RFQ 2018-018 Integrated Asset Management Roadmap Development P a g e 1 14
Contents 1. Introduction... 4 2. Date of Proposal Submission... 5 3. Project Contact... 6 4. Completion Date... 6 5. Scope of Work... 6 5.1. Gap Analysis and Data Review/Update... 6 5.2. AM Policy, Strategy Maturity Level Targets, and Roadmap... 7 5.3. Project Management Plan... 7 5.4. Final Report... 8 6. Proposal Structure and Content Requirements... 8 6.1. Proposal Submission Structure... 8 6.2. Proposal Content Requirements... 8 6.2.1. Introduction... 9 6.2.2. Statement of Qualifications... 9 6.2.3. Work Program... 9 6.2.4. Schedule... 9 6.2.5. Cost Estimate... 9 6.2.6. Qualifications and Background of Consultation Team... 9 6.2.7. Conflicts of Interest...10 6.2.8. References...10 7. Proposal Process...10 P a g e 2 14
7.1. Request for Proposal Schedule...10 7.2. Documentation...10 7.3. Communication...11 8. Evaluation Criteria...11 9. Disqualification...12 10. Examination of Documents...12 11. Proposal Withdrawal of Replacement...12 12. Proposal Evaluation...13 13. Proposal Award Procedure...13 14. Extra Work...13 15. Payment of Fees...14 16. Amendments to RFP...14 P a g e 3 14
Information to Proponents 1. Introduction Wellington North is the most northerly Township in Wellington County, located 30 minutes north of Guelph on Highway 6, and takes in both rural and urban settings. At the south end, at the intersections of Highways 6 & 109 and across the Conestoga River, the Village of Arthur welcomes you. Designated as Canada s Most Patriotic Village this gateway to the Grand River watershed is a great place to live, shop and play. In the north, at the intersections of Highways 6 & 89 and across the Saugeen River the Town of Mount Forest with an altitude of 1,407 ft. Welcomes you with High, Healthy & Happy proudly displayed on the water tower as you enter town. Nestled in a picturesque agricultural setting the Township contains some of the best farmland the County has to offer as well as a substantial Industrial base and a wealth of Conservation Land. Old established neighbourhoods are complemented by new residential development and small urban centres by rural countryside providing a variety of lifestyle choices for its workforce, residents and their guests. The quality of life available is second to none with clean air and clean water, quiet tree lined streets, abundant recreational activities, excellent shopping opportunities along with convenient Heath Care and excellent Educational facilities. Wellington North is a short drive on excellent roads from many of the major centres and is within one hour's drive of Highways #400 and #401, the Province's main controlled-access thoroughfare and link between major centres in Canada and the United States. The Township of Wellington North is inviting qualified consultants to submit proposals to assist the Township with implementation of Asset Management (AM) by providing clear and realistic AM implementation strategies, objectives, and plan, and associated roadmap specific for the Township. The policy, strategy, objectives, and roadmap to be developed will position the Township to meet the objectives of the Township as it relates to operations, maintenance, and long term replacement of the Township s assets. The expected results of the consultant s work are: - That the Township will understand, and more effectively advance AM - Be better positioned to communicate AM needs to council - Have a better understanding of the scale and effort required for AM - Have a better understanding of where and what the existing gaps are P a g e 4 14
- Position the Township to make information based decisions relative to operating and capital expenditures with direct correlation to annual budgeting and long-term planning initiatives - Be compliant with Provincially imposed regulation (O. Reg. 588/17) - Completion of a 10-year Asset Management & Financial Strategy, with focus on optimizing capital and operating expenditures 2. Date of Proposal Submission Proposals are to be submitted in a sealed envelope addressed as follows: Township of Wellington North RFP 2018-018 Adam McNabb Director of Finance 7490 Sideroad 7 W, PO Box 125 Proposals must be submitted under the following instructions: Proposal Closing Date: October 29, 2018 Time: 2:00 p.m., local time Location: Kenilworth, ON Municipal Administration Office 7490 Sideroad 7 W, PO Box 125 CLOSED PROPOSAL OPENING Submissions received by the date and time of closing will be opened and evaluated by the Township of Wellington North post submission closing, in a closed session format, by the evaluation team selected by the Township of Wellington North. P a g e 5 14
