The Town of Rocky Mountain House is interested in retaining a firm (individual or company) to complete the 2021 Water Meter Replacement Program
PROJECT: To supply, remove and replace 1365 of various sizes visual/probe and MIU water meters to Neptune T-10 R900i E-coder smart radio read meters and program software or equivalent.
DESCRIPTION: Work with Town Administration to give notice to enter residential and commercial properties to remove and replace the old water meter with a new radio read, as further detailed in Appendix “B,” Scope of Services.
DATE ISSUED: January 18, 2021
CLOSING DATE: February 8, 2021
CLOSING TIME: 1400 HOURS (LOCAL TIME)
While the Town of Rocky Mountain House (the “Town”) anticipates awarding a contract to an experienced company to complete the Water Meter Replacements (the “Services”) nothing in this Request for Proposal (“RFP”) binds the Town to accept any proposal. The Town will not pay any costs incurred in the preparation of submissions responding to this RFP.
The Town reserves the right to withdraw, at its discretion and at any time, this RFP.
The Town reserves the right to alter or amend this RFP prior to the Closing Date. If in the sole opinion of the Town an amendment to this RFP merits an extension of the Closing Date the Town may extend the Closing Date.
Only written amendments to this RFP shall be effective.
Amendments to this RFP will be made available in the same manner and by the same method used for the distribution of this RFP.
2.0 INSTRUCTION TO PROPONENTS
If a Proponent determines that this RFP is ambiguous or contains an error or contradiction the Proponent may submit a request for clarification to the Town.
The Town will only respond to requests for clarification submitted by facsimile or email. Telephone inquiries for clarification shall not be accepted.
All inquiries for clarification of this RFP shall be addressed to the Project Manager,
Doug Fraser by e-mail at email@example.com
Copies of all written inquiries and the response of the Town will be copied to all known Proponents. Answers to any and all written inquiries will be made available in the same manner and by the same method used for the distribution of this RFP.
2.3 Address for Submissions
Submissions must be sealed in envelopes or containers marked “Request for Proposal – Water Meter Replacement Program” addressed to:
Town of Rocky Mountain House
5116 50 Avenue
Rocky Mountain House, Alberta T4T 1B2.
Proposals submitted by facsimile or email will not be accepted. Proposals submitted by facsimile or email will be returned by regular mail to the sender.
2.4 Proposal Submissions
Three (3) complete copies of the proposal must be submitted to the Town.
2.5 Time for Submissions
Proposals must be received at the front reception desk at the Town Office at the address noted above at or before the Closing Time. Submissions received after the Closing Time will not be considered and will be returned to the sender unopened.
2.6 Completeness of Information
Each Proponent is responsible for verifying that the documents that they have and that they will be using to prepare their Proposal are complete. Proponents may wish to check the page numbering of the pages in their material to ensure that they have all pages.
Each Proponent is responsible for verifying if the Proponent has received copies of any inquiries for clarification and responses to such inquiries and amendments to this RFP.
3.0 PROPOSAL SUBMISSION INSTRUCTIONS
Each Proposal must be structured in the following separately titled sections, presented in the order of the listing below.
I. Proposal Submission Form (in the form attached as Appendix “A”)
II. Executive Summary
III. Corporate Profile
IV. Proposal Details
V. Project Team
VI. Qualifications of Project Team and Proponent
VII. Availability of Staff and Resources
VIII. Costing for Services
X. Corporate Disclosure
The Proposal shall detail how the Proponent will be able to complete the Project and meet identified performance or competency requirements.
Proposal Submission Form
A completed Proposal Submission Form (see Appendix “A”) must accompany each Proposal. The Proposal Submission Form must be signed by an individual authorized by the Proponent to:
• submit the Proposal to the Town,
• provide clarification of the Proposal to the Town if required, and
• negotiate and make commitments on behalf of the Proponent.
Proposals received without a fully complete and signed Proposal Submission Form will not be evaluated.
The Executive Summary should provide an overview of the Proposal.
In this section of the Proposal the Proponent should set out a brief corporate profile that covers the firm:
• Office Location;
• Experience performing work in Alberta;
• Experience performing work for municipalities;
• Prior experience, if any, with the Town;
• Professional affiliations and memberships in professional organizations; and
• Any unique or significant factors about the Proponent that make the Proponent particularly well suited to provide the Services to the Town.
