RFQ 2021-002 Asset Management Plan Update - www.wellington-north.com - Page 1|14 - Township of ...
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7490 Sideroad 7 W, PO Box 125,
Kenilworth, ON N0G 2E0 519.848.3620
www.wellington-north.com 1.866.848.3620 FAX 519.848.3228
RFQ 2021-002
Asset Management Plan Update
P a g e 1 | 147490 Sideroad 7 W, PO Box 125,
Kenilworth, ON N0G 2E0 519.848.3620
www.wellington-north.com 1.866.848.3620 FAX 519.848.3228
Contents
1. Introduction .......................................................................................................................................... 4
2. Date of Quotation Submission............................................................................................................... 5
3. Project Contact ...................................................................................................................................... 6
4. Completion Date ................................................................................................................................... 6
5. Scope of Work ....................................................................................................................................... 7
5.1. Develop asset management readiness and risk management frameworks .................................. 7
5.2 Condition Assessment, Data Collection and Consolidation ................................................................ 7
5.3 Complete an update to the Township’s Asset Management Plan ..................................................... 7
5.4 Provide remote training to members of Council and Staff ................................................................. 8
6. Quotation Structure and Content Requirements .................................................................................. 8
6.1. Quotation Submission Structure ................................................................................................... 8
6.2. Quotation Content Requirements ................................................................................................. 8
6.2.1. Introduction........................................................................................................................... 8
6.2.2. Statement of Qualifications ................................................................................................... 9
6.2.3. Work Program ....................................................................................................................... 9
6.2.4. Schedule ................................................................................................................................ 9
6.2.5. Cost Estimate......................................................................................................................... 9
6.2.6. Qualifications and Background of Consultation Team ........................................................... 9
6.2.7. Conflicts of Interest ............................................................................................................... 9
6.2.8. References........................................................................................................................... 10
P a g e 2 | 147490 Sideroad 7 W, PO Box 125,
Kenilworth, ON N0G 2E0 519.848.3620
www.wellington-north.com 1.866.848.3620 FAX 519.848.3228
7. Quotation Process ............................................................................................................................... 10
7.1. Request for Quotation Schedule ................................................................................................. 10
7.2. Documentation ........................................................................................................................... 10
7.3. Communication ........................................................................................................................... 11
8. Evaluation Criteria ............................................................................................................................... 11
9. Disqualification .................................................................................................................................... 12
10. Examination of Documents ............................................................................................................. 12
11. Quotation Withdrawal of Replacement .......................................................................................... 12
12. Quotation Evaluation....................................................................................................................... 13
13. Quotation Award Procedure ........................................................................................................... 13
14. Extra Work ....................................................................................................................................... 13
15. Payment of Fees .............................................................................................................................. 14
16. Amendments to RFQ ....................................................................................................................... 14
P a g e 3 | 147490 Sideroad 7 W, PO Box 125,
Kenilworth, ON N0G 2E0 519.848.3620
www.wellington-north.com 1.866.848.3620 FAX 519.848.3228
Information to Proponents
1. Introduction
Wellington North is the most northerly Township in Wellington County, located 30 minutes north of
Guelph on Highway 6, and takes in both rural and urban settings. At the south end, at the intersections of
Highways 6 & 109 and across the Conestoga River, the Village of Arthur welcomes you. Designated as
“Canada’s Most Patriotic Village” this gateway to the Grand River watershed is a great place to live, shop
and play. In the north, at the intersections of Highways 6 & 89 and across the Saugeen River the Town of
Mount Forest with an altitude of 1,407 ft. welcomes you with “High, Healthy & Happy” proudly displayed
on the water tower as you enter town.
Nestled in a picturesque agricultural setting the Township contains some of the best farmland the County
has to offer as well as a substantial Industrial base and a wealth of Conservation Land. Old established
neighbourhoods are complemented by new residential development and small urban centres by rural
countryside providing a variety of lifestyle choices for its workforce, residents, and their guests. The
quality of life available is second to none with clean air and clean water, quiet tree lined streets, abundant
recreational activities, excellent shopping opportunities along with convenient Heath Care and excellent
Educational facilities.
Wellington North is a short drive on excellent roads from many of the major centres and is within one
hour's drive of Highways #400 and #401, the Province's main controlled-access thoroughfare and link
between major centres in Canada and the United States.
The Township of Wellington North is inviting qualified consultants to submit quotations to assist the
Township with developing asset management readiness and risk management frameworks, assisting in
the data collection and reporting on condition assessment for a subset of core township assets, update to
the Township’s Asset Management Plan (AMP), and delivery of remote asset management training for
Township employees and council.
The concepts of asset management are understood and appreciated by our Council. Our intention is to
build a long-term asset management plan that reflects the unique requirements and strategic objectives
of our community, a plan that is fully defensible to our stakeholders. Additionally, by updating our AMP
with current data and incorporating asset management readiness & risk management frameworks, all
P a g e 4 | 147490 Sideroad 7 W, PO Box 125,
Kenilworth, ON N0G 2E0 519.848.3620
www.wellington-north.com 1.866.848.3620 FAX 519.848.3228
members of the senior management team will be better positioned to have greater reliance on the
updated AMP for future capital planning and asset management decision support.
The expected results of the consultant’s work are:
- That the Township will understand, and more effectively advance AM
- Be better positioned to communicate AM needs to council
- Have a better understanding of the scale and effort required for AM
- Position the Township to make information-based decisions relative to operating and capital
expenditures with direct correlation to annual budgeting and long-term planning initiatives
- Be compliant with Provincially imposed regulation (O. Reg. 588/17)
Key Deliverables from the Consultants’ work are:
- Asset Management Plan Update (using the framework & template developed by the County of
Wellington and member Municipalities)
- Asset Management readiness & risk management frameworks
- Condition assessment reports for subset of Roads, Bridges, Water, and Sanitary Networks to be
integrated with existing Township software (CityWide’s Asset Manager).
- Attendance records and training materials delivered remotely
2. Date of Quotation Submission
Quotations are to be submitted in a sealed envelope addressed as follows:
Township of Wellington North
RFQ 2021-002
Adam McNabb – Director of Finance
7490 Sideroad 7 W, PO Box 125
Kenilworth, ON N0G 2E0
P a g e 5 | 147490 Sideroad 7 W, PO Box 125,
Kenilworth, ON N0G 2E0 519.848.3620
www.wellington-north.com 1.866.848.3620 FAX 519.848.3228
Quotations must be submitted under the following instructions:
Quotation Closing Date: February 19, 2021
Time: 2:00 p.m., local time
Location: Kenilworth, ON
Municipal Administration Office
7490 Sideroad 7 W, PO Box 125
Kenilworth, ON N0G 2E0
CLOSED QUOTATION OPENING
Submissions received by the date and time of closing will be opened and evaluated by the Township of
Wellington North post submission closing.
Note: This RFQ will not be a public opening. Lowest bid not necessarily accepted, and award of the work
will be consistent with the Township’s procurement policy. Unsuccessful respondent’s will be notified
within four (4) weeks of submission date via email.
3. Project Contact
Adam McNabb – Director of Finance
Township of Wellington North
(519) 848-3620 Ext. 4232
amcnabb@wellington-north.com
4. Completion Date
The expectation is that the consulting work will be substantially complete by June 1, 2021.
P a g e 6 | 147490 Sideroad 7 W, PO Box 125,
Kenilworth, ON N0G 2E0 519.848.3620
www.wellington-north.com 1.866.848.3620 FAX 519.848.3228
5. Scope of Work
5.1. Develop asset management readiness and risk management frameworks
With successful proponent, with the support of the Township’s cross-functional asset management team,
will develop complete asset readiness and risk management frameworks - these frameworks will position
the Township of Wellington North well to identify specific roles and responsibilities beyond our existing
strategic asset management policy and cross functional team. Additionally, by completing these
frameworks, Township staff will have better insight, and be able to identify and document information on
performance and establish desired levels of service across asset types to ensure appropriate decision-
making supports exist into the future.
