Request for Proposal for Sue Howard Closing Date: January 17, 2017 Email: sue.howard@wetaskiwin.ca
Contents Purpose... 3 Background... 3 Terms of Reference... 4 1. General... 4 2. Key Dates... 5 Scope of Services... 5 3. General... 5 4. Preliminary Design/Detailed Design Services... 6 5. General... 7 6. Construction... 8 Submission Requirements... 9 7. Proposal Format... 9 Proposal Review and Evaluation... 12 Schedule A - Insurance Requirements... 14 Page 2
Purpose The City of Wetaskiwin is requesting proposals from qualified, licensed and professional consulting firms to provide engineering services required for the completion of the final phase of the main street reconstruction. The successful consultant will be responsible for some design, provision of project management and resident inspection services during and post-construction. Background This is the last and final phase of the main street reconstruction project that will see the entire main street reconstructed including the underground utilities. This project runs the full length of 50 th Avenue from the new roundabout (47 Street) up to the Auto mile (Hwy 2A\56 Street). The final phase will be from 53 rd Street up to but not including the Auto mile. This phase of the project has been conceptually designed already and the successful proponent will be given what drawings the City has already however, will be required to review the drawings and provide recommendations as needed. The streetscaping has been pre-determined and very little work will be required in that area unless the Page 3
successful proponent has ideas that will further enhance the existing theme. The successful firm will also be required to prepare for and attend 3 2 hour sessions with Council to discuss the design, the first will be within 2 weeks of award, the second will be 2-3 weeks later and the final one will be required 1-2 weeks after that. Additionally the City would like to look at providing electrical services to the adjacent Jubilee Park and must coordinate with the Contractor and Consultant on that project. The expectation is that this project will be ready for tender by May so the successful firm must be willing to dedicate significant staff hours up front. Terms of Reference 1. General 1.1. The selected consultant will be required to enter into a standard consultant agreement with the City of Wetaskiwin for the specified services. 1.2. The scope of work and methodology required for this project are outlined in the Scope of Services section and will form a part of the Agreement. 1.3. The proposal must include a proposed work plan describing the project, schedule of proposed starting date, completion date, submission deadlines and major milestones of the project. 1.4. The selected consultant will be required to provide details on the cost controls, quality assurance, quality controls, schedule controls, reporting systems including monthly project status reports that identify work to date and planned work ahead, administrative services, and project management services to be employed for the project. 1.5. The selected consultant will be required to ensure civil, geotechnical, landscaping, structural and architectural and general engineering services as well as any other consulting services required are included in the submission. Page 4
2. Key Dates January 13, 2017 January 17, 2017 January 24, 2017 May 1, 2017 May 25, 2017 September 30, 2017 City issues RFP documents Question period ends RFP closes Notify successful proponent Detailed design complete Tender services completion Construction supervision completion 2019 Post construction services Scope of Services 3. General 3.1. Geotechnical Investigation: Provide and administer a full geotechnical investigation by a qualified Geotechnical Engineer. Any relevant City files on the existing phases of Main Street will be provided. 3.2. Preliminary engineering services: The City believes that the existing drawings completed are sufficient to allow the successful proponent to simply review and confirm the design information however, if there is information lacking the firm must be willing to provide the following services. Please ensure that the price for this work is fully accounted for keeping in mind that it may be deleted if not required. 3.2.1. Collect, assemble, and review all current documents and standards relevant to the project including but not limited to: as-builts, utility base plans, site plans, surface improvements, Municipal Engineering Standards, any Master Plans etc. 3.2.2. From the geotechnical investigation and information provided; evaluate limits of construction, options for construction and evaluate alternatives for design, using the most conservative method for each location. Page 5
3.2.3. Provide a site survey required to confirm existing site conditions outside of the ones provided with the existing plans, shallow utility locations/crossings, positive grade tie-in points to driveways, sidewalk details, trees, hydrants, water valves, CCs and all other shallow utilities. The City knows that manhole/catch basin inverts have not been completed and the successful firm will need to gather this data for underground design. 3.2.4. Provide a site inventory/site assessment to confirm existing site layout and conditions, shallow utility locations, trees, hydrants, lights and all other site hardware along the proposed alignment. 3.2.5. Coordinate site shallow utility locates via Alberta 1st Call including mainlines and service drops. City Public Works will assist in locating subsurface municipal utilities where possible. 3.2.6. Coordinate and pay for hydro-vac excavation and location of all shallow utilities at critical locations to determine if conflicts exist including backfill of excavations and all work inclusive. 3.2.7. Prepare any required permits to perform work within the City during the preliminary phase. Provide and remove any required signage for traffic accommodation during the preliminary work. Ensure that any sub-consultants prepare and provide the same. 3.2.8. Participate in any necessary stakeholder engagement as required by the City to coordinate closures, emergency services and any other required accommodations during construction. 4. Preliminary Design/Detailed Design Services 4.1. The City believes that the existing drawings completed are sufficient to allow the successful proponent to simply review and confirm the design information however, if there is information lacking the firm must be willing to provide the following services. Please ensure that the price for this work is fully accounted for keeping in mind that it may be deleted if not required. 4.1.1. Provide a comprehensive itemized construction cost estimate at the second council design session and 90%. 4.1.2. Provide engineering drawings that consist of overall drawings at 1:1000 scale and plan and profile, any existing utilities, improvements and areas of other construction at 1:500 scale. Page 6
