UHN RFP ELEVATOR MODERNIZATION – PRIME CONSULTANT SERVICES

UHN RFP ELEVATOR MODERNIZATION – PRIME CONSULTANT SERVICES2223-062Closing Date:10/24/2022 02:00:00 PM ET Detail: 2223-062 Purpose of the Procurement This Request for Proposal is issued by UHN for the purpose of soliciting Proposals from interested Proponents for the provision of Elevator Modernization – Prime Consultant Services at Toronto Western Hospital (TWH), University Health Network (UHN). The Fell Pavilion (FP) of Toronto Western Hospital (TWH) currently possesses two (2) OR elevators (numbered: 9 and 10) which serve the MDRD in the basement and the OR on level 1. Both elevators are hydraulic elevators and were manufactured by Dover. The machine rooms are located within the Fell Parking Garage. There have been issues reported with the OR elevators primarily related to aged door equipment. Regular maintenance of the elevators have been challenging due to the critical areas which they serve and the special access requirements. The elevators are original to the building’s

construction in 1984 making them well past the expected useful lifetime of 25 years and due for renewal. This project is to complete a full modernization of the two (2) OR Elevators. Estimated Contract Award Date The Work is to be performed from the contract award date (anticipated to be November 2022) for a period of 2 years. Options The description of any options as follows: na Recurring Contracts For recurring contracts, an estimate, if possible, of the timing of subsequent notices of intended procurement. Recurring Contract is defined as a procurement resulting in the award of more than one contract, or in award of contracts in separate parts. na Deliverables The deliverables are listed as follows: 1. Project Overview The Fell Pavilion (FP) of Toronto Western Hospital (TWH) currently possesses two (2) OR elevators (numbered: 9 and 10) which serve the MDRD in the basement and the OR on level 1. Both elevators are hydraulic elevators and were manufactured by Dover. The machine rooms are located within the Fell Parking Garage. There have been issues reported with the OR elevators primarily related to aged door equipment. Regular maintenance of the elevators have been challenging due to the critical areas which they serve and the special access requirements. The elevators are original to the building’s construction in 1984 making them well past the expected useful lifetime of 25 years and due for renewal. This project is to complete a full modernization of the two (2) OR Elevators. 2. Project Goals 1. Complete modernization of the two OR Elevators (#9 and #10) within TWH Fell Pavilion. 2. Determine the best design solutions to modernize the elevators. 3. Minimize downtime through a well thought out implementation plan. The design needs to include phasing if it is required. 3. Personnel 1. The proponent will act as Prime Consultant for the project and will be responsible for providing a comprehensive design team by hiring any third-party sub-consultants which are required to complete the scope of services outlined in this RFQ. 2. The scope of design services includes elevator consulting, mechanical engineering, electrical engineering, structural engineering (if required), architectural design (if required), and cost consulting services. 3. The proponent will ensure a qualified individual is assigned as project lead, and that this person attends all meetings, is involved in all communications, coordinates/compiles all deliverables, and is involved in all aspects of the project. This individual is required to have prior experience in elevator modernization design in a healthcare environment. 4. The proponent will provide a qualified individual (for each discipline) to carry out all investigations on-site. 4. Phase 1: Conceptual Design 1. The proponent will spend an appropriate amount of time surveying the site in order to familiarize themselves with it and to understand the existing systems and services and how they are utilized. This will include taking measurements, photographs and receiving input from various client stakeholders (facilities and maintenance staff, energy managers, etc.) regarding the systems. 2. Document stakeholders’ concerns, special requirements, and schedule of their work that will have to be incorporated into the design. 3. Site investigations and measurements must occur on site. The design brief and its requirements listed below will not be accepted if they are strictly from drawing review. 4. Review the existing condition of all components of the OR Elevators, including but not limited to the associated components of: a. Elevator machine rooms b. Elevator cabs c. Elevator shafts d. Hall doors e. Elevator pits 5. Document the existing conditions in the Design Brief and identify which components are to be included in the scope of the modernization and which components of the elevators are in good working condition such that they can be excluded from the scope of the modernization. Components to be included in scope should evaluated based on performance rather than age. 6. Determine the best design solution to modernize the OR Elevators. Consider current industry best practices, standards, code compliance (i.e. OBC, AODA, TSSA, CSA, etc.), and the building’s needs. A minimum design requirement for any proposed solution is to include non-proprietary equipment. Identify potential for energy savings/efficiency in design solution (costs should be separated and broken down to identify cost premiums for these options). UHN will decide whether to include in scope once identified. An energy impact analysis for any proposed energy efficiencies is to be included with the design documents. 