RFP #UC15-003 PROFESSIONAL DESIGN SERVICES FOR ONE … UC15-… · U N I V E R S I T Y Professional...

REQUEST FOR PROPOSAL

Lakehead University

955 Oliver Road

Thunder Bay, ON P7B 5E1

RFP #UC15-003

PROFESSIONAL DESIGN SERVICES FOR ONE STOP STUDENT SERVICES

RENOVATIONS

Issue Date: Friday 10th July, 2015

Closing Date: Friday 7th August, 2015

Prior to 3:00:00 PM Local Time

Lakehead U N I V E R S I T Y

One Stop Student Services Renovations Professional Design Services

Request for Proposal

Table of ContentsA GENERAL INSTRUCTIONS

A.1 Invitation A.2 Mandatory Site Visit A.3 Bidding Period Timelines A.4 Owner’s Representative A.5 Terms and Conditions A.6 Form Of Contract A.7 Insurance A.8 Submission Format A.9 Closing Location, Date and Time

B PROJECT DESCRIPTION

B.1 Project Background B.2 Project Explanation B.3 Project Budget B.4 Preliminary Program B.5 Mechanical/Electrical B.6 Building Envelope B.7 Hazardous Materials

C SCOPE OF SERVICES

C.1 Project Description and Defined Scope of Work C.2 Scope of Services C.3 Contract Delivery Method

D SUBMISSION REQUIREMENTS

D.1 Proposal Requirements D.2 Understanding of the Requirement D.3 Consultant Team D.4 Approach and Methodology D.5 Project Plan and Schedule D.6 Overall Quality of Proposal D.7 Fee Proposal

E EVALUATION PROCESS

E.1 Evaluation of Proposals E.2 Evaluation Committee E.3 Evaluation Criteria Table E.4 Evaluation Process E.5 References APPENDIX A – RFP Submission Form APPENDIX B – Areas to be renovated APPENDIX C – OAA Document 600, 2013 tables GC2 and GC3 as annotated APPENDIX D – University Specific Requirements APPENDIX E – Fee Proposal APPENDIX F – Campus Map




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A GENERAL INSTRUCTIONS

A.1 Invitation

Lakehead University is inviting proponents to submit proposals for Architectural and Engineering services to program, design and construct a new centralized student services centre on the campus. The area is approximately 6,000 sq ft in area and is currently in use as administrative office space. The construction is typical for buildings of the 1960’s with asbestos fireproofing protecting the steel structural elements above a linear metal ceiling. The University wishes to remove the interior partitions, flooring, and ceilings and abate the asbestos as part of this project for the full area. Extents of the asbestos abatement will be developed as part of the project but in general terms will extend into the adjacent exterior building overhang, as well as into the Agora and adjacent hallway. The barrier wall between interior/exterior at the overhang is to be removed and re-established as part of this scope of work.

This Request for Proposal (RFP) document sets out the requirements for the Proponent’s proposal and specifies the evaluation criteria and Consultant selection process for this project. Consultants must be able to demonstrate a thorough understanding of the requirements, provide their approach and methodology, project plan and schedule.

The purpose of the RFP is to enable Lakehead University to identify the best qualified Proponent whose proposal represents the best value to the University.

A.2 Mandatory Site Visit

The University will be conducting a Mandatory Site Visit in the University Agora beginning in the adjacent to the Switchboard.

Attendance by personnel from the Prime Consultant entity (Proponent as defined in A.5.1) will be a condition of the bid being considered for further evaluation Thursday, 16th July 2015 @ 1:30 Local Time

See Appendix “F” for Agora Location on campus. Proposals submitted by Proponent Firms not in attendance will be returned unopened.

A.3 Bidding Period Timelines:

Issue RFP Friday, 10th July 2015

Mandatory Site Visit Thursday, 16th July 2015 @ 1:30 Local Time

Last Day for Questions Thursday, 30 th July 2015

Last Addenda Issued Friday, 31th July 2015

RFP Closes Friday, 7 st August 2015 prior to 3:00:00 PM local time

The RFP schedule is tentative and may be changed by Lakehead University at its sole discretion.

