Request for Proposals: Office and Storage Space Renovations

Project Title: Office and Storage Space Renovations at Planned Parenthood Toronto (hereafter PPT)

Funding Source: Ontario Trillium Foundation Capital Grants

Purpose

This Request for Proposals (RFP) seeks qualified contractors to submit proposals for the design and renovation of office and storage areas for Planned Parenthood Toronto at 36B Prince Arthur Avenue, Toronto, M5R 1A9. This Victorian property serves as both our administrative offices and clinic/programming space. Planned renovations are intended to improve the functionality and operational efficiency of the health centre, ensuring that office, programming and storage spaces effectively support staff and meet the evolving needs of the community.

As part of these improvements, we plan to renovate and reconfigure the Community Programming office (approximately 15ft by 25ft) to accommodate additional workstations and enable more flexible use of the space. Additionally, we intend to enlarge the existing storage room (currently about 8ft by 8ft) which will likely require plumbing work. The redesigned storage area must incorporate both clean and dirty utility spaces in compliance with Public Health Ontario’s infection prevention and control (IPAC) requirements for space in healthcare facilities.

Funding Source

This project is funded by the Ontario Trillium Foundation. Their capital grants support community-based initiatives in Ontario. The awarded contractor will be required to adhere to all guidelines and reporting requirements set forth by the Foundation.

About Planned Parenthood Toronto

Planned Parenthood Toronto (PPT) is a youth-driven, anti-racist, culturally responsive community health centre that advances reproductive justice, health and overall well-being for young people through primary, sexual and mental health care, community programs, research and values-based advocacy.

For more information about PPT please visit our website at https://ppt.on.ca

Project Objectives

In collaboration with members of PPT’s leadership team, the successful Contractor will be responsible for the design, permitting, and renovation of designated spaces. The scope of work includes:

• Designs, drawings and site preparation.
• Reconfiguring office and storage areas to enhance organization, accessibility, and operational efficiency across clinic and administrative functions.
• Creating flexible, collaborative workspaces within the Community Programming office to support staff workflow and accommodate evolving program needs At a minimum this will include:
  • Installing an interior wall, drywall, doors and soundproofing insulation.
  • Upgrading lighting and electrical systems to meet modern efficiency standards and provide a comfortable work environment.
  • Ensuring all spaces are compliant with accessibility regulations (AODA).
• Expanding and upgrading storage areas to better accommodate medical equipment, supplies and records, including the integration of designated clean and dirty utility spaces in compliance with Public Health Ontario’s Infection Prevention and Control (IPAC) requirements. At a minimum this will include:
  • Removal of existing fixtures and interior wall demolition and reinstallation.
  • Reconfiguration of water supply and drains.
  • Installation of security features to safeguard sensitive documents and equipment.
• Ensuring all renovations are compliant with applicable building codes, accessibility standards, and health and safety regulations for healthcare environments.
• General demolition, waste removal and clean-up as needed.
• Coordination with the Planned Parenthood Toronto’s daily operations to minimize disruption to staff workflow and clinic schedule.

Bid Instructions

Timeline:

We anticipate that this project will take approximately 4 months to complete. We would like to see the work commence in mid-June 2025 and conclude no later than October 10, 2025.

Written proposals must include:

1. Company overview that includes the contractor’s name, location, and brief history, including experience in completing similar renovation projects and identification of team members who will be working on the project, including their qualifications and roles.
2. Work plan for the project including activities, timelines and requirements from PPT.
3. Budget for the project including fees and expenses.
4. Contact information for three references able to speak to experience with similar projects.
5. Health and Safety Plan: A plan outlining how health and safety will be managed on the job site, including any COVID-19 measures.
6. Proof of Insurance: Copy of liability insurance coverage, workers’ compensation, and other relevant certifications.

Proposals will be evaluated based on the following criteria:

• 25% – Experience and Qualifications:
  • Extensive and proven experience in design and renovation, in healthcare or community settings.
  • Familiarity with Infection Prevention and Control requirements in healthcare settings will be considered an asset.
• 25% – Approach to Planning, Engagement and Execution:
  • Clear understanding of the responsibilities/deliverables.
  • Proposed method of completing the work, including activities, timelines, and deliverables.
  • Demonstration of a collaborative approach working with the PPT team, that is interactive and intentional.
• 20% – Proposed Costs Including Fees and Expenses.
• 30% – Health & Safety Plan, References, Insurance & Certification and Accessibility Compliance:
  • Site safety, COVID-19 precautions, and compliance with Ontario health/safety regulations (10%).
  • Strength and relevance of reference projects (10%).
  • Proof of Insurance, WSIB, licenses (5%).
  • Demonstrated understanding of AODA standards and implementation (5%).

Summary of RFP Deadline/Timeframes Timelines

PPT Privilege

PPT reserves the right to proceed and to reject all or any of the proposals. The bidder assumes full liability for all costs incurred in developing the proposal for submission. If PPT accepts any of the proposals (which it is not obligated to do) the lowest or any fee will not necessarily be accepted and PPT may, as its sole discretion, consider any other factors it deems appropriate in its sole discretion in awarding the Contract. PPT may request further clarification of a proposal from the contractor. While PPT is not obligated to consider proposals which do not strictly comply with its requirements, it nevertheless reserves the right to do so and specifically reserves the right to waive formalities as its interests may require.

Confidentiality

All information provided in this RFP, including its terms and any related materials, must be treated by the Contractor as strictly confidential and used solely for the purpose of preparing a response. Disclosure to third parties is prohibited without prior written consent from PPT and a signed agreement to maintain confidentiality.

Proposal materials become the property of PPT and will be kept confidential, shared only with employees or consultants on a need-to-know basis. Submitted proposals will not be returned.

The successful Contractor will be required to sign a Confidentiality Agreement unless already covered under an existing contract. Compliance with PHIPA and PIPEDA is mandatory, and obligations regarding client privacy and confidentiality extend beyond the term of the Contractor’s engagement with PPT. Any breach of these confidentiality provisions may result in disqualification from the RFP process.

Responsibility for Costs

PPT will not reimburse any Contractor for any costs involved in the preparation and submission of the proposals, in making an oral presentation, or in contract negotiations. Contractors are responsible for all costs associated with responding to and submitting a proposal as part of this solicitation process.

Conclusion

We appreciate your interest in partnering with us on this important project. We are committed to selecting a Contractor who aligns with our mission and values and can deliver high-quality work within the project’s timeline and budget. We look forward to receiving your proposal.

Sincerely,

Mohini Datta-Ray

Executive Director

Planned Parenthood Toronto

mdatta-ray@ppt.on.ca