Request for Proposal:

Vanderhoof Cultural Centre Project Management

RFP # 202008

Closes September 15, 2020 at 2:00PM PST

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Background

The District of Vanderhoof (the District) will be constructing a Cultural Centre at the Vanderhoof Museum site and is seeking a Project Manager to lead and manage all aspects of the design and construction including planning, site analysis, scheduling, quality control, and budgeting. The Cultural Centre will be approximately 2200sqft and consist of a main welcome/display area, offices, meeting room, storage room, public washrooms, and small staff kitchen. Universal design and energy-conscious features must be included in the design.

The Vanderhoof Museum is a community cultural asset located at 478 1st Street in Vanderhoof, British Columbia and consists of a collection of six historical buildings. This project consists of the construction of a Cultural Centre at the museum site, which will be owned and operated by the District of Vanderhoof. The building will be used to host cultural events and workshops; display historical artifacts from the Nechako Valley and Saik’uz First Nations; and provide a reception area for visitors to interact with Heritage Interpreters and take part in guided tours of the museum grounds and historical buildings.

The total project budget will encompass:

• Project management fees

• Design/engineering/architecture

• Construction including fixtures and furniture

• Parking lot

• Signage and landscaping

Scope

The District is seeking a Project Manager whose duties will include, but will not be limited to:

• Define the requirements of the project including scope, quality, and overall budget and schedule of work

• Prepare project policies and procedures to be distributed to all team members

• Advise the District on the suitability of the proposed construction location

• Incorporate environmental and sustainability criteria as required

• Chair regular project meetings with stakeholders and provide minutes; prepare monthly progress reports for Council review

• Manage communication between the District, architect, and construction contractors; advocate for the District to ensure all goals are being met in final construction

• Manage design and construction tendering: prepare tendering documents; issue Q&A addenda; attend tender openings; prepare tender analysis; assemble and distribute results

• Advise and assist the District with necessary construction or project-related permits or approvals if required; ensure compliance with all applicable Federal, Provincial, Municipal policies and environmental regulations

• Manage contract negotiations with consultants, contractors, and suppliers; obtain necessary insurance or certifications from contractors

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• Manage design and construction process and change orders to align with project goals, budget, and timeline; attend regular construction site meetings to monitor construction and ensure that all issues are addressed promptly

• Review all architectural, mechanical, and electric drawings

• Arrange and coordinate the procurement, expediting, and quality control of all required materials, equipment, and services

• Coordinate purchase, delivery, and installation of furniture and fixtures; coordinate installation of telephone and internet systems

• Manage deficiencies and warranties upon Substantial Completion with engineers and designers; advise on timing of final payment and release of holdbacks

• Assemble and review all necessary project close-out information: statutory declarations, warranties, as-built drawings, manuals; assist the District in start-up and/or operating procedures

Proposals

Proposals submitted must prove that the proponent is experienced and capable of managing this project. Proposals must include the following:

1. (10 POINTS) Overview of your firm’s operational strategy and overall experience

2. (35 POINTS) Detailed description of the project approach and methodology: a. Full understanding of scope of work and steps you will take to best manage the project b. Outline of formal corporate quality management system - how you will manage quality of work

of all parties involved in the design and construction c. Evidence of experience with LEED design & certification - describe procedures that will ensure

sustainability goals are met using best practices in design and construction

3. (20 POINTS) Description of the project management team with relevant experience and training listed; preference may be given to firms with experience managing similar-sized projects in small northern communities

4. (25 POINTS) Fixed price proposal for project management fees including an estimate for disbursements and tax; work schedule to show cost of each major phase and overall timeline

5. (10 POINTS) Three project-relevant references – must be for projects of similar scope

The successful proponent must obtain, provide proof of, and continuously hold for the term of the contract liability insurance in the amount of $5,000,000 with the District of Vanderhoof listed as an additional named insured. The successful proponent must comply with all conditions and safety regulations of the Workers’ Compensation Act of British Columbia and must be in good standing with WorkSafeBC during the term of the contract.

Questions regarding proposals must be submitted to hilaryirvine@district.vanderhoof.ca by September 8, 2020 at 2:00PM PST and answers will be posted to BC Bid by 4:30PM PST on September 11, 2020. Please request a read-receipt to ensure your email is received.

Proposals are due by September 15, 2020 at 2:00PM PST. Proposals must be submitted via hardcopy in a sealed envelope (mail or in-person) to:

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Attn: Hilary Irvine District of Vanderhoof 160 Connaught St PO Box 900 Vanderhoof, BC V0J 3A0

Please quote the competition number on the envelope. Late submissions will not be accepted. Submissions via fax or email will not be accepted.

The lowest bidder will not necessarily be chosen. The District may cancel this RFP or choose not to award the project at any time. The District is not responsible for any costs incurred by proponents in preparation of their proposals.