RFP 2017-12 Aboriginal Head Start Building Terms of Reference

Request for Proposals 2017-12
Aboriginal Head Start Building Terms of Reference

Terms of Reference

Sipekne’katik First Nation
New Aboriginal Head Start on Reserve Facility

Health Canada
Regional Real Property and Security Division-Atlantic Region
15th floor, Maritime Centre
Suite 1525, 1505 Barrington Street
Halifax, Nova Scotia B3J 3Y6

Santé Canada
Division des biens immobiliers et de la sécurité au sein des régions – Région de l’Atlantique
15e étage, Maritime Centre
Pièce 1525, 1505, rue Barrington
Halifax, Nouvelle-Écosse B3J 3Y6


The Band will assemble a Project Team to deliver on the requirements identified within this document. The Project Team will consist of a Band representative, Aboriginal Head Start on Reserve (AHSOR) program delivery representative, a professional consultant firm(s) as selected to deliver on this Terms of Reference and a representative from Health Canada as chosen by Health Canada.

The following information outlines the content that is to be included in the submission that is to be made to Health Canada. Project proposals can include additional information that could be in the form of physical models, formal presentations, or the like, but the requirements noted herein are to be considered the basic elements that need to be included in the submission.

Aboriginal Head Start on Reserve was launched in 1998. The program funds early intervention strategies that support the developmental needs of First Nations children and their families living on-reserve. The Program’s goal is to support programming that is designed and delivered by First Nations communities in an effort to meet their unique needs. AHSOR Programming is centered around six pillars: education; health promotion; culture and language; nutrition; social support; and parental/family involvement.

1.2 health Canada Requirements

As part of the submission requirements the following standards need to be implemented such that all proposal documents mesh with the infrastructure at Health Canada. Three hard copies are to be provided together with one electronic copy. Submitted electronic copies shall be of the following formats:

• Written reports and studies are to be submitted in Microsoft Word
• Spreadsheets are to be submitted in Excel
• Presentations are to be submitted in PowerPoint
• Drawings are to be submitted in AutoCAD 2014 or AutoCAD Lt 2014 versions, or newer, and shall be formatted as follows:
o Metric format using standard drawing scales
o Lettering to be not less than 2mm in height
o Relevant information to be presented in a legible manner
1.3 Reference standards

The latest edition of the following codes, and all their associated reference documents, and standards are to be met within the Project:

• Nova Scotia Child Day Care Facilities Operator Standards, for child day care facility
• Nova Scotia Food Premises Regulations
• Health Canada First Nations Head Start Standards Guide
• Best Practices for Child Care Facilities, First Nations and Inuit Health, Health Canada, Atlantic Region, 2011
• CAN/CSA B651 Accessible Design for the Built Environment
• Federal, Provincial and Municipal by-laws
• The National Building Code of Canada
• Canadian Electrical Code
• National Fire Code of Canada
• National Plumbing Code of Canada
• National Energy Code of Canada for Buildings
• Canadian Environmental Assessment Act
• Canada Labour Code Part II


The site selection is the responsibility of the Band, with input and coordination from the Health Canada. The proposed site is to be located within the boundaries of Sipekne’katik First Nation Reserve, and be identified with a legal survey plan stamped by a registered land surveyor, with approvals by Natural Resources Canada, and Indigenous and Northern Affairs (INAC) as appropriate. A copy of the Band Council Resolution from the Band to INAC identifying that the lot is to be set-aside for use for an Aboriginal Head Start on Reserve facility, is also to accompany the Project submissions.

The proposed site is to be in an area of the community that meets the AHSOR program needs. It is recommended that the site is to be accessible from a high quality access road having existing water and sewer services, to be accessed by the new facility. If water and sewer services are existing, details are to be provided on the existing water and sewer piping (such as pipe size, water flow/pressure tests) to demonstrate that adequate capacity is available for the proposed new facility. If water and sewer services do not exist, details are to be provided on the well and septic plan to demonstrate that adequate capacity is available for the proposed new facility.
See the attached proposed site.

AHSOR staff and Health Canada program representatives are to be consulted on floor plan layout and program needs. Facility to be designed for approximately 20-25 children, including 2 program rooms. General requirements for the facility will include: indoor playrooms with storage, outdoor play area with storage, mechanical/electrical room, office, kitchen, children’s washrooms, and staff washroom.

