TOWNSHIP OF LAKE OF BAYS R.F.P. 2014-12 REQUEST FOR PROPOSAL Consulting Services for Engineering/Environmental Implications/Assessment and Feasibility Study for an Extension to the Dwight Dock Sealed proposals, plainly marked as to the contents will be received by the undersigned up until 4:00 P.M. on Thursday, September 25, 2014 Township of Lake of Bays Attention: Stefan Szczerbak, Planner 1012 Dwight Beach Road Dwight, Ontario P0A 1H0 (705) 635-2272
CONTENTS BACKGROUND... 3 SCOPE... 3 DELIVERABLES... 4 TIME LINES... 5 PROPOSAL REQUIREMENTS... 5 PROPOSAL EVALUATION... 8 INFORMATION TO PROPONENTS... 8 BID FORM INSTRUCTIONS... 14 GENERAL CONDITIONS... 13 Page 2 of 17
BACKGROUND The Dwight Public Dock located on Dwight Bay Lake of Bays, is an focal point for the Community of Dwight and is continuously used throughout the year. It is managed and maintained by the Township of Lake of Bays. Currently, the structure can only accommodate two small watercraft at a time. There is interest from ratepayers and SS Bigwin operating staff (a new tourist attraction in Dorset) to moor the boat at the Dwight public dock. The Township of Lake of Bays has partnered with various groups to promote new tourism experiences around Lake of Bays and an extension to the dock would permit the SS Bigwin to bring tourists and passengers to Dwight who would have boarded the boat in Dorset. This would increase opportunities for people to access tourist attractions and businesses in both Dorset and Dwight. OBJECTIVE The HOLD (Hillside, Oxtongue Lake & Dwight) Community group, together with the Lake of Bays Marine Museum (SS Bigwin) and the Dorset Community Partnership have recommended that the Township of Lake of Bays conduct a feasibility study to expand the existing Dwight public dock. The purpose of this study is to develop a shovel and construction ready project to enable the Township and community groups to explore additional funding opportunities to construct an extension to the dock. SUBMISSION Three (3) hard copies and one electronic copy of the proposals to be received in a sealed envelope no later than 4:00pm., Thursday, September 25, 2014 at the following location: Corporation of the Township of Lake of Bays Attention: Stefan Szczerbak 1012 Dwight Beach Road, Dwight ON, P0A 1H0 SCOPE In preparing the proposal, the consultant should develop a work program based on the following guidelines: 1.) To review and provide a summary of the existing dock in terms of structural integrity and potential life-span of the structure; Page 3 of 17
2.) To identify the depth of water surrounding the existing dock; 3.) To review and provide a summary of the SS Bigwin specifications including the minimum water depth requirements to safely moor the boat at this location; 4.) To review and provide a summary of the potential competing year-round interests and usage of Dwight Beach and the dock to ensure an expansion has little or no impacts on these uses; 5.) A professionally drawn site plan showing the location of the recommended proposed dock expansion, water depths and possible alternatives; 6.) Present report to Council with recommendation(s). 7.) Once the plan is finalized and approved by Council, the submission of a complete set of building plans, in accordance with the Ontario Building Code; and 8.) Provide an estimate cost of construction. The consultant will provide an estimation of the time required to complete this process as well as a list of sub-consultants (if required) to complete this request. DELIVERABLES The consultant will provide the following deliverables: 1.) A professionally drawn (to scale) site plan showing existing structures, the proposed addition and associated water depths. Paper and digital copies of the plan are requested. 2.) Full set of Building Plans, in accordance to the Ontario Building Code and any other recommendations from the Chief Building Officer. 3.) Report to Council with recommendation for consideration; and 4.) Estimated cost of construction including cost of material and a minimum of three quotes from qualified builders. Page 4 of 17
TIME LINES Issue RFP September 10, 2014 Submission due no later than 4 p.m. September 25, 2014 Opening of R.F.P. at 10:00 a.m. September 26, 2014 Award RFP October 14, 2014 Presentation of Site Plan to Council Submission of Building Plans To be determined To be determined PROPOSAL REQUIREMENTS PROPONENT REQUIREMENTS To fulfill the expectations and provide the services described in this RFP, proponents must: 1. Have a thorough knowledge of Ontario Building Code related to dock construction. Creativity and excellent interpersonal, written and verbal communication skills are essential. 2. Have a record working with government organizations, specifically the development of public facilities. 3. Be aware of the sensitive nature of the information that may be acquired and the requisite level of confidentiality that may be required. 4. A detailed description of the consultant s approach in meeting the scope of the work, including a time chart for carrying out the components of the contract. 5. The proposal will provide an indication of the total cost (professional fees, plus expenses, inclusive of taxes) that the consultant feels that this project would cost based on their work plan. 6. The proposal should include a table indicating the per diem rates of the consultant s team members. The proposal should also indicate the amounts charged for disbursements (mileage, photocopying, etc.) along with any consultant mark-ups on such disbursements. Page 5 of 17
7. The consultant is requested to provide at least three references, for which similar work was performed within the last five years, including pertinent contact information for the reference provided. 8. The Municipality will assume the cost of advertising. 9. A list of past work undertaken by the consultant should identify any conflict of interest with respect to the consultant conducting work with builder/developers currently operating in the Municipality. 10. The consultant should provide an indication of the requirements on the part of the Municipality and municipal staff time and specifically what information is to be provided to the consultant. 11. The proposal, excluding appendices, CV s, and attachments, should not exceed 20 pages in length. 12. The proposal shall include an estimation of the time required to complete the process. 13. The Municipality is not obligated to accept the lowest proposal cost of the proposals (or parts thereof) submitted. 14. The Municipality reserves the right to reject any, or all, submissions and to determine, in its own judgment, the organization best qualified to undertake this project. 15. The Municipality reserves the right to cancel this Request for Proposal at any time, without penalty or cost to the Municipality. 16. The Municipality will not be responsible for any cost incurred by proponents in the preparation and submission of a proposal. 17. The Municipality further reserves the right to request proponents to address specific requirements, which in their opinion, have not adequately been covered in their initial submission and/or to provide additional information. 18. The Request for Proposal is not a call for tender, thus any proposal submitted, reviewed and examined by the Municipality does not result in a contract between the Municipality and the firm submitting the proposal. 19. All intellectual property developed in conjunction with this proposal call shall be owned by the Municipality. Page 6 of 17
PROPONENT PROFILE Proponents must provide a profile of the organization/individuals working on the project. This includes: 1) The name of the organization taking legal responsibility for the project and legal agreement. Include a brief description of the Proponent s corporate history, identification of main business fields, ownership structure, management structure, legal and financial representation. Proponents must include a company profile, corporate brochure or recent annual statement in the Appendices. 2) Provide a listing of key team members, their qualifications, and their specific involvement in the proposed contract. The Proponent should indicate the process that will be followed for changing or adding key personnel or business partners to the project. 3) Identify the main contact person for liaison with the Township s representative. If more than one organization will work on the contract, identify the lead organization/person. 4) a) A summary of why the respondents believe her/his firm is qualified to undertake the project as described in this RFP. b) The summary should include: i) evidence of previous experience in similar construction projects. ii) provide a minimum of three client references including (1) Company Name, (2) Title of the Project (3) Brief description of project size, scope, value (4) Warranty / non-warranty services provided (5) Contact Person(s), (6) Contact Title (7) Telephone Number (8) Email Address. PROJECT APPROACH The consultant will meet with municipal staff and interested parties, as needed, to discuss the project and gather any information related to the project. The following is expected: 1. One (1) interim reporting meeting; Page 7 of 17
2. One (1) Council Meeting to present the Options and Recommendation Report. PROPOSAL EVALUATION A committee composed of staff from the Corporation of the Township of Lake of Bays will evaluate the proposals. The committee reserves the right to engage individual proponents in an interview to obtain further information or clarification on the proposals submitted. INFORMATION TO PROPONENTS 1. Registration, Delivery and Opening Proposals must be submitted in a sealed envelope and shall be clearly marked with the project title Consulting Services for Engineering/Environmental Implications/Assessment and Feasibility Study for an Extension to the Dwight Dock and the R.F.P. No., and addressed to The Corporation of the Township of Lake of Bays, Attention: Stefan Szczerbak, Planner, 1012 Dwight Beach Road, Dwight, ON, P0A 1H0, on or before 4:00 p.m. on Thursday, September 25, 2014. The use of the mail for delivery of a proposal will be at the risk of the proponent. Submissions sent by facsimile will NOT be accepted. Quotations will be publicly opened and acknowledged by a sub-committee on Friday, September 26, 2014 at 10:00 a.m. 2. Disqualification of Proponents Under no circumstances will proposals be considered which are received after 4:00 p.m., Local Time on Thursday, September 25, 2014. 3. Amendment and Withdrawal of Proposals Only one proposal per proponent will be accepted. A proponent who has already submitted a proposal may submit a further proposal at any time up to the official closing time. The last proposal received shall supersede and invalidate all proposals previously submitted by that proponent for this contract. Page 8 of 17
A proponent may withdraw his proposal at any time up to the official closing by submitting a letter bearing his signature and seal as in his proposal to the Township of Lake of Bays, 1012 Dwight Beach Road, Dwight, ON, P0A 1H0. Such a submission must be received in sufficient time to be marked before 4:00 p.m. on the date for closing of proposals. The proponent shall show his name and the project and R.F.P. number on the envelope containing such a letter. 4. Informal or Unbalanced Quotations All entries in the Proposal Form shall be made in ink or by typewriter. Entries or changes made in pencil shall, unless otherwise decided by the Township, be invalid or informal. Proposals which are incomplete, conditional, illegible or obscure, or that contain additions not called for, reservations, erasures, and alterations (unless properly and clearly made and initialed by the bidder s signing officer) or irregularities of any kind, may be rejected as informal. Proposals that contain prices, which appear to be so unbalanced as likely to affect adversely the interests of the Township, may be rejected unless otherwise decided by the municipality. If a proponent has omitted a price for an item of equipment/material set out in the Proposal Form, they shall, unless they have specifically stated otherwise in their proposal, be deemed to have allowed elsewhere in the Proposal Form for the cost of said item of equipment/material and, unless otherwise agreed to by the Township, no increase shall be made in the total price on account of such omission. The Township reserves the right to waive formalities at its discretion. There shall be no obligation on the Township to advise any proponent of the reasons as to why any proposal is rejected or to justify the rejection of any proposal. 5. Proposal Form Each proponent shall include a completed Proposal Form as bound herein, together with anything further which the proponent is instructed elsewhere herein, or in any addendum hereto, to submit with their proposal. The proponent may retain the rest of the request for proposal documents issued to them. Personal information contained in this request for proposal is collected under the authority of the Municipal Act, S.O. 2001, as amended, and by-laws passed pursuant to it. Questions about this collection should be directed to Page 9 of 17
the Freedom of Information Coordinator, 1012 Dwight Beach Road, Dwight, Ontario, P0A 1H0. The proponent shall give the total proposal price and shall fill in all blank spaces and other information requested in the Proposal Form. The proposal must be enclosed in a sealed envelope clearly marked with the project title Consulting Services for Engineering/Environmental Implications/Assessment and Feasibility Study for an Extension to the Dwight Dock and the R.F.P. No., and addressed to The Corporation of the Township of Lake of Bays, Attention: Stefan Szczerbak, 1012 Dwight Beach Road, Dwight, ON, P0A 1H0, on or before 4:00 p.m. on Thursday, September 25, 2014. The use of the mail for delivery of a proposal will be at the risk of the proponent. Submissions sent by facsimile will NOT be accepted. 6. Omissions, Discrepancies and Interpretations Proponents are encouraged to avoid making verbal inquiries of Township staff. Any verbal inquiries may result in the submission being rejected. Should a proponent find omissions from or discrepancies in any of the documents or should they be in doubt as to the meaning of any part of such documents, they should notify the Township through Stefan Szczerbak, Planner, in writing not later than five (5) days before the closing date. If the Township considers that a correction, explanation or interpretation is necessary or desirable, it shall issue an addendum to all those that who have taken out documents that can be identified. All proponents declare that in proposing for the work and in entering into the contract they did not and do not rely upon information furnished by the Township of any of its servants or agents other than information furnished in writing for or in connection with the Request For Proposal by the Township. 7. Right to Accept or Reject Proposals The lowest or any proposal will not necessarily be accepted. The Township has the right to reject any and all proposals for any reason whatsoever. The Township shall not be responsible for, and proponents shall not be entitled to reimbursement for any liabilities costs, expenses, losses or damages incurred, sustained or suffered by any proponent prior or subsequent to, or by reason of the acceptance, or non-acceptance by the Township of any proposal, or by reason of any delay in the acceptance of a proposal. Proposals are subject to formal acceptance by the Township, and require a formal contract being prepared and executed. Page 10 of 17
Proponents are advised that acceptance of any proposal will be done by resolution of Council. Any action taken by any proponent in the absence of any notification is at the sole risk of the proponent. 8. Harmonized Sales Tax (H.S.T.) Proposals shall include applicable H.S.T. This tax shall be shown separate from the unit price. The proponent shall include with the executed documents, at the time of submission, on company letterhead, notification to the municipality of their H.S.T. Registration Number (if any). 9. Agreement Within ten (10) days after being advised, the successful proponent shall execute a contract in duplicate with the Township. 10. Notice of Acceptance Notice of acceptance may be made by telephone to the successful proponent at the telephone number given by the proponent with written confirmation of same to follow. 11. Inquiries Proponents are advised that all inquiries shall be directed in writing to Stefan Szczerbak, Planner. 12. Proof of Qualifications Proponents shall include with their proposal form, evidence as to their authority to make the proposal. Proponents may include such additional information as they deem appropriate. Page 11 of 17
13. Payment Payment shall be made upon receipt of invoice (net 30 days). OCCUPATIONAL HEALTH AND SAFETY NOTICE TO ALL CONTRACTORS The Township of Lake of Bays is committed to ensuring that a high standard of health and safety is provided and maintained for all employees, visitors, guests, contractors, agents and others on our premises. Accordingly, a corporate health and safety policy and procedure manual has been adopted and implemented and shall be adhered to. ALL CONTRACTORS SHALL: 1. Demonstrate establishment and maintenance of health and safety program with objectives and standards consistent with applicable legislation and with The Corporation of the Township of Lake of Bays health and safety policies and requirements. 2. Submit a copy of past accident records, Work place Safety and Insurance Board Number or independent Operator I.D. # and clearance certificates. 3. Where confidential areas/departments are involved, all contractor employees must sign a Confidentiality Agreement. 4. Include health and safety provisions in their management systems to reach and maintain consistently a high level of health and safety. 5. Ensure that workers in their employ are aware of hazardous substances that may be in use at their place of work and wear appropriate personal protective equipment as may be required. 6. CVOR s and Drivers abstract to be provided when requested. Page 12 of 17
7. Upon request at any time from award to completion of contract, submit proof of fulfillment of above responsibilities. Your cooperation and assistance in this matter is appreciated and vital to the Health and Safety of all. BID FORM INSTRUCTIONS To: The Township of Lake of Bays Sirs: I/We the undersigned having carefully examined the Information to Proponents, and Project Scope and Objectives hereby offer to submit this proposal for Consulting Services for Engineering/Environmental Implications/Assessment and Feasibility Study for an Extension to the Dwight Dock, in accordance with, and as required by the said documents at the price set forth in Proposal Form hereto. We also understand and accept the said Information to Proponents, and hereby state that the prices set forth in this Proposal Form include full compensation to furnish all labour, equipment, materials and supplies and transportation necessary or incidental to completing the work in strict accordance with said documents. I/We acknowledge receipt of the Information to Proponents, and acknowledge that each forms an integral part of this proposal. I/We understand that this Agreement terminates in the event that I fail to perform the work to the satisfaction of the Township. The lowest or any proposal will not necessarily be accepted. TO BE CONSIDERED, Proposal Forms must be in the Township Office by 4:00 p.m., Local Time, on Thursday, September 25, 2014. GENERAL CONDITIONS 1. The Proponent shall discharge all liabilities incurred by her/him for labour, materials and services used or reasonably required for use in the performance of this agreement on the date upon which each becomes due and all liabilities incidental thereto. 2. The proponent understands and agrees that she/he is not, nor is anyone hired by them, covered by the Township under The Workers Compensation Act, and she/he shall be responsible for, and shall pay all dues and assessments payable under The Workers Compensation Act, The Page 13 of 17
Unemployment Insurance Act or any other Act, whether provincial or federal, in respect of themselves, her/his employees and operations, and shall, upon request, furnish the Township with satisfactory evidence that she/he has complied with the provisions of any such Act. If she/he fails to do so, the Township shall have the right to withhold payment of such sum or sums of money due to him/her that would be sufficient to cover his/her default and the Township shall have the right to same. 3. The proponent will provide proof of valid liability and property damage insurance in an amount of not less than one million dollars, and the proponent shall keep such coverage in place during the entire time that the agreement is in effect. 4. The proponent covenants and agrees with the Township to indemnify it and save it harmless from all claims by third parties arising out of the performance of this Agreement. 5. The proponent shall, at all times, comply with the provisions of the Occupation Health and Safety Act in the performance of services provided under this agreement. 6. Notice of acceptance may be made by telephone to the successful proponent at the telephone number given by the proponent with written confirmation of same to follow. 7. No facsimile of proposals are acceptable. Page 14 of 17
Proposal Form for Consulting Services for Engineering/ Environmental Implications/Assessment and Feasibility Study for an Extension to the Dwight Dock REQUEST FOR PROPOSAL 2014-12 Please submit to the Township by 4:00 p.m. Thursday, September 25, 2014 at: Project H.S.T. Total The Corporation of the Township of Lake of Bays Attn: Stefan Szczerbak, Planner 1012 Dwight Beach Road Dwight, ON P0A 1H0 Projected Completion Date Firm Name: Address: Telephone #: Facsimile #: Print Name Position of Signing Authority Signature of Proponent Signed this day of 2014. Page 15 of 17
Signing Page (to be returned with proposal) Corporation of the Township of Lake of Bays Consulting Services for Engineering / Environmental Implications / Assessment and Feasibility Study for an Extension to the Dwight Dock I/We the undersigned authorized signing officer of the Proponent, HEREBY DECLARE that no person, firm or Corporation other than the one represented by the signature (or signatures) of proper officers as provided below, has any interest in the Proposal. I/We further declare that all statements, schedules and other information provided in this Proposal are true, complete and accurate in all respects to the best knowledge and belief of the Proponent. I/We declare that this Proposal is made without connection, knowledge, comparison of figures or arrangement with any other company, firm or persons making a Proposal and is in all respects fair and without collusion for fraud. I/We further declare that no employee of the Corporation of the Township of Lake of Bays is or will become interested, directly or indirectly as a contracting party or otherwise in the supplies, work or business to which it relates or in any portion of the profits thereof, or in any such supplies to be therein or in any of the monies to be derived there from. I/We further declare that the undersigned is empowered by the Proponent to negotiate all matters with the partnering municipalities representatives, relative to this Proposal. I/We further declare that the agent listed below is hereby authorized by the Proponent to submit this Proposal and is authorized to negotiate on behalf of the Proponent. Company Name: Name of Person Completing this Form: Address: Phone: Fax: Email: Signature: Title: Date: Page 16 of 17
If downloading from the website, please print and attach to Proposal package for submission Request for Proposal #2014-12 DATE AND TIME RECEIVED BY THE TOWNSHIP OF LAKE OF BAYS Consulting Services for Engineering / Environmental Implications / Assessment and Feasibility Study for an Extension to the Dwight Dock TO: STEFAN SZCZERBAK, PLANNER THE TOWNSHIP OF LAKE OF BAYS 1012 DWIGHT BEACH ROAD DWIGHT, ON P0A 1H0 NOTE TO THE TOWNSHIP OF LAKE OF BAYS: This envelope must already be sealed when it is received. This envelope must not be accepted if received after 4:00 pm on Thursday, September 25, 2014 Page 17 of 17