November 18, 2019 - Addendum 1 Posted
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CAPITAL REGIONAL DISTRICT
REQUEST FOR PROPOSAL

CONCEPTUAL DESIGN OPTIONS FOR WIDENING OR SEPARATING THE GALLOPING GOOSE AND LOCHSIDE REGIONAL TRAILS

RFP No. 2019-PCRP-32

Instructions to Proponents

Invitation

The Capital Regional District (“CRD”) invites detailed proposals from consultants (the "Proponents") in strict accordance with these Proposal Documents (CRD, RFP No. 2019-PCRP-32).  The proposals will be evaluated for the selection of a consultant (or consultants) with the intent to enter into a contract (the “Contract”) to provide the services described in Appendix “A”.

The general purpose of this project is to develop and recommend conceptual designs for separating or widening two segments of CRD Regional Trails based on an analysis of the engineering feasibility, costs, benefits and best-practices. The project will also include an assessment and recommendations for lighting the segments of trail.

The segments of regional trail to be assessed are shown in Appendix E and are designated as Bike and Pedestrian Trails in the CRD Regional Trails Management Plan (Appendix F).

The trails are largely owned by the Province of British Columbia and the CRD has jurisdiction to operate the public multi-use trails within the corridor. The segments of trail to be assessed for this project are within the City of Victoria and the District of Saanich. The project will ensure that all applicable bylaws and provincial and federal requirements are considered. An inventory of legal and physical barriers and existing infrastructure within the trail corridors has been conducted and will be available to the successful proponent, along with relevant trail use data.

A Contract will not necessarily result from this Request for Proposal (“RFP”).

Closing Time and Date for Submission of Proposals

The CRD will accept four (4) copies of each proposal, in accordance with the instructions contained herein, at the following specific physical location:

Attention:      Shari McCreesh
                       Contracts Coordinator
                       Parks & Environmental Services
Address:       Capital Regional District
                       625 Fisgard Street
                       Victoria, BC  V8W 1R7
                       Fax:  250-360-3270

On or before the following date and time (the “Closing Time”):

Time:             4:00 p.m. [local time]
Date:             29 November 2019

The CRD reserves the right to extend the Closing Time at its sole discretion.

Proposals must not be sent by fax or electronically.

Not a Tender

This is a Request for Proposal and not a tender call.

Proposal Documents

Each Proponent will ensure it provides its correct name, address, email address, telephone number and facsimile number to the CRD at the time the Proponent receives a set of Proposal Documents.

Failure to return the attached Receipt Confirmation Form to the CRD Representative listed in section 1.5 within five (5) days of receiving the Proposal Documents may result in no further communication regarding this RFP.

Please use and reference the above RFP number on all correspondence.

Proponents are advised to read and respond appropriately to all sections of the RFP.

Incomplete proposals may be rejected at the sole discretion of the CRD.

Inquiries

All inquiries related to this RFP, including whether or not the Contract has been awarded, should be directed in writing to the person named below (the “CRD Representative”).  Information obtained from any person or source other than the CRD Representative may not be relied upon.

Name:                 Emma Taylor, Planner
Address:          CRD Regional Parks, 490 Atkins Avenue, Victoria, BC  V9V 2Z8
Fax:                    250-478-5416
Telephone:        250-642-8102
Email:                etaylor@crd.bc.ca

Inquiries should be made no less than seven (7) days prior to Closing Time.  The CRD reserves the right not to respond to inquiries made less than seven (7) days prior to Closing Time.  Inquiries and responses will be recorded and may be distributed to all Proponents at the discretion of the CRD.

Proponents finding discrepancies or omissions in the Contract or RFP, or having doubts as to the meaning or intent of any provision, should immediately notify the CRD Representative.  If the CRD determines that an amendment is required to this RFP, the CRD Representative will issue a written addendum to the Proponents.  No oral conversation will affect or modify the terms of this RFP or may be relied upon by any Proponent.

Information Meeting

An information meeting will be hosted by the CRD Representative to discuss the CRD’s requirements under this RFP.  At the time of issuance of this RFP an optional meeting has been scheduled as follows:

Date:            8 November 2019
Time:            From 10:00 a.m. to 11:00 a.m. [local time]
Location:     Bracken Meeting Room, CRD Regional Parks, 490 Atkins Avenue, 
                      Victoria, BC

Addenda
If the CRD determines that an amendment is required to this RFP, the CRD will issue a written addendum to all Proponents of record that will be incorporated into and become a part of this RFP.  Failure to acknowledge and address all addenda in a Proposal may render the Proposal invalid.

Late Proposals
Proposals received after the Closing Time will not be accepted or considered.  Delays caused by any delivery, courier or mail service(s) will not be grounds for an extension of the Closing Time.  Proposals received after the Closing Time will be returned unopened to the Proponent.