Request for Proposals RFP No. 03-2013 Detailed Construction ...

Request for ProposalsRFP No. 03-2013Detailed Construction Drawings, TenderDocuments and Project Management for theEsquimalt Recreation Centre Renovation ProjectAll Proposals must be submitted to the Parks and Recreation ServicesDepartment. Proposals are to be in one sealed envelope or appropriatepackaging, containing THREE (3) copies, addressed to:Rick Daykin, Manager of Parks & Facilities ServicesCorporation of the Township of Esquimalt527 Fraser StreetEsquimalt, British ColumbiaV9A 6H6The name and address of the Proponent must appear on the outside ofthe packaging. The packaging must display the Request for Proposal title,due date and time.Due Date and TimeMarch 15, 2013 2:00 PM local timePage 1 of 12

TABLE OF CONTENTSPage1.0 PROJECT SCOPE &DELIVERABLES……………………………….……..……….… 32.0 MEETINGS ………….………..………….……..………………. 43.0 QUALIFICATIONS……………………………………………… 44.0 SCHEDULE ………..…………………….……..……………… 45.0 PROPOSAL ENQUIRIES........................................................ 56.0 PROPOSAL REQUIREMENTS……………..………………..… 57.0 EVALUATION CRITERIA......................................................... 68.0 GENERAL INSTRUCTIONS FOR THE PROPONENTS......... 6APPENDIX: Floor Plans, Elevations, and Order of Magnitude EstimatesPage 2 of 12

1.0 Project Scope & DeliverablesThis project involves the development of detailed drawings, tender documents,and project management for the renovation of the Atrium, improvements to thefront desk area, renovation of the pool viewing area, and renovation of theseniors’ centre and kitchen within the Esquimalt Recreation Centre. Bids for thiswork does not include the construction works. Drawings and tender documentswill be developed to be construction and permit ready for the required buildingpermits as per building code. Construction plans will be required for demolition,architectural, mechanical, electrical, and structural. Any other plans that arerequired for this work should be noted in the methodology of your proposal. Theappearance and functionality of these spaces is vital for the success of thisrenovation project. As-builts and supplier information is required at the close ofthe project to enable a smooth transition and operation of the facility.Some initial architectural work has been completed on the atrium and receptioncentre as well as an order of magnitude cost estimate. The existing floor plan isprovided for reference only. These documents are provided in the Appendix.Atrium Improvements and Multi Purpose Room by PoolDevelopment of a demolition plan to remove the storage area and concession.Provide careful instructions on the removal of the donation wall in the atriumand instructions to mount this donor wall in a prominent area within theRecreation Centre. Drawings and specifications as shown on the plan in theAppendix will include new mechanical, new lighting and electrical, new storagespace, acoustical paneling, a prominent location for a television, an eco smartrecessed fireplace, new funky colored high traffic flooring for all of thehallways, new space for vending machines, furnishings, a bottle filling station,shelving and a computer work station.Required demolition plan of the pool viewing area as shown on the plan inAppendix. Conversion of the pool viewing area into a multi-purpose room.Drawings and specifications will include new mechanical, new lighting andelectrical, new flooring, new paint, new fixed glass wall, new sliding glass wall,and a new entry to the pool deckSeniors’ Room and Kitchen RenovationThis work involves converting the Seniors’ room into a multi purpose space byinstalling multi purpose flooring, improved lighting and acoustics.The kitchen area will be converted into a teachable kitchen. Removal of thecentral counter and appliances will create program space within the kitchen.Page 3 of 12

There will still be a requirement for a range, oven and exhaust hood but thisneeds to be relocated to the edge of the room. Removal of some cabinet spacewill be required to make space for the appliance and hood. Re-connection to theexisting hood is preferred to keep the costs down. New high traffic flooring for thisspace is also required. Drawings and tender document specifications will berequired for new mechanical, new lighting and electrical, and architecturaldrawings for this work.Reception Centre ImprovementsThis work involves converting the reception area into better flowing space forpatrons. Management of traffic flow for members, drop-in guests and programregistrations is the intent and goal of this portion of work. Turnstiles will help withentry counts into the pool and wellness centre. Expansion of the lobby space asshown on the plan A103 is desirable. Ergonomically correct seatingarrangements for staff interaction with the public is very important in thearchitectural drawings. Drawings and tender document specifications will berequired for new mechanical, new lighting and electrical, structural andarchitectural for this work.2.0 MeetingsA non mandatory site visit will be held on March 5, 2013 at 2 pm at theEsquimalt Recreation Centre to answer questions and review the site.2 Focus Group Meetings will be held to garner staff and Committee input on theconceptual drawings.1 Open House will be held to garner public input on the conceptual drawings.Assume at least three meetings to discuss preliminary concepts and designs,project logistics, plan development, and other related works to keep the projectmoving forward and on schedule.Assume meeting time for project management updates.3.0 Qualifications• Demonstrated experience in preparing architectural, mechanical, electricaland structural drawings and tender documents for institutional buildings.• Preferable to have a building architect lead a strong team of subconsultants (electrical and mechanical) through plan development.• Proven project management skills.4.0 ScheduleThe Proposed schedule for this Work is as follows:Page 4 of 12

