Introduction
The Town of Three Rivers (the "Town") is inviting quotation from qualified Contractors.
BACKGROUND
The Town of Three Rivers was officially formed on September 28th, 2018. It was made up of the former Towns of Georgetown and Montague, the Village of Cardigan, the Communities of Brudenell, Lorne Valley, Lower Montague, Valleyfield and unincorporated areas that stretch from Panmure Island to Launching to Greenfield. The Town has approximately 8,000 people.
The Town is governed by the Three Rivers Town Council, which is comprised of a mayor and eight Councilors representing 4 wards. The mayor is elected at large, and Councilors are elected by ward with elections held every four years. The next election is scheduled for November 2, 2026.
Three Rivers provides a wide array of services including utility, planning, recreational facilities, fire protection, public works and administration.
NO OBLIGATION TO PROCEED / CANCELLATION / TOWN'S DECISION MAKING
The Town fully intends to proceed with the RFQ but is under no obligation to accept any proposal. The RFQ may be cancelled in whole or in part without penalty for reasons including substantial changes in requirements, information received after issuance that substantially alters the procurement, insufficient competition, or other sufficient justification at the Town's discretion. The Town may cancel the RFQ, reject all proposals, or acquire the subject of the RFQ through other means. The Town may exercise any contractual right or remedy at its absolute discretion.
ENQUIRIES / ERRORS AND OMISSIONS / ADDENDA
All enquiries related to this Request for Quotes are to be directed, in writing, by email, to dmacdonald@threeriverspei.com. Information obtained from any other source is not official. Any ambiguities, inconsistencies, uncertainties, or other errors should be directed, in writing, to darsenault@threeriverspei.com. The Town may issue addenda, corrections, or extensions to modify the RFQ prior to closing.
ELIGIBILITY / EVALUATION AND SELECTION / PROPOSAL CLARIFICATION / DEBRIEFING
Proposals will not be evaluated if the proponent's interests give rise to a conflict of interest. Proposals will be evaluated against mandatory criteria; those not meeting mandatory criteria will be rejected. Proposals meeting mandatory criteria will be scored against desirable criteria. The Town may interview proponents after closing to clarify proposals. Unsuccessful proponents may request a debriefing; the Town has no obligation to proceed with a debriefing meeting.
SIGNED PROPOSALS / ALTERNATIVE SOLUTIONS / CHANGES TO PROPOSAL WORDING / IRREVOCABILITY OF PROPOSALS
Proposals must be signed by an authorized person. Alternative solutions may be submitted as separate proposals and clearly marked. Proposal wording shall not be changed after closing unless requested by the Town for clarification. Proposals are irrevocable after the official closing time. A proponent may submit a further proposal up to the official closing time; the last proposal received supersedes prior submissions. Proposals remain valid for 120 days following the closing date unless extended in writing.
ASSIGNMENT / CONFIDENTIALITY / CONFLICT OF INTEREST / LAWS
The RFQ and any resulting contract may not be assigned by the proponent without prior written consent of the Town. The successful proponent agrees not to release confidential information without written approval. Any potential conflict of interest must be disclosed in writing. The RFQ is governed by the laws of the Province of Prince Edward Island.
FINAL AGREEMENT / GRATUITIES
This solicitation does not contain all terms required for conducting business with the Town. The Town may cancel any contract if gratuities were offered to influence the award.
INSURANCE AND WORKERS COMPENSATION / PERFORMANCE / VALIDITY OF PROPOSALS
The successful proponent must carry and keep in force public liability insurance Commercial General Liability or equivalent of not less than $5,000,000 per occurrence, with the Town as additional insured and cross liability coverage, and provide a Certificate of General Liability Insurance satisfactory to the Town. Professional liability insurance of not less than $5,000,000 is required, with a deductible not exceeding $10,000 per claim. Proof of Workers Compensation Board good standing for Prince Edward Island may be requested. The Town may cancel agreements based on performance; a cure period of up to 15 business days may be provided. Proposals must remain valid for 120 days following the closing date.
PROPOSED CONTRACT TERM / PROJECT COMPLETION DATE
The proposed contract term shall be March 1, 2027 - October 1, 2027. The Work is anticipated to commence in March 2027 and shall be substantially completed by July 2027.
PROJECT OVERVIEW / SCOPE OF WORK
The Town of Three Rivers invites quotations from qualified contractors for new accessibility improvements at the Garden of the Gulf Museum, 564 Main Street, Montague, PEI.
The Work generally includes, but is not limited to:
- Construction of an accessible entrance ramp and viewing deck in accordance with the Contract Drawings and Specifications.
