Halifax
dcF
I I Water
I IalIFa RezionaI atei’ Cuniwisslon
Procurement Department
450 Cowie Hill Rd.. P0 Box 8388. RPO CSC
Halifax. NS B3K 5M1
Telephone: (902) 490-4998
REQUEST FOR PROPOSAL
#PO1.2016
Halifax Water Communications Strategy
Sealed proposals submitted in a vendor identified envelope marked:
“RFP #PO1.2016
—
“Halifax Water Communications Strategy”
Addressed to:
Brent Hickman, S.C.M.P.
Procurement Officer
Halifax Water
450 Cowie Hill Road
P.O. Box 8388 RPO CSC
Halifax, NS B3K 5M1
Will be received until 2:00 p.m. Atlantic Time, Thursday July 21, 2016 for the above RFP as per the
specifications and terms and conditions.
Check for changes to this request Before submitting your proposal, visit the Provincial Government
Web Portal at www.gov.ns.caltenders or contact our office to see if any Addenda detailing changes have
been issued on this RFP. Changes may be posted up until the RFP closing time. It is the bidders’
responsibility to acknowledge and take into account all Addenda.
—
Bidders shall be solely responsible for the delivery of their proposals in the manner and time prescribed.
Proposals received after the date and time specified shall be rejected. Electronic and facsimile proposals
are not accepted.
The lowest or any submission will not necessarily be accepted.
RFP Issue Date
—
June 30,2016
Page 2 of 23
RFP #P01 .2016
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Halifax Water Communications Strategy
Closing Date: Thursday Juty 21 2016 @ 2pm Atlantic lime
PROPONENT’S SUBMISSION SHEET
The undersigned hereby acknowledges that he/she, as an officer of the stated corporation, has read and
understands the specifications, requirements, and proposed agreement regarding Halifax Water’s
Communications Strategy. He/she further acknowledges that the seller’s proposed product, equipment,
materials, and services fully meet or exceed those as specified in Halifax Water’s Proposal. Additionally,
the Proponent agrees that all its bid documents and responses to the aforementioned Proposal will, at the
option of Halifax Water, become a legally binding and essential portion of the final contract between the
successful Proponent and Halifax Water.
The folio wing information must be completed to ensure acceptance.
*ADDENDA No.
DATED THIS
INCLUSIVE WERE CAREFULLY EXAMINED.
to
DAY OF
.
2016
PROPONENT’S COMPANY NAME:
ADDRESS:
CITY/PROVINCE:
POSTAL CODE:
PHONE NO.:
EMAIL
FAX NO.:________
ADDRESS:
WEBS ITE:
CONTACT NAME (please print):
TITLE
(please
PHONE NO.:
print):
AUTHORIZED SIGNATURE:
HST REGISTRATION NO:
WCB COVERAGE:D
YES
NO
The proponent shall list and initial all addenda issued and shall take them into consideration when
preparing its hid submission. A signed copy of each Addendum must be included with the bid submission.
Failure to comply may he cause for rejection of hid submission.
HALIFAX WATER RESERVES THE RIGHT TO REJECT ANY OR ALL SUBMiSSIONS. THE LOWEST OR ANY
SUBMISSION WILL NOT NECESSARLIY BE ACCEPTED.
This proposal will adhere to Halifax Water’s Standard Terms & Conditions. They can he found on our website at
http://www.halifax.ca/hrwc/Purchasing.php
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RFP #P01 2016
Halifax Water Communications Strategy
Closing Date. Thursday July 21,2016 @ 2pm Atlantic Time
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Water
TABLE OF CONTENTS
1.0 INTRODUCTION
5
2.0 BACKGROUND
Background Information
2.1
2.2
Pre-Proposal Conference
5
5
6
3.0 SCOPEOF WORK
6
4.0 VENDOR ACTIVITIES AND DELIVERABLES
4.1
Project Administration / Management
7
7
5.0 INFORMATION FOR PROPONENTS
5.1
Proposal Submission
5.1.1 Technical Proposal
5.1.1.1 General
5.1.1.2 Project Understanding and Implementation Plan
5.1.1.3 Company Experience and Project Team Qualifications
5.1.1.4 Project Management and Quality Control
5.1.1.5 Confidentiality
5.1.1.6 Insurance
5.1.1.7 Proponent’s Submission Sheet
5.1.1.8 Assumptions
5.1.2 Financial Proposal
5.1.3 One Response
5.1.4 Address for Submission
5.1.5 HardCopies
5.1.6 Official Date and Time of Receipt
5.1.7 Revision of Request for Proposals
5.1.8 Request for Clarification
5.1.9 Period of Submission Validity
5.2
Proposal Evaluation
8
8
8
8
9
9
10
10
11
11
II
11
11
11
12
12
12
12
13
13
6.0 EVALUATION CRITERIA
6.1
Selection Process
6.2
Award
14
15
15
7.0 PROJECT ADMINISTRATION
7.1
Payment
16
16
8.0 GENERAL INFORMATION
8.1
Proponent Responsible for Proposal/No Reliance on Halifax Water
8.2
Rights of Halifax Water
8.3
No Liability
8.4
Disclosure of Information and Communication Procedures
8.5
Costs and Expenses of the Proponent
Clarification of Proposals
8.6
8.7
No Conflict of Interest
8.8
No Interest in Another Proponent
8.9
Proponents to Ensure They Understand the Engagement
8.10 Waiver / No Reliance
16
16
17
18
18
18
19
19
19
19
20
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8.11
8.12
8.13
8.14
8.15
8.16
‘——I.
