Contractor Prequalification

GENERAL CONTRACTOR
SERVICES FOR CHATHAM KENT
HOSPICE

Issue Date: Monday, Nov. 10, 2014

Closing Date: No Later than 3:00pm on

Wednesday, Nov. 26, 2014

Mandatory Site Meeting: Monday, Nov. 17, 2014

at 10am

Enquiries regarding Prequalification must be

received by Hospice no later than: Wednesday, Nov. 19, 2014

Prequalification Submission: Chatham Kent Hospice

c/o St. Andrew’s Residence
99 Park Street
Chatham, Ontario N7M 3R5
Attention: Michelle O’Rourke,
Director of Hospice Services
Chatham Kent Hospice
Request for General
Contractor Prequalification P a g e |1

TABLE OF CONTENTS

1.0 Introduction.................................................. ............................................................................................. 2

1.1 Purpose of Prequalification ................................................................................................................. 2
1.2 Background Information ............................................................................................................................ 2
1.3 Project Description ...............................................................................................................................2
1.4 Project Schedule ..................................................................................................................................2
1.5 Construction Contract ..........................................................................................................................3

2.0 Project Budget ......................................................................................................................................3

3.0 Prequalification Material Criteria ..........................................................................................................3

3.1 Mandatory Requirements .....................................................................................................................3
3.2 Evaluated Technical Requirements .....................................................................................................4

4.0 Prequalification Submission Instructions .............................................................................................6

4.1 Prequalification Schedule.....................................................................................................................6
4.2 Submission Instructions .......................................................................................................................6
4.3 Submission Requirements ...................................................................................................................7
4.4 Enquiries and Addenda .......................................................................................................................8

5.0 Evaluation Process ..............................................................................................................................8

5.1 Stage 1 - Mandatory Requirements .....................................................................................................8
5.2 Stage 2 - Technical Requirements .......................................................................................................8
5.3 Stage 3 - Presentation and Interviews .................................................................................................9
5.4 Cumulative Score .................................................................................................................................9

APPENDICES

A Proposal Submission Form

B Prequalification of Technical Criteria Evaluation Form
C Sample Standard Surety Prequalification Letter
D Preliminary Design Floor Plans
Chatham Kent Hospice
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1.0 Introduction

1.1 Purpose of Prequalification

The purpose of this is for Chatham Kent Hospice Inc. to determ ine qualified contractors suitable
to pr ovide construction services for a new 10-bed hospice facility, to be referred to as Chatham Kent
Hospice, to meet the needs of Chatham-Kent. Also housed within the facility will be associated palliative
programs and services. This project will be approximately 14,800 gross square feet of new building, with
parking and garden space.

1.2 Background Information

Chatham Kent Hospice Inc. is a volunteer, not for profit organization that has been granted Ontario
Ministry of Health & Long Term Care funding to provide palliative (end of life) care in this community.
Compassionate and comfortable end of life care is as important as the care we receive during our lifetime.

Over the last few years Chatham Kent Hospice Inc. has been working towards the construction of a 1 0 -
bed residential hospice facility. The hospice will be constructed on space within the city block owned
and occupied by St. Andrew’s Residence. This city block is within the former City of Chatham and is
bounded by Wellington Street East, Adelaide Street South, Church Street and William Street South.
The location of the Hospice within the block is on property comprised of 30, 34, 36 Wellington Street
East and 84, 86, and 92 Adelaide Street South. Note: The corner property located at 40 Wellington
Street East and 78 Adelaide Street South is privately owned and cannot be encroached on or
negatively impacted by this project.

Chatham Kent Hospice has a limited budget in which to realize the completion of this project. W ith this
Prequalification of General Contractors, we are calling on our community partners experienced in similar
construction to work closely with Chatham Kent Hospice to complete this very important project, on time
and on budget.

1.3 Project Description

The Chatham Kent Hospice is a new 2 storey building of approximately 14,800 square foot complete with
a partial basement. The project is currently in the construction document phase and a copy of the
proposed floor plans are attached to this document as Appendix D as reference only.

1.4 Project Schedule

In order to complete the Chatham Kent Hospice in a timely manner and allow occupation operation of this
critically necessary facility to the community, the following construction projected schedule has been set:

Issue Tender Construction Documents January 9, 2015

Review Bid Packages February 2, 2015
Award Construction Contract February 16, 2015
Construction Start Meeting March 6, 2015
Construction Commencement March 23, 2015
Substantial Performance November 20, 2015
Occupancy December 15, 2015

November 10, 2014

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1.5 Construction Contract

It is Chatham Kent Hospice’s intent to enter into a single, stipulated price contact, CCDC 2-08. Only those
firms capable of exhibiting successful experience in the construction of new facilities of similar
construction should participate in this Prequalification process.

