Contractor Prequalification

Transcription

1 Contractor Prequalification GENERAL CONTRACTOR SERVICES FOR CHATHAM KENT HOSPICE Issue Date: Monday, Nov. 10, 2014 Closing Date: No Later than 3:00pm on Wednesday, Nov. 26, 2014 Mandatory Site Meeting: Monday, Nov. 17, 2014 at 10am Enquiries regarding Prequalification must be received by Hospice no later than: Wednesday, Nov. 19, 2014 Prequalification Submission: Chatham Kent Hospice c/o St. Andrew s Residence 99 Park Street Chatham, Ontario N7M 3R5 Attention: Michelle O Rourke, Director of Hospice Services

2 Contractor Prequalification Page 1 TABLE OF CONTENTS 1.0 Introduction Purpose of Prequalification Background Information Project Description Project Schedule Construction Contract Project Budget Prequalification Material Criteria Mandatory Requirements Evaluated Technical Requirements Prequalification Submission Instructions Prequalification Schedule Submission Instructions Submission Requirements Enquiries and Addenda Evaluation Process Stage 1 - Mandatory Requirements Stage 2 - Technical Requirements Stage 3 - Presentation and Interviews Cumulative Score...9 APPENDICES A B C D Proposal Submission Form Prequalification of Technical Criteria Evaluation Form Sample Standard Surety Prequalification Letter Preliminary Design Floor Plans

3 Contractor Prequalification Page Introduction 1.1 Purpose of Prequalification The purpose of this is for Chatham Kent Hospice Inc. to determine qualified contractors suitable to provide construction services for a new 10-bed hospice facility, to be referred to as Chatham Kent Hospice, to meet the needs of Chatham-Kent. Also housed within the facility will be associated palliative programs and services. This project will be approximately 14,800 gross square feet of new building, with parking and garden space. 1.2 Background Information Chatham Kent Hospice Inc. is a volunteer, not for profit organization that has been granted Ontario Ministry of Health & Long Term Care funding to provide palliative (end of life) care in this community. Compassionate and comfortable end of life care is as important as the care we receive during our lifetime. Over the last few years Chatham Kent Hospice Inc. has been working towards the construction of a bed residential hospice facility. The hospice will be constructed on space within the city block owned and occupied by St. Andrew s Residence. This city block is within the former City of Chatham and is bounded by Wellington Street East, Adelaide Street South, Church Street and William Street South. The location of the Hospice within the block is on property comprised of 30, 34, 36 Wellington Street East and 84, 86, and 92 Adelaide Street South. Note: The corner property located at 40 Wellington Street East and 78 Adelaide Street South is privately owned and cannot be encroached on or negatively impacted by this project. Chatham Kent Hospice has a limited budget in which to realize the completion of this project. With this Prequalification of General Contractors, we are calling on our community partners experienced in similar construction to work closely with Chatham Kent Hospice to complete this very important project, on time and on budget. 1.3 Project Description The Chatham Kent Hospice is a new 2 storey building of approximately 14,800 square foot complete with a partial basement. The project is currently in the construction document phase and a copy of the proposed floor plans are attached to this document as Appendix D as reference only. 1.4 Project Schedule In order to complete the Chatham Kent Hospice in a timely manner and allow occupation operation of this critically necessary facility to the community, the following construction projected schedule has been set: Issue Tender Construction Documents January 9, 2015 Review Bid Packages February 2, 2015 Award Construction Contract February 16, 2015 Construction Start Meeting March 6, 2015 Construction Commencement March 23, 2015 Substantial Performance November 20, 2015 Occupancy December 15, 2015

