zero-based service reviews - calgary rfp for methodology

8/6/2019 Zero-based service reviews - Calgary RFP for methodology

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Request for Proposal (RFP)Date of Issue: 2011 May 18

2010 Oct 01 RFP Version 1.13

DEVELOPMENT OF A METHODOLOGY FOR CONDUCTINGZERO-BASED SERVICE REVIEWS

(THIS IS NOT AN ORDER)

SUMMARY

The City of Calgary is seeking a qualified consulting firm to research, design, validate anddocument a methodology for undertaking zero-based service reviews for business unitsacross The City.Zero-based reviews are intended to rigorously examine all aspects of a business unit froma zero-base including but not limited to the following:

.1 The mandate, legal or other requirement for the service;

.2 Range and standards for service;

.3 Alignment of the service with citizen priorities and City policies and long-term goals;.4 Efficiency of the service; and

.5 Effectiveness of the service.

File Number: 11-1660Closing Time: 16:00:59 Hours Calgary Time

Closing Date: 2011 June 01

Note: Submissions will NOT be opened publicly

Pursuant to Special Conditions 9.0, it is the Proponents responsibility to request clarificationof any item that is unclear or uncertain within the content of the Proposal package beforeclosing time, by contacting:

Proposal Information: Phone: Fax: Email:Dean KolundzicBuyer, Finance and Supply

403-268-4333 [email protected] [email protected]


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Request for Proposal (RFP)File Number: 11-1660

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PRE-PROPOSAL MEETING NOTICE

A Pre-Proposal Meeting has been scheduled for:

DATE:

LOCATION:

TIME:

____ MANDATORY PRE-PROPOSAL MEETING: Proposal submitted by firms who have notattended the Mandatory Pre-Proposal Meeting will not be considered.

____ OPTIONAL PRE-PROPOSAL MEETING: Please note that specific and pertinent information maybe conveyed at this meeting. Proponents attending this meeting may be privy to projectinformation that may not necessarily be contained in any of the documentation provided.

__X__ NOT APPLICABLE: No Pre-Proposal Meeting will be held for this Request for Proposal


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INSTRUCTIONS FOR SUBMITTING PROPOSAL

1. Each Proponent should submit five (5)copies of their Proposal, one (1) hard copy clearly marked

Original and four (4) other(s) clearly marked Copy; along with one (1)electronic copy submittedon CD or memory stick in a Microsoft Word or PDF format. If there are any differences between thehard copy and the electronic copy, the hard copy marked Original will prevail.

2. The City of Calgary (The City) does not accept faxed or emailed Proposals.

3. Proposal must be written in English.

4. Each Proponent is solely responsible for ensuring that its submission is received and time stampedat:

The City of Calgary, Supply Management

Manchester Building U, 2nd

Floor Reception677 25th Avenue SE,Calgary, Alberta T2G 4K8

at or before the stated closing time in the RFP package. Receipt of each submission will beconfirmed by The City of Calgary time clock stamp, located in Supply Management at the aboveaddress only. No other time clock stamp will be considered valid. The City of Calgary is notresponsible for any submission received or time stamped after the stated closing time, and will notconsider any such submission.

5. Failure to address envelopes exactly as indicated may result in delayed delivery and rejection of thesubmission. Any submission not received at the location specified on the label by the closing

date and time shown below will be returned and will not be considered.

6. To assure your submission is considered;

y Cut out the label below and affix this label to the outside of your submission. If you are placingyour submission in an additional envelope for shipping, the label should be on the OUTSIDEENVELOPE.

--------

Supply Management Loc. #8140

2nd Floor, Manchester Building U677 25 Avenue SECalgary, Alberta, Canada T2G 4K8

PROPOSAL NUMBER

11-1660CLOSING DATE

2011 June 01CLOSING TIME

16:00:59 Calgary Time

NAME OF BUSINESS ENTITY BUYERS NAME

Dean Kolundzic


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SPECIAL CONDITIONS OF PROPOSAL

1.0 GENERAL

1.1 The Special Conditions of Proposal are supplementary to the Conditions of Proposal, and form anintegral part of the contract documents. Where items covered by these Special Conditions ofProposal are in conflict with items described elsewhere in the contract documents, or Conditionsof Proposal referred to, the Special Conditions of Proposal contained herein will govern.

