partnerships The City encourages out of town proponents to seek local partner(s) when local expertise exists. 9. Negotiations and Review of Offers Discussions may be conducted with proponents for the purpose of clarification of their proposals to assure full understanding of and responsiveness to the solicitation requirement. All proposals will be evaluated using the evaluation grid criteria noted unless the proposal does not meet the minimum requirements and are therefore not short listed. Once the evaluation committee has reviewed the initial proposal submissions using the evaluation grid, the evaluation committee will recommend an award to a specific firm, if clear cut superiority of an offer is obvious. The City reserves the right to request a best and final offer from only those proponents meeting our full requirements or from the short list developed by the evaluation committee. All information will be kept under strict security until after an award recommendation has been made. All discussions and negotiations must be coordinated through the Supplies & Services Office. Do not contact any Municipal Staff regarding this RFP other than the Supplies & Services Section Staff.

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INSTRUCTIONS TO PROPONENTS 10. Legal Agreement/Purchase Order The successful proponent will be issued a Peoplesoft Purchase Order contract for these services. 11. Conflict of Interest All firms are required to disclose to the City any potential Conflict of Interest, may it be pecuniary or otherwise. If a conflict of interest does exist with the potential successful proponent, the City may, at its discretion, refrain from awarding the project to the proponent. The proponent covenants that it presently has no interests and it shall not acquire any interest, direct or indirect, which would conflict in any manner or degree with the performance of its service hereunder. The proponent further covenants that in the performance of this contract no person having such known interest shall be employed. 12. Proposal Confidentiality The Manager of Supplies & Services will consider all proposals as confidential, subject to section 29 “Results” hereof and the provisions set out in the Municipal Freedom of Information and Protection of Privacy Act. Information pertaining to pricing or any content of the proposals will remain confidential as we reserve the right to negotiate with all proponents. Proponents shall not at any time before, during or after completion of the project, divulge any confidential information communicated to or acquired by the proponent or disclosed by the City of Greater Sudbury in the course of carrying out this project. The successful proponent further acknowledges that all reports, data, documents, materials and information of any kind whatsoever prepared in the course of carrying out this project are the sole and exclusive property of the City of Greater Sudbury and shall not be disclosed or released to any person or organization without the prior written consent of the City of Greater Sudbury. 13. Costs Incurred by Proponents All expenses involved with the preparation and submission of Proposals to the City of Greater Sudbury, or any work performed in connection therewith shall be borne by the proponent. No payment will be made for any Proposals received or for any other effort required or made by the proponent prior to commencement of work as defined by the Proposal approved by the City of Greater Sudbury. 14. Proposal Expiry Date Proponents hereby acknowledge that offers contained within their Proposals shall be irrevocable for a period of ninety (90) days from the closing date of the RFP or until a contract is signed with the successful proponent, whichever comes first. 15. Presentations The City of Greater Sudbury may require proponents to give a presentation in support of their Proposal.

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INSTRUCTIONS TO PROPONENTS 16. Exclusivity Clause The City makes no guarantee of the value or volume of work to be assigned to the successful proponent. The Agreement executed with the successful proponent will not be an exclusive contract for the provision of the described deliverables. The City may contract with others for the same or similar deliverables to those described or may obtain the same or similar deliverables internally. 17. Indemnification The successful Proponent shall indemnify and hold harmless the City of Greater Sudbury, its officers, council members, partners, agents and employees from and against all actions, claims, demands, losses, costs, damages, suits or proceedings whatsoever which may be brought against or made upon the City of Greater Sudbury and against all loss, liability, judgments, claims, suits, demands or expenses which the City of Greater Sudbury may sustain, suffer or be put to resulting from or arising out of the Successful proponent’s failure to exercise reasonable care, skill or diligence or omissions in the performance or rendering of any work or service required hereunder to be performed or rendered by the successful proponent, its agent, officials and employees. 18. Commercial General Liability Insurance The successful proponent will be responsible for submitting a copy of a Commercial General Liability Insurance Certificate for this project indicating a minimum amount of $2 Million. This policy must not contain a limitation, exclusion or restriction that would otherwise limit coverage for loss caused by failure to perform. Upon renewal of the proponent’s policy, the Proponent must provide an updated certificate of insurance for the above coverages within 30 days. Immediate notice of cancellation or discontinuation of any required policy coverage is required. Note: The insurer for the City of Greater Sudbury does not provide any extensions of liability insurance coverage to hired consultants. 19. Professional Liability Insurance The successful proponent will be responsible for submitting a copy of a Professional Liability Insurance for this project in the amount of $1 Million. 20. Automobile Liability Insurance The successful proponent will be responsible for submitting a copy of Automobile liability insurance in respect of licensed vehicles and licensed trailers (if any) and shall have limits of not less than $2 Million insurance per occurrence for bodily injury, death and damage to property covering all licensed vehicles and licensed trailers owned or leased by the Proponent. Upon renewal of the proponent’s policy, the Proponent must provide an updated certificate of insurance for the above coverages within 30 days. Immediate notice of cancellation or discontinuation of any required policy coverage is required. 21. Assignment The successful proponent will not assign this Agreement, or any part thereof, without the prior written approval of the City, which approval may be withheld by the City in its sole discretion or may be given subject to such terms and conditions as the City may impose.

