Township of Madawaska Valley Request for Proposal New Municipal Signs and Banners MV-2014-12
1.0 General Overview The Township of Madawaska Valley is issuing a Request for Proposal (RFP) from Firms whose professional services are capable of preparing design/construction plans, detailed concept drawings and artist renderings to visually depict public realm infrastructure, banners and municipal advertising signage. The intention is that the detailed construction/design plans would be integrated on a phased structure basis. It is understood that the information in the RFP is a combined Statement of Qualifications (Qualifications) and a Price Proposal (Proposal) and shall be the general basis for the selection of a Firm to provide this professional service. The Township expects to select the highest scoring Firm based on a structured scoring evaluation. The scoring evaluation (Schedule A ) shall consider each Firm s ability to perform the required service, experience, technical experience, the personnel assigned to the actual project work, the cost of the project, the time period in which the project will be completed, the reference checks and the clarity of the submission, in relation to the scoring matrix. 2.0 Township of Madawaska Valley Information and Background The Township of Madawaska Valley was created in 2001 with the amalgamation of the Village of Barry s Bay, Township of Radcliffe and the Township of Sherwood, Jones and Burns. The Township is a lower-tier municipality within the County of Renfrew. The Township is the farthest west in the county, and includes the communities of Barry s Bay, Combermere, and Wilno. The Township has a population of approximately 4400. It is governed by a 5 member Council and employs over 35 personnel including full time, part time and seasonal employees. Under the direction of Council, the Township s organizational structure consists of a Chief Administrator Officer/Clerk who manages 5 Departmental Managers. 2.1 Project Background/Context The Township of Madawaska Valley is committed, in conjunction with local organizations, to increase the efforts in beautification of the area. In the fall of 2012 and 2013, Carleton University architecture students prepared two reports indicating key objectives to enhance and revitalize the physical image of the Township. The scope of work was to consider design concepts and strategies for beautifying the downtowns, the waterfront, the entrances to the communities of Barry`s Bay, Combermere, and Wilno and the entrances into the Township. This project is known as the Greening Main Street Project, Madawaska Valley. Recreation and Community Development Department 2 P a g e
The Greening Main Street Project articulates the community`s vision for these areas, identifies improvement projects in both the private and public realms, and specifies design guidelines that can be used to enhance facades, signage, streetscapes, etc. The purpose of this RFP is to use the community information gathered to transform the concepts and the vision of the Greening Main Street Project and the Township of Madawaska Valley into a new unified standard for municipal signage and banners within the Township and in specific areas where advertisement is located outside the Township. This project is specific to professional services to prepare design concepts and implementation of these concepts. For information related to the Greening Main Street, Madawaska Valley please check out the following links: Greening Main Street Madawaska Valley Website: http://greeningmainstreet-mv.org/ Barry`s Bay Report 2012: http://greeningmainstreetmv.org/greening%20mv%20report%20-%20may%202%202013.pdf Combermere and Wilno Report 2013: http://bayberry-one.com/wpcontent/uploads/combermere%20-%20wilno%20presentation.pdf Signage Concept Designs: http://greeningmainstreet-mv.org/?attachment_id=241 First Impressions Community Exchange 2007 Barry s Bay http://madawaskavalley.ca/userfiles/file/barrys%20bay%20- %20FICE%20report%20back(1).pdf Township of Madawaska Valley Economic Development Strategy http://madawaskavalley.ca/userfiles/file/madawaska%20valley%20strategy%20may%2 010.pdf 3.0 The Project Scope of Work 3.1 Purpose The Township wishes to hire a Professional Firm to transform the concepts and the vision of the Greening Main Street Project and the Township of Madawaska Valley into a new unified standard for municipal signage and banners within the Township and in specific areas where advertisement is located outside the Township. The Township also plans to identify specific project components that will align with the Township`s Asset Management Plan as a means to establish priorities, to allocate resources through budgeting and long-term capital planning and to be project ready. Recreation and Community Development Department 3 P a g e
3.2 Background and Consultation Process Professional Firm to review the Greening Main Street documents and other relevant background studies and Township of Madawaska Valley plans. Form a project team comprised of key Township personnel and stakeholders (Greening Main Street Committee, Horticultural Society, and local Business Improvement Area) Consult with key Township personnel, the project team and any other relevant stakeholders. Obtain any existing plans, surveys, base mapping and engineering plans. 3.2.2. Prepare Draft Designs Professional Firm to prepare draft designs, consult with the project team and prepare amendments/modifications. 3.2.3 Stakeholder and Public Consultation Professional Firm to consult with the public, stakeholders and Council through a variety of consultation methods, e.g. planning charettes, focus group sessions, open houses and social media to obtain feedback on draft plans and concepts. 3.2.4 Preliminary Plans to Council Professional Firm to present preliminary plans to Council for their review and feedback. Prepare amendments/modifications and finalize plans to include feedback and input. 3.2.5 Cost Estimates Prepared Professional Firm to develop cost estimates by concept type for each sign design. 3.2.6 Final Plan to Council Final Plan reviewed and endorsed by Council 3.2.7 Deliverables The following items will be delivered to the Township upon completion of the Final Plan: Recreation and Community Development Department 4 P a g e
