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Request for Proposals RFP No. 01-2013 Invasive Species Inventory ...

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<strong>Request</strong> <strong>for</strong> <strong>Proposals</strong><br />

<strong>RFP</strong> <strong>No</strong>. <strong>01</strong>-2<strong>01</strong>3<br />

<strong>Invasive</strong> <strong>Species</strong> <strong>Inventory</strong>, Mapping & Treatment<br />

Plan <strong>for</strong> Macaulay Point Park<br />

Date of Issue: January 3, 2<strong>01</strong>3<br />

Page 1 of 18


TABLE OF CONTENTS<br />

Page<br />

1.0 INTRODUCTION……………….……………………………….3<br />

2.0 PROJECT SCOPE…………………………….…………….…3<br />

3.0 PROPERTY DESCRIPTION …………………………………3<br />

4.0 WORK TO BE DONE…………………………………………..5<br />

5.0 DELIVERABLES………………………..…..…………………..9<br />

6.0 AVAILABLE INFORMATION .……………..…………………10<br />

7.0 MEETINGS…………………..………….……..………………..10<br />

8.0 SCHEDULE …………………………….……..……………… 10<br />

9.0 PROPOSAL ENQUIRIES......................................................10<br />

10.0 PROPOSAL REQUIREMENTS……………..…………………11<br />

11.0 EVALUATION CRITERIA.......................................................12<br />

12.0 GENERAL INSTRUCTIONS FOR THE PROPONENTS.......12<br />

Appendix A<br />

Geospatial Data Requirements<br />

Page 2 of 18


1.0 Introduction<br />

The spread of invasive plant species at Macaulay Point Park has impacted<br />

species at risk and sensitive habitats and has limited recreational use of the site.<br />

The preparation of an <strong>Invasive</strong> <strong>Species</strong> <strong>Inventory</strong> and Treatment Plan is required<br />

<strong>for</strong> managing invasive species and stewardship of the property.<br />

2.0 Project Scope<br />

The long-term goals to be achieved by managing invasive species at Macaulay<br />

Point are:<br />

To protect species at risk (compliance with SARA);<br />

To protect sensitive habitat from further degradation as a result of invasive<br />

species and to restore degraded habitat and;<br />

To maintain or improve recreational opportunities within the Park.<br />

The objectives of this project are:<br />

To determine the location and extent of invasive plant infestations at<br />

Macaulay Point;<br />

To develop maps and spatial databases of invasive plant infestations and<br />

proposed treatment units; and<br />

To develop plans and recommendations on invasive species removal,<br />

vegetation management and site restoration.<br />

3.0 Property Description<br />

Macaulay Point is located in the Township of Esquimalt, within the Capital<br />

Regional District on southern Vancouver Island. The property is a disturbed Garry<br />

Oak ecosystem.<br />

The total project area is approximately 7.5 ha and will include the following areas<br />

identified in Figure 1:<br />

Those portions of Macaulay Point under licence agreement to the<br />

Township of Esquimalt from the Department of National Defence and<br />

excluding the portion on Clifton Terrace (~ 6 ha);<br />

Township of Esquimalt park land including Fleming Beach, Buxton Green<br />

and the breakwater (~ 1.5 ha);<br />

Page 3 of 18


Figure 1. Macaulay Point and the project boundaries.<br />

Scotch Broom (Cytisus scoparius) and Himalayan blackberry (Rubus<br />

armeniacus) occur over much of the property. Daphne (Daphne laureola),<br />

English Ivy (Hedera spp.), English Holly (Ilex aquifolium) and Common Hawthorn<br />

(Crataegus monogyna) are other invasive shrub species that are known on the<br />

property. There are a number of invasive perennial <strong>for</strong>bs on the property as well.<br />

Page 4 of 18


Definitions:<br />

Survey Unit – division of the property into areas to facilitate the invasive<br />

inventory.<br />

Infestation Polygons – grouping of areas infested with a consistent distribution of<br />

one or more species.<br />

Infestation Points – isolated infestations less than 0.2 ha in area.<br />

<strong>Invasive</strong> Plant Treatment Units (Treatment Units) - geographic areas that fulfill<br />

one or more management objective; may include one or more Infestation<br />

Polygons and/or Points.<br />

4.0 Work to be done<br />

I. <strong>Invasive</strong> <strong>Species</strong> <strong>Inventory</strong><br />

An invasive species inventory will be conducted of the Macaulay Point property<br />

(Areas to be included as defined above).<br />

Target species <strong>for</strong> inventory are Scotch broom (Cytisus scoparius), Daphne<br />

(Daphne laureola), Gorse (Ulex europaeus), English ivy (Hedera helix), English<br />

holly (Ilex aquifolium), Common Hawthorn (Crataegus monogyna) and Himalayan<br />

blackberry (Rubus armeniacus).<br />

Other plants that are considered noxious weeds under the BC Weed Control Act<br />

and infestations of other significant invasive plant species (trees, shrubs, herbs or<br />

grasses) encountered should also be recorded and mapped.<br />

The property may be divided into Survey Units to facilitate the survey/mapping<br />

component of this project.<br />

Transects should be used to ensure systematic ground coverage.<br />

<strong>Invasive</strong> plant infestations will be mapped and the characteristics recorded<br />

according to the BC Ministry of Forests, Lands & Natural Resource Operations<br />

<strong>Invasive</strong> Alien Plant Program (IAPP). Provincial guidelines will be used <strong>for</strong><br />

describing invasive species polygons, however data collected <strong>for</strong> this project will<br />

not be entered into the Provincial IAPP on-line site.<br />

Areas infested with a consistent distribution of one or more species will be<br />

grouped into Infestation Polygons and the Infestation Polygon boundaries<br />

mapped. Infestation Polygon size should be chosen to facilitate operational<br />

requirements such as boundaries, layout and treatments. Maximum polygon size<br />

should be 1 hectare. Isolated infestations less than 0.2 ha should be mapped as<br />

points.<br />

The infestations shall be mapped at a minimum scale of 1:1000.<br />

The following characteristics must be recorded <strong>for</strong> each Infestation<br />

Point/Polygon:<br />

<br />

GPS coordinate(s) (see spatial data requirements)<br />

Page 5 of 18


Polygon/Point number/ID<br />

<strong>Invasive</strong> species identified within the point/ polygon<br />

*<strong>Invasive</strong> plant species distribution code (<strong>for</strong> the first through fourth<br />

dominant invasive shrub species)<br />

<strong>Invasive</strong> plant species density code (<strong>for</strong> the first dominant shrub species)<br />

Area of infestation (ha)<br />

Percentage canopy cover of the invasive species<br />

*Distribution codes, ranging from 1 to 9, will be used as classification <strong>for</strong><br />

infestation level. The Infestation Level is the relative infestation level of low,<br />

medium and dense. The distribution codes used to determine the infestation<br />

level are summarized as follows:<br />

1-3 = Light or Low (less than 25% of a 400 m2 plot)<br />

4-6 = Medium (sporadic to well spaced patches)<br />

7-9 = Dense (continuous uni<strong>for</strong>m to dense occurrence)<br />

Maps will be prepared to show the location of the Survey Units and the<br />

Infestation Polygons and Points.<br />

Two spatial data attribute tables will be created, one <strong>for</strong> polygons and one <strong>for</strong><br />

points. Each polygon will be numbered sequentially and each point will be<br />

numbered sequentially with a unique identifier number. The tables will contain the<br />

following (as a minimum):<br />

<strong>Invasive</strong> <strong>Species</strong> Polygon Attribute Table:<br />

Attribute Name Description<br />

Example Value<br />

OBJECTID_1 Unique identifier used by software 2<br />

SUBCLASS Polygon category used by software POLY<br />

SITE Unique site identifier (polygon number/ID) 13<br />

SP1 Primary invasive species (by IP Code) SL<br />

SP1_DIST Primary IP distribution ranking 4<br />

SP1_DENS Primary IP density ranking 2<br />

SP2 Secondary invasive species SB<br />

SP2_DIST Secondary IP distribution ranking 5<br />

SP3 Tertiary invasive species HI<br />

SP3_DIST Tertiary IP distribution ranking 5<br />

SP4 Quaternary invasive species HO<br />

SP4_DIST Quaternary IP distribution ranking 2<br />

COV IP site cover (percent) 40<br />

NOTES Pertinent site in<strong>for</strong>mation HO is at GPS<br />

PT 365<br />

INV_DATE Field survey date Oct 4<br />

Photos Site photo name Oct. 5 pic 13<br />

ECO Dominant ecosystem in the site IMF_BLM<br />

SB_LEVEL Scotch broom infestation level Medium<br />

Page 6 of 18


HI_LEVEL Himalayan blackberry infestation level Medium<br />

EI_LEVEL English ivy infestation level Low<br />

SL_LEVEL Daphne laurel infestation level Medium<br />

HO_LEVEL English holly infestation level Low<br />

AREA Area of site in hectares 1.45<br />

named_site site name (if available) Bivouac 2<br />

point_site Point sites contained in polygon 12, 14<br />

centroid_x Site polygon UTM easting coordinate 463861.59<br />

centroid_y Site polygon UTM northing coordinate 5360087.68<br />

Shape_Leng site perimeter (meters - software use) 522.61<br />

Shape_Area site area (square meters - software use) 14533.62<br />

<strong>Invasive</strong> <strong>Species</strong> Point Attribute Table:<br />

Attribute Name Description Example Value<br />

OBJECTID_1 Unique identifier used by software 2<br />

Site Unique site identifier (point number/ID) 1<br />

GPS_PT GPS waypoint number 4<br />

Eco Dominant ecosystem in the site MF<br />

SP1 Primary invasive species (by IP Code) EI<br />

SP1_Dist Primary IP distribution ranking 7<br />

SP1_Dens Primary IP density ranking 2<br />

SP2 Secondary invasive species HO<br />

SP2_Dist Secondary IP distribution ranking 4<br />

SP3 Tertiary invasive species SL<br />

SP3_Dist Tertiary IP distribution ranking 1<br />

SP4 Quaternary invasive species SB<br />

SP4_Dist Quaternary IP distribution ranking 1<br />

Area Area of site in square meters 100<br />

Photos Site photo name (if available) Oct 4 Pic 13<br />

<strong>No</strong>tes Pertinent site in<strong>for</strong>mation HO has berries<br />

INV_ DATE_ Field survey date Oct 4th<br />

COV IP site cover (percent) 90<br />

Polygon_si Polygon site number point occupies 12<br />

POINT_X Site UTM easting coordinate 463637.42<br />

POINT_Y Site UTM northing coordinate 5360053.09<br />

II. Preparation of an <strong>Invasive</strong> <strong>Species</strong> <strong>Inventory</strong> Report<br />

The <strong>Invasive</strong> <strong>Species</strong> <strong>Inventory</strong> Report will summarize the findings of the<br />

invasive species inventory, outline the methods used to conduct the inventory,<br />

and discuss the findings. It will contain maps, photos, survey field <strong>for</strong>ms, the<br />

polygon and point spatial data and attribute tables, and a description of the<br />

inventory database.<br />

III. Prioritization/Ranking of <strong>Species</strong> and Management Objectives<br />

All invasive species found will be ranked, species to species, using the BC Core<br />

Page 7 of 18


Ranking Criteria. <strong>Species</strong> will be ranked according to their biology, ecology,<br />

species impact and management potential, and then given an overall ranking.<br />

Target species <strong>for</strong> management are Scotch broom (Cytisus scoparius), Daphne<br />

(Daphne laureola), English ivy (Hedera helix), English holly (Ilex aquifolium),<br />

Common Hawthorn (Crataegus monogyna) and Himalayan blackberry (Rubus<br />

armeniacus). Other plants that are considered noxious weeds under the BC<br />

Weed Control Act and infestations of other significant invasive plant species<br />

(trees, shrubs, herbs or grasses) encountered should also prioritized.<br />

The priority management objectives are: reducing invasive plant cover in areas<br />

with known locations of species at risk, and eradicating invasive species that are<br />

not common at Macaulay Point.<br />

IV. Developing <strong>Invasive</strong> Plant Treatment Units<br />

Based on the infestation in<strong>for</strong>mation and recommended treatments, the property<br />

will be divided into a logical number of <strong>Invasive</strong> Plant Treatment Units (Treatment<br />

Units) (geographic areas that fulfill one or more management objectives).<br />

Treatment Units will be based on ecosystem type, invasive species that occur in<br />

the ecosystem and average percent cover of the invasive species.<br />

A Treatment Unit may include one or more polygons of invasive species.<br />

Treatment Unit boundaries shall be selected to facilitate easy layout in the field,<br />

such as roads and trails, streams, fences, openings and stand boundaries.<br />

Maximum Treatment Unit size should be small enough to facilitate treatment<br />

implementation (up to 2 hectares, unless otherwise approved by the Project<br />

Authority).<br />

A map and spatial data of the Treatment Units will be prepared. The map will<br />

show the location of all the <strong>Invasive</strong> Plant Treatment Units with each Unit having<br />

a unique identification number.<br />

Priority sites <strong>for</strong> treatment will be ranked by: the priority ranking of the invasive<br />

plant species, management goal(s)/objective(s), habitat sensitivity and ease of<br />

access <strong>for</strong> treatment.<br />

The spatial data attribute table will contain the following <strong>for</strong> each Treatment Unit<br />

polygon at a minimum:<br />

<strong>Invasive</strong> <strong>Species</strong> Treatment Unit Attribute Table:<br />

Attribute Description<br />

Example<br />

Name<br />

TRMT_UNIT One or more inventory polygons that contain 2<br />

similar percent cover of the same invasive<br />

species. Each TU will have a unique identifier.<br />

Mgmt_Pr Order of importance <strong>for</strong> treatment 1<br />

TU_Infest Average infestation level of treatment unit. Medium<br />

Sites <strong>Inventory</strong> polygon sites 43<br />

Points <strong>Inventory</strong> point sites 19<br />

TR_Limit Factors that may affect Treatment SAR<br />

Page 8 of 18


Attribute Description<br />

Example<br />

Name<br />

ECO_Type Dominant ecosystem in the Treatment Unit Coastal Bluff<br />

Rest_Pre Restoration prescription <strong>for</strong> treatment unit Replace<br />

moss and<br />

lichen<br />

Area_ha Area of treatment unit in hectares 1.45<br />

V. Developing an <strong>Invasive</strong> <strong>Species</strong> Treatment Plan<br />

The Treatment Plan will include:<br />

Discussion of how the Treatment Plan was developed;<br />

Discussion of the priority sites <strong>for</strong> management;<br />

Description of the ranking by invasive species;<br />

General treatment methods and timing <strong>for</strong> each priority species based on<br />

well established practices in invasive plant species control;<br />

Special considerations or limitations to treatment (<strong>Species</strong> at Risk, access,<br />

etc. - a map showing location of all known species at risk will be provided);<br />

Special consideration of existing site-specific established vegetation<br />

management practices including lawn and grass mowing, and flail mowing<br />

of trail edges. These existing practices should be assessed to determine if<br />

they meet best management practices <strong>for</strong> vegetation control methods and<br />

timing;<br />

Recommendations <strong>for</strong> invasive debris biomass removal;<br />

Estimated costs and labour. <strong>No</strong>te that an estimated 30-40 person-days<br />

have been committed annually <strong>for</strong> work in the DND portion of the property<br />

Restoration prescriptions. These prescriptions will be site specific and will<br />

provide recommendations on 1) restoring habitat that was affected by the<br />

presence and/or removal of invasive species and 2) preventing further<br />

invasive species infestations;<br />

A map showing the areas to be treated;<br />

Geodatabase containing spatial data and metadata. Detailed spatial data<br />

requirements are provided in appendix A.<br />

5.0 Deliverables<br />

The deliverables will include the following:<br />

1) The <strong>Invasive</strong> <strong>Species</strong> <strong>Inventory</strong> Report.<br />

2) The <strong>Invasive</strong> <strong>Species</strong> Treatment Plan.<br />

3) Spatial data to support the two reports.<br />

The specific requirements <strong>for</strong> these deliverables are described in the Work to be<br />

Done section.<br />

The deliverables will include:<br />

Three hard copies of the <strong>Invasive</strong> <strong>Species</strong> <strong>Inventory</strong> Report and <strong>Invasive</strong><br />

<strong>Species</strong> Treatment Plan and maps.<br />

Electronic copies of the <strong>Inventory</strong> Report (Word & PDF) and Treatment<br />

Plan (Word & PDF),<br />

Page 9 of 18


Maps in JPG or PDF <strong>for</strong>mat plus ESRI ArcGIS 10.0 MXD<br />

Spatial data (ESRI ArcGIS 10.0 geodatabase <strong>for</strong>mat).<br />

o One project geodatabase containing at a minimum, three feature<br />

classes. These feature classes are: <strong>Invasive</strong> plant inventory<br />

polygons; invasive plant inventory points; invasive plant treatment<br />

units.<br />

o These three feature classes will contain metadata (as per ISO-NAP<br />

standards) and will indicate how polygons and points were created<br />

(GPS and/or digitized), and the accuracy of the spatial data.<br />

o All other feature classes delivered as part of the project<br />

geodatabase will contain, at a minimum, brief metadata to describe<br />

the data and its purpose.<br />

o All spatial data will be in UTM Zone 10, NAD 83 <strong>for</strong>mat.<br />

o All feature classes must have a clean topology (no gaps between<br />

polygons, no overlapping features, etc.).<br />

o Detailed spatial data requirements are provided in Appendix A. All<br />

spatial data must con<strong>for</strong>m to the specification provided in Appendix<br />

A.<br />

6.0 In<strong>for</strong>mation available to the successful contractor<br />

The Macaulay Point Natural Areas Management Plan (Polster 2009)<br />

7.0 Meetings<br />

A pre-work meeting will be held with the successful candidate prior to work being<br />

initiated. The project and expectations will be discussed.<br />

Considerations <strong>for</strong> Working at Macaulay Point<br />

<br />

<br />

<br />

To reduce the risk to some species at risk, a number of sensitive areas<br />

have been declared as <strong>No</strong>-Go Zones. These <strong>No</strong>-Go Zones are fenced<br />

and signed. Access to these areas may be required, and shall be<br />

discussed with DND prior to entry.<br />

Care must also be taken to limit damage to species at risk not contained<br />

within the fenced areas.<br />

Federal or Provincial listed species shall not be removed from the property<br />

<strong>for</strong> sampling purposes.<br />

Qualifications<br />

<br />

<br />

<br />

<br />

<br />

Experience in invasive plant management in coastal British Columbia.<br />

Demonstrated experience with GIS and mapping<br />

Demonstrated experience in invasive plant surveys<br />

Demonstrated experience in preparing operational treatment<br />

plans/prescriptions<br />

Knowledge of ecological restoration<br />

Page 10 of 18


8.0 Schedule<br />

The Proposed schedule <strong>for</strong> this Work is as follows:<br />

<strong>RFP</strong> issued on January 3, 2<strong>01</strong>3<br />

<strong>RFP</strong> closes on January 25, 2<strong>01</strong>3<br />

Final Report due on March 15, 2<strong>01</strong>3<br />

It is the Township’s expectation that work will progress in an organized and timely<br />

manner.<br />

9.0 Proposal Enquiries<br />

All enquires should be written and emailed directly to:<br />

Rick Daykin, Manager of Parks & Facilities Services<br />

Email: Rick.Daykin@esquimalt.ca<br />

10.0 Proposal Requirements<br />

The Proponent shall provide the following in<strong>for</strong>mation:<br />

Title page:<br />

o Reference the <strong>RFP</strong> number and title, the firm’s address, the name<br />

and number of the contact person and the date of the Proposal.<br />

Transmittal Letter:<br />

o A signed letter briefly stating the Proponent’s understanding of the<br />

services required, benefits they bring to the Project, the<br />

commitment to per<strong>for</strong>m the services as requested and confirmed<br />

receipt of all addenda, if applicable.<br />

Table of Contents<br />

Section 1 - Executive Summary<br />

Section 2 - Understanding of the Scope of Work:<br />

o Develop a narrative demonstrating the Proponent’s clear<br />

understanding of the objectives and expected deliverables of the<br />

Work, detail any assumptions the Proponent has made preparing<br />

the Proposal. Include here, any other services not identified in the<br />

Scope of Work.<br />

Section 3 - Work plan and Methodology:<br />

o In<strong>for</strong>mation providing details. The Proposal should be clear and<br />

concise with a methodology and corresponding task list detailing<br />

steps to; fully understand all issues and concerns, and address how<br />

all aspects of the Scope of Work will be carried out.<br />

Section 4 - Schedule:<br />

Page 11 of 18


o Provide a schedule that shows completion of the work.<br />

Section 5 – Proponents and staff qualifications and roles:<br />

o The Proponent shall provide in<strong>for</strong>mation on key individuals that will<br />

be undertaking this Work. This in<strong>for</strong>mation should highlight how the<br />

