SECTION 2 INSTRUCTIONS TO BIDDERS (IB) RFP 12-18 2012-08-01 Page 1 of 12
Instructions to Bidder (IB) IB 1. Communication / Timelines for submittal of Proposal IB 2. Proposal Submission General Terms IB 3 Proposal Submission and Form of Proposal IB 4 Addenda and Clarification of the Request for Proposals IB 5 Proposal Structure IB 6 Evaluation of Proposal TABLE 1 Evaluation Criteria IBF - FORM OF PROPOSAL RFP 12-18 2012-08-01 Page 2 of 12
IB 1 Communication / Timelines for submittal of Proposal IB 1.1 All requests for information, instructions or clarifications must be set out in writing and directed to: Vimal Sarin. Architect Senior Project Manager CityHousing Hamilton Corporation 55 Hess Street South, 23rd Floor Hamilton, ON L8N 4E5 Telephone: 905-546-2424, extension 7412 Fax: 905-546-2762 Email: Vimal.Sarin@hamilton.ca All questions related to this Request for Proposals (RFP) or any clarification with respect to this RFP must be received at CHHC no later than three Business Days prior to the Closing Time of this RFP in order that CHHC staff may have sufficient time to respond. The CHHC reserves the right to extend the deadline for questions if required regarding this RFP. Written answers or clarifications to issues of substance shall be shared with all proponents and issued as part of the RFP in the form of an Addendum. All proponents are advised that any Addenda issued will only be posted on CityHousing Hamilton s website at www.cityhousinghamilton.com under the Asset Renewal tab. Registered Bidders will also be notified by e-mail. (Bidders attending the mandatory site meeting, [IB1.3] will be considered as having been Registered) IB 1.2 Timelines for submittal of Proposal Closing 3:00:59 pm, Hamilton time Tuesday, August 21, 2011 Sealed Proposals for the above noted Request for Proposals, addressed to the Mr. Vimal Sarin, Senior Project Manager, CityHousing Hamilton Corporation, Asset Renewal & Maintenance Department, 55 Hess Street South, 23rd Floor Hamilton, ON L8N 4E5 will be received on or before the date and time stated above. IB 1.3 Mandatory Meeting / Request for proposal Documents There is a mandatory site meeting. Proposals submitted by proponents who do not attend this mandatory site meeting, will be rejected. Location: 690 Stone Church Road West, Hamilton, ON Date: August 8, 2012 Time: 10:00 a.m., Hamilton time RFP 12-18 2012-08-01 Page 3 of 12
IB 2. Proposal Submission General Terms All costs and expenses related to the preparation, submission and presentation, including interviews and demonstrations, of a Proposal and the provision of additional information necessary for the evaluation of a Proposal shall be at the sole expense of the proponent. The evaluation of Proposals for this Project shall be subject to any rights and privileges of the CHHC set out in the RFP. Proposals will be evaluated by the Evaluation Team according to the criteria and requirements set out in this RFP. In submitting the Proposal, proponents agree that the decision of the Evaluation Team is final and binding, and will not be subject to review by any court and any proponent breaching this provision will indemnify the CHHC for all its costs as a result of same, save and except where the CHHC has acted in manifest bad faith. The RFP shall not obligate or commit the CHHC to award a contract. IB 3 Proposal Submission and Form of Proposal Every Proposal shall IB 3.1 be submitted on the CHHC s prescribed Form of Proposal in its entirety; IB 3.2 be legible; IB 3.3 be completed in ink (written or typed); IB 3.4 be completed in English; IB 3.5 bear the original signature of the proponent (or, in the case of a Proposal submitted by a corporation, an authorized signing officer of the corporation), inscribed in the space provided; IB 3.6 be submitted in a sealed, opaque package and is appropriately identified as a Proposal in response to the Request for Proposals; IB 3.7 be delivered only to Mr. Vimal Sarin, Senior Project Manager or Nancy Pell, Capital Works Administrative Coordinator Asset Renewal & Maintenance Department CityHousing Hamilton Corporation 55 Hess Street South, 23rd Floor Hamilton, ON L8N 4E5 IB 3.8 be completed without Interlineation, alteration or erasure of or with respect to, IB 3.8.1 any of the pre-printed text provided by the CHHC or amended by addenda; or IB 3.8.2 information included on the Form of Proposal by the proponent, unless the effect thereof is clear and unambiguous as is the consent of the proponent to that Interlineation, alteration or erasure. This means all Interlineations, alterations or erasures are to be initialled; RFP 12-18 2012-08-01 Page 4 of 12
