REQUEST FOR QUOTATION DOCUMENT
For Construction Administration
(SINGLE or MULTIPLE CONSTRUCTION CONTRACTS)
PART A - TERMS OF REFERENCE (Version 3.0, December 2016)
Basis of Payment: LUMP SUM PRICE
Assignment Number:
Contract(s) Number:
Insert a description
Insert Region
Insert Date (Month Year) that the RFQ was posted
Ministry of Transportation
Ontario
CA RFQ, Part A
Version 3.0 –Lump Sum Price Assignment Number: insert
TABLE OF CONTENTS
1.0 GENERAL INFORMATION AND INSTRUCTIONS 1
1.1 RFQ Package 4
1.2 PROPONENTS’ UNDERSTANDING OF THIS ASSIGNMENT 5
1.3 QUOTATION submission instructions 7
2.0 RFQ SCHEDULE 10
3.0 THE SERVICES AND DELIVERABLES 11
3.1 Technical Standards and Specifications 12
3.2 Professional Services 12
3.3 Construction Administration (CA) Services 13
3.4 QUOTATION submission MINIMUM requirements 16
3.5 SCHEDULE 35
3.6 QUALITY CONTROL PLAN FOR the ca SERVICES 35
3.7 DELIVERABLES 38
3.8 BASIS OF PAYMENT 45
TABLE 1: CA Price Reference - Price Offer Breakdown 46
TABLE 2: Staff Pricing 47
TABLE 3: Engineering Materials Field Testing Reference 48
4.0 GENERAL INFORMATION 50
4.1 PERFORMANCE EVALUATION 50
4.2 RIGHT TO ACCEPT OR REJECT 51
4.3 EXECUTION OF CONTRACT 51
4.4 FAILURE TO EXECUTE CONTRACT 52
4.5 NO LIABILITY FOR EXPENSES OR DAMAGES 52
4.6 RFQ EVALUATION AND AWARD 52
4.7 IRREVOCABLE RESPONSE 53
4.8 CONTACT PERSON 53
4.9 CHANGES TO THE Quotation SUBMISSION 53
4.10 CONFIDENTIAL RESPONSES 54
4.11 CONFLICT OF INTEREST 54
4.12 TAX COMPLIANCE 55
4.13 OCCUPATIONAL HEALTH AND SAFETY 55
4.14 iNSURANCE 60
Appendix 1 61
CA RFQ, Part A
Version 3.0 –Lump Sum Price Assignment Number: insert
1.0 GENERAL INFORMATION AND INSTRUCTIONS
Definitions
“MTO” or “ministry” refers to the Ontario Ministry of Transportation.
“RAQS” refers to the Registry, Appraisal and Qualification System.
“Preferred Proponent” is the entity that is selected by the ministry to enter into the final Agreement.
“Proponent” includes firms qualified in the Prime Specialty for this Assignment that submits or intends to respond to this Request for Quotation (RFQ) prior to the Quotation Submission Deadline.
“Service Provider” refers to the successful Total Project Management Service Provider for this Assignment, also identified as the Prime firm under the RAQS Prime Specialty.
“Sub-Service Provider” refers to a firm or individual that has been hired by the Prime firm to perform specific tasks of this Assignment.
“Agreement Administrator” refers to the ministry’s Agreement Administrator, including the Area Contracts Engineer or Contract Services Administrator.
“Quotation Submission” refers to documents Proponents submit in response to this RFQ.
“Request for Quotation” is the process and documents used to invite Proponents into the bidding process for this Assignment.
“Agreement” means the executed RFQ for this Assignment by the ministry and the Service Provider.
“Principal” is an individual in a firm who possesses the legal responsibility for its management (owner, partner, officer, administrator, etc.). The Principal must be identified by the firm as one of the Key Contact/Alternate Contact in RAQS under General Information.
Accessibility Requirements
Accessibility legislations require adherence to:
1. Ontarians with Disabilities Act (ODA) Section 5, Government Goods and Services. Please refer to the disability section of the OPS Inclusion Lens for more information.
2. Accessibility Standards for Customer Service (ASCS) regulated under the Accessibility for Ontarians with Disabilities Act (AODA), Section 6 (1.1 and 2).
To comply with the AODA accessible customer service training requirements, the Service Provider provides shall require that every employee, agent or volunteer, or other persons associated, with the Service Provider who deals with members of the public or other third parties on behalf of MTO, be trained about provision of goods or services to persons with disabilities.
The Service Provider shall keep records of such training, including the dates on which the training is provided and the number of individuals to whom it is provided, and shall provide documentation of the training to MTO upon request.
These training requirements can be fulfilled by completing the e-Learning course: Serve-Ability: Transforming Ontario's Customer Service.
Intent of the RFQ
HER MAJESTY THE QUEEN in right of the Province of Ontario, represented by the Minister of Transportation for the Province of Ontario (the "ministry") is issuing this RFQ solicitation document, which sets out the Assignment’s Quotation Submission process and terms that will govern the Service Provider’s Performance Evaluation (as specified in Part A Section 4) for the Agreement.
