TRCA – RFQ - The Ontario Association of Landscape Architects

REQUEST FOR QUOTATION
TITLE: FRONT YARD MAKEOVER S – LAND SCAPE ARCHITECT/DESIGNER
LOCATIONS: 2 PRIVATE RESIDENCES IN OAK RIDGES, R ICHM OND HILL, ON
ISSUED: JANUARY 6, 2012
DUE: JANUARY 20, 2012
INTRODUCTION
Through this Request for Quote (RFQ), Toronto and Region Conservation Authority (TRCA) is
seeking a Landscape Architect/Designer with experience in residential landscape design to help
customize an environmentally friendly landscape design to the front yards of two private
residences located in Oak Ridges, in Richmond Hill, Ontario.
TRCA has awarded grants for “Front Yard Makeovers” to two residential homeowners in Oak
Ridges. The objectives of the Front Yard Makeovers are to showcase ecologically sustainable
landscaping practices and technologies that will reduce municipal water use for irrigation,
minimize stormwater runoff and support native ecosystems. Each makeover is expected to include
water-efficient native plants and trees, a rain garden (if feasible), a high-capacity rain barrel, and
permeable paving (interlocking stone).
A Front Yard Makeover design incorporating these elements was created for a generic lot by
Schollen & Company, a professional landscape architecture consulting firm. The services of a
landscape architect/designer are required to adapt this preliminary design to the two selected
properties, in consultation with the homeowners and TRCA, and to prepare design drawings,
materials lists and cost estimates for installation.
The Front Yard Makeovers are demonstration projects for the Lake Wilcox Sustainable
Neighbourhood Retrofit Action Plan (SNAP) and the Regional Municipality of York’s Long Term
Water Conservation Strategy. TRCA is leading development of the SNAP in partnership with York
Region, the Town of Richmond Hill and local partners.
We are looking for a person or company with solid experience in the residential landscaping field.
The ideal candidate will have a strong interest in being part of this unique initiative. Experience and
interest in ecologically sensitive landscaping and rain gardens would be an asset.
Interested parties must submit a written quotation to perform all the requirements in the Scope of
Work. The final date for submittal of a written quotation shall be 4:00 pm, Friday January 20,
2012.
For more information about the SNAP and Front Yard Makeover projects visit our website:
www.sustainableneighbourhoods.ca
FRONT YARD MAKEOVER LOCATIONS
Two single family, detached homes were selected to receive Front Yard Makeovers. They are
located in Oak Ridges, south of Lake Wilcox, in the Town of Richmond Hill (see photos).
LOT A:
Front yard is approx. 4m by 4m
(excluding double car driveway)
LOT B:
Front yard is approx. 5m by 8m
(excluding double car driveway)
INSTRUCTIONS TO BIDDERS
SCOPE OF WORK
Schollen & Company’s original eco-landscaping design for a generic lot in this neighbourhood is
included in Appendix A. The design objectives were to demonstrate sustainable landscape options
including water efficiency and rain harvesting, at-source stormwater controls, native plants and
urban forest enhancement.
The Landscape Architect/Designer will be responsible for adapting the generic design to the two
Makeover lots, in consultation with TRCA and municipal staff, and the homeowners. The Quote
should allow for:
•
A project launch meeting with all parties,
•
Up to 3 meetings with each of the two homeowners (total of 6 meetings),
•
Up to 3 meetings with TRCA and municipal partners,
•
Up to 2 rounds of revision on each of the draft designs.
The spirit of the generic design will be applied to the two Makeover lots, taking into consideration
specific lot conditions, opportunities and constraints (e.g. sun exposure, lot grading and size, soil
conditions), as well as the anticipated installation budget. Ideally, each of the two designs will
present a unique adaptation of the original design.
Each of the two adapted designs must:
•
Be consistent with the sustainability goals of relevant partner programs (SNAP, Water for
Tomorrow, Healthy Yards, LEAF). The designs must be approved by TRCA, York Region and
the homeowner. Approved plant and tree lists will be provided to the Designer.
•
Incorporate a rain garden (if feasible) taking runoff from one or more downspouts (TRCA
expertise is available for consultation on sizing and location of rain gardens if needed)
•
Incorporate permeable paving on the driveway and walkways (using specifications for the
Eco Priora 80mm interlocking stone product)
•
Incorporate a high-capacity rain barrel (using specifications for the 500L RiverSafe rain
barrel product)
•
Incorporate native, water-efficient plant materials (example plant lists will be made
available)
•
Conform with the Town of Richmond Hill’s encroachment bylaw (regarding boulevard
planting) and front yard parking bylaw (copies available upon request).
We require your company to provide a quotation for the following tasks:
I.
Meetings
1. Project launch meeting – discuss the objectives of the Front Yard Makeover and Schollen &
Company’s original design.
