REQUEST FOR PROPOSALS Development of an Asset Management Plan

Transcription

1 REQUEST FOR PROPOSALS Development of an Asset Management Plan The Township of North Glengarry 90 Main Street South Alexandria, Ontario K0C 1A0

2 TABLE OF CONTENTS OVERVIEW... 2 Introduction... 2 Background... 2 Existing Documentation Available to Successful Proponent... 2 Form of contract... 2 SUBMISSION REQUIREMENTS... 3 Confidentiality... 3 Proposal Schedule... 3 Questions and Clarifications... 3 RFP Submissions... 4 RFP Terms and Conditions... 4 Rights Reserved by the Township... 4 Insurance and Indemnification... 4 Conflict of Interest... 5 Designated Project Manager... 5 SERVICES... 6 General Responsibilities... 6 Identifying the State of Local Infrastructure... 6 Identifying the Expected Levels of Service... 6 Identifying the Asset Management Strategy... 7 Identfiying the Financing Strategy... 7 SCHEDULE... 8 PROPOSAL FORMAT... 9 Section 1: Overview... 9 Section 2: Work Program... 9 Section 3: Organization... 9 Section 4: Fee Proposal Evaluation MHPM Doc (2.0) Page 1.

3 OVERVIEW Introduction The Township of North Glengarry (hereinafter, the Township) is seeking proposals from qualified consultants to assist in the development of an Asset Management Plan (hereinafter, AMP) in accordance with the guideline produced by the Ontario government (hereinafter, the Province), titled Building Together: Guide for Municipal Asset Management Plans. The resultant plan will provide the Township with action items going forward. In December 2012, the Township was allocated $ 22, by the Province through the Municipal Infrastructure Investment Initiative to complete this work. The Township is ready to add $5, to supplement the amount granted. Background The Province has committed to invest $35 billion in infrastructure over the next three years. To ensure the effective use of those funds, the Province now requires that, for any provincially funded capital project, the applicant-municipality must demonstrate how the proposed project fits into a detailed AMP. To that end, the Province is assisting municipalities in the creation of AMPs. The goal is to: ensure the good stewardship of infrastructure assets universally across Ontario; move towards the optimal use of a full range of infrastructure financing tools; and address the structural challenges facing small communities. The Township has previously compiled a list of its capital assets for accounting purposes and has drafted long-term (5 year) financial plans. The objective of this project is to review relevant existing data, assemble it in accordance with the Province s guideline, identify and supply what is missing in order to provide the Township with a comprehensive, detailed AMP. The final deliverable should provide a plan of how to get the most value out of the Township s assets and should effectively plan for the future. The Township covers square kilometers and has a population of 10,251 residents. It is located in Eastern Ontario, south of highway 417, adjacent to the Ontario-Quebec border. Existing Documentation Available to Successful Proponent 1. Township of North Glengarry, Long-Term Financial Plan, (DRAFT) 2. Township of North Glengarry, Asset Inventory Spreadsheet (2011) 3. Township of North Glengarry, OSIM Inspection Report (2011) for bridges 4. Township of North Glengarry, Roads Need Study (2011) for roads 5. Sanitary Collection System Study (2009), Alexandria, Municipality of North Glengarry for sewers. Form of contract Consultants will be required to enter into a Municipal Engineers Association(MEA) / Consulting Engineers of Ontario (CEO), Agreement for Professional Consulting Services 2006 for this assignment. MHPM Doc (2.0) Page 2.