There is also the potential for rooms such as staff room, office, quiet space, etc. These decisions will be based on priorities as agreed to by the project team.

Development of the final floorplan and space requirements is to be included in the Concept Submission.

3.0 Scope of work
3.1 preamble

The lead consultant will act as the Project Manager and is to provide day-to-day management throughout the duration of the Project. They will be the key person responsible and will be hired by the Band to act on behalf of the Band to oversee Project implementation as the project progresses through future stages.

The Project Manager shall have the ability to communicate effectively both the concerns and best interest of the Band in a professional manner as required as well as coordinating and working with all stakeholders on the project. Health Canada is to be included as part of the project delivery team and will provide a monitoring and advisory role, as well as ensuring Federal and Departmental needs are upheld.

The Project Manager is responsible for engaging and hiring a multi discipline consultant team of experienced professionals licensed to practice professional engineering and architecture in the Province of Nova Scotia and shall consist of representatives from the following disciplines:

• Architectural
• Mechanical
• Electrical
• Civil
• Structural
• Other disciplines as required
3.2 Request

Health Canada requests that the Band engage a consultant team with a lead architect to assemble a quotation for Phase I and Phase II of the scope of the work. At the completion of Phase I, confirmation is to be provided by the Band and Health Canada before consultant team is to proceed with Phase II.

The proposal shall indicate each respective representative and their education and work experience with respect to similar projects.

The following information outlines the general scope of the Project and is for your assistance in submitting a Project proposal and fee breakdown to the Band and Health Canada.

In the concept and design of the facility, reasonable efforts should be made to minimize operations and maintenance requirements throughout all disciplines. Sustainability should be incorporated and paired with effective engineering decision making. Standard commercial materials and systems shall be selected and the building is to be designed to meet a building life of 30 years.

Consultant services shall be broken down into two main phases:
(I) Concept Submission, Detailed design and Tender preparation
(II) Tender and construction

Project Management services will be required throughout both phases and are to be included in the fees for consulting services for each phase.

Phases are as noted below with detailed descriptions in the following sections:

Phase (I) Concept Submission – The consultant team is to provide a fully documented conceptual design detailing the site, necessary site development, building size, shape, appearance, material descriptions, and building systems including mechanical, electrical and security systems, and also new playground area adjacent to the AHSOR facility including the playground equipment. The submission is also to include a Class D construction cost estimate.
Detailed Design and Tender Preparation – With the conceptual details agreed from the Concept Submission, the project can proceed to Detailed Design and Tender Preparation. The consultant team will be required to provide submissions as described in Section 3.4.
Phase (II) Tender and Construction- Once approval is received from Health Canada and the Band, the project is to proceed to Tender and construction which is to include commissioning, training, and furniture and equipment acquisition and move-in and setup.
3.3 phase i – Concept Submission AND DETAILED DESIGN

The Phase I is to include the following elements:

3.3.1 Concept Submission:

The site selection is the responsibility of the Band. A legal site survey and set aside processes are also the responsibility of the Band.

The consultant team is to utilize the legal survey provided and conduct a soil investigation/ geotechnical report, to be included in the Concept Submission. A minimum of four test pits are to be dug in the area of the proposed building. The soils investigation is to include an evaluation of soil suitability and quantify any requirements for soil removal and replacement.

Another aspect to be included in the Concept Submission is an environmental site assessment of the proposed site, to the satisfaction of the CEAA coordinators at Health Canada. Any exclusion criteria are to be documented and included in the submissions. The environmental site assessment is to be consistent with the requirements of the Canadian Environmental Assessment Act (CEAA), and include a completed copy of the report for Health Canada for posting as required. Any mitigative measures are to be identified and included in the cost estimates for the project


The Concept Submission is to be complete with a description of the recommended structural system to accommodate the proposed floor plan, and foundation recommendations based on the geotechnical data obtained in the soil investigation/ geotechnical report. The structural narrative is also to include seismic design requirements as defined by the National Building Code of Canada.


