REQUEST FOR PROPOSAL 42/2017 DESIGN-BUILD TEAM FOR THE CONSTRUCTION OF A SYNTHETIC TURF MULTI-USE FIELD IN CHAPPLES PARK

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1 REQUEST FOR PROPOSAL 42/2017 DESIGN-BUILD TEAM FOR THE CONSTRUCTION OF A SYNTHETIC TURF MULTI-USE FIELD IN CHAPPLES PARK For The Corporation of the City of Thunder Bay -- Parks & Open Spaces Section -- Proposal Closing Date and Time Wednesday, August 23, 2017 at 4:00 p.m., local time A Non-Mandatory Site Visit is scheduled for August 11, 2017 at 1:00 p.m. (See page 3 for location and details) Proposals are to be Delivered to: City of Thunder Bay Supply Management Victoriaville Civic Centre (main floor) 111 Syndicate Avenue South Thunder Bay, ON P7E 6S4

2 Page 2 of 21 INFORMATION TO BIDDERS Definitions Proponents(s)/Bidder(s)/Contractor(s): means all persons, partnerships or corporations who respond to this RFP and includes their heirs, successors, and permitted assigns. City/Owner: means The Corporation of the City of Thunder Bay Contract: means the agreement to be entered into between the Successful Bidder and the City with respect to the supply of the Goods and or Services. It shall be based upon this RFP, with any agreed upon amendments, and shall include any plans and specifications and will be held to cover the supply of any and all work, labour, implements and materials that could be reasonably required to properly and satisfactorily supply the Goods or Services. Contract Administrator: means the person, partnership, or Corporation designated by the Owner to be the Owner s representative for the purposes of this contract. Request for Proposal: means this Request for Proposal (RFP) document including all schedules, parts and attachments, as issued by the City, including any addenda or amendments made to it after initial issue. May: Used in this document denotes permissive. Must/Shall/Will: Used in this document denotes imperative. Successful Bidder/Proponent/Contractor: means the Proponent/Contractor/Bidder whose RFP submission is/are accepted and who has/have agreed to supply the Goods and/or Services as outlined herein. Submission Proponent to submit, in a sealed package, to the address shown on the cover page: one (1) original signed by an authorized representative, prominently marked Original plus four (4) hard copies, identical to the original, each identified as Copy plus one (1) electronic copy in PDF format on CD-ROM, memory stick or flash drive, also identical to the original and the hard copies All submissions are to be clearly marked as to contents with the return label affixed to the outside of the package when provided. The mandatory submission forms that are required to be completed and included in your submission may not be changed other than inserting the required information. Submission Format Hard copy submissions are to be: Printed double sided Where possible, stapled Where too large for stapling, submitted in coil bindings, comb bindings, heat bound or clamped. Binders are not to be used.

3 Page 3 of 21 Non-Mandatory Site Visit and Meeting A one-time only Non-Mandatory Site Visit is scheduled as follows: Date: Time: Location: Friday August 11 th 1:00 p.m. Chapples Park, Washroom Building, 531 Chapples Drive Thunder Bay, ON Bidders should register (sign-in) with the City representative conducting the site meeting. Safety Footwear must be worn at the site meeting. Each bidder should visit the site of the work before submitting his bid and must satisfy himself by personal examination as to the local conditions to be encountered during the design, delivery, installation, and commissioning of the work. He shall make his own estimate of the difficulties to be encountered. He is not to claim at any time after submission of its tender that there was any misunderstanding of the terms and conditions of the contract relating to site conditions. Any statement or commentary provided by any of the City Representatives during the site visit is non-binding. Bidders are not to seek commitments from any of the City Representatives during a site visit or otherwise seek an unfair competitive advantage. Any questions or need for clarification must be directed to the individual listed in the document for questions/inquiries. All interested parties are asked to meet with: Werner Schwar (or designate) Supervisor, Parks & Open Spaces Section Infrastructure & Operations City of Thunder Bay 111 Syndicate Avenue South, Victoriaville Civic Centre Thunder Bay, Ontario, P7E 4S8 Ph: (807) Fax: (807) wschwar@thunderbay.ca and/or James Taylor, Risk & Asset Management Analyst (or designate) Ph: (807) Fax: (807)

