REQUEST FOR ABBREVIATED PROPOSAL DCC Project Number: #
Consultant Services – Source List Date
Project Location Page 2 of 26
REQUEST FOR ABBREVIATED PROPOSAL
ARCHITECTURAL AND ENGINEERING CONSULTANT SERVICES
SOURCE LIST
Project location
DCC Project Number: #
BY
DEFENCE CONSTRUCTION CANADA
CONSTITUTION SQUARE,
350 ALBERT STREET, 19TH FLOOR
OTTAWA, ONTARIO
K1A 0K3
Contracting Officer:
Name
Tel: (613) xxx-xxxx
Fax: (613) xxx-xxxx
E-mail:
Date
THIS PROCUREMENT HAS SECURITY REQUIREMENTS
Table of Contents
1 INVITATION AND PROJECT DETAILS 5
1.1 Invitation 5
1.2 Objective 5
1.3 Scope of Services 5
1.4 Commissions under this Source List 6
2 TERMS AND CONDITIONS OF COMPETITION 7
2.1 Glossary of Terms 7
2.2 Mandatory and Advisory Clauses 7
2.3 Licensing Requirements 7
2.4 Integrity of Consultant Team Maintained 7
2.5 Conflict of Interest 8
2.6 Federal Consultants Program for Employment Equity 8
2.7 Queries During the Competition 8
2.8 Amendments to the RFAP 8
2.9 Right to Request Clarifications/ Confirmations 8
2.10 Right to Accept or to Reject Proposals 9
2.11 Payment for Submission 9
2.12 Debriefing 9
2.13 Access to Information Act 9
2.14 Industrial Security Clearance Requirements for Canadian Suppliers 9
2.15 Security Requirements for Non-Canadian Suppliers: 10
2.16 Requirements for Security Escorts 10
2.17 Order of Precedence of Documents 10
3 Selection Process 10
3.1 Objective 10
3.2 Minimum Mandatory Requirements 11
3.3 Evaluation of Technical Submissions 11
3.4 Offer of Services Envelope 11
3.5 Results of Evaluation / Establishment of SL 12
4 PropOsal submission Requirements 12
4.1 Contents and Number of Copies 12
4.2 Submission Format Guidelines 13
4.3 Submission Label 14
4.4 Closing Location 14
4.5 Closing Time and Date 14
5 technical criteria 14
5.1 Technical Criteria and Weight of Criteria 14
5.2 Proponent Administrative Form 15
5.3 Consultant Team Comparable Projects 15
5.4 Key Personnel 16
5.5 Approach and Methodology (2 pages total ) 17
6 OFFER OF SERVICES Evaluation 17
6.2 Price Criteria 17
6.3 Calculation of Total Classification Score 18
6.4 Scoring of Classification Score and Other Price Criteria 18
7 payment and fee arrangements for services (FOR Each Commission) 18
The amounts to be paid to the Consultant for the Services of individual Commissions under this SL will be in accordance with one or more of the following arrangements and the Offer of Services – DCL 256. 18
7.1 Fixed Fee 18
7.2 Maximum Upset Fee - Time based 18
7.3 Budget Fee - Time based 19
7.4 Charge Out Rates 19
7.5 Travel and Living Expenses 19
7.6 Disbursements 20
7.7 Specialist or Additional Services 20
7.8 Progress Payments 21
7.9 Taxes 21
7.10 Rate Escalation 21
8 Performance evaluation of consultant 21
8.1 Purpose 21
8.2 Performance Evaluation Criteria and Process 22
(Note to writer: 23
Table 1 – Mandatory Key personnel SECURITY CLEARANCES 24
PROPONENT ADMINISTRATIVE FORM 25
CONSULTANT TEAM COMPARABLE PROJECTS 26
WRITER’S NOTE:To update Table of Content, right click on Table of Contents and select “Update Field”. The WRITER’S NOTES have been created in tables. Simply delete the table to remove the note
ATTACHMENTS:
Offer of Services, Form DCL256
Section A "General Conditions"
Section B "Supplementary Conditions"
Section C "Tender Call and Construction Phase Services"
Statement of Work – “Title”, date (No. of pages)
Consultant Performance Evaluation Review Form (CPERF), DCL082
Performance Evaluation Guidelines, Form DCL081
Security Requirements Check List (SRCL)
1 INVITATION AND PROJECT DETAILS
1.1 Invitation
1.1.1 In accordance with the rules, regulations, statutes, guidelines and the professional associations of the Province of Name, Defence Construction Canada (DCC) is calling for Abbreviated Proposals from consulting firms to establish a Source List to provide “as and when required” professional services specific to Department of National Defence (DND) requirements located in Project Location, Province.
