2013/07/23SPEC NiagaraJalls
SPECIAL COUNCIL MEETING
July 23, 2013
PRAYER: Mayor Diodati
DISCLOSURES OF PECUNIARY INTEREST
Disclosures of pecuniary interest and a brief explanation thereof will be made for the
current Council Meeting at this time.
REPORTS
1. BDD-2013-02 - Project Management, WEGO Transit Facility
BY-LAWS
The City Clerk will advise of any additional by-laws or amendments to the
by-laws listed for Council consideration.
2013-119 A by-law to authorize the execution of an Agreement with MHPM Project
Managers Inc. dated July 23, 2013, respecting the provision of project
management services for the Niagara Falls Bus Maintenance and Storage
Facility. ( Hand Out)
2013-120 A by-law to adopt, ratify and confirm the actions of City Council at its Special
meeting held on the 23rd day of July, 2013.
* * * * *
NEW BUSINESS
/fff� BDD-2013-02
Niagarapalls August 13, 2013
REPORT TO: Mayor James M. Diodati
and Members of the Municipal Council
City of Niagara Falls, Ontario
SUBMITTED BY: Business Development/Transportation Services
SUBJECT: BDD-2013-02
Project Management
WEGO Transit Facility
RECOMMENDATION
1. That the firm MHPM Project Managers Inc. be awarded the project management
assignment for the construction of the WEGO Transit facility; and
2. That the Mayor and Clerk be authorized to execute the necessary documents.
EXECUTIVE SUMMARY
On July 9, 2013, Council authorized staff to issue a request for proposal (attached) to a
short list of (3) three project management firms to undertake the balance of the project
management responsibilities for the WEGO Transit facility which had commenced
construction. The firms were provided with (10) ten business days to respond to the
RFQ. Of the three firms invited to submit bids, two responded and MHPM was selected
based on the criteria outlined in the RFP, reference checks, and costs. The fees
submitted by MHPM are $134,900 including disbursements, but exclusive of HST.
As construction of the facility is underway, it is imperative that the project manager is
engaged in an expedient manner to ensure the City's best interests are protected.
BACKGROUND
The WEGO transit facility has been under construction for approximately (7) seven
weeks. As construction of the project is well under way, it is in the best interests of the
municipality to secure a project management firm as soon as possible to oversee the
project on behalf of the City. In the last couple of weeks, on a daily basis, as
construction intensifies, there has been a steady increase of technical information
exchanges between the contractors, subtrades, and architects, and we require the
expertise of a project manager to review the information to ensure the City's interests
are protected.
-2-
BDD-2013-12 August 13, 2013
Due to the fact that the facility was under construction, a short list of (3) three well
known respected firms were asked to submit bids within a short period of time. Copies
of the two bids received will be provided for Council's information on Monday. Based on
the RFP criteria, references and fees, staff selected MHPM as the preferred firm to
undertake the project. From time to time throughout the project MHPM will attend
Council to provide updates.
FINANCIAL IMPLICATIONS
The funds to cover MHPM project management fees will be covered from the Provincial
and Federal WEGO allocated funds.
CITY'S STRATEGIC COMMITMENT
To foster economic vitality through the implementation of the VTS.
