Public Art Consultants - Rolling Submission Process

03 November 2023 Public Art Consultants - Rolling Submission Process Public Art Consultants - Rolling Submission Process 03 November 2023 Open 03/11/2023 3:00 PM PDT Type Request for Application Close 03/11/9999 3:00 PM PDT Number PS20230596-ACCS-RFA Currency Canadian Dollar 03 November 2023 Contacts Elana Walker Elana.Walker@vancouver.ca 03 November 2023 Commodity Codes Commodity Code Description 50111210 OPSERVICES - General Business Services 03 November 202303 November 202303 November 202303 November 202303 November 202303 November 202303 November 202303 November 202303 November 2023 mailto:Elana.Walker@vancouver.ca A. KEY INFORMATION 1.0 SUMMARY OF OPPORTUNITY 1. The purpose of this request for applications (RFA) is to select a pool of qualified professionals and teams, with skills, knowledge or expertise in public art and project management services

including: public art planning; project and area planning; community consultation; curatorial research; artist selection processes; artwork fabrication, installation, documentation, promotion and engagement; writing, editing and graphic design work; conservation and maintenance work; and other related services for a variety of public art projects over the next several years. 2.0 THIS RFA 1. The City of Vancouver (the “City”) is issuing this Request for Applications, as may be amended from time to time (the “RFA”) to invite interested parties that are not, by the terms hereof, barred from participating in this RFA (each, a “Applicant”) to submit an application to the City (an “Application”) for the opportunity described in Section 1.1 above in accordance with the terms of this RFA. 2. This RFA concerns the City’s interest in, from time to time, procuring services as described in Section 1.1 above. As specific requirements are not known at this time, the City wishes to enter into standing contracts with a number of suppliers that have the interest and capabilities to provide such services. This would allow the City to call for required services, as and when the need arises. Further information regarding the services the City expects to require is set out in the Scope of Work (as defined below). 3. The City intends to select multiple Applicants with the capability and experience to efficiently and cost- effectively meet the objectives and requirements described in the RFA. The City then anticipates entering into negotiations with those Applicants, which will conclude in the execution of a contract between the Applicant and the City (an “Agreement”). Notwithstanding the foregoing, the City may, in its discretion: (i) decline to select any Applicant; (ii) decline to enter into any Agreement; (iii) select multiple Applicants for negotiation; or (iv) enter into one or more Agreements respecting the subject matter of the RFA with one or more Applicants or other entities at any time. The City may also terminate the RFA at any time. 4. This RFA consists of the following components: 1. SUMMARY: Sets out key information and dates and includes Instructions to Applicants for the RFA process. 2. PREREQUISITES: Includes the RFA Legal Terms and Conditions, which the Applicant must agree to as a prerequisite to the submission of a Application. 3. BUYER ATTACHMENTS: Includes the scope of work contemplated under the RFA (the “Scope of Work”), the City’s form of agreement for the RFA that will be the basis of any Agreement entered into pursuant to the RFA process (the “Form of Agreement”) as well as other applicable documents and forms. 4. SUPPLIER ATTACHMENTS: Location where the Applicant may upload additional attachments for its Application, including any attachments or documents expressly requested under the terms of this RFA. Applicants should note that the City invites Applications that are concise and responsive to requests for information in the RFA. The City is not inviting lengthy, generalized submissions with respect to the Applicant’s services or the issues referenced in the RFA. 5. QUESTIONS: Includes questionnaires to be completed by the Applicant as part of its Application (each, a “Questionnaire”), in accordance with the instructions provided in the applicable questionnaire. 6. ITEMS: Includes the pricing sheet for the Work which the Applicant is required to complete as part of its Application. Description 5. The RFA will be administered through this website (JAGGAER) that is the City’s electronic procurement portal (the “Supplier Portal”). Applications may only be submitted via the Supplier Portal in the format requested by the City. Each Applicant 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 RFA and the Supplier Portal terms and conditions, then the provisions of this RFA will govern. 3.0 INFORMATION MEETING N/A 4.0 PROPOSED TERM OF ENGAGEMENT 1. The term of any Agreement is expected to be a 3-year period with option to extend. 