RFQ for Multiple Contracts, Part A

Ver. 1.4-Lump Sum PriceAssignment Number: insert

REQUEST FOR QUOTATION DOCUMENT

(For Construction Contract Administration Multiple Contracts)

PART A - TERMS OF REFERENCE (Version 1.4, May2013)

(Basis of Payment - LUMP SUM)

Assignment Number:

Contract Administration Services for Major Capital Contracts

Contract 200X-XXXX, W.P. XXXX-XX-XX and Contract 200X-XXXX, W.P. XXXX-XX-XX

Insert the Location of Project/Services

Contract 200X-XXXX on Hwy XX, from X.X km XXXXXXXXXX, for XX km

Contract 200X-XXXX on Hwy XX, from X.X km XXXXXXXXXX, for XX km

Insert Region

Insert Date (Month/Year) that the RFQ was Posted

Ministry of Transportation

Ontario

Table of Contents

1.0INSTRUCTIONS FOR COMPLETION OF QUOTATION

1.1SERVICE PROVIDER'S UNDERSTANDING OF THE CONSTRUCTION CONTRACT

1.2COMPLETION OF THE QUOTATION AND GENERAL INFORMATION.....

2.0INTRODUCTION

3.0THE ASSIGNMENT

3.1 CONSTRUCTION CONTRACT ADMINISTRATION TECHNICAL STANDARDS AND SPECIFICATIONS

3.2PROFESSIONAL SERVICES......

3.3CONSTRUCTION CONTRACT ADMINISTRATION SERVICES......

3.4TERMS OF REFERENCE......

3.5SCHEDULE......

3.6QUALITY CONTROL PLAN FOR CONSTRUCTION CONTRACT ADMINISTRATION SERVICES

3.7DELIVERABLES......

3.8 BASIS OF PAYMENT: LUMP SUM......

4.0GENERAL INFORMATION

4.1PERFORMANCE EVALUATION

4.2RIGHT TO ACCEPT OR REJECT

4.3EXECUTION OF CONTRACT

4.4FAILURE TO EXECUTE CONTRACT

4.5NO LIABILITY FOR EXPENSES OR DAMAGES

4.6RFQ EVALUATION AND AWARD

4.7IRREVOCABLE RESPONSE

4.8CONTACT PERSON

4.9CHANGES TO QUOTATION

4.10CONFIDENTIAL RESPONSES

4.11CONFLICT OF INTEREST

4.12TAX COMPLIANCE DECLARATION FORM

4.13OCCUPATIONAL HEALTH AND SAFETY

1.0INSTRUCTIONS FOR COMPLETION OF QUOTATION

1.1SERVICE PROVIDER'S UNDERSTANDING OF THE CONSTRUCTION CONTRACT

It is the Service Provider's responsibility to obtain all the necessary information concerning the intent and requirements of this Request for Quotation (RFQ) and the Construction Contract.

1.2COMPLETION OF THE QUOTATION AND GENERAL INFORMATION

The term “Maximum Ceiling Price” is to be read as “Lump Sum Price” wherever it is encountered in association with this CA Assignment.

a)The submissions for this Request for Quotation shall consist of two (2) envelopes as follows:

Envelope # 1 (Financial):

  1. Insert three (3) signed copies of completed Form 1(a) from RFQ Part C and Pricing Tables 1and 2 from Section 3.8 of the RFQ (Part A).

Envelope # 2 (Additional Information):

  1. Insert three (3) signed copies ofcompleted Forms 2, 3, 4, 5 and 6 (if required)available in Part C of the RFQ and the completed and signed RAQS Declaration Form (Form 7) and signed Transmittal Letter as per sub-sections 1.2b) and1.2c) below.

b)Transmittal Letter must be included in Envelope #2. The Transmittal Letter shall indicate the firm’s intention to submit a RFQ for the project, and include the name, title, address and telephone number of the Principal who will serve as the contact for the project.

c) Transmittal Letter is to be signed by an individual listed in RAQS as the Service Provider’s Key or Alternate Contact with the authority to sign a binding legal agreement on behalf of the Service Provider. At least one copy of the Transmittal Letter must be signed in original.

d)Only the firms registered for the Specialty identified in the RFQ Posting Notice will be considered. In addition, a service provider must have the prior registration of their Core Plan and the Generic Category Plan for the Construction Administration Category;

e)Fully complete the following forms and include them in Envelope #2 (all the forms can be found in Part C of the RFQ posted on the RAQS website):

Form 1(a)Offer and Acceptance

Form 2Additional information in case of a Joint Venture all firms must complete Form 2.