4 Page 4 of 21 Document Fee The City charges a non-refundable fee of $35.00 (inclusive of taxes) for documents payable by cheque, cash or debit or credit card. If downloaded, the fee is to be included in the submission. The fee is to be submitted in Canadian Funds. Closing Date and Time Consideration will be given to your proposal if received in the Supply Management Office not later than the date and time shown on the cover page. The lowest cost proposal will not necessarily be accepted, and the City reserves the right to reject any and all proposals and/or re-issue the RFP in its original or revised form. Facsimile, , or telephone proposals will not be accepted. Late Submissions Submissions received after the deadline will not be considered. The City will assume no responsibility for submissions that do not arrive in the Supply Management Office by the specified closing date and time. Late submissions will be returned unopened to the proponent. Submissions in English All submissions are to be in English. Any submission received by the City that is not entirely in the English language may be disqualified. Grounds for Disqualification of Submission The City will disqualify or deem submissions non-compliant for the following reasons, unless otherwise noted in this document: Failure to submit documents in accordance with the closing date and time on the cover page or any subsequent addenda. Failure to complete, sign and return submittal form provided. Failure to comply with any of the mandatory requirements. Unauthorized changes to any forms that are required to be completed and included in your submission. Litigation No bid shall be accepted from any Contractor, its principals, directors or any officer of that firm, or another related person (as determined by the Manager Supply Management, in his or her sole and unreviewable discretion), with whom the City is engaged in unresolved litigation.

5 Page 5 of 21 Questions/Inquiries Communications concerning this Request for Proposal are to be in writing and directed to: Vicki Gagné-Smith (or designate) Supply Management Phone: (807) Fax: (807) vgagne-smith@thunderbay.ca Inquiries must not be directed to other City employees or Elected Officials. Directing inquiries to other than those designated may result in your bid being rejected. The deadline for questions/inquiries will be Wednesday, August 16, 2017 at 12:00 noon, local time. All clarification requests are to be sent in writing to the individual mentioned above, and are to reference the RFP number. No clarification requests will be accepted by telephone. Responses to clarification requests will be provided to all interested parties. Any and all changes to the Request for Proposal will be issued by the Manager, Supply Management (or designate) in the form of a written addendum. Acknowledgement of Addenda If addenda are issued, their receipt is to be acknowledged by the proponent by including them as part of the proposal submission to ensure that all requirements are included in the submission. Failure to include all addenda may result in your submission not being considered. The City will assume no responsibility for oral instructions or suggestions. Addenda will be provided to all who have registered with the City Supply Management Section. As well, they will be posted on the City s website for download. It is the bidder s responsibility to check the website prior to closing for any issued addenda. The City will assume no responsibility for any addendum not received. Review of Requirements All proponents should carefully review this solicitation for defects or questionable matter. Comments or the need for clarification must be made in writing as requested in this RFP. Protests based on any omission or error, or on the content of the solicitation, will be disallowed if these faults have not been brought to the attention of the Supply Management Section as per the terms set out in this Request. Submissions shall be in accordance with City of Thunder Bay Standard Terms and Conditions for Tenders, Proposals, Contracts and Quotations and the City by-law Number For additional information about the City of Thunder Bay and its policies and by-laws visit

6 Page 6 of 21 Sustainable Environmental Social Initiatives The City is committed to a procurement process for Goods and Services that takes into account sustainable, environmental and ethical considerations. Potential partners of the City must respect fundamental human rights and treat their workers fairly and with respect. They are also expected to strive continually towards minimizing the environmental impact of their operations. References The submission of a proposal authorizes the City to contact all references provided. Failure to provide references and details of experience may result in this proposal not being considered. City staff, elected officials or City Departments are not to be used as references. Freedom of Information All proposals submitted to the City become the property of the City, and as such, are subject to the provisions of the Municipal Freedom of Information and Protection of Privacy Act. This will confirm that the City will not use/disclose the information provided, without proper authorization, and will keep the information in a physically secure location to which access is given only to staff requiring access. Bidder Debriefings As a courtesy, bidder debriefings will be offered for procurements valued at $60,000 or higher and must be requested within 60 calendar days following the date of the contract award. Rights Reserved by the City Proposals will be evaluated from firms or individuals that can demonstrate that they have the necessary staffing, facilities, experience, ability and financial resources to perform the work in a satisfactory manner. Proven track record must be demonstrated. Submission of a proposal indicates acceptance by the firm of the conditions contained in this Request for Proposal, unless clearly and specifically noted in the proposal and in any contract between the City and the firm(s) selected. These reserved rights are in addition to any other express rights or any other rights which may be implied in the circumstances and the City shall not be liable for any expenses, costs, losses or any direct or indirect damages incurred or suffered by any proponent or any third party resulting from the City exercising any of its express or implied rights under this RFP. The City reserves the right to: Make public the names of any or all proponents, Inspect the bidder s facility and to perform such investigations as may be deemed necessary to insure that competent personnel and management and suitable equipment/material will be used in the performance of this contract,

