RFP #LU13-005 PROFESSIONAL DESIGN SERVICES FOR … · 2013-10-04 · REQUEST FOR PROPOSAL . Lakehead University . 955 Oliver Road . Thunder Bay, ON . P7B 5E1 . RFP #LU13-005 . PROFESSIONAL

REQUEST FOR PROPOSAL

Lakehead University

955 Oliver Road Thunder Bay, ON

P7B 5E1

RFP #LU13-005

PROFESSIONAL DESIGN SERVICES FOR INTERNATIONAL HOUSE RESIDENCE

Issue Date: Friday 4th October, 2013

Closing Date: Friday 1st November, 2013

Prior to 3:00:00 PM Local Time

Lakehead U N I V E R S I T Y

International House Residence 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 Budget B.3 Project Schedule

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 – Campus Precincts

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

APPENDIX D – University Specific Requirements

APPENDIX E – Fee Proposal

APPENDIX F – Avila Centre Location Map




A GENERAL INSTRUCTIONS

A.1 Invitation

Lakehead University is inviting proponents to submit proposals for Architectural and Engineering services to assist with the programming, site selection and business planning of the International House Residence. This Phase will be conducted for a fixed fee (Fee A).

Phase Two involves construction drawings, tendering and contract administration and will be based on percentage fee of construction cost estimate. Currently, there is no funding in place for Phase Two(Fee B)

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 phase. 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 at the Avila Centre, 960 Reaume Road beginning in the Boardroom, AV147.

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 Wednesday, 16th October 2013 @ 1:30PM Local Time

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

A.3 Bidding Period Timelines:

Issue RFP Friday, 4th October 2013

Mandatory Site Visit Wednesday, 16th October 2013 @ 1:30 Local Time

Last Day for Questions Wednesday, 23rd October 2013

Last Addenda Issued Friday, 25 th October 2013

RFP Closes Friday, 1 st November 2013 at 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 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 personnel. Proposed replacement personnel should possess professional and/or technical qualifications and comparable experience equivalent to the Key Personnel being replaced.

mailto:[email protected]




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 23rd October 2013

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.

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

https://www.lakeheadu.ca/faculty-and-staff/departments/services/finance/purchasing/tenders

https://www.lakeheadu.ca/faculty-and-staff/departments/services/finance/purchasing/tenders




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.

http://www.oaa.on.ca/client/oaa/OAAHome.nsf/web/Document+600?OpenDocument




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 authorityProposal 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 page.

Double-sided pages will be counted as two (2) pages 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 page 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 1st November 2013 in a sealed envelope marked:

RFP LU13-005: Professional Design Services

for

International House Residence:

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.




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

The Board of Governors has set out a goal of 1000 international students at Lakehead University by 2018. In order to meet and exceed this goal the university needs to expand our capacity to recruit and retain larger number of international students.

In order to meet the future demands of an increased international student population (project to be 1000 international student and 250 English Language Students by 2018) and an increase in domestic students from outside of the City of Thunder Bay, Lakehead University will require increased on-campus housing capacity. Current off-campus housing is extremely limited with less than 1% of rental units vacant and little rental housing being built in the city. An initial capacity of approximately 300 students housed in individual rooms has been identified. Each room requires a bathroom with toilet, sink and shower in order to accommodate students from diverse cultural backgrounds and to meet the demands of today’s students. Units should be between 12 -16 students sharing social/study space and possibly kitchen space based on similar successful International Housing at other universities.

In addition Lakehead University lacks teaching space, service space and office capacity for the necessary increase in international services and expansion of the English Language Program. These services should be located on the first floor of International House. Services and teaching space in International House is crucial to the long term success and sustainability of our international strategy.

Internationalization

International House should be a focal point of internationalization at Lakehead University. An ideal 60/40 split between international students and domestic students should be maintained. International House will be an opportunity for all students to live with students from around the world and across Canada. International House will also be a meeting place for students from across campus to engage in meaningful international activities and events.

B.2 Project Budget

The total budget for this project is in the order of $ 24,000,000. This includes construction, soft costs, fixtures, furnishings and equipment and site development. This amount excludes all taxes.

Proposed breakdown as follows, subject to confirmation as a result of Phase One investigation:

Site Development: ~$2 million

Accomodation portion: ~$ 18 million

Student Services Hub portion: ~$4 million

The allocations within the whole maybe adjusted as part of the investigation, but the total is not to be exceeded and is considered an “all-in” amount exclusive of HST.

B.3 Preliminary Program

Lakehead University’s President speaks of creating a “Global Village” for this project and envisions smaller scale buildings ( approx. 100 units) clustered in a planned and deliberate way such that the project reads as a comprehensive whole once completed.

The following is a description of the preliminary expectations of space requirements of the International House project. This reflects the University’s ideas for the functions and nature of accommodation to be constructed.




However, this program, its scale, scope and characteristics are subject to detailed consideration, analysis and budgeting, to be undertaken in Phase One of the Project, with the assistance of the Project Architect, and it is these undertakings that will determine whether the University proceeds to Phase II.

