RFP 10-003 Mechanical Engineering Services - Cafeteria ...

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RFP 10-003 Mechanical Engineering Services - Cafeteria ...

  1. 1. Purchasing Department, 3330 22nd Ave., Prince George BC V2N 1P8 Phone: 250-561-5809, Fax: 250-561-5842, email: purchasing@cnc.bc.ca Request for Proposal RFP 10-003 Mechanical Engineering Services – Cafeteria Servery Renovation Proposals Due: February 25th, 2010 at 1500 hours (3:00 p.m. Pacific Time) Respond to: Trish Bichon, Purchasing Manager Purchasing Department College of New Caledonia 3330 – 22nd Avenue Prince George BC V2N1P8 RFP 10-003 Mechanical Engineering Services – Cafeteria Servery Renovation 1
  2. 2. Purchasing Department, 3330 22nd Ave., Prince George BC V2N 1P8 Phone: 250-561-5809, Fax: 250-561-5842, email: purchasing@cnc.bc.ca RFP 10-003 Mechanical Engineering Services – Cafeteria Servery Renovation Due: 1500:00 hours (3:00 P.M.) local time, 2010 Feb 25th, 2010 The completed request for Proposal must be received in the office of College of New Caledonia Purchasing Department Room 1-339 - Prince George Campus Attention: Trish Bichon, Purchasing Manager Not later than: February 25th , 2010 at 1500 hours (3:00 p.m. Pacific Time) Inquiries about this request shall be directed to: Attn: Trish Bichon, Purchasing Manager The Purchasing Department Ph. (250) 562 2131 x 5407, Fax (250) 561-5842; E-mail: bichont@cnc.bc.ca, Contents 1 Request Summary..................................................................................................................................4 1.1 Background and Purpose.................................................................................................................4 1.2 Scope - Professional Mechanical Engineering Services .................................................................4 1.3 Delivery............................................................................................................................................5 1.4 Mandatory Site Visit – February 18th, 2010 .....................................................................................5 1.5 Proponent evaluation criteria:...........................................................................................................5 2 Information and Instructions to Proponents.............................................................................................6 3 General Terms & Conditions ..................................................................................................................8 3.1 Term of Contract..............................................................................................................................8 3.2 Default..............................................................................................................................................8 3.3 Indemnification.................................................................................................................................8 3.4 Insurance.........................................................................................................................................8 3.5 CNC’s authorized representative for the Owner:..............................................................................9 4 Response Requested.............................................................................................................................9 5 Evaluation of Proposals..........................................................................................................................9 Response Form......................................................................................................................................10 5.1 This Section to be completed by Proponent...................................................................................10 RFP 10-003 Mechanical Engineering Services – Cafeteria Servery Renovation 2
  3. 3. Purchasing Department, 3330 22nd Ave., Prince George BC V2N 1P8 Phone: 250-561-5809, Fax: 250-561-5842, email: purchasing@cnc.bc.ca CONFIRMATION OF INTENT TO RESPOND RFP 10-003 Mechanical Engineering Services – Cafeteria Servery Renovation Due: 1500:00 hours (3:00 P.M.) local time, 2010 Feb 25th, 2010 Please complete this form and mail, e-mail or Fax Immediately to: College of New Caledonia Purchasing Department 3330 22nd Ave., Prince George, BC V2N 1P8 Attention Trish Bichon, Purchasing Manager Fax: (250) 561-5842 e-mail: bichont@cnc.bc.ca Failure to return this form may result in a termination of communication regarding this Request Company Name Address City Postal Code: Contact Person Phone Fax E-Mail I have received a copy of the above noted Request Yes I will be responding to this request. I authorize College of New Caledonia to send further correspondence that it deems to be of an urgent nature by the following method: Courier Collect Facsimile E-Mail No, I will not be responding to this Request. I understand that if I do not submit a Response, this will not affect our status as a potential supplier to College of New Caledonia in the future. I also understand that if I do not return this form, our company will not receive any further notices with regard to this Request. Signature: Title: Date: RFP 10-003 Mechanical Engineering Services – Cafeteria Servery Renovation 3