Recommended b y: i;ktikt� �
Serg e Felicetti, Director of Business Development
i1 ( it_
rdJJ
-15)f Karl Dren, Director of Transportation Services
Respectfully submitted:
K n Todd, Chief Administrative Officer
NiagaraJarlls
The Corporation of the City of Niagara Falls
Request for Proposal #RFP38-2013
Project Supervision Services for the
Niagara Falls Bus Maintenance and Storage Facility
Proposal Closing:
Date: July 13, 2013
Time: 2:00 PM local time
Proposals must be delivered to:
The Municipal Service Centre
Front Reception
3200 Stanley Avenue
Niagara Falls, ON L2E 6S4
Attn: Supply & Services
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Table of Contents
Description Page
Section 1: Instructions to Proponents
1 . Introduction 3
2. Request For Proposal (RFP) Definitions and Terminology 3
3. Submission Requirements 4
4. Communication 5
5. Evaluation 6
6. Specific Terms and Conditions 8
7. Proposal Preparation 10
8. Proposal Format 12
Section 2: Deliverables and Requirements
1. Introduction 15
2. General Contract Requirements 15
3. Specific Contract Requirements 16
Section 3: General Conditions
1 . Cover Page 21
2. General Conditions GC-1 to GC-14
Section 4: Appendices
1 . Cover Page Al
2. Site Map / Photo
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SECTION I - INSTRUCTIONS TO PROPONENTS
1. Introduction
1.1 Overview
The City of Niagara Falls operates and maintains a fleet of some 27 buses in a conventional
municipal transit role. Through an alliance with certain Boards of Management of Business
Improvement Areas and the Niagara Parks Commission, the City also operates and
maintains a fleet of some 16 buses (11 articulated and 5 standard) that service a tourist
oriented transit service in the City known as the WEGO system. The WEGO system was
established with the help of funds from the federal and provincial governments. Through
arrangement with Metrolinx, the City also has commitments to provide shelter and storage
for up to 12 buses owned and operated on the provincially owned GO transit system.
The City is in the process of constructing a 104,285 square feet building that is to serve as
a maintenance and storage facility for the fleet of buses that are required to provide the
transit, WEGO and GO services that the City is committed to provide.
1.2 Project Summary and Scope of Work
The project is already underway. An architect (IBI Group Canada Inc.) and contractor
(Aquicon Construction Co. Ltd.) have been retained. Due to unforeseen circumstance, the
Project Supervisor retained by the City in connection with this project will not be continuing
in that role. The City is seeking to retain a replacement Project Superviser to oversee the
project through to completion.
It is anticipated that the successful Proponent will take management oversight and be
responsible for:
(General description only - not a detailed list)
- the remaining development of the selected site
- provision of all required testing services for land development
- provision of all applicable permits
- supervision of all site activities during the construction phase and up to final completion
- supervision of resolving the resolution of deficiency and warranty claims
- commissioning of the building such that City Staff understand how to operate the
building and associated systems
Note: The selection of any and all professional services, contractors and any other services
and all materials and equipment, furniture and all other site deliverables must be undertaken
in accordance with the City's Supply and Service Policy for such procurement.
2. Request For Proposal (RFP) Definitions and Terminology
The following terms will apply to this Request for Proposal and to any subsequent Contract.
Submission of a proposal in response to this Request for Proposal indicates acceptance of
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all the following terms.
2.1 Request for Proposal Definition
An RFP defines the situation or objective for which the goods and/or services are required,
how they are expected to be used and/or problems that they are expected to address.
Proponents are invited to propose solutions that will result in the satisfaction of the City's
objectives in a cost effective manner. The proposed solutions are evaluated against a
predetermined set of criteria of which price may not be the primary consideration.
2.2 Request for Proposal Terminology
Throughout this Request for Proposal, terminology is used as follows:
(a) "City" means the Corporation of the City of Niagara Falls;
(b) "Contract" means the written agreement resulting from this Request for Proposal
executed by the City and the successful Project Supervision Company;
(c) "must', "mandatory" or"required" means a requirement that must be met in order
for a proposal to receive consideration;
(d) "Proponent" means an individual or a company that submits, or intends to submit,
a proposal in response to this "Request for Proposal";
(e) "should" or "desirable" means a requirement having a significant degree of
importance to the objectives of the Request for Proposal; and
(f) "Successful Proponent' means the successful Project Supervision Company that
has been selected as a result of this Request for Proposal who enters into a written
Contract with the City.
3. Submission Requirements
3.1 Closing Date
Five (5) complete copies of each proposal (with one marked as "original") must be received
by 2:00 p.m., local time, on Thursday, July 11, 2013, at:
The Supply and Services Section
Front Reception
The Municipal Service Centre
3200 Stanley Avenue,
Niagara Falls, ON L2E 6S4
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Proposals will not be accepted by facsimile or e-mail. Proposals must be presented on the
Proponent's company letterhead and must be included in a sealed envelope or package
which is to be addressed to the above mentioned location and must be clearly marked as
to contents with the name and address of the Proponent, the Request for Proposal number
and the project name or title.
