Construction Management Services for the fit-up of the Canadian Joint Delegation space at the new NATO Headquarters building in Brussels, Belgium

The Project

The Government of Canada, through Foreign Affairs and International Trade Canada (DFAIT), 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. Concurrently all resources assigned to this work 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 construction management 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 Resource shall perform the role of Construction Manager. 2.0 Access to site 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. 3.0 General Tasks • Ensures 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 is provided to Departmental Representative in the French language or is translated to the English language if required, and that all communications carry the DFATD Project Title, Project Number and File Number, and Date; • Prepare presentations and reports for information or approvals purposes.

4.0 Tasks during Construction Phase • Be resident up to 45 hours per week at site and as necessary for planned overtime requirements at the direction of the Departmental Representative; • Attending all construction meetings, record minutes of those meetings and submit minutes within 48 hours; • Monitoring the Construction Contractor’s Health & Safety Plan; • At the direction of the Departmental Representative, visiting manufacturers of plant, equipment, millwork etc. to observe quality and progress and advising the Departmental Representative accordingly; • Monitoring samples for compliance with contract documents; • Observing and monitoring overall Quality Control and advising the Departmental Representative accordingly; • Coordinating and assisting in the Commissioning Process and keeping the Departmental Representative advised of progress, issues and requirements. • Serving as the Departmental Representative's in-country liaison, maintaining appropriate communication procedures as well as a coherent flow of directives / information among the Construction Teams, the DFATD Departmental Representative and the Mission. • Liaising with the Mission to obtain documentation necessary to assist the Construction Contractor in obtaining custom, VAT and other tax and fee exemptions granted to the project; • Providing expert advice to the Departmental Representative regarding particular requirements for the delivery of construction projects in Brussels, Belgium;

5.0 Drawing Review and Site Instruction Tasks • Supporting review of the design drawings and specifications for the project; • Reviewing all shop drawing submissions and providing the DFATD Project Manager with recommendation for acceptance or refusal; • Issuing site instructions in consultation with the DFATD Project Manager.

6.0 Cost Control Tasks • Reviewing and recommending, with the Departmental Representative, the bids received in response to the Construction Tender; • Reviewing all Contract Contemplated Change Notices (CCN) / Change Orders (CO) requirements and providing the DFATD Project Manager with recommendations for acceptance or refusal; • Reviewing all contractor invoice submissions and providing the DFATD Project Manager with recommendations of acceptance or refusal of payment.

7.0 Resourcing Tasks • Assisting DFATD Project Managers in the procurement of additional local resources, materials or pieces of equipment, as required; • At Substantial Completion, conducting inspection with Contractor and preparing a punch list of uncompleted or unsatisfactory work items for the DFATD Project Manager; • At Final Completion, conducting an inspection with Contractor to review and confirm all deficiencies have been corrected if the DFATD Project Manager is not on-site; • At Commissioning, attending and witnessing operation and turnover of new equipment and systems; • Obtaining Commissioning Forms, As-Builts, O&M manuals from the Contractor as applicable and forward to the DFATD Project Manager

8.0 Tasks supporting Movement into Facility • Assisting with co-ordination of the move; • Providing coordination and support for management of the move related deficiency list, as well as assisting with the General Contractor deficiency lists; • Providing operational support to the DFATD fit up teams for move related requirements in preparation for, immediately prior to, during and immediately following the move; • Assisting with organization of temporary storage for newly purchased furniture and deliveries; • Assisting in organizing the installation of furniture in conjunction with the DFATD install teams; • Coordinating any local movers required for furniture installation contractors; • Following move-in, assisting in preparing furniture lists for additional furniture required for the Chancery.

9.0 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 experience of each proposed resources (including the Construction Manager) 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. 10.0 Mandatory Requirements: • The Proponent and all proposed personnel 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 (Proposal Delivery deadline in A7). Proponents must provide the security clearance number and expiry date of all proposed personnel within 48 hours of the request from DFATD. • The Contractor must be locally available to undertake the Work. • Each proposed resources must be bilingual and fluent in French 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.