The Corporation of the Town of Marathon
REQUEST FOR PROPOSAL (RFP)
“Equipment Reliability & Energy Assessment”
PURPOSE
The Town of Marathon (the Owner) is seeking a proposal for the supply and delivery of
a comprehensive, investment grade equipment efficiency and energy audit from a
qualified consultant or engineer (the Proponent) for the Marathon Recreation Complex.
The expected outcome of the assessment is to obtain a normalized baseline of energy
usage for the existing facility. This baseline will then be used to propose
recommendations for energy saving facility upgrades. The baseline will also be used to
verify energy savings from system upgrades after construction.
The energy audit shall also address mechanical reliability issues in the pool and the
arena, as well as the remainder of the facility. The final report shall also identify key
equipment which is in need of immediate replacement or upgrade, to ensure the facility
operation will remain reliable for the immediate future.
Various funding programs are available to be utilized in Ontario as an incentive toward
energy savings. It is expected that Proponents have a working knowledge of these
programs in order to leverage the maximum amount of incentive funding available.
BACKGROUND
The Marathon Recreation Complex (the Complex) is a 42,000 square foot multi-purpose
facility, located at 16 Peninsula Road in Marathon, Ontario. The Complex features a
five lane 25 meter swimming pool with change rooms, a theatre, and an artificial ice
surface (185 ft x 85 ft) with dressing rooms. The Town of Marathon has recently
experienced numerous issues with the mechanical equipment, as this equipment is
nearing the end of its life cycle. The mandate is to assess the mechanical systems
serving the facility, and make recommendations for replacement or upgrades to ensure
these systems are reliable. In addition, an energy audit will be performed on the entire
facility to determine where energy and utility costs can be reduced.
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SUBMISSION REQUIREMENTS AND DEADLINE
SUBMISSIONS
Each Proponent is required to submit the following:



Two (2) signed & sealed hardcopies of Technical Submission - Envelope #1
Two (2) signed & sealed hardcopies of Financial Submission - Envelope #2
One (1) electronic copy of reports on CD or USB Stick shall be submitted
Faxed or E-Mail submissions will not be accepted.
If documents are being submitted via courier, the outside envelope must indicate that
the contents are proposal submission documents and it shall be the Proponents
responsibility to ensure the proposal is received at the stated location and before the
closing time.
Delivery of the proposal submission envelopes/package through a courier service shall
be the responsibility of the Proponent and shall result in the submission being rejected,
unopened where:


Proposal submission envelopes/package is delivered to a location other than that
described in the RFP prior to the closing date and time; and/or
Proposal submission envelopes/package is delivered later than the closing date
and time.
Submissions are to be received by the below referenced individual no later than 1:00
p.m. (local time), Monday, July 21, 2014:
Louise Lees, Deputy Clerk
Town of Marathon
PO Bag TM
4 Hemlo Drive
Marathon, ON
P0T 2E0
The Proponent must have the final report submitted to the Owner no later than
Friday, October 10, 2014.
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SUBMISSION CONTENT – TWO ENVELOPE SYSTEM
A two envelope system will be used for submission of proposals. All technical
information must be submitted in Envelope #1. All information relating to pricing and
rate structures must be submitted in Envelope #2.
Failure to comply with this requirement will result in the automatic rejection of the
submission. Copies of Envelope #1 and Envelope #2 may be shipped in a common
envelope, to facilitate shipping logistics.
Each envelope is to be clearly identified as Equipment Reliability & Energy Assessment:
Envelope #1 and Envelope #2.
Envelope #1: Technical Submission
The Proponent’s technical submission shall consist of the following mandatory criteria.
Proposals not meeting the criteria will receive no further consideration during the
evaluation process.
1: Applicant Cover Page
The Proponent is required to submit a cover page with the following information:

Company Name

Contact Name

Address

Telephone

Fax

Email
2: Confirmation of Terms and Conditions and Declaration Conflict of Interest
The Proponent is required to complete and submit a copy of the Confirmation of Terms
and Conditions (Appendix A-1) and Declaration of Conflict of Interest (Appendix A-2).
3: Executive Summary
An Executive Summary which describes, in a concise fashion, the Proponent’s
understanding of the required scope of work for the project. This document must
summarize the plan to perform the energy assessment and deliver a report of the
outlined services within the required response time and schedule. Confirmation that key
personnel will be available for the duration of the service contract will also be required in
this document.
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4: Organization and Industry Experience
The Proponent is to provide:

A description of the company (including a brief history) and services offered.

A short description of the ownership, organization and management structure of
the organization. Include an organization chart of the local branch that will
provide services.

Describe the experience that the organization has in the recreation sector within
the context of equipment reliability and energy assessments performed on
arenas and pools.