1.2 The following documents have been incorporated by reference into the Request for Proposal:

y Conditions of Proposal;y Professional Services Terms and Conditions;

y Affidavit of Execution;y Affidavit of Corporate Signing Authority;

All documents included by reference can be viewed at The Citys website or go to: Calgary.caBusiness Sell to The City Bid and Vendor Information Supply Management Terms andConditions.

2.0 INTENTION OF AWARD

It is the intention of The City of Calgary to award all to one (1) Proponent. However, The Cityreserves the right to award to more than one Proponent if deemed necessary or is in the bestinterests of The City.

Depending upon the results and outcome of the project, expressed herein, additional related workmay come into existence whereupon The City reserves the right to either utilize the services ofthe successful Proponent for additional related work, subject to the successful Proponentsperformance and successful negotiation or return to the market with a new Request for Proposaldocument when in The Citys best interest.

The City reserves the right to award the assignment in whole or in part or to delete any portion ofthe project in the best interest of The City.

3.0 PROFESSIONAL SERVICES TERMS AND CONDITIONS

The City of Calgary Master Consultants Agreement (MCA) and the Master ConsultantsAgreement - Abridged (MCAA) have been replaced by the Professional Services Terms andConditions (PSTC) for non-engineering and non-architectural work. Firms who have notexecuted a PSTC or a document of a similar form (e.g. MCA or MCAA) and returned it to TheCity, will be required to do so, prior to any award. The Professional Services Terms andConditions document is included by reference and can be obtained from The Citys website.


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4.0 INSURANCE REQUIREMENTS

The insurance details as per clause 15 of Conditions of Proposal apply. However, theProfessional Liability Insurance identified in the Conditions of Proposal will not be required forthis Request for Proposal.

5.0 STAFF CHANGESStaff changes by the successful Proponent will require written approval from The City prior to anysuch change, which approval The City may withhold in its sole discretion. The qualifications andexperience of the proposed staff change must be equivalent to or better than the staff proposedon the proposal received. The City reserves the right, in addition and without prejudice to anyother right or remedy, to immediately terminate the Agreement as a result of the failure to complyby the successful Proponent.

6.0 PROPONENT PERFORMANCEThe successful Proponent may be evaluated throughout the course of work in the initial projectand future projects if applicable. Any evaluation will be shared with the Proponent, with the goalof immediate and permanent resolution where concerns have been raised. The City of Calgaryreserves the right, in addition and without prejudice to any other right or remedy, to terminate thecontract of a given Proponent if it is deemed that remedies cannot be established.

7.0 MULTI-FIRM PROPOSALS

If the application is submitted as a multi-firm proposal, the proposal should:

.1 Demonstrate the extent to which the proposed Firms have worked together before, includinga description of the type of work.

.2 Identify those project team members, from each organization, that have worked together in amulti-firm or consortium business arrangement.

.3 Provide examples of where they have successfully partnered in a similar type engagementpreviously.

.4 Demonstrate a multi-firm management approach that will ensure, for the duration of theproject, clear lines of communication and delivery of services.

.5 Identify management, ownership, and financial and legal relationships between theconsortium members.

.6 Indicate how the consortium is proposing to contract with The City to ensure a single point ofaccountability for project completion and dispute resolution. Identify which firm will bedesignated as the Lead Consultant.

.7 Define the scope of work to be performed by each Firm.

8.0 NON RESIDENTS WITHHOLDING TAX

In compliance with regulation 105(1) Canada Income Tax Act, The City is required to withhold15% from all payments to non-residents for services rendered in Canada. Deductions madeunder these provisions will be reported to you by Feb. 28, following the calendar year-end onform T4A-NR Supplementary. Please identify the amount related to the work done in Canada


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separately from work done outside Canada on your invoice. This purchase is subject to the 15%withholding tax.

Additional information about the withholding, remitting, and reporting responsibilities relating tonon-residents who provide services in Canada is available from any of the Canadian Revenue

Agency's tax services offices or by contacting Canada Revenue Agency at the International TaxServices Office at 1-800-561-7761, Ext. 9144 or 1-800-959-5525.

