REQUEST FOR PROPOSALS
Name: Corporation of the Town of Marathon
(on behalf of the Marathon Seniors Supportive Housing Committee)
Marathon Seniors Supportive Housing Functional Plan Development
CLOSING LOCATION:
4 Hemlo Drive
Postal TM
Marathon, ON
P0T 2E0
Attention: Louise Lees, Deputy Clerk
CLOSING DATE AND TIME:
Proposals must be received by
January 16, 2015 at 3:00 p.m. local time.
CONTACT PERSON:
Daryl Skworchinski
CAO/Clerk
Town of Marathon
(807) 229-1340
cao@marathon.ca
The lowest or any proposal not necessarily accepted.
TABLE OF CONTENTS
1.0
INTRODUCTION AND BACKGROUND
2
2.0
REQUIREMENTS AND SCOPE OF SERVICES
3
3.0
REQUEST FOR PROPOSAL PROCESS
4
4.0
PROPOSAL PREPARATION
5
5.0
ADDITIONAL TERMS
6
6.0
SELECTED CONTRACT CLAUSES
7
7.0
EVALUATION CRITERIA
9
APPENDIX A
Schedule of Pricing
11
1
1.0
INTRODUCTION AND BACKGROUND
The Corporation invites proposals from qualified firms for the development of a
Functional Plan for the Marathon Seniors Supportive Housing project.
Data and statistics have been collected regarding the transitional housing issue in
Marathon for the last ten years. In January 2014, the Northwest LHIN (Local Health
Integration Network) identified Marathon as a community that currently needs at least
20 supportive housing units – it currently has none.
There are no suitable buildings in the community that meet current Provincial or Federal
government standards and regulations for supportive housing buildings and it would be
too costly to renovate current vacant properties. Further, the Sprucewood Terrace
facility operated by the DSSAB (District Social Services Administration Board) burnt
down in 2010. This facility housed many seniors and the subsequent DSSAB decision
to abandon the building has put further pressure on the transitional housing population.
During the Sprucewood Terrace debate, a study was commissioned by the Municipality
to assess the need for supportive housing in Marathon. Again, the report recommended
that a facility be built in Marathon and that the need for 15-20 beds was imminent and
that community need would grow quickly due to local demographics.
In response to this community need, the Marathon Seniors Supportive Housing
Committee is in the process of incorporating and has started our journey toward a
supportive housing facility in Marathon. The committee is very experienced and has a
clear vision for the facility as an 18-unit facility located in the downtown core of
Marathon. The facility will be limited to those citizens of Marathon who are 65 years or
older and require care which takes them out of their current living situations. The facility
itself must be sustainable, people-centric, cost-effective, functionally efficient and easily
expandable based on additional demand. The committee envisions 18 supportive
housing units with one central area for dining and shared support resources. It seems
practical to look at the new facility in Thunder Bay (Sister Leila Greco) as a model for
such a facility in Marathon.
The committee is requesting that a feasibility study consolidation be created for the
committee and that a functional plan be developed for this project.
2.0
REQUIREMENTS AND SCOPE OF SERVICES
2.1
Basic Requirements
2.1.1 Eligibility
Before preparing a proposal for Marathon Seniors Supportive Housing
Functional Plan Development, proponents are advised to ensure that they
can meet the following mandatory eligibility criteria:
 The Firm is licenced as a professional architect in the Province of
Ontario.
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2.1.2 Term
The functional plan will be completed in four (4) months.
2.2 Scope of Services
2.2.1 Feasibility Consolidation Plan
 Consolidate previous feasibility studies with recent data released by
the Northwest LHIN showing the need for supportive housing in
Marathon.
