rfp template package - forests, lands, natural … forms review... · web viewthe following blue...

THE FOLLOWING BLUE TEXT SECTIONS ARE FOR YOUR CONVENIENCE ONLY IN COMPLETING THE RFP TEMPLATE AND DO NOT FORM THE FINAL RFP PACKAGE.

WORD PROCESSING INSTRUCTIONS FOR PREPARING THE RFP PACKAGEUSING THE FS1300 RFP TEMPLATE

It is strongly recommended that you print the word processing instructions using the procedure under item 3 below (entering p1s1-p6s1 in the page range box) and that you read them in their entirety before using the template.Introduction1. The RFP package template is an MS Word document. If you experience word

processing difficulties, contact your office systems specialist for assistance.2. This document also includes a "Summary Checklist". Use the checklist to ensure

the RFP package is complete and that no steps in the process are overlooked. To print the checklist, enter the page range p5s2-p8s2 respectively in the page range box.

3. Once the final document has been completed, delete the word processing instructions, the Summary Checklist, and any hidden text to prevent proponents from viewing information intended for internal use only.

Overview of Styles4. The RFP template uses pre-formatted styles (a style is a particular set of

formatting instructions, including character, paragraph, and border formats). When preparing PART B of the RFP you may need to apply the Heading 2, Heading 3, or Part B Text styles. If you add an attachment, you will need to apply the Heading 4 style to the attachment title. Use of these styles will maintain consistent formatting throughout your RFP package and will result in the headings and attachment titles automatically showing in the Table of Contents. These styles are illustrated below.

Item Style ExampleHeading for Part B Heading 1 PART B: REQUIREMENTSSection Heading Heading 2 1. INTRODUCTION/BACKGROUNDSection Subheading Heading 3 1.1 Overview of the ProjectBody Text for Part B Part B Text This project is one of a series of projects ...

Attachment Title Heading 4 PROPOSAL EVALUATIONCreating Headings and Subheadings5. If you create additional subheadings in Part B, the correct style must be applied

by following this example:· Using the mouse, place the insertion point at the paragraph mark

immediately below the section heading "1. INTRODUCTION/BACKGROUND". The paragraph below the heading is currently "empty" (i.e., has no text) and

FS1300 RFP CSNR Rev. August 14, 2013

Word Processing Instructions (Cont’d)

is formatted with the style Part B Text. Look for this style name in the Styles group on the Home tab at the top of the screen.

· Type in "1.1" as the subheading number (without the quotation marks), press the Tab key, and then enter the subheading wording "Overview of the Project", or whatever wording you desire. Your subheading will look like this, as it is still formatted with the style Part B Text:1.1 Overview of the Project

· Leave the insertion point at the end or within the text you just entered. · From the Styles group on the Home tab, click the style “Heading 3” · Word will apply the Heading 3 style to the entire paragraph in which the

insertion point has been placed. It will now look like this:1.1 Overview of the ProjectYou may now hit enter to begin typing the heading’s body text. You will find that auto-formatting may have created a 1.2 numbered heading. Hit enter one more time to bring up the Part B Text style.

· Once you have completed typing the body text and you wish to create another Heading 3 style within the same section, simply hit enter at the end of the last body text, type your new heading title, click anywhere within the previously created Heading 3 title from within the same section, click on Format Painter (the paintbrush) located on the Home tab, Clipboard group, and then click anywhere within the newly created heading title to apply the Heading 3 formatting.

· You must update the Table of Contents before it will show the new heading. To do this, place the insertion point anywhere within the body of the existing Table of Contents (not in the title) and press the F9 key (select the radio button for ‘update entire table’). You may need to format the Table of Contents to realign the page numbers at the right margin.

· Use the same basic procedure for applying the Heading 2 style to a new section heading except do not pre-number the heading. Once you have typed the new heading title and applied Heading 2 style, click on Format Painter (the paintbrush) located on the Home tab, clipboard group, and then click anywhere within the newly created heading title to apply the Heading 2 formatting.

· If you wish to apply a heading style to existing text: make sure the text is in a separate paragraph; enter the appropriate heading or subheading number; insert a tab between the heading number and the heading text; delete any spaces between the heading number and the heading text

(leaving the tab); and with the insertion point anywhere within the text, choose the appropriate

heading style from the style list or use Format Painter.Using the Part B Text Style for Body Text6. Use the style Part B Text for all body text in Part B (i.e., for all text other than

headings). This will ensure the text in Part B looks the same as that in Part A. The Part B Text style is already applied to the first empty paragraph below



each of the existing section headings. If you have deleted this empty paragraph or converted it to a subheading, you can create a new empty paragraph formatted with the Part B Text style by pressing enter to create a new paragraph below the heading, which will automatically have Part B Text style.If you wish to format an existing paragraph with the Part B Text style, place the insertion point anywhere within the paragraph and then apply the Part B Text style from the style list or use Format Painter.

Preparing the Proposal Evaluation Form7. When preparing the "Price Evaluation" section of the Proposal Evaluation Form,

indicate the choice of price evaluation method by double clicking on the checkbox and inserting the symbol to indicate a chosen option. For example, to indicate the lowest qualified price as the method to be used, insert the symbol.

Inserting a Specimen Contract8. Inserting the specimen contract into the RFP template (copy/paste) will create

formatting and compatibility problems. Therefore, there are two options for inserting a specimen contract:(a) Manual Insertion

Manually insert a photocopy of the contract following the page titled "Specimen Contract and Schedules" after the RFP package has been fully prepared and printed. Be sure the specimen contract is marked as a “specimen” prior to insertion. This can be done by applying a watermark to the document found under Page Layout – Page Background – Watermark – Custom Watermark - Text Watermark and overtype with ‘SPECIMEN TO THE RFP #_________’ in the text dialogue box.

(b) Conversion to Adobe PDF (requires the user to have Adobe Acrobat Professional)

Once the final RFP and the specimen contract documents have been completed and the hidden text deleted, convert them to Adobe PDF documents and save them separately in a familiar folder. Be sure the specimen contract is marked as a “specimen” prior to converting to PDF. (See (a) above). Using Adobe Acrobat Professional, open the RFP PDF document and go to the empty page that follows the ’Specimen Contract and Schedules’ title page. From the Menu Bar select Document and Insert Pages. In the Select File to Insert pop-up window, locate and select the PDF specimen contract file. In the Insert Pages pop-up window retain the default Location (“after”) and the page number. The page number will be the same page as ’Specimen Contract and Schedules’, select OK. Adobe will automatically insert the specimen contract.

Inserting an Attachment9. An attachment that is available as an MS Word document may be inserted either

manually as a hardcopy or electronically into this template. Inserting an electronic attachment is more conveniently done prior to converting the finalized RFP into PDF format. :(a) The RFP may contain a pre-existing attachment title page such as "Travel

Expenses Payable to Service Contractors" or you may need to create a new



title page for other attachments. Attachment titles pages are to be pre-formatted with Heading 4 in order for it to be displayed in the Table of Contents.

(b) To electronically insert an attachment and apply the Heading 4 style to its title page, insert a page break immediately following the last page of the title page "Travel Expenses Payable to Service Contractors" so there are now two page breaks between it and the "RFP Receipt Confirmation Form". Next type only the attachment’s title in all capital letters (not in lowercase with the “all caps” formatting applied) followed by a paragraph mark, and apply the Heading 4 style to the title; this will then show in the Table of Contents along with a page number. Next insert the electronic attachment into your RFP from the Insert ribbon bar – Object from the Text pane – Text from File and then browse for your attachment location.

