REQUEST FOR PROPOSAL No

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1 REQUEST FOR PROPOSAL No Architectural Consulting Services For Community Housing Projects RFP closing: 4:00 p.m. Alberta time, January 21 st Contact Person: Contact Information: W.C. (Bill) Bell Fort Road Edmonton, AB T5B 4H8 P: (780) F: (780) bill.bell@edmonton.ca

2 SUBMISSION INSTRUCTIONS Submissions will be received up to 4:00 P.M. on January 21 st, 2016 homeed Fort Road Edmonton, AB T5B 4H8 Attention: Executive Director Submissions must be received prior to the submission deadline noted above. Submissions received after the submission deadline will not be considered. Submissions will be time stamped and initialed upon receipt by homeed. Two hard copies and one un-secured PDF version on CD/Flash Drive with a single transmission letter required for submission. homeed reserves the right to accept or reject any and all submissions and to waive irregularities and informalities at its sole discretion. 1

3 Table of Contents 1. INTRODUCTION INVITATION AND PURPOSE BACKGROUND ADDITIONAL INFORMATION OR QUESTIONS CONFLICT OF INTEREST RFP COORDINATOR RFP SUBMISSION DEADLINES AND GUIDELINES INQUIRIES PROPOSAL OPENING SELECTION COMMITTEE OWNERSHIP NO COMPENSATION ADDITIONAL SOLICITATION EVALUATION CONFIDENTIALITY REQUESTS FOR PROPOSALS HOMEED S RIGHTS TO ACCEPT AND REJECT SUCCESSFUL PROPOSAL... 8 APPENDIX A - SUBMISSION FORM

4 1. INTRODUCTION This Request for Proposal (RFP) is being issued by the City of Edmonton Non-Profit Housing Corporation (homeed) to find an Architectural Firm suitably qualified and experienced to assist in the development of future community housing projects. In 1977, City Council passed Bylaw 5107, A Bylaw to provide for the incorporation of a Non- Profit Housing Corporation. This Bylaw authorized City Administration to arrange for the incorporation of homeed with the City of Edmonton as the sole Shareholder. homeed currently owns and operates 19 properties with a total of 807 housing units. Its holdings are divided into two divisions based on the type of funding used to construct and operate the property. Division 1 consists of properties operating under subsidy operating agreements with the Canada Mortgage and Housing Corporation (CMHC) and Alberta Housing and Urban Affairs. This Division contains 14 properties with a total of 658 units. Division 2 consists of five properties with a total of 149 units. Division 2 properties are funded through a combination of capital grants, homeed equity and debt financing. homeed also manages a number of properties on behalf of the City of Edmonton. For further information about homeed, please go to 2. INVITATION AND PURPOSE In light of the fact that it is beneficial and efficient to engage an Architect in the process of selection and determination and potential economic qualification of any site and to determine the options for potential built form, homeed is inviting qualified firms to submit a proposal to provide Architectural Services. The selected proponent will be first choice of homeed in providing services related to potential new community housing projects throughout the City of Edmonton. The aim of this request is to select an Architectural Services provider that is capable of providing homeed, and it s development manager, the required services, inclusive of but not limited to: evaluation, massing, programming schematic and detailed design, contract administration, post-completion services (the Services ) for projects that homeed may consider or desire to construct. It is also imperative to homeed that the Architectural firm selected be of compatible philosophy relative to an Integrated Design Process (IDP) to best achieve homeed s objectives IDP as defined by Natural Resources Canada as follows: An integrated design process (IDP) involves a holistic approach to high performance building design and construction. It relies upon every member of the project team sharing a vision of sustainability, and working collaboratively to implement sustainability goals. This process enables the team to optimize systems, reduce operating and maintenance costs and minimize the need for incremental capital. This is not a Fee proposal but rather a proposal to have a formalized relationship with an Architectural firm that will serve as that discipline team member with homeed and its development manager. For each of the projects undertaken by homeed, a separate and individual contract may be negotiated with the successful proponent of this RFP. 3

