Casque Isles Hiking Trail Upgrade Project Request for Proposals Release Date: May 1st, 2016 Deadline for Questions: Closing: June 3 rd, 2016 @ 2:00pm June 9 th, 2016 @ 2:00pm Please include this cover page with the proposal submission 1 of 8
Township Contact Information Don McArthur CAO/Clerk Bidder's Contact Information 204 Alberta Street P.O. Box 40 Schreiber ON P0T2W0 Phone: (807) 824-2711 x225; Fax: (807) 824-3231 Email: cao@schreiber.ca Name of Authorized Representative: Signature: The enclosed proposal is submitted in response to the above referenced Request for Proposal, including any addenda. Through submission of this proposal we agree to all the terms and conditions of the Request for Proposal and agree that any inconsistent provisions in our proposal will be as if not written and do not exist. We agree to be bound by statements and representations made in our proposal. 2 of 8
Project Overview The Casque Isles Trail is a signed and groomed trail that offers incredible vistas to hikers of Northern Ontario and Lake Superior. The trail begins in Rossport, passes through Schreiber and ends in Terrace Bay for a total length of 53 km. The trail follows the shoreline of Lake Superior, hopping from bay to bay, and is divided into five units, each with its own unique wilderness experience and access point from Highway 17. These units vary in hiking time and difficulty so that both the advanced and amateur hikers can enjoy the scenery. The trail is now part of the Voyageur Hiking Trail which is an association of trails between Thunder Bay and Sudbury including areas in Pukaskwa National Park and Lake Superior Provincial Park. All of these trails have been designated Trans Canada Trail. Recently, the Townships of Schreiber and Terrace Bay are working with the Casque Isle Trail Association to provide long-term sustainability of the organization. This provides the management structure to oversee future development and grant administration. The Casque Isles Trail Association has received funding from Parks Canada, to upgrade portions of the Casque Isle Trail, which runs approximately 53 km from Rossport to Terrace Bay. The Township of Schreiber is responsible for the administration of this project. Project Scope In its current state, the Casque Isle Trail is unique and challenging. The trail is four decades old. When the trail was established, the process of building sustainable and low maintenance trail systems was not common practice. Along the trail there is a mix of forest, rocky area, moss floors, marshland/marshland, and scrubland therefore the maintenance requirements will be equally varied. The trail does receive minimal, bi-annual maintenance as overseen by volunteers of the Casque Isle Trail Association in the form of brush-cutting, windfall removal and whipper-snipping. Although effective in keeping the trail open to users, this process does not fix the consistent and on-going issues on the trail. These issues include trip hazards, wind-falls, and undergrowth. In light of these issues, the Casque Isle Trail Association proposes the following: 3 of 8
1) Along the trail there is a mix of forest, rocky area, moss floors, swampland/marshland, and scrubland therefore the maintenance requirements will be equally varied. Each section will have its own challenges. 2) Prior to commencement of work the Trail Master will provide on-side information and direction with regards to general trail maintenance, marking (appropriate trail markers and cairns), and trail clearing. Trail information and philosophy will be discussed. The specifics of each section will be discussed in detail by the Trail Master. 3) Trail conditions must meet minimum requirements of 1 m wide by 2 m height. Professional judgment for overhanging trees. Feedback from the trail association will be given as required. 4) The removal of deadfalls and encroaching bush. Also the removal of all snipes, root trunk structure above ground (as they may be tripping hazards). Sometimes the remnants of a cut brush is worse than the brush itself. 5) If you encounter garbage please pick it up. 6) Trail improvement/widening/re-routing. Examples of trial widening/necessary improvements along the way are as follows: a. The Schreiber beach to the suspension bridge. The trail needs to be widened using hand tools. b. The marshy area from Schreiber beach to Mount Gwynne. The trail needs to be rerouted. c. The trail along the shoreline at Twin Harbours. Lake has encroached on the trail. Although this depends on the lake level, the trail may need to be pushed away from lake. 7) Installing trail markers: Replacing fallen trail markers and ensure adequate trail marking with appropriate marking system (appropriate markers, rock cairns). Markers should be posted facing both trail directions. Markers should be evident and placed strategically. Professional judgement is to be used for additional marking based on trail conditions (For example, where the trail appears to fork). a. Trail marking signs and paint will be supplied by the club. The Casque Isle Trail Association requires the services of a professional trail building company to complete the above listed upgrades on this single track, non-motorized trail. The selected contractor will perform the work using professional, sustainable techniques, intended to lower maintenance costs, and provide a quality experience for the user. Should the trail not be built to the Casque Isle Trail Association s approved standard, ongoing maintenance and insurance will be the responsibility of the Contractor. Proposed Timeline All work must be completed by August 31, 2016. Timeline: Rossport to Terrace Bay July 1st to August 31st, 2016. Deliverables 1. Complete, to the standards referred to in this RFP. 2. Proof of trail quality approval by the Casque Isle Trail Association. 4 of 8
