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VILLAGE OF BIBLE HILL

REQUEST FOR PROPOSALS

BIBLE HILL SIGNAGE PROGRAM

PROJECT NO. 2020-RFP-GGS-01 Notice is hereby given that Village of Bible Hill will receive PROPOSAL SUBMITTALS from qualified vendors to design, supply and install various community signage as described herein. Proposal submittals will be accepted up until 1:15 PM, ATL, Friday, July 5, 2019. Proposals received after that time and date will not be considered. Village of Bible Hill accepts no responsibility if delivery is made to another location. Respectfully requested, Mitchell Bell, CPA, CA Clerk and Treasurer | Administration Village of Bible Hill All inquiries relating to this Request for Proposals (RFP) should be directed to the Clerk and Treasurer via email at mitchell.bell@biblehill.ca. Proposals accepted until: 1:15PM (ATL), Friday, July 5, 2019

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Request for Proposals 2020-RFP-GGS-01

Issuing Office The Clerk and Treasurer’s Office is the issuing office for this Request for Proposal (RFP) and the point of contact for the Village for all process and contract questions as well as protest.

Village of Bible Hill c/o Mitchell Bell, CPA, CA, Clerk and Treasurer 67 Pictou Road Bible Hill NS B2N 2R9 902-893-8083 mitchell.bell@biblehill.ca

Anticipated RFP Schedule The Village anticipates the following general timeline for this RFP:

Issuance of RFP documents – Friday, June 7, 2019 Deadline for RFP Questions – 48 hours prior to submission deadline Deadline for Proposal Submission – Friday, July 5, 2019 (1:15 PM ATL) RFP Review – Completed by Friday, July 12, 2019 Probable Village Commission Approval – Tuesday, July 16, 2019 Commencement of Contract – Summer 2019 preferred, with completion date no later than November 30, 2019.

Submission Date and Location Each proposer must deliver at least two hard copies of any proposal under this RFP in a sealed envelope to the Issuing Office by way of courier, mail or in-person no later than Friday, July 5, 2019 at 1:15 PM ATL. Changes (Addenda) Any clarifications or revisions to this RFP will be addressed and issued in addenda; the Issuing Office must receive questions or requests for changes in writing (i.e. via email) per the schedule indicated above. Proposers are responsible for checking the Government of Nova Scotia’s Procurement Office Tender Notices website (https://novascotia.ca/tenders) for the issuance of any addenda prior to submitting a proposal. The proposer is held responsible for all addenda/changes to the documents and may be considered non-responsive if their proposal does not reflect those addenda/changes. Protests Any complaints or perceived inequities related to this RFP shall be made in writing and directed to the Issuing Office. The Village’s purchasing policy can be found on the Village’s website at: https://www.biblehill.ca/479-purchasing-policy-dec-2016-1/file.html. Rejection of Proposals The Village reserves the right to cancel any and all proposals submitted without penalty. The lowest cost proposal or any other proposal will not necessarily be accepted. The Village reserves the right to waive or not waive any formalities, informalities, irregularities or technicalities in proposal responses. A response to this RFP does not constitute a formal bid, therefore, the Village retains the right to contact any / all proposing firms after submittal in order to obtain supplemental information and / or clarification in either oral or written form. Furthermore, an explicit provision of this RFP is that any oral communication made is not binding on the proposal process. The Village will not be liable for, nor pay for any costs incurred by responding firms relating to the preparation of any proposal for this RFP.