(c) You must update the Table of Contents before it will show the new heading. To do this, follow the instructions found under Creating Headings and Subheadings

Final Checks Before Printing10. Before printing the final RFP package:

(a) An optional pre-existing attachment is the "RFP Receipt Confirmation Form", which should be deleted if it is not to be used being careful to ensure desired page breaks are not accidentally deleted along with the attachment.

(b) Delete all of the hidden text.(c) While in Print Preview and starting at the beginning of the template check the

headers and footers of all pages of the document. Check that page numbers are correctly sequenced in the bottom right-hand corner. A page number should not show on the RFP package contents cover sheet. All pages after the cover sheet and prior to the first page of PART A should be in lower case Roman numerals starting at ii. All pages from the first page of PART A onwards should show sequential numbers starting at 1 and do a quick visual scan of all body text in PART B to ensure that it is consistently formatted with the style Part B Text.

(d) It is unlikely that you will have to create page breaks, as the heading styles have been formatted to ensure they are kept with at least the first line of the following paragraph. However, create or delete "hard" page breaks as necessary.

(e) Check that the contents of the RFP are all listed under "Package Contents Cover Sheet" on the cover sheet and the appropriate boxes are marked with an .

(f) Update the Table of Contents (see Creating Headings and Subheadings for procedure). Check that all new or modified headings, subheadings and attachment titles are correctly showing.

NOTES REGARDING PREPARATION OF THE RFP1. Do not change PART A of the RFP. The wording in Part A has been approved

by Ministry of Attorney General.



2. Chapter 14 of the "Contract Management Manual" contains detailed instructions regarding the preparation of the RFP package. If you need assistance in the preparation of an RFP, please first refer to Chapter 14. If you need additional assistance, contact a contract procurement specialist through the Contract Support email address at CSNR Contract Support CSNR:EX


SUMMARY CHECKLIST -- REQUEST FOR PROPOSAL (for open & select invitation RFP’s)

PRE-AWARD Complete the Contract Control Checklist (FS1198) Obtain response centre or program approval(s) for RFP issuance. Establish the evaluation team. Review and agree upon procedures. Ensure team members have completed and returned the Evaluation Team Member Conflict of Interest

Declaration form (FS1236) Optional - Issue a “Request for Expressions of Interest” to pre-qualify proponents if establishing a shortlist. Prepare an invitation list, if select invitation is being used. Prepare the RFP Package:

RFP Package Contents Cover Sheet RFP Notice Table of Contents Part A - Administration Part B - Requirements Part C - Attachments

Evaluation Criteria & Weightings (FS771) Required Proposal Outline Specimen Contract [typically the RFP process is utilized for management consulting type work

requiring the General and Consulting Services agreement (FS1). If the FS1 is not the form of contract to be used, schedules and optional clauses may differ from those noted below.]

Specimen schedules attached to the contract. (The following are provided as an example only for use with the FS1. Your specimen contract may contain more, less or different items. Refer to Chapter 9 of the Contract Management Manual (CMM) for other possible schedules and attachments. Keep schedule numbering in sequential order)

Schedule A – Services (mandatory) (FS1-a) Schedule B – Payment (mandatory) (FS1-b); and where applicable:

o Travel Expenses Payable to Service Contractors (FS1283)

Schedule C – (left open for designation by the user) Schedule D – Insurance (FS1-d) Other possible schedules to be attached and given sequential numbering:

o Management Consulting Services Additional Terms (FS1-m)o Privacy Protection (FS1-p)o Security Schedule (FS1-s)o Subcontracting Terms and Conditions (FS999)o Performance Guarantee Specificationso Contractor Access Device Agreement (contractor computer devices will be connecting

to ministry systems) (NRS1413)o Other ________________________________________________o Other ________________________________________________

Optional clauses (found in Chapter 9 of the CMM)o Option-to-Renew for insertion into Schedule A (see performance security below)o Protection of Province’s propertyo Liquidated Damageso Warranties and Guaranteeso Performance security for insertion into Schedule A:

standard performance security clause Dual 3rd party claims & performance security Multi-year: (circle one) Declining, Split Option #1; Split Option #2, Annual Option-to-renew

o Security Services Licencing


Summary Checklist (Cont’d)

o Holdbacks: Builders’ Lien Act; 3rd party claims (Note: FS1-b contains this optional clause); Warranty holdback; Performance security holdback; Holdback on multi-year or long-term contract; No interest & disposition of holdback (used with any of the preceding clauses)

o WorkSafe BC extended to contractor – RARE, EXCEPTIONAL CIRCUMSTANCES - SELECT OR DIRECT INVITATION ONLY – Approved by manager of the responsibility centre (see Chapter 8.13 of CMM)

o Ownership/Loan of Ministry equipment or property: Ownership of purchased equipment; Loan of ministry-owned equipment/property; Ministry supplied software

o Order of Precedence (used when possibility of a conflict between documents): two documents; more than two documents

o Waiver of Copyright and Grant of Licence –exceptional circumstances only (contract a Procurement Specialist)

o Forest & Range Practices Act (used where there is a critical part of the act that specifically applies – use with caution )

o Key Personnel

RFP Receipt Confirmation Form (Optional) (Where the proponent pkg has been made available on BC Bid, contracting offices can post proponent answers & questions, minutes of meetings, or addenda as an amendment to the RFP Notice; therefore, a receipt confirmation form may not be necessary. However, the receipt confirmation form should still be required where the contracting office provides hardcopy pkgs or where there is a need to know the number of attendees prior to a site viewing /proponent conference.)

Advertise and/or distribute RFP packages (in addition to the FS1198):

· Cost of Proposal Package (See Fig. 11-4 of the CMM): N/A $25.00 (PST AND GST incl.)

· Site Viewing / Proponents Conference:

Not applicable is mandatory is not mandatoryLocation: _________________________________________________________________________________Date:___________________________________________; Time:____________________________ local timeAdditional Information: _____________________________________________________________________

· Information for BC Bid (in addition to the FS1198): Publish Date and Time (used to post-date the ad) Closing Date & Time

· Information for Optional Newspaper Advertising: Policy requires the Public Affairs Bureau place newspapers ads (see Chapter 11 of the CMM for

advertising deadlines). See form APO - Advertising Placement Order and/or CPA – Communications Project Approval on the forms index.

Arrange for handling of proposals and proposal amendments by office staff (e.g., mail clerk, receptionist, and ministry representative email).

Maintain a list of RFP package recipients. (BC Bid will maintain an electronic list of registered bidders that have opted for the “Send me Amendments” option in BC Bid.)

Respond to proponent’s inquiries and distribute answers to all other proponents, where necessary. Also, post answers as an amendment to the RFP Notice in BC Bid.

Carry out proponent’s conference and/or site viewing. Distribute minutes of meeting and/or any addenda to all proponents. Also, post these as an

amendment to the RFP Notice in BC Bid. Close RFP on the specified date and time; return late proposals unopened.



EVALUATION Review proposals to check for compliance with submission conditions and mandatories. Reject any proposals not meeting all mandatories and those failing to substantially meet other

submission conditions. Evaluate proposals and apply points based on established criteria. (May utilize FS1304) Shortlist proponents to those meeting the required minimum scores. Hold proponent interviews or call for presentations from selected proponents (interviews are for

clarification, not modification of proposals) - optional. Evaluate interview and/or presentations. Revise shortlist. Evaluate proposal pricing and determine the frontrunner. Notify the frontrunner of his/her status (FS1319 RFP Frontrunner Notification Letter) Check past performance references (Contractor Evaluations and disqualification list see https://spc-

flnr.gov.bc.ca/HFM-CCE/Completed%20Contractor%20Evaluation%20Forms/Home.aspx and be fully aware of the information provided therein). (Utilize the FS1305)

Interview the frontrunner - optional. Finalize contract details with the frontrunner. Evaluation team makes final award decision; obtain management approval to award, if necessary. Document the evaluation process carefully and completely.

