Biosolids Forest Fertilization Program

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1 Request for Expressions of Interest (RFEI) Biosolids Forest Fertilization Program Issue Date: June 20, 2017 Closing: 3 complete hard copies plus 1 electronic copy (CD, DVD, or USB flash drive) in.pdf format of each Response must be received before 2:00 pm (local time) on Wednesday, July 5, 2017 Closing Location: Regional District of Nanaimo Regional and Community Utilities Second Floor 6300 Hammond Bay Road Nanaimo, BC V9T 6N2 Contact Individual: Adrian Limpus Engineering Technologist Wastewater Services Regional District of Nanaimo

2 Table of Contents 1. Call for Expressions of Interest Background RDN Wastewater Services Forest Fertilization Program History Biosolids Production Regulatory Framework Additional Information Scope General Conditions General Contact Individual Requests for Information Enquiries and Addenda Closing Date Late Responses Signed Agreement Letter Changes to Expression of Interest Wording Withdrawal Solicitation Acceptance of Expression of Interests Definition and Form of Contract Agreement with Terms Modification of Terms Liability for Errors Process Conditions Ownership of Responses Confidentiality of Information Not a Tender Call Safety Environmental Management System Process and Schedule Schedule Submissions... 15

3 7. Evaluation Project Team Structure and Project Management Approach (20%) Company Experience, References, and Relevant Projects (30%) Individual Team Member Experience (30%) Project Understanding (20%) APPENDIX A: RECEIPT CONFIRMATION FORM List of Tables Table 1 - Biosolids Production from GNPCC and FCPCC (2012 To 2016)... 5 Table 2 - Biosolids Forest Fertilization Request For Expressions Of Interest (RFEI) And Request For Proposals (RFP) Preferred Schedule List of Figures Figure 1 - Map of Land Application Plan Boundaries... 4 Figure 2 - Schedule A - RDN and NMBC Agreement (Biosolids Area and Biking Area)... 5

4 1. Call for Expressions of Interest The Regional District of Nanaimo ( Regional District or RDN ) Wastewater Services department is interested in receiving Expressions of Interest (EOI s) from suitably qualified firms to operate a biosolids forest fertilization program. Description: RFEI for Biosolids Forest Fertilization Program Date Issued: June 20, 2017 Submission Deadline: July 5, 2017 Submission Time: 2:00 pm (local time) Since 2003, RDN biosolids have been beneficially used in a forest fertilization program on private forest lands near Weigles Road in Nanaimo, British Columbia. In this program, RDN biosolids are diverted from the landfill and applied to forest land to improve tree growth. The RDN is interested in receiving Expressions of Interest (EOI) from qualified firms to operate a biosolids forest fertilization program that meets the Organic Matter Recycling Regulation (OMRR) and all other federal, provincial, and local government regulatory requirements. The forest fertilization program will also meet conditions of shared land use agreements for the private forest lands. Expressions of Interest (EOIs) will be assessed according to evaluation criteria established in this Request for Expressions of Interest (RFEI). Respondents who submit an EOI that best meets the evaluation criteria may be invited to submit technical and financial proposals in a Request for Proposals (RFP) process. Please direct RFEI inquiries and questions in writing (by ) before the end of working day on June 29, 2017 to: Adrian Limpus Engineering Technologist- Wastewater Services Regional District of Nanaimo Page 2 of 20