4 SUBMISSION REQUIREMENTS Confidentiality A Proponent receiving this RFP may not use, disclose, or duplicate it for any purpose other than to prepare a response. The Proponent shall keep the Township s data confidential and shall not disclose its content to any other party, other than to those internal employees or agents responsible for preparing a submission, without the prior written approval of the Township. Receipt of this RFP does not entitle the Proponent to associate its services with the Township in any way, nor represents in anyway that the Township has employed or endorsed the Proponent s services. Any such association or endorsement being contemplated by the Proponent must receive the prior written approval of the Township. The Township will not disclose or share one Proponent's response to this RFP with other Proponents or other organizations. The submission of a proposal indicates acceptance by the respondent to all of the conditions contained in this Request for Proposal unless clearly and specifically noted in the proposal submitted and confirmed in the formal contract between the Township and the Proponent. Deviations from the Request for Proposal must be clearly identified in the written submission. Proposals are subject to a formal contract being negotiated, prepared and executed. The Township reserves the right to negotiate the terms and conditions of the contract. Proposal Schedule Task Date Issue Request For Proposal Wednesday, March 27, 2013 Deadline for Questions Wednesday, April 10, 2013 Deadline for issuing Addenda Thursday, April 11, 2013 Receive Proposals Proponent Evaluation Monday, April 15, 2013 by 2:00:00PM 2 weeks Presentation to Council Tuesday, April 30, 2013 Contract Award Wednesday, May 1, 2013 Questions and Clarifications Inquiries regarding this Request for Proposal are to be sent by to Patrick Charmet of MHPM Project Managers Inc., patrick.charmet@mhpm.com. Inquiries must not be directed to Township employees. No clarification requests will be accepted by telephone. Responses to clarification requests will be provided to all interested parties. Any and all changes to the RFP required before the proposal closing will be issued in the form of a written Addendum. If Addenda are issued, the Proponents must acknowledge their receipt in the appropriate section of the Response Form. The Township will assume no responsibility for oral instructions or MHPM Doc (2.0) Page 3.

5 suggestions. RFP Submissions Proponents are required to submit two (2) bound copies of their proposal on 8 ½ x 11 paper and one (1) electronic version (in Microsoft Word format or PDF), in a sealed envelope, clearly identified as Development of an Asset Management Plan, to: The Township of North Glengarry 90 Main Street South Alexandria, Ontario K0C 1A0 Attn: Daniel Gagnon, Chief Administrative Officer, Township of North Glengarry Proposals will be received at the above address until 2:00:00 p.m. on Monday, April 15, RFP Terms and Conditions Proposals received later than the specified closing time may be rejected by the Township as informal. The terms and conditions of the proposal offer shall remain firm and open for acceptance by the Township for a period of ninety (90) days from date of closing. Final acceptance of the proposal will be subject to the successful negotiation and execution of a written contract meeting the expenditure limits and required terms and conditions acceptable to the Township. The acceptance or rejection of any proposal will be made pursuant to the policies of the Township. Rights Reserved by the Township The Township is not liable for any costs incurred by interested parties in the preparation of their response to this request or subsequent interviews. Furthermore, the Township shall not be responsible for any liabilities, cost, loss or damage incurred, sustained or suffered by any interested party, prior or subsequent to, or by reason of the acceptance, or non-acceptance by the Township of any response, or by reason of any delay in the acceptance of the response. The Township reserves the right to request Proponents to provide additional information and address specific requirements not accurately or adequately covered in their initial submissions. The Township reserves the right to modify any and all requirements stated in the Request for Proposal at anytime prior to the possible awarding of a contract. Insurance and Indemnification The successful Proponent shall at its own expense obtain and maintain until the termination of the contract, and provide the Township with evidence of: 1. Professional Liability insurance covering the work and services described in this Agreement for an amount not less than three million dollars ($5,000,000) per occurrence. 2. Comprehensive General Liability insurance on an occurrence basis for an amount not less than five million ($5,000,000) dollars. 3. Automobile Liability insurance for an amount not less than one million ($1,000,000) dollars, on forms meeting statutory requirements covering all vehicles used in any manner in connection with the MHPM Doc (2.0) Page 4.

