Submission Criteria

1) Inquiries:  All inquiries related to this RFEOI are to be directed, in writing, to the Project Lead at:

Guy Lapointe, Director of Community Services
City of Lacombe
rfeoi@lacombe.ca

2) Submissions: Electronic EOIs may be sent by e-mail to the Project Lead. EOIs should be clearly marked with:

• the name and address of the Party,
• the RFEOI number (69/641), and 
• BUILDING LACOMBE’S FUTURE 

Parties are responsible for requesting reception and read receipts. Information obtained from any other hard- or software source will not be relied upon. Preferred attachment types are PDF, JPEG, and/or DOCX files.

3) Walk-Through:  Representatives from interested parties may request an on-site walk-through of the properties from the Project Lead at their earliest convenience, prior to finalizing their submission. 

4) Review and Selection: The Review Committee will check the Expression of Interest against the mandatory criteria. EOIs not meeting all mandatory criteria will be rejected without further consideration. EOIs meeting all mandatory criteria will be further assessed and scored against the discretionary criteria.

5) Interested Party Expenses: Interested parties are solely responsible for their own expenses in preparing an EOI and for subsequent negotiations with the City, if any. The City will not be liable for any claims for costs or damages incurred by the Party in preparing the EOI, or any loss of anticipated profit in connection with a Party’s anticipation of a contract, or any other related matter whatsoever.

6) Acceptance of EOI: This RFEOI is not an agreement to purchase goods or services. The City is not bound to enter a contract with any Qualified Party. 

7) Definition of Contract: Notice in writing to a Party of the outcome of the EOI assessment does not constitute a Contract nor give the Party any legal or equitable rights or privileges relative to the service requirements set out in this RFEOI.

8) Modification of Terms: The City reserves the right to modify the terms of this RFEOI at any time in its sole discretion and to cancel this RFEOI at any time without evaluating EOIs. If any modifications to the terms are made, an Addendum will be issued by the City. No other correspondence, whether written or verbal, shall modify the terms or conditions set forth herein.

9) Ownership of RFEOI: All documents, including EOIs, submitted to the City become the property of the City. They will be received and held in confidence by the City, subject to the provisions of the Freedom of Information and Protection of Privacy Act.

10) Confidentiality of Information: Information pertaining to the City obtained by the Party because of participation in this RFEOI and any subsequent RFEOI is confidential and must not be disclosed without written authorization from the City.

11) Collection and Use of Personal Information: Parties are solely responsible for familiarizing themselves, and ensuring that they comply, with the laws applicable to the collection and dissemination of information, including resumes and other personal information concerning employees and employees of any subcontractors. If Parties provide the City with personal information of employees who have been included as resources in an EOI, Parties are responsible to ensure that they have obtained the necessary prior consent from those persons. 

12) Debriefing: The City will offer a debriefing to Parties on their EOI scoring, upon request.

13) Parties should provide the following information as part of their EOI:

•  PROJECT SUMMARY:  Describe yourself and your team including core values, years in business, bios and how you plan to differentiate yourself from your competitors.
• RECOMMENDED TIMELINE:  A brief outline of how you believe this project would take shape.
• STRATEGIC PRIORITIES ADDRESSED:  Clearly indicate which of our strategic priorities you will be addressing.
• INTERESTED PARTY’S EXPERIENCE IN DELIVERING SIMILAR PROJECTS:  Please provide details on other relevant projects your team has spearheaded.  
• FINANCIAL CONTRIBUTION/COMMITMENT FROM THE PARTY:   Outline the financial contributions/commitments contained within the submission. 
• FINANCIAL CONSIDERATIONS FOR THE CITY OF LACOMBE:  General financial requirements for the City of Lacombe to consider as part of the EOI.  
• RISK MITIGATION:  How your EOI minimizes risk for the City of Lacombe.
• NET BENEFITS TO BE DERIVED FROM THE INITIATIVE/PARTNERSHIP:  Identify key advantages of the EOI for both you and the City. 

Following the closing date and time, the Review Committee will review all EOIs. EOIs will first be checked against the Mandatory Criteria identified below; any EOIs not meeting all Mandatory Criteria will be eliminated from further consideration. The remaining EOIs will then be scored according to the criteria identified in Selection Criteria Section 2 – Discretionary Criteria.

1) Mandatory Criteria: The following are mandatory requirements. EOIs not clearly demonstrating that they meet them will receive no further consideration during the EOI review process.

2) Discretionary Criteria: EOIs meeting all mandatory requirements will be further assessed against the following discretionary criteria.