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REQUEST FOR PROPOSAL (RFP)

to prospective proponents to submit proposals for the provision of architectural design services, as described further herein

Request for Proposal Issue Date: May 11,2017

Responses to this Request for Proposal must be received at the address below:

Delmore “Buddy” Daye Learning Institute

5539 Cornwallis Street Halifax, Nova Scotia

B3K1B3

No later than 2:00 pm -AST – June 2, 2017

REQUEST FOR PROPOSAL (RFP) FOR THE PROVISION OF ARCHITECTURAL DESIGN SERVICES

TERMS AND CONDITIONS

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I. PURPOSE

This Request for Proposals (“RFP”) is an invitation by the Delmore “Buddy” Daye Learning Institute (DBDLI) to prospective proponents to submit proposals for the provision of architectural design services, as further described in Section II – Scope of Services. These services relate to future renovations of the DBDLI’s recently acquired building at 5450 Cornwallis Street. This building, constructed in 1969 will be renovated as the future home of the Delmore “Buddy” Daye Learning Institute (hereinafter referred to DBDLI). The DBDLI is a leading provincial and national institute of knowledge and research on Africentric theories and practices that improve educational outcomes, and inform policies about African-Canadian/Nova Scotian learners from pre-school to adult learning. The Institute seeks to understand and improve the standard of education for African-Nova Scotian learners and educators through Africentric educational research and practices, and to enhance the public debate about educational reforms. Further Information may be obtained at the Delmore “Buddy” Daye Learning Institute website www.dbdli.ca. BACKGROUND

The DBDLI acquired the former Construction Centre Building at 5450 Cornwallis Street, Halifax, N.S. (PID 40277022) in the summer of 2016. The building is a two-story office facility with a small lower level section used for access/egress and mechanical purposes. Built in 1969, the building is constructed of pre-cast concrete panels erected on sections of paved concrete walls and reinforced concrete columns. It is an example of Brutalist Architecture.

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The building presently has two floors. The second floor and a small portion of the first floor is occupied by a tenant – an engineering company. The DBDLI will occupy the balance of the first floor and this is the only area for which architectural design services are currently being sought. A recently conducted Building Condition Assessment Report (a copy of which will be made available to the successful vendor) confirms this building was originally designed to be able to accept two additional floors. II. SCOPE OF SERVICES This Request for Proposals (RFP) is for architectural design services. To provide the following services:

• Schematic Design • Design Development • Construction Documentation • Assist with Tendering

• Construction Administration The objective is to receive proposals from interested respondents able to perform Architectural Design Services for the following:

• conduct a code review and current code requirements, • work with the DBDLI to develop a space design and versatile layout of about

4,300 square feet of space to accommodate the operations and administrative offices of the DBDLI,

• recommend the most appropriate renovation of the space the DBDLI will occupy for administrative offices, including reception and flexible boardroom / collaborative learning space, among other uses,

• analyze and offer suggestions for overall building enhancement, • advise on furnishings and features that will maximize the benefits of the

available space, • provide an estimated timeline for the renovations, • provide an estimate for the required renovations, • provide a quotation for your organization to act on behalf of the DBDLI to

oversee the tendering and contract administration. For information purposes, the structural sizing of the building is as follows:

• Main level = 5,913 square feet +/-

• Upper level = 5,913 square feet +/- • Lower level = 1,168 square feet +/- • Total = 12,994 square feet =/-

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The space the Learning Institute will occupy for its administrative offices is on the Main Level and includes approximately 4,317 square feet. This is the space that is the focus of this RFP. This architectural design project will include a review of the existing infrastructure and systems in the space the DBDLI will occupy, and the building more broadly, to determine upgrade requirements for the following elements:

• space configuration and fit-up; • communication and data; • accommodation of mechanical, plumbing, electrical and safety systems issues

identified in the Building Condition Assessment Report; • kitchen layout and relocation, and • accessibility.

As noted, a Building Condition Assessment (BCA) has recently been completed on the building by an engineering company. This report will be made available for bidders on a confidential basis for purposes of assisting in the preparation of your bid response document. Previous environmental assessment reports completed on the building are also available for review, if required. The renovated spaces that are the focus of this RFP will comprise the core operations of the Learning Institute. As such, the retrofit of this space should embrace the mission and mandate of the DBDLI as an important Africentric organization dedicated to educational excellence. There is also a strong interest in ensuring that the occupied space is flexibly arranged to enable occasional larger gatherings (<100 people) for educational, cultural and artistic events. The Learning Institute periodically hosts professional development/seminar events and community gatherings; hence, boardroom and adjoining space should be optimally configurable to allow for a diverse range of utilization requirements. Africentric iconography and symbolism is desirable in the design and architectural expression. A Board and staff visioning session offers an outline of the space requirements and vision for the use of the space. This will be available to bidders. At the high level, the following space requirements for the Learning Institute’s administrative offices includes:

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• Configurable conference Room / Executive/Boardroom adjacent to the reception area with movable walls,

• Offices, • Kitchen/staff lunch room – not a commercial kitchen, • Reception Area, • Library / Reading Room, • Executive/Board working office, • Collaborative work space, • File Storage / Mailroom/Document Preparation Area • Washroom, • Open Space / Event Space / Space for Programing.