2.2.2 Functional Plan
 Site Analysis
o Geotechnical Soil investigation
 Will inform the consultants on foundation design
o Site Services investigation
 Where will sanitary, storm, water and gas come from
(if all available)
o Legal Survey and Site Grading Plan
 Preliminary Design concept
o Site Layout
o Floor Plan(s)
o Three Dimensional Rendering of Building concept
o Keep in mind any future growth in facility
 Mechanical and Electrical Design Brief
o Recommended mechanical, plumbing and electrical systems
(needed to complete the Class-C estimate)
 Class-C Cost Estimate
o To inform you of the anticipated construction costs, based on
the preliminary design
2.3
Proposal Content
2.3.1 Eligibility
A statement confirming that the proponent meets the eligibility criteria as
detailed in section 4.1.1 above is required.
2.3.2 Firm Profile
 a brief history of the firm
 breadth and depth of the firm’s experience in project development and
management including two recent examples.
 Three client references and their contact information.
2.3.3 Engagement Team Profile
 Location of the office to be assigned to this engagement
 Names, positions and experience of the partner(s) and other staff
members to be assigned to this engagement.
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2.3.4 Fees and Expenses
Proponents are requested to present their proposed fees using the chart
in Appendix A. Travel and professional services to comply with existing
general accepted auditing standards (GAAS) or requirements of the public
sector accounting board (PSAB) are to be included in fees.
3.0
REQUEST FOR PROPOSAL PROCESS
3.1
Enquiries
All enquiries related to this RFP are to be directed to the following person.
Information obtained from any other source is not official and should not be relied
on. Enquiries and responses will be recorded and may be distributed to all
proponents at the Corporation ’s option.
Daryl Skworchinski
CAO/Clerk
Town of Marathon
(807) 229-1340
cao@marathon.ca
3.2
Closing Date
Two paper copies; and one electronic copy of the proposal must be received on
or before 3:00 p.m., local time on January 16th, 2015 at:
Attn: Louise Lees, Deputy Clerk
4 Hemlo Drive
PO Bag “TM”
Marathon, ON P0T 2E0
In sealed envelopes clearly marked “Request for Proposal – Marathon Seniors
Supportive Housing Functional Plan Development”. Appendix A – Schedule of
Pricing must be submitted in a separate, sealed envelope.
3.3
Late Proposals
Late proposals will not be accepted.
3.4
Evaluation and Selection
The proposals received shall be evaluated with consideration to the following:
 Firm’s experience and qualifications;
 Personnel experience and qualifications;
 Overall impression including the quality of the proposal and/or
presentation;
 References; and
 Proposed fees.
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The Corporation reserves the right to request proponents to address specific
requirements not adequately covered in their initial submissions and/or to provide
additional information.
3.5
Negotiation Delay
If a written Contract cannot be negotiated within thirty days of notification of the
successful Proponent, the may, at its sole discretion at any time thereafter,
terminate negotiations with the Proponent and either negotiate a Contract with
the next qualified Proponent or choose to terminate the RFP process and not
enter into a Contract with any of the Proponents.
4.0
PROPOSAL PREPARATION
4.1
Signed Proposals
The proposal must be signed by the person(s) authorized to sign on behalf of the
Proponent and bind the Proponent to statements made in response to this RFP.
4.2
Alternative Solutions
If alternative solutions and/or services are offered, please submit the information
in the same format, as a separate proposal.
4.3
Irrevocability of Proposals
By submission of a clear and detailed written notice, the Proponent may amend
or withdraw its proposal prior to the closing date and time. Upon closing time, all
proposals become irrevocable. By submission of a proposal, the Proponent
agrees that should its proposal be deemed successful the Proponent will enter
into a Contract with the Corporation.
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4.4
Changes to Proposal Wording
The Proponent will not change the wording of its proposal after closing and no
words or comments will be added to the proposal unless requested by the for
purposes of clarification.
4.5
Working Language
The working language of the Corporation is English and all responses to this
RFP must be in English.
4.6
Proponent’s Expenses
Proponents are solely responsible for their own expenses in preparing a proposal
and for subsequent negotiations with the Corporation, if any. If the Corporation
elects to reject all proposals, the Corporation will not be liable to any Proponent
for any claims, whether for costs or damages incurred by the Proponent in
preparing the proposal, loss of anticipated profit in connection with any final
Contract, or any other matter whatsoever.
