REQUEST FOR PROPOSAL
GVRR-2019.06.10.RH
Roof Repair
Good Samaritan Garden Vista Care Home
Magrath, AB.
The Good Samaritan Society
(A Lutheran Social Service Organization)
Issue Date: 26 June 2019
Closing Date: 5 July 2019
Closing Time: 1400hrs MDT
Contents
SECTION 1 INTRODUCTION .................................................................................................................................... 4
1.3 Objectives ......................................................................................................................................... 4
SECTION 2 PROPOSAL SUBMISSIONS ........................................................................................................... 5
2.1 Proposal Submission ........................................................................................................................ 5
2.1.1 General ............................................................................................................................................. 5
2.1.3 Proposals Received after the Closing Date ...................................................................................... 5
2.1.4 Inquiries ........................................................................................................................................... 5
2.2.1 Mandatory Requirements ................................................................................................................. 6
2.2.2 Corrections ....................................................................................................................................... 6
2.3 Amendment of Proposal ................................................................................................................... 6
2.4 Opening Proposals ........................................................................................................................... 7
2.5 Requirements ................................................................................................................................... 7
SECTION 3 RFP PROCEDURES......................................................................................................................... 7
3.1 Information ...................................................................................................................................... 7
3.1.1 Proponent to Review ........................................................................................................................ 7
3.1.2 Proponent to Notify .......................................................................................................................... 7
3.2 Issued Addenda ................................................................................................................................ 7
3.3 Additional Rights ............................................................................................................................. 8
3.3.1 Amendments to the RFP ................................................................................................................... 8
3.3.2 Right to Cancel the RFP .................................................................................................................... 8
3.3.3 Clarification of Proponent’s Proposal ............................................................................................... 8
3.3.4 Verification of Information ............................................................................................................... 8
3.3.5 Proposal Acceptance ......................................................................................................................... 9
3.3.6 Right to Waive Irregularities ............................................................................................................. 9
SECTION 4 RESPONSE REQUIREMENTS ....................................................................................................... 9
4.2 Agents/Subcontractors ................................................................................................................... 10
4.3 Mandatory Requirements ............................................................................................................... 10
SECTION 5 GENERAL TERMS AND CONDITIONS ..................................................................................... 10
5.1 Acceptance of RFP......................................................................................................................... 10
5.2 No Publicity or Promotion ............................................................................................................. 10
5.3 Confidentiality ............................................................................................................................... 11
5.3.1 Confidentiality Information ............................................................................................................ 11
5.3.2 Proponent’s Submission .................................................................................................................. 11
5.3.3 Personal Information ....................................................................................................................... 11
5.3.4 Non-Disclosure Agreement ............................................................................................................. 11
5.4 Costs ................................................................................................................................................ 12
5.5 Permits, Licenses, and Approvals .................................................................................................. 12
5.6 Intellectual Property ....................................................................................................................... 12
5.7 Acceptance of Proposals ................................................................................................................ 12
5.8 Conflict of Interest ......................................................................................................................... 13
5.9 Indemnification .............................................................................................................................. 13
5.11 Assignment .................................................................................................................................... 14
5.12 Governing Law .............................................................................................................................. 14
5.13 No Liability .................................................................................................................................... 14
5.14 Entire RFP ...................................................................................................................................... 14
SECTION 6 CERTIFICATION .......................................................................................................................... 15
SCHEDULE A …………………………………………………………………………………………………….16
SECTION 1 INTRODUCTION
1.1 Background
The Good Samaritan Society (A Lutheran Social Service Organization) and Good Samaritan Canada (A Lutheran Social Service Organization) are collectively called the "Society". The Society is one of the largest voluntary, not-for-profit continuing care providers in Alberta and British Columbia. In its history of over 65 years creating specially designed and caring environments for the elderly or disabled, the Society has played a key role in development of new and innovative programs—ones that are becoming industry standards throughout Canada.
The Society operates a wide range of programs which include long term care (LTC), complex care (CC), supportive living (SL), assisted living (AL), PPDD group homes, life lease apartments, supportive housing, CHOICE programs, the Seniors Clinic and Telecare®.
The Society has more than 6800 clients and generated annual consolidated revenue of $225million for the 2014/2015 year end. It employs over 3900 staff members in the various sites.
1.2 Mission, Vision and Values
Our Mission:
The mission of The Good Samaritan Society is to extend Christian hospitality through a continuum of care to those in need or at risk, regardless of race or religious belief.
Our Vision:
The Good Samaritan Society will grow in strength, excellence and creativity in caring for others.