1.2 Objective
1.2.1 The objective of this Request for Abbreviated Proposal (RFAP) is to select three (3) firms, who will placed on a Source List (SL) with DCC to provide services on an “as and when required” basis to a maximum estimated value of $X00,000.00, for a period of one (1) year from the date of the SL establishment.
1.2.2 If mutually agreed between the Consultant firms and DCC, the SL may be extended for up to one (1) additional year period and increased in the order of $X00,000.00 for each additional period.
1.2.3 Commissions under the SL are expected to be valued between $X0,000 and $X0,000; the maximum value of a Commission is $X0,000.
1.2.4 The SL is not a commitment by DCC to spend the entire amount.
1.3 Scope of Services
1.3.1 Under this SL, Consultant firms may be required to provide architectural and engineering services in support of the following types of projects:
WRITER’S NOTE:List typical or known projects that may require services under this SO
1.3.2 The services required may include the following:
Preparation of Statement of Requirements OR Construction Requirement
Options Analysis
Preparation of Concept Designs
Design Development
Preparation of Construction Documents OR Performance Specifications
Tender Call Services
Construction Phase Services
1.3.3 Refer to Section X.X of the SOW for a more detailed description of the Scope of Services required.
1.4 Commissions under this Source List
1.4.1 DCC will endeavour to distribute the opportunities equitably amongst all the firms under this Source List. Selection of a firm for a specific Commission will take into consideration: the number and value of previous commissions; a firm’s geographic proximity to the project location; a firm’s ability to respond; and, the particular expertise required and the availability of a firm’s personnel.
1.4.2 The Consultant should be able to call-back DCC within 24 hours of a request concerning a Commission.
1.4.3 Each Commission under this SL will be requested, authorized and managed by DCC.
1.4.4 Commissions will be requested and authorized as follows:
1. DCC will provide the firm and with a description of the tasks to be performed in sufficient detail to enable the Consultant to prepare a work plan and a costing sheet and to establish a Fixed Amount or a Maximum Upset Amount for the Commission.
2. The Consultant will submit a proposal to DCC; requested information may include:
ii. understanding of the scope of work
iii. proposed approach and methodology
iv. task management description
v. proposed staff specific to the Commission
vi. responsibility-assignment-matrix (RAM)
vii. proposed schedule
viii. proposed fee with a detailed cost breakdown based on the charge rates quoted in the Offer of Services
3. The proposal will be reviewed by DCC and DND to ensure it meets the requirements associated with this request.
4. No work shall proceed on a Commission until the Consultant has been authorized in writing by DCC to proceed.
1.4.5 Any additional work over and above that authorized must be approved in writing by DCC prior to being performed by the Consultant. If, at any time, costs are anticipated to exceed the authorized amount, details and justification must be submitted to DCC in advance for approval.
1.4.6 When the work of the Commission is completed, the Consultant will provide DCC with a completion report, including a summary of all resources used and costs incurred.
1.4.7 If a stop work order is invoked after commencement of the work on a Commission, it will be the Consultant's responsibility to demonstrate to DND and DCC that productive work was performed between the time of authorization and the stop work order. The Consultant will be required to substantiate all costs that it may have incurred in association with such productive work.
1.4.8 Performance evaluations for each Commission will be conducted in accordance with Section 8 of this RFAP.
2 TERMS AND CONDITIONS OF COMPETITION
2.1 Glossary of Terms
2.1.1 Consultant Team The team of consultant firms, including the Proponent and all its sub-consultants, specialists and other firms proposed by the Proponent to perform the services required.
2.1.2 Key Personnel The Consultant Team personnel whose roles and responsibilities are critical to the completion of the scope of work. They are individuals who have a direct and substantive involvement in the execution of the work.
2.1.3 Proponent The Prime Consultant entity who submits a proposal.
2.1.4 Consultant The party that will be identified in the resulting notice of SL establishment.
2.2 Mandatory and Advisory Clauses
2.2.1 Mandatory clauses during the procurement are those containing the words “must”, “will” or “shall”. These clauses must be observed at all times, unless otherwise authorized by DCC. Proponents not respecting these clauses will be disqualified and their submissions will not receive any further consideration.
2.2.2 Advisory clauses are those containing the words “may” or “should”. Proponents not respecting these clauses may be scored lower.
2.3 Licensing Requirements
2.3.1 Consultant Team members and Key Personnel shall be, or be eligible to be, licensed, certified or otherwise authorized to provide the necessary professional services to the full extent that may be required by provincial or territorial law in the Province or Territory in which the project is/ may be located.