3.2 Late Submissions
Late proposals will not be accepted and will be returned by courier or by Canada Post.
collect, to the Proponent.
4. Communication
4.1 Questions and Inquiries
There is no Proponent's meeting for this RFP.
Communications concerning this RFP should be directed in writing to
Mr. Karl Dren
Director of Transportation Services
Transportation Services
4320 Bridge Street
Niagara Falls, ON L2E 2R7
Phone: 905-356-7521 ext. 4509
Fax: 905-353-0651
E-mail: kdren(t�niagarafalls.ca
Clarifications requested by the Proponents must be in writing, delivered by hand, by
facsimile, or by email and received not less than two (2) days prior to the closing date. Any
oral statements or instructions shall not be binding.
4.2 Addenda
Any change or clarification issued by the City will be in the form of an Addendum. All
Proponents must acknowledge receipt of all Addenda by attaching same to their proposal
submission. The City assumes no responsibility for any information obtained by means
other than as described in this RFP.
4.3 Submission Opening
Proponents are advised that there will not be a public opening for this Request for Proposal.
Proposals received by the date and time of closing, will be opened administratively by
specific Staff members of the City at a time shortly after the stated closing date and time.
Following the opening of the proposals received, only the names of Proponents submitting
a response to the RFP shall be made available.
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5. Evaluation
Evaluation of proposals will be made by an Evaluation Committee formed by the City.
5.1 Proposal Format
Proponents must conform to the instructions given regarding proposal preparation and
submission as outlined herein, and all additional information requested must be completed
for consideration in the evaluation.
The following format and sequence should be followed in order to provide consistency in
Proponent responses and to ensure your proposal receives full consideration. All pages
should be consecutively numbered.
(a) Title Page, showing Request for Proposal number and Proponent's name;
(b) Table of Contents including page numbers;
(c) A brief (one or two pages) summary of the key features of the proposal;
(d) The body of the Proponent's proposal submission must contain a comprehensive
response to all requirements as contained in this RFP, including all pricing details;
and
(e) Any additional information.
5.2 Evaluation and Selection
The evaluation committee will review proposals against the mandatory criteria. Proposals
not meeting all mandatory criteria will be rejected without further consideration. Proposals
that meet all the mandatory criteria will then be assessed and scored against the evaluation
criteria.
5.3 Mandatory Criteria
The following are mandatory requirements. Proposals not including these mandatory
requirements will receive no further consideration during the evaluation process:
(a) Compliant response per the requirements of section 5.1 above;
(b) Total and detailed pricing of services provided;
(c) Stating of references and details for the successful completion of similar projects,
(d) List of all staff who will be working on this project. State education and relevant
experience and qualifications of all supervisory staff assigned to this project;
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(e) Statement of response times following execution of the Contract with the City for
commencement of work and all major milestones of the project up to substantial
completion; and
(f) State bidding (tendering) policies and procedures to be used to select professional
firms, general and subcontractors and to obtain all goods and services.
5.4 Pricing Details
Proposals must include total pricing (including taxes and all other costs) and detailed pricing
(exclusive of taxes) for the deliverables as stated in this RFP document. Refer to Section
2.
5.5 Evaluation Criteria
The following evaluation criteria outline the areas of importance that will be considered in
the Contract award. Proposal submissions should be submitted that satisfy all criteria
stated.
Criteria Description Points
1 Completeness of Submissions will be evaluated based on the 10
submission and overall layout and ease of understanding,
compliance to level of compliance to the requirements and
requirements and specifications of the RFP and presentation,
presentation to if requested by the evaluation team.
evaluation team (if
requested)
2 Competence and Proponents must provide full and complete 15
experience of staff details of the education, experience, past
projects and years of related experience
and applicable certifications for all
supervisory staff who will be assigned to
this project.
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3 Comprehensive Work The Proponent's submission must include a 20
Plan comprehensive work plan that provides a
systematic breakdown, including a critical
date analysis, for all phases of the work
from Contract commencement to
substantial completion. State also the
bidding process and procedures to be used
to select professional firms, general and
subcontractors and all other goods and
services. Refer to Section 1 (b) above.
