REQUEST FOR PROPOSAL 2015-02 ARCHITECT TO ACT AS PRIME CONSULTANT CENTRAL LIBRARY REVITALIZATION REQUEST FOR PROPOSAL RFP#2015-02 ARCHITECT TO ACT AS PRIME CONSULTANT, CENTRAL LIBRARY REVITALIZATION LONDON PUBLIC LIBRARY London Public Library Board 251 Dundas Street London, Ontario, N6A 6H9 www.londonpubliclibrary.ca Issued: March 27, 2015 Anyone requesting this document and wishing to submit a response should ensure that he/she has registered with the Library in order to be added to the RFP Vendor mailing list and be sent any addenda that may be issued with respect to this document to rfp201502@lpl.london.on.ca Closing Date: Friday, April 24, 2015 at 12:00 p.m.
REQUEST FOR PROPOSAL 2015-02 ARCHITECT TO ACT AS PRIME CONSULTANT CENTRAL LIBRARY REVITALIZATION INDEX 1. PURPOSE... 3 2. BACKGROUND... 3 3. OBJECTIVES... 3 4. PROPONENT REQUIREMENTS... 3 5. PROJECT REQUIREMENTS... 5 5.1. Budget... 5 5.2. General Requirements... 5 6. PROJECT SCHEDULE... 6 7. SITE VISIT... 6 8. CONSULTANT FEES... 6 9. SCHEDULE OF PRIME CONSULTANT SERVICES... 7 9.1. Schematic Design Phase... 7 9.2. Construction Documents Phase... 8 9.3. Construction Procurement Phase... 9 9.4. Construction Phase Contract Administration... 9 9.5. Post-Construction Phase... 10 10. SUBMISSION INSTRUCTIONS... 10 10.1. General... 10 10.2. Closing Time and Dates... 11 10.3. Late Submissions... 11 10.4. Questions/Inquiries... 11 10.5. Acceptance of a Proposal... 12 10.6. Rights Reserved by the City of London... 12 10.7. Treatment of Information... 13 10.8. Award of Contract... 13 10.9. Requirements at the Time of Execution of Contract... 14 11. SUBMISSION CONTENT... 14 12. EVALUATION CRITERIA AND PROCESS... 14 12.1. Evaluation Team... 14 12.2. Evaluation Criteria... 15 12.3. Selection Process... 15 12.4. Notification... 15 APPENDIX A: CONTRACTOR AODA COMPLIANCE SIGN OFF APPENDIX B: FORM OF PROPOSAL APPENDIX C: OAA STANDARD FORM OF CONTRACT FOR ARCHITECT S SERVICES
REQUEST FOR PROPOSAL 2015-02 ARCHITECT TO ACT AS PRIME CONSULTANT CENTRAL LIBRARY REVITALIZATION 1. PURPOSE 1.1. London Public Library (LPL or the Library ) is inviting proposals from qualified Architectural firms to act on its behalf as the prime consultant for the Central Library Revitalization project, 251 Dundas Street, London ON N6A6H9. 1.2. In accordance with the Library s Procurement of Goods & Services Policy, qualified, experienced firms are invited to submit responses to this Request for Proposal. http://www.londonpubliclibrary.ca/sites/default/files/procurementpolicy.pdf 2. BACKGROUND 2.1 LIBRARY PURPOSE AND SERVICE CONTEXT London Public Library strengthens people and neighbourhoods by creating connections that enrich lives, inspire discovery, foster creativity, and expand possibilities. LPL s User First Philosophy of customer service guides and shapes all services, spaces, policies and processes, and the relationships we develop with every library user and community partner. In 2014, London Public Library launched its new 2014 2017 Strategic Plan, Library Space is Community Place. http://www.londonpubliclibrary.ca/yourplan Our Strategic Priority: Spaces and Places focuses on our promise to provide exceptional and inspiring public places. When we set out to develop the new Strategic Plan, we were driven by the knowledge that, despite high levels of Library use and regular positive feedback, we must ask challenging questions and listen carefully to our community, our staff and to essential research. We needed to do this so that London Public Library stays relevant to the lives of all Londoners and to make sure the Library continues to be a place that is vibrant, dynamic and moving forward. A wide-reaching community and staff engagement process extended through the latter half of 2013 and gave us the opportunity to hear directly from over 7,500 Londoners. We heard that Londoners LOVE their Library, which is validation of the range and quality of library services we offer. Importantly, people shared tremendous ideas for how we can become even more relevant and essential to their quality of life. Input ranged from practical suggestions such as more electrical outlets and comfortable chairs in library branches to ideas for collaborative spaces designed to support networking and creativity to expressions of the things that help individuals and neighbourhoods to be strong, vibrant, caring and connected. As we heard from the public through the significant community consultation and learned from in-depth research about best practices for public spaces in international livable cities that LPL did as part of its 2014-2017 Strategic Plan: Library Space is Community Place, we need to keep public services offered in the Central Library relevant and up-to-date. To achieve this we will revitalize and re-energize the Central Library. 2.2 ISSUE/OPPORTUNITY In 2002, London Public Library opened a new and expanded state-of-the art Central Library in downtown London. The Library was one of three significant City of London Millennium Plan projects designed to redevelop the downtown. It was considered a best practice for service innovation and accessible design across North America and has served as a model for many other communities. Central Library, 251 Dundas Street, London, ON N6A 6H9 Page 3
REQUEST FOR PROPOSAL 2015-02 ARCHITECT TO ACT AS PRIME CONSULTANT CENTRAL LIBRARY REVITALIZATION The Library purchased and renovated the former Hudson Bay building bringing public space onto Dundas Street. The Library s Hudson Bay Passageway, has served as a connector between Dundas Street and the many tenants of the Citi Plaza (formerly the Galleria London). With an attendance of over 1,000,000 visitors per year (with a total of 13,157,302 since opening day), the Central Library is a popular destination for people from across the City, serves as a branch library for residents of the downtown and is the Library s corporate head office. Welcoming and free to all Londoners, the Central Library contributes to the rich culture and diversity of the downtown. Cultural events at the Library (and in the 380 seat Wolf Performance Hall) are part of the suite of cultural programming in the downtown. It also offers unique services (e.g. Ivey Family London Room) and programs that bring out-of-town visitors supporting London s