The Concept Submission is to include the civil requirements of the project noting the existing municipal services on a site plan, such as water supply and sewer. Planned connection points are to be identified with existing pipe sizes noted and water flow and pressure test reports included from a nearby test point (e.g. nearby fire hydrant). A narrative is also to be provided on site development requirements including soil/rock removal, grading, tree removal, and any demolition of former or existing structures. New exterior works including paving, walkways, curbs, driveways and parking areas for a designated number of vehicles are also to be described.

Outdoor Play Area (Playground):

The facility shall have a supervised, safe outdoor play area or access to an equivalent and suitable play area within a reasonable distance from the facility. Outdoor play area must meet provincial regulations.
Outdoor play areas shall have:
o A minimum of 1.8 metres (6 feet)of high fence for protection of hazards; and
o A minimum of 5.46 square metres (60 square feet) of play space per child per facility capacity
o Outdoor play structures should be designed for commercial use and installed according to the manufacturer’s specifications. Play structures should be age appropriate, be safe and well-maintained and provided with appropriate protective surfaces to provide adequate protection to children in case of a fall.


The Concept Submission is to be complete with the following architectural detail:
o a proposed floor plan of each level identifying the individual spaces, submitted in AutoCAD format
o individual room space sheets or chart identifying the assigned floor area as per the proposed floor plan plus any unique individual requirements of the room that will need to be allowed for during the design stage
o conceptual exterior elevations and sample interior sections
o overall gross building area and dimensions of the footprint
o narrative on building shape and orientation with the strategy used to optimize functional use in conjunction with passive solar gain and natural lighting
o exterior glazing types and glass-to-wall area ratios
o descriptions of wall, roof, and slab cross sections with overall R-values
o descriptions of proposed floor finishes
o descriptions of the materials to be used for the building exterior
o identify the means for the addition of future capacity and/or expansion
o identify accessibility issues and how they are integrated into the proposal
o demonstration that the proposed materials/ building systems are of commercial grade and will result in a building having a minimum life of 30 years
o descriptions of materials and measures used to mitigate vandalism, should this be identified as an issue


The Concept Submission is to be complete with the following mechanical detail:
o a description of the proposed heating system with capacity estimates
o a description of the proposed ventilation and cooling systems with capacity estimates for overall airflow, fresh air supply, and mechanical cooling tonnage
o a description of the proposed controls system
o confirmation of fire protection requirements
o the floor area requirement to house the proposed mechanical systems

In addition, when formulating the recommended mechanical systems for the proposed building, the following design criteria are to be incorporated:

o HVAC systems are to meet or exceed the requirements of the National Energy Code of Canada for Buildings
o Mechanical systems are to be designed to provide an interior working environment with temperatures between 21 deg C and 24 deg C during occupied hours throughout the year
o Interior relative humidity levels are to be no less than 25% during the winter season
o Fresh air, ventilation and air filtration requirements are to satisfy ASHRAE
o Areas of different heating and cooling loads are to receive separate HVAC zones
o Systems are to be designed to prevent the simultaneous operation of heating and cooling
o Equipment access and maintainability is a priority
o the building is to be provided with a slight positive pressure (e.g. 2 to 10 Pa) during operating hours to prevent soil gas entry
o Consultation is to occur through the conceptual and detailed design process to address specific room requirements
o Hot air heating systems, underslab ductwork, and rooftop air handling equipment are to be avoided.
o Expectation on HVAC system would be: (1) a central system which provides heating, cooling, humidification, filtration and fresh air needs or, (2) an HRV to meet fresh air, filtration, humidification, and air tempering needs together with ductless mini split heat pump to provide temperature control.


The Concept Submission is to be complete with the following electrical detail:
o A synopsis of the electrical system with anticipated electrical service capacity requirement, and confirmation of available utility power noting voltage and phase descriptions.
o A description of proposed wiring systems (wire and EMT conduit)
o Identification of the service entrance location
o Identification of the electrical room location and floor area requirement, the electrical room is to be designated as a stand-alone requirement and not be incorporated into rooms serving various functions
o A description of communications systems
o A description of the proposed lighting systems (direct/indirect lighting)
o Primary heat is to be electrical baseboard heater unless otherwise directed.

