MUNICIPALITY OF THE DISTRICT OF WEST HANTS [email protected] 902-798-8391 x126 Rick...

Engineering Services WHPW19-08

Issue Date: December 17, 2019 of 18

MUNICIPALITY OF THE DISTRICT OF WEST HANTS

REQUEST FOR PROPOSALS Engineering Services

1.0 INVITATION

The Municipality of the District of West Hants is seeking proposals from qualified proponents for Engineering Services to evaluate existing underground services; design rehabilitation; prepare and evaluate tenders for work; contract management and inspection services for work on Willow Street in Hantsport, NS.

Proposals will be accepted at the Municipality of the District of West Hants Engineering & Public Works Department, 20 Main Street, Hantsport until a closing time of 2:00 p.m. local time, Thursday, January 9, 2020. Responses can be hand delivered or couriered to the Municipality of the District of West Hants at the address below. This is a two-part submission process. Each part must be in a separate sealed envelope and marked clearly as either Technical or Commercial Criteria:

To ensure distribution of all addenda and supplemental reports through the RFP process, all interested proponents are required to contact Karrie Ritchie at [email protected] to register for this RFP.

RFP# WHPW19-08

Engineering Services

Two-Part Submission:

WHPW19-08 Technical Criteria, Part 1 Engineering Services

WHPW19-08 Commercial Criteria, Part 2 Engineering Services

Reporting Responsibility & Contact Persons:

Brad Carrigan Director of Public Works [email protected] 902-798-8391 x126

Rick Sherrard Municipal Engineer [email protected] 902-790-2474

Delivery and Courier Municipality of the District of West Hants Address: Engineering & Public Works Office 20 Main Street Hantsport, Nova Scotia B0P 1P0

mailto:[email protected]





2.0 BACKGROUND

The Municipality of West Hants is one of 12 rural district municipalities in Nova Scotia, surrounding the Town of Windsor. The former Town of Hantsport joined West Hants on July 1, 2015 and is a fully integrated community of the municipality. West Hants is one of several municipalities whose history and present life style are affected by the highest tides in the Minas Basin, predominately by the Avon River system. With an average of 287 days with sunshine, it is the ideal place to enjoy outdoor activities such as hiking, biking, skiing and boating. The climate and soil quality supports various agricultural and resource-based activities which in turn support local wineries, retail and farming operations. The Town of Windsor is home to many retail businesses, schools, 24/7 emergency and hospital services which serve the broader community of West Hants. The Municipality of West Hants is a centrally located , thriving, growing collection of communities interspersed with rolling hills, treescapes and water views. With a travel time of only 35 minutes to the provincial capital of Halifax, the Stanfield Airport and the centre of the Annapolis Valley it is an ideal location to live, work and grow. West Hants’ population of 15,368 residents, residing in 1,244 square kilometers is dispersed between three growth centres and rural expanses resulting in a population density of 12.4 person per square kilometer. The Municipality is looking for engineering services necessary for rehabilitation of underground infrastructure, street and sidewalk surfaces on Willow Street in Hantsport, NS. This infrastructure project may be dependent on receipt of funding from other sources of government (provincial/federal) in order to proceed to construction. Please note, the earliest construction start date is April 1, 2020. 2.1 BACKGROUND REFERENCE MATERIAL The following documents must be reviewed as part of the Proponent(s) preparation work to respond to this RFP. The documents are available on the web site of the Municipality of the District of West Hants www.westhants.ca, or by contacting one of the contact persons indicated above:

a. Any as-built drawings that may have been recorded; b. Any reports or studies that may have been written; and c. Any repair reports that may be available.

http://www.westhants.ca/



2.2 PURPOSE The intent of this proposal is to evaluate and engineer rehabilitation of underground water, wastewater and stormwater (including tender preparation, review, recommendation, project management and inspection services) that contributes to economic growth, a clean environment and a stronger community, in support of the Municipality’s vision, mission and values. 2.3 SCOPE OF THE PROJECT The Standard Specification for Municipal Services Manual will be the primary document that contains the framework and standards to guide the design. The successful proponent shall:

a. Meet with Municipal staff and view relavent documents to determine condition of existing infrastructure.

b. Gather all information necessary to design and tender the rehabilitation

(including potable water, sanitary, storm, street and sidewalk). Project must be out to tender by February 28, 2020.

c. Evaluate tender responses and recommend successful proponent. d. Project management including progress and final inspection services. e. The work on Willow Street consists of approximately 1,700 feet (515m) of street

rehabilitation c/w concrete curb and single sidewalk; 1,700 feet of new water line c/w valves, hydrants fittings and services); 1,700 feet of new sanitary sewer line c/w manholes and services; and 1,700 feet of storm sewer, storm manholes and catch basins.

f. It is anticipated that the construction portion of the work will be completed in 10 weeks. Please outline additional project management/inspection costs (if any) should the construction work extend beyond 10 weeks.