4.1.3. Provide drawings for review (at both council sessions and 90%) allowing a quick turn around on reviews and resubmissions. 4.1.4. Work with utility companies to coordinate protection, relocation or upgrades to existing facilities. 4.1.5. Obtain approvals and any crossing agreements or utility rights of way as required and coordinate with utility companies to resolve conflicts prior to construction. 5. General 5.2. Provide contract tender drawings; geotechnical evaluation records and detail specifications if needed. City of Wetaskiwin will complete the front end, compilation of consulting documents and printing of everything except the drawings in house. 5.2.1. Include the printing of up to 10 sets of A1 large scale drawings with digital copies for submission to City. Include up to 6 sets of IFC full size drawings for distribution to all parties including digital copies to City. Any reprints due to revisions shall be included. The City will be responsible to print all copies of tender and construction specifications 5.2.2. Participate in tender review and award recommendation. 5.2.3. Address any questions or issues that arise from tender process including tender addenda creation/issue, as required. 5.2.4. Construction to be planned to minimize impact to residential, commercial, or public works maintenance activities where possible. 5.2.5. Address and mitigate all environmental issues resulting from the construction project. Review the Eco Plan the Contractor develops for this project. 5.2.6. Prepare info boards for open house and attend open house to keep residents informed. Open house will be held at tender stage due to tight timelines. 5.2.7. Coordinate on behalf of the City obtaining all necessary permits or notifications including regulatory associated with the various construction activities. 5.2.8. Engineering fees to be invoiced monthly and shall include all work completed within each invoice period. Submittals shall include project status reports that confirm work done to date, work to be Page 7
done next period, pending changes and a detailed breakdown of monthly billing tasks relative to those submitted. 6. Construction 6.3. Provide project management and engineering services throughout the duration of construction to assist in contract administration, including the review of shop drawings, project plans, traffic plans, schedule updates and any other items related to construction. 6.3.1. Provide timely recommendations to all matters relative to construction as issues arise, or as otherwise requested by the City. 6.3.2. Respond to public inquiries or complaints as a result of construction as required by the City. 6.3.3. Issue change notices within 24 hours of subject identification to avoid delays in the project. 6.3.4. Provide onsite experienced construction inspection through the duration of this project. Construction inspector named shall not be changed without consent of the City. For RFP purposes each firm shall assume 16 weeks of construction. 6.3.5. Provide preliminary construction and as-built survey services as required through the duration of this project. 6.3.6. Take pre/post photo records of construction zone & construction activities and record detailed Daily and Weekly Construction Reports. 6.3.7. Coordinate and administer services of geotechnical testing agency for quality control during construction activities, includes evaluation and recommendation according to municipal engineering standards or approved alternative. 6.3.8. Coordinate, facilitate bi-weekly progress meetings before construction and weekly meetings during construction. Record minutes for distribution within 72 hours. Page 8
6.3.9. Review, recommend and process all progress payments, monthly fee invoicing, change orders, final payments and release of hold back funds. 6.3.10. Coordinate and facilitate CCC and FAC inspections, include documentation and maps of deficiency repairs and provide followup inspections until complete. 6.3.11. Provide as-built drawings of the project, showing elevations, profiles and any areas of special construction techniques. 6.3.12. Deliver project as-built package no later than 60 days following CCC inspection. Package includes (3) CDs containing final contract document package, record drawings in AutoCAD and PDF format at full scale, all construction photos, final test reports, final inspection reports and any other necessary project records received by the consultant. Submission Requirements The City of Wetaskiwin maintains a high level of expectations of its selected consultants. As such, the selected consultant must clearly understand these expectations during the preparation of the proposal to undertake this project. The consultant shall provide one (1) digital copy of the proposal that shall include as a minimum the following: 7. Proposal Format 7.1 Project Interpretation 7.1.1 Demonstrate an understanding of the project scope, goals, constraints and local conditions. 7.2. Project Team and Qualifications 7.2.2 Supply detailed information on the proposed project team. Include information on each members experience and their degree of involvement on this project. Each member should have proven qualifications with evidence of past achievements on similar projects and provide references on those specific projects. 7.2.3 Provide a landscaping technician to ensure that standards are being met for tree protection before, during and after construction. Page 9