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RFP #P01 2016
Halifax Water Communications Strategy
Closing Date: Thursday July 21, 2016 © 2pm Atlantic Time
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Waler
False or Misleading Information
Compliance with Applicable Law
Time to be of the Essence
Governing Law
Confidentiality
Police Record Check
20
20
20
20
21
22
if
APPENDIX A
Staff
General Manager
23
/
Date
t
Project Manager
79//s
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Page 5 of 23
RFP #P01.2016
Halifax Waler Communications Strategy
Closing Date. Thursday July21 2016 @ 2pm Atlanlic Time
1.0 INTRODUCTION
Halifax Water provides critical water, wastewater and stormwater services to
approximately 355,000 residents throughout Halifax municipality. The utility is
incorporated under the Halifax Regional Water Commission Act, with authority to own
and operate water supply, wastewater and stormwater facilities for the benefit of its
customers. The utility is regulated by the Nova Scotia Utility and Review Board.
Halifax Water employs approximately 450 employees and has assets in excess of
$lbillion. The head office is located at 450 Cowie Hill Road, Halifax, NS, with auxiliary
offices throughout the municipality.
Halifax Water’s mission statement is, “To provide world-class services for our
customers and our environment”.
2.0 BACKGROUND
2.1 Background Information
Halifax Regional Water Commission (branded as Halifax Water in 2007) is soliciting
proposals from qualified individuals/firms to provide consulting and implementation
services as part of an overall communications strategy. The strategy will position
Halifax Water as a leader in service delivery in the eyes of customers, external
stakeholders and internal staff. The successful proponent is to provide recommendations
and a clear program framework that will enable Halifax Water staff to implement the
communications strategy. In preparation to respond to the RFP, proponents should
familiarize themselves with the utility’s Integrated Resource Plan (approved in October,
2014), Five Year Business Plan (2015/16-2019/20), the 2016/17 Annual Business Plan
and recent decisions by the Nova Scotia Utility and Review Board.
Halifax Water currently has a low public profile. While our customers rely on our
critical water, wastewater and stormwater services every day, there is a perceived lack of
understanding andlor interest in what the utility does and the essential role it plays in the
social, economic, and environmental well-being of our communities. The provision of
reliable water, wastewater and stormwater services is necessary for everything from
your morning cup of coffee, fire protection, public sanitation, protection of property, to
swimming at your favourite public pool. Notwithstanding the importance of these
services, they are generally not top of mind with customers or other stakeholders..
Halifax Water has a number of initiatives underway that will fundamentally change the
way we do business and provide the opportunity for enhanced engagement with our
customers. These projects include Advanced Metering Infrastructure [AMI], Customer
Relationship Management [CRM], and Operational Maintenance Management [0MM].
Halifax Water also has a myriad of on-going programs, projects and services that are
critical to our customers. These include, but are not limited to: continuous investments
in water/wastewater/stormwater infrastructure such as the Lake Major Dam
Replacement, Sullivan’s Pond stormwater project, Aerotech wastewater treatment
facility upgrade, seasonal disinfection program, inflow and infiltration reduction
program, water loss control program, source water protection program, pollution
prevention program and a lead service line replacement program etc... Halifax Water
J3,
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PFP #P01.2016
Halifax Waler Communications Strategy
Closing Dale: Thursday July 21,2016 @ 2pm Atlantic Time
interacts with the community through public/media outreach and advisories on service
outages/enhancements and capital projects, support for community events with mobile
water stations, and a website hosted by Halifax municipality. These initiatives and
programs, along with a desire to enhance customer service are the impetus for this
Strategy. Halifax Water is interested in transforming the utility from a silent service
provider to a utility that is valued and regarded as essential to the sustainability of the
communities it serves.
2.2 Pre-Proposal Conference
Proponents are welcome to attend a voluntary Pre-proposal Conference to be held at
Halifax Water, 450 Cowie Hill Road, Halifax, NS on July 6,2016 from 12:00 1:00PM
a.m. The Pre-proposal conference will be in the form of a presentation with a question
and answer session where vendors will have the opportunity to question Halifax Water
staff in attendance.
—
Following the pre-proposal question and answer conference, each vendor must
completely satisfy themselves as to the exact nature and existing conditions of the
requirements and for the extent and quality of work to be performed. Failure to do so
will not relieve the successful proponent of their obligation to carry out the provisions of
the contract.
3.0 SCOPE OF WORK
The Proponent will be required to develop, deliver and complete an overall
communications strategy that may include some or all of the following components. Each
vendor should satisfy themselves that they have developed a strategy that will best fit the
needs of Halifax Water and not feel bound by or limited to the options listed below:
1. Conduct research into branding and communication best practices and
examples at other utilities or municipalities.
