Request for Proposals

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1 Request for Proposals Subject Matter Expert for French Creek Pollution Control Centre Wastewater Treatment Plant Expansion Closing: Three (3) complete hard copies plus 1 electronic (CD) copy prepared in PDF format of each Response must be received before 2:00 PM Pacific Time on May 31, 2016 Closing location: Regional District of Nanaimo Regional and Community Utilities Second Floor 6300 Hammond Bay Road Nanaimo, BC V9T 6N2 Contact person: Maurice Mauch Project Engineer Wastewater Services Phone

2 Contents 1 Background Scope Schedule Proposal Submission General Submission Contact Person Requests for Information Closing Date Late Responses Signed Offer Changes to Proposal Wording Withdrawal Acceptance of Proposals Definition and Form of Contract Modification of Terms Ownership of Responses Confidentiality of Information Proposal Evaluation Criteria Mandatory Criteria Experience, and Commitment Past performance, and references Project Understanding, Methodology, Task List and Deliverables Fees... 7 i

3 1 Background The Regional District of Nanaimo (RDN) owns and operates the French Creek Pollution Control Center (FCPCC), a secondary treatment wastewater facility at 957 Lee Road in French Creek. In 2011, a study was completed that indicated that the facility is nearing capacity and that expansion is required The RDN wishes to retain the services of a subject matter expert to assist staff with the preparation of a comprehensive scope of work for the preliminary design of the upgrade. The work will include of review of background information, discussions with plant staff, and a review of current operational issues. The selected person may be further involved in the project from the selection of engineering consulting services through to the onset of construction. 2 Scope The purpose of the Request for Proposals (RFP) is to obtain proposals from subject matter experts with extensive knowledge of and experience with the design and construction of municipal wastewater secondary treatment facilities. An outline of the key tasks to be completed is described below. Phase 1: Background review and project familiarization 1. Conduct a site review of the existing FCPCC facility. 2. Review existing as constructed information, the Secondary Treatment Process Selection Report, recent annual operating reports, background geotechnical information, and other background information. 3. Review project background with wastewater staff; gather input on required upgrades from staff. 4. Review flow monitoring data and recent flow report completed by Koers and Associates. 5. Determine what further studies will be required to ensure sufficient information is available to complete the pre design and detailed design of the plant expansion and upgrades project. Phase 2: Preparation of Engineering Predesign Services RFP 6. Prepare a report summarizing a. the project background b. proposed scope of work for the plant expansion and upgrades project c. estimated total cost of the plant expansion and upgrades project d. the proposed plant expansion and upgrades project design and construction schedule e. areas that require further study and or data collection f. a recommended construction procurement method. 7. Prepare a scope of work for an engineering services RFP. The scope of work will include pre design of all identified works including integration of the existing facilities. The scoping document should be based on the integrated design process. 2

4 8. Facilitate a workshop to review the proposed scope of work with FCPCC wastewater operational staff. 9. Integrate input for the workshop into the final engineering services pre design RFP. 3 Schedule The schedule is as follows: RFP Closing Date: May 31, 2016 Anticipated Award Date: June 13, 2016 Anticipated start of work: June 20, 2016 Anticipated submission of final report and predesign RFP: September 16, Proposal Submission 4.1 General This section describes the expectations for proposal submission and the basis for evaluation. Proposal layout and content should be in general alignment with these expectations to facilitate comparative evaluation. Before submitting proposals, Proponents must satisfy themselves about the nature and location of the work, local conditions, the professional services, equipment, technology and facilities needed for the execution of the work, and all other factors that might have a bearing on their Proposal. Proponents are fully responsible for obtaining all information required for the preparation of Proposals and the execution of the work. Proponents are solely responsible for their own expenses in preparing and submitting Proposals, and for any meeting, negotiations, or discussions with the RDN or its representatives and consultants, relating to or arising from this RFP. Proponents agree that by participating in the RFP process, and/or submitting a Proposal, they have no claim for compensation. 3

5 4.2 Submission Contact Person The contact person for the RDN is: Maurice Mauch Project Engineer Wastewater Services Phone Requests for Information Any requests for information (RFI) related to this RFP are to be directed, in writing by , to Maurice Mauch at the RDN. contact is Proponents are strongly encouraged to register their interest in the project by way of to Maurice Mauch a minimum of 72 hours prior to closing to ensure they have received the most recent request for proposal information updates Closing Date Three (3) complete hard copies of each proposal plus one electronic copy on CD, prepared in PDF format, must be received before 2:00 PM, Pacific Time, on May 31, 2016 at the address on the front cover of this RFP. Proposals sent by facsimile (fax) or will not be accepted. There will be no public opening for this RFP. Proposals are to be submitted in sealed envelopes clearly marked with: 1. Name and address of the Proponent 2. Proposal for Subject Matter Expert for French Creek Pollution Control Centre Wastewater Treatment Plant Expansion 3. Closing 2:00 PM, Pacific Time, May 31, Late Responses Proposal envelopes will be marked with their receipt time at the closing location. Only complete Proposals received and marked before closing time will be considered to have been received on time. Hard copies of late submissions will not be considered or evaluated and will be returned to the Proponent. In the event of a dispute, the proposal receipt time will be as recorded at the closing location for the hard copy. 4