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INSTRUCTIONS TO PROPONENTS 22. Record and Reputation Without limiting or restricting any other right or privilege of the City and regardless of whether or not a Tender or Proposal or Proponent/Bidder otherwise satisfies the requirements of a Tender or RFP, the City may reject summarily any Proposal or Tender from any person where: 1) In the opinion of the Council of the City of Greater Sudbury or the Manager of Supplies &

Services/Purchasing Agent, the commercial relationship between the City and the Bidder/Proponent has been impaired by the prior and/or current act(s) or omission(s) of such Bidder/Proponent including but not limited to:

a) litigation with the City of Greater Sudbury; b) the failure of the Proponent/Bidder to pay, in full, all outstanding payments (and where

applicable, interests and costs) owing to the City by such Proponent, after the City has made demand for payment of same;

c) the refusal to follow reasonable directions of the City or to cure a default under any contract

with the City as and when required by the City or the City’s Representatives; d) the Proponent refusing to enter into a contract with the City after the Proponent or Bidders

tender or proposal, bid or quote has been accepted by the City; e) the Bidder/Proponent refusing to perform or to complete performance of a contract with the

City, at any time, after the Proponent has been awarded the contract by the City; f) act(s) or omission(s) resulting in a claim by the City under a bid bond, a performance bond,

a warranty bond or any other security required to be submitted by the Proponent on a RFP or a Tender; within the five (5) year period immediately proceeding the date on which the RFP/Tender is awarded;

2) In the opinion of the Council of the City of Greater Sudbury or General Manager or the Manager of

Supplies & Services/Purchasing Agent or designate, there are reasonable grounds to believe that it would not be in the best interests of the City to enter into a contract with the Proponent/Bidder, including (without limiting the generality of the foregoing);

a) the conviction of that person or any person with whom that person is not at arm’s length

within the meaning of the Income Tax Act (Canada) of an offence under any taxation statute in Canada;

b) the conviction or finding of liability of that person under the Criminal Code or other

legislation or law, whether in Canada or elsewhere and whether of a civil, quasi-criminal or criminal nature, of moral turpitude including but not limited to fraud, theft, extortion, threatening, influence peddling and fraudulent misrepresentation;

c) the conviction or finding liability of that person under the Environmental Protection Act, or

corresponding legislation of any other province or any member of the European Union or the United States of America, where the circumstances of that conviction evidence a gross disregard of the part of that person for the environmental well-being of the communities in which it carries on business.

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INSTRUCTIONS TO PROPONENTS 22. Record and Reputation - Continued d) the conviction or finding of liability of that person relating to product liability or occupational

health or safety, whether of Canada or elsewhere, where the circumstances of that conviction evidence a gross disregard on the part of that person for the health and safety of its workers or customers;

e) the conviction or finding of liability of that person under the Securities Act or the

corresponding legislation of any other province or any member of the European Union or the United States of America or any state thereof.

23. WSIB All Bidders are requested to submit with their tender, or part of a pre-qualification, a certificate of good standing from the Worker’s Safety and Insurance Board of Ontario or Independent Status.

a) Please provide the following:

i. Workplace Safety & Insurance Board Firm Number ii. Workplace Safety & Insurance Board Account Number iii. a “Clearance Certificate” issued by WSIB indicating that the Bidder’s account is in good

standing.

b) The Bidder understands and agrees that the provisions of the Occupational Health & Safety Act and Regulations and the City’s Health Safety policies will be strictly adhered to at all times.

c) The Bidder will provide the following equipment when reporting on construction, renovation or service contracts, where required:

Hard hat; reflective traffic vest; first aid kit; flares; fire extinguisher; hearing protection; eye protection; CSA approved foot wear, and that the equipment will be maintained in good operating order.

d) The WSIB does recognize “Independent Operators” in the construction industry. This individual will

have the following characteristics: - offers services to various firms; reports to the government as a self-employed business (Canada

Revenue Agency/HST); owns and operates his/her equipment. This person, therefore is not automatically covered for WSIB purposes. This person must contact

WSIB for a “worker status ruling” as an independent operator and subsequently provide the City with a copy of the letter from the WSIB.

24. Errors and Omissions The City of Greater Sudbury shall not be held liable for any errors or omissions in any part of this RFP. While the City of Greater Sudbury has used considerable effort to ensure an accurate representation of information in this RFP, the information contained in the RFP is supplied solely as a guideline for Proponents. The information is not guaranteed or warranted to be accurate by the City of Greater Sudbury, nor is it necessarily comprehensive or exhaustive. Nothing in the RFP is intended to relieve the Proponents from forming their own opinions and conclusions with respect to the matters addressed in the RFP.