Form 3Certification – Conflict of Interest (Part 3(a) or 3(b) not both and Part3(a))

Form 4Tax Compliance Declaration

Form 5Occupational Health & Safety Statutory Declaration

Form 6Intention to Submit RFQ Not Applicable

Form 7RAQS Declaration

f)Where indicated in this Document, a respondent interested in submitting a Quotation for the RFQ should complete Form 6 and submit via hard copy, Fax, PDF via e-mail, as indicated below in sub-section (h). The Ministry or Shared Services Bureau date/time stamp will determine the time of receipt of Form 6. The respondent alone bears the responsibility for ensuring the delivery of Form 6 to the address and person indicated by the stipulated date and time.

g)The overall package and each of Envelope #1 and Envelope #2, must clearly indicate the envelope number, Assignment number, Service Provider’s name and return address, and deliver to:

Ministry of Transportation or Ontario Shared Services based on the Region.

XXXXX Region Office

Postal BoxXXXXX

XXX XXXXX Street

XXXXXXXX, Ontario, XXX XXX

Attention:XXXXXXXXXXXX, Area Contracts Engineer or RAQS Coordinator

Assignment No.:XXXX-C-XXXX

Project Description: Construction Contract Administration Services for Contract XXX-XXXX,

For Requirement of multiple assignments insert instructions and separate lines for each additional contract

The submission must be received at the above specified location no later than theinsert day and dateof insert month, insert year, at 1:30:00 p.m.

Failure to submit by the time and date specified shallresult in disqualification of theSubmission. LateSubmissions will not be considered and will be returned unopened.

The Service Provider alone bears the responsibility for the delivery of the Submission to the above address by the stipulated closing date and time. The Ministry will not be responsible for the Submissions which are delivered to the mailroom, security or to any other Ministry location but do not arrive at the specified address before the closing date and time.

UnsignedSubmissions or amendments thereto will be disqualified andnot considered for further evaluations by the Ministry.

All Submissions must be in hard copy form.Submissions transmitted via facsimile transmissions will not be accepted. The time of receipt of Submissions will be determined by the Ministry's / Ontario Shared Services date/time stamp.

h)Any Service Provider who has questions regarding any part of this RFQ or the project or who believes the RFQ contains any error, inconsistency or omission must make a written enquiry of the Ministry / or Ontario Shared Services prior to insert time on the insert date and date of insert month, insert year,requesting clarification, interpretation or explanation at the following address

Insert Assignment #,

GWP/WP Numbers

Insert Ministry Contract Control Officer/Contract Services Administrator Name, or Area Contracts Engineer or Ontario Shared Services Purchasing Officer

Insert Ministry or Ontario Shared Services Address

Include fax number, e-mail address

Or by facsimile at:(XXX) XXX XXXX

Or by electronic mail to:

Service Providers shall not make verbal enquiries tothe Ministry staff. No information given orally by the Ministry staff will be binding nor will it be construed so as to change the requirements of this RFQ in any way.

The Ministry reserves the right to distribute any or all questions and answers (clarifications) to all other Service Providers.

If necessary, the Ministry will post clarifications on the Project Notice by the Anticipated RFQ Clarification Posting Date indicated below. However, depending on the nature of the clarifications required, the Clarification Date may be revised. It is the sole responsibility of each Service Provider to review the web posting up to the RFQ Submission Deadline for any clarifications, Addenda and/or revisions to the Schedule.

i)Following dates are tentative and subject to change without penalty to the Ministrywith the exception of the Anticipated Award Date and the Anticipated Assignment Start Date.The Service Providers are given written notice of the changeby Postings on the Project Notice. The Ministry is not required to give notice of a change to the Anticipated Award Date or the Anticipated Assignment Start Date. The delays in the Anticipated Assignment Start Date caused by the Ministry greater than two (2) weeks in length may result in an extension to the proposed Project Schedule or a change to the proposed Maximum Ceiling Price.

Activity / Date / Deadline
RFQ Posting Date
Deadline for respondent to notify the Ministry / Shared Services Bureau of Intention to Submit a Quotation (i.e. submission of Form 6 of Part C) - Applies only if required to arrange for a viewing session or the distribution of additional material,deemed necessary for bidding purposes.
Anticipated Viewing Session / Distribution of additional material
Clarification Submission Deadline
Anticipated RFQ Clarification Posting Date (Posted on the RFQ Posting Notice)
Quotation Submission Deadline
Anticipated Award Date
Anticipated Assignment Start Date

REQUEST FOR QUOTATION

INFORMATION AND BACKGROUND

2.0INTRODUCTION

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 Request for Quotation ("RFQ"), which sets out the assignment and method for submitting a Quotation in respect of the assignment and the Terms and Conditions that will govern the performance of the assignment.

