D ISTRICT OF P ORT H ARDY REQUEST F
OR P
ROPOSALS
Title: Architectural and Professional Design Services Port Hardy Multiplex
Reference No:
1220-20-499-2016
The District of Port Hardy invites Requests for Proposals (RFP) to provide comprehensive architectural and professional design services, including construction services, and contract administration of the Port Hardy Multiplex (Recreation Centre) expansion.
Proposal documents may be obtained
by email request to [email protected]
on the District of Port Hardy website http://www.porthardy.ca/your-municipal- hall/tenders
CivicInfo BC, Bids and Tenders
at the Municipal Hall, 7360 Columbia Street, P.O. Box 68, Port Hardy, BC, V0N 2P0 Telephone 250 949-6665 fax 250-949-7433
Sealed proposals clearly marked Port Hardy Multiplex RFP 1220-20-499-2016 will be accepted at the District office up to 4:00 p.m. Friday, February 26th, 2016.
Consultants are requested to submit three (3) copies of their proposal.
Submissions by Facsimile or Email will not be accepted.
The District reserves the right to reject any or all proposals and to accept the proposal that is deemed most favorable to the interests of the District.
For further information please contact:
Allison McCarrick, Chief Administrative Officer Phone (250) 949-6665 or [email protected]
T ERMS OF R EFERENCE
D ISTRICT OF P ORT H ARDY
Title: Architectural and Professional Design Services Port Hardy Multiplex
Reference No:
1220-20-499-2016
The District of Port Hardy invites Requests for Proposals (RFP) to provide comprehensive architectural and professional design services, including construction services, and contract administration of the Port Hardy Multiplex (Recreation Centre) expansion.
1. Background
The current Port Hardy Multiplex (Recreation Centre) located at 7400 Columbia Street in Port Hardy, B.C. is managed by the District of Port Hardy.
The Aquatic Centre building accommodates a 25m indoor community pool, hot tub, sauna, public change-rooms, washrooms, a lobby, as well as staff offices. There is an adjacent Ice Arena and multipurpose Civic Centre. All three buildings are connected and accessible through the lobby area with an additional main entrance addition to the Civic Centre.
The main emphasis will be on the design and construction management of a new Aquatic Centre with upgrades to the adjoining buildings where required and an expansion of rooms to provide additional services.
The swimming pool is over 40 years old, and as such has approached the end of its
“active” lifespan. The pool facility, which opened in 1973, was constructed as a single storey pre-engineered steel framed building with metal wall and roof decking.
A comprehensive condition assessment has been completed by Stantec Consulting Ltd. ( September, 2015) and is available for review.
2. Scope of Work
The Project Consultant will:
a. Have an initial meeting with Senior Staff and the Multiplex Committee in Port Hardy to review and potentially refine the contemplated scope of work.
b. If required, issue an interim report to the District CAO outlining the refined scope of work, budget, work plan and schedule.
c. Review the Port Hardy Aquatic Centre Condition Assessment report, (Stantec - September 2015).
d. Provide a Concept Design Report with preliminary magnitude of cost. Obtain approval from the District on the design concept and budget prior to proceeding to the next phase.
e. Provide Schematic Design documents, including project scope brief and costing.
Present schematic design documents to the District Multiplex Committee. Provide probable construction cost information for the design option(s). Obtain approval from the District on the schematic design and budget prior to proceeding to the next phase.
f. Provide Design Development documents, including project scope brief and costing.
Present design development documents to the District Multiplex Committee. Update probable construction cost information based on the design development. Obtain approval from the District on the design development and budget prior to proceeding to the next phase.
g. Prepare for the District, construction documents including specifications and drawings setting forth in detail the requirements for construction of the project. Obtain
approval from the District on the construction documents and budget prior to proceeding to procurement.
h. Prepare procurement documents. Provide an updated statement of probable construction cost.
i. Participate in the evaluation of submissions and selection of a construction team if requested by the District.
j. Manage the construction process.
k. Submit a final report including construction as-builts.
The Project Consultant will provide two hard copies plus a digital version of all deliverables. All documents, files, and digital materials will become the property of the District, to be used as the District deems appropriate.
3. Timeline (Proposed)
RFP Closing February 26, 2016 @ 4:00 p.m. unless
amended by the District.
Proposal Evaluation February 29 to March 4, 2016 unless amended by the District.
Award Contract March 7, 2016 unless amended by the
District.
Design Services March to December 2016 unless amended
by the District.
Procurement Services To begin in January 2017 unless amended by the District.
Construction Services To begin by May 2017 unless amended by the District.
Completion January 2018 unless amended by the District.
The District reserves the right to make changes to the proposed timeline.
4. Budget
a. Provide a schedule of fees for each major phase or key task required to complete the project, including those that may be considered as optional items.
b. Prepare preliminary and detailed cost estimates at conceptual, schematic and detailed design stages.
c. Provide costing at 50% and 95% of the Design Development stage.
d. Provide a pre-procurement updated cost estimate based upon the 100% design submission set for the proposed construction.
e. During schematic or early design development, present lifecycle cost estimate for capital renewal and maintenance of facility that will inform options for detailed design decisions.
f. All prices shall be in Canadian Funds and are to show taxes (if applicable) separately.
5. Commitment by the District
The District will make the following available to the Project Consultant at no cost:
a. existing maps, plans, copies of relevant bylaws, reports, etc.;
b. District meeting rooms and venues, when available and when arranged in advance through District Administration.
6. Consultant’s Proposal
Consultants are requested to submit three (3) copies of their proposal with the following support information:
a. Full name, address and telephone number of the submitting office of the proponent and where applicable, the name, address and telephone number of any branch office, affiliate or sub consultant(s)/sub-proponent(s) that will be involved in the project.
The sub-proponents and sub-consultants listed in the proposal may not be changed without the written consent of the District of Port Hardy.
b. The proposal shall identify the proposed project manager who will be the single point of contact, responsible for direct interaction with the District. State his/her position and professional discipline. Describe the work to be performed by the project manager, his/her qualifications and substantive experience directly related to the proposed project.
c. The proposal shall list key individuals including the project manager who will have major responsibilities for the performance of the project. Describe the work to be performed by each listed individual and their qualifications in terms of education and substantive experience directly related to the proposed project.
Identified Key Project Team members may only be replaced with written approval of the District of Port Hardy.
d. The proposal is to include a list of experience on similar projects and descriptions as to how the proponent would handle administration, design phases and overall project management.
e. The proposal should contain a schedule that outlines each phase required in the scope of work.
f. The proposal must include a written commitment from the proponent that this schedule will be maintained.
g. The proposal should contain an outline of strategies and skills that will be used to manage the project’s expectations, resources, budget, and quality control. Discuss how each task will be carried out and what services or interaction is required from/with the District. Suggest alternatives, if appropriate. Identify any specialized equipment, unique approaches, or concepts or cost saving measures, which your company may use, relevant to the required services.
h. The proponent is encouraged to include innovative, alternative or unique solutions to the proposal subject that may include cost savings, improved environmental impacts, energy and/or carbon saving initiatives, better public relations and/or project
acceptance, reduced risk, improved management or administrative efficiencies, etc.
i. The proponent, and any proposed sub-proponents and sub-consultants, must provide a WorkSafe BC (Workers Compensation Board) Registration Number in the proposal and, at the time of signing a contract agreement, must provide proof of good standing with WorkSafe BC, including confirmation of payment of all related fees/claims.
j. The proposal must include a schedule of fee and disbursements as to adequately perform the project.
k. In addition a schedule of hourly rates should be included to be used in the event of unforeseen extra work. It is suggested that this schedule should include, but not be limited to, the following:
i) hourly rates of all individuals identified to be working on the project, office staff, etc.;
ii) hourly rates of all other field staff, sub-proponents and sub-consultants;
iii) travel costs;
iv) any other costs not included in the above.
l. All prices shall be in Canadian Funds and are to show taxes (if applicable) separately.
