Title - Sujet A&E-Carleton Martello Tower Repairs. Solicitation No. - N de l'invitation EC /A

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1 1 1 RETURN BIDS TO: RETOURNER LES SOUMISSIONS À: Bid Receiving Public Works & Government Services Canada/Réception des souissions Travaux publics et Services gouvernementaux Canada 1713 Bedford Row Halifax, N.S./Halifax,(N.E.) B3J 1T3 Halifax Bid Fax: (902) SOLICITATION AMENDMENT MODIFICATION DE L'INVITATION The referenced document is hereby revised; unless otherwise indicated, all other terms and conditions of the Solicitation remain the same. Ce document est par la présente révisé; sauf indication contraire, les modalités de l'invitation demeurent les mêmes. Title - Sujet A&E-Carleton Martello Tower Repairs Solicitation No. - N de l'invitation EC /A Client Reference No. - N de référence du client EC GETS Reference No. - N de référence de SEAG PW-$PWA File No. - N de dossier PWA (219) CCC No./N CCC - FMS No./N VME Solicitation Closes - L'invitation prend fin at - à 02:00 PM on - le F.O.B. - F.A.B. Plant-Usine: Destination: Other-Autre: Address Enquiries to: - Adresser toutes questions à: Richard (PWA), Linda Telephone No. - N de téléphone (902) ( ) Destination - of Goods, Services, and Construction: Destination - des biens, services et construction: Amendment No. - N modif. 002 Date Time Zone Fuseau horaire Atlantic Daylight Saving Time ADT Buyer Id - Id de l'acheteur pwa219 FAX No. - N de FAX (902) Comments - Commentaires Vendor/Firm Name and Address Raison sociale et adresse du fournisseur/de l'entrepreneur Instructions: See Herein Instructions: Voir aux présentes Delivery Required - Livraison exigée Delivery Offered - Livraison proposée Vendor/Firm Name and Address Raison sociale et adresse du fournisseur/de l'entrepreneur Issuing Office - Bureau de distribution Atlantic Region Acquisitions/Région de l'atlantique Acquisitions 1713 Bedford Row Halifax, N.S./Halifax, (N.E.) B3J 3C9 Halifax Nova Scot Telephone No. - N de téléphone Facsimile No. - N de télécopieur Name and title of person authorized to sign on behalf of Vendor/Firm (type or print) Nom et titre de la personne autorisée à signer au nom du fournisseur/ de l'entrepreneur (taper ou écrire en caractères d'imprimerie) Signature Date Page 1 of - de 1

2 EC /A - AMENDMENT 2 Question 1 We note that the Price Proposal Form refers to GC 5.2 and GC 5.4 which are not included with the RFP On the internet we have found on the buyandsell site, Archived General Conditions (GC) 5 Terms of Payment. Within that site, GC 5.2 defines Fee Arrangement(s) for Services and GC 5.4 describes Payment for Services. Is this the site that lays out how PWGSC mandates the fees to be calculated and apportioned between the services, and to which Proponents should refer? Assuming that we are referring to the site that PWGSC intends, we note the following under GC 5.4 Payment for Analysis of Project Requirements and Design Concept: Upon acceptance of the design concept documents, an amount equal to 10 percent of the fee ; We also read a mandated distribution of the rest of the services (Design Development, Construction Documents, Tender, Contract Administration, Warranty Services). Do these paragraphs lay out how PWGSC wishes to divide the fees between the services? If the fees up to the end of the Concept include all of the services described in RS1 Pre-Design, then 10% of the fee will fall substantially short of the fee required to cover the level of effort by the consulting team. We request that RS1 Predesign be removed from the percentage-based fee, and paid at hourly rates. Considering that there is always uncertainty about what can transpire during pre-design work on a historic conservation project, this is the fairest way to establish a balance between the consultant s level of effort and compensation. We also request that the Price Proposal Form be amended so that the proponents list their own distribution of the percentage-based fee for Concept, Design Development, Construction Documents, Tender and Award, and Construction Phase services (including Commissioning and Warranty Services). The fee arrangement is fixed and will not change. GC 5.2 and 5.4 are subsections of General Condition (GC) 5 Terms of Payment Architectural and/or Engineering Services ( ) R1230D. As stated on page 19, The actual percentage fee for Required Services will recognize the variability of the Construction Cost Estimate as the project develops (refer to formula specified in GC 5.2 Fee Arrangement(s) for Services. Payments will be made as specified in GC 5.4 Payments for Services.

