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VILLAGE OF BIBLE HILL

REQUEST FOR PROPOSALS

Boundary Sign Structures Supply, Assembly, Install

PROJECT NO. 2020-RFP-GGS-05 Notice is hereby given that Village of Bible Hill will receive PROPOSAL SUBMITTALS from qualified vendors for the installation of new boundary signs as described herein. Proposal submittals will be accepted up until 2:00 PM, ATL, Wednesday, November 6, 2019. Proposals received after that time and date may not be considered. Village of Bible Hill accepts no responsibility if delivery is made to another location. All inquiries relating to this Request for Proposals (RFP) should be directed to the Clerk and Treasurer via email at mitchell.bell@biblehill.ca

Proposals accepted until: 2:00PM (ATL), Wednesday, November 6, 2019

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Request for Proposals 2020-RFP-GGS-05

Issuing Office The Village of Bible Hill office is the issuing office for this Request for Proposal (RFP) and the point of contact for the Village for all process and contract questions as well as protest.

Village of Bible Hill c/o Mitchell Bell, CPA, CA, Clerk and Treasurer 67 Pictou Road Bible Hill, NS B2N 2R9 902-893-8083 mitchell.bell@biblehill.ca

Anticipated RFP Schedule The Village anticipates the following general timeline for this RFP:

Issuance of RFP documents – Thursday, October 24, 2019 Deadline for RFP Questions – 48 hours prior to submission deadline Deadline for Proposal Submission – Wednesday, November 6, 2019 (2:00 PM ATL) RFP Review – Completed by Friday, November 8, 2019 Probable Village Commission Approval – Tuesday, November 12, 2019 Commencement of Contract – November 2019, with completion date no later than March 31, 2020.

Submission Date and Location Each proposer must deliver at least one hard copy of any proposal under this RFP in a sealed envelope to the Issuing Office by way of courier, mail or in-person no later than Wednesday, November 6, 2019 at 2:00 PM ATL. Changes (Addenda) Any clarifications or revisions to this RFP will be addressed and issued in addenda; the Issuing Office must receive questions or requests for changes in writing (i.e. via email) per the schedule indicated above. Proposers are responsible for checking the Government of Nova Scotia’s Procurement Office Tender Notices website (https://novascotia.ca/tenders) for the issuance of any addenda prior to submitting a proposal. The proposer is held responsible for all addenda/changes to the documents and may be considered non-responsive if their proposal does not reflect those addenda/changes. Protests Any complaints or perceived inequities related to this RFP shall be made in writing and directed to the Issuing Office. The Village’s purchasing policy can be found on the Village’s website at: https://www.biblehill.ca/479-purchasing-policy-dec-2016-1/file.html. Rejection of Proposals The Village reserves the right to cancel any and all proposals submitted without penalty. The lowest cost proposal or any other proposal will not necessarily be accepted. The Village reserves the right to waive or not waive any formalities, informalities, irregularities or technicalities in proposal responses. A response to this RFP does not constitute a formal bid, therefore, the Village retains the right to contact any / all proposing firms after submittal in order to obtain supplemental information and / or clarification in either oral or written form. Furthermore, an explicit provision of this RFP is that any oral communication made is not binding on the proposal process. The Village will not be liable for, nor pay for any costs incurred by responding firms relating to the preparation of any proposal for this RFP. Modification / Withdrawal Unless otherwise specified, modification of the Proposal will not be permitted; however, a proposer may withdraw his or her Proposal at any time prior to the scheduled closing time for receipt of Proposals; any proposer may withdraw his or her Proposal, either personally or by written request to the Issuing Office. Withdrawal of Proposal shall not disqualify the proposer from submitting another Proposal provided the time for receipt of Proposals has not expired.

