Request for Proposals General Contractor Services - Small Projects Issue Date: May 7, 2018
General Contractor Services - Small Projects TABLE OF CONTENTS DEFINITIONS ------------------------------------------------------------------------------------------------------------------ 3 1 INSTRUCTIONS TO PROPONENTS ---------------------------------------------------------------------------------- 4 1.1 Project Description... 4 1.2 Instructions to Proponents... 4 1.3 RFP Documents... 4 1.4 Closing Date and Time... 4 1.5 Instructions for Proposal Submission... 4 1.6 Questions and Clarifications... 5 1.7 Addenda... 5 1.8 Proposal Submission... 5 1.9 Withdrawal of Proposal... 5 1.10 Prices... 5 1.11 Proponent s Qualifications... 5 1.12 Evaluation Criteria... 6 1.13 Examination of Proposal Documents and Work Sites... 7 1.14 Contract... 7 1.15 Eligibility... 7 2 GENERAL CONDITIONS ----------------------------------------------------------------------------------------------- 8 2.1 Terms and Conditions... 8 2.2 Advertisement... 8 3 SCOPE OF SERVICES --------------------------------------------------------------------------------------------------- 9 3.1 Purpose... 9 3.2 Scope of Services... 9 3.3 Term... 9 3.4 Regular Working Hours... 9 3.5 Scheduled After Hours Services Requests... 9 3.6 Worksite Security Procedures... 9 3.7 Work Request - Process...10 3.8 Performance Standards...10 3.9 Clean Up...10 3.10 Operations and Coordination of the Services...10 3.11 Equipment, Materials and Workmanship...11 3.12 Identification of Employees...11 Appendix A Approach & Methodology - Drawing PROPOSAL SUBMISSION FORM File #: 03-1220-20/18-04-02/1 Doc #: 2917119.v4 Page 2 of 11
General Contractor Services - Small Projects DEFINITIONS Agreement Contract means the contract for services or City Purchase Contract or Purchase Order that will be issued to formalize with the successful Contractor through negotiation process with the City based on the proposal submitted and will incorporate by reference the Request for Proposals, Specifications, Drawings, any additional subsequent information, any addenda issued, the Contractor s response and acceptance by the City. City means City of Coquitlam. Contractor means the person(s) firm(s) or corporation(s) appointed by the City to carry out all duties, obligations, work and services first contemplated in the Request for Proposal and all associated documentation, which may also include mutually agreed revisions subsequent to submission of a Proposal. Both Contractor and Proponent are complementary in terms of duties, obligations and responsibilities contemplated at the Request for Proposals stage, through evaluation process, execution and performance of the services and Works. Proponent Response means a company that submits a response to the RF. Proposal means the submission by the Proponent. RFP means the request for proposals or request for information issued by the City of Coquitlam. Services means the goods and services required for the fulfillment and completion of the Contract as described in the RF. Supply Provide shall mean supply and pay for and provide and pay for. Shall Must Will Mandatory means a requirement that must be met. Work shall unless the context otherwise requires, mean the whole of the work, tools, materials, labour, equipment, travel, and all that is required to be done, furnished and performed by the Contractor. File #: 03-1220-20/18-04-02/1 Doc #: 2917119.v4 Page 3 of 11
General Contractor Services - Small Projects 1 INSTRUCTIONS TO PROPONENTS 1.1 Project Description The City of Coquitlam ( City ) requests Proposals from qualified, experienced companies to provide General Contractor Services for Small Projects on an as needed and when requested basis. Contractors will be placed on a pre-qualified list. The selection of any Proponent will be based on the Proponent s resources, past project experience, references and financial offering. The City also reserves the right in its sole discretion to approach one or more of the pre-qualified contractors on a project-by-project basis to obtain project specific quotes. 1.2 Instructions to Proponents Proponents are advised that the rules for participation that will apply to this RFP are: City of Coquitlam Instructions to Proponents By submission of a proposal in response to this RFP, the Proponent agrees and accepts the rules by which the bid process will be conducted. This contract may be renewed for additional terms based on mutual agreement of price and service. 