R
EQUEST FOR
P
ROPOSALS
# RFP #P09.2015
Wastewater Flow Monitoring Network
Sealed proposals submitted in a vendor identified envelope marked:
“RFP# P09.2015 – “Wastewater Flow Monitoring Network”
Addressed to:
Brent Hickman, S.C.M.P. Procurement Officer
Halifax Water 450 Cowie Hill Road Halifax, NS B3P 2V3
will be received until 2:00 p.m. Atlantic Time, Thursday, September 24, 2015 for the above RFP as per the specifications and terms and conditions.
Check for changes to this request – Before submitting your proposal, visit the Provincial
Government Web Portal at www.gov.ns.ca/tenders to see if any Addenda detailing changes have been issued on this RFP. Changes may be posted up until the proposal closing time. It is the
Proponent’s responsibility to acknowledge and take into account all Addenda.
Proponents shall be solely responsible for the delivery of their proposal in the manner and time prescribed. Proposals received after the date and time specified shall be rejected.
Electronic and facsimile proposals are not accepted.
The lowest or any submission will not necessarily be accepted.
PROPONENT’S SUBMISSION SHEET
The undersigned hereby acknowledges that he/she, as an officer of the named company, has read and understands the requirements and proposed agreement regarding this Wastewater Flow Monitoring Network RFP for Halifax Water. The undersigned further acknowledges that the seller’s proposed product, equipment, materials, and services fully meet or exceed those specified in Halifax Water’s RFP. Additionally, the undersigned agrees that all the Proponent’s proposal documents and responses to the aforementioned RFP will, at the option of Halifax Water, become a legally binding and essential portion of the final contract between the successful Proponent and Halifax Water.
The following information must be completed to ensure acceptance.
*ADDENDA No. ______________ to ______________ INCLUSIVE WERE CAREFULLY EXAMINED.
DATED THIS DAY OF , 2015.
PROPONENT’S COMPANY NAME: _____________________________________________________________
ADDRESS: _____________________________________________________________
_____________________________________________________________
CITY/ PROVINCE: ____________________________ POSTAL CODE: ________________
PHONE NO.: ______________________ FAX NO.: ___________________________
EMAIL ADDRESS: _____________________________________________________________
WEBSITE: _____________________________________________________________
CONTACT NAME (please print): _________________________________________________________________ TITLE (please print): ________________________________ PHONE NO.: _____________________
AUTHORIZED SIGNATURE: ________________________________________________ HST REGISTRATION NO: _________________________________________________ WCB COVERAGE: YES NO
* The proponent shall list and initial all addenda issued and shall take them into consideration when preparing its proposal submission. A signed copy of each Addendum must be included with the proposal submission. Failure to
comply may be cause for rejection of proposal submission.
HALIFAX WATER RESERVES THE RIGHT TO REJECT ANY OR ALL SUBMISSIONS. THE LOWEST OR ANY SUBMISSION WILL NOT NECESSARLIY BE ACCEPTED.
This proposal will adhere to Halifax Water’s Standard Terms & Conditions. They can be found on our website at
TABLE OF CONTENTS 1.0 INTRODUCTION ... 5 2.0 BACKGROUND ... 5 2.1 Background Information ... 5 2.2 Pre-Proposal Conference ... 6 3.0 SCOPE OF WORK ... 6
4.0 LIFE CYCLE APPROACH ... 7
5.0 ACTIVITIES AND DELIVERABLES ... 7
5.1 Project Administration / Management ... 7
5.2 Flow Monitoring Zone Review ... 9
5.3 Site Selection ... 9
5.4 Flow Monitoring & Reporting ... 11
5.5 Quality Management ... 13
6.0 INFORMATION FOR PROPONENTS ... 14
6.1 Proposal Submission ... 14
6.1.1 Technical Proposal ... 15
6.1.1.1 General ... 15
6.1.1.2 Project Understanding and Implementation Plan ... 15
6.1.1.3 Company Experience and Project Team Qualifications ... 15
6.1.1.4 Project Management... 17 6.1.1.5 Confidentiality ... 18 6.1.1.6 Insurance ... 18 6.1.1.7 Acknowledgement... 18 6.1.1.8 Assumptions ... 18 6.1.2 Financial Proposal... 18
6.1.2.1 Financial Proposal Form ... 18
6.1.3 One Response ... 19
6.1.4 Address for Submission ... 19
6.1.5 Hard Copies ... 19
6.1.6 Late Submissions ... 19
6.1.7 Addendums to the Request for Proposal... 19
6.1.8 Request for Clarification ... 19
6.1.9 Period of Submission Validity ... 20
6.2 Proposal Evaluation ... 20
6.2.1 Technical & Financial Proposal Evaluation ... 20
6.3 Selection Process ... 22
6.4 Award ... 23
7.0 PROJECT ADMINISTRATION ... 23
8.0 GENERAL INFORMATION ... 24
8.1 Proponent Responsible for Proposal / No Reliance on Halifax Water ... 24
8.2 Rights of Halifax Water ... 24
8.3 No Liability ... 25
8.4 Disclosure of Information and Communication Procedures ... 25
8.5 Costs and Expenses of the Proponent ... 25
8.6 Clarification of Proposals ... 26
8.7 No Conflict of Interest ... 26
8.8 No Interest in Another Proponent ... 26
8.9 Proponents to Ensure They Understand the Proposed Work ... 26
8.10 Waiver / No Reliance ... 27
8.11 False or Misleading Information ... 27
8.12 Compliance with Applicable Law ... 27
8.13 Time to be of the Essence ... 27
8.14 Governing Law ... 27
8.15 Confidentiality ... 27
8.16 Police Record Check ... 28
8.17 Standard Form of Contract ... 29
APPENDIX A ... 30 APPENDIX B ... 32 APPENDIX C ... 34 APPENDIX D ... 36 APPENDIX E ... 38 APPENDIX F ... 40
Staff Signature Date
Director, Environmental Services Director, Wastewater and
Stormwater Services
Manager, Environmental Services
Project Manager
August 28, 2015 August 28, 2015 August 28, 2015 August 28, 2015
1.0 INTRODUCTION
The Halifax Regional Water Commission (Halifax Water) is soliciting proposals from flow monitoring service providers (Proponents) for the development and implementation of a wastewater flow monitoring network.
