Pickle Lake Multiplex Facility

ADDENDUM #1 - January 25, 2010

Submission Requirements - RFP - Multi-Plex Updates

Clarification #1 - $5,000.00 proposal deposit

#1 - Deposits of unsuccessful proponents shall be returned within 60 days of Request for Proposal closing date of February 19, 2010.

Clarification #2 - Performance Bond Surety

#2 - The Performance Bond only relates to bonding for the successful contractor; (who may or may not be partnering with the RFP proponent). It will be the responsibility of the successful RFP proponent to ensure that the recommended contractor(s) comply with this item upon awarding of the contract work.

ADDENDUM #2 - February 4, 2010

CLARIFICATION: The terms of the request for proposals are hereby amended for clarity purposes.

This is a DESIGN/BUILD RFP.

Please submit your final proposal based on this designation.

If you have further questions about the DESIGN/BUILD concept please contact Karl Hopf, Superintendent, Township of Pickle Lake at (807) 928-2034.

ADDENDUM # 3 - February 16, 2010

CLARIFICATION: The Pickle Lake "Multi Plex" Request for Proposals deadline date for submissions has been EXTENDED to MONDAY, MARCH 1, 2010 at NOON CST.

If you have further questions, please contact Karl Hopf, Superintendent, Township of Pickle Lake at (807) 928-2034.

PICKLE LAKE MULTI-PLEX FACILITY

Pickle Lake, Ontario, is situated 540 km north of Thunder Bay and can be reached on a paved highway by travelling north at Ignace, Ontario, or Sioux Lookout, Ontario. Pickle Lake is a community of 450 residents, serving an area population of approximately 1000 people.

The Township of Pickle Lake has determined the need for a new Multiplex to house the following facilities:

i. Township Office

ii. Community Hall

iii. Library, and

iv. Courthouse.

Proponents have the sole responsibility to register their “RFP” submissions to the Township of Pickle Lake office by Noon; CST on Friday, February 19, 2010. Late proposals will not be accepted.

All proposals meeting the registration requirements will be entitled to receive any additional updates, notices, and addendums relating to the RFP.

Proposals for this project must be received by the Township of Pickle Lake by Noon; CST on Friday, February 19, 2010 unless the timeline is extended to all proponents, by the sole discretion of the Township of Pickle Lake.

PROPOSLS SUBMITTED AFTER THE DEADLINE WILL NOT BE ACCEPTED.

All written proposals submitted shall be marked “Pickle Lake Multiplex Proposal” and may be sent in a paper as well as electronic format to:

Township of Pickle Lake

Box 340

Pickle Lake, Ontario P0V 3A0

Fax: (807) 928-2708

Email – reception@picklelake.org

to the attention of Karl Hopf, Town Superintendent

The requirements for the RFP are described in this document as SCHEDULE “A”. This call for proposals allows the proponents to demonstrate their knowledge and understanding of the needs of the Township of Pickle Lake, and their solutions to the design criteria of the building for our northern climate conditions.

Preliminary drawings, building layouts, energy efficient heating methods, along with material durability and aesthetic quality are to be included and highlighted in the proposals. Innovations that have been tested, and have a demonstrated successful track record are expected to be incorporated into the documentation.

Once a successful candidate has been selected by the Township of Pickle Lake, a firm, lump sum contract will be negotiated for detailed design work, tender documents and process, construction inspections, travel costs and meeting schedule commitments. This contract shall include all designer/engineering/architect fees and tender administration costs: along with appropriate contingency fees which are not to exceed 15% of the value of the total of the lump sum contract entered into.

All submitted RFP’s will be evaluated using the grid established and described as SCHEDULE “B”, attached to this document.

The submission of any proposal will not create an obligation upon the Township of Pickle Lake to accept the lowest cost proposal, or any proposal, in any circumstance.

Timeline Information

Copies of this RFP document will be available on the Township of Pickle Lake’s website at www.picklelake.ca

Time is of the essence in all phases of the project.

Proponents shall include a schedule to address the following stages:

· 60% Construction Drawings – due date

· 99% Construction Drawings – due date

· Tender issuing – due date

· Tender closing – due date

· Tender evaluation and award – due date

· Construction – start date

· Construction – substantial completion date

· Construction – final project completion date

PART 2

TOWNSHIP OF PICKLE LAKE – MULTIPLEX

PROJECT REQUIREMENTS

SCHEDULE “A”

The Pickle Lake Multiplex incorporates 4 functions into one ground level building. Uses will include a Courthouse, Library, Municipal Office and a Community Hall.