3. Project Contact Adam McNabb Director of Finance Township of Wellington North (519) 848-3620 Ext. 32 amcnabb@wellington-north.com 4. Completion Date The expectation is that the consulting work will be substantially complete by October 1, 2019. 5. Scope of Work 5.1. Gap Analysis and Data Review/Update The consultant will assess the current state of the Township s asset management initiative. The assessment is to include the major components of asset management planning for municipal infrastructure. The consultant, as part of its review, will design a questionnaire (with the input of senior Township staff) for use in interviewing select council member(s), consulting engineering firms (where required), and key staff in the operations, and finance departments, as well as review the existing management objectives, processes, data, and software as it relates to AM. The current state will be measured against where the Township should strive to be as an organization, and how to achieve the desired end result presented and depicted in a roadmap complete with actionable items. The roadmap and actionable items should be designed to bring meaningful change, and engrain a culture that supports the Township s commitment to Asset Management. The consultant will review the Township s asset data in its various forms, identify process and documentation gaps, and provide data collection and geospatial mapping priorities. The consultant will also define and provide a suitable data structure that will satisfy a multitude of reporting requirements from a singular, unified dataset (including but not limited to: Financial Information Return, DWQMS, O. Reg. 588/17, etc.). The consultant will review the Township s condition assessment structure and provide recommendations for improvement or provide a more suitable structure of use in achieving the proposed AM framework. P a g e 6 14
The consultant will also review the Township s existing set of software to determine its compatibility with AM software available in the market and recommend replacements to satisfy a desire to have an integrated enterprise-grade content management system. While the focus of the data review should focus on Core infrastructure Assets (as defined in O. Reg 588/17), the consultant should also remain cognizant of the requirement to report on IT, land, machinery and equipment assets from both AM and PSAB 3150 standpoints. 5.2. AM Policy, Strategy Maturity Level Targets, and Roadmap The consultant will work with the Township s cross functional asset management team for the development of a strategic asset management policy for the Township. In addition to the AM Policy, the consultant will provide a clear AM Strategy for the advancement of AM in the Township from its current state to the AM maturity level targets which will be established based on the regulation, AM Roadmap, the Township s input, Master Plans, the Township s Community Growth Plan (https://wellington-north.com/content/news-updates/wn-cgp-final-report-council-feb-26-2018-2-1.pdf), Development Charge studies (https://wellingtonnorth.com/content/government/departments/finance/dc-2018-final-june-7.pdf), DWQMS (https://wellington-north.com/content/government/departments/public-works/water-sewer/dwqms- 2017.pdf), and the consultant s expertise and best judgement. The AM strategy will use the developed AM Policy, gap analysis, the AM maturity level targets, and the regulation, to outline the strategic priorities and approach that will be used to orient and focus the Township s cross functional AM team and aid in the implementation of the AM roadmap. The strategy will demonstrate a clear path to the AM maturity level targets for each major asset class. The consultant will aid in the development of a 10-year Asset Management Roadmap & Financial Strategy (inclusive of estimated project costs, anticipated funding sources, reserve & reserve fund utilization, borrowing requirements, and sustainability analyses), with focus on optimizing capital and operating expenditure to satisfy the Township s strategic vision. It will be incumbent upon the successful proponent to provide assistance converting strategy into on-the-ground tactical and operational projects or methods of doing business that can be easily understood and carried-out by the cross-functional AM team of the Township. 5.3. Project Management Plan The consultant will develop a Project Management Plan (PM Plan) for the advancement of AM in the organization with the aim of delivering the above in scope items. The PM Plan and schedule will be suitable and sufficiently realistic for the Township to successfully implement it. The PM Plan will highlight areas like resource requirements, schedule, risk, milestones, and critical success factors. P a g e 7 14
Resources to be considered are: human resources, software, administration, systems, training, and others. The consultant will identify if and at what stage the use of additional or alternate software would be beneficial to the Township. The preparation and delivery of a communication plan identifying all planned communication requirements/meetings and staff and proponent assignments and responsibilities is expected as part of the comprehensive PM Plan. 5.4. Final Report The successful proponent will provide a final report and include a summary of the key findings and outcomes in two parts. One a summary of complete, in-work, and future activities required to successfully adhere to the AM roadmap to ensure successful implementation of AM & financial roadmap strategy with the Township Council as the intended audience and, Two - the Township staff responsible for the advancement of asset management strategy for the Township. 6. Proposal Structure and Content Requirements 6.1. Proposal Submission Structure The proposal document should be structured in sections that refer to the headings addressed in the Proposal Content Requirements of this section and should be numbered and tabbed accordingly. 6.2. Proposal Content Requirements Section Content 1 Introduction 2 Statement of Qualifications 3 Work Program (Approach & Methodology) 4 Schedule 5 Cost Estimate 6 Qualifications and Background of Consultation Team 7 Conflicts of Interest P a g e 8 14
