REQUEST FOR PROPOSAL F03-2014
FOR
ARCHITECTURAL SERVICES
CONCEPTUAL DESIGN FOR A REPLACEMENT FIREHALL
Questions & Answers as of July 14/14
1. Q – Will the Township require proponent to be an Architect registered to provide architectural services in the
Province of Ontario?
A – Yes
2. Q – Evaluation criteria are weighted heavily to price (70%); will the Township consider revising evaluation
criteria to emphasize qualifications and quality of service?
A – No
3. Q- Are you working towards a presentation to Council on a specific date?
A – Yes, no date at this time
4. Q – When is the new Fire station required to be operational?
A – To be determined by Council.
5. Q – Are there any existing drawings, proposed site drawings or site plans which will help to determine setbacks
etc.?
A – There are no drawings at this time, assume partial level rural lot with no services near a County road.
6. Q – Given that the fee (financial component) is 70% of the scoring system, can you confirm that the Township is
looking for Architectural involvement only, and no engineering services are required for this study and
conceptual design stage of the project?
A. – Conceptual design should include floor plans , mill work , sizes of required rooms, door schedules, finish
schedule, exterior elevations, detailed report on mechanical, electrical and plumbing systems .
7. Q - Will the “Minimum Land Study” only include fully serviced lots, or will some lots have minimal or no site
services (i.e. water, sewer, hydro, gas etc.)?
A – Assume partial level rural lot with no services near a County road.
8. Q - Will the “Space Need Study” include provisions for possible future accommodation for full time Fire Fighters
and future new emergency communication features?
A – Possible, to be discussed during the space needs study
9. Q - You have requested a cost estimate based on using the Best material and construction. This could relate to
just the Architectural components of the building (walls, roof, doors & windows, floors, interior finishes…or
given the capital and life cycle cost aspect and possible Green Energy alternatives to be studied….this could
require considerable mechanical and electrical engineering advice. Please clarify the Township’s requirements
for this particular cost estimate.
A – See answers to questions #6, #10 and #15
10. Q - On a project of this size, site work including, excavation, foundation design, and, water, sewer, electrical and
communication utility services can have significant impact on the overall budget process. Costing can be
achieved by allowances for these elements, but this can represent a risk to the municipality if assumptions prove
incorrect. To what extent will the conceptual design need to advance details for these elements such that design
is accurately reflected in the estimate?
A – Do not use allowances in your submission, include all of the above in your cost estimate to the extent that
the estimate will be accurate with today’s constructions costs. (Class C estimate) See answers to questions #6
and #15
11. Q - What type of construction contract is ultimately anticipated for the Firehall procurement? Design-build,
Design Bid Build – CCDC 2 Stipulated Price Contract, Construction management contract, etc.
A – Most likely CCDC 2 Stipulated Price Contract
12. Q – The time between the an evaluation of the most cost economical construction method and the date for
tendering, cost factors can change and escalation assumptions for a project can vary significantly. To what
extent would the municipality want a specification and more detailed mechanical, electrical and structural
drawings to be prepared as part of the concept such that the project could be tendered if budget permitted the
work to be procured on short notice?
A – This phase is conceptual design only until council decides on the next phase of the project.
13. Q - Do you have a site or sites in mind for the location for the fire hall? Will the study need to include a site
analysis for these sites and if so the number of sites to be included?
A – No site has been chosen at this time. Yes, include site analysis for maximum of two potential sites
14. Q - Are engineering disciplines required as part of this proposal call? Would the concept report and design need
to include commentary and design by mechanical, electrical structural and civil engineers?
A – See answers to questions #6, #10 and #15
15. Q - Would a class D estimate be the level of detail you are seeking in the “preliminary cost estimate” or what
level of detail is sought? Does the cost estimate need to be prepared by an independent cost consultant?
A – Class C estimate would be more appropriate. Included in the answers to questions #6 and #10
16. Q - How many Staff occupies the Building now and what is the anticipated future volunteer staff required?
A - 25 volunteers
17. Q - How many Bays are anticipated for the proposed building?
A – Three bays, 100 ft. in length
18. Q - What are the existing building spaces comprise of other than a single bay garage and a
training room.
A - Washrooms, kitchen, storage area, offices, training space
19. Q - Identify future requirements including existing vs new staff, existing storage vs new storage, existing
employees vs new employees, existing training facility vs anticipated facilities
A – Will be discussed during space needs study with Fire department
20. Q - Identify how many existing offices current vs anticipated offices required.
A - Two, possible three
SCOPE OF SERVICES
“Prepare a space needs study that replaces the existing fire hall and identify future needs based on reasonable
allocations. The proposal must explain how the study will be conducted and provide a separate cost for this work.”
21. Q - Our understanding from the above statement is that a separate space study is required for the relocation of
the existing Fire Hall to a new site? Vs accommodating all amenities and space requirement on the existing site?
A- The space study should include both concepts
22. Q - How is that "separate cost" addressed in appendix C, FINANCIAL PROPOSAL?
A – Township requires separate cost for each component outlined in the document
“Prepare conceptual plans showing optimal building foot prints, setbacks from adjacent property boundaries, parking,
entrance locations and lot size.”
23. Q - If a new site is selected then the setbacks and other zoning requirements are specific to each proposed
site and cannot be a generic approach. Please clarify.
A- The new site will be somewhere in the Township of South Frontenac. The consultant will be responsible to
review the zoning requirements.
“Provide a preliminary cost estimate for each option containing separate costing for the building and site works”
24. Q - How many options required for the building and the site?
A- Two options for the building , Consultant will determine if existing site can be used ( large enough) to
accommodate the new building design or will the Township need to purchase a larger lot to accommodate
the design ( how many acres required)
“Capital and life-cycle costs are both considered important. Green energy alternatives are to be explored and evaluated
for cost benefit purposes.”
25. Q - Please indicate what is required by the architect to address life cycle costing and Green energy
implementation as it relates to the statement above.
A- Economical vs best materials, in your brief explanation provide reasons for the use of energy efficient
products /equipment and how using the products will save energy and or extend the building life by using
these products during the construction.
26. Q - RFP mentioned replacing the existing Fire station. Do you have the land for the new fire station that you
need the consultant to decide on how much of it will be used for the new fire station? The RFP mentions
determining setbacks, parking, entrances, etc.
A – additional land has not been purchased , consultant will determine if existing site can be used (large
enough)to accommodate the new building design or will the Township need to purchase a larger lot to
accommodate the design ( how many acres required).
27. Q - Are you demolishing the current fire station and building new one on the same lot? Or the consultant will
set up criteria to select the land?
A – Consultant should include this scenario if the existing lot size will accommodate the new building design.
28. Q - Do you have PDFs of the current fire station? CAD drawings? Or only blue prints?
A – No.
29. Q - Please provide address of the current fire station and new location if any?
A – 5582 Perth Road Crescent, K0H-2L0.
30. Q - Consultants: We are an Architectural Firm, What consultants we should carry for this study: Civil?
Landscape? Structure? Mechanical? Electrical? Cost consultants?
A - The Township is looking for a Class C estimate, include the answers to questions #6, #10 and #15. Cost
consultant is optional.
31. Q - How many design options are we expected to produce?
A – Refer to the answer to question #24.
32. Q - Cost estimate: we understand that we have to provide 2 cost estimates; are the two cost estimates for
each design option or for the selected design option?
A – Each design option.
33. Q - What class of cost estimate is required? Typically at this level of design it is a Class “C” or “D” estimate.
Please confirm.
A – Class “C” estimate, see answers to questions #6, #10 and #15.
34. Q - Are the cost estimates required to be done by the Architect or to hire a cost consultant?
A – Architect must be involved, cost consultant optional.
35. Q - How many design meeting we should budget for?
A – Four, maximum.
36. Q - Who are the stakeholders we are expected to meet with?
A –Fire Department and Township Administration.
37. Q - You have provided dates for awarding the contract but did not specify an estimated period or a deadline
to finish the study. Please identify.
A – Maximum two months after award of contract.
38. Q - Are we required to deliver the proposal by hand or can use FedEx ?
A – Either way, provided the proposal is received at our offices by the closing date and time.