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151126 Town Hall MIN= Attendance Present: Marty Klein, Councillor Penny Esseltine, Andrew Gilvesy, Rick Strouth, John Veldman Staff: David Calder, Lana Lund Regrets: Mayor Stephen Molnar 1. Call to Order – 4:04pm 2. Adoption of Agenda Moved By: J.Veldman Seconded By: P.Esseltine Resolution THAT the Agenda as prepared for the Committee meeting of November 26, 2015, be adopted. ‘Carried’ 3. Disclosure of Pecuniary Interest None 4. Approval of Previous Minutes Moved By: A.Gilvesy Seconded By: R.Strouth Resolution THAT the Minutes for the November 10, 2015 meeting be approved. ‘Carried’ The Corporation of the Town of Tillsonburg Town Hall Project Steering Committee November 26, 2015 4:00pm Annex Board Room, Corporate Office 200 Broadway, 2nd Floor, Tillsonburg, ON N4G 5A7 MINUTES Council Meeting – Agenda - 2 - 5. General Business and Reports i) Consulting Services to Conduct a Space Needs Analysis a) RFP-15-013 b) Addendum #1 to RFP-15-013 c) Evaluation Matrix d) In Design Bid Submission e) KNY Architects Bid Submission f) Lundholm Bid Submission g) Mayhew Bid Submission h) Nicholson Scheffield Each Committee member commented on their review and ratings of the five bid submissions. KNY Architects received the highest scoring by the Committee. Based on ranking, the CAO to have Town staff carry out reference checks for KNY, and see if anyone has experienced run-overs. The following resolution was passed. Moved by A.Gilvesy Seconded by J.Veldman THAT the Town Hall Project Steering Committee recommends to Council the awarding of RFP-15-013, for Consulting Services to Conduct a Space Needs Analysis, to KNY Architects, pending satisfactory reference checks. ‘Carried’ Following the awarding of the contract, arrangements will be made for the successful bidder to meet with the Town Hall Project Steering Committee to discuss expectations, and to ensure timelines are identified and will be met. An up-to-date listing of Town owned properties in the downtown core to be available in January. 6. Round Table 7. Next meeting The next meeting to be at the call of the Chair. The CAO to advise Chair Klein once the tender has been awarded. Council Meeting – Agenda - 3 - 8. Adjournment Moved By: A.Gilvesy Resolution THAT the November 26, 2015 meeting be adjourned at 4.21pm. = Attendance Present: Marty Klein, Andrew Gilvesy, Rick Strouth, John Veldman Staff: David Calder, Lana Lund Regrets: Mayor Stephen Molnar, Councillor Penny Esseltine 1. Call to Order - 4:03pm 2. Adoption of Agenda Moved By: J.Veldman Seconded By: A.Gilvesy Resolution THAT the Agenda as prepared for the Committee meeting of November 10, 2015, be adopted. ‘Carried’ 3. Disclosure of Pecuniary Interest None 4. Approval of Previous Minutes Moved By: A.Gilvesy Seconded By: J.Veldman Resolution THAT the Minutes for the October 22, 2015 meeting be approved. ‘Carried’ 5. General Business and Reports i) Consulting Services to Conduct a Space Needs Analysis a) RFP-15-013 b) Addendum #1 to RFP-15-013 c) Evaluation Matrix d) In Design Bid Submission e) KNY Architects Bid Submission The Corporation of the Town of Tillsonburg Town Hall Project Steering Committee November 10, 2015 4:00pm Annex Board Room, Corporate Office 200 Broadway, 2nd Floor, Tillsonburg, ON N4G 5A7 MINUTES Council Meeting – Agenda - 2 - f) Lundholm Bid Submission g) Mayhew Bid Submission h) Nicholson Scheffield CAO, D.Calder, spoke to Agenda items 5 i)a-g. He noted the closing date for the RFP was October 29th, and Committee members have been provided with the RFP, Addendum, submitted bids, as well as the Evaluation Matrix which the Town has been using for larger tenders. Committee members were given an opportunity to review the attached documents, and another meeting will be scheduled in a few days. 6. Round Table 7. Next meeting – To be confirmed , approximately 1 week. 8. Adjournment Moved By: R.Strouth Resolution THAT the November 10, 2015 meeting be adjourned at 4:25pm. Request for Proposal RFP-15-013 CONSULTING SERVICES TO CONDUCT A SPACE NEEDS ANALYSIS Closing Date:Thursday October 29, 2015 @ 2:00 PM (LOCAL TIME) Please Send Bids to: TOWN OF TILLSONBURG, CORPORATE OFFICE 200 BROADWAY, 2ND FLOOR TILLSONBURG, ON N4G 5A7 ATT: LAURIE KIRWIN PURCHASING COORDINATOR RFP-15-013 CONSULTING SERVICES TO CONDUCT A SPACE NEEDS ANALYSIS INDEX Instructions to Bidders Page 3 Introduction Page 13 Requirements Page 15 Proposal Evaluation Page 16 Form of Bid Page 18 2 RFP-15-013 CONSULTING SERVICES TO CONDUCT A SPACE NEEDS ANALYSIS INSTRUCTIONS TO BIDDERS 1. Bid Documents 1.1 The following documents form the basis of this bid process (the “Bid Documents”): a) Instructions to Bidders; b) Introduction; c) General Requirements; d) Proposal Evaluation; e) Form of Bid; f) Addenda issued during bidding period. 1.2 Check Bid Documents for completeness upon receipt. Inform the Town immediately: a) Should any documents be missing or incomplete; or, b) Upon finding any discrepancies or omissions. 1.3 Complete set of Bid Documents are available at Town of Tillsonburg, Corporate Office which is located at 200 Broadway, 2nd Floor., Tillsonburg ON, N4G 5A7 and at www.biddingo.com beginning October 6, 2015 1.4 The Bid Documents are made available only for the purpose of submitting bids for the project. Availability and/or use of the Bid Documents do not confer a license or grant for any other purpose. 