RFP - Flood Risk Assessment, Flood Mapping and Flood Mitigation Plan

Tuesday, Oct 15, 2019

**Update: November 4, 2019 (9:04 am pst)**

Proponent Question #1:

In relation to the geotechnical data collection and analysis referenced on Page 3, is there an expectation that the consultant will carry out a desktop study or geotechnical field investigation (drilling program)?

Response:

The Village of Hazelton and the Gitanmaax Band expects the successful proponent, if there is one, to collect any available geotechnical and/or hydrometric data that may be beneficial to either or both local governments that may be used for future flood mitigation or planning decisions. 

Following the completion of the Flood Risk Assessment, Flood Mapping, Flood Mitigation Plan project, a mitigation project or projects may move to the detailed design stage.  At that stage, detailed design and geotechnical and/or hydrometric data will be collected that is relevant to the project or projects that is being designed.  This may require a drilling program but that deliverable is not within the scope of RFP#2019-01.

Proponent Question #2:

Is the project expected to start in the Spring of 2020 when the government funding is awarded?

Response:

Yes, it is expected that the successful proponent will start the project in the Spring of 2020, shortly after funding announcements are made, if funding is approved for the Village of Hazelton and the Village Council agrees to negotiate a contract with a qualified proponent.

Proponent Question #3:

What are the extents of the floodplain mapping on the Skeena River and Bulkley River?

Response:

The extent of the floodplain mapping has not been defined by the Village of Hazelton.  It is expected that the proponents considering a bid submission will assess the region and be prepared to assess and map areas that could impact the Village of Hazelton and/or Gitanmaax Band. 

**end of update**

CLOSING DATE AND TIME: FRIDAY, NOVEMBER 15, 2019 up to 4:00p.m. (local time)

The Village of Hazelton invites proposals from qualified professionals or firms to undertake development of local flood risk assessments, floodplain mapping, and flood mitigation planning for the Hazelton area, which will include the municipality of the Village of Hazelton and the Gitanmaax Band. The Village has experienced significant flood threats in the past due to its location adjacent the Bulkley and Skeena Rivers. Therefore, it is important for the Village to understand the impact of potential flooding in the future. To assist with these efforts, the Province of British Columbia, through Emergency Management BC and UBCM, is offering a suite of funding programs under the Community Emergency Preparedness Fund (CEPF) program. The Village of Hazelton intends to apply for a grant under the Flood Risk Assessments, Flood Mapping, and Flood Mitigation Planning stream of the CEPF based on the submissions of this Request for Proposals (RFP). The final scope of work will be further defined with the successful firm based on the parameters of the grant. Proponents are requested to consider the validity of their proposals with respect to anticipated funding awards expected in the Spring of 2020. 
 
All request for proposal documents are available through BC Bid; at the Village of Hazelton Municipal Office located at 4310 Field Street., Hazelton, BC; or on the Village of Hazelton website: www.hazelton.ca.  The Proponent is solely responsible for ensuring any addenda are downloaded, reviewed, and included in their proposal. 
 
Questions regarding this Request for Proposals must be submitted by email to lgasser@hazelton.ca and must be received no later than 1:00 p.m. PST November 8, 2019. Questions received later than the stated time and date may not be acknowledged or answered. 
 
Submissions must be delivered to:

Village of Hazelton 4310 Field Street.,

PO Box 40 Hazelton, BC   V0J 1Y0

Attention: Lina Gasser, CAO 
Flood Risk Assessment, Flood Mapping, and Flood Mitigation Plan Village of Hazelton RFP#2019-01
 
Introduction/Background:

The Village of Hazelton invites proposals from qualified professionals or firms to undertake development of a local Flood Risk Assessment, Flood Mapping and Flood Mitigation Plan for the Village of Hazelton and the Gitanmaax Band. The Hazelton area has experienced significant flooding threats in the past due to its location along the Bulkley and Skeena Rivers.  Major flood events have occurred in the Hazelton Area in 2007, 1991, 1948, and 1936.  The Village of Hazelton recognizes the severe damage that can result to a municipality as well as the reality that it can take years to recover from a serious flood.  Hazelton was designated an area subject to recurrent and severe flooding by the Province in September 1999. Changing climate and flood events will be exacerbated in the coming years and it is important for the Village and the Band to understand the impact of potential future floods to each organization and the community at large.  To assist with these efforts, the Province of British Columbia, through Emergency Management BC and the Union of British Columbia Municipalities, is offering a suite of funding streams under the Community Emergency Preparedness Fund. The Village of Hazelton intends to apply for a grant under the Flood Risk Assessment, Flood Mapping and Flood Mitigation Planning stream’s third intake based on the submissions of this RFP.  Although the Village of Hazelton is the lead on this RFP and the funding request to the Province, this project is a partnership with the Gitanmaax Band.  It is in both organization’s interest to understand flood risks and have reliable data to assist decision makers on flood mitigation matters.  The final scope of work will be further defined with the successful firm based on the parameters of the grant. Proponents are requested to consider the validity of their proposals with respect to anticipated funding awards expected in the Spring of 2020.  

Summary of Work:
 
While the final scope of work will be further defined with the successful firm based on the parameters of the grant, the successful Proponent will conduct a flood risk assessment, develop floodplain maps, and create a flood mitigation plan that will, amongst other things, assist the Village:  determine how often flooding is likely to occur;  identify locations that will likely be affected by flooding;  recognize critical infrastructure that is most prone to be damaged in a flood;  pinpoint the social and economic impacts that a flood will have on the community; and  plan and develop shovel-ready infrastructure projects to mitigate against future flooding. The Proponent will develop realistic and sustainable mitigation solutions by clearly outlining the plan’s objectives, key activities, expected outputs, timelines, and roles and responsibilities. The Proponent will explore and recommend policies, bylaws, standards, and guidelines for use by the Village in managing the floodplain as well as necessary infrastructure options to provide for public safety and protection of property. The Proponent must consult the following documents to assist in developing the deliverables expected in this RFP:  Provincial Flood Hazard Area Land Use Management Guidelines  Professional Practice Guidelines – Legislated Flood Assessments in a Changing Climate in BC. 
 
 Specifications for LiDAR for the Province of British Columbia  Flood Mapping in BC: APEGBC Professional Practice Guidelines V 1.0  Federal Flood Mapping Guidelines Series 
 
From the above, the following project deliverables are desired:  Completion of Flood Risk Assessment, including: • Completion of Hazard, Impact, Risk, and Vulnerability Assessment • Completion of Risk Assessment Information Template (RAIT)  Developing flood maps to address flood risk identified by a risk assessment, including: • Acquisition of elevation data and mapping • Plotting of historical flood data and inundation mapping • Hydrologic and hydraulic information to calculate flood elevations for selected flood events • Geospatial, mapping and modelling activities • Identifying locations of structures, people and assets that might be affected by flooding  Completion of a Flood Mitigation Plan, including: • Hazard mapping and forecasting • Planning and feasibility activities for structural mitigation investments • Engaging the community, First Nations, and other local stakeholders to reflect on identified risks to make more effective planning decisions • Gathering information to develop floodplain bylaws as identified in the Provincial Flood Hazard Area Land Use Management Guidelines  Preparation of maps, spatial data, and metadata (must meet Section 3.4 of Flood Mapping in BC: APEGBC Professional Practice Guidelines V 1.0 and/or Specifications for LiDAR for the Province of British Columbia)  Hydrometric and/or Geotechnical data collection and analysis  Recommendations for flood infrastructure improvements or mitigation works for Village, Band, Crown, and private lands  Flood mitigation plan including recommendations for new or updated bylaws, policies, and/or guidelines for flood hazard management within the Village and the Gitanmaax Band  Stakeholder consultation and engagement plan for the Village of Hazelton and Gitanmaax Band   Development of new bylaws and policies and amendments to relevant local government plans, bylaws and policies that are specific to the Flood Risk Assessment, Flood Mapping and Flood Mitigation Plan (e.g. land use, engineering and public works bylaws and policies)  Presentation of the Flood Risk Assessment, Flood Mapping and Flood Mitigation Plan to the Village of Hazelton Council and Gitanmaax Band Council  Training of municipal staff on how to maintain and use new data in municipal planning 
 