4 Fees Proponents must provide a total cost and a 30
detailed cost analysis per section 5.4
above.
5 Proponent's Previous Proponents must provide references of 20
Experience successful previous company experience
for similar sized projects. Refer to attached
Schedule "A".
6 Value Added Services Proponents are invited to include in their 5
submissions any value added benefits for
the City and may propose any added
services to the requirements of this RFP
Total Points 100
5.6 Short List
The evaluation procedure may include the selection of a short list of Proponents based on
the stated criteria. The short listed Proponents may be asked to make a presentation to the
evaluation team and/or provide the evaluation team with any supportive documentation
requested by the evaluation team prior to the final selection.
6. Specific Terms and Conditions
6.1 Acceptance of Proposals
The City reserves the right, in its absolute discretion, to accept a proposal which it deems
most advantageous to itself and the right to reject any or all proposals, in each case without
giving any notice. The lowest of any proposal will not necessarily be accepted. In no event
will the City be responsible for the costs of the preparation or the submission of a proposal
from any Proponent.
Proposals which contain conditions or otherwise fail to conform to the Instructions to
Proponents may be disqualified or rejected. The City may, however, in its sole discretion,
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rejector retain for its consideration proposals which are nonconforming because they do not
contain the content or form required by the Instructions to Proponents or for failure to comply
with the process for submission set out in these Instructions to Proponents.
6.2 Joint or Partner Organizations
Proponents must clearly identify any joint or partner firms that they propose will be assisting
the prime Proponent, in any way, in fulfilling its obligations as described in this RFP. Each
joint or partner firm named must be stated by name, address, contact person, phone
number(s) and the service provided to the Proponent.
Partnering or joint operations with any firm or individual(s) whose current or past corporate
or other interests may, in the City's opinion, give rise to a conflict of interest in connection
with this project will not be permitted. This includes, but is not limited to, any firm or
individual involved in the preparation of this Request for Proposal.
6.3 Definition of Contract
The full execution of a written contract will constitute a contract for the work and services
as detailed in this Request for Proposal, and no Proponent will acquire any legal or equitable
rights or privileges relative to the said services until the execution of the Contract by both the
successful Proponent and the City has been completed.
6.4 Liability for Errors
While the City has used considerable efforts to ensure an accurate representation of
information in this Request for Proposal. the information contained in this Request for
Proposal is supplied solely as a guideline for Proponents. The information is not guaranteed
or warranted to be accurate by the City, nor is it necessarily comprehensive or exhaustive.
Nothing in this Request for Proposal is intended to relieve Proponents from forming their
own opinions and conclusions with respect to the matters addressed in this Request for
Proposal.
6.5 Agreement with Terms
By submitting a proposal, the Proponent agrees to all the terms and conditions of this
Request for Proposal. Proponents who have obtained the Request for Proposal and/or any
addendums electronically must not alter any portion of these documents. To do so will
invalidate the proposal and the Proponent's delivered submission will be rejected.
6.6 Modification of Terms and Addendums
The City reserves the right to modify the terms of the Request for Proposal. Any
modifications or changes to the RFP will be issued in the form of an addendum and will be
sent to all Proponents who have picked up or have requested a copy of the RFP from the
City. The RFP and any addendums will also be posted on the City's Bid Opportunities Web
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Site.
6.7 Ownership of Proposals and Freedom of Information
All documents, including proposals submitted to the City, shall become the property of the
City and are subject to the provisions of the Municipal Freedom of Information and
Protection of Privacy Act, R.S.O. 1990, c. M.56.
6.8 Use of Request for Proposal
This document or any portion thereof, may not be used for any purpose other than the
submission of proposals.
6.9 Confidentiality of Information
Information pertaining to the City obtained by the Proponent as a result of participation in
this project is confidential and must not be disclosed without written authorization from the
City.
6.10 Delay in the Execution of Contract Agreement
If the Contract Agreement cannot be executed within thirty (30) days of award notification
to the designated successful Proponent, the City may, at its sole discretion, terminate
Contract execution activities with the said Proponent and seek appropriate legal remedies.