The scope of work will generally include project management, site selection, installation, operation, maintenance, reporting and removal of flow monitoring equipment at up to 90 locations.
Flow monitoring data and analysis results will be used to:
• Calibrate and verify hydraulic and hydrologic system models • Evaluate system performance and capacity
• Identify and prioritize operations and maintenance related activities • Identify and prioritize areas for wet weather management
• Measure the effectiveness of wet weather management efforts including disconnection of private sources of inflow and infiltration (I&I) as well as rehabilitation work on Halifax Water owned infrastructure
• Develop long-term capital reinvestment programs for wastewater and stormwater infrastructure
2.0 BACKGROUND
2.1 Background Information
I&I creates excessive flows in Halifax Water’s wastewater collection system during wet weather. This results in poor system operation and wastewater releases into the environment.
The resulting issues include potential risks to human health and the environment, increased operating and maintenance costs for Halifax Water, decreased infrastructure lifespan, and reduced system capacity to support land development.
There are approximately 90 areas of the wastewater system where Halifax Water plans to conduct long-term (1-5 years) flow monitoring under this contract. Of these, 60 are strategic areas where flow monitoring is considered essential for ongoing calibration of Halifax Water’s wastewater system model. These areas are referred to as Flow Monitoring Zones (FMZs) and are shown in Appendix A. Each zone consists of two or more sewersheds. Flow monitoring will typically be conducted at the most downstream location in the zone.
The remaining 30 areas are priority sewersheds identified as part of Halifax Water’s Wet Weather Management Program (WWMP). These are areas where sanitary sewer overflows (SSOs) are known to occur and which are being targeted for reduction of I&I contributed
by both private and public sources. These 30 priority areas will be selected from the 40 areas shaded on the map in Appendix B. These areas require long-term (1-2 years total) flow monitoring including a period to obtain baseline flows (pre-rehabilitation) and a period to measure the effectiveness of remedial work (post-rehabilitation).
Halifax Water is currently conducting pilot flow monitoring and remediation projects in three of the above 30 priority areas as part of its WWMP. These include:
• Stuart Harris Drive Pumping Station Sewershed (located in FMZ DT5) • Crescent Avenue Pumping Station Sewershed (located in FMZ HX7) • Quigley’s Corner Pumping Station Sewershed (located in FMZ EP2) These areas may not require additional monitoring under this contract.
2.2 Pre-Proposal Conference
Proponents must completely satisfy themselves as to the exact nature and existing conditions of the flow monitoring network requirements and for the extent and quality of work to be performed. Failure to do so will not relieve the successful Proponent of its obligation to carry out the provisions of the contract.
Proponents are welcome to attend a voluntary Pre-Proposal Conference to be held at the Halifax Water head office, 450 Cowie Hill Road, in the Multipurpose Room 113 (main level) on September 9, 2015 at 10:00 am. Following a brief presentation there will be an opportunity to ask questions about the project.
3.0 SCOPE OF WORK
The work described in this Request for Proposals (RFP) consists of supplying all materials, labour, supervision, equipment, and performing all work necessary for preparing and providing the flow monitoring network deliverables.
The general scope of work for this project includes the following main tasks:
• Carry out project administration and management
• Carry out quality management including quality assurance and quality control • Review available background information
• Review proposed scope of work with Halifax Water staff to confirm existing documentation and to develop a full understanding of the work
• Review proposed FMZs and WWMP priority areas identified in Appendices A and B, verify that they are appropriate for Halifax Water’s flow monitoring needs, and revise the number/size of FMZs, if necessary
• Select a specific site(s) for flow monitoring for each of the FMZs and WWMP areas • Supply, install, own, operate, maintain and remove flow monitoring equipment and
• Where no suitable site exists, identify these and advise Halifax Water of the need for new infrastructure (e.g. a new manhole, flume, weir) to accommodate flow monitoring requirements
Halifax Water shall furnish, at no cost to the successful Proponent, the following, if required:
a) Access to the work site (for example where proposed monitoring locations are inside of fenced compounds)
b) Wastewater system GIS maps (where coverage is available) and/or record drawings (where available) for proposed flow monitoring areas
The successful Proponent shall be responsible for:
a) Providing trained and competent personnel
b) Ensuring all personnel are equipped with personal protective equipment that is suitable to all possible worksite situations and weather conditions
c) Providing all training in safety related matters (including but not limited to first aid, traffic control, and confined space entry) consistent with provincial government requirements and municipal and construction work environments d) Establishing and maintaining effective lines of communication with Halifax Water e) Providing deliverables as stipulated in this Request for Proposals document
4.0 LIFE CYCLE APPROACH
It is Halifax Water’s objective to have delivered by the successful Proponent a solution with the lowest life cycle cost. Based on the nature and complexity of the assignment, Proponents should propose the appropriate approach and level of effort to achieve this objective.
The optimal flow monitoring solution should provide for the following:
• efficient operation and maintenance resulting in the lowest labour and energy cost • least impact on the environment
• compliance with regulations.
5.0 ACTIVITIES AND DELIVERABLES
5.1 Project Administration / Management
The successful Proponent shall be responsible for all aspects of coordination and project management and shall designate, in writing, a Project Manager. All coordination of
services between Halifax Water and the successful Proponent shall be the responsibility of the respective project managers.
The successful Proponent will be responsible to maintain the project within scope, budget, and on schedule and to ensure that appropriate quality control / quality assurance practices are used to provide the best product possible to Halifax Water.
(a) Activities include:
i. Confirm client requirements and objectives at project outset. ii. Initiate meetings.
iii. Maintain all project documentation.
iv. Provide written project updates to Halifax Water on a monthly basis, typically with the monthly invoice. The updates are to include specific status reports on program schedule and budget. Key activities for the next period should be identified. Any decision points not yet identified and requiring Halifax Water action should be noted together with risk of inaction. The successful Proponent shall work with Halifax Water staff early in the project to confirm the template to be used and content to be submitted with the monthly reports.
v. Schedule, facilitate and record meetings with the Halifax Water Project Manager and relevant internal stakeholders throughout the contract as needed. The purpose of the meetings will be to review and update work progress (i.e. scope, schedule & budget), gather feedback from stakeholders, and to review and update program plans.
vi. Identify & manage risks associated with the project.
vii. Proactive and thorough communication with Halifax Water throughout the duration of the project.
viii. Manage overall project scope, schedule, budget & quality
ix. Ensure all project changes are discussed and approved by Halifax Water in writing in advance of proceeding with the work.
