Kootenay Association for Science & Technology (KAST)

Request for Proposals

“MIDAS Fab Lab RenovationDetailed Design”

RFP No: 1516-01-MIDAS-DD

Issue Date: September 23, 2015

Closing Date for Submission:

Proposals will be accepted until 2:00 p.m., October 5, 2015. Couriered or emailed submissions are acceptable.

The submissions should be marked RFP No: 1516-01-MIDAS-DD(MIDAS Fab Lab Renovation Detailed Design), and sent to the Advertised Contact:

Organization Advertised Contact:KAST

Name: Amber Hayes

Address: PO Box 119

Rossland, BC V0G 1Y0

Tel: 250 368-7618e-mail:

Any questions regarding the scope of work or other technical specifications should be directed to:

Organization Project Director: KAST

Name: Amber Hayes

Address: PO Box 119

Rossland, BC V0G 1Y0

Tel: 250 368-7618e-mail:

1. INSTRUCTIONS TO BIDDERS

1.1ADDITIONAL INFORMATION

If any questions or responses to this request for proposals require revisions to this document, such revisions will be by formal amendment only. To determine whether an amendment has been issued, contact Organization Advertised Contact name and title (hereafter referred to as the Advertised Contact) at phone number.

1.2BIDDER CERTIFICATION

Submission of a signed Bid Form is certification that the bidder will accept any award made to it as a result of the submission.

1.3EXPENSES INCURRED IN PREPARING BID

The Organization (hereafter referred to as Organization) accepts no responsibility for any expense incurred by the bidder in the preparation and presentation of a bid, such expenses to be borne exclusively by the bidder.

1.4BID COST INCLUSION

The proposal shall be inclusive of all costs, except GST.

1.5QUALIFICATION OF BIDDERS

Each bidder may be required, before the award of contract, to show to the complete satisfaction of the evaluation team that it has the necessary facilities, ability, and financial resources to furnish the service or material specified herein in a satisfactory manner. The bidder may also be required to show past history and references that will enable the evaluation team to be satisfied as to the bidder's qualifications. Failure to qualify according to the foregoing requirements will justify bid rejection by the Organization.

1.6SIGNED PROPOSALS

The proposal must be signed by the person(s) authorized on behalf of the bidder or company and binds the bidder to the statements made in the RFP response.

1.7IRREVOCABILITY OF PROPOSALS

At the appointed closing time, all proposals become irrevocable. By submission of a proposal, the bidder agrees that should its proposal be selected, the bidder will enter into a contract with the Organization.

1.8CHANGES TO THE PROPOSAL WORDING AND CONTENT

The bidder is entitled to amend its proposal at any time before the deadline for submission of proposals. After the closing date and time, the bidder will not change the wording or content of its proposal and no words will be added to the proposal, including changing the intent or content of the presentation of the proposal, unless requested by the Organization.

1.9ACCEPTANCE OF PROPOSALS

The Organization is not bound to accept the lowest priced or any of the submitted proposals.

1.10ALTERNATIVE SOLUTIONS

Please submit any alternative option as a separate proposal. If any other type of alternative option is proposed, bidders are also requested to submit the alternative or option as a separate proposal.

1.11LIABILITY FOR ERRORS

The information contained in this Request for Proposal is supplied solely as a guideline for proponents. The information is not guaranteed or warranted to be accurate by the Organization, nor is it necessarily comprehensive.

1.12CONFIDENTIALITY OF PROPOSALS

The Organization is subject to the Freedom of Information and Protection of Privacy Act. That Act creates a right of access to records in the custody or under the control of the Organization, subject to the specific exceptions in that right set out in the Act. The Organization will receive all proposals submitted in response to this RFP in confidence. Because of the right of access to information created by that Act, the Organization does not guarantee that information contained in any proposals will remain confidential if a request for access in respect of any proposal is made under the Act. Bidders are required to keep their proposals confidential and must not disclose their proposals, or information contained in them, to anyone else without the prior written consent of the Organization.

