REQUEST FOR EXPRESSIONS OF INTEREST
AND STATEMENTS OF QUALIFICATIONS
Title:
4811-708: Serpentine, Nicomekl &
Campbell Rivers - Climate Change
Floodplain Review
Reference No.:
1220-050-2011-016
FOR PROFESSIONAL SERVICES
RFEOI/SOQ 1220-050-2011-016
TABLE OF CONTENTS
1.
INTRODUCTION ..................................................................................................... 03
1.1
Purpose ............................................................................................................. 03
1.2
Definitions .......................................................................................................... 03
2.
INSTRUCTIONS TO RESPONDENTS .................................................................... 03
2.1
Closing Date and Address for Submission Delivery ........................................... 03
2.2
Information Meeting ........................................................................................... 04
2.3
Receipt of Submissions ..................................................................................... 04
2.4
Number of Copies .............................................................................................. 04
2.5
Late Submissions .............................................................................................. 04
2.6
Revisions of Submissions .................................................................................. 04
2.7
Inquiries ............................................................................................................. 04
2.8
Addenda ............................................................................................................ 05
2.9
Opening of Submissions .................................................................................... 05
2.10 Status Inquiries .................................................................................................. 05
3.
SUBMISSION FORM AND CONTENT .................................................................... 06
3.1
Package ............................................................................................................ 06
3.2
Form of Submission ........................................................................................... 06
3.3
Signature ........................................................................................................... 06
4.
EVALUATION AND SELECTION ........................................................................... 06
4.1
Evaluation Team ................................................................................................ 06
4.2
Evaluation Criteria ............................................................................................. 06
4.3
Litigation ............................................................................................................ 07
4.4
Additional Information ........................................................................................ 07
4.5
Interviews .......................................................................................................... 07
5.
GENERAL CONDITIONS ........................................................................................ 07
5.1
No Obligation ..................................................................................................... 07
5.2
Respondent’s Expenses .................................................................................... 08
5.3
No Claims .......................................................................................................... 08
5.4
Conflict of Interest .............................................................................................. 08
5.5
Solicitation of Council Members and City Staff ................................................... 08
5.6
Confidentiality .................................................................................................... 08
SCHEDULE A – SCOPE OF SERVICES
SCHEDULE B – EXISTING SERPENTINE, NICOMEKL & CAMPBELL RIVER FLOODPLAINS
FIGURE
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REQUEST FOR EXPRESSIONS OF INTEREST AND STATEMENTS OF QUALIFICATIONS
1.
INTRODUCTION
1.1
Purpose
The purpose of this RFEOI/SOQ is to:
(a)
invite Submissions from Respondents that describe the desire, expertise and capability of the
Respondent to participate in the Project described in Schedule A; and
(b)
select three or four Respondents who may be invited to participate in a request for proposals
process.
It is recognized that these services are substantially different than those of Surrey’s Annual Capital
Program. Successful Respondents will have expertise in coastal engineering, river hydraulics and
lowland drainage modeling.
1.2
Definitions
In this RFEOI/SOQ the following definitions shall apply:
(a)
"City" means the City of Surrey;
(b)
“City Representative” has the meaning set out in Section 2.7 hereof;
(c)
“City Website” means www.surrey.ca;
(d)
“Closing Time” has the meaning set out in Section 2.1;
(e)
"Evaluation Team" means the team appointed by the City;
(f)
“Information Meeting” has the meaning set out in Section 2.2;
(g)
“Preferred Respondent(s)” means the Respondent(s) selected by the Evaluation Team;
(h)
"Respondent" means an entity that submits a Submission
(i)
"Submission" means a submission submitted in response to this RFEOI/SOQ;
(j)
and,
"RFEOI/SOQ" means Request for Expressions of Interest and Statements of Qualifications;
(k)
“Services” has the meaning set out in Schedule A.
2.
