REQUEST FOR PROPOSAL Prime Design Consultant Services

REQUEST FOR PROPOSAL

Prime Design Consultant Services

for

NSCAD University

Port Campus Renovation

NSCAD University

5163 Duke Street Halifax, NS B3J 3J6

RFP for Prime Design Consultant Services 2 of 22

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TABLE OF CONTENTS

1. OVERVIEW ........................................................................................... 4

1. Introduction .................................................................................... 4

2. Project Summary ............................................................................ 4

3. Project Budget ................................................................................ 5

4. Definitions ....................................................................................... 5

5. Project Team ................................................................................... 6

2. SUBMISSION REQUIREMENTS .......................................................... 7

1. Intent ............................................................................................... 7

2. Confidentiality ................................................................................ 7

3. Proposal Schedule ......................................................................... 7

4. Questions and Clarifications ......................................................... 8

5. Proponent Site Visit ....................................................................... 8

6. Contract Terms ............................................................................... 8

7. Construction Delivery .................................................................... 9

8. RFP Submissions ........................................................................... 9

9. Amendments to Proposals ............................................................ 9

10. RFP Terms and Conditions ......................................................... 9

11. Rights Reserved by the Client .................................................... 9

12. Insurance and Indemnification ................................................. 10

13. Conflict of Interest ..................................................................... 10

14. Suspension of Services ............................................................ 11

3. SERVICES .......................................................................................... 11

1. Schematic Design Phase ............................................................. 11

2. Design Development Phase ......................................................... 12

3. Construction Documents Phase ................................................. 12

4. Bidding Services for Project Tender ........................................... 12

5. Construction Phase Services ...................................................... 12

6. Warranty Phase ............................................................................ 13

5. PROPOSAL FORMAT ........................................................................ 13

1. Overview ....................................................................................... 13


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2. Work Program............................................................................... 13

3. Organization ................................................................................. 13

4. Sustainable Design and Construction ........................................ 14

5. Quality Control ............................................................................. 14

6. Accessible Design ........................................................................ 14

7. Price Proposal .............................................................................. 15

8. PROPOSAL EVALUATION ........................................................... 15

6. Appendix “A”..................................................................................... 16

7. Appendix “B”..................................................................................... 18

8. Appendix “C”..................................................................................... 21

9. Appendix “D”..................................................................................... 22


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1. OVERVIEW

1. Introduction

NSCAD University (NSCAD) was founded in 1887 by Anna Leonowens and is one of the preeminent art schools in Canada. NSCAD also has an international reputation and its graduates regularly find work in places like New York City and further abroad.

Throughout its history, NSCAD has occupied a variety of buildings in downtown Halifax, including what is known as the Five Fisherman (when it was the Victorian College of Art and Design), and a site near Dalhousie University on Coburg Road. In the late 1970’s, NSCAD and Parks Canada became the anchor tenants for the revitalization of Historic Properties, with NSCAD leasing all of the space from the Morse’s Tea Building to the harbour side of the Granville Mall. NSCAD purchased these properties from the Armour Group in 2002, although this agreement included a First Right of Refusal should NSCAD ever sell the building.

In 2004, NSCAD opened a second campus in a former school building located at the corner of Brunswick and Sackville streets. This building was donated to NSCAD by Alliance Atlantis Broadcasting Inc. through Michael Donovan (past Chairman of the Board of NSCAD) as part of the approvals to sell Salter Street Films to Alliance Atlantis. NSCAD’s Film and Media Arts program is the primary tenant for this building, known as the Academy Campus. As the University continued to grow, space became an issue and in 2004-2005, NSCAD undertook a campaign to identify a new location of a second campus. Although Dartmouth Cove was considered, the Halifax Seaport was selected and in 2007 the new 100,000 sq. ft. Port campus was opened in this location.

As a result of these moves and acquisitions, NSCAD currently occupies space in three buildings located in downtown Halifax: The Port Campus, the Fountain Campus (Historic Properties) and the Academy Campus. While there are lots of positive attributes about the current arrangement, there are also issues. NSCAD has a student body of approximately 850 students that is spread out over three campuses. NSCAD University is in the process of moving forward on a facility strategy that will entail the renovation of its Port Campus As mandated, NSCAD is required to develop a multi-year accessibility plan to help make Nova Scotia accessible by 2030. This is the opportunity to not only be inclusive but be more sustainable.

In January 2021, Colliers Project Leaders (Colliers) was engaged to provide project management planning services in the delivery of the Port Campus Renovation located in Halifax. This work includes engaging with project stakeholders to identify the project objectives and constraints as well as developing an implementation strategy for the project including the project scope, budget, and schedule.

2. Project Summary

The Port Campus was created in 2007 by extensively renovating an old brick bulk shed at the Halifax Seaport. NSCAD occupies approximately 100,000 sq. Ft. in this location. NSCAD does not own this facility but leases it from the Halifax Port Authority. This lease was prepaid in 2007 and expires in 2047. While this space is fairly new and beautiful, it has some issues, including large amounts of under-utilized space (e.g. very high ceilings that could support a mezzanine floor) and sound issues. In 2016, NSCAD inquired about leasing some additional space from the Halifax Port Authority to create fit for purpose studios for jewelry and other departments at the Fountain Campus that would be better located in a new and modern structure. These discussions were not finalized, but there are architectural plans and cost estimates to support this option.


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The goal of this RFP is to procure the services of an experienced Architect firm to provide Prime Design Consulting Services. The delivery will be in two stages: 1) design phases (schematic design, design development and construction document) and 2) Implementation phases (tendering, construction and warranty).

Proponents are advised that the work included as part of this RFP is to be awarded and completed in two distinct phases. NSCAD will award phase 1 first and will only award phase 2 should the project move forward after internal reviews of the design and cost estimate. The award of Phase 2 is not guaranteed.

The following strategic goals were identified and should be considered in the design of the renovation of the Port Campus:

• Optimize space utilization for greater occupancy;

• State of the art studio spaces for teaching and research;

• Increase accessible space by transferring 30,000 sq. ft. of accessible learning, teaching and research spaces to the Port Campus from the Fountain Campus;

• Promote equity, diversity, inclusion, and indigeneity by consulting with indigenous students, faculty and staff to gather information on the design and location of the space;

• Improve organizational sustainability by centralizing resources and minimizing their environmental footprint;

• Improve building sustainability by improving the HVAC system and minimizing heat loss.

The Scope of the Prime Design Consultant’s services is described in Section 3.0 Services. A detailed scope of services is identified in Schedule A of the RAIC Document 6 (2018) included in the proposed contract attached hereto as Appendix “D”.

This Request for Proposal (RFP) will be used to identify Prime Design Consultant Proponents who can provide expert design consulting services to support NSCAD in the delivery of the project.

This RFP contains all the information necessary to prepare a submission for the design consulting services under consideration.

3. Project Budget

The total construction budget is approximately $10,000,000 inclusive of all costs and contingencies, excluding Furniture, Fixtures & Equipment (FF&E) and HST.

The Prime Design Consultant fee will be a lump sum (fixed fee) and is not included in the above budget. The Prime Design Consultant will be required to submit cost estimates, prepared by a quantity surveyor, at key milestones noted under Section 3 - Proposal Schedule.

The Prime Design Consultant must ensure the design is within the approved budget provided. It will be the responsibility of the Prime Design Consultant to revise and adapt the program requirements and design (in consultation with the Client) to respect these financial constraints.

4. Definitions

Client / Owner NSCAD University (NSCAD)

Design Project Leader The individual accountable for the Prime Design Consultant’s


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role in providing design coordination and administration

Discipline Design Leader The individual who acts as the engineering consultant’s respective principal representative for each specified discipline on the Project and who is responsible for the discipline’s design

Project Team A team consisting of the Client and/or his/her delegate(s), the Project Manager, and the Design Project Leader with the objective of ensuring the effective conduct of the project

Colliers Project Leaders Colliers Project Leaders Inc, the project management firm retained by the Client

Prime Design Consultant The architectural firm, individual, company, or consortium that enters the contract with the Client to provide integrated design services as defined in Schedule A

Project Manager The Colliers Project Leader project manager assigned to manage the project

Proponent A company or firm intending to submit a Proposal and from whom a Proposal submission was received

5. Project Team

Project Manager

The Client has retained Colliers Project Leaders Inc. (Colliers) as the project management firm during project planning and design development and Colliers has assigned a Project Manager who will be the single point of contact representing the Client for delivery of the project, responsible for ensuring that schedule, cost and quality objectives are satisfied. The Project Manager reports to NSCAD. The Prime Design Consultant will be contracted to NSCAD and will report to NSCAD via the Project Manager.

