TABLE OF CONTENTS RFP 9118-17-5036

1.0 TERMINOLOGY ............................................................................................................................ 3

1.1 References to Labeled Provisions ....................................................................................... 3 1.2 Definitions .......................................................................................................................... 3 1.3 Interpretation ....................................................................................................................... 5 1.4 RFP Process Terms and Conditions .................................................................................... 5

2.0 PURPOSE ........................................................................................................................................ 5

2.1 Mandatory Site / Information Meeting ............................................................................... 5 2.2 Background ......................................................................................................................... 6 2.3 Social Procurement ............................................................................................................. 6 2.4 Supplier Diversity ............................................................................................................... 7 2.5 Reference Information ........................................................................................................ 7 2.6 Project Budget ..................................................................................................................... 7

3.0 SCOPE OF WORK .......................................................................................................................... 7

3.1 General .............................................................................................................................. 7 3.2 Description of Works ........................................................................................................ 8 3.3 Role of the Vendor ............................................................................................................ 9 3.4 Stages of the Work to be Performed ................................................................................. 9 3.5 Municipal Process ........................................................................................................... 13 3.6 Staff, Client and Stakeholder Co-ordinations .................................................................. 14 3.7 Environmental Consideration .......................................................................................... 14 3.8 Completion of the Work .................................................................................................. 14 3.9 Project Schedule, Facility Access Requirements and Restrictions ................................. 14

4.0 PROPOSAL EVALUATION AND SELECTION PROCESS ..................................................... 15 4.1 Selection Committee ......................................................................................................... 15 4.2 Selection Criteria .............................................................................................................. 15 4.3 Selection Process .............................................................................................................. 16 4.4 Schedule of Events ............................................................................................................ 16 4.5 Clarifications ..................................................................................................................... 17 4.6 Interviews or Demonstrations ........................................................................................... 17 4.7 Evaluation Results ............................................................................................................ 17 4.8 Negotiations and Agreement............................................................................................. 17

5.0 PROPOSAL SUBMISSION REQUIREMENTS .......................................................................... 18

5.1 General Overview ............................................................................................................. 18 5.2 Proposal Documentation and Delivery ............................................................................. 18 5.3 Proposal Content ............................................................................................................... 19

APPENDICES

Appendix A RFP Process Terms and Conditions Appendix B Agreement Terms and Conditions Appendix C Standard Submission Forms Appendix D Supplementary Submission Forms Appendix E Proposal Evaluation Table(s) Appendix F Project Reference Material Appendix G Information for Vendors

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1.0 TERMINOLOGY

1.1 References to Labeled Provisions

Each reference in this Request for Proposal to a numbered or lettered “section”, “subsection”, “paragraph”, “subparagraph”, “clause” or “sub-clause” shall, unless otherwise expressly indicated, be taken as a reference to the correspondingly labelled provision of this Request for Proposal (RFP).

1.2 Definitions

Throughout this Request for Proposal, unless inconsistent with the subject matter or context,

“Addendum” or “Addenda” means any document or documents issued by the City prior to the Closing Deadline that changes the terms of the RFP or contains additional information related to the RFP;

"Affiliated Person" means everyone related to the Proponent including, but not limited to employees, agents, representatives, organizations, bodies corporate, societies, companies, firms, partnerships, associations of persons, parent companies, and subsidiaries, whether partly or wholly-owned, as well as individuals, and directors, if:

A. Directly or indirectly either one controls or has the power to control the other, or

B. A third party has the power to control both.

“Agencies and Corporations” refer to bodies and organizations that have a direct reporting or funding relationship with the City of Toronto or Council. The list of current organization name and contact of agencies and corporations to be considered under this RFP is available from the following page on the City's website www.toronto.ca/abcc

“Agreement” means any written contract between the City and a Vendor or any purchase order issued by the City to the Vendor with respect to the Services contemplated by this RFP, and shall be deemed to include all of the requirements, terms and conditions for the provision of the Services as set out in this RFP, including without limitation, Appendix ‘B’. Any Agreement is deemed to incorporate by reference, or as schedules or appendices, such parts of the RFP (including addenda) and the proposal submitted in response thereto as are relevant to the provision of the goods and/or services.

“City” means the City of Toronto.

"City Contact" means the City employee(s) designated as City Contact on the Notice to Potential Proponents for all matters related to the RFP call process.

“Closing Deadline” means the date and time specified on the RFP Cover Page or any Addenda issued by the City, as the date and time by which Proponents must submit their Proposal;

“Conflict of Interest” includes, but is not limited to, any situation or circumstance where:

(a) in relation to the RFP process, the Proponent has an unfair advantage or engages in conduct, directly or indirectly, that may give it an unfair advantage, including but not limited to

(i) having or having access to information in the preparation of its Proposal that is confidential to the City and not available to other Proponents;

(ii) communicating with any person with a view to influencing preferred treatment in the RFP process including the giving of a benefit of any kind, by or on behalf of the Proponent to anyone employed by, or otherwise connected with, the City ; or

(iii) engaging in conduct that compromises or could be seen to compromise the integrity of the open and competitive RFP process and render that process non-competitive and unfair; or

(b) in relation to the performance of its contractual obligations in the City contract, the Vendor’s other commitments, relationships or financial interests

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(i) could or could be seen to exercise an improper influence over the objective, unbiased and impartial exercise of its independent judgement; or

(ii) could or could be seen to compromise, impair or be incompatible with the effective performance of its contractual obligations;

“Council” means City Council.

"Diverse Supplier" means any business or enterprise that is certified by a Supplier Certification Organization to be:

More than 51% (majority) owned, managed and controlled by persons belonging to an equity-seeking community, or

A social purpose enterprise whose primary purpose is to create social, environmental or cultural value and impact, and where more than 50% of the persons who are fulltime equivalent employees or are participating in, or have completed, transitional employment training, experience economic disadvantage.

"Equity-seeking Community" is a group that experiences discrimination or barriers to equal opportunity, including women, Aboriginal People, persons with disabilities, newcomers/new immigrants, LGBTQ+ people, visible minorities/racialized people, and other groups the City identifies as historically underrepresented.

"may" and "should" used in this RFP denote permissive (not mandatory).

“MFIPPA” means the Municipal Freedom of Information and Protection of Privacy Act.

"must", "shall" and "will" used in this RFP denote imperative (mandatory), meaning Proposals not satisfying imperative (mandatory) requirements will be deemed to be non compliant and will not be considered for contract award.

“Project Manager” means the main contact person at the City for all matters relating to the project.

“Proponent” means a legal entity that submits a Proposal. If two or more legal entities wish to submit a Proposal as a consortium, one member of the consortium must be identified as the Proponent with whom the City may enter into an Agreement, and the other member(s) must be identified as subcontractors to that Proponent.

“Proposal” means an offer submitted by a Proponent in response to this RFP, which includes all of the documentation necessary to satisfy the submission requirements of the RFP.

“RFP” means this Request for Proposal package in its entirety, inclusive of all Appendices and any bulletins or Addenda that may be issued by the City.

“Services” means all services and deliverables to be provided by a Vendor as described in this RFP.

"Supplier Certification Organization" is a non-profit organization recognized by the City of Toronto that certifies businesses and enterprises as Diverse Suppliers by assessing them using established, consistent criteria. Recognized Supplier Certification Organizations include:

Canadian Aboriginal and Minority Supplier Council Canadian Gay and Lesbian Chamber of Commerce Social Purchasing Project Women Business Enterprise Canada Canadian Council for Aboriginal Business

"Supplier Code of Conduct" means business ethical standards contained in Article 13 Chapter 195, Purchasing, of the Toronto Municipal Code;

“Vendor” means the successful Proponent with whom the City enters into an Agreement.

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"Workforce Development" means a relatively wide range of activities, policies and programs to create, sustain and retain a viable workforce that can support current and future business and industry. It is an approach that integrates career exploration, industry–driven education and training, employment, and career advancement strategies, facilitated by the collaboration between employers, training and education institutions, government, and communities.

1.3 Interpretation

In this RFP and in the Agreement, unless the context otherwise necessitates,

(a) any reference to an officer or representative of the City shall be construed to mean the person holding that office from time to time, and the designate or deputy of that person, and shall be deemed to include a reference to any person holding a successor office or the designate or deputy of that person;

(b) a reference to any Act, bylaw, rule or regulation or to a provision thereof shall be deemed to include a reference to any Act, bylaw, rule or regulation or provision enacted in substitution thereof or amendment thereof;

(c) all amounts are expressed in Canadian dollars and are to be secured and payable in Canadian dollars;

(d) all references to time shall be deemed to be references to current time in the City;

(e) a word importing only the masculine, feminine or neuter gender includes members of the other genders; and a word defined in or importing the singular number has the same meaning when used in the plural number, and vice versa;

(f) any words and abbreviations which have well-known professional, technical or trade meanings, are used in accordance with such recognized meanings;

(g) all accounting terms have the meaning recognized by or ascribed to those terms by the Canadian Institute of Chartered Accountants; and

(h) all index and reference numbers in the RFP or any related City document are given for the convenience of Proponents and such must be taken only as a general guide to the items referred to. It must not be assumed that such numbering is the only reference to each item. The documents as a whole must be fully read in detail for each item.

1.4 RFP Process Terms and Conditions

This RFP process is governed by the terms and conditions in Appendix ‘A’.

2.0 PURPOSE

The purpose of this RFP is to identify a prime consultant to provide Professional and Technical Services for upcoming state of good repair (SGR) and accessibility improvement works at William Bolton Arena located at 40 Rossmore Road, Toronto, ON.

2.1 Mandatory Site / Information Meeting

Interested Proponents must attend the site /information meeting to familiarize themselves with the Project and ascertain the full extent of the work required.

Interested proponents are required to attend a mandatory site meeting at William Bolton Arena on May 09, 2017 commencing at 10:00 am to familiarize themselves with the Project and ascertain the full extent of the work required. Proponents will meet in the lobby. Site meetings will not be available at any other times.

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Proponents must sign in with the City’s representative at the mandatory site meeting at the designated date and time for their submission to be considered. Individuals attending the meeting must sign in and clearly indicate on the sign in sheet the name of the firm they are representing.

Proposals submitted by Proponents that did not attend the mandatory site /information meeting shall be declared informal and will not be considered

Proposals submitted by Proponents that do not attend the mandatory site meeting SHALL be declared non-compliant.

2.2 Background

William Bolton Arena was constructed in 1971. It was operated briefly by Parks department until 1972, when it was appointed to a Board of Management, which remains to this day. It is a single-pad (sand slab rink) arena located in a dense urban context that presents unique challenges for construction work insofar as access, deliveries and exterior staging are involved. Its entry is at grade level and there are washrooms, snack bar, change rooms and service spaces adjacent to the lobby. Upstairs includes office and meeting areas. The arena is a popular and busy facility, operating year-round with the exception of brief shutdown periods for maintenance and repairs.

The most recent Capital SGR works were undertaken in 2007, and included the addition of a melt pit in the Zamboni room.

The arena currently has a number of elements and systems that are at or past their life span. In addition to the identified items in the state of good repair (SGR) audit, a detailed review of existing conditions and prioritization of building issues will be required, towards creation of a detailed program of rehabilitation.

The works will be required to be organized as a work plan that is coordinated with a shutdown period that has been scheduled in advance, and is tied into the Arena's business model. The successful proponent must understand that adherence to schedule is paramount, and must deliver their service to accommodate the stated schedule.

2.3 Social Procurement

In May 2016, City Council unanimously adopted the City of Toronto Social Procurement Program (the "Program"). The Program aims to drive inclusive economic growth through supply chain diversity and workforce development strategies: improving access to the City's supply chain for diverse suppliers and leveraging meaningful training and employment opportunities for people experiencing economic disadvantage, including those belonging to equity-seeking communities. This project meets the criteria for inclusion in the Program and will therefore have specific requirements related to Social Procurement objectives.

Social Procurement leverages purchasing power and processes to advance positive economic, workforce, and social development outcomes, in addition to the delivery of efficient goods, services and works. Social Procurement presents a mechanism to achieve important social goals by strategically changing the way it procures its goods and services. It is used to support the City's goal of increasing opportunities for the training and employment of unemployed and underemployed Toronto residents and, in turn, positively impacting the City's broader poverty reduction goals.

For more information on the City of Toronto Social Procurement Program, visit: http://www.toronto.ca/legdocs/mmis/2016/ex/bgrd/backgroundfile-91818.pdf

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2.4. Supplier Diversity

In accordance with Section 1.3.2 of the City of Toronto Social Procurement Policy, points will be assigned to proponents that submit information as part of their proposal that will improve supplier diversity in the City's supply chain. See section 5.3, Proposal Content for more information.

2.5 Reference Information

The following reference information shall be provided to the vendor, and is attached to this RFP call document as Project Reference Material in Appendix F:

A -DSS report - 309660_Bill Bolton Arena DSS Report

B -Roofing Report - William H Bolton Arena Roof Report

C -Equipment Operational Report - Cimco Refrigeration Plant Assessment

This information will be reviewed at the mandatory meeting. Further information may be provided after award. The Vendor will be responsible for verifying all information, developing a new design that answers all requirements as stated by PFR, and providing all appropriate investigations to support their design. The Vendor shall act as agency on behalf of PFR towards securing all necessary investigations.

2.6 Project Budget

The City’s Capital Budget range for this project is approximately $1.33 million dollars, with access to additional approximately $50,000.00 monies for Accessibility Works.

Budget includes full costs of project management, administrative costs, construction, investigations, abatements, permits, professional services, administration, contract administration and all contingencies and associated costs, net of taxes. It is the responsibility of the vendor to design and administer this project within the available budget, and to verify all assumptions regarding monies available for all procurements and contingencies within the parameters of the project.

Please note that this amount is only an approximation and does not reflect the total amount that will be paid to any Vendor. This amount is for information only and should not form the basis of any submission.

3.0 SCOPE OF WORK

3.1 General

3.1.1 Principles:

The technical design process will be guided by the following principles:

Approved Budget and Schedule: the design process and the construction process will all operate within their approved budgets and the timeframes identified in this RFP.

SGR Works Prioritization: Works shall be prioritized according to 'worst-first' and comparative importance of categories, towards an effective program for rehabilitation. Instances of system or building deterioration shall be identified and appropriately addressed.

Safety and Hygiene: Works shall be organized to achieve the final result of a safe and clean environment for staff and the public.

Accessibility: Accessible solutions shall be provided, according to Provincial mandate and according to City of Toronto Accessible Design Guidelines and other relevant policies.

Maintenance: All built solutions shall be available for inexpensive and appropriate maintenance.

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Quality: All designs shall be in accord with relevant codes, engineering and municipal requirements, and shall be based on Best Practice principles for sound and secure permanent construction.

3.1.2 Resources:

The following resources shall be made available to the vendor, and shall form the basis of works performed, insofar as it is understood that these materials are provided as a resource and background information, and that subsequent development may have changed the terms or conclusions expressed therein, and that current determination of the assignment is as described otherwise within this RFP. All information provided to the vendor is subject to verification by the proponent, according to detailed site review and assessment of existing conditions:

3.2 Description of Works

Extensive works are required at this facility and are described both generally and specifically.

General description of scope includes the following:

1. Final results, including design, detailing, all documentation, built solutions, specified equipment, systems, installations and finishes shall be of an appropriate durable standard, and shall be consistent with the requirements of maintenance and quality as described in Section 3.1.1 of this RFP.

2. The Proponent is required to provide a comprehensive review and report on the building structure and integrity, including detailed inspection/investigation, design, drawings and specifications to carry out the rehabilitation of the facility and site. State of Good Repair (SGR) works scope includes structural, architectural, mechanical and electrical works. The vendors shall fully evaluate and verify this scope and the contents of the SGR report against existing conditions, and shall recommend a program of rehabilitation based on this extensive review. Please note that this evaluation may result in some redefinition of scope according to available budget resource. Design shall include slightly more than available funds for procurement (by nominal minimum of 10%) in the event of low tender market results, to maximize budget expenditure. General scope of works cited from SGR audit process includes but is not limited to the following:

3. The work shall include:

A program of rehabilitation based on available funds prioritized according to works identified in the SGR report, works which include architectural, mechanical, electrical, civil and structural engineering, and verified according to detailed survey and review of existing facility, equipment, systems and all conditions, and review with facility operator, and with emphasis on the following items:

Replacement of existing arena roof. Refer to roofing report attached to this call for information regarding condition and composition, only. Replacement roof must incorporate removal of existing and provision of a 2-ply modified bitumen system;

Replacement of existing failed dry dessicant mechanical unit in the Arena;

Extensive refrigeration plant equipment rehabilitation and replacement including chiller, condensers, pumps, pipes, motors, tanks. Include coordination for application of smart controls technology. Refer to separate mechanical report included in the appendices;

Sand rink slab system replacement, including slab, piping and headers;

Hot water tank replacement, including removal of the existing 500 gallon HWT and its replacement and relocation with lower capacity and multiple units. Coordinate solution with building operator and within available space;

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Creation of new snow melt pit in Zamboni room to facilitate frequent snow dumping and immediate melting. New pit will require room reconfiguration and relocation of a door to the north side of the Zamboni room, associated re-organization of room elements, possible integration with existing pit according to economy;

Inclusion of a floating head pressure seasonal controller;

AODA updating of existing washroom facilities towards improving accessibility, and introduction of a ramp and raised accessible viewing surface on the eastward side of the rink slab;

Paint upper level exterior metal panels towards improvement of the appearance of flaking and deteriorating painted surface;

Provision of an accurate base drawing set for the building, including verified dimensioned and labelled drawings of all plans, longitudinal and transverse building sections, all exterior elevations, and a site plan. Site plan to be coordinated with site survey, to be hired separately by the City.

3.3 Role of the Vendor

a) Provide full professional and technical services (Structural, Architectural, Environmental, Civil, Electrical, Mechanical and other as required) to complete the Scope of Work as described in this RFP.

b) Undertake a thorough audit and review of the existing conditions where work has been identified as well as any condition that may require work to ensure that safety of the facility is not compromised.

Submit a preliminary professional report. Topics to be covered in the professional report must include an executive summary, purpose of the report, background information, research/consultation conducted, work performed, findings, and recommendations. This report addressing the existing conditions, engineering considerations, recommendations for remediation with options and detailed schedule must be submitted within four weeks (30 calendar days) of the assignment.

c) Coordinate all work performed by sub-consultants.

d) Develop and prepare all reports, specifications and digital drawings, in a form to the satisfaction of the City’s Parks, Forestry and Recreation Division (e.g. National Master Specifications, O.P.S.S., O.P.S.D.) required for tendering through the City’s Purchasing Division. A final design report must be submitted with the designs and tender documents for this assignment.

e) Apply for and secure all Permits as required by the project. Permit fees will be paid by the City.

f) Attend and record all meetings as required, including, but not limited to, regular design meetings with the City Project Team as required.

g) Provide all project documentation and As-Built Drawings at the end of the project as outlined in Section 3.4.6 below.

3.4 Stages of the Work to be performed

3.4.1. Existing Conditions and Schematic Design 3.4.2 Design Development 3.4.3 Contract Documents 3.4.4 Bidding and Quotation Review 3.4.5 Contract Administration 3.4.6 Contract close-out

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3.4.1 Existing Conditions & Schematic Design

The vendor will provide thorough review of existing conditions and schematic design, including but not necessarily limited to the following:

a) Review the existing site conditions and verify information concerning property lines, known site services and other site data supplied by the City.

b) Undertake a thorough audit and review of the existing conditions where work has been identified. Investigate any condition that may require work to ensure that safety of the facility is not compromised. Check on the building envelope, structural, safety, electrical, mechanical and HVAC systems.

c) Identify and plan around interference of existing infrastructure.

d) Review engineering considerations with your design team.

e) Review and comment on the budget.

f) Provide cost effective options for each activity.

g) Arrange for and coordinate independent inspection and testing, eg. lab services, and any other required specialist testing that is not included within, and is deemed appropriate by the City of Toronto (Fees will be paid by the City).

h) Generate a schematic design construction estimate and adjust if over budget.

i) Provide preliminary sketches, images and illustrations, and cost-effective design solutions within budget. Sketches and concepts will need to be reviewed and adjusted by the City and project Stakeholders.

j) Meetings will involve presentation to City Staff.

k) Develop and present a minimum of two (2) schematic designs options with preliminary cost estimates to City staff (4 meetings minimum).

3.4.2 Design Development

The vendor will provide design development services, including but not necessarily limited to the following:

a) Prepare detailed design drawings, plans, elevations, and sections for presentation to City staff, based on the preferred option and feedback resulting from the Schematic Design.

b) Develop summary of materials and construction methodologies.

c) Provide all relevant supporting material from sub-consultant(s).

d) Liaise with utility companies, government agencies and City departments for all site services and obtain all approvals required to complete the project.

e) Prepare a detailed cost estimate and schedule at this stage of the project.

f) Attend and keep records at all meetings as required, including but not limited to regular design meetings with the City Project Team (5 minimum).

g) Revise and refine the final design based on staff requirements and public consultation.

h) Finalize cost estimate and implementation strategy.

i) Prepare detailed design drawings which shall include but not limited to:

1) Plans, elevations, sections, and other details.