INSTRUCTIONS TO RESPONDENTS
2.1
Closing Time and Address for Submission Delivery
Submissions must be received at the office of:
Matt Osler, P.Eng., Project Engineer
Address:
14245 – 56 Avenue
Surrey, B.C, V3X 3A2
Fax:
604-591-8693
E-mail for PDF Files: mfosler@surrey.ca
on or before the following date (the “Closing Time”):
Time:
3:00 p.m., local time
Date:
August 18, 2011
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2.2
Information Meeting
An information meeting may be hosted by the City Representative to discuss the City’s requirements
under this RFEOI/SOQ (the “Information Meeting”). While attendance is at the discretion of
Respondents, Respondents who do not attend will be deemed to have attended the Information
Meeting and to have received all of the information given at the Information Meeting. At the time of
issuance of this RFEOI/SOQ a meeting has not been scheduled.
2.3
Receipt of Submissions
The City expressly reserves the right to waive formalities or to reject any or all Submissions or to accept
a Submission either in whole, or in part, which is deemed most favourable to the interests of the City.
If a Submission contains a defect or fails in some way to comply with the requirements, which in the
sole discretion of the City is not material, the City may waive the defect and accept the Submission.
Any response to this RFEIO/SOQ may become part of any contract into which the City enters with the
successful Respondent.
The City is under no obligation to award a contract as a result of this RFEOI/SOQ and reserves the
right to terminate the RFEOI/SOQ process at any time.
2.4
Number of Copies
Faxed or emailed PDF Submissions are permitted, but a Respondent bears all risk that the City’s
equipment functions properly so that the City receives the Submission on time. If the Respondent
prefers to submit a hard copy, the Respondent should submit the original unbound Submission and
two hard copies (three in total).
2.5
Late Submissions
Submissions received after the Closing Time will not be considered or accepted.
2.6
Amendments to Submissions
Submissions may be revised by written amendment, delivered to the location set out Section 2.1, at any
time before the Closing Time but not after. An amendment must be signed by an authorized signatory
of the Respondent in the same manner as provided in section 3.3. Fax amendments are permitted, but
such fax may show only the change to the Submission section(s). A Respondent bears all risk that the
City’s fax equipment functions properly so as to facilitate timely delivery of any fax amendment.
2.7
Inquiries
All inquiries related to this RFEOI/SOQ should be directed in writing to the person named below (the
"City Representative"). Information obtained from any person or source other than the City
Representative may not be relied upon.
Name:
Matt Osler, P.Eng., Project Engineer
Address:
Fax:
Email:
14245 – 56 Avenue, Surrey, B.C, V3X 3A2
604-591-8693
mfosler@surrey.ca
The City will attempt to respond to all reasonable inquiries but reserves the right not to respond to
inquiries. Respondents finding discrepancies or omissions in the RFEOI/SOQ documentation or having
doubts as to the meaning or intent of any provision should immediately notify the City Representative.
If the City determines that an amendment is required to this RFEOI/SOQ, the City Representative will
issue an addendum in accordance with section 2.8. No oral conversation will affect or modify the terms
of this RFEOI/SOQ nor be relied upon by any Respondent.
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2.8
Addenda
If the City determines that an amendment is required to this RFEOI/SOQ, the City Representative will
post a written addendum on the City Website that will form part of this RFEOI/SOQ. No amendment of
any kind to the RFEOI/SOQ is effective unless it is posted in a formal written addendum on the City
Website. Upon submitting a Submission, Respondents will be deemed to have received notice of all
addenda that are posted on the City Website.
2.9
Opening of Submissions
The City intends to open Submissions in private but reserves the right to open Submissions in public at
its sole discretion.
2.10
Status Inquiries
All inquiries related to the status of this RFEOI/SOQ, including whether or not a Respondent has been
selected, should be directed to the City Website and not to the City Representative.
3.
