Q1. Can we submit a proposal to distribute an existing tool via the Quality Toolkit?
A1. Yes, it’s possible to submit a proposal for the adaptation and distribution of an existing tool that meets general and specific goals of this call for proposals, and that is aimed at the target audiences identified.
Q2. Our firm has an active purchase order with the Service du développement économique. Are we eligible to submit a proposal?
A2. Yes, but only if the proposal is worth less than $25,000 (all taxes included), in compliance with the rotation rules for Ville de Montréal suppliers.
Q3. Our organization would like some clarifications on the expectations regarding the “start of work” scheduled for fall 2023. Does this mean having started processes, sent out RFPs, set timelines and deadlines, etc., or are the expectations more concrete, e.g., is there a requirement for some initial deliverables by the fall of 2023? On the subject of project tracking, are there intermediate deliverables, or a progress report to submit?
A3. The start of work in the fall of 2023 means that all of the legal and contractual processes are complete and the projects can begin. The project timetable that you include with your proposal should have a start date of fall 2023 and an end date no later than December 31, 2024. As for the steps and deliverables, yes, the project should be structured as a series of steps. For organizations, these steps are accountability milestones linked to payment requests. These milestones will allow us to track the quality of project progress.
Q4. The Quality Toolkit covers design and architecture; is the call for proposals also aimed at general and trade contractors?
A4. The Quality Toolkit is aimed at all parties involved in implementing urban projects; as such, it also aims to support the work of general and trade contractors.
Q5. Can the beneficiary organization include outside experts (firms) on its team? If so, is there a percentage limit to the number of subcontractors?
A5. Yes, it is possible for beneficiary organizations to contract out part of the services required to complete the project. No, there is no percentage limit on subcontractors, but the requesting organization must show that it will be performing the main project tasks and that only certain subsidiary (or specialized) tasks will be contracted out. In addition, there must be no actual or perceived conflict of interest between the organization and the outside firm engaged.
Q6. Is it mandatory for the project to include a promotion component to the target audience, or is it enough to add the tool to the Toolkit, given that you are already promoting the Toolkit?
A6. Yes. The proposal must include an effective communications strategy for reaching the target audiences, so as to contribute to the overall awareness-raising effort.
Q7. Out organization does not meet the eligibility criteria, since we are recently constituted (less than two years in operation). Can we be part of a consortium with another non-profit organization and submit a joint proposal? If so, must both organizations meet the eligibility criteria? Or would we be considered a subcontractor of the main proponent?
A7. The organization that signs the financial contribution agreement must meet the eligibility criteria in the call for proposals. As such, a newly formed consortium (or an organization newly constituted specifically to respond to the call for proposals) is not compliant. The subcontracting scenario you refer to, however, is compliant (see the answer to Question 5, above, which also concerns a subcontractor organization).
Q8. Can a non-profit organization submit a proposal under Stream 2 to obtain a contract for professional services?
A8. Yes, but the scopes of the agreements for Streams 1 and 2 differ:
- Stream 1 provides financial support for a project or activity (the organization manages and retains ownership of its project);
- Stream 2 awards a contract for professional services (the selected proponent carries out a project managed by the Ville de Montréal, which retains ownership of the final product).
The text describing Stream 2 in the call for proposals has been amended to better reflect this possibility. The amendement are highlighted in square brackets as follows: “companies [and organizations]”.
Q9. We notice that Stream 1 is meant primarily for NPOs, but also seems to be addressed to co-ops. Can a co-op submit a proposal? If yes, are the remaining eligibility criteria the same?
A9. Yes, a co-operative can submit a proposal under Stream 1, and the eligibility criteria are the same.
Q10. Can you clarify what is meant by “accessible (at lower cost)” in the assessment criteria?
A10. The project, activity or tool must be accessible by as many people as possible and at low cost. For example, in the case of a subsidized project, if it includes an event-type component with paid admission, the content of the event must be available in a format accessible to everyone (digital format, public exhibition, etc.).
Q11. Can a user survey protocol be considered a deliverable that can be incorporated into the Quality Toolkit?
A11. Yes. A survey protocol is a deliverable that can be incorporated into the Quality Toolkit.
Q12. We understand that the results may be used in whole or in part by the City of Montréal, but does the agreement state that the research outcomes or project results/products remain the intellectual property of the selected proponents, who may continue to use them in other contexts complementary to the uses made by the Ville?
A12. For both streams of the call for proposals, the intellectual property clauses found in the City of Montréal’s standard agreements will apply. They are as follows [note: the clauses have been freely translated from the original French agreements, which are the sole legally binding versions]:
Financial contribution agreement (Stream 1): The intellectual property rights pertaining to the reports, documents and products to be delivered under this Agreement (hereinafter, the “Reports”) belong exclusively to the Organization, as do the related property rights. The Organization The Organization hereby grants to the Ville a non-exclusive, irrevocable, perpetual, worldwide, royalty-free, sub-licensable licence to use, publish, adapt, modify, translate and copy the Reports in whole or in part.
Professional services agreement (Stream 2) – excerpt from clause: The Contractor assigns to the Ville all of its intellectual property rights pertaining to the reports, studies and other documents produced under the terms of this agreement and waives its moral rights.
Q13. The tools in the Toolkit are all hosted directly on the website. Is it possible to submit a proposal for an external digital platform distributed in the Design Montréal Toolkit with a clickable link?
A13. No. The proposal must be for a means of directly communicating the content in the Toolkit itself (e.g., direct access to certain tools, a tutorial and presentation of the platform and the main content, a backgrounder and template to assist in managing initiatives). A link to an external platform could be provided as complementary information.
Q14. For Stream 2, is there any way to amend the intellectual property rights clauses in the agreement, in whole or in part?
A14. For proposals chosen by the selection committee, it will be possible to consider requests for amendments to the City of Montréal’s standard agreements, in collaboration with the city’s Legal Affairs department, when the agreements are being drawn up.
Q15. Our organization would like to submit a proposal for a personalized support and guidance service for architecture and design firms; would the grant cover only the cost of developing such a service, or can the support and guidance service itself be covered, so that firms could use it free of charge?
A15. The costs of developing and implementing the personalized support and guidance service may be eligible.