AWARD Prepare contract, schedules and award letter. (FS1280a Sample Request for Proposal Contract

Execution/Award Letter); and as applicable: Acknowledgement of Assignment of Copyright (FS1235) (sent with FS1280a) Waiver of Moral Rights (FS1235a) (sent with FS1280a) Certificate of Insurance (FIN173) (sent with FS1280)

Letter of Authorization for Cost Recoverable Contractors (FS1306) (sent with fully executed contract) Arrange for contract execution by contractor (mail, courier or in person) and expense authority. Select date by which unsuccessful proponents wishing a debrief must contact the Ministry

Representative and announce date and award decision to unsuccessful proponents in writing after contract execution (FS1281a Sample RFP Unsuccessful Proponent Letter).

Debrief unsuccessful proponents who make a request only after the contract has been executed.

CONSIDERATIONS WHEN CONTEMPLATING A CONTRACT MODIFICATION

Before an amendment is entered into ensure the following: It is necessary to the success of the project (i.e., extension in time due to unforeseen event that caused

delays); Must not be used to substantially change the nature and intent of the original contract; Funds are available and encumbered; The amendment is in writing (FS600) and has been executed before commencement of the work; Where amendment increases value by > 25%, consideration has been given to the policy on Requirement

for Competition (Chapter 21.2.1 of the Contract Management Manual) and documented; If re-awarding a contract without competitive process for the same or similar work, to the same contractor,

within three months of the completion/expiry of the previous contract, higher approval levels must be obtained as though it were an amendment to the original contract but a new contract must be entered into. Note: This does not mean using a contract amendment; it is still a new contract but will be reported on as a repeated direct award.

Written circumstances and rationale are on the contract case file as follows: o Competitively Tendered Contracts – Amendment Approval (FS1353) is requiredo Direct Award Justification and Approval for New Service/Works Contracts and Amendments Thereto

(FS1340) is required

OTHER CONSIDERATIONS/FORMS AVAILABLE DURING CONTRACT MONITORING/COMPLETION STAGES

Pre-work checklist


https://spc-flnr.gov.bc.ca/HFM-CCE/Completed%20Contractor%20Evaluation%20Forms/Home.aspx

https://spc-flnr.gov.bc.ca/HFM-CCE/Completed%20Contractor%20Evaluation%20Forms/Home.aspx


Work Progress plan Contract Payment Certificate (FS606) (or other program specific form) Contract Summary Card (FS766 or electronic equivalent) is mandatory Contract Inspection Report (FS1207) (or other program specific form) – monitoring/inspection schedule has

been set Notice to Comply (FS1301) Notice of Stop Work Order (FS1302) Notice of Contract Cancellation (FS1303) Contract Completion Certificate (FS687) (mandatory for Major Works Contracts as per Article 16 & 17 of the

contract). Major Works contracts requires the contractor to submit a Statutory Declaration (FS263) (supplied by the

Province) . Where the financial stability of the contractor is questionable, a Notice of Substantial Performance may be

desired to ensure contractor’s suppliers, employees, etc., are aware of final contract completion (see Contract Posting #2006-011 (09-003) Release of Holdbacks)

Contract/Contractor Evaluation (FS688) (mandatory on all BCTS contracts and every contract over $50,000; best practice for other contracts)

Program specific contract management evaluation systems have been updated Evaluation of the management consultant’s recommendations to ensure value for money will be received. An action plan has been established for the implementation of accepted management consultant’s

recommendations. Prior to final payment (or holdback release), WorkSafe BC must be notified (FS1312) Prior to final payment, Waiver of Moral Rights from all those who had a hand in creation of the material must

be received. Prior to final payment, Acknowledgment of Assignment of Copyright from the contractor must be received Prior to final payment, check Certificate of Insurance (COI) to ensure policies have not expired prior to Term

end date. If they have, obtain new COI and cover letter from broker confirm coverage is unbroken during term of contract

Sample Request to Financial Institution for liquidation of Safekeeping Agreement (FS1350) Sample Request to Financial Institution for liquidation of Letter of Credit (FS1351)


Ministry ofEnter Ministry Title REQUEST FOR PROPOSAL

Name of Project

Location of Project

PACKAGE CONTENTS COVER SHEET RFP Notice Table of Contents Part A: Administration Part B: Requirements Part C: Attachments

Evaluation Criteria and Weightings Required Proposal Outline Specimen Contract and Schedules Travel Expenses Payable to Service Contractors RFP Receipt Confirmation Form

Date: enter date RFP completed identify office issuing the RFP File: enter file / contract number provide issuing office location

Contractor Instructions:1. Please check to ensure that your package is complete.2. If a Receipt Confirmation Form is included in this package, please

complete and return it immediately to ensure you receive any further information regarding this RFP.

FS1300 RFP CSNR Rev. August 14, 2013 i

NOTICE OF REQUEST FOR PROPOSALS

Name of Project

Location of Project

The ministry invites proposals from firms specializing in describe area(s) of expertise required for insert project / contract title. The objective of the project is to describe the major objective of the project and include the location of the work, if relevant.

A insert either site viewing or proponents' conference will be held on insert date (i.e., September 10, 2008), at insert time including a.m. or p.m. (i.e., 11:00 a.m.) at provide location. Attendance insert either 'is' or 'is not' mandatory.

Proponent inquiries will not be accepted after insert date (i.e., September 10, 2008). Inquiries are to be directed only to the Ministry Representative identified below.

Proposals will be received not later than insert RFP closing time including a.m. or p.m. (i.e., 2:00 p.m.) , insert RFP closing date (i.e, September 29, 2008) at the address below. Late proposals will not be accepted. Proposals must be submitted in accordance with the terms and conditions specified in the information package.

Request for Proposal packages are available from this BC Bid site as an electronic attachment under Supplier Attachments Exist. Additionally, Request for Proposal packages are available from the address below on or after insert date upon which package will be available in hardcopy, free of charge at insert office street address.

Additionally, Request for Proposal packages are available from the address below on or after insert date upon which package will be available in hardcopy for a non-refundable charge of $25 each (PST and GST included), at insert office street address.

If the Ministry posts any addendum to the Request for Proposal package, it will be made by issuing an addendum:a) to all registered holders of any hard copy packages obtained from the Ministry; and/orb) to the BC Bid® website at http://www.bcbid.ca. Proponents are strongly encouraged to select “Send

Me Amendments” that is included as an option on the Opportunity Notice published on BC Bid®. By selecting this option a registered Proponent will be automatically notified of any amendment that may be issued. Proponents that are not registered with BC Bid® may register by selecting Start your e-Service, Supplier Registration on the BC Bid® home page, www.bcbid.ca. Proponents who do not register with BC Bid® are solely responsible to continually monitor the BC Bid® website on an ongoing basis to keep themselves informed of any addendum.

To obtain further information, please contact the Ministry Representative: insert name of Ministry Representative, telephone insert telephone # facsimile insert fax, or e-mail insert email address

The lowest priced or any proposal will not necessarily be accepted.