Ideally, the building will be intersected with fire rated partition walls which divide the functions. These uses may be interconnected within the building envelope.

The Multiplex is to be located in Pickle Lake on the southwest side of “E” street in an existing U-shaped cul-de-sac, which is presently supplied with water and sewage services.

The site is 6.17 acres, and the building is to be approximately 17,500 square feet in scope.

A map which includes topographical data is attached as SCHEDULE “C”.

MULTIPLEX PROJECT – GENERAL NOTES

The following points are suggestions that need to be considered in the building design and function. Submitted solutions that satisfy these objectives will be reviewed for acceptance.

1. Accessibility for Ontarians with Disabilities Act

2. Energy efficient heating and cooling system(s) i.e. ground source heat

3. New underground hydro and transformer supply and installation based on peak load calculations

4. Water and sewage supply and tie-in to existing services

5. Additional earth fill amounts required to level site

6. Fencing for the west perimeter boundary

7. Concrete floors at ground level (no stairs or crawl spaces)

8. Brick block walls (especially for the Courthouse)

9. Fire ratings/materials

10. Access road paving

11. Parking lots and landscaping

12. Standby power supply to parts of the Multiplex

13. Energy efficient windows to incorporate natural lighting where possible (No Skylights)

14. Exterior cladding and aesthetic appearance of building

15. Seamless coloured metal roof throughout.

BUILDING SPECIFICATIONS

1. Courthouse – approximate area = 4,500 sq ft.

The Courthouse shall incorporate an entry-way, a waiting area, a courtroom; witness, defendant, and judge’s boxes, along with 3 interview rooms; a holding cell, a judge’s chamber plus 2 secure areas for defendants awaiting trial.

A room for police officers waiting area along with a clothing storage foyer is also required. An outside, secured parking/entrance area, with a concrete pad, metal roof and fenced/gated security area which leads directly to the cell holding areas is a cornerstone of the design requirements.

High strength, low sound transmission wall materials are essential features, along with high capacity room fans.

Electrical components for video conferencing along with internet and computer terminals shall be included in this design.

NOTE: All plans, drawings, construction material and building security items (bars, doors, ceiling material, electronic locks, security cameras etc) are subject to the Building Code of Ontario. Approvals shall also be required from the Office of the Attorney General of Ontario and the Ontario Realty Corporation.

2. Municipal Office – approximately area = 5,000 sq ft.

The Municipal building shall incorporate 14 rooms/offices and will include: an entry waiting room and front counter, two public and two private washrooms, a custodian’s storage room, a large Council Chambers for public meetings, and seven office rooms.

Internet and computer terminals shall be provided to all offices and the Council Chambers.

Security cameras shall be required in designated areas.

A full basement with an area of 2,500 sq ft is to be located under the Municipal offices, to be used as the mechanical room for the entire Multiplex, and for Municipal record storage.

3. Community Hall – approximate area = 5,000 sq ft.

This building requires a main meeting hall and dance floor area of 3,400 sq ft with a 285 person capacity. In addition, a kitchen and bar area immediately adjacent to the main hall and a sufficient number of public washrooms are required.

A large custodian room, storage for tables, chairs and equipment, and a small office round out the essentials. Focus should be directed to the flooring material for durability and easy cleaning. The washrooms here are to be “bullet proof” material.

4. Library – approximate area = 3,000 sq ft.

The library shall encompass a main public library room with sufficient shelving space, a more private public area with shelving space, a main office, a custodian’s room and 2 public washrooms.

Multiple internet and computer terminals shall be required in designated areas.

PART 3

OBJECTIVES

The goal of the Pickle Lake Multiplex project is to create a safe, accessible, energy efficient and aesthetically pleasing multi unit facility to serve the Township’s existing and future needs.

It is essential that all design criteria meet the accessibility requirements under the “Ontarians with Disabilities Act” as well as the energy efficiency standards of the Ontario Building Code.

Additionally, the Courthouse unit shall meet all applicable standards that relate to the special requirements of the intended usage.

SUBMISSION REQUIREMENTS

Proponents with additional questions concerning their submissions shall contact KARL HOPF, TOWN SUPERINTENDENT, for clarification.