2.0 Project Budget

Chatham Kent Hospice is a not-for-profit organization and available funds are limited. As such, Chatham
Kent Hospice is seeking the best possible contractor at the best pricing. The Chatham Kent Hospice is looking
for contractors who complete projects on time, on budget with the minimum of change orders and extras. The
estimate for the total project is Two Million, Five Hundred Thousand ($2,500,000). However, the Hospice will
entertain donated services or materials or reduced fees passed through the Proponent by the Proponent or the
Proponent’s Sub-contractors. Where applicable and if all Provincial and Federal laws are met, tax receipts
would be provided.

3.0 Prequalification Material Criteria

Proponents are required to submit materials outlining their credentials and ability to perform the
construction of the Chatham Kent Hospice. There are both mandatory criteria and evaluated technical
criteria. The mandatory criteria are specific contract requirements and Proponents must meet all the
mandatory requirements to be considered for prequalification. If they fail to meet the mandatory criteria,
their submission will be rejected. Following the mandatory requirements, the Owner will use an evaluation
team to assess the evaluated technical criteria to determine if the Proponent is prequalified. The evaluation
criteria are contained in this document and a rating form is attached to this document as Appendix B.

3.1 Mandatory Requirements

Section A
The following mandatory requirements are to be included in Tab A of the submission.

 Prequalification Submission Form

Proponent to provide completed form. Form is attached to this document as Appendix A

 Bonding Verification
Proponent to provide a letter from their bonding company confirming the surety's relationship with
the Proponent and their willingness to provide the required bonding for this project. Required
project bond will include a Bid Bond of 10% of total tender amount and Performance, Labour and
Material Payment bond for 100% of the total tender amount. A copy of the surety industry
standard prequalification letter is attached to this document as Appendix C.

While not the preferred security, a Letter of Credit (LOC) for the total value of the work would be
acceptable. In that case a letter from the financial institution with which the Proponent regularly
conducts business indicating that a Letter of Credit would be provided for the full value of the
project at the time the contract is to be signed should be included in the documents submitted.

 Insurance
A valid certificate of insurance or a letter from the insurer stating that the Proponent
has the ability to obtain the required insurance should they be successful must be submitted.
Proponents should provide proof of Auto and All Risk Insurance. Insurance must be in the amount
of Two Million Dollars ($2,000,000.00).

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 Bank Reference
A letter from the Proponent's financial institution regarding their general financial position (including
the number of years with that institution, dollar values of accounts, history of NSF, general
standing, etc.), Provide a named reference from the financial institution with contact information.

 WSIB Clearance Certificates

A current Workplace Safety and Insurance Board clearance certificate.

 Declarations
Provide original executed declarations: Conflict of Interest, declarations stating that the Proponent
is currently not involved in any legal claim with the Owner.

3.2 Evaluated Technical Requirements

The following requirements are to be submitted by the Proponent and will be evaluated by Chatham Kent
Hospice to determine the best qualified Contractor.

Section B
The following requirements are to be included in Tab B of the submission.

 CCDC Document 11
A current, completed CCDC Document 11 - Contractor's Statement of Qualification, 1996 edition
R2006. The CCDC 11 document be signed by the person who completes the document.

In Addition to CCDC Document 11, supplemental information may be provided to best address the
following:

 Experience
The Proponent's direct or relevant previous experience in completing Hospice, Related Medical
Facilities or Resident Care Facilities will be rated highest in this category.

 Value of Completed Work

The approximate annual value of the Proponent's construction work
completed over the last five years and currently underway.

 Details of Similar Projects

Detail no more than 5 similar projects to the Chatham Kent Hospice delivered by Proponent that
have been completed within the last five (5) years, or are currently underway which demonstrate
the Proponent's experience and ability to undertake the type and complexity of Work.
This section must contain, location of project, year completed, construction type, renovation or new
construction, cost of project, size of the building in square feet, number of stories, specifics on
specialized features or challenges in construction, listing of major sub-contractors, schedule
proposed and success at meeting it, number of change orders and their value, project references
(include one contact name, position, telephone, number, facsimile number, email, etc.)
Any institutional facility of comparable size and complexity will be considered in determining the
Proponent's ability to undertake the Hospice construction.

 Resumes of Key Personnel

Submit the resumes for the key individuals who will be
undertaking the Work, i.e manager, superintendent, project manager and foreperson that will be
assigned to this project. The resumes should clearly outline the role, responsibilities and
achievements of the key individuals, in addition to a list of completed projects. Include project
dates, construction budgets and project descriptions. The entire work experience of key personnel
will be recognized, not just the time they have been employed by the current Proponent.
Additional resumes may be included in the appendix.

