PEMBERTONVALLEY DYKING DISTRICT

RFP # pcd02

PVDD Pemberton Creek Dyke Improvement Project Page 1 of 9

D R A F T # 1

PEMBERTONVALLEY DYKING DISTRICT

Request for Proposals

Pemberton Creek Dyke Improvement Project

Issued: December 23, 2009

Closing Time:February 15, 2010

Closing Location:

PEMBERTONVALLEY DYKING DISTRICT

P.O. Box 235, 1381 Aster Street

Pemberton, British Columbia

Canada V0N 2L0

Tel: 604-894-6632

Fax: 604-894-5271

Contact Person:

Jeff Westlake, Manager

Tel: 604-894-6632

RFP #PCD02

PVDD Pemberton Creek Dyke Improvement Project

TABLE OF CONTENTS

1. PROJECT OVERVIEW ______3

1.1 Background

2. PROJECT REQUIREMENTS ______3

2.1 Scope of Work

2.2 Phase 1, Project Deliverables

2.3 Phase 2, Construction

2.4 Available Resources

2.5 Project Schedule

3. EVALUATION CRITERIA ______7

4. PROPOSAL FORMAT ______8

5. PROPOSED METHODOLOGY______8

6. PROPOSED FEES & EXPENSES______8

7. PROPONENT PROFILE ______9

APPENDICES

Appendix I – Location Plan

DESCRIPTION OF REQUIRED SERVICES

1. PROJECT OVERVIEW

1.1 Background

The Pemberton Valley is located along the Lillooet River corridor in the vicinity of the Village of Pemberton, about 30 km north of Whistler, BC and 160 km north-east of Vancouver, BC. The PembertonValley has approximately 40 km2 of land protected from river flooding by an existing dyke system stretching some 37 km. The Pemberton Valley Dyking District (PVDD) as per its Letters of Patent has as its objects the acquisition, maintenance, repair, replacement, improvement and operation of works for the reclamation and development of lands within its geographical boundaries.

The Pemberton Creek Dyke provides flood protection to areas located north and east of Pemberton Creek. Several field reviews and two reports conducted by NHC (2001, 2008) have been carried out relating to the section of dyke between the Hwy 99 Bridge and the CN Rail Bridge. Generally, this section of dyke is considered to be constructed of non-standard material and some areas are below the design flood level. Records fordevelopment of the dyke through this areaare scarce as it appears to have been modified over time.

The Pemberton Valley Dyking Districtis seeking proposals for works outlined in this document. Please note that the PVDD intends to develop a timeframe and work plan subsequent to the selection of the proponent and subject to co-ordination of resources.The Project has been broken into two phases, separating design work and project construction.

2.SPECIFIC PROJECT REQUIREMENTS

2.1.Scope of Work

The District intends to retain a professional engineering firm qualified in flood control engineering to carry out design work required to standardize this section of the Pemberton Creek Dyke.The firm will be required to develop innovative and cost effective solutions for upgrades base on the current dyke alignment. Upgrades to the dyke will be in accordance with the Ministry of Environment, Dyke Design and Construction Guide, Best Management Practices for British Columbia. The consultant will be required to obtain approvals from all regulating agencies andto develop a detailed construction plan.

2.1.1 Review Existing Information

The consultant shall be required to review the following information and acquire any additional information needed to carry out the work including but not limited to:

  • review existing engineering reports;
  • review existing survey information;
  • review floodplain mapping; and
  • review existing WSC gauge information;

2.1.2Develop Dyke Improvement Strategy

The consultant shall investigate existing conditions and work required to upgrade the dyke to Provincial standards:

  • confirmthe 200 year flood profile plus freeboard based on the current dyke configuration;
  • evaluate the existinggeotechnical conditions of the dyke;
  • assess the need for erosion protection based on probable river velocities and characteristics;
  • investigate options for utilizing the existing dyke structure and material in the upgrades
  • assess environmental impacts and mitigation works required for reconstruction of the dyke; and
  • review findings and proposed improvement strategy with Village of Pemberton and the PVDD.

2.1.3Design Dike Improvements

The consultant shall complete the following:

  • submit design drawings and technical specifications to the PVDD and Ministry of Environment, Inspector of Dikes for review;
  • update drawings if required; and
  • obtain regulating agency approval under, but not limited to,Ministry of Environment, Inspector of Dikes,Department of Fisheries and Oceans, CanadaNavigable Waters Protection Act,Land and WaterBC,Village of Pemberton.

2.1.4Construction Plan

The consultant shall develop a construction plan outlining:

  • a detailed list of materials, quantities and costs required to carry out improvements;
  • construction material sources and associated transportation costs;
  • aclass A construction budget including construction supervision and environmental monitoring; and
  • adetailed procedurefor reconstruction of the dike.

