Request for Proposal

Transcription

1 Request for Proposal P FACILITY CONDITION ASSESSMENT AND CAPITAL PLANNING STUDY Sealed proposals addressed to Chris Roberts, Buyer, 2nd Floor, Municipal Operations Complex, 175 Rothesay Avenue, Saint John, N.B., E2L 2BJ, and marked on the envelope: PROPOSAL P FACILITY CONDITION ASSESSMENT AND CAPITAL PLANNING STUDY will be received until 4:00 p.m. A.D.T., Thursday, October 14, 2010, for consulting services as outlined in the specifications and terms and conditions. Proposals will be opened publicly in the office of the Purchasing Agent, 2nd Floor, Municipal Operations Complex, 175 Rothesay Avenue, immediately following the proposal submission deadline. The lowest or any proposal will not necessarily be accepted. Chris Roberts Buyer

2 Request for Proposal ( P) The City of Saint John is inviting a fee proposal from your firm for the provision of consulting services for the above noted project. 1.0 BACKGROUND The Facility Management Division of the City of Saint John is responsible for the operation and maintenance of City owned facilities as well as the development, implementation, and management of the facility capital renewal program. In general, the portfolio of facilities are intended for public use (e.g. community centres, arenas, pedways, etc.), operations (e.g. fire stations, works depots, etc.), and general administration (e.g. offices, etc.). The facilities range in age from the late 1800 s to recent construction. The City of Saint John is seeking to complete a to determine and evaluate the immediate, short, and long term capital renewal requirements that can be expected over the next 25 years. 2.0 OBJECTIVES The objectives of this are as follows: Conduct comprehensive Facility Condition Assessments (FCAs) of the specified buildings through visual, non destructive site assessments and review of existing building data and maintenance history; Identify and prioritize immediate, short, and long term capital renewal requirements for each facility, including provision of opinions of probable costs for each item; Develop the average capital renewal cost per square foot per year for each of the specified buildings; Estimate the current day replacement cost for each of the specified buildings; Calculate the Facility Condition Index (FCI) for each of the specified buildings, as well as the total FCI; Extrapolate the FCI over the entire facility portfolio using factors such as building use/type, age, and area; and Develop and analyze multiple funding scenarios for the specified buildings and for the facility portfolio (i.e. extrapolated data) illustrating the level of funding required to meet capital renewal requirements and to achieve a target FCI.

3 Various City Owned Facilities Page 3 of SCOPE OF WORK MINIMUM REQUIRMENTS At a minimum, the following should be included in the scope of work presented in your proposal. Any additional work not presented here, but recommended by your firm, should be described in your proposal in detail complete with a separate fee breakout (refer to Section 4.0 Value Added Services). 3.1 List of Facilities Included in the Study The following facilities will be included in the Study, and will be subject to comprehensive Facility Condition Assessments (FCAs). The results of the FCAs of these facilities (i.e. capital renewal requirements, costs, and FCIs) will be extrapolated over the remaining portfolio of City owned facilities as described in further detail below. A complete listing of the inventory of City owned facilities will be provided to the successful proponent upon award of the Contract. Facility ID Building Description Location 006 Tourist Information Centre 1509 Saint John Throughway 014 Chipman Hill Pedway 22 Chipman Hill 028 Charles Gorman Arena 80 University Avenue 036 Forest Hills Canteen 651 Westmorland Road 051 Carleton Community Centre 120 Market Place 072 Municipal Operations Complex 175 Rothesay Avenue 073 Fleet Garage 175 Rothesay Avenue 062 Fire Station No Loch Lomond Road 082 Works East Salt Storage Facility 525 McAllister Drive 3.2 Document Review Proponents shall review all available documentation including drawings, historical capital renewal and maintenance data, etc. to become familiar with the facilities and gather pertinent information required to complete the work. This information shall be made available upon award of the Contract. 3.3 Physical Condition Assessments Non destructive visual condition assessments shall be completed at each facility identified in Section 3.1 to identify the types of building systems present, their overall respective conditions, and any particular deficiencies which may be apparent. The visual assessments shall be completed by a multi disciplinary team of experienced professionals. At a minimum, the team should cover the following areas: Architectural (site elements, cladding, roof, windows, doors, interior finishes and systems, barrierfree accessibility, etc.); Structural (foundations, structure, etc.); Mechanical (plumbing, HVAC, etc.);