3.0THE ASSIGNMENT

3.1 CONSTRUCTION CONTRACT ADMINISTRATION TECHNICAL STANDARDS AND SPECIFICATIONS

This assignment shall be carried out and completed in accordance with the Project Requirements outlined in this RFQ, the Ministry’s current directives, the latest edition of the Construction Administration and Inspection Task Manual (CAITM), the contract documents, the Ministry standards, codes, specifications, policies and procedures, and Regional memoranda. The Technical Standards and Specifications are the standards to be used in the design and contract administration, and the minimum quality for materials and workmanship that shall be specified.

Note: Any and all references to RFP in the CAITM are to be read as RFQ for the purposes of this agreement.

The applicable standards, codes and specifications include but are not limited to those listed in the applicable edition of the CAITM.

3.2PROFESSIONAL SERVICES

3.2.1Professional Engineering Services

The Service Provider shall, pursuant to the provisions of the Professional Engineers Act, hold or otherwise retain the services of a licensed Professional Engineer holding a valid Certificate of Authorization from the Professional Engineers of Ontario, whose role will include, but not necessarily be limited to, the assumption of professional responsibility for the Services and Deliverables to be provided by the Service Provider.

3.2.2Professional Geosciences ServicesNot Applicable

The Service Provider shall, pursuant to the provisions of the Professional Geoscientists Act, hold or otherwise retain the services of a licensed Professional Geoscientist holding a valid Certificate of Authorization from the Association of Professional Geoscientists of Ontario, whose role will include, but not necessarily be limited to, the assumption of professional responsibility for the Services and Deliverables to be provided by the Service Provider.

A Professional Engineer with the expertise in the geosciences and holding a valid Certificate of Authorization from the Professional Engineers of Ontario may perform professional geosciences services.

3.3CONSTRUCTION CONTRACT ADMINISTRATION SERVICES

The Service Provider will be required to provide Construction Contract Administration Services for (fill-in number of contracts and details as applicable) contracts.

Contract 200X-XXXX on Hwy XX, from X.X km XXXXXXXXXX, for XX km and includes XXXXXXX (e.g Grading, Drainage, Granular Base, Hot Mix Paving, Structure Rehabilitation and Electrical).

Contract 200X-XXXX is located on Hwy X, from X.X Km XXXXXXXX, for X.X Km and includes XXXXXXX (e.g Grading, Drainage, Granular Base, Hot Mix Paving, Structure Rehabilitation and Electrical).

Contract 200X-XXXX is located on Hwy X, from X.X Km XXXXXXXX, for X.X Km and includes XXXXXXX (e.g Grading, Drainage, Granular Base, Hot Mix Paving, Structure Rehabilitation and Electrical).

For the purpose of this Quotation, Service Providers shall review the capital works tender package for complete details, if the package is available for viewing through the Ministry’s RAQS/MERX System/Electronic Bidding System (EBS) at the time of advertising this RFQ.

For the purpose of this Quotation, if the package is not available for viewing through the Ministry’s RAQS/MERX System/Electronic Bidding System (EBS) at the time of advertising this RFQ then the Ministry will provide fill in contract details as directed by REGIONAL CONTRACTS ENGINEER.

3.3.1Purchase of Construction Contract Documents

For Capital Construction Contract Documents, including any addenda, for all contracts, are to be purchased, using the Ministry’s RAQS/MERX System. Visit to register. An annual subscription is required to purchase the contract documents in an electronic format or by an additional fee to obtain contract documents in hard copy format.

For Regional Construction Contracts Documents any addenda, for all contracts, are to be purchased, using the Ministry’s Electronic Bidding System (EBS), from:

Contract Tendering Section

Contract Management Office

2nd Floor, 301 St. Paul Street

St. Catharines, OntarioL2R 7R4

Telephone: (905) 704-3025

Facsimile: (905) 704-2040

The successful Service Provider is responsible for obtaining and printing the Contracts Documents through either the Ministry’s RAQS/MERX System or Electronic Bidding System (EBS).

3.4TERMS OF REFERENCE

3.4.1Project Staffing for Construction Contract Administration Assignments

It is the Service Provider’s responsibility to provide the staff (numbers and duration) as deemed necessary, unless directed otherwise by the Ministry, to fulfil its obligations under this assignment.