A.4 Purchasing Representative: Mr. Geoff Matte Manager, Procurement & Contract Services, Room BB-1002A Lakehead University 955 Oliver Road Thunder Bay, ON




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P7B 5E1 Tel. (807) 343-8455 Fax (807) 346-7711

Email for questions: [email protected]

A.5 Terms and Conditions

A.5.1 Glossary of Terms

Proponent: The prime Consultant entity who submits a proposal. The entity that will execute the contract with Lakehead University and will have full contractual responsibility for the delivery of the required services

Consultant Team: The prime Consultant and its team of architects, engineers, Key Personnel, sub-consultants, as applicable who are proposed for the services required.

Key Personnel: Key Personnel are the critical management and senior resources that carry the responsibility for project delivery. They are individuals that will have a direct and substantial involvement in the work and whose roles and responsibilities will be crucial to the successful completion of the project.

Request for Proposal: the procurement open to qualified consultants to compete for the contract, consisting of this document and all appendices and Addenda issued during the bidding period.

Mandatory and Advisory Clauses

Mandatory clauses during the procurement are those containing the word “must”, “will” or “shall”. These clauses must be observed at all times, unless otherwise authorized by Lakehead University. Proponents not respecting these clauses will be disqualified and their proposals will not receive any further consideration. Advisory clauses during the procurement are those containing the word “may” or “should”. Proponents not respecting these clauses may be scored lower.

A.5.2 Licensing Requirements

The Proponent assumes responsibility for compliance with all laws and regulations concerning its eligibility to provide a Submission and to perform the Services in the Province of Ontario and is aware that this RFP is governed by the laws of the Province of Ontario.

Proponents are required to hold a valid Certificate of Practice (C of P) from the OAA.

By virtue of making a submission:

The Proponent certifies that the Proponent has satisfied itself that it is in compliance with the requirements of Item A.5.2.

The Proponent acknowledges that Lakehead University has the right at any time to verify any information in respect of Item A.5.2. after contract award and that false, erroneous, or inadequate certification may require that the Proponent provide substitute personnel, at the Proponent’s own expense, for the approval of Lakehead University.

A.5.3 Integrity of Consultant Team Key Personnel Maintained

Proponents are advised that the Key Personnel named in the submission shall remain in their designated roles throughout the duration of the project.

If the Key Personnel named in a Proponent’s proposal become unavailable or unable to perform their duties for circumstances beyond the Proponent’s reasonable control, the Proponent shall promptly notify the Owner’s representative and submit resumes of proposed replacement




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personnel. Proposed replacement personnel should possess professional and/or technical qualifications and comparable experience equivalent to the Key Personnel being replaced.

Should any of the Proponent’s replacement personnel be considered in any respect unsatisfactory, alternative replacement personnel shall be proposed by the Proponent within 10 days of receipt of the notice of dissatisfaction from Lakehead University.

No payment shall be made for fees incurred by Consultant Team members who were not approved by Lakehead University prior to work taking place.

Failure to honour these requirements may result in rejection of the proposal.

A.5.4 Queries During the RFP

The Proponent will base their proposal on the Lakehead University RFP documents. It is the responsibility of the Proponent to obtain clarification of any terms, conditions or technical requirements contained in the RFP.

Any questions or requests for clarification during the solicitation period must be submitted in writing by fax, mail or email by the primary contact of the Proponent to the Purchasing Representative identified in this RFP document. Inquiries relating to this solicitation are to be directed ONLY to the Purchasing Representative. Non-compliance with this condition during the solicitation period may, for that reason alone, result in the disqualification of the Proponent.

Questions and requests for clarifications must be received in writing by fax, mail or email by the Purchasing Representative prior to 3:00:00 Local Time on 30th July 2015.

A.5.5 Amendments to the RFP

Should the question or request for clarification be considered relevant to all bidders, the University will provide both the question and the written answers in an addendum which will be posted in the same manner and locations as the original request for proposals.

It is the sole responsibility of each potential bidder to check the Lakehead University Purchasing website on a regular basis for addendum. https://www.lakeheadu.ca/faculty-and-staff/departments/services/finance/purchasing/tenders See A.3 for Bidding Period Timelines.

A.5.6 Right to Initiate or to Terminate Negotiations

Lakehead University shall have the sole right to initiate or to terminate negotiations.