6 performance of the work of this Agreement. The policies described above will not be cancelled or permitted to lapse unless the insurer notifies the Township in writing at least thirty days prior to the effective date of cancellation or expiry. Conflict of Interest The Proponent agrees to be bound by the following requirements. Except as identified in the proposal or as specified in the contract, the Proponent must certify in its proposal: That no person either natural or body corporate, other than the Proponent, has or will have any interest or share in this proposal or in the proposed contract, and There is no collusion or arrangement between the Proponent and any other Proponent(s) in connection with this project, and The Proponent has no knowledge of the contents of other proposals and has made no comparison of figures or agreement or arrangement, express or implied, with any other party in connection with the making of the proposal. Neither the Proponent nor any employee of the Proponent shall have any direct or indirect interest in an entity that provides goods or services to the Project. Proponents chosen to participate in this RFP process shall disclose prior to entering into an agreement any potential conflict of interest. If such conflict does exist, the Township may at its discretion withhold the award of a contract from the Proponent until the matter is resolved. Neither the Proponent nor any employee of the Proponent shall offer or receive any entertainment, gifts, gratuities, donations, discounts, fees, payment, commission, reward, special service, incentive, or other remuneration or compensation of any kind ( inducement ), regardless of value, to or from any employee of the Township, any consultant or contractor employed by the Township, any real estate representative acting on behalf of the Township, or any vendor of goods or services to the project. The Proponent agrees to immediately inform the Township immediately upon being offered any such inducement. The Proponent chosen to provide service to the project shall continue to be bound by the foregoing prohibitions after the execution of a contract agreement. Designated Project Manager The Proponent shall identify within its proposal submission an individual who shall be the Designated Project Manager (hereinafter, DPM). The DPM shall be the Proponent s project manager responsible for the delivery of the AMP. The DPM, and not subordinate staff, shall at all times be directly responsible for the management of the AMP. The DPM shall be responsible for attending and chairing meetings of the project team for the duration of the contract. The DPM shall not be replaced without the prior written consent of the Township. MHPM Doc (2.0) Page 5.

7 SERVICES The successful Proponent will provide comprehensive management and control of all aspects of the AMP preparation. The following is the scope of services the Proponent is expected to supply: General Responsibilities 1. Review existing asset management practices and related documents 2. A list of Township assets are listed in the Asset Inventory Spreadsheet (2011). 3. Assign a DPM to be the main contact 4. Establish protocol for all communication issues throughout the assignment 5. Chair and minute regular meetings with the Township 6. Seek input from various departments and stakeholders 7. Provide a draft and final report structured as follows (in accordance with the Province s Building Together Guide): i. Executive Summary ii. Introduction iii. State of Local Infrastructure iv. Expected Levels of Service v. Asset Management Strategy vi. Financing Strategy 8. Complete an on site presentation of the final report recommendations (to be held at Council or a similar meeting) 9. Provide five (5) hard copies of final report, as well as an electronic copy in MSWord and in a publishable PDF format. Identifying the State of Local Infrastructure 1. Review existing infrastructure condition assessments and existing documentation, including 2. Gather basic asset information for all Township assets, referring firstly to the Township s existing documentation. In addition to type and description, provide location, expected useful life, and quantity/length. Investigate and provide information where necessary for completeness 3. For each asset, provide financial valuation using historical costs and depreciation assumptions, and provide replacement costs, referring firstly to the Township s existing documentation 4. Gather asset age for all Township assets, referring firstly to the Township s existing documentation. Investigate and provide information where necessary for completeness 5. Assess asset condition according to standard engineering practices for all Township assets and rate conditions on a scale of good, fair and poor. Refer firstly to the Township s existing documentation 6. Record all assumptions 7. Provide best-practices and provincial requirements for how and when information regarding characteristics, value, and condition of assets will be updated Identifying the Expected Levels of Service 1. Define the performance measures associated with Township assets. In consultation with the Township, define realistic targets and timeframes to achieve those targets if they are not already being achieved 2. Assess the current performance of all Township assets and show this performance relative to the targets set out, referring firstly to the Township s existing documentation 3. Discuss external trends that may affect expected levels of service or the Township s ability to meet them 4. Provide best-practices for how and when information regarding performance and targets will be MHPM Doc (2.0) Page 6.

8 updated Identifying the Asset Management Strategy 1. Develop a 10-year implementation plan, optimizing expenditures as they relate to lifecycle costs and benefits Summarize the planned actions shown in the draft Long-Term Financial Plan, ; Clarify as required with the Township In consultation with the Township, provide recommendations for additional or alternate actions that will enable the assets to provide the desired level of service in a sustainable way, at the lowest lifecycle cost 2. Show comparative lifecycle, direct and indirect costs and benefits of alternate actions to achieving the desired level of service 3. Investigate and provide procurement options for the planned and recommended actions. 4. Assess and comment on the risks with the planned and recommended actions 5. Provide best-practices for how and when information regarding planned actions, options analysis and risks will be updated Identfiying the Financing Strategy 1. Provide a financial plan in support of the 10-year implementation plan that shows revenues across multiple confirmed funding streams 2. Categorize and identify all planned expenditures as either: Non-infrastructure solution Maintenance activitiy Renewal/rehabilitation activity Replacement activity Disposal activity Expansion activity 3. Gather actual expenditures for the last 2 years, referring firstly to the Township s existing documentation 4. Identify the confirmed annual funding streams and revenues 5. Identify any funding shortfalls and provide recommendations for how to bridge the gap 6. Record all assumptions 7. Provide best-practices for how and when information regarding the 10-year plan, funding revenues and assumptions will be updated MHPM Doc (2.0) Page 7.

