REQUEST FOR PROPOSAL 52/2015 MECHANICAL ENGINEERING CONSULTING SERVICES FOR HVAC UPGRADES TO THUNDER BAY COMMUNITY AUDITORIUM

Transcription

1 REQUEST FOR PROPOSAL 52/2015 MECHANICAL ENGINEERING CONSULTING SERVICES FOR HVAC UPGRADES TO THUNDER BAY COMMUNITY AUDITORIUM For The Corporation of the City of Thunder Bay -- Asset Management Division Construction Services Section A Mandatory Site Visit is scheduled for Tuesday, November 3, 2015 at 1:30 p.m. (see page 3 for location and details) Proposal Closing Date and Time Thursday, November 19, 2015 at 4:00 p.m., local time 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 Proposal 52/2015 Mechanical Engineering Consulting Services HVAC Upgrades Thunder Bay Community Auditorium 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 Submit four (4) identical and complete hard copies of your submission in a sealed package to the address shown on the cover page. One (1) copy should be clearly marked Original. 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. Document Fee The City charges a non-refundable fee of $35.00 (inclusive of taxes) for documents payable by cheque, cash or debit. If downloaded, the fee is to be included in the submission. 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.

3 Proposal 52/2015 Mechanical Engineering Consulting Services HVAC Upgrades Thunder Bay Community Auditorium Page 3 of 21 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. Mandatory Site Visit and Meeting A one-time only Mandatory Site Visit is scheduled as follows: Date: Tuesday, November 3, 2015 Time: Location: 1:30 p.m. Thunder Bay Community Auditorium, 1 Paul Shaffer Drive, Thunder Bay, Ontario (meet in the main lobby) Bidders must register (sign-in) with the City representative conducting the site meeting. Failure to attend and to register (sign-in) will result in your bid being disqualified. Each bidder must 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

4 Proposal 52/2015 Mechanical Engineering Consulting Services HVAC Upgrades Thunder Bay Community Auditorium Page 4 of 21 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: Ron Furioso, Construction Services Supervisor (or designate) Phone: (807) Questions/Inquiries Communications concerning this Request for Proposal are to be in writing and directed to; Nancy Bauer (or designate) Supply Management phone (807) fax (807) nbauer@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 Thursday, November 12, 2015 at 12:00 noon, local time. All clarification requests are to be sent in writing to the individual mentioned above. 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.

5 Proposal 52/2015 Mechanical Engineering Consulting Services HVAC Upgrades Thunder Bay Community Auditorium Page 5 of 21 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 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 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. The City reserves the right to 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.

6 Proposal 52/2015 Mechanical Engineering Consulting Services HVAC Upgrades Thunder Bay Community Auditorium Page 6 of 21 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. The City reserves the right without prejudice to reject any or all proposals and to determine in its own best judgement the firm best qualified to undertake this contract. 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. 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 City, unless it otherwise states, reserves the right 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. The City reserves the right to cancel the project without cause and without incurring any liability whatsoever if deemed in the best interest of the City to do so. The City reserves the right to terminate the contract without notice if due to non-performance and unsatisfactory service and unsatisfactory product performance. The City reserves the right to call in alternate services if the proponent is unable to provide the service when it is requested. The decision of the Evaluation Committee shall be final and without recourse. Prices must be firm for the duration of the contract. The City reserves the right to award this contract in whole or in part without recourse or penalty that which is deemed most advantageous to the City. The City has the right to negotiate minor changes with the proponent that presented the most attractive proposal. The City of Thunder Bay Council shall have the final authority on all matters regarding this Request for Proposal. This is an invitation for proposals and not a tender call. Attachments Standard Terms and Conditions for Tenders, Proposals, Contracts and Quotations Certificate of Insurance

7 Proposal 52/2015 Mechanical Engineering Consulting Services HVAC Upgrades Thunder Bay Community Auditorium Page 7 of 21 Appendices Appendix A Schedule of Pricing Appendix B CCDS2 (2008) Supplementary Conditions Appendix C Vendor Performance Report Accessibility Requirements In accordance with ONTARIO REGULATION 191/11 made under the ACCESSIBILITY FOR ONTARIANS WITH DISABILITIES ACT, 2005, agents or consultants acting on behalf of the City will incorporate accessibility criteria and features when developing specifications and or procuring goods or services on behalf of the City, except where it is not practicable to do so. If it is not practicable to incorporate accessibility criteria and features when procuring goods or services, it shall provide, upon request, an explanation. 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. 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. Professional Liability (Consultant): 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 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.