The Ministry requires the Service Provider to submit names, qualification documentation, and resumes, as required elsewhere in the RFQ, for the following staff on this assignment:

1Project Manager

XContract Administrator(rcca)*

XAssistant Contract Administrator (rcsi)**

Technical support staff:

XSenior Level technical support staff(rcsi)**

XJunior Level technical support staff(rcji)***

XOffice Person / Junior Inspector(rcji)***

XOffice Person(rcji)***

XElectrical Inspector(rcsi)**

XCheckers(OACETT Designation not applicable)

List specialty staff as required

X

X

rcca)*– Road Construction Contract Administrator

(rcsi)**– Road Construction Senior Inspector

(rcji)***– Road Construction Junior Inspector

In addition to the above noted staff, the costs of project management services, the Service Provider head office support services and other services normally required to provide the complete Construction Contract Administration Services, but not specifically listed above, are deemed to be included in the Maximum Ceiling Price quote.

3.4.2 Staff Qualifications and Licences

The Service Provider and Sub-Contractor performing services under this Agreement shall be independent Service Providers which are not owned by, in whole or in part, or affiliated with, the Contractor, a Sub-Contractor or a supplier of construction materials under the Construction Contract.

Staff certification and licences required must remain valid throughout the term, or until the completion and submission of the final Services and Deliverables, whichever occurs later.

3.4.3 Professional Engineer, Engineer-in-Training and Engineering Student Member

Professional Engineers, (licensed by the Professional Engineers of Ontario (PEO)), with the appropriate related work experience in road construction contract administration are not required to be certified by OACETT to perform the duties of road construction contract administrator (rcca), road construction senior inspector (rcsi) and/or road construction junior inspector (rcji). Professional Engineers have the option of obtaining the appropriate certification and/or designation; otherwise they will be required to submit their resume detailing the related work experience.

Engineers-in-Training, (registered as such with the PEO) with the appropriate related work experience, are not required to be certified by OACETT to perform the duties of either rcsi or rcji. Engineers-in-Training have the option of obtaining the appropriate certification and/or designation; otherwise they will be required to submit their resume detailing the related work experience for rcsi duties. No related work experience is required for rcji duties.

The PEO membership designation “Engineering Student Member” (registered as such with PEO) will be considered equivalent to the OACETT Certification for Road Construction Junior Inspector designation requirements listed in the RFQ. A copy of the individual’s PEO membership card or any other PEO documentation that demonstrates that the individual is currently registered as such with PEO is a mandatory requirement of the submission.

3.4.4 Project Manager

The key individual is responsible for Project Management of the Construction Contract Administration Services under the Agreement (project coordination, quality, cost and schedule control, etc.) shall have:

  • Demonstrated experience managing construction administration aspects of similar projects (XX) or more similar MTO or municipal projects with at least (XX) having had a Value of at least $5,000,000.00 andwhich was/were delivered on time and within budget (include Contract Number and a Ministry / Municipal contact information for the MTO or municipal projects).
  • Proven ability to coordinate a multi-disciplinary team on projects of similar size and nature.
  • Proven ability to work cooperatively and effectively with a wide variety of interests/authorities including property owners, different levels of government, utility companies and special interest groups as demonstrated on projects of similar size and nature.
  • Authority to act on behalf of the Service Provider; and
  • Proven negotiation, analysis, and decision-making skills to develop recommendations on complex matters and to resolve difficult issues.

The Project Manager’s duties shall include:

  • Taking full responsibility for the deliverables of this assignment;
  • Managing resolution of issues, and
  • Timely analyses and recommendations are provided to the Ministry for all issues including, but not limited to: Extension of Time Requests, Monthly Status Reports, Change Orders, Claims, Negotiations, Change Proposals, design and construction problems encountered on the contract and to resolve any resulting – Contractor, outside agency – and/or public concerns.

3.4.5 Contract Administrator (rcca)

The Contract Administrator is responsible for administering, on behalf of the Ministry, the terms of the Construction Contract. The individual cannot be the same as the Project Manager. The Contract Administrator shall be certified by OACETT and possess the Road Construction Contract Administrator (rcca) designation. Proof of Certification and/or Designation (copy of Annual Membership Card or other OACETT documentation shall be included in Envelope #2. The Ministry will only consider any one of the following as the acceptable forms of documentation:

  • A photocopy of each individual’s 20XX annual membership card, or
  • A photocopy of each individual’s OACETT approved application, dated no earlier than January 1, 20XX, or
  • A photocopy of a written confirmation that the individual is in good standing with OACETT
  • Omission of this requirement will result in disqualification of the Quotation.

Additional experience requirements: