ASSET MANAGEMENT STRATEGY AND IMPLEMENTATION PLAN
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REQUEST FOR PROPOSAL
RFP #: 2018-28011
ASSET MANAGEMENT STRATEGY AND
IMPLEMENTATION PLAN
Issued: Friday, August 31, 2018
Proposal Close Date:
Friday, September 21, 2018 14.00 hrs. Pacific Daylight Time
GREATER VICTORIA HARBOUR AUTHORITY
100 – 1019 Wharf Street Victoria, BC V8W 2Y9
Phone: 250.383.8300 | Fax: 250.383.8322
www.gvha.ca
GVHA - RFP#2018-28011
Asset Management Strategy
and Implementation Plan
August 31, 2018
Table of Contents
1.0 SUMMARY OF BASIC INFORMATION ............................................................................ II
2.0 INVITATION .................................................................................................................... 3
2.1 CLOSING DATE AND TIME ................................................................................................ 3
2.2 SITE MEETING OR PRE-PROPOSAL MEETING ................................................................... 3
3.0 BUDGET .......................................................................................................................... 3
4.0 BACKGROUND .............................................................................................................. 3
4.1 GVHA PROPERTIES ............................................................................................................ 5
4.2 CURRENT ASSET MANAGEMENT PROCESS ..................................................................... 6
5.0 INSTRUCTIONS TO PROPONENTS .................................................................................. 7
5.1 DEFINITIONS........................................................................................................................ 7
5.2 EXAMINATION OF RFP....................................................................................................... 7
5.3 GENERAL TERMS OF PROPOSAL PROCESS ..................................................................... 9
6.0 FORMAT OF PROPONENTS RFP RESPONSE ................................................................. 12
6.1 PROPOSAL FORMAT ....................................................................................................... 12
7.0 SCOPE OF SERVICES ................................................................................................... 13
7.1 GENERAL .......................................................................................................................... 13
7.2 PROJECT TIMEFRAME ...................................................................................................... 13
7.3 KEY TASKS AND REQUIRED DELIVERABLES .................................................................... 13
7.4 INNOVATION OR VALUE-ADDED OPTIONS .................................................................. 15
LIST OF SCHEDULES
SCHEDULE A – DRAFT VISION AND MISSION STATEMENTS .................................................... 17
SCHEDULE B – EVALUATION CRITERIA.................................................................................... 18
SCHEDULE C – FORM OF PROPOSAL...................................................................................... 22
SCHEDULE D – PROFESSIONAL SERVICES AGREEMENT.......................................................... 28
Page 1 of 46GVHA - RFP#2018-28011
Asset Management Strategy
and Implementation Plan
August 31, 2018
1.0 SUMMARY OF BASIC INFORMATION
Table 1 Summary of Basic Information
Item Date or Description
Issue Date Friday, August 31, 2018
Professional Consulting Services – Asset
Services Management Strategy and Implementation
Plan
Non-Mandatory Site Tour Not Required
Deadline to submit questions Monday, September 10, 2018 15.00 hrs. PDT
Addenda or Clarifications
Thursday, September 13, 2018
Posted
GVHA Project Manager Tom Sigwin
Project Inquiries contact E-mail: tsigwin@gvha.ca
Information
Closing Date and Time to
Friday, September 21, 2018 14.00 hrs. PDT
submit Proposals (“Closing”)
Number of Proposals to submit Electronic version: 1
Proposal Delivery Location Via email: pdf to tsigwin@gvha.ca
Proposer Interviews (by phone or
Not Applicable
in person)
Expected Proponent Award Friday, September 28, 2018.
of Contract
Page 2 of 46GVHA - RFP#2018-28011
Asset Management Strategy
and Implementation Plan
August 31, 2018
2.0 INVITATION
Greater Victoria Harbour Authority (“GVHA”) invites interested parties with relevant experience
to submit a Proposal under this Request for Proposal (“RFP”) to provide Professional Consulting
Services (“Goods & Services”) for an “Asset Management Strategy and Implementation Plan”.
This RFP document describes the supply of Professional Consulting Services sought by the GVHA,
and sets out the GVHA’s RFP process, evaluation, selection process, and Proposal requirements.
2.1 CLOSING DATE AND TIME
To participate a Proponent must deliver its Proposal to GVHA, in accordance with the
instructions set forth in this RFP before the Closing Date and Time.
All proposals must be received no later than Friday, September 21, 2018 – 14.00 hrs. (Pacific
Daylight Time).
All responses must be submitted electronically via email to: Tom Sigwin FMP, Project Manager,
email: tsigwin@gvha.ca
Submittals that do not adhere to these requirements may not be accepted. Questions on this
RFP should be directed in writing only to the contact noted at the email above. All questions
received by the deadline will be answered and shared with all recipients of the RFP.
2.2 SITE MEETING OR PRE-PROPOSAL MEETING
No site meeting or pre-proposal meeting is scheduled in relation to this RFP.
3.0 BUDGET
GVHA has allocated a budget of $50,000 for this project. This is INCLUSIVE of all fees,
disbursements and administrative overhead, but EXCLUSIVE of taxes. The proponent is invited to
provide “value added” or “innovation” options which shall be costed separately over and
above the budget noted above, but must include all fees, disbursements and administrative
overhead.
4.0 BACKGROUND
GVHA was incorporated as a not-for-profit corporation in February 2002 under the BC Society
Act. GVHA's Board is comprised of Directors representing its member agencies and organizations
(Esquimalt Nation, Songhees Nation, Provincial Capital Commission, City of Victoria, Township of
Esquimalt, the Victoria/Esquimalt Harbour Society, Tourism Victoria, the Greater Victoria
Chamber of Commerce, and the Capital Regional District). It also comprises four independent
Directors.
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Asset Management Strategy
and Implementation Plan
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GVHA is responsible for the operation, maintenance and development of waterfront lands and
facilities located on Victoria’s Inner and Outer harbour, including Ogden Point, Fisherman’s
Wharf, the Steamship Terminal, the Lower Causeway, Ship Point and Wharf Street, as well as the
Hyack Air Terminal. GVHA receives no government grants or subsidies by taxpayers for its
operations. GVHA must pay property taxes and operate its facilities as a self-sustaining business,
while at the same time facilitating the economic development of the local community.
Acting as an advocate for the harbour, GVHA is working to improve its function as a working
harbour and a marine transportation centre with a strong focus on tourism.
Vision
We envision:
• a harbour where people live, learn, work, and play; a spectacular gateway into
Victoria's past and into its future, monumental in look and feel, linking communities and
all people together.
• A GVHA organization that is recognized by the community as an effective marine asset
manager, and as a trusted advocate and partnership, working for the common good of
the Harbour and the Region.
Mission
In fulfilling our Constitution, we perform three distinct yet complementary roles:
• Owners and managers of the properties entrusted to us through divestiture or under
lease;
• Advocates for best water and marine-related use and development of the whole
Harbour and its assets, regardless of ownership, in accordance with our guiding
principles; and
• Partners or collaborators with others in implementing Harbour initiatives that drive
economic, social and environmental benefits for the Region.
Guiding Principles
GVHA’s actions and decisions will be guided by the following principles:
• First Nations Relationship - We commit to working in partnership with the Esquimalt Nation
and the Songhees Nation as they pursue their cultural and economic aspirations in the
Harbour.
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• Financial Self-Sustainability – We commit to structuring and managing GVHA in a
financially prudent manner, and to ensuring the long-term sustainability of the
organization and its assets without recourse to local subsidies.
• Working Harbour - We commit to promoting the Harbour as a working Harbour seeking
out opportunities to help advance industrial, commercial and tourism related enterprises
– “where commerce requiring the connection between the land and water takes
place”.
• Triple Bottom Line - We commit to generating broad economic and social benefit from
the use of our properties, while continuously mitigating adverse social and environmental
impacts in local neighbourhoods and to our land, air and water.
• Accountability - We commit to act in the public interest of the Harbour on behalf of
GVHA’s Member Agencies, their stakeholders and the people of the region, and to be
held publicly accountable for our activities and results.
4.1 GVHA PROPERTIES
GVHA is the owner of several major iconic waterfront properties with an estimated replacement
value of $168,000,000 in Victoria BC. A key map of properties and leases is provided below.
1. Ogden Point Deep Water Terminal – Nearly nine hectares of land and seabed, including
four berths, breakwater, warehouse, staging area, helicopter terminal, and other
commercial buildings.
2. Fisherman’s Wharf – Four and a half hectares of land and seabed, providing moorage for
general moorage vessels including commercial fishing vessels, fish off-loading facilities,
fuel dock, float home community, and other commercial and tourist recreational
activities.
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and Implementation Plan
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3. Raymur Point – a pocket marina leased from Transport Canada east of Fisherman’s
Wharf housing the new customs dock owned by GVHA.
4. Steamship Terminal – The Steamship Terminal Building and Water Lot Area is leased form
the Province of BC.
5. Ship Point and Lower Causeway – Tourist recreational area and guest moorage facilities,
public pathway around the Harbour, host to various Victoria marine and community
events, eco-tourism activities, and other commercial activities.
6. Wharf Street and Johnson Street Marinas – Commercial, annual and guest moorage for
vessels, commercial vessels, tourist recreational areas and float plane moorage at the
Hyack Terminal.
4.2 CURRENT ASSET MANAGEMENT PROCESS
A Tabulated Asset Inventory was begun in late 2014 and focused on a detailed inventory and
valuation of all assets (Buildings, Structures, and Equipment). This was started partially in response
to updating the Insurance Valuation for GVHA as well as recognizing the need for a formal asset
system to assist Capital and Operational Budgeting. There are currently major gaps in
information and updating will be required.
Prior to this GVHA implemented CAD to begin mapping its facilities as accurately as possible. This
continues to be an ongoing process.
The Inventory was populated with key basic information including asset description,
replacement value and overall operation and maintenance expenditure over an asset lifespan.
Recently the GVHA Infrastructure team in collaboration with all departments has initiated a
major program to develop and implement an Asset Management Process for long term
sustainable operation and growth of the organization and its portfolio. Several targeted facility
conditions studies have been completed or are planned for the next two years. All available
information will be provided to the successful proponent. The following lists the available
documents to date:
Recent condition studies carried out include:
2015 Inner Harbour electrical assessment
2017 “Welcome to Victoria” structural condition assessment
2018 Ship Point pier condition assessment
2018 Inner Harbour Causeway conservation study
2018 Bi-Annual assessment of Pier A & B caissons (on-going)
Upcoming condition studies identified to be completed or in progress:
2018 Breakwater – condition assessment and life cycle analysis
2018 Fisherman’s Wharf utilities study
2019 Broughton Street pier condition assessment and life cycle analysis
2019 Fisherman’s Wharf overall facility condition assessment and life cycle analysis
GVHA Infrastructure team has identified goals for this program:
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• Facilitate GVHA Management and Staff to become better positioned and informed to
communicate Asset Management needs
• To create cost efficiency for capital and operational needs
• To create a culture of embedded asset management behaviours and processes
• maximizing return on GVHA capital investment.
• maximizing operating efficiencies.
• mitigating risks.
• minimizing facility and equipment downtime.
• actively managing GVHA service delivery reputation
• demonstrating leadership in sustainable asset management practices
In preparation for updating the Asset Management Program, GVHA staff focused on identifying
and evaluating industry best practices that could be aligned with GVHA’s Capital and
Operational Objectives.
After careful review and consultation with industry specialists it was determined that the “Asset
Management for Sustainable Service Delivery: A BC Framework” (the ‘AMF’)
https://www.assetmanagementbc.ca/framework/ was suitable basis for GVHA in developing its
own process and procedures. This framework was therefore adopted to help GVHA meet an
objective of developing and maturing the GVHA Asset Management Program by the end of the
business plan cycle of Q4 2022.