4 Contractor Prequalification Page Construction Contract It is Chatham Kent Hospice s intent to enter into a single, stipulated price contact, CCDC Only those firms capable of exhibiting successful experience in the construction of new facilities of similar construction should participate in this Prequalification process. 2.0 Project Budget Chatham Kent Hospice is a not-for-profit organization and available funds are limited. As such, Chatham Kent Hospice is seeking the best possible contractor at the best pricing. The Chatham Kent Hospice is looking for contractors who complete projects on time, on budget with the minimum of change orders and extras. The estimate for the total project is Two Million, Five Hundred Thousand ($2,500,000). However, the Hospice will entertain donated services or materials or reduced fees passed through the Proponent by the Proponent or the Proponent s Sub-contractors. Where applicable and if all Provincial and Federal laws are met, tax receipts would be provided. 3.0 Prequalification Material Criteria Proponents are required to submit materials outlining their credentials and ability to perform the construction of the Chatham Kent Hospice. There are both mandatory criteria and evaluated technical criteria. The mandatory criteria are specific contract requirements and Proponents must meet all the mandatory requirements to be considered for prequalification. If they fail to meet the mandatory criteria, their submission will be rejected. Following the mandatory requirements, the Owner will use an evaluation team to assess the evaluated technical criteria to determine if the Proponent is prequalified. The evaluation criteria are contained in this document and a rating form is attached to this document as Appendix B. 3.1 Mandatory Requirements Section A The following mandatory requirements are to be included in Tab A of the submission. Prequalification Submission Form Proponent to provide completed form. Form is attached to this document as Appendix A Bonding Verification Proponent to provide a letter from their bonding company confirming the surety's relationship with the Proponent and their willingness to provide the required bonding for this project. Required project bond will include a Bid Bond of 10% of total tender amount and Performance, Labour and Material Payment bond for 100% of the total tender amount. A copy of the surety industry standard prequalification letter is attached to this document as Appendix C. While not the preferred security, a Letter of Credit (LOC) for the total value of the work would be acceptable. In that case a letter from the financial institution with which the Proponent regularly conducts business indicating that a Letter of Credit would be provided for the full value of the project at the time the contract is to be signed should be included in the documents submitted. Insurance A valid certificate of insurance or a letter from the insurer stating that the Proponent has the ability to obtain the required insurance should they be successful must be submitted. Proponents should provide proof of Auto and All Risk Insurance. Insurance must be in the amount of Two Million Dollars ($2,000,000.00).

5 Contractor Prequalification Page 4 Bank Reference A letter from the Proponent's financial institution regarding their general financial position (including the number of years with that institution, dollar values of accounts, history of NSF, general standing, etc.), Provide a named reference from the financial institution with contact information. WSIB Clearance Certificates A current Workplace Safety and Insurance Board clearance certificate. Declarations Provide original executed declarations: Conflict of Interest, declarations stating that the Proponent is currently not involved in any legal claim with the Owner. 3.2 Evaluated Technical Requirements The following requirements are to be submitted by the Proponent and will be evaluated by Chatham Kent Hospice to determine the best qualified Contractor. Section B The following requirements are to be included in Tab B of the submission. CCDC Document 11 A current, completed CCDC Document 11 - Contractor's Statement of Qualification, 1996 edition R2006. The CCDC 11 document be signed by the person who completes the document. In Addition to CCDC Document 11, supplemental information may be provided to best address the following: Experience The Proponent's direct or relevant previous experience in completing Hospice, Related Medical Facilities or Resident Care Facilities will be rated highest in this category. Value of Completed Work The approximate annual value of the Proponent's construction work completed over the last five years and currently underway. Details of Similar Projects Detail no more than 5 similar projects to the Chatham Kent Hospice delivered by Proponent that have been completed within the last five (5) years, or are currently underway which demonstrate the Proponent's experience and ability to undertake the type and complexity of Work. This section must contain, location of project, year completed, construction type, renovation or new construction, cost of project, size of the building in square feet, number of stories, specifics on specialized features or challenges in construction, listing of major sub-contractors, schedule proposed and success at meeting it, number of change orders and their value, project references (include one contact name, position, telephone, number, facsimile number, , etc.) Any institutional facility of comparable size and complexity will be considered in determining the Proponent's ability to undertake the Hospice construction. Resumes of Key Personnel Submit the resumes for the key individuals who will be undertaking the Work, i.e manager, superintendent, project manager and foreperson that will be assigned to this project. The resumes should clearly outline the role, responsibilities and achievements of the key individuals, in addition to a list of completed projects. Include project dates, construction budgets and project descriptions. The entire work experience of key personnel will be recognized, not just the time they have been employed by the current Proponent. Additional resumes may be included in the appendix.