tourism. Central Library users, visitors and staff also boost the downtown economy through their spending at local stores and restaurants. Thus, the Library is a huge contributor to the state of the downtown. This popular and highly used destination is in need of revitalization because of the: The need to keep public services offered in the Central Library relevant and up-to-date meeting our User First service value promise to the community; Age of the building and lifecycle/code requirements of key building components, such as the 25 year old escalators. Lifecycle requirements of flooring, bathrooms and other building components and furniture and equipment resulting from the age and impact of sustained, high usage (13,157,302 users since August 2002). Potential for leasing and renting out additional space as identified by PricewaterhouseCoopers in order to generate additional operating revenues at the Central Library. Opportunities to increase meeting room rental revenue at Central by upgrading the meeting rooms and creating additional meeting space as identified by PricewaterhouseCoopers. 3. GOALS & OBJECTIVES The overall goals of the Central Library Revitalization are to: deliver a new, innovative User First service model for the Library s service delivery streams: collections and lending, information and programming, technologies, community spaces, and community engagement and development; create formal and informal spaces and places that will generate interest and excitement to delight current users and attract new users; create additional rental and lease space; enhance the role of the Library as a cultural institution; enhance the presence of the Central Library as a vital component of the downtown and on the Dundas streetscape; and provide flexibility and adaptability for future service changes. Additional outcomes include: prevention of inappropriate behaviours and crime through implementation of Crime Prevention Through Environment Design enhancement beyond the existing FADS and AODA levels of accessibility, supporting principles of universal access where feasible incorporation of green building features The specific project objectives include the following: Infrastructure and lifecycle improvements: o removal of 4 existing escalators; replacement of escalators with stairs o replacement of all carpet in public areas (100,000 125,000 sq.ft.) o preparation and painting of all wall and ceiling surfaces, as well as trim and doors o washroom lifecycle updates including replacement of all vanity counters, sinks and mirrors Central Library, 251 Dundas Street, London, ON N6A 6H9 Page 4
REQUEST FOR PROPOSAL 2015-02 ARCHITECT TO ACT AS PRIME CONSULTANT CENTRAL LIBRARY REVITALIZATION o updating of electrical and information technology infrastructure, where necessary, to ensure integration of new spaces and places Service changes: o redevelopment of selected service areas, e.g. reconfiguration of entrance from Hudson Bay Passageway, e.g. Welcome Area/Lending Services Department, and creation of new spaces, e.g. additional places for meeting and collaboration, to implement the new User First service model o removal/redevelopment of the Café area o updated wayfinding to support the new service model, providing intuitive physical access to services and spaces o updated signage to support wayfinding in alignment with new service model and spaces o increased linkages of the building interior with the Rotary Reading Garden. 4. PROPONENT REQUIREMENTS 4.1. The Library is requesting proposals from architectural firms who can assemble and lead a team comprised of their own personnel and sub-consultants who are knowledgeable and experienced in the works described in this RFP and are capable of undertaking and administering the project from inception to completion. The onus is on the Architect to show their knowledge, understanding and capacity to conduct the work outlined in the RFP. All information provided in response to this RFP must contain sufficient detail to support the services being proposed. Incomplete submissions will not be considered. 4.2. Effective July 1, 2005, Architects must be qualified and registered in accordance with the provisions of the Building Code Act, as amended by the Building Code Statute Law Amendment Act, 2002 (Bill 124) 4.3. The successful Architect is required to have a minimum limit of $2,000,000 professional liability insurance covering the work and services described in this RFP and shall continue for twelve (12) months following completion of the work. This insurance shall be maintained until termination of the contract. Upon award of a contract for services the Architect will be required to submit to the Library evidence of their insurance coverage which shall include the Library as additional insured with respect to the prime consultant s responsibilities relating to the Client/Architect agreement. Evidence of insurance must be submitted on the City s form no. 0888 (rev.2011.05). A copy of this form can be obtained from the City s website at: http://www.london.ca/business/tenders-rfps/biddingopportunities/documents/certificate_of_insurance_-_professional_liability.pdf The successful Architect shall not commence work until satisfactory evidence of insurance has been filed with and approved by the Library. Prior to the effective date of the contract and thereafter on renewal date of the insurance, the successful proponent shall further provide that evidence of the continuation of said insurance is filed at each policy renewal date for the duration of the contract. The Library reserves the right to request such higher limits of insurance or other types of insurance as it may reasonable require from time to time; failure to procure and maintain said insurance shall constitute a default under this agreement. The successful Architect shall indemnify and hold the Library harmless from and against any liability, loss, claims, demands, costs and expenses, including reasonable legal fees occasioned wholly or in part by any acts or omissions either in negligence or nuisance whether wilful or otherwise by the Architect, its agents, officers, employees or other persons for whom the Architect is legally responsible. Architects and their sub-consultants shall not have a vested interest in this project as a result of their relationship with other affected parties. 4.4. The successful Architect shall furnish a WSIB Clearance Certificate indicating their WSIB firm number, account number and that their account is in good standing. This form must be furnished prior to commencement of work, every sixty (60) days or upon receipt of a Clearance Central Library, 251 Dundas Street, London, ON N6A 6H9 Page 5