4 Various City Owned Facilities Page 4 of 14 Electrical (lighting, electrical components, etc.); and Life Safety (fire alarm, sprinkler, exiting, fire separations, etc.). Please note that the Mechanical System assessor shall not be the same individual as the Electrical System assessor unless the proponent can illustrate that the proposed team member has significant professional expertise in both of these areas. The same is true for other areas noted above. Digital photographs shall be taken by each discipline involved in the site assessments. Photographs shall include, at a minimum, building elevations, overviews of major building systems, and specific deficiencies observed during site assessments. Copies of the digital photographs shall be provided to the City of Saint John upon completion of this study in JPEG format, organized by facility and by discipline. In addition to the JPEG files, proponents shall include a photographic log in their final report. Proponents shall describe their methodology for the site assessments in detail in their proposals. 3.4 Capital Renewal Requirements and Opinion of Probable Costs Proponents shall identify and prioritize immediate, short, and long term capital renewal requirements for each facility based on the site assessments and documentation review. The capital renewal requirements shall be organized by major discipline and by anticipated year of expenditure. The evaluation term for this Study is 25 years. Capital renewal requirements shall be classified according to the following table: Immediate Requirements Building code, life safety, deterioration/damage that could result in significant cost or other liability if not addressed Short Term Requirements 2011 through 2015 Long Term Requirements 2016 and beyond Opinions of probable costs shall be developed for all capital renewal requirements and shall be equivalent to a Class D Estimate as described in Section 8.0. Proponents are responsible for collecting all necessary information from available documentation and site assessments to develop the opinions of probable costs (i.e. quantities, etc.). Capital renewal requirements and opinions of probable costs shall be provided in spreadsheet form consisting of one spreadsheet per facility, as well as a summary spreadsheet containing the requirements and costs for all facilities identified in Section 3.1. Proponents shall include a sample of their proposed spreadsheet in the Appendix of their proposals. The successful proponent will include an electronic copy of the final spreadsheet(s) in Microsoft Excel (2007 Edition) with their final report. Proponents shall describe their approach to identifying and prioritizing capital renewal requirements in their proposals. In addition, proponents shall describe what methods and/or sources they will use to assist in the development of the opinions of probable costs for this Study.

5 Various City Owned Facilities Page 5 of Facility Condition Index (FCI) Based on the capital renewal requirements and the building replacement cost estimate, the Facility Condition Index (FCI) for each of the specified buildings (refer to Section 3.1) shall be calculated by the successful proponent, as well as the total FCI. The successful proponent may present this element of the Study in tabular or graphical format, but they must present the replacement value for each building that is used in the calculation. In addition to the above, the City of Saint John wishes to develop a general understanding of the overall condition state of its entire facility portfolio. As such, proponents are to describe their proposed methodology for extrapolating the FCIs calculated for the assessed buildings over the entire portfolio of City owned facilities using factors such as building use/type, age, and area. This information will be used to support future capital funding requests and other related decisions. Proponents shall also describe how they propose to present this information to ensure it is an effective support tool for its intended use. 3.6 Funding Scenarios The City of Saint John would like to evaluate multiple funding scenarios that would satisfy the capital renewal requirements identified during this Study for the specified buildings and more generally for the entire portfolio of City owned facilities. As such, the successful proponent will analyze and present multiple funding scenarios with the goal of responding to the following questions: What would the FCI look like over the duration of the evaluation period for each of the specified buildings? What would it look like on a portfolio wide basis, based on the extrapolation of data? What would the FCI look like under different funding scenarios no funding / required funding / limited funding / etc.? What is the optimal funding scenario required for the specified buildings and more generally for the entire portfolio of City owned facilities to achieve a target FCI? Proponents are to describe their methodology for the development of multiple funding scenarios for this Study as well as how they intend on presenting the funding scenarios in the final report. 4.0 VALUE ADDED SERVICES Proponents are encouraged to describe value added services which they would offer to compliment this Study. These may include, but are not limited to: Computer software; Funding opportunities/applications; and Research, discussion, and comparison of FCIs and funding for other Municipal government organizations.