2. Review current strategic initiatives in relation to customer service
enhancements [CRM, AMI, 0MM, etc.].
3. Design, coordinate and deliver public consultation and/or focus
group sessions centred on identifying key attributes and gaining wide
public feedback on such items as public perception and awareness of
Halifax Water, what customers believe the utility does and what they
feel we should be doing, how Halifax Water can better communicate
with and serve its customers.
4. Document and consolidate results from all public/stakeholder
consultation sessions, surveys and other proposed initiatives into
report(s) and draft for review.
5. In conjunction with Halifax Water staff, develop engagement
education materials, presentations and
communications/marketing material based on the proposed
strategy, that can easily be updated and maintained by Halifax
Water staff on an on-going basis.
6. Propose social, electronic, print media or other high value tactics with
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RFP #P01 2016
Halifax Waler Communications Strategy
Closing Date Thursday July 21 • 2016 @ 2pm Atlantic Time
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W aict’
recommendations on how to implement and sustain them.
7. Meet with the Halifax Water Communications Strategy project lead/s
on a regular planned basis to review ongoing work and results, and to
coordinate team tasks and strategies.
8. Assist Halifax Water staff in drafting any possible surveys or polls
and make recommendations on the most effective qualitative and/or
quantitative method(s) or approaches to obtain the desired feedback.
Halifax Water currently conducts an annual scientifically-based
customer survey. This information could be made available to
proponents upon request.
9. Create a future communications standards guidelines document that
acts as a central resource for Halifax Water.
10. Provide advice and recommendations on options for Halifax Water’s
website. Recommendations on how a website should be structured
would be considered an asset to the overall communications strategy
provided by the successful proponent. Halifax Water internal staff
would be responsible to maintain/update content for the site.
II. Duration of the project shall be approximately 6 months.
12. If Halifax Water identifies the need for any on-going contracted support
for communications it will be procured through a separate process from
the Communications Strategy.
Costs:
In addition to a cost breakdown for creating a communications strategy, vendors
must provide any additional costs, such as any required/suggested electronic/print
ads, social media platforms, collateral outreach/public education materials
etc.. .along with maintenance and training. Costs provided must include both upfront purchase pricing, as well as any projected annual operating costs or ongoing
fees if applicable.
Demonstration:
Vendors should be prepared to provide a demonstration/presentation of their
proposal should it be requested by Halifax Water.
Selection Criteria:
The following specific selection criteria will be used to aid Halifax Water in making
a selection of a vendor:
Vendors should provide full details on these aspects as part of their proposal.
4.0 VENDOR ACTIVITIES AND DELIVERABLES
4.1 Project Administration / Management
The primary purpose of project administration / management is to keep the project
il l
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RFP #PO1 .2016
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Halifax Water Communications Strategy
Closing Date: Thursday July 21, 2016 © 2pm Atlantic Time
within scope, budget, and on schedule and to ensure that appropriate quality
control / quality assurance practices are used to provide the best possible
outcomes to Halifax Water. The anticipated timeframe for completion of this
assignment is within six (6) months of contract award, including complete
communications e-framework for any required collateral materials and any staff
training required. Any anticipated departure from this timeframe should be
explained.
(a) Major consultant activities include:
i.
Confirm client requirements and objectives at project outset;
ii.
Initiate meetings;
iii.
Maintain all project documentation;
iv.
Identify & manage risks associated with the project;
5.0 INFORMATION FOR PROPONENTS
5.1 Proposal Submission
The response to this RFP shall be submitted using the two-envelope system as
follows:
The technical proposal shall include five (5) bound copies of the proposal,
one (1) marked “ORIGINAL” and four (4) marked “COPY”
clearly
labeled as “Communications Strategy”, cost information shall not be
included in the Technical portion of the submission.
The financial proposal shall be submitted in a separate, sealed envelope
(one copy only) and clearly labeled “FINANCIAL”.
—
•
The Original and Copies should be identical (excluding any obvious differences
in labeling, as noted). If discrepancies between these items are discovered during
the evaluation or during the life of any contract that emerges from this RFP, the
Original retained by Procurement, shall be taken as the correct version and the
Proponent will be advised accordingly.
5.1.1
Technical Proposal
The Proposal shall include the following (5.1.1.1 to 5.1.1.8 inclusive) as a
minimum; failure to do so may be cause for rejection of the proposal.
5.1.1.1 General
Vendor shall provide the name of the firm, office address, telephone
number and facsimile number.
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RFP #P01 2016
Halifax Water Communications Strategy
Ctosing Date: Thursday Juty 21,2016 @ 2pm Atlantic Time
5.1.1.2 Project Understanding and Implementation Plan
The proposal shall include a section that clearly demonstrates the
proponent’s understanding of the assignment and the deliverables
requested. Note: Halifax Water does not want to see submissions ihat
simply rewrite the content of this RFP. Proposals should include as a
minimum:
(a) The proponent’s understanding of the activities and deliverables
quoted in the RFP and for the nature of the work required to meet
the project objectives.
(b) The proposed approach / methodology to be used to meet the
project objectives and deliverables.