2.4 OBJECTIVES: DELIVERABLES AND EXPECTATIONS These objectives shall be used as a guide to develop proposals. Proponents are encouraged to be innovative while ensuring that the proposed approach and work plan achieve the fundamental objectives set out within any financial constraints presented.



a. The successful proponent will meet with the West Hants staff upon award of the contract to develop a better understanding of the issues and objectives for the project, confirm the proposed work plan and deliverables, and establish lines of communication and areas of responsibility between the successful proponent and West Hants. These meetings will help establish the project milestones and timelines as necessary to enable West Hants to review progress with the successful proponent.

b. The successful proponent must prepare design drawings and tender documents and handle the tender call. Tender to be advertised by February 28, 2020 to close on, or before March 31, 2019.

c. The successful proponent will evaluate tenders received and recommend to the Municipality the successful contractor.

d. The successful proponent will handle all project management, progress and final inspection services, in consultation with the Municipal representative.

3.0 RFP PROPONENT CHECKLIST

Please ensure the following points have been addressed and are checked off to confirm compliance to the requirements: [ ] Read and understand the scope of the RFP [ ] Proposals are to be clearly separated into two envelopes and marked with name and

address of the proponent and RFP number.

Technical Criteria Commercial Criteria Work Plan (w/ Gantt Chart) Schedule Resumes & Qualifications Certifications References

Fee Structure Budget Payment Schedule

[ ] Include three (3) hard copies of the complete Proposal, plus one digital copy for

review and feedback. [ ] A copy of the Proponent’s Letter of Good Standing from the NSCSA, WCB Safety

Certifying Partner, or CFCSA (as outlined in Section 5.0), if applicable.



[ ] A copy of the Proponent’s Certificate of Good Standing from the Workers Compensation Board of Nova Scotia (as outlined in Section 5.0), if applicable.

[ ] A copy of the Proponent’s General Liability Insurance, naming the Municipality of the

District of West Hants as additional insured. [ ] A copy of the Proponent’s Professional Liability Insurance Certificate for errors and

ommissions to cover all design professionals. Coverage must be maintained for a minimum of 2 years following completion of construction.

[ ] A letter from the Proponents’s insurer, or some other form of proof acceptable to the

Municipality of West Hants, demonstrating the Proponent’s ability to meet or exceed the remaining outlined insurance requirements of the RFP.

[ ] A list of the key personnel who will be working on the project, their individual

experience and what their role will be. A list of intended sub-contractors, including their company and staff experience specifically related to their role, if applicable.

[ ] The qualifications, ability, and past experience of the company with similar projects,

including references of at least three (3) similar or related projects the Proponents(s) have completed within the last 5 years. The projects included in this list should be projects that have been directly completed by the team identified in this proposal.

[ ] A table or Gantt Chart showing the timeline of different components of the project

plan (i.e. the sequence of completion and the amount of time for each component, meetings to present and review progress).

[ ] A fee structure and the upper limits of the Design project cost. This fee structure must

include an outline of fees for at least the following: a. Sub-consultants; b. All disbursements;

[ ] A detailed budget and payment schedule including additional expenses for the

entire project. [ ] All proposals are to be received at the Municipality of the District of West Hants

building before 2:00 p.m. on the closing date indicated in Section 1.0. Late proposals may not be accepted and may be returned unopened.



[ ] Any technical questions should be directed to Brad Carrigan, Director of Public Works or to Rick Sherrard, Municipal Engineer at the contact information provided in Section 1.0.

4.0 PROPOSAL EVALUATION CRITERIA This is a two part RFP. Each RFP proposal will be evaluated using the following evaluation criteria as noted in Part 1 (Technical Evaluation Criteria). Only those proposals which receive a minimum pass rate of 80% on Part 1 will move to Part 2 (Commercial Evaluation Criteria) component.



Willow Street Engineering Services

Proposal Evaluation

Company Name: Evaluator’s Name:

Criteria

Ranking Total Avail. Points

Score Comments

PART

1

Evidence of the proponent’s

general ability to fulfill the services required as outlined in this RFP.