9 SCHEDULE Commence Work Thursday, May 2, 2013 Draft Report Friday, June 14, 2013 Final Report Friday, June 28, 2013 MHPM Doc (2.0) Page 8.

10 PROPOSAL FORMAT The Township is seeking proposals from Proponents who are both interested and capable of undertaking the project. The onus is on the Proponent to show their knowledge, understanding and capacity to conduct the work outlined in this Request for Proposal. The responses will be assessed according to how well they assure the Township of success in relation to the submission requirements. The detail and clarity of the written submission will be considered indicative of the respondent s expertise and competence. Section 1: Overview (maximum of two (2) 8 ½ x 11 pages, one sided) Provide: A narrative demonstrating the firm s understanding of the full scope of services Confirmation of the firm s services responding to the required Scope of Services Section 2: Work Program (maximum of three(3) 8 ½ x 11 pages, one sided) Provide: Approach and methodology to be pursued for the provision of the services identified in the RFP Section 3: Organization (maximum of five (5) 8 ½ x 11 pages, one sided) Provide: The Proponent Organization Description of your firm and the type of services offered. Ownership Organization and management structure Experience Provide examples of comparable projects, where the Proponent developed AMPs, condition assessments of municipal assets and financing strategies. Demonstration of capability, capacity and experience of the project management firm in providing service to comparable assignments. Project Team Identify the Team proposed for the Township assignment. Describe the organization of the Team, their roles and responsibilities for the mandate. For each member of the Project Team, confirm the individual is a full-time, permanent employee of the Proponent. Demonstrate the experience and capability of the members of the Team As an Appendix to the proposal, provide resumes for all members of the project team clearly indicating that the personnel have a minimum of ten (10) years experience in the provision of the Scope of Services; identification of the personnel s educational qualifications, professional affiliations, and years of experience. MHPM Doc (2.0) Page 9.

11 Section 4: Fee (maximum of two (2) 8 ½ x 11 page - one sided) Provide: A fixed price proposal to provide the Services described in this RFP. Hourly rates for project team. MHPM Doc (2.0) Page 10.

12 Proposal Evaluation An evaluation team will evaluate proposals. By responding to this RFP Proponents agree to accept the recommendation of the Evaluation Team as to the successful Proponent and acknowledge and agree that the Township makes the final decision. The proposal will be evaluated against the following criteria: Section 1 Overview Section 2: Work Program Section 3: Organization Proponent Organization Experience Project Team Section 4: Fee Maximum Points 15 points 30 points 10 points 10 points 10 points 25 points 100 points MHPM Doc (2.0) Page 11.

13 Township of North Glengarry Long Term Financial Plan DRAFT FOR DISCUSSION PURPOSES ONLY TABLE OF CONTENTS Page Executive Summary 2 Assumptions 3 Five Year Forecast Statement of Financial Activities 4 5 Five Year Forecast Statement of Financial Activities, Detail 6 7 Five year Forecast Capital Expenditures 8 Five year Forecast Capital Expenditures, Detail 9 10 Five year Tangible Capital Assets Continuity Schedule Five Year Long Term Debt Continuity Schedule 14 Five Year Long Term Debt Continuity Schedule, Detail Five Year Long Term Debt Continuity Schedule, New Projects Five Year Reserves and Reserve Fund Continuity Schedule Five year Forecast Statement of Financial Position 22 EXCERPT, FOR INFORMATION ONLY Five Year Forecast Change in Net Financial Assets 23 Five Year Forecast Changes in Cash Flows 24 Property Tax Assessments, Five Year Financial Review Statement of Financial Assets, Five Year Financial Review Statement of Financial Assets, Detail, Five Year Financial Review Statement of Financial Assets, Water and Sewer, Craig Keen Despatie Markell LLP

