REGIONAL DISTRICT OF NORTH OKANAGAN · 1. The Regional District of North Okanagan (RDNO) is requesting proposals for the provision of consulting services for Greater Vernon Parks

REGIONAL DISTRICT OF NORTH OKANAGAN

GREATER VERNON PARKS, RECREATION & CULTURE

REQUEST FOR PROPOSAL #2012-11

DEVELOPMENT GUIDELINES AND STANDARD SPECIFICATIONS – LANDSCAPE CONSTRUCTION

INSTRUCTIONS TO PROPOSERS

1. The Regional District of North Okanagan (RDNO) is requesting proposals for the provision

of consulting services for Greater Vernon Parks and Recreation. The proposal submissions must be returned in a sealed envelope clearly marked as follows:

Proposal #2012-11 – Development Guidelines and Standard Specifications –

Landscape Construction

Also included is to be the proposer’s name and address clearly marked on the envelope, addressed to the Regional District of North Okanagan, 9848 Aberdeen Road, Coldstream, B.C., V1B 2K9, Attention: Keith Pinkoski, Parks Planner

2. Proposals must be received at the above location no later than 4:00 p.m. Local Time,

Friday, May 11, 2012. 3. Proposals received after the above time will be returned (unopened) to proposer(s) without

consideration. 4. The RDNO does not accept proposals received via our facsimile machine or in any

electronic format.

5. Proposals must include any addendum as shown on the Regional District website and BC Bid.

RFP 2012-07 – DEVELOPMENT GUIDELINES AND STANDARD SPECIFICATIONS – LANDSCAPE CONSTRUCTION

Page 2 6. This is not a Tender call and submission of a proposal does not create contractual relations.

Proposals, rather than tenders, have been requested in order to afford proposers a more flexible opportunity to employ their expertise and innovation, and thereby satisfy the RDNO’s needs in a more cost-effective manner. Proposals should be based on these instructions and the attached Terms of Reference.

7. The successful proposer (Consultant) and any sub-consultants shall at all times indemnify

and save harmless the RDNO and or any of its officers, employees or agents from and against all claims and demands, losses, costs, damages, actions, suit fees, or other proceedings by whomsoever made, brought or prosecuted, in any manner based upon, occasioned by or attributable to the execution of this assignment, or any action taken or things done or maintained by virtue of this assignment or the exercise in any manner of rights except claims for damage resulting from the negligence of any officer, servant or agent of the RDNO while acting within the scope of their duties of employment.

8. All proposal submissions should include six (6) copies preferably in an 8.5 inch x 11 inch

format. Proposers are solely responsible for any costs or expenses related to the preparation and submission of proposals.

9. The proposal should clearly show the complete company name, nearest location to the

RDNO, and name and telephone number of the primary contact person for the project. 10. The proposal should identify (3) other organizations to which the company and/or team

members have provided a similar service. 11. The RDNO is subject to the provisions of the Freedom of Information and Protection of

Privacy Act. As a result, while Section 21 of the Act does offer some protection for third party business interests, the RDNO cannot guarantee that any information provided to the RDNO can be held in confidence. All proposals, after closing time and date, become the property of the RDNO.

12. Unless specifically outlined in the proposal, the services or any part thereof may not be sub-

contracted, transferred or assigned to another firm, person or company without the prior written authorization of the RDNO.

13. Project Team (sub-consultants)

1. Any project team members (sub-consultants) listed in the proposal must provide the

following information for consideration by the RDNO:

i. Name ii. Firm for which they work iii. Job title for this project iv. Specific duties assigned on this project v. Recent experience and projects relating to the scope of work outlined in this RFP

14. The activities or tasks listed in the attached Terms of Reference are minimum requirements

to be undertaken.


Page 3 15. The RDNO reserves the right to not proceed with the assignment or to reduce or expand the

scope of the program as necessary. Any changes to the scope will be negotiated with the successful proposer (Consultant).

16. The RDNO reserves the right to conduct post-selection meetings in order to correct, change,

or adapt proposals to the wishes of the RDNO. The RDNO also reserves the right to not accept any of the proposals.

17. If the RDNO selects the preferred proposer, the RDNO will enter into negotiations with the

preferred proposer. If the RDNO does not enter into an agreement with the preferred proposer, the RDNO is entitled to cease negotiations and begin negotiations with another proposer.