SUBMISSION FORM AND CONTENTS
3.1
Package
Submissions should be in a sealed package, marked on the outside with the Respondent’s name, title
of the project and reference number
3.2
Form of Submission
Respondents should provide responses to the following items, and if a particular item is inapplicable or
cannot be answered, Respondents should clearly state why.
Note: In addition to clearly identified direct response to the below items, a four page cover
letter will be accepted in support of the Respondent’s qualifications. Additional information or
cover letter content beyond the fourth page will be reviewed at the City’s sole discretion.
(a)
Corporate profile (location of branches, background, stability and structure);
(b)
A listing of recent relevant project experience:
(i)
(ii)
Identification of the current personnel that worked on the projects; and,
Project descriptions should include a summary of scope, location, value, and length of
time project, key personnel and client contact information (telephone, fax, e-mail).
Project sheets may be included as an appendix.
(c)
Identification and brief description of experience of key technical staff and the project manager
who would be assigned for the project. Resumes may be included as an appendix;
(d)
Provide the name and contact details for the Respondent’s Representative. Please note: The
Respondent’s Representative will be the only contact person to receive communication from the
City;
(e)
Proposed Team and Organization:
(i)
(ii)
(f)
Management structure; and,
Organization chart(s), at the corporate level, showing the relationship between the
Respondent’s Team members.
Provide a project organization chart, at the key individual level, showing the reporting
relationships between, and authority of, the key individuals that will report them to indicate the
proposed approach/management structure for the project;
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(g)
Provide information on past experience working on comparable projects.
management arrangements that were used to coordinate the work;
(h)
List of relevant principal projects completed in the past five years, including short project
descriptions and an approximate total volume of related work for the last five years (organized
by year, in Canadian dollars); and
(i)
Provide information on sub-consultants, if applicable for providing the Services:
(i)
(ii)
(iii)
3.3
Explain the
Description of the specific areas of expertise the sub-consultants will be relied upon;
Identification of past projects the Respondent has collaborated on; and,
Identification and brief description of experience of key personnel of the sub-consultant.
Resumes may be included as an appendix.
Signature
The legal name of the person or firm submitting the Submission should be inserted in the Submission.
The Submission should be signed by a person authorized to sign on behalf of the Respondent and
include the following:
(a)
If the Respondent is a corporation then the full name of the corporation should be included,
together with the names of authorized signatories. The Submission should be executed by all of
the authorized signatories or by one or more of them provided that a copy of the corporate
resolution authorizing those persons to execute the Submission on behalf of the corporation is
submitted;
(b)
If the Respondent is a partnership or joint venture then the name of the partnership or joint
venture and the name of each partner or joint venturer should be included, and each partner or
joint venturer should sign personally (or, if one or more person(s) have signing authority for the
partnership or joint venture, the partnership or joint venture should provide evidence to the
satisfaction of the City that the person(s) signing have signing authority for the partnership or
joint venture). If a partner or joint venturer is a corporation then such corporation should sign as
indicated in subsection (a) above; or
(c)
If the Respondent is an individual, including a sole proprietorship, the name of the individual
should be included.
4.
EVALUATION AND SELECTION
4.1
Evaluation Team
The evaluation of Submissions will be undertaken on behalf of the City by an Evaluation Team. The
Evaluation Team may consult with others including City staff members, third party consultants and
references, as the Evaluation Team may in its discretion decide is required. The Evaluation Team will
give a written recommendation for the selection of a Preferred Respondent or Preferred Respondents
to the City.
The City will make the final decision regarding any Respondent or terminate the RFEOI/SOQ process
at its sole discretion. The City will then advise all Respondents and the selected Respondent (if one is
chosen) in writing of the City's decision.
