School District No 91 (Nechako Lakes)

SCHOOL DISTRICT NO 91 (NECHAKO LAKES)

Request for Qualifications

Two-part process – RFQ – RFP

2016 Flooring

Request for Qualification 2016-001

Issue date:

March 10, 2016

Closing location

Closing date and time:a complete hard copies of each Response must be received no later than

2:00:59 PMPacificTime on April 20, 2016

Contact person:

Tim Bancroft, Manager of Facilities

Email:

TABLE OF CONTENTS

Introductions

TIMING, INSPECTIONS AND ENQUIRIES………………………………………………..7

PART A – RFP TERMS AND ADMINISTRATIVE INSTRUCTIONS

1. General………….……………………………………………………..………………………….8

2. RFP Communication Process…………………………………………………………….8

3. RFP Terms and Conditions…………………………………………………………………9

4. Additional Terms and Conditions……………………………………………………… 10

5. Specific Contract Clauses…………………………………………………………………. 11

6. Clarification……………………………………………………………………………………… 14

PART B – PROJECT OVERVIEW AND REQUIREMENTS

1. Introduction and Project Overview………………………………………………… 17

2. The Proposal Response and Format………………………………………………… 21

3. Proposal Submission Requirements………………………………………………… 25

4. Evaluation Criteria and Process……………………………………………………… 25

APPENDIXES

□APPENDIX A – Acknowledgement Form

□APPENDIX B – COVER PAGE

□APPENDIX C – TABLE OF CONTENT

□APPENDIX D – LETTER OF INTRODUCTION

□APPENDIX E–PROPONENT’S PROFILE

□APPENDIX F – SUBCONTRACTOR

□APPENDIX G – PROPOSAL RESPONSE SUMMARY

□APPENDIX H – PROJECT PRICING and COST RATIONAL

□APPENDIX I – 2014 PROPONENT BID FORM

□APPENDIX J – SCHEDULE “D” WorkSafe BC, REQUIREMENTS

□APPENDIX K – (2.2.5) INSURANCE

□APPENDIX L – GC 9.2 TOXIC AND HAZARDOUS SUBSTANCES

□APPENDIX M – GC 1.3.2 RIGHTS AND REMEDIES

□APPENDIX N – SD91 FLOOR COVERING SPECIFICATIONS

ATTACHMENTS:

□List of Separate Proposal Site ATTACHMENT 1

□Flooring Site Worksheets for each project ATTACHMENT 1-1 TO 1-3

□Johnsonite: Installation Instructions ATTACHMENT 2

□Site maps ATTACHMENT 3-1 TO 3-3

SCHOOL DISTRICT NO. 91 (NECHAKOLAKES)

INTRODUCTION

TIMING, INSPECTIONS AND ENQUIRIES

Proposers must take into consideration that work requested must be completed by August 5, 2016. Work in some areas may commence on or before Mid-July. Contact Area Coordinators for firming up dates.

Access to schools, detailed work scheduling, coordinating site inspections and general inquiries should be directed to:

Tim Bancroft, Manager of Facilities

250-567-2101 ext 5236 (cell) 250-570-9659

Email: tbancroft @sd91.bc.ca

Maintenance CoordinatorsPhone Numbers

Burns Lake Area:Lee Strizich(250) 692-0684

Vanderhoof:Kevin Derksen(250) 567-7507

Vanderhoof:Flooring: Michael Giesbrecht(250) 570-9162

Facilities and Locations

PART A – REQUEST FOR PROPOSAL TERMS AND ADMINISTRATIVE INSTRUCTIONS

1.0General

1.1Terminology, Definitions and Acronyms

Words / phrases / acronyms that could have multiple meaning or could cause confusion or lack of understanding. For example:

• “Must”, “mandatory”, or “required” means a specific criterion / criteria, or requirement is / are essential to be met for the proposal to receive and continue to receive consideration . These criteria will be rated with a “yes”, having met the mandatory requirement or “no”, not having met the mandatory requirement. Any mandatory criterion receiving a “no”, not having met the mandatory requirement. Any mandatory criterion receiving a “no” response by the evaluation team will result in the proposal being rejected.
• “Should” or “preferred” (desirable) means a requirement having a specific or significant degree of importance to meeting the RFP objectives. These criteria will be evaluated using a point scoring system.
• “Proponent”, means an individual or company that submits or intends to submit a proposal response to a Request for Proposal.
• “Deliverable” is a measureable, tangible and verifiable outcome, output, result or item that must be produced to complete a project or part of a project.

2.0RFP Communications

2.1Project Communications

The contact person for the 2016Flooring Project is Tim Bancroft, Manager of Facilities. He can be contacted at School Districts No 91 (Nechako Lakes) Maintenance Office at 304 East Stewart Street, in Vanderhoof, BC. The office number is 250-567-2101 ext 5236 or cell 250-570-9659.

THE BOARD OF EDUCATION OF SCHOOL DISTRICT NO. 91 (NECHAKO LAKES) Manager if Facilities MUST receive the proposals in (one copy) by no later than 2:00:59, Pacific Time on April 20, 2016. Any proposals received after April 20, 2016 at 2:00:59 will be returned unopened.

2.2Proponents’ Meeting

□ A proponent’s meeting will be held at the School Districts Board Office in Vanderhoof, BC as specified

on the cover page.

□The It is requested that a maximum of 2 representatives per company attend this meeting. Names should be forwarded to contact person as soon as possible.

□Proponents are requested to forward project and RFP clarifications and questions in writing (i.e. email or fax) to the Manager of Facilities as soon as possible

□Follow –up questions after the meeting may be allowed and the Manager of Facilitiess will confirm this at the meeing.

2.3Short-list and Presentations

□The School District Evaluation Team may short-list the leading proposals based on the stated

evaluation criteria.

□Any expenses incurred (e.g. travel) are the responsibility of the proponent.

□There will a 1/2 hour allotment of time for questions by the Evaluation Committee, if required.

2.4Estimated RFP Activities Timetable

The following timetable outlines the anticipated schedule for specific RFP activities:

3.0RFP Term and Conditions

3.1Signed Proposals

The proposal must be signed by the person(s) authorized to sign on the proponent’s behalf and binds the Proponent to the statements made in the prooposal response.

3.2Irrevocability of Proposals

At the appointed closing, all proposals become irrevocable. By submission of a proposal, the Proponent agrees that should its proposal be selected, the Proponent will enter into a contract with THE BOARD OF EDUCATION OF SCHOOL DISTRICT NO. 91 (NECHAKO LAKES) in British Columbia.

3.4Proponent Expenses

Proponents are soley responsible for their own expenses in proposal, presentation of the propsal, and travel costs incurred presenting and negotiating the proposal.

3.5Proposal Pricing

Proposal prices must be firm (irrevocable) for a minimum of 45 days after closing.

3.6Acceptance of Proposals

THE BOARD OF EDUCATION OF SCHOOL DISTRICT NO. 91 (NECHAKO LAKES) Manager of Facilitiess is not bound to accept the lowest priced or any of the submitted proposals.

3.7Negotiations

The award of the contract is subject to negotiations with the lead proponent including, but not limited to, the following:

• Changes or work refinements in the service requirements or scope of the work that was deemed as being negotiable in the RFP.
• Price – if directly related to a change or refinement in the proposed scope of work or based on volumes or a volume discount process that was deemed as being negotiable in the RFP.
• Specific contract details as deemend negotiable in the RFP.
• If a written contract cannot be negotiated within 7 days of notification to the lead proponent, THE BOARD OF EDUCATION OF SCHOOL DISTRICT NO. 91 (NECHAKO LAKES) Manager of Facilities may, at its discretion at any time therafter, terminate negotiations with the lead Proponent and either negotiate a contract with the next qualified Proponent (from the short-list) or cancel the RFP process and not enter into a contract with anyone.

4.0Additional Terms and Conditions

4.1Subcontracting

Subcontracting specific project requirements is acceptable, however all subcontractors must be approved by THE BOARD OF EDUCATION OF SCHOOL DISTRICT NO. 91 (NECHAKO LAKES) Manager of Facilities and their resumes must be included in the proposal.

4.2Liability for Errors

The information contained in this RFP is supplied as a guideline for Proponents. The information is not guaranteed or warranted to be accurate by THE BOARD OF EDUCATION OF SCHOOL DISTRICT NO. 91 (NECHAKO LAKES)Manager of Facilities, nor is it necessarily comprehensive.

4.3Agreement with Terms

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

• The successful Proponent will be required to sign a Canadian Standard Construction Document – CCD2 – 2008 Stipulation Price contract as modified by Supplementary Conditions.

4.4Modification of Terms and RFP Cancellation

THE BOARD OF EDUCATION OF SCHOOL DISTRICT NO. 91 (NECHAKO LAKES)Manager of Facilities reserves the right to modify the terms of the RFP prior to the submission date at its sole discretion. Proponents will be advised of any changes or modification in writing from SD91 Manager of Facilities. SD91 Manager of Facilities reserves the right to cancel the RFP at any time prior to entering into a contract with the successful proponent.

4.5Confidentiality of Information

Information pertaining to SD91 Manager of Facilities proponent as a result of participation in this project / contract is confidential and must not be disclosed without written permission from THE BOARD OF EDUCATION OF SCHOOL DISTRICT NO. 91 (NECHAKO LAKES)or the SD91 Manager of Facilities.

4.6Ownership of the Proposal

All proposals, including attachments, submitted to THE BOARD OF EDUCATION OF SCHOOL DISTRICT NO. 91 (NECHAKO LAKES) become the property of THE BOARD OF EDUCATION OF SCHOOL DISTRICT NO. 91 (NECHAKO LAKES). Confidentiality of the proposals will be ensured by THE BOARD OF EDUCATION OF SCHOOL DISTRICT NO. 91 (NECHAKO LAKES), Owner.

5.0Specific Contract Clauses

5.1Workers’ Compensation Board

• As property owners we must require that all work be conducted in accordance with the WorkSafeBC Occupation Health and Safety Regulations and that appropriate WorkSafeBC coverage is in place prior to commencement of work. THE BOARD OF EDUCATION OF SCHOOL DISTRICT NO. 91 (NECHAKO LAKES) is committed to providing a safe and healthy environment for its students and employees and it is expected that this is also your commitment while working for the School District.

• The successful proponent will be required to complete the attached “Schedule D” –WorkSafeBC Prime Contractor Designation requirements form.

• The successful contractor and any subcontractor must be registered and be in good standing with the Worker’s Compensation Board (WCB). WCB coverage must be maintained for the duration of the contract.

5.2Laws of the Jurisdiction (geographical area; Province of British Columbia)

Any contract resulting from this RPF will be governed by and will be interpreted in accordance with the laws of the Province of British Columbia.

5.3Indemnity

• The Proponent will indemnify and (save) harmless the Owner, its employees and agents, from and against any and all losses, claims, damages, actions, causes of action, costs and expenses that the owner may sustain, incur, suffer or be put to at any time either before or after the expiration or termination of the Contract, where the same or any of them are based upon, arise out of or occur, directly or indirectly, by reason of any act or omission of the Proponent or of any agent, employee, officer, director or Subcontractor of the Contractor pursuant to this Contract, excepting always liability arising out of the independent negligent acts of the Owner.

• The Contractor shall indemnify and hold (save) harmless the Owner and its employees and agents from any losses, claims damages, actions courses of action costs and expenses that may suffer, either before or after this Agreement expires or in terminated, by reason or any net of omission of the Contractor or of any agents, employees, officers, directors or subcontractors of the Contractor under this agreement.

• Indemnification shall govern over the provisions of paragraph 1/3 of GC 1.3 – rights and remedies or GC 9.2 – damages and mutual responsibility.
• All of the foregoing insurance shall be primary and not require the sharing of any loss by any insurer of the Owner.

• The Contractor shall provide the Owner with evidence of all required insurance prior to the commencement of the Work or services. Such evidence shall be acceptable to the Owner. When requested by the Owner, the Contractor shall provide certified copies of required insurance policies.

All required insurance shall be endorsed to provide the Owner with thirty (30) days advance written notice of cancellation or material change.

The Contractor hereby waives all rights of recourse against the Owner with regard to damage to the Contractor’s property.

The contractor shall require and ensure that each Subcontractor maintain liability insurance comparable to that required above.

Unless specified otherwise, the duration of each insurance policy shall be from the date of commencement of the Work until the date of the final certificate of payment.

5.4Insurance

Any contract arising out of this Request for Proposal may require that the contractor, without limiting its obligations or liabilities, and at its own expense, provides and maintains throughout the term of the contract specific types of insurance with insurers licensed in the particular province where the contract is to be performed. The contractor may be required to provide THE BOARD OF EDUCATION OF SCHOOL DISTRICT NO. 91 (NECHAKO LAKES); Manager of Facilities, with a Certificate of Insurance. The types of insurance that could be required are:

□Commercial General Liability - $2,000,000.00 inclusive per occurrence insuring against bodily injury and property damage and including liability assumed under contract. THE BOARD OF EDUCATION OF SCHOOL DISTRICT NO. 91 (NECHAKO LAKES) must be added as an additional insured under this policy. Such insurance shall include, but not be limited to:

i)Products or Completed Operations Liability;

ii)Owner’s and Contractor’s Protective Liability;

iii)Blanket Written Contractual Liability;

iv)Personal Injury Liability;

v)Personal Injury Liability;

vi)Non-owned Automobile Liability;

vii)Cross Liability;

viii)Employees as additional Insured’s;

ix)Broad Form Property Damage;

and where such further risk exists:

Shoring, Blasting, Excavating, Underpinning, Demolition, Pile driving and Caisson Work, Work below Ground Surface, Tunneling and Grading as applicable;

Elevator and Hoist Liability;

Operation and Attached Machinery.