Prime Design Consultant

Delivery of the design will be through the Prime Design Consultant who will enter into a contract with the Client for the delivery of all design services. The design team will be organized by the Prime Design Consultant. The Prime Design Consultant will advise on the evaluation and selection of other specialty consultants if required and will be responsible for managing and coordinating them in the design phase and throughout the project as required.

Sub-Consultants

The Prime Design Consultant will be responsible to retain, and coordinate all required sub-consultants. All documents by sub-consultants shall bear the seal of an individual in good standing with the appropriate professional association. The Prime Design Consultant shall be liable for errors and omissions of all sub-consultants and carry the requisite liability insurance indicated in Appendix B – Proposed Contract. The anticipated requirements for sub-consultants include, but are not limited to, those listed below:

• Structural Engineer

• Mechanical Engineer

• Electrical Engineer


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• Commissioning Consultant

• Cost Consultant

Except for the Cost Consultant, the consultants provided by the Prime Design Consultant, as listed above do not need to be independent. If the Proponent believes it has the required in-house expertise to address any consultant discipline indicated above, these services may be provided by the Prime Design Consultant. Response to the RFP to identify which resource is in house and which are independent.

2. SUBMISSION REQUIREMENTS

1. Intent

This Request for Proposal (RFP) is being issued by NSCAD University for the procurement of Prime Design Consultant Services as described herein to develop a design for the Port Campus Renovations located at 1107 Marginal Road, Halifax Nova Scotia.

2. Confidentiality

A Proponent receiving this RFP may not use, disclose, or duplicate it for any purpose other than to prepare a response. The Proponent shall keep the Client’s data confidential and shall not disclose its content to any other party, other than to those internal employees or agents responsible for preparing a submission, without the prior written approval of the Client. Receipt of this RFP does not entitle the Proponent to associate its services with the Client in any way, nor represents in anyway that the Client has employed or endorsed the Proponent’s services. Any such association or endorsement being contemplated by the Proponent must receive the prior written approval of the Client.

The Client will not disclose or share one Proponent's response to this RFP with other Proponents or other organizations.

The submission of a proposal indicates acceptance by the respondent to all the conditions contained in this Request for Proposal unless clearly and specifically noted in the proposal submitted and confirmed in the formal contract between the Client and the Proponent. Deviations from the Request for Proposal must be clearly identified in the written submission. Proposals are subject to a formal contract being negotiated, prepared and executed. The Client reserves the right to negotiate the terms and conditions of the contract.

3. Proposal Schedule

The Prime Design Consultant will work with Colliers Project Leaders and NSCAD to develop a detailed programming and design phase schedule to identify project activities including required meetings with the Project Manager and the Client. That schedule should include the following milestones submissions:

Task Date

Issue Request for Proposal March 2, 2021

Site Visit (non-mandatory) Between March 3rd and March 10th, refer to

Section 2.5 - Proponent Site Visit


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Last Date to Receive Questions March 15, 2021

Last Addendum March 18, 2021, 4 pm AST

Closing Date and Time March 26, 2021, 2pm AST

Award Contract Week of April 12, 2021

Project Kick Off Meeting Week of April 19, 2021

Schematic Design Submission June 8, 2021

Design Development Submission July 27, 2021

Construction Documents Submission October 30, 2021

Once construction financing is confirmed, the proposed schedule will be expanded to include the remainder of the project phases.

There may be an opportunity to begin construction in the new Port Campus spaces (refer to Appendix “B”) in advance of the dates noted above to create “swing space” and allow for a phased construction approach that will accommodate student programming during construction. This will be reviewed and discussed with the successful Proponent as part of the Schematic Design phase.

4. Questions and Clarifications

Inquiries regarding this Request for Proposal are to be sent in writing to the Project Manager:

To: Marilee Sulewski [email protected]

Cc: Isabelle Nault [email protected]

Inquiries must not be directed to other Client employees. No clarification requests will be accepted by telephone. Responses to clarification requests will be provided to all interested parties.

Any and all changes to the RFP required before the proposal closing will be issued in the form of a written Addendum. If Addenda are issued, the Proponents must acknowledge their receipt in the appropriate section of the Fee Submission (refer to Appendix “A”). The Client will assume no responsibility for oral instructions or suggestions. Addenda will be issued by the Project Manager via email to interested parties.

5. Proponent Site Visit

Proponents may contact the Project Manager to request a site visit at the Port Campus. Site visits

will be scheduled between March 3rd and March 10th, 2021 at a mutually agreed upon time, on a

first come first serve basis. Site visits will be a maximum of 30 minutes in duration. A maximum of

two people per firm may attend. Visitors will be required to wear masks and follow all social

distancing protocols.

6. Contract Terms

mailto:[email protected]



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The proposed contract is attached as Appendix “D”. The Prime Design Consultant will be required to enter into a contract based on RAIC Document 6 as amended by Supplementary Conditions attached thereto as Schedule B.

7. Construction Delivery

The Project delivery method will be conventional Design-Bid-Build approach using a CCDC2 Stipulated Sum form of contract. The Prime Design Consultant will be listed as the Consultant on the CCDC2 contract.

8. RFP Submissions

Submissions shall be a fixed lump sum in Canadian currency without qualifications and include all the requirements of the RFP documents.

Submissions shall be submitted electronically on the forms provided, fully completed with signatures in longhand, dated, signed, sealed and witnessed appropriately. Submissions shall be complete without deletions, alterations or erasures.

Submissions must be sent via e-mail in pdf format to the undersigned at, no later than:

March 26, 2021 at 2:00 p.m. (AST)

Subject: Proposal for Prime Design Consultant Design Services – NSCAD University Port

Campus Renovation

To: Marilee Sulewski [email protected]

Cc: Isabelle Nault [email protected]

Proposals shall be in two parts to ensure that the price does not influence the technical evaluation as follows:

• Part 1 – Technical: Port Campus Renovation

• Part 2 – Financial: Port Campus Renovation Fee Submission Form

9. Amendments to Proposals

Proposals may be amended by Proponents only by written amendment. The Project Manager must receive all amendments prior to the Closing Time via email in pdf format as noted in Section 8. RFP Submissions above.

10. RFP Terms and Conditions

Proposals received later than the specified closing time may be rejected by the Client as informal. The terms and conditions of the proposal offer shall remain firm and open for acceptance by the Client for a period of ninety (90) days from date of closing.

Final acceptance of the proposal will be subject to the successful negotiation and execution of a written contract meeting the expenditure limits and required terms and conditions acceptable to the Client. The acceptance or rejection of any proposal will be made pursuant to the policies of the Client.

11. Rights Reserved by the Client

The Client is not liable for any costs incurred by interested parties in the preparation of their response to this request or subsequent interviews. Furthermore, the Client shall not be responsible for any liabilities, cost, loss or damage incurred, sustained or suffered by any interested party, prior or




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subsequent to, or by reason of the acceptance, or non-acceptance by the Client of any response, or by reason of any delay in the acceptance of the response.

The Client reserves the right to request Proponents to provide additional information and address specific requirements not accurately or adequately covered in their initial submissions. The Client reserves the right to modify any and all requirements stated in the Request for Proposal at anytime prior to the possible awarding of a contract.

12. Insurance and Indemnification

The successful Proponent shall at its own expense obtain and maintain until the termination of the contract, and provide the Client with evidence of:

1. Professional Liability insurance covering the work and services described in this Agreement for an amount not less than five million dollars ($5,000,000) per occurrence.

2. Comprehensive General Liability insurance on an occurrence basis for an amount not less than three million ($3,000,000) dollars.

3. Automobile Liability insurance for an amount not less than one million ($1,000,000) dollars, on forms meeting statutory requirements covering all vehicles used in any manner in connection with the performance of the work of this Agreement.

The policies described above will not be cancelled or permitted to lapse unless the insurer notifies the Client in writing at least thirty days prior to the effective date of cancellation or expiry.

13. Conflict of Interest

The Proponent agrees to be bound by the following requirements.

Except as identified in the proposal or as specified in the contract, the Proponent must certify in its proposal:

• That no person either natural or body corporate, other than the Proponent, has or will have any interest or share in this proposal or in the proposed contract, and

• There is no collusion or arrangement between the Proponent and any other Proponent(s) in connection with this project, and

• The Proponent has no knowledge of the contents of other proposals and has made no comparison of figures or agreement or arrangement, express or implied, with any other party in connection with the making of the proposal.

