Trans Canada Hwy. No.1 Donald Bridges and Approaches
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1 Ministry of Transportation and Infrastructure REQUEST FOR EXPRESSION OF INTEREST Project Number Trans Canada Hwy. No.1 Donald Bridges and Approaches Conceptual and Detailed Bridge Design & Functional and Detailed Highway Design Issue date: September 12, 2008 Closing Location: MAIL/COURIER/BY HAND: Bridge and Structural Engineering Ministry of Transportation and Infrastructure Southern Interior Region Columbia Street Kamloops, BC V2C 2T3 Attn: Laurie Christiansen, P.Eng. Manager, Bridge & Structural Engineering Closing Date and Time: Four (4) complete bound copies and one (1) electronic in pdf format of each Response must be received by: 2:00 pm Pacific Time on October 6, 2008 Contact Person: Laurie Christiansen, P.Eng. Fax: (250)
2 Table of Contents 1. OVERVIEW OF THE REQUIREMENT Project Description and Objectives REQUEST FOR EXPRESSION OF INTEREST Enquiries Closing Date Late Responses Qualifications Review Committee Evaluation and Selection... 6 Declaration Letter Changes to Response Wording Respondents Expenses Acceptance of Responses Definition of Contract List of Short Listed Respondents Not Binding Modification of Terms Ownership of Responses Confidentiality of Information Receipt Confirmation Form Respondents Meeting Examination and Interpretation of Documents SERVICES PROPOSED SCHEDULE FORM OF CONTRACT EVALUATION CRITERIA Evaluation Process Mandatory Criteria Desirable Criteria RESPONDENT'S RESPONSE APPENDIX A RECEIPT CONFIRMATION FORM
3 1. Overview of the Requirement The Ministry of Transportation and Infrastructure (TRAN), Southern Interior Region is soliciting expressions of interest from qualified engineering firms to provide engineering services for the functional and detailed design and construction engineering services for the upgrading of approximately 4.4 kilometres of the Trans Canada Highway, including the conceptual and detailed designs for the new Donald Bridge and Donald Overhead. The purpose of this Request for Expression of Interest (RFEOI) is to solicit statements of interest (Responses) from engineering companies (Respondents) interested in providing the engineering services to carry out this assignment, which is to be completed in the following phases; Phase 1: Functional Highway Design and Conceptual Bridge Design; Phase 2: Detailed Highway and Bridge Designs; Phase 3: Construction Engineering Services. The Ministry, at the completion of Phase 1, will make a final determination, depending on the availability of the funding, to either proceed to Phase 2 and 3 of the project assignment or to terminate the contract. For this project, the delivery of the designs within the timelines identified in Section 4 of this RFEOI is critical. The Ministry will only Short List engineering companies who, through their Responses, are qualified to undertake the work and that can adequately demonstrate their ability to provide the services within the allotted time frame. Other factors, as described in Sections 6, will be used to determine the most suitable engineering companies. The RFEOI Responses will be evaluated in accordance with Section 6 of this RFEOI. Based on the evaluation, the Ministry intends to establish a Short List of three (3) Respondents who, in the sole opinion of the Ministry, best meet the listed criteria. The Short Listed Respondents will be invited to submit proposals in response to a Request for Proposal (RFP) to be issued by the Ministry for this project. Ultimately, the Ministry intends to select one of the three Short Listed Respondents, based on the evaluation of the responses to the RFP and to enter into a Consulting Services Contract to deliver this assignment. 1.1 Project Description and Objectives The Project is located approximately 25km west of Golden along the Trans Canada Highway No. 1, starting at the western end of the existing west approach to the Donald Bridge, continuing eastward and crossing the existing Canadian Pacific Railway mainline through the area known as Donald, and connecting to the recently completed JUVIS Project on the east end (LKI Segment 0985, km 29.0 to km 33.4)
4 The general project location and its scope are shown on Figure 1 and Figure 2 below. -4-
5 The objective of the project is to increase capacity, improve safety and to facilitate economic development through this section of the Trans Canada Highway. As part of the Ministry s strategy for this corridor, all designs will incorporate a four lane template, include provisions for access management and intersection improvements, provide safety upgrades and enhance the potential for economic development along the corridor. This corridor has been identified by the Province as the priority transportation corridor in recognition of the Highway s importance for the movement of people and goods, and its importance as a vital link for commercial transport, tourism, and general inter-provincial and local traffic. This forms the basis of the Donald Bridges Project as a priority project within the corridor in recognition of the poor highway alignment and low design speed leading to a history of severe safety difficulties. In addition, the present timing within the two bridge s maintenance and rehabilitation cycles, in conjunction with the present provincial and federal focus on this corridor, makes this an opportune time to upgrade this critical section of highway. Numerous studies have considered various upstream and downstream alignment options in conjunction with several bridge rehabilitation and bridge replacement combinations. The basic conclusions drawn from these various studies are: Upgrading of the Donald Bridges Project section of the Trans Canada Highway is clearly required. Upgrading highway and bridges from the 2-lane 80 kmh design speed to present TAC standard 4-lane 100 kmh design speed is preferred. The preferred replacement option for the Donald Bridge is a single, multi span 4- Lane bridge at the upstream (south) side of the existing bridge. The successful consultant will be expected to continue to advance the work on the options described above. 