The renovated spaces should be contemporary, dynamic and multi-functional and clearly resonate with and animate the DBDLI’s mission and mandate. Understanding of options is important to the Board. Architectural designs and plans for three possible design/layout scenarios are being requested. These should include consideration for the following:

1. Code review, 2. Reconstruction of the indicated spaces, aligned with the mission and mandate of

the DBDLI and the wishes of the Board of Directors as established in the vision document and taking into consideration the needs of the tenant in areas where the two suites intersect,

3. Structural, mechanical and electrical engineering requirements as identified in the building condition assessment,

4. Lighting requirements, 5. Data and communications requirements, 6. Furniture requirements, 7. Security system and access control, 8. Fire safety systems including signage, and 9. Accessibility.

The functional space programs being developed in the three scenarios shall define the function and purpose of the elements of the site, the function and number of people using the identified elements, the standards for the space, how it will operate/function, including any special requirements such as noise concerns and site needs. Construction planning is expected to commence in the summer of 2017, with a slated renovation completion date of February 15th, 2018. The Learning Institute has established a budget to fund these renovations. This allocation includes all hard and soft costs. The DBDLI recognizes that it would be possible to spend much more on these improvements than has been

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allocated, therefore the architectural design consultant will need to assist in rationalizing the allocation of funds. As an educational institution, the DBDLI is seeking options that can be used to achieve the organization’s goals without exceeding the allocated budget. The proposed budget to be linked to the three design scenarios for the required renovations will be provided at the mandatory bidders meeting, details on which are included below. The primary deliverable associated with this project is to develop conceptual designs and pricing for the three renovation scenarios for presentation to the Board of Directors and staff team. Subsequent refinement will then be incorporated. The DBDLI is also interested in capacity building in the African Nova Scotia community and is working to optimize opportunities for African Nova Scotians to contribute to this project through employment opportunity, provision of services and any measures to enhance participation. Specific deliverables are outlined in two components below. Part 1: Phase Schematic Design

1. Initial consultation with the Project Management Team and review of Building Condition Assessment Report and Board/staff vision and site utilization document.

2. Development of 3 scenarios, including functional space options, design features, concept plans and drawings and costing all within the allotted budget.

3. Classed cost estimates (Class D for the three options) 4. Presentation of the scenarios to the Project Management Team and the

Board/staff group to assist in refining the options.

Part 2: Design Development 1. For the selected scenario, develop final design plans and drawings all within the

allotted budget, include considerations for HVAC upgrades, lighting, ventilation, fire safety systems, technology requirements, kitchen relocation and furniture requirements.

2. Classed cost estimates (Class B for the selected option)

Part 3: Construction Documentation 1. Prepare the construction tendering documents, specifications and construction

phasing plan. 2. Classed cost estimates (Class A) 3. Assist with securing required permits and ensure project meets codes and by-

laws.

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4. Each consultant will need to provide letters of undertaking.

Pricing for these requirements will be presented separately. Part 4: Tendering Following the design phase, the DBDLI intends to lead the tendering to secure a contractor to carry out the renovations. Bidders are also invited to provide pricing for the following additional elements:

1. Review the construction tenders and assist in assessing and adjudicating bids received,

2. Provision of contract administration / construction oversight to verify the contractor’s performance on the major components of the contractor’s work.

Part 4: Contract Administration

1. Field reviews 2. Final deficiencies

Proponents should submit their proposals according to the following timetable and instructions.

• Issue Date of RFP May 11, 2017 • Tour of facilities Hosted by the DBDLI – May 17, 2017 – 3:00 pm. Participation in

the tour of facilities is mandatory. The purpose of this meeting is to give vendors the opportunity to see the building. Staff of the DBDLI handling this RFP will be available on site at that time. The proponent will provide names and titles of those attending the building orientation meeting to the contact named at the end of this RFP by ‘close of business’ Tuesday, May 16th.

• Deadline for Questions May 26, 2017 • Deadline for Issuing Addenda – May 26, 2017 • Submission Date 2:00 pm (Atlantic time), June 2, 2017

• Overall Project Completion date – August 2nd, 2017 – first Designs by July 12th, 2017

Following receipt and review of proposals by the DBDLI, selected firm(s) may be invited to make presentations on their proposed plan for completing this work. The decision to interview respondents will be at the sole discretion of the DBDLI based on the evaluation of each proposal. The RFP timetable is tentative only, and may be changed by the DBDLI at any time.