The consultant is encouraged to seek all reasonable cost effective solutions to facilitate upgrades to the dyke. The consultant shall address any third party transfer of flood risk issues with respect to the standardization of the dyke.

2.2Phase 1, Project Deliverables

As per the Scope of Work outlined above, key project deliverables will include:

  • a set of sealed engineering construction drawings and specifications for dike improvement;
  • all regulatory approvals for the project; and
  • a detailed construction plan with associated budget.

2.3Phase 2, Construction

Phase 2 will consist of implementation of the construction plan as follows:

  • implementation of construction plan with contactor;
  • construction survey layout;
  • provide engineering and environmental review during construction;
  • carry out an as-built survey; and
  • preparation of a construction completion report.

2.4 Required Expertise

All proposals must include the services of a registered professional engineer in British Columbia, (P.Eng.)with experience designing flood control projects.

2.5 Available Resources

The PVDD will provide access to the following information sources as required:

  • previous engineering reports;
  • detailed survey information;
  • Provincial Floodplain Mapping; and
  • PVDD Dyke Maintenance Manual Draft.

2.6 Project Schedule

The PVDD intends to select a proposal in March 2010, after which, a timeframe and work plan will be developed in association with the selected proponent.

3. EVALUATION CRITERIA

The PVDD reserves the right to select the consultant best suited for this project and intends to evaluate Proposals as fairly as possible. The PVDD reserves the right to make changes to the evaluation process prior to the Proposal submission date.

The PVDD has disclaimed any intention to assume contractual or other obligations to consultants during the RFP process partly to ensure that it retains maximum flexibility in regard to whether it proceeds, whether it proceeds with one of the consultants, or how it will evaluate proposals.

While the PVDD intends to evaluate proposals as fairly as possible, consultants should be aware the PVDD may evaluate proposals on any basis whatsoever, whether specifically identified in this document or not. Consultants should be aware that various matters may be considered by the PVDD when evaluating proposals, including, for example:

  • whether, or to what extent, a consultant has complied with the Proposal requirements set out in this document;
  • the PVDD’s assessment of the ability of the consultant to successfully perform the work;
  • proposed budgets;and
  • technical innovation;

If a Proposal is determined to be unclear or deficient in some aspects, but these deficiencies are capable of being clarified or rectified, the PVDD may prepare a list of questions for the consultant, to clarify or remedy the deficiencies. If, in the opinion of the PVDD, these clarifications and rectifications do not overcome the deficiencies, the PVDD, at its sole and absolute discretion, may decide to reject the Proposal.

The PVDD may contact any or all of the consultants to seek further clarification and information before awarding the contract.

The PVDD will select the Proposal that it deems, in its sole and absolute discretion, demonstrates the best combination of corporate experience, skilled and experienced personnel, project understanding, vision, proposed approach to achieving the project goals, as well as project budget.

PROPOSAL REQUIREMENTS

4. PROPOSAL FORMAT

One electronic copy (PDF) of the proposal should be submitted by 4 p.m. PST, to:

Jeff Westlake, Manager

PembertonValley Dyking District

P.O. Box 235, 1381 Aster Street

Pemberton, British Columbia

CanadaV0N 2L0

Tel: 604-894-6632

Fax: 604-894-5271

Email:

Copies of the proposal must also be submitted, but can follow the emailed electronic copy.

The PVDD is committed to a fair and open process for all parties interested in this RFP.

Please direct all queries and questions related to this RFP to Jeff Westlake, Manager PVDD at .

5. PROPOSED METHODOLOGY

All proposals must include a clear description of the proposed project methodology, including a description of key project tasks, and individual task budgets. Each task should describe the key deliverable, as well as the method for achieving this output.

6.PROPOSED FEES & EXPENSES

A budget based on existing information and including the following task breakdown should be included in the proposal:

  • Cost to Complete Phase 1
  • Cost to Complete Phase 2
  • A proposed class D construction budget based on existing information available.

7.PROPONENT PROFILE

Proposals should include a summary of the proponent’s skills, qualifications and ability to deliver on the proposed project deliverables. This summary should include evidence of an ability to complete projects on-time and on-budget, as well as a brief summary of related project precedents.

7.1.Project Team Qualifications

Proposals may also include brief summary of key project team members, outlining individual skills, experience, qualifications as well as their proposed roles and responsibilities within the delivery of this specific project proposal. For key staff, please provide relevant experience and identify their proposed level of commitment to the project.

7.2.Summary of Related Project Experience

The proposal shall contain specific project examples completed in the past ten years that demonstrate the consultant’s ability to undertake the proposed project. Descriptions of previous projects should include:

  • name of the project;
  • scheduled and actual completion date;
  • key individuals involved;
  • client references;
  • a description of the project that demonstrates the relevant skills, outcomes and sustainability attributes; and
  • original budget, final costs, and claims settled and outstanding.