2. Request For Expression of Interest (RFEOI) 2.1 Enquiries All enquires related to this RFEOI shall be directed, in writing (including ), to the Contact Person: Laurie Christiansen, P.Eng., Manager Bridge & Structural Engineering ( Laurie.Christiansen@gov.bc.ca) at the address provided on the front cover of this RFEOI. Information obtained from any other source is not official and shall not be relied upon. Enquiries and answers will be recorded and may be distributed to all Respondents at the Ministry s option. 2.2 Closing Date - 5 -
6 Responses must be received by 2:00 pm, local time, on October 3, 2008 at the address provided on the front cover of this RFEOI. 2.3 Late Responses Late Responses will not be accepted and will be returned, unopened, to the Respondent. 2.4 Qualifications Review Committee Evaluation of Responses will be conducted by a committee to be selected by the Ministry which may include employees as well as contractors of the Ministry. 2.5 Evaluation and Selection The Response evaluation committee will check Responses against the mandatory criteria. Responses not meeting all mandatory criteria will be rejected, at the Ministry s sole discretion, without further consideration. Responses that meet all the mandatory criteria will then be evaluated and scored against the desirable criteria. 2.6 Declaration Letter The Response must include a declaration letter, signed by a person authorized to sign on behalf of the Respondent, which binds the Respondent to statements made in response to this RFEOI. If the Respondent is a partnership or joint venture, a single letter of declaration must be furnished and endorsed by an authorized officer of the company from each partner or joint venture, stating that the company agrees to be jointly bound to statements made in response to this RFEOI. The declaration letter must also state that: The Respondent has read and understands the terms of the RFEOI; The Respondent understands the commitments made on their behalf in the Response; and The Respondent has the authorization to make the commitments set out in the Response. 2.7 Changes to Response Wording The Respondent shall not change the wording of its Response after Closing and no words or comments will be added to the Response unless requested by the Ministry for purposes of clarification. 2.8 Respondents Expenses Respondents are solely responsible for their own expenses in preparing a Response and for any subsequent negotiations with the Ministry. The Ministry will not be liable to any Respondent for any claims, whether for costs or damages incurred by the - 6 -
7 Respondent in preparing the Response, loss of anticipated profit in connection with any final Contract or any other matter whatsoever. 2.9 Acceptance of Responses This RFEOI is not an agreement to purchase goods or services. The Ministry is not bound to enter into a Contract with any Respondent. Responses will be evaluated using the mandatory and desirable criteria provided herein. The Ministry will be under no obligation to receive further information, whether written or oral, from any Respondent Definition of Contract Notice in writing to a Respondent that it has been identified as a Short Listed Respondent will not constitute a Contract. Only if a Respondent and the Ministry enter into a subsequent full written Contract will a Respondent acquire any legal or equitable rights or privileges relative to the goods or services List of Short Listed Respondents Not Binding A Short Listed Respondent may withdraw its name from the list of Short Listed Respondents by notifying the Ministry in writing. The Ministry, at its sole discretion, may remove a name of a Short Listed Respondent from the list of Short Listed Respondents by notifying that Respondent in writing Modification of Terms The Ministry reserves the right to modify the terms of this RFEOI at any time in its sole discretion. This includes the right to cancel this RFEOI or the subsequent RFP process with the Short Listed Respondent at any time without entering into a Contract Ownership of Responses All documents, including Responses, submitted to the Province become the property of the Province. They will be received and held in confidence by the Ministry and will be subject to the provisions of the Freedom of Information and Protection of Privacy Act Confidentiality of Information Information pertaining to the Province obtained by the Respondent as a result of participation in this project is confidential and must not be disclosed without written authorization from the Province Receipt Confirmation Form - 7 -