(b) Key deliverables include:
i. All recorded information including project reports, digital data, templates, surveys, calculations, sketches, plans, meeting minutes & correspondence (provided in editable and pdf searchable formats) and, shape files, database files, spreadsheets, photos, videos provided in formats acceptable to Halifax Water. ii. Monthly written project reports outlining progress for the review period. The
updates are to be reviewed/signed by the successful Proponent’s quality management representative for the project.
iii. List of risks together with approach to manage project risks.
iv. Documentation of any project changes (scope, schedule, budget & quality impacts) including correspondence reflecting Halifax Water’s approval prior to proceeding with the proposed changes.
5.2 Flow Monitoring Zone Review
The purpose of this activity is to conduct a thorough review of the 60 FMZs that Halifax Water has identified in Appendix A and refine their number and size as appropriate in consultation with Halifax Water.
(a) Activities include:
i. Review proposed Flow Monitoring Zones (FMZs) identified in Appendix A ii. Conduct a half-day workshop with Halifax Water to agree on the final
configuration of the zones and ensure that the zones as identified are appropriate to satisfy Halifax Water’s flow monitoring needs
iii. Revise the number/size of FMZs, as necessary iv. Revise GIS mapping to reflect zone revisions
(b) Key deliverables include:
i. A report including the key findings/minutes from the half-day workshop and recommending the final configuration of FMZs and documenting the revisions that were made with the rationale for these revisions; and
ii. Revised GIS zone mapping dataset in an ESRI compatible format.
5.3 Site Selection
Locating suitable sites for flow monitoring is critical to obtaining accurate and useful data and minimizing maintenance requirements.
The purpose of this activity is to select specific sites for long-term flow monitoring for both the FMZs and the WWMP priority areas.
Site selection activities shall be led by a person with demonstrated extensive experience and expertise in the areas of collection system hydraulics, flow monitoring technology, equipment installation and commissioning, flow data analysis, data quality verification and troubleshooting problematic sites. This
person should be clearly identified in the Proponent’s proposal.
(a) Activities include:
i. Review each FMZ and WWMP priority area (including available GIS and record information) to determine sites for long-term flow monitoring installations. These sites will typically be located at the downstream most point of the zone or priority area; for example, at pumping stations, CSO facilities or at major junctures in trunk sewers. To adequately characterize flows, and to provide redundancy where required, more than one flow monitoring site may be required for certain FMZs and WWMP priority areas. An example of this would be at a pumping station where there is more than one incoming gravity line. However, for the purpose of preparing the proposal, only one site per zone or priority areas shall be assumed. ii. Conduct a half-day workshop with Halifax Water to agree on a list of sites for
year one including 20 FMZ sites and 6 WWMP sites.
iii. Provide traffic control and confined space entry during site selection. In addition, all applicable safety standards must be followed including, but not limited to, traffic control procedures and confined space entry procedures. Confined space entry and traffic control shall be completed by personnel that are trained and experienced in these activities. The successful Proponent shall coordinate with Halifax Water staff a minimum of 48 hours in advance of entering into any confined spaces.
iv. Visit sites to conduct a manhole entry to collect relevant information to determine the suitability of sites for flow monitoring.
v. Prepare a site report for each site considered for monitoring including any alternate sites considered. The report shall include:
(a) Date and time of inspection
(b) Name of person conducting the inspection (c) The manhole ID (provided by Halifax Water)
(d) A GIS map showing surrounding streets and collection system (e) Plan and profile sketches of the manhole (or other location)
showing:
i. North arrow
ii. Location of incoming and outgoing pipes and direction of flow
iii. Measured pipe size, pipe material, depth to inverts, manhole diameter
iv. Depth of flow
v. Depth of sedimentation vi. Velocity of flow
vii. Manhole location within the street and relative to adjacent civic addresses
(f) A description of the flow hydraulics and potential impacts on flow monitoring results
(g) Potential for manhole surcharging
(h) Need for system cleaning prior to installation of flow monitoring equipment
(i) Access, traffic, and safety issues
(j) Well illuminated photos looking down into the manhole, looking up/down each pipe and one of the general area
(k) Proposed flow monitoring methodology/technology to be employed
vi. Select most suitable site(s) in consultation with Halifax Water
vii. Identify locations where new infrastructure (manholes, flumes, weirs etc.) will need to be installed. The successful Proponent is responsible to recommend specific new infrastructure requirements to allow flow monitoring to be conducted. Halifax Water will, at its discretion, either arrange to have the new infrastructure installed or forego monitoring at these locations.
(b) Key deliverables include:
i. Confirmed list of suitable FMZ and WWMP priority area sites.
ii. A site report for each FMZ and WWMP priority area including any alternate sites. A sample site report shall be submitted for review, feedback and approval by Halifax Water for the first three sites visited.
iii. Recommended program for capital infrastructure requirements to enable long-term flow monitoring to be conducted in key FMZs and WWMP priority areas.
5.4 Flow Monitoring & Reporting
It is estimated that 20 FMZ monitoring sites will be installed in year one. At the end of each year of flow monitoring, Halifax Water will have the option to extend the contract an additional year up to and including year five. Should this option be fully exercised, 20 additional sites will be installed in each of years two and three for a total of 60. These 60 monitoring sites would then remain in place until the end of year five.
It is estimated that six WWMP monitoring sites will be installed in year one. At the end of each year of flow monitoring, Halifax Water will have the option to extend the contract an additional year up to and including year five. Should this option be fully exercised, six additional sites will be installed in each of years two to five for a total of 30. Each monitoring site is expected to remain in place for one to two years.