(c) The proposed work program and schedule that identifies start and
end times and key milestones (a Gantt chart in MS Project 2003
format is preferred).
(d) A detailed breakdown of the total time each team member will be
devoting to the tasks within the project a Time Task matrix
showing the breakdown of activities and associated resource hours
(Note: NO cost information shall be shown in the Time-Task
matrix submitted in the TECHNICAL proposal. Costs may only
be shown in the FINANCIAL proposal). Failure to adhere to this
requirement will be grounds for disqualification of the proposal.
-
5.1.1.3 Company Experience and Project Team Qualifications
The proposal shall include information on the key project resources
including:
(a) Identification of a Project Manager and provide resume.
(b) A list of all other project resources and resumes.
(c) A project team organizational chart that identifies the lead resource
for each component of the project.
(d) A statement indicating the percentage (%) of time available for this
assignment versus percentage (%) of time already committed on
other assignments for each of the proposed project resources.
(e) A minimum of three (3) reference projects including the dates the
projects were completed, a description of the project scope, a
contact person and phone number from the owner of the project,
estimated and actual budgets, and a commentary on schedule
adherence.
Page 10 of 23
RFP #P01.2016
Halifax Water Communications Strategy
Closing Date: Thursday July 21.2016 @ 2pm Atlantic Time
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Specific to this assignment, the project team for this assignment shall
consist of personnel skilled and experienced in the following activities:
•
•
o
A full scope of utility and/or municipal branding.
A proven record of having provided this service requirement.
The ability to train, or recommend trainers for Halifax Water staff-’
as required to implement and maintain the proposed branding
package.
The proposal must outline the resources to be used for this assignment,
provide an explanation of the project resources’ direct experience with the
skills noted above, and identify specific projects and dates in which these
skills were demonstrated. Curriculum vitae / resumes for the identified
project resources may be submitted as part of the attachments /
appendices.
In the event there would be a change in the personnel named and assigned
to perform the services under the contract, the vendor shall be required to
submit, for approval to Halifax Water, the credentials and resumes of the
alternate personnel the vendor proposes to use in the performance of the
contract. Substitutions of personnel from those identified in the response
to the RFP must have like qualifications of the listed personnel. Changes
must be submitted in writing by the proponent and approved in writing by
Halifax Water.
5.1.1.4 Project Management and Quality Control
The proposal shall include information to help Halifax Water determine
the proponent’s approach to managing projects and quality including:
(a) Description of the quality assurance / control practices used by the
proponent’s firm (including the resource leading this aspect of the
project) including how scope changes, impacts to the schedule, and
how cost impacts will be managed on this project.
(b) How the proponent will interact with Halifax Water staff to ensure
that Halifax Water receives the product as requested to the level of
quality necessary.
(c) Description of communication protocols and progress reporting to
be followed by the proponent.
5.1.1.5 Confidentiality
Submit confidentiality statement (See Section 8.15).
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RFP #P01.2016
Halifax Water Communications Strategy
Closing Date. Thursday July 21, 2016 @ 2pm Atlantic Time
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5.1.1.6 Insurance
The consultant is to provide professional liability insurance covering the
services described in the agreement and the insurance policy is to provide
coverage for an amount not less than S 1,000,000. The policy shall be
continuous from the commencement of the services and continue for 12
months following completion of the services.
5.1.1.7 Proponent’s Submission Sheet
A complete acknowledgement, in the form set forth in the Proponent
Submission Sheet, confirming that the Proponent acknowledges and
agrees to all the conditions of participation in the RFP.
5.1.1.8 Assumptions
The proponent shall clearly identify all assumptions made in the
preparation of the proposal. Additionally, the proponent is encouraged to
outline other work considered essential to the successful completion of
this project that was not identified by Halifax Water in this RFP.
5.1.2
Financial Proposal
Submit the Financial Proposal in a separate, sealed envelope, clearly
marked “FINANCIAL”. The proponent shall submit a fee schedule for
the major components of the assignment and the associated subtasks for
each component.
The cost proposal must clearly provide the following:
(a) Total all inclusive cost for the project including billable expenses
and identify this proposed Maximum Fee.
(b) Prices are to be quoted in Canadian dollars; inclusive of duty,
where applicable; exclusive of Harmonized Sales Tax (HST).
(c) Price may not be the determining factor for award. Halifax Water
may negotiate a final price with the selected consultant.
5.1.3
One Response
Proponents may not submit more than one proposal.
5.1.4
Address for Submission
The proposals shall be delivered in a sealed envelope marked “Request for
.
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RFP #P01.2016
Halifax Waler Communications Strategy
Closing Date: Thursday July21 2016 @ 2pm Allanlic Time
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Proposals —Halifax Water Communication Strategy, P01.2016)”, not later
than 2:00 pm, Thursday July 21, 2016 to:
Brent Hickman, S.C.M.P.
Procurement Officer
Halifax Water
450 Cowie Kill Road
P.O. Box 8388 RPO CSC
Halifax, NS B3K 5M 1
Phone: (902) 490-4998
Under no circumstance will proposals received after the Submission
Closing Date and Time be accepted.