18. All questions or RFP clarification should be directed to Keith Pinkoski, Parks Planner (250)

550-3658. 19. The proposer shall include information regarding the Company’s Insurance including:

Errors and Omissions Insurance – Amount General Liability Insurance – Amount and Expiry Date Business Fire and Theft Insurance WCB Clearance

20. Proposal Format / Submission of Proposal

The proposal must include the following information:

a) Title Page, including proposer’s name, address, telephone number and other contact information

b) Introduction describing knowledge of the RDNO’s project requirements c) Outline of methodology d) Proposed timeline (see proposed timeline provided) and schedule of activities including milestones for deliverables e) Project Team (sub-consultants) including team members’ qualifications f) Firm’s experience as demonstrated by listing of similar successful projects g) 3 References including name and contact information h) The proposal will define the fees for the proposer’s services i) The proposal will provide an estimate of reimbursable expenses in performing

the work and a schedule of hourly rates of staff should additional services be requested

21. Proposal Evaluations

The RDNO reserves the right to accept any or none of the proposals submitted and will evaluate proposal submissions based on “best value” according to the following criteria and the scoring sheet attached to this RFP. (SEE ATTACHMENT ‘A’). Company profile and size Previous experience on similar projects


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References Qualifications of key personnel with specific experience on Parks Design Standards Timeline to complete the work Fees

22. Preferred Client / Consultant Agreement - MMCD however RDNO will be open to negotiation

once selection process is completed for the RFP.

PART II – TERMS OF REFERENCE A. INTRODUCTION

This Terms of Reference outlines the purpose and required information to be included in the preparation of a Parks Design Standards Document for the Regional District of North Okanagan (RDNO). The purpose of the Design Standards Document is to assist Developers’ Representatives, Contractors, Developers, and the member municipalities within the Greater Vernon Parks, Recreation and Culture Service to meet design, construction and maintenance requirements for parks and open spaces within the Greater Vernon Area. This minimum standard will ensure consistency of development and conservation of open spaces, as projects progress from concept through planning, design, construction and maintenance.

B. OBJECTIVES

The Regional District of North Okanagan (RDNO) is seeking proposals for the creation of a document that focuses on development guidelines and standard specifications for landscape construction within the Greater Vernon Area.

C. SCOPE OF WORK

The project includes the compiling of information provided by the City of Vernon and the RDNO (items shown on the outline) and creating the following: GENERAL OUTLINE

1. Concept Plans, Construction Plans, Inspections, Completion Certificates, Maintenance Period, Final Acceptance Certificates

2. Standard Specifications for Landscape Construction – Supplementary Specifications to MMCD where necessary

3. Detail Sheets 4. Cost Estimate Tables

a. Unit Rates relating to construction of Standard Specifications b. Unit Rates for maintenance relating to Standard Specifications


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• Documents created for the Development Guidelines and Standard Specifications – Landscape Construction should refer to MMCD where applicable; proposer will be required to create any supplementary specifications where necessary.

• Development Guidelines and Standard Specifications – Landscape Construction will also refer to and adhere to standards where applicable set by the British Columbia Landscape Standard (current edition).

• As the prime consultant the successful proposer will be responsible for providing and

coordinating any sub-consultants associated with the creation of the Development Guidelines and Standard Specifications – Landscape Construction.

FULL DOCUMENT OUTLINE Note: This is a suggested general outline with the understanding additions and deletions will be made where necessary.

1. General Overview of the document’s intent and use; this will include

a. Description of each standard b. Materials related to the standard with specifications c. Installation requirements, procedures and tolerances and required

maintenance. d. Standard Drawings.

2. Provide Design Standards

Minimum and Maximum Landscape Development Guidelines for each park as

listed below including: o Grading / Loaming, Turf, Trees, Irrigation, Dog bylaw sign, Walkways,

Fencing, Play Equipment, Ball Diamonds, Parking, Benches, Portable Washrooms / Permanent Washrooms, Benches, Bleachers, Soccer Fields, Rugby Fields, Tennis Courts, Garbage Receptacles, Shrubs.

Parks (Attachment 2) o City Wide Parks

Major Destination Parks Athletic Parks Urban Parks Beach Parks

o Community Parks o Neighborhood Parks o Tot Lots o Natural Areas o Trails (Asphalt, Crusher Chip, Natural, Wood Stairs…etc). o Waterfront Access

Boulevards / Medians / Traffic Islands & Circles o Typical Landscape Treatment – No Irrigation o Enhanced Landscape (Requires Landscape Maintenance Agreement)


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Option 1 – Dryland (native grass / shrubs & trees) Option 2 – Manicured (sod / seed / shrubs & trees) Option 3 – Ornamental (annuals / sod / seed / shrubs & trees)

Environmental Reserves / Environmentally Significant Areas Privately Owned Parks Enhanced Landscape Development Guidelines