Our Values:
Reflecting Christian hospitality, the values of The Good Samaritan Society are:
Servant leadership
Healthy relationships and
Hospitable environments
1.3 Objectives
The Society is issuing a Request for Proposal (RFP) to qualified Contractors for the removal and replacement of the roof at our Park Meadows Care Home.
All work to comply with provincial and municipal safety codes act and rules and regulations made pursuant thereto.
Work is to be completed by 15 October 2019
SECTION 2 PROPOSAL SUBMISSIONS
2.1 Proposal Submission
2.1.1 General
To be eligible for consideration in this RFP process, Proposals must be delivered in a sealed package (indicating Proponents Name, Address and RFP number) before the closing time of 1400hrs 5 July 2019 to the attention of:
Rick D. Hessels
Director, Materiel Management & TeleCare Services
The Good Samaritan Society
8861 75 Street
Edmonton, AB. T6C 4G8
Phone: 780-431-3765
Fax: 780-431-4868
Cell phone: 780-983-2009
Email: rhessels@gss.org
2.1.2 Mandatory Site Visits
(ALL potential bidders are required to attend)
Date: 2 July 2019
Time: 1300hrs (1:00pm)
Location: Garden Vista Care Home
37 East and 2nd Avenue North
Magrath, AB. T0K 1J0
Contact: Lance Stewart, Maintenance Coordinator
Southern Alberta Region
The Good Samaritan Society
lastewart@gss.org
403-915-6002
2.1.3 Proposals Received after the Closing Date
Proposals received after the Closing Date shall not be considered and shall be returned to the Proponent unopened. Proponents are responsible for the delivery of the RFP Proposal response to the address and location listed above. The Society will not accept late submissions for any reason.
2.1.4 Inquiries
Only written inquiries addressed to rhessels@gss.org will be accepted and must be submitted up to two (2) business days prior to the RFP closing date to allow sufficient time to include all
Proponents in the answer(s). The Society will provide no further answers after 1400hrs MDT 3 July 2019 to allow time for submission of proposals.
Any oral or written communication with Society employees other than the Contact Person identified in the RFP will be considered unofficial and non-binding on the Society.
2.2.1 Mandatory Requirements
Proposal responses must adhere to the format requirements as set out in this RFP. Responses must be limited to 50 pages, or less, including appendices.
RFP response Proposals must be comprised of:
Cover letter dated and signed by an official authorized to negotiate, make commitments and provide any clarifications with respect to the proposal on behalf of the Proponent
Executive summary emphasizing pertinent points of the proposal including an overview of the transition, implementation and any other costs
Response to the requirements detailing the organization’s capability to satisfy our needs that will include one (1) hard copy original, clearly identified as "original", three (3) additional hard copies and one (1) electronic copy (PDF)
Signed copy of Article 6 the Certification Schedule accepting the terms and conditions of this RFP
Three references, including company/organization name, contact name and contact phone number, as well as a brief description of services performed.
WCB Clearance Letter
Certificate of Liability Insurance
2.2.2 Corrections
Proposals should be submitted according to the instructions in this RFP and completed as appropriate. Proposals should be completed without delineations, alterations, or erasures. Should there be any discrepancy between the original and any of the copies, the original shall prevail.
2.3 Amendment of Proposal
The Proponent can amend their Proposal after submission, but only if the Proposal is amended and resubmitted before the closing date by notice to Rick Hessels delivered in writing and replaced with a revised Proposal, in accordance with the provisions of this RFP.
2.4 Opening Proposals
The Society reserves the right to open Proposals privately or as it deems appropriate. Notwithstanding the foregoing, Proposals shall not be opened until after the Closing Date.
2.5 Requirements
For the purposes of the requirements stated in this RFP
a) "must" and "shall" indicate that the requirement is mandatory and
b) "should", "could", and "may" indicate that the requirement is discretionary.
SECTION 3 RFP PROCEDURES
3.1 Information
3.1.1 Proponent to Review
The Proponent must carefully review this RFP and ensure that the Proponent has no reason to believe that there are any uncertainties, inconsistencies, errors, omissions, or ambiguities in any part of the RFP. Each Proponent is responsible for conducting investigations and due diligence necessary for the preparation of its Proposal.
3.1.2 Proponent to Notify
If the Proponent has any reason to believe that any of the conditions listed in Section 3.1.1, Proponent to Review, exist, the Proponent must notify Rick Hessels in writing prior to submitting the Proponent’s Proposal. The Society shall notify all Proponents that such a notice has been received.
Proponents shall not:
a) Claim after submission of a Proposal that there was any misunderstanding or
that any of the conditions set out in Section 3.1.1 Proponent to Review were
present with respect to this RFP; or
b) Hold the Society liable for any uncertainty, inconsistency, error, omission, ambiguity in any part of this RFP.