3. Pictures and video, in digital format, of before and after, build process, and areas of interest on completed trail (to be used for final report, and for trail promotion). 4. Reporting: Minimum of weekly reports to the Casque Isle Trail Association Trail Master (Dan McGrath or designate) in person or by phone, notes recorded and shared by email. A digital copy of all final source files will be provided. Where identified by the Casque Isle Trail Association, these files will be in a format that can be easily edited in Microsoft Office, Adobe Illustrator and/or Photoshop. Evaluation Criteria The following format and sequence should be followed in order to provide consistency in Bidders responses and to ensure that each Proposal receives full consideration. Proposals formatted on standard letter size paper with numbered pages are preferred. Experience of the Company 1. Corporate Profile: Provide a profile of your company including the length of time in business, number of employees, and organizational structure. 2. Insurance - proof of applicable liability insurance, minimum $2,000,000, and Workplace Safety and Insurance Board coverage 3. References: Demonstrate your ability and experience in providing the goods or services detailed in this RFP by including the names of two projects similar in scope to the Casque Isle Trail upgrade project. Include a description of the projects (including budget), client name and contact information. These references may be contacted in the selection process. Approach to the Project 1. Technical Solution: Clearly explain how the Deliverables will be accomplished, demonstrating knowledge of the trail site, precautions for safety of users during construction, approach to environmental stewardship, and risk mitigation. 2. Title Page: Include Bidder s name, contact person, address, telephone number and E-mail address and signed RFP cover page 3. Project Management: Describe the proposed Work Plan and Project Schedule. Please explain who is doing what, and the hours and/or days required. Include lead staff person on the contract and who is ultimately responsible for reaching critical milestones. 4. Pricing: Provide a breakdown of costs including but not limited to professional fees, disbursements (travel, equipment rental costs, etc.) and taxes. 5 of 8
Administrative Requirements Enquiries All enquiries related to this RFP are to be directed in writing; by hand, fax, or e-mail to the contact person identified on the cover page. The Township of Schreiber will make all reasonable efforts to respond to enquiries and any responses will, at the Township s discretion, be distributed to all Bidders. The Township shall not be responsible for information that Bidders receive from any other source. Closing Date and Location Each Bidder must deliver their proposal by 2:00 p.m. local time on June 9th, 2016 to the Township of Schreiber, attention to Don McArthur. Proposals must include a signed cover page and have the RFP title and the Bidder s name clearly marked. Email submissions will be accepted. Right to Amend or Cancel The Township reserves the right in its sole discretion at any time, and for whatever reason to, by addendum, modify, amend, cancel, or otherwise change this RFP. Late Proposals It is the responsibility of each Bidder to ensure that its proposal is received on time. Proposals received after the Closing Date will not be considered. Signed Proposals The Bidder must ensure that its Proposal includes the Cover Page of this RFP, signed by a person authorized to sign on behalf of and to bind the Bidder to its Proposal and the terms of this RFP. Evaluation and Selection The evaluation of Proposals will be performed by a committee formed by the Casque Isle Trail Association. Proposals will be scored against the values outlined in the Evaluation Criteria. One or more Proponents may be invited to attend a formal interview with the evaluation team, and/or provide written clarification on their Proposal. The Township s intent is to enter into a Contract with the Bidder who has the highest overall ranking. The lowest priced proposal will not necessarily be accepted and the Township is not bound to enter into a Contract with any Bidder and reserves the right to modify or revise the successful submission in discussion with the successful Proponent. 6 of 8
Negotiation Delay If a Contract cannot be negotiated with the highest ranking Bidder within a period of time satisfactory to the Casque Isle Trail Association may, at its sole discretion, terminate negotiations with that Bidder and either negotiate a Contract with another Bidder or choose to terminate this RFP process and not enter into a Contract with any of the Bidders. Irrevocability and Validity of Proposals By submission of a clear and detailed written notice, the Bidder may amend or withdraw its proposal prior to Closing Time. After Closing Time, all Proposals become irrevocable and will remain open for acceptance for a period of ninety days from Closing Time. By submission of a Proposal, the Bidder agrees that should the Proposal be successful, the Bidder will enter into a contract with the Township. Bidders Expenses Bidders are solely responsible for their own expenses in preparing a Proposal and for subsequent negotiations, if any. The Township will not be liable to any Bidder whether the Township accepts a Proposal or rejects all Proposals, for any claims, whether for costs or damages incurred by the Bidder in preparing the Proposal, loss of anticipated profit in connection with the Contract or any other matter whatsoever. Liability for Errors While Casque Isle Trail Association has used considerable efforts to ensure an accurate representation of information in the RFP, the information contained in the RFP is supplied solely as a guideline for Bidders. The information is not guaranteed or warranted accurate, nor is it necessarily comprehensive or exhaustive. Nothing in this RFP is intended to relieve Bidders from forming their own opinions and conclusions with respect to the matters addressed in this RFP. Acceptance and Rejection of Proposals This RFP should not be construed as an agreement to purchase goods or services. The lowest priced or any Proposal will not necessarily be accepted and the Township is not bound to enter into a Contract with any Bidder. Proprietary Information Notice This RFP and any associated documents provided to the Bidder contain proprietary and confidential information of the Township, which is provided for the sole purpose of permitting the bidder to respond to this RFP. In consideration of the receipt of this RFP, the Bidder agrees to maintain such information in confidence and not to reproduce or otherwise distribute this information. The successful proponent will sign a confidentiality and non-disclosure agreement with the Township prior to the Township entering into a Contract with any Bidder. 7 of 8
Assignment of Intellectual Rights All work carried out as a result of this RFP will be the exclusive property of the Casque Isle Trail Association and will be surrendered to the Casque Isle Trail Association immediately upon completion, expiration, or cancellation of the project. The Casque Isle Trail Association will own all rights and interest in all intellectual property rights, including copyrights, patents, trade secrets and trademarks in any work created and produced and paid for through this project. 8 of 8