CONSULTING SERVICES, CANADA REVENUE AGENCY SPACE REDUCTION -
RALSTON BLDG.

Trade Agreement: NONE
Tendering Procedures: Generally only one firm has been invited
to bid
Attachment: None
Non-Competitive Procurement Strategy: Exclusive Rights
Comprehensive Land Claim Agreement: No
Vendor Name and Address: 
Trilogy Interior Design Incorporated
PO Box 321
Bedford Row
Halifax Nova Scotia
Canada
B3J2N7
Nature of Requirements: 
CONSULTING SERVICES
CANADA REVENUE AGENCY SPACE REDUCTION - RALSTON BLDG.
1. An Advance Contract Award Notice (ACAN) allows departments
and agencies to post a notice, for no less than fifteen (15)
calendar days, indicating to the supplier community that it
intends to award a good, service or construction contract to a
pre-identified contractor. If no other supplier submits, on or
before the closing date, a statement of capabilities that meets
the requirements set out in the ACAN, the competitive
requirements of the government's contracting policy have been
met. Following notification to suppliers not successful in
demonstrating that their statement of capabilities meets the
requirements set out in the ACAN, the contract may then be
awarded using the Treasury Boards electronic bidding
authorities. However, should a Statement of Capabilities be
found to meet the requirements set out in the ACAN, then the
contracting authority will proceed to a full tendering process.

2. Canada Revenue Agency (CRA) has a requirement to engage the
services of a prime consultant to carry out interior design for
CRA space reduction at the Ralston Building, located in Halifax,
Nova Scotia.

Terms of Reference for Consulting Services related to Canada
Revenue Agency Space Reduction at the Ralston Building

This project is being initiated to address the space
requirements for the Tax Services Office (TSO) of the Canada
Revenue Agency (CRA), located in the Ralston Building at 1557
Hollis Street in Halifax, N.S. CRA have identified an objective
of reducing their space by approximately 2000 square meters of
office space at this location. The schematic design layouts for
the space reduction have already been completed by Trilogy
Interior Design Inc. under a separate Contract. The scope of
this project is to complete the Construction Documents and
provide the Construction Administration services for the
project. As time is of the essence with this project the design
work shall be completed within 6 weeks of award. It is noted
that the consultant will not have free access to the site during
the design or construction phases. A designated member of the
Canadian Corps of Commissionaires must attend the consultant at
all times. The consultant will be required to directly engage
the services of a Commissionaire when necessary. It is noted
that all construction activities will need to be carried out
after regular working hours (i.e. After 5pm and before 7am
during regular work days.)

PLEASE NOTE: Existing drawings describing the spaces involved in
the CRA Space Reduction Project at the Ralston Building can be
sent upon written request.

Available Material

The following items are available for the consultant to use in
completion of this
assignment:
· Floor plans showing existing layout of all workstations and
offices c/w numbering system
· Floor plans showing new layout of all workstations and offices
c/w new numbering
system
· Staff relocation outline indicating which staff members are
relocation and to where
· A preliminary relocation sequence indicating the phasing of
the construction.
· Base Building construction drawings showing the construction
of walls, ceilings,
floors and most Mechanical and Electrical details.
· Building recording of locations where asbestos is likely to be
encountered requiring
consideration of remediation plans while working in those areas.

The following services as highlighted below are required under
this Terms of Reference
for Consultant Services. It is assumed that the prime consultant
will take responsibility
for the services required from other sub-consultants. All such
services will appear as
seamless to PWGSC with the prime consultant responsible for all
coordination activities.

Prime Consultant - Interior Design

Deliverables and services necessary but not necessarily limited
to are:
- Conduct field review of site to determine existing conditions
and/or the base building
design drawings.
- The Consultant shall be responsible for all design activities
related to the relocation of
staff at the Ralston Building. The Consultant shall take
responsibility for engaging
appropriate Mechanical and Electrical resources as necessary to
complete the work as
outlined. The Consultant shall submit all drawings for reviews
at 66% and 99%
completion. The co-ordination of all consultants work shall
carry through the tender,
construction, and final inspection phases. The scope of work for
the M&E consultant
is included below.
- Identify system furniture to be removed, reconfigured or
relocated. Prepare a detailed
listing of requirements for systems furniture. Prepare an
inventory of surplus systems
furniture. Identify where new furniture will be required to
complete the renovations
and provide detailed specification for the new furniture.
- Attend bi-weekly project team meetings with CRA and PWGSC
during the design phase of the project. Document minutes for
these meetings and distribute via e-mail within 3 business days
for the meeting date.
- Provide support during presentations of the project to CRA
Ralston staff.
- Produce tender ready CAD plans and NMS specifications based on
the schematic design completed under the previous contract as
well as the required project phasing and move plans. All
drawings and specifications must be prepared in accordance to
the PWGSC CADD Standards and standards from the "Business with
PWGSC"document.
- Prepare a construction estimate for the Work providing a
detailed cost breakdown. A pretender Class ' ' estimate is
required for all work including mechanical, electrical,
furniture supply and relocation costs as well as costs
associated with staff moves.
- Provide assistance during the tendering of the project as
required to address any contractor related questions.
- Shop drawing reviews and approvals for the Architectural
portion of the work, including providing advice and
recommendations for alternative materials and equipment.
Co-ordinate the review of M&E shop drawings as appropriate.
- Provide advice and recommendations for change orders and the
carryout cost estimates and review quotes for these during
construction.
- Provide weekly site reviews during construction to review
progress and address site issues and concerns.
- Support commissioning throughout the project delivery for all
aspects of the construction.
- Participate in bi-weekly team meetings with CRA and PWGSC
staff during construction. (The General Contractor will be
responsible for minutes of these meetings.)
- Provide Final Inspection complete with follow up deficiency
report(s) which include demonstrating the work for all trades is
100% complete and that all deficiencies are rectified.
- CAD files to reflect "built"conditions as described in the
"Business with PWGSC"document.