This solicitation is subject to the New West Partnership Trade Agreement and Chapter 5 of the Agreement on Internal Trade.

insert name and title of the manager of the responsibility centreinsert name of officeinsert address (mailing and street) of office

ii

TABLE OF CONTENTS

PACKAGE CONTENTS COVER SHEET......................................................................iNOTICE OF REQUEST FOR PROPOSALS.................................................................iiTABLE OF CONTENTS.........................................................................................iv

PART A: ADMINISTRATION 1

1. GENERAL INFORMATION........................................................................11.1Purpose...............................................................................................11.2Identification.......................................................................................11.3Changes to the RFP..............................................................................11.4Ownership Of Proposals........................................................................11.5Freedom of Information........................................................................11.6Conflict of Interest...............................................................................11.7Proponent Responsibility......................................................................21.8Acceptance of Terms............................................................................21.9Form of Agreement..............................................................................21.10 Funding Limitation...........................................................................21.11 Use of Request for Proposal.............................................................21.12 No Lobbying....................................................................................21.13 Lobbyist Registration Act.................................................................21.14 Liability for Errors............................................................................2

2. PREPARATION AND SUBMISSION............................................................22.1Proponent's Conference..............................................................................22.2Site Viewing...............................................................................................32.3Inquiries.....................................................................................................32.4Proposal Outline.........................................................................................32.5Proposal Price............................................................................................32.6Limitation of Damages................................................................................32.7Cooperating Firms / Subcontractors.............................................................42.8Submission.................................................................................................42.9Revisions....................................................................................................42.10 Withdrawal............................................................................................42.11 Independent Submission........................................................................4

3. EVALUATION AND AWARD...............................................................................43.1Contract Award...........................................................................................43.2Opening of Proposals..................................................................................53.3Mandatory Requirements............................................................................53.4Evaluation of the Technical and Management Sections of Proposals..............53.5Presentation/Interview - Process and Evaluation..........................................53.6Clarification................................................................................................63.7Evaluation of Proposal Price........................................................................63.8Frontrunner Notification.............................................................................63.9Suitability of the Frontrunner......................................................................63.10 Negotiation with the Frontrunner............................................................63.11 Contract Execution.................................................................................7

4. SUMMARY OF CAUSES FOR REJECTION OF A PROPOSAL - PART A......................7

PART B: REQUIREMENTS 8

1. INTRODUCTION/BACKGROUND.........................................................................82. PROJECT DESCRIPTION....................................................................................8

iii

3. TIMING, MAJOR MILESTONES, AND REPORTING REQUIREMENTS........................84. REQUIRED OUTPUTS/DELIVERABLES................................................................95. PROPONENT QUALIFICATIONS.........................................................................96. MANDATORIES...............................................................................................97. MINISTRY RESPONSIBILITIES...........................................................................98. RISK MANAGEMENT REQUIREMENTS................................................................99. AVAILABLE FUNDS........................................................................................1010...................................................................CONTRACT PRICING AND PAYMENT

...................................................................................................................1011...........................TRAVEL AND OTHER OUT-OF-POCKET CONTRACTOR EXPENSES

...................................................................................................................1012.......................................................................OTHER TERMS AND CONDITIONS

...................................................................................................................1013........................SUMMARY OF CAUSES FOR REJECTION OF A PROPOSAL - PART B

...................................................................................................................11

PART C: ATTACHMENTS 12PROPOSAL EVALUATION...................................................................................13REQUIRED PROPOSAL OUTLINE.........................................................................17SPECIMEN CONTRACT AND SCHEDULES.............................................................18TRAVEL EXPENSES PAYABLE TO SERVICE CONTRACTORS....................................19REQUEST FOR PROPOSAL RECEIPT CONFIRMATION FORM...................................20

iv

Part A: Administration

PART A: ADMINISTRATION1. GENERAL INFORMATION

1.1 PurposeThe purpose of this Request for Proposals (RFP) is to inform private sector businesses of a contract requirement of the Ministry of Enter Ministry Title (the “Ministry”) of the Province of British Columbia (the “Province”), and to solicit detailed proposals from interested and qualified parties (“proponents”) setting out one or more means by which the stated goals, objectives and other requirements of the RFP may be best met.

1.2 IdentificationThis Request for Proposals includes:· The Request for Proposals notice (the “Notice”);· Part A: Administration (“Part A”);· Part B: Requirements (“Part B”);· Part C: Attachments (“Part C”).

A list of attachments is provided in the RFP Package Contents Cover Sheet. It is the responsibility of proponents to ensure that they have all the components of the RFP package, including all attachments and subsequent addenda.References to the RFP in the Notice, in any Part, or in any attachment are references to the RFP in its entirety.Proponents are advised to read the RFP thoroughly and respond appropriately to the entire RFP. An incomplete proposal may be rejected.

1.3 Changes to the RFPChanges by the Ministry to the RFP will be made in the form of written addenda or of re-issued documents which will be available at least four working days prior to the RFP closing date. All addenda shall be considered to be integral to the RFP and having the same effect as if part of the original RFP.The Ministry will make every effort to distribute addenda to all registered or known proponents. However, it is solely the proponent’s responsibility to be aware of and familiarized with any addenda or supplementary information issued.Proponents are advised to return the RFP Receipt Confirmation Form to the Ministry, if one has been included with this RFP, to ensure that they receive any changes to the RFP.Where the RFP has been made available electronically on BC Bid®, the Ministry may post any addendum to the RFP on the BC Bid® website at http://www.bcbid.ca. Proponents are strongly encouraged to select “Send Me Amendments” that is included as an option on the Opportunity Notice published on BC Bid®. By selecting this option a registrant will be automatically notified of any amendment that may be issued. Proponents that are not registered with BC Bid® may register by selecting Start your e-Service, Supplier Registration on the BC Bid® home page, www.bcbid.ca. Proponents who do not register with BC Bid® are solely responsible to continually monitor the BC Bid® website on an ongoing basis to keep themselves informed of any addendum.

1.4 Ownership Of ProposalsAll proposals submitted, other than any proposal withdrawn prior to the opening of proposals or any late proposal, become the property of the Ministry and will not be returned to proponents. Under the contract, the successful proponent will be required to assign copyright of the proposal and of all material produced during the project to the Province.

1.5 Freedom of InformationAll proposals will be received and held in confidence by the Ministry and are subject to the disclosure provisions of the Freedom of Information and Protection of Privacy Act.

1.6 Conflict of InterestProspective proponents are not eligible to submit a proposal if current or past corporate or other interests of the proponent, or of any of the proponent’s subcontractors to be engaged in this project, give rise, in the sole opinion of the Ministry, to a conflict of interest in connection with this project.

1


Acceptance of a proposal submitted in response to this RFP will preclude the successful proponent, and any subcontractor to be engaged on this project, from participating as a proponent on subsequent project phases where, in the sole opinion of the Ministry, a conflict of interest may arise.

1.7 Proponent ResponsibilityWhile the Ministry has made every effort to ensure an accurate representation of information in the RFP, proponents must conduct their own investigations into the material facts affecting the anticipated contract. Nothing in this RFP is intended to relieve a proponent from forming their own opinions and conclusions in respect of this RFP.

1.8 Acceptance of TermsProposals are submitted and accepted on the basis that proponents have read and agree to all the terms and conditions of this RFP. Proposals which include any condition or modification, or otherwise contradict any of the terms and conditions of this RFP will be as if not written and do not exist.