6 Various City Owned Facilities Page 6 of 14 Proponents shall describe their value added service offerings in detail in their proposals. In addition, a separate fee breakout shall be provided in the Financial Proposal (refer to Section 9.0) for any and all value added service offerings. 5.0 REPORTING The final report shall consist of individual reports for each of the specified buildings (refer to Section 3.1). An executive summary level report shall also be provided which will include a summary of all pertinent results for the specified buildings (e.g. capital renewal spreadsheet, FCI summary, funding scenarios, etc.) in tabular and/or graphical formats as deemed appropriate. An additional, stand alone report shall be focused on the extrapolation of data to the entire portfolio of City owned facilities, including methodology, assumptions, capital renewal cost expectations, FCI, and funding scenarios based on extrapolations. This stand alone report can refer to the individual reports for background, but for the most part, it should be able to be read separately. Proponents are to provide a sample (preliminary) table of contents which illustrates their proposed report structure as well as a sample spreadsheet that is proposed for this Study. These samples shall be included in the appendix of the proposal submissions. Two (2) draft copies of the reports shall be provided at approximately 95% completion for review by the City of Saint John. Three (3) bound copies and one (1) unbound copy of the final reports shall be provided upon approval of the draft version by the City of Saint John. Provision for minor changes to the report content/format following a review of the draft reports from City of Saint John staff should be allowed for in the fee proposal. 6.0 PRESENTATION Upon completion of the final reports, the successful proponent will present the results to City of Saint John staff and respond to any questions or comments that may arise. The presentation should include a Microsoft PowerPoint slide show, handouts, photos, tables, and graphical representations, as required to convey the findings and recommendations in the reports. In addition to the presentation to staff, the successful proponent will also be required to provide a separate presentation to Saint John Common Council at a later date.

7 Various City Owned Facilities Page 7 of PRELIMINARY SCHEDULE The following is the tentative schedule for this project: DESCRIPTION DATE RFP Closing Thursday, October 14, 2010 Award of Consulting Contract Tuesday, October 26, 2010 Completion of Field Work Friday, November 19, 2010 Draft Report Friday, December 17, 2010 Presentation and Final Report January CONSTRUCTION COST ESTIMATE CLASSIFICATIONS Consultants shall provide construction cost estimates based on the following classifications as requested by the City of Saint John in this Request for Proposals. Class A Estimate: Based on complete working drawings and specifications, and prepared prior to calling competitive tenders. This estimate should be sufficient to allow the City of Saint John to reconcile and/or negotiate with any contractor with respect to their tender price. Class B Estimate (Substantive): Based on design/preliminary drawings and outline specifications for the project, which include the designs of all major systems and subsystems, as well as the results of all site/installation investigations. This estimate should provide for the establishment of realistic cost objectives and be sufficient to obtain effective project approval. Class C Estimate (Indicative) Based on a full description of the preferred option, construction/design experience, and market conditions. This estimate should be sufficient for making the correct investment decision, and obtaining preliminary project approval. Class D Estimate: Based upon a statement of requirements, and an outline of potential solutions. This estimate is strictly an indication (rough order of magnitude) of the final project cost, and should be sufficient to provide an indication of cost and allow for ranking all the options being considered.

8 Various City Owned Facilities Page 8 of 14 The following is a summary of the attributes of each classification of construction cost estimate. ESTIMATE CLASSIFICATION Class A Class B (substantive) Class C (indicative) Class D PRIMARY ATTRIBUTE PROJECT DEFINITION High (completed working documents) Medium (completed design development) Low (project plan) Lowest (described solutions) INTENDED PURPOSE Compliance with effective project approval (budget) Seeking effective project approval Seeking preliminary project approval Screening of various alternative solutions SECONDARY ATTRIBUTES METHODOLOGY Measured, priced, full detail quantities Mainly measured, priced, detail quantities Measured, priced, parameter quantities where possible LEVEL OF PRECISION High Medium Low PREPARATION EFFORT High Medium Low Various Lowest Lowest 9.0 INSTRUCTIONS TO BIDDERS Each Proponent shall deliver 5 copies of their proposal submissions consisting of 1 signed (unbound) original and 4 (bound) photocopies of the Technical Proposal and supporting information, and 1 signed original copy of their Financial Proposal, (in a separate sealed envelope) to the following address no later than the Submission Deadline of 4:00p.m. A.D.T., Thursday, October 14, 2010 to: Chris Roberts, Buyer Materials and Fleet Management, 2 nd Floor City of Saint John 175 Rothesay Avenue Saint John, NB, E2J 2B4 The Technical Proposal shall be sealed in an envelope, clearly indicating the Proponent s name and address and marked: Technical Proposal: P Facility Assessment and Capital Planning Study