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INSTRUCTIONS TO PROPONENTS 25. Alternative Proposals Proponents may wish to submit one (1) or more proposals representing an alternative to the requirements of the Terms of Reference. Such alternatives are welcome, provided that they comply with the essential requirements set forth in this document and contain adequate justification (including costs) to the alternatives to allow comparison to the base submissions. The evaluation committee will be the sole decision maker on what alternative is acceptable. Proposals that do not comply with the essential requirements are not encouraged and will be rejected. If you are submitting an alternative proposal, attach the alternative to the Proposal Bid Form and submit in one (1) envelope. Do not alter the original Proposal Bid Form provided. 26. Acceptance of Proposal The proponent agrees that, notwithstanding anything to the contrary in this Request for Proposal that a maximum of ninety (90) days shall be allowed between the date that Proposals are opened and the date that a Proposal is awarded, cancelled or recalled. The proponent agrees that the City has the right to accept all, any or none of the Proposals submitted. The proponent also agrees that the lowest or any Proposal will not necessarily be accepted. Following contract award, the Manager of Supplies & Services shall notify the successful proponent that its Proposal has been accepted. The agreement will also be sent to the successful proponent, with instructions on how to properly complete and sign the document. The successful proponent shall have not more than fourteen (14) calendar days from receipt of the document for the execution of the contract document. Failure to execute the contract documents or to provide the necessary guarantees, insurance, etc. within the specified time may result in the forfeiture of the Proposal Deposit if applicable. 27. Withdrawal Procedures A proponent may request that his or her submitted proposal be withdrawn, up until the closing time for a particular contract. Withdrawals can only be made in person and the proponent wishing to withdraw from a particular RFP must attend at the Purchasing Agent’s office and execute an appropriate withdrawal form, signed by a principal of the proponent, or provide a letter from the proponent, signed by a principal, withdrawing the Proposal. The Agent and Treasurer together shall then open the Proposal Box, retrieve the withdrawn Proposal and hand it back unopened to the proponent. The completed withdrawal form, specific to the time of return, shall then be signed by the Agent and Treasurer, placed into the Proposal Box and the Proposal Box re-locked. The withdrawal of a proposal does not disqualify a proponent from submitting another Proposal for the same contract provided that all of the RFP procedures are observed and the new bid is deposited in the Proposal Box prior to the terminal time for closure. However, unless withdrawal procedures have been followed, more than one (1) Proposal from the same proponent may result in the disqualification of the proponent. The Proposal Deposit shall be forfeited to the City when a proponent attempts to withdraw his or her Proposal after Proposals have been opened, in addition to any consequence or legal penalty that may apply. 28. Invoicing Instructions The successful proponent will be required to make reference to the Contract Number (CDD13-27) or Purchase Order Number (once assigned) on all invoices relating to this Proposal. Failure to indicate the Contract Number or Purchase Order Number will result in the delay or non-payment of invoices for this contract. Invoices can be sent via email to [email protected] or by mail Attention: Accounts Payable, PO Box 5000, 200 Brady Street, Sudbury, ON P3A 5P3.

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INSTRUCTIONS TO PROPONENTS 29. Results The name of the successful proponent and the accepted price shall be deemed public information following the award of the contract; however, unit prices will not be disclosed where proposals were requested as a total contract price. We reserve the right to publish the total evaluation scores of all proponents and the total bid amount of the successful proponent. Unsuccessful proponents may request information regarding their evaluation from the Purchasing Agent or his/her designate. 30. Privilege Clause The lowest or any proposal not necessarily accepted. 31. Communications All communication (including clarification required from a technical perspective and/or from a purchasing perspective) between the CGS and prospective vendors MUST BE in written format via email or fax. To facilitate comprehensive responses, proponents are encouraged to email their questions as soon as possible as indicated in the covering letter to [email protected] or fax to 705-671-8118. No verbal instructions or verbal information to proponents will be binding on the CGS. Do not contact any other staff persons, other than the Supplies & Services Section staff, regarding this Proposal. This is to ensure that all proponents receive the same answers to all questions and in the case of RFP evaluations, Committee members are not subject to lobbying. Proponents that do not follow this instruction may be subject to disqualification. 32. Electronic Commerce When proponents are provided with the option of emailing their proposal response to the noted tender email address, please ensure that the representative authorized to bind the corporation/company/partnership signs the proposal bid form via electronic signature. 33. Terms of Payment The terms of payment for all invoices relating to this tender/proposal are net 30 days unless otherwise specified in the document. 34. Consideration of “Approved Equal” The decision of the City in determining approved equal status for any item, equipment, material or product shall be final and shall be made only by the City.

35. Anti-Idling The City of Greater Sudbury endeavours to be an environmentally responsible municipal government. We encourage contractors performing on behalf of the CGS to avoid, whenever possible, unnecessary engine idling.

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INSTRUCTIONS TO PROPONENTS 36. Harmonized Sales Tax Where applicable, the City of Greater Sudbury will pay HST on taxable purchases More information on the implementation of HST can be found at www.Ontario.ca/taxchange or www.cra.gc.ca. All prices shall be provided in Canadian Funds; inclusive of all applicable customs duties, levies and taxes, except for HST. Prices shall be F.O.B. destination and shall include all fees, charges, surcharges and/or expenses associated with the delivery of any kind. 37. Accessibility The City is committed to the accessibility principles of preventing and removing barriers in accessing goods and services for people with disabilities and is bound by the Standards under the Accessibility for Ontarians with Disabilities Act, 2005 as may be amended from time to time.

Regulations enacted under the Act apply to every designated public sector organization and other third parties that provide goods and services to the members of the public.

The successful proponent, and all sub-contractors hired by the successful proponent in the completion of its work, where applicable, will meet or exceed compliance with all applicable regulations under the Accessibility for Ontarians with Disabilities Act, 2005 as may be amended from time to time.

It is the successful proponent’s responsibility to ensure it is fully aware of, and meets all requirements under the Act. A Declaration of Accessibility Compliance will be required by the successful proponent(s). The Accessibility for Ontarians with Disabilities Act, 2005 can be reviewed at: http://www.e-laws.gov.on.ca/html/statutes/english/elaws_statutes_05a11_e.htm 38. CANCELLATIONS AND DELETIONS

The City reserves the right to reject any or all Tender/Proposals and the lowest or the highest, as the case may be, will not necessarily be accepted.