1.9 Form of AgreementIncluded in this RFP is a pro forma, specimen contract which the successful proponent will be expected to enter into should a contract be awarded as a result of this RFP. An accepted proposal may form part of this contract.Proponent’s are cautioned to thoroughly review the specimen contract to ensure, before incurring the expense of proposal preparation, that they are capable of meeting all terms and conditions of the contract.

1.10 Funding LimitationNotwithstanding any other provision of this RFP, the contract contemplated by this RFP and the financial obligations of the Ministry pursuant to that contract are subject to the availability of funds in accordance with the Financial Administration Act.

1.11 Use of Request for ProposalAny portion of this document, or any information supplied by the Province in relation to this Request for Proposal may not be used or disclosed, for any purpose other than for the submission of proposals. Without limiting the generality of the foregoing, by submission of a proposal, the Proponent agrees to hold in confidence all information supplied by the Province in relation to this Request for Proposal.

1.12 No LobbyingProponents must not attempt to communicate directly or indirectly with any employee, contractor or representative of the Province, including the evaluation committee and any elected officials of the Province, or with members of the public or the media, about the project described in this RFP or otherwise in respect of the RFP, other than as expressly directed or permitted by the Province.

1.13 Lobbyist Registration ActIt is the proponent’s responsibility to abide by all applicable laws. If the proponent falls within the parameters of the Lobbyists Registration Act, then it is the proponent’s responsibility to make this determination and register if necessary.

1.14 Liability for ErrorsWhile the Province has used considerable efforts to ensure information in this RFP is accurate, the information contained in this RFP is supplied solely as a guideline for Proponents. The information is not guaranteed or warranted to be accurate by the Province, nor is it necessarily comprehensive or exhaustive. Nothing in this RFP is intended to relieve proponents from forming their own opinions and conclusions with respect to the matters addressed in this RFP.

2. PREPARATION AND SUBMISSION

2.1 Proponent's ConferenceA proponent's conference, if any, will be held at the time and in the location specified in the Notice. Proposals will not be accepted from proponents who do not attend a mandatory proponent’s conference in its entirety.

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At the conference, proponents may raise questions and seek clarification on any matters related to this RFP. While verbal questions will be permitted during the meeting, questions of a complex nature, or questions where a proponent requires anonymity, should be forwarded before the meeting in writing to the Ministry Representative named in the Notice. Questions which cannot be answered by the Ministry at the meeting will be responded to in writing in an attachment to the meeting minutes.Minutes of the meeting will be prepared and forwarded to each proponent in attendance at the conference, and, if the conference attendance is not mandatory, also to those proponents who have returned the RFP Receipt Confirmation Form, if one has been included with this RFP or posted electronically on BC Bid as an amendment to the RFP Notice.

2.2 Site ViewingA guided site tour, if any, will be held at the time and location specified in the Notice. Proposals will not be accepted from proponents who do not attend a mandatory site viewing in its entirety.

2.3 InquiriesInquiries must be directed only to the Ministry Representative specified in the Notice. The Ministry Representative may require that an inquiry be submitted in writing.Inquiries and responses may be posted electronically on BC Bid as an amendment to the RFP or distributed to all proponents at the Ministry's option.Inquiries will not be received after the date and time, if any, indicated as the inquiry deadline in the RFP Notice.

2.4 Proposal OutlineAll copies of the proposal must conform to the proposal outline provided in the attachment to this RFP. Failure to follow the prescribed outline may result in a reduction in evaluation points or may be cause for rejection. If alternative solutions are offered, submit the information in the same format using subheadings to identify alternatives.

2.5 Proposal PriceProponents are solely responsible for their own expenses in preparing a proposal, including expenses related to attending the proponent's conference, the site viewing, and to conducting negotiations with the Ministry, if any. If the Province elects to reject all proposals, the Province will not be liable to any Proponent for any claims, whether for costs or damages incurred by the Proponent in preparing the proposal, loss of anticipated profit in connection with any final Contract, or any other matter whatsoever.All prices provided in the proposal shall be in Canadian dollars and shall not be increased or decreased after the submission deadline, or during or after a presentation or interview, except as provided for in section 3.10.The rates and prices specified in the proposal price will include all fees; cash allowances; contingencies; unless otherwise specified in Part B or C, expenses of any kind; and, any taxes paid or payable by the Proponent to a supplier during the performance of the services under the Contract, but shall exclude the Goods and Services Tax (GST) and any applicable Provincial Sales Tax (PST) that the Proponent is required to charge the Province as a taxable transaction.The Province will pay any applicable taxes payable by it under law or agreement with the relevant taxation authorities. Expenses, if payable, will be exclusive of GST or other applicable tax paid or payable to the extent the Contractor is entitled to claim credits (including GST input tax credits), rebates, refunds or remissions of the tax from the relevant taxation authorities. Invoices must show the calculation of any applicable taxes (excluding taxes paid directly by the Contractor to a supplier and which were inclusive in the bid price) to be paid as a separate line item for the Billing Period(s). Unless otherwise specified in Part B or C, bids on multi-year contracts are to be inclusive of inflation in future-year portions of the contract.The proposal price shall be submitted in a separate envelope from the management and technical sections of the proposal, and in the manner specified in Parts B and C of this RFP.

2.6 Limitation of DamagesFurther to the first paragraph under 2.5 above, 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, in excess of an amount equivalent to the reasonable costs incurred by the Proponent in preparing its proposal and the

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Proponent, by submitting a proposal, waives any claim for loss of profits if no Contract is made with the Proponent.

2.7 Cooperating Firms / SubcontractorsWhere two or more independent firms are cooperating in the submission of a proposal, the proposal shall be submitted in the name of one firm that shall be considered by the Ministry to be the prime contractor. Firms other than the prime contractor shall be identified in the proposal as subcontractors. The proposal must identify all subcontractors, their qualifications, and their respective roles in the project.Negotiations during proposal evaluation, award and execution of the contract, and all contract payments shall be between the Ministry and the prime contractor.

2.8 SubmissionEnter number of copies complete hard copies and one copy of CD or DVD of the proposal must be received at the location and before the time specified in the Notice.Proposals must be submitted in envelopes clearly marked with the name and address of the proponent and the words, "Proposal for (insert Project Name)" on the envelope. The proposal price should be submitted in a separate envelope marked, “Proposal Price”. All envelopes should be sealed.Proponents are solely responsible for timely delivery of their proposals to the Ministry location specified. Late proposals will be returned unopened.Unless otherwise provided for in Part B, proposals will not be accepted by facsimile or electronic transmission.

2.9 RevisionsRevisions to the proposal may be made prior to the Closing Date. Revisions:· must be submitted in writing and identify the firm and the proposal being revised;· must be in accordance with all RFP requirements;· should be submitted in a sealed envelope to the Ministry address shown in the RFP Notice;· if not in a sealed envelope or if submitted by facsimile or electronic transmission, any price revision should be

stated in the form of an increase or decrease to the bid price by a specified value or unit, in words and figures, without disclosing the original price; and

· must be signed or electronically submitted to the Ministry Representative specified in the Notice and sent by an authorized official of the firm, preferably by the same person signing the original submission.

The proponent is solely responsible for the timely delivery of revisions. The Ministry will not accept responsibility for the lack of availability of a facsimile machine at the closing location or for systems or other problems that may affect an electronic submission.

2.10 WithdrawalA proposal may be withdrawn prior to the closing date and time by submitting a written request to withdraw to the Ministry Representative identified in the Notice. Facsimile or electronic transmission of a request to withdraw is acceptable. Upon closing time, all proposals become irrevocable.

