EXPRESSION OF INTEREST

Transcription

1 EXPRESSION OF INTEREST THIS IS NOT AN ORDER EOI WILL NOT BE OPENED PUBLICLY

2 Table of Contents Page # 1.0 THE PROJECT SCOPE OF SERVICES REQUIREMENTS FOR EXPRESSION OF INTEREST ( EOI ) Transmittal letter Qualifications of Proponent Experience of Proponent Project Team of Proponent Considerations EOI FORMAT Title Page Letter of Introduction Table of Contents EOI Length / Format Attachments Presentation EOI EVALUATION PROCESS AND CRITERIA Mandatory Criteria Scored Selection Criteria Interviews Evaluation and Selection ADDITIONAL TERMS AND CONDITIONS Irrevocability of Proposals Proponent Expenses Liability for Errors Confidentiality of Information Confidentiality of EOI s... 8 VENDOR PARTICIPATION RECEIPT CONFIRMATION FORM... 9 VENDOR PARTICIPATION NON-DISCLOSURE AGREEMENT

3 Issuing Office Technical Issues to the EOI Purchasing Issues to the EOI Recreation & Community Support Purchasing Rocky View County Rocky View County Ave. N.E Ave. NE Calgary, AB T2E 6X6 Calgary, AB T2E 6X6 TEL: (403) TEL: (403) FAX: (403) FAX: (403) Attention: Dari Lang Attention: Lisa Larson Rocky View County Authorized Representatives The only persons who are, or shall be, authorized to speak or act for Rocky View County with respect to this EOI, are those whose positions or names have been specifically designated by the Issuing Office. Key Dates a) Issuance of EOI September 11, 2012 b) Return Appendix A by September 26, 2012 c) EOI closing date October 11,

4 Closing Date and Time The sealed Expression of Interest, signed and dated by the Proponent s authorized representative, must be received by the Issuing Office by registered mail, courier, or hand delivery, not later than 14:00 on Thursday, October 11, 2012 and marked as follows: TO HELP ROCKY VIEW COUNTY IDENTIFY YOUR SUBMISSION, WE ASK THAT YOU PLEASECUT OUT THE LABEL BELOW AND AFFIX THIS LABEL TO THE OUTSIDE OF YOUR PROPOSAL SUBMISSION PURCHASING ROCKY VIEW COUNTY ND AVE NE CALGARY, ALBERTA, T2E 6X6 CANADA FILE NUMBER Regional Recreation Master Plan CLOSING DATE October 11, 2012 CLOSING TIME 14:00:00 REPLY TO: BUYERS NAME: Lisa Larson All Expressions of Interest shall be dated and time stamped upon receipt by the Issuing Office. In the case of a date and/or time dispute, the Issuing Office s date and time clock will govern. 4

5 1.0 THE PROJECT Rocky View County ( RVC ) surrounds the City of Calgary on its west, east and north sides. RVC also has several smaller urban neighbors which influences recreation and cultural amenities in the County. It s proximity to these adjoining municipalities has resulted in substantial growth over the last several years. RVC s current population figures are in excess of 35,000. Rocky View County works with fourteen other municipalities in providing recreational and cultural opportunities to their residents. They support over 80 community organizations and facilities through operational and capital funding. In 2011, Rocky View County provided almost $3,000,000 in funding to over 60 community organizations and facilities, with over 80% of the funding being distributed to amenities within neighbouring municipalities. Rocky View County Recreation & Community Support Services is interested in the development of new long term regional recreation master plan for the County. This master plan will be completed by creating a visionary approach and philosophy that will help to guide recreation and cultural planning and sustainability for the next 20+ years. This unique document will take into consideration quality of life, social planning, population growth, densities, safety, access, current and new recreational and cultural opportunities, short and long term sustainability, life cycle replacement and short and long term budgetary commitments. The intent of the regional recreation master plan is to address and provide: A 1-5 year transitional and sustainable plan A 5-10 and growth plan Inventory of current recreation and cultural amenities Benchmarks for new recreational and cultural opportunities Where new recreational and cultural infrastructure should be located Fiscal analysis on amenity sustainability of current amenities Sustainable development for new county recreational and cultural amenities Partnership opportunities for new amenity development Standards, benchmarks and sustainability analysis for life cycle replacement 2.0 SCOPE OF SERVICES The intent for this EOI is to solicit submissions from parties interested in assuming the lead role for the planning and development of new long term regional recreation master plan. Following the completion of the EOI process Rocky View County may publish a detailed request for proposal to those parties who have expressed interest or option to develop a pre-qualified list of vendors in which to solicit project proposals. Although some initial planning documents have been completed, the selected proponent will be required to provide the following services: Community mapping expertise that is aligned with county technical programs i.e. ESRI Geographic Information System (GIS) Public engagement forum/workshop experience Project execution plan development and timelines. Preliminary Budgeting Fee schedule for services noted 5

