Michael Pacholok, Chief Purchasing Official and Director Purchasing and Materials Management Division City Hall, 18th Floor, West 100 Queen Street West Toronto, Ontario M5H 2N2 Joanne Kehoe Manager, Construction Services September 29, 2015 Via Internet Posting (12 pages) Addendum No. 2 Request for Proposal No. 9118-15-5046 Closing: 12:00 NOON (LOCAL TIME), October 7, 2015 For: All Professional and Technical Services to complete the Humber Bay Park Master Plan and Phase 1 Implementation Please refer to the above Request for Proposal (RFP) document in your possession and be advised of the following: 1. GENERAL CLARIFICATION: Bidders are advised that the RFP for the Humber Bay Park Master Plan (9118-15-5046) will be awarded separately and independently of the RFP for the New Pavilion in Humber Bay Park East (9118-15-5070). Where proponent teams or their members are bidding on both projects, no assumptions shall be made on the success of either or both bids. The deliverables, meetings and staff resources for each project are independent of the other and shall not overlap 2. CLARIFICATION: The mandatory professional and technical services that are required for the Vendor’s design team: Landscape Architect (full member in good standing with the OALA) Public Consultation Facilitator Terrestrial Ecologist/Biologist or Restoration Ecologist Coastal Engineer / Riparian Design Specialist / Fluvial Geomorphologist / Hydrologist Electrical Engineer Lighting Designer Structural Engineer Mechanical Engineer Civil Engineer 1 of 12
Transcript
Michael Pacholok, Chief Purchasing Official and Director
Purchasing and Materials Management Division City Hall, 18th Floor, West 100 Queen Street West Toronto, Ontario M5H 2N2
Joanne Kehoe Manager, Construction Services
September 29, 2015 Via Internet Posting (12 pages)
Addendum No. 2 Request for Proposal No. 9118-15-5046
Closing: 12:00 NOON (LOCAL TIME), October 7, 2015
For: All Professional and Technical Services to complete the Humber Bay Park Master Plan and Phase 1 Implementation
Please refer to the above Request for Proposal (RFP) document in your possession and be advised of the following:
1. GENERAL CLARIFICATION:
Bidders are advised that the RFP for the Humber Bay Park Master Plan (9118-15-5046) will be awarded separately and independently of the RFP for the New Pavilion in Humber Bay Park East (9118-15-5070). Where proponent teams or their members are bidding on both projects, no assumptions shall be made on the success of either or both bids. The deliverables, meetings and staff resources for each project are independent of the other and shall not overlap
2. CLARIFICATION:
The mandatory professional and technical services that are required for the Vendor’s design team:
Landscape Architect (full member in good standing with the OALA) Public Consultation Facilitator Terrestrial Ecologist/Biologist or Restoration Ecologist Coastal Engineer / Riparian Design Specialist / Fluvial Geomorphologist /
A survey of the sub-surface elevations within the ponds will be procured by the city following project start-up.
4. DELETION: Section 2.2 Background
The final paragraph in the subsection “SITE” and making reference to the limits of design work is deleted.
5. REVISION: Section 2.3 Project Budget:
The City’s range in budget for this project is approximately $325,000.00 to $375,000.00.
Please note that this range is only an approximation and does not reflect the total amount that will be paid to any Vendor. This amount is for information only and should not form the basis of any submission.
6. REVISION: Section 3 Scope of Work,:
6.1. The project scope is revised to comprise five (5) stages of work.
6.2. Sections 1, 2, and 3 remain unchanged.
6.3. Stage 4, Phase 1 Detailed Design and Costing is amended to read as follows:
4. Phase 1 Detailed Design and Costing:
Prepare the Detailed Design and Class B Cost Estimating of Phase 1 of the Master Plan which shall consist of landscape design improvements determined by priorities established through the Public Consultation and Master Plan process.
6.4. Stage 5, Tender Documentation and Administration and Stage 6, Contract Administration as provided the RFQ document is deleted in its entirety.
6.5. Stage 7 is revised to Stage 5, and reads as follows:
5 Management Plan:
Provide a management plan that outlines the operation & maintenance of Master Plan improvements. The management plan should include descriptions and schedules of seasonal & day to day tasks required to operate the proposed improvements and should indicate the human resources, equipment, material and technical resources required to complete the tasks. The management plan shall be completed with reference to current City of Toronto operational standards and service levels, which will be shared with the Vendor.
2 of 12
3
7. REVISION: Detailed Scope of Work Requirements:
7.1. Revise Section 3.4 to read as follows: :
3.4 Phase 1 - Detailed Design and Costing:
3.4.1. Scope:
The Vendor will;
a. Prepare the Detailed Design for Phase 1 of the Master Plan. The scope and location of Phase 1 will be determined through the Public Consultation and Master Plan Process.
b. Provide a detailed Class B cost estimate for City approval.
3.4.2 Deliverables;
a. Detailed Design for Phase 1 Park Improvements of the Master Plan,
b. Preliminary Digital Asset Map and Asset Inventory Spreadsheet.
d. Detailed Class B cost estimate.
3.4.3 Meetings;
a. Staff : Six (6) meetings
b. Pavilion Design: Four (4)
c. Stakeholder Advisory Committee: One (1) meeting
7.2. Section 3.5 and 3.6 as provided in the RFP are deleted.
7.3. Section 3.7 is re-numbered to read 3.5 and is revised to read as follows: :
3.5 Management Plan:
3.5.1 Scope:
Concurrent with the development of the Master Plan, the Vendor shall provide a management plan that describes the resources and timing of work required to maintain and operate the Master Plan Improvements. The Management Plan shall provide a comprehensive description of seasonal and day-to-day operations and maintenance of the Humber Bay Park East and West features and improvements as described in the Master Plan.
3.5.2 Meetings:
a. Staff: Two (2) meetings
3.5.3 Deliverables;
a. Preliminary Management Plan, including: descriptions and schedules of seasonal & day to day tasks required to operate the proposed improvements; descriptions and lists of the human resources, equipment, material and technical resources required to operate the park.
3 of 12
4
b. Final Management Plan, including: descriptions and schedules of seasonal & day to day tasks required to operate the proposed improvements; descriptions and lists of the human resources, equipment, material and technical resources required to operate the park.
8. ADDITION: Section 3.10 - Projected Completion of work
Section 3.10 Completion of the Work
Date Milestone
Nov-Dec, 2015 Successful Proponent selected, Issue Purchase Order
Dec 2015 – April 2016
Site inventory & investigations, Public Consultation Program approval; stakeholder consultation
May 2016 Preliminary Design Concepts, Technical Review, Stakeholder & Public Consultation
June – August 2016
Revised Design Concepts, Technical Review, Stakeholder & Public Consultation
September – December 2016
Preferred Design Concept, Technical Review, Stakeholder & Public Consultation
January 2017 Final Master Plan document complete.
This schedule is subject to change and appropriate written notice of any changes will be provided where feasible.
9. REVISION: Section 4.2 paragraph 2 shall be revised as follows:
The composition of the Proponent’s Project Team should possess the qualifications and experience to provide, as a minimum, the following core services:
urban natural environment park design and implementation
6. REVISION: Appendix D, Form 8 – Pricing Detail Form
Delete Form 8 as provided with the RFP and replace with Form 8 - Pricing Detail Form (revised , September 28, 2015) as provided with this Addendum.
7. Responses to Questions:
The following are responses to questions received during the bid period.
Q1. Please clarify the Phase 1 scope area.
A1. Refer to Section 2.3: Scope of Work for Phase 1: Scope of Work for Phase 1 improvements will be identified through the Public Consultation and Master Plan Process
* One part of the RFP states that the proponent team should include an electrical engineer, lighting designer, and architect, while another part does not include these. Please confirm.
A2. Refer to Section 2.0: Engineering designers will be required to evaluate and propose improvements to the existing electrical service and systems, water and wastewater disposal systems, bridges, roadways, pathways, traffic patterns, etc.
5 of 12
6
Refer to Addendum 1, Item 2, Item 6.4, Item 7.2 and Item 10. above. Architectural services are not required.
Q3. Is Form 7 (Project experience) to be included within the main proposal document and counted as part of the 12 page double sided limit, or should it be included in the appendices?