A.5.7 Right to Request Clarifications / Confirmations

Lakehead University reserves the right to request clarifications and/or confirmations from any or all Proponents regarding any aspect of the proposal. In the event such clarifications and/or confirmations are requested, the Contracting Officer will make the request. The request for clarification and/or confirmation will be directed to the individual named as the Proponent’s contact in their proposal. A written response to each such communication is required from the Proponent.

A.5.8 Payment for Proposal

There will be no direct payment by Lakehead University for the document preparation and submission in response to this RFP.




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A.5.9 Privacy and Access Legislation

Proponents are advised that Lakehead University is subject to the provisions of all applicable privacy and access to information legislation. Information submitted may be eligible for disclosure in accordance with the corresponding legislation. Information is not released without consultation with the Proponents, unless there is an order made under the applicable act.

A.5.10 Copyright and Use of Documents

Lakehead University will be guided by the Royal Architectural Institute of Canada’s Practice Builder titled Electronic Documents which sets out the parameters for copyright and use of documents.

A.5.11 Selection of Successful Proponent

During the RFP phase of this procurement the basis of selection will a technical proposal as described in this document.

A.6 Form of Contract (Ontario)

The Ontario Association of Architects Standard Form of Contract for Architect’s Services, DOCUMENT 600, (current version) will be used as the contract template. It is available at: www.oaa.on.ca/client/oaa/OAAHome.nsf/web/Document+600?OpenDocument

A.7 Insurance

The proponent agrees to purchase and maintain in force for the duration of this Agreement, the following policies of insurance:

A.7.1 Professional Liability Insurance: Holders of certificates of practice or temporary licences (Proponent) unless exempted, are required by the Architects Act and its regulations to be insured for errors and omissions arising out of the performance or non-performance of architectural services under a professional liability policy through Pro-Demnity Insurance Company with a minimum liability limit of not less than $250,000 for each claim, and $500,000 in the annual aggregate in respect of any one project.

Holders of certificates of practice and temporary licences (Proponent) exempted by the regulations must purchase and maintain in force professional liability insurance from other insurance companies for similar limits.

Should the owner wish to increase the amount of insurance that the proponent currently carries or obtain special insurance coverage, then the proponent shall cooperate with the owner to obtain such increased amount or special insurance at the owner’s expense, at such time as the identity of the successful proponent is determined.

A.7.2 Commercial General Liability Insurance: (to be provided by successful bidder upon award of contract only)

Liability Limit required $5,000,000.

The insurance shall include but not be limited to the following: Commercial general liability form IBC 2100 or as amended, with i) The client added as an additional insured; ii) Provision for cross liability and severability of interest as between the proponent and the client: iii) Be insured with an insurance company licensed in the Province of Ontario; iv) Not less than thirty (30) days’ prior written notice to the client of cancellation or termination of insurance, reduction of liability limits, or revision of coverage. v) Automobile liability coverage in the amount of not less than $5,000,000.




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A.8 Submission Format

A.8.1 Number of Copies

4 (four) complete paper copies of the Proponent’s proposal are to be provided. Each copy of the Proponent’s proposal must include a completed and signed copy of Appendix A and Appendix E of this RFP document.

A.8.2 Proposal Signature Requirements

The Proponent’s proposal is to be signed by the firm’s signing authority

A.8.3 Proposal Format

Documents must be formatted as follows:

§ Paper size - 8.5" x 11" (metric equivalent A4) OR as indicated. A 11X17 page may be used to present a plan or schedule. Each 11X17 page will be counted as one sheet.

Double-sided pages will be counted as one (1) sheet. The Proposal cover, letter of introduction and tab dividers will not be counted.

Appendix A may be reproduced by Proponents in their own format provided that the order of the items and content remains unchanged.

Proposals will be evaluated solely on the contents of the material as requested in this RFP. Supplementary material in the form of company brochures etc., if submitted, will not be forwarded to evaluators.

Proposals exceeding the sheet counts may be considered as non-compliant and may be disqualified. Refer to E.3 for maximum number of pages.

