Request for Proposal Call number: 9119-14-7180
Commodity: Professional Services, Consulting Services
Description: Scarborough Subway Extension Public Consultation Services
The purpose of this RFP is to select a qualified consultant with expertise in communications and public consultation, who will be responsible for assisting the City/ Toronto Transit Commission (hereafter referred to as "TTC") in developing and implementing a communications and consultation plan and program to support the Scarborough Subway Extension Project Assessment and associated Transit Project Assessment Process (TPAP). The consultant (hereafter referred to as the "Vendor") will be working extensively with an engineering/planning consultant who will be leading the project assessment, composing the Environmental Project Report and TPAP for this rapid transit project.
For purposes of providing a context for anticipated resource needs, it is estimated this study will cost in the range of $250,000 to $325,000, excluding HST. Please note this amount is only an approximation and does not reflect the total amount that will be paid to any Vendor. This range is for information only and should not form the basis of any submission. Competitive costing shall be an integral component of the proposal evaluation and selection of the Vendor.
The ideal Vendor will consist of a team of visionary and qualified professionals. The successful Vendor will have a Public Consultation Expert who will act as the Study Project Lead and will lead a team of professionals with demonstrated experience and expertise in consultation and communications (specifically in, public relations, stakeholder relations, issues management, facilitation, web development, social media, videography, branding and graphic design).
The successful Vendor must demonstrate experience in designing and implementing extensive and robust communications and consultation programs:
a) For transportation planning projects;
b) For complex and contentious infrastructure projects of a similar scope; and
c) Using a diverse approach of online consultation, community outreach, stakeholder engagement and live events.
Demonstrated experience in consultation on projects involving land use planning, urban design and community services and facilities is an asset.
This contract is expected to commence in the last quarter of 2014 and is expected to be completed by end of the third quarter of 2016.
Issue date: August 29, 2014 Closing date: September 19, 2014
at 12:00 Noon
Scope of work:
The Vendor will undertake the necessary work and analysis, including at a minimum the tasks outlined in this RFP, to develop and deliver a robust, collaborative and transparent Public Consultation Plan and program for the Scarborough Subway Extension that fosters buy-in from a wide range of stakeholders and the public. The scope of work and requirements are set out in the following sections below. The Vendor will work in close coordination with City/TTC staff along with the project assessment consultant on all study phases and the TPAP. The findings and conclusions of the public engagement program developed and carried out by the Vendor will be a significant component for the final Environmental Project Report that will be prepared for the Scarborough Subway Extension Environmental Assessment.
City Planning and TTC staff are compiling information about the Study Area and its broader context to assist the project assessment and complementary public consultation program. This profile will include information such as but not limited to the planning context, transportation network, community services and facilities, and, current and future population and employment information. This profile will be provided to the Vendor at the start of the study contract.
3.2 Study Management
The City and TTC will have a team working on the Study, led by the City Planning Division. The study team will be led by the Director of Transportation Planning and designated project staff from the City Planning Division with support from the TTC. City/TTC staff will work closely with the Vendor’s Project Lead to agree on an approach and schedule for the project and to ensure the study is completed in accordance with this RFP. The strategic oversight for the project assessment and public consultation program will be provided by the Toronto -TTC Executive Committee comprising membership of the City Manager, Deputy City Manager and the CEO of the Toronto Transit Commission.
The Vendor should have a Public Consultant Expert who will act as a Project Lead to manage the Communications and Public Consultation team and act as the primary liaison with the City's Project Lead and designated City/TTC staff. The Vendor’s Project Lead will ensure the work of each discipline required for the study meets the requirements set out in this RFP. The Vendor’s Project Lead will also be required to coordinate the work program of the communications and consultation consultant team with the project assessment consultant to ensure the exchange of information and outcomes are comprehensive and integrated to meet the consultation requirements of the environmental assessment process.