Typically, the design and construction stages will include,
Construction Drawings / Specifications:
- Coordination / meeting with client and PWGSC to obtain
construction requirements including partition types, doors and
hardware, security requirements and all other pertinent
construction information.
- Completion of Tender ready CAD drawings including the
following:
- Reflected ceiling plans
- Construction floor plans, details & specifications
- Demolition plans including asbestos remediation plans if
necessary
- Phasing Plans
- Finish plans and specifications
- Construction and millwork details
- Coordination to obtain all clients'lighting, power, security
and telecommunications
requirements. Provide such requirements and architectural design
CAD drawings to mechanical and electrical sub-consultants.
- Meet with PWGSC / CRA to present 66% completed drawings for
review.
- Where base building is shown for information purposes on the
same drawing, the work identified for this project shall be
clearly identified with a heavier line weight and shall include
notes which describe the Work with clarity.
- Review M&E drawings to ensure compatibility with architectural
drawings.
- Coordinate with M& E sub-consultants for inclusion of the
mechanical and electrical drawings into one package.
- Meeting to present 99% drawings / specs for approval.
- Complete and carryout minor adjustments.
- Issue complete set of drawing in one package to PWGSC for
approval sign-off.
- Approvals from PWGSC / Client within (1) one week.
- Assist in tendering by issuing clarifications or addendums as
may be requested and approved.
- Each drawing and specification sheet shall include the project
number and EDRM numbers issued by PWGSC.

Mechanical & Electrical

The M&E Consultant shall work as a sub-consultant to the Prime
Consultant and be accountable to the Prime Consultant for all
specified deliverables. The sub-consultant work includes the
design and coordination of modifications and new work necessary
to meet user requirements. Drawings and Specifications are
required for the modifications to HVAC; plumbing; sprinkler;
lighting; power; telecommunications; security system; fire alarm.


Deliverables and services necessary are:
- Review tenant requirements and architectural plans to
establish what M&E services are to be included in work.
- Conduct field review of site and the base building M&E
drawings to determine existing conditions.
- Liaise with other designers to ensure coordination of M&E
requirements with other trades.
- Produce tender ready CAD plans and NMS specifications. Where
base building is shown for information purposes on the same
page, the work identified for this project shall be clearly
identified with a heavier line weight and shall include notes
which describe the Work with clarity.
- Each drawing and specification sheet shall include the project
number and EDRM numbers issued by PWGSC
- Design review submittals are required at 66% and 99%.
- Assist in the preparation of Class ' ' construction estimates
for M&E systems with detailed cost breakdowns.
- Signing and professional sealing of tender documents.
- Provide tender assistance during the tendering of the
Mechanical and Electrical work.
- Shop Drawing reviews for M&E, including providing advice on
alternative materials and equipment.
- Provide advice for change orders during construction.
- Provide weekly site reviews during construction to review
progress and address site issues and concerns.
- Complete final deficiency inspection / review with Prime
Consultant and PWGSC with input to the follow-up deficiency
report.
- Update CAD files to reflect "built"conditions as described in
the "Business with PWGSC"document.

3.    Criteria for assessment of the Statement of Capabilities

Any interested supplier must demonstrate by way of a statement
of capabilities that it meets the following requirements stated
above.

4. Applicability of the trade agreement(s) to the procurement

This procurement is not subject to the Trade Agreements.

5.   Justification for the Pre-Identified Supplier

This procurement is directly linked to previous work carried out
by Trilogy Interior Design under a separate contract. Trilogy
have worked since November of 2011 in combination with PWGSC and
CRA staff to identify the most effective space consolidation for
the CRA office at Ralston.