5.0 INSTRUCTIONS TO PROPONENTS
5.1 DEFINITIONS
In this RFP the following definitions shall apply:
“Contract” means a formal written contract between GVHA and a Selected Proponent to
undertake and provide the Goods and Services, in the form attached as Schedule D to this RFP;
“GVHA” means the Greater Victoria Harbour Authority;
“GVHA Project Manager” means the person from GVHA appointed to act as the authorized
representative for the GVHA on this project;
“Proponent” means an entity or individual that submits a Proposal;
“Proposal” means a Proposal submitted in response to this RFP;
“Selected Proponent” means a Proponent selected by the GVHA in response to this RFP;
“Goods and Services” has the meaning as set out in Schedule A; and “Site” means the place or
places where the Services are to be performed.
5.2 EXAMINATION OF RFP
Proponents will be deemed to have carefully examined the RFP, including all Attachments, prior
to preparing and submitting a Proposal with respect to all facts that may influence a Proposal.
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5.2.1 Enquiries
All inquiries related to this RFP should be directed in writing only, by e-mail, to the following
contact:
Tom Sigwin FMP: tsigwin@gvha.ca
All questions related to this RFP must be directed to the contact noted before or on the Final
Date for Questions set out above. Only bona fide prospective Proponents may ask questions.
Information obtained from any person or source other than the GVHA Project Manager should
not be relied on.
Proponents shall carefully examine all of the RFP documents and shall fully inform themselves as
to the intent, existing conditions and limitations which may affect their Proposal submission. No
consideration will be given after submission of a Proposal to any claim that there was any
misunderstanding with respect to the conditions imposed.
Proponents finding discrepancies or omissions in the Contract or RFP or having any doubts as to
the meaning or intent of any provision should immediately notify the above-noted project
contact. If there are any changes, additions, deletions to the Proposal scope, conditions or
closing date, GVHA will issue a written addendum that will form part of this RFP. Any changes
relating to this RFP will be provided to Proponents by means of written addenda, which will be
published on GVHA’s website: www.gvha.ca, as well as through any other means by which this
RFP was issued.
The Proponent shall be deemed to have acknowledged such addenda; and by submitting a
Proposal each Proponent shall be deemed to have agreed with this process related to
addenda. Information given orally will not be binding.
Verbal discussion with the GVHA Project Manager, Management or staff, shall not become part
of the RFP or modify the RFP unless confirmed by written Addendum.
5.2.2 Proposal Submissions
Unless otherwise noted, Proposals submitted electronically via email must be in a PDF Format
and be not exceed 10 MB, with the RFP Name and project number clearly stated on the email
subject line. Proposals will not be read in public.
5.2.3 Amendments to Proposals
Proposals may be revised by amendment, submitted by email to the Delivery Location set out in
the Summary of Basic Information, at any time before the Closing, but not after. An authorized
signatory of the Proponent must sign an amendment in the same manner as the original. Fax or
written hand delivered amendments are not permitted.
5.2.4 Professional Services Agreement
A copy of GVHA Professional Services Agreement is provided in Schedule D of this RFP.
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and Implementation Plan
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5.3 GENERAL TERMS OF PROPOSAL PROCESS
5.3.1 Proposal Preparation Costs
All expenses incurred by the Proponent in preparation and submission of a Proposal are to be
borne by the Proponent, with the express understanding that no claims for reimbursements
against GVHA will be accepted. GVHA shall not be responsible for any costs involved in or
associated with any meetings, discussion, or negotiation following submission that could lead to
acceptance of the Proposal and award of a contract.
5.3.2 Limitation of Damages
Further to the preceding paragraph, the Proponent, by submitting a Proposal, agrees that it will
not claim damages, for whatever reason, relating to the Contract or in respect of the
competitive process, more than an amount equivalent to the reasonable costs incurred by the
Proponent in preparing its Proposal and the Proponent, by submitting a Proposal, waives any
claim for loss of profits if no agreement is made with the Proponent.
5.3.3 Proposal Evaluation
GVHA recognizes that “best value” is the essential part of purchasing a product and/or service
and therefore GVHA may prefer a proposal with a higher price, if it offers greater value and
better serves GVHA’s interests, as determined by the GVHA, over a proposal with a lower price.
Schedule B contains the information regarding how Proposals are to be evaluated. The
Evaluation Team will not be limited to the criteria listed in Schedule B, and the evaluation team
may consider other criteria that the team identifies as relevant during the evaluation process.
However, any criteria considered will be applied evenly and fairly to all Proposals.
GVHA, at its sole discretion, reserves the right to:
a) reject any or all Proposals whether complete or not;
b) reject any Proposal it considers not to be in its best interests;
c) waive any minor irregularity or insufficiency in the Proposal submitted;
d) not be liable for misunderstandings or errors in the Request for Proposals;
e) issue Addenda to the Request for Proposals;
f) contact references provided by the Proponents;
g) retain independent persons or contractors for assistance in evaluating Proposals;
h) request points of clarification to assist GVHA in evaluating Proposals;
i) negotiate changes with the successful Proponent;
j) award separate contracts for separate work components; and
k) withdraw the Request for Proposals.
Each Proponent shall disclose in its Proposal any conflicts of interest and existing business
relationships it may have with GVHA, its elected officials, or employees. GVHA may rely on such
disclosure.
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5.3.4 Proposal Presentation
GVHA reserves the right to request one or more of the Proponents whose submissions are of
interest to the GVHA, to make an oral presentation to the GVHA.
5.3.5 Proposal Confidentiality
All submissions become the property of GVHA and will not be returned to the Proponent. GVHA
will consider all Proposals submitted as confidential, unless otherwise required by law, but
reserves the right to make copies of all Proposals received for its internal review and for review
by its financial, accounting, legal, and technical consultants.
5.3.6 Conflict of Interest
A Proponent shall disclose in its Proposal any actual or potential conflicts of interest and existing
business relationships it may have with the Regional District, its elected or appointed officials or
employees. GVHA may rely on such disclosure.
5.3.7 Solicitation of GVHA Staff
Proponents and their agents are cautioned that solicitations of members of GVHA, or any
appointed Contractor, Proponent, committee or commission, during the Proposal seeking
period, through evaluation and up to award, may be cause for rejection of a Proposal as this will
be viewed as that of one Proponent seeking an unfair advantage over another.
