Request For Proposal Licensed Childcare Centre Expansion

My Neighbourhood Services Request for Proposals (RFP)

Comprehensive planning services for My Neighbourhood Services Licensed Childcare Centre Expansion.

RFP: 2025-002

Issued: Monday, December 8, 2025

Table of Contents

Section 1: Context pg. 2

Section 2: Project Background pg. 2

Section 3: Scope of Work pg.2

Section 4: Summary of Qualifications pg.4

Section 5: Project Budget pg.5

Section 6: RFP Submission Requirements pg.5

Section 7: Evaluation Framework & Selection Process pg.7 Section 8: Appendix A pg.7

Section 1: Context

My Neighbourhood Services (MNS) is a non-profit organization that provides comprehensive wrap-around community programs and services for diverse populations and is committed to promoting equity and inclusion.

Within MNS’ strategic plan, innovation, growth and sustainability are key priorities for the future of MNS. Currently, MNS does not own any property, and the spaces it occupies to deliver programs and services are leased.

In alignment with these priorities and strategic direction, MNS is now exploring becoming a licensed childcare provider. To achieve this concurrent goal, comprehensive planning services, inclusive of municipal planning, community engagement, environmental, and architecture are required.

Section 2: Project Background

MNS is currently looking to utilize a 2-storey, 10,124 square foot financial institution on a 0.73- acre plot for a licensed childcare center, that would also encompass the MNS head office. Currently the location that the property of interest located, is zoned as M1A (light industrial).

The consultant will provide hands-on project management and act as the main point of contact for permits, approvals, and regulatory bodies. This includes working closely with the project team, architects, engineers, contractors, and municipal and provincial authorities to move the project forward efficiently and responsibly.

Section 3: Scope of Work

The consultant’s responsibilities will include, but are not limited to, the following:

A. Project Management and Coordination

• Develop a clear project plan that outlines timelines, milestones, and deliverables
• Track progress to ensure the project stays on schedule and on budget
• Identify potential risks or delays and recommend practical solutions
• Coordinate communications between all project stakeholders
• Provide regular progress updates and reports to MNS

B. Budget Oversight

• Support the development and monitoring of the project’s budget
• Track expenses and flag potential overruns early
• Recommend cost-effective approaches without compromising the quality or compliance

C. Permits and Approvals

• Identify all required permits, approvals, inspections, and licenses needed to convert the building into a child care centre
• Prepare, submit, and manage all permit applications, including municipal and provincial approvals
• Serve as the primary liaison with various required authorities
• Track approval timelines and follow-up as needed to keep the project moving

D. Child Care Licensing and Regulatory Compliance

• Ensure the facility design and construction meet all applicable child care and building regulations
• Support preparation for inspections and licensing reviews
• Address any and all compliance gaps before final approval and occupancy

Timelines & Deliverables

The consultant will be expected to provide:

• A detailed project work plan and timeline
• Ongoing status and budget reports
• Permits and approvals tracking log
• Risk and issue updates throughout the project
• A final report confirming project completion and regulatory compliance

Section 4: Summary of Qualifications

The successful proponent should have the following qualifications:

• Experience managing similar building conversion projects, preferably child care or community facilities
• A strong understanding of municipal permitting processes and child care regulations
• A proven track record of delivering projects on time and within budget
• The ability to work collaboratively with nonprofit organizations and public sector partners
• Demonstrated project management experience, including the ability to lead workstreams, manage timelines and deliverables, and coordinate across multiple stakeholders and disciplines.
• Strong communication skills, with the ability to present complex technical and financial information in a clear and actionable way for both technical and non-technical audiences.

Section 5: Project Budget

The maximum budget for the Project is fixed at $150,000.00 (inclusive of HST). The prospective proponent should provide a budget breakdown outlined within Section 6 detailing costs associated with delivering Project scope.

