The Project:
The Government of Canada, through Foreign Affairs, Trade and Development Canada (DFATD), is planning to fit-up the Chancery of the Canadian Joint Delegation to NATO in Brussels, Belgium. The new custom-built (turnkey) facility will include approximately 899 m² net office space on approximately 1593 m² of rentable class-A space.
Proposals are being solicited from firms with relevant and significant professional experience. The proposed Resident Site Project Administrator Liaison (RSPA) must hold a valid NATO SECRET clearance OR a Government of Canada SECRET security clearance or above by the time of this RFP bid closing.
Scope of Work:
The scope of work consists of providing Resident Site Project Administrator Liaison (RSPA) services for the fit-up of the Chancery of the Canadian Joint Delegation to NATO in Brussels, Belgium. All documentation and communications between the Contractor and the Department will be produced in French or English.
1.0 Requirement:
Working along-side the Departmental Representative, the Contractor shall perform the role of Resident Site Project Administrator Liaison (RSPA).
2.0 Access to site
The Contractor must be locally available to undertake the Work.
3.0 General Tasks
- Ensure that the information provided by DFATD such as the scope of the work, the required deliverables, deadlines, communication and access protocols are clearly understood and respected by the local contractor (Design Builder), the Canadian contractors, and their respective teams.
- At any stage of the project, identify and advise the Departmental Representative of any situation inducing changes to the scope of work or any other matters that may affect schedule or budget or that may be inconsistent with instructions or written approvals previously given.
- Details the extent and reasons for proposed changes and obtains written approval of the Departmental Representative before proceeding
- Weekly report on specific issues. The content of the report may include, but is not limited to, any or all of the following components:
- schedule update (roll up)
- two week look ahead schedule
- budget update
- scope management update (increase/decrease, why, mandated by whom, work completed, work to be completed)
- RFI/CCN/CO summary
- project health and safety update
- issues reported
- risk report - identify: what identified risks have occurred and what is the time and cost impact, risks which have not happened and may be eliminated from registry, new risks which must be added to the registry along with the impact to cost and time.
- Ensure all documentation that is provided to Departmental Representative is produced either in French or English, and ready to be promptly translated at the request of the Departmental Representative, and that all written communications include the DFATD Project Title, Project Number and File Number, and Date;
- Prepare presentations and reports for information or approvals purposes.
- Perform Tasks during Construction Phase
- Review Drawings and site instruction tasks
- Cost control tasks
- Resourcing tasks
- Support movement into facility
4.0 Experience Required:
- Proponents must demonstrate an effective delivery strategy to meet the requirements of the Statement of Work and a clear description of how the team will be effectively managed.
- Proponents must demonstrate that it has corporate experience on projects of similar size and scope. Adequate experience consists of five (5) recent (within 2005-2013) projects of the same size and scope or an equivalent combination of larger and smaller projects.
- Proponents must demonstrate that the proposed Resident Site Project Administration Liaison (and any other proposed resources) have experience on projects of similar size and scope. Adequate experience consists of five (5) years of recent (within 2005-2013) professional experience in a similar role and completion of three (3) recent (within 2005-2013) projects of same size and scope or an equivalent combination of larger and smaller projects.
5.0 Mandatory Requirements:
- The RSPA MUST hold a valid NATO SECRET clearance OR a Government of Canada SECRET security clearance or above by the time of RFP bid closing (Proposal Delivery deadline in A7). Proponents must provide the security clearance number and expiry date of proposed personnel within 48 hours of the request from DFATD.
- The Contractor must be locally available to undertake the Work. Contractor will not be compensated for any local or travel or other expenses. The Contractor is responsible for all of its secretarial, administrative and travel arrangements and costs related to this Contract.
- The RSPA must be bilingual and be able to communicate in writing and speaking in both French and English;
RFP Documents From BuyandSell:
Proponents shall order from BuyandSell the Request for Proposals documents which include the RFP Invitation.
Selection Process:
The selection process is a one-stage competitive process wherein Proponents are invited to respond to this RFP and submit information relating to mandatory requirements, technical and price proposals. The proposals will be evaluated and scored as described within the RFP documents. The price proposal shall consist of an all-inclusive price for the period of the work. Proponent with the proposal ranked best value (highest combined rating technical and financial) will be invited to enter into a contract with DFATD for the required services.
In case of discrepancies between this Notice and the Request for Proposals documents, the Request For Proposals documents shall take precedence.