- Construction of a new accessible (barrier-free) washroom building measuring approximately 3.5 m × 3.4 m, including all associated foundation, structural, architectural, mechanical, electrical, utility connections, and finishing work required for a complete and operational facility.
- Demolition, modifications, and tie-ins to the existing Museum structure as shown on the Contract Drawings and required for completion of the Work.
- Completion of all associated site work, including grading, walkways, reinstatement, and accessibility improvements necessary to provide safe and barrier-free access to the facility.
- Provision of all labour, materials, equipment, supervision, transportation, permits, licenses, and approvals required to complete the Work (excluding the building permit, which will be obtained by the Town), together with all incidental work necessary to complete the project in accordance with the Contract Documents.
- Restoration of the Museum's north entrance door, including removal of existing obstructions, repairs, preparation, painting, and provision of accessible door hardware if compatible, together with all related work necessary to provide a functional, weather-tight, and accessible entrance while maintaining the door's heritage character.
All barrier-free and accessibility work shall comply with the requirements of the applicable building code as invoked by the Contract Drawings and Specifications. The Work shall be completed in accordance with drawings and specifications prepared by Coles Associates Ltd. and any addenda issued prior to closing.
COORDINATION REQUIREMENTS
The Garden of the Gulf Museum is closed to the public until late June 2027. The successful contractor shall coordinate all work activities to ensure that the operations of the nearby Home Hardware, including access to and use of the parking lot, are not adversely affected and that business activities remain uninterrupted throughout the project. The contractor shall provide advance notice of any temporary disruptions required to complete the Work.
CONTRACTOR RESPONSIBILITIES
The successful contractor shall:
- Obtain and pay for all permits, inspections, utility locates, licenses, and approvals required to complete the Work, excluding the building permit which will be obtained by the Town.
- Comply with all applicable Occupational Health and Safety legislation and regulations.
- Provide and maintain all necessary signage, barriers, traffic control, personal protective equipment, and safety measures required for the safe execution of the work.
- Protect all municipal and private property affected by the work and repair or replace any damage resulting from construction activities at no cost to the Town.
- Remove all surplus materials, debris, equipment, and construction waste upon completion.
- Restore all disturbed areas, including lawns, landscaping, walkways, grades, and site features, to a condition equal to or better than that existing prior to construction.
- Protect the existing Museum building, exhibits, landscaping, and adjacent properties throughout construction and exercise care when performing work on existing heritage elements; any damage to heritage materials shall be repaired to the Town's satisfaction.
WARRANTY
The successful contractor shall warrant all workmanship, materials, and equipment supplied under this contract for a period of one (1) year from the date of Substantial Completion and shall promptly correct any deficiencies identified during the warranty period at no cost to the Town.
SUBMISSION REQUIREMENTS
Interested contractors shall submit:
- A completed Contractor Pricing Form.
- Company contact information, including the name of the primary project contact.
- A summary of the firm's experience on projects of similar scope, including accessibility upgrades, public facilities, and heritage restoration work, as applicable.
- A brief description of the proposed approach and methodology for completing the work.
- Confirmation of the ability to meet the required project schedule, including an estimated project start and completion date.
- Description of how public access to the museum will be maintained during construction.
- Names and qualifications of key personnel who will be assigned to the project.
- Two (2) references for similar projects completed within the last five years.
- Proof of required insurance coverage.
Quotations shall remain valid for a period of one hundred twenty (120) days following the closing date.
CONTRACTOR BID FORM
The RFQ includes a Contractor Bid Form requiring company name, address, email, contact person and phone, lump sum price, taxes, total bid price, and a contractor declaration acknowledging review of RFQ and contract documents and confirming the quoted price includes all required items (excluding the building permit to be obtained by the Town). The declaration confirms the quotation shall remain irrevocable and valid for 120 days following the RFQ Closing Date.
SUBMISSION AND DEADLINE
Interested parties shall provide a written response in either digital or print form by November 19, 2026, no later than 2:00 PM, addressed to: Dawn Arsenault, Manager of Finance, 172 Fraser Street, P.O. Box 546, Montague PE, C0A 1R0 or by email to darsenault@threeriverspei.com.
EVALUATION
Evaluation criteria and weights: Understanding of the Project and Proposed Approach 20%, Relevant Experience on Similar Projects 25%, Heritage Restoration Experience 10%, Project Schedule and Maintaining Museum Access 15%, Key Personnel and Qualifications 10%, Price 20% (Total 100%). Detailed evaluation factors for each criterion are provided in the RFQ.