Project Cost Estimates:

Preparation of the project costs estimates is to be done with the input of a professional quantity surveyor. The Concept Submission is to be complete with an indicative cost estimate (Class “D”) for the construction phase.


Design and construction schedules are to be provided with the Concept Submission. The schedules submitted are to refer to time period allotments required between milestone dates to complete the required tasks, rather than actual calendar dates.
Milestone dates are as follows:
o Meeting to confirm approval to proceed with detailed design, review issues, start design phase
o Progress meeting, mid-way between design start and 50% submission, design team to present status report and raise questions if any
o 50% design submission
o Review comments and feedback from 50% submission
o 75% Submission
o Review comments and feedback from 75% submission
o 99% Submission
o Review comments and feedback from 99% submission
o 100% Submission

The Phase II tender and construction schedule is to allow for a one week mobilization period to collect the documents and post the tender, a three week tender period, and two weeks to review bids and award the contract. The construction period is to be then presented in a form that designates the number of weeks to complete a particular construction line item. Line items should be indicated per discipline and be representative of the work required for the systems proposed. Normally these items overlap so the schedule should be presented as a Gantt chart which will identify the individual schedule line items, the time requirement to complete it, and illustrate the overall global context in which the construction will be carried out (e.g. activities indicated for week 1, week 2, week 3, etc. right up to project completion). The overall number of weeks for construction start to finish should be readily identifiable. The construction schedule/ Gantt chart should also include the period for project tendering and award at the beginning of the construction phase, as well as commissioning, training, furniture and equipment delivery and setup and move-in at project completion.


The Design phase of the project shall include the preparation of tender documents, which shall include: structural, civil, architectural, mechanical, electrical drawings and environmental disciplines sealed by the respective professional licensed to practice in the Province of Nova Scotia.

Submission descriptions are to include the following as minimum content:

50% Submission:
o AutoCAD file of building floorplan
o Submission to indicate design development progress from Conceptual Submission
o Site Plan showing utility service connection points and routing on lot
o Building located dimensionally on site
o Driveway layouts and parking areas identified
o Main entry of building identified
o Development of site layout, parking area from Conceptual Submission
o Development of floor plan showing rooms and dimensional location of interior walls
o Development of architectural building cross sections showing suspended ceiling heights and ceiling interstitial clearances
o Entry points for water/well, sewer/septic, electrical into building
o Capacity sizing information for heating and cooling loads for mechanical systems
o Catalogue cut sheets of main equipment components
o System schematic diagrams (e.g. ventilation, controls, etc.)
o Rough layout of schedules to be populated on future submission
o Locations of notable components such as air handling equipment, boilers, humidifiers, condensing units, transformers, electrical panels, cabinetry, reception counters
o Initial draft of specifications

75% Submission:
o AutoCAD file of building floorplan
o Significant design progress of all disciplines
o 95% completed site plans, utility connections, driveway layouts and parking lot plans
o Completed site development and grading drawings
o 95% completed building elevations and sections
o 95% completed wall types
o 95% completed reflected ceiling plan
o 95% complete roof plans
o Colour boards to be submitted for approvals and input
o Flooring samples to be submitted for approvals and input
o Development of architectural details
o All fire rated separations indicated on plans for other disciplines to reference
o Progress on doors schedules, window schedules, floor schedules
o Completed foundations and main structural components
o Progress on framing and roof truss plans and details
o 95% completed ventilation distribution indicated on plans with zoning indicated
o 95% completed plumbing layouts for water and sewer with all fixtures located
o 95% heating system layout completed (as applicable)
o Equipment schedules completed
o Schematics completed and detailed
o Controls points list is to be submitted
o A developed sequence of operations for the various HVAC components
o 95% completed electrical riser diagrams
o Significant progress on electrical power layout and schedules
o 95% completed lighting layout
o Significant progress on communications layout and detailing
o Security system components noted and located
o Development of specifications
o The construction cost estimated is to be resubmitted as an updated Class C estimate.

99% Submission:
o AutoCAD file of building floorplan
o All disciplines to have substantially completed their designs and all construction and bidding information and details are to be contained in the drawings and specifications.
o Specifications and front end documents to be submitted as completed documents
o Minor details are to be in the process of being finalized and with review comments to be incorporated to bring the 99% to 100% complete
o The construction cost estimate is to be resubmitted as an updated Class B estimate.