8 References 6.2.1. Introduction Proponents are to provide a brief introduction of the organization submitting the proposal. Proponents are invited to include, but not limited to the following information: General company profile (Ownership, affiliations, customers, number of years in operation, business segments etc.) Address and contact information for the proposing entity Size of the company, number of employees, and operational footprint. 6.2.2. Statement of Qualifications Brief description on significant similar projects. 6.2.3. Work Program Describe the firm s approach and methodology. 6.2.4. Schedule In this part of the proposal please also submit a project schedule. Clearly identify key milestones & dates. 6.2.5. Cost Estimate The Proponent s submission shall include: Overall project cost exclusive of HST. A detailed cost and time breakdown of each major activity identified in the proposal. A time and cost breakdown for each team member. Identifying any disbursements and the associated costs. A fee schedule and hourly rates for all project team members. 6.2.6. Qualifications and Background of Consultation Team Please provide the proposed consultant team expected to be dedicated to the Township of Wellington North project, detailing how they will be organized and including their capabilities, experience, and any special skills of each individual team member. P a g e 9 14
6.2.7. Conflicts of Interest This section would outline any real or perceived conflicts of interest, if successfully chosen for the engagement. Conflicts could include, but are not limited to any relationships between members of the proponents and the Township of Wellington North, or any private assignments outside of the AM activities that could influence the project. 6.2.8. References This section is to include client references (minimum of 3). The Township of Wellington North reserves the right to contact references, which may affect a Proponent s evaluation score. References associated with the Township of Wellington North will not be considered or accepted. 7. Proposal Process 7.1. Request for Proposal Schedule The following table outlines the timeline that has been established for the proposal selection process: Task Description Date Request for Proposal Issued September 28, 2018 Proponent Questions Received by: October 15, 2018 Township to provide answers by: October 24, 2018 Proposals Due Date: October 29, 2018 Anticipate Decision on Successful Proponent: October 31, 2018 Anticipated Commencement of Work: November 1, 2018 NOTE: Although every attempt will be made to meet all dates, the Township of Wellington North reserves the right to modify any or all dates at its sole discretion. 7.2. Documentation a) One (1) original and five (5) copies of the proposal are required. b) All proposals must be legible and written in ink or typewritten. c) All proposals must be submitted in a sealed envelope. P a g e 10 14
7.3. Communication All requests for information and/or clarification as well as questions regarding the interpretation of the terms set out in this RFP should be referred to: 8. Evaluation Criteria Adam McNabb, Director of Finance 519-848-3620 ext. 32 amcnabb@wellington-north.com Each response to this Request for Proposals will be evaluated by the Township of Wellington North to determine the degree to which it responds to the requirements as set out. Because this is a Request for Proposal, other factors in addition to cost will be considered when submissions are evaluated. Factors to be considered will include, but not necessarily be limited to: Evaluation Criteria Weighted Percentage Statement of Qualifications 10 Work Program (Approach & Methodology) 35 Schedule 10 Cost Estimate 25 Qualifications and Background of Consultation Team 20 The Proponent Declares: Total 100 P a g e 11 14
