District of Central Saanich Central Saanich Cenotaph Design Request for Expressions of Interest (RFEI#2017-02) Issue Date: August 14, 2017 Submission Deadline: Friday, September 8, 2017
TABLE OF CONTENTS PAGE A. INTRODUCTION 3 B. THE OPPORTUNITY 3 C. ABOUT THE PROJECT 3 D. SUBMISSION REQUIREMENTS 4 REQUEST FOR EXPRESSIONS OF INTEREST 2
A. INTRODUCTION The Corporation of the District of Central Saanich (the District ) is a Municipality with a population of approximately 16,700 residents. It is located on the Saanich Peninsula on Vancouver Island, British Columbia, 15 kilometers north of the City of Victoria. The Municipality is both rural and urban in nature and is approximately 5,000 hectares in size. The District wishes to construct a memorial cenotaph within Centennial Park, a centrally-located, 18-hectare community park. The Expressions of Interest will be used for the purpose of identifying a select group of qualified individuals and/or consulting teams to respond to a Request for Proposals to design the cenotaph and provide coordinating professional services during the construction-phase of the above project. This RFEI is issued as a means of information gathering only. It is for planning purposes only, and should not be construed as a competitive solicitation process, a means of pre-qualifying vendors, or as an obligation on the part of the District to proceed with the Project. B. THE OPPORTUNITY The Corporation of the District of Central Saanich invites submissions of Expressions of Interest from interested individuals or firms, including landscape architects, artists and other related disciplines who wish to be considered for the provision of professional design services. C. ABOUT THE PROJECT Presently, annual Remembrance Day ceremonies are held at the Central Saanich Municipal Hall. In recent years, there has been growing interest in establishing a permanent memorial cenotaph to recognize those lives lost in times of conflict. The District has identified a site within Centennial Park for development of a cenotaph and authorized staff to begin the design process. The Design Phase of the project is planned to be completed by February 15, 2018, in anticipation of proceeding with an invitation to tender immediately thereafter. The Scope of Work envisioned is: The Consultant/Consulting Team will meet with the Project Working Group to review the assignment, project background and use of the site. Preparation of three (3) conceptual design drawings of the monument and precinct (the area immediately surrounding the monument, as shown on the site plan attached as Schedule A) for review and selection by the District. Upon confirmation of a preferred conceptual design, prepare detailed design and construction drawings, written specifications, and a schedule of work for tender. Liaise with specialist consultants/suppliers, and coordinate input into the design. Provide drawings for review and District feedback at 65% and at 95% complete work stages. Provide a cost estimate at the 65% completion stage. Prepare a schedule of work and quantities document to be included in the bid documents for bidder s to price. REQUEST FOR EXPRESSIONS OF INTEREST 3
All inquiries related to the RFEI document submission shall be presented in writing no later than 4:30pm local time, August 28, 2017 and marked for the attention of Bonnie McKenzie, Manager of Community Services, Fax # 250-652-4737, or email: bonnie.mckenzie@csaanich.ca. Information obtained by any other source is not official and may be inaccurate. When requesting information, please refer to the designated reference number, RFEI#2017-02. Responses to inquiries shall be posted to the District of Central Saanich website (www.csaanich.ca) by 12:00 noon (local time), August 31, 2017. D. SUBMISSION REQUIREMENTS 1. Eligibility To be eligible to participate in the RFEI individuals or consulting firms must demonstrate qualifications, experience and proficiency in providing professional consulting services, as described in the RFEI. For eligibility, as a condition of award, the successful company would be required to meet or provide the equivalent: 1. Professional and Commercial General Liability (CGL) insurance coverage in the amount of no less than five million ($5M) per occurrence, and outlined on the District s Certificate of Insurance - Operator Form 2. WorkSafe BC Clearance Letter in good standing. 3. Obtain an Intermunicipal or District Business License. These items are not required as part of this RFEI submission but will be required prior to entering into an agreement with the District. 2. Submission Minimum Content Submissions are restricted to those individuals or consulting firms that can demonstrate qualifications, experience and proficiency in providing professional landscape architectural services, as described in the RFEI. Qualified Consultant or Consulting Team shall submit written proposals which will include: a) A brief summary outlining why the proponent would be well suited to provide this service and an understanding of the District s requirements and services to be provided. b) A willingness to meet the project timeline. c) The proponent s background, relevant experience, capability and qualifications in delivering public space design services similar to those required by this RFEI. d) A minimum of three project references with contact information. e) Identification of all key personnel and any sub-consultants proposed to undertake the services, including experience in similar projects. f) A description of the general approach and methodology that the proponent would take in performing the Services. g) A fee for services structure to be charged for all personnel (including overhead and profit). 3. Instructions For Submission Submissions clearly marked Central Saanich Cenotaph Design must be received by email to: municipalhall@csaanich.ca on or before 2:00p.m. (local time) on Friday, September 8, 2017. Submissions shall be deemed to be successfully received when displayed as new email in the in-box of the District email address. The District will not be liable for any delay for any reason including technological delays, or issues by either party s network or email program, and the will not be liable for any damages associated with Submissions not received. The District at their sole discretion reserves the right to accept Submissions that are received after the Closing Date and time but is under no obligation to evaluate. Submissions will not be opened in public. Submissions may be withdrawn upon request by an authorized representative of the Proponent sent to email: municipalhall@csaanich.ca prior to the time set as closing time for receiving Submissions. REQUEST FOR EXPRESSIONS OF INTEREST 4