3 These General Conditions outline the provisions for payment to Consultants for Architectural Services. Section GC 5.1 states the following: NOTE TO TRANSLATION: PLEASE DO NOT TRANSLATE HIGHLIGHTED TEXT - THANKS 1. Subject to the terms and conditions of the Agreement, and in consideration for the performance of the Services, Canada shall pay to the Consultant a sum of money calculated in accordance with the provisions herein and the Agreement Particulars. 2. The Consultant's fees are only payable when the Consultant has performed the Services as determined by the Departmental Representative. Payment in respect of a Service, or part of a Service, is not to be deemed a waiver of Canada's rights of set off at law or under the Agreement for costs or expenses arising from default or negligence of the Consultant. 3. The maximum amount payable under the Agreement, including fees and disbursements, shall not exceed the sum specified in the Agreement Particulars, without the prior written authorization of the Departmental Representative in accordance with the terms of the Agreement. R1230D GC 5.2 Fee Arrangement(s) for Services outlines the following: The fee to be paid to the Consultant for the Services described herein, shall be determined by one or more of the following arrangements as specified in the Agreement Particulars: a. Percentage Fee The calculation of the total fee recognizes the variability of the Construction Cost Estimate as the Project develops. The fee for the various Services of the Project development shall be calculated on the basis of the following formula: An amount equal to F x A Where F = the percentage specified in the Agreement Particulars, and A = as follows: i. At Analysis of Project Requirements and Design Concept: A = the Construction Cost Estimate at the time of signing the Agreement. ii. iii. iv. At Design Development: A = the accepted preliminary Construction Cost Estimate prepared on completion of the design concept documents. At Construction Documents: A = the accepted updated Construction Cost Estimate prepared on completion of the design development documents. At Tender Call and Tender Evaluation: A = the accepted final Construction Cost Estimate prepared on completion of the construction documents. v. At Construction and Contract Administration and Post Construction Warranty Review: A = the Construction Contract Award Price. The total fee is adjusted in accordance with the terms of any authorization pursuant to GC 5.8.

4 R1230D GC 5.4 Payments for Services states the following: 1. Payments in respect of the percentage fee arrangement shall be made during the performance of the Services, on the basis of the fee calculations as described in GC (a), for each of the Services equal to the amounts specified below: a. Payment for Analysis of Project Requirements and Design Concept: Upon acceptance of the design concept documents, an amount equal to 10 percent of the fee; b. Payment for Design Development: Upon acceptance of the design development documents, an amount equal to 15 percent of the fee; c. Payment for Construction Documents: Upon acceptance of the construction documents, an amount equal to 45 percent of the fee; d. Payment for Tender Call, Tender Evaluation and Contract Award: Upon award of the Construction Contract, or upon completion of tender evaluation(s) in such cases where Canada does not award a Construction Contract for reasons other than those specified in subsection 6 below, an amount equal to 5 percent of the fee; e. Payment for Construction and Contract Administration: Upon interim completion of the Construction Contract, an amount equal to 22 percent of the fee; f. Payment for Final Completion and Post Construction Warranty Review: Upon reporting to the Departmental Representative on the status of the defects at the end of the warranty period(s) an amount equal to 3 percent of the fee. 2. Payments in respect of the fixed fee arrangement shall be made upon satisfactory performance of the Services but such payments shall not exceed the amount(s) as specified in the Agreement Particulars, for each Service. 3. Payments in respect of the time based fee arrangement shall be made upon satisfactory performance of the Services but such payments shall not exceed the amount(s) as specified in the Agreement Particulars, for each Service. 4. Progress payments, in respect of all fee arrangements, shall be made in accordance with GC 5.3 of the Agreement, but such payments shall not exceed the value of the fee indicated for each Service under consideration. 5. Progress payments in respect of construction and contract administration for percentage fee or fixed fee arrangements may be made in proportion to the percentage of the construction work completed and approved for payment under the Construction Contract. 6. If, for reasons attributable to the Consultant, a price cannot be obtained by a tender or negotiation within the Construction Cost Limit, or acceptable to the Departmental Representative for the award of the Construction Contract, the Consultant shall be entitled to receive payment for the tender call, bid evaluation and construction contract award Services, only when the requirements of GC , have been met.