  4. 4. Purchasing Department, 3330 22nd Ave., Prince George BC V2N 1P8 Phone: 250-561-5809, Fax: 250-561-5842, email: purchasing@cnc.bc.ca 1 Request Summary 1.1 Background and Purpose The College of New Caledonia was established in 1969. It is a comprehensive community college that serves an area of more than 117,500 square kilometres in a region comprising of five campus locations as well as four school district and many First Nation Bands. The main college campus is located in Prince George, with services and connectivity throughout the region from other campus centres located in Burns Lake, Vanderhoof, and Fort St. James, Mackenzie, Quesnel, and Valemount, Various other background material is available on the College’s website: www.cnc.bc.ca. With campuses throughout north-central BC, the College of New Caledonia is the region’s only comprehensive post-secondary education provider and the first choice for university transfer arts & science, business, social & health sciences, technologies, trades and adult upgrading. With the vast educational role the CNC plays in BC, it is very important that CNC maintains a position of technology leadership The College of New Caledonia is reviewing a project to renovate the existing cafeteria serving area in terms of functionality and energy efficiency optimization. 1.2 Scope - Professional Mechanical Engineering Services Subject and dependent upon budget approvals, the basic scope of work would include Performance of Professional Design Services if/as required for the proposed Cafeteria Servery Renovation layout at the Prince George CNC campus. Included in the scope will be to reduce the energy used to cool/heat the following areas: Servery 1-204 Deli 1-203 Main Kitchen 1-214 Seating 1-202. Ideas to reduce energy may include heat recovery on kitchen exhaust hoods (may be limited to 1-204), separation of air handling of spaces based on seasonal occupancy and other ideas the proponents may bring to CNC. Questions would be best asked at the site meeting or there-after. Appendix A is comprised of 1.) CNC Drawing #200=1-203 A2.01 2.) CNC PG Cafeteria Servery Renovation Project Schedule Rev 01 2010-02-12.mpp A method of question and answer communicated will be coordinated for proponents who have met the mandatory site visit requirements. RFP 10-003 Mechanical Engineering Services – Cafeteria Servery Renovation 4
  5. 5. Purchasing Department, 3330 22nd Ave., Prince George BC V2N 1P8 Phone: 250-561-5809, Fax: 250-561-5842, email: purchasing@cnc.bc.ca 1.3 Delivery Delivery of services will be coordinated with the successful proponent. 1.4 Mandatory Site Visit – February 18th, 2010 All proponents are required to coordinate a mandatory site visit with project lead, Mr. Theo Mushumanski: Proposed time and place is Thursday February 18 at 10:30 am, room 1-350 – Purchasing department. Theo Mushumanski, AScT.ASTTBC, CRD.BDIBC, RD.AIBC, RBO.BOABC Coordinator, Campus Development, College of New Caledonia 3330 22nd Avenue, Prince George, BC V2N 1P8 phone: 250-561-5821 cell: 250-617-1725 fax: 250-561-5865 email: mushumanskit@cnc.bc.ca 1.5 Proponent evaluation criteria: Criteria Weight Team make-up including relevant experience 20 Proof of recent success with CNC projects, and other like institutions through 20 references. Proposal clarity and proposed methodology relevant to critical time lines of 20 project schedule. Overall Proposal amount (including value adds) 40 Total weight value 100 Proposals should include a summary of qualifications relating, but not limited to: a. Team make-up including relevant experience b. Proof of recent success with CNC projects, and other like institutions through references c. Proposal clarity and proposed methodology relevant to critical time lines of project schedule. • Describe how your firm will commit to a schedule for this project. • Provide a clearly outlined method and plan for how your firm will determine the best possible project schedule outcome. d. Overall Proposal amount CNC is interested in the best value proposal. Value added components in terms of adding to the total success of this proposal will be welcomed for review. Through an evaluation process and review of proposals from firms responding to this RFP, the College of New Caledonia will determine the best value services. RFP 10-003 Mechanical Engineering Services – Cafeteria Servery Renovation 5
  6. 6. Purchasing Department, 3330 22nd Ave., Prince George BC V2N 1P8 Phone: 250-561-5809, Fax: 250-561-5842, email: purchasing@cnc.bc.ca 2 Information and Instructions to Proponents a) Any questions concerning this request must be in writing to the Purchasing Manager via facsimile to (250) 561-5842 or via email to bichont@cnc.bc.ca b) Proposals must be in the office of the Purchasing Department Room 1-339, College of New Caledonia, Prince George Campus on or before the closing date and time stated. Deliver Proposal by Hand, Post or Courier. Allow enough time for receipt by closing date and time. Oral, telephoned, proposals will not be considered. Faxed or emailed proposals will be accepted, however it is up to the proponent to confirm their documents have been received by the Purchasing Department. c) Proposals received in the delivery location after the closing date and time will be returned unopened. d) This completed proposal form, specifications, general conditions and any attachments hereto shall become part of any contract entered into between the successful bidder and College of New Caledonia. Time shall be the essence. e) Proposals may be amended or withdrawn by written notice only, provided such notice is received in the office of the Purchasing Manager prior to the date and time set for the closing of this request. No telephone messages will be accepted. f) College of New Caledonia will not assume any responsibility or liability for any costs incurred by the vendor in the preparation of their proposal. g) College of New Caledonia reserves the right to reject any or all proposals at any time without further explanation, clarify any proposals received, enter into negotiations with any bidder submitting a proposal and/or contract for services and/or equipment different from that specified herein, and/or to accept any proposal considered advantageous to College of New Caledonia as it shall solely