5.0 PRICING 1. All prices quoted in any Apprication 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 Applicant’s proposed agreement. 3. Prices are to be quoted CIP, destination (Incoterms, 2010). For the avoidance of doubt, freight, insurance, unloading at the destination designated by the City, import duties, brokerage, royalties, handling, overhead, profit and all other similar costs are to be included in quoted prices. 6.0 EVALUATION OF APPLICATIONS 1. The City currently intends that all Applications submitted to it in accordance with the RFA will be evaluated by City representatives, using quantitative and qualitative tools and assessments, as appropriate, to determine which Application or Applications offer the overall best value to the City. In so doing, the City expects to examine: Evaluation Criteria Evaluation Weighting Technical 85% Financial 15% Total 100% B. INSTRUCTIONS TO APPLICANTS 1.0 RFA PROCESS - GENERAL 1. Except where expressly stated otherwise in Appendix 1 - Legal Terms and Conditions of this RFA: (i) no part of the RFA consists of an offer by the City to enter into any contractual relationship; and (ii) no part of the RFA is legally binding on the City. 2. No bid security is required from Applicants in connection with the submission of Applications because no Application will be deemed to be an irrevocable or otherwise binding legal offer by an Applicant to the City. The legal obligations of an Applicant that will arise upon the submission of its Application will be limited to the terms and conditions stated under the heading "Legal Terms and Conditions" in Appendix 1 - Legal Terms and Conditions of RFA. 3. The execution of an Agreement may be contingent on funding being approved, and the relevant Application being approved, by the Vancouver City Council. 4. IF A POTENTIAL APPLICANT BELIEVES THAT THE CITY MAY BE UNABLE TO SELECT IT DUE TO A CONFLICT OF INTEREST, BUT IS UNCERTAIN ABOUT THIS, THE POTENTIAL APPLICANT IS URGED TO CONTACT THE ABOVE-MENTIONED INDIVIDUAL AS SOON AS POSSIBLE WITH THE RELEVANT INFORMATION SO THAT THE CITY MAY ADVISE THE POTENTIAL APPLICANT REGARDING THE MATTER. 2.0 SUBMISSION OF APPLICATIONS 1. Applicants should submit their Applications on or before the time and date specified as the “Event Close Date” in the Summary section of this RFA (the “Closing Time”). 2. To be considered by the City, an Application must be submitted to the City via the Supplier Portal, in the format expressly requested pursuant to this RFA. 3. Any submitted Application may be amended or withdrawn prior to the Closing Time via the Supplier Portal. Application amendments or requests for withdrawal submitted by any other means will not be accepted. 4. All costs associated with the preparation and submission of an Application, including any costs incurred by a Applicant after the Closing Time, will be borne solely by the Applicant. 5. Unnecessarily elaborate Applications are discouraged. Applications should be limited to the items expressly requested by the City pursuant to this RFA. 6. The City is willing to consider any Application from two or more Applicants that wish to form a consortium for the purpose of responding to the RFA, provided that they disclose the names of all members of the consortium. Nonetheless, the City has a strong preference for Applications submitted by a single Applicant, including an Applicant that would act as a general contractor and use subcontractors as required. 7. Applications that do not comply in full with the terms hereof may or may not be considered by the City, in the City’s sole discretion. 3.0 CHANGES TO THE RFA AND FURTHER INFORMATION 1. The City may amend the RFA or make additions to it at any time. 2. It is the sole responsibility of Applicants to check the City’s Supplier Portal regularly for amendments, addenda, and questions and answers in relation to the RFA. 3. Applicants must not rely on any information purported to be given on behalf of the City that contradicts the RFA, as amended or supplemented in accordance with the foregoing Section 3.2. 4. All enquiries regarding this RFA must be made through the Q & A Board on the Supplier Portal. In- person or telephone enquiries are not permitted. Any communication from potential Applicants to City staff outside of the Supplier Portal regarding the content of this RFA may lead to disqualification of the Applicant from this RFA process, at the City’s sole discretion. 