DISTRICT OF BARRIERE REQUEST FOR PROPOSAL

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1 DISTRICT OF BARRIERE REQUEST FOR PROPOSAL SUPPLY AND INSTALLATION OF FLAT ROOF SYSTEM AND RELATED REPAIRS RFP No SUMMARY OF REQUIREMENT The District is planning on reroofing the existing flat roof on the municipal building known as the old HY Louie building at 4609 Barriere Town Rd in Barriere with an insulated, properly drained, SBS roof (styrene-butadiene-styrene modified Bituminous membrane roofing). This is to obtain prices for this work. Please note this request is specific to an SBS roof only. The roof area is approximately 9,000 sq. ft. (832 sq.m.). Most of the mechanical has already been removed from the roof and these areas will require some amount of repair. There would have to be further discussion with the successful contractor around what if any mechanical will be going on the new roof as there are plans for a different type of heating/cooling system. The exact locations of roof drain and plumbing vents will also have to be confirmed by the District at the time of the work. There are some minor repairs required to the existing sheathing and the existing mansard (overhang) is planned to be removed. This last item and the removal of the dog house will most likely be done completely or partially by others so please feel free to quote on just the roof replacement. The logistics of completing these two items will have to be coordinated between the successful contractors and the District. If you are interested, please provide separate quotes for the Mansard Removal and Replacement with Parapet from the Roof Replacement. We understand the work would most likely have to wait until warmer weather, but please include a possible construction timeframe as well in your response. WORK DETAILS Mansard Removal and Replacement with Parapet (similar to sketch at end of RFP) 1) Remove and dispose of the existing mansard on three sides of the building including the sheet metal cap flashing, cladding, abandoned electrical equipment, wood framing and associated roofing; and, 2) Build stucco-ready framed parapet on front and front sides (color and design to be approved by the District) and cap appropriately (to be discussed). Sides should step down to 6 (final design to be determined) in one or two steps starting at the height of the front corners (approximately 2 ). Design ideas welcome as part of your proposal.

2 Roof Replacement 1) Remove and dispose of the existing sheet metal cap flashing from all perimeters; 2) Remove and dispose of the existing roofing which consists of 1/2" fiberboard with EPDM membrane on OSB sheathing which covers approximately 30% of the roof area and this same assembly over top of a previously existing roof assembly consisting of 3.5" of Type 1 EPS insulation with tar and gravel roofing on a steel deck which accounts for approximately 70% of the roof area; 3) Repair the damaged OSB sheathing where it has rotted away; 4) Repair all sheathing where redundant equipment and vents were situated; 5) Install a 6mil poly vapour retarder; 6) Install two layers of 2" ISO insulation (4 total); 7) Mechanically attach an asphaltic overlay board; 8) Install a two ply SBS torch-on roof system; 9) Replace up to eight roof drains to drain inside building at locations confirmed by the District; 10) Replace all plumbing and mechanical flashings; 11) Install new sheet metal cap flashing to all perimeters; 12) Do a thorough clean-up. Please include all materials in pricing. 2. GENERAL INFORMATION AND INSTRUCTIONS TO RESPONDERS Proposals, rather than tenders, have been requested in order to afford the proponents a more flexible opportunity to employ their expertise and innovation, thereby satisfy the District s needs in a more cost-effective manner. Proposals should be based on the above Work Details and the attached sketch Time Frame To be eligible, completed proposals must be submitted electronically to: Colleen Hannigan, CAO District of Barriere at All proposals must be received by 2:00 p.m. Pacific Standard Time on Monday, March 17, Errors, Omissions, Clarifications All questions and requests for clarification relating to the Request for Proposal process and/or identification of any errors or omissions in the Request for Proposal documents

3 shall be directed to Colleen Hannigan (250) , or via to 2.3. Proposal Submissions The District of Barriere will not be held liable for any costs incurred in the preparation of this proposal Proposal Contents All proposals shall provide all detailed information as requested in the RFP document. Failure to be fully responsive in accordance with the RFP request for all detailed information may result in rejection of a proposal without further consideration by the District of Barriere Late Proposals Late proposals will not be accepted Signed Proposals The proposal must be signed by a person authorized to sign on behalf of the contractor binding the contractor to statements made in response to this Request for Proposal. Scanned documents are acceptable Proposal Validity Proposals will be open for acceptance for at least 90 days after closing date Pricing Prices will be firm for the entire contract unless the Request for Proposal specifically states otherwise or significant changes are required at which time pricing may be renegotiated Irrevocability of Proposals By submission of a clear and detailed written notice, the contractor may amend or withdraw its proposal prior to closing date and time. Upon closing time, all proposals become irrevocable. By submission of a proposal, the contractor agrees that should the proposal be successful, the contractor will enter into a contract with the District Freedom of Information and protection of Privacy Act. The District is subject to the provisions of the Freedom of Information and Protection of Privacy Act. As a result, while the Act offers some protection for the third party business interests, the District cannot guarantee that any information provided to the District can be held in confidence.

4 3. PROPOSAL EVALUATION AND SELECTION PROCESS 3.1. Proposal Evaluation All proposals will be initially evaluated by staff to assess the qualifications and capabilities of respondents to meet the minimum standards specified in the RFP. Throughout the evaluation process, the District at its sole discretion, may request additional written clarifications and/or supplemental information from selected respondents as part of the initial evaluation process The lowest or any proposal will not necessarily be accepted. The District of Barriere reserves the right to accept any proposal in whole or in part unless otherwise stipulated. 4. CONTRACT AWARD/RIGHT TO TERMINATE 4.1. The acceptance by the District of proposals submitted by the proponents under the Request for Proposals is an invitation by the District to proponents to enter into negotiations for a contract and evinces the District s intention to consider proposals and, if it wishes in its sole discretion, to enter into negotiations with one or more of the proponents The District reserves the right to negotiate with the respective proponents any portion of any proposal received by the District The District, in its absolute and sole discretion, and according to its own judgment of its best interest, having regard for the greatest value that can be obtained on overall quality, service and price, reserves the full right to reject any or all proposals or alternative proposals for any reason whatsoever and continue negotiations with one or more of the other proponents The District retains a separate right to waive irregularities of a minor or technical nature. This right does not in any way waive the requirement of the proponents to submit a proposal in proper form as required by the proposal documents If the District at its absolute and sole discretion determines that it wishes to enter into a written contract or agreement with a proponent, the District will notify the successful proponent, in writing, by way of a notice of acceptance In the event that a single proposal is received, the District may open the proposal without further notice to any party Notice of award will be posted on the District s website,

5 4.8. The District of Barriere reserves the right to terminate this contract at its sole and absolute discretion upon 30 days written notice, and the service provider will have no rights or claims against the District By submission of a proposal, the proponent agrees that should it be identified as a successful proponent, it is willing to enter into a contract with the District of Barriere for provision of the work Contractor Submission Each contractor must include 3 references The Contractor will also be required to indicate what their guarantee is in the work completed. 5. MANDATORY The successful proponent must supply the following information within two weeks of award of the contract: A copy of your current WorkSafe BC Clearance Letter. A copy of your District of Barriere Business License. A copy of your insurance acceptable to the District of Barriere. Draft Sketch of proposed parapet structure.

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