8 Proposal 52/2015 Mechanical Engineering Consulting Services HVAC Upgrades Thunder Bay Community Auditorium Page 8 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 deemed 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 and a WSIB Clearance Certificate. No purchase order will be issued until all insurance, and WSIB requirements have been satisfied. EVALUATION An Evaluation Committee has been established to review and evaluate each proposal based on the criteria and scoring listed below. CRITERIA MAX. SCORE 1. Cost to the City of Thunder Bay Qualifications and Experience: Firm 10 Lead Engineer 10 Facility Energy Audits 10 Experience in Commercial & Institutional Facilities Availability, Commitment and Approach Evidence of Environmental and Social Stewardship 5 5. Value Added 5 Total Available Points 100

9 Proposal 52/2015 Mechanical Engineering Consulting Services HVAC Upgrades Thunder Bay Community Auditorium Page 9 of 21 PROPOSAL SUBMISSION REQUIREMENTS: The City of Thunder Bay, Asset Management Division, invites proposals from qualified firms for Mechanical Engineering Consulting Services for HVAC Upgrades to the Thunder Bay Community Auditorium in, Thunder Bay, Ontario, in accordance with the following City of Thunder Bay Standard Terms and Conditions for Tenders, Proposals, Contracts and Quotations, City By-Law Number , General Requirements and Scope of Work Submissions should include, but not necessarily be limited to, the following: Cost: 1. A fixed total cost for the work described in this RFP. The fixed total cost shall also include all costs of travel expenses, telephone calls and site mileage, and material testing. HST shall be indicated separately from the fixed total cost. The cost of placing a Tender advertisement to be paid directly by the Consultant. The cost of the Tender advertisement will be reimbursed by the Owner. The cost of providing twenty (20) hard copies of Documents for Tender shall also be included. The fixed total costs shall be broken out as a task and as a percentage as indicated in Appendix A and submitted on Appendix A (Schedule of Pricing) as part of the submission. 2. Include in the fixed total cost, the costs for CD copies of the Contract Documents and costs for hard copies for review by the Owner or approval agencies and for display at the Thunder Bay Construction Association. 3. Include in your fee arrangement, a method to calculate additional Professional Consulting fees for additional Scope of Work that may be requested of the successful Prime Consultant and its team that may be added to this agreement either during or after completion of the project. The Owner reserves the right to negotiate fees for additional services. Qualifications and Experience: 4. Legal name of the lead firm, its office location, telephone number(s) and a brief history of the firm, 5. Identification of the lead firm s experience and that of any associated firms in undertaking similar projects or related functions, along with a listing of all similar projects undertaken within the last five (5) years; 6. Details of firms experience in Commercial and Institutional Facilities; 7. Include in your submission an energy model completed within the past twelve (12) months. Provide information on software utilized for the energy model analysis. 8. Detailed information on the qualifications and experience of the senior members of the Project Team who will be responsible for the various elements of the project. 9. A statement of the Prime Consultant s design philosophy and construction related activity as it relates to a publicly owned and operated facility. 10. List of three (3) references not including the City of Thunder Bay Availability, Commitment and Approach: 11. Demonstrated availability and commitment to delivering the project as described; 12. A detailed schedule for the project; 13. A complete list of personnel who will be working on the project including the name, experiences, estimated time to be spent, and the rate of pay for each individual; 14. Your demonstrated understanding of the project and its scope and a statement of the key issues involved in the Project; Environmental and Social Stewardship: 15. Environmental and Social initiatives your firm may have undertaken;

