CAPITAL REGIONAL DISTRICT
REQUEST FOR PROPOSAL

Mountain Biking Guidelines
RFP No. RP2020-07

Instructions to Proponents

Invitation

The Capital Regional District (“CRD”) invites detailed proposals from consultants (the "Proponents") in strict accordance with these Proposal Documents (CRD, RFP No. RP2020-07).  The proposals will be evaluated for the selection of a consultant (or consultants) with the intent to enter into a contract (the “Contract”) to provide the services described in Appendix “A”.

The CRD is looking for a chair and facilitator of the Mountain Biking Advisory Committee (MBAC). The purpose of the MBAC is to bring together a group of people with interest in recreation in the capital region and a knowledge of the regional park system in order to provide advice and guidance to CRD Regional Parks for use in developing mountain biking guidelines for regional parks.

The CRD Regional Parks mountain biking guidelines will assist with the planning of sustainable mountain biking activities within regional parks, giving consideration to all regional park values.

A Contract will not necessarily result from this Request for Proposal (“RFP”).

Closing Time and Date for Submission of Proposals

The CRD will accept three (3) copies of each proposal, in accordance with the instructions contained herein, at the following specific physical location:

Attention:      Shari McCreesh
                       Contracts Coordinator
                       Parks & Environemtnal Services

Address:        Capital Regional District
                        625 Fisgard Street
                        Victoria, BC, V8W 1R7
                        Fax:  250-478-5416

On or before the following date and time (the “Closing Time”):

Time:             04:00 p.m. [local time]
Date:             6 July 2020

The CRD reserves the right to extend the Closing Time at its sole discretion.

Proposals must not be sent by fax or electronically.

Not a Tender

This is a Request for Proposal and not a tender call.

Proposal Documents

Each Proponent will ensure it provides its correct name, address, email address, telephone number and facsimile number to the CRD at the time the Proponent receives a set of Proposal Documents.

Failure to return the attached Receipt Confirmation Form to the CRD Representative listed in section 1.5 within five (5) days of receiving the Proposal Documents may result in no further communication regarding this RFP.

Please use and reference the above RFP number on all correspondence.

Proponents are advised to read and respond appropriately to all sections of the RFP.

Incomplete proposals may be rejected at the sole discretion of the CRD.

Inquiries

All inquiries related to this RFP, including whether or not the Contract has been awarded, should be directed in writing to the person named below (the “CRD Representative”).  Information obtained from any person or source other than the CRD Representative may not be relied upon.

Name:            Brent Wyman, Outdoor Recreation Specialist
Address:        490 Atkins Avenue
Fax:                250-478-5416
Telephone:    250-360-3363
Email:            bwyman@crd.bc.ca

Inquiries should be made no less than seven (7) days prior to Closing Time.  The CRD reserves the right not to respond to inquiries made less than seven (7) days prior to Closing Time.  Inquiries and responses will be recorded and may be distributed to all Proponents at the discretion of the CRD.

Proponents finding discrepancies or omissions in the Contract or RFP, or having doubts as to the meaning or intent of any provision, should immediately notify the CRD Representative.  If the CRD determines that an amendment is required to this RFP, the CRD Representative will issue a written addendum to the Proponents.  No oral conversation will affect or modify the terms of this RFP or may be relied upon by any Proponent.

Information Meeting

An information meeting is not applicable and so will not be hosted by the CRD Representative to discuss the CRD’s requirements under this RFP.  At the time of issuance of this RFP a meeting has been scheduled as follows:

Date:           N/A
Time:           N/A (Local Time)
Location:    N/A
Phone:        N/A


July 2, 2020 - Addendum No.1

TO ALL PROPONENTS:

This letter shall serve as confirmation that the revisions included herein as Addendum No. 1 shall form part of the Request for Proposals (RFP) Documents for RFP No. RP2020-07.

 Revise the RFP Documents as follows:

QUESTIONS AND RESPONSES

Q1: Do you have a table of contents / sections in mind for the Guidelines     document?

A1: CRD staff will work with the consultant on a list of topics to discuss with the advisory committee to help inform the mountain biking guidelines once a contract has been awarded.

Q2: We note that preparing the actual Guidelines document is NOT included in our scope of work. If this is accurate, can you advise why the project is structured this way and how long you think it will take for the CRD to prepare the actual guidelines document after receiving the committee recommendations?

A2: CRD staff will be preparing the guidelines. The Mountain Biking Advisory Committee has been formed to provide advice/expertise into the formation of the guidelines. CRD staff anticipate to have the draft guidelines completed after 1 month upon receiving the report from the advisory committee.