SCHEDULE C – FORM OF PROPOSAL
RFP Project Title:
LANDSCAPE ARCHITECTURAL SERVICES
FOR NEWTON ATHLETIC PARK
RFP Reference No.:
1220-030-2013-007
Name of Proponent:
Contact Person and Title:
Business Address:
Telephone:
Fax:
E-Mail Address:
TO:
City Representative:
Kam Grewal, CMA, BBA, Corporate Audit Manager,
Acting Purchasing and Accounts Payable Manager
Address:
City of Surrey, City Operations Works Yard,
Purchasing Section, 1st Floor
6645-148 Street, Surrey, B.C. Canada V3S 3C7
Telephone:
604-590-7274
Fax:
604-599-0956
Email for PDF Files:
purchasing@surrey.ca
Dear Sir:
1.0
I/We, the undersigned duly authorized representative of the Proponent, having received and carefully
reviewed all of the Proposal documents, including the RFP and any issued addenda posted on the City
Website, and having full knowledge of the Site, and having fully informed ourselves as to the intent,
difficulties, facilities and local conditions attendant to performing the Services, submit this Proposal in
response to the RFP.
2.0
I/We confirm that the following schedules are attached to and form a part of this Proposal:
Schedule C-1 – Statement of Departures;
Schedule C-2 – Proponent’s Experience, Reputation and Resources;
Schedule C-3 – Proponent’s Technical Proposal (Services);
Schedule C-4 – Proponent's Technical Proposal (Schedule); and
Schedule C-5 – Proponent’s Financial Proposal.
3.0
I/We confirm that this proposal is accurate and true to best of my/our knowledge.
RFP #1220-030-2013-007
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4.0
I/We confirm that, if I/we am/are awarded the agreement, I/we will at all time be the “prime contractor” as
provided by the Worker's Compensation Act (British Columbia) with respect to the Services. I/we further
confirm that if I/we become aware that another consultant at the place(s) of the Services has been
designated as the “prime contractor”, I/we will notify the City immediately, and I/we will indemnify and hold
the City harmless against any claims, demands, losses, damages, costs, liabilities or expenses suffered by
the City in connection with any failure to so notify the City.
This Proposal is submitted this _____________________ day of _________________________, 20__.
I/We have the authority to bind the Proponent.
_______________________________________
_______________________________________
(Name of Proponent)
(Name of Proponent)
_______________________________________
_______________________________________
(Signature of Authorized Signatory)
(Signature of Authorized Signatory)
_______________________________________
_______________________________________
(Print Name and Position of Authorized
(Print Name and Position of Authorized
Signatory)
Signatory)
RFP #1220-030-2013-007
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SCHEDULE C-1 - STATEMENT OF DEPARTURES
1.
I/We have reviewed the proposed Contract attached to the RFP as Schedule “B”. If requested by the City,
I/we would be prepared to enter into that Contract, amended by the following departures (list, if any):
Section
2.
Requested Departure(s) / Alternative(s)
The City of Surrey requires that the successful Proponent have the following in place before commencing
the Services:
a)
Workers’ Compensation Board coverage in good standing and further, if an “Owner Operator” is
involved, personal operator protection (P.O.P.) will be provided,
Workers' Compensation Registration Number _________________________________________;
b)
Prime Contractors qualified coordinator is Name: __________________ and Contact Number:
______________;
c)
Insurance coverage for the amounts required in the proposed Contract as a minimum, naming the
City as additional insured and generally in compliance with the City’s sample insurance certificate
form available on the City’s Website, see Consultants Certificate of Insurance;
d)
City of Surrey business license;
e)
If the Proponent's Goods and Services are subject to HST, the Proponent's HST Number is
____________________________________; and
f)
If the Proponent is a company, the company name indicated above is registered with the Registrar
of
Companies
in
the
Province
of
British
Columbia,
Canada,
Incorporation
Number
__________________________________.
As of the date of this Proposal, we advise that we have the ability to meet all of the above requirements
except as follows (list, if any):
Section
3.
Requested Departure(s) / Alternative(s)
I/We offer the following alternates to improve the Services described in the RFP (list, if any):
Section
RFP #1220-030-2013-007
Requested Departure(s) / Alternative(s)
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4.
The Proponent acknowledges that the departures it has requested in Sections 1, 2 and 3 of this Schedule
C-1 will not form part of the Contract unless and until the City agrees to them in writing by initialling or
otherwise specifically consenting in writing to be bound by any of them.
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SCHEDULE C-2 - PROPONENT’S EXPERIENCE, REPUTATION AND RESOURCES
Proponents should provide information on the following (use the spaces provided and/or attach additional
pages, if necessary):
(i)
Location of branches, background, stability, structure of the Proponent;
(ii)
Description of the Proponent’s relevant experience, qualifications and knowledge of the applicable
services, applications, hardware, laws and regulations, customer service standards, needs
assessment, etc. in delivering Services similar to those required by the RFP;
(iii)
Proponent’s demonstrated ability to provide design services that do not exceed the prescribed
budget caps, and the Proponent’s strength in excellent contract administration and cost tracking
Services;
(iv)
Proponent’s equipment servicing resources, capability and capacity, as relevant;
(v)
Proponents should provide three (3) current government contract/subcontract information (e.g. of
work performed within the past three (3) years for similar services). The Proponent should identify