8 Respondents are advised to fill out and return the Receipt Confirmation Form (see attached Appendix A). All subsequent information regarding this RFEOI, including changes made to this document will be directed to Respondents who return the form Respondents Meeting No Respondents meeting is planned for this RFEOI Examination and Interpretation of Documents Each Interested Party shall review all RFEOI documents and shall promptly report and request clarification of any discrepancies, deficiencies, or errors. Any such request must be submitted at least 5 working days prior to the Closing Date. Where such requests result in a change or clarification in the RFEOI, the Ministry will prepare and issue an addendum to the RFEOI. Request for clarification shall be by written request only, either couriered, hand delivered, ed or faxed to the Ministry Contact named on the front cover of this RFEOI. Viewing information pertaining to this RFEOI includes: Donald Bridge Trans Canada Highway Value Analysis Report by JCL Consulting Ltd. January 2007; Trans Canada Highway Donald Bridges Project Business Case Evaluation Report by BC MoT March 2007; Information can be viewed, by appointment only, Monday to Friday from 8:30am to 3:00pm Pacific Standard Time, at the following Ministry Office: Ministry of Transportation and Infrastructure Southern Interior Region Columbia Street Kamloops, BC V2C 2T3 An appointment for viewing must be setup by contacting the Contact Person named on the front cover of this RFEOI by Services The Short Listed Respondent who is successful in the subsequent RFP process will become the Contractor and will be required to perform and be responsible for providing the following services (subject to the successful negotiation of the Contract): a) Design Project Management; b) Design Project Quality Management; - 8 -
9 c) Highway and drainage engineering (functional and detailed design); d) Structural engineering (conceptual and detailed design); e) Geotechnical Engineering (investigation and design); f) Traffic engineering; g) Environmental Services (investigation and mitigation strategies); h) Additional surveys as required to complete the assignment; i) Provide Value Analysis (VA) and Value Engineering (VE) facilitators, team members and materials for the VA / VE working sessions; j) Provide Road Safety Audit (RSA) Services and team members; k) Provide display materials and attend Open Houses for affected stakeholders; and l) Provide construction engineering services during tender and construction period (respond to tender and construction queries, provide shop drawing and proprietary design reviews, provide as-built record drawings etc.). The Ministry will provide the following services related to the delivery of the project: a) Property acquisition estimates; b) Property negotiations and acquisitions; c) Archeological investigations; d) Lidar mapping in CAiCE format for the Project limits; and e) Orthophotos of the Project area; f) Construction inspection; and g) CP Rail liaison during design and construction. A more detailed and complete description of the engineering services required for this project will be provided to the Short Listed Respondents within the RFP. 4. Proposed Schedule The following activities and dates are proposed by the Ministry and shall be used by the Respondents. Activity Proposed Completion Date RFEOI & RFP Process: Issue RFOI September 12, 2008 Close RFEOI October 6, 2008 Announce Short List October 20, 2008 Issue RFP to Short Listed Consultants November 7, 2008 Close RFP December 1, 2008 Select Preferred Consultant December 15, 2008 Contract in Place with Preferred Consultant January 31, 2009 Design & Construction: (tentative) 100% Functional Design Complete August 31, % Detailed Design & Tender Documents January 31, 2010 Tender March 1,
10 Activity Proposed Completion Date Completion of Construction November 30, Form of Contract Any Contract with the selected Respondent will be in accordance to the Terms and Conditions of the British Columbia Ministry of Transportation and Infrastructure s Consulting Service Contract. 6. Evaluation Criteria 6.1 Evaluation Process The Ministry will evaluate the Responses against the mandatory and desirable criteria provided below. Based on the evaluation, the Province will identify three (3) Respondents that best meet the criteria and will become the Short Listed Respondents. Subsequent to the identification of the Short Listed Respondents, the Province will issue an RFP to the Short Listed Respondents with the intent of soliciting proposals for the work and selecting a single Respondent that best meets the criteria that will be provided in the RFP. 6.2 Mandatory Criteria The following are mandatory criteria. Responses not clearly demonstrating that they meet all the mandatory criteria will receive no further consideration during the evaluation process. Criteria a) The Response must be received at the closing location by the specified closing date and time. b) The Response must be in English and must not be sent by facsimile or . c) Four (4) bound copies plus one (1) copy in pdf format on CD of the Response must be submitted. d) The Response must include a Declaration Letter which is signed by a person(s) authorized to sign on behalf of the Respondent. e) The Response must follow the specified format. 6.3 Desirable Criteria