7 Page 7 of 21 Without prejudice, reject any or all proposals and to determine, in its own best judgement, the firm best qualified to undertake this contract, Waive formalities and accept proposals which substantially comply with the requirements of this RFP, Accept any proposal in whole or in part, Award this contract in whole or in part, without recourse or penalty, that which is deemed most advantageous to the City, Unless it otherwise states, to award by item, or part thereof, groups of items, or all items of the proposal, and to award contracts to one or more proponents submitting identical submissions as to price; to reject any and all submissions in whole or in part; to waive technical defects, irregularities and omissions and to negotiate minor changes, if in so doing, the best interest of the City will be served, Make changes, including substantial changes, to this RFP provided that those changes are issued by way of addenda in the manner set out in this RFP, Select any proponent other than the proponent whose proposal reflects the lowest cost to the City or the highest score, Negotiate minor changes with the proponent that presents the most attractive proposal, Request written clarification or the submission of supplementary written information in relation to the clarification request from any proponent and incorporate a proponent s response to that request for clarification into the proponent s proposal, Verify with any proponent or with a third party any information set out in a proposal, Disqualify any proponent whose proposal contains misrepresentations or any other inaccurate or misleading information, Disqualify any proponent or the proposal of any proponent who has engaged in conduct prohibited by this RFP, Terminate the contract without notice if due to non-performance and unsatisfactory service and unsatisfactory product performance, Call in alternate services if the proponent/contractor is unable to provide the service when it is requested, Cancel the project without cause and without incurring any liability whatsoever if deemed in the best interest of the City to do so, Cancel this RFP process at any stage and, if required, issue a new RFP for the same or similar deliverables, In its discretion, take any one or more of the following steps, at any time and from time to time, in connection with the review and evaluation, including ranking, of any aspect of a proposal: Independently consider, investigate, research, analyze, request or verify any information of documentation whether or not contained in any Proposal, Conduct reference checks relevant to the Project with any or all of the references cited in a Proposal, or with any other person not listed in a Proposal, to verify any and all information regarding a Proponent, including its directors, officers and Key Individuals, Conduct any background investigations that it considers necessary in the course of the Competitive Selection Process, By submitting its proposal, the proponent authorizes the collection of information by the City,

8 Page 8 of 21 Assess a proponent s proposal on the basis of: A financial analysis determining the actual cost of the proposal when considering factors including transition costs arising from the replacement of existing goods, services, practices, methodologies and infrastructure (howsoever originally established), Information provided by references, The proponent s past performance on previous contracts awarded by the City, The information provided by a proponent pursuant to the City exercising its clarification rights under this RFP process, or Other relevant information that arises during this RFP process. The City is not responsible for any costs incurred by the proponents in the preparation of their response to the proposal call or attendance at any selection interviews. The City will not accept responsibility for any delays or costs with any reviews or approval process. Prices must be firm for the duration of the contract. This is an invitation for proposals and not a tender call. The basis of award is subject to budget availability and/or Council Approval. The City of Thunder Bay Council shall have the final authority on all matters regarding this Request for Proposal. Attachments Standard Terms and Conditions for Tenders, Proposals, Contracts and Quotations Certificate of Insurance Undertaking to Comply Attachment A APPENDIX A Location Map APPENDIX B Topographical Contour Map APPENDIX C Soils Borehole Investigation Accessibility for Ontarians with Disabilities The Bidder shall comply with the provisions of the Accessibility for Ontarians with Disabilities Act, 2005, and the Regulations there under with regard to the provision of its goods, services or facilities to persons with disabilities. The Bidder acknowledges that pursuant to the Accessibility for Ontarians with Disabilities Act, 2005, the City of Thunder Bay must, in deciding to purchase goods or services through its procurement process, consider the accessibility for persons with disabilities to such goods or services. Prior to the commencement of any work the successful contractor/consultant shall furnish evidence of compliance with the most current Integrated Accessibility Standards Regulation specifically the section(s) pertaining to Training of Staff. (The City of Thunder Bay may, at its discretion provide training.) Agents or Consultants acting on behalf of the City will incorporate accessibility criteria and features when developing specifications and/or procuring goods and services, except where it is not practical to do so.

9 Page 9 of 21 Indemnity The successful proponent shall indemnify and hold the City harmless from and against any liability, loss, claims, demands, costs and expenses, including reasonable legal fees, occasioned wholly or in part by any acts or omissions either in negligence or in nuisance whether wilful or otherwise by the bidder, it s agents, officers, employees or other persons for whom the bidder is legally responsible. Bid Bond, Performance Bond The successful proponent shall, at its own expense, obtain and maintain until the termination of the contract, and provide the City with evidence of: 1. Tender Security in the form of a Bid Bond, Certified Cheque or Irrevocable Letter of Credit in the amount of 10% of the total project value is required. 2. Performance and a Labour and Materials Payment Bond in the amount of 50% of the project value, is required by the successful proponent. The Consent of Surety to be issued by an approved bonding company located in Ontario, Canada Professional Liability: The successful proponent shall carry insurance covering the work and services described in this agreement. Such policy shall provide coverage for an amount not less than Two million ($2,000,000) dollars. The Owner will not accept an agreement which limits the liability of the proponent to the amount of its liability insurance coverage Insurance The successful proponent shall, at its own expense, obtain and maintain until the termination of the contract, and provide the City with evidence of: Comprehensive general liability insurance on an occurrence basis for an amount not less than Five Million ($5,000,000) dollars and shall include the City as an additional insured with respect to the City s operations, acts and omissions relating to its obligations under this Agreement, such policy to include non-owned automobile liability, personal injury, broad form property damage, contractual liability, owners' and contractors' protective, products and completed operations, contingent employers liability, cross liability and severability of interest clauses. Automobile liability insurance for an amount not less than Five Million ($5,000,000) dollars on forms meeting statutory requirements covering all vehicles used in any manner in connection with the performance of the terms of this Agreement. The policies shown above will not be cancelled or permitted to lapse unless the insurer notifies the City in writing at least thirty (30) days prior to the effective date of cancellation or expiry. The City reserves the right to request such higher limits of insurance or other types of policies appropriate to the work as the City may reasonably require.