9 Various City Owned Facilities Page 9 of 14 The Financial Proposal shall be sealed in a separate envelope and inserted inside the technical proposal package, clearly marked: Financial Proposal: P Facility Assessment and Capital Planning Study Please note that: 1. Late proposals or proposals by e mail or facsimile will be rejected. 2. The City assumes no responsibility for improperly addressed or delivered proposals. 3. The City of Saint John does not, by virtue of this proposal call, commit to an award of this bid, nor does it commit to accepting the lowest or any proposal submitted, but reserves the right to award this proposal in any manner deemed to be in the best interest of the City. 4. Consultants must propose on the entire project incomplete proposals will be rejected. 5. Immediately following the closing time, proposal packages will be publicly opened in the office of the purchasing agent. Only the names and addresses of the proponents will be made public at this time. No other information about the proposals will be disclosed at that time. Proposals will then be forwarded to the Evaluation Committee for review and recommendation. 6. By submitting a proposal, the Proponent is deemed to have acknowledged all the undertakings, specifications, terms, and conditions contained in the RFP and to be bound by them if the proposal is accepted. All expenses incurred by the proponent in connection with the preparation of its proposal are to be borne by the proponent, and the City of Saint John shall not incur any obligation whatsoever toward the proponent whether such proposal is accepted or rejected. An authorized signing officer must sign all proposals. The proposal must indicate an individual who is authorized to negotiate and sign on behalf of the proponent if other than the signature found on the proposal submission. 9.0 FORMAT OF PROPOSALS The proposals are to be structured as follows: 1. Executive Summary 2. Qualifications and Experience 2.1. Company Background (include history, locations, organizational structure, number of local employees, summary of services) 2.2. Relevant Project Experience (limit to three project descriptions include location, client, construction cost, description, relevance to current project) 2.3. Proposed Key Project Personnel (include brief description of proposed role, office location, relevant education, training, certifications, and project experience) 2.4. References (limit to three references include company name, contact name, address, telephone number, and e mail address)

10 Various City Owned Facilities Page 10 of Proposed Sub Consultants (include company name, description of proposed role, and brief summary of qualifications) 3. Scope of Work and Methodology (include detailed description of scope of work, deliverables, exclusions, conditions, stipulations, and assumptions) 4. Value Added Services (provide description of value added services, leave blank if no value added service offerings) 5. Project Management and Communication (describe approach to project management and communication) 6. Proposed Schedule (include summary of all major milestone dates in tabular form and Gantt chart summary consistent with the proposed scope of work) 7. Financial Proposal (include in separate sealed envelope labeled Financial Proposal ). Financial proposal is to include all of: i. lump sum price for consulting services pertaining to this project ii. separate lump sum fee breakout for each value added service iii. hourly rates for personnel assigned to this project All normally expected expenses and disbursements required to complete the scope of work should also be included. Fees should be exclusive of HST EVALUATION CRITERIA The evaluation criteria are as follows: DESCRIPTION WEIGHT Presentation/Format of Proposal and Completeness 5% Project Team and Relevant Qualifications/Experience 20% Proposed Scope of Work and Methodology 25% Value Added Services 10% Approach to Project Management and Communication 5% Ability to Meet Schedule Requirements 5% Financial Proposal (separate envelope) 30% TOTAL 100%

11 Various City Owned Facilities Page 11 of EVALUATION PROCESS An Evaluation Committee will be assigned to evaluate the proposals submitted. The proponents will be evaluated on each of the evaluation criteria as outlined above, including but not necessarily limited to: qualifications and experience performing similar work, proposed scope of work and methodology, ability to meet project deadlines, and consulting fees. Based on this review, proponents may be selected for personal interviews. Information contained in the Financial Proposal envelope will be secondary and will be opened after the proposals have been reviewed by the Evaluation Committee. How the Evaluation Committee uses that information is at their discretion. An award recommendation by the Evaluation Committee will be based on merit, relying on the information in the proposal and presented to Saint John City Council for approval SUB CONSULTANTS The Prime Consultant must specify in its proposal the name of each sub consultant and the object and details of all the sub contracts it proposes to enter into with each of them. The sub consultant(s) will be expected to meet the same standards and quality of work as those required from the Prime Consultant. The Consultant will be held responsible for all aspects of the work carried out by the sub consultant(s). The Consultant shall be responsible to co ordinate all activities related to his/her sub consultant(s). The City of Saint John retains the right to approve all sub consultants. However, any approval of sub consultants by the City of Saint John shall not diminish the responsibility of the Prime Consultant GENERAL TERMS AND CONDITIONS The Request for Proposal (RFP) does not constitute an order or an agreement. Submission of a proposal or response by a proponent is voluntary. The City of Saint John reserves the right to reject or accept any proposal. The City of Saint John reserves the right to proceed with the implementation of any work, in whole or in part, as described in the proposal(s). The City of Saint John will be the sole judge with respect to the proposals. As such, any proposal deemed incomplete, unsatisfactory, or failing to conform to the requirements or format of the Request for Proposal may be rejected by the City of Saint John. The City of Saint John reserves the right to engage in discussions with any proponent to clarify response within the proposal or presentation, or discuss certain elements with regard to the proposal or services