REQUEST FOR PROPOSAL 2015-02 ARCHITECT TO ACT AS PRIME CONSULTANT CENTRAL LIBRARY REVITALIZATION Certificate from WSIB throughout the contract and must be submitted with final invoice before payment is made. The successful Architect further agrees to maintain their WSIB account in good standing throughout the contract period. If the successful Architect is a self employed individual, partner or executive officer who does not pay WSIB premium and is recognized by WSIB as an independent operator a letter from WSIB acknowledging independent contractor status and confirming that WSIB cover is not required must be provided to the City prior to commencement of work. 4.5. Proponents and their sub-consultants shall not have a vested interest in this project as a result of their relationship with other affected parties. 4.6. The successful Architect s performance will be evaluated and recorded at the conclusion of the project. Performance will be taken into consideration in the awarding of future work assignments to the successful Architect. 4.7. The Architect and their sub-consultants are not permitted to erect or install any permanent sign or inscription on the building without the express written consent and approval of the Owner with regard to its size, content and location. 4.8. The Architect shall ensure that all its employees, agents, volunteers, or others for whom the Architect is legally responsible receive training regarding the provision of the goods and services contemplated herein to persons with disabilities in accordance with Section 6 of Ontario Regulation 429/07 (the Regulation ) made under the Accessibility for Ontarians with Disabilities Act, 2005, as amended the Act ). The Architect shall ensure that such training includes, without limitation, a review of the purposes of the Act and the requirements of the Regulation, as well as instruction regarding all matters set out in Section 6 of the Regulation. The Architect shall submit to the City, as required from time to time, documentation describing its customer service training policies, practices and procedures, and a summary of its training program, together with a record of the dates on which training was provided and a list of the employees, agents volunteers or others who received such training. The City reserves the right to require the Architect to amend its training policies to meet the requirements of the Act and the Regulation. 4.9. Following award of the contract, the successful Architect shall not, without written consent of the CEO & Chief Librarian, or designate, and Director, Financial Services make any assignment or any subcontract for the execution of any service or product hereby quoted on. The consent of the CEO & Chief Librarian, Director, Financial Services, or an individual acting in that capacity may be arbitrarily withheld. 4.10. The successful Architect and their sub-consultants shall observe the London Public Library Charter of Library Use and associated Code of Conduct; and our workplace violence and harassment policies. 5. PROJECT REQUIREMENTS 5.1. Budget The project construction budget is $2,166,750 (includes demolition and construction). All applicable fees, permits and taxes, excluding HST, are included in the construction budget. Prime Consultant fees are not included in this budget amount. 5.2. General Requirements The prime consultant will: 5.2.1. Review program requirements and existing site characteristics provided by the Owner. 5.2.2. Meet with Library staff, the project Technical Committee, other groups and/or individuals identified by the Technical Committee or as required. 5.2.3. Review applicable statutes, regulations, codes and by-laws which may affect the project and prepare and submit all necessary documents, drawings and applications and attend Central Library, 251 Dundas Street, London, ON N6A 6H9 Page 6
REQUEST FOR PROPOSAL 2015-02 ARCHITECT TO ACT AS PRIME CONSULTANT CENTRAL LIBRARY REVITALIZATION any and all meetings required to obtain approval of all authorities with jurisdiction. Any application fees associated with obtaining approvals from authorities having jurisdiction will be borne by the Library. 5.2.4. Develop and prepare a functional program for approval by the Technical Committee. 5.2.5. From an approved functional program, prepare and submit a mimimum of two (2) preliminary layout design options for the Owner s approval. Design options shall include artist/computer 3D renderings of the proposed area and site characteristics. 5.2.6. Prepare and submit a preliminary budget cost estimate and two detailed cost estimates. 5.2.7. Prepare materials for, attend, participate at, and record input from public consultation meetings. 5.2.8. From approved preliminary design and construction budget, prepare construction documents for the Owner s review and approval. 5.2.9. Ensure detailed construction drawings meet the standards and requirements of the City of London s Facility Accessibility Design Standards (FADS), latest revision and the Crime Prevention Through Environmental Design (CPTED) guidelines as they pertain to facility construction and site development. 5.2.10. Prepare bidding documents and the form of construction contract for the general construction tender. 5.2.11. Undertake and perform the General Review of the project. 5.2.12. Advise and consult with the City during the bidding/tendering phase. 5.2.13. Carry out general review of the work at intervals appropriate to the stage of construction. 5.2.14. Carry out contract administration throughout the duration of the contract and warranty periods and issue appropriate documentation. 5.2.15. Review Contractor s progress payment claims and issue payment certificates in accordance with the City policies and procedures. 5.2.16. Prepare/update Fire Safety Manual & Plans. Submit to and obtain approval from the City of London Fire Prevention Office. 