Each Proponent shall provide a one page description of a reference project
whereby the Proponent completed the design and engineering to overhaul a
municipal pool or pool/arena complex.
Personnel Description:

The capabilities, roles, and experience of all members of the team involved with
this project.

The name and contact information of the individual who would be the primary
point of contact for your organization during the RFP process; as well as the
names of the proposed project manager and site assessment team members.

Curriculum Vitae (maximum of two (2) 8 ½” x 11” pages, one sided, each) for all
members clearly indicating their experience, educational qualifications,
professional affiliations, number of years with the firm, and outlining relevant
experience (i.e., a summary of past projects and installations).
5: Relevant Experience
Each Proponent shall provide descriptions for at least three (3) relevant energy
assessments which have been specifically targeted towards recreational facilities, each
of which containing either a pool, or an arena. Of these projects, each Proponent is
required to provide a description of an energy assessments performed for a minimum of
two (2) pools, and two (2) arenas. Each Proponent shall also provide a one page
description of a reference project consisting of an overhaul to an arena and aquatics
facility to integrate the two systems, the Proponent’s role shall be clearly outlined, as
well as the overall scope of work for the project. Each description shall include a list of
recommended energy saving measures found at each facility. References may be
contacted to verify the listed projects. References should include:



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Name and location of the facility
Description of energy savings measures found
Contact information of the client for a verbal reference
Project Team members and roles for each project
Proponents shall utilize the Reference Information Sheets (Appendix A-3-1 and A-3-2).
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6: Work Plan and Methodology
The Proponent must provide:

A sample schedule for providing the scope of this project. Note that a detailed
schedule is required by the successful Proponent within 10 business days of
contract award. The Proponent shall be aware of the Owner’s required deadlines
and must strictly adhere to them.

Each Proponent is required to provide an explanation outlining the typical
operation of a refrigeration system serving an arena, a filtration system serving a
pool, and a dehumidification system serving a pool. The provided explanations
will be used to assess the Proponents understanding of the mechanical systems.

Description of the firm's local branch or office service strength and capabilities.
7: Proposal Submission Content
Clarity and effective presentation are required when dealing with the Owner. The
submission should be representative of the Proponent’s ability to clearly convey
information in a way that is easily understood.
Each Proponent is also to ensure all required content, as outlined in this RFP is
submitted in the manner specified.
Failure to submit all required content may result in a technical score that does
not meet the benchmark score, in which case there will be no further evaluation
of the RFP submission and Envelope #2 will be returned to the Proponent,
unopened. A strong understanding of the mechanical systems serving a pool
and an arena is essential for a successful assessment, the scoring criteria
reflects the value placed on the Proponent’s understanding of the required
services and their ability to successfully deliver.
Envelope #2: Financial Submission
The Proponents Request for Proposal submission must include the following
component:

The total fee must include all materials, labour, equipment, delivery and handling,
statutory charges, overhead and profit, other related charges, mileage, travel
time, and expenses and inclusive of all duties.

All pricing must be provided in Canadian dollars.

All sales tax must be excluded. HST is extra.
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Evaluation Criteria
All Proponents are requested to reply in a similar format as described in the
“Submission Content”. The technical scoring criteria are as follows:
DESCRIPTION OF FACTOR
A. Executive Summary
Understanding of Scope of Work
Fully Outlines Requirements of RFP
Summarizes Key Aspects of RFP Submission
Concise Timeline/Schedule Shown
WEIGHT
Section Score
1
1
1
1
4
Section Score
2
2
10
10
24
Section Score
5
5
5
5
5
25
Section Score
3
3
3
3
12
B. Organization and Industry Experience
Description of Company
Description of Management Structure
Experience in Commercial Recreation Sector
Team Member Experience and Capabilities
C. Relevant Experience
Reference #1
Reference #2
Reference #3
Reference #4
Reference #5
D. Work Plan and Methodology
Level of Detail in Schedule
Understanding of System - Refrigeration
Understanding of System - Filtration
Understanding of System - Dehumidification
E. Submission Content
Clarity of Proposal (Presentation)
Required Documentation Forms
Section Score
Technical Submission Score
Technical Submission Maximum Score
Does Proponent Meet Minimum Technical Score of70%
F. Stipulated Price
Stipulated Contract Price
Section Score
Technical Submission Score
Technical Submission Maximum Score
Total Submission Score
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2
3
5
70
Yes/No
30
30
30
GENERAL
These terms, conditions and specifications are intended to govern the provision of a
comprehensive equipment reliability and energy audit of the facility.
Every effort to safeguard the confidentiality of each proposal submission shall be made.
CONFLICT OF INTEREST
Due to a possible conflict of interest, Proponents must provide a list of any and all
relationships with product manufacturers, suppliers and soft service vendors that could
be perceived as being a conflict of interest with respect to the scope of work and any
pending recommendations. The Owner will be the sole judge whether any or all of the
information provided is a conflict of interest whether it is deemed real or perceived. If it
is deemed that a conflict exists then your bid will be disqualified.
WITHDRAWAL
The Owner reserves the right to withdraw, at its discretion, this proposal at any time and
shall not be liable for any expense, cost, loss or damage incurred or suffered by any
Proponent as a result of such withdrawal.
PRICES WILL NOT BE READ OUT
Proposals will not be opened publicly and prices will not be read out at any time. Only
bidder's names and receipt of documents will be acknowledged.
TIME OPEN FOR ACCEPTANCE
This proposal is irrevocable and is to continue open for acceptance by the Owner for a
period of ninety (90) calendar days after the date and time set for submission of proposal.
The Owner may at any time within the above ninety (90) calendar day period accept this
proposal whether or not any other proposal has previously been accepted.
AWARD
The Owner will review all proposals, evaluate the proposals based upon the evaluation
criteria outlined in the chart and will be the sole judge of the merit of each proposal
submitted. The Owner reserves the right to select any or all components of the
proposal to the best overall value and advantage to the Owner.
REJECTION OF PROPOSALS
The Owner reserves the right to reject any, or any part of, or all proposals and also
reserves the right to award a contract to other than the bidder submitting the lowest total
acquisition cost.
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RESPONSE COSTS
All work related to this RFP and materials supplied by Proponents and any oral
presentations to this RFP will be without cost to the Owner. This proposal call does not
commit the Owner to award a contract.
SERVICES REQUIRED
The Proponent is deemed to have familiarized themselves with the requirements of the
Owner. Proponents shall not claim any misunderstanding of the project requirements.
TREATMENT OF INFORMATION
The information collected will be used solely for the purposes stated in this Request. Any
information submitted by a Proponent that is to be considered confidential must be clearly
marked as such.
The Proponent does, by the submission of a Proposal, accept that the information
contained in it will be treated in accordance with the process set out in this section of the
RFP.
OWNERSHIP OF SUBMISSION MATERIAL
The Proponent, in consideration of the right to bid being extended and by responding,
releases all rights to the bid documents, which, on acceptance by the Owner, become
the property of the Owner.
INCURRED COSTS
The Owner will not be liable nor reimburse any Proponents for costs incurred in the
preparation of bids, or any other services that may be requested as part of the
evaluation process.
LEGAL COMPLIANCE
The contract resulting from the RFP shall be governed by, subject to and interpreted in
accordance with the laws of the Province of Ontario; e.g. the Sale of Goods Act. The
successful Proponent will also be required to comply with all local, municipal, provincial
and federal license requirements, laws, regulations, ordinances and codes as amended.
VENDOR DEFAULT
In cases of vendor performance default, the Owner shall, at their discretion, procure the
product(s)/service(s) from other sources and hold the vendor responsible for any cost
incurred including, but not limited to, excess cost of handling charge. The Owner
designee reserves the right to cancel the contract with the defaulted vendor and
negotiate with an alternative bidder or call a new RRP. The Owner designee shall have
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the right to remove any vendor who defaults on any contract with the Owner from its
current and future bidder listings.
COMPREHENSIVE REPORT CONTENT
The audit shall be a comprehensive assessment used to identify energy savings
opportunities and energy cost savings.
Report/Analysis Content - General
The comprehensive assessment report shall contain as a minimum the following items:
o
Executive Summary
o
Overview
o
Facility overview
o
Energy profile
o
Power profile analysis (true average 15 minute intervals for both the main service
as well as the compressor plant)
o
Real time usage and time of use energy analysis
o
Metering based energy and demand breakdown
o
Complete inventory of all pool and arena equipment and its energy consumption
o
Detailed performance analysis of refrigeration plant including: compressors,
chillers, condensers, piping arrangements and automation.
o
Analysis of building mechanical systems
o
Statistical analysis of energy consumption to develop energy usage baseline
o
Electrical and thermal load breakdown
o
Historical billing analysis from utility invoices
o
Utility rates, energy costs, emission factors review
o
Expenditure review
A section of the analysis and report shall comprise of best practices survey specific for
arena facilities. Comparisons of operational methods between the facility and other
similar facilities will be completed. An evaluation of energy intensity in the facility shall
be produced from the load inventory. This will be compared to similar facilities to show
the potential for energy reduction in the facility. Operational improvement shall be
highlighted with recommended improvements as these pertain to an arena operation.
Energy Savings Opportunities
An energy savings opportunities overview shall be developed including a financial
analysis. A summary table identifying all energy savings opportunities is to be included
in the report.

All energy savings opportunities complete with estimated savings calculations,
installation costs, assumptions and payback analysis must be included.

Description of current operating conditions, including equipment specs, hours of
operation or life cycle stage as well as age in years of the pool and arena
equipment.

Detailed calculations, supporting data and assumptions can be captured in an
appendix to the report.
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



Recommended modifications to the refrigeration, filtration and dehumidification
sequence of operations including specific refrigeration, filtration, dehumidification
and heating equipment upgrades and comparisons to new technology.
Potential for GHG emissions reductions and environmental savings.
Points of interest and suggestions for minor improvement.
Description of current operation usage times and description of improved
schedules.
Recommended retrofits shall be explained in detail. A next step plan shall be provided
outlining the requirements to proceed with the retrofits. Schematics shall be included
where applicable.
Potential government and utility funding for energy retrofits shall be researched and
included in the opportunities section of the report.
The audit shall include an onsite data collection and inspection by an energy
assessment team for information gathering purposes and a follow up meeting, within 30
days of the completed audit, to review the results.
Included Services and Proponent Capability
The Proponent shall be capable of performing the required energy audit as well as
design and engineering oversight through to full implementation of recommended facility
improvements. This is to ensure familiarity, continuity of service and to ensure that the
Proponent understands the full scope of the retrofits.
The Proponent shall provide one (1) year of monthly post assessment energy
monitoring reports which have been normalized for weather. This shall be included in
the total price for the Project.
The Proponent shall conduct an infrared thermal scan of the building to determine major
areas of heat infiltration into the arena zone as well as other areas of concern.
The Proponent shall be familiar with requirements for applications to funding bodies that
provide incentive grants for energy efficiency retrofits. The Proponent shall assist
wherever possible with the qualification process both in report content and in applying
for funding.
END OF SPECIFICATION
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Appendix A-1: Declaration of Conflict of Interest
NO CONFLICT OF INTEREST
CONFLICT OF INTEREST (Explain Below)
______________________________________________________________________
______________________________________________________________________
______________________________________________________________________
______________________________________________________________________
______________________________________________________________________
______________________________________________________________________
______________________________________________________________________
______________________________________________________________________
I declare that the information given above is true to the best of my knowledge and belief.
Company Name:
______________________________________________________________________
Date:
______________________________________________________________________
Name of Representative:
______________________________________________________________________
Title:
______________________________________________________________________
Authorized Signature:
______________________________________________________________________
SUBMIT WITH PROPOSAL
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Appendix A-2: Confirmation of Terms and Conditions
I/we have carefully examined the documents and have a clear and comprehensive
knowledge of the requirements and have submitted all relevant data. I hereby
acknowledge that I have read, understand and agree to the Terms and Conditions as
listed.
Unless expressly indicated otherwise in the proposal, by the Owner, all the terms and
conditions of this Request for Proposal are accepted by the Provider.
I/we herein expressly waive any right of action against the Owner, its employees, agents,
arising out of or in connection with its participation in this Request for Proposal process.
I/we agree that this proposal in its entirety be irrevocable for ninety (90) days from the
date of submission of the proposal to the Owner.
Firm Name:
_______________________________________________________________
(Proponents full legal name)
Signature of Signing Officer:
_______________________________________________________________
(I have the authority to bind the Corporation)
Print Name: _____________________________________________________
Title : __________________________________________________________
Address:________________________________________________________
Postal Code: _____________________________________________________
Date: __________________________________________________________
Phone # (_____)__________________________________________________
Fax # (_____)____________________________________________________
E-Mail Address: ___________________________________________________
SUBMIT WITH PROPOSAL
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Appendix A-3-1: Reference Information Sheet
The following may be contacted to provide references regarding our firm’s experience.
Note: all references may be checked and evaluated.
Additional Client Reference to be outside of the five clients listed in Design-Build
Experience.
Project Name: __________________________________________________________
Reference Contact Name: _______________________________________________
Title: _________________________________________________________________
Company: _____________________________________________________________
Phone Number: _________________________________________________________
Email: ________________________________________________________________
Brief Explanation Regarding Past Project (s):
______________________________________________________________________
______________________________________________________________________
______________________________________________________________________
______________________________________________________________________
______________________________________________________________________
______________________________________________________________________
______________________________________________________________________
SUBMIT WITH PROPOSAL
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Appendix A-3-2: Reference Information Sheet
The following may be contacted to provide references regarding our firm’s experience.
Note: all references may be checked and evaluated.
Additional Client Reference to be outside of the five clients listed in Design-Build
Experience.
Project Name: _________________________________________________________
Reference Contact Name: ________________________________________________
Title: _________________________________________________________________
Company: _____________________________________________________________
Phone Number: _________________________________________________________
Email: ________________________________________________________________
Brief Explanation Regarding Past Project (s):
______________________________________________________________________
______________________________________________________________________
______________________________________________________________________
______________________________________________________________________
______________________________________________________________________
______________________________________________________________________
______________________________________________________________________
SUBMIT WITH PROPOSAL
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