The intent of this Request for Quotation (RFQ) is to identify qualified Proponents having demonstrated experience, expertise and resources to provide Construction Administration (CA) Services.
This RFQ is open to all qualified Proponents in the Low/Medium/High Construction Administration RAQS category.
A Quotation Submission by Proponents for this Assignment is an acknowledgement that the Proponents have the resources available for the duration of this Assignment.
The ministry reserves the right to revise the advertised RFQ up to the Quotation Submission Deadline.
The ministry reserves the right to modify the schedule, or cancel this RFQ for any reason, without incurring any liability for costs, losses or damages incurred by Proponents.
Any changes or revisions to the RFQ will be issued as a formal addendum and posted for all Proponents to access.
1.1 RFQ Package
This RFQ package consists of the following documents:
(a) Part A – Terms of Reference: Describe the acquisition and contract management process for this Assignment.
(b) Part B – Legal Terms and Conditions.
(c) Part C – Forms and Notices that Proponents will be required to complete:
· Form 1 (a) OR 1(b): Offer and Acceptance
· Form 2: Additional Information
· Form 3: Certification – Conflict of Interest (Part 3(a) OR 3(b), AND Part 3(c))
· Form 4: Occupational Health & Safety Statutory Declaration
· Form 5: RAQS Declaration
· Form 6: Intention to Submit – (Applicable/Not Applicable)
(d) Clarifications/Addenda received by the Anticipated Clarification Posting Date.
Where Form 6 is indicated for this Assignment, a Proponent interested in submitting a response to this RFQ should complete Form 6 and submit via hard copy, Fax, PDF or email. The ministry will determine the time of receipt of Form 6. The Proponent alone bears the responsibility for the delivery of Form 6 to the address and person by the stipulated date and time.
Each Proponent must satisfy itself as to the sufficiency of the information presented and obtain any updating or additional information, and perform any studies, analysis or investigations Proponents deems necessary in order to deliver the requirements of this Contract.
In the event of conflicts or inconsistencies, the documents with the most recent date shall prevail.
The generic RFQ Parts B and C can be downloaded from the RAQS public website.
1.2 PROPONENTS’ UNDERSTANDING OF THIS ASSIGNMENT
It is the Proponents’ responsibility to obtain all the necessary information concerning the intent and requirements of this Assignment and its construction contract(s). All Quotation Submissions shall be prepared by and at the expense of the Proponents.
Each Proponent shall be solely responsible for examining the RFQ Package up to the Quotation Submission Deadline, and shall be deemed to have satisfied itself of the sufficiency of its Lump Sum Price for the Services and Deliverables for this Assignment.
It is the sole responsibility of each Proponent to review the RFQ Posting Notice up to the Quotation Submission Deadline for any Clarifications, Addenda and/or revisions to this Assignment’s schedule. All Quotation Submissions shall be prepared by and at the expense of the Proponents
It is the sole responsibility of the Proponent to include sufficient numbers of staff with the qualifications necessary for this Assignment.
A Proponent who has questions regarding any part of this Assignment including any error(s), inconsistency(ies) or omission(s) must make a written enquiry to the ministry prior to insert time on the insert date, month and year, requesting Clarification at the following address:
Insert Assignment No.
GWP/WP Numbers
Attention: Contract Services Administrator Name or Area Contracts Engineer or RAQS Coordinator
E-mail address
Or by facsimile at: (XXX) XXX XXXX
Or by electronic mail to:
Proponents shall not make verbal enquiries to ministry staff with respect to this Assignment. No information given orally by ministry staff will be binding, nor will it be construed so as to change the requirements of this RFQ, and will not be a factor in the evaluation of Submissions by the ministry in any way.
The ministry reserves the right to distribute questions and answers (Clarifications) to all other Proponents. The ministry reserves the right to revise this RFQ up to the Quotation Submission Deadline.
The ministry, at its discretion, will post Clarifications on the Project Notice by the Anticipated Clarification Posting Date.
Depending on the nature of the Clarifications, the Anticipated Clarification Submission Deadline and the Clarification Posting Date may be revised.
Non-Collusion
Proponents shall not discuss or communicate with any other Proponents about the preparation of their Quotation Submission. Each Proponent shall participate in the in the procurement process for this Assignment, fairly and without collusion or fraud.
1.3 QUOTATION submission instructions
The Service Provider and sub-Service Provider and Construction Administration staff performing the Services under this Agreement shall be independent Service Providers which are not owned by, in whole or in part, or affiliated with, the construction contractor, a sub-contractor or a supplier of construction material under the construction contract for this Assignment.
The Construction Administration staff credentials and qualifications required as described throughout this document must remain in force until submission of final the Services and Deliverables for this Assignment.
Only the Proponents registered for the Registry, Appraisal and Qualification System (RAQS) Prime Specialty, as identified in the RFQ Posting Notice, will be considered. In addition, Proponents must have their Core Plan and their Generic Category Plan registered for the “Construction Administration” Category.