5.2.17. Provide on flash drive, a digital record of all pertinent project administration documents including as-built drawings in AutoCad format for Owners record. 5.2.18. Provide everything else for the successful completion of the project. 6. PROJECT SCHEDULE The following is a tentative schedule to assist Proponents with the anticipated schedule of significant events accosiated with the RFP process, in general. The Library reserves the right to alter the schedule at its sole discretion. Milestone Dates RFP for Architect Issued March 27, 2015 Site Visit April 10, 2015 Closure of enquiries April 17, 2015 RFP Closing April 24, 2015 Interviews May 6 & 7, 2015 Fee Submission May 8, 2015 Award Contract at Library Board Meeting May 28, 2015 Completion and approval of conceptual design (including staff and October 2, 2015 public consultation) Construction Documents (drawings & specifications) January 8, 2016 Construction Tender February 12, 2016 Construction Start March 7, 2016 Substantial performance January 31, 2017 Central Library, 251 Dundas Street, London, ON N6A 6H9 Page 7
REQUEST FOR PROPOSAL 2015-02 ARCHITECT TO ACT AS PRIME CONSULTANT CENTRAL LIBRARY REVITALIZATION Other: Regular Board Meeting May 28, 2015 7. SITE VISIT A site visit including a project overview and any additional details will be held April 10, 2015 at the Central Library, 251 Dundas Street, London,Ontario. Architects are required to attend the site visit. 8. CONSULTANT FEES 8.1. The RFP submissions will be evaluated by the Architect Selection Committee consiting of the, LPL Senior Director, Administration & Special Projects, Director, Financial Services, Director, Customer Services & Branch Operations, and Manager, Facility Services. Following evaluation of the RFP responses all fee proposals will be opened and used to determine the mean fee. If the selected Proponent s fee proposal is within 10% of the mean fee they will be awarded the project subject to the conditions of clause 10.8. 8.2. If the selected Architect s fee proposal exceeds the mean fee by more than 10% the award of a contract will be determined by the Managing Director, Corporate Services and City Treasurer, Chief Financial Officer or an individual acting in that capacity. 8.3. Fees shall encompass all phases of the prime consultants services as noted in section 9 of the RFP. 8.4. Subsequent to the award of a contract by the Library Board an upset fee will be established for the Schematic Design Phase of the project outlined in section 9.1 noting that the Architect shall obtain the approval of the CEO & Chief Librarian, Senior Director, Administration & Special Projects and Director, Financial Services and to proceed with subsequent phases of the project. 8.5. An Architectural firm which has satisfactorily completed the Schematic Design Phase of a project may be awarded the balance of the project without competition subject to satisfying all financial and other conditions contained herein. 8.6. The Architect s fee may be adjusted if the scope of work is increased or decreased significantly by the City subsequent to the completion of the Schematic Design Phase. Any such adjustment to the fee will be negotiated between the parties based upon the work required to be performed by the Architect to incorporate significant scope of work changes. Any adjustment to the fee will not be based on an estimated or tendered construction cost of the project. 8.7. Disbursements are additional to the fee and Architects must submit an estimate of disbursement costs with their fee proposal. Disbursments shall include only costs associated with this project for the reproduction of contract documents and progress review documents, presentation materials, telephone, fax, mail and courier charges, travel (reimbursed at rates the City currently reimburses its employees for job related travel) and photography. 8.8. Claims for repayment of disbursements must be accompanied by copies of invoices or other documents supporting the expenditures. Disbursements are to be invoiced to the City at cost with no additional markups. 9. SCHEDULE OF PRIME CONSULTANT SERVICES The prime consultant services shall include, but not necessarily be limited to: 9.1. Schematic Design Phase 9.1.1. Review existing site characteristics and program of requirements as supplied by the Library. 9.1.2. Attend and participate in all project Technical Committee meetings, Staff Meetings (up to 2 meetings), and Public Information Meetings (up to 2 public meetings), as required by the process. 9.1.3. Prepare for approval by the Technical Committee a functional program for the project incorporating the use and operational requirements of the Library. Central Library, 251 Dundas Street, London, ON N6A 6H9 Page 8
REQUEST FOR PROPOSAL 2015-02 ARCHITECT TO ACT AS PRIME CONSULTANT CENTRAL LIBRARY REVITALIZATION 9.1.4. Review and comment on the construction budget in relation to the Library s program of requirements. 9.1.5. Review with the Technical Committee alternative approaches to the design of the project. 9.1.6. From the approved functional program prepare for the Library s review a minimum of two (2) preliminary design options. 9.1.7. Review applicable statutes, regulations, codes and by-laws that will affect the project, and where necessary, review it with the authorities having jurisdiction. 9.1.8. Utilize the City of London Facility Accessibility Design Standards (FADS) document and associated FADS Design Development and Assessment Checklist throughout all phases of the design. Submit an interim FADS Checklist and related floor plan layout clearly identifying the FADS access, circulation and clearance requirements at the 90% completion of the schematic design phase. 9.1.9. Obtain approval of the project from authorities having jurisdiction. 9.1.10. Based on a mutually agreed program of requirements, schedule and construction budget, prepare for the Owners review and approval schematic design documents to illustrate the scale and character of the project and the functional relationship of its parts including but not limited to: 9.1.10.1. site plan 9.1.10.2. spatial relationship diagrams; 9.1.10.3. principal floor plans; 9.1.10.4. building elevations and sections; and 9.1.10.5. outline specifications. 