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2) Summary of assemblies, materials and finishes.

3) Summary of building structure and systems affected by the work.

4) Assessment of construction costs and schedule.

3.4.3 Contract Documents

The vendor will provide contract document services, including but not necessarily limited to the following:

a) The vendor will undertake completion of working drawings, specifications and contract documents in accordance with all applicable codes and by-laws, and provide drawings in AutoCAD (Vr. 14), specifications and contract documents in digital format, as well as one bound and one unbound hard copy. Soft copy of the draft specifications and contract documentation to be submitted in Microsoft Word and final approved specifications, contract documents and drawings to be submitted in Adobe PDF version 7.0 or other version compatible with City’s software.

b) Coordinate all drawings and other documents ensuring that the documents are coordinated between sub-consultants.

c) Ensure that interference with existing facility elements are identified and addressed in the contract documents.

d) Undertake completion of working drawings and specifications in accordance with applicable codes and by-laws. Draft working drawings, specifications, cost estimate, and tender documents are to be submitted for review by City staff at 75% and 90% completion.

e) Act as the Owner’s agent when obtaining and applying for all building permits, Site Plan Approval, and any necessary approvals (TRCA, Plumbing, Heritage, Electrical, etc) that may be required. All permit fees will be paid for by the City.

f) Submit final tender documents (drawings and specifications) to City Project Coordinator for tendering through the City’s Purchasing and Materials Management Division (PMMD).

g) Provide reproduction of fifteen (15) sets of the approved drawings and specifications for tendering purposes, including transportation and delivery of these documents to City Hall.

h) Work may entail using City blanket contractors where each component (Electrical, General etc…) will be separated out for tendering or open tender through public tendering as the City deemed necessary. Works can be carried out in several contracts or as a single contract.

3.4.4 Bidding and Quotation Review

The vendor will provide bidding and quotation review services, including but not necessarily limited to the following:

a) Attend a site meeting with contractors bidding on the project.

b) Answer queries from bidders and provide clarifications as required.

c) Prepare minutes of meeting and issue same within one week of site meeting.

d) Prepare addenda, if required, to Project Coordinator for onward transmission to PMMD, who will issue them to bidders.

e) Review requests for substitutes from bidders during tender period and recommend acceptance or rejection with justifications.

f) Assist the City to evaluate submitted tenders, and recommend award to a successful bidder.

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g) Revise the designs and tender documents at no extra cost to the Owner if bids received exceed the established construction budget. Revise drawings and specifications, as approved by the City, accordingly for the purposes of re-tendering to bring the project cost within the available budget. Revision to be done within one month of the City’s request or any such timeline as mutually agreed between the parties.

3.4.5 Contract Administration

The vendor will provide contract administration services, and shall be required to act as the Owner’s agent throughout the construction phase of this project. The following are the responsibilities of the Consultant and associated sub-consultants, and will include but not necessarily be limited to the following:

a) Attend site meetings as required (minimum once a week when there are construction activities on site) during construction to review progress of the work and compliance with the contract documents.

b) Visit the site at least once per week during construction phase and during major work period and as requested by the City to ensure proper site supervision and review the progress and compliance of the works with the specifications and contract documents.

c) Prepare a written site inspection report following weekly site visit to include but not limited to progress, resources on site, weather, issues and suggested solutions, recommendations, projections, a few photos, etc.

d) Attendance at bi-weekly site meeting during construction and prepare the minutes of the meeting and circulate same at least one week before the next site meeting date or earlier as needed.

e) Ensure compliance with the Occupational Health and Safety Act & Regulations.

f) Arrange and attend meetings. Prepare meeting minutes and inspection reports. Minutes to be circulated at least four days prior to the next meeting date.

g) Ensure that sub-consultants visit the site during construction to review the progress of the work, issue necessary clarifications and instructions, and ensure that the work is in compliance with the contract documents.

h) Prepare progress reports, and necessary clarifications and site instructions in written and graphic form. Progress report to cover all aspects of the works including quality, cost and schedule review.

i) Review and approve all shop drawings, samples and submissions for conformance with the general design. Keep shop drawings log and update as required.

j) Prepare change orders as necessary, review and approve payments, claims and issue progress certificates. Keep CO log and update as required.

k) Keep accurate records and information on the project. If necessary review request for extension and make recommendations to the Owner.

l) Review and approve all shop drawings, prepare shop drawing log, samples and submissions for conformance with the general design.

m) Prepare CCOs and CO log with cost and balance, review contractor’s submission and quotations and issue COs as necessary after discussion with City.

n) Review and approve payment draws, claims and issue progress certificates.

o) Prepare and follow up on deficiency reports and coordinate the correction of these works by the contractor.

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p) Take digital photos at every stage of the works to show the progress of the works as well as the before and after positions.

q) Provide reproduction of six (6) sets each of the approved drawings and specifications for construction purposes, including integration of any additional information introduced during and after the tender period. Construction sets to include all addenda and updates as necessary. Hard and soft copies will be required, and delivery to the site or the City Project Manager's office are included.

r) Conduct sampling and environmental verification testing and reporting. Submit and administer Record of Site / Building with the MOE as necessary.

s) Prepare and follow up on deficiency reports to ensure completion of the work.

t) Determine the date of substantial performance of the work and verify the contractor’s application for final payment. Provide final inspection, correction and close out of the contract.

u) Obtain and review written warranties and related documents such as lists of contractor, subcontractors, and suppliers together with contact persons, telephone numbers, warranty expiry dates, specifications, test results, operating manuals etc.

v) Review the work for defects or deficiencies prior to the end of the one year general warranty and notify the contractor in writing, coordinating the correction of these works by the contractor.

w) Provide one (1) complete hardcopy set of “as-built” drawings and one (1) additional hardcopy set in 11” x 17” format. On completion of the project, submit electronic files and scanned images of all documentation, including but not limited to specifications, drawings on compact discs in the latest version (Vr.14) of AutoCAD, as-built drawings showing locations of all hidden services, and all deviations from the design drawings, shop drawings, inspection reports, minutes of meetings, site instructions, change orders, invoices, certificates, progress images, warrantees, close out documentation, manuals, etc. The files are to be organized in folders, including a file index, and submitted on a labelled CD accessible by standard readers. File formats to be: text in MS Word; scanned document in PDF; digital images in JPG and scanned drawings in TIF format.

x) Submit a preliminary construction report (hard copy and soft copy) within one week after the date of substantial performance and a final construction report (hard copy and soft copy) within two weeks after the date of issuance of the Completion Certificate.

3.4.6 Contract Closeout

The vendor will be required to satisfy all project closeout procedures to the satisfaction of the City, including provision of full indexed project documentation in paper and electronic form, prior to release of closeout allowance as identified on the Pricing Form, and which will be due in full provided all procedures are satisfied. Furthermore, the proponent understands that progress payments based on the works of this contract shall include a Statutory Holdback, based on release of liens per coordination of substantial performance of the construction contract or a separate date identified by the City and appropriate to the specifics of service delivery, as reference for the completion of the works of this contract.

3.5 Municipal Processes

As outlined in the description of Professional Services, the vendor is expected to secure all necessary permits and answer all requirements of relevant municipal processes. The vendor will satisfy all required municipal processes, and these are included in the Proposal.

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3.6 Staff, Client and Stakeholder Co-ordination

The Vendor shall work with the City Project Manager to develop solutions and strategies that maximize the requirements of this RFP, and to meet the project budget and timeframe targets. Stakeholders shall include Capital project Staff, Recreation and Technical Services staff.

3.7 Environmental Consideration

The City is committed to environmentally responsible procurement to conserve resources, mitigate pollution and waste, and promote a healthy economy without compromising performance or cost-effectiveness. As part of City Council’s Environmentally Responsible Procurement Policy, specifications must be developed, whenever possible, for the expanded use of environmentally preferred products and services.

3.8 Completion of the Work

It is the responsibility of the Proponents to familiarize themselves with the project and contractual requirements of the City as specified in this RFP, and to ascertain the full scope of work and the Services required for the project, prior to submission of their proposals.

The works are expected to be performed through a single lump-sum construction tender.

3.9 Project Schedule, Facility Access Requirements and Restrictions

Project schedule and implementation are required to balance facility shutdown timeframes and usage requirements. The implementation work plan has to work around the following Schedule requirements and restrictions:

Mid-Sept. 2017: Tender Documents submitted for procurement;

Jan. 2018: Award of Purchase Order to General Contractor;

Feb. 2018: Contractor mobilization, development of shop drawings and equipment orders;

Apr. 1, 2018: Full building closure, facility under full control of General Contractor;

Aug. 31, 2018: Handover to building operator for building systems commissioning;

Sept, 2018: Facility maintenance works and ice plant start up and ice creation for program use, minor works ongoing towards completion;

Oct 1, 2018: Deadline for Substantial Completion and commencement of public access and programs, wherein minor works are permitted provided management of occupancy during construction protocols are met and rink (including systems and support spaces) are fully active and functioning. Minor works during this period may be conducted primarily during weekdays from morning until 3 pm, provided the facility remains functioning and available for usage in the late afternoon and evening times, and is free of materials, debris, dust or odors;

Nov. 1, 2018: Total completion of all works.

This schedule is subject to change and appropriate written notice of any changes will be provided where feasible.

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4.0 PROPOSAL EVALUATION AND SELECTION PROCESS

4.1 Selection Committee

All Proposals will be evaluated through a comprehensive review and analysis by a Selection Committee, which will include members from City's PFR Division, Capital Projects Section.

The Selection Committee may at its sole discretion retain additional committee members or advisors.

The aim of the Selection Committee will be to select one (1) or more Proposals which in its opinion meet(s) the City's requirements under this RFP and provide(s) the best overall value to the City. The Proposal(s) selected, if any, will not necessarily be the one(s) offering the lowest fees or cost (pricing). Pricing is only one of the components that will be used to determine the best overall value for the City.

By responding to this RFP, Proponents will be deemed to have agreed that the decision of the Selection Committee will be final and binding.

4.2 Selection Criteria

A Mandatory Requirement is a minimum need that must be met by the Proponent. The City will eliminate from the evaluation process any proponent not fulfilling all mandatory requirements. If the submission fails any mandatory requirements, the Proposal will be rejected.

The consultant will be selected in accordance with the following selection criteria:

1. PROFESSIONAL MANDATORY REQUIREMENTS:

Prime consultant proponents must meet the following mandatory criteria to be eligible for consideration in the selection process.

The successful Proponent must be a qualified Engineering firm with a Certificate of Practice, licensed with the Professional Engineers of Ontario (PEO), with appropriate qualifications and seals for the scope of work.

List the PEO Certificate of Practice Number that meets the mandatory requirement in your Section 1 - Executive Summary If not provided with your submission, this information must be made available to the City upon request.

2 EXPERIENCE OF STAFF:

Staff Experience should reflect the appropriate skills and abilities to accomplish the project.

Senior project staff

Support staff

3. PROPONENT EXPERIENCE:

Proven ability to work with municipal staff and public bodies

Proven ability to work with community groups and to assimilate public input

Proven ability to exercise control of project schedule and budget

Proven leadership, facilitation, co-ordination experience

Indicate methodology and examples of cost-control.

Indicate Work Plan and strategy for undertaking the work

Indicate the company’s commitment and related policies to supplier diversity and employee diversity and evidence of being a certified diverse supplier

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Sub-consultants (for each discipline) are to demonstrate successful involvement in a minimum of two (2) similar or related projects (type and magnitude) in the last seven (7) years, and indicate the assigned staff for those and this project.

4. COMPLETED PROJECTS (similar or related projects):

prime consultant to demonstrate:

Successful involvement in minimum four (4) similar or related projects (type and magnitude) in the last seven (7) years, and indicate the assigned staff for the project. Similar projects include complex Arena SGR projects including rink slabs and plants, municipal works, and administration of projects awarded through fixed-fee tender structure.

5. PROPONENT’S FEES

The lowest priced Proposal receives 25 points; and the remaining Proposals are assigned points based on the following formula:

(Lowest Priced Proposal divided by Price of Proposal) x 25

4.3 Selection Process

The Selection Committee will score the Proposals using the evaluation table in Appendix E.

If the submission fails or does not include any of the mandatory requirements, the Proposal will be rejected.

The Proposal that achieves the highest Total Score will be ranked first. In the event of a tie Total Score, the Proponent achieving the highest score for its technical portion of the Proposal will be ranked first overall.

4.4 Schedule of Events

Date Milestone

May 1, 2017 Request for Proposals Issued

May 09, 2017 Mandatory Site Meeting (commencing at 10:00 am)

May 17, 2017 Deadline for questions and clarifications (1:00 pm)

May 19, 2017 Last Addendum (if required) released

May 23, 2017 Request for Proposals Closes

June-July 2017 Evaluations, Successful Proponent selected, issue Purchase Order

This schedule is subject to change and appropriate written notice of any changes will be provided where feasible.

4.5 Clarifications

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As part of the evaluation process, the Selection Committee may make requests for further information with respect to the content of any Proposal in order to clarify its understanding of the Proponent’s response. The clarification process shall not be used to obtain required information that was not submitted at time of close or to promote a particular Proponent.

The Selection Committee may request this further information from one or more Proponents and not from others.

4.6 Interviews or Demonstrations

A Proponent whose written Proposal has met or exceeded the minimum score for the technical portion of the Proposal or has received a high ranking may be invited to an interview with the Selection Committee, the results of which will be used by the Selection Committee as a mechanism to revisit, revise, confirm and finalize the score and select the recommended Proponent(s). The City reserves the right to interview up to a maximum of five (5) top ranked Proponents. The Selection Committee may interview any Proponent(s) without interviewing others, and the City will be under no obligation to advise those not receiving an invitation until completion of the evaluation and selection process.

The representatives designated by the Selection Committee in its invitation to the Proponent must attend any interview scheduled as part of this evaluation process unless the City agrees otherwise in writing and at its sole discretion.

The representative of a Proponent at any interview scheduled is expected to be thoroughly versed and knowledgeable with respect to the requirements of this RFP and the contents of its Proposal, and must have the authority to make decisions and commitments with respect to matters discussed at the interview, which may be included in any resulting Agreement.

Where the staff team proposed by the Proponent is an important element in the selection criteria, the staff team proposed shall be present for the interviews.

No Proponent will be entitled to be present during, or otherwise receive any information regarding, any interview with any other Proponent.

Refusal of a Proponent to participate in an interview/demonstration requested by the City may, in the City's sole discretion, be considered a failure of the Proponent to comply with a Mandatory Requirement of the RFP and thus subject to disqualification.

4.7 Evaluation Results

Upon conclusion of the evaluation process, a final recommendation will be made by the Selection Committee to the appropriate City staff member and/or City Council.

Proposal evaluation results shall be the property of the City and are subject to MFIPPA. Evaluation results may be subject to public release pursuant to MFIPPA.

Proponents should be aware that Council and individual Councillors have the right to view the Proposals provided that their requests have been made in accordance with the City’s procedure.

4.8 Negotiations and Agreement

The award of any Agreement will be at the absolute discretion of the City. The selection of a recommended Proponent will not oblige the City to negotiate or execute an Agreement with that recommended Proponent.

Any award of an Agreement resulting from this RFP will be in accordance with the bylaws, policies and procedures of the City.

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The City shall have the right to negotiate on such matter(s) as it chooses with the recommended Proponent without obligation to communicate, negotiate, or review similar modifications with other Proponents. The City shall incur no liability to any other Proponent as a result of such negotiation or alternative arrangements.

During negotiations, the scope of the services may be refined, issues may be prioritized, responsibilities among the Proponent, all staff and sub-consultants provided by it and the City may be settled and the issues concerning implementation may be clarified.

Unless otherwise identified in this RFP as requiring City Council approval, in which case, the Agreement must contain terms and conditions substantially as set out in the Council report authorizing the Agreement, the Agreement to be entered into with the recommended Proponent shall be substantially in the form attached as Appendix “B”. The terms and conditions are mandatory and are not negotiable. Any Proponent wishing to request that the City consider any changes to the terms and conditions of the Agreement attached as Appendix "B" must follow the process outlined in section 5 of Appendix "A".

If any Agreement cannot be finalized within thirty (30) business days of notification to the recommended Proponent, the City may, at its sole discretion, terminate negotiations with that Proponent and negotiate an Agreement with another Proponent or abort the RFP process and not enter into any Agreement with any of the Proponents.

5.0 PROPOSAL SUBMISSION REQUIREMENTS

5.1 General Overview

The City has formulated the procedures set out in this RFP to ensure that it receives Proposals through an open, competitive process, and that Proponents receive fair and equitable treatment in the solicitation, receipt and evaluation of their Proposals. The City may reject the Proposal of any Proponent who fails to comply with any such procedures.

Proposals are expected to address the RFP content requirements as outlined herein, and should be well ordered, detailed and comprehensive. Clarity of language, adherence to suggested structuring, and adequate accessible documentation is essential to the City’s ability to conduct a thorough evaluation. The City is interested in Proposals that demonstrate efficiency and value for money. General marketing and promotional material will not be reviewed or considered.

The City prefers that the assumptions used by a Proponent in preparing its Proposal are kept at a minimum and to the extent possible, that Proponents will ask for clarification prior to the deadline for Proponent questions rather than make assumptions. Proponents should also review sections 3 to 6 of Appendix A with respect to asking questions about the RFP. Where a Proponent's assumptions are inconsistent with information provided in the RFP, or so extensive that the total Proposal cost is qualified, such Proponent risks disqualification by the City in the City's sole discretion.

5.2 Proposal Documentation and Delivery

The documentation for each Proposal:

a) Must be submitted in a sealed envelope or container (submissions made by fax, telephone, electronic message or telegram will not be accepted) displaying a full and correct return address.

b) Should be limited to preferably 32 pages, (16 sheets printed double sided or 32 sheets printed single-sided minimum 11 point font, with unlimited appendices.

c) Must consist of one (1) original (clearly marked as such on its first page) and preferably six (6) full photocopies of:

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(i) A Main Proposal Document as described in the section below titled Proposal Content, including all attachments and appendices as required. (Mandatory)

(ii) Form 1 (Proposal Submission Form) completed and signed by an authorized official of the Proponent. This includes the acknowledgement of all addenda received as per Appendix A, Item 4. (Mandatory)

(iii) Appendix D Form6 (Pricing Detail Form) completed as indicated. (Mandatory)

Note: Forms 1 and 2 are provided in Appendix C.

d) must be completed in a non-erasable medium and signed in ink;

e) should include:

(i) Form 3 – Team Summary Information (ii) Form 4 – Firm Information for Each Discipline (iii) Form 5 – Prime Consultant's Experience (iv) Certificate of Practice, as per the Ontario Architects Association (OAA) requirements (v) Certificate of Authorization and Consulting Engineer Designation, as per the

Professional Engineers of Ontario (PEO) requirements f) must not include:

(i) any qualifying or restricting statements; (ii) exceptions to the terms and conditions of the RFP that have not be approved through an

addendum; or (iii) additional terms or conditions.

g) must include references and Prime Consultant's Experience, as per section 5.3 Subsection 3 and 4;(refer also to Appendix D Form 5 provided for your use);

h) must include Team Summary Information as per Section 5.3 Subsection 4 (refer also to Appendix D Form 3 provided for your use

i) must include firm information for each discipline as per Section 5.3 Subsection 4. Refer also to Appendix D Form 4 for your use.

j) Proponents must have attended the mandatory site / information meeting as per section XX(if applicable to the RFP);

k) Must be delivered no later than the Closing Deadline to:

Chief Purchasing Official Purchasing and Materials Management Division 18th Floor, West Tower, City Hall Toronto, ON, M5H 2N2

Delays caused by any delivery service (including Canada Post and courier) shall not be grounds for any extension of the Deadline, and Proposals that arrive after the Deadline will not be accepted.

5.3 Proposal Content The Proposal should contain the following items: Letter of Introduction – Introducing the Proponent and signed by the person(s) authorized to sign on behalf of and to bind the Proponent to statements made in response to this RFP. This should contain the same signature as the person signing the submission forms. Table of Contents – Include page numbers and identify all included materials in the Proposal submission.

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Subsection 1 – Executive Summary - provide a summary of the key features of the Proposal. Subsection 2 – Proponent Profile Proponents should have staff, organization, culture, financial resources, market share and an installed base adequate to ensure their ongoing ability to deliver and support the proposed total Solution throughout the system’s useful lifetime, including the ability to provide timely response and service to the City over the period of the contract. 1. To permit the Proponent to be evaluated fully as a viable and sound enterprise, include the

following information with respect to the Proponent, and if applicable, for each consortium member:

(a) A profile and summary of corporate history including: date company started; products and/or services offered; total number of employees; major clients; and business partners and the products/services they offer;

(b) A profile and summary of corporate history of any parents or subsidiaries and affiliates and the nature of the Proponent’s relationship to them (i.e., research, financing and so on).