15 Significant evidence of ability

15

10 Average evidence of ability 5 Little evidence of ability 0 No evidence/not addressed in proposal

Proponent has provided and met the required certifications

5 All certifications are current and provided

5

2.5 Some certifications are current and present

0 Not addressed in proposal

Proposed methodology to initiate and complete the objectives of the project

15 Extremely detailed and very realistic

15

10 Good detail and realistic 5 Little detail and somewhat realistic 0 Not realistic/not addressed in proposal

Demonstrated ability to provide a quality, cost effective service within proposed budget. Product quality, creativity, ability to meet community need, and ability for the Municipality to gain the best

15 Quality examples included and demonstrates clear ability to meet the West Hants needs 15

10 Examples provided and demonstrates an understanding of the West Hants needs



Criteria


Score Comments

value for expenditures committed are the key factors of this criteria. 5

Examples don’t align with proposed project and limited description of ability to meet West Hants needs


Ability to provide alternatives, options, and flexibility should anticipated additional resources become available.

5 Alternatives provided 5


Qualifications and experience of the proponent’s principle staff that will be assigned to this project. Evidence of corporate support and structure and description of associated consultants/companies if applicable.

5 Qualifications and evidence provided

5


Proponents are requested to provide references from similar sized/types of projects completed within the previous five years.

5 References provided 5

0 No references provided

Proposed timelines (including a Gantt Chart or table) with an anticipated completion date. Provide strategies and indication of how timelines will be met.

5 Realistic timeline and strategy

5

2.5 Timeline with unrealistic or no strategy


Overall clarity and quality of the proposal.

5 Extremely clear, concise, and thorough 5

2.5 Somewhat clear descriptions 0 Vague and unclear descriptions

Level of effort. 5



Criteria


Score Comments

Locally-based (NS) firms may be given preference if selection criteria values of all proposals are within 5%.

PART

1

Total (Technical Score): 80

PART

2

COST/PRICE EVALUATION SHEET ( / ) x 20 Lowest Proposal Proponent’s Price Price Weighting

20

Total Score: 100



5.0 TERMS AND CONDITIONS Inquiries All inquiries to this RFP are to be directed to the contacts listed

in Section 1.0.

Clarification and Addenda

Notify the Municipality not less than four (4) working days before RFP Closing of omissions, errors, questions or ambiguities found in the Contract Documents. If Municipality of West Hants considers that correction, explanation or interpretation is necessary for the RFP; a written addendum will be issued. All addenda will form part of the Contract Documents.

H.S.T. Do Not include applicable taxes in Proposal price.

Proposal and Contract Security

All bonds shall meet Canadian Construstion Document Committee standards, or a standard determined to be acceptable by the Municipality of West Hants

Proposal Security Requirement: None Required - The proposal security must be received in the form of a

Bid Bond, specifying the Municipality of the District of West Hants as the Obligee, prior to the RFP closing date. Any proponents without a Bid Bond may be disqualified from the decision to award work.

- All proponents will have their Bid Bonds returned to them within 30 days of successful proponent executing a Contract to perform the Project.

Performance Security Requirement: None Required

- The performance security must be submitted to the Municipality of West Hants within one week of the award letter, in the form of a performance bond, or a certified cheque.

- If the performance security hasn't been provided within 1 week, the Municipality of West Hants reserves the right to cancel the contract and award the work to the next successful proponent.

- The performance security bond will be returned to the Proponent 12 months from the Substantial Completion of the project



Proponent’s

Indemnification The Proponent agrees to indemnify and save the Municipality harmless against all claims, suits, demands, damages, expenses, disbursements and costs on a Solicitor and Client basis which the Municipality may incur as a result of any act or omission by the Proponent. The Proponent acknowledges that it is not an employee of the Municipality, but is an independent Contractor. The Proponent agrees to defend, indemnify and save harmless the Municipality of the District of West Hants from and against any and all claims of any nature, actions, causes of action, losses, expenses, fines, costs (including legal costs), interest or damages of every nature and kind whatsoever arising out of or related to the Proponent’s status with WCB. This indemnity shall be in addition to and not in lieu of any proof of WCB status and compliance to be provided by the Proponent in accordance with this Contract, and shall survive this Contract.

Amendment or Withdrawal of Proposal

Proposals may be amended or withdrawn by letter, email, or facsimile. Amendment or withdrawal by letter, email, or facsimile must be verified by registered letter, postmarked prior to the date and time of closing.

Amendments of individual unit prices is the only acceptable

price amendment. Amendments shall not disclose either original or revised total price and should be submitted separately in a sealed envelope, marked:

“Amendment/Withdrawal of RFP for Engineering Services, WHPW19-08”.

Sign and seal as required for RFP, and submit at address given

for receipt of RFP prior to time of RFP closing.

Informal, Unbalanced, or Incomplete Proposals

Proposals which, in the opinion of the Municipality, are considered to be informal, unbalanced, or incomplete, may be rejected.