Two (2) bound copies of the Final Plan, to include recommendations for all signage, background, summary of stakeholder input, cost estimates, etc.; One (1) electronic copy of the above report in Microsoft Word, formatted in accordance with AODA Regulation 191/11; One (1) set of artist renderings mounted for display purposes; One (1) set of un-mounted artist renderings; Detailed cost estimates by type of sign; All materials received and produced by the consultant in the undertaking of this project; and In general, all reports and presentation materials shall be in a form and of a quality so as to be acceptable for reproduction and presentation, and shall be acceptable to the Township. All information and files required to complete this project will become property of the Township. If the RFP is not awarded, the Township will not be using the information provided. 3.3 Project Team The project team consists of identified representatives from the successful Firm and shall include representatives from the Township staff and beautification organization representatives. The Recreation and Community Development Department shall serve as the lead point of contact for the Township and shall work with the successful Firm to organize meetings, provide feedback and act as a clearinghouse on all Township information and from the Firm. Recreation and Community Development Department 5 P a g e
3.4 Project Timetable Event Details 2014 to 2015 Tender Release Monday, December 1. 2014 Tender Close Wednesday, December 17. 2014 Top Three Firms Present Concept Plan to Beginning of January 2015 Committee before Tender Awarded Commencement of Services Beginning of January 2015 Background and Consultation Process January 2015 Stakeholder/Public Consultation January 2015 Preparation of Draft Design/Preliminary First Week of February 2015 Presentation to Council Plan Amendments and Cost Estimates February 2015 Final Plan Presentation to Council and Reporting First Week of March 2015 4.0 Information Required - Qualifications Each Firm must respond to each of the following questions in a clear and comprehensive manner. a) Provide the full name and main office address of the responding entity. b) Identify when the Firm was organized and if a Corporation, when incorporated and how many years engaged in providing this type of service. c) Identify and set out the qualifications of any Firms or individuals that the Firm intends to subcontract, or otherwise use, to perform work on this project. d) Describe the Firms specific and relevant experience related to the scope of this project. e) Describe the Firm s depth and resources that would also be available for the benefit of this project. f) Describe the Firm s understanding of the Project Scope of Work and approach to complete the project, public engagement and how it will achieve the timetable. g) Set out the various components of their proposed study and their study timelines, demonstrating that they will achieve the Project Timelines as stated herein. h) Identify the personnel who would take the lead position in this request and set out their particular qualifications and experiences carrying out this type of work. i) Identify the amount of Municipal staff time required. Recreation and Community Development Department 6 P a g e
j) Provide references for three (3) recent projects that relate to this project that the Firm has completed and, if not included in the forgoing, a reference from a municipality of similar size and geographic components as the Township. 5.0 Information Required Proposal Each Firm must respond to each of the following areas in a clear and comprehensive manner. a) Provide a confirmed price for the project and expected payment schedule (Schedule C). b) Specifically identify any additional work or services that exceed the services requested herein and the associated costs thereof. c) Proposed Study Timelines. d) Plan for Community Engagement. e) Signed Declaration (Schedule C) 6.0 Schedule of Events Event Details Date Request for Proposal Issued December 1. 2014 Submission Deadline December 17. 2014 Evaluation of RFP December 19. 2014 Recommendation to Council Week of January 5. 2015 Commencement of Services January 12. 2015 Each Firm will submit (2) copies of the RFP no later than 4:00 p.m. on Wednesday, December 17 th. 2014 as follows: Attention: Paul Nopper, Recreation and Community Development Coordinator Township of Madawaska Valley P.O. Box 1000. 85 Bay Street. Barry s Bay, Ontario K0J 1B0 Recreation and Community Development Department 7 P a g e
