The Cree Nation Government’s Department of Capital Works and Services invites firms to present a proposal for professional services with conceptual approach in the field of architecture including engineering services for the following capital project:
- Cree Nation Government Housing Units in the community of Mistissini
- Eeyou Eenou Police Force Housing Units in the community of Chisasibi, Eastmain and Mistissini
For this request for professional services the architect firm shall include the engineer services and these services will be under its supervision.
PART 1: GENERAL REQUIREMENTS
1. General Conditions
All proponents are considered to have received and used the present document to prepare their proposal. These Terms of Reference will be part of the contract to be signed with the selected proponent.
Questions concerning the Terms of Reference should be addressed by email to:
Three (3) paper copies and one (1) digital copy (PDF – USB) of the final proposal must be sent by sealed envelope to:
Cree Nation Government
Re: Architectural services – Cree Nation Government & Eeyou Eenou Police Force Housing
Department of Capital Works and Services
700 de la Gauchetière West, suite 1600
Montreal, QC H3B 5M2
Please take note that our address has changed. Bids must be received at the 16th floor at suite 1600.
The proposals must be received before 11:00 am on January 30, 2019. The proposals will be opened and evaluated only after this date. It is the proponent’s responsibility to make sure their proposal has been delivered at the proper address within the time delay.
The Cree Nation Government may, at its sole discretion, reject any and/or all proposals received.
2Compliance with Regulations and the Terms of Reference
The selected proponent’s work must comply with all pertinent local, provincial and federal laws, by-laws and regulations.
If the proponent’s proposal or work omits or contradicts any of the requirements of these Terms of Reference, the Terms of Reference will prevail unless a written notice is issued by the contact person of the Cree Nation Government.
In the case of a dispute, the documents shall be used with the following priority:
- Contract (if a formal contract is signed)
- Terms of Reference
- Proposal from the proponent
- Any appendices to the proponent’s proposal
3. Presentation of the Proposal
To be considered for selection, a proposal must include:
- A statement of understanding of the work to be done;
- A work plan and a description of the approach to reach the goals specified in these Terms of Reference;
- A brief presentation of the key persons of the work team and of their specific qualification in relation of this project. This section must mention who will be the contact person and project manager for the firm;
- A brief presentation of the firm and of its past experience in similar projects;
- Description of the conceptual approach using 1 page for a text (letter format) and 1 page for the visual (11” X 17”) of the proposed building; plans of houses already designed(re-used) in the past are acceptable for this proposal.
- A detailed schedule to carry-out the project. This schedule must indicate when meetings are foreseen and who, from the firm, will be present;
- An all-inclusive fixed price for professional services to complete all the proposed work. A detailed breakdown of fees and expenses (travel, printing, etc.) must also be included in the proposal. Details of costs should be presented in a matrix form and costs for each step must correspond to the descriptions included in the work plan;
- Hourly rates of all pertinent professionals that will be involved in the project (these rates will only be used if modifications to expand or reduce the scope are requested after the examination of the received proposals).
A proponent, because of his experience and local knowledge, may want to make suggestions for the scope of the required work. In such a case, the proponent must present a proposal which corresponds with the requirements of these Terms of Reference so that the proposal may be compared with those of other proponents. Additional suggestions to the scope, procedures or methodologies, and corresponding costs, may be included in an appendix.
4. Work Team, Sub-trades and Consortiums
The Cree Nation Government expects that the professionals and technicians who will work and complete the mandate will be those mentioned in the proposal. Any change must be submitted in writing for the approval of the Cree Nation Government. The Cree Nation Government can accept or refuse this change.
If a proponent wishes to use other professionals or engage in a partnership with other professionals during the project, these must be presented in the proposal unless specifically requested by the Cree Nation Government.
A proponent who intends to form a consortium to present a proposal must advise the Cree Nation Government prior to sending their proposal. It is then the Cree Nation Government’s choice to accept or refuse the consortium.
5. Selection of a Proponent
The selected proponent will be notified in writing by the Cree Nation Government within two months of the deadline to submit proposals. The proposal presented by the proponents is considered to remain valid for a period of 90 days. If no mandate is awarded within this period, a proponent may retrieve his proposal if he wishes to do so.
6. Ownership of the Documents and Confidentiality
A proponent may borrow documents from the Cree Nation Government or from other entities to complete its mandate. In such cases, these documents remain the property of the original owner and must be returned before the end of the mandate.
All information gathered from the Cree Nation Government remains confidential and cannot be used for purposes other than to complete the mandate.
Documents produced at the end of the mandate are the property of the Cree Nation Government and may not be distributed or duplicated without a written approval from the Cree Nation Government.
7. Contract between the Cree Nation Government and the Proponent
The Cree Nation Government may wish to sign a contract with the selected proponent for this mandate. If such is the case, the Cree Nation Government will propose a contract form.
However, the selected proponent may initiate work once a written notice or a purchase order is issued. If no specific contract is signed, the written notice or purchase order to award the mandate, the Terms of Reference and the proponent’s proposal are considered to be the contract between the Cree Nation Government and the proponent.
For the duration of the services, the selected proponent must maintain civil and professional liability insurance issued by a qualified recognized insurer.
Progressive payments will be made for the duration of the project. Invoices must be presented taking into account the progression of the project. No holdbacks will be made on progressive or final payment unless, in the opinion of the Cree Nation Government and advisors, the selected proponent has not met all of its contractual obligations.
Invoices must be sent to the attention of Mr. Conrad Benoit, Manager of Capital Projects and Inspection Services of the Cree Nation Government, and, if acceptable, they will be paid within 45 days after they are approved. A short progression report should be included or sent at the time of invoicing to give precisions on the work completed.
No change to the project scope entitles the proponent to additional fees unless a written agreement is issued prior to the moment these fees were engaged.
3. Selection Criteria
Proposals submitted in response to this request will be examined by a Selection Committee.
Examination will be based on the following criteria for each specific lot:
||Competence and experience of the firm for similar projects. Competence and experience of the proposed project team. Appreciation of past project experiences with the proponent (satisfactory performance on completed projects).
||Proposed work schedule and meeting schedule. Conformity of proposal to the requirements of the Terms of Reference.
||Cost of services
Once the examination is completed, the Selection Committee will make a recommendation to the Director of Capital Works and Services of the Cree Nation Government. The Selection Committee has no obligation to justify its decision other than to the Director of Capital Works and Services of the Cree Nation Government.