REQUEST FOR PROPOSAL FOR THE PROVISION OF · 2014. 12. 19. · MIDDLESEX-LONDON EMS LOGISTICS DEPARTMENT RFP-MLEMS-10-14 Build-To-Suit Lease for one Ambulance Base PURCHASING GLENCOE

MIDDLESEX-LONDON EMERGENCY MEDICAL SERVICES AUTHORITY

REQUEST FOR PROPOSAL FOR THE

PROVISION OF

BUILD-TO-SUIT LEASE For one

AMBULANCE BASE Located in

GLENCOE ONTARIO

RFP-MLEMS-10-14 There is a Mandatory Attendance Information Meeting scheduled for Tuesday January 06, 2015. The location and details are listed within the RFP document under section 2.1.

Bidders MUST be in attendance and registered at the meeting in order for their submission to be considered in the evaluation process.

ISSUE DATE: DECEMBER 19, 2014 CLOSE DATE: FEBRUARY 13, 2015 AT 12:00 P.M. DELIVERY LOCATION: Middlesex-London Emergency Medical Services, Logistics Department 340 Waterloo Street, London, ON N6B 2N6 Attention: Jason Sparks, Logistics Coordinator

LATE SUBMISSIONS WILL NOT BE ACCEPTED. LOWEST OR ANY PROPOSAL NOT NECESSARILY ACCEPTED.

MIDDLESEX-LONDON EMS LOGISTICS DEPARTMENT RFP-MLEMS-10-14

Build-To-Suit Lease for one Ambulance Base

PURCHASING

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INSTRUCTIONS TO RESPONDENTS

1. GENERAL CONDITIONS

1.1 FORM OF PROPOSAL

All Proposals must be upon the forms provided and the respondents information called for in this RFP, submitted on 8½ x 11 paper in sealed packages, clearly marked as to contents and, should include one (1) original and 5 (five) additional copies of the complete submission and shall include (at a minimum): 1.1.1 Proposal Form 1.1.2 Brief description of Firm 1.1.3 Curriculum Vitae/Expertise 1.1.4 Methodology 1.1.5 Project Schedule 1.1.6 Schedule of Fees 1.1.7 Respondent Ability and Experience Form 1.1.8 Subcontractor Form 1.1.9 Respondent Information Form

1.2 DEFINITIONS

Corporation: Refers to “The Corporation of the County of Middlesex” Lease Holder: Refers to “The Corporation of the County of Middlesex” Respondent: Refers to “any eligible entity providing a Proposal” Successful Respondent: Refers, in the event of an award, “to the selected Respondent” RFP Refers to “Request for Proposal”

1.3 PROPOSAL CLOSING Proposal submissions must be received by the Middlesex-London Emergency Medical Services Authority, Logistics Department, 340 Waterloo Street, London, ON N6B 2N6. ATTENTION Jason Sparks, Logistics Coordinator.

February 13, 2015 by 12:00 P.M.

The Corporation is not responsible for Submissions which are not properly marked and/or delivered to any other location, than that specified.

1.4 LATE SUBMISSIONS Proposals received after the official closing time will NOT be considered during the selection process and will be returned unopened to the respective Respondent.

1.5 ELECTRONIC SUBMISSIONS Electronically transmitted submissions (e-mail, fax, etc.) will NOT be accepted for this Proposal.

1.6 PROPOSAL OPENING

Respondents are advised there will NOT be a public opening for this RFP. Submissions received, by the date and time of closing, will be opened administratively by respective members of the Corporation at a time subsequent to the closing.

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GLENCOE ONTARIO 1.7 COMPLETION OF THE PROPOSAL

The Respondents submission must be completed in hard copy. All entries shall be clear and legible, and made in a non-erasable medium, and signed in ink. All items shall be submitted according to any instruction in the Request for Proposal Documents.

Alterations may be made, providing they are legible and initialled by the Respondent's signing officer. Proposals which are incomplete, conditional, illegible or obscure, or that contain additions not called for, reservations, erasures, alterations incorrectly submitted, or irregularities of any kind may be rejected.

1.8 PROPOSAL WITHDRAWAL Any Proposal may be withdrawn prior to the scheduled time for Proposal Closing, or authorized postponement thereof. Withdrawals received verbally are not acceptable. Withdrawals must be received in writing and;

1.9 RESPONDENT EXPENSE Any expenses incurred by the Respondent in the preparation of the Proposal submission are entirely the responsibility of the Respondent and will NOT be charged to the Corporation.

1.10 EXAMINATION OF REQUEST FOR PROPOSAL DOCUMENTS Each Respondent must satisfy himself/herself by a personal study of the RFP documents, by calculations, and by personal inspection of the site, respecting the conditions existing or likely to exist in connection with the proposed work. There will be no consideration of any claim, after Submission of Proposals, that there is a misunderstanding with respect to the conditions imposed by this RFP.

Prices must include all incidental costs and the Respondent must be satisfied as to the full requirements of the RFP. No claims for extra work will be entertained and any additional works must be authorized in writing prior to commencement. Should the Respondent require more information or clarification on any point, it must be obtained prior to the submission of the RFP.

1.11 INQUIRIES, DISCREPANCIES AND INTERPRETATIONS Should a Respondent find omissions from or discrepancies in any of the RFP documents, or should the Respondent be in doubt as to the meaning of any part of such documents, the Respondent shall notify the designated person and office without delay. If the designated person considers that a correction, explanation or interpretation is necessary or desirable, an addendum will be issued to all who have received RFP documents.

No oral explanation or interpretation will modify any of the requirements or provisions of the Proposal documents.