5.2 Condition Assessment, Data Collection and Consolidation
To fully support the Asset Management Plan for the Township, the successful proponent, any identified
3rd parties, and the Township’s cross-functional asset management team will undertake activities to
ensure internal standardization of procedures and processes to ensure data collection across service
lines is accurate and appropriate to support credible downstream decision making and capital planning.
Additionally, by standardizing processes and procedures, our cross functional AM team will become
more conversant in our policies, procedures and process which will aid the completion of specified
organizational objectives and begin the movement of data to a consolidated centralized location for use
by the AM team.
The successful proponent, with support of the Township of Wellington North cross functional asset
management team will define which data is required to perform our desired asset management
activities and begin work on the collection of GIS and condition assessment information. By collecting
pertinent GIS data, Staff will be able to depict capital projects better spatially to both the public and
members of Council.
5.3 Complete an update to the Township’s Asset Management Plan
By leveraging the asset management readiness and risk management frameworks, and updated
condition assessment data identified in earlier parts of this engagement, the successful proponent, will
be well positioned to update the Township’s existing AMP. The updated AMP is to be compliant with
the requirements of O.Reg 588/17, and reflect the Township’s priorities/budget, and provide practical
and implementable recommendations. The updated AMP is to act as a long-term asset management
tool providing data driven recommendations to both Council and staff for downstream decision making
and capital planning.
P a g e 7 | 147490 Sideroad 7 W, PO Box 125,
Kenilworth, ON N0G 2E0 519.848.3620
www.wellington-north.com 1.866.848.3620 FAX 519.848.3228
5.4 Provide remote training to members of Council and Staff
The successful proponent will prepare and present training material to selected members of Council and
staff focused on how the newly prepared asset management readiness and risk management
frameworks, and condition assessment data interplay with data collection, maintenance, and the asset
management plan to aid in organizational development and asset management maturity.
6. Quotation Structure and Content Requirements
6.1. Quotation Submission Structure
The quotation document should be structured in sections that refer to the headings addressed in the
Quotation Content Requirements of this section and should be numbered and tabbed accordingly.
6.2. Quotation Content Requirements
Section Content
1 Introduction
2 Statement of Qualifications
3 Work Program (Approach & Methodology)
4 Schedule
5 Cost Estimate
6 Qualifications and Background of Consultation
Team
7 Conflicts of Interest
8 References
6.2.1. Introduction
Proponents are to provide a brief introduction of the organization submitting the quotation. Proponents
are invited to include, but not limited to the following information:
P a g e 8 | 147490 Sideroad 7 W, PO Box 125,
Kenilworth, ON N0G 2E0 519.848.3620
www.wellington-north.com 1.866.848.3620 FAX 519.848.3228
General company profile (Ownership, affiliations, customers, number of years in operation,
business segments etc.)
Address and contact information for the proposing entity
Size of the company, number of employees, and operational footprint.
6.2.2. Statement of Qualifications
Brief description on significant similar projects.
6.2.3. Work Program
Describe the firm’s approach and methodology.
6.2.4. Schedule
In this part of the quotation please also submit a project schedule. Clearly identify key milestones &
dates.
6.2.5. Cost Estimate
The Proponent’s submission shall include:
• Overall project cost exclusive of HST.
• A detailed cost and time breakdown of each major activity identified in the quotation.
• A time and cost breakdown for each team member.
• Identifying any disbursements and the associated costs.
• A fee schedule and hourly rates for all project team members.
6.2.6. Qualifications and Background of Consultation Team
Please provide the proposed consultant team expected to be dedicated to the Township of Wellington
North project, detailing how they will be organized and including their capabilities, experience, and any
special skills of each individual team member.
