Curve Lake First Nation (CLFN) is seeking request for proposals from interested parties for the construction of seven detached residential units. The purpose of this Request for Proposal (RFP) is to solicit fixed price proposal in the following format for Design and Construction from various individuals or organizations, conduct a fair and extensive evaluation based on criteria listed herein, and select the candidate who best represents the knowledge and experience needed to complete the task.
1.1 Introduction and Objective
Curve Lake First Nation is located on a peninsula situated between Buckhorn Lake, Harrington Narrows and Chemong Lake. It is affiliated with the Union of Ontario Indians and is one of seven Williams Treaty First Nations. The total registered population of Curve Lake First Nation is 2314. There are 952 members who live on reserve while 1362 live off of the reserve. The need for housing has increased throughout the community.
The increase in employment and population has identified a need for housing in the community. To assist in this endeavor, seven (7) single-family detached residential units are proposed to be constructed with 3 bedrooms, 1 bathroom and laundry hook ups with a full basement on Farm Lot 16-2 and Farm Lot 19-6-5 and Farm Lot 6-25, 6-26, 6-27, 6-28 and 6-29.
The units should be constructed to Ontario Building Code standards (2012) on the lot owned by Curve Lake First Nation. The project may be divided between several contractors in order to achieve the goals outlined in our timelines and to allow for a variety of design options.
1.2 RFP Process
Proposals will be received by Curve Lake First Nation located at 22 Winookeedaa Street, Curve Lake First Nation until 12:00 pm on May 6, 2018. E-mail quotes to SamanthaT@curvelake.ca are also acceptable. Inquiries can be made to:
Acting Housing Coordinator
Tel: (705) 657-8045 ex 219
The proponent is responsible for obtaining any needed clarification of the RFP requirement while the RFP is open. Questions should be directed in writing to the RFP contacts.
1.3 Contract Award Process & Schedule
The following schedule is issued for guidance
RFP posted on Curve Lake First Nation website
Last day for bidders’ written questions
Final date for issue of addenda (responses to Questions)
Construction Start Date
April 13, 2018
April 28, 2018
April 26, 2018
May 6, 2018
May 18, 2018
June 1, 2018
visit to the project site, Farm Lot 16-2 and Farm Lot 19-6-5 and Farm Lot 6-25, 6-26, 6-27, 6-28 and 6-29, will be available upon request.
1.4 Agreement duration and primary work location
The successful contractor shall complete all work related to this documents on or before June 30, 2019.
The Housing Coordinator has the right to issue a subsequent RFP or public tender to address new work as it arises. The decision whether to amend an existing contract and/or to issue subsequent RFP or tender is at the sole discretion of Curve Lake First Nation.
2.0 Service Requirements
The proponent will be responsible for completing work as described in the following section. The requirements in this section will prevail as enduring requirements for service delivery throughout the effective period of any contract(s) resulting from the RFP.
The Proponent will be responsible for working collaboratively with the Curve Lake First Nation. Contact will be responsible for providing direction to the Contractor and for resolving issues related to all aspects of the project.
2.1 Scope of the Work
The scope of work shall include, but not be limited to, the construction of seven (7) single family residential units with 3 bedrooms, 1 bathroom and laundry hook u with a full basement as well as all building elements, systems, and service connections. The Contractor shall provide all services as required to meet the objectives outlined in this document.
The contractor shall submit product lists, product data, and samples to Curve Lake First Nation, who will ensure they are in full compliance with Contract Documents. The Contractors shall not substitute any specified product or material with any product or material without the express approval of Housing Coordinator.
The contractor shall provide full product and system submittal of the following components and systems to enable the Private Housing Sector Initiative to determine whether the Contractor’s proposal materials, equipment, and installation methods are in compliance with the contract documents:
Excavating (Lots, Driveway Rough in, Foundations)
Exterior Walls (Frame Work and Finishing)
Interior Walls (Dry wall and Painting)
All Finishing Interior and Exterior (Kitchen Cupboards, bathroom fixtures, etc.)
Windows and Doors
Shingled Roofing (Standard Shingles)
Septic and Well
Home Heating System and Heat Recovery Ventilator
Water Heater, Water Treatment if Required
Curve Lake First Nation shall schedule required Plan Examination and funds will be released following the successful completion of the following inspection stages: Site Inspection and Excavating, Footings, Foundation and Drainage, Structural Frame, Insulation and Vapor Barrier and Final Interior and Exterior.
The Curve Lake First Nation will notify the Contractor of work that does not conform to the Contract and construction documents and will provide recommendations on how the work should be corrected.
Throughout the standard one-year construction warranty period, the Contractor shall, if requested support and Curve Lake First Nation in identifying or resolving deficiencies, as well as the remedial and the corrective work that are or could become items for correction under warranty provision.
The Housing Coordinator and Contractor shall perform a site review of the project within 30 days before expiry of the warranty period. The project manager shall develop and distribute a deficiency list of warranty items for correction prior to sign-off by the Housing Coordinator and Inspector.
2.4 General Requirements
The Contractor shall:
Comply with applicable code requirements;
Utilize all relevant information pertinent to building design including plans, specifications, codes and standards; and
Access available information resources regarding the property as needed, including those from the Public Work Department.
2.5.1 Operation and Maintenance Manuals
The Contractor shall provide the manufacturer’s operation and maintenance manuals for all appliances and other equipment.
2.5.2 Warranty Information
The Contractor shall provide the manufacturer’s warranty information for all installed materials, systems, and equipment.
