Calgary Film Studio Project Management Services for Facility Construction

Transcription

1 Calgary Film Studio Project Management Services for Facility Construction Reference Number: Issued: April 4, 2014 Responses Due: April 22, 2014 Calgary Economic Development Ltd st Street SE Calgary, AB T2G 2G9 Phone: (403) or April 4, 2014 RFP Page 1 of 10

2 Table of Contents TABLE OF CONTENTS INTRODUCTION TIMELINES DEFINITIONS STANDARD FORM CONTRACT VENDORS QUESTIONS CONFLICT OF INTEREST VENDOR EXPENSES PRICING BACKGROUND PURPOSE OF THE PROJECT OBJECTIVE OF THE PROJECT DELIVERABLES CONTRACTING MANAGER PROPOSAL EVALUATION CRITERIA Selection Methods Vendor Response Guidelines Team Competence & Resources Methodology Insurance Requirements Fees, Expenses & Disbursements Proposal Evaluation Criteria SUBMISSION INFORMATION CED/ACH RESERVATION OF RIGHTS AND VENDOR S LICENSE GRANT NO FURTHER CONTRACT OR LIABILITY ARISING FROM RFP PROCESS...10 April 4, 2014 RFP Page 2 of 10

3 1. Introduction Calgary Economic Development Ltd (CED), on behalf of CED s wholly owned subsidiary The Alberta Creative Hub (ACH), invites qualified firms to submit a proposal for the above titled Request for Proposal (RFP). A proposal, in electronic form, together with one hardcopy must be submitted as outlined in clause 15. The hardcopy proposal must be submitted in a sealed package labeled RFP Calgary Film Studio - Project Management Services for Facility Construction RFP on or before the Proposal Submission Date with the Vendor's name on the outside of the envelope. Late proposals will not be accepted. 2. Timelines RFP Release Friday, April 4, 2014 Deadline for Questions Friday, April 11, 2014 Proposal Submission Date Tuesday, April 22, 2014 Bid Notification Date Monday, April 28, 2014 Project kick-off meeting Monday, May 5, 2014 Project Completion Date Friday, October 30, Definitions ACH means The Alberta Creative Hub. "CED" means Calgary Economic Development Ltd. "Request for Proposal (RFP)" means this document. "Contracting Manager" means the person identified in clause 13 of this RFP. "Vendor" means an organization responding to this RFP. "Proposal" means a Vendor's response to this RFP and includes all of the Vendor's attachments and presentation materials. "Services" means the duties, tasks, and responsibilities as described in this RFP. 4. Standard Form Contract By submitting a Proposal a Vendor acknowledges it agrees that the terms and conditions of this RFP are incorporated by reference into its Proposal. If a Vendor's Proposal is accepted the Vendor will be expected to execute ACH s standard contractor agreement. Vendors who are unwilling to abide by these standard terms and conditions should not submit a Proposal. 5. Vendors Questions All questions regarding this RFP must be directed in writing to the Contracting Manager. Enquiries and responses may be recorded and may be distributed to all Vendors. April 4, 2014 RFP Page 3 of 10