2. Site visit to the 2 Front Yard Makeover properties.
3. Consultation meetings** – Up to 3 meetings with each of the two homeowners (total of 6
meetings). Up to 3 meetings with TRCA and municipal partners. The purpose of the
meetings is to gather input to the design adaptation, and review and approve final designs.
** Opportunities to coordinate the timing of meetings with the homeowners, hold joint meetings (as
appropriate), or teleconference will be explored to minimize travel/meeting time where possible.
II.
Design
1. Draft and final design drawings (quote should specify format i.e., hand-drawn, CAD). The
quote should allow for up to 2 revisions of the draft design.
2. Detailed installation diagrams, as needed (e.g., for the rain gardens, interlocking pavers for
the driveway). Detailed installation diagrams must include exact measurements for each
component identified.
3. Materials lists and cost estimates for installation.
PROJECT COMMENCEMENT AND COMPLETION DATES
Preliminary designs are anticipated mid-February, and final designs should be approved by March
15, 2012.
QUOTATION REQUIREMENTS AND SELECTION CRITERIA
Quotations must include the following information:
•
Itemized list of tasks and associated costs
•
Relevant experience and references
•
Design samples from projects of similar nature and scope
Note – proponents are encouraged to break down cost estimates by task/element of design, if possible.
A quotation review committee comprised of TRCA, York Region and Town of Richmond Hill staff
will review and evaluate quotations based on the following selection criteria:
•
Residential landscaping experience,
•
Experience designing at-source stormwater practices (e.g., rain gardens, permeable pavers,
rain barrels),
•
Alignment with, and communication of, sustainability objectives,
•
Experience working in the local area, and
•
Cost.
SUBMISSION DETAILS
Quotations, consisting of the completed Quotation Form, must be delivered in person or by mail,
courier or e-mail no later than 4:00pm on Friday January 20, 2012 to:
Attention: Justyna Braithwaite
Toronto and Region Conservation Authority
5 Shoreham Drive
Toronto, Ontario M3N 1S4
Email: jbraithwaite@trca.on.ca
Tel: (416) 661-6600 ext. 5778
Re: Quotation for Front Yard Makeover Designs
For personally delivered or couriered Quotations, please note that TRCA offices are open Monday to
Friday from 8:30am to 4:30pm and that it won’t be possible to deliver Quotations outside of regular
office hours. The date and time of receipt of a tender shall be deemed by the date and time indicated
by the receipt issued by the Receiving Office.
After the deadline, only supplementary documentation specifically requested by TRCA shall be
considered as part of a proposal.
Following receipt of the above noted tenders, the quotation review committee will review the
submissions and may contact tendering parties for more information and elaboration. TRCA will
approve the successful tender and unsuccessful parties will be notified.
TERMS AND CONDITIONS
1.0
This is a request for quotations; accordingly, participation in this process, including the
submission of a quotation, shall not give rise to any liability, contractual or otherwise, on
the part of the TRCA. Similarly, the submission of a quotation shall not create any obligation
on the part of a prospective Contractor to enter into an agreement.
2.0
TRCA reserves the right to seek clarification on the contents of the quotation, and negotiate
price and terms, and no legal obligations will be established until the parties have executed
a binding written Contract.
3.0
TRCA also reserves the right not to accept any quotation or enter into an agreement with
any prospective contractor, and to modify or cancel this request for quotation at any time.
Further, the TRCA reserves the right to accept or reject any or all of the quotations
submitted, and any quotation received after the closing date and time will not be
considered.
4.0
TRCA reserves the right to award the Work in whole or in part. TRCA at its discretion may
award or reject any or part of any or all quotations.
5.0
There will be no extras. Any and all equipment, products or services (for
design/installation/removal/disposal) required to complete the scope of work are to be
included in quotation. The Contractor shall satisfy themselves that all items not specifically
covered by the specifications are included in the quotation.
6.0
Lowest or any bid not necessarily accepted.
7.0
Price will only be one of the criteria employed in evaluating proposals, and TRCA reserves
the right to contract, if at all, with the Contractor that it determines, in its sole and absolute
discretion, will offer the best combination of value and service and best meets its
requirements by reference to any stated or undisclosed criteria.
8.0
TRCA reserves the right to extend the submission date at its discretion.
9.0
The Contractor shall indemnify and hold harmless TRCA, its agents, and employees, from
and against all manner of claims for personal and/or property damage that arises out of, or
are attributable to, the Contractor’s performance of the Contract.
10.0
Access to the property is to be arranged in advance with Homeowners and the Contractor
shall notify TRCA about any arrangements for access negotiated with the Homeowners.
APPENDICES
APPENDIX A
Front Yard Makeover design prepared for a generic lot by Schollen & Company