RFP Part B – Terms of Reference – Project Specifics Assignment Number ______
Version 8.0 – May 2015
Request for Proposals
Total Project Management (TPM)
Part B
Terms of Reference - Project Specific
Version 8.0
May 2015
Assignment Number: ______
Ministry of Transportation
Ontario
* RFP Version 8.0 consists of 3 Parts. Part A contains General Terms and Conditions, which is to be used in conjunction with Part B - Terms of Reference - Project Specific, and Part C – Forms and Tables.
TABLE OF CONTENTS
Section 11: Terms of Reference – Project Specifics 1
11.1 Intent of this Assignment 1
11.2 Proposal Schedule 1
11.3 Proposal Submission Requirements 2
11.3.1 Phase I – Project Staffing and Organization 2
11.3.2 Phase II - Technical and Financial Proposal 3
11.3.3 Phase III 4
11.4 Proposal Weights and Scoring 5
11.4.1 Phase I – Project Staffing and Organization 5
11.4.2 Phase II – Technical and Financial Proposal 7
11.5 Payment for Services 9
Section 12: Project Scope 10
12.1 Ministry Supplied Information 11
Section 13: Project Schedule 12
13.1 Proposal Instructions 20
Section 14: Project Staffing and Organization Plan 21
14.1 Terms of Reference 21
14.2 Proposal Instructions 21
14.2.1 Declaration of No Conflict of Interest Form: Part C – Section 24 21
14.2.2 RAQS Declaration Form: Part C – Section 26 21
14.2.3 Project Staffing and Organization Plan 21
Section 15: Planning Plan – N/A 24
15.1 General 24
15.1.1 Terms of Reference 24
15.1.2 Planning Report Documentation 26
15.1.3 Proposal Instructions 26
15.1.3.1 Project Overview 26
15.1.3.2 Functional Work Plans 27
15.2 Environmental Planning - N/A 30
15.2.1 Project Scope 30
15.2.2 Terms of Reference ‘General’ 30
15.2.3 Terms of Reference ‘Project Specific’ 30
15.2.4 Reference Documents 30
15.2.5 Proposal Instructions 30
15.3 Highway Planning - N/A 31
15.3.1 Project Scope 31
15.3.2 Terms of Reference ‘General’ 31
15.3.3 Terms of Reference ‘Project Specific’ 31
15.3.4 Reference Documents 31
15.3.5 Proposal Instructions 31
15.4 Transportation (Systems) Planning - N/A 32
15.4.1 Project Scope 32
15.4.2 Terms of Reference ‘General’ 32
15.4.3 Terms of Reference ‘Project Specific’ 32
15.4.4 Reference Documents 32
15.4.5 Proposal Instructions 32
15.5 Use of Supporting Specialties 32
Section 16: Preliminary Design Plan - N/A 33
16.1 General 33
16.1.1 Terms of Reference 33
16.1.2 Preliminary Design Report Documentation 37
16.1.3 Proposal Instructions 37
16.1.3.1 Project Overview 37
16.1.3.2 Functional Work Plans 38
16.2 Advanced Traffic Management Systems - N/A 40
16.2.1 Project Scope 40
16.2.2 Terms of Reference ‘General’ 40
16.2.3 Terms of Reference ‘Project Specific’ 40
16.2.4 Reference Documents 40
16.2.5 Proposal Instructions 40
16.3 Bridge Engineering - N/A 41
16.3.1 Project Scope 41
16.3.2 Terms of Reference ‘General’ 41
16.3.3 Terms of Reference ‘Project Specific’ 41
16.3.4 Reference Documents 41
16.3.5 Proposal Instructions 41
16.4 Drainage and Hydrology Engineering - N/A 42
16.4.1 Project Scope 42
16.4.2 Terms of Reference ‘General’ 42
16.4.3 Terms of Reference ‘Project Specific’ 42
16.4.4 Reference Documents 42
16.4.5 Proposal Instructions 42
16.5 Electrical Engineering - N/A 43
16.5.1 Project Scope 43
16.5.2 Terms of Reference ‘General’ 43