7. General Terms, Instructions and Conditions
a. Except as expressly and specifically permitted in these instructions, no proponent shall have any claim for any compensation of any kind whatsoever as a result of
participating in the RFP and by submitting a proposal each proponent shall be deemed to have agreed that it has no claim.
b. This RFP is not a tender and does not commit the District in any way to select a preferred proponent, or to proceed to negotiations for a contract, or to award any agreement, and the District reserves the complete right to at any time reject all proposals, and to terminate this RFP process.
c. By submitting a proposal and participating in the process as outlined in this RFP, proponents expressly agree that no contract of any kind is formed under, or arises from, this RFP, prior to the signing of a formal written contract.
d. The District reserves the right to enter into negotiations with one or more proponents in order to best serve the needs of the District.
e. The RFP Acknowledgment Form must be completed and returned immediately to:
District of Port Hardy
Attention: Allison McCarrick, Chief Administrative Officer PO Box 68, 7360 Columbia Street, Port Hardy, BC V0N 2P0 Fax: 250 949-7433 / Email: [email protected]
Any changes, addendums, new information and answers to proponent questions will be sent only to those proponents who return this form.
f. The consultant will be authorized to proceed only upon approval of the District Council and the issuance of an approved purchase order.
g. Monthly invoices will be required before the District will make payments. Each invoice must be accompanied by a detailed progress report. Each invoice must include a breakdown of hours, rates and expenses.
8. Evaluation Criteria and Selection
a. The District reserves the right to select the proposal that, in the opinion of Council, best addresses the needs of the District. The lowest priced proposal will not necessarily be selected.
b. The District reserves the right:
i) to reject any or all proposals, or any part thereof;
ii) to accept the proposal that is in the best interest of the District;
iii) to negotiate the terms of any proposal;
iv) to select a consultant based on a combination of relevant experience, expertise, cost, schedule and completeness and clarity of submission.
c. Evaluations will be based on the inclusiveness of the proposal. Criteria for evaluation will include but is not limited to the following:
i) proposal received prior to closing;
ii) sub-consultant list submitted;
iii) project manager and team identified;
iv) proposed schedule;
v) written commitment to maintain schedule;
vi) reference list;
vii) cost savings, energy and/or carbon saving initiatives;
viii) project phase costing and hourly rates;
ix) complete proposal as requested;
x) WorkSafe BC information included;
xi) qualifications and experience of firm and project team members;
xii) project management experience specific to the scope of work;
xiii) clarity of proposal;
xiv) overall project price.
9. Freedom of Information
The District of Port Hardy is subject to the British Columbia Freedom of Information and Protection of Privacy Act and as such any reports and/or documents produced on behalf of the District are subject to public review under the Act.
10. Ownership
All information generated and presented through the course of this project will become the property of the District of Port Hardy, including, but not limited to:
a. drawings;
b. written and electronic material including sketches, illustrations and graphic material;
c. presentation boards;
d. with the exception of material expressly protected by copyright, any information submitted to the project team becomes the property of the District.
11. Reporting
The project consultant will report to Allison McCarrick, Chief Administrative Officer or designate.
RFP Acknowledgement Form Request for Proposals 1220-20-499-2016
Architectural and Professional Design Services
Port Hardy Multiplex
Please complete this form and return immediately to:
District of Port Hardy
Attention: Allison McCarrick
PO Box 68, 7360 Columbia Street, Port Hardy, BC V0N 2P0 Fax: 250 949-7433
Email: [email protected]
Any changes, addendums, new information and answers to proponent questions will be sent only to those proponents who return this form.
Company Name ________________________________________________________
Address ________________________________________________________
________________________________________________________
Contact Person ________________________________________________________
Title ________________________________________________________
Phone Number ________________________________________________________
Fax Number ________________________________________________________
Email Address ________________________________________________________
Correspondence relevant to this RFP that is deemed to be of an urgent nature may be sent by:
Fax Email
Date ________________________________________________________
Signature ________________________________________________________
Title ________________________________________________________
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