Proponents are required to allow ample time for completion of the Submission process. Should assistance be required phone 250-544-4219. 4. Enquiries All enquiries regarding this RFEI should be submitted in writing no later than August 28, 2017, referencing the RFEI number and name sent to email: bonnie.mckenzie@csaanich.ca The District shall determine, at its sole discretion, whether the query requires response, and such responses will be made available to all Proponents by issue of Addenda posted on the District s website that will be incorporated into and become part of the RFEI. No oral conversation will affect or modify the terms of this RFEI or may be relied upon by a Proponent. If the District determines that an amendment is required to this RFEI, the District will issue a written addendum that will be incorporated into and become part of the RFEI. Proponents should acknowledge receipt of addenda in their Submission. 5. Addenda Proponents are required to check the Districts website for any updated information and Addenda issued before the Closing Date at the following website address: (www.csaanich.ca). Upon submitting a response to this RFEI, Proponents are deemed to have received all Addenda posted on the District website and deemed to have considered the information for inclusion in their Submission. Should there be any discrepancy in the RFEI documentation provided; the District s original file copy shall prevail. 6. Freedom of Information and Protection of Privacy Act Information received by the District will be held in confidence and will become the property of the District. The District is, however, bound by the provisions of the Freedom of Information and Protection of Privacy Act, and all parties are advised that Submissions will be treated as public documents and their contents may be disclosed, pursuant to the Act. Proponents agree that by submitting a response to this RFEI, the District may disclose the name of their company. 7. Acceptance of Claims The District reserves the right to reject any or all Submissions or to accept any Submission received in response to this RFEI, should the District judge it be in the best interests of the District to do so. The District reserves the right to waive any irregularities in any Submission. The District is under no obligation to select a Proponent, or to proceed to negotiations for a Contract, or to award any Contract, and the District reserves the complete right to at any time reject all Submissions, and to terminate this RFEI process. If the District decides to terminate this RFEI process, it may at any time invite further Submissions or enter into any discussion or negotiations with any party for the provision of Services. The District shall not be obligated in any manner to any Proponent whatsoever until a written agreement has been duly executed. 8. Proponent s Expenses Proponents are solely responsible for their own expenses in preparing Submissions, and for any meetings, negotiations or discussions with the District or its representatives and operators, relating to, or arising from this RFEI. REQUEST FOR EXPRESSIONS OF INTEREST 5
9. No Claim The District and its representatives, agents, operators and advisors will not be liable to any Proponent for any claims, whether for costs, expenses, losses or damages, or loss of anticipated profits, or for any other matter whatsoever, incurred by the Proponent as a result of or related to the RFEI, the preparation of a Submission, the evaluation of Submissions, the acceptance or rejection of any compliant or non-compliant Submission, breach of any obligations arising under the RFEI, negotiations for a Contract or the cancellation, suspension or termination of the RFEI, and by submitting a response to this RFEI, each Proponent will be conclusively deemed to waive and release the District and its employees, contractors, Consultants and agents, from and against any and all such claims. By submitting a response to this RFEI, each Proponent shall be deemed to have agreed that it has no claim. 10. Conflict of Interest Proponents shall disclose in their Submission any actual or potential conflicts of interest and existing business relationships it may have with the District, its elected or appointed officials or employees. 11. Solicitation of Council Members and Staff Proponents will not contact any member of the District Council or staff with respect to this RFEI at any time prior to the award of a contract or the termination of this RFEI other than as permitted as an enquiry identified in this RFEI. The District may reject the Submission of any Proponent that makes any such contact. 12. Not a Tender or Request for Proposals This RFEI is not a tender process and is not intended to create a contractual relationship between the District and the Proponent. By issue of this RFEI document, the District intends to reserve itself to absolute and unfettered discretion to invite, consider and analyze Submissions, select Preferred Proponents(s) and negotiate with or issue a Request for Proposals to Preferred Proponent(s) or cancel this RFEI process as the District considers desirable. 13. No Obligation The District reserves the right to accept or reject any or all Submissions or cancel this RFEI at any time. 14. Limitations All documents, reports, Expressions of Interest, submittals, work papers or other material submitted to the District from the Proponent shall become the sole and exclusive property of the District, in the public domain, and not the property of the Proponent. The Proponent shall not copyright or cause to be copyrighted any portion of said documents submitted to the District as a result of this solicitation. REQUEST FOR EXPRESSIONS OF INTEREST 6
Schedule A Key: Area designated for cenotaph construction