the contracts by number, agency of performance, contracting officer telephone number and
address.
Type of contract, contract amount, period of performance, and comments on any
performance problems encountered and the Proponent’s corrective actions. Proponents with no
prior government contracts or subcontracts may submit similar information for contract and/or other
work performance with private industries and educational institutions;
The City will evaluate the Proponents’ past performance based on previous contract work and/or
other relevant references of the individuals proposed as appropriate.
If contract performance
information is not available or is insufficient for evaluation purposes, the City may survey those
outside agencies, organizations, and individuals provided as references to evaluate past
performance;
(vi)
Proponent’s financial strength (with evidence such as financial statements, bank references);
(vii)
The Proponent team will identify the project manager responsible for performing the duties and
obligations as defined in the RFP. Describe his/her authority to represent all members of the
Proponent’s team and his/her responsibilities in discharging the obligations of an agreement
between the Proponent and the City. Provide suitable information in support of the ability of the
project manager to properly manage this project;
(viii)
provide a staffing plan indicating names and qualifications of principal personnel within each area of
work required as identified in the RFP. Provide a detailed resume up to a maximum of three pages
for each team member;
(ix)
Proponents should provide information on the background and experience of all key personnel
proposed to undertake the Services (use the spaces provided and/or attach additional pages, if
necessary):
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Key Personnel
Name:
Experience:
Dates:
Project Name:
Responsibility:
_______________________________________________________________________
Dates:
Project Name:
Responsibility:
_______________________________________________________________________
Dates:
Project Name:
Responsibility:
_______________________________________________________________________
(x)
Proponents should provide the following information on the background and experience of all subconsultants proposed to undertake a portion of the Services (use the spaces provided and/or attach
additional pages, if necessary):
DESCRIPTION OF SERVICES
SUB-CONSULTANTS NAME
YEARS OF
TELEPHONE NUMBER
WORKING
AND EMAIL
WITH
CONSULTANT
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SCHEDULE C-3 - PROPONENT’S TECHNICAL PROPOSAL (SERVICES)
Proponents should provide the following (use the spaces provided and/or attach additional pages, if
necessary):
(i)
a narrative that illustrates an understanding of the City’s requirements and Services;
(ii)
a description of the general approach and methodology that the Proponent would take in
performing the Services including specifications and requirements;
(iii)
a narrative that illustrates how the Proponent will complete the scope of Services, manage the
Services, and accomplish required objectives within the City’s schedule;
(iv)
describe how the Proponent would undertake the tasks defined in this RFP and satisfy its
obligations, duties and responsibilities for the project; and
(v)
describe the Proponent’s organizational structure for the project and the relationships between all
functions in the organization including the proposed interface with the project team. Identify the
professionals who will be directly signing-off and accepting relevant liabilities for each part of the
project. Provide a description of the work to be performed by the Proponent’s own resources, and
work which will be performed by sub-contracted organizations.
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SCHEDULE C-4 - PROPONENT’S TECHNICAL PROPOSAL (SCHEDULE)
Proponents should provide an estimated schedule, with major item descriptions and time indicating a
commitment to perform the Contract within the time specified (use the spaces provided and/or attach
additional pages, if necessary).
MILESTONE DATES __________________________________
ACTIVITY
SCHEDULE
1
RFP #1220-030-2013-007
2
3
4
5
6
7
8
9
10
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SCHEDULE C-5 - PROPONENT’S FINANCIAL PROPOSAL
Indicate the Proponent’s proposed fee (excluding HST), and the basis of calculation (use the spaces provided and/or
attach additional pages, or alternately formatted Schedule C-5, if necessary) as follows (as applicable):
(i)
monthly fee;
(ii)
hourly rates for all team members if payment is to be made on an hourly basis; or
(iii)
lump sum fee.
Schedule of Rates:
Item
No.
Description
Estimated
Quantity of
Hours
Hourly Rate
Total Price
Design & Drafting Services:

Project Manager

Lead Designer

Jr. Designer or Technician

CAD work / As-built information collection
Other (please specify):
Sub-Consultants:

Surveyor / Ground Locate

Geotech

Erosion and Sediment Control

Lighting

Landscape Architect
Other (please specify):
Tender Document & Spec. Packages Preparation:
Construction Management (Field):
Construction Management (Parking):
Disbursements:
Pre-tender Meetings / Mileage:
Miscellaneous costs / printing:
Other (please specify):
Subtotal:
HST:
TOTAL PROPOSAL PRICE:
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Additional Expenses:
The proposed Contract attached as Schedule "B" to the RFP provides that expenses are to be included within the
fee, other than the expenses listed in the Contract as disbursements. Details of disbursements are to be shown in
the chart above. Please indicate any expenses that would be payable in addition to the proposed fee and proposed
disbursements set out above:
Payment Terms:
A cash discount of _______% will be allowed if account is paid within _____ days, or the_________ day of the month
following, or net 30 days, on a best effort basis.
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