6 4.2.5 Signed Offer The Proposal must include a signed offer of services and the offer must be signed, by a person / persons authorized to sign on behalf of the Proponent(s) and to bind the Proponent(s) to statements made in the Proposal Changes to Proposal Wording The Proponent will not change the wording of its Proposal after the closing date and time specified on the front cover of this RFP and no words or comments will be added to the proposal unless requested by the RDN for purposes of clarification Withdrawal Proposals may be withdrawn prior to the deadline upon ed notice to Maurice Mauch. Withdrawn proposals may be replaced by alternative proposals providing ed notice of intent is delivered to Maurice Mauch at least 24 hours prior to the deadline for closing noted above. Proposals must remain valid for 60 days following the RFP closing date and time noted. Proposals are irrevocable after the closing date and time Acceptance of Proposals This RFP is not an agreement to purchase goods or services. The RDN is not bound to enter into a Contract with any Proponent. Proposals will be assessed in light of the proposal review criteria. The RDN will be under no obligation to receive further information, whether written or oral, from any Proponent. The offer of services will prevail whether accurate or not. The acceptance of any Proposal may be subject to approval by the Board of the RDN Definition and Form of Contract The receipt of an offer of services with a Proposal will not constitute a contract. A contract will not be entered into until the RDN accepts a Proposal and the RDN and the Proponent enter into a full written Contract as a result of this RFP. Only after a contract is mutually agreed to and signed by both parties, will a Proponent acquire any legal or equitable rights or privileges. Any Contract with the selected Proponent will be substantially similar to the terms and conditions of the MMCD Client /Consultant agreement Modification of Terms The RDN reserves the right to modify the terms of this RFP, in its sole discretion, at any time up to five (5) working days prior to the noted closing date. This includes the right to cancel this RFP at any time without entering into a Contract Ownership of Responses All documents, including Responses, submitted to the RDN become the property of the RDN. The RDN is bound by the provisions of the Freedom of Information and Protection of Privacy Act. All Proponents submitting Proposals pursuant to this RFP are advised that such Proposals will be treated as public 5

7 documents and the contents of the same disclosed upon written request if required to do so pursuant to the Act Confidentiality of Information Information pertaining to the RDN obtained by the Proponent as a result of participation in this RFP is confidential and must not be disclosed without written authorization from the RDN. 5 Proposal Evaluation Criteria The RDN reserves the right to reject any or all Proposals or to accept the Proposal deemed most favorable in the interest of the District. The lowest priced or any Proposal may not necessarily be accepted. Requests for Proposals will be evaluated against the following criteria. 5.1 Mandatory Criteria The successful proponent must: 1. Be independent of any firms planning on participating in the design or construction of the expansion project 2. Have a minimum of 10 years experience in the planning, design and construction of secondary treatment wastewater facilities 5.2 Experience, and Commitment This component of the evaluation will constitute 25% of the evaluation points. The expectations for this component are: 1. Provide resume detailing previous experience; include timeframe of involvement, level of involvement, and services provided. 2. Provide additional information that demonstrates that you have the necessary technical, management, and background experience to carry out the requirements of this project. Preference will be given to proponents with experience working in a municipal government setting and experience working with other levels of government involved in wastewater treatment and regulation. 3. Outline your availability and commitment to completing this Project within the scope, budget and timelines required. 6

8 5.3 Past performance, and references This component of the evaluation will constitute 25% of the evaluation points. The expectations for this component are: 1. Prepare a list, in chronological order of three (3) recent major wastewater projects completed by you. Provide the name and telephone number of a contact person from those projects. For each of the projects provided as references include a brief outline of the project and its relevance to this project. References may be contacted to confirm the Proponent s ability to meet budget, schedule, and quality targets. 2. Preference will be given to Proponents with recent projects of similar scope. 5.4 Project Understanding, Methodology, Task List and Deliverables This component of the evaluation will constitute 25% of the evaluation points. The expectations for this component are: 1. Provide a proposed task list summary to clearly show project understanding, the level of effort planned and estimated time commitment for the project. 2. Provide a schedule of the key work activities proposed and identified deliverables to meet the RDN s schedule requirements. Include key activities, deliverables and notifications to proceed in terms of weeks. 3. Demonstrate that you understand the critical issues for success of this project. 5.5 Fees This component of the evaluation will constitute 25% of the evaluation points. The expectations for this component are: 1. Identify hourly rates, and what is included in those rates. 2. Indicate what disbursement costs will be billed. 7

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