(c) Proof of financial viability by providing a letter dated within the last six (6) months from their financial institution or from their auditor providing assurance to the City that the Proponent has been and is financially viable and solvent as a going concern; confirmation that the Proponent has the financial capacity to complete this project; and that the undertaking of this project will not put any undue financial burden on the Proponent.

(d) The Proponent should demonstrate its commitment to diversity by:

describing your company's commitment to an active supplier diversity program, including providing a company approved policy related to supplier diversity and demonstrated results of the policy; and

describing your company’s commitment to a pro-active employment diversity program, including providing the company approved employee diversity policy and demonstrated results of the policy.

(e) Diverse Supplier: If the Proponent is certified by a Supplier Diversity Organization, the Proponent should provide evidence of such certification.

2 If the Proponent is a member of a consortium, provide a description of the relationship(s) between consortium members. Please note section 2 of Appendix A regarding consortiums and the requirement that there be a single Proponent.

Subsection 3 – Experience and Qualifications of the Proponent 1. It is important that the Work be undertaken by a Proponent who can demonstrate specific

knowledge of, and experience in performing similar work for projects of comparable nature, size and scope. In particular, the Proponent should demonstrate the following in its Proposal:

a) Experience of the Proponent with similar or related Engineering and Architectural

projects :

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b) Necessary skills, experience and expertise in the design and delivery of the proposed total Solution, and, based on these skills, experience and expertise, how they will ensure that the proposed goods and services are appropriate for the use to be made of them as set out in this RFP.

c) Architectural prime consultant to demonstrate: successful involvement in minimum four (4) similar or related projects (type and magnitude) in the last seven (7) years, and indicate the assigned staff for the project.

d) Provide a minimum of two (2) current references for the purpose of evaluating the Proponent’s experience and track record of success. Note that 'current' means for works performed within the past five years, and with functioning contact information and availability. Note that the City prefers references for solutions that are similar to the solution being proposed in response to this RFP. For example, solutions for the municipal/public sector, using the same or similar products proposed, projects of similar size, scale and complexity. Each reference should include:

the identity of the reference client organization; a contact name and title, address and telephone number; the size and nature of the client's business; the number of years of dealing with the client; a description of the project; the timing and duration of the Proponent’s involvement in the project; the services that were provided by the Proponent (i.e. installation, support,

training and/or project management); date of the project; details regarding the scale of the project; and client’s URL address.

References and Past Performance - The City's evaluation may include information provided by the Proponent's references and may also consider the Proponent's past performance on previous contracts with the City or other related Agencies, Boards or Commissions of the City.

Please note that where the skills/expertise/experience are being provided by a subcontractor or other legal entity apart from the Proponent, a Proposal that does not include the information requested in this Subsection 3 for each such subcontractor or other entity will not be awarded full marks during the evaluation process. In providing references, Proponents agree that the City can contact the individuals provided as part of the evaluation process. The City will make its own arrangements in contacting the references. Substitution of references will not be permitted after the close of the RFP.

Subsection 4 – Proposed Staff Team and Resources

1. It is important that the work be undertaken by a team who can demonstrate specific knowledge of, and experience in performing similar work for projects of comparable nature, size and scope. In particular, the Proponent should provide the following in its Proposal:

a) Provide the names of design professionals and design team (prime and sub-consultants) for this project:

i. Senior project staff

ii. Support staff

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b) A list of key staff that the Proponent would propose to use for this work together with their professional qualifications, related project experience and an indication of their duties and responsibilities on this particular project.

c) Indicate Prime Consultant’s:

i. Proven ability to work with municipal staff and public bodies ii. Proven ability to work with community groups and to assimilate public input

iii. Proven ability to exercise control of project schedule and budget iv. Proven leadership, facilitation, co-ordination experience v. Indicate methodology and examples of cost-control.

d) Include strategies and individuals that can fulfill the roles and responsibilities for any unforeseen events requiring replacement of team members.

e) Resumes for proposed individuals are to be included as an Appendix to the proposal.

f) Provide a statement of any conflict of interest, if applicable. Refer to Appendix A – RFP Process Terms and Conditions for information relating to conflicts of interest.

Note: The Proponent should submit signed consent forms authorizing the disclosure of personal information to the City, or its designated agent(s), for any resumes that are submitted; however, the Proponent will accept all liability if signed consent forms and resumes are not disclosed to the City.

It is important that key project individuals (i.e. major areas of responsibility) be named, with accompanying indication of guaranteed availability. Continuity of key personnel will be required, with a contractual obligation for substitutions only with full written approval of the City.

Subsection 5 – Proposed System/Solution Provide a statement of the Proponent’s understanding of the goals and objectives of the project and how those goals and objectives will be achieved. The following points illustrate the type of information that the Selection Committee will be looking for as demonstration of the Proponent’s understanding of the assignment.

a) The Proposal should demonstrate the Proponent’s understanding of the issue(s) in the assignment and their ability to apply creative problem solving methodology to effectively address the stated challenges, particularly in the areas of critical path determination, approval processes, economy of scale, form of tender and selection of a contractor, quality control, facilities disruption, etc.;

b) The Proposal should indicate specifically what services and activities the Proponent will be providing;

c) The Proposal should also indicate specifically what services and activities the Proponent will not be providing;

Subsection 6 – Work plan and deliverables It is important that the project is started and completed in an efficient and effective manner. The Proponent is to provide:

a) A detailed work plan indicating the project method, schedule, Gantt chart, tasks, and deliverables.

b) Provide an estimated overall timeline of the project, including an indication of how soon you could commence work.

c) Key dates for major deliverables must be clearly defined in the Proponent's detailed work plan.

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d) For each deliverable, provide sufficient detail for the reviewers to evaluate the value of the effort expended.

e) Proposed project staffing over the assignment period should include numbers by “classification” for key staff as well as all other staff.

f) State assumptions regarding roles and involvement of City staff and the estimated amount

of their time involvement. Sub-Section 7 – Cost of Services All prices must be stated in Canadian currency. The Proponent shall assume all currency risk.

The City shall not be responsible for any additional costs.

In the event of mathematical errors found in the pricing pages, the unit prices quoted shall prevail. Extensions and totals will be corrected accordingly by City staff and adjustments resulting from the correction will be applied to the Total Lump Sum Price quoted.

The Proponent shall be solely responsible for all costs including but not limited to, wages, salaries, statutory deductions and any other expenses and liabilities related to its own personnel, and subcontractors and suppliers and their respective personnel.

The Proponent shall be solely responsible for any and all payments and/or deductions required to be made including, but not limited to, those required for the Canada Pension Plan, Employment Insurance, Workplace Safety and Insurance, and Income Tax.

All invoices must clearly show HST as a separate value and HST "registrant" number.

Without restricting the generality of the foregoing, the Proponent acknowledges that, if it is a non-resident person, payments to the Proponent, as a non-resident person, may be subject to withholding taxes under the Income Tax Act (Canada). Further, unless the Proponent, as a non-resident person, provides the City with an official letter from Canada Revenue Agency waiving the withholding requirements, the City will withhold the taxes it determines are required under the Income Tax Act (Canada).

A. Core Pricing

1. The Proponent must complete and submit the Price Detail Form located in Appendix D – Supplementary Submission Forms.

2. The total price quoted must include all labour, profit, other overhead, materials, equipment, licences, analysis, travel, accommodations, communication, transportation and delivery costs (courier, long distance charges, and so on), staff time, City/Vendor meetings (as and where deemed required by the City), disbursements and any/all other operational costs and fees associated with the Services, excluding all applicable taxes. The City shall not be responsible for any additional costs.

3. Proponents that do not fully complete this form (such as leaving lines blank), or have unclear answers (such as "n/a" or "tbd", dashes or hyphens) will be ruled informal. Prices that are intended to be zero cost/no charge to the city are to be submitted in the space provided in the price schedule as "$0.00" or "zero". "

4. Each Proposal must set forth a total fixed flat rate (lump sum) price in Canadian Dollars for the Services, as organized on the Price Detail Form located in Appendix D, Form 9. The price quoted will cover all labour, profit, other overhead, materials, equipment, analysis, travel, accommodations, communication, transportation and delivery costs (courier, long distance charges, and so on), staff time, City/consultant meetings (as and where deemed required by the City), Community meetings, design committee meetings, disbursements and any/all other operational costs associated with the Services as identified in Section 3.0 Scope of Work and

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must be broken down as shown on Form 9. The City shall not be responsible for any additional costs.

5. Payment will be made to the Vendor on the basis of the agreed total fee for each part submitted, subject to the requirements of this RFP.

6. Construction Phases for these works are subject to budget approval. If at any stage the project does not proceed to the following phase, the consultant will be paid for only the phase(s) and portion(s) of work completed to date. The City reserves the right to not proceed with any phase or portion of the work at its discretion.

7. Proponents are to include a design contingency allowance as indicated in the price detail form. The contingency allowance is an estimate allowance for any additional unforeseen work, if required as related to the specific areas under review. Any extra work must be authorised in advance by the project manager and will be paid as authorised by the City of Toronto

8. Disbursements are to be included in the costs of the individual phases in which they will be incurred.

B. Taxes

Harmonized Sale Tax (HST) is to be applied to the prices submitted as specified in the relevant sections of the call document or in the Price Schedule provided in the call.

HST for the supply and delivery of materials/goods is to be shown as additional/separate line items on the Price Schedule and any subsequent invoices.

C. Optional and/or Additional Pricing

Include an hourly fee schedule for all levels of Proponent’s professional, managerial and clerical staff with respect to services not covered (e.g. customization services)

D. Payment Terms and Discount Schedule

1. Propose payment terms for Core Pricing. The City’s standard payment terms are 60 days from the receipt of the invoice. The final payment terms may be subject to further negotiation.

2. Propose any prompt payment discount terms.

If all the correct billing information has been indicated on the invoice, and no acceptable discount for early payment has been offered, the City will endeavour to pay within the vendor's terms from the receipt date of the invoice in Corporate Accounts Payable Unit - Metro Hall, 55 John Street, 14th floor.

Payment terms should be clearly indicated on the invoice including early payment terms.

The City will consider offers of early payment discount terms. Discounts will only be taken when early payment discount terms are met from the receipt date of the invoice in the Corporate Accounts Payable unit.

Note: Discount terms for early payment cannot be earlier than 15 days from the receipt date of the invoice by the City of Toronto, Accounting Services Division, and Corporate Accounts Payable unit.

City of Toronto offers secure electronic deposit payments directly to your bank account through our “Direct Deposit” program. For more information and/or to enroll for this payment option, please email us at FASPDD@toronto.ca or contact our AP Customer Service Desk at APHelp@toronto.ca or 416-397-5235.

To support an electronic payable environment, the City of Toronto Corporate Accounts Payable unit will accept electronic vendor invoices submitted via email at APinvoice@toronto.ca . Note: Electronic

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invoices submitted must be in a PDF format as an attachment. If you have any questions regarding this process, please contact our AP Customer Service Desk at APHelp@toronto.ca or 416-397-5235

E. City of Toronto's Invoice and billing requirements

To assist in prompt payment, it is essential that all required billing information is provided on the invoice submitted to the City of Toronto. If the billing information is missing from an invoice it will result in a payment delay and the invoice may be returned to you without payment.

It is the Vendor's responsibility to submit correct invoices for payment of goods /services delivered to the City of Toronto Divisions. If an incorrect invoice is submitted, the vendor will be requested to issue a credit note and submit a new invoice. If the invoice in question offered an early payment discount, the re-issue date of the new invoice will be used to calculate the early payment discount terms.

1) Exceptions

The standard invoice billing requirement must be followed with the exception of vendor invoices related to an approved capital project subject to construction lien holdbacks only. Billing requirement direction will be provided by the contract custodian or city divisional designate.

2) Electronic Invoices

To support an electronic payable environment, the City of Toronto Corporate Accounts Payable unit will accept electronic vendor invoices submitted via email to APinvoice@toronto.caElectronic invoices submitted must be in a PDF format with with either single or multiple invoice(s) per attachment.

Note: Do not send statements or past due invoices to this email address, only current invoices will be accepted. Do not send hard copy invoices to Corporate Accounts Payable if you have submitted an electronic invoice. If you have any questions regarding this process, please contact AP Customer Service at 416-397-5235 and follow the prompts.

1.1 Billing Requirements

(1) All original Vendor invoices must be addressed and be sent DIRECTLY to:

City of Toronto Accounting Services Division Corporate Accounts Payable 55 John Street 14th Floor, Metro Hall M5V 3C6

(2) Invoice/s submitted to the City of Toronto must have complete ship to information including:

I. Name of City Division,

II. The City Division’s contact name and phone number (the person ordering or picking up the goods and/or services),

III. Delivery location of goods and/or services (excluding pick-up order),

IV. Purchasing document information on the invoice (blanket contract number, contract release order number (CRO) purchase order (PO) or Divisional Purchase Order (DPO), or Schedule "A" must be clearly indicated on the invoice. (*This purchasing number should be provided by City staff at the time of order*)

V. Complete "Remit To" address is required on all submitted vendor invoices

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Invoices that do not contain the required billing information may be returned without payment to the vendor for correction.

(3) City purchases with the use of a credit card/PCard, are NOT to be sent to Corporate Accounts Payable. These invoices are considered paid.

(4) Vendors are encouraged to provide packing slips and/or goods receipt confirmations directly to the ordering Division for goods/services delivered.

(5) Vendors are to provide backup documentation directly to the ordering Division, not Corporate Accounts Payable.

1.2 Contract Release Order for Contract Purchases

A request for delivery in the form of a Contract Release Order (CRO) will be issued for each purchase against a contract.

All invoices submitted for payment of contract goods/services must contain:

I. Blanket Contract Number

II. Contract Release Order Number (CRO)

Under no circumstances are Contract Release Orders to be filled for commodities or services that are not included on a Contract.

The total value estimated on a Contract including all charges, excluding any applicable taxes, is not to be exceeded without authorization.

A Contract shall not be valid once the specified period has elapsed unless an extension has been requested by the City.

The City, in its sole discretion, has the right to terminate a contract prior to the expiration of the term without cause or penalty, provided the Total Value Estimated as specified on the Contract Order has been reached.

1.3 Discount Terms

The City will consider offers of early payment discount terms. If correct billing information has been indicated on the invoice, it is the City’s policy to pay within vendor’s discount terms from the receipt date of the invoice in the Corporate Accounts Payable unit – Metro Hall, 55 John Street, 14th Floor.

Early Payment terms should be clearly indicated on the invoice.

Note: Discount terms for early payment cannot be earlier than 15 days from the receipt date of the invoice by the City of Toronto, Corporate Accounts Payable unit.

1.4 Direct Deposit

City of Toronto offers secure electronic deposit payments directly to your bank account through our “Direct Deposit” program. For more information and/or to enrol for this payment option, please email us at FASPDD@toronto.ca or contact the Direct Deposit program line at 416-392-9736 and follow the prompts.

Effective January 1, 2014, all new contracts for existing or new vendors must be enrolled in the Direct Deposit program.

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1.5 Construction Contracts & Consultant Assignments related to Capital Projects – With a Holdback only.

Invoices related to an approved capital project with a holdback and managed by a Contract Administrator (CA) must be forwarded to the CA for review and approval. Billing requirement direction will be provided by the contract custodian or city divisional designate prior to the start of the Contract.

1) All invoices must be addressed and sent DIRECTLY to:

Contract Administrator City of Toronto Address Contact Info: Phone #, E-mail address

Note: Contact Information of respective CA will be provided in writing, prior to the start of the contract.

2) Invoice/s submitted to the City of Toronto Contract Administrator must have complete information including:

I. Contract/Project Number II. Name of City Division and Contract Administrator

III. Vendor Number IV. Vendor Name and address V. The City Division’s contact name and phone number (the person ordering or

picking up the goods and/or services), VI. Description of work/ Project Name

VII. Location of work VIII. Bill through Dates(Work Done): from and to

IX. Invoice Date X. Sub-total Amount: Excluding all taxes

XI. Total Invoice Amount; Including all taxes

Purchasing document information on the invoice (blanket contract number, contract release order number (CRO) purchase order (PO) or Divisional Purchase Order (DPO), must be clearly indicated on the invoice. (*This purchasing number should be provided by City staff at the time of order*)

Section 8 – Cost Control Submit a proposed methodology for Proponent’s resource planning, cost estimation, cost budgeting, and cost control measures. The Proponent should clearly demonstrate the cost control measures that it will implement to ensure that the Lump Sum or Upset Limit for the Services will not be exceeded.

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APPENDICES

APPENDIX A

RFP PROCESS TERMS AND CONDITIONS

1. Proponent’s Responsibility

It shall be the responsibility of each Proponent:

(a) to examine all the components of this RFP, including all appendices, forms and addenda;

(b) to acquire a clear and comprehensive knowledge of the required services before submitting a Proposal;

(c) to become familiar, and (if it becomes a successful Proponent) comply, with all of the City’s Policies and Legislation set out on the City of Toronto website at:

Purchasing Policies and Legislation

The failure of any Proponent to receive or examine any document, form, addendum, Agreement or policy shall not relieve the Proponent of any obligation with respect to its Proposal or any Agreement entered into or Purchase Order issued based on the Proponent’s Proposal.

2. Prime Proponent

A Proposal by a consortium of two or more entities may be submitted, but one person or company must be shown as the prime Proponent and be prepared to represent the consortium to the City by executing the Agreement, acting as the primary contact, and taking overall responsibility for performance of the Agreement.

Where a Proposal is made by a prime Proponent with associate firms working with or under the prime Proponent in either a sub-contracting or consortium relationship, it is required that those associate firms be named in the Proposal.

3. City Contacts and Questions

All contact and questions concerning this RFP should be directed in writing to the City employee(s) designated as “City Contact” in the Notice to Potential Proponents.

No City representative, whether an official, agent or employee, other than those identified “City Contacts” are authorized to speak for the City with respect to this RFP, and any Proponent who uses any information, clarification or interpretation from any other representative does so entirely at the Proponent’s own risk. Not only shall the City not be bound by any representation made by an unauthorized person, but any attempt by a Proponent to bypass the RFP process may be grounds for rejection of its Proposal.

From and after the date of this RFP until the time of any ensuing contract award, no communication with respect to this matter shall be made by any potential Proponent, or its representatives, including a third-party representative employed or retained by it (or any unpaid representatives acting on behalf of either), to promote its Proposal or oppose any competing Proposal, nor shall any potential Proponent, or its representatives, including a third party representative employed or retained by it (or any unpaid representatives acting on behalf of either), discuss the RFP or its Proposal with any City staff, City officials or Council member(s), other than a communication with the "City Contact" identified on page 1 on this RFP.

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Proponents should be aware that communications in relation to this RFP outside of those permitted by the applicable procurement policies and this RFP document contravene the Lobbying By-law, an offence for which a person is liable to a maximum fine of $25,000.00 on a first conviction and $100,000.00 on each subsequent conviction. In addition, the City's Supplier Code of Conduct provides that any Proponent found in breach of the policy may be subject to disqualification from the call or a future call or calls at the discretion of Council.

Notwithstanding anything to the contrary as set out in this document, the obligations as set out in the City of Toronto Municipal Code, Chapter 140 shall apply.

For your information, please find below the links to the City's Procurement Processes Policy, Lobbying By-Law and Interpretive Bulletin on Lobbying and Procurement:

http://www.toronto.ca/citybusiness/pdf/policy_procurement_process.pdf

http://www.toronto.ca/legdocs/municode/1184_140.pdf

http://www.toronto.ca/lobbying/pdf/interpretation-bulleting_lobbying-procurements.pdf

4. Addenda

If the City, for any reason, determines that it is necessary to revise any part of this RFP or to provide additional information relating to this RFP, such information will be communicated to all Proponents by addenda. Each addendum shall form an integral part of this RFP. Such addenda may contain important information, including significant changes to this RFP. Proponents are responsible for obtaining all addenda issued by the City.

All Proponents must acknowledge receipt of all Addenda in the space provided on the Proposal Submission Form.

The City reserves the right to revise this RFP up to the Closing Deadline.

If any addendum is issued after the Deadline for Issuing Addenda, the City may at its discretion extend the Closing Deadline for a reasonable amount of time.

The City’s Purchasing and Materials Management Division will make reasonable efforts to issue the final Addendum (if any) no later than two (2) days prior to the Deadline.