5 3. BACKGROUND homeed is currently receiving development management services from Integrated Management & Realty Ltd. (IMR), of Edmonton, Alberta. IMR is the fee-for-service developer of properties on behalf of the owner, being homeed. IMR provides to homeed the requisite skills to develop an asset as aforenoted. As such, the intent of this request for services is NOT to replace the services currently being provided by IMR but rather to work in collaboration to ensure that each homeed project is optimized in the most efficient manner. 4. ADDITIONAL INFORMATION OR QUESTIONS Questions or requests for additional information should be directed to the RFP Coordinator (Section 6, below). 5. CONFLICT OF INTEREST Proponents are to indicate any perceived conflicts of interest that may exist or be expected to arise in the provision of the architectural services to homeed (please refer to APPENDIX B of this document). 6. RFP COORDINATOR Upon proponent receipt of this RFP, all communications concerning the RFP must be directed to the homeed RFP Coordinator (the RFP Coordinator ) listed below. The homeed RFP coordinator will only respond to questions that are submitted in writing. Any questions that are received and answered that affect the RFP process, any interpretation of, additions to, deletions from, or any other corrections to the RFP document, may be issued as written addenda by homeed. Contact regarding the RFP with anyone other than the RFP Coordinator may result in the proponent being disqualified from further participation in this solicitation or from further business with homeed. Oral communications between the RFP Coordinator and a proponent or between the homeed and a proponent regarding this RFP are unauthorized and non-binding. RFP Coordinator Krisztina Sipos Telephone: (780) Facsimile: (780) ksipos@imrltd.ca 7. RFP SUBMISSION DEADLINES AND GUIDELINES The submission must be received by the Executive Director at the homeed address identified above by 4:00 pm Thursday, January 21 st, Submissions may be delivered via with two (2) hard copies to follow within five (5) business days of submission deadline. Hard copies should be PDF formatted document(s) and can be delivered by courier/hand/mail (printed format). Printed materials must be enclosed in an envelope or other appropriate packaging clearly addressed to the Executive Director listing the Reference Number (located on the cover page and the top of each page of this RFP document) and title of the RFP (homeed 4

6 Project). All materials must be formatted to a minimum of 10-point font size in a standard business style. Printed materials will not be returned to proponents. It is preferred that the proponent(s) have previously and successfully completed projects related to affordable housing, social housing and/or housing for the homeless. Proponents to demonstrate or outline the uniqueness and leading edge ideas in their experience with similar or market driven initiatives that would be of benefit to the success of this project typology. Proponents to demonstrate how previous projects have integrated into the neighbourhoods where they were located. Proponents to demonstrate what their value add would be for projects for homeed. Proponents to demonstrate their ability to work as part of a project team. Provide examples. Proponents to demonstrate their ability to understand and implement owner/client objectives. Proponents to demonstrate their approach to Value Engineering. Provide examples. Proponents to identify Key staff members and the experience of these members. Submissions will be evaluated on the basis of the overall best value and fit to homeed. Submissions will be evaluated at the discretion of homeed based upon the information contained in the submissions. The decision to issue or not issue an addendum is entirely at the sole discretion of homeed. Each addendum will be incorporated into and become part of the RFP document. No amendment of any kind is effective unless it is contained in a written addendum issued by homeed. Submissions which fail to conform to the requirements of the addendum or addenda of this RFP may be rejected by homeed. 8. INQUIRIES homeed, in its sole discretion and without having any duty or obligation to do so, may conduct any inquiries or investigations, including but not limited to contacting references in order to verify the statements, documents, and information submitted in connection with the proposal. The proponent acknowledges and agrees that any submission is in no way whatsoever, an offer to enter into an agreement and a submission by any proponent does not in any way whatsoever create a binding agreement. The proponent acknowledges that homeed has no contractual obligations whatsoever arising out of the RFP process. homeed reserves the right to modify the terms of this RFP at any time at its sole discretion. This includes the right to cancel this RFP at any time without liability to any proponent or recourse to homeed. 5