determine. Proposals, which contain qualifying conditions or otherwise fail to conform to this request for Proposal document may be disqualified or rejected. College of New Caledonia may waive any non-compliance with the request for proposal documents, specifications or any conditions, including the timing of delivering of anything required by this request. h) Should any legislation and/or budgetary direction by the Ministry of Advanced Education or the CNC Board of Directors or other duly constituted governmental authority adversely affect the intent of this RFP or any part thereof then this RFP may, at option of CNC be at an end and void. i) Review will be based on the best value to College of New Caledonia based on quality, service, reputation and proven capabilities of the design firm and/or contractor and any criteria set out herein based solely on College of New Caledonia’s assessment of the Proposal. j) Acceptance of your Proposal shall be by official purchase order issued by College of New Caledonia. k) The Supplier/firm will obtain permits, pay all fees therefore and comply with all Provincial, Municipal and other legal regulations and by-laws applicable to the work. If no local regulations, comply with the National Building Codes of Canada, latest revision. RFP 10-003 Mechanical Engineering Services – Cafeteria Servery Renovation 6
  7. 7. Purchasing Department, 3330 22nd Ave., Prince George BC V2N 1P8 Phone: 250-561-5809, Fax: 250-561-5842, email: purchasing@cnc.bc.ca l) The Supplier/firm will be in good standing with the Workers Compensation Board of British Columbia and provide its W.C.B. registration number on the response page of this document. The Supplier receiving award of this request shall provide a letter of good standing with the W.C.B. within ten (10) days of notification of award. m) The Supplier/firm shall ensure compliance by all their employees, partners, individuals, sub-suppliers and/or consultants employed on this contract with all provisions of the Workers’ Compensation Act and the Occupational Health and Safety regulation made pursuant thereto, which are in force at the time the work is being performed. n) The supplier/firm shall ensure compliance with all provisions of any other legislation, and/or College of New Caledonia Policy and Procedures, which relate to Occupational Health and Safety. o) The Bidder will rely entirely upon their own judgment in submitting a proposal, and will include in their proposal a sum sufficient to cover all items required. In submitting a proposal, the Bidder confirms they have familiarized themselves with the site(s) to their complete satisfaction. p) Any notice required to be given in this contract shall be deemed to be duly given to College of New Caledonia if sent by registered mail addressed to Purchasing Manager College of New Caledonia 3320 22nd Ave., Prince George, BC V2N 1P8 and to the selected supplier/vendor/contractor if sent by ordinary post to the address set forth in the response and shall be considered to be received no later than five days from the date of mailing. q) This request is subject to the provisions of Annex 502.4 of the Agreement on Internal Trade. r) The supplier may not assign or subcontract this agreement without the prior written consent of College of New Caledonia s) Should any term or portion of this agreement be found to be invalid or unenforceable, the remainder shall continue to be valid and enforceable. t) In the event of a dispute arising between College of New Caledonia and the supplier as to their respective rights and obligations under the contract, either party may give written notice to the other party seeking Alternate Dispute Resolution, but the contract shall continue to be performed by both parties. In the event a party gives written notice to the other party seeking Alternate Dispute Resolution, both parties agree to using their best efforts to resolve the dispute by mutual agreement for a period of not less than fourteen (14)days. In the event the parties fail to resolve the dispute by mutual agreement after fourteen (14) days of the time specified, either party may give written notice to the other party declaring the attempted dispute resolution by mutual agreement to be a failure. In the event notice of failure to resolve the dispute by mutual agreement is given, the dispute shall be submitted to binding arbitration by a single arbitrator pursuant to the laws of the Province of British Columbia with the costs of that arbitration being borne equally by the parties. RFP 10-003 Mechanical Engineering Services – Cafeteria Servery Renovation 7
  8. 8. Purchasing Department, 3330 22nd Ave., Prince George BC V2N 1P8 Phone: 250-561-5809, Fax: 250-561-5842, email: purchasing@cnc.bc.ca Any dispute may be submitted to arbitration except: i. The breach or alleged breach of the confidentiality provisions of this contract; ii. the fundamental breach or alleged fundamental breach of this contract by either party; or iii. Where the contract has been lawfully terminated by College of New Caledonia pursuant to this contract. u) All documents submitted in response to this Request shall become the property of College of New Caledonia and as such will be subject to the disclosure provisions of the British Columbia Freedom of Information and Protection of Privacy Act. 3 General Terms & Conditions 3.1 Term of Contract Contract term shall be from acceptance and continue until 60 days following substantial completion. 