2. TERMS & CONDITIONS

2.1CONTRACT CONTENT

The content of the awarded contract shall consist of the following documents:

  • Contents of the Organization Request for Proposal: RFP No: 1516-01-MIDAS-DD
  • Any written amendments to the Organization Request for Proposal: RFP No: 1516-01-MIDAS-DD-AmendXX
  • The bidder’s proposal for the Organization Request for Proposal:

2.2EXECUTION OF CONTRACT

The successful bidder (hereafter referred to as the Contractor) must begin the required work as agreed to in consultation with the Organization Project Director. All required work must be completed by November 27, 2015. The failure of the successful bidder to execute the work as agreed to with the Project Manager shall constitute a default, and the Organization may award the contract to the next highest rated and responsible bidder or solicit new bids.

2.3AGREEMENT WITH TERMS

The Contractor, through the submission of a proposal, agrees to all terms and conditions of this RFP.

2.4CONFIDENTIALITY OF INFORMATION

Information pertaining to the Organization obtained by the Contractor as a result of participation in this project is confidential and must not be disclosed without written permission from the Organization.

2.5PAYMENT

The Contractor’s invoices for this contract will be payable upon submission of bi-monthly (twice per month) progress reports, subject to holdback provisions as specified in the Contract document, payment net 30 days from date of invoice. The Contractor’s invoices must be submitted in a manner acceptable to the Organization. The Contractor is responsible for their own source deductions and income taxes that may become payable as a result of this contract. The Contractor is responsible for their own WCB coverage as applicable.

2.6RESPONSIBILITY

The Contractor shall not transfer responsibility to meet the obligations of this contract to a third party without the consent, in writing, of the Organization Project Director.

3. CONTRACTOR SAFETY

3.1GENERAL

TheContractorshallobserveandabidebyallapplicablelaws,regulations,ordinances andotherrulesoftheOrganization,themunicipalities, theFederalGovernment,theProvinceofBritishColumbia, and other applicable regulatory bodies. Withoutrestrictingthegenerality oftheforegoing,the ConsultantshallabidebyallprovisionsoftheWorkersCompensation ActofBritish Columbia.

3.2RESPONSIBILITIES

  • The Contractor is responsible for taking reasonable and practicable steps to ensure that work undertaken by the Contractor does not endanger people or property.
  • The Contractor shall promptly notify the Organization Project Director of any incident which resulted or could have resulted in an injury or property damage, and will assist the Organization in the resulting incident investigation.
  • Provide a detailed description of ability to carry out the required work in a safe and proficient manner.

4. SCOPE OF WORK

The intent of the Engineering/Design Consultant contract is to adequately describe the renovations, demolition and construction required at the MIDAS facility located at 2950 Highway Drive in Trail, BC. , including the issue of Scopes of Work and any necessary drawings, so that lump sum contracts can be let (per Appendix A- Project Scope Definition: Detailed Design Section 1.4.2) and see minimal cost increases. The methodology to be used by the consultant is to be that of bare bones documents requirements for execution of construction to limit the costs of engineering.

See Appendix A- Project Scope Definition: Detailed Design Section 4.0 for Engineering/Design Consultant battery limits and a list of included and not included deliverables.

See Appendix E- MIDAS Construction Timeline, Level 1 for proposed renovation project timelines. It is desirable that proponent be available within 2 weeks of proposal acceptance. Construction projects SOW development is focused from October 2015 – November 2015. Ongoing support from proponent through construction may be required from January – June 2016.

Documentation to support development of proposal:
i)Appendix A- Project Scope Definition: Detailed Design: the expected scope of the MIDAS renovations project and overview of major contracts expected at this time, Rev A;

ii) Appendix B- MIDAS Equipment List: intended owner-supplied equipment to be installed;
iii) Appendix C- MIDAS Facility Drawing(CAD), Rev A;
iv) Appendix D- MIDAS Facility Photos;
v) Appendix E- MIDAS Construction Timeline, Level 1;
vi) Appendix F- MIDAS Facility OVERALL Site Battery Limits, Construction Area

4.1PROJECT OBJECTIVES

The successful proponent will provide Scopes of Work (SOW) to allow KAST to efficiently request pricing from contractors. The SOW will relate to detailed planning for let of several major contracts as listed in Appendix A-Project Scope Definition: Detailed DesignSection 1.4.2 Contracting Plan.

The Engineering/Design Consultant will provide tendering and construction support as necessary and at the request of the MIDAS Project Director.

MIDAS Fab Lab Renovation Detailed DesignObjectives:

  • Diligence and confidence in developing contract tenders and estimates;
  • Regulatory diligence and coordination;
  • Clear design documentation to facilitate effective project management and team communication;
  • Confidence in technical and budgetary diligence of MIDAS Lab layout;
  • Confidence in technical assessment and documentation/design of electrical, structural, HVAC, fire suppression & safety considerations.
  • Provide Project Director with design expertise and support during construction as required.

4.2DESCRIPTION OF WORK

The Engineering/Design Consultant services for this package will include, but is not limited to, the following minimum activities:

  • Complete a Kick-off Meeting and attend bi-monthly meetings with Owner (MIDAS Project Director) until completion of detailed design services.
  • Complete meeting minutes for any meetings with owner or other stakeholders.
  • Provide report in a standard template via email to Owner on a weekly basis that includes scope worked on in the week, a budget update, identification of any critical issues, and work planned for the coming week.
  • Work with the owner to refine and Issue For Design (IFD) the preliminary documentation provided for building renovations. Consultant is to provide cost-effective recommendations to the Owner based on previous experience of requirements for similar facilities.
  • Create electrical single line and panel schedules for existing building services.
  • Field measure and create overall floor plan of the existing building.
  • Develop and issue proposed MIDAS floor plan for the facility as the first deliverable for Owner approval, prior to creating any other drawings.
  • Develop Issued for Construction (IFC) drawings for all disciplines, as required, that are needed for construction or building applications.
  • Contract and manage Hazardous Materials survey if required by code for renovation.
  • Act as the Coordinating Registered Professional and apply for building permit(s) with Regional District of Kootenay Boundary (RDKB) on behalf of the Owner. Fees associated with application and permit are the responsibility of the Owner and will be covered by Owner directly with RDKB.
  • Work with Owner to specify electrical needs to meet regulation requirements, requirements of equipment listed in Appendix B- MIDAS Equipment List, requirement for future equipment expansion as per Appendix C- MIDAS Facility Drawing and desired building end use.
  • Work with Owner to specify fume hoods and ventilation system needs to meet regulation requirements.
  • Work with Owner to specify HVAC requirements of existing system and required modifications of system to meet regulation requirements.
  • Work with Owner to assess and document existing fire suppression system enabling procurement of a fire suppression contractor to meet regulation requirements and building end use.
  • Provide Scope of Work Documents for each construction contract (see 1.4.2).
  • Provide Issue for Review (IFR) at 60% of Design, Issued for Approval (IFA ) at 90% of Design, and Issued for Construction (IFC) for floor plans, elevations, electrical single line, electrical layout, panel schedule.
  • Provide Scope of Work documents and specifications for Owner approval at 95% of Completion and at Issue for Construction.
  • Develop color scheme for MIDAS project in consultation with the owner and provide samples in color board. Color scheme is to be used throughout.
  • Provide National Master Specifications (NMS) sections to specify materials and construction requirements.
  • Provide Class B estimate for demolition and construction portion of project. Owner will provide costs of equipment and other associated Owner’s costs to be included.
  • Have contractor(s) complete Condition Assessments of building equipment to be re-used, and provide report with required maintenance for determination of path forward by owner.
  • Review contractor-supplied shop drawings as requested by Owner.
  • Provide construction and tender support as requested by the Owner.
  • Final deliverables are to be PDF and AutoCAD compatible file and, if used, an electronic copy of the 3D model.