IB 3.8.3 include all material, Goods, Services, equipment and labour, required to complete the Work; IB 3.8.4 contain an acknowledgement on the Form of Proposal and provide for all Addenda issued; and IB 3.8.5 state all prices in Canadian funds, unless otherwise stipulated. IB 3.8.6 also refer to subsection GC 3. Guidelines Regarding Proposal Irregularities and paragraph GC 28.2 in the General Conditions Section. IB 3.9 A Proposal submitted by fax, e-mail or other electronic means will not be accepted. IB 3.10 A Proposal that is not submitted in a sealed package will not be accepted. IB 3.11 Time is of the essence with respect to the submission of a Proposal. It is the sole responsibility of each proponent to ensure that its Proposal is delivered to the correct address no later than the closing date and time of the Request for Proposals. IB 3.12 A Proposal shall be deemed to have been submitted only when actually stamped as received at the CityHousing Hamilton Corporation 21 st day of August 2012 on or before 3:00:59 p.m. Hamilton time or as subsequently amended by Addendum. The 23 rd Floor, 55 Hess Street South, reception area clock shall be deemed to be the official indicator of Hamilton time. IB 3.13 It is the exclusive responsibility of each proponent to submit a complete Proposal in accordance with the Request for Proposals. IIB 3.14 All documents prepared and work carried out by a proponent in preparing a Proposal, and all oral presentations to the CHHC in connection with a Proposal, shall be without cost to the CHHC, and neither the CHHC s publication of a Request for Proposal nor the submission of a Proposal shall be construed to oblige the CHHC to award a Contract. IB 3.15 A Proposal should, where printed or typed, be set out in print no smaller than 10-point Times Roman and except where otherwise directed, all printed material should be produced on double sided, post consumer content (recycled) standard letter (8 1/2 inch by 11 inch) IB 3.16 All words and phrases forming part of a Proposal should be written out in full, and abbreviations should not be used. IB 3.17 The CHHC of Hamilton will only accept a Proposal which contains original RFP 12-18 2012-08-01 Page 5 of 12
documents with original signatures as part of its Proposal, unless expressly stated otherwise in this Request for Proposals. IB 3.18 No amendment may be made to a Proposal after it has been submitted, except in the circumstances set out in subsection IB 4.4 of these Instructions to Proponents. IB 4 Addenda and Clarification of the Request for Proposals IB 4.1 The CHHC reserves the right at any time prior to the award of the Contract, 4.1.1 to withdraw or cancel the Request for Proposals; 4.1.2 to extend the time for the submission of Proposals; or 4.1.3 to modify the Request for Proposals, by the publication of an Addendum, which shall become part of the Request for Proposals, and the CHHC shall not be liable for any expense, cost, loss or damage incurred or suffered by any proponent (or any other person) as a result of its so doing. IB 4.2 Without limiting the CHHC s right, subsection IB 4.1 may apply to situations where no Proposal is compliant or an insufficient number of Proposals have been received. IB 4.3 Any Addendum will be emailed to all registered proponents. IB 4.3.1 In addition to the above method of posting, the CHHC may also notify prospective proponents of any Addendum by any other method it deems appropriate, including telephone, fax, courier, hand-delivery or by personal delivery. The need for additional notification and the method(s) to be used shall be in the absolute discretion of the CHHC and notification shall be to the coordinates provided by the proponent to the CHHC at the time it obtained the Request for Proposals from the CHHC. IB 4.3.2 It is the sole responsibility of each proponent to check the CHHC s website for any such Addenda and to acknowledge on the Form of Proposal and provide for all Addenda issued in its Proposal. IB 4.3.3 In the event that the Request for Proposals calls for a mandatory site meeting, the CHHC shall have the option, but not the obligation, to issue any Addendum thereafter, in accordance with this subsection IB 4.3.3, only to those proponents that registered at the mandatory site meeting. IB 4.4 Where a Proposal has been received by the CHHC prior to the publication of an Addendum, the CHHC shall allow that proponent to submit a revised Proposal prior to the closing date and time of the Request for Proposals or send a written acknowledgement of the Addendum. The written acknowledgement of the Addendum may be sent by fax to CHHC s Asset Renewal & Maintenance Department provided that it is received by the CHHC prior to the closing date and time of the Request for Proposals and the proponent acknowledges that the Addendum has no impact on price RFP 12-18 2012-08-01 Page 6 of 12
and states that its Proposal stands as submitted. Any replacement sheets or other obligations otherwise required by the Addenda in order for a Proposal to be compliant shall be submitted by a proponent with its Proposal by the closing date and time of the Request for Proposals. IB 4.5 All communication between a proponent and the CHHC (including requests for information or clarification) shall be set down in writing and directed to the Project Manager named in subsection IB 1. IB 4.6 Any request directed to the CHHC with respect to subsection IB 4.5 prior to the closing date of the Request for Proposals must allow sufficient time for a written response or clarification to be issued by the CHHC prior to the closing date, should the CHHC consider it necessary to issue such response or clarification. IB 4.7 A written response or clarification of substance shall be shared with each proponent and issued in the form of an Addendum. IB 4.8 The CHHC shall not be bound by any oral: IB 4.8.1 instruction; IB 4.8.2 amendment or clarification of the Request for Proposals; IB 4.8.3 information; or IB 4.8.4 advice or suggestion, provided by any member of the CHHC s staff or Independent Consultant to the CHHC concerning the Request for Proposals or the manner