REQUEST FOR PROPOSALS ENGINEERING CONSULTANT SERVICES SITE ASSESSMENT CHARLOTTETOWN FIRE STATION APRIL 2014
Proposals shall be submitted by completing the proposal as indicated in this RFP and placing it in a sealed envelope, clearly marked on the outside, "Engineering Consultant Services: Site Assessment - Charlottetown Fire Station ; Controller; 3rd Floor City Hall, City of Charlottetown, PO Box 98, Charlottetown, PEI, C1A 7K2", and must be received by the Controller before 2:00:00 pm local time on Friday, May 9, 2014 It is the responsibility of the proponent to deliver the sealed proposal to the 3 rd floor of City Hall before the time indicated. Proposals received after the time indicated shall be returned unopened. Any addenda will be posted on the City of Charlottetown website at www.charlottetown.ca/tenders.php. Proponents are responsible for checking the website for proposal/quote/tender notices, documents, and addenda. The City is not responsible for ensuring proponents have obtained addenda. This RFP creates no obligation on the part of the City of Charlottetown to award the contract or to reimburse proponents for proposal preparation expenses. The City of Charlottetown reserves the right to accept or reject any and all proposals, in whole or in part, received as a result of this request, and to negotiate in any manner necessary to best serve the interest of the City. At the election of the City, whether or not a bid or bidder otherwise satisfies the requirements of the RFP, the City may reject summarily any bid received from a corporation or other person which has been anywise involved in litigation, arbitration or alternative dispute resolution with the City within the five (5) year period immediately preceding the date on which the request for Proposals was published. The City s evaluation may include information provided by the proponent s references and may also consider the proponent s past performance on previous contracts with the City or other institutions. The City may prohibit a supplier from participating in a procurement process based on past performance or based on inappropriate conduct in a prior procurement process, and such inappropriate conduct shall include but not be limited to the following: (a) the submission of quotations containing misrepresentations or any other inaccurate, misleading or incomplete information; (b) the refusal of the supplier to honor its pricing or other commitments made in its proposal; or (c) any other conduct, situation or circumstance, as solely determined by the City. ADDITIONAL INFORMATION Questions or requests for further information, must be received no less than 3 days prior to the closing date, and are to be addressed in writing to: Belinda Rogers brogers@charlottetown.ca No fax or email proposals will be considered. The winning proponent and winning bid will be posted on the City s results site. Page 2 of 9
Table of Contents SECTION PAGE 1. Introduction 4 2. Schedule 6 3. Services Excluded From Proposal 6 4. Insurance 7 5. Proposal Submission 7 6. Evaluation 8 7. Form of Agreement 9 Site Geomatics Plan Preliminary Space Summary Appendix A 1 page Appendix B 2 pages Page 3 of 9
1. INTRODUCTION A new Fire Station is planned for the north area of Charlottetown; the new station will become the headquarters for the Charlottetown Fire Department, with the Kent Street Station remaining in operation. Potential sites for a fire station are determined by a number of factors, including geographic location relative to the area serviced. Property # 430165 located on the north side of Capital Drive, with access from Capital Drive and Rhynes Drive, has been identified as a preferred site; a Geomatics plan of the property is attached as Appendix A. It is anticipated that approximately 1/3 of the space in the new facility will be assigned to administration/training, with the balance assigned to operations including fire apparatus bays. The preferred site has a significant grade from the south east corner at the street to the north west corner at the back of the property, which will require placement of structural fill, if the fire station is a single story facility. The site grades may facilitate a multi- story facility design. The preferred traffic pattern for fire vehicles is to drive out frontwards from the bays when leaving the station, and when returning the bays at the rear and then drive thru to the front. However, returning vehicles can back into back into the bays if necessary. In addition to the fire station building, the site will need to accommodate 70 parking spaces, a 100 ft. wide by 75 ft. parking pad outside the fire truck doors and a 125 ft. by 100 ft. outdoor training area. Based on a very preliminary space list, four potential options for space relationships and locations in the new fire station have been identified; final facility layout will be developed thru the project planning and design process, including consideration of these and additional options. The magnitude of the building footprint associated with each option is indicated in Appendix B. The options are generally described as: Option 1 All spaces are located on a single level, with access into the fire vehicle bays from the rear and access out of the fire vehicle bays at the front. Administration/training spaces would be located at the east end with pedestrian access from the front as well as from the rear. Option 2 All spaces are located on a single level, with access into and out of the fire vehicle bays from the front. Administration/training spaces would be located at east end, with pedestrian access from the front as well as a secondary exit at the rear. This option would reduce the amount of fill required by not providing vehicle access from the rear. Page 4 of 9