5.3.8 No Collusion
Except as otherwise specified or as arising due to the provision of the contract documents, no
person whether natural, body corporate, other than the Proponent has or will have any interest
or share in the Proposal or in the proposed contract which may be completed in respect
thereof. There is no collusion or arrangement between the Proponent and any other actual or
prospective Proponents relating to Proposals submitted for 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 relating to the making of
the Proposal.
5.3.9 Disqualification
GVHA reserves the right to disqualify or reject a Proposal in whole or in part if in the sole opinion
of GVHA:
a) the current or past corporate or other interests of a Proponent or any of its
subcontractors or Affiliated Persons place it in a conflict of interest regarding this RFP or
the activities or mandate of GVHA;
b) the Proponent, including any corporation whose directors are, or were directors of any
corporation is in arrears, in respect of any contractual arrangement with GVHA unless
financial arrangements satisfactory to GVHA are made in respect of such arrears;
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c) the Proponent or any of its directors, officers, shareholders, Affiliated Persons, associates
or affiliates has a claim or has initiated a claim or legal proceeding against GVHA or any
of its subsidiaries or against whom GVHA or any of its subsidiaries has a claim or has
initiated a legal proceeding with respect to any previous contracts, tenders or business
transactions; or
d) There is collusion between separate Proponents.
5.3.10 Litigation
Proponents who, either directly or indirectly through another corporation or entity, have been or
are in litigation, or who have served notice with intent to proceed with court action against
GVHA relating to any contract for works or services, may be considered ineligible Proponents.
Receipt of Proposals from such Proponents may be disqualified from the evaluation process.
5.3.11 No Contract
This RFP is not a tender and does not commit GVHA in any way to select a preferred Proponent.
By submitting a Proposal and participating in the process as outlined in this RFP, Proponents
expressly agree that no contractual, tort or other legal obligation of any kind is formed under or
imposed on GVHA by this RFP or submissions prior to the completed execution of a formal written
Contract.
5.3.12 Reservation of Rights
GVHA reserves the right to accept the Proposal that it deems most advantageous, and the right
to reject any or all Proposals for any reason, in each case without giving notice or reasons.
GVHA reserves the right to contract only for selected services, products, or compensation.
GVHA reserves the right to negotiate with any Proponent as it sees fit, or with another Proponent
or Proponents concurrently. In no event will GVHA or GVHA be required to offer any modified
terms to any other Proponent. GVHA also reserves the right not to accept any Proposal
submitted and may seek additional or further Proposals from any other party or parties.
GVHA shall not incur liability to any other Proponent because of such negotiations or
modifications.
5.3.13 Acceptance of Proposal
The acceptance of a Proposal will be made in writing from GVHA and will be addressed to the
successful Proponent at the address given in the submitted Proposal. Following acceptance and
approval to proceed with the Proposal, the Proponent is expected to enter into a contract with
GVHA to perform the work set out and agreed upon in the Proposal.
The Contract that the successful Proponent will be expected to execute with GVHA will contain
terms like those contained in the draft Contract provided in Schedule E. The Contract
attachments will include the entire Request for Proposals, the Proponents Total Proposal
submission, and any mutually agreed upon modifications, changes or negotiated adjustments.
5.3.14 Firm Pricing
Proposals must be firm for 90 days after the closing date. Prices will be firm for the entire Contract
period. Proponents are solely responsible for ensuring rates and prices consider any fluctuations
in fuel prices or other variable costs during the Contract period.
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5.3.15 Currency and Taxes
All prices quoted are to be in Canadian dollars; exclusive of GST.
5.3.16 Negotiation Delay
If a written Contract cannot be finalized within thirty (30) days of notification of the successful
Proponent, GVHA may, at its sole discretion at any time thereafter, rescind the award with that
Proponent and either sign a Contract with the next qualified Proponent or choose to terminate
the Request for Proposals process and not enter into a Contract with any of the Proponents.
5.3.17 Subcontracting
Using a sub-contractor (who must be clearly identified in the Proposal) is acceptable. This
includes a joint submission by two Proponents having no formal corporate links. However, in this
case, one of these Proponents must be prepared to take overall responsibility for successful
interconnection of the two service lines and this must be defined in the Proposal.
Any sub-contracting of the service to any firm or individual after the award of a Contract must
have prior approval by the GVHA.
5.3.18 Assignment
This RFP and any resulting Contract may not be assigned by either party without the prior written
consent and approval of the other party, which consent may not be unreasonably withheld;
provided however, either party, without such consent, may assign or sell the same regarding the
transfer or sale of substantially its entire business to which this contract pertains or in the event of
its merger or consolidation with another company. Any permitted assignee shall assume all
obligations of the assignor under the Contract. No assignment shall relieve any party of
responsibility for the performance of any accrued obligation that such party then has
hereunder.
5.3.19 Law
This RFP and any resultant award shall be governed by and construed in accordance with the
laws of the Province of British Columbia.
6.0 FORMAT OF PROPONENTS RFP RESPONSE
6.1 PROPOSAL FORMAT
1. To receive full consideration during evaluation, Proposals should include the following:
• Completed Schedule C – Form of Proposal
• Completed Schedule C-1 – Proponent’s Technical/ Management Proposal
• Completed Schedule C-2 - Proponent’s Experience, References, and Resources
• Completed Schedule C-3 – Proponent’s Financial/Timeline Proposal, providing
detailed pricing and deliverables for each facility of the project.
2. Any appendices required to provide additional information in support of the Proposal
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3. All pages should be consecutively numbered. Note: it is acceptable for Proponents to
manually write page numbers onto standard Schedule forms.
4. Proposals must address the RFP content requirements outlined herein, must be well
ordered, detailed, and comprehensive. Clarity of language, adherence to suggested
structuring, and adequate, accessible documentation is essential to the GVHA’s ability to
conduct a thorough evaluation.
5. The GVHA is interested in Proposals that demonstrate a proven track record of assisting
both public and private organizations or agencies in asset management plans/facility
condition assessments.