The City also may either commence Contract arrangements with the next qualified
Proponent or choose to terminate the proposal process for reasons that provide the best
value for and are in the best interests of the City.
7. Proposal Preparation
7.1 Signed Proposals
Proposals must be completed on the Proponent's company letterhead and signed by the
person(s) authorized to sign on behalf of the Proponent and are authorized to bind the
Proponent to statements made in response to this Request for Proposal.
7.2 Alternative Solutions
If alternative solutions are offered, please submit the information in the same format, as a
separate proposal.
7.3 Irrevocability of Proposals
By submission of a clear and detailed written notice, Proponents may amend or withdraw
their proposal prior to the closing date and time. Upon closing time, all proposals become
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irrevocable. By submission of a proposal, the Proponent agrees that should its proposal be
deemed successful, the Proponent would enter into a Contract with the City.
7.4 Changes to Proposal Wording
The Proponent will not change the wording of its proposal after closing.
7.5 Working Language of the City
The working language of the City is English and all responses to this Request for Proposal
must be in English.
7.6 Proponent's Expenses
Proponents are solely responsible for their own expenses in preparing a proposal and for
subsequent negotiations with the City, if any. If the City elects to reject all proposals, the
City will not be liable to any Proponent for any claims, whether for costs or damages incurred
by the Proponent in preparing the proposal, loss of anticipated profit in connection with any
final Contract, or any other matter whatsoever.
7.7 Limitation and Waiver of Damages
Further to the preceding paragraph, the Proponent, by submitting a proposal, agrees that
it will not claim damages, for whatever reason, relating to the Contract or in respect of the
competitive process. The Proponent, by submitting a proposal, also waives any claim for
loss of profits if no agreement is made between the Proponent and the City.
7.8 Acceptance of Proposal
Proposals must be firm for acceptance at least 90 days after the closing date. Prices
submitted will remain firm for the term of any resulting Contract.
The City will pay no additional charges unless specified in the proposal submission.
7.9 Currency and Taxes
Prices submitted are to be:
(a) in Canadian dollars;
(b) for the complete cost of all services as itemized; and
(c) exclusive of Harmonzied Sales Tax.
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7.10 Completeness of Proposal
By submission of a proposal, the Proponent warrants that all components required to
provide all work and services as stated in this RFP have been identified in the Proponent's
proposal and will be provided by the successful Proponent.
8. Proposal Format
8.1 General Description
The City is seeking proposals from Proponents who are both interested and capable of
undertaking the project as described herein. The onus is on the Proponent to show their
knowledge, understanding and capacity to conduct the work outlined in this Request for
Proposal. The responses will be assessed according to how well they assure the City of
success in relation to the submission requirements. The detail and clarity of the written
submission will be considered indicative of the Proponent's expertise and competence.
Proponent's must provide the following minimum information.
8.2 Part 1: Overview
Provide:
(a) A narrative demonstrating the firm's understanding of the full scope of services,
(b) Confirmation of the firm's services responding to the required scope of services, and
(c) Confirm commitment to complete project from conception through completion should
unforeseen delays arise throughout the project.
8.3 Part 2: Work Program
Provide approach and methodology to be pursued for the provision of the services identified
in the RFP.
8.4 Part 3: Organization
Provide:
(a) The Proponent's organization
1. Description of your firm and the type of services offered;
2. Ownership;
3. Organization and management structure; and
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4. Confirmation that the firm is neither a design firm nor a construction contractor
(construction manager, general contractor or trade contractor);
(b) Experience
Provide a table of comparable projects, involving the provision of project
management services for projects of a similar size and type. Include in the table at
least the following information:
1. Project name;
2. Client name;
3. Project description;
4. Project value;
5. Client reference (name, title and phone number); and
6. Demonstration of capability, capacity and experience of the project management
firm in providing service to comparable projects;
(c) Project Team
1 . Identify the support project team proposed for City assignment;
2. For each member of the project team, confirm the individual is a fulltime,
permanent employee of the Proponent:
3. Describe the organization of the project team and how the team fits within the
existing structure of the firm;
4. Demonstrate the experience and capability of the members of the project team;
and
5. Provide resumes for all members of the project team clearly indicating that the
personnel have a minimum of five (5) years experience(except Project Manager-
refer to (d)1 below), in the provision of the Scope of Services; identification of the
personnel's educational qualifications, professional affiliations, years of
experience in the field, and the number of years with the firm;
(d) Designated Project Manager
1. Provide resume of the Project Manager, clearly indicating that the individual has
a minimum of ten (10) years experience in the provision of the deliverables and
requirements; identification of the Project Manager's educational qualifications,
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professional affiliations, years of experience in the field, and the number of years
with the firm;
2. Confirmation of the individual that will serve as the Designated Project Manager
for the duration of the project assignment and indicate if the designated Project
Manager is a Project Management Professional (PMP) as recognized by the
Project Management Institute; and
3. Professional references for the Designated Project Manager proposed for the
project.