Option 3 Critical operational spaces, including fire vehicle bays are located on a lower level, with access into and out of the fire vehicle bays from the rear. Less critical operational as well as administration/training spaces would be located on a upper level, with pedestrian access from the front as well as a secondary exit via stairs at the rear. This option would minimize the amount of fill required by only providing vehicle access into a lower level from the rear, as well reducing the amount of structural fill under the building. Option 4 Operational spaces, including fire vehicle bays are located on the upper level (Level 3), with access into and out of the fire vehicle bays at the east end from the front. Administration/training spaces would be located on a middle level (Level 2) with pedestrian access from the front at a location 2/3 between east and west corners, as well as a secondary exit via stairs at the rear. Training rooms would be located on the lowest level (Level1) with access via stairs/elevator from levels 2 and 3 as well as a pedestrian access from the back in the northwest corner This option would minimize the amount of fill required by not providing vehicle access from the rear and reducing the amount of structural fill under the building. The height required from the floor of the fire truck bays to the underside of a roof or a second floor structural system is anticipated to be approximately 18 feet. The height required from the floor of office/training space to the underside of a roof or an upper floor structural system is anticipated to be approximately 11 feet. A boundary and topographic survey of the property has been commissioned, it is anticipated this information will be available May 9. A geotechnical investigation and report for the property has been commissioned, it is anticipated this information will be May 9. A Phase 1 Environmental Site Assessment and report for the property has been commissioned, it is anticipated this information will be available May 24. The City of Charlottetown of Charlottetown is seeking proposals from engineering firms, with experience is building site planning and development, to provide an engineering assessment of the site including: Suitability of the site in general. Suitability or issues related to potable and sprinkler water supply for each option, and potential approach to resolve issues. Suitability or issues related to sanitary sewer associated with each option, and potential approach to resolve issues. Page 5 of 9
Issues related to storm water management associated with each option, and potential approach to resolve issues. Issues related to the overhead utility lines on Capital Drive associated with each option, and potential approach to resolve issues. Suitability of the site for each of the four options. The magnitude of additional cost due to site conditions, associated with each option, compared to a theoretical site that was generally level with soil conditions similar to this site. Potential site sketch for each option indicating floor elevation (s), driveways, parking areas, outdoor training area and arrows indicating finished grade slopes. The engineering assessment will assist the City with making a decision on the overall suitability of the site. 2. SCHEDULE Implementation of the project on the following schedule would be desirable; however, additional time may be required for consultation with City representatives: Component Target Time Frame RFP issued April 30 Proposals submitted May 9 Consultant Selection May 14 Initial meeting between Consultant & City May 16 representatives Progress meeting between Consultant and May 27 City representatives Draft report submitted by Consultant June 5 Meeting to review draft report between June 11 Consultant and City representatives Final report submitted June 18 3. SERVICES EXCLUDED FROM PROPOSAL The proposed fee is NOT to include the following: Site boundary and topographic survey Geotechnical investigation Phase 1 Environmental Site Assessment Page 6 of 9
4. INSURANCE The successful proponent will be require to maintain Commercial General Liability insurance subject to limits of not less than $3,000,000 per occurrence for bodily injury, death and damages to property. In addition the successful proponent will be require to maintain Professional Liability Insurance for errors and omissions, subject to limits of not less than $1,000,000 per occurrence, without any aggregate limitation. Proof of the insurance coverage is to be provided upon acceptance of the proposal by the City. 5. PROPOSAL SUBMISSION Proposals are to be accompanied by a cover letter signed by an authorized official of the proponent. Proposals are to be submitted using a two envelope system. The technical/descriptive sections of the proposal and the fee proposal are to be submitted in separate envelopes. Each envelope is to be sealed and marked to identify the contents. Two hard copies of the technical and descriptive section of the proposal as well as one electronic copy of the complete technical and descriptive section in PDF format; and one copy of the fee proposal are to be submitted. The technical and descriptive section of the proposal, including attachments and appendices, should be succinct and relevant to the Engineering Consultant Services: Site Assessment Charlottetown Fire Station project. Information provided should include: An overview of the Professional and technical resources that will be involved with the project; the role they will play and their relevant experience. An overview of several major relevant projects that have been completed by the Engineering firm; including size and scope as well as the name and contact information for the owners representative. An overview of the approach the consultant will take to gain an understanding of the fire station user needs, peripheral issues and how the City representatives will be involved as the assessment is being carried out. Consultants are invited to include with their proposal suggestions on additional factors that could be assessed. If additional factors are suggested the consultant is to also indicate if their fee would increase; and by how much, if the suggestion was accepted The proposal evaluation will be carried out by representatives of the City. The Page 7 of 9