3.2 Default College of New Caledonia may by notice of default to the supplier, terminate in whole or in part the contract if the supplier fails to perform any provision of this contract within the time specified, or within a reasonable time if no time is specified. In the event College of New Caledonia does terminate the contract in whole or in part as specified above, College of New Caledonia may procure items or services similar to those so terminated and the supplier will be liable to College of New Caledonia for any excess costs for such similar items or services. The supplier will not be liable for any excess costs if failure to perform is due to strike, lockout, or Acts of God. College of New Caledonia will not be liable where delivery sites are not available due to strike, lockout, or Act of God. 3.3 Indemnification The supplier and/or contractor will indemnify and save harmless College of New Caledonia, its employees and agents from and against any and all losses, claims, damages, actions, causes of action, costs and expenses that College of New Caledonia may sustain, incur, suffer or be put to at any time either before or after the expiration or termination of this contract, where the same or any of them are based upon, arise out of or occur, directly or indirectly, by reason of any act or omission of the supplier or of any agent, employee, officer, director or sub-contractor of the supplier pursuant to this contract, excepting always liability arising out of the independent negligent acts of College of New Caledonia. 3.4 Insurance The supplier shall, without limiting its obligations or liabilities herein and at its own expense, provide and maintain the following insurances with insurers licensed in British Columbia and in forms and amounts appropriate to the indemnification requirements of this contract. The minimum insurance shall be: Comprehensive, Commercial General Liability, third party, in an amount not less than $2,000,000 (two million dollars) inclusive per occurrence and include insurance against bodily injury, property damage RFP 10-003 Mechanical Engineering Services – Cafeteria Servery Renovation 8
  9. 9. Purchasing Department, 3330 22nd Ave., Prince George BC V2N 1P8 Phone: 250-561-5809, Fax: 250-561-5842, email: purchasing@cnc.bc.ca and liability assumed under this contract. College of New Caledonia shall be named as an additional insured. Automobile Liability on all vehicles owned, operated or licensed in the name of the supplier in an amount of not less than $2,000,000. All the foregoing insurance shall be primary and not require the sharing of any loss by any insurer of College of New Caledonia. The supplier shall provide College of New Caledonia with evidence of all required insurance prior to the commencement of services. Such evidence shall be in a form acceptable to College of New Caledonia. When requested by College of New Caledonia, the supplier shall provide certified copies of required insurance policies. All required insurance shall be endorsed to provide College of New Caledonia with 30 days advance written notice of cancellation or material change. The supplier hereby waives all rights of recourse against College of New Caledonia with regard to damage to the supplier's property. The supplier shall require and ensure that each subcontractor maintain liability insurances comparable to that required above. Unless specified otherwise, the duration of each insurance policy shall be from the date of commencement of the work until the date of the total Performance of the Work. 3.5 CNC’s authorized representative for the Owner: The authorized representative for the owner for this project is Mr. Jim Hoyer, Facility Services - Director. Mr. Theo Mushumanski, Coordinator, Campus Development will be the CNC lead for this project. . 4 Response Requested Proponents are asked to complete Section 6 of this document and return this with their proposal. CNC anticipates that proponents may have questions. Any such questions should be submitted in writing via fax only to the attention of the Purchasing Manager 250-561-5842 before 4:00 p.m. July 3rd, 2009. CNC will endeavour to issue answers, if required to confirmed bidders, before 4:00p.m. - July 6th, 2009 answering any questions to the best of its ability. 5 Evaluation of Proposals CNC will review the proposals received and may accept any component part as it deems to be in its best interest or none at all. The criteria given in the table below will be instrumental in the selection process. CNC’s decisions on the award of points will be final. CNC may at its option interview representatives from the highest ranked proponent or any proponents prior to making a decision concerning the supply of proposed services. CNC reserves the right to negotiate with any proponent or to award outright without negotiation or not to award. RFP 10-003 Mechanical Engineering Services – Cafeteria Servery Renovation 9
  10. 10. Purchasing Department, 3330 22nd Ave., Prince George BC V2N 1P8 Phone: 250-561-5809, Fax: 250-561-5842, email: purchasing@cnc.bc.ca Response Form 5.1 This Section to be completed by Proponent RFP 10-003 Mechanical Engineering Services – Cafeteria Servery Renovation Due: 1500:00 hours (3:00 P.M.) local time, 2010 Feb 25th, 2010 The undersigned agrees, on behalf of the company named below, to supply services at the prices quoted and within the terms and conditions as identified in Request for Proposal #10-003 This Proposal is valid and enforceable for at least one hundred and twenty (120) days following the closing date. The undersigned further agrees that they have read this request in its entirety, understand its meaning and effect on their Proposal, agree to the terms and conditions, and comply with all requirements. The undersigned warrants that they have the authority to bind the company to this contract. Company Name: Address: City: Postal Code: Phone: Fax: E-Mail: Date: Signature of Print Signing Officer: Name: Title of Signing Officer: W.C.B. Registration Number: RFP 10-003 Mechanical Engineering Services – Cafeteria Servery Renovation 10

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