4.0 EVALUATION PROCESS 1. The City may open or decline to open Applications in such manner and at such times and places as are determined by the City. 2. The City will retain complete control over the RFA process at all times until the execution and delivery of an Agreement or Agreements, if any. The City is not legally obligated to review, consider or evaluate Applications, or any particular Application, and need not necessarily review, consider or evaluate Applications, or any particular Application in accordance with the procedures set out in the RFA. The City may continue, interrupt, cease or modify its review, evaluation and negotiation process in respect of any or all Applications at any time without further explanation or notification to any Applicants. 3. The City may, at any time prior to signing an Agreement, discuss or negotiate changes to the scope of the RFA with any one or more of the Applicants without having any duty or obligation to advise the other Applicants or to allow the other Applicants to vary their Applications as a result of such discussions or negotiations. 4. The City may elect to short-list Applicants and evaluate Applications in stages. Short-listed Applicants may be asked to provide additional information or details for clarification, including by attending interviews, making presentations, supplying samples, performing demonstrations, furnishing technical data or proposing amendments to the Form of Agreement. The City will be at liberty to negotiate in parallel with one or more short-listed Applicants, or in sequence, or in any combination, and may at any time terminate any or all negotiations. 5. The City may also require that any proposed subcontractors undergo evaluation by the City. 6. For the avoidance of doubt, notwithstanding any other provision in the RFA, the City has in its sole discretion, the unfettered right to: (a) accept any Application; (b) reject any Application; (c) reject all Applications; (d) accept an Application which is not the lowest-price Application; (e) accept an Application that deviates from the requirements or the conditions specified in the RFA; (f) reject an Application even if it is the only Application received by the City; (g) accept all or any part of an Application; (h) split the scope of work between one or more Applicants; and (i) enter into one or more agreements respecting the subject matter of the RFA with any entity or entities at any time. Without limiting the foregoing, the City may reject any Application by an Applicant that has a conflict of interest, has engaged in collusion with another Applicant or has otherwise attempted to influence the outcome of the RFA other than through the submission of its Application. 5.0 CERTAIN APPLICABLE LEGISLATION 1. Applicants should note that the City of Vancouver is subject to the Freedom of Information and Protection of Privacy Act (British Columbia), which imposes significant obligations on the City’s consultants or contractors to protect all personal information acquired from the City in the course of providing any service to the City. 2. Applicants should note that the Income Tax Act (Canada) requires that certain payments to non-residents be subject to tax withholding. Applicants are responsible for informing themselves regarding the requirements of the Income Tax Act (Canada), including the requirements to qualify for any available exemptions from withholding. 6.0 CITY POLICIES 1. The City’s Procurement Policy, Ethical Purchasing Policy and related Supplier Code of Conduct align the City’s approach to procurement with its corporate social, environmental and economic sustainability values and goals. They evidence the City’s commitment to maximize benefits to the environment and the community through product and service selection, and to ensure safe and healthy workplaces, where human and civil rights are respected. Each Applicant is expected to adhere to the supplier performance standards set forth in the Supplier Code of Conduct. The Ethical Purchasing Policy shall be referred to in the evaluation of Applications, to the extent applicable. 2. The City’s Alcohol, Controlled Drugs and Medications Policy applies to all contractors doing work on behalf of the City. The policy is intended to set expectations regarding the use of alcohol, medication and controlled drugs that may render an employee unfit for work, impair performance or cause risk of harm to health and safety. The successful Applicant will be required to ensure compliance with the policy by its employees when doing work for the City. 7.0 FAIR WAGE https://policy.vancouver.ca/ADMIN008.pdf https://policy.vancouver.ca/AF01401.pdf https://policy.vancouver.ca/AF01401P1.pdf https://policy.vancouver.ca/ADMIN011.pdf 1. The City requires all firms that are contracted by the City to provide services on City-owned and leased properties to pay employees who perform those services on City property a Fair Wage as determined by the City in accordance with its Fair Wage policy, available at www.vancouver.ca/fairwage 2. The Fair Wage includes the value of any non-mandatory benefits such as paid sick leave, employer-paid Medical Services Plan premiums and extended health benefits. The City’s current Fair Wage rate is published at www.vancouver.ca/fairwage, and any updates are provided on that website. 