4.7
Limitation of Damages
Further to the preceding paragraph, the Proponent, by submitting a proposal,
agrees that it will not claim damages, for whatever reason, relating to the
Contract or in respect of the competitive process, in excess of an amount
equivalent to the reasonable costs incurred by the Proponent in preparing its
proposal and the Proponent, by submitting a proposal, waives any claim for loss
of profits if no agreement is made with the Proponent.
5.0
ADDITIONAL TERMS
5.1
Acceptance of Proposals
a) This RFP should not be construed as an agreement to purchase goods or
services. The Corporation is not bound to accept the lowest priced or any
proposal of those submitted. Proposals will be assessed in light of the
evaluation criteria. The Corporation will be under no obligation to receive
further information, whether written or oral, from any Proponent.
b) Neither acceptance of a proposal nor execution of a Contract will constitute
approval of any activity or development contemplated in any proposal that
requires any approval, permit or license pursuant to any federal, provincial,
regional district or municipal statute, regulation or by-law.
5.2
Definition of Contract
Notice in writing to a Proponent of the acceptance of its proposal by the
Corporation and the subsequent full execution of a written Contract will constitute
a Contract for the goods or services, and no Proponent will acquire any legal or
equitable rights or privileges relative to the goods or services until the occurrence
of both such events.
5.3
Liability for Errors
While the Corporation has used considerable efforts to ensure an accurate
representation of information in this RFP, the information contained in the RFP is
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supplied solely as a guideline for Proponents. The information is not guaranteed
or warranted to be accurate by the Corporation, nor is it necessarily
comprehensive or exhaustive. Nothing in this RFP is intended to relieve
Proponents from forming their own opinions and conclusions with respect to the
matters addressed in this RFP.
5.4
Agreement with Terms
By submitting a proposal the Proponent agrees to all the terms and conditions of
this RFP. Proponents who have obtained the RFP electronically must not alter
any portion of the document, with the exception of adding the information
requested. To do so will invalidate the proposal.
5.5
Modification of Terms
The Corporation reserves the right to modify the terms of the RFP at any time at
its sole discretion.
5.6
Ownership of Proposals and Freedom of Information
All documents, including proposals, submitted to the Corporation become the
property of the Corporation. They will be received and held in confidence by the
Corporation, subject to the provisions of the Municipal Freedom of Information
and Protection of Privacy Act (MFIPPA).
5.7
Conflicts of Interest
The successful proponent will be required to indicate whether its firm or any
member of the engagement team is currently employed or retained by a private
or public sector client whose interests could be deemed to conflict with those of
the Corporation with respect to this engagement. Prior to accepting this
engagement, all firms are required to disclose any potential conflict of interest to
Council. If a conflict exists, as referred to above, Council may, at its discretion,
without the engagement from the firm until the matter is resolved to the
satisfaction of Council.
5.8
Confidentiality of Information
The successful proponent shall not at any time before, during or after the
completion of the engagement, divulge any confidential information
communicated to or acquired by the auditor or disclosed by the Corporation in
the course of carrying out the engagement. No such information shall be used
by the auditor on any other engagement without prior written approval.
6.0
SELECTED CONTRACT CLAUSES
6.1
Business Registration
The successful Proponent will be required to register to conduct business in
Ontario.
6.2
Laws of Ontario
Any Contract resulting from this RFP will be governed by and will be construed
and interpreted in accordance with the laws of the Province of Ontario.
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6.3
Arbitration
All disputes arising out of or in connection with the Contract must, unless the
parties otherwise agree, be referred to and finally resolved by arbitration
pursuant to the Commercial Arbitration Act.