• RFP issued on February 27, 2013• RFP closes on March 15, 2013• Contract Award on March 22, 2013• Public Feedback on Concept Drawings (Open House and Focus Groups)April 15-30, 2013• Design drawings and Tender Documents ready for issue on June 15, 2013It is the Township’s expectation that work will progress in an organized and timelymanner.5.0 Proposal EnquiriesAll enquires should be written and emailed directly to:Rick Daykin, Manager of Parks & Facilities ServicesEmail: Rick.Daykin@esquimalt.ca6.0 Proposal RequirementsThe Proponent shall provide the following information:• Title page:o Reference the RFP number and title, the firm’s address, the nameand number of the contact person and the date of the Proposal.• Transmittal Letter:o A signed letter briefly stating the Proponent’s understanding of theservices required, benefits they bring to the Project, thecommitment to perform the services as requested and confirmedreceipt of all addenda, if applicable.• Section 1 - Understanding of the Scope of Work:o Develop a narrative demonstrating the Proponent’s clearunderstanding of the objectives and expected deliverables of thework, detail any assumptions the Proponent has made preparingthe Proposal. Include here, any other services not identified in theScope of Work.• Section 2 - Work plan and Methodology:o Information providing details. The proposal should be clear andconcise with a methodology and corresponding task list detailingsteps to fully understand all issues and concerns, and address howall aspects of the Scope of Work will be carried out.• Section 3 - Schedule:o Provide a schedule that shows completion of the work.• Section 4 – Proponents and staff qualifications and roles:Page 5 of 12

o The Proponent shall provide information on key individuals that willbe undertaking this Work. This information should highlight how thevarious individuals will be involved in the project and their relevantexperience. If a sub-consultant/contract is also to be utilized, thisinformation should also to be supplied.• Section 5 - References:o Provide a minimum of 3, maximum of 5 reference projects that aresimilar in nature. Information should provide details on past projectsthe Proponent has completed that are similar to this project anddemonstrate the Proponent’s suitability. Each reference shallcontain the following: Name of the contact person. Position of contact person held in the previous project Phone number and email address Project name/description/cost of project• Section 6 - Quotation:o Quotation to complete the works. Break out the drawings andtender documents preparation and the project management as twoseparate line items.7.0 Evaluation CriteriaThe following criteria outlined below will be utilized in the evaluation of theProposals.• Project Methodology– 20 points• Team Experience and Capacity– 20 pointsCost (Design & Tender Documents and Project Management) – 30points• Schedule – 20 points• Past Performance/References– 10 points8.0 General InstructionsThe following instructions, terms and conditions apply to all Proposals related tothis Request for Proposal.12.1 The Corporation of The Township of Esquimalt expressly reserves rightsto the following:12.1.1 To accept any Proposal;12.1.2 To reject any and/or all irregularities in the Proposal submitted;12.1.3 To reject any and/or all Proposals;12.1.4 To accept a Proposal that is not the lowest cost;Page 6 of 12

12.1.5 To make decisions with due regard to quality of service andexperience, compliance with requirements and any other suchfactors as may be necessary in the circumstances;12.1.6 To work with any Participant who’s Proposal, in the opinion of theManagement, is in the best interest of The Township.12.1.7 To cancel or reissue the RFP.12.2 All Proposals must be submitted to the Parks and Recreation ServicesDepartment. Proposals are to be in one sealed envelope or appropriatepackaging, containing THREE (3) copies, addressed to:Rick Daykin, Manager of Parks & Facilities ServicesCorporation of the Township of Esquimalt527 Fraser StreetEsquimalt, British ColumbiaV9A 6H6The name and address of the Proponent must appear on the outside ofthe packaging. The packaging must display the Request for Proposal title,due date and time.Due Date and TimeMarch 15, 2013 2:00 PM local time12.3 A Proposal will not be considered if it is deemed to be incomplete in anyfashion or unsigned by the appropriate authority.12.4 Any Proposal received after the hour and date specified will not beconsidered and will be returned unopened.12.5 Telephoned, e-mailed and faxed Proposals will not be accepted.12.6 Modification of a Proposal after RFP closing date will result in the return ofthe Proposal.12.7 Any contract that may be entered into as a result of this Proposal will besubject to the laws of the Province of British Columbia.12.8 It is the responsibility of the Proponent to thoroughly examine thesedocuments and satisfy itself as to the full requirements of this RFP.Page 7 of 12

12.9 While The Township has used considerable effort to ensure an accuraterepresentation of information in this RFP, the information contained herein issupplied solely as a guideline for Proponents. The information is not guaranteedto be accurate, nor is it necessarily comprehensive or exhaustive. The Townshipwill assume no responsibility for any oral information or suggestion(s).12.10 Proponents are solely responsible for their own expenses in preparinga response and for subsequent negotiations, if any. If The Township elects toreject all responses, The Township will not be liable to any Proponent for anyclaims, whether for costs or damages incurred by the Proponent in preparing theresponse, loss of any anticipated profit in connection with any final contract, orany other matter whatsoever.12.11 All documents, reports, proposal submissions, working papers or othermaterials submitted to The Township shall become the sole and exclusiveproperty of The Township and as such, are subject to Freedom of InformationLegislation. To request documentation confidentiality, proponents must submit acovering letter, with their proposal, detailing the specifics of their request.12.12 Except as expressly and specifically permitted in these GeneralInstructions to Proponents, no Proponent shall have any claim for anycompensation of any kind whatsoever, as a result of participating in the RFP, andby submitting a proposal each Proponent shall be deemed to have agreed that ithas no claim.12.13 The Proponent warrants that the Proponent is not employed by TheTownship, nor is an immediate relative of such an employee, if the goods orservices to be supplied under this Proposal are intended to be supplied to thedepartment in which such employee works.12.14 If the Proponent is a company, the Proponent warrants that none of itsofficers, directors or employees with authority to bind the company is animmediate relative of employees of The Township, if the goods or services to besupplied under this proposal are intended to be supplied to the department inwhich such employee works.12.15 In this section “Immediate Relative” means a spouse, parent, child,brother, sister, brother-in-law, or sister-in-law or a municipal employee.Page 8 of 12

12.16 If any director, officer, employee, agent or other representative of aProponent makes any representation or solicitation to any Mayor, Councillor,officer or employee of The Township with respect to the Proposal, whether beforeor after the submission of the Proposal, The Township shall be entitled to rejector not accept the Proposal.12.17 The key personnel named in the Proponents RFP response, shallremain in these key positions throughout the project. In the event that keypersonnel leave the firm, or for any unknown reason are unable to continuefulfilling their role, the Proponent must propose a suitable replacement, andobtain written consent from The Township. Acceptance of the proposedreplacement is at the sole discretion of The Township.12.18 Any and all addendums to this RFP opportunity will be forwarded to allprospective Proponents. It is the sole responsibility of participants to ensurethey have provided accurate contact information to receive all addendums priorto RFP closing.12.19 Proponents responding to this competitive process agree to the termsand conditions of the Proposal opportunity as issued by The Township.Submissions shall not contain any alterations to the posted document other thenentering data in the spaces provided or including attachments as necessary.Participants who alter the document as issued may be disqualified from thiscompetition.12.20 The Proponent shall indemnify and save harmless The Township andits officials, officers, employees and agents from any claim, lawsuit, liability, debt,demand, loss or judgment (including costs, defence expense and interest)whatsoever and howsoever arising either directly or indirectly as a result of thegranting of this contract or the use of The Township’s property or facilities.12.21 The Proponent shall waive all rights or subrogation or recourse againstThe Township as a result of the granting of this contract or the use of TheTownship’s property or facilities.12.22 The Proponent shall indemnify and pay The Township promptly, ondemand for any loss or damage to The Township’s property and facilities arisingPage 9 of 12

either directly or indirectly as a result of the use of the property or facilities underthe terms of this contract.12.23 The successful proponent must possess an inter-municipal or nonresidentbusiness licence and will be required to provide evidence of same.12.24 The Proponent must be registered and remain in good standing,throughout the terms of this contract with the WorkSafe BC and will berequired to provide evidence of same.12.25 INSURANCEThe Proponent shall, at their own expense, provide and maintain until thecompletion of the Project the following insurance in a form acceptable to TheTownship with an insurer licensed in British Columbia:12.25.1.1 Comprehensive General Liability Insurance$2,000,000.0012.25.1.2 Professional Liability$1,000,000.00The Proponent shall provide and maintain Comprehensive General LiabilityInsurance with a minimum limit of $2,000,000 and Professional Liability with aminimum limit of $1,000,000 inclusive per occurrence, for bodily injury, death andproperty damage.Such policy shall include:The Township and its officers, employees, officials, agents, representatives andvolunteers as Additional InsuredCross liability and a waiver of subrogation or recourse against The TownshipThirty (30) days prior written notice of cancellation or reduction in coverage infavour of The Township, to be delivered by registered mail to the attention of theRisk Manager at the address of Municipal Hall.The Proponent shall be responsible for any deductibles or reimbursementclauses within the policy.The Proponent shall provide The Township with a Certificate of Insurance prior tothe commencement of the Proponent programs and within two weeks of theexpiry date of the policy to evidence renewal of the policy and continuouscoverage.The Township shall be under no obligation to verify that the coverageoutlined in Clause 12.25.2 is adequate for the needs of the Proponent.12.26 All Proposals shall be irrevocable to remain open for acceptance for atleast (60) sixty days after closing time, whether or not another Proposal has beenaccepted.Page 10 of 12

12.27 BEST OFFER12.27.1 The Township will notify the successful Proponent that its Proposal hasbeen selected as the Best Offer. A contract is formed only when the ownerissues a purchase order to the selected Proponent who has submitted theBest Offer.Page 11 of 12

APPENDIXPage 12 of 12