REQUEST FOR PROPOSAL FM

Transcription

1 REQUEST FOR PROPOSAL FM Morrison Hall Cafeteria Renovations DATE ISSUED: May 4, 2016 CLOSE DATE: May 18, 2016 CLOSE TIME: CLOSE LOCATION: 1:00 pm Atlantic Standard Time Submit via our public portal: Amendments/addenda (if any) will be posted at Proponents should visit the site on a regular basis during the RFP process. IF CONFLICTING INFORMATION OCCURS BETWEEN THIS PAGE AND THE REMAINDER OF THE DOCUMENT, THIS PAGE IS TO BE CONSIDERED CORRECT. Requested forms are provided as an Additional documents to the PDF for completion by all Proponents. Check the Attachment pane (Paper Clip) when opening in Acrobat Reader. Proponents must submit all requested information. Failure to do so may result in rejection of your proposal.

2 INFORMATION TO PROPONENTS PROPOSAL REFERENCE: RFP OPENING: FM Morrison Hall Cafeteria Renovations Will Be Private All to be in accordance with the following and the attached: 1. Information to Proponents and Submission Instructions (Page 2 to 4 ) 2. Administrative Section (Page 5 to 6) 3. Terms and Conditions of Proposal Submission (Page 6 to 7) 4. Statement of Requirement (Page 8 9) 5. Appendix A Proposal Submission and Price Form (Page 10) 6. Appendix B List of Sub-Contractors (Page 11) 7. Appendix C References and Similar Projects (Page 12) 8. *Appendix D List of Drawings & Specifications (Page 13) These files are attached as additional documents to the PDF. *NOTE: Documents are attached as Additional documents to the PDF. Check the Attachments pane (Paper Clip) when opening in Acrobat Reader to view the documents as shown in the example below. Example: Please follow these instructions to submit via our Public Portal. 1. Prepare your submission materials: Requested Information Name Type # Files Requirement Appendix A - Proposal Submission and Price Form Appendix B - Proposed Sub-Contractors File Type: PDF (.pdf) 1 Required File Type: PDF (.pdf) 1 Required FM Morrison Hall Cafeteria Renovations Page 2 of 13

3 Name Type # Files Requirement Appendix C - References and Similar Projects WCB of NS Experience Rating Statement Copies of Insurance/WCB and NSCSA Documents Safety Plan (no more than 5 pages) File Type: PDF (.pdf) 1 Required File Type: PDF (.pdf) 1 Required File Type: PDF (.pdf) Multiple Required File Type: PDF (.pdf) Multiple Required Requested Documents: Please note the type and number of files allowed. The maximum upload file size is 100 MB. Please do not embed any documents within your uploaded files, as they will not be accessible or evaluated. 2. Upload your submission at: Your submission must be uploaded, submitted, and finalized prior to the Closing Time of May 18, :00 PM ADT. We strongly recommend that you give yourself sufficient time and at least ONE (1) hour before Closing Time to begin the uploading process and to finalize your submission. Important Notes: Each item of Requested Information will only be visible after the Closing Time. Uploading large documents may take significant time, depending on the size of the file(s) and your Internet connection speed. You will receive an confirmation receipt with a unique confirmation number once you finalize your submission. Minimum system requirements: Internet Explorer 8/9/10+, Google Chrome, or Mozilla Firefox. Javascript must be enabled. Need Help? St. Francis Xavier University uses a Bonfire portal for accepting and evaluating proposals digitally. Please contact Bonfire at Support@GoBonfire.com for technical questions related to your submission. You can also visit their help forum at FM Morrison Hall Cafeteria Renovations Page 3 of 13

4 Anticipated Timeline (Subject to Change) RFP Issued May 4, 2016 Mandatory Site Visit Must be Between May 5, and May 11, 2016 scheduled with Project Manager Deadline for Questions May 12, 2016, 1:00 p.m. Last Addenda Issued (if required) May 13, 2016, 1:00 p.m. RFP Submissions due May 18, 2016 at 1:00 pm Evaluation of Submissions May 18 May 19, 2016 RFP Awarded May 20, 2016 Work to Start May 21, 2016 Full Completion See Scope of Work for details Format Additional documents are provided as Additional documents to the PDF. Check the Attachments pane (Paper Clip) when opening in Acrobat Reader. Proponents must submit all requested information. Failure to do so may result in rejection of your proposal. Inquiries* Proposal Detail: Project Manager : *Important: Wendy Morse, Manager, Procurement Services, wmorse@stfx.ca Phone (902) Tim Handforth, Project Manager, Facilities Management thandfor@stfx.ca Phone: Copies of all written communications relating to this Request for Proposals must be sent to all of the above individuals. Verbal clarification should not be interpreted as a change in content. The University will not assume responsibility for verbal instructions or suggestions. Should the Proponent find discrepancies or omissions from the specifications, or should the Proponent be in doubt as to the meaning of any part of the RFP, the Proponent should notify the University. It is the Proponents responsibility to clarify interpretation of any item in these documents by contacting the representatives listed in the Request for Proposal. Clarifications requested by the Proponents must be submitted in writing by May 12, 2016 at 1:00 p.m. Atlantic Time. Any amendments and/or addenda will be posted to the Nova Scotia Procurement Services website at: no later than May 13, 2016 at 1:00 p.m. Atlantic Time. Proponents should visit the site on a regular basis during the RFP process. FM Morrison Hall Cafeteria Renovations Page 4 of 13