5. Exceptions to Mandatory Requirements, Terms and Conditions

If a Proponent wishes to suggest a change to any mandatory requirement, term or condition set forth in any part of this RFP, it should notify the City in writing not later than the deadline for questions. The Proponent must clearly identify any such requirement, term or condition, the proposed change and the reason for it. If the City wishes to accept the proposed change, the City will issue an Addendum as described in the article above titled Addenda. The decision of the City shall be final and binding, from which there is no appeal. Changes to mandatory requirements, terms and conditions that have not been accepted by the City by the issuance of an Addendum are not permitted and any Proposal that takes exception to or does not comply with the mandatory requirements, terms and conditions of this RFP will be rejected.

6. Omissions, Discrepancies and Interpretations

A Proponent who finds omissions, discrepancies, ambiguities or conflicts in any of the RFP documentation or who is in doubt as to the meaning of any part of the RFP should notify the City in writing not later than the deadline for questions. If the City considers that a correction, explanation or interpretation is necessary or desirable, the City will issue an Addendum as described in the article above titled Addenda. The decision and interpretation of the City shall be final and binding, from which there

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is no appeal. No oral explanation or interpretation shall modify any of the requirements or provisions of the RFP documents.

7. Proponents Shall Bear Their Own Costs

Every Proponent shall bear all costs associated with or incurred by the Proponent in the preparation and presentation of its Proposal including, if applicable, costs incurred for interviews, demonstrations, or any other activity that may be requested as part of the evaluation process or the process for the negotiation or execution of an Agreement with the City, as the case may be.

8. Limitation of Liability

The City shall not be liable for any costs, expenses, loss or damage incurred, sustained or suffered by any Proponent prior, or subsequent to, or by reason of the acceptance or the non-acceptance by the City of any Proposal, or by reason of any delay in acceptance of a Proposal, except as provided in this RFP.

9. Post-Submission Adjustments and Withdrawal of Proposals

No unilateral adjustments by Proponents to submitted Proposals will be permitted.

At any time throughout the RFP process, a Proponent may withdraw a submitted Proposal prior to the Closing Deadline. To effect a withdrawal, a notice of withdrawal must be sent to the City Contact and must be signed by an authorized representative of the Proponent. The City is under no obligation to return withdrawn Proposals.

A Proponent who has withdrawn a Proposal may submit a new Proposal, but only in accordance with the terms of this RFP.

10. Binding Proposal

After the Closing Deadline each submitted Proposal shall be irrevocable and binding on Proponents for a period of 120 days.

11. Acceptance of Proposals

The City shall not be obliged to accept any Proposal in response to this RFP.

The City may, without incurring any liability or cost to any Proponent:

(a) accept or reject any or all Proposal(s) at any time;

(b) waive immaterial defects and minor irregularities in any Proposals;

(c) modify and/or cancel this RFP prior to accepting any Proposal;

(d) award a contract in whole or in part.

The City is relying on the experience and expertise of the Proponent. The City reserves the right to disqualify any Proponent who has given inaccurate, incomplete, false or misleading information in the sole opinion of the City. Proponents and their Affiliated Persons that are currently on a City of Toronto suspended vendor list are not eligible for an award.

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12. Verify, Clarify and Supplement

When evaluating proposals, the City may request further information from the Proponent or third parties in order to verify, clarify or supplement the information provided in the Proponent's Proposal. The City may revisit and re-evaluate the Proponent’s Proposal or ranking on the basis of any such information.

If the City makes a request to a Proponent for clarification of its Proposal, the Proponent will provide a written response accordingly, which shall then form part of the Proposal.

If, in the opinion of the City, any Proponent has clearly misinterpreted the services or underestimated the hours or value of the services to be performed as reflected in its Proposal content and submitted price/fees, or all or any or any combination of them, then the City may reject its Proposal as not representative of the scope of the services).

13. No Incorporation by Reference

The entire content of the Proponent's Proposal should be submitted in a fixed form and the content of websites or other external documents referred to in the Proponent's Proposal will not be considered to form part of its Proposal.

14. Unbalanced Bids (In this paragraph “Bid” refers to the Proposal)

The City may reject a bid if it determines, in its sole discretion, that the bid is materially imbalanced.

A bid is materially imbalanced when:

(a) it is based on prices which are significantly less than cost for some items of work and prices which are significantly overstated in relation to cost for other items of work; and

(b) the City had determined that the proposal may not result in the lowest overall cost to the City even though it may be the lowest submitted bid; or

(c) it is so unbalanced as to be tantamount to allowing an advance payment.

15. Ownership and Confidentiality of City-Provided Data

All correspondence, documentation and information provided by City staff to any Proponent or prospective Proponent in connection with, or arising out of this RFP, the Services or the acceptance of any Proposal:

(a) is and shall remain the property of the City;

(b) must be treated by Proponents and prospective Proponents as confidential;

(c) must not be used for any purpose other than for replying to this RFP, and for fulfillment of any related subsequent Agreement.

16. Ownership and Disclosure of Proposal Documentation

(a) The documentation comprising any Proposal submitted in response to this RFP, along with all correspondence, documentation and information provided to the City by any Proponent in connection with, or arising out of this RFP, once received by the City:

i) shall become the property of the City and may be appended to the Agreement and/or Purchase Order with the successful Proponent;

ii) shall become subject to the Municipal Freedom of Information and Protection of Privacy Act ("MFIPPA"), and may be released, pursuant to that Act.

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(b) Because of MFIPPA, Proponents should identify in their Proposal material any scientific, technical, commercial, proprietary or similar confidential information, the disclosure of which could cause them injury.

(c) Each Proponent’s name at a minimum shall be made public.

(d) Proposals will be made available to members of City Council provided that their requests have been made in accordance with the City’s procedure and may be released to members of the public pursuant to MFIPPA.

(e) The City will not return the Proposal or any accompanying documentation submitted by a Proponent.

17. Intellectual Property Rights

Each Proponent warrants that the information contained in its Proposal does not infringe any intellectual property right of any third party and agrees to indemnify and save harmless the City, its staff and its consultants, if any, against all claims, actions, suits and proceedings, including all costs incurred by the City brought by any person in respect of the infringement or alleged infringement of any patent, copyright, trademark, or other intellectual property right in connection with their Proposal.

18. Failure or Default of Proponent

If the Proponent, for any reason, fails or defaults in respect of any matter or thing which is an obligation of the Proponent under the terms of the RFP, the City may disqualify the Proponent from the RFP and/or from competing for future tenders or RFP issued by the City for a period of one year. In addition, the City may at its option either:

(a) Consider that the Proponent has withdrawn any offer made, or abandoned the Agreement if the offer has been accepted, whereupon the acceptance, if any, of the City shall be null and void; or

(b) Consider that the Proponent has abandoned any Agreement and require the Proponent to pay the City the difference between its Proposal and any other Proposal which the City accepts, if the latter is for a greater amount and, in addition, to pay the City any cost which the City may incur by reason of the Proponent’s failure or default, and further the Proponent will indemnify and save harmless the City, its officers, employees and agents from all loss, damage, liability, cost, charge and expense whatever which it, they or any of them may suffer, incur or be put to by reason of such default or failure of the Proponent. The Proponent shall be ineligible to submit a new Proposal or bid for any Call that the City is required to reissue as a result of the Proponent's failure or default or where the City deems that the Proponent has abandoned the Agreement.

19. Publicity

The Proponent and its affiliates, associates, third-party service providers, and subcontractors shall not release for publication any information in connection with this RFP or any Agreement without prior written permission of the City.

20. Selection of Top-Ranked Proponent(s)

The top-ranked Proponent(s), as established under the evaluation that are selected by the City to enter onto an agreement pending award will be so notified by the City in writing.

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22. Notification to Other Proponents

Once the recommended Proponent(s) is notified of their selection, the other Proponents will be notified by the City in writing of the outcome of the RFP process.

23. Debriefing

Proponents may request a debriefing after receipt of a notification of the outcome of the selection process. All requests must be in writing to the City Contact and must be made within sixty (60) days of notification of the outcome of the selection process. The intent of the debriefing information session is to aid the Proponent in presenting a better proposal in subsequent procurement opportunities. Any debriefing provided is not for the purpose of providing an opportunity to challenge the RFP process.

24. No Contract until Execution of Written Agreement

No legal relationship or obligation regarding the procurement of any good or service shall be created between the Proponent and the City by the RFP process until the selection of the Proponent to provide the Deliverables pursuant to an Agreement.

25. Cancellation

The City may cancel or amend the RFP process without liability at any time.

26. Bid Protest Procedure

(a) Pre-award bid disputes.

Proponents should seek a resolution of any pre-award dispute by communicating directly with the City Contact as soon as possible from the time when the basis for the dispute became known to them. The City Contact may delay the outcome of the selection process, or any interim stage of this RFP process, pending the acknowledgement and resolution of any pre-award dispute. For more information, see the Pre-Award and Post-Award Bid Dispute Procedure.

(b) Post-award bid disputes.

Any dispute to the outcome of this RFP process must be received in writing by the City Contact no later than ten (10) days after the date of the notification of the outcome of the selection process, or where a debriefing has been requested, no later than five (5) days after such debriefing is received. Any dispute that is not timely received or in writing will not receive further consideration.

Any written dispute with a procurement value over $100,000 that cannot be resolved by the City Contact through consultations with the Proponent, shall be referred to the Treasurer or their designate(s) for an impartial review, based on the following information:

i. A specific description of each act or omission alleged to have materially breached the procurement process;

ii. A specific identification of the provision in the solicitation or procurement procedure that is alleged to have been breached;

iii. A precise statement of the relevant facts;

iv. An identification of the issues to be resolved;

v. The Proponent's arguments, including any relevant supporting documentation; and

vi. The Proponent's requested remedial action.

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The Treasurer or their designate(s), in consultation with the City Solicitor, may:

i. Dismiss the dispute;

ii. Accept the dispute and direct the City Contact to take appropriate remedial action, including, but not limited to, rescinding the award and any executed contract, and canceling the solicitation.

For more information, see the Pre-Award and Post-Award Bid Dispute Procedure.

27. Supplier Code of Conduct

(a) Honesty and Good Faith

Proponents must respond to the City's RFP in an honest, fair and comprehensive manner that accurately reflects their capacity to satisfy the requirements stipulated in the RFP. Proponents shall submit a Proposal only if they know they can satisfactorily perform all obligations of the contract in good faith. Proponents shall alert the Buyer to any factual errors, omissions and ambiguities that they discover in the RFP as early as possible in the process to avoid the RFP being cancelled.

(b) Confidentiality and Disclosure

Proponents must maintain confidentiality of any confidential City information disclosed to the Proponent as part of the RFP.

(c) Conflicts of Interest and Unfair Advantage

Proponents must declare and fully disclose any actual or potential conflict of interest or unfair advantage related to the preparation of their bid or where the Proponent foresees an actual or potential conflict of interest in the performance of the contract.

(d) Collusion or Unethical Bidding Practices

No Proponent may discuss or communicate, directly or indirectly, with any other Proponent or their Affiliated Persons about the preparation of their Bid including, but not limited to, any connection, comparison of figures or arrangements with, or knowledge of any other supplier making a submission for the same work. Proponents shall disclose to the Buyer any affiliations or other relationships with other Proponents that might be seen to compromise the principle of fair competition, including any proposed subcontracting relationships.

(e) Illegality

A Proponent shall disclose to the Buyer any previous convictions of itself or its Affiliated Persons for collusion, bid-rigging, price-fixing, bribery, fraud or other similar behaviours or practices prohibited under the Criminal Code, the Competition Act or other applicable law, for which they have not received a pardon.

(f) Interference Prohibited

No Proponent may threaten, intimidate, harass, or otherwise interfere with any City employee or public office holder in relation to their procurement duties. No Proponent may likewise threaten, intimidate, harass, or otherwise interfere with an attempt by any other prospective Proponent to bid for a City contract or to perform any contract awarded by the City.

(g) Gifts of Favours Prohibited

No Proponent shall offer gifts, favours or inducements of any kind to City employees or public office holders, or otherwise attempt to influence or interfere with their duties in relation to the RFP or management of a contract.

(h) Misrepresentations Prohibited

Proponents are prohibited from misrepresenting their relevant experience and qualifications in relation to the RFP and acknowledge that the City's process of evaluation may include information provided by the

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Proponent's references as well as records of past performance on previous contracts with the City or other public bodies.

(i) Prohibited Communications

No Proponent, or Affiliated Person, may discuss or communicate either verbally, or in writing, with any employee, public office holder, or the media in relation to any solicitation between the time of the issuance of the RFP to the award and execution of final form of contract, unless such communication is with the Buyer and is in compliance with Chapter 140, Lobbying of the Municipal Code.

(j) Failure to Honour Bid

Proponents shall honour their Bid, except where they are permitted to withdraw their bid in accordance with the process described in the RFP. Proponents shall not refuse to enter into a contract or refuse to fully perform the contract once their bid has been accepted by the City.

(k) Proponent Performance

Proponents shall fully perform their contracts with the City and follow any reasonable direction from the City to cure any default. Proponents shall maintain a satisfactory performance rating on their Contracts with the City and other public bodies to be qualified to be awarded similar contracts.

(l) Disqualification for Non-Compliance with Supplier Code of Conduct

Proponents shall be required to certify compliance with the Supplier Code of Conduct in the RFP Submission Form 1 (Appendix C), with their Bid and verify compliance, upon request from the Buyer, prior to award. Any contravention of the Supplier Code of Conduct by a Proponent, including any failure to disclose potential conflicts of interest or unfair advantages, may be grounds for the Chief Purchasing Official to disqualify a Proponent from the RFP and suspend the Proponent from future procurements.

28. Governing Law and Interpretation

The terms and conditions in this Appendix A - Terms and Conditions of RFP Process:

(a) are included for greater certainty and intended to be interpreted broadly and separately (with no particular provision intended to limit the scope of any other provision);

(b) are non-exhaustive (and shall not be construed as intending to limit the pre-existing rights of the parties to engage in pre-contractual discussions in accordance with the common law governing direct commercial negotiations); and

(c) are to be governed by and construed in accordance with the laws of the province of Ontario and the federal laws of Canada applicable therein.

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APPENDIX B

AGREEMENT TERMS AND CONDITIONS

Note to Appendix:

The terms set out in this Appendix shall be incorporated in any Agreement entered into with the recommended Proponent substantially in the form as presented in the Appendix. These terms are mandatory and are not negotiable. Any Proponent wishing to request that the City consider any changes to the terms and conditions set out in Appendix "B" must follow the process outlined in section 5 of Appendix "A".

1. Compliance with Laws

The Vendor will be required to comply, at its sole expense, with all federal, provincial and municipal laws, rules and regulations (including, without limitation, the City's Fair Wage and other policies or by-laws applicable to the City's vendors, the Ontario Fire Code, the Ontario Employment Standards Act, the Ontario Human Rights Code, the Ontario Labour Relations Act, the Workplace Safety and Insurance Act, the Income Tax Act and Occupational Health and Safety requirements) in relation to the provision of any Services, including the obtaining of all necessary permits and licences, and shall submit proof of such compliance to the City, upon request, and the Vendor shall indemnify and save the City harmless from any liability or cost suffered by it as a result of the vendor's failure to comply with this provision.

2. Non-Exclusivity

The awarding of an Agreement to a Vendor shall not be a guarantee of exclusivity.

3. Confidentiality

The Vendor shall treat as confidential all information of any kind which comes to the attention of the Vendor in the course of carrying out the Services and shall not disseminate such information for any reason without the express written permission of the City or otherwise in accordance with MFIPPA or other applicable privacy law. The Vendor may be required to enter into a detailed confidentiality and conflict of interest agreement in a form satisfactory to the City Solicitor.

4. Conflict of Interest

The Vendor shall: (a) avoid any Conflict of Interest in the performance of its contractual obligations; (b) disclose to the City without delay any actual or potential Conflict of Interest that arises during the performance of its contractual obligations; and (c) comply with any requirements prescribed by the City to resolve any Conflict of Interest. In addition to all other contractual rights or rights available at law or in equity, the City may immediately terminate the Contract upon giving notice to the Vendor where: (a) the Vendor fails to disclose an actual or potential Conflict of Interest; (b) the Vendor fails to comply with any requirements prescribed by the City to resolve or manage a Conflict of Interest; or (c) the Vendor’s Conflict of Interest cannot be resolved to the City's reasonable satisfaction.

5. Indemnities

The Vendor shall indemnify and save harmless the City of Toronto, its Mayor, Members of Council, officers, employees, and agents from and against any losses, liens, charges, claims, demands, suits, proceedings, recoveries and judgements (including legal fees and costs) arising from or related to the

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Vendor's performance or non-performance of its obligations, including payment obligations to its approved subcontractors and suppliers and others, and including breach of any confidentiality obligations under this Agreement.

Upon assuming the defence of any action covered under this section the Vendor shall keep City of Toronto reasonably informed of the status of the matter, and the Vendor shall make no admission of liability or fault on City of Toronto's part without City of Toronto's written permission.

6. Intellectual Property Indemnity

The Vendor shall indemnify and save harmless the City of Toronto, its Mayor, Members of Council, officers, employees, and agents from and against any losses, liens, charges, claims, demands, suits, proceedings, recoveries and judgements (including legal fees and costs) arising from infringement, actual or alleged, by the Proposal, its use or misuse, or by any of the deliverables developed or provided or supplied under or used in connection with the Services (including the provision of the Services themselves), of any Canadian, American or other copyright, moral right, trade-mark, patent, trade secret or other thing with respect to which a right in the nature of intellectual/industrial property exists.

7. Employment & WSIB Indemnity

Nothing under this Agreement shall render the City responsible for any employment, benefit or termination liability (including those under or in connection with the Workplace Safety and Insurance Act, 1997 or any successor legislation ("WSIA"), whether statutorily required, at common law or otherwise, resulting from Services supplied under this Agreement by persons employed or otherwise engaged by the Vendor. In the event that employment related costs, or other related responsibility falls to the City for any reason whatsoever, the Vendor agrees to indemnify the City for such costs.

8. No Assignment

The Vendor shall not assign any part of the project that may be awarded to it under the Agreement without the prior written consent of the City, which consent shall not be unreasonably withheld. However, such written consent shall not under any circumstances relieve the Vendor of its liabilities and obligations under this RFP and the Agreement.

9. Subcontractors

The Vendor shall be solely responsible for the payment of every subcontractor employed, engaged, or retained by it for the purpose of assisting it in the performance of its obligations under the Agreement. The Vendor shall coordinate the services of its subcontractors in a manner acceptable to the City, and ensure that they comply with all the relevant requirements of the Agreement.

The Vendor shall be liable to the City for all costs or damages arising from acts, omissions, negligence or wilful misconduct of its subcontractors.

10. Personnel and Performance

The Vendor shall make available appropriately skilled workers, consultants or subcontractors, as appropriate, and must be able to provide the necessary materials, tools, machinery and supplies to carry out the project.

The Vendor shall be responsible for its own staff resources and for the staff resources of any subcontractors and third-party service providers.

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The Vendor shall ensure that its personnel (including those of approved sub-contractors), when using any City buildings, premises, equipment, hardware or software shall comply with all security policies, regulations or directives relating to those buildings, premises, equipment, hardware or software.

Personnel assigned by the Vendor to perform or produce the Services or any part of it, (including those of approved subcontractors) may, in the sole discretion of the City, be required to sign non-disclosure Agreement(s) satisfactory to the City before being permitted to perform such services.

11. Independent Contractor

The Vendor and the City agree and acknowledge that the relationship between the City and the Vendor is one of owner and independent contractor and not one of employer-employee. Neither is there any intention to create a partnership, joint venture or joint enterprise between the Vendor and the City.

12. Insurance

The successful vendor agrees to purchase and maintain in force, at its own expense and for the duration of the services, the following policies of insurance, which policies shall be in a form and with an insurer acceptable to the City. A certificate evidencing these policies signed by the insurer or an authorized agent of the insurer must be delivered to the City prior to the commencement of services:

1. Commercial General Liability provided that the policy:

(i) is in the amount of not less than Two Million Dollars ($2,000,000.00), per occurrence,

(ii) adds the City of Toronto as an additional insured,

(iii) includes Non-Owned Automobile Liability, Employer's Liability and/or Contingent Employer's Liability; and any other provision relevant to the services,

(iv) includes a clause which will provide the City with thirty (30) days' prior written notice of cancellation or material change in coverage.

2. Professional Liability (errors and omissions) coverage provided that the policy:

(i) is in the amount of not less than One Million Dollars ($1,000,000),

(ii) includes professional services pollution liability insurance coverage,

(iii) will extend to infringement of copyright and other intellectual property, including misuse of trade secrets, if appropriate.

Notwithstanding anything to the contrary contained in this Agreement, kept in full force and effect for a period of time ending no sooner than TWO YEARS after the termination or expiry of this Agreement, as the case may be.

3. Automobile Liability insurance with a minimum limit of $1,000,000 for all owned or leased licensed motorized vehicles used in the performance of services.

It is understood and agreed that the coverage and limits of liability noted above are not to be construed as the limit of liability of the vendor in the performance of services. It is also agreed that the above insurance policies may be subject to reasonable deductible amounts, which deductible amounts shall be borne by the vendor. At the expiry of the policies of insurance, original signed Certificates evidencing renewal will be provided to the City without notice or demand.

