Request for Proposals
MINER’S MEMORIAL

1.0 Introduction
Modern Drumheller is commonly known as the Dinosaur Capital of the World. A wonderful and prosperous community, Drumheller enjoys the reputation of being one of Canada’s best communities to live in. However, our roots stray from that palaeontological connection.

In 1911, Samuel Drumheller was inspired by the quality of coal local ranchers were digging out of the badlands. By the time he registered a mine, other mining entrepreneurs were already developing mines and camps throughout the valley.

Thousands of miners seeking work and adventure poured into this isolated frontier. Taverns, gambling dens, bootlegging joints, and brothels quickly followed. Nearly half the coal miners were recent immigrants from Europe. It has been said that every European language was spoken on the streets, in the mines, and in the taverns of the Drumheller.

Next year, 2011, marks the centennial of that first mine in the Drumheller valley. And though the area’s last coal mine, the Atlas Coal Mine, halted production in 1979, nearly 60 million tons of coal had been extracted to heat homes, run trains, and make electricity, helping build this prosperous province along the way.

To help us honour and celebrate the lives lost to mining as this community we are planning the construction of a memorial acknowledging these men’s contribution to Drumheller’s development. This memorial will serve as a reflective space while also offering the opportunity to learn more about the history of the valley.

2.0 History
Over the years staff at the Atlas Coal Mine National Historic Site has constantly working to gather more information and history about mining in the Drumheller valley; nurturing relationships with former miners and their families.

After meeting with the family of the last two men to die, on the job, in a Drumheller mine (See Appendix A for details) it was suggested that a memorial be constructed to honour all men who gave their lives working in the valley’s mines. The response to such a request from living miners and supporters of the Atlas Coal Mine was overwhelming.

With the upcoming centennial of mining in Drumheller, it was only natural a miner’s memorial be an integral part of the celebration.

3.0 Project Scope and Vision
The Committee coordinating the Drumheller Mining Centennial is requesting proposals for the design and construction of a miner’s memorial. The project calls for the memorial to be built outdoors in a current green space in the town centre and integrates two artifacts on long-term loan from the Atlas Coal Mine National Historic Site.

The location for the memorial project is an outdoor space, located next to the Civic Centre and Municipal Library in downtown Drumheller (see Appendix B). A number of pedestrians pass by the space daily and traffic is routed to a major tourism attraction (The World's Largest Dinosaur) past the green-space. This will assure maximum exposure of the memorial's existence to the general public. The space will be open and available to the public 24 hours per day, 7 days per week.

This project aims to:
 Offer a reflective, usable, and physically accessible space for living miners, family/friends of miners, Drumheller residents, and visitors to the valley to acknowledge and learn about the past.(for site specifications and images of location see Appendix B)
 Integrate artifacts and interpretation of those artifacts along with a history of mining in the valley (Appendix C).
 Allow for naming recognition of miners who were killed on the job in Drumheller mines as well as the opportunity to update/change that element easily and economically.
 Acknowledge the historical significance of the Drumheller Mining Centennial and this memorial with the installation of a plaque.

This project is dependent on grant applications with a forecasted budget of $50,000.

The completion date for this project, including construction, is August 31, 2011 with an official unveiling on September 5, 2011.

4.0 Invitation to bid
4.1 Proposals must be received by the Drumheller Mining Centennial Committee by 5:00:59 p.m. MST (local time) on January 12, 2011.
4.1a Mail: Box 521, East Coulee, Alberta, Canada, T0J 1B0
4.1 b Courier: 110 Century Drive, East Coulee, Alberta, Canada, T0J 1B0
4.1 c Email: Linda Digby [pitboss@xplornet.ca] (PDF format only please)
4.2 Faxed bids can not be accepted.
4.3 Proposals submitted after the acceptance date shall not be considered and will be returned to the bidders unopened.
4.4 Proposals will be held by the Drumheller Mining Centennial Committee and opened in private.

5.0 Queries
5.1 Questions may be sent to the following designated project control officer(s):
Linda Digby
Executive Director
Atlas Coal Mine National Historic Site
pitboss@xplornet.ca
Only queries submitted via email will be accepted. Cut-off date for written queries is December 17, 2010.
Site visits to gain an understanding of the project and the scope of work is highly encouraged but not mandatory. The town of Drumheller is located approximately 90 minutes northeast of Calgary.

6.0 Intent & Deliverables
6.1 The intent of this solicitation document is to obtain proposals in support of the implementation of a Miner’s Memorial in celebration of the Drumheller Mining Celebration
6.2 The deliverables for this project are not limited to but include:
6.2a Concept Drawings
6.2b Engineering Drawings (Plans)
6.2c Conservation and Artifact Care (Plans)
6.2d Estimated Construction Budget and Options
6.2e Construction Drawings (Plans) and Tender Package.
6.2f Production of a maquette of the memorial
6.2g Consultations, site inspections, attendance at bi-weekly meeting throughout the construction phase of the project.
6.2h Construction of Miner’s Memorial
6.2i Final “As-is” Plans once construction is completed
6.3 All project documentation and plans will be delivered to the designated project control officer in digital original format, duplicate PDF format, and 24” X 32” (or larger) hard copy format

7. Materials and Plans
7.1 Site dimensions: 55’x 100’x 55‘x 95’ (see Appendix B)
7.2 Consideration for public use of the site is of utmost importance.
7.3 All materials and plans must consider visitor safety in these areas.