9.0 QUESTIONS AND CLARIFICATIONS

.1 All requests for clarification and questions regarding this RFP must be submitted in writing viaemail to Dean Kolundzic at [email protected] and to [email protected].

All questions or clarifications must be specific to this RFP and must include references to aspecific section or schedule and item number.

.2 It is further requested that all clarification and questions requests be received no later thanseventy two (72) hours prior to close. Although every attempt will be made, The City cannotguarantee that questions received beyond this time period will be answered prior to the RFPclosing time.

.3 Requests will be answered by the Buyer or forwarded to the appropriate technical contact forreply. Dependant on their nature, comments or answers will be returned via email from theBuyer or through an addendum should the information be applicable to all Proponents.


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SCOPE OF REQUIREMENTS

1.0 INTRODUCTION

The City of Calgary (The City) is issuing this Request for Proposal (RFP) for the purpose ofretaining a qualified and experienced consulting firm to research, design, validate and document amethodology for undertaking zero-based service reviews of business units across The City.

2.0 BACKGROUND

On 2011 May 17, the City Manager and senior members of Administrative Leadership Team(administration) approved a corporate strategy for improving efficiency and effectiveness acrossThe City. This strategy was developed in response to Councils request to the administration toensure all city services are efficient, effective, in line with overall priorities and policy goals andare financially sustainable.

A major new component of the strategy is the implementation of zero-based reviews of majorbusiness units across The City over the next business cycle (2012-2014). Each review is requiredto be rigorous, objective, and to follow a standardized methodology and process. While someCanadian municipalities and governments have moved in a similar direction, there is nomethodology currently developed for undertaking such reviews that meets the requirements ofThe City. The focus of this project is to develop a methodology that meets the needs of The Cityas outlined in this document.

Zero-based service reviews build upon the fundamental premise of zero-based budgeting in thatthey are intended to examine a business from a zero-base. However, rather than focusingprimarily on the budget, zero-based service reviews focus more broadly on all aspects of thebusiness including service scope and standards, alignment to priorities and policy, and theefficiency and effectiveness of the business unit. While such reviews will be linked to the annualdecision-making on business plans and budgets, they occur outside this process and therebyallow for a much more rigorous, in-depth and evidenced-based review of all services within abusiness unit.

It is critical that the methodology that is developed to undertake such reviews is able to beconducted in a manner that is credible, objective and sufficiently rigorous to convince citizens,Council and Administration that the business unit being reviewed is operating efficiently,effectively and in line with the overall priorities and goals of Council and the citizens of Calgary.

3.0 PROJECT SCOPE, REQUIREMENTS AND DELIVERABLES

3.1 Project Scope and Requirements

The overall purpose of the project is to research, design, validate and document a methodologyfor undertaking zero-based service reviews that can be used effectively for all business unitsacross The City, recognizing the range and types of services provided by the approximately thirty(30) business units.


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Specific requirements necessary for the successful Proponentto achieve the overallpurpose include, but may not be limited to the following:

.1 Develop a methodology that will be cognizant of and build upon the background activities,reports and information of the past eighteen (18) months that provide the context forundertaking of this initiative;

.2 Work closely with the efficiency and effectiveness improvement project manager to ensure themethodology is supportive, integrated and compatible with the overall strategy for increasingefficiency and effectiveness across the organization. The successful Proponent will also workclosely with the project manager to determine strategies for gathering the necessary input fromCity staff and stakeholders. Engagement with citizens is outside the scope of this project.

.3 Ensure the methodology and approach is sufficiently detailed and standardized such that allreviews will result in information and deliverables that are similar in nature irrespective of thebusiness unit under review or the successful Proponent undertaking the review;

.4 Ensure the methodology and approach can be utilized as-is without the necessity of significantmodifications to accommodate differences in size and types of services provided by thebusiness unit under review;

.5 Conduct a validation process, whereby the recommended methodology and approach isreviewed by a selection of stakeholders that could include: the City Manager, GeneralManagers, Business Unit Directors and other stakeholders including potentially members ofCouncil. It is anticipated that three (3) - five (5) workshops and a number of meetings would benecessary to meet this requirement. The approach to be used for such validation activities willbe determined by the successful Proponent and the efficiency and effectiveness projectmanager;

