Request For Proposal





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Questions & Answers

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All enquiries regarding the RFP must be addressed to:

Donabella Bersabal


All enquiries must be made in writing and are to be directed only to the above contact person. In-person or telephone enquiries are not permitted. Any communication from potential Proponents to City staff other than the contact person regarding the content of this RFP may lead to disqualification of the Proponent from this RFP process, at the City’s sole discretion.






[Please specify proposal document number, proposal title and purchasing agent's name when sending email.]

Questions will be accepted, and answers posted, ONLY IF they are submitted in writing five working days prior to the bid closing date


3:00:00 pm (Local Vancouver Time), Thursday, February 10, 2022

All references to time in the RFP are references to the time in the City of Vancouver, as indicated in the electronic timestamp the Proposal receives upon delivery to the email address specified herein, which is in turn synchronized to Network Time Protocol (NTP) provided by the National Research Council of Canada adjusted to local Pacific Time Zone.



Proponents should submit their Proposals on or before the time and date specified in the bottom row of the table in Section 2.1 (the “Closing Time”).

Each Proponent should submit its Proposal by email in accordance with the following:

Subject of the file to be: PS20211229 - RFP - Title - Vendor name.

Document format for submissions:

-RFP Part C in PDF format – 1 combined PDF file,
-Appendix 3 (pricing tab) in Excel format, and;
-Any other attachments if necessary

Zip the files to reduce the size or email separately if needed.

Send your submissions to; do not deliver a physical copy to the City of Vancouver.

Submitting the files via Drop box, FTP, or similar programs, is not acceptable.

Due to cybersecurity concerns, the City of Vancouver will quarantine any inbound email with attachments not in PDF or Microsoft Office formats which will result in non-delivery to Supply Chain Management and will be deemed not submitted. Non-compliant file formats will be detected and quarantined even if they are compressed, zipped, renamed, and include password protected zipped files.

The maximum number of attachments allowed in an email message is 250 attachments.

The maximum size limit for an email message, including all attachments, is 20MB per message.

To be considered by the City, a Proposal must be submitted in the form set out in Part C (the “Form of Proposal”), completed and duly executed by the relevant Proponent.

To access the site externally, use any Internet browser and go to:

The user ID is : PS20211229dl@coveftp01
The password is: pRL71Lfl (The password is case sensitive)

Proposals received after the closing time may be returned unopened.

Faxed proposals will not be accepted.

Please visit our Bidding Procedures page for additional information.

General Description of Requirement

RFP concerns the City’s interest in procuring an architect-led professional consulting team for planning, functional programming, engagement, design, construction documentation, construction contract administration, and post-construction services for the renewal of the existing outdoor Amphitheatre facility located at the Pacific National Exhibition (PNE) grounds within Hastings Park (HP), collectively referred to herein as HP-PNE.

Details of the City’s objectives and requirements to which the RFP relates are set out in Part B of the RFP. The City invites qualified proponents to submit proposals in the form prescribed by the RFP (“Proposals”) that are responsive to the RFP. The City will also consider innovative or novel approaches to the City’s objectives and requirements.

Proposals should identify a full team, including an architect/prime consultant and sub-consultant team, capable of providing planning, functional programming, engagement, design, construction documentation, construction contract administration and post-construction services in two phases as described below and in part B of the RFP.

1. Phase 1: Sub-Area Plan + Functional Program comprising targeted engagement activities, high-level planning and programming for the three interrelated components within the Heart of the Park (Amphitheatre, Festival Plaza and Day lighted Creek) in collaboration with Parks and Recreation, and detailed functional program for the Amphitheatre.

2. Phase 2: Amphitheatre Design + Delivery comprising design and delivery of an approximately 9,000 seat open air amphitheatre with an area of approximately 65,000 square feet, and front-of-house/back-of-house support building(s) of up to 25,000 square feet as well as related site modifications.

In accordance with City policy, all serviced buildings, and as applicable the site as a whole, will be expected to meet the following sustainability objectives:

1. Achieve Passive House Standard Certification, or an approved alternative zero emission building standard;

2. Achieve a minimum of LEED Gold (New Construction) Certification;

3. Calculate the Life-cycle Equivalent Embodied Carbon Emissions through a whole-building life-cycle assessment (LCA) study;

4. “Capture and clean” the first 48mm of rainwater falling on the site within any 24-hour period prior to discharge to the storm sewer; and

5. Achieve Salmon Safe Certification.


Information Meeting

An information meeting (the “Information Meeting”) will be held to enable Proponents to seek clarification with respect to any aspect of the RFP in a group forum. The details are as follows:

Date: as specified in Section 2.1
Time: as specified in Section 2.1
Location: Webex (An invite will be sent to Proponents after they send the registration form, attached as Appendix 1 of Part A, to the Contact Person before the deadline.)

Potential Proponents are encouraged to read the RFP and submit any questions relating to the RFP to the Contact Person prior to the Information Meeting.

Potential Proponents interested in attending the Information Meeting should pre-register for the Information Meeting by completing and submitting the form contained in Appendix 1 to Part A by e-mail to on or before the time and date specified in Section 2.1


Downloading the Document

Proponents must not electronically alter any portion of downloaded documents with the exception of adding the information requested. To do so will invalidate your bid.



PS20211229PDF 1,657 KB




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Questions and Answers

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