5.1.5
Hard Copies
All proposals must be in hard copy form. No facsimile transmissions will
be accepted. However, amendments to the original document will be
accepted by facsimile, if received before the Submission Closing Date and
Time. Originals must be forwarded to Halifax Water so that they may be
attached to the original hard copy for validity.
5.1.6
Official Date and Time of Receipt
The date and time of receipt of a Proposal shall be the date and time
indicated by Halifax Water’s date and time stamped on the Proposal.
5.1.7
Revision of Request for Proposals
Any changes or revisions to this RFP will be issued to all proponents in
writing as a formal addendum to this RFP. Prior to the Submission
Closing Date and Time, Halifax Water may modify any provision or part
of the RFP at any time upon notice in writing to the proponents. Halifax
Water will provide a reasonable time for the proponents to respond to such
modifications including, without limitation, the opportunity to make any
necessary revisions to their respective proposals.
5.1.8
Request for Clarification
Any proponent who has questions as to the meaning or intent of any part
of this RIP or of the project, or who believes this RFP contains an error,
inconsistency or omission, should submit a request for clarification. All
requests for clarification or inquiries concerning this RFP should be
forwarded in writing by email no later than one week prior to the
Submission Closing Date, to the Halifax Water representative identified
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RFP P01.2016
Halifax Waler Communications Strategy
Closing Date. Thursday July 21, 2016 © 2pm Atlantic Time
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below:
James Campbell
Halifax Water
450 Cowie Hill Road
P.O. Box 8388 RPO CSC
Halifax, NS B3K 5M1
Phone: (902) 490-4604
Fax: (902) 490-4808
Email: campbej @halifaxwater.ca
Responses to all requests for clarification will be provided by Halifax
Water in writing to all proponents. Halifax Water will assume no
responsibility for oral instructions or suggestions. Halifax Water core
hours of operation are Monday to Friday, 8:30 am to 4:30 pm.
5.1.9
Period of Submission Validity
Proposals will be binding for ninety (90) Days: Unless otherwise
specified, all formal proposals submitted shall be irrevocable for ninety
(90) calendar days following proposal opening date, unless the
proponent(s), upon request of Halifax Water, agrees to an extension.
5.2
Proposal Evaluation
Proposals will be evaluated on the basis of all information provided by the
Proponent. Each proposal will be reviewed to determine if the proposal is
responsive to the submission requirements outlined in the RFP. Failure to comply
with these requirements may deem the proposal non-responsive.
In recognition of the importance of the procedure by which a proponent may be
selected, the following criteria outline the primary considerations to be used in the
evaluation and consequent awarding of this project (not in any order).
Selection of a proposal will be based on the following criteria and any other
relevant information provided by the proponent in the submission. Halifax Water
reserves the right to prioritize and weigh the importance of each sub-criterion
within the identified Technical criteria confidentially.
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RFP #P01 .2016
Halifax Waler Communicalions Strategy
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6.0 EVALUATION CRITERIA
Criteria
Summary (considerations may include
but are_not limited_to the following)
Clarity and readability of written proposal
Communication
Skills
•
Demonstrated
examples
•Sector specific experience of the Proponent Firm
.Experience of individual team members with
projects of similar scope and size
• Team members’ appropriate
skills and education
.
Demonstrated history of proposed
team in successfully completing projects
of a similar nature on time and on budget
.
Balance of level of effort vs. team roles
(project_mgmt.,_technical,_etc..)
•
Understanding of the requirements of the
scope of work and Halifax Water’s
organizational structure
• Acceptable proposed schedule and work plan
• Value added
propositions md
recommendations
• Attention to relevant challenges
that the committee has not considered
Understanding of
Halifax Water
needs
Technical Solution
Innovation Solution
Project Management
Methodology
Subtqtal (Technical
Proposal)
Cost
•Solution addresses all technical aspects of
the project as identified in the RIP
•Solution draws on proven methodology
•Solution is flexible and scalable
•Solution is cost and time effective
.Proposal includes innovative ideas and
methods on both engagement sessions and
materials
Management structure within
Proponents organization/project team
.Proposed communication methods
between proponent team and Halifax
Water
•Quality_Assurance standards_and practices
Score
5
10
15
IS
10
40
100
The score for the “Financial” criteria shall be allocated as follows: An average
fee of all financial proposals will be calculated. The average fee shall receive an
allocation of 100% of the available points for the “Financial” criteria. Those
proponents who exceed plus/minus 50% of the average fee will receive 0% of the
available points for the “Financial” criteria. Those proponents, whose fees are
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Halifax Water Communications Strategy
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within the plus/minus 50% of the average fee, shall receive a lineal prorated
available
percentage
points
of the
for the “Financial” criteria.