7.2.4 The field inspector must have at least 3 years of relevant experience in civil works construction with a demonstrated success in project delivery and customer satisfaction. 7.3. Deliverables 7.3.1 Provide an overview of the scope of services required to complete this project including any civil, architectural, structural, electrical, geotechnical, landscaping and engineering design options. Include a detailed work methodology and key deliverables for completing the project. 7.3.2 Provide a project schedule detailing the proposed start date, anticipated completion date, submission deadlines, major milestones and any assumptions. 7.3.3 The tender documents will be administered by the City. The Consultant shall provide technical support to facilitate the tender process, tender form, any drawings and specifications, measure and payments as required. 7.4. Innovation and Value Added 7.4.1 Provide details on your firms project management services that will be employed with respect to quality assurance, quality control, costs control and schedule control. 7.4.2 Provide the City with a copy of your firms safety program and professional practice management plan. 7.4.3 Provide examples of other areas that your firm will excel at with regards to value added for this project. 7.5. Communication 7.5.1 Outline the proposed project communication plan including, but not limited to frequency of project meetings, preparation of meeting minutes and distribution of minutes. 7.5.2 Outline the planned frequency of status update reporting to the project team. 7.5.3 Your firm must plan to engage all stakeholders and attend open houses or project information sessions as required. Your firm Page 10
should be prepared to act on behalf of the City for any utility coordination or other stakeholder engagement. Outline how you propose to manage each requirement and the associated hours required for each. 7.5.4 Weekly field reports to be submitted by the resident inspector imbedded with photos to outline the general activities and milestones throughout construction. 7.6. Fee Proposal 7.6.1 Provide a detailed fee proposal correlated to the proposed work plan including any sub consultants proposed. The fee proposal shall include a list of all-inclusive hourly rates for the consultant s project team members and a table detailing staff-hour estimates for each project team member and a total for each phase or major activity grouping relative to the schedule and milestone assumptions listed. 7.6.2 All disbursements and expenses (including computer, CAD, Mileage, Car rentals, sample boards and printing time) shall be included in the fee proposal. 7.6.3 The fee proposal shall also include the survey, preliminary geotechnical and hydrovac fees required as well as quality control testing during construction and any other fees as required by the consultant s proposal. 7.6.4 The fee proposal must include fees and hours for each phase of this project. 7.7. Professional Registration and Liability Insurance 7.7.1 Provide confirmation of registration with APEGA and evidence of Professional Liability Insurance as well as COR/SECOR Certification. More details on the required insurance coverage can be found in Schedule A. 7.7.2 Provide proof of a valid Business Licence to conduct work within the City of Wetaskiwin. 7.8. RFP Submission Page 11
7.8.1 Consultants are required to deliver by email to sue.howard@wetaskiwin.ca no later than January 17, 2017 at 5:00 pm local time. 7.8.2 All questions to be forwarded in writing to the project manager at sue.howard@wetaskiwin.ca by end of day January 13, 2017. Any questions received after this date will not be responded to. Deliver all proposals to: Attention: City of Wetaskiwin, BY EMAIL Sue Howard Project Manager Email: sue.howard@wetaskiwin.ca Proposal Review and Evaluation 8.1. The intent of the evaluation is to select the firm best suited to provide the services to the City of Wetaskiwin. Consultants proposals shall include sufficient information to permit the city to evaluate it in accordance with the following criteria: Item Criteria Weighting All Proponents Short-listed Proponents 1.0 Project Interpretation 15 2.0 Project Team and Qualifications 10 3.0 Deliverables 25 4.0 Innovation & Value Added 15 5.0 Communication 10 6.0 Proposal Presentation 5 7.0 Fee Proposal 20 Incomplete proposals may be eliminated without further evaluation. At any time during the evaluation process, the City may request written clarification concerning any aspect of a proposal. Prior to notification the City may start negotiating with the highest ranking proponent, enter into sequential negotiations in an attempt to resolve outstanding issues. If required the City may enter into negotiations with other proponents in order of ranking however if the City is unable to conclude negotiations the City reserves the right to reject any and all proposals and need not accept the lowest, or any proposal. The City reserves the right to; Page 12
1. Withdraw this Request for Proposal and will not be held liable for any expenses, costs, loss or damage incurred by any consultant as a result of such a withdraw or, 2. Cancel the RFP without award and will not be held liable for any expenses, costs, loss or damage incurred by any consultant as a result of such a cancellation or, 3. Reissue to only compliant proponents an updated competitive process document, in whole or in part and requires the compliant proponent resubmit. The City will inform proponents of its intent to enter into outstanding issues negotiations. Proposal debriefs will be held if requested within 2 weeks of the award notification. Page 13