3. Parks Construction Permitting Process (Attachment 3).

4. Standard Specifications for Landscape Construction (including but not limited to): Recreation Facilities

o Lacross Box o Soccer Fields (Sand Base, Soil Base) o Ball Diamonds – Inc. power outlet (Softball, Baseball, Slowpitch) o Dugouts o Tennis and Pickle Ball Courts o Football Fields and Basketball Courts

Trees / Shrubs / Groundcovers o Tree / Shrub Planting o Residential Boulevards / Medians / Traffic Islands

Subgrade / Topsoil / Sodding / Seeding o Topsoil / Subgrade Planting o Sod Detail o Seeding / Hydroseeding

Pathways / Trails / Paving Stones o Pathway & Trail Specifications / (Details provided by RDNO). o Concrete Paving Stone Detail

Amenities (including but not limited to) o Fencing o Safety Railing o Removable / Permanent Bollard o Playground Edging (Conc.) / Surfacing / Subgrade o Retaining Wall – Dry Stack Boulder (Firestorm) / Concrete / Unit Block

Irrigation (Specifications by City of Vernon Operations) o Irrigation As-Builts o Valve Hook Ups o Compressor Connection & Meter Test Outlet Assembly o 50mm Field Gate Valve Assembly o Tee Hook Ups o Master Valve with Water Meter o Three Elbow Swing Joints o Pigtail Swing Joint o Three Elbow Swing Joint for Plastic Riser & Shrub Head o Double Check Valve o Irrigation Controller (Options) o Double Check Valve Box o Details for 100mm Double Check Valve Box Lid with Meter Viewing Lid


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o Road Crossing High Density Poly o Park Water Service o Curb Stop Assembly

Construction Cost Schedule (unit rates for all of the above)

5. Landscape Maintenance Standard Maintenance Procedures

o Mowing o Small Mowing / Power Trim o Litter Control o Garbage Receptacle Emptying / Recycling o Spring Cleanup o Fall Cleanup o Fertilize o Aerate o Top Dressing o Chemical Weed Control o Tree Well Maintenance o Shrub Bed Maintenance o Flower Bed Fertilizing o Irrigation Maintenance o Pathway / Roads / Parking Lot Maintenance o Snow Removal o Park Features o Building Maintenance / Janitorial o Playground Inspection / Maintenance o Tree Pruning o Water Features (Fountains / Ponds) o Fence Maintenance o Tennis Courts o Playfields

Maintenance Cost Schedule (unit rates for each)

6. Detail Sheets

D. TASK LIST

Tasks to be undertaken will include, but need not be limited to:

• Meet with representatives from the Regional District, City of Vernon and Coldstream

to compile any existing standard documents that exist from the Greater Vernon Area (trail standards, irrigation specifications, park classifications) and include them into Development Guidelines and Standard Specifications – Landscape Construction.

• Prepare Development Guidelines and Standard Specifications – Landscape Construction Document in general accordance with the Full Document Outline above.


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• Documents created for the Development Guidelines and Standard Specifications –

Landscape Construction should refer to MMCD where applicable, proposer will be required to create any supplementary specifications where necessary.

• Development Guidelines and Standard Specifications – Landscape Construction will also refer to and adhere to standards where necessary set by the British Columbia Landscape Standard (current edition).

• Work with external utilities / agencies (BC Hydro, Telus, Fortis BC, Shaw) as

required to ensure specifications adhere to regulations. • All specifications and details are to conform to BC Building Code. • The proposer will be required to prepare agendas, schedule, attend and record

minutes for meetings with RDNO Staff, City of Vernon staff and Coldstream Staff as required. As a minimum, the proposer should allow for the following meetings with RDNO, City of Vernon and Coldstream Staff.

o Project Initiation o 25% Review of Existing Standards to include in Document o 50% Document Review o 90% Document Review o Final Acceptance

* Any changes to the project scope are to be identified as early as possible to allow negotiation of changes to fees.

E. PROJECT SCHEDULE / PROCESS

The proposed project schedule is as follows: General Timeline April 27, 2012 – Issue RFP May 11, 2012 - Deadline for Submissions May 25, 2012 - Award RFP May 30, 2012 - Project Initiation Meeting June 22, 2012, - 25% Review of Existing Standards to include in Document July 6, 2012 - 50% Document Review July 20, 2012 - 90% Document Review August 10, 2012 - Final Acceptance


Page 9 F. DELIVERABLES

As a minimum, the Consultant will deliver the following: 1. Three (6) bound copies of the Development Guidelines and Standard Specifications

– Landscape Construction 2. Electronic versions of:

a. Cad Details (DWG and PDF Format) b. Construction Costing Spreadsheets (excel) c. Maintenance Costing Spreadsheets (excel) d. Inspection Reports (word or suitable alternative) e. Electronic Copy of Standards Document in PDF and Microsoft Word Format.

