REQUEST FOR PROPOSAL MV2015 05 COMBERMERE COMMUNITY CENTRE ACCESSIBLE LIFT SYSTEM For The Corporation of the Township of Madawaska Valley Proposal Closing Date and Time Friday, June 5, 2015 At 3:00 p.m. local time Proposals are to be delivered to: Township of Madawaska Valley 85 Bay Street, P.O. Box 1000 Barry s Bay, ON K0J 1B0 Attn: Paul Nopper, H.Bsc. Recreation and Community Development Coordinator
2 RFP MV2015 05 Combermere Community Centre Accessible Lift System INFORMATION TO BIDDERS Definitions Proponents(s)/Bidder(s): means all persons, partnerships or corporations who respond to this RFP and includes their heirs, successors, and permitted assigns. Township: means The Corporation of the Township of Madawaska Valley Contract: means the agreement to be entered into between the Successful Bidder and the Township 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. Request for Proposal: means this Request for Proposal (RFP) document including all schedules, parts and attachments, as issued by the Township, 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: 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 If your firm is interested in this project, please submit two (2) sealed copies of your proposal submission to the address shown on the cover page. All submissions are to be clearly marked as to contents. Closing Date and Time Consideration will be given to your proposal if received in the office of the Chief Administrative Officer/Clerk not later than the date and time shown on the cover page. The lowest cost proposal will not necessarily be accepted, and the Township reserves the right to reject any and all proposals and/or re-issue the RFP in its original or revised form. Facsimile, e-mail, or telephone proposals will not be accepted. Late Proposals Proposals received after the deadline will not be considered. The Township will assume no responsibility for submissions that do not arrive in the Municipal Offices by the specified closing date and time. Late submissions will be returned unopened to the proponent.
3 RFP MV2015 05 Combermere Community Centre Accessible Lift System Grounds for Disqualification of Submission The Township 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. 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 Chief Administrative Officer/Clerk, in his or her sole and unreviewable discretion), with whom the Township is engaged in unresolved litigation. Questions/Inquiries Communications concerning this Request for Proposal are to be in writing and directed to; Paul Nopper (or designate) Recreation and Community Development Coordinator Phone (613) 756-2747 x 220 - Fax (613) 756-0553 E-mail pnopper@madawaskavalley.ca Inquiries must not be directed to other Township 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 Friday, May 29, 2015 at 4:00 pm 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 Recreation and Community Development Coordinator (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 Township will assume no responsibility for oral instructions or suggestions. Addenda will be provided to all who have registered with the Recreation and Community Development Coordinator. As well, they will be posted on the Township s website for download. www.madawaskavalley.ca. It is the bidder s responsibility to check the website prior to closing for any issued addenda. The Township will assume no responsibility for any addendum not received. Review of Requirements All proponents should carefully review this solicitation for defects or questionable matter. Comments or the need for clarification must be made in writing as requested in this RFP. Protests based on any omission or error, or on the content of the solicitation, will be
4 RFP MV2015 05 Combermere Community Centre Accessible Lift System disallowed if these faults have not been brought to the attention of the Recreation and Community Development Coordinator as per the terms set out in this Request. Procurement Process The Township of Madawaska Valley follows a Procurement of Goods and Services policy as per Corporate Policy GA-01. The Municipality s Corporate Policies and Procedures are available on the Township s website (www.madawaskavalley.ca). References The submission of a proposal authorizes the Township to contact all references provided. Failure to provide references and details of experience may result in this proposal not being considered. Freedom of Information All proposals submitted to the Township become the property of the Township, and as such, are subject to the provisions of the Municipal Freedom of Information and Protection of Privacy Act. This will confirm that the Township 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. Rights Reserved by the Township 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 Township 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. 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 Township and the firm(s) selected. The Township reserves the right without prejudice to reject any or all proposals and to determine in its own best judgment the firm best qualified to undertake this contract. The Township is not responsible for any costs incurred by the proponents in the preparation of their response to the proposal call or attendance of any selection interviews. The Township 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 Township. The Township, 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
5 RFP MV2015 05 Combermere Community Centre Accessible Lift System 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 Township will be served. The Township reserves the right to cancel the contract without cause and without incurring any liability whatsoever if deemed in the best interest of the Township to do so. The Township reserves the right to terminate the contract without notice if due to nonperformance and unsatisfactory service and unsatisfactory product performance. The Township 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 Township reserves the right to award this contract in whole or in part without recourse or penalty that which is deemed most advantageous to the Township. The Township has the right to negotiate minor changes with the proponent that presented the most attractive proposal. The Township of Madawaska Valley Council shall have the final authority on all matters regarding this Request for Proposal. This is a call for Public Tender. Attachments Standard Terms and Conditions for Tenders, Proposals, Contracts and Quotations Indemnity The successful proponent shall indemnify and hold the Township 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. Term of Contract and Commencement of Service The term of this agreement will be for a period of TWO (4) Months, or else otherwise agreed to by both parties, from the contract date to complete the installation of a new accessible lift system for the Combermere Community Centre. Award of the tender shall be based on, in the Township s opinion and at the discretion of administration, demonstrate superior performance and cost effectiveness. Commencement of the project is required, based on timeline provided in the proposal, upon notification of the award of proposal. Qualifications The Proponent must be a roofing specialist in good standing in the Province of Ontario and must have a minimum of 5 years of experience in removal, preparation and installation of roofing.
6 RFP MV2015 05 Combermere Community Centre Accessible Lift System Proposals will be evaluated from businesses that can demonstrate that they have the necessary reputation, staffing, experience, ability and financial resources to perform the work in a satisfactory manner. A proven track record must be demonstrated. 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 of the proposed project Total cost of the project, including 20 preparation and installation of Accessible Lift System. 2 Qualifications & Experience Affiliations, quality and record of 15 past performance in the industry including, customer service and calibre of key personnel. Examples and references from clients where the Proponent has provided a similar service are recommended. 3 Availability/Technology Process and methods used to complete 5 the installation of the Accessible Lift System. 4 Timeline A timeline that will have the project completed within the 10 four month limit. Total Available Points 50 PROPOSAL CALL AND REQUIREMENTS: The Corporation of the Township of Madawaska Valley (Township) invites proposals from qualified lift and elevator businesses for the installation of an accessible lift system at the Combermere Community Centre. The proposals submitted are subject to the Township Policies and Procedures for the Procurement of Goods and Services. The Township is seeking to install an accessible three stop lift system at the Combermere Community Centre. Lift or elevator businesses will work directly with the awarded construction company to properly install an accessible lift system in a lift shaft with three stops. The lift or elevator business will supply all labour, materials and equipment for the safe installation of an accessible lift system. An onsite visit shall be arranged with the Recreation and Community Development Coordinator to view the roof and area in question. This will allow Proponents to review the area and acquire all proper measurements of the area. Site visit will occur before Friday, May 29. 2015. Schedule A to this RFP provides an approximate area where the lift shaft will be installed.
7 RFP MV2015 05 Combermere Community Centre Accessible Lift System Proposal Submission Submissions should include but not necessarily be limited to the following: 1. A brief description of your business, together with its history, clients, staff and similar projects completed; 2. A company description, exact location and address; 3. Company contacts, c/w phone numbers communication, including work numbers, cell numbers and email addresses; 4. The contract representative and name and qualifications of the staff to be assigned to the project; 5. A summary of your understanding of this proposal; 6. Addressing all aspects in regards to the Scope of Work/Terms of Reference; 7. An outline of the services to be provided including preparation and installation of the Accessible Lift System; 8. Your business s experience in similar projects. Samples/descriptions of previous work, minimum of three (3) jobs completed in the last twelve (12) months. 9. Client references; 10. Work plan or delivery schedule; 11. Unique or additional added-value features of your proposal; 12. A copy of WSIB form to show you are in compliance; 13. Any other supporting information you may wish to include with your submission. 14. Businesses must provide proof of insurance to work in Ontario. SCOPE OF WORK The successful proponent will provide Professional Lift and Elevator installation service to the Township of Madawaska Valley for the installation of an accessible lift system at the Combermere Community Centre. 1. Conduct a site visit prior to submission of proposal for the installation of an accessible lift system in the Combermere Community Centre. Site visit must occur before Friday, May 29. 2015. A site visit walk through has been set for all parties form Wednesday,
8 RFP MV2015 05 Combermere Community Centre Accessible Lift System May 20. 2015 at 10:00 a.m. Parties that cannot make this time can contact the Township representative for rescheduling. 2. Provide a detailed methodology breakdown and timeline for completion of the project. 3. Conduct the preparation and installation of an accessible lift system working in conjunction with the awarded construction business for the lift shaft.
9 RFP MV2015 05 Combermere Community Centre Accessible Lift System Schedule A Combermere Community Centre