4 The Vendor must immediately notify the Contracting Manager in writing of any ambiguity, divergence, error, omission, oversight, or contradiction in this RFP discovered by the Vendor and request whatever clarification is required to prepare the Vendor's Proposal. In order for CED to deal effectively with Vendor questions or concerns about any terms, conditions or requirements of this RFP, including the standard terms and conditions, such questions or concerns must be communicated in writing to the Contracting Manager in accordance with the Timeline indicated in item (2) above. Questions received after this time will be answered if, in the opinion of CED, time permits. 6. Conflict of Interest Vendors must fully disclose, in writing, to the Contracting Manager on or before the closing date of this RFP, the circumstances of any possible conflict of interest or what could be perceived as a possible conflict of interest between the Vendor, CED, and/or ACH. CED may reject any Proposal where, in the opinion of CED, the Vendor is or could be perceived to be in a conflict of interest. 7. Vendor Expenses The Vendor is responsible for all costs of preparing and presenting its Proposal. 8. Pricing All Proposals will be issued in Canadian dollars. 9. Background Calgary Economic Development is an opportunity-maker, helping to spark and fuel Calgary s growth. Our job is to connect people with resources that can help them grow their careers or businesses, thrive in new locations or markets, and feel at home in our community. We offer a wealth of information to help everyone succeed and we tirelessly promote Calgary, in Canada and around the world. We re exhilarated about our role in shaping and sharing Calgary s story and we re proud to be part of the energy. For more information, please visit our website at calgaryeconomicdevelopment.com and follow us on The Alberta Creative Hub is a non-profit corporation and a wholly-owned subsidiary of Calgary Economic Development Ltd. ACH was created in 2009 as a unique non-partisan organization with a mission to grow Alberta s film industry by promoting all levels of indigenous and foreign film productions, including those that promote Alberta stories. 10. Purpose of the Project In early February 2014, the Government of Alberta, through the Ministry of Culture, announced the award of a $5.0MM grant to CED to develop the Calgary Film Studio. The City of Calgary endorsed the plan to develop a film studio within the City in 2012 and recently approved a $10MM grant for the current plan. Project Management Services are now required to assist ACH with the preconstruction and construction phases of the planned Calgary Film Studio. April 4, 2014 RFP Page 4 of 10

5 11. Objective of the Project The Project will involve the development of 50,000 sq. ft. of 40 clear height and long clear span sound stages; 18,000 sq. ft. of warehouse space; and 10,000-to-15,000 sq. ft. of workshop and production space. Sufficient parking, circulation space, site security and landscaping will also be developed to satisfy the requirements of the Project. Development plans also include provisions for anticipated facility expansions to further support industry growth. The Project is estimated to cost $22.8MM, including land. The location is being finalized and the Project is expected to be completed in summer Deliverables ACH requires project management services with the preconstruction and construction phases of the planned Calgary Film Studio. The following Scope of Services outlined below is to be provided. Project Management Services Preconstruction project management services are required to start immediately and continue without interruption into construction to the total completion of the project, expected by end of October As the owner s representative, the Project Manager s services shall include, but not be limited to: Analyzing the project s scope, quality, time and budget objectives and developing a project delivery strategy; Project organizational management; Project risk, budget and schedule management; Monitoring, controlling and regular reporting of all elements of the project (scope, budget, schedule), including regular presentations to the Board of Directors; Coordinating all building development processes relating to authorities having jurisdiction, including but not limited to The City of Calgary; Evaluating and recommending scope of services and fees for consultants and contactors; Preparing tender documentation, Requests for Information, and Requests for Proposal; Managing the tendering process; Evaluating bids and recommending contract awards; Developing a project reporting system and communications plan; Design management shall include; Assisting with developing detailed design and construction schedules; Overseeing the co-ordination of final drawings and specifications, as prepared by the consulting team; Managing value engineering during the design process; Ensuring compliance to building codes and regulated planning requirements; Construction monitoring and commissioning management shall include; Establishing key critical schedule activities in the Project Schedule; April 4, 2014 RFP Page 5 of 10

6 Reviewing and commenting on contractor schedules, quality control and quality assurance plans; Ensuring project construction conforms with approved designs; Managing the verification of mechanical systems, building management system (BMS), electrical, life safety and building envelope, to achieve the Project Objectives; Monitoring contractors performance against their detailed construction work schedules for compliance with the Project Schedule; Managing all changes to the scope of project through a change order process and track against the approved Project Budget; Reviewing and commenting on the contractors Environment, Health & Safety Programs; Attending contractor safety meetings and adhere to site safety requirements; Monitoring the Project Budget and schedule and reporting any concerns; Coordinating and managing all contractor queries and shop drawing reviews; Coordinating the integration of owner-supplied items with contractors work schedule; Managing any claims and making recommendations for settlement; Chairing regular project meetings and preparing minutes; Managing the commissioning process; Monitoring and reporting on the timely elimination of deficiencies; Monitoring the preparation and submission of As-built Drawings, Maintenance and Operating Manuals; Confirming final municipal approvals and inspections required to obtain Occupancy and clear the Building Permit(s). Financial reporting, budgeting and cost control shall include: Reviewing all cost estimates; Endeavour to achieve the most advantageous cost or pricing, while maintaining expected quality; Establish and oversee an effective change order control system; Monitor, manage and control changes in scope of work, variations in budget and contingencies; Monitor and oversee work related to progress, substantial performance, release of holdback and final payment certification; Review billing from contractors and applicable suppliers, submitting the appropriate updates for approval; Review Certificates of Payment. April 4, 2014 RFP Page 6 of 10