2.11 Independent SubmissionBidrigging is a criminal offense under the federal Competition Act. The Ministry will report any suspicion of bidrigging immediately to the Director of Investigation and Research appointed under the Competition Act.

By submission of the proposal, the proponent certifies that the contents and prices in the proposal were independently developed without consultation with any other proponent or potential proponent.

Bidrigging, if proven, will be sufficient cause for rejection of the proposals of all proponents involved in that bidrigging and may result in disqualification from submission on all future Ministry contracts for up to two years.

3. EVALUATION AND AWARD

3.1 Contract AwardDepending on the proposals submitted in response to this RFP, a contract will normally be negotiated and executed with the leading proponent (the “frontrunner”) selected in accordance with the evaluation format contained in this RFP. The lowest priced or any proposal will not necessarily be accepted.

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The Ministry reserves the right to:(a) award portions of the project to different proponents through separate contracts;(b) accept proposals in whole or in part, with or without negotiation;(c) refuse award of the contract to a proponent the Ministry judges to be fully or over committed on other projects;(d) refuse award of the contract to a proponent where, in the Ministry’s sole opinion, the proposal does not

represent fair value;(e) refuse award of the contract to a proponent where, in the Ministry’s sole opinion, the proposal price is

considered too low to properly perform the contract; and(f) in the case of a sole proposal being received, either:

(i) cancel the RFP, return the proposal unopened to the proponent, and re-solicit proposals for better response with or without any change being made to the RFP; or

(ii)open the proposal without reference to the proponent, and, if such proposal does not merit contract award under the terms and conditions of this RFP, cancel the RFP and re-solicit proposals with or without any change being made to the RFP.

The proponent will ensure that each member of the workforce who will perform the services in Canada under the contract is either a Canadian citizen, a permanent resident of Canada, or holds a valid employment visa from the Government of Canada.

3.2 Opening of ProposalsEnvelopes containing the technical and management sections of the proposals are normally opened on or shortly after the Closing Date. To avoid the potential for price bias in the evaluation of proposals, proposal price envelopes are not opened until after the evaluation of the technical and management sections of proposals is completed, or as otherwise provided for in section 3.5.Proposal opening and evaluation is not open to the public.

3.3 Mandatory RequirementsProponents are cautioned to carefully read the mandatory requirements specified in the RFP and respond appropriately. A “mandatory” is an item of information that must be submitted as part of a proposal as proof of eligibility, or may apply to required attendance at a site viewing or proponent’s conference. Proposals not meeting all mandatory requirements of the RFP will be rejected without further consideration.

3.4 Evaluation of the Technical and Management Sections of ProposalsThe technical and management sections of proposals will be evaluated in accordance with the Proposal Evaluation Form attached to this RFP. Proposals must achieve the minimum evaluation points specified in the Proposal Evaluation Form in order to be placed on a shortlist for further consideration. Evaluators will not consider any information that does not relate to the specific information requested in the requirement guidelines or attachments.

3.5 Presentation/Interview - Process and EvaluationThis subsection applies where a proposal presentation or interview of proponent personnel is indicated in Part B to be a part of the evaluation process.Where, following the evaluation under section 3.4, the number of shortlisted proponents is in excess of the ministry’s needs, the ministry may reduce the number of eligible proposals to not less than three by:· opening the proposal price envelopes;· completing a preliminary price evaluation in accordance with the method indicated in the Proposal Evaluation

Form; and· selecting, up to the number of proposals the ministry desires, the highest ranked proposals based on the

preliminary price evaluation.Proposals of those proponents who are not selected for a presentation/interview shall not be considered further in the evaluation.The presentation/interview process shall be conducted in accordance with additional specifications provided in Part B of the RFP, if any. Presentations/interviews are for the purpose of determining proponent suitability and for expanding upon or clarifying information contained in the proposal. Presentations/interviews are not to be used by proponents as an opportunity to amend their proposals or the proposal price. Proponents may have evaluation points deducted where an attempt is made to do so.

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Following a presentation or interview process, the Ministry shall evaluate the presentations/interviews in accordance with the Proposal Evaluation Form. Proposals must achieve the minimum required evaluation points specified in the form in order to remain on the shortlist for further consideration.

3.6 ClarificationNotwithstanding that a presentation/interview process has not been indicated in the Proposal Evaluation Form, at the ministry’s sole discretion, one or more proponents may be asked to provide additional clarification respecting their proposals, or to address areas where the Ministry clarifies its needs.

3.7 Evaluation of Proposal PricePrices of only those proposals on the shortlist shall be evaluated in accordance with the method indicated on the Proposal Evaluation Form. The proponent selected according to the method in use shall be the “frontrunner”.

3.8 Frontrunner NotificationThe frontrunner shall be notified in writing of his/her status. Where possible, verbal notification shall also be given.

3.9 Suitability of the FrontrunnerThe Ministry may interview key persons to assess their scientific, technical or managerial abilities and to determine if they would be adequate for the proper performance of the proposed contract. The frontrunner may be interviewed and/or the Ministry may conduct such independent reference checks or verifications as are deemed necessary by it, to clarify, test, or verify information contained in the proposal and to confirm the suitability of the frontrunner and each member of its workforce who is a key person(s), including reference checks from any Natural Resource Sector ministry or other Provincial government office in which the frontrunner has been under contract. If the frontrunner is deemed unsuitable by the Ministry, or if the proposal is found to contain errors, omissions or misrepresentations of a serious nature, the originally selected frontrunner may be rejected and another proponent selected as the frontrunner according to the evaluation format, or the Ministry may choose to terminate the RFP process and not enter into a contract with any of the proponents.Proponents are solely responsible for familiarizing themselves, and ensuring that they comply, with the laws applicable to the collection and dissemination of information, including resumes and other personal information concerning employees and employees of any subcontractors. Proponents will, for the purposes of this RFP, ensure they obtain written consent from each person before forwarding personal information to the Province. The Proponent and all individuals who perform the services under the contract must be eligible to work lawfully in Canada and upon request of the Ministry any individual who performs services under the contract must provide a valid Social Insurance Number or Work Permit as proof of his or her eligibility.For the purposes of proponent suitability, a proponent who is a ‘related persons’ or ‘affiliated persons’ or ‘associated persons’ (an ‘Associated Person’), as those terms are defined or referenced in the federal Income Tax Act or related Canada Revenue Agency’s interpretation bulletins, to an individual or corporation who has been disqualified from bidding by the Province for a stated period of time will not be accepted. Upon request, the Proponent must provide the Ministry with: (i) the ownership of voting shares of the incorporated proponent, (ii) a list of individuals who exercise legal and/or operational control over the proponent; and (iii) a notorized declaration that the proponent is not an Associated Person in respect of a disqualified bidder nor is it in legal or operational control of, nor is it acting in concert with or at non-arms length with a disqualified bidder.

By submission of a proposal, the proponent affirms it is not an Associated Person to, or acting in concert with, a disqualified bidder and undertakes to not knowingly do so during the term of the contract.

3.10 Negotiation with the FrontrunnerNegotiations may be held with the frontrunner including, but not limited to, matters such as:· price, insofar as a change in price is directly associated with a change in the proposal as a result of

negotiations;· changes in technical content;· contract details;· contract payment details; and· expectations of the parties applicable to the service requirements.

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If a written contract cannot be negotiated within seven days of notification to the frontrunner, the Ministry may terminate negotiations with that proponent and negotiate a contract agreement with another proponent selected as the frontrunner according to the evaluation procedure, or may choose to terminate the RFP process and not enter into a contract with any of the proponents.The Ministry shall not be obligated in any manner to any proponent whatsoever until a written contract has been duly executed relating to an approved proposal.The Ministry reserves the right to modify the RFP at any time during the negotiation phase without notification to other proponents.

3.11 Contract ExecutionFollowing completion of negotiations, if any, or following the notification to a frontrunner of acceptance of his/her proposal, the Ministry shall complete as appropriate the specimen contract attached to this RFP and forward the contract to the frontrunner for execution. The Ministry reserves the right to modify the contract as necessary to be commensurate with the proposal or to recognize any new matter which may have arisen since the commencement of the RFP process.The frontrunner must complete and return the contract within the time period specified in the letter forwarding the contract for signature. Failure to do so may result in cancellation of the award.

4. SUMMARY OF CAUSES FOR REJECTION OF A PROPOSAL - PART AA proposal will be rejected for the following reasons:(a) failure to attend a mandatory proponent’s conference or site viewing in its entirety;(b) failure to include a specified “mandatory”;(c) failure to achieve the required minimum scores in the evaluation;(d) the proposal contains errors, omissions or misrepresentations which, in the sole opinion of the Ministry, are of

a serious nature;(e) the proponent is deemed unsuitable by the Ministry;(f) in the sole opinion of the Ministry, a proponent conflict of interest exists in connection with the project;(g) a proposal is submitted after the Closing Date;(h) unless otherwise provided for in Part B, a proposal is submitted via facsimile or electronic transmission; or(i) other reasons specified in Part B of the RFP.

A proposal may be rejected for the following reasons:(a) failure to negotiate a contract with the frontrunner within seven days of notification;(b) failure to return a duly executed contract within the time specified in the Ministry forwarding letter;(c) failure to follow the required outline;(d) the proposal is incomplete;(e) the proposal includes a condition contrary to the terms and conditions of the RFP;(f) technical/performance requirements specified in the RFP are not met;(g) the proposal specifies a pricing or a basis of payment which differs from that specified in the RFP; or(h) other reasons specified in Part B of the RFP.

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Part B: Requirements

PART B: REQUIREMENTS1. INTRODUCTION/BACKGROUND

2. PROJECT DESCRIPTION

3. TIMING, MAJOR MILESTONES, AND REPORTING REQUIREMENTS

4. REQUIRED OUTPUTS/DELIVERABLES

5. PROPONENT QUALIFICATIONS

6. MANDATORIES

7. MINISTRY RESPONSIBILITIES

8. RISK MANAGEMENT REQUIREMENTS

9. AVAILABLE FUNDS

10. CONTRACT PRICING AND PAYMENT

11. TRAVEL AND OTHER OUT-OF-POCKET CONTRACTOR EXPENSESTravel, if required during the performance of the services, should be minimized and undertaken in the most environmentally preferable way possible. Teleconference, remote meeting technologies and videoconference should be used wherever possible and where not detrimental to the quality of the services. Travel should create the least amount of emission possible, including, but not limited to, the use of low emission vehicles and alternative fuels.

12. OTHER TERMS AND CONDITIONS

· http://www.pss.gov.bc.ca/psb/green-procurement/green-purchasing.html

13. SUMMARY OF CAUSES FOR REJECTION OF A PROPOSAL - PART B

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http://www.pss.gov.bc.ca/psb/green-procurement/green-purchasing.html

Part B: Requirements

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Part C: Attachments

PART C:ATTACHMENTS

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Part C: Attachments

Ministry ofEnter Ministry Title

REQUEST FOR PROPOSALProposal Evaluation

PROPOSAL EVALUATION PROJECT CONTRACTOR IDENTIFICATION

PROJECT NAME: A PROJECT NUMBER: B CONTRACT NUMBER: C NATURE OF WORK: D LOCATED AT: E

OPENING AND COMPLIANCE A B C D E· Late, Withdrawn, Unsolicited· Attended Mandatory Conference/Viewing· All Mandatories Submitted with Proposal·ACCEPTED FOR EVALUATION (Yes/No)

Attach details regarding reasons for rejecting any proposal.

PROPOSALS OPENED AT ______A.M./P.M. ON THE _____DAY OF _____________________ 20___.

WITNESSES: _________________________ _____________________________ PRESIDING OFFICIAL: _______________________________

PROPOSAL EVALUATION ONLY ACCEPTED PROPOSALS CONSIDEREDRating = Evaluation “Decimal” Scale on following pageScore = Rating x Maximum Points

Rating Score Rating Score Rating Score Rating Score Rating Score

TECHNICALMax

Points A B C D E

· RFP Objectives Met· Methodology· Scheduling· Equipment/Technology· Deliverables· Alternatives· Compatibility with Ministry Systems· Life-cycle Costs· Clarity of Proposal·

(1) Subtotal Points: Min = Max = --- --- --- --- ---

MANAGEMENTMax

Points A B C D E

· Proponent Experience· Proponent Stability· Project Supervision/Management· Project Personnel· Response Time· Client References· Risk Management· Environmental Methods


FS771 Proposal Evaluation CSD Rev. August 14, 2013 11

Part C: Attachments

PRESENTATION/INTERVIEW Max Points

A B C D E

· Knowledge· Ability· Suitability· Consistency with Proposal·


(4) GRAND TOTAL (1) + (2) + (3)Max =

--- --- --- --- ---

SHORTLISTING A B C D E

SHORTLISTEDEach subtotal point score must equal or exceed the minimum required score in line(1), (2), & (3)

(Enter ‘Yes’ or ‘No’)

PRICE EVALUATION ONLY SHORTLISTED PROPOSALS CONSIDERED

Lowest Qualified Price: Front-runner has lowest price in line (5) below ]çPrice Evaluation System to be Used (Check one box only) Lowest Price Per Point: Front-runner has lowest price per point in line (6) below

A B C D E

(5) Proposal Price $ $ $ $ $

(6) Price Per Point (5) ÷ (4)

FRONTRUNNER (Mark with an ‘X’)

RECOMMENDATIONS SIGNATURES:

Evaluation Team Chair

AWARD SIGNATURE OF AUTHORIZED EXPENSE AUTHORITY: DATE:

PROPOSAL _________ ACCEPTED(A,B, or C, etc.)

FS771 Proposal Evaluation CSD Rev. August 14, 2013 12

TECHNICAL EVALUATIONTerm The award of evaluation points is based upon the degree to which the proposal:RFP Objectives Met

1. addresses the objectives of the project stated in the RFP.2. demonstrates an understanding of the project.

Methodology 3. methodology is suitable towards achieving the project objectives.4. demonstrates an up-to-date approach.5. demonstrates a level of effort (days/hours of managerial, professional & technical staff time) that is adequate

to deliver what is proposed.Scheduling 6. complies with project timing requirements stated in the RFP.

7. provides adequate allowance for problems/delays.8. provides a realistic timetable.

Equipment/ Technology

9. demonstrates the use of up-to-date techniques and equipment.

Deliverables 10. demonstrates that the proposed product meets the ministry’s requirements.11. provides a clear report outline.

Alternatives 12. provides adequate and realistic alternatives.Compatibility with Ministry Systems

13. provides products/solutions that fit well with existing ministry systems (computer, administrative, other).

Life-cycle Costs 14. demonstrates, if the project is a component of a larger project or a system, a minimized overall cost to the ministry.

Clarity of Proposal

15. is clear, concise, logical, and well-written.

MANAGEMENT EVALUATIONTerm The award of evaluation points is based upon the degree to which the proposal:Proponent Experience

1. demonstrates that the firm has successfully completed similar or larger projects as stated in the RFP.2. demonstrates that the proponent has a satisfactory previous work record with the ministry.

Proponent Stability 3. demonstrates that the proponent has been in business for a reasonable period of time.4. demonstrates the proponent is financially stable and able to finance the carrying costs of the project.5. demonstrates the proponent has a stable workforce, a sufficient number of staff and any necessary

equipment or facilities available..Supervision/ Management

6. indicates that the firm will apply an adequate level of supervision to the project.

Project Personnel 7. demonstrates that the project personnel are knowledgeable in the required fields.8. demonstrates that project personnel have experience in conducting similar projects.9. demonstrates that project personnel have the necessary educational/professional qualifications as specified

in the RFP.Response Time 10. indicates the response time in which the services will be delivered as specified in the RFP.Client References 11. provides client references which confirm the proponent’s abilities have been demonstrated on similar

projects.Risk Management 12. minimizes legal, financial, and project risk to the ministry.Environmental Methods

13. demonstrates that the firm employs sound and effective environmental measures to reduce pollutants and its carbon footprint

PRESENTATION/INTERVIEWTerm The award of evaluation points is based upon the degree to which the firm’s representatives:Knowledge 1. demonstrate that the firm collectively, and those to be employed on the project individually, have the required

knowledge to deliver the project.Ability 2. demonstrate that the firm collectively, and those to be employed on the project individually, have the required

skills to deliver the project.Suitability 3. demonstrate that the individuals to be employed on the project are personally suitable.Consistency with Proposal

4. display a true grasp of the requirements of the RFP and how these are to be satisfied through the proposal.5. do not attempt to introduce amendments to the proposal. (Points to be deducted where this occurs.)

MINIMUM EVALUATION POINTS REQUIREMENTProposals must achieve the specified minimum evaluation points in each of the technical, management, and presentation/interview evaluations to be considered further in the evaluation and award process. Proposals that meet or exceed all minimum values are classified as “shortlisted” proposals.

PRICE EVALUATIONThe selection of either of the following price evaluation methods is indicated in the Price Evaluation section above.

Lowest Price Per Point Method

The total evaluation points of the technical, management, and presentation/interview sections of each shortlisted proposal are divided into the proposal price to obtain a price per point. The contract is awarded to the proponent having the proposal with the lowest price per point.

Lowest Qualified Price Method

The contract is awarded to the proponent having the lowest-priced shortlisted proposal.

· If the lowest price per point method is used, and two proposals are identically scored having the same price per point, the contract will be awarded based on the lower price. If the lowest qualified price method is used, and two qualified proposals have the same low price, the contract will be awarded based on the higher evaluation score.

· If, after either of the above alternatives are exercised and both proposals are still equal, then the contract may be awarded based on further evaluation criteria as determined by the ministry.

EVALUATION “DECIMAL” SCALERatin

gDescription

1.0 Excellent Exceeds the requirements of the criterion in superlative beneficial ways; very desirable.

0.9 Very Good Exceeds the requirements of the criterion in ways that are beneficial to the ministry’s needs.

0.8 Good Exceeds the requirements of the criterion, but in a manner that is not particularly beneficial to the ministry’s needs.

0.7 Fully meets all requirements of the criterion.

0.6 Average Adequately meets most of the requirements of the criterion. May be lacking in some areas that are not critical

0.5 Barely meets most of the requirements of the criterion to a minimum level. May be lacking in some areas that are not critical.

0.4 Poor Addresses most, but not all, of the requirements of a criterion to the minimum level. Lacking in critical areas.

0.3 Poor to very poor.

0.2 Very Poor Minimally addresses some, but not all, of the requirements of the criterion. Lacking in critical areas.

0.1 Very Poor to unsatisfactory.

0.0 Unsatisfactory

Does not satisfy the requirements of the criterion in any manner.

Part C: Attachments

REQUIRED PROPOSAL OUTLINE

Contractor Instructions: The proposal must be prepared in accordance with the following outline. Be sure to address all the requirements of the RFP. This outline is not intended as a guide to, nor does it replace, the requirements of the RFP.

1. TITLE PAGEShow the RFP name, contract or file number, submission closing date, proponent name, address, telephone number, facsimile number, email address, and the name of the proponent contact person.

2. LETTER OF INTRODUCTIONOne page, introducing the firm and the proposal, signed by the person(s) authorized to sign on behalf of, and bind the firm to all of the terms and conditions of the RFP and statements made in the proposal submission.

3. TABLE OF CONTENTS (Optional where proposals are less than 20 pages.)

Show the page numbers of all major headings.

4. EXECUTIVE SUMMARY (Optional where proposals are less than 20 pages.)

Summarize in no more than three pages the key features of the proposal, excluding price.

5. TECHNICAL PROPOSALIndicate your understanding of the key requirements of the project and the methodology you will use in undertaking the project. Indicate timelines, milestones and products to be delivered. If subcontractors are being used, clearly indicate the role of each in the delivery of the project. Be sure to address all the requirements and specifications contained in the RFP.

6. MANAGEMENT PROPOSALIndicate the firm’s qualifications for the project, including past projects having similar requirements to the one being bid upon. Summarize the qualifications of key staff and how these staff will be organized and supervised on the project. If subcontractors are being used, include the same information for each of them.

Be sure to include all mandatory items as required in the RFP. Failure to do so will result in the proposal receiving no further consideration.

7. PRICE PROPOSAL (submitted separately)It is the practice of the ministry to evaluate the technical and management proposals without the knowledge of proponent prices. This avoids any possible perception of price-related bias in the evaluation. To make this manner of evaluation possible, submit the price proposal and bid security (if required by the RFP) in a separate envelope from the remainder of the proposal.

The price proposal shall be made in accordance with the requirements of the RFP.8. ATTACHMENTS

Attach any additional information such as company brochures, a list of previous projects undertaken by the firm, personnel resumes, etc.

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Part C: Attachments

SPECIMEN CONTRACT AND SCHEDULES

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Part C: Attachments

TRAVEL EXPENSES PAYABLE TO SERVICE CONTRACTORS

17

Part C: Attachments

Ministry of Enter Ministry Name

REQUEST FOR PROPOSAL RECEIPT CONFIRMATION FORM

insert name of project insert file / contract number

Please complete this form and return IMMEDIATELY to:NAME: NAME OF MINISTRY REPRESENTATIVEOFFICE: NAME OF OFFICEEMAIL ADDRESS: INSERT DESIGNATED ADDRESS OR

FACSIMILE: INSERT OFFICE FAX NUMBER

Contractor Instructions: Please complete the information required below and return this form to the above Email address or facsimile number. Failure to return this form may result in no further communication regarding this RFP.Refer to the RFP Notice to determine if a proponent’s conference or a site viewing has been scheduled. Failure to attend a mandatory proponent’s conference or a mandatory site viewing will result in a proponent’s disqualification.

COMPANY NAME: ADDRESS:

CONTACT PERSON: TITLE: PHONE NUMBER: FACSIMILE NO.

I/we have received a copy of the above-noted RFP and: (check appropriate response)

will be attending the proponent’s conference. Number of persons attending: ______

will be attending the site viewing. Number of persons attending: ______ will not be attending the conference or the viewing but will be submitting a

proposal (only a valid response when a proponent’s conference and/or site viewing is either not scheduled or, if scheduled, is not mandatory)

will not be submitting a proposal.

SIGNATURE: ________________________________ PRINT NAME ___________________________TITLE: ________________________________DATE: ________________________________

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Part C: Attachments

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