A3. Subsection 3 of the proposal should describe the Experience and Qualifications of the Proponent, and should be included in the body of the proposal. The four (4) project examples, as completed in Form 7 may be included as an appendix.
Q4. The schedule for completion of the master plan is not stated in the master plan. At the meeting it was mentioned that a written response would be provided. Is it possible to provide a flexible schedule target that will allow the bidders to propose a schedule as part of their proposed solution?
A4. Refer to Addendum 1, Item 8 above.
Q5. During the meeting, the role of the vendor for this project, with respect to the public consultation aspects of the related pavilion project was described. We understand that the vendor for the pavilion project will be responsible for providing their own content including presentation materials, summaries of input received; and that they will be responsible for staffing any public consultation events where the pavilion may be discussed. Is this correct?
A5. The vendor for the pavilion project (9118-15-5070) will be responsible for public consultation relating to the pavilion. Due to the concurrent schedules, it may be convenient for the pavilion project vendor to present and consult on their project at a scheduled Master Plan consultation event. This will require coordination regarding the agenda, schedule, and presentation equipment (e.g. projector, laptop, easels & panels, etc.); however the pavilion project vendor will be responsible for all content, materials, facilitation, note-taking, and meeting summaries for the portion of the meeting dedicated to consulting the public on the pavilion.
Q6. It is our understanding that the pavilion design schedule will in no way drive the consultation schedule for the master plan. Is this correct?
A6. Correct. The aim is to have a preferred Master Plan design concept available to inform detail design of the pavilion, which will be occurring as a concurrent but independent project. Please refer to the RFP 9118-15-5070 for the Pavilion.
Q7. During the meeting the role of the coastal engineer and aquatic specialist was described as being focused on the shallow, artificial pools and related mechanical equipment, and specifically to include an assessment of their current condition and comment on feasibility of as-yet unnamed improvement to their habitat and recreational functions. Is this correct?
A7. This is correct.
6 of 12
7
Q8. During the meeting, it was noted that the city has procured a topographical survey, and that the TRCA had completed a terrestrial habitat survey, both of which would be provided to the successful bidder, but neither of which includes any description of the interior of the ponds. Please confirm that the consultant will not be responsible for generating this type of data for the interior of the ponds. Also, please confirm that recommendations to be provided with respect to the ponds are expected to be undertaken at a level of detail that is appropriate given this gap in the available information.
A8. Separate from this contract, the City will procure an underwater topographical survey of the ponds following project start-up as required. An allowance has been added to the contract for any additional investigation and testing required for the Master Plan. The recommendations to be provided in the Master Plan with respect to the ponds shall be to a level of detail sufficient for confident decision-making and future detail design. The revitalization of the ponds is a central part of the Master Plan.
Q9. During the meeting, it was noted that the scope of the master plan project excludes any shoreline areas around the exterior of the parks. Is this correct?
A9. This is correct. The TRCA manages all the exterior edges of the Humber Bay Park East & West.
Q10. The RFP documents indicate in item 2.0 "Purpose" that the team is to include a terrestrial ecologist/Biologist or Restoration Ecologist. Section 4.2 "Selection Criteria" refers to "…ecological design & arboriculture." We understand that an arborist report has been undertaken and will be provided to the successful bidder. Is the team expected to include a certified arborist? Are there specific expectations for ecological design or for the terrestrial ecologist/Biologist or Restoration Ecologist? Or will their scope ultimately be determined by the inputs received during the consultation?
A10. The team is not required to include a certified arborist. Habitat improvement is a high priority for the master planning team. A terrestrial ecologist/biologist or restoration ecologist is included on the team in order to ensure that the master plan recommendations are informed by best practices in ecological restoration and urban ecology.
Q11. During the meeting, there was some mention of completing some works to a level of detail suitable for obtaining permits from the Department of Fisheries and Oceans (DFO) and the TRCA. Please clarify what is expected in this regard.
A11. Refer to Addendum 1, Item 6.4 and Item 7.2 above. Permits will not be required, as all construction has been removed from this contract. As the landowner, the TRCA will be a final reviewing and approving authority for the Master Plan.