The successful vendor is responsible for any loss or damage whatsoever to any of the its materials, goods, equipment or supplies and will maintain appropriate all-risk coverage as any prudent owner of such materials, goods, supplies and equipment. The successful vendor shall have no claim against the City or the City’s insurers for any damage or loss to its property and shall require its property insurers to waive any right of subrogation against the City.

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13. Warranties and Covenants

The Vendor represents, warrants and covenants to the City (and acknowledges that the City is relying thereon) that any deliverable resulting from or to be supplied or developed under the Agreement will be in accordance with the City’s functional and technical requirements (as set out in the RFP) and, if applicable, will function or otherwise perform in accordance with such requirements.

14. Third Party Software

Where the City is in possession of software containing or constituting confidential proprietary information belonging to third parties, the Vendor shall not, except in the usual incidental manner genuinely necessary for the intended use of such software on the equipment of the City,

(a) analyze, copy, decompile, disassemble, translate, convert, reverse engineer or duplicate any physical embodiment or part thereof, or permit any person to do so; or

(b) divulge to any unauthorized person the ideas, concepts or techniques, or make any other improper use, of such software.

The Vendor shall fully defend, save harmless and indemnify the City from and against any loss or damages suffered by the City as a result of any failure by the Vendor, its officers, directors, partners, contract personnel, agents and employees or any of them to comply with the provisions hereof.

Should the Vendor include third party components within the Solution, the Vendor must secure the rights to use and repackage third party components and pass on those rights to the City without additional charges.

15. Ownership of Intellectual Property and Deliverables

The City will own all intellectual property rights, including (without limitation) copyright, in and to all deliverables provided by the Vendor and its subcontractors. All information, data, plans, specifications, reports, estimates, summaries, photographs and all other documentation prepared by the Vendor in the performance of the Services under the Agreement, whether they be in draft or final format, shall be the exclusive property of the City.

16. Payment Schedule

A payment schedule satisfactory to the City shall form part of the Agreement.

No fees or reimbursable expenses shall become payable to the Vendor pursuant to the Agreement other than pursuant to one or more signed schedules. . Payment is determined by percentage completion of line items on the purchase order.

The Vendor shall submit invoices in such detail as may be required by the City, and the City reserves the right to require further proof or documentation from the Vendor in respect of services performed or expenses incurred by the Vendor and the Vendor shall provide, without delay, such further proof or documentation.

If the City does not approve of the Services which are the subject of the invoice, the City shall advise the Vendor in writing of the reasons for non-approval and the Vendor shall remedy the problem at no additional cost to the City before the City shall be obliged to pay the invoice or any part of it, as the case may be.

The Vendor shall be solely responsible for the payment of all personnel costs including statutory and otherwise (including without limitation subcontractors and suppliers and their respective personnel) made available by it and used for performance of any of the Services.

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17. Termination Provisions

Upon giving the Vendor not less than thirty (30) days’ prior written notice, the City may, at any time and without cause, cancel the Agreement, in whole or in part. In the event of such cancellation, the City shall not incur any liability to the Vendor apart from the payment for the goods, material, articles, equipment, work or services that have been satisfactorily delivered or performed by the Vendor at the time of cancellation.

Failure of the Vendor to perform its obligations under the Agreement shall entitle the City to terminate the Agreement upon ten (10) calendar days’ written notice to the Vendor if a breach which is remediable is not rectified in that time. In the event of such termination, the City shall not incur any liability to the Vendor apart from the payment for the goods, material, articles, equipment, work or services that have been satisfactorily delivered or performed by the Vendor at the time of termination.

All rights and remedies of the City for any breach of the Vendor's obligations under the Agreement shall be cumulative and not exclusive or mutually exclusive alternatives and may be exercised singularly, jointly or in combination and shall not be deemed to be in exclusion of any other rights or remedies available to the City under the Agreement or otherwise at law.

No delay or omission by the City in exercising any right or remedy shall operate as a waiver of them or of any other right or remedy, and no single or partial exercise of a right or remedy shall preclude any other or further exercise of them or the exercise of any other right or remedy.

Upon termination, all originals and copies of data, plans, specifications, reports, estimates, summaries, photographs, and other documents that have been accumulated and/or prepared by the Vendor in performance of the Agreement shall be delivered to the City in a clean and readable format.

18. Right to Audit

The City may audit all financial and related records associated with the terms of the Agreement including timesheets, reimbursable out of pocket expenses, materials, goods, and equipment claimed by the Vendor. The Vendor shall at all times during the term of the contract, and for a period of 3 years following completion of the Agreement, keep and maintain records of the Work performed pursuant to this Agreement. This shall include proper records of invoices, vouchers, timesheets, and other documents that support actions taken by the Vendor. The Vendor shall at his own expense make such records available for inspection and audit by the City at all reasonable times.

19. Liquidated Damages

If the Vendor at any time fails to supply all goods or services to the City as specified within the Agreement, or fails to replace goods or services rejected by the City, then the City shall be permitted to procure such goods or services elsewhere and charge any additional costs incurred by the City to the vendor as liquidated damages, unless otherwise specified, and deduct such amounts from payments due to the Vendor or to otherwise collect such costs from the vendor by any other method permitted by law.

20. Right to Retain Monies

The City shall have the right to retain out of monies payable to the vendor under the Agreement the total amount outstanding for time to time of all claims arising out of the default of the Vendor of its obligations to the City. This shall include claims pursuant to this or any other contract or cause of action between the Vendor and the City which have not been settled between the City and the Vendor.

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21. Occupational Health and Safety

a. The Vendor shall comply with all federal, provincial or municipal occupational health and safety legislative requirements, including, and without limitation, the Occupational Health and Safety Act, R.S.O., 1990 c.0.1 and all regulations thereunder, as amended from time to time (collectively the "OHSA").

b. Nothing in this section shall be construed as making the City the "employer" (as defined in the OHSA) of any workers employed or engaged by the Vendor for the Services, either instead of or jointly with the Vendor.

c. The Vendor agrees that it will ensure that all subcontractors engaged by it are qualified to perform the Services and that the employees of subcontractors are trained in the health and safety hazards expected to be encountered in the Services.

d. The Vendor acknowledges and represents that:

i. The workers employed to carry out the Services have been provided with training in the hazards of the Services to be performed and possess the knowledge and skills to allow them to work safely;

ii. The Vendor has provided, and will provide during the course of the agreement, all necessary personal protective equipment for the protection of workers;

iii. The Vendor’s supervisory employees are competent, as defined in the OHSA, and will carry out their duties in a diligent and responsible manner with due consideration for the health and safety of workers;

iv. The Vendor has in place an occupational health and safety, workplace violence and workplace harassment policies in accordance with the OHSA; and

v. The Vendor has a process in place to ensure that health and safety issues are identified and addressed and a process in place for reporting work-related injuries and illnesses.

e. The Vendor shall provide, at the request of the General Manager or his designate, the following as proof of the representations made in paragraph d(i) and d(iv):

i. documentation regarding the training programs provided or to be provided during the Services (i.e. types of training, frequency of training and re-training); and

ii. the occupational health and safety policy.

f. The Vendor shall immediately advise the General Manager or his designate in the event of any of the following:

i. A critical injury that arises out of Services that is the subject of this agreement;

ii. An order(s) is issued to the Vendor by the Ministry of Labour arising out of the Services that is the subject of this agreement;

iii. A charge is laid or a conviction is entered arising out of the Services that is the subject of this agreement, including but not limited to a charge or conviction under the OHSA, the Criminal Code, R.S.C 1985, c. C-46, as amended and the Workplace Safety and Insurance Act, 1997, S.O. 1997, c. 16, Sched. A, as amended.

g. The Vendor shall be responsible for any delay in the progress of the Services as a result of any violation or alleged violation of any federal, provincial or municipal health and safety requirement by the Vendor, it being understood that no such delay shall be a force majeure or uncontrollable circumstance for the purposes of extending the time for performance of the Services or entitling the Vendor to additional compensation, and the Vendor shall take all necessary steps to avoid delay in the final completion of the Services without additional cost to the City.

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h. The parties acknowledge and agree that employees of the City, including senior officers, have no authority to direct, and will not direct, how employees, workers or other persons employed or engaged by the Vendor do work or perform a task that is the subject of this agreement.

22. Workplace Safety and Insurance Act

The Vendor shall secure, maintain and pay all costs for Workplace Safety and Insurance Board ("WSIB") workers’ compensation coverage for its employees providing Services under this agreement, whether required statutorily or not under the Workplace Safety and Insurance Act, 1997.

The Vendor represents and warrants that it shall be in good standing with the WSIB throughout the term of this agreement. Prior to supplying the Services and prior to receiving payment, the Vendor shall produce a Clearance Certificate issued by the WSIB confirming that the Vendor has paid its assessment based on a true statement of the amount of its current payroll in respect of the Services and that the City is relieved of financial liability. Thereafter, throughout the period of Services being supplied, a new Clearance Certificate will be obtained from the WSIB by the Vendor and provided to the City every 90 days or upon expiry of the Certificate's validity period whichever comes first.

The Vendor shall ensure that any and all persons, including but not limited to volunteers, students, subcontractors and independent contractors, providing services under this agreement, have secured WSIB coverage, whether required statutorily or not, for the term of this agreement.

23. Accessibility Standards and Customer Service Training Requirements

The Vendor must ensure that all deliverables conform to the requirements of the Accessibility for Ontarians with Disabilities Act, 2005.

The Vendor shall require all applicable personnel (including those of its subcontractors) to fulfill the training requirements set out in the City's policy on Accessible Customer Service Training Requirements for Contractors, Consultants and other Services Providers. For a copy of the City of Toronto requirement, visit the website at http://www1.toronto.ca/wps/portal/contentonly?vgnextoid=aa2f637314522410VgnVCM10000071d60f89RCRD&vgnextfmt=default

24. Construction Lien Act

For the purposes of this section, “supply of services”, “improvement” and “holdback” shall have the same meanings, respectively, as defined by the Construction Lien Act.

Where any part of the Services constitutes a supply of services upon or in respect to an improvement, the City shall retain a 10% holdback as required by the Construction Lien Act from each sum otherwise payable to the Vendor under this Agreement with respect to those Services. The holdback shall be retained, held and released by the City in accordance with the Construction Lien Act.

25. -Waiver

No delay, condoning, excusing or overlooking by the City or any of its representatives of any default by the Vendor shall operate as a waiver of the City's rights in respect of any continuing or subsequent default or so as to defeat or affect in any way the rights of the City in respect of any such continuing or subsequent Default. No waiver shall be inferred from or implied by anything done or omitted by the City or any of its representatives and no waiver of any rights of the City shall be effective unless expressly provided in writing by an authorized representative of the City. 

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APPENDIX C

STANDARD SUBMISSION FORMS

FORM 1: Proposal Submission Form – Mandatory

FORM 2: Notice of No Submission – If Applicable

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FORM 1

PROPOSAL SUBMISSION FORM

3. POLICIES The Proponent has read, understood and agrees to comply with the policies, practices and statements found on the City’s website at the following link:

Purchasing Policies and Legislation

Without limiting the Proponent's acknowledgement of the City's general procurement policies, by signing this form, the Proponent acknowledges and certifies that the Proponent, and any of its proposed subcontractors, will provide the goods and/or services in compliance with the following specific policies:

3.1 DECLARATION OF COMPLIANCE WITH THE CITY'S SUPPLIER CODE OF CONDUCT By signing this form, the Proponent acknowledges that it has read and understands its obligations under the Toronto Supplier Code of Conduct and further certifies that the Proponent, and any of its proposed subcontractors, will provide the services in compliance with the Toronto's Supplier Code of Conduct.

Refer to the Supplier Code of Conduct in Article 13 of Chapter 195, Purchasing, of the Toronto Municipal Code.

3.1.1 PROHIBITION AGAINST COLLUSION AND UNETHICAL BIDDING If the box below is left blank, the Proponent will be deemed to declare that it had no affiliation or other relationships with other Proponents that might be seen to compromise the principle of fair competition, including any proposed subcontracting relationships. If the Proponent declares an affiliation or other relationship with other Proponents that might be seen to compromise the principle of fair competition, the Proponent must set out the details below:

Refer to the Supplier Code of Conduct in Section 3.1 of Form 1 of this RFP.

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FORM 1

PROPOSAL SUBMISSION FORM

3.1.2 PROHIBITION AGAINST ILLEGALITY If the box below is left blank, the Proponent will be deemed to declare that is has no previous convictions of itself or affiliated persons for collusion, bid-rigging, price-fixing, bribery, fraud, or other similar behaviors or practices prohibited under the Criminal Code, the Competition Act, or other applicable law, for which the Proponent has not received a pardon.

If the Proponent declares that it has previous convictions of itself or affiliated persons, the Proponent must set out the details below:

Refer to the Supplier Code of Conduct in Section 3.1 of Form 1 of this RFP. 3.1.3 CONFLICTS OF INTEREST OR UNFAIR ADVANTAGE For the purposes of this section, the term “Conflict of Interest” means

(a) in relation to the procurement process, the Proponent has, or is seen to have, an unfair advantage or engages in conduct, directly or indirectly, that may give it an unfair advantage, including but not limited to (i) having, or having access to, confidential information of the City in the preparation of its proposal that is not available to other Proponents, (ii) communicating with any person with a view to influencing preferred treatment in the procurement process (including but not limited to the lobbying of decision makers involved in the procurement process), or (iii) engaging in conduct that compromises, or could be seen to compromise, the integrity of the procurement process; or

(b) in relation to the performance of its contractual obligations contemplated in the contract that is the subject of this procurement, the Proponent’s other commitments, relationships or financial interests (i) could, or could be seen to, exercise an improper influence over the objective, unbiased and impartial exercise of its independent judgment, or (ii) could, or could be seen to, compromise, impair or be incompatible with the effective performance of its contractual obligations.

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FORM 1

PROPOSAL SUBMISSION FORM

Potential Conflicts of Interest or unfair advantage include, but are not limited to:

(1) Engaging current or former City employees or public office holders to take any part in the preparation of the proposal or the performance of the contract if awarded, any time within two (2) years of such persons having left the employ or public office of the City;

(2) Engaging any family members, friends or private business associates of any public office holder which may have, or appear to have, any influence on the procurement process or performance of the contract, if awarded;

(3) Prior involvement by the supplier or affiliated persons in developing the technical specifications or other evaluation criteria for the solicitation;

(4) Prior access to confidential City information by the supplier, or affiliated persons, that is materially related to the solicitation and that was not readily accessible to other prospective Proponents; or

(5) The Proponent or its affiliated persons are indebted to or engaged in ongoing or proposed litigation with the City in relation to a previous contract.

If the box below is left blank, the Proponent will be deemed to declare that (a) there was no Conflict of Interest in connection with preparing its proposal; and (b) there is no foreseeable Conflict of Interest in performing the contractual obligations contemplated in this RFSQ process.

The Proponent declares that there is an actual or potential Conflict of Interest relating to the preparation of its proposal, and/or the Proponent foresees an actual or potential Conflict of Interest in performing the contractual obligations contemplated in the procurement.

If the Proponent declares an actual or potential Conflict of Interest, the Proponent must set out the details below:

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FORM 1

PROPOSAL SUBMISSION FORM

The following individuals, as employees, advisers, or in any other capacity (a) participated in the preparation of our proposal; AND (b) were employees of the City and have ceased that employment within twenty four (24) months prior to the Submission Deadline:

Name of Individual:

Job Classification:

Department:

Last Date of Employment with the City:

Name of Last Supervisor:

Brief Description of Individual’s Job Functions:

Brief Description of Nature of Individual’s Participation in the Preparation of the Proposal:

(Repeat above for each identified individual. Proponents may include this information on a separate sheet if more space is required) The Proponent agrees that, upon request, the Proponent shall provide the City with additional information from each individual identified above in a form prescribed by the City. 3.2 RIGHT TO REJECT DEBTORS AND SET OFF POLICY For a copy of the City of Toronto Policy, visit the website: RIGHT TO REJECT DEBTORS AND SET OFF POLICY 3.3 ENVIRONMENTALLY RESPONSIBLE PROCUREMENT STATEMENT For a copy of the City of Toronto Environmentally Responsible Procurement Policy, visit the website: ENVIRONMENTALLY RESPONSIBLE PROCUREMENT STATEMENT State if environmentally preferred products/service is being offered: YES______ NO______ State briefly the environmental benefit of the product/service offered: ______________________________________________________________________ ______________________________________________________________________

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FORM 1

PROPOSAL SUBMISSION FORM

3.4 DECLARATION OF COMPLIANCE WITH ANTI-HARASSMENT/DISCRIMINATION LEGISLATION & CITY POLICY Organizations/individuals in Ontario, including the City of Toronto, have obligations under the Ontario Human Rights Code, the Occupational Health and Safety Act, the Employment Standards Act, the Accessibility for Ontarians with Disabilities Act, the Criminal Code of Canada and the Charter of Rights and Freedoms. In addition, the City of Toronto also has policies that prohibit discrimination on the additional grounds of political affiliation or level of literacy, subject to the requirements of the Charter. Organizations are required to have and post policies, programs, information, instruction, plans and/or other supports, and an appropriate internal process available to their employees and service recipients to prevent, address and remedy discrimination, racism, harassment, hate and inaccessibility complaints under the applicable legislation and including the additional grounds of discrimination prohibited under City policy. Individuals are obliged to refrain from harassment/hate activity. The City of Toronto requires all organizations and individuals that contract with the City to sign the following Declaration of Compliance with Anti-Harassment/Discrimination Legislation & City Policy. This Declaration must be signed by your organization and submitted with the contract or Letter of Understanding. The name of your organization and the fact that you have signed this declaration may be included in a public report to City Council. Declaration:

I/we uphold our obligations under the above provincial and federal legislation. In addition, I/we uphold our obligations under City policies which prohibit harassment/discrimination on a number of grounds including political affiliation and level of literacy. WHERE LEGALLY MANDATED I/we have in place the necessary policies, programs, information, instruction, plans and/or other supports that are consistent with our obligations, and I/we have an internal process available to my/our employees and service recipients to prevent, address and remedy discrimination, racism, harassment, hate and inaccessibility complaints. I/we agree that I/we shall, upon the request of the City, provide evidence of the policies, programs, information, instruction, plans and other supports and an appropriate internal complaint resolution process required under this Declaration which is sufficient to allow the City to determine compliance. I/We acknowledge that failure to demonstrate compliance with this declaration to the satisfaction of the operating Division, in consultation with the City Solicitor, may result in the termination of the contract. 3.6 ACCESSIBILITY STANDARDS FOR CUSTOMER SERVICE TRAINING REQUIREMENTS POLICY For a copy of the City of Toronto Policy, visit the website: ACCESSIBILITY STANDARDS FOR CUSTOMER SERVICE TRAINING REQUIREMENTS POLICY

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IMPORTANT - PLEASE READ THIS It is important to the City of Toronto to receive a reply from all invited Proponents. There is no obligation to submit a Proposal; however, should you choose not to submit, completion of this form will assist the City in determining the type of services you are interested in submitting a Proposal in the future. INSTRUCTIONS: If you are unable, or do not wish to submit a Proposal on this Request for Proposals, please complete the following portions of this form. State your reason for not submitting a Proposal by checking applicable box(es) or by explaining briefly in the space provided. It is not necessary to return any other Request for Proposals documents. 1. We do not offer this service. Other reasons or additional comments. 2. We do not offer services to these requirements. 3. Unable to offer services competitively. 4. Cannot handle due to present commitments. 5. Quantity/project too large. 6. Cannot meet delivery/completion requirements. 7. Licensing restrictions. Do you wish to participate in Request for Proposals for services in the future? YES ____ NO ____

For City’s use only - Do not write in this space. Company Name:

Address:

Signature of Company Representative:

Position:

Date: Tel. No.: Fax No.:

Send by Fax: 416-397-7779 or by email: Mike.Voelker@toronto.ca

FORM 2

NOTICE OF “NO SUBMISSION”

RFP # : 9118-17-5036 MV

CLOSING May 23, 2016

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APPENDIX D

SUPPLEMENTARY SUBMISSION FORMS

1. FORM 3: Team Summary Information

2. FORM 4: Firm Information for Each Discipline

3. FORM 5: Prime Consultant’s Experience with Similar or Related Projects in the Last Five (5) Years

4. FORM 6: Pricing Detail Table – Mandatory

For instructions on completing this form, see section 5.3, sub-section 7.

PO

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FORM 3 : TEAM SUMMARY INFORMATION

Proponents must provide all information listed below using this form or their own document (provided that all information contained in this form is completed).