2. Amendments to Bid Documents 2.1 Questions in relation to this RFP shall be directed in writing via email to Laurie Kirwin, Purchasing Coordinator - lkirwin@tillsonburg.ca . Deadline for all questions regarding this RFP is October 20, 2015 The Town of Tillsonburg reserves the right to neither accept nor consider any questions received after 2:00 p.m., local time on this date. The Town of Tillsonburg will review all questions received and prepare a response that is sent as an addendum to all Respondents. 2.2 A bid shall be disqualified where contact is made with any person at the Town other than the individuals outlined above. 2.3 The Town shall not be responsible for instructions, clarifications or amendments communicated orally. Instructions, clarifications or amendments which affect the Bid Documents may only be made by addendum. 2.4 If bidders find discrepancies, omissions, errors, departures from building by-laws, codes or good practice, or points considered to be ambiguous or 3 RFP-15-013 CONSULTING SERVICES TO CONDUCT A SPACE NEEDS ANALYSIS conflicting, they shall bring them to the attention of the Town as per Section 2.1 in writing, and not less than seven (7) business days before the bid closing date, so that the Town may, if the Town deems it necessary, issue instructions, clarifications, or amendments by addendum to all bidders prior to the bid closing date. The Town will endeavor to issue such addenda at least seventy-two (72) hours prior to bid closing. 2.5 Addenda’s issued during the bidding period shall become part of the Bid Documents and their receipt shall be acknowledged in the space provided on the Form of Bid. Notices of addenda will be posted on the Town’s website www.tillsonburg.ca. Although notification of the Addenda will be sent to the plan-takers list via e-mail, it is the bidder’s responsibility to check the Town’s website to assure they have the most recent addenda. 3. Bid Completion 3.1 Fill in all blank spaces on the Bid Forms in ink, or typewritten, providing all information requested, and ensure that an authorized person or persons sign all forms where indicated. Failure to provide all requested information on the Form of Bid and failure to fill in all blank spaces shall result in a bid being declared non-compliant. 3.2 Use only the Bid Forms issued as part of the Bid Documents for the project. If any or all pages of the Form of Bid are amended by addendum, only the amended pages shall be used to submit a bid. Failure to comply with this paragraph shall result in the bid being declared non-compliant. 3.3 Information provided by bidders on the Form of Bid may be amended prior to bid closing, provided corrections are initialed by an authorized representative of the bidder. Other modifications, erasures, additions, conditions, qualifications or un-initialed pre-closing amendments may result in the bid being declared non-compliant. 3.4 Bids that are unsigned shall be declared non-compliant and rejected. 3.5 Bids that are not originals, improperly signed, un-initialed, incomplete, conditional or illegible, may be declared non-compliant. 3.6 Bid Price Bids containing clerical errors that do not result in any ambiguity with respect to the overall submission or award decision, in the opinion of the Director of Finance, shall be given 2 business says to correct and initial. 4. Bid Submission 4.1 Submit one (1) completed signed original and two copies of the 4 RFP-15-013 CONSULTING SERVICES TO CONDUCT A SPACE NEEDS ANALYSIS Request for Proposal in a sealed envelope. Ensure that the outside of the envelope bears the bidder’s return address and a label clearly identifying the project and project number for which the bid is submitted. 4.2 Submit the envelope to: Town of Tillsonburg, Corporate Office Att: Laurie Kirwin, Purchasing Coordinator 200 Broadway, 2nd Floor Tillsonburg, ON N4G 5A7 4.3 Bids must be received before 2:00 p.m. local time on October 29, 2015. The term “local time” shall mean the time as measured by the identified clock at the recipient’s location. 4.4 Bids will be date and time stamped at the location receiving the bids. Late bids will be returned unopened. 4.5 Bids which are submitted by facsimile transmission or by electric means will not be considered. 4.6 Bidders are solely responsible for the method and timing of delivery of their bids. The onus is on the bidder to ensure the bid is received at the closing location noted prior to closing time. Bids delivered to any other location will not be accepted. 4.7 The bidder acknowledges that all submitted bids shall become a record belonging to the Town which makes them all subject to the Municipal Freedom of Information and Protection of Privacy Act, R.S.O. 1990, Chapter M.56, as amended. 5. Bid Withdrawal 5.1 A bidder who has submitted a bid may request that their bid be withdrawn, if the request is made before the closing time for the submission of bids. Withdrawal requests must be in writing to the Director of Finance or his or her designate. 5.2 Withdrawn bids shall be returned unopened to the bidder. 