Schedule A - Insurance Requirements Request for Proposals Consultant shall procure and maintain, at its own expense for the duration of the contract, insurance against claims for injuries to persons or damages to property, which may arise from, or in connection with, the performance of the work by the Consultant, his agents, representatives, employees or sub-consultants. The cost of such insurance shall be borne fully by the Consultant. The limits and coverage required herein are the minimum acceptable by the City and are not intended as a limit of liability of the Consultant or sub-consultants. Minimum Limits of Insurance Consultant shall maintain limits no less than: Commercial General Liability: $2,000,000.00 per occurrence for bodily injury, personal injury, property damage, and completed operations. Automobile Liability: $1,000,000.00 per accident for bodily injury and property damage, covering all owned, hired and non-owned vehicles. If Consultant or their sub-consultant haul hazardous waste they must maintain Automobile Liability insurance with not less than $2,000,000 per accident for bodily injury and property damage applicable to all hazardous waste hauling vehicles. Workers Compensation: Workers compensations limits in accordance with Province of Alberta statute. A Clearance Letter of good standing is required. If exempt from Workers Compensation the City requires evidence of Employees Liability insurance with limits of $1,000,000.00 per accident. Professional Liability: $2,000,000 per claim. This insurance shall be maintained for the duration of the project and five (5) years following completion of construction. Retroactive date of such policy must be on or before the date Consultant began offering professional services. Professional Liability insurance policy is required where the Consultant or its sub-consultants provides design or design/build services to the project. Deductibles and Self-Insured Retentions Any deductibles and/or self-insured retentions must be declared to, and approved by, the City. The Consultant shall be solely responsible for the deductible and/or self-insured retention and the City, at its option may require the Consultant to secure payment of such deductibles or self-insured retention by a bond or an irrevocable and unconditional letter of credit Other Insurance Provisions The policies required herein are to contain, or be endorsed to contain, the following provisions: Page 14
For General Liability: The City of Wetaskiwin, its officials employees, and agents, are to be named as additional insured for liability arising out of activities performed by, or on behalf of, the Consultant. Policies are to include, as a minimum, cover for products and completed operations, blanket contractual liability, occurrence and broad form property damage, advertising and personal injury liability. The coverage shall contain no special limitation on the scope of protection afforded to the City or its officials, employees, agents and sub-consultants. Any failure to comply with reporting provisions of the policies shall not affect coverage provided to the City. Coverage shall state that the Consultant s insurance shall apply separately to each insured against whom a claim is made or suit is brought, except with respect to the limits of the insurer s liability. All Required Coverage: The Consultant s insurance coverage shall be primary insurance with respect to the City. Any insurance or self-insurance maintained by the City shall be excess of the Consultant s insurance and shall not contribute with it. Each insurance policy, required herein shall be endorsed to state that coverage shall not be suspended, voided, cancelled, reduced in coverage or in limits except after thirty (30) days prior notice has been given the City. With the exception of Automobile Insurance and Workers Compensation, a waiver of subrogation shall apply. The Certificate and Endorsements shall include the following: Project Name: Project Number: Description of Service: The City reserves the right to request and to receive, within ten (10) working days, certified copies of any or all of the herein required insurance policies and/or endorsements. The City is not obligated, however, to review such policies and endorsements and such receipt shall not relieve the Consultant from, or be deemed a waiver of the City s right to insist on strict fulfillment of the Consultant s obligations under this Contract. Verifications of Coverage Consultant shall furnish the City with certificates of insurance evidencing coverage required. Certificates will be filed with the City until five (5) years after Page 15
project completion. The certificates for each insurance policy are to be signed by a person authorized by that insurer to bind coverage on its behalf. Proof of insurance are to be mailed to the following address: City of Wetaskiwin Attention: Sue Howard Box 6210 Wetaskiwin, AB T9A 2E9 No work shall begin until appropriate insurance certificates are received by the City of Wetaskiwin. If the Consultant fails to secure and maintain the insurance required herein, or fails to provide evidence of such insurance to the City, the City shall have the right, without any obligation, to secure the required insurance in the name and for the account of the Consultant for which the Consultant shall pay the costs of insurance, and any incidental costs that arise out of a delay in work while the City is obtaining such insurance. Sub-consultant The Consultant shall ensure that all tiers of sub-consultants shall maintain insurance in like forms, amounts, and requirements as stated herein and shall obtain evidence of insurance from each sub-consultant and provide it to the City before the sub-consultant commences work. This includes environmental and pollution liability if applicable. Acceptability of Insurance All insurance provided by the Consultant shall be through insurance carriers acceptable to the City. Upon the request of the City, the Consultant shall provide additional insurance if the City, due to changing conditions, deems this necessary. The amount of insurance stated herein shall not limit the Consultant s obligations under this Contract. All insurance required herein shall be maintained in full force and effect until all work or service required to be performed under the terms of this Contract is satisfactorily completed and formally accepted. Failure to do so may, at the sole discretion of the City, constitute a material breach. Page 16