1.3 RFP Documents RFP documents are available for downloading from the City of Coquitlam website: www.coquitlam.ca/bidopportunities 1.4 Closing Date and Time Proposals will be received by the City of Coquitlam on or before 2:00 pm local time: 1.5 Instructions for Proposal Submission Tuesday, May 29 th, 2018 Proposal submissions are to be consolidated into one PDF file and uploaded through Qfile, the City s file transfer service accessed at website: qfile.coquitlam.ca/bid 1. in the Subject field enter: RFP Number and Name 2. Add files in.pdf format and Send (Ensure your web browser remains open until you receive 2 emails from Qfile to confirm upload is complete and was sent to email: bid@coquitlam.ca ) Proposals submitted shall be deemed to be successfully received when displayed as new email in the in-box of the City email address. The City will not be liable for any delay for any reason including technological delays, or issues by either party s network or email program, and the City will not be liable for any damages associated with Proposals not received. The City reserves the right to accept Proposals received after the closing date and time but is under no obligation to evaluate. Proposals will not be opened in public. File #: 03-1220-20/18-04-02/1 Doc #: 2917119.v4 Page 4 of 11
General Contractor Services - Small Projects 1.6 Questions and Clarifications Queries and requests for clarifications are to be submitted in writing submitted within three business days prior to the RF closing date sent to email: bid@coquitlam.ca. The City shall determine, at its sole discretion, whether the query requires response, and such responses will be made available to all by issue of addenda posted on the City s website. No oral conversation will affect or modify the terms of the RF. 1.7 Addenda Proponents are required to check the City s website for any updated information and Addenda issued before the Closing Date at the following website address: www.coquitlam.ca/bidopportunities 1.8 Proposal Submission Proponents should complete and submit the information requested in this RFP document on the Proposal Submission Form or in a format that has been approved and is acceptable to the City. 1.9 Withdrawal of Proposal Proposals may be withdrawn upon request by an authorized representative of the Proponent sent to email: bid@coquitlam.ca prior to the closing date & time. 1.10 Prices All Prices shall be in Canadian Funds, shall remain FIRM for the initial Term. Supply and delivery of materials is to be included in the price, FOB: to the various locations in the City of Coquitlam. Prices shall include the provision of all tools, materials, equipment, labour, transportation, fuel, supervision, management, overhead, materials, traffic control, services, all necessary packing and crating (where applicable), Canadian Customs import and export duties, freight, handling, transportation, insurance, all other associated or related charges, foreign, federal, provincial and municipal taxes, bonding costs, all licences, permits, inspections and all other requirements necessary for the commencement, performance and completion of services as described. Taxes are to be shown separately at time of invoicing. 1.11 Proponent s Qualifications Proponents submitting a Proposal in response to this RFP should have at a minimum the following qualifications: A minimum five years proven satisfactory experience in providing general contractor services for small projects with similar size and nature of business; Be registered as a legal entity under the BC Registrar of Companies; Proponent shall be in good standing with WorkSafeBC and to submit with their Proposal a Clearance Letter from WorkSafeBC confirming the Proponent is currently in good standing File #: 03-1220-20/18-04-02/1 Doc #: 2917119.v4 Page 5 of 11
General Contractor Services - Small Projects 1.12 Evaluation Criteria The criteria for evaluation of the Proposals may include, but is not limited to: Corporate Experience and Resources 40 points Established business and demonstrated performance providing services of similar size, scope and complexity Staff experience, equipment and resources Technical 30 points Sample GAANT Chart Schedule Approach and Methodology, Disposal and Quality Assurance Quotes, Invoices, and Reports Financial 30 points Prices (Labour, equipment & materials) Sustainable Value Value Added These criteria will be used to determine best overall value to the City. Proposals will be compared to select one or more that are most advantageous. And, upon selection of one or more lead proponent(s): References may be contacted Interviews may be conducted Verification of the contractor s Insurance, WorkSafeBC and Health & Safety Plan No scores or rates will be provided to any Proponents. Results of reference checks will not be disclosed or discussed with any Proponent. The