6. General marketing and promotional material will not be reviewed or considered.
7.0 SCOPE OF SERVICES
7.1 GENERAL
GVHA requires an experienced consulting team to prepare an Asset Management Strategy and
Implementation Plan which will provide the organization with a ‘roadmap” to achieving AM
specific maturity goals and objectives by Q4 2022. The scope of services generally requires:
• Background Review and Gap Analysis of available information using a format such as
Asset Smart 2.0,
• Stakeholder Interviews with GVHA departments and selected external stakeholders as
required.
• Preparation of a recommended AM strategy
• Preparation of an Implementation plan complete with timelines and estimated budgets
• Recommendations for a AM policy and metrics for measuring and reporting
• Preparation of tools or templates for AM administration.
7.1.1 Meetings
The proponent should state in their submission, the expected number of meetings (conference
call or in person) with GVHA and other stakeholders. The proponent should allow for one (1)
formal presentation of the draft report to GVHA.
7.2 PROJECT TIMEFRAME
This project is expected to start by the beginning of October 2018 with draft report due on
November 9, 2018, and final report due by no later than December 7, 2018.
7.3 KEY TASKS AND REQUIRED DELIVERABLES
The following key tasks are provided as a guide for proponents in their preparation of their
proposal submission.
7.3.1 Project Startup
• Prepare Workplan and schedule for GVHA approval
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• Initial project meeting and charter
• Information request
7.3.2 Background Review and Gap Analysis
• Review background Information provided by GVHA
• Conduct Gap analysis on:
o Available information
o Current Inventory Data
• Conduct stakeholder interviews with GVHA key departments and selected external
stakeholders such as GVHA port Managers Western Stevedoring. The consultant should
provide for at least four one-hour interviews.
• Deliverables: Summary Memorandum of Findings and Recommendations aligned with
the Asset Smart 2.0 Framework. The Memorandum must at a minimum:
o Identify areas of strength and areas needing improvement
o Establish GVHA current AM maturity level scoring including review of working
version of AM Vision and Mission Statements. (provided in Schedule A)
o Provide initial recommendations on policy and procedures
7.3.3 Draft Asset Management Strategy and Implementation Plan (AMS/IP)
Prepare Draft AMS/IP for presentation and review with GVHA. Describe the proposed AM
strategy aligned with the GVHA organization focused on managing capital investment and
operational costs towards a long-term program of increasing level of service and cost efficiency.
As a guide, the Proponent should consider the following in their report structure:
• A Draft Summary of important features of the AMS/IP, intended to give senior leadership
and the GVHA Board an overview of findings and expectations
• Initiatives outline the major components of improvement process over the projected
timelines of 2018-21.
• Describe intent, outcomes and process, rather than as specific plans.
• Outline the Business Case for opportunities both in terms of cost savings and improved
capital and operational process, and the outlays required to achieve these objectives.
• Identify Plans and Resources Required outline near, medium and long-term timeframes,
deliverables, measures, people's involvement and other resources necessary to achieve
the goals.
• Structure, Accountability and Measures show how GVHA will execute the program
components, who is accountable and how GVHA will measure success
• Next Steps identify how GVHA will get started and initiate specific management actions
• Identify proposed tools/templates to be incorporated into the AMS/IP
• Recommendations of future software application for Asset Management appropriate to
GVHA current operational and administrative software.
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• Prepare a draft schedule, budget for implementation
7.3.4 Final Report: GVHA AMS/IP and Supporting Information
Upon receipt of comments from GVHA the proponent shall prepare a final report complete with
necessary appendices and templates.
7.4 INNOVATION OR VALUE-ADDED OPTIONS
The proponent is invited to provide any value added or innovative asset management
approaches or methods (e.g. Climate Change or Environmental Management components)
that GVHA may consider. This should be treated as separate item for consideration and have
associated estimated costs included.
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SCHEDULES
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SCHEDULE A – DRAFT VISION AND MISSION STATEMENTS
Vision
“To achieve the highest level of sustainable service delivery by managing our assets in the most
cost effective, efficient and transparent manner possible, aligning with our corporate vision.”
Mission
“To develop a culture where asset management is incorporated into daily processes in the most
efficient manner, to achieve the level of sustainable service delivery set out by GVHA."
Page 17 of 46GVHA - RFP#2018-28011
Asset Management Strategy
and Implementation Plan
August 31, 2018
SCHEDULE B – EVALUATION CRITERIA
All submitted proposals which are responsive and meet the requirements outlined in this RFP
Evaluation of Proposals will be conducted by a team formed by the GVHA.
The Evaluation Team will not be limited to the criteria referred to in this RFP, and the Evaluation
Team may consider other criteria that the team identifies as relevant during the evaluation
process.
The Evaluation Team may apply the evaluation criteria on a comparative basis, evaluating the
Proposals by comparing one Proponent’s Proposal to another Proponent’s Proposal. All criteria
will be applied evenly and fairly to all Proposals.