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III. VENDOR QUALIFICATIONS

Proponentsandkeyteammembersmustberegisteredtopracticeinthe

provinceofNova Scotiaandhaveexperienceworkingonsimilarprojects.

The proponent’s team shall include functional programmers, architectural interior design, structural, mechanical and electrical consultants, furniture space design and acoustical specialists. The proponent shall be an architectural firm eligible to practice under license in the Province of Nova Scotia. The proponent shall have proven functional programming and design experience in similar projects. The proponent should outline previous experience in projects of this type. Proponent will also highlight if any of these contractors were African Nova Scotian-led companies. The proponent shall perform directly all its services in accordance with generally accepted architectural standards and in compliance with all applicable statutes, codes, regulations and bylaws and in accordance with the requirements of this agreement. Plans and specifications for construction shall be reviewed, certified and stamped by professional architects or professional engineers who are registered by their respective professional governing bodies. It is understood that the proponent is solely responsible for all aspects of employment and labour relations in connection with its workforce. The proponent responding to this bid is the employer of its workforce and such employees are not employees or agents of the DBDLI. All such employees shall be under the direct management and sole supervision of the proponent.

IV. PROPOSAL CONTENT & RATED CRITERIA

The proposal shall be limited to 25 pages (excluding covers and blank dividers and

appendices) and a text font of 11-point or 12-point. Proposals should be succinct and

well-organized. Sample plans, resumes, and professional references accompanying

proposals as attached appendices will not be counted as part of the maximum 25-page

limit.

The proposal shall have the following sections and information:

1. Cover Letter (not part of 25-page limit): Provide a statement of ability to

complete the project given current workload, cite any conflicts of interest, and

provide a 60-day guarantee on proposal terms.

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2. Firmoverview,backgroundandvalues, including your corporate interest

and approach to diversity management.

• In this section, the proponent will also detail the number and type of

insurance(s) the firm carries including comprehensive general and

comprehensive liability, professional liability insurances, errors and

omissions insurance and any other insurances the firm carries. Please see

further information on insurance requirements in Section VI, below, and

• An overview of the firm’s experience and results in construction contract

administration.

3. Astatementillustratingyourunderstandingoftheprojectandthe

goalsoftheclientteam.

4. Astatementofyourproposedmethodology and designapproach

including your proposed approach to projectmanagement includingcost,

scheduleandqualitycontrol. Include a work plan with an accompanying time

line and schedule and define the key milestones.

5. Adescriptionofkeyteam membersfromeachdiscipline, respective roles

andabriefdescriptionofrelatedexperience. Please also include the following:

• Ateamorganizationchartanddescriptionoftheworkingrelationship

oftheteammembers should be included in the proposal proper,

• If any sub-contractors are to be used in the completion of the project,

their expertise and relationship with the bidding company shall be

detailed,

• CV’s of the personnel that will be assigned to this project. Respondents

shall outline the percentage contribution that is anticipated from each

team member and their respective knowledge, skills and expertise as it

pertains to the Deliverables for this project,

• Proponent references. Three (3) references are required, and

• Proposals that do not include required information may be considered non-responsive and may be eliminated from consideration.

6. Adescriptionofthree(3)recent or current,directlyrelatedprojects

comparable to this assignmentidentifyingthe overall project cost,completion

dateandparticipationofteammembersproposedonthisproject.

7. Provide a separate pricing proposal for Parts 1 &2. These should clearly indicate and provide a clear breakdown of project costs. Provide a not-to-exceed

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cost proposal for all work described under the Scope of Services broken down by project component. This should include a detailed breakdown of consultant hours per task, hourly rates for all team members, budget allocations and any direct expenses. Consultants are encouraged to submit value-added suggestions designed to enhance the project. Pricing should include a breakdown of all costs included in the grand total proposed for completion of Parts 1 & 2. If the respondent includes a provision for reimbursement of expenses, the proponent shall include a budget for anticipated expenses and a recommendation for cost management and approvals process.

8. AstatementconfirmingthenumberofAddendareceived/reviewed as

applicable.

V. EVALUATION OF BIDS

The following minimum criteria will be used to evaluate proposals received:

Theproposalsandany interviewsconducted willbeevaluatedonthefollowing

basis.Thesamecriteria willbeappliedinassessingtheproposalandany

interviews that may be conducted.Proponentscoresafter proposalsubmissionwill

beusedtoshortlistconsultantsforcontract award or possible interviews to be held

at the option of the DBDLI.