7 9. PROPOSAL OPENING All proposals received up to the closing date will be opened by homeed Executive Director together with the RFP Coordinator. Proponents will not be rejected until such time as the Selection Committee has had the opportunity to examine and evaluate all compliant proposals. 10. SELECTION COMMITTEE Upon receipt of the proposal and after the closing date, the Selection Committee will review each proposal, ensure each proponent s compliance with the terms and conditions of the RFP, and rate each complying submission based on the evaluation criteria outlined in this document. Proponents will be evaluated by the Selection Committee based on the quality and completeness of information given in the submissions. 11. OWNERSHIP All documents and material submitted to homeed, including proposals, and any drawings, plans and models (as applicable), become the property of homeed and will not be returned to proponents. homeed reserves the right to NOT accept any proposal and is not bound to enter into an agreement with any proponent or re-issue an RFP. In the event that no RFP proponent is selected, homeed will declare that the RFP is terminated, in which case homeed reserves the right to enter into negotiations with any party, regardless of whether or not such party previously participated in the RFP process. 12. NO COMPENSATION homeed is not liable to pay such costs and expenses or to reimburse or compensate a proponent under any circumstances. Proponents shall have no claim for compensation in the preparation of their submissions and by submitting its proposal each proponent shall be deemed to have agreed that it has no claim. homeed will not pay any commission to any proponent or any agent acting on behalf of the proponent in connection with any transaction arising from the proposal. Any agent working with or for an interested party is assumed to be compensated by the proponent. Information pertaining to homeed obtained by the proponent as a result of participation in this RFP is confidential and must not be disclosed without the written consent of homeed, unless the information was already in the Public Domain. Subsequent to the receipt and review of responses, homeed reserves the right to negotiate with any proponent or with any number of proponents concurrently for the purpose of entering into an agreement, or to cancel this process in its entirety. 13. ADDITIONAL SOLICITATION homeed may unilaterally take the following actions, and shall not be liable for any such actions: a) Amend the scope and description of the services to be procured under any RFP process as described in this RFP, and the qualifications that may be required to meet those 6

8 requirements. In such event, proposals may be invited from those proponents who meet the resulting amended requirements; b) Reject or accept any or all submissions; c) Cancel the RFP process at any time and reject all proposals and/or engage in a new RFP or RFP process to solicit or seek new proposals from either the short listed proponents from this RFP Process or from any party regardless of whether or not such party previously participated in the RFP; or d) Subsequent to the receipt and review of the responses to this RFP, homeed reserves the right, in its sole discretion to enter into negotiations with any proponent or with any number of proponents for the purpose of entering into an agreement, without having any duty or obligation to advise any other proponents or to allow them to vary their initial responses as a result of changes to the scope of work or any conditions. 14. EVALUATION Submissions will be evaluated based on alignment of information and presentation material provided with homeed s goals and completeness of the submission based on the following criteria; Criteria Weighting 1 Architectural firm and staff experience: Assessment factors include but are not limited to: Key staff identified, and experience of staff Direct project experience Experience similar in nature with a description of projects related to Affordable, Social or housing for the homeless Sustainable design experience (LEED AP s and Projects) References: Provide a minimum of 3 references 50% 2 Design & Technical Skills: Assessment factors include but are not limited to: Quality of design skills and presentation drawings Quality of technical skills and working drawings Awards and publications (Peer Recognition) Edmonton Urban Design knowledge and experience 35% 3 Presentation Material 15% 7