8. Available Resources
8.1 Demolition of current structures on the site and clean-up and removal of materials from that site will be conducted by the Town of Drumheller.
8.2 Artifacts, historical interpretation and names of miners for integration into the memorial will be provided by the Atlas Coal Mine National Historical Society.
8.3 Advice on the conservation and preservation will be provided by staff at the Atlas Coal Mine National Historic Site

9. Preliminary Project Schedule
Event Anticipated Date
RFP issued October 12, 2010
Deadline for Proponents to submit questions No later than December 17, 2010
Closing date for proposal submission January 12, 2011
Front-runner or short-list announcement Not before January 14, 2011
Contract term Anticipated April 1 to September 30, 2011

10. Selection Process
Proposals will be evaluated based on the following criteria:
Concept and Delivery Plan – 30%
Budgetary Expectations – 30%
Project Scope and Vision – 20%
Timeline and Deliverables – 10%
Company Profile & Qualifications – 10%

11. Submission Guidelines
11.1 Letter of Introduction: Including: RFP title, Proponent name, address, telephone number, email, fax number and contact person. One page introducing the Proponent’s company, signed by the person(s) authorized to bind the proponent to the proposed offer.
11.2 Table of Contents: Should include a list of all sections and appendices in the proposal response and indicate corresponding page numbers.
11.3 Project Requirements / Scope: Full details of the proposal including at least: general approach, work plan, schedule, methods, procedures, quality control, safety, project management, supervision, reporting structure and explanations of how all RFP/Project results/specifications will be achieved.
11.4 Pricing: A fully detailed budget indicating cost breakdowns in each area (design, engineering,) including payment schedule. Submit pricing as a fixed fee, including GST in pricing amounts.
11.5 Appendices: Attach other information as required by the RFP such as references, resumes, financial information and other relevant useful information.

12. Mandatory Requirements
12.1 Licensing: Proponent must be licensed to work within Alberta.
12.2 Insurance: Proponent must be insured as outlined in Appendix D.
12.3 Similar Services: Proponent must have provided similar services provided within the last five years.

13. RFP Conditions
13.1 Negotiation: Negotiation sessions may be held to work out contract details and other expectations of the parties applicable to the services / work, based on the RFP requirements and the proposal(s) submitted.
13.2 Acceptance of Proposal: The highest rated, lowest priced, or any proposal will not necessarily be accepted.
13.3 Proposal Revisions: Proposal revisions must be received prior to the RFP submission / closing date and time.
13.4 Disclosure Proposal information is proprietary and will be treated as confidential. Information pertaining to the Drumheller Mining Centennial obtained by the proponent as a result of participation in this project is confidential and must not be disclosed without written authorization from the Drumheller Mining Centennial Committee.

14. Execution
The successful firm will be required to sign a Memorandum of Agreement for Services (see Appendix for Terms and Conditions) within 2 days of awarding the contract, provide proof of insurance and Workman’s Compensation Board coverage.

15. Hold-Back
A hold-back of 10% will apply to all deliverables and all work completed for the duration of the project. Final payment will be processed when all work has been completed, deficiencies have been corrected and work has been accepted by the Drumheller Mining Centennial Committee.

Appendix A: THE MYER’S ACCIDENT
John, Robert (Babe), and Albert Myers were brothers who worked underground at the Atlas #4. Their father, Ole Myers, operated the boxcar loader at the tipple. Johnny, 32, was married to Olga, and had two small children. Babe was 27.

On January 26, 1962, the three brothers approached the cage at the end of their late shift. Because they were on haulage, they finished a little sooner than the rest of the crew. Albert remembered his lunch pail had been left behind, and returned to his workplace to fetch it. Johnny and Babe stepped into the cage, and the door closed behind them. They signaled for the hoistman to start lifting.

On the ascent up the shaft, there was a mechanical failure. The cage they were riding in failed to stop when it reached the surface landing. It continued until it struck the head sheave and tore loose from the rope. The cage fell to the bottom of the shaft, a distance of 423 feet. The brothers were killed instantly.

The first person on the accident scene was Albert, returning with his lunch pail.
Their father, Ole Myers, operated the boxcar loader at the Atlas for another 2 years.
John’s widow, Olga Skrlik, initiated the idea of a miners’ memorial in 2009.
NB: This was one of the last mine fatalities in Drumheller. There was one more: George Petrovics was killed by rockfall in the Monarch Mine in East Coulee on November 26, 1965.

Appendix D : TERMS AND CONDITIONS OF AGREEMENT

QUALITY WORK – The Contractor is to carry out and complete all its work to the specifications and satisfaction of the Drumheller Mining Centennial Committee, and according to generally accepted high standards of competency in the field of endeavor carried on by it or others who provide equivalent services. The memorial must meet provincial and municipal safety and fire standards.