6 Contractor Prequalification Page 5 Section C The following requirements are to be included in Tab C of the submission. Organizational Structure The organization chart shows the Proponent's corporate structure and should detail aspects of how they operate successfully and efficiently. Resources Compare the amount of resources the project will require compared to the total resources the Proponent has available. Resources include: finance, available workers, management personnel, backup management personnel, resumes, key personnel lists, equipment, bonding and insurance capacity, information I communication I job tracking systems used and the overall capacity to complete the work. Methodology Details must be provided of the proposed methodology for all or part of the work such as work done by self, sub-contractors, how they are organized, quality control, recycling or disposing of construction waste in an environmentally sensitive manner, public safety, managing costs, dealing with deficiencies, corrections and warranty follow-up, and for how the contractor would achieve schedule requirements. Schedule It is paramount to meet the Schedule for this project. The Proponent must submit the history of three recently completed projects indicating the completion history were they completed on time, significant milestones, reasons for delay or satisfactory completion. Community Support The Chatham Kent Hospice building project is supported by local community fundraising. This has provided a limited budget in which to realize the completion of this project. Further to this, some local sub-contractors and suppliers have indicated a willingness to discount or donate services and materials. The Proponent that can demonstrate a willingness and methodology for utilizing these types of gifts and passing the associated benefits and/or savings to the Chatham Kent Hospice will be rated highest in this category. Local Content The Chatham Kent Hospice is committed to quality standards for construction. It also needs to be fiscally responsible with the community s donated funds and is thus seeking the most competitive price for services and material. However, as a community supported project, it is important that local content be a key consideration of the Proponent when selecting sub-contractors and suppliers. Specifically, where quality and price are the same, it is expected that local content will be the deciding factor. In order to maximize monetary benefits and satisfy local content considerations, the Proponent that can demonstrate the use of local labour, sub-contractors and material suppliers that meet the needs of this type of project will be rated highest in this category. Section D The following requirements are to be included in Tab D of the submission. Safety Qualifications The company safety record, safety training, and safety awards earned must be provided. Safety Policy Statement I Record Proponents are required to submit a copy of their Health and Safety policy statement and record. While Proponents will not be required to submit a complete copy of their Health and Safety Policy and Manual at this time, it will be mandatory to provide it on the job for the successful contractor. Proof of its existence and use must be provided.

7 Contractor Prequalification Page 6 References References for both key personnel and the company, provided by Owners or Architects and Engineers who have worked on projects with the Proponent will be reviewed and weighted in the overall consideration. Membership Affiliation Consideration will be given for membership in industry associations. Proponents shall provide documentation to confirm what relevant associations they belong to, such as the Ontario General Contractors Association (OGCA), Mechanical Contractors Association of Ontario (MCAO), Electrical Contractors Association of Ontario (ECAO), etc. Litigation The past and current history of the company record of litigation, claims and conflict resolution must be provided. Is the company currently under any litigation, provide the particulars, financial amounts, current status and timing, and type of potential for resolution, i.e. court action, arbitration or conciliatory meetings. 4.0 Prequalification Submission Instructions 4.1 Prequalification Schedule In order for Prequalified Contractors be chosen in time for tendering of the project, the following Prequalification schedule has been set: Issue Prequalification Documents *Mandatory Site Meeting November 17, 2014 Deadline for Questions November 19, 2014 Prequalification Closing Date November 26, 2014 Review November 26 - December 3 Interviews December 10, 2014 Report Prequalified Contractors December 15, 2014 * A mandatory site examination and proponent briefing will be held at St. Andrew s Residence, 99 Park Street, Chatham. All interested parties to meet at Rear Parking Lot at 10:00am. Attendance will be taken on site. 4.2 Submission Instructions.1 The submission shall be in a sealed package and clearly labeled as follows: Chatham Kent Hospice c/o St. Andrew s Residence 99 Park Street Chatham, Ontario N7M 3R5 Attention: Michelle O Rourke, Director of Hospice Services.2 Prequalification Packages shall be received and date stamped by the Receiver in the prescribed manner no later than 3:00pm on Wednesday, November 26, Packages submitted after the submission date and time shall be rejected. Proposals deemed late shall be returned unopened to the Proponent..3 Packages sent by facsimile or by shall not be accepted..4 There shall be no public opening.

