Tenders and Request for Proposals
OTF CAPITAL PROJECT – 09-27-2024
REQUEST FOR QUOTATION
DESERONTO PUBLIC LIBRARY
Project Description & Background Information
The Deseronto Public Library and Town of Deseronto are seeking quotations for a capital project funded by the Ontario Trillium Foundation. The Deseronto Public Library (the Library) has been in the same location for over 25 years. The building was previously used for many purposes, such as a bowling alley and meeting hall before being converted to the purpose it now serves.
This Request for Proposal (RFP) is an invitation to prospective proponents to submit a proposal indicating their organizations capability and resources for developing the necessary designs to equip the Library with the following deliverables:
1.
Accessible Washroom Design
2.
Public Washroom Design
3.
HVAC & Cooling System Roof Mount Design Standard
4.
Existing Building Drawings of space to be renovated and rest of the building.
The objective of the washroom renovations project is to create one accessible washroom and one multi-stall universal public washroom. To guide the design of these washrooms, proponents will develop an Accessible Washroom Design and Public Washroom Design that reflects the latest code requirements and best practices for accessibility and washroom design. Washroom renovations should focus on improving accessibility, but should also address safety, gender-inclusion, utility consumption and standardization of finishes and fixtures.
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Section 1: Timetable
EVENT
Date/Time
Issuance of RFP
September 27th, 2024
Date of Mandatory Site Visit
October 8th, 2024 – 11:00am
Last day for Proponent Questions
October 18th, 2024 – 4:00pm
Last day to issue Addenda
October 21st, 2024 – 4:00pm
Submission Deadline
October 25th, 2024 - 4:00pm
All questions and final RFP packages are to be submitted electronically to Julie Lane at ceo@deserontopubliclibrary.ca
Or by mail:
ATTN Julie Lane, CEO
Deseronto Public Library
358 Main Street, P.O Box 302
Deseronto, ON
K0K 1X0
Section 2: Maximum Number of Successful Proponents
The maximum number of successful proponents for this RFP is: One (1)
Section 3: Requirements for Engineers Insurance
•
Standard automobile liability insurance covering vehicles owned by the successful proponent and non-owned vehicles with limits of not less than two million dollars ($2,000,000.00), if applicable.
•
General and Professional liability insurance to cover against Claims made for errors, omissions, and/or negligent acts, attributable to, or relating to the performance of the Successful Proponent’s Services under the Final Agreements, within limits of not less than two million dollars ($2,000,000.00) per claim and a deductible or a self-insured retention not to exceed $25,000.00 per claim. Such policy shall not exclude prior acts relating to the Successful Proponent’s Services under the Final Agreements. Such insurance shall be maintained from the award of the RFQ until two (2) years following the earlier termination of the Final Agreements or
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completion of the Successful Proponent’s Services. The Successful Proponent agrees
to advise the Library by written declaration of any and all claims pending against such insurance prior to commencement of the Services and on a monthly basis thereafter as a condition of payment;
•
Valuable papers and media coverage insurance to cover the loss or damage to the full replacement value of drawings, reports, data, plans and specifications and other materials collected, prepared, or developed under the Final Agreement in an amount of no less than two hundred fifty thousand dollars ($250,000.00);
•
“All Risks” property insurance covering the Successful Proponent and Subcontractors’ owned, rented or leased tools, machinery, equipment and property used for the performance of the Project Work, including equipment breakdown coverage, if applicable.
•
WSIB or Equivalent: Provide a clearance certificate from the Ontario Workplace Safety Insurance Board, or if the Successful Proponent is not subject to the Workplace Safety and Insurance Act (Ontario), evidence of employers’ liability coverage equivalent to WSIB coverage in the amount of not less than two million dollars ($2,000,000.00).
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Section 4: Scope of Work
The successful proponent shall develop a written and illustrated design in a mutually agreed upon viewing format that fulfills the following objectives:
•
Provide the Library with a complete design as per OBC to upgrade existing multi-stall washroom to accessible universal washroom with adult change table and storage. Include provisions to cover existing exposed copper piping.
o
To provide the Library with washroom layout(s) complete with dimensions, tile layout patterns, clearances, accessories and required services.
o
To develop layouts that meet or exceed barrier free requirements of the Ontario Building Code and align with recommendations outlined in CSA standard B651.23. The expectation is that the proponent will be familiar with forthcoming OBC changes (including harmonization with the National Building Code NBC) and develop the design to comply and/or exceed requirements that take effect in January 2025.
o
To identify and standardize “enhanced features” which include but are not limited to; adult change tables, mobile adult change tables, overhead hoists, emergency call systems, attendant seating, specialized grab bars, etc.
o
To identify and standardize lighting fixtures and controls;
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To identify and standardize mechanical controls to improve air circulation;
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To identify and standardize finishes including floor and wall finishes including but not limited to: tiles, grouts, partitions, selecting products that are both durable and easily replaceable, having “off the shelf” quick commercial availability, and longevity of supply.
o
To define applicable installation standards such as waterproofing methods, metal joint trims, access panels, etc. such that they can be professionally installed by selected contractors and reused in various construction documentation packages.
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o
To improve ergonomics, hygiene standards and improve the durability and lifespan of washroom facilities; the approach to the accessible washroom design should simplify ongoing maintenance, simplify regular cleaning of the washrooms; and support sustainability measures such as minimizing water and energy use;
•
Complete Design as per OBC to upgrade existing single stall washroom to universal multi-stall washroom.
•
Complete design to close in existing doorway to front desk area with either archway or block wall enclosure
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Complete design to replace existing flooring with new tile and upgrade doors/trim as required.
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Complete Roof Assessment for placement of the new HVAC system on the roof (provide reinforcement details as required).
The design will be owned by the Library, and submitted in an open format that can be incorporated or combined with future developments. The Library will be free to modify and deploy the design as it sees fit for any and all future washroom renovations.
In conjunction or following the development and approval of the design, the successful proponent shall, but not be limited to:
1.
Site measure verification and photo inventory of existing conditions.
2.
Engineer to provide 3 conceptual designs to the Library for review. Library to provide up to 3 sets of revisions to conceptual designs prior to approving final design for the accessible and public washrooms.
3.
Prepare schematic layouts of each of the proposed conceptual designs for the purposes of obtaining feedback and approvals.
4.
Analyze and document existing mechanical (HVAC and Plumbing) and electrical services and provide a brief summarizing the work required to connect into existing systems.
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5.
Prepare specifications for all structural, mechanical, electrical systems/equipment, and materials and finishes work to be completed; and
6.
Complete a Class C Budget estimate for construction.
Section 5: Tender Package for Contractor
The successful proponent will work with the Library to develop the tender package and assist with the evaluation of the submitted tenders.
Section 6: Requirements for Engineers Submission
All potential proponents are to submit the following documents as part of their application:
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Resume
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Company Profile
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Past Relevant Experience
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Project Team & Hourly Rates
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Understanding of the assignment
Section 7: Budget
All potential proponents are to submit a detailed budget breakdown that includes all work required to complete the project, including, at a minimum, the following:
•
Accessible Washroom assessment and drawing costs
•
Universal Multi-Stall Washroom assessment and drawing costs
•
Full Roof Assessment and HVAC mounting costs
•
Additional 20 Hours of assistance during construction – please list as a separate budget item.
•
Completion of as-built drawings – to be completed post-construction - costs