9.1.11. Submit to the Library a statement of probable construction cost. 9.1.12. Attend all meetings required to review and obtain approval of all authorities having jurisdiction including, but not limited to, Committee of Adjustment, Development & Compliance, Urban Design Peer Review Panel and the Building Division. 9.1.13. Prepare and submit all necessary documents, drawings and applications required to obtain approval of all authorities having jurisdiction including but not limited to Committee of Adjustment, Development & Compliance, Urban Design Peer Review Panel and the Building Division. Any application fees associated with obtaining approvals from authorities having jurisdiction will be borne by the Library. 9.1.14. Prepare promotional presentation material, in the form of coloured drawings and renderings clearly depicting all aspects of the finished project and for use at public meetings promotional material shall include: 9.1.14.1. scaled site plans, principle floor plans (existing & proposed), and perspective renderings all mounted on suitable display boards; and 9.1.14.2. sample boards showing all finish materials. 9.1.15. Obtain Library approval of all schematic design requirements in advance of proceeding to the next phase. 9.2. Construction Documents Phase 9.2.1. Coordinate the services of sub-consultants as applicable. 9.2.2. Prepare construction documents consisting of drawings and specifications, setting forth in detail the requirements for the construction of the project, for review and approval by the LPL Senior Director, Administration & Special Projects and Manager, Facility Services and any other groups and individuals identified by the project Technical Committee. 9.2.3. The construction documents must: 9.2.3.1. describe the size and character of the entire project including the civil works, architectural, structural, mechanical, electrical, communication and security Central Library, 251 Dundas Street, London, ON N6A 6H9 Page 9
REQUEST FOR PROPOSAL 2015-02 ARCHITECT TO ACT AS PRIME CONSULTANT CENTRAL LIBRARY REVITALIZATION systems, materials and all other elements as may be appropriate and/or required; and 9.2.3.2. meet the standards and requirements of City of London and FD&C Division pertaining to facility construction and site development for City buildings and construction; and 9.2.3.3. comply with the requirements of the City of London standards and guidelines including, but not limited to: Facility Accessibility Design Standards (FADS), and Crime prevention Through Exterior Design guidelines. 9.2.3.4. identify in the specification the need for the contractor to: provide an infra red report of electrical panels, prepare warranty failure reports, schedule equipment demonstrations and establish Preventative Maintenance job tasks; and 9.2.3.5. Identify in the specifications the requirement for the contractor to provide an Arc Flash coordination study. 9.2.4. Engage the services of a Library approved firm capable of providing construction cost estimates and submit detailed cost estimates at 50% completion and at 90% completion of contract documents. 9.2.5. Submit to the Library progress drawings & specifications for review and comment. 9.2.6. Obtain instructions from the Library on the preparation of the necessary bidding information, bidding forms, conditions of the contract and the form of contract between the Library and Contractor. 9.2.7. Review statutes, regulations, codes and by-laws applicable to the design, and where necessary, review the same with authorities having jurisdiction in order that the Library may apply for and obtain a building permit for the project. 9.2.8. Create an Asset Register of all major systems and components included in the design. The register will include the equipment/material/product description, date of installation and expected life cycle expectancy. The Library will use the information to update its capital asset register for future life cycle renewal projects. 9.2.9. The Electrical Consultant shall design the electrical distribution system to the lowest Arc Flash category possible. 9.2.10. Submit plans to and obtain approval of Electrical Safety Authority (ESA) in accordance with ESA rules and regulations. Any costs associated with obtaining ESA approval are to be included in the Architect s fee proposal. 9.2.11. Submit to the Library the complete and final construction documents for review, comment and approval three (3) weeks prior to the tender issue date. 9.2.12. Complete and submit for review with the final construction documents the FADS Design Development and Assessment Checklist. 9.2.13. Obtain Library approval of the final construction documents. 9.2.14. Prepare: 9.2.14.1. Electronic tender packages for the Library to post on their website; 9.2.14.2. Five (5) sets of construction documents to be used in the form of construction contract; and 9.2.14.3. Two (2) sets of construction documents for the building permit application; and 9.2.14.4. Two (2) sets of construction documents for the City s use 9.2.15. Prepare and sign the City of London Building Division General Review Commitment Certificate. Central Library, 251 Dundas Street, London, ON N6A 6H9 Page 10
REQUEST FOR PROPOSAL 2015-02 ARCHITECT TO ACT AS PRIME CONSULTANT CENTRAL LIBRARY REVITALIZATION 9.3. Construction Documents Phase 9.3.1. Assist and advise the Library in obtaining tenders for the work. 9.3.2. Analyze tenders, and assist and advise in the award of a construction contract. 9.3.3. Prepare three (3) copies of the construction contract for execution by the Library and Contractor. 9.4. Construction Phase Contract Administration 9.4.1. Be a representative of the Library and forward all instructions from the Library to the Contractor. 9.4.2. Have access to the work at all times wherever it is in preparation or progress. 9.4.3. Carry out general review of the work as required by code and at intervals appropriate to the stage of construction. 9.4.4. Conduct inspection prcedures to meet the requirements of a standard Client/Architect Services Agreement and which will focus on: 9.4.4.1. The project meeting the goals and objectives that have been identified and approved; and 9.4.4.2. The assurance that all construction is consistent with the approved construction documents. 9.4.5. Issue site inspection reports to the Library. 