Stakeholder engagement will be a key component in this project. A stakeholder engagement strategy will be necessary to provide input and support through all phases. A list of stakeholders will be developed upon project startup. 
 
Available Resources:
 
The Village of Hazelton will make the following available to the successful Proponent: 
 
 Official Community Plan, Bylaw No. 473, 2015;  Zoning Bylaw and other relevant bylaws and policies;  Limited Flood Plain GIS files; and  Miscellaneous historical reports as required. 
 
The Proponent will have to gather data and records from provincial ministries/agencies and other sources in order to inform the project.  The Regional District of Kitimat-Stikine may be a source of information such as regional flood mapping, mitigation measures and other data. The Village of Hazelton nor the Gitanmaax Band do not currently maintain GIS metadata. 
 
Details of Submission:
 
Firms responding to this RFP are expected to highlight qualifications and experience in performing this work. The Village is looking to choose a firm to work with to both determine the final scope of work and deliverables for the overall project, and see the project through to completion. The successful firm will be expected to enter into a contract with the Village based on the agreed-upon scope, fees and schedule. Respondents must demonstrate high levels of competence and experience and identify a project team and, in specific, a team Lead. 
 
The proposal must provide a general overview of the Proponent, its structure, size, and capability to perform the work required.  This section should specifically highlight the recent and relevant project experience that demonstrates the Proponent’s suitability to undertake the scope of work. References relating to relevant project experience, including contact name and details of the projects are preferred. 
 
Proposed Methodology:
 
The proposal must clearly describe in detail the proposed methodology, taking into account all requirements of this RFP. This section should address the work effort and, if applicable, the role and participation of each team member in the proposed work. The proposed methodology should also identify any potential options, or changes to the outlined approach, that could be advantageous to the Village. Any such changes and optional work should be identified specifically, or outlined as a separate section. 
 
Work Schedule and Fee:
 
The total proposed cost of the project must include: 
 
a) An all-encompassing fee showing a breakdown of the Proponent’s fees, and all disbursements with applicable taxes listed separately, billable rates for staff assigned to this project, or other expenses as required under Project Scope; and b) Work schedule to show the cost of each major part, key tasks to complete the project, and overall timelines required. 
 
Project Deliverables:

The Proponent will clearly identify in the proposal any specific project milestones, check-in points and deliverables. 

Proposal Submission:
 
All contract documents are available through the BC Bid website.  The Proponent is solely responsible for ensuring any addenda are downloaded, reviewed and included in their bid. Questions regarding specifications can be directed to Lina Gasser, Chief Administrative Officer. 
 
Proposals will be accepted up to 4:00 p.m. (local time), Friday, November 15, 2019.  Proposals must be sealed in an opaque envelope, clearly marked with the RFP name and the RFP number, and will be received by Lina Gasser, Chief Administrative Officer at: P.O. Box 40, Hazelton, BC V0J 1Y0 or 4310 Field Street, Hazelton, BC. 
 
It is the sole responsibility of the Proponent to ensure that its proposal is received at the above location and by the time stipulated. Proposals received after the stipulated time will be rejected. Faxed or emailed proposals are not acceptable and will be rejected.  The Village of Hazelton reserves the right to accept or reject all or any proposal and to waive any informality, incompleteness or error in any proposal. 
 
Proponents must refer to the RFP documents for the terms governing the bid process. All proposals received by the Village of Hazelton Chief Administrative Officer become the property of the Corporation of the Village of Hazelton and, as such, are subject to the Freedom of Information and Protection of Privacy Act.  Once a contract has been awarded the name(s) of the successful Proponent(s) will be available to the public upon request. 
 