4.2
Evaluation Criteria
The Evaluation Team will compare and evaluate all Submissions to determine the Respondent’s
strength and ability to provide the Services in order to determine the Submission which is most
advantageous to the City using the following criteria:
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Criterion 1:
Respondent’s overall capacity, skill, experience, reputation and resources;
Criterion 2:
Background and experience of key personnel proposed;
Criterion 3:
Firm’s commitment to assign necessary resources to complete the report by February
25, 2012 assuming contract award by September 29, 2011; and,
Criterion 4:
Respondent’s specific experience in the following:
(i)
Hydrodynamic modeling experience with various software;
(ii)
Statistical analysis of combined probability of correlated events including Empirical
Simulation Technique;
(iii) Tide, wind setup and surge analysis;
(iv) Dam breach modeling,wave propagation and erosion analysis;
(v)
Floodplain mapping;
(vi) Flood storage analysis;
(vii) Computer visualization; and,
(viii) Failure modes and effects analysis.
The Evaluation Team will not be limited to the criteria referred to above, and the Evaluation Team may
consider other criteria that the team identifies as relevant during the evaluation process. The
Evaluation Team may apply the evaluation criteria on a comparative basis, evaluating the Submissions
by comparing one Respondent’s Submission to another Respondent’s Submission. All criteria
considered will be applied evenly and fairly to all Submissions.
4.3
Litigation
In addition to any other provision of this RFEOI/SOQ, the City may, in its absolute discretion, reject a
Submission if the Respondent, or any officer or director of the Respondent submitting the Submission,
is or has been engaged directly or indirectly in a legal action against the City, its elected or appointed
officers, representatives or employees in relation to any matter.
In determining whether or not to reject a Submission under this section, the City will consider whether
the litigation is likely to affect the Respondent’s ability to work with the City, its consultants and
representatives and whether the City’s experience with the Respondent indicates that there is a risk the
City will incur increased staff and legal costs in the administration of the Contract if it is awarded to the
Respondent.
4.4
Additional Information
The Evaluation Team may, at its discretion, request clarifications or additional information from a
Respondent with respect to any RFEOI/SOQ, and the Evaluation Team may make such requests to
only selected Respondents. The Evaluation Team may consider such clarifications or additional
information in evaluating a Submission.
4.5
Interviews
The Evaluation Team may, at its discretion, invite some of or all of the Respondents to appear before
the Evaluation Team to provide clarifications of their Submissions. In such event, the Evaluation Team
will be entitled to consider the answers received in evaluating submissions.
5.
GENERAL CONDITIONS
5.1
No Obligation
This RFEOI/SOQ is not a tender and does not commit the City in any way to pre-qualify a Preferred
Respondent(s), or to proceed to negotiations for an agreement, or to award any agreement, and the
City reserves the complete right to at any time reject all Submissions, and to terminate this RFEOI/SOQ
process.
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5.2
Respondent's Expenses
Respondents are solely responsible for their own expenses in preparing, and submitting a Submission,
and for any meetings, negotiations or discussions with the City or its representatives and consultants,
relating to or arising from this RFEOI/SOQ.
5.3
No Claims
The City and its representatives, agents, consultants and advisors will not be liable to any Respondent
for any claims, whether for costs, expenses, losses or damages, or loss of anticipated profits, or for any
other matter whatsoever, incurred by the Respondent in preparing and submitting a Submission, or
participating in subsequent proposal requests, negotiations for an agreement, or other activity related to
or arising out of this RFEOI/SOQ, including in the event the City accepts a non compliant Submission
or otherwise breaches the terms of this RFEOI/SOQ.
5.4
Conflict of Interest
Respondents should disclose any potential conflicts of interest and existing business relationships they
may have with the City, its elected or appointed officials or employees. The City may reject a
Submission from any Respondent that the City judges would be in a conflict of interest if the
Respondent is awarded a contract. The City may rely on such disclosure.
5.5
Solicitation of Council Members and City Staff
Respondents and their agents will not contact any member of the Surrey City Council or City staff with
respect to this RFEOI/SOQ, other than the City Representative or staff referred by City Representative
named in section 2.7, at any time prior to the award of an agreement or the termination of this
RFEOI/SOQ, and the City may, at its discretion, reject the Submission of any Respondent that make
any such contact.