6.4
Indemnity
The Proponent will indemnify and save harmless the Corporation , its employees
and agents from and against all claims, demands, losses, damages, costs and
expenses made against or incurred, suffered or sustained by the Corporation at
any time or times (either before or after the expiration or sooner termination of
this Contract) where the same or any of them are based upon or arise out of or
from anything done or omitted to be done by the Proponent or by any servant,
employee, officer, director or sub-Proponent of the Proponent pursuant to the
Contract excepting always liability arising out of the independent acts of the
Corporation .
6.5
Insurance
The successful Proponent shall maintain sufficient Public Liability Insurance and
shall provide to the Corporation proof of such insurance in the form of a
Certificate of Liability issued by an insurance company licensed to write property
casualty insurance in the Province of Ontario and providing as a minimum
requirement the following:
i)
$2,000,000 primary limits (or primary plus excess liability coverage
equaling $2,000,000 or greater) for both General Liability and
owned Automobile Liability, coverage to include Bodily Injury,
Property Damage and Products/Completed Operations; policies to
be written on an occurrence basis.
ii)
$2,000,000 coverage for Professional Liability Insurance against
Errors and Omissions.
iii)
Certificates must provide for sixty (60) days’ notice to the
Corporation in the event of cancellation or in the event of nonrenewal of an Insurance Policy or pertinent coverage.
iv)
Certificates to name the Corporation and any applicable Boards or
Commissions as additional insured with respect to the work being
performed.
The successful Proponent is required to protect its employees with WSIB
coverage and a valid Certificate of Clearance indicating the project involved must
accompany the first invoice for payment.
The Proponent shall be responsible for ensuring the health and safety of all
personnel at the site and may be requested to submit its health and safety
policies and/or procedures.
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The Proponent agrees that if the Proponent fails to take out or keep in force any
such insurance and should the Proponent fail to rectify the situation within
seventy-two (72) hours after written notice by the Corporation, the Corporation
has the right, without assuming any obligation in connection therewith, to effect
such insurance at the sole cost of the Proponent which cost shall be payable on
demand as additional rent.
6.6
Compliance with Laws
The Proponent shall comply with the relevant federal and provincial municipal
statutes and regulations pertaining to the work and its performance. The firm
shall be responsible for ensuring the similar compliance by its suppliers and
subcontractors. The contract shall be governed by and interpreted in accordance
with the laws of the Province of Ontario.
7.0
EVALUATION OF PERFORMANCE/TERMINATION
During the term of the engagement, the Firm’s performance will be evaluated
based on the following criteria:




Persons assigned to the Functional Plan development.
On-site participation of the architect senior:
o It is expected that the architect senior will be present or available
for consultation throughout the project.
Performance in the manner proposed:
o It is expected that the project will be carried out in the manner
proposed.
Project deadlines:
o It is expected that the project will be completed within the time
frames agreed to in the project schedule.
In the event that the Firm fails to comply with any of the terms and conditions set
forth in this document, they will be notified in writing and will be given 15 days to
rectify any violations. At the expiration of the 15 days, if the Firm has not
complied with same, to the satisfaction of the Corporation, the engagement will
be terminated. Any termination of the engagement by the Corporation, as
aforesaid, shall be without prejudice to any other rights or remedies the
Corporation may have.
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APPENDIX A - SCHEDULE OF PRICING
Marathon Seniors Supportive Housing Functional Plan Development
The price(s) quoted INCLUDE all taxes (other than HST) and all other charges now or hereafter
imposed or in force and is a Total Firm Price. Harmonized Sales Tax (HST) to be EXTRA. HST
must be shown separately on invoicing.
I/We hereby estimate to commence the job in __________ calendar days after
notification of award of Contract.
1.
Marathon Seniors Supportive Housing Functional Plan Development
$_________________________ (HST EXTRA)
COMPANY:
ADDRESS:
AUTHORIZED SIGNATURE:
(I have the authority to bind the corporation)
PRINT NAME & TITLE:
DATE:
Appendix A – Schedule of Pricing must be submitted in a separate, sealed
envelope.
The lowest or any proposal not necessarily accepted
10