INDEPENDENT CONTRACTOR – The Contractor is an independent contractor and is not a servant, employee or agent of the Drumheller Mining Centennial Committee OR ATLAS COAL MINE NATIONAL HISTORICAL SITE; and is not entitled to any benefits whatsoever other than to the express payments set out in this Agreement.

DELEGATION – The DRUMHELLER MINING CENTENNIAL COMMITTEE may in its sole discretion delegate any duties, powers and functions relating to this Agreement to any one or more designates of the Drumheller Mining Centennial Committee.

NO ASSIGNMENT OR SUBCONTRACTING – The Contractor shall not assign or subcontract any part of this Agreement or the work to be performed under it without the prior written consent of the Drumheller Mining Centennial Committee or the Drumheller Mining Centennial Committee’s designated representative, and in such case, these Terms and Conditions are to apply to the assignee or subcontractor, with all modifications necessary to fit the circumstances.

CONFIDENTIALITY – Any data or information concerning the Drumheller Mining Centennial Committee or any department, board, agency, or commission under the Drumheller Mining Centennial Committee’s administration, other than data or information available as a matter of public record, which is obtained by the Contractor in performing this Agreement shall be treated as confidential and not disclosed or made known to any other person without the written consent of the Drumheller Mining Centennial Committee. Notwithstanding completion or termination of this Agreement, this requirement shall continue in effect until waived by the Drumheller Mining Centennial Committee in writing.

FREEDOM OF INFORMATION – The terms of this Agreement, including the name of the Contractor, the consideration, term, and details of the work to be completed under the Agreement, are subject to disclosure under the Freedom of Information and Protection of Privacy Act.

OWNERSHIP OF WORK – Ownership of any work, information or material (the “Materials”) regardless of form, and including any copyright, patent, industrial design process, or trademark acquired or produced under or relating to this Agreement by the Contractor, its employees or agents, shall vest with the Drumheller Mining Centennial Committee, and the Contractor shall retain no right, title, or interest therein. These Materials shall be delivered to the Drumheller Mining Centennial Committee upon completion or termination of this Agreement. The Contractor warrants that it is the sole creator of the Materials and that the Materials are original. The Contractor irrevocably and unconditionally waives in whole all moral rights in respect of the Materials and declares that this waiver shall operate in favor of the Drumheller Mining Centennial Committee, the Drumheller Mining Centennial Committee successors, assignees, and licensees. In the case of any artistic work produced, the Contractor gives the Drumheller Mining Centennial Committee permission to present the artistic work at any public exhibition.

HOLD HARMLESS – The Contractor agrees to indemnify and hold harmless the Drumheller Mining Centennial Committee from any and all third party claims, demands, actions or costs (including legal costs on a solicitor client basis) for which the Contractor is legally responsible, including those arising out of negligence or willful acts by the Contractor or the Contractor’s employees or agents. This hold harmless provision shall survive this agreement.

INSURANCE – The Contractor shall, at its own expense and without limiting its liabilities herein, insure its operations under a contract of General Liability Insurance, in accordance with the Alberta Insurance Act, in an amount not less than $2,000,000 inclusive per occurrence, insuring against bodily injury, personal injury, and property damage, including loss of use thereof. Such insurance shall include blanket contractual liability. The Contractor shall also maintain Errors and Omissions insurance, in an amount not less than $1,000,000 insuring its liability resulting from errors and omissions in the performance of its professional services under this Agreement. Where appropriate, this insurance shall include coverage of claims arising from pollution risks.

INSPECT BOOKS – The Drumheller Mining Centennial Committee may, upon giving the Contractor written notice, receive permission to access files, data, correspondence, books and other accounting records for the purpose of conducting an audit of the work performed under this Agreement.

WORKERS’ COMPENSATION – The Contractor shall pay all fees required by and otherwise comply with all requirements of the Alberta Workers’ Compensation Act.

TERMINATION – This Agreement may be terminated by mutual agreement, or by the Drumheller Mining Centennial Committee, in the Drumheller Mining Centennial Committee’s sole discretion, by giving 14 days written notice to the Contractor. If the Agreement is terminated, the Drumheller Mining Centennial Committee shall only be liable for approved services performed up to and including the termination date.

TIME OF ESSENCE – In this Agreement, time is of the essence.

AMENDMENT – Upon mutual written agreement, the parties may amend the terms of this Agreement.

IF INVALID TERM – If any part of this Agreement is found or deemed to be illegal or invalid, the remainder of the Agreement remains in effect. This Agreement shall be governed by the laws of the Province of Alberta.

WHOLE AGREEMENT – This Agreement constitutes the entire and exclusive agreement between the Drumheller Mining Centennial Committee and the Contractor.

ENSUREMENT – This Agreement shall ensure to the benefit of and be binding upon the respective successors and permitted assigns of the parties.

CASH FLOW PROJECTIONS

April-June 2011 July-Sept 2011 Oct-Dec 2011
Amount $25,000 $20,000 $5000
Deliverable Final concept plans and design approved Memorial completed and ready to unveil September 5 Holdback released upon final approval