Infrastructure Ontario issues Requests for Proposals to a shortlist of project teams who successfully complete the Request for Qualifications process. The Request for Proposal sets out the conditions and specifications required to undertake the project.
The Request for Proposal can be a long process from the issuance of the Request for Proposal documents to the deadline for Request for Proposal submissions. During this time period there will usually be multiple presentations and meetings as well as a site visit to the proposed project site.
Successful completion of the Request for Proposal process is a precondition to commencing an Infrastructure Ontario project.
Requests for Information
Requests for Information generally fall into one of two categories:
General requests for information - information that is of general application that would apply to all proponents, or
Commercially confidential requests for information that would be commercially sensitive or confidential to the particular proponent.
Infrastructure Ontario will ultimately determine whether a request for information is a Confidential Request for Information or a General Request for Information. If a proponent believes the request for information is commercially confidential, but Infrastructure Ontario believes it to be of a general nature, the proponent can withdraw the Request for Information. If Infrastructure Ontario accepts a comment or part of a comment and acceptance requires a change to their Request for Proposal documents, Infrastructure Ontario will implement the change by an addendum to the Request for Proposal.
Meetings of Proponents
As part of the Request for Proposal process, there are generally two types of meetings that may occur between Infrastructure Ontario and proponents:
General proponents meetings on dates and times set out in the timetable briefly discussed above where all proponents may ask questions or seek clarification on the Request for Proposal process.
Commercially confidential meetings with individual proponents to discuss the project agreement and the proponents proposed amendments to the project agreement and bilateral meetings between Infrastructure Ontario and proponents to discuss either or both of project design issues and innovation submissions being considered by the proponents for inclusion in their proposals.
We believe Infrastructure Ontario wants to receive innovation submissions that, in Infrastructure Ontario’s opinion, result in added value to the client. As such, proponents are strongly encouraged to make innovation submissions. Innovation submissions fall into two categories, either innovation submissions that propose changes to the work or innovation submissions that propose changes to the project agreement. Each innovation submission is supposed to guarantee some form of demonstrable or added value or benefit to Infrastructure Ontario and not increase the guaranteed price of the project.
Design Consultation Process
The design consultation process is generally described in a schedule to the Request for Proposal. Individual consultation sessions will take the form of design presentation meetings. It is anticipated that during the design consultation sessions the proponents will propose options and alternatives in the development of the design submissions. Proponents should include in their Request for Information an estimate of the financial benefit which Infrastructure Ontario receives as a result of the innovation submission.