evaluation will be completed on the basis of factors noted in Section 6. The fee proposal should be inclusive of all costs including but not limited to a lump sum fee for the required consulting services, including local travel, telephone, fax, courier, internal printing, and printing required for reviews, discussions, final reports and any associated taxes. Please indicate your HST number in the submission. 6. EVALUATION The technical/descriptive information is to include sufficient information to address the topics identified in sections 5 and to allow evaluation of based on the criteria contained in the section. The evaluation criteria and associate points are: No. Criteria Points 1 Experience of the personnel 25 Project manager experience & position in firm (6) Relevant qualifications of personnel assigned (7) Availability of personnel for project duration (5) Experience on similar projects (7) 2 Experience and resources of Engineering firm 25 3 References for engineering firm & personnel, quality of proposal 15 4 Approach 15 Demonstrated understanding of project scope & objective (5) Recognition of direct and peripheral issues (4) Proposed methodology clearly described & verifiable (3) Demonstration that end product will meet objectives (3) 5 Suggested alternate factors 5 Subtotal 90 Proposed fee 15 Total 100 Any proposal that receives a score below 60 points for the technical/descriptive component shall be rejected and the fee component returned unopened. The 15 points available for the proposed fee, will be allocated on the basis of: 15 points for the lowest Proposed Fee 14 points for all Proposed Fees < or = 102% of the lowest Proposed Fee 13 points for all Proposed Fees < or = 104% of the lowest Proposed Fee 12 points for all Proposed Fees < or = 106% of the lowest Proposed Fee 11 points for all Proposed Fees < or = 108% of the lowest Proposed Fee 10 points for all Proposed Fees < or = 110% of the lowest Proposed Fee Page 8 of 9
9 points for all Proposed Fees < or = 112% of the lowest Proposed Fee 8 points for all Proposed Fees < or = 114% of the lowest Proposed Fee 7 points for all Proposed Fees < or = 116% of the lowest Proposed Fee 6 point for all Proposed Fees < or = 118% of the lowest Proposed Fee 5 point for all Proposed Fees < or = 120% of the lowest Proposed Fee 4 point for all Proposed Fees < or = 122% of the lowest Proposed Fee 3 point for all Proposed Fees < or = 124% of the lowest Proposed Fee 2 point for all Proposed Fees < or = 126% of the lowest Proposed Fee 1 point for all Proposed Fees < or = 128% of the lowest Proposed Fee 0 points for all Proposed Fees > 128% of the lowest Proposed Fee 7. FORM OF AGREEMENT The form of agreement covering Engineering Consultant Services for Site Assessment Charlottetown Fire Station project shall be ACEC Document No. 31 2010, Engineering Agreement Between Client And Engineer; modified to reflect the conditions indicated in this RFP. Federal and Provincial laws shall govern the interpretation and performance of any agreement with the City of Charlottetown regarding Engineering Consultant Services RFP for Site Assessment Charlottetown Fire Station. Any action brought to enforce any provision of an agreement shall be brought in the appropriate courts of the Province of Prince Edward Island. The parties understand and expressly agree that any claims, demands, or actions asserted against the City of Charlottetown, its agents and employees shall be brought only in the court system of the Province of Prince Edward Island. The City and submitting proponents will make every effort to maintain confidentiality relevant to submitted proposals and information provided for in this Solicitation process. News releases by a proponent pertaining to this RFP or any portion of the project shall not be made without prior written approval from the City of Charlottetown. Violation of this requirement is deemed to be a valid reason for disqualification of the proponent. The proponent will also not initiate any publicity relating to this acquisition process before the selection decisions are final. The City of Charlottetown may, by written notice to a proponent, cancel any contract if it is found by the City of Charlottetown that gratuities, in the form of entertainment, gifts, or otherwise, were offered or given by the proponent, or the agent or representative of the proponent, to any employee or agent of the project with a view toward securing favorable treatment with respect to the awarding or amending, or making any determinations with respect to performing of such contract. Proponents are requested to declare to the City where there is a potential or real conflict of interest. The City, in its discretion, will take whatever steps it deems necessary to manage the potential or real conflict of interest up to and including refusal of the proponent s bid. Page 9 of 9