Section 6: Submission Requirements

• An overview of the consulting firm and relevant experience
• A description of the proposed approach and work plan
• Details of the project team and key personnel
• A proposed timeline
• A clear fee structure and cost breakdown
• At least two client references

Interested applicants should submit their RFP response to kbailey@mnsinfo.org by January 2, 2026, 5pm EST. Late submissions will not be accepted. Submissions will only be accepted electronically and should be emailed as one PDF file. If files are too large, applicants may send a secure document download link.

The successful proponent will be determined and contacted by January 9, 2026.

A kick-off meeting with the successful proponent is targeted for the week of January 19, 2026.

The RFP Response should include the following items:

1. Cover Letter: Attach a letter introducing the proponent and signed (or electronically signed) by the person(s) authorized to sign on behalf of and to bind the proponent to statements made in response to this RFP. This should be the same authorized signing officer of the proponent.
2. Proponent profile: Include a profile and summary of corporate history (including pertinent founding dates, services offered and major clients) with respect to the proponent and any subcontractors(s) or independent consultant(s) that are part of the proposed staff team for the Project.

i) Provide a description of the relationship(s) between subcontractors(s) or independent consultant(s) and the proponent, if applicable.

3. Proponent Experience & Qualifications: It is important that the work be undertaken by a proponent who can demonstrate specific knowledge of, and experience in performing similar work for projects of comparable nature, size and scope. The proponent should demonstrate the following: i) Experience of the proponent including case studies or summaries of comparable past projects. ii) Necessary skills, experience and expertise qualifying them to lead the design, delivery and management of the proposed scope of work as described in this RFP document.

4. Proposed Staff Team & Resources: It is important that the work be undertaken by a team who can demonstrate specific knowledge of, and experience in performing similar work for projects of comparable nature, size, and scope. i) Proposed staff team and resources must be adequately sized and scoped to ensure that the Project can be successfully completed within the projected timelines contained in this RFP.

ii) It is important that key project individuals (e.g. major areas of responsibility) be named, with accompanying indication of guaranteed availability. Continuity of key personnel will be required.

iii) The proponent should provide a list of key staff proposed to work on the Project, including an overview of their professional qualifications, related project experience and proposed duties and responsibilities on the Project.

5. Proposed Approach to Project: Provide a statement of the Vendor’s understanding of the goals and objectives of the Project. i) Provide a detailed description of how the Vendor intends to achieve the goals and objectives

6. Proposed Project Budget: Provide a breakdown of how the $150,000.00 will be utilized to complete the scope of this project. i) Provide the cost per meeting, if the MNS project team needs additional meetings to with the proponent’s project team and/or specific members of the project team.

7. The RFP must be within the below format:

i) 8 Pages maximum ii) Minimum font size 12 iii) Fonts: Arial, Times New Roman, Calibri iv) Paragraph format, line spacing: Multiple

Section 7: Evaluation Framework & Evaluation Process

Rated Criteria Category Weighting Proponent Experience & Technical Expertise

• Submission demonstrates that the proponent has the staff and organizational capacity to ensure their ability to successfully deliver the Project.
• Suitability of the roles and time allocation for the proponent’s proposed staff team

25%

Understanding of Project Needs

• Proponent demonstrates a clear understanding of the project’s objectives, context, and deliverables
• Proponent proposes a tailored approach that aligns with the project’s scope, timelines, and stakeholder environment, and identifies potential risks or constraints along with strategies to address them

25%

Project Management Approach

• Proposal demonstrates ability to effectively plan, manage, execute, and monitor the project within the established timelines and budgets.
• Proposal defines mechanisms to ensure collaboration with client and transparency in decision making, effective communication, quality assurance practices and management of scope changes

25%

Budget

• The proposed budget demonstrates cost-effectiveness in relation to the scope and quality of services offered.

25%

My Neighbourhood Services reserves the right to accept or reject any proposal and to negotiate terms with the selected consultant. We look forward to receiving your proposals and partnering with the chosen consultant to achieve our strategic goals and enhance our impact in the community.

Section 8: Appendices

Appendix A: “Planning and Design Guidelines for Licensed Childcare Centres”

https://files.ontario.ca/edu-childcare-centre-design-guidelines-en-2022-03-30.pdf