ITEM DESCRIPTION MAXIMUM

POINTS

PROPONENT

SCORE

Firmoverview,backgroundandvalues including approach

to African Nova Scotia diversity

10

Understanding of the Project 10

Methodology and Design Approach including Project

ManagementMethodology: scheduleand

qualitycontrol

15

Team and Team Organization 20

DirectlyRelatedProjectExperience 20

Price/Costing Proposal 20

Quality of References 5

Total 100

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The DBDLI is not under obligation to select the lowest bid. The DBDLI reserves the

right to accept or reject any proposal or part of any proposal for any reason, or no

reason, without recourse by any bidder and to award a contract to any bidder on any

basis which the DBDLI, in its sole and absolute discretion, determines to be in the best

interest of the DBDLI. Bids will remain in effect for a minimum of 60 days.

The DBDLI reserves the right to reject any or all proposals if to do so is in the best

interest of the DBDLI.

The DBDLI assumes no responsibility for the Vendor’s costs or effort to prepare their

submission.

Submitted proposals become the property of the DBDLI.

All compliant proposals will be reviewed by the DBDLI Building Steering Committee and

its project management team and a proposed Vendor will be recommended to the

DBDLI Board of Directors for a final decision to award the contract. The Board of

Directors of the DBDLI has the final authority with respect to the acceptance or

rejection of the recommendation.

This RFP does not form a commitment to hire a firm responding to it.

Notice of the awarding of the selected proposal shall be provided in writing to the

selected firm.

VI. INSURANCE REQUIREMENTS

The Selected Vendor is required to provide proof of adequate property and liability insurance as well as workers compensation insurance for employees per the following provisions.

1. The Selected Vendor agrees that it will carry any and all insurance which will protect it, the DBDLI and their agents and employees from any and all claims and demands, costs, loss of service or consortium, expenses, compensation and attorneys’ fees including but not limited to any and all claims for personal injury and/or death, workers’ compensation injuries, and property damages which may, in any way, arise from or out of the operations of the Selected Vendor pursuant to the terms of the Contract whether such operations be performed by the Selected Vendor itself, anyone directly or indirectly employed by it or any other persons or company retained in any way to carry on all or portion of the operation necessary to abide by the terms of the Contract. If requested at any time by the DBDLI, the Selected Vendor will be required to provide proof of General Liability Insurance in a form acceptable to DBDLI, with the DBDLI as a named party, subject to limits no less than $2,000,000.

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2. If the Selected Vendor is legally obliged to be covered by Workers’ Compensation and Health and Safety regulations, the Selected Vendor shall provide evidence of coverage and evidence that the premiums have been paid and are up-to-date. The Selected Vendor shall also be responsible for obtaining and providing evidence that any subcontractor(s) is/are also covered as required by law.

3. The Selected Vendor further agrees to the fullest extent permitted by law, that they shall indemnify and hold harmless the DBDLI and its agents, servants and employees from and against all claims, damages, losses, demands, actions and causes of action, costs, loss of service or consortium, expenses and compensation, including but not limited to attorneys’ fees, on account of or in any way growing out of or resulting from the performance of the work or the operations of the Selected Vendor or its agents, servants and employees pursuant to the terms of this contract regardless of whether or not the damage or harm complained of is caused in whole or in part by the negligence of a party to be indemnified hereunder.

4. The selected vendor is required to provide evidence of workers’ compensation coverage.

CONTRACT AND CONTRACT EXTENSIONS The successful Vendor will be required to execute a professional services agreement with the DBDLI. The DBDLI reserves the right to extend this service contract with the selected vendor. The DBDLI wishes to have this project completed and the final report tabled no later than July 14, 2017.

INQUIRIES/COMMUICATIONS

All questions or inquiries regarding the RFP should be directed in writing to the following contact by e-mail.

Stephen Coyle – stephen@groupatn.ca

Should the bidding firm find discrepancies or omissions or be in doubt as to the meaning of any part of the RFP, notify the named contact in accordance with the fore-going suggested procedure.

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CLOSING

Proposals are to be submitted to:

Delmore “Buddy” Daye Learning Institute 5539 Cornwallis Street

Halifax, Nova Scotia B3K 1B3

RFP NO.: DBDLI-2017-BUILDING CONDITION ASSESSMENT Attn: Stephen Coyle

Deadline for proposal submissions: 2:00 pm -AST – June 2, 2017

Late submissions will not be considered.

Proposals are to be submitted as follows:

Five (5) complete copies; one (1) copy must be bound and stamped original and four copies of the original on 8 ½” x 11” paper printed on one side.

One (1) clearly marked electronic copy on a USB flash drive.

The RFP number and title must appear on all submissions, including the outer packaging.

All proposals should be sealed and must be received as above. Electronic submissions and amendments thereto, (e.g., phone, fax, email) will not be considered.