9 When evaluating submissions, homeed may request further information from the proponent or third parties in order to verify and clarify the information provided in the proponent s submission. homeed may revisit and re-evaluate the proponent s response on the basis of any such information. This RFP process is aimed at encouraging businesses with the required level of experience and expertise to participate. 15. CONFIDENTIALITY Materials submitted, including presentations (if applicable), will only be used by homeed personnel (including Board Members and agents or consultants) involved in evaluating submissions. Materials and presentations will not be shared with any other homeed personnel or outside parties, furthermore, the materials presented by any proponent will not be shared with another proponent, nor will the materials provided by any proponent be utilized in any project by homeed if not engaged with said proponent. 16. REQUESTS FOR PROPOSALS A proponent s response to this RFP indicates its understanding and agreement that the RFP is not an offer to contract by homeed with the proponent. homeed reserves the right, at its sole discretion, to withdraw or amend the RFP, to reject or disqualify proposals; to select or not select proponents, including, without limitation, participants in this RFP process; and/or to identify one or more RFP participants with whom homeed wants to solicit additional or supplemental information and/or to whom homeed may want to issue a modified RFP. 17. HOMEED S RIGHTS TO ACCEPT AND REJECT homeed reserves the right to accept or reject any or all proposals and to waive irregularities and informalities at its discretion. homeed reserves the right to accept a proposal without stating reasons. By the act of submitting its proposal, the proponent waives any right to contest in any legal proceeding or action the right of homeed to award the work to whomever it chooses, in its sole and unfettered discretion, and for whatever reason homeed deems appropriate. Without limiting the generality of the foregoing, homeed may consider any other factor besides price and capability to perform the work that it deems, in its sole discretion, to be relevant to its decision. 18. SUCCESSFUL PROPOSAL The successful proponent shall be required to enter into a formal agreement with homeed to provide the architectural services. Contract format to be utilized will be Canadian Standard Form of Contract for Architectural Services DOCUMENT SIX. Note: homeed officers, agents or employees are not liable or responsible for any errors or omissions, which may be contained in this RFP or otherwise provided to the Respondent or proponent pursuant to this RFP. 8

10 APPENDIX A - SUBMISSION FORM Proposals must include a signed copy of the form below with their submission. Submissions that do not include a signed copy of this form may be disqualified at the sole discretion of the homeed. a. Proponent Information Please fill out the following form and name one person to be the contact for the RFP response and for any clarifications or amendments that may be necessary Full Legal Name of proponent Street Address: City, Province: Postal Code: Phone Number: Fax Number: Company Website (If Any): RFP Contact Person and Title: RFP Contact Phone: RFP Contact Fax: RFP Contact All proponents submitting proposals MUST be a member in good standing with the Alberta Association of Architects (AAA). b. Acknowledgment of Non-binding Procurement Process The proponent acknowledges that the RFP process will be governed by the terms and conditions of the RFP and that, among other things, such terms and conditions confirm that this procurement process does not constitute a formal legally binding process, and that there will be no legal relationship or obligations created until homeed and the selected proponent have executed a written contract. c. Conflict of Interest For the purposes of this section, the term Conflict of Interest means: a) In relation to the RFP process, the proponent has an unfair advantage or engages in conduct directly or indirectly, that may give it an unfair advantage, including but not limited to: (i) have or having access to, confidential information of homeed in the preparation of its expression of interest that is not available to other proponents (ii) communicating with any person with a view to influencing preferred treatment in the RFP process (including but not limited to the lobbying of decision makers involved in the RFP process) (iii) engaging in conduct that compromises, or could be seen to compromise, the integrity of the RFP process 9

11 OR b) In relation to the performance of its contractual obligations contemplated in the contract that is the subject of this procurement, the proponent s other commitments, relationships or financial interests: (i) Could, be seen to exercise an improper influence over the object, unbiased and impartial exercise of its independent judgment or (ii) Could be seen to compromise, impair or be incompatible with the effective performance of its contractual obligations. The proponent is requested to indicate below its position. If the box below is left blank the proponent will be deemed to declare that (a) there was no Conflict of Interest in preparing its submission; and (b) there is no foreseeable Conflict of Interest in performing the contractual obligations contemplated in the RFP. Otherwise, if the statement below applies, check the box. The proponent declares that there is an actual or potential Conflict of Interest relating to the preparation of its expression of interest, and/or the proponent foresees an actual or potential Conflict of Interest in performing the contractual obligations contemplated in the RFP. If the proponent declares an actual or potential Conflict of Interest by marking the box above, the proponent must set out below, of the actual or potential Conflict of Interest and the Proponent s proposed method of resolution: 10

12 d. Disclosure of Information The proponent hereby agrees that any information provided in this expression of interest, even if it is identified as being supplied in confidence, may be disclosed where required by law or if by order of court or tribunal. The proponent hereby consents to the disclosure, on a confidential basis, of this proposal by homeed for the purpose of evaluating or participating in the evaluation of this proposal. Signature of Witness Signature of Proponent Representative Name of Witness Name and Title Date: I have the authority to bind the proponent 11