10 Page 10 of 21 The successful proponent shall not commence work until such time as evidence of insurance has been filed with and approved by the Manager Supply Management for the City. The successful Firm shall further provide that evidence of the continuance of said insurance is filed at each policy renewal date for the duration of the contract. Workplace Safety and Insurance Act (From Successful Proponent Only) Upon award, the successful proponent shall submit a copy of a valid and current Clearance Certificate from the WSIB. This information is available to the Proponent on-line at Any proponent deemed to be WSIB exempt, not required by law, an independent operator or ineligible for a clearance certificate must provide an equivalent employer s professional liability insurance policy that includes coverage not limited to loss of earnings benefits and health care coverage. It is also the responsibility of the proponent to ensure that coverage does not lapse for the entire duration of the contract. Upon expiry of a clearance certificate a valid certificate should be forwarded to the City. Certificates Required: (From Successful Proponent Only) Prior to the commencement of any work under this contract the successful proponent will file with the City a Certificate of Insurance on the City s form provided, a Signed Undertaking to Comply and a WSIB Clearance Certificate. No purchase order will be issued until all insurance, Undertaking to Comply and WSIB requirements have been satisfied. Project Schedule The following project schedule is anticipated based on best current information. PROJECT SCHEDULE DATE Non-Mandatory Site Visit August 11, 2017 Interview of up to the top three (3) proponents Present Corporate Report to City Council for approval of contract Award Design Build / Contracting Services Week of August September 12, 2017 September 15, 2017 Design and Contract Document Preparation September 18-29, 2017 Site Mobilization October 10, 2017 Project Completion June 10, 2018

11 Page 11 of 21 EVALUATION An Evaluation Committee will review and evaluate each proposal based on the criteria and scoring listed below: CRITERIA 1.. Qualifications & Proven Experience of the firm and key members of the project team, in particular: Design Build Experience, Internal Project Coordinator MAX. SCORE Compliance with Proposal Requirements, Terms of Reference, Warranty Provision of a detailed schedule, demonstrated ability to commence work immediately and complete the project within the time frame required. 4. Quality & Uniqueness of Proposal Submission, Compliance with Technical Requirements 5. Demonstrated Environmental & Social Stewardship environmental friendliness of the product or service and/or unique environmental or social initiative(s) the company has undertaken Value-Added or Innovative techniques proposed 5 Evaluation Sub-Total prior to Cost 70 For a proposal to proceed any further in the evaluation process, it must have achieved a minimum of 70% of the sub-total points available without cost being a consideration. Example: 70 x 70% = 49 At 49 points, the evaluation will continue At 48 points, the proposal would not be evaluated any further 7. Cost to the City 30 Evaluation Sub-Total prior to Interview Demonstration/Presentation/Interview (if required) 30 Total Available Points 130 The Evaluation Committee reserves the right to be the sole judge of the acceptability of any proposal, and also any alternative proposed, and to purchase the service which, in its opinion, most closely meets the operating requirements of the City. The decision of the Evaluation Committee shall be final and without recourse. In addition to the proposals submitted being reviewed and evaluated in accordance with the criteria listed, proponents may be requested to provide clarification or address specific requirements not adequately covered in the original submission.

12 Page 12 of 21 Based upon the initial evaluation results of the RFP, a presentation/interview may be required by any or all of the top three (3) highest scoring proponents prior to award; in which case, the presentation would form part of the final evaluation. All such presentations will be at the bidder's expense. Any additional information may in no way materially alter or add to the submission originally proposed. Short-listed proponent(s) will be contacted to arrange the date, time and location for their presentation. It is anticipated that presentations will occur during the week of August 21 to 25, The demonstration/ presentation/interview will consist of a brief introduction of the evaluation committee, followed by the presentation by the proponent and concluded with a question and answer period. Failure to provide a presentation on the scheduled date may be cause for disqualification. It is not mandatory that presentations be done in person; video conferencing for a presentation is also acceptable. For purposes of proposal evaluation, the total cost of the base price as specified in the proposal, excluding options, will be considered, although optional items may be added or deleted as deemed necessary by the City. The contract will be awarded per the evaluation criteria listed, and not necessarily to the lowest bidder, whose bid complies with all the provisions of the specifications. SCOPE OF WORK 1.0 PROJECT PROFILE The City of Thunder Bay (Owner) is seeking proposals from experienced designers/contractors for a design/build project involving the replacement of three existing natural turf baseball fields with one synthetic turf multi-purpose field in Chapples Park. This will be the first of two synthetic fields at Chapples Park in the north end of the park. The City will remove all existing above ground infrastructure within the site area prior to any work being started by the successful proponent. The new synthetic turf multi-purpose field shall be a minimum of 136m by 81m including aprons. Apron area sizes shall be identified in the proposal, with a minimum of 10m at each end and 8.5m on each side. The City has previously commissioned a Recreation & Facilities Master Plan (2016) and a Chapples Park Master Plan (2017) which determines the best uses and a vision for the park. All proposals shall clearly indicate adherence to these plans. Included in the project scope will be the development of a detailed design and related construction documentation including required site works to accommodate the total proposed works. The proposed scope of work for this project includes, but is not necessarily limited to, the following components: 1. Coordination and cooperation with all trades & sub-contractors relating to and affecting the installation of the synthetic turf system and related work. 2. Review and acceptance or certification of installed work of trades & sub-contractors directly affecting the Work of this Proposal, especially of the gravel base as applicable to installation of synthetic turf plus warranty implementation.

13 Page 13 of Design and construction of a new synthetic turf field built to a minimum of FIFA Recommended 2 Star quality level and capable of supporting soccer and Canadian Football complete with all required base material, performance infill material, drainage systems, goals and field markings. More detail can be found in the Technical Requirements. 4. The surface areas quoted above refer to the finished surface area of the synthetic turf portion of each field and do not account for edging surface material required for anchoring the synthetic turf around the edges. The edging surfacing materials and construction details shall be described in the proposal. 5. Provide installation and final survey of all tufted in and inlaid (as applicable) field lines (soccer and football), and markings in accordance with the Requirements. 6. Provide extra synthetic turf materials to the City of Thunder Bay for future repair and protective purposes. The amount of extra synthetic turf to be provided is to be described in the proposal. 7. Provide maintenance and operating manuals as described in the Technical Requirements. 8. Provide full replacement warranty in accordance with the requirements of the Technical Requirements. 9. Hire independent testing agency approved by City of Thunder Bay to complete G-Max testing in accordance with ASTM F355 Procedure A at the times indicated in the Performance Specifications and Warranty. 10. The project in its entirety shall meet the requirements of the Accessibility for Ontarians with Disabilities Act (AODA). The following reports and information are available upon request. Contact Vicki Gagné-Smith at vgagne-smith@thunderbay.ca: Chapples Park Master Plan City of Thunder Bay Recreation & Facilities Master Plan Geotechnical report on subsurface conditions from 8 boreholes within the study area Existing Contour information to 1m interval Any available CAD and/or GIS data including, but not limited existing road network, vegetation and amenities for the study area. These reports are prepared for design purposes, and when provided to the Proponents, are for information purposes only. Proponents bidding on or undertaking the works must rely on their own investigation and interpretation of this information, and draw their own conclusions as to how this will affect their bidding and construction techniques. 1.1 Project Structure The Supervisor -Parks & Open Space Planning or designate will act as the Owner s Project Manager for day to day contact, provide relevant background information provided by the Chapples Park Design Committee (CPDC), oversee the activities of the Design Build Team, provide overall direction, organize meetings, ensure the Design Build Team s terms of reference are met and liaise with the CPDC.

14 Page 14 of 21 Representatives from the CPDC and Project Manager will review and comment on work prepared by the Design Build Team, provide input, and attend design sessions, as required. The CPDC will include staff from the City of Thunder Bay Infrastructure & Operations Department, Soccer Northwest, and the City of Thunder Bay Parks & Open Spaces Section to ensure the successful implementation of this project and will be available for review as required. The Design Build Team will report directly to the Project Manager who will engage the CPDC as required. The Design Build Team will be expected to engage sub-consultants and contractors with expertise specific to the design and the work as may be required to fully complete the project to the required standards and specifications as outlined in the Technical Requirements. 1.2 Project Schedule See Page Project General Requirements 1. The intent of the project is to replace existing natural turf baseball fields with new granular base and synthetic turf surface including drainage and amenities all forming the base bid. 2. The project in its entirety is to be designed utilizing sustainable building practices where feasible. Firms are encouraged to use Canadian manufactured products whenever and where ever possible The project deliverable stages are at a minimum, but not limited to: preliminary design(s), design development, detailed design, contract documents, cost control, contract administration, site review, substantial completion, total completion and warranty review. 3. Additional work will not be compensated unless a written approval or request is provided by the Owner prior to the work being undertaken. 4. The upset limit for this project, not including HST is $1,250, Contractor General Responsibilities: 1. Immediately upon award of contract the Design Build Team shall provide the CPDC a written evaluation of the project timelines, milestones, and budget, each in terms of the other. In the event the proposed timelines are not realistic in the opinion of Design Build Team, provide recommendations to ensure the completion of the project as indicted in section 1.2 Project Schedule. 2. Review and define the requirements of the project, including scope, quality and overall budget and the schedule of work for this RFP. 3. Assign a Designated Senior Project Liaison to be the main contact for the Design Build Team. 4. Review project procedures, proposed programming and team structure understanding the role of all team members. 5. Visit proposed site, review existing background documents provided by the CPDC. 6. Advise and assist Project Manager and CPDC with respect to the approval process with statutory authorities and the procurement of requisite permits, if required. 7. Review project structure, tasks and milestones and, if required, propose manageable sub-entities to

15 Page 15 of 21 key project deliverables. 8. Suggest process and/or design alternatives, evaluate them, and assist the Project Manager and CPDC to decide between them to best meet the CPDC needs in terms of scope, time, quality and cost. 9. Identify to the Project Manager and CPDC the impact (time, quality, cost) of proposed changes, so that the CPDC may make well-informed decisions whether or not to proceed with the proposed changes. 10. Identify to the Project Manager and CPDC methodology associated with the make-up of lost time due to adverse weather conditions and how the schedule and construction process will be maintained in conjunction with the restrictions of the allotted construction time frame. 11. Participate in the bi-weekly construction site meetings. Provide minutes of site meetings within 48 hours of the meeting. 12. Construct the project in conformity with the approved Design. 13. It is anticipated the Design Build Team will review shop drawings within a 7 calendar day period. Copies of all shop drawings will be forwarded to the Project Manager and CPDC for approval in advance of material or equipment purchase. 14. Assign a qualified construction site superintendent to provide continuous on-site supervision of work forces during the construction process to ensure correct application and installation of systems and to ensure project is progressing as per proposed timelines and significant construction milestones are being met. The assigned construction site superintendent shall not be changed throughout the course of the project unless agreed to in writing by the Project Manager and CPDC. 15. Prepare monthly applications for payment requests and submit to the Project Manager for approval. 16. Prior to Substantial Performance participate in final deficiency review in conjunction with the Project Manager and CPDC. 17. Once the project has been deemed Substantially Performed in accordance with the Construction Lien Act, a Certificate of Substantial Performance will be issued by the Project Manager to the Design Build Team for the purpose of publication. The Design Build Team will be responsible for ensuring that the certificate is published in accordance with the Construction Lien Act. 18. Provide adequate instruction and training in the use and maintenance of all synthetic turf field assemblies. Assemble all necessary project close out information: statutory declarations, warranties, as-built drawings, manuals etc. and present the CPDC with four complete sets including one electronic copy of all closeout data, drawings and manuals. 19. Ensure that completion of deficient and/or incomplete work is carried out in a timely manner. 20. Assist the Project Manager and CPDC in determining Total Completion for proposed construction works. 2.0 PROPOSAL SUBMISSION REQUIREMENTS 2.1 Submission Requirements The City of Thunder Bay, Parks and Open Spaces Section, invites proposals from qualified firms for a in, Thunder Bay, Ontario, in accordance with the following City of Thunder Bay Standard Terms and Conditions

16 Page 16 of 21 for Tenders, Proposals, Contracts and Quotations, City By-Law Number , General Requirements and Scope of Work In order for the City to evaluate proposals fairly and completely, offers should follow the format set out herein, be numbered accordingly, and provide all of the information requested. Failure to complete and include information as required may result in your submission not being considered. The following specific requirements are identified as MANDATORY inclusions in the proposal: They are to be clearly identified. 1. The Mandatory Submittal Form MUST be signed and included. 2. Description of the Warranty provided and the manner in which the Proponent proposes to back the Warranty to be provided. 3. Identification and detailing of the lead firm s experience and that of any associated firms or organizations in undertaking similar projects or related functions. Provide a listing of similar projects of a value of at least $ 1,000,000 undertaken within the last five (5) years and include; the date of installation, purpose / use of fields, the name of the organization, the contact person, telephone number and address, and approval to contact any or all of these clients. Only firms who have completed a project of similar type to that described in this RFP and which is valued at a minimum $ 1,000,000 are deemed to be qualified to bid on this proposal. 4. Demonstration of the ability of the Design Build Team to complete the project in the timelines set out in Section 1.2, Project Schedule. The following specific requirements are identified for inclusion in the proposal: Submissions should include, but not necessarily be limited to, these items: 1. Provide the Legal name of the lead firm, its office location, telephone number(s) and a brief history of the firm, 2. Company contacts, c/w phone numbers and addresses; 3. A summary of your understanding of this proposal; 4. An outline of the services to be provided; 5. Equipment to be utilized during construction and installation; 6. Provide resumes describing the qualifications for key installation crew members that will be assigned to the project, 7. Provide a list of sub consultants, contractors or internal resources complete with company profile and/or personal profile of individuals who will be directly involved in the project. 8. Provide a demonstrated ability of the Design Build Team to manage the project budget and construction process. Describe the method(s) for maximizing the potential of, but not exceeding the budget. Indicate what cost control responsibilities the proponent would implement during each phase of the project. 9. Provide a letter of surety stating that your firm is capable of providing the bonding requirements of the contract as described on Page Provide the Company s history with particular reference to experience with the supply and installation of synthetic turf fields. Provide a list of synthetic fields completed over the past 10 years (field location and

