Request for Proposal

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1 Request for Proposal Central Library Building Assessment Review Issued by: Regina Public Library P.O. Box th Avenue Regina, Saskatchewan S4P 3Z5 Issue Date: May 22, 2014 Closing Date: June 18, 2014, 2:00 PM Award Date: July 15, 2014

2 TABLE OF CONTENTS Intent 3 Background 3 Scope 3 Submission Deadline 4 Building Tours 5 Withdrawal of Proposal 5 Project Contact 5 General Requirements 6 Submission Requirements 6 Evaluation of Submissions 8 Award 9 Terms and Conditions 10 Procurement Timeline 10 Confidentiality 10 2

3 INTENT The intent of this Request for Proposal (RFP) is to select a consulting engineering firm to conduct a review of the Regina Public Library s Central Library Building to establish a minimum-cost baseline as we review options to refurbish, renovate or replace the existing building. BACKGROUND Regina Public Library (RPL) was established under The Public Libraries Act, 1996 to facilitate equitable access by all residents of Saskatchewan to basic and special library services. The RPL Board of Directors (the Board) has a vested interest in the commission of policies and procedures that will provide library services to the citizens of Regina through RPL s Central Library and eight Branch locations throughout the City of Regina. The Board has been studying the issue of the Central Library Building for the past several years. This spring, the Board is embarking on a consultative process to gain support for a plan to replace or significantly renovate the building to effectively support RPL s service delivery and operations into the future. Further details on past project work can be found at To support the study and review of options regarding the Central Library Building, RPL requires a review be completed on the current building that clearly identifies the required work and related costs to allow RPL to extend the operating life of the current building over a period of a few years to more than 20 years. The report generated by this review will be used to inform RPL s Board in its business case and related timing for a new Central Library. SCOPE The successful firm will be contracted to carry out a building assessment study including mechanical, structural and electrical components of the existing Central Library Building at th Avenue, Regina, Saskatchewan. The final report will provide a plan that allows the extension of the useful life of the current Central Library Building and shall include an itemized list of all necessary repairs and improvements, schematic drawings to illustrate the issues and required repairs and improvements, a timeline for required repairs and improvements based on expected time of failure of current components, and cost estimates in 2014 dollars for all identified work, including estimated cost of inflation for each aspect of work over the proposed timeline. The report is to be completed on or before September 17, An extension to this deadline may be provided upon written request at the sole discretion of RPL. Due to the scope of options being considered by the Board for the future of the Central Library, the report should consider and discuss options and a timetable for repairs and improvements that support the possibility of short (<5 years), medium (5 to 15 years) and long (15+ years) term extensions to the 3

4 useful life of the building. The work proposed is to include a phase-in option based on the joint criteria of cost minimization through a "least work'' principle and of limiting disruption to public service during the renovations. This review will, at a minimum, assess and provide direction regarding required remediation and improvements in the following areas: Building foundation and all structural issues, Building envelope, addressing all aspects of water and water vapour control, air control, and thermal envelope, including roof and curtain wall weather tightness and insulation, doors and windows, etc., Electrical and control systems, Lighting, Flooring, Mechanical systems (including HVAC, water, waste water, fire and drainage systems), Civil engineering, including utilities, adjacent road and walk ways, etc. The review must also identify required improvements to meet current building codes, barrier free accessibility standards, and health and safety concerns. In addition, this work must also determine and separately itemize, with cost estimates, the work required to address environmental control requirements, including humidity, temperature, dust, etc., for the Dunlop Art Gallery and the art storage vault. RPL is seeking an accurate assessment and, as such, understands that certain elements of the building may require penetration and/or other intrusive work to conduct a thorough assessment. Such work may be considered as part of the assessment only if it can be done where impact to the operations of the Library, our staff and our patrons are very limited, and where any resulting damage or modification is remediated and the affected area returned to its original or, with the agreement of RPL s Physical Plant Manager, a better state within the scope of this project. The final report shall be presented in up to five (5) sessions. A copy of the presentation and related speaking notes shall be provided to allow RPL s presentation and/or publishing of the material. SUBMISSION DEADLINE To receive consideration, responses to this RFP must be received no later than 2:00 p.m. Saskatchewan Time, Wednesday, June 18, Three (3) bound original copies, one (1) unbound original copy, and one (1) electronic copy (on a USB memory stick) of the proposal must be directed to: Robert Woytuik Physical Plant Manager 4