14 Township of North Glengarry Capital Asset Continuity Schedule By Asset 2011 Cost Accum Amort Closing Opening Land Opening Additions Disposals Closing Opening Additions Disposals Closing NBV NBV General Government 88, , , , Protection to Persons and Property Transportation Environment Water and Sewer Recreation GSP Planning and Development , , , , Land Improvements General Government 26, , , , , , , , Protection to Persons and Property 54, , , , , , , Transportation Environment - 90, , , , , Water and Sewer 1, , , Recreation 156, , , , , , , GSP - 17, , , Planning and Development , , , , , , , , Buildings General Government 348, , , , , , , , Protection to Persons and Property 492, , , , , , , Transportation 422, , , , , , , Environment 1,882, ,204, ,086, ,174, , ,201, ,885, , Water and Sewer 12,133, ,133, ,845, , ,184, ,949, ,287, Recreation 5,223, , ,263, ,667, , ,804, ,459, ,555, GSP 1,538, ,538, , , , , , Planning and Development ,041, ,252, ,293, ,709, , ,284, ,009, ,331, Vehicles General Government Protection to Persons and Property 1,821, , ,083, ,186, , ,274, , , Transportation 2,564, , , ,623, ,205, , , ,280, ,342, ,359, Environment 296, , , , , , , , , , Water and Sewer 113, , , , , , , , , Recreation 18, , , , , , GSP - - Planning and Development - 38, , , , , ,814, , , ,138, ,736, , , ,870, ,267, ,078, Equipment - - General Government 237, , , , , , , , Protection to Persons and Property 649, , , , , , , , Transportation 357, , , , , , , , Environment 637, , , , , , , Water and Sewer 1,250, ,250, , , , , , Recreation 1,299, , ,380, , , , , , GSP 271, , , , , , , , Planning and Development 1, , , , ,705, , ,288, ,534, , ,871, ,416, ,171, EXCERPT, FOR INFORMATION ONLY Work in Progress Water and Sewer 143, , , , , Recreation , , , , , Bridges 4,365, , ,847, ,353, , ,440, ,407, ,012, Roads 11,484, , ,423, ,841, , , ,332, ,091, ,642, Water Distribution 5,831, ,900, ,731, , , , ,063, ,238, Sewer Collection 9,034, , ,252, ,483, , ,589, ,663, ,550, Total 62,747, ,119, , ,783, ,304, ,908, , ,136, ,647, ,442,929.07

15 TOWNSHIP OF NORTH GLENGARRY 2011 OSIM INSPECTION REPORT Prepared for: EXCERPT, FOR INFORMATION ONLY North Glengarry Township 90 Main Street Alexandria, Ontario K0C 1A0 Prepared by: THE GREER GALLOWAY GROUP INC. ENGINEERS AND PLANNERS 1620 Wallbridge-Loyalist Rd. Belleville, Ontario K8N 4Z5

16 EXCERPT, FOR INFORMATION ONLY

17 Township of North Glengarry Road Needs Study June 13, 2011 EXCERPT, FOR INFORMATION ONLY 115 Walgreen Road, R.R.3 Carp, Ontario, K0A 1L0 Tel.: Fax:

18 TABLE OF CONTENTS Page 1.0 INTRODUCTION STUDY METHODOLOGY ROAD STANDARDS BENCHMARK COSTS PUBLIC WORKS ORGANIZATIONAL STRUCTURE HISTORICAL CAPITAL SPENDING FIVE YEAR CAPITAL PLAN FOR VEHICLES AND EQUIPMENT FIVE YEAR CAPITAL PLAN FOR HOUSING FIVE YEAR CAPITAL PLAN FOR ROADS SUMMARY APPENDIX A ROAD APPRAISALS APPENDIX B CONDITION RATINGS APPENDIX C BACKLOG OF CONSTRUCTION NEEDS MAP 1 ROAD INVENTORY BY SURFACE TYPE AND SECTION NO. MAP 2 NOW DEFICIENT ROADS MAP 3 FIVE YEAR PROGRAM EXCERPT, FOR INFORMATION ONLY