The City reserves the right to cancel or delete any portion of the work and the Bidder agrees to such cancellation or deletion without any claim whatsoever because of such cancellation or deletion. The City, in its unfettered discretion, may declare a specific work not within the intent of this contract because of scope or quantity and reserves the right to call and let a separate Tender/Proposal for a similar work covered hereby and the Bidder acknowledges such right and waives any claim for the City's exercise thereof in good faith.

Notwithstanding the acceptance of a Tender/Proposal or the awarding of the contract by the Manager of Supplies and Services, the contract shall not become effective and shall not be binding upon the municipality until a written contract embodying the instructions, specifications, terms and conditions set out in the Tender/Proposal documents and the accepted Tender/Proposal of the successful Bidder, has been executed by the City.

In the event of strikes, accidents or unexpected events causing stoppage of work, the City reserves the right to suspend this contract.

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http://www.ontario.ca/taxchange

http://www.cra.gc.ca/

http://www.e-laws.gov.on.ca/html/statutes/english/elaws_statutes_05a11_e.htm



INSTRUCTIONS TO PROPONENTS 39. Document Accessibility Compliance The City recognizes situations where it is not practicable to present content in an accessible format. In these cases, best efforts are used to provide citizens an accessible alternative or assistance in acquiring the information they need. However, it should be noted that these should be exceptional circumstances - and in most cases, it is in fact practicable to present content in an accessible format.

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SCHEDULE "C"

By-Law 2006-270 as amended, of the City of Greater Sudbury Page 1 of 2

IRREGULARITY RESPONSE

1 Late Bid. Automatic rejection and not opened or read publicly.

2 Unsealed Envelope. Automatic rejection.

3 No Bid Security or agreement to bond or insufficient Bid Deposit or agreement to bond.

Automatic rejection.

4 Bids completed and/or signed in erasable medium.


5 All required sections of Bid documents not completed.

Automatic rejection unless, in the consensual opinion of the Agent, General Manager in charge of the Bid Solicitation and the City Solicitor, the incomplete nature is trivial or insignificant.

6 Qualified Bids (Bids qualified or restricted by an attached statement).

Automatic rejection unless, in the consensual opinion of the Agent, General Manager in charge of the Bid Solicitation and the City Solicitor, the qualification or restriction is trivial or not significant.

7 Bids received on documents other than those provided or specified by the City.


8 Bids Containing Clerical Errors, which are trivial or insignificant.

48 hours to correct and initial errors. The determination of what constitutes trivial or insignificant errors shall be made in the consensual opinion of the Agent, General Manager in charge of the Bid Solicitation and the City Solicitor.

9 Failure to execute Agreement to Bond (Surety's Consent) or Bonding company corporate seal or signature missing from Agreement to Bond.


10 (a) Failure to execute Bid Bond by Bidder and Bonding Company.


(b) Corporate seal of the Bidder and Bonding Company, missing.

48 hours to correct.

11 Documents – Execution

(a) Corporate seal or signature missing; signatory's authority to bind the corporation or signature missing.

48 hours to rectify situation.

(b) Corporate seal and signature missing; signatory's authority to bind the corporation and signature missing.


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SCHEDULE "C"

By-Law 2006-270 as amended, of the City of Greater Sudbury Page 2 of 2

IRREGULARITY RESPONSE

12 Erasures, Overwriting or Strike-Outs which are not initialled:

(a) uninitialled changes to the Tender documents, other than unit prices, which are trivial or not significant;

48 hours to initial. The determination of what constitutes trivial or insignificant uninitialled changes shall be made in the consensual opinion of the Agent. General Manager in charge of the Bid Solicitation and the City Solicitor.

(b) unit prices in the Schedule of Prices have been changed but not initialled and the Contract totals are consistent with the price as changed;

48 hours to initial change in unit price. The determination of what constitutes trivial or insignificant uninitialled changes shall be made in the consensual opinion of the Agent, General Manager in charge of the Bid Solicitation and the City Solicitor.

(c) unit prices in the Schedule of Prices which have been changed but not initialled and the Contract totals are inconsistent with the price as changed;


13 Mathematical errors which are not consistent with unit prices.

48 hours to initial corrections as made by the Supplies and Services Division.

14 Bids, in which all necessary Addenda, which have financial implication, have not been acknowledged.


15 Any other irregularities. The Agent, General Manager in charge of the Bid Solicitation and the City Solicitor acting in consensus shall have authority to waive other irregularities or grant 48 hours to initial such other irregularities, which they jointly consider to be trivial or insignificant.