3. Other documents as required by the RDNO.

G. ATTACHMENTS

1. Proposal Evaluation Sheet 2. Greater Vernon Parks & Recreation Masterplan – Standards and Sizes of Parks. 3. Parks Permitting Process (Drawing Submission Requirements).

Regional District of North OkanaganConsultant Services Proposal Evaluation Form

Proposal Name Date

Consultants

FactorWeight out of 100 Max

Capability 28 - - - - Proj Mgr Experience 8Company Experience 8Team Quality 12

Methodology 42Quality of Proposal 2Work Plan (procedure) 10Level of Effort (man hours) 10Innovative Considerations 5Acceptable Schedule 5Liaison / Coordination 4Realistic Inspection 6

Historical Performance 20Fees & Personnel 6Keeping to Schedule 4Design Problems 6Contract Administration 4

Total 90 - - - - FeesCost Points 10

Grand Total 100 - - - -

Weight Score

ATTACHMENT "1"

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3. Parks Construction Permitting Process (Drawing Requirements & Inspections)

Concept Plan Requirements

o Locate, identify major functions / spaces / constructed features with respect to the site;

o Show the relationship of the functions / spaces / constructed features with respect to each other;

o Show the relationship of the site to its surrounding land uses Construction Plan Requirements

o General Scale in Metric North Arrow Key Plan Legal description and zoning of site and property lines including

bearings and dimensions. If the site has a municipal address, include it on the plan

Land uses of surrounding parcels (residential, commercial, industrial etc.)

Utility locations and legal easements, right-of-way etc. Curb lines, sidewalk, utility poles, fences and any other boundary

condition o Demolition Plan

Labeled as “Demolition Plan” Existing above and below grade features to be protected and/or to

be removed Existing vegetation Existing irrigation

o Layout Plan Labeled as “Layout Plan” Existing features to be saved Location of proposed structures and features Layout of playground as per CSA guidelines, including non-

encroachment Location of Dog Bylaw signs, restoration/ reclamation signs,

pathway signs, and trail signs. o Planting Plan

Labeled as “Planting Plan” Major items associated with “Layout” but not including dimensions,

i.e. walkways, roads, curbs, hard surface areas, fountains other structures, natural areas

Plant material shown with crowns at 2/3 maximum size to be consistent with the current British Columbia Landscape Standard

Outline of Planting Beds Proposed contours at ½ meter intervals Utility / ROW Plant list identifying species (botanical and common name),

quantities, sizes habit, spacing and specific materials as required

ATTACHMENT "3"

Details as required but which are not included in Standard Specifications.

o Grading Plan Labeled as “Grading Plan” Major items associated with layout but not including dimensions,

i.e. walkways, play fields, roads, curbs, other structures, and natural areas.

Existing and proposed contours at ½ meter contour intervals (existing shown as solid, proposed as dashed)

All grades must be Geodetic measure and tied to the nearest A.S.C.M benchmark; A.S.C.M. benchmark number to be indicated on plan

Elevations to be shown at each break point (top and toe of slope) Label property lines an show spot elevations Catch basin rim and invert elevations where required Manhole rim elevations Top of wall, top of curb, finish floor elevations as required Surrounding grade information affecting site development Label all concrete gutters

o Irrigation Plan Labeled as “Irrigation Plan” Major items associated with “Layout” but not including dimensios,

i.e. walkways, structures, fences, playfields, roads, curbs, and natural areas.

Screened back major items of “Planting” and “Grading” plans Proposed ½ meter contour interval Locations of all lines, sprinkler heads, valves, drains, sleeves,

electrical drop-offs, electrical controllers, dimensional from adjacent property lines

Design the irrigation system so that sprinkler heads do not spray into playgrounds

Set back park water services a minimum of 2.5 meters from pathways, hard surfaces and trees, and set back lateral irrigation lines a maximum of .5 meters from property lines.

Schedule of materials/products describing sizes, manufactures and model numbers, pipe fitting method, performance standards and sources of said materials/products. Approval of the list of materials/products is required prior to the placing of formal orders for them

Utility and Pipeline Locates Contractor is responsible to contact the appropriate agencies as

required to locate underground utilities and pipelines in or adjacent to the construction work site. The utility or pipeline agencies must be contacted two working days in advance of commencement of work

Inspections (checklists): o Inspection 1 – Construction Startup o Inspection 2 – Subgrade o Inspection 3 – Tree and Shrub Planting

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o Inspection 4 – Irrigation o Inspection 5 – Finish Grade o Construction Completion Certificates (Substantial Performance) o Maintenance Period o Final Acceptance Certificates (Total Performance)

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