PRIME CONSULTANT (Architect or Engineer): ___________________________________________

Name of Practice: ___________________________________________________

Contact Name: ___________________________________________________

Title: ___________________________________________________

Phone/Email: ___________________________________________________

SUB CONSULTANTS (List Firms to be assigned for the following disciplines, where applicable):

Architect ___________________________________________________

Structural ___________________________________________________

Mechanical ___________________________________________________

Electrical ___________________________________________________

Cost Consultant (Quantity Surveyor) ___________________________________________________

Other ___________________________________________________

Other ___________________________________________________

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FORM 4 (part 1 of 2) FIRM INFORMATION FOR EACH DISCIPLINE

The following form is to be completed by the prime consultant and each sub-consultant, using this form (duplicate as required) or their own document (provided that all information contained in this form is completed). NAME OF Sub-Consultant ___________________________________________________

ROLE OF Sub-Consultant ___________________________________________________

Contact Name: ___________________________________________________

Title: ___________________________________________________

Telephone: ___________________________________________________

Fax: ___________________________________________________

Email: ___________________________________________________

No. of staff: ___________________________________________________

No. of Years in Practice: ___________________________________________________

STAFF TO BE ASSIGNED TO THIS PROJECT

(append brief resumes, and additional staff if required)

Name ___________________________________________________

Title / Role ___________________________________________________

Name ___________________________________________________

Title / Role ___________________________________________________

Name ___________________________________________________

Title / Role ___________________________________________________

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FORM 4 (part 2 of 2): FIRM INFORMATION FOR EACH DISCIPLINE

The following form is to be completed by each sub-consultant only, using this form (duplicate as required) or their own document (provided that all information contained in this form is completed).

NAME OF Sub-Consultant ___________________________________________________

ROLE OF Sub-Consultant ___________________________________________________

1. Project Name: ________________________________________________________________

Location: ________________________________________________________________

Gross Floor Area: _____________________ Date Completed: _________________

Total Project Cost: _____________________ Sub-Project Cost: _________________

Key staff involved: _____________________________________________________________

________________________________________________________________

________________________________________________________________

Client: __________________________________ Tel. No. ____________ Email _________

2. Project Name: ________________________________________________________________

Location: ________________________________________________________________

Gross Floor Area: _____________________ Date Completed: _________________

Total Project Cost: _____________________ Sub-Project Cost: _________________

Key staff involved: _____________________________________________________________

________________________________________________________________

________________________________________________________________

Client: __________________________________ Tel. No. ____________ Email _________

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FORM 5 (part 1 of 2): PRIME CONSULTANT’S EXPERIENCE WITH SIMILAR OR RELATED PROJECTS

IN THE LAST SEVEN (7) YEARS (SUMMARY)

The following form is to be completed by the prime consultant, using this form or their own document (provided that all information contained in this form is completed). Additional information and forms may be appended as needed. Proponents must provide all information listed below.

1. Project: ________________ Gross Floor Area: __________________

Project Scope: ________________ Date Completed: __________________

Proponent Scope: ________________ Type of Project: __________________

Key staff involved: ___________________________________________________

Sub- Consultant Firms (if any): ___________________________________________________

Contractor: ___________________________________________________

Construction Cost (Excl. fees, furn. sundry):

Original Construction Budget $ __________________

Tender $ __________________

Final Cost $ __________________

Major reason for cost variation: ____________________________________________________

_____________________________________________________________________________

Client: __________________________________ Tel. No. ____________ Email _________

2. Project: ________________ Gross Floor Area: __________________

Project Scope: ________________ Date Completed: __________________

Proponent Scope: ________________ Type of Project: __________________

Key staff involved: ___________________________________________________

Sub- Consultant Firms (if any): ___________________________________________________

Contractor: ___________________________________________________

Construction Cost (Excl. fees, furn. sundry):

Original Construction Budget $ __________________

Tender $ __________________

Final Cost $ __________________

Major reason for cost variation: ____________________________________________________

_____________________________________________________________________________

Client: __________________________________ Tel. No. ____________ Email _________

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FORM __ (part 2 of 2): PRIME CONSULTANT’S EXPERIENCE WITH SIMILAR OR RELATED PROJECTS

IN THE LAST SEVEN (7) YEARS (SUMMARY)

3. Project: ________________ Gross Floor Area: __________________

Project Scope: ________________ Date Completed: __________________

Proponent Scope: ________________ Type of Project: __________________

Key staff involved: ___________________________________________________

Sub- Consultant Firms (if any): ___________________________________________________

Contractor: ___________________________________________________

Construction Cost (Excl. fees, furn. sundry):

Original Construction Budget $ __________________

Tender $ __________________

Final Cost $ __________________

Major reason for cost variation: ____________________________________________________

_____________________________________________________________________________

Client: __________________________________ Tel. No. ____________ Email _________

4. Project: ________________ Gross Floor Area: __________________

Project Scope: ________________ Date Completed: __________________

Proponent Scope: ________________ Type of Project: __________________

Key staff involved: ___________________________________________________

Sub- Consultant Firms (if any): ___________________________________________________

Contractor: ___________________________________________________

Construction Cost (Excl. fees, furn. sundry):

Original Construction Budget $ __________________

Tender $ __________________

Final Cost $ __________________

Major reason for cost variation: ____________________________________________________

_____________________________________________________________________________

Client: __________________________________ Tel. No. ____________ Email _________

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FORM 6: PRICING DETAIL TABLE

This form must be returned with the submission For RFP # 9118-16-5036 Phase 1: Design Phase 1 Schematic Design / Site Investigation 12.5% $ _________________

2 Design Development 10.0% $ _________________

3 Testing Allowance $ 2,000.00

4. Investigations and Verifications $ 3,000.00

5 Construction Documents and Permits 50.0% $ _________________

6 Bidding and Quotation 2.5% $ _________________

7. Contingency Allowance $ 10,000.00

Phase 2: Construction Phase

8. Construction / Contract Administration 25.0% $ _________________

9. Closeout Allowance $ 1,500.00

10. SUBTOTAL (Line 1 – 9) $ _________________

11. H.S.T. (13% of Subtotal ) $ _________________

12. TOTAL FEE (Lines 10 + 11) $ _________________

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APPENDIX E

PROPOSAL EVALUATION TABLE(S)

Evaluation Criteria Available Points To Be Awarded

Proponent's Points

A SUBMISSION:

Understanding of project scope of work and approach to the project (methodology)

Work plan, Schedule (realistic, appropriate strategy; level of detail)

Company’s commitment and related policies to supplier diversity and employee diversity and evidence of being a certified diverse supplier

15

B PROJECT TEAM EXPERIENCE:

Nominate design professionals and design team (prime and sub-consultants) for this project:

Senior project staff

Support staff (indicate appropriate technical skills and quality of services)

Indicate design team’s:

Proven ability to work with municipal staff and public bodies

Proven ability to exercise control of project schedule/budget

Proven leadership, facilitation, co-ordination experience

40

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C PROJECTS:

Architectural: Prime consultant to demonstrate previous successful involvement in four (4) similar projects in the last 7 years (“similar” projects should be similar in terms of scale, function, character, etc.).

- Project 1

- Project 2

- Project 3

- Project 4

20

D PROPONENTS FEES:

The lowest priced Proposal receives 25 points; and the remaining Proposals are assigned points based on the following formula:

(lowest priced Proposal divided by price of Proposal) x 25

25

TOTAL (A+B+C+D)

100

CRITERIA FOR EVALUATION SCORES Each Item shall be scored using the 0 - 5 scale below. Points will be awarded by applying that

score to the weighting factor which is represented by the Total Points Available SCORING SYSTEM 0 – No Value: Fails to address the component. 1 – Poor: Minimally addresses the component, but one or more major considerations of the

component are not addressed. 2 – Fair: The response addresses the component adequately, but minor considerations may not be

addressed. 3 – Good: The response fully addresses the component and provides a good quality solution.

Good degree of confidence in the Proponent's response or proposed solution met. 4 – Very Good: All considerations of the component are addressed with a high degree of

confidence in the Proponent's response or proposed solution. 5 – Excellent: All considerations of the component are addressed with the highest degree of

confidence in the Proponent's response or proposed solution. The response exceeds the requirements in providing a superior response or proposed solution.

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APPENDIX F

Project Reference Material

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Toronto Montreal Calgary Victoria Vancouver

DESIGNATED SUBSTANCE

SURVEY

at

Bill Bolton Arena

40 Rossmore Road

Toronto, Ontario

Prepared for

City of Toronto

Parks, Forestry, and Recreation

CCI Project No: 135121

May 9, 2014

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CONTENTS

Executive Summary ............................................................................................................. 3

1.0 INTRODUCTION.................................................................................................................. 3

2.0 REGULATORY REQUIREMENTS ....................................................................................... 3

3.0 SURVEY METHODOLOGY ................................................................................................. 5

4.0 SCOPE OF WORK .............................................................................................................. 5

5.0 FIELD WORK AND FINDINGS ............................................................................................ 6

6.0 CONCLUSIONS AND RECOMMENDATIONS ....................................................................14

7.0 GENERAL CONSIDERATIONS AND LIMITATIONS ..........................................................16

Appendix A – Lab Analysis .......................................................................................................18

Appendix B – Location Plan ......................................................................................................20

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Hazardous Materials Survey 40 Rossmore Road, Toronto, Ontario Reference # 135121

3

EXECUTIVE SUMMARY

Material Yes No Likely Acrylonitrile X Arsenic X Asbestos X Benzene X Coke Oven Emissions X Ethylene Oxide X Isocyanates X Lead X Mercury X Silica X Vinyl Chloride X PCBs X Ozone Depleting Substances X Mould X

1.0 INTRODUCTION

In conjunction with the State-of-Good-Repair Audits, RFP 9117-13-5040, CCI Group Inc. carried

out a Hazardous Materials Survey of the Bill Bolton Arena located at 40 Rossmore Road,

Toronto.

The purpose of the survey was to determine the presence of building materials containing

certain materials referred to as Designated Substances throughout the location, prior to any

scheduled renovations and/or demolition work. Designated Substances are defined as any

biological, chemical, or physical agent or combination thereof prescribed as a Designated

Substance to which exposure of a worker is prohibited, regulated, restricted, limited or

controlled.

2.0 REGULATORY REQUIREMENTS

In Ontario, there are a total of eleven Designated Substances. These substances have been

regulated under Ontario Regulation 490/09 — Designated Substances, made under the Ontario

Health and Safety Act, which applies to controlling designated substances in the work place.

The Occupational Health and Safety Act (OHSA), R.S.O. 1990, c.0.1, s.30 (1) specifies that:

“Before beginning a project, the owner shall determine whether any Designated Substances are

present at the project site and shall prepare a list of all Designated Substances that are present

at the site”.

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Designated Substances are defined as any biological, chemical, or physical agent or

combination thereof prescribed as a Designated Substance to which exposure of a worker is

prohibited, regulated, restricted, limited or controlled.

Section 30 of The Act requires that the list of Designated Substances be provided to prospective

contractors and subcontractors who may do work on a site and come into contact at the site

with Designated Substances.

The Ministry of Labour has designated the following substances:

Acrylonitrile Isocyanates

Arsenic Lead

Asbestos Mercury

Benzene Silica

Coke Oven Emissions Vinyl Chloride

Ethylene Oxide

Ontario Regulation 278/05 (O. Reg. 278/05), the Regulation respecting Asbestos on

Construction Projects and in Buildings and Repair Operations, made under the Occupational

Health and Safety Act (OHSA), requires owners of a building to identify Asbestos-containing

Materials (ACMs) prior to potential disturbance of the materials.

In addition, an owner of a building is required to have an Asbestos Management Plan (AMP) if

ACMs (friable or non-friable) are present in the building and are to remain in place. An inventory

of ACMs must be kept on site. All ACMs must be routinely inspected to ensure no damage has

occurred, and the inventory must be updated once in each 12-month period and as may be

required based on expected changing site conditions, abatement and/or renovation activities.

Removal of all asbestos containing materials is required prior to building demolition.

In addition to the Designated Substances, the building was also surveyed for the presence of

other hazardous materials such as polychlorinated biphenyls (PCBs), radioactive materials,

ozone depleting substances (ODSs), and mould.

We understand that this survey has been conducted to comply with the regulatory requirements

of Ontario Regulation 278/05.

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3.0 SURVEY METHODOLOGY

Samples may have been obtained to determine the presence of asbestos in building materials

and/or lead in paint. Samples were obtained in typically inconspicuous locations so as not to

reduce aesthetic qualities. Samples were not taken of materials which would damage the

building envelope, such as window sealants and roof materials. When inaccessible areas were

encountered during the survey (i.e. wall cavities) inferences were made based upon findings in

adjacent spaces. Equipment such as motors, electrical panels, fire doors etc., were not de-

energized or disassembled to examine internal components or materials. These items should

be considered to contain hazardous materials until proven otherwise.

The survey included a visual assessment for the presence of asbestos, lead, mercury, other

Designated Substances and Hazardous Materials. Photographs are included throughout the

report.

4.0 SCOPE OF WORK

The Designated Substance survey entailed the following:

• Visual review of the building to identify materials which could contain Designated

Substances,

• Recommendations for appropriate action where required.

This report details the hazardous substances found within the building, and was prepared for

City of Toronto (the client). The assessment was directed on both the interior and exterior

structure and finishes of the building. It does not report on possible contaminants in the soil

under and surrounding the building, or contents of vessels, drums, etc. that may be concealed.

The survey was conducted on March 31, 2014. After that time, hazardous substances may have

been removed from or added to the location. It is the owner's responsibility to disclose whether

any hazardous substances have been added to or removed from the building.

This report should be made available to contractors tendering on any renovation or demolition

work. In turn, all contractors requesting tenders from subcontractors shall furnish this report to

subcontractors.

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5.0 FIELD WORK AND FINDINGS

Property Description

The Survey Area consisted of a single (1) storey hockey arena with mezzanine office area,

which was constructed in 1972 and renovated in 1991. The building does not include a

basement. Floor finishes throughout the building include exposed poured concrete, rubber,

ceramic tiles, and hardwood. Wall finishes include exposed and painted concrete block,

ceramic tile, and painted gypsum wall board. Ceiling finishes include painted steel structure,

lay-in ceiling tiles, plaster and painted gypsum wall board. All domestic hot and cold water lines

throughout the Survey Area appeared to be either uninsulated metal or PVC, or wrapped with

fibreglass insulation and covered in PVC or canvas.

The following subsections detail our findings:

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Asbestos

Background Information on Asbestos

Asbestos is a generic name that has been given to a group of naturally occurring fibrous

minerals. In the past, asbestos was commonly used as a component in building materials such

as insulation, fireproofing and acoustic or decorative panels. Although there are many types of

asbestos, the three main forms of commercial importance in Ontario are chrysotile, amosite and

crocidolite.

An Asbestos-Containing Material (ACM) is defined by O. Reg. 278/05 as a material that

contains 0.5 % or more asbestos by dry weight. ACMs are placed into two general classes,

“friable” and “non-friable” ACMs. Friable ACMs are those materials that when dry can be

crumbled, pulverized and reduced to powder by hand pressure. Typical friable ACMs include

acoustical or decorative texture coats, fireproofing, some ceiling tiles and thermal insulation.

Non-friable ACMs are much more durable as they are held together by a binder such as

cement, vinyl or asphalt. Typical non-friable ACMs include floor tiles, fire blankets, roofing

materials and cementitious products such as wallboards, pipes or siding.

It has been recognized that hazardous situations may exist in buildings where asbestos-

containing materials are found. This is especially true where asbestos fibres may become

airborne as a result of material ageing, physical damage, and water damage or air movement.

In contrast, there is little reason for concern if the asbestos is in good condition, has not been

damaged and is not in a location where it is likely to be disturbed.

Asbestos Survey Methodology

The asbestos survey included the identification of potential friable and non-friable asbestos-

containing materials within the facility.

The likelihood of ACMs being present in inaccessible areas such as behind chases and

bulkheads was determined by assessing the presence of asbestos-containing systems in

adjacent areas.

Fiberglass insulation was not submitted for analysis as it can be identified visually as non-

asbestos material.

Past Designated Substance Surveys (DSS) completed by Kleinfeldt Consultants Limited were

referenced during this survey. Additional samples were taken where necessary to comply with

O. Reg. 287/05. Past results are included in Appendix A where applicable.

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Asbestos Survey Findings

No suspected ACMs were found during the survey. Suspected materials were tested in the

previous report. Additional samples were not taken as the material is not expected to contain

asbestos due to age; it is unlikely that ACMs would be found.

• Mechanical Piping Insulation

Mechanical pipe straight and fitting insulation was

observed throughout the Survey Area and was

observed to contain fibre glass material. Fibre glass

is a non-asbestos containing material and thus was

not sampled.

• Drywall Joint Compound

Plaster ceiling at Men’s Washroom and gypsum

texture ceiling at the Mezzanine’s Office were sampled

in the previous report and found not to contain

asbestos. Additional samples were not taken as the

material is not expected to contain asbestos.

• Exterior Door Caulking

Exterior door caulking was not sampled as it is not expected to contain asbestos.

• Roofing Material

To avoid damage and compromising the integrity of roofing material, no bulk samples of the

roofing materials from roof sections were collected. The roofing materials are unlikely to contain

asbestos.

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• Storm Drainage Piping

Transite piping, which can contain asbestos, is frequently used in modern construction. The

cementitious piping is often used for storm drainage piping. Visible storm drainage piping

throughout the building is cast iron.

Lead

Background Information on Lead

Lead was a common additive in exterior and hard wearing paint applications. Lead was used to

prolong shelf life of paint and to increase its flexibility and durability to wear and weather. Acute

exposure to lead by inhalation or ingestion may cause headaches, fatigue, nausea, abdominal

cramps and joint pain. Chronic exposures can cause reduced haemoglobin production and

reduced lifespan. It has also been known to impact the body’s central and peripheral nervous

systems and brain function and has been linked to learning disabilities in children.

Currently in Ontario, there is no regulatory limit that determines what concentration of lead

constitutes a “lead containing material”. On October 21, 2010, Health Canada, under the

Hazardous Products Act, stated that the lead content in surface-coating materials, furniture, toys

and other articles for children, should not exceed 90mg/kg (0.009%, 90ppm). However, this is

intended for the importation or sale of products within Canada. Therefore, this is not to be

misconstrued as a limit established to define a lead-containing material or a limit with respect to

lead on construction projects.

Exposure to lead-containing materials is regulated under Ontario Regulation 490/09, Designated

Substances - made under the Occupational Health and Safety Act. Care must be taken to

prevent lead-containing particles from becoming airborne during the disturbance of lead-

containing surfaces (i.e., during renovation or demolition projects). All lead abatement work must

follow procedures outlined in the Guideline Lead on Construction Projects, issued in September

2004 (amended in April 2011) by the Occupational Health and Safety branch of the Ministry of

Labour.

Lead is known to have been used in solder on copper plumbing fixtures, in lead conduit pipes, in

lead-calcium battery plates, ammunition, and in nuclear and X-ray shielding devices. However,

these materials were not sampled during this investigation, but were noted where applicable.

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Lead Findings

Lead was found in the paint sample taken from the

Zamboni Room. Lead may also be present in the

soldered joints of copper piping found within this

building.

Mercury

Mercury is known to cause poisoning in humans through the inhalation of vapours, ingestion of

contaminated materials or skin absorption through direct contact with the liquid.

Precautions must be taken to prevent mercury vapours from becoming airborne during renovations

or demolition of the building. Exposure to airborne mercury is regulated under the Revised O. Reg.

490/09 as amended – Regulation respecting Mercury – made under the Occupational Health and

Safety Act; and under O. Reg. 558, which amended O. Reg. 347/90 (General - Waste

Management), mercury is classified as a Schedule 2(b) Hazardous Waste Chemical. Its hazardous

waste number is U151.

Mercury is found in products such as thermostats, temperature and pressure gauges,

fluorescent lamps and batteries. Mercury in products can be released to the environment

through breakage, or disposal at the end of a product's useful life. Improper disposal of these

mercury products poses a health and environmental risk to everyone. In addition, the disposal of

mercury-containing products can create wastes that are often classified as hazardous. Wastes

that leach mercury in concentrations exceeding Ontario Regulation 347/90 (General - Waste

Management) limits are also considered hazardous.

Thermostat Switches

The mercury in thermostats switch contains approximately 3-4 grams of mercury in a glass

ampoule, typically attached to a metal coil. Mercury-containing switches have been used in

thermostats for over 40 years.

CCI Group identified mercury-containing thermostat switches within the Survey Area.

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Fluorescent Light Tubes

Mercury is an essential component in fluorescent lamps and HID lamps. The mercury is in a

vapour form and in the phosphor coating on the lamp tube. Estimates of the mercury content

contained in compact, 4 foot, and 8-foot lamps are 10 mg and 23 mg respectively.