1.12 ACCEPTANCE OR REJECTION OF PROPOSALS 1.12.1 The Corporation reserves the right to reject any or all Proposals, and to waive formalities as the

interests of the Corporation may require without stating reasons therefore. Notwithstanding and without restricting the generality of the statement immediately above, the Corporation shall not be required to award or accept a Proposal, or recall the Proposals at a later date: a) When only one Proposal has been received as a result of the Proposal call. b) Where the lowest responsive and responsible respondent substantially exceeds the

estimated cost of the goods or service. c) When all Proposals received fail to comply with the Specifications or Proposal Terms and

Conditions. d) Where a change in the scope of work or specifications is required.

1.12.2 The Corporation shall not be responsible for any liabilities, costs, expenses, loss or damage incurred, sustained or suffered by any Respondent by reason of the acceptance or the non-

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acceptance by the Corporation of any Proposal or by reason of any delay in the acceptance of a Proposal, except as provided in the Proposal document.

1.12.3 Each Proposal shall be open for acceptance by the Corporation for a period of sixty (60) calendar days following the date of closing.

1.12.4 Where the Proposal documents do not state a definite delivery/work schedule and a submitted Proposal is based on an unreasonable delivery/work schedule, the Proposal may be rejected.

1.13 ERRORS AND/OR OMISSIONS The Corporation shall not be held liable for any errors and/or omissions in any part of this RFP. While the Corporation has used considerable efforts to ensure an accurate representation of information in this RFP, the information contained in the RFP is supplied solely as a guideline for Respondents. The information is not guaranteed or warranted to be accurate by the Corporation, nor is it necessarily comprehensive or exhaustive. Nothing in the RFP is intended to relieve the Respondents from forming their own opinions and conclusions with respect to the matters addressed in the RFP.

1.14 ADDENDA If required by the Corporation, addenda will be distributed to all Proponents registered as a document taker for this Proposal. Addenda will be distributed using the latest contact information as provided by the Proponent. It is the Proponent’s responsibility to notify the Corporation of any changes to their email or mailing address. It is the Proponent’s ultimate responsibility to ensure all addenda have been received.

Proponents shall be required to acknowledge receipt of addenda on the Proponent’s Information / Addenda Acknowledgement Form contained in the Proposal document.

1.15 PROPOSAL AWARD PROCEDURES Unless stated otherwise, the following procedures will apply: 1.15.1 The Corporation will notify the Successful Respondent of the award within sixty (60) calendar

days of the Proposal Closing. 1.15.2 Notice of Acceptance of Proposal will be by telephone and by written notice. 1.15.3 Immediately after acceptance of the Proposal by the Corporation, The Successful Respondent

shall provide the Corporation with the Certificate of Liability Insurance, if required, and any other required documents within fourteen (14) calendar days of the date of Notification of Acceptance & Award.

1.15.4 Following receipt of the required documents, the Successful Respondent will receive written authority, in the form of a Professional Services Agreement and/or official Purchase Order, to proceed with the Work.

1.16 ABILITY AND EXPERIENCE OF RESPONDENT

The Corporation of the County of Middlesex will not award this contract to any Respondent who does not furnish satisfactory evidence of possessing the ability and experience in this class of work and sufficient capital and equipment / manpower to ensure acceptable performance and completion of the Proposal. Any proposal / tender will be considered non-compliant if reference checks or past experience is deemed unsatisfactory, in the opinion of the County of Middlesex.

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GLENCOE ONTARIO 1.17 RESPONSIBILITY FOR DAMAGES

The successful Respondent shall indemnify and hold harmless the Corporation, its officers and employees from and against any and all liabilities, claims, demands, loss, cost, damages, actions, suits or other proceedings by whomsoever made, directly or indirectly arising out of the project attributable to bodily injury, sickness, disease or death or to damage to or destruction of tangible property caused by any acts or omissions of the Respondent, its officers, agents, servants, employees, customers, invitees or licensees, or occurring in or on the premises or any part thereof and, as a result of activities under this Proposal.

1.18 REGULATION COMPLIANCE AND LEGISLATION The successful Respondent shall ensure all services and products provided in respect to this Proposal are in accordance with, and under authorization of all applicable authorities, Municipal, Provincial and/or Federal legislation and Standards.

1.19 SUB-CONSULTANTS No sub consultants or collateral agreements shall be permitted with respect to the work of this assignment, except with the Corporation’s express written consent and, in advance of commencement of sub consultant activities. Failure to obtain this consent may result in cancellation of the contract with the Successful Respondent.

1.20 CHARACTER AND EMPLOYMENT OF WORKERS The successful Respondent shall employ only orderly, competent, and skilful employees to ensure that the services are carried out in a respectable manner.

In the event that any person employed by the Successful Respondent in connection with the service arising out of this Proposal gives, in the opinion of the Corporation, just cause for complaint, the successful Respondent upon notification by the Corporation in writing, shall not permit such person to continue in any future service arising out of this Proposal.

1.21 FREEDOM OF INFORMATION All correspondence, documentation and information provided shall become the property of the County. Any personal information required on the documentation presented is received under the authority of the Municipal Freedom of Information and Protection of Privacy Act, 1989, RSO, 1990. This information will be an integral component of the quote submission. All written Proposals received by the County become a public record, once a Proposal is accepted by the County of Middlesex, and a contract is signed, all information contained in them is available to the public, including personal information. Questions about collection of personal information and the Municipal Freedom of Information and Protection of Privacy Act, 1989, R.S.O. 1990, Chapter M.56, as amended, should be directed to:

Clerk, County of Middlesex

399 Ridout Street North

London, ON N6A-2P1

(519)434-7321 X2250

The Clerk has been designated by the Corporation of the County of Middlesex Council to carry out the responsibilities of the Act.