Pipe sizes that require monitoring vary in size from 200 mm to 2100 mm. These have been broken down into three ranges with approximate percentages in each range as follows:
200 mm to 450 mm - 58 % 500 mm to 900 mm - 28 % 1050 mm to 2100 mm – 14 %
The precise zones and priority areas to be monitored will be decided in consultation with Halifax Water prior to installations for each year of flow monitoring.
(a) Activities include:
i. Supply, install, operate, maintain and remove/relocate flow monitoring equipment as required. The successful Proponent shall retain ownership of all equipment. All monitoring equipment to be installed in the wastewater system must be certified as Intrinsically Safe for installation in hazardous areas. The equipment must also be certified for installation in Class I, Division 1, Group C & D/Zone 0 atmospheres. Equipment enclosures must comply with NEMA6P/IP68.
ii. Take a photo of the installed equipment showing the positioning of the equipment and sensor(s).
becomes apparent that the initially chosen location is not suitable. Document issues and reasons for relocation and include explanation in monthly reports. iv. Conduct site visits on an as required basis to maintain equipment and verify
accuracy of data being collected. Manual data verification shall be conducted as required and at minimum on a quarterly basis.
v. Maintain an adequate inventory of spare parts and spare meters (or other flow monitoring equipment) in Halifax such that equipment down-time is not affected by shipping time. Continuously remotely monitor equipment and data to become aware of issues when they occur. Ensure repairs and other maintenance is completed promptly (within 72 hours).
vi. Provide traffic control and confined space entry during installation, maintenance, removal and relocation of flow monitoring equipment. In addition, all applicable safety standards must be followed including, but not limited to, traffic control procedures and confined space entry procedures. Confined space entry and traffic control shall be completed by personnel that are trained and experienced in these activities. The successful Proponent shall coordinate with Halifax Water staff a minimum of 48 hours in advance of entering into any confined spaces.
vii. Notify Halifax Water Project Manager of pipe cleaning requirements and if cleaning is not possible or practical, allow for debris in flow calculations.
viii. Employ the most appropriate technology for the site based on information gathered during the site selection process.
ix. Provide a wireless method (including necessary software) for Halifax Water to remotely access flow monitoring equipment and data in real time as well as download data. The successful Proponent shall be responsible for setting up wireless service in its own name and for the monthly cost of the service.
x. Provide a web-based data management system that allows secure access to data by designated Halifax Water users in real time as well as the ability to download historical data including original unedited data. All data must be kept on the successful Proponent’s servers for the duration of the contract and until it is confirmed that Halifax Water has an electronic copy of all of the associated project data.
xi. Provide monthly and event (see (g) and (h))based reports for each site in searchable pdf format (assume three major events per year) including the following:
(a) A hydrograph that includes flow and daily rain
(b) A graph of depth and velocity versus time (annotated to indicate areas of unreliable data)
(c) scatter graphs of depth and velocity data including Manning curve, Iso-Q and Iso Froude lines. Reports shall include an interpretation of the relationship between the scatter graphs (measured data) and these curves.
(d) The operational capacity of the pipe and a discussion of the reasons why it differs from the theoretical capacity.
(e) An average dry day flow analysis.
(f) Estimations of components of dry day flow including base infiltration and wastewater, also with components of flow
expressed as flow per meter of pipe in each FMZ and WWMP priority area.
(g) A rainfall derived inflow and infiltration (RDII) analysis for each site for rain events of 25 mm or more(assume eight (8) events per year). (Halifax Water has six (6) rain gauges in operation. Access to data from these gauges will be made available to the successful Proponent. The successful Proponent will recommend up to six (6) additional gauging locations. Once the sites are approved, Halifax Water will arrange to install the additional gauges. Halifax Water will also make available to the successful Proponent, Radar derived rainfall depths compatible with the latest version of PCSWMM software from Computational Hydraulics International (CHI). The Proponent shall include in their submission a discussion of their proposed methodology for determining RDII.
(i) A calculation of the total uptime for the month. See section 5.5 (a). The format and content of the monthly report shall be approved by Halifax Water based on a review of the first report.
xii. The successful Proponent will be responsible for providing software training and live technical support for the duration of the contract. For software training, assume two (2) days of training at Halifax Water offices at the outset of the project and an additional one (1) day session after six (6) months.
(b) Key deliverables include:
i. Flow data for each site accessible by Halifax Water through a web-based management system
ii. Monthly and event based reports for each FMZ and WWMP site iii. All required equipment, hardware, software and associated training
5.5 Quality Management
The successful Proponent shall implement a robust Quality Management Plan (QMP) including quality assurance (QA) activities to maximize the capture of accurate and reliable data and quality control (QC) activities to ensure that equipment, data quality and other issues are promptly addressed.
(a) Activities include:
i. Develop and implement a quality management plan that supports a minimum 90% uptime at each flow monitoring site. Uptime shall be defined as the number of useable data points in a monthly record divided by the total number of data points possible for the month assuming measurements are taken at five minute intervals. Where measurements are taken at one minute intervals, for the purpose of satisfying uptime requirements, one data point shall be counted for each five
(h) Generate IDF curve for rain events of 25mm or more for durations matching those published by Environment Canada
minutes. Useable data points are points where the successful Proponent can demonstrate that depth and velocity measurements are reliable or that only the depth measurement is reliable and a corresponding velocity can be reliably inferred from the data record for the site (theoretical calculations are not acceptable). For uptimes below 90%, monthly payments will be calculated by first dividing the actual uptime by 90% and then multiplying by the monthly unit rate in effect for the site.
The QMP shall include the following sections: • Quality objectives
• Key deliverables and processes to be reviewed for satisfactory quality level
• Quality standards
• Planned QA and QC activities • Roles and responsibilities • Quality tools
• Plan for reporting QA and QC issues
ii. Submit written QMP to Halifax Water for review and approval iii. Implement the approved QMP
iv. Where there is an opportunity to improve data quality through revisions to the QMP, the successful Proponent shall obtain approval from Halifax Water for the revision and immediately implement any no cost or minimal cost improvements at no additional cost to the contract and revise the written QMP to reflect these improvements.