5.3 The withdrawal of a bid shall not disqualify a bidder from submitting another bid on the same project, as long as it is submitted before the closing time for the submission of bids. 5 RFP-15-013 CONSULTING SERVICES TO CONDUCT A SPACE NEEDS ANALYSIS 6. Bid Expiry Period Bids shall be irrevocable for a period of one hundred and twenty (120) days from the date of submission, after which period the bid expires. 7. Bid Opening and Evaluation 7.1 Bids will not be opened publicly. Bid submissions will be provided to Council and therefore those bids will become a public document at that time. 7.2 In the event that more than one bid is received from the same bidder, only the last bid received will be considered. 7.3 The Town may reject the lowest or any bid or part of any bid, reject all bids or cancel this bid process in whole or in part. 7.4 The bid price offered on the Form of Bid will be considered the bidder’s “Base Bid”. The Town reserves the right, but has no obligation, to adjust all bidders’ Base bids by the amounts of any alternative prices which the Town, in its discretion, decides to accept. 7.5 The Town reserves the right to award the contract to the bidder which submitted the bid which, in the Town’s sole discretion, provides the best value to the Town based on the criteria described in the Bid Documents including, but not limited to, a bidder’s: a. Base Bid; b. Base Bid, as adjusted by the Town pursuant to the Bid Documents; and c. Clarification provided pursuant to Section 9 (Requests for Clarification). 7.6 The Town may accept or reject any regular, irregular, unbalanced, informal or non-compliant bid. 7.7 Incomplete or conditional bids may be declared non-compliant. 7.8 The Town reserves the right to consider, during the evaluation of the bids; a) Information provided in the bid itself; b) Information provided in response to enquiries of credit and industry references set out in the bid; c) Information received in response to enquiries made by the Town of third parties apart from those disclosed in the bid in relation to the reputation, reliability, experience and 6 RFP-15-013 CONSULTING SERVICES TO CONDUCT A SPACE NEEDS ANALYSIS capabilities; d) The manner in which the bidder provides services to others; e) The experience and qualifications of the bidder’s senior management and project management; f) The compliance of the bidder with the Town’s requirement and specifications; and, g) Innovative approaches proposed by the bidder in the bid. 7.9 The bidder acknowledges that the Town may rely on the criteria which the Town deems relevant, even though such criteria may not have been disclosed to the bidder. By submitting a bid, the bidder acknowledges the Town’s rights under this section and absolutely waives any right, or caused of action, against the Town and its consultants, by reason of the Town’s failure to accept the bid submitted by the bidder, whether such right or cause of action arises in contract, negligence or otherwise. 7.10 The Town reserves the right to open the bid and negotiate with a single bidder, in cases where only one bid is received, or to negotiate with a bidder of the Town’s choice, if all bids are over budget or too high. 7.11 Should the Town receive no compliant bids, the Town, in its discretion, may re-bid the Project or may negotiate a contract for the whole or any part of the Project with a bidder which has submitted a non-compliant bid. 7.12 In the event that two (2) or more compliant, equal bids are submitted during a competitive bid process, the Town shall determine the successful bidder by drawing a bidder’s name, as determined by the CAO. 8. Requests for Clarification 8.1 The Town may contact any one or more bidders to request clarification or further information without any obligation to contact other bidders. Such additional clarification shall be provided promptly by the bidder to the Town. The Town may, but is not obligated to, amend or revise the bid based on the clarification or further information. 8.2 Requests for information shall not be construed as acceptance of a bid. 7 RFP-15-013 CONSULTING SERVICES TO CONDUCT A SPACE NEEDS ANALYSIS 9. Taxes The Harmonized Sales Tax (HST) shall not be included in the bid price. All other eligible taxes shall be included in the bid price. Any taxes or increases to taxes announced prior to the date of the issuance of the Bid Documents and scheduled to come into effect subsequent to it shall be taken to be included in the bid price. 10. Award of Contract, Execution of the Contract & Documents to be Delivered 10.1 Bidders shall not issue or make any statements or news releases concerning their bid, the bid process, the Town’s evaluation of the bids, or the Town’s award or cancellation of the bid process without the express written consent of the Town. 10.2 Prior to commencing the work, the bidder shall deliver to the Town: a) Certified true copies of the insurance policies required by the Bid Documents; and, b) A current Clearance Certificate issued by the Workplace Safety and Insurance Board. 10.3 The bidder shall execute the contract and deliver the executed original to the Town within ten (10) business days of award notification from the Town. 10.4 The bidder agrees that the Town shall not be deemed to be the employer of the bidder nor its personnel under any circumstances whatsoever. 