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2. SPECIFIC CONDITIONS

2.1 MANDATORY ATTENDANCE INFORMATION MEETING

The Corporation will conduct a “Mandatory Attendance” Information Meeting as follows: Date: January 6, 2015 Time: 09:00 Location: 745 Horizon Drive, London ON N6H 4L1

County staff will provide a brief overview of the project and expectations followed by a question and answer period for Bidders.

Bidders MUST be in attendance and registered at the meeting in order for their submission to be considered in the evaluation process.

2.2 NOTIFICATION OF AWARD The Corporation will notify only the company presenting the awarded proposal in writing. Staff will make a final recommendation to County Council if required, and make the award immediately thereafter. Your proposals to offer products and services in accordance with this RFP are to be held firm for a minimum of sixty (60) days. Please note: The County reserves the right to not award to any Respondent upon completion of this Request for Proposal process.

2.3 PATENT, COPYRIGHT, OR OTHER PROPRIETARY RIGHTS In accordance with Municipal Freedom of Information and Protection of Privacy Act, Respondents are reminded to clearly identify in their Proposal material, any specific scientific, technical, commercial, proprietary, intellectual or similar confidential information, the disclosure of which could cause them injury or damage.

Respondents are encouraged to place all such details and information within a separate section of their submission. Complete Proposal details are not to be identified as “Confidential”.

2.4 HARMONIZED SALES TAX (HST) H.S.T is applicable to the proposal but is not to be included in the unit costs. Please quote all prices as

HST Extra. 2.5 PAYMENT

The normal terms of payment for the Corporation will be net thirty (30) calendar days. Invoices shall be forwarded to the County of Middlesex – Treasury Department.

2.6 PERFORMANCE Any undue delays in the execution of the work and/or costs incurred by the Corporation due to inefficiencies in performance on behalf of the successful Respondent shall be deemed to be the responsibility of that Respondent and as such, any and all costs, as deemed appropriate and reasonable compensation for the Corporation, will be assessed to the successful Respondent.

2.7 ASSIGNMENT OF CONTRACT The successful Respondent shall not assign transfer, convey, sublet or otherwise dispose of this contract or his/her right, title or interest therein, or his power to execute such contract, to any other person, company or corporation, without the previous consent, in writing, of the Corporation’s officials, which consent shall not be unreasonably withheld.

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2.8 CONTACT All enquiries relative to the “Proposal and Award Process” shall be directed to:

Main Contact

Mr. Jason Sparks Logistics Coordinator

Middlesex-London Emergency Medical Services Authority

Phone: (519) 679-5466 Ext. 1117 [email protected]

Supplementary Contact

Mr. John Prno Deputy Chief, Operations

Middlesex-London Emergency Medical Services Authority

Phone: (519) 679-5466 Ext. 1106 [email protected]

Respondents shall submit inquiries via E-mail to the “main contact” with a copy to the “supplementary”.

Questions of clarification will be answered individually, but response(s) to any question that modifies the scope of the RFP will be circulated in writing as a RFP Addendum to all respondents who have received the RFP document from the Corporation.

Inquiries must be received no later than three (3) working days prior to the closing date of the RFP; otherwise, a response may not be provided.

All enquiries relative to the “Terms of Reference” shall be directed to: Mr. Jason Sparks

Logistics Coordinator 340 Waterloo St,

London, ON N6B 2N6 (519) 679-5466 Ext. 1117

[email protected]

2.9 PROPOSAL EVALUATION The specific evaluation criteria are as stipulated under Section 4 of the RFP. All submissions must be in compliance with the requirements of the RFP process in order to be considered for evaluation.

2.10 INSURANCE REQUIREMENTS a) Commercial General Liability

The successful Respondent shall, at his expense, obtain and keep in force during the term of this Agreement, Commercial General Liability Insurance satisfactory to the County, including the following and underwritten by an insurer licensed to conduct business in the Province of Ontario: i) A limit of liability of not less than $5,000,000/occurrence. ii) The County shall be named as an additional insured; iii) The policy shall contain a provision for cross liability in respect of the named insured; iv) Non-owned automobile coverage with a limit of at least $5,000,000 including contractual non-owned coverage; v) Products and completed operation coverage (Broad Form) with an aggregate limit not less than $5,000,000. vi) That 30 days prior notice of an alteration, cancellation or material change in policy terms which reduces coverages shall be given in writing to the County;

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b) Professional Liability Insurance

The successful respondent shall be required to provide Professional Liability Insurance coverage in the amount of not less than $1,000,000 per occurrence, in accordance with the most recent version of the Professional Engineers Act, and regulations thereof.

c) Proof of Insurance

Immediately upon Award, the successful Proponent shall provide the County with a Certificate of Insurance acceptable to the County and, if requested by the County, certified copies of the insurance policies. The Certificate of Insurance must comply with the insurance requirements outlined in this Bid Solicitation. If the Certificate of Insurance is provided in a non-original form (e.g. a facsimile, photocopy or scanned electronic copy), the Proponent acknowledges and agrees that the County is fully entitled to treat any such Certificate as an original and that the Proponent will be responsible for the accuracy and validity of the information contained therein.