17 Page 17 of 21 type of turf). 11. Proponents should provide at least three project references for previous projects involving the synthetic turf product being proposed. Provide the details of any outstanding unresolved construction claims or any active legal action(s) filed against the Proponent related to past or current synthetic field installations. 12. Describe the post-installation support which will be provided. Provide the details of any permanent local post-installation support personnel. 13. Describe the company s production and installation capacity and the resources the Proponent will apply to ensure that synthetic turf installation will meet the Project schedule. 14. Provide evidence of financial stability of the lead firm. 15. The fee schedule shall also include an estimate of the costs involved in providing any additional elements that are being proposed that will provide further benefits or value to the City, including the ability to integrate local firms into the project. Details shall also be provided for any potential cost saving measures that might be possible through alternative designs. 16. Provide a total fee in Canadian dollars (HST not included) for the project, a detailed breakdown of the costs of all stages of work and miscellaneous costs associated with each stage of the project (i.e. disbursements, travel costs, printing, incidentals, postage, courier, facsimile, long distance charges, etc.) 17. Include a schedule of per diem and hourly rates for all personnel. These will apply to work carried out beyond the scope of this RFP. 18. Environmental and Social initiatives your firm may have undertaken; 19. Value Added/Innovative techniques; 20. Any other supporting information you may wish to include with your submission. 2.2 Technical Requirements The following specific technical requirements are to be included in the proposal submission: 1. Drainage & Granular Base Design: complete technical data and construction methods for: 1.1. proposed granular base design & materials 1.2. surface and subsurface drainage systems, 2. Synthetic Turf System: 2.1. Complete technical data and construction methods for: synthetic turf fibre, backing, seam types, performance infill (to be of thermoplastic granules, not recycled or vulcanized, non-toxic such as Mondo Ecofill or approved equal), shock pad, adhesives and all other components) meet all current Canadian environmental regulations (for public sports field/playground use) with respect to contaminants such as lead and other hazardous materials and conform to a FIFA Recommended 2 Star rating Confirmation that the entire synthetic turf system will continue to meet all current Canadian environmental regulations upon installation Confirmation that the entire proposed synthetic turf system has been designed to withstand, without significant damage during their normal lifespan, the typical freeze / thaw conditions encountered in a normal winter in Thunder Bay Supply and installation and final survey of all tufted in and inlaid (as applicable) field lines (soccer and football), and markings in accordance with sport governing body standards.

18 Page 18 of Edging material and construction to contain the synthetic turf system and separate it from the adjacent natural turf grass 2.6. Description of the required operations and maintenance procedures for the proposed synthetic turf system) identified in the Proposal including any operations and specialized equipment which will be required by the Owner to properly maintain the synthetic turf in the future Submission of documentation for the synthetic turf system indicating any Association Accreditation for anticipated field sports activities (such as FIFA, WFDF, Football Canada etc.). The documentation is to provide the name of the Association, the exact name and description of the synthetic turf for which accreditation has been obtained and an Association contact name, address and telephone number to permit verification. 3. Warranty: 3.1. Warranties for the synthetic turf system and all products and workmanship proposed A list of any outstanding warranty claims against the Proponent in previous projects that has not been resolved to the satisfaction of the field owner Details of any additional warranty benefits offered (i.e. extended warranty duration, etc.) and the specific costs associated with each (if applicable). 4. Stormwater Management: 4.1. The Chapples Park Master Plan has indicated stormwater management Low Impact Design (LID) facilities in the area north of the proposed field between the field and the existing Chapples ring road to both increase stormwater run-off quality and reduce stormwater run-off quantity before it enters the Neebing McIntyre Floodway. While being functional, the LID facilities are to also enhance the aesthetic environment of the park integrating plant material with engineering Complete design and construction of all required components of the LID system including geotextiles, stone retention and choking layers, filter media, subdrain system, clean outs and catch basins and plant material Complete design and construction of all required stormwater components from the proposed LID facility to outlet into the Neebing McIntyre Floodway including all permitting required from the Lakehead Region conservation Authority (LRCA). 5. Perimeter Fencing: 5.1. Design, supply and installation of black vinyl chain link fencing to the extent of the synthetic turf area and in accordance with OPSD & , including one double gate (2x2400mm wide) with wheel support and one person gate (1500mm wide) on each side of the field Height to be 1800mm high 5.3. Posts on centre spacing max. 3000mm, Terminal posts will be 88.9mm OD and the line posts will be 60.3mm OD (all heavy wall schedule 40 pipe) Terminal Posts will be augured and set in concrete according to OPSD Top rail will be 42.9mm OD galvanized steel pipe. Brace rail will be 42.9mm OD galvanized steel pipe. Bottom wire shall be 4.50mm diameter marvelled tension wire Type II according to ASTM A824 with a minimum Class 5 galvanized coating Galvanized steel wire, hot dipped galvanized to 490 g/m2, 9 gauge mesh (50mm diamond pattern) 5.6. All components and hardware to be black. 6. Amenities: 6.1.Supply and installation of player seating for a minimum of 18 players per team. Sun and rain shelter to be included for a minimum of 9 players per team.