5 Regina Public Library th Avenue REGINA SK S4P 3Z5 Prior to the submission deadline, RPL may amend or clarify the RFP. In the event that RPL revises the RFP after the closing date, proponents will have the opportunity to refine, submit, or resubmit their proposals. Facsimile proposals will not be accepted Proposals will remain sealed until 2:00 p.m. Saskatchewan time June 18, Any proposal received at the designated location after the time and date specified for receipt may not be considered. BUILDING TOURS Firms wishing to submit a proposal must register for and attend a tour of the Central Library Building lead by RPL s Physical Plant Manager. These tours will provide further insight into the key known issues of the building and will be an opportunity for firms to ask questions. Two tours will be scheduled to take place the week of May 12, 2014: Thursday, May 29 at 1:30 PM Friday, May 30 at 10:30 AM Please register for one tour by ing: Robert Woytuik Manager, Physical Plant Regina Public Library RPL will endeavour to offer the same information at both tours. Questions and answers will be noted at both sessions and will be ed to all tour WITHDRAWAL OF PROPOSAL A proposal may be amended or withdrawn at any time prior to the closing time and date set for the receipt of proposals. PROJECT CONTACT Proponents are encouraged to obtain a clear understanding of the proposal requirements prior to submission. At all times, the proponent is responsible for notifying RPL in writing, of any error or omission contained within the document, or requesting clarification that may be required to prepare the proposal. RPL will provide written responses to all queries received. 5

6 Inquiries, interpretations and questions regarding the procurement process or the scope of the work are to be directed to: Robert Woytuik Manager, Physical Plant Regina Public Library th Avenue REGINA SK S4P 3Z5 Verbal responses to any inquiry are not binding on either party. Contacts are restricted to the person identified above. All requests for information regarding this RFP must be addressed in writing and received seven (7) business days prior to the submission deadline, sent to the attention of the individual named above. Contact with individuals other than that listed above may result in proposal disqualification. Questions asked and respective responses will be sent to all firms who have registered for the tour. GENERAL REQUIREMENTS 1. The proponent is responsible for protecting the site from potential damage and shall be responsible for any damages on site which occur as a result of the proponent s work while carrying out the assessment. 2. The proponent will be responsible for coordinating all work schedules with the Manager, Physical Plant. 3. The proponent s personnel are to have knowledge of and abide by Saskatchewan Occupational Health and Safety Regulations. 4. The proponent is responsible, at their own expense, for obtaining all necessary permits, licenses and insurance, registering with the Worker s Compensation Board and for abiding by government health and labour regulations. 5. The proponent must provide a Certificate of Liability Insurance for minimum coverage of two million dollars ($2,000,000) naming Regina Public Library and the City of Regina as insured parties is required. 6. The proponent is hereby advised that the Central Library Building contains asbestos located in the sprayed texture ceiling, the cement piping joint insulation and the internal duct insulation in the main air handler units. This may not be a comprehensive list of asbestos locations. All precautions regarding asbestos must be adhered to. The proponent accepts all risks associated with working in this environment. SUBMISSION REQUIREMENTS Proponents must follow the proposal outlined below. Additional information thought to be relevant, beyond the categories listed below, should be provided as an appendix to the proposal. Failure to comply with these requirements may result in a rejected proposal. 6

7 1. Letter of Transmittal Provide a Letter of Transmittal, or covering letter, dated and signed by an official authorized to negotiate and make commitments on behalf of the company. The letter should indicate contact name, title and telephone number of the individual who can provide any required clarifications with respect to your proposal. 2. Company Information a. Name b. Address c. Telephone d. Address e. Key Contact f. Website g. Description of the company s business h. Summary information on the company s track-record and accomplishments 3. Company Profile / Service Proponents are to provide a company profile, indicating time in business, location of Saskatchewan office, and other information that may be deemed appropriate. 4. Subcontracting Arrangements It is anticipated that some companies may not be able to fully address the full requirements on their own. Such companies are encouraged to combine their resources with those of other companies. In such cases, it is mandatory that the response to this RFP be submitted in the name of one of the proponents who will act as the prime contractor and proponent. In such cases, please provide details regarding the participation of each firm, the management structure of the team, and the relationships between the firms. 5. Timeline Indicate expected delivery timeline. Proponents should define the timeline from the start of the project to completion in terms of consecutive business days. 6. References Provide a minimum of three (3) references to whom you have provided similar services within the past ten (10) years, including the name and address of the company, and the name, title, and phone number of the contact person. Describe as clearly as possible how the services provided to these references are similar to the services proposed for RPL including a description of the nature of the work, size, and complexity of the projects.. 7