6 3.0 REQUIREMENTS FOR EXPRESSION OF INTEREST ( EOI ) The EOI must include, but is not limited to, the following documents: 3.1 Transmittal letter The proponent must include a Transmittal letter in the EOI which indicates: a. the registered name and address of the submitting firm that will be responsible for the project; b. the name, title, and contact information for the Principal who will oversee the project. The Principal must have the authority to speak on behalf of the firm with regard to contractual and policy matters. 3.2 Qualifications of Proponent A corporate profile of the proponent, which outlines the background of the proponent, project examples and an organizational chart for the proposed project team. 3.3 Experience of Proponent A brief history of previous experiences/projects of the firm, related to this EOI, should be provided. 3.4 Project Team of Proponent The proponent shall submit background information relative to the size and description of firm(s) or team. The proponent shall indicate the Project Team's qualifications and capabilities for the project, including similar past projects members have completed. Summarize the qualifications of the key staff and how these staff will be organized and supervised on the project. If subcontractors are being used, include the same information for each of them. Include 2 references of similar completed, or in progress, projects. 3.5 Considerations The proponent should demonstrate their commitment to addressing the following: a. Timelines 4.0 EOI FORMAT The proponents should develop a timeline which sets out the various stages of the project. b. Project Delivery What delivery method will the proponent utilize in completing the project? Examples of how any innovative processes have been proven to work in similar projects in Western Canada. c. Community Engagement What processes does the proponent propose that would ensure the highest level of County and community collaboration? 4.1 Title Page Please submit the following information on the title page: A. Proponent s complete corporate name B. Submission closing date C. Proponent s corporate address D. Telephone number, facsimile number and address E. Name and contact information for the principal contact person 6

7 4.2 Letter of Introduction The letter will introduce the firm as well as provide an overview of the EOI that reflects the proponent s understanding of the project. The Letter of Introduction must be signed by the person(s) authorized to sign on behalf of the firm binding the firm to statements made in the EOI. Original signed copies will be in all submitted documents. 4.3 Table of Contents The table of contents will include major headings in accordance with sections 3.1 through 3.5 of this EOI. 4.4 EOI Length / Format EOI clarity, including brevity, and format, will be evaluated and awarded points accordingly. The format should correspond with sections 3.1 through 3.5 of this EOI. 4.5 Attachments Additional information such as company descriptions, previous related projects undertaken by the firm and personnel resumes (of proposed team members) should be attached under separate headings. 4.6 Presentation Proponents should be prepared to make a presentation in an interview process. 5.0 EOI EVALUATION PROCESS AND CRITERIA 5.1 Mandatory Criteria The submission must be provided in 6 copies all with original signed cover letters. RVC MUST receive 6 copies of the submission by no later than 14:00 local time, Thursday, October 11, 2012 Any EOI s received after that date and time will be considered invalid and be returned to the Proponent unopened. 5.2 Scored Selection Criteria EOI submissions will be reviewed for completeness with reference to the requirements outlined in sections 3.1 through 3.5. Submissions meeting requirements outlined in sections 3.1 through 3.5 will be evaluated based on the following criteria and their assigned weights: Capability & Capacity (20%) Proponent will clearly demonstrate the capability of their firm to complete the project within budget and timelines as well as demonstrate a clear capacity within their organization to accept a new project. Project experience and collaboration (20%) - Project experience will be based on past projects completed by the applicant. References may be contacted to evaluate project experience with emphasis on: adherence to timelines, adherence to budgets, technical and management capability, qualifications of subcontractors, if required, and overall client satisfaction. Collaborative history will be evaluated based on past projects completed by the applicant and may be reviewed to determine ability to work closely and effectively with clients. References may be contacted to evaluate collaborative history. Project understanding (25%) Clarity of understanding the scope, complexities and timing of the project. Innovative thinking (25%) - Innovative thinking will be evaluated based on previous projects as well as strategies to address considerations outlined in section 3.5. References (10%) - References may be used to assist in evaluating the above criteria as well and determining client satisfaction with regards to past and current projects. 7