.6 Gather information from five (5) (7) comparable Canadian provincial or municipalgovernments who have undertaken service reviews of a similar scope, nature or intent. As part

of this research answers to the following questions will be determined:.a What criteria, process or considerations are utilized to determine which business units

or services were chosen for such a review and how a series of reviews are scheduled;.b What questions are normally within the scope of a review;.c What types of information collection and analysis is typically covered through the

review;.d What resources (internal and external) are required to carry out a review. If external

consultants and subject matter experts are used, what are the criteria or considerationsthat are used to select consultants to undertake such a review;

.e What was the basis for determining and assigning efficiency and effectiveness targetsfor such a review;

.f How are reviews governed? How are decisions made? What is the role of The City

Manager/Chief Administrative Officer) and of Council; and.g What are some key success factors and lessons learned from other organizations to

help ensure service reviews are effective?A summary of the findings and analysis of this research will be required as part of the finalreport for the project.

3.2 Project Deliverables

.1 Provide a validation and enhancement of the five (5) general questions that have beendeveloped and that are a requirement for all zero-based service reviews;


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The five questions are:.a What is the mandate and legal or other requirement for the service?

.b What services are most critical to achieving the organizations long-term goals(imagineCalgary, Sustainability Direction) and citizen and Council priorities?

.c What are the appropriate range and standards of service for this community?

.d Are service processes and delivery methods efficient? and

.e Are the services effective in delivering the intended outcomes?

.2 In addition to the requirements outlined in Clause 3.1 (Detailed Specifications) above, anumber of deliverables are required from the successful Proponent including but not limited tothe following:

.a Development of additional sub-questions pertinent to each of the five (5) generalquestions outlined in Clause 3.2.1(Detailed Specifications) above;

.b Provide a detailed outline of the methodology to be used to answer the five questionsincluding identifying those activities (such as information collection, benchmarking,comparative information, client/customer/stakeholder consultation and cost benefitanalysis) that are mandatory and those that are optional. The methodology will provideexamples of tools, approaches and strategies wherever possible to outline how themethodology is to be carried out;

.c Provide a generic process diagram that outlines the suggested timelines and majoractivities for the completion of a zero-based service review;

.d Provide a generic communication plan that outlines the stakeholders andcommunication requirements from initiation to implementation and follow-up of a zero-based review;

.e Develop a mock-up of a project initiation document that outlines the key information

and authorization requirements required to effectively initiate a review;.f Provide a detailed outline of reporting requirements indicating how the results of a zero-

based review will be presented to decision-makers;.g Create a roles and responsibility chart (RACI Matrix) that outlines the roles and

responsibilities for all clients and stakeholders involved with a review (Council, CityManager, the Administrative Leadership Team, General Managers, Directors and staffwithin business units, Corporate Initiatives and others). An estimate of the amount andtime and resources required for Directors and staff within business units under review isrequired;

.h Provide a final report that will include, at a minimum, the following:.i An executive summary;.ii A summary and analysis of all information gathered during the project

highlighting information particularly important in developing the recommendedmethodology;

.iii A detailed description of the recommended methodology for undertaking suchreviews and all other deliverables that are outlined above;

.iv A risk assessment and risk mitigation strategies for the recommendedmethodology;

.v Recommendations regarding the implementation of the methodology; and

.vi A PowerPoint slide deck that summarizes the process, findings andrecommended strategy.


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4.0 PROJECT SCHEDULE

The following table outlines the proposed schedule for this project. The City reserves the right tomodify any of the dates noted.

5.0 REVIEW BUDGET AND REPORTING REQUIREMENTS

The budget for this review inclusive of all fees, administrative costs, disbursements and expensesis $100,000 exclusive of GST. The budget amount may be subject to revision.

The clients for the review are The Citys Chief Financial Officer and The Citys Manager ofCorporate Initiatives. The review will be managed by a representative from Corporate InitiativesDivision who is also the project manager for the efficiency and effectiveness improvementprogram. The successful Proponent will be required to work closely with the program managerand report, at a minimum bi-weekly or on and as required basis on the status of the project. Therewill be a requirement for the successful Proponent to meet with the clients at key milestonesduring the project (two (2) three (3) times).