Proposals must be received prior to the closing time and in the manner noted above. The Proponent must sign the documents or the proposal cannot be accepted. The Proponent, by signing, confirms that he or she is authorized to legally bind the Proponent. The legal name and address of the Proponent is to be used on the proposal documents. Pricing is to be in Canadian dollars. Three copies of submissions are to be provided in a single envelope. 
 
All costs incurred by Proponents in the preparation and presentation of their proposal will be at their own expense. 
 
Definitions: 
 
a) “Band” means the Gitanmaax Band, a First Nation organization that operates under the umbrella of the Gitksan Government Commission. b) “Contract” means the written agreement resulting from the Request for Proposals executed by the Corporation of the Village of Hazelton and the successful Proponent. c) “Corporation” means the Corporation of the Village of Hazelton. d) “Proponent” means an individual, consultant, or a company that submits, or intends to submit a proposal in response to this Request for Proposals. e) “Record” includes books, documents, maps, data, metadata, drawings, photographs, letters, vouchers, papers and any other thing on which information is recorded or stored by graphic, electronic, mechanical or other means, but does not include a computer program or any other mechanism that produces records. f) “Village” means the Village of Hazelton. 
 
Evaluation: 
 
Evaluation of proposals and selection will be by Village staff and/or external consultants. Proposals will be checked against the mandatory proposal requirements and the Village of Hazelton will evaluate the proposals meeting those requirements to select the proposal most advantageous to the Village of Hazelton. The submissions will be evaluated based upon several factors. Evaluation criteria are listed in Appendix A of this RFP.  The Proponent who scores the highest value in the evaluation criteria may or may not be selected by the Corporation to enter into contract negotiations.   
 
Discrepancies or Omissions: 
 
Proponents finding discrepancies or omissions in the Request for Proposals documents or having any doubts to the meaning or intent of any part thereof, should immediately notify Lina Gasser, Chief Administrative Officer for the Village of Hazelton, in writing via email. Responses, if not already addressed in the RFP, will be issued in the form of addendum and posted to BC Bid and www.hazelton.ca. No oral interpretations will be effective to modify any provisions of the RFP, unless a written addendum has been issued by the Chief Administrative Officer, prior to the advertised closing date and time. The Proponent is solely responsible for ensuring any addenda are downloaded, reviewed, and included in their proposal. No responsibility will be accepted for oral instructions. Addenda or correspondence issued during the Request for Proposals period shall be considered part of this document and will become part of the final Contract document. 
 
Irrevocability of Proposals: 
 
By submission of a clear and detailed written notice, the Proponent may amend or withdraw its proposal prior to the closing date and time. Upon closing time, all proposals become irrevocable and may not be withdrawn for a period of 180 days following the closing date and time. By submission of a proposal, the Proponent agrees that should its proposal be deemed successful, the Proponent will enter into a contract with the Village, the content and format of such contract to be determined by the Village of Hazelton. 
 
Alterations to Proposal: 
 
Prior to the time and date of the Request for  Proposals  closing,  any  Proponent  may withdraw or change their proposal without penalty or forfeiture by giving notice in writing or email to: Lina Gasser, Chief  Administrative  Officer for the Corporation  of  the  Village of Hazelton, P.O. Box 40, Hazelton, BC V0J 1Y0; lgasser@hazelton.ca.  Any amendment submitted which results in the disclosure of pricing or other salient points of the original proposal will result in disqualification of the Proponent. 
 
The Proponent will not change the wording of its proposal after closing and no words or comments will be added to the proposal unless requested by the Village for purposes of clarification. 
 
Liability for Errors: 
 
While the Village used considerable efforts to ensure an accurate representation of the information in this Request for Proposals, the information contained in the Request for Proposals is supplied solely as a guideline for Proponents. The information is not guaranteed.
 
or warranted to be accurate by the Village, nor is it necessarily comprehensive or exhaustive. Nothing in this Request for Proposals is intended to relieve Proponents from forming their own opinions and conclusions with respect to the matters addressed in the Request for Proposals. 
 