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Modification / Withdrawal Unless otherwise specified, modification of the Proposal will not be permitted; however, a proposer may withdraw his or her Proposal at any time prior to the scheduled closing time for receipt of Proposals; any proposer may withdraw his or her Proposal, either personally or by written request to the Issuing Office. Withdrawal of Proposal shall not disqualify the proposer from submitting another Proposal provided the time for receipt of Proposals has not expired. Duration of Proposals Proposals must remain valid for at least 90 days. Proposals must be signed by an official authorized to bind the proposer. Public Record All proposals submitted are the property of the Village and become public record. All documents received by the Village are subject to public disclosure requirements of the Government of Nova Scotia’s Municipal Government Act. Incurring Costs The Village is not liable for any cost incurred by proponents prior to execution of a contract. Neither the Village nor its representatives shall be responsible for any error or omission in a proposer’s response, nor for the failure on the part of the proposer to determine the full extent of their exposures. Acceptance of Agreement The agreement for this project shall be drafted by the successful proponent upon award. The successful proponent will be required to execute a formal contract in a form acceptable to the Village of Bible Hill to give effect to the services required. Under this contract, any reports or data collected while executing the duties of the contract will become the property of the Village of Bible Hill upon completion of the project. Cancellation The Village reserves the right to cancel award of a contract at any time before execution of the contract by both parties if cancellation is deemed to be in the Village’s best interest. In no event shall the Village have any liability for the cancellation of award. Project Staffing The project will be overseen by Mitchell Bell, CPA, CA, Clerk and Treasurer and Angie Ogden, Finance Officer. This team will represent all executive level decision-making for the project with direction from the Village Commission as required per the Village’s Purchasing Policy. The Village’s purchasing policy can be found on the Village’s website at: https://www.biblehill.ca/479-purchasing-policy-dec-2016-1/file.html. The selection committee will consist of the Village Commission and Clerk and Treasurer. Proposal Evaluation Criteria and Scoring (for Village staff evaluation of proposals)

Village of Bible Hill Evaluator Rating Form

Vendor Evaluator: Factor Weight Score Weighted

Score 1. QUALIFICATIONS OF VENDOR Relevant experience 10% Reputation based on references for similar projects 10% Capacity (depth of resources, fiscal stability, and history of projects) 10% 2. TECHNICAL APPROACH Responsiveness following the instructions of the RFP process 20% Design 20% SUB-TOTAL 70% 3. COST FOR SERVICE Initial cost SUB-TOTAL 30% TOTAL 100% SCORE: 0=Unacceptable; 1=Poor; 2=Fair; 3=Good; 4=Excellent

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Proposal Contents Proposals are to include, but not necessarily be limited to, the content listed below. The volume, or size of the proposal, should be consistent with the relative size of the project. Concise proposals without needless duplication are encouraged. 1. Letter of transmittal. Include an introductory letter expressing interest in the project. The letter should include name of firm, contact person, email address, mailing address, telephone number, and must be signed by a person authorized to bind the firm. 2. Project Description, Design and Approach. Provide a statement of the services to be provided including a detailed explanation of how the services are to be provided and managed. Indicate how important each service is to successful project completion. Identify the expected involvement by Village staff for each major activity in the project. A project schedule should be included in this section. 3. Project Team. List the experience and qualifications of staff who will be working on the project. Describe the applicable skills and accomplishments of the project manager including experience. Confirm availability and commitment of named key staff to the project. Describe how project management, coordination and communications with the Village will be accomplished. Do not include persons who will not be working on the project. Indicate what resources are available if additional support is requested. Include resumes at the back of the proposal which reflect education, registrations and experience of key staff. Specify if subcontractors will be used, name of subcontractors and list the work the subcontractor will perform of the work specified in this request for proposals. 4. Related Experience. Provide project descriptions for up to five recent projects similar in nature and size to the proposed project, including type of entity, start and completion dates, and measures used to indicate quality and successful project completion. Provide client reference names and phone numbers. Indicate the involvement of the firm and proposed key staff. Provide any background information on the size, capability and location of the firm that may be beneficial. 5. Cost Proposal. Provide a cost proposal to perform the scope of work. Include estimated material costs, person hours, labor costs and expenses for each task listed in the scope of work. The proposed costs must include any applicable travel and/or other expenses. Clearly describe any deviation from the listed scope of work that would significantly affect costs. Separate the cost of any proposed optional services from the cost of services requested. The format for the cost proposal is to be selected by the consultant. Include a listing of hourly rates for all employee classifications anticipated to work on the project, as well as rates for non-labor direct expenses. Include similar information for any major sub-contractors. The listed rates will be used in preparation of any future change orders. 6. Deliverables. Provide sample(s) of project plans created for referenced project. The proposal should include one or more architectural drawings of the proposed draft designs for gateway, park and other signage.

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SCOPE OF WORK Introduction Village of Bible Hill (the Village) is a community of 5,000 residents located in Nova Scotia, situated north of the Salmon River, and north-east of neighbouring Truro. The Village operates as a municipal government under the Municipal Government Act. The Bible Hill Village Commission is the governing body of the Village, which is comprised of five elected Commissioners who serve staggered three-year terms. Village Commissioners appoint a Clerk and Treasurer, who is responsible for the operations of the overall Village organization. The Village boundaries are defined as found by searching ‘Bible Hill’ on Google Maps. The Village operates buildings and parks in providing municipal services to residents. Purpose and Objectives The Village desires to improve community and asset identification through installation of new gateway signage at its boundaries, new park signage at large and small parks, new exterior location and building signage and new interior signage at its administration office and Village Hall and Fire Hall property. The Proposer will provide the following services to the Village as required:

§ Coordination of any land surveying, including of highway right-of-ways or private lands involving signage locations

§ Advise the Village on any easements to be obtained (with easement obtaining costs borne by the Village outside this RFP, if any)

§ Respecting ‘Bible Hill Brand Standards’ document (to be provided to successful proponent), fully design all signage identified in Appendix A.

§ Coordinate the supply of signage materials § Coordination and execution of signage construction/installation § Provide all technical documentation and diagrams § Materials and labour warranty (if applicable)

Current Environment Community boundaries: Of seven identified entry points to Village of Bible Hill, one bridge-mounted sign exists. Parks: Small freestanding or fence-mounted park signage exists; in some locations no signage exists. Village Office; Village Hall and Fire Hall: Freestanding LED message signage exists at roadway with small brand signage at top. No other freestanding location signage exists. Two wall-mounted letterings exist on the Village Hall and Fire Hall building. Meetings The successful proponent shall meet with the Project staff on at least two occasions:

1. Project Launch meeting a. Identify key contacts b. Clarify deliverables and scope, including signage wording requirements c. Q & A

2. Project meeting a. Review sign types and correlating designs b. Review sign locations and confirm permissions types for installation where

necessary c. Review sign fabrication and installation timeline

Detailed Engineering Detailed engineering of signage and any related structure and electrical as required shall be provided. Detailed drawings shall be prepared in AutoCAD format. PDF or other standard graphic files will also be provided of the overall design for ease of review. Design Approval The successful proposer is required to submit production ready drawings to Project Staff for approval before proceeding with any sign order.

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Coordination and Supply Supply of all required design, materials, fabrication and labour to provide signage shall be provided by the proposer, including:

• identification of permission and standards requirements for signage installation and locations and application for such permits as required, including but not limited to:

o municipal by-laws; o building permits; and o Department of Transportation right-of-way permits.

• Supply of signage, mounting components, structure, foundation, cabling, solar panel(s), connectors and any other installation materials.

• Coordination and storage of procured materials - Proposer will coordinate receipt and storage of all procured materials at Proposer’s facility for pre-assembly and fabrication prior to site installation.

Should the proposed signage require illumination (solar powered units are preferred), electrical lighting and cabling shall be installed by the proposer to support the new signage. Infrastructure Construction and Installation Signage shall comply with all applicable standards in place for such construction. All painted surfaces are to use an acrylic polyurethane anti-graffiti paint (or like product with same properties). Once sites are verified as completely prepared and acceptable for receipt of signage, the signage components will be transported to the sites and installed. Construction site review and construction completion verification – Proposer will review the site and confirm completion of the construction site work by employees and related trades managed by proposer prior to acceptance by the Village. As much construction, configuration, and assembly of the proposed signage will be completed prior to on-site installation. Deliverables Prior to final acceptance by the Village, the following will be presented to the Village in electronic and hard form for archival.

a. As-Built Drawings (AutoCAD format) in PDF b. Project related permit applications and approvals

Potential Infrastructure Modifications Infrastructure and/or fixture modifications are to be coordinated with Village staff and detailed designs and specifications are to be documented and approved by the Village. Specifically, the designs should allow for any proposed new signage to be visually pleasing and provide an ergonomic viewing angle. New materials shall be used. All material finishes shall be pre-approved by the Village. Project Timeline This project is expected to be awarded Tuesday, July 16, 2019. Ideally, the project shall be undertaken during summer 2019. The project shall be 100% complete by November 30, 2019. Other The scope of work shall keep as much facilities, infrastructure and land intact and not disrupted as possible. Work sites must be kept safe, tidy and presentable to the public during construction. All information collected and materials completed in regard to this contract is considered to be confidential and the property of the Village. This information shall not be provided to a third-party without prior written approval of the Issuing Office. Notwithstanding the above Project Timeline, the Village may in its discretion modify or reduce the total quantity of signage procurement and associated work to be performed under a potential contract, and/or split the project into two or more phases which may or may not require extending the project timeline and deliverables into more than one Village fiscal year, based on cost proposals.

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In submitting a proposal, proposers shall declare: 1. We agree to substantially perform the work of this project by November 30, 2019 after

receiving notice of contract award in compliance with all terms described herein. 2. We are in good standing with the Workers’ Compensation Board of Nova Scotia and will

provide a valid letter(s) of good standing. 3. We shall provide a Certificate of Insurance (named insured Village of Bible Hill) in the

amount of five million dollars ($5,000,000). 4. We shall, prior to commencing construction, provide a written site safety plan including

but not limited to identification of safety hazards anticipated during the project, solutions to those hazards, safety procedures, identification of designated safety officers and provisions for safe access to the work sites for Village staff and consultants for the Village’s acceptance.

Payment Schedule Payments will be made based on performance and deliverables. The following schedule of payments is anticipated: Professional Services, Hardware and Equipment, Construction Monthly progress invoices (must include details of work started/in progress, completed and by whom)

85%

Acceptance 15%

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APPENDIX A PROPOSED SIGNAGE

A. NEW, SINGLE-SIDED, BOUNDARY SIGNAGE (PHOTOS BELOW): 1. Park Street (bridge-mounted) 2. Onslow Road at Farnham Brook (freestanding) 3. Pictou Road at Village Line Avenue (freestanding) 4. Main Street at Salmon River Bridge (freestanding) 5. Vimy Road at Brookside Road (freestanding) 6. Brookside Road at Brookside Branch Road (freestanding) 7. College Road at Village Line Avenue (freestanding)

B. NEW, DOUBLE-SIDED, FREESTANDING LOCATION SIGNAGE:

1. Village Office (and) Village Hall and Fire Hall, at 67/69 Pictou Road

C. NEW, SINGLE-SIDED, FREESTANDING PARK SIGNAGE: 1. Bible Hill Recreation Park

a. at 38 Guest Drive entrance b. at entrance between 360 and 396 College Road

2. Airport Field Park a. at 55 Jennifer Drive entrance b. at alternate entrance between 167 and 173 Pictou Road

3. Holy Well Park, at 66 Main Street 4. Farnham Road Park, at 244 Vimy Road 5. Poplar Drive Park, at 19 Poplar Drive 6. Hillcrest Avenue Park, at 117 Hillcrest Avenue 7. Teakwood Court Park, at 27 Teakwood Court 8. Armstrong Avenue Park, at 65 Armstrong Avenue 9. Clover Drive Park, at 27 Clover Drive 10. Fielding Avenue Park

a. at 22 Fielding Avenue entrance b. at entrance between 21 and 27 Fernhill Drive

11. Murdock Drive Park a. at entrance between 36 and 46 Murdock Drive b. at entrance between 2 and 6 Greenvale Court

12. Village Court Park, at 36 Village Court 13. Retson Drive Park

a. at 33 Retson Drive entrance b. at entrance between 356 and 362 Pictou Road

14. Meadowland Avenue Park a. at 52 Meadowland Avenue entrance b. at entrance between 765 and 773 College Road

15. Scenic Drive Park, at 23 Maple Boulevard 16. New logo representation at Eagle Crest Trail (respecting existing Cobequid Trail signage)

a. at 41 Warren Drive entrance b. at 99 Scenic Drive entrance c. at Pat Mahaney Bike Trail entrance within Eagle Crest Trail

D. EXISTING, DOUBLE-SIDED, SIGNAGE REPLACEMENT:

1. Small branding signage on existing LED signage structure, at 67/69 Pictou Road

E. NEW, BUILDING-MOUNTED SIGNAGE: 1. Village Administration Office, at 67 Pictou Road, on roof-top cupola (x4) 2. Village Hall, at 69 Pictou Road

F. NEW, INTERIOR SIGNAGE:

1. Village Administration Office, 67 Pictou Road a. Commission Chambers wall mounted logo b. Reception wall mounted logo c. Main door decals

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PHOTOS: New, Single-sided, Freestanding or Bridge-mounted Boundary Signage

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*Note: Alternative locations may be considered by the Village if proposed. **Note: Ideal placement for (eighth) gateway signage at Village boundary on Old Courthouse Branch Road near Regency Point Drive could not be determined. – Proposer could propose a location for consideration, but doing so is not a requirement.

*Street View photographs contained herein are attributed to Google.