2.11 SUBCONTRACTORS 2.11.1 No portion of the work under this award may be subcontracted without the written authorization of the Corporation. The Successful Bidder is fully responsible to the Corporation for the acts and omissions of Subcontractors and/or persons directly or indirectly engaged by the Successful Bidder in respect to this work. Sub-Contractors will be required to abide by all the requirements of the Tender document as though the primary Successful Bidder (Insurance, WSIB, Health & Safety Policy, etc.). The Successful Bidder agrees to bind every Subcontractor by the terms of the Contract documents as far as it is applicable to their work. 2.11.2 Bidders shall submit a list of their proposed Subcontractors containing the names of all of the Subcontractors which the Bidder proposes to use to perform work under the Contract and the division or section of Contract Work to be completed by each Subcontractor. 2.11.3 Bidders shall ensure that all Subcontractors selected and named have experience in the Subcontract work described, have submitted their Subcontract prices in strict accordance with the Bid Documents, and that they will execute their work with competence and within the required time frame. 2.11.4 Bidders shall ensure that all Subcontractors submitting bids shall be actively engaged in work of the type described and shall be able to show proof upon request by the Lease Holder of previous work of similar nature performed by them. 2.11.5 Bidders shall not indicate “TBD” (To Be Determined) or “TBA” (To Be Announced) or similar wording and shall not indicate multiple choices of Subcontractor names for any Subcontractor category in their list of proposed Subcontractors. One Subcontractor name shall be indicated for each Subcontractor category. 2.11.6 Bidders shall include a complete list of all Subcontractors who will perform work on the Project. 2.11.7 No names, either of Subcontractors or “Own Forces” may be changed after submission of the list of proposed Subcontractors unless prior written approval is received from the Lease Holder. Such approval will only be considered after receipt by the Lease Holder of a written request for the change by the Bidder with a full explanation of the reasons for the requested change and a letter from the previously named Subcontractor agreeing to withdraw its bid with no consequences to the Lease Holder. 2.11.8 The Lease Holder reserves the right to reject a proposed Subcontractor for reasonable cause. Upon such rejection, the Bidder will be required to propose an alternate Subcontractor and to identify any resulting change to the Bid Price. The change in subcontractor bid price may affect the tender ranking and may render another submission as the lowest bid.

Bidders must complete and submit with their quote, the Subcontractor Form included with this document.

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2.12 WORKPLACE SAFETY & INSURANCE BOARD The successful Respondent shall provide the Corporation’s Purchasing Manager with a copy of the Workplace Safety & Insurance Board’s Clearance Certificate indicating the Respondent’s good standing with the Board: a) Prior to Award b) Prior to the expiration of the Contract Period c) At any other time when requested by the Corporation

2.13 BID DEPOSIT

Each Bidder shall include a Bid Deposit in the form of a Certified Cheque or Bank Draft made payable to the Corporation of the County of Middlesex and drawn on a Canadian Chartered Bank, Trust Company or Credit Union located in Ontario, or a Bid Bond from a Surety Company authorized by law to carry out business in the Province of Ontario and acceptable to the Corporation in the amount of:

TWENTY-FIVE THOUSAND DOLLARS ($25,000.00)

The Bid Deposit shall be forfeited should the successful Bidder fail to return to the Corporation, within fourteen (14) calendar days of receipt of the acceptance of the award, the General Liability Insurance, and, WSIB certificate of clearance, The Bid Deposits of all Bidders, except the most feasible, second and third most feasible Bidders, will be returned within Twenty-One (21) calendar days of the Tender Closing. The Bid Deposit of the second and third most feasible Bidders will be returned when the successful Bidder has provided the required documentation, to the Corporation. Where any of the unsuccessful Bidders have not been notified within sixty (60) calendar days after Tender closing, that their Tenders have been accepted, application may be made to the Corporation for the return of the deposit, where applicable.

2.14 AGREEMENT TO BOND The Bidder shall include with the Tender submission an Agreement to Bond form, jointly executed by the Bidder and the surety company from which the bonds will be obtained. The successful bidder will be required to submit Performance Surety in the form of a Performance Bond and a Labour and Materials Bond.

2.15 PERFORMANCE SURETY

The successful Bidder(s) shall be required to provide and assume all costs for the provision of Performance Surety, prior to the execution of a contract or the issuance of a signed Contract Agreement. Such surety shall be in the amount of:

ONE HUNDRED PERCENT (100%) of the total bid amount and be in the form of an Irrevocable Letter of Credit or a Performance Bond from a Surety Company authorized by law to carry out business in the Province of Ontario and acceptable to the Corporation. The Corporation will retain the Surety of the successful Bidder as a performance security for the duration of the Contract. The contract period will be from award to the completion of work to the satisfaction of the Corporation. The Corporation will access funds from the performance deposit at any time where damages or additional costs are incurred by the Corporation and at the discretion of the Corporation.

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2.16 LABOUR AND MATERIALS BOND

The successful Bidder(s) shall be required to provide and assume all costs for provision of a labour and materials bond, prior to the execution of a contract. Such bond shall be in the amount of:

FIFTY PERCENT (50%) of the total bid amount and be in the form of a Labour and Materials Bond from a Surety Company authorized by law to carry out business in the Province of Ontario and acceptable to the Corporation.

The Corporation will access funds from the Labour and Materials Bond if all payments have not been paid to each claimant as necessary.

2.17 LAWS, NOTICES, PERMITS & FEES The successful Respondent shall obtain the necessary permits, licenses and pay the required fees, as they pertain to this assignment, which are in force at the date of the Proposal Closing. The County will pay the cost of any such Certificates.

The successful Respondent shall give the required notices and comply with the laws, ordinances, rules, regulations, codes and orders of the authorities having jurisdiction which are, or become, in force during the period for which services are performed in accordance with the schedule of work.

2.18 EXTRA WORK No work shall be regarded as extra work, unless it is ordered in writing by the Corporation and with the agreed price for the same specified in said order, provided said price is not otherwise determined by the Proposal. A statement of the cost of extra work shall be made within thirty (30) calendar days after the completion of the said extra work.

2.19 CANCELLATION a) The Corporation reserves the right to immediately terminate the Contract for sufficient cause,

including but not limited to such items as non-performance, late deliveries, inferior quality, pricing problems, etc.

b) If the successful Respondent should neglect to execute the work properly, or fail to perform any provision of this Award, the Corporation, after three (3) business days written notice to the successful Respondent, may, without prejudice to any other remedy in existence, make good such deficiencies and may deduct the cost thereof from any payment then and thereafter due to the successful Respondent. Continued failure of the successful Respondent to execute the work properly shall result in a termination of Contract. The Corporation shall provide written notice of termination.

c) The Corporation may elect to terminate the Contract if the original terms and conditions are significantly changed, giving thirty (30) calendar day’s written notice to the successful Respondent.

d) Either party may terminate the Contract by giving the other party sixty (60) calendar day’s written notice, giving reasons acceptable to the other. A period of less than sixty (60) calendar days to terminate the contract may be negotiable if mutually agreeable among the parties involved in the Contract.

e) Failure to maintain the required documentation during the term of this contract may result in suspension of the work activities and/or cancellation of the contract.

2.20 CONFLICT OF INTEREST

This proposal is made by the Respondent without any connection, knowledge, comparison of figures or arrangement with any other person or persons making a proposal for the same work, and is in all respects fair and without collusion or fraud.

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2.21 PROPOSAL EVALUATION AND QUALIFICATION CRITERIA

An Evaluation Committee will evaluate each of the RFP’s received in accordance with the evaluation criteria as set out below in section 4.4. The Committee reserves the right to enter into further discussions in order to obtain information that will allow the Committee to reach a decision with a Proponent, and to waive irregularities and omissions if, in doing so, the best interest of the Corporation will be served.

The Corporation reserves the right to interview any, all or none of the proponents that submit a Proposal to provide the evaluation team with additional insight into the Proponent’s ability to meet the requirements as requested in the RFP. The interviews would be conducted by the representatives of the Evaluation Committee as soon as possible but preferably within two weeks of the RFP close.

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33 TTEERRMMSS OOFF RREEFFEERREENNCCEE

3.1 GENERAL DESCRIPTION 3.1.1 The project is to design, build-to-suit and lease a drive thru Ambulance Station which must

be located within the Municipal boundaries of Glencoe, Ontario in the County of Middlesex.

3.1.2 The cost of the project is to include acquisition of the land and all site work (water and sewer connections, natural gas, electrical, telephone, fibre optics). Works to include but is not limited to the asphalt, curbs, islands, sidewalk and landscaping.

3.1.3 Design-Build Contractor is to supply and install all underground services (water and sewer connections, natural gas, electrical, telephone, fibre optics).

3.1.4 All materials, labour and fees for all licenses and deposits, utility charges, applicable taxes,

design and occupancy permit. 3.1.5 Contract to be CCA-CSC-RAIC DOCUMENT 14 – 2000 Design-Build Stipulated Price

Contract. “DOCUMENT 14 - 2000 Design-Build Stipulated Price Contract (CCA, CSC, RAIC)

Standard prime contract between Lease Holder and Design-Build where the Design-Build performs Design Services and Construction under one agreement, for a single, pre-determined stipulated or fixed Lease price.”

3.1.6 All work to be warrantied as provided in CCA-CSC-RAIC DOCUMENT 14 – 2000 for a

minimum of one (1) year or in accordance with manufacturer warrantied from date of substantial performance. Refer to section 3.7 for specific warranty periods.

3.1.7 Design-Build Contractor to submit three (3) Maintenance Manuals, which includes as a

minimum maintenance instruction for all equipment, a list of manufacturers and any extended warranties. Design-Builds consultants are required to review the Maintenance Manuals and As-Built drawings prior to submission to the Corporation.

3.1.8 Design-Build Contractor to include all costs associated with temporary utilities. 3.1.9 Design-Build Contractor to arrange for and supply for all permanent utility hook-ups (i.e. gas,

power, phone, water, etc.) 3.1.10 Design-Build Contractor must conduct monthly inspections with reports provided to Lease

Holder. Inspection and deficiency list by Design-Build Contractor to be conducted at substantial performance. Final inspection is to be conducted by the Lease Holder or designate at job completion.

3.2 DESIGN SERVICES Services are to be provided by professionals licensed to practice in the province of Ontario and must

comply with the requirements of the applicable Building Code, latest revision, all local Municipal Building Codes and Bylaws in effect at the date of execution of the contract, and authorities having jurisdiction, including ASHRAE standards.

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GLENCOE ONTARIO 3.3 BUILDING SIGNAGE The shell building will include electrical supply, structural support and backing as required for the signage to the canopy and other areas as required.

3.4 LEASE HOLDER’S STATEMENT OF REQUIREMENTS The Lease Holders Statement of Requirements is attached, describing the general requirements of

the building. Each proposal should include an outline of the minimum specification proposed. Proposed alternates are to be identified for review.

3.5 DOCUMENT(S) TO BE SUPPLIED BY COUNTY

3.5.1 Conceptual floor plan of building has been provided as Appendix 1. The Design-Build Contractor may provide an alternative floor plan.

3.6 OUTPUT DOCUMENTS REQUIRED (TO BE SUPPLIED BY CONSULTANT)

3.6.1 The proposed site details including size of lot, current zoning and approved road access(es).

3.6.2 Coloured renderings showing North, East, South, West elevations. These are to be submitted to the EMS Chief for review and approval prior to finalizing exterior design.

3.6.3 Working drawings showing complete Architectural, Structural, Mechanical, Electrical, Grading and Drainage Plan (included as Appendix 1) ,Electrical information sufficient to communicate intent to the local building department. Drawings must be updated and submitted to EMS Chief in order to approve any changes from original drawing submission.

3.6.4 Complete construction drawings (architectural, structural, mechanical, electrical) which incorporate all the Corporation requirements, must be submitted prior to construction start.

3.6.5 Design-Build Contractor to provide As-Built drawings that include all changes and revision notices upon the completion of the project. Design-Build Contractor’s consultant is expected to review the As-Built drawings prior to submission to the EMS Chief.

3.6.5 Construction schedule showing the design period and construction period must be submitted

with RFP.

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3.7 WARRANTIES

The Design Builder shall provide the following minimum warranties from the date of substantial performance: 3.7.1 Complete Building 2 years 3.7.2 Building Envelope 5 years 3.7.3 Roofing 15 years 3.7.4 Windows 15 years 3.7.5 Landscape Plant Material 1 year – full four season cycle 3.7.6 Asphalt, Curbs, Sidewalks 2 years – full four season cycles

3.8 SITE SECURITY The Design-Build Contractor will provide site security plan to include perimeter fencing protection all sides of work site.

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LEASE HOLDER STATEMENT OF REQUIREMENTS

1. GENERAL 1.1 All work must be in accordance with the requirements (itemized and reasonably inferred) of

the documents included within in this RFP package. Where there is a conflict in scope, the more stringent shall apply. All conflicts and changes to scope must be clarified with the Logistics Coordinator during the Proposal Period and specified in writing with the proposal submission.

1.2 All work including materials and execution to comply with the requirements of the applicable Building Code, latest revision, all local Municipal Building Codes and Bylaws in effect at the date of execution of the contract. Provisions for persons with disabilities to be made as required.

2. SITEWORK

2.1 All site work to be approved by the Lease Holder or designate. 2.2 Field engineering including: soil compaction, soil bearing capacity, concrete testing, cold weather concrete methods. 2.3 Site clearing, as required. 2.4 Parking Lot. 2.5 Driveways. 2.6 Landscaping and tree/shrub planting as per plan. 2.7 Underground services. 2.8 Foundation excavation and backfill. 2.9 Engineered fill, if required. 2.10 Compaction, if required. 2.11 Final Grading. 2.12 Foundation drainage, if required. 2.13 Garbage Enclosure.

3. MASONRY

3.1 As per proposal. 3.2 Concrete block, as required.

4. CONCRETE

4.1 As per proposal. 4.2 Ambulance bay to be capable of withstanding weight of each ambulance. Ambulances weigh approximately 15,000 lbs.

5. METALS

5.1 As per proposal. 5.2 Structural steel: Grade 300 to CSA .20-98/G40.21-98M or equivalent. Welding by personnel certified to W47.1=92 (R2001), zinc rich coating paint. 5.3 Steel deck.

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6.1 Lumber Material, as per proposal. 6.2 Panel Material, as per proposal. 6.3 Fasteners, as per proposals 6.4 Wall Framing, as per proposals 6.5 Finishes, as per proposal 6.6 Millwork, as per proposal 6.7 Gypsum board, as per proposal 6.8 Acoustic ceiling, as per proposal. 6.9 Closet shelving, as per proposal. 6.10 Washroom accessory installation, as per proposal

7. FINE CARPENTRY AND MILLWORK

7.1 Framing Lumber, as per proposal. 7.2 Hardwood Lumber, as per proposal. 7.3 Finish Lumber, as per proposal. 7.4 Cabinet hardware, as per proposal, commercial/industrial grade. 7.5 Kitchen cabinets, as per proposal, melamine. 7.6 Bathroom Vanities, as per proposal, melamine. 7.7 Countertops, as per proposal, laminate.

8. THERMAL AND MOISTURE PROTECTION

8.1 Underslab and perimeter foundation insulation, as per proposal. 8.2 Exterior wall systems, including insulation, air/vapour barrier system, air retarder sheet, as per proposal. 8.3 Interior wall stud acoustic insulation, as per proposal. 8.4 Insulation Sheathing, as per proposal. 8.5 Sprayed in Place Polyurethane foam insulation as per proposal 8.6 Acoustical Sealant, as per proposal. 8.7 Sealants.

9. DOORS, WINDOWS

9.1 Vinyl casement windows. Glazing to have A R Value 3.8 One layer of low-emissivity coating with ½” air space filled with argon gas. 9.2 Metal doors/frames commercial grade.

Hollow with clear glass insert – all exterior doors, 3 – interior (office (1), vestibule at front entrance (2) 9.3 Fire rated, as required. 9.4 Electrically operated insulated steel garage doors, 12’ wide by 10’ high, with single panel glass section. Doors must open fully in less than 20 seconds and be configured to operate with Doorlec remote operators. 9.5 Hardware – commercial/industrial hinges and door handles. 9.6 Door ringers at exterior entrances to ring in garage and crew quarters(2). 9.7 Exterior/interior door locks – Key fobs to be supplied and installed by Unique

Communications, (519)948-5595. 9.8 Separate man door directly into garage area.

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10.1 As Required

11. FINISHES 11.1 Ceramic tiles throughout the crew quarters. 11.2 Garage floor: Colour to be added in concrete before pouring (to be determining at a later date). Use a non-slip finish. 11.3 Ambulance Bay use concrete block walls. 11.4 Ambulance Ceiling use metal decking. 11.5 Painting and Finishing, washable non-toxic as required. 11.6 Floor Mounted Toilet Partitions, as required. 11.7 Washroom, Kitchen Accessories, as required.

12. SPECIALITIES

12.1 All specialties shown on attached drawings. 12.2 Flag pole and base. 12.3 Outdoor concrete slab at side of building accessed by patio door. 12.4 Pole light standard at entrance to parking area. 12.5 Sufficient exterior lighting for parking and all sides of the building. 12.6 Others, as per proposal.

13. EQUIPMENT

13.1 As required.

14. FURNISHINGS

14.1 County to provide all furnishing except for two (2) built-in Murphy Beds. Washrooms must be designed to accommodate eight (8) full height County supplied lockers each. 14.2 2 built in computer work stations in office with appropriate lighting. 14.3 Storage room shelving in bay area Shelving to be mounted to the wall. 14.4 Provide and install two (2) Murphy beds at approved locations.

15. MECHANICAL 15.1 Plumbing and fixtures complete with trim all commercial/industrial grades. 15.2 Domestic waterlines to be run overhead. No waterlines beneath the slab. 15.3 Fire protection, to meet applicable codes. 15.4 Heating (to be high efficiency system), ventilation and air conditioning requirements to meet applicable codes. 15.5 Gas connection of HVAC units, including coordination with local gas utility. 15.6 Hot and cold water hose bibs in garage area and clean utility area. 15.7 Industrial floor drain basin for mop bucket in clean utility area. 15.8 All plumbing requirements as shown on attached plans. 15.9 Trench drains in garage area to be connected to an oil interceptor. 15.10 Automatic nitrogen dioxide and carbon monoxide detector system in garage with exhaust and ceiling fans. 15.11 “AirMation” or equivalent industrial air cleaner units sufficient to exhaust vehicle particulate

and gases out of entire garage area. 15.12 Garage area: To be gas and indirect heating. 15.13 Industrial size double basin stainless steel sinks with attached stainless steel counter top 6 feet in length.

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15.14 Wall mounted hose and reels for washing of vehicles in bay area (2). 15.15 Exterior garden hose connections at front and rear of building.

16. ELECTRICAL

16.1 All underground electrical conduits to be run within granular and must not run through the concrete slab. 16.2 Supply and install morality lights on photocell over all exterior doors. 16.3 Supply and install soffit lighting for front canopy. 16.4 Contractor to comply with the requirements of the Building Code, latest revision, all local Municipal Building Codes and Bylaws in effect for fire alarm systems. Contractor to obtain written approval of electric design from Municipal Fire Inspector prior to the start of construction. 16.5 Design Builder to coordinate with local Hydro Company for provision of Hydro to the building prior to substantial completion. 16.6 Supply and install an appropriate Natural Gas generator and automatic transfer switch to supply emergency power to all circuits and building needs. 16.7 Supply and install cable/satellite wiring, one in kitchen and one in the lounge. 16.8 Supply and install power for exterior sign. 16.9 Supply and install box, conduits and pull cord only for IT wiring (6 locations). 16.10 Supply and install retractable insulated power cord from ceiling beside each ambulance (3). Cords to be oil and water resistant and GFI protected. 16.11 Supply and install an automatic door closer for both garage doors. Moisture resistant actuators for each door. All garage doors to have photo electric eye sensors installed.

17. CONSULTANTS

17.1 Design-Build’s Consultant: Proposal to include all fees for all consultants required to design the building and operating systems, preparation of working drawings and full contract administration / site review duties including Payment Certification (by independent outside architect).

18. DESIGN SCHEDULE

18.1 Design-Builds Consultants to provide within five working days of authorization to proceed; floors plans, four elevations and coloured renderings for Lease Holder’s review and approval within fifteen working days of authorization to proceed, the Design-Build’s Consultants to provide a full and complete set of construction documents including three copies for the Lease Holder.

19. SITE MEETING

19.1 Design-Build Consultant to arrange and facilitate bi-weekly site meetings or on an as required basis.

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4. RESPONDENT SELECTION PROCEDURE

4.1 SCHEDULE The following schedule is proposed for the selection of the successful Respondent for this assignment. Activity Date Request for Proposal Issued. December 19, 2015

Mandatory Site Meeting January 06, 2015 Request for Proposal Closed. February 13, 2015 Selection of Successful Respondent Not more than 60 days Interview time period.

Note: although every attempt will be made to meet all dates, the Corporation reserves the right to modify any or all dates at its sole discretion.

4.2 PROPOSALS Proposals should include the following details, as referenced in section 1.1

Description of Firm: Firm's brief history with highlights of services provided. Curriculum Vitae/Expertise: An outline of qualifications and experience of the team members, including all sub-consultants, to be assigned to each phase of the project. Indicate the names of all personnel, and experience that will be involved in the design of each discipline, including, building design, HVAC, lighting and power, acoustical, structural, fire systems, and project management. As time is of the essence in this project, identify team availability. Personnel substitution will not be accepted without prior approval of the Middlesex-London EMS Logistics Coordinator.

Team Organization: The respective roles and responsibilities team members will take in the project team organization and in the development of design/tender documents, contract administration and commissioning of the project. Project Experience: Brief documentation on significant similar projects, with client references, project description, reduced size design drawings and photographs (max. 8-1 /2" x 11"), together with a brief description of all other projects of relevance. Design Concept: A brief description on design approach, a brief description of materials to be used, and artists rendering of final building interior and exterior. Project Schedule: An outline of the approach proposed to meet the requested schedule(s) and what other resources will be made available by the proponent/sub-consultants to meet set end dates, if during the design process, delays occur. Cost Control: An outline of the approach proposed to effect cost control. Provide details on demonstrated projects where respondent met the budget which was initially set, and met post construction phase. Provide steps taken to maintain initial budget.

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4.3 SELECTION PROCESS Proposals will be assessed on the basis of information provided by the Respondent at the time of submission. The evaluation of Proposals will be conducted by an evaluation team comprised of staff members from the Corporation. The County of Middlesex reserves the right to interview and facilitate presentations in order to gain additional detail outside of the proposals received.

4.4 EVALUATION CRITERIA Proposals will be assessed against the following criteria. The Corporation reserves the right to shortlist firms for further evaluation and interviews which may alter the final scoring results. Proposals will be scored based on meeting or exceeding the expectations of the established evaluation criteria.

The Corporation reserves the right to reject any or all proposals. The Corporation also reserves the right to not proceed with the project without stating reason thereof. Selection of a proposal(s) will be based on all the above criteria and any other relevant information provided by the Respondent(s). All proposals are to be submitted with the understanding that the selection of a proposal for discussion by the Evaluation Committee shall not thereby result in the formation of a contract. Nor shall it create any obligation on the County to enter into further discussions. Evaluation of the project engineer and project support staff will include an assessment of the firms overall ability to provide multi-disciplinary capabilities and resources to this project and the Project Managers past experience on similar projects. The assessment of past project experience will include evaluation of the Consultant’s success with previous experience of this nature, the previous experience of proposed staff for this project, the stability and reputation of the firm, particularly in the area of design/build services. Respondents shall include in their proposal a minimum of three (3) project references demonstrating these attributes, preferably in projects of a similar magnitude and design to that specified herein. The project will be awarded to the respondent who, in the sole judgment of the Corporation, provides the best overall value. The Corporation will not be obligated to select the lowest cost or any proposal. The Corporation reserves the right to conduct references on the Respondents, the results of which may affect the award decision. The Corporation reserves the right to negotiate Terms of Reference including materials used, with the awarded Respondent. These negotiations may affect price proposal.

Evaluation Criteria

Weight Factor

1. Qualifications and Expertise of Team 10 2. Experience with projects of similar size and complexity. 20 3. Approach to design concept including suggested materials. 20 4. Approach to Timing Control and Schedule 15 5. Approach to Cost Control 10 6. Fees 25 Total 100

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PROPOSAL FORM

FOR THE PROVISION OF: DESIGN / BUILD FOR LEASE SERVICES – AMBULANCE BASE AS SUPPLIED BY:

FIRM NAME

ADDRESS POSTAL CODE

(HEREINAFTER CALLED THE BIDDER)

TO: MIDDLESEX-LONDON EMERGENCY MEDICAL SERVICES AUTHORITY, 340 WATERLOO STREET, LONDON, ON N6B 2N6 (HEREINAFTER CALLED THE CORPORATION)

THE RESPONDENT DECLARES 1. No person(s), firm or corporation, other than the Respondent, has any personal interest in this Proposal or in the

award for which this Proposal is made. 2. No member of Council, officer or employee of the Corporation is or will become interested directly or indirectly as a

contracting party, partner, shareholder, and surety or in any portion of the profits thereof, or in any of the monies to be derived, there from.

3. This Proposal is made without any connection, comparison of figures, or arrangements with, or knowledge of any other corporation, firm or person making a Proposal for the same and is in all respects without collusion or fraud.

4. By signing this submission, I confirm I have read and understood the content and requirements of this Proposal document.

LOWEST OR ANY PROPOSAL NOT NECESSARILY ACCEPTED

ACKNOWLEDGEMENT TO RECEIPT OF ADDENDA

This will acknowledge receipt of the following addenda and, that the pricing quoted includes the provision set out in such addenda

ADDENDUM # DATE RECEIVED

# _________ _______________________________________

# _________ _______________________________________

□ Check here if NO Addenda received

DATE_____________________________________________________, 2011

___________________________________ ___________________________________ SIGNATURE OF WITNESS SIGNATURE OF RESPONDENT

By my signature, I hereby confirm I am a principal, or have been duly authorized by the principal/board, to sign on behalf of the above named.

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Building Costs

Building costs are requested to determine how the builder(s) cost recovery will be calculated through the building lease rate. Cost breakdowns are required in order to allow The County of Middlesex to enter into cost share agreements as required. Lease options based on 20 years with two (2) 5 year options at the end of the 20 year period.

ITEM ACTUAL COST

Clearing Costs $

Parking Lot $

Service installation and hook-ups $

Site rehabilitation including all tree/shrub planting $

Building including all interior and exterior finish. $

Building Maintenance Fee $

13% H.S.T $

Total Upset Price $

Building Lease Rate

LEASE PERIOD MONTHLY LEASE RATE ADDITIONAL COST

YEAR ONE (1) – YEAR FIVE (5) $ $

YEAR SIX (6) – YEAR TEN (10) $ $

YEAR ELEVEN (11) – YEAR FIFTEEN (15)

$ $

YEAR SIXTEEN (16) – YEAR TWENTY (20)

$ $

RESPONDENT SIGNATURE DATE

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RESPONDENT’S ABILITY AND EXPERIENCE FORM Respondents shall provide below information on three (3) projects of a similar cost, magnitude and design that have been successfully completed by their firm in the past five (5) years.

CONTRACT # 1

Customer

Contact (including telephone #)

Total Projected Annual Value

Additional Comments (optional)

CONTRACT # 2

Customer




CONTRACT # 3

Customer





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SUBCONTRACTOR INFORMATION FORM

1. Check Here __________ If NO Subcontracting.

2. The Bidder shall list below, the Subcontractors which will assist in the completion of the Work. Bidders will be familiar with section 2.11 on Subcontractors.

Name of Subcontractor

Address of Subcontractor

Work Type to be Subcontracted

Scope of Work & Experience

Note: If additional space is required please include additional pages as required.

Bidder: __________________________________ Date ______________ Signature: ______________________________________________________

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RESPONDENT INFORMATION FORM

RESPONDENTS must complete this form and include with the Proposal Submission Please ensure all information is legible.

1. Firm/Company Name

2. Respondent’s Contact Individual

3. Office Phone #

4. Toll Free #

5. Cellular #

6. Fax #

7. E-mail address

8. Website

9. WSIB Account #

10. HST Account #


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APPENDIX “1” Sample Building Layout

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