10 Proposal 52/2015 Mechanical Engineering Consulting Services HVAC Upgrades Thunder Bay Community Auditorium Page 10 of 21 Other: 16. Provide any additional value added services, beyond the scope of the proposal, that would enhance or provide value to the City of Thunder Bay for no additional cost; 17. Any other supporting information you may wish to include with your submission. In order for the City to evaluate proposals fairly and completely, offers should follow the format set out herein and provide all of the information requested. Failure to complete and include information as required may result in your submission not being considered. TERMS OF REFERENCE 1.0 PROJECT PROFILE In preparation for the 2016 construction season, the City of Thunder Bay (COTB), Owner, is seeking proposals from Mechanical Engineering Consulting firms to act on its behalf as the Prime Consultant for services relating to design, preparation of Contract Documents, tendering, inspection and contract administration for heating ventilation and air conditioning upgrades (HVAC) to the Thunder Bay Community Auditorium. The facility is located at 1Paul Shaffer Dr., Thunder Bay ON. Engineering services requested are to include all Work as described in this RFP. The Project must be led by a Mechanical Engineer licensed to practice in the Province of Ontario, with a minimum of 10 years HVAC design experience in large commercial and institutional facilities. The Owner, as part of its Corporate Asset Management strategy, annually undertakes similar works. It is anticipated that additional HVAC work will occur at the Thunder Bay Community Auditorium. The successful proponent will be considered for award of the anticipated future work for the years as outlined in Section 3.0 Option to Renew of this RFP. All work described in this RFP for 2016 work and proposed future years are subject to the final approval of the corresponding capital budget by the City Council of the City of Thunder Bay. 1.1 Building Overview The Community Auditorium is a world class multi-function concert hall and theatre. The Auditorium is home to the Thunder Bay Symphony Orchestra. Considered to be one of the finest concert halls in North America, the Community Auditorium offers some of the best acoustics in the world. The architects and designers created a warm and intimate environment that is both technologically advanced and versatile. The concert ceiling canopy may be raised or lowered, the orchestra pit lifts may be used to extend the stage into the audience chamber, lowered to accommodate additional seats, or dropped down to create an orchestra or dance pit. Fourteen large rolling panels may be used to create an orchestra shell, and larger banners and draperies covering the inner walls can be moved and adjusted to soften or liven the sound. In addition to these theatre configurations and acoustic variables, the TBCA maintains stateof-the-art sound, lighting and theatre systems equipment to fulfill the range of requirements large touring companies and local performers alike. The stage can also be set up as its own cabaret style venue for more intimate performances with tables and chairs on stage around a smaller stage set-up. The 60,000 sq.ft. multi-level, multi-function facility was constructed in 1985.

11 Proposal 52/2015 Mechanical Engineering Consulting Services HVAC Upgrades Thunder Bay Community Auditorium Page 11 of 21 The majority of the mechanical equipment is original to the building. The Auditorium is conditioned by three air handling systems and a perimeter hot water radiation system. Air Handler 1 (AHU-1) serves the Audience Chamber, Air Handler 2 (AHU-2) serves the Stage Area, and Air Handler 3 (AHU-3) serves all ancillary spaces such as Lobbies, Dressing Areas, Administration Areas, etc. AHU-1 and 3 are located in Mechanical Room 001 and AHU-2 is located in Mechanical Room 008. All three air handlers contain a supply fan, hot water heating coil, chilled water cooling coil and humidification section. Return air is delivered to each unit by an external return fan. The heating coils receive hot water from a boiler plant and the cooling coils receive chilled water from a chiller plant. The boiler plant also supplies the perimeter radiation system. The boiler plant consists of two natural gas fired boilers and three primary distribution pumps. The boilers are forced draft type and each have an input capacity of 3,350,000 Btu/h. The primary distribution pumps utilize 5 hp motors to circulate hot water throughout the radiation and primary loops. The boiler plant is located in Mechanical Room 001. The chiller plant consists of a chiller, cooling tower and three distribution pumps. The chiller is a liquid-cooled screw type with a 210 tons cooling capacity. The chiller works in conjunction with a cooling tower located at the south side of the building. The distribution pumps utilize 20 hp motors to circulate chilled water and condenser water throughout the chilled water and condenser water loops. The chiller and distribution pumps are located in Mechanical Room 001. The chiller was replaced in 2012, and the cooling tower was replaced in Domestic hot water is provided by three natural gas fired domestic hot water boilers. The domestic hot water boilers have an input capacity of 400,000 Btu/h and work in conjunction with a 500 gallon storage tank and two 1/6 hp circulation pumps. The domestic hot water boilers, storage tank and circulation pumps are located in Mechanical Room 001. The building also contains three secondary loop heating pumps, two pairs of sump pumps, a fire protection booster pump and six exhaust fans that serve various locations throughout the facility. The facility is serviced by a 2000A, 600V, 3 phase service. The unit substation consists of a 2000A, 600V main circuit breaker which feeds both a 600V distribution panel and a step down transformer. The transformer is a 600:120/208V step down transformer rated at 750kVA. The transformer feeds into a 2500A, 208V secondary breaker with is then distributed throughout the building. The building is metered by a new digital smart meter. Interior lighting throughout the building is a mixture of energy efficient T8 lighting and incandescent. The incandescent lamps are used in the front of house spaces while the T8 lamps are used throughout the administration and back of house spaces. Exterior lighting is a mixture of HID and LED ranging from bollards to wall packs to light standards. Exit signs are incandescent. Emergency lighting throughout the majority of the building is via a backup diesel generator. The diesel generator backs up the life safety systems (ie: fire alarm, telephone) and selective lighting to ensure adequate illumination for evacuation. Fire alarm system was replaced in its entirety in Design Objectives & Scope of Work The majority of the existing building mechanical equipment at the Thunder Bay Community Auditorium has reached the end of its serviceable life, and as such, a multi-year HVAC renewal at the facility has been planned as part of the asset management strategy for the building. The 2016 work shall include the upgrade of the supply and return fan motors on both constant volume AHU-1 and AHU-2 with variable speed motors and drives. The work shall also include the upgrade of the supply and return fan motors on the variable volume AHU-3 with variable speed motors and drives.

12 Proposal 52/2015 Mechanical Engineering Consulting Services HVAC Upgrades Thunder Bay Community Auditorium Page 12 of 21 In addition to above, consideration must be given to the following items as they relate to the new mechanical equipment and their design: 1. Conduct interviews with maintenance staff to understand the current issues with the equipment. 2. Ensure new equipment is sized appropriately for the existing load requirements specifically AHU Include for the replacement of all pneumatic volume regulating terminal devices with new pressure independent electronic regulating devices associated with AHU-3 4. Ensure detailed site investigation is completed so that areas of work in the tender documents reflect the actual site conditions. 5. Provide documentation to the Owner as may be required to apply for rebates on energy efficient equipment. 6. Provide an energy summary of anticipated savings of the final design. The savings shall be presented in a form indicating percentage, consumption (kwh & m 3 ), financial comparison, and greenhouse gases to the current energy use associated with the equipment to be replaced. The Owner will provide energy use data for the facility as required. Additional work will not be compensated unless a written approval is provided by the Owner. The Owner will be completing a Designated Substance Survey of the facility in its entirety. In the event that asbestos containing materials are discovered in the area of the work, the Owner will provide documents relating to the removal of any designated substances. The Prime Consultant shall include for the removal in the tender documents. The Scope of the Work shall meet the requirements of the Accessibility for Ontarians with Disabilities Act, 2005 (AODA). Site investigation for the purposes of identifying existing conditions on the tender documents that may affect the Work shall be accurately reflective of existing conditions, and as such, time and measures shall be taken into account to thoroughly investigate existing conditions. The Owner recognizes and supports the importance of the identification of accurate existing conditions on construction documents for work of this nature to ensure the timely, seamless, and cost effective delivery of the Work. The Work shall be tendered by the successful Consultant. The tender advertisement must be reviewed by COTB Supply Management Section prior to placing the ad. The Supply Management Section shall receive a copy of the tender documents prior to the advertisement of the tender, and receive any subsequent documentation relating to the tender during the tendering process. The tender shall close at the COTB Supply Management Section, and then be publically opened by the Owner. The basis of the Tender shall be the CCDC as amended by the Owner s supplemental conditions. (Appendix B ). Upon award of Tender the Prime Consultant shall undertake the development of three copies of the CCDC contract for signatures by the Owner and Contractor. The tender documents shall require the Contactor to provide all required documentation to the City in order to apply to any applicable funding program (s) including but not limited to Thunder Bay Hydro s saveonenergy retrofit programs and/ or Union Gas Commercial Incentive Programs. Contractor to work with City to determine required documents to provide to City prior to commencement of project as each funding program varies on requirements.

13 Proposal 52/2015 Mechanical Engineering Consulting Services HVAC Upgrades Thunder Bay Community Auditorium Page 13 of 21 Documents prepared by the Consultant for the Owner, including Instruments of Service, shall be the property of the Owner, provided that the Owner indemnifies the Consultant for use of such documents for any purpose other than for the purposes of the Project and any future alterations, additions or expansions of the Project. Any drawings or documents provided by the Owner to the Consultant shall, unless expressly acknowledged and permitted by the Owner in writing, be for reference uses only, including documents attached to this RFP, and the Owner shall not be liable to the Consultant, or to anyone for whom the Consultant is in law responsible, for any damages, losses, costs, liabilities or expenses which may arise from the adoption, use or application of such drawings or documents by the Consultant or anyone for whom the Consultant is in law responsible. Original construction drawings of the facility in a PDF format for mechanical and electrical drawings and AutoCad drawings for the Architectural floor plans and elevations will be made available to the successful proponent. Documents provided by the Owner are for reference purposes only. The Owner assumes no liability with respect to the accuracy of the drawings. In addition to above the Owner supports environmentally conscious design and construction practices, and requires that the Work incorporate sustainable design and construction practices. The following minimum requirements are to be included in the Work: Mandatory recycling of demolition waste; Mandatory recycling of construction waste; Removal of asbestos containing materials (if applicable); Use of materials with a high recycled component, i.e. flashings, trims; Local or Canadian-made products where feasible; Low Volatile Organic Compound (VOC) products i.e. sealants, paints, adhesives; New energy efficient construction and mechanical equipment; and Energy efficient lighting and electrical equipment. 1.3 Anticipated Future Work Anticipated future work at the Thunder Bay Community Auditorium for the years is as follows: 2017 Domestic Hot Water upgrades Works includes the replacement of the existing domestic hot water heater units with new condensing type hot water heater units. Work will also include the replacement of the existing hot water circulating pumps with new variable speed pumps complete with VFD s Boiler upgrade: Work includes the replacement of f existing natural gas, atmospheric domestic hot water boilers with new natural gas fired high efficiency condensing type hot water boilers. Work will also include the replacement of the existing boiler circulating pumps with new variable speed pumps complete with VFD s. One boiler and circulating pump shall be tied into the emergency generator to protect remote coils from freezing.