5 ADMINISTRATIVE SECTION 1. Purpose 1.1. St. Francis Xavier University (herein the University ) is issuing this Request for Proposals ( RFP ) to obtain proposals for renovations by a General Contractor to Morrison Hall Rooms 112 and 114 (Priests Dining Hall) broken down into two areas My Kitchen and Oodles. There is a requirement for a new server counter and soup island in the main dining hall as detailed in the drawings and specifications The University may complete both My Kitchen and Oodles or may opt to complete only one (1) part of the scope at the discretion of the University A mandatory site visit must be scheduled with Project Manager, Tim Handforth between May 5, 2016 and May 11 th, All work will be awarded to one successful Proponent. 2. The Law 2.1. The law applicable to a contract arising from this RFP shall be the law in the Province of Nova Scotia. 3. Error/Omissions 3.1. If any errors or omissions are discovered, the University`s Procurement Services Office should be notified at once. Minor details not specified but obviously required should be provided by the Proponent in keeping with normal practice Any error or misinterpretation of the requirements does not absolve the Proponent of the responsibility to supply them. Proponents are responsible to clarify any ambiguities prior to submitting a proposal. 4. Indemnification and Insurance 4.1. In responding to this RFP, the successful Proponent warrants their compliance to all appropriate Municipal, Provincial and Federal laws and ordinances. The successful Proponent must agree to indemnify the University and its employees if they fail to comply and will be required to provide proof of insurance. The University reserves the right to cancel any agreement arising from this RFP for failure to adhere Prior to commencement of any work hereunder, the successful Proponent shall file with the University an insurance certificate confirming such policies as required are in place, at the limits specified and with endorsements as necessary. All such insurance shall be maintained until final completion and acceptance of the work Prior to commencement of any work hereunder, the successful Proponent must provide evidence of an independent third-party audit of their health and safety management system performed by an audit provider approved by the Workers Compensation Board of Nova Scotia (WCB) i.e.: WCB Safety Certified or NSCSA Certificate of Recognition (COR) ; Or A valid letter of good standing from the WCB-approved audit provider indicating the successful Proponent is in the process of qualifying for WCB Safety Certified accreditation. Any other safety programs, independent safety audits or third party safety audits of a safety program, other than those issued by a certifying organization approved by WCB are subject to approval by the University and should be noted in the RFP response All materials submitted are the sole property of the University. FM Morrison Hall Cafeteria Renovations Page 5 of 13

6 5. Environmental Considerations 5.1. The University is committed to supporting sustainable products, works and services wherever possible and encourages their successful Proponents to do the same It is the University s expectation that the successful Proponent will perform the services in a manner that gives appropriate regard to the protection of the natural environment. The successful Proponent will comply with all environmentally related legislation and codes of practices relating to the services being offered Proposals should include any relevant information on internal sustainability programs. 6. Disclosure of Information 6.1. The information contained in this document is considered confidential and should not be used for any purpose other than to submit a proposal; disclosure to third parties without the University s permission is strictly prohibited Proposals submitted as a result of this RFP may be used for any purpose required by the University, Proponents must be aware that the University is subject to the Freedom of Information and Protection of Privacy Act (FOIPOP). 7. Patents 7.1. Where applicable, the successful Proponent(s) shall pay all royalties and patent license fees required for the items. The successful Proponent(s) will indemnify the University against any award of damage, demand, loss or charge made against the University based on any claim that the products or service supplied by the successful Proponent(s) constitute an infringement of a patent. TERMS AND CONDITIONS OF PROPOSAL SUBMISSION 1. General Terms and Conditions 1.1. This issuance of this RFP does not form a commitment and the University is not under obligation to receive further information or participate in negotiation or discussion as a result of issuing this document In submitting any Proposal in response to this RFP, a Proponent understands and acknowledges that no contractual obligations will be created on the part of the University and that no contractual rights will be created in favour of any Proponent. This process is intended to be a request for proposals and not a tender call Proposals will be considered and assessed, as described elsewhere herein, to determine what Proposal, if any, could represent the best option to the University and in respect of which the University may choose to enter into an Agreement with the Proponent or negotiations with the Proponent which may lead to an Agreement for services or supply The University is not bound to accept the lowest cost proposal, or any proposal. Rather the University reserves the right to (at the absolute discretion of the University): reject any or all proposals; pursue alternative submissions bids or arrangements for completion of the subject work; to accept a proposal which, in the opinion of the University, provides the best option to the University; FM Morrison Hall Cafeteria Renovations Page 6 of 13