11 Responses meeting the mandatory criteria will be evaluated against the following desirable criteria. Description Description 1. Project Understanding 15% Company understanding of design and schedule requirements 2. Quality Management 10% Commitment and process 3. Company 25% Relevant demonstrated experience Experience 4. Team Organization 10% Allocation of suitable resources and reporting structure 5. Experience for Key 25% Team member relevant experience Personnel 6. Availability & 10% Company & Staff Commitment 7. Presentation 5% Format and clarity of package Total 100% 7. Respondent s Response Response envelopes shall be clearly marked with the name and address of the respondent and include the following label: EXPRESSION OF INTEREST TO PROVIDE ENGINEERING SERVICES FOR Project Number Trans Canada Highway No.1 Donald Bridges and Approaches Conceptual and Detailed Bridge Design & Functional and Detailed Highway Design CONFIDENTIAL - DO NOT OPEN Attention to: Laurie Christiansen, P.Eng. Manager Bridge & Structural Engineering Ministry of Transportation and Infrastructure Southern Interior Region Columbia Street Kamloops, BC V2C 2T3 Four (4) bound copies of the Response, plus one (1) digital copy in PDF format, on CD shall be submitted. Responses submitted by facsimile or will not be accepted. Responses and their envelopes shall be clearly marked with the name and address of the Respondent, the Project Number, and the project title
12 Respondents shall provide their Response in a package of not more than 25 pages (8.5x11) in the main body of the package using a minimum font size of 10. All pages should be consecutively numbered. Resumes and project data sheets are not included in the 25 page limit. The following format and sequence must be followed in order to provide consistency in Respondent Responses and ensure each Response receives full consideration. Use of the following format is a mandatory criteria under the evaluation process. Transmittal/ Cover Letter (1 page) Table of Contents (1 page) Respondent s Response Declaration Letter: (1 page) - Signed by an authorized company representative - Commitment to meet all requirements including scheduled delivery times Main Body Using the Identified Headers: 1) Project Understanding (maximum 3 pages) The Response should demonstrate a clear and coherent understanding of the Project requirements and identify the opportunities and challenges that may surface during the design and construction stages. 2) Quality Management (maximum 4 pages) The Response should demonstrate the Teams ability to develop and implement an effective Quality Management System on projects of similar nature, size, scope, and complexity. Key areas that will be evaluated include, but may not be limited to: Reporting structure; Quality Control procedures; Quality Assurance procedures; and Non-compliance reporting and resolution. 3) Company Experience (maximum 5 pages) The Response should provide descriptions of similar previous relevant Ministry projects. Details should include, but may not be limited to: The name of the project; Scheduled and actual completion dates and reasons for any changes to the completion dates; A description of the project in a manner that demonstrates the relevant skills; The team members / key individuals involved and their roles in the project; Original design budget, final cost and items that influenced the additional cost, if any; and The name and contact information of the Project Manager
13 4) Team Organization/Structure (maximum 4 pages) The Response should demonstrate an effective and appropriate team organization. Key areas that will be evaluated include, but may not be limited to: Roles and responsibilities of team members; Organization and reporting structure; Management and Coordination; Lines of responsibility and reporting relationships; and Team strengths / depth and balance. 5) Key Personnel (maximum 4 pages) The Response should demonstrate that the team and its members have all the necessary skills and abilities to undertake the work that will be required to complete the detailed highway design. Key areas that will be evaluated include, but may not be limited to: Roles and responsibilities of key personnel, including managers, engineers, and technologists/technicians; Description of prior working relationships among team members; and Demonstrate relevant experience and expertise of the proposed team members. 6) Availability and Commitment (maximum 2 pages) The Response should provide appropriate information to demonstrate the company s and named staff s existing commitments and their availability for completing the project tasks in accordance with the schedule provided. APPENDICIES: Project Data Sheets including references (maximum 2 pages per project to a maximum of 10 pages) Curriculum Vitae including references (maximum 1 page per Team Member) The presentation of the response package will be evaluated on the basis that the package should be clear, concise, easy to read and comprehend, complete and in the format outlined above
14 Appendix A Receipt Confirmation Form Project Number Trans Canada Hwy. No.1 Donald Bridges and Approaches Conceptual and Detailed Bridge Design & Functional and Detailed Highway Design CLOSING DATE: 2:00 pm Pacific Time on October 6, 2008 For any further distributed information about this Request For Expression Of Interest, please return this form as soon as possible to: Laurie Christiansen, P.Eng. (Laurie.Christiansen@gov.bc.ca) or Fax: (250) Or Mail To: Ministry of Transportation and Infrastructure, Southern Interior Region Columbia Street, Kamloops, BC, V2C 2T3 COMPANY: STREET ADDRESS: CITY: POSTAL/ZIP CODE: PROVINCE/STATE: COUNTRY: MAILING ADDRESS, IF DIFFERENT: FAX NUMBER: CONTACT PERSON: ADDRESS: ( ) PHONE NUMBER: ( ) Unless it cannot be sent by , please send us any further correspondence about this Request for Expression of Interest by: Courier Collect: Courier Name and Account No. Mail Fax SIGNATURE: TITLE: 14
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