In this section of the Proposal the Proponent should detail how the Proponent will undertake the provision of the Services and fulfill the needs of the Town with respect to the Project including a detailed timeline as to the delivery of the Services and the completion of the Project. The Proposal should clearly indicate how the Proponent will insure timely provision of the Services and successful completion of the Project. Risks to successful delivery of the Services should be identified along with the Proponent’s plan for managing those risks.
If any aspect of the Services is to be subcontracted to another individual or firm that must be identified.
This section of the Proposal must set out the names and qualifications of the individuals and companies that will make up the team providing the Services to the Town (“the Project Team”) if the Proposal is accepted. The information provided should include:
• Identification of which individuals will undertake the various roles on the Project Team;
• Identification of who shall be the main representative from the Project Team to interface with the Town in all matters related to the Project;
• Limitations, if any, on the availability of proposed Project Team members;
• Previous experience of the individuals in working as a Project Team; and
• Contingency arrangements to manage the completion of the Project if Project Team members are not available.
Qualifications of Project Team and Proponent
Detailed information should be provided on each Project Team member. This information should include a resume that indicates:
• Background and training of the proposed Project Team members;
• Professional designations or certifications;
• Years of related experience for each Project Team member and the Project Team as an entity;
• Experience of the Project Team members working in Alberta;
• Experience of the Project Team members working for municipalities, and
• Experience of the Project Team members in providing Services of the nature and kind being sought by the Town.
This same information must be provided about proposed subcontractors.
Availability of Staff and Resources
It is very important to the Town that the Project be completed on time and on budget. Working in Alberta can create unique challenges for many projects. This section of the Proposal should detail how the Proponent plans to address challenges of staff and resource availability that are often a reality for projects in Alberta.
Costing for Services
The Proposal shall provide the total project cost along with a detailed listing of the services provided for that price.
Prices shall be given in Canadian Dollars.
Pricing must be exclusive of Goods and Services Taxes.
Unless otherwise indicated, hourly rates shall be identified for each of the Project Team members and charges for travel, accommodation and other disbursements shall be itemized.
The Proposal shall include a minimum of three references, preferably from municipalities for whom the Proponent has provided the same or substantially similar services as those being sought by the Town. References shall include at least the following information:
• Reference’s name
• Reference’s address
• Reference’s telephone number
• Name, title, telephone number and e-mail address of a person who can be contacted at the Reference for further specifics and follow-up.
The Town reserves the right to contact the References at any time without prior notification to the Proponent.
The Town reserves the right to consider any experience the Town may have previously had with the Proponent. The Evaluation Committee shall have the right to contact Town personnel, not on the Evaluation Committee, for reference information.
As part of the Proposal the Proponent shall:
• confirm the Proponent’s standing with the Workers’ Compensation Board of Alberta;
• confirm the type and amount of insurance maintained by the Proponent; and
• disclose any actual or potential conflicts of interest.
4.0 SCOPE OF SERVICES AND EVALUATION
The scope of Services required by the Town is detailed in Appendix “B.” Proposals that do not meet the mandatory requirements will not be considered.
Proposals will be opened in private immediately following the Closing Time. Final results will not be released until a contract has been awarded.
Proposals will be evaluated according to the following Evaluation Criteria:
• Experience in Water meter installations
• Timeline to complete the project
• Thoroughness of proponent’s submission
Qualified Proponents may be asked to make a formal in-person presentation to the Evaluation Committee prior to acceptance of any Proposal.
The Town reserves the right to reject any and all proposals and may not accept the lowest or any proposal.
Prices must be firm and unchangeable after the Closing Time on the Closing Date.
Pricing must be guaranteed and open for acceptance for a period of at least ninety (90) days following the Closing Date.
6.0 ACCEPTANCE OF PROPOSAL
The Town shall communicate acceptance of a Proposal by written notice to the Successful Proponent at the address set out in the Proposal. Such acceptance shall bind the Successful Proponent to execute and deliver the contract documents and furnish any documents required by the contract documents.
The Town will not notify unsuccessful Proponents.
The form of contract to be executed by the successful Proponent is attached to this RFP.
In submitting a Proposal the Proponents agree to comply with the terms and conditions of the attached contract including dates specified in the contract for commencement and completion of the Project and terms of payment.