Partnering of 2 or more firms for a Joint Venture submission will require full disclosure to the Township.

All proposal submissions are subject to the disclosure requirements of the Municipal Freedom of Information and Protection of Privacy Act, RSO, 1990 C. M. 56.

Trade secrets must be clearly identified in the submission.

All proposals submitted in paper or electronic format shall address in detail the following items along with all others identified in this RFP:

1. An overview of the approach taken and the design rationale for the project.

2. An outline of team members, the cost for same, and examples of past work, experience, and current references.

3. A concise work plan and all timelines.

4. Proof of authority to bind the firm.

5. Proof of ability to secure a Performance Bond of Surety in Ontario, including a 100% secure bond for the Proposal cost which shall include bonding for labor, materials and maintenance for two years following substantial completion of the project.

6. Proof of Commercial General Liability Insurance of not less than $5,000,000.00 (CAN $) inclusive per occurrence for bodily injury and death, in the name of the proponent.

7. Proof and clearance Certificate for WSIB coverage.

8. Proof of Automobile Liability Insurance of $2,000,000.00 (CAN $) inclusive per occurrence for bodily injury, death, and property damage which covers all vehicles used on the project.

9. All insurance policies carried on the project shall have a maximum deductible of not more than $25,000.00 (CAN $) and have the Township of Pickle Lake named as an additional insured party.

A proposal deposit of $5,000.00 (CAN $) is required to be included with each submission. The deposit shall be certified cheque, money order or cash.

The successful proponent chosen shall have the deposit refunded to them once the following have been completed:

a) A lump sum contract has been agreed upon and signed.

b) All submission requirements, conditions, and obligations have been met and then verified by the Township of Pickle Lake.

c) Should the successful proponent chosen fail to enter into a lump sum contract, the Township of Pickle Lake will be entitled to retain the full deposit value, and to further claim any excess damages so suffered.

NOTE: The deposit of unsuccessful proponents shall be returned within 60 days of a successful proponent being selected.

PART 4

TOWNSHIP OF PICKLE LAKE – MULTIPLEX

REQUEST FOR PROPOSALS

SCHEDULE “B”

Submission Evaluation Criteria:

The proposals submitted shall be evaluated by the Township of Pickle Lake for approval and selection of the successful proponent.

The following evaluation grid shall be used to evaluate all compliant proposals:

1. Anticipated lump sum proposal cost 20%

2. Anticipated construction to completion total project

cost 25%

3. Experience, track record, and references of the firm 10%

4. Compliance with proposal terms 15%

5. Safety, environmental, energy saving, and accessibility

features 15%

6. Delivery/schedule/fast track of the firm’s commitment

to the project 10%

7. Value added/innovative features 5%

TOTAL 100%

The top three qualifying candidates may be required to make a presentation to the Township of Pickle Lake regarding the following:

· Design concepts and project vision

· Plan for inspection and quality control management

· Budget reporting and control procedures

· Innovations and energy efficiency explanations

· Other matters pertaining to the project.

An additional public presentation by the selected firm may also be required at Council’s discretion.

Please include all of these anticipated costs in your proposal.

Only the successful proponent will be reimbursed for presentation and travel costs.

Joint venture proposals by two or more firms will be accepted if submitted in accordance with the criteria and deadline.

SCHEDULE “B”

Inquiries and Questions

All inquiries and requests for clarification concerning the RFP shall be directed to Karl Hopf, Town Superintendent, Township of Pickle Lake.

Further Conditions

The Township of Pickle accepts no responsibilities for the costs to the proponents in relation to the creation or submission of their Proposals. These costs shall be borne solely by the proponent. The submission of a proposal does not constitute acceptance of an offer by the Township of Pickle Lake or a binding contract between the parties.

The Township of Pickle Lake reserves the right to reject any and all proposals for failure to meet the criteria of the RFP or any other reasonable grounds, including overall design, timelines, or cost of the project.

All proposals submitted shall become the property of the Township of Pickle Lake upon submission.

Furthermore, the proponent acknowledges that the Township of Pickle Lake may utilize submitted proposal information in any discussions and negotiations with other proponents.

All prices quoted in the proposal are to be valid for 60 days from opening of the proposals, or until such time as the final lump sum contract is ratified between the successful candidate and the Township of Pickle Lake.