6.0 POTENTIAL FUTURE WORK

Further related work beyond the scope as outlined above may include additional work currently

unforeseen. The City reserves the right to extend the service to include any additional workrelated to this project, or return to the market with a new Request for Proposal document when inThe Citys best interest.

ACTIVITY DATE

Successful proponent awarded contract 2011 June 15

Project initiation and start-up 2011 June 20 - 24

Research and information gathering 2011 June 27 August 05

Completed first draft of all deliverables 2011 August 22

Validation activities with GMs, Directors, staff and others 2011 September 06 -16Final report due 2011 September 30

Presentation of final report to the Administrative LeadershipTeam

2011 November


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EVALUATION MATRIX

The evaluation committee will ensure compliance with mandatory criteria and evaluate and numericallyscore each compliant Proposal. The evaluation will be restricted to the criteria contained in this section ofthe RFP.

1. CONFIDENTIALITY OF EVALUATION

Evaluation scores and rankings are confidential, and apart from identifying the top-ranked Proponentno details of the Proposal or score or ranking of any Proponent will be released to any otherProponent.

2. COMPLIANCE

A Proposal will first be reviewed for compliance with the criteria of this RFP. A Proposal not complyingwith criteria may be considered non-compliant and may not receive further consideration.

The criteria for this RFP are:

.1 Received by Supply Management prior to the closing time and date as per the Instructions forSubmitting Proposal;

.2 Executed Signature and Waiver Sheet;

.3 Fully completed and signed Price Detail Sheet; and

.4 Signed Addendum (Addenda) if applicable.

3. PROPOSAL SUBMISSION REQUIREMENTS

.1 Your firm is invited to submit a written Proposal in letter format. Brevity is appreciated andProponents are requested to limit their Proposals to no more than ten (10) pages. Appendices,organizational charts and personnel resumes are not to be considered in the number of pages.Brochures, marketing information and other non-essential materials should NOT be included.

.2 Proposals should be prepared simply and economically, providing a straightforward, concisedescription of the Proponents capabilities for satisfying the requirements of this RFP. Emphasisshould be on completeness and clarity of content.

.3 Information related to each of the listed evaluation criteria should be provided. Additional

information may be included at the Proponents discretion, but this must not detract from the abilityof The City to easily reference information for evaluation purposes.

.4 Proponents should use the Evaluation Criteria of Clause 4.1 of this document to provide the basisof your firms response and maintain paragraph numbering.


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4.0 EVALUATION MATRIX

Proposals will be evaluated as per the following evaluation matrix:

ITEM # CRITERIA DESCRIPTION WEIGHT RATING SCORE

4.1.1 Experience and Qualifications of the Project Staff 20

4.1.2Record of Related Performance andAchievements

15

4.1.3 Proposed Methodology 25

4.1.4 Project Understanding 10

4.1.5 Innovation and Value Added Services 10

Total Points Excluding Pricing /800

4.1.6

Pricinglowest compliant offer ($20.00) x 200 =200 pointslowest compliant offer ($20.00)

lowest compliant offer ($20.00) x 200 =182 pointsnext lowest compliant offer ($22.00)

N/A /200

POSSIBLE TOTAL MAXIMUM SCORE /1000

4.1 EVALUATION CRITERIA

4.1.1 Experience and Qualifications of the Project Staff

.1 Provide a description of the qualifications, skills, experience and expertise of the project teamin relation to research, design, development and implementation of program or servicemethodologies. Indicate how the proposed team will be able to meet the requirements anddeliverables outlined in this Request for Proposal (RFP).

.2 Submit resumes for the proposed project team members with a description indicating howand in what ways the proposed resources satisfies the needs identified in this Request forProposal.

.3 Outline the knowledge and experience of the project team in working in public sectorgovernment or equivalent endeavours.

In providing information related to this criterion, Proponents should:

.4 Provide an organization chart for the core team for the project including roles andresponsibilities for each team member.


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.5 Identify those individuals who will be assigned key roles for the different stages of the project,the city where they are currently geographically based and their availability to provide services

in Calgary during the duration of the review..6 Identify the person who will assume responsibility for managing review deliverables and serve

as the Proponents main point of contact.