(b) Key deliverables include:
i. The approved QMP document and any approved revised versions
6.0 INFORMATION FOR PROPONENTS 6.1 Proposal Submission
The response to this RFP shall be submitted using the two-envelope system as follows:
• The technical proposal shall include a searchable PDF electronic file, the hard copy original, bound and clearly marked “original”, and four (4) additional bound copies of the proposal. All copies of the technical proposal are to be clearly marked as “TECHNICAL” and cost information shall not be included in the Technical portion of the submission. Failure to adhere to this requirement will be grounds for disqualification of the proposal.
and clearly labeled “FINANCIAL”.
6.1.1 Technical Proposal
The Proposal shall include the following (6.1.1.1 to 6.1.1.8 inclusive) as a minimum; failure to do so may be cause for rejection of the proposal.
6.1.1.1 General
Proponent shall provide the name of the firm, office address, telephone number and facsimile number.
6.1.1.2 Project Understanding and Implementation Plan
The proposal shall include a section that clearly demonstrates the Proponent’s understanding of the assignment and the deliverables requested. Note: Halifax Water does not wish to see submissions that simply rewrite the content of this RFP. Proposals should include as a minimum:
(a) The Proponent’s understanding of the activities and deliverables quoted in the RFP and of the nature of the work required to meet the project objectives.
(b) The proposed approach / methodology to be used to meet the project objectives and deliverables.
(c) A Gantt chart and time task matrix outlining tasks, effort, personnel hours, dependencies, and duration for typical activities. The Proponent shall provide a typical schedule for all activities including site selection, equipment installation, field verifications etc. The Proponent is expected to propose a schedule that it feels is realistic and achievable”.
6.1.1.3 Company Experience and Project Team Qualifications
The proposal shall include information on the key project resources including:
(a) Identification of a Project Manager including resume. Provide brief explanation as to why this person is appropriate for this role including recent project management experience.
(b) A list of all other project personnel complete with resumes for key personnel.
(c) Names of sub-contractor firms to be retained to complete this assignment including a description of the merits of their participation and a description of their qualifications.
(d) A list of the sub-contractor personnel and associates that will be performing various tasks for this assignment. Provide resumes for key sub-contractor personnel.
(e) A project team organizational chart that identifies the lead person for each component of the project.
(f) A list and discussion of the equipment proposed for the project. This discussion shall address the type of technologies; manufacturer; capabilities (included but not limited to power options, battery life, memory capability, sampling rate options, diagnostic and logging capabilities); expected accuracy levels; and reliability. The sampling interval for each site shall be a maximum of five minutes (unless a longer or shorter interval is justified and approved by Halifax Water in writing for a particular site) and as frequently as one minute during rain events. The Proponent shall also include the equipment manufacturer’s specifications as part of the proposal submission.
(g) A discussion of the software proposed for the project including the data viewing, editing, alarming, analysis and reporting capabilities.
(h) Certification that all personnel proposed for this assignment are available for, at minimum, the first year of the contract.
(i) Three (3) Reference projects with information provided as outlined in the Reference Project Form in Appendix C. At a minimum the reference information for each project is to include all of the following information:
• project description
• contact person and phone number for the owner of the project • number of sites monitored (both overall and concurrently) • value of the contract / work completed
• project personnel
Proponents should assume that references will be contacted.
(j) The project team for this assignment shall consist of personnel skilled and experienced in the following:
• Health and safety training and practices including but not limited to traffic control, and confined space entry as a minimum
• All aspects of flow monitoring including technologies, site selection, installation, flow and rain data analysis and interpretation, troubleshooting, system hydraulic analysis and wet weather analysis. • Data management
• Quality management including quality assurance, control and auditing The proposal must outline the personnel to be used for this assignment, provide an explanation of the project personnel direct experience with the skills noted above, and identify specific projects and dates in which these skills were
demonstrated. Curriculum vitae / resumes for the identified project personnel may be submitted as part of the attachments / appendices.
Upon award and prior to Halifax Water executing the contract, the Proponent must provide proof of all health and safety training certifications for proposed team members.
In the event of a change in the personnel named and assigned to perform the services under the contract, the Proponent shall be required to submit, for approval to Halifax Water, the credentials and resumes of the alternate personnel the Proponent proposes to use in the performance of the contract. Substitutions of personnel from those identified in the response to the RFP must have like qualifications of the listed personnel. Changes must be submitted in writing by the Proponent and approved in writing by Halifax Water.
(k) Training certificates must show an expiry date and remain valid for the duration of the contract. Copies of training certificates must be provided to Halifax Water at the outset of the contract, before any field work is undertaken and each time they are renewed.
6.1.1.4 Project Management
The proposal shall include information to help Halifax Water understand and evaluate the Proponent’s approach to managing projects (maximum 3 written pages) including:
(a) Approach to planning, scheduling and coordination.
(b) Approach to management and change orders related to changing or unanticipated conditions, owner requests, and errors/omissions.
(c) Approach to human resource management including currency of all required certifications.
(d) Approach to communication management within the overall project team and Halifax Water. If part or all of the team is remote from Halifax, provide specifics as to how this will be managed.
(e) Approach to risk management.
(f) Approach to quality management to maximize the completeness and quality of flow monitoring data. See also section 5.5.
(g) Approach to occupational health and safety. The quality of Proponent’s in-house program to manage safety shall be considered in the evaluation. Confirm
that your project team has a written safety program in place that meets / exceeds the requirements of the Nova Scotia Occupational Health and Safety Act including, but not limited to Confined Space Entry requirements and regulations.
6.1.1.5 Confidentiality
Submit confidentiality statement (See Section 8.15).
6.1.1.6 Insurance
Unless otherwise agreed in writing, the successful Proponent(s) will carry
professional liability insurance covering the services described in the agreement and the insurance policy is to provide coverage for an amount not less than $2,000,000. Coverage will be maintained continuously from the commencement of the Services until completion or termination of the Services and, subject to availability at
reasonable cost, for two (2) years after the latter of: (a) termination of the Services or (b) Substantial Completion.
6.1.1.7 Acknowledgement
A complete acknowledgement, in the form set forth in Proponent Submission Sheet confirming that the Proponent acknowledges and agrees to all the conditions of participation in the RFP.
6.1.1.8 Assumptions
The Proponent shall clearly identify all assumptions made in the preparation of the proposal. Additionally, the Proponent is encouraged to outline other work considered essential to the successful completion of this project that was not identified by Halifax Water in this RFP.
6.1.2 Financial Proposal
Submit the Financial Proposal in a separate, sealed envelope, clearly marked “Financial Proposal.”
Prices are to be quoted in Canadian dollars, inclusive of duty, where applicable, exclusive of Harmonized Sales Tax (HST).
Price may not be the determining factor for award. Halifax Water may negotiate a final offer with the successful Proponent.
6.1.2.1 Financial Proposal Form
The Financial Proposal Form (Appendix D) shall be filled out and included in the Financial Proposal envelope. Failure to submit this form will be grounds for disqualification.
Proponents are to assume that the preliminary schedule for this project (provided as guide only) will be as follows:
RFP Issued: September 3, 2015 RFP Closing: September 24, 2015 RFP Award: October 9, 2015 Project Kick-off: October 14, 2015 Year 1 Sites Installed: November 27, 2015
This contract shall be for a one (1) year period with Halifax Water having the option to renew for four additional one (1) year periods. In the event that Halifax Water chooses to extend the contract for one or more of the additional one (1) year periods, prices will be adjusted by the prevailing CPI for Nova Scotia as published by Statistics Canada.
6.1.3 One Response
Proponents may not submit more than one proposal.
6.1.4 Address for Submission
The proposals shall be delivered in a sealed envelope marked “Request for Proposals – Halifax Water Flow Monitoring Network – P09.2015”, not later than 2:00 pm, September 24, 2015, to:
Brent Hickman, S.C.M.P. Procurement Officer
Halifax Water 450 Cowie Hill Road Halifax, NS B3P 2V3 Phone: (902) 490-4998
Under no circumstance will proposals received after the submission closing date and time be accepted.
6.1.5 Hard Copies
All proposals must be in hard copy form. No facsimile transmissions will be accepted. However, amendments to the original document will be accepted by facsimile, if received before the Submission Closing Date. Originals must be forwarded to Halifax Water so that they may be attached to the original hard copy for validity.
6.1.6 Late Submissions
The date and time of receipt of a Proposal shall be the date and time indicated by Halifax Water’s date and time stamped on the Proposal.
6.1.7 Addendums to the Request for Proposal
All revisions to this RFP will be posted in the form of an addendum to the Nova Scotia Procurement Services Web Portal. Prior to the Submission Closing Date, Halifax Water may revise any provision or part of the RFP.
6.1.8 Request for Clarification
the project, or who believes this RFP contains an error, inconsistency or omission, should submit a request for clarification. All requests for clarification or inquiries concerning this RFP should be forwarded by email no later than one week prior to the Submission Closing Date, to the Halifax Water representative identified below:
Craig Campbell, MBA, P.Eng Project Manager
Halifax Water 450 Cowie Hill Road Halifax, NS B3P 2V3 [email protected]
All clarifications to this RFP will be posted to the Nova Scotia Procurement Services Web Portal.
Halifax Water will assume no responsibility for oral instructions or suggestions. Halifax Water core hours of operation are Monday to Friday, 8:30 am to 4:30 pm.
6.1.9 Period of Submission Validity
Proposals will be binding for ninety (90) Days: Unless otherwise specified, all formal proposals submitted shall be irrevocable for ninety (90) calendar days following proposal opening date, unless the Proponent(s), upon request of Halifax Water, agrees to an extension.
6.2 Proposal Evaluation
Proposals will be evaluated on the basis of all information provided by the Proponent. Each proposal will be reviewed to determine if the proposal is responsive to the submission requirements outlined in the RFP. Failure to comply with these requirements may deem the proposal non-responsive.
Proposals will be considered by Halifax Water in two phases: Phase 1 – Technical Proposal and Phase 2 – Financial Proposal.
An initial determination of compliance (including deemed compliance at Phase 1 – Technical evaluation) shall not preclude a finding by Halifax Water of non-compliance at Phase 2 – Financial evaluation, particularly with respect to non-compliance with the requirements of the Financial Proposal Form (Phase 2) or any other discovered non-compliance with the RFP requirements.
6.2.1 Technical & Financial Proposal Evaluation
Technical proposals will be evaluated to determine which proposals meet minimum technical requirements. Only those proposals that have achieved the minimum technical requirements will proceed to the Phase 2 - Financial evaluation. Table 6.2.1.1 outlines the criteria to be used in the evaluation of the technical proposals. Proposal submissions must
address these criteria in the order shown.
The evaluation team will evaluate the technical proposals and through the evaluation assign points up to a maximum of 85 points. Proposals receiving an evaluation score of 60 points or higher and meeting the minimum scores in each category will proceed to Phase 2 – Financial evaluation.
These criteria are intended to provide guidance to Halifax Water in determining best value as defined in the Nova Scotia Public Procurement Act. Halifax Water reserves the right to award the contract to the qualified Proponent with the highest assessed or best value proposal(s).
Evaluation of proposals will be based on the following criteria and any other relevant information provided by the Proponent in the submission. Halifax Water reserves the right to prioritize and weigh the importance of each sub-criterion within the identified technical criteria confidentially.
Table 6.2.1.1: Technical & Financial Evaluation Criteria
Item Evaluation Category
Maximum Possible Max Score Minimum Required Score Technical
1 Project Understanding & Implementation Plan 25 2 Company Experience and Project Team Qualifications 25
3 Quality Management 25 20
4 Project Management 10
Subtotal - Technical 85 60
Financial 15
Total 100
To proceed to Phase 2 Evaluation (Examination of the Financial Proposals), the Technical Proposal must achieve the minimum required scores both in total and by individual category.
