PURCHASING SECTION
th
6645 – 148 Street, Surrey, B.C. V3S 3C7
Tel: 604-590-7274 Fax: 604-599-0956
E-mail: purchasing@surrey.ca
ADDENDUM 2
REQUEST FOR PROPOSALS (RFP) No.:
TITLE:
ADDENDUM ISSUE DATE:
(REVISED) CLOSING DATE AND TIME:
1220-030-2011-039
PROJECT MANAGEMENT SERVICES
NEW CITY HALL
OCTOBER 06, 2011
ON OR BEFORE THE FOLLOWING DATE AND
TIME (THE “CLOSING TIME”):
TIME: 3:00 P.M. (local time)
DATE: OCTOBER 14, 2011
INFORMATION FOR PROPONENTS
The following information is provided to answer questions raised by Potential Proponents for the above
name project, to the extent referenced and shall become a part thereof. No consideration will be allowed
for extras due to the Proponent or any sub-Proponent not being familiar with this addendum. This
Addendum 2 contains two (02) pages in total.
QUESTIONS AND ANSWERS
Q.1:
Please specifically name the five (5) Departments that are referenced within Addenda
# 1 as moving to the NCH under the terms of this Project.
A.1:
1. Planning and Development, 2. Parks Recreation and Culture, 3. Engineering, 4.
City Managers, and 5. Finance, Technology and HR.
Q.2:
What are the future plans, if any, for the remaining Departments that are not being
moved? Is the Project Manager under this RFP to address anything at all with respect to
those Departments who are not moving (e.g. disrupted workflows / adjacencies)?
A.2:
No departments are currently planned to remain at the present City Hall.
-2–
Q.3:
This RFP for a Project Manager appears to also require the provision of a separate
Quality Assurance Manager (reference Schedule C-3(vi)). Please confirm whether this
is the RFP’s intent or, if not, whether it is acceptable for quality matters to be addressed
by the Project Manager, as applicable.
A.3:
It is acceptable for quality matters to be addressed by the Project Manager. There
is no intent to have a separate Quality Assurance Manager.
Q.4:
To facilitate an appropriate response, it would be helpful if you could provide:
1) An organization chart within which the Organizational Change Manager resides. If a
focussed organization chart does not exist, it would be helpful to send the organization
chart for the City of Surrey indicating where the Organizational Change Manager is
located. Understanding this structure will enable me to identify what team (if any) is
required to provide the appropriate level of Project Management Services (i.e. it is not
stated what project team may or may not be available within City of Surrey’s current
organization structure). Further, this will also enable me to identify appropriate ‘owner’s’,
‘sponsor’s’ and potential ‘sign-off’ persons/groups.
The City’s organization chart is available on its web site. The Project Manager will
be physically located in HR and will report to an internal project team of 4 people
(GM Finance, GM HR, Manager IT and Manager Facilities). This team reports to
the City Manager on this project.
2) A high-level plan of the actual construction effort of the chosen construction company.
This is required to develop a sensible, high-level schedule re appropriately ‘phased’
migration of City of Surrey personnel, technology, services etc.
The new City Hall is to be fully operational in September 2013. Full details will be
provided to the successful proponent.
3) The RFP talks to managing a program. This term is often used interchangeably with
‘project’ however. Can you please advise if this is a single project or indeed a program
comprising a number of anticipated projects that all need to be planned, sequenced,
paced etc. Or is the composition of how to effect the move to NCH not fully known?
The Program is the programming of the new City Hall. The Program consists of a
series of projects that need to be planned, sequenced and paced.
All Addenda will become part of the RFP Documents.