lowest proposed Proposal price or any Proposal will not necessarily be accepted, nor will there be any obligation to accept any Proposal if that Proposal is the sole bid. Without limiting the generality of the foregoing, any Proposal which is incomplete, obscure or irregular may be rejected; any Proposal having erasures or corrections in the Proposal submission may be rejected; any Proposal that has any deletions, alterations, or changes in the contract documents as listed herein may be rejected. The City may compare bids to select the one that is most advantageous. The City reserves the right to reject without further consideration any Proposal which in its opinion does not meet the criteria it considers essential for the work outlined in this RFP. File #: 03-1220-20/18-04-02/1 Doc #: 2917119.v4 Page 6 of 11
General Contractor Services - Small Projects 1.13 Examination of Proposal Documents and Work Sites The Proponent must carefully examine the Proposal Document & Facilities. The Proponent may not claim, after the submission of a Proposal, that there was any misunderstanding with respect to the requirements and conditions imposed by the City of Coquitlam. There will be no opportunity to make any additional claim for compensation or invoice for additional charges that were not considered and included in the Proposal price submitted, unless the City, at its sole discretion, deems that it would be unreasonable to do so, or there are additional work requirements due to unforeseen circumstances. 1.14 Contract Award will be confirmed by issue of a City Purchase Contract or Purchase Order (PO) incorporating the information contained in this RFP, The City s Terms and Conditions of Purchase published on the City s website, the accepted proposal, addenda and any subsequent clarifications, correspondence, the totality of which will constitute the Contract. 1.15 Eligibility For eligibility, as a condition of award, the successful company would be required to meet or provide the equivalent: a) Professional and Commercial General Liability (CGL) insurance coverage provided on the City s Certificate of Insurance - Contractor Form b) Be registered and provide WorkSafeBC clearance c) Prime Contractor Designation Form d) Accept the City s standard Terms and Conditions posted on the City s website: Terms and Conditions of Purchase e) A City of Coquitlam or Tri Cities Intermunicipal Business License These items are not required as part of this Proposal Submission but will be required prior to entering into an agreement with the City for Services. File #: 03-1220-20/18-04-02/1 Doc #: 2917119.v4 Page 7 of 11
General Contractor Services - Small Projects 2 GENERAL CONDITIONS 2.1 Terms and Conditions The City s Terms and Conditions, as published on the City s website, the Conditions listed below, along with the accepted proposal, addenda and any subsequent clarifications, correspondence, the totality of which will constitute the Contract. 2.2 Advertisement The Contractor shall not advertise its relationship with the City without prior written consent from the City. File #: 03-1220-20/18-04-02/1 Doc #: 2917119.v4 Page 8 of 11
General Contractor Services - Small Projects 3 SCOPE OF SERVICES 3.1 Purpose The City owns and operates various types of facilities ranging from fire halls, police station and community police offices, libraries, works yards, multi use recreational facilities, outdoor public washrooms and associated facilities, and rental houses. The scope of services includes but is not limited to the following types of projects; Renovations at existing City facilities to facilitate internal growth or update finishes etc. Tenant improvement type office space fit-outs Building envelope repairs The General Contractor shall provide Construction Services for various small projects throughout the City on an as and when requested basis. Small projects are described as projects valued in the range of $10,000.00 to $200, 000.00 per project. 3.2 Scope of Services The Services will include but are not limited to the following construction trades: CONSTRUCTION TRADES Site Preparation/Hoarding Testing Hazardous Materials etc. Demolition/Disposal Concrete Framing Drywall & T-Bar Ceilings Carpentry Millwork Glazing Doors/Hardware Flooring Painting & Wall Coverings Full Scope Mechanical Plumbing/Sprinklers/HVAC Electrical & Data 3.3 Term The initial term of contract shall be for a two year period, commencing approximately June 2018. 3.4 Regular Working Hours The regular working hours shall be 8:00am to 5:00pm, Monday through Friday. No work will be performed outside of regular business hours without the prior approval of the City. 3.5 Scheduled After Hours Services Requests Contractors must have personnel available to work on weekends and outside of normal working hours, when requested by the City. 3.6 Worksite Security Procedures The Contractor will be required to report to the City designated staff upon arrival, before starting any work and prior to departure from the work site. An identity badge, parking pass and/or keys for equipment room access may be required. File #: 03-1220-20/18-04-02/1 Doc #: 2917119.v4 Page 9 of 11
General Contractor Services - Small Projects Contractor s personnel performing work at the Public Safety Building, and any other sites as designated by the City, shall be required to successfully complete and maintain a security clearance for the duration of this contract. Any employees denied security clearance shall be restricted from entering the designated worksites, and the Contractor shall provide an employee who has obtained a security clearance. Any costs for obtaining security clearance will be the responsibility of the Contractor. 3.7 Work Request - Process When a pre-qualified Contractor is requested to provide a project specific quote, they shall provide the City with the following: An outline of the methodology proposed as how the Contractor will complete the project on time and on budget, including a schedule of the key work activities and deliverables; Breakout of labour type, number of hours, materials and any other charges; Outline of sub-contractors to be used in what capacity; Following the receipt of project specific quotes, the City reserves the right to negotiate with one or more Contractors, to ensure all work meets the assigned budget for the project quoted. The City reserves the right to terminate the pre-qualification shortlist or issue a new RFP. The City reserves the right to add new companies to the pre-qualified shortlist on an on-going basis. The City reserves the right to select any prequalified Contractor if in the City s sole opinion that Contractor has the preferred skills and resourcing that are required for the specific project. 3.8 Performance Standards To ensure that the City receives the highest quality performance standards, the following procedures will be used in order to monitor each contractor. At the completion of each project, City staff will review the performance of the contractor and their sub-contractors. In the event that that a Contractor have not performed well in accordance with the expectations of the completed project, the Contractor may be removed from the pre-qualification list. 3.9 Clean Up At the end of each day and upon completion of the work, the Contractor shall leave the work site in a clean and tidy condition, and dispose of waste materials in accordance with all applicable regulations. 3.10 Operations and Coordination of the Services The Contractor shall agree to coordinate the execution of the Services with the City such that disruption of the work of all involved is minimized. Operations will continue and the facilities will be in full use by staff and public. File #: 03-1220-20/18-04-02/1 Doc #: 2917119.v4 Page 10 of 11
General Contractor Services - Small Projects 3.11 Equipment, Materials and Workmanship The Contractor shall ensure that they are qualified and experienced and have the necessary resources for the successful completion of the work including any amendments as they may occur during the execution of the work. All work shall be performed by skilled, qualified and experienced Trades personnel. All equipment, materials and labour utilized and all workmanship shall comply with all current codes, standards, regulations and statutes pertaining to the services including, but not exclusively: a) Canadian Standards Association (CSA) b) WorkSafeBC c) BC Provincial Motor Vehicle Act d) BC Building Code and National Building Code e) City of Coquitlam relevant by-laws and codes f) Master Painters and Decorating Association (MPDA/MPI) g) Workplace Hazardous Material Information System (WHMIS) Equipment must be in good mechanical repair and not require excessive maintenance or create excessive down time that jeopardizes the Contractors ability to provide the services agreed to. 3.12 Identification of Employees All personnel employed by the Contractor shall at all times be readily identifiable as being an employee of the Contractor. At all times while working on City premises the Contractors employees and sub-trades shall carry on their person, personal photographic identification. Service vehicles shall also have the Contractor s business name clearly marked. Only employees of the Contractor (or Contractor s approved sub-contractor(s) specifically assigned to carry out the work will be allowed to enter the City facilities. While the Contractors employees are on the City s premises, the Contractor shall require them to conduct themselves in a professional manner. Contractor shall report in and out to the City Site Contact Person when attending sites. File #: 03-1220-20/18-04-02/1 Doc #: 2917119.v4 Page 11 of 11
RFP 18-04-02 APPENDIX A - Approach and Methodology
REQUEST FOR PROPOSALS GENERAL CONTRACTOR SERVICES - SMALL PROJECTS Proposals will be received on or before 2:00pm local time on: Tuesday May 29 th, 2018 (Closing date and time) INSTRUCTIONS FOR PROPOSAL SUBMISSION Proposal submissions are to be consolidated into one PDF file and uploaded electronically through QFile, the City s file transfer service accessed at website: qfile.coquitlam.ca/bid 1. In the Subject Field enter: RFP Number and Name 2. Add files in.pdf format and Send (Ensure your web browser remains open until you receive 2 emails from Qfile to confirm upload is complete.) Proponents are to allow ample time to complete the Proposal Submission process. If assistance is required phone: 604-927-3060 Proposal Submission Form (Complete and return this section) Submitted by: (company name) File #: 03-1220-20/18-04-02/1 Doc #: 2917119.v4 PF - Page 1 of 11
General Contractor Services - Small Projects Proposal Submission Form 1. PRICE i. HOURLY RATES Hourly rates are stated in CANADIAN currency and exclude GST. Rates are inclusive including, without limitation, wages, benefits, vehicle, fuel, tools, mobilization and demobilization, overhead and profit. a) General Contractor Hourly Rates HOURLY RATES DESCRIPTION REGULAR OVERTIME Project Manager Project Coordinator Site Superintendent/Foreman Administration Safety Officer b) Proponent is to state days and times as to when regular and overtime rates apply: Regular and Overtime Rates Description Days Hours Regular Rates Overtime Rates c) Other (Please state) HOURLY RATES OTHER (Specify) REGULAR OVERTIME File #: 03-1220-20/18-04-02/1 Doc #: 2917119.v4 PF - Page 2 of 11
General Contractor Services - Small Projects Proposal Submission Form ii. MATERIALS, EQUIPMENT & SUB-CONTRACTORS Materials are to be itemized and charged separately. Proponents are to attach a rate sheet for common types of products, materials and rental equipment. a) Mark Up Rates DESCRIPTION Materials Sub-Contractor Rental Equipment MARK UP RATES MARK UP % % % 2. ACCEPTANCE The City requests that proposals remain open for acceptance for a period of not less than sixty (60) days from the closing date. We confirm that this proposal is open for acceptance by the City for a period of days. 3. ADDENDA We acknowledge receipt of the following Addenda related to this Request for Proposals and have incorporated the information received in preparing this Proposal: Addendum No. Date Issued File #: 03-1220-20/18-04-02/1 Doc #: 2917119.v4 PF - Page 3 of 11
General Contractor Services - Small Projects Proposal Submission Form 4. EQUIPMENT AND VEHICLES Equipment used at the work site must be clearly identified. Please list Contractor s vehicles and equipment which is owned or leased and would be used in providing the services. Demonstration of the equipment offered may be required and must comply in all respects with the standards, requirements and governing regulations of the BC Motor Vehicle Act. EQUIPMENT AND VEHICLES Equipment Make / Model Year File #: 03-1220-20/18-04-02/1 Doc #: 2917119.v4 PF - Page 4 of 11
General Contractor Services - Small Projects Proposal Submission Form 5. PERSONNEL Provide list of personnel currently employed with the company that have obtained the required qualifications. The City may request verification and copies of certificates for any personnel listed. Only qualified personnel will be permitted to service City facilities. PERSONNEL Name Qualifications Work Experience File #: 03-1220-20/18-04-02/1 Doc #: 2917119.v4 PF - Page 5 of 11
General Contractor Services - Small Projects Proposal Submission Form 6. SUB-CONTRACTORS The following sub-contractors may be utilized in provision of the services and will comply with all the terms and conditions described in this RFP. The General Contractor will be the Prime Contractor and will be responsible for the performance and quality assurance of sub-contractor work. Name of Company Services Offered Contact Name and Phone Number File #: 03-1220-20/18-04-02/1 Doc #: 2917119.v4 PF - Page 6 of 11