16.5.3 Terms of Reference ‘Project Specific’ 43
16.5.4 Reference Documents 43
16.5.5 Proposal Instructions 43
16.6 Engineering Materials Investigations - N/A 44
16.6.1 Project Scope 44
16.6.2 Terms of Reference ‘General’ 44
16.6.3 Terms of Reference ‘Project Specific’ 44
16.6.4 Reference Documents 44
16.6.5 Proposal Instructions 44
16.7 Environmental - N/A 45
16.7.1 Project Scope 45
16.7.2 Terms of Reference ‘General’ 46
16.7.3 Terms of Reference ‘Project Specific’ 46
16.7.4 Reference Documents 46
16.7.5 Proposal Instructions 46
16.8 Foundation Engineering - N/A 46
16.8.1 Project Scope 46
16.8.2 Terms of Reference ‘General’ 46
16.8.3 Terms of Reference ‘Project Specific’ 47
16.8.4 Reference Documents 47
16.8.5 Proposal Instructions 47
16.9 Highway Engineering - N/A 48
16.9.1 Project Scope 48
16.9.2 Terms of Reference ‘General’ 48
16.9.3 Terms of Reference ‘Project Specific’ 48
16.9.4 Reference Documents 48
16.9.5 Proposal Instructions 48
16.10 Pavement Engineering - N/A 49
16.10.1 Project Scope 49
16.10.2 Terms of Reference ‘General’ 49
16.10.3 Terms of Reference ‘Project Specific’ 49
16.10.4 Reference Documents 49
16.10.5 Proposal Instructions 49
16.11 Surveying & Plan Preparation - N/A 50
16.11.1 Project Scope 50
16.11.2 Terms of Reference ‘General’ 50
16.11.3 Terms of Reference ‘Project Specific’ 50
16.11.4 Reference Documents 50
16.11.5 Proposal Instruction 50
16.12 Traffic Engineering - N/A 51
16.12.1 Project Scope 51
16.12.2 Terms of Reference ‘General’ 51
16.12.3 Terms of Reference ‘Project Specific’ 51
16.12.4 Reference Documents 51
16.12.5 Proposal Instructions 51
16.13 Value Engineering - N/A 52
16.13.1 Project Scope 52
16.13.2 Terms of Reference ‘General’ 52
16.13.3 Terms of Reference ‘Project Specific’ 52
16.13.4 Reference Documents 52
16.13.5 Proposal Instructions 52
Section 17: Detail Design Plan 53
17.1 General 53
17.1.1 Terms of Reference 53
17.1.2 Contract Package and Design Documentation 57
17.1.3 Proposal Instructions 64
17.1.3.1 Project Overview 64
17.1.3.2 Functional Work Plans 65
17.2 Advanced Traffic Management Systems - N/A 67
17.2.1 Project Scope 67
17.2.2 Terms of Reference ‘General’ 67
17.2.3 Terms of Reference ‘Project Specific’ 67
17.2.4 Reference Documents 67
17.2.5 Proposal Instructions 67
17.3 Bridge Engineering - N/A 68
17.3.1 Project Scope 68
17.3.2 Terms of Reference ‘General’ 68
17.3.3 Terms of Reference ‘Project Specific’ 68
17.3.4 Reference Documents 68
17.3.5 Proposal Instruction 68
17.4 Drainage and Hydrology Engineering - N/A 69
17.4.1 Project Scope 69
17.4.2 Terms of Reference ‘General’ 69
17.4.3 Terms of Reference ‘Project Specific’ 69
17.4.4 Reference Documents 69
17.4.5 Proposal Instructions 70
17.5 Electrical Engineering - N/A 71
17.5.1 Project Scope 71
17.5.2 Terms of Reference ‘General’ 71
17.5.3 Terms of Reference ‘Project Specific’ 71
17.5.4 Reference Documents 71
17.5.5 Proposal Instructions 71
17.6 Engineering Materials Investigations - N/A 72
17.6.1 Project Scope 72
17.6.2 Terms of Reference ‘General’ 72
17.6.3 Terms of Reference ‘Project Specific’ 72
17.6.4 Reference Documents 73
17.6.5 Proposal Instructions 73
17.7 Environmental - N/A 74
17.7.1 Project Scope 74
17.7.2 Terms of Reference ‘General’ 75
17.7.3 Terms of Reference ‘Project Specific’ 75
