September 16, 2019 - Supplementary Receipt Confirmation added - was not appended.
September 26, 2019 - Addendum 1 Posted
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CAPITAL REGIONAL DISTRICT
REQUEST FOR PROPOSAL
Engineering Designs for the Southern Gulf Islands Regional Trails

RFP No. 2019-PCRP-19

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. 2019-PCRP-19).  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 intent of the project is to have detailed multiuse (pedestrian and cycle) trail designs developed for the initial sections of up to three proposed regional trails, on North Pender Island, Galiano Island and Saturna Island (approximately 5km, 3 km and 2 km, respectively).

Submission on this Request for Proposal may result in further trail design work without competition.

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

Closing Time and Date for Submission of Proposals

The CRD will accept 4 (four) copies of each proposal, in accordance with the instructions contained herein, at the following specific physical location:

Attention:      Carolyn Stewart, Park/Trail Planner
                       Regional Parks
                       Parks & Environmental Services 
Address:       Capital Regional District
                       490 Atkins Avenue 
                       Victoria, BC V9B 2Z8
                       Fax:  1.250.478.5416

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

Time:             1:00 p.m. [local time]
Date:              11 October 2019

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:            Carolyn Stewart, Park/Trail Planner
Address:        490 Atkins Avenue, Victoria, BC  V9B 2Z8
Fax:                1.250.478.5416
Telephone:    1.250.360.3368
Email:            cstewart@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 will 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:           20 September 2019
Time:          10:00 a.m. (Local Time)
Location:    Cedar Meeting Room, CRD Regional Parks
                    490 Atkins Ave
                    Victoria, BC  V9B 2Z8
Phone:        1.250.360.3368

Addenda
If the CRD determines that an amendment is required to this RFP, the CRD will issue a written addendum to all Proponents of record that will be incorporated into and become a part of this RFP.  Failure to acknowledge and address all addenda in a Proposal may render the Proposal invalid.