General Contractor Services - Small Projects Proposal Submission Form 7. EXPERIENCE AND REFERENCES Contractors shall be competent and capable of performing the services requested. Projects indicated below should be related to operations similar in size, scope and complexity please provide examples for projects completed up to $200,000. By submission of a Proposal, Proponents agree the City may verify information provided. Information obtained from reference checks will not be discussed or disclosed to any proponents. Year Started Year Completed (or on-going) Description of Project/Scope of Work Company/Client Contact Person Telephone and Email Approx. Value of Project Year Started Year Completed (or on-going) Description of Project/Scope of Work Company/Client Contact Person Telephone and Email Approx. Value of Project Year Started Year Completed (or on-going) Description of Project/Scope of Work Company/Client Contact Person Telephone and Email Approx. Value of Project File #: 03-1220-20/18-04-02/1 Doc #: 2917119.v4 PF - Page 7 of 11
General Contractor Services - Small Projects Proposal Submission Form 8. APPROACH AND METHODOLOGY Scenario Please reference Appendix A Approach and Methodology - Drawing. The Contractor has been contacted by the City to complete a renovation of the existing boardroom at Town Centre Fire Hall. The proposed project involves demising the boardroom into two separate new office spaces. Work is to commence May 31 st 2018. The scope of work is to include but is not limited to: Demolition/disposal of the existing millwork and furniture Removal of the existing architectural ceiling Erection of a drywall demising wall between the spaces Installation of a new T-Bar ceiling Painting Installation of two (2) new data drops Installation of three (3) new receptacles The work must be completed while the fire hall is still operational and staff will be present in the surrounding office spaces. Work Plan Based on the above scenario and attached drawing, describe your typical work plan or project methodology, hours of work, size of crew, and risk considerations and mitigation procedures. Please also provide a GAANT format schedule for completing the work. 9. ATTACH EXAMPLE REPORTS Based on the above scenario, and the rates and charges provided in your proposal, attach to your proposal the following documents based on successful completion of the call out: a) Quote. b) Invoice Attach any other examples and describe the reporting and invoices that will be provided. File #: 03-1220-20/18-04-02/1 Doc #: 2917119.v4 PF - Page 8 of 11
General Contractor Services - Small Projects Proposal Submission Form 10. DISPOSAL Describe your disposal process, including recycling and salvage of existing material and state locations you would utilize for disposal and recycling: Process Location(s): 11. QUALITY ASSURANCE PROGRAM Describe your quality assurance program: 12. PERMITS Confirm compliance to all inspection requirements and deliverables detailed in Section 3 Scope of Services or describe any and all variations: 13. CONTACT PHONE NUMBERS Contractors shall provide one or more telephone numbers for contacting a company representative at any time, regular time, after daytime working hours: Hours Contact Name Phone/Cell Number During Regular Hours Outside Regular Hours File #: 03-1220-20/18-04-02/1 Doc #: 2917119.v4 PF - Page 9 of 11
General Contractor Services - Small Projects Proposal Submission Form 14. HEALTH AND SAFETY PROGRAM Confirm your company has a written safety program in place that meets the requirements of WorkSafeBC: 15. VALUE ADDED Please provide information on what makes your firm innovative, what is your competitive advantage, and what other services your firm provides that would assist or be of benefit to the City: 16. SUSTAINABLE PRACTICES AND INITIATIVES Describe all initiatives, policies, programs or products that illustrate your firm s efforts towards sustainable practices and responsibility. Describe how these programs will provide benefit to the City and its citizens. (Social/Ethical, Environmental, Economic/Financial) File #: 03-1220-20/18-04-02/1 Doc #: 2917119.v4 PF - Page 10 of 11
General Contractor Services - Small Projects Proposal Submission Form 17. AUTHORIZATION We hereby submit our Proposal for the services as specified and undertake to carry out the work in strict accordance with all referenced Terms & Conditions, Regulations and Codes, Specifications. Company Name: Address: Phone: GST Registration No.: Project Contact: Name and Title of Individual for communication related to this RFP (please print) Contact Email: Name & Title of Authorized Signatory: (please print) Signature: Date: The signature is an authorized person of the organization and declares the statements made in their submission are true and accurate. For the purpose of this RFP, electronic signatures will be accepted. File #: 03-1220-20/18-04-02/1 Doc #: 2917119.v4 PF - Page 11 of 11