in which the Work is to be carried out, and the proponent bears any and all risk in relying on such representation. IB 5 Proposal Structure IB 5.1 The structure of the Proponent's Proposal should concur with 1B6 Table 1 (Evaluation Criteria) IB 5.2 The Proponent's Proposal should be organized into 5 (five) Sections and labelled from A to E inclusive. The Proponent may supply further documentation as long as it is presented as an Appendix or as a separate Section ie. Section F. IB 5.3 The Proposal submission should be a maximum of ten typewritten, double sided pages in length, excluding figures, schedules and appendices. Resumes submitted should be a maximum of one page per person. Company brochures and curricula vitae may be included as an Appendix or identified as Section F, from the above submission requirements and should be a maximum of ten double sided pages. IB 5.4 The Proponent shall complete all proposal forms included in this document. (IB 5.3.1 List of forms) IB 5.5 Proponents should submit five complete copies of the (one originally signed RFP 12-18 2012-08-01 Page 7 of 12
document, and four identical photocopies). CHHC s Form of Proposal must be completed in full and be included in the front of each relevant Sections Proposal submission. IB 5.6 The Proposal and the Form of Proposal shall be submitted in a sealed envelope labelled Request for Proposal 690 Stone Church Rd. W. or RFP Number RFP 12-18 IB 6 Evaluation of Proposals IB 6.1 During the preliminary review of the evaluation process, all Proposals will be initially reviewed to determine compliance with the RFP requirements. IB 6.2 Any Proposal IB 6.2.1 not complying with the requirements of the RFP shall not be accorded any points or evaluated further, or IB 6.2.2 that fails to meet the required minimum score 73 points (Bench Mark) within an evaluation category may not be evaluated further, subject to the exercise by the CHHC, in its absolute discretion, of any right or privilege it may have in this RFP, including without limitation its right to waive irregularities. CHHC may exercise its rights and privileges under the RFP and reject a Proposal in accordance with same notwithstanding that it may be compliant with the remaining requirements of this Proposal. IB 6.2.3The Evaluation Team will evaluate compliant (or deemed compliant as a result of the waiver by the City of any non-compliance) Proposals, which have not been rejected by the City in accordance with a right or privilege of the City, and assign points up to a maximum of 100 points. Proposals will be scored by consensus of the Evaluation Team. Proposals meeting or exceeding the Benchmark will be evaluated further. IB 6.2.4 An initial determination of compliance (including deemed compliance at the preliminary review shall not preclude a finding by the City of non-compliance at the 2 nd review, particularly with respect to non-compliance with the requirements for the Form of Proposal Schedule of Quantities and Prices or any other discovered non-compliance with the RFP requirements. IB 6.2.5 Also refer to the General Conditions Section 3. Subsection GC 3.2 regarding disqualification criteria. IB 6.3 Evaluation Criteria IB 5.3.1 The criteria in IB6 Table 1 will be used in the evaluation. Proposal submissions must address these criteria in the identification and order protocol shown below. Not following this identification and order creates the risk to the proponent that, even if the information has been provided, it may be overlooked and consequently not considered in evaluation of the proponent s score. IB 6.3.2 The following is a table listing the evaluation categories, indicating: RFP 12-18 2012-08-01 Page 8 of 12
IB 6.4 Optional Interviews IB 5.3.2.1 the maximum score attainable in each category; and IB 5.3.2.12the required minimum score per category (if any) that must be attained in order to proceed to the second stage of the evaluation; and IB 5.3.2.3 the overall minimum score that must be attained ( Benchmark ) in order to proceed to the second stage of the evaluation. IB 6.4.1 Prior to the second stage, the City, at its sole discretion, reserves the right to conduct interviews with proponents who have scored 73 marks or above. The interviews will be held for the sole purpose of which will be to verify the scores which the Evaluation Team has applied to those proponents being interviewed. The interviewers will ask questions relating to the criteria set out, the RFP documents, and the proponent s Proposal. Proponents are not permitted to present any information not previously included in their Proposal. IB 6.4.2 The proponent s Project Leader and key members of the project team, as named in the Proposal submission must be in attendance at the interview. Proponents shall keep the number of presenters to the interview to no more than three people. B 6.4.3 No scoring will be given directly to the interview. The Evaluation Team will consider its prior scoring of the Proposals and adjust any, all, or none of the criteria up or down as the Evaluation Team agrees in consensus. B 6.4.4 Any interviewed proponent falling below the Benchmark will not be further reviewed. All interviewed proponents whose scores remain at or greater than the Benchmark will be reviewed further. IB 6.5 Reference Checks The Owner may call references for all proponents. No scoring will be assigned to the reference