5.6
Confidentiality
All Submissions become the property of the City and will not be returned to the Respondent. All
Submissions will be held in confidence by the City unless otherwise required by law. Respondents
should be aware the City is a "public body" defined by and subject to the Freedom of Information and
Protection of Privacy Act of British Columbia.
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SCHEDULE A – SCOPE OF SERVICES
A.1
Introduction and Background
This Project examines the Sepentine, Nicomekl and Campbell River systems discharging to the
Semiahmoo Bay/Boundary Bay area.
The Serpentine-Nicomekl River Lowlands contain a floodplain approximately 60 km2 in size with a total
drainage area of over 300 km2 in size. The province conducted a floodplain assessment in the 1990’s
based on best data at that time.
Beginning in the 1999, the flood plain was subdivided into 18 study areas for which detailed functional
plans were developed by a number of engineering consultants. Functional plans were developed to
ensure a common level of drainage service and that flood storage was equitable throughout the
agricultural land.
The majority of these plans have been verified and incorporated into a
comprehensive Mike 11 model of the lowland area. The model focuses on the lowland area, with
upland input hydrographs. The interface of the uplands to lowlands, as well as floodplain adjustments
are a prime concern.
Significant stormwater management infrastructure exists in the lowland area, including:
 80 km+ of earth dyke;
 One km+ of sheet pile dyke;
 100 km+ of ditches;
 Two sea dams;
 20+ pump stations;
 10+ spillways; and,
 150+ flood boxes.
Water levels within the Nicomekl and Serpentine Rivers are greatly impacted by the boundary
conditions at their respective sea dams. With the recent provincial projections of sea level rise, the
impact to the floodplain could be significant. Sea level rise may impact:
 Floodplain extents;
 Existing dyke freeboard, spillways, sea dams & building design elevations; and,
 System capacity upstream of sea dams for both floodplain and adjacent residential and
industrial areas.
The Little Campbell River has a smaller floodplain due in part to its steeper gradient than the
Serpentine and Nicomekl Rivers. There are no dykes or sea dams on this system, with water from
Semiahmoo Bay freely flowing upstream at periods of high surge or tide conditions. Impact from the
projected sea level rise will be similar to those of the Serpentine & Nicomekl Rivers, but to a smaller
extent.
Detailed terms of reference will be provided to three of four short listed Respondents.
RFEOI/SOQ 1220-050-2011-016
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A.2
Project Goals and Objectives
This Project aims to look at what the projected sea level rise will have on the existing floodplain area as
it currently exists and to also conduct a sensitivity and probability analysis to assist with developing
realistic future drainage lowland design standards for combination events.
While freeboard and conservative engineering design provide the City a degree of protection from the
impact of sea level rise, a sensitivity analysis is desired to examine how sea level rise will impact the
Serpentine-Nicomekl drainage. This will provide the framework for future policy and design standard
development within the zone of influence. Specific goals and objectives of this project include:
(i)
(ii)
(iii)
(iv)
(v)
(vi)
(vii)
(viii)
A.3
Identification of the specific sea levels in Mud and Semiahmoo Bay consistent with the Climate
Change Adaption Guidelines for Sea Dikes and Coastal Flood Hazard Land published by the
Ministry of Environment;
Impact assessment of the projected sea levels on the lands upstream and downstream of the
existing sea dams;
Review of existing floodplain levels with results of the sea level impact assessment for various
time horizons;
Determination of ocean levels to be used for model scenarios through a statistical analysis of
various duration tidal patterns, storm surges and wind setup;
Determination of precipitation events to be used for model scenarios through a statistical analysis
of various duration rainfall events and snow melt conditions;
Review of combined surge, wind setup, sea level rise, tidal pattern and precipitation probability to
assist in future policy and design standard development;
Identification of flood routing resulting from dam breach scenarios; and,
Assessment of dyke network integrity through dam breach assessment scenario.
Tentative Schedule
The anticipated schedule for this project is as follows and may be updated when terms of reference are
issued to short listed Respondents.
Request for expressions of interest and
SOQs submission deadline
Short list of firms created
Request for Proposal issued
Request for Proposal close
Contract award
Completion of draft report
Final submission
RFEOI/SOQ 1220-050-2011-016
August 18, 2011
August 26, 2011
August 29, 2011
September 15, 2011
September 29, 2011
December 25, 2011
February 25, 2012
10
A.4
Partial Listing of Project References Available Upon Request in Digital Format
1.
2.
3.
4.
5.
6.
7.
8.
9.
10.
11.
12.
13.
14.
15.
16.
17.
18.
19.
Ausenco Sandwell, 2011. Climate Change Adaption Guidelines for Sea Dikes and Coastal Flood
Hazard Land Use Draft Policy Discussion Paper. Prepared for the BC Ministry of Environment
Ausenco Sandwell, 2011. Climate Change Adaption Guidelines for Sea Dikes and Coastal Flood
Hazard Land Guidelines for Management of Coastal Flood Hazard Land Use. Prepared for the
BC Ministry of Environment
Ausenco Sandwell, 2011. Climate Change Adaption Guidelines for Sea Dikes and Coastal Flood
Hazard Land Sea Dike Guidelines. Prepared for the BC Ministry of Environment
Bornhold, B. D. 2008. Projected Sea Level Changes for British Columbia in the 21st century
City of Surrey, 1999. Serpentine – Nicomekl Flood Control Project Summary of Criteria
City of Surrey, 2011. Deterministic tide levels at regular intervals in Mud Bay (using Foreman,
M.G.G and R.F. Henry Fortran Program)
City of Surrey, 2011. Various Datasets including: Bare Earth DEM developed from LIDaR
obtained in April 2009 of entire City (Raster format and 1 metre grid), SCADA pump run data,
Ultrasonic Level Monitors, Rainfall Data.
Foreman, M.G.G., and R.F. Henry, 1979. Tidal Analysis Based on High and Low Water
Observations. Pacific Marine Science Report 79-15, Institute of Ocean Sciences (2004 revision)
Golder and Associates, 2009. Mud Bay Functional Plan
Hay & Company, 1999. Crescent Beach Foreshore Assessment
Journal of Waterway, Port, Coastal and Ocean Engineering, 2011. Estimation of Extreme Sea
Levels in a Tide-Dominated Environment Using Short Data Records4 (Redistribution subject to
ASCE license or copyright
Kerr Wood Leidal, 2009. Serpentine-Nicomekl Construction Verification
Kerr Wood Leidal, 2010. Mike 11 Hydro-dynamic model Serpentine-Nicomekl River
KPA Engineering Ltd, 1993. Flood Plain Mapping Program Serpentine and Nicomekl Rivers
KPA Engineering Ltd. 1997. Nicomekl and Serpentine Integrated Watershed Study. Strategic
Plan for Lowlands Flood Control
Seaconsult Marine Research Ltd., 1992. Extreme Water Levels in Boundary Bay – Phase II.
Prepared for the Province of British Columbia, Ministry of Environment, Water Management
Branch (Consent to distribute as not been obtained to date and until consent is obtained, the
report is not available from the City)
Triton Consultants Ltd., 2006. Ocean Water Levels and Downstream Boundary Conditions.
Prepared for the Fraser River Basin Council of BC
UMA AECOM, 2007. Model Schematic
Water Management Consultants, 2002. Drainage System Seismic Vulnerability Assessment
RFEOI/SOQ 1220-050-2011-016
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SCHEDULE B –
EXISTING SERPENTINE, NICOMEKL & CAMPBELL RIVER FLOODPLAINS FIGURE
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