8 7. Comments List any suggestions or proposed deviations from the Services Requirements. If you have suggestions for increased value or improvements, please provide details. 8. Project Management Outline Proposals should be clear about the proponent s planned scope of work. An implementation plan, which outlines key dates, activities and responsibilities, is required as part of the submission. Proponents should be clear about their expectations regarding RPL s involvement in the installation process in the project management outline. 9. Cost Proposal a. All prices proposed must be in Canadian currency. b. Provide a total cost for the project with supporting details that include unit pricing and a breakdown of major components. c. List cost options or alternatives for any suggestions or proposed deviations from the Services Requirements. d. Detailed mark-ups for disbursements, travel costs, and any other miscellaneous costs that may be expected. e. List all taxes separately. f. Include all services indicated previously in this RFP. 10. Conflict of Interest Verification that the Proponent is not working for any client or engaged in any activity that may result in a conflict of interest situation is required. Each proponent and subcontrator must make full disclosure of any conflicts of interest. Disclosure, if any, must be made in writing and accompany the Proponent s proposal submission. EVALUATION OF SUBMISSIONS Note: The lowest cost or any other tender will not necessarily be accepted. The Selection Committee will consist of representatives from RPL s Administration and staff. Submissions will be evaluated based on the following criteria and point system. Criteria Quality of proposal, understanding of requirements Available Points Project approach, methods

9 Project cost, timeline and value for service 20 Company history and profile 15 References Total Available Points 100 All proposal submissions must address the RFP response requirements and the terms and conditions stated in this RFP. Any Proponent taking exception to any of the RFP response requirements and/or any terms and conditions will be evaluated accordingly. Regina Public Library will evaluate proposals and will select the proposal that best meets its interests. Regina Public Library will be the sole judge of their own best interests, the proposals, and the resulting Contract. The Regina Public Library s decision is final. Proposal evaluation results are the property of Regina Public Library. RPL may, in its sole and unfettered discretaion, disclose the evaluation results, either before, during, or after the RFP process. AWARD The contract will be awarded in accordance with the following conditions: 1. Selection of the successful proponent will be based on the proposal that provides the best value for RPL. As noted in the criteria table, price is one consideration amongst many. 2. RPL may request a presentation from one or more of the proponents. New information must not be presented at the presentation. The presentation will confirm/highlight the information in the written proposal. 3. RPL reserves the right to award the contract in whole or in part, to one or more proponents based on their submissions, or to reject all submissions. 4. Any award resulting from this RFP is subject to the successful completion of a contract between RPL and the successful proponent. This RFP process and any resulting contract will be governed by and interpreted in accordance with the laws of the Province of Saskatchewan and the federal laws of Canada applicable therein. 5. The successful proponent shall require its employees and agents to comply with all RPL security and safety rules and regulations when on RPL premises. 6. The successful proponent is responsible, at their own expense, for obtaining all necessary permits, licenses and insurance, registering with the Workers Compensation Board and for abiding by government health and labour regulations. 7. The successful proponent shall indemnify and hold harmless RPL, its employees, servants and/or agents from all claims arising from the negligence of the proponent, his employees, servants, and or agents. 9

10 TERMS AND CONDITIONS All terms and conditions of this RFP are deemed to be accepted by the responding company and incorporated by reference in their proposal, with the exception of those expressly challenged by the responding company in their proposal. Proposals shall remain valid for ninety (90) days after the date of Proposal submission prescribed by RPL. RPL will not be responsible for any costs incurred in the preparation and submission of the proposal. All proposals and accompanying documentation received under this RFP process will be the sole property of RPL and will not be returned. Proposals submitted shall be final and may not be altered by subsequent offerings, discussions, or commitments unless the proponent is requested to do so by RPL. Should RPL determine that all of the proposals submitted are non-compliant, or none of the proposals meet the goals of the project, RPL may carry out a process whereby all proponents are allowed the opportunity to correct their Proposal without a change in their pricing. Proponent presentations may be requested at RPL s sole discretion, if necessary, to provide RPL with a final opportunity to gain additional, or more detailed, information on the proposed services. New services cannot be brought forward during the presentation. Should the successful proponent s performance be deemed unacceptable, RPL reserves the right to cancel any agreement(s) under this proposal with thirty (30) days notice. Proponents are strictly prohibited from making public announcements or issuing news releases regarding this RFP, any subsequent award of contract, any information disclosed by RPL during the RFP process, or any information, documentation or opinion disclosed by RPL or created through the scope of work associated with this award without prior approval, in writing, provided by RPL. Proponents shall not undertake an assignment that actually or potentially creates a conflict of interest with the provision of the services without disclosing the conflict of interest or potential conflict of interest to RPL. PROCUREMENT TIMELINE RFP release: May 22, 2014 Deadline for response: Award of contract: July 15, 2014 CONFIDENTIALITY June 18, 2014, 2:00 PM Saskatchewan time RPL anticipates proponents may wish to treat certain elements of their submissions as confidential or proprietary, and are reminded that Freedom of Information requirements in force in the Province of 10

11 Saskatchewan may afford rights of production or inspection at the application of third parties. Furthermore, the contract entered into by the successful proponent(s) may be available for inspection by members of the public. All proposals will be kept confidential during the evaluation phase. The winning Proponent may be required to submit to a confidentiality and non-disclosure agreement governing information disclosed by RPL and created during the scope of services described herein. 11

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