5 Question 2: SRE Understanding of the Project, under information that should be provided, we read: The relationship between this commission and any earlier studies completed for PWGSC/PCA. Does the reference to earlier studies refer to earlier studies done on the Carleton Martello Tower, or to earlier studies of a relevant nature done by the proponent on possibly other projects for PWGSC/PCA? This sentence refers to earlier studies done on the Carleton Martello Tower. Question 3: In Appendix C Price Proposal Form (p. 20 of 107 in the RFP document), the information for the Time-Based Fees for Resident Construction Services Representative mentions 20 hours per week x 90 weeks. In section AS2 Resident Construction Services Representative (p. 101 of 107 in the RFP documents), the information states 20 hours per week for the first 120 weeks. Could you please clarify which number of weeks is correct (90 or 120)? 90 weeks is the correct number for the Resident Construction Services Representative: Question 4 With regards to the travel disbursements, there seems to be a contradiction between the French and English RFP documents. In the English version of Appendix C Price Proposal Form (p. 20 of 107 in the RFP document) it is written that Travel time and/or expenses will not be reimbursed separately, but the following page mentions pre-approved travel costs. In the French version of the RFP in section Annexe C Formulaire de proposition de prix (page 21 of 112 of the RFP document), it is written «Les frais de déplacement seront remboursés pour les services de restaurateur de maçonnerie et de restaurateur de métaux, mais le temps de déplacement ne sera pas remboursé». Please clarify which version presents the correct information and which disbursements, if any, will be reimbursed.

6 In Appendix C Price Proposal form, the following should apply: For 1.0 Required Services: travel time is to be included in the percentage fee and will not be reimbursed separately. Pre-approved travel expenses will be reimbursed as outlined in Disbursements, A. Travel Disbursements, page 21 of 107. For 2.0 Time-based Fees for Additional Services: both travel time and travel expenses will be reimbursed for the Masonry and Metals Conservator Services. Travel time will form part of the Included Hours in Column A. Travel expenses will form part of the Travel Disbursement limit described under Disbursements, A. Travel Disbursements, page 21 of Under RS Site Visits The following paragraph is to be inserted: It is anticipated that the repair of the exterior wall of the Tower will involve incrementally dismantling and rebuilding the exterior wythe and rubble core of the full wall of the Tower, in several small areas at a time. Provide site visits by Conservation Structural Engineer or his/her trained engineering representative, at a frequency required to direct the incremental dismantling and rebuilding, and to conduct any monitoring that is required, to ensure structural stability and construction safety. It is anticipated that a weekly site visit by an engineer of one to two day s duration will be required during these operations. 6. Question SRE6 Submission Requirements Checklist In SRE 6 Submission Requirements Checklist, we note that the Integrity Provisions lead to a website, but we have not found the specific requirements to include. In past proposals, the requirements have been defined as a list of directors and/or owners. Is that what we should submit with this proposal? Please submit a list of your board of directors with your proposal. All other terms and conditions remain unchanged.

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