11. Liability 11.1 If a bidder breaches the “bid contract”, including by failing to execute the contract, for whatever reason, the bidder shall be liable to pay to the Town, at the Town’s election as follows: a. The difference between the base bid prices of the breaching bidder and the bidder who subsequently executes the contract; or, b. The amount set out in the bid bond or certified cheque; And these amounts shall be considered liquidated damages, not a penalty, and the bidder hereby acknowledges that these amounts are a reasonable pre-estimate of damages which will likely be suffered by the Town should a breach of the “bid contract” occur. The Town shall have the right to draw upon the bid bond or certified cheque should a breach of the “bid contract” occur, irrespective of any other terms or 8 RFP-15-013 CONSULTING SERVICES TO CONDUCT A SPACE NEEDS ANALYSIS conditions set out in the bond. 11.2 A bidder, by submitting a bid, agrees that it will not claim damages, by any means, in respect to any matter relating to the contract or bidding process in excess of an amount equivalent to the reasonable costs incurred by the bidder in preparing its bid and waives any claim for loss of profits if no contract is made with the bidder. 12. Disputes In the event of a dispute arising in connection with this bid process that cannot be resolved using the complaint resolution process, as stated in “Appendix B” of the Town’s Purchasing Bylaw 3765 including, without limitation, a dispute concerning the existing of the “bid contract” or a breach of the “bid contract”, or a dispute as to whether the bid of any bidder was submitted on time or whether a bid is compliant, the Town may refer the dispute to a confidential binding arbitration pursuant to the Arbitration Act, 1991, as amended, before a single arbitrator with knowledge of procurement/bidding law. In the event that the Town refers the dispute to arbitration, the bidder agrees that it is bound to arbitrate such dispute with the Town. Unless the Town shall refer such dispute to binding arbitration, there shall be no arbitration of such dispute. 13. Claims or Litigation 13.1 The Town shall not consider bids received from parties with whom the Town is in litigation, or pending litigation, unless approval allowing such consideration is obtained by the bidder from the Council of the Town prior to the close of bidding. 13.2 Bids which are not considered pursuant to the aforementioned policy shall be returned to the bidder and no contract in regard to the bid process shall have been created as between the bidder and the Town. 14. Liability Insurance The Contractor shall take out and keep in force until the date of acceptance of the entire work by the Town of Tillsonburg, a comprehensive policy of public liability and property damage insurance acceptable to the Town providing insurance coverage in respect of any one accident to the limit of at least $5,000,000 inclusive, against loss or damage resulting from bodily injury to or death of one or more persons and loss of or damage to property. Such policy shall name the Town as an 9 RFP-15-013 CONSULTING SERVICES TO CONDUCT A SPACE NEEDS ANALYSIS additional insured thereunder, shall contain a cross-liability and severability of interests clause and shall protect the Town against all claims for damages or injury including death to person or persons and for damage to any property of the Town or any other public or private property resulting from or arising out of any act or omission on the part of the contractor or any of the Contractor's officers, agents, servants, employees, customers, invitees, licensees or subcontractors during the duration of the contract. Such policy shall be extended to include the following endorsements: Personal Injury Liability, Contractual Liability, Owners and Contractor's Protective Coverage and Contingent Employers Liability Insurance. 15. Workplace Safety Insurance Board The successful bidder is expected to be registered with the Workplace Safety and Insurance Board (“WSIB”). Prior to commencing work under this contract, and included with all payment requests, the successful bidder must provide a copy of a current clearance certificate from the WSIB and must continue to maintain and provide current clearance certificates throughout the period of work under this contract. The successful bidder is also required to obtain and provide from any and all Sub-contractors, including any and all independent operators who perform work as a Sub-contractor, copies of current clearance certificates and is expected to continue to maintain and provide updated clearance certificates throughout the period of work under this contract. No work under this contract may be performed in the absence of a current clearance certificate which applies to any Contractor, Sub-contractor, worker or independent operator who is to perform the work. The Town requires all contractors who provide labour and installation services at any Town of Tillsonburg facilities and/or on any Town owned properties to be in full compliance with all requirements imposed upon them by the Workplace Safety Insurance Board. All certificates of training and Safety Policies and Manuals must be available for presentation upon request. 