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TERMS OF REFERENCE

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CONTRACT CDD13-27



TERMS OF REFERENCE 1.0 Project Description The Supplies & Services Section, on behalf of the Greater Sudbury Public Library Board is seeking proposals to engage a consultant to determine the feasibility of a new main library, archives and museum complex to be constructed in the downtown area. The proposed multi-use complex will include the program elements of a central library, city archives and a downtown museum exhibit. The project outputs will include: A functional study of facility and space requirements for public and staff areas;

Recommend site selection options for the proposed facility; Community consultation; Capital cost estimates including potential land acquisition and construction costs; Soft cost estimates including furniture and equipment; Key design features and considerations; Annual operational cost estimates; and Review and analysis of funding and partnership strategies to fund the construction and/or operation of the

proposed complex** ** Potential partners must possess a sound business plan. The Library Board reserves the right to review the business plans of any potential partner. Potential partners must also demonstrate in writing their understanding that the Board must be satisfied with the location and size of the proposed complex and that the partner’s project must match the timelines associated with the development of the new Central Library Complex. 2.0 Context 2.1 Library Services Greater Sudbury Public Library (GSPL) is provincially legislated under the Ontario Public Library’s Act and is funded primarily by the municipality with significant financial assistance from the province. The library’s annual operating budget is currently $8,000,000. Our Vision: The Greater Sudbury Public Library inspires innovation, creativity and imagination, preserves and treasures our community’s past and promotes the pursuit of knowledge for people of all ages and backgrounds beginning with the very young. Our Mission: The Greater Sudbury Public Library strives to enrich the lives of individuals and the spirit of the community by providing the highest quality library service to our citizens in their quest to read, learn, educate and dream. We support all members of the community by providing equitable access to a wide variety of information resources and literature. Our Values: Creativity and innovation, free and equitable access, cultural diversity, community needs, friendly environments, customer service, intellectual freedom, privacy and confidentiality, accessibility, partnerships GSPL is a multi-branch centralized system and the central library operates as the hub of the system. The 13 branch system provides services to some 160,000 residents. Approximately fifty percent (50%) of all residents are active library card holders. Its collections include books, e-books, reference materials, newspapers, magazines, e-magazines, CDs, DVDs, audio books and electronic databases totaling over 500,000 items. It employs 65 full time and part time staff and collectively its doors are open to the public 588 hours each week. The library circulates over a million items per year and on average 38,000 people visit the library in person or via the web each week. The library also offers over 100 fully networked public access computers free of charge and all locations are equipped with a wireless connection. The library delivers 1,250 programs annually attracting over 25,000 participants.

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TERMS OF REFERENCE 2.12 The Main Library The Main library is open to the public 68.5 hours each week and serves as the reference and research centre for the library system. The library offers a broad range of unique services and resources to the greater city but also functions as a branch library to neighbouring residents. The circulating collections are larger in size and have more depth in comparison to a branch library. It also offers specialized resources including, in-depth reference tools, local history resources, business materials, current and back issues of magazines and newspapers, government documents, as well as other specialized collections. While many of its holdings circulate to the public, a significant portion of the collection is designated for in-house use only. The Main library holds the offices of a group of highly trained professional staff who assist the public in various capacities. Its office and work areas support the centralized functions of the library system, including reference and research services, digital services and technical support, administration, purchasing, cataloguing, process handling, public programming, publicity and communication, homebound services and interlibrary loan services. 2.13 History Public library service has had a long and proud history in Sudbury dating back to its beginnings over a century ago. By 1952, the Sudbury Public Library was firmly established in a newly constructed building situated at 74 MacKenzie Street. With steady growth and increased demand for services a new south wing was added to the building in 1976. Despite the increased space, conditions became quickly overcrowded and within a year a decision was made to move the library’s references services to the newly constructed Civic Square (Tom Davies Square). The split in service was less than ideal and between 1989 and 1995 the Library Board conducted a series of studies to assess the delivery of library services in the community. In the first of two studies conducted by consultants Fox Jones & Associates, the report identified that the Main library had a number of problems, most notably the age of the building and its poor design, and the lack of adequate parking for clients. The report concluded that the Library Board should seek a new facility to reunite the Main library and the Reference library in a central downtown location. In 1998, funding was received to make improvements to the building which allowed for the reintegration the Reference library with the Main library. The decision to renovate the building without a much needed expansion was not without consequences. Accommodating the reference collection meant reducing the size of the collection as well as moving the core children’s collection to the New Sudbury Library. The Library also lost the auditorium on the lower floor to accommodate its reference holdings. However, the library did acquire some additional land to expand the parking lot area. When municipal restructuring occurred in 2001, the Greater Sudbury Public Library system was established. The Main library doubled its serving population and became the hub of a 13 branch library system. In 2003, the Library Board commissioned a study, this time to provide a space needs analysis of the library system’s facilities and services. The report reiterated earlier findings that the Main library was undersized to serve the needs of the community. It went on to state that the age of the building and its configuration would likely never serve all of the functions associated with a main library in a community the size of Greater Sudbury. Space limitations preclude the library from meeting the provincial library standard in a number of areas including, the size of the collection and the number of public access computers, which in turn affects overall usage. Findings in the branch needs assessment supported the views expressed in earlier studies that a new main library in a new location be considered in the long term.