At the time when the initial contract was established with
Trilogy, the project scope had not been fully established.
Initial expectations were that the original agreement would
address all design requirements for this project. The scope has
since expanded to include most of the 550 staff located at the
building with design costs beyond limits established under the
original contract.

The cost for Trilogy Interior Design to complete this work will
be considerably less than other consultant alternatives as
Trilogy have spent the past year getting familiar with CRA's
needs and restrictions in relations to staff moves. Any other
consultant taking on the work at this time, would need to
interview CRA staff and spend considerable effort to replicate
the level of knowledge already attained by Trilogy. Such an
effort would need to be reflected in the consultant's charges
for delivering the project.

6. Government Contracts Regulations Excemption(s)

The following exception to the Government Contracts Regulations
is invoked for this procurement under subsection 6(d) - only one
person is capable of performing the work.

7. Ownership of Intellectual Property

Canada intends to retain ownership of any Foreground
Intellectual Property arising from the performance of the Work
under the proposed contract on the basis that the main purpose
of the contract, or of the deliverables contracted for, is to
generate knowledge and information for public dissemination.

8. Period of the proposed contract or the delivery date(s)

As time is of the essence with this project the design work
shall be completed within 6 weeks of award.

9 A cost estimate of the proposed contract

The estimated value of the contract is $65,000.00 HST extra.

10.     Name and Address of pre-identified supplier 

Trilogy Interior Design Incorporated
381 Halfway Lake Drive  
Hammonds Plains, Nova Scotia  
CANADA,  B4B 1M8

11.    Submission of Statement of Capabilities
Suppliers who consider themselves fully qualified and available
to provide the services/goods described in the ACAN, may submit
a statement of capabilities in writing to the Contracting
Officer identified in this Notice on or before the closing date
of this Notice. The statement of capabilities must clearly
demonstrate how the supplier meets the advertised requirements.
Statement of capabilities received after the mentioned delay
will not be considered.

Suppliers that have submitted a response will be notified in
writing of Department's decision whether to continue with the
aforementioned procurement or to complete the requirement.

The Agency File Number, the Contracting officer's name and the
closing date of the ACAN must appear on the outside of the
envelope or, in the case of a facsimile transmission, on the
covering page.

Responses received on or before the closing date will be
considered solely for the purpose of deciding whether or not to
conduct a competitive procurement. Information provided will be
used by the Crown for technical evaluation purposes only and
will not be construed as a proposal. Your written response must
provide sufficient evidence that clearly demonstrates that your
service is capable of fulfilling this requirement.

12.    Closing Date and time for Submissions

The closing date and time for accepting statements of
capabilities is November 05, 2012 at 2:00 p.m. EST).

13.    Inquiries and submission of statements of capabilities

Susan Collier
Supply Specialist | Spécialiste en approvisionnement
Acquisitions  | Approvisionnements 
Public Works and Government Services Canada | Travaux publics et
Services gouvernementaux Canada
1713 Bedford Row, Halifax, NS B3J 1T3 | 1713 Bedford Row 
Halifax, (N.É.) B3J 1T3
susan.collier@pwgsc-tpsgc.gc.ca
Telephone | Téléphone 902-496-5350
Facsimile | Télécopieur 902-496-5016
Teletypewriter | Téléimprimeur 1-800-926-9105
Government of Canada | Gouvernement du Canada

You are hereby notified that the government intends to negotiate
with one firm only as identified above. Should you have any
questions concerning this requirement, contact the contracting
officer identified above.
This PWGSC office provides procurement services to the Public in
English.
Delivery Date: Above-mentioned

You are hereby notified that the government intends to negotiate
with one firm only as identified above. Should you have any
questions concerning this requirement, contact the contracting
officer identified above.

An Advance Contract Award Notice (ACAN) allows departments and
agencies to post a notice, for no less than fifteen (15)
calendar days, indicating to the supplier community that it
intends to award a good, service or construction contract to a
pre-identified contractor. If no other supplier submits, on or
before the closing date, a Statement of Capabilities that meets
the requirements set out in the ACAN, the contracting authority
may then proceed with the award.  However, should a Statement of
Capabilities be found to meet the requirements set out in the
ACAN, then the contracting authority will proceed to a full
tendering process.

Suppliers who consider themselves fully qualified and available
to provide the services/goods described herein, may submit a
statement of capabilities in writing to the contact person
identified in this Notice on or before the closing date of this
Notice. The statement of capabilities must clearly demonstrate
how the supplier meets the advertised requirements.

The PWGSC file number, the contracting officer's name and the
closing date of the ACAN must appear on the outside of the
envelope in block letters or, in the case of a facsimile
transmission, on the covering page.

The Crown retains the right to negotiate with suppliers on any
procurement.

Documents may be submitted in either official language of Canada.