5 2. Background 2.1 RDN Wastewater Services The RDN Wastewater Services department operates four Pollution Control Centers which treat wastewater from approximately 120,000 people in Nanaimo, Parksville, Qualicum Beach, Lantzville, and Electoral Areas in the region. The RDN also operates 23 pump stations and two septage receiving sites. Greater Nanaimo Pollution Control Centre (GNPCC) provides chemically enhanced primary treatment to treat wastewater from the City of Nanaimo, District of Lantzville, and the Snuneymuxw First Nation. GNPCC also treats sludge from Duke Point Pollution Control Centre (DPPCC). GNPCC is currently involved in a secondary treatment upgrade which is estimated to be completed by late Biosolids from GNPCC are stabilized by anaerobic digesters to meet Class B quality standards in OMRR. French Creek Pollution Control Centre (FCPCC) uses a trickling filter/solid contact secondary treatment process to treat wastewater from the City of Parksville, Town of Qualicum Beach, and French Creek. FCPCC also treats sludge from Nanoose Bay Pollution Control Centre (NBPCC). Biosolids are stabilized using autothermal thermophilic aerobic digesters (ATADs) to meet Class A quality standards in OMRR. 2.2 Forest Fertilization Program History Since 2003, RDN biosolids have been used in a forest fertilization program on private forest lands owned by TimberWest Forest Company (TimberWest) near Weigles Road in Nanaimo, BC. Biosolids used in this program are transported to one of four stockpiles and land applied in accordance to requirements of OMRR. Biosolids used in forest fertilization are managed in accordance to Class B requirements. Figure 1 shows the boundaries of the private forest land and the Stockpile locations. Page 3 of 20

6 Figure 1 - Map of Land Application Plan Boundaries * Source - Woodlot 20 Forest Fertilization Biosolids Land Application Plan, Prepared for Regional Municipality of Nanaimo, SYLVIS, February 2017 (page 19) In June 2017, the RDN entered into concurrent four-year agreements with TimberWest and the Nanaimo Mountain Bike Club (NMBC) to grant land use permissions, identify responsibilities, coordinate shared land use, and to enable continuation of the biosolids forest fertilization program. One condition of the agreement is that the private forest land be partitioned into an area where biosolids land application would occur and a mountain bike area south of Weigles Road (see Figure 2) Further to the agreements, the RDN has committed to making operational changes to avoid applying biosolids within 30 m of an identified mountain bike corridor north of Weigles Road. The preliminary location of the bike corridor can be found on the Proposed Mountain Bike Corridor north of Weigles Road Map (See Section 2.5). The location of this bike corridor will be refined after a trail inventory is done. Page 4 of 20

7 Figure 2 - Schedule A - RDN and NMBC Agreement (Biosolids Area and Biking Area) 2.3 Biosolids Production The total biosolids production over the last five years has varied between 3,935 to 4,773 wet tons per year (Table 1). The average production over the last five years is 4,316 wet tons per year. Table 1 - Biosolids Production from GNPCC and FCPCC (2012 to 2016) Year GNPCC Trucked Biosolids (Wet Tons/year) FCPCC Trucked Biosolids (Wet Tons/year) Total ,611 1,324 3, ,970 1,210 4, ,492 1,282 4, ,099 1,297 4, ,097 1,198 4,295 Average 3,054 1,262 4,316 Page 5 of 20

8 Biosolids production from GNPCC is estimated to increase by approximately 50% in late 2019 after the secondary treatment upgrade is commissioned. 2.4 Regulatory Framework The Organic Matter Recycling Regulation (OMRR) governs the land application of biosolids in British Columbia. The BC Ministry of the Environment is currently undertaking a review of this regulation. The biosolids forestry fertilization program must continue to meet all OMRR regulatory requirements and any potential changes resulting from updates to the regulation. 2.5 Additional Information The following information will be made available to Proponents upon the RDN receiving the Receipt Confirmation Form (Appendix A) 1) 2016 RDN Annual Reports for GNPCC, FCPCC, NBPCC, and DPPCC 2) Biosolids Annual Reports 2013 to ) Biosolids Land Application Plan Woodlot 020 Forest Fertilization, SYLVIS, February 2017 (previous Land Application Plans may be provided on request). 4) Shared Land Use Agreement between RDN and the Nanaimo Mountain Bike Club. 5) Proposed Mountain Bike Corridor north of Weigles Road Map. 6) License Agreement between the RDN and TimberWest. More information may also be obtained from the biosolids program website: ( Page 6 of 20

9 3. Scope The following is a brief summary of the proposed work activities to be undertaken by the firm shortlisted in this RFEI and ultimately selected in a Request for Proposals (RFP) process. The RDN reserves the right to change any or all of the following scope description. A more detailed description of the program scope will be available in the RFP. The intent of this RFEI and the RFP will be to establish an agreement for up to a four year term with a qualified firm to operate a biosolids forest fertilization program. The biosolids forest fertilization program would need to meet all OMRR and other federal, provincial, municipal, and local government regulatory requirements. The forest fertilization program would also need to meet conditions of shared land use agreements between the RDN and NMBC, and the RDN and TimberWest. In this RFEI, firms will present their qualifications for undertaking the following activities associated with managing an effective biosolids forest fertilization program: Prepare Land Application Plans for the BC Ministry of the Environment. The firm would also be responsible for all other regulatory reporting required for OMRR and all other federal, provincial, municipal, and local government regulations. The Proponent must have team members considered to be Qualified Professionals (QP) under OMRR. Organize an annual Open House in collaboration with the RDN and the NMBC showcasing the biosolids program and partnerships with TimberWest and NMBC. Develop and implement a communications plan to engage stakeholders and to foster good communication between the RDN, TimberWest, and NMBC. Participate in the RDN s strategy for engagement of First Nations on this program. Respond to inquiries from members of the public in collaboration with the RDN, TimberWest and NMBC. Conduct water quality testing and sampling at biosolids application sites as a continuation of the current sampling program. Conduct full-parameter and fecal coliform sampling and laboratory testing of biosolids at GNPCC and FCPCC as required to meet OMRR requirements. The results will be shared with the RDN for annual reports and other regulatory reporting. Page 7 of 20

10 Maintain access roads to the four stockpile sites. Provide daily operational direction to biosolids haulers in terms of delivery locations. Respond to concerns of biosolids transporters in terms of access road conditions. Create new application trails as necessary. Liaise with NMBC as necessary in regard to biosolids applications on the site. Manage stockpiles during the year including providing cover in wet months. Respond to winter weather conditions at the site. Maintain signage necessary to meet OMRR requirements. Prepare application maps on a monthly basis of biosolids application sites for the information of the RDN and the NMBC. Participate in an annual meeting at the RDN office. Collaborate with the RDN on preparation of an annual report on the program. Conduct investigations to promote the long term use of the forested properties for the beneficial use of biosolids. The firm ultimately selected will also need to carry a suitable amount of insurance as identified by RDN policies and the TimberWest agreement. Please note that the above list is a general list of specifications presented for the purpose of developing a shortlist of Proponents based on qualifications for this RFEI, and are not limiting or exclusive. More detailed specifications will be provided in the RFP for shortlisted Proponents. Page 8 of 20

11 4. General Conditions This section describes the terms and conditions of the RFEI process. 4.1 General Before submitting Expression of Interests, 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 Expression of Interest. Proponents are fully responsible for obtaining all information required for the preparation of Expression of Interests. Proponents are solely responsible for their own expenses in preparing and submitting Expression of Interests, and for any meeting, negotiations, or discussions with the RDN or its representatives and consultants, relating to or arising from this RFEI and the resulting RFP process. Proponents agree that by participating in the RFEI process, and/or submitting an Expression of Interest, they have no claim for compensation. 4.2 Contact Individual The Contact Individual for the RDN is: Adrian Limpus Engineering Technologist Wastewater Services Regional District of Nanaimo 4.3 Requests for Information Any requests for information (RFI) related to this RFEI should be directed in writing by to Adrian Limpus at before the end of the working day on June 29, Enquiries and Addenda Proponents considering submitting an Expression of Interest should submit the Receipt Form in Appendix A for individual (s) at their organization to directly receive written addenda and questions and answers from the bidding process. The RDN will only respond to questions that are submitted in writing. The responses to written questions received by RDN staff will be issued to all potential Proponents. Page 9 of 20

12 4.5 Closing Date Three (3) complete hard copies of each Expression of Interest plus one electronic copy on CD, DVD, or on USB flash drive prepared in.pdf format, must be received before 2:00 pm (local time) on July 5, 2017 at the address on the front cover of this RFEI. Expression of Interests sent by facsimile (fax) or e mail will not be accepted. There will be no public opening for this RFEI. Expression of Interests are to be submitted in sealed envelopes clearly marked with: 1. Name and address of the Proponent 2. Request for Expression of Interests for Biosolids Forest Fertilization Program 3. Closing 2:00 pm (local time) July 5, Late Responses Expression of Interest envelopes will be marked with their receipt time at the closing location. Only complete Expression of Interests 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 Expression of Interest receipt time will be as recorded at the closing location for the hard copy. 4.7 Signed Agreement Letter The Expression of Interest must include a signed letter indicating agreement to the Terms and Conditions of this RFEI. This letter must be signed, by a person / persons authorized to sign on behalf of the Proponent(s) and will also bind the Proponent(s) to statements made in their Expression of Interest. 4.8 Changes to Expression of Interest Wording The Proponent will not change the wording of its Expression of Interest after the closing date and time specified on the front cover of this RFEI and no words or comments will be added to the Expression of Interest unless requested by the RDN for purposes of clarification. 4.9 Withdrawal Expression of Interests may be withdrawn prior to the deadline on written notice to the contact individual. Withdrawn Expression of Interests may be replaced by alternative Expression of Interests providing ed notice of intent is delivered to Adrian Limpus at least 24 hours prior to the deadline for closing noted above. Expression of Interests must remain valid for 60 days following the RFEI closing date and time noted. Expressions of Interests are irrevocable after the closing date and time. Page 10 of 20

13 4.9 Solicitation Unless otherwise requested in writing by the Contact Individual, a Proponent must not contact or communicate with any elected or appointed officer or other employee of the Regional District than the designated RDN employee in relation to the quotation prior to the project award. Any such communication will result in disqualification of the Proponent from further consideration Acceptance of Expression of Interests This RFEI is not an agreement to purchase goods or services. The RDN is not bound to enter into a Contract or RFP process with any Proponent. Expression of Interests will be assessed in light of the Expression of Interest review criteria. The RDN will be under no obligation to receive further information, whether written or oral, from any Proponent Definition and Form of Contract The receipt of an agreement letter with an Expression of Interest will not constitute a contract. A contract will not be entered into until after the RDN and the Proponent enter into a full written Contract as result of the firm being selected in an RFP process following being shortlisted in this RFEI. Only after a contract is mutually agreed to and signed by both parties, will a Proponent acquire any legal or equitable rights or privileges Agreement with Terms By submitting an Expression of Interest the Proponent agrees to all the terms and conditions of this RFEI. Proponents who have obtained the RFEI electronically must not alter any portion of the document, with the exception of adding the information requested. To do otherwise will invalidate the Expression of Interest Modification of Terms The RDN reserves the right to modify the terms of this RFEI, in its sole discretion, at any time up to two (2) working days prior to the noted closing date. This includes the right to cancel this RFEI at any time. The RDN also reserves the right not to issue a Request for Proposals Liability for Errors While the RDN has used considerable efforts to ensure an accurate representation of information in this RFEI, the information contained in this RFEI is supplied solely as a guideline for Proponents. The information is not guaranteed or warranted to be accurate by the RDN, nor is it necessarily comprehensive or exhaustive. Nothing in this RFEI or the documents provided as information sources is intended to relieve Proponents from forming Page 11 of 20

14 their own opinions and conclusions with respect to the matters addressed in this RFEI Process Conditions The RDN reserves the right, at its sole discretion to waive any defect or irregularity in any or all Expression of Interests and to negotiate with any Proponent. The Regional District also reserves the right to: Accept any Expression of Interest Reject any Expression of Interest Reject all Expressions of Interest Not issue a Request for Proposals. Reject an Expression of Interest even if it is the only one received Contact any or all Proponents to clarify or confirm information provided, without any obligation to contact any other Proponent Invite any or all Proponents to provide brief presentations Negotiate with one or more Proponents without any obligation to advise, consult with, or enter into more discussions with any other Proponent. All of the above as considered by the RDN to be in its best interests Ownership of Responses All documents submitted to the RDN become the property of the RDN. The RDN is subject to the provisions of the Freedom of Information and Protection of Privacy Act. As a result, while Section 21 of that Act does offer some protection for third party business interests, the Regional District cannot guarantee that any information provided to the Regional District can be held in confidence. To the extent that is it legally able to do so the Regional District may, but will not be obligated to, hold in confidence any information specifically identified by the Proponent as being confidential Confidentiality of Information Information pertaining to the RDN obtained by the Proponent as a result of participation in this RFEI is confidential and must not be disclosed without written authorization from the RDN Not a Tender Call This RFEI will be used to develop a shortlist of firms who may be invited to submit a detailed technical and financial Request for Proposals. This RFEI not a tender call and the submission of any response to this RFEI does not create a tender process. Page 12 of 20

15 4.19 Safety The successful Proponent selected as a result of this RFEI and the subsequent RFP process will be expected to follow all requirements of the BC Occupational Health and Safety Regulation and Workers Compensation Act. The successful Proponent will also be considered to be the Prime Contractor in accordance to Worksafe BC requirements and will be required to sign the RDN s Prime Contractor Agreement Environmental Management System The successful Proponent selected as a result of this RFEI and subsequent RFP process will comply with environmental requirements of the Wastewater Service s Environmental Management System (ISO 14001:2015). These requirements are specified in the department s Contractor Supplier Package which must be signed by the selected Proponent. This package can be found on the following webpage: Page 13 of 20

16 5. Process and Schedule 5.1 Schedule For the information of Proponents, the preferred schedule for the Request for Expressions of Interest (RFEI) and subsequent Request for Proposals (RFP) process is presented below: Table 2 - Biosolids Forest Fertilization Request for Expressions of Interest (RFEI) and Request for Proposals (RFP) Preferred Schedule Item Date Issue Request for Expressions of Interest (RFEI) June 20, 2017 Last Day to send Enquiries on this RFEI June 29, 2017 Closing Date for Submission of RFEI s July 5, 2017 at 2 pm (local time) Shortlist Developed July 12, 2017 Issue Request for Proposals (RFP) July 17, 2017 RFP Proponent Meeting To be scheduled Closing Date for Submission of Proposals August 4, 2017 Award of Contract September 20, 2017 Commencement of Operations October 6, 2017 Page 14 of 20

17 6. Submissions The EOI should not be more than fifteen (15) pages in length, excluding title page, letter of introduction, table of contents, resumes, and project data sheets. Each EOI will to be arranged as follows: Title Page Showing the closing date and time, Proponent name, address, and contact persons. Letter of Introduction (Signed Agreement to RFEI Terms and Conditions) One page, introducing the Proponent and signed by the person(s) authorized on behalf indicating agreement by the Proponent to statements made in their EOI, and to the RFEI Terms and Conditions. Table of Contents Include page numbers Executive Summary Section 1: Project Team Structure and Project Management Approach Include brief description of experience of each of the key proposed personnel, including proposed duties and responsibilities in the biosolids forest fertilization program. Describe the project management approach for this program. Discuss contact protocols between your company s project manager s and RDN personnel and stakeholder groups. Include a proposed team organization chart. List sub-contractors required and the capabilities of sub-contractors. Section 2: Company Experience, References, and Relevant Projects Description of the company size and depth Describe the Company s capability (experience) to undertake this assignment Describe the firm s quality management protocols. Prepare a list in chronological order of five (5) recent and similar projects completed by the Proponent including details of which projects were undertaken by members of Page 15 of 20

18 the proposed project team. For each project provided as a reference, include a brief outline of the project and its relevance to this program. Provide information on the equipment your firm would have available to undertake land application operations. Discuss the mobility of the equipment. Provide background on the environmental and safety specifications for the equipment. Discuss your firm s capabilities to commence land application operations as per the schedule (see Section 5.1). Demonstrate that equipment be mobilized and transported to the stockpile sites prior to the start of operations. Describe your firm s experience working with community groups and stakeholders. Data sheets may be attached in Appendix B. Project data sheets should not exceed one page per project. Provide background on your firm s safety protocols and occupational health and safety program. Section 3: Individual Team Member Experience Describe the experience and expertise of the proposed project team members. Please highlight experience of team members in biosolids forest fertilization, OMRR regulatory reporting, working with stakeholder groups, and biosolids management. Please note if project team members are considered to be Qualified Professionals (QP) as per BC OMRR and have experience preparing Land Application Plans and completing regulatory reporting required for this regulation. Provide background on team member s experience liaising with biosolids transportation providers and coordinating maintenance to forest access roads. Provide background on your team member s experience with maintaining excellent relationships with stakeholder groups. Provide information on the office and location of team members Please include detailed resumes of team members and sub-contractor team members (if applicable) in Appendix A. Page 16 of 20