A.9 Closing Location, Date and Time

A.9.1 Closing Location

RFPs must be received in the Lakehead University Purchasing Department, Room BB-1002A, prior to 3:00:00 PM Local time on Friday, 7 st August 2015 prior to 3:00:00 PM local time in a sealed envelope marked:

RFP UC15-003: Professional Design Services

for

One Stop Student Services Renovations:

Address Submissions to: Geoff Matte Manager, Procurement & Contract Services, Room BB-1002A Lakehead University 955 Oliver Road Thunder Bay, ON P7B 5E1

Hardcopy proposals shall be received at the above location. Faxed or e-mailed proposals will NOT be accepted.




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A.9.2 Late Proposals

It is the responsibility of Proponents to allow sufficient time to ensure delivery of their proposals to the designated location prior to the stipulated closing time and date. Late proposals will not be accepted and will be returned unopened.

B PROJECT DESCRIPTION

B.1 Project Background Lakehead University believes in its students and their intellectual freedom to pursue the unconventional by providing an education that is about how to think, not what to think. Its campuses in Thunder Bay and Orillia, Ontario promise a transformative university experience that’s far from ordinary — a blend of academic excellence and opportunity with a rich variety of social and recreational activities — so each student may realize their unique journey and dreams of success.

Lakehead University has over 8,500 students across the two campus locations (approximately 7,000 at the Thunder Bay campus and 1,500 at the Orillia campus). The student population is comprised of students that choose Lakehead direct from high school, after college as well as later in life as mature and adult students. These students come from our primary catchment areas of Thunder Bay and Northwestern Ontario, as well as throughout Ontario, the country and the world.

With 10 faculties, Lakehead University is truly a comprehensive university with a wide range of programs offered at both the undergraduate and graduate levels. Lakehead University also offers a mix of courses as well as programs online to learners across the globe.

Lakehead University is committed to providing a student-centred experience both inside and outside the classroom. Outside the classroom, a wide range of student services and supports are available to students to aid them throughout their studies – right from their first point of contact with the university and through to graduation and beyond. At the Thunder Bay campus, student service areas are dispersed throughout the campus in various departments that focus on providing students with exceptional expertise in a particular area (i.e. Financial Aid, Advising, Accounts). Departments work closely together to properly connect students with other key service areas despite not being centrally located.

The needs of today’s students vary and continue to evolve. With advancements and comfort levels with technology (i.e. self service) growing, students seek a variety of ways to take care of their university business and to get the advice they require.

In efforts to enhance the quality of service provided to students, Lakehead University is embarking on the development of a new one-stop student service centre that brings together various functional areas into one convenient, central location with a new take on service delivery.

This project is targeted towards the Thunder Bay campus.

For more information about Lakehead University, visit www.lakeheadu.ca.

B.2 Project Explanation

WELCOME CENTRE & ONE STOP DESIGN Lakehead University’s Strategic Plan 2013-2018 (https://www.lakeheadu.ca/presidents-office/nurturing-passion) identifies the following deliverable under the “Learner-Centred Student Experience” framework pillar:

“Make a one-stop approach of easy and convenient access to services the underlying framework for improving interactions with students from enrolment, through their




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academic career, to graduation.”

For the past 2-1/2 years, Lakehead University has been atively working on the development of a One-Stop Service model that best suits the needs of Lakehead University and its students.

Lakehead University is ready for the next step in this project. This project includes the development of a new space that is highly visible, open concept, incorporates the best and latest technology, and represents Lakehead University in an exceptional and unconventional way.

When future students and guests to the University first enter the main campus doors, they will be directed to a new Welcome Centre – a first point of contact for all Lakehead University visitors as well as the place where campus tours begin for future students and their family and friends. The Campus Tour is one of the most important recruitment strategies to the University, which means the Welcome Centre must be a warm, welcoming, and innovative space where visitors feel like they belong. The Welcome Centre naturally may also serve as a central point for current students and other visitors to campus looking for information and directions around campus. In addition to the Welcome Centre, a One Stop Service area will be introduced for current students to receive support from various functional areas, all in one space. Although the One Stop will encourage students to seek and learn “self-service” delivery, it will also provide one-on-one meeting opportunities with One Stop Service Professionals. Not all students will necessarily require a sit down meeting which means a self service area and triage area will be required as part of this space. For students that require a more in-depth meeting, they will be provided with the opportunity to meet one-on-one with a One Stop Professional. We anticipate between 4 to 5 One Stop Professionals being accommodated in the space. We envision a welcoming, functional workspace for the One Stop Professional that also allows for privacy and comfort for the student. To assist with the organization of students meeting with a One Stop Professional, a queuing system will be incorporated in the space as well. One Stop Professionals will be supported by functional area experts who may be available to students requiring more “expert level” support. In turn, these experts need to be easily accessible for both the staff and students in this

