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The City of Toronto has initiated a comprehensive process to deliver a functional, durable, and high quality designed, Coordinated Street Furniture Program.
The work plan being followed for this project has emphasized that prior to a Request for Proposals (RFP) being issued later in 2006, the City’s goals and objectives in achieving high standards of civic amenities should be informed by public and stakeholder input. Accordingly, extensive consultation and outreach has been incorporated as an integral element of the project.
The plan seeks to gather advice and input from a broad range of constituencies. One of these, which we see as possessing a wealth of knowledge and experience is the industry itself. The industry includes local, national, and international firms that may be interested in bidding or participating in bids on an RFP.
A process whereby the project team may seek this input has been endorsed recently by City Council, pursuant to the City’s procurement policies and by-laws. The following Terms of Reference is being followed for this consultation:
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A two-stage industry outreach and consultation program be established.
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The first phase will consist of an overview presentation by the City’s project team to a general assembly of interested industry parties, outlining the Coordinated Street Furniture Program. Questions of clarification from the industry participants will be addressed.
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The second stage will consist of any interested industry participant being afforded the opportunity to make an individual presentation to the project team. These consultations will proceed on different day(s) from the Stage One presentation by the project team. Each presentation would be 30 minutes in length. The project team representatives will consist of the Project Director, staff from Transportation Services, City Planning, the Clean and Beautiful City Secretariat, Purchasing and Materials Management and Legal. Other project staff or advisors may also participate as necessary. The project team will not respond to questions at these second stage meetings and no details about the emerging RFP will be discussed. The meetings will be structured essentially as a deputation with advice listened to, but not necessarily followed.
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In order to make potential bidders aware of the proposed industry consultation and outreach opportunity, a letter would be sent to identified companies advising of the planned process and likely timing, outlining the city’s intent to provide an opportunity to industry representatives to present any ideas they may wish about the structure of the emerging RFP, do’s and don’ts from their perspectives, etc. More particularly, companies may wish to comment on matters such as:
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one contract versus two or more;
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if divided, what would the important packaging be;
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length of time for RFP response time;
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scoring systems; and
- mix of elements of furniture, design or advertising issues, or any other issues they felt the City might want to consider from their experience. The intent is not to receive specific information about a company’s products or service
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The companies can bring any advisors they wish, but invitations are to companies.
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Although a number of potential bidders have made their interest in the project known, we want to take steps to ensure that any interested party is aware of this process. In this regard, the project’s Website will have information and a link for interested parties to respond and register. All communications in regard to this industry consultation process will be vetted through Purchasing and Legal prior to release.
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Any input and information received through the industry consultation and outreach will be considered by the project team in the preparation of the design guidelines, directions report and RFP. Written/printed information from companies will be accepted at the stage two meetings and throughout the industry consultation process, but not after the Design and Policy Guidelines Document has been submitted to the Works Committee. Submissions of companies are subject to the Municipal Freedom of Information and Protection of Privacy requirements, except that listing of the parties participating in this process will be considered public.
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It is anticipated that any interested party, including industry, will have an opportunity to make a deputation at the Works Committee, when it is considering the Design and Policies Guidelines Document and the staff directions report.
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Participation in the industry consultation process is strictly optional and will have no bearing in the evaluation of any proposals ultimately received in response to an RFP.
The foregoing industry outreach and consultation process is intended to provide potential bidding firms, groups or interests a fair and equitable opportunity to address a number of the key issues affecting a Coordinated Street Furniture Project. This input, along with all other ideas emerging from the various consultation activities, will enrich the City’s work in achieving a high quality public realm.
The first stage meeting has been arranged as follows:
Wednesday, March 29, 2006
9:00am - 12:00pm
Committee Room 2
Toronto City Hall
100 Queen Street West
The second stage meeting(s) will be held as follows:
Individual time allotments for the second stage meetings will be determined based on demand.
The City of Toronto appreciates your interest in this opportunity. Please advise of your interest in participating at the first stage meeting by sending an email to streetfurniture@toronto.ca or leaving a message at 416-338-1066.
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