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Section C
The following requirements are to be included in Tab C of the submission.

 Organizational Structure
The organization chart shows the Proponent's corporate structure and should detail aspects of
how they operate successfully and efficiently.

 Resources
Compare the amount of resources the project will require compared to the total resources the
Proponent has available. Resources include: finance, available workers, management personnel,
backup management personnel, resumes, key personnel lists, equipment, bonding and insurance
capacity, information I communication I job tracking systems used and the overall capacity to
complete the work.

 Methodology
Details must be provided of the proposed methodology for all or part of the work such as work
done by self, sub-contractors, how they are organized, quality control, recycling or disposing of
construction waste in an environmentally sensitive manner, public safety, managing costs, dealing
with deficiencies, corrections and warranty follow-up, and for how the contractor would achieve
schedule requirements.

 Schedule
It is paramount to meet the Schedule for this project. The Proponent must submit the history of
three recently completed projects indicating the completion history – were they completed on time,
significant milestones, reasons for delay or satisfactory completion.

 Community Support
The Chatham Kent Hospice building project is supported by local community fundraising. This has
provided a limited budget in which to realize the completion of this project. Further to this, some local
sub-contractors and suppliers have indicated a willingness to discount or donate services and
materials. The Proponent that can demonstrate a willingness and methodology for utilizing these
types of gifts and passing the associated benefits and/or savings to the Chatham Kent Hospice will be
rated highest in this category.

 Local Content
The Chatham Kent Hospice is committed to quality standards for construction. It also needs to be
fiscally responsible with the community’s donated funds and is thus seeking the most competitive
price for services and material. However, as a community supported project, it is important that local
content be a key consideration of the Proponent when selecting sub-contractors and suppliers.
Specifically, where quality and price are the same, it is expected that local content will be the deciding
factor. In order to maximize monetary benefits and satisfy local content considerations, the Proponent
that can demonstrate the use of local labour, sub-contractors and material suppliers that meet the
needs of this type of project will be rated highest in this category.

Section D
The following requirements are to be included in Tab D of the submission.

 Safety Qualifications
The company safety record, safety training, and safety awards earned must be provided.

 Safety Policy Statement I Record

Proponents are required to submit a copy of their Health and Safety policy statement and record.
While Proponents will not be required to submit a complete copy of their Health and Safety Policy
and Manual at this time, it will be mandatory to provide it on the job for the successful contractor.
Proof of its existence and use must be provided.

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 References
References for both key personnel and the company, provided by Owners or Architects and
Engineers who have worked on projects with the Proponent will be reviewed and weighted in the
overall consideration.

 Membership Affiliation
Consideration will be given for membership in industry associations. Proponents shall provide
documentation to confirm what relevant associations they belong to,
such as the Ontario General Contractors Association (OGCA), Mechanical Contractors Association
of Ontario (MCAO), Electrical Contractors Association of Ontario (ECAO), etc.

 Litigation
The past and current history of the company record of litigation, claims and conflict
resolution must be provided. Is the company currently under any litigation, provide the particulars,
financial amounts, current status and timing, and type of potential for resolution, i.e. court action,
arbitration or conciliatory meetings.

4.0 Prequalification Submission Instructions

4.1 Prequalification Schedule

In order for Prequalified Contractors be chosen in time for tendering of the project, the following
Prequalification schedule has been set:

Issue Prequalification Documents November 10, 2014

*Mandatory Site Meeting November 17, 2014
Deadline for Questions November 19, 2014
Prequalification Closing Date November 26, 2014
Review November 26 - December 3
Interviews December 10, 2014
Report Prequalified Contractors December 15, 2014

* A mandatory site examination and proponent briefing will be held at St. Andrew’s Residence, 99 Park Street,
Chatham. All interested parties to meet at Rear Parking Lot at 10:00am. Attendance will be taken on site.

4.2 Submission Instructions

.1 The submission shall be in a sealed package and clearly labeled as follows:
Chatham Kent Hospice
c/o St. Andrew’s Residence
99 Park Street
Chatham, Ontario N7M 3R5
Attention: Michelle O’Rourke,
Director of Hospice Services

.2 Prequalification Packages shall be received and date stamped by the Receiver in the prescribed
manner no later than 3:00pm on Wednesday, November 26, 2014. Packages submitted after the
submission date and time shall be rejected. Proposals deemed late shall be returned unopened to
the Proponent.

.3 Packages sent by facsimile or by email shall not be accepted.