6.2.7. Conflicts of Interest
This section would outline any real or perceived conflicts of interest, if successfully chosen for the
engagement. Conflicts could include but are not limited to any relationships between members of the
proponents and the Township of Wellington North, or any private assignments outside of the AM activities
that could influence the project.
P a g e 9 | 147490 Sideroad 7 W, PO Box 125,
Kenilworth, ON N0G 2E0 519.848.3620
www.wellington-north.com 1.866.848.3620 FAX 519.848.3228
6.2.8. References
This section is to include client references (minimum of 3). The Township of Wellington North reserves
the right to contact references, which may affect a Proponent’s evaluation score. References associated
with the Township of Wellington North will not be considered or accepted.
7. Quotation Process
7.1. Request for Quotation Schedule
The following table outlines the timeline that has been established for the quotation selection process:
Task Description Date
Request for Quotation Issued January 18, 2021
Proponent Questions Received by: February 5, 2021
Township to provide answers by: February 12, 2021
Quotations Due Date: February 19, 2021
Anticipate Decision on Successful Proponent: February 26, 2021
Anticipated Commencement of Work: March 5, 2021
NOTE: Although every attempt will be made to meet all dates, the Township of Wellington North
reserves the right to modify any or all dates at its sole discretion.
7.2. Documentation
a) One (1) original and three (3) copies of the quotation are required.
b) All quotations must be legible and written in ink or typewritten.
c) All quotations must be submitted in a sealed envelope.
P a g e 10 | 147490 Sideroad 7 W, PO Box 125,
Kenilworth, ON N0G 2E0 519.848.3620
www.wellington-north.com 1.866.848.3620 FAX 519.848.3228
7.3. Communication
All requests for information and/or clarification as well as questions regarding the interpretation of the
terms set out in this RFQ should be referred to:
Adam McNabb, Director of Finance
519-848-3620 ext. 4232
amcnabb@wellington-north.com
8. Evaluation Criteria
Each response to this Request for Quotations will be evaluated by the Township of Wellington North to
determine the degree to which it responds to the requirements as set out. Because this is a Request for
Quotation, other factors in addition to cost will be considered when submissions are evaluated.
Factors to be considered will include, but not necessarily be limited to:
Evaluation Criteria Weighted Percentage
Statement of Qualifications 10
Work Program (Approach & Methodology) 35
Schedule 10
Cost Estimate 25
Qualifications and Background of Consultation 20
Team
Total 100
The Proponent Declares:
1. No person, firm, or corporation, other than the Proponent, has any interest in this Quotation or
in the proposed agreement for which this Quotation is made and to which it relates;
P a g e 11 | 147490 Sideroad 7 W, PO Box 125,
Kenilworth, ON N0G 2E0 519.848.3620
www.wellington-north.com 1.866.848.3620 FAX 519.848.3228
2. This Quotation is made by the Proponent without any connection, knowledge or comparison of
figures, or arrangements with, or knowledge of any other corporation, firm or person making a
Quotation for the same service, and is in all respects fair and without collusion or fraud;
3. No member of the Municipal Council or any other officer of the Corporation will become
interested directly or indirectly as a contracting party without disclosing his interest and otherwise
complying with the Municipal Conflict of Interest Act, RSO 1990;
4. The content and requirements of this Quotation document have been read and understood.
9. Disqualification
The Township of Wellington North reserves the right to reject any or all quotations. Failure of the
Proponent to satisfy any term or condition of this RFQ may result in the rejection of said Quotation.
Further, any incomplete quotations, qualified quotations, quotations not properly signed/dated,
quotations received after the closing date/time, quotations completed in pencil, quotations with
incomplete calculations, and quotations lacking required information will be rejected as incomplete.