7 enter into negotiations with any Proponent to reach a form of Agreement for performance of the subject work, including on terms other than provided for in any proposal or under this RFP; or award the work for a value greater than the available budget The University reserves the right to waive any informality contained herein or in a submission by a Proponent Unless otherwise stated, it is assumed that the information presented in the proposal will be valid for 60 days from the date of closing Proponents are advised that all responsibilities, costs, risks and expenses arising from or in relation to the contemplation, participation, preparation and submission of a Proposal, or in the provision of further information in connection with this RFP by it or any other party shall be borne entirely and solely by the Proponent. The University and its employees, officials and/or representatives shall neither have nor incur any liability to any party, which may incur costs, liabilities or damages in any way connected to this RFP, including in relation to the consideration of or in the making of a Proposal submission. The University retains the right not to proceed further following the release of the RFP or to cancel the process at any time thereafter By submitting a Proposal, a Proponent agrees to all terms herein. Without limiting the generality of the foregoing, in submitting a Proposal, the Proponent agrees: that such submission does not create any relationship between the Proponent and The University that is actionable at law; and that by submitting a Proposal, the Proponent may not make any claim for any damages against the University and its employees, officials and/or representatives in connection with this RFP An Agreement between the University and any successful Proponent will be executed in the form of a University Purchase Order The Proponent shall ensure that s/he has in his possession at the time of submission, all addenda that may have been issued. Confirmation can be obtained by checking the RFP document as posted on the website at 2. Payment Terms 2.1. Net 30 days. FM Morrison Hall Cafeteria Renovations Page 7 of 13

8 SELECTION CRITERIA 1. Mandatory Information 1. Mandatory Site visit Scheduled with Project Manager between May 5 and May 11, Completed Appendix A - Proposal Submission and Price Form. 3. Confirmation of WCB Safety Certified/NSCSA Certificate of Recognition. Proponents will be eliminated from further consideration should the mandatory criteria not be met. 2. Additional Submission Information 4. Provide a brief safety plan (no more than 5 pages) 5. Provide a copy of WCB of NS Experience Rating Statement (Section C: Cost and Payroll may be excluded/redacted). 6. Complete Appendix B Proposed Sub-Contractors 7. Complete Appendix C References and Similar Projects 8. Provide confirmation of insurance requirements. The University may opt to complete both My Kitchen and Oodles or may choose to complete only one (1) segment of the project items at the complete discretion of the University. 3. Evaluation Criteria Evaluation may include, but may not be limited to: a) proposed price, b) experience, qualifications, abilities and track-record of the Proponent, c) references and previous experience with the University, d) overall nuanced value of a given proposal submission, e) and such other criteria St. FX may determine relevant. Further, as noted above, the University reserves the right to negotiate with any Proponent (to the exclusion of any other) after submissions and to consider any revised or alternative proposal arising from such negotiations. Any ultimate selection and any award will remain at the absolute discretion of St. FX. STATEMENT OF REQUIREMENT 2. Scope The University may opt to complete both My Kitchen and Oodles or may choose to complete only one (1) portion of the scope at the complete discretion of the University The scope of work will consist of two (2) work fronts: a) The Priests Dining Hall, rooms 112 and 114. Work in this area can start the week of May 23 and must be completed within eight weeks of starting and no later than August 15th.The cooking kitchen area is broken down into two areas: My Kitchen and Oodles. b) New server counter and soup island in the main dining hall. The work in these areas has to be done between June 15th and June 30th The following work is not included in this scope: a) Renovated Plan of Display Cooking, Drawing KE-1 detail 3. b) Equipment, Drawing Main Servery My Kitchen and Oodles Catalogued & Custom Equipment FM Morrison Hall Cafeteria Renovations Page 8 of 13