• Automobile Liability on all owned or leased vehicles in an amount not less than Two Million Dollars (2,000.000)

• Aircraft and/or Watercraft Liability, where applicable, for all owned or non-owned craft operated or used in the performance of the work by the contractor, in an amount not less than Two Million Dollars (2,000.000) per occurrence and including aircraft passenger hazard liability where applicable.

• Property insurance which shall cover all property, of every description, to be used in the construction of the Work, against “All Risks” of physical loss or damage, while such property is being transported to the site, and thereafter throughout erection, installation and testing, and such insurance shall be maintained until the Substantial Performance of the Work. Such policy of insurance shall extend to protect the interest of Owner, and shall contain a waiver of subrogation against the Owner.

□All the foregoing insurance shall be primary and not require the sharing of any loss by any insurer of the Owner.

□The contractor shall provide the Owner with evidence of all required insurance prior to the

commencement of the work or services. Such evidence shall be in a form acceptable to the Owner. When requested by the owner, the contractor shall provide certified copies of required insurance policies.

□All required insurance shall be endorsed to provide the Owner within thirty (30) days advance written notice of cancellation or material change.

□The contractor hereby waives all rights of recourse against the Owner with regard to damage to the contractor’s property.

□The contractor shall require and ensure that each subcontractor maintain liability insurance comparable to that required above.

□Unless specified otherwise, the duration of each insurance policy shall be from the date of commencement of the work until the date of the final certificate for payment.

□Comprehensive General Liability

The Successful Proposer shall during the term of the agreement provide, acquire and maintain in force at its own expense Comprehensive General Liability Insurance in an amount not less than Two Million Dollars ($2,000,000). Such insurance shall apply to all injuries to and or a death of persons and to damage to property arising from the Work and the Contractor’s operations and shall name SD 91 as additional insured. The Contractor shall provide SD 91 with evidence of such insurance before the Contractor commences the Work. Such insurance policy shall contain a waiver of subrogation clause in favors of SD 91, a clause requiring the insurer not to change or cancel the insurance without first giving SD 91 thirty (30) days prior written notice of such proposed change or cancellation and shall list School District No. 91 (Nechako Lakes) as a certificate holder. The Contractor shall effect and maintain such insurance with insurers satisfactory to SD 91, acting reasonably.

• Automobile Insurance

The Proposer shall maintain a minimum of Two Million Dollars ($2,000,000.00) of Automobile Liability Insurance including owned, non-owned and hired units.

5.5Software Licenses

It is the contractor’s responsibility to ensure the Owner has all licenses required for any software that may be supplied by the Contractor as part of this contract.

5.6Ownership and Intellectual Property Rights

British Columbia will be the owner of the intellectual property rights, including assignment of copyright and waiver of moral rights, trademark and industrial design in any product or material specifically developed or designed through this contract. Licensing and marketing rights of the developed product if appropriate may be negotiated separately.

5.7Payment Holdback

The contract may contain a provision whereby the issuing organization will hold back a minimum of 15% of the contract value until the requirements of the contract have been achieved (e.g. No 3rd party liability issues and the contract performance (objective / deliverables) have been successfully accomplished).

5.8Contract Cancellation / Termination

With Cause:

Without limiting any rights or remedies that the Province may have at law or in equity, the Province will have the right to terminate the agreement if there is a failure to meet reasonable performance standards, either specifically set out in this agreement or generally accepted in the industry.

Without Cause:

The Province will have the right to terminate the agreement, without cause by giving 7 days’ notice. The Province will accept (negotiate) reasonable alternatives in regard to the number of days’ notice prior to termination.

6.CLARIFICATION

Any question related to the RFP shall be directed by email to the person whose name appears below.

Tim Bancroft, Manager of Facilities

Email:

The Proposer shall submit by email any questions regarding the specifications, discrepancies, omissions or any apparent ambiguities to the attention of SD 91 not less than five (5) working days before RFP closing time.