Agreement with Terms: 
 
By submitting a proposal, the Proponent agrees to all the terms and conditions of this Request for Proposals.  Proponents who have obtained the Request for Proposals must not alter any portion of the document, with the exception of adding information requested. To do so will invalidate the proposal. 
 
Modification of Terms: 
 
The Village reserves the right to modify the terms of the Request for Proposals at any time at its sole discretion. 
 
Proponent’s Expenses: 
 
Proponents are solely responsible for their own expenses in preparing a proposal and for subsequent negotiations with the Village, if any. If the Village elects to reject all proposals, the Village will not be liable to any Proponent for any claims, whether costs or damages incurred by the Proponent in preparing the proposal, loss of anticipated profit in connection with any final Contract or any other matter whatsoever. 

Acceptance and Rejection of Proposals: 
 
The Corporation may not necessarily accept the lowest priced proposal or any proposal. At its sole discretion, the Corporation reserves the right to reject any or all proposals received and to accept any proposal which it considers advantageous, whether or not it is the lowest priced proposal. 
 
The Corporation reserves the right to accept the proposed offer in total or in part, to reject any or all offers, to waive any minor informalities, irregularities or technicalities and to accept the offer deemed most favourable to the Corporation. 
 
Proposals must meet all the requirements stated herein to be eligible for consideration. Proposals that are unsigned, incomplete, conditional, illegible, unbalanced, obscure or that contain additions not called for, reservations, erasures, alterations or irregularities of any kind, may be rejected. 
 
The Corporation reserves the right to obtain additional information from the Proponents to clarify the information in their submission. 
 
In the event that only one proposal is received, the Corporation reserves the right to return the proposal unopened. Proposals received after the closing time will not be opened. 
 
The Corporation is not under any obligation to award a contract, and reserves the right to terminate the Request for Proposals process at any time, and to withdraw from discussions with all or any of the Proponents who have responded. The Corporation shall not be obligated in any manner to any Proponent whatsoever until a written agreement has been duly executed relating to an approved proposal. 
 
Contract Negotiation: 
 
The Corporation reserves the right to negotiate specific terms of the contract with the shortlisted Proponents prior to the final award of the contract. The Corporation also reserves the right to negotiate specific terms of the contract with the Contractor as the contract progresses. 
 
Confidentiality and Security: 
 
This document or any portion thereof may not be used for any purpose other than submission of a Proposal. The successful Proponent shall agree not to divulge or release any information that has been given to it or acquired by it on a confidential basis during the course of carrying out its duties or performing its services. It is the Corporation’s policy to maintain confidentiality with respect to all confidential information related to the Requests for Proposals, but the Corporation is subject to the Freedom of Information and Protection of Privacy Act. 
 
WorkSafe BC: 
 
For the purpose of the contract, the successful Proponent must provide to the Village proof of coverage under the Worker’s Compensation Act and a letter/proof of good standing with WorkSafe BC. 
 
Insurance: 
 
As a condition of entering into a contract with the Proponent, the selected Proponent will be required to provide (and maintain for the duration of the contract) proof of a Commercial General Liability policy covering bodily injury and property damage liability in the amount of at least Two Million Dollars ($2,000,000) from an insurance company licensed to carry out general insurance in the Province of BC. The policy shall be in the name of the Proponent and have added as additional insured the Corporation of the Village of Hazelton. The policy shall provide the Village with 30 days’ notice of cancellation or material changes to the policy. 
 
Failure to Comply: 
 
If the Proponent is awarded the contract proposed and fails or refuses to enter into that contract, the Proponent shall, without limitation, be liable to the Corporation in securing a substitute Proponent. 

For Appendices, please contact the Village of Hazelton Office at 250-842-5991 or lgasser@hazelton.ca.

The Village of Hazelton