3. Proponents should refer to the Form of Agreement for the specific requirements related to the Fair Wage, which include: 1. paying the Fair Wage to all employees who perform services pursuant to the Agreement on City property during the term of the Agreement; and 2. ensuring that all subcontractors pay the Fair Wage to their employees who perform services on City property during the term of the Agreement. 4. Failure to comply with the Fair Wage requirement will entitle the City to terminate the Agreement. 8.0 SCOPE OF WORK 1. The Scope of Work is current as of the date of open date of this RFA indicated in the Summary, but may change or be refined in the course of the evaluation of Applications or otherwise. 2. Unless otherwise stated, if, and wherever, the Scope of Work states a brand name, a make, the name of a manufacturer, a trade name or a vendor catalogue number, it is for the purpose of establishing a grade or quality of materials, goods or equipment only. It is not intended to rule out the use of other equivalent materials, goods or equipment. If, however, products other than those specified are proposed in any Applications, the Application must explicitly include under the heading “Alternative Solutions” the names of such products and their manufacturers, any trade names and any applicable vendor catalogue numbers, and the City may request that the Applicant provide specific evidence of equivalency. Evidence of quality in the form of samples may also be requested. 3. To the extent that the Scope of Work expresses estimates of quantities or volumes of goods or services expected to be required by the City, the City cannot offer any assurances that such quantities or volumes will in fact be required. 9.0 FORM OF AGREEMENT 1. The Form of Agreement sets out the City’s proposed commercial terms for the Agreement. The City prefers that the commercial terms for the Agreement not vary from the commercial terms set out in the Form of Agreement. However, if any such terms are unacceptable to an Applicant, then the Applicant may include proposed amendments to the Form of Agreement with its Application in the manner indicated in the applicable Questionnaire. If an Applicant elects to include a proposed amendment, then the Applicant should indicate the rationale for the proposed amendment, the applicable change to the language of the Form of Agreement, and the benefit to the City (such as amount of cost-savings), if any, applicable to the proposed amendment. An Applicant will be deemed to fully accept all the commercial terms for the Agreement as set out in the Form of Agreement, except as may be expressly indicated otherwise in its Application. 10.0 INSURANCE 1. A Certificate of Insurance is to be duly completed and signed by the Applicant’s insurance agent or broker as evidence of its existing insurance, along with a letter from its insurance broker or agent indicating whether or not (and, if not, then to what extent) it will be able to comply with the insurance requirements set out in the Form of Agreement, should the Applicant be selected as a successful Applicant. (Any successful Applicant will also be required to provide proof of the satisfaction of all insurance requirements prior to or concurrently with the City entering into any Agreement.) http://www.vancouver.ca/fairwage http://www.vancouver.ca/fairwage Required to View Event Prerequisites Required to Enter Bid 03 November 2023 1. Acceptance of the Legal Terms and Conditions is required prior to Application submission. 03 November 202303 November 202303 November 202303 November 202303 November 202303 November 202303 November 2023 Buyer Attachments 1. Appendix 1 - Terms and Conditions RFA Process.pdf 2. PS20230596-ACCS-RFA - Scope of Work.pdf 3. Form of Agreement - Standing Offer - Short-Form - Services - with Request for Services Form.docx 03 November 202303 November 202303 November 202303 November 202303 November 202303 November 2023 https://bids01.jaggaer.com/apps/Router/PublicEventDownload?file=U291cmNpbmdldmVudC8xMTg1NDA2LTEyNDk2NDY2NzhBcHBlbmRpeCAxIC0gVGVybXMgYW5kIENvbmRpdGlvbnMgUkZBIFByb2Nlc3MucGRm&auth=MDpBRVMyI0NQNVp4a2IvSnkxZDNIUm81TGpka2h4M0V4bkpBZDlVSkVFUnk5WnZrK2l5eGZjOVRGNkRHUlU9 https://bids01.jaggaer.com/apps/Router/PublicEventDownload?file=U291cmNpbmdldmVudC8xMTg1NDA2LTE1MTEwNDEyMDBQUzIwMjMwNTk2LUFDQ1MtUkZBIC0gU2NvcGUgb2YgV29yay5wZGY%3D&auth=MDpBRVMyI0NQNVp4a2IvSnkxZDNIUm81TGpka2h4M0V4bkpBZDlVSkVFUnk5WnZrK2l5eGZjOVRGNkRHUlU9 https://bids01.jaggaer.com/apps/Router/PublicEventDownload?file=U291cmNpbmdldmVudC8xMTg1NDA2LTEyODA1OTg1MjlGb3JtIG9mIEFncmVlbWVudCAtIFN0YW5kaW5nIE9mZmVyIC0gU2hvcnQtRm9ybSAtIFNlcnZpY2VzIC0gd2l0aCBSZXF1ZXN0IGZvciBTZXJ2aWNlcyBGb3JtLmRvY3g%3D&auth=MDpBRVMyI0NQNVp4a2IvSnkxZDNIUm81TGpka2h4M0V4bkpBZDlVSkVFUnk5WnZrK2l5eGZjOVRGNkRHUlU9 Questions Required Questions Group 1.1: Instructions: 1.1.1 Applicant Overview - Provide an overview of you or your team’s qualifications and expertise as related to the Scope of Work.. Tell us who you are, what you do, and the areas of services you are proposing to provide. 