4.2.1 DETAILED BUDGET

To be submitted as part of RFP: a detailed budget breakdown.

4.2.2 PROJECT SPECIFICATIONS

Proposals should also include a detailed response to the following:

  • Deliverables: document the deliverables your organization will provide to meet the RFP requirements;
  • Methodology: describe the how your organization will execute the proposal if selected (timelines , milestones & schedule);
  • Software to be used and output formats;
  • Expertise: demonstrated understanding of the services being sought under the RFP including project team CVs and company website;
  • Detailed budget per 4.2.1;
  • Safety documentation per 3.2;
  • Two references from clients with similar project scope and or requirements.

4.2.3 OPERATIONAL SPECIFICATIONS

  • None

4.4WORK RESTRICTIONS

  • Work will be carried out through both onsite visit and remote communications.
  • A tenant is on location in a portion of the building through November 2015: Appendix F- MIDAS Facility OVERALL Site Battery Limits, Construction Area–Area 40, Tenant 118 and Tenant 101.

4.5OTHER REQUIREMENTS

a)Provide at the contractor’s expense all labour, equipment, materials, supplies and transportation to perform the work, both on and off the job site, including hiring of labour and living out expenses.

b)Maintain for the duration of the contract, insurance in accordance within the following limits:

  • Comprehensive general liability insurance, providing coverage of a minimum of Two Million ($2,000,000.00) Dollars inclusive, per claim, for bodily injury, death, property damage or loss, including coverage of independent contractors, contractual liability, and replacement for any of the Organization assets utilized by the contractor and cross liability.
  • (If applicable) Standard automobile policy providing liability coverage of not less than Two Million ($2,000,000.00) Dollars per incident for bodily injury, death, and property damage arising from the operation and use of buses in the performance of this contract, including passenger liability and medical and accident benefits.
  • Proof of such insurance shall be provided to the Organization prior to the commencement of work.
  • The contractor shall obtain and maintain any required licenses and for the full term of the contract work.

5. EVALUATION OF BIDS

Bids will be evaluated and awarded points on the basis of cost, expected value for money, and demonstration of capability to perform the required work.

BID FORM

RFP No: 1516-01-MIDAS-DD

MIDAS Fab Lab Renovation Detailed Design

All firms or individuals interested MUST provide the following requested informationand return with any supplementary materials requested above. Late responses will not be accepted.

The undersigned, on behalf of the bidder, certifies that: (1) this information is made without previous understanding, agreement or connection with any person, firm, or corporation providing a response to the same document; (2) is in all respects fair and without collusion or fraud; (3) the person whose signature appears below is legally empowered to bind the firm in whose name the response is entered; (4) they have read the complete Request for Proposal and understand all provisions; (5) if officially proposed in response to any Request for Proposal -accepted by the Organization - that the capabilities identified are guaranteed as written and will be implemented as stated; and (6) mistakes in writing of the submitted response will be their responsibility.

FIRM/INDIVIDUAL NAME______

CONTACT & TITLE______

SIGNATURE ______

ADDRESS ______

CITY/PROVINCE/POSTAL CODE ______

PHONE ______

WEBSITE ______

EMAIL ______

FEE STRUCTURE

SPECIFIED WORK PROJECT FEE: $______(All-Inclusive Maximum Fee not including GST)

OTHER INFORMATION REQUIRED

  • Provide proof of holding a current worksafebc account in good standing.
  • Provide proof of holding a valid certificate of general insurance and vehicle insurance for the values requested or the ability to obtain the required insurance.
  • Provide a detailed description of your ability to carry out the required work in a safe and proficient manner.

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RFP No: 1516-01-MIDAS-DD(MIDAS Fab Lab Renovation Detailed Design)