Request for Proposal Purchase or Lease of Public Works Facility May 19, 2016

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1 Request for Proposal

2 This Request for Proposal (RFP) has been posted on the Town of Peace River web site for your convenience at Addenda and attachments are posted if issued at It is the firm s responsibility to ensure that the entire RFP and associated links, in its latest version, is reviewed prior to due date of a proposal. To receive a hard copy of the RFP or addenda, please contact Christopher Parker, CAO, at (780) or It is not the intent of this RFP to completely describe all aspects of the requirement for the Purchase or Lease of Public Works Facility. Descriptions of the services outlined within this RFP are to insure that the overall goal of the Town is achieved. This RFP therefore, serves only as a guideline to solicit proposals from potential firms. This RFP states the instructions for submitting proposals, the procedure and criteria by which a firm may be selected, and the contractual terms by which the Town proposes to govern the relationship between it and the Selected Firm. 1. Definitions The following terms used in the RFP documents shall be construed as follows: a) CAO shall be the Chief Administrative Officer for the Town of Peace River. b) Council shall mean the Council of the Town of Peace River, the governing body of the Town. c) Evaluation Panel is an independent committee established by the Town to review, evaluate, and score the proposals, and to recommend award to the proposer that submitted the proposal determined by the committee to be in the best interest of the Town. d) Firm shall mean the person or firm making the offer. e) May indicates something that is not mandatory, but permissible. f) Must/Shall indicates a mandatory requirement. A proposal that fails to meet a mandatory requirement will be deemed non-responsive, and not be considered for award. g) Proposal shall be the offer presented by the proposer. h) RFP shall be the acronym for Request for Proposals. i) Selected Firm shall refer to the firm or individual selected to provide services for the Town. j) Should indicates something that is recommended, but not mandatory. Failure to do what should be done will not result in rejection of your proposal. k) Submittal Deadline shall be the date and time on or before all proposals must be submitted. l) Supplier/Proposer/Proponent/Contractor shall be considered synonymous with the term firm. m) Town shall mean the Town of Peace River. Town of Peace River p 2

3 2. General Information 2.1. Purpose The Town of Peace River is requesting proposals to purchase or lease office and public works facility space to serve as the location of the Town s Public Works department. The Town will determine through its evaluation process whether leasing or purchasing constitutes best value for the Town. The Town of Peace River s targeted occupancy of the space is August 1, 2016 for either leased or purchased properties. For leased properties, the preferred lease agreement period is fifteen (15) months with the Town holding options to renew for up to four (4) additional three-month periods. Firms may submit a proposal to lease and a proposal to purchase on the same property; however, these proposals must be submitted separately Who May Respond Respondents must be the owner of the facility or the owner s authorized representative having authority to act on behalf of the owner and able to provide a facility that meets the requirements of this Request for Proposal Inquiries All communications and questions for clarification regarding the contents of this RFP shall be forwarded by letter, , or fax to the individual noted below: Christopher Parker, CAO Town of Peace River PO Box 6600, St Peace River, AB T8S 1S4 phone (780) fax (780) Formal responses will be provided through a written question and answer format. For responses that are answered in written form, the questions and responses will be posted on our website at Potential respondents will have until 3:00 p.m. on June 8, 2016 to submit questions in writing. Answers will be available to all entities within three (3) business days of receiving the question. The Town of Peace River reserves the right to decline a response to any question if, in the Town s assessment, it is information that cannot be Town of Peace River p 3

4 shared with all potential bidders in a timely manner or information that cannot be provided due to issues of confidentiality. 3. Instructions on Proposal Submission 3.1. Intent to Respond It is preferred that potential firms notify the Town by Tuesday, June 7, 2016 of their intent to submit an offer and identify the property address Closing Submission Date Responses should be in sealed envelopes clearly labelled as Purchase or Lease of Public Works Facility and bearing the name of the Proponent on the exterior and delivered to: Town of Peace River PO Box St Peace River, AB T8S 1S Proponents shall submit four (4) hard copies of their proposals which includes Appendix A (attached); one of these copies shall be in an unbound format. An electronic copy of the main proposal using CD or flash drive media shall be included in the response Closing is at 2:00 PM on Tuesday, June 14, Proposals will be publicly opened at the Town Hall, St, Peace River, at 2:05 PM on that day but only the identities of the respondents will be recorded and made public at that time. Late proposals shall be returned unopened. It is the responsibility of the firm to ensure that the proposal is received by the Town of Peace River by the date and time specified above All proposals shall be and remain irrevocable unless withdrawn prior to the designated closing time The Town of Peace River assumes no responsibility or liability for the costs incurred by the submitting firm to prepare and/or submit a proposal. The entire cost of preparing and submitting RFP documents, or any work in connection therewith will be borne by the submitting form or team of firms. Town of Peace River p 4