The Quotation Submission for this Assignment shall consist of:
1. The two (2) following Envelopes:
Envelope #1 (Financial) is to include:
· Three (3) completed and signed copies of Form 1 (of the RFQ Part C).
· Pricing Tables from Section 3.8 Part A of this RFQ.
Envelope #2 (Additional Information) is to include:
· Three (3) completed and signed copies of Forms 2, 3, 4 and the completed and signed RAQS Declaration Form (Form 5) all made available in Part C of the RFQ.
· At least one (1) signed original copy of the Transmittal Letter indicating:
- The Proponent’s intention to submit a Quotation for this Assignment with the name, title, address and telephone number of the Principal who will serve as the contact for this Assignment.
- Be signed by an individual listed in RAQS as the Proponent’s Key or Alternate Contact with the authority to legally sign a binding Agreement on behalf of the firm.
- In case of a Joint-Venture, a jointly signed Transmittal letter must also affirm all requirements of this Assignment.
· Any additional information (as specified in Section 3.0 Part A of this RFQ).
All pages of the Submission (excluding staff resumes) shall have a header clearly indicating the Proponent’s Name and the Assignment Number.
The Quotation Submission and Envelopes #1 and #2 must clearly indicate the:
§ Envelope number
§ Project Location and GWP Number
§ Construction contract Number
§ Date
§ “CONFIDENTIAL
§ Assignment number
§ Proponent's name and return address/deliver to:
Attention: XXXXXXXXXXXX, Area Contracts Engineer or Contract Services Technician or Contract Services Administrator
Assignment No.: XXXX-C-XXXX
Project Description: Construction Administration Services for construction Contract XXX-XXXX
For multiple assignments insert instructions and separate lines for each additional construction Contracts.
The Quotation Submission must be received at the above specified location no later than the insert day and date of insert month, insert year, at 1:30:00 p.m.
A Quotation Submission not received by the stipulated closing date and time (Quotation Submission Deadline) will be disqualified. Late Quotation submissions will not be considered, and will be returned unopened to the Proponent.
The Proponent bears alone the responsibility for the delivery of the Quotation Submission to the above address by the stipulated closing date and time (Quotation Submission Deadline). The ministry will not be responsible for the Quotation Submissions delivered to the mailroom, security or to any other ministry locations when they do not arrive at the specified address before the closing date and time.
Unsigned Quotations Submissions or Addenda thereto will be disqualified and not considered for further evaluations by the ministry.
The Quotation Submission must be in hard copy form. Quotation submissions received via facsimile transmissions will not be accepted. The time of receipt of the Quotation submission will be determined by the ministry's date/time stamp.
Quotation Submission Clarifications by the Ministry
The person identified as the Principal in the Transmittal Letter of the Proponent’s Quotation Submission will be one of the contact persons in RAQS and will be the ministry’s primary contact for any issues/Clarification, which arise during the procurement process.
The ministry reserves the right to seek Clarification(s) and supplementary information relating to the Clarification from Proponents after the Quotation Submission Deadline. The ministry reserves the right to interview any or all Proponents to seek Clarification(s).
The Proponent is responsible to provide their written Clarification(s) within three (3) Business Days.
The ministry reserves the right to accept or reject any written Clarification(s) submitted by a Proponent. The purpose of the Clarification(s) is not to alter the content of the original Quotation Submission and/or Lump Sum Price. The response received by the ministry from a Proponent shall, if accepted by the ministry, form an integral part of that Proponent's Quotation Submission.
If the ministry receives information at any phase of the procurement process which results in earlier information provided by the Proponent, deemed by the ministry as inaccurate, incomplete or misleading, the ministry reserves the right to revisit the Proponent’s compliance with the requirements of this RFQ.
2.0 RFQ SCHEDULE
The following schedule is tentative and may change at the discretion of the ministry without financial consequences to the ministry.
Activity / Date / Deadline /Posting Date / Insert Day / Date *****
Deadline for Proponents to notify the ministry of Intention to Submit (i.e. submission of Form 6 of Part C) / Insert Day / Date / Time or Not Applicable *****
Anticipated Viewing Session / Distribution of additional material (i.e. when using Form 6) / Insert Day / Date / Time or Not Applicable *****
Clarification Submission Deadline / Insert Day / Date / Time i.e. 1:30:00 p.m. *****
Anticipated Clarification Posting Date / Insert Day / Date *****
Quotation Submission Deadline / Insert Day / Date / Time i.e.1:30:00 p.m. *****
Insurance Certificate / Date/time set out in the Conditional Award Letter
Confirmation of your proposed project staff availability / Date/time set out in the Conditional Award Letter
Anticipated Award Date / Insert Day / Date *****
Anticipated Assignment Start Date / Insert Day / Date *****
3.0 THE SERVICES AND DELIVERABLES
Web-Based Contract Management Services