19 Section 4: Project Understanding Describe the challenges associated with implementing a successful biosolids forest fertilization program. Explain how your firm will meet these challenges. Several challenges which should be discussed include promoting long-term use of the site, working with stakeholder groups, and regulatory changes to OMRR. Discuss your firm s experience and strategies in regard to engagement of First Nations on biosolids initiatives. Discuss how your proposed project management structure and organization will promote a successful program. Propose options for the best structure for a successful program. Explain why your firm would be the best partner for the RDN on this initiative. Appendix A Team Member Resumes Please include detailed resumes of team members and sub-contractor team members (if applicable). Please highlight experience of team members in biosolids forest fertilization, OMRR regulatory reporting, working with stakeholder groups, and biosolids management. Please identify if key team members are considered to be Qualified Professionals (QP) as per OMRR requirements. Appendix B Project Sheets Please include the Project Datasheets requested in Section 3: Relevant Experience (for up to 8 projects) Page 17 of 20

20 7. Evaluation Expressions of Interest will be evaluated by the Evaluation Team according to the criteria listed below. Submissions with the highest number of points above a threshold level established by the RDN may be recommended to proceed to an RFP process. On completing evaluation in accordance to the evaluation criteria, the Evaluation Team will present its evaluation rationale and recommendations of firms that may be invited to submit detailed technical and financial proposals in an RFP process. 7.1 Project Team Structure and Project Management Approach (20%) The Proponent s team organization and structure will comprise 20% of the evaluation points: The evaluation will focus on the firms organization and proposed team, including subcontractors and specialists. Key areas that will be evaluated include roles and responsibilities, skills of key project team members, organizational structure, project management, and contact protocols. 7.2 Company Experience, References, and Relevant Projects (30%) Relevant Demonstrated Experience will consist of 30% of the evaluation points: Preference will be given to firms that can demonstrate their previous experience with biosolids forest fertilization. Preference will also be given to firms that have the required equipment and capabilities to undertake this project and to meet schedule requirements. Preference will also be given to firms with well-developed safety protocols. The evaluation will also consider the example projects provided and their relevance to the RDN s biosolids forest fertilization project. References may be contacted by the evaluation team to assess the capabilities and previous experience of the firm and proposed project team. 7.3 Individual Team Member Experience (30%) Individual team member experience will consist of 30% of the evaluation points: The evaluation will focus on the experience and qualifications of project team members and sub-contractor team members with respect to biosolids management, biosolids forest fertilization, meeting regulatory requirements, and other skills necessary to operate an effective forest fertilization program. Preference will be provided to Proponents with experience in public communications Page 18 of 20

21 and stakeholder relations. Proponents are required to have team members who are considered to be Qualified Professionals under OMRR. 7.4 Project Understanding (20%) Project understanding will consist of 20% of the evaluation points: Preference will be provided to firms that clearly understand and have strategies and a project management structure in place to meet challenges associated with implementing an effective program. The evaluation will consider propositions on the best structure of this program and the rationale presented to why their firm would be the best partner for the RDN. Preference will be provided to responses that propose strategies to work with stakeholders including TimberWest and the NMBC. The evaluation will also consider the previous experience of the firm and strategies in regard to engagement of First Nations on biosolids initiatives. The evaluation will also consider how the Proponent will respond to potential changes in the OMRR. Page 19 of 20

22 APPENDIX A: RECEIPT CONFIRMATION FORM Request for Expressions of Interest - Biosolids Forest Fertilization Program Closing date and time: Prior to 2:00 PM July 5, 2017 (local time) As receipt of this document, and to directly receive any further information and background references related to this Request for Proposals, please return this form to: Adrian Limpus Engineering Technologist Wastewater Services 6300 Hammond Bay Rd, V9T 6N2 Regional District of Nanaimo Please note the last day for enquiries is the end of the working day on June 29, COMPANY NAME: STREET ADDRESS: CITY/PROVINCE: POSTAL CODE: PHONE NUMBER: FAX NUMBER: CONTACT PERSON: ADDRESS: SIGNATURE: Page 20 of 20

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