5 4. Privilege 4.1. The Town reserves the right to: a) Suspend or cancel the RFP at any time for any reason without penalty. b) Reject any and all bids or accept any bid or part thereof. c) Waive any informalities, formalities, technicalities or to reject any or all proposals. d) In the event that a number of proponents submit bids in substantially the same amount or should proposals be scored equal, the Town may, at its discretion, call upon those proponents to submit further bids. e) No term or condition shall be implied, based upon any industry or trade practice or custom, any practice or policy of the Town or otherwise, which are inconsistent with the provisions contained herein. 5. Notification of Award 5.1. It is expected that notification of award will be made by Council at its June 27, 2016 meeting. 6. General Requirements 6.1. The Town of Peace River is requesting proposals to lease or purchase office and facility space for its Public Works department. The space requirements for these functions are: a) a minimum of 1,500 square feet of office/administrative space including offices, meeting rooms, staff rooms and washrooms; b) a minimum of 10,000 square feet of facility/garage space to house vehicles, equipment and parts All locations will be considered. All locations submitted must meet local zoning requirements for this type of use The Town of Peace River requests to occupy the facility beginning August 1, 2016; however the final agreed upon occupancy date is negotiable. Therefore, the firm must indicate ability to meet tenancy of August 1, 2016 or specify the earliest date of potential occupancy The preferred lease agreement period is fifteen (15) months with the Town holding options to renew for four (4) additional three-month periods. Town of Peace River p 5

6 7. Scope 7.1. The facility requirements should include: a) a minimum of three (3) individual offices and up to two (2) cubicle workstations that can accommodate up to 5 staff members; b) direct or designated access to a conference room that can accommodate meetings and training for 8-10 people is preferred; c) on-site storage area; d) local area network (LAN) cabling for personal computers and multi-function machines, preferably cat 6 grade; e) electrical systems with adequate outlets to support a trouble-free environment for individual office workstations and high-volume, multi-function machines; f) telephone ports with lines to support a trouble-free environment for a multi-user telephone system; g) direct space for a staff area including food storage and preparation of refreshments; h) heating, air conditioning, and ventilation systems that provide superior air quality and movement, system capable of maintain 20 C temperature during all seasons; i) 220v outlets for large equipment (welders, compressors, etc); j) wash bay, minimum 50 feet in length, preferably with track rails; k) internal plumbing for water at various points within the garage area; l) access to parking for up to 25 staff and guests; m) minimum 25 external electric outlets; n) minimum 4 acres for materials storage (aggregates, etc). 8. Leaseholder 8.1. For leased properties, the Lessee will enter into a lease for facility space upon selection of the facility based on the review of proposals. The Town of Peace River will be the sole leaseholder. 9. Confidentiality 9.1. The information contained herein and received in response to this RFP is considered confidential and can only be released with written prior consent of the Town of Peace River and the Proponent. Town of Peace River p 6

7 10. Proposal Format Please use this format as the outline for your RFP response. a) Your proposal should be concise, specific, and complete and should demonstrate a thorough understanding of the minimum requirements. b) Unnecessarily elaborate brochures or other presentations beyond those sufficient to present a complete offer are not desired. Legibility, clarity, and completeness are much more important. c) Your proposal must be signed by an official authorized to bind your firm contractually (Appendix A) and must be accompanied by a statement to the effect that your offer is firm for a period of not less than 60 calendar days after the closing date for receipt of offers. 11. Facility Qualifications The Firm, in its proposal, shall at a minimum provide information to address the following requirements: a) Facility description describe the facility, including age, components and general conditions. b) Occupancy timeline - Provide details on the timeline for occupancy. August 1, 2016 is the target occupancy date. If August 1, 2016 is not feasible, specify the earliest time that the facility would be available for occupancy. c) Facility location - Describe the location of the property and buildings, including age, grounds and any improvements made recently. d) Facility Square Footage - provide a layout showing the facility. Provide a preliminary layout demonstrating that the space can meet occupancy requirements with respect to offices, common, garage and storage space as noted above. e) Technical/Environmental requirements: The space proposed shall meet the current requirement of the Building Code of Canada. The space should have a Heating Ventilation and Air condition system. The System shall be of design and construction to provide independent zonal control of temperature at 20 C in all seasons. The area shall be capable of being locked secure and, if part of a larger facility, isolated from the remainder of the building in its entirety. Town of Peace River p 7