.4 There shall be no public opening.

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.5 Submission of a Prequalification package indicates acceptance by the respondent of all of the

conditions contained in this Prequalification call unless clearly and specifically noted in the
Package submitted. Deviations from the Prequalification call must be clearly identified in the written
submission.

.6 The submission of a Prequalification package does not create a contract with Chatham Kent
Hospice.

.7 At any time prior to the Prequalification Closing date/time, a Proponent may withdraw a submitted
package. If a Proponent wishes to submit a new package, it shall be submitted before the RFP
Closing date/time. The latest proposal submission shall supersede all others.

.8 Chatham Kent Hospice reserves the right to cancel the Prequalification Call and not accept any
submission at all and/or re-issue the Prequalification Call in its original or revised format.

.9 Chatham Kent Hospice reserves the right to reject any Prequalification Package submission that fails
to comply with the content requirements as outlined.

.10 All submissions shall become the property of Chatham Kent Hospice.

.11 Chatham Kent Hospice shall not be responsible to any Proponents (or their employees or
agents) for any liabilities, costs, losses or damages, whether direct, indirect consequential or
otherwise, arising out of or in relation to participation in this process, howsoever caused including,
by reason of the preparation, acceptance, or non-acceptance by Chatham Kent Hospice of any
response, or by reason of any delay in the acceptance of the Prequalification Package.

.12 Chatham Kent Hospice reserves the right to request proponents to provide additional
information and address specific requirements not accurately covered in their initial submissions.

.13 Prequalification Packages accepted will be provided Construction tendering Packages for the
construction of the Chatham Kent Hospice.

.14 Chatham Kent Hospice in its sole discretion reserves the right to: secure credit or reference
information if necessary; accept or reject the whole or any part of the Package; disqualify a
Package not submitted in accordance with the requirements; cancel the Prequalification call
without penalty or cost to Chatham Kent Hospice; initiate a second P r e q u a l i f i c a t i o n ; waive
minor errors, technical defects, irregularities and omissions without disqualifying the submission if
it is in the best interests of Chatham Kent Hospice to do so; reject all Submissions; modify the
terms of the Prequalification Call before closing; not award due to unforeseen circumstances;
and/or visit the Proponent's facilities before award.

4.3 Submission Requirements

.1 In order to minimize paper usage and work on this submission, the Chatham Kent Hospice asks
that submissions be provided at #12 Arial font, single spaced, two-sided copies on 8.5 x 11 paper.
Provide named tabs between sections and organization of material shall be in accordance with the
headings of this prequalification document as set out section 3.1 & 3.2. While information is
important, the Proponents are restricted to 3 pages per section (excluding the CCDC 11 form and
Appendix). In order for the Chatham Kent Hospice to review the documents in a timely manner by
a sub-committee, provide 6 bound copies of the submission and one electronic copy in PDF
format.

.2 Copies of documents other than the cover letter are considered acceptable, i.e. WSIB Certificate
of Clearance, Insurance Certificates.

.3 Photographs of completed works are desired and acceptable. Colour photographs are expected.
These photographs can be included in the appendix.
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.4 Preprinted corporate information packages are acceptable in the submission. To be included in

the appendix.

4.4 Additional Information and Instructions for the RFP Process

.1 Enquiries regarding this Prequalification of Contractors are to be directed to Mr. Chris Masterson
email at chrismhospice@gmail.com. No clarification requests will be accepted v e r b a l l y o r b y
telephone. Chatham Kent Hospice will assume no responsibility for oral instructions or
suggestions. All enquiries must be received by November 19, 2014.

.2 Any and all changes to the Prequalification Package will be in the form of written Addenda. If
Addenda are issued, their receipt must be acknowledged by the proponents on the Submission
Form provided herewith and to be included in the submission package. Failure to acknowledge
addenda may result in your submission being rejected.

5.0 Evaluation Process

Evaluation of the Prequalification Packages shall be conducted by a n Evaluation Team composed of
Chatham Kent Hospice Construction Committee members and assisted by the Architectural Consultant, ROA
Studio Inc. Evaluation of the proposals shall be conducted on the basis of Evaluation Team consensus
and/or averaged score.

5.1 Stage 1 –Mandatory Requirements (Pass/Fail)

Prequalification Packages shall be reviewed by the Evaluation Team to verify they comply with all of the
mandatory requirements. Proposals failing to satisfy the mandatory requirements shall be excluded from
further consideration. The mandatory requirements are listed in section 3.2.