10 RFP-15-013 CONSULTING SERVICES TO CONDUCT A SPACE NEEDS ANALYSIS 16. Contractor/Consultant Behaviour The Town of Tillsonburg expects all work and conversations carried out or held on behalf of, or with staff at the Town to be professional and courteous at all times. Contractor’s and/or Contractor’s staff who fail to perform work or have conversations with any Town of Tillsonburg staff in a professional and courteous manner shall be warned verbally by the Town’s Project Manager or representative that such behaviour is not acceptable and that a letter to the contractor will be issued immediately stating the consequences for any further unacceptable behaviour. Consequences for abusive and unacceptable behaviour including verbal conversations shall include the Town’s right to demand the removal of any contractor’s staff including the contractor’s senior administrative staff, project manager or any other staff employed by the contractor including the staff of sub-contractors working on behalf of the contractor. Any continuation of abusive and unacceptable behaviour including verbal conversations following the issuance of the said letter by the Town shall result in removal of the contractor from the work site or location and the Town shall take any further actions it deems necessary to remedy and mitigate for all losses to the Town as a result of such removal of the contractor. Abuse to the Town’s Project Manager or any other Town representative or any other unacceptable behaviour by the contractor’s staff that is considered serious may also result in charges laid by the Town under the laws of Canada and the Province of Ontario. 17. Representation & Warranty The bidder represents and warrants that its bid is compliant with the terms set out in the Bid Documents. The bidder acknowledges that the Town is relying on this representation and warranty. In the event that the bidder’s bid is accepted by the Town and the bid is held by a Court of competent jurisdiction to be non-compliant with the terms set out in the Bid Documents in a proceeding commenced by another bidder (the “Claimant”), the bidder will indemnify the Town for any award of damages. Howsoever characterized, that are payable to the Claimant as well as for the Town’s actual legal expense, including all legal fees and disbursements as billed to the Town. 18. Accessibility for Ontarians with Disabilities The Bidder shall comply with the provisions of the Accessibility for Ontarians with Disabilities Act, 2005, and the Regulations thereunder with 11 RFP-15-013 CONSULTING SERVICES TO CONDUCT A SPACE NEEDS ANALYSIS regard to the provision of its goods or services contemplated herein to persons with disabilities. Without limitation, if applicable, pursuant to section 6 of Ontario Regulation 429/07, Accessibility Standards for Customer Service, made under the Accessibility for Ontarians with Disabilities Act, 2005, the Bidder shall ensure that all of its employees, agents, volunteers, or others for whom it is at law responsible, receive training about the provision of its goods and services to persons with disabilities. The Bidder acknowledges that pursuant to the Accessibility for Ontarians with Disabilities Act, 2005, the Town of Tillsonburg, in deciding to purchase goods or services through its procurement process, consider the accessibility for persons with disabilities to such goods or services. 19. Freedom of Information The bidder acknowledges that any bid submitted shall become a record belonging to the Town and therefore is subject to the Municipal Freedom of Information and Protection of Privacy Act, R.S.O. 1990, c M.56, as amended. This provision law gives individuals, businesses and other organizations a legal right to request records held by the Town, subject to specific limitations. The bidder should be aware that it is possible that any records provided to the Town, including but not limited to, pricing, technical specifications, drawings, plans, audio visual materials or information about staff, parties to the bid or suppliers could be requested under this law. If the bidder believes that all or part of the bid should be protected from release, the relevant parts should be clearly marked as confidential. Please note that this will not automatically protect the submission from release, but it will assist the Town in making a determination on release if a request is made. 12 RFP-15-013 CONSULTING SERVICES TO CONDUCT A SPACE NEEDS ANALYSIS Introduction 20. Purpose The Corporation of the Town of Tillsonburg, located in Oxford County is seeking proposals to review short and long term space needs within a future Town Hall Building and make recommendations to the Town of Tillsonburg Town Hall Task Force. The Corporation of the Town of Tillsonburg is seeking proposals to evaluate the current facilities and to evaluate land and interior space requirements for a possible Town Hall construction. Currently municipal staff work out of locations that are owned by the Town of Tillsonburg and lease additional space in the Tillsonburg Town Centre for additional staff which is also the location of the Council Chambers. The purpose of the evaluation is to determine an optimal “one-building” solution to increase efficiency and reduce operational costs. At this time, the Corporation of the Town of Tillsonburg has not secured a new location and is not expecting the Respondents to “tailor-fit” a response to an unknown location. It will be essential to: a) Review the current space allocations over multiple physical locations housing staff (administrative and operational) and Town Council, review layouts and facility limitations and make short and long term recommendations for space rationalization. b) Provide facility options to include new construction, location change and rationalization of current space in Town owned facilities. 