For example if the average fee is $100,000 the following fee proposals would
receive
‘Financial”
points
for
the
indicated:
criteria
as
Proponent
Proponent
Proponent
Proponent
Proponent
Proponent
Proponent
6.1
A, Fee = $100,000, receive 100% of points available for “Financial Criteria’
B, Fee = $60,000, receive 60% of points available for ‘Financial Criteria”
C, Fee = $50,000, receive 50% of points available for ‘Financial Criteria”
D, Fee < $50,000, receive 0% of points available for “Financial Criteria”
E, Fee = $130,000, receive 70% of points available for “Financial Criteria”
F, Fee = S150,000, receive 50% of points available for “Financial Criteria”
G, Fee> $150,000, receive 0% of points available for “Financial Criteria”
Selection Process
An Evaluation Team comprised of Halifax Water representatives will evaluate
responses to the RFP. Proponents may be invited to make a presentation to the
Evaluation Team and to provide a demonstration of the proposed branding outline
and examples of proposed collateral materials. Proponents must be prepared to
make a presentation and must have members of the proposed project team
participate in the presentation. The Evaluation Team may use this opportunity to
discuss the submitted proposal and request clarification of information provided
in the proposal submission. Proponents are encouraged to provide any additional
information that may be relevant in the evaluation of their proposal.
6.2
Award
Provided that at least one of the received proposals meets the approval of the
Evaluation Team, a recommendation on Contract award will be made on the basis
of the evaluation. All awards are subject to the approval of Senior Management
and the availability of funds. No announcement concerning the successful
proposal(s) will be made until a complete report is prepared and approved by the
appropriate bodies.
Written communication to the Successful Proponent of notification of award
before the time of expiration specified by Halifax Water shall result in a binding
Contract without further action by either party. Halifax Water may accept an
offer whether or not there are negotiations after its receipt. Negotiations
conducted after receipt of an offer do not constitute a rejection or counteroffer by
Halifax Water.
Neither acceptance of a proposal nor execution of a contract will constitute
approval of any activity or development contemplated in any proposal that
requires any approval, permit or license pursuant to any federal, provincial,
regional or municipal statute, regulation or by-law.
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7.0 PROJECT ADMINISTRATION
7.1 Payment
The proponent shall submit an invoice for services provided to:
James Campbell
Halifax Water
450 Cowie Hill Road
P.O. Box 8388 RPO CSC
Halifax, NS B3K 5M1
Halifax Water will pay the Vendor for any software provided and for the work
performed as shown on invoices provided by the Vendor. The Vendor’s invoices
must include as a minimum:
• the period of work applicable to the invoice;
• breakdown by task and for each task include a list of team members, their
hours and their hourly rates;
• percentage calculation of the work completed; and
• expenses and applicable taxes included as separate line items;
Invoices beyond the original agreed on value will not be accepted unless written
consent from Halifax Water is obtained. Invoices for extra work must be
submitted separately and must be accompanied by a written justification of the
work. (Note: Written authorization from Halifax Water is required prior to
proceeding with any extra work.)
Halifax Water will pay invoices up to a maximum of 90% of the fee quoted for a
phase or up to a maximum of 90% of an estimated revised value of the phase
(whichever is less). The balance of the fee owing will be paid upon completion of
that phase.
The submission of the required written project updates are a mandatory project
requirement. Halifax Water will withhold invoice payment if these updates are
not provided.
Payment shall be made upon receipt of a proper invoice from the vendor and
authorized by the head of the department or designee. Normal payment terms for
Halifax Water are thirty (30) days from receipt of the invoice.
8.0 GENERAL INFORMATION
8.1 Proponent Responsible for Proposal I No Reliance on Halifax Water
The Proponent accepts sole responsibility for the preparation and submission of
its Proposal including satisfying itself as to the requirements of all documents and
the submission of materials and the Proposal within the required time frames.
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8.2 Rights of Halifax Water
The issuance of this RFP constitutes only an invitation to submit Proposals. It
does not commit Halifax Water to enter into an Agreement with any of the
Proponents. Halifax Water is not bound to accept any Proposal(s) and may
proceed, in its sole discretion, as it determines on receipt of Proposals. The rights
reserved by Halifax Water include the right at any time and for whatever reason
and without liability to any Proponent to:
(a) conduct investigations with respect to the qualifications and experience of
the Proponent and its members;
(b) require one or more Proponents to supplement, clarify, provide additional
information in order for Halifax Water to evaluate the Proposal submitted;
(c) waive any defect or technicality in any Proposal received;
(d) reject the Proponent as organized and suggest changes to the Proponent’s
members prior to the execution of any Agreement;
(e) terminate, in its sole and absolute discretion, any and all subsequent
consideration of, or Agreement with, any Proponent, if it believes a
change in the membership of the Proponent, from that described in its
Proposal, adversely affects the scoring of the Proponent’s Proposal or the
Proponent’s ability to carry out the Engagement in accordance with the
terms and conditions stated herein;
(fl
supplement, amend, substitute or otherwise modify any part or all of this
RFP including by extending any schedule or period of time;
(g) issue one or more addenda to this RFP;
(h) reject any or all Proposals or any portion thereof;
(i) disclose to the public information contained in the Proposals;
U)
suspend, postpone or cancel this RFP in whole or in part with or without
substitution of another RIP or proposal process;
(k) take any action affecting this RFP, the RFP process or the Engagement
that would be in the best interests of Halifax Water; and
(I) use any concept or approach suggested in any Proposal including its use in
negotiating an agreement with the Successful Proponent or any other
Proponent;
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Halifax Water Communications Strategy
Closing Date. Thursday July 21, 2016 © 2pm Atlantic Time
8.3
No Liability
Halifax Water, its management, employees, consultants and agents accepts no
liability for any costs, expenses, damages or otherwise of any Proponent for the
proposal response to this REP.