9.4.6. Reject work that does not conform to the Contract Documents and cause correction or replacement of the rejected work to occur to the extent that it conforms to the Contract Documents. 9.4.7. Attend, with sub-consultants, biweekly site meetings and other site meetings as required. 9.4.8. Issue certificates of payment in the value proportionate to the amount of the Contract and the Constractor s schedule of values, for work performed and products delivered and in place at the location of the work. 9.4.9. Prepare change orders for the Library s review, approval and signature. 9.4.10. Determine and certify the date of substantial performance of the work. 9.4.11. Prepare deficiency lists, evaluate the cost of correcting deficiencies and pursue their resolution. 9.4.12. Receive from the Contractor all as built drawings, manuals, operating instructions, written warranties and related documents, verify accuracy and completeness, and forward to the City. Manuals and operating instructions must be specific to this project. 9.5. Post Construction Phase 9.5.1. Prepare and delivery to the Library a complete Project Record in electronic format including: 9.5.1.1. Permit drawings in ACAD 2015 format, 9.5.1.2. As-built drawing files that accurately reflect the completed project, 9.5.1.3. All project administration documents including Site Instructions, Change Orders, Payment Certificates, Meeting Minutes, Shop Drawings, etc. 9.5.1.4. O&M Manual for all building HVAC per ASHRAE Guideline 4-2008 9.5.2. One month prior to expiry of the one year warranty, contact the Senior Director, Administration & Special Projects and Manager, Facility Services and arrange to conduct a facility inspection, review any outstanding defects or deficiencies observed and/or any reported during the warranty period and pursue their resolution with the Contractor. Central Library, 251 Dundas Street, London, ON N6A 6H9 Page 11
REQUEST FOR PROPOSAL 2015-02 ARCHITECT TO ACT AS PRIME CONSULTANT CENTRAL LIBRARY REVITALIZATION 10. SUBMISSION INSTRUCTIONS 10.1. General 10.1.1. Submission of a proposal indicates acceptance by the respondent of all the terms and conditions contained in the RFP and all policies and procedures in the Procurement Policy located on the Library website, unless clearly and specifically noted in the proposal submitted and confirmed in the formal contract between the Library and the Proponent. Deviations from the RFP must be clearly identified in the written submission. Proposals are subject to a formal contract being negotiated, prepared and executed. The Library reserves the right to negotiate the terms and conditions of the contract. Submissions must not exceed ten (10) pages (appendices excluded). 10.1.2. An Architect 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 as it applies to this request for proposal. 10.1.3. An Architect may withdraw a submitted proposal at any time up to the official closing time by letter bearing a signature and/or seal as in the original proposal. Withdrawal requests received after the proposal closing time will not be permitted. 10.1.4. In the event that only one proposal is received at time of closing, the Library CEO & Chief Librarian,or designate, and Director, Financial Services will either open the proposal or delay opening of the proposal for consultation with the Library Board Executive as to whether to open or reject the proposal. A rejected proposal will be returned unopened to the Architect. A decision to re-propose will be made respectively by the Library CEO & Chief Librarian,or designate, and Director, Financial Services and Board Executive. 10.1.5. All prices must be stated in Canadian funds. 10.1.6. All Architects shall provide their Harmonized Sales Tax (HST) registration number on the Form of. Note: If the Proponent is located outside of Canada and is not a HST Registrant, this may not apply. 10.2. Closing Time and Dates 10.2.1. Proposal Respondents are required to submit 5 (five) signed copies and 1 (one) electronic file copy (on USB) in Word format of the response in a sealed envelope identified as RFP#2015-02 Architect to act as Prime Consultant Central Library Revitalization before Friday, April 24, 2015 at 12:00 p.m. Proposals shall be delivered to: Susanna Hubbard Krimmer, CEO & Chief Librarian London Public Library 3rd Floor Administration Office 251 Dundas Street London, ON N6A 6H9 Closing time will be governed by the wall clock in the Administration Office of the London Public Library. 10.2.2. Fees Proponents are required to submit with the Architect s response to the RFP: One copy of their fee proposal in a separate sealed envelope clearly identified as RFP 2015-02 CONSULTANT FEE PROPOSAL Central Library, 251 Dundas Street, London, ON N6A 6H9 Page 12
REQUEST FOR PROPOSAL 2015-02 ARCHITECT TO ACT AS PRIME CONSULTANT CENTRAL LIBRARY REVITALIZATION 10.3. Late submissions Architects are responsible for the delivery of their proposal. Proposals received later than the specified time will be returned to the Architect unopened. 10.4. Questions/Inquiries Inquiries associated with the Architect s submissions are to be directed to the CEO & Chief Librarian and must be made in writing either by facsimile to (519) 663-5396 or by e-mail to rfp201502@lpl.london.on.ca 10.4.1. Inquiries must not be directed to other Library employees, Board members, volunteers or elected officials. Directing inquiries to other than the person indicated above may result in your submission being rejected. 10.4.2. The Library assumes no responsibility for any verbal (spoken) information from any Library employees or from any Consultant firms retained by the Library, or from any other person or persons who may have an interest in this Proposal. 10.4.3. All clarification requests are to be sent in writing to the individual mentioned above. No clarification requests will be accepted by telephone. 10.4.4. Amendments or changes to this RFP prior to the closing date and time stated herein will only be in the form or a written addenda and said addenda will be issued by Jan White, Executive Assistant to the CEO & Chief Librarian, in the form of a written Addendum. 10.4.5. Confirmation of their receipt must be confirmed by either facsimile or e-mail and acknowledgement by the Architects in the appropriate section of the Form of Proposal. FAILURE TO ACKNOWLEDGE RECEIPT OF ALL ADDENDA ON THE FORM OF PROPOSAL WILL RESULT IN YOUR PROPOSAL BEING REJECTED. 10.4.6. Each Architect must review all proposal documents and promptly report and request clarification of any discrepancy, deficiency, ambiguity, error, inconsistency, or omission contained therein. Any such request must be submitted to the Library in writing, prior to April 17, 2015 at 12:00 p.m. 10.4.7. No inquiries or questions will be accepted after 12:00 p.m. on April 17, 2015. 10.5. Acceptance of Proposal 10.5.1. The terms and conditions of the proposal offer shall remain firm and open for acceptance by the Library for a period of ninety (90) days from the date of closing. 10.5.2. Acceptance will be subject to the successful negotiation and execution of a written contract meeting the expenditure limits and required terms and conditions set out by the Library. 10.5.3. The acceptance or rejection of any proposal will be made pursuant to the policies of the Library. 10.6. Rights Reserved by the Library 10.6.1. The Library is not liable for any costs incurred by interested parties in the preparation of their response to this request. 10.6.2. The Library shall not be responsible for an liabilities, cost, express loss or damage incurred, sustanted or suffered by an Proponent prior or subsequent to, or by reason of the acceptance or non-acceptance by the Library of any response, or by reason of the delay in the acceptance of the response. Central Library, 251 Dundas Street, London, ON N6A 6H9 Page 13
REQUEST FOR PROPOSAL 2015-02 ARCHITECT TO ACT AS PRIME CONSULTANT CENTRAL LIBRARY REVITALIZATION 10.6.3. The lowest proposal will not necessarily be accepted. The Library reserves the right to accept or reject and or all responses and/or reissue the RFP in its original or revised form. 10.6.4. The Library reserves the right to request Architects to: 10.6.4.1. Provide additional information; 10.6.4.2. Modify submissions in areas considered to be deficient; 10.6.4.3. Address specific requirements not accurately covered in their initial submissions; and 10.6.4.4. Substitute components where the Library considers that an alternative may be more suitable. 10.6.5. The Library reserves the right to modify any and all requirements stated in the RFP at anytime prior to the possible awarding of a contract. 10.6.6. In the event of any disagreement between the Library and a respondent regarding the interpretation of the provisions of the RFP, the CEO & Chief Librarian and Director, Financial Services, shall make the final determination as to the interpretation. 10.6.7. All information provided by an Architect in response to this RFP must contain sufficient detail to support the services being proposed incomplete proposals will not be considered. 10.6.8. The Library Reserves the right to cancel this RFP at any time, without penalty or cost to the Library. This RFP should not be considered a commitment by the Library to enter into any contract. 10.7. Treatment of Information 10.7.1. The information submitted in response to this RFP will be treated in accordance with relevant provisions of the Municipal Freedom of Information and Protection of Privacy Act. The information collected will be used solely for the purposes stated in this Request. The respondent does, by submission of a response, accept that the information contained in it will be treated in accordance with the process set out in the section of this Request. 10.7.2. All proposal documents are the property of the Library. Extracts of proposals and the costs of their solutions may be used as part of a recommendation. This information will be part of a public document. Architects should indicate in their proposal which parts of the proposal, if any, are exempt from disclosure under the Municipal Freedom of Information and Protection of Privacy Act, 1989. 10.8. Award of Contract 10.8.1. A report recommending acceptance of the successful Architect s submission will be tabled with the the London Public Library Board. The award of a contract will be by a motion of the Library Board. 10.9. Requirements at the Time of Execution of Contract 10.9.1. Subject to an award of the contract, the successful Proponent is required to submit the following documentation in a form satisfactory to the Library for execution within ten (10) working days after being notified to do so in writing: 10.9.1.1. Insurance Documents 10.9.1.2. Clearance Certificate from the Workplace Safety and Insurance Board. 10.9.2. If the successful Architect for any reason, defaults or fails in any matter or thing referred to under Requirements at Time of Execution, the Library reserves the right to accept any other bid, advertise for new proposals or carry out the work in any way as the Library may, at this sole discretion, deem best. Central Library, 251 Dundas Street, London, ON N6A 6H9 Page 14
REQUEST FOR PROPOSAL 2015-02 ARCHITECT TO ACT AS PRIME CONSULTANT CENTRAL LIBRARY REVITALIZATION 11. SUBMISSION CONTENT The following specific requirements are identified for inclusion in the proposal: 11.1. Tiltle page which will include the Architect s legal name, address, telephone and fax numbers, e-mail address and name of primary contact and date; 11.2. Legal name of the prime consultant, its office location, telephone number(s); 11.3. A brief historical profile of the firm; 11.4. Identification of the principals of the prime consultant who will be directly involved with the various elements of the project, including the project manager; 11.5. A summary of the firm s experience, and that of any associated firms, 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 and address; 11.6. A listing of comparable past projects with their proposed and actual schedules, proposed construction budget, the tendered amount and the final construction cost; 11.7. A statement of the firm s approach, methodology and design philosophy as it relates to the proposed project; 11.8. Commentary and observations on the proposed project schedule outlined in section 6, and confirmation of the firm s ability to provide the services in sections 9.1, 9.2 and 9.3 in accordance with the proposed schedule; 11.9. A list of all other sub-consultants that the prime consultant will engage for work on this project; 11.10. Completed Contractor AODA Compliance Sign-off form, a copy of which is attached as Appendix A. 11.11. A fee schedule for each person to be associated with the project; and 11.12 Completed FORM OF PROPOSAL, a copy of which is attached as Appendix B. Failure to provide a signed Form of Proposal and acknowledgement of addendums on the Form of Proposal will result in the proposal being rejected. 11.13 Completed OAA Standard Form of Contract for Architect s Services Form, a copy of which is attached as Appendix C. 12. EVALUATION CRITERIA AND PROCESS 12.1. Evaluation Team Proposals will be evaluated by an RFP Selection Committee. By responding to this RFP, proponents acknowledge that the CEO & Chief Librarian is responsible for recommending the successful proponent to the Library Board and that the Library Board makes the final decision. 12.2. Evaluation Criteria The following criteria have been identified for the evaluation of submissions in response to this RFP: 12.2.1. Architect s qualifications and relevant experience - include; time in business, length of time undertaking and completing similar work to this project, experience with multi client groups; 12.2.2. Architect s project manager s qualifications - include; resume, previous experience with multi client groups, multi disciplinary project management experience, practical and theoretical knowledge of current industry standards, products, equipment and methodologies; 12.2.3. Sub-consultant s qualifications and experience - identify; team members and their experience with similar work to this project, experience with multi client groups and provide resumes; Central Library, 251 Dundas Street, London, ON N6A 6H9 Page 15
REQUEST FOR PROPOSAL 2015-02 ARCHITECT TO ACT AS PRIME CONSULTANT CENTRAL LIBRARY REVITALIZATION 12.2.4. Design philosophy as it relates to this project; understanding of the required work, clear, concise, detailed, practical, thorough and reasonable approach and methodology, demonstrate the team is experienced, balanced and understand the deliverables; 12.2.5. Project schedule, provide an anticipated schedule for architectural services; 12.2.6. Presentation and completeness of the proposal; organization, concise, complete. 12.3. Selection Process 12.3.1. Written responses to this RFP will be reviewed and evaluated by the selection committee against the criteria noted above. 12.3.2. The firm submitting a proposal that, in the opinion of the selection committee, meets all of the criteria of this RFP will be awarded the project. 12.3.3. The selection committee reserves the right to interview any one or all of the Architects prior to the award of the project. 12.3.4. The date and time of an interview on May 6 or 7, 2015 will be mutually agreed upon with the Architect and will be conducted at the Central Library, 251 Dundas Street, London, Ontario. 12.4. Notification The successful Architect will be notified prior to a recommendation being made to the Library Board. Central Library, 251 Dundas Street, London, ON N6A 6H9 Page 16
REQUEST FOR PROPOSAL 2015-02 ARCHITECT TO ACT AS PRIME CONSULTANT CENTRAL LIBRARY REVITALIZATION APPENDIX A Contractor AODA Compliance Sign-off Contracted employees, third party employees, agents, and others who deal with members of the public on behalf of London Public Library must meet requirements of Ontario regulation 429/07, Accessibility Standards for Customer Service, and Ontario Regulation 191/11, Integrated Accessibility Standards, with regard to training. Training for the aforementioned regulations can be accessed online at the following website addresses: Serve-Ability: Transforming Ontario s Customer Service http://www.mcss.gov.on.ca/en/serve-ability/index.aspx Access Forward: Training for an Accessible Ontario http://www.accessforward.ca/ The Ontario Human Rights Commission: The Ontario Human Rights Code and the Accessibility for Ontarians with Disabilities Act http://www.ohrc.on.ca/en/learning/working-together-ontario-human-rights-code-andaccessibility-ontarians-disabilities-act Contracted services suppliers are to ensure that training records are maintained, including dates when training was provided, the number of personnel who received training and individual training records. The suppliers are to ensure this information is available to the City of London at any time during the term of the contract, upon request. I acknowledge the aforementioned accessibility regulations: Company Name: Date: Authorized Official (print): (signature): Central Library, 251 Dundas Street, London, ON N6A 6H9 Page 17
REQUEST FOR PROPOSAL 2015-02 ARCHITECT TO ACT AS PRIME CONSULTANT CENTRAL LIBRARY REVITALIZATION PROJECT APPENDIX B - FORM OF PROPOSAL AT LEAST ONE SIGNED ORIGINAL OF THIS FORM OF PROPOSAL MUST BE INCLUDED IN YOUR SUBMISSION 1.1 Please state terms of payment (Note: Early payment discounts will be considered in the award of the contract, and will apply after taxes): 1.2 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 this proposal. 1.3 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. 1.4 I/WE further 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. 1.5 I/WE further declare that the undersigned is empowered by the Proponent to negotiate all matters with the Corporation representatives, relative to this proposal. 1.6 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. 1.7 I/WE have allowed for Addenda numbered as follows: # through to #. Failure to acknowledge all addenda will result in your proposal being rejected. COMPANY NAME: ADDRESS: Central Library, 251 Dundas Street, London, ON N6A 6H9 Page 18
REQUEST FOR PROPOSAL 2015-02 ARCHITECT TO ACT AS PRIME CONSULTANT CENTRAL LIBRARY REVITALIZATION PROJECT CITY/PROVINCE: POSTAL CODE/ZIP CODE: AUTHORIZED SIGNATURE: TITLE: _ I/WE are authorized to bind the COMPANY/CORPORATION NAME (Please print or type): TELEPHONE NUMBER: ( ) FAX NUMBER ( ) HST REGISTRATION NUMBER: EMAIL ADDRESS: DATE OF PROPOSAL: NOTE: Please return your written submission and USB flash drive in addition with the Form of Proposal complete with an original signature in ink before April 24, 2015 at 12:00 p.m. FAILURE TO DO SO SHALL RESULT IN THE PROPOSAL SUBMISSION BEING REJECTED Central Library, 251 Dundas Street, London, ON N6A 6H9 Page 19