12 Various City Owned Facilities Page 12 of 14 requested by the City of Saint John. The City of Saint John has no obligation to notify the other proponents of the discussions, clarifications, or other information provided by a proponent. The City of Saint John reserves the right to award the proposal based on experience, material, life cycle cost, completion date, warranty of service, and other criteria as stated in the RFP, and not necessarily to the lowest cost proposal. Based on available funding, the City of Saint John reserves the right to delete components from the RFP and negotiate changes to fully meet the City of Saint John s needs. The issuance of this RFP or any negotiations with a company after the closing date does not bind or commit the City of Saint John to enter into a contract. The City of Saint John reserves the right in the event that the successful Consultant fails to comply with the terms and conditions as listed, to cancel this contract and award it to another Consultant without penalty or action against the City of Saint John ENQUIRIES All enquiries and communications regarding this RFP (including notification of any discrepancies or errors or omissions) must be submitted in writing, no later than five (5) business days prior to the Submission Deadline, only to the attention of: Chris Roberts Materials Management City of Saint John chris.roberts@saintjohn.ca Fax: (506) The City reserves the right not to respond to enquiries. Responses by the City to enquiries will be made in writing and distributed by fax to all Proponents registered as having received the RFP as of the date the response is prepared by the City. The City will not identify the source of the question in the response. Orally communicated information shall not be binding upon the City. Enquiries after the foregoing deadline will not receive a response ADDENDUM Periodically, the City of Saint John is required to issue notification of changes or corrections to a bid document. Normally these notifications will have direct bearing on the cost of a project and will influence a

13 Various City Owned Facilities Page 13 of 14 vendor s bid. Therefore, it is important that the City of Saint John have assurances that vendors have in fact received the notification. Addendums are either faxed, mailed or hand delivered. Each addendum contains a notification which requires bidders to sign and include the addendum with their proposal. Failure to comply with the instructions on an addendum will result in rejection of the proposal, regardless whether the changes noted in the addendum are included in the proposal or not PAYMENT Payment shall be based on Net 45 Days from date of invoice or receipt of goods, whichever is later. Invoices are to be sent to: City of Saint John, Accounts Payable Department, P.O. Box 1971, Saint John, NB, E2L 4L WORKERS COMPENSATION The successful bidder must provide proof of current coverage from WorkSafeNB prior to a contract / purchase order being issued INSURANCE The successful Consultant shall provide evidence of the following insurance coverage, listing the City of Saint John as Additional Named Insured. 1) General liability with minimum limits of two million dollars ($2,000,000.00). This policy shall include: Operations of the Consultant in connection with this tender; Products and completed operations coverage; Contractual liability with respect to this tender; City of Saint John added as an additional insured; Cross liability clause; Non owned automobile; and Thirty (30) days notice of cancellation of this policy will be give to the City of Saint John by the insurers. In addition to the above, the Consultant shall obtain and keep in force for the duration of the project an Errors and Omissions Liability policy with a minimum limit of two (2) million dollars, and one (1) million dollars per claim. The policy shall include a clause stating that thirty days notice of cancelation of this policy

14 Various City Owned Facilities Page 14 of 14 will be given to the City of Saint John, by the insurers. The Consultant is to provide evidence of such policy prior to the start of the work FORMALITY CLAUSE In order for the City of Saint John to consider any proposal submission as a legally binding offer, on behalf of the Consultant, it is necessary for the Consultant to communicate this formality to the City of Saint John in the form of an offer which contains the original signature of the individual or representative of the firm who is authorized to act on behalf of the Consultant. In order to meet this requirement, all proposal submissions to the City of Saint John are to be prefaced with a covering letter which contains an original signature of the individual authorized by the Consultant to submit proposals on their behalf. The covering letter is to be on official company letterhead, be dated and be addressed to the attention of the City of Saint John representative specified in the request for proposal document. Additionally it is to make reference in the body of the letter to the request for proposal number and project title, as well as to the fact that the enclosed documents constitute a formal proposal offer and finally, the letter is to contain the original signature as indicated. Failure to include the required covering letter as a preface with your proposal will be grounds for immediate rejection on the basis that it is not formal.