21. Background The Town of Tillsonburg does not have a dedicated Town Hall. Customer Service is provided from the Customer Service Building which also houses Tillsonburg Hydro Inc (Town of Tillsonburg is the sole shareholder of THI) and is located at 10 Lisgar Street. There are operational and administrative staff located at the Public Works Building located at Spruce Street and Recreation Complex located on Hardy Street and at the Town of Tillsonburg Cemetery located on Simcoe Street. Fire Services are provided from a standalone Fire Hall which includes dispatch, 13 RFP-15-013 CONSULTING SERVICES TO CONDUCT A SPACE NEEDS ANALYSIS administration, training room and fire fleet. In addition, Annandale House, a national historical site has 3 staff working from the location on Tillson Ave. All these locations are under the ownership of the Town of Tillsonburg. Corporate staff and Mayor and Council operate out of the Tillsonburg Town Centre, 200 Broadway Street Tillsonburg which is a combination of retail stores on the main floor and office space on the second floor. The Town of Tillsonburg is currently leasing approximately 9,000 square feet of space at this location for general administration which also includes the Council Chamber with public seating. The Town of Tillsonburg also owns a municipal airport with support staff working from the airport terminal building. The Town of Tillsonburg is a lower tier municipality located in Oxford County. The population served by the civic administration is approximately 15,500 and the traditional municipal services of Public Works, Parks, Recreation and Culture, Economic Development, Building and By-law Enforcement, Fire Services and Corporate Services. The Town Council is comprised of a Mayor, Deputy Mayor and 5 Councillors all elected at large. 22. Objectives This project will result in a report that includes a comprehensive review of the current and future space needs of the Town of Tillsonburg Administration including space required to provide Town services to the resident’s of Tillsonburg including a Council Chamber. The report will address the following objectives: a) To develop a plan to insure adequate space is accounted for in any proposed Town Hall project. b) To develop and outline assumptions to guide the study and report. c) To undertake stakeholder engagement meetings to gather information. d) To identify current Town Hall square footage requirements and to provide for a 20 year growth component. 23. Steering Committee The consultant will work closely with the Town Hall Steering Committee which has been appointed by Council and is comprised of 6 members. The Project Coordinator will be the Town of Tillsonburg CAO who will be the consultant’s first point of contact. Consultants should account for approximately 3-5 project team meetings. 14 RFP-15-013 CONSULTING SERVICES TO CONDUCT A SPACE NEEDS ANALYSIS 24. Proposal Timeframe Event Date Issue Request for Proposal (RFP) document October 6, 2015 Deadline for submitting questions October 20, 2015 Close RFP (Deadline) October 29, 2015 Requirements 25. Submission Requirements 25.1 General a) The Town of Tillsonburg is requesting proposals from firms who are both interested and capable of undertaking the project. b) The onus is on the Proponent to show their knowledge, understanding and capacity to conduct the work outlined in the RFP. c) The responses will be assessed according to how well they assure the Town’s success in relation to the submission requirements. The detail and clarity of the written submission will be considered indicative of the Proponents expertise and competence. d) All information provided in response to this RFP must contain sufficient detail to support the services being proposed. Incomplete submissions will not be considered. e) All prices must be stated in Canadian funds. Prices must also be inclusive of customs, duty and freight. 25.2 Specific Requirements Your proposal submission MUST follow the following format: a) Title page which will include the Proponent's legal name, address, telephone and fax numbers, e-mail address and name of primary contact and date. b) A least one (1) original signed “Form of Proposal” MUST be submitted with the proposal submission. c) Identification of the firm’s experience in undertaking similar contracts or related functions, along with three references which are to include the name of the organization, the contact person, telephone number, address and value of the contract. d) Provide profiles of the key individuals who will be servicing the Town’s 15 RFP-15-013 CONSULTING SERVICES TO CONDUCT A SPACE NEEDS ANALYSIS account including background, education and experience. e) A description on space needs assessment and analysis, decision making, and communication with the Town. f) Describe the methodology to be used and the phases and deliverables for each phase of the project. Proponents are encouraged to discuss additional activities that might exist within the proposal. g) Provide a detailed project schedule/work plan. The schedule