14 Proposal 52/2015 Mechanical Engineering Consulting Services HVAC Upgrades Thunder Bay Community Auditorium Page 14 of Project Budget The current project budget for the 2016 work is estimated to be $215,000. This includes all hard and soft costs (e.g. demolition, construction, permits, testing and consulting fees). 1.5 Owner s Representative The Owner s representative will be the Construction Services Supervisor, Community Services Department, City of Thunder of Bay, or designate. During design development, representatives from the Thunder Bay Community Auditorium will participate in and provide input into the preliminary designs. The Owner may also hire, under a separate Request for Proposal, a multi-discipline Project Management Firm. In the event that the Owner moves forward with a contracted Project Manager, the successful Project Management Firm will act as the Prime Consultant s day to day contact, provide relevant background information requested from the Owner, oversee the activities of the Prime Consultant, provide overall direction, organize meetings, ensure the Prime Consultant s terms of reference are met, provide biweekly reports to the Owner, and ensure end of project documentation is prepared for the Owner. 1.6 Project Schedule The following project schedule is anticipated based on best current information. PROJECT SCHEDULE DATE Award to Successful Prime Consultant December 1 December 8, 2015 Design Development & Design Report December February 15, 2016 Preparation of Contract Documents March April 2016 Tender Call May 6th, 2016 Award Tender April 11-15, 2016 Construction Mid July 2016 Mid Sept 2016 Warranty Administration One year from total completion. 1.7 Accessing Project Sites and Site Safety The successful Prime Consultant will be provided with the contact information for the Owner s facility representative, who will provide access and the maintenance history. The Prime Consultant will be responsible for arranging access to the locations and wearing the appropriate personal protective equipment for the completion of the assessment. Additionally, all of the Prime Consultant s personnel and any sub-consultants are required to have appropriate safety training as applicable to the activities undertaken during facility inspections/assessments.

15 Proposal 52/2015 Mechanical Engineering Consulting Services HVAC Upgrades Thunder Bay Community Auditorium Page 15 of Project General Requirements Immediately upon award of contract, the Prime Consultant shall provide the Owner with a written evaluation of the project timelines, milestones, and budget, each in terms of the other. Design Development: 1. Develop a common understanding of the project objectives with the Owner. 2. Review and apply applicable statutes, regulations, codes and by-laws and acquire Municipal approvals and permits as required which may impact the project. 3. The Prime Consultant will coordinate and facilitate meetings with the Owner and keep and publish minutes within 48 hrs of the meeting. 4. The proponents are to include three (3) 2 hour meetings as part of the Design Development work. 5. Ensure the Owner is involved in all phases of the design process. 6. Research, review, and compile background information relating to existing site conditions. The Prime Consultant and any sub-consultants shall review existing drawings / reports and perform diligent verification of there accuracy through measurements and inspections on site, including approved investigations as required to verify existing architectural, structural, security/communications, mechanical and electrical building components. 7. Prepare and submit a design report for the project to include detailed preliminary Class C cost estimates and preliminary drawings, for the Owner s review and acceptance. Design report to include an overview of proposed energy savings as indicated in 1.2 Design Objectives and Scope of Work Contract / Tender Document Preparation: 8. Prepare detailed construction drawings and specifications of the accepted final preliminary design for the Owner s review as outlined in Section 1.9 Construction Drawings and Specifications and Section 1.10 Cost Estimates. 9. Prepare, issue bid documents, advise and consult with the Owner during the tendering phase. The Prime Consultant will use the City of Thunder Bay s standard contract documents for all tender calls. The work shall be advertised and tendered through the Owner s Supply Management Section. 10. Review submitted tenders and make recommendations for the award of contract. 11. Apply for a Building Permit on behalf of the Owner. Cost of the Building Permit shall not be included in the fixed total cost. Contract Administration: 12. Provide contract administration throughout the duration of the Project including all warranty periods; 13. Co-ordinate the review of mechanical and electrical shop drawings as submitted by Sub-trades; 14. Prime Consultant to take the lead in arrangement and attendance at regular construction site meetings to monitor construction, schedule, take minutes, and ensure that all issues are addressed promptly, in combination with the General Contractor. The Prime Consultant shall keep and publish minutes within 48 hours of the meeting; 15. Co-ordinate the process for all changes to the Scope of the Project through the Change Notice / Change Order process, review and approve submitted costs and track against both approved Project budget and timeline in combination with the Owner;