Q12. During the meeting, it was noted that the scope of the master plan excludes the marina. The red line on appendix F1 was referred to, however upon further review this seems to include some areas functionally connected to the marina. Is it possible to better define this, or will the firm boundary be determined through the stakeholder consultations?
7 of 12
8
A12. The marinas will be consulted as stakeholders during the Master Plan process, as they hold leases for the land and water that they occupy. The proponents shall assume that the marina land use and current leases will remain. The Master Plan will not make any recommendations for changes to these portions of the parks.
Q13. We understand that the pavilion consultant will be responsible for providing new or upgraded servicing if required for the construction and operation of the pavilion. Are there any specific deliverables anticipated (for either project) with regards to ensuring that servicing implemented as part of the pavilion project is appropriate for future changes to the park
A13. The Master Planning consultant will be responsible for making recommendations for servicing related to landscape and outdoor recreational uses of the park. The Pavilion team will design any servicing that is required for the building. It is expected that the two teams will coordinate the servicing needs and design for both scopes of work.
Q14. We understand that the city prefers the pond areas to be the focus of phase 1 improvements, and that these will be coordinated so as not to overlap any related improvements undertaken as part of the pavilion project. We also understand that the final determination of the scope of phase 1 park improvements be informed by the results of the consultation program. Since this part of the scope is therefore not defined, the only means by which to assess the work that may be required is the given budget stated in item 2.3. Unfortunately, the final paragraph of the same item includes a clause which instructs bidders to not use this information as the basis of our submission. Will the City consider removing the final paragraph from item 2.3 so that bidders have some basis on which to bid this portion of the work?
A14. Refer to Item 6.4 and Item 7.2 above. Construction has been removed from this contract.
Q15. Item 3.6.1.i indicates that costs for independent testing and inspection services for construction activities will be paid through the Project Testing Allowance. Appendix D, Form 8 – Pricing Detail Form, does not include a Project Testing Allowance. Please clarify how these services will be paid for.
A15. Refer to Addendum 1, Item 11: Deletion above.
Q16. Please confirm the role of the architect on this RFP – we understand that a concurrent architectural RFP for the East Pavilion is currently out, therefore what is the architectural scope of the landscape master plan, or is it to enable additional support and design understanding between the two successful RFP teams?
A16. Refer to Addendum 1, Item 2, Item 6.4, Item 7.2 and Item 10. above. Architectural services are not required.
Q17. Please confirm the study area. The Study Area Map provided in the RFP outlines both the
east and west parks. At the site visit the scope focused heavily on the ponds in Humber Bay Park East with little discussion of the rest of the context area.
8 of 12
9
A17. The Study Area Map provided in the RFP (Appendix F-1) is accurate. The scope of the Master Plan includes both Humber Bay East and West. Please note response to question A12 above.
Q18. It is understood that the consultant will secure permits such as the TRCA permit and DFO clearance, however, it is unclear whether the City will pay the permit fees directly or if the consultant should anticipate and include these costs with the submission. Please confirm.
A18. Refer to Addendum 1, Item 6.4 and Item 7.2 above: Permits will not be required, as all construction has been removed from this contract. As the landowner, the TRCA will be a final reviewing and approving authority for the Master Plan.
Q19. Will the existing washroom blocks be demolished in lieu of the new pavilion/ facility or will they remain intact?
A19. There is currently no plan to demolish the washroom blocks.
Q20. To what extent is the consultation specialist required to arrange consultation sessions/ presentations with the architect for the pavilion?
A20. Please see response to Question 9.5 above. Coordination meetings between the Vendor and the Pavilion team will be required and will be organized in the same manner as meetings with City Staff.
Q21. Please explain if we are required to incorporate the Humber Bay Shores Trail Improvements preferred option design, which was presented at the April 2015 public meeting, as our sites overlap according to the public presentation panels.
A21. Yes, the Humber Bay Shores Trail Improvements design is proceeding as planned and it should be incorporated into the Humber Bay Park East and West Master Plan.
Q22. Please issue an overall project milestones schedule, which takes into account the two projects that will impact the scope of work for the Humber Bay Park Master Plan and Phase 1 Implementation: The Humber Bay Park Pavilion architectural RFP, and the currently active Humber Bay Shores Trail Improvements project.