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TERMS OF REFERENCE 2.3 Greater Sudbury Archives The City of Greater Sudbury Archives serves as the heart of the municipality’s records management program. It is intended to be more than a repository of records but also to celebrate the activities of individuals and families, local businesses, community groups, organizations and government, all of whom have contributed to the development of the city. In its efforts, the Archives provides those who use its services a deeper understanding of the people of Greater Sudbury, and in sharing this knowledge and understanding help decision makers chart the future development of this city. The City of Greater Sudbury Archives is a repository containing one-of-a-kind unpublished materials of enduring value that represent the documentary memory of the City of Greater Sudbury. The Archives contains municipal, public and private records that give evidence of social, political and economic life of the City. These records provide first-hand accounts of the origins of local organizations, industries, businesses and government and tell of their influence on the people in the community. From a sociological perspective, these records enable us to gain a deeper understanding of the area, its people, as well as its roots and traditions. Mandate: The City of Greater Sudbury Archives serves the entire population of the City of Greater Sudbury and its institutions by acquiring, preserving and providing access to records of enduring value which show evidence of the activities of the City of Greater Sudbury and its predecessors. These records include both municipal government records and private records of organizations, businesses or individuals that make or have made a significant contribution to an understanding of the development of the city. 2.3.1 History As library services continued to flourish in the Greater Sudbury area, there also emerged an interest within the community to establish an archives as a means to preserve Greater Sudbury’s rich and diverse history. Whereas, libraries are in the business of providing information through published sources, the mandate of an archives is to collect, preserve and provide access to one-of-a-kind, unpublished materials of enduring value that provide documentary evidence of the city’s origins. In the absence of a local archives and in the interests of preserving Greater Sudbury’s history, the library demonstrated social responsibility by collecting archival records from interested individuals and organizations. However, the library lacked the needed space and necessary climate control conditions to properly store these archival records. Recognizing the importance of an archives to the people of Greater Sudbury, the Library Board looked beyond its already overcrowded walls for a possible solution. With strong support from the community along with the generosity of Xstrata Nickel (now Glencore), the Library Board was successful in establishing the City of Greater Sudbury Archives in 2007 in the former office complex of Xstrata Nickel (Edison Building) located in Falconbridge. The 38,000 sq. ft. building was designed as an office complex and is not equipped with the necessary climate control conditions (light, temperature and humidity) needed to properly preserve paper documents, photo images, microform and video records. In addition, only one third of the building can handle high density storage due to floor loading considerations. The floor loading requirements limit use of the available space which in turn restricts the Archives ability to acquire future holdings. Estimates suggest that an investment of $3M to $3.5M is required to retrofit the existing building to become a functioning archival facility.

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TERMS OF REFERENCE

2.4 Heritage Museums Heritage museum services reflect the collective history of the City of Greater Sudbury. The intent of the Greater Sudbury Heritage Museums extends beyond its physical structures by depicting the many stories of all original communities and rural township areas now included within the current geographical and political boundaries of the City of Greater Sudbury. That being said, its primary resources are held within the following four museum sites. Anderson Farm Museum reflects the history and heritage of the Town of Walden with emphasis on the depiction of family life on a working dairy farm in the early 1900’s. Copper Cliff Museum narrates the social history of the inhabitants of the Town of Copper Cliff, a late 19th century Northern Ontario mining community. Flour Mill Museum depicts the lifestyle of the early inhabitants of the Flour Mill neighbourhood at the turn of the twentieth century, with emphasis on an industrial setting Musée Rayside-Balfour Museum portrays the identity and economic well being of rural settlers in the Town of Rayside-Balfour. Mission: It is the mission of the Greater Sudbury Heritage Museums to collect, preserve and present the diverse culture of the Sudbury Basin. 2.4.1 Downtow n Heritage Museum Since amalgamation in 2001 it has been a goal of the heritage museums to establish a downtown presence in the city. Over the years, temporary exhibits have been held in the Main library, at City Hall and at the Farmer’s Market, all of which have been well received by residents and visitors alike. The Library Board in collaboration with the City of Greater Sudbury Heritage Museums intends to establish a museum experience that reflects the uniqueness of our northern culture through exhibits and interactive spaces. The intent is to create a flexible space offering both permanent and interchangeable displays depicting the history of the area. Digital interactive exhibits will also be featured to facilitate learning and understanding. 3.0 Vision for the Future By definition, “a healthy community embraces a broad vision of health, one that recognizes balanced economic, environmental and social development that advances human health.”(Greater Sudbury Healthy Community Strategy) These principles exemplify the very nature of the role of the public library in the community as a resource for information, a catalyst for ideas and imagination, and an engine of cultural and economic development. Public libraries are welcoming places of social inclusion that nurture human health in body, mind and spirit. Public libraries have an important role in fostering community cultural identity. As an institution it reflects how a community views itself and represents itself to others.

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TERMS OF REFERENCE 3.0 Vision for the Future (continued) From a historical perspective, libraries have gone through many transformations from their earliest beginnings dating back their origins as far back as 2600 BC. From the use of stone tablets to the invention of the printing press and later the computer and the Internet, libraries have evolved along with society, always relevant and responsive. With the emergence of new digital technologies, libraries are once again undergoing a tremendous shift in the way they do business. As the public transitions focus away from the physical object to digital formats, streamed content and cloud based media, libraries will respond to a new social, technological and economic environment while keeping true to its core values of equitable access, the pursuit of knowledge and intellectual freedom. It will continue to enrich the lives of people, enabling success and opening doors to opportunity. Combining the archives and the museum with the library in a new facility not only makes economic sense, it also has synergistic benefits to the community. Traditionally, the library has always had a strong mandate to collect and preserve local records and publications. The library is highly regarded to have the largest local history collection in the city which is regularly used by a wide variety of people from all walks of life. The city’s archival collection is a well suited complement to the library’s collections. As a final and fitting piece, an exhibit area will be established in partnership with the heritage museums to showcase our local heritage through exhibits and interactive displays. Strategically, the new Library/Archives/Museum Complex will be a centre of learning, creativity and community engagement with strengths in the following areas:

Technological expertise

Information and knowledge specialists

Keepers of local heritage

Centre of community engagement

Libraries, archives and museums will meet people where they are, in both the physical world as well as in the virtual world. The Library/Archives/Museum Complex will be a place with flexible spaces where people gather, connect and learn. Over time, the library’s book stacks may eventually take up less space as the demand for electronic resources grows but what is found on the book shelves will be of great importance. It will continue its efforts to develop early literacy skills in the young and support the information needs of students. With the addition of the archives and the museum, the library will expand its role in the area of lifelong learning supported by its resources, knowledgeable staff, exhibits, programs and strong community connections. It will be a place to share information, ideas and knowledge. It will be an economic driver supporting business development and entrepreneurship. It will be a place of social inclusion for newcomers and a place where individuals are free to learn and explore new opportunities. It will be the keeper of community history and heritage. The Library/Archives/Museum Complex will be a centre of creativity and learning, a place of community engagement, and in doing so it will be an integral part of the community.

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CONTRACT CDD13-27



TERMS OF REFERENCE 4.0 Assumptions and Goals of Developing a unified Central Library/Archives/Heritage Museum

Complex To place the project in perspective, the following assumptions are understood:

the existing Main library has reached the end of its natural life cycle and is physically inadequate to meet the needs of a changing library service;

the Edison Building is not suited to operate as a functional archives and the required modifications to the building are costly;

there is a need for a downtown heritage museum presence; unification of the library, archives and heritage museum will maximize opportunities to improve the effective

delivery of these services.

The overall goals in establishing a centralized library/archives and heritage museum complex are:

meet the needs and expectations of the community for improved services through the integration of services that share commonalities in providing information, preserving local heritage and bringing community together;

increase the profile and affirm the importance of a strong public library system in the community; create a space in the downtown area that facilitates and enables learning, creativity, understanding and

community engagement make the library a significant focus of downtown revitalization.

5.0 Information Resources The Greater Sudbury Public Library Board will make the following information available to the successful proponents. It should be understood that the Library Board will only make available any data or information that it currently has and will not be responsible for purchasing data or information not normally under its control.

Statistics Canada Census Data Land use planning information Mapping Previous relevant studies Ontario Municipal Benchmark Initiative (OMBI) statistics Hemson Report - Growth Outlook to 2036

Any other information which, in the opinion of the proponent, is necessary to complete the proposed assignment and not listed above shall be addressed in the proponent’s Proposal as part of the proposed work program and budget. 6.0 Meetings The successful consultant will be required to undertake the following meetings as part of the project;

Key stakeholder meeting(s) (3-4) Library Board meeting(s) Council meeting(s)

Proponents are encouraged to describe how they intend to use other cost effective communication tools to keep City staff (on behalf of the Library Board) up to date on their progress and discuss key issues.

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TERMS OF REFERENCE 7.0 Description of the Final Product The final report (and any interim report for public consultation purposes) shall be provided in a printed version suitable for reproduction in either black and white or colour (if applicable). An electronic version shall also be provided in Word format. All data, maps and drawings will be compatible with Excel and the City of Greater Sudbury’s Geographic Information System. The final report (and any interim report for public consultation purposes) may be placed on the Web. There shall not be content within the document that cannot translate into HTML, PDF, or other forms of Web presentation. 8.0 Budget The Proposal should include the overall budget that includes professional fees, disbursements and the HST. A detailed budget that allocates study time and costs by tasks and personnel should also be included. The Proposal must confirm the ability of the firm/organization to complete the work within the proposed timeframes. 9.0 Proposal Submission The Proposal submission will at a minimum:

Identify the consulting team, including the name and background of the firm and proposed team members; Describe the qualifications and experience of the firm and proposed team members with comparable

assignments, including the role and responsibility of proposed team members on these comparable assignments;

Describe the qualifications and experience of the proposed project lead and manager with at least three comparable assignments;

Fully articulate the consulting team’s understanding and approach to this assignment, including their view on the top 3 to 5 projection challenges for Greater Sudbury;

Describe the work program proposed for this assignment including phases, steps, timing and work products; Identify at least three references, including company, position and telephone number (using the form

provided); and, Include a summary budget overview and detailed budget, broken down by work program phase/step and

team member, and including per diem rates, disbursements exclusive of HST. The detailed budget will provide sufficient information to understand the allocation of individual resources by work program phase and step. Per diem rates are to be based on a 7 hour work day.

Proposals are not to exceed 10 pages in length, exclusive of any detailed budget breakdown chart, detailed project schedule, firm descriptions, curriculum vitas and project sheets.

