Kingston Community Health Centres

Transcription

1 Kingston Community Health Centres 400 Elliott Avenue, Kingston, ON, K7K 6M9 Telephone: Facsimile: Request For Proposals For Capital Project Manager. SHC Satellite Document date: April 9, 2014 Please submit Five (5) complete copies of each proposal, in a sealed envelope clearly indicating the proposal title and closing date; and forward before 2:00 p.m. local time, Friday, May 2, 2014 to: Mary Beth Raycroft, Director, Corporate Services Kingston Community Health Centres 400 Elliott Avenue Kingston, Ontario Canada K7K 6M9

2 Background Information: Kingston Community Health Centres Kingston Community Health Centres (KCHC) is a not for profit charitable organization where all program areas/sites share a common philosophical premise and mission statement. We care for individuals and families, respond to their neighbourhood concerns to improve their health and to build healthy communities. KCHC work at the systems level, working with the community on communitybased initiatives and advisory groups to create a healthier and more vibrant community. KCHC opened in KCHC is accredited and is a member of the Association of Ontario Health Centres. Our budget is approximately $15 million, and we employ over 160 staff across 7 sites. Street Heath Centre, a satellite of KCHC, began as a needle exchange program in 1992 SHC is a 365 days a year harm reduction health centre. We specialize in providing accessible, responsive, health services to communities that are marginalized from mainstream healthcare services. The lease for our current space expires October Approval was given earlier this month to proceed with the capital plan (available on request) on a new site. The project is funded by the Ministry of Health and Long Term Care Capital Branch. An offer to purchase has been made on property in downtown Kingston. A Class C Estimate and Phase 1 and Phase 2 environmental assessment has been completed. Next steps include hiring a Project Manager, completing Phase 1 and 2 for Ministry approval, and the design and renovation of the new centre on the down town site. For more information, please visit our website, Please note that KCHC is moving May 9, Our new address will be 263 Weller Ave., Kingston, K7K 2V4. REQUEST Kingston Community Health Centres is inviting proposals from experienced capital project managers to work with the Facilities Committee and Board to build a new satellite health centre in downtown Kingston. The required completion date is September 2015, with a total cost of approximately $3 million for the 2

3 12,000 square foot facility. It is acknowledged that the time line is aggressive but obtainable. SCOPE OF WORK The Project Manager will act as KCHC s advisor and agent, providing site management, scheduling, administrative, financial and technical services. The project manager will be the lead consultant. It is not intended to combine the role of the project manager, the architect and the construction manager; however it will be crucial that all three parties work collaboratively and cooperatively together. The Project Manager would work closely with the KCHC Facilities Committee, to ensure that the SHC is built in accordance with all Ministry of Health Capital Branch specifications and KCHC requirements. While the Board of KCHC maintains control over major decisions, the manager would be the designated lead with the Capital Branch, and would be the link between KCHC and the project. Details may be found in Appendix A. Additional related work may be required from time to time, which the Centre would view as a separate engagement. It is expected that the scope of such engagements can be defined separately. For the purposes of additional related work, proponents are expected to provide a summary of hourly billing rates in range format based on level and skill of assigned resources. Generally this may be reflected by junior to senior categories. INQUIRIES All inquiries regarding this Request for Proposal (RFP) are to be directed by e- mail by May 6, 2014 to: Mary Beth Raycroft, Director, Corporate Services Kingston Community Health Centres [email protected] Proposal Content Your proposal should include: 1. Related experience of your firm, including experience with sustainable design and construction 2. The description of team members and their experience, including renovations 3

4 in an urban setting 3. Your approach to planning, design and construction phases, particularly with health and social service organizations 4. An explanation of your approach to working with the Project Management Process (meetings, communications, approvals, schedules, cost and quality assurance controls, etc.) 5. A statement of understanding of the scope of the project and the needs of KCHC and SHC. 6. A description of how you envision the SHC concept to be practically incorporated into downtown Kingston 7. Statement of opportunities or constraints that you envision that could impact the project or your proposal 8. Your proposed form of contract, fee structure and terms and conditions. Please note: This is a fixed fee contract, for the services described. Criteria for Consultant Selection Proposals will be evaluated according to the following MANDATORY criteria: Several years experience with community health centre capital projects Experience with projects of similar scale and scope to be in the range of $2 to $5M in value that are renovations Project team to have experience with projects in health care setting and following CSA standard for infection control CSA Z Significant experience working with the Ministry of Health Capital Planning regulations and process on projects of similar scale and scope. Proof of insurance Proposals that are compliant with the mandatory criteria listed above will move to this next stage and will be evaluated according to the following criteria and weighting: Approach to the work and methodology for project delivery, including schedule, cost and scope controls as well as risk and quality management (30%) Qualifications (20%) o qualifications of the corporate members of theteam o qualifications of the individual members of theteam Experience (30%) o experience with projects of a similar size and scope, and the quality of this work based on examples and references o experience with working with the Ministry of Health Capital Planning process on projects of similar scale and scope. Fees (20%) 4