Most fluorescent lamps qualify as hazardous waste when removed from service and are

therefore prohibited from disposal in the solid waste stream. Fluorescent lamps would be

classified as 146T on your facility Generator Registration Report under O. Reg. 347/90 -

General Waste Management, as amended by O. Reg. 558/00. Under this regulation, if the

leachate results exceed 0.1 milligrams of mercury per litre for a given waste, then the facility

must treat the waste as hazardous waste. Most fluorescent and HID lamps will exceed the

leachate toxicity limit; therefore these wastes must be registered and treated as hazardous

waste or sent for recycling.

CCI Group identified numerous fluorescent light fixtures with tubes throughout the Survey Area.

Mercury is likely to be present in vapor form in the fluorescent light tubes.

Silica

Silica is expected to be present in building materials such as concrete, brick, mortar and

ceramic tiles located throughout the structures.

Precautions must be taken to prevent silica-containing particles from becoming airborne during

the disturbance of silica-containing surfaces, such as during renovation or demolition projects.

Exposure to airborne silica is regulated under Ontario Regulation 490/09, Designated

Substances - made under the Occupational Health and Safety Act. All work being carried with

silica containing materials should be conducted following the Guide Silica on Construction

Projects issued September 2004 by the Occupational Health and Safety branch of the Ministry

of Labour.

Vinyl Chloride

Vinyl chloride (monomer) is likely to be present in stable form within poly vinyl-chloride (PVC)

piping and conduits and as a component of interior finishes.

Acrylonitrile

Acrylonitrile was not noted and would not be expected to be present in the Survey Area.

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Arsenic

Arsenic or arsenic compounds were not noted and are not expected to be present in the Survey

Area.

Benzene

Benzene may be present in stable form in roofing materials, paints and adhesives located

throughout the subject facility.

Coke Oven Emissions

Coke oven emissions were not noted and would not be expected to be present in the Survey

Area.

Ethylene Oxides

Ethylene oxide was not noted, and would not be expected to be present in the Survey Area.

Isocyanates

Isocyanates compounds may be present in stable form in paint finishes, varnishes, and

polyurethane plastics, synthetic rubbers, foams and adhesives.

Polychlorinated Biphenyls (PCBs)

Polychlorinated Biphenyls (PCBs) were commonly used as dielectric insulating fluid in electrical

equipment such as transformers and capacitors, and in the fluorescent and HID lamp ballasts. The

production of PCBs in the North America started in 1929 and was banned at the beginning of 1979.

After 1981, no manufacturers produced fluorescent and HID lamps with PCB-containing ballasts.

PCBs are not a designated substance under the Occupational Health and Safety Act.

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PCB Regulations (SOR/2008-273)

The PCB Regulations (the Regulations) set specific deadlines for ending the use of PCBs in

concentrations at or above 50 mg/kg; eliminating all PCBs and equipment containing PCBs

currently in storage and limiting the period of time PCBs can be stored before being destroyed. The

Regulations also establish sound practices for the better management of the remaining PCBs in

use (i.e. those with content of less than 50 mg/kg), until their eventual elimination, to prevent

contamination of dielectric fluids and dispersion of PCBs in small quantities into other liquids.

• Light Ballasts/Transformers

The building is illuminated using T-8 fluorescent and

compact fluorescent bulbs. The ballasts are not

expected to contain PCBs. The transformers are non-

PCB type ballasts.

Ozone Depleting Substances (ODS)

Within Ontario, the general use of ozone depleting substances (ODS) is controlled through

Regulation 463/10 of the Environmental Protection Act. Production of ODS in the form of hydro

chlorofluorocarbons (HCFCs) and chlorofluorocarbons (CFCs) ceased in Canada in 1993 as a

result of their ozone-depleting characteristics. Importation of CFCs into Canada ceased in 1997

and total ban on their use from 2010. The use of these materials is still permitted in existing

equipment, but equipment must be serviced by a licensed contractor such that CFCs are contained

and not released to the environment during servicing or operation.

A visual assessment for equipment potentially containing ozone-depleting substances was

conducted. CCI Group observed rooftop unit which contain R-22 refrigerant

(chlorodifluoromethane), currently regulated as ozone depleting substance, however strict controls

over their manufacture and supply are in place. Under the management of a licensed contractor,

equipment containing R-22 does not represent a significant threat to human health or the

environment. The refrigerants R-410A, R-404A, and R507 are non-ozone depleting substances.

No other ODS-content equipment was observed in the subject units at the time of site visit.

Mould

CCI Group did not observe any signs of mould in the Survey Area.

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6.0 CONCLUSIONS AND RECOMMENDATIONS

On the basis of our investigations, representative sampling and laboratory analysis of suspected

asbestos and lead containing materials, as well as mould-affected materials; the following

conclusions and recommendations are presented:

Asbestos

Remove asbestos materials during future renovations and maintain in the good condition in the

immediate term. An Asbestos Management Plan is required.

Lead

Maintain paint finishes in good condition. Provide water testing to confirm the presence of lead

from copper solder in the water.

Mercury

Maintain HID and fluorescent fixtures and mercury based thermostats and dispose of as per

Ontario Regulations 844 and 347.

Silica

Precautions should be taken as required during major renovations and demolition projects on concrete

(i.e. coring through concrete slabs, demolition of masonry, etc.) to ensure that workers’ exposure levels

to airborne silica does not exceed 0.05 mg/m3.

This can be achieved by:

• providing the workers with respiratory protection;

• wetting the surface of the materials to prevent dust emissions; and,

• Providing workers with facilities to properly wash prior to exiting the work area.

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• Demolition work that is likely to impact silica-containing materials should be carried out

in accordance with the requirement detailed in the Ontario Ministry of Labour document

entitled “Guideline: Silica on Construction Projects”, dated September 2004.

Ozone Depleting Substances (ODS)

A visual assessment for equipment potentially containing ozone-depleting substances was

conducted. CCI Group observed one (1) rooftop unit which was labelled to contain R-22

refrigerant. Under the management of a licensed contractor, equipment containing R-22 does not

represent a significant threat to human health or the environment.

• Prior to the demolition/alteration/renovation of the units, all equipment containing ODS

must be decommissioned by a licensed contractor such that ozone depleting

substances are contained and not released to the environment during decommissioning

Other Designated Substances

Other Designated Substances (acrylonitrile, arsenic, coke oven emissions, ethylene oxide,

isocyanates, benzene or vinyl chloride) are not expected to be present in the building in matrix or in

sufficient quantities to cause an exceedence of Ministry of Labour exposure guidelines.

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7.0 GENERAL CONSIDERATIONS AND LIMITATIONS

The information presented in this report is based on information provided by others, direct visual

observation made by personnel with CCI, and the results of laboratory testing as identified herein.

It should be noted that there might be hazardous materials in locations not visible during our

investigation. Prior to any demolition/dismantling of materials additional testing is

recommended as a means of worker and occupant protection.

The findings detailed in this report are based upon the information available at the time of

preparation of the report. No investigative method eliminates the possibility of obtaining

imprecise or incomplete information. Professional judgement was exercised in gathering and

analyzing the information obtained and in the formulation of our conclusions and

recommendations.

CCI does not certify or warrant the environmental status of the property nor the building on the

property.

Please note that the passage of time affects the information provided in the report.

Environmental conditions of a site can change. Opinions relating to the site conditions are based

upon information that existed at the time that the conclusions were formulated.

The client expressly agrees that it has entered into this agreement with CCI, both on its own

behalf and as agent on behalf of its employees and principals.

The client expressly agrees that CCI’s employees and principals shall have no personal liability

to the client in respect of a claim, whether in contract, tort and/or any other cause of action in

law. Accordingly, the client expressly agrees that it will bring no proceedings and take no action

in any court of law against any of CCI’s employees or principals in their personal capacity.

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We trust that we have detailed our findings clearly and that we have satisfactorily addressed the

scope of work you require at this time. In the event you wish us to review our findings with you,

or require our services further in this regard, please do not hesitate to contact our office.

Sincerely,

CCI GROUP INC.

Prepared by:

Zack Salman, M. Eng., BSSO

Senior Project Manager

Corporate Projects

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APPENDIX A – LAB ANALYSIS

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APPENDIX B – LOCATION PLAN

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ROOF CONDITION ASSESSMENT AND REPORT

For

William H Bolton Arena 40 Rossmore Road

Toronto, Ontario

Prepared by: Accent Building Sciences Inc.

Prepared for: City of Toronto

Date: July 2016

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Mr. Wayne Chu, P. Eng., Senior energy Engineer July 20th, 2016 City of Toronto, Toronto Renewable Energy Office Metro Hall 55 John Street, 2nd Floor Toronto, Ontario M5V 3C6 RE: Roof Condition Assessment Report for William H Bolton Arena, 40 Rossmore Road,

Toronto, Ontario Dear Mr. Chu: We are pleased to submit this technical roof condition assessment report for the above captioned building. This report is the result of our comprehensive roof condition survey of roof area(s) on this building which are being considered for new Solar Photovoltaic (SPV) Array installation. Night-time thermographic infrared scan of the roof was performed during the evening of July 4th, 2016. The IR-Scan was performed during a clear night and dry roof conditions by Mr. Bob Marashi, P. Eng, BSSO and Mr. Bradley Chai, B. Arch. Further daytime roof condition survey was carried out during our site visit on July 19th, 2016. Mr. Bob Marashi, P. Eng, BSSO was present during this visit. Condition survey and all tests were conducted under sunny skies with temperatures around 27ºC. This report includes findings of the present roof conditions, a CAD roof plan drawing, infrared and digital photographs of various roof details, deficiencies, and thermal anomalies encountered. We trust this report meets your requirement. If you require additional information, please feel free to contact our office at 905-474-9569. Sincerely, Reviewed and Approved by:

Bradley Chai, B. Arch. Bob T. Marashi, P. Eng., BSSO, Principal Accent Building Sciences Inc. Accent Building Sciences Inc.

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William H Bolton Arena July 2016 40 Rossmore Rd., Toronto, Ontario Page 3 of 20

Engineering Testing Design Project Management

INTRODUCTION Detailed comprehensive destructive and non-destructive inspections and testing were conducted on the upper arena roof proposed for Solar Photovoltaic (SPV) Array installation at William H Bolton Arena, 40 Rossmore Road, Toronto, Ontario. The scope of the investigation was to: Identify & describe type of roof decking; Identify & describe type of roofing membrane; Identify & describe type of insulation; Identify & describe type of vapour retarder; Identify & describe type flashings; Prepare CAD drawing indicating all roof projections, and provide satellite photo of the entire

roof; Perform non-invasive IR-Scan and Impedance-Scan testing of roofs where required; Determine the condition of the existing roofing systems; identify roofing deficiencies, obtain

site measurements and perform roofing cut tests to identify the existing roofing components where required. Obtain photos of all encountered roofing deficiencies;

Identify and show on roof plan drawings areas of water ponding where applicable; Identify the following in assessment report:

1. Approximate year of installation; 2. Description of existing roof condition and estimated life expectancy; 3. Provide name of the roofing company / contractor who is the installer of current roof;

where information is available; Propose measure to extend the life acceptancy of the existing roofing membrane and

associated estimated budgetary costs, where applicable; Recommend propose replacement year for the existing roofing system; Indicate the suitability of existing roofing assembly for ballasted vs. elevated truss systems. Thermographic inspections were conducted in strict accordance with ASTM Designation: C 1153 – 97, “Standard Practice for Location of Wet Insulation in Roofing Systems Using infrared Imaging”. Upon completion of the IR-Scan, all found thermal anomalies were examined and tested for confirmation of moisture presence in roofing assemblies. This process is a destructive testing method and utilizes a moisture detection measuring device. During which, a probe is inserted through roof membrane deep into the insulation layers, in order to measure its wetness. In addition, a core cut test was performed to determine roof composition. All roof openings as a result of our testing were properly patched, according to industry standards. Digital photos were taken during all phases of our investigation. Images of tests, roof deficiencies, and general views of the roofing system(s) have been arranged along with complete description and are presented below. Additionally, we have prepared and attached to this report an 11” x 17” roof plan drawing in Appendix - I. The drawing illustrates all of our findings on the existing roofing system(s) in a schematic format for the ease of locating roofing deficiencies and indicates the location of all found defects, in red colour. Roof area where SPV Array is proposed to be installed is labeled as Roof Section A in our attached drawing.

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Engineering Testing Design Project Management

Infrared Thermographic Parameters Thermographer: Mr. Bob Marashi, P. Eng, BSSO Building(s): 04 Rossmore Rd., Toronto, Ontario.

Scan Thermal Imager

Date of Inspection

Daytime Ambient Temperature

Night time Ambient

Temperature

Wind Velocity

Roofing Survey

Fluke TiR 32

SN:TiR32 - 10050501

July 4th, 2016 30oC 20oC calm

Photo Set 1 - Thermal View V1

Thermal Image V1 Real Image

Description: General Thermal View V1, looking West along the south side of roof Section A. No thermal anomaly was encountered at this location.

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Engineering Testing Design Project Management

Photo Set 2 - Thermal View V2

Thermal Image V2 Real Image

Description: General Thermal View V2, looking North along the East side of roof Section A. No thermal anomaly was noted.

Photo Set 3 - Thermal View V3

Thermal Image V3 Real Image

Description: General Thermal View V3, looking West on roof Section A. No thermal anomaly was encountered at this location.

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Engineering Testing Design Project Management

Photo Set 4 - Thermal View V4

Thermal Image V4 Real Image

Description: General Thermal View V4, looking North along the East side on roof Section A. No thermal anomaly was encountered at this location.

Photo Set 5 - Thermal View V5

Thermal Image V5 Real Image

Description: General Thermal View V5, looking North along the East side on roof Section A. No thermal anomaly was encountered at this location.

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Engineering Testing Design Project Management

Photo Set 6 - Thermal View V6

Thermal Image V6 Real Image

Description: General Thermal View V6, looking at the West at centre of roof Section A. One thermal anomaly was encountered at this location, around a roof drain.

Moisture detection probe test (as shown on the left), was conducted at the suspected area and result indicated that the existing roofing assembly is retaining moisture within the roof thermal insulation layers at this location. This area was marked as Wet Area No. 1. Total approximate size of 150 sq. ft.

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Engineering Testing Design Project Management

Photo Set 7 - Thermal View V7

Thermal Image V7 Real Image

Description: General Thermal View V7, looking West at the centre of roof Section A. No thermal anomaly was encountered at this location.

Photo Set 8 - Thermal View V8

Thermal Image V8 Real Image

Description: General Thermal View V8, looking West on the north portion of roof Section A. No thermal anomaly was encountered at this location.

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Engineering Testing Design Project Management

Photo Set 9 - Thermal View V9

Thermal Image V9 Real Image

Description: General Thermal View V9, looking West on the north portion of roof Section A. No thermal anomaly was encountered at this location.

Photo Set 10 - Thermal View V10

Thermal Image V10 Real Image

Description: General Thermal View V10, looking South West at the centre of roof Section A. No thermal anomaly was encountered at this location.

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Photo Set 11 - Thermal View V11

Thermal Image V11 Real Image

Description: General Thermal View V11, looking South East on the West side of roof Section A. No thermal anomaly was encountered at this location.

Photo Set 12 - Thermal View V12

Thermal Image V12 Real Image

Description: General Thermal View V12, looking South East at centre of roof Section A. No thermal anomaly was encountered at this location.

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Photo Set 13 - Thermal View V13

Thermal Image V13 Real Image

Description: General Thermal View V13, looking South along the West side of roof Section A. No thermal anomaly was encountered at this location.

Photo Set 14 - Thermal View V14

Thermal Image V14 Real Image

Description: General Thermal View V14, looking North East on roof Section A. No thermal anomaly was encountered at this location.

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Engineering Testing Design Project Management

Photo Set 15 - Thermal View V15

Thermal Image V15 Real Image

Description: General Thermal View V15, looking north along the centre of roof Section A. Note that the thermal anomaly can be seen on the upper left corner of the thermal image. This anomaly is the same area as described in Photo Set 6 above.

DISCUSSION Visual inspections were performed on all surfaces of roof section A. In addition, our inspection team performed one (1) cut test on roof section A in order to determine existing roof components. The principal components of the roof system along with encountered roofing defects included the following: Existing Roofing Assembly: Modified Bituminous Roofing:

Roof Section A – Total Roof Area: 17,990 ft² (1,671.3 m²)

Two Ply Modified Bitumen Roofing Membrane 12.7mm (0.5”) Fibreboard Insulation Flood Coat of Bitumen Four Ply Asphalt Felt Roofing Membrane Wood Deck

Note that the existing roof consists of two roofs installed on top of one another. In fact, we noted residual of pea gravel within the cut test below the fibreboard layer suggesting that the fibreboard and two ply modified bituminous membrane system are installed over the original four ply asphalt felt roofing system. We suspect that the bottom four ply asphalt roof is the original roof from time of building construction in early 1970s.

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Description: General view of the modified bituminous roof Section A.

Description: View of roof cut test performed on roof section A.

Description: Typical view of areas of water ponding on surfaces of roof Section A due to blockage of roof drain strainers and poor roof slope. Looking along the along the West side of roof A

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Description: Typical view of areas of water ponding on surfaces of roof Section A due to blockage of roof drain strainers and poor roof slope. Looking along the along the East side of roof A

Description: Many of the roof drains were found to be partially plugged with tree leaves and other debris around the perimeter of the drain scupper. This was a typical encounter on the roof.

Description: View of excessive wrinkling of the roof membrane cap sheet around a typical roof drain. Note that the membrane is now in stress and has separated from its substrate where pushed upwards. This was a typical encounter on the roof. Note the bottle around roof drain at this location. Broken glass can easily cut roof membrane.

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Description: General view of wrinkled roof membrane and debris accumulated around a typical roof drain.

Description: Roof membrane blister was noted at the North side of the roof, close to the perimeter edge. The roof membrane cap sheet seam is open at this location, see next photo.

Description: Close up view of membrane cap sheet seam open, found at the corner of a blister on North side of roof section A.

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Description: Electrical stacks on roof Section A were found to have been flashed with the use of pitch pockets. All sealants within all pitch pockets around electrical stacks were found to be deteriorated, with openings and now unsealed.

Description: Excessive wrinkling of roof membrane cap sheet around the roof drain has caused the membrane seam to open at this location.

Description: Membrane cap sheet flashing at the roof perimeter was found to be separated and in poor condition at two locations, located on the West perimeter, at the north end.

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Description: Typical view of granular loss of the roof membrane cap sheet, as loose granulars are now accumulating on roof surfaces.

CONCLUSIONS AND RECOMMENDATIONS The existing modified bituminous roof assembly on roof Section A was found to be in fair to poor condition. Our thermographic scan and probe tests revealed one wet area on roof Section A with a total size of 150 sq. ft., see roof plan drawing for location. Based on our finding at the location of our roof cut test, the existing assembly consists of two roofs installed on top of one another. Following information was gathered based on the scope of work during our comprehensive study of roof Section A:

Item Required Information Findings

1 Identify & describe type of roof decking

Wood deck

2 Identify & describe type of roofing membrane

Two ply modified bituminous, membrane is in fair to poor condition. Membrane is subjected to accelerated rate of deterioration due to age and the fact that it has been installed over an old roof.

3 Identify & describe type of insulation

12.7mm (0.5”) Fibreboard Insulation (approx. R-1.5)

4 Identify & describe type of vapour retarder

Four ply asphalt felt from the lower old roof located on top of the wood deck acts as vapour retarder

5 Identify & describe type flashings Two ply modified bituminous membrane flashings covered with prefinished metal in fair condition

6 Non-invasive testing (IR or Impedance Scan)

IR-Scan revealed one wet area

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Item Required Information Findings

7 Condition of the existing roofing systems; identify roofing deficiencies

Condition: fair to poor Deficiencies: surface of the granulated cap sheet roofing membrane was found to be de-granulating and alligatoring due age, open membrane blisters with an open seam was noted. Sign of water ponding on roof surfaces and along the sides of the roof indicates that large areas of roof hold water. Many of the drains are partially plugged around their strainers with leave and debris. Roof membrane wrinkling was noted around most of the drain, and in one instance the seam of the cap sheet was opening up. Pitch pans around electrical stacks were found to be unsealed. One wet roof area was found. Tree branches are overhanging the roof surface on the north side of the roof.

8 Identify water ponding issues Mainly along all roof perimeters on the East and West sides, and other scattered areas throughout the roof

9 Approximate year of installation Approximate age of the roof

2000 16 years old

10

Description of existing roof condition Estimated life expectancy

Existing roof is in fair to poor condition 5 years

11 Name of installer (roofing contractor)

Unknown

12

Propose measure to extend the life acceptancy of the existing roofing membrane and associated estimated budgetary costs

None, complete replacement is required at the end of indicated life expectancy

13 Recommend propose replacement year for the existing roofing system

5 years

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In addition to the above, it was requested from ABSI to indicate the suitability of existing roofing assembly for Ballasted vs. Elevated Truss Systems (ETS), based on the following parameters for Hockey Arena and Library facilities.