5.2 Evaluation of Technical Requirements, 470 points

The Evaluation Team shall score each eligible proposal on the basis of the required information
contained in the submission according to the breakdown and weighting factors set out in Appendix
B, Prequalification Evaluated Technical Criteria, and listed here:

 Experience
 Value of Completed Work
 Details of Similar Projects
 Resumes of Key Personnel
 Organizational Structure
 Resources
 Methodology
 Quality Control Program
 Safety Qualifications
 Safety Policy Statement/Record
 References
 Membership Affiliation
 Litigation
 Schedule Adherence
 Community Support
 Local Content

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5.3 Presentation and Interview

The Evaluation Team may invite Contractors to a presentation and interview. The purpose of the
presentation and interview is to allow the Contractors to address the major elements of their
Prequalification Package, to obtain any required information, and to allow members of the Evaluation
Team to interact directly with the Contractor’s team. Each Contractor invited to a presentation and
interview shall be sent an agenda for the meeting.

5.4 Selection of Contractors

Upon review and scoring from Sections 5.1 through 5.3, The Chatham Kent Hospice will select up to 6
General Contractors for tendering purposes.

November 10, 2014

 www.chathamkenthospice.com

APPENDIX A:
CONTRACTOR PREQUALIFICATION FOR
CHATHAM KENT HOSPICE

PREQUALIFICATION SUBMISSION FORM

Full Legal Name of Contractor:

Street Address:

City, Province:

Postal Code:

Phone Number:

Company Website:

Contact Name:

Contact Title:

Contact Phone:

Contact Email:

Acknowledgement of Addenda Received: Addenda No.’s

Appendix B: Chatham Kent Hospice
Building Construction
Prequalification of Technical Criteria Evaluation Form

November 10, 2014

Rated By
Possible Given
Criteria Comments Score Score Weight Score
1 Experience Unsatisfactory 0 10 0
Satisfactory 2 10 0
Excellent 5 5 10 50
2 Value of Completed Work Unsatisfactory 0 5 0
Satisfactory 3 5 0
Excellent 5 5 5 25
3 Details of Similar Projects List is Unsatisfactory 0 5 0
Satisfactory 3 5 0
Excellent Projects 5 5 5 25
4 Resumes Key Personnel Doubtful Qualifications 0 10 0
Satisfactory 3 10 0
Excellent Performance 5 5 10 50
5 Organizational Structure Not Capable due to size 0 5 0
Satisfactory 3 5 0
Excellent Organization 5 5 5 25
6 Resources Not sufficient to do job 0 3 0
Appropriate Staff, etc. 3 3 0
Excellent Staff, equipt 5 5 3 15
7 Methodology No concept/description 0 10 0
Understands Project 3 10 0
Excellent Job format 5 5 10 50
8 Quality Control Intitiatives No concept/description 0 3 0
Understands Quality 3 3 0
Excellent Controls 5 5 3 15
9 Safety Qualifications No safety Record, Awards 0 3 0
Some History of Safety 3 3 0
Excellent Reports 5 5 3 15
10 Safety Policy, Understanding No description provided 0 3 0
Description Satisfactory 3 3 0
Excellent Description 5 5 3 15
11 References Poor or none given 0 5 0
Satisfactory 3 5 0
Excellent, Detailed, known 5 5 5 25
12 Memberships, affiliations No 0 5 0
Yes 2 2 5 10
13 Litigation History Obvious Concerns 0 5 0
No Issues 5 5 5 25
14 Schedule Adherence No Record, Poor record 0 5 0
Satisfactory 3 5 0
Jobs completed on time 5 5 5 25
15 Community Support Unsatisfactory 0 10 0
Satisfactory 3 10 0
Excellent 5 5 10 50
16 Local Content Dubious Commitment 0 10 0
Reasonable Consideration 3 10 0
Ready to do the utmost 5 5 10 50
Maximum Score 470
 Standard Surety Prequalification Letter

Date

To

Re: Surety’s Letter for Prequalification- for [Description of Project]

Dear Sirs:

We are the Surety for (Client). They have demonstrated to us in the past an ability to complete their
projects in accordance with the conditions of their contracts and we have no hesitation in
recommending their services to you.

Our client wishes to be prequalified as a bidder on the captioned project, which we understand will be
in the range of $ _________________ . Based on the limited information available at this time and
subject to our assessment of the project and our client’s work program at the time of tender, we do
not anticipate a problem in supporting the captioned project and supplying the requisite bonds, if
asked to do so. However, the execution of any bonds will be subject to an assessment of the final
contract terms, conditions, financing and bond forms by our client and ourselves.

If we can provide any further assurances or assistance, please don’t hesitate to call upon us.

Yours Sincerely,

________________________

Attorney-In-Fact