While the Welcome Centre and One Stop Service areas will be the focal point of the new design and space, a “back end” type of environment for additional staff and management is also an important part of this project. This area will incorporate a Call Centre as well as back-end office space for the One Stop Service Professionals who play dual roles – front line service as well as back end support following up with current student inquiries that come in via the phone, email, chat, etc. Additionally, the “back end” space will need to include a reception and waiting area, processing and filing spaces and facilities, as well as working/desk space for staff and a suite of offices for management.

This new approach and new space is ultimately focused on the student, while also ensuring that the business needs of the department and staff are also met. Given Lakehead’s diverse needs of today’s students, as well as the needs of Lakehead’s employees, all spaces must meet AODA compliance requirements (e.g. wheelchair accessible, assistive devices), respect confidentiality as well as provide employees with a highly functional and comfortable work environment. Creating a positive and inspirational workspace for the staff that meets their needs is important to this project. Adequate space, easy access to business machines and files as well as functional working space that allows for exceptional interactions with students is key.

Lakehead University is taking a fresh look at the student delivery experience. This is an opportunity to provide students with a new way of taking care of their “university complete their “business” on their own and feel like they belong and that we truly care.




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B.3 Project Budget

The total budget for this project is in the order of $ 2,000,000. This includes construction, soft costs. Fixtures, furnishings and equipment are not included in the budget. This amount excludes all taxes.

Architectural to assist with furniture planning and placement as part of this scope of work. The consultant team to assist in planning and design for technology typical of higher education facilities, One Stop Centres and the like. Of specific interest is self-serve kiosks and electronic queing systems.

B.4 Preliminary Program

The following highlights the various different zones of the new space and the type of areas that will comprise each of those zones and the approximate number of staff in each of those zones.

As a preliminary program, these assumptions will be need to be confirmed and/or modified as necessary through meetings with the client group. Please see Appendix “B” Area to be Renovated, Existing Layout and Demonstration plan for a foor plan of the existing space as well as a preliminary program layout to initiate discussion. Zone 1: Welcome Centre Information Area with Literature/Maps, Tour Greeting & Storage Area, Waiting Area, Education Zone, Offices and Cubicles # of Staff to Accommodate: 6 staff + 2 students # of Offices: 3 # of Cubicles Spots: 6 Zone 2: One Stop Area Triage, Self-Service Areas, Queuing System, Waiting Area, One Stop Professional Meeting Spaces, Private Meeting Room, Expert Offices, Business Machines Area # of Staff to Accommodate: 8 # of Offices: 4 (“experts”) + 1 Meeting Room # of Cubicles Spots: 0 Zone 3: Back Office Area Call Centre, Reception & Waiting Area, Processing Area, Filing Area and Filing Facilities, Cubicles and Management Suite of Offices # of Staff to Accommodate: 22 + 4 students # of Offices: 5 (Managers + Scheduling) # of Cubicles Spots: 6 (for “Call Centre”) + 11 + 4 students Plus: Reception Space

B.5 Hazardous Materials

The University is looking to remove and replace the asbestos fire-proofing above the linear metal ceiling as part of this project. The University has included the current DSS for ACM as part of this proposal. Successful proponent will be issued DSS information for the floor below and /or the necessary asbestos removal specifications as well as contract admin services during the Hazardous Materails abatement stage.

The University is also conducting an expanded DSS to include other materials such a lead and mercury. Copies of the updated DSS report will be made available to the successful proponent once available.




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B.6 Project Schedule

It is our objective to operate this facility in June 2017.

C SCOPE OF SERVICES TO BE PROVIDED

C.1 Project Phasing

The required services are as follows:

The Project Architect will work with the University’s Project Directors and facilitate the detailed consideration, refinement, articulation and shaping of the project requirements. In doing so, the Project Architect will develop Order of Magnitude construction cost estimates as required to consider scale and scope of the project and assist in the development of a complete Project Budget.

The Project Architect will provide the services described by OAA Document 600, 2013 tables GC2 and GC3 as annotated and attached as Appendix C to this RFP for:

Schematic Design

Design Development

Construction Contract Documents

Tendering

Construction Review

C.2 Services Required

In describing services required, the words “Project Architect” shall mean: Architect Prime Consultant (OAA)

Mechanical Engineer (PEO)

Electrical Engineer (PEO)

Professional QuantitySurveyor (PQS)

Interior Designer (ARIDO - if not by architect)

C.3 Contract Delivery Method The University anticipates entering into a stipulated bid type contract for the construction of this project

SUBMISSION REQUIREMENTS

D.1 Proposal Requirements

Proponents’ proposals are to be based solely on the criteria described below and any Amendments/Addenda issued thereto. Proponents are advised to present the requested information clearly and concisely. The information should be relevant and given in context to this particular project. For the convenience of evaluators, the proposal must be ordered to coincide with the proposal criteria specified herein. Failure to provide the requested information may result in rejection of the proposal.

Evaluations will be based on the criteria identified in the balance of this section.




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D.2 Understanding of the Requirement

Proponents must describe their understanding of the requirements including a discussion of the challenges and associated resolutions. (Maximum 5 sheets)

D.3 Relevant Experience

Proponents to provide example of relevant projects completed in the last 5 years. Provide reference names and contact information.(Maximum 5 sheets)

D.4 Previous Experience with Lakehead University

Proponents to provide recent and relevant information to demonstrate the suitability of recent projects completed for Lakehead University. If a pronoent has no experience with LU they shall score 10 points. Proponents with experience with LU will have values adjusted up or down accordingly. (Maximum 5 sheets)

D.5 Consultant Team

Proponents to provide recent and relevant information to demonstrate the suitability of project team members selected for this work. Please refer to Section A.5.3 Integrity of Consultant Key Personnel Team Maintained. (Maximum 15 sheets)

D.6 Approach and Methodology

Approach

Through a discussion of the unique aspects, procedures, benefits, skills and techniques that the Consultant’s Team will bring to this project, demonstrate your understanding (as provided under section D.2) of the processes that will be applied to the successful delivery of this project. Explain the Proponent’s proposed approach and methodology to satisfy project requirements.

Communication and Issue Resolution Strategies

Describe the Consultant Team’s reporting structure and proposed communications strategies, both within the Team and with Lakehead University. Describe reports and other deliverables that will be used to manage the work. Describe the Proponent’s approach to conflict resolution and processes that will be used to resolve issues during project delivery.

Quality Assurance / Quality Control (QA/QC)

Proponents must demonstrate their commitment to achieving quality as it applies to both the design and construction of the project. Proponents are to describe their quality control procedures and the methods proposed for quality assurance.

Proposed Schedule and Cost Control Procedures

Proponents are to discuss their scheduling strategy and any innovative, proactive measures their team will adopt to address the project timelines. Highlight any areas to which the Proponent will pay particular attention given understanding of the project scope. Outline the roles and responsibilities of team members in the schedule control process.

Maximum 10 sheets for this section in its entirety.

D.7 Project Plan and Schedule

Provide a detailed project plan including all activities, milestones and dates and provide a narrative work breakdown structure. Include separate chart detailing number of meetings anticipated and extent of Proponent team to attend each. (Maximum 5 sheets)




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D.8 Fee Proposal

The proponent is requested to provide a proposal of fees and expenses for the provision of services described above, as follows:

Fixed Fee, not including reasonable expenses and HST both of which will be paid in addition to fees, including the services of all consultants listed under Services Required.

HST and reasonable expenses shall be paid in addition to the fixed fee calculated in this manner.

The lowest fixed fee Proposal will be valued at 20/100 points in the evaluation process. Other fee proposals will be pro-rated accordingly. Include separate line items detailing Travel and Subsistence disbursements and Printing, Courier and Phone disbursements.

E EVALUATION PROCESS

E.1 Evaluation of Proposals

Lakehead University intends to award a contract to the bidder whose proposal offers the best value to the University. However, the University is under no obligation to award any contract in whole or in part and the University reserves the right in its sole discretion to cancel this Request for Proposal process at any time before or after closing without being obliged to provide reasons for such cancellation.

Proposals will be evaluated by individuals employed by Lakehead University. The evaluation process will involve the review and scoring of the information provided in the proposal against the criteria specified in Items D.2 to D.8 inclusive. The proposal will be evaluated out of 120 points.

The lowest or any proposal may not necessarily be accepted. E.2 Evaluation Committee

All responses will be evaluated by a team of professional staff including representatives from Physical Plant and Student Affairs. Our evaluation will be based upon the vendor’s ability to meet Lakehead University’s requirements. Each proposal will be evaluated against specifications outlined in this RFP. In addition to the price, the following will be considered (in no particular order):

1. The greatest value with respect to the bidders response and its material content and responsiveness to the requirements of the RFP,

2. Experience in designing innovative spaces for public sector agencies/institutions preferably with universities and/or colleges,

3. Ability to maximize the dedicated space, mindful of traffic and workflows, and rationalize the space allocations

4. Demonstrated understanding of the One Stop project and Lakehead’s goals for the project, 5. Quality of the references provided, 6. Qualifications of the personnel assigned to work on the project, 7. Demonstrated understanding of the respondent of conducting the work as required by the scope

of services, 8. Bidder’s functionality, performance, flexibility, and ability to meet Lakehead University’s needs

and timetable.

Proposals fulfilling the basic submittal requirements shall be referred to a team for review and evaluation. Evaluation Team members on the basis of the written responses will independently evaluate responses and additional written information as requested. The Evaluation Team will review the responses and assign a score to each category for each Respondent. The scoring by each member of the evaluation team will be aggregated to establish an overall ranking of every proposal.




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Evaluation Criteria Table

Evaluation Criteria Max/Min Points

Max # Sheets

(Double-sided pages)

Understanding of the Requirements and the Overall Goals of the Project 22 /10 5

Relevant Experience 23 /10 5

Previous Experience with Lakehead University 15 /10 5

Consultant Team 10/7 15

Approach and Methodology 20 /7 10

Project Plan and Schedule 10/5 5

0/0

Cost 20/0

Total Score 120/49 50 Note: 5 additional sheets allowed for elements such as cover page, bidform, etc. Proponents are encouraged to focus their proposals into as succinct a format as possible. Proposals exceeding the 50 sheet limit may be dismissed.

E.3 Evaluation Process

Proponents must achieve a minimum overall score of 49, based upon individual evaluator’s scoring against the above matrix and averaged by the number of participant evaluators”

Proposals which do not achieve the minimum scores per Item E.3. will receive no further consideration.

The Proponent achieving the highest overall score in the evaluation will be invited to enter into contract with the University to move forward with the project.

In the event that the highest scored Proponent , declines the invitation to participate further in the RFP phase, Lakehead University reserves the right to invite the next highest scoring Proponent to participate in the RFP phase of this competition.

Any award made by the University shall be made in writing and shall be subject to the availability of funding at the time of award (if any).

In order to obtain the most advantageous offer for the University, the University reserves the right in its sole discretion:

a) to waive irregularities and / or minor non-compliance by any bidder with the requirements of this Request for Proposal

b) to request clarification and / or further information from one or more bidders after closing without becoming obligated to offer the same opportunity to all bidders

c) to enter into negotiations with one or more bidders without being obligated to negotiate with, or, offer the same opportunity to, all bidders.

E.4 References




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Proponents are to provide relevant references for projects completed in the last 5 years. Lakehead University reserves the right to contact any or all project references indicated in the Proponent’s submission and to use this information in the evaluation and scoring of submissions.




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Appendix A Request for Proposal

Submission Form Date: _______________

Submitted By: ____________________________________________________ “Proponent” To:

Geoff Matte

Manager, Procurement & Contract Services,

ROOM BB-1002A

LAKEHEAD UNIVERSITY

955 OLIVER ROAD

THUNDER BAY, ONTARIO

P7B 5E1

1. The undersigned acknowledges receipt of the addenda listed hereafter: Addenda No. Date of Issue Addenda No. Date of Issue ___________ ____________ ___________ ___________ ___________ ____________ ___________ ___________

2. Pursuant to and in compliance with the RFP Documents and the addenda listed above, the undersigned, being familiar with the RFP Documents, and all relevant laws, rules, notices, directives, standards, orders and regulations, licensing and permit requirements, labour markets and other circumstances which may affect its submission, hereby submit a proposal to provide Design and Engineering services for Lakehead University as specified for this project.

3. The Proponent declares: a) that it has complied with the instructions; b) that it accepts all of the terms, provisions, stipulations and requirements set out in the RFP; c) that it is not relying on any information other than that set out in the RFP and addenda and

addenda issued pursuant thereto by Lakehead University; d) that all statements and information set out in its RFP Submission Form or otherwise provided

to Lakehead University in connection with the RFP, including statements and information hereafter provided, are and will be true, accurate and complete, not misleading and in accordance with the principles of full, true and plain disclosure.

4. Where a Proponent is comprised of more than one entity, all entities comprising the Proponent

shall be jointly and severally liable. The undersigned has completed this RFP Submission Form. Signature of Proponent: _____________________________ _______________________ Printed Name and Position Signature _____________________________ Date




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APPENDIX B – Area to be Renovated




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APPENDIX C – OAA Document 600, 2013 tables GC2 and GC3 as annotated




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APPENDIX D – University Specific Requirements

1. The following policies are in effect on the Owner’s premises and consultants performing work on these premises are required to review and abide by their provisions: .01 Smoking on University Premises; .02 Harassment and Discrimination Policy and Procedures; .03 Lakehead University Traffic & Parking Regulations (current issue); .04 Contractors/Visitors Sign-In Procedure; .05 Policy Regarding Devices Connected to the Lakehead University Network.

Copies of these policies may be viewed online at the Lakehead University website.

2. The Owner will provide to the Consultant drawings, including site plans showing the general location of underground services pertaining to project requirements when appropriate, and to the extent that such information is available.

3. Drawings provided by the Owner shall be used by the Consultant for planning purposes only. The Owner does not warrant that such drawings indicate accurate locations or represent “as-built” conditions for elements including underground services shown thereon.

4. A current “certificate of clearance” from the Workplace Safety and Insurance Board shall be submitted with every invoice. Payment will not be processed without this documentation.

5. The Consultant shall submit to the Owner’s representative bi-weekly reports for the project indicating the design and/or construction status of:

a. Work in progress b. Schedule c. Budget d. Work performance/quality e. Outstanding issues

6. At completion of the project, and prior to final payment for consulting services, the Consultant shall provide the Owner with:

.01 Operating and maintenance manuals, complete with a copy of reviewed shop drawings inserted in applicable sections, reviewed for completeness and accuracy;

.02 Contractor's record drawings reviewed for completeness and accuracy—submit electronic files for drawings scanned to pdf format;

.03 Electronic files in pdf format for the project specifications and drawings, plus architectural floor plans in AutoCAD® format;

.04 Certification, signed, sealed and dated by the Consultant, that total performance has been achieved.

7. The University and the successful bidder (if any) acknowledge and agree that they are independent contractors in a contract for goods and/or services and no employer - employee, partnership nor agency relationship is intended or created by their agreement.

8. Notwithstanding the above, while at Lakehead University, personnel of the successful bidder (if any) must observe all regulations and policies of the University including parking and traffic regulations. Vehicles shall be parked in areas, at the successful bidder’s (if any) expense, as directed by the Security Manager.

9. In addition to any rights of termination at law or in equity, Lakehead University shall have the right to terminate any contract formed with the successful bidder (if any) upon written notice to the successful bidder.




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APPENDIX E – Fee Proposal

Name of Proponent:

Address:

Signature:

Phone: Fax:

Fee A- Phase One

Fixed Fee, including the services of all consultants listed under Services Required.

Not including reasonable expenses and HST both of which will be paid in addition to fees.

$______________________________________________________

Disbursements Identify anticipated disbursements and expenses (i.e. travel & subsistence, printing, courier, long-distance telephone, car use, etc.) and estimate the costs for these. Note that disbursements and expenses are to be charged at cost (e.g. no mark-up and original receipts for these expenses, etc. will be requested by the Lakehead University Financial Services department). Anticipated Travel & Subsistence Disbursements:$__________ No of person trips__________ Anticipated Printing, Courier and Phone Disbursements: $__________




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APPENDIX F – Campus Map

End of Document

Date post:	22-Sep-2020
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