5 SCHEDULE FOR THIS PROPOSAL RFP issued April 9, 2014 Inquiries answered April 22, 2014 RFP Closes May 2, 2014, 2 p.m. Presentations for selected proposals Project Manager Selected May 21 & 22, 2014 May 28, 2014 Project Manager starts June 2, 2014 Candidate firms will be required to make a presentation to the evaluation team as part of the selection process during the week of May Each prospective manger will be allowed 45 minutes for their presentation and to respond to questions. Audio/visual presentations are permitted providing the managers bring their own equipment. Assessment of the proposal commences immediately after closing date. KCHC will not accept proposals submitted by facsimile transfer or electronic mail. NO CONFLICT OF INTEREST Proponents chosen shall disclose to KCHC, prior to entering into any agreement, any potential conflict of interest. If such conflict of interest does exist, KCHC may, at its discretion, withhold the award of an agreement from the proponent, until the matter is suitably resolved. CONFIDENTIALITY The successful proponent shall at all times maintain confidentiality of all materials, transactions and all business conducted for and on behalf of Kingston Community Health Centres and Kingston Bridge to Health. Release of any information shall be only with the consent of the Kingston Community Health Centres. 5

6 PERFORMANCE CLAUSE In the event that the successful proponent fails to perform the services in accordance with the terms, conditions and specifications stated herein, KCHC reserves the right to terminate the contract on sixty (60) days notice and obtain the services of an alternate firm without penalty. TERMS Electronic, telegraphic, telephone, or facsimile responses will not be accepted. The bidder declares that; the prices in this bid have been arrived at independently from those of any other bidder, the prices in this bid have not been knowingly disclosed by the bidder, and will not knowingly be disclosed by the bidder prior to award, directly or indirectly, to any other bidder or competitor, no attempt has been made, nor will be made, to induce any other person to submit or not to submit a bid for the purpose of restricting competition, this bid is in all respects fair and without collusion or fraud. The bid must be all inclusive to meet all deliverables, i.e. all work to complete the SHC build Kingston Community Health Centres is not liable for any costs incurred by the bidder in responding to this "Request for Proposal". Kingston Community Health Centres reserves the right to accept or reject any or all proposals or parts of proposals or to accept any bid considered in its best interest, to waive irregularities and technicalities, and to request rebids on the required materials and/or services. Unless otherwise specified, Kingston Community Health Centres will make payment of accounts within thirty (30) days of either the date on which the materials and/or services have been accepted to the satisfaction of KCHCs, or the date on which the invoice is received, whichever is later. The bidder warrants that the materials and/or services supplied to Kingston Community Health Centres conform in all respects to the standards set forth by Federal and Provincial agencies, and failure to comply with this condition will be considered a breach of contract. 6

7 No bidder is relieved from supplying all components necessary to render the materials and/or services fit for the use specified in the governing documents merely because detailed specifications on the various components are not set out in the documents. Upon acceptance of the proposal, both parties hereto agree to do everything necessary to ensure that the terms of this agreement take effect. The successful bidder will be notified subsequent to the acceptance of such a bid, in whole or in part, by Kingston Community Health Centres. Such notification will be dispatched not later than thirty (30) days from the date set for closing. This period may be extended by mutual consent only. Proponents may request a debriefing session. Requests must be made in writing to Mary Beth Raycroft, [email protected], after the tender is awarded and within 60 days of the close of the tender. Any bidder not in receipt of such notification of acceptance within the above referenced period may assume that the bid was not accepted. The submission of a Proposal shall be deemed proof that the bidder has satisfied himself/herself as to all the provisions of the quotation, all the conditions which may be encountered, what materials and/or services he/she will be required to supply, or any other matter which may enter into the carrying out of supply of materials and/or services referred to in the bid. No claims will be entertained by the Centre based on the assertion by the bidder that he/she was uninformed as to any of the requirements of the Proposal. 7