Halifax Water, its Board of Directors, officers, employees, consultants and agents
accept no liability for any costs, expenses, damages or otherwise of any Proponent
in the event the Successful Proponent selected fails to comply with any terms,
conditions or requirements of the REP, any addenda to the REP or the
Engagement Agreement.
8.4
Disclosure of Information and Communication Procedures
(a) Disclosure by Halifax Water
Halifax Waler will consider all Proposals as confidential, subject to the
disclosure requirements imposed by applicable law. Halifax Water will,
however, have the right to make copies of all Proposals received for its
internal review process and to provide copies to its staff, technical and
financial advisors and representatives.
Notwithstanding the foregoing, the Proponent acknowledges and agrees
that Halifax Water will not be responsible or liable in any way for any
losses that the Proponent may suffer from disclosure of information or
materials to third parties.
(b) Disclosure by the Proponent
The Proponent shall not disclose any details pertaining to its Proposal or
any part of the selection process to anyone not specifically involved in its
Proposal, without the prior approval of Halifax Water. The Proponent
shall not issue a news release or other public announcement pertaining to
details of its Proposal or the selection process without the prior approval
of Halifax Water.
8.5
Costs and Expenses of the Proponent
Halifax Water accepts no liability for any costs or expenses incurred by the
Proponent in responding to this REP, responses to clarification requests and re
submittals, potential meetings, tours and interviews, subsequent negotiations, or
any other cost incurred prior to the execution of the Agreement by Halifax Water
and the Successful Proponent. By submitting a Proposal, the Proponent agrees
that it shall prepare the required materials and undertake the required
investigations at its own expense and with the express understanding that it cannot
make any claims whatsoever for reimbursement from Halifax Water for any costs
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and expenses associated with the RFP process in any manner whatsoever or under
any circumstances including, without limitation, the rejection of all or any of the
Proposals or cancellation of the RFP or the Engagement.
8.6
Clarification of Proposals
Halifax Water is not obliged to seek clarification from the Proponent regarding
any aspect of its Proposal.
Halifax Water shall have the right to request the Proponent to submit information
to clarify or interpret any matters contained in its Proposal and to seek the
Proponent’s written acknowledgement of that clarification or interpretation. In
addition, Halifax Water may request supplementary documentation from the
Proponent when there is an irregularity or omission in its Proposal or the
documents submitted therewith. The Proponent should not assume Halifax Water
will request clarifications.
Supplementary documentation accepted by Halifax Water and written
interpretations that have been supplied or acknowledged by the Proponent shall be
considered to form part of the Proposal.
8.7
No Conflict of Interest
The Proponent and members of the Proponent are requested to disclose any
conflict of interest, real or perceived, which exists now or which may in the
opinion of the Proponent exist in the future. Halifax Water reserves the right to
disqualify the Proponent if, in the opinion of Halifax Water acting reasonably, it
has a conflict of interest, whether such conflict exists now or arises in the future.
8.8
No Interest in Another Proponent
The Proponent shall not have any interest whatsoever in any other Proponent or in
the Proposal of any other Proponent nor enter into any arrangement, agreement or
understanding either before or after the Submission Date that would have that
result. Provided however, after the Closing Date, the unsuccessful Proponents or
members of the unsuccessful Proponents may, with the consent of Halifax Water,
become involved in the Engagement, provided such involvement is limited solely
to acting as a subcontractor to the Successful Proponent.
8.9
Proponents to Ensure They Understand the Engagement
It is the Proponent’s responsibility to ensure that it has all the necessary
information concerning the intent and requirements of this RFP and the
Engagement. The Proponent is solely responsible for examining and reviewing
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all documents and information provided or required pursuant to this RFP and for
satisfying itself as to all other matters which may in any way affect the
Engagement or the cost or time required to complete the Engagement.
Nothing contained in this RFP or in any communications from Halifax Water
shall constitute any express or implied warranty or representation by Halifax
Water, except as explicitly stated herein and therein.
8.10 Waiver/No Reliance
Halifax Water does not accept responsibility for any information, advice, errors or
omissions which may be contained in this REP or its appendices or any
addendum. Halifax Water makes no representation or warranty, either express or
implied, in fact or in law, with respect to the accuracy or completeness of this
RFP or its appendices or any addendum and Halifax Water shall not be
responsible for any action, cost, loss or liability whatsoever arising from the
Proponent’s reliance on or use of such information or any other technical or
historical schedules, data. materials or documents provided by Halifax Water.
The Proponent is responsible for obtaining its own independent Financial, legal,
accounting, engineering and technical advice with respect to any information
included in this REP, its appendices or any addenda or in any documents provided
by Halifax Water.
8.11 False or Misleadin2 Information
If there is any evidence of misleading or false information in any Proposal,
Halifax Water may reject that Proposal.