10. Examination of Documents
Each proponent must satisfy himself or herself by a personal study of the RFQ documents, by calculations,
and by personal inspection of the site, respecting the conditions existing or likely to exist in connection
with the proposed work. There will be no consideration of any claim, after submission of Quotations, that
there is a misunderstanding with respect to the conditions imposed by this RFQ. Prices must include all
incidental costs and the proponent must be satisfied as to the full requirements of the RFQ.
11. Quotation Withdrawal of Replacement
Any quotation may be withdrawn prior to the scheduled time for quotation closing by submitting written
notice to the RFQ contact. Replacement quotations are welcome until the quotation closing.
P a g e 12 | 147490 Sideroad 7 W, PO Box 125,
Kenilworth, ON N0G 2E0 519.848.3620
www.wellington-north.com 1.866.848.3620 FAX 519.848.3228
12. Quotation Evaluation
All submissions must follow the requirements of the RFQ process to be considered for evaluation.
Even though quotations are received based on furnishing product which may meet the minimum
requirements indicated, it is not intended that this alone shall limit the award but that other factors shall
be considered together with any related experience the Township of Wellington North may or may not
have had.
All qualifying quotations will be reviewed and evaluated by the selection committee.
It will be the responsibility of the selection committee to initially read, review and evaluate each
quotation. The selection committee may “short list” those quotations that are most feasible for further
consideration.
Proponents may be required to make an oral presentation in support of their quotation.
13. Quotation Award Procedure
All Quotations shall be final and binding on the proponent for a period of 60 (sixty) days from the closing
date and may not be altered by any subsequent offerings, discussions, or commitments unless the
proponent is requested to do so by the Township of Wellington North.
The Township of Wellington North will notify the successful proponent of the award. The successful
proponent agrees to execute a Professional Service Agreement to undertake work within 10 business days
of the date of notification of award.
The Township reserves the right to reject any, or any part of, or all quotations and reserves the right to
award a contract to other than the bidder submitting the lowest total cost.
14. Extra Work
The Township of Wellington North shall not be responsible for any liabilities, costs, expenses, loss, or
damage incurred, sustained, or suffered by any proponent(s) prior or subsequent to or by any reason of
the acceptance or non-acceptance by the Township of Wellington North of any quotation by reason of
any delay in the acceptance of a quotation.
P a g e 13 | 147490 Sideroad 7 W, PO Box 125,
Kenilworth, ON N0G 2E0 519.848.3620
www.wellington-north.com 1.866.848.3620 FAX 519.848.3228
15. Payment of Fees
The successful proponent will provide the Township of Wellington North with a timeline of deliverables
with their associated cost. The timeline will be mutually agreed upon and appended to the agreement.
The Township of Wellington North will pay the successful proponent its fees based on the completion of
milestones as defined within the proponent’s quotation. Invoices shall be forwarded to:
The Township of Wellington North
Attention: Director of Finance
7490 Sideroad 7 W, PO Box 125
Kenilworth, ON N0G 2E0
16. Amendments to RFQ
Questions of clarification will be answered individually, but response(s) to any question that modifies the
scope of the RFQ will be posted as a RFQ Addendum on the Corporation’s website.
Amendment and changes to this quotation prior to the closing date and time stated herein will only be in
the form of written amendment and said amendment will be issued by the Township of Wellington North.
Amendments will be posted on the Township of Wellington North’s website at Township of Wellington
North Tenders & RFQ’s (https://wellington-north.com/government/tenders-rfqs). It is the proponent’s
sole responsibility to check this website regularly to inform itself of any posted amendments. The
Township of Wellington North makes no promise or guarantee that amendments will be delivered by any
means to any proponent. By submitting a quotation in response to the Request for Quotation, the
proponent acknowledges and agrees that amendment shall be posted on the Township of Wellington
North’s website and it is the sole responsibility of the proponent to check the website for said
amendment. Amendments will not be released less than seventy-two (72) hours prior to the close of the
quotation. Any submission that does not acknowledge receipt of amendment shall be considered as
incomplete and will be disqualified.
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