The Evaluation Team will use the following criteria to compare and evaluate the Proposals, with
the goal of determining the strength and ability of each Proponent to conduct the required
work, to establish which of the Proposals is most advantageous to the GVHA:
A. Proponent’s Technical/ Management Proposal
The Evaluation Team will consider the Proponent’s responses provided in relation
to Schedule C-1. Weighting = 45% + Value add or Innovative Approach = 5%
B. Proponent’s Experience, Reputation, and Resources
The Evaluation Team will consider the Proponent’s responses provided in relation
to Schedule C-2. Weighting = 40%
C. Proponent’s Financial Proposal
The Evaluation Team will consider the Proponent’s responses provided in relation
to Schedule C-3. Weighting = 10%
Scoring Sheet for information Only
Page 18 of 46GVHA - RFP#2018-28011
Asset Management Strategy
and Implementation Plan
August 31, 2018
Request for Proposals (RFP) Scoring Sheet (RFP Number ___________)
Proposal Section Weight Evaluation Points* Max Possible Score Total Score
C FORM OF PROPOSAL NA Pass/Fail Pass/Fail Pass/Fail
C-1 PROPONENT’S TECHNICAL/ 45% 100 45
MANAGEMENT PROPOSAL
VALUE ADDED/INNOVATION 5% 100 5
C-2 PROPONENT’S EXPERIENCE, 40% 100 40
REFERENCES, AND RESOURCES
C-3 PROPONENT’S 10% 100 10
FINANCIAL/TIMELINE PROPOSAL
100.00% 400 100
TOTAL ________________________________
*Evaluation Points = 1-100, with 1=lowest 100=highest
**Total Score (weighted value) = Weight multiplied by the Evaluation Points
Scored By:______________________________ Title:________________________________ Date:______________
Sample only
Page 19 of 46GVHA - RFP#2018-28011
Asset Management Strategy
and Implementation Plan
August 31, 2018
Proposal Section Complete Information
Proposal Section 100-76 75-51 50-26 25-1
C - FORM OF PROPOSAL YES NO
Proponent has demonstrated
C-1 PROPONENT’S TECHNICAL/ consistently well-thought-out Proponent has demonstrated Proponent has provided an Proponent has not addressed
a viable approach and approach and methodology the requirements
MANAGEMENT PROPOSAL approach and methodology methodology but has not fully but has not demonstrated a
aligned with requirements
addressed the requirements clear understanding of the
requirements through either
omission or process
VALUE ADDED/INNOVATION Proponent has demonstrated Proponent has provided value Proponent has offered value Proponent has not provided
a strong value proposition added or innovative options added or innovative options value added or innovative
through innovation or but does not completely justify however does not provide any options or has provided
alternate options for the their consideration or evidence of their contribution options that are not relevant to
project or GVHA integration into the projector or value to the project or the project or GVHA.
GVHA GVHA
Proponent Team and
C-2 PROPONENT’S Experience is highly qualified Proponent Team and Proponent Team and Proponent Team and
to deliver the project and is Experience is well qualified to Experience is somewhat Experience does not
EXPERIENCE, deliver the project and is qualified to deliver the project demonstrate qualification and
aligned with the requirements
REFERENCES, AND of the work aligned with the requirements and but is aligned with the experience either through
of the work requirements of the work omission or personnel offered
RESOURCES to deliver the project and is
not aligned with the
requirements of the work
Proponent has provided all Proponent has provided all Proponent has provided all Proponent has not provided all
C-3 PROPONENT’S requested information and requested information and requested information and but requested information and/ or
FINANCIAL/TIMELINE demonstrated superior value in demonstrated value in has not fully demonstrated not demonstrated value in
alignment scope of services alignment scope of services value in alignment scope of alignment scope of services
PROPOSAL services
Sample only
Page 20 of 46GVHA - RFP#2018-28011
Asset Management Strategy
and Implementation Plan
August 31, 2018
Name of Applicant Org 1 Org 2 Org 2 Org 2
Score – Section C
Score – Section C-1
Score – Section C-2
Score – Section C-3
Subtotal
Total
Ranking
Sample only
Page 21 of 46GVHA - RFP#2018-28011
Asset Management Strategy
and Implementation Plan
August 31, 2018
SCHEDULE C – FORM OF PROPOSAL
RFP Project Title ASSET MANAGEMENT STRATEGY AND IMPLEMENTATION
PLAN
Name of Proponent:
Contact Person and
Title
Business Address:
Telephone:
Fax:
E-mail Address
Attention
Mr. Tom Sigwin, Facilities Operations Coordinator, GVHA
c/o
GREATER VICTORIA HARBOUR AUTHORITY
100 – 1019 Wharf Street Victoria, BC V8W 2Y9
Phone: 250.383.8300 | Fax: 250.383.8322
www.gvha.ca
tsigwin@gvha.ca
Dear Sir,
1.0 - I/We, the undersigned duly authorized representative of the Proponent, having received
and carefully reviewed all the Proposal documents, including the RFP and any issued
addenda posted on the GVHA website and BC Bid website or other means noted above,
and having informed ourselves of the intent and difficulties in developing an Asset
Management Strategy and Implementation Plan specific to GVHA, submit this Proposal in
response to the RFP.
2.0 - I/We confirm that the following schedules are attached to and form part of this Proposal:
• Schedule C-1 – Proponent’s Technical/Management Proposal
• Schedule C-2 – Proponent’s Experience, Reputation, and Resources
• Schedule C-3 – Proponent’s Financial/Timeline Proposal
3.0 - I/We confirm that this proposal is accurate and true to the best of my/our knowledge.
4.0 - I/We confirm that, if I/we am/are awarded the Contract, I/we will always be the “prime
contractor” as provided by the Workers Compensation Act (British Columbia) with respect to the
consulting services.
Page 22 of 46GVHA - RFP#2018-28011
Asset Management Strategy
and Implementation Plan
August 31, 2018
This proposal is submitted this ___ day of ______________, 2018
5.0 - I/We have the authority to bind the Proponent.
(Name of Proponent) (Name of Proponent)
(Signature of Authorized Signatory) (Signature of Authorized Signatory)
(Print Name and Position of Authorized (Print Name and Position of Authorized
Signatory) Signatory)
Page 23 of 46GVHA - RFP#2018-28011
Asset Management Strategy
and Implementation Plan
August 31, 2018
SCHEDULE C-1 – PROPONENT’S TECHNICAL/ MANAGEMENT PROPOSAL
Proponents should provide the following (use the spaces provided and/or
provide separate or additional pages, if necessary):
a) Provide a project understanding and approach that illustrates an understanding of the
GVHA’s requirements in relation to objectives and Scope of Services outlined in this RFP.
b) Detail how your firm will be organized to manage this project. Indicate by position or title
the person(s) who will have the overall responsibility for administering this contract.
c) Please describe the strategies, methods, tasks and processes that will be utilized to
ensure that the requirements of this RFP will be delivered.
d) Provide any recommendations that are considered by the Proponent to be a value-
added or innovative approach for this Project.