8.12 Compliance with Applicable Law
The Proponent shall be responsible, at its expense, for complying with all
applicable laws relating to the Engagement and, except as explicitly stated in this
REP, for obtaining, maintaining and complying with all / any approvals required
for the Engagement.
8.13 Time to be of the Essence
Time shall be of the essence of this RFP and all Proposals.
8.14 Governing Law
This RFP and all activities connected therewith shall be governed in all respects
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by the laws of the Province of Nova Scotia and the laws of Canada applicable
therein
8.15 Confidentiality
(a)
“Confidential Information” means all information, whether transmitted
orally, electronically or in written form, which the Vendor or the Vendor’s
representatives have received and may receive from Halifax Water for the
purposes of the Project and which may include, but is not limited to, all
data, reports, interpretations, statements (financial or otherwise),
specifications, performance information and records containing or
otherwise reflecting information concerning Halifax Water’s systems,
proprietary designs, equipment, products and / or technical information
which the Vendor or the Vendor’s representatives have received and may
receive in the course of completing the Project.
(b)
Halifax Water may, at its sole discretion, disclose Confidential
Information to the Vendor or the Vendor’s representatives for the purposes
of (1) the RFP process and / or (2) the project. Notwithstanding any such
disclosure, the Confidential Information shall remain the sole and
exclusive property of Halifax Water and Halifax Water shall retain all
right, title and interest in and to the Confidential Information. The Vendor
and the Vendor’s representatives shall use the Confidential Information
solely and exclusively for purposes of (1) the RFP process and / or (2) the
Project.
(c)
Without limiting the generality of the permitted use of the Confidential
Information, neither the Vendor nor the Vendor’s representatives shall use
the Confidential Information for the purpose of achieving any commercial
or financial benefit. In addition, neither the Vendor nor the Vendor’s
representatives shall publish, reproduce, copy, disseminate or disclose the
Confidential Information to others without Halifax Water’s prior written
consent, which consent may be withheld for any reason.
(d)
The Vendor’s completed report shall be exempt from disclosure under the
Freedom of Information and Protection of Privacy Act on the basis that it
will include information about Halifax Water’s security systems and its
disclosure has the potential to pose a significant risk to public health and
safety.
(e)
The Vendor shall keep a record of all Confidential Information furnished
to it and to its representatives and of the location of such Confidential
Information. The Vendor shall make every reasonable effort to secure the
Confidential Information and the Vendor shall return all Confidential
Information provided to the Vendor and its representatives immediately to
Halifax Water upon its request and in any event immediately upon
completion or cessation of the Project. The Vendor shall submit a
statement in this RFP explicitly detailing the measures proposed to
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achieve this confidentiality and confirming a commitment to Halifax
Water’s information security. The Vendor’s statement shall include a
commitment to ensuring that all representatives comply with and are
bound by the terms and conditions of this confidentiality
commitment.
8.16 Police Record Check
All contractors, consultants, vendors and their employees working for Halifax
Water must obtain a “Police Record Check” (PRC). The process for obtaining
PRCs is outlined in Appendix A.
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RFP #P01 2016
Halifax Water Communications Strategy
Closing Date: Thursday July21 2016 @ 2pm Atlantic Time
APPENDIX A
PROCESS FOR OBTAINING
POLICE RECORD CHECK FOR CONTRACTORS/CONSULTANTS
All contractors, consultants and their employees working for Halifax Water must obtain a
“Police Record Check” (PRC).
2. It is the responsibility of the Halifax Water staff member that engages a
contractor /consultant to ensure that a PRC is conducted.
3. To obtain a PRC. contractors or consultants should either:
a) Book an appointment with or visit their local Police DepanmenL Once completed,
the results of the PRC should be sent to the address below indicating the organization
the individual is currently employed with, the HW Project Manager, and the name of
the project that the PRCs relate to.
Halifax Water
Safety & Security Dept.
450 Cowie Hill Road
Halifax, NS B3P 2V3
or by email: [email protected]
b) Go online to http://backcheck.neUhrwc/. If this method is chosen, the individual will
have to create a personal account with mybackcheck. They have the option of
verifying their ID either online by answering a couple of quick questions regarding
their credit history or in person at any of the 5000 participating Canada Post locations
nationwide. Once verified, the Police will complete the PRC. The individual will
receive an email indicating the results are in. They will then have to login to their
mybackcheck account and choose to “Share” the results with Halifax Regional Water
Commission again indicating the organization the individual is currently employed with,
the HW Project Manager, and the name of the project that the PRC’s relate to.
For residents of the United States, a FBI record check is acceptable.
4. The Safely & Security Department will notify the Halifax Water Project Manager who requested the
PRC whether the contractor/consultant has received clearance.
5, If a contractor/consultant requires Card Access to a Halifax Water facility(s) the Project Manager will
schedule an appointment with the Human Resources Department to have a Contractor Card created
and access granted, based on the contractors/consultant’s needs.
6. Certain contractors/consultants, depending on the work or services they are providing, may require a
fingerprint-based check. Halifax Water reserves the right to request fingerprints where applicable.
7. All contractors, consultants and their employees are required to renew their PRC every 3 years.