Certifications (If Applicable)

Proponents with a Standard Industry Code1 of 4001-4499 or 3551 must have a current and valid Letter of Good Standing issued by the Nova Scotia Construction Safety Association, or an approved WCB Safety Certifying partner, or from the Canadian Federation of Construction Safety Association (CFCSA), or from a recognized safety association which utilizes an external audit element; a copy of which must be submitted with proposal.

Proponent must supply a Certificate of Good Standing from

the Workers Compensation Board of Nova Scotia; a copy of which must be submitted with proposal.

5.1 Insurance Unless stated otherwise below, all insurance requirements are to be maintained for the duration of the term of the contract and until 60 calendar days after the date of Substantial Performance of the Work.

Automobile Insurance Standard Form Automobile Liability Insurance that complies

with all requirements of the current legislation of the Province of Nova Scotia, having an inclusive limit of not less than $2,000,000 per occurrence for Third Party Liability, in respect of the use or operation of vehicles owned, operated or leased by the Proponent.

Professional Liability The Proponent shall take out and keep in force Professional Liability insurance in the amount of $5,000,000 providing coverage for acts, errors and omissions arising from their professional services performed under this Agreement. The policy SIR/deductible shall not exceed $25,000 per claim and if the policy has an aggregate limit, the amount of the aggregate shall be double the required per claim limit. The policy shall be underwritten by an insurer licensed to conduct business in the Province of Nova Scotia and acceptable to the Municipality of the District of West Hants. The policy shall be renewed for 2 years after contract termination. A certificate of insurance evidencing renewal is to be provided each and every year. If the policy is to be cancelled or non-renewed for any reason, 90

1 As defined by the Government of Canada



days notice of said cancellation or non-renewal must be provided to the Municipality of the District of West Hants. The Municipality of the District of West Hants has the right to request that an Extended Reporting Endorsement be purchased by the Proponent at the Proponent’s sole expense.

Commercial General Liability

Commercial General Liability, underwritten by an insurer licensed to conduct business in the Province of Nova Scotia, for a limit of not less than $10,000,000 per occurrence, an aggregate limit of not less than $10,000,000, within any policy year with respect to completed operations and a deductible of not more than $25,000. The insurance coverage shall not be less than the insurance provided by IBC Form 2100 and IBC Form 2320. The policy shall include an extension for a standard provincial and territorial form of non-owned automobile liability policy. This policy shall include but not be limited to:

a) Name the Municipality of the District of West Hants as an additional insured

b) Cross-liability and severability of interest c) Blanket Contractual d) Products and Completed Operations e) Premises and Operations Liability f) Personal Injury Liability g) Contingent Employers Liability h) Municipality of the District of West Hants and Proponents

Protective i) Broad Form Property Damage j) Firefighting Expenses k) Elevator and Hoist Liability l) Attached Machinery – while loading & unloading

The CCDC under GC 11.1 Insurance includes the following verbiage: “General liability insurance shall be maintained from the date of commencement of the Work until one year from the date of Substantial Performance of the Work. Liability coverage shall be provided for completed operations hazards from the date of Substantial Performance of the Work, as set out in the certificate of Substantial Performance of the Work, on an ongoing basis for a period of 6 years following Substantial Performance of the Work.”



The following may apply: a) If applicable to the construction project described in the

Agreement, coverage shall include shoring, blasting, excavation, underpinning, demolition, pile driving, caisson work and work below ground surface including tunneling and grading.

b) If the work involves asbestos removal, the policy shall either provide coverage for this exposure or coverage shall be provided through a Professional Liability Policy.

c) To achieve the desired limits, umbrella or excess liability insurance may be used.

5.2 Privilege This RFP neither expresses nor implies any obligation on the part of the Municipality to enter into a contract with any proponent submitting a proposal or proposals. A table of evaluation criteria is included within this RFP document to be used as a guideline for Proponents (see Section 4.0). The Municipality reserves the right to deviate from the evaluation criteria where it is in the best interests of the Municipality in its sole and absolute discretion. The Municipality reserves the right to reject all or any proposals, and to not necessarily accept the lowest proposal. The Municipality may accept any proposal or any portion of any proposal that may be considered in the best interests of the Municipality in its sole and absolute discretion. The Municipality also reserves the right in its sole and absolute discretion to waive any formality, informality, or technicality in any proposal. This includes the right to accept a proposal that is not strictly compliant with the instructions in the RFP document. The Municipality reserves the right to negotiate, after the RFP Closing Date, with any Proponent to finalize service arrangements in the best interests of the Municipality. The Municipality shall not be bound by trade or custom in dealing with and/or evaluating the responses to the RFP. The Municipality reserves the right to interpret any and all aspects of this RFP as may be most favorable to the Municipality. Proponents will be deemed to have familiarized themselves with existing site and working conditions and all other conditions which may affect performance of the contract. No plea of ignorance of such conditions as a result of failure to make all necessary examinations will



