CITY OF LANGFORD REQUEST FOR PROPOSAL’ (RFP) DESIGN AND ...

City of Langford – RFP for a Electrical Engineer December 11, 2009 CITY OF LANGFORD ‘REQUEST FOR PROPOSAL’ (RFP) DESIGN AND CONTRACT ADMINISTER the CONSTRUCTION OF ALL ELECTRICAL COMPONENTS for the SPORTS PLEX at CITY CENTRE PARK City of Langford, Victoria, BC Page 1 of 1 City of Langford – RFP for a Electrical Engineer December 11, 2009 Table of Contents 1. INTRODUCTION ................................................................................................................. 3 2. GENERAL CONDITIONS ................................................................................................... 4 3. GENERAL ............................................................................................................................ 4 4. REQUIREMENTS ................................................................................................................ 5 5.  PROJECT SCHEDULE ........................................................................................................ 5 6. RFP REQUIREMENTS ....................................................................................................... 6 7. EVALUATION OF RFP’S ................................................................................................... 6 8. SUBMISSION OF REQUEST FOR PROPOSALS ............................................................. 8 Page 2 of 2 City of Langford – RFP for a Electrical Engineer December 11, 2009 CITY OF LANGFORD REQUEST FOR PROPOSAL to Design and Contract Administer the Construction of All Electrical Components for the Sports Plex Facility 1. INTRODUCTION The purpose of this RFP is to invite interested electrical engineers to design and administer the construction of all electrical components in the multi-purpose arena and bowling facility, referred to as The Sports Plex. The City will construct the Sports Plex, including fitting and finishing all spaces. The Sports Plex is a composite building, the arena structure is to prefabricated steel and the 2 story bowling facility will be either precast or tilt up concrete construction. The proponent will work with the architectural firm, Egil Lyngen Architecture and the consulting team to finalize the floor layouts. Drawings are provided in this package. The following scope of work is to be included in the Electrical Engineering component of the Sports Plex: 1. Design of all electrical components and systems, including power distribution, exterior and interior lighting, controls, life safety, security and communication (voice and data). 2. Coordination with the Consulting Team, Utility providers, bowling, PA-sound and ice arena mechanical equipment suppliers and installers. 3. Drawing submission for building permit schedules and bidding documents including written specifications. 4. Attendance at design meetings. 5. Attendance at Trades and Consultants meetings during construction. 6. Review of tenders and change notices involving electrical components. 7. Field reviews. 8. Review of electrical shop drawings. Page 3 of 3 City of Langford – RFP for a Electrical Engineer December 11, 2009 The City is interested in receiving proposals from organizations with BC Certified Electrical Engineers which have expertise in the delivery of the above noted services. It is intended that this RFP will be used to identify a single firm with which the City will enter into negotiations with a view towards designing and contract administering all the electrical components for this project. It is the City’s intention to negotiate an exclusive agreement with the successful proponent. This document outlines the scope of work envisaged by the City, sets out the requirements for the “RFP”, and specifies the process to be used by the City of Langford to select a proponent. 2. GENERAL CONDITIONS Information meetings will be held at the 2nd Floor offices of the City of Langford, 877 Goldstream Avenue, as deemed necessary or appropriate by the City of Langford. By responding to this RFP, the proponent acknowledges and agrees that: (a) they will not substitute or replace any Team Member identified in their submission without the written approval of the City of Langford; (b) they have read, understood, and agree to the provisions of this document; (c) the City reserves the right to reject any or all ‘Requests for Proposals’ submitted in response to this RFP; (d) the City reserves the right to waive any irregularity of any ‘Request for Proposal’, to request clarification and/or additional information, and to negotiate modification of any ‘Request for Proposal’; (e) the City takes no responsibility for the accuracy or completeness of any information supplied of this project and, further, will not be responsible for any costs incurred in responding to this RFP. 3. GENERAL This ‘Request for Proposal’ will be an evaluated document which will assist the City in determining whether the selected proponent: (a) has designed and contract administered projects of similar size and scope; (b) has fully understood the requirements as stated in this RFP; (c) guarantees a high level of service to the public; (d) will be fully accountable and responsible with respect to the design and administering of the construction of all structural components; and Page 4 of 4 City of Langford – RFP for a Electrical Engineer December 11, 2009 (e) acknowledges that any proposal be subject to a full assessment to the satisfaction of the City and other relevant agencies if necessary. 4. REQUIREMENTS 4A. Design The proponent is required to submit for this RFP a Lump Sum Fee for Electrical engineering services to design and contract administer electrical components for the Sports Plex facility. 4B. Administrative The proponent shall assume all of the responsibilities, as required by law, with respect to the design and contract administration of the facility. 4C: Financial: The City will work with the proponent to design and contract administer the facility. The budget for this project has been set by the City at $10,394,000. This does not include the supply and installation of the bowling, restaurant and kitchen equipment. 4D: Ownership of Assets The facility remains the property of the City. 5. PROJECT SCHEDULE A schedule for the RFP process is as follows: Issue RFP December 11, 2009 RFP Closing 3:30 pm, December 18, 2009 Evaluation of RFP December 21-24, 2009 Award Project December 24, 2009 Anticipated Ground Breaking February, 2010 Project Completion March 31st, 2011 Additional information meetings may be scheduled if required. Page 5 of 5 City of Langford – RFP for a Electrical Engineer December 11, 2009 6. RFP REQUIREMENTS Terminology: • “City” means the City of Langford. • “Team” means a company, a firm or a consortia (i.e. a corporate entity, legally authorized to conduct business in British Columbia) which can offer complete expertise in response to this RFP; • “Team Member” means any company, firm, or consortia comprising part of a Team; • “Prime Member” means the Team Member who proposes to be the primary contractual entity responsible for the RFP submission; • “RFP” means the written response of a Team for this RFP. 7. EVALUATION OF RFP’S It is intended that this RFP will be used to identify a single proponent with which the City of Langford will enter into negotiations with a view towards the successful design and contract administer the structural components of the project. In the event that negotiations prove unsuccessful the City may approach an alternate proponent (i.e. a proponent who was not selected initially as the Preferred Proponent) with which to pursue negotiations based upon their respective response to this RFP, or ask for more detailed submissions from one or all proponents. Nothing in this RFP shall be binding on alternate proponents to agree to engage in such negotiations. Evaluation: The ‘RFP’ will be evaluated on the basis of how well proponents respond to the requirements of the RFP documents. Each submission will be assessed using a matrix scoring system as set out below. The marks shown in the boxes indicate the maximum number of marks that can be given for that subject. Subject Total Total Possible Score (100) A General Outline 30 B Financial Costs 30 C Demonstrated Experience 20 D Innovation 20 TOTALS 100 Page 6 of 6 City of Langford – RFP for a Electrical Engineer December 11, 2009 Submissions must specifically and fully address the following: (a) General Outline Based on the information contained in the RFP package, interested parties are requested to provide, in reasonable detail, a written outline of their proposal for completing the project on time and within their quoted consultant fees. (b) Financial Costs Proponent must identify all consultant fees associated with the design and contract administering of all structural components for this project. Proponent must demonstrate their financial capacity and stability that would be necessary to complete the project on time. Once a proponent has been identified the City will work with the Team to finalize a design that is within the City’s budget. In addition, please supply the following information at a minimum: 1. Describe the financial and business resources available to the Prime Member to complete this project. 2. Provision of written confirmation from an insurer (acceptable to City Council) that general liability coverage and professional liability insurance coverage would be appropriate for the purposes intended,