Basic Information

Reference Number

0000036698

Issuing Organization

Calgary Community Land Trust Society

Owner Organization

Calgary Homeless Foundation

Project Type

RFP - Request for Proposal (Formal)

Project Number

CCLT005

Title

South Calgary Permanent Housing Apartments

Source ID

PP.CO.AB.959259.C96972

Details

Location

Canada, Alberta, Calgary

Job Location

Calgary, Alberta

Description

Summary
The Calgary Homeless Foundation (CHF) and Calgary Community Land Trust Society (CCLT) are currently undertaking the new development of purpose built permanent housing with integrated supports for individuals exiting homelessness in support of the goals of Calgary’s Updated Plan to End Homelessness (The Plan). For more information on The Plan, visit www.http://www.ihearthomeyyc.com/the-plan/

CHF and CCLT have an approved development permit for a 23 unit wood frame development in South Calgary/Marda Loop. This development is a four storey wood frame building to be constructed on a 6,000 ft2 (50ft x 120ft) residential lot at 1714 27 Avenue SW. The building permit for this project is currently underway. Attached are the plans that were submitted as part of the development permit application. This is the fifth development by CHF and CCLT. Construction budgets for these projects are ranging between $3 – 3.6 million.

These buildings are made possible through the RESOLVE Campaign and the Government of Alberta to provide affordable housing for Calgarians experiencing homelessness. More information about this partnership can be found here: http://calgaryhomeless.com/what-we-do/own-housing/new-projects/

Services Required

Construction Management of a four storey wood frame apartment building
Leadership throughout pre-construction to completion of the post-construction phase

The Construction Manager will perform the following services in each of the three phases described below as well as establishing and implementing appropriate administrative and financial controls for construction of the Project:

PRE-CONSTRUCTION PHASE
Consultation During Project Development:
- Attend regular meetings with the Construction Management Team during the development of final design and preparation of final drawings to advise on site use and improvements, selection of materials, building systems and equipment. Provide recommendations on availability of materials and labour, time requirements for installation and construction, and factors related to cost including costs of alternative designs or materials, preliminary budgets, and possible economies;
- Acquaint the Owner and other members of the Construction Management Team with the labour conditions applicable for the duration of the Project;
- Assist in providing liaison and co-ordination among government authorities, utility companies, and other authorities having jurisdiction over the Place of the Project.

Planning and Scheduling:
- Prepare, for the Owners review, a preliminary time schedule (“Time Schedule”), following consultation with the Construction Management Team, incorporating the sequence and timing of the required basic program decisions, including design time, documentation, bid calls, bid evaluations, trade contract awards and on-site construction activities;
- Monitor and, if required, with mutual approval with the Owner revise and update the preliminary Time Schedule as the design proceeds;
- Finalize the Time Schedule for the Owner's approval, and, if necessary, estimate the manpower requirements. Break down this schedule into individual components for each phase of the Project where necessary showing the sequence and timing for the main construction operations and the milestone completion dates for the various phases;
- Recommend any equipment or materials which should be pre-ordered to meet the Time Schedule.

Project Construction Budget:
- Prepare a Project Construction Budget as soon as major Project requirements have been identified, and update continually for the Owner's approval;
- Prepare an estimate based on a quantity survey of drawings and specifications at the end of the schematic design phase for approval by the Construction Management Team as the "Project Construction Budget";
- Update and refine this estimate for the Owner's approval as the development of the drawings and specifications proceeds as well as during the construction, and advise the Construction Management Team if it appears that the Project Construction Budget will not be met and make recommendations for corrective action;
- Evaluate possible alternatives as the design proceeds in order to permit the selection of the most economical materials and methods that will satisfy the design concept and the schedule;
- Establish a cost control program and prepare a projected cash flow for the Project.

Coordination of Trade Contract Documents:
- Review the drawings and specifications as they are being prepared, recommending alternative solutions whenever design details affect construction feasibility or schedules;
- Make recommendations to the Owner and the Consultant regarding the division of Work in the drawings and specifications to help facilitate the bidding and awarding of trade contracts, allowing for phased construction if applicable, taking into consideration such factors as time of performance, availability of labour, overlapping trade jurisdictions, and provisions for temporary facilities.