4.1.2 Record of Related Performance and Achievements

.1 Identify and provide a brief description of up to three (3) assignments relevant andcomparable in nature to this RFP completed by the Proponent firm within the last five (5)years.

.2 Provide up to three (3) client references related to similar assignments to this RFP. Eachreference should include the reference company name, address as well as the contactpersons title and phone number and position. In each instance, indicate the length and value

of the project. The City reserves the right to contact only the references of the short-listedProponents when in its best interest.

4.1.3 Proposed Methodology

.1 Based upon the Proponents understanding of the review, provide an outline of the proposedapproach including major steps and a description of activities that will be undertaken toaddress the requirements outlined in this RFP. Advise of any suggested modifications to theproposed scope of work or related schedule.

.2 Describe the methodology from start to finish for addressing the required work outlining thetasks and activities that would be undertaken to provide the required deliverables and thetimelines for completing them.

.3 Include a breakdown of staff assignments including the role and amount of time to be spent byeach staff member on each task. A more detailed work plan may be required from the highestrated Proponent.

4.1.4 Project Understanding

.1 Demonstrate your understanding of the review scope, deliverables and requirements for theproject.

.2 Outline the key issues as the Proponent understands them.

.3 Demonstrate an understanding of the trends, issues and drivers impacting municipalgovernments with particular emphasis on The City of Calgary.

4.1.5 Innovation and Value Added Services

.1 Describe and provide up to two (2) examples where the Proponent has employed innovativeapproaches, methods or expertise that have provided additional value to clients that aresimilar to this RFP.

.2 Provide information about unique, specialized, value added services that the Proponent canoffer to The City during the review.


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X 200 = 182 points

4.1.6 Proposed Pricing

.1 The lowest compliant Proposal Price will obtain the maximum rating and all other compliantProposal Prices will be rated using the following formula:

E.G.

lowest compliant offer ($20.00) x 200 = 200 points

lowest compliant offer ($20.00)

lowest compliant offer ($20.00)

next lowest compliant offer ($22.00)

.2 A Price Detail Sheet has been provided for completion..a Complete the form indicating the hourly rate for the each rate requested.

.b Propose one flat rate only; ranges will not be accepted. (e.g. $50 to $60).

.c Hourly Rates must be inclusive of all costs such as travel, lodging, living expense,administrative overhead, meeting costs as well as any other associated costs.

.3 All prices proposed should be in Canadian currency. GST should not be included.

4.2 Proposals will be evaluated and ranked according to the outline below. The evaluation will be

based on a 0 to 10 scale.

Rating Description

10 Exceeds expectations; Proponent clearly understands the requirement,excellent probability of success.

8 Somewhat exceeds expectations; high probability of success.

6Meets expectations; Proponent has good understanding of requirement, good

probability of success.

4Somewhat meets expectations; minor weakness or deficiencies, fair probability

of success.

2Does not meet expectations or demonstrate understanding of the

requirements, low probability of success.

0 Lack of response or complete misunderstanding of the requirements, noprobability of success.

4.3 The score of each criterion will be determined by multiplying the criteria weight by the rating. Thesum of all scores will be the total score.

4.4 The City reserves the right to reject any proposal that receives a rating of zero (0) on any criterion.


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5.0 PROPOSAL EVALUATION

.1 The selection committee will score in accordance with the matrix provided. It is the intention ofThe City to shortlist the highest evaluated Proponents.

.2 The short-listed Proponents may be required to participate in a Presentation / Interview processwith the selection committee. Generally, one hour is allowed for this process, with 30 minutes forthe presentation and 30 minutes for the interview.

.3 The selection committee will then revisit their scoring matrix after the Presentation / Interviewsand proceed with a recommendation for the highest evaluated Proponent.

.4 The City may then negotiate a f inal contract with the highest evaluated Proponent in accordancewith Clause 28 of the Conditions of Proposal.

.5 In the event that one Proponent scores significantly higher than the other firms, the right is

reserved by the selection committee to eliminate the Short Listing Process and proceed directly tonegotiations with the highest rated firm.

.6 Throughout all stages of the evaluation process, the evaluation committee may, at its discretion;seek additional clarification on any aspect of the Proposal; and perform reference checks asrequired to verify or clarify the information provided and to obtain additional performanceinformation.


