BEAVER VALLEY OUTREACH

REQUEST FOR PROPOSAL

TO PROVIDE A SPACE NEEDS ASSESSMENT AND ARCHITECTURAL DESIGN SERVICES

AT 54 KING STREET EAST IN THORNBURY

July 2024

SECTION I – PROPOSAL INFORMATION

Please submit your proposal to satisfy the requirements noted in Section II, by the

close of business 4:00 p.m., Monday, September 16, 2024.

1.   PROPOSAL SUBMISSION AND COMMUNICATION

It shall be the Proponent’s responsibility to clarify any detail described in the proposal documents, or not mentioned in the proposal documents, before submitting a proposal.

All contact related to this RFP, including questions and requests to view the site,

and submissions of completed proposals, are to be directed to:

Catherine Sholtz, Administrative Assistant Beaver Valley Outreach, P.O. Box 599

54 King Street East Thornbury ON N0H2P0

(519) 599-2577 ext. 122

Email:

2.   PROPOSAL PREPARATION

 All items shall be tendered according to instructions contained herein. Specific instructions to bidders are as follows:

1. Please complete all sections of the proposal
2. The proposal must be fully legible, and have a signature authorized by the

person or company submitting the proposal.

1. Please ensure all items in the scope of work have been covered as requested.

1. Please show the cost of the needs assessment separately from the design.

3.   INSURANCE REQUIREMENTS

 Upon acceptance of this proposal by BVO, the successful candidate shall, within ten (10) days as specified by acceptance of the proposal, supply BVO with the following: a Certificate ofInsurance in an amount not less than five million dollars ($5,000,000 ), inclusive of public liability and property damage; automobile liability insurance for an amount not less than five million dollars ($5,000,000) on forms meeting statutory requirements covering all vehicles usedin any manner in connection with the performance of the terms of the contract. The successful bidder shall be responsible for all deductibles under their policy and must maintain coverage stated above throughout the contract period.

The insurance policies shall cover the candidate and Beaver Valley Outreach as additional insured.

4.   WORKPLACE SAFETY AND INSURANCE BOARD (WSIB)

The successful candidate must be in good standing with WSIB for the duration of the contract. The candidate will be required to provide a current copy of their WSIB Clearance Certificate with the executed contract and at any time during the course of the contract.

5.   ACCESSIBILITY FOR ONTARIANS WITH DISABILITIES ACT, 2005 (AODA)

Businesses and individuals to which BVO has contracted to provide goods or services must ensure that their employees, agents and subcontractors are trained in providing accessible customer service. The candidate acknowledges compliance with all Accessibility Standardsunder the Accessibility for Ontarians with Disabilities Act, 2005 as amended from time to time.

6.   CORPORATE HEALTH & SAFETY POLICY

 The successful candidate will be required to provide a copy of their Health

and Safety Policy, including their program of implementation of this policy, as per the Duties of Employer and Other Persons part of the Occupational Health and Safety Act.

7.   INDEMNIFICATION & DISCLAIMER

1.  The successful candidate shall indemnify and hold BVO harmless from suits, actions orclaims of any character brought because of any injuries, including death, or damages received or sustained by any person, persons or property including, without limitation, damages or injuries occasioned to the property of BVO or to the works on account of the operations of the successful candidate, or rising out of any act or deed, whether negligent or otherwise, or any omission to act, whether negligent or otherwise of the successful candidate, its employees, officers, servants, agents or
2. The successful candidate shall indemnify and hold harmless BVO, its agents and employees for any contraventions of the Occupational Health and Safety Act, and for all legal costs incurred in the event that charges are brought against BVO, pursuant to the Act. BVO, its agents and employees have no authority under the contract to supervise the contracted work.

8.   CANCELLATION

The contract will carry a cancellation clause that can be exercised by BVO upon thirty (30)calendar days written notice to the vendor. Such cancellation would be the result of uncorrectedservice or quality defect(s) as deemed by BVO following written notice to the vendor.

9.   CONFLICT OF INTEREST

 No member of BVO’s Board and no employee of BVO may have any interest, directly or indirectly, as a contracting party, partner, stockholder, surety or otherwise, in the performance of the said contract, or in the supplies, work or business in connection with the said contract, or in any portion of the profits thereof, or any supplies to be used herein, or in any of the monies to bederived there from.

SECTION II – SCOPE OF WORK

BACKGROUND

Beaver Valley Outreach (BVO) is a charitable organization that currently occupies premises at54 King Street East in the Town of The Blue Mountains (TBM). The site was occupied by Pipers Restaurant and an attached home

furnishings store prior to BVO purchasing it in 2017. The building was one storey, approximately 4,000 square feet on the ground floor, excluding the basement.

In 2018, BVO renovated the building to be used for retail, offices, meeting

space and storage, including areas for dropping off items by the public, sorting and storingitems, displaying and selling items in our Treasure Shop, and packing send-on items for pick-up. An addition to the northeast end of the building, in order to house a material lift, was alsoadded for easy access from the main floor to the basement, bringing the total square footage to 7,043 (including the basement). BVO administrative offices occupy about one third of the mainfloor; the basement is used for storage. Current drawings of the building are available.

After seven years, BVO has grown to a point where a space needs assessment is necessary for it to continue to meet the needs of the community and serve it effectively.

SCOPE OF WORK

• Site visit to understand how BVO functions and uses its
• Meetings with BVO’s Finance Committee and various stakeholders to gather insights into space needs and desires.
• Needs analysis and property analysis with attention to internal and external traffic flow and to include space required for all aspects of Treasure Shop functioning, offices, storage, meeting space, mechanical/electrical rooms, washrooms, auxiliary buildings such as the sheds and container, and
• Preparation of findings for submission to the Finance Committee, to be reviewed bythe Feedback from the Board’s review to be shared through the Finance Committee.
• Preparation and presentation of concept drawings for space planning and preliminary budget purposes, the drawings to be based on the needs analysis and the property analysis.
• Working with the Finance Committee’s feedback from the Board to come up with a final site plan and design for the expansion; this design should adhere to green practices as much as possible.
• Preparation of design floor plans, sections and elevations, including basic mechanical and electrical information as would be required for review and discussion with a contractor. These drawings to include sufficient information for a preliminary meeting with the TBMBuilding Department to discuss any issues that might be open to interpretation.
• Preparation of Construction/Permit drawings including all information required for a building permit and for a contractor to complete the work. Drawings to be stamped as required for the issuance of a building permit and include materials, finishes, equipment,fixtures, millwork and signage as requested by the Finance Committee.

PROPONENT’S QUALIFICATIONS

• Must have proven ability to analyse existing space, assess future user needs and generate suitable design options
• Must be able to provide stamped drawings as required to obtain a building permit
• Must demonstrate working experience in office, retail and commercial projects
• Must have expert knowledge of the Ontario Building Code as it relates to commercial renovation projects

Include experience in site supervision and any prior experience with permit drawing submission to the TBM Building Department.

Please provide professional qualifications, prior experience and references.

SECTION III – CONTACT INFORMATION

Candidates must complete this form and include with the proposal submission. Please ensure all information is legible.

I/We hereby submit the following proposal in accordance with Section II –

Specifications of Beaver Valley Outreach.

Name (please print)                                                                           Date

Signature

PROPOSAL SUBMISSION – SCHEDULE 1

REFERENCE LISTING

Please provide a minimum of three (3) references of accounts that you are

presently servicing or have serviced since 2019.

References will be contacted at the discretion of Beaver Valley Outreach.

Beaver Valley Outreach reserves the right to investigate other than listed references.