August 23, 2023 - Addendum 1 posted

August 25, 2023 - Addendum 2 posted

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CAPITAL REGIONAL DISTRICT

REQUEST FOR PROPOSAL

MECHANIZED FOREST RESTORATION THINNING

RFP NO. 2023-904

Invitation

The Capital Regional District (“CRD”) invites proposals from contractors (the "Proponents") in strict accordance with these Proposal Documents (CRD, RFP No. 2023-904). The proposals will be evaluated for the selection of a contractor 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 provision of mechanized thinning services in the Greater Victoria Water Supply Area.  The thinning requires specialized small-scale equipment to selectively cut trees and forward thinned stems to roadside. Woody debris management and log hauling and/or log buying may also be procured through this Request for Proposals.

The quantities are estimated hours and days of service per year on an “as and when needed basis”, initially for a one (1) year period with the option to extend the contract for three (3) additional one (1) year periods upon mutual agreement. The District 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”).

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 proposal and one (1) USB, in accordance with the instructions contained herein, at the following specific physical location: 

Electronic copy

Submit a PDF copy of your Technical Proposal and Financial Proposal (in two separate files), in accordance with 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:      1 September 2023

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

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.

• 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:                     Shari McCreesh

Address:                 479 Island Highway Victoria BC V9B 1H7

Telephone:               250-474-9674

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.

Information Meeting

A non-mandatory site information meeting to view a subset of the thinning units 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:    Tuesday, August 22, 2023

Time:    9:30 a.m.

Location:           Sooke Entrance gate at approx. 1988 Sooke Lake Road):

https://goo.gl/maps/EGYYzQZswxQTFVNq7

Phone: 250-881-4971 (CRD Representative on the day)

 Please register with Shari McCreesh, Purchaser in advance to attend the site meeting at PurchasingIWS@crd.bc.ca.