8.5 Part 4: Quality Control
Provide:
(a) Evidence of a formal corporate quality management system;
(b) Confirm the registration of the firm's quality management system and provide copy
of Certificate of Registration;
(c) Describe the procedures that are used to monitor customer satisfaction to evidence
satisfaction of the performance obligations of your quality management system;
(d) Name the Quality Assurance Manager, if available: and
(e) Indicate the methodologies the Project Supervisor will employ to obtain quality
assurance and quality control in the delivery of services by the project consultants.
the project contractor, and the Project Supervisor itself.
8.6 Part 5: Workplace Safety
Consistent with the City's efforts to make health, safety, and respect for the environment the
core of our programs and services, the Proponent shall provide the following:
(a) Evidence of registration and good standing with the Workplace Safety and Insurance
Board (WSIB);
(b) A current copy of the Proponent's Account Rate Profile from the WSIB, documenting
the Proponent's workplace injury frequency and comparative industry averages; and
(c) Evidence of the Proponents Corporate Health and Safety Policy, and the measures
taken to ensure its effective implementation within the work environment.
8.7 Part 6: Statement of Prices
Provide a total price including taxes and itemized prices(taxes extra) to provide the Project
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Supervisory Services described in subsection 5.4 above and section 2 below.
SECTION 2: DELIVERABLES AND REQUIREMENTS
1. Introduction
The responsibility of the Project Supervision Team (the successful Proponent) and the
description of the project mandate are detailed below.
2. General Contract Requirements of the Successful Proponent
Construction Administration
(a) General Overview: Provide complete construction supervision services, overseeing
and supervising all aspects of the supply of construction services by the successful
contractors and subcontractors and the receipt and approvals for all goods.
equipment, materials, furniture and all other deliverables to the work site and provide
all other necessary supervisory tasks to complete the entire project to the entire
satisfaction of the City;
(b) Provide daily, weekly or monthly construction status reports to the City's Project
Leader for consultation and approval of all stages of the construction project up to
and including final completion and acceptance by the City;
(c) Establish a process in which contractors, subcontractors, suppliers and the selected
architect are to be monitored/managed to meet all quality requirements, to meet a
timeframe for completion and to meet the stated budgetary requirements to the
complete satisfaction of the City:
(d) Provide overall coordination, general direction and inspection for all contractors,
subcontractors and any service companies working on the job site;
(e) Ensure all health and safety requirements as called for (a) in the successful
Proponent's health and safety manual; and (b) under all provisions of the
Occupational Health and Safety Act, are undertaken and complied with if full
accordance with these documents;
(f) Monitor the overall quality of all construction works and all materials and equipment
and other goods delivered to the work site;
(g) Certify completion of various stages of construction, and review and recommend to
the City's Project Leader, for approval, all progress payments to the successful
Project Supervision Team. The City will only be responsible for payments to the
successful Project Supervision Team. This company must contract with and make
payments directly to the architect, all contractors and all suppliers for all work and
the supply of all goods and services. The City will not accept nor pay for any work
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or supply of goods or services by any other company to whom the successful
Proponent has contracted the said work or the supply of goods or services;
(h) Arrange and certify all required inspections and testing requirements;
(i) Prepare a final report for approval by the City;
(j) Participate, as required, in post construction warranty and contractor follow-up;
(k) Attend meetings of City Council to brief Council, as required;
(I) Attend meetings with City Staff, as required;
(m) Return all documentation pertaining to the project that has been requested by the
City's Project Leader to the City, upon completion of the project.