7 13. Contracting Manager For the purposes of the provision of information surrounding this contract or the administration of the contract, the contracting manager is: Calgary Economic Development Ltd. Attention: Rick Tovell, Vice President & CFO 731 1st Street SE Calgary, Alberta T2G 2G9 Canada Telephone: (403) Fax: (403) Proposal Evaluation Criteria Selection Methods When an alternative is proposed regarding any specific requirement, it will be evaluated to ensure that the desired results will be achieved. Vendors should be aware that certain mandatory requirements have been set out in the terms of reference (scope, methodology, and deliverables) and submission information. Proposals that fail to provide these requirements may not be evaluated Vendor Response Guidelines The following information should be provided in each proposal and may be utilized in evaluating each proposal submitted Team Competence & Resources The proposal shall include an executive summary that describes why your company should be selected to provide project management services for this project. Describe the capability (technical expertise) of the resources proposed to meet the requirements described in the terms of reference. Identify the individual who shall be the Project Leader for your team and demonstrate the leadership experience of the Project Leader across the full Scope of Services. The Project Leader shall at all times be directly responsible for the management of the Project, including attending and chairing meetings with the Project Team for the duration of the Project. The Project Leader shall not be replaced without the prior written consent of CED/ACH. Identify each member of your Project Team, and specify their roles and responsibilities in this project. Outline the proposed project team knowledge, skills and past experience, with a description indicating how, and in what ways the proposed resources satisfies the needs and objectives identified in the RFP. Include related experience of the firm, including Years of service; Services offered; Ownership structure; Financial references; Relevant Project Management experience; and April 4, 2014 RFP Page 7 of 10

8 Identify the past three similar jobs that have completed, including the client s company name, contact person and phone number that may be contacted for a reference Methodology Clearly articulate the process and qualitative and quantitative methodology to be used, proposed work plan schedule, and timeline for deliverables in order to achieve the objectives and deliverables of the RFP. The methodology should also include consultations and timely reporting to The Contracting Manager Insurance Requirements The successful Vendor will be required to provide a copy of an insurance policy naming ACH as additional insured for a minimum of $5,000,000 liability per occurrence. Provide confirmation of Workers Compensation insurance Fees, Expenses & Disbursements Proposals should include a breakdown of the Vendor s fees and disbursements in completing the Services. Include a fixed fee for the Project covering the full Scope of Services for the duration of the Project. Provide information that details your method of calculation (i.e. percentage of construction costs or hourly rate calculations). Provide information and estimated costs for any additional items that may be required to accurately and effectively execute the required Scope of Services. Expense information should include a breakdown of costs by major work plan tasks: Per diem rates Travel, if required; Administration overhead; Phone, fax, courier, printing, etc.; Sundry and contingency overhead rates; Software costs, data information or research; Prices must be stated in actual dollars and cents expressed in Canadian funds; and ACH will pay the goods and services tax (GST); however, do not include GST in your proposed pricing. The Vendor agrees to invoice ACH monthly based on progressed completion of the Services as described in this contract. All pre-approved expenses and disbursements are to be invoiced as they are incurred together with the monthly progress billing Proposal Evaluation Criteria Proposals will be evaluated and assessed based on the combination of the Vendor s professional capabilities, demonstrated and relevant experience, deliverable content and fees. April 4, 2014 RFP Page 8 of 10

9 15. Submission Information Proposals must be received before 16:00 MDT, Tuesday, April 22, 2014 at: Calgary Economic Development Ltd st Street SE Calgary, Alberta T2G 2G9 Canada Attention: Deana Haley, Corporate Projects Manager Deana@CalgaryEconomicDevelopment.com After the closing, CED may post the identity and addresses of the vendors. CED may not consider any proposal that: is received after the exact time and date noted above; does not indicate the request for proposals title, closing date, and vendor s name on the outside of the envelope containing the hardcopy proposal in response to the RFP; or is delivered to any address other than that provided above. Proposals must be transmitted by as noted above. Transmitted proposals will be accepted under the following conditions: o The proposal is received before the submission deadline at the address provided above; o The vendor must deliver, during CED business hours, an original hardcopy proposal to the address stated herein immediately following the transmission of the CED/ACH Reservation of Rights and Vendor s License Grant CED/ACH reserve the right: To not consider, or to reject, any or all proposals in whole or in part for any reason whatsoever in its sole and absolute discretion; To accept any proposal in whole or in part, even if it does not comply with the terms of this RFP; To short list vendors, and require a presentation by the vendors short-listed and/or the provision of additional information by such short-listed vendors; To, at any time, add, delete or modify this RFP and to have the vendors advise CED/ACH of the effect of such changes on their proposal and/or have the vendors resubmit their proposals in light of same; To negotiate at any time with any one or more of the vendors to the exclusion of the other vendors; and To not proceed, for any reason, with this RFP or the project contemplated in this RFP. By submitting its Proposal for consideration, the Vendor will thereby be agreeing to all of the following: Without the further consent of the Vendor or providing any notice, CED/ACH may disclose any and all of the content of Vendor's Proposal to any or all of the other vendors or any third party, including any or all of the creative content contained in Vendor's Proposal; The Vendor grants and agrees to grant to CED/ACH a non-exclusive, perpetual, fullypaid up, irrevocable license to implement, use, reproduce, modify, display, distribute, transmit, prepare derivative works of and to otherwise fully exploit, without limitation, any and all of the content of Vendor's Proposal including without limitation, all of the creative content, ideas, concepts and approached as well as all copyright therein; April 4, 2014 RFP Page 9 of 10

10 Such license shall extend to any other vendor or any other third party that CED/ACH may engage to use and implement such content; CED/ACH shall have no obligation to provide any credit or otherwise attribute to the Vendor or anyone else any such content as may be implemented and/or used by CED/ACH; The Vendor represents and warrants to CED/ACH that such content is the original work of the Vendor and its use by CED/ACH as contemplated in this RFP will not infringe on any rights of any third party; and All of the rights and licenses granted herein and the exercise of all such rights and licenses by CED/ACH and the other vendors and such other third parties, as described herein, are granted and may be exercised: (i) without any obligation to account to the Vendor or to otherwise pay any consideration to the Vendor; and (ii) without having to have accepted or shortlisted Vendor's Proposal. 17. No Further Contract or Liability Arising from RFP Process By submitting a Proposal, the Vendor agrees and acknowledges that: Nothing in this RFP nor the submission of the Proposal nor the review and consideration of the Proposal by CED/ACH nor will any communication between the parties in relation to the RFP or the Proposal operate to obligate any party to enter into any further business relationship with the other party and, in particular, if CED/ACH decides to engage the Vendor in connection with the subject matter of the RFP then such engagement may only occur pursuant to a written agreement that has been signed by both parties and, absent such written agreement, CED/ACH will have no further liability or obligation to the Vendor in connection with the subject matter of the RFP; The Vendor is participating in this RFP process at its sole risk and expense, and CED/ACH will not be liable to the Vendor for any costs, expenses or liabilities incurred by the Vendor in any way arising in connection with the Vendor's participation; CED/ACH has made no representations other than those expressly stated in this RFP; CED/ACH has the right to cancel this request for proposals at any time and to reissue it for any reason whatsoever or decide not to reissue it for any reason, without incurring any liability and no vendor will have any claim against CED/ACH as a consequence; and The Proposal and any accompanying documentation submitted by the Vendor will become the property of CED/ACH and will not be returned. April 4, 2014 RFP Page 10 of 10