The score for the “Financial” criteria shall be allocated as follows: The lowest fee shall receive an allocation of 100% of the available points for the Financial criteria. Those proponents who exceed twice the lowest fee will receive 0% of the available points for the Financial criteria. Those proponents, whose fees are within twice the lowest fee, shall receive a percentage of the available points for the Financial criteria. This percentage will be the result of dividing the lowest fee by the proponent’s fee. For example if the lowest fee is $100,000 the following fee proposals would receive points for the "Financial Criteria" as indicated:
Proponent A, Fee = $100,000, receive 100% of points available for "Financial Criteria" Proponent B, Fee = $150,000, receive 66.7% of points available for "Financial Criteria" Proponent C, Fee = $200,000, receive 50% of points available for "Financial Criteria" Proponent D, Fee > $200,000, receive 0% of points available for "Financial Criteria"
6.3 Selection Process
An evaluation team comprised of Halifax Water representatives will evaluate responses to the RFP. Proponents may be invited to make a presentation to the evaluation team. Proponents must be prepared to make a presentation and must have members of the proposed project team participate in the presentation. The evaluation team may use this opportunity to discuss the submitted proposal and request clarification of information provided in the proposal submission. Proponents are encouraged to provide any additional information that may be relevant in the evaluation of their proposal.
6.4 Award
Provided that at least one of the received proposals meets the approval of the evaluation team, a recommendation on contract award will be made on the basis of the evaluation. All awards are subject to the approval of Senior Management and the availability of funds. No announcement concerning the successful proposal(s) will be made until a complete report is prepared and approved by the appropriate bodies.
Written communication to the Successful Proponent of notification of award before the time of expiration specified by Halifax Water shall result in a binding contract without further action by either party. Halifax Water may accept an offer whether or not there are negotiations after its receipt. Negotiations conducted after receipt of an offer do not constitute a rejection or counteroffer by Halifax Water.
Neither acceptance of a proposal nor execution of a contract will constitute approval of any activity or development contemplated in any proposal that requires any approval, permit or license pursuant to any federal, provincial, or municipal statute, regulation or by-law.
7.0 PROJECT ADMINISTRATION 7.1 Payment
The Proponent shall submit an invoice for services provided to:
Craig Campbell, MBA, P.Eng. Project Manager
Halifax Water 450 Cowie Hill Road Halifax, NS B3P 2V3
Halifax Water will pay the successful Proponent monthly for the work performed as shown on invoices provided by the successful Proponent. Monthly invoices must include as a minimum:
• the period of work applicable to the invoice
• breakdown by task and for each task include a list of team members and the extent of work completed in the period
• percentage calculation of the work completed • applicable taxes included as separate line items
Invoices beyond the original agreed on contract value will not be accepted unless written consent from Halifax Water is obtained. Invoices for extra work must be submitted separately and must be accompanied by a written justification of the work. (Note: Written authorization from Halifax Water is required prior to proceeding with any extra work).
Payment shall be made upon receipt of a proper monthly invoice (for work that complies with Halifax Water’s requirements and has been reviewed and accepted by Halifax Water) from the successful Proponent and authorized by the head of the appropriate department or designee. Normal payment terms for the Halifax Water are thirty (30) days from receipt of the invoice.
8.0 GENERAL INFORMATION
8.1 Proponent Responsible for Proposal / No Reliance on Halifax Water
The Proponent accepts sole responsibility for the preparation and submission of its Proposal including satisfying itself as to the requirements of all documents and the submission of materials and the Proposal within the required time frames.
8.2 Rights of Halifax Water
The issuance of this RFP constitutes only an invitation to submit Proposals. It does not commit Halifax Water to enter into an Agreement with any of the Proponents. Halifax Water is not bound to accept any Proposals and may proceed as it, in its sole discretion, determines on receipt of Proposals. The rights reserved by Halifax Water include the right at any time and for whatever reason and without liability to any Proponent to:
(a) conduct investigations with respect to the qualifications and experience of the Proponent and its members;
(b) require one or more Proponents to supplement, clarify, provide additional information in order for Halifax Water to evaluate the Proposal submitted;
(c) waive any defect or technicality in any Proposal received;
(d) reject the Proponent as organized and suggest changes to the Proponent's members prior to the execution of any Agreement;
(e) terminate, in its sole and absolute discretion, any and all subsequent consideration of, or Agreement with, any Proponent, if it believes a change in the membership of the Proponent, from that described in its Proposal, adversely affects the scoring of the Proponent's Proposal or the Proponent's ability to carry out the contract in accordance with the terms and conditions stated herein;
(f) supplement, amend, substitute or otherwise modify any part or all of this RFP including by extending any schedule or period of time;
(g) issue one or more addenda to this RFP;
(i) disclose to the public information contained in the Proposals;
(j) suspend, postpone or cancel this RFP in whole or in part with or without substitution of another RFP or proposal process;
(k) take any action affecting this RFP, the RFP process or the contract that would be in the best interests of Halifax Water; and
(l) use any concept or approach suggested in any Proposal including its use in negotiating an agreement with the Successful Proponent or any other Proponent.
8.3 No Liability
Halifax Water, its management, employees, consultants and agents accepts no liability for any costs, expenses, damages or otherwise of any Proponent for the proposal response to this RFP.
Halifax Water, its Board of Directors, officers, employees, consultants and agents accept no liability for any costs, expenses, damages or otherwise of any Proponent in the event the successful Proponent fails to comply with any terms, conditions or requirements of the RFP, any addenda to the RFP or the contract.
8.4 Disclosure of Information and Communication Procedures
(a) Disclosure by Halifax Water
Halifax Water will consider all Proposals as confidential, subject to the disclosure requirements imposed by applicable law. Halifax Water will, however, have the right to make copies of all Proposals received for its internal review process and to provide copies to its staff, technical and financial advisors and representatives.
Notwithstanding the foregoing, the Proponent acknowledges and agrees that Halifax Water will not be responsible or liable in any way for any losses that the Proponent may suffer from disclosure of information or materials to third parties.
(b) Disclosure by the Proponent
The Proponent shall not disclose any details pertaining to its Proposal or any part of the selection process to anyone not specifically involved in its Proposal, without the prior approval of Halifax Water. The Proponent shall not issue a news release or other public announcement pertaining to details of its Proposal or the selection process without the prior approval of Halifax Water.
8.5 Costs and Expenses of the Proponent
responding to this RFP, responses to clarification requests and re-submittals, potential meetings, tours and interviews, subsequent negotiations, or any other cost incurred prior to the execution of the Agreement by Halifax Water and the successful Proponent. By submitting a Proposal, the Proponent agrees that it shall prepare the required materials and undertake the required investigations at its own expense and with the express understanding that it cannot make any claims whatsoever for reimbursement from Halifax Water for any costs and expenses associated with the RFP process in any manner whatsoever or under any circumstances including, without limitation, the rejection of all or any of the Proposals or cancellation of the RFP or the contract.
8.6 Clarification of Proposals
Halifax Water is not obliged to seek clarification from the Proponent regarding any aspect of its Proposal.
Halifax Water shall have the right to request the Proponent to submit information to clarify or interpret any matters contained in its Proposal and to seek the Proponent's written acknowledgement of that clarification or interpretation. In addition, Halifax Water may request supplementary documentation from the Proponent when there is an irregularity or omission in its Proposal or the documents submitted therewith. The Proponent should not assume Halifax Water will request clarifications.
Supplementary documentation accepted by Halifax Water and written interpretations that have been supplied or acknowledged by the Proponent shall be considered to form part of the Proposal.
8.7 No Conflict of Interest
The Proponent and members of the Proponent team are requested to disclose any conflict of interest, real or perceived, which exists now or which may in the opinion of the Proponent exist in the future. Halifax Water reserves the right to disqualify the Proponent if, in the opinion of Halifax Water acting reasonably, the Proponent has a conflict of interest, whether such conflict exists now or arises in the future.
8.8 No Interest in Another Proponent
The Proponent shall not have any interest whatsoever in any other Proponent or in the Proposal of any other Proponent nor enter into any arrangement, agreement or understanding either before or after the Submission Date that would have that result. Provided however, after the closing date, the unsuccessful Proponents or members of the unsuccessful Proponents may, with the consent of Halifax Water, become involved in the contract, provided such involvement is limited solely to acting as a subcontractor to the Successful Proponent.
8.9 Proponents to Ensure They Understand the Proposed Work
It is the Proponent's responsibility to ensure that it has all the necessary information concerning the intent and requirements of this RFP and the proposed work. The Proponent
is solely responsible for examining and reviewing all documents and information provided or required pursuant to this RFP and for satisfying itself as to all other matters which may in any way affect the contract or the cost or time required to complete the contract.
Nothing contained in this RFP or in any communications from Halifax Water shall constitute any express or implied warranty or representation by Halifax Water, except as explicitly stated herein and therein.
8.10 Waiver / No Reliance
Halifax Water does not accept responsibility for any information, advice, errors or omissions which may be contained in this RFP or its appendices or any addendum. Halifax Water makes no representation or warranty, either express or implied, in fact or in law, with respect to the accuracy or completeness of this RFP or its appendices or any addendum and Halifax Water shall not be responsible for any action, cost, loss or liability whatsoever arising from the Proponent's reliance on or use of such information or any other technical or historical schedules, data, materials or documents provided by Halifax Water. The Proponent is responsible for obtaining its own independent financial, legal, accounting, engineering and technical advice with respect to any information included in this RFP, its appendices or any addenda or in any documents provided by Halifax Water.
8.11 False or Misleading Information
If there is any evidence of misleading or false information in any Proposal, Halifax Water may reject that Proposal.
8.12 Compliance with Applicable Law
The Proponent shall be responsible, at its expense, for complying with all applicable laws relating to the contract and, except as explicitly stated in this RFP, for obtaining, maintaining and complying with all any approvals required for the contract.
8.13 Time to be of the Essence
Time shall be of the essence of this RFP and all Proposals.
8.14 Governing Law
This RFP and all activities connected therewith shall be governed in all respects by the laws of the Province of Nova Scotia and the laws of Canada applicable therein.
8.15 Confidentiality
(a) "Confidential Information" means all information, whether transmitted orally, electronically or in written form, which the Proponent or the Proponent’s representatives have received and may receive from Halifax Water for the purposes of the Project and which may include, but is not limited to, all data, reports, interpretations, statements (financial or otherwise), specifications, performance information and records containing or otherwise reflecting information concerning
Halifax Water's systems, proprietary designs, equipment, products and / or technical information which the Proponent or the Proponent's representatives have received and may receive in the course of completing the Project.
(b) Halifax Water may, at its sole discretion, disclose Confidential Information to the Proponent or the Proponent’s representatives for the purposes of (1) the RFP process and / or (2) the project. Notwithstanding any such disclosure, the Confidential Information shall remain the sole and exclusive property of Halifax Water and Halifax Water shall retain all right, title and interest in and to the Confidential Information. The Proponent and the Proponent’s representatives shall use the Confidential Information solely and exclusively for purposes of (1) the RFP process and / or (2) the Project.
(c) Without limiting the generality of the permitted use of the Confidential Information, neither the Proponent nor the Proponent’s representatives shall use the Confidential Information for the purpose of achieving any commercial or financial benefit. In addition, neither the Proponent nor the Proponent’s representatives shall publish, reproduce, copy, disseminate or disclose the Confidential Information to others without Halifax Water's prior written consent, which consent may be withheld for any reason.
(d) The Proponent’s completed report shall be exempt from disclosure under the Freedom of Information and Protection of Privacy Act on the basis that it will include information about Halifax Water's security systems and its disclosure has the potential to pose a significant risk to public health and safety.
(e) The Proponent shall keep a record of all Confidential Information furnished to it and to its representatives and of the location of such Confidential Information. The Proponent shall make every reasonable effort to secure the Confidential Information and the Proponent shall return all Confidential Information provided to the Proponent and its representatives immediately to Halifax Water upon request and in any event immediately upon completion or cessation of the Project. The Proponent shall
submit a statement in this RFP explicitly detailing the measures proposed to achieve this confidentiality and confirming a commitment to Halifax Water's information security. The statement shall include a commitment to ensuring that all its representatives will comply with and are bound by the terms and conditions of this confidentiality commitment.
8.16 Police Record Check
All contractors, vendors, consultants and their employees working for Halifax Water must obtain a “Police Record Check” (PRC). The process for obtaining PRCs is outlined in
Appendix E. PRCs must remain valid for the duration of the contract and the Proponent
8.17 Standard Form of Contract
The standard form of contract to be used shall be the professional services agreement attached in Appendix F.
APPENDIX A