9 2.3. Work includes, but is not limited to: a) All demo and rework as shown on drawing KE 1. Electrical for detail 3 is included. b) Demo on drawing KE 3 and modify cabinets for the SS counter top and equipment. c) Asbestos abatement (where cutting and patching required) d) Rolling shutter and bulkhead. e) Flooring and tile backsplash, mechanical, electrical, painting, ceiling tiles, rolling shutter. f) Cut openings and make good all penetrations for the mechanical and electrical (including fire stopping) g) Daily clean up and removal of debris. h) StFX may do both My Kitchen and Oodles only one of these cooking areas. 3. Minimum Specifications: 3.1. All Proponents must identify and comply with the Specifications and Drawings defined and product requested Proponents must provide a copy of their WCB of NS Experience Rating Statement (Section C: Cost and Payroll may be excluded/redacted). 4. References and Similar Projects Appendix C 4.1. Proposals are solicited from firms in the business of supplying construction and paving services. Proponents must present at least three current references for recent similar projects Complete Appendix C References and Similar Projects - The information must include the company name, an individual contact, and a phone number and provide a description of the work completed. The University reserves the right to contact other industry sources and known users at its discretion and consider prior University experience with the Proponent. 5. Price/ Delivery/Installation 5.1. The successful Proponent is responsible to familiarize themselves with the features of the campus which could affect performance of the work Proposals must be in Canadian funds excluding HST, identifying costs for additional fees Successful Proponent is responsible for removal and proper disposal of all waste The University may opt to complete both My Kitchen and Oodles or may choose to complete only one (1) portion of the scope at the complete discretion of the University. FM Morrison Hall Cafeteria Renovations Page 9 of 13

10 RFP FM Appendix A Proposal Submission and Price Form Full Legal Name of Respondent: Any Other Relevant Name under Which the Respondent Carries on Business: Street Address: City, Province/State: Postal Code: Phone Number: Company Website (If Any): RFP Contact Person and Title: RFP Contact Phone: RFP Contact PRICE FORM Description of Services Flooring Electrical for Display Cooking Area My Kitchen Oodles Total Price (excluding HST) 15% Unit Price Total Price (including HST) By responding to this RFP with an authorizing signature and having visited the Place of Work, to determine conditions affecting the Work, Proponents are assumed to have accepted all terms and conditions and acknowledge receipt of all Addenda (if any) issued. Authorized Signature Date Print Name Address END OF APPENDIX "A" FM Morrison Hall Cafeteria Renovations Page 10 of 13

11 FM APPENDIX B LIST OF SUB-CONTRACTORS 1. This Appendix shall form an integral part of the submission. 2. No changes to the List of Subcontractors will be allowed without the Owners express written permission. 3. List each subcontractor by his firm's proper legal designation, and indicate whether his business is carried on as an individual, partnership, or limited company. 4. The undersigned submits that in proposing the subcontractors named below, s/he has fully consulted each and has ascertained to his/her complete satisfaction that those named are acquainted with the extent and nature of the work involved and of the proposed construction schedule, and that they will execute their work to conform to the requirements of the Contract Documents. 5. The following are the Subcontractors which the undersigned proposes for the performance of the Work: Division or Section of Work Name Subcontractor Business Type I declare that the information provided is true and correct to the best of my knowledge. Name Signature Company END OF APPENDIX "B" FM Morrison Hall Cafeteria Renovations Page 11 of 13

12 FM APPENDIX C REFERENCES & SIMILAR PROJECTS SIMILAR OR RELATED PROJECTS / REFERENCES INSTRUCTIONS: Provide a list of specific similar or related services provided in the last 3 years. This form will also serve as your References. Complete form and submit as per instructions. Company and Address Client Phone# Client Name and Description of Deliverables to Customer Date Service Provided I declare that the information provided is true and correct to the best of my knowledge. Company Name Signed by (Print Name) Date Signature END OF APPENDIX "C FM Morrison Hall Cafeteria Renovations Page 12 of 13

13 FM APPENDIX D DRAWINGS AND SPECIFICATIONS *The following documents are attached attached as Additional documents to the PDF. Check the Attachments pane (Paper Clip) when opening in Acrobat Reader to view the documents as shown in the example below. Example: COLOR BOARD DRAWINGS: E 101 and e 102 EXHAUST HOODS KE-1 KE-2 KE-3 M-101 AND M 501 SERVERY SS COUNTER TOPS SAMPLES OF QUALITY - FILE NAMES: IMAGE2, IMAGE3, IMAGE4, IMAGE 5 SPECIFICATIONS: general scope CUSTOM DIAMOND EQUIPMENT CUSTOM EXHAUST HOODS-FAN Food Service millwork MAIN SERVERY MY KITCHEN AND OODLES Catalogued & Custom Equipment (will be supplied by others for information only) My Kitchen millwork FM Morrison Hall Cafeteria Renovations Page 13 of 13