Page 24 of 46GVHA - RFP#2018-28011
Asset Management Strategy
and Implementation Plan
August 31, 2018
SCHEDULE C-2 – PROPONENT’S EXPERIENCE, REFERENCES, AND RESOURCES
Proponents should provide the following (use the spaces provided and/or provide separate or
additional pages, if necessary):
a) Location, background and structure of the Proponent;
b) Proponent’s relevant experience and qualifications in delivering services required by this
RFP;
c) Proponent’s references (name and telephone number). The GVHA’s preference is to
have three (3) references.
Page 25 of 46GVHA - RFP#2018-28011
Asset Management Strategy
and Implementation Plan
August 31, 2018
SCHEDULE C-3 – PROPONENT’S FINANCIAL/TIMELINE PROPOSAL, PROVIDING
DETAILED PRICING AND DELIVERABLES FOR THE PROJECT.
Proponents should provide the following (use the spaces provided and/or provide separate or
additional pages, if necessary):
a) Please provide a detailed cost estimate for each area of work of the project as to how
your firm will provide the necessary work within the established budget.
b) Please also provide a detailed timeline for the required works.
Table 2 - A- CONSULTANTS’ FINANCIAL PROPOSAL
Item Description Lump Sum Price (includes
Subconsultant Admin fees if
applicable) Excluding Applicable
Taxes) $
Project Startup
1
Background Review and Gap Analysis
2
Draft Report and Presentation
3
4 Final Report
Total $
Table 3 - A- CONSULTANTS’ FINANCIAL PROPOSAL – VALUE ADD/INNOVATION
Item Description Lump Sum Price (includes
Subconsultant Admin fees if
applicable) Excluding Applicable
Taxes) $
Value Added/Innovation Option
1
Total $
Page 26 of 46GVHA - RFP#2018-28011
Asset Management Strategy
and Implementation Plan
August 31, 2018
Table 4 - B. CONSULTANTS’ FINANICAL PROPOSAL – DISBURSEMENTS
Item Description Rate of charge or cost $
1 Disbursements - Mileage/Parking
2 Disbursements - printing
3 Disbursements - Travel
3 Administration Fee (Disbursements) %
Total
Table 5 - C. CONSULTANTS’ FINANICAL PROPOSAL – HOURLY RATES
Item Description Rate of charge or cost $
1 Senior tier staff – hourly rate
2 Mid-tier staff – hourly rate
3 Lower tier staff – hourly rate
Add as required
Page 27 of 46GVHA - RFP#2018-28011
Asset Management Strategy
and Implementation Plan
August 31, 2018
SCHEDULE D – PROFESSIONAL SERVICES AGREEMENT
BETWEEN:
GREATER VICTORIA HARBOUR AUTHORITY
100 – 1019 Wharf Street
Victoria, BC V8W 2Y9
(“GVHA”)
AND:
_____________________
(Insert Full Legal Name and Address)
(“Proponent “)
WHEREAS GVHA wishes to engage the Proponent to provide Services in connection with
[Project description]
THEREFORE, in consideration of the payment of one ($1.00) dollar and other good and
valuable consideration paid by each of the parties to the other (the receipt and
sufficiency of which is hereby acknowledged) GVHA and the Proponent agree as follows:
1. INTERPRETATION
Definitions
In this agreement the following definitions apply:
“Disbursements” has the meaning set out in section 5.3;
“Dispute” has the meaning set out in section 14.1
“Fees” has the meaning set out in section 5.1;
“Indemnities” has the meaning set out in section 7.1;
"Invoice" has the meaning set out in section 5.2(a);
“Services” has the meaning set out in section 2.1;
"Term" has the meaning set out in section 2.5; and
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“Time Schedule” has the meaning set out in section 2.6
1.2 Appendices
The following attached Appendices are a part of this agreement:
(a) Appendix 1 –Scope of Services;
(b) Appendix 2 –Fees and Payment;
(c) Appendix 3 –Time Schedule;
(d) Appendix 4 –Personnel and Sub-Proponents; and
(e) Appendix 5 –Additional Services.
2. SERVICES
2.1 Services
GVHA hereby retains the Proponent to provide the consulting and professional services
as described generally in Appendix 1, including anything and everything required to be
done for the fulfillment and completion of this agreement (the “Services”).
2.2 Amendment of Services
GVHA may from time to time, by written notice to the Proponent, make changes in the
scope of the Services. The Fees will be increased or decreased by written agreement of
GVHA and the Proponent according to the rates set out in Appendix 2.
2.3 Additional Services
The Proponent will, if requested in writing by GVHA, perform additional services as may
be listed in Appendix 5. The terms of this agreement will apply to any additional services,
and the fees for additional services, and the time for the Proponent’s performance, will
generally correspond to the fees and time of performance as described in Appendices
2 and 3. The Proponent will not provide any additional services in excess of the scope of
services requested in writing by GVHA.
2.3 Standard of Care
The Proponent will perform the Services with that degree of care, skill and diligence
normally provided by a qualified and experienced practitioner performing services similar
to the Services, and on the understanding that GVHA is relying on the Proponent’s
experience and expertise. The Proponent represents that it has the expertise,
qualifications, resources and relevant experience to provide the Services.
2.4 Term
The Proponent will provide the Services for the period commencing on __________and
terminating not later than _________________ (the "Term").
Page 29 of 46GVHA - RFP#2018-28011
Asset Management Strategy
and Implementation Plan
August 31, 2018
The parties may extend the Term by mutual agreement. If the Term is extended, the
provisions of this agreement will remain in force except where amended in writing by the
parties.
2.5 Time
The Proponent acknowledges that time is of the essence with respect to the provision of
the Services and accordingly the Proponent will provide the Services within the
performance or completion dates or time periods (the "Time Schedule") as set out in
Appendix 3, or as otherwise agreed to in writing by GVHA and the Proponent. If at any
time the Proponent discovers that the Time Schedule cannot be met it will immediately
advise GVHA in writing and provide a revised Time Schedule.
3. PERSONNEL
3.1 Qualified Personnel
The Proponent will provide only professional personnel who have the qualifications,
experience and capabilities to perform the Services.