Completion of the project to be on or before December 31, 2021
8.0 FREEDOM OF INFORMATION AND PROTECTION OF PRIVACY
Proponents, in submitting a Proposal, acknowledge that:
• the Freedom of Information and Protection of Privacy Act of Alberta (“FOIP”) applies to all information and records relating to, or obtained, generated, created, collected or provided under, this RFP or the Contract which are in the custody or control of the Town;
• FOIP imposes an obligation on the Town, and through participation in this RFP on the Proponent to protect the privacy of individuals to whom information relates. Proponents shall protect the confidentiality and privacy of any individual’s Personal Information (as defined in FOIP) accessible to the Proponent or collected by the Proponent pursuant to this RFP, or the Contract; and
• For the records and information obtained or possessed by the Proponents in connection with or pursuant to this RFP or the Contract, and which are in the custody or control of the Town, the Proponent must conduct itself to a standard consistent with FOIP requirements when providing the Services or carrying out the duties or other obligations of the Proponent under this RFP or the Contract.
The purpose for collecting personal information for this RFP is to enable the Town to ensure the accuracy and reliability of the information, to permit evaluation of the Proposal. Proponents, by submitting a Proposal, consent, and are representing that they have obtained the written consent from any individuals identified in the Proposal, to the use of their Personal Information in the Proposal by the Proponent, the Proponent’s employees, subcontractors and agents, to enable the Town to evaluate the Proposal, to verify professional standing and to conduct reference checks, if needed, and for other program purposes of the Town. This consent specifies to whom the Personal Information may be disclosed and how the information may be used. The Proponent shall provide such consents to the Town for confirmation and review upon the Town’s request. The Proponent may contact the Project Manager identified in this RFP regarding any questions about the collection of information pursuant to the RFP.
9.0 CONFIDENTIALITY AND SECURITY OF INFORMATION
The Proponent, its subcontractors and agents shall:
• keep strictly confidential all information concerning the Town or third parties, or any of the business or activities of the Town or third parties acquired as a result of participation in this RFP; and only use, copy or disclose such information as necessary for the purpose of submitting a Proposal or upon written authorization of the Town; and
• shall maintain security standards, including control of access to data and other information, consistent with the highest standards of business practice in the industry.
10.0 GENERAL INFORMATION
Unless explicitly stated otherwise, submission of a Proposal indicates acceptance by the Contractor of the terms and conditions contained in the Request for Proposal.
All Proposals submitted to the Town become the property of the Town in their entirety. Proposals and the information contained within will be held in confidence as much as reasonably possible and subject to the disclosure provisions contained in FOIP.
Discrepancies between words and figures in a submitted Proposal will be resolved in favor of the words.
Errors in calculations within a submitted Proposal may result in the Proposal being disqualified for uncertainty.
TOWN OF ROCKY MOUNTAIN HOUSE
PROPOSAL SUBMISSION FORM
The undersigned agrees that:
i. they have reviewed and are familiar with the relevant Request for Proposal documentation and all associated documents;
ii. they are familiar with the various terms and conditions of the proposal process and that the attached proposal submission is fully compliant with the requirements stated in the Request for the Proposal documentation;
iii. they are fully conversant with the requirements and any other conditions, which may affect the execution of the contract; and
iv. they have the authority to commit his/her/their firm into this agreement with the Town of Rocky Mountain House.
RFP # / TITLE: ____________________________________________________
FIRM NAME: ____________________________________________________
MAILING ADDRESS: ____________________________________________________
PHONE / FAX NUMBERS: ____________________________________________________
NAME OF AUTHORIZED SIGNEE: __________________________________________
In the event that it is necessary for the Town of Rocky Mountain House to contact your firm for clarifications or further information regarding your proposal submission, please provide the full contact information for that person:
PHONE NUMBER: ____________________________________________________
CELL NUMBER: ____________________________________________________
EMAIL ADDRESS: ____________________________________________________
Provide the information for an alternate contact person in the event that the above person is not available:
PHONE NUMBER: ____________________________________________________
CELL NUMBER: ____________________________________________________
EMAIL ADDRESS: ____________________________________________________
Scope of Services
The scope of work includes all work associated with the replacement of existing water meters supplied to the recipients of potable water through the Town of Rocky Mountain house’s distribution system.
• Present a Covid-19 response plan and documented daily Covid-19 testing
• Present a detailed cost estimate inclusive of all labor, materials and equipment required to complete the project subcategorized as follows:
• Project management (Timelines on contract completion)
• Public relations
• Water meter replacement-field work
• Water meter replacement-materials
• Software purchases and town personnel training
• Present a recommended automated water meter system design
• Present a detailed work plan and schedule for the project
• The work plan should provide recommendations for meter reading and billing during the transition to the new meter system
• Provide a final read of all meters when removed. Please note, for addresses equipped with an outside visual read, the final visual read shall be taken, not the reading from the meter itself.
• Provide water meter specifications and operations manuals
• Provide public advertising (radio/newspaper/newsletter/ Web page) regarding the project for a minimum 4 weeks prior to contacting property owners. Can work with the towns coordination’s officer to achieve this
• Provide the following information to all property owners by means of newsletters, door hangers or phone calls or social media 1 week before the project begins
• A general description of the process to replace the water meter
• Contact info to make an appointment for replacement of the meter
• A clear indication the water will be shut off for the installation of the new meter
• A 24-hour emergency contact number to call for repair or malfunctioning of the meter following installations
• Contact all property owners to make appointments to complete water meter replacements
• All appointments shall be made within 48 hours in advance
• A minimum of three documented attempts to contact the property owner must be made before the successful bidder will have fulfilled contractual obligations
• Identification must always be shown and visible
• Supply all personnel, water meters (1/2, 5/8, ¾ and 1 inch, fittings, tools, and equipment to complete this project
• Remove the existing water meters and replace with new ones
• The installation shall be to manufactures specifications
• The existing water line may need minor modifications to allow for replacement
• The contractor shall insure the meter was not installed backwards
• The old meters remain the property of the Town of Rocky Mountain House
• Complete all documentation to the Town of Rocky Mountain House for each meter replacement: Existing water line conditions, size and location in house
• Operate water service valves (CC) or (Curb cock) as required for meter replacement and notify the Town of Rocky Mountain House of and inoperable valves. If the Proponent cannot locate the curb stop, or if the curb stop does not operate properly, a Town of Rocky Mountain House representative shall be contacted for further instructions. If an address is encountered where both building control valve is inoperable and the curb-stop is inoperable and/or inaccessible, payment will be made to the Proponent for these addresses where a meter could not be installed. This payment also applies to delays caused by curb stops being located, repaired, or installed by the Town. Payment for this item shall be based on the appropriate item in the Schedule of Prices
• If the building control valve is deemed to be inoperable, the Proponent may shut off the water at the curb stop prior to commencing work on that customer’s meter and valve. The Town will permit the Proponent to operate curb stops (following training by Town Staff). The curb stop should be accessible, operational, and visible. If this is not the case, then the Town will be responsible to provide assistance and/or rectify the situation.
• Provide electronic progress reports weekly and attend meetings if required
• Provide all software, including third party software, necessary for the Town of Rocky Mountain House staff to operate and manage the new automated water meter reading system
• When replacing the meter if the existing building control valve is found to be faulty the Proponent is required to replace the valve. The unit price shall include all supply and installation to complete all work. Valves are to be provided with end connections or adapters to suit existing pipe
• Bypasses, if present shall be closed with antitamper wire. The town shall be notified of any addresses containing a bypass.
• Warrantee: any issues resulting from the installations of the water meters (leaks, faulty meter, etc) shall be warranted for minimum of 1 year following the completion of the project.
• Proponent must work closely with town administration to receive all required documentation of existing meters:
• Meter sizes
• Meter type
• Unit of measure
• Reading technology
• Meter serial number, id number
• Date installed
• Remote location
• Incomplete Installations? Reasons which may prohibit a meter installation may include but not limited to:
o Premise owner refusal or unresponsive
o Vacant premise
o Plumbing is inaccessible
o Building control valve and curb stop are inoperable
o Meter location subject to freezing
If any of the preceding situations are encountered, which prohibit the Proponent from proceeding with the meter installation, the Proponent will provide the Town of Rocky Mountain House with a report detailing these accounts (provided at progress meetings). This notice will outline why the replacement meter was not put in and what corrective action needs to occur to facilitate the installation. At this time these accounts will be returned to the Town. No attempts shall be made by the proponent to install a meter at any such address until he receives notification from the Town of Rocky Mountain House that the required work has been completed.
The Proponent will not be required to modify the premise to gain access to the plumbing or meter. Reasonable access for repair and maintenance is a homeowner’s responsibility under the Town’s Water/Sewer Bylaw.”
The Proponent will be granted reasonable access to Town facilities for workspace and warehousing of materials, subject to coordination and approval by the Project Manager