Outdoor Sport Facilities Lighting System Assessment and Rehabilitation Planning

Request for Proposal Close 08/05/2024 3:00 PM PDT Number PS20240763-VBPR-RFP Currency Canadian Dollar Sealed Until 08/05/2024 3:00 PM PDT 08 April 2024 Contacts Elana Walker Elana.Walker@vancouver.ca 08 April 2024 Commodity Codes Commodity Code Description 50121109 CNSLT - Engineering Studies & Assessment 08 April 202408 April 202408 April 202408 April 202408 April 202408 April 202408 April 202408 April 202408 April 2024 mailto:Elana.Walker@vancouver.ca A. KEY INFORMATION 1.0 SUMMARY OF OPPORTUNITY The Vancouver Board of Parks and Recreation is seeking services from qualified vendors/consultants to undertake asset management planning for its outdoor sport facilities lighting system. The successful proponent will be able to demonstrate the capability to conduct condition surveys for all electrical and structural components of existing lighting systems and

accurately report the result. Another section of the project involves developing service level metrics for outdoor sport facilities lighting systems and conducting a needs assessment. This entails applying the developed metrics to prioritize outdoor sport facilities for the installation of lighting systems. The proponent will also employ predictive modeling, leveraging industry-standard asset management practices, to conduct a comprehensive life cycle cost analysis encompassing multiple strategies. They will propose various funding models to address the maintenance of existing assets and the installation of new lighting systems. The final aspect involves generating an optimal 30-year capital plan, including a prioritized list of projects that considers the financial capacity of the Park Board. 2.0 THIS RFP 1. The City of Vancouver (the “City”) is issuing this Request for Proposals, as may be amended from time to time (the “RFP”) to invite interested parties that are not, by the terms hereof, barred from participating in this RFP (each, a “Proponent”) to submit a proposal to the City (a “Proposal”) for the opportunity described in Section 1.1 above in accordance with the terms of this RFP. 2. The City intends to select a Proponent with the capability and experience to efficiently and cost- effectively meet the objectives and requirements described in the RFP. The City then anticipates entering into negotiations with that Proponent, which will conclude in the execution of a contract between the Proponent and the City (an “Agreement”). Notwithstanding the foregoing, the City may, in its discretion: (i) decline to select any Proponent; (ii) decline to enter into any Agreement; (iii) select multiple Proponents for negotiation; or (iv) enter into one or more Agreements respecting the subject matter of the RFP with one or more Proponents or other entities at any time. The City may also terminate the RFP at any time. 3. This RFP consists of the following components: 1. SUMMARY: Sets out key information and dates and includes Instructions to Proponents for the RFP process. 2. PREREQUISITES: Includes the RFP Legal Terms and Conditions, which the Proponent must agree to as a prerequisite to the submission of a Proposal. 3. BUYER ATTACHMENTS: Includes the scope of work contemplated under the RFP (the “Scope of Work”), the City’s form of agreement for the RFP that will be the basis of any Agreement entered into pursuant to the RFP process (the “Form of Agreement”) as well as other applicable documents and forms. 4. QUESTIONS: Includes questionnaires to be completed by the Proponent as part of its Proposal (each, a “Questionnaire”), in accordance with the instructions provided in the applicable questionnaire. Additional attachments may be uploaded within the questions section titled 'Additional attachments' 5. ITEMS: Includes the pricing sheet for the Work which the Proponent is required to complete as part of its Proposal. 4. The RFP will be administered through this website (JAGGAER) that is the City’s electronic procurement portal (the “Supplier Portal”). Proposals may only be submitted via the Supplier Portal in the format Description requested by the City. Each Proponent is solely responsible for reviewing and complying with any Supplier Portal terms and conditions which apply to and govern the use of the Supplier Portal. If there is any inconsistency or conflict between the provisions of this RFP and the Supplier Portal terms and conditions, then the provisions of this RFP will govern. 3.0 INFORMATION MEETING Not Applicable 4.0 PROPOSED TERM OF ENGAGEMENT 1. The term of any Agreement is expected to be a 1-year period 5.0 PRICING 1. All prices quoted in any Proposal are to be exclusive of applicable sales taxes calculated upon such prices, but inclusive of all other costs. 2. Prices must be quoted in Canadian currency and fixed prices must be quoted for the full term of the Proponent’s proposed agreement. 3. Prices are to be quoted CIP, destination (Incoterms, 2010