7. Review existing spaces and base building infrastructure to ensure that any proposed design solution would be suitable for the current building conditions (e.g. HVAC, Electrical feeders, space, fire alarm, plumbing, etc.), given the age of the base building systems. If any opportunities for efficiency and/or code upgrades to base building infrastructure to suit new equipment are identified (e.g. pit steel replacement), note the proposed upgrades in the Design Brief. 8. Comment on auxiliary functions of the elevators (e.g. cameras, card access, etc.) that will be incorporated into the design. 9. Produce and present a Design Brief document (at 10% design progress) which includes an Executive Summary, Basis of Design, and Code Review, based on the data collected in this phase. a. The Design Brief shall identify where existing equipment is deficient with current Codes and Standards. b. The Design Brief will address how all project goals will be met. c. Provide a Class D cost estimate of Proposed Design Solution that is itemized and includes a breakdown of labour and materials. 10. Submit Design Brief and Cost Estimate for UHN review and approval. 5. Phase 2: Design Development 1. Produce a detailed design to implement the OR Elevators Modernization. 2. As in Phase 1, the proponent will continue to spend time on site as needed in order to understand the existing systems. It is not acceptable to produce a design based on off-site reviews of drawings. 3. Review and understand the traffic and use of the OR Elevators in order to develop a plan for elevator shutdowns that includes any necessary redirection of patient/operational traffic. 4. Develop an implementation plan to modernize the elevators. These elevators serve critical areas within the Fell Pavilion and downtime must 5. be minimized. 6. Develop project implementation plan that is to address construction considerations such as: phasing, limiting interruptions to building operations, afterhours work, pathways to install new equipment, etc. Include plan in 60% Design submission. Update the plan as needed with new information. 7. It expected that the proponent will work with a 3rd party cost consultant, selected by UHN, to conduct design reviews. The cost consultant will be part of the team and will attend design review meetings. Design submissions shall be provided to the cost consultant and the proponent will be required to review feedback from cost consultant. 8. It is expected that the proponent will work with a 3rd party commissioning agent, selected by UHN, to conduct design reviews. The commissioning agent is will attend design review meetings and provide input on design submissions. The proponent is required to incorporate input from the commissioning agent into the design documents. 9. Submit and present a preliminary design submission, at 60% design development, for review and approval by UHN. The submission shall include: a. Design Drawings and Specifications for design solution b. Implementation strategies or work phasing recommendation c. Construction schedule 10. Produce completed construction contract documents including mechanical, electrical, control, structural (if required) and architectural drawings (if required) and specifications for implementation of the design solution. 11. Submit and present construction contract documents for UHN review and approval. 12. Submit and present final drawings and specifications package which incorporates all UHN comments. 6. Phase 3: Tender 1. The proponent will provide a complete tender package, including specifications and drawings for all disciplines of work impacted by the project. 2. The proponent will assist in the construction tender process (led by the client), attend the mandatory site walk for the construction tender, respond to questions during the tendering process, and will support the client evaluation process. 3. UHN expects to engage a 3rd party cost consultant to verify the cost of the design based on pre-tender drawings and specifications. 4. The proponent will evaluate all submissions from all bidders with the client and may be required to attend interviews with the client. 7. Phase 4: Construction 1. Provide construction contract admin for this phase of the project. 2. Schedule, attend and chair regular construction meetings during implementation. 3. Coordinate the construction implementation plan. Communicate, refine and ensure the implementation plan is being followed. 4. Review installation periodically during construction and provide bi-weekly Site Inspection Reports throughout the duration of construction to UHN Project Manager. 5. Verify that replacement equipment is functioning as intended, along with connections to all controls equipment, on start-up. 6. The successful proponent and associated sub-consultants will work with UHN’s commissioning agent to ensure the systems are installed as intended. 7. Provide certificate of payments for all invoicing including reviewing the accuracy of all invoicing, change orders, and cash allowances. 8. Must maintain an accurate and up-to-date log of all site instructions, change notices, change orders, RFIs, etc. 8. Phase 5: Post Construction 1. At the end of construction, obtain, review and approve all Close-out Documents in a timely manner so as to not to delay payment of the contractor's final payment(s). Close-out documentation shall include, as a minimum, three (3) copies of the comprehensive Operations and Maintenance Manual including as-built documents, warranty documents, maintenance manuals, operating manuals, inspection reports, commissioning reports, TAB reports, certificates, procedures, performance requirements, details of materials and products incorporated in the work, and list of suppliers and Subcontractors. 2. Field verify and check the accuracy of Contractor’s as-built documents prior to acceptance. The Consultant must approve for submission to UHN all required and approved close-out documents in both printed and, where available, electronic format. 