8 12. Evaluation Criteria All offers must meet the requirements set forth in the request for proposal The Town of Peace River may elect during the course of evaluation the proposals received, to conduct a visit to the proposed property. The information gathered during the visit may be utilized in the final evaluation of proposals. The site visit will also be utilized to assess improvement costs. The assessment of improvements prior to occupation of the space will be utilized as a criteria for evaluation. For purchased properties, the Town may implement a building inspection on the premises In addition, the following criterial will be considered as part of the evaluation. a) Price - For leased properties, the total rental price must be quoted based on the following: Per square foot/year; and Total Monthly Rental Rate for the area proposed. The price details must also disclose a plan, basis, and schedule for rent increases. Details for calculation of charges for common area maintenance must also be detailed and included, if applicable. The Town may elect, in whole or in part, to have the improvements completed by the proponent or have the improvements completed directly by the Town of Peace River. All cost related to improvements will be at direct cost to the Town of Peace River and will not be included in the above price. For purchased properties, the firm must indicate their selling price and proposed possession date. b) Location Since the location of the proposed property may reflect additional cost to the Town with respect to providing municipal services and integration into Municipal IT Systems, the location of the facility and the challenges with respect to the above will be considered in the evaluation of submitted proposals. All locations submitted must meet the requirements of applicable zoning and building bylaws to permit the usage of the public works facility within the existing zoning of the property. c) Schedule Since with respect to this proposal time is of the essence, the schedule for occupancy will be considered as a rating criterial for the evaluation of proposals. Town of Peace River p 8

9 12.4. Proposed Evaluation Criteria The evaluation of this Request for Proposal process will be governed by the following criteria. Proposals will be evaluated on the basis of the overall best value to the Town including facility characteristics, schedules and overall price. The Town has no obligation to select the proposal with the lowest cost. Acceptance of Requirements form signed Pass / Fail Pricing Response form completed Pass / Fail Facility Scope as identified in Section 7 30 Facility Location as identified in Section 12.3 (b) 15 Facility Schedule as identified in Sections 6.3 and Price 40 Total Points Form of Contract For leased properties, the form of contract will be a standard Commercial Lease Agreement. The final agreement signed will be subject to review by the Town of Peace River and the Firm and will be subject to the conditions attached to the final accepted proposal For purchased properties, the form of contract will be a standard sale agreement If the Agreement cannot be negotiated within twenty (20) days of notification of award, the Town may, at its discretion at any time thereafter, terminate negotiations with that Respondent and negotiate a contract with another Respondent, or cancel the RFP process and not enter into a contract with any Respondent. Town of Peace River p 9

10 Appendix A Part A Acceptance of Requirements On behalf of, I hereby certify that a. We have read, understood, and accept the terms of the mandatory requirements, b. We agree to the mandatory requirements, and c. We have provided evidence of our ability to meet the mandatory requirements contained in this Request for Proposal, identified by the terminology must or shall or indicated as Pass/Fail [P/F]. We understand that if, during the evaluation process, the Town of Peace River concludes that we have made any misrepresentation in our response regarding such minimum requirements, we will be disqualified from this competition. Name of Executive Sponsor (print): Signature of Executive Sponsor: Title of Executive Sponsor: Date: Note: Executive Sponsor is normally the Senior Responsible Owner Town of Peace River p 10

11 Part B Pricing Response Leasing Option Please submit only one option either Part B or Part C per response. Company Name: Civic address of Proposed Property: Leasing Option Monthly Rent August 1, 2016 to October 31, 2017 Monthly Rent November 1, 2017 to January 31, 2018 (town s option) Monthly Rent February 1, 2018 to April 30, 2018 (town s option) Monthly Rent May 1, 2018 to July 31, 2018 (town s option) Monthly Rent August 1, 2018 to October 31, 2018 (town s option) If the proponent is unable to provide the schedule shown above, please indicate proposed schedule above. Payment terms are to be as per the signed lease agreement upon satisfactory completion of construction and/or modifications to proposed premises and acceptance/occupancy by the Town of Peace River in accordance with the signed lease agreement and this Pricing Response. By signing and submitting this Pricing Response, the above entity has agreed to supply to the Town of Peace River the above mentioned premises for the Total Annual Rent prices quoted. We agree that the lease agreement will be governed by the laws of Alberta and the special conditions for this arrangement. Company Contact: Title: Signature Date: (All prices above are shown exclusive of GST.) Town of Peace River p 11

12 Part C Pricing Response Purchase Option Please submit only one option either Part B or Part C per response. Company Name: Civic address of Proposed Property: Purchase Option Purchase Price: Proposed possession date: Company Contact: Title: Signature Date: Agreement will be per standard Agreement of Sale or Purchase. (All prices above are shown exclusive of GST.) Town of Peace River p 12

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