16 Proposal 52/2015 Mechanical Engineering Consulting Services HVAC Upgrades Thunder Bay Community Auditorium Page 16 of Perform general review of the Work at intervals appropriate to the stage of construction and as described in Section 1.11 Inspections and Quality Control to ensure that the construction is in general conformity with the Contract Documents; 17. Review Contractors progress claims and issue recommendations for Certificates of Payment to the Project Manager; 18. Certify substantial performance and total completion of the Project; 19. Assemble and review all necessary Project closeout information including statutory declarations, warranties, as-built drawings, manuals, etc., as per contractual obligations set forth in the tender documents; 20. Advise on the timing of final payment and release of holdback monies; 21. Liaise directly with the Owner s representative responsible for this Project; and 22. Provide one (1) year warranty administration. 1.9 Construction Drawings and Specifications The drawings and specifications will be undertaken in preliminary form and will be reviewed by the following: The Owner s representative; Representatives from the Thunder Bay Community Auditorium; and Other groups and individuals identified by the Owner. The Prime Consultant shall provide the Owner with detailed design drawings (drawn to scale), and specifications showing the Work involved. At a minimum, the drawings should include detailed Floor Plans, Enlarged Floor Plans for areas being renovated, and any relevant sections, elevations, and/or details that are required to fully illustrate the Work to be carried out. All Work being proposed shall be detailed to incorporate the requirements of the Ontario Building Code and all referenced documents within, where required to by code or by any and all authorities having jurisdiction. All documents to be sealed by a professional discipline as required by the Ontario Building Code, The Building Code Act, or by any other authority having jurisdiction. The services provided in the execution of the Contract Documents shall include: The Prime Consultant shall prepare two (2) sets of preliminary construction drawings for review and distribution by the Owner. In addition to the preliminary review, a final submission will be required. The final Contract Documents shall then be prepared, including all/any changes made at the preliminary and progress review stages; The Prime Consultant shall, at the completion of the Contract Documents, provide one (1) complete set of Contract Documents along with an electronic set in PDF format to the Owner for its use. The Prime Consultant shall also provide one (1) complete set of documentation to the Construction Association of Thunder Bay along with an electronic set in PDF format; As-built drawings shall be maintained and forwarded to the Owner for office records. The As-built drawings are to be submitted to the Owner in electronic form (AutoCAD release 2010) within 30

17 Proposal 52/2015 Mechanical Engineering Consulting Services HVAC Upgrades Thunder Bay Community Auditorium Page 17 of 21 days of total completion; and Contract Documents shall include for the provision of one (1) hard copy of maintenance manuals and one (1) electronic copy to be submitted. The electronic copy shall be organized by individual file folders representative of the submitted hard copy Cost Estimates In addition to the initial preliminary drawing submission and Class C cost estimate, the Consultant shall also provide: Class B Cost Estimate at 95% completion of the Construction Documents Inspections and Quality Control In addition to the Prime Consultant responsibility for undertaking standard inspection procedures to meet the requirements of their respective professional associations, the following additional quality control responsibilities are also required: Identify and track deficient work on site from discovery to correction to ensure the commissioning / start up time frame is minimized; Facilitate a commissioning exercise with the Contractor, Sub-contractors, and Owner representatives to ensure equipment and systems are operating as designed by the Prime Consultant; The coordination of equipment training and system demonstrations between the Owner and the relevant General Contractor/Sub-Contractor. This exercise shall be separate and distinct from the commissioning exercise; Written confirmation that the project has met the goals and standards that have been identified in this RFP. Written confirmation that all construction work is consistent with the approved design, tender documents, and approved amendments made through the Contract Documents; and Written confirmation that the Building Automation System, where applicable, is operating as designed Project Finalization The Prime Consultant will be responsible for the inspection of the Project before turnover to the Owner. They will undertake to pursue the finalization of all deficiencies, to ensure the Owner s representative acceptance, and other work necessary to bring about final completion. The Prime Consultant shall also provide written documentation to the Owner that all noted deficiencies have been corrected Form of Contract A Purchase Order issued by the Owner, the proponent s submission, the requirements set forth in this Request For Proposal (RFP), and any subsequent addendum or clarifications relating to the requirement of this RFP or the successful proponent s submission shall form the Contract for the services to be delivered.

18 Proposal 52/2015 Mechanical Engineering Consulting Services HVAC Upgrades Thunder Bay Community Auditorium Page 18 of OPTION TO RENEW The Owner reserves the right to annually extend the contract for future work identified in this RFP to the successful 2016 proponent for the years The Owner also reserves the right to request additional RFP s for the additional work after the completion of one year s work as defined in the original RFP ; however, in all cases, any single project exceeding a value of $60,000 in consulting fees will be subject to the RFP process. Evaluation for continuation of consulting services in future years will be based on the past year s performance (Vendor Performance Report), including schedule and quality of work, and the costs to the Owner for additional consulting services in subsequent years. 3.0 VENDOR PERFORMANCE EVALUATIONS A Vendor s performance evaluation shall be completed upon the completion of the 2016 proposed work and annually on any subsequent work directly identified in this RFP. The Owner s representative shall monitor and evaluate the performance of the Vendor pursuant to the terms of this Section 4.0, including for clarity, documenting evidence of the Vendor s performance. The Vendor Performance Report (Appendix C ) shall be rated on a scale of 0-3 (0 - poor, 1 - below standard, 2 standard, 3 - above standard) under the following categories, as applicable, and/or under any specific categories specified in the Bid Request: (a) demonstrated skill and knowledge during the performance of the work and/or services under the Contract (b) adherence to drawings, specifications and special provisions (c) public relations (d) condition and sufficiency of resources, including, without limitation, labour, skilled labour and equipment (e) health and safety procedures and compliance with such procedures (f) administration, organization, coordination and efficiency of the work and/or services (g) environmental compliance (h) compliance with Corporate by-laws and, as applicable, corporate policies and requirements as set forth in the Bid Request and/or the Contract (i) compliance with the requirements of the Bid Request and the Contract (j) responsiveness to third party claims (k) site supervision at the place of the work (l) compliance with applicable law The overall performance rating shall be determined based upon the performance of the work and/or services under the Contract, quality assurance test(s), letters, and written instructions to the Vendor and any other material reasons deemed relevant by the applicable Department Head (or designate). The applicable Department Heads (or designate) will inform the Manager Supply Management, in writing, as to the performance of the Vendor pursuant to the terms of this appendix and shall submit to the Manager Supply Management a performance report for each Vendor ( Vendor Performance Report ). A copy of the completed Vendor Performance Report shall be sent by the Manager Supply Management (or designate) to the relevant Vendor.

19 Proposal 52/2015 Mechanical Engineering Consulting Services HVAC Upgrades Thunder Bay Community Auditorium Page 19 of 21 If the Vendor disagrees with any portion of the Vendor Performance Report, the Vendor shall advise the Manager Supply Management of the Vendor s specific objections, in writing, within thirty (30) days from the date the Manager Supply Management (or designate) delivered the Vendor Performance Report to the Vendor. Once an objection is received from the Vendor, the Manager Supply Management shall, within thirty (30) days from the date of receipt by the Manager Supply Management of the objection, advise the Vendor that the Vendor Performance Report has been affirmed, and the reasons therefor, or deliver to the Vendor an amended Vendor Performance Report together with the reasons therefor. If the Vendor disputes the response from the Manager Supply Management, the Vendor may, within thirty (30) days from the date the Manager Supply Management (or designate) delivered the response to the Vendor, deliver a dispute in writing ( Dispute 2 ) to the Manager Supply Management who shall convene a three person panel consisting of two General Managers (or their acting General Manager(s)) (including the General Manager (or the acting General Manager) from the Department for which the work or services was performed by the Vendor) and a Director from a Department other than the Department for which the work or services was performed (the Panel ). The Panel shall advise the Vendor, in writing, within thirty (30) days of the delivery of the Contractor s Dispute 2 to the Manager of Supply Management, that the Vendor Performance Report has been affirmed, and the reasons therefor, or deliver to the Vendor an amended Vendor Performance Report together with the reasons therefor. The decision of the Panel in determining the dispute is final and there shall be no further appeal rights. Disqualified Bidders Lists The Manager Supply Management will maintain a list of Vendors from whom Bids will not be accepted by the Corporation for a period of two years or such lesser period as is determined by a Contract Administrator (subject to the satisfaction of any conditions imposed on a Vendor as described below) from the date the Vendor was originally delivered a copy of the Vendor Performance Report by the Manager Supply Management (the Disqualification List ). The Disqualification List will include the names of Vendors who have, in the context of the Vendor Performance Report, received: (a) (b) at least four below standard and/or four poor evaluations over a two calendar year period; or at least one below standard or one poor evaluation in any calendar year arising as a result of a Vendor s poor performance in respect of one of health and safety, environmental matters, demonstrated skill and/or knowledge in the performance of the work and/or services under the Contract or any non-compliance with any applicable law. At the time a Vendor is notified that it will be disqualified and included on the Disqualification List, a Contract Administrator shall advise the Vendor as to the conditions the Vendor must meet in order to be removed from the Disqualification List. The Vendor shall be entitled after the expiration of two years (or such lesser period as identified above) following the date the Vendor was first added to the Disqualification List, to apply to the same Contract Administrator who advised the Vendor as to the conditions (or if such person is not available, another Contract Administrator) for a determination as to whether the Vendor has satisfied the conditions imposed on the Vendor. If the Vendor disputes the decision of the Contract Administrator, the Vendor may follow the same appeal process, within the same

20 Proposal 52/2015 Mechanical Engineering Consulting Services HVAC Upgrades Thunder Bay Community Auditorium Page 20 of 21 timelines, as detailed in this appendix such that the Vendor may first appeal to the Manager Supply Management and subsequently to the Panel, whose decision shall be final and binding. The Disqualification List will also include the names of Vendors who are involved in litigation with the Corporation relating to past Contracts. Vendors whose names are on the Disqualification Lists will not be permitted to submit Bids. In addition, the Manager Supply Management may refuse to accept Bids from Vendors who are affiliated with a Vendor on the Disqualification List through direct involvement or effective control by one or more of the directing minds of the other Vendor on the Disqualification List.

21 Proposal 52/2015 Mechanical Engineering Consulting Services HVAC Upgrades Thunder Bay Community Auditorium Page 21 of 21 Proponent Covenant: SUBMITTAL FORM (This FORM must be completed and returned with your submission) 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

22 Appendix A SCHEDULE OF PRICING Request for Proposal 52/2015 Mechanical Engineering Consulting Services HVAC Upgrades Thunder Bay Community Auditorium 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. The City is requesting a breakdown of fees as shown below: Task Percentage of Fee Value Design Development 20% Contract Document Completion 40% Tender 7% Contract Administration & Inspection 30% Warranty Administration 3% Sub-Total Fixed Total Cost HST Total

23

24

25

26

27

28

29

30

31

32

33

34

35

36

37

38

39

40

41

42

43

44

45

46

47

48

49

50

51

52

53

54

55

56

57

58

59

60 APPENDIX C Vendor Performance Report Evaluation Date: Evaluator: RFP No.: XXX Poor - Did not meet or failed RFP/Contract Requirements Project: 1 Below Standard- Deficient RFP/Contract Requirements Consultant: 2 3 Standard - Meets RFP/Contract Requirements Above Standard - Exceeds RFP/Contract Requirements Rating Rating Compliance With RFP Requirements Site Review Site Verifications Communications Minutes of Meetings Progress Documentation Responsiveness Contract Administration Inspection Timely Appropriateness Reporting Effectiveness Corrective Actions Schedule Management Contingency Management Final Submissions Electronic Construction Drawings Electronic As-Built Drawings Warranty Final Confirmation Documentation Responsiveness Item addressed successfully Compliance with Corporate byplaws, environmental compliance, and requirements in Bid Request Site / Project Due Diligence Legislative Review / Compliance Municipal Review / Compliance Environmental Compliance Responsiveness to third party claims / requests Document Revisions Cooperativeness Responsiveness Scope / Schedule Change Cooperativeness Responsiveness Evaluator Signature Demonstrated Skill & Knowledge Contract Documents Accuracy Constructability Evidence of Co-ordination Owner's Requirements Scope Management Tender Process Accuracy of Bid Documents Addenda Bid Analysis / Recommendations Cost Estimates Detail / Accuracy Reflective of Scope Design Report Quality and Accuracy Quality of Presentations Condition and Sufficiency of resources Schedule Maintained & Managed by Proponent Managed Approved Adjustments Contract Administration Responsiveness RFI's Change Orders Progress Payments Certificates Health & Safety Procedures including Compliance Site Review Public Relations Site Verifications Contract Administration Site Inspections Contract Documents Accurate representation Meetings & Presentations Design Meetings Construction Progress Meetings Public Meetings Interaction with Client Supply Management Signature

61

62

63 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.