3. Provide complete "As Built" set hard copy drawings in original format, 11"x17" reduced format and electronically in both AutoCAD 2012 DWG with plot style table and portable document format (PDF). Include a marked-up copy of the specifications that record and indicate changes that were made to the original contract documents. 4. During the Contractor’s warranty period, review any defects reported by UHN Project Manager. 5. Conduct a full review of the equipment at the end of the warranty period and create a report of deficiencies for the contractor to fix. 9. Data Collection Requirements 1. Performed during normal business hours (0800hrs – 1600hrs), Monday to Friday, excluding public holidays. 2. A UHN representative can assist initially with locating equipment rooms and elevators. The representative will be available, when scheduled in advance as required, Monday to Thursday, 8am to 3:30pm except on public holidays. It is expected that after the initial land marking with the client representative, the proponent will be able to complete the design without significant assistance from client representatives. 3. It will also be the responsibility of the proponent to apply for a UHN activity permit to do any work beyond a visual inspection. At minimum five (5) business days advance notice is required for an activity permit to be processed. 4. If systems are to be de-energized/locked-out or taken out of service a minimum of ten (10) business days advance notice is required for the shutdown to be arranged with the respective site’s operations team. 5. Any work required during a shutdown is expected to be scheduled outside of normal business hours to minimize disruption to the building operations and occupants. 6. Shutdowns may have to be re-scheduled if the equipment cannot be taken down for unforeseeable issues (e.g. weather events). 10. Project Schedule A schedule showing the duration for each phase of the project including the following milestones shall be submitted as part of the bid: 1. Award 2. Kick-off meeting 3. Design Brief delivered with Basis of Design and Code Review  Allow 2 weeks for UHN Review 4. 60 % Design completed and issued for review  Allow 2 weeks for UHN Review 5. 100 % Design completed and issued for review  Allow 2 weeks for UHN Review 6. Design issued for Tender/Construction It is expected that the proponent will take every step necessary to adhere to the schedule, and meet completion timelines. Any deviations must be identified early in the project and agreed to in writing by the UHN project manager. The proponent is required to update the design schedule on a monthly basis. 11. Project Communications The proponent is responsible for attending the following meetings: Phase 1: Conceptual Design • Kick-off meeting with the client team • Bi-weekly teleconference updates with the client team with the expectation of regular communication between the bi-weekly meetings • On-site data collection meetings as needed • Design Brief review meeting with client team (chaired and minuted by proponent) Phase 2: Design Development • Bi-weekly teleconference updates with the client team with the expectation of regular communication between the bi-weekly meetings • On-site data collection meetings as needed • 60% Design review meeting with the client team (chaired and minuted by proponent) • 100% Design review meeting with the client team (chaired and minuted by proponent) Phase 3: Tender • Construction tender on site meeting and site walk with potential bidders • Attend bidder presentations • Teleconference meeting to discuss evaluation of bids Phase 4: Construction • Construction Kick-off meeting (chaired and minuted by proponent) • On-site progress review meetings • Bi-weekly construction meetings (chaired and minuted by proponent) • Commissioning meetings and equipment start-ups Phase 5: Post-Construction • Warranty review meeting Submissions and Opening The deadline for submissions is 10/17/2022 14:00:00 ET. Submissions must be received Method and Location for Submitting Bids. Submissions will be opened at the time and place indicated below: Addressvia BonfireTime and Date10/17/2022 14:00:00 ET Conditions for Supplier Participation Conditions for supplier participation in this procurement, if any, are stated as follows: Attend Mandatory Virtual Proponent’s Briefing Attend Mandatory Site Visit Declaration completed and signed Pricing Exhibit completed and submitted as a separate file Method of Procurement The method of procurement is open competitive. Negotiable TenderNOElectronic AuctionNO Procuring Entity Information Procuring Entity:University Health NetworkAddress:190 Elizabeth Street, Toronto Ontario, M5G 2C4Procurement Contact Name:Juli SmythTelephone Number:647 964 6302E-mail:juli.smyth@uhn.ca This procurement is subject to Chapter Five of the Canadian Free Trade Agreement (CFTA) and Chapter Nineteen of the Canadian European Trade Agreement (CETA). Documents may be submitted in English. Document Pick Up The official Request For Proposal (“RFP”) document may be downloaded from http://www.biddingo.com. Subscribers to this service can purchase a copy of the RFP document for $100.00 plus an administrative fee. If you need assistance to purchase online please call Biddingo @ 416-756-0955. PLEASE REFER TO THE ASSOCIATED DOCUMENT(S) FOR FURTHER DETAILS - THANK YOU.Solicitation Number2223-062Solicitation NameUHN RFP ELEVATOR MODERNIZATION – PRIME CONSULTANT SERVICESPublished Date09/19/2022Site MeetingM09/26/2022 10:00:00 AM ETM09/28/2022 10:00:00 AM ETClosing Date10/24/2022 02:00:00 PM ETStatusRevisedWant to bid on this opportunity?Download the bid document(s);Go to Download DocumentReview them thoroughly;Complete and submit your responses following the instructions in the documents.Currently, you're not a paid subscriber with Biddingo. A subscription is required, or you can register and pay a one-time access fee to download documents. 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