various individuals will be involved in the Project and their relevant<br />

experience. If a sub-consultant/contract is also to be utilized, this<br />

in<strong>for</strong>mation should also to be supplied.<br />

Section 6 - References:<br />

o Provide a minimum of 3, maximum of 5 reference projects that are<br />

similar in nature. In<strong>for</strong>mation should provide details on past projects<br />

the Proponent has completed that are similar to this project and<br />

demonstrate the Proponent’s suitability. Each reference shall<br />

contain the following:<br />

• Name of the contact person.<br />

• Position of contact person held in the previous project<br />

• Phone number and email address<br />

• Project name/description/cost of project<br />

Section 7 - Quotation:<br />

o Quotation to complete the works.<br />

11.0 Evaluation Criteria<br />

The following criteria outlined below will be utilized in the evaluation of the<br />

<strong>Proposals</strong>.<br />

<br />

<br />

<br />

<br />

<br />

Project Methodology and Task list – 20 points<br />

Experience and Capacity– 20 points<br />

Cost of Project – 30 points<br />

Schedule – 20 points<br />

Past per<strong>for</strong>mance of Proponent– 10 points<br />

12.0 General Instructions<br />

The following instructions, terms and conditions apply to all <strong>Proposals</strong> related to<br />

this <strong>Request</strong> <strong>for</strong> Proposal.<br />

12.1 The Corporation of The Township of Esquimalt expressly reserves rights<br />

to the following:<br />

12.1.1 To accept any Proposal;<br />

12.1.2 To reject any and/or all irregularities in the Proposal submitted;<br />

12.1.3 To reject any and/or all <strong>Proposals</strong>;<br />

12.1.4 To accept a Proposal that is not the lowest cost;<br />

Page 12 of 18


12.1.5 To make decisions with due regard to quality of service and<br />

experience, compliance with requirements and any other such<br />

factors as may be necessary in the circumstances;<br />

12.1.6 To work with any Participant who’s Proposal, in the opinion of the<br />

Management, is in the best interest of The Township.<br />

12.1.7 To cancel or reissue the <strong>RFP</strong>.<br />

12.2 All <strong>Proposals</strong> must be submitted to the Parks and Recreation Services<br />

Department. <strong>Proposals</strong> are to be in one sealed envelope or appropriate<br />

packaging, containing THREE (3) copies, addressed to:<br />

Rick Daykin, Manager of Parks & Facilities Services<br />

Corporation of the Township of Esquimalt<br />

527 Fraser Street<br />

Esquimalt, British Columbia<br />

V9A 6H6<br />

The name and address of the Proponent must appear on the outside of<br />

the packaging, the packaging must display the <strong>Request</strong> <strong>for</strong> Proposal title,<br />

due date and time.<br />

Due Date and Time<br />

January 25, 2<strong>01</strong>3 2:00 PM local time<br />

12.3 A Proposal will not be considered if it is deemed to be incomplete in any<br />

fashion or unsigned by the appropriate authority.<br />

12.4 Any Proposal received after the hour and date specified will not be<br />

considered and will be returned unopened.<br />

12.5 Telephoned, e-mailed and faxed <strong>Proposals</strong> will not be accepted.<br />

12.6 Modification of a Proposal after <strong>RFP</strong> closing date will result in the return of<br />

the Proposal.<br />

12.7 Any contract that may be entered into as a result of this Proposal will be<br />

subject to the laws of the Province of British Columbia.<br />

12.8 It is the responsibility of the Proponent to thoroughly examine these<br />

documents and satisfy itself as to the full requirements of this <strong>RFP</strong>.<br />

Page 13 of 18


12.9 While The Township has used considerable ef<strong>for</strong>t to ensure an<br />

accurate representation of in<strong>for</strong>mation in this <strong>RFP</strong>, the in<strong>for</strong>mation contained<br />

herein is supplied solely as a guideline <strong>for</strong> Proponents. The in<strong>for</strong>mation is not<br />

guaranteed to be accurate, nor is it necessarily comprehensive or exhaustive.<br />

The Township will assume no responsibility <strong>for</strong> any oral in<strong>for</strong>mation or<br />

suggestion(s).<br />

12.10 Proponents are solely responsible <strong>for</strong> their own expenses in preparing<br />

a response and <strong>for</strong> subsequent negotiations, if any. If The Township elects to<br />

reject all responses, The Township will not be liable to any Proponent <strong>for</strong> any<br />

claims, whether <strong>for</strong> costs or damages incurred by the Proponent in preparing the<br />

response, loss of any anticipated profit in connection with any final contract, or<br />

any other matter whatsoever.<br />

12.11 All documents, reports, proposal submissions, working papers or other<br />

materials submitted to The Township shall become the sole and exclusive<br />

property of The Township and as such, are subject to Freedom of In<strong>for</strong>mation<br />

Legislation. To request documentation confidentiality, proponents must submit a<br />

covering letter, with their proposal, detailing the specifics of their request.<br />

12.12 Except as expressly and specifically permitted in these General<br />

Instructions to Proponents, no Proponent shall have any claim <strong>for</strong> any<br />

compensation of any kind whatsoever, as a result of participating in the <strong>RFP</strong>, and<br />

by submitting a proposal each Proponent shall be deemed to have agreed that it<br />

has no claim.<br />

12.13 The Proponent warrants that the Proponent is not employed by The<br />

Township, nor is an immediate relative of such an employee, if the goods or<br />

services to be supplied under this Proposal are intended to be supplied to the<br />

department in which such employee works.<br />

12.14 If the Proponent is a company, the Proponent warrants that none of its<br />

officers, directors or employees with authority to bind the company is an<br />

immediate relative of employees of The Township, if the goods or services to be<br />

supplied under this proposal are intended to be supplied to the department in<br />

which such employee works.<br />

Page 14 of 18


12.15 In this section “Immediate Relative” means a spouse, parent, child,<br />

brother, sister, brother-in-law, or sister-in-law or a municipal employee.<br />

12.16 If any director, officer, employee, agent or other representative of a<br />

Proponent makes any representation or solicitation to any Mayor, Councillor,<br />

officer or employee of The Township with respect to the Proposal, whether be<strong>for</strong>e<br />

or after the submission of the Proposal, The Township shall be entitled to reject<br />

or not accept the Proposal.<br />

12.17 The key personnel named in the Proponents <strong>RFP</strong> response, shall<br />

remain in these key positions throughout the project. In the event that key<br />

personnel leave the firm, or <strong>for</strong> any unknown reason are unable to continue<br />

fulfilling their role, the Proponent must propose a suitable replacement, and<br />

obtain written consent from The Township. Acceptance of the proposed<br />

replacement is at the sole discretion of The Township.<br />

12.18 Any and all addendums to this <strong>RFP</strong> opportunity will be <strong>for</strong>warded to all<br />

prospective Proponents. It is the sole responsibility of participants to ensure<br />

they have provided accurate contact in<strong>for</strong>mation to receive all addendums prior<br />

to <strong>RFP</strong> closing.<br />

12.19 Proponents responding to this competitive process agree to the terms<br />

and conditions of the Proposal opportunity as issued by The Township.<br />

Submissions shall not contain any alterations to the posted document other then<br />

entering data in the spaces provided or including attachments as necessary.<br />

Participants who alter the document as issued may be disqualified from this<br />

competition.<br />

12.20 The Proponent shall indemnify and save harmless The Township and<br />

its officials, officers, employees and agents from any claim, lawsuit, liability, debt,<br />

demand, loss or judgment (including costs, defence expense and interest)<br />

whatsoever and howsoever arising either directly or indirectly as a result of the<br />

granting of this contract or the use of The Township’s property or facilities.<br />

12.21 The Proponent shall waive all rights or subrogation or recourse against<br />

The Township as a result of the granting of this contract or the use of The<br />

Township’s property or facilities.<br />

Page 15 of 18


12.22 The Proponent shall indemnify and pay The Township promptly, on<br />

demand <strong>for</strong> any loss or damage to The Township’s property and facilities arising<br />

either directly or indirectly as a result of the use of the property or facilities under<br />

the terms of this contract.<br />

12.23 The successful proponent must possess an inter-municipal or nonresident<br />

business licence and will be required to provide evidence of same.<br />

12.24 The Proponent must be registered and remain in good standing,<br />

throughout the terms of this contract with the WorkSafe BC and will be required<br />

to provide evidence of same.<br />

12.25 INSURANCE<br />

The Proponent shall, at their own expense, provide and maintain until the<br />

completion of the Project the following insurance in a <strong>for</strong>m acceptable to The<br />

Township with an insurer licensed in British Columbia:<br />

12.25.1.1 Comprehensive General Liability Insurance<br />

$2,000,000.00<br />

12.25.1.2 Professional Liability<br />

$1,000,000.00<br />

The Proponent shall provide and maintain Comprehensive General Liability<br />

Insurance with a minimum limit of $2,000,000 and Professional Liability with a<br />

minimum limit of $1,000,000 inclusive per occurrence, <strong>for</strong> bodily injury, death and<br />

property damage.<br />

Such policy shall include:<br />

The Township and its officers, employees, officials, agents, representatives and<br />

volunteers as Additional Insured<br />

Cross liability and a waiver of subrogation or recourse against The Township<br />

Thirty (30) days prior written notice of cancellation or reduction in coverage in<br />

favour of The Township, to be delivered by registered mail to the attention of the<br />

Risk Manager at the address of Municipal Hall.<br />

The Proponent shall be responsible <strong>for</strong> any deductibles or reimbursement<br />

clauses within the policy.<br />

The Proponent shall provide The Township with a Certificate of Insurance prior to<br />

the commencement of the Proponent programs and within two weeks of the<br />

Page 16 of 18


expiry date of the policy to evidence renewal of the policy and continuous<br />

coverage.<br />

The Township shall be under no obligation to verify that the coverage<br />

outlined in Clause 12.25.2 is adequate <strong>for</strong> the needs of the Proponent.<br />

12.26 All <strong>Proposals</strong> shall be irrevocable to remain open <strong>for</strong> acceptance <strong>for</strong> at<br />

least (60) sixty days after closing time, whether or not another Proposal has been<br />

accepted.<br />

12.27 BEST OFFER<br />

12.27.1 The Township will notify the successful Proponent that its Proposal has<br />

been selected as the Best Offer.<br />

12.27.2 A contract is <strong>for</strong>med only when the owner issues a purchase order to<br />

the selected Proponent who has submitted the Best Offer.<br />

Page 17 of 18


Appendix A<br />

Geospatial Data Requirements<br />

Data Collection.<br />

There are a number of approaches to capturing digital data that can be<br />

employed, including digitizing features from maps or aerial photographs, and<br />

differential Global Positioning System (dGPS) collection. When digitizing features<br />

from maps or photographs, the source, scale, date and methods should be<br />

recorded in the Metadata. When using dGPS collection, the dGPS unit type,<br />

averaging method, post processing and other criteria should be recorded in the<br />

Metadata. dGPS collection methods should follow the BC Standards,<br />

Specification and Guidelines <strong>for</strong> Resource Surveys Using Global Positioning<br />

System (GPS) Technology - Release 4.0. The required horizontal and vertical<br />

position accuracy is 1 metre or better at the 95% confidence level <strong>for</strong> each (the<br />

level of accuracy should be discussed with the DND Project Manager prior to<br />

data collection to ascertain the project specific requirements).<br />

All spatial data shall be geo-referenced and provided in the following standard<br />

projection:<br />

a. Projection: Universal Transverse Mercator<br />

b. Datum: <strong>No</strong>rth American Datum 1983<br />

c. Spheroid: GRS 1980<br />

d. False Easting: 500,000<br />

e. False <strong>No</strong>rthing: 0<br />

f. Units: Meters<br />

The vertical position component (Z) shall be the orthometric height referenced to<br />

the Canadian Geodetic Vertical Datum of 1928 (CGVD28) with the height<br />

expressed in metres.<br />

Data Submission<br />

1. All geographic data generated in the course of a project shall be delivered as<br />

an ArcGIS 10.0 file geodatabase.<br />

2. All geospatial data must be accompanied with associated metadata in<br />

accordance with the <strong>No</strong>rth American Profile (NAP) of International Standard on<br />

Geographic In<strong>for</strong>mation. Canadian General Standards CAN/CGSB-171.100-2009<br />

- <strong>No</strong>rth American Profile of ISO 19115: 2003 Geographic In<strong>for</strong>mation - Metadata<br />

(NAP - Metadata). <strong>No</strong>te the following exception to con<strong>for</strong>mance with this<br />

standard:<br />

- ArcCatalog should be utilized to create and manage metadata. As this<br />

application does not currently meet the standard requirements, metadata should<br />

be created in accordance with NAP - Metadata whenever possible within the<br />

software constraints.<br />

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