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PRICE DETAIL SHEET

Name and Role of

Individual

EstimatedHours

HourlyRate

TotalProposed

Price

Total Proposed Price* $

1. All prices proposed should be in Canadian Currency. GST should not be included.2. Total Proposed Price* will be used to calculate the score using the formula in the evaluation

matrix (see item 4.1.6, Evaluation Matrix).3. Propose one hourly rate only per criteria. A range will not be accepted (e.g. $50 to $60).4. Hourly Rates should be inclusive of all costs such as travel, lodging, living expense,

administrative overhead, meeting costs as well as any other associated costs.5. The Price Detail Sheet must be part of your firms submission. Failure to submit a price detail

sheet may result in disqualification from the RFP process. Proponents are required to providepricing for each rate as requested.6. Ensure that each required field has a numeric value.7. Ensure that all mathematical calculations are conducted correctly. When The City determines

that a mathematical error exists, The City reserves the right to correct the calculation inaccordance with the numeric values provided.

8. The schedule contained in this price detail sheet is for evaluation purposes only and in no mannerconstitutes a guarantee of work. Once a successful Proponent is selected, the hours may berevised to reflect the final project plan.

Name of Business Entity:

Authorized Representative:

Printed Name

Signature


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SIGNATURE AND WAIVER SHEET

1. The Proponent hereby acknowledges that prior to submitting a Proposal for this project, theProponent has obtained from The Citys web site (www.calgary.ca/bids ) and thoroughly reviewed inorder to be familiar with and certain as to all of the terms and conditions set out in the Request forProposal documents and all amendments thereto which are incorporated by reference into theabove-cited Proposal as follows:

y Conditions of Proposal;y Professional Services Terms and Conditions;y Affidavit of Execution;y Affidavit of Corporate Signing Authority

All documents included by reference can be viewed at The Citys website or go to: Calgary.caBusiness Sell to The City Bid and Vendor Information Supply Management Terms andConditions.

2. (a)The Proponent acknowledges the documents incorporated by reference as indicated in paragraph1 above.

(b)The Proponent further acknowledges that unless otherwise agreed by both parties and confirmedin writing it is subject to and bound by each provision included in each document incorporated byreference to the same extent that it would be if each such provision were set out and included withthe hard copy of the Contract Documents.

(c)The Proponent further acknowledges and confirms that either:

i) It has read and understood each provision included in each document incorporated byreference; or

ii) By signing this Signature and Waiver Sheet it waives any and all rights to claim or argue thatit was not aware of any provision of any document incorporated by reference.

3. The terms of this document are severable from one another, and the invalidity of any one or moreparagraphs in this document, will not affect the validity of the other paragraphs.

4. The Proponent hereby acknowledges it has thoroughly reviewed and understood all the terms and

conditions of the Request for Proposal (RFP) which include those contained in the Instructions forSubmitting Proposal, Special Conditions of Proposal, all documents included by reference as set outin Paragraph 1, all drawings and specifications as may be listed in the Index (together the Termsand Conditions).

5. By signing this sheet, I confirm I have the full authority to represent the Proponent in all mattersrelating to the Proposal, and I confirm that the Proponent agrees to be bound by all the Terms andConditions.


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Name of Business Entity

Complete Address:

Phone Mobile Phone

Fax Email

Website

Proponent Signature Affix Corporate Seal:

Title

Printed Name

Date

Note: A seal is a preferred element of the signing of a submission. However if the corporation or otherlegal entity making the submission does not have a seal or if it is not available, the corporation or entityshould provide reasonable documentation to confirm the printed name and position of the person orpersons signing, and also to confirm that such person or persons signing on behalf of the entity has orhave authority to bind the entity. Affidavits of authority and execution will normally constitute reasonableconfirming documentation. Forms for each of these affidavits can be found at www.calgary.ca/bids.

Without limiting the preceding paragraph but for further clarity, if the corporation or other legal entity

does not have a seal or if it is not available:

y For a corporation or other business association, the printed name and position of the person orpersons signing together with an affidavit of execution and an affidavit of authority should becompleted and submitted,

y For an individual or sole proprietorship, the printed name and position of the person signing togetherwith an affidavit of execution should be completed and submitted.