Municipal Services Procurement

Executive Summary

Municipality of Cantley was formally established on January 1, 1989. The municipality has nearly 11,000 citizens.

The mission is to provide quality municipal services tailored to the needs, aspirations and financial means of its taxpayers while making Cantley a great place to live and prosper. In 2017, Money sense ranked Cantley, the 9th best place to raise children in Canada.

The municipality of Cantley is missing a multifunctional community centre which is part of the long-term vision of the Municipality. This future center will be a unifying place that will become the central core of Cantley.

The future multifunctional community center will bring together the community as it will offer a varied program of activities and leisure activities that will serve the interests of toddlers, teens, adults, families and seniors alike. The citizens of Cantley will have a place of their own to meet and enjoy various services offered under one roof.

Procurement manager needs to create a committee to oversee the sourcing of the contractor that will build the MCC in accordance with the rules set up and based on the timeline decided upon. It will be very important to look back at previous project like this and learn from what worked and what didn’t work in order to avoid problems. Scope of work needs to be written well and to have all information needed for the bidders in order to avoid confusion. The RFP needs to be posted for more than 6 weeks on Merx and on the Municipality website. By the third week of the RFP a town hall meeting needs to be held so that all bidders that are interested can get clarification. This project is very important for the Municipality of Cantley the families that live there.

1. Define the scope of the project.

Scope of Work

Municipality of Cantley is accepting Tenders for construction of multifunctional community centre (MCC) beside the land of the Municipality. Land is owned by the municipality of Cantley. Mandatory meeting will be held at 10:00am on April 30th at the Municipality of Cantley to reply to any questions interested bidders will have. This meeting is one month before the closing of the tender.

The concept of the building will be:

 Contemporary architecture – 20,000sq

 Optimal integration of the building with the land, environment and topography

 Natural light and views to the outside

 Orientation of fenestration to the east, south and west, minimum north

 Mechanisms of occultation of the sun to the south and the west in summer

 Insulation exceeding the requirements of the National Energy Code for Buildings (NECB)

 Sustainable materials and minimal maintenance

 Materials with recycled content

 Regional materials

 Acoustic performance and noise control between functions

Important points to keep in mind for the site:

 Conserve the assets of the Municipality on the site (eg. Soccer).

 Conservation of the vegetated area and ecological landscaping of site is important

 Space needs to be left available for future projects

 Layout of an outdoor plaza for big events

 Multifunctional rooms that will allow holding different sports like Zumba, yoga, judo, dance etc. In addition the multipurpose rooms will be used for community and cultural events, conferences, training, exhibition, workshops etc.

All traffic control required for construction, including all required barriers, fencing, signage and/or flag persons, shall be considered as having been included in the lump sum price bid for the temporary traffic control and signage item in this Contract.

Additional Requirements

1. The contractor shall fulfill all the requirements of the Quebec building code.

2. The Contractor must have a responsible representative present for and during on-site work.

3. All work is to be completed in accordance with the plans and special provisions included herein.

4. All work is to be carried out in accordance to the Occupational Health and Safety Act and all applicable regulations pertaining.

5. The Contractor shall provide protection in accordance with all governing regulations.

6. Contractor shall provide all temporary chain link fencing with dust screen around the perimeter of the site.

7. The Contractor shall be responsible to ensure that all adjacent building structures, sidewalks, trees, utilities, etc. are protected from damage during construction. Where damage occurs the Contractor is responsible to rectify it immediately and at the contractor’s sole expense.

8. The contractor needs to follow time line and update of any issue coming up the project team.

2. Define the project team: what roles are required to be filled?

Project team includes Project Manager and group of individuals that will be part of the project and affected by this change including the client (budget holder). This team consists of people from different teams with precise subject matter knowledge or with the required skill set to carry out the work of the project.

Project Manager (Procurement Manager)

Client

Budget Holder

Administration

Senior Officer

Technical Manager

Engineer

Architect

Project Quality

Innovation

Evaluation

The Project manager is responsible about leading and manage the team. Work with the Client and Budget holder, the technical manager in:

 Creating scope of work in collaboration with client and budget holder

 Timeline for the project