Construction Planning:
- Plan and arrange for supply of temporary services and site facilities including but not limited to office accommodation and supplies, site hoardings, access, storage areas, temporary power and lighting, temporary enclosures, heating, drainage and water facilities, job offices, job security, materials and personnel hoisting facilities and equipment, safety measures, access stairs and ladders, protection of finishes and continuous cleanup;
- Review with the Consultant the drawings and specifications to eliminate areas of conflict and overlapping in the Work to be performed by the various Trade Contractors;
- Review with the Construction Management Team the construction insurance needs for the Project;
- Make recommendations to the Construction Management Team with respect to the bonding of Trade Contractors if applicable;
- Assemble all bid documents for the solicitation of competitive bids for Work to be performed by Trade Contractors. Arrange for the advertising of such bid calls and prepare the necessary pre-qualification criteria. A minimum of 3 bids is required, with 5 preferred. Sole sourcing is not an acceptable practice;
- Analyze the bids received and recommend awards to the Owner. Once awards are approved by the Owner, prepare the trade contracts for execution;
- Assemble the trade contracts for all successful Trade Contractors. Check where required that all bonds, insurance policies, and workers' compensation certificates are provided;
- Distribute trade contracts and assist the Owner in finalizing trade contracts and providing a complete and signed copy to the Owner for their records. All trade contracts will be between the Owner and Trade Contractors;
- Assist the Construction Management Team in obtaining all approvals, permits, and licenses required for the Project;
- Assist the Owner to arrange for legal surveys of the Project. The Construction Manager shall be responsible for the maintenance of base lines and levels and ensure Trade Contractors are responsible for detailed setting out of their work.

CONSTRUCTION PHASE
Project Control:
- Use all efforts to accomplish completion of the Project in accordance with the Project Construction Schedule and within the Contract Time, and monitor the Work of the Trade Contractors and co-ordinate the Work with the activities and responsibilities of the Owner, Consultant and Construction Manager;
- Maintain a competent full-time staff at the Place of the Project to coordinate and provide general direction of the Project and progress of the Trade Contractors on the Project;
- Establish on-site organization and lines of authority in order to carry out the overall plans of the Construction Management Team;
- Establish procedures for coordination among the Owner, Consultant, Trade Contractors and Construction Manager with respect to all aspects of the Project and implement such procedures;
- Schedule and conduct progress meetings at which Trade Contractors, Owner, Consultant and Construction Manager can discuss jointly such matters as procedures, progress, problems and scheduling;
- Provide regular monitoring of the schedule as construction progresses; identify potential variances between scheduled and probable completion dates; review schedule for Work not started or incomplete and recommend to the Owner and Trade Contractors adjustments in the schedule to meet the probable completion date; provide summary reports of each monitoring and document all changes in schedule;
- Review the adequacy of the Trade Contractors’ personnel and equipment and the availability of materials and supplies to meet the schedule. Recommend courses of action to the Owner when requirements of a trade contract are not being met.

Physical Construction:
- Provide all of the construction facilities and services common to the requirements of all Trade Contractors, both temporary and permanent. Ensure that all bidders are informed of the facilities and services being provided;
- Advise the Owner of Work which should best be done by the Construction Manager. Where the Owner approves of Work to be done by the Construction Manager, such Work shall be performed in accordance with the Contract Documents and, unless otherwise agreed, paid for by the Owner;
- Provide advice and assistance on labour problems in order to minimize Work stoppages and in the settlement of jurisdictional or other labour disputes.

Cost Control and Accounting:
- Develop, implement and maintain an effective system of Project cost control; revise and refine the initially approved Project Construction Budget, incorporate approved changes as they occur, and develop cash flow reports and forecasts as needed; identify variances between actual and budgeted or estimated costs and advise the Owner and Consultant whenever Project costs exceed budgets or estimates;
- Separately maintain all required accounting records and financial information, and supporting documentation, and provide the Owner access to these records at all reasonable times;
- Provide for and administer the necessary procedures to permit recovery of all tax rebates where applicable;
- If requested, assist the Construction Management Team in implementing changes necessary to bring the projected costs within budgets or estimates;
- Meet with the Owner to review with the Owner the cost report monthly or more often as may be required;
- Develop, input and complete all accounting reports for review and approval by the Owner;
- Facilitate an audit of Project costs and expenses from time to time by the Owner or its agents.