must include the phases and major tasks to be undertaken with corresponding dates of completion. It should include key milestones, meeting dates and critical path decisions. Proponents are to identify the allowances made for meetings, which may require a presentation to the Steering Committee. It should be broken out by each task/activity and the working hours of each team member and associated costs. h) Identify data, level of involvement, commitment and deliverables the Proponent expects from the Town. i) Describe your approach to cost and time control as they relate to this project and describe the project management activities to be implemented to keep this on time and within budget. j) Pricing must include a total contract price (with an upset limit). It must also identify the hourly rates and schedules of fees, broken down by components (phases, activities, etc.). Hourly rates for each principal, staff member or sub- consultant that will be directly responsible for this project. k) Identify any anticipated challenges to the project and/or any value added services available to the Town. Evaluation 26. Evaluation Criteria All bids will be evaluated in their entirety. A comprehensive evaluation of each bid based on the requirements of this RFP will be completed to determine the successful Bidder. The order of the items listed in this Section should not be taken as an indication of the relative importance of any particular criteria in the evaluation process. The evaluation criteria will be based on, but not limited to, the following: Criteria Description Experience Verifiable references for work done on similar projects, and in similar environments, will be evaluated. Personnel and Qualifications Proponents must identify the personnel that will work on the project. The qualifications and experience of these personnel are paramount, as is the commitment of the proponent to utilize the named personnel in the project. Substitutions may result in the 16 RFP-15-013 CONSULTING SERVICES TO CONDUCT A SPACE NEEDS ANALYSIS revocation of any contract awarded. Methodologies and Approaches The Town of Tillsonburg will evaluate established methodologies, approaches and techniques. However, innovation is also encouraged. Proponents should demonstrate these established methodologies, approaches, techniques and innovative ideas. Reasonableness of Costs Costs will be evaluated not just on the lowest costs, but on the value of the proposed work to be completed. Proponents are therefore encouraged to submit detailed information on what work will be done and at what costs. Delivery The Town of Tillsonburg have defined business goals and deadlines. It is imperative that the proposed work be done within reasonable timelines. Resources Proponents staff resources (time and number of employees) as well as identify Town resources required. Value Added Benefits and/or Anticipated Challenges Proponents should describe what sets them above other proponents; what the anticipated challenges may be with this project, and any value added services they provide that could distinguish them from other proponents. 17 RFP-15-013 CONSULTING SERVICES TO CONDUCT A SPACE NEEDS ANALYSIS 27. FORM OF BID AN ORIGINAL SIGNED FORM OF PROPOSAL MUST BE INCLUDED IN YOUR SUBMISSION FOR: RFP-15-013 Consulting Services to Conduct a Space Needs Analysis SUBMITTED BY:_______________________________________(Company Name) TO: TOWN OF TILLSONBURG I, the undersigned, having carefully examined the Bid Documents, having received, carefully examined and incorporated Addenda No._______ to No.________ inclusive, and having examined all conditions, circumstances and limitations affecting the work, offer to enter into a contract with the Town to perform the work required by the Bid Documents. DECLARATIONS I/We the undersigned, declare that: 1. I/We agree to perform the work, inclusive to mobilization time, in compliance with the contract specifications and to complete the work by the specified completion date in the contract. 2. No person, firm or corporation other than the undersigned has any interest in his bid or in the proposed contract for which this bid is made. 3. This bid is irrevocable and is open for acceptance by the Town of Tillsonburg for a period of one hundred and twenty (120) days from the date of submission. 4. Individuals who submit letters and other information to Council and its Committees should be aware that any personal information contained within their communications may become part of the public record and may be made 18 RFP-15-013 CONSULTING SERVICES TO CONDUCT A SPACE NEEDS ANALYSIS available through the agenda process which includes publication on the Town’s website. COMPANY NAME NAME (PRINT OR TYPE) TITLE ADDRESS TOWN AND POSTAL CODE TELEPHONE NUMBER FAX NUMBER EMAIL ADDRESS I have the authority to bind the Corporation. AUTHORIZED SIGNATURE DATE 19 ADDENDUM # 1 RFP# 15-013 TOWN OF TILLSONBURG CONSULTING SERVICES TO CONDUCT A SPACE NEEDS ANAYLYSIS 1. This addenda material is issued to address questions submitted by interested parties, answers are shown on pages 2 through 3 of this addendum. 