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FORMS

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DECLARATION OF ACCESSIBILITY COMPLIANCE

*Please complete and return with your submission.*

COMPANY NAME: PRINT NAME: TITLE:

DATE:

I/ we acknowledge that as a Contractor/Consultant of the City of Greater Sudbury we are bound to comply with all accessibility Standards under the Accessibility for Ontarians with Disabilities Act, 2005 as amended from time to time. I/we declare that I/we have read, understand and will meet or exceed all enacted accessibility Standards as amended from time to time. I/we further declare that I/we will undertake to ensure all sub-contractors hired by us in completion of our work will also comply with the above Standards. ________________________________ ___________________________ Authorized Signature Date

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REFERENCE FORM

Provide a minimum of three (3) municipal/public service references of comparable complexity. The City reserves the right to contact these references. The City also reserves the right to consider their own experience with any service provider or contractor that has had previous or current contracts with the City. The City will consider the quality of the delivery of services or supplies. 1) Name of Client Organization:_______________________________________________________________

Address: __________________________________________________________________________________

Contact Name: ___________________________________Title: _____________________________________

Telephone Number:_____________________________ Fax Number: _________________________________

Email Address:______________________________________________________________________________

Name of contract, and number of staff assigned to the contract:______________________________________

Brief description of the scope of the provided_______________________________________________________

___________________________________________________________________________________________

Duration of contract ____________ Approximate Value of contract_____________

2) Name of Client Organization:_________________________________________________________________

Address: ___________________________________________________________________________________

Contact Name: __________________________________Title: _______________________________________


Email Address:______________________________________________________________________________


Brief description of the scope of the services provided ______________________________________________

___________________________________________________________________________________________

Duration of contract ____________ Approximate Value of contract _____________

3) Name of Client Organization:_________________________________________________________________

Address: ___________________________________________________________________________________

Contact Name: ___________________________________Title: ______________________________________


Email Address:______________________________________________________________________________


Brief description of the scope of the services provided _____________________________________________

__________________________________________________________________________________________

Duration of contract ____________ Approximate Value of contract _____________

Company Name: __________________________________________________

Signature: __________________________________________________ “I have the authority to bind the Company/Corporation/Partnership.”

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QUALIFICATIONS FORM

Please list all team members who will be involved with this project, their position and submit curriculum vitae for each. NAME POSITION 1. ________________________________ ________________________________ 2. ________________________________ ________________________________ 3. ________________________________ ________________________________ 4. _________________________________ ________________________________ 5. _________________________________ ________________________________

Company Name: __________________________________________________

Signature: __________________________________________________

“I have the authority to bind the Company/Corporation/Partnership.”

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PROPOSAL BID FORM

Description

Total cost of consulting services for a feasibility study for the proposed Central Library, Archives & Heritage Museum Complex $_________________ PLUS 13% HST $_________________ GRAND TOTAL$_________________

Total cost above, is as per your attached summary budget overview and detailed budget breakdown by work program phase/step and team member (professional fees), including per diem rates, travel, and disbursements.

In the event that any additional work for this contract is required outside of the defined scope, please provide your hourly rates by Employee Category. These rates shall be fixed for the duration of the services to be provided, pursuant to this contract. Summary of Hourly Rates by Employee Category for Professional Services:

Category Hourly Rate ________________________________________________________ $_______________ / hour ________________________________________________________ $_______________ / hour ________________________________________________________ $_______________ / hour ________________________________________________________ $_______________ / hour

I have read, acknowledge and understand all terms, conditions and requirements contained in this Proposal: COMPANY NAME: ___________________________________________________________________ ADDRESS: _________________________________________________________________________ TELEPHONE: _______________ FAX #: ________________ E-MAIL:__________________________ NAME AND POSITION OF PERSON SIGNING:______________________________________________ (P lease Print) SIGNATURE:__________________________________________ DATE: _______________________ “I have the authority to bind the Corporation/Company/Partnership” P lease ensure that an original signature is provided w ith the original Proposal document. A photocopy of the signature w ill not be accepted on the document marked as the Original. Failure to provide original signatures on the document marked original w ill result in the rejection of your Proposal.

LOWEST OR ANY PROPOSAL NOT NECESSARILY ACCEPTED

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CONTRACT CDD13-27



ADDENDUM ACKNOWLEDGEMENT SECTION

Addendum Acknowledgment Form: See Item 14 of Schedule ‘C’ of Purchasing By-Law 2006-270 as amended (attached). Failure to complete this section when addendums have been issued may render your Proposal as non-compliant. Please ensure you complete this section if an addendum(s) has been issued. If awarded the contract, the Proponent agrees to complete the work in accordance with the Proposal’s Instruction to Proponents, Terms of Reference / Specifications, and the following Addenda:

Addendum No. ___, dated _________, 2013. Addendum No. ___, dated _________, 2013.

Addendum No. ___, dated _________, 2013. Addendum No. ___, dated _________, 2013. I have read, acknowledge and understand all terms, conditions and requirements contained in this proposal document: COMPANY NAME: _______________________________________________________ SIGNATURE: _____________________________________ DATE:________________ “I have the authority to bind the Corporation/ Company/ Partnership”

THE LOWEST OR ANY PROPOSAL NOT NECESSARILY ACCEPTED

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ATTACH THIS LABEL SHEET TO THE FRONT OF YOUR PROPOSAL ENVELOPE/PACKAGE SUBMISSION

PROPOSAL TO BE RETURNED TO:

THE CITY OF GREATER SUDBURY

C/O SUPPLIES AND SERVICES 200 BRADY STREET,

2nd FLOOR, TOM DAVIES SQUARE BOX 5000, STN. A

SUDBURY, ON P3A 5P3



Proponent’s Name: _____________________________________________________________ Address: ______________________________________________________________________ ______________________________________________________________________ For City Use Only Date and Time Received: NOTE: This address label/sheet must be affixed to the front of your sealed Proposal envelope or package submission. The Supplies & Services section will not be held responsible for envelopes or packages that are not labeled.

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