3. Specific Contract Requirements of the Successful Proponent
3.1 Project Supervisory Services
The City views project supervision as the comprehensive oversight and control, under the
direction of the City's Project Leader, of all aspects of the project throughout all phases of
its life cycle to achieve prescribed objectives defined in terms of time, quality and cost
Through the application of appropriate management techniques. the successful Proponent
will direct and coordinate the efforts of the Proponent's project team to achieve the
objectives of the project to meet the City's requirements.
3.2 Proponent's Designated Project Manager
The Proponent shall identify, within its proposal submission, an individual who shall be the
Project Manager from the project commencement through completion. The successful
Proponent's Project Manager shall be responsible for all aspects of the project under the
direction of the City's Project Leader. The successful Proponent's Project Manager and not
subordinate staff, shall at all times be directly responsible for the oversight of the project in
strict compliance with the terms and conditions of the Contract between the City and the
successful Proponent. The successful Proponent's Project Manager shall be responsible
for attending and chairing meetings of the project team for the duration of the project. The
successful Proponent's selected Project Manager shall not be replaced without the prior
written consent of the City's Project Leader.
3.3 Scope of Project Supervisory Services
The following is the scope of Project Supervisory Services the successful Proponent is
expected to provide:
(a) General Responsibilities:
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1. Define the requirements of the project, including scope, quality and overall budget
and schedule of work;
2. Be the designated Project Supervisor (i.e., the main contact for the project);
3. Establish a protocol, as approved by the City's Project Leader, for all
communication issues throughout the project between the successful Proponent
and its contractors and subcontractors;
4. Prepare project policies and procedures to be distributed to all team members;
5. Visit the selected site, review and record existing site conditions;
6. Review all agreements with the City's Project Leader and ensure that all
commitments regarding the site conditions are satisfied;
7. Advise and assist the City's Project Leader in respect of the approval process with
statutory authorities and the procurement of requisite permits (as or if required);
8. Structure the project into manageable sub-entities;
9. Pre-qualify, recommend, select and negotiate contracts with consultants,
contractors and suppliers;
10. Manage the design for conformity with the agreed project requirements and
budget, and administer design changes;
11 . Suggest alternatives, evaluate them, and obtain approval from the City's Project
Leader so as to best meet these needs in terms of scope, time, quality and cost;
12. Identify and document dates when user requirements and decisions or approval
by the City's Project Leader are required and advise them of the effect on the
project of delayed decisions or approvals;
13. Identify the impact (time, quality, cost) of any proposed changes, so that the City
may make well informed decisions whether or not to proceed with the proposed
changes;
14. Chair regular project meetings with contractors and provide minutes;
15. Arrange and coordinate the procurement, expediting and quality control of all
required materials, equipment and services, including those (if any) supplied by
the City;
16. All procurement shall be in accordance with the City's Supply and Services policy;
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Project Supervision Services for the
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17. Manage construction implementation for conformity with the approved design,
including detailed scheduling and coordination, management of inspection,
administration of construction changes, approvals of progress claims, completion
certificates, management of deficiency and warranty work, commissioning,
operating manuals and record documentation;
18. Provide an onsite presence during all construction and all other site activities;
19. Conduct "walk through" and issue a final deficiency report following substantial
completion;
20. Ensure all deficiencies, as agreed and directed by the City's Project Leader, have
been corrected to the entire satisfaction of the City prior to final completion and
acceptance;
21 . Assist the City in all requested start-up and or operating procedures such that City
Staff are reasonably capable of operating the completed building and associated
systems; and
22. Oversee and complete all warranty and deficiency issues with contractors after
the project is commissioned;
(b) Management of construction and related tasks;
1 . Facilitate the Building Permit application process;
2. Arrange and chair pre-tender site meeting(s) with contractors;
3. Coordinate the resolution of questions that arise during the tender period and