Changes in the Work:
- Although the Building Permit is ready for submission, the Construction Manager will review drawings, provide input where appropriate and sign off on the Building Permit submission package ahead of time to mitigate any future change of work orders;
- Will develop and implement a system for the preparation, review and processing of Changes in the Work if needed;
- Recommend necessary or desirable Changes in the Work to the Construction Management Team, review requests for Changes in the Work, submit recommendations to the Construction Management Team and assist in their negotiation. The final authority to approve Changes in the Work resides with the Owner.

Payments to Trade Contractors:
- Develop and implement a procedure for the review, recommended approval, certification, processing and payment of applications by Trade Contractors and suppliers for progress and final payments;
- Expedite the processing and approvals of all Trade Contractors, suppliers and Project invoices.

Other Consultants:
- Assist the Owner in selecting and retaining the professional services of a surveyor, testing laboratories, geotechnical and other specialists and coordinate these services, without assuming any responsibility or liability of or for these consultants or their work.

Inspection:
- Continually inspect the Work of Trade Contractors for defects and deficiencies in the Work without assuming any of the Consultant's responsibilities for inspection. Inspection by the Construction Manager shall not relieve the Trade Contractor from their responsibility for nor make the Construction Manager responsible for construction means, methods, techniques, sequences and procedures, nor for their responsibility to carry out the Work in accordance with their contracts;
- Review the safety programs of each of the Trade Contractors and make appropriate recommendations.

Document Interpretation:
- Refer all questions for interpretation of the documents prepared by the Consultant to the Consultant.

Shop Drawings and Samples:
- With the Consultant, establish and implement procedures for expediting the receipt, processing and review of shop drawings and samples.

Reports and Project Site Documents:
- Submit written progress reports to the Owner and the Consultant including budget and scheduling information. Keep a daily log available to the Owner and the Consultant;
- Maintain at the Place of the Project, on a current basis, records of all necessary contracts, drawings, samples, purchases, materials, equipment, maintenance and operating manuals and instructions, and other construction related documents, including all revisions. Obtain data from Trade Contractors and maintain a current set of Project record documents and operating manuals. At the completion of the Project, deliver all such records to the Owner.

Substantial Performance of the Work:
- Coordinate and obtain all documentation with governing authorities for final inspections and approvals required for occupancy of the Project;
- Subject to applicable legislation arrange with the Consultant for the issuance of the necessary certificates respecting Substantial Performance of the Work;
- Subject to applicable legislation, arrange for the issuance of the necessary certificates respecting Substantial Performance of the Work of each Trade Contractor or designated portions thereof, lists of incomplete or unsatisfactory items, and schedules for their completion;
- Distribute Substantial Performance and Total Performance certificates;
- Complete walkthrough inspections with the Owner to identify and record deficient Work to be corrected;
- Arrange with Trade Contractors to finish Work to be completed or corrected including deficiencies recorded;
- Turn over to the Owner all keys, operating manuals, maintenance stocks, and any other relevant materials or documentation.

Start-Up:
- With the Owner and the Consultant, direct the check-out of utilities, operations systems and equipment for readiness and assist in their initial start-up and testing by the Trade Contractors.

Total Performance of the Work:
- Provide written notice to the Owner and Consultant that the Work is ready for final inspection and certificate of Total Performance. Seek and transmit to the Owner as received warranties, affidavits, releases, bonds, waivers, manuals and record drawings. Turn over to the Owner any outstanding materials or documentation.

POST CONSTRUCTION PHASE
Operations:
- Maintain a close relationship with the Owner's staff to ensure a smooth and proper takeover of the Project.

Warranties:
- Assist the Owner as necessary to coordinate one year warranty and coordination of Trade Contractor warranty commitments, provided that any time spent by the Construction Manager to enforce warranties shall entitle the Construction Manager to additional compensation, pre-approved by the Owner.