1.1.2 Qualifications of Key Personnel - Describe you or your team’s ability to provide public art consulting services and any areas of specialization relevant to public art. Identify and provide professional biographical information for the key personnel that would perform the work, outlining their intended roles and responsibilities in performing the Services. If appropriate, also attach additional Appendix CVs, identifying qualifications and years of experience. 1.1.3 Previous Projects and References - Provide a description of up to three (3) recent comparable projects demonstrating experience in public art project management, contemporary art practices, public art programs or similar relevant work. Please include project name, dates, images (maximum 2) and references (names and contact information). 1.1.4 A high degree of cultural competency may be required for specific projects. Cultural competency means the public art consultant or consultant team has the knowledge and skills to effectively and respectfully intervene in culturally appropriate ways in a particular circumstance, such as respecting protocols to the land and the artwork and appropriate protocols for consultation. Please describe you or your team’s previous experience working with underrepresented communities including Indigenous, racialized, disabled, deaf, low income, and LGBTQ2+ artists and groups, in particular the xwməθkwəy̓əm, Sḵwx̱wú7mesh, and səl̓ilwətaɬ. For consultants or consultant teams who do not have direct experience or connections to Indigenous or underrepresented artists and groups, or a team member with such experience or connections, please describe how you plan to address this criterion. Group 2.1: Instructions: 2.1.1 Please see the attached Pricing Template to provide your hourly rates. Upload your completed pricing form as an attachment. Group 3.1: Instructions: 3.1.1 Awarded Individuals will be asked to apply for insurance and provide a certificate of insurance before a contract is issued. A Certificate of Insurance is to be duly completed and signed by the Applicant’s insurance agent or broker as evidence of its existing insurance, along with a letter from its insurance broker or agent indicating whether or not (and, if not, then to what extent) it will be able to comply with the insurance requirements set out in the Form of Agreement, should the Applicant be selected as a successful Applicant. (Any successful Applicant will also be required to provide proof of the satisfaction of all insurance requirements prior to or concurrently with the City entering into any Agreement.) Group 4.1: Instructions: 4.1.1 All proposed suppliers are to complete and submit this Declaration of Supplier Code of Conduct Compliance form to certify compliance with the supplier performance standards set out in the Supplier Code of Conduct. Group 5.1: Instructions: 5.1.1 Do you have any proposed amendments to Form of Agreement? 5.1.2 Complete the attached form and upload. Group 6.1: Instructions: 6.1.1 Do you have any exceptions to Declaration as to no Conflict of Interest in RFA Process (Section 9.1 of Appendix 1 - Legal Terms and Conditions of RFA)? 6.1.2 Provide details of your exceptions. 6.1.3 Do you have any exceptions to Declaration as to No Conflict of Interest Respecting Proposed Supply (Section 9.2 of Appendix 1 - Legal Terms and Conditions of RFA)? 6.1.4 Provide details of your exceptions. 6.1.5 Do you have any exceptions to Declaration as to No Collusion (Section 9.3 of Appendix 1 - Legal Terms and Conditions of RFA) 03 November 202303 November 202303 November 202303 November 202303 November 2023 6.1.6 Provide details of your exceptions. 6.1.7 Do you have any exceptions to Declarations as to No Lobbying (Section 9.4 of Appendix 1 - Legal Terms and Conditions of RFA)? 6.1.8 Provide details of your exceptions. Group 7.1: Instructions: 7.1.1 Please Attach proof of valid WorkSafeBC registration. If you do not hold WorkSafeBC Coverage, please note the awarded individuals will be asked to apply for WorkSafeBC insurance and provide proof of coverage before a contract is issued. 03 November 202303 November 202303 November 202303 November 202303 November 2023 Product Line Items Product Line Items There are no Items added to this event. 03 November 202303 November 202303 November 202303 November 2023 Service Line Items Service Line Items There are no Items added to this event. 03 November 202303 November 202303 November 2023