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Duration of Proposals Proposals must remain valid for at least 90 days. Proposals must be signed by an official authorized to bind the proposer. Public Record All proposals submitted are the property of the Village and become public record. All documents received by the Village are subject to public disclosure requirements of the Government of Nova Scotia’s Municipal Government Act. Incurring Costs The Village is not liable for any cost incurred by proponents prior to execution of a contract. Neither the Village nor its representatives shall be responsible for any error or omission in a proposer’s response, nor for the failure on the part of the proposer to determine the full extent of their exposures. Acceptance of Agreement The agreement for this project shall be drafted by the successful proponent upon award. The successful proponent will be required to execute a formal contract in a form acceptable to the Village of Bible Hill to give effect to the services required. Under this contract, any reports or data collected while executing the duties of the contract will become the property of the Village of Bible Hill upon completion of the project. Cancellation The Village reserves the right to cancel award of a contract at any time before execution of the contract by both parties if cancellation is deemed to be in the Village’s best interest. In no event shall the Village have any liability for the cancellation of award. Project Staffing The project will be overseen by Mitchell Bell, CPA, CA, Clerk and Treaurer and Angie Ogden, Finance Officer. This team will represent all executive level decision-making for the project with direction from the Village Commission as required per the Village’s Purchasing Policy. The selection committee will consist of the Village Commission and Clerk and Treasurer. Proposal Evaluation Criteria and Scoring (for Village staff evaluation of proposals)

Village of Bible Hill Evaluator Rating Form

Vendor Evaluator:

Factor Weight Score Weighted Score

1. DESIGN/BUILD TEAM INFORMATION

Relevant experience in completing assignments of similar scope 15%

Experience of the proponent and key team members with similar projects and the range of specified services

15%

2. PROJECT APROACH, METHODOLOGY & MANAGEMENT

Understanding of project requirements and scope of work 20%

Ability to meet project timelines 15%

3. PROPOSED COSTS, VALUE FOR MONEY & ACCEPTANCE OF TERMS AND CONDITIONS

Fees for services required and any contingencies if applicable 35%

TOTAL 100%

SCORE: 0=Unacceptable; 1=Poor; 2=Fair; 3=Good; 4=Excellent

Proposal Contents Proposals are to include, but not necessarily be limited to, the content listed below. The volume, or size of the proposal, should be consistent with the relative size of the project. Concise proposals without needless duplication are encouraged. 1. Letter of transmittal. Include an introductory letter expressing interest in the project. The letter should include name of firm, contact person, email address, mailing address, telephone number, and must be signed by a person authorized to bind the firm. 2. Project Description, Design and Approach. Provide a statement of the services to be provided including a detailed explanation of how the services are to be provided and managed. Indicate how important each service is to successful project completion. Identify the expected involvement by Village staff for each major activity in the project. 3. Project Team. List the experience and qualifications of staff who will be working on the project. Describe the applicable skills and accomplishments of the project manager including experience. Confirm availability and commitment of named key staff to the project. Describe how project management,

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coordination and communications with the Village will be accomplished. Do not include persons who will not be working on the project. Indicate what resources are available if additional support is requested. Specify if subcontractors will be used, name of subcontractors and list the work the subcontractor will perform of the work specified in this request for proposals. 4. Related Experience. Provide project descriptions for up to two recent projects similar in nature and size to the proposed project, including type of entity, start and completion dates, and measures used to indicate quality and successful project completion. Provide client reference names and phone numbers. Indicate the involvement of the firm and proposed key staff. Provide any background information on the size, capability and location of the firm that may be beneficial. 5. Cost Proposal. Provide a cost proposal to perform the scope of work. Include estimated person hours, labor costs and expenses for each task listed in the scope of work. The proposed costs must include any applicable travel and/or other expenses. Clearly describe any deviation from the listed scope of work that would significantly affect costs. Separate the cost of any proposed optional services from the cost of services requested. The format for the cost proposal is to be selected by the consultant. Include a listing of hourly rates for all employee classifications anticipated to work on the project, as well as rates for non-labor direct expenses. Include similar information for any major sub-contractors. The listed rates will be used in preparation of any future change orders. SCOPE OF WORK Introduction Village of Bible Hill (the Village) is a community of 5,000 residents located in Nova Scotia, situated north of the Salmon River, and north-east of neighbouring Truro. The Village operates as a municipal government under the Municipal Government Act. The Bible Hill Village Commission is a governing body of the Village, which is comprised of five elected Commissioners. Village Commissioners appoint a Clerk and Treasurer, who is responsible for the operations of the overall Village organization. The Village boundaries are defined as found by searching ‘Bible Hill’ on Google Maps. The Village desires to improve community and asset identification through the installion of gateway signage at its boundaries. The successful bidder will supply all necessary materials, finish, assemble, install, and erect all elements, prepare sites as required, and clear identified sight lines based on the design specifications, site specific conditions and details provided by the Village of Bible Hill. In addition, all sign installation must meet NS Department of Transportation and Infrastructure Renewal (TIR) regulations and adherence to municipal and provincial by-laws. Village of Bible Hill is responsible for applying for and obtaining TIR and Town of Truro "right-of-way" permits authorizing installation in the public right-of-way. Project scope shall Include:

• Supply, assembly and installation of all structure components for boundary signage, including any installation hardware to TIR sign structure spec or better if proposed by bidder (see Appendix 1)

• All labour and equipment to erect boundary signange components, including any necessary site preparation

• Installation of signage structures through use of hydro-excavation for purposes of avoiding potential underground utilities

• All sight-line/brush clearing and other ground preparations to complete the project

• Necessary traffic control during all work, per TIR regulations, including personnel, signage, and equipment

• Provision of site safety and materials security for the duration of work at each site

• Restoration of all work sites to their original state, including removal of construction debris and brush

Appendix 1- Sign Erection Details - TIR Appendix 2- Sign Location Details Appendix 3- Sample of metal-wrapped post structure, caps and bases *THIS RFP RELATES TO STRUCTURE SUPPLY, ASSEMBLY AND INSTALLATION, FOLLOWED BY SIGN INSTALLATION ON STRUCTURES, BUT DOES NOT INCLUDE FABRICATION/SUPPLY OF SIGNS.

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Warranties The successful bidder must provide warranties against defects in material, workmanship, and installation, and will be liable for repair or replacement of any parts of signs installed under this contract, for a warranty period specified by the bidder, commencing from the date of completion. Purpose and Objectives The Village desires to improve community and asset identification through design of new gateway signage at its boundaries:

• Supply and install of five (5) - 3 post sign structures within TIR's right-of-way (see appendix 2)

• Supply and install of one (1) - 3 post sign structure within Town of Truro's right-of-way

• Sign structure posts to be wrapped in metal with metal cap and bases (sample contractor: Danite Signs - Jason Soubliere - jsoubliere@daynitesigns.com or alternative proposed by bidder) (see appendix 3)

• Installation of six (6) new 8' wide by 6' high signs (fabrication by Village of Bible Hill) on above structures

• Removal of one existing sign and the installation of one (1) new 8' wide by 5' high sign on Main Street bridge

Locations as indicated in appendix 2 may be adjusted up to 100 metres to comply with TIR and Town of Truro regulations. Proponents are advised to consider such possible location adjustments in their bid. Project Timeline This project is expected to be awarded Tuesday, November 12, 2019. Ideally, the project shall be undertaken in 2019. The project shall be 100% complete by no later than March 31, 2020. Other The scope of work shall keep as much public right-of-way intact and not disrupted as possible. All information collected and materials completed in regard to this contract is considered to be property of the Village. This information shall not be provided to a third-party without prior written approval of the Issuing Office. Payment Schedule Payments will be made based on performance and supply of deliverables.

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APPENDIX 1 -TIR SIGN ERECTION DETAILS (minimum standards)

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APPENDIX 2

All locations can be viewed on Google Maps here: https://drive.google.com/open?id=1rKi8ILiy09XB7iwuoMovg5EmoYrvD38R&usp=sharing

1- Park Street, Truro (freestanding)

2- Main Street at Farnham Brook (freestanding)

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3 - Pictou Road at Village Line Avenue (freestanding)

4 - Main Street (bridge-mounted)

5 - Vimy Road at Brookside Road (freestanding)

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6 - Brookside Road at Brookside Branch Road (freestanding)

7 - College Road at Village Line Avenue (freestanding)

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APPENDIX 3 Town of Truro example of wrapped metal posts, caps and bases