19 Page 19 of Supply and installation of officials seating for 4 officials including sun and rain shelter. 6.3.Supply and installation of aluminum KWIK soccer goals or equivalent to standard FIFA size, including netting and securing weights. 6.4.Supply and installation of Canadian Football removable goal post in a fixed metal sleeve Note Spectator Bleachers, litter containers, and other amenities will be the responsibility of the City and are not to be included in the Proposal. 7. Scheduling: 7.1. Indication of the proposed construction schedule (in weeks) for the synthetic turf installation, including the proposed sequencing and duration of the synthetic turf system manufacture, any pre-shipment testing, reporting of pre-shipment testing and delivery Confirmation whether the key dates indicated on Page 9 can be achieved. It is anticipated that work on the field component of the project can begin any time following award of contract.

20 Page 20 of 21 SCHEDULE OF PRICING DESIGN-BUILD TEAM FOR THE CONSTRUCTION OF A SYNTHETIC TURF MULTI-USE FIELD IN CHAPPLES PARK For the City of Thunder Bay, Parks and Open Spaces Section The price(s) quoted Include all duty, taxes (other than HST), customs, clearances, cartage, freight and all other charges now or hereafter imposed or in force and is a Total Firm Price. Harmonized Sales Tax (HST) to be Extra. Harmonized Sales Tax (HST) must be shown separately on invoicing. All pricing is to be in Canadian Funds. A CASH DISCOUNT of % will be allowed if accounts are paid within 20 (twenty) days after the receipt of the invoice in Accounts Payable (address as shown on the purchase order) for goods or services that are acceptable. Terms of Payment (cash discount) will be taken into consideration as part of the award and the City will not consider cash discounts for payment periods less than 20 days. Each of these is to be detailed and totalled separately: 1. An estimate of the costs involved in providing any additional elements that are being proposed that will provide further benefits or value to the City, including the ability to integrate local firms into the project. Details shall also be provided for any potential cost saving measures that might be possible through alternative designs. 2. A total fee in Canadian dollars (HST not included) for the project, a detailed breakdown of the costs of all stages of work and miscellaneous costs associated with each stage of the project (i.e. disbursements, travel costs, printing, incidentals, postage, courier, facsimile, long distance charges, etc.) 3. Include a schedule of per diem and hourly rates for all personnel. These will apply to work carried out beyond the scope of this RFP.

21 Page 21 of 21 MANDATORY SUBMITTAL FORM (This FORM must be completed and returned with your submission) Proponent Covenant: I/We the undersigned authorized signing officer of the proponent, hereby declare that no person, firm or corporation other than the one represented by the signature below, has any interest in this submission. I/We further declare that all statements, schedules and other information provided in this submission are true, complete and accurate in all respects to the best knowledge and belief of the proponent. I/We further declare that this submission is made without collusion, connection, knowledge, or comparison of figures or arrangement with any other company, firm or persons making a submission and is in all respects fair. I/We understand that this may result in the rejection of our submission if this declaration is found to be untrue. I/We have received, allowed for and included as part of our submission all issued Addenda. PRINT LEGAL NAME OF FIRM MAILING ADDRESS CITY POSTAL CODE NAME OF CONTACT PERSON (PRINT) PHONE NUMBER FAX NUMBER CELLULAR NUMBER ADDRESS SIGNATURE OF AUTHORIZED OFFICIAL PRINT NAME DATE

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24 From: Ph: City of Thunder Bay Supply Management Division Victoriaville Civic Centre 111 Syndicate Ave S (main floor) THUNDER BAY ON P7E 6S4 CLOSING DATE PROPOSAL # When Downloading Proposal Documents, cut or fold this page in half and Affix this ADDRESS LABEL to your proposal submission envelope. Please indicate the Proposal #. Also include your firm s name in the top left corner.