REQUEST FOR EXPRESSION OF INTEREST EOI ENG2015-25 ELECTRICAL ENGINEERING DESIGN SERVICES EXPRESSION OF INTEREST CONTACT Barry Simpson, P.Eng. Senior Project Manager Engineering and Development Services Department City Hall, 169 Front Street Belleville, ON K8N 2Y8 Tel. (613) 968-6481 Ext.3508 Fax (613) 967-3262 Email: bsimpson@city.belleville.on.ca DATE OF ISSUE Friday, June 26, 2015 SUBMISSION DATE Wednesday, July 15, 2015 at 1:00 p.m. CLOSING LOCATION Finance Department City Hall, 169 Front Street, Belleville, ON K8N 2Y8 Attn: Ms. Yasmina Jamal, Purchasing Supervisor Tel. (613) 968-6481 Ext 3301 or 3203 Fax (613) 967-3206 Email yjamal@city.belleville.on.ca or cfradley@city.belleville.on.ca
TABLE OF CONTENTS 1 INTRODUCTION... 1 1.1 Background... 1 1.2 Objective... 1 1.3 Inquiries... 2 2 EXPRESSION OF INTEREST REQUIREMENTS... 2 2.1 Schedule... 2 2.2 Format... 2 2.3 Corporate Experience... 2 2.4 Project Experience... 3 2.5 Project Staff and Key Personnel... 3 2.6 Quality Assuarance... 3 2.7 Submission Requirements... 3 3 EVALUATION PROCESS... 4 3.1 Criteria... 4 3.2 Acceptance/Rejection of Submissions... 4 APPENDIX A APPENDIX B VENDORS INFORMATION PAGE SUBMISSION LABEL
1 INTRODUCTION 1.1 BACKGROUND The City of Belleville is a one-tier municipality that is responsible for design and administration of capital infrastructure projects. There are two electrical distribution companies located within Belleville; Veridan Connections who are responsible for the electrical distribution network within the former (pre 1998 amalgamation) City boundary and Hydro One who are responsible for the electrical distribution network within the former (pre 1998 amalgamation) Thurlow Township and Sidney Township boundaries. 1.2 OBJECTIVE The objective of this Expression of Interest is to provide the City of Belleville a basis to pre-qualify up to four (4) consultants who will then be asked to submit a formal detailed quotation to provide electrical engineering design services on a retainer basis to undertake detail designs and permit applications for miscellaneous electrical projects on an as needed basis for a term of five (5) years. The electrical engineering design services to be provided shall include but are not limited to the following: Temporary and permanent traffic control signal designs, including intersection design and intersection capacity analysis, development of traffic signal phasing, timing plans, preparation of PHM-125 drawings and application of OTM Book 12 Illumination designs for roadways and trails, including warrant and cost/benefit analysis, Pole loading calculations, Coordination with agencies to facilitate approvals (i.e. utilities and ESA), Site visits to examine existing conditions and verify compliance of constructed infrastructure with designs, Determination of applicable standards and specifications, Other miscellaneous electrical design projects that may arise Consultants registered with the Ministry of Transportation of Ontario s Registry, Appraisal and Qualifications System (RAQS) under the speciality Electrical Engineering Minor Electrical Work will be given additional consideration in the evaluation of the EOI submissions. There is no guarantee that there will be a specific number of projects assigned over the duration of the assignment. For the duration of the assignment, award of electrical design assignments will be subject to future assignment specific quotes from the prequalified consultants based on the prices/unit rates that will be submitted with the formal detailed quotations to be submitted at a later date. The City shall retain the right to assign a project to the electrical consultant that can meet the timelines for the specific assignment even though they may not provide the lowest quotation. EOI-ENG2015-25 Electrical Engineering Design Services 1
1.3 INQUIRIES Any inquiries regarding this Request for Expression of Interest should be directed to: Barry Simpson, P.Eng. or alternatively Ray Ford, P.Eng. Senior Project Manager Manager of Engineering bsimpson@city.belleville.on.ca rford@city.belleville.on.ca Engineering and Development Services Department The Corporation of the City of Belleville City Hall, 169 Front Street Belleville, Ontario, Canada K8N 2Y8 Tel. No. (613) 968-6481 Fax No. (613) 967-3262 2 EXPRESSION OF INTEREST REQUIREMENTS 2.1 SCHEDULE Responses to this Expression of Interest must be received by the Issuing Office, not later than 1:00 p.m., local time, as recorded on the time clock located on the counter in the Finance Department (which time will be deemed to be taken as conclusive of the time), on Wednesday July 15, 2015. The pre-qualified consultants will be selected within twenty business days of the submission deadline and only those consultants will be requested to submit a formal detailed quotation. 