17.7.4 Reference Documents 75
17.7.5 Proposal Instructions 75
17.8 Foundations Engineering - N/A 76
17.8.1 Project Scope 76
17.8.2 Terms of Reference ‘General’ 76
17.8.3 Terms of Reference ‘Project Specific’ 76
17.8.4 Reference Documents 76
17.8.5 Proposal Instructions 76
17.9 Highway Engineering - N/A 77
17.9.1 Project Scope 77
17.9.2 Terms of Reference ‘General’ 77
17.9.3 Terms of Reference ‘Project Specific’ 85
17.9.4 Reference Documents 85
17.9.5 Proposal Instructions 86
17.10 Pavement Engineering - N/A 87
17.10.1 Project Scope 87
17.10.2 Terms of Reference ‘General’ 87
17.10.3 Terms of Reference ‘Project Specific’ 88
17.10.4 Reference Documents 88
17.10.5 Proposal Instructions 89
17.11 Surveying & Plan Preparation - N/A 90
17.11.1 Project Scope 90
17.11.2 Terms of Reference ‘General’ 90
17.11.3 Terms of Reference ‘Project Specific’ 92
17.11.4 Reference Documents 92
17.11.5 Proposal Instructions 93
17.12 Traffic Engineering - N/A 94
17.12.1 Project Scope 94
17.12.2 Terms of Reference ‘General’ 94
17.12.3 Terms of Reference ‘Project Specific’ 94
17.12.5 Proposal Instructions 94
17.13 Value Engineering - N/A 95
17.13.1 Project Scope 95
17.13.2 Terms of Reference ‘General’ 95
17.13.3 Terms of Reference ‘Project Specific’ 95
17.13.4 Reference Documents 95
17.13.5 Proposal Instructions 95
17.14 Constructability Review Plan - N/A 96
17.14.1 Project Scope 96
17.14.2 Terms of Reference ‘General’ 96
17.14.3 Terms of Reference ‘Project Specific’ 96
17.14.4 Reference Documents 97
17.14.5 Proposal Instructions 98
17.15 Additional Biddable Work 99
17.15.1 Design Support and Liaison during Construction 99
17.15.2 Additional Biddable Work Items 99
Section 18: Innovation Plan 100
18.1 General 100
18.2 Proposal Instructions 101
Section 19: Construction Contract Administration Plan – N/A (Not part of this version) 101
Section 20: Engineering Materials Testing and Evaluation Services 102
20.1 Terms of Reference 102
20.1.1 General 102
20.2 Submission Requirements 102
Section 21: Ministry Acceptance/Approvals 104
Section 22: Financial Proposal 104
22.1 Terms of Reference 104
22.1.1 Basis Of Payment: 104
22.1.2 Planning/Preliminary Design/Detail Design Services 105
22.1.3 Engineering Material Testing 105
22.1.4 Construction Contract Administration – N/A (Not part of this version) 105
22.2 Change Order Process 106
22.3 Financial Proposal 106
ii
RFP Part B – Terms of Reference – Project Specifics Assignment Number ______
Version 8.0 – May 2015
Section 11: Terms of Reference – Project Specifics
11.1 Intent of this Assignment
In general terms, this assignment includes the resurfacing of XX km of Highway XX.
This assignment includes pavement rehabilitation, frost heave treatments, drainage improvements, illumination, and replacement of XX structures. The more detailed description of the Project scope and related requirements are set out in Sections 15, 16, 17, 19, and 20 of this RFP.
The project data/plans are available for viewing and/or pickup at the Ministry offices located at XXXXXXXXXXXXXXX which also constitute part of the Reference documents and consists of the documents listed below or within Sections 15, 16, 17, 19, and 20 of this RFP.
This assignment is open to firms approved in RAQS under <Insert Prime Specialty>.