A22. Please refer to Addendum 1, Item 11. Addition above. Please note that the vendor will be responsible to co-ordinate all public consultation
Q23. Is it the City’s intention that the Humber Bay Park Pavilion be constructed prior to Phase 1 landscape implementation?
A23. Refer to Addendum 1, Item 6.4 and Item 7.2 above. Construction has been removed from this contract.
9 of 12
10
Q24. What class of cost estimates are required throughout the project?
A24. Class C estimates are required for the Master Plan Phase. Class B estimates are required for the Detailed Design, Phase 1 as mentioned in Items 6 and 7 above.
Q25. Page 5 Design Team does not include Architect, although Page 18, item 4.2 states that core services are to include architecture, and page 24 lists an architect as key staff. Please confirm if an architect is required and their scope of work.
A25. Refer to Addendum 1, Item 2 and Item 10. above. Architectural services are not required.
Q26. Page 5 Design Team includes a Lighting Designer, although Page 18, item 4.2 does not include lighting, and page 24 does not list lighting designer as key staff. Please confirm if a Lighting Designer is required and their scope of work.
A26. Refer to Addendum 1, Item 2 and Item 10. above. A lighting designer is required.
Q27. Page 7 refers to Appendix F6 that shows the limits of design work for the Pavilion and renovation of existing buildings. Appendix F2 was the last “F” appendix issued with the RFP. Please provide Appendix F6, and F3-F5.
A27. Refer to Addendum 1, Item 4. above. The Pavilion design will be limited to the outdoor areas required to provide safe, accessible and enjoyable access to the building.
The information referenced by Appendix F6 appears as Appendix F1. Appendix F3-F6 do not exist.
Q28. Are there Archaeological Assessments required for this project? -
A28. There is no Archaeological Assessment required, as the entire site is constructed of fill.
Q29. Is a Certified Public Facilitation consultant required as part of the team?
A29. No.
Q30. As mentioned at the Mandatory Site Meeting, the lake front is out of scope. Is a Coastal
Engineer still required as a team member or is a Geofluval/Water Resources Engineer satisfactory for the scope?
A30. Refer to Addendum 1, Item 2 and Item 10. above. A Coastal Engineer is not required, but competency in hydrology and/or fluvial geomorphology is required.
Q31. Will a Geotechnical Report be supplied?
A31. No. The park is constructed on lakefill material and all available records of substrates and fill will be provided. Additional information required for the Master Plan shall be obtained by the consultant. Refer to Addendum #1, Revision 10 above.
10 of 12
11
Q32. Information given at the mandatory site meeting implied that that bentonite clay liner of the pond was in good shape. Section 3.1.1.d states that a condition assessment of the liner is required. Is an assessment of the liner required?
A32. An assessment of the liner in sufficient detail to make an informed recommendation for the pond system is required.
Q33. Section 3.4.1a states that Phase 1 will include revitalization of the ponds. Does this
include mechanical and electrical improvements recommended in the "Inventory, Condition Report & Feasibility Study: Internal Pond-Canal System"?
A33. Scope of work for Phase 1 will be determined during the Public Consultation and Master Plan process. The Inventory, Condition Report and Feasibility Study for the Internal Pond-Canal System is required as part of the Master Plan.
Should you have any questions regarding this addendum contact Mike Voelker by email at [email protected] Please attach this addendum to your RFP document and be governed accordingly. Proponents must acknowledge receipt of all addenda in their Proposal in the space provided on the Proposal Submission Form as per Appendix A, Section 4 - Addenda of the RFP document. All other aspects of the RFP remain the same. Yours truly,
Joanne Kehoe Manager, Construction Services Purchasing and Materials Management
11 of 12
12
APPENDIX D SUPPLEMENTARY SUBMISSION FORMS
Form 8 - Pricing Detail Form (Revised September 28, 2015)
RFP No. 9118-15-5046 For all Professional and Technical Services for the
Humber Bay Park Master Plan and Phase 1 Implementation
1. Inventory and Investigation ...............................................................$ __________________
2. Public Consultation Program ............................................................$ __________________
3. Concept Design & Master Plan .........................................................$ __________________
4. Management Plan ...............................................................................$ __________________