Accommodation

A total of 300 single bed rooms with private ensuite washroom/shower in groupings of 12-16 clustered around shared kitchen and lounge facilities

Student Services Hub

Offices for staff (12-15)

Office for teachers (8-10)

Classroom/Seminar Rooms for 12-16 students (8-10)

Lounge/Social Space

Meeting/Event Space for up to 300 people seated

Site Development

General site grading and storm water management

Vehicular circulation connecting the campus

Pedestrian circulation connecting the campus

Outdoor amenity spaces

Building service areas

Drop-off and short-term parking

Parking as appropriate for LEED Gold

B.4 Project Schedule

Should the University proceed, It is our objective to occupy this facility before September 2015.

C SCOPE OF SERVICES TO BE PROVIDED

C.1 Project Phasing

The required services are as follows:

Phase One – Programming, Site Selection and Business Planning (Fee A) 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.

This Project Architect will undertake detailed and documented consultation with stakeholders (such as students, faculty, administration, etc.) and report on such consultations to the Project Directors.

The Project Architect will be a resource to the University in the University’s development of a Business Plan for the project, which will assist in shaping the project scope including consideration of anticipated revenue, estimated capital and operating expenses, shared business




opportunities, etc. The Project Architect will provide estimated operating expenses and estimated capital costs, incrementally if necessary, to assist in this forecasting and business-planning exercise.

The Project Architect will undertake preliminary assessment of up to three (3) potential site locations within the University’s ‘Residential Precinct” (Appendix B) and report on all issues affecting design, functionality, servicing and relative cost, which will assist Project Directors in determining the preferred location. Such assessment will include preliminary site plan showing building footprint, pedestrian and vehicular circulation, building services, etc.

Once a preferred site has been selected the University wishes to investigate the cost, schedule and implementation issues associated with a phased construction approach. This will consist of up to three phases of construction.

The Project Architect will assist the University in procuring and acquiring all necessary data and background studies for the site, including Topographic Survey, Geotechnical Investigation. These costs will be extra to this proposal.

The project will target LEED® Gold Certification

Phase One will conclude with a written report submitted to the Project Directors describing the Program of Space Requirements, Preferred Site, Construction Cost Estimate, Complete Project Budget and a narrative describing project design objectives. This report, once accepted by Project Directors will be used to gain approval of the University Board of Governors to proceed to Phase Two of the Project.

Phase Two – Design and Construction (Fee B)

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:

Services for the entire project at full build out:

Schematic Design

Design Development

Services associated with phased Construction:

Construction Contract Documents

Tendering

Construction Review

C.2 Services Required

In describing services required, the words “Project Architect” shall mean:

Architect Prime Consultant (OAA)

Structural Engineer (PEO)

Mechanical Engineer (PEO)

Electrical Engineer (PEO)

Civil Engineer (PEO)

QuantitySurveyor




Interior Designer (ARIDO - if not by architect)

Landscape Architect (OLA)

Commissioning Agent (independent of the Mechanical Engineer)

LEED® Consultant (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.




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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.

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 pages)

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 pages)

D.4 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 pages)

D.5 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 pages for this section in its entirety.




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D.6 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 pages)

D.7 Fee Proposal

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

Phase One

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.

Phase Two

A fee to be fixed prior to commencement of Phase Two, calculated as approved estimate of probable construction cost (net of HST) times the applicable percentage offered, as follows:

If construction estimate < $15M

If construction estimate >$15M and <$25M

If construction estimate >$25M

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.7 inclusive. The proposal will be evaluated out of 100 points.

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

An Evaluation Committee will be convened by Lakehead University. All members of the Evaluation Committee will have equal votes in the evaluation process. A matrix will be used to compare the scores of each evaluator, and a consensus will then be reached through discussion internal to the Committee.




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E.3 Evaluation Criteria Table

Evaluation Criteria Max/Min Points

Max #

Double sided pages

Understanding of the Requirement

20/10 5

Relevant Experience 20/10 5

Consultant Team 15/7 15

Approach and Methodology 15/7 10

Project Plan and Schedule 10/5 5

Cost 20/0

Total Score 100/39 50

Note: 10 additional pages 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 page limit may be dismissed.

E.4 Evaluation Process

Proponents must achieve a minimum overall score of 39, 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.




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E.5 References

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 – Campus Precincts




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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. maybe requested by the Lakehead University Financial Services department. Anticipated Travel & Subsistence Disbursements: $__________ No of person trips__________ Anticipated Printing, Courier and Phone Disbursements: $__________

Fee B- Phase Two

A fee to be fixed prior to commencement of Phase Two, calculated as approved estimate of probable construction cost (net of HST) times the applicable percentage offered, as follows:

If construction estimate < $15M ________%

If construction estimate >$15M and <$25M ________%

If construction estimate >$25M ________%

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




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APPENDIX F – Avila Centre Location Map

Avila Centre Location

End of Document