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. 2024-977). The proposals will
be evaluated for the selection of a consultant(s) with the intent 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”, provides small craft
harbours (docks) at 13 locations in the Southern Gulf Islands (SGI) and Swartz Bay. These harbours
provide a vital link to island community residents and visitors by providing moorage, access points
for supplies, mail deliveries and water taxies. The CRD is seeking proposals from individuals or
companies to act as Wharfinger for the dock at Piers Island and Swartz Bay.
The initial term of the Contract will be for a two (2) 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.
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 an electronic copy of each proposal by e-mail, in accordance with the instructions contained herein, at the following specific physical location:
Attention: Shari McCreesh, Purchaser
Integrated Water Services
Address: Capital Regional District
479 Island Highway
Victoria BC V9B 1H7
Fax: 250-474-9659
Submit a PDF copy of your 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: June 5, 2024
The CRD reserves the right to extend the Closing Time at its sole discretion.
Proposals must not be sent by fax.
This is a Request for Proposal and not a tender call.
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.
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: Steve Carey
Address: 479 Island Highway Victoria BC V9B 1H7
Fax: Not applicable
Telephone: In writing only
Email: scarey@crd.bc.ca
Inquiries should be made no less than five (5) days prior to Closing Time. The CRD reserves the right not to respond to inquiries made less than five (5) 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 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.
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.
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.
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.
1.12 Extension of Contract to other Divisions and Facilities
Proponents should note that the RFP and resulting Contract permits the CRD Integrated Water
Services to extend the Contract and the right to purchase the contracted goods/services under the
same price, terms and conditions, to any other divisions or facilities (present or future) in the CRD
which may not have participated in this RFP process (the “other facilities”).