Neither the Proponent nor any employee of the Proponent shall have any direct or indirect interest in an entity that provides goods or services to the Project. Proponents chosen to participate in this RFP process shall disclose prior to entering into an agreement any potential conflict of interest. If such conflict does exist, the Client may at its discretion withhold the award of a contract from the Proponent until the matter is resolved.

Neither the Proponent not any employee of the Proponent shall offer or receive any entertainment, gifts, gratuities, donations, discounts, fees, payment, commission, reward, special service, incentive, or other remuneration or compensation of any kind (“inducement”), regardless of value, to or from any employee of the Client, any consultant or contractor employed by the Client, any real estate representative acting on behalf of the Client, or any vendor of goods or services to the project. The Proponent agrees to immediately inform the Client immediately upon being offered any such


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inducement.

The Proponent chosen to provide service to the project shall continue to be bound by the foregoing prohibitions after the execution of a contract agreement.

This declaration of conflict of interest shall be included in Part 1 – Technical Submission of the RFP submission.

14. Suspension of Services

The Client shall be entitled to suspend the provision of services for any reason at the end of a project phase as identified in section 3.0 – Services. The Client shall give the Proponent seven (7) days written notice to such effect. In such event, the Proponent shall be entitled to be paid for all services performed to the date of suspension and be compensated for all actual and reasonable costs incurred arising from the suspension. In no event shall the Proponent’s actual costs continue to accrue during suspension, and in no event shall the Proponent be entitled to be compensated for any indirect, special, or consequential damages. The Proponent will not be entitled to compensation for principal and staff reassignment.

3. SERVICES

Prime Design Consultant Services

The following is an outline of the general scope of services and process anticipated for completing the project. Further detailed information is identified in Appendix “D”: RAIC Document 6, Schedule A – Architect’s Services. Upon selection, the successful Proponent (the Consultant) shall work closely with NSCAD to develop a detailed design and oversee the construction of the Port Campus Renovation.

Stage 1:

1. Schematic Design Phase

Using the NSCAD Port Campus Renovation Drawings Issued for Costing (refer to Appendix “C”)

as a basis for the stakeholder requirements, the Consultant shall:

• Meet with NSCAD for project meetings to review project constraints (site boundaries, schedule, budget etc.) as well as potential design elements, site planning, building systems, materials and phasing strategies;

• Review the existing floor plans and preliminary design drawings and conduct reviews with NSCAD stakeholder groups to validate programming requirements and layouts;

• Following stakeholder feedback, prepare up to three concept level drawings that address stakeholder requests and depict various design options of the Port Campus for review by NSCAD;

• Review site information and make recommendations regarding proposed building systems (i.e. structural, mechanical, electrical);

• Refine the selected concept, develop preliminary design details, make product selection, at a level adequate to produce a preliminary opinion of probably construction costs and recommended project implementation schedule;

The above noted information will be formalized into a Schematic Design submission for approval by


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NSCAD. The information provided in Appendix “C” is to be validated, and revised as applicable, by the Consultant. Phase 1 Deliverables: Schematic Design drawings including floor plan, elevations and interior perspectives to convey the design intent, written description of proposed structural, mechanical and electrical systems sufficient for costing purposes, Schematic Design Cost Estimate

2. Design Development Phase

The Consultant shall develop a single design concept based on feedback from NSCAD and their review and comments of the Schematic Design submission. The proposed design shall be used to develop a set of drawings and details to include all necessary submittals for Development Permit including a site plan, floor plans, building elevations, sections and design development documents. The permit submission will be the responsibility of the Prime Consultant and the permit fees will be reimbursed by the Owner. The proposed design shall meet all required provincial and/or municipal regulations. The Consultant will prepare and present design documents including interior and exterior perspectives and/or model views as well as preliminary costing information at the milestone submission. Phase 2 Deliverables: Design Development Drawings and Cost Estimate (class B estimate), Presentation drawings, supporting documentation for Development Permit Submission

3. Construction Documents Phase

The Consultant shall coordinate and finalize the design as approved at the Design Development milestones within the approved budget and prepare construction documents required for competitive bidding for construction of the project. The construction documents shall include plans, details and specifications for all proposed building materials and systems and shall meet all required provincial and/or municipal regulations. The Consultant shall prepare a final estimate of probable construction costs based on the final construction documents. The construction documents shall be presented to and reviewed by NSCAD and Colliers Project Leaders prior to tender release.

The above noted information will be formalized into an Issued for Tender submission, where the Consultant shall provide one final page turn session, for approval by NSCAD.

Phase 3 Deliverables: 50% and 99% Construction documents (Architectural, Structural, Mechanical and Electrical), Pre-Tender Cost Estimate (class A estimate), Issued for Tender Drawings and Specifications Stage 2:

4. Bidding Services for Project Tender

The Consultant shall assist NSCAD and Colliers Project Leaders during the competitive bidding process for the Port Campus Renovation contract by coordinating documents, attending a pre-bid meeting (if required), preparing addenda as required to clarify documents and answer bidder questions, and participating in the tender evaluation. Phase 4 Deliverables: Tender Addenda (as required)

5. Construction Phase Services

During construction, the Consultant shall oversee construction and inspections for compliance with


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the contract documents, attend the pre-construction meeting and regularly scheduled progress meetings, review contractor submittals, respond to Requests for Information, review change order requests, submit change orders for approval, review invoice payment requests and observe and report progress of work. At the completion of construction, the Consultant shall review the construction progress for completeness, deficiencies, determine the date of Substantial Performance and issue the appropriate certificate. The consultant shall be responsible for reviewing the General Contractors close-out documents and prepare, assemble and submit any Field Review Certificates required for occupancy. Phase 5 Deliverables: Construction Administration documentation (as required)

6. Warranty Phase

The Consultant shall remain available to review and respond to questions related to the project for

a warranty period of one (1) year following the date of Substantial Completion. This will include up

to two warranty reviews / meetings to be completed at: six (6) months and one (1) year after

completion.

5. PROPOSAL FORMAT

The Client is seeking proposals from proponents who are both interested and capable of undertaking the project. The onus is on the proponent to show their knowledge, understanding and capacity to conduct the work outlined in this Request for Proposal. The responses will be assessed according to how well they assure the Client of success in relation to the submission requirements. The detail and clarity of the written submission will be considered indicative of the respondent’s expertise and competence.

The maximum number of pages is indicated below for each section and submissions shall be written in a minimum 11-point font size.

1. Overview

Provide (maximum of two (2) 8 ½” x 11” pages, one sided):

▪ A narrative demonstrating the firm’s understanding of the full scope of services ▪ Confirmation of the firm’s services responding to the required scope of services

2. Work Program

Provide (maximum of two (2) 8 ½” x 11” pages, one sided):

▪ Approach and methodology to be pursued for the provision of the services identified in the

RFP

3. Organization

Provide (maximum of ten (10) 8 ½” x 11” pages, one sided):

The Proponent Organization

▪ Description of your firm and the type of services offered. ▪ Ownership ▪ Organization and management structure


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Project Team

▪ Identify the Project Team including the designated Project Lead proposed for the Client assignment.

▪ Describe the organization of the Project Team (including Sub-Consultants), their roles and responsibilities for the mandate.

▪ Provide an organization chart and communication diagram showing the proposed team structure for the project (maximum 1 page) including Colliers Project Leaders and the Client.

▪ Demonstrate the experience and capability of the members of the Project Team ▪ As an Appendix to the proposal, provide resumes for all members of the project team

clearly indicating that the team lead has a minimum of ten (10) years experience in the provision of the Scope of Services; identification of the personnel’s educational qualifications, professional affiliations, years of experience in the field.

Experience

▪ Provide examples of comparable projects, where the proponent provided Prime Design Consultant design services. Include in the table at least the following information:

▪ Project Name Client Name Project Description Project Construction Value

▪ Demonstration of capability, capacity and experience of the design firm in providing service to comparable projects.

▪ Indicate where applicable, projects where the Project Team has worked together previously in similar roles.

4. Sustainable Design and Construction

Provide (maximum of one (1) 8 ½” x 11” page, one sided):

▪ Describe the company’s design approach and methodology to Sustainability in design and how this approach is integrated in the delivery of design services to the benefit of the client.

▪ Describe the procedures that are used to ensure best practices in design and construction are adhered to during project delivery to obtain sustainability goals.

5. Quality Control

Provide (maximum of one (1) 8 ½” x 11” page, one sided): ▪ Evidence a formal internal Quality Management System. ▪ Describe the procedures that are used to monitor customer satisfaction to evidence

satisfaction of the performance obligations of your Quality Management System. ▪ Indicate the methodologies the Consultant will employ to obtain quality assurance and quality

control in the delivery of services by the project team and the project contractor.

6. Accessible Design

Provide (maximum of one (1) 8 ½” x 11” page, one sided): ▪ Describe your organizations design approach to accessible design and how this approach

integrates physical, hearing and vision loss accessibility requirements in the delivery of design services to the benefit of the client.

▪ Describe the procedures that are used to ensure best practices in design and construction are adhered to during project delivery to obtain accessibility goals.


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7. Price Proposal

Provide (Fee Submission Form plus a maximum of one (1) 8 ½” x 11” page - one sided):

▪ A fixed price proposal (refer to Appendix “A” – Fee Submission Form) to provide the design services described in this RFP.

▪ Hourly rates for project team.

8. PROPOSAL EVALUATION

An evaluation team comprised of Colliers Project Leaders and select members of NSCAD University, will evaluate proposals. By responding to this RFP proponents agree to accept the recommendation of the Evaluation Team as to the successful proponent and acknowledge and agree that the Client makes the final decision.

The proposal will be evaluated against the following criteria:

Section 1 Overview 5 points Section 2: Work Program 25 points Section 3: Organization

Proponent Organization & Experience 5 points Project Team 15 points Designated Project Lead 5 points Project Team Experience 10 points

Section 4: Sustainability 5 points Section 5: Quality Control 5 points Section 6: Accessible Design 5 points Section 7: Price Proposal 20 points

If an interview is conducted as part of the review process, results will be used to influence points for Sections 3: Organization. The proposal with the lowest cost, excluding section 5.B Additional Services, shall receive the maximum points allocated for cost in the evaluation (i.e. 20 points). All other proposals will be prorated using the lowest cost bid and the following formula: Max. Available Pts. – [Max. Available Pts. X (total cost – lowest total cost) / lowest total cost]


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6. Appendix “A”

Fee Submission Form

Proponent Name: __________________________________________________

A) Basic Service – NSCAD University Port Campus Renovation

The undersigned Proponent agrees to provide all effort and tools necessary to complete the Work in accordance with the Agreement and Request for Proposals. Further, the undersigned agrees to accept, therefore, as payment in full for the delivery of services as outlined in the Request for Proposals and Agreement, a lump sum fixed fee amount equal to:

________________________________________________ (excluding HST)

The Lump Sum Fixed Fee is divided as follows:

Phase Fee

Schematic Design Phase

Design Development Phase

Construction Document Phase

Tender Phase

Construction Administration Phase

Warranty Phase

B) Additional Services

Add a description of additional specialty consultant services and associated fixed fees. These are not to be included in the basic fee. Provide firm cost including all reimbursable expenses.

C) Hourly Rates

Provide a separate list of applicable hourly rates that may be reasonably requested by the Client.

The Proponent agrees that he /she has:

a) Carefully examined the scope of the work described herein; become familiar with local conditions and the character and the extent of the work; carefully examined every part of the Request for Proposal and thoroughly understands its stipulations, requirements and provisions.

b) Determined services required; investigated and arranged for the availability of the proposed team members to enable the continuous prosecution of the work herein described.

c) Noted the fee, prices and all costs are in Canadian Dollars.

d) Noted that the Harmonized Sales Tax is not to be included in any fees provided herein.


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e) The Fee Submission form is signed by an authorized signing officer of or authorized person for the Proponent certifying that all information contained in the proposal is accurate and agreeing to comply with all the terms, conditions and provisions of the RFP.

The Proponent hereby agrees to be bound by the award of this project and if awarded the project, to begin the required work within five (5) days after award of contract.

The undersigned Proponent declares that this proposal is made without connection with any other person(s) submitting proposals for the same work and is in all respects fair and without collusion or fraud.

Dated the _____________ day of _________________________, 2021.

Proponent’s Name: ____________________________________________

Proponent’s Signature: _________________________________________

Company____________________________________________________

Address ____________________________________________________

_____________________________________________________

Phone____________________________

E-Mail ____________________________

7. Appendix “B”

Submission Form

1. Proponent Information 1. Please fill out the following form, naming one person to be the proponent’s contact

for the RFP process and for any clarifications or communication that might be necessary.

Full Legal Name of Proponent

Any Other Relevant Name under which Proponent Carries on Business:

Street Address:

City, Province / State:

Postal Code:

Phone Number:

Fax Number:

Company Website (if any):

Proponent Contact:

Name and Title:

Proponent Contact Phone:

Proponent Contact Fax:

Proponent Contact Email:

2. Acknowledgement of Non-Binding Procurement Process

1. The proponent acknowledges that the RFP process will be governed by the terms and conditions of the RFP, and that, among other things, such terms and conditions confirm that this procurement process does not constitute a formal, legally binding bidding process (and for greater certainty, does not give rise to a Contract A bidding process contract), and that no legal relationship or obligation regarding the procurement of any good or service will be created between NSCAD and the proponent unless and until NSCAD and the proponent execute a written agreement for the Deliverables.

3. Ability to Provide Deliverables 1. The proponent has carefully examined the RFP documents and has a clear and

comprehensive knowledge of the Deliverables required. The proponent represents and warrants its ability to provide the Deliverables in accordance with the requirements of the RFP for the rates set out in its proposal.

4. Non-Binding Pricing

1. The proponent has submitted its pricing in accordance with the instructions in the RFP and in Pricing (Appendix A) in particular. The proponent confirms that the pricing information provided is accurate. The proponent acknowledges that any inaccurate,


Doc.#880434-0012 (4.0)

misleading or incomplete information, including withdrawn or altered pricing, could adversely impact the acceptance of its proposal or its eligibility for future work.

5. Addenda 1. The proponent is deemed to have read and taken into account all addenda issued

by NSCAD prior to the Deadline for Issuing Addenda. The proponent is requested to confirm that it has received all addenda by listing the addenda numbers, or if no addenda were issued by writing the word “None”, on the following line:________________________. Proponents who fail to complete this section will be deemed to have received all posted addenda.

6. No Prohibited Conduct 1. The proponent declares that it has not engaged in any conduct prohibited by this

RFP.

7. Conflict of Interest 1. For the purposed of this section, the term “Conflict of Interest” means

1. In relation to the RFP process, the proponent has an unfair advantage or engages in conduct, directly or indirectly, that may give it an unfair advantage, including but not limited to (i) having, or having access to, confidential information of NSCAD in the preparation of its proposal that is not available to other proponents, (ii) communicating with any person with a view to influencing preferred treatment in the RFP process (including but not limited to the lobbying of decision makers involved in the RFP process), or (iii) engaging in conduct that compromises, or could be seen to compromise, the integrity of the RFP process; or

2. In relation to the performance of its contractual obligations contemplated in the contract that is the subject of this procurement, the proponent’s other commitments, relationships or financial interests (i) could, or could be seen to, exercise an improper influence over the objective, unbiased and impartial exercise of its independent judgement, or (ii) could, or could be seen to, compromise, impair or be incompatible with the effective performance of its contractual obligations.

2. If the box below is left blank, the proponent will be deemed to declare that (a) there was no Conflict of Interest in preparing its proposal; and (b) there is no foreseeable Conflict of Interest in performing the contractual obligations contemplated in the RFP. Otherwise, if the statement below applies, check the box.

The proponent declares that there is an actual or potential Conflict of Interest relating to the preparation of its proposal, and/or the proponent foresees an actual or potential Conflict of Interest in performing the contractual obligations contemplated in the RFP.

If the proponent declares an actual or potential Conflict of Interest by marking the box above, the proponent must set out below details of the actual or potential Conflict of Interest:


Doc.#880434-0012 (4.0)

The following individuals, as employees, advisers, or in any other capacity (a) participated in the preparation of our proposal; AND (b) were employees of NSCAD and have ceased that employment within twelve (12) months prior to the Submission Date:

Name of Individual:

Job Classification:

Department:

Last Date of Employment with NSCAD:

Name of Last Supervisor:

Brief Description of Individual’s Job Functions:2

Brief Description of Nature of Individual’s Participation in the Preparation of the Proposal:

(Repeat above for each identified individual)

The proponent agrees that, upon request, the proponent shall provide NSCAD with additional information from each individual identified above in the form prescribed by NSCAD.

8. Disclosure of Information 1. The proponent hereby agrees that any information provided in this proposal, even if it is

identified as being supplied in confidence, may be disclosed where required by law or by order of a court or tribunal. The proponent hereby consents to the disclosure, on a confidential basis, of this proposal by NSCAD to the advisers retained by NSCAD to advise or assist with the RFP process, including with respect to the evaluation of this proposal.

Signature of the Proponent Representative

Name of Proponent Representative

Title of Proponent Representative

Date


Doc.#880434-0012 (4.0)

I have the authority to bind the proponent.

8. Appendix “C”

NSCAD Port Campus Renovation Drawings - Issued for Costing (March 9, 2020)

EXTENT OF EXISITNG NSCAD DISRUPTION


EXTENT OF EXISITNG PORT AUTHORITY VACANT SPACE RENO


EXTENT OF NEW FLOOR STRUCTURE


Doc.#880434-0012 (4.0)

9. Appendix “D”

RAIC Document 6 Sample Contract (Doc. #880434-0013(1.0))

RAIC Document 6 Supplementary Conditions (Doc. #880434-0015(3.0))

Schedule A – Architect’s Services (Doc. #880434-0014(1.0))

Document Six – 2018 Edition

Revised 2020-09 AF 1 of 5

© 2018 This document is protected by copyright. It may be reproduced and used when an RAIC Authorization Seal is affixed to the cover of the document. The use of the Canadian Standard Form of Contract for Architectural Services – Document Six without an authorization seal constitutes an infringement of the copyright.

Canadian Standard Form of Contract for Architect’s Services DOCUMENT SIX 2018 Edition

Agreement

A1 This agreement is made on: _____________________________________________ (Date)

A2 between the Client: Nova Scotia College of Art & Design (NSCAD)________ (Name)

5163 Duke Street_______________________________ (Address)

Halifax__________________Nova Scotia____________ (City) (Province)

B3J 3J6_______________________________________ (Postal Code)

_____________________________________________ (E-mail) (Fax no.)

A3 and the Architect: _____________________________________________

(Name)

_____________________________________________ (Address)

_____________________________________________ (City) (Province)

_____________________________________________ (Postal Code)

_____________________________________________ (E-mail) (Fax no.)

A4 for the following Project: NSCAD Port Campus Renovation_________________ A5 at the following Place of the Work: 1107 Marginal Road, Halifax NS___________________




A6 The owner, if other than the Client, is: _n/a__________________________________________ A7 The Construction Budget is: $ 10 Million____________________________________ A8 The Client’s anticipated dates for construction are:

.1 Commencement of construction: _To Be Confirmed________________________________________

.2 Ready-for-Takeover: _To Be Confirmed__________________________________________________

A9 The anticipated Project delivery method and form of Construction Contract are:

.1 Project delivery method: _Design-Bid-Build_____________________________________________

.2 Form of Construction Contract: CCDC-2________________________________________________

A10 The Architect shall provide the Services described in Schedule A – Services OR

Schedule A___ - __________________________ whichever is attached to this contract. The Client shall be responsible for other services as indicated in Schedule A – Services OR

Schedule A___ - __________________________ whichever is attached to this contract. A11 The following Consultants have been or will be engaged on the Project:

.1 by the Architect:

______________________________________ _____________________________________ ______________________________________ _____________________________________ ______________________________________ _____________________________________

.2 by the Client:

______________________________________ _____________________________________ ______________________________________ _____________________________________ ______________________________________ _____________________________________

A12 The fee for the Services, excluding any Value Added Taxes, shall be comprised of one or more of the following

as indicated in Schedule A - Services:

.1 A fixed fee of $____________________________.




.2 A percentage-based fee calculated as __n/a______% of the Construction Budget, the Construction Cost

Estimate, and the Construction Cost as described in GC 13 – Percentage-Based Fee.

.3 A fee based on time-based rates for personnel employed by the Architect or the Architect’s Consultants as

stated in Schedule C – Time Based Rates.

.4 Other:

A13 Payment of a fixed or percentage fee shall be apportioned to the phases of the Services as follows:

.1 Pre-design phase: _____%

.2 Schematic design phase: _____%

.3 Design development phase: _____%

.4 Construction documents phase: _____%

.5 Bidding or negotiation phase: _____%

.6 Construction phase: _____%

.7 Post-construction phase: _____%

Total: 100 % A14 Reimbursable Expenses shall be payable on the basis stated in Schedule B – Reimbursable Expenses. A15 The Client shall pay the Architect, upon execution of this contract, a retaining fee in the amount of

$____________________, which shall be applied to the Architect’s last invoice.

A16 The Architect shall issue invoices for the Architect’s fee and Reimbursable Expenses, plus Value Added Taxes,

in accordance with GC 12.1. Invoices shall be issued monthly, unless the Client and the Architect agree otherwise.

A17 The Client shall pay the Architect within 30 days after date of issuance of an invoice or within such time as is

prescribed by the law of the Place of the Work, whichever is earlier. An invoice unpaid after 30 days shall bear interest, calculated monthly at the rate of ________% per annum.

A18 The addresses for official notices in writing between the Architect and the Client shall be as stated in Articles A2

and A3. The delivery of such notices shall be by hand, by courier, by first class mail, by facsimile, or by other means of electronic communication during the transmission of which no indication of failure of receipt is communicated to the sender. A notice shall be deemed to have been received by the addressee on the date of delivery if delivered by hand or by courier or, if sent by mail, it shall be deemed to have been received five calendar days after the date of mailing, not counting days without mail service. If sent by electronic means, a notice shall be deemed to have been received on the date of its transmission, provided that if such day is not a working day, or if received after the end of normal business hours on the date of its transmission at the place of receipt, then it shall be deemed to have been received at the opening of business at the place of receipt on the first working day next following the transmission. Any change in address of the parties for official notices shall be communicated by official notice in accordance with this Article.

A19 If, at any time during provision of the Services, the Construction Cost Estimate or the lowest compliant bid or the

lowest negotiated proposal exceeds the Construction Budget, and the excess is less than or more than 15% as




the case may be, the provisions of GC 4.4, or GC 4.5 and 4.6, shall apply. Alternatively, if the Architect and the Client wish to agree to a percentage other than 15%, that percentage shall be ____%.

A20 The professional liability insurance to be carried by the Architect pursuant to GC 10.1 shall be a claims made

policy with limits of not less than $ _1,000,000__________________ per claim, with an aggregate limit of not less than $ 1,000,000__________________ within any policy year. This policy shall be maintained continuously from the commencement of the Services and, subject to commercial availability, for a minimum of three years after the Ready-for-Takeover date. The Client acknowledges that the actual amount of insurance available at any given time under a claims made policy will be dependent on the aggregate amount of all claims made during a policy year.

A21 The Client shall arrange and pay for project specific professional liability insurance in the amount of $__________________ , with a maximum deductible of $ _________________ . This policy shall be maintained continuously from the commencement of the Services and for ______ years after the Ready-for-Takeover date.

A22 The Architect’s liability pursuant to GC 9.1.2 shall be limited to: $________________________________.

A23 The general liability insurance to be carried by the Architect pursuant to GC 10.2 shall have limits of not less than

$ _3,000,000_______________ per occurrence.

A24 This contract shall be governed by the laws of Nova Scotia___________________________________. A25 This contract represents the entire and integrated contract between the Client and the Architect and supersedes

all prior negotiations, representations, agreements, or contracts, either written or oral. This contract may be amended only in writing signed by the Client and the Architect.




Signatures Client

_______________________________________________________________________________ (Name of Client)

_______________________________________________________________________________ (Signature)

_______________________________________________________________________________ (Name and title of person signing)

_______________________________________________________________________________ (Signature)


Witness

_______________________________________________________________________________ (Signature)


Architect

_______________________________________________________________________________ (Name of Architect)

_______________________________________________________________________________ (Signature)


_______________________________________________________________________________ (Signature)


Witness

_______________________________________________________________________________ (Signature)


NSCAD – Port Campus Renovation Sample Supplementry Conditions to RAIC 6 (2018) March 1, 2021 Doc.880434-0015(3.0) Page 1 of 2

1

SUPPLEMENTARY CONDITIONS TO RAIC DOCUMENT SIX, 2018 EDITION

The Architect agrees to enter into a RAIC Canadian Standard Form of Contract for Architect’s Services,

Document Six, 2018 Edition incorporating the following amendments:

No. Text

SC 1 Article A19

Delete the words “or the lowest compliant bid or the lowest negotiated proposal”.

SC 2 Definitions

Delete the definition for Construction Cost Estimate and replace it with the following:

The Construction Cost Estimate is the anticipated total Construction Cost at the anticipated time of construction, including contingency allowances, as determined or agreed to by the Architect from time to time and considering the lowest compliant bid or the lowest negotiated proposal, if any, the accuracy of which corresponds to the available level of detail of design development and the Construction Documents and the extent of construction completed.

SC 3 GC1 – Architect’s Responsibilities

Delete GC1.1.6 in its entirety and replace it with the following:

“.6 request the Client’s approval of any change to those Consultants identified in Article A11.1 of the agreement, which approval may be withheld in the Client’s sole discretion;”.

SC 4 GC2 – Additional Services

Delete the words “and the Architect” from the end of GC2.3. Add the following after the first sentence of GC2.3:

“For clarity, any services performed without the Client’s prior written agreement are not Additional Services and the Client is not under any obligation to pay for such services.”

SC 5 GC3 – Client’s Responsibilities

Delete the first sentence of GC3.2 and replace it with the following:

“The Client shall provide to the Architect the Project objectives, constraints, criteria and, to the extent in the possession of the Client, the following information, as applicable:”.

SC 6 GC4 – Construction Budget, Construction Cost Estimate and Construction Cost

In GC4.3 after the word ‘escalation’, insert the words “, if any.”.


Delete the words “or the lowest compliant bid or the lowest negotiated proposal” from GC 4.4.


Delete the words “or the lowest compliant bid or the lowest negotiated proposal” from GC 4.5.

SC 9 GC5 – Architect’s Role and Authority During Construction

Add the following at the end of GC5.7:

“Notwithstanding the foregoing, if the Architect is advised or becomes aware of any of the matters described in GC5.7.1 to GC5.7.3 or GC5.7.5 above, the Architect shall promptly advise the Client in writing of such matters.”

NSCAD – Port Campus Renovation Sample Supplementry Conditions to RAIC 6 (2018) March 1, 2021 Doc.880434-0015(3.0) Page 2 of 2

2

No. Text

SC 10 GC6 – Use of Documents

Delete GC 6.3 and replace with the following:

“6.3 The Architect grants to the Client a non-exclusive license to use the Instruments of Service for the purposes of constructing, using, maintaining, altering, and adding to the Project. As a condition precedent to use of the Architect’s Instruments of Service, all fees due to the Architect are to be paid in full except for amounts in dispute.

SC 11 GC7 – Standard of Care

Delete the last sentence of 7.3 and replace with the following:

“Such amendments shall be carried out in a timely fashion so as to minimize disruption to the project, and such amendments shall, in themselves, not be an indication of the Architect’s acceptance of liability.”

SC 12 GC10 – Insurance

Add the following as GC 10.6 and 10.7:

“10.6 The Architect shall, prior to commencement of the Services, provide the Client with certificates of insurance or other evidence satisfactory to the Client confirming that the insurance required to be maintained by the Architect under this contract is in full force and effect. The Architect shall strictly require that each of its Consultants complies with the insurance requirements set out in this contract by obtaining similar types and the same amounts of insurance as the Architect and providing the Architect with proof of the acquisition and maintenance of such insurance.

10.7 With the exception of Professional Liability insurance coverage, all applicable coverage required under this contract shall:

.1 include the Client as an additional insured with respect to liability arising in the course of performance of the Architect’s obligations under, or otherwise in connection with, this contract and shall reference this contract; and,

.2 provide for thirty (30) day written notice of cancellation, termination, or material change to the Client.”

SC 13 GC11 – Termination and Suspension

Delete the reference to “60 calendar days” in GC 11.3.3 and replace it with “90 calendar days”.

SC 14 GC11 – Termination and Suspension

Delete the words “, including loss of profit,” in GC 11.5 and replace them with “, not including loss of profit,”.

SC 15 GC12 – Payments to the Architect

Delete the second sentence of GC 12.3 and replace it with the following:

“The Client shall not make any deductions or set-offs from amounts invoiced by the Architect except for amounts in dispute where the Client provides notice of such within 14 days of receipt of a proper invoice”.

Schedule A - SERVICES _________________________________________________________________________________

_________________________________________________________________________________________ 880434-0014(1.0) 1 of 10

The Services that the Architect is responsible to provide under the contract are as described in this Schedule A - Services. Other services that are not applicable, or that the Client is responsible to provide, are so indicated in this Schedule A -Services. The method(s) of fee determination applicable to the contract is as stated in Article A12 of the agreement. The following designations are used to indicate the method of fee determination applicable to each line item, or the non-applicability of an item to the contract: F1 Indicates the service is the responsibility of the Architect and the fee for the service is included in the fixed fee stated

in the agreement. F2 Indicates the service is the responsibility of the Architect and the fee for the service is included in the percentage-

based fee stated in the agreement. F3 Indicates the service is the responsibility of the Architect and the fee for the service is payable on the basis of time-

based rates as stated in Schedule C – Time Based Rates. N/A N/A (or an item left blank) indicates the service is not anticipated to be required at the time of contract signing and will

not be provided by the Architect nor the Client. If the item is subsequently determined to be required, it shall be an Additional Service.

C Indicates the service is required but will be the responsibility of the Client and not the Architect.

ITEM

SERVICE

SERVICE PROVISION AND BASIS OF FEE

1 GENERAL SERVICES, ALL APPLICABLE PHASES

1.1 Structural Consulting Engineering Services - Engage a structural engineer for all services related to the structural integrity of the Work including building foundations and superstructure and minor secondary supports such as loose masonry and steel lintels. If the Work involves expansion to, or renovation of, an existing building, services include modifications and upgrades to existing structural components and systems.

F1

1.2 Mechanical Consulting Engineering Services – Engage a mechanical engineer for all services related to mechanical systems and their controls including: plumbing and drainage; heating, ventilating and air conditioning; fire protection; process piping and equipment; and other special systems. If the Work involves expansion to, or renovation of, an existing building, services include modifications and upgrades to existing mechanical components and systems.

F1

1.3 Electrical Consulting Engineering Services – Engage an electrical engineer for all services related to electrical systems and their controls including: normal and emergency power; lighting; communications; lightning protection; grounding; fire protection; access control; and other special systems. If the Work involves expansion to, or renovation of, an existing building, services include modifications and upgrades to existing electrical components and systems.

F1

1.4 Acoustic Consulting Services – F1

1.5 Audio Visual Consulting Services – F1

1.6 Building Sciences Consulting Services –

1.7 Energy Modelling Consulting Services –

1.8 Civil Engineering Consulting Services –

1.9 Commissioning Agent Consulting Services – Engage a commissioning agent for services over and above take-over at completion of construction.

F1


_________________________________________________________________________________________ 880434-0014(1.0) 2 of 10

ITEM

SERVICE


1.10 Cost Estimating Consulting Services – as noted in the RFP, Section 3 – Services. F1

1.11 Food Services Consulting Services –

1.12 Heritage Conservation Consulting Services –

1.13 Archaeological Consulting Services –

1.14 Hardware Consulting Services –

1.15 Interior Design Consulting Services –

1.16 Laboratory Design Consulting Services –

1.17 Landscape Architect Consulting Services –

1.18 Lighting Design Consulting Services –

1.19 Microclimate Consulting Services –

1.20 Planning Consulting Services –

1.21 Security Consulting Services –

1.22 Building Security and Communications Systems Consulting Services –

1.23 Traffic Consulting Services –

1.24 Vertical Transportation Consulting Services –

1.25 [ ] Consulting Services –

1.26 Furniture, Fixtures and Equipment (FF&E) Selection, Procurement, and Installation Coordination – Provide services for the selection, procurement and installation of FF&E, including re-use of Client’s inventoried FF&E.

1.27 Graphic Design and Signage – Provide services for design, selection, procurement and installation of graphics, corporate logos, signage and similar elements for interior and exterior application.

1.28 Tenant Improvement Design Services – Provide tenant layout and fit up Construction Documents coordinated with base building Construction Documents.

1.30 Multiple Construction Contracts - Additional Construction Documents and Construction Contract administration in connection with multiple bid packages, multiple Construction Contracts, and fast track Project delivery.

1.31 Multiple Phases - Services in connection with multiple phased occupancies. F1

1.32 Coordination of Work of Client's Own Forces – Coordinate Work of Client’s own forces with that of Constructor.

1.33 Coordination of Client's Equipment – Coordinate delivery, receipt, and installation of Client’s equipment with Constructor.

1.34 Value Engineering Services –

1.35 Life Cycle Cost Analysis Services –

1.36 Energy Modelling Services –


_________________________________________________________________________________________ 880434-0014(1.0) 3 of 10

ITEM

SERVICE


1.37 Climate Change Analysis – Analyse effects of climate change on building components and systems over the life of the Project.

1.38 Enhanced Sustainable Design - Enhanced sustainable design services to incorporate advanced levels of sustainable design.

1.39 Sustainable Design Certification - Services to document and prepare submissions to independent bodies for review and certification of achieved sustainable design objectives.

1.40 Commissioning - Services related to commissioning of the building. F1

1.41 Multiple Language Services – Construction Documents, and all other Services, provided in a language other than the language of this contract.

2 COORDINATION SERVICES, ALL APPLICABLE PHASES

2.1 Project Protocols - Meet with Client and Consultants at the outset of the Project to establish project protocols, lines of communications and administrative procedures. Prepare and circulate minutes.

F1

2.2 Client Meetings - Hold regular Client meetings with Client and, when relevant, with Consultants to review status of Project, exchange information, provide recommendations, receive decisions and coordinate efforts. Hold meetings at intervals appropriate to the progress of the Project (generally monthly). Prepare and circulate minutes.

F1

2.3 Consultant Coordination Meetings - Hold regular Consultant coordination meetings with Consultants and, when relevant, with Client to review progress and coordinate efforts. Hold meetings at intervals appropriate to the progress of the Project (generally monthly). Prepare and circulate minutes.

F1

2.4 Project Dossier - Maintain written records of information flow between Architect, Client, Consultants, authorities having jurisdiction and other Project stakeholders. Document information requested and provided, recommendations made and accepted, advice given and decisions taken.

F1

2.5 Project Report - Prepare Project report, including key information flow between Architect, Client, Consultants, authorities having jurisdiction and Project stakeholders. Document Project status, design, proposed materials, components and building systems, schedule, Construction Budget, Construction Cost Estimate, information requested and provided, recommendations made and accepted, advice given and decisions taken. Obtain and coordinate input from Consultants. Provide to Client and Consultants at:

1. end of Schematic Design Phase, 2. end of Design Development Phase, 3. when Construction Documents Phase is 50% complete, and 4. end of Construction Documents Phase.

F1

2.6 Coordination of Consultants - Coordinate the services of each Consultant identified in the agreement with the architectural services and with the services of all other Consultants identified in the agreement.

F1

2.7 Coordination of Multiple Constructors - Coordinate Work of multiple Constructors, including contract administration for multiple Construction Contracts.

2.8 Coordination of Client's Own Forces - Coordinate Work of Client’s own forces with that of the Constructor.


_________________________________________________________________________________________ 880434-0014(1.0) 4 of 10

ITEM

SERVICE


2.9 Coordination of Client's Furniture, Fixtures and Equipment (FF&E) – Coordinate the delivery, receipt, and installation of Client’s FF&E with the Constructor.

2.10 Computer-Aided Design and Drafting (CADD) – Utilize and coordinate the Client’s CADD standards.

2.11 Building Information Modelling (BIM) – Utilize BIM in accordance with the IBC 100-2013 BIM Contract Appendix published by the Institute for BIM in Canada (IBC) and appended to this contract.

2.12 BIM Model Manager – Function as the model manager in accordance with the IBC 100-2013 BIM Contract Appendix published by the Institute for BIM in Canada (IBC) and appended to this contract.

3 AUTHORITIES HAVING JURISDICTION SERVICES, ALL APPLICABLE PHASES

3.1 Review of Regulatory Requirements - Review applicable statutes, regulations, codes and by-laws, and where necessary review with authorities having jurisdiction, so that necessary regulatory consents, approvals, licences and permits may be obtained.

F1

3.2 Zoning or Land Use Amendment - Assist Client in preparation of documents for, application for, and attendance at public hearings for, amendments to land use or zoning by-laws.

3.3 Variances - Assist Client in preparation of documents for, application for, and attendance at, public hearings for variances.

3.4 Site Development Review - Assist Client in preparation of documents for, application for, and attendance at, public hearings and other meetings for site development review.

3.5 Development Approval or Agreement - Assist Client in preparation of documents for and attendance at meetings for a development approval or agreement.

F1

3.6 Public Hearings – Assist Client in preparation of documents for, and attendance at, public hearings.

3.7 Building Permit Application - Prepare documents for building permit application for Client or owner’s signature and assist with submission of the application.

F1

4 PRE-DESIGN PHASE SERVICES

4.1 Analyses of Client Needs - Review Client’s stated objectives for the Project and advise.

4.2 Program Confirmation - Review and advise on Client’s program of requirements and other Client provided information.

4.3 Initial Evaluation - Prepare and review with Client an initial evaluation of Client’s program of requirements, schedule, Construction Budget, Project site, proposed Project delivery and procurement methods, and other initial Client provided information.

4.4 Owner’s Statement of Requirements - Set out fundamental objectives of the Project, including interrelation of space allocations, areas required for the spaces, specific materials and assemblies to be used, massing, time factors, cost implications, constraints, and any special design considerations.

4.5 Functional Programming - Analyse Client’s needs and prepare functional program.


_________________________________________________________________________________________ 880434-0014(1.0) 5 of 10

ITEM

SERVICE


4.6 Furnishings, Fixtures and Equipment (FF&E) Inventory - Provide an inventory of existing FF&E including details on space, environmental and service requirements.

4.7 Financial Feasibility Study - Analyze the reasonable probability of the Client’s objectives for the Project being reached within the Construction Budget and advise on measures to align the Project requirements with the Construction Budget.

4.8 Technical Investigation - Undertake technical investigations of existing building materials, components and systems and advise on a range of possible actions.

F1

1.9 Building Condition Assessment - Undertake a building condition assessment of entire building and provide a reserve fund study or similar type of report.

4.10 Construction Cost Estimate - Based on functional program, site conditions and constraints, time of construction, and known construction economics, prepare a Construction Cost Estimate. Advise Client accordingly.

4.11 Site Evaluation Study - Review Project site and assess its suitability to accommodate the Client’s Project.

F1

4.12 Comparative Studies of Prospective Sites - Review a number of potential Project sites and assess the suitability of each to accommodate Client’s Project.

4.13 Investigate Existing Conditions - Visit the Place of the Work and review characteristics of the site.

F1

4.14 Measured Drawings - Prepare measured drawings of existing conditions.

4.15 Verifying Accuracy of Drawings Furnished by Client - Review drawings, visit Project site and take measurements to satisfy that drawings are reasonably accurate in their representation of the existing premises.

F1

4.16 Drawing Conversion - Convert drawings provided by Client to an another appropriate format.

4.17 Photographs - Prepare a photographic record of existing conditions.

4.18 Engage Land Surveyor - Engage a land surveyor to provide a land survey.

4.19 Assist Client Regarding Land Survey Information Required - Coordinate with land surveyor and other Consultants to identify information required from the survey.

4.20 Engage Geotechnical Consultant - Engage a geotechnical Consultant to provide a geotechnical or soils investigation report and advice.

4.21 Assist Client Regarding Geotechnical Information Required – Coordinate with geotechnical and other Consultants as to identification of information required from the report.

4.22 Engage Toxic or Hazardous Substances Consultant –

4.23 Assist Client Regarding Toxic or Hazardous Substances Information Required –Coordinate with toxic or hazardous substances Consultant and other Consultants as to identification of information required.

F1

4.24 Marketing - Prepare promotional presentations or special marketing materials.

4.25 Basic Climate Analysis: Review for sun paths, wind conditions, temperature and precipitation data, and climate change effects.


_________________________________________________________________________________________ 880434-0014(1.0) 6 of 10

ITEM

SERVICE


5 SCHEMATIC DESIGN PHASE SERVICES

5.1 Design Approaches - Discuss with Client alternative design approaches at outset of the schematic design concepts.

F1

5.2 Schematic Design Concept(s) - Based on the Project’s requirements agreed upon with the Client, the Architect shall prepare for the Client’s approval a concept design, or designs, illustrating the scale and relationship of the Project components. Prepare Class ‘D’ Construction Cost Estimates as appropriate for each concept design.

F1

5.3 Schematic Design Documents - Based on the Client approved schematic design concept and Class ‘D’ Construction Cost Estimate, prepare for the Client’s review and approval schematic design documents to illustrate the scale and character of the Project and how the parts of the Project functionally relate to each other and including, as appropriate:

1. site plan, 2. principal floor plans(s), 3. schematic sections and elevations, 4. massing representation, and 5. other Illustrative sketches or renderings to convey the intent of the design.

Prepare a schematic design report incorporating, as appropriate:

1. design approach or philosophy, 2. site data, 3. design area(s) comparison to functional program, 4. design compliance with regulatory requirements, 5. architectural, structural, mechanical and electrical building systems descriptions, 6. Project schedule, and 7. Class ‘C’ Construction Cost Estimate.

F1

5.4 Marketing Documents - Provide or arrange for provision of promotional materials.

5.5 Architectural Models - Provide or arrange for provision of scale models.

5.6 Architectural Renderings - Provide or arrange for provision of renderings and other special delineations.

5.7 Digital Modelling - Provide or arrange for provision of 3D digital modelling.

5.8 Submit Schematic Design - Submit the schematic design documents to the Client and obtain the Client’s approval prior to proceeding to the Design Development Phase.

F1


_________________________________________________________________________________________ 880434-0014(1.0) 7 of 10

ITEM

SERVICE


6 DESIGN DEVELOPMENT PHASE SERVICES

6.1 Design Development Documents - Based on the Client approved schematic design documents and agreed Construction Cost Estimate, and any Client’s authorization of adjustments in the Project requirements and the Construction Budget, prepare for the Client’s review and approval, design development documents, drawings and other documents to describe the size and character of the Project including as appropriate the architectural, structural, mechanical, and electrical systems, materials and such other elements, and including:

1. site plan, 2. floor plans, 3. reflected ceiling plans, 4. elevations, 5. building sections, and 6. other Illustrative sketches or renderings to convey the intent of the design.

Prepare an updated design development report incorporating, as appropriate:

1. design approach or philosophy, 2. site data, 3. updated design area(s) comparison to functional program, 4. design compliance with regulatory requirements, 5. architectural, structural, mechanical and electrical building systems descriptions, 6. outline specifications, 7. materials, finishes and preliminary colour schemes, 8. project schedule, and 9. Class ‘B’ Construction Cost Estimate.

F1

6.2 Update Project Schedule - Update and submit to the Client for approval a Project Schedule identifying major and minor tasks, sequence of tasks, duration of tasks, start and finish dates of tasks, interdependencies of tasks, critical path and major project milestones.

F1

6.2 Submit Design Development - Submit the design development documents to the Client, advise the Client of any adjustments to the Construction Cost Estimate and obtain the Client’s approval prior to proceeding to the Construction Documents Phase.

F1

7 CONSTRUCTION DOCUMENTS PHASE SERVICES

7.1 Drawings and Specifications - Based on the Client approved design development documents and agreed updated Construction Budget, prepare for Client’s review and approval, Construction Documents consisting of drawings and specifications setting forth in detail the requirements for the Work.

F1

7.2 Update Construction Cost Estimate - Advise the Client of any adjustments to the Construction Cost Estimate, including adjustments indicated by changes in requirements and general market conditions. Provide: 1. a Class "A" Construction Cost Estimate when they are fully completed

F1

7.3 Update Project Schedule - Update and submit to the Client a Project schedule identifying major and minor tasks, sequence of tasks, duration of tasks, start and finish dates of tasks, interdependencies of tasks, critical path and major project milestones.

F1

7.4 Prepare Bidding Requirements and Construction Contract Conditions - Obtain instructions from and advise Client on the preparation of the necessary bidding requirements, bid forms, and form of Construction Contract(s).

F1


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7.5 Prepare Bidding Requirements for Alternative Prices – Identify and specify requirements for alternative prices to be submitted with bids.

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7.6 Prepare Bidding Requirements for Unit Prices – Identify and specify requirements for unit prices to be submitted with bids.

F1

7.7 Bidding Requirements for Multiple Bid Packages - Prepare multiple bid packages as required for sequential bidding of trade contracts and multiple Construction Contracts.

F1

7.8 Submit Construction Documents - Submit Construction Documents to Client for formal review at 50% and 99% completion. Submit final Construction Documents to Client and obtain Client’s approval to proceed to the Bidding/Negotiation Phase.

F1

8 BIDDING/NEGOTIATION PHASE

8.1 Assist Client with Pre-qualification of Bidders - Prepare request for qualifications, receive responses from interested parties, evaluate responses, and report results to Client for decision.

F1

8.2 Assist Client in Calling for Bids – Arrange and manage the process for public or invitational call for bids and distribution of bid documents.

F1

8.3 Pre-Bid Meetings - Attend pre-bid meetings for bidders. F1

8.4 Bidding Inquiries – Assist in the response to and address questions raised by bidders during the bid period.

F1

8.5 Addenda – Assist in the preparation and issuing of addenda during bid period and before award of Construction Contract(s).

F1

8.6 Bid Receipt and Review – Assist in the review bids for compliance, and report to Client. F1

8.7 Bidding/Negotiation - Assist the Client with Construction Contract negotiations.

8.8 Bonds and Insurance - Receive bonds and insurance documents for Client's review and acceptance.

8.9 Assemble Construction Contract - Assemble Construction Contract for legal review and signature by the contracting parties.

9 CONSTRUCTION PHASE SERVICES

9.1 Project Protocols - Meet with Client, Constructor and Consultants to establish project protocols, lines of communications and administrative procedures. Prepare and circulate minutes.

F1

9.2 Architect Chaired Site Meetings - Organize and direct site meetings with Constructor, major sub-contractors, Client and Consultants to review the progress of the Work, address emerging concerns and coordinate efforts. Prepare and issue meeting minutes.

9.2 Constructor Chaired Site Meetings - Attend all site meetings chaired by the Constructor. Review and comment on meeting minutes prepared by the Constructor.

F1

9.3 Update Construction Documents - Update and issue revised Construction Documents to incorporate addenda and negotiated changes made during the Bidding/Negotiation Phase.

F1


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9.4 Submittals - Review and take appropriate action with reasonable promptness on all Constructor’s submittals required by the Construction Contract.

F1

9.5 Requests for Information (RFI's) - Receive RFIs from Constructor and respond. F1

9.6 Supplemental Instructions - Prepare and issue supplemental instructions as required for clarification of the requirements of the Construction Documents.

F1

9.7 Contemplated Change Notices, Change Orders and Change Directives - Prepare contemplated change notices with required drawings and specifications, evaluate Constructor's proposals, and prepare change directives and change orders for the Client’s approval in accordance with the Construction Contract.

F1

9.8 General Review - Provide General Review at intervals required by the definition of General Review in the contract.

F1

9.9 Additional General Review - Provide additional General Review with more frequent visits to the Place of the Work than required by the definition of General Review in the contract, as follows: [ ].

9.10 Additional Off-Site General Review of Manufactured Products – Provide additional General Review of major components produced at off-site prefabrication or manufacturing facilities with more frequent visits to those off-site facilities than required by the definition of General Review in the contract, as follows: [ ].

9.11 Additional Project Representation – Provide full-time on-site representation for the duration of construction.

9.12 Inspection and Testing Services – Provide assistance in having inspection and testing companies perform services as required by the Construction Contract, receive and review their reports and report to Client.

9.13 Enhanced Inspection and Testing Service - Provide assistance related to the inspection and testing of mock-ups, including witnessing testing of Project elements and systems

9.14 Constructor's Proposed Substitutions – Evaluate substitutions proposed by the Constructor and make any resulting necessary revisions to the Construction Documents.

F1

9.15 Services Necessitated By Default of Client or Constructor – Provide services necessitated by the default of the Constructor or the Client under the Construction Contract, or by major defects or deficiencies in the Work of the Constructor.

9.16 Services Related to Replacement of Damaged Work – Provide consultation concerning replacement of Work damaged by fire or other cause during construction and provide services related to replacement of such Work.

9.17 Evaluation of Extensive or Unreasonable Claims - Evaluate an extensive or unreasonable number of claims by the Constructor or others.

9.18 Payment Certification - Receive and assess the Constructor's applications for payment and determine amounts payable by the Client under the Construction Contract.

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9.19 Deficiency Review - Review Constructor's list of outstanding and deficient Work. Identify incomplete Work and defects and deficiencies in the Work. Report in writing to the Client, Constructor, and Consultants.

F1

9.20 Record Drawings - Prepare record drawings showing changes to the Work made during construction based on as-built drawings (marked up prints) and other data submitted by the Constructor.


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9.21 Close-out Submittals - Review and take appropriate action with reasonable promptness on all Constructor’s close-out submittals required by the Construction Contract.

F1

9.22 Systems Demonstrations - At the completion of construction coordinate with the Constructor, and if appropriate, Consultants to conduct systems demonstrations for the Client’s operations personnel.

9.23 Lien Legislation Certification – Issue certification as and when required by lien legislation applicable at the Place of the Work.

F1

9.24 Ready for Take-Over Certification – Issue certification as and when required by the Construction Contract.

F1

10 POST CONSTRUCTION PHASE SERVICES

10.1 Warranty Review - Prior to the end of the warranty period, undertake a review for defects or deficiencies and notify the Constructor in writing of items requiring attention by the Constructor.

F1