8 5.3 Interviews Because of time constraints RVC may contact and meet with proponents as they confirm interest through the advertisement process posted on from the period of October 11, 2012 to October 16, RVC will require selected proponents to participate in an interview to discuss their EOI. 5.4 Evaluation and Selection Notwithstanding proponent evaluation scores, RVC reserves the right to negotiate a final agreement with the proponent it believes will offer the best value to RVC. 6.0 ADDITIONAL TERMS AND CONDITIONS 6.1 Irrevocability of Proposals At the appointed closing time, all EOI s become irrevocable. By submission of an EOI, the applicant agrees that should its proposal be selected, the proponent will negotiate a contract with RVC. 6.2 Proponent Expenses Proponents are solely responsible for their own expenses in preparing the EOI, presentations of their EOI, and all costs incurred for an interview and negotiating a contract. 6.3 Liability for Errors The information contained in this EOI is supplied solely as a guideline for proponents. The information is not guaranteed or warranted to be accurate by RVC, nor is it necessarily comprehensive, and may be subject to change. 6.4 Confidentiality of Information Information pertaining to the project obtained by the proponent as a result of participation in this project is confidential and must not be disclosed without written permission from RVC. 6.5 Confidentiality of EOI s RVC is subject to the Freedom of Information and Protection of Privacy Act. That Act creates a right of access to records in the custody or under the control of RVC, subject to the specific exemptions in that right set out in the Act. RVC will receive all EOI s submitted in response to this EOI in confidence. Because of the right of access to information created by that Act, RVC does not guarantee that information contained in any EOI s will remain confidential if a request for access in respect of any EOI is made under the Act. Applicants are required to keep their EOI s confidential and must not disclose their EOI s, or information contained in them, to anyone else without the prior written consent of RVC. 8

9 APPENDIX A VENDOR PARTICIPATION RECEIPT CONFIRMATION FORM COMPANY NAME: ADDRESS: Please complete these forms (Pages 9, 10) and fax IMMEDIATELY to: Rocky View County Attention: Lisa Larson, Purchasing Coordinator Ave. NE Calgary, AB T2E 6X6 Facsimile: (403) Failure to return these forms MAY result in a termination of communication regarding this EOI. CITY: PROVINCE: POSTAL CODE: CONTACT PERSON: PHONE NO: FAX NO: ADDRESS: I have received a copy of the above noted EOI. Yes, I will be responding to this EOI. I understand any further correspondence will be made available on the Alberta Purchasing Website ( under the entitled project name and number. It will also be my responsibility to seek this information as it becomes available. If the above mentioned website is not available in due course, I agree to have Rocky View County Purchasing Services to send further correspondence that it deems to be of an urgent nature by the following method: SIGNATURE: Courier collect Facsimile No, I will not be responding to this EOI. I understand that if I do not submit a Proposal, this will not affect our company s status as a potential Proponent to Rocky View County in the future. I also understand that if I do not return this form, our company will not receive any further notices with regard to this EOI. TITLE: DATE: 9

10 APPENDIX A VENDOR PARTICIPATION NON-DISCLOSURE AGREEMENT Please complete these forms (Pages 9, 10) and fax IMMEDIATELY to: Rocky View County Attention: Lisa Larson, Purchasing Coordinator Ave. NE Calgary, AB T2E 6X6 Facsimile: (403) The content of this EOI is regarded as proprietary to Rocky View County and the Proponent. This EOI, any subsequent Contract and all pertinent information, are deemed confidential and may not be disclosed to any third party without the prior written permission of both parties. CORPORATE NAME AND ADDRESS: Company Name: Street Address: P.O. Box: Phone: ( ) CITY: Fax: ( ) Province: Postal Code: Address: REMIT TO: LOCAL REPRESENTATIVE: Address: Phone: Fax: CONTACTS: (include address, phone and fax numbers, if different from above): Accounting: Technical Information: Contract Administration: SIGNATURE: TITLE: DATE: 10

11 APPENDIX B COMPANY REFERENCES Reference #1 Company Location Contact Name Title Telephone Type of services provides Year(s) that service s were provided Reference #2 Company Location Contact Name Title Telephone Type of services provides Year(s) that service s were provided Reference #3 Company Location Contact Name Title Telephone Type of services provides Year(s) that service s were provided 11