be accepted as a basis for any claims for extra compensation or an extension of time. Without limiting the generality of this section and for certainty, by submission of a proposal in response to this RFP, each proponent represents and shall be deemed to accept and agree to the following conditions:

a) Proponent shall be solely and fully responsible for all costs associated with the development, preparation, transmittal, and submission of any Proposal or material in response to this RFP, including without limitation the costs of any in-person presentation of Proposals, regardless of the locations which the Municipality may require, and all costs incurred by a proponent during the selection process and any negotiations.

b) Each proponent WAIVES any claim against the Municipality for any compensation of any kind whatsoever as a result its participation in or providing a response to this RFP process, including without limitation any claim for costs of proposal preparation or participation in negotiations, or for loss of anticipated profits, whether based in contract including fundamental breach, tort, equity, breach of any duty, including, but not limited to breach of the duty of fairness, breach of any obligation not to accept non-compliant proposals or any other cause of action whatsoever.

In submitting a proposal, the proponent has accepted the reservation of rights as set out herein and agrees to be bound by same.



6.0 PROJECT TIMELINES 6.1 Invitational Call for Proposals – December 17, 2019.

Sealed Proposals, in two separate envelopes: Two-Part Submission, titled:

RFP# WHPW19-08 Technical Criteria, Part 1

Engineering Services

RFP# WHPW19-08 Commercial Criteria, Part 2

Engineering Services must be received at:

Municipality of the District of West Hants Engineering & Public Works Department

20 Main Street Hantsport, Nova Scotia, B0P 1P0

(902) 798-8391 Prior to: 2:00 pm, Thursday, January 9, 2020. Public opening of Part 1: Technical Criteria will occur at 2:30 pm, Thursday, January 9, 2020 at the above address. Note there will be no commercial bid (part 2) opening at this date/time.

Fax or E-mail submissions will not be accepted. Late submissions will remain unopened.

6.2 Review and selection of recommended proponent for Committee of the Whole on

January 14, 2020.

Note proponents may be invited for a personal interview during this time.

Note final award will be subject to West Hants Municipal Council and Coordinating Committee approval processes, as required.

6.3 Commencement of project – January 15, 2020. 6.4 Completion of project (including construction) – On or before November 1, 2020.



7.0 CLOSING INFORMATION 7.1 The Municipality of the District of West Hants is not liable for any costs or expenses or

to reimburse or compensate the Proponents in any manner whatsoever or under any circumstances including, without limitation, in the event of rejection of all proposals or cancellation of the project.

7.2 The Proponent must have the safety certification outlined in Section 5.0 and must

ensure the public’s safety at all times.

7.3 All work is to conform to the Occupational Health and Safety Act.

7.4 All work to be performed in a workmanlike manner according to standard procedures.

7.5 Recovery of H.S.T.

7.5.1 Invoices shall indicate H.S.T. with appropriate registration number, indicated as a separate item.

7.6 The Proponent agrees to comply with all legislation in effect from time to time,

including any Federal, Provincial and Municipal legislation, regulations or By-laws, which are applicable to the operations of the Proponent respecting this Contract.

7.7 Should there be any questions regarding the interpretation of this Contract, the Municipality’s interpretation shall govern.

7.8 The Proponent shall at his/her expense remedy all deficiencies performed or provided under this contract for a period of one (1) year after date of final project acceptance by the Municipality.

7.9 The Municipality of the District of West Hants reserves the right to request that any or all proponents clarify and make revisions to their proposal. The Municipality of the District of West Hants may choose to meet with one, several, or all proponents to discuss aspects of their proposal. The Municipality of the District of West Hants is not obligated to seek clarification from any proponent with regard to any aspect of its proposal.

7.10 The Municipality of the District of West Hants is not bound to accept any proposal. Further, the Municipality of the District of West Hants reserves the right to accept or reject any proposal in whole or in part, waive any irregularities in the proposal process, and to discuss different or additional items to those included in this RFP, at



its sole discretion. The Municipality of the District of West Hants may invalidate this RFP and may issue a second RFP at its sole discretion.

END OF RFP WHPW19-08

MUNICIPALITY OF THE DISTRICT OF WEST HANTS [email protected] 902-798-8391 x126 Rick...

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