Village of New Minas

Incorporated 1968 as Village of New Minas, 9489 Commercial Street New Minas, Nova Scotia B4N 3G3 Phone: 902-681-6972 Fax 902-681-0779 www.newminas.com Village of New Minas REQUEST FOR PROPOSAL Project Management Services Clean Water Enhancement Project Issued: July 24 th, 2017 Request for Proposal: RFP.1.2017

Table of Contents INTRODUCTION..3 PROJECT DESCRIPTION..3 PROJECT MANAGEMENT SERVICES 3 PROJECT SCHEDULE 5 PROPONENT SELECTION.5 SUBMISSION REQUIREMENTS.5 QUESTIONS AND CLARIFICATIONS...5 RFP TERMS AND CONDITIONS 6 RIGHTS RESERVED BY THE MUNICIPALITY...6 INSURANCE AND INDEMNIFICATION. 6 PROPOSAL FORMAT AND EVALUATION..6 OVERVIEW..6 METHODOLOGY & APPROACH 7 RELEVANT EXPERIENCE & REFERENCES..7 PROJECT TEAM.7 PRICE PROPOSAL.7 PROPOSAL EVALUATION...8 2

Introduction Under the direction of the Village of New Minas, the Project Manager will provide leadership, coordination, facilitation, value engineering, risk management, and administration for the Clean Water Enhancement project (herein referred to as the Project ). The Project Manager (herein referred to as PM) will provide all necessary oversight for the project (including, but not limited to, design, tender process, construction, inspection, etc.) Project Description The Village of New Minas is planning to enhance our clean water reserves through this project. The scope of this project will include 2 separate undertakings: 1. The installation of air diffusers to enable passive mixing of water at two of our one million gallon reservoirs (2 diffusers total). The addition of the diffusers will allow for enhanced aeration, thereby improving water quality and facilitating fresh water distribution from the ground storage tanks. 2. Renovating and enlarging the building used for chemical storage and ultra violet treatment at the Forsythe reservoir. This renovation will serve to accommodate the safe and economical storage of chemicals and future requirements. The dimensions are 28 x 16.5 with a 12.8 high roof and an 8 basement. Our intention is to extend the building to double its current dimensions with a full 8 basement. The Village s Clean Water Enhancement project is supported by the Federal and Provincial governments with funding under the Clean Water and Wastewater Fund. The 2 pieces are to be completed independently and will require the PM to bill hours separately as part of the funding application. This Request for Proposal (RFP) will be utilized by the Village of New Minas to identify Proponents who can provide exceptional project management services in the delivery of this project. This RFP contains all necessary information to prepare a submission for the Village for this purpose. Project Management Services The Village views Project Management as the comprehensive management and control of all aspects of the project throughout all phases of the project from initiation to completion. The PM will lead and coordinate the efforts of the Project Team in order to achieve the goals and objectives as outlined in the project. The Proponent shall identify within the proposal submission, the individual who shall be the Designated Project Manager. The PM will be directly responsible for the management of the project at all times. This role shall not be replaced without the prior written consent of the Village of New Minas. The PM services required shall include, but are not limited to the following: Outline project requirements including scope, quality, budget, schedule, Identify key stakeholders (e.g. including but not limited to, the Project Steering Committee, Funding Partners, Village Commission, Regulatory Authorities, Residents, etc.) Establish a communications procedure to facilitate communication throughout the length of the project Prepare information and assist in facilitating regular meetings with key stakeholders Prepare policies, procedures and documentation to be distributed to key stakeholders 3

Review existing documentation including, but not limited to, previous engineering reports and assessments Ensure compliance with Occupational Health and Safety and all other applicable provincial and federal legislation throughout the duration of the project Pre-qualify, recommend, select and negotiate contracts with necessary consultants, contractors and suppliers Manage the design for compliance with the agreed project requirements and budget, and administer design changes Review, evaluate and recommend alternatives and proposed changes as to best meet the Village s needs in terms of scope, time, quality, budget and value Develop project schedule, identify critical milestones and coordinate approvals with the Village Assist consultants and contractors to conduct meetings and interviews with the Village staff and stakeholders as required Using information collected through the preliminary design stage; continue to work with the Project Team in coordinating detailed and final design drawings, specifications, etc. Review progress estimates provided by the contractor and engineering consultants, recommend invoices for payment to the Village Monitor and report on project status including project schedule, risk and expenditures Procure construction services including prequalification, tendering, contract negotiation, contract administration, and expediting as appropriate Manage construction implementation including scheduling and coordination, management of inspections, etc. Apply for and facilitate permit applications Arrange and Chair pre-tender site meetings with contractors Coordinate the tender process Address questions that arise during the tender period and add addenda as required Attend tender opening, prepare analysis, assemble and review results with Steering Committee for approval and awarding of tender Review and consistently monitor project budget and timeline objectives throughout the duration of the project Ensure all necessary documentation is issued to successful bidders Arrange and attend pre-construction meetings and regular construction meetings to monitor progress throughout the project; ensure that all issues are addressed promptly Manage all changes to the project through an established process, review and approve submitted costs and track in relation to budget and timeline Carry out site inspections Assist Village staff in any start up and/or operating procedures Receive contractor s applications for payment; carry out site review, process payment certificates for approval Upon completion, prepare a deficiency list and ensure that all issues are addressed promptly Facilitate final Village approvals and inspections Assemble and review all necessary project completion information: warranties, manuals, drawings, etc. Advise on timing of final invoice 4

Project Schedule As outlined in funding agreements under the Clean Water and Wastewater Fund, the completion date for this project is before March 31 st of 2018. Proponent Selection The successful proponent will be hired on a contract basis in accordance with Provincial procurement policies through a RFP and based on the evaluation by the Village of New Minas with recommendation from Municipal Affairs. Proponents who are successful in being chosen as the Project Manager for the Village of New Minas Clean Water Enhancement project will not be eligible to participate in the engineering design or components of the project, beyond the scope of this current agreement. Submission Requirements Three (3) bound copies of the proposal should be submitted in a sealed envelope marked Clean Water Enhancement Project, RFP.1.2017 by 2 pm to the following address by August 18 th 2017: Village of New Minas 9489 Commercial Street New Minas, Nova Scotia B4N 3G3 Also, one bound copy should be submitted to: Jennifer Duncan, P.Eng Engineer Department of Municipal Affairs PO Box 216, Maritime Centre 1505 Barrington Street, 14 th Floor North Halifax, NS B3J 2M4 Faxed or emailed submissions will not be accepted. Questions and Clarifications Prospective proponents needing to clarify information contained with this RFP may notify, in writing, the Village of New Minas at the address below. This correspondence must be received no later than 2 days prior to the closing date of this RFP August 16 th, 2017. Responses will be provided to all interested parties. Gerard Hamilton, Municipal Operations Manager Village of New Minas 9489 Commercial Street, New Minas, NS B4N 3G3 Email: gerardh@newminas.com 5

Any and all changes to the RFP required before the proposal closing will be issued in the form of a written addendum. RFP Terms and Conditions Proposals received later than the specified closing time will not be accepted. The terms and conditions of the RFP offer shall remain firm and open for acceptance by the Village for a period of 90 days from the closing date. Rights Reserved by the Village The Village of New Minas is not liable for any costs incurred by interested parties in the preparation of their response to this request or subsequent interviews. Furthermore, the Village shall not be responsible for any liabilities, costs, loss or damage incurred, sustained or suffered by any interested party, prior or subsequent to, or by reason of the acceptance or non-acceptance by the Village of any response, or by reason of any delay in the acceptance of the response. The Village reserves the right to accept or reject any or all proposals, to waive formality or technicality in any proposal and not necessarily accept the lowest priced proposal. The Village reserves the right to request Proponents to provide additional information and address specific requirements not accurately or adequately covered in their initial submissions. The Village reserves the right to modify any and all requirements stated in the Request for Proposal at any time prior to the possible awarding of a contract. Any and all work generated by this assignment becomes the property of the Village of New Minas to use in which ever manner they see fit. Insurance and Indemnification The successful Proponent shall at its own expense obtain and maintain until the termination of the contract, and provide the Village with evidence of: 1. Professional Liability insurance covering the work and services described in this Agreement for an amount not less than three million dollars ($3,000,000) per occurrence. 2. Comprehensive General Liability insurance on an occurrence basis for an amount not less than five million ($5,000,000) dollars. Proposal Format and Evaluation The Village is seeking proposals from proponents who are both interested and capable of undertaking the project. The onus is on the proponent to demonstrate their knowledge, understanding and capacity to conduct the work outlined in this Request for Proposal. The detail and clarity of the written submission will be considered indicative of the respondent s expertise and competence. Overview A description demonstrating an understanding of the project objectives, client expectations and proponents understanding of the full scope of services requested. 6

Methodology & Approach A description of the approach, methodology and procedures to be pursued in the provision of the services identified in the RFP. Approach and methodology to various project components, including, but not limited to; project management; communication with project stakeholders; quality control management; project schedule, and project expenditure control. Relevant Experiences and References Identify relevant recent project experience and provide a maximum of three project references including client contact details. Identify relevant recent project experience illustrating the provision of project management services for design implementation, tendering and construction oversight. Please include at least the following information: Project Name Client Name Role of Proponent Project Description Project Value Client Reference (name, title and contact information) Project Team Provide a project organizational chart, assignment of key personnel and allotments of time for each member of the team. Provide CV, maximum of three (3) pages per person, for all key personnel including their education, experience and involvement in past projects of similar scope. If applicable, provide a description of any sub consultant s project team including curriculum vitae for each professional member showing experience relevant to this particular assignment. Price Proposal A Total Fixed Price to provide the Project Management Services as described in the Scope of Work. Fixed prices must include a detailed breakdown of the price associated with the main project components and indicate the level of effort allocated by each member of the proposed team to each of the project components. 7

Additional hourly rates for proponents if extra work is required and approved for change orders and work that may fall outside of the scope of this RFP. Prices submitted are to include and identify all contemplated costs, including disbursements, but exclude the HST. Payments will be made to the Project manager on a monthly basis according to progress estimates for the project. Evaluation An evaluation team will review proposals. By responding to this RFP proponents agree to accept the recommendation of the Evaluation Team as to the successful proponent and acknowledge and agree that the Village of New Minas makes the final decision. The proposal will be evaluated using the following criteria: Overview 10 Methodology & Approach 20 Relevant Experience & References 30 Project Team 10 Price Proposal 30 8