Facility Type Roof Remaining Life (years) Recommended SPV Array System

Hockey Arena 1 to 7 Elevated Truss System (ETS)

15 & greater Ballasted

Library 2 to 5 No SPV Array to be installed

15 & greater Ballasted

Based on our finding of the existing roof condition, it is our recommendation that an Elevated Truss System (ETS) be installed at this facility. We believe that the new ETS supports can be flashed into the existing roof membrane for roof section A. Trusting the foregoing adequately addresses your requirements. Please contact our office for further information as you may need. Yours Truly, Reviewed and approved by:

Bradley Chai, B. Arch. Bob T. Marashi, P. Eng., BSSO, Principal Accent Building Sciences Inc. Accent Building Sciences Inc.

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Appendix – I

Roof Plan Drawing – One Sheet - 11” x 17”

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Bill Bolton Arena

2016 Refrigeration Plant Assessment

40 Rossmore Rd, Toronto, ON M6G 2M7

26/04/2017

Prepared By:

Justin Montgomery – Account Manager – CIMCO Refrigeration

Jeremy Gradante – Journeyman Service Mechanic – CIMCO Refrigeration Dan Rogers – Journeyman Service Mechanic – CIMCO Refrigeration

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CIMCO Refrigeration

2

Background This report has been prepared for Mario Carpino in order to review the status of the ice arena refrigeration systems utilized in the Bill Bolton Arena. An audit was performed by Cimco Refrigeration during the month of October 2014. Subsequent discussions have taken place on an ongoing basis since then. The refrigeration system at the Bill Bolton Arena has been in operation for many years. To help minimize the possibility of unexpected equipment failure this document will provide the board of Bill Bolton arena with a summary of the existing facility refrigeration equipment and prepare a proactive approach to preventative maintenance and lifecycle replacement. The following document outlines the approximate age of the major components at the Bill Bolton Arena and provides a typical replacement time line as well as budgetary replacement cost. Compressors Reciprocating refrigeration compressors require routine maintenance to ensure the longevity of the individual unit. The following table outlines manufacturer’s specifications for the routine maintenance of such compressors. Please note that the information provided is a summary of the CIMCO Refrigeration suggested routine maintenance, but has been widely accepted throughout the industry. Number of Run Hours Routine Maintenance

3,000 Hours Oil Change 6,000 Hours Top End Inspection 9,000 Hours Oil Change 12,000 Hours Major Overhaul

In most cases, following these guidelines will minimize major repairs and downtime as well as maximize the unit life. As in all mechanical units, systems eventually reach their life expectancy and require replacement. Several other considerations for compressor replacement include excessive energy usage and the cost of replacement components. As compressors become worn, the efficiency of the unit is reduced resulting in inflated hydro costs. Furthermore, the age of a particular refrigeration compressor can affect the overall cost of operation. In some

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cases, replacement component pricing can increase exponentially, resulting in a very poor cost-benefit ratio. CIMCO Refrigeration suggests compressor replacement approximately every twenty to twenty-five years. Brine Chillers Traditionally shell and tube heat exchangers have been the industry standard and provide an expected life expectancy of approximately twenty to twenty five years. Of all the refrigeration components the brine chiller is the most crucial with regards to routine replacement. In the event that a heat exchanger was to fail, during operation, the threat of cross contamination between the primary and secondary refrigerants is inevitable. This type of failure, will effectively double the cost of a simple chiller replacement. Once ammonia has been introduced into the calcium chloride brine the entire charge must be replaced. The primary reason for replacement is that brine saturated with ammonia will corrode the new replacement chiller and can cause another failure within two to three years. Recently plate and frame heat exchangers have become much more common in arena refrigeration systems. These exchangers allow for a smaller refrigerant charge and are more efficient. The exchanger itself has an incredibly long life but will require gasket replacements every 12 years. Brine Mains and Headers The secondary refrigerant must be distributed to the network of pipe located within the refrigerated cold floor. This is accomplished via a set of supply and return headers, which are normally located within an open trench covered by either wood planks or steel. Calcium Chloride brine acts very similar to a salt solution and over time will deteriorate the wall thickness of both the brine headers and supply/return main. The estimated life expectancy of brine main and headers is approximately twenty years, which is based upon experience within other facilities. In many cases such pipe has been in service for many more years, but in the event of a failure, it is very difficult to repair under pressure. Condensers Ammonia refrigeration systems make use of evaporative condensers, which use running water over heat rejection coils to allow vapour ammonia to return to a liquid state. Poor maintenance of evaporative condensers can result in high discharge temperatures resulting in an overall strain on the entire refrigeration system. Insufficient heat rejection

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can hinder all component performance within the system, reducing life expectancy of other components and increasing hydro usage due to increased run times. The primary cause of poor condenser operation is scale build-up. As water evaporates it leaves solid deposits on condenser tubing, casings and water pans. Chemical treatment and routine cleaning help to prevent excessive scale build-up, but depending on the dissolved solids within the water supply, treatment may be required. Brine Pumps Cold and warm floor brine/glycol pumps have a life expectancy similar to that of a water pump. Bearing and pump seal failures are the most common problems with pumps, and can occur with little warning. As a pump runs, it can display an increased noise level and vibration within the unit, which is indicative of unit wear. A bearing can be replaced many times, but with age, other components wear such as the volute and impeller. This reduces the design flows of the system, is inefficient and results in an increase of hydro usage. Annual lab conducted analysis of your brine charge will help ensure peak system efficiency and reduce the chance of equipment failure. Leak Detectors

Ammonia leak detector systems provide visual and audio warning of ammonia released from the system, further the system will also control the refrigeration plant room exhaust system to remove nuisance levels of ammonia. The TSSA mandates that the leak detector system be calibrated and tested annually.

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Life Cycle Summary The following table presents a summary of refrigeration component replacement periods. As well as a review of the arena refrigeration system at the Bill Bolton Arena in further detail. The replacement dates are based on the American Society of Heating & Refrigeration (ASHRAE) 1999 applications handbook service life expectancies. Prices quoted are today’s market value excluding taxes. Supply & Install:

Equipment Life Expectancy (years) Budget Price 2016

Compressor 20-25 $42,500

Compressor Motor 10-15 $7,000

Pressure Relief Valves 5 $2,750

Chiller 20-25 $65,000

Condenser 12-17 $80,000

Condenser Sump Tank 15 $12,500

Condenser Water Pump 15 $3,500

Brine Pump 15 $13,500

Brine Pump Motor 10-15 $5,500

Brine Headers 20 $35,000

Electrical Control Panel 20 $45,000 Please note that the aforementioned budget figures are in 2016 replacement dollars, allow for approximately 3% inflationary increase each year for future equipment replacement. As CIMCO Refrigeration has been doing the routine service at your facilities, we do have records of the regular service undertaken. All figures presented are to adhere to the CIMCO Standard Terms and Conditions and do not include applicable taxes.

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Bill Bolton Arena

Refrigeration Equipment

Model Estimated Condition

Estimated Age Photo

Compressor 1 Mycom N4WB

Good

17 years

Compressor 2 Mycom N4WB

Good

17 years

Chiller Shell and tube,

ammonia/brine heat exchanger

Poor

26 years

Headers & Main

6” steel on the cold floor and 4” steel on the warm floor

OK

unknown

Condensers LSCA 185

Forced air evaporative condenser

Poor

24 years

Cold Brine Pumps Armstrong 4030

series, 6x.5.11.5” c/w 25HP motor

Good

Pump 2 – 3yr old Pump 1 –2yr old

Electrical Panel MCC, various sub

panels housing starters. Wiring is a concern.

OK

Unknown

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Priorities:

Chiller – Past life cycle. Budget price $65,000 Evaporative condenser – Past life cycle. The system cannot operate

without a condenser. Budget price $80,000 Warm floor brine piping. The piping that is visible shows signs of

significant wear. Budget Price $12,000 (includes other minor piping repairs as well, quote provided)

Controls upgrade. I strongly recommend installing a floating head pressure controller. This controller will lower your hydro consumption and fits into the current OPA Save On Energy program. Budget price $29,500 (less $13,000 from Save On Energy and estimated energy savings annually of $13,000) This upgrade is an operating expense reducing item with a payback well under a year and a half.

Heat reclaim should be investigated. This is essentially a free heat system that takes heat from the ammonia discharge and pre heats domestic water lowering the cost to heat water up to a level for ice resurfacer use. Budget $30,000. We can prepare a payback on this if it something that interests Bill Bolton Arena.

Brine headers – I strongly recommend performing a thorough inspection of the cold and warm floor brine headers once the system is down for a chiller or condenser replacement. The cold header is encased in ice and the warm floor headers are located underneath making an inspection at this time impossible.

Relief Valves- Due every 5 years, you’re due in February 2015. Budget price $2,750

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Basic Ice Arena Refrigeration System The Bill Bolton Arena is a critically charged ammonia to brine refrigeration system which is very common to many artificial ice arenas today. This system is composed of an ammonia refrigeration cycle that cools a brine solution to be circulated under the ice surface. The circulation of the cooled brine is achieved through a network of pipes maintaining an appropriate ice surface temperature. A typical ice arena configuration is shown in the attached schematic.

We would like to thank Bill Bolton Arena for the opportunity to submit this information and should you have any questions or concerns regarding the attached documentation, please do not hesitate to contact me any time. Best Regards, Justin Montgomery Account Manager

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APPENDIX G

Information / Forms for Vendors Appendix G-1 Project Folder Organization System

Appendix G-2 Contractor Performance Evaluation - Sample Form

Appendix G-3 Contractor Inventory Form

Appendix G-4 Statutory Declarations

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Appendix G-1 PROJECT FOLDER ORGANIZATION SYSTEM

1. Background Packages (not applicable to closeout documents

2. Design Procurement (not applicable to closeout documents)

3 Design Development

a. Final Consultant Reports b. Final Cost Estimates c. Final Drawings d. Final Specs

4. Construction Procurement

a. Package i. Documents Issued for Tender ii. Addenda b. Results

5. Contract Administration

a. RFI - SI b. CNN c. CO d. Submittals e. Misc. f. Meeting Minutes

6. Finance

a. Consultant b. Contractor c. Misc.

7. Correspondence

a. Consultant b. Contractor

8. Permits/Approvals

9. Site Photos

a. Preliminary b. Construction c. Post Construction

10. Site Reviews

11. Close Out

a. CAD Drawings by Consultants b. As-Built Drawings c. Warranty Letters & Manuals d. Substantial Completion Certificate, Contractor's Advertisement, Holdback Release Certificate e. Statutory declaration, legal description, f. Asset inventory & contractor evaluation g. Warranties and manuals

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GENERAL FILE NAMING SYSTEM

Project Name_Subject (with date where relevant) (dd,mm,yr) typical

3- Design Development

This section is to contain final work done on the RFQ by the consultant. This may include:

-Final report, final cost estimate, final drawings & specs.

File naming: Alexandria ODP_Cost estimation.pdf (Consultant cost estimation)

(Drawing naming: Alexandria ODP_13 _ A1.dwg/ PDF) See page 4 - file naming standards)

4- Construction Procurement

All documents pertaining to the RFQ should be included in this folder. Documents that should be included in this folder include:

-Pre-tender estimate, tender package as distributed to contractors, drawings, and addendums

-Bid analysis and consultant's recommendation letter.

File naming: Alexandria ODP_bid_Cosar.pdf (Contractor bid)

5- Contract Administration (Construction Documents)

Documents concerning the construction process fall under this section. This may include, but is not limited to, material specifications, third party testing, shop drawings, shop drawings log and reports.

Also this folder should contain all site instructions, contemplated change notices, change orders, site directions or similar documents.

File naming: Alexandria ODP_CCN3.pdf (Contemplated change order)

Meeting Minutes

Based on the size of the project, you may want to include sub-folders for meetings with consultant, contractor and the public. Meeting minutes, changes to meeting minutes should all be kept in this folder, as well as any emails pertaining to meeting minutes.

Schedule/timeline as well as updated schedules as the project progresses should also

be kept with meeting minutes as they it should be discussed at every meeting. All files should be properly

named with corresponding dates and any changes or comments about the meeting minutes should be

included in this file.

File naming: Alexandria ODP_MM_16-09-10.pdf (Meeting minutes) (dd,mm,yr)

6- Finance (Invoices)

Based on the complexity and size of the project, it may be valuable to create sub-folders for Contractors and Consultants. Payment certificates, WSIB, Fare wage, Bonding, Insurance, etc. should all be stored within this folder.

File naming: Alexandria ODP_Cosar_Invoice_3.pdf (Contractor Invoice)

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7- Correspondence

Any correspondence that you think may be relevant to the project but does not fall within any of the other folders should be saved to this folder. If email correspondence is regarding a matter on site, emails should be saved in a readable format. Depending on the size and complexity of the project, you may want to create sub-folders for correspondence between: consultants, contractors, the public and city staff.

File naming: Alexandria ODP_Cosar_14-09-10.doc (correspondence) (dd,mm,yr)

8- Permits/Approvals

This folder is for all documents pertaining to permitting and approvals, including applications and results for TRCA, forestry, site planning, building approval etc.

File naming: Alexandria ODP_TRCAapp_15_09_10.pdf (dd,mm,yr)

9- Site Photos

Photographs taken documenting site progress should be stored in this folder under sub-folders corresponding

to the date they were taken.

File naming: Alexandria ODP_photos_16-09-10a.jpg (progress photos) (dd,mm,yr)

10- Site Review

Site reviews should be kept in this folder.

File naming: Alexandria ODP_Site Review1_18-09-10.pdf (site review reports, in pdf form) (dd,mm,yr)

11- Close Out

All information pertaining to the close-out of the project should be kept in this folder. This may include but is not limited to:

- As-Built CAD files by consultants (See page 4 - file naming and Transmittal sheet standards)

-As-Built drawings (PDF) (See page 4 - file naming and Transmittal sheet standards)

-Certificate of substantial completion, contractor's advertisement

-Holdback Release Certificate

-Statutory declaration, legal description

-Asset inventory & contractor evaluation

-Warranties and manuals

File naming: Alexandria ODP_ Lien search_20-11-10.pdf (Lien search with date) (dd,mm,yr)

(Drawing naming: Alexandria ODP_13 _ A1.dwg/ PDF) See page 4 - file naming standards)

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PROJECT FOLDER ORGANIZATION SYSTEM – Cont'd

Parks Forestry and Recreation - Drawings File Naming and Transmittal Sheet Standard Drawing files (PDF and AutoCAD) to be named as shown below:

Master Card Centre_92_A4.4_2.pdf Master Card Centre _92_A4.5_3.pdf Master Card Centre _92_M-01_3.pdf

Parks Forestry and Recreation Close Out Drawings - Transmittal sheet A list of AutoCAD and PDF files required at closeout are to be complied in a master Excel sheet database following the sample table below. CAD drawings and PDF drawings are to be on separate spread sheets. Sample table

Legend

Location - Project location information from title block Facility/ Component – Property or structure use Year - year the drawing was completed as indicated on title block. Dwg # - Drawing number as indicated on title block. Description - Purpose of the drawing as indicated in title block Type - drawing status Filename – City File Naming Standards

LOCATION FACILITY/

COMPONENT YEAR DWG # DESCRIPTION TYPE FILENAME

BIRCHMOUNT C.C./POOL

COMMUNITY CENTRE

NY TITLE TITLE PAGE Title BIRCHMOUNTPARK_COMMCTR_NY_TITLE.PDF

BIRCHMOUNT C.C./POOL

COMMUNITY CENTRE

1992 M11 SCHEDULES As Built BIRCHMOUNTPARK_RECREATIONCENTRE_92_M11.PDF

BIRCHMOUNT C.C./POOL

COMMUNITY CENTRE

1992 M5 GROUND FLOOR PLAN, HVAC

DUCTWORK As Built BIRCHMOUNTPARK_RECREATIONCENTRE_92_M5.PDF

BIRCHMOUNT C.C./POOL

COMMUNITY CENTRE

1992 M6 SECOND FLOOR PLAN, HVAC

DUCTWORK As Built BIRCHMOUNTPARK_RECREATIONCENTRE_92_M6.PDF

BIRCHMOUNT C.C./POOL

COMMUNITY CENTRE

1992 M7 GROUND FLOOR PLAN, HVAC

PIPING As Built BIRCHMOUNTPARK_RECREATIONCENTRE_92_M7.PDF

AGINCOURT LBC LAWN BOWLING 1961 22-8 ELEVATION OF PROPOSED

NEW CLUB HOUSE As Built AGINCOURTPARK_CLUBHOUSE_61_22-8.PDF

AILSA CRAIG PARKETTE

PARK 1986 2 SITE PLAN As Built AMESBURYPK_AILSACRAIGPARK_86_2.PDF

AILSA CRAIG PARKETTE

PARK 1986 3 PARK IMPROVEMENTS As Built AMESBURYPK_AILSACRAIGPARK_86_3.PDF

ALBION C.C./POOL POOL 1964 2 PLANS OF GROUND AND

MEZZANINE FLOORS As Built THISTLETOWN_SWIMMINGPOOL_64_2.DWG

ALBION C.C./POOL POOL 1964 3 ELEVATIONS As Built THISTLETOWN_SWIMMINGPOOL_64_3. DWG

ALBION C.C./POOL POOL 1964 4 WALL SECTIONS As Built THISTLETOWN_SWIMMINGPOOL_64_4. DWG

ALBION C.C./POOL HEALTH CLUB 1990 M-1 PROPOSED AC SYSTEM As Built ALBION HEALTH CLUB_PROPOSED AC SYSTEM_90_M-1. DWG

ALBION C.C./POOL HEALTH CLUB 1990 S1 STRUCTURAL ALTERATIONS

FOR AC SYSTEM As Built

ALBION HEALTH CLUB_STRUCTURAL ALTERATIONS _90_S1. DWG

FACILITY NAME PARK NAME SURVEY AREA

YEAR DRAWING NUMBER

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APPENDIX G-2

CONTRACTOR PERFORMANCE EVALUATION

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APPENDIX G-3

CONTRACTOR INVENTORY FORM

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Appendix G-4

Statutory Declarations

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SCHEDULE SD-1

STATUTORY DECLARATION BY THE CONSULTANT

SECTION 2(f): INTERIM PAYMENT PROVINCE OF ONTARIO ) IN THE MATTER OF ) the Consulting Agreement entered into ) between the City of Toronto ) and ) dated, , (“Agreement”) ) and an Invoice dated, ______ (“the Invoice”) To Wit: ) I, , of the (name) (City, Town, etc.) in the (Regional Municipality etc.)

do solemnly declare that: 1. I am a (architect/ professional engineer) employed by (name of Consultant) , hereinafter referred to as the Consultant. I have personal knowledge of the facts herein set forth and, as a duly authorized representative of the Consultant, have the authority to certify as follows. 2. Attached hereto and marked as Exhibit A to this my declaration are true copies of statements of the Consultant as part of the Invoice addressed to City of Toronto setting forth in detail the services performed and the disbursements incurred by the Consultant during the period from the day of _____ , 20____ to the __ day of ___ , 20_ , and for which payment is requested. I do hereby certify that such services were performed and such disbursements were properly incurred by the Consultant pursuant to and in accordance with the provisions of the Agreement. AND I make this solemn declaration conscientiously believing it to be true and knowing that it is of the same force and effect as if made under oath and by virtue of the Canada Evidence Act. DECLARED before me at the ) ) of , in the ) ) of , this ) ) day of…………………, 20…… ) ) ) )

) A Commissioner, etc.

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SCHEDULE SD-2

STATUTORY DECLARATION BY THE CONSULTANT

SECTION 2(f): FINAL PAYMENT PROVINCE OF ONTARIO ) IN THE MATTER OF ) the Consulting Agreement entered into ) between the City of Toronto ) and ) dated, ,(“the Agreement”) ) and an Invoice dated, ______ (“the Invoice”) To Wit: ) I, , of the (name) (City, Town, etc.) in the (Regional Municipality etc.)

do solemnly declare that: 1. I am a (architect/ professional engineer) employed by (name of Consultant) , hereinafter referred to as the Consultant. I have personal knowledge of the facts herein set forth and, as a duly authorized representative of the Consultant, have the authority to certify as follows. 2. Attached hereto and marked as Exhibit “A” to this my declaration are true copies of statements of the Consultant as part of the Invoice addressed to City of Toronto setting forth in detail the services performed and the disbursements incurred by the Consultant during the period from the day of ____ , 20___ to the day of ______ , 20__ , and for which payment is requested. I do hereby certify that such services were performed and such disbursements were properly incurred by the Consultant pursuant to and in accordance with the provisions of the Agreement. 3. The Consultant has completed all Services (as defined in the Agreement) to be performed by the Consultant. AND I make this solemn declaration conscientiously believing it to be true and knowing that it is of the same force and effect as if made under oath and by virtue of the Canada Evidence Act. DECLARED before me at the ) ) of , in the ) ) of , this ) ) day of…………………., 20…... ) ) ) ) A Commissioner, etc.

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