1. No person, firm or corporation, other than the Proponent, has any interest in this Proposal or in the proposed agreement for which this Proposal is made and to which it relates; 2. This Proposal is made by the Proponent without any connection, knowledge or comparison of figures, or arrangements with, or knowledge of any other corporation, firm or person making a Proposal for the same service, and is in all respects fair and without collusion or fraud; 3. No member of the Municipal Council or any other officer of the Corporation will become interested directly or indirectly as a contracting party without disclosing his interest and otherwise complying with the Municipal Conflict of Interest Act, RSO 1990; 4. The content and requirements of this Proposal document have been read and understood. 9. Disqualification The Township of Wellington North reserves the right to reject any or all proposals. Failure of the Proponent to satisfy any term or condition of this RFP may result in the rejection of said Proposal. Further, any incomplete proposals, qualified proposals, proposals not properly signed/dated, proposals received after the closing date/time, proposals completed in pencil, proposals with incomplete calculations, and proposals lacking required information will be rejected as incomplete. 10. Examination of Documents Each proponent must satisfy himself or herself by a personal study of the RFP documents, by calculations, and by personal inspection of the site, respecting the conditions existing or likely to exist in connection with the proposed work. There will be no consideration of any claim, after submission of Proposals, that there is a misunderstanding with respect to the conditions imposed by this RFP. Prices must include all incidental costs and the proponent must be satisfied as to the full requirements of the RFP. 11. Proposal Withdrawal of Replacement Any proposal may be withdrawn prior to the scheduled time for proposal closing by submitting written notice to the RFP contact. Replacement proposals are welcome until the proposal closing. P a g e 12 14
12. Proposal Evaluation All submissions must be in compliance with the requirements of the RFP process in order to be considered for evaluation. Even though proposals are received based on furnishing product which may meet the minimum requirements indicated, it is not intended that this alone shall limit the award but that other factors shall be considered together with any related experience the Township of Wellington North may or may not have had. All qualifying proposals will be reviewed and evaluated by the selection committee. It will be the responsibility of the selection committee to initially read, review and evaluate each proposal. The selection committee may short list those proposals that are most feasible for further consideration. Proponents may be required to make an oral presentation in support of their proposal. 13. Proposal Award Procedure All Proposals shall be final and binding on the proponent for a period of 60 (sixty) days from the closing date and may not be altered by any subsequent offerings, discussions, or commitments unless the proponent is requested to do so by the Township of Wellington North. The Township of Wellington North will notify the successful proponent of the award. The successful proponent agrees to execute a Professional Service Agreement to undertake work within 10 business days of the date of notification of award. The Township reserves the right to reject any, or any part of, or all proposals and also reserves the right to award a contract to other than the bidder submitting the lowest total cost. 14. Extra Work The Township of Wellington North shall not be responsible for any liabilities, costs, expenses, loss or damage incurred, sustained or suffered by any proponent(s) prior or subsequent to or by any reason of the acceptance or non-acceptance by the Township of Wellington North of any proposal by reason of any delay in the acceptance of a proposal. P a g e 13 14
15. Payment of Fees The successful proponent will provide the Township of Wellington North with a timeline of deliverables with their associated cost. The timeline will be mutually agreed upon and appended to the agreement. The Township of Wellington North will pay the successful proponent its fees based on the completion of milestones as defined within the proponent s proposal. Invoices shall be forwarded to: 16. Amendments to RFP The Township of Wellington North Attention: Director of Finance 7490 Sideroad 7 W, PO Box 125 Questions of clarification will be answered individually, but response(s) to any question that modifies the scope of the RFP will be posted as a RFP Addendum on the Corporation s website. Amendment and changes to this proposal prior to the closing date and time stated herein will only be in the form of written amendment and said amendment will be issued by the Township of Wellington North. Amendments will be posted on the Township of Wellington North s website at Township of Wellington North Tenders & RFP s (https://wellington-north.com/government/tenders-rfps). It is the proponent s sole responsibility to check this website regularly to inform itself of any posted amendments. The Township of Wellington North makes no promise or guarantee that amendments will be delivered by any means to any proponent. By submitting a proposal in response to the Request for Proposal, the proponent acknowledges and agrees that amendment shall be posted on the Township of Wellington North s website and it is the sole responsibility of the proponent to check the website for said amendment. Amendments will not be released less than seventy-two (72) hours prior to the close of the proposal. Any submission that does not acknowledge receipt of amendment shall be considered as incomplete and will be disqualified. P a g e 14 14