2.5.3 Amended or annotated construction plans
Upon completion of the work, the Contractor shall provide an annotated or an otherwise amended copy of the construction plans, clearly indicating any variance from the project plans and specifications or the technical requirements of this document. The Contractor’s amendment shall adhere to the same standard of information as provided in the original Construction Document.
3.0. ADMINISTRATIVE AND LEGAL REQUIREMENTS
3.1 Business Registration
The proponent may be required to be registered to carry on business in accordance with applicable laws.
The status of a proponent’s business registration does not preclude the submission of a proposal in response to this RFP. A proposal can be accepted for evaluation, regardless of (i) whether the company is registered, or (ii) whether its business registration is in good standing. However, a contract cannot be awarded unless the successful proponent is registered and in good standing, in accordance with applicable laws.
If the proponent’s business is not required to register in Ontario, the proponent will be required to submit registration from their applicable jurisdiction.
After the evaluation, the successful proponent(s) will be required to sign the contract that will constitute the legal agreement with Curve Lake First Nation for this project and govern all aspects of the services/goods to be delivered.
3.3 Resource Management
In the event the proponent is awarded a Contract subsequent to this RFP, it is understood that the Proponent commits to making the staff, equipment, and software described in the Proposal available to conduct the Work when needed, and to take any steps necessary to ensure the ongoing availability of its proposed resources for the duration of the Contract.
3.4 Joint Ventures
Curve Lake First Nation acknowledges there may be mutually beneficial business reasons for proponents to partner with other companies in the submission of a joint RFP response. In such case, all parties are to be identified and their roles identified per task, including a distinct breakout for key individual partnering contractors and summaries for each partner.
3.5 Change process
Any substitution or change in specified materials or building methods must be approved by Curve Lake First Nation.
The Contractor shall direct all potential or requested changes in the work to the Housing Coordinator in written form. The document shall outline the reason for the change, a cost estimate, schedule impact and all specific details.
If Curve Lake First Nation approves of these changes, a “Contemplated Change Order” (CCO) shall be issued to the Contractor.
The Contractor shall provide a quotation line in the form of a breakdown costs for the Housing Coordinators review and recommendation.
If the CCO is accepted, the Housing Coordinator shall issue a Change Order (CO) to the contract with a signature from Curve Lake First Nation Signing authority.
All changes shall be made by CO even though a change may not alter the contract amount.
3.6 Contract Closure
Curve Lake First Nation will review the project for Substantial Performance of the Work and prepare and distribute a list of outstanding deficiencies. When appropriate Curve Lake First Nation will issue a “Certificate of Substantial Performance of the Work”
The Contractor shall submit the required annotated construction plan, as described in Section 2.5.3 prior to closeout.
3.7 OTHER IMPORTANT PROVISION
3.7.1 Insurance and Liability
The Contractor will indemnify and hold harmless Curve Lake First Nation, from any and all claims, demands, actions and costs whatsoever for which the Contractor is legally liable that may arise, directly or indirectly out of any negligent act or omission of the Contractor, his Sub-Contractors, or his or their employees or agents, in the performance of this Agreement by the contractor.
All invoices for Contractor Services shall be fully supported, itemized statement including:
Details of the work performed
Details of incurred costs and expenses
Listing of the number of hours worked by persons assigned to the project
The hourly rates charged for each person assigned to the projec
The timeline of invoicing will be discussed after the selection of the contractor.
3.7.3 Detailed Project Cost Information
The Contractor shall provide Curve Lake First Nation with all the cost attributed to the project upon request to Curve Lake First Nation. This includes but not limited to cost of material, labour, installation, hourly rates for the contractor or subcontractors, and copies of the original invoice.
3.7.4 Permits and Fees
3.7.5 Ownership and Use of Documents
All documents prepared by the Contractor are instruments of service and are the property of Curve Lake First Nation, whether the work be executed or not. Curve Lake First Nation reserves the right to use the work executed for any other purpose without the written permission of the Contractor.
4.0 Proposal Format
To help ensure consistency in proponent responses and facilities the evaluation process, the proposal should be prepared and packaged as outlined in the section that follows.
4.1 RFP Proposal Package
A complete proposal package is comprised of the element below, presented in the other listed:
One (1) business registration profile
Proof of errors & omissions and liability, and/or other insurance required by their professional association. The Contractor will provide the Housing Coordinator with acceptable evidence of all required insurance prior to the commencement of the work and will promptly provide the Housing Coordinator a certified true copy of each policy
Proof of workers compensation board (WSIB) coverage
One (1) Letter of Introduction – This should identify the Proponent and be signed by a signing officer for the Proponent in order to bind the Proponent to the statements made in the Proposal. The letter of Introduction shall also include:
A summary of the proponent’s experience in home construction, including years of experience performing such work.
One (1) Curriculum vitae of the Proponent’s manager who will lead the delivery of all services included in the RFP
One (1) Curriculum vitae of the Proponent’s site superintendent or foreman who will manage and supervise onsite activities.
One (1) sealed cost proposal envelope, containing:
One (1) Fixed price cost proposal (Section 4.3.1)
4.2 External Packaging
Label the external packaging enclosing the submitted materials as follows:
Title: Proposal Construction of seven (7) single-family detached residential units,
Farm Lot 16-2 and Farm Lot 19-6-5 and Farm Lot 6-25, 6-26, 6-27, 6-28 and 6-29, Curve Lake First Nation