checks. References may be called for the affirmation of previous projects and experiences listed within the Proposal in relation to the staff assigned, in addition to the project outcomes. Reference checks will be conducted for the sole purpose of which will be to verify the scores which the Evaluation Team has applied to those proponents. The Evaluation Team will consider its prior scoring of the Proposals and adjust any, all, or none of the criteria up or down as the Evaluation Team agrees in consensus. References are intended to demonstrate successful and good interaction with owners of similar completed projects in the last five years, verification that prior clients have received the services which were expected to be received, and that the proponent has the capability to undertake the Project. CHHC reserves the right at its sole discretion to not call any or all of the references provided in response to this paragraph and to call for references not included in the references provided in connection with any of the proponents previous work. Refer to the General Conditions Section for further Terms and Conditions of this RFP. RFP 12-18 2012-08-01 Page 9 of 12
In particular the following subsections GC 4 Proponents Responsibilities GC 5 Opening of Proposals GC 6 Review of Proposals & Proposal Verification GC 7 Acceptance & Irrevocability of Proposal GC 8 Award of Contract Also read all the General Conditions in order to understand all the terms and conditions applicable to this RFP. TABLE 1 Evaluation Criteria Criteria A. Prime Consulting Firm s Qualifications and Relevant Experience A 1 Length of time in business. A 2 Length of time undertaking and completing work directly relevant to this Project. A3 Three references provided. References demonstrate successful and good interaction with owners of similar completed projects in the last five years, verification that prior clients have received the services which were expected to be received, and that the proponent has the capability to undertake the Project. Include contact name, position, title, organization name, telephone number, etc Maximum Score Attainable 20 Documentation of two similar projects completed within the last five years: A4 Provide a short description of the services performed for each project A5 Projects are of similar size, scope and complexity. Include references which directly refer to staff/sub-consultants for these projects. Include contact name, position, title, organization Name, telephone number, etc. RFP 12-18 2012-08-01 Page 10 of 12
B.Project Project Leader s Qualifications and Project Experience B1 Project Project Leader identified. B2 Length of time undertaking and completing work directly related to the Project. B3 Information provided includes two detailed related references and Résumé specific to the Project Leader B4 Project Leader has significant, on-going working Knowledge directly related to the scope and deliverables of this Project. B5 Extensive working knowledge, both practical and theoretical, of Current industry standards, products, equipment and Methodologies. B6 Previous multi-disciplinary project management experience. B7 Experience in multi-residential environment. B8 Experience in both government and private sector environments. Criteria 15 Maximum Score Attainable C. Multi-Discipline Project Team C1 Team members clearly identified: Mechanical, Electrical and Structural Project Leaders C2 Information provided includes two detailed related references per Team member and resumes. C3 Functions/purpose of each team member clearly identified C4 Team member experience covers various and all disciplines such as but not limited to civil, mechanical, structural and electrical. C5 Team well balanced having significant multi residential and creative industry related experience acquired in both private and government environments. C6 Team experience is current and has demonstrated innovative, Cost effective, refined design solutions in previous projects. C7 Team members have extensive working knowledge both practical and theoretical application of current industry standards, products, equipment And energy saving methodologies. C8 Sub-consultants having related experience in a multi discipline team environment. 25 RFP 12-18 2012-08-01 Page 11 of 12
D. Understanding of Methodology and Approach to Project D1 Prime Consultant demonstrates a comprehensive and full Understanding of the scope of the Project and deliverables. D2 Approach and methodology are clear, concise, detailed, practical, thorough and reasonable. D3 Any assumptions made are valid and within Project parameters. D4 Approach applied ensures successful completion of all Deliverables and within time allocation as specified. 10 E. Project Timelines/Schedules (Ability to complete Project on time) E1 Comprehensive and detailed Project schedule provided. E2 Scheduling reflects full understanding of Project requirements. E3 Schedule meets Project timeliness as specified. F. Fee Proposal The fee proposal being the lowest will receive maximum points allowed. Other fee proposal will receive a percentage of the points available based on the cost relationship to the lowest proposal received. Lowest cost fee proposal received Fee quotation being evaluated X Maximum available points = Awarded Score Maximum Attainable Points 5 25 100 RFP 12-18 2012-08-01 Page 12 of 12