*May 13th, 2022 - Addendum No 1 Posted*
*May 18, 2022 - Addendum No. 2 Posted*
*May 19, 2022 - Addendum No. 3 Posted*

INSTRUCTIONS TO PROPONENTS

1.1 Invitation
The Capital Regional District (“CRD”) invites detailed proposals from consultants (the
"Proponents") in strict accordance with these Proposal Documents (CRD, RFP No. 2022-782). The proposals will be evaluated for the selection of a consultant with the intent to negotiate to enter into a contract (the “Contract”) to provide the services described in Appendix “A”. The Capital Regional District (CRD), hereinafter referred to as the "CRD”, invites Proposals for the Description of service / goods required.
The CRD reserves the right to award in whole or in part. Proponents may be awarded additional follow-on work without a further competition.
A Contract will not necessarily result from this Request for Proposal (“RFP”).

1.2 Closing Time and Date for Submission of Proposals
The CRD will accept either a hard copy or an electronic submission.

Hard copy
The CRD will accept three (3) copies of each Technical Proposal and Financial Proposal (in two separate files) and one (1) USB, in accordance with the instructions contained herein, at the following specific physical location:

Attention
Gord Dimock, Assistant Purchaser
Integrated Water Services

Address
Capital Regional District
479 Island Highway
Victoria BC V9B 1H7

Electronic copy
Submit a PDF copy of each Technical Proposal and Financial Proposal (in two separate files), in accordance to the instructions contained herein, to the following email address:

Address: purchasingIWS@crd.bc.ca

Delays caused by any computer related issues will not be grounds for an extension of the Closing Time. Proposals received electronically with a time stamp after the Closing Time will not be considered.
On or before the following date and time (the “Closing Time”):

Time: 2:00 P.M. [local time]
Date: 27 May 2022

 The CRD reserves the right to extend the Closing Time at its sole discretion.
 Proposals must not be sent by fax.

1.3 Not a Tender
This is a Request for Proposal and not a tender call.

1.4 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.
 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.

1.5 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: Gordon Dimock, Assistant Purchaser
Address: 479 Island Highway Victoria BC V9B 1H7
Telephone: 250-474-9653
Email: purchasingIWS@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.

1.6 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.

1.7 Addenda
If the CRD determines that an amendment is required to this RFP, the CRD will issue a written addendum and it will be posted to BC Bid and CRD websites. The addendum(s) 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. It is the sole responsibility of the Respondents to check BC Bid and the CRD websites for addendum(s) prior to submittal.

1.8 Late Proposals
Proposals received after the Closing Time will not be accepted or considered. Delays caused by any delivery, courier or mail service(s) will not be grounds for an extension of the Closing Time. Proposals received after the Closing Time will be returned unopened to the Proponent.

1.9 Amendments to Proposals
Proposals may be revised by written amendment, provided they are delivered to the location set out in section 1.2. An amendment must be signed by an authorized signatory of the Proponent in the same manner as provided by section 2.3. Fax amendments are permitted provided they are received by the CRD’s fax machine at least fifteen (15) minutes prior to the Closing Time, but such fax amendments may show only the change to the proposal price(s) and in no event disclose the actual proposal price(s). A Proponent bears all risk that the CRD’s fax equipment functions properly so as to facilitate timely delivery of any fax amendment. All faxed
amendments should be sent to the CRD fax number listed in section 1.2.

1.10 CRD’s Right to Modify Terms and Negotiate
The CRD, at its sole discretion, reserves the right to modify the terms of the RFP at any time before the Closing Time. The CRD also reserves the right following the Closing Time, and in accordance with the terms of this RFP, to negotiate with one or more Preferred Proponents any modification or variation of the terms of the RFP, including any of the documents referred to in the definition of “Contract” herein or any modification or variation of the terms of any Proposal, including price, that the CRD considers to be in its best interests. For certainty and without limiting the foregoing, the CRD may, for the purpose of entering into a Contract with any Proponent, amend the description of the required work included in this RFP so that it accurately reflects the services to be provided by the Proponent.

1.11 Examination of Contract Documents and Site
Each Proponent will be deemed to have carefully examined and understood the requirements and limitations of the RFP, including all attached Appendices, the Contract and the Site (as applicable) prior to preparing and submitting a Proposal, with respect to any and all facts which may influence the decision to prepare and submit a Proposal.