2. All other information not affected by Addendum #1 as contained within the Request For Proposal remains unchanged. Laurie Kirwin Purchasing Coordinator Town of Tillsonburg 200 Broadway, Suite 204 Tillsonburg, Ontario N4G 5A5 1 RESPONSES TO QUESTIONS AND CLARIFICATIONS Q1. Is there an anticipated target date for the project’s completion? A1. February 1, 2016 Q2. Are there floor plans of the existing locations that are available to use when the project starts as reference? If so, are they available to view now? A2. We will have floor plans for some existing locations but not all. They will be available for the start of the project. Q3. Do you have a real estate agent with whom we could consult regarding land development options etc. (on a high level)? A3. We have a Commissioner of Economic Development on staff that could be consulted regarding land development options. Q4. Re: 20a) For the short term recommendation are you hoping to have space plan options for your current facilities to implement while the long term option is in development? A4. We do not expect a space plan for current facilities to implement while the long term option is in development. Q5. Re: 20b) Will cost factor of new vs existing need to be evaluated or are we just looking at physical space/land needs? A5. Cost factor will not be required as we just want physical space needs. Q6. In total what is the number of square feet and the number of staff over all the areas to be considered? A6. We are not sure what our total number of square feet is (part of what consultant would determine) and we have 126 FTE’s Q7. Item 11.1b makes reference to bid bond. Please clarify requirements of bonding as this appears to be a construction contract requirement. A7. In this particular case, B does not apply; section A does. Q8. Item 14 – Makes reference to property damage insurance, please clarify requirements of property damage insurance as this appears to be a construction contract requirement. Please provide insurance requirement for A&E services, if any. A8. General liability insurance, professional liability insurance and automobile insurance will meet this criteria. Q9. Item 15 – We are not expected to perform labour and installation on the City’s premises, although we can provide proof of WSIB. Please clarify A9. A bidder providing only consulting services may not be required to provide a WSIB Clearance Certificate. Q10. Please remove all references to warranties as we cannot provide them. 2 A10. If you cannot comply with Section 17 your bid would be non-compliant. Q11. Item 20a – please provide what is referred to as long term and short term (please provide number of years anticipated). A11. Long term would be growth factor over 20 years. Short term would be immediate space needs to move current staff in one location. Q12. Please clarify if involvement/scope from other consults/engineers to assess IT, Mechanical, Electrical, Security, Cost etc. requirements. Would the Town consider retaining consultants on an as need basis thereby only need Architectural fees to complete the needs assessment study. A12. No need for any consultants/engineers at this point. Just need defined space needs for such things as staff, meeting rooms, IT space, etc. Q13. Please advise if the Town would be using the OAA 600 2013 to enter into a client/architect contract. A13. This question is premature as we are not asking for a concept design or building design. Just need to know space requirements to provide municipal services. 3 4 Company Experience Personnel and Qualifications Methodogy and Approach Value of Proposed Work Resources Project Schedule Value Added/Anticipate d Challenges Maximum Possible Score:10 10 10 10 10 10 10 IN DESIGN ASSOC. INC 0 0 0 0 0 0 0 MAYHEW INC 0 0 0 0 0 0 0 LUNDHOLM ASSOC 0 0 0 0 0 0 0 NICHSOLSON SHEFFIELD 0 0 0 0 0 0 0 KNY ARCHITECTS 0 0 0 0 0 0 0 Attributes vs Price weight factor determination Price Weight Factor:30 Attribute Factor:70 Attribute Score Summary Attributes Value IN DESIGN ASSOC. INC MAYHEW INC LUNDHOLM ASSOC NICHSOLSON SHEFFIELD KNY ARCHITECTS Experience 10 0.0 0.0 0.0 0.0 0.0 Personnel and Qualifications 15 0.0 0.0 0.0 0.0 0.0 Methodogy and Approach 10 0.0 0.0 0.0 0.0 0.0 Value of Proposed Work 25 0.0 0.0 0.0 0.0 0.0 Resources 20 0.0 0.0 0.0 0.0 0.0 Project Schedule 15 0.0 0.0 0.0 0.0 0.0 Value Added/Anticipated Challenge 5 0.0 0.0 0.0 0.0 0.0 Total score 100 0 0 0 0 0 Attribute weight factor 70% Weighted value 70 0 0 0 0 0 Price Summary Price aspect Weight % DESIGN ASSOC. MAYHEW INC UNDHOLM ASSOHSOLSON SHEFFKNY ARCHITECTS Bid amount 30 36,200.00$ 30,830.00$ 34,100.00$ 49,350.00$ 22,500.00$ Best Price - Score 22,500.00 18.65 21.89 19.79 13.68 30.00 Combined score summary IN DESIGN ASSOC. MAYHEW INC UNDHOLM ASSOHSOLSON SHEFFKNY ARCHITECTS Results per vendor 19 22 20 14 30 ADJECTIVES EXPLANATION OF SCORE 9-10 EVALUATION MATRIX - RFP15-013 SPACE NEEDS ANALYSIS Evaluation and Vendor Selection 5-6 Good Performs well, meets needs, reasonable life span, fully functional Excellent Exceeds requirements, highly desirable, useful and helpful, flexible, will improve the final results. 7-8 Very Good High quality, very reliable, useful, long life, durable, easy to work with. POINTS 0 Fail 3-4 Adequate Usable with monitoring, barely meets needs, short life span, rigid. 1-2 Poor Certain important needs not met, hard to work with, short life, rigid, problematic over time. Major requirements not met, problematic, no link to the City’s issues, requires constant monitoring and support by City staff.