ENGINEERING SERVICES - SIDEWALK DESIGN 2027

Description: REQUEST FOR QUOTATIONS ENGINEERING SERVICES - SIDEWALK DESIGN 2027 NOVEMBER 2026 FILE #2026-060 RFQ TITLE Engineering Services - Sidewalk Design 2027 Please use this title on all correspondence. CONTACT PERSON The contact person for this RFQ is: Connie McGaugh, Purchasing Officer Email: tenders@charlottetown.ca INQUIRIES Please direct all inquiries within 3 business days before closing via email to the contact person named above. No telephone enquiries accepted. ADDENDA Any addenda will be posted on the City of Charlottetown webpage. CLOSING DATE/TIME The closing time is: Thursday, November 19th, 2026, at 2:00:00 pm local time AWARDS Results of this RFQ will be posted on the City Awards website. DELIVERY ADDRESS One (1) electronic copy of the bid proposal is required to be emailed to tenders@charlottetown.ca by the closing date/time. Please include the title of the RFQ in the subject line of the email. It is the responsibility of the bidder to obtain confirmation from the City's Finance Department via email or phone that their bid proposal has been received. The proponent must complete the forms within this document and provide a detailed proposal. Proposals are to be submitted to the Purchasing Officer by email to tenders@charlottetown.ca with the title of the RFQ, "Engineering Services - Sidewalk Design 2027" clearly marked in the subject line of the email before 2:00:00 PM local time on November 19th. It is the responsibility of the bidder to obtain confirmation from the City's Finance Department via email or phone that their bid proposal has been received. Late proposals will not be accepted. Any addenda will be posted on the City of Charlottetown website. Bidders are responsible for checking the website for submission/quote/tender notices, documents, and addenda. The City is not responsible for ensuring bidders have obtained addenda. This RFQ creates no obligation on the part of the City of Charlottetown to award the contract or to reimburse bidders for RFQ preparation expenses. The City of Charlottetown reserves the right to accept or reject any and all quotes, in whole or in part, received as a result of this request, and to negotiate in any manner necessary to best serve the interest of the City. The decision as to which submission best satisfies the needs of the City rests solely with the City and any decision is not open to appeal. Submissions will not be evaluated if the Bidder's current or past corporate or other interests may, in the City's opinion, give rise to a conflict in connection with this project. The City specifically reserves the right to reject all quotes if none is considered to be satisfactory and, in that event, at its option, to call for additional quotes. No term or condition shall be implied, based upon any industry or trade practice or custom, any practice or policy of the City or otherwise, which is inconsistent or conflicts with the provisions contained in these conditions. At the election of the City, whether or not a bid or bidder otherwise satisfies the requirements of the RFQ, the City may reject summarily any bid received from a corporation or other person which has been anywise involved in litigation, arbitration or alternative dispute resolution with the City within the five (5) year period immediately preceding the date on which the request for quotations was published. The City's evaluation may include information provided by the bidder's references and may also consider the bidder's past performance on previous contracts with the City or other institutions. The City may prohibit a bidder from participating in a procurement process based on past performance or based on inappropriate conduct in a prior procurement process, and such inappropriate conduct shall include but not be limited to the following: (a) the submission of quotations containing misrepresentations or any other inaccurate, misleading or incomplete information; (b) the refusal of the bidder to honour its pricing or other commitments made in its submission; or (c) any other conduct, situation or circumstance, as solely determined by the City. A Bidder who has already submitted a bid may submit a further bid at any time up to the official closing time. The last submission received shall supersede and invalidate all submissions previously submitted by that bidder for this RFQ. Any bidder may withdraw or qualify his/her submission at any time up to the official closing time by re-submitting a new bid to the City. The time and date of receipt will be marked thereon and the new submission will be placed in the tender folder. The new submission shall be marked on the subject line of the email by the Bidder as "Resubmission #" along with the name of the RFQ and to the attention of the Purchasing Officer. Bids may be withdrawn at any time prior to opening upon written request from the bidder. Negligence on the part of the bidder in preparing his/her bid shall not constitute a right to withdraw a bid subsequent to the bid opening. Any potential conflict of interest must be disclosed to the City in writing. Any conflict of interest identified will be considered and evaluated by the City. The City has the sole discretion to take the steps they deem necessary to resolve the conflict. If, during the term of the Contract, a conflict or risk of conflict of interest arises, the Contractor will notify the City immediately in writing of that conflict or risk and take any steps that the City reasonably requires to resolve the conflict or deal with the risk. The City reserves the right to cancel any RFQ at any time without recourse by the contractor. The City has the right to not award this work for any reason including choosing to complete the work with the Owners' own forces. All questions in respect of this RFQ must be addressed, in writing, by email to tenders@charlottetown.ca. Questions must be received no less than three (3) business days before the closing date of this RFQ. Sustainability & Supplier Code of Conduct: The City of Charlottetown is committed to leveraging its procurement to improve the sustainability of its operations and strengthen Charlottetown's environmental, social, and economic prosperity. The City expects Proponents and their supplier(s) to have responsible business practices, operations and processes that support protecting the environment and are socially responsible. The Supplier Code of Conduct (Appendix A) sets the minimum expected ethical and human rights standards for vendors and their suppliers. 1.0 Scope of Work 1.1 Overview The successful Proponent will be required to produce detailed designs, construction drawings, cost estimates and tender documents, and other design and/or administrative tasks normally associated with this type of work, for the construction of sidewalk at four (4) sites in Charlottetown. Please note that it is the City's intention to tender this work as one tender package. The approximate project sites are shown in the following section. Construction of this project is anticipated to occur in 2027, with the contract expected to be awarded to construction contractors in Spring 2027. Designs for all project sites should meet the most current safety and accessibility guidelines with respect to pedestrian crossings, sidewalk ramps, curb ramps, tactile walking surface indicator placement, etc. Industry leading guidelines and best practices shall be followed throughout the design process for all projects. 1.2 Scope of Services 1.2.1 General Requirements The successful Proponent will complete all professional engineering and design services necessary to deliver tender-ready packages for the identified project sites. Services will include, but are not limited to: • Field investigations including topographic and legal surveys; • Preliminary and detailed construction ready design drawings; • Class A cost estimates; • Identify utility conflicts and stakeholders; • Preparation of tender documents and specifications; • Support during tender review and limited construction-phase technical assistance (as required). Please note: Geotechnical investigations are not required to be provided by the successful Proponent. The City will retain any investigative geotechnical services deemed necessary and provide the successful Proponent with the resulting information. 1.2.2 Survey Requirements The successful Proponent or their sub-consultant will be required to carry out all survey work required to complete the design. Survey work shall include, but not be limited to: legal boundary survey determined by a Prince Edward Island Land Surveyor, topographical survey information including roadways, paved pathway and sidewalks (extended for 20 metres outside the parcel area), curb & gutter, overhead and underground utility services, signs, light standards, utility poles, electrical transformers, building corner and footprint of all buildings within the parcel and partial footprint of all buildings within 5 metres of the parcel, driveways, parking lots and walkways, retaining walls, fences, railings, catch basins, and fire hydrants. Spot elevations sufficient to contour the site at 0.25 metre intervals, and contours at 0.25 metre interval. Topographical Survey Deliverables include an existing conditions plan, final site plan georeferenced in the Prince Edward Island coordinate system (PEI double stereographic) and provided in both PDF and CAD Civil 3D file formats (.dwg). The site plan is to include all topographic survey points and base plan linework. All site inspections must include appropriate traffic control measures and comply with the Prince Edward Island Occupational Health and Safety Act and all related regulations and guidelines. 1.2.3 Deliverable Requirements Draft versions of all deliverables must be submitted to the City for review. Unless otherwise directed by the City, a standard review period of one week should be assumed for all submitted draft deliverables. After receiving feedback from the City, the Proponent shall address and resolve all comments, and submit a Comments Tracking Log, along with responses and revised drawings/documents, for further review. No deliverable shall be considered "final" until formally accepted by the City in writing. Each deliverable must clearly include the project name in its title. Final design drawings must be stamped by a Professional Engineer registered to practice in Prince Edward Island. Design shall follow applicable guidelines and best practices for safety and accessibility. All reports, drawings, and calculations must be prepared in metric units, with drawings at an appropriate scale to clearly represent the design. Verify that the AutoCAD Civil 3D file exactly matches the issued PDF version. Electronic copies of all deliverables shall be provided to the City. Drawings must be submitted in the latest version of AutoCAD, and reports in the latest version of Microsoft Word. 1.2.4 Other Design Considerations/ Requirements The proponent shall identify and communicate any potential utility conflicts within the project area. The design shall minimize impacts on City trees and the urban canopy in accordance with City bylaws. As part of the proposal, the Proponent must clearly identify that they understand the requirements of the work and that they have a good working knowledge of the City's existing specifications and infrastructure. The Proponent shall be responsible for ensuring they are familiar with the work area and understand the scope of work and expectations to complete the work. 1.3 Project Management 1.3.1 Overview The Proponent shall identify the staff who will be assigned to the project, including a dedicated Project Manager who will be responsible for overall coordination with the City, and their relevant experience. Any proposed changes in assigned personnel must be approved by the City prior to implementation. The Project Manager shall oversee communications, schedule, and deliverables. The successful Proponent is not responsible for providing project management or construction inspection services during the construction phase of the project. However, the successful Proponent will be required to review shop drawings, may be called upon to provide technical assistance and answer questions relating to the designs should they arise. It may be assumed that the required level of effort for answering ad hoc questions about the designs is 8 hours; an hourly rate at which these services will be billed should be noted as part of the proposal in case the level of effort exceeds 8 hours. 1.3.2 Meetings and Reporting The Project Manager will be expected to provide regular progress updates throughout the design phase. This will include biweekly one-hour progress meetings with the City's representative and the submission of monthly written status reports. Reports shall outline the current schedule and budget status, progress on deliverables, identification of risks and opportunities, and tasks planned for the following period. If there is a deviation from scope, schedule, or budget, the Project Manager is expected to communicate this to the City immediately. The Proponent shall prepare agendas in advance of all meetings and provide draft and final minutes within three (3) business days, documenting attendance, discussion points, decisions, and action items. Biweekly progress meetings shall be followed up with an email summary outlining discussion and action items instead of formal meeting minutes. The Proponent will be responsible for chairing and documenting a 1.5-hour kickoff meeting with the City. Invoices are also expected to be submitted monthly alongside the status reports. Invoices shall be consistent with the approved cost proposal and must include a breakdown of work completed, and percent complete for each task. 1.4 Data The City will provide, upon request by the successful Proponent, all available information related to the project sites, including but not limited to recent aerial imagery, existing GIS data and/or existing record drawings, recent traffic count data if available and other available data as needed. 1.5 Project Sites It is expected that project details for each site will be confirmed through early discussions between the City and the successful Proponent. The projects are expected to include a 1.8 metre wide concrete surface for sidewalk and will be accompanied by a concrete curb and gutter system. Where site conditions permit, the City aims to provide a grass boulevard area between the curb, and the sidewalk. Project Site 1: Cooper Avenue — Cooper Avenue from Queen Street to Atlantic Road. Total length of approximately 150 m. Project Site 2: Maplewood Crescent — Maplewood Crescent from Moreau Drive to Edinburgh Drive. Total length of approximately 145 m. Project Site 3: Highland Avenue — Highland Avenue from Greenfield Avenue to North River Road. Total length of approximately 85 m. Project Site 4: York Lane — York Lane from Prince Charles Drive to Queen Elizabeth Drive. Total length of approximately 75 m. The Proponent shall ensure that each sidewalk location below is priced as a lump sum on a per project site basis, and that all incidentals, including but not limited to, numerous in-person meetings with the City of Charlottetown staff and relevant stakeholder groups, survey work, additional resources, etc. are included in the bid price. 1.6 Summary of Deliverables 1. Legal and topographic surveys data and drawings 2. Design Drawings - conceptual, 50%, 99%, and final detailed drawings in pdf and AutoCAD dwg format projected in the Prince Edward Island coordinate system. 3. Class A Cost Estimates 4. Construction Specifications & Tender Documents 5. Monthly Progress Reports 6. Meeting Minutes 7. Contract Documents (to be prepared by the consultant on behalf of the City) 1.7 Anticipated Timeframes Request for Quotations Issued November 5th, 2026 Last Date for Submission of Questions November 12th, 2026 Request for Quotations Closes November 19th, 2026 Anticipated Contract Award November 23rd, 2026 50% Completion Deadline January 22nd, 2027 99% Completion Deadline February 19th, 2027 Tender Package Complete March 5th, 2027 1.8 Bid Evaluation Award will be based upon compliance to the specifications in the RFQ and the lowest total bid price submitted (sum of all four project sites). The specified documents shall be properly completed and must be submitted by the deadline in order to qualify as a valid bid. The City is not bound to accept the lowest or any bid received. Insurance, indemnity, payment terms, and other standard RFQ contract provisions are included in the document. Appendix A contains the Charlottetown Supplier Code of Conduct with expectations on labour, health and safety, environmental responsibility, and anti-corruption.