issue addenda as required,
4. Attend tender opening, prepare tender analysis, assemble and distribute results:
5. Review project budget and timeline objectives;
6. Issue construction contract documents (as properly executed) to successful
bidders;
7. Ensure that insurance, WSIB clearance and Ministry of Labour forms are
received;
8. Arrange and chair preconstruction meetings with all contractors and all other
required parties including the architect and the City's Project Leader (if required);
9. Monitor the project budget and timeline throughout construction;
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Project Supervision Services for the
Niagara Falls Bus Maintenance and Storage Facility
10. Coordinate the review of all architectural shop drawings, specification and details
as prepared by subtrades;
11. Coordinate the review of mechanical and electrical shop drawings as submitted
by subtrades;
12. Arrange and attend regular construction site meetings to monitor construction and
ensure that all issues are addressed promptly;
13. Manage all changes to the Scope of Project through the Change Notice/Change
Order process, review and approve submitted costs and track against both
approved project budget and timeline;
14. Establish construction quality assurance programs;
15. Carry out interim site inspections and report as necessary;
16. Coordinate the installation of all required equipment, materials, fixtures, furniture
and all other deliverables and services as approved by the City's Project Leader;
17. Receive contractor's applications for payment; carry out site review; and process
payment certificates for approval and payment;
18 Upon Substantial Completion. in association with the architect and selected
engineers, prepare a detailed deficiency list, and ensure that deficiencies are
completed in a timely manner;
19. Administer the Certificate of Substantial Completion following approval by the
City's Project Leader and ensure Certificate is published;
20. Facilitate final municipal approvals and inspections, including procurement of an
Occupancy Permit;
21. Assemble and review all necessary project close-out information: statutory
declarations, warranties, as-built drawings, manuals etc.; and
22. Advise on timing of final payment and release of holdback monies;
(c) Post construction follow-up
1. Conduct a preliminary site and facility inspection with the City's Project Leader
identifying deficiencies and the issuance of a deficiency report for immediate
follow up;
2. Conduct a final walk though with the City's Project Leader for approval of all
corrected items as identified on the deficiency report;
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Project Supervision Services for the
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3. Conduct an orientation on mechanical and electrical and all other required
procedures for Staff once the facility is open and operational;
4. Assist in obtaining whatever training is required to ensure that City Staff are
reasonably capable of operating the completed and associated systems; and
5. Transfer all drawings and documentation to the City.
CITY OF NIAGARA FALLS
By-law No. 2013 -
A by-law to adopt, ratify and confirm the actions of City Council at its Special meeting held on the
23`d day of July, 2013.
WHEREAS it is deemed desirable and expedient that the actions and proceedings of Council as
herein set forth be adopted, ratified and confirmed by by-law.
NOW THEREFORE THE COUNCIL OF THE CORPORATION OF THE CITY OF
NIAGARA FALLS ENACTS AS FOLLOWS:
1. The actions of the Council at its Special meeting held on the 23`d day ofJuly,2013 including
all motions,resolutions and other actions taken by the Council at its said meeting,are hereby
adopted, ratified and confirmed as if they were expressly embodied in this by-law, except
where the prior approval of the Ontario Municipal Board or other authority is by law required
or any action required by law to be taken by resolution.
2. Where no individual by-law has been or is passed with respect to the taking of any action
authorized in or with respect to the exercise of any powers by the Council,then this by-law
shall be deemed for all purposes to be the by-law required for approving, authorizing and
taking of any action authorized therein or thereby,or required for the exercise of any powers
thereon by the Council.
3. The Mayor and the proper officers of the Corporation of the City of Niagara Falls are hereby
authorized and directed to do all things necessary to give effect to the said actions of the
Council or to obtain approvals where required, and, except where otherwise provided, the
Mayor and the Clerk are hereby authorized and directed to execute all documents arising
therefrom and necessary on behalf of the Corporation of the City of Niagara Falls and to affix
thereto the corporate seal of the Corporation of the City of Niagara Falls.
Passed this twenty-third day of July 2013.
DEAN IORFIDA, CITY CLERK JAMES M. DIODATI, MAYOR
First Reading: July 23, 2013
Second Reading: July 23, 2013
Third Reading: July 23, 2013