2.2 FORMAT All submissions should be structured as outlined below in order to facilitate review and evaluation. Submissions should be limited to a maximum of five (5) pages; excluding organizational chart and curricula vitae. Text shall be Arial font in a font size of 10 or larger. With exception of the organizational chart, stock brochures and promotional literature, the submission should not include colour text, charts or images, etc. Material specific to this project should be submitted on white paper. Curricula vitae and promotional literature, including stock brochures, photographs, etc. may be included in appendices. Failure to meet the above requirements can result in automatic disqualification of the submission. Attention is drawn to the evaluation criteria outlined in Section 3 of this document. Note that each submission will be evaluated solely on its content. 2.3 CORPORATE EXPERIENCE Provide a brief synopsis of the firm s background and area of expertise. Include the address and telephone number of each corporate head office and identify the regional/local office from which the work is to be directed. EOI-ENG2015-25 Electrical Engineering Design Services 2
Where more than one firm is involved, the scope of the work and responsibilities of each corporate entity must be clearly identified and the Prime Consultant must be clearly identified. Also identify the name, title, address and telephone number of the Principal who will serve as the Contact for additional information if so requested by the City. Bidding Consultants are to identify in their submission if they are registered with the Ministry of Transportation of Ontario s Registry, Appraisal and Qualifications System (RAQS) under the speciality Electrical Engineering Minor Electrical Work. 2.4 PROJECT EXPERIENCE Provide brief descriptions of recently completed (i.e. within the last 5 years) projects which are comparable scope and size to the subject project, and which demonstrates relevant experience of the team members. Include the following information for each project: key personnel together with degrees of involvement, project value including budget and actual figures. approximate project start and completion dates. name, title, address, telephone number of client contact for reference purposes. 2.5 PROJECT STAFF AND KEY PERSONNEL Provide a description of the education, professional qualifications and experience of the key personnel that will be responsible for this project. Indicate their responsibilities in connection with the projects listed under Section 2.4, if any. Curricula vitae for all personnel who will play a significant role in the project may be provided in appendices. Include sub-consultant information in a similar fashion. 2.6 QUALITY ASSUARANCE Outline a Quality Assurance Plan for ensuring the City s satisfaction with the work. 2.7 SUBMISSION REQUIREMENTS Consultants shall submit one (1) Expression of Interest package marked original and two (2) Expression of Interest packages marked complete copy and one (1) complete digital copy including signatures (in PDF format). Expression of Interest packages shall be delivered in a sealed envelope with the Consultants company name and Expression of Interest number clearly stated on the submission label provided with this document. Expression of Interest packages shall contain a completed copy of the Vendors Information Page provided with this document. Submission of telephone, facsimile or electronic Expression of Interests will NOT be accepted. Expression of Interest submissions may not be modified after the closing date and time except as may be allowed by the City. EOI-ENG2015-25 Electrical Engineering Design Services 3
The City may reproduce any of the Expression of Interests and supporting documents for internal use. The City will not be obligated in any way by a Consultants Expression of Interest. The City will not return any Expression of Interests or supporting documents to the Consultants. 3 EVALUATION PROCESS 3.1 CRITERIA The evaluation of the submissions will be based upon the following criteria: (1) Demonstrated corporate ability and experience on comparable projects including registration in MTO RAQS specialty Electrical Engineering Minor Electrical Work (30%) (2) Qualifications and experience of key project personnel (60%) (3) Proposed quality assurance procedures (10%) 3.2 ACCEPTANCE/REJECTION OF SUBMISSIONS A committee of staff from the City of Belleville Engineering and Development Services Department will be responsible for evaluating the submissions. The City of Belleville reserves the right to accept or reject any submission. EOI-ENG2015-25 Electrical Engineering Design Services 4
APPENDIX A VENDORS INFORMATION PAGE
VENDORS INFORMATION PAGE COMPANY: (Legal Name of Company) ADDRESS: TELEPHONE No: FAX No: EMAIL ADDRESS: NAME OF INDIVIDUAL SUBMITTING: (Please Print Clearly) NAME OF AUTHORIZED SIGNING OFFICER: (Please Print Clearly) POSITION OF AUTHORIZED SIGNING OFFICER: (Please Print Clearly)
APPENDIX B SUBMISSION LABEL
SUBMISSION LABEL CITY OF BELLEVILLE EXPRESSION OF INTEREST ELECTRICAL ENGINEERING DESIGN SERVICES EOI NO.: EOI ENG2015-25 COMPANY: (Legal Name of Company) SUBMIT TO: Ms. Yasmina Jamal, Purchasing Supervisor The Corporation of The City of Belleville 169 Front Street Belleville, Ontario K8N 2Y8