100% Submission:
o All requirements of 99% submission to be updated for 100% submission
o Review comments incorporated
o Final tender documents prepared with updated Class B estimate.

Cost Estimates
Preparation of the Project substantive cost estimates shall be done with the input of a professional quantity surveyor. Estimates shall be submitted as identified. The estimate is to broken down per discipline with contingencies identified.

3.4 phase ii – Tender and construction

Each discipline within the consultant team shall be responsible for performing a minimum of one inspection per month throughout the Project to ensure the building is being constructed as per design plans. Progress reports are also to be reviewed at this time and claims are to be verified with work completed on site. The Project Manager is responsible for reviewing documentation and submitting to Health Canada.

Professional services involving the tender call, issuing addenda, responding to contractor queries, monitoring and review of the tender results, bid opening and recommendations shall be included within the Tender phase. The project manager is responsible for organizing and conducting a building site visit during the tender process for perspective bidders.

The Project Manager is to ensure the following project elements are effectively coordinated throughout Phase II:

o Coordinate monthly Project meetings, chair, and prepare and distribute minutes of meetings
o Preparation of project schedules and updates
o Provide monthly status updates to the Band and Health Canada representative
o Review of all design documents and monitoring on site activity to ensure codes, standards and by-law compliance
o Coordinate modifications to design with approvals from Project Team, the Band, and Health Canada
o Coordinate reviews with Health Canada
o Preparation and coordination of addendums during tendering
o Shop drawing review
o Control, review and make recommendations for all Contemplated Change Orders, Change Orders, and Site Instructions with Health Canada, the Band, and the consultant team
o Coordination of furniture/small appliance procurement and set up
o Maintain photo journal of Project
o Coordinate commissioning of major building systems
o Review of record drawings and maintenance manuals
o Contract Administration
o Review and approval of progress payment requests from the General Contractor
o Maintain project files during construction on behalf of the Owner
o Issue letter of substantial completion
o Coordination of occupancy
o Deficiency inspections and reports
o Building review at 6 month operation
o Building review at 11 month operation

3.5 project management Services

The Project Manager is to ensure the following project elements are effectively coordinated throughout Phase I and Phase II of the Project:

o Coordinate Project meetings, chair, and prepare and distribute minutes of meetings
o Preparation of project schedules and updates
o Review of all design documents and coordinate monitoring of on site activity to ensure codes, standards and by-law compliance checks are done by the discipline representatives
o Coordinate modifications to design with approvals from Project Team
o Coordinate reviews from other groups such as Health Canada
o Coordination of project cost estimates and budgets
o Contract Administration
o Maintain project files on behalf of the Band

4 submission requirements – Phase i and PHASE II

We require a cost for professional services to carry out the requirements noted above for Phase I (Concept and Detailed Design) and Phase II (Tender and Construction). The cost is to be inclusive of sub-consultant and sub-contractor costs for such items as the professional quantity surveyor, geotechnical/ soils investigation, environmental work, incidentals, and discipline expertise.

Sealed proposal will be accepted until 12:00 PM Atlantic Time March 21, 2017. Each proposal should be signed and submitted in a sealed envelope and addressed as follows:

RE: RFP # 2017-12
Nathan Sack
Director of Operations
522 Church Street
Indian Brook, NS
B0N 1W0


Electronic submissions can be emailed to publictenders@sipeknekatik.ca
If submissions are electronic, please ensure you include RFP 2017-12 in the subject line.

4.3 contacts

Nathan Sack
Director of operations
Sipeknekatik First Nation
902 805 0152 (tel)

Safi Amir
Manager Facilities Unit
Health Canada
902-802-5721 (tel/cell)
902-426-4479 (fax)

The Sipekne’katik Band will not necessarily accept the lowest proposal received and it reserves the right to accept or reject any or all proposals submitted. Sipekne’katik Band members will be evaluated based on a 15% price preference. Actual contract pricing will be subject to reaching agreeable terms and conditions with the successful proponent. It is the proponent’s responsibility to check with the Band if any changes have been made to this RFP.