The outside of the shipping carton/envelope must be clearly marked Request for Proposal Township of Madawaska Valley Sign Tender MV-2014-12 together with the Firm s name and delivery address. Any Proposal received after the above deadline will be returned unopened to the Firm. 7.0 Scoring of Qualifications and Proposals The evaluation of the RFP, and of the Firm presenting them, will be carried out by Township staff with a recommendation brought forward to Council. Firms will be evaluated based on the points system identified in Table 1. Failure to provide relevant information may result in penalties being assessed on the evaluation score. In addition, and at the sole discretion of the evaluation team, an interview may be required. The purpose of this interview would be to clarify the qualifications of the Firms and ensure that the decision will be based on information gathered during the procurement process and the evaluation criteria outlined in this section. The top two scored Firms must make a presentation to the Heritage, Recreation and Culture Committee at the beginning of January 2015. Presentation will be based on a concept plan for signs and banners for the Municipality based on the referenced information highlighted in the RFP. Upon completion of the presentations, a Firm will be awarded the RFP Tender. 8.0 Pre-Submission and Other Information If any Firm has questions concerning this RFP, finds discrepancies or omissions in the document, or requires clarifications, such matters shall be submitted in writing to: Paul Nopper, Recreation and Community Development Coordinator Telephone 613 756 2747 x 220 Fax 613 756 0553 Email: pnopper@madawaskavalley.ca Contact with Township Council members is prohibited and can be considered as grounds for disqualification from the selection process. The Township reserves the right to request additional data or information after the Proposal date, if such data or information is considered pertinent, in the Township s sole view, to aid the review and evaluation process. Recreation and Community Development Department 8 P a g e
The Township reserves the right to supplement, add to, delete from and change this solicitation document. Firms will be advised by fax or e-mail of any change changes that are made. The Township reserves the right to reject any portion of any RFP and/or reject all RFPs, to waive any informalities or irregularities in the RFP, or to re-invite, or to advertise. Recreation and Community Development Department 9 P a g e
Schedule A Table 1 Scoring Matrix Criteria Maximum Points Points Scored 1. Firm Profile 10 General Capabilities Commitment to Studies Maintenance. Experience and Depth Specialist Support Service 2. Firm Experience 20 Complexities and size of studies Number of studies of similar size and complexity Number of employees directly involved in projects Years of experience Corporate depth and resources Other relevant experience 3. Study Plan 25 Understanding of then Project Completeness of study plan Innovation Methodology Approach Clarity of study plan presentation Reference Checks Timing Experience in meeting set schedules 4. Personnel Assigned to this Study 10 Home office management involved and role throughout project Organization chart 5. Price 35 Total Score 100 Recreation and Community Development Department 10 P a g e
Schedule B List of Signs and Banners Type of Sign Size of Sign Number of Signs Combermere, Playground 8 x8 6 of the Madawaska River Madawaska Valley 4 x8 4 Entrance Signs Wilno Entrance Signs 4 x8 2 Combermere Entrance 4 x8 3 Signs Barry s Bay Entrance 4 x8 4 Signs Facility Signs Range in size 16 Parks and Wharfs Range in size 12 Trail Signs 4 x8 10-20 Downtown Seasonal N/A 25 50 Banners for Barry s Bay, Combermere, and Wilno Highway Banner Alternatives N/A N/A Note: Sizes and number of signs will vary depending on design and research conducted. This is to give an estimate on the number of signs and banners needed. Recreation and Community Development Department 11 P a g e
Schedule C (Schedule to be completed and returned) Price and Declaration for the Township of Madawaska Valley Signs and Banners Design Consultation Service Information to the Respondent In order for the RFP to be complete, all areas of the Price and Declaration Schedule C (this form) must be completed and any other information as requested in the RFP must be provided. Price The price to complete Design/Construction Plans for the Township of Madawaska Valley as described in Sections 3 and 4. $ $ HST $ Grand Total Attach additional pricing information if necessary to Schedule C. (Please describe additional work in detail in your proposal) $ $ HST $ Grand Total Expected Payment Schedule $ Grand Total Recreation and Community Development Department 12 P a g e
Declaration 1. I/We declare that this RFP is made without any connection, knowledge, comparison of figures or arrangements with any other company, firm or person making an RFP for the same purchase and is in all respects fair without collusion or fraud. 2. I/We declare that all matters stated in the submitted RFP are in all respects true. 3. I/We have carefully read the requirements as per the RFP, and have satisfied ourselves as to the conditions under which the transaction and subsequent items to be supplied, and do hereby submit any RFP for Design-Consulting Services. 4. I/We acknowledge that addenda have been received and that it is my/our ultimate responsibility to ensure all addenda issues have been received. 5. If selected as the successful bidder, I/We agree to abide by the terms as set out in the RFP Qualifications and Price with the Specifications and provisions for the prices shown. 6. The price submitted shall be firm for a period of not less than sixty (60) calendar days from the closing date of this RFP. Dated at this day of 2014 Signature Signing Authority (Print Name) Company Name Street Address/City/Town/Postal Code Telephone/Email/Fax Number Recreation and Community Development Department 13 P a g e