3.2 Issued Addenda
All written inquiries and the replies thereto will be posted to the Society website at www.gss.org. and to the MERX website. Proponents are responsible for obtaining all addendums for inclusion in their RFP response.
Any amendments or supplements to this RFP made in any other manner will not be binding.
3.3 Additional Rights
The Society shall have the right without liability, cost, or penalty and in its sole discretion to exercise any of the rights set out in Section 3.3.1 Amendments to the RFP to Section 3.3.6 Right to Waive Irregularities.
3.3.1 Amendments to the RFP
Subject to Section 3.2 Issued Addenda, the Society shall have the right to amend or supplement this RFP in writing five (5) days prior to the closing date. No other statement, whether written or oral, will amend this RFP. The Proponent is responsible to ensure it has received all Addenda, if any. The Addenda shall be binding on each Proponent.
3.3.2 Right to Cancel the RFP
The Society has the right to cancel this RFP, at any time, either prior to or after the Closing Date without award. Thereafter, The Society may issue a new tender, RFP, Request for Quotation (RFQ), sole source agreement or proceed with no action. The Society shall not be obligated to provide reasons for the cancellation.
3.3.3 Clarification of Proponent’s Proposal
The Society has the right at any time after Proposal submission, to seek clarification from a Proponent regarding their Proposal, without contacting other Proponents. The Society is not obliged to seek clarification of any aspect of a Proposal.
Any clarifications sought shall not be an opportunity to correct errors or to change the Proponent’s Proposal in any substantive manner. No change in the substance of the Proposal is permitted during the clarification process. Subject to the qualification in this Section, any written information received by the Society from a Proponent in response to a request for clarification from the Society is considered part of the Proponent’s Proposal.
3.3.4 Verification of Information
The Society shall have the right to:
a) Verify any Proponent statement or claim by whatever means the Society deems appropriate, including contacting persons in addition to those offered as
references, and to reject any Proponent statement or claim, if the statement or claim or its Proposal is patently unwarranted or is questionable.
b) Access the Proponent’s premises where any part of the work is to be carried out to confirm Proposal information, quality of processes, and to obtain assurances of viability.
The Proponent is deemed to consent to the Society verifying information and is expected to co-operate in the verification of information.
3.3.5 Proposal Acceptance
The Society has the option to accept or reject any Proposal.
3.3.6 Right to Waive Irregularities
The Society has the right to waive any irregularities in Proposals submitted, provided irregularities are minor and do not constitute a material deviation.
3.3.7 Limited Budget
GSS has limited budgets for the request and therefore reserves the right to cancel the RFP, negotiate terms and conditions, reduce quantities, or eliminate options to meet budget constraints.
3.3.8 Sole Bid
In the event only one bid is received that meets the mandatory requirements, GSS reserves the right to negotiate with the single proponent. In the event no Reponses are received or the response does not meet mandatory requirements, GSS reserves the right to identify a potential supplier, and enter into a sole source award of contract
SECTION 4 RESPONSE REQUIREMENTS
4.1 Deliverables
As detailed in Schedule A:
4.1.1 Removal and replacement of the roof as per Schedule A.
4.1.2 Proponent to respond with earliest date project can be started upon award.
4.1.3 Project completion to be no later than 15 October 2018
4.2 Agents/Subcontractors
Proponents must indicate whether they intend to use agents or subcontractors to perform the services outlined in the Agreement and shall provide details on who they are and the service(s) the agent/subcontractor shall perform.
The successful Proponent shall remain responsible for the performance of the Agreement notwithstanding its use of agents or subcontractors as approved by the Society.
4.3 Mandatory Requirements
Proponents MUST comply with all Mandatory Requirements identified in 2.2.1. Mandatory requirements will be evaluated on a pass / fail (i.e. compliant or noncompliant) basis. Proponents that fail to meet a Mandatory Requirement will be deemed non‐ompliant and the response will not be further considered.
4.4 Selection Criteria
The RFP proposals will be evaluated on the following weighted criteria:
1. Qualifications and experience - 30%
2. Size and structure of the organization 20%
3. Pricing structure 50%
SECTION 5 GENERAL TERMS AND CONDITIONS
5.1 Acceptance of RFP
By submitting a Proposal in response to this RFP, the Proponent agrees to accept and to be bound by all of the terms and conditions contained in this RFP, and by all of the representations, terms and conditions contained in its Proposal. The Society reserves the right to modify any of the items in RFP in a contract to be executed when the selected Proponent has been awarded the work.
5.2 No Publicity or Promotion
Proponents will not make any public announcement or distribute any literature regarding this RFP or otherwise promote itself in connection with this RFP or any agreement awarded under
this RFP, without the prior written approval from the Society. The Proponent agrees to be bound by this provision regardless if its Proposal is accepted or rejected.
5.3 Confidentiality
5.3.1 Confidentiality Information
All correspondence, documentation, and information of any kind, provided to any Proponent, in connection with or arising out of this RFP or the acceptance of any Proposal:
a) Remains the property of the Society and will be removed from the Society’s premises only with the Society’s prior written consent
b) Must be treated as confidential and will not be disclosed except with the Society’s prior written consent
c) Must not be used for any purpose other than for replying to this RFP and for the fulfillment of any related subsequent agreement
d) Must be returned upon request
5.3.2 Proponent’s Submission
All correspondence, documentations, and information provided in response to or because of this RFP may be reproduced for the purposes of evaluating the Proponent’s submission to this RFP.
If a portion of a Proponent’s Proposal is to be held confidential, such provisions must be clearly identified in the Proposal.
5.3.3 Personal Information
5.3.3.1 Use
Any personal information as defined in the Personal Information Protections and Electronic Documents Act, S.C. 2005, c.5 that is requested from each Proponent by the Society shall only be used to select the qualified individuals to undertake the project/services and to confirm that the work performed is consistent with these qualifications.
5.3.4 Non-Disclosure Agreement
The Society reserves the right to require any Proponent to enter into a non-disclosure agreement satisfactory to both parties.
5.4 Costs
This (RFP) does not obligate the Society to pay for any costs, of any kind whatsoever that may be incurred by a Proponent or any third parties, in connection with the (RFP) response.
5.5 Permits, Licenses, and Approvals
Proponents shall obtain all permits, licenses, and approvals required in connection with the supply of the services pursuant to this RFP. The costs of obtaining permits, licenses, and approvals shall be the responsibility of and shall be paid for by the Proponent.
5.6 Intellectual Property
The Proponent should not use any intellectual property of the Society, including but not limited to all logos, registered trademarks, or trade names of the Society, at any time without the prior written approval of the Society as appropriate. The Society should not use any intellectual property of the Proponent, including but not limited to all logos, registered trademarks, or trade names of the Proponent, at any time without the prior written approval of the Proponent as appropriate
All deliverables, documentation, services, and intellectual property rights of any kind derived and/or developed pursuant to this RFP are to remain the exclusive property of the Society.
Requests to present data or publish or present papers derived from work pursuant to this RFP in any type of publications, journals, or professional conferences must be made to the Society and prior approval must be obtained in writing from the Society.
5.7 Acceptance of Proposals
The Society reserves the right, in the Society’s role and unfettered discretion, to
a) Accept the written withdrawal of a proposal from the office at which the proposal was originally submitted
b) Reject any or all proposals which contain qualifying conditions or otherwise fail to conform to the RFP
c) Waive any non-compliance with the proposal documents, specifications or any conditions.
All accepted Proposals shall become the property of the Society and will not be returned
5.8 Conflict of Interest
The Proponent should not have any actual or potential conflict of interest or any other type of unfair advantage in submitting its Proposal or in performing or observing the contractual obligations set out in the Agreement, except to the extent any such conflict of interest or unfair advantage are set out in the Proposal.
5.9 Indemnification
The Proponent agrees to indemnify and hold the Society (including any of its bodies, agencies, councils and associations and their servants, agents, officers, directors, elected officials, successors assigns, employees and personal representatives) each of them from and against any loss, claim, demand, damages, liability and costs and permitted assigns but only to the extent of the Proponent’s negligent acts or omissions.
Neither party may assign this RFP, unless as identified in Article 6.10, or any of its rights or obligations hereunder without the prior written consent of the other party, and such attempted assignment shall be void, except that either party may assign this contract or any of its rights (including costs on a solicitor and his own client basis)to the extent caused or contributed to by the acts or omissions of the Proponent, its employees, agents or anyone else acting under its direction and control, in the performance of this agreement. This provision shall survive termination of this agreement.
5.10 Insurance
The Proponent, with whom the Society wishes to enter into an agreement, shall, at the Proponent’s own expense, provide the Society, with the following applicable Certificate of Insurance, with an insurer license in British Columbia and Alberta, prior to the commencement of any contract resulting from this Request for Proposal:
1) Comprehensive general liability for an amount of not less than five million dollars ($5,000,000.00) inclusive per occurrence.
2) Standard automobile insurance for all vehicles owned, licensed, or leased by the successful proponent for an amount of not less than two (2) million dollars ($2,000,000.00) inclusive per occurrence.
3) Non-Owned vehicle insurance, for all applicable vehicles, coverage in an amount of not less than two million dollars ($2,000,000.00) inclusive per occurrence.
4) Professional liability insurance for an amount of not less than five (5) million dollars ($5,000,000.00) inclusive per occurrence.
5.11 Assignment
The Proponent shall not assign any of its rights or obligations hereunder during the RFP process without the prior written consent of the Society.
The Society requires disclosure if during the RFP process there is potential for the Proponent’s organization to be part of an internal reorganization which results in the Proponent being organized into a different legal entity or corporate form, whether through conversion, merger or otherwise.
5.12 Governing Law
The RFP, the Proponent’s Proposal, and the resulting Agreement shall be governed by the Provincial Laws of Alberta and British Columbia, and the Federal Laws of Canada.
5.13 No Liability
The Society shall not be liable to any Proponent, person or entity for any losses, expenses, costs, claims, or damages of any kind.
a) Arising out of or by reasons of or attributable to the Proponent responding to this RFP
b) As a result of the use of any information, error or omission contained in this RFP document, provided during the RFP process or during the term of the Agreement
c) That may occur between quantities of work actually done or supplied and the estimated quantities set out in this RFP
5.14 Entire RFP
This RFP, any Addenda to it, and any Schedules included constitute the entire RFP.
5.15 Contract
The signing of a formal written agreement shall constitute the making of a contract between the Society and a successful Proponent. No Proponent shall acquire any legal or equitable rights in relation to the Society until the signing of a written agreement by the Society. The contract shall include all portions of the RFP not expressly overridden in negotiations.
SECTION 6 CERTIFICATION
Failure to complete, sign and submit this certification, with the proposal package, will disqualify this submission as outlined in the Terms and Conditions.
We
(Legal Company Name)
Of
(Business address)
___________________________________________________________
_____________________________ _____________________________
(Telephone number) (Facsimile number)
having examined and read the quotation documents for RFP ____________________as issued by the Society, do hereby bid and agree to provide the services/products in accordance with the proposal/RFP documents, and do hereby agree to accept the terms and conditions set out in this Request for Proposal.
Executed this _ day of _________________, 20________
Print Name:____________________________
Signature:______________________________
Witness:_____________________________
Schedule A
Removal and Installation of New Roof to be in accordance with Manufacturer recommendations,
Removal and Installation to be in accordance with Provincial and Municipal Building Code,
Contractor is responsible for obtaining all required permits.
1. Sloped Roofs
Remove and dispose of old roof including shingles, drip edge, valleys and necessary flashing
Replace drip edge around perimeter of the building
Install new valley flashing (color to match shingles)
Install ice/water shield along eaves and valleys
Install synthetic underlay covering entire roof
Remove and replace plumbing flashing (color to match shingles)
Remove and replace attic vents (color to match shingles)
Install Ridge cap
Tab all shingles on all slopes
Shingles to be installed to manufactures high wind specifications and nailing patterns
identified (highlighted in orange) low slopes on North East and South East section of the building to be torch on roofing (color match to shingles)
Shingle to color match existing roofing and have min or 40 year warranty
All flashing and vents must color match new shingles
Identify additional cost to remove and replace any rotten wood
NOTE: Measurements are will be the responsibility of the contractor to obtain. It is recommended that Contractors confirm measurements through EagleView Website
2. Flat Roof
Remove existing roofing membrane
Reuse existing rigid poly insolation
Install and mechanically fasten base Sheet
Torch on 2 ply system
Remove and replace any damaged or necessary flashing (color to match roof existing flashing)
3. Notes
Removal and installation of all roof systems to be done in accordance to manufactures specifications
Removal and installation of all roof systems must conform to all provincial and municipal building codes.
During removal and installation of new roof systems contractor responsible to follow all OH&S requirements and provide any necessary provisions needed to keep in compliance with OH&S requirements
Once roofing install complete grounds area around perimeter of building must be swept by magnetic sweeper picking up any fallen nails
All garbage created from the removal and installation of new roofing systems are the responsibility or contractor to pick up and remove
Any fire watch needed while or after torch on roofing applied are the responsibility or the contractor.
Contractor must sign in each day at front entrance.
4. Shingles
Shingles with 40 year warranty,
Color matched to existing roof,
Color choice to be confirmed with Care Home prior to installation.
5. Warranty
Bidder to provide both manufacturer and company warranty/guarantees.
6. Drawing ( See Next Page)
Blue Highlighted Area= Shingled Roof
Orange Highlighted Area= Torched on Roofing