8 Contractor Prequalification Page 7.5 Submission of a Prequalification package indicates acceptance by the respondent of all of the conditions contained in this Prequalification call unless clearly and specifically noted in the Package submitted. Deviations from the Prequalification call must be clearly identified in the written submission..6 The submission of a Prequalification package does not create a contract with Chatham Kent Hospice..7 At any time prior to the Prequalification Closing date/time, a Proponent may withdraw a submitted package. If a Proponent wishes to submit a new package, it shall be submitted before the RFP Closing date/time. The latest proposal submission shall supersede all others..8 Chatham Kent Hospice reserves the right to cancel the Prequalification Call and not accept any submission at all and/or re-issue the Prequalification Call in its original or revised format..9 Chatham Kent Hospice reserves the right to reject any Prequalification Package submission that fails to comply with the content requirements as outlined..10 All submissions shall become the property of Chatham Kent Hospice..11 Chatham Kent Hospice shall not be responsible to any Proponents (or their employees or agents) for any liabilities, costs, losses or damages, whether direct, indirect consequential or otherwise, arising out of or in relation to participation in this process, howsoever caused including, by reason of the preparation, acceptance, or non-acceptance by Chatham Kent Hospice of any response, or by reason of any delay in the acceptance of the Prequalification Package..12 Chatham Kent Hospice reserves the right to request proponents to provide additional information and address specific requirements not accurately covered in their initial submissions..13 Prequalification Packages accepted will be provided Construction tendering Packages for the construction of the Chatham Kent Hospice..14 Chatham Kent Hospice in its sole discretion reserves the right to: secure credit or reference information if necessary; accept or reject the whole or any part of the Package; disqualify a Package not submitted in accordance with the requirements; cancel the Prequalification call without penalty or cost to Chatham Kent Hospice; initiate a second Prequalification; waive minor errors, technical defects, irregularities and omissions without disqualifying the submission if it is in the best interests of Chatham Kent Hospice to do so; reject all Submissions; modify the terms of the Prequalification Call before closing; not award due to unforeseen circumstances; and/or visit the Proponent's facilities before award. 4.3 Submission Requirements.1 In order to minimize paper usage and work on this submission, the Chatham Kent Hospice asks that submissions be provided at #12 Arial font, single spaced, two-sided copies on 8.5 x 11 paper. Provide named tabs between sections and organization of material shall be in accordance with the headings of this prequalification document as set out section 3.1 & 3.2. While information is important, the Proponents are restricted to 3 pages per section (excluding the CCDC 11 form and Appendix). In order for the Chatham Kent Hospice to review the documents in a timely manner by a sub-committee, provide 6 bound copies of the submission and one electronic copy in PDF format..2 Copies of documents other than the cover letter are considered acceptable, i.e. WSIB Certificate of Clearance, Insurance Certificates..3 Photographs of completed works are desired and acceptable. Colour photographs are expected. These photographs can be included in the appendix.

9 Contractor Prequalification Page 8.4 Preprinted corporate information packages are acceptable in the submission. To be included in the appendix. 4.4 Additional Information and Instructions for the RFP Process.1 Enquiries regarding this Prequalification of Contractors are to be directed to Mr. Chris Masterson at No clarification requests will be accepted verball y or by telephone. Chatham Kent Hospice will assume no responsibility for oral instructions or suggestions. All enquiries must be received by November 19, Any and all changes to the Prequalification Package will be in the form of written Addenda. If Addenda are issued, their receipt must be acknowledged by the proponents on the Submission Form provided herewith and to be included in the submission package. Failure to acknowledge addenda may result in your submission being rejected. 5.0 Evaluation Process Evaluation of the Prequalification Packages shall be conducted by an Evaluation Team composed of Chatham Kent Hospice Construction Committee members and assisted by the Architectural Consultant, ROA Studio Inc. Evaluation of the proposals shall be conducted on the basis of Evaluation Team consensus and/or averaged score. 5.1 Stage 1 Mandatory Requirements (Pass/Fail) Prequalification Packages shall be reviewed by the Evaluation Team to verify they comply with all of the mandatory requirements. Proposals failing to satisfy the mandatory requirements shall be excluded from further consideration. The mandatory requirements are listed in section Evaluation of Technical Requirements, 470 points The Evaluation Team shall score each eligible proposal on the basis of the required information contained in the submission according to the breakdown and weighting factors set out in Appendix B, Prequalification Evaluated Technical Criteria, and listed here: Experience Value of Completed Work Details of Similar Projects Resumes of Key Personnel Organizational Structure Resources Methodology Quality Control Program Safety Qualifications Safety Policy Statement/Record References Membership Affiliation Litigation Schedule Adherence Community Support Local Content

10 Contractor Prequalification Page Presentation and Interview The Evaluation Team may invite Contractors to a presentation and interview. The purpose of the presentation and interview is to allow the Contractors to address the major elements of their Prequalification Package, to obtain any required information, and to allow members of the Evaluation Team to interact directly with the Contractor s team. Each Contractor invited to a presentation and interview shall be sent an agenda for the meeting. 5.4 Selection of Contractors Upon review and scoring from Sections 5.1 through 5.3, The Chatham Kent Hospice will select up to 6 General Contractors for tendering purposes.

11 APPENDIX A: CONTRACTOR PREQUALIFICATION FOR CHATHAM KENT HOSPICE PREQUALIFICATION SUBMISSION FORM Full Legal Name of Contractor: Street Address: City, Province: Postal Code: Phone Number: Company Website: Contact Name: Contact Title: Contact Phone: Contact Acknowledgement of Addenda Received: Addenda No. s

12 Appendix B: Chatham Kent Hospice Building Construction Prequalification of Technical Criteria Evaluation Form Rated By Possible Given Criteria Comments Score Score Weight Score 1 Experience Unsatisfactory Satisfactory Excellent Value of Completed Work Unsatisfactory Satisfactory Excellent Details of Similar Projects List is Unsatisfactory Satisfactory Excellent Projects Resumes Key Personnel Doubtful Qualifications Satisfactory Excellent Performance Organizational Structure Not Capable due to size Satisfactory Excellent Organization Resources Not sufficient to do job Appropriate Staff, etc Excellent Staff, equipt Methodology No concept/description Understands Project Excellent Job format Quality Control Intitiatives No concept/description Understands Quality Excellent Controls Safety Qualifications No safety Record, Awards Some History of Safety Excellent Reports Safety Policy, Understanding No description provided Description Satisfactory Excellent Description References Poor or none given Satisfactory Excellent, Detailed, known Memberships, affiliations No Yes Litigation History Obvious Concerns No Issues Schedule Adherence No Record, Poor record Satisfactory Jobs completed on time Community Support Unsatisfactory Satisfactory Excellent Local Content Dubious Commitment Reasonable Consideration Ready to do the utmost Maximum Score 470

13 Standard Surety Prequalification Letter Date To Re: Surety s Letter for Prequalification- for [Description of Project] Dear Sirs: We are the Surety for (Client). They have demonstrated to us in the past an ability to complete their projects in accordance with the conditions of their contracts and we have no hesitation in recommending their services to you. Our client wishes to be prequalified as a bidder on the captioned project, which we understand will be in the range of $. Based on the limited information available at this time and subject to our assessment of the project and our client s work program at the time of tender, we do not anticipate a problem in supporting the captioned project and supplying the requisite bonds, if asked to do so. However, the execution of any bonds will be subject to an assessment of the final contract terms, conditions, financing and bond forms by our client and ourselves. If we can provide any further assurances or assistance, please don t hesitate to call upon us. Yours Sincerely, Attorney-In-Fact

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