2.3.2 By virtue of submitting a Proposal, the Proponent certifies that the Proponent has satisfied itself that the proposed Consultant Team and Key Personnel are in compliance with the requirements of paragraph 2.3.1 above. The Proponent acknowledges that DCC reserves the right to verify any information in this regard and that false or erroneous certification shall result in the Proposal being declared non-responsive and rejected from this competition.
2.4 Integrity of Consultant Team Maintained
2.4.1 Key Personnel shall remain in their designated roles for the duration of this SL. If any Key Personnel named in a Proponent’s submission leave the respective Consultant Team’s employment or become unavailable or unable to perform their duties for reasons beyond the Consultant’s control, the Consultant shall promptly notify DCC and submit resumes of proposed replacement personnel. Proposed replacement personnel must possess professional and/or technical qualifications and comparable experience equivalent to the Key Personnel being replaced. Proposed replacement personnel shall not assume any duties until they are accepted the DCC.
2.4.2 Should any of the Consultant’s replacement personnel be considered in any respect unsatisfactory, alternative replacement personnel shall be proposed by the Consultant within five (5) days of receipt of the notice of dissatisfaction from DCC.
2.4.3 No payment shall be made for fees incurred by Consultant Team members who were not approved by DCC prior to work taking place. Additionally, failure to honour these requirements may result in a firm being removed from the SL..
2.5 Conflict of Interest
2.5.1 Since the Proponent selected for this Source List may be functioning as the Owner’s Representative during the tender call and construction phases, the Consultant and other Consultant Team members are prohibited from either directly or indirectly submitting or participating in the preparation of a bid for any subsequent construction contract related to Commissions under this SL.
2.6 Federal Consultants Program for Employment Equity
2.6.1 If the Proponent is subject to the conditions of the Federal Consultants Program for Employment Equity, the Proponent will be required to complete the Certificate of Commitment form and forward it to the Federal Consultants Program in Ottawa. More information can be obtained directly from the program office at phone: (819) 953-7536.
2.7 Queries During the Competition
2.7.1 The Proponent will base its Proposal on this RFAP document. It is the responsibility of the Proponent to obtain clarification of any terms, conditions or technical requirements contained in this RFAP.
2.7.2 Any questions or requests for clarification during the solicitation period must be submitted in writing by the prime contact of the Proponent to the DCC Contracting Officer identified on the front page of this RFAP document. Inquiries relating to this solicitation are to be directed ONLY to the DCC Contracting Officer. Non-compliance with this condition during the solicitation period may, for that reason alone, result in the disqualification of the Proponent.
2.7.3 Questions and requests for clarifications will be answered if received in writing by the DCC Contracting Officer at least seven (7) calendar days prior to the date stipulated for submission of Proposals.
2.7.4 DCC will only respond to the prime contact of the Proponent, who will be responsible for further internal distribution as required.
2.8 Amendments to the RFAP
2.8.1 The answer to any significant question or request that may impact the procurement, the project scope or the contract will be forwarded by Amendment to all Proponents.
2.8.2 Proponents are advised that only the written information issued by DCC in this RFAP document, any appended documents and any associated Amendments shall be contractually binding.
2.9 Right to Request Clarifications/ Confirmations
2.9.1 DCC reserves the right to request clarifications and/or confirmations from any or all Proponents regarding any aspect of their submission. In the event such clarifications and/or confirmations are requested, the DCC Contracting Officer will make the request. The request for clarification and/or confirmation will be directed to the individual named as the Proponent’s contact in the Proponent’s submission. A written response to each such communication is required from the Proponent.
2.10 Right to Accept or to Reject Proposals
2.10.1 DCC reserves the right to accept or reject any or all of the proposals received in response to this RFAP.
2.11 Payment for Submission
2.11.1 There will be no direct payment by the Crown for the preparation and submission of proposals in response to this RFAP.
2.12 Debriefing
2.12.1 A debriefing will be provided only if requested in writing to the DCC Contracting Officer within 30 days of the notification of the SL establishment. The debriefing will include an outline of the reasons the submission was not successful, making reference to the evaluation criteria. The confidentiality of information relating to other submissions will be protected, unless there is an order made pursuant to the Access to Information Act.
2.13 Access to Information Act
2.13.1 Proponents are advised that DCC is subject to the provisions of the Access to Information Act. Information submitted may be eligible for disclosure in accordance with the requirements of the Act. Information is not released without consultation with the Proponent, unless there is an order made under the Act.