ADDITIONAL SERVICES
At the request of the Owner, the Construction Manager will provide the following additional services upon written agreement between the Owner and Construction Manager defining the extent of such additional services and the amount and manner in which the Construction Manager will be compensated for additional services.
- Services related to investigation, appraisals or valuations of existing conditions, facilities or equipment, or verifying the accuracy of existing drawings or other Owner-furnished information;
- Services related to Owner-furnished equipment, furniture and furnishings which are not a part of this Contract;
- Services for tenant or rental spaces not a part of this Contract;
- Obtaining or training maintenance personnel or negotiating maintenance service contracts;
- Services related to the resolution of claims, adjudication of disputes or litigation;
- Other services expressly requested by the Owner.

No CHF Obligation
This RFP does not commit the CHF/CCLT in any way to select a Preferred Proponent, or to proceed to negotiations for an Agreement, or to award any Agreement.

Insurance/WCB
The Proponent agrees to indemnify and save harmless the CHF/CCLT for any claim demand arising out of the performance by the Proponent of the contract.
The Proponent agrees to obtain and maintain adequate insurance coverage relating to the operations and liability assumed under the contract in form and substance satisfactory to the CHF/CCLT and, if so requested, deliver copies of such insurance policies or certificates evidencing the same to the CHF/CCLT.
The Proponent agrees to maintain workers’ compensation coverage in accordance with the requirements of the Workers Compensation Act, if required, and provide evidence of compliance with the Workers Compensation Act as may be requested at any time by the CHF/CCLT.

Summary of RFP Eligibility
To be eligible, in addition to all other requirements set out henceforth in this document, all applicants must:
•              Demonstrate past experience in multi-family construction management (minimum of 5 successful projects); references may be requested
•              Demonstrate strong financial and governance policies and processes
•              Provide evidence of liability insurance
As this is a publically funded development, the Owner (CHF and CCLT) will require the Construction Manager to obtain competitive bids for any material or rental equipment and contractor labour supplied by the Construction Manager.

A cost-plus pricing format is required. Hard construction costs are billable to the project, including Division 1 Costs. General administration and operating costs are excluded. (Ex. accounting, project coordinator, office administration.)

A Bidder shall disclose any potential, actual or perceived conflicts of interest and existing business relationships it may have with the CHF/CCLT, its elected or appointed officials, representatives, employees, funded agencies or funders.

A Bidder shall disclose any relationship between any Representative of the Bidder(s) and any Representative of the CHF including where:

the Representative of the Bidder presently or previously serve(d) as a Representative of the CHF/CCLT;
a Representative of the Bidder and a Representative of the CHF/CCLT are Family; or
it is known that a Representative of the Bidder will become a Representative of the CHF in the future; or
It is known that a Representative of the CHF/CCLT will become a Representative of the Bidder in the future.

For these purposes,

a “Representative” means an employee, director, officer, volunteer or contractor;
“Family” means a spouse, common-law partner, domestic partner. child, grandchild, great grandchild, parent, parent-in-law, brother, sister, brother-in-law, sister-in-law, son-in-law, daughter-in-law, aunt, uncle, great aunt, great uncle, cousin or second cousin and includes foster and step relationships for any of the above.

The CHF/CCLT may rely on such disclosure.

Dates

Publication

2016/06/30 08:46:17 AM MDT

Bid Intent

Not Available

Questions are submitted online

Closing Date

2016/07/15 04:00:00 PM MDT

Contact Information

Matt Vermunt

4032376456

matt@calgaryhomeless.com

Bid Submission Process

Bid Submission Type

Electronic Bid Submission

Pricing

Lump sum

Bid Documents List

Item Name	Description	Mandatory	Limited to 1 file
Bid Documents	Documents defining the proposal	Yes	No
No entries

Additional Bidding Instructions

Delivery Instructions and Deadline
All submissions are due by 4:00 p.m. local Calgary time July 15, 2016 and must be submitted electronically to Matt Vermunt, Manager, Acquisitions and Developments at matt@calgaryhomeless.com.

We will confirm receipt of all applications via email.

Proposals arriving after 4:00 p.m. local Calgary time on July 15, 2016 will not be accepted.

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