3.2 Listed Personnel and Sub-Proponents
The Proponent will perform the Services using the personnel and sub-Proponents as may
be listed in Appendix 4 and the Proponent will not remove any such listed personnel or
sub-Proponents from the Services without the prior written approval of GVHA.
3.3 Replacement of Personnel or Sub-Proponents
If GVHA reasonably objects to the performance, qualifications, experience or suitability
of any of the Proponent's personnel or sub-Proponents then the Proponent will, on written
request from GVHA, replace such personnel or sub-Proponents.
3.4 Sub-Proponents and Assignment
Except as provided for in section 3.2, the Proponent will not engage any personnel or
sub-Proponents, or sub-contract or assign its obligations under this agreement, in whole
or in part, without the prior written approval of GVHA.
3.5 Agreements with Sub-Proponents
The Proponent will preserve and protect the rights of GVHA with respect to any Services
performed under sub-contract and incorporate the terms and conditions of this
agreement into all sub-contracts as necessary to preserve the rights of GVHA under this
agreement. The Proponent will be as fully responsible to GVHA for acts and omissions of
sub-Proponents and of persons directly or indirectly employed by them as for acts and
omissions of persons directly employed by the Proponent.
Page 30 of 46GVHA - RFP#2018-28011
Asset Management Strategy
and Implementation Plan
August 31, 2018
4. LIMITED AUTHORITY
4.1 Agent of GVHA
The Proponent is not and this agreement does not render the Proponent an agent or
employee of GVHA, and without limiting the above, the Proponent does not have
authority to enter into any contract or reach any agreement on behalf of GVHA, except
for the limited purposes as may be expressly set out in this agreement, or as necessary in
order to perform the Services.
The Proponent will make such lack of authority clear to all persons with whom the
Proponent deals in the course of providing the Services. Every vehicle used by the
Proponent in the course of performing the services shall identify the Proponent by name
and telephone number.
4.2 Independent Proponent
The Proponent is an independent Proponent. This agreement does not create the
relationship of employer and employee, a partnership, or a joint venture. GVHA will not
control or direct the details, means or process by which the Proponent performs the
Services. The Proponent will determine the number of days and hours of work required to
properly and completely perform the Services. The Proponent is primarily responsible for
performance of the Services and may not delegate or assign any Services to any other
person except as provided for in section 3.4. The Proponent will be solely liable for the
wages, fringe benefits, work schedules and work conditions of any partners, employees
or sub-Proponents.
5. FEES
5.1 Fees
GVHA will pay to the Proponent the fees as set out in Appendix 2 (the “Fees”). Payment
by GVHA of the Fees and Disbursements will be full payment for the Services and the
Proponent will not be entitled to receive any additional payment from GVHA. Fees,
Disbursements, and GST will not exceed the amount of $_________ without the prior written
approval of GVHA.
5.2 Payment
Subject to any contrary provisions set out in Appendix 2:
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(f) The Proponent will submit a monthly invoice (the "Invoice") to GVHA
requesting payment of the portion of the Fees and the Disbursements
relating to the Services provided in the previous month, and including
the following information:
(1) An invoice number;
(2) The Proponent's name, address and telephone number;
(3) GVHA's reference number for the Services;
(4) The names, charge-out rates and number of hours worked
in the previous month of all employees of the Proponent
and any sub-Proponents that have performed services
during the previous month;
(5) The percentage of Services completed at the end of the
previous month;
(6) The total budget for the Services and the amount of the
budget expended to the date of the Invoice;
(7) Taxes (if any);
(8) Grand total of the Invoice;
(g) The Proponent will on request from the GVHA provide receipts and
invoices for all Disbursements claimed;
(h) If GVHA reasonably determines that any portion of an Invoice is not
payable, then GVHA will so advise the Proponent;
(i) GVHA will pay the portion of an Invoice which GVHA determines is
payable within 30 days of the receipt of the Invoice, except GVHA may
hold back from payments 10% of the amount GVHA determines is
payable to the Proponent until such time as the Proponent provides its
final report to GVHA; and
(j) if the Proponent offers GVHA a cash discount for early payment, then
GVHA may, at GVHA’s sole discretion, pay the portion of an Invoice
which GVHA determines is payable at any time after receipt of the
Invoice.
The Proponent will submit invoices email to:
Name: GVHA Authorized Representative
5.3 Disbursements
Page 32 of 46GVHA - RFP#2018-28011
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and Implementation Plan
August 31, 2018
In addition to the Fees, GVHA will reimburse the Proponent for actual out-of-pocket costs
and expenses (“Disbursements”) as identified in Appendix 2 which the Proponent, and
approved sub-Proponents, incur in the performance of the Services, plus any additional
Disbursements with the prior written approval of GVHA. For greater certainty, costs of
general management, non-technical supporting services and general overhead are
deemed to be covered by the Fees and will not be subject to additional payment by
GVHA.
5.4 Records
The Proponent will prepare and maintain proper records related to the Services, including
records, receipts and invoices relating to Disbursements. On request from GVHA, the
Proponent will make the records available open to audit examination by GVHA at any
time during regular business hours during the time the Proponent is providing the Services
and for a period of six years after the Services are complete.
Non-Residents
If the Proponent is a non-resident of Canada and does not provide to GVHA a waiver of
regulation letter, GVHA will withhold and remit to the appropriate governmental authority
the greater of:
(k) 15% of each payment due to the Proponent; or
(l) The amount required under applicable tax legislation.
6. GVHA RESPONSIBILITIES
6.1 GVHA Information
GVHA will, in co-operation with the Proponent, make efforts to make available to the
Proponent information, surveys, and reports that GVHA has in its files and records that
relate to the Services. The Proponent will review any such material upon which the
Proponent intends to rely and take reasonable steps to determine if that information is
complete or accurate. The Proponent will assume all risks that the information is complete
and accurate, and the Proponent will advise GVHA in writing if in the Proponent’s
judgment the information is deficient or unreliable and undertake such new surveys and
investigations as are necessary.
6.2 GVHA Decisions
GVHA will in a timely manner make all decisions required under this agreement, examine
documents submitted by the Proponent and respond to all requests for approval made
by the Proponent pursuant to this agreement.
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