11.2 Proposal Schedule
The anticipated schedule for this Request for Proposals (RFP) phase of the Project is as follows:
Insert date Distribution of RFP Documents
Insert date and Time Request for Clarifications
(As referred to in Part A - Sections 1.5 and 1.6)
Insert Date and Time Deadline for Proponents to notify the Ministry of Intention to Submit a Proposal (Form 6 of Part C- Section28) - Only to arrange for a viewing session or the distribution of additional material
Insert Date and Time Anticipated Viewing Session / Distribution of additional material
Insert Date Submission of Phase I Proposal
Insert Date Notification of Short Listed Proponents
Insert date and Time Request for Clarifications
(As referred to in Part A - Sections 1.5 and 1.6)
Insert date Submission of Phase II Proposal
Insert date Preferred Proponent
Insert date Phase III Submission
Insert date Anticipated Start Date
(Signed TPMA*)
* TPMA refers to “Master Legal Agreement” or “Total Project Management Agreement”.
The Ministry reserves the right to answer questions of technical nature, at its discretion, during the Request for Clarification process of Phases I, II and/or III.
The Ministry reserves the right to extend the dates specified in Section 11.2 for Phases II and/or III, at its discretion, without prejudice.
11.3 Proposal Submission Requirements
11.3.1 Phase I – Project Staffing and Organization
The Ministry is inviting Proponents approved in RAQS under the Prime Specialty listed in Part B – Section 11.1 to submit Phase I Proposals. The scope of work is described in Part B of this RFP, and the specific requirements for Phase I Proposals are included in Section 14 of this RFP. This RFP document identifies the corresponding dates including the dates for requesting clarifications and for the submission.
Where additional information / documentation is to be viewed by or distributed, all Proponents interested in submitting a Proposal must complete Form 6 (Part C – Section 27) by the date and time indicated in Section 11.2. Distribution of additional information or a viewing session will only be arranged for those Proponents submitting Form 6 (Part C – Section 27) by the date and time specified. The form must be submitted in hard copy, facsimile or electronic (.pdf format) transmissions. The time of receipt of Form 6 will be determined by the Ministry’s date/time stamp. In the case the completed Form 6 is not received from Proponent in accordance to the specified date and time, that Proponent’s Proposal will be disqualified. The Proponent alone bears the responsibility for the delivery of the Form 6 along with the Proposal to the address indicated by the stipulated date and time.
Requests for clarification must be submitted to the Ministry in writing in accordance with the information provided in Section 11.2 and addressed to:
Ministry of Transportation
Northwestern Region
Planning & Design Section
615 South James Street
Thunder Bay, Ontario
P7E 6P6
Fax: (807) 473-2168
Email Address: ______
Attention: ______
Agreement Administrator, Assignment: ______
Proponents shall submit {XX} copies of their Phase I Proposals which must be submitted in accordance with Parts A and B of this RFP and will address the Proponent’s Project Staffing and Organization Plan (Section 14 of this RFP).
The Ministry will receive Phase I Proposals no later than 1:30:00 p.m. Eastern Standard Time on the date specified in Section 11.2, at the following address:
Ministry of Transportation
Northwestern Region
Planning & Design Section
615 South James Street
Thunder Bay, Ontario
P7E 6P6
Attention: ______
Agreement Administrator, Assignment: ______
Proponent’s Phase I Proposals shall not exceed <insert page limit> pages. Standard letter (8.5”x11”) size paper, using 1” margins and a minimum 10-point type shall be used. Proponents may include one 11”x17” page for their proposed Organization Chart, which will not be included within the page limit. The page limit also excludes any staff resumes, promotional material, Conflict of Interest Certification and RAQS Declaration Form. Failure by the Proponent to conform to the submission requirements specified in Part A and B of this RFP shall result in disqualification.
Proponents are to refer to Section 14.2 for clarity as to what must be included within the <insert page limit> page limit.
11.3.2 Phase II - Technical and Financial Proposal
Upon completion of the Ministry’s evaluation of the Proponent’s Phase I Proposals, the Ministry will short-list and invite three (3) to five (5) Proponents to submit their Phase II Proposals. The scope of work is described in Part B of this RFP, and specific requirements for the Phase II Proposals are identified in the subsequent sections of this RFP, with the exception of Section 14 which will only be submitted in the Proponent’s Phase I Proposal. This RFP document identifies the corresponding dates including the dates for requesting clarifications and for the submission.
If using VBS Selection process (in Part A Section 1.3), please change to “up to five (5)”.
Any requests for clarification must be submitted to the Ministry in writing prior to the deadline identified in Section 11.2 and addressed to: