RFP Architectural Design Services.cdr

C O N S U L T A N C Y

Request for ProposalArchitectural Design Services

Grant and Mildred Sparling Centre

Canadian Centre for Rural Creativity (CCRC) - Blyth, ON

September 26, 2016

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Request for Proposal

Architectural Design Services


INTRODUCTION:

Building on the 40+ year history of the Blyth Festival, the Canadian Centre for Rural Creativity (CCRC) will not only compliment that vital arts organization, it will make Blyth a year-round cultural hub to attract, retain, and assist in re imagining what rural communities can be in the 21st century. The CCRC will identify issues common to rural communities and bring innovators together to share creative solutions and create action plans. Artists, entrepreneurs and students from the local community, across the province and Canada will be drawn to the CCRC to develop their skills and create their art.

The CCRC will be housed in the Grant & Mildred Sparling Centre. The CCRC's parent company is Blyth Arts & Cultural Initiative 14/19 Inc.

OUR VISION:

Blyth is internationally recognized as that uniquely Canadian place where creativity inspires artists and audience alike.

OUR MISSION:

To establish Blyth as a world-class cultural centre that enables the creation of and appreciation for new Canadian works.

The proposed building site is located at the corner of King and Mill Streets. This property is currently occupied by a single storey school which will be demolished in the near future (Appendix A contains a parcel picture of the current lot). The successful firm will be expected to assist with facility and capacity planning for on site services and prepare construction documents, specifications, and follow through the bidding and construction observation process to project completion, and through the warranty period. The proposed new Grant and Mildred Sparling Centre ($5-$7M facility) will be designed to accommodate the following:

• Fashion Arts & Creative Textiles Studio

• access to outdoor space

• space for dye house - includes kettle drums, gas heat, sinks, bathtubs, industrial steamer, washer & dryers, fume hoods... 20’ high ceilings, natural light, 75-ft long / 20 across

• a silk screen studio - 18 yard table, an exposure booth, washing station, storage

• tech room - a laser cutter, a 3-d printer, a sublimation printer, digital fabric

• weaving/spinning room - with looms - for 15-20 students

• sewing room (15-20 sewing machines), cutting tables

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Creative Spaces

• Studio spaces Type 1 - x6 - 15’x15'... closed off from each other

• moveable walls in some for more but smaller cubicles, perhaps

• Studio spaces Type 2 - x 3 - 15’x15’ sound proof for musicians

• baby grand piano (would need to move to other spaces, not in a small room that’s not accessible for movement)

Kitchen - industrial commercial kitchen for public that may be utilized as a cafeteria for students or public dining events.

150 seat multipurpose theatre, grid, sound, natural light, seats for film, theatre, dance, music, talks, town halls, debates, presentations, keynote addresses (adjacent to hospitality spaces) a rehearsal hall (theatre, dance)

Entry Foyer - large, inviting and inspiring

• an Art Gallery, connected to retail space (adjacent to hospitality spaces)

The Garden (outside in landscape).... maybe one on the roof

The Green Garage (lounge) - a gathering space for visiting artists, students, guests

Media Centre - internet radio & internet tv, video recording studio for 15-20 students, teaching studio

• office space - for up to six administration + project director

• Board/meeting room

• a gym

• digital library room – humidity controlled

• humidity controlled archive - rural history

• storage spaces

• room for expansion as our programming/needs grow

Most importantly... a lit “green” place that inspires inside and out

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Scope of Services

Architectural services shall include, but not be limited to:

1. Schematic Design

a. Meet with the Blyth Arts & Cultural Initiative 14/19 Inc. to gain an understanding of the project program and project constraints on a weekly basis as determined by Blyth Arts & Cultural Initiative 14/19 Inc.

b. Prepare schematic design and approved site plan, including:

i. Approximate footprint of the building and general design features

ii. The location of required parking, and other site features

iii. Total project cost estimate including site preparation.

2. Design Development

a. Prepare design development, construction drawings, and contract documents based on the program and approved schematic design including site preparation

b. Meet weekly and as needed with Blyth Arts & Cultural Initiative 14/19 Inc.

c. Prepare an interior design plan for the facility, including:

i. Location and specifications of all interior furniture whether free standing or built in place

ii. Estimates to be included in bid will include but not be limited to design and specification of flooring, lighting, cabinetry and trim work.

3. Contract Documents

a. Prepare project manuals and bid specifications for construction and interiors. Views of the construction plans will be Autocad as well as Word documents. A copy of as-built files in both formats will be provided to the Blyth Arts & Cultural Initiative 14/19 Inc. at the end of the project.

4. Bidding

a. Bids will be presented in sealed format to address specified to be opened by the Selection Committee.

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5. Construction Observation

a. Coordinate with Contractor(s) in observation and inspection of the construction work, prepare change orders, and issue RFPs as needed and warranted

b. Prepare the necessary project close out documents

6. Warranty Period

a. Ensure compliance and enforcement of project warranty

7. The Architect will be responsible for ensuring that all applicable provincial, national and local codes and regulations related to the facility design are met

8. Throughout the project, the architect will make presentations to the Blyth Arts & Cultural Initiative 14/19 Inc. as requested for periodic updates and will participate in presentations to Blyth Arts & Cultural Initiative 14/19 Inc. as requested.

9. The Blyth Arts & Cultural Initiative 14/19 Inc. will provide a Project Manager who will be the liaison for the Blyth Arts & Cultural Initiative 14/19 Inc.

Instructions to Proposers

1. This request for proposals is being released on September 26, 2016

2. Three copies of the qualifications / proposal must be received by 4:00 P.M. EST on October 21, 2016 in the Blyth Arts & Cultural Initiative 14/19 Inc. Office, 197 Dinsley Street, Box 279 Blyth, Ontario N0M 1H0

3. The outside of the envelope shall be clearly marked:

“PROPOSAL FOR ARCHITECTURAL DESIGN SERVICES FOR THE GRANT AND MILDRED SPARLING CENTRE”

4. Due to the time restraints for this request, faxed or emailed qualifications / proposals will be accepted.

5. Questions regarding this Request for Proposal, or regarding submitted proposals, should be directed to Christopher Cooper, Blyth Arts & Cultural Initiative 14/19 Inc. Project Manager, 519-752-9801, [email protected]

6. Those firms selected to be interviewed will be informed of the exact time and place of the interview at a later date. Final selection will be by a Selection Committee, made up of members of Blyth Arts & Cultural Initiative 14/19 Inc.

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Content of Proposals

The following content will be evaluated and be used as the basis for selecting firms to be interviewed and the final selection of an architectural firm. Proposals shall be arranged in the following order and be organized for ease of understanding:

1. Cover sheet with organization name, contact information

2. Introductory Letter

a. Prepare an executive summary stating your understanding of the project and why your firm should be chosen and any general information the proposer wishes the Selection Committee to consider about the proposal.

3. Project Team

a. The proposal should clearly outline the background and experience of the firm and the project team members who will be involved with the project. No change in personnel assigned to the project will be permitted without prior approval of the Blyth Arts & Cultural Initiative 14/19 Inc.

b. Provide the following information of each proposed team member:

i. Name

ii. Firm for which they work (if subcontracted)

iii. Job title for this project

iv. Specific responsibilities for this project

v. Recent experience with the proposed building use.

c. Identify who will perform the architectural, mechanical, electrical and structural design components and how these will be integrated

d. Identify the team member's current projects and the project's stage of development

4. Assurance of Quality

a. Describe methods you will use to ensure that the design and construction of the project will be completed on time and within budget

b. Identify how the team will incorporate state of the art operational design into the facility

c. Address your achievements in energy conservation “green” design.

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d. Describe in detail the proposed on-site commitment during design and construction

e. Discuss how the design of the building will relate to and maintain the architectural character of the surrounding area

f. Describe how you will ensure compliance with all provincial, federal and local laws, including but not limited to those related to building, environmental, statutory, legal process, HSO and the Employment Standards Act.

5. References and Samples of Work

a. Provide client references (name, address, email and phone number) for a minimum of three projects of a similar size and nature.

b. One set of photographs or drawings that illustrate previous design projects.

6. Anticipated Timetable

a. Provide an expected schedule with a timetable for all elements (items 1 –9 listed in the Scope of Services).

7. Deviations

a. List any deviations from this RFP

8. Project Cost Estimates

a. Final Architectural Service fees will be negotiated upon selection. However, in an effort to assure the full anticipated costs are understood by the Blyth Arts & Cultural Initiative 14/19 Inc., and to assure an accurate comparison with all submissions, all proposing firms must complete “Attachment 1: Estimated Project Cost” and include it with your proposal

b. The total fee shall be all-inclusive and include all personnel and site visits as required. It is assumed the fee will also include all other related reimbursements including but not limited to: travel, meals, consultants, phone, fax and printing up to bid documents, which will be competitively bid out

c. All firms shall provide a statement summarizing the basis for any subsequent fees not estimated in Attachment 1 or variations from the estimated project cost.

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Standard Conditions

1. Right to refuse any submission

a. The Blyth Arts & Cultural Initiative 14/19 Inc. reserves the right to reject any or all proposals or to accept any proposal received in response to this Request should they deem it in their interests to do so.

b. The Blyth Arts & Cultural Initiative 14/19 Inc. reserves the right to cancel this RFP in writing or postpone the date and time for submitting proposals at any time prior to the proposal due date. The Blyth Arts & Cultural Initiative 14/19 Inc. reserves the right to stop the project after step A (Schematic Design) as described in the Scope of Services in this document, or at subsequent points if it is in the best interest of the Blyth Arts & Cultural Initiative 14/19 Inc.

c. No fee shall be payable by the Blyth Arts & Cultural Initiative 14/19 Inc. to proponents for the preparation of or presentation in response to the Request for Proposals.

d. The Blyth Arts & Cultural Initiative 14/19 Inc. may, in its own discretion, waive any irregularity or insufficiency in any proposal selected.

2. Validity of Proposals

a. Proposals must be valid for at least 60 days

3. Responsibility for accuracy of information

a. The information contained within this document, and any plans or drawings or supporting documentation that may be provided by the Blyth Arts & Cultural Initiative 14/19 Inc. are for the assistance of the proponent.

b. The Blyth Arts & Cultural Initiative 14/19 Inc. takes no responsibility for the accuracy of information in this document or in any accompanying documentation.

c. In the event of any discrepancies or omissions appearing, differences of opinion, misunderstanding, or dispute arising between the proponents and the Blyth Arts & Cultural Initiative 14/19 Inc. relative to the intent or meaning of the terms set out in this Request for Proposals or in any accompanying documents, the decision and interpretation of the Blyth Arts & Cultural Initiative 14/19 Inc. shall be final and binding upon all parties, and from which there shall be no appeal.

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4. Waiver of rights in proposals

a. All proposals and any accompanying information submitted by proponents will become the property of the Blyth Arts & Cultural Initiative 14/19 Inc. and may not be returned to the proponents.

b. Each proponent acknowledges and agrees that The Blyth Arts & Cultural Initiative 14/19 Inc. is likely to receive and be required to deal with a number of competing proposals, each of which may contain or disclose information considered by the proponent to be of special, unique or proprietary nature.

c. Details of all proposals will be kept confidential until the final selection of the proponent; however, all proposals are subject to the “Freedom of Information and Protection of Privacy Act.” In addition, as part of the selection of the successful proponent, summaries of all proposals received, and details of the agreements to be entered into with the successful proponent may constitute part of a public report to Blyth Arts & Cultural Initiative 14/19 Inc.

5. Indemnity of Corporation by proponents

a. Each proponent shall indemnify and save harmless The Blyth Arts & Cultural Initiative 14/19 Inc., and their respective staff and consultants from and against all claims, actions, suits and proceedings, including all costs and expenses of every nature whatsoever incurred directly and indirectly by the Blyth Arts & Cultural Initiative 14/19 Inc. in connection with such claims and actions in respect to the infringement or alleged infringement of any patent, copyright, trademark or industrial design or the use or misuse in connection with the proposal.

6. Payment

a. Payments shall only be made in accordance with the agreed upon Contract.

b. No reimbursements will be made for any expenses incurred by the Architect except for expenses specifically described in the Contract.

c. No payment will be made for any incomplete, inaccurate or defective work until same has been satisfactorily remedied at no additional cost to the Blyth Arts & Cultural Initiative 14/19 Inc.

d. All work performed and all related documentation records, etc., shall become property of the Blyth Arts & Cultural Initiative 14/19 Inc.

7. Billing

a. Billing for completed services shall be based upon a monthly invoice submitted by the Architect